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HomeMy WebLinkAbout09-02-2025 City Council Work Session Packet CITY COUNCIL WORK SESSION Mayor Amáda Márquez Simula Councilmembers Connie Buesgens Rachel James Justice Spriggs Laurel Deneen City Manager Aaron Chirpich City Hall—Shared Vision Room, 3989 Central Ave NE Tuesday, September 02, 2025 6:00 PM AMENDED AGENDA AGENDA AMENDED ON 9/2/2025 TO ADD ADDITIONAL ITEM TO COUNCIL CORNER (CHANGES REFLECTED IN RED) ATTENDANCE INFORMATION FOR THE PUBLIC Members of the public who wish to attend may do so in -person, or by using Microsoft Teams Meeting at ID 271 361 336 2025, Passcode sd66JM7R. For questions, please contact Administration at 763-706-3610. 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. CALL TO ORDER/ROLL CALL Columbia Heights City Council and Staff Norms. While we are accountable to each other for these norms, the Mayo r and City Manager will help us adhere to them with respectful reminders and reinforcement as needed. WORK SESSION ITEMS 1. Group Ice Breaker. Presented by Mayor Márquez Simula What is one thing you are really proud of accomplishing? 2. Excel Energy: Community Relations Manager Erik Simonson. (30 Minutes) Presented by City Engineer / PW Director Kevin Hansen. 3. 4300 Central Development Update. (30 Minutes) Presented by City Manager Aaron Chirpich. 4. Overview of 2026 Proposed Budget (30 minutes.) Presented by Finance Director Joe Kloiber. 5. Renew Legislative Services Agreement with Lockridge, Grindal and Nauen P.L.L.P. (10 Minutes) Presented by City Manager Aaron Chirpich. 6. Polling Place Designations for 2026. (20 Minutes) Presented by City Manager Aaron Chirpich and City Clerk Sara Ion. 1 City of Columbia Heights AGENDA September 02, 2025 City Council Work Session Page 2 7. City Manager Performance Evaluation Format. (20 Minutes) Presented by City Manager Aaron Chirpich. 8. Council Corner. Presented by Mayor Márquez Simula. 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. 2 Columbia Heights City Council and Staff Norms While we are accountable to each other for these norms, the Mayor and City Manager will help us adhere to them with respectful reminders and reinforcement as needed. Behavioral Norms 1. We will assume others best intentions. 2. We will exercise humility. 3. We will praise publicly and criticize privately. 4. We will focus on the policy and not personalities. 5. We will do our best to de-escalate contentious interactions. 6. We will provide reasonable notice to the Mayor and City Manager of any changes or additions we wish to make at a Council meeting so that the Mayor is prepared to manage the meeting. 7. We will show respect for one another by: a. Paying attention to others when they are speaking. b. Not interrupting others. c. Listening to understand others, not simply to respond to them. d. Honoring each other in public and protecting one another in their absence. e. Not bullying others. Operational Norms 1. Council members and staff will respect the Mayor’s role to chair our meetings by: a. Waiting to be called on before speaking so that others can consider our contributions. b. The Mayor and City Manager will bring closure to policy discussions, public comment, and other similar “final word” situations. 2. Once a decision has been made by the Council, we will support the implementation of that decision even if we did not support the decision itself. 3. If Council has a request of staff, they will direct their request to the City Manager and the Division Director for coordination with staff unless the City Manager decides otherwise. 4. If Council has a question about a staff member, they will raise that with the City Manager privately before raising it publicly. 5. When Council is considering a topic, it is incumbent upon Council members to ask sufficient questions to ensure they are making informed decisions. 6. Council and staff will address each other by their titles when engaging each other in any official capacity and will use first names in informal settings. 3 ITEM: Group Ice Breaker. What is one thing you are really proud of accomplishing? DEPARTMENT: Administration BY/DATE: Mayor / August 28, 2025 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) _Community that Grows with Purpose and Equity _High Quality Public Spaces _Safe, Accessible and Built for Everyone _Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE SEPTEMBER 2, 2025 4 Item 1. ITEM: Excel Energy: Community Relations Manager Erik Simonson DEPARTMENT: BY/DATE: CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) _Community that Grows with Purpose and Equity _High Quality Public Spaces _Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community BACKGROUND Xcel Energy staffs a Community Relations Representative that acts as a first point of contact between Xcel Energy and Municipal agencies when questions or issues arise with Xcel Energy. Erik Simonson from Xcel is Columbia Heights Community Relations Manager. As Mr. Simonson has only been in that position for 3 months, staff invited him to the September work session for introductions and to discuss current issues. SUMMARY OF CURRENT STATUS The City has experienced power outages at various locations for a number of years. This is not necessarily uncommon for first ring suburbs where the distribution infrastructure has been in service for a longer period of time. The number of power outages or frequency has increased in 2025 in Columbia Heights. Erik will discuss activities that Xcel has been doing and what future efforts they will be taking to reduce and/or minimize the area power outages we have been experiencing. The City is also working on ordinance updates that enable the collection of fees under our franchise agreement. The collection of franchise fees is proposed from both Xcel and Centerpoint with a target starting date of first quarter 2026. STAFF RECOMMENDATION None – discussion only ATTACHMENT(S): Xcel Energy pdf CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE SEPTEMBER 2, 2025 5 Item 2. © 2025 Xcel Energy Inc. Manager; Community Relations ERIK SIMONSON 1 6 Item 2. © 2025 Xcel Energy Inc.2 7 Item 2. © 2025 Xcel Energy Inc. 3.8 million electric customers 2.2 million natural gas customers National leader Wind energy Energy efficiency Carbon emissions reductions Storm restoration 3 8 Item 2. © 2025 Xcel Energy Inc.4 9 Item 2. © 2025 Xcel Energy Inc.5 At Xcel Energy, we are committed to making energy work better for our customers, helping them thrive every day. .. .. 10 Item 2. © 2025 Xcel Energy Inc.6 100%Carbon-Free Electricity Net-Zero Natural Gas Zero-Carbon Transportation Safe Clean Reliable Affordable 11 Item 2. © 2025 Xcel Energy Inc.7 12 Item 2. © 2025 Xcel Energy Inc.8 13 Item 2. © 2025 Xcel Energy Inc.9 1.4 million electric customers 483,000 natural gas customers 99.98% electric reliability 14 Item 2. © 2025 Xcel Energy Inc.10 15 Item 2. © 2025 Xcel Energy Inc.11 16 Item 2. © 2025 Xcel Energy Inc.12 The company’s Upper Midwest Energy Plan includes significant new investments in battery energy storage systems, wind and solar power, and a natural-gas fired power plant, while extending the lives of Xcel Energy’s two carbon-free nuclear plants. 17 Item 2. © 2025 Xcel Energy Inc.13 18 Item 2. © 2025 Xcel Energy Inc.14 Affordable Saved Upper Midwest customers more than $2.58 billion since 2017 in avoided fuel costs and tax credits. Clean and renewable Fuel and water not required to generate electricity. No carbon dioxide or air emissions. Local Produces new local tax revenue. Creates jobs and new landowner revenue. 19 Item 2. © 2025 Xcel Energy Inc.© 2025 Xcel Energy Inc.15 Minnesota customers’ electricity generated by wind in 2005. Minnesota customers’ electricity generated by wind in 2024. Projected Minnesota customers’ electricity generated by wind in 2030. 20 Item 2. © 2025 Xcel Energy Inc.16 Sherco Solar is one of the largest Solar Projects in the region and will help meet customers’ needs while positively impacting the region’s economy. 21 Item 2. © 2025 Xcel Energy Inc.17 22 Item 2. © 2025 Xcel Energy Inc.18 23 Item 2. © 2025 Xcel Energy Inc.19 Accelerating Clean Energy Delivery By investing in clean energy generation and electrification programs, we’re helping create a sustainable future, aligning with customer aspirations and state-level policy goals. Customer-Focused Innovation and Value We are deepening our commitment to serve and support our customers’ needs efficiently and through a best-in-class customer experience, while keeping bills as low as possible. Expanding the Grid We are scaling our electrical system to meet growing demands, ensuring our customers have electricity when and where they need it –today, tomorrow and in the decades to come. Modernizing for Safety and Resilience We’re modernizing and hardening our grid to withstand increasing extreme weather events and national security threats, while ensuring continued safe operation. 24 Item 2. © 2025 Xcel Energy Inc.20 Investments will be made from 2025-2029 25 Item 2. © 2025 Xcel Energy Inc. “Xcel Energy’s five-year, $13.2 billion investment plan for North Dakota, South Dakota and Minnesota reflects our commitment to expand, strengthen and modernize our energy infrastructure to support the region’s growth, prosperity and economic development.” 21 26 Item 2. © 2025 Xcel Energy Inc.22 on the road in the areas we serve by 2050. in customer fuel savings annually by 2030. to drive an EV with Xcel Energy’s low, off-peak electricity prices. and 13% of our overall light-duty fleet as of 2024. 27 Item 2. © 2025 Xcel Energy Inc. Powering YOUR Community! 23 28 Item 2. © 2025 Xcel Energy Inc. Electricity 64,300 homes could be powered by the 495 gigawatt-hours saved. Enough energy saved since 1992 to avoid building 18 average-size power plants. Natural Gas 17,770 homes could be served by the 1,332,727 dekatherms saved. 24 Energy Efficiency Programs 29 Item 2. © 2025 Xcel Energy Inc.25 $1.2 billion in spending with local suppliers. $194 million in property taxes. $6.4 million in community investments. 35,500 volunteer hours from 1,600 employees. 30 Item 2. © 2025 Xcel Energy Inc.26 STEM Career Pathways $727,500 to 48 organizations to expand STEM education and opportunities that connect existing talent to STEM careers. Environment $315,000 to 26 organizations to minimize environmental impacts and protect air, water, and land. Community Vitality $932,300 to 80 organizations to build community strength, advancing economic and cultural prosperity. Volunteers $1.2 Million in economic impact for 490 nonprofits served by Xcel Energy employees. Employee Giving $1 Million Donated by employees and retirees for matching gifts and Power Your Purpose Campaign. Scholarships $800,000 supporting higher education opportunities for students. 31 Item 2. © 2025 Xcel Energy Inc.27 10% of employees are veterans Best for Vets employer by Military Times. Beyond the Yellow Ribbon Employer. Employer Support of the Guard and Reserve recognition:Seven Seals Award, Pro Patria Award, Above and Beyond Award, Patriot Award. Dept. of Labor HIRE Vets Medallion Program Award. Military Friendly Employer. U.S. Army's Partnership for Youth Success Employer Partner. Vets Ready Employer. 32 Item 2. © 2025 Xcel Energy Inc.28 33 Item 2. xcelenergy.com © 2025 Xcel Energy Inc. ERIK SIMONSON Erik.Simonson@xcelenergy.com 29 34 Item 2. ITEM: 4300 Central Development Update DEPARTMENT: Administration BY/DATE: City Manager / August 27, 2025 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) _Community that Grows with Purpose and Equity X High Quality Public Spaces _Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community BACKGROUND: In July of 2021, The City partnered with Alatus LLC, to acquire the priority redevelopment site at 4300 Central Avenue NE. To facilitate the acquisition and preparation of the property, the City made a bridge loan that allowed Alatus to purchase the property and demolish the existing buildings. To provide the loan, the City issued Taxable General Obligation Temporary Tax Increment Bonds (Series 2021A), in the amount of $5,935,000. The original maturity date of this bond issuance was February 1, 2024. Ultimately, the project stalled due to post-pandemic global economic strains and subsequent rising interest rates. This left Alatus unable to begin phase one construction and repay the loan/bonds in time. To account for this and extend the repayment timeline, the City issued a new series of bonds (2023A) in the amount of $6,615,000 in late 2024. These bonds were used to refund the Series 2021A bonds and a new amended loan was provided to Alatus. The new bond issuance was $680,000 more than the first to account for closing costs and capitalized interest. The new loan maturity date was set for July 31, 2025, and the new bond maturity date is February 1, 2026. In addition to financially facilitating the acquisition of 4300 Central Avenue, the City established the Alatus Redevelopment Tax Increment Financing District in 2021. This district was created to offset qualified costs of development including land/building acquisition, public improvements, utilities, and demolition. The only qualified expenditures completed to date are site acquisition and demolition. This is of important note because state statutes require that all TIF eligible development activity be finished within a five-year period that begins with the certification of the district. The five-year expiration date for completion of eligible activity in the Alatus TIF district is August 3, 2026. Following the federal elections at the end of 2024, economic uncertainty has persisted, and interest rates have not lowered. These factors continue to make it difficult to finance the development of new market rate high - density housing in Minnesota and across the Country. Despite these headwi nds, Alatus has been working to develop new funding options and strategic partnerships. With these new partnerships still evolving, Alatus will not be able to close on construction financing for phase one of the project before the maturity date of the current bond debt. Therefore, the City must develop a strategy with Altus to stabilize the project and create the time and space necessary to develop the site in a manner consistent with the current vision. CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION ITEM MEETING DATE SEPTEMBER 2, 2025 35 Item 3. City of Columbia Heights - Council Letter Page 2 SUMMARY OF CURRENT STATUS: The Council last received an update on this project at the May 5, 2025, work session. At that meeting, the following steps were identified as crucial to the progression of the project and partnership with Alatus:  Modify the loan agreement with Alatus, as the maturity date of the loan was July 31, 2025, and Alatus could not make this deadline.  