HomeMy WebLinkAbout01-03-2023 City Council Work Session Packet
CITY COUNCIL WORK SESSION
Mayor
Amáda Márquez Simula
Councilmembers
John Murzyn, Jr.
Connie Buesgens
Nick Novitsky
Kt Jacobs
City Manager
Kelli Bourgeois
Public Safety Bldg—Training Room, 825 41st Ave NE
Tuesday, January 03, 2023
6:00 PM
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 883 3305 6630 or by Zoom at https://us02web.zoom.us/j/88333056630. For
questions please call the Administration Department at 763-706-3610.
CALL TO ORDER/ROLL CALL
WORK SESSION ITEMS
1. Hilltop Fire and EMS Contract. (10 Minutes)
2. Update on 4224 2nd St NE Public Nuisance. (5 Minutes)
3. SACA Project Update. (20 Minutes)
4. Consider Options for Required Refuse and Recycling Rate Increases. (30 Minutes)
5. Board/Commission Appointments for 2023. (15 Minutes)
6. Youth Commission Membership Termination. (5 Minutes)
7. Visioning/Goal Setting Session. (10 Minutes)
8. Native American Land Acknowledgement on Council Agenda. (10 Minutes)
9. Council Agenda Community Forum Discussion. (10 Minutes)
10. Council Attendance at Conferences. (15 Minutes)
11. Council Corner / January Schedule. (15 Minutes)
12. Designation of Legal Newspaper for 2023. (5 Minutes)
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.
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CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEM
MEETING DATE JANUARY 3, 2023
ITEM: Hilltop Fire and EMS Contract Proposal.
DEPARTMENT: Fire BY/DATE: Charles Thompson, 1/3/23
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
_Economic Strength X Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
The City of Columbia Heights has provided contracted services to Hilltop for Firefighting and Emergency
Medical Services for many years. This contract was last renewed in 2020 and will expire in January 2023. In
September of 2021, the City also entered into an agreement with the City of Hilltop to provide a rental
licensing program at a limited scale to include the high-density housing units in Hilltop. This contract has an
extension clause that will continue if we continue providing the Firefighting and Emergency Medical contracts.
As new contract negotiations began with Hilltop, the direction we all agreed upon was to secure a one-year
contract for 2023, then work to establish a three-year contract for the above-mentioned services in addition
to possibly taking on the remainder of the property maintenance program to include all of Hilltop coverage
area. The current police contract will expire at the end of 2023, so we all found this advantageous to get the
current police and fire contracts on the same schedule for consistency purposes.
ANALYSIS:
The Hilltop firefighting and emergency medical services contract formula was developed many years ago. The
formula used is per captia based so it reflects actual cost per person . Once the per capitia costs are calculated
it is applied to the population. This allows the most accurate cost for the services we provide Hilltop. We also
take the current capital cost that the fire department has and calculate the per capitia cost for this equipment.
This year's contract does reflect the cost of the new engine delivered in 2022.
CONCLUSION:
The City of Hilltop is currently reviewing the contract and will be processing it in a January council meeting.
Once this contract is approved, we will propose it to the Columbia Heights City Council for approval.
RECOMMENDATIONS:
Staff recommends the City Council enter into a joint agreement and contract between the City of Columbia
Heights and the City of Hilltop for firefighting and emergency medical services and to extend the current rental
license services contract.
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Item 1.
City of Columbia Heights - Council Letter Page 2
ATTACHMENT:
Joint Agreement and Contract between the City of Columbia Heights and the City of Hilltop for Rental
Licensing Services.
Joint Agreement and Contract between the City of Columbia He ights and the City of Hilltop for Firefighting
and Emergency Medical Services.
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Item 1.
AGENDA SECTION CONSENT
ITEM NO. 7N
MEETING DATE JANUARY 13, 2020
CITY OF COLUMBIA HEIGHTS - COUNCIL LETTER
ITEM: Authorize the Fire Service and Emergency Medical Services contract with the City of Hilltop
DEPARTMENT: Fire CITY MANAGER’S APPROVAL:
BY/DATE: Charlie Thompson / January 13, 2020 BY/DATE: 1/10/20
CITY STRATEGY: N/A
Additional Strategy? #1; Safe Community
SHORT TERM GOAL (IF APPLICABLE): #6 Build On and Expand Collaboration with the School District and Other
Public Entities
Additional Goal? N/A
BACKGROUND:
In 2019 the City entered into a one year extension contract for EMS and Fire protection services with the City
of Hilltop. The contract expired on January 31 2019. After careful consideration and with direction of the City
manager the Fire Chief reviewed the previous contracts and put together a three year contract to continue the
services the Columbia Heights Fire Department provides to the City of Hilltop for the years 2020, 2021 and
2022. The proposal submitted to the Hilltop City Council for consideration included a 4% increase for each
year the services are provided. On December 16, 2019 the Hilltop City Council approved this contract as
proposed.
STAFF RECOMMENDATION:
Approve the three year contract as presented for the Fire services and EMS services provided to the City of
Hilltop.
RECOMMENDED MOTION(S):
Move the authorize the Mayor and City Manager to enter into a three year agreement for Fire suppression
and EMS services contract with the City of Hilltop starting January 1, 2020 and ending December 31, 2022.
ATTACHMENTS:
Fire Service and Emergency Medical Services Contract with the City of Hilltop
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Item 1.
2020-2979
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Item 1.
Contract #2021-4026
JOINT AGREEMENT AND CONTRACT
BETWEEN THE CITY OF COLUMBIA HEIGHTS
AND THE CITY OF HILLTOP
FOR RENTAL LICENSING SERVICES
This agreement made and entered into by and between the City of Columbia Heights,
hereinafter referred to as "Columbia Heights" and the City of Hilltop, hereinafter referred to as
Hilltop;"
WITNESSETH:
WHEREAS, Hilltop is desirous of contracting with Columbia Heights for the performance
of various services within the Municipality related to enforcement of Hilltop's rental licensing
ordinance to include;
WHEREAS, Columbia Heights Fire Department presently provides rental licensing
services in Columbia Heights; and,
WHEREAS, Columbia Heights, by and through the Columbia Heights Fire Department, is
agreeable to rendering services on the terms and conditions hereinafter set forth.
THEREFORE, in consideration of the covenants herein contained the parties hereto agree
as follows:
SECTION I
That During the term of the agreement, Columbia Heights by and through its Fire
Department, shall furnish rental licensing services to Hilltop to the same extent as is afforded to
Columbia Heights by Fire Department of Columbia Heights, with some administrative differences
as provided herein.
SECTION II
That Columbia Heights Fire Department shall provide the required enforcement and
administration of Hilltop's currently adopted Rental Housing Regulations and Licensing
Ordinance; work in conjunction with the Columbia Heights Police Department to enforce Crime
Free Housing Program contained within the Rental Housing Regulations and Licensing; and,
represent the Hilltop as its Rental Inspector.
SECTION III
This section is set forth to clarify the responsibilities of the Hilltop and Columbia Heights
and to establish procedures for performing Residential Rental Housing inspection services.
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Item 1.
A. Responsibility of Hilltop:
1. Administer the Residential Rental Housing Program.
2. Complete all periodic reports and government surveys.
3. Prosecute all violations, by and through its City Attorney, as it deems necessary and
appropriate.
4. Provide Residential Rental Housing Regulation and Licensing Ordinance information
to citizens and/or refer citizens to the Columbia Heights Fire Department for
complaints and additional information.
B. Responsibility of Columbia Heights:
1. Perform all on -site inspections required for Rental Housing Regulation and Licensing
Ordinance enforcement.
2. Bill licensees for established license fees and other program charges, collect payment,
and remit collected fees and charges to Hilltop.
3. Provide inspection reports, accounting reports, and other information for the
permanent records kept by Hilltop.
4. Assist in all Rental Housing Regulation and Licensing Ordinance prosecutions and/or
with the fire department's time, testimony as required, and records and provide
nuisance abatement services related to rental properties for Hilltop.
5. Respond to citizen inquiries and provide education to residents related to Rental
Housing Regulation and Licensing Ordinance enforcement.
6. Investigate rental complaints as requested by Hilltop.
7. Recommend updating of Rental Housing Regulation and Licensing Ordinances.
8. Represent Hilltop as its Rental Inspector.
9. Serve as authority to administer and enforce the Rental Housing Regulation and
Licensing Ordinance.
10. Provide Hilltop with timely reports as reasonably requested by Hilltop which include
but are not limited to; a monthly summary of the inspections performed.
11. Assist Hilltop on City Rental Housing Regulation and Licensing Ordinance related
issues.
12. Attend City Council Meetings, as requested, to discuss issues related to the Rental
Housing Regulation and Licensing Ordinance, rental inspections, and program
administration.
13. Columbia Heights shall be responsible for maintenance of required or appropriate
certification and continuing education as Rental Inspector under the laws of the State
of Minnesota and shall be responsible for supplying any and all technical manuals and
reference materials.
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Item 1.
14. Columbia Heights shall provide, at its sole expense, all necessary equipment,
vehicles and supplies to carry out its obligations under this agreement.
SECTION IV
That as for compensation for these contracted services, Hilltop shall pay to Columbia
Heights for rental licensing services as described the amount of $15,000 covering the period
corresponding thereto.
SECTION V
That the contract is for a one-year commencing September 1, 2021. This Agreement shall
remain in force and effect from the effective date of service for a period of one year (the "initial
term"). Following the initial term, this agreement shall automatically renew for subsequent one-
year terms, with a compensation increase of the base fee and annual inflation on the base fee equal
to the inflation factor in the Fire Fighting and Emergency Medical Services contract with Hilltop,
unless either parry gives written notice to the other parry at least sixty (60) days prior to the
expiration of the initial term. Should substantial and material changes in conditions occur which
are beyond the control of either Columbia Heights or Hilltop, Hilltop and Columbia Heights agree
to good faith renegotiations of the Contract terms. Should substantial or material changes occur
such that performance by Columbia Heights or Hilltop becomes impossible, then this Agreement
can be terminated by Columbia Heights or Hilltop upon sixty (60) days' written notice by either
city and remit to Hilltop a prorated amount of the contract fee.
SECTION VI
That Hilltop shall pay the contract compensation in full upon commencement of the
contract.
Payment made after the due date shall bear interest at the rate of 8% on the delinquent
balance until paid.
SECTION VII
That Hilltop shall indemnify Columbia Heights and hold it harmless from all claims,
actions, suits, proceedings, costs, expenses, damages, and liabilities arising out of rental licensing
services furnished by Columbia Heights to Hilltop. However, such indemnification liability of
Hilltop to Columbia Heights shall specifically exclude workers' compensation claims, motor
vehicle no-fault claims (PIP), health and medical care costs for Columbia Heights employees.
Hilltop has obtained insurance coverage from LMCIT to cover this contractual liability.
