HomeMy WebLinkAbout01-05-2026 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
Monday, January 05, 2026
6:00 PM
AGENDA
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 244 591 441 962 9, Passcode GH63Mp9D. 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 Mayor and City Manager will
help us adhere to them with respectful reminders and reinforcement as needed .
WORK SESSION ITEMS
1. Group Ice Breaker: Think of a time when you felt proud of something the City of
Columbia Heights accomplished—or a value or practice the city consistently upholds.
What was that experience, and how did it make you feel?
Presenting Item: Amáda Márquez Simula, Mayor
2. MnDOT: Layout Recommendations for Central Avenue Corridor (Continued from April,
May, June and December 2025 Work Sessions). (30 Minutes)
Presenting Item: Rochelle Widmer, City Engineer
Staff requests that council receive updates on the status of the Central Ave redesign.
MnDOT would like feedback from council on roundabouts, added pedestrian signals at
50th Ave & 52nd Ave, northbound bus lane, median closure at 42nd Ave, stormwater
treatment, and the cooperative construction agreement.
3. Medtronic Development Update. (15 Minutes)
Presenting Item: Mitchell Forney, Community Development Director
This is an informational item, and staff are not seeking any specific input.
4. Just Cause Tenant Protection. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager and Dan O’Brien, Fire Chief
Staff are requesting City Council feedback on the concept of a just cause tenant protection
ordinance, including general policy direction, key considerations Council would like staff to
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City of Columbia Heights AGENDA January 05, 2026
City Council Work Session Page 2
evaluate, and whether Council wishes staff to return with a draft ordinance or additional
analysis for future discussion.
5. Ratio Request for Use of City Hall External Parking Lot. (5 Minutes)
Presenting Item: Aaron Chirpich, City Manager
Staff would like Council feedback regarding the proposed shared use of the parking lot. If
the Council supports the partnership, staff will prepare a parking license agreement for
approval by the Council at the January 26th Council meeting.
6. Review and Confirm Council Liaison Assi gnments for 2026. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager
Staff asks that council provide direction regarding the designation of board and
commission liaisons for 2026 so that formal approval can occur at the January 12, 2026 City
Council Meeting.
7. Designation of Legal Newspaper for 2026. (5 Minutes)
Presenting Item: Aaron Chirpich, City Manager
Staff asks that council provide direction regarding the designation of a legal newspaper for
2026 so that formal approval can occur at the January 12, 2026 City Council Meeting.
8. Review and Approve Council Handbook Updates for 2026. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager
Staff requests that council review the attached updates to the 2026 Coun cil Handbook and
give additional direction to prepare the handbook for formal approval at the January 12,
2025 City Council Meeting.
9. Review and Confirm Board and Commission Application Period and In terview Times, and
Approve 2026 Application Form and Interview Questions. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager
Staff requests that council have a brief discussion regarding updates or changes needed to
the 2026 Board and Commission Application / Interview Questions as well as confirmation
on what dates to schedule interviews in March, 2026.
10. Review and Confirm Local Board of Appeals and Equalization (LBAE) for 2026. (5 Minutes)
Presenting Item: Aaron Chirpich, City Manager
Staff requests that council have a brief discussion regarding the upcoming dates available
to schedule the Local Board of Appeals and Equalization Meeting.
11. Council Corner.
Monthly Calendar Sharing
Monthly Event Notification, Attendance and Past Event Updates
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City of Columbia Heights AGENDA January 05, 2026
City Council Work Session Page 3
Monthly Proclamations and Meeting Guests
Presenting Item: Amáda Márquez Simula, Mayor
ADJOURNMENT
Auxiliary aids or other accommodations for individuals with disabilities are available upon request when the request is
made at least 72 hours in advance. Please contact Administration at 763-706-3610 to make arrangements.
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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.
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ITEM: Group Ice Breaker: Think of a time when you felt proud of something the City of Columbia
Heights accomplished—or a value or practice the city consistently upholds. What was that
experience, and how did it make you feel?
Presenting Item: Amáda Márquez Simula, Mayor
DEPARTMENT: Administration BY/DATE: Sara Ion / December 29, 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 JANUARY 5, 2026
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Item 1.
ITEM: MnDOT: Layout Recommendations for Central Avenue Corridor (Continued from April, May,
June and December 2025 Work Sessions). (30 Minutes)
Presenting Item: Rochelle Widmer, City Engineer
DEPARTMENT: Engineering BY/DATE: City Engineer / December 23, 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
XSafe, Accessible and Built for Everyone
_Engaged, Effective and Forward-Thinking
_Resilient and Prosperous Economy
_Inclusive and Connected Community
BACKGROUND
The Minnesota Department of Transportation (MnDOT) has recommendations on the preferred layout for
Central Avenue from 37th to 53rd Avenues and has been reviewing those with the Council at the April, May,
June, and December 2025 City Council Work Sessions. The preliminary and final design phases of the Central
Avenue project have been initiated by MnDOT and they have asked for continu ed discussion on the Central
Avenue corridor.
SUMMARY OF CURRENT STATUS
At the April 7, 2025, City Council Work Session, MnDOT began sharing proposed designs and seeking feedback
and recommendations for the Central Avenue corridor. Part of this process was to check in with the Council
based on agency, public, and council feedback to make sure the project is headed in the right direction. The
main purpose of these ongoing reviews with the council is to capture recommendations, present questions,
issues, or concerns as MnDOT would like to proactively address these items by the time Municipal Consent is
considered by the Council in early 2026. Chris Bower and Mathew Thibert of MnDOT will be in attendance to
facilitate the conversation with the council, and Alicia Valenti from Metro Transit will also be in attendance to
coordinate information and concerns related to bus lanes on the corridor.
Items Resolved
Full closure of Reservoir Blvd.
Added signal at 43rd Ave in preparation of new development.
Substantial work related to reconstruction of 5.5 miles of a critical urban corridor.
Items that Need Discussion
Roundabouts.
Added pedestrian signals at 50th Ave & 52nd Ave.
Northbound bus lane.
Median closure at 42nd Ave.
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
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Item 2.
City of Columbia Heights - Council Letter Page 2
Stormwater treatment.
Cooperative construction agreement.
STAFF RECOMMENDATION
Requested Council Action/ Discussion Topics / Key Questions
Staff requests that council receive updates on the status of the Central Ave redesign. MnDOT would like
feedback from council on roundabouts, added pedestrian signals at 50th Ave & 52nd Ave, northbound bus
lane, median closure at 42nd Ave, stormwater treatment, and the cooperative construction agreement.
ATTACHMENT(S)
MnDOT PowerPoint.
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Item 2.
Central Ave. Update
Christopher Bower | North Area Engineer
Metro District
January 5, 2026
mndot.gov8
Item 2.
Goal of Council Workshop
•Share update on the layout
•Discuss overview of Municipal Consent
12/23/2025 mndot.gov 2 9
Item 2.
Recommended Design:
•Multi-lane (2x1) roundabouts at 49th, 51st, and 53rd Aves
mndot.gov 3 10
Item 2.
Recommended Design:
•Pedestrian signals at 50th Ave & 52nd Ave
12/23/2025 mndot.gov 4 11
Item 2.
Recommended Design:
•48th Avenue
12/23/2025 mndot.gov 5 12
Item 2.
Recommended Design:
•Single lane roundabouts at 46th1/2 Ave & 47th Ave
12/23/2025 mndot.gov 6 13
Item 2.
Recommended Design:
•Northbound bus lane from 37th Ave to 45th Ave
•Shared-use path on both sides of Central Ave
•Full closure of Reservoir Blvd
12/23/2025 mndot.gov 7 14
Item 2.
Recommended Design:
•Median closure at 42nd Ave
12/23/2025 mndot.gov 8 15
Item 2.
Recommended Design:
•Signal at 43rd Ave (Associated
W/Proposed Development)
•100% city cost
12/23/2025 mndot.gov 9 16
Item 2.
Northbound Bus Lane
•Benefits:
•Improve transit speed and reliability
•Allows a bus to stop in-lane without delaying
general purpose traffic
•Can be used by general purpose traffic to make
right turns
•Spring 2026 Metro Transit bus lane
education campaign to increase driver
awareness
mndot.gov 10 17
Item 2.
Northbound Bus Lane
•Compliance:
•40-70% reduction in violations with red paint
observed elsewhere in US
•Twin Cities: Parking violations enforced by
regulatory services; moving violations require
sworn law enforcement officer, and local police
departments lack capacity
•Metro Transit monitoring impact of violations
on bus lane efficacy and exploring possibility of
camera -based enforcement
mndot.gov 11 18
Item 2.
Stormwater Treatment
•MnDOT exploring options for stormwater in Gateway and Sullivan Lake Park
•MnDOT exploring partial acquisition of private property where it doesn't
preclude development
•Includes some city-owned parcels
•Working with city staff to refine this before Municipal Consent
12/23/2025 mndot.gov 12 19
Item 2.
Cooperative Construction Agreement
•Cost Participation – what does Columbia Heights pay for?
•City-owned legs of intersection improvements (traffic signal or roundabout)
•10% of reconstructed parking lanes
•City-requested watermain construction
•Aesthetic treatments or lighting beyond MnDOT allowance
•100% of traffic signal at 43rd
•Estimated city cost - $2 million
•MnDOT policy under revision – number may change
•Please discuss options if $2 million not available in 2028
12/23/2025 mndot.gov 13 20
Item 2.
Cooperative Construction Agreement
•Maintenance – what does Columbia Heights maintain?
•Shared use path (10' wide – bobcat/pickup plowable)
•Lighting
•RRFB + Pedestrian traffic signals
•Minor maintenance of regular traffic signals
•Aesthetic elements
•Cost – up to $532k/year (if hiring a contractor, scaled from Mpls Central Ave. Special Service District, from 37th to 53rd)
12/23/2025 mndot.gov 14 21
Item 2.
Next steps: Municipal Consent
•MnDOT submits to the city the final layout with a letter requesting city
approval.
•Letter to include the following:
•Good faith cost estimate of the city's share of the project's costs
•Project purpose
•Route location
•Short description of the proposed design of the highway
•Any additional supporting data
12/23/2025 mndot.gov 15 22
Item 2.
Next steps: Municipal Consent
12/23/2025 mndot.gov 16
MnDOT
submits layout
City schedules
public hearing
Hearing
conducted
Vote on the
layout
15 days
60 days
30+ days 60 days
City may:
•Approve the layout
•Approve the layout with conditions (let's discuss conditions)
•Deny the layout (MnDOT may appeal denial)
•Do nothing – layout approved by default
23
Item 2.
Questions?
12/23/2025 mndot.gov 17 24
Item 2.
Thank you again!
Christopher Bower
christopher.bower@state.mn.us
12/23/2025 mndot.gov 18 25
Item 2.
ITEM: Medtronic Development Update. (15 Minutes)
Presenting Item: Mitchell Forney, Community Development Director
DEPARTMENT: Community Development BY/DATE: Mitchell Forney / December 30, 2025
CORE CITY STRATEGIES:
_Community that Grows with Purpose and Equity
_High Quality Public Spaces
_Safe, Accessible and Built for Everyone
_Engaged, Effective and Forward-Thinking
X Resilient and Prosperous Economy
_Inclusive and Connected Community
BACKGROUND
In early 2025, the City Council and City staff began working with Lincoln Avenue Communities on the potential
redevelopment of the former Medtronic site. Throughout 2025, Lincoln Avenue Communities continued
negotiations with Medtronic regarding the purchase of the property. During this same period, the developer
initiated and completed a significant portion of the entitlement process, including review by the Planning and
Zoning Commission and subsequent approvals by the City Council.
The approved entitlements were general in nature and intended to establish overall project parameters. These
approvals highlighted key components of the proposed development and set broad benchmarks or boundaries
for the project moving forward, rather than establishing detailed or project -specific standards.
As Lincoln Avenue Communities advanced the project, the developer also worked to identify potenti al
townhome developers and a market-rate housing partner for the site, while continuing negotiations with
Medtronic into late fall. After not receiving bond allocation approval when they applied in July, Lincoln Avenue
Communities had indicated an intent t o reapply for Minnesota Management and Budget (MMB) bonds in
January to support project financing.
In mid-December, Lincoln Avenue Communities notified Community Development staff and the City’s bond
counsel that they would no longer be proceeding with an application for MMB bonds. The developer cited
concerns from capital investors regarding the financial risk associated with a master -planned development,
particularly given the uncertainty surrounding the timing and feasibility of a future market -rate building.
Under the proposed structure, the developer would have been responsible for acquiring the land associated
with the market-rate component without a guaranteed development timeline.
While this decision does not preclude Lincoln Avenue Communities fro m returning at a later date with a
revised proposal, the decision not to apply for MMB bonds removes the project from the current bond waiting
list and eliminates the project’s ability to maintain its decertified Qualified Census Tract (QCT) designation.
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
26
Item 3.
City of Columbia Heights - Council Letter Page 2
Staff are bringing this update forward to inform the City Council and the public that the project will not be
moving forward on its anticipated timeline and may or may not proceed with the current developer.
Requested Council Action/ Discussion Topics / Key Questions
This is an informational item, and staff are not seeking any specific input.
27
Item 3.
ITEM: Just Cause Tenant Protection. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager and Dan O’Brien, Fire Chief
DEPARTMENT: Admin and Fire BY/DATE: Aaron Chirpich / December 31, 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
_High Quality Public Spaces
X Safe, Accessible and Built for Everyone
_Engaged, Effective and Forward-Thinking
_Resilient and Prosperous Economy
_Inclusive and Connected Community
BACKGROUND
The Council has expressed interest in ordinance updates that enhance tenant protections in the City of
Columbia Heights. In this regard, one type of ordinance that is gaining traction locally relates to just cause
protection. Just cause tenant protection ordinances are local regulations that require landlords to provide a
valid, specified reason (“just cause”) before terminating a residential tenancy or choosing not to renew a
lease. These ordinances are intended to promote housing stability by protecting t enants from arbitrary or
retaliatory evictions while still preserving a landlord’s ability to manage and maintain their property. Under a
typical just cause ordinance, landlords may end a tenancy only for defined reasons, which commonly include
nonpayment of rent, violation of lease terms, illegal activity, failure to allow lawful access, or the landlord’s
intent to occupy or substantially renovate the property.
Just cause ordinances do not prevent evictions; rather, they establish clear standards and pro cedures that
balance tenant protections with property owner rights. Communities that have adopted just cause ordinances
often to cite increased housing stability, reduced displacement, and clearer expectations for both tenants and
landlords. Careful ordinance design is important to ensure compliance with state law and to avoid unintended
impacts on housing providers.
SUMMARY OF CURRENT STATUS
The cities of Saint Paul, Minneapolis and Brooklyn Center have all passed just cause tenant protection
measures locally. Additionally, there is a legislative push in Minnesota for statewide just cause protections
with a bill (HF 997) that was introduced in the House of Representatives during the 2025 legislative session .
STAFF RECOMMENDATION
Staff generally support the adoption of a just cause tenant protection ordinance as a tool to promote housing
stability and fairness in the local rental market. Staff believe this topic aligns with broader community goals
related to housing security and resident well-being.
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
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Item 4.
City of Columbia Heights - Council Letter Page 2
Requested Council Action/ Discussion Topics / Key Questions
(Briefly state the specific action staff is requesting of the City Council, if any. For example: provide
direction, discuss options, or review information.)
Staff are requesting City Council feedback on the concept of a just cause tenant protection ordinance,
including general policy direction, key considerations Council would like staff to evaluate, and whether
Council wishes staff to return with a draft ordinance or additional analysis for futu re discussion.
ATTACHMENT(S)
Sample Ordinance, City of Brooklyn Center
House File 997
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Item 4.
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Item 4.
1.1 A bill for an act
1.2 relating to civil law; requiring landlords to provide just cause for terminating
1.3 tenancy; proposing coding for new law in Minnesota Statutes, chapter 504B.
1.4 BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MINNESOTA:
1.5 Section 1. [504B.277] TERMINATING THE TENANCY; JUST CAUSE REQUIRED.
1.6 Subdivision 1.Just cause required.A landlord must not issue a notice terminating a
1.7 tenancy or refuse to renew a lease unless the landlord establishes one or more of the grounds
1.8 for termination described in subdivisions 2 to 10. The landlord must provide the tenant with
1.9 sufficient written notice consistent with the lease requirements but not less than a full rental
1.10 period or in compliance with section 504B.135, describing the reason for terminating the
1.11 tenancy.
1.12 Subd. 2.Nonpayment of rent.The tenant fails to cure the deficiency after receiving a
1.13 nonpayment notice from the landlord, and the landlord does not pursue a valid nonpayment
1.14 eviction action under section 504B.291, subdivision 1, paragraph (a), but decides to terminate
1.15 the tenancy at the end of the lease.
1.16 Subd. 3.Repeated late payment of rent.The tenant repeatedly makes late payments
1.17 of rent, at least five times in a 12-month period. The landlord must provide the tenant with
1.18 notice following a late payment that a subsequent late payment may be grounds for
1.19 termination of the tenancy.
1.20 Subd. 4.Material breach.After receiving a written notice from the landlord, the tenant
1.21 fails to stop the action that is a material breach of the lease or fails to take action that would
1.22 cure the deficiency.
1Section 1.
REVISOR MS/ES 25-0238102/10/25
State of MinnesotaThis Document can be made available
in alternative formats upon request
HOUSE OF REPRESENTATIVES
H. F. No. 997NINETY-FOURTH SESSION
Authored by Agbaje and Kozlowski02/17/2025
The bill was read for the first time and referred to the Committee on Housing Finance and Policy
36
Item 4.
2.1 Subd. 5.Refusal to renew.The tenant refuses to renew or extend the lease after the
2.2 landlord requests in writing that the tenant renew or extend the lease.
2.3 Subd. 6.Occupancy by landlord or family member.The landlord, in good faith, seeks
2.4 to recover possession of the rental unit so that the landlord or a family member may occupy
2.5 the unit as the landlord's or the family member's principal residence.
2.6 Subd. 7.Withdrawal from market; building demolishment and dwelling unit
2.7 conversion.(a) The landlord seeks to withdraw the rental property from the residential
2.8 rental market for the following reasons:
2.9 (1) to demolish the property; convert the property into a cooperative, provided the
2.10 landlord complies with the provisions of chapter 515B; or convert the property into a
2.11 nonresidential use, provided the landlord obtains the necessary permits before terminating
2.12 the tenancy;
2.13 (2) to, in good faith, recover the unit to sell it in accordance with a condominium
2.14 conversion, provided the landlord complies with the provisions of chapter 515B; or
2.15 (3) to convert the unit into a subsidized unit under a local, state, or federal housing
2.16 program and the tenant does not qualify to rent the unit under that program.
2.17 (b) A landlord who wishes to withdraw a rental property must:
2.18 (1) file a notice of intent to withdraw with the commissioner of the Minnesota Housing
2.19 Finance Agency;
2.20 (2) provide tenants with 180-day notice prior to the termination of the tenancy; and
2.21 (3) provide one month's rent as a relocation fee to the tenant 30 days prior to withdrawal.
2.22 (c) If the landlord offers units for rent in the withdrawn rental property within five years
2.23 following the withdrawal, the commissioner, the attorney general, or a tenant that was
2.24 removed from the rental property may sue for damages and attorney fees on behalf of
2.25 removed residents.
2.26 Subd. 8.Rehabilitation and renovation.The landlord seeks, in good faith, to recover
2.27 possession of the dwelling unit to complete rehabilitation or renovation work that would
2.28 render the unit uninhabitable for the duration of the rehabilitation or renovation.
2.29 Subd. 9.Complying with government order to vacate.The landlord is complying
2.30 with a government agency's order to vacate, order to abate, or any other order that necessitates
2.31 vacating the dwelling unit.
2Section 1.
REVISOR MS/ES 25-0238102/10/25
37
Item 4.
3.1 Subd. 10.Occupancy conditioned on employment.The tenant's occupancy in the
3.2 dwelling unit is conditioned upon employment on the rental property and the employment
3.3 relationship is terminated.
3.4 Subd. 11.Lease amendments.Nothing in this section alters the landlord and tenant's
3.5 ability to amend the terms of a lease as otherwise allowed by law.
3Section 1.
REVISOR MS/ES 25-0238102/10/25
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Item 4.
ITEM: Ratio Request for Use of City Hall External Parking Lot . (5 Minutes)
Presenting Item: Aaron Chirpich, City Manager
DEPARTMENT: Administration BY/DATE: Aaron Chirpich / December 30, 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
_Inclusive and Connected Community
BACKGROUND
Staff from the management team at Ratio apartments have reached out to the City requesting use of the City
owned external parking lot located at the northeast corner of the City Hall/Ratio redevelopment site. The
Ratio apartment complex is managed by the Sail Property Management Company. Sail management has been
successful in leasing all the resident parking stalls located inside of the building and this has displaced their on-
site staff that were using the un-leased spaces during the day. Sail management has requested the use of four
spaces for their staff to park during normal business hours.
SUMMARY OF CURRENT STATUS
The parking lot in question was developed by the City to serve as overflow parking for City vehicles that reside
at City Hall, and to also serve as parking for staff attending ev ening meetings at City Hall. The lot has a total of
14 parking spaces with one space dedicated as ADA accessible parking only. During regular business hours,
City Hall staff park their vehicles inside of the building in a shared portion of the garage that is not accessible
to the public. This parking arrangement is governed by a parking license agreement that is articulated as part
of the condo association master agreement. Staff can park in the internal garage Monday-Friday from 7:30
a.m. to 5:00 p.m. If staff are at City Hall past 5:00 p.m. for a meeting, or for other work, they are required to
move their vehicle to the external lot to allow ratio residents to use the internal shared spaces. The City leases
the internal shared parking spaces for $60 per stall, per month.
STAFF RECOMMENDATION
Staff are generally supportive of the request by Sail management to use the external lot for employee parking
during regular business hours. The external lot has never reached capacity by City staff to date and the use by
Sail staff would be complimentary to the timing needs of staff. In other words, as staff are required to move
their vehicles from the inside garage, Sail management staff would be required to move from the external lot.
If the Council is open to the idea of shared use of the external lot, staff would propose a lease rate of $30 per
stall, per month and ensure that the agreement could be terminated quickly if the parking needs of the City
change.
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
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Item 5.
City of Columbia Heights - Council Letter Page 2
Requested Council Action/ Discussion Topics / Key Questions
(Briefly state the specific action staff is requesting of the City Council, if any. For example: provide
direction, discuss options, or review information.)
Staff would like Council feedback regarding the proposed shared use of the parking lot. If the Council
supports the partnership, staff will prepare a parking license agreement for approval by the Council at the
January 26th Council meeting.
ATTACHMENT(S)
Parking Lot Location Map
Parking License Agreement
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Item 5.
ITEM: Review and Confirm Council Liaison Assignments for 2026. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager
DEPARTMENT: Administration BY/DATE: Sara Ion / December 23, 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
X Inclusive and Connected Community
BACKGROUND
The City Council Board and Commission Liaison appointments are made annually at the first council meeting in
January. The attached draft assignment form shows the 2025 assignments. Following discussion and direction,
staff will prepare the formal appointment resolution for action at the January 12, 2026, City Council Meeting.
Requested Council Action/ Discussion Topics / Key Questions
(Briefly state the specific action staff is requesting of the City Council, if any. For example: provide
direction, discuss options, or review information.)
Staff asks that council provide direction regarding the designation of board and commission liaisons for
2026 so that formal approval can occur at the January 12, 2026 City Council Meeting.
ATTACHMENT(S)
2026 Council Liaison Assignments
Resolution 2025 -003 Council Liaison Appointments
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
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Item 6.
DRAFT
2026 Commission and Board Liaison Appointments
2025 Appointment 2026 Appointment
Library Board Márquez Simula
Park & Recreation Buesgens
Sustainability James
Planning Commission Deneen
Charter Commission Spriggs
School Board Deneen
League of MN Cities Spriggs
Metro Cities Márquez Simula
MWMO Buesgens
Hilltop Council Member
Rice Creek Watershed Márquez Simula
JLEC Márquez Simula
Markham
Fire Protection Council James
City Manager
Fire Association Buesgens
Council President James
MAC (Multi Cultural) Spriggs
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ITEM: Designation of Legal Newspaper for 2026. (5 Minutes)
Presenting Item: Aaron Chirpich, City Manager
DEPARTMENT: Administration BY/DATE: Sara Ion / December 17, 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
X Inclusive and Connected Community
BACKGROUND
Annually the City Council designates an official newspaper for publishing legal notices and other required
publications. The City Charter Chapter 12, Section 10 and State Statute 331A addresses the requirements of a
legal newspaper, some of the requirements include:
• Be published at least twice a month.
• Be registered with the Secretary of State’s office.
• Be circulated in the political subdivision which it purports to serve.
• Have its known office of issue established in either the county in which it lies, or the political
subdivision which the newspaper purports to serve.
• File a copy of each issue immediately with the State Historical Society.
• Submit to the secretary of state by December 31 a filing containing the newspaper’s name, address of
its known office of issue, telephone number, and a statement that it has compli ed with all of the
requirements of this section and paid the fee.
• It shall annually designate a newspaper of general circulation in the city as the official paper in which
shall be published such measures and matters as are by the constitution and laws of this state required
to be so published, and such other matters as the council may deem it wise to have published in this
matter, or in lieu thereof it may establish a municipal publication, which shall then be the official
newspaper.
SUMMARY OF CURRENT STATUS
The City currently uses Life Publication as its official legal newspaper. The provider for 2026 will need to be
approved by the council at the first regularly scheduled council meeting of 2026.
STAFF RECOMMENDATION
City staff recommend moving forward with designating Life as the official newspaper for 2026 because of their
frequent publication schedule and low cost. The bid from Life indicates a price increase of .20, for a cost of
$12.00 per column inch with publication every week. The bid from th e Northeaster is ten dollars more per
column inch for a cost of $22 per column inch and is published every other week. The APG bid reflects the
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
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City of Columbia Heights - Council Letter Page 2
most effective and efficient manner of publication for residents and business to easily access required
information. Please note that even though there is a small subscription fee for home delivery, there is also
free access to Life at City Hall, the Columbia Heights Library and all legal notices and publications are available
without a paywall on the Life’s website: https://www.hometownsource.com/classifieds/abc_newspapers/ and
at https://www.mnpublicnotice.com/.
Requested Council Action/ Discussion Topics / Key Questions
(Briefly state the specific action staff is requesting of the City Council, if any. For example: provide
direction, discuss options, or review information.)
Staff asks that council provide direction regarding the designation of a legal newspaper for 2026 so that
formal approval can occur at the January 12, 2026 City Council Meeting.
ATTACHMENT(S)
APG (Life Newspaper) Publishing Rates
Northeaster Publishing Rates
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Classifieds
We offer classified advertising in all sorts of categories. Davis Steen will help you with
placing and pricing your ad. Ads are $9 per line with a $27 minimum. Display ads in
classified are $44 per column-inch with a $66 minimum. Discounts offered for 6x (10%),
12x (15%) and 24x (20%) commitments. Call 612-788-9004 for assistance.