Determine what bond refunding strategies are available and execute a plan to ensure that the City and Alatus are prepared to repay the Series 2023A bonds by February 1, 2026 and is sue new debt in place of the 2023A Series, or make plans to close on phase one financing by the same deadline.  Prepare a plan to present a bill to the MN legislature during the 2026 session requesting special legislation for an extension of the five-year deadline related to the completion of TIF eligible site improvements. Since the May 5 work session, the following actions have taken place:  The City has executed a modified loan agreement with Altus extending the repayment deadline to December 15, 2025.  It has been determined that Alatus will not close on construction financing for phase one of the project by the bond maturity deadline of February 1, 2026. Therefore, staff have worked with Alatus and the City’s bond counsel and public finance consultants to determine what bond refinancing options are available to the City and Alatus.  Staff have engaged the City’s lobbyist team and LGN to begin preparation for a bill to be presented during the 2026 legislative session that will request an extension for the completion of TIF eligible improvements within the Alatus TIF district. NEXT STEPS AND STAFF RECOMMENDATIONS: As indicated above, it has been determined that Alatus will not be able to close on phase one project financing before the maturity date of the current bonds. Therefore, the City and Alatus must select a refinancing option that is manageable for both parties. Additionally, the terms of the loan agreement will have to be amended to meet newly established timelines. To this end, the project team has narrowed its focus to the issuance of general obligation TIF bonds. This option provides a varying degree of term limit options ranging from 10 to 23 years. This type of bond, like the current bonds, allows for the capitalization of interest for up to three years. In other words, the City and Alatus can fund interest costs with bond proceeds. Although term limits for the bonds can extend as far as 23 years (recommended option), it is expected that the project will close on phase one financing within the next two years. Therefore, staff are seeking bonds with an “early call” option, meaning they can be repaid before the maturity date without penalty. When considering the capitalization of interest, it is important to ensure that any debt added to the project does not result in a total debt load that exceeds the land value when the bonds are pa id off. Within the context of this mixed-use project, land value is a derivative of housing density. In other words, the project will need to develop a certain number of housing units to support the cost. For 4300 Central, the project team has 36 Item 3. City of Columbia Heights - Council Letter Page 3 assigned a per unit land value of $16,500. This is a number consistent with similar multifamily projects in Columbia Heights and the region. To establish the density necessary for a viable project, the land value or total cost is divided by $16,500 to determine the total units required. The current concept plan for the site includes a mix of housing types and densities with a range of 500 -700 housing units. If the project was developed at the lower end of this range, the site would yield a value of $8,250,000 ($16,500 X 500). For note, the current bond payoff amount in February of 2026 is $6,520,000. At this cost, the site would require the development of 395 units to be viable ($6,520,000 / $16,500). With these economic considerations in mind, the project team has been working on a recommended bond refinance plan that would capitalize interest until February of 2029 (the maximum duration allowed by bond covenants). With a 23-year term at 6.47% interest, this strategy would add approximately $1,230,000 of additional interest debt to the project, for a total cost of $7,750,000. This cost would require roughly 470 housing units to be developed for a viable project ($7,750,000 / $16,500). Staying below the current minimum density projections for the site will give the City a buffer against borrowing and loaning too much against the site’s value. This strategy also provides an additional two years for the project to stabilize and close the construction financing for phase one. With this plan in mind, it is important for the City to understand what its options are under the worst -case scenario outcome, which would be a circumstance where Alatus fails to repay its loan to the City and the City takes the land back. Under this scenario, the City would have to make plans in 20 28 to begin repayment of the bonds, as capitalization of interest would not be an option. If this were to happen, the City would plan for bond principal and interest payments to begin in February 2029. Annual principal and interest payments are projected to be $657,114. To make these payments, the City would have to increase its general levy. The tax impact to residents under this scenario is modeled in the table below: Home Value Annual Cost Monthly Cost $200,000 $58 $4.87 $259,800 (Citywide median) $81 $6.73 $300,000 $96 $7.97 $350,000 $114 $9.52 $400,000 $133 $11.07 It is important to note that under the worst-case scenario outlined above, the City retains ownership of the property and can recapture its costs related to the investment. The annual principal and interest payments of $657,114 would stop upon sale of the property for redevelopment. SUMMARY: The City’s journey to transform 4300 Central Avenue into a vibrant, high -density mixed-use development has tested the City’s resilience, creativity, and commitment to its long-term vision for the site. Since partnering with Alatus in 2021, the City has stepped up as both a financial and strategic partner, navigating the uncertainty of a post-pandemic economy and volatile interest rate climate. Despite stalled construction and persistent economic headwinds, the City and Alatus have not wavered. The City has demonstrated leadership by adapting financing strategies, extending timelines, and initiating legislative efforts to preserve long-term redevelopment viability. These proactive steps, including bond refinancing, loan renegotiation, and preparing for special legislation, reflect the City’s intent: to keep the project viable and aligned with the community’s 37 Item 3. City of Columbia Heights - Council Letter Page 4 goals. Should the unexpected occur, the City is considering responsible contingency plans with a projected path that keeps costs in line with the land value and housing targets needed by the region. 38 Item 3. ITEM: Overview of 2026 Proposed Budget (30 minutes.) DEPARTMENT: Finance BY/DATE: Joseph Kloiber, Finance Director, 08/25/2025 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) X Community that Grows with Purpose and Equity X High Quality Public Spaces X Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking X Resilient and Prosperous Economy X Inclusive and Connected Community BACKGROUND This presentation by the Finance Director will draw on the information on pages 1-7 of the City Manager’s 2026 Proposed Budget and the factors influencing the proposed budget. This proposed budget was distributed to the City Council on August 25th and is available to the public within the Finance Department page of the City website. In contrast to many prior years, most of the changes to operating expenses for 2026 are not new items but are merely the incorporation into the ongoing budget various items already considered in detail by the City Council and implemented during 2025. Some examples of this include the current labor contract rates, the addition of a Code Enforcement Officer, and the expansion of management staffing in the police and public works divisions. At the same time, there are long-term financial planning considerations for capital and debt service activities that will begin in 2026 and have significant impact in budget years after 2026. Consequently, more presentation time will be allotted to these matters than in prior years. A key element to sound annual budgeting is to do it within a multi-year frame of reference. SUMMARY OF CURRENT STATUS Under state statute, the City Council must adopt a proposed property tax levy by September 30 th or the proposed tax levy for next year is set equal to the current year tax levy by default. A draft copy of resolution 2025-068 to approve the proposed 2026 budget and tax levy is included at pages 11-12 of the City Manager’s 2026 Proposed Budget. The proposed tax levy can be reduced at the December 8th final meeting of 2025, but it cannot be increased after September 30th. STAFF RECOMMENDATION Staff recommends including resolution 2025-068 in the agenda for the September 22nd City Council Meeting. ATTACHMENT(S) None CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION ITEMS MEETING DATE 09/02/2025 39 Item 4. ITEM: Renew Legislative Services Agreement with Lockridge, Grindal and Nauen P.L.L.P DEPARTMENT: Administration BY/DATE: City Manager / August 26, 2025 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) X Community that Grows with Purpose and Equity X High Quality Public Spaces _Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community BACKGROUND: In November of 2023, the City contracted with the law firm Lockridge, Grindal and Nauen (LGN) to provide professional lobbyist representation for the City during the 2024 legislative session. The initial contract with LGN was for a 12-month period. The primary focus for the City during the 2024 legislative session was to secure bond (grant) funding for the construction of a new Municipal Service Center (MSC). Over the course of the year, LGN helped the City draft and submit a bonding bill requesting $12M fr om the state to cover roughly 50% of the estimated cost of construction for a new MSC, and they also helped draft a bill requesting sales tax exemption and reimbursement for taxes spent on construction materials for the new City Hall. During the 2024 session, LGN advocated for the City’s bonding request and sales tax exemption bill, and they also helped the City secure a spot on the MN House of Representatives fall bonding tour. In October of 2024, the City renewed its contract with LGN for an additional 12-month period in preparation of the 2025 legislative cycle. During the 2025 cycle, LGN represented the City on the same initiatives listed above. Ultimately, the State failed to pass a comprehensive bonding bill in 2024 and 2025, and the City was not successful in securing the requested sales tax exemption/reimbursement. This outcome is not uncommon, as many cities must make multiple attempts over a few years to garner support for large projects before securing financial support from the State. The Council has directed staff to continue the City’s pursuit of bond funding for a new MSC, and the sales tax exemption. In addition to a renewed focus on the MSC funding request and sales tax exemption in 2026, the City will also need to consider submitting a bill requesting special legislation related to the Rainbow site tax increment financing district. In 2021, the City established a redevelopment TIF district to offset qualified costs of development at the 4300 Central Avenue redevelopment site. To date, the only TIF qualified expenditures completed are the acquisition of the site itself and demolition of the buildings that used to occupy the site. State statues require that all TIF eligible development activity be finished within a five -year period that begins with the certification of the district. The five-year expiration date in the Alatus TIF district is August 3, 2026. To extend this timeframe and ensure that additional future costs (public improvements /infrastructure) are TIF eligible, the City will have to work with the legislature for approval of an extension. This extension can only be granted through special legislation. CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION ITEM MEETING DATE SEPTEMBER 2, 2025 40 Item 5. City of Columbia Heights - Council Letter Page 2 SUMMARY OF CURRENT STATUS: The current contract with LGN is set to expire at the end of October. LGN has full knowledge of the MSC request and is prepared to carry the