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2013 03-11 CCP Regular Session
AGENDA CITY COUNCIL STUDY SESSION March 11, 2013 6:00 p.m. City Council Chambers A copy of the full City Council packet is available to the public. The packet ring binder is located at the front of the Council Chambers by the Secretary. 1.City Council Discussion of Agenda Items and Questions 2.Miscellaneous 3.Discussion of Work Session Agenda Items as Time Permits 4.Adjourn CITY COUNCIL MEETING City of Brooklyn Center March 11, 2013 AGENDA 1.Informal Open Forum with City Council — 6:45 p.m. —provides an opportunity for the public to address the Council on items which are not on the agenda. Open Forum will be limited to 15 minutes, it is not televised, and it may not be used to make personal attacks, to air personality grievances, to make political endorsements, or for political campaign purposes. Council Members will not enter into a dialogue with citizens. Questions from the Council will be for clarification only. Open Forum will not be used as a time for problem solving or reacting to the comments made but, rather, for hearing the citizen for informational purposes only. 2.Invocation — 7 p.m. 3.Call to Order Regular Business Meeting —The City Council requests that attendees turn off cell phones and pagers during the meeting. A copy of the full City Council packet is available to the public. The packet ring binder is located at the front of the Council Chambers by the Secretary. 4.Roll Call 5.Pledge of Allegiance 6.Approval of Agenda and Consent Agenda —The following items are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion of these items unless a Councilmember so requests, in which event the item will be removed from the consent agenda and considered at the end of Council Consideration Items. a. Approval of Minutes 1.February 25, 2013 — Study Session 2.February 25, 2013 — Regular Session b. Licenses c. Resolution Accepting Bid and Authorizing Award of Contract, Improvement No. 2013-09, Contract 13-F, 2013 Street Seal Coating 7. Presentations/Proclamations/Recognitions/Donations a. Proclamation Declaring March 23, 2013, at 8:30 p.m. as Earth Hour in Brooklyn Center Requested Council Action: —Motion to adopt proclamation. CITY COUNCIL AGENDA -2- March 11, 2013 b. Police Department Year End Report Requested Council Action: —Motion to receive report. 8. Public Hearings a. Proposed Special Assessments for Diseased Tree Removal Costs and Weed Removal Costs —This item was published in the official newspaper on February 21, 2013; and is offered this evening for Public Hearing. Requested Council Action: —Motion to open Public Hearing. —Motion to take public input. —Motion to close Public Hearing. 1.Resolution Certifying Special Assessments for Diseased Tree Removal Costs to the Hennepin County Tax Rolls Requested Council Action: —Motion to adopt resolution. 2.Resolution Certifying Special Assessments for Weed Removal Costs to the Hennepin County Tax Rolls Requested Council Action: —Motion to adopt resolution. 9. Planning Commission Items —None. 10.Council Consideration Items a. An Ordinance Amending Chapter 11 of the City Code of Ordinances Relating to Liquor Licensing Requested Council Action: —Motion to approve first reading and set second reading and Public Hearing for April 8, 2013. 11.Council Report 12. Adjournment Recei\ra 3-11-13 Coon6; I Mee+inj March 11 9 2013 Brooklyn Center City Council and To All it may concern: If, Phyllis Umolac live on 65 th Ave North. My address is 5225 65' and even though I am unable to be here tonight, If wish to express my concern about the speed in which vehicles/cars go barreling down 65th0 Within the last year 2 homes have been hit, one with extensive damage, because of the speed which the vehicle was coming down 65 th ' they were unable to make the turn onto Unity. Not only is this damage to property a monetary issue but it is also a concern for the loss of security within our homes, especially for the residents whom homes were hit. There is also big safety factor regarding this issue of vehicles speeding on 65 th 0 We live within blocks of the Fair Oaks Ellementry school and there are children walking back and forth to school