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HomeMy WebLinkAbout02-02-2026 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—Central Place Room, 3989 Central Ave NE Monday, February 02, 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: Share your best adventure or an adventure you are looking forward to having one day. Presenting Item: Amáda Márquez Simula, Mayor 2. Update on Meter Reading and Responses. (15 Minutes) Presented by Joseph Kloiber, Finance Director Staff requests that the City Council receive a presentation on the capabilities of the new meter reading system and its use by staff and customers. This will aid the City Council’s understanding of the related customer policy under development by staff. 3. 2026 Events Schedule. (15 Minutes) Presented by Will Rottler, Communications & Engagement Coordinator Staff want to inform the City Council of the events that are already scheduled for this year. Due to changes in staffing and funding, there could be additional opportunities for City events and partnerships. 4. Banners Along Central Ave NE/37th Ave NE/37th Place NE. (15 Minutes) Presented by Will Rottler, Communications & Engagement Coordinator Staff are seeking feedback and guidance from the City Council regarding the design/placement of banners along Central Ave NE, 37th Ave NE, and 37th Place NE. Along 1 City of Columbia Heights AGENDA February 02, 2026 City Council Work Session Page 2 with the City banners, Staff would like direction regarding the Columbia Heights -Fridley Kiwanis Club banner program, and any other banner program a different community group would like to start. 5. Employee Recognition Program / Updates to Sunshine Fund. (10 Minutes) Presented by Will Rottler, Communications & Engagement Coordinator / Sara Ion, City Clerk Staff are seeking feedback regarding a new employee recognition program and updates to the City’s Sunshine Fund. Following this conversation, Staff would like to have the City’s Health & Wellness Committee weigh in on the potential changes. 6. Update On Metronet/T-Mobile Acquisition of USI. (10 Minutes) Presented by: Jesse Hauf, IT Director This is an informational item, and staff are not seeking any specific input. 7. Listening Session Follow-up and Collation Planning Update. Presented iby: Aaron Chirpich – City Manager Staff are seeking feedback and direction regarding future action items and participation in the collation effort. 8. Assistant City Manager and Acting City Manager Planning. (10 Minutes) Aaron Chirpich – City Manager Staff requests a brief discussion and seeks feedback regarding the proposed management plan. 9. City Manager Follow-up Regarding Previous Work Session Topics. (15 Minutes) Presenting Item: Aaron Chirpich, City Manager 10. Council Corner. Presenting Item: Amáda Márquez Simula, Mayor Monthly Calendar Sharing Monthly Event Notification, Attendance and Past Event Updates Monthly Proclamations and Meeting Guests ADJOURNMENT Auxiliary aids or other accommodations for individuals with disabilities are available upon request when the request is made at least 72 hours in advance. Please contact Administration at 763-706-3610 to make arrangements. 2 Columbia Heights City Council and Staff Norms While we are accountable to each other for these norms, the Mayor and City Manager will help us adhere to them with respectful reminders and reinforcement as needed. Behavioral Norms 1. We will assume others best intentions. 2. We will exercise humility. 3. We will praise publicly and criticize privately. 4. We will focus on the policy and not personalities. 5. We will do our best to de-escalate contentious interactions. 6. We will provide reasonable notice to the Mayor and City Manager of any changes or additions we wish to make at a Council meeting so that the Mayor is prepared to manage the meeting. 7. We will show respect for one another by: a. Paying attention to others when they are speaking. b. Not interrupting others. c. Listening to understand others, not simply to respond to them. d. Honoring each other in public and protecting one another in their absence. e. Not bullying others. Operational Norms 1. Council members and staff will respect the Mayor’s role to chair our meetings by: a. Waiting to be called on before speaking so that others can consider our contributions. b. The Mayor and City Manager will bring closure to policy discussions, public comment, and other similar “final word” situations. 2. Once a decision has been made by the Council, we will support the implementation of that decision even if we did not support the decision itself. 3. If Council has a request of staff, they will direct their request to the City Manager and the Division Director for coordination with staff unless the City Manager decides otherwise. 4. If Council has a question about a staff member, they will raise that with the City Manager privately before raising it publicly. 5. When Council is considering a topic, it is incumbent upon Council members to ask sufficient questions to ensure they are making informed decisions. 6. Council and staff will address each other by their titles when engaging each other in any official capacity and will use first names in informal settings. 3 ITEM: Group Ice Breaker: Presenting Item: Amáda Márquez Simula, Mayor DEPARTMENT: Administration BY/DATE: Sara Ion / January 29, 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 _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 FEBRURY 2, 2026 4 Item 1. ITEM: Update on Meter Reading and Responses (15 Minutes) Presented by Joseph Kloiber, Finance Director DEPARTMENT: Finance BY/DATE: Joseph Kloiber /January 28, 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 X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community BACKGROUND In December 2024, the City began the citywide replacement of water meters. Paired with that was the replacement of the prior system of reading water meters. The new system yields substantially more data more frequently, necessitating changes in the way City staff respond to the data and the related communication with customers. SUMMARY OF CURRENT STATUS The new systems are in place. Staff has worked through the portion of the learning curve required for day-to- day use of the new tools and has acquired various lessons learned from the related customer contacts. Staff is continuing to refine its use of the new tools. STAFF RECOMMENDATION Staff recommends developing a customer policy disclosing the varying levels of City response to customer information provided by the new system and the general criteria for each level of City response. Requested Council Action/ Discussion Topics / Key Questions Staff requests that the City Council receive a presentation on the capabilities of the new meter reading system and its use by staff and customers. This will aid the City Council’s understanding of the related customer policy under development by staff. ATTACHMENT(S) N/A CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRUARY 2, 2026 5 Item 2. ITEM: 2026 Events Schedule (15 Minutes) Presented by Will Rottler, Communications & Engagement Coordinator DEPARTMENT: Administration BY/DATE: Will Rottler /January 28, 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 X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy X Inclusive and Connected Community BACKGROUND In March 2020, the City hired a Communications & Events Specialist to oversee and expand the events the City provides. Through this position, the slate of events and outreach opportunities has expanded from a few events to a year-round schedule. SUMMARY OF CURRENT STATUS With the expansion of community events, the City has added events such as SnowBLAST, Movie in the Park, Music in the Park, Santa’s City Tour, and the Monarch Festival. Staff have also coordinated with other departments hosting events such as the Paper Shredding Event, Cookies & Cocoa with Santa, and open house engagements. STAFF RECOMMENDATION Staff want to inform the City Council and seek feedback on events already scheduled for this year. Due to changes in staffing and funding, there could be additional opportunities for City events and partnerships. Requested Council Action/ Discussion Topics / Key Questions Staff want to inform the City Council of the events that are already scheduled for this year. Due to changes in staffing and funding, there could be additional opportunities for City events and partnerships. ATTACHMENT(S)  2026 Schedule of City Events CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRUARY 2, 2026 6 Item 3. 