Hilltop's liability to Columbia Heights shall be limited to the coverage afforded by this insurance
policy, except that the $10,000.00 deductible provision of the policy shall not apply to Hilltop's
responsibility to indemnify Columbia Heights. Hilltop shall name Columbia Heights as a
certificate holder on said insurance policy, and the policy shall bear a provision that requires that
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Item 1.
insurer give Columbia Heights not less than thirty (30) days' written notice of termination,
cancellation, or any change in coverage under the policy. The cancellation provision may not bear
a disclaimer limiting the obligation of the insurer to only "endeavor" to give notice and may not
contain a disclaimer that the insurer shall bear no responsibility by failing to provide such notice.
Columbia Heights shall have the right to examine and inspect any policies of insurance
issued to cover Hilltop's contractual liability established by this Agreement, including the first
policy to be issued hereunder. Columbia Heights shall further have the right to demand reasonable
assurances from Hilltop's insurers that Hilltop's insurers will not attempt to invalidate the
indemnity provisions of the contract.
Hilltop agrees to use its best efforts to maintain the same or similar liability insurance
during the term of this Agreement.
This Agreement to indemnify and hold harmless does not constitute a waiver by either
Columbia Heights or Hilltop of limitations on liability provided by Minnesota Statutes, Chapter
466.
SECTION XI
Notwithstanding any provision herein to the contrary, in the event that Hilltop fails to
maintain and furnish to Columbia Heights required policies of insurance as satisfactory to
Columbia Heights or if Hilltop's insurer fails to provide the assurances required, Columbia Heights
may at any time during the term of this Agreement terminate this Agreement effective upon sixty
60) days' written notice to Hilltop.
SECTION XII
Columbia Heights and Hilltop agree to resolve all disputes among them arising from this
Agreement by arbitration and without the time and expense associated with court proceedings,
pursuant to the terms of the Minnesota Arbitration Act, Minnesota Statutes Chapter 572, et seq.,
and in agreeing to refrain from bringing suit against each other for the duration of this Agreement,
the arbitration established by this Agreement shall be conducted according to the rules of the
American Arbitration Association.
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Item 1.
IN WITNESS WHEREOF, the parties have duly executed this Agreement by their duly authorized
officers and caused their respective seals to be hereunto affixed.
Dated this day of 20•Zf.
Approved as to form: CITY OF COLUMBIA HEIGHTS
A Municipal Corporation
By B .Lt
im Deft ity rney *Amddag arquez Simula, Mayor
oolumbia Heights
Approved as to form:
r
By L
Peggy Urk , Cit Attorney
5
and
Kelli ourgeois, City -Manager
CITY OF HILLTOP
A Municipal Corporation
By
Terry g
i tgin,
MaVI
For Hop
and &4tt ,
Ruth Nelsen, City Clerk
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Item 1.
JOINT AGREEMENT AND CONTRACT
BETWEEN THE CITY OF COLUMBIA HEIGHTS
AND THE CITY OF HILLTOP
FOR FIRE FIGHTING AND
EMERGENCY MEDICAL SERVICES
This Agreement, made and entered into by and between the City of Columbia Heights,
hereinafter referred to as “Columbia Heights”, and the City of Hilltop, hereinafter referred to as
“Hilltop”;
WITNESSETH;
WHEREAS, Columbia Heights presently has a Fire Department suitably equipped for fire
fighting and emergency medical service; and
WHEREAS, Hilltop has no adequate fire fighting equipment of its own, and desires to
obtain the use of Columbia Heights equipment, and the services of its firefighters, instructors,
inspectors and emergency medical responders for the properties and persons within the territorial
limits of Hilltop, Anoka County, Minnesota.
THEREFORE, it is mutually agreed:
SECTION I
That Columbia Heights shall furnish to Hilltop fire fighting services and emergency medical
services to the same extent as is afforded to residents and properties in the City of Columbia
Heights by the Fire Department of Columbia Heights, including fire suppression, Minnesota State
Fire Code inspections, fire education programs in schools, public education, and emergency medical
services, including all administrative and capital costs associated with said services.
SECTION II
That as and for compensation, Hilltop shall pay to Columbia Heights for fire fighting and
emergency medical services the following amounts covering the periods corresponding thereto as
described below, to-wit:
January 1, 2022 – December 31, 2022 $84,413.87
January 1, 2023 – December 31, 2023 $87,790.42
Said 2020 payment thru 2022 includes a 4.0% increase each year. An annual capital contribution
for equipment in the amount $8,922.02 is included each year. This 4.0% increase in incremental
years is more directly reflective of the increase in the fire department budgets due to staffing and
increase in minimum wage for the paid-on-call firefighters, which affects the shift coverage,
training, and fire response line items by approximately 30%.
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Item 1.
SECTION III
That this Agreement is for a term of three (1) years beginning January 1, 2023, and shall
remain in effect until December 31, 2023. Either party may terminate this Agreement for
substantial and material breach of the terms of this Agreement upon five (5) months’ prior written
notification to the other party.
That Columbia Heights may terminate this Agreement upon forty-five (45) days’ written
notice when any semi-annual fee required to be paid by Hilltop has not been received by Columbia
Heights during normal business hours thirty (30) calendar days after July 31 and December 31,
respectively. Payments made thirty (30) days after July 31 and after December 31, respectively, but
prior to the forty-five (45) days’ notice of cancellation, shall void the cancellation. Further, should
substantial and material changes in conditions occur which are beyond the control of the City of
Columbia Heights such that performance by Columbia Heights becomes impossible, then this
Agreement can be terminated by Columbia Heights upon five (5) months’ written notice to Hilltop.
SECTION IV
Payment adjustments for following contract terms shall be based on per capita calculations
based on the respective populations of Columbia Heights and Hilltop, including changes in
populations, the Columbia Heights Fire Department budgets for 2023 for the prospective contract
term of 2023 through 2025, and taking into account actual equipment purchases minus any state and
federal grants, aids or contributions. Population figures for Hilltop and Columbia Heights shall be
based on the then most recent populations figures compiled by the Metropolitan Council.
On the effective date of this Agreement, the parties hereto have had discussions about
forming an Emergency Medical Services Taxing District (EMS District) covering the corporate
boundaries of Columbia Heights and Hilltop. If created during the term of this Agreement, any tax
revenue generated from Hilltop will be used to reduce Hilltop’s contract costs as set forth in Section
II hereof.
Costs assessed to the City of Hilltop associated with the Anoka County Fire Protection
Council Joint Powers Agreement and the Anoka County Public Safety Data System are not included
in the terms this contract.
SECTION V
That where deemed necessary by statute or by law enforcement agencies, arson investigation
services shall be rendered by Columbia Heights to Hilltop. Said services shall be rendered at a rate
of Forty-Five and no/100 Dollars ($45.00) per hour, plus expenses incurred by Columbia Heights
for gathering and processing evidence. Columbia Heights shall notify Hilltop in advance should
estimated arson investigation services and expenses exceed Five Hundred and no/100 Dollars
($500.00) per investigation.
That where deemed necessary by the Fire Chief of Columbia Heights (if the chief is present,
otherwise the next in command or agent), and emergency abatement for the health and safety of
residents or to secure property, said expenses shall be rendered at the actual costs of the emergency
abatement.
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Item 1.
SECTION VI
That payments of the fees under the terms of this contract shall be due and payable by
Hilltop to Columbia Heights as follows:
January 1, 2022: $42,206.93
July 1, 2022: $42,206.93
January 1, 2023: $43,895.21
July 1, 2023: $43,895.21
Arson investigation and emergency abatement fees shall be due and payable by Hilltop to
Columbia Heights within thirty (30) days of receipt of invoicing by Columbia Heights for said
investigation or emergency abatement.
Payments made after the due date shall bear interest at the rate of 8% on the delinquent
balance until paid.
SECTION VII
That the operation of the equipment and the direction of its use at the scene of the fire,
together with its firefighters, shall be under the complete charge of the Fire Chief of Columbia
Heights (if the chief is present, otherwise the next in command or agent). The question of fact in
each instance as to whether or not the fire equipment and personnel of Columbia Heights are ready
and able to respond to a call in Hilltop shall be determined by the Fire Chief or the next in
command or agent. As a member of a mutual aid fire fighting pact, Columbia Heights may commit
equipment of pact partner communities, as needed to fight fires in Hilltop, should Columbia Heights
equipment be deemed unavailable by the Fire Chief, next in command or agent. In the event that
the Fire Chief or next in command determines that Columbia Heights equipment to be insufficient
to fight a fire or fires in Hilltop, necessitating the need to commit equipment of a pact partner
community, Hilltop agrees to pay an additional sum of Two Hundred and Seventy and no/100
Dollars ($270.00) to Columbia Heights to be used by Columbia Heights for payments to the pact
partner community for the purpose of defraying the expense of that pact partner community
incurred through responding to a Hilltop fire.
SECTION VIII
That this Agreement contains the entire agreement of Columbia Heights and Hilltop and no
representations, inducements, promises of any other agreements, oral or otherwise, not embodied
herein, shall be of any force or effect.
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Item 1.
SECTION IX
That Hilltop shall indemnify the City of Columbia Heights and hold it harmless from all
claims, actions, suits, proceedings, costs, expenses, damages, and liabilities arising out of firefighting,
emergency medical, and inspection services furnished by Columbia Heights to Hilltop. However,
such indemnification liability of Hilltop to Columbia Heights shall specifically exclude workers’
compensation claims, motor vehicle no-fault claims (PIP), health and medical care costs for Columbia
Heights employees.
Hilltop has obtained insurance coverage from LMCIT to cover this contractual liability.
Hilltop’s liability to Columbia Heights shall be limited to the coverage afforded by this insurance
policy, except that the $10,000.00 deductible provision of the policy shall not apply to Hilltop’s
responsibility to indemnify Columbia Heights. Hilltop shall name Columbia Heights as a certificate
holder on said insurance policy, and the policy shall bear a provision that requires that insurer give
Columbia Heights not less than thirty (30) days’ written notice of termination, cancellation, or any
change in coverage under the policy. The cancellation provision may not bear a disclaimer limiting
the obligation of the insurer to only “endeavor” to give notice and may not contain a disclaimer that
the insurer shall bear no responsibility by failing to provide such notice.
Columbia Heights shall have the right to examine and inspect any policies of insurance issued
to cover Hilltop’s contractual liability established by this Agreement, including the first policy to be
issued hereunder. Columbia Heights shall further have the right to demand reasonable assurances
from Hilltop’s insurers that Hilltop’s insurers will not attempt to invalidate the indemnity provisions
of the contract.
Hilltop agrees to use its best efforts to maintain the same or similar liability insurance during
the term of this Agreement.
This Agreement to indemnify and hold harmless does not constitute a waiver by either
Columbia Heights or Hilltop of limitations on liability provided by Minnesota Statutes, Chapter 466.