every morning and afternoon. As much as we like to think kids always stay on the sidewalk, they don't and there are plenty of kids walking in the street. We live in a good neighborhood, one that we wish to keep safe for 21111 of our neighbors. Thank you for listening to our concerns. Sincerely, (4 6(4) Umolac City Council Agenda Item No. 6a 02/25/13 -1- DRAFT MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA STUDY SESSION FEBRUARY 25, 2013 CITY HALL – COUNCIL CHAMBERS CALL TO ORDER The Brooklyn Center City Council met in Study Session called to order by Mayor Tim Willson at 6:00 p.m. ROLL CALL Mayor Tim Willson and Councilmembers Carol Kleven, Kris Lawrence-Anderson, Lin Myszkowski, and Dan Ryan. Also present were City Manager Curt Boganey, Finance Director Dan Jordet, Public Works Director/City Engineer Steve Lillehaug, Director of Business and Development Gary Eitel, Assistant City Manager/Director of Building and Community Standards Vickie Schleuning, and Carla Wirth, TimeSaver Off Site Secretarial, Inc. CITY COUNCIL DISCUSSION OF AGENDA ITEMS AND QUESTIONS Councilmember Kleven requested discussion on Item 6d, Resolution Approving Projected Use of Funds for 2013 Urban Hennepin County Community Development Block Grant Program, Authorizing Signature of Subrecipient Agreement with Hennepin County and Any Third Party Agreements, in particular Attachment I, Funding History. She pointed out the resolution adopted in 2007 should be corrected to indicate Resolution 2007-27 (not Resolution 2008-27). Councilmember Kleven requested the following correction to the Regular Session minutes of February 11, 2013: Page 7, Paragraph 8: Councilmember Kleven voiced support for Option 3 and reallocating funding to add the requests for Job Readiness and Computer Training and Early Childhood Education Improvements under Non-Public Services. In so doing, everyone’s requests could be accomplished.” It was the majority consensus of the City Council to accept the correction the February 11, 2013, Regular Session minutes. Councilmember Ryan requested discussion on Item 6h, Resolution Authorizing the Execution of a Cooperative Construction Agreement for Bridge No. 27041 Located at TH No. 100 at Bass Lake Road (C.S.A.H. 10) / 57th Avenue North (C.S.A.H. 57) Between the State of Minnesota (MnDOT), Hennepin County, Three Rivers Park District, and the City of Brooklyn Center, in particular the cost to the City, which he found to be greater than expected. City Manager Curt 02/25/13 -2- DRAFT Boganey explained this particular case goes back to when the City Council authorized the Bass Lake Road project and bond sales approved at that time. Public Works Director/City Engineer Steve Lillehaug explained this is a 2013 CIP project and designated to be paid from bond proceeds from TIF 2. The Bass Lake Road project was funded from TIF 3. Councilmember Lawrence-Anderson requested discussion on Item 6f, Resolution Opting Not to Waive Limited Tort Liability for 2013, in particular the additional tort liability insurance exceeding $9,000 per year in premiums but in EDA Item 4a, it shows the additional tort liability insurance exceeding $3,000 per year in premiums. Mr. Boganey stated he had asked the Finance Director to determine how much additional insurance could be purchased by the additional costs. He indicated the difference in premiums is probably related to additional potential exposure and staff will provide additional information in regard to this matter. Councilmember Ryan requested discussion on Item 10a, Consideration of Type IV 6-Month Provisional Rental License for 5725 Emerson Avenue North, and Item 10g, Consideration of Type IV 6-Month Provisional Rental License for 5715 Emerson Avenue North, in particular relating to the number of complaints received on those two properties. He asked whether the staff report included up-to-date police report and resident complaint information. Mr. Boganey clarified that the licensing procedure does not require consideration of neighborhood complaints or domestic abuse-related calls, but only those qualified and verified police calls. He indicated that information is current and up-to-date in the staff report and under consideration