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HomeMy WebLinkAbout09-08-20 City Council Work Session PacketCOLUMBIA HEIGHTS CITY COUNCIL SPECIAL MEETING AND REGULAR WORKSESSION NOTICE OF CONDUCTING MEETINGS BY A COMBINATION OF IN-PERSON AND ELECTRONIC MEANS Following a determination by City Manager Kelli Bourgeois, and emergencies declared by the United States, The State of Minnesota, and the Columbia Heights Mayor & Cit y Council, the Columbia Heights City Council Special Meeting scheduled for Tuesday September 8, 2020 at 6:30 pm and the City Council Work Session scheduled for Tuesday, September 8, 2020 at 7:00 pm will, pursuant to Minn. Stat. § 13D.021, occur by a combination of in-person and electronic means. Members of the public who wish to attend may do so by attending in-person in the Council Chambers at the Columbia Heights City Hall or by calling 1-312-626-6799 and entering meeting ID 798 821 7248 at the scheduled meeting time. Comments can be submitted ahead of the meeting to ntingley@columbiaheightsmn.gov or by calling (763) 706-3611. If there are any questions about this notice or attending/calling in to the meeting, please contact the City Clerk at (763) 706-3611. The meeting location for this meeting is the Council Chambers at Columbia Heights City Hall located at 590 40th Ave NE, Columbia Heights, MN 55421. Mayor Donna Schmitt Councilmembers Robert A. Williams John Murzyn, Jr. Connie Buesgens Nick Novitsky City Manager Kelli Bourgeois City of Columbia Heights 590 40th Avenue NE, Columbia Heights, MN 55421-3878 (763) 706-3600 Visit our website at: www.columbiaheightsmn.gov NOTICE OF WORK SESSION AMENDED 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. Meeting of: Columbia Heights City Council Date of Meeting: September 8, 2020 Time of Meeting: 7 pm or immediately following Special Meeting Location of Meeting: City Hall- Council Chambers Purpose of Meeting: Work Session 1. 100th Anniversary Committee Council Liaison 2. 3821 Reservoir Abatement 3. Budget Overview 4. Jackson Street Update 5. City Council/School Board Meeting AGENDA SECTION WORK SESSION ITEM NO. 1 MEETING DATE SEPTEMBER 8, 2020 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Columbia Heights Centennial Celebration City Council Liaison DEPARTMENT: Administration CITY MANAGER’S APPROVAL: BY/DATE: Will Rottler, Sept 2, 2020 BY/DATE: 9/2/20 CITY STRATEGY: #4: Opportunities for Play and Learning Additional Strategy? #8: Engaged, Multi-Generational Population SHORT TERM GOAL (IF APPLICABLE): Choose an item. Additional Goal? Choose an item. BACKGROUND: The City of Columbia Heights is currently in its 100 year celebration leading up to the centennial on July 21, 2021. With two centennial committees composed of over 30 members, City staff is seeking a City Council liaison to help answer questions and provide feedback. RECOMMENDED MOTION: Assign a City Council member to the Columbia Heights Centennial committees to give feedback and advice when it is sought after. With a City Council liaison, the City Council will receive frequent updates on the status of the 100 year celebration. AGENDA SECTION PUBLIC HEARINGS ITEM NO. 2 MEETING DATE SEPTEMBER 8, 2020 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: Adopt Resolution For Abatement DEPARTMENT: Fire/Public Works CITY MANAGER’S APPROVAL: BY/DATE: Daniel O’Brien/Kevin Hansen BY/DATE: 9/4/20 CITY STRATEGY: #6: Excellent Housing/Neighborhoods Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): N/A Additional Goal? N/A BACKGROUND: In 2018, the owner of 3821 Reservoir Boulevard submitted a permit for a garage and driveway/parking area served off the alley. In April of 2019, Public Works was made aware of a large excavation of the entire rear of the property, and completely lacking any erosion control or soil containment measures. Staff subsequently contacted the Inspections department to advise of the condition of the property and review the status of any permit on the property. On May 6 th 2019, the building permit expired for the property. Later that month, the Fire Department conducted a property inspection of the property and issued correction orders. In June, Public Works also sent a letter to the property regarding erosion control measure corrections. A reinspection was conducted at the end of June 2019, with several items not addressed by the property owner. Staff both spoke with and met with the property