City’s current momentum into the 2026 session. LGN has proposed the same rate for services as last year’s contract, $40,000 for 12 months of representation, or $3,333/month. STAFF RECOMMENDATION: With the goals listed above in mind, staff recommend renewing the contract with LGN for representation during the 2026 legislative session. If the Council agrees with this approach, staff will bring the contract renewal to the Council for approval at the second regular Council meeting in September. ATTACHMENT(S): None, discussion only. 41 Item 5. ITEM: Polling Place Designations for 2026. DEPARTMENT: Administration BY/DATE: City Manager/City Clerk / August 26, 2025 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) _Community that Grows with Purpose and Equity _High Quality Public Spaces X Safe, Accessible and Built for Everyone _Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy X Inclusive and Connected Community BACKGROUND In late 2024, Columbia Heights Public Schools reached out to the City to express their desire to make polling place changes following the 2024 elections. The request stemmed from an incident reported by the school district regarding an individual that went beyond a designated voting area at Highland Elementary school during the 2024 primary election. Additionally, the district notes that elections are generally disruptive to school operations. Because of these reasons, the district passed a resolution in late 2024 seeking to consolidate polling locations within the district network. Specifically, the district would like to close the polling places at Valley View Elementary and Highland Elementary and relocate voters from these polling places to the High School by utilizing the City owned Hylander Gym, and the adjacent District owned gym. The City’s Hylander Gym currently serves as a polling place for Precinct 4. The requested consolidation would merge three polling locations into one site (across two gymnasiums). City staff are sensitive to the safety and operational concerns of the district. However, the ultimate decision to make changes to polling locations lies with the City, as the election administrator for all local, state, and federal elections on behalf of Anoka County. The passing of a resolution by the district does not constitute a formal change to polling locations. Rather, there is a process outlined in state statute. From a staff perspective, it is important that the Council understand the full ramifications of the request by the district before any changes to polling locations are made for 2026. The City Council has designated eight polling places for approximately 12,500 registered voters for federal, state and municipal elections. Voter turnout for even numbered presidential election years is approximately 85% and even numbered nonpresidential election years tend to average lower at 65% voter turnout. Currently there are three polling places located at City owned locations, three at church locations and two at school district locations. All Columbia Heights polling places are separated from other activities that occur within the building and have separate accessible entrances in compliance with state statute. There are many factors outlined in state statutes regarding how a municipality establishes voting precincts and the location of polling places, with three primary concerns: CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE AUGUST 4, 2025 42 Item 6. City of Columbia Heights - Council Letter Page 2  The first consideration is to make sure that a precinct does not include more than one legislative district. Columbia Heights has two state legislative districts, Precincts 7 and 8 fall into Legislative District 39A and Precincts 1-6 fall into Legislative District 39B.  The second consideration is locating a polling place within a precinct or within one mile of the precinct (if within the twin cities metro).  The third consideration is accessibility as federal and state laws require that all polling places be accessible and usable by elderly voters or voters with disabilities. In the Cities’ one hundred plus year history, there have been anywhere from four to eleven precincts, with corresponding polling places within those precincts for voters to utilize. In 1932, four precincts were established, and in 1956 that number expanded to seven with the passing of Resolution 1956 -137. The number of precincts further grew to 11 in 1972 with the passing of Resolution 1972-40 and balanced out to the current 8 precincts in 1993 with the passing of Resolution 1993-018. Precincts and polling places remained relatively static (with some change within the precinct of the polling location) until 2022 when there were two separate state legislative districts created based on census data with the passing on Resolution 2022-30. Columbia Heights’ priority is to place polling places in locations that are welcoming to the City’s diverse residents, easily accessed by multimodal transit options and meet all state statutes for barrier free accessibility for disabled and elderly residents. One additional standard that is also followed is utilizing school district sites only when necessary (i.e. when there are no other accessible public buildings within one mile of the precinct). The required availability of school district locations is codified in state statute, as schools are often the only locations in a precinct that meet the standards mentioned above. City staff have partnered with school district staff to continually reduce the number of polling places that may impact school operations. As such, staff have been able to shift some precincts away from school district properties since the first City precincts were established. Previous to the 2020 election year, Highland Elementary was designated as the polling place for Precincts 4 and 6 and Valley View Elementary School was designated as the polling place for Precincts 7 and 8. In June 2020, to reduce the number of voters directed to the school and to give additional room for voters to social distance, the polling place for Precinct 6 was moved to the City owned Hylander Center with the polling place for Precinct 4 remaining at Highland Elementary School. The polling place for Precinct 8 moved to Christ Life Church and the polling place for Precinct 7 remained at Valley View Elementary. SUMMARY OF CURRENT STATUS AND RECOMMENDATIONS In 2020 when the shift for polling places for Precincts 4/6 and 7/8 occurred there were no other reasonable available options found for Precincts 4 and 7 polling locations to be moved out of the schools (Resolution 2020-52). The school district locations remain the most identifiable, accessible and neutral locations for voting in the City of Columbia Heights. There are currently no alternate public or private buildings within the City to utilize as polling places in the northern part of the City.  Legislative District 39A (Precincts 7 and 8). The district has requested that Precinct 7 be removed from Valley View Elementary. Precincts 7 and 8 cannot be combined with any other precinct in the City because of legislative boundary concerns (keeping legislative districts separated by polling places). Currently, Precinct 8’s polling location is 43 Item 6. City of Columbia Heights - Council Letter Page 3 located at Christ Life Church. This church location cannot accommodate another 1,300 voters (more than double) if Precinct 7 were to be shifted there and out of Valley View Elementary. The small footprint of the church building and parking lot cannot sustain a 100% increase in voters while also remaining accessible to handicapped and disabled voters. Currently the polling place at Christ Life requires that a wheelchair ramp is rented and placed during each election to make the entrance accessible and to bring this polling place into compliance. To help keep pressure off Christ Life Church, the district has offered the use of their Gym at the Hylander center as a polling location. The problem with this solution is that it would combine voters from two legislative districts into the same general polling location at the High School. Considering these circumstances, staff recommend keeping the current arrangement for polling locations for Precincts 7 and 8.  Utilizing City Hylander Center as a Combined Polling Place for Precincts 4 and 6. The District has requested that the City Combine Precinct 4 and 6 into one polling location at the City’s Hylander Center Gym. This request would create a large influx of voters causing approximately 3,000 voters to utilize the same physical space, representing a significant deviation from the recommended 1,500 voter limit per precinct/polling place imposed by the state. The City’s Hylander Center is not designed in a way that is conducive to hosting this influx of voters or creating two equally accessible polling places within the same divided gymnasium. Placing 3,000 potential voters in the same footprint could lead to accessibility concerns, confusion, and longer waiting times to vote. Instead of combining Precincts 4 and 6 into the City’s Hylander Center, it is recommended that Precinct 4 be moved from Highland Elementary to the District’s Hylander gym directly adjacent to the City gym at the High School. This move would eliminate one district location while allowing the City to more evenly distribute voters in a manner consistent with state guidance. STAFF RECOMMENDATION AND NEXT STEPS Staff believe that the recommendations outlined above seek to find a middle ground solution what works best for all parties. If this solution is agreeable with the Council, staff will inform the District of the City’s intent and begin taking the steps necessary to formally change polling locations for the upcoming 2026 election cycle as outlined. ATTACHMENT(S) School District Correspondence Election Precinct / Polling Place Informational Power Point MN State Statute 204B.14, 204B.16, 204B.175 44 Item 6. 45 Item 6. CITY OF COLUMBIA HEIGHTS PRECINCT & POLLING LOCATION INFORMATION 46 Item 6. Precinct Geographic area into which a municipality is divided for the purpose of voting. Governing body for the municipality sets boundaries. Precincts must not cross legislative or congressional district lines. Boundaries must follow clear, identifiable physical features or property lines and be compatible with census geography. Municipalities may create as many or as few precincts as suits the community. Precincts are not tied to population size. However, precincts sized much beyond 1,500 registered voters become difficult to manage. Defines who you can vote for based on your residence (i.e., council, school board or state representatives) Precinct boundaries are used to organize voter registration rolls and assign those voters a specific ballot (i.e. voters in different precincts within the city will receive different ballots, some with different state level races). WHAT IS THE DIFFERENCE BETWEEN A PRECINCT AND POLLING LOCATION 47 Item 6. Polling Location Physical location within a precinct where voters go to cast their ballot. Once designated by municipality a polling place must remain in effect until the governing body officially changes it. Must meet accessible standards for elderly and disabled voters. (i.e. curb cut outs or ramps at entrance, accessible interior flow with no barriers, designated handicap parking). Can be a school, church, community center or other public building. A single polling place serves only one precinct. On Election Day, your assigned polling place is where you must go to vote in person unless you are voting by mail or absentee. If a polling place changes the governing body must mail a notice to every household in the precinct and post at the closed polling place on election day. WHAT IS THE DIFFERENCE BETWEEN A PRECINCT AND POLLING LOCATION 48 Item 6. Minnesota Statutes on Precincts §204B.14 –Defines precincts. The governing body of each municipality shall establish the boundaries of the election precincts in the municipality. §205A.11 –Applies to school district precincts and polling places. School elections must follow established precinct boundaries. Permits combined polling places for school board elections when no other election overlaps. (This is allowed because in these odd numbered/special election voting years there is approximately 20% voter turn out and the ballots for all precincts in the school district have the same races). STATE STATUTE 49 Item 6. Minnesota Statutes on Polling Places §204B.16 –Governs designation and location of polling places. •Municipalities designate a polling place by ordinance/resolution. •Must be located within the precinct (or within 1 mile in metro area). •Mandates accessibility standards for the elderly and disabled (e.g. 32″ doorways, ramps). •Every statutory city, home rule charter city, county, town, school district shall make their facilities, including parking, available for the holding of city, county, school district, state, and federal elections. •Appropriate facility sufficient in size to accommodate all election activities and be separated from other activities within the building. §204B.18 –Specifies equipment and layout in polling places: •Requires enough voting booths/stations based on precinct size, at least one accessible station, private voting setup, ballot boxes in public view, and seating/writing surfaces. STATE STATUTE 50 Item 6. STATE LEGISLATIVE DISTRICTS IN COLUMBIA HEIGHTS (39A &39B) 51 Item 6. HISTORY OF PRECINCTS AND POLLING LOCATIONS IN COLUMBIA HEIGHTS Current Precincts and Polling Locations (Est.by Resolution 2021-105 Polling Locations, 2022-30 Precinct Boundaries) 52 Item 6. HISTORY OF PRECINCTS AND POLLING LOCATIONS IN COLUMBIA HEIGHTS 1932: 4 precincts established. 