for rental license approval. Mayor Willson noted the Type IV Rental License Mitigation Plans for Items 10a (5725 Emerson Avenue N.), 10c (5000 Howe Lane), and 10d (5600 Lilac Drive N.), do not have a checked box for the Phase II Security Assessment. He asked whether that Security Assessment had been completed for these three rental properties. Assistant City Manager/Director of Building and Community Standards Vickie Schleuning explained the property owner may not have properly completed the form but the Security Assessment has to be completed by the dates indicated. She assured the City Council that the property owner is committed to the dates indicated and that is what staff will follow. Mr. Boganey stated it can be assumed that the Security Assessments and improvements are expected to be completed by the dates specified. Mayor Willson noted this is the second time around for the majority of rental licenses under consideration tonight. Based on the volume of requests, he asked whether the ordinance or process should be tweaked so rental property owners gain compliance the first time application is made. Ms. Schleuning noted a Type IV category requires additional monitoring as well as other built in enforcement techniques and penalties. In addition with a third mitigation plan, staff requires an administrative conference that has been found to be very effective and resulted actions such as addressing problem tenants and/or using a different management company. She explained that in most cases, the second and/or third renewal takes less staff time to complete but the renewal fees and inspection fees remain the same so the City is recovering its costs. Mayor Willson asked whether there is enough education for property owners so they don’t need to continue with Type IV licenses. Ms. Schleuning stated the City is always looking to improve communications and noted the majority of rental licenses are in higher categories. She explained 02/25/13 -3- DRAFT that sometimes education is through re-inspection fees and Type IV monitoring, noting the steps required result in the property being maintained at a higher level than without the system. Mr. Boganey stated staff has discussed whether repeat Type IV licensure is a systemic issue or problem with a small set of owners. He explained that situations vary from owner to owner and in some cases it is an absentee property owner but the process has been able to get their attention. Mr. Boganey stated staff is comfortable with the process at this point and knows that the City’s costs are covered for repeat Type IV licenses. Ms. Schleuning noted the City’s program is performance based, which addresses how well the property owner maintains the property. Councilmember Ryan stated he would like to bring information on the City’s rental licensing program to the upcoming National League of Cities Conference so he can promote its success. The City Council indicated it is also comfortable and confident with the rental license process and thanked staff for their work in that regard. With regard to consideration of Type IV Provisional Rental Licenses, Mr. Boganey asked whether staff should summarize its presentation during the City Council meetings. Mayor Willson agreed it is not the best use of the City Council’s time for the staff report to be presented in full when the property owner is not in attendance, noting the City Council has already read the staff report. He indicated he would support a change in procedure to waive presentation of the staff report and hearing if the property owner is not in attendance. In that effort, Mayor Willson stated at the beginning of each licensure consideration he will poll the audience and if no one came forward to provide comment, he would call for a motion. The consensus of the City Council was to support the new meeting procedure for provisional rental licenses. MISCELLANEOUS WORLD WILDLIFE FUND EARTH HOUR Mayor Willson referenced the information from John Gauthier and asked whether the City Council was interested in entertaining the World Wildlife Fund Earth Hour on March 23rd at 8:30 p.m. He expressed concern relating to resulting liability and/or additional costs if lights at City Hall or other municipally-controlled lights are turned off. The City Council discussed this event, noting it would work well with one of its strategic goals relating to environmental sustainability and could be used as a low-cost and symbolic opportunity to identify positive actions the City is already doing. However, concern was expressed related to the potential for vandalism during Earth Hour if lights were shut off in certain areas. 