SECTION X
Notwithstanding any provision herein to the contrary, in the event that Hilltop fails to maintain
and furnish to Columbia Heights required policies of insurance as satisfact ory to Columbia Heights
or if Hilltop’s insurer fails to provide the assurances required, Columbia Heights may at any time
during the term of this Agreement terminate this Agreement effective upon thirty (30) days’ written
notice to Hilltop.
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IN WITNESS WHEREOF, Columbia Heights and Hilltop have caused this Contract to be duly
ratified by their respective Councils and executed pursuant thereto as of the day and year first above
written.
Dated this ________ day of _______________, ______.
Approved as to form: CITY OF COLUMBIA HEIGHTS
A Municipal Corporation
By ________________________________ By ____________________________________
Jim Hoeft, City Attorney Amáda Márquez Simula, Mayor
For Columbia Heights
and ______________________________
Kelly Bourgeois, City Manager
Approved as to form: CITY OF HILLTOP
A Municipal Corporation
By ________________________________ By ____________________________________
Peggy Larkin Terry Wiggin, Mayor
City Attorney for Hilltop
and ______________________________
Ruth Nelsen, City Clerk
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Item 1.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: Update on 4224 2nd St NE Public Nuisance
DEPARTMENT: Fire BY/DATE: Dan O’Brien, 12/28/2022
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
_Economic Strength X Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
Resolution no. 2022-70 (copy attached for reference), passed by the City Council on August 8, 2002, declared
the property a public nuisance and authorized use of abatements to correct violations as necessary. Assistant
Fire Chief Dan O’Brien will present a compliance update.
STAFF RECOMMENDATION:
None. Informational presentation.
ATTACHMENT(S):
Resolution No 2022-070.pdf
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Item 2.
RESOLUTION NO.2022-70
Resolution of the City Council for the City of Columbia Heights declaring the property a nuisance and
approving abatement of ordinance violations pursuant to City Code, of the property owned by John A.
Holmberg (Hereinafter "Owner of Record").
Whereas, the owner of record is the legal owner of the real property located at 4224 2"d St NE, Columbia
Heights, Minnesota.
And whereas, pursuant to Columbia Heights Code written notice setting forth the causes and reasons for
the proposed council action contained herein was sent via regular mail to the owner of record on July 19,
2022.
Now, therefore, in accordance with the foregoing, and all ordinances and regulations of the City of
Columbia Heights, the City Council of the City of Columbia Heights makes the following:
FINDINGS OF FACT
1. That on June 9, 2021 a property maintenance complaint was filed with the city regarding possible
code violations.
2. That on June 18, 2021 staff from several city departments met to investigate the complaint and
found violations of city code.
3. That, following review of staff, the violations were compiled, and the Owner of Record was sent a
Notice of Violation/compliance orders via regular mail to the address on file.
4. That on 8/20/2021, the Notice of Violation was returned undeliverable due to the Owner of Record
not having a mailbox for delivery. The initial compliance date was extended to 9/20/2021 to
account for the delay in notice. The notice was then hand -delivered and posted on the structure.
5. On 9/20/2021, a status check was performed, and the Owner of Record was found to be working
with Engineering on plans for the rain garden compliance.
6. On 11/1/2021, the city granted a seasonal extension to 6/1/2022 as much of the outside work
could not be performed due to the weather.
7. That on 6/9/2022, inspectors re -inspected the property and found that violations remained
uncorrected. Review of other department city records found that little to no significant progress had
been made towards compliance with city code.
8. That on August 2, 2022, inspectors re -inspected the property and found that violations remained
uncorrected.
9. That based upon said city records, the following conditions and violations of City Codes(s) were
found to exist, to wit:
A. Shall grade and maintain the premise to prevent the erosion of soil and the accumulation
of stagnant water thereon, or within any structure located thereon. Drainage runoff from
excavation of property shall not adversely affect adjoining premises. Shall
repair/replace/cut drain pipe located in the alley to prevent damage from snow plows (too
close to alley).
B. Land alterations. In general. No person, firm or corporation may engage in any excavation,
grading or filling of any land in the city without first having secured a permit from the Public
Works Director in accordance with code section 9.106(J).
a. City Right of Way. Turf and concrete entrance walk disturbed by the City or other
utility company will be restored in kind by the responsible entity. All other
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Item 2.
City of Columbia Heights - Council Resolution Page 2
landscaping within the City's Right of Way (ROW) is done at the property owners'
risk and expense for removal and restoration.
b. Entrance Walk within ROW. No permanent structures, such as footings, can be
placed within the City's ROW. If entrance walk construction will be other than
concrete sidewalk or steps, submit a detailed plan showing construction methods
and materials to the Engineering Department prior to construction.
c. Rain Garden within ROW. Apply for proper authorization by contacting Public
Works.
d. Erosion Control. Place bio-logs in front of the wood chips at the front of the
property and in front of the compost area in the rear of the property near the alley.
Regrade and stabilize all exposed soils.
C. Zoning Variance Compliance. If substantial development or construction has not taken
place within one year of the date of City Council approval of an application of land use or
development approval, the approval shall be considered void unless a petition for time
extension has been granted by the City Council. Such extension shall be submitted in
writing at least 30 days prior to the expiration of the approval and shall state facts showing
a good faith effort to complete the work permitted under the original approval. This
provision shall not apply to zoning amendments or vacations of streets, alleys or public
rights -of -way.
a. Variance was granted in 2015 but no substantial development or construction
pertaining to said Variance has since occurred. Work with the Building Official and
Zoning Administrator to establish an extension on the proposed work should you
choose to move forward with it. Additionally, the Variance mentioned multiple
sheds on the property that were to be removed to meet zoning compliance.
Additional accessory structures in excess of 1,000 total square feet shall be
removed from the property.
D. Fencing. Ensure and demonstrate how all perimeter fencing is compliant with code. Height
is to be measured from average grade.
a. No fence shall exceed seven feet in height. Fences exceeding six feet in height shall
be deemed structures and shall require a Conditional Use Permit.
a. Fences along any rear property line that abut a public alley or street shall be
located no closer than three feet from the alley or street right-of-way.
b. A fence extending across or into the required front yard setback shall not exceed
42 inches (3.5 feet) in height; however, fences that are less than 50% opaque may
be up to 48 inches (4 feet) in height.
E. All required setbacks shall be landscaped with turf grass, native grasses, trees, shrubs,
vines, perennial flowering plants, or other pervious ground cover. Shall properly install full
landscaping in the front and back yard setbacks of the property.
10. That all parties, including the owner of record and any occupants or tenants, have been given the
appropriate notice of this hearing according to the provisions of the City Code.
CONCLUSIONS OF COUNCIL
1. That the property located at 4224 2nd St NE is in violation of the provisions of the Columbia Heights
City Code as set forth in the Notice of Abatement.
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Item 2.
City of Columbia Heights - Council Resolution Page 3
2. That all relevant parties and parties in interest have been duly served notice of this hearing, and
any other hearings relevant to the abatement of violations on the property listed above.
3. That all applicable rights and periods of appeal as relating to the owner of record, occupant, or
tenant, as the case may be, have expired, or such rights have been exercised and completed.
ORDER OF COUNCIL
1. The property located at 4224 2"d St NE constitutes a nuisance pursuant to City Code.
2. That a copy of this order shall be served upon all relevant parties and parties in interest.
Passed this 8th day of August, 2022
Simula, Mayor
23
Item 2.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: SACA Project Update
DEPARTMENT: Community Development BY/DATE: Aaron Chirpich – 12/27/2022
CITY STRATEGY: (please indicate areas that apply by adding a bold “X” in front of the selected text below)
_Safe Community X Diverse, Welcoming “Small-Town” Feel
_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:
In late 2019, Southern Anoka Community Assistance (SACA) approached the City expressing their intentions to
expand their operations by growing their footprint within the City. SACA currently occupies the building
located at 627 38th Ave NE, which is directly adjacent to the City’s Public Works campus. This building is
owned by SACA but located on City land that is leased to SACA as part of a long-term agreement that began in
1999. The lease agreement has a termination date of May 24, 2029. The current site that SACA occupies is not
conducive to expansion for two reasons. First, the site itself is physically small and offers very little room to
add onto the existing building. Second, the City has a desire to use the land for the future redevelopment of
the Public Works campus. Given these restraints, early strategy conversations with SACA led to a focus on the
City’s vacant land behind the Public Safety building as a potential relocation site. SACA was amenable to this
concept, and in early 2020, staff began the process of working with SACA to develop plans for their move.
Concurrent to the exploration of the Public Safety site by SACA in 2020, the City was working with Reuter
Walton development to finalize plans for a 62-unit affordable housing community on the same site. At the
time, there was a desire by the City Council to provide enough room for both projects on the same property.
To this end, the apartment project was scaled back to make room for SACA and the City ultimately approved a
Planned Unit Development (PUD) site plan in 2021 to accommodate the mixed -use development.
Following the land use approvals for the site, in early 2022, City staff prepared a grant application to the
Metropolitan Council’s LCDA program to help provide funding for the joint venture. Ultimately, the project
was awarded $1,232,000 by the Met Council. The grant funding can be used to help pay for site preparation,
community engagement, architectural/engineering fees, and placemaking improvements.
NEW PLANS FOR SACA:
On December 14, 2022, SACA contacted City staff to inform the City that they are no longer pursuing a new
construction expansion project at the City owned site behind the Public Safety campus due to their inability to
raise the funding necessary for the project. SACA has now shifted focus to the acquisition of the existing
industrial building located at 3905 California Street NE to meet their expansion goals. This shift in focus for the
relocation of SACA presents certain challenges that need to be considered by the City.
24
Item 3.
City of Columbia Heights - Council Letter Page 2
The first challenge relates to the zoning for the new location. 3905 California is zoned Industrial, and retail
sales is not a permitted use within the district. SACA’s thrift store operations would be considered retail sales
and therefore not permitted in this location. To accommodate this need, changes to City Code would have to
be made that would affect all industrially zoned properties. Secondly, if SACA does not utilize the site that has
been created for them, the City will have to return a portion of the LCDA grant funding (approx., $400,000) to
the Met Council and develop new plans for the property. Staff would like to discuss with the Council the
challenges presented by the change in plans for SACA and seek feedback and direction.
ATTACHMENT(S):
SACA Locations Map
25
Item 3.
26
Item 3.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: Consider Options for Required Refuse and Recycling Rate Increases
DEPARTMENT: Finance BY/DATE: Joseph Kloiber, Finance Director
12/28/2022
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
_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:
As discussed during the development and approval of the 2023 budget, to reflect the significant increases in
refuse and recycling costs under the new hauler contract effective 1/1/2023, the City Council will need to
update the existing resolution establishing the utility rates charged to the City’s cust omers.
At the 1/3/2022 work session, the Finance Director will make a presentation covering:
The typical process for establishing utility rates and budgets for utility funds.
The different process required in the current case, due to the timing of the hauler negotiations.
The utility rate required for the Refuse & Recycling Fund to break even (i.e., the sustainable rate.)