Legal Notice Advertising:
Certificate of Assumed Name and other types of public notices are $22 per column inch
and run in the classified section. We provide affidavits of publication and help you meet
government requirements. Call 612-788-9004 to place.
Deadlines are Tuesdays, 3 p.m., 8 days prior to publication – firm!
Public Notice Minnesota:
Citizens who want to know more about the actions of local, county and state government
as well as events occurring in the local and state court systems can find public notices
here: https://www.mnpublicnotice.com/. The website receives uploaded public notices daily
from newspapers in Minnesota.
12/17/25, 3:13 PM Classifieds – MyNortheaster.com
https://www.mynortheaster.com/classifieds/1/1
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2026 Northeaster prints back-to-back weekly editions in January to accomodate carrier delivery
for the year. Otherwise Northeaster publishes every other week except three 3-week breaks,
one April 15 to May 6, one July 1 to July 22 and one September 16 to October 7.
24 editions in the year.
Space reservation deadline is Tuesday 8 days before publication.
Northeaster 2026 Publication Schedule
Contact@MyNortheaster.com • 612-788-9003 • Fax 612-788-3299
Northeaster Newspaper • 2844 Johnson St. NE • Minneapolis, MN 55418
Calendar for Year 2026 (United States)
January February March
April May June
July August September
October November December
Su Mo Tu We Th Fr Sa
1 2 3
4 5 6 7 8 9 10
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18 19 20 21 22 23 24
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Su Mo Tu We Th Fr Sa
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Su Mo Tu We Th Fr Sa
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Su Mo Tu We Th Fr Sa
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30 31
Su Mo Tu We Th Fr Sa
1 2 3 4 5
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Su Mo Tu We Th Fr Sa
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Su Mo Tu We Th Fr Sa
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Northeaster
Deadline
Northeaster
Publishes
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ITEM: Review and Approve Council Handbook Updates for 2026. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager
DEPARTMENT: Administration BY/DATE: Sara Ion / December 23, 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
X Inclusive and Connected Community
BACKGROUND
The City Council Handbook is reviewed and updated annually and serves as a resource to City Officials to
provide information about opportunities and topics related to their role as elected officials as well as general
local government operations.
SUMMARY OF CURRENT STATUS
Attached is the draft City Council Handbook for 2026 that has been reviewed and updated by staff to
incorporate the following:
Leadership Team updates.
Updated formatting and grammatical errors.
Updated hyperlinks.
Requested Council Action/ Discussion Topics / Key Questions
(Briefly state the specific action staff is requesting of the City Council, if any. For example: provide
direction, discuss options, or review information.)
Staff requests that council review the attached updates to the 2026 Council Handbook and give additional
direction to prepare the handbook for formal approval at the January 12, 2025 City Council Meeting.
ATTACHMENT(S)
Resolution 2025-04
2025 City Council Handbook
Draft 2026 City Council Handbook
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
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1 CITY COUNCIL HANDBOOK
City Council Handbook
TABLE OF CONTENTS
CHAPTER 1: OVERVIEW AND RESOURCES ............................................................................................3
Introduction .............................................................................................................................................. 3
Resources .................................................................................................................................................. 3
CHAPTER 2: FORM OF GOVERNMENT .................................................................................................5
Council-Manager Plan ............................................................................................................................... 5
Mayor and City Council ............................................................................................................................. 6
Sources of City Authority .......................................................................................................................... 6
CHAPTER 3: CITY COUNCIL .................................................................................................................7
Council Roles ............................................................................................................................................. 7
CHAPTER 4: CITY MANAGER ...............................................................................................................8
City Manager’s Role .................................................................................................................................. 8
Communication ......................................................................................................................................... 9
Professional Associations .......................................................................................................................... 9
City Council Evaluation............................................................................................................................ 10
CHAPTER 5: CITY STRUCTURE ............................................................................................................ 10
Restrictions on Staff Political Involvement ............................................................................................. 10
City Departments .................................................................................................................................... 10
CHAPTER 6: SUPPORT, TECHNOLOGY, AND LEGAL COUNSEL .............................................................. 11
Support ................................................................................................................................................... 11
Technology .............................................................................................................................................. 12
Legal Counsel .......................................................................................................................................... 12
CHAPTER 7: COMPENSATION ............................................................................................................ 13
City Council Compensation ..................................................................................................................... 13
Payroll Information ................................................................................................................................. 14
CHAPTER 8: TRAINING AND TRAVEL POLICY FOR CITY COUNCIL, CITY BOARDS AND COMMISSIONS .... 15
Training Budget ....................................................................................................................................... 15
Travel Information/Policies ..................................................................................................................... 15
CHAPTER 9: COMMUNICATIONS AND MEDIA RELATIONS .................................................................. 16
Communications ..................................................................................................................................... 16
Communication Tips for E-Mail and Social Media .................................................................................. 18
Media Relations ...................................................................................................................................... 19
CHAPTER 10: CITY COUNCIL MEETINGS ............................................................................................. 20
General .................................................................................................................................................... 20
Types of Meetings ................................................................................................................................... 20
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CHAPTER 11: ADVISORY BOARDS, COMMISSIONS, COMMITTEES, AND TASK FORCES ......................... 23
Representation by City Council Members .............................................................................................. 23
Appointment to and Attendance at Boards, Commissions, Committees, and Task Forces ................... 24
Staff Relationship to Advisory Bodies ..................................................................................................... 24
Committees and Commissions by Ordinance ......................................................................................... 24
Commissions Created by Statute ............................................................................................................ 26
CHAPTER 12: OPEN MEETING LAW AND DATA PRACTICES ................................................................. 26
Open Meeting Law .................................................................................................................................. 26
Minnesota’s Data Practices Act .............................................................................................................. 27
CHAPTER 13: CODE OF CONDUCT ...................................................................................................... 29
Conflict of Interest .................................................................................................................................. 31
Incompatible Offices ............................................................................................................................... 31
Gifts ......................................................................................................................................................... 31
Liabilities ................................................................................................................................................. 32
Ethical Leadership ................................................................................................................................... 32
CHAPTER 14: RULES TO GOVERN BY .................................................................................................. 33
Land Use Laws ......................................................................................................................................... 33
Public Improvements .............................................................................................................................. 33
Licenses and Permits ............................................................................................................................... 34
CHAPTER 15: FINANCIAL ASPECTS ..................................................................................................... 34
Budget and Tax Levy ............................................................................................................................... 34
Financial Statement ................................................................................................................................ 35
CHAPTER 16: STANDARDS OF APPEARANCE ...................................................................................... 35
CHAPTER 17: LEAVING OFFICE AND VACANCIES ................................................................................ 36
Leaving Office .......................................................................................................................................... 36
Vacancies ................................................................................................................................................ 36
APPENDIX I ...................................................................................................................................... 36
Agenda and Meeting Procedures ........................................................................................................... 36
Voting ...................................................................................................................................................... 39
Protocol and Rules of Decorum .............................................................................................................. 39
APPENDIX II ..................................................................................................................................... 41
Index of Commonly Used Terms ............................................................................................................. 41
APPENDIX III .................................................................................................................................... 50
Tips for Successful Public Service ............................................................................................................ 50
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3 CITY COUNCIL HANDBOOK
CHAPTER 1: OVERVIEW AND RESOURCES
INTRODUCTION
Welcome to the exciting position as an elected official of the Columbia Heights City Council. You will find
that a leadership position in municipal government can be both rewarding and challenging. This
handbook has been created to assist in your transition to this position. It will provide an overview of
Columbia Heights and its government, as well as your primary responsibilities, and how elected and
appointed officials, with the assistance of staff, can work together in the most efficient and effective
way to best serve the Columbia Heights community.
The City Council handbook is offered as a resource to City officials to provide information about the
opportunities and topics related to their role and to local government. In addition to information found
in this handbook, council members are encouraged to work with the city manager for additional
guidance and input. City Manager Aaron Chirpich can be reached at achirpich@columbiaheightsmn.gov
or 763-706-3609.
RESOURCES
The following publications are available online or in the Administration Department.
League of Minnesota Cities (LMC)
www.lmc.org
The League of Minnesota Cities provides information, education and training to elected officials and
staff. LMC has an annual conference that provides an opportunity to connect with other member cities
to learn how they have handled opportunities and issues. Throughout the year, the LMC provides
legislative updates on the upcoming session and the implications of any new legislation. They hold a risk
management seminar every year and other seminars and sessions as needed. If resources exist and
personal schedules allow, council members are encouraged to attend LMC’s local, state and national
conferences.
League of Minnesota Cities Handbook for Minnesota Cities
http://www.lmc.org/page/1/handbook-for-mn-cities.jsp
The League of Minnesota Cities (LMC) assists cities by lobbying, providing training and serving as a
resource for cities. The LMC handbook provides information about council member roles and
responsibilities, laws regulating council action and special council requirements.
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Columbia Heights City Charter
https://www.columbiaheightsmn.gov/government/city_charter.php
Columbia Heights is a charter city, as authorized by Minnesota Statutes Chapter 410 (available online at
https://www.revisor.mn.gov/statutes/?id=410). Columbia Heights’ City Charter is the City’s constitution
approved by citizens that establishes the City’s form of government. Columbia Heights is organized in
the council-manager form (see chapter 2 of this handbook). Through charters, citizens design their city’s
form of government. The Charter Commission is responsible for maintaining a responsive and efficient
charter. The Chief Judge of District Court appoints Charter Commission members, who meet periodically
to review the city charter, discuss issues affecting the charter and makes recommendations for changes
to the City Council and the public.
Columbia Heights City Code
http://www.columbiaheightsmn.gov/government/city_code.php
The city code is a collection of ordinances that establishes the City’s laws and regulations. Examples of
topics covered within the city code include, but are not limited to: administration, city organization, city
management, roles of officers and administrative departments, mayor and council member salaries,
council meeting procedures, roles and responsibilities of various committees within the city
organization, licensing requirements and regulations, public safety, planning and zoning, and city
financing.
City of Columbia Heights Personnel Policy
Personnel Policy
The personnel policy provides general city information and policies for employees.
Columbia Heights Intranet (HeightsNet)
https://colhgts.sharepoint.com/
Columbia Heights’ intranet provides a variety of helpful information, resources and forms (such as
reimbursement forms).
Minnesota State Law
https://www.revisor.mn.gov/
Minnesota state law establishes many rules and regulations for Minnesota cities.
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Metro Cities
http://www.metrocitiesmn.org/
Metro Cities serves as a voice for metropolitan cities at the Legislature and Metropolitan Council, to
influence state legislation affecting metro area cities, and regional policies that accommodate the needs
of metro area cities. Metro Cities lobbies and monitors the Metropolitan Council, and represents cities
before the Legislature and Executive Branch.
National League of Cities (NLC)
http://nlc.org/
The National League of Cities advocates and promotes cities and towns, provides programs and services,
keeps leaders informed of critical issues, strengthens leadership skills by offering numerous training and
education programs, recognizes municipal achievements, partners with state leagues and provides
opportunities for involvement and networking. This organization has an annual conference (in
Washington D.C. in the spring and a fall conference in various locations) that focuses on lobbying and
federal issues that impact cities and information about national policies.
Other
A number of professional associations and private firms provide training on a variety of City-related
topics. More information is available from the city manager who can be contacted at 763-706-3609 or
achirpich@columbiaheightsmn.gov.
CHAPTER 2: FORM OF GOVERNMENT
COUNCIL-MANAGER PLAN
Columbia Heights’ City Charter establishes the council-manager plan as the City’s form of government.
The form of city government became popular at the turn of the century as part of the movement to
reform and remove corruption from city organizations.
The council-manager plan combines the political leadership of elected officials with the managerial
experience of an appointed official. The council is the policy making and legislative body; and the city
manager is responsible for administration of the City.
Discretionary powers of the City are vested in and executed by the City Council and are subject to
initiatives, referendums and recall powers of the people. The City Council oversees City administration,
but exercises power through the city manager. The city manager is responsible for day-to-day city
operations and is directly responsible to the City Council.
Additional information about other forms of city structure can be found on the LMC website.
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MAYOR AND CITY COUNCIL
The City Council is composed of a mayor and four council members. All of the council seats are at-large
(citywide) seats. The mayor and all council members represent all members of the community equally,
not any specific ward or district.
Council Member Terms
All council member terms are four years. Terms are staggered so only two council members are on the
ballot at one time. The mayor term is two years. The mayor seat is on the ballot during each general
election. Terms expire on the first Monday in January after the November election. The number of terms
a council member may be elected to serve is unlimited.
Candidates may file for election or re-election in the even numbered years (i.e. 2026, 2028).
SOURCES OF CITY AUTHORITY
The U.S. Constitution does not mention cities. However, cities are influenced by the federal government
indirectly through state governments and directly through participation in federal funding programs.
The Minnesota State Constitution authorizes the Minnesota legislature to provide for the “creation,
organization, administration, consolidation, division and dissolution of local government units and their
functions, for the change of boundaries thereof” (Minnesota constitution article XII, section 3, available
online at https://www.revisor.leg.state.mn.us/constitution/). The legislature provides general formation
of cities; more specific details are included in the city charter and code. Additional City powers may be
broadened or restricted by state statute. The legislature does provide cities some discretion over policy
areas as long as they are consistent with state statutes.
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CHAPTER 3: CITY COUNCIL
The City Council includes the mayor and four council members. Each must be eligible to vote in
Minnesota, registered to vote in the City and a resident of the City. Council members must live within
the City limits when elected and continue to reside here during their full term. Each person on the
council, including the mayor, has one vote.
COUNCIL ROLES
Mayor
The mayor serves as the presiding officer of the council. The mayor is recognized as the head of City
government for ceremonial purposes (examples: open houses, ribbon cuttings, citizen certificate
presentations), by the courts for purposes of serving civil processes, and by the governor for purposes of
the military law. If the mayor cannot participate at a meeting, or is otherwise unavailable, the president
pro tempore assumes all the mayor’s duties. The mayor also directs the Police Department as
established by the City’s charter.
Council President
The council president is designated annually by a majority vote of the council. The council president acts
as the presiding officer over meetings in which the mayor is unable to participate and assumes all other
roles of the mayor in their absence.
City Council
All City powers are vested in the City Council, except as otherwise specified by law or the Columbia
Heights City Charter. The council ensures all obligations and duties imposed on the City by law are
implemented. Since the City Council exercises its authority or takes action as one body, individual
council members cannot act on behalf of the City.
The City Council is also the organization’s legislative body. Council members approve the tax rate, adopt
the budget, and set the City’s vision. The council provides leadership for the community by identifying
issues or opportunities and then implementing goals and strategies to solve issues. Council members
focus on City policies, the City vision, ordinances, and intergovernmental affairs. Some examples include
land use development, comprehensive planning, capital improvement projects, and strategic planning.
The City Council gives the city manager the authority to implement policy through direction of
operations and execution of strategic plans.
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The city manager is responsible for the City’s administrative duties. and Council members should
communicate directly with the city manager regarding items related to city employees, inquiries, or
other city topics. City staff execute council policies and directives given to them by the city manager and
provide information to keep the council informed. The city manager and department directors provide
staff direction and guidance through the chain of command.
Stay informed and involved
A key to success is to know the roles of the City Council and city staff. Council members receive a lot of
information from a variety of sources. To be better prepared, it is recommended that council members
learn about current issues, past issues, legislation and any other information which can be helpful to
them. Opportunities to learn about the council and City include, but are not limited to:
• Attending council meetings.
• Watching council meetings available via links on the City’s website.
• Participate in city functions and events outside of regular city council meetings and work
sessions.
• Talk with the city manager who can direct you to department heads as needed.
CHAPTER 4: CITY MANAGER
CITY MANAGER’S ROLE
The city manager serves the council and community as the chief administrative officer of the City and
brings local government projects and programs to citizens on the council’s behalf. The city manager
prepares the budget, recruits, hires, and supervises department directors, and is the council’s chief
advisor. Citizens and council members rely on the city manager to provide unbiased and objective
information while presenting both sides of an issue and information about long-term consequences.
The city manager is appointed by the City Council and directs all city staff. See Columbia Heights’ City
Charter chapter 6, section 53 for the powers and duties of the city manager.
Since the city manager is the staff member hired by the council, it is important that requests for
information or community issues be brought directly to the city manager. The city manager is in the best
position to provide a response because many issues involve multiple departments, or work may already
be in progress.
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If a council member wishes to influence actions, decisions, recommendations, workloads, work
schedules, or staff priorities, that member must work with other council members to do so as a matter
of council policy. The full city council retains the authority to accept, reject, or amend staff
recommendations on policy matters.
COMMUNICATION
The need for regular communication between the city manager and council is essential to maintain open
communication within the organization. The council establishes policy and programs, and the city
manager executes council actions. The city manager keeps the council informed and is sensitive to
council issues. Similarly, council members need to keep the city manager up to date on constituent
concerns and future issues.
The city manager provides information between council and city staff. The city manager is responsible
for communicating the city’s position about policy matters to outside agencies on the council’s behalf.
Sharing timely information with the council is one of the city manager’s highest priorities. The city
manager:
• Ensures council members receive copies of correspondence that will assist them in policy-
making.
• Provides other documents to the council on a regular basis, such as monthly or bi-monthly
status reports, executive summaries and other information vital to the council member’s
position.
• Holds work sessions and study sessions to provide detailed presentations about beneficial
information.
• Schedules council/staff meetings to focus on topics and enhance information exchange.
• Encourages presiding council member (either mayor or president pro tempore) to meet with the
city manager prior to the council meeting to review agenda items.
• Has an open-door policy so individual council members can meet with the city manager on an
impromptu and one-on-one basis.
PROFESSIONAL ASSOCIATIONS
Like many other city managers, Columbia Heights’ city manager belongs to the International City/County
Management Association (ICMA), a professional and educational association for city administrative
officers that was founded in 1914. ICMA’s mission: “to strengthen the quality of local government
through professional management.” The city manager is subject to ICMA’s professional code of ethics
and the 12 ethical principles of personal and professional conduct.
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CITY COUNCIL EVALUATION
The full city council conducts the city manager’s review annually during a closed city council meeting and
provides a summary report to the public during the next city council meeting. This evaluation helps
ensure city goals are achieved and provides direction and guidance to the city manager. The city
manager may be evaluated regarding city council relationships, public relations, effective leadership of
staff, fiscal management, communications, personal traits, and intergovernmental affairs.
All city council questions or comments should be directed to the city manager at 763-706-3609 or
achirpich@columbiaheightsmn.gov.
CHAPTER 5: CITY STRUCTURE
RESTRICTIONS ON STAFF POLITICAL INVOLVEMENT
The City of Columbia Heights is a nonpartisan local government. Professional staff formulates
recommendations in compliance with council policy and are not influenced by political factors for the
good of the organization and the community as a whole.
CITY DEPARTMENTS
The city manager is responsible for the day-to-day management of the City and supervises the
organization through division directors. There are eight city departments:
Administration
As city manager, Aaron Chirpich acts as the director of the administration department. This department
is responsible for providing citywide human resources and labor relations services as well as cable
television franchise administration, legal services oversight, elections administration, data practices
management, records retention oversight, City communications, and city council support services.
Community Development
Mitchell Forney is the community development director. This department consists of building
inspections, planning, zoning, economic development, and business licensing.
Finance
Joseph Kloiber is the finance director. This department is responsible for the City’s finances, accounting,
payroll, insurance, and liquor operations.
Information Technology
Jesse Hauf is the information technology director. This department is responsible for managing and
supporting the City’s technology infrastructure and data security.
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Fire
Dan O’Brien is the fire chief. This department is responsible for providing fire protection, emergency
medical assistance, fire safety, and education, as well as inspections and property maintenance
enforcement.
Library
Renee Dougherty is the library director. The library provides free access to informational and
recreational materials, technology resources, and educational programming.
Police
Matt Markham is the police chief. This department is responsible for public protection, programs to
prevent crimes, and community-oriented policing.
Public Works
Kevin Hansen is the public works director / city engineer. This department is comprised of Streets, Parks,
and Utilities. Public Works also oversees citywide refuse management and provides facility maintenance
for all city buildings and grounds.
Recreation
Keith Windschitl is the recreation director. The Recreation Department is responsible for providing
recreation and senior citizen programming in the city.
CHAPTER 6: SUPPORT, TECHNOLOGY, AND LEGAL COUNSEL
SUPPORT
Staff Support
Staff support is provided in response to requests from the City Council as a whole. Requests for
information, service-related needs, or policy positions should be considered as an item for the
City Council meeting agenda. Staff will complete work within an established timeline of the Council
when directed by Council action, supervised by the city manager. To request support, contact the city
manager at 763-706-3609 or achirpich@columbiaheightsmn.gov.
Mailboxes
Council members receive conference materials, mail other correspondence during meetings and in their
mailboxes at City Hall.
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Meeting Materials
The draft City Council meeting agenda is delivered via e-mail on the Wednesday prior to the meeting.
The final City Council meeting agenda and full packet is delivered to City Council members via e-mail on
the Friday prior to the meeting.
TECHNOLOGY
To enhance council members’ service to the community and their ability to communicate with staff and
the public, the City provides meeting facilities and office equipment for City business. The City provides
technological equipment with necessary software, internet, and e-mail capabilities. Use of personal
computer equipment may make its contents subject to public disclosure and review. Please contact the
City Manager if you have any questions or concerns relating to technology.
Use of technology such as computer, internet and e-mail, cell phones, desktop phones, iPads and digital
equipment must be done with integrity and be able to withstand public scrutiny. Refer to the
Information Security Policy on the intranet for details.
Public Record
City emails involving council members and members of advisory boards and commissions are public
records (with very few exceptions as stated by the Minnesota Data Practices Act. A helpful resource is
available through the League of Minnesota Cities:
http://www.lmc.org/media/document/1/datapractices.pdf.
Public Information
Email or text messages not considered public record may still be public information. Those interested in
copies of these items must file a public disclosure request. Requests for private data or information
outside of the scope of a council member’s role should be routed to the city manager.
LEGAL COUNSEL
Legal counsel for the City is through the city attorney. The city attorney is the legal advisor for the
council, its committees, commissions and boards, the city manager and all city officers and employees
with respect to any legal question involving an official duty or any legal matter pertaining to City affairs.
General city attorney legal responsibilities include:
• Provides civil and criminal prosecution services to the City.
• Provides legal assistance necessary for formulation and implementation of legislative policies
and projects.
• Represents the City’s interest, as determined by the City Council, in litigation, administrative
hearings, negotiations and similar proceedings.
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• Prepares or approves ordinances, resolutions, contracts and other legal documents to best
reflect and implement the purposes and intentions of the City Council; and
• Keeps City Council and staff apprised of court rulings and legislation affecting the legal interests
of the City. The city attorney represents the City Council as a whole and not individually.
CHAPTER 7: COMPENSATION
CITY COUNCIL COMPENSATION
Council salaries are set by ordinance (must be adopted at least six months before the election). Salary
increases are effective the first meeting in January after the November election.
Mayor: $1,250 per month $15,000 per year
Council Members: $ 900 per month $10,800 per year
City council members are eligible to participate in the City’s medical, dental, and life insurance
programs. The City contributes the same monthly amount towards council members’ insurance benefits
as it does to non-union employees. Please see the human resources director for the current
contribution schedule.
Reimbursement for Travel Costs
When traveling for official city business the mayor and council members are eligible for reimbursement
of actual lodging expenses and the following amounts for mileage and meals:
Mileage and meals (refer to HeightsNet for current rates).
Meals:
Travel expense vouchers are available on HeightsNet or from the city clerk. Receipts must be fully
itemized for purchases to be reimbursed. Please see Travel Policies for additional information.
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PAYROLL INFORMATION
City council members are paid on the same pay schedule as regular employees. Pay days are bi-weekly
on Fridays with the first payday in January. Payroll is automatic, there are no time sheets necessary.
Newly elected city council members must complete the following enrollment items before the year’s
first pay period:
• W-4
• I-9 document (additional documents need to accompany this, i.e. passport or drivers’ license
and social security card)
• Direct deposit form
• Public Employees Retirement Association (PERA) membership election form
• Online insurance and benefit enrollment
To complete the necessary paperwork, please contact the human resources director at 763-706-3608.
Public Employees Retirement Association Benefit
Elected officials have the opportunity to be a member of the Public Employees Retirement Association
(PERA). A membership election by public officials form must be completed even if one chooses not to
become a member. The City will pay the employer’s share and the council member or mayor so electing
membership will have the employee’s share deducted from their salary. Upon becoming eligible, council
members are able, but not required, to purchase prior service credit as is allowable by statute by paying
the employee’s share. Upon such payment to purchase prior service credit, the City will pay to the
Association a matching amount as provided by law.
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CHAPTER 8: TRAINING AND TRAVEL POLICY FOR CITY COUNCIL, CITY BOARDS AND COMMISSIONS
TRAINING BUDGET
The City Council has an annual training and education budget as well as an in-town and out-of-town
travel budget to be used for training opportunities from resource organizations listed on pages 1-3.
Lobbying efforts are not funded through this allocation.
TRAVEL INFORMATION/POLICIES
Travel involving an overnight stay
Give prior notice to city manager before traveling on overnight business explaining the trip’s purpose,
travel dates, and other details. Doing so creates open lines of communication between council members
and the city manager.
If you need assistance in making conference registration or travel plans, please contact the city clerk at
763-706-3611 or sion@columbiaheightsmn.gov. Registering and making travel plans through the city
clerk allows for direct payment of these costs by the city instead of council members making payment
and submitting for subsequent reimbursement.
Travel Expenses
Audit standards require a fully itemized claims form for expense reimbursement along with any
unexpected portion of the advance, to be submitted to the city manager’s office within 15 days of the
close of the authorized travel period for which the expenses have been advanced.
Transportation costs are reimbursed at the rate for the most reasonable means of transport. For
example, if an elected or appointed official chooses to fly first class, the city reimburses the coach rate
and the official pays the difference.
Hotel/motel accommodations are reimbursed at the single-room rate per person. Government or
discount rates should be used wherever possible.
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Policies
All requests for reimbursement must be made on the approved Travel Expense Voucher located on
HeightsNet. Itemized receipts must accompany all reimbursement claims.
• Meal costs for official functions (political or professional organizations) are paid at full actual
costs.
• There is no reimbursement for alcoholic beverages.
• Expenses are not reimbursed for spouses, guests, those not employed by the City, or other
persons not authorized to receive reimbursement under this policy or state regulations.
• Reimbursement may be claimed by one person for several employees or officials eating
together. Please list all names on the reimbursement claim form.
• Incidental expenses (i.e. telephone, parking, taxis, buses, rental cars) are reimbursed. Use the
travel expense voucher form and include any receipts. To request approval for rental cars,
submit the travel authorization form to the city manager’s office..
• Personal vehicles may be used for City business. As stated above, mileage for business use is
reimbursed at the Internal Revenue Service’s allowable mileage rate. This rate is shown on the
Travel Expense Voucher.
• Report eligible expenses on a travel expense voucher form within 15 days after the trip. Attach
receipts for expenses claimed and submit to the city manager’s office.
For assistance with the above contact the city clerk at 763-706-3611 or sion@columbiaheightsmn.gov.
CHAPTER 9: COMMUNICATIONS AND MEDIA RELATIONS
COMMUNICATIONS
As elected officials, council members have a responsibility to communicate information to the public.