02/25/13 -4- DRAFT Mr. Boganey stated if the City Council supports this event, staff will provide information highlighting issues for City participation. To eliminate concern related to potential liability, Mr. Boganey indicated this event would be promoted on a voluntary basis. Following discussion, there was City Council consensus to direct staff to draft a resolution or proclamation supporting Earth Hour with language indicating it is a voluntary consideration. ADJOURN STUDY SESSION TO INFORMAL OPEN FORUM WITH CITY COUNCIL Mayor Willson adjourned the Study Session at 6:45 p.m. RECONVENE STUDY SESSION Mayor Willson reconvened the Study Session at 6:54 p.m. MISCELLANEOUS – CONTINUED COMMUNITY GARDEN PROGRAM Mayor Willson noted all of the garden plots have sold and asked if the City Council would like to consider adding more plots. Councilmember Lawrence-Anderson reported that the Park and Recreation Commissioners indicated that perhaps City staff is already looking at options to expand that program. Mr. Boganey indicated staff knows land is available that could be added and will continue with that exploration. The Council discussed the price for garden plots, noting it would be increased in 2014, and thanked Councilmember Lawrence-Anderson and staff for their work to assure this program came to fruition. RECREATIONAL CENTER GRANT Councilmember Kleven asked about the $3,000 grant received for a retractable movie screen at the Recreational Center. Mr. Boganey stated he will look into that matter and provide information in the next update. ADJOURNMENT Mayor Willson adjourned the Study Session at 6:57 p.m. 02/25/13 -1- MINUTES OF THE PROCEEDINGS OF THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER IN THE COUNTY OF HENNEPIN AND THE STATE OF MINNESOTA REGULAR SESSION FEBRUARY 25, 2013 CITY HALL – COUNCIL CHAMBERS 1. INFORMAL OPEN FORUM WITH CITY COUNCIL CALL TO ORDER INFORMAL OPEN FORUM The Brooklyn Center City Council met in Informal Open Forum called to order by Mayor Tim Willson at 6:45 p.m. ROLL CALL Mayor Tim Willson and Councilmembers Carol Kleven, Kris Lawrence-Anderson, Lin Myszkowski, Dan Ryan. Also present were City Manager Curt Boganey, Finance Director Dan Jordet, Public Works Director/City Engineer Steve Lillehaug, Director of Business and Development Gary Eitel, Assistant City Manager/Director of Building and Community Standards Vickie Schleuning, City Attorney Charlie LeFevere, and Carla Wirth, TimeSaver Off Site Secretarial, Inc. Mayor Tim Willson opened the meeting for the purpose of Informal Open Forum. Jo Roberts, 6066 Shingle Creek Parkway #34, asked the City Council to add community garden plots, which is a wonderful opportunity. She also thanked Assistant City Manager/Director of Building and Community Standards Vickie Schleuning for responding to her questions about Community Development Block Grant (CDBG) funding. She submitted additional written commentary related to CDBG funding and thanked Councilmember Kleven for being responsive to her questions. City Manager Curt Boganey advised that the ten-day public comment period expired on February 11, 2013, and those comments received were made part of the CDBG application. Councilmember Ryan asked Ms. Roberts to provide information relating to her organization. Councilmember Kleven moved and Councilmember Ryan seconded to close the Informal Open Forum at 6:52 p.m. Motion passed unanimously. 2. INVOCATION 02/25/13 -2- Pastor Bernard Bouissieres, Brooklyn Christian Center Assembly of God, provided the Invocation. 