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HomeMy WebLinkAbout06-10-2024 City Council Meeting Minutes CITY COUNCIL MEETING Mayor Amáda Márquez Simula Councilmembers Connie Buesgens Kt Jacobs Rachel James Justice Spriggs Interim City Manager Kevin Hansen City Hall—Council Chambers, 3989 Central Ave NE Monday, June 10, 2024 6:00 PM MINUTES The following are the minutes for the Meeting of the City Council held at 6:00 pm on Monday, June 10, 2024, in the City Council Chambers, City Hall, 3989 Central Avenue NE, Columbia Heights, Minnesota WELCOME/CALL TO ORDER/ROLL CALL Mayor Márquez Simula called the meeting to order at 6:00 pm. Present: Mayor Márquez Simula; Councilmember Buesgens; Councilmember Jacobs; Councilmember Spriggs; Councilmember James Also Present: Mitchell Forney, Community Development Coordinator; Kevin Hansen, Interim City Manager; Jesse Hauf, IT Director; Sara Ion, City Clerk; Scott Lepak, City Attorney; Charlie Thompson, Fire Department Chief; Laurel Deneen, City resident; Kiki Latham, City resident; Michele Petway, School Board Member; Corenia Smith, City resident MISSION STATEMENT Columbia Heights is a vibrant, healthy and connected City. We are here to actively support the community, deliver equitable services, build and strengthen connections, improve upon our past, and uphold our successes. We strive to be better and ensure Columbia Heights is a great place for everyone, today and in the future. PLEDGE OF ALLEGIANCE The Pledge of Allegiance to the Flag: "I pledge allegiance to the flag of the United States of America, and to the Republic for which it stands, one Nation under God, indivisible, with liberty and justice for all." APPROVAL OF AGENDA Mayor Márquez Simula requested to add a School Board update from Michele Petway as Item D under Proclamations, Presentations, Recognition, Announcements, Guests. Motion by Councilmember Buesgens, seconded by Councilmember James, to approve the Agenda as presented. All Ayes, Motion Carried 5-0. PROCLAMATIONS, PRESENTATIONS, RECOGNITION, ANNOUNCEMENTS, GUESTS A. Pride Month Proclamation. Mayor Márquez Simula proclaimed June 2024 as Pride Month and read the City’s proclamation. City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 2 Kiki Latham, City resident, accepted the proclamation, thanked the Council, and explained that the City has stepped up in diversity and inclusion. She added that pride is about the full acceptance of an individual. B. Gun Violence Awareness Day Proclamation. Mayor Márquez Simula proclaimed June 7, 2024, as Gun Violence Awareness Day, and Councilmember James read the City’s proclamation. Mayor Márquez Simula added that the Police Department has done a great job finding and removing guns from the street. The City has partnered with the School District and the Be Smart program. C. Juneteenth Proclamation. Mayor Márquez Simula proclaimed June 19, 2024, as Juneteenth Freedom Day and Councilmember Spriggs read the City’s proclamation. Corenia Smith, City resident, accepted the proclamation. She explained that Juneteenth is representative of the emancipation of African Americans as well as the ongoing struggle for equality and justice. She hoped that there could be recognition for the contributions the black community and the City have made towards shaping society. Juneteenth is not just a celebration, but a call to action. D. School Board Update – Michelle Petway Michelle Petway, School Board Member, stated the last day of school was June 6, 2024. She congratulated those who graduated as well as those who received scholarships. She noted that the school district was able to join in a Pow Wow and experience and celebrate Native American culture. The School Board has been working on the strategic plan and are gathering feedback from the community through surveys. There is a closed open enrollment at Highland Elementary for Kindergarten and 3rd grade. The Jamboree is coming up and will be at Huset Park at 6 pm. Ms. Petway mentioned that there are still openings for summer programs. The School Board holds regular meetings on the 2nd and 4th Tuesdays of every month which are recorded and live-streamed. The work sessions are not recorded or live-streamed but the public is welcome to come. The next work session will be on June 18, 2024, at North Park School for Innovation. Mayor Márquez Simula added that she will be attending a meeting with the School Superintendent and explained that the City and the school have a good working relationship. She gave a shout-out to the Police Department, Public Works Department, and Fire Department for helping out with graduation. CONSENT AGENDA City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 3 Mayor Márquez Simula requested that Item 6, “Approve City Manager Entering a 3-year Contract with Tyler Technologies for Enterprise Permit & License Software at $55,462 per year and $166,800 for Onboarding Professional Services,” be removed from the Consent Agenda for further discussion. Motion by Councilmember Jacobs, seconded by Councilmember Spriggs, to approve the Consent Agenda as presented with Item 6 removed for further discussion. All Ayes, Motion Carried 5-0. 