owner at the end of June, 2019 to review the site, and offered options for correcting the site. In August of 2019, the property owner submitted a new building permit application. Following a Fire Department follow -up inspection in September of 2019, a large concrete slab had been placed on the site, along with additional excavation creating nearly vertical unprotected slopes nearing 8 feet in height. In October of 2019, another Fire department inspection found several property maintenance violations on the site. Due the condition of the site, Public Works performed an emergency abatement in November of 2019 for tempora ry erosion control measures. In February of 2020, the second building permit expired. In June of 2020, additional erosion controls measures were placed by Public Works under an emergency abatement. Staff has met with the property owner but the property owner has not conducted or completed any further activity on the site. Attached are photos of the site, indicating a vertical height safety condition along with significant erosion potential. Staff continues to explore options to address a permanent solutio n for the site, which include retaining walls ranging from $65,000 to $90,000, to other semi -permanent forms of erosion control ranging from $20,000 to $30,000 to simply removing the vertical slope and regrading the property to establish mowable slopes ranging from $10,000 to $20,000. STAFF RECOMMENDATION: Declaration of a nuisance and abatement of violations within the City of Columbia Heights is requested regarding the property at: 3821 Reservoir Blvd NE City of Columbia Heights - Council Letter Page 2 for failure to meet the requirements of the Property Maintenance Code. RECOMMENDED MOTION(S): Move to close the public hearing and to waive the reading of Resolution Number xxx, there being ample copies available to the public. Move to adopt Resolution Number 2020-xx, being resolution of the City Council of the City of Columbia Heights declaring the property listed a nuisance and approving the abatement of violations from the properties pursuant to City Code section 8.206. ATTACHMENTS: Resolution 2020-xx Site Photos Letter RESOLUTION NO. 2019-xx Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and approving abatement of ordinance violations pursuant to Chapter 8, Article II, of Cit y Code, of the property owned by Juan Alvarado Ortiz (Hereinafter "Owner of Record"). Whereas, the owner of record is the legal owner of the real property located at 3821 Reservoir Blvd NE, Columbia Heights, Minnesota. And whereas, pursuant to Columbia Heights Code, Chapter 8, Article II, Section 8.206, written notice setting forth the causes and reasons for the proposed council action contained herein was sent via regular mail to the owner of record on October 31, 2019. Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of Columbia Heights, the City Council of the City of Columbia Heights makes the following: FINDINGS OF FACT 1. That on October 30 2018, the owner of record submitted a plan review and application to the Building Department for a building permit for the installation of a garage and driveway for parking for property listed above. 2. That on April 5, 2019, a public works employee driving by the property listed above found a large excavation of the hillside in the alley. The excavation lacked measures to prevent erosion of soil and sediment from entering the alley and/or storm sewer system. 3. That on April 9, 2019 the Building Department was advised of the conditions due to the relation to the permit. 4. That on May 6, 2019, the building permit expired without the work being completed or any mandatory inspections performed. The owner of record was notified via mail of the permit expiration. 5. That on May 21, 2019 the fire department conducted a property maintenance inspection of the property and issued correction orders. 6. That on June 4, 2019 the fire department was advised of the issue and worked with public works to draft a letter to the owner of record regarding the issue. 7. That on June 26, 2019, the fire department conducted a follow-up inspection of the property listed above and found several violations uncorrected. 8. That on June 27, 2019 the owner of record spoke with a City Engineer who gave him several options for compliance. 