1956: Resolution 1956-137, expanded the number of precincts from 4 to 7. 1965: Resolution 1965-50, establishing 10 precincts. 1972: Resolution 1972-40, establishing 11 Precincts (due to legislative and senate redistricting based on census) . 1976: Resolution 1976-65, establishing 9 precincts. 1993: Resolution 1993-018, establishing 8 precincts. 2002: Resolution 2002-31, precinct redistricting (post census). 2012: Resolution 2012-23, precinct redistricting (post census). 2022: Resolution 2022-30, precinct redistricting (post census). 53 Item 6. REGISTERED VOTER / BALLOTS CAST BY PRECINCT Tuesday, November 3, 2020 Precinct Precinct Precinct Precinct Precinct Precinct Absentee Absentee Absentee Absentee Absentee Election Judges Voting Booths Regis @ 7 am Election Day Registran ts Signature s on Roster # Ballots Counted Election Day Regis AB Voters Rejected Regular/ Military/ Overseas Federal Total Accepted Absentee Ballots Total Persons Voting Turnout COUNTY-WIDE 1,391 1,562 228,514 10,243 94,076 94,076 7,631 1,321 117,739 190 117,940 212,016 92.78% COLUMBIA HEIGHTS P1 12 12 2172 95 614 614 81 13 1290 6 1296 1,910 87.94% COLUMBIA HEIGHTS P2 13 13 1619 67 536 536 51 12 891 2 893 1,429 88.26% COLUMBIA HEIGHTS P3 12 9 1522 72 416 416 53 8 932 6 938 1,354 88.96% COLUMBIA HEIGHTS P4 12 13 1805 103 602 602 68 14 956 5 961 1,563 86.59% COLUMBIA HEIGHTS P5 13 12 1584 47 485 485 50 21 938 1 939 1,424 89.90% COLUMBIA HEIGHTS P6 13 13 1244 34 385 385 44 5 778 3 781 1,166 93.73% COLUMBIA HEIGHTS P7 13 13 1469 58 492 492 41 12 796 0 796 1,288 87.68% COLUMBIA HEIGHTS P8 13 10 1386 71 503 503 35 8 752 0 752 1,255 90.55% Tuesday, November 8, 2022 Precinct Precinct Precinct Precinct Precinct Precinct Absentee Absentee Absentee Absentee Absentee Election Judges Voting Booths Regis @ 7 am Election Day Registran ts Signature s on Roster # Ballots Counted Election Day Regis AB Voters Rejected Regular/ Military/ Overseas Federal Total Accepted Absentee Ballots Total Persons Voting Turnout COUNTY-WIDE 1,313 1,683 231,728 6,470 121,886 121,886 968 296 35,210 28 35,238 157,124 67.81% COLUMBIA HEIGHTS P1 12 13 2052 70 877 877 6 3 290 2 292 1,169 56.97% COLUMBIA HEIGHTS P2 13 10 1761 40 804 804 8 6 249 0 249 1,053 59.80% COLUMBIA HEIGHTS P3 12 8 1433 54 708 708 3 4 230 3 233 941 65.67% COLUMBIA HEIGHTS P4 12 15 1681 43 624 624 2 5 227 1 228 852 50.68% COLUMBIA HEIGHTS P5 12 13 1509 44 727 727 15 6 284 0 284 1,011 67.00% COLUMBIA HEIGHTS P6 12 13 1208 32 653 653 8 3 243 0 243 896 74.17% COLUMBIA HEIGHTS P7 14 13 1197 29 593 593 5 3 166 0 166 759 63.41% COLUMBIA HEIGHTS P8 11 10 1312 41 660 660 2 2 180 0 180 840 64.02% Tuesday, November 5, 2024 Precinct Precinct Precinct Precinct Precinct Precinct Absentee Absentee Absentee Absentee Absentee Election Judges Voting Booths Regis @ 7 am Election Day Registran ts Signature s on Roster # Ballots Counted Election Day Regis AB Voters Rejected Regular/ Military/ Overseas Federal Total Accepted Absentee Ballots Total Persons Voting Turnout COUNTY-WIDE 1,429 1,909 238,656 13,454 126,175 126,175 4,629 955 85,198 179 85,377 211,552 88.64% COLUMBIA HEIGHTS P1 12 15 2021 141 1021 1021 41 11 554 2 556 1,577 78.03% COLUMBIA HEIGHTS P2 14 13 1818 119 920 920 37 10 535 2 537 1,457 80.14% COLUMBIA HEIGHTS P3 11 11 1562 46 834 834 31 12 482 4 486 1,320 84.51% COLUMBIA HEIGHTS P4 12 12 1678 120 795 795 29 5 458 3 461 1,256 74.85% COLUMBIA HEIGHTS P5 12 11 1481 71 725 725 35 10 545 2 547 1,272 85.89% COLUMBIA HEIGHTS P6 15 12 1219 51 634 634 23 6 444 3 447 1,081 88.68% COLUMBIA HEIGHTS P7 12 13 1233 83 707 707 15 4 329 0 329 1,036 84.02% COLUMBIA HEIGHTS P8 11 9 1302 87 735 735 25 13 361 1 362 1,097 84.25% 54 Item 6. 204B.14 ELECTION PRECINCTS.​ Subdivision 1.Boundaries.The governing body of each municipality shall establish the boundaries of​ the election precincts in the municipality. The governing body of a county shall establish the boundaries of​ precincts in unorganized territory in the county. Except as provided in subdivision 3, a governing body may​ change the boundaries of any election precinct which it has established.​ Subd. 1a.Legislative policy.It is the intention of the legislature to complete congressional and legislative​ redistricting activities in time to permit counties and municipalities to begin the process of reestablishing​ precinct boundaries as soon as possible after the adoption of the congressional and legislative redistricting​ plans but in no case later than 25 weeks before the state primary election in the year ending in two.​ Subd. 2.Separate precincts; combined polling place.(a) The following shall constitute at least one​ election precinct:​ (1) each city ward; and​ (2) each town and each statutory city.​ (b) A single, accessible, combined polling place may be established no later than November 1 if a​ presidential nomination primary is scheduled to occur in the following year or May 1 of any other year:​ (1) for any city of the third or fourth class, any town, or any city having territory in more than one county,​ in which all the voters of the city or town shall cast their ballots;​ (2) for contiguous precincts in the same municipality;​ (3) for up to four contiguous municipalities located entirely outside the metropolitan area, as defined​ by section 200.02, subdivision 24, that are contained in the same county; or​ (4) for noncontiguous precincts located in one or more counties.​ Subject to the requirements of paragraph (c), a single, accessible, combined polling place may be​ established after May 1 of any year in the event of an emergency.​ A copy of the ordinance or resolution establishing a combined polling place must be filed with the county​ auditor within 30 days after approval by the governing body, and the county auditor must provide notice​ within ten days to the secretary of state, in a manner and including information prescribed by the secretary​ of state. A polling place combined under clause (3) must be approved by the governing body of each​ participating municipality. A polling place combined under clause (4) must be approved by the governing​ body of each participating municipality and the secretary of state and may be located outside any of the​ noncontiguous precincts. A municipality withdrawing from participation in a combined polling place must​ do so by filing a resolution of withdrawal with the county auditor no later than October 1 if a presidential​ nomination primary is scheduled to occur in the following year or April 1 of any other year, and the county​ auditor must provide notice within ten days to the secretary of state, in a manner and including information​ prescribed by the secretary of state.​ The secretary of state shall provide a separate polling place roster for each precinct served by the​ combined polling place, except that in a precinct that uses electronic rosters the secretary of state shall​ provide separate data files for each precinct. A single set of election judges may be appointed to serve at a​ combined polling place. The number of election judges required must be based on the total number of persons​ voting at the last similar election in all precincts to be voting at the combined polling place. Separate ballot​ boxes must be provided for the ballots from each precinct. The results of the election must be reported​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 204B.14​MINNESOTA STATUTES 2024​1​ 55 Item 6. separately for each precinct served by the combined polling place, except in a polling place established​ under clause (2) where one of the precincts has fewer than ten registered voters, in which case the results​ of that precinct must be reported in the manner specified by the secretary of state.​ (c) If a local elections official determines that an emergency situation preventing the safe, secure, and​ full operation of a polling place on election day has occurred or is imminent, the local elections official may​ combine two or more polling places for that election pursuant to this subdivision. To the extent possible,​ the polling places must be combined and the election conducted according to the requirements of paragraph​ (b), except that:​ (1) polling places may be combined after May 1 and until the polls close on election day;​ (2) any city or town, regardless of size or location, may establish a combined polling place under this​ paragraph;​ (3) the governing body is not required to adopt an ordinance or resolution to establish the combined​ polling place;​ (4) a polling place combined under paragraph (b), clause (3) or (4), must be approved by the local​ election official of each participating municipality;​ (5) the local elections official must immediately notify the county auditor and the secretary of state of​ the combination, including the reason for the emergency combination and the location of the combined​ polling place. As soon as possible, the local elections official must also post a notice stating the reason for​ the combination and the location of the combined polling place. The notice must also be posted on the​ governing board's website, if one exists. The local elections official must also notify the election judges and​ request that local media outlets publicly announce the reason for the combination and the location of the​ combined polling place; and​ (6) on election day, the local elections official must post a notice in large print in a conspicuous place​ at the polling place where the emergency occurred, if practical, stating the location of the combined polling​ place. The local election official must also post the notice, if practical, in a location visible by voters who​ vote from their motor vehicles as provided in section 204C.15, subdivision 2. If polling place hours are​ extended pursuant to section 204C.05, subdivision 2, paragraph (b), the posted notices required by this​ paragraph must include a statement that the polling place hours at the combined polling place will be extended​ until the specified time.​ Subd. 3.Boundary changes; prohibitions; exception.(a) Notwithstanding other law or charter provisions​ to the contrary, during the period from January 1 in any year ending in zero to the time when the legislature​ has been redistricted in a year ending in one or two, no changes may be made in the boundaries of any​ election precinct except as provided in this subdivision.​ (b) If a city annexes an unincorporated area located in the same county as the city and adjacent to the​ corporate boundary, the annexed area may be included in an election precinct immediately adjacent to it.​ (c) A municipality or county may establish new election precincts lying entirely within the boundaries​ of any existing precinct and shall assign names to the new precincts which include the name of the former​ precinct.​ (d) Precinct boundaries in a city of the first class electing council members by wards may be reestablished​ within four weeks of the adoption of ward boundaries in a year ending in one, as provided in section 204B.135,​ subdivision 1. If precinct boundaries are reestablished in a year ending in one, the city council must designate​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 2​MINNESOTA STATUTES 2024​204B.14​ 56 Item 6. polling places for each election precinct pursuant to section 204B.16, subdivision 1, within 30 days of​ establishing precinct boundaries. The polling place designations are effective for the year ending in one.​ (e) Precinct boundaries must be reestablished within 60 days of the time when the legislature has been​ redistricted, or at least 19 weeks before the state primary election in a year ending in two, whichever comes​ first. The governing body of each municipality and of each county with precincts in unorganized territory​ must designate polling places for each election precinct pursuant to section 204B.16, subdivision 1, within​ 30 days of establishing precinct boundaries or at least 19 weeks before the state primary election in a year​ ending in two, whichever comes first. The adoption of reestablished precinct boundaries and polling places​ becomes effective on the date of the state primary election in the year ending in two.​ (f) Precincts must be arranged so that no precinct lies in more than one legislative or congressional​ district.​ Subd. 4.Boundary change procedure.Any change in the boundary of an election precinct must be​ adopted at least ten weeks before the date of the next election and, for the state primary and general election​ or presidential nomination primary, no later than December 1 in the year prior to the year of the state general​ election. The precinct boundary change shall not take effect until notice of the change has been posted in​ the office of the municipal clerk or county auditor for at least 56 days.​ The county auditor must publish a notice illustrating or describing the congressional, legislative, and​ county commissioner district boundaries in the county in one or more qualified newspapers in the county​ at least 14 days before the first day to file affidavits of candidacy for the state general election in the year​ ending in two.​ Alternate dates for adopting changes in precinct boundaries, posting notices of boundary changes, and​ notifying voters affected by boundary changes pursuant to this subdivision, and procedures for coordinating​ precinct boundary changes with reestablishing local government election district boundaries may be established​ in the manner provided in the rules of the secretary of state.