1. Approve the May 28, 2024, City Council Meeting Minutes. MOTION: Move to approve the May 28, 2024, City Council Meeting minutes. 2. Approve the June 3, 2024, City Council Work Session Meeting Minutes. MOTION: Move to approve the June 3, 2024, City Council Work Session Meeting minutes. 3. Accept May 1, 2024, Library Board Minutes. MOTION: Move to Accept the Library Board minutes from May 1, 2024. 4. Accept May 6, 2024, Regular EDA Meeting Minutes. Motion: Move to accept the May 6, 2024, EDA meeting minutes. 5. Second Reading of Ordinance No. 1696, an Ordinance amending Chapter 9.106 General Development Standards (M) to establish Tree Preservation and Planting Standards. MOTION: Move to waive the reading of Ordinance No. 1696, there being ample copies available to the public. MOTION: Move to approve Ordinance Amendment No. 1696, an Ordinance amending chapter 9.106 General Development Standards (M) of the City Code of 2005 to establish Tree Preservation and Planting Standards, and direct staff to send the summary ordinance for publication in the legal newspaper. 6. Pulled from the Consent Agenda for further discussion “Approve City Manager Entering a 3-year Contract with Tyler Technologies for Enterprise Permit & License Software at $55,462 per year and $166,800 for Onboarding Professional Services.” 7. Approve City Manager Entering into a 3-year Contract with Avolve Software for Digital Plan Review Software at $17,600 per year and $20,000 for Onboarding Professional Services. MOTION: Approve City Manager Entering a 3-year Contract with Avolve Software for DigEplan digital plan review software at $17,600/year +3% YoY. MOTION: Approve a one-time cost of $20,000 for Onboarding Professional Services from Avolve Software. 8. License Agenda. MOTION: Move to approve the items as listed on the business license agenda for June 10, 2024, as presented. City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 4 9. Rental Occupancy Licenses for Approval. MOTION: Move to approve the items listed for rental housing license applications for June 10, 2024, in that they have met the requirements of the Property Maintenance Code. 10. Review of Bills. MOTION: Move that in accordance with Minnesota Statute 412.271, subd. 8 the City Council has reviewed the enclosed list to claims paid by check and by electronic funds transfer in the amount of $1,510,564.52. Mayor Márquez Simula noted that for Item 5, the City was not relaxing the standards of trees and was still pursuing the healthiest option for trees. The Ordinance is simply a change in how it was originally written. Interim City Manager Hansen agreed and added that there was a certain amount of soil that was required per the size of the tree. The requirement has been reduced slightly which is reflected in the Ordinance. ITEMS PULLED FROM THE CONSENT AGENDA 6. Approve City Manager Entering a 3-year Contract with Tyler Technologies for Enterprise Permit & License Software at $55,462 per year and $166,800 for Onboarding Professional Services. IT Director Hauf stated because the acquisition of this software involves multiple departments and areas of expertise, the IT Department took on the task of searching for the best software for the City that meets a balance of budget, staff, and citizen needs. After reviewing several software company’s offerings, the IT Department along with staff input from Community Development, Fire and Engineering chose Tyler for Enterprise Permit & License management and Avolve DigEplan for digital plan review software. IT Director Hauf added Enterprise Permit & License (EP&L) software provides an online portal for customers and City staff to apply for and manage building permits, CO, right-of-way, planning, zoning code enforcement, and business licenses. EP&L is fully integrated with GIS for easily accessing parcel data, Laserfiche for document retention, and payment methods such as Credit Cards and ACH. Tyler EP&L saves a considerable amount of staff time by automatically guiding customers through the various permits and licenses. EP&L then routes requests to the appropriate staff ensuring permits and licensing flow smoothly through the administrative approval process. Follow-up notifications are automated to customers and staff during definable points of the application process. IT Director Hauf mentioned that Tyler EP&L provides Citizen Request management that allows Citizens to submit requests and concerns online that can be automatically routed to the appropriate staff members. Requests can be reviewed and followed up on by City administration to ensure a high level of City-wide customer service. Staff can track and identify hot spots in the City requiring attention and development. Tyler’s software is completely customizable to our needs. The City has an on-staff GIS and Application Support Technician to support, improve and expand these