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HomeMy WebLinkAbout05-03-2021 City Council Work Session Minutes CITY COUNCIL WORK SESSION Mayor Amáda Márquez Simula Councilmembers John Murzyn, Jr. Connie Buesgens Nick Novitsky Kt Jacobs City Manager Kelli Bourgeois Public Safety Bldg—Training Room, 825 41st Ave NE Monday, May 03, 2021 7:00 PM MINUTES ORDER/ROLL CALL Mayor Márquez Simula called the work session to order at 7:15 pm. Present: Mayor Márquez Simula, Councilmembers Buesgens, Jacobs, Murzyn, Jr., and Novitsky Also Present: Lenny Austin, Police Chief; Kelli Bourgeois, City Manager; Aaron Chirpich, Community Development Director; Kevin Hansen, Public Works Director/City Engineer; Matt Markham, Police Captain; Ben Sandell, Communications Coordinator; Nicole Tingley, City Clerk WORK SESSION ITEMS 1. Update on Sewer Modeling for Sanitary Sewer Collection District 1 Public Works Director Hansen provided an update on the status of sewer modeling that is underway in Sanitary Sewer Collection District 1 and an overview of sanitary sewer issues in that district. Hansen showed the Council a map of the sanitary sewer collection district and the location of the initial study area. Hansen explained that there is a pipe capacity issue and the pipes cannot handle short hard rainfalls. Hansen noted that with possible developments at 42nd and Jackson and the HyVee that the system needs to be evaluated on how it can handle the additional volume. Hansen summarized the findings of the initial study which looked at existing conditions without new development. It used model flow amounts and the actual flow. They found that the volume is exceeding the capacity of the pipe. Hansen explained that additional modeling of the entire district will be completed and he anticipates bringing make more data and a recommendation to address the issues in July. Councilmember Buesgens inquired if the modeling would be able to determine how much of the flow is Inflow and Infiltration (I&I). Hansen answered they would and explained what I&I is. Buesgens asked about possible solutions to addressing the issues. Hansen responded potential solutions include: increasing pipe size, rerouting and placing new pipe or diverting flow to another district by lift station. Mayor Márquez Simula asked if properties would be assessed for any improvements. City of Columbia Heights MINUTES May 03, 2021 City Council Work Session Page 2 Hansen stated this would need to be further explored, but they could bring recommendations on how to pay for improvements. He added that they also need to look into what the developers would contribute. Jacobs inquired about how long improvements have been anticipated and if the development has prompted improvements. Hansen replied that the lines were reviewed with the proposed HyVee, but that was not a change in use from Rainbow Foods. He added that the City wants to ensure that it has the capacity for new development. 2. Cable Franchise Agreement Extension Notice Communications Coordinator Sandell stated that the Comcast cable franchise agreement is up for renewal and that the City’s cable attorneys have advised extending the current agreement for 3 years. Sandell explained that 3 years was chosen due to general changes with cable industry and moving to the new city hall. Sandell notified the Council that he was planning on having the first reading of this ordinance on the agenda for the first meeting in May. 3. Youth Commission Consideration Communications Coordinator Sandell shared that based on the feedback and discussion from the March work session he reached out other government agencies that have youth commissions. Sandell provided an overview of their practices. He noted that generally it is students in grades 10-12, there are at least 15 members, and that they include an emphasis on community engagement, education, and an advisory aspect. Councilmember Jacobs inquired about anticipated staff time. Sandell responded that he anticipated that he and/or Communications & Events Specialist Will Rottler would spend 5- 10 hours per month. He added that ideally the students would run a lot of it with staff facilitating and arranging educational tours and speakers. Jacobs asked about a budget and stated that there should be funds available for youth initiatives. Councilmember Buesgens agreed. City Manager Bourgeois responded that the first year would be primarily figuring out how the commission operates and year two would be budget determination. Councilmember Novitsky asked about field trip examples and if this would be incorporated into the other commissions. Bourgeois provided examples such as a trip to public works or a recycling facility. It was clarified that one of the primary functions of a youth commission would be educational unlike the other advisory commissions. The City Council discussed residency requirements for youth commission members. Jacobs and Novitsky stated that youth commission members should be residents of the City. Buesgens and Márquez Simula stated that youth commission members should be able to be either residents of the City or a Columbia Heights School District student. All agreed that there should be efforts to reach students that do not attend Columbia Heights High School, but are still residents of Columbia Heights. City of Columbia Heights MINUTES May 03, 2021 City Council Work Session Page 3 The City Council agreed that students in grades 9-12 should be able to participate. Sandell explained his initial recommendation included having Columbia Heights residency be a requirement because it is a city organization residency is a requirement for the other commissions, and sometimes youth commissioners serve in a voting capacity on other advisory commissions. He suggested starting with residency as a requirement in order to start slow and then expand if needed. Sandell stated that he would reach back out to the other government agencies with youth commissions as ask about residency and recommendations for approaches. He stated he would come up with a more refined recommendation and plan based on further research and bring it back to the City Council. 4. Other Board and Commission Discussion Items City Clerk Tingley asked the City Council for feedback and direction related to miscellaneous board and commission items that the City Council requested to discuss. First the City Council discussed increasing the number of members on the Park & Recreation Commissions and Library Board. The City Council agreed that the number of Park & Recreation Commission members should remain at 7. Buesgens, Márquez Simula, and Murzyn, Jr. agreed that the number of Library Board members should be increased to 7. Novitsky and Jacobs stated that the number of Library Board members remain at 5. Bourgeois added the Library Board has had a lot of changeover and members are mostly new so it would be beneficial to give the Library Director more time to orient the members before adding additional members. The Council agreed that if a change it would be next year. Next, the City Council discussed changes to the interview questions. The Council directed the following changes: • Changing the question regarding important concerns or issues the City faces in the next 5-20 years to be specific to each commission and only for a period of 5 years. • Changing the question for the Planning Commission regarding the comprehensive plan to read “Have you read the City’s Comprehensive Plan and can you explain the role it plays in Planning and Zoning?” • Striking “How does the meeting schedule work for you?” from the question “What work or personal situations do you have that may cause a conflict of interest with serving as a board or commission member? How does the meeting schedule work for you?” • Changing the question regarding motivation to serve on a board or commission to be specific to one board or commission. Tingley asked for feedback regarding adding the question “What unique perspective and life experience do you bring to a board/commission and the City?” The Council agreed the question should be added. She also asked for feedback regarding stating the Mayor City of Columbia Heights MINUTES May 03, 2021 City Council Work Session Page 4 and Councilmembers should not be included as references. The Council agreed that they should not be included as references. Additionally, the Council directed adding “Does the current meeting schedule for the commissions you are interested in work for you?” to the application. Tingley shared the job descriptions she drafted for each board or commission and asked for feedback from the Council. The Council liked the descriptions. Councilmember Jacobs stated that she would like to discuss in the future changing the length of time that an individual has reached term limits can apply again to the same commission be 3 years (a full term length) instead of a year. 5. Speakers at City Council Meetings City Clerk Tingley asked for feedback regarding the Community Forum in the form of the following questions: • When should the Community Forum portion return? • Is the location at the end of the agenda still desired? • What should speakers state when coming up to the podium? • What information should be provided on the speakers form? • What should the wording for the Community Forum be on the agenda? The City Council discussed these questions. They provided direction to bring back the Community Forum to the next meeting with measures for social distancing. Additionally, they determined to keep it at the end of the agenda to accommodate guests and speakers scheduled and to keep the time limit on individual speakers, but not the forum as a whole. The Council asked for guidelines regarding speaking at a City Council meeting to be included on the speakers form. The Council determined that speakers should state their name and connection to Columbia Heights before they speak. The address should be provided on the speakers form. The Council requested that the attendance on Zoom be addressed on the Community Forum section on the agenda. 