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HomeMy WebLinkAbout09-07-2021 City Council Work Session MinutesCITY COUNCIL WORK SESSION Mayor Public Safety Building — Training Room, 825 41s' Ave NE Amdda Marquez �A N�,, Tuesday, September 7, 2021 Simula 7:00 PM Councilmembers 1921 �o0 2Q2T - YEARS - John Murzyn, Jr. '`��kHeso�P MINUTES Connie Buesgens Nick Novitsky Kt Jacobs City Manager Kelli Bourgeois CALL TO ORDER/ROLL CALL Mayor Marquez Simula called the work session to order at 7:08 pm. Present: Mayor Marquez Simula; Councilmembers Buesgens, Jacobs, Murzyn, Jr., and Novitsky Also Present: Lenny Austin, Police Chief; Kelli Bourgeois, City Manager; Aaron Chirpich, Community Development Director; Steven Gouise, Sciens; Eli Haddorff, CSO; Kevin Hansen, Public Works Director/City Engineer; Sara Ion, City Clerk; Josesph Kloiber, Finance Director; Matt Markham, Police Captain; Dan O'Brien, Assistant Fire Chief; Shelley Johnson, Fire Department Volunteer; Ben Sandell, Communications Coordinator; Charlie Thompson, Fire Chief. WORK SESSION ITEMS 1. Information Technology Strategic Plan Presentation, led by Steven Gouise, Sciens. Mr. Gouise thanked everyone for their time, and explained that he is a Partner with the business and national management firm Sciens that focuses on improving municipal public safety. Mr. Gouise discussed the assessment that was completed, and plan that has been put together. The IS Department was created as cost center and continues in that capacity to this day. Mr. Gousise stated that technology touches everyone in the city and that currently the IS team is focusing on computers, network, and keeping information safe. However the demands of the public have changed significantly, the citizens expect higher level of service. There needs to be a focus on customer centric environment. The following issues were presented: • Need for Director for the IS Department, leading a customer focused department with increasing efficiency. • Governance and architecture, the city has a very complex software architecture. This will need to standardize and simplified. Overall insure all departments have what they need, and support departments with concerns. • Organization to take reactive IS organization and transform to one that responds with solutions that address underlying issues • Addition of Director and IS Support specialist. City of Columbia Heights MINUTES September 7, 2021 City Council Work Session Page 2 Mr. Kloiber addressed a follow up concern regarding realistic timeline of transformation. Mr. Gousise stated that complexity dictates how to proceed. There are leadership issues and culture change issues that will need to be addressed during the process. Mr. Gousise stated the need to also bring in customers to be a part of the equation. In some situations he has seen things develop quickly: over a 24 month period. The current plan is laid out over five years to correctly pace financial concerns and organizational change (staffing and perceptions of IS). Overall it usually takes two to three years for substantive change to occur. Ms. Bourgeois then lead discussion with Council regarding posting for position of IT Director. Position would be at same level as all other department heads. Mr. Kloiber stated that he is ok with the oversight leaving the finance department. Stated that governance committee is key, making the process work for all departments and that IT being a division is an important balance. He believes it to be a good thing for the city. Mayor Marquez Simula stated that she agrees with the intention of this change and the positive impact on the city department and citizens. Councilmember Jacobs fully supports and asked Ms. Bourgeois what is needed to move the IS Director Position forward. Ms. Bourgeois will update organizational charts and bring budget to upcoming council meeting. 2. Joint Agreement and Contract Between the City of Columbia Heights and the City of Hilltop for Rental Licensing Services • Fire Chief Thompson discussed the overall agreement. Presented background and information related to the 11 properties and 130 dwellings in Hilltop. • Discussed staffing concern regarding additional workload. 2022 budget is included to make position for clerical 30 hour per week to cover this increase in workload • Fire Chief Thompson has attended City Council meetings for City of Hilltop. He is very ready for his team to be able to get into building that have infestations and damage that make buildings unable to be accessed by emergency service providers. He believes that the property improvements will be made based on their work. He is also look forward to working with law enforcement to reduce overall calls to the properties as well. • City of Hilltop signed contract on August 16, and adopted fee schedule. They have also adopted property maintenance standards and code. • Fire Chief Thompson believes that overall this is a win/win situation for both cities. He also stated that word has been spreading and landlords are concerned about improvements that need to be made. Hilltop will follow and apply pressure similar to the process that occurs in Columbia Heights (3 strikes and then move to revocation review with Hilltop City Council). Mayor Marquez Simula stated that she is glad that the workload related to increase in rental properties has been addressed and believes that having a full time position is better than multiple part time employees. She also felt that the partnership with Hilltop is positive and allows for both cities residents to feel safe. Councilmember Jacobs confirmed with Fire Chief City of Columbia Heights MINUTES September 7, 2021 City Council Work Session Page 3 Thompson that contract with Hilltop covers additional salary of CH employees / inspections and that anticipated workload will not be burden to staff. There will be a change, but the process will be implemented without notice. Councilmember Buesgens feels this is positive to be partnering with Hilltop given the comparative nature of rentals / rental fees. Councilmember Murzyn, Jr. stated that he appreciated Chief Thompson and thanked him for the work he has completed with this agreement. 3. 