Communicating accurate, timely and professional information is important to ensuring the quality and
credibility of information being provided to the public.
Public Record
Communications (electronic or written) involving city council members and members of advisory boards
and commissions are public records (with a few exceptions a stated by the Minnesota Data Practices Act
- https://mn.gov/admin/data-practices/). https://www.lmc.org/resources/data-practices-analyze-
classify-and-respond/
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Communications not considered public record may still be public information (i.e. e-mail, text
messages). Those interested in copies of these items must file a public disclosure request. Requests for
private data or information outside the scope of a council member’s role should be routed to the city
manager.
Align with Minnesota Open Meeting Law
Information posted or responded to should be done in alignment with the open meeting law. More
information about the open meeting law is available through the Minnesota Data Practices Office at
https://mn.gov/admin/data-practices/meetings/. Another resource is the League of Minnesota Cities
Informational Memo on Meetings of City Councils at https://www.lmc.org/resources/meetings-of-city-
councils/ .
Council members should generally act with caution when using electronic means to communicate with
one another. If a council member wishes to share information with other members, do so through the
city manager. Materials relating to agenda items for City business (including email) must be provided to
the public at the meeting.
Council members must be cautious about email or social media communications shared among three or
more council members:
• Example of an open meeting law violation: A council member posts a comment on a Facebook
page about a proposed ordinance. A second council member comments that they agree, and a
third council member clicks the “like” button.
Citizen questions, comments and concerns
It’s important that council members direct citizen questions, comments, and concerns to the
appropriate staff: info@columbiaheightsmn.gov email address, or to the Ask a Question/Report a
Concern form on the City’s website. Doing so ensures requests are routed to the appropriate
department or staff person and holds them accountable to ensure that proper follow-up is made and
the task is completed. In addition, since some requests cover multiple departments, there may be a
request history that will be useful as staff works to resolve the issue.
Written Correspondence
City council members often need to write letters to citizens, businesses, or other public agencies. City
letterhead, note cards, and envelopes are available for city business use. Contact staff in the
Administration Department for these items. Written letters and memoranda received by the City,
addressed to a council member or the council as a body, are forwarded via email if received in electronic
format, or photocopied and provided to all council members with a copy kept on file.
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Electronic Communications
Generally, the Columbia Heights City Council receives agenda materials, background information and
other meeting information via email. Contact the city manager if there are questions about these items.
Social Media
Since social media is an effective and frequently chosen communication tool among the public, the City
of Columbia Heights has official Facebook pages.
COMMUNICATION TIPS FOR E-MAIL AND SOCIAL MEDIA
Public Perception
City council members are public officials representing the City of Columbia Heights and its policies and
perspectives.
Official versus Individual Perspectives
Since the public connects city officials to the City of Columbia Heights, it’s important to clarify official
perspectives from individual perspectives.
It is advised for council members to separate official and private citizen roles. When presenting
information on behalf of the City of Columbia Heights, identify the role of being an elected official for
the City. When presenting individual perspectives, clarify that those viewpoints are not representative
of the City of Columbia Heights but are personal opinions. Personal social media account names should
not be tied to the City.
Public Information
Any published content, written or electronic (email, for example), may be considered public information
or covered under the Minnesota Data Practices Act. Informal messages not related to a public official’s
role, such as meeting reminders, telephone messages, and informal notes are not public record.
Large Outreach
Information posted on social media is public and will remain online for a long time. Since both email and
social media posts can be quickly shared with other audiences, it is important to post professional
messages and avoid political comments.
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Discoverability
Generally, email is not removed from the system even if deleted. Email is discoverable in litigation,
making it essential to use it cautiously. When seeking legal advice or to discuss matters of pending
litigation or other “confidential” City business, ensure e-mails are sent to only those intended because
the attorney-client privilege protecting the document from disclosure may be waived.
MEDIA RELATIONS
Media Inquiries
Council members are encouraged to refer all media inquiries to the city manager prior to discussing and
voting on an item. After a vote has been taken, individual council members may comment on their
decision. It is understood that individual council member decisions may not be reflective of the council’s
majority vote.
Following these guidelines is important to the democratic process because it helps avoid creating the
public perception that a vote or decision has been made on a topic before all the information has been
presented to the City Council. That perception could discourage the public from engaging in the
democratic process and could have negative legal implications for the City.
City Manager’s Role
The city manager communicates on the City’s behalf in interviews, publications, news releases, on social
media sites and related communications. The city manager is in the best position to provide a response
because many issues involve multiple departments, or work may already be in progress. Often, the
communications coordinator or the appropriate department director will handle interviews and
communications on behalf of the city manager.
Good to Know
When the media calls about:
• Upcoming agenda items, issues, or discussion topics: wait to provide information until the topic
is voted on. This communicates that a decision has not been made and allows the public process
to work by keeping the topic open for citizen input. If a council member discusses the issue with
media before a decision is made, there is a potential that the public may be confused about the
council’s direction. This may create a public perception that a vote or decision has been made
on a topic and discourage the public from engaging in the democratic process.
• Routine or public information: i.e. a meeting time or agenda. Provide media with the
information and notify the city manager of the request.
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• Other information: i.e. city personnel, potential litigation, controversial issues, an opinion about
a City matter, or if unsure of the type of question. It is recommended to work with the city
manager on these topics. The city manager typically works with staff on these issues and can
present the discussion scope or topic.
• Media response: If an answer isn’t readily available, a good response to media inquiries is “I
don’t have all the information about that. Let me find out and I’ll return the call.” Don’t forget to
get the respective media’s name, contact information, and deadline so a response can be
provided.
CHAPTER 10: CITY COUNCIL MEETINGS
GENERAL
The City Council decides public meeting times and places. Currently, the council meets the second and
fourth Monday of the month at 6 pm and holds a work session on the first Monday of the month at 6:00
pm. Regular meetings are held in the City Council Chambers, 3989 Central Ave NE. Work sessions are
held in the Shared Vision Room at City Hall. If a legal holiday occurs on one of these Mondays, the
council meeting will be held the next business day. All meetings are held in compliance with Minnesota’s
Open Meeting Law. All regular and special meeting dates and times are posted on the city website.
http://www.columbiaheightsmn.gov/calendar_app/index.html.
All regular City Council meetings are live broadcast, recorded, and re-broadcast on public access
television (Comcast channel 16 and CenturyLink channel 8052) and archived and available live streaming
on the City’s website.
Meeting agendas and minutes for all City Council meetings are available on the City’s website.
Quorum
To legally conduct business at meetings, the city council needs a quorum (majority) of members present.
At least three city council members constitute a quorum.
TYPES OF MEETINGS
Align with Minnesota Open Meeting Law
The City Council and any committee, subcommittee, board, or commission that makes or recommends
decisions to the City Council are subject to the Minnesota Open Meeting Law:
https://mn.gov/admin/data-practices/meetings/, https://www.lmc.org/resources/meetings-of-city-
councils/
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Communication regarding City business among three or more council members should only take place at
an open meeting or a meeting lawfully closed pursuant to Minnesota statute. Committee quorums
depend on the number of people on the committee.
Council and committee members should generally act with caution when communicating face-to-face or
through written or electronic correspondence. If a council member wishes to share information with
other members, this should be done through the city manager. Materials relating to agenda items for
city business (including e-mail) must be provided to the public at the meeting.
Regular Meetings
The Columbia Heights City Council convenes regular meetings twice each month. At the first meeting of
the year, the council:
• Designates an official newspaper.
• Assigns committee duties to members.
• Appoints a Council President.
• Reviews operational policies and guidelines if necessary and makes necessary changes.
• Works on other organizational business as deemed necessary.
Agenda
The council packet contains an agenda with information about each agenda item. Packets are available
online on the Friday before the meeting.
Council members wishing to discuss an item at a work session or request action on an item at a council
meeting should request the city manager place the item on the agenda. Council members can also make
a brief report about a meeting or event at a meeting without prior notice. This report should occur
during the Council and Administrative Reports portion of the meeting.
Special Meetings
Special meetings are any meeting other than a regular meeting and can be scheduled by the mayor, any
two council members, or the city manager with at least three days’ notice to the other members. These
meetings could be scheduled to address additional business, budgets, or other pending items the
council was unable to discuss at a regular meeting or need to address before the next regularly
scheduled meeting.
Any special meeting must comply with Minnesota’s open meeting law. Council members are notified of
special meetings at least three days before the meeting, and written notices are posted at least three
days before the meeting. Those who have filed a written request for notice for special meetings must
also be notified.
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Closed Meetings
The Columbia Heights City Council may meet in a closed meeting:
• To consider strategies for labor negotiations under the Public Employer Labor Relations Act;
• To evaluate the performance of an individual the council has authority over (i.e. the city
manager);
• To review information considered attorney-client privilege with the city attorney or city attorney
designee;
• To discuss the purchase or sale of property;
• For security briefings
Meetings must be closed for:
• Preliminary consideration of allegations or charges against an individual the council has
authority over (i.e. the city manager);
• Portions of meetings that include:
o Data that would identify alleged victims or reporters of criminal sexual conduct,
domestic abuse, or maltreatment of minors or vulnerable adults;
o Internal affairs data relating to allegations of law enforcement personnel misconduct or
active law enforcement investigative data;
o Educational data, health data, medical data, welfare data, or mental health data that are
not public;
o An individual’s medical records governed by certain sections of Minnesota law
To hold a closed meeting, the City Council must follow Minnesota’s open meeting law procedures. All
closed meetings (except those closed as permitted by the attorney-client privilege) must be
electronically recorded at the public body’s expense. Unless otherwise provided by law, recordings must
be preserved for at least three years after the meeting date.
If a closed meeting is to evaluate an individual’s performance, this individual’s name must be announced
before the closed meeting. If this individual requests an open meeting, advance notice must be provided
so he/she can make an informed decision about opening the meeting.
Work Sessions
Work sessions provide an opportunity for council members to discuss items that may be future agenda
items or for informational purposes. Several work sessions are held about the City’s budget before its
finalization and levy at the end of the year. Work sessions are typically held each month on the first
Monday at 6 pm. The agenda and related items are posted online in the same location as the regular city
council meetings the Friday before the work session.
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Work sessions are held in a less formal atmosphere, using a consensus-building approach. No formal
action is typically taken at the work sessions.
Emergency Meetings
The City Council has authority under the City Charter and Minnesota State Statute to call emergency
meetings for items that require immediate council consideration. For example, a meeting may be called
to declare a local emergency if there is a state of emergency, such as a natural disaster.
CHAPTER 11: ADVISORY BOARDS, COMMISSIONS, COMMITTEES, AND TASK FORCES
The City of Columbia Heights has advisory boards, commissions, committees, and task forces that the
public serve on. Every member of the City Council is appointed to serve in a liaison capacity on one or
more of these boards, commissions, committees, and task forces.
REPRESENTATION BY CITY COUNCIL MEMBERS
City council members act as liaisons to facilitate communication between the City Council and the
various citizen groups, government committees, and boards. City council members acting in a formal
liaison capacity with outside citizen groups and other elected bodies should represent themselves as a
member of the City Council body as a whole. If a personal belief is contrary to the City Council body’s
belief, the liaison should either withhold comment or participation or should make it known to the
outside group that they are speaking or acting as an individual and not as a representative of the City
Council.
City council members are also appointed as liaisons to city commissions and boards. The liaison helps to
increase the City Council’s familiarity with the membership, programs, and issues of the boards,
commissions, committees, and task forces. In fulfilling their liaison assignment, members may
communicate topics that the council would like discussed to the advisory body chair through the staff
liaison.
City council members are not voting members of the advisory bodies and are generally not actively
participating members of the advisory boards. Rather, they provide a link between the City Council and
the advisory boards to transfer and clarify information between the two entities. In interacting with the
boards, commissions, committees, and task forces, the council member should reflect the council's
views as a body. It is not the role of the liaison to attempt to direct or influence discussion by sharing
personal opinions rather than representing the City Council’s position. When asked for their opinion,
council members should share it with the advisory body, but council members should generally not be
part of the group discussion.
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APPOINTMENT TO AND ATTENDANCE AT BOARDS, COMMISSIONS,
COMMITTEES, AND TASK FORCES
Appointment to boards, commissions, committees, and task forces
Appointments to boards, commissions, committees, and task forces are typically made at the first
meeting in January. The mayor will inquire about what liaison appointments are desired by each
member and will submit recommendations to the full council to fill the various boards, commissions,
committees, and task forces. The full city council will vote to confirm the appointments.
Attendance at boards, commissions, committees, and task forces
If a council member cannot attend their assigned advisory body meeting, they should notify the city
manager to see if another council member is available to fill in. If a council member fails to attend four
meetings in a year and fails to notify the city manager that they will be absent, the city council may
consider assigning another member to that position for the remainder of the year.
All representative positions held by the mayor or a city council member on a board, commission,
committee, or task force, whether an appointment or liaison position, will terminate when the
member’s service in elected office terminates.
STAFF RELATIONSHIP TO ADVISORY BODIES
The city manager assigns and directs staff to advisory bodies. Staff support and assistance may be
provided to advisory boards, commissions, and task forces. While staff may work closely with advisory
bodies, staff members remain responsible to immediate supervisors and the city manager. Members of
commissions, boards, or committees are responsible for the advisory body. The chairperson is
responsible for committee compliance with city code and/or committee bylaws. Staff members assist
the advisory body chair to ensure appropriate compliance with state and local laws and regulations.
Advisory bodies make recommendations to the city council through adopted council agenda procedures.
When an advisory body wishes to correspond with an outside agency, the City Council must review and
approve the communication.
COMMITTEES AND COMMISSIONS BY ORDINANCE
Columbia Heights City Code includes committees and commissions established by ordinance (sections
3.301 through 3.314—
https://codelibrary.amlegal.com/codes/columbiahts/latest/columbiaheights_mn/0-0-0-
404#JD_Ch.3ArticleIII).
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Park and Recreation Commission
Consists of seven regular members who reside in the City, and meetings are held at 6 pm on the fourth
Wednesday of each month at Murzyn Hall. The Park and Recreation Commission supervises and controls
the use of public parks, recreation, and senior citizen programs in the City, including parks, parkways,
playgrounds, recreation fields and buildings, and all related public service facilities. The Commission also
recommends improvements for parks and has the authority to make reasonable administrative rules
and regulations, including setting fees and governing public use of parks and buildings.
Planning and Zoning Commission
Consists of five regular members and meetings are held in the city council chambers at 6 pm on the first
Tuesday of the month. The commission prepares and maintains a Comprehensive Plan for the physical
development of the City. The Commission also serves as the Board of Appeals and Adjustments of
Variance and Appeal Cases. Another commission function is as an advisory board to the City Council on
matters pertaining to Conditional Use Permit applications and zoning amendments.
Sustainability Commission
Consists of nine members and meetings are held on the second Tuesday of each month at city hall. The
commission was established in 2023 to raise awareness and promote sustainable practices within the
community. Implementing these sustainable practices will aid the City in reducing the environmental
impact of human activities. The Sustainability Commission will also bring together different perspectives
and expertise to ensure that sustainability initiatives are responsive to the community's needs and
concerns.
Library Board
Consists of five regular members who are residents of Columbia Heights. Meetings are held in the
history room of the library at 5:30 pm on the first Wednesday of the month. The Library Board
supervises and controls policies, programs, use and physical plant of the city library, including all lands
and equipment, and the setting of service levels and manpower. The board also recommends
improvements for the library and makes administrative rules and regulations, including the setting of
fees, governing public use of the library and its facilities, and is subject to the direction and authority of
the City Council.
Youth Commission
The purpose of the Columbia Heights Youth Commissioner program is for the youth of Columbia Heights
to serve as a non-voting member on select City Boards and Commissions. These positions aim to inspire
and bring new ideas from a youth perspective, create an educational environment for youth looking to
expand their knowledge of government and leadership functions, and provide experience-building
opportunities for area youth seeking increased community and government engagement.
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COMMISSIONS CREATED BY STATUTE
Charter Commission
The Charter Commission must have not more than fifteen and not less than seven members, who are
appointed by the Chief Judge of Anoka County District Court. They are appointed for four-year
terms. Charter Commission meetings are held quarterly on the third Thursday of the month at 7 pm at
City Hall. The city charter enables the City of Columbia Heights to be a self-governing city under the
municipal home rule provisions of the Constitution and Statutes of Minnesota. The Charter Commission
is charged with keeping the city charter current under procedures authorized by state statutes §410.05
(https://www.revisor.mn.gov/statutes/?id=410.05) and §410.12
(https://www.revisor.mn.gov/statutes/?id=410.12).
Economic Development Authority
The Economic Development Authority consists of the five city council members and two additional
appointed members. The EDA meets at 6 pm on the first Monday of every month at City Hall. The EDA
provides financial and technical assistance and resources to residential, commercial, and industrial
interests to promote health, safety, welfare, economic development, and redevelopment.
Housing and Redevelopment Authority
The Housing and Redevelopment Authority membership consists of the five city council members and
does not meet regularly.
CHAPTER 12: OPEN MEETING LAW AND DATA PRACTICES OPEN MEETING LAW
With only a few exceptions, city council meetings, including committees, subcommittees, board, and
commission meetings, are open to the public. The open meeting law ensures the public is fully informed
about decisions made by elected officials and also ensures the public’s right to participate in City Council
actions. More information about the open meeting law is available through the Minnesota Data
Practices Office at https://mn.gov/admin/data-practices/meetings/. Another resource is the League of
Minnesota Cities Informational Memo on Meetings of City Councils at
https://www.lmc.org/resources/meetings-of-city-councils/.
Whenever the council meets, the following information should be available to the public:
• Date.
• Time.
• Location.
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The public should be able to:
• Be present and watch the meeting.
• See how council members vote on issues.
• Receive printed information the council has at the meeting.
• Have a summary of council minutes.
Any scheduled gathering of the city council or committee must give proper notice and be open to the
public. Chance meetings and social gatherings are excluded; however, council members cannot discuss
or receive information on official business in private social gatherings.
There are few exceptions to the open meeting law and specific requirements regarding notice and
subject of closed meetings. Strict adherence to these requirements is necessary to avoid violating the
statute. The city attorney should be consulted when the council considers conducting a closed meeting.
Council members who intentionally violate the provisions of the open meeting law are subject to
personal liability up to $300 in civil penalties per single occurrence. Government entities are prohibited
from paying these penalties for council members. If a council member has three or more intentional
violations, the result is forfeiture of the right to serve on the city council. Examples of potential
violations are:
• Chamber of Commerce gatherings with council members;
• Planning sessions with staff.
• Neighborhood land use gatherings.
• Commenting or “liking” social media posts; and
• E-mail chain creating a serial meeting.
MINNESOTA’S DATA PRACTICES ACT
Minnesota’s Data Practices Act gives public access to city records and data to balance the public’s right
to know with respect for individual privacy. The act presumes that government data are public and
accessible for inspection and copying unless a federal law, state statute, or temporary classification of
data notes otherwise. Since there are significant penalties for willfully releasing private and confidential
data, council members should contact the city manager when there are questions about what
information is public and private.
In addition, a city that violates any provision of the Data Practices Act is liable for any damage caused by
the violation. The person damaged may bring action against the City to cover damages, plus costs and
reasonable attorney fees.
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• More information about the Minnesota Data Practices Act is available through the Minnesota
Data Practices Office at https://mn.gov/admin/data-practices/
• The League of Minnesota Cities provides helpful information about data practices online:
https://www.lmc.org/resources/data-practices-analyze-classify-and-respond/.
Public or Private
Data is classified into categories to define confidentiality. These categories assist the city in deciding
whether and to whom data can be released.
Public Record
Communications (electronic or written) involving city council members and members of advisory boards
and commissions are public record (with a few exceptions as stated by the Minnesota Data Practices
Act.
Communications not considered public record may still be public information (i.e. email, text messages).
Those interested in copies of these items must file a public disclosure request. Requests for private data
or information outside the scope of a council member’s role should be routed to the city manager for
assistance.
Elected Officials and Financial Disclosures Required by State Statute
The disclosure of financial information of elected or appointed officials required by state statute, which
are filed with the City, are classified as public data on individuals.
Personnel Data
Some personnel data of city employment applications, present and past employees, members of
advisory boards and commissions, volunteers, and independent contractors is public. Public personnel
data:
• Name
• Salary
• Contract fees
• Pension
• Fringe benefits
• Expense reimbursements
• Job title and job description
• Education, training and previous work experience
• Terms of any administrative or judicial agreement
• Work location and work telephone number
• Time records
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• Date of first and last employment
• Existence and status of any complaints or charges against an employee
o Note: actual complaint circumstances are not public, whether or not the charge or
complaint resulted in disciplinary action. The final disposition of any disciplinary action,
with the reasons the action was necessary and information documenting those reasons
are public when a final disposition is made. Final disposition also includes resignation
when the resignation occurs after the final decision of the city or arbitrator.
The following is public and refers to former or current applicants; either for employment or an
appointment to an advisory board.
• Veteran status
• Relevant test scores
• Rank on eligibility list
• Education, training, and work availability
Private Record
Some examples of private data include:
• Applicants for city positions. Names are private except when certified as eligible for
employment and considered a finalist by the city manager. A finalist is someone called in for
additional interviews but has not been chosen for the position.
• Appraisal data: confidential until released or until the property is sold.
• Arrest data, response data, and investigative data. Classified as public information once the
investigation is closed and charges are filed.
• Elected officials’ correspondence. The Data Practices Act states that correspondence between
individual community members and elected officials is private; however, it can be made public
by the sender or recipient.
• Property complaints. Complaints to the city of Columbia Heights that are ordinance violations
are confidential data. For example, if a neighbor reports another neighbor is in violation of an
ordinance, the name of the complainant cannot be disclosed.
CHAPTER 13: CODE OF CONDUCT
The mayor and council members are dedicated to promoting the values and integrity of local
government and democracy and are committed to governing efficiently and effectively. After taking the
oath of office as a city council member, they agree to conduct themselves in accordance with the
following code of conduct:
• The professional and personal conduct of council members must be above reproach and avoid
the appearance of impropriety. Members should refrain from abusive conduct, personal
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charges, or verbal attacks upon the character or motives of other council members, boards,
commissions, staff, or the public intended to disrupt and not further the City’s business.
• Council members must abide by applicable state laws, city ordinances, and other doctrines
relating to the conduct of a council member, including, but not limited to, conflict of interest,
data practices, and the open meeting law.
• Council members must maintain the confidentiality of information concerning property,
personnel, or legal affairs of the city. They shall neither disclose confidential information
without proper legal authorization nor use such information to advance their personal, financial,
or other private interests.
• A council member must not use the official position to secure special privileges or exemptions
for themselves or others.
• Each member must support maintaining a positive and constructive workplace environment for
City staff, private citizens, and businesses dealing with the City. Council members will recognize
their roles, as delineated in the city charter, city code, and state statutes, and in individual
dealings with city staff.
• No member shall, except as specifically permitted by Minnesota statutes, accept or receive any
gift of substance, whether in the form of money, services, loan, travel, entertainment,
hospitality, promise, or any other form under circumstances in which it could be reasonably
expected to influence the member in the performance of the member’s official duties or
intended as a reward for the member’s official actions.
• Members of the council will not testify in their capacity as a council member before any other
board, commission, administrative officer, or agent of the federal government, the state of
Minnesota, or any county or other municipal corporation, including cities, except as provided.
Exceptions to the policy:
o If the member is testifying in such capacity pursuant to a lawfully issued subpoena;
o In the event the council has designated the member or members to act as a
spokesperson for the council as a whole to explain the majority vote or council’s
position.
• Council members serve as a whole when representing the official policies and positions of the
City Council. If speaking as an individual citizen, it is important to share that it is the individual
person’s perspective being presented and not that of the City or the council. In addition, council
members must refrain from testifying orally or in writing as to any quasi-judicial matter being
heard, or having the possibility of being heard by the council.
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CONFLICT OF INTEREST
Generally, state law prohibits public officers from having a personal financial interest in a sale, lease, or
contract that they are authorized to make in their official capacity. A “public officer” would include a
mayor, council member, board member, etc.
An interested officer should disclose his or her interest at the earliest stage and abstain from voting or
deliberating on any contract in which he or she has an interest. There are some exceptions to the
general prohibition on contracting with city officials defined in state law. To help determine if a conflict
exists, consider the:
• Nature of the decision being made.
• Nature of financial interest.
• Effect of the individual interest on the outcome of the decision by the council.
Another conflict of interest situation may occur when the official’s personal interest is so distinct from
the public interest that the member cannot be expected to represent the public interest fairly in
deciding the matter. Some common areas are planning and zoning issues, public improvements, special
assessments, licenses, land purchases, and street vacations. Some other areas are church memberships,
family associations, and club memberships.
To use any exception to the conflict of interest law, detailed procedures must be followed. State
statutes and the city attorney should be consulted on these procedures.
INCOMPATIBLE OFFICES
Generally, individuals in elected office are prohibited from holding incompatible offices. The city
attorney should be consulted on concerns about elected officials holding two separate offices. Columbia
Heights city council members cannot hold any other city office or paid city employment during their
tenure as council members. A former member of the City Council cannot be employed by the City until
one year after the term they were elected for has expired.
GIFTS
Elected and appointed “local officials” may not receive a gift from any “interested person.” An
“interested person” is a person or representative of a person or an association who has a direct financial
interest in a decision that a local official is authorized to make. If a public official knowingly accepts a
gift, the official may be guilty of a gross misdemeanor.
Some commonly encountered exceptions to the gift law include lawful campaign contributions and food
or beverages given at a reception, meal, or meeting the official has been invited to attend. If there is
ever any question about accepting or declining a gift, the best option may be to decline.
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LIABILITIES
The City of Columbia Heights carries personal liability insurance policies on elected officials, appointed
officials, employees, and officers. The City defends a person who is performing job duties and is not
guilty of malfeasance in office, willful neglect of duties, or acting in bad faith.
ETHICAL LEADERSHIP
Ethical leadership is vital to the functioning of the City and to maintaining the public’s trust and
confidence in the City and the democratic process.
Key traits of ethical leaders
• Recognize that ethical questions may be complex. As a result, they are willing to seek and
accept the advice of knowledgeable officials such as the city manager, city attorney, or City
staff.
• Understand that ethical conflicts are inevitable and should be dealt with forthrightly. Elected
officials are human and citizens of their community. On occasion, it is expected that they will
have needs or roles in their private lives that conflict with public office obligations. Ethical
officials are open about potential conflicts of interest and follow applicable rules for disclosing
and dealing with the conflict (such as refraining from voting on a particular issue) to avoid even
the appearance of impropriety.
• Are driven by fairness. The most ethical council members recognize that many City decisions
will have adverse as well as positive outcomes, and they therefore strive to make the best
decision as defined by its ultimate fairness to all concerned. This often means making impartial
decisions on the merits of the issues alone while disregarding personal allegiances. It can also
mean taking into account the interests of citizens who are not present or who have not
otherwise commented, but who are nonetheless affected by a decision. Ethical officials try to
make decisions in the best interest of all in the community, not just those who show up at a
meeting or protest the loudest.