2026 City of Columbia Heights Events Feb 7 – SnowBLAST – Canceled April 25 – Paper Shredding Event May 25 – Memorial Day June 3 – Music in the Park June 5-7 – Citywide Garage Sale June 17 – Art & Info Fair June 25 – Time Capsule Opening at Wargo Court June 25-28 – Jamboree Weekend July 1 – Music in the Park July 15 – Music in the Park July 22 – Eat & Greet – hosted by the Police Department July 23 – Monarch Festival Aug 4 – National Night Out Aug 5 – Music in the Park Aug 14 – Movie in the Park Aug 19 – Music in the Park Aug 21 – Movie in the Park Sep 11 – Movie in the Park Oct 10 – Fire Department Open House – hosted by the Fire Department Oct 24 – Truck or Treat Dec 15? – Santa’s City Tour Dec XXXX – Holiday Train 7 Item 3. ITEM: Banners Along Central Ave NE/37th Ave NE/37th Place NE. (15 Minutes) Presented by Will Rottler, Communications & Engagement Coordinator DEPARTMENT: Administration BY/DATE: Will Rottler /January 28, 2026 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) X Community that Grows with Purpose and Equity X High Quality Public Spaces _Safe, Accessible and Built for Everyone _Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy X Inclusive and Connected Community BACKGROUND In December 2025, Councilmember Buesgens reached out to Staff to look into the possibility of hanging banners along the stretch of 37th Ave NE from Central Ave NE to Stinson Blvd NE and 37th Place NE. SUMMARY OF CURRENT STATUS Through the Public Works Department, the Senior Sign and Signal Technician places banners along Central Ave NE ranging from the banners for the City’s centennial in 2021 to iconic poster images . Along with the City banners, the Columbia Heights-Fridley Kiwanis Club has sold banners over the past few years as a fundraiser to honor veteran hometown heroes. In addition to Central Ave NE, light poles with banner mounts were installed with the completion of the reconstruction of 37th Ave NE and 37th Place NE. The light poles are similar to those north of 47th Ave NE on Central Ave NE. Since the completion of 37th Ave NE and 37th Ave NE, Staff have not hung banners on those light poles. Staff would like to note that the process to hang banners in the City is time consuming and tricky due to the nature of the work along the busy roadways. Banners are typically hung in the spring and removed in the fall. Hanging banners multiple times during the year is difficult to complete. STAFF RECOMMENDATION Staff support the idea of having official guidance regarding a banner program whether it is for internal use or external community groups within the City. Staff also believe this is a fantastic opportunity to enhance the roadways in the City with additional public art. With the redevelopment of Central Ave NE, there is a potential of new light poles and banner mounts. CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRUARY 2, 2026 8 Item 4. City of Columbia Heights - Council Letter Page 2 Requested Council Action/ Discussion Topics / Key Questions Staff are seeking feedback and guidance from the City Council regarding the design/placement of banners along Central Ave NE, 37th Ave NE, and 37th Place NE. Along with the City banners, Staff would like direction regarding the Columbia Heights-Fridley Kiwanis Club banner program, and any other banner program a different community group would like to start. ATTACHMENT(S)  N/A 9 Item 4. ITEM: Employee Recognition Program / Updates to Sunshine Fund . (10 Minutes) Presented by Will Rottler, Communications & Engagement Coordinator / Sara Ion, Clerk DEPARTMENT: Administration BY/DATE: Will Rottler /January 28, 2026 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 _Safe, Accessible and Built for Everyone _Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy X Inclusive and Connected Community BACKGROUND In 1984, the City Council approved the Employee of the Year Award as a method of rewarding employees who are considered by their co-workers to be deserving of special recognition for their accomplishments and contributions to the City. On an annual basis, each employee is given the opportunity to nominate themselves or another employee for Employee of the Year. Outside of Employee of the Year Award, there are no other official ways to recognize Staff for going above and beyond their work for the community o utside of the Fire Department or Police Department award ceremonies. In 1996, the City adopted a “Sunshine Fund” procedure as part of its personnel policy. The purpose, process and supervision of this fund (101.1110.8200) is meant to uplift and encourage staff / council in celebratory and difficult times. SUMMARY OF CURRENT STATUS Staff have researched how other local government entities highlight the work of their Staff outside of the traditional Employee of the Year Award. One potential idea is called the New Heights Award, which recognizes outstanding work of Staff from submissions from the community. Throughout the year, Staff receive phone calls, letters, and in-person messages regarding the work of Staff, but there is nothing to commemorate that occasion. Nominations would be submitted online by the community then reviewed by Staff and announced at a Staff meeting or at a smaller setting depending on the occasion. If there are no viable candidates for the award, the award will not be presented. The Sunshine fund procedure was last updated in August of 1996, and some of the dollar amounts allocated are very outdated and do not reflect current cost of purchasing funeral flowers or party supplies / refreshments for retirement parties. Fund 101.1110.8200 currently has $1,900 for 2026, and in 2025 approximately 50% of this budget was used. CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRUARY 2, 2026 10 Item 5. City of Columbia Heights - Council Letter Page 2 STAFF RECOMMENDATION Staff recommend a new way to highlight the outstanding work that it does in the community from Staff. In addition, the Sunshine Fund needs to be updated to better reflect the current times and costs and is well funded for the updates proposed. Requested Council Action/ Discussion Topics / Key Questions Staff are seeking feedback regarding a new employee recognition program and updates to the City’s Sunshine Fund. Following this conversation, Staff would like to have the City’s Health & Wellness Committee weigh in on the potential changes. ATTACHMENT(S)  New Heights Award Draft  Current Sunshine Fund Policy  Redlined Sunshine Fund Policy 11 Item 5. The New Heights Award The New Heights Award is an opportunity for Columbia Heights residents, businesses owners, community members, and staff to recognize the exceptional work of City of Columbia Heights employees that may go unnoticed. Criteria:  Exceptional customer service  Offered creative solutions to solve a complex problem  Demonstrated integrity in trying circumstances  Improved efficiency that benefits the workplace and/or community  Provided service that goes above and beyond their job responsibilities The criteria listed above are a suggested list, but the nominations are not limited to those items. Nominating:  Nominators can be a Columbia Heights business owner, resident, community member or City staff member  Nominators must fill out a form via the City’s website or a paper form can be submitted via the mail  Nominations are due July 1 and Nov 1 to allow for review and approval Recognition:  Recipients will receive a plaque  Join the City Manager for lunch  Recognition at the staff luncheon  Notation in personnel file 12 Item 5. CITY OF COLUMBIA HEIGHTS PERSONNEL PROCEDURES MANUAL SUNSHINE FUND PROCEDURES Section 6.09, Page 1 of 3 Adopted: August 19, 1996 Revised: January 16, 2014 ________________________________________________________________________________________________ PURPOSE: A. To establish a fund for the purpose of providing recognition of traumatic or celebratory occasions occurring in the lives of employees, appointees, and elected officials as contained herein. Such fund shall be known as the Sunshine Fund. B. To provide guidelines for the operation and maintenance of a Sunshine Fund as established by the City Council. C. To provide limitations on the use of said fund. D. To provide supervisory structure to the use of the said fund. PROCEDURE: A. Funding 1. The method and level of finding shall be provided as determined by the City Council. 