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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. 1 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. 2 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. 3 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 4 Item 1. 2020-2979 5 Item 1. 6 Item 1. 7 Item 1. 8 Item 1. 9 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. 10 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. 2 11 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 3 12 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. 0 13 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 14 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%. 15 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. 16 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. 17 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. 18 Item 1. 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 19 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 20 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 21 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. 22 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 63 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 64 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.