Certain options for implementing and/or deferring the break-even utility rate.
ATTACHMENT(S):
Existing Utility Rate Resolution 2019-77
27
Item 4.
28
Item 4.
29
Item 4.
30
Item 4.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: Board/Commission Appointments for 2023.
DEPARTMENT: Administration BY/DATE: Kelli Bourgeois, 12/27/22
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
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
The City Council Board and Commission Liaison appointments are made annually at the first meeting in
January. The enclosed draft assignment form was created by the Mayor and city manager for Council
discussion at the January 3rd work session. Following discussion and direction, staff will prepare the formal
appointment resolution for action at the January 9 th meeting.
Per the City Council censure, Councilmember Jacobs has not been appointed as a liaison to any Commissions
or Boards. In addition, staff is working on a framework for the creation of a Sustainability Commission that is
anticipated to replace the Traffic Commission, but this won’t be completed until later in the year so Traffic
Commission remains intact with a Council liaison until such time as the City Council formally creates the new
Commission. Staff anticipates the first presentation of this new Commission to occur at the February 6 th Work
Session.
ATTACHMENT(S):
Commission/Board Appointment Worksheet
31
Item 5.
DRAFT
2023 Commission and Board Liaison Appointments
2022 Appointment 2023 Appointment
Library Board Novitsky Spriggs
Park & Recreation Buesgens Márquez Simula
Planning Commission Murzyn Buesgens
Traffic Commission* Márquez Simula James
Charter Commission Jacobs James
Youth Commission Márquez Simula Márquez Simula
School Board Buesgens Spriggs
Jacobs James
League of MN Cities Márquez Simula James
Buesgens Buesgens
Metro Cities Jacobs Spriggs
Novitsky Buesgens
MWMO Buesgens Buesgens
Hilltop Hilltop
Rice Creek Watershed Murzyn James
Hansen Hansen
JLEC Márquez Simula Márquez Simula
Austin Austin
Fire Protection Council Murzyn Márquez Simula
Bourgeois Bourgeois
Council President Novitsky Buesgens
* It is anticipated Traffic Commission will be eliminated mid-year and a new Sustainability Commission
will be created. The proposed appointment to Sustainability Commission is Councilmember Buegens.
32
Item 5.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE 1/3/2023
ITEM: Youth Commission Membership Termination
DEPARTMENT: Administration BY/DATE: Ben Sandell / 12/28/2022
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
Economic Strength Excellent Housing/Neighborhoods
Equity and Affordability X Strong Infrastructure/Public Services
X Opportunities for Play and Learning X Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND
When applying for the position, Columbia Heights Youth Commission members agree to a standard of attendance
and accountability. In April of 2022, all present members voted unanimously to approve by-laws stipulating:
A. Regular in-person attendance at Commission meetings is expected from Commission members, Liaisons,
and Staff Representatives.
B. Three absences are allowed per year for each Commission member. In non-emergency cases, commissioners
shall make a good-faith attempt to notify staff representative(s) at least one day prior to any absence. After
the second absence the member will be notified by the Staff Representative to be reminded of the three-
absence limit.
MEMBER ABSENCES
As of Dec 14, Youth Commission member Alayna Novitsky had missed the first four meetings of the year. This
member was also absent for the last two meetings in the previous year. On Oct 20, three members received an
email reminder from staff of the attendance rule. Of those, Mira Kucera resigned her membership citing
unforeseen circumstances. Roman Tabor resumed attendance and explained his absences to the rest of the
commission. Commissioner Novitsky did not respond.
RECOMMENDATION
After some deliberation at their Dec 14 meeting, all present Youth Commission members voted unanimously to
recommend termination of membership for Alayna Novitsky. Staff representatives concurred and agreed to bring
the item before the City Council, who retain sole authority to appoint or terminate Youth Commission members.
33
Item 6.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: Visioning/Goal Setting Session
DEPARTMENT: Administration BY/DATE: Kelli Bourgeois, 12/27/22
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
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
In the past, the City Council has conducted visioning and goal setting as a group with facilitator Phil Kern.
Since we have a significant change in members since our last comprehensive visioning/goal setting session I
think it would be beneficial to the Council and to staff to do a “start from scratch” session with Phil to
establish the City’s vision, mission, and current Council’s goals. This would consist of a survey of Council and
division head staff and two 3 hour long sessions, all facilitated by Mr. Kern, to culminate in a final report with
prioritized goals and work items for the coming years.
I have spoken with Phil and he will be providing a proposal along with some dates in February to conduct the
sessions. We are looking at Wednesday or Thursday evenings from 5 to 8 pm for two consecutive weeks. I
have also included a copy of the 2020 report for your reference.
Is Council on board with the visioning/goal setting plan? If so, are there preferred dates or dates that don’t
work for members?
ATTACHMENT(S):
2020 Goal Setting Final Report
2023 Proposal
34
Item 7.
City of Columbia Heights
2020 Goal Setting Final Report
______________________________________________
PROCESS
On June 25, the Columbia Heights City Council and Department Heads convened a special
session to review it’s vision, core strategies, and establish a new set of goals to guide the
organization in the coming years. The process involved revisiting work completed on these key
city priorities from 2017 and a present day assessment to determine the needs of the
community and organization moving forward. The session included Mayor Donna Schmitt,
Councilmembers John Murzyn, Bobby, Williams, Connie Buesgens and Nick Novitsky. City
Manager Kelli Bourgeois and Police Chief Lenny Austin, Community Development Director
Aaron Chirpich, Library Director Renee Dougherty, Public Works Director Kevin Hansen,
Finance Director Joe Kloiber, Communications Coordinator Ben Sandell, Fire Chief Charlie
Thompson, City Clerk Nicole Tingley, and Recreation Director Keith Windschitl also actively
participated in the session.
VISION
In 2017, the organization established a vision statement as the overall organization objective.
The statement is a short, concise description of the future the participants see for the
community. The purpose of the vision is to establish the long-term direction that can be
communicated both within the community and the organization, providing all stakeholders with
an understanding of the leadership’s direction. The vision statement is supported by more
descriptive and detailed organizational strategy statements, labeled core strategies. These are
the top priorities that support the vision statement. Accomplishing progress on the core
strategies will bring the organization closer to achieving its vision and provide the areas in which
more manageable, short-term goals can be derived.
In 2020, the participants reviewed both the vision statement and the core strategies that have
guided its actions in recent years. While the group consensus supported leaving the vision
statement unchanged, a number of modifications and clarifying changes were made to the core
strategies. These changes reflected both changes in organizational perspectives and also
changes within the local community and greater metropolitan area.
The following page contains the recommended 2020 Vision Statement and Core Strategies.
35
Item 7.
Vision Statement
Columbia Heights is a thriving, historic, diverse, and eclectic community. The City offers
housing and business opportunities for all, while providing small-town charm combined
with all the advantages of big-city living. Columbia Heights is a destination that maintains
a balance of urban style and suburban pace. We welcome everyone to rediscover the
Heights, an All-American City.
Core Strategies
To continue the organization on its path to accomplish its vision statement, the City of
Columbia Heights commits its long-term direction to the following principles:
Safe Community Diverse, Welcoming “Small-Town” Feel
Community-based Policing Family-Friendliness
Safe, multi-modal streets Forward-thinking organization
Highly-skilled public safety staff Progressive, positive, connected energy
Integrated community
Economic Strength Excellent Housing/Neighborhoods
Positive marketing for the City Strong, connected neighborhoods
Self-Sustaining business – jobs, services Stable/rising property values
Central Avenue – vibrant destination Remodel/Redevelop aging housing stock
Maximize land use opportunities Balanced approach to housing
Equity and Affordability Strong Infrastructure/Public Services
Maintain equitable access to services Maintain talented, skilled public servants
Sustainable in many aspects Well-planned and maintained infrastructure
Strong City financial position Partnerships with School, County,
neighbors
Stay Resourceful City Hall/Public Facilities updated
Eliminate duplicative geographical services
Embrace technology
Opportunities for Play and Learning Engaged, Multi-Generational,
Multi-Cultural Population
Well-rounded recreation services Positive community, working together
Library – community focal point, learning Workforce, committees reflect community
Quality park network Community cohesion – organizations
Pet-friendly community Complete, open access to information
Vibrant community events Engage younger generations
36
Item 7.
MISSION
In 2017, the City revisited and revised its mission statement. While the vision statement explains
“the why” the organization is committing to this process, the mission statement establishes the
team’s commitment to the community on “how” it will conduct its work. Reaffirmation of this
mission statement provides the organization’s decision-makers, staff, and community
stakeholders a promise in terms of how the City will perform. The participants largely felt that as
a team, the commitment to delivering high quality services, while maintaining a commitment to
fair, respectful and professional service delivery.
Mission Statement
Our mission is to provide the highest quality public services. Service will be provided in
a fair, respectful and professional manner that effectively address changing citizen and
community needs in a fiscally-responsible and customer-friendly manner.
37
Item 7.
SHORT-TERM GOALS
With an affirmation of the vision, core strategies, and mission in place, the major focus of the
session was to develop a short-term goals list that would address the current priorities of the
City within the context of the long-term direction. The development of short-term goals involved
a review of the progress of the 2017 Short-Term Goals, a present-day assessment of the City,
and brainstorming new potential goals.
Participants were asked to focus on goals that were measurable, manageable, and achievable.
To that end, effective goals need to be within the organization’s capability to control. The
Council and staff developed ideas for short-term goals that would guide the City’s actions over
the next 1-3 years. This timeframe is used to establish a workplan that can reasonably be
accomplished over the next two years, but also challenges the team to think of goals that may
stretch the organization.
At the end of the exercise, participants were asked to prioritize the goals with the most
importance and a group rating process determined the top outcomes. [Two councilmembers
were not able to complete the exercise in session, but each was able to provide priorities that
have been included in the development of the following list.]
The 2020 Primary and Secondary Goals appear on the following page.
38
Item 7.
2020 Primary Goals
1.Expand and promote events, activities, and organizational behaviors that encourage
engagements and interaction of multicultural populations
a.Develop a Citizen Academy
b.Encourage involvement from all
c.Incorporate changes in hiring to be reflective of community
d.Conduct a structural bias review in areas of City business
2.Enhance and strengthen community/police relations
3.Strengthen housing options throughout the City
a.Improve rental property options through code enforcement, promotion of
programs to assist renters, training and education opportunities for landlords, and
review investor-based purchasing practices
b.Improve owner-occupied housing through revitalization programs, increased
code enforcement, and consideration of a point-of-sale inspection program
4.Complete construction of new City Hall at corner of 40th and Central
5.Develop funding mechanisms and take action on key capital projects, specifically alley
improvements and park projects
6.Develop a Master Plan for Murzyn Hall and the Public Works Building.
7.Drive redevelopment of key sites in town, including the Hyvee site, Public Safety facility,
and City Hall site.