• Know the importance of conscientious and ethical government as a value. Ethical council
members do not use their office or authority for revenge, prestige, or personal gain. Ethical
council members recognize that government is a human institution. As a result, the human
motivations of those in government will determine whether the government is effective or
ineffective, good or bad, ethical or unethical. Ethical council members care enough to make a
positive difference and act accordingly.
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CHAPTER 14: RULES TO GOVERN BY
LAND USE LAWS
The Municipal Planning Act grants cities the authority to regulate land use and provides the framework
and road map all cities must follow. Cities regulate land use through three basic tools:
• Comprehensive plan;
• Zoning ordinance (including zoning map);
• Subdivision ordinance.
Although cities are not required to adopt all three tools in municipal planning, each tool serves a
separate and essential purpose. These tools harmonize and interact in important ways to protect and
promote sound City development.
First, the comprehensive plan helps the City look to the future and guides current development in
administering its zoning and subdivision ordinances. The subdivision ordinance regulates land division
into smaller lots and creates blocks and neighborhoods with safe streets, appropriate environmental
features, and character. Finally, the zoning ordinance regulates the use and density of city zones such as
commercial, residential, and industrial purposes, both segregating and combining uses where
appropriate to prevent congestion, environmental impacts, and other negative human health impacts.
A zoning map divides the community into different land uses to assist the City in planning and
permitting future growth and redevelopment. There are 13 different categories for zoning, each with
specific standards.
PUBLIC IMPROVEMENTS
There are two types of public improvements: petitioned and City-initiated. A petitioned project occurs
when a citizen or citizens who own 35 percent or more of the affected property sign a petition asking
the City to make the improvements. A City-initiated project is an improvement identified by the City. A
City-initiated project requires a 4/5 vote of the council, whereas a petitioned project only requires a
simple majority.
Process for improvements
• The City notifies all affected property owners.
• A meeting is held before the first formal council meeting to provide information to the property
owners.
• The first council meeting is the project feasibility hearing, where citizens present their opinions
about the project.
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• The second council hearing is the assessment hearing that establishes the property owners'
costs for the project.
• If the cost of the completed project is less than the assessment, property owners are notified,
and the correct amount is assessed. No property assessment is certified until the project is
completed. This is in accordance with Minnesota statutes, chapter 429
(https://www.revisor.mn.gov/statutes/?id=429), which explains the complete process in detail.
LICENSES AND PERMITS
The City has the authority to license and require permits for activities within its jurisdiction. Licensing
and permitting regulates activities and provides oversight for inspection to protect the public interest.
The City exercises its police power to protect and promote the public’s health, welfare, and safety
through the licensing process. More information about licenses and the licensing process can be found
in chapter 5 of the Columbia Heights City Code, available online at
https://codelibrary.amlegal.com/codes/columbiahts/latest/columbiaheights_mn/0-0-0-1183.
CHAPTER 15: FINANCIAL ASPECTS
The City of Columbia Heights charter specifies responsibilities and procedures for the City’s financial
administration. The charter establishes the calendar year as the fiscal year. The city manager strictly
enforces the budget provisions.
BUDGET AND TAX LEVY
In early June all division heads submit proposed operating budgets to the Finance Department for the
fiscal year commencing January 1. The operating budgets include proposed expenditures and the means
of financing them. The city manager and finance director then meet with all of the division heads to
review their budget proposals after which the city manager prepares the city manager’s budget. Council
members are encouraged to share budget ideas and requests with the city manager and affected division
heads by the spring of the prior budget year.
Before Sep 30, the City Council adopts the proposed budget either as proposed, or as adjusted by the
city council, and certifies the proposed general and EDA property tax levies to the county auditor in
accordance with Minnesota statutes.
In December, the City Council holds a public budget hearing to present the final budget and property tax
levies to citizens and property owners for comment. By Dec25 the final budget is legally adopted and
certified to the county.
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FINANCIAL STATEMENT
City finance staff prepare the Comprehensive Annual Financial Report (CAFR) which is a financial report
explaining the financial status of the city and the sources of revenues and expenditures. The CAFR is
audited annually through an audit by a certified accounting firm. The audit must be in compliance with
all state requirements.
The audit preparation process begins in January each year and runs through approximately June. The
auditors are usually on site examining financial materials, for about a week in February or March. The
CAFR is prepared following this examination. After the audit, the CAFR is presented to the City Council.
This usually occurs in June or July.
Bonds
One of the ways in which the city can finance large capital projects is by issuing bonds. In general, a city
can issue bonds for any authorized expense, which is not a current expense. The use of bonds for
acquisition, development, construction, or improvements of capital assets is allowable.
A city can issue bonds for public improvements in which they will gain revenue. They can purchase
police, fire, and street equipment. This type of bond must be short term.
A city can also issue conduit bonds for the benefit of private entities. In these scenarios, the City issues
the bonds and loans the proceeds to the private entity. The private entity is solely responsible for
repaying the loan and all associated debt service and costs related to the loan transaction. Because the
City is not responsible for any loan repayment, the bonds have no effect on the City’s credit rating, nor
do the bond amounts count against the City’s statutory borrowing limits.
CHAPTER 16: STANDARDS OF APPEARANCE
Business casual dress is encouraged when city council members conduct city business, and business
formal attire is recommended when representing the City at formal functions. City logo wear may be
appropriate at many functions and is a good way to promote and show pride in our community. For
more information about city logo wear please contact the community engagement specialist at 763-706-
3614.
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CHAPTER 17: LEAVING OFFICE AND VACANCIES
LEAVING OFFICE
Upon completion of service to the community, please return equipment acquired during the term.
Examples include computers, copies of the Columbia Heights City Code, key cards, etc.
VACANCIES
There are several reasons a vacancy may occur on the City Council. These include an election deemed to
be invalid, a death, resignation, removal from office, or a council member may move outside the city.
Medical reasons or illness could also prevent a council member from attending meetings. When the
absence extends beyond three months, the council has the authority to remove the current member
and appoint a new member. Another reason for removal would be any council member who does not
perform their duties and responsibilities in good faith.
The process for filling a vacant seat is established in the Columbia Heights City Charter, section 9,
available online at
http://www.columbiaheightsmn.gov/document_center/Government/Updated%20City%20Charter%20O
CT%202016.pdf.
APPENDIX I
AGENDA AND MEETING PROCEDURES
Agenda Preparation
The city manager is responsible for the format and preparation of the council agenda. This includes all
items for consideration, charter requirements, state law, and bylaws.
All items to be included on the agenda or the city manager’s report should be submitted to the city
manager by 4:30 pm on the Monday preceding the meeting date.
Order of business
The mayor presides over city council meetings. In the absence of the mayor, the council president shall
preside. Council meetings begin promptly and are held in the following order:
1. Mission Statement
2. Call to Order / Roll Call
3. Pledge of Allegiance
4. Approval of agenda
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5. Community Forum
6. Proclamations, Presentations, Recognition, Announcements, Guests
7. Consent Agenda
8. Public Hearings
9. Items for Consideration
10. City Council and Administrative Reports
11. Adjournment
Call to Order – Presiding Officer
The mayor (or council president) calls the meeting to order. If the mayor arrives after the meeting has
begun, the mayor resumes duties once business on a particular topic has been concluded. At any
meeting where the mayor and the council president are not present, the council appoints the most
senior council member to preside over the meeting.
Pledge of Allegiance
The City Council, staff, and audience stand and recite the pledge of allegiance.
Mission Statement
The mission statement is provided on the agenda for reference by city council members, staff, and the
public. The mayor may choose to read it at the meeting, but it is not required.
Approval of the Agenda
All official council meetings are open to the public and the media in accordance with Minnesota’s Open
Meeting Law. Approval of the agenda makes this official.
Community Forum
This is a time when members of the public may address the City Council about any topic that is not on
the regular agenda. Generally, individuals address the City Council, but the City Council does not take
formal action on items raised during the community forum. The City Council may direct staff to follow
up or add the item to an upcoming agenda.
Proclamations, Presentations, Recognition, Announcements, Guests
This is the opportunity for the mayor and city council to recognize special events, groups, awards, and
make announcements for upcoming activities to the audience present and those watching the meeting
via cable broadcast.
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Consent Agenda
The consent agenda includes routine or noncontroversial matters that need minimal deliberation. A
motion to approve the consent agenda cannot be debated, but a council member may remove a
consent agenda item and have it placed on the regular agenda for debate and action immediately
following its approval.
The consent agenda includes approval of the previous meeting’s minutes, which once approved become
the official meeting record.
Public Hearings
Public hearings ensure due process by protecting an individual’s right to be heard on a matter prior to
governmental action. Due process encourages objective decision-making by providing those interested
in the City’s decision with an opportunity to be heard.
Generally, there is no dialogue between council members, staff, or the public during the hearing. Council
members may ask questions of those addressing the council to clarify a fact, but any statement by a
council member for anything other than to pose a question on the matter being considered may be
ruled out of order by the mayor or presiding officer.
After new facts and information have been presented to the City Council, the hearing may be closed.
Once the public hearing is complete, council members make a motion and debate the matter under
consideration.
Items for Consideration
This is the part of the meeting where items that require action but not a formal public hearing are
presented to the city council. Generally, the appropriate staff person presents the item, city council
members ask questions of the staff person, discuss the topic amongst themselves, and when they have
all the information necessary, they take formal action on the item.
City Council and Administrative Reports
The city council members are given an opportunity to share with the other members information they
have received that would benefit the group, discuss meetings they have attended, and give updates on
other relevant topics. The city manager and city attorney are also provided an opportunity to make a
report immediately following the city council reports.
Adjournment
When there is no further business, adjournment formally concludes the meeting.
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VOTING
Generally, city council actions pass or fail by a majority vote of the council. A majority is determined by
the number of council members present at a meeting. Certain actions, such as an un-petitioned street
project, require an extraordinary majority or 4/5 vote of the whole council.
Procedure
The votes of council members on pending actions are conducted as voice votes unless any council
member requests a roll call vote be taken. The presiding officer shall also call for a roll call vote
whenever a voice vote is unclear regarding the disposition of the action before the council.
If a roll call vote is called, the council secretary will call for the vote in consecutive order, beginning with
the council member who is seated to the far right of the mayor. The presiding officer always votes last.
Abstention
Council members may abstain from voting on a particular agenda item. If a council member does not
vote, it is recorded as “Abstain: [name]”and is considered a no vote.
PROTOCOL AND RULES OF DECORUM
Protocol
The following information is from the League of Minnesota Cities and is available online at
https://www.lmc.org/resources/handbook-for-minnesota-cities-chapter-7-meetings-motions-
resolutions-and-ordinances/. The following list includes the more common motions.
Motions: formal method of bringing business before the city council and stating propositions on which
the council will have to make a decision. Motions can be made only by city council members or the
mayor.
Requires a second: motions that have a “yes” must be seconded by a council member before they can
be considered. The motion-maker may not second his/her own motion. By seconding a motion, a person
does not necessarily indicate favor of the motion.
Can interrupt a speaker: motions that have a “yes” can be made at any time during a council meeting.
They may be made even while another has the floor and is speaking.
Debatable: a “yes” means the council can discuss the motion’s merits. A “no” means no discussion is
allowed, and the motion must be voted on as soon as it is made and seconded.
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Amendable: motions can be changed by amendment. Motions with a “no” must be voted on in the
same form the motion was originally made.
Vote required to pass: tells whether the motion requires a simple two-thirds majority for passage.
Can be reconsidered: indicates whether or not a motion that was once passed or defeated by the
City Council can be considered again later in the meeting.
Rules of decorum
While the City Council is in session, the members must preserve order and decorum. A council member
must neither, by conversation or otherwise, delay or interrupt the peaceful proceedings of the council
nor disturb members while they are speaking. A member must never refuse to obey the orders of the
presiding officer.
No person or city council member should address the council without first being recognized by the
presiding officer. Council members should only speak twice regarding any matter for a maximum of five
minutes per time unless the entire city council consents to additional time. Council members should also
limit their remarks to the matter at hand.
City staff are expected to observe the same rules of order and decorum as the city council members.
Please see the document titled “City of Columbia Heights Bylaws of Procedures and Decorum” for
additional information and details regarding city council procedures, expectations, and decorum.
Other Rules of Decorum
Other guidelines ensure city council meetings emphasize the importance of business being conducted
professionally. Council members and staff:
• Work to preserve appropriate order and decorum during all meetings;
• Address council members as council member, followed by last name, such as “Council Member
Smith,” and staff by their title followed by last names, such as “City Manager Jones;”
• Discourage side conversations, disruptions, interruptions, or delaying efforts;
• Inform the presiding officer when leaving a meeting;
• Limit disruptive behavior;
• Recognize that those on the City Council, staff, advisory board chairs, or designated
representatives and those authorized by the presiding officer shall be permitted to sit at council
or staff stations.
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APPENDIX II
INDEX OF COMMONLY USED TERMS
Abatement: A complete or partial cancellation of a levy imposed by a government. Abatements usually
apply to tax levies, special assessments, and service charges.
Abatement of Nuisance: The elimination of a situation that endangers public health, safety, and
welfare.
Abstention: The decision of a member not to vote on an item. An abstention is counted as a no vote.
This is contrasted with the situation where a member is disqualified from voting, where such member is
not counted in determining the item’s passage.
Accounts payable: A liability account reflecting amounts on open accounts owing to private individuals
or organizations for goods and services received by a government (but not including amounts due to
other funds of the same government or to other governments).
Accounts receivable: An asset account reflecting amounts owing on open accounts from private
individuals or organizations for goods and services furnished by a government (but not including
amounts due from other funds of the same government).
Affirmative action plan: State and federally mandated plans to attract, recruit, hire, promote, retain,
transfer, and train women and minority employees involving the setting of goals and procedures in
written plans.
Amortization: Gradual reduction, redemption, or liquidation of the balance of an account according to a
specified schedule of times and amounts.
Annuity: A series of equal money payments made at equal intervals during a designated period of time.
Appeal: Private individuals, a group, or an agency may take the decision of a governing body to a higher
authority for review of that decision.
Appraise: An estimate of the value of property. If the property is valued for taxation purposes, the less-
inclusive term “assess” is substituted for this term.
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Appropriation: A legal authorization granted by a legislative body to make expenditures and incur
obligations for specific purposes.
Assessed valuation: A valuation set upon real estate or other property by a government as a basis for
levying taxes.
Assessment: The process of determining the worth or the market value of land and buildings for
taxation purposes.
Assets: Resources owned or held by a government that has monetary value.
Audit: A methodical examination of resource use that concludes in a written report of its findings. An
audit tests management's accounting system to determine the extent to which internal accounting
controls are both available and being used.
Audit report: The report prepared by an auditor covering the audit or investigation.
Bid: An offer to sell something or perform work pursuant to specifications.
Bill: A term used to denote a law or statute passed by certain legislative bodies.
Blight: Social and/or physical decay of the community.
Bond: A written promise to pay a specified sum of money, called the face value or principal amount, at a
specified date or dates in the future, called the maturity date(s), together with periodic interest at a
specified rate.
Budget message: Explanation of the budget in fiscal terms and in terms of work programs. It outlines
the proposed financial policies of the government entity for the ensuing fiscal year, describes any
important features of the new budget, and indicates any major changes for the current year in financial
policies, expenditures, and revenues, along with the reason for changes. Includes a summary of the
government entity’s debt position.
Building code: A set of regulations governing building construction.
Building permit: An official document issued by a city, township, or county that grants permission to a
contractor or private individual to erect a building or make an improvement to an existing structure.
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Bulk regulations: Zoning ordinance restrictions on the density, height, location, and lot coverage of
buildings.
Callable bond: A type of bond that allows the issuer to pay the obligation before the stated maturity
date by giving notice of redemption in a manner specified in the bond contract.
Capital budget: A plan of proposed capital outlays and the means of financing them.
Capital Improvement Program (CIP): A program of when, where, and how much a city plans to invest in
public services over the next five to ten years.
Cash: An asset account reflecting currency, coin, checks, postal and express money orders, and banker’s
drafts on hand or on deposit with an official or agent.
Certificate of occupancy: Official notice that a building is in accord with the building and housing codes
and may be used or occupied.
Charter: A document setting forth the principal functions and organization of a city or corporation.
Comprehensive plan: The plan depicting the proposed use of land in the city, guiding the adoption of
zoning regulations, etc.
Conditional use permit: A conditional use permit allows a development in a zoning district where the
specifics of the proposed development are subject to review to determine the suitability of the
development as proposed. A conditional use permit cannot be denied simply to prevent the use.
Consent agenda: Items on the City Council agenda requiring council action. These items are usually non-
controversial and are acted on together with one motion.
Contract: A contract, for purposes of bidding laws, is an agreement for the sale or purchase of supplies,
materials, equipment, or the rental thereof or the construction, alteration repair or maintenance of real
or personal property.
Debt: An obligation resulting from the borrowing of money or from the purchase of goods and services.
Debt limit: The maximum amount of gross or net debt that is legally permitted.
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Debt Service fund: A fund established to account for the accumulation of resources for, and the
payment of, general long-term debt principal and interest.
Deficit: (1) The excess of the liabilities of a fund over its assets. (2) The excess of expenditures over
revenues during an accounting period; or, in the case of proprietary funds, the excess expense over
income during an accounting period.
Delegation: The process of allowing someone to perform a task that the council is authorized to
perform, such as conducting a hearing. A proper delegation must be made under the terms that define
and instruct the person exercising the delegated power.
Density: The number of buildings, offices, or housing units on a particular area of land.
Depreciation: (1) Expiration in the service life of fixed assets, other than wasting assets attributable to
wear and tear, deterioration, action of the physical elements, inadequacy, or obsolescence. (2) The
portion of the cost of a fixed asset other than a wasting asset, which is charged as an expense during a
particular period.
Due process: Due process means that a person’s property interests cannot be affected without being
advised of the basis upon which the adverse action is taken and the opportunity to be heard regarding
the matter in a particular forum.
Easement: A right to use property owned by someone else, usually for a specific purpose.
Eminent Domain: The power of a government to acquire private property for public purpose.
Encumbrances: Commitments related to unperformed (executory) contracts for goods and services.
Enterprise fund: A fund established to account for operations (a) that are financed and operated in a
manner similar to private business enterprises – where the intent of the governing body is that the costs
(expenses, including depreciation) of providing goods or services to the general public on a continuing
basis be financed or recovered primarily through user charges; or (b) where the governing body has
decided that periodic determination of revenues earned, expenses incurred, and/net income is
appropriate for capital maintenance, public policy, management control, accountability, or other
purposes.
Entitlement: The amount of payment to which a state or local government is entitled as determined by
the federal government under an allocation formula contained in applicable statutes.
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Environmental Impact Statement: An impact study representing the combined efforts of many
professionals such as biologists, environmentalists, planners, engineers, etc., and concentrating on the
likely impact on the local environment that a certain project might be expected to have.
Equal protection: Equal protection is a constitutional law concept that all people receive the same
protection of the law. That is, similarly situated people are treated similarly without regard to their race,
creed, color, etc.
Fee: Recoupment of costs by the city as opposed to obtaining revenues in excess of costs of providing
the service or regulating the activity (i.e. liquor license). A fee in excess of the costs of regulating or
providing service is a tax.
Fiscal Year: A 12-month period to which the annual operating budget applies and at the end of which a
government determines its financial position and the results of its operations.
Franchise: A right or privilege officially granted to a person or group by a government.
Frontage: The part of a lot that touches a road, street, or watercourse; usually expressed as a specific
amount, such as 100 feet of road frontage.
Fund: A fiscal and accounting entity with a self-balancing set of accounts recording cash and other
financial resources, together with all related liabilities.
General fund: The fund used to account for all financial resources except those required to be
accounted for in another fund.
General obligation bond: A bond secured by the general revenues of the City such that the City may be
required to levy to make the payments required pursuant to the terms of the bond.
Gift (ethical purposes): Means money, real or personal property, a service, loan, a forbearance, or
forgiveness of indebtedness, or a promise of future employment that is given and received without the
giver receiving consideration of equal or greater value in return (Minnesota Statutes §10A.071 -
https://www.revisor.mn.gov/statutes/?id=10A.071).
Grants: Contributions of gifts of cash or other assets from another government or public entity to be
used or expended for a specified purpose, activity, or facility.
Harassment: The action of repeatedly annoying or tormenting another individual.
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Hearing: A hearing (in the context of a city council meeting) is the opportunity to voice one’s opinion to
those making a decision.
Home rule charter: A home rule charter city has its powers and structure determined by an election of
its citizens in adopting a charter, as opposed to a statutory city whose structure and powers are
prescribed by state statute.
Improvements: Facilities that aid in land development. Improvements include streets, sewer and water
lines, curbs, sidewalks, streetlights, fire hydrants and street signs.
Initiative: The process established by the charter whereby citizens place a proposed ordinance on the
ballot. Initiative and referendum only apply to certain ordinances regulating conduct or establishing a
procedure and may not be applied to administrative council actions.
Interested person: A person or representative of a person or association that has a direct financial
interest in a decision that a local official is authorized to make.
Investments: Securities and real estate held to produce revenues in the form of interest, dividends,
rentals, or lease payments. The term does not include fixed assets used in governmental operations.
Joint powers: Units of government may enter into joint powers agreements to do almost anything that
any one of the governmental bodies can do. Examples include joint police or other services among cities.
Judgment: An amount to be paid or collected by a government as the result of a court decision,
including a condemnation award in payment for private property taken for a public use.
Land use: A broad term used to classify land according to present use and suitability for future uses,
such as housing, open spaces and parks, commercial, industrial, etc.
Land use and development controls: Codes, resolutions, and ordinances enacted by local communities,
townships, and counties under the authority of state enabling legislation. Such controls are designed
and intended to be used for the protection of public health, safety, and welfare.
Lawful gambling: Lawful gambling refers to activities licensed by the state of Minnesota. Paddlewheels,
tip boards, pull tabs, bingo, and raffles are the only permitted activities. All other forms of gambling are
illegal.
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Levy: (verb) To impose taxes, special assessments, or service charges to support governmental activities.
(noun) The total amount of taxes, special assessments, or service charges imposed by a government.
Liabilities: Debt or other legal obligations arising out of transactions in the past, which must be
liquidated, renewed, or refunded at some future date. This term does not include encumbrances.
License: A permit to engage in an activity. Also may refer to real property whereby a person is permitted
to use or occupy real property.
Meeting: Where a quorum of a governing body is present, and information is received or discussed
relating to matters that will come before the governing body, or an action is taken with respect to
matters that might come before the governing body.
Motion: An oral action of the city council that is recorded in the minutes but is otherwise not formally
set forth in written form.
Municipal bond: A bond issued by a state or local government.
Non-conforming use: A land use that does not comply with the ordinance of a zone it is in or does not
comply with other land use regulations.
Nuisance: The use of land or behavior that brings harm or substantial annoyance to adjacent property
owners or the public in general.
Obligations: Amounts which a government may be legally required to meet out of its resources.
Ordinance: A formal legislative enactment by the governing board of a city. If it is not in conflict with any
higher form of law, such as a state statute or constitutional provision, it has the full force and effect of
law within the boundaries of the city to which it applies.
Parcel: A lot or group of lots under a single ownership.
Parliamentary procedure: Following the rules and customs of the council on how a meeting is
conducted. The official process to accomplish city business.
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Planning and zoning commission: An official body appointed by the governing body of a city, township,
or county responsible for making the comprehensive plan. In addition, the planning and zoning
commission makes recommendations to the governing body about the zoning ordinance and zoning
decisions, on subdivisions, and general planning matters.
Plat: The map of a subdivision, showing the number and dimensions of lots, public rights of way, and
easements.
Police power: The power of a city to establish penal ordinances that prohibit conduct, adopt zoning
regulations, remove nuisances, and otherwise provide for the health, safety, and welfare of the
community and its citizens.
Publish: Publishing a notice requires placing the item in the city’s official newspaper for the specified
period of time and in the specified form.
Quorum: The number of individuals necessary to transact business. A quorum is less than all of the
members and is generally the number required to adopt an item, usually a simple majority of the body’s
members.
Referendum: A referendum is accomplished by the petition of the electorate to have an ordinance
submitted to an election before it may become effective.
Resolution: A written action of the council adopted by voice vote of the council that records and sets
forth the action taken by the council.
Revenue bond: A bond that is secured by the stream of payments received from some particular project
or undertaking as opposed to the general revenues of the city.
Right of way: The right to cross over property. A right of way usually refers to public land on which a
street is built. The right of way includes not only the street but also the land between the street and the
sidewalk.
Right to know: Legislation requiring employers to advise employees regarding hazardous materials in
the workplace.
Setback: The distance required to locate a building from a road, property line, or other building.
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Special assessment: The levying of a charge against property that has received a benefit from a
particular project or activity undertaken by the city. The special assessment becomes part of the funding
mechanism to defray the project's cost.
Special district: A special unit of local government created to provide a specific service, such as water
and sewer and fire protection.
Special service district: A special service district is a district authorized by special legislation that allows
for the imposition of service fees for services rendered in the district. It is available for use in industrial,
commercial, or public utility applications.
Statute: A written law enacted by a duly organized and constituted legislative body.
Stormwater: Any flow occurring during or following any form of natural precipitation.
Subdivision: The legal separation of a parcel of land into lots for future sale and/or development.
Substandard housing: A broad classification for housing condition, rated in degrees of major and minor,
which indicates that a certain dwelling unit is deficient for general use.
Surety bond: A written promise to pay damages or to indemnify against losses caused by the party or
parties named in the document through nonperformance or defalcation.
Tax: A tax is a charge levied against property or an activity. Cities may only impose taxes pursuant to
specific statutory authorization.
Tax increment financing: A development tool whereby the taxes generated by a development or
redevelopment are used to pay the project costs incurred by the city. The additional taxes generated by
development are used to reimburse the city’s project costs.
Tax lien: Claims which governments have upon properties until taxes levied against them have been
paid.
Tax rate: The amount of tax stated in terms of a unit of tax base.
Taxes: Compulsory charges levied by a government for financing services performed for the common
benefit.
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Tract: Land under single ownership or control.
Variance: The decision to alter the provisions of a land use ordinance, usually on a single piece of land.
Vote: At a council meeting, the formal decision on an item. Votes may be taken by roll call or by voice,
but the minutes of the meeting must reflect how each member voted.
Zone: An area or areas of the town where certain land uses are permitted, and other uses are prohibited
by the zoning ordinance.
Zoning: A regulatory approach to land use that defines what types of buildings, activities and
construction may occur in a district. For example, single-family residential, commercial, light industrial,
etc.
APPENDIX III
TIPS FOR SUCCESSFUL PUBLIC SERVICE
• Speak the majority vote (rather than personal vote) of the City Council to avoid confusing the
public.
• Learn about the City, its history, operations, finances, City ordinances, charter, and policies.
• Devote sufficient time to the office and to studying the present and future problems of the
community.
• Save energy and time by setting priorities. Governing a city requires a team effort. Be a team
player.
• Use caution when making public decisions because they represent the community. Be careful
not to allow personal experience to influence decisions and focus on what the community needs
as a whole. Take budget preparation seriously because it influences the next year as well as the
future years.
• Make decisions based on public policy and be consistent. Treat similar situations similarly and
avoid favoritism.