software components in the long-term. The purchase of City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 5 EP&L and Digital Plan Review software is in line with the Council-adopted Strategic Technology Plan and the Sceins Study. Mayor Márquez Simula expressed her excitement to have transparency and the departments working more in sync. Councilmember James explained that the license and rental process takes a lot of time for City Staff and those who are applying and now everything will be streamlined. She added that the Council debated about the cost but acknowledged that the cost savings made it worthwhile. Mayor Márquez Simula noted that the money was in the budget and asked IT Director Hauf to explain that more. IT Director Hauf explained that the money for the project was from the building and inspections budget. Individual departments are budgeting for the ongoing costs for 2025. There will be a six- to eight-month rollout before it will be available online. Motion by Councilmember Jacobs, seconded by Councilmember Buesgens, to approve City Manager Entering a 3-year Contract with Tyler Technologies for Enterprise Permit & License Software at $55,462 per year. All Ayes, Motion Carried 5-0. Motion by Councilmember Jacobs, seconded by Councilmember James, to approve a one-time cost of $166,800 for Onboarding Professional Services from Tyler Technologies. All Ayes, Motion Carried 5-0. PUBLIC HEARINGS 11. Consideration of Resolution 2024-45, Revocation of the License to Operate Rental Units Within the City of Columbia Heights against the rental property at 4616 Tyler Street NE for failure to meet the requirements of the Residential Maintenance Codes. Fire Chief Thompson explained on April 5, 2024, inspectors from the City inspected the property. A compliance letter was mailed to the owner and listed the violations. On May 9, 2024, the City inspectors performed another inspection and noted that the violations remained uncorrected. A statement of cause was mailed to the property owner. On June 3, 2024, City inspectors checked the records on the property and noted that the violations remained uncorrected. Based upon said records of the Enforcement Office, the following conditions and violations of the City’s Property Maintenance Code were found to exist: a) Shall repair or replace ceiling sheetrock in laundry room (hole found). b) Shall repair hole in wall near rear entry door. c) Shall remove and discontinue the storage of combustible materials in hallways. Fire Chief Thompson stated all parties, including the License Holder and any occupants or tenants, have been given the appropriate notice of this hearing according to the provisions of the City Code. Councilmember Jacobs asked Fire Chief Thompson to clarify how large the holes are. Fire Chief Thompson replied that they are about the size of a fist. Councilmember Jacobs asked City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 6 to clarify the combustible materials. Fire Chief Thompson replied that the combustible materials were obstructing the egress windows. Councilmember James asked if the property owner had replied to the statement of cause letter that was mailed. Fire Chief Thompson replied that the property owner received the violations. Councilmember James asked if the property owner had contacted the City about the violations being corrected. Fire Chief Thompson replied that the last visit indicated that it was not corrected. He added that he asked his staff to pull up a running record from the last five years on the property and found 52 violations for the property. Mayor Márquez Simula noted that the combustible materials simply needed to be moved and asked if that had been completed. Fire Chief Thompson replied that the materials were not moved. Mayor Márquez Simula opened the public hearing. There were no public comments. Motion by Councilmember Buesgens, seconded by Councilmember Spriggs, to close the public hearing and waive the reading of Resolution 2024-45, there being ample copies available to the public. All Ayes, Motion Carried 5-0. Motion by Councilmember Buesgens, seconded by Councilmember Spriggs, to adopt Resolution 2024-45, being a Resolution of the City Council of the city of Columbia Heights approving revocation, pursuant to City Code, of the rental license listed. All Ayes, Motion Carried 5-0. ITEMS FOR CONSIDERATION Ordinances and Resolutions 12. Approval of Resolution 2024-46 Approving Anoka County HRA’s Affordable Housing Project. Community Development Coordinator Forney stated during the June EDA meeting, the commissioners received a presentation from the Anoka County HRA regarding a recent housing study that was conducted. On May 31st the Anoka County HRA (ACHRA) closed on the purchase of 1515 44th Ave NE, formerly known as Royce Place. Royce Place is a 50-unit assisted living building located on the Crest View Senior Living Campus. Royce Place has been vacant for several years leading Crest View to explore finding a buyer for the property. The ACHRA