8.Implement and complete projects identified in Parks Master Plan
9.Schedule regular reviews of goals, including department updates and status sharing with
the Council
10.Implement technological innovations into organizational processes
a.Expanding e-government offerings
b.Online recruitment
c.Improved/expanded IT services
d.Website redesign
e.Council/Commission alternatives for broadcast
f.Supporting hybrid/distance learning through library programs for students
2020 Secondary Goals
11.Expand training and development for staff
12.Develop a Central Avenue Right-of-Way and Streetscape Plan
13.Explore and promote emotional community infrastructure, including art interactions
14.Expand collaborations with other public entities, specifically the school district
15.Develop a phased plan for municipal code updates
16.Review and amend policies and procedures for Commissions, including terms and types
of Commissions
17.Implement the 40th Avenue Parkway Plan
18.Develop Sister City Exchange
39
Item 7.
NEXT STEPS and SUMMARY
The group development process has been completed and the updated vision, mission, and
short-term goals are ready for review and adoption by the City Council. Once adopted, the
organization will be able to proceed with implementation, which likely will be lead by a combined
approach of Council policy discussion and staff work planning. In 2017, the report contained
recommendations for implementation, which once again are ideas for moving forward. Based on
the City’s success with progress on the 2017 goals, I would recommend continuing the action
plans and look for additional incremental improvement opportunities with this new series of
goals. Ongoing review and measurement against the adopted goals will be an important action
step for staff and the City Council.
In conclusion, it was a great pleasure to return to Columbia Heights to work through the process
of goal setting once again. In 2017 I stated that the City had an excellent leadership team that
deeply cares about the community and the organization as a whole. Once again, I was
impressed by your continuation of this excellence in leadership. The City has done an excellent
job of maintaining its organizational culture and leadership through a number of staff transitions
and new professionals joining its team. It was an honor to assist your team in the process of
establishing its work plan for the coming years and would look forward to working with the City
again in the future.
Respectfully submitted,
Phil Kern
Facilitator
40
Item 7.
City of Columbia Heights
2023 Strategic Planning Process
Dear Kelli -
It is my pleasure to submit to you this proposal for facilitating the City of Columbia Heights 2022
Strategic Planning process.
The challenge of leadership in local government is significant and spending time as a leadership group is
an important first step in any effective organization. Establishing a shared vision and strategies to guide
the organization and City toward that vision is important. An established vision and long-term
organizational strategies allows decision-makers and staff to perform short-term goals and day-to-day
tasks with a shared understanding of the destination and purpose, along with achieving organizational
clarity throughout the levels of leadership. The process can be beneficial in many respects to local
government leadership, including budgeting, project prioritization, and day-to-day decision-making.
The process and organizational time commitment to complete a strategic planning process is significant.
It is also time and resources very well spent. In this proposal I will outline the parts of the process and
outcomes, but it ’s also important to understand the value of spending time together as a leadership
team talking about your City and organization. As governing bodies, so much time is spent on the urgent
matters that come before the City and organization. Periodically taking time to step back and focus on
all the matters - urgent and not urgent - that impact the future of the City and organization is very
important. As a City Administrator myself, I have found it to be a very healthy practice for my City’s
leadership team to conduct a strategic planning and goal setting process every two years, with periodic
check-ins a few times in between.
Having worked with Columbia Heights in 2017 and 2020, I have a strong understanding of the past work
on strategic planning. With the leadership changes since the last strategic plan, the objective in 2023 is
to start from scratch as opposed to updating past work. I think this is a healthy and normal process to
allow the Council and staff leadership freedom to have a fresh look at organizational and community
conditions, then establish strategies and goals to guide the city in the coming years.
My recommendation for this process would involve a pre-session inventory and two 3-hour workshops
focused on differing elements of strategic planning and organizational leadership. The three main
products of the process are as follows:
1.Development and/or refinement of organizational vision.The Leadership Team will identify a
series of long-term strategies that will define success of the organization. Thinking over a long
period of time, this outcome will create Core Strategies that support an overall vision statement.
The existing vision statement can be a starting point and often a refinement accomplishes the
objective, however the process will allow the opportunity to also start fresh and define a new
vision statement to guide the organization. This will serve as a basis for developing mid-term
goals and short-term actions that are consistent with the long-term direction.
41
Item 7.
2.Defining the Core Strategies with Strategic Objectives.Long-term vision statements are often
non-measurable and subjective priorities that are of the utmost importance to the City. An
example of a Core Strategy would be “Ensuring a healthy and safe community,” which may be
something to which all participants agree. Providing definition to that statement, however, is
important to leading the City towards that long-term objective. Standing alone, the Core
Strategy can mean many different things to different people and be difficult for the organization
to achieve. Therefore, the second outcome of the session will be to define the Core Strategies in
several statements, called Strategic Objectives. These items are typically bullet points or
statements that may be measured and will provide further direction in the long-term. Through
the process, each Core Strategy will be defined by 3-5 Strategic Objectives.
3.Identification of Short-Term Goals.The final step in the process results in the development of a
2-3 year goals program. The goals differ from the Core Strategies and Strategic Objectives in that
they are specific, measurable and achievable over a defined period of time. It is possible that
short-term goals overlap with a defined Strategic Objective, but most likely it ’s an action
statement that is consistent with one or more Core Strategies or Strategic Objectives. The
process will result in the brainstorming of many potential short-term goals, followed by a group
prioritization process to identify the top goals for the coming years.
I am recommending a pre-session inventory followed by a two-session process for the City Council and
key staff leadership to complete this process. This proposal is designed in that fashion, with two
three-hour sessions.
Pre-Session Inventory -Each participant will be provided with a copy of the previous Strategic
Plan, along with a short worksheet that will collect background information and ideas that will
help shape the in-person sessions.
Session 1 – This session will be focused around discussing the current state of the community
and organization and identifying the long-term priorities of the leadership team. The outcomes
that can be expected would be an initial assessment of strengths, weaknesses, and opportunities
and development of potential Core Strategy statements that will be used in the following
session.
Session 2 – This session will review outcomes from the first session and build consensus around
the Vision and Core Strategies and finalizing the Strategic Objectives. Once complete, we will
focus on the development of the Short-Term Goals.
The fee for facilitation services to complete this process is $3,100. Facilitation services will include
preparation of agenda and materials for the session. All materials will be provided to you electronically
at least three working days prior to each session. Additionally, a final report containing the outcomes of
the session will be provided electronically no later than seven days after the completion of the session.
The City shall be responsible for providing the necessary copies of materials for participants and any
42
Item 7.
requested by members of the public. Payment shall be remitted within 30 days of submission of the final
report.
Thank you for the opportunity to submit this proposal and it would be a pleasure to once again work
with the City of Columbia Heights.
Phil Kern
Facilitator
-------------
Reviewed and accepted by the City of Columbia Heights.
______________________________________________________
Date: ______________________________________
43
Item 7.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEM
MEETING DATE JANUARY 3, 2023
ITEM: Native American Land Acknowledgement on Council Agenda.
DEPARTMENT: Administration BY/DATE: Kelli Bourgeois, 12/27/22
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
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
Mayor Márquez Simula would like to discuss having a Native American Land Acknowledgement on the Council
Agenda similar to the Mission Statement. This statement would be read at the beginning of Council meetings
by the Mayor, similar to what the Ramsey County Board has:
ATTACHMENT(S):
Ramsey County Agenda
City Council Meeting Minutes, May 10, 2021 Pg 1-2
44
Item 8.
15 West Kellogg Blvd.
Saint Paul, MN 55102
651-266-9200
Board of Commissioners
Agenda
Council Chambers - Courthouse Room 300December 20, 2022 - 9 a.m.
ROLL CALL
PLEDGE OF ALLEGIANCE
LAND ACKNOWLEDGEMENT
1.Agenda of December 20, 2022 is Presented for Approval 2022-435
Sponsors: County Manager's Office
Approve the agenda of December 20, 2022.
2.Minutes from December 13, 2022 are Presented for Approval 2022-434
Sponsors: County Manager's Office
Approve the December 13, 2022 Minutes.
ADMINISTRATIVE ITEMS
3.Proposed Changes to Public Health Clinical Fees 2022-596
Sponsors: Public Health
Approve proposed changes to the Public Health Clinical Services vaccines, laboratory supplies
and services and medications fees.
4.Social Services Department Annual Authority for Procurement Requests 2022-668
Sponsors: Social Services
Authorize the County Manager, subject to review by the County Attorney’s Office and Finance
to do the following:
1.Enter into the following selected agreements without solicitation through December 31,
2023 and execute future amendments to the agreements, in accordance with the
county’s procurement policies and procedures, provided the amounts are within the
budget for the services listed below:
A.Contracts in which the county currently provides services and receives payments
from external sources, such as health plans, the Courts, other counties, and
other parties, including payments for services already provided.
B.Lead or host county contracts held by other counties in accordance with
Minnesota Statutes 256.0112.
C.Community Support Programs, Culturally Specific African American Community
Page 1 of 7
45
Item 8.
Board of Commissioners Agenda December 20, 2022
Support Programs and Culturally Specific American Indian / Indigenous
Community Support Programs.
D.Providers authorized by community collaboratives established in Minnesota
Statutes for which Ramsey County has fiscal agent responsibilities.
E.Providers of psychiatric, psychosexual, and psychological services; to conduct
evaluations, consultations, therapy and treatment, as long as funds are
available, the need exceeds the supply of providers, and the providers are
registered or licensed.
F.Providers when the Minnesota Department of Human Services has issued the
solicitation for an existing service in the county and selected the contractor or
when the Minnesota Department of Human Services has approved the
contractor through a certification process.
G.Providers of foster care emergency shelter, foster care and emergency shelter
administrative management services, corporate foster care, group homes,
respite care, and emergency shelter; as long as funds are available, the need
exceeds the supply of providers, and the providers are registered or licensed.
H.Providers of Adult Day Services, Personal Support Services, Pre-vocational
Services, Day Training and Habilitation Services, Fiscal Management Entity
Services, Person-Centered Planning Services, Employment Services, and Semi
Independent Living Skills Services, when that service has been selected by the
consumer, or his or her guardian, in accordance with Minnesota Statutes
256B.49.
I.Providers of out-of-state residential treatment for children, as long as funds are
available, no in-state treatment provider can be identified that meets the needs
of the children to be placed, the selected provider is licensed by a state authority
and accredited by the Joint Commission, the Commission on Accreditation of
Rehabilitation Facilities, or the Council on Accreditation.
J.Medical Directors for Social Services detoxification services, the Mental Health
Center, and for Social Services in county correctional programs, as long as
funds are available, the need exceeds the supply of providers, and the providers
are licensed.
K.Providers of Intensive Residential Treatment Services when the Minnesota
Department of Human Services has approved the contractor through a
certification process.
L.Providers of accreditation training services for mental health professionals in
accordance with Certified Community Behavioral Health Clinic requirements.
