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HomeMy WebLinkAboutApril 5, 1999 Work Session Mayor CITY OF COLUMBIA HEIGHTS (1") Donald O. Jolly Marlaine Szurek 590 40TH AVENUE N.E., COLUMBIA HEIGHTS, MN 55421-3878 (612) 782-2800 TDD 782-2806julienne Wyckoff John ttunter City Manager Walt Fehst ADMINISTRATION NOTICE OF COUNCIL WORK SESSION Notice is hereby given that a Council Work Session is to be hem in the CITY OF COLUMBIA HEIGHTS as follows: Meeting of' COLUMBIA HEIGHTS CITY COUNCIL Date of Meeting: MONDAY, APRIL 5, 1999 Time of Meeting: IMMEDIATELY FOLLOWING BOARD OF REVIEW Location of Meeting: CONFERENCE ROOM I AGENDA A. CONSENT AGENDA ITEMS 1) Authorization to Purchase Fire Chief Vehicle 2) Transfer of Funds from General Fund to Police Department to Repay Overtime Fund (two checks received) 3) Matching Funds for Joint Grant with Fridley Police Department 4) Project Safety Net Bill for 1999 5) Finance Director Attendance at National GFOA Conference -May 23 - 26, 1999 B. DISCUSSION ITEMS 1) Association of Metropolitan Municipalities Annual Dues 2) New City Ordinance for False Alarms 3) Updating Inventory and Cash Register Software to be Y2K Compliant (background material to be distributed at the work session) 4) Scheduling of Annual Goals and Objectives Workshop (please bring calendars) 5) Status of Space Needs Study The City of Columbia Heights does not discriminate on the basis of disability in the admission or access to, or treatment or employment in, its services, programs, or activitiea: Upon request, accommodation will be · provided to allow individuals with disabilities to participate in all City of Columbia Heights' services, programs, and activities. Auxiliary aids for handicapped persons are available upon request when the request is made at least 96 hours in advance. Please call the City Council Secretary at 782-2800, Extension 209, To make arrangements. (TDD/782-2806 for deqf or hearing impaired only) THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER CITY COUNCIL LETTER Meeting off April 5, 1999 AGENDA SECTION: NO. ITEM: NO. Consent Authorization to Purchase Fire Chief Vehicle ORIGINATING DEPARTMENT Fire BY: Charles Kewatt DATE: March 15, 1999 CITY MANAGER APPROVAL: BY: DATE: BACKGROUND: The award for full size sedans used as police vehicles is to Superior Ford Inc. of Plymouth, Minnesota for 1999. The Fire Department historically has purchased vehicles from the police contract as the vehicles are equipped with features which are needed, such as a more powerful electrical system. The base vehicle price listed in the award for the full size sedan is $20,509. We intend to deduct the left-hand spotlight and add an ignition-controlled trunk release. After the deduct and add-on, the price of the car comes to $20,358. ANALYSIS/CONCLUSION: The current Fire Chief vehicle has approximately 101,000 miles on it and was purchased in 1988. This vehicle has sustained damage in an accident and, while driveable, has not been repaired. It is the Fire Department's recommendation to purchase a new full-size vehicle from Superior Ford, Inc. The Fire Department will put the current Fire Chief vehicle up for auction upon receipt of the new vehicle. RECOMMENDED ACTION: Move to authorize the purchase of one 1999 Ford Crown Victoria vehicle for use as a Fire Chief vehicle from Superior Ford, Inc., with funding coming from 431-42200-5150 and the Mayor and City Manager are authorized to enter into a contract for same. CWK:cf 99-30 COUNCIL ACTION: M.RR-Oi-1,999 10:55 FROM SUPERIOR FORD TO U R,i IIIIIII I III . II II II III II I IIIII I III # OF PAGES SENT 97822881 P.O1 III I 9700 56TH AVE. NO. PLYMOUTH, MN 55442 PHONE 612-559-9111 FAX 612-519-6336 TO: YEAR '99 MODEL CROWN VIC POLICE INTERCEPTOR POLICE INTERCEPTOR PACKAGE 4.6L SOHC EFI V$ ENGINE / ELECT AOD TRANSMISSION POWER LOCKS, WINDOWS, MIRRORS, DRIVER SEAT BUCKET SEAT FRONT - CLOTH FRONT & REAR SPEED CONTROL / TILT STEERING WHEEL AIR CONDITIONING' / AM/FM STEREO RADIO REAR WINDOW DEFROSTER / ENGINE BLOCK HEATER DATE_ ATTN COLOR-EXT ABS BRAKES- NO TRACTION CONTROL LIMITED SLIP REAR AXLE / LH SPOTLIGHT ' $ 20,509.00 T~X & LIC NOT INCLUDED.- CODE WT YG BLUE TAN · I NT GREY EXTERIOR COLORS VIBRANT WHITE MED TITANIUM CC MET LL *B1 B2 DP WEDGEWOOD BLUE CC MET POLICE CREAM YELLOW HARVEST GOLD CC MET MED BROWN MET *8U FL F$ FU TOREADOR RED CC MET SPRUCE GREEN CC M~T OK ,'SATING GREEN CC MET M7 LIGI~ GLUE CC IMPORTANT( - TO RECEIVE THIS GOV'T PRICING YOU MUST HAVE A FORD F_LEET IDENTIFICATION NUMBER (FIN) - FIN CODE MUST BE ON ORDER. CALL 1-800-343-B338 OPT#I - TO ASK FOR YOUR CITY/COUNTY/ AGENCY'S FIN CODE - AND/OR TO APPLY FOR ONE. IF ANY PROBLEMS, CALL CAROL HENDRICKSON 612-519-6351. PAYMENT IS DUE'ON DELIVERY - LET US KNOW IF ADVANCE BILLING IS NEEDED'. TRADES - ARE ACCEPTED - SUBDECT TO REAPPRAISAL AT TIME OF DELIVERY FOB SUPERIOR FORD - DELIVERY NOT INCLUDED - DELIVERY + 75¢ MI,-ONE WAY~ *LK DARK BLUE *LM ROYAL BLUE *LN LIGHT BLUE MET *~ ULTRA BLUE CC MET *TM LIGHT GREY *TN SILVER GREY MET TP MED GREY MET TS SILVER RROST CC MET UA BLACK CC THANK YOU FOR THE OPPORTUNITY TO PRESENT THIS QUOTATION. PLEASE CALL IF YOU HAVE ANY QUESTIONS. BILL STUART OR CAROL HENDRICKSON, FLEET MANAGERS TOTAL NET SALES TAX & LICENSE NOT INCLt~ 195 MAR-Ol-~999 10:56 FROM SUPERIOR FORD TO 9?822801 FRONT& REAR FLPOR MATS - 12H/12q ..... ~ 55 P. 02 2. AM/FM STEREO CASSETTE - 58H 3. DELETE ANTI LOCK BRAKES - KEEP'LIMITED SLIP (450) 4. RUBBER FLOOR - IN LIEU OF CARPETING - 127. 23 5. VINYL REAR SEAT IN LIEU OF CLOTH - IR / IH'/ I2 58 6.' DELETE ENGINE BLOCK HEATER - 41H (22) 7. MULTIPLE UNITS - KEYED ALIKE -~ FLG/FLH/FLI/FL2/FLK/FLL 8. DELETE LH SPOTLIGHT - 51A 4O 9. ADD RH SPOTLIGHT - 51C 151 10. CLOTH SPLIT BENCH SEAT IN LIEU OF BUCKETS - pR/PH/P2 8O 11. FRONT DOOR MOLDINGS INSTALLED BY FACTORY -- 96C NC 12. HUB CAPS IN LIEU OF WHEEL COVERS BY FACTORY - 64C NC 13. COURTESY LAMP DISABLED - 478 15 14. LAMP PREWIRE GROUP FOR PEG TRAY LAMP/INNE~ DECKLID LAMP - '476 NO LAMPS INCLUDED 15. ADDITIONAL ROOF REINFORCEMENT - PRS -. 40 70 16. SILICONE HOSES W/AIRCRAFT CLAMPS - PCD 258 17. SPEED'CONTROL - 525 18; DECKLID REI,EA~F SWITCH RELOCATED ON' D~IVERS DOOR - .~GNITION, .... ." ' CONTROLLED INSTRUMENT PANEL DECKLID RELEASE - IGNITION CONTROLLED 19.STREET APPEARANCE PKG - 60B 185 40 2O 151 20... DOOR LOCKS ~ DR & FR PASS ONLY CONTROL-REAR HANDLES INOP - PLP WINDOWS - CONTROLLED BY DRIVER & FRONT PASSENGER ONLY - PW8 18 18 21. 22. · 23. 24. 25. 26. 27. PARTS MANUAL * SERVICE MANUAL * POWERTRAIN/EMISSIONS MANUAL * .~' ELECTRICAL TROUBLESHOOTING MANUAL * TECHNICAL SERVICE BULLETIN MANUAL -. 1 SUBSCRIPTION * POWERTRAIN WARRANTY - 3 YEAR/IO0,O00 MILE *** - 3 YEAR/ 75,000 MILE 'w,~ *** $~0 DEDUCTIBLE PER VISIT - WHICHEVER COMES FIRST YEARS/MILES 90 110 165 55 160 1~00 1300 RPO TWO-TONE PAINT #1 - ACCENT COLOR ON,RO0~, FR & RR DOORS - 952 450 " " " " ~2 - ACCENT, COLOR"O~ ROOF,HOOD, TRUNK - 953 450 " " " " ~3 - ACCENT COLOR ON ROOF & FRONT DOORS - 955 450 US'~ ~NLY CROWN VIC COLORS - NO MINIMUM QUANTITY REQUIREMENT * - CALL FOR INFO'TO ORDER DIRECT.FROM FORD.TO YOU: TOTAL $ TOTAL P,02 COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: Walt Fehst, City Manager Thomas M. Johnson, Chief of PoliceC~) Transfer of Funds from General Fund to Police Department to Repay Overtime Fund DATE: March 18, 1999 BACKGROUND: During the last week of January 1999 we had an armed robbery at the Norwest Bank at 41st and Central Avenue. After the robbery we were approached by the bank branch manager and the head of Norwest security asking for assistance in the form of an off duty officer to work security at the bank. Since this type of off duty employment is handled through the department, officers have signed up and worked this detail since February 1, 1999. On March 1, 1999, we received a check from Norwest Bank in the amount of $2,508. According to the Finance Director this money is considered revenue and had to be placed in the City General Fund. ANALYSIS/CONCLUSION: The Police Department is requesting that the City Council pass a motion requiring the $2,508 received from Norwest Bank to cover the cost of off duty officers working security at the bank be returned to the 1999 Police Department budget, line 1020. RECOMMENDED MOTION: Move to transfer $2,508, the total amount received from Norwest Bank for off duty security worked, from the General Fund to the Police Department 1999 budget, line 1020, police overtime. TMJ:mld 99-108 CITY OF COLUMBIA HEIGHTS 59B-48TH RUE HE COLUMBIA HEIGHTS~ MH TR# 25 RES# B1 OP# 1 ~3/17/1999 Mist Revenue ACCGURT#: iB1.BB.342BI FIHflHCE Receipt#: 7843B POLICE IRUOICES 2/22 - 2/27 PAYOR: HORWEST ART: Ten~e~e~ CHECK: 195G691 55421 B3/17/1999 ~5B8.00 qoohP=5~-' 80~,r~?,' TOTAL: ~5BS. 0B 79-Any Questions: CALL 612-667-7374 OR FAX612-667-3725 ReminanceAdvice -- THAHg YOU -- ~te voucl~er ID Gross Amount Discount Available t'aid Amount HAUE A HICE OilY! ......... 02/26/1999 00242528 2,508.00 0.00 2,508.00 Vendor Number Vendor Name Total Discounts 00~ l 16376 Ci~ O~ Columbia Heights $0.00 C~tcK Number Date ~ Total Amount Discounts Taken Total Paid Amount 1956691 03/09/1999 $2,508.00 $0.00 $2,508.00 prd COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: DATE: Walt Fehst, City Manager Thomas M. Johnson, Chief of Polic~[q° I Transfer of Funds from General Fund to Police Department to Repay Overtime Fund March 29, 1999 BACKGROUND: During the last week of January 1999 we had an armed robbery at the Norwest Bank at 41st and Central Avenue. After the robbery we were approached by the Bank Branch Manager and the head of Norwest Security asking for assistance in the form of an off duty officer to work security at the bank. Since this type of off duty employment is handled through the Department, officers have signed up and worked this detail since February 1. On March 24,1999, we received a check from Norwest Bank in the amount of $5,016. According to the City Finance Director this money is considered revenue and had to be placed in the City General Fund. ANALYSIS/CONCLUSION: The Police Department is requesting that the City Council pass a motion requiring the $5,016 received from Norwest Bank to cover the cost of off duty officers working security at the Bank be returned to the 1999 Police Department budget, line 1020. RECOMMENDED MOTION: Move to transfer $5,016, the total amount received from Norwest Bank for off duty security worked, from the General Fund to the Police Department 1999 Budget under line 1020, police overtime. TMJ:mld 99-117 ~COUNT#: 181.88.34E81 FINANCE R~eip~#: 78584 6U~R9 SERVICES P~YDR: HOR~ST Tendered t~8T: CHECK: 197~83! CHANGE: TOTAL: .86 -- THt%NK YOU -- ,' l,q ?L,,B ~ i,,' ~:Oq ;I, qOOL, r= Si: ;~0 ~.r= Norwest Corporation, Minneapolis, Minnesota 55479 - Any Questions: CALL 612-667-7374 OR FAX612-667-3725 Remittance Advice Company Invoice ~Number Invoice Date Voucher ID Gross Amount Discount Available Prod Amount NB MN 990008 03/12/1999 00246843 5,016.00 0.00 5,016.00 Iol. ~o. 3 ~,~,/ Vendor Number Vendor Name Total Discounts 0000035052 CITY OF COLUMBIA HEIGHTS $0.00 Check Number Date Total Amount Discounts Taken Total Paid Amount 19'/4931 [ 03/24/1999 $5,016.00 $0.00 $5,016.00 prd COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: Walt Fehst, City Manager Thomas M. Johnson, Chief of Polic~ 1 - Matching Funds for Joint Grant with Fridley Police Department DATE: March 17, 1999 BACKGROUND: In 1996 the Fridley Police Department, along ~vith the Columbia Heights and Spring Lake Park Police Departments, applied for a COP's 96 grant through the federal government. This grant was for an electronic ten-printer system and photo capture imaging equipment for use in fingerprinting and photographing of juveniles and adults arrested in each of these communities. The grant requested was for $88,350. In late 1997 the Fridley Police Department was notified that we had been awarded this grant. The photographing and fingerprinting of juveniles are new requirements by the State of Minnesota. All juveniles picked up on gross misdemeanor or felony charges must be fingerprinted and photographed before they can be released. Along with the juvenile requirement, adults charged with enhanceable crimes such as shoplifting, domestic assault, forgery, damage to property, and crimes committed within a drug/weapon free zone must also be fingerprinted and photographed before release. The only location where this could be done was previously at the Lino Lakes correctional facility or the Anoka County jail. Both locations would pull officers out of our city for hours at a time. By having this equipment at the Fridley Police Department we will save numerous officer hours over the year, thus keeping our officers in Columbia Heights and on the streets, available to handle the call load. When this process first began, the New Brighton and Mounds View Police Departments were asked to be a part of the grant. (See attachment "A," breakdown of matching fund dollars). Since then, the Mounds Viexv and New Brighton departments have withdrawn from the process. This creates a higher dollar match for the remaining three departments. (See attachment "B," breakdown of current matching fund dollars). ANALYSIS/CONCLUSION: I am recommending that we use part of our 1997 federal equipment grant to pay our share of the 25 per cent match. This would come to $10,896. Based on an average of 425 juvenile arrests per year over the past three years, the department will average 1.75 hours per day alone transporting juveniles to Anoka or Lino Lakes to be fingerprinted and photographed. This works out to 338.75 hours per year. If you multiply the 338.75 hours by the hourly rate of an officer--S21.77, we will save $7,375.63 annually by having this system. It will take us less than 1-1/2 years to pay for the system. The other benefit is that the photos and prints would be available to our officers and investigators for investigative purposes. RECOMMENDED ACTION: Move to approve paying the City of Fridley Police Department $10,896 as the City's share of the 25 per cent match to pay for an electronic ten-printer system and a photo capture imaging system, which is a shared purchase between Fridley, Spring Lake Park, and Columbia Heights, with funding to come from the Police Department's law enforcement block grant #276-42110. TMJ:mld 99-107 Attachments 0 oo~ oo~ ~ ~ CITY OF FRIDLEY POLICE David H. Salhnan Public Safety Director FRIDLEY POLICE DEPARTMENT · 6431 UNIVERSITY AVE. N.E. FRIDLEY, MN 55432 · (612) 572-3629 · FAX (612) 572-3651 March 3, 1999 Captain Leonard Olson Columbia Heights Police Department 559 Mills St. Columbia Heights, MN 55421-3882 Dear Captain Olson, Attached is a copy of the expected costs associated with the booking system we plan to install using the COPS MORE grant #97CMW-X1041 awarded to the Fridley Police Department. The Columbia Heights match for the grant is $10,896. Please send a check for that amount to the City of Fridley at your earliest possible convenience. If you have any questions please call me. Sincerely , Gary Le~zmeie~ Deputy ]~ublic Safety Director City of Fridley BOOING SYSTEM FINANCIAL The breakdown of the grant is as follows: Federal $87,546 Fridley 15,020 Columbia Heights 10,896 Spring Lake Park 3,534 Total Project $116,996 The projected costs are as follows: Ten Printer DBI Fingerprinter CMS $20,240 Compression Sof~vare 2,485 Slap to Roll Matcher 3,220 Power Supply 525 State Connect Software 2,300 Keyboard Drawer 155 Clamping System 65 Installation Training 1,500 Single Sided Printer 7,000 Ten Printer Total $37,490 Maintenance 335 20 25 10 15 GQ 465 per month or $5,580 per year X Imaging System Capture Hardware Camera Subsystems Software Printer System Integration (DBI) S hip/Install/Train Image System Total $3,538 $12,957 13,000 3,141 5,000 4,113 $41,749 $6,169.46 $6,169.46 per year Investigator Substations Software 2 at $6,000 Printer 2 at $3141 $12.000 6,282 Total Substation Costs $18,282 Communication Devices Router $1,500 2 Port Serial Router 1,500 CSU DSU 1,100 Ether Net Hub 100 Total Communications $4,200 CCTV Camera System Update $2,839 $3,291 per year Total Costs Ten Printer X Imaging Investigator Substations Communications Devices CCTV Camera System First Year Maintenance $37,490 41,749 18,282 4,200 2,839 15,040 Sub Total Image Ware Discount Total $119,600 -3,777 $115,823 COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: SUBJECT: DATE: Review Committee Thomas M. Johnson, Chief of Police Equipment to be Purchased with Federal Grant Money February 4, 1998 Listed below in priority order are the equipment needs as determined by the staff of the C0iu~bia Heights Police Department. Item 1. Electronic ten-printer system and photo capture imaging equipment 2. Chest protectors for Redman suits 3. Road spikes for pursuits 4. MP-5 cleaning equipment and firearms cleaning kits 5. Phone tape recorders for sergeants, investigators, squad room 6. Lighting in cold storage, property room, and maintenance garage in storage area 7. Additional anuno for practice open range days 8. Gun storage lockers: 3 sets of 4 9. One additional upgraded PBT 10. Additional Red Guns for training, and protective gloves 11. Vehicle safety barriers for squads 12. Replacement sirens for squads 13. Replacement speakers for squads 14. Battery Buddies for running laptop computers 15. Lights for new unmarked squads 16. VCR/TV combo for squad room for training purposes and weather channel 17. Replacement seat organizers for squads 18. Trunk organizers for unmarked squads 19. Transcribers TMJ:mld Quantity Cost 1 $10,896 2 $ 300 1 $ 400 4 $ 150 6 $ 750 3 $ 1,400 3 cases $ 500 3 units $ 690 1 $ 300 10 $ 550 2 $ 70O 4 $ 1,720 6 $ 960 10 $ 500 2 cars $ 1,000 1 $ 500 6 $ 300 6 $ 600 2 $ 325 Total $22,541 Sales tax 1,888 Grand Total $24,429 98-053 COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: Walt Fehst, City Manager ~.~/;j,, e *V Thomas M. Johnson, Chief of Polic SUBJECT: Project Safety Net Bill for 1999 DATE: March 11, 1999 BACKGROUND In 1995 the cities of Columbia Heights, Hilltop, and Fridley began a program known as Project Safety Net. The purpose of this program is to give the police departments of Fridley and Columbia Heights a resource to deal with juveniles who are caught out on the streets after curfew. This program allows the officer to pick up the juvenile, write a tag, and then instead of waiting for the parent or guardian to be contacted and come to pick up the juvenile, the officer takes the juvenile to the Curfew Center. The Curfew Center is located at the Fridley Community Center and is staffed by trained social workers who supply an immediate intervention for this problem, contact the parents or guardians for pickup, and give referrals and follow-up to the problem. In 1999 the bill to our city for this service is $6,000, which is the same amount paid in 1998. ANALYSIS/CONCLUSION I am recommending that we pay the fee for the use of Project Safety Net. Over the past few years numerous officer hours have been saved by using this service. Officers are no longer tied up waiting for parents or guardians and are, in fact, back on the streets of our community in a relatively short period of time. The youth of our community are also being served through professional referrals and follow-up by the Safety Net staff. We have secured a grant from the Minnesota Department of Economic Security that ~vill reimburse us for our costs of the program. The City has also benefitted from the use of the Zone, which is a program that offers entertainment and direction to our teens on Friday and Saturday evenings. The third element that from which we have benefitted is the Safety Net program being in our Middle School and High School. The Safety Net staff assists with truancy and in school problems. They are an excellent referral service and assist the officers almost daily. RECOMMENDED ACTION Direct the Chief of Police to place the payment of this bill on the next Council meeting consent agenda. Cost to be covered as follows: $6,000 from the 1999 Minnesota Department of Economic Security, Juvenile Accountability Block Grant Fund #278-42-101. TMJ:mld 99-100 CI'IYOF FRIDLEY FRIDLEY MUNICIPAL CENTER · 6431 UNIVERSITY AVE. N.E. FRIDLEY, MN 55432 · (612) 571-3450 · FAX (612) 571-1287 March 3, 1999 Chief Tom Johnson Columbia Heights Police 590 40~ Ay NE Columbia Heights, MN 55421 Dear Chief Johnson: Greetings, I hope things are well for you and your city. ! am writing to let you know it's billing time for Project Safety Net. Your city's cost for 1999 is $6,000.00. As always, should you have any questions or concems please feel free to give me a call at 572-3643 or Dave Sallman at 572-3625. Sincerely, Kevin Thomas Fridley Police CITY COUNCIL LETTER MEETING OF: April 12, 1999 AGENDA SECTION: NEW BUSINESS ORIGINATING DEPT. CITY MANAGER NO: 9 FINANCE APPROVAL ITEM: ATTENDANCE OF THE FINANCE BY: WILLIAM ELRITE BY: DIRECTOR AT THE ANNUAL GFOA CONFERENCE DATE: Mar. 22, 1999 NO: The Government Finance Officers Association of the United States and Canada holds an annual conference dealing with the realm of complex and ever changing government financial issues. This conference deals with current changes in governmental accounting and reporting requirements, new concepts and overall financial management. It is one time in the year when finance professionals become updated on issues that could have a major impact on their government. Over the years, attendance at the conference has grown significantly. The current attendance is over 4,000 people. As a result of the large attendance, there are seven to eight concurrent sessions throughout the day. Attendance at virtually all sessions would benefit the City. The 1999 budget includes appropriations to send the Finance Director to this conference. The alternatives are limited to either attending or not attending the conference. There is no alternative level of training available. Attendance provides staff with an updated level of training and knowledge to enhance job performance. A lack of attendance is a lack of training. Attendance at this conference could be compared to the ongoing training that is required of C.P.A.'s and other professionals. In the case of Municipal Finance Professionals, there is no required ongoing training. The decision to have ongoing training is at the discretion of the City Council. The 1999 budget includes funds for the Finance Director to attend this conference. The projected cost of the attendance at the conference is within the budget limitations. The long range financial implications of attending the conference are hard to judge. The knowledge gained will definitely be a benefit and will have a positive financial result. It is staffs recommendation that the Finance Director attend the annual GFOA conference. RECOMMENDED MOTION: Move to authorize the attendance of William Elrite, Finance Director, at the Annual Government Finance Officer's Association Conference from May 23 - May 26, 1999 and that all related expenses be reimbursed from Fund 101-41510. WE:~ve G: 99033 lB COUNCIL ACTION: CITY OF COLUMB~ l:l'i*.IGHT8 AUTHORIZATION REQUEST FOR CONFERENCES, WORKSHOPS, SCHOOLS AND SEMINARS This completed form must be presented to the City Manager by the Monday preceding the regular Council Meeting for approval of attendance. Date of a quest: 3 - X - Name of Activity: L);//t~ ?~- Estimated Cost: Registration: /5,o~9 t~//~eat~8 Travel: Budget~l for: ~Yes [] No Name of Individuals Attending: ~')l '//t'~ ~. Account#: S,~fficient Funds Remaining: ~Ye~ [] No Purpose of Event: ~/~ /~O How Will this Activity Help You and/or Your Please Attach Any Brochures or Information Related to This Event. Signatures: Department Head Date: Division Head Date: City Manager Date: If Required, Date of Approval by City Council: Upon approval by the City Manager or City Council (if applicable), this form will be submitted to the Finance Department with a copy of the form to the appropriate Division Head. This form is not a registration form or a request for pre-registration monies without a payment voucher and backup completed and attached. COLUMBIA HEIGHTS POLICE DEPARTMENT TO: FROM: Walt Fehst, City Manager . ~---~,, Thomas M. Johnson, Chief of Police SUBJECT: New City Ordinance for False Alarms DATE: March 18, 1999 BACKGROUND: During the past several years the number of false alarm calls to which the Police Department and Fire Department have responded continues to grow. It is our feeling that most-if not all-of these false alarms come about because alarm systems are not properly maintained or the people setting the alarms off have not been adequately trained. During the past three years, the Police Department alone has responded to an average of 50 alarms per month. At the present time we have no way of requiring the alarm owner to prove maintenance of the system or to prove they have trained personnel or renters properly in the functioning of the alarm system. It has gotten to the point that in some locations we no longer get a response from the key holder. This becomes a life safety issue from our officers in that they go to all intrusion alarms as if they are indeed a true alarm. It gets us into a "crying wolf" syndrome that could become very dangerous both for the officers and for those who are at a facility and set off an alarm due improper training or laziness. ANALYSIS/CONCLUSION: The Police Department feels that ~ve need a tool in the form of the attached ordinance that can force a response to an alarm call by the owner, force the alarm owner to maintain their system properly, and train renters and employees on their alarm systems. We would do this in the following way: Any alarm where the alarm owner or key holder refuses to respond would automatically become a false alarm. On the first false alarm within a twelve-month period, as long as we had a key holder response and follow-up proof of maintenance by the alarm vendor, we would waive the alarm as a false alarm. Subsequent alarms in a twelve-month period would all count as false alarms. We are suggesting a $75 fee for the third response within a calendar year and a doubling of the fines each subsequent false alarm within the twelve-month period; i.e., fourth false alarm would be $150, fifth false alarm would be $300, etc. RECOMMENDED MOTION: Move to waive the reading of Ordinance No. 1387 there being ample copies available for the public. RECOMMENDED MOTION: Move to schedule a second reading of Ordinance No. 1387, being an ordinance regulating the number of false alarms allo~ved within one calendar year, for May 10, 1999, at approximately 7:00 p.m. TMJ:mld 99-109 ORDINANCE NO. 1387 BEING AN ORDINANCE CREATING