9. That on June 28, 2019 the owner of record met with a City Engineer to discuss erosion control. The owner of record verbally agreed to put erosion control measures in place by September 1st, 2019. He was provided with detail sheets of correct silt fence installation and erosion control blanket installation. The fire department granted an extension to September 1st based on the scope of the project and that the owner was working with Engineering to correct the violations. 10. That on August 20, 2019, the owner of record submitted an application for a new building permit for the installation of a garage and driveway for parking for property listed above. 11. That on September 3, 2019, the fire department performed the follow -up inspection for the extension and found that a slab had been laid for the garage and parking areas and additional excavation had taken place. 12. That on October 31, 2019, an inspection was conducted on the property listed above. Inspectors found City of Columbia Heights - Council Resolution Page 2 violations of the Property Maintenance Code. A compliance order was sent via regular mail to the owner at the address. 13. That on November 12, 2019, inspectors re-inspected the property and found that violations remained uncorrected. 14. That on November 12, 2019, the City hired a contractor to perform an emergency abatement to install silt fencing and placed hydro-mulch for temporary erosion control. 15. That on February 16, 2020, the second building permit expired without any additional work being completed, any mandatory inspections performed, and no permanent erosion control measures in place. 16. That on April 27th, 2020 Public Works again contacted the property owner on April 27th this year to make corrections, letter attached. 17. That on June 11, 2020, a contractor hired by the city, performed an emergency abatement to install temporary measures to control erosion. 18. That based upon said records of the Fire Department, the following conditions and violations of City Codes(s) were found to exist, to wit: A. Shall grade and maintain the premise to prevent the erosion of soil and the accumulation of stagnant water thereon, or within any structure located thereon. Drainage Runoff from excavation of property shall not adversely affect adjoining premises. B. Shall sod or landscape with shrubs, trees, gardens, or other ornamental landscape materials any/all areas of the property that are not devoted to driveways, parking areas, sidewalks, or patios, Ground cover areas shall be maintained free of weeds, trash, yard waste, garbage and outside storage. Materials used for landscaping, including but not limited to, stone, brick, wood, edging materials, plastic, weed barriers shall be maintained. Damaged or deteriorated materials shall be repaired or replaced. C. Final grades with a slope ratio of greater than three (3) to one (1) will not be permitted without special approved treatment such as special ground covers or reforestatio n, terracing, or retaining walls. Shall obtain any/all necessary permits and permissions for retaining wall. Permit for retaining wall is obtained from Columbia Heights Building Department. 19. That all parties, including the owner of record and any occupant s or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code Section 8.206(A) and 8.206(B). CONCLUSIONS OF COUNCIL 1. That the property located at 3821 Reservoir Blvd NE is in violation of the provisions of the Columbia Heights City Code as set forth in the Notice of Abatement. 2. That all relevant parties and parties in interest have been duly served notice of this hearing, and any other hearings relevant to the abatement of violations on the property liste d above. City of Columbia Heights - Council Resolution Page 3 3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or tenant, as the case may be, have expired, or such rights have been exercised and completed . ORDER OF COUNCIL 1. The property located at 3921 Reservoir Blvd NE constitutes a nuisance pursuant to City Code. 2. That a copy of this order shall be served upon all relevant parties and parties in interest. Passed this _________ day of ______________________, 2020 Offered by: Seconded by: Roll Call: Donna Schmidt, Mayor Attest: Nicole Tingley, City Clerk/Council Secretary AGENDA SECTION WORK SESSION ITEM NO. MEETING DATE SEPTEMBER 8, 2020 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER CouncilLetter_BudgetOverview_0090820.docx ITEM:UPDATE ON 2020 BUDGET AND OVERVIEW