3. CALL TO ORDER REGULAR BUSINESS MEETING The Brooklyn Center City Council met in Regular Session called to order by Mayor Tim Willson at 7:02 p.m. 4. ROLL CALL Mayor Tim Willson and Councilmembers Carol Kleven, Kris Lawrence-Anderson, Lin Myszkowski, and Dan Ryan. Also present were City Manager Curt Boganey, Finance Director Dan Jordet, Public Works Director/City Engineer Steve Lillehaug, Director of Business and Development Gary Eitel, Assistant City Manager/Director of Building and Community Standards Vickie Schleuning, City Attorney Charlie LeFevere, and Carla Wirth, TimeSaver Off Site Secretarial, Inc. 5. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was recited. 6. APPROVAL OF AGENDA AND CONSENT AGENDA Councilmember Ryan moved and Councilmember Myszkowski seconded to approve the Agenda and Consent Agenda, as amended, with amendments to the Regular Session minutes of February 11, 2013, and the following consent items were approved: 6a. APPROVAL OF MINUTES 1. February 11, 2013 – Study Session 2. February 11, 2013 – Regular Session 6b. LICENSES MECHANICAL Aerotek HVAC & Duct Cleaning 34345 Quinton Avenue, Center City Air Furnace Care, Inc. 4101 93rd Avenue N., Brooklyn Park Air Mechanical 16411 Aberdeen Street NE, Ham Lake Alber’s Mechanical Contractors 200 West Plat Boulevard, St. Paul Anderson Air, Inc. 503 Valley High Road, Burnsville Bonfe’s Plumbing Heating & Air 505 Randolph Avenue, St. Paul Centraire Heating & A/C 7402 Washington Ave. S., Eden Prairie Cheyenne Plumbing & Heating, Inc. 25903 Rabbit Street NW, Zimmerman Corporate Mechanical 5114 Hillsboro Avenue N., Hew Hope D J’s Heating & Air 6060 LaBeaux Avenue NE, Albertville Fireside Hearth & Home 2700 Fairview Avenue N., Roseville Genz-Rya Plumbing & Heating Company 2200 West Highway 13, Burnsville 02/25/13 -3- Global Mechanical LLC 17830 Concord Court, Elk River Golden Valley Heating 5182 West Broadway, Crystal Goodview Heating & Air dba Kingsway Plbg. 451 Babcock Circle, Delano Home Energy Center 2415 Annapolis Lane N., Plymouth Horwitz, Inc. 4401 Quebec Avenue N., New Hope J-Berd Mechanical 3308 Southway Drive, St. Cloud Knott Mechanical, Inc. 3961 Quebec Avenue N., New Hope Minnesota Petroleum Service 682 39th Avenue NE, Minneapolis Modern Heating & A/C 2318 First Street NE, Minneapolis MS Universal Services 4785 Underwood Lane, Plymouth Quality Refrigeration 6237 Penn Avenue S., Richfield Ron’s Mechanical 12010 Old Brick Yard Road, Shakopee Sabre Heating & A/C 15535 Medina Road, Plymouth Schadegg Mechanical, Inc. 225 Bridgepoint Drive, So. St. Paul Solid Refrigeration LLC 1125 American Blvd. E., Bloomington Standard Heating 130 Plymouth Avenue, Minneapolis St. Marie Sheet Metal, Inc. 7940 Spring Lk. Pk. Rd., Spring Lk. Pk. Wenzel Heating & A/C 4145 Old Sibley Memorial Hwy., Eagan RENTAL INITIAL (TYPE III – one-year license) 3715 69th Avenue N. Passed w/Weather Deferral Duane Chilgren INITIAL (TYPE II – two-year license) 5426 Fremont Avenue N. Matthew Klein 5801 Halifax Avenue N. Passed w/Weather Deferral Lin Shuang LLC 5548 Lilac Drive Prosperous Property, Inc. RENEWAL (TYPE III – one-year license) 6418 Colfax Avenue N. Shawn Cha/Manny Phothirath 5219 Ewing Avenue N. Home Leasing & Management, Inc. RENEWAL (TYPE II – two-year license) 2318 55th Avenue N. Helen Osonowo 3707 61st Avenue N. Doug Wahl 5519 Colfax Avenue N. Ryan Smith RENEWAL (TYPE I – three-year license) 1600 69th Avenue N. Vo Hieu 5425 70th Circle Ali Sajjad 7100 Indiana Avenue N. John Wright 7164 Unity Avenue N. Vivian Olson 02/25/13 -4- SIGNHANGER Scenic Sign Company P.O. Box 881, St Cloud Spectrum Sign Systems, Inc. 9278 Isanti Street NE, Blaine Topline Advertising 11775 Justen Circle, Maple Grove 6c. APPROVAL OF SITE PERFORMANCE GUARANTEE RELEASE FOR 1501 FREEWAY BOULEVARD (GSA – MPOB PROJECT, FBI FIELD OFFICE) 6d. RESOLUTION NO. 2013-26 APPROVING PROJECTED USE OF FUNDS FOR 2013 URBAN HENNEPIN COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM, AUTHORIZING SIGNATURE OF SUBRECIPIENT AGREEMENT WITH HENNEPIN COUNTY AND ANY THIRD PARTY AGREEMENTS 6e. ANNUAL REPORT ON FRANCHISE FEES 6f. RESOLUTION NO. 2013-27 OPTING NOT TO WAIVE LIMITED TORT LIABILITY FOR 2013 6g. RESOLUTION NO. 2013-28 AMENDING THE 2013 WATER UTILITY RATES 6h. RESOLUTION NO. 2013-29 AUTHORIZING THE EXECUTION OF A COOPERATIVE CONSTRUCTION AGREEMENT FOR BRIDGE NO. 27041 LOCATED AT TH NO. 100 AT BASS LAKE ROAD (C.S.A.H. 10) / 57TH AVENUE NORTH (C.S.A.H. 57) BETWEEN THE STATE OF MINNESOTA (MNDOT), HENNEPIN COUNTY THREE RIVERS PARK DISTRICT AND THE CITY OF BROOKLYN CENTER Motion passed unanimously. 