M.Culturally Specific Emergency Shelter and Foster Care, Culturally Specific
Group Residential Providers, Culturally Specific Liaisons to Prevent Education
Neglect and Child Protection Involvement, Culturally Specific Services for
American Indian Families Involved in Child Protection, Culturally Specific
Services to Prevent Out of Home Placement, Culturally Specific Guardianship
and Culturally Specific Parent Mentoring by Peers.
2.Approve actions deemed necessary for the orderly administration of contracts and
agreements through December 31, 2023:
A.Acceptance of supplementary awards or rate adjustments the county may
receive from funding sources other than county levy; and approve related county
budget adjustments and execute amendments with funders and contractors.
B.Approve and execute amendments to agreements and contracts for inflationary
adjustments, with all other terms and conditions remaining the same, in a form
approved by the County Attorney’s Office.
C.Approve letters of need determination, including any new Rule 31 Outpatient
Treatment Agreements, subject to any exclusions in Resolution 93-457.
Page 2 of 7
46
Item 8.
Board of Commissioners Agenda December 20, 2022
5.Financial Assistance Services Department Annual Authority for
Procurement Requests
2022-669
Sponsors: Financial Assistance Services
Authorize the County Manager, subject to review by County Attorney’s Office and the Finance
to do the following:
1.Enter into the following selected agreements without solicitation through December 31,
2023 and execute future amendments to the agreements, in accordance with the
county’s procurement policies and procedures, provided the amounts are within the
budget for the services listed below:
A.Contracts in which the county currently provides services and receives payments
from external sources, such as health plans, the courts, other counties, and
other parties, including payments for services already provided.
B.Lead or host county contracts held by other counties in accordance with
Minnesota Statutes 256.0112.
C.Community Support Programs, Culturally Specific African American Community
Support Programs and Culturally Specific American Indian / Indigenous
Community Support Programs.
D.Providers when the Minnesota Department of Human Services has issued the
solicitation for an existing service in the county and selected the contractor or
when the Minnesota Department of Human Services has approved the
contractor through a certification process.
2.Approve actions deemed necessary for the orderly administration of contracts and
agreements through December 31, 2023.
A.Acceptance of supplementary awards or rate adjustments the county may
receive from funding sources other than county levy; and approve related county
budget adjustments and execute amendments with funders and contractors.
B.Approve and execute amendments to agreements and contracts for inflationary
adjustments, with all other terms and conditions remaining the same, in a form
approved by the County Attorney’s Office.
6.Community Corrections Department Annual Authority for Procurement
Requests
2022-626
Sponsors: Community Corrections
Authorize the County Manager, subject to review by the County Attorney’s Office and the
Finance Department, to do the following:
1.Enter into the following selected agreements without solicitation through December 31,
2023, and execute future amendments to the agreements, in accordance with the
county's procurement policies and procedures, provided the amounts are within the
budget for the services listed below:
a)Contracts in which the county currently provides services and receives payments
from external sources, such as health plans, the Courts, other counties, and other
parties, including payments for services already provided.
b)Lead or host county contracts held by other counties in accordance with Minnesota
Statute 256.0112.
Page 3 of 7
47
Item 8.
Board of Commissioners Agenda December 20, 2022
c)Community Support Programs, Culturally Specific African American Community
Support Programs, and Culturally Specific American Indian / Indigenous Community
Support Programs.
d)Providers authorized by community collaboratives established in state statute for
which Ramsey County has fiscal agent responsibilities.
e)Providers of psychiatric, psychosexual, and psychological services; to conduct
evaluations, consultations, therapy and treatment, as long as funds are available, the
need exceeds the supply of providers, and the providers are registered or licensed.
2.Approve actions deemed necessary for the orderly administration of contracts and
agreements through December 31, 2023:
a)Acceptance of supplementary awards or rate adjustments the county may receive
from funding sources other than county levy; and approve related county budget
adjustments and execute amendments with funders and contractors.
7.Memorandum of Understanding with Independent School District No. 625,
Saint Paul Public Schools for Title I Part D Funds
2022-676
Sponsors: Community Corrections
1.Approve the Memorandum of Understanding with Independent School District No. 625,
Saint Paul Public Schools, 360 South Colborne Street, Saint Paul, MN 55102, for
services related to Title 1 Part D funding for the period of August 31, 2022, through
August 31, 2027.
2.Authorize the Chair and Chief Clerk to execute the Memorandum of Understanding.
8.Lease Agreement with Ecolab USA Inc. and 360 Wabasha Building Due
Diligence and Design Project
2022-665
Sponsors: Property Management, County Attorney's Office
1.Approve the Lease Agreement with Ecolab USA Inc., 1 Ecolab Place, Saint Paul, MN,
55102, for the property at 360 Wabasha Street North, Saint Paul, MN, 55102, for the
period of January 1, 2023, through December 31, 2037, in the estimated amount of
$9,500,000.
2.Authorize the Chair and Chief Clerk to execute the Lease Agreement.
3.Authorize the County Manager to execute amendments that do not have a financial
impact.
4.Approve the acquisition of and Purchase Agreement for Parcel 062822120058 with
Ecolab USA Inc, in accordance with the terms in the Lease Agreement, in the amount
of $3,950,000.
5.Authorize the County Manager to approve and execute purchase agreements,
settlements, closing documents, and other related real estate documentation associated
with the acquisition of Parcel 062822120058 in a form approved by the County
Attorney’s Office.
6.Authorize the County Manager to use $3,950,000 of existing Capital Improvement Plan,
debt service, and/or bond interest and premiums cash balances to fund the purchase.
7.Establish a project account number for the 360 Wabasha Building Due Diligence and
Design Project in Property Management in 2022.
8.Authorize the County Manager to use up to $1,100,000 of existing Capital Improvement
Plan, debt service, and/or bond interest and premiums cash balances to fund the 360
Wabasha Building Due Diligence and Design Project in 2022.
Page 4 of 7
48
Item 8.
Board of Commissioners Agenda December 20, 2022
9.Authorize the County Manager to execute an amendment to the Lowry Square Building
lease to extend the lease until December 31, 2023, at a negotiated rent, with the same
general terms and conditions.
10.Authorize the County Manager to execute an amendment to the City Hall Annex
Building lease to extend the lease until December 31, 2023, at a negotiated rent, with
the same general terms and conditions.
9.Fourth Preliminary Development Agreement with AECOM for the
Development of Ramsey County Riverfront Properties
2022-610
Sponsors: Community & Economic Development
1.Approve the Fourth Preliminary Development Agreement with AECOM for the
development of Ramsey County Riverfront Properties for the period of December 20,
2022 through December 31, 2024.
2.Authorize the Chair and Chief Clerk to execute the agreement.
10.Certification of Property Assessed Clean Energy Charges for Energy
Improvements
2022-651
Sponsors: Community & Economic Development
1.Request the County Auditor to extend the proposed special assessment plus interest on
the following property:
Owner: HFS 428, LLC
Property Address: 428 Minnesota Street, Saint Paul
PIN: 31-29-22-43.1573
Project Type: Energy efficient management controls
Assessment Request: $882,000
Interest Rate: 4.25 %
Interest Starts Accruing: 01/01/2023
Finance Period: 10 years
Such assessments shall be payable in equal annual principal and interest
installments extending over the term of the special assessment. The first of the
installments shall be payable with general property taxes in 2023, and shall bear
interest at the rates per annum and interest start date stated above, and to the
first installment shall be added interest on the entire assessment from the
interest start date until December 31 of the tax payable year to which the first
installment will be extended, and to each subsequent installment, when due,
shall be added interest for one year on all unpaid installments and to each
installment shall also be added the special assessment administration fee
required by Minnesota Statutes section 429.061, subd. 5.
2.Direct the Chief Clerk to send a certified copy of this Resolution to the
County Auditor to extend the assessment for HFS 428, LLC on the property tax
lists of the county.
11.Obligation of American Rescue Plan Act Funding Towards Affordable
Housing Development
2022-677
Sponsors: Community & Economic Development
1.Approve the obligation of American Rescue Plan Act Funding for recommended
projects and funding amounts for the preservation and construction of deeply affordable
housing.
Page 5 of 7
49
Item 8.
Board of Commissioners Agenda December 20, 2022
2.Authorize the County Manager to enter into the necessary loan or other agreements
and execute amendments to loan or other agreements in a manner consistent with the
American Rescue Plan Act regulations and requirements, federal, state and local
regulations and requirements, in a form approved by the County Attorney’s Office.
12.2023 Salary Rate for the Ramsey County Attorney 2022-682
Sponsors: County Attorney's Office
1.Set the annual salary for the elected Ramsey County Attorney at $192,943.26 to be
effective the first full pay period following January 1, 2023.
2.Authorize the continuation of the contribution to deferred compensation for the elected
County Attorney consistent with the American Federation of State, County and
Municipal Employees Local 8 Assistant County Attorneys agreement.
3.Authorize the continuation of the administrative allowance of $110 per month.
4.Authorize the continuation of the transportation allowance of $150 per month.
5.Authorize the continuation of the cell phone/wireless service allowance as provided to all
eligible county employees.
13.Revised Salary Grade for 3 Job Classifications in the Safety & Justice
Service Team
2022-680
Sponsors: Human Resources
Approve the Revised Salary Grade for the job classification in the following title:
Job Classification Schedule Grade Annual Salary Range
9-1-1 Telecommunicator From: 28B 18 $45,757 - $66,190
To: 28B 18 $50,333 - $72,809
Public Safety Dispatcher From: 28B 22 $51,394 - $74,345
(Emergency Communications) To: 28B 22 $53,963 - $78,062
Emergency Management From: 02A 25 $56,288 - $83,566
Coordinator To: 02A 26 $58,567 - $86,817
14.2023 Ramsey County State Legislative Platform 2022-655
Sponsors: Policy & Planning
1.Approve the 2023 Ramsey County State Legislative Platform.
2.Authorize Ramsey County representatives to work with members of the Legislature and
other interested parties to promote legislation reflective of the positions contained in the
platform.
15.2023 Ramsey County Federal Legislative Platform 2022-604
Sponsors: Policy & Planning
1.Approve the 2023 Ramsey County Federal Legislative Platform.
2.Authorize Ramsey County representatives to work members of Congress and other
interested parties to promote legislation reflective of the positions contained in the
platform.
Page 6 of 7
50
Item 8.
Board of Commissioners Agenda December 20, 2022
PROCLAMATION
16.Proclamation: Commissioner Toni Carter 2022-694
Sponsors: Board of Commissioners
17.Proclamation: Commissioner Jim McDonough 2022-695
Sponsors: Board of Commissioners
COUNTY CONNECTIONS
OUTSIDE BOARD AND COMMITTEE REPORTS
BOARD CHAIR UPDATE
ADJOURNMENT
Following County Board Meeting:
4 p.m. Celebration for Commissioner Jim McDonough - Union Depot, Station 81 Drink & Eatery - 214
4th Street E., Saint Paul, MN 55101
Advance Notice:
January 3, 2023 Annual organizational board meetings – Council Chambers
January 10, 2023 County board meeting – Council Chambers
January 17, 2023 County board meeting – Council Chambers
January 24, 2023 County board meeting – Council Chambers
Page 7 of 7
51
Item 8.