• Be proactive. Focus on ways to prevent problems. Find the long-term public interest of the
community rather than focusing on the demands of special interest groups.
• Be thoughtful when making decisions and be careful not to rush to judgment.
• Embrace change. Look for ways to be responsible through new ideas from the community, staff,
the public, and other council members.
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• If not sure of an answer to a question, it’s okay to say “I don’t know the answer,” then find the
answer to that question within a reasonable time limit. Providing correct information is
important. The city manager can generally be very helpful.
• Remember that most decisions and actions require the approval of the governing body, and this
takes a majority vote.
• Keep in mind that council members have legal authority as a governing body member only when
the governing body is in legal session.
• Keep other council members and the city manager in the communication loop about topics
because this puts everyone on the same page.
• Participate in official meetings with the dignity and decorum fitting those who hold public trust.
• Personal dress and courteous behavior at meetings help create an environment for making
sound public decisions.
• Conduct official public meetings with some formality and follow rules of procedure. Formal
meetings expedite the process and tend to promote better decision-making.
• Ask questions.
• Be active. Vote yes or no on motions. Respect an official position and share it as the voice of one
City Council.
• Respect the letter and intent of the open meeting law. Be trusted by not repeating information
under any circumstances unless there is a professional reason to do so.
• Retain competent key employees, pay them well, trust their professional judgment, and
recognize their authority and responsibilities.
• Focus on policy-making and allow the city manager to work with the City’s day-to-day
operations. Work within the system by directing businesses and people to city staff as
appropriate (such as suppliers and vendors). Direct contact with governing body members
should be with the governing body as a whole.
• Be accountable for policies and decisions made.
• Be positive and ask the right questions. “How can we do this?”
• Learn to evaluate recommendations and alternative courses of action. Request options and
encourage imaginative solutions.
• Focus on the long-term future of the City to avoid taking short-term gains at the expense of
long-term losses.
• In determining the public interest, balance personal rights and property interests, recognize that
decisions must be made with the best interest of those involved in mind.
• Focus on the total development – physical, economic, and social – of the community.
• Keep in contact and cooperate with federal, state, county, and school officials. Cities must work
within the intergovernmental system to be effective.
• Get to know officials of neighboring and similar size cities. Visit other cities, particularly those
with a reputation for being well-run.
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• Listen to fellow council members and the public to better understand what they are trying to
say.
• Keep constituents informed and encourage citizen participation.
• Remember what’s said privately and publicly can often be seen as news. Be friendly and deal
effectively with the news media and represent the city council as one voice. Consult with the
city manager if you have any questions or need help. Be careful about rumors. Check them out
and help clarify any false information.
• Take care in those appointed to boards and commissions to ensure they are capable and
representative of the whole community.
• Use manuals, guides, and other technical assistance and information. Attend workshops and
conferences to grow.
• Time management can help balance City service with other priorities. Establish personal goals
and objectives.
• Focus on the future, and try to leave the City better than when first becoming a council
member.
• At least once a year, schedule a governing body discussion to review processes and procedures.
Ask “How are we doing? How can we do things better?”
• Be enthusiastic about public service and the privilege to serve and make it a fun and rewarding
experience.
• Be a leader, as well as part of the team of elected and appointed officials who were selected to
make the city an even better place to live.
• Celebrate! Good things do happen. Let the public share those successes.
Source: League of Kansas Municipalities, 1990
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City Council Handbook
TABLE OF CONTENTS
CHAPTER 1: OVERVIEW AND RESOURCES ............................................................................................3
Introduction .............................................................................................................................................. 3
Resources .................................................................................................................................................. 3
CHAPTER 2: FORM OF GOVERNMENT .................................................................................................5
Council-Manager Plan ............................................................................................................................... 5
Mayor and City Council ............................................................................................................................. 6
Sources of City Authority .......................................................................................................................... 6
CHAPTER 3: CITY COUNCIL .................................................................................................................7
Council Roles ............................................................................................................................................. 7
CHAPTER 4: CITY MANAGER ...............................................................................................................8
City Manager’s Role .................................................................................................................................. 8
Communication ......................................................................................................................................... 9
Professional Associations .......................................................................................................................... 9
City Council Evaluation............................................................................................................................ 10
CHAPTER 5: CITY STRUCTURE ............................................................................................................ 10
Restrictions on Staff Political Involvement ............................................................................................. 10
City Departments .................................................................................................................................... 10
CHAPTER 6: SUPPORT, TECHNOLOGY, AND LEGAL COUNSEL .............................................................. 11
Support ................................................................................................................................................... 11
Technology .............................................................................................................................................. 12
Legal Counsel .......................................................................................................................................... 12
CHAPTER 7: COMPENSATION ............................................................................................................ 13
City Council Compensation ..................................................................................................................... 13
Payroll Information ................................................................................................................................. 14
CHAPTER 8: TRAINING AND TRAVEL POLICY FOR CITY COUNCIL, CITY BOARDS AND COMMISSIONS .... 15
Training Budget ....................................................................................................................................... 15
Travel Information/Policies ..................................................................................................................... 15
CHAPTER 9: COMMUNICATIONS AND MEDIA RELATIONS .................................................................. 16
Communications ..................................................................................................................................... 16
Communication Tips for E-Mail and Social Media .................................................................................. 18
Media Relations ...................................................................................................................................... 19
CHAPTER 10: CITY COUNCIL MEETINGS ............................................................................................. 20
General .................................................................................................................................................... 20
Types of Meetings ................................................................................................................................... 20
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CHAPTER 11: ADVISORY BOARDS, COMMISSIONS, COMMITTEES, AND TASK FORCES ......................... 23
Representation by City Council Members .............................................................................................. 23
Appointment to and Attendance at Boards, Commissions, Committees, and Task Forces ................... 24
Staff Relationship to Advisory Bodies ..................................................................................................... 24
Committees and Commissions by Ordinance ......................................................................................... 24
Commissions Created by Statute ............................................................................................................ 26
CHAPTER 12: OPEN MEETING LAW AND DATA PRACTICES ................................................................. 26
Open Meeting Law .................................................................................................................................. 26
Minnesota’s Data Practices Act .............................................................................................................. 27
CHAPTER 13: CODE OF CONDUCT ...................................................................................................... 29
Conflict of Interest .................................................................................................................................. 31
Incompatible Offices ............................................................................................................................... 31
Gifts ......................................................................................................................................................... 31
Liabilities ................................................................................................................................................. 32
Ethical Leadership ................................................................................................................................... 32
CHAPTER 14: RULES TO GOVERN BY .................................................................................................. 33
Land Use Laws ......................................................................................................................................... 33
Public Improvements .............................................................................................................................. 33
Licenses and Permits ............................................................................................................................... 34
CHAPTER 15: FINANCIAL ASPECTS ..................................................................................................... 34
Budget and Tax Levy ............................................................................................................................... 34
Financial Statement ................................................................................................................................ 35
CHAPTER 16: STANDARDS OF APPEARANCE ...................................................................................... 35
CHAPTER 17: LEAVING OFFICE AND VACANCIES ................................................................................ 36
Leaving Office .......................................................................................................................................... 36
Vacancies ................................................................................................................................................ 36
APPENDIX I ...................................................................................................................................... 36
Agenda and Meeting Procedures ........................................................................................................... 36
Voting ...................................................................................................................................................... 39
Protocol and Rules of Decorum .............................................................................................................. 39
APPENDIX II ..................................................................................................................................... 41
Index of Commonly Used Terms ............................................................................................................. 41
APPENDIX III .................................................................................................................................... 50
Tips for Successful Public Service ............................................................................................................ 50
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CHAPTER 1: OVERVIEW AND RESOURCES
INTRODUCTION
Welcome to the exciting position as an elected official of the Columbia Heights City Council. You will find
that a leadership position in municipal government can be both rewarding and challenging. This
handbook has been created to assist in your transition to this position. It will provide an overview of
Columbia Heights and its government, as well as your primary responsibilities, and how elected and
appointed officials, with the assistance of staff, can work together in the most efficient and effective
way to best serve the Columbia Heights community.
The City Council handbook is offered as a resource to City officials to provide information about the
opportunities and topics related to their role and to local government. In addition to information found
in this handbook, council members are encouraged to work with the city manager for additional
guidance and input. City Manager Aaron Chirpich can be reached at achirpich@columbiaheightsmn.gov
or 763-706-3609.
RESOURCES
The following publications are available online or in the Administration Department.
League of Minnesota Cities (LMC)
www.lmc.org
The League of Minnesota Cities provides information, education and training to elected officials and
staff. LMC has an annual conference that provides an opportunity to connect with other member cities
to learn how they have handled opportunities and issues. Throughout the year, the LMC provides
legislative updates on the upcoming session and the implications of any new legislation. They hold a risk
management seminar every year and other seminars and sessions as needed. If resources exist and
personal schedules allow, council members are encouraged to attend LMC’s local, state and national
conferences.
League of Minnesota Cities Handbook for Minnesota Cities
http://www.lmc.org/page/1/handbook-for-mn-cities.jsp
The League of Minnesota Cities (LMC) assists cities by lobbying, providing training and serving as a
resource for cities. The LMC handbook provides information about council member roles and
responsibilities, laws regulating council action and special council requirements.
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Columbia Heights City Charter
https://www.columbiaheightsmn.gov/government/city_charter.php
Columbia Heights is a charter city, as authorized by Minnesota Statutes Chapter 410 (available online at
https://www.revisor.mn.gov/statutes/?id=410). Columbia Heights’ City Charter is the City’s constitution
approved by citizens that establishes the City’s form of government. Columbia Heights is organized in
the council-manager form (see chapter 2 of this handbook). Through charters, citizens design their city’s
form of government. The Charter Commission is responsible for maintaining a responsive and efficient
charter. The Chief Judge of District Court appoints Charter Commission members, who meet periodically
to review the city charter, discuss issues affecting the charter and makes recommendations for changes
to the City Council and the public.
Columbia Heights City Code
http://www.columbiaheightsmn.gov/government/city_code.php
The city code is a collection of ordinances that establishes the City’s laws and regulations. Examples of
topics covered within the city code include, but are not limited to: administration, city organization, city
management, roles of officers and administrative departments, mayor and council member salaries,
council meeting procedures, roles and responsibilities of various committees within the city
organization, licensing requirements and regulations, public safety, planning and zoning, and city
financing.
City of Columbia Heights Personnel Policy
Personnel Policy
The personnel policy provides general city information and policies for employees.
Columbia Heights Intranet (HeightsNet)
https://colhgts.sharepoint.com/
Columbia Heights’ intranet provides a variety of helpful information, resources and forms (such as
reimbursement forms).
Minnesota State Law
https://www.revisor.mn.gov/
Minnesota state law establishes many rules and regulations for Minnesota cities.
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Metro Cities
http://www.metrocitiesmn.org/
Metro Cities serves as a voice for metropolitan cities at the Legislature and Metropolitan Council, to
influence state legislation affecting metro area cities, and regional policies that accommodate the needs
of metro area cities. Metro Cities lobbies and monitors the Metropolitan Council, and represents cities
before the Legislature and Executive Branch.
National League of Cities (NLC)
http://nlc.org/
The National League of Cities advocates and promotes cities and towns, provides programs and services,
keeps leaders informed of critical issues, strengthens leadership skills by offering numerous training and
education programs, recognizes municipal achievements, partners with state leagues and provides
opportunities for involvement and networking. This organization has an annual conference (in
Washington D.C. in the spring and a fall conference in various locations) that focuses on lobbying and
federal issues that impact cities and information about national policies.
Other
A number of professional associations and private firms provide training on a variety of City-related
topics. More information is available from the city manager who can be contacted at 763-706-3609 or
achirpich@columbiaheightsmn.gov.
CHAPTER 2: FORM OF GOVERNMENT
COUNCIL-MANAGER PLAN
Columbia Heights’ City Charter establishes the council-manager plan as the City’s form of government.
The form of city government became popular at the turn of the century as part of the movement to
reform and remove corruption from city organizations.
The council-manager plan combines the political leadership of elected officials with the managerial
experience of an appointed official. The council is the policy making and legislative body; and the city
manager is responsible for administration of the City.
Discretionary powers of the City are vested in and executed by the City Council and are subject to
initiatives, referendums and recall powers of the people. The City Council oversees City administration,
but exercises power through the city manager. The city manager is responsible for day-to-day city
operations and is directly responsible to the City Council.
Additional information about other forms of city structure can be found on the LMC website.
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MAYOR AND CITY COUNCIL
The City Council is composed of a mayor and four council members. All of the council seats are at-large
(citywide) seats. The mayor and all council members represent all members of the community equally,
not any specific ward or district.
Council Member Terms
All council member terms are four years. Terms are staggered so only two council members are on the
ballot at one time. The mayor term is two years. The mayor seat is on the ballot during each general
election. Terms expire on the first Monday in January after the November election. The number of terms
a council member may be elected to serve is unlimited.
Candidates may file for election or re-election in the even numbered years (i.e. 2026, 2028).
SOURCES OF CITY AUTHORITY
The U.S. Constitution does not mention cities. However, cities are influenced by the federal government
indirectly through state governments and directly through participation in federal funding programs.
The Minnesota State Constitution authorizes the Minnesota legislature to provide for the “creation,
organization, administration, consolidation, division and dissolution of local government units and their
functions, for the change of boundaries thereof” (Minnesota constitution article XII, section 3, available
online at https://www.revisor.leg.state.mn.us/constitution/). The legislature provides general formation
of cities; more specific details are included in the city charter and code. Additional City powers may be
broadened or restricted by state statute. The legislature does provide cities some discretion over policy
areas as long as they are consistent with state statutes.
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CHAPTER 3: CITY COUNCIL
The City Council includes the mayor and four council members. Each must be eligible to vote in
Minnesota, registered to vote in the City and a resident of the City. Council members must live within
the City limits when elected and continue to reside here during their full term. Each person on the
council, including the mayor, has one vote.
COUNCIL ROLES
Mayor
The mayor serves as the presiding officer of the council. The mayor is recognized as the head of City
government for ceremonial purposes (examples: open houses, ribbon cuttings, citizen certificate
presentations), by the courts for purposes of serving civil processes, and by the governor for purposes of
the military law. If the mayor cannot participate at a meeting, or is otherwise unavailable, the president
pro tempore assumes all the mayor’s duties. The mayor also directs the Police Department as
established by the City’s charter.
Council President
The council president is designated annually by a majority vote of the council. The council president acts
as the presiding officer over meetings in which the mayor is unable to participate and assumes all other
roles of the mayor in their absence.
City Council
All City powers are vested in the City Council, except as otherwise specified by law or the Columbia
Heights City Charter. The council ensures all obligations and duties imposed on the City by law are
implemented. Since the City Council exercises its authority or takes action as one body, individual
council members cannot act on behalf of the City.
The City Council is also the organization’s legislative body. Council members approve the tax rate, adopt
the budget, and set the City’s vision. The council provides leadership for the community by identifying
issues or opportunities and then implementing goals and strategies to solve issues. Council members
focus on City policies, the City vision, ordinances, and intergovernmental affairs. Some examples include
land use development, comprehensive planning, capital improvement projects, and strategic planning.
The City Council gives the city manager the authority to implement policy through direction of
operations and execution of strategic plans.
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The city manager is responsible for the City’s administrative duties. and Council members should
communicate directly with the city manager regarding items related to city employees, inquiries, or
other city topics. City staff execute council policies and directives given to them by the city manager and
provide information to keep the council informed. The city manager and department directors provide
staff direction and guidance through the chain of command.
Stay informed and involved
A key to success is to know the roles of the City Council and city staff. Council members receive a lot of
information from a variety of sources. To be better prepared, it is recommended that council members
learn about current issues, past issues, legislation and any other information which can be helpful to
them. Opportunities to learn about the council and City include, but are not limited to:
Attending council meetings.
Watching council meetings available via links on the City’s website.
Participate in city functions and events outside of regular city council meetings and work
sessions.
Talk with the city manager who can direct you to department heads as needed.
CHAPTER 4: CITY MANAGER
CITY MANAGER’S ROLE
The city manager serves the council and community as the chief administrative officer of the City and
brings local government projects and programs to citizens on the council’s behalf. The city manager
prepares the budget, recruits, hires, and supervises department directors, and is the council’s chief
advisor. Citizens and council members rely on the city manager to provide unbiased and objective
information while presenting both sides of an issue and information about long-term consequences.
The city manager is appointed by the City Council and directs all city staff. See Columbia Heights’ City
Charter chapter 6, section 53 for the powers and duties of the city manager.
Since the city manager is the staff member hired by the council, it is important that requests for
information or community issues be brought directly to the city manager. The city manager is in the best
position to provide a response because many issues involve multiple departments, or work may already
be in progress.
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If a council member wishes to influence actions, decisions, recommendations, workloads, work
schedules, or staff priorities, that member must work with other council members to do so as a matter
of council policy. The full city council retains the authority to accept, reject, or amend staff
recommendations on policy matters.
COMMUNICATION
The need for regular communication between the city manager and council is essential to maintain open
communication within the organization. The council establishes policy and programs, and the city
manager executes council actions. The city manager keeps the council informed and is sensitive to
council issues. Similarly, council members need to keep the city manager up to date on constituent
concerns and future issues.
The city manager provides information between council and city staff. The city manager is responsible
for communicating the city’s position about policy matters to outside agencies on the council’s behalf.
Sharing timely information with the council is one of the city manager’s highest priorities. The city
manager:
Ensures council members receive copies of correspondence that will assist them in policy-
making.
Provides other documents to the council on a regular basis, such as monthly or bi-monthly
status reports, executive summaries and other information vital to the council member’s
position.
Holds work sessions and study sessions to provide detailed presentations about beneficial
information.
Schedules council/staff meetings to focus on topics and enhance information exchange.
Encourages presiding council member (either mayor or president pro tempore) to meet with the
city manager prior to the council meeting to review agenda items.
Has an open-door policy so individual council members can meet with the city manager on an
impromptu and one-on-one basis.
PROFESSIONAL ASSOCIATIONS
Like many other city managers, Columbia Heights’ city manager belongs to the International City/County
Management Association (ICMA), a professional and educational association for city administrative
officers that was founded in 1914. ICMA’s mission: “to strengthen the quality of local government
through professional management.” The city manager is subject to ICMA’s professional code of ethics
and the 12 ethical principles of personal and professional conduct.
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CITY COUNCIL EVALUATION
The full city council conducts the city manager’s review annually during a closed city council meeting and
provides a summary report to the public during the next city council meeting. This evaluation helps
ensure city goals are achieved and provides direction and guidance to the city manager. The city
manager may be evaluated regarding city council relationships, public relations, effective leadership of
staff, fiscal management, communications, personal traits, and intergovernmental affairs.
All city council questions or comments should be directed to the city manager at 763-706-3609 or
achirpich@columbiaheightsmn.gov.
CHAPTER 5: CITY STRUCTURE
RESTRICTIONS ON STAFF POLITICAL INVOLVEMENT
The City of Columbia Heights is a nonpartisan local government. Professional staff formulates
recommendations in compliance with council policy and are not influenced by political factors for the
good of the organization and the community as a whole.
CITY DEPARTMENTS
The city manager is responsible for the day-to-day management of the City and supervises the
organization through division directors. There are eight city departments:
Administration
As city manager, Aaron Chirpich acts as the director of the administration department. This department
is responsible for providing citywide human resources and labor relations services as well as cable
television franchise administration, legal services oversight, elections administration, data practices
management, records retention oversight, City communications, and city council support services.
Community Development
Mitchell Forney is the community development director. This department consists of building
inspections, planning, zoning, economic development, and business licensing.
Finance
Joseph Kloiber is the finance director. This department is responsible for the City’s finances, accounting,
payroll, insurance, and liquor operations.
Information Technology
Jesse Hauf is the information technology director. This department is responsible for managing and
supporting the City’s technology infrastructure and data security.
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Fire
Dan O’Brien is the fire chief. This department is responsible for providing fire protection, emergency
medical assistance, fire safety, and education, as well as inspections and property maintenance
enforcement.
Library
Renee Dougherty is the library director. The library provides free access to informational and
recreational materials, technology resources, and educational programming.
Police
Matt Markham is the police chief. This department is responsible for public protection, programs to
prevent crimes, and community-oriented policing.
Public Works
Kevin HansenDavid Cullen is the public works director / city engineer. This department is comprised of
Streets, Parks, and Utilities. Public Works also oversees citywide refuse management.
Engineering and Facilities
Rochelle Widmer is the engineering and facilities director. This department provides services for public
improvement projects and provides facility maintenance for all city buildings and grounds.
Recreation
Keith Windschitl is the recreation director. The Recreation Department is responsible for providing
recreation and senior citizen programming in the city.
CHAPTER 6: SUPPORT, TECHNOLOGY, AND LEGAL COUNSEL
SUPPORT
Staff Support
Staff support is provided in response to requests from the City Council as a whole. Requests for
information, service-related needs, or policy positions should be considered as an item for the
City Council meeting agenda. Staff will complete work within an established timeline of the Council
when directed by Council action, supervised by the city manager. To request support, contact the city
manager at 763-706-3609 or achirpich@columbiaheightsmn.gov.
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Mailboxes
Council members receive conference materials, mail other correspondence during meetings and in their
mailboxes at City Hall.
Meeting Materials
The draft City Council meeting agenda and packet is delivered via e-mail on the ThursdayWednesday
prior to the meeting. The final City Council meeting agenda and full packet is delivered to City Council
members via e-mail on the Friday prior to the meeting.
TECHNOLOGY
To enhance council members’ service to the community and their ability to communicate with staff and
the public, the City provides meeting facilities and office equipment for City business. The City provides
technological equipment with necessary software, internet, and e-mail capabilities. Use of personal
computer equipment may make its contents subject to public disclosure and review. Please contact the
City Manager if you have any questions or concerns relating to technology.
Use of technology such as computer, internet and e-mail, cell phones, desktop phones, iPads and digital
equipment must be done with integrity and be able to withstand public scrutiny. Refer to the
Information Security Policy on the intranet for details.
Public Record
City emails involving council members and members of advisory boards and commissions are public
records (with very few exceptions as stated by the Minnesota Data Practices Act. A helpful resource is
available through the League of Minnesota Cities:
http://www.lmc.org/media/document/1/datapractices.pdf.
Public Information
Email or text messages not considered public record may still be public information. Those interested in
copies of these items must file a public disclosure request. Requests for private data or information
outside of the scope of a council member’s role should be routed to the city manager.
LEGAL COUNSEL
Legal counsel for the City is through the city attorney. The city attorney is the legal advisor for the
council, its committees, commissions and boards, the city manager and all city officers and employees
with respect to any legal question involving an official duty or any legal matter pertaining to City affairs.
General city attorney legal responsibilities include:
Provides civil and criminal prosecution services to the City.
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Provides legal assistance necessary for formulation and implementation of legislative policies
and projects.
Represents the City’s interest, as determined by the City Council, in litigation, administrative
hearings, negotiations and similar proceedings.
Prepares or approves ordinances, resolutions, contracts and other legal documents to best
reflect and implement the purposes and intentions of the City Council; and
Keeps City Council and staff apprised of court rulings and legislation affecting the legal interests
of the City. The city attorney represents the City Council as a whole and not individually.
CHAPTER 7: COMPENSATION
CITY COUNCIL COMPENSATION
Council salaries are set by ordinance (must be adopted at least six months before the election). Salary
increases are effective the first meeting in January after the November election.
Mayor: $1,250 per month $15,000 per year
Council Members: $ 900 per month $10,800 per year
City council members are eligible to participate in the City’s medical, dental, and life insurance
programs. The City contributes the same monthly amount towards council members’ insurance benefits
as it does to non-union employees. Please see the human resources director for the current
contribution schedule.
Reimbursement for Travel Costs
When traveling for official city business the mayor and council members are eligible for reimbursement
of actual lodging expenses and the following amounts for mileage and meals:
Mileage and meals (refer to HeightsNet for current rates).
Meals:
Travel expense vouchers are available on HeightsNet or from the city clerk. Receipts must be fully
itemized for purchases to be reimbursed. Please see Travel Policies for additional information.
Formatted: Indent: Left: 0.5", First line: 0", Space
Before: 0 pt
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PAYROLL INFORMATION
City council members are paid on the same pay schedule as regular employees. Pay days are bi-weekly
on Fridays with the first payday in January. Payroll is automatic, there are no time sheets necessary.
Newly elected city council members must complete the following enrollment items before the year’s
first pay period:
W-4
I-9 document (additional documents need to accompany this, i.e. passport or drivers’ license
and social security card)
Direct deposit form
Public Employees Retirement Association (PERA) membership election form
Online insurance and benefit enrollment
To complete the necessary paperwork, please contact the human resources director at 763-706-3608.
Public Employees Retirement Association Benefit
Elected officials have the opportunity to be a member of the Public Employees Retirement Association
(PERA). A membership election by public officials form must be completed even if one chooses not to
become a member. The City will pay the employer’s share and the council member or mayor so electing
membership will have the employee’s share deducted from their salary. Upon becoming eligible, council
members are able, but not required, to purchase prior service credit as is allowable by statute by paying
the employee’s share. Upon such payment to purchase prior service credit, the City will pay to the
Association a matching amount as provided by law.
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CHAPTER 8: TRAINING AND TRAVEL POLICY FOR CITY COUNCIL, CITY BOARDS
AND COMMISSIONS
TRAINING BUDGET
The City Council has an annual training and education budget as well as an in-town and out-of-town
travel budget to be used for training opportunities from resource organizations listed on pages 1-3.
Lobbying efforts are not funded through this allocation.
TRAVEL INFORMATION/POLICIES
Travel involving an overnight stay
Give prior notice to city manager before traveling on overnight business explaining the trip’s purpose,
travel dates, and other details. Doing so creates open lines of communication between council members
and the city manager.
If you need assistance in making conference registration or travel plans, please contact the city clerk at
763-706-3611 or sion@columbiaheightsmn.gov. Registering and making travel plans through the city
clerk allows for direct payment of these costs by the city instead of council members making payment
and submitting for subsequent reimbursement.
Travel Expenses
Audit standards require a fully itemized claims form for expense reimbursement along with any
unexpected portion of the advance, to be submitted to the city manager’s office within 15 days of the
close of the authorized travel period for which the expenses have been advanced.
Transportation costs are reimbursed at the rate for the most reasonable means of transport. For
example, if an elected or appointed official chooses to fly first class, the city reimburses the coach rate
and the official pays the difference.
Hotel/motel accommodations are reimbursed at the single-room rate per person. Government or
discount rates should be used wherever possible.
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Policies
All requests for reimbursement must be made on the approved Travel Expense Voucher located on
HeightsNet. Itemized receipts must accompany all reimbursement claims.
Meal costs for official functions (political or professional organizations) are paid at full actual
costs.
There is no reimbursement for alcoholic beverages.
Expenses are not reimbursed for spouses, guests, those not employed by the City, or other
persons not authorized to receive reimbursement under this policy or state regulations.
Reimbursement may be claimed by one person for several employees or officials eating
together. Please list all names on the reimbursement claim form.