2. A separate fund shall be established by the City Manager for this purpose. B. Definition of “Employee” covered by fund 1. For purposes of this fund, an “employee” shall mean: a. Full time employee b. Part time employee c. Paid on call fire fighter d. Active serving member of City Council e. Active appointed member of a City Board or Commission 2. For purposes of this fund, an “employee” shall not mean: a. Contract employee b. Seasonal or temporary employee c. Volunteers such as police and fire reserves, explores, etc. C. Events Covered 1. Death – The following individuals will receive a funeral spray, not to exceed $70.00 plus tax and delivery: a. Current employee b. Spouse of current employee c. Child or step-child of a current employee 13 Item 5. CITY OF COLUMBIA HEIGHTS PERSONNEL PROCEDURES MANUAL SUNSHINE FUND PROCEDURES Section 6.09, Page 1 of 3 Adopted: August 19, 1996 Revised: January 16, 2014 ________________________________________________________________________________________________ d. Parent of a current employee e. Retired employee who served long enough to collect an immediate retirement payment f. Retired employee who left employment because of an injury on duty g. Retired elected City Council member who served at least four years 2. Illness or injury: An employee will receive a plant or flowers when they are hospitalized for more than two days, not to exceed $25.00 plus tax and delivery. 3. Retirement or Termination in Good Standing – An employee will receive party refreshments based on the following: a. Six to eight consecutive years of employment: $50 b. Nine to eleven consecutive years of employment: $100 c. Twelve to fourteen consecutive years of employment: $125 d. Fifteen to seventeen consecutive years of employment: $150 e. Eighteen to twenty consecutive years of employment: $175 f. Twenty-one or more consecutive years of employment: $200 In addition, employees retiring from the City with more than ten consecutive years of service will receive a plaque. Purchase of plaque shall be coordinated between the Department Head and the Sunshine Fund Coordinator, utilizing the City’s general vendor. 4. Other significant events in an employee’s life shall receive a card as follows: a. A lesser injury/illness not requiring hospitalization, but lasting at least five days b. The birth of a child c. The death of a relative of an employee d. The death of an individual in the employment of the City, but not meeting the criteria of an “employee” as previously defined e. Congratulations on personal professional awards (i.e. named fire chief of the year) f. Marriage of an employee g. Congratulations on personal achievement (i.e. earns a Master’s Degree) 14 Item 5. CITY OF COLUMBIA HEIGHTS PERSONNEL PROCEDURES MANUAL SUNSHINE FUND PROCEDURES Section 6.09, Page 1 of 3 Adopted: August 19, 1996 Revised: January 16, 2014 ________________________________________________________________________________________________ SUPERVISION A. The City Clerk shall be the Sunshine Fund Coordinator and shall keep records of its operation. B. Purchase orders shall not be required prior to the party purchases. Purchase orders must be submitted after the fact, if the dollar amount warrants. C. A representative shall be appointed from each department and be known as the Sunshine Representative. The Sunshine Representative is charged with the duty of informing the Sunshine Fund Coordinator of events that meet criteria contained herein. It is the responsibility of every employee to inform their departmental Sunshine Representative of any event that should be recognized under this guideline. D. The City Clerk shall keep a record of current department Sunshine Representatives. In the event of a vacancy, the Department/Division Head shall appoint a new representative and notify the City Clerk. 15 Item 5. CITY OF COLUMBIA HEIGHTS PROCEDURES MANUAL PERSONNEL SUNSHINE FUND PROCEDURES Section 6.09, Page 1 of 3 Adopted: August 19, 1996 Revised January 28, 2026Revised: January 16, 2014 Formatted: Font: (Default) +Body (Calibri) Formatted: Font: (Default) +Body (Calibri) PURPOSE: A. To establish a fund for the purpose of providing recognition of traumatic or celebratory occasions occurring in the lives of employees, appointees, and elected officials as contained herein. Such fund shall be known as the Sunshine Fund. B. To provide guidelines for the operation and maintenance of a Sunshine Fund as established by the City Council. C. To provide limitations on the use of said fund. D. To provide supervisory structure to the use of the said fund. PROCEDURE: A. Funding 1. The method and level of finding shall be provided as determined by the City Council. 2. A separate fund shall be established by the City Manager for this purpose. B. Definition of “Employee” covered by fund 1. For purposes of this fund, an “employee” shall mean: a. Full time employee b. Part time employee c. Paid on call fire fighter d. Active serving member of City Council e. Active appointed member of a City Board or Commission 2. For purposes of this fund, an “employee” shall not mean: a. Contract employee b. Seasonal or temporary employee c. Volunteers such as police and fire reserves, explores, etc. C. Events Covered 1. Death – The following individuals will receive a funeral spray, not to exceed $8070.00 plus tax and delivery: a. Current employee b. Spouse / Partner of current employee c. Child or step-child of a current employee Formatted: Tab stops: 6.97", Left Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri 16 Item 5. CITY OF COLUMBIA HEIGHTS PROCEDURES MANUAL PERSONNEL SUNSHINE FUND PROCEDURES Section 6.09, Page 1 of 3 Adopted: August 19, 1996 Revised January 28, 2026Revised: January 16, 2014 Formatted: Font: (Default) +Body (Calibri) Formatted: Font: (Default) +Body (Calibri) d. Parent of a current employee e. Retired employee who served long enough to collect an immediate retirement payment f. Retired employee who left employment because of an injury on duty g. Retired elected City Council member who served at least four years 2. Illness or injury: An employee will receive a plant or flowers when they are hospitalized for more than two days, not to exceed $5025.00 plus tax and delivery. 3. Retirement or Termination in Good Standing – An employee will receive party refreshments based on the following: a. Six to nine years eight consecutive years of employment: $1050 b. Ten years or more consecutive years of employmentNine to eleven consecutive years of employment: $250100 b. c. Twelve to fourteen consecutive years of employment: $125 d. Fifteen to seventeen consecutive years of employment: $150 e. Eighteen to twenty consecutive years of employment: $175 f. Twenty-one or more consecutive years of employment: $200 In addition, employees retiring from the City with more than ten consecutive years of service will receive a plaque. Purchase of plaque shall be coordinated between the Department Head and the Sunshine Fund Coordinator, utilizing the City’s general vendor. 4. At supervisors discretionOther significant events in an employee’s life mayshall receive a card (purchase of the card is coordinated by the departmente a card as follows: a. A lesser injury/illness not requiring hospitalization, but lasting at least five days b. The birth of a child / adoption c. The death of a relative of an employee d. The death of an individual in the employment of the City, but not meeting Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Indent: Left: 2.08", No bullets or numbering Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Indent: Left: 2.08", Right: 0", Space Before: 6.9 pt, Line spacing: single, No bullets or numbering Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, 12 pt Formatted ... Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri, Highlight Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Not Highlight Formatted: Font: (Default) Calibri 17 Item 5. CITY OF COLUMBIA HEIGHTS PROCEDURES MANUAL PERSONNEL SUNSHINE FUND PROCEDURES Section 6.09, Page 1 of 3 Adopted: August 19, 1996 Revised January 28, 2026Revised: January 16, 2014 Formatted: Font: (Default) +Body (Calibri) Formatted: Font: (Default) +Body (Calibri) the criteria of an “employee” as previously defined e. Congratulations on personal professional awards (i.e. named fire chief of the year) f. Marriage of an employee g. Congratulations on personal achievement (i.e. earns a Master’s Degree) 18 Item 5. CITY OF COLUMBIA HEIGHTS PROCEDURES MANUAL PERSONNEL SUNSHINE FUND PROCEDURES Section 6.09, Page 1 of 3 Adopted: August 19, 1996 Revised January 28, 2026Revised: January 16, 2014 Formatted: Font: (Default) +Body (Calibri) Formatted: Font: (Default) +Body (Calibri) SUPERVISION A. The City Clerk shall be the Sunshine Fund Coordinator and shall keep records of its operation. B. Purchase orders shall not be required prior to the party purchases. Purchase orders must be submitted after the fact, if the dollar amount warrants. C. A representative shall be appointed from each department by the department supervisor and be known as the Sunshine Representative. The Sunshine Representative is charged with the duty of informing the Sunshine Fund Coordinator of events that meet criteria contained herein. It is the responsibility of every employee to inform their departmental Sunshine Representative of any event that should be recognized under this guideline. D. The City Clerk shall keep a record of current department Sunshine Representatives. In the event of a vacancy, the Department/Division Head shall appoint a new representative and notify the City Clerk. Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri, 12 pt Formatted: Font: (Default) Calibri Formatted: Font: (Default) Calibri, Strikethrough 19 Item 5. ITEM: Update On Metronet/T-Mobile Acquisition of USI. (10 Minutes) Jesse Hauf – IT Director DEPARTMENT: IT Department BY/DATE: Jesse Hauf / February 29, 2026 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 _Safe, Accessible and Built for Everyone X_Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy X_Inclusive and Connected Community BACKGROUND USI (U.S. Internet) is a Minneapolis-based internet service provider that delivers high-speed fiber-optic broadband to residential and commercial customers throughout the Twin Cities metropolitan area. Founded in 1995, USI has built a strong reputation for innovation, customer service, and community partnerships. The company operates one of the region’s most expansive and advanced fiber networks, offering symmetrical gigabit speeds and scalable solutions to meet modern connectivity demands. USI has partnered with multiple municipalities to support smart-city initiatives, public Wi-Fi, and infrastructure improvements. Its emphasis on reliability, low-latency service, and localized support has made it a valued partner for both government and private-sector clients. In 2025, USI completed construction of subterranean fiber -optic plant cable in the southeastern portion of the City. This infrastructure will provide internet connectivity to residents once service is activated in 2026. SUMMARY OF CURRENT STATUS City staff has been monitoring the acquisition of USI, which occurred in the second half of 2025. IT Director Hauf and City Engineer Widmer met with representatives from Metronet, who provided details regarding their acquisition of USI. Metronet is owned through a joint venture between T-Mobile and KKR (Kohlberg Kravis Roberts & Co.), a private equity firm. Under this structure, Metronet builds and maintains the physical fiber network, while T - Mobile manages residential sales, marketing, and customer service under the T-Mobile Fiber brand. KKR provides financial backing for the venture. Mailers have already been distributed, and residents will begin seeing T-Mobile branding on these mailings. Utility vehicles will display a mix of USI and Metronet branding through 2026 as the transition is completed. CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRUARY 2, 2026 20 Item 6. City of Columbia Heights - Council Letter Page 2 IT Director Hauf and City Engineer Widmer will continue coordinating with Metronet. The typical construction season runs from March 15 through November 1, and Metronet will resume work where USI left off. The same project manager previously assigned by USI will remain on the project. Opportunities may exist for the City to partner with Metronet on connectivity initiatives. Staff will bring potential partnership opportunities to the City Council in 2026. 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.) This is an informational item, and staff are not seeking any specific input. 21 Item 6. ITEM: Listening Session Follow-up and Collation Planning Update Aaron Chirpich – City Manager DEPARTMENT: Administration BY/DATE: Aaron Chirpich / January 29, 2026 CORE CITY STRATEGIES: (please indicate areas that apply by adding an “X” in front of the selected text below) X Community that Grows with Purpose and Equity X High Quality Public Spaces X Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking X Resilient and Prosperous Economy X Inclusive and Connected Community BACKGROUND LISTENING SESSION On January 27, the City hosted a town hall listening session to hear community concerns and perspectives regarding recent federal immigration enforcement actions occurring within the City. The session provided residents with an opportunity to share experiences, ask questions, and express priorities related to public safety, trust in local government, and the City’s role in responding to federal actions. Community members expressed a range of views, with recurring themes including the importance of maintaining trust between residents and the City, clarity regarding the City’s role and authority related to federal immigration enforcement, and interest in potential policy responses the City could consider. Staff would like feedback from the Council regarding whether there are specific action items the Council would like staff to bring forward for future consideration. Potential actions may include, but are not limited to, ordinances, resolutions, or statements addressing the use of City-owned property by federal immigration agencies, or other measures within the City’s legal authority. BACKGROUND ON COLLATION OF CITIES In early January, the City was invited to participate in an emerging coalition of Minnesota cities that are working collaboratively to develop a coordinated strategy in response to the recent surge of federal immigration enforcement activity in the Twin Cities metropolitan area. Initial participating cities include Edina, Minnetonka, Saint Louis Park, Golden Valley, Brooklyn Center, Brooklyn Park, Richfield, B loomington, Plymouth, Hopkins, Eden Prairie, Burnsville, Chaska, Chanhassen , and Columbia Heights. Additional cities are expected to be invited to participate in the coming weeks. The coalition has retained Momentum Advocacy, a government relations, cris is communications, and public affairs consulting firm, to support this work. The City of Minnetonka is serving as the lead city and will manage the contract with Momentum Advocacy. Participating cities will be billed by Minnetonka at the conclusion of the engagement. The duration of the contract will be dependent on how immigration enforcement operations evolve over the coming months. The estimated cost of the consulting services is approximately $10,000 per CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRUARY 2, 2026 22 Item 7. City of Columbia Heights - Council Letter Page 2 month, to be split among all participating cities. Based on current participation levels and anticipated duration, the total cost to the City of Columbia Heights is expected to range between $5,000 and $10,000. The coalition seeks to establish a coordinated regional strategy with a focus on:  Coordinated and strategic communications and media engagement:  Coalition Growth (adding additional cities)  State-level policy coordination; and  