CITY COUNCIL MEETING
Mayor
Amáda Márquez Simula
Councilmembers
John Murzyn, Jr.
Connie Buesgens
Nick Novitsky
Kt Jacobs
City Manager
Kelli Bourgeois
City Hall—Council Chambers, 590 40th Ave NE
Monday, May 10, 2021
7:00 PM
MINUTES
CALL TO ORDER/ROLL CALL
Mayor Márquez Simula called the meeting to order at 7:07 pm.
Present: Mayor Márquez Simula; Councilmember Buesgens; Councilmember Jacobs; Councilmember
Murzyn, Jr.; Councilmember Novitsky
Also Present: Sarah Arneson; Lenny Austin, Chief of Police; Kelli Bourgeois, City Manager; Randy
Boyum; Kyle Brasser; Aaron Chirpich, Community Development Director; Adam Davis; Eric Glidden;
Naomi Glidden; John Haluska; Kevin Hansen, Public Works Director; Kelly Harrison; Minerva Hark, City
Planner; Michelle Ives; Rachel James; Benjamin Johansen; Kelsey Johansen; Joseph Kloiber, Finance
Director; Valerie Larsen; Patrick McVary; Stacy McVary; Andy Newton; Jason Norden; Monika
Schachern; Sarah Tholen; Nicole Tingley, City Clerk; Amy Waller
PLEDGE OF ALLEGIANCE
MISSION STATEMENT
Our mission is to provide the highest quality public services. Services will be provided in a fair, respectful
and professional manner that effectively addresses changing citizen and community needs in a fiscally-
responsible and customer-friendly manner.
APPROVAL OF AGENDA
Mayor Márquez Simula announced the addition of “Native American Land Acknowledgement” under
Proclamations, Presentations, Recognition, Announcements, Guests” to the agenda.
Motion by Councilmember Buesgens, seconded by Councilmember Jacobs, to approve the Consent
Agenda as amended. All Ayes, Motion Carried 5-0.
PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS
A. Native American Land Acknowledgement
Mayor Márquez Simula provided background information regarding the Native American
Land Acknowledgement statement, the first of its kind in the City which will be an ongoing
work in progress.
We collectively acknowledge that we are holding this meeting on the ancestral and
contemporary lands of the Dakota, Ho-Chunk and Anishinaabe peoples. When settlers
arrived here to expand the territory of the American colonial project, these indigenous
nations were the rightful inhabitants and stewards of the land and they remain so to this
day. The main treaty between the United States and the Dakota people, the Treaty of the
52
Item 8.
City of Columbia Heights MINUTES May 10, 2021
City Council Meeting Page 2
Traverse des Sioux, was signed in 1851. More than 40 treaties were signed with the
Anishinaabe, culminating with the Mille Lacs Treaty in 1865. While our indigenous
neighbors have recognized and respected these treaties as binding international law for
over 150 years, most of these treaties were not honored by the United States government
or the State of Minnesota. Instead, the land we now occupy was taken from these
sovereign nations through federal and state policies and forced removal. As citizens and
residents of this land, we affirm the responsibility of the United States and the State of
Minnesota to respect and uphold the rights of the Dakota, Anishinaabe and Ho-Chunk
nations. This sovereignty includes the right to protect native water and land resources from
the encroachment of mining, dumping and pipelines, which all pose a threat to the health
and integrity of native land and peoples and by extension to all of us who live in this land.
By offering this land acknowledgement, we honor the legacy and the future of indigenous
peoples in this place.”
She asked residents to share their thoughts regarding the Acknowledgement so that it may
be improved upon in the future. The goal is to keep the conversation moving forward and
to create an ongoing dialogue between the Native American community and the City. The
statement may be read at many City events.
Valerie Larsen, Columbia Heights Public Schools American Indian Liaison to the Parent
Advisory Committee, accepted the Land Acknowledgement on behalf of the American
Indian family and said she was happy and proud to report that 2021 it is the sixth year that
the American Indian students in Columbia Heights have had a 100% graduation rate,
including six students this year, and invited everyone to attend the pow wow on Saturday,
May 22, from noon to 5:00 pm on the football field.
B. National Police Week Proclamation
Mayor Márquez Simula read the proclamation announcing May 9-15, 2021 as “Police
Week” in Columbia Heights to honor the service and sacrifice of all law enforcement
officers and, on behalf of the City, thanked the City Police Department. Chief Austin
accepted the proclamation certificate. He reported that in 2020 there were 264 federal,
state, military, tribal and local law enforcement officer deaths in the line of duty and over
the years there have been 258 line-of-duty deaths in Minnesota; the Minnesota Law
Enforcement Memorial Association will honor them on a Facebook tribute at 7:00 pm on
Saturday, May 15.
CONSENT AGENDA
Motion by Councilmember Novitsky, seconded by Councilmember Murzyn, Jr., to approve the Consent
Agenda as presented. All Ayes, Motion Carried 5-0.
1. Approve April 26, 2021 City Council Meeting Minutes
MOTION: Move to approve the minutes of the City Council meeting of April 26, 2021
53
Item 8.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE FEBRUARY 3, 2023
ITEM: Council Agenda Community Forum Discussion
DEPARTMENT: Administration BY/DATE: Kelli Bourgeois, January 3, 2023
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
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
Mayor Márquez Simula has asked to have a discussion regarding the Council Meeting Community Forum
instructions (below). Specifically, the statement highlighted and underlined:
At this time, individuals may address the City Council about any items not included on the regular agenda.
Speakers that are in-person are requested to come to the podium. All speakers need to state their name and
connection to Columbia Heights, and limit their comments to five (5) minutes. All speakers are also asked to
fill out this information as well as their address on a form for the Council Secretary’s record. Those in
attendance virtually should send this information in the chat function to the moderator. The City Council will
listen to brief remarks, ask clarifying questions, and if needed, request staff to follow up or direct the matter
to be added to an upcoming agenda. Generally, the City Council will not take official action on items raised at
the Community Forum at the meeting on which they are raised.
The Mayor believes community members should not be barred from speaking to items that are included on
the agenda and already discussed/acted upon by the Council. The main purpose of the statement is to limit
discussion on items that were included in a public hearing earlier on the agenda as the public hearing is the
formal record for the topic and to include additional comments once Council has taken formal action on an
issue muddies that formal record. That being said, there are no legal restrictions on topics a speaker
can/cannot address to the City Council. In addition, there is no legal requirement that the Council provide a
forum for public comment during the meeting at all.
A consensus direction from the Council regarding the agenda language is requested. Thank you!
ATTACHMENT(S):
54
Item 9.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: Council Attendance at Conferences.
DEPARTMENT: Administration BY/DATE: Kelli Bourgeois, 12/27/22
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
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
Councilmember Spriggs asked about attending a National League of Cities event, so staff thought it would be
prudent to inform all Council of the out of state training and travel guidelines as soon as possible. This is
addressed in the Council Handbook as well as during the budgeting process but training opportunities are
continuously becoming available so it makes sense to address right as new members are starting.
Training is invaluable to elected officials and provides not just technical information on a variety of topics, but
it also provides excellent networking opportunities to meet elected official peers in many communities
throughout the state and the nation.
Generally, in state training and travel is allowed without formal City Council approval and is coordinated
through the city clerk. Much of this training is provided by the League of MN Cities and is held within commute
distance however, the annual LMC conference is being held in Duluth in June, therefore travel and lodging
would be reimbursed as well.
There is also budget made available for two Councilmembers to attend and travel to the National League of
Cities annual conference being held in Kansas City MO in November. This attendance would also be
coordinated through the city clerk but would be approved by the full City Council before registration.
ATTACHMENT(S):
Excerpts from City Council Handbook
55
Item 10.
TRAINING BUDGET
The City Council as a whole has an annual training and education budget as well as an out of town travel
budget to be used for training opportunities from resource organizations listed on pages 1-3. Lobbying
efforts are not funded through this allocation.
TRAVEL INFORMATION/POLICIES
Travel involving an overnight stay
Give prior notice to city manager before traveling on overnight business explaining the trip’s purpose,
travel dates, and other details. Doing so creates open lines of communication between council members
and the city manager.
If you need assistance in making conference registration or travel plans please contact the city clerk at
763-706-3611 or sion@columbiaheightsmn.gov. Registering and making travel plans through the city
clerk allows for direct payment of these costs by the city instead of council members making payment
and submitting for subsequent reimbursement.
Travel Expenses
Audit standards require a fully itemized claims form for expense reimbursement along with any
unexpected portion of the advance, to be submitted to the city manager’s office within 15 days of the
close of the authorized travel period for which the expenses have been advanced.
Transportation costs are reimbursed at the rate for the most reasonable means of transport. For
example, if an elected or appointed official chooses to fly first class, the city reimburses the coach rate
and the official pays the difference.
Hotel/motel accommodations are reimbursed at the single-room rate per person. Government or
discount rates should be used wherever possible.
Policies
All requests for reimbursement must be made on the approved Travel Expense Voucher located on
HeightsNet . Receipts must accompany all reimbursement claims.
Meal costs for official functions (political or professional organizations) are paid at full actual
costs (even if cost exceeds per diem rates on page 16).
There is no reimbursement for alcoholic beverages.
Expenses are not reimbursed for spouses, guests, those not employed by the City, or other
persons not authorized to receive reimbursement under this policy or state regulations.
Reimbursement may be claimed by one person for several employees or officials eating
together. Please list all names on the reimbursement claim form.
Incidental expenses (i.e. telephone, parking, taxis, buses, rental cars) are reimbursed. Use the
travel expense voucher form and include any receipts. To request approval for rental cars,
56
Item 10.
submit the travel authorization form to the city manager’s office. Long distance telephone calls
to the City for city business are the only reimbursable long distance expenses.
Personal vehicles may be used for city business. As stated above, mileage for business use is
reimbursed at the Internal Revenue Service’s allowable mileage rate. This rate is shown on the
Travel Expense Voucher.
Report eligible expenses on a travel expense voucher form within 15 days after the trip. Attach
receipts for expenses claimed and submit to the city manager’s office.
For assistance with the above contact the city clerk at 763-706-3611 or sion@columbiaheightsmn.gov.
57
Item 10.
RESOURCES
The following publications are available online or in the Administration Department.
League of Minnesota Cities (LMC)
www.lmc.org
The League of Minnesota Cities provides information, education and training to elected officials and
staff. LMC has an annual conference that provides an opportunity to connect with other member cities
to learn how they have handled opportunities and issues. Throughout the year, the LMC provides
legislative updates on the upcoming session and the implications of any new legislation. They hold a risk
management seminar every year and other seminars and sessions as needed. If resources exist and
personal schedules allow, council members are encouraged to attend LMC’s local, state and national
conferences.