has purchased the property with the intent of converting the building to an approximately 26-unit affordable housing with services building. ACHRA staff have not completely solidified the full project scope, but they are looking for City approval to conduct affordable housing project within the City. This resolution does not approve a specific project. It officially recognizes the need for affordable housing within the city and allows the ACHRA to move forward with the project. The ACHRA requires City approval before they can take on any projects within a City’s jurisdiction. Further approvals and zoning reviews regarding the project will be brought before the council as the project moves forward. City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 7 Councilmember Buesgens noted that this kind of housing is desperately needed. She added her excitement that the County was purchasing the property and focusing on providing family units. Councilmember James agreed with Councilmember Buesgens' comments and added that Crestview was originally created to provide housing for those in need. She thanked the Board of Crestview for their support in the project as well as Anoka County's investment in the City. Mayor Márquez Simula expressed her excitement about the project. She added that the project allows more opportunities in the future. Motion by Councilmember Spriggs, seconded by Councilmember James, to waive the reading of Resolution 2024-46, there being ample copies available to the public. All Ayes, Motion Carried 5-0. Motion by Councilmember Spriggs, seconded by Councilmember James, to approve Resolution 2024-46, being a Resolution of the City Council of the city of Columbia Heights acknowledging the current shortage of housing for low- to moderate-income families, and authorizing the Anoka County Housing and Redevelopment Authority’s affordable housing project at 1515 44th Avenue NE. All Ayes, Motion Carried 5-0. Bid Considerations 13. Residential Water Meter Replacement Program: Installation Bids. Interim City Manager Hansen explained that in the years 1990 and 2000, the City initiated a water meter replacement program. Roughly 6,000 water meters were replaced during that time for residential properties and had a 20-year life. When a water meter reaches a certain life, it stops reading accurately. The City Council approved the Water Meter Replacement Equipment Purchase at their meeting on May 22, 2023. The purchase included 6,000 Sensus iPERL residential water meters with new radios from Core and Main. The City has recently taken delivery of a portion of this equipment and we are expecting to receive the remaining equipment in the next several weeks. Interim City Manager Hansen noted that City staff requested proposals from Core and Main and Vanguard Utility Service to install this equipment. In addition to installing the equipment, the installer would be required to perform cross-connection control inspections, inflow and infiltration inspections, and identify the service line material type at each meter installation location. Vanguard Utility Service declined to submit a proposal due to not having certified personnel to complete the cross-connection control inspections. Core and Main’s proposal was a joint proposal that includes their own team as project managers and the company HydroCorp as the installers/inspectors. Interim City Manager Hansen stated that the City originally budgeted for $1,000,000. The bid came in at $750,000. He noted that due to the age of the houses, it is important to make sure the connectivity will be compatible. There will also be additional costs City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 8 depending on the site conditions at each property. Core and Main provided unit pricing for the following items: Electrical jumper wire installation (for grounding): $40 per installation and freeze kits (where valves are not working or available): $220 per use. It will be determined at the time of the meter installation if a jumper wire or a freeze kit will be required, as a result, it is unknown how many of each of these will be required. Interim City Manager Hansen explained that if the Council approves the bid, it will allow Staff to provide the public with detailed information regarding what to expect and a timeline. Motion by Councilmember James, seconded by Councilmember Buesgens, to authorize the Mayor and City Manager to enter into an agreement with Core and Main for the replacement of residential water meters and radios based on their proposal of May 17, 2024 at the cost of $750,000 for the installation of approximately 6,000 Sensus iPERL water meters and radios, including unit costs of $40.00/each for furnishing and installing jumper wires; and $220/each for freeze kits. All Ayes, Motion Carried 5-0. Mayor Márquez Simula explained that this will help the Staff have more efficiency and be helpful for the City as well as the residents. She added that small leaks can cause older water meters to have a