OF PROPOSED 2021 BUDGET DEPARTMENT: Finance CITY MANAGER’S APPROVAL: BY/DATE:Joseph Kloiber/ September 3, 2020 BY/DATE: CITY STRATEGY: #3: Economic Strength Additional Strategy? #5: Equity and Affordability SHORT TERM GOAL (IF APPLICABLE) Primary Goals #1 though #6 as listed in the 2020 City Council Goals Report BACKGROUND: At the August 24th city council meeting, as required by the City Charter, the council and the public were provided with the city manager’s 135 page proposed 2021 budget. At the September 8th council work session, the Finance Director will present key highlights from this budget. Most of these highlights are contained in pages 3-5 of the city manager’s proposed 2021 budget. Those pages are attached to this letter. Due to the circumstances of meeting during the COVID-19 pandemic, the Finance Director’s main presentation will be pre-recorded and replayed at the meeting, with opportunity for live questions and discussion following the main presentation. The 2021 presentation will also be preceded by an update on the status of the 2020 budget, including financial impacts of COVID-19. ATTACHMENTS: Pages 3-5 of the City Manager’s 2021 Budget Message CITY OF COLUMBIA HEIGHTS CITY MANAGER’S 2021 BUDGET MESSAGE Recommendation The City Manager recommends that the City Council approve the proposed 2021 budget and levy. Key elements of this budget are summarized below. Financial Plan The proposed 2021 budget is consistent with the City’s five-year financial plan. That plan is designed to: Provide for expected inflation in the cost of existing service levels. Increase service levels only for approved objectives or external mandates. Reduce the use of state funding in the operating budgets, and increase its use over time in capital budgets. This strategy reduces the exposure of on-going basic city services to swings in state funding over which local residents have little control. It also gradually increases capital funding to sustainable levels for equipment, buildings and infrastructure. Levy property taxes at the minimum level necessary to support the above strategies, while trying to avoid one-time spikes up or down in property taxes. Governmental Funds Revenue The proposed gross property tax levy for 2021 is a 4.8% increase over 2020. This is a smaller proposed increase than was adopted in each of the two prior years. The City’s gross tax levy includes both the share of the tax levy paid by local taxpayers and the share subsidized by the metro area fiscal disparities program. The amount of the fiscal disparities subsidy for 2021 is unknown at the time of this report. That subsidy will determine what portion of the proposed 4.8% levy increase will be borne by the local taxpayers. The subsidy amount will be known before the City Council makes its decision on the proposed 2021 tax levy, and before proposed tax notices are mailed to each property owner. In 2021, the City will receive $1,872,000 in state aid to local government (LGA). Under the five- year financial plan, only $450,000 of this LGA is used within the 2021 operating budget. $450,000 of LGA is applied to annual debt service on the public safety building and the library building, combined. The remaining LGA is allocated to capital projects and major equipment purchases. Without this LGA, these items would otherwise be paid for with property taxes. Governmental Funds Operating Expenses The proposed increase to the tax-supported operating expenses of the governmental funds for 2021 is also 4.8%. This includes both inflationary increases of approximately 3% over 2020 costs for existing services, plus the addition of one full time police officer and one full time community service officer recommended as part of a public safety staffing study commissioned by the City Council in 2018. Other recommendations from this public safety staffing study were implemented in 2019 and 2020. 