​ Subd. 4a.Municipal boundary adjustment procedure.A change in the boundary of an election precinct​ that has occurred as a result of a municipal boundary adjustment made under chapter 414 that is effective​ more than 21 days before a regularly scheduled election takes effect at the scheduled election.​ A change in the boundary of an election precinct that has occurred as a result of a municipal boundary​ adjustment made under chapter 414 that is effective less than 21 days before a regularly scheduled election​ takes effect the day after the scheduled election.​ Subd. 5.Precinct boundaries; description; maps.If a precinct boundary has been changed or an​ annexation has occurred affecting a precinct boundary, the municipal clerk shall immediately notify the​ county auditor and secretary of state. The municipal clerk shall file a corrected base map with the secretary​ of state and county auditor within 30 days after the boundary change was made or, in the case of an annexation,​ the later of: (1) 30 days after the approval of the annexation order; or (2) the effective date of the annexation​ order. Upon request, the county auditor shall provide a base map and precinct finder to the municipal clerk.​ The municipal clerk shall prepare a corrected precinct map and provide the corrected map to the county​ auditor, who shall correct the precinct finder in the statewide voter registration system and make the corrected​ map and precinct finder available for public inspection, and to the secretary of state, who shall update the​ precinct boundary database. The county auditor shall prepare and file precinct boundary maps for precincts​ in unorganized territories in the same manner as provided for precincts in municipalities. For every election​ held in the municipality the election judges shall be furnished precinct maps as provided in section 201.061,​ subdivision 6. If a municipality changes the boundary of an election precinct, or if an annexation affecting​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 204B.14​MINNESOTA STATUTES 2024​3​ 57 Item 6. a precinct boundary occurs, the county auditor shall notify each school district with territory affected by the​ boundary change at least 30 days before the effective date of the change.​ Subd. 6.[Repealed, 2015 c 70 art 1 s 63]​ Subd. 7.Application to municipalities.Notwithstanding the provisions of section 410.21, or any other​ law, ordinance or charter to the contrary, the provisions of subdivisions 1 and 3 apply to all municipalities.​ Subd. 8.[Repealed, 1994 c 607 s 7]​ History: 1981 c 29 art 4 s 14; 1Sp1981 c 4 art 4 s 43; 2Sp1981 c 2 s 2; 1983 c 289 s 115 subd 1; 1985​ c 248 s 36; 1986 c 444; 1987 c 186 s 15; 1987 c 212 s 1-4; 1987 c 297 s 2; 1990 c 453 s 4; 1991 c 349 s​ 31-34; 1993 c 208 s 1,2; 1993 c 223 s 9; 1994 c 607 s 1-4; 1999 c 237 s 1; 2000 c 467 s 13-15; 2005 c 156​ art 6 s 34; 2005 c 162 s 2; 2006 c 270 art 1 s 1; 2010 c 184 s 13,14; 2010 c 201 s 24; 2010 c 313 s 3,4;​ 2011 c 18 s 2,3; 2014 c 288 art 2 s 4; 2016 c 161 art 1 s 5; art 3 s 1; 2016 c 162 s 4,5; 1Sp2021 c 12 art 4​ s 7; 2023 c 62 art 4 s 77​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 4​MINNESOTA STATUTES 2024​204B.14​ 58 Item 6. 204B.16 POLLING PLACES; DESIGNATION.​ Subdivision 1.Authority; location.(a) By December 31 of each year, the governing body of each​ municipality and of each county with precincts in unorganized territory must designate by ordinance or​ resolution any changes to a polling place location. A polling place must be maintained unless changed in​ accordance with this paragraph, or:​ (1) pursuant to section 204B.175;​ (2) because a polling place has become unavailable;​ (3) because a township designates one location for all state, county, and federal elections and one location​ for all township only elections; or​ (4) pursuant to section 204B.14, subdivision 3.​ (b) Polling places must be designated and ballots must be distributed so that no one is required to go to​ more than one polling place to vote in a school district and municipal election held on the same day. The​ polling place for a precinct in a city or in a school district located in whole or in part in the metropolitan​ area defined by section 200.02, subdivision 24, shall be located within the boundaries of the precinct or​ within one mile of one of those boundaries unless a single polling place is designated for a city pursuant to​ section 204B.14, subdivision 2, or a school district pursuant to section 205A.11. The polling place for a​ precinct in unorganized territory may be located outside the precinct at a place which is convenient to the​ voters of the precinct. If no suitable place is available within a town or within a school district located outside​ the metropolitan area defined by section 200.02, subdivision 24, then the polling place for a town or school​ district may be located outside the town or school district within five miles of one of the boundaries of the​ town or school district.​ Subd. 1a.Notice to voters.If the location of a polling place has been changed, the governing body​ establishing the polling place shall send to every affected household with at least one registered voter in the​ precinct a nonforwardable mailed notice stating the location of the new polling place at least 25 days before​ the next election. The secretary of state shall prepare a sample of this notice. A notice that is returned as​ undeliverable must be forwarded immediately to the county auditor. This subdivision does not apply to a​ polling place location that is changed on election day under section 204B.175.​ Subd. 2.[Repealed, 1994 c 607 s 7]​ Subd. 3.Designation effective until changed.The designation of a polling place pursuant to this section​ shall remain effective until a different polling place is designated for that precinct. No designation of a new​ or different polling place shall become effective less than 90 days prior to an election, including school​ district elections or referenda, and no polling place changes may occur during the period between the state​ primary and the state general election, except that a new polling place may be designated to replace a polling​ place that has become unavailable for use.​ Subd. 4.Prohibited locations.No polling place shall be designated in any place where intoxicating​ liquors or nonintoxicating malt beverages are served or in any adjoining room. No polling place shall be​ designated in any place in which substantial compliance with the requirements of this chapter cannot be​ attained.​ Subd. 5.Access by elderly and persons with disabilities.Each polling place shall be accessible to and​ usable by elderly individuals and individuals with disabilities. A polling place is deemed to be accessible​ and usable if it complies with the standards in paragraphs (a) to (f).​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 204B.16​MINNESOTA STATUTES 2024​1​ 59 Item 6. (a) At least one set of doors must have a minimum width of 32 inches if the doors must be used to enter​ or leave the polling place.​ (b) Any curb adjacent to the main entrance to a polling place must have curb cuts or temporary ramps.​ Where the main entrance is not the accessible entrance, any curb adjacent to the accessible entrance must​ also have curb cuts or temporary ramps.​ (c) Where the main entrance is not the accessible entrance, a sign shall be posted at the main entrance​ giving directions to the accessible entrance.​ (d) At least one set of stairs must have a temporary handrail and ramp if stairs must be used to enter or​ leave the polling place.​ (e) No barrier in the polling place may impede the path of persons with disabilities to the voting booth.​ (f) At least one parking space for persons with disabilities, which may be temporarily so designated by​ the municipality for the day of the election, must be available near the accessible entrance.​ The doorway, handrails, ramps, and disabled parking provided pursuant to this subdivision must conform​ to the standards specified in the State Building Code for accessibility by persons with disabilities.​ A governing body shall designate as polling places only those places which meet the standards prescribed​ in this subdivision unless no available place within a precinct is accessible or can be made accessible.​ Subd. 6.Public facilities.Every statutory city, home rule charter city, county, town, school district, and​ other public agency, including the University of Minnesota and other public colleges and universities, shall​ make their facilities, including parking, available for the holding of city, county, school district, state, and​ federal elections, subject to the approval of the local election official. A charge for the use of the facilities​ may be imposed in an amount that does not exceed the lowest amount charged to any public or private group.​ Subd. 7.Appropriate facilities.The facilities provided in accordance with subdivision 6 shall be​ sufficient in size to accommodate all election activities and the requirements of subdivision 5. The space​ must be separated from other activities within the building. The local election official may approve space​ in two connecting rooms for registration and balloting activities. Except in the event of an emergency making​ the approved space unusable, the public facility may not move the election from the space approved by the​ local election official without prior approval. In addition to the requirements of subdivision 5, the public​ facility must make remaining parking spaces not in use for regularly scheduled activities available for voters.​ History: 1981 c 29 art 4 s 16; 1983 c 124 s 4; 1984 c 471 s 5; 1985 c 307 s 1; 1987 c 266 art 1 s 25;​ 1991 c 227 s 12,13; 1991 c 349 s 36,37; 1992 c 474 s 1; 1993 c 223 s 10; 1997 c 147 s 29,30; 2000 c 467​ s 16; 2004 c 293 art 2 s 18; 2005 c 56 s 1; 2005 c 156 art 6 s 35,36; 2008 c 244 art 1 s 11; 2017 c 92 art 1​ s 14; art 2 s 8; 1Sp2021 c 12 art 4 s 8; 2023 c 62 art 4 s 78; 2024 c 112 art 2 s 18​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 2​MINNESOTA STATUTES 2024​204B.16​ 60 Item 6. 204B.175 CHANGE OF POLLING PLACE IN AN EMERGENCY.​ Subdivision 1.Application.When an emergency occurs after the deadline to designate a polling place​ for the purpose of absentee or early voting pursuant to section 203B.081, or after the deadline to designate​ a polling place pursuant to section 204B.16 but before the polls close on election day, a new polling place​ may be designated pursuant to this section. For purposes of this section, an emergency is any situation that​ prevents the safe, secure, and full operation of a polling place, or when required to remedy a potential​ violation of section 200.54.​ Subd. 2.Changing polling place.If a local election official determines that an emergency has occurred​ or is imminent, the local election official must procure a polling place that is as near the designated polling​ place as possible and that complies with the requirements of section 204B.16, subdivisions 4 and 5. If it is​ not possible to locate a new polling place in the precinct, the polling place may be located outside of the​ precinct without regard to the distance limitations in section 204B.16, subdivision 1. If a polling place​ location is changed to remedy a potential violation of section 200.54, the location of the polling place must​ be selected to remedy the violation. The local election official must certify to the appropriate governing​ body the expenses incurred because of the change. These expenses shall be paid as part of the expenses of​ the election.​ Subd. 2a.Designation of additional polling places.A local election official may designate additional​ polling places, notwithstanding the deadlines in section 203B.081, if additional designations are required​ to remedy a potential violation of section 200.54. The local election official must certify to the appropriate​ governing body the expenses incurred because of the change. These expenses shall be paid as part of the​ expenses of the election.​ Subd. 3.Notice.(a) Upon making the determination to relocate a polling place, the local election official​ must immediately notify the county auditor and the secretary of state. The notice must include the reason​ for the relocation and the reason for the location of the new polling place. As soon as possible, the local​ election official must also post a notice stating the reason for the relocation and the location of the new​ polling place. The notice must also be posted on the website of the public body, if there is one. The local​ election official must also notify the election judges and request that local media outlets publicly announce​ the reason for the relocation and the location of the polling place. If the relocation occurs more than 14 days​ prior to the election, the local election official must mail a notice to the impacted voters of the reason for​ the relocation and the location of the polling place.​ (b) On election day, the local election official must post a notice in large print in a conspicuous place​ at the polling place where the emergency occurred, if practical, stating the location of the new polling place.