7. PRESENTATIONS/PROCLAMATIONS/RECOGNITIONS/DONATIONS - None. 8. PUBLIC HEARINGS - None. 9. PLANNING COMMISSION ITEMS - None. 10. COUNCIL CONSIDERATION ITEMS 02/25/13 -5- 10a. CONSIDERATION OF TYPE IV 6-MONTH PROVISIONAL RENTAL LICENSE FOR 5725 EMERSON AVENUE NORTH Mayor Willson polled the audience and asked whether anyone was in attendance to provide testimony on this rental license. Seeing no one coming forward, Mayor Willson called for a motion. Councilmember Myszkowski moved and Councilmember Ryan seconded to approve the issuance of a Type IV six-month provisional rental license and mitigation plan for 5725 Emerson Avenue North, with the requirement that the mitigation plan and applicable ordinances must be strictly adhered to before a renewal rental license would be considered. Motion passed unanimously. 10b. CONSIDERATION OF TYPE IV 6-MONTH PROVISIONAL RENTAL LICENSE FOR 5507 JUDY LANE Mayor Willson polled the audience and asked whether anyone was in attendance to provide testimony on this rental license. David Sheets, property owner of 5507 Judy Lane, stated he had no testimony to offer. Seeing no one else coming forward, Mayor Willson called for a motion. Councilmember Kleven moved and Councilmember Ryan seconded to approve the issuance of a Type IV six -month provisional rental license and mitigation plan for 5507 Judy Lane, with the requirement that the mitigation plan and applicable ordinances must be strictly adhered to before a renewal rental license would be considered. Motion passed unanimously. 10c. CONSIDERATION OF TYPE IV 6-MONTH PROVISIONAL RENTAL LICENSE FOR 5000 HOWE LANE Mayor Willson polled the audience and asked whether anyone was in attendance to provide testimony on this rental license. Seeing no one coming forward, Mayor Willson called for a motion. Councilmember Ryan moved and Councilmember Lawrence-Anderson seconded to approve the issuance of a Type IV six-month provisional rental license and mitigation plan for 5000 Howe Lane, with the requirement that the mitigation plan and applicable ordinances must be strictly adhered to before a renewal rental license would be considered. Motion passed unanimously. 10d. CONSIDERATION OF TYPE IV 6-MONTH PROVISIONAL RENTAL LICENSE 02/25/13 -6- FOR 5600 LILAC DRIVE NORTH Mayor Willson polled the audience and asked whether anyone was in attendance to provide testimony on this rental license. Sue Xiong, property owner of 5600 Lilac Drive, stated she had no testimony to offer. Seeing no one else coming forward, Mayor Willson called for a motion. Councilmember Myszkowski moved and Councilmember Lawrence-Anderson seconded to approve the issuance of a Type IV six-month provisional rental license and mitigation plan for 5600 Lilac Drive North, with the requirement that the mitigation plan and applicable ordinances must be strictly adhered to before a renewal rental license would be considered. Motion passed unanimously. 10e. CONSIDERATION OF TYPE IV 6-MONTH PROVISIONAL RENTAL LICENSE FOR 7007 NEWTON AVENUE NORTH Mayor Willson polled the audience and asked whether anyone was in attendance to provide testimony on this rental license. Seeing no one coming forward, Mayor Willson called for a motion. Councilmember Kleven moved and Councilmember Ryan seconded to approve the issuance of a Type IV six -month provisional rental license and mitigation plan for 7007 Newton Avenue North, with the requirement that the mitigation plan and applicable ordinances must be strictly adhered to before a renewal rental license would be considered. Motion passed unanimously. 10f. CONSIDERATION OF TYPE IV 6-MONTH PROVISIONAL RENTAL LICENSE FOR 6012 YORK AVENUE NORTH Mayor Willson polled the audience and asked whether anyone was in attendance to provide testimony on this rental license. Korpo Nagaima and Presley Hanson, property owners, stated they had no testimony to offer. Seeing no one else coming forward, Mayor Willson called for a motion. Councilmember Ryan moved and Councilmember Lawrence-Anderson seconded to approve the issuance of a Type IV six-month provisional rental license and mