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HomeMy WebLinkAbout08-02-2021 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 Building – Training Room, 825 41st Ave NE Monday, August 2, 2021 7:00 PM MINUTES CALL TO ORDER/ROLL CALL Mayor Márquez Simula called the work session to order at 7:00 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; Minerva Hark, City Planne r; Joe Kloiber, Finance Director; Matt Markham, Police Captain; Ben Sandell, Communications Coordinator; Keith Windschitl, Recreation Director WORK SESSION ITEMS 1. Parks/Fireworks/Nuisance Discussion Bourgeois reported that at the last work session the Council had a brief discussion regarding fireworks and disrespectful activities in our parks. At that time, staff mentioned being in the process of putting together information on parks use and rentals a nd issues related to those. Staff from Police, Public Works, and Recreation have been putting together information and discussing options to address the issues and are ready to present the information and options to address some of the issues with the Coun cil. Austin referenced the recent July 4 issues at Huset Park related both to crime and disorder problems. Throughout the City as a whole, there has been an increase in a disregard to order and lack of respect of citizens towards other citizens and the p olice, which he thinks has been driven by a lack of consequences, civil unrest from the past 18 months, the pandemic and how it has impacted the court system. There has been an increase in crimes this year compared to last, and this has been seen in every city in Minnesota. Some notable comparison statistics he cited between the two years included: 48% increase (43 compared to 29) in aggravated assaults (great bodily harm or weapon involved), 31% decrease (11 from 16) in robberies, 28% decrease in burglaries as well as a decrease in thefts/larcenies. There has been a big change (17 YTD this year from 24 in 2020 and 8 in 2019 for the entire years) in vehicle pursuits, which is a similar phenomena in all of the Metro area. There have been a number of firearm calls, seizures and weapons violations (200% increase compared to 2020). 17% increase (75 from 64) in auto thefts and/or recovered stolen vehicles over 2020 YTD and 103% increase over 2019. There has been a little increase in misdemeanor assaults. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 2 The BCA release of the 2020 Uniform Crime Reports cited a 16% increase in violent crime compared to 2019, and motor vehicle thefts statewide are up 20%. The two biggest statistics that are very concerning are the number of officer -related shootings (31 in 2020 compared to 37 in 2019 in Minnesota and evenly split between outstate and Metro) and the number of assaults on officers (667 in 2020, a 62% increase compared to 2019 and the largest number ever recorded in the State). There has not been an officer-involved shooting in Columbia Heights since 2016; however, two officers were recently spit on by person was in crisis. He has a number of videos he would like to share with the Council that would show some of the things that the Police Department is dealing with. He said he believes eventually it will get better but is something that must be dealt with now, also citing two recent large fights at the Anoka County Fair. Another trend that he cannot recall having to deal with is when responding to major incide nts, when the crime scene is being rushed and additional officers have to be called in to secure the scene. Austin expects that it will take some time, likely a year, to get better; but he emphasized the dilemma with the current court system. Until it is up and fully operational and there is some accountability in the courts, there will continue to be the problems cited earlier. It is his understanding that misdemeanor assaults and misdemeanor DWIs will be addressed this year and everything else is getting pushed into next year. He said that whatever happens in Minneapolis from a crime and disorder perspective, it has a direct impact on everything the Columbia Heights Police Department does. With the current significant staffing challenges, he doesn’t believe the Minneapolis Police Department will be back to normal from 2020 for the next several years. Right now, the City’s Police Department is short staffed, as are many other cities, but he anticipates being in good shape by the end of the year. Programs such as Neighborhood Watch, other community groups, Public Works, Fire Department, Community Development, Park and Recreation will all help to get through this period. Buesgens asked whether additional staff have been hired to help the courts get c aught up, and Austin said he was unaware but believes they are striving to do what they can to catch up. Markham displayed nighttime City park photos (Ramsdell Park pool, Silver Lake Beach, Silver Lake Beach porta-potty and pavilion, Sullivan Park, Huset Park East basketball court, and Huset Park West near Murzyn Hall, and Labelle Park) and reported that he had reviewed their degrees of lighting, in particular those with pavilions, and said some of those that Public Works has revamped are in good shape but some still need to have expanded lighting. He prefers the clear, more natural LED lighting because clothing description at night is important and fluorescent lighting distorts clothing color. He thinks no changes are necessary at LaBelle Park but would like to swap outdated park lights with LED lights and install solar-powered LED lights in pavilions. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 3 Jacobs inquired about the Huset Park East bridge, where there is currently no lighting, and Markham said his preference would be to update all outdated lighting. Jacobs then asked whether power could be shut off on a timer to the pavilion outlets, and Hansen said they would have to be rewired. Markham added that Wi-Fi capability attracts people. Buesgens asked about Keyes. Markham said there isn’t a pavilion there and it was one of the recent parks that was redone in 2018. Hansen added that there isn’t a lot of activity there. Jacobs asked about Circle Terrace. Markham said there have been some problems there, with damage to the building and some garbage left behind. Cameras are being replaced with those that can’t be damaged so easily, and other mitigation actions are being considered. Buesgens asked about the highest-use parks, the highest being Huset, and Markham said the department receives more calls there and then displayed the types of cases for all the parks. Markham said he is a big proponent of infrared cameras and technology is a great asset in solving crimes, as being able to pull up videos for review and legitimate proof. Cameras being considered include Huset Park and the Library. Márquez Simula asked for confirmation that lighting being considered is City owned and not privately owned, and Markham confirmed that. She then asked whether a private home would be videotaped it a camera was directed, as an example, a park pool. Markham said the company doing the software for the camera system goes on site to cover just the vulnerable areas of the park. He added that the part s of the project include both camera and electrical installation, which run off different voltages. Hansen briefly described the needed requirements for various sites. Markham said he would be speaking with the vendor about adding two outside cameras on Murzyn Hall. With the new City Hall being built within the year, he thinks no cameras are needed on the old City Hall – since camera directions on Murzyn Hall could be adjusted to view a good portion of the City Hall. Markham reported that the $61,000 quote is for Murzyn Hall’s cameras installation, which include the back side facing east and another on the southeast side, and others at Huset Park to get the most coverage. If any changes are made to Huset Park, cameras can be moved. Cameras were being considered at Sullivan, but the network isn’t set up there; and it was determined that they would be more useful at the Library. Increasing camera coverage on Central Avenue is a priority, as are cameras in the Library parking lot along with the cell tower. The proposal for the Library is $27,000. Márquez Simula thinks cameras, as a budget item, initially won’t deter crime unless there is a lot of signage that says, “Smile, you’re on camera.” City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 4 Markham commented that it may deter some, but the message would definitely get out if crimes are solved using the cameras. Buesgens asked whether cameras would be visible, and Markham confirmed so. Jacobs asked whether the cameras would be caged for protection, and Markham said they have a protective dome over them – and if someone damaged the dome, it could be replaced fairly cheaply. Austin said every time a study analysis of crime is done to property of any kind, lighting is one of the big things to focus on. With that and the cameras, he thinks it a couple of good tools for the toolbox. Buesgens said once the housing moratorium is over, there may be more problems with park issues. Jacobs inquired as to which budget the funds would be allocated from. Markham said it would come out of the operating budget for the camera. She then asked about maintenance, and he said 180 cameras have great quality and are inexpensive and easy to install and maintain. Buesgens asked about what is covered with the quotes. Markham said they include labor and installation – and the only thing not covered is running additional electricity. Márquez Simula asked whether there would be any storage fees, and Markham said there would be none – just the City’s, having enough ports for camera usage. Jacobs said a lot of work went into the lighting analysis and said she appreciated it. She then asked whether signs would be posting alerting users that cameras have been installed. Austin cameras are pretty visible. Markham added that, as an example, if owners have surveillance cameras that are installed but not used, then they are liable for any lawsuits. Referring to a question Buesgens had earlier in the session about a recent noise complaint she had received, Austin said there were about 300 people in one of the buildings on 40 th, believed to be 704. Jacobs shared information she had received from a nearby resident of the area. Austin said it took, with the help of Fridley officers because some City officers were involved in a significant domestic call, about 45 minutes to clear the “pop -up party” site the evening the noise complaint occurred. Officers ar e still working on the case, following up with the owner in trying to determine the nature of the violation and what exactly occurred, and will then, with the help of the City Attorney, determine what action is needed. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 5 Jacobs asked if it could be determined if those responsible were from out of town, and Markham said the procedure will be to backtrack whether it’s te nant or who owns the building. Buesgens preferred that the owner of the building ultimately be held responsible. Park Policy Changes and John P Murzyn Hall Senior Center Rental Policy Changes Hansen reported an uptake in park maintenance and cleanup, some parks more than others, due to lack of respect and care by users. An analysis will be done in the fall to determine whether the correct amount is being charged for park rentals, but it has been noted that parks with shelters are those that are most often being misused. Because of the splash pad and shelter rentals and lack of seasonal workers, two Public Works staffers are needed on the weekends for maintenance and cleanup. Egging, which Public Works documents with the Police Department, has increased over the last two years. Will go back to the Park and Recreation Commission to report this and look at rental fees park by park. The biggest park usage is at Huset, but Silver Lake Beach as well on weekends. Friday shelter rentals has increased and requires more staffing on Saturday morning to get ready for Saturday rentals. Another problem that’s come to his attention is when someone has reserved a shelter, another party may make an unscheduled appearance. Márquez Simula inquired about Public Works attention to garbage. Hansen said his staff as seen it all, where both empty and full garbage bins have garbage scattered all around them. Windschitl added that shelter users are supposed to clean up their areas afterwards and said he’s gone out over the last couple months with a chart which cites who has rented them, trying to eliminate usage overlapping. He thinks some residents don’t realize they can rent shelters. Hansen added that his staff monitors daily any location that has a water feature to check chlorine levels and ensure any splash pad is operating correctly. Jacobs asked whether permanent signs could be posted at the pavilions announcing “You must rent the pavilion,” so users know they have to rent the shelter before advertising its location to attendees. Hansen said it was discussed at a Park and Recreation Commission meeting, and it was suggested best to display “Please check that this shelter is available for rental.” Márquez Simula said it had been discussed at Circle Terrace, having staff unlock a window to post a sign as to what is happening that week, including how to reserve a shelter and contact information. Jacobs thinks the more verbiage on a sign, the less likely it will be read. Hansen said he could discuss it with the Park and Recreation Commission. Buesgens asked how other cities address overlapping shelter usage. Windschitl cited, as an example, that Minneapolis park police monitor their shelters. She suggested that staff contact neighboring cities to see how they address the issue. Hansen said, with the decline of the river level, the DNR and Minneapolis may enact further water restrictions, so the City may have to shut down the splash pad to reduce water usage. Novitsky agrees that it would be a good idea to shut it down because it doesn’t circulate water. Márquez Simula suggested a sign designating days and/or hours of operation should the splash pad need to be partially closed. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 6 Buesgens said it might be best to just shut it down and then asked how many gallons of water the splash pad uses, and Hansen cited 7 million gallons per year, averaging about 70,000 gallons per day during the typical 100 days of operation. It was group consensus to recommend shutting the splash pad down and restricting resident water usage to only newly-planted trees or grass seeds. Reviewing rentals, Buesgens prefers non-resident fees doubled to $200, to cover the cost of cleanup. Windschitl said most rentals are done over the phone and it is hard to determine if an actual resident is making the reservation, as a nonresident could use a resident’s name; if reserving in person, an ID could be used to verify residency. Park Policy Changes and John P Murzyn Hall Senior Center Rental Policy Changes Windschitl reported that the Park and Recreation Commission at their June 23 meeting recommended changes to be proactive and update the policy to prevent any potential problems during rentals:  Park reservations end at 8:00 pm  All park reservations be placed in a maximum of four-hour increments (no