difficult time reading the water usage. She asked Interim City Manager Hansen to share more about that. Interim City Manager Hansen explained that the new meters would be more accurate and can pick up the low flow. Low flow can have an effect on residents’ water bills. In addition, the new meters would be able to alert the City if there is any unusual water flow and Staff can then contact customers. CITY COUNCIL AND ADMINISTRATIVE REPORTS Report of the City Council Councilmember Buesgens offered condolences to the family who lost a family member in the fire in the City. She thanked those who participated in the City garage sales and encouraged the community to get involved in garage sales and Buy Nothing groups in order to reduce the amount of waste. She added that she attended the Fire Department award night, the Columbia Heights Academy choir concert, and the Pow Wow that celebrated the high school graduates. She explained that she continues to volunteer with Blooming Sunshine Garden. She thanked those who planted the flowers at City Hall. Councilmember James stated she attended the Fire Department award night, a course with the League of Minnesota Cities, a lecture through the University of Minnesota Center for Urban and Regional Affairs, the Pow Wow for high school graduates, a webinar through the League of Minnesota Cities, a meeting with the Elder Voices advocacy director, the EDA meeting, the Council work session meeting, and the annual League of Women Voters meeting. Councilmember Jacobs noted that she attended a webinar on preventing the next pandemic, the Crossing to Success meeting, and the Fire Department award ceremony. She added that she facilitated three resident reach outs. City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 9 Councilmember Spriggs explained that he attended the Library Board meeting where they proposed to eliminate library card replacement fees. He added that he attended the LMC legislative recap and had a discussion with a number of Anoka County Commissioners about road safety on County roads. Mayor Márquez Simula congratulated all of the high school graduates. She stated she attended a Sister City preparation meeting for the September World War II memorial event, and will provide more information about that event in the future. A Gay Straight Alliance (GSA) prom was hosted at Murzyn Hall by the group “Hate is Wrong.” She mentioned that she attended a Mayor Monarch Pledge meeting with the library, the MnDOT corridor meeting, the Regional Council of Mayors meeting, an Operation Pollination meeting, a meeting at Valley View with their staff, the Fire Department award ceremony, and the bike giveaway with the Rotary and Police Department. She participated in the City-wide garage sale and did a Buy Nothing garage sale. She explained that the CoHi Con group accepts food donations and she delivered food to SACA. She added that she spoke at the High School’s civics class about being an elected leader. Report of the City Manager Interim City Manager Hansen noted that the Community Art and Info Fair is on June 20, 2024, at Huset Park West from 4-7 pm. There will be a table set up for the Safety Action Plan to gather input from the community. He pointed out that City Staff would not be establishing the appointments for the water meter program. The contracted company will be tasked with making appointments with residents. They will begin by mailing out postcards where residents can call and set up an appointment. The new water meters will be smart meters which will allow the City the ability to see if there are any unusual readings and contact the resident. The meters will be more accurate which means customers will be getting more accurate water bills. There will not be a direct cost to residents for the installation since it will be paid through the regular utility bill. Interim City Manager Hansen stated that the City’s office building will be closed on Juneteenth which is June 19, 2024. COMMUNITY FORUM Laurel Deneen, City resident, explained that she is on the Planning Commission and would like the City to look into tiny homes for the community. She added that she submitted a packet to City Planner Boucher which was compiled with a few of the Planning Commissioners and herself. She noted that she spoke with someone who wanted to put a tiny home on a property in Columbia Heights for their aging parents, but since they were not allowed to do so in the community, they looked elsewhere. She noted that the City is a multi-racial community and that being able to have tiny homes allows various cultures to have multi-generational living situations. She added that it is an important discussion to have. ADJOURNMENT Motion by Councilmember Jacobs, seconded by Councilmember Buesgens, to adjourn. All Ayes, Motion Carried 5-0. Meeting adjourned at 7:05 pm. City of Columbia Heights MINUTES June 10, 2024 City Council Meeting Page 10 Respectfully Submitted, ______________________________________ Sara Ion, City Clerk/Council Secretary