6. Recycling Certificate Councilmember Jacobs stated that she has had 17 contacts from residents regarding the recycling certificates that are sent out to residents in recognition of increasing recycling amounts. She shared questions that they had about the program which are listed below. Mayor Márquez Simula answered what she knew as prior to being Mayor she was a part- time employee working with Refuse and Recycling Coordinator Jesse Davies. • How does the City determine the recycling amount? City of Columbia Heights MINUTES May 03, 2021 City Council Work Session Page 5 Márquez Simula stated that an increase is assumed if a larger recycling container is requested, a smaller garbage container is requested, or an organics container is requested. • Why are we generating paper when sustainability is about reducing paper waste? And why is paper used to ask if I want another piece of paper (certificate). Márquez Simula stated that they do not have the emails for everyone and believes the Refuse and Recycling Coordinator Davies finds value in sending out a postcard in that residents like mail. • Why is this not a part of the newsletter? Mayor Márquez Simula stated that is only sent to people who increased recycling. • How many were mailed and is this cost effective? Márquez Simula stated that she did not know the answer to those questions • Since the certificates were issued through HeightNEXT last year why this was moved to the City? Márquez Simula clarified that she presented certificates last year as a public works employee and not as the President of HeightsNEXT. 7. East African Community Meeting Mayor Márquez Simula stated that she has scheduled another East African Community Meeting for May 27 at 7 pm in which the City Council is invited. She stated she held the first one in February after being contacted by residents and that the group requested meeting with county, state, and national elected officials first then the City Council. Jacobs commented that the Mayor should have had the City Council meet with them first and that the Mayor never shared any information about the first meeting with the Council. She added that the Mayor has hosted and been a part of other events where the City Council has not had knowledge or been included. Novitsky echoed Jacobs’ comments adding that there have been lost opportunities to unite the Council and community and that it seems like these events are exclusive. Jacobs stated that there was a disconnect with the Mayor being listed as the host for the East African Community meeting yet the East African Community determined the agenda. Márquez Simula clarified that she was the host following their requests and that a second meeting with the Council was planned and not an after-thought. Jacobs, Novitsky, and Murzyn, Jr. commented that Mayor has not reached out since being in office for events. Jacobs also commented that the Mayor has not reached out on any items in relation to City Council. City of Columbia Heights MINUTES May 03, 2021 City Council Work Session Page 6 8. National Constitution Center Update Police Chief Austin provided an update on the Police Departments efforts to develop an adult basic education curriculum regarding American government and policing in partnership with the Adult Education Center and the National Constitution Center. He explained how the educators from the Adult Education Center and Police Officers are receiving training from the National Constitution Center. This training will help the educators enhance their civic lessons and provides police officers a better understanding of constitutional rights and the role of police in protecting rights of all citizens. After the training the teachers and officers will work together to develop a curriculum and attend a 2-day workshop in August at the National Constitution Center. Captain Markham shared his experience attending the National Constitution Center trainings. He explained how he has not had quality training on the Constitution before this. Austin stated that after the curriculum is developed, they hope to continue working with the National Constitution and enroll officers in their “Policing in a More Perfect Union Program.” Márquez Simula suggested more publicity on this. Austin responded they are planning on it and anticipate sharing more after the August work shop. 9. Closed Session – Critical Incident Response Discussion Mayor Márquez Simula stated that this item would be a closed session pursuant to Minnesota Statute §13D.05 subdivision 3(d) to discuss critical incident response planning. She stated that the discussion would include logistics of police and fire service which would pose a danger to public safety and compromise security procedures if discussed during an open session. The work session went into closed session at 10:15 pm. Present: Mayor Márquez Simula, Councilmembers Buesgens, Jacobs, Murzyn, Jr., and Novitsky. Also Present: Lenny Austin, Police Chief; Kelli Bourgeois, City Manager; Ben Sandell, Communications Coordinator; Nicole Tingley, City Clerk. The work session returned to open session at 10:57 pm. ADJOURNMENT Mayor Márquez Simula adjourned the work session at 10:58 pm. Respectfully submitted, _____________________________________ Nicole Tingley, City Clerk/Council Secretary