SECTION OF THE COLUMBIA HEIGHTS CITY CODE THAT MAKES IT UNLAWFUL TO HAVE MORE THAN THREE FALSE ALARMS WITHIN ONE (1) CALENDAR YEAR. Section ' False Alarm Response 1. Definitions: a. Alarm: Means a mechanical, electrical or an electronic device designed to detect and/or signal: intrusion, holdup, trouble, or fire, excluding such device affixed to a motor vehicle. bo False Alarm: Means an alarm signal when response by the police and/or fire departments is not in fact required, but excluding an alarm caused by storm or other conditions beyond the reasonable control of the alarm or alarm user. (1) False alarms signaled within a 24-hour period of the original false alarm will not be counted as additional alarms, to allow for the repair and/or correction of the malfunction. (2) The Columbia Heights Police will document all police false alarms for the purpose of enforcing this ordinance and the Columbia Heights Fire Department will document all fire false alarms for the purpose of enforcing this ordinance. Exception: Federal and/or State agencies and political subdivisions of the Federal or State government shall be exempt from the payment of any permit, fees, and/or false alarm charges otherwise provided for by this ordinance. A fee shall be payable to the City of Columbia Heights for the third response and each subsequent response within one calendar year by the Police and/or Fire Department to an automatic alarm device triggered other than by reason of criminal activity and/or fire (false alarm). The fee shall be set by resolution. o The City shall have the power to collect such fee by whatever means necessary, including the issuance of ordinance violation summons for failure to comply with the requirements of this section within seven (7) working days of receiving notice of payment due. The person responsible for the payment of such fee is the person to be cited. A petty misdemeanor. Liability of City: The regulation of alarm response shall not constitute acceptance by the City of liability to maintain equipment, to answer alarms, or to respond to alarms in any particular manner. Offered by: Seconded by: Roll Call: Mayor Gary Peterson Jo-Anne Student, Council Secretary First Reading: Second Reading: Date of Passage: COLUMBIA HEIGHTS POLICE DEPARTMENT MEMORANDUM To: Chief Tom Johnson, Captain Len Olson From: Jill Teetzel Date: 03/19/99 Subject: Alarms Below you will find a break down of the alarm calls in Columbia Heights and Hilltop. If you have any questions please ask. Thanks. COLUMBIA HILLTOP TOTAL MONTHLY HEIGHTS AVERAGE RESIDENTIAL ALARMS 1995 184 1 185 15 1996 166 3 169 14 1997 185 6 191 16 1998 222 3 225 19 1999 (1/1/99-3/31/99) 28 0 28 2 BUSINESS ALARMS 1995 253 35 288 24 1996 302 37 339 28 1997 361 25 386 32 1998 346 31 377 31 1999 (1/1/99-3/31/99) 59 1 60 30 BANK ALARMS 1995 18 1 19 2 1996 7 0 7 0 1997 2 0 2 0 1998 4 1 5 0 1999 (1/1/99-3/31/99) 0 0 0 0 COLUMBIA HEIGHTS POLICE DEPARTMENT FALSE ALARM NOTIFICATION FORM DATE TIME CASE NUMBER 1. Name of property owner 2. Address of property owner 3. Phone Number 4. Type of Alarm: A. Fire Alarm B. Intrusion Alarm C. Panic Alarm D. Other o Alarm verified as being false: Yes __ No __ Definition of False Alarm: False Alarm means an alarm signal when response by the police and/or fire departments is not in fact required, but excluding an alarm caused by storm or other conditions beyond the reasonable control of the alarm, or alarm user. False alarms signaled within a twenty four hour period of the original false alarm will not be counted as additional alarms to allow for the repair and/or correction of the malfunction. Officers name Number Copy given to property owner on (date) Copy mailed to property owner on (date) CITY OF COLUMBIA HEIGHTS Meetin~ of: April 5, 1999 AGENDA SECTION: ORIGINATING DEPARTMENT: CITY MANAGER NO: Community Development APPROVAL ITEM: Space Needs Study BY: Kenneth R. Anderson '~'~ BY: DATE: April 5, 1999 ISSUE STATEMENT: Appoint an Space Needs Study Committee to review requests for proposals received by the City of Columbia Heights from qualified architectural firms to conduct a municipal space needs study/assessment. BACKGROUND: On March 8, 1999, the City Council authorized and directed that staff commence the process to seek requests for proposals (RFP) to perform a municipal space needs study. Staff has assembled the names of several architectural firms that are experienced in performing these type of assessments/studies for municipal clients. We have been in the process of drafting the RFP for dissemination to qualified fu-ms. As part of the review process, it will be necessary to review and evaluate the proposals received. Furthermore, it is advisable that all or at least some of the f'nTns submitting a proposal be interviewed before a fn'm is selected to perform this work. We have attached copies of evaluation questions used by the City of Maple Grove as a reference for the type of questions which can be asked of the consulting firms for this space needs study. You will also find a copy of the draft RFP which is not complete at this point in time. ANALYSIS: The evaluation committee should consist of representation of all members or groups which are stakeholders in the project. For the Space Needs Study this may include citizens of the City of Columbia Heights who have utilized the various City services (including business representatives), City Councilmember(s), advisory commission members, and staff. The Committee members should be available to readily meet both during the day and night, if necessary. The Committee's charge should be to review the RFP and proposed scope of work. Upon receiving the proposals, they should also evaluate the proposals and recommend a firm to hire for this work. After entering into a contract, the Committee should also offer input in the needs assessment phase of the work and possible options. The City Manager has suggested that the Committee, at a minimum, may consist of two Councilmembers; the City Manager, Library Director, and Community Development Director; and four citizen members. RECOMMENDATION: Staff is requesting City Council consideration of these various issues. Furthermore, staff recommends the City Council offer possible names of candidates to serve as Council and citizen members of the Committee. RECOMMENDED MOTION: MOVE to direct staff to establish a Space Needs Study Committee consisting of Councilmembers and ; the City Manager, Library Director, and Community Development Director; and four citizen members to include , and ; and furthermore, to authorize said Committe'e- to oversee all aspects of the Space Needs Study and render a recommendation to the