Federal-level engagement and De-escalation. Staff believe that participation in this regional effort would be beneficial to the City, providing access to coordinated messaging, shared resources, and regional policy alignment during a period of rapidly evolving federal activity. Staff are seeking Council feedback regarding participation in this coalition under the outlined framework. Requested Council Action/ Discussion Topics / Key Questions Staff are seeking feedback and direction regarding future action items and participation in the collation effort. ATTACHMENT(S)  Online submissions from listening session  Q & A summary from listening session 23 Item 7. Submitted Comments/Questions for the Listening Session 2026-01-28 10:29:03 Hello - I wanted to thank you for hosting the session last night, and also apologize for how emotional I was when it was my turn to speak. I was the second community member to speak and I fear my frustration and anger over this entire situation overshadowed the concern I have for the safety for everyone in this community. I am not protesting or involved in rapid response, but I am very supportive of the schools and my neighbors and I am helping with carpooling and funds. I have lived in Heights for 17 years. I own another house in Zimmerman that I use as a cabin that is twice the size of my house here and we would fit in it so much better, but I do not want to move out of this community or raise my kids somewhere else. We love Heights. We love the diversity. We love the teachers in the schools. There are issues in the community, but the people care about each other and care about solving them. I am not angry with the police or city in Heights, but feel frustrated that our rights are being trampled on, and feel like we are sitting ducks, waiting to be the next Renee Good or Alex Pretti. As a healthcare worker I am devastated that this happened to one of ours, and more so by the hate from the community, when 6 years ago we were heroes after everything with COVID. I carpool other kids in the community to school right now, and I am heartbroken for the kids I am driving every day who are in tears and scared they won't see their parents when they get home from school. I am also scared what will happen if someone tries to stop me while these kids are under my car, and I have my own children in the car as well. I would like to offer an idea, which may not be possible, but I would ask you to consider. What I heard last night is that you are not resourced enough to station police in enough places to help people feel safer. Community members are being intimidated and our rights are being trampled on. We have a volunteer fire fighters force; can we explore an adult police explorer force or deputized community service officer program or volunteer police force? I could do research to see if other programs exist and write a proposal and training plan to bring to the council and police. We have family that were police chiefs as well we could consult with (Mike Sittari Edina and then he worked at FEMA before retiring and Stefany Good-Sittari Medina then Hennepin County Sheriff deputy sheriff under Stanek) and I am a System Director of Supply Chain at Fairview and I work in the HICS structure as our Logistics Chief, so I feel I have the skillset to help with this. Also, if there is the thought of setting up therapy services at the community center for trauma recovery for our kids at all after this is all over, I know art therapists and others I can ask to help and get involved. Not only from Fairview, but from elsewhere. My mom is also a hypnotherapist and does crystal bowl healing energy sessions for people who are into that and she will donate her time. Thank you. I know you did not sign up for this. None of us did. And we are all trying to help, and we are scared too. 2026-01-27 22:03:07 What resources do families have if they are unable to work because of fear. 2026-01-27 16:41:57 I am unable to attend in person. My wife and I purchased a home in Columbia Heights in 2024 and are choosing to put down roots and raise our family here. We are proud of how many in the community have stepped up to help and protect vulnerable neighbors. I want to thank the city leadership for being supportive- please keep up the support- AND I want to call on you to do more! Urge the surrounding city leaders to do more and be better. Collaborate across city boundary lines. Hold other Minnesotan leaders accountable to the Constitution and to the ethics of public safety and policing. This is a crisis that we are all living in together. We must urge one another to live and act humanely amongst our neighbors. 2026-01-27 16:31:43 Thank you for this meeting. Do you have any statistics on resident flight from the City (not including abductions) and what the economic damage is, currently? Also, do you have a sense of the prospects and future plans for economic recovery? 2026-01-27 14:00:50 I cannot attend the event; I need to protect my mental health. Original comment sent via GMAIL Jan 25, 2026, 5:29 AM. Additional comments Jan, 27, 2026: I declined to be trained as local Host for the 50101 Bridge Brigade. I was seeing posts & comments that violate the rules (#7) for the Columbia Heights Peaceful Community Group AND the National/State 50101 Movement. Some of the suggestions could hurt local working people in our community.. This event is limiting who can attend and targeting a small portion of all residents of my community. Not Cool. I am watching the todays Gov Walz interview with The Bulwark Podcast as my listening session. I want to watch a press conference from my local leaders fighting just like him. What I expect from my City: Example of the action that HELPS the entire Columbia Heights community. Example: Out of respect for the entire Columbia Heights community, the City of Columbia Heights has suspended enforcement of the winter parking ban effective today. Enforcement will resume if snowfall exceeds 2 inches. The scheduled Winter Parking Town Hall will not take place on Tue., Jan. 27, and has been postponed until further notice. 2026-01-27 13:38:04 How can we garrentee our schools, students, teachers, and parents are protected? Is there a better safety plan? 2026-01-27 13:10:16 I am saddened and frustrated to see the impacts the increased federal agent presence has had on our community. I’d like to hear more from community members who have been affected to give them space to speak. I would also like to hear more from community reps on what they are doing locally to improve things. 2026-01-21 17:33:26 Thanks for holding this, I hope to attend. One thing I would love to hear from the city is if you are tracking reports of residents taken and what happens to them. I know people are sending reports to the attorney general but I think it would be great if we are or are able to keep track of what is happening in our city. And also if the city is compiling video of ICE violence / illegal actions. Thank you! 2026-01-21 17:19:53 Why are we closing down American schools to protect illegal immigrants from the Law! My kids missed three days of school already because of this. American students shouldn’t be punished! Keep politics out of the schools! 