League of Minnesota Cities Handbook for Minnesota Cities
http://www.lmc.org/page/1/handbook-for-mn-cities.jsp
The League of Minnesota Cities (LMC) assists cities by lobbying, providing training and serving as a
resource for cities. The LMC handbook provides information about council member roles and
responsibilities, laws regulating council action and special council requirements.
Metro Cities
http://www.metrocitiesmn.org/
Metro Cities serves as a voice for metropolitan cities at the Legislature and Metropolitan Council, to
influence state legislation affecting metro area cities, and regional policies that accommodate the needs
of metro area cities. Metro Cities lobbies and monitors the Metropolitan Council, and represents cities
before the Legislature and Executive Branch.
National League of Cities (NLC)
http://nlc.org/
The National League of Cities advocates and promotes cities and towns, provides programs and services,
keeps leaders informed of critical issues, strengthens leadership skills by offering numerous training and
education programs, recognizes municipal achievements, partners with state leagues and provides
opportunities for involvement and networking. This organization has an annual conference (in
Washington D.C. in the spring and a fall conference in various locations) that focuses on lobbying and
federal issues that impact cities and information about national policies.
Other
A number of professional associations and private firms provide training on a variety of city-related
topics. More information is available from the city manager who can be contacted at 763-706-3609 or
kbourgeois@columbiaheightsmn.gov.
58
Item 10.
59
Item 10.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: Council Corner / January Schedule.
DEPARTMENT: Administration BY/DATE: Kelli Bourgeois, 12/27/22
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
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability _Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
To allow for informal discussion amongst Councilmembers and staff while still meeting open meeting law
requirements, the Mayor has scheduled monthly “Council Corner” meetings to be held in Conference Room 1
on the last Wednesday of each month at 3 pm. The se meetings will be posted and whoever chooses to can
attend but there will be no formal action taken at the meetings.
Additionally, staff has created a “year at a glance” calendar of all city meetings and functions for Council
reference. Events that offer Council volunteer opportunities are marked in green. If you are interested in
volunteering please let Will Rottler in Admin know.
ATTACHMENT(S):
60
Item 11.
2023 CITY COUNCIL
IMPORTANT DATES
Ongoing:
Council Work Sessions 6 pm - First Monday of Each Month
Council Meetings 6 pm - Second and Fourth Monday of Each Month
Council Corner 3 pm – Last Wednesday of the Month
Economic Development Authority 5 pm - First Monday of Each Month
Planning Commission 6 pm – First Tuesday of Each Month
Library Board 5:30 pm – First Wednesday of Each Month
Traffic Commission 6 pm – Third Tuesday of Each Month
Park and Rec Commission 5:30 pm – Fourth Wednesday of Each Month
Charter Commission 7 pm – Quarterly, Third Thursday
Youth Commission 6pm – Second Tuesday of Each Month
January:
New Years Day – City Offices Closed 1/2/23
City Council Work Session 1/3/23 – 6 pm
City Council Meeting – Ceremonial Swearing In 1/9/23 – 6 pm
Assessment Hearing – 37th Avenue 1/10/23 – 6 pm
Council Orientation January 10, 11, and 12 – 2 to 5 pm
Martin Luther King Jr Day – City Offices Closed 1/16/23
City Council Meeting 1/23/23 – 6 pm
Informal Council Corner 1/25/23 – 3 to 4:30 pm
February:
SnowBLAST (Volunteer Opportunity) 2/4 - 4-7 pm
LMC Foundational Program See Handout for Dates
LMC Advanced Program See Handout for Dates
City Council Work Session 2/6/23 – 6 pm
City Council Meeting 2/13/23 – 6 pm
Presidents’ Day – City Offices Closed 2/20/23
Assessment Hearings – 53rd Ave 2/21/23 – 6 and 6:15 pm
Informal Council Corner 2/22/23 – 3 to 4:30 pm
City Council Meeting 2/27/23 – 6 pm
Visioning/Goal Setting (2 or 3 Days) TBD
61
Item 11.
March:
City Council Work Session 3/6/23 – 6 pm
City Council Meeting 3/13/23 – 6 pm
St. Patrick’s Day Parade 3/17/23 – 6 pm (tent.)
City Council Meeting 3/20/23 – 6 pm
Informal Council Corner 3/22/23 – 3 to 4:30 pm
April:
City Council Work Session 4/3/23 – 6 pm
Good Friday – City Offices Closed 4/7/23
City Council Meeting 4/10/23 – 6 pm
Local Board of Equalization and Appeals TBD
City Council Meeting 4/24/23 – 6 pm
Informal Council Corner 4/26/23 – 3 to 4:30 pm
Arbor Day Tree Planting Ceremony 4/28/23 - Time TBD
May:
City Council Work Session 5/1/23 – 6 pm
City Council Meeting 5/8/23 – 6 pm
City Council Meeting 5/22/23 – 6 pm
Informal Council Corner 5/24/23 – 3 to 4:30 pm
Memorial Day – City Offices Closed 5/29/23
Move Into New City Hall TBD
June:
Pets in the Park 6/3/23 - Time TBD
City Council Work Session 6/5/23 – 6 pm
Citywide Garage Sale 6/9-11
City Council Meeting 6/12/23 – 6 pm
Community Art and Info Fair 6/14/23 - 4 to 7 pm
League of MN Cities Annual Conference 6/21 – 6/23/23 (Duluth)
Jamboree 6/21 – 6/25/23
City Council Meeting 6/26/23 – 6 pm
Informal Council Corner 6/28/23 – 3 to 4:30 pm
Music in the Park 6/28/23 - 6:30 to 8 pm
City Hall Grand Opening TBD
Public Safety in the Park TBD
Bring Your Kid to Work Day TBD
62
Item 11.
July:
City Council Work Session 7/3/23 – 6 pm
Independence Day – City Offices Closed 7/4/23
City Council Meeting 7/10/23 – 6 pm
Music In The Park 7/12/23 - 6:30 to 8 pm
City Council Meeting 7/24/23 – 6 pm
Informal Council Corner 7/26/23 – 3 to 4:30 pm
Music In The Park 7/26/23 - 6:30 to 8 pm
Public Safety in the Park TBD
August:
National Night Out 8/1/23
Music In The Park 8/9/23 - 11 am
City Council Work Session 8/7/23
City Council Meeting 8/14/23 – 6 pm
Movie In The Park 8/18/23 – Dusk
Informal Council Corner 8/23/23 – 3 to 4:30 pm
Music In The Park 8/23/23 - 6:30 to 8 pm
Movie In The Park 8/25/23 – Dusk
City Council Meeting (’24 Budget Book Dist) 8/28/23 – 6 pm
Employee Picnic TBD
Public Safety in the Park TBD
September:
Labor Day – City Offices Closed 9/4/23
City Council Work Session 9/5/23 – 6 pm
City Council Meeting 9/11/23 – 6 pm
City Council Meeting (Prelim Budget Adoption) 9/25/23 – 6 pm
Informal Council Corner 9/27/23 – 3 to 4:30 pm
Board/Commission Recognition Event TBD
October:
City Council Work Session (Dept. Budget Pres) 10/2/23 – 6 pm
City Council Meeting 10/9/23 – 6 pm
Fire Department Open House 10/14/23 – 11 to 2 pm
City Council Meeting 10/23/23 – 6 pm
Informal Council Corner 10/25/23 – 3 to 4:30 pm
Truck or Treat (Volunteer Opportunity) 10/28/23 – 1 to 4 pm
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Item 11.
November:
City Council Work Session (Dept. Budget Pres) 11/6/23 – 6 pm
School Board Special Election 11/7/23 – 7 am to 8pm
Veterans Day Observed – City Offices Closed 11/10/23
City Council Meeting 11/13/23 – 6 pm
National League of Cities City Summit 11/15-11/18/23 (Atlanta, GA)
Informal Council Corner 11/22/23 – 3 to 4:30 pm
Thanksgiving – City Offices Closed 11/22/23 and 11/23/23
City Council Meeting 11/27/23 – 6 pm
December:
City Council Work Session Canceled if no pressing business; otherwise, 12/4/23 – 6 pm
City Council Meeting (Adoption of ’24 Budget) 12/11/23 – 6 pm
Employee Holiday Party TBD
Christmas Holiday – City Offices Closed 12/25/23 and 12/26/23
Informal Council Corner 12/27/23 – 3 to 4:30 pm
City Council Meeting Canceled if no pressing business; otherwise, 12/27/23 – 6 pm
City Manager Performance Evaluation TBD
Holiday Train (Volunteer Opportunity) TBD
Santa’s City Tour (Volunteer Opportunity) TBD
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Item 11.
CITY COUNCIL WORK SESSION
AGENDA SECTION WORK SESSION ITEMS
MEETING DATE JANUARY 3, 2023
ITEM: Designation of Legal Newspaper for 2023.
DEPARTMENT: Administration BY/DATE: Sara Ion / December 28, 2022
CITY STRATEGY:
_ Safe Community _Diverse, Welcoming “Small-Town” Feel
_Economic Strength _Excellent Housing/Neighborhoods
_Equity and Affordability X Strong Infrastructure/Public Services
_Opportunities for Play and Learning _Engaged, Multi-Generational, Multi-Cultural Population
BACKGROUND:
Annually the City Council designates an official newspaper for publishing of legal notices and other required
publications. The City Charter Chapter 12, Section 10 and State Statute 331A addresses the requirements of a
legal newspaper, some of the requirements include that the newspaper:
• Be published at least twice a month.
• Be registered with the Secretary of State’s office.
• Be circulated in the political subdivision which it purports to serve .
• Have its known office of issue established in either the county in which it lies, or the political
subdivision which the newspaper purports to serve.
• File a copy of each issue immediately with the State Historical Society.
• Submit to the secretary of state by December 31 a filing containing the newspaper’s name, address of
its known office of issue, telephone number, and a statement that it has complied with all of the
requirements of this section and paid the fee.
• It shall annually designate a newspaper of general circulation in the city as the official paper in which
shall be published such measures and matters as are by the constitution and laws of this state required
to be so published, and such other matters as the council may deem it wise to have published in this
matter, or in lieu thereof it may establish a municipal publication, which shall then be the official
newspaper.
STAFF RECOMMENDATION:
City staff recommends moving forward with designating Life as the official newspaper for 2023. The bid from
Life indicates that the prices for publication and service details have a small increase of .25 cents per column
inch (for a total of $11.25 per column inch) per first insertion and .50 cents per column inch per subsequent
insertions (for a total of $7.50 per column inch) this is the first increase since a more intensive analysis was
completed for Council review and approval of the 2021 official newsp aper.
ATTACHMENT:
Life Newspaper Bid
65
Item 12.
66
Item 12.