3 CITY OF COLUMBIA HEIGHTS CITY MANAGER’S 2021 BUDGET MESSAGE Fund Balance of the General Fund With resolution 95-40, the City Council established a target fund balance for the general fund equal to 45% of the next year’s budget. City staff estimates that the proposed 2021 budget will result in a fund balance of $7,046,000 in the general fund at December 31, 2021. This would be approximately 48% of the 2022 budget, based on current assumptions about the 2022 budget. Utility Funds In 2019, the City Council adopted resolution 2019-77, setting customer utility rates for water, sewer, and refuse, for the years 2020-2024. For the 2021 budget, that resolution established a rate increase of approximately 4.5% for water, sewer, and refuse, combined. As an example of this, a family of four using a quarterly average of 5,000 gallons of water per person, in a single- family home with full-service refuse, would see their quarterly bills increase by $13 for 2020, from $305 to $318. Within the utility funds, the main factors driving cost increases in recent years are infrastructure replacement costs for aging systems, and the cost of sewage disposal determined by the Metropolitan Council. The City has little control over these factors. Governmental Buildings Fund The governmental buildings fund is expected to end 2020 with a fund balance of approximately $5,300,000. The proposed 2021 budget adds an additional $445,000 of funding from LGA and investment income. Building activities planned over the next several years include a new city hall approved by the City Council in 2019, and major rehabilitation to both the Murzyn Hall community center and the public works facility. In Conclusion I judge that the proposed 2021 budget and levy supports the vision, goals, and objectives of the Columbia Heights City Council, and is feasible within the financial constraints of the City of Columbia Heights and its citizens. Kelli Bourgeois, City Manager 4 CI T Y O F C O L U M B I A H E I G H T S FI V E - Y E A R F I N A N C I A L P L A N F O R T A X - S U P P O R T E D F U N D S Re v i s i o n d a t e 0 8 / 1 4 / 2 0 % C h a n g e i n G r o s s T a x L e v y 8. 5 % 4. 8 % 3. 5 % 3. 5 % 4. 0 % % C h a n g e i n O t h e r R e v e n u e 1. 5 % -0 . 7 % 1. 0 % 1. 0 % 1. 0 % % C h a n g e i n O p e r a t i n g E x p e n s e s 7. 0 % 4. 8 % 2. 5 % 2. 5 % 3. 0 % LG A U s e d f o r A n n u a l O p e r a t i o n s 45 0 , 0 0 0 45 0 , 0 0 0 42 5 , 0 0 0 42 5 , 0 0 0 40 0 , 0 0 0 LG A U s e d f o r A n n u a l D e b t S e r v i c e 47 5 , 0 0 0 45 0 , 0 0 0 45 0 , 0 0 0 42 5 , 0 0 0 42 5 , 0 0 0 LG A U s e d f o r C a p i t a l F u n d s 86 4 , 0 0 0 97 2 , 0 0 0 1, 0 0 6 , 0 0 0 1, 0 3 1 , 0 0 0 1, 0 6 5 , 0 0 0 Ge n e r a l F u n d T r a n s f e r t o C a p i t a l F u n d 60 0 , 0 0 0 - - - - Ge n F u n d B a l a n c e a t 1 2 / 3 1 7, 2 2 3 , 0 0 0 7, 0 4 6 , 0 0 0 6, 9 2 3 , 6 6 3 6, 9 0 3 , 3 6 3 6, 8 5 9 , 0 4 8 Ge n F u n d B a l a n c e a s % o f B u d g e t 51 % 48 % 46 % 46 % 43 % No t e : T h e d a t a a b o v e r e f l e c t s t h e t a x a m o u n t l a b e l e d a s " C i t y o r T o w n " o n a n n u a l p r o p e r t y t a x s t a t e m e n t s . 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Th e H R A s p e c i a l d i s t r i c t l e v y o f a p p r o x i m a t e l y $ 2 5 0 , 0 0 0 i s i n c l u d e d w i t h i n t h e l i n e o n p r o p e r t y t a x s t a t e m e n t s l a b e l e d a s " O t h e r S p e c i a l D i s t r i c t s " , a n d i s n o t i n c l u d e d i n t h e d a t a a b o v e . - 2 , 0 0 0 , 0 0 0 4 , 0 0 0 , 0 0 0 6 , 0 0 0 , 0 0 0 8 , 0 0 0 , 0 0 0 1 0 , 0 0 0 , 0 0 0 1 2 , 0 0 0 , 0 0 0 1 4 , 0 0 0 , 0 0 0 1 6 , 0 0 0 , 0 0 0 1 8 , 0 0 0 , 0 0 0 2 0 , 0 0 0 , 0 0 0 20 2 0 20 2 1 20 2 2 20 2 3 20 2 4 LG A U s e d f o r O p e r a t i o n s & D e b t S v c Ot h e r R e v e n u e Gr o s s T a x L e v y : C i t y / E D A / L i b r a r y Op e r a t i n g E x p e n s e & D e b t S v c 5 AGENDA SECTION WORK SESSION ITEM NO. 4 MEETING DATE SEPTEMBER 8, 2020 CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER ITEM: City Council/School Board Meeting DEPARTMENT: Administration CITY MANAGER’S APPROVAL: BY/DATE: Nicole Tingley, Sept 2, 2020 BY/DATE: 9/2/20 CITY STRATEGY: N/A Additional Strategy? N/A SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other Public Entities Additional Goal? Choose an item. BACKGROUND: The City Council and the School Board met last fall. At that meeting it was discussed that both groups should meet regularly. A meeting date of September 29th was tentatively scheduled many months ago. Due to current circumstances it may not be the best time to meet, but we wanted feedback from the City Council on when a future meeting should occur (as scheduled or later) and what items should be discussed. Kelli has a Zoom call with Superintendent Stenvik next Thursday and will have more information to share following that meeting.