​ The local election official must also post the notice, if practical, in a location visible by voters who vote​ from their motor vehicles as provided in section 204C.15, subdivision 2. If polling place hours are extended​ pursuant to section 204C.05, subdivision 2, paragraph (b), the posted notices required by this paragraph​ must include a statement that the polling place hours at the new polling place will be extended until the​ specified time.​ History: 2016 c 161 art 3 s 2; 2024 c 112 art 3 s 11​ Official Publication of the State of Minnesota​ Revisor of Statutes​ 204B.175​MINNESOTA STATUTES 2024​1​ 61 Item 6. ITEM: City Manager Performance Evaluation Format DEPARTMENT: Administration BY/DATE: City Manager / August 28, 2025 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) _Community that Grows with Purpose and Equity _High Quality Public Spaces _Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community BACKGROUND Each year, the City Manager participates in a performance review, as outlined in the City Manager employee agreement. This evaluation offers important feedback on the City Manager’s alignment with the City’s strategic priorities and their leadership and management performance. During the City Manager’s 6-month evaluation in January, the Council expressed an interest in integrating division head feedback into the evaluation process. To this end, staff worked with the City Attorney and other peer cities to gain an understanding of how other cities integrate division head feedback into the City Manager ev aluation process. This research has led to the development of a proposed evaluation framework that includes division head participation. The City Attorney has outlined the proposed process in the attached memo. Draft evaluation forms for the Council and Division heads are also attached. STAFF RECOMMENDATION The City Manager’s 12-month anniversary was June 25, 2025. Staff are seeking consensus on the evaluation framework to administer the review process that covers the first year of employment. If changes to the format are desired by the Council, staff will present options at a future meeting for the Council’s review. ATTACHMENT(S)  City Attorney Memo  Draft Evaluation Forms  Employment Agreement CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION ITEMS MEETING DATE SEPTEMBER 2, 2025 62 Item 7. MEMORANDUM TO: Aaron Chirpich, Columbia Heights City Manager FROM: Scott Lepak, City Attorney RE: City Manager evaluation process DATED: August 28, 2025 Thank you for providing me sample city manager evaluation forms provided by the League of MN Cities. They were very helpful in my review. In reviewing the format and forms taken from that source documents, here are my comments: Council form Rating scales: As you know from experience, numerical ratings differ widely based upon the preference of the scorer. Some view 5 as the starting point with movement up or down based upon experience. Others start at 10 (or 1) and move (or down) from there. Providing a definition of what is a 10, 5 or 1 is valuable. Since there are multiple reviewers among the council, the approach by each should be “evened” out by the group. In other words, seeking a goal of 10 on each category may be contrary to the approach utilized by the reviewer. Seeking an objective measure (score) in an often subjective perception based process is always a challenge. Qualifier: One area that is particularly valuable in my opinion is: Any category left blank indicates that you do not have enough information or knowledge to rate the criteria. Council members have varying ability to observe ongoing work of a city manager. While they are able to provide a “big picture” review, questions related to operational detail may be something where the council member does not have first hand experience. I also #10-#13 as good opportunities for the council members to add context to performance if they wish to do so. 63 Item 7. Department head form The form correctly, in my opinion, does not include a score. Scoring a city leader or boss tends to be a no win situation for a subordinate employee. The ability to provide a high score in order to curry favor or a low score to reflect a personal grievance tends to result in swings that do not accurately reflect actual performance. Removing the pressure of arriving at a score allows a better analysis of the questions. There is some thought on whether this form should be provided to a different group of department heads on a year to year basis so that there is a diversity of viewpoints. This approach tends to produce considerable fluctuations given different opinions and experiences of individual department heads. In the event that a goal of evaluations is to measure/compare performance based on prior or future years, having the same “raters” provides the most consistency. Any other approach tends to challenge the uniformity of results from year to year so that comparisons are potentially not valid. My recommendation is also that there be a requirement that the department head have been in the position for a full year in order to participate in the process. Given the varying impact of a city manager throughout the year (the most obvious example being guiding the budget setting process), it is vital that the individual reviewer have the depth of experience throughout an entire year. It is also extraordinarily difficult for an individual who may still be on probation in the position (or recently removed from probation) to provide a candid assessment. In reviewing the form, one of the challenges from a submission where the reviewer is not identified is that it may be answered in such a generic way that the reviewer remains not identified but there is no real detail to utilize to illustrate the performance observation. In contrast, asking for specific examples tends to allow personal identification of the reviewer to become apparent. In my opinion, there is no perfect approach to a purportedly anonymous process. This is an area where the City may wish to review the results of this process to see if more/less detailed examples of performance are valuable tweaks to the system. Process The mechanism for the council to conduct the performance evaluation is through the forms discussed above and then a closed meeting to allow council the time to verbally and formally evaluate the City Manager’s performance. Subd. 3.What meetings may be closed. (a) A public body may close a meeting to evaluate the performance of an individual who is subject to its authority. The public body shall identify the individual to be evaluated prior to closing a meeting. At its next open meeting, the public body shall summarize its conclusions regarding the evaluation. A meeting must be open at the request of the individual who is the subject of the meeting. https://www.revisor.mn.gov/statutes/cite/13D.05 In addressing this statutory requirement, my experience is that the general interest point tends to be the “summarize its conclusions regarding the evaluation.” Because this will be a first time utilizing this system, it is my opinion that the summary would benefit from including the following qualifiers: 64 Item 7.  The City is utilizing a new performance system and metric.  Because this is a new system, comparisons to prior evaluations of the City Manager may not accurately reflect differences in performance from year to year – rather they may reflect the different system.  It is the council’s goal to provide uniformity from year to year while also being flexible enough to adjust the existing system to better reflect performance measurements.  With that as a qualifier, the City Manager’s performance in the current measurement period may be summarized as ….. 4720751.1 65 Item 7. City of Columbia Heights Manager Evaluation by the City Council For each category below, use the following scale to indicate your rating of the City Manager’s performance. You may also add a comment to further clarify the rating given. Rating Scale: Rate each category between 1 and 10 10 = Excellent (almost always exceeds the performance standard) 5 = Average (generally meets the performance standard) 1 = Poor (rarely meets the performance standard) Any category left blank indicates that you do not have enough information or knowledge to rate the criteria. 1. INDIVIDUAL CHARACTERISTICS  Diligent and thorough in the discharge of duties, “self-starter”.  Exercises good judgment.  Displays enthusiasm, cooperation, and willing to adapt.  Exhibits composure, appearance and attitude appropriate for executive position. COMMENTS ON INDIVIDUAL CHARACTERISTICS: 2. PROFESSIONAL SKILLS AND STATUS  Maintains knowledge of current developments affecting the practice of local government management.  Demonstrates a capacity for innovation and creativity.  Anticipates and analyzes problems to develop effective approaches for solving them.  Willing to try new ideas proposed by the City Council.  Sets a professional example. COMMENTS ON PROFESSIONAL SKILLS AND STATUS: 3. RELATIONS WITH ELECTED MEMBERS OF WINONA CITY COUNCIL  Carries out directives of the City Council as a whole as opposed to those of any one Council member or minority group.  Disseminates complete and accurate information equally to all members in a timely manner.  Assists by facilitating decision making without usurping authority.  Responds well to requests, advice, and constructive criticism.  Availability to the City Council members. COMMENTS ON RELATIONS WITH ELECTED MEMBERS OF THE CITY COUNCIL: 66 Item 7. Page 2 4. POLICY EXECUTION  Implements City Council actions in accordance with the intent of the Council  Supports the actions of the City Council after a decision has been reached, both inside and outside the City.  Understands, supports, and enforces local government laws, policies, and ordinances  Reviews ordinance and policy procedures periodically to suggest improvements to their effectiveness.  Offers workable alternatives to the City Council for changes in law or policy when an existing policy or ordinance is no longer practical. COMMENTS ON POLICY EXCUTION: 5. REPORTING  Provides regular information and reports to the City Council concerning matters of importance to the City.  Responds in a timely manner to requests from the City Council for special reports.  Takes the initiative to provide information, advice, and recommendations to the City Council on matters that are non-routine and not administrative in nature.  Reports produced by the City Manager are accurate, comprehensive, concise, and written to their intended audience.  Produces and handles reports in a way to convey the message that affairs of the City are open to public scrutiny. COMMENTS ON REPORTING: 6. CITIZEN RELATIONS  Responsive to requests from citizens of the City of Columbia Heights  Demonstrates a dedication to service to the communities and its citizens.  Maintains a nonpartisan approach in dealing with issues.  Meets with and listens to members of the community to discuss their concerns and strives to understand their interests.  Gives an appropriate effort to maintain citizen satisfaction with City services. COMMENTS ON CITIZEN RELATIONS: 7. SUPERVISION  Has a general knowledge and understanding of the operation of each City department/division.  Encourages department directors to make decisions within their departments with minimal City Council involvement, yet maintains general control of operations by providing the right amount of communication to staff.  Encourages teamwork, innovation, and effective problem-solving among the staff. COMMENTS ON SUPERVISION: 67 Item 7. Page 3 8. FISCAL MANAGEMENT  Prepares a balanced budget to provide services at a level directed by the City Council.  Makes the best possible use of available funds, conscious of the need to operate the City efficiently and effectively.  Prepares a budget and recommendations in an intelligent and accessible format.  Ensures actions and decisions reflect an appropriate level of responsibility for financial planning and accountability.  Appropriately monitors and manages fiscal activities of the City. COMMENTS ON FISCAL MANAGMENT: 9. COMMUNITY  Shares responsibility for addressing the difficult issues facing the City.  Avoids unnecessary controversy.  Builds relationships with community leaders.  Cooperates with Anoka County and neighboring cities.  Helps the City Council address future needs and develop adequate plans to address long term trends.  Cooperates with other regional, state, and federal government agencies. COMMENTS ON COMMUNITY: 10. What would you identify as the manager’s strength(s)? 11. What performance area(s) would you identify as most critical for improvement? 12. What constructive suggestions or assistance can you offer the city manager to enhance performance? 13. Please list any additional comments. 68 Item 7. City of Columbia Heights Manager Performance Feedback from Division Heads Please type in each item below your opinion on the employee in his role of performing City Manager duties and responsibilities. If you do not feel you have sufficient knowledge to provide an opinion on an item, then you simply don’t need to provide a response for that item. 1. INDIVIDUAL CHARACTERISTICS  Diligent and thorough in the discharge of duties, “self-starter”  Exercises good judgment  Displays enthusiasm, cooperation, and willing to adapt  Exhibits composure, appearance and attitude appropriate for executive position COMMENT ON INDIVIDUAL CHARACTERISTICS 2. PROFESSIONAL SKILLS AND STATUS  Maintains knowledge of current developments affecting the practice of local government management  Demonstrates a capacity for innovation and creativity  Anticipates and analyzes problems to develop effective approaches for solving them  Willing to try new ideas proposed by department heads  Sets a professional example COMMENT ON PROFESSIONAL SKILLS AND STATUS 3. COMMUNICATION WITH STAFF  Informs department heads of important information that may impact their division in a timely manner.  Facilitates decision making by including the department head, other staff, or community members with the appropriate level of knowledge needed.  Promptly discusses Council concerns with department heads as necessary.  Follows the established chain of command with requests and work direction.  Responds well to requests, advice, and constructive criticism and also provides advice and constructive criticism in return to foster an open and productive working relationship.  Is accessible to department heads.  Runs meetings effectively by adhering to the agenda and honoring the time reserved. COMMENT ON COMMUNICATION WITH STAFF 4. STAFFING  Applies an appropriate level of supervision to improve any areas of substandard performance  Creates positive working relationships with City employees at all levels.  Inquires and shows appropriate concern for employee relations  Promotes training and development opportunities for employees at all levels  Has a general knowledge and understanding of the operation of each City department/division COMMENT ON STAFFING 69 Item 7. Page 2 5. SUPERVISION  Encourages department heads to make decisions within their departments with minimal City Manager involvement, yet maintains general control of operations by providing the right amount of communication to staff  Instills confidence and promotes initiative in subordinates through supportive rather than restrictive controls for their programs while still monitoring operations at the department level  Develops and maintains a friendly and informal relationship with the staff and work force in general, yet maintains the professional dignity of the City Manager’s Office  Sustains or improves staff performance by evaluating, setting goals and objectives for them, periodically assessing their progress, and providing appropriate feedback  Encourages teamwork, innovation, and effective problem-solving among the staff COMMENT ON SUPERVISION 6. FISCAL MANAGEMENT  Confidently understands the details of each department budget  Prepares a balanced budget in coordination with the department director to provide services at a level directed by the City Council  Listens and considers the needs of the individual department, assess recommendations of the department director, and discusses final budgetary decisions  Ensures actions and decisions reflect an appropriate level of responsibility for financial planning and accountability COMMENT ON FISCAL MANAGEMENT 7. What would you identify as the manager’s strength(s)? 8. What performance area(s) would you identify as most critical for improvement? 9. What constructive suggestions or assistance can you offer the city manager to enhance performance? 10. Additional comments: 70 Item 7. 71 Item 7. 72 Item 7. 73 Item 7. 74 Item 7. 75 Item 7. 76 Item 7. ITEM: Council Corner. DEPARTMENT: Administration BY/DATE: Mayor and Council / August 28, 2025 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) X Community that Grows with Purpose and Equity X High Quality Public Spaces X Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking X Resilient and Prosperous Economy X Inclusive and Connected Community AUGUST COUNCIL CORNER ITEMS: Monthly Calendar Sharing Monthly Event Notification, Attendance and Past Event Updates Monthly Proclamations and Meeting Guests Discussion Items Suggested by Mayor and Council: Cricket Field in Columbia Heights Board and Commission Member Attendance at City Events Polish School Park Reservation Wargo Court Park Update Statement Regarding Assault Weapon Ban ATTACHMENT(S) City of Columbia Heights Monthly Council Meeting and Event Calendar Mayoral Proclamation List Draft Proclamations September 17-23, Constitution Week (requested by Joannie Moses, Daughters of the American Revolution) September 13, Columbia Heights Pride September 15-October 15, Latine Heritage Month October 2025, Pedestrian Safety Month (Walktober) October 2025, Polish American Heritage Month October 2025, Domestic Violence Awareness Month October 5-11, Fire Prevention Week (requested by Fire Cpt. Emily Kosman). CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION ITEM MEETING DATE SEPTEMBER 2, 2025 77 Item 8. City Council Meetings and Events Su Mo Tu We Th Fr Sa 1234567 8 9 10 11 12 1314 15 16 17 18 19 2021 22 23 24 25 26 2728 29 30 September 2025 Su Mo Tu We Th Fr Sa 123456789101112 13 14 15 16 17 1819 20 21 22 23 24 2526 27 28 29 30 31 October 2025September 2025 Aug 31 Sep 1 2 3 4 5 6 5:00pm EDA Meeting - City Hall - City Meetings 6:00pm City Council Work Session - City Hall - City Meetings 5:30pm Library Board - Public Library - City Meetings 7:30pm Movie in the Park (Microsoft Teams Meeting; City Council Meetings and Events) - Will Rottler 7 8 9 10 11 12 13 10:00am Hold for Fitness Court Grand Opening (Sullivan 6:00pm City Council Meeting - City Hall - City Meetings 6:00pm Sustainability Commission - City Hall - City Meetings 7:30pm Movie in the Park 14 15 16 17 18 19 20 5:00pm SPAAR Homeownership Resource Meeting 6:30pm MAC Meeting (Public Safety Training Room) - 21 22 23 24 25 26 27 6:00pm City Council Meeting - City Council Chambers - City Council Meetings and Events 6:00pm Parks and Recreation Commission - City Hall - City Meetings 28 29 30 Oct 1 2 3 4 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 78 Item 8. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT 2025 January 20, MLK Day 1/13/2025 February 1 World Hijab Day 1/27/2025 February Black History Month 1/27/2025 February 13, Racial Covenant 1/27/2025 March 3-7, School Breakfast Week 2/24/2025 March Developments Disability Awareness Month 2/24/2025 March 8, Int. Women’s Day & Women’s History Month 2/24/2025 March 31, Trans Day of Visibility 3/24/2025 April Fair Housing Month 3/24/2025 April 6-12, National Library Week 3/24/2025 April 22, Earth Day 4/14/2025 April 25 Arbor Day and May Arbor Month 4/14/2025 April Autism Acceptance Month 4/14/2025 April Volunteer Month 4/14/2025 May, Asian and Pacific Islander Month 4/28/2025 May 11-17, Police Week 5/12/2025 May 19-24, Public Works Week 5/12/2025 May Foster Care Awareness 5/27/2025 May, Menstrual Hygiene 5/27/2025 June 6, Gun Violence Awareness 5/27/2025 June Pride Month 6/09/2025 June Immigrant Heritage Month 6/09/2025 June 19, Juneteenth 6/09/2025 July 1: Somali American Day 6/23/2025 Meditation Center 10th Anniversary 7/14/2025 Dahli Lama 90th Birthday 7/14/2025 July 26, Disability Independence Day 7/14/2025 August 1, Heights Bakery Day 7/28/2025 August 4, Assistance Dog Day 7/28/2025 August 5, National Night Out Proclamation 7/28/2025 August, 14 Monarch Butterfly Day / Monarch Fest 8/11/2025 August 21: Senior Citizen Day 8/25/2025 September National Suicide Prevention Awareness Month 8/25/2025 September, Hunger Action Month 8/25/2025 September 17-23, Constitution Week Proposed 9/08/2025 September 13, Columbia Heights Pride Proposed 9/08/2025 September 15-October 15: Latine Heritage Month Proposed 9/08/2025 October 2025, Pedestrian Safety Month (Walktober) Proposed 9/22/2025 October 2025, Polish American Heritage Month Proposed 9/22/2025 October 2025, Domestic Violence Awareness Month Proposed 9/22/2025 79 Item 8. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT October 5-11, Fire Prevention Week Proposed 9/22/2025 October 13, Indigenous Peoples’ Day Proposed 10/13/2025 October, National Breast Cancer Awareness Month Proposed 10/13/2025 October, Domestic Violence Awareness Month Proposed 10/13/2025 November, National Homelessness Awareness Month Proposed 10/27/2025 November: National Native American Heritage Month, National Native American Heritage Day Proposed 10/27/2025 November 11: Veterans Day Proposed 11/10/2025 November 25, Happy Holidays Proposed 11/24/2025 December 10, Universal Declaration of Human Rights Proposed 12/08/2025 2024 February 1: World Hijab Day 2/12/2024 February: Black History Month 2/12/2024 April 7-13, 2024: National Library Week 3/25/2024 April: Fair Housing Month 4/08/2024 April 22: Earth Day 4/22/2024 May: ALS Awareness Month 5/28/2024 May: Arbor Day and Month 5/28/2024 May: National Cities, Towns, and Villages Month 5/28/2024 May 19-25: National Public Works Week 5/28/2024 June 7: National Gun Violence Awareness Day 6/10/2024 June: Pride Month 6/10/2024 June 19: Juneteenth 6/10/2024 July 1: Somali American Day 6/24/2024 July 22, 2024: Fern Ostberg Birthday 7/22/2024 July 22, 2024: MN State Flag posting 7/22/2024 August 4, 2024: Assistance Dog Day 7/22/2024 August 6: National Night Out 7/22/2024 August 8, 2024: Monarch Butterfly Day 8/12/2024 August 21: Senior Citizen Day 8/12/2024 September: National Suicide Prevention Awareness Month 8/26/2024 September 17-23: Constitution Week 9/09/2024 September 2024: Hunger Action Month 9/09/2024 September 15-October 15: Latine Heritage Month 9/09/2024 September 21, 2024: 1944 Warsaw Uprising US Airlift Day of Remembrance 9/09/2024 September 21, 2024: Columbia Heights Pride Day 9/09/2024 October 2024: Pedestrian Safety Month (Walktober) 9/23/2024 October 2024: Polish American Heritage Month 9/23/2024 October 14, 2024: Indigenous Peoples’ Day 10/14/2024 80 Item 8. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT October: National Breast Cancer Awareness Month 10/14/2024 October: Domestic Violence Awareness Month 10/14/2024 November: National Homeless Youth Awareness Month 10/28/2024 November: National Homelessness Awareness Month 11/12/2024 November: National Native American Heritage Month, National Native American Heritage Day 11/12/2024 November 11: Veterans Day 11/12/2024 November 25, Happy Holidays 11/25/2024 December 10, Universal Declaration of Human Rights 12/09/2024 December 20, 2024: Terchen Taksham Rinpoche Day 10/02/2024 2023 January Plant Milkweed Month 12/12/22 Jan 16, MLK Day 1/09/23 February Black History Month 1/23/23 March Developmental Disability Month 2/27/23 March 8, International Women’s Day 2/27/23 Ramadan Month 3/27/23 April Earth Day 3/27/23 April 13, Kelli Bourgeois Day 4/10/23 April Library Week 4/24/23 April Arbor Day 4/24/23 April Fair Housing Month 4/24/23 April National Public Works Week 4/24/23 May Asian and Pacific Islander Month 4/24/23 May 28, Menstrual Hygiene Day 5/22/23 May Police Week 5/22/23 May Public Works Week 5/22/23 June Immigrant Heritage Month 5/22/23 June 2, Gun Violence Awareness 5/22/23 July 1, Somali American Day 6/26/23 July 1, Sister City Galdogob Somalia 6/26/23 International Day of Friendship 7/24/23 September Suicide Prevention 8/24/23 September Constitution Week 9/11/23 September Hispanic Heritage Month 9/11/23 September 23, CHC Pride Day 9/23/23 (not at a meeting) October 9, Indigenous People Day 10/09/23 October Polish American Heritage 10/09/23 October Pedestrian Safety 10/23/23 November 11, Veterans Day 10/23/23 81 Item 8. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT December 8, ICC Church Day (100th Ann) 11/27/23 2022 2022 Climate Awareness Year 1/24/22 Jan 27 Holocaust Day of Remembrance 1/24/22 January Health Care Month 1/24/22 February Black History Month 1/24/22 February 8, Dolores Strand Day 2/08/22 March Women’s History Month 2/28/22 April Library Week 3/28/22 April Arbor Day 4/25/22 April Earth Day 4/25/22 April Fair Housing Month 4/25/22 April National Public Works Week 4/25/22 May Menstrual Hygiene Day 5/23/22 May Asian and Pacific Islander Month 5/23/22 May Police Week 5/23/22 July 26, ADA Day 7/25/22 August National Black Business Month 7/25/22 August Outstanding Business Commendation 7/25/22 August National Night Out 7/25/22 September Childhood Cancer Awareness 8/22/22 September Constitution Week 8/22/22 September Hispanic Heritage Month 9/26/22 September Library Card Sign Up Month 9/26/22 September National Recovery Month 9/26/22 October Domestic Violence Month 9/26/22 October Polish American Heritage Month 9/26/22 November Native American Heritage Month 10/24/22 November Todd Estrem Day 10/24/22 December 23, Asia Chow Mein Day 12/12/22 2021 Tibet Day Proclamation 3/10/21 Arbor Day Proclamation 4/26/21 National Library Week Proclamation 4/26/21 Native American Land Acknowledgement 5/10/21 Police Week Proclamation 5/10/21 Somali American Day Proclamation 7/01/21 CH Centennial Day Proclamation 7/12/21 82 Item 8. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT Oromo Week Proclamation 7/26/21 National Night Out Proclamation 7/26/21 Mayors Monarch Pledge Month 9/13/21 Suicide Prevention Awareness Month 9/13/21 Hispanic Heritage Month 9/13/21 Constitution Week Proclamation 9/13/21 Domestic Violence Month 9/27/21 Pride Day Proclamation 9/27/21 Polish American Heritage Month 9/27/21 Native American Heritage Month 11/22/21 2020 Mayoral Declaration re Covid-19 Emergency 3/20/20 Police Week Proclamation 5/11/20 National Public Works Week Proclamation 5/23/20 Domestic Violence Month 9/28/20 Constitution Week Proclamation 9/14/20 Polish American Heritage Month 10/12/20 2019 Tibet Day Proclamation 2/25/19 Census 2020 Proclamation 3/25/19 Arbor Day Proclamation 4/8/19 National Library Week Proclamation 4/8/19 National Public Works Week Proclamation 5/13/19 Police Week Proclamation 5/13/19 Outstanding Citizen Proclamation 6/10/19 Orono Week Proclamation 08/03/19 National Night Out Proclamation 8/06/19 Domestic Violence Month 9/09/19 Constitution Week Proclamation 9/09/19 Polish American Heritage Month 10/14/19 2018 Youth Art Month Proclamation 3/26/18 Officer Terry Nightingale Proclamation 3/26/18 Arbor Day Proclamation 4/9/18 National Library Week Proclamation 4/9/18 Prayer Breakfast Proclamation 4/9/18 High School Basketball Team Proclamation 4/9/18 St. Matthew Community Theater Day Proc. 4/9/18 National Public Works Week 5/14/18 83 Item 8. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT Outstanding Citizen Proclamation 6/11/18 National Night Out Proclamation 7/9/18 Constitution Week Proclamation 9/10/18 Medicare Education Week Proclamation 9/10/18 Domestic Violence Awareness Month Proc. 9/24/18 Sister Cities Proclamation 10/8/18 Walt Fehst Retirement Proclamation 12/10/18 2017 Day of Action to End Domestic Violence Proc. 2/27/17 Tibet Day Proclamation 2/27/17 Library Week Proclamation 4/10/17 Arbor Day Proclamation 4/10/17 Prayer Breakfast Proclamation 4/10/17 Public Works Week Proclamation 5/22/17 Max Richter Proclamation 5/22/17 Humanitarian of the Year Proclamation 6/12/17 Domestic Violence Awareness Month Proc. 9/11/17 Constitution Week Proclamation 9/11/17 American Legion Day Proclamation 9/11/17 Proclamation for ME Global 100th Anniversary 10/9/17 Northeast Bank Proclamation 10/23/17 Dan Thompson Proclamation 12/11/17 84 Item 8. PROCLAMATION Constitution Week: September 17 through September 23, 2025 September 17, 2025, marks the two hundred and thirty-eighth anniversary of the drafting of the Constitution of the United States of America by the Constitutional Convention. It is fitting and proper to accord official recognition to this magnificent document and its memorable anniversary; and to the patriotic celebrations which will commemorate the occasion. Public Law 915 guarantees the issuing of a proclamation each year by the President of the United States of America designating September 17 through 23 as Constitution Week. NOW, THEREFORE, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia Heights, do hereby proclaim the week of September 17 through September 23, Constitution Week in the City of Columbia Heights, County of Anoka, State of Minnesota, U.S.A. I further ask our residents to reaffirm the ideals of the Framers of the constitution had in 1787 by vigilantly protecting the freedoms guaranteed to us through this guardian of our liberties, remembering that lost rights may never be regained. ________________________________ Amáda Márquez Simula, Mayor September 8, 2025 85 Item 8. PROCLAMATION Columbia Heights Pride Day: September 13, 2025 The LGBTQIA+ community in Columbia Heights, Minnesota, and around the world has made significant contributions to our cultural and societal fabric, enriching our lives with diversity, resilience, and creativity. Despite facing historical and ongoing challenges such as prejudice, hatred, and misinformation, the LGBTQIA+ community stands strong and perseveres. As a city, it is our responsibility to ensure the protection and support of all community members, regardless of their sexual orientation or gender identity. Columbia Heights is committed to fostering inclusivity by updating ordinances to include gender-neutral pronouns and incorporating gender -neutral facilities, such as bathrooms, in our new city hall. We recognize the importance of celebrating and supporting our LGBTQIA+ friends, family members, and neighbors, affirming their rightful place in our community. HeightsNEXT will host a Pride Festival at Sullivan Lake Park on Saturday, September 13, 2025, from 11:00 AM to 4:00 PM, and we hope everyone can stop by to support the event and show the community that they belong here. NOW, THEREFORE, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia Heights, do hereby proclaim September 13, 2025, as Pride Day in Columbia Heights, County of Anoka, State of Minnesota, U.S.A. On this day, we encourage all residents to join in celebrating our LGBTQIA+ community and demonstrating our commitment to equality, acceptance, and unity. ________________________________ Amáda Márquez Simula, Mayor September 8, 2025 86 Item 8. PROCLAMATION Latine Heritage Month: September 15, 2024 – October 15, 2025 In 1968, President Lyndon Johnson established Hispanic Heritage Week, which President George H.W. Bush expanded to Hispanic Heritage Month in 1988. This month is observed from September 15th to October 15th each year. This month marks the independence anniversaries of Costa Rica, El Salvador, Guatemala, Honduras, Nicaragua (September 15), Mexico (September 16), and Chile (September 18), celebrating the enduring spirit of freedom. "Latine" has emerged as an inclusive, gender-neutral term reflecting the diversity of Latin American descent. The Latine community is integral to Columbia Heights, contributing to art, music, cuisine, literature, science, and more. Latine Heritage Month honors the community’s resilience in facing discrimination and their deep roots in Indigenous cultures, preserving vital traditions and identities. It encourages reflection on shared histories and successes, fostering appreciation for the diversity that strengthens our city. NOW, THEREFORE, I, Amáda Márquez Simula, Mayor of Columbia Heights, proclaim September 15th to October 15th, 2024, as Latine Heritage Month in Columbia Heights. I encourage all citizens to honor our Latine community’s distinct heritage, enduring spirit and to participate in efforts promoting cultural dialogue, unity, and exchange. ________________________________ Amáda Márquez Simula, Mayor September 8, 2025 87 Item 8. PROCLAMATION Pedestrian Safety Month: October 2025 The City of Columbia Heights joins the United States Department of Transportation, National Highway Traffic Safety Administration, and Federal Highway Administration to celebrate National Pedestrian Safety Month in October. The personal, physical, and environmental benefits of walking can lead to healthier, quieter, cleaner, and safer streets. Walking can also improve local economies and enhance social and community engagement, which can lead to more vibrant, resilient, and livable spaces. At least 7,148 pedestrians were struck and killed in the United States in 2024: including 56 in Minnesota last year. Although the number of pedestrians killed by drivers decreased nationally in 2024, there was a 25% increase in deaths in Minnesota. Our city has also fallen victim to pedestrian deaths, including a tragedy on Central Avenue that occurred in July 2023. Safe transportation system prioritizes the safety of all people and transportation design can greatly increase safety for pedestrians and bicyclists by implementing speed reduction measures, separated pathways, sidewalks, and protected bike lanes, among others. National Pedestrian Safety Month is a reminder that we are all pedestrians. The City of Columbia Heights is dedicated to ensuring that walkers, rollers, and those who rely on mobility assisting devices are safe when they navigate our city, and that we have a responsibility to always look at ways to improve our pedestrian safety and infrastructure further. NOW THEREFORE, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia Heights, do hereby proclaim the month of October, 2025 to as “Walktober” and Pedestrian Safety Month, in the City of Columba Heights, County of Anoka, State of MN, U.S.A. I urge that we all dedicate ourselves to enjoying the benefits of walking and ensuring the safety of pedestrians in our community. ________________________________ Amáda Márquez Simula September 23, 2024 88 Item 8. PROCLAMATION Polish American Heritage Month: October 2025 October is national Polish-American Heritage Month, a celebration of Polish Heritage founded in Philadelphia, Pennsylvania, in 1981, to bring attention to the many notable and important contributions by Poles and Polish Americans to the United States of America and the World. Columbia Heights through the Sister Cities International organization was able to establish a sister city in Lomianki, Poland over thirty years ago. This all-volunteer group has been dedicated and active ever since a task force of community members was called together by its late Founder, Dolores Puente Strand, in late 1989 after receiving approval from then Mayor Dale Hadtrath. Our Sister Cities’ members have been true in spirit and in good deeds honoring the original goals of the organization: promoting educational, humanitarian, civic and cultural activities. Additionally, several of our members are also official members of Polish American Cultural Institute of MN (PACIM) and participate in their events and activities. Every September, since 1993 the people of our sister city, Łomianki, Poland gather at the War Cemetery in Kielpin to honor and remember the soldiers who fought in the Second World War, the Warsaw Insurgents, and the Allied Pilots who helped the insurgents when a US Air Force plane was shot down. This commemoration has been taking place for over 30 years, and this past year members of our Sister City welcomed dignitaries from Poland and the Minnesotan Polish Community to unveil and dedicate a sister memorial here in Columbia Heights, in Huset Park. NOW THEREFORE, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia Heights, do hereby proclaim the month of October, 2025 to be Polish American Heritage Month, in the City of Columba Heights, County of Anoka, State of MN, U.S.A. ________________________________ Amáda Márquez Simula September 22, 2025 89 Item 8. PROCLAMATION Domestic Violence Awareness Month: October 2025 Relationship abuse, defined as a pattern of behavior used to gain or maintain power and control over an intimate partner occurs throughout Minnesota and across the nation. Systematic racism and disparities affect victims and survivors of domestic violence, underscoring the importance of ensuring everyone has access to the help they need. Domestic violence programs across the state, including local organizations like Dwelling House and Alexandra House, provide crucial support and resources to over 55,000 victims and survivors in Minnesota. These programs serve individuals of all migrant statuses because no one should have to choose between staying in an abusive relationship or finding safety. Safe, affordable, and long-term housing is a fundamental human right, yet domestic violence remains a leading cause of homelessness for women. Victims and survivors must be believed and supported in their pursuit of justice, empowering others to come forward and hold those who commit harm accountable. We remember the lives of over 700 Minnesotans lost to intimate partner violence in the past three decades. Community collaboration is vital t o ensuring the safety of victims and survivors throughout Minnesota. Preventing violence before it begins and transforming behavior after violence occurs is crucial to our shared goal of a violence-free Columbia Heights and Minnesota. Now, therefore, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia Heights, proclaim October as Domestic Violence Awareness Month in the City of Columbia Heights, County of Anoka, State of Minnesota, U.S.A. As we observe Domestic Violence Awareness Month, let us remember the power of hope, resilience, and community. Together, we can create a future where all individuals are safe, supported, and free from violence. Let us stand united in our commitment to end domestic violence and support those on their journey to healing and empowerment. No matter how small, every action brings us closer to a world where love and respect prevail. ______________________________ Amáda Márquez Simula, Mayor September 22, 2025 90 Item 8. PROCLAMATION Fire Prevention Week: October 5-11, 2025 The Columbia Heights Fire Department is committed to ensuring the safety and security of all those living in Columbia Heights and visiting. Fire remains a serious public safety concern both locally and nationally, and the presence of lithium-ion batteries in many household devices introduces unique fire risks. Most of the electronics used in homes daily — including smartphones, tablets, laptops, power tools, e-bikes, e-scooters, and toys — are powered by lithium-ion batteries, which if misused, damaged, or improperly charged, can overheat, start a fire, or explode. The National Fire Protection Association® (NFPA®) reports an increase in battery-related fires, underscoring the need for public education on the safe use of lithium-ion batteries. Residents should follow three key calls to action: Buy only listed products, charge batteries safely, and recycle them responsibly to prevent battery-related fires. Lithium-ion batteries store a large amount of energy in a small space, and improper use such as overcharging, using off-brand chargers without safety certification, or exposing batteries to damage can result in fire or explosion. The proper disposal and recycling of lithium-ion batteries help prevent environmental hazards and reduce fire risks in the home and community. Columbia Heights first responders are dedicated to reducing the occurrence of fires through prevention, safety education, and community outreach. The 2025 Fire Prevention Week™ theme, “Charge into Fire Safety™: Lithium-Ion Batteries in Your Home,” serves to remind us of the importance of using, charging, and recycling lithium-ion batteries safely to reduce the risk of fires in homes and communities. Now Therefore, I, Amáda Márquez Simula, Mayor of the City of Columbia Heights, do hereby proclaim October 5 -11, 2025, as Fire Prevention Week in the City of Columbia Heights, County of Anoka, State of Minnesota, U.S.A. ________________________________ Amáda Márquez Simula, Mayor September 22, 2025 91 Item 8.