Incidental expenses (i.e. telephone, parking, taxis, buses, rental cars) are reimbursed. Use the
travel expense voucher form and include any receipts. To request approval for rental cars,
submit the travel authorization form to the city manager’s office..
Personal vehicles may be used for City business. As stated above, mileage for business use is
reimbursed at the Internal Revenue Service’s allowable mileage rate. This rate is shown on the
Travel Expense Voucher.
Report eligible expenses on a travel expense voucher form within 15 days after the trip. Attach
receipts for expenses claimed and submit to the city manager’s office.
For assistance with the above contact the city clerk at 763-706-3611 or sion@columbiaheightsmn.gov.
CHAPTER 9: COMMUNICATIONS AND MEDIA RELATIONS
COMMUNICATIONS
As elected officials, council members have a responsibility to communicate information to the public.
Communicating accurate, timely and professional information is important to ensuring the quality and
credibility of information being provided to the public.
Public Record
Communications (electronic or written) involving city council members and members of advisory boards
and commissions are public records (with a few exceptions a stated by the Minnesota Data Practices Act
- https://mn.gov/admin/data-practices/). https://www.lmc.org/resources/data-practices-analyze-
classify-and-respond/
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Communications not considered public record may still be public information (i.e. e-mail, text
messages). Those interested in copies of these items must file a public disclosure request. Requests for
private data or information outside the scope of a council member’s role should be routed to the city
manager.
Align with Minnesota Open Meeting Law
Information posted or responded to should be done in alignment with the open meeting law. More
information about the open meeting law is available through the Minnesota Data Practices Office at
https://mn.gov/admin/data-practices/meetings/. Another resource is the League of Minnesota Cities
Informational Memo on Meetings of City Councils at https://www.lmc.org/resources/meetings-of-city-
councils/ .
Council members should generally act with caution when using electronic means to communicate with
one another. If a council member wishes to share information with other members, do so through the
city manager. Materials relating to agenda items for City business (including email) must be provided to
the public at the meeting.
Council members must be cautious about email or social media communications shared among three or
more council members:
Example of an open meeting law violation: A council member posts a comment on a Facebook
page about a proposed ordinance. A second council member comments that they agree, and a
third council member clicks the “like” button.
Citizen questions, comments and concerns
It’s important that council members direct citizen questions, comments, and concerns to the
appropriate staff: info@columbiaheightsmn.gov email address, or to the Ask a Question/Report a
Concern form on the City’s website. Doing so ensures requests are routed to the appropriate
department or staff person and holds them accountable to ensure that proper follow-up is made and
the task is completed. In addition, since some requests cover multiple departments, there may be a
request history that will be useful as staff works to resolve the issue.
Written Correspondence
City council members often need to write letters to citizens, businesses, or other public agencies. City
letterhead, note cards, and envelopes are available for city business use. Contact staff in the
Administration Department for these items. Written letters and memoranda received by the City,
addressed to a council member or the council as a body, are forwarded via email if received in electronic
format, or photocopied and provided to all council members with a copy kept on file.
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Electronic Communications
Generally, the Columbia Heights City Council receives agenda materials, background information and
other meeting information via email. Contact the city manager if there are questions about these items.
Social Media
Since social media is an effective and frequently chosen communication tool among the public, the City
of Columbia Heights has official Facebook pages.
COMMUNICATION TIPS FOR E-MAIL AND SOCIAL MEDIA
Public Perception
City council members are public officials representing the City of Columbia Heights and its policies and
perspectives.
Official versus Individual Perspectives
Since the public connects city officials to the City of Columbia Heights, it’s important to clarify official
perspectives from individual perspectives.
It is advised for council members to separate official and private citizen roles. When presenting
information on behalf of the City of Columbia Heights, identify the role of being an elected official for
the City. When presenting individual perspectives, clarify that those viewpoints are not representative
of the City of Columbia Heights but are personal opinions. Personal social media account names should
not be tied to the City.
Public Information
Any published content, written or electronic (email, for example), may be considered public information
or covered under the Minnesota Data Practices Act. Informal messages not related to a public official’s
role, such as meeting reminders, telephone messages, and informal notes are not public record.
Large Outreach
Information posted on social media is public and will remain online for a long time. Since both email and
social media posts can be quickly shared with other audiences, it is important to post professional
messages and avoid political comments.
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Discoverability
Generally, email is not removed from the system even if deleted. Email is discoverable in litigation,
making it essential to use it cautiously. When seeking legal advice or to discuss matters of pending
litigation or other “confidential” City business, ensure e-mails are sent to only those intended because
the attorney-client privilege protecting the document from disclosure may be waived.
MEDIA RELATIONS
Media Inquiries
Council members are encouraged to refer all media inquiries to the city manager prior to discussing and
voting on an item. After a vote has been taken, individual council members may comment on their
decision. It is understood that individual council member decisions may not be reflective of the council’s
majority vote.
Following these guidelines is important to the democratic process because it helps avoid creating the
public perception that a vote or decision has been made on a topic before all the information has been
presented to the City Council. That perception could discourage the public from engaging in the
democratic process and could have negative legal implications for the City.
City Manager’s Role
The city manager communicates on the City’s behalf in interviews, publications, news releases, on social
media sites and related communications. The city manager is in the best position to provide a response
because many issues involve multiple departments, or work may already be in progress. Often, the
communications coordinator or the appropriate department director will handle interviews and
communications on behalf of the city manager.
Good to Know
When the media calls about:
Upcoming agenda items, issues, or discussion topics: wait to provide information until the topic
is voted on. This communicates that a decision has not been made and allows the public process
to work by keeping the topic open for citizen input. If a council member discusses the issue with
media before a decision is made, there is a potential that the public may be confused about the
council’s direction. This may create a public perception that a vote or decision has been made
on a topic and discourage the public from engaging in the democratic process.
Routine or public information: i.e. a meeting time or agenda. Provide media with the
information and notify the city manager of the request.
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Other information: i.e. city personnel, potential litigation, controversial issues, an opinion about
a City matter, or if unsure of the type of question. It is recommended to work with the city
manager on these topics. The city manager typically works with staff on these issues and can
present the discussion scope or topic.
Media response: If an answer isn’t readily available, a good response to media inquiries is “I
don’t have all the information about that. Let me find out and I’ll return the call.” Don’t forget to
get the respective media’s name, contact information, and deadline so a response can be
provided.
CHAPTER 10: CITY COUNCIL MEETINGS
GENERAL
The City Council decides public meeting times and places. Currently, the council meets the second and
fourth Monday of the month at 6 pm and holds a work session on the first Monday of the month at 6:00
pm. Regular meetings are held in the City Council Chambers, 3989 Central Ave NE. Work sessions are
held in the Shared Vision Room at City Hall. If a legal holiday occurs on one of these Mondays, the
council meeting will be held the next business day. All meetings are held in compliance with Minnesota’s
Open Meeting Law. All regular and special meeting dates and times are posted on the city website.
http://www.columbiaheightsmn.gov/calendar_app/index.html.
All regular City Council meetings are live broadcast, recorded, and re-broadcast on public access
television (Comcast channel 16 and CenturyLink channel 8052) and archived and available live streaming
on the City’s website.
Meeting agendas and minutes for all City Council meetings are available on the City’s website.
Quorum
To legally conduct business at meetings, the city council needs a quorum (majority) of members present.
At least three city council members constitute a quorum.
TYPES OF MEETINGS
Align with Minnesota Open Meeting Law
The City Council and any committee, subcommittee, board, or commission that makes or recommends
decisions to the City Council are subject to the Minnesota Open Meeting Law:
https://mn.gov/admin/data-practices/meetings/, https://www.lmc.org/resources/meetings-of-city-
councils/
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Communication regarding City business among three or more council members should only take place at
an open meeting or a meeting lawfully closed pursuant to Minnesota statute. Committee quorums
depend on the number of people on the committee.
Council and committee members should generally act with caution when communicating face-to-face or
through written or electronic correspondence. If a council member wishes to share information with
other members, this should be done through the city manager. Materials relating to agenda items for
city business (including e-mail) must be provided to the public at the meeting.
Regular Meetings
The Columbia Heights City Council convenes regular meetings twice each month. At the first meeting of
the year, the council:
Designates an official newspaper.
Assigns committee duties to members.
Appoints a Council President.
Reviews operational policies and guidelines if necessary and makes necessary changes.
Works on other organizational business as deemed necessary.
Agenda
The council packet contains an agenda with information about each agenda item. Packets are available
online on the Friday before the meeting.
Council members wishing to discuss an item at a work session or request action on an item at a council
meeting should request the city manager place the item on the agenda. Council members can also make
a brief report about a meeting or event at a meeting without prior notice. This report should occur
during the Council and Administrative Reports portion of the meeting.
Special Meetings
Special meetings are any meeting other than a regular meeting and can be scheduled by the mayor, any
two council members, or the city manager with at least three days’ notice to the other members. These
meetings could be scheduled to address additional business, budgets, or other pending items the
council was unable to discuss at a regular meeting or need to address before the next regularly
scheduled meeting.
Any special meeting must comply with Minnesota’s open meeting law. Council members are notified of
special meetings at least three days before the meeting, and written notices are posted at least three
days before the meeting. Those who have filed a written request for notice for special meetings must
also be notified.
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Closed Meetings
The Columbia Heights City Council may meet in a closed meeting:
To consider strategies for labor negotiations under the Public Employer Labor Relations Act;
To evaluate the performance of an individual the council has authority over (i.e. the city
manager);
To review information considered attorney-client privilege with the city attorney or city attorney
designee;
To discuss the purchase or sale of property;
For security briefings
Meetings must be closed for:
Preliminary consideration of allegations or charges against an individual the council has
authority over (i.e. the city manager);
Portions of meetings that include:
o Data that would identify alleged victims or reporters of criminal sexual conduct,
domestic abuse, or maltreatment of minors or vulnerable adults;
o Internal affairs data relating to allegations of law enforcement personnel misconduct or
active law enforcement investigative data;
o Educational data, health data, medical data, welfare data, or mental health data that are
not public;
o An individual’s medical records governed by certain sections of Minnesota law
To hold a closed meeting, the City Council must follow Minnesota’s open meeting law procedures. All
closed meetings (except those closed as permitted by the attorney-client privilege) must be
electronically recorded at the public body’s expense. Unless otherwise provided by law, recordings must
be preserved for at least three years after the meeting date.
If a closed meeting is to evaluate an individual’s performance, this individual’s name must be announced
before the closed meeting. If this individual requests an open meeting, advance notice must be provided
so he/she can make an informed decision about opening the meeting.
Work Sessions
Work sessions provide an opportunity for council members to discuss items that may be future agenda
items or for informational purposes. Several work sessions are held about the City’s budget before its
finalization and levy at the end of the year. Work sessions are typically held each month on the first
Monday at 6 pm. The agenda and related items are posted online in the same location as the regular city
council meetings the Friday before the work session.
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Work sessions are held in a less formal atmosphere, using a consensus-building approach. No formal
action is typically taken at the work sessions.
Emergency Meetings
The City Council has authority under the City Charter and Minnesota State Statute to call emergency
meetings for items that require immediate council consideration. For example, a meeting may be called
to declare a local emergency if there is a state of emergency, such as a natural disaster.
CHAPTER 11: ADVISORY BOARDS, COMMISSIONS, COMMITTEES, AND TASK
FORCES
The City of Columbia Heights has advisory boards, commissions, committees, and task forces that the
public serve on. Every member of the City Council is appointed to serve in a liaison capacity on one or
more of these boards, commissions, committees, and task forces.
REPRESENTATION BY CITY COUNCIL MEMBERS
City council members act as liaisons to facilitate communication between the City Council and the
various citizen groups, government committees, and boards. City council members acting in a formal
liaison capacity with outside citizen groups and other elected bodies should represent themselves as a
member of the City Council body as a whole. If a personal belief is contrary to the City Council body’s
belief, the liaison should either withhold comment or participation or should make it known to the
outside group that they are speaking or acting as an individual and not as a representative of the City
Council.
City council members are also appointed as liaisons to city commissions and boards. The liaison helps to
increase the City Council’s familiarity with the membership, programs, and issues of the boards,
commissions, committees, and task forces. In fulfilling their liaison assignment, members may
communicate topics that the council would like discussed to the advisory body chair through the staff
liaison.
City council members are not voting members of the advisory bodies and are generally not actively
participating members of the advisory boards. Rather, they provide a link between the City Council and
the advisory boards to transfer and clarify information between the two entities. In interacting with the
boards, commissions, committees, and task forces, the council member should reflect the council's
views as a body. It is not the role of the liaison to attempt to direct or influence discussion by sharing
personal opinions rather than representing the City Council’s position. When asked for their opinion,
council members should share it with the advisory body, but council members should generally not be
part of the group discussion.
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APPOINTMENT TO AND ATTENDANCE AT BOARDS, COMMISSIONS,
COMMITTEES, AND TASK FORCES
Appointment to boards, commissions, committees, and task forces
Appointments to boards, commissions, committees, and task forces are typically made at the first
meeting in January. The mayor will inquire about what liaison appointments are desired by each
member and will submit recommendations to the full council to fill the various boards, commissions,
committees, and task forces. The full city council will vote to confirm the appointments.
Attendance at boards, commissions, committees, and task forces
If a council member cannot attend their assigned advisory body meeting, they should notify the city
manager to see if another council member is available to fill in. If a council member fails to attend four
meetings in a year and fails to notify the city manager that they will be absent, the city council may
consider assigning another member to that position for the remainder of the year.
All representative positions held by the mayor or a city council member on a board, commission,
committee, or task force, whether an appointment or liaison position, will terminate when the
member’s service in elected office terminates.
STAFF RELATIONSHIP TO ADVISORY BODIES
The city manager assigns and directs staff to advisory bodies. Staff support and assistance may be
provided to advisory boards, commissions, and task forces. While staff may work closely with advisory
bodies, staff members remain responsible to immediate supervisors and the city manager. Members of
commissions, boards, or committees are responsible for the advisory body. The chairperson is
responsible for committee compliance with city code and/or committee bylaws. Staff members assist
the advisory body chair to ensure appropriate compliance with state and local laws and regulations.
Advisory bodies make recommendations to the city council through adopted council agenda procedures.
When an advisory body wishes to correspond with an outside agency, the City Council must review and
approve the communication.
COMMITTEES AND COMMISSIONS BY ORDINANCE
Columbia Heights City Code includes committees and commissions established by ordinance (sections
3.301 through 3.314—
https://codelibrary.amlegal.com/codes/columbiahts/latest/columbiaheights_mn/0-0-0-
404#JD_Ch.3ArticleIII).
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Park and Recreation Commission
Consists of seven regular members who reside in the City, and meetings are held at 6 pm on the fourth
Wednesday of each month at Murzyn Hall. The Park and Recreation Commission supervises and controls
the use of public parks, recreation, and senior citizen programs in the City, including parks, parkways,
playgrounds, recreation fields and buildings, and all related public service facilities. The Commission also
recommends improvements for parks and has the authority to make reasonable administrative rules
and regulations, including setting fees and governing public use of parks and buildings.
Planning and Zoning Commission
Consists of five regular members and meetings are held in the city council chambers at 6 pm on the first
Tuesday of the month. The commission prepares and maintains a Comprehensive Plan for the physical
development of the City. The Commission also serves as the Board of Appeals and Adjustments of
Variance and Appeal Cases. Another commission function is as an advisory board to the City Council on
matters pertaining to Conditional Use Permit applications and zoning amendments.
Sustainability Commission
Consists of nine members and meetings are held on the second Tuesday of each month at city hall. The
commission was established in 2023 to raise awareness and promote sustainable practices within the
community. Implementing these sustainable practices will aid the City in reducing the environmental
impact of human activities. The Sustainability Commission will also bring together different perspectives
and expertise to ensure that sustainability initiatives are responsive to the community's needs and
concerns.
Library Board
Consists of five regular members who are residents of Columbia Heights. Meetings are held in the
history room of the library at 5:30 pm on the first Wednesday of the month. The Library Board
supervises and controls policies, programs, use and physical plant of the city library, including all lands
and equipment, and the setting of service levels and manpower. The board also recommends
improvements for the library and makes administrative rules and regulations, including the setting of
fees, governing public use of the library and its facilities, and is subject to the direction and authority of
the City Council.
Youth Commission
The purpose of the Columbia Heights Youth Commissioner program is for the youth of Columbia Heights
to serve as a non-voting member on select City Boards and Commissions. These positions aim to inspire
and bring new ideas from a youth perspective, create an educational environment for youth looking to
expand their knowledge of government and leadership functions, and provide experience-building
opportunities for area youth seeking increased community and government engagement.
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COMMISSIONS CREATED BY STATUTE
Charter Commission
The Charter Commission must have not more than fifteen and not less than seven members, who are
appointed by the Chief Judge of Anoka County District Court. They are appointed for four-year
terms. Charter Commission meetings are held quarterly on the third Thursday of the month at 7 pm at
City Hall. The city charter enables the City of Columbia Heights to be a self-governing city under the
municipal home rule provisions of the Constitution and Statutes of Minnesota. The Charter Commission
is charged with keeping the city charter current under procedures authorized by state statutes §410.05
(https://www.revisor.mn.gov/statutes/?id=410.05) and §410.12
(https://www.revisor.mn.gov/statutes/?id=410.12).
Economic Development Authority
The Economic Development Authority consists of the five city council members and two additional
appointed members. The EDA meets at 56 pm on the first Monday of every month at City Hall. The EDA
provides financial and technical assistance and resources to residential, commercial, and industrial
interests to promote health, safety, welfare, economic development, and redevelopment.
Housing and Redevelopment Authority
The Housing and Redevelopment Authority membership consists of the five city council members and
does not meet regularly.
CHAPTER 12: OPEN MEETING LAW AND DATA PRACTICES OPEN MEETING LAW
With only a few exceptions, city council meetings, including committees, subcommittees, board, and
commission meetings, are open to the public. The open meeting law ensures the public is fully informed
about decisions made by elected officials and also ensures the public’s right to participate in City Council
actions. More information about the open meeting law is available through the Minnesota Data
Practices Office at https://mn.gov/admin/data-practices/meetings/. Another resource is the League of
Minnesota Cities Informational Memo on Meetings of City Councils at
https://www.lmc.org/resources/meetings-of-city-councils/.
Whenever the council meets, the following information should be available to the public:
Date.
Time.
Location.
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The public should be able to:
Be present and watch the meeting.
See how council members vote on issues.
Receive printed information the council has at the meeting.
Have a summary of council minutes.
Any scheduled gathering of the city council or committee must give proper notice and be open to the
public. Chance meetings and social gatherings are excluded; however, council members cannot discuss
or receive information on official business in private social gatherings.
There are few exceptions to the open meeting law and specific requirements regarding notice and
subject of closed meetings. Strict adherence to these requirements is necessary to avoid violating the
statute. The city attorney should be consulted when the council considers conducting a closed meeting.
Council members who intentionally violate the provisions of the open meeting law are subject to
personal liability up to $300 in civil penalties per single occurrence. Government entities are prohibited
from paying these penalties for council members. If a council member has three or more intentional
violations, the result is forfeiture of the right to serve on the city council. Examples of potential
violations are:
Chamber of Commerce gatherings with council members;
Planning sessions with staff.
Neighborhood land use gatherings.
Commenting or “liking” social media posts; and
E-mail chain creating a serial meeting.
MINNESOTA’S DATA PRACTICES ACT
Minnesota’s Data Practices Act gives public access to city records and data to balance the public’s right
to know with respect for individual privacy. The act presumes that government data are public and
accessible for inspection and copying unless a federal law, state statute, or temporary classification of
data notes otherwise. Since there are significant penalties for willfully releasing private and confidential
data, council members should contact the city manager when there are questions about what
information is public and private.
In addition, a city that violates any provision of the Data Practices Act is liable for any damage caused by
the violation. The person damaged may bring action against the City to cover damages, plus costs and
reasonable attorney fees.
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More information about the Minnesota Data Practices Act is available through the Minnesota
Data Practices Office at https://mn.gov/admin/data-practices/
The League of Minnesota Cities provides helpful information about data practices online:
https://www.lmc.org/resources/data-practices-analyze-classify-and-respond/.
Public or Private
Data is classified into categories to define confidentiality. These categories assist the city in deciding
whether and to whom data can be released.
Public Record
Communications (electronic or written) involving city council members and members of advisory boards
and commissions are public record (with a few exceptions as stated by the Minnesota Data Practices
Act.
Communications not considered public record may still be public information (i.e. email, text messages).
Those interested in copies of these items must file a public disclosure request. Requests for private data
or information outside the scope of a council member’s role should be routed to the city manager for
assistance.
Elected Officials and Financial Disclosures Required by State Statute
The disclosure of financial information of elected or appointed officials required by state statute, which
are filed with the City, are classified as public data on individuals.
Personnel Data
Some personnel data of city employment applications, present and past employees, members of
advisory boards and commissions, volunteers, and independent contractors is public. Public personnel
data:
Name
Salary
Contract fees
Pension
Fringe benefits
Expense reimbursements
Job title and job description
Education, training and previous work experience
Terms of any administrative or judicial agreement
Work location and work telephone number
Time records
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Date of first and last employment
Existence and status of any complaints or charges against an employee
o Note: actual complaint circumstances are not public, whether or not the charge or
complaint resulted in disciplinary action. The final disposition of any disciplinary action,
with the reasons the action was necessary and information documenting those reasons
are public when a final disposition is made. Final disposition also includes resignation
when the resignation occurs after the final decision of the city or arbitrator.
The following is public and refers to former or current applicants; either for employment or an
appointment to an advisory board.
Veteran status
Relevant test scores
Rank on eligibility list
Education, training, and work availability
Private Record
Some examples of private data include:
Applicants for city positions. Names are private except when certified as eligible for
employment and considered a finalist by the city manager. A finalist is someone called in for
additional interviews but has not been chosen for the position.
Appraisal data: confidential until released or until the property is sold.
Arrest data, response data, and investigative data. Classified as public information once the
investigation is closed and charges are filed.
Elected officials’ correspondence. The Data Practices Act states that correspondence between
individual community members and elected officials is private; however, it can be made public
by the sender or recipient.
Property complaints. Complaints to the city of Columbia Heights that are ordinance violations
are confidential data. For example, if a neighbor reports another neighbor is in violation of an
ordinance, the name of the complainant cannot be disclosed.
CHAPTER 13: CODE OF CONDUCT
The mayor and council members are dedicated to promoting the values and integrity of local
government and democracy and are committed to governing efficiently and effectively. After taking the
oath of office as a city council member, they agree to conduct themselves in accordance with the
following code of conduct:
The professional and personal conduct of council members must be above reproach and avoid
the appearance of impropriety. Members should refrain from abusive conduct, personal
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charges, or verbal attacks upon the character or motives of other council members, boards,
commissions, staff, or the public intended to disrupt and not further the City’s business.
Council members must abide by applicable state laws, city ordinances, and other doctrines
relating to the conduct of a council member, including, but not limited to, conflict of interest,
data practices, and the open meeting law.
Council members must maintain the confidentiality of information concerning property,
personnel, or legal affairs of the city. They shall neither disclose confidential information
without proper legal authorization nor use such information to advance their personal, financial,
or other private interests.
A council member must not use the official position to secure special privileges or exemptions
for themselves or others.
Each member must support maintaining a positive and constructive workplace environment for
City staff, private citizens, and businesses dealing with the City. Council members will recognize
their roles, as delineated in the city charter, city code, and state statutes, and in individual
dealings with city staff.
No member shall, except as specifically permitted by Minnesota statutes, accept or receive any
gift of substance, whether in the form of money, services, loan, travel, entertainment,
hospitality, promise, or any other form under circumstances in which it could be reasonably
expected to influence the member in the performance of the member’s official duties or
intended as a reward for the member’s official actions.
Members of the council will not testify in their capacity as a council member before any other
board, commission, administrative officer, or agent of the federal government, the state of
Minnesota, or any county or other municipal corporation, including cities, except as provided.
Exceptions to the policy:
o If the member is testifying in such capacity pursuant to a lawfully issued subpoena;
o In the event the council has designated the member or members to act as a
spokesperson for the council as a whole to explain the majority vote or council’s
position.
Council members serve as a whole when representing the official policies and positions of the
City Council. If speaking as an individual citizen, it is important to share that it is the individual
person’s perspective being presented and not that of the City or the council. In addition, council
members must refrain from testifying orally or in writing as to any quasi-judicial matter being
heard, or having the possibility of being heard by the council.
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CONFLICT OF INTEREST
Generally, state law prohibits public officers from having a personal financial interest in a sale, lease, or
contract that they are authorized to make in their official capacity. A “public officer” would include a
mayor, council member, board member, etc.
An interested officer should disclose his or her interest at the earliest stage and abstain from voting or
deliberating on any contract in which he or she has an interest. There are some exceptions to the
general prohibition on contracting with city officials defined in state law. To help determine if a conflict
exists, consider the:
Nature of the decision being made.
Nature of financial interest.
Effect of the individual interest on the outcome of the decision by the council.
Another conflict of interest situation may occur when the official’s personal interest is so distinct from
the public interest that the member cannot be expected to represent the public interest fairly in
deciding the matter. Some common areas are planning and zoning issues, public improvements, special
assessments, licenses, land purchases, and street vacations. Some other areas are church memberships,
family associations, and club memberships.
To use any exception to the conflict of interest law, detailed procedures must be followed. State
statutes and the city attorney should be consulted on these procedures.
INCOMPATIBLE OFFICES
Generally, individuals in elected office are prohibited from holding incompatible offices. The city
attorney should be consulted on concerns about elected officials holding two separate offices. Columbia
Heights city council members cannot hold any other city office or paid city employment during their
tenure as council members. A former member of the City Council cannot be employed by the City until
one year after the term they were elected for has expired.
GIFTS
Elected and appointed “local officials” may not receive a gift from any “interested person.” An
“interested person” is a person or representative of a person or an association who has a direct financial
interest in a decision that a local official is authorized to make. If a public official knowingly accepts a
gift, the official may be guilty of a gross misdemeanor.
Some commonly encountered exceptions to the gift law include lawful campaign contributions and food
or beverages given at a reception, meal, or meeting the official has been invited to attend. If there is
ever any question about accepting or declining a gift, the best option may be to decline.
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LIABILITIES
The City of Columbia Heights carries personal liability insurance policies on elected officials, appointed
officials, employees, and officers. The City defends a person who is performing job duties and is not
guilty of malfeasance in office, willful neglect of duties, or acting in bad faith.
ETHICAL LEADERSHIP
Ethical leadership is vital to the functioning of the City and to maintaining the public’s trust and
confidence in the City and the democratic process.
Key traits of ethical leaders
Recognize that ethical questions may be complex. As a result, they are willing to seek and
accept the advice of knowledgeable officials such as the city manager, city attorney, or City
staff.
Understand that ethical conflicts are inevitable and should be dealt with forthrightly. Elected
officials are human and citizens of their community. On occasion, it is expected that they will
have needs or roles in their private lives that conflict with public office obligations. Ethical
officials are open about potential conflicts of interest and follow applicable rules for disclosing
and dealing with the conflict (such as refraining from voting on a particular issue) to avoid even
the appearance of impropriety.