2026-01-21 17:15:32 What does the city plan to do to help protect the immigrants in our community from ICE abductions that are being conducted with no due process under the Constitution? Online Submissions for Listening Session re Federal Law Enforcement (1/27/2026) 24 Item 7. Q&A for Listening Session for Federal Law Enforcement Concerns 1/27/2026 Q: More information about the basics of what to do when / when local police can intervene to help someone when federal law enforcement is involved. A: If excessive force is being used, other law enforcement on scene has a duty to intervene (however this might not apply to federal law enforcement). Local police cannot interfere with a federal law enforcement operatfon. Q: What can be done if you see a federal agent pulling someone from a vehicle. A: Referenced Noem v. Vasquez Perdomo. Discussed the balance of local police escalatfng vs. descaling. Cautfoned that further escalatfon could lead to bigger issues and we do not want the insurrectfon act to be implemented. Q: Requested information about flock cameras, what are they used for and how is the data shared. Concerns that helpers are being tracked. A: IT Director and PD met with a concerned citfzen this afternoon to discuss this topic. This technology is used for identffying cars involved in crimes, and there are great benefits to resolving cases. The concern is valid; local pd does not share this informatfon with federal agencies and there is no access to other outside partfes. Informatfon is only searched for a 50- mile radius. There is a required yearly audit, that is completed by an outside agency and shared with the council as a consent agenda item. CHPD tries to utflize this technology as ethically as possible. Q: Will citizens continue to have access to the Anoka County scanner information. A: Radio encryptfon is federally mandated, and all citfes and countfes are moving towards encryptfon. Q: What protection do we as citizens have against the federal government. Feels that she is being followed while driving, shopping, taking children to school. No one should be traumatized in this manner. Why are the police not at bus stops, at schools. A: MCPA (Minnesota Chief of Police Associatfon) has been working on all of these issues. Local and State law enforcement are working to make sure these constftutfonal rights violatfons are documented. Q: Asked for clarification that these ICE / DHS officers are not law enforcement; can they enforce only immigration. A: Federal law enforcement is very different from local and state law enforcement. CHPD can only enforce state and city law. We would like more informatfon from the federal government about what is going on in our community. 25 Item 7. Q&A for Listening Session for Federal Law Enforcement Concerns 1/27/2026 Q/S: Very proud of the community. She wants to share that she has seen a federal agent with a Stingray device at a local grocery store. She knows she is being followed. She knows the federal government is tracking and see everything that the residents are doing. A: Clarified that State and Federal Legislature needs to act related to these concerns and to take actfon to prevent this technology being used to target residents. Q: What is the PD / Mayor doing about the fraud and the illegal immigrants. A: Fraud that is reported is investfgated. Q: Looking for clarity related to what local citizens can do to help protect neighbors. She has been offering to help drive other kids to school and help with the community’s needs. A: You can refuse to let federal agents interact with you and children. If you encounter an issue, you can call local dispatch and ask for help. Q/S: How do we get the federal government to stop breaking the law. A: We need the courts to address the constftutfonal violatfons. This is no different than when local law enforcement needed to change. The things the community is doing are impactiul. Q/S: Concerned about not interfering with federal law enforcement and discussed about how to document constitutional concerns. A: Q/S: Concerns related to the bus stop on 40th and Central. There is still no heat or wind protection. Proud of the city staff and how the police department have responded to these concerns in the City, and our PD should teach other departments. A: Glad to create a respectiul work environment. Will follow up again with Metro Transit as this is on the list to be completely redone when constructfon occurs on Central. Q: Questions about legal observers and the policy for local PD in handling situations with legal observers. Should legal observers expect that they should be able to chat with law enforcement. A: There is peaceful protestfng informatfon that was posted to the City website. If anyone calls 911 local police will respond. Please do not make a report that is not factual, don’t report an issue as an elevated crime to get a quicker response. Officers will share informatfon as they are able to and will make reports of concerns. Q: If driving and pulled over by masked men do you need to stop. A: Call dispatch and tell them that you need help and are waitfng for an officer to re spond. You can also drive to the police department if you are being followed. 26 Item 7. Q&A for Listening Session for Federal Law Enforcement Concerns 1/27/2026 Q: What is the city doing if there are situations with ICE loitering and watching house. Calls have been made and the Anoka County dispatcher told people “do not call about ICE”. A: Call 911 and report the issues. This helps the City to document these concerns. Ask for a supervisor to elevate the concerns if you call dispatch and do not feel that they are taking the concern seriously. County Commissioner Miesner clarified that residents should be calling 911 when there is suspicious behavior. She feels strongly that follow through is needed and she would like to know this informatfon directly to better track it. Q: Inquired about the plain clothed federal agents and unmarked cars, how does the PD intervene to help neighbors by asking for badge and warrant. Asked for follow up re contacting PD. A: MCPA (Minnesota Chief of Police Associatfon) has reached out to the republican law makers about these concerns to relay the informatfon to them. The gray area related to administratfve warrants need to be addressed. A lot of things are done electronically, so some warrants may look different. Q/S: The community is coming together to help keep businesses going, keep children fed and people safe. She is concerned with using Signal and the federal government’s level of surveillance. She feels like we are not getting anywhere. At what point does the government take over the care of others. A: The Metro Mayors organizatfon has been meetfng to get more informatfon for the community. There is strategy that needs to be developed, as there has not been a tfme when the federal government has actfvely tried to take away our constftutfonal rights. At every level the City staff and elected officials have tried to organize to meet residents’ needs. We need to get the word out to everyone about what is occurring. It cannot be just one person, one city, one state that is taking actfon. We need support outside of Minnesota. Q/S: Asked for local government to speak with their words and their actions. Gave statement regarding abduction of Liam, and that there are no words to describe what it would be like if that was her brother or cousin. She is concerned about the experiences of young children in the community and that they should be able to attend school and learn without fear. A: Q /S: Concerned that the police are outnumbered and residents are risking their lives to protect the community. What can we expect from the City if a commun ity member is persecuted / prosecuted because they are helping their neighbors. She hoped that civilian volunteers are protected. A: Understood concern, and that local government is doing everything in its power to support residents. 27 Item 7. Q&A for Listening Session for Federal Law Enforcement Concerns 1/27/2026 Q/S: Teacher concerned with protecting children and wants to “challenge and support” by giving advise to community members about what can be done if speaking with a federal agent. Clearly stating that “I am responsible for the safety of the children in my care”, direct agents to stop questioning and instruct student/child to remain silent. Tell the students/child that they are safe and protected. She would like to see more “good trouble’ or “malicious compliance”. A: Q /S: Stated that there is a large population of the community not represented here today, and she wants to know what is being done for the people who are impacted most and not able to be in the room tonight. What is the city and school doing to make sure that basic needs are met. There seems to be a lot of gray area about what can and cannot be done. A: There is important work going on in the background and behind the scenes. This informatfon and observatfon does not fall on deaf ears. The police department is making reports and is able to act / respond when situatfons occur. Encourage attendees to get to know your neighbors by name and be a resource. Our police are doing a lot of hard work