back-to-back reservations)  Change the Fee Scale for park reservations for nonresidents be increased from $75 to $100, including tax  Change all John P. Murzyn Hall Senior Center rentals to end by 7:00 pm  Limit Senior Center rentals to a 50-person maximum  Only snacks (no dinners) served in the Senior Center Novitsky asked if the Boosters need to find a different spot because they start at 7:00 pm, and Windschitl said they would not need to do so. Park Rental Fee Márquez Simula asked if the $125 fee would remain the same for groups over 100 people. Windschitl said the Park and Recreation Commission decided not to change the fee because it likely occurs only one or two times per year. Jacobs also prefers that the nonresident fee be doubled. Buesgens agreed and said any rental fee should cover the cost of cleanup, especially with the lack of seasonal staff , and thinks the resident rental fee is too low. Novitsky said he agreed that the nonresident fee should be doubled. Windschitl cited the current shelter rental fees are $50 for resident, $75 for nonresident, and $125 for groups over 100. Jacobs said she would be fine with a $150 nonresident fee if it would cover the cost of cleanup. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 7 Hansen said he thinks $150 nonresident fee would cover the cost of cleanup if it’s not an unusual event. Buesgens also requested that staff, when surveying neighboring communities, ask how those cities verify non-residency versus residency when making reservations. Jacobs suggested that staff mandate those making reservations do so in person, rather than on the phone, in order to ensure residency. Windschitl said he was unsure whether the City would want to do that, given that online rese rvations are becoming more popular. Márquez Simula suggested those making reservations via phone email a copy of their photo ID or driver’s license to confirm residency. Novitsky said he didn’t think renters would want to share their personal information in order to rent a park shelter. Windschitl will survey neighboring cities as Council requested. It was Council consensus to approve the $150 nonresident shelter rental fee and add the subject to the August 9 City Council Meeting agenda. 2. Replacement of Cabinetry in Police Department Austin reported that the building is about 12 years old now and so wear-and-tear is beginning to show up in certain areas. His department has done a good job with upkeep on the outside and next year carpeting will likely be replaced, painting touchup, etc. A few areas needing help include millwork that is showing significant wear. Markham said the largest quote item coming in at $21,642 is for cubbies right outside of the garage that officers and community-service officers use, called duty bags to use during their shifts. Those are made with MDF board with laminate over them and they are in disrepair, and the plan would be to replace them with powder-coated steel cubbies that need to be specifically built for the existing space – but should last a lifetime. The cabinets in the gun range are of the same material, where ammunition and other items are stored, and are also in disrepair and cannot be locked any longer; the plan would also be to replace them with powder-coated steel cabinets and would be specifically built for the existing space at a quote of $3,875 – and should also last a lifetime. It’s his understanding the current stainless steel countertop will be secured to the top of the new cabinets. The planned upgrades would come out of the operating budget. Novitsky thinks it is a worthwhile improvement. Knowing MDF is not indestructible, Márquez Simula said it would still be interesting to see photos of the existing cubbies and cabinets – but is not asking to see them before approving the upgrades. Markham will email photos to the Council. Austin said the subject will be added to the next City Council Meeting Consent Agenda. 3. Designate Four-Hour Parking – Huset Park Parking Lots Hansen reported there is code enforcement activity going on in different areas of the City, and the evening’s discussion would concern “area one.” Staff is seeing business parking in Huset Park parking lots, and the goal is to eliminate business parking in City parks. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 8 Huset Park has three parking lots within it, and he believes businesses may go from one lot to another if all three are not addressed at the same time. The primary lot is right off of Huset field five, another smaller parallel lot is on the west side Jefferson, and the third is the Quincy Avenue lot. Hansen said staff didn’t want to include Murzyn Hall parking in this plan. Hansen thinks limiting parking to the suggested hours below will not limit scheduled events within the park, and the plan would be to post signs along the perimeter. Staff’s recommendation is to preserve the park space for park use and limit business use of park space, designating both Huset East and Huset West lots and the Quincy lot as “Four-Hour Parking.” This limit would be designated from 8:00 am to 4:00 pm. Novitsky asked if violated