Are driven by fairness. The most ethical council members recognize that many City decisions
will have adverse as well as positive outcomes, and they therefore strive to make the best
decision as defined by its ultimate fairness to all concerned. This often means making impartial
decisions on the merits of the issues alone while disregarding personal allegiances. It can also
mean taking into account the interests of citizens who are not present or who have not
otherwise commented, but who are nonetheless affected by a decision. Ethical officials try to
make decisions in the best interest of all in the community, not just those who show up at a
meeting or protest the loudest.
Know the importance of conscientious and ethical government as a value. Ethical council
members do not use their office or authority for revenge, prestige, or personal gain. Ethical
council members recognize that government is a human institution. As a result, the human
motivations of those in government will determine whether the government is effective or
ineffective, good or bad, ethical or unethical. Ethical council members care enough to make a
positive difference and act accordingly.
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CHAPTER 14: RULES TO GOVERN BY
LAND USE LAWS
The Municipal Planning Act grants cities the authority to regulate land use and provides the framework
and road map all cities must follow. Cities regulate land use through three basic tools:
Comprehensive plan;
Zoning ordinance (including zoning map);
Subdivision ordinance.
Although cities are not required to adopt all three tools in municipal planning, each tool serves a
separate and essential purpose. These tools harmonize and interact in important ways to protect and
promote sound City development.
First, the comprehensive plan helps the City look to the future and guides current development in
administering its zoning and subdivision ordinances. The subdivision ordinance regulates land division
into smaller lots and creates blocks and neighborhoods with safe streets, appropriate environmental
features, and character. Finally, the zoning ordinance regulates the use and density of city zones such as
commercial, residential, and industrial purposes, both segregating and combining uses where
appropriate to prevent congestion, environmental impacts, and other negative human health impacts.
A zoning map divides the community into different land uses to assist the City in planning and
permitting future growth and redevelopment. There are 13 different categories for zoning, each with
specific standards.
PUBLIC IMPROVEMENTS
There are two types of public improvements: petitioned and City-initiated. A petitioned project occurs
when a citizen or citizens who own 35 percent or more of the affected property sign a petition asking
the City to make the improvements. A City-initiated project is an improvement identified by the City. A
City-initiated project requires a 4/5 vote of the council, whereas a petitioned project only requires a
simple majority.
Process for improvements
The City notifies all affected property owners.
A meeting is held before the first formal council meeting to provide information to the property
owners.
The first council meeting is the project feasibility hearing, where citizens present their opinions
about the project.
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The second council hearing is the assessment hearing that establishes the property owners'
costs for the project.
If the cost of the completed project is less than the assessment, property owners are notified,
and the correct amount is assessed. No property assessment is certified until the project is
completed. This is in accordance with Minnesota statutes, chapter 429
(https://www.revisor.mn.gov/statutes/?id=429), which explains the complete process in detail.
LICENSES AND PERMITS
The City has the authority to license and require permits for activities within its jurisdiction. Licensing
and permitting regulates activities and provides oversight for inspection to protect the public interest.
The City exercises its police power to protect and promote the public’s health, welfare, and safety
through the licensing process. More information about licenses and the licensing process can be found
in chapter 5 of the Columbia Heights City Code, available online at
https://codelibrary.amlegal.com/codes/columbiahts/latest/columbiaheights_mn/0-0-0-1183.
CHAPTER 15: FINANCIAL ASPECTS
The City of Columbia Heights charter specifies responsibilities and procedures for the City’s financial
administration. The charter establishes the calendar year as the fiscal year. The city manager strictly
enforces the budget provisions.
BUDGET AND TAX LEVY
In early June all division heads submit proposed operating budgets to the Finance Department for the
fiscal year commencing January 1. The operating budgets include proposed expenditures and the means
of financing them. The city manager and finance director then meet with all of the division heads to
review their budget proposals after which the city manager prepares the city manager’s budget. Council
members are encouraged to share budget ideas and requests with the city manager and affected division
heads by the spring of the prior budget year.
Before Sep 30, the City Council adopts the proposed budget either as proposed, or as adjusted by the
city council, and certifies the proposed general and EDA property tax levies to the county auditor in
accordance with Minnesota statutes.
In December, the City Council holds a public budget hearing to present the final budget and property tax
levies to citizens and property owners for comment. By Dec25 the final budget is legally adopted and
certified to the county.
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FINANCIAL STATEMENT
City finance staff prepare the Comprehensive Annual Financial Report (CAFR) which is a financial report
explaining the financial status of the city and the sources of revenues and expenditures. The CAFR is
audited annually through an audit by a certified accounting firm. The audit must be in compliance with
all state requirements.
The audit preparation process begins in January each year and runs through approximately June. The
auditors are usually on site examining financial materials, for about a week in February or March. The
CAFR is prepared following this examination. After the audit, the CAFR is presented to the City Council.
This usually occurs in June or July.
Bonds
One of the ways in which the city can finance large capital projects is by issuing bonds. In general, a city
can issue bonds for any authorized expense, which is not a current expense. The use of bonds for
acquisition, development, construction, or improvements of capital assets is allowable.
A city can issue bonds for public improvements in which they will gain revenue. They can purchase
police, fire, and street equipment. This type of bond must be short term.
A city can also issue conduit bonds for the benefit of private entities. In these scenarios, the City issues
the bonds and loans the proceeds to the private entity. The private entity is solely responsible for
repaying the loan and all associated debt service and costs related to the loan transaction. Because the
City is not responsible for any loan repayment, the bonds have no effect on the City’s credit rating, nor
do the bond amounts count against the City’s statutory borrowing limits.
CHAPTER 16: STANDARDS OF APPEARANCE
Business casual dress is encouraged when city council members conduct city business, and business
formal attire is recommended when representing the City at formal functions. City logo wear may be
appropriate at many functions and is a good way to promote and show pride in our community. For
more information about city logo wear please contact the community engagement specialist at 763-706-
3614.
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CHAPTER 17: LEAVING OFFICE AND VACANCIES
LEAVING OFFICE
Upon completion of service to the community, please return equipment acquired during the term.
Examples include computers, copies of the Columbia Heights City Code, key cards, etc.
VACANCIES
There are several reasons a vacancy may occur on the City Council. These include an election deemed to
be invalid, a death, resignation, removal from office, or a council member may move outside the city.
Medical reasons or illness could also prevent a council member from attending meetings. When the
absence extends beyond three months, the council has the authority to remove the current member
and appoint a new member. Another reason for removal would be any council member who does not
perform their duties and responsibilities in good faith.
The process for filling a vacant seat is established in the Columbia Heights City Charter, section 9,
available online at
http://www.columbiaheightsmn.gov/document_center/Government/Updated%20City%20Charter%20O
CT%202016.pdf.
APPENDIX I
AGENDA AND MEETING PROCEDURES
Agenda Preparation
The city manager is responsible for the format and preparation of the council agenda. This includes all
items for consideration, charter requirements, state law, and bylaws.
All items to be included on the agenda or the city manager’s report should be submitted to the city
manager by 4:30 pm on the Monday preceding the meeting date.
Order of business
The mayor presides over city council meetings. In the absence of the mayor, the council president shall
preside. Council meetings begin promptly and are held in the following order:
1. Mission Statement
2. Call to Order / Roll Call
3. Pledge of Allegiance
4. Approval of agenda
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5. Community Forum
5. Proclamations, Presentations, Recognition, Announcements, Guests
6. City Council and Administrative Reports
6.7. Community Forum
7.8. Consent Agenda
8.9. Public Hearings
9.10. Items for Consideration
10. City Council and Administrative Reports
11. Adjournment
Call to Order – Presiding Officer
The mayor (or council president) calls the meeting to order. If the mayor arrives after the meeting has
begun, the mayor resumes duties once business on a particular topic has been concluded. At any
meeting where the mayor and the council president are not present, the council appoints the most
senior council member to preside over the meeting.
Pledge of Allegiance
The City Council, staff, and audience stand and recite the pledge of allegiance.
Mission Statement
The mission statement is provided on the agenda for reference by city council members, staff, and the
public. The mayor may choose to read it at the meeting, but it is not required.
Approval of the Agenda
All official council meetings are open to the public and the media in accordance with Minnesota’s Open
Meeting Law. Approval of the agenda makes this official.
Community Forum
This is a time when members of the public may address the City Council about any topic that is not on
the regular agenda. Generally, individuals address the City Council, but the City Council does not take
formal action on items raised during the community forum. The City Council may direct staff to follow
up or add the item to an upcoming agenda.
Proclamations, Presentations, Recognition, Announcements, Guests
This is the opportunity for the mayor and city council to recognize special events, groups, awards, and
make announcements for upcoming activities to the audience present and those watching the meeting
via cable broadcast.
City Council and Administrative Reports
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The city council members are given an opportunity to share with the other members information they
have received that would benefit the group, discuss meetings they have attended, and give updates on
other relevant topics. The city manager and city attorney are also provided an opportunity to make a
report immediately following the city council reports.
Community Forum
This is a time when members of the public may address the City Council about any topic that is not on
the regular agenda. Generally, individuals address the City Council, but the City Council does not take
formal action on items raised during the community forum. The City Council may direct staff to follow
up or add the item to an upcoming agenda.
Consent Agenda
The consent agenda includes routine or noncontroversial matters that need minimal deliberation. A
motion to approve the consent agenda cannot be debated, but a council member may remove a
consent agenda item and have it placed on the regular agenda for debate and action immediately
following its approval.
The consent agenda includes approval of the previous meeting’s minutes, which once approved become
the official meeting record.
Public Hearings
Public hearings ensure due process by protecting an individual’s right to be heard on a matter prior to
governmental action. Due process encourages objective decision-making by providing those interested
in the City’s decision with an opportunity to be heard.
Generally, there is no dialogue between council members, staff, or the public during the hearing. Council
members may ask questions of those addressing the council to clarify a fact, but any statement by a
council member for anything other than to pose a question on the matter being considered may be
ruled out of order by the mayor or presiding officer.
After new facts and information have been presented to the City Council, the hearing may be closed.
Once the public hearing is complete, council members make a motion and debate the matter under
consideration.
Items for Consideration
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This is the part of the meeting where items that require action but not a formal public hearing are
presented to the city council. Generally, the appropriate staff person presents the item, city council
members ask questions of the staff person, discuss the topic amongst themselves, and when they have
all the information necessary, they take formal action on the item.
City Council and Administrative Reports
The city council members are given an opportunity to share with the other members information they
have received that would benefit the group, discuss meetings they have attended, and give updates on
other relevant topics. The city manager and city attorney are also provided an opportunity to make a
report immediately following the city council reports.
Adjournment
When there is no further business, adjournment formally concludes the meeting.
VOTING
Generally, city council actions pass or fail by a majority vote of the council. A majority is determined by
the number of council members present at a meeting. Certain actions, such as an un-petitioned street
project, require an extraordinary majority or 4/5 vote of the whole council.
Procedure
The votes of council members on pending actions are conducted as voice votes unless any council
member requests a roll call vote be taken. The presiding officer shall also call for a roll call vote
whenever a voice vote is unclear regarding the disposition of the action before the council.
If a roll call vote is called, the council secretary will call for the vote in consecutive order, beginning with
the council member who is seated to the far right of the mayor. The presiding officer always votes last.
Abstention
Council members may abstain from voting on a particular agenda item. If a council member does not
vote, it is recorded as “Abstain: [name]”and is considered a no vote.
PROTOCOL AND RULES OF DECORUM
Protocol
The following information is from the League of Minnesota Cities and is available online at
https://www.lmc.org/resources/handbook-for-minnesota-cities-chapter-7-meetings-motions-
resolutions-and-ordinances/. The following list includes the more common motions.
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Motions: formal method of bringing business before the city council and stating propositions on which
the council will have to make a decision. Motions can be made only by city council members or the
mayor.
Requires a second: motions that have a “yes” must be seconded by a council member before they can
be considered. The motion-maker may not second his/her own motion. By seconding a motion, a person
does not necessarily indicate favor of the motion.
Can interrupt a speaker: motions that have a “yes” can be made at any time during a council meeting.
They may be made even while another has the floor and is speaking.
Debatable: a “yes” means the council can discuss the motion’s merits. A “no” means no discussion is
allowed, and the motion must be voted on as soon as it is made and seconded.
Amendable: motions can be changed by amendment. Motions with a “no” must be voted on in the
same form the motion was originally made.
Vote required to pass: tells whether the motion requires a simple two-thirds majority for passage.
Can be reconsidered: indicates whether or not a motion that was once passed or defeated by the
City Council can be considered again later in the meeting.
Rules of decorum
While the City Council is in session, the members must preserve order and decorum. A council member
must neither, by conversation or otherwise, delay or interrupt the peaceful proceedings of the council
nor disturb members while they are speaking. A member must never refuse to obey the orders of the
presiding officer.
No person or city council member should address the council without first being recognized by the
presiding officer. Council members should only speak twice regarding any matter for a maximum of five
minutes per time unless the entire city council consents to additional time. Council members should also
limit their remarks to the matter at hand.
City staff are expected to observe the same rules of order and decorum as the city council members.
Please see the document titled “City of Columbia Heights Bylaws of Procedures and Decorum” for
additional information and details regarding city council procedures, expectations, and decorum.
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Other Rules of Decorum
Other guidelines ensure city council meetings emphasize the importance of business being conducted
professionally. Council members and staff:
Work to preserve appropriate order and decorum during all meetings;
Address council members as council member, followed by last name, such as “Council Member
Smith,” and staff by their title followed by last names, such as “City Manager Jones;”
Discourage side conversations, disruptions, interruptions, or delaying efforts;
Inform the presiding officer when leaving a meeting;
Limit disruptive behavior;
Recognize that those on the City Council, staff, advisory board chairs, or designated
representatives and those authorized by the presiding officer shall be permitted to sit at council
or staff stations.
APPENDIX II
INDEX OF COMMONLY USED TERMS
Abatement: A complete or partial cancellation of a levy imposed by a government. Abatements usually
apply to tax levies, special assessments, and service charges.
Abatement of Nuisance: The elimination of a situation that endangers public health, safety, and
welfare.
Abstention: The decision of a member not to vote on an item. An abstention is counted as a no vote.
This is contrasted with the situation where a member is disqualified from voting, where such member is
not counted in determining the item’s passage.
Accounts payable: A liability account reflecting amounts on open accounts owing to private individuals
or organizations for goods and services received by a government (but not including amounts due to
other funds of the same government or to other governments).
Accounts receivable: An asset account reflecting amounts owing on open accounts from private
individuals or organizations for goods and services furnished by a government (but not including
amounts due from other funds of the same government).
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Affirmative action plan: State and federally mandated plans to attract, recruit, hire, promote, retain,
transfer, and train women and minority employees involving the setting of goals and procedures in
written plans.
Amortization: Gradual reduction, redemption, or liquidation of the balance of an account according to a
specified schedule of times and amounts.
Annuity: A series of equal money payments made at equal intervals during a designated period of time.
Appeal: Private individuals, a group, or an agency may take the decision of a governing body to a higher
authority for review of that decision.
Appraise: An estimate of the value of property. If the property is valued for taxation purposes, the less-
inclusive term “assess” is substituted for this term.
Appropriation: A legal authorization granted by a legislative body to make expenditures and incur
obligations for specific purposes.
Assessed valuation: A valuation set upon real estate or other property by a government as a basis for
levying taxes.
Assessment: The process of determining the worth or the market value of land and buildings for
taxation purposes.
Assets: Resources owned or held by a government that has monetary value.
Audit: A methodical examination of resource use that concludes in a written report of its findings. An
audit tests management's accounting system to determine the extent to which internal accounting
controls are both available and being used.
Audit report: The report prepared by an auditor covering the audit or investigation.
Bid: An offer to sell something or perform work pursuant to specifications.
Bill: A term used to denote a law or statute passed by certain legislative bodies.
Blight: Social and/or physical decay of the community.
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Bond: A written promise to pay a specified sum of money, called the face value or principal amount, at a
specified date or dates in the future, called the maturity date(s), together with periodic interest at a
specified rate.
Budget message: Explanation of the budget in fiscal terms and in terms of work programs. It outlines
the proposed financial policies of the government entity for the ensuing fiscal year, describes any
important features of the new budget, and indicates any major changes for the current year in financial
policies, expenditures, and revenues, along with the reason for changes. Includes a summary of the
government entity’s debt position.
Building code: A set of regulations governing building construction.
Building permit: An official document issued by a city, township, or county that grants permission to a
contractor or private individual to erect a building or make an improvement to an existing structure.
Bulk regulations: Zoning ordinance restrictions on the density, height, location, and lot coverage of
buildings.
Callable bond: A type of bond that allows the issuer to pay the obligation before the stated maturity
date by giving notice of redemption in a manner specified in the bond contract.
Capital budget: A plan of proposed capital outlays and the means of financing them.
Capital Improvement Program (CIP): A program of when, where, and how much a city plans to invest in
public services over the next five to ten years.
Cash: An asset account reflecting currency, coin, checks, postal and express money orders, and banker’s
drafts on hand or on deposit with an official or agent.
Certificate of occupancy: Official notice that a building is in accord with the building and housing codes
and may be used or occupied.
Charter: A document setting forth the principal functions and organization of a city or corporation.
Comprehensive plan: The plan depicting the proposed use of land in the city, guiding the adoption of
zoning regulations, etc.
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Conditional use permit: A conditional use permit allows a development in a zoning district where the
specifics of the proposed development are subject to review to determine the suitability of the
development as proposed. A conditional use permit cannot be denied simply to prevent the use.
Consent agenda: Items on the City Council agenda requiring council action. These items are usually non-
controversial and are acted on together with one motion.
Contract: A contract, for purposes of bidding laws, is an agreement for the sale or purchase of supplies,
materials, equipment, or the rental thereof or the construction, alteration repair or maintenance of real
or personal property.
Debt: An obligation resulting from the borrowing of money or from the purchase of goods and services.
Debt limit: The maximum amount of gross or net debt that is legally permitted.
Debt Service fund: A fund established to account for the accumulation of resources for, and the
payment of, general long-term debt principal and interest.
Deficit: (1) The excess of the liabilities of a fund over its assets. (2) The excess of expenditures over
revenues during an accounting period; or, in the case of proprietary funds, the excess expense over
income during an accounting period.
Delegation: The process of allowing someone to perform a task that the council is authorized to
perform, such as conducting a hearing. A proper delegation must be made under the terms that define
and instruct the person exercising the delegated power.
Density: The number of buildings, offices, or housing units on a particular area of land.
Depreciation: (1) Expiration in the service life of fixed assets, other than wasting assets attributable to
wear and tear, deterioration, action of the physical elements, inadequacy, or obsolescence. (2) The
portion of the cost of a fixed asset other than a wasting asset, which is charged as an expense during a
particular period.
Due process: Due process means that a person’s property interests cannot be affected without being
advised of the basis upon which the adverse action is taken and the opportunity to be heard regarding
the matter in a particular forum.
Easement: A right to use property owned by someone else, usually for a specific purpose.
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Eminent Domain: The power of a government to acquire private property for public purpose.
Encumbrances: Commitments related to unperformed (executory) contracts for goods and services.
Enterprise fund: A fund established to account for operations (a) that are financed and operated in a
manner similar to private business enterprises – where the intent of the governing body is that the costs
(expenses, including depreciation) of providing goods or services to the general public on a continuing
basis be financed or recovered primarily through user charges; or (b) where the governing body has
decided that periodic determination of revenues earned, expenses incurred, and/net income is
appropriate for capital maintenance, public policy, management control, accountability, or other
purposes.
Entitlement: The amount of payment to which a state or local government is entitled as determined by
the federal government under an allocation formula contained in applicable statutes.
Environmental Impact Statement: An impact study representing the combined efforts of many
professionals such as biologists, environmentalists, planners, engineers, etc., and concentrating on the
likely impact on the local environment that a certain project might be expected to have.
Equal protection: Equal protection is a constitutional law concept that all people receive the same
protection of the law. That is, similarly situated people are treated similarly without regard to their race,
creed, color, etc.
Fee: Recoupment of costs by the city as opposed to obtaining revenues in excess of costs of providing
the service or regulating the activity (i.e. liquor license). A fee in excess of the costs of regulating or
providing service is a tax.
Fiscal Year: A 12-month period to which the annual operating budget applies and at the end of which a
government determines its financial position and the results of its operations.
Franchise: A right or privilege officially granted to a person or group by a government.
Frontage: The part of a lot that touches a road, street, or watercourse; usually expressed as a specific
amount, such as 100 feet of road frontage.
Fund: A fiscal and accounting entity with a self-balancing set of accounts recording cash and other
financial resources, together with all related liabilities.
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General fund: The fund used to account for all financial resources except those required to be
accounted for in another fund.
General obligation bond: A bond secured by the general revenues of the City such that the City may be
required to levy to make the payments required pursuant to the terms of the bond.
Gift (ethical purposes): Means money, real or personal property, a service, loan, a forbearance, or
forgiveness of indebtedness, or a promise of future employment that is given and received without the
giver receiving consideration of equal or greater value in return (Minnesota Statutes §10A.071 -
https://www.revisor.mn.gov/statutes/?id=10A.071).
Grants: Contributions of gifts of cash or other assets from another government or public entity to be
used or expended for a specified purpose, activity, or facility.
Harassment: The action of repeatedly annoying or tormenting another individual.
Hearing: A hearing (in the context of a city council meeting) is the opportunity to voice one’s opinion to
those making a decision.
Home rule charter: A home rule charter city has its powers and structure determined by an election of
its citizens in adopting a charter, as opposed to a statutory city whose structure and powers are
prescribed by state statute.
Improvements: Facilities that aid in land development. Improvements include streets, sewer and water
lines, curbs, sidewalks, streetlights, fire hydrants and street signs.
Initiative: The process established by the charter whereby citizens place a proposed ordinance on the
ballot. Initiative and referendum only apply to certain ordinances regulating conduct or establishing a
procedure and may not be applied to administrative council actions.
Interested person: A person or representative of a person or association that has a direct financial
interest in a decision that a local official is authorized to make.
Investments: Securities and real estate held to produce revenues in the form of interest, dividends,
rentals, or lease payments. The term does not include fixed assets used in governmental operations.
Joint powers: Units of government may enter into joint powers agreements to do almost anything that
any one of the governmental bodies can do. Examples include joint police or other services among cities.
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Judgment: An amount to be paid or collected by a government as the result of a court decision,
including a condemnation award in payment for private property taken for a public use.
Land use: A broad term used to classify land according to present use and suitability for future uses,
such as housing, open spaces and parks, commercial, industrial, etc.
Land use and development controls: Codes, resolutions, and ordinances enacted by local communities,
townships, and counties under the authority of state enabling legislation. Such controls are designed
and intended to be used for the protection of public health, safety, and welfare.
Lawful gambling: Lawful gambling refers to activities licensed by the state of Minnesota. Paddlewheels,
tip boards, pull tabs, bingo, and raffles are the only permitted activities. All other forms of gambling are
illegal.
Levy: (verb) To impose taxes, special assessments, or service charges to support governmental activities.
(noun) The total amount of taxes, special assessments, or service charges imposed by a government.
Liabilities: Debt or other legal obligations arising out of transactions in the past, which must be
liquidated, renewed, or refunded at some future date. This term does not include encumbrances.
License: A permit to engage in an activity. Also may refer to real property whereby a person is permitted
to use or occupy real property.
Meeting: Where a quorum of a governing body is present, and information is received or discussed
relating to matters that will come before the governing body, or an action is taken with respect to
matters that might come before the governing body.
Motion: An oral action of the city council that is recorded in the minutes but is otherwise not formally
set forth in written form.
Municipal bond: A bond issued by a state or local government.
Non-conforming use: A land use that does not comply with the ordinance of a zone it is in or does not
comply with other land use regulations.
Nuisance: The use of land or behavior that brings harm or substantial annoyance to adjacent property
owners or the public in general.
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Obligations: Amounts which a government may be legally required to meet out of its resources.
Ordinance: A formal legislative enactment by the governing board of a city. If it is not in conflict with any
higher form of law, such as a state statute or constitutional provision, it has the full force and effect of
law within the boundaries of the city to which it applies.
Parcel: A lot or group of lots under a single ownership.
Parliamentary procedure: Following the rules and customs of the council on how a meeting is
conducted. The official process to accomplish city business.
Planning and zoning commission: An official body appointed by the governing body of a city, township,
or county responsible for making the comprehensive plan. In addition, the planning and zoning
commission makes recommendations to the governing body about the zoning ordinance and zoning
decisions, on subdivisions, and general planning matters.
Plat: The map of a subdivision, showing the number and dimensions of lots, public rights of way, and
easements.
Police power: The power of a city to establish penal ordinances that prohibit conduct, adopt zoning
regulations, remove nuisances, and otherwise provide for the health, safety, and welfare of the
community and its citizens.
Publish: Publishing a notice requires placing the item in the city’s official newspaper for the specified
period of time and in the specified form.
Quorum: The number of individuals necessary to transact business. A quorum is less than all of the
members and is generally the number required to adopt an item, usually a simple majority of the body’s
members.
Referendum: A referendum is accomplished by the petition of the electorate to have an ordinance
submitted to an election before it may become effective.
Resolution: A written action of the council adopted by voice vote of the council that records and sets
forth the action taken by the council.
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Revenue bond: A bond that is secured by the stream of payments received from some particular project
or undertaking as opposed to the general revenues of the city.
Right of way: The right to cross over property. A right of way usually refers to public land on which a
street is built. The right of way includes not only the street but also the land between the street and the
sidewalk.
Right to know: Legislation requiring employers to advise employees regarding hazardous materials in
the workplace.
Setback: The distance required to locate a building from a road, property line, or other building.
Special assessment: The levying of a charge against property that has received a benefit from a
particular project or activity undertaken by the city. The special assessment becomes part of the funding
mechanism to defray the project's cost.
Special district: A special unit of local government created to provide a specific service, such as water
and sewer and fire protection.
Special service district: A special service district is a district authorized by special legislation that allows
for the imposition of service fees for services rendered in the district. It is available for use in industrial,
commercial, or public utility applications.
Statute: A written law enacted by a duly organized and constituted legislative body.
Stormwater: Any flow occurring during or following any form of natural precipitation.
Subdivision: The legal separation of a parcel of land into lots for future sale and/or development.
Substandard housing: A broad classification for housing condition, rated in degrees of major and minor,
which indicates that a certain dwelling unit is deficient for general use.
Surety bond: A written promise to pay damages or to indemnify against losses caused by the party or
parties named in the document through nonperformance or defalcation.
Tax: A tax is a charge levied against property or an activity. Cities may only impose taxes pursuant to
specific statutory authorization.
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Tax increment financing: A development tool whereby the taxes generated by a development or
redevelopment are used to pay the project costs incurred by the city. The additional taxes generated by
development are used to reimburse the city’s project costs.
Tax lien: Claims which governments have upon properties until taxes levied against them have been
paid.
Tax rate: The amount of tax stated in terms of a unit of tax base.
Taxes: Compulsory charges levied by a government for financing services performed for the common
benefit.
Tract: Land under single ownership or control.
Variance: The decision to alter the provisions of a land use ordinance, usually on a single piece of land.