City Council on or before November 1, 1999. Attachments: CITY OF COLUMBIA HEIGHTS Request for Proposals to Provide Architectural Services for the Preparation of a Space Needs Study of Municipal Facilities for Columbia Heights DRAFT Purpose: The City of Columbia Heights is requesting proposals fi:om selected firms to provide architectural services to prepare a Space Needs Study of municipal facilities for Columbia Heights. Please refer to the attached map which depicts the location of the existing facilities. In general, the Study should identify 1) the merits of a centralized "campus setting" of facilities for providing City services, 2) continue with the existing decentralized location of municipal facilities, or 3) a combination of the two approaches. Introduction: Insert community background'fi:~m Comprehensive Plan. Backffround: During the first weekend in May, 1998, the Minnesota Design Team visited Columbia Heights. After soliciting public comment during a town meeting, the Design Team developed several conceptual recommendations. Note that many of the comments raised during the town meeting centered around the need to improve public facilities, beautify Central Avenue, and enhance the downtown atmosphere. One of the implementation steps recommended by the Design Team suggested that a Master Plan for the downtown area be developed. This Master Plan work has been awarded to SRF Consulting Group, Inc. and is scheduled for completion in August, 1999. Attached please find a copy of the Design Team recommendations. In response to the Minnesota Design Team recommendations, the City applied for and received grant money from the Metropolitan Council's Livable Communities Demonstration Account. This will provide a source of funding to help stimulate a proposed residential townhouse development project near downtown Columbia Heights. The concept for this project was proposed by the Design Team. This development will consist of roughly 9 owner-occupied townhouse units, 22 low income tax credit rental units, and 50 senior units. This project will increase residential density near downtown and will serve as a transition block between low Columbia Heights RFP Page 1 DRAFT density single family residential land use and the existing commercial development along Central Avenue. Columbia Heights is currently in the process of completing an update of the City Comprehensive Plan, rewriting the Zoning Ordinance, and updating other sections of the City Code. This process for the Comprehensive Plan is expected to be finished by July 1, 1999. The future land use component of the draft plan designates the downtown project area for potential redevelopment. The City has also applied for Minnesota Department of Transportation Cooperative Agreement Funding for Central Avenue street and potential streetscape improvements. The City was notified in February that the request received funding in the amount of $ Project Goals: The purpose of this Study is to identify existing and potential municipal space needs and develop a recommendation for the best option(s) for meeting those needs. Over all the desire of the City for this project is to provide City facilities that are attractive, functionally efficient and effective, customer service driven, and that provide a combined staff and citizen-friendly environment. The overall goal for this Space Needs Study will be to generate a vision for the City that incorporates, at a minimum, the components listed below. 1. Implements the goals of the City Council (attached). Incorporate design themes and specific recommendations for public spaces, architectural features, decorative lighting, plantings, benches, and other improvements. 3. Site-specific redevelopment recommendations. Linkages to the various amenities in the area, including transit station/stops, Huset Park, Labelle Park, transition block, as well as retail and employment opportunities. Implementation strategies including, at a minimum: · Recommended location of new/expanded/relocated City facilities, if any; · Recommended space requirements for existing and potential City needs by department, i.e. Administration, Community Development, Finance, Fire, Library, Police, Public Works, Recreation, etc.; · Possible funding sources; and, · Phasing/timing of recommended changes, if any. Recommendations for viable and complementary private land uses adjacent to and/or combined with City facilities. 7. Graphic depictions will be important in communicating the vision of the plan to Columbia Heights RFP Page 2 o Columbia Heights residents, Commissions, City Council, and staff. DRAFT Graphics should be drawn to scale and/or engineered when appropriate. It is anticipated that these graphics will illustrate recommended placement of improvements (parking, lighting, plantings, benches, etc.), street realignment, etc. Process and Timeline: The Space Needs Study process is anticipated to begin in May, 1999, and it is expected that the Study will be completed within six months after the planning process has been initiated, but not later than November 1, 1999. When preparing a time schedule, please take into consideration public meetings, as well as meetings with the Space Needs Study Committee and City Council.. Instructions to the Applicant: If your firm is interested in providing these architectural services to the City of Columbia Heights, the City requests that the information listed below be submitted. 1. The name and location of your firm and location of head offices, if different. 2. Number of years in operation at the-Twin Cities location and the head offices, if different. o A brief(less than two ~ages) description of the firm and the type of work it does. The City is especially interested in prior space needs study/assessment/planning experience. Identify the person who would serve as the primary contact in providing the City with these architectural services. Other individuals that will likely be involved should also be identified. A short (less than two pages) resume of each individual involved should be attached. The resume should clearly identify qualifications to perform the intended duties and should list, at a minimum, the following information: a. Education; b. Similar work experience; c. Areas of expertise; and, d. Verify that your firm and it's members have no conflict of interest which would impair your ability to provide the City fair and unbiased architectural services. If unable to provide such verifications, please list any and all circumstances which may represent such conflict of interest. o A description of your firm's approach to this project, including: a. Scope of work - include any processes or