vehicles would be towed. Austin said the current plan would be to ticket them, which would be similar to the current six-hour violations and are not towed unless 24 hours have passed. For clarification, the vehicles in question are those of customers that businesses are moving to the lots, not business staff vehicles. As of this date, a ticket would go to the registered owner, not the business. Novitsky cited a potential problem if a vehicle being parked by a business would be in violation, get ticketed, but the business owner would pull the ticket and not inform the registered owner who was being serviced; and Austin said he has not come across that issue in the past but would be addressed if that should occur. State statute does not allow an immediate tag-and-tow of a vehicle in violation unless it is a danger or obstructing, though there is a municipal exception under certain circumstances. Bourgeois clarified that this is being done concurrently with zoning code, to ensure that taxpayer dollars are not being used for non-City business. The subject will be added to the next City Council Meeting Consent Agenda. 4. Amending City Code Relating to On-Sale Intoxicating Liquor Licensing Hark reported the City’s current On-Sale Intoxicating Liquor Licensing does follow the State statute. In summary, the licensing may be issued to hotels, restaurants, bowling centers and clubs or congressionally chartered veteran organizations; but, after further analysis, staff determined that the City Code needs to be amended for further clarification. The evening’s discussion will address mainly section 8.2 that concerns restaurants. Two Columbia Heights businesses, Jimmy’s Pro Billiards and Soiree, have requested an amendment to City’s On-Sale Intoxicating Liquor Licensing Code to allow for consideration of an on-sale license for their establishments. Current code dictates that restaurants have a minimum seating of 150 guests at one time and dining area with a minimum floor area of 3,000 SF; both cited establishments cannot currently meet those stated requirements. A consultant analyzed neighboring city codes, with some having a smaller seating requirement, no square footage minimum but rather use minimum annual food sale percentages, a combination of requirements, and no restrictions at all. Staff described possible amendment options. Aligning with State statute, Jimmy’s Pro Billiards needs to be classified as a restaurant. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 9 Staff preference is to eliminate any floor area of minimum dining number of guest requirements because it would open up opportunity for City businesses to compete regionally. The intent would not be for liquor to outweigh the food, however. The key difference between the two preferred options below is the 5% ratio.  Amend the Code to eliminate the dining floor area and minimum number of guests for restaurants and continue to require restaurants having a full license to have 60% food sales and 40% liquor sales. Sales reporting must be documented and presented to the City with each renewal of the liquor license.  Amend the Code to eliminate the dining floor area and minimum number of guests for restaurants and amend the requirement for restaurant with on -sale liquor licenses to meet minimum gross sales of 55% food, not to exceed 45% liquor sales. Sales reporting must be documented and presented to the City with each renewal of the liquor license. Jacobs preferred the 60% food and 40% liquor sales option. Novitsky said he could support either option, though the 55%-45% option would be easier for Jimmy’s Pro Billiards to comply. Chirpich clarified that, in the City’s current code, bowling alley sales can be combined with food sales in order to reach, as an example, the 60% food sales minimum; and staff thought billiards, to provide a buffer, would be similar to bowling alleys. Jimmy’s is trying to expand his restaurant capacity and emphasize food. Buesgens is glad staff is proposing eliminating the dining floor area minimum and prefers the 55%-45% option, which would provide some breathing room for businesses. Márquez Simula prefers the 55%-45% because of the price differential between food and liquor sales, as an example, a burger costing $9 and two beers totaling $10. Novitsky added that liquor sales would cost even more. Council consensus was to move forward with the pr oposed amendments. Hark will also include a wine section and eliminate the Limited Intoxicating Liquor License section. Márquez Simula requested that language be updated, citing a couple specific examples, and Hark will review and update as needed. Jacobs inquired as to whether a business has the ability to ask for a variance. Chirpich said it would not apply. Buesgens asked what section a business offering art and a glass of wine, not selling food, would fall under; and Hark cited the current code that applies. It was also confirmed that no bars are currently allowed within the City. Buesgens asked how a new business coming in that wanted to offer wine, such as above, would be able to do so. Hark said it would involve amending the On-Sale Wine License to eliminate food, and Buesgens said she would like to be proactive so action wouldn’t be dependent on a business request. Jacobs preferred there be some form of food requirement in such an amendment. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 10 Hark and Chirpich will analyze further according to State statutes and bring before the Council at one of their upcoming August meetings. 5. Proposed Changes to the City’s Tobacco Ordinance Hark reported that the City has begun the process of amending City Code to address the potential restriction or ban of flavored tobacco, along with the potential elimination or minimization of penalties for underage possession, use and/or purchase of tobacco products to help combat this global issue. City staff collaborated with the Public Health Law Center and the Association for Nonsmokers-Minnesota on prospective ordinance changes that would address these issues. Regional review revealed that proactive municipalities typically follow one of two regulations: the restriction of flavored tobacco sales or the complete prohibition of flavored tobacco sales. The following options are proposed for the Council to consider in regulating flavored tobacco sales: 1) no change, 2) prohibit the sale of flavored tobacco or 3) restrict the sale of flavored tobacco. In addition to addressing flavored tobacco, City Code requires amendments to the penalties section regarding underage possession, use and/or purchase of tobacco products. With the help of the Public Health Law Center, a proposed draft ordinance would bring City Code into State and federal compliance with regard to penalization of individuals under the age of 21 for possession, use and/or purchase of tobacco products. City staff recommend adopting these proposed changes, as they align with State law and make the licensee responsible, and recommend moving forward with City Code amendments regarding underage possession, use and purchase of tobacco products; however, staff does not have a recommendation regarding flavored tobacco at this time. Novitsky prefers the option to restrict the sale of flavored tobacco, to limit it to adult -only establishments, but wonders whether or not the City should allow it in liquor stores so the City is not making money on something that would be banned from othe r stores. He also cited the difference between “restrict” and “prohibit” and wouldn’t want to further hurt a tobacco store already having been limited in regulation of its business. Hark added that there is a strong cultural component to flavored tobacco. Novitsky thinks flavored tobacco should not be available at convenience stores. Jacobs prefers the option to restrict the sale of flavored tobacco and removing it from liquor stores. Buesgens prefers the option to prohibit the sale of flavored tobac co because underage children may be exposed to parents who use tobacco and use fake IDs for access. Márquez Simula prefers the option to restrict the sale of flavored tobacco and asked whether it could be sold, as an example, at gas stations, as they may not check IDs. Hark said in a tobacco store, one is only selling tobacco products and their accessories and no one under 21 should be able to purchase there. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 11 Buesgens what the consequence is for a business selling flavored tobacco to someone under 21. Hark reported that the penalty, as an example, for a first offense from increased from $75 to $300 and they go up from there on additional offenses. Buesgens doesn’t think an amendment will help the situation but is willing to go along with whatever the other Councilmembers prefer. Jacobs clarified that a business would now be responsible for selling to an underage customer, rather than the young purchaser being cited. Kloiber added that it would be problematic at two local liquor stores to check IDs at the door; but if staff monitoring their security cameras sees someone come into the store underage, it could likely be a grab-and-flee shoplifter. He said typically a compliance check system is set up to be at the checkout, rather than the entrance; and as tobacco products are usually stored behind the checkout (for security and lack of access for those underage), access to them would be more difficult. Márquez Simula said there may be reluctance for a business (and staff) to allow a sale of flavored tobacco to someone under 21 if their business would be put at risk to lose their City license. Buesgens asked what the frequency is for tobacco compliance, and Austin said the goal is twice per year. Chirpich added that the State mandates once per year. Austin added that liquor businesses are very typically very vigilant in checking IDs before sales, as their license renewals are very valuable to them. Hark said all tobacco-licensed businesses will need to be notified of the proposed amendment before it would come before the Council at an upcoming meeting sometime in the fall. 6. Update on Information Systems Strategic Planning Kloiber cited the evening’s two main discussion points as being 1) the process for the strategic planning by itself