and are so compassionate. There is important work going on, and there are social workers in the police department, and they are there for the community and first responders. Q: Are you coordinating with other surrounding cities police forces. Is there a coalition and coordination going on with the surrounding areas. A: There is a lot of work going on with the Anoka County Chiefs, work is presently within the county because some of the surrounding citfes are in Ramsey and Hennepin County. There is no coordinatfon against federal agents however there would be coordinatfon if there was civil unrest. The mayors do often talk and share informatfon from their communitfes. Q/S: Proud that Columbia Heights has done a good job keeping the community safe. Wants to see the continued community. Stated that we help each other and take care of each other. Concerns related to city ordinances or policies that can be enacted. Would like to know what things can be done for an eviction moratorium. A: We have been looking at how the council can support evictfon moratoriums and have also looked at closing city parking lots. There are conversatfons and concerns related to marginalized community members to not be a target of additfonal federal enforcement. Sometfmes it feels like there is not a lot of actfvity, but there has been a lot of work going on behind the scenes for the past year and this includes balancing the needs of the people at risk. 28 Item 7. Q&A for Listening Session for Federal Law Enforcement Concerns 1/27/2026 Q: She knows that we are in crisis and as a teacher she sees this firsthand. How do we provide care for children to support them when we have moved from this. Are we thinking with intention about how we move forward. A: Mayor would like to see a task force put together to help develop programs for the children of the community to be able to rebound and grow. Q/S: Stated an appreciation for the community sharing all of these experiences. He would like to see the community identify what is occurring and that it is political violence. We are playing by two different sets of rules when dealing with the federal government. Things seem ineffective, and what gives him hope is not lowering our standards to their level and following the constitution. A: Q: What contact has been made with state and federal officials and if there has been legal advice sought on how to proceed. A: Upcoming meetfng with Congress Woman Omar this week, she has been doing so much work for the community, and she has added additfonal staff. Councilmember Spriggs is the main contact for relaying informatfon to Ilhan Omar’s office. Meetfngs are being held with state legislatfve members. Federal and state representatfves are not being treated with respect, and everyone is trying to figure out how to legally stop the federal government’s actfons. Q/S: Deeply moved by the community response and the loss of freedom. Urges everyone to be courageous and keep showing up. Is the PD able to take additional action. A: The police department is stfll also addressing other pressing needs in the community; they are trying to take all the reports they can related to federal enforcement concerns. Q/S: She understand that the PD is limited on resources. She would like to know how we should respond to complete a paper trail. A: PD will write a report when a citfzen is threatened , please call 911. Additfonal resources are linked on the front page of the City website. Q: Is there mutual aid from Anoka County. Are we concerned about voter intimidation. A: There is no mutual aid unless it is an emergency / civil unrest. Q: Concerns about home businesses that are listed on google in the community. Can federal agents go into these homes. A: A warrant is needed to enter. 29 Item 7. Q&A for Listening Session for Federal Law Enforcement Concerns 1/27/2026 Q: Concerns related to fascism. She would like local government to name this out loud. Mentioned the book “On Tyranny “ and asked people to read it. She was a legal observer for two attempted abductions. She had made a call to police to see if they could come out and investigate. The PD was very helpful, however unless the vehicle is moving they cannot pull it over for license plate infractions. A: This is one thing that is being dealt with behind the scenes. We do not want the escalatfon of a city police officer interactfng with a federal officer. Q: Inquired about off duty local law enforcement officers being harassed by federal government, is there any chance that the documentation can be used against them. A: Yes Q /S: Thanked the community for everything they are doing, she is a health care worker and thought that 2020 was the worst she has ever seen. She wants to thank everyone in the community for doing what they are doing. She feels this is worse than covid. We need to protect our neighbors. Q: Concerned about neighbors that are terrified. What are we doing for the community that needs connections and trust reestablished. She wants to know the plan to reconnect with government. A: Currently we are in survivor mode, we are going to get through this and then rebuild like we have in the past. Q: Would like to see if there is a civil defense fund that could be used to create a more analog method of communicating A: It is possible that the community is already working on this. Q: Knowing that there is not a lot we can do as individual citizens, what actions are being taken to partner with other cities and the state. A: Our city is working on things behind the scenes to partner with other local and state agencies. Q/S: There are other countries where things are worse, compliance is what will kill us. Being here and showing up is what will help keep us from falling into despair and darkness. He is on the front-line making sure city staff is connecting with residents. There are good people in uniform and people who care. Q/S: We live in the best City and the best community. She would like to know if there are statistics about the members of the community that have been taken into ICE custody. A: We know some people have been returned. Some people are taken so quickly that there are no witnesses. There are no official numbers. 30 Item 7. Q&A for Listening Session for Federal Law Enforcement Concerns 1/27/2026 Q /S: We need to start having conversations about what makes people illegal. She is concerned about what is going on and would like to boycott big business and support local. Q/S: Third generation resident of the city and wanted to tell everyone how much they are appreciated. We need to take care of each other and ourselves. Q: How do we keep kids safe for door-to-door cookie season. A: Buddy up with people, women have always built community. We need to lean on each other to get things done. Q/S: Change is happening. Community is greater than what is happening. 31 Item 7. ITEM: Assistant City Manager and Acting City Manager Planning Aaron Chirpich – City Manager DEPARTMENT: Administration BY/DATE: Aaron Chirpich/ January 29, 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 _Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community BACKGROUND This staff report is intended to provide an update regarding administrative continuity plans during periods when the City Manager is temporarily unavailable due to vacation, training, illness, or other absences. Additionally, staff would like to update the Council on emerging plans to provide assistant city manager capacity through an internal management fellowship program utilizing existing City staff. SUMMARY OF CURRENT STATUS In the immediate term, it is important to provide a framework to ensure clear lines of authority and administrative continuity during periods of absence for the city manager. To this end, staff have established an internal plan for acting city manager coverage during absences. Under routine circumstances, day -to-day administrative responsivities will be managed by designated senior staff in coordination with the city manager, as appropriate. During periods involving emergency management, declared emergencies, or civil unrest, the Police Chief, or their designee will serve as acting city manager. This designation ensures unified command, timely