components omitted from this RFP which the consultant believes should be included or supplementary information which is necessary; b. A public participation plan; Columbia Heights RFP Page 3 DRAFT A time schedule; A fee schedule; and, A description of assistance expected from City staff. A list of references that can be contacted for similar work experience. Please include the type of work performed, name of a contact person, phone number, and address. Al1 things considered, summarize why you believe the City of Columbia Heights should retain your firm to perform this project. The length of the proposal should not exceed ten pages, excluding figures, resumes of personnel, list of references, time schedule, fee schedule, and firm experience and qualifications. The City of Columbia Heights reserves the right to reject any proposal that does not comply with the requirements of this RFP. Compensation: Compensation from the City to the firm selected to provide architectural services will be stated in terms of a cost plus materials with a "not to exceed" amount. The "not to exceed" fee is intended to include all consultant staff time necessary to perform the required Space Needs Study consulting services. Data: The City will provide the consultant with existing GIS data or other information available at the City. Existing GIS digital data includes parcel and right-of-way line data for the entire city (digitized), public utility lines (sewer, water, and storm), lakes (digitized), zoning, park boundaries, school locations, and public buildings. Hard copy black & white section maps are also available. The City's Comprehensive Plan is in the process of being updated and is available in a draft format. Evaluation and Selection: Evaluation and selection of a firm to provide archetctural services for the City of Columbia Heights will be based on the following evaluation criteria: 1. Qualifications of firm and principal architect(s) who will serve the Ci _ty: *Skill, ability and experience of assigned personnel; *Applicable experience with Space Needs Study preparation; *Knowledge of all Minnesota laws and regulations related to the state building code, handicapped accessibility, land use planning, zoning, master planning, and economic development; Fee Schedule *The proposal should contain a schedule of hourly billing rates for each category of professional, technical and clerical employee. Specifically, provide an hourly rate for each employee who may be involved in this Columbia Heights RFP Page 4 DRAFT project. Also, include rates of miscellaneous charges, such as copies, mileage, etc. The fee schedule should be presented as a "not to exceed" amount. References. *The proposal should contain references that may be contacted for work performed on similar projects. Other Factors, including: *Demonstrated knowledge of the City of Columbia Heights and its Public service needs and development characteristics; and, *Availability and location of assigned personnel. Procedure: *Responses will be reviewed and evaluated by a Space Needs Study Committee including City staff and a recommendation will be forwarded to the City Council for final action. Interviews with staff may be scheduled. Limitations, Terms and Conditions: This Request for Proposals does .not commit the City of Columbia Heights to award a contract, pay costs incurred in the prep~ation of a proposal or to procure a contract for services or supplies. The City of Columbia Heights reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified source, or to cancel in part or entirety this Request for Proposals if it is in the best interest of the City of Columbia Heights to do so. If, for any reason, the firm selected is not able to commence services under its proposal within 30 days after its award, the City reserves the right to award the contract to the next most qualified firm. The City will retain ownership of all reports prepared under the proposal. Submission Deadline: Proposals must be received by 4:00 PM on April 30, 1999. Nine copies o£the proposal should be sent or delivered to: Walt Fehst, City Manager, City of Columbia Heights, 590 40t~ Avenue NE, Columbia Heights, MN 55421. Questions regarding this RFP can be directed to Kenneth R. Anderson, Community Development Director, at (612) 782-2855, or Linda Magee, Assistant to the City Manager, at (612) 782-2812. One additional copy of the proposal should be provided unstapled and unbound and otherwise in a form which may be reproduced on a standard photocopier for dissemination to other persons. Columbia Heights RFP Page 5 City of Columbia Heights Municipal Buildings i -q LEGEND {-'---} Water Features ~ alg~-of-w~, Map Descripdon This map illustrates the geographic location of each of the municipal buildings within the City of Columbia Heights. Area Locator ~i-":r41 --1-,. ~'"'~/~; ! A~oka Coun~ OI~ ~:~~ Map Date: M~h 02, 1999 Cit~ of Columbi~ Heights Park Facilities LEGEND Right-of-Way Water Features Parks City Limits Map Description The map illustrates the geographic location of parks within the City of Columbia Heights. Notethatthese are all City-owned parks with the exception of Kordiak Park in the nortfleast comer of the City. Kordiak Park is an Anoka County facility, Sources: Columbia Heights Planning Columbia Heights GIS Anoka County GIS Map Date: March 3, 1999 General Interview Questions / Categories for Round 1 (45 minutes) Firm Background, Qualifications, Experience · Provide a brief history of your fLrrn in terms of age, continuity of management, size, range of services, and specialization. · Briefly describe your experience in designing city hall and police station projects within the last 10 years. Did you bring some examples of recent projects? · Who will specifically make-up the project team and what are their qualifications? Who will be the primary contact for the City? Who will be the site architect? Timeline / Capacity To Perform · What is your present workload? · What do you estimate for a timeline from the point of"Notice to Proceed" to completion of final designs and construction documents? Can you provide a preliminary design and model by October 21, 19987 Project Approach / Deliverables~' · Describe the overall process and approach (schematic design, design and development, and construction documents) should your firm secure the contract for architectural services. · What is the role of your firm versus the role of City staff in the various stages? What type of participatory process do you propose to keep the City involved and the communication lines open? · What drawings, graphics, models, narrative detail, stares reports, and other support information will be