and 2) certain upcoming technology costs not formalized in the 2021 and 2022 budgets. His report stated that earlier this year, the City contracted with Sciens Consulting to prepare a broad assessment of the City’s information systems function and recommend a strategic plan to guide these activities for the next several years. The first report is the Information Systems Assessment Report and is in final published form and available for review upon request. It assesses the City’s current information systems function, strengths and weaknesses, and describes alternative strategies. The second report, now in draft form, incorporates the conclusions of the first report into a five-year technology action plan. Following the release of the second report, Sciens will make a Zoom presentation to the Council, likely at a September Work Session. A primary theme of both reports is that the City is underspending and understaffing the information systems function. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 12 Kloiber said the consultant recommends increasing the IT staff from three to five, but to contract out two positions (the purchase, build and install of user devices) a nd updating IT equipment on a four- to five-year basis rather than on a rolling basis, which is more affordable contracting out, but a financing mechanism would be needed. Another recommendation is to have Microsoft host email along with the Cloud and oth er Office applications, rather than in-house hosting. He said the consultant’s recommendations are valid but detailed preferences should be left to the City. Staff prefers the creation of an IT Director position that would report to the City Manager and that two sets of two would be at different levels and have overlapping duties, which would help with better coverage on weekends, vacations and eliminate redundancy. Bourgeois’ hope is that an IT Director be hired in 2021. She said that in the past IS has been treated as “the kid in the basement” and did not have the latitude or tools to perform the needed work, which goes back to the budget. The proposed 2022 budget will include an approximate $200,000 addition (current budget is about $429,000) for both a division head position and a certain amount for that division head to have some tools to work with in the first year. Buesgens enthusiastically supports the IT amendments. She also had interest in finding out what neighboring cities pay for their IT Departments, and Kloiber said he could locate that information and email to the Council. Kloiber said it is important to have an IT Department that can have an overall cohesive plan for technologies within the City, rather than leaving it up to individual departments to make their choices. Jacobs asked how the proposed amendments would factor into the new City Hall’s improvements. Kloiber said there will be contractor bidding for the sub -constructor package work. He said there are current communication issues within the City, citing an example of users being unaware of the capability to access voicemail remotely , and so an outreach communication initiative is needed but will take some time. In addition, he said it will be beneficial to be proactive with technology improvements. Bourgeois said there has been a turnover of division heads and the expectation for technology has been dramatic, both for residents and City staff, and so it will be important to do long-term planning in where departments want to be in the future. Kloiber said aggravated numbers are determined shortly, fiscal disparities for the levy are unknown and may affect them but will be known before the Council votes. City of Columbia Heights MINUTES August 2, 2021 City Council Work Session Page 13 Timewise, Kloiber cited the following schedule:  August 9 City Council Meeting – 2021 amendments for $20,000 cable services, $22,000 IS funding for extra cost for upgrading laser license, email archiver and other equipment, software tool recommended by Sciens, including $10,000 for potentially a helpdesk management tool - totaling $40,000-50,000  August 23 City Council Meeting – City Manager’s proposed 2022 budget  September City Council Work Session – Sciens’ Zoom presentation, Finance Director’s overall City budget presentation  Upcoming EDA levy  September 27 City Council Meeting – City Council adoption of proposed levy for the City, fiscal disparities will be known, and approval of the creation of an IT Director position Buesgens thinks residents and City staff will be pleased with the technology upgrades and is important to set up all at once. Novitsky supports the IT amendment and thinks it is the right time, aligning with the new City Hall, and will give residents more of what they are looking for. He said you can’t fix problems for free. Jacobs supports the IT amendment and thinks it may be more palatable for residents, knowing that the new technology will be a piece of moving into the new City Hall, that it goes hand-in-hand. ADJOURNMENT Márquez Simula adjourned the Work Session at 10:04 pm. Respectfully Submitted, ______________________________________ Kelli Bourgeois, City Manager