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Home My WebLink About07-20-20 City Council Special Meeting PacketMayor Donna Schmitt Councilmembers Robert A. Williams John Murzyn, Jr. Connie Buesgens Nick Novitsky City Manager Kelli Bourgeois www.columbiaheightsmn.gov AGENDA CITY COUNCIL SPECIAL MEETING PUBLIC SAFETY BUILDING – TRAINING ROOM 825 41ST AVE NE MONDAY, JULY 20, 2020 2 PM JH 1.CALL TO ORDER/ROLL CALL 2.PLEDGE OF ALLEGIANCE 3.MISSION STATEMENT Our mission is to provide the highest quality public services. Services will be provided in a fair, respectful and professional manner that effectively address changing citizen and community needs in a fiscally-responsible manner. 4.APPROVAL OF AGENDA 5.Items for Consideration A.New Business & Reports a.CARES Act Funding Review and Action 6.CITY COUNCIL AND ADMINISTRATIVE REPORTS Report of the City Council Report of the City Manager 7.ADJOURNMENT _______________________________________________ Kelli Bourgeois, City Manager Auxiliary aids or other accommodations for disabled persons are available upon request when the request is made at least 48 hours in advance. Please contact Administration at 763-706-3610 to make arrangements. 1 AGENDA SECTION ITEMS FOR CONSIDERATION ITEM NO. 5A MEETING DATE JULY 20, 2020 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: CARES Act Funding Review and Action DEPARTMENT: Administration CITY MANAGER’S APPROVAL: BY/DATE: Kelli Bourgeois/ July 17, 2020 BY/DATE: 7/17/20 CITY STRATEGY: #2: Economic Strength Additional Strategy? #1; Safe Community SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: As you are aware, the City of Columbia Heights is eligible to receive $1.57 million dollars from the Federal CARES Act through the State of Minnesota to help pay for COVID-19 related expenses. Money can be used for personnel, supplies, equipment, and many other costs that were necessarily incurred directly because of COVID-19 within the timeframe of March 1 through November 15. If the funds are not expended by November 15th the City forfeits use of them. Enclosed is a list of expenses both incurred to date and desired to be incurred prior to the November 15th deadline. Staff would appreciate having a discussion with the Council regarding all of the expenses to determine the best use of the funds. Another way we have discussed using the funds is to provide grants to local businesses to offset their COVID-19 related losses and expenses. Please note, this list is a work in progress and will be changed and updated as we receive information. All Division Head staff will be present at this meeting and I am hoping the meeting can be a bit more informal and flow similar to a work session discussion than a formal City Council meeting. RECOMMENDED ACTION: Provide staff direction on specific uses of the CARES Act funds including approval of large expenditures and direction on the concept of a local business grant program. 2 FINANCE (INCLUDES IS AND LIQUOR) 17,600$ 3,980$ Finance hours towards remote work plans, policies, trainings 14,740$ IS hours towards setting up and tech support for remote work 31,280$ Liquor hours towards planning, training, cleaning 4,000$ Microsoft surface tablets for remote meetings (2) 200$ USB cameras, microphones, and earbuds for desktop virtual meeting capabilities (2) 3,000$ Desktop sheet‐feed scanners for digital file sharing (3 for Finance & 7 for other depts) 100$ 1,000$ UV air filters for two Finance office spaces 2,770$ Miscellaneous IS purchases to support remote work 3,000$ Network patch cables for EOC upgrades 5,000$ First year of 3 year subscription to Nyotron cybersecurity software 3,000$ Mitel Border Gateway for call forward fm city to non‐city phone for remote work 1,500$ Additional desk phones so if remote working can keep city computer plugged in (5) 3,340$ Liquor 272 purchases ‐ cleaning supplies, PPE, etc. 1,500$ UV air filters for manager offices at TV1 and TV2, and TV3 sales floor 1,000$ City Hall 272 purchases ‐ cleaning supplies, PPE, etc. 97,010 47,010 ADMINISTRATION 300$ Clerk time switching polling locations 8,800$ 4 days PW & Fire staff time for polling place setup & take‐down beyond normally rqd 3,300$ Ben and Will hours for EM meetings, signage design, and remote meetings 13,000$ Patty time for policy development and FFCRA administration 17,500$ Kelli hours for policy dev, creation of re‐open plans, review of Dept plans & policies 22,800$ Kelli hours for EM meetings 27,500$ 1st and 2nd quarter Unemployment ‐ citywide 39,950$ Emergency FFCRA pay 5,860$ Plexiglas Shields for polling locations and absentee voting 1,410$ Election high top tables 1,850$ Tables and chairs for Hylander Center to be polling place 750$ Additional tables for polling places to ensure social distancing 410$ Notice for polling place changes 250$ Bins for pens and folders 250$ Plastic folders 100$ Laminated election signs 300$ Ramp rental for polling place for single direction movements/social distancing 5,000$ Agenda mgmt software to eliminate paper packets & improve remote meetings 2,000$ City Clerk computer with camera and audio for remote meetings 12,000$ Tablets for City Council members for electronic packets and remote meetings (6) 20,000$ Tablets for Commission members for electronic packets and remote meetings (20) 4,000$ 3/1/20 to 7/1/20 : The actual amount from the payroll system for the 3 types of paid leave for COVID‐19 matters First yr of 3 yr subscription for PDF Xchange Editor for digital file sharing ($40/user for 100 users) Video cameras, microphones, tripods (3 each); webcams and microphones (10) to improve remote meetings and allow for additional virtual programs 3 53,000$ Vendor provide cable live broadcast for Council and other mtgs to minimize in‐person 450$ Printer for HR and Admin for social distancing and limit physical contact with surfaces 520$ Admin 272 purchases ‐ Election barriers, Zoom subscription 241,300 175,600 RECREATION 4,000$ 750$ 15 hours for Candy ‐ refunds and policy edits 3,000$ 1,320$ 20 hours for Delynn ‐ client contact, research guidelines, program adj, policy drafting 3,300$ 10,000$ Custodial staff 1.5 hrs/day for 5 days/week for 35 weeks (morning & eve JPM & CH) 4,000$ Laptops for staff to remote work and hold virtual meetings (2) 500$ Door foot pulls to minimize spread of virus 500$ Hand sanitier stations 4,000$ Portable hand washing stations for outdoor programming (2) 2,240$ Rec/Murzyn Hall 272 purchases ‐ cleaning supplies, PPE, etc. 33,610$ 21,240$ LIBRARY Community Room backup EOC upgrades ‐ waiting on cost from consultant 4,000$ Laptops for staff to remote work, virtual programming, and hold virtual meetings (2) 1,000$ Improved Story Stroll storyboards 700$ Video editing software for YSL to provide virtual programming 3,600$ Library 272 purchases ‐ cleaning supplies, PPE, etc. 9,300$ COMMUNITY DEVELOPMENT 11,500$ 100 hours Aaron for EM meetings, planning for remote work, emergency ordinance 1,750$ 20 hours for Elizabeth for emergency ordinance prep and remote work setup 3,500$ 40 hours for Ryan for EM meetings, planning and policy prep for inspections 400$ 10 hours for Shelley for response policy implementation 750$ 15 hours for Christy for response policy implementation 6,000$ Laptops for staff to remote work and hold virtual meetings (3) 150,000$ ProjectDox software for electronic plan review across all Departments 31,500$ Grant to businesses for liquor license fees (11) COVID‐19 grants to CH businesses for lost revenue and COVID related expenses 205,400$ 187,500$ FIRE 92,000$ 9,200$ Helmets (23) 2,150$ Gloves (43 pair) Turnout gear ‐ two sets for each firefighter so contaminated gear can be sent out for cleaning (46) 80 hours for Katie program planning, client contact, virtual meetins, social media updates, staff training and instructor policies 60 hours for Deanna ‐ research State guidelines, policy creation, customer refunds, rescheduling 35 hours for Keith ‐ create opening plan, program adjustments, contact customers, refunding, cleaning event wagon 4 3,000$ Nomex Hoods (60) 6,900$ Boots (23) 6,000$ SCBA Masks (20) 2,300$ Suspenders (46) 44,700$ KN‐95 Masks (30,000) 14,700$ 3‐Layer Masks (30,000) 66,000$ Response Vehicle for Asst. Chief 225,700$ EOC Tech Upgrades at PS for remote technology and separation of command staff 32,000$ Squad Computer replacements 38,550$ Wages for Tony 30,000$ Wages for Grant 7,000$ Wages for Emily 8,100$ Wages for Tom 7,300$ Wages for Zach 5,600$ Wages for Mike 23,000$ Wages for Kristin 73,000$ Wages for Charlie 14,700$ Wages for Dan 17,800$ Fire 272 purchases ‐ cleaning supplies, PPE, PT staff time,etc. 729,700$ 522,450$ POLICE 30,000$ Bow‐Mac Emergency Management Training 30,000$ Captain Office Remodel to improve social distancing 2,000$ Portable wash station for garage 4,000$ Laptops for remote work and virtual meetings (2) 1,000$ External credit card swipe for front counter 5,700$ Police 272 purchases ‐ cleaning supplies, PPE, etc. 305,500$ 25% of all staff time 378,200$ 72,700$ PUBLIC WORKS 6,380$ Air Purifiers for PW (4) 4,500$ Small room medical grade HEPA filters for PW (5) 2,200$ UV Disinfection box for tablets and phones 2,500$ Disinfection backpack sprayers (2); tanks (6) and gloves (6) 3,900$ Desktop sheet‐fed scanners (13) 4,500$ Projector, video, speaker, mic for remote meetings (3) 33,000$ Forklift for loading/unloading sanitizer and other supplies in 55 gallon drums 2,400$ Full mask resiprators for protection when jetting sewers (10) 500$ Goggles per CDC guidelines (30) 5,000$ Air cooled Tyvek suits for protection from infected sanitary sewer waste (10) 1,000$ Mobile hand washing stations (6) 300$ Wall cleanser 900$ Fit test for respirators (5) 1,200$ Rubber steel toe boots (30) 900$ Reusable face shields (30) 5 700$ Disinfecting fogging equipment and pre‐mix for Vactor and Jetter 25,500$ Pathogen defense system for disinfecting the Jetter hose (2) and disinfectant 14,000$ Pressure washer and disinfectant 81,000$ Vehicles to allow single occupancy when going to work sites (2) 90,200$ Ion generating air handling units for CH, library, JPM, PS, and PW 8,300$ COVID Killer software programming model for all Interceptors 17,500$ Mobile radios for vehicles ‐ single occupants to communicate with one another (5) 9,220$ PW/Gargae 272 purchases ‐ cleaning supplies, PPE, etc. 315,600$ TOTAL:2,010,120 TOTAL MINUS WAGES:1,342,100 Ideas for items to cut: 33000PW Forklift 32000Fire squad comp replacements 40000PW 1 Vehicle (1 remains) 15000Police Captain Office Remodel 31500CD ‐ Liquor License Grants (wrap into general business grants) 6