Vote: At a council meeting, the formal decision on an item. Votes may be taken by roll call or by voice,
but the minutes of the meeting must reflect how each member voted.
Zone: An area or areas of the town where certain land uses are permitted, and other uses are prohibited
by the zoning ordinance.
Zoning: A regulatory approach to land use that defines what types of buildings, activities and
construction may occur in a district. For example, single-family residential, commercial, light industrial,
etc.
APPENDIX III
TIPS FOR SUCCESSFUL PUBLIC SERVICE
Speak the majority vote (rather than personal vote) of the City Council to avoid confusing the
public.
Learn about the City, its history, operations, finances, City ordinances, charter, and policies.
Devote sufficient time to the office and to studying the present and future problems of the
community.
Save energy and time by setting priorities. Governing a city requires a team effort. Be a team
player.
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Use caution when making public decisions because they represent the community. Be careful
not to allow personal experience to influence decisions and focus on what the community needs
as a whole. Take budget preparation seriously because it influences the next year as well as the
future years.
Make decisions based on public policy and be consistent. Treat similar situations similarly and
avoid favoritism.
Be proactive. Focus on ways to prevent problems. Find the long-term public interest of the
community rather than focusing on the demands of special interest groups.
Be thoughtful when making decisions and be careful not to rush to judgment.
Embrace change. Look for ways to be responsible through new ideas from the community, staff,
the public, and other council members.
If not sure of an answer to a question, it’s okay to say “I don’t know the answer,” then find the
answer to that question within a reasonable time limit. Providing correct information is
important. The city manager can generally be very helpful.
Remember that most decisions and actions require the approval of the governing body, and this
takes a majority vote.
Keep in mind that council members have legal authority as a governing body member only when
the governing body is in legal session.
Keep other council members and the city manager in the communication loop about topics
because this puts everyone on the same page.
Participate in official meetings with the dignity and decorum fitting those who hold public trust.
Personal dress and courteous behavior at meetings help create an environment for making
sound public decisions.
Conduct official public meetings with some formality and follow rules of procedure. Formal
meetings expedite the process and tend to promote better decision-making.
Ask questions.
Be active. Vote yes or no on motions. Respect an official position and share it as the voice of one
City Council.
Respect the letter and intent of the open meeting law. Be trusted by not repeating information
under any circumstances unless there is a professional reason to do so.
Retain competent key employees, pay them well, trust their professional judgment, and
recognize their authority and responsibilities.
Focus on policy-making and allow the city manager to work with the City’s day-to-day
operations. Work within the system by directing businesses and people to city staff as
appropriate (such as suppliers and vendors). Direct contact with governing body members
should be with the governing body as a whole.
Be accountable for policies and decisions made.
Be positive and ask the right questions. “How can we do this?”
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Learn to evaluate recommendations and alternative courses of action. Request options and
encourage imaginative solutions.
Focus on the long-term future of the City to avoid taking short-term gains at the expense of
long-term losses.
In determining the public interest, balance personal rights and property interests, recognize that
decisions must be made with the best interest of those involved in mind.
Focus on the total development – physical, economic, and social – of the community.
Keep in contact and cooperate with federal, state, county, and school officials. Cities must work
within the intergovernmental system to be effective.
Get to know officials of neighboring and similar size cities. Visit other cities, particularly those
with a reputation for being well-run.
Listen to fellow council members and the public to better understand what they are trying to
say.
Keep constituents informed and encourage citizen participation.
Remember what’s said privately and publicly can often be seen as news. Be friendly and deal
effectively with the news media and represent the city council as one voice. Consult with the
city manager if you have any questions or need help. Be careful about rumors. Check them out
and help clarify any false information.
Take care in those appointed to boards and commissions to ensure they are capable and
representative of the whole community.
Use manuals, guides, and other technical assistance and information. Attend workshops and
conferences to grow.
Time management can help balance City service with other priorities. Establish personal goals
and objectives.
Focus on the future, and try to leave the City better than when first becoming a council
member.
At least once a year, schedule a governing body discussion to review processes and procedures.
Ask “How are we doing? How can we do things better?”
Be enthusiastic about public service and the privilege to serve and make it a fun and rewarding
experience.
Be a leader, as well as part of the team of elected and appointed officials who were selected to
make the city an even better place to live.
Celebrate! Good things do happen. Let the public share those successes.
Source: League of Kansas Municipalities, 1990
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Item 8.
ITEM: Review and Confirm Board and Commission Application Period and Interview Times, and
Approve 2026 Application Form and Interview Questions. (10 Minutes)
Presenting Item: Aaron Chirpich, City Manager
DEPARTMENT: Administration BY/DATE: Sara Ion / December 23, 2026
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
The period for submissions for applications for Boards and Commissions will run from February 1 to February
28, 2026. At the conclusion of the application period there will be interviews scheduled for the candidates
with the council, and appointments will be set to begin on April 1, 2026.
SUMMARY OF CURRENT STATUS:
Staff would like feedback from council if there are any updates needed to the application / interview questions
from 2025 prior to the 2026 application period.
STAFF RECOMMENDATION
Staff recommend scheduling interviews for the evening of Thursday March 5th, the afternoon of March 6th,
and reserving the afternoon/evening prior to the Council Meeting on March 9 th (if needed, based on number
of applicants). Interviews will be set in 15-minute increments and if needed a snack / meal break will be
scheduled. 2026 Board and Commission appointments will start on April 1, 2026, with appointment approval
by resolution at the March 23, 2026, City Council Meeting.
Requested Council Action/ Discussion Topics / Key Questions
(Briefly state the specific action staff is requesting of the City Council, if any. For example: provide
direction, discuss options, or review information.)
Staff requests that council have a brief discussion regarding updates or changes needed to the 2026 Board
and Commission Application / Interview Questions as well as confirmation on what dates to schedule
interviews in March, 2026.
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
169
Item 9.
City of Columbia Heights - Council Letter Page 2
ATTACHMENT(S)
2026 Draft Board and Commission Application
2026 Draft Board and Commission Interview Questions
170
Item 9.
City Board and Commissions Application, 2026
Please number your choices according to preference:
(leave blank any one on which you do not wish to serve)
___ Economic Development Authority
___ Park & Recreation Commission
___ Library Board
____ Charter Commission*
*For the Charter Commission, please
indicate if you are a qualified voter:
____Yes ____No
Name Phone
Street Address City State Zip
Email Address Number of years/months resident of Columbia Heights
Property you own in Columbia Heights, if any (other than Residence)
If you are appointed to a City Board or Commission, your Employer and phone number for the purpose of this appointment
will be City Hall. If you have other work, please complete the following.
Employer
Work Phone Position Title/Occupation
Educational Background:
Volunteer, Civic, Professional and Community Activities:
Professional Designations/Awards/Honors/Previous Government Service:
____ Planning Commission
____Sustainability Commission
Note: Find Youth Commission applications at
www.columbiaheightsmn.gov/youth
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Item 9.
Please describe why you are interested in serving on a board or commission and why you feel you are qualified:
What unique qualities, perspectives, and life experiences would you bring to this board/commission and the City?
Please indicate what (if any) evenings you are not
available for meetings
___ Mon ___Tue ____Wed ____Thurs ____Fri
Does the current meeting schedule of the commission(s) you are
interested work for you?
____Yes ____No
Please list three references (do not include the Mayor or Councilmembers)
Name Address Phone Email Address
How did you hear about the position? If someone recommended you to apply, may we contact them? If so, please provide
their contact information.
Important Information About Your Application- Data Privacy Notice
Minnesota law requires that you be informed of the purpose and intended use of the information you are providing on this application.
Per Minnesota Statute 13.601, subd. 3a, your name, address, occupation, education, training, civic affiliations, qualifications,
experience, and veteran status are available to anyone who requests the information.
This information will be used to identify you as an applicant, enable us to contact you when additional information is required, send you
notices, and assess your qualifications for appointment. This data is not legally required, but refusal to supply the information requested
may affect the City Council’s ability to accurately evaluate your application.
Should you be appointed to a City of Columbia Heights Board or Commission, your residential address and either a phone number or
email address where you can be reached will also become public information (per Minnesota Statute 13.601, subd. 3b). The purpose is
to list contact information for Board/Commission members on a public roster.
Please select which of the following you will allow listed on a public roster (you must select either email or phone number).
___ Email ___Phone Number ____Both
By typing my name or handwriting my signature, I certify that I have read and understand the Data Privacy Notice and certify
that the statements in this application are true and correct to the best of my knowledge:
Signature: Date:
OR Email completed application to sion@columbiaheightsmn.gov
Return completed application to:
City of Columbia Heights
Attn: City Clerk
3989 Central Ave NE
Columbia Heights, MN 55421 172
Item 9.
Print
Boards and Commissions Application
Submitted by: Test Citizen
Submitted On: 2025-12-22 13:49:08
Submission IP:
Status: Open
Priority: Normal
50.224.112.130 (172.31.72.232)
proxy-IP (raw-IP)
Assigned To: Sara Ion
Due Date: Open
If you have any questions regarding the Boards and Commissions application or if you would like a paper copy instead, please contact Sara Ion, City Clerk,
at 763-706-3611 or sion@columbiaheightsmn.gov.
Please rank your choices according to preference:
(leave off any one on which you do not wish to ser ve)
Charter Commission*
Economic Development Authority
Library Board
Park & Recreation Commission
Planning Commission
Sustainability Commission
* First Name
Test
* Last Name
Citizen
Phone
763-706-3611
* Email
citizen@google.com
Address
Columbia Heights
How Long Have You Lived in Columbia Heights?
1921
Rank Your Preferences Here:
Planning Park and Recreation Library
Rank on a scale with 1 being your highest ranked choice.
*For the Charter Commission, please indicate if you are a qualified voter :
Please indicate what (if any) evenings you are not available for meetings:
Educational Background
College Degree
Occupation/Employer
NA
Yes
No
Monday
Tuesday
Wednesday
Thursday
Friday
173
Item 9.
Minnesota law requires that you be informed of the purpose and intended use of the information you are providing on this application. Per Minnesota
Statute 13.601, subd. 3a, your name, address, occupation, education, training, civic affiliations, qualifications, experience, and veteran status are available to
anyone who requests the information.
This information will be used to identify you as an applicant, enable us to contact you when additional information is required, send you notices, and
assess your qualifications for appointment. This data is not legally required, but refusal to supply the information requested may affect the City Council’s
ability to accurately evaluate your application.
Should you be appointed to a City of Columbia Heights Board or Commission, your residential address and either a phone number or email address where
you can be reached will also become public information (per Minnesota Statute 13.601, subd. 3b). The purpose is to list contact information for
Board/Commission members on a public roster.
By typing my name, I certify that I have read and understand the Data Privacy Notice and certify that the statements in this application are true and correct
to the best of my knowledge:
Are you fluent in any languages besides English? If so, what are they?
No
Volunteer, Civic, Professional and Community Activities:
xxxxxxxxxxxxxxxx, xxxxxxxxxxxxxxxxxxxxx, xxxxxxxxxxxxxxxxxxxxxxxx, xxxxxxxxxxxxxxxxxxxxxxxxxxx.
Professional Designations/Awards/Honors/Previous Government Ser vice:
xxxxxxxxxxxxxxxxxxxxxxxxx, xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx, xxxxxxxxxxxxxxxxxxxxxxxxxxxxx, xxxxxxxxxxxxxxxxxxxxxxxxxx.
Please describe why you are interested in ser ving on a board or commission and why you feel you are qualified:
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
What unique qualities, perspectives, and life experiences would you bring to this board/commission and the City?
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
Please list three references (do not include the Mayor or Councilmembers):
xxxxxxxxxxxxxxx, xxxxxxxxxxxxxxxxxxxxx, xxxxxxxxxxxxx.
How did you hear about the position? If someone recommended you to apply, may we contact them? If so, please provide their contact
information.
yes, xxxxxxxxxxxxxxxxxxxxxxx
Please select which of the following you will allow listed on a public roster (you must select either email or phone number).
* Type Your Name Here
Citizen
Date
12/22/2025
Format: MM/DD/YYYY
Email
Phone Number
Both
174
Item 9.
2026 BOARD AND COMMISSION INTERVIEW QUESTIONS
Candidate Name and Time of Interview Interviewed by ________________________
On behalf of the Columbia Heights City Council, thank you for being here today and for your interest in serving
our community. We are grateful for the time, care, and commitment you have shown by applying to serve on
one of the City’s boards or commissions.
Columbia Heights is a diverse, engaged, and vibrant community, and our boards and commissions play a vital
role in helping shape the City’s future. We value the many perspectives, lived experiences, and ideas that
residents bring to public service, and we strive to create a welcoming and inclusive environment for all who
wish to participate in civic life.
Appointments are for a three-year term, and members work collaboratively with fellow residents, City staff,
and the City Council to advise on important matters affecting our community. The interview today i s an
opportunity for us to learn more about you, your interests, and what motivates you to serve, and for you to
learn more about this role.
Thank you again for your willingness to contribute your time and talents to Columbia Heights. We look forward
to our conversation.
1. Briefly describe any training, education, language skills or relevant experience that you have acquired
that would benefit the City of Columbia Heights including participation in civic and community groups.
2. What motivated you to apply to serve on the XX Commission? If you are also interested in other
commissions, please address those as well.
3. Why do you feel that you would be a good person to represent the opinions and concerns of the City ?
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Item 9.
4. What are some of the most important concerns or issues that you think the City will face in the next 5
years?
5. We strive to have diverse Board and Commissions representative of our community. What unique
qualities, perspectives and life experiences would you bring to this position?
Interview Questions Specific to Board / Commission
Planning Commission Questions
1. Please describe your understanding of the role of the Planning Commission and the
responsibilities/duties of its members.
2. Have you read the City’s Comprehensive Plan and can you explain the role it plays in planning and
zoning?
Park & Recreation Commission Questions
1. Please describe your understanding of the role of the Park and Recreation Commission and the
responsibilities/duties of its members.
2. When considering potential parks projects or recreation programs, what do you think needs to be
considered?
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Item 9.
Library Board Questions
1. Please describe your understanding of the role of the Library Board and the responsibilities/duties of
its members.
2. In your opinion what are the strengths and weaknesses of the library’s programs and services? What
are your experiences with them?
Sustainability Commission Questions
1. What is your understanding of the Sustainability Commission and the responsibilities/duties of its
members?
2. How will you involve the community in would you engage fellow residents in sustainability efforts?
What are the best ways to raise awareness about sustainability and encourage change s to promote
sustainable practices?
RATING Least Most
Knowledge of community 1 2 3 4 5
Involvement with community 1 2 3 4 5
Ability to present information orally 1 2 3 4 5
Experience/training/interest beneficial to 1 2 3 4 5
this board or commission
Knowledge of assigned commission 1 2 3 4 5
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Item 9.
Overall Impression 1 2 3 4 5 6 7 8 9 10
Overall Rating ____ Board or Commission recommended for: _____________________________________
178
Item 9.
ITEM: Review and Confirm Local Board of Appeals and Equalization (LBAE ) for 2026. (5 Minutes)
Presenting Item: Aaron Chirpich, City Manager
DEPARTMENT: Administration BY/DATE: Sara Ion / December 23, 2026
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
_Inclusive and Connected Community
BACKGROUND
Anoka County has requested that Columbia Heights select their first and second choice for dates for a Board of
Appeal and Equalization Meeting to be held between April 20th and May 8th 2026. Traditionally the meeting is
held on a Monday evening prior to a City Council Meeting. At minimum one member of the Council who is
trained to complete these meetings will need to be available to attend.
SUMMARY OF CURRENT STATUS
The following date is available according to the scheduled 2026 council meetings: April 27, 2026. It would be
best to offer the preferred date of April 27, 2026, with an alternate of May 4, 2026, if needed as a backup.
STAFF RECOMMENDATION
Staff recommend scheduling the LBAE Meeting for April 27, 2026, with a backup date of May 4, 2026, if
needed.
Requested Council Action/ Discussion Topics / Key Questions
(Briefly state the specific action staff is requesting of the City Council, if any. For example: provide
direction, discuss options, or review information.)
Staff requests that council have a brief discussion regarding the upcoming dates available to schedule the
Local Board of Appeals and Equalization Meeting.
ATTACHMENT(S)
Correspondence from Anoka County re LBAE
LBAE Date Request Form
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
179
Item 10.
From:Lisa Schultz
To:Lisa Schultz
Subject:**MS Office doc** LBAE request form and reminder for trained members
Date:Wednesday, December 17, 2025 9:23:25 AM
Attachments:LBAE Date request form 2026.docx
This message contains an attachment, shared file or folder from someone outside of our
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This email has MS Office attachment(s). If you trust the sender (Lisa Schultz ) and you expect it, then it's OK to open the
attachment, otherwise please delete the email.
Good morning:
Attached you will find the 2026 Local Board of Appeal and Equalization (LBAE) Meeting
Date Request Form. Please indicate your first and second choices for the date of your
board’s opening meeting. Both selected dates must fall between April 20, 2026, and May
8, 2026. Any weeknight within that range is available.
To complete the form:
Fill out the necessary fields.
Save the document using your city or town name as the file name.
Reply to this email and attach your completed copy by January 23.
Additionally, I’d like to remind you that Minnesota law requires at least one board
member to have completed the Department of Revenue’s LBAE training within the past
four years. While only one trained member is required, the Department strongly
encourages all board members to complete the training.
Please note: A board member must complete the training by February 1, 2026. If a board
does not have a trained member by that date, it may lose its authority to hold appeal
meetings, and its responsibilities may be transferred to a Special Board of
Equalization for a minimum of two assessment years.
The training is available online through the Department of Revenue’s website:
https://www.revenue.state.mn.us/board-appeal-and-equalization-training.
If you have any questions or need assistance, please feel free to reach out.
180
Item 10.
Lisa Schultz
Assessment Support Manager
763-324-1189
NOTICE: Unless restricted by law, email correspondence to and from Anoka County
government offices may be public data subject to the Minnesota Data Practices Act and/or
may be disclosed to third parties.
181
Item 10.
2026
Board of Appeal and Equalization
Date Request Form
City or Town:
Proposed Date, Time, and Location of Local Board of Appeals and Equalization Meeting:
Date: April 20, 2026
Time: 5pm
Location:
(Please provide name
and address)
City of Columbia Heights City Council Chambers
3989 Central Avenue NE
Columbia Heights, MN 55421
Proposed Date, Time, and Location of Local Board of Appeals and Equalization Meeting:
Date: May 4, 2026
Time: 6pm
Location:
(Please provide name
and address)
City of Columbia Heights City Council Chambers
3989 Central Avenue NE
Columbia Heights, MN 55421
Name of person completing this form:
Title:
Phone Number:
Email:
PLEASE SEND COMPLETED FORMS BY EMAIL TO:
Lisa.Schultz@anokacountymn.gov
Return By Friday, JANUARY 23, 2026
City of Columbia Heights
Sara Ion
City Clerk
763-706-3611
sion@columbiaheightsmn.gov
182
Item 10.
ITEM: Council Corner.
Monthly Calendar Sharing
Monthly Event Notification, Attendance and Past Event Updates
Monthly Proclamations and Meeting Guests
Presenting Item: Amáda Márquez Simula, Mayor
DEPARTMENT: Administration BY/DATE: Sara Ion / December 29, 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
ATTACHMENT(S)
City of Columbia Heights Monthly Council Meeting and Event Calendar
Mayoral Proclamation List
Draft Proclamations
CITY COUNCIL WORK SESSION MEETING
AGENDA SECTION WORK SESSION
MEETING DATE JANUARY 5, 2026
183
Item 11.
1 12/30/2025 9:21 AMCity Council Meetings and Events
Su Mo Tu We Th Fr Sa
1234567891011 12 13 14 15 16 1718 19 20 21 22 23 2425 26 27 28 29 30 31
January 2026
Su Mo Tu We Th Fr Sa
12345678 9 10 11 12 13 1415 16 17 18 19 20 2122 23 24 25 26 27 28
February 2026January 2026
Dec 28 29 30 31 Jan 1, 26 2 3
10:00am Jordan Collins
Funeral Service
(Shiloh St. Paul 501
Lawson Ave W, St.
Paul, MN 55117) -
Matt Markham
4 5 6 7 8 9 10
5:00pm EDA Meeting -
City Hall - City
Meetings
6:00pm City Council
Work Session - City
Hall - City Meetings
6:00pm Canceled -
Planning Commission
- City Hall - City
Meetings
5:30pm Library Board -
Public Library - City
Meetings
6:00pm Sullivan Lake
Park Open House
(City Hall) - City
11 12 13 14 15 16 17
6:00pm City Council
Meeting - City Hall -
City Meetings
6:00pm Sustainability
Commission - City
Hall - City Meetings
7:00pm Charter
Commission Meeting
(CH - Shared Vision
(Room 107); City
Meetings) - Sara Ion
11:30am Jeff Hook
Retirement Party
(Public Works
Building) - City
Council Meetings and
Events
18 19 20 21 22 23 24
6:00pm Police
Department 2025
Awards Ceremony
(Public Safety
Training Room) - Erik
Johnston
5:00pm Cocoa & Cops
(Don Goyo) - Tabitha
Wood
25 26 27 28 29 30 31
6:00pm City Council
Meeting - City
Council Chambers -
City Council Meetings
and Events
6:00pm Winter Parking
Town Hall (City Hall) -
Will Rottler
6:00pm Parks and
Recreation
Commission - City
Hall - City Meetings
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
184
Item 11.
MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT
2026
January 19, MLK Day Proposed 1/12/2025
February 1 World Hijab Day Proposed 1/26/2025
February Black History Month Proposed 1/26/2025
May, Bike Month Proposed 5/11/2026
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
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Item 11.
MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT
September 17-23, Constitution Week 9/08/2025
September 13, Columbia Heights Pride 9/08/2025
September 15-October 15: Latine Heritage Month 9/22/2025
October 2025, Pedestrian Safety Month (Walktober) 9/22/2025
October 2025, Polish American Heritage Month 9/22/2025
October 2025, Domestic Violence Awareness Month 9/22/2025
October 5-11, Fire Prevention Week 9/22/2025
October 13, Indigenous Peoples’ Day 10/14/2025
October, National Breast Cancer Awareness Month 10/14/2025
October, Dysautonomia Awareness Month 10/27/2025
Booster Appreciation Proclamation 10/27/2025
November, Housing Inequity Awareness Month 10/27/2025
Paul Dingman Day 11/10/2025
November 11: Veterans Day 11/10/2025
November 20: Trans Day of Remembrance 11/10/2025
November 28, Native American Heritage Month /Day 11/24/2025
November 25, Happy Holidays 11/24/2025
December 10, Universal Declaration of Human Rights 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
186
Item 11.
MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT
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
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
187
Item 11.
MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT
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
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
188
Item 11.
MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT
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
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
189
Item 11.
MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT
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
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
190
Item 11.
PROCLAMATION
Recognizing January 19, 2026, as Martin Luther King Jr. Day
Dr. Martin Luther King Jr. devoted his life to advancing equality, social justice, and opportunity
for all, and challenged all Americans to participate in the never-ending work of building a more
perfect union. Dr. King’s teachings continue to guide and inspire us in addressing
challenges in our communities.
The King Holiday and Service Act, enacted in 1994, designated the King Holiday as a
national day of volunteer service. Since 1994, millions of Americans have been inspired
by the life and work of Dr. Martin Luther King Jr. to serve their neighbors and
communities on the King Holiday.
Serving on the King Holiday is an appropriate way to honor Dr. King, meet local and
national needs, bring our citizens together, and strengthen our communities and nation.
The King Day of Service is the only federal holiday commemorated as a National Day of
Service and offers an opportunity for Americans to give back to their communities on
the holiday and make an ongoing commitment to service throughout the year.
Citizens of Columbia Heights, Minnesota have the opportunity to participate in events
throughout the city on the King Day of Service, January 19, 2026, as well as create and
implement community service projects where they identify the need.
NOW, THEREFORE, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia
Heights, do hereby proclaim Martin Luther King Jr. Day 2026 as a Day of Service in
Columbia Heights, and call upon the people of the community to pay tribute to the life
and works of Dr. Martin Luther King Jr. through participation in community service
projects on Martin Luther King Jr. Day and throughout the year.
________________________________
Amáda Márquez Simula, Mayor
January 12, 2026
191
Item 11.
PROCLAMATION
Recognizing February 1, 2026, as World Hijab Day
The people of Columbia Heights, who come from a variety of backgrounds are united
in certain foundational beliefs such as affirming the inherent dignity of all people, the
right of every person to be treated with respect, and the right of all citizens to practice
their religion freely.
The Hijab, a traditional veil which covers a woman’s hair, neck and chest, has been very
important to the history of Islam; it is meant to promote dignity and respect for women
while maintaining modesty and respect for religious faith.
World Hijab Day was started by Nazma Khan, a resident of NJ, as a day set aside for
women of different cultures, who do not normally wear the Hijab, to experience
wearing one for the day; its purpose is to encourage religious tolerance, cultural
understanding and international solidarity.
On February 1, 2013, the world celebrated its first annual World Hijab Day in
recognition of millions of Muslim women who choose to wear the Hijab and live a life
of religious faith.
To combat prejudice, leaders in the American Muslim community are working tirelessly
to show that the wearing of the Hijab is a choice, a freedom, and a blessing, as well as to
educate their fellow citizens about Islam in ways which are relevant and meaningful.
NOW, THEREFORE, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia
Heights, do hereby proclaim and recognize February 1, 2026, as World Hijab Day in the
City of Columbia Heights, County of Anoka, State of Minnesota, U.S.A.
________________________________
Amáda Márquez Simula, Mayor
January 26, 2026
192
Item 11.
PROCLAMATION
Black History Month: February 2026
The City of Columbia Heights is committed to recognizing and honoring the
contributions of all members of our communities.
Negro History Week was established in 1926 by Dr. Carter Godwin Woodson as a way
to neutralize the deliberate distortion of Black History. This movement grew over the
years to Black History Month, to give an objective and scholarly balance in American
and World History.
The Month of February was selected as Black History Month because it marks the Birth
of Frederick Douglas, W.E.B. DuBois, Langston Hughes, and Abraham Lincoln, leaders
whose actions greatly impacted the lives of the American Black population.
The contributions African Americans made and continue to make to our nation's
economic strength as well as to our history, music, arts, national defense from the
Revolutionary War to present-day military operations, written words and discoveries,
and inventions are often overlooked.
On January 1,1863, the Emancipation Proclamation set the United States on the
path of ending slavery. On August 28,1963, hundreds of thousands of Americans of all
backgrounds joined the March on Washington in pursuit of jobs, justice and freedom to
the Memorial of Abraham Lincoln, the author of the Emancipation Proclamation, in
pursuit of freedom and equality for all.
Despite all the progress, the legacy of slavery and segregation still persists in our nation
in the forms of mass incarceration, the school to prison pipeline, racial profiling,
educational inequalities, housing and employment discrimination, racism and bias.
NOW, THEREFORE, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia
Heights, do hereby proclaim the month of February 2026 as Black History Month in the
City of Columbia Heights, County of Anoka, State of Minnesota, U.S.A.
________________________________
Amáda Márquez Simula, Mayor
January 26, 2026
193
Item 11.