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Home My WebLink About11-01-2021 City Council Work Session PacketMayor Amáda Márquez Simula Councilmembers John Murzyn, Jr. Connie Buesgens Nick Novitsky Kt Jacobs City Manager Kelli Bourgeois CITY COUNCIL WORK SESSION Public Safety Bldg—Training Room, 825 41st Ave NE Monday, November 01, 2021 6:30 PM (or Immediately Following EDA) AGENDA ATTENDANCE INFORMATION FOR THE PUBLIC Members of the public who wish to attend may do so in-person, by calling 1-312-626-6799 and entering meeting ID 891 4134 4862 or by Zoom at https://us02web.zoom.us/j/89141344862. For questions please call the Administration Department at 763-706-3610. CALL TO ORDER/ROLL CALL WORK SESSION ITEMS 1.Capital Equipment Replacement Of Unit #456: Recreation Department Passenger Van. 2.Police Strategic Planning Survey. 3.Citywide Survey. 4.Department Level Review of Proposed 2022 Budget ADJOURNMENT Auxiliary aids or other accommodations for individuals with disabilities are available upon request when the request is made at least 72 hours in advance. Please contact Administration at 763-706-3610 to make arrangements. 1 CITY COUNCIL WORK SESSION AGENDA SECTION MEETING DATE 11/01/2021 ITEM: Capital Equipment Replacement Of Unit #456: Recreation Department Passenger Van DEPARTMENT: Recreation BY/DATE: Keith Windschitl / October 27, 2021 CITY STRATEGY: (please indicate areas that apply by adding a bold “X” in front of the selected text below) X Safe Community _ Diverse, Welcoming “Small-Town” Feel _Economic Strength _Excellent Housing/Neighborhoods _Equity and Affordability _ Strong Infrastructure/Public Services X Opportunities for Play and Learning _ Engaged, Multi-Generational, Multi-Cultural Population BACKGROUND: Unit #456, the 1999 E-350 Recreation Department 12 Person Passenger Van was purchased in 1999 for $21,466. It is 22 years old and is showing significant rust over the body panels and frame. The Vehicle Maintenance Supervisor rated the overall mechanical condition as poor due to all the rust on the vehicle. The 2020 Capital Equipment Replacement budget allocated $45,000 for the replacement of Unit #456. The Recreation Department purchased a transit van in 2020 to replace the Senior Citizen mini bus that was budgeted in the 2019 budget. DETAILS: The Recreation Department coordinates day trips for Summer youth programs and school out days during the school year. Programs are advertised through the City newsletter. The Recreation Department also transports youth to Murzyn Hall for the Summer Free lunch program. The van also transports youth to various athletic contests throughout the metropolitan area. This van is also used by other City departments for training and transporting staff and volunteers to events. STAFF RECOMMENDATIONS: Staff recommends replacement of Unit #456 with a 2022 Ford Transit T-350 XLT. This van will have the ability to transport 12 people. The price quoted from Ford of Hibbing is $46,487.81 which is on the State of Minnesota purchasing contract. ATTACHMENTS: Ford of Hibbing Quote 2 Item 1. QUOTATION FORD of HIBBING CONTACT 2627 13th AVE TIM CARRUTH CONTRACT # 169035 HIBBING, MN 55746 timcarr33@yahoo.com 218-262-3881 BOB O'HARA EST DELIVERY TIME 800-894-7579 218-349-8955 90 ‐ 120 ARO rwohara01@aol.com FHV 29 BASE MODEL 2022 FORD TRANSIT T-350 12 PASS X2C 34,357.75$ MID ROOF 148" WB RWD XLT 302A ‐ ADDED OPTIONS Engine: 3.5L PFDi V6 Flex-Fuel -inc: 998 STD 1,361.00 Engine: 3.5L EcoBoost V6 -inc: auto start-stop technology, Single AGM Battery (70 Amp-hr) 99G X $1,616.00 10 SPEED AUTOMATIC 44U X STD 296.00 3.73 LIMITED SLIP AXLE X7L X $296.00 AC FRONT AND REAR w/REAR HEAT X STD $442.00 HD TRAILER PACKAGE 53B X $442.00 $368.00 BRAKE CONTROLLER 67D X $368.00 $42.00 DAYTIME RUNNING LIGHTS 942 X $42.00 $380.00 Wheels: 16" Styled Aluminum -inc: Locking Lug Nuts 647 X $380.00 $69.00 BLOCK HEATER 41H X $69.00 STD REAR WINDOW DEFOGGER 57N X STD $269.00 Front Black Wheel Well Liners 15C X $269.00 $596.00 Extended Length Running Boards - inc: Covers the A-B pillar driver-side and A-C pillar passenger-side 68J X $596.00 $473.00 Radio: AM/FM Stereo w/HD/SiriusXM/SYNC 3 -inc: Bluetooth, dual USB ports and a 4.0" multi-function display, SYNC 3 Communications & Entertainment System, 911 Assist, VHR, SYNC Services, AppLink, Bluetooth, steering wheel controls, USB port and auxiliary input jack 58W ‐ 3 Item 1. $1,060.00 Radio: AM/FM Stereo w/HD/SiriusXM/SYNC 3/Nav -inc: Bluetooth, audio input jack, dual USB ports and a 8" colored multi- function touch screen, SYNC 3 Communications & Entertainment System, 911 Assist, VHR, SYNC Services, AppLink, Bluetooth, steering wheel controls, USB port and auxiliary input jack 58C X $1,060.00 $455.00 PRIVACY GLASS 92E X $455.00 $368.00 REMOTE START 68B X $368.00 $69.00 2 ADDITIONAL KEYS 86F X $69.00 $796.00 POWER DRIVERS SEAT 21R X $796.00 145.00 SHORT ARM POWER ADJ HEATED MIRRORS w/ TURN SIGNAL 545 X $145.00 212.00 LONG ARM POWER ADJ HEATED MIRRORS w/ TURN SIGNAL 544 ‐ 282.00 RUNNING BOARD SIDE PASS DOOR 68H X $282.00 296.00 CRUISE CONTROL 60C X $296.00 STD 115 W 110 VOLT POWER OUTLET 90C X STD 87.00 KEYLESS ENTRY PAD 52C X $87.00 114.00 CARPETING FRONT AND REAR 16H X $114.00 54.00 Front Heavy Duty Tray Style Floor Mats 86N X $54.00 542.00 BLISS Blind Spot Information System (BLIS) -inc: cross-traffic alert and trailer coverage, Short-Arm Pwr- Folding Heated Pwr Adjusting Mirrors, turn signals 65A ‐ 269.00 REVERSE SENSING 43R X $269.00 815.00 Enhanced Active Park Assist -inc: front sensing system, Enhanced active park assist helps make parking less stressful, It helps steer the vehicle, in reverse, into a perpendicular parking space or steer the vehicle into or out of a parallel parking space 94B ‐ (310.00) 8-Passenger Seats -inc: 1st row: 2 seats, 2nd row: 3 seats and 3rd row: 3 seats, 4 seats are removed, but seat attachment points are still present *CREDIT* 96V ‐ 4 Item 1. STD 12 Passenger Seating ‐ 1,024.00 14-Passenger Seats -inc: 1st row: 2 seats, 2nd row: 2 seats, 3rd row: 3 seats, 4th row: 3 seats and 5th row: 4 seats, GVWR: 9,400 lbs 96S X $1,024.00 254.00 Radio: AM/FM Stereo w/SYNC 3 -inc: Bluetooth, dual USB ports and a 4.0" multi-function display, SYNC 3 Communications & Entertainment System, 911 Assist, VHR, SYNC Services, AppLink, Bluetooth, steering wheel controls, USB port and auxiliary input jack 58V ‐ 114.00 Back Up Alarm -inc: 102 dB(A) warning capability 43B ‐ INCL w/94B Front Fog Lamps -inc: Auxiliary lamps that are generally integrated into the front fascia and designed to help illuminate the roadway during poor visibility 55D ‐ ‐ EXT COLOR WHITE YZ X STD INT TRIM COLOR EBONY CLOTH 21M X STD TOTAL 43,454.75$ 2,824.56 6.5% SALES TAX X $2,824.56 188.50 LICENCE TITLE & REG X $188.50 20.00 TRANSIT TAX X $20.00 TOTAL per UNIT 46,487.81$ QTY 1 46,487.81$ purchase order number contact KIETH WINDSCHITL customer CITY OF COLUMBIA HTS phone (763) 706-3732 email kwindschitl@columbiaheightsmn.gov billing address delivery address date ordered order # 5 Item 1. CITY COUNCIL WORK SESSION AGENDA SECTION MEETING DATE 11/1/2021 ITEM: Citywide Survey DEPARTMENT: Administration BY/DATE: 10/28/2021 CITY STRATEGY: (please indicate areas that apply by adding a bold “X” in front of the selected text below) X Safe Community X Diverse, Welcoming “Small-Town” Feel X Economic Strength X Excellent Housing/Neighborhoods X Equity and Affordability X Strong Infrastructure/Public Services X Opportunities for Play and Learning X Engaged, Multi-Generational, Multi-Cultural Population INTRODUCTION To gauge public interest in potential park developments, Murzyn Hall renovations, and other capital and financing opportunities, and to help identify our strengths and blind spots relating to services, utilities, outreach, and general awareness of City functions, a community wide survey could be a powerful tool in the City’s decision making moving forward. The City Manager and Division Heads have discussed the option of a citywide survey as they seek better ways to gather public feedback from a cross section of the City’s population that don’t rely on social media or self-selected pools of online survey takers. To this end, the City Manager and Communications Coordinator met with Peter Leatherman of the Morris Leatherman Company this fall to clarify how the company conducts municipal phone surveys and what they do to guarantee an accurate reflection of a community in responses. Additionally, the City Manager asked department heads what topics they would like covered in a citywide survey, should the City move forward with the initiative. SURVEY CONCERNS The option of a community survey was discussed at a November 2019 Work Ses sion where councilmembers shared concerns related to the survey’s quality, particularly how a phone survey can be reliable in the age of Internet and cellphones. This concern was discussed with Peter Leatherman who explained that phone surveys based on random sampling remain the most reliable tool for accurate survey results. Morris Leatherman says it achieves a +/- 5% margin of error by:  Using a sample size of 400 residents selected randomly  Allowing participants to schedule a time when they can answer the questions. The survey can take about 45 minutes, so participants are not expected to respond right away  Leaving a voicemail explaining they are conducting an official City Survey that will give the participant a chance to help shape the City’s decision making moving forward. Respondents are more likely to respond when they understand what the survey will be used for and that they will have an opportunity to contribute to their community  Making multiple attempts to reach randomly selected participants to cut down on the non-response rate  Calling a combination of cell phones and landlines and sourcing from a broad database of phone numbers not available to solicitors.  