decision- making, and effective coordination of public safety and emergency response functions. MANAGEMENT FELLOWSHIP The City Manager’s Office has been evaluating options to strengthen administrative capacity and ensure continuity of operations while also supporting leadership development within the organization. Current employees have expressed interest in gaining additional management experience and exposure to executive - level responsibilities. Rather than creating a permanent assistant city manager position at this time, staff proposes establishing a Management Fellowship Program. This program would allow selected internal candidates to rotate through the City Manager’s Office for a defined period of time. Fellows would gain hands-on experience with citywide operations, executive decision-making, and interdepartmental coordination. CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRUARY 2, 2026 32 Item 8. City of Columbia Heights - Council Letter Page 2 As part of the program, fellows would assist with day-to-day administrative responsibilities, policy development, project management and, when appropriate, serve as Acting City Manager for routine operational matters. This structure would provide meaningful leadership experience while increasing organizational resilience and succession planning capacity. Benefits of this approach include:  Utilizing existing staff talent and institutional knowledge  Provides professional development and leadership opportunities  Enhance administrative coverage and operation continuity  Allows flexibility without committing to a permanent position NEXT STEPS Staff will further develop program parameters, including eligibility criteria, duration, responsibilities, and budget implications, and will return to the Council with additional details as the program framework is finalized. Request Council Action/Discussion Topics/ Key Questions Staff requests a brief discussion and seeks feedback regarding the proposed management plan. ATTACHMENT(S)  None 33 Item 8. ITEM: City Manager Follow-up Regarding Previous Work Session Topics. (15 Minutes) Presenting Item: Aaron Chirpich, City Manager DEPARTMENT: Administration BY/DATE: Aaron Chirpich / January 29, 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 _Safe, Accessible and Built for Everyone X Engaged, Effective and Forward-Thinking _Resilient and Prosperous Economy _Inclusive and Connected Community TOPICS  Just Cause Tenant Protections  Parks and Recreation Director Hiring Process  Sullivan Lake Park Planning ATTACHMENT(S)  None CITY COUNCIL WORK SESSION MEETING AGENDA SECTION WORK SESSION MEETING DATE FEBRAURY 2, 2026 34 Item 9. 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 / January 29, 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 _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 FEBRAURY 2, 2026 35 Item 10. 1City Council Meetings and Events 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 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 2829 30 31 March 2026February 2026 Feb 1 2 3 4 5 6 7 4:45pm February 2nd Special HRA Meeting (CH - Shared Vision 5:00pm EDA Meeting - City Hall - City Meetings 6:00pm City Council Work Session - City 5:00pm No Night Meetings: Precinct Caucus 5:30pm Library Board - Public Library - City Meetings 6:00pm Planning Commission - City Hall (Meeting Moved to 2/4/2025 Due to Precinct Caucuses) - 8 9 10 11 12 13 14 6:00pm Sustainability Commission - City Hall - City Meetings 15 16 17 18 19 20 21 8:00am City Offices Closed for Presidents Day 6:30pm Neighborhood Watch Meeting (Microsoft Teams Meeting) - Tabitha Wood 22 23 24 25 26 27 28 6:00pm City Council Meeting - City Council Chambers - City Council Meetings and Events 6:00pm Parks and Recreation Commission - City Hall - City Meetings SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 36 Item 10. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT 2026 January 19, MLK Day 1/12/2026 Tom Lettness / Heights Theater 1/26/2026 Winter Salt Week, Jan 25-31 1/26/2026 Holocaust Remembrance, Jan 27 1/26/2026 February 1 World Hijab Day 1/26/2026 February Black History Month 1/26/2026 March 2-6, School Breakfast Week Proposed 2/23/2026 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 37 Item 10. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT August, 14 Monarch Butterfly Day / Monarch Fest 8/11/2025 August 21: Senior Citizen Day 8/25/2025 September National Suicide Prevention Awareness Month 8/25/2025 September, Hunger Action Month 8/25/2025 September 17-23, Constitution Week 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 38 Item 10. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT August 8, 2024: Monarch Butterfly Day 8/12/2024 August 21: Senior Citizen Day 8/12/2024 September: National Suicide Prevention Awareness Month 8/26/2024 September 17-23: Constitution Week 9/09/2024 September 2024: Hunger Action Month 9/09/2024 September 15-October 15: Latine Heritage Month 9/09/2024 September 21, 2024: 1944 Warsaw Uprising US Airlift Day of Remembrance 9/09/2024 September 21, 2024: Columbia Heights Pride Day 9/09/2024 October 2024: Pedestrian Safety Month (Walktober) 9/23/2024 October 2024: Polish American Heritage Month 9/23/2024 October 14, 2024: Indigenous Peoples’ Day 10/14/2024 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 39 Item 10. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT June 2, Gun Violence Awareness 5/22/23 July 1, Somali American Day 6/26/23 July 1, Sister City Galdogob Somalia 6/26/23 International Day of Friendship 7/24/23 September Suicide Prevention 8/24/23 September Constitution Week 9/11/23 September Hispanic Heritage Month 9/11/23 September 23, CHC Pride Day 9/23/23 (not at a meeting) October 9, Indigenous People Day 10/09/23 October Polish American Heritage 10/09/23 October Pedestrian Safety 10/23/23 November 11, Veterans Day 10/23/23 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 40 Item 10. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT November Todd Estrem Day 10/24/22 December 23, Asia Chow Mein Day 12/12/22 2021 Tibet Day Proclamation 3/10/21 Arbor Day Proclamation 4/26/21 National Library Week Proclamation 4/26/21 Native American Land Acknowledgement 5/10/21 Police Week Proclamation 5/10/21 Somali American Day Proclamation 7/01/21 CH Centennial Day Proclamation 7/12/21 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 41 Item 10. MAYORAL PROCLAMATIONS / DECLARATIONS ISSUED 2017 - CURRENT Constitution Week Proclamation 9/09/19 Polish American Heritage Month 10/14/19 2018 Youth Art Month Proclamation 3/26/18 Officer Terry Nightingale Proclamation 3/26/18 Arbor Day Proclamation 4/9/18 National Library Week Proclamation 4/9/18 Prayer Breakfast Proclamation 4/9/18 High School Basketball Team Proclamation 4/9/18 St. Matthew Community Theater Day Proc. 4/9/18 National Public Works Week 5/14/18 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 42 Item 10. PROCLAMATION National School Breakfast Week: March 2-6, 2026 The School Breakfast Program has served our nation admirably since it was permanently established in 1975. The School Breakfast Program is dedicated to the health and well-being of our nation’s children and plays a vital role in supporting academic success and lifelong healthy habits. The School Breakfast Program joins and has been joined through the years by many other excellent child nutrition programs; and recent research shows students are receiving their healthiest meals at school. Public schools serving the City of Columbia Heights actively participate in the School Breakfast Program, helping ensure that students begin each school day nourished and ready to learn. There is evidence of the continuation of the need for nutrition education and awareness of the value of school nutrition programs Now, Therefore, be it resolved that I, Amáda Márquez Simula, Mayor of Columbia Heights, do hereby proclaim the week of March 2–6, 2026, as National School Breakfast Week and I encourage all residents to become aware of the benefits of the School Breakfast Program that support good nutrition habits for their children, and the children of our community. ________________________________ Amáda Márquez Simula, Mayor February 23, 2026 43 Item 10.