provided in schematic design, design and development, and construction documents stages? · What do you see as the overall responsibility of the architect after final designs are accepted? What services do you provide after the fmal designs are accepted? · What is your experience and understanding of the Owner/Construction Manager/Architect relationship versus Owner/Owners Rep/General Contractor/Architect relationship? Fees / Construction Cost Please describe your fee structure for this type of project and payment terms. (lump sum versus reimbursable items) Can you provide an estimate of the range of your fee for this type of project? · Do you have an estimate on the construction cost per square per foot? General / Miscellaneous · Assuming all the firms being considered are basically qualified and the fees are competitive, what makes your fmu the best candidate for the job? · Which of the following do you feel is the most important: maintaining the budget, service to the client, structurally sound building, on-time performance, or functionality of building. · Has your firm been involved in any litigation, mediation, or arbitration in the last five years? Have you ever been asked by a client to retire from a project? · What is the best type of HVAC systems, discuss pros and cons of various approaches. What about Zone heating? · What are the pros and cons of a single level structure versus a multi-level structure? Finn of Name Name of Evaluator Date I. Firm Qualifications & Experience II. Timeline / Capacity To Perform III. Project Approach / Deliverables Evaluation Form (Round 1 Interviews) Rating IV. Fees V. General / Miscellaneous Weighting Factor 4 4 4 3 3 TOTAL SCORE Score Rating Key: 1 = Poor, 2=Fair, 3=Good, 4=Excellent, 5=Superior Weighting Key: 0=Not Relevant, 1 =Low.Importance, 2=Medium Importance, 3=High Importance, 4=Vital Instructions: Rate the f'ms based on how they meet the needs of the project, don't compare rims. Comments: More Specific Questions for Round 2 Project Understanding · Describe the overall project as you understand it. Project Team · Who will specifically make-up the project team and what are their qualifications? Who will be the primary contact for the City? Who will be the site architect? · What other consultants would you need to hire to complement the team? Experience · What is your experience in site planning and space studies/programming? · Please review your expertise in the area of Police facilities that require many special features? Budget · What is your ability to control costs and quality and meet budgets? · Have you had any municipal projects that exceeded the original budget by over 5 percent? · What percent of the construction cost should be expected for change orders as a result of architectural omission or failure to properly coordinate? Timeline · What is your ability to meet schedules and deadlines? · How many projects in the last five years did not meet the established timelines? Project Approach · How are priorities set, problems solved and decisions made? · How do you arrive at the functional layout of the building, for example determine where to place individual departments and what departments should be next to each other? · What type of participatory process do you propose to keep the City involved and the communication lines open? Capabilities · What is the financial stability of the firm? · What types of insurance coverage do your firm carry? · What technology does your firm utilize? Reputation · Has your firm been involved in any litigation, mediation, or arbitration in the last five years? Reference Checks · Please provide six references from past project with at least three of them from projects in the last five years. Other (Round 2 Questions) · What are the pros and cons of a single level structure versus a multi-level structure? · What ideas do you have in terms of building design, materials, and operation for conserving energy consumption? · What is the best type of HVAC systems, discuss pros and cons o£various approaches. What about Zone heating? · What are some recent developments in terms of construction technology and new materials you think the City should consider adding to the building? · What steps are taken to ensure your design is in compliance with all required codes (1997 Codes) and ADA laws? · Do your designs address interior designs and colors, furniture, storage and filing systems, and other equipment? · What special considerations would you give to the Council Chambers? Do you have the expertise to perfect the acoustics and design a' communications/cable TV system? · What landscape and parking considerations does your fzrm incorporate in the designs? · What special security and safety features would you build into the design? How do you balance safety and security, but retain a warm, inviting, and user-friendly building? · How do you propose to maximize natural light to all employees? Firm of Name Name of Evaluator Date 1. Project Understanding 2. Project Team 3. Experience 4. Budget 5. Timeline 6. Project Approach 7. Capabilities 8. Reputation 9. Reference Checks 10. Other Final Evaluation Form (Round 2 Interviews and Proposals) Weighting Factor Rating TOTAL SCORE Rating Key: 1 = Poor, 2=Fair, 3=Good, 4=Excellent, 5=Superior Weighting Key: 0=Not Relevant, l=Low Importance, 2=Medium Importance 3=High Importance, 4=Vital Instructions: Rate the rims based on how they meet the needs of the project, don't compare rims. Score Other (Round 2 Questions) · What are the pros and cons of a single level structure versus a multi-level structure? · What ideas do you have in terms of building design, materials, and operation for conserving energy consumption? · What is the best type of HVAC systems, discuss pros and cons of various approaches. What about Zone heating? What are some recent developments in terms of construction technology and new materials you think the City should consider adding to the building? What steps are taken to ensure your design is in compliance with all required codes (1997 Codes) and ADA laws? · Do your designs address interior designs and colors, furniture, storage and filing systems, and other equipment? · What special considerations would you give to the Council Chambers? Do you have the expertise to perfect the acoustics and design a' communications/cable TV system? · What landscape and parking considerations does your f'mu incorporate in the designs? · What special security and safety features would you build into the design? How do you balance safety and security, but retain a warm, inviting, and user-friendly building? · How do you propose to maximize natural light to all employees?