2021 - 2025 Capital Planning and Infrastructure Projects Kevin Hansen presented capital plan information including 4 year plan projects: • Zone 6 and 7 for feasibility study information. Concludes step three of three cycle program from 1997. There is a planned break in projects due to the financial cycle of these projects. • Sanitary / Sewer review for capacity and development. City hall model; there are issues with throating and the need to standardize pipes and address manhole covers on Central. • Continued infrastructure improvements for development at former Hy-Vee site. Date is TBD (2022 / 2023) • 37th Street Water Main replacement from Central to Lincoln. Design of program has just begun. • Van Buren parking ramp maintenance: focus on lighting, minor concrete repairs, elevator, address rusting areas. • 37th Street adding medians, addressing with MPLS maintenance moving forward to 2023. Will add additional parking bays based on feedback, closer to Hart Lake. • 53rd Avenue. Raised median with turnabout. Grant funding approved in July for trail along entire corridor. Trail added on south side. • Safe routes to school program, pedestrian safety off of 49th. Funding in 2024. • Overall focus on alley program, and 2020 bidding occurred. There are several segments that have failing sections. • Reviewed concerns with municipal service center. Completed draft of masterplan is not finished because of increases and costs, with siting plan. Plan looked at staff, equipment, building use, and future improvements. Building has reached its useful life. • Park redevelopment. Park CIP (Capital Improvement Plan). No dedicated revenue source for improvements. Some general fund will flow into this. Looking at sites, no capital updates to Murzyn hall for extended period of time so review of that is needed. Questioned if we need survey about what amenities are being requested? Have not done a community survey for extended period. • Discussed options for funding and bonding for parks system improvements, alley improvements and public maintenance building. City of Columbia Heights MINUTES September 7, 2021 City Council Work Session Page 4 Mayor Marquez Simula inquired about feedback from community on projects that were reviewed. Ms. Bourgeois addressed the concern with information regarding the survey that was completed in Fridley. If there is a conversation about bonding, then full survey is needed (does not need to be as in depth as Fridley). Councilmember Buesgens was concerned with the stopping and starting the repair process. Mr. Hansen addressed the concerns with information regarding the cyclic nature of the projects and that it will not impact the overall street conditions. Councilmember Buesgens also requested information for how the manhole covers will be paid for. Mr. Hansen addressed this concern that this was not a direct City Cost but one that would be something that is covered by the Federal American Rescue plan. Councilmember Buesgens likes the plans for medians, and has concerns about alley conditions and continued decline. She inquired as to other cities pay for alley repairs. Mr. Hansen was unsure of how other cities pay for alley improvements. Councilmember Buesgens also inquired about if the Public Works building needs to be replaced. Mr. Hansen noted that he is looking for clear plan, eliminating a two floor option, and building a single level building on the property. Currently the fueling station needs full replacement as it is out of compliance. Councilmember Buesgens stated it was 1939 Murzyn Hall built, and that she hoped for a survey to get feedback about all parks, including pocket parks. Mr. Hansen replied that a full review of the building is needed as well as a survey. He questioned what the response rate was for the City of Fridley survey and Ms. Bourgeois stated that she would need to follow up to get that information. Mr. Kloiber gave additional information about the budget related to the questions and concerns. He spoke to the potential for borrowing money for projects and what those rates might look like. Mr. Hansen gave a reminder about what can be done in house, and how that reduces impact on funding cycle. So of the things requested will increase maintenance on parks and payroll needed to complete that maintenance. 4. Overview of Proposed 2022 Budget Mr. Kloiber started with a power point regarding the 2022 budget that will be added to the city website. • Discussed Increase of tax levy at 4.8%. Fiscal Disparity Subsidy will offset the increase to local share of property tax. 1.9 M to LGA. This would avoid dependency on fund. • Utility Funds Overview. 4.5% combined rate increase in 2022 • Steps in Review of 2022 Budget and follow up dates for further information to Council. • Excel Spreadsheet re Fiscal Disparities Levy (AMV Levy Trend / Levy Scenarios Document needs to be added). There can be "amnesia" in the formula used. Consideration for additional 2022 levy increase to impact what could occur in 2023 to manifest total levy equity. Smooths pattern for tax payers, good financial plan. Chief Austin had question re LGA. Asked about what the difference is from 15 years ago. Mr. Kloiber stated that previously many communities structured themselves to be very dependent City of Columbia Heights MINUTES September 7, 2021 City Council Work Session Page 5 on LGA (City received more funds; more money was utilized). City of Columbia Heights is not alone in reducing dependency due to flux in funding that was assigned. He referred to city managers budget book that was given to Councilmembers. Ms. Bourgeois stated that information for the 2022 budget will be discussed in additional detail in second September meeting of City Council. Stated that we want to make sure that there is funding for a HR Generalist for PD/Fire, potential for Code Specialist, Maintenance employee or IT support specialist. Police Captain Markham discussed social worker position / programing with psychiatric social worker. He had been working on program prior to Covid. He has talked with Minneapolis Assistant Police Chief / Social Worker. Anoka County partners with Canvas Health for services. He applied for grant and have not heard back. Overall has an idea about cost for imbedding social worker with PD and how impactful it would be. Overall one third of calls involve mental health or substance abuse. Having someone help find resources and problem solve in partnership with PD would be very impactful. Ms. Bourgeois discussed bonding regarding park in addition to social worker. Currently a compensation study is being conducted. Union Contracts are being finalized; there will be three year contract period. Currently there are a lot of unknowns, and we can use finds wisely to benefit community with little negative impact on community and solicited feedback. Councilmember Buesgens feels that it is a good opportunity and supports plan. Councilmember Jacobs agreed. Council member Novitsky agreed and does not want to lose an opportunity to continue positive impact to city with being proactive instead of reactive. He does not want to stop the positive progress that has been made. Councilmember Murzyn Jr. agrees that this is a great opportunity. Mayor Marquez Simula inquired about reviewing compensation for Counsel. Ms Bourgeois mentioned that ongoing pay equity review and that it is mainly impactful for gender -based issues. She stated that the League of Minnesota Cities has information for council pay. A lot of cities do not provide health insurance to council. Councilmember Buesgens wants to keep health insurance, does not want to loose that. 5. Noise Ordinance Discussion Captain Markham and CSO Eli Haddorff presented information regarding the implementation of quite time hours and what this looks like in other cities in the Twin Cities metro. Chief Austin assisted in answering follow up questions and concerns. Councilmembers Buesgens had questions about who completes the permits and what the objective measurement was / if decibel meter would be used. Has a concern with amplification of sounds and the need for updated language in the ordinance to reflect new technology and sources of noise in the community. Councilmembers Jacobs has concerns about implementing City of Columbia Heights MINUTES September 7, 2021 City Council Work Session Page 6 attendance numbers to permit and who enforces this type of issues. She would prefer 24 hour quite time, and wanted concerns with construction projects addressed. Chief Austin discussed the component of needing to notify neighbors prior to permit being issued as well as the enforcement of the permit as an ordinance violation / citation and the need to partner with the city attorney to address how to enforce. Mayor Marquez Simula would like a time limit for built into permit as well as notifying neighbors. She would like to make sure that this language is directly on the permit. Councilmember Novitsky stated that he has concerns with the permit and enforcement as population density in community is hard to account for. 6. Youth Commission Review of Youth Commission documents presented by Ben Sandell. • Reviewed draft bylaws, recommendations from other municipalities. Particularity City of Rosemount as they treat this program like a city commission. • Noted in memo, lots of rules and bylaws will need to be revised as things can be unpredictable, plan on creating over the first year. First two years are considered a pilot period. • Concerns about size and representation. 7 members are a minimum. Need more kids because they have busy social calendar. 15 members might be ideal to budget for absences. • Qualifications for membership. Must be a resident of the City of Columbia Heights because this is functioning as a board/commission and discussing services and information related to the residents of the city. Can be revisited if needed based on interest from students. • Staff liaison rules: One person as mentor, one as secretary. • Suggest information process of interviewing students / youth. Other municipalities stated that it was better to do a meet and greet / group interview. • Continue to work on specifics of bylaws. • Discussed that Ordinance is currently a rough draft for review. But those options for term commitment should be included. Councilmember Jacobs had concerns regarding term limits; would like to begin term / orientation in September or October. She feels that City staff should be promoting (including 8th graders). She would like to see minimum number of participants stand, but remove the cap for the maximum number of students. She would like to the bylaws to be firm, and operating rules separate. She also would like the wording for liaison removed and to better reflect the role that staff will play. Councilmember Jacobs requests a 2 year term limit and removal of lanquage City of Columbia Heights MINUTES September 7, 2021 City Council Work Session Page 7 regarding staff breaking ties. She has concerns regarding liability and meeting without staff present, and would like parental consent for participation in commission. Councilmembers Buesgens feels it is important to make sure there is something fun to plan the first meeting (not all orientation) and that this could help with retention. Mayor Marquez Simula would like to increase the number of members to 20. Councilmember Murzyn would like to see staggered membership terms. Councilmember Novitsky wants to make sure that students take this seriously, and that we have an interview process and that it isn't something that is just participant awards for. He wants to make sure that the students are learning about responsibility and city government. There was an overall discussion of how to handle votes of the Youth Commissions regarding the placement of officers, and operating standards. There was also a discussion re open meeting laws, how members would attend other meetings and act as a liaison to other boards. Generally there were concerns with attendance. There is a provision in bylaw that there will be attendance at required youth commission meeting / and commission and council meetings as required. Attendance reviewed when application renewed. Need further review of how many absences triggers review of continued membership. Mr. Sandell stated that there will be further review of all of these concerns at the September 27t" Meeting for the first reading for the Council. He will take all comments and concerns into consideration and make sure that the changes requested or contemplated are included for the first reading. ADJOURNMENT Marquez Simula adjourned the Work Session at 10:28 pm. Respectfully Submitted, Sara Ion, City Clerk / Council Secretary