Providing translation services for non-English speaking participants 6 Item 3. City of Columbia Heights - Council Letter Page 2  Using up-to-date demographic data to help weigh response rates from specific populations (ex. race, age, renter vs. homeowner)  Framing questions and overall survey topics in ways that keep respondents engaged SURVEY QUESTIONS The survey would include 60-100 questions covering a range of topics. All departments would contribute questions or information they would like to gather and Morris Leatherman would work with the City to frame the questions neutrally and in a quantifiable manner. City Council members would also be actively involved in determining what information you want/need to be gathered from the survey. Below are some general questions or issues Division Heads have said they would like covered in a survey:  Are residents supportive of a park improvement referendum? A Murzyn Hall renovation?  For each survey question that involves significant new expenditures, a follow-up question on how much additional property taxes they are interested in paying for the service/improvement/addition  How often do residents contact Public Safety? Are they comfortable contacting Public Safety? Can they rate their experiences?  Do residents feel safe in their neighborhoods?  In what area does Police/Fire/Public Works/Property Maintenance/Utilities/Library/Communications etc. need to improve?  How do residents feel about economic development and the current direction of the City’s planning and zoning?  What types of commercial businesses do residents want to see in Columbia Heights?  How do residents get their information about City events, services, and utilities?  Are City events and community activities satisfactory?  What recreation programs would residents like offered that are currently unavailable?  What would residents like to see provided at Murzyn Hall? (more of this discussion would take place at public informational meetings)  Which services/resources do residents use at the library?  Are residents aware that Top Valu Liquor Stores are owned and operated by the City? How likely are they to shop there?  Are residents aware of the new online billing service?  Satisfaction of City services? SURVEY DETAILS The survey would cost approximately $20,000 and be conducted in late 2021 or early 2022 after all questions have been finalized and approved. The survey would include 60-100 questions. The cost for each additional question beyond 60 is $100. The last scientific community survey conducted by Columbia Heights was in 2004 in partnership with the Columbia Heights School District. It largely focused on measuring the public’s support for potential referendums and levy increases. RECOMMENDATIONS Discuss the merit of a citywide survey and provide direction to the City Manager on whether or not to move forward with contracting with Morris Leatherman Company and developing the survey. ATTACHMENTS City Survey Example: Morris Leatherman preliminary survey questions for the City of New Hope, 2020. 7 Item 3. 8 Item 3. 9 Item 3. 10 Item 3. 11 Item 3. 12 Item 3. 13 Item 3. 14 Item 3. 15 Item 3. 16 Item 3. 17 Item 3. 18 Item 3. 19 Item 3. 20 Item 3. 21 Item 3. 22 Item 3. 23 Item 3. CITY COUNCIL WORK SESSION AGENDA SECTION MEETING DATE NOVEMBER 1, 2021 ITEM: Department Level Review of Proposed 2022 Budget DEPARTMENT: Finance BY/DATE: Joseph Kloiber, Finance Director / Nov 1, 2021 CITY STRATEGY: (please indicate areas that apply by adding a bold “X” in front of the selected text below) _Safe Community _ Diverse, Welcoming “Small-Town” Feel X Economic Strength _Excellent Housing/Neighborhoods X Equity and Affordability X Strong Infrastructure/Public Services _Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population BACKGROUND: For this work session, each of the following Divisions will present a PowerPoint presentation on highlights of the proposed 2022 budget:  Library  Public Works  Administration  Liquor The level of detail provided will be generally similar to the department level information included in the hardcopy 2022 City Manager’s Proposed Budget provided to the City Council in August. That document is also available within the Finance section of the City website. There will be time for questions and live discussion following each of these presentations. Following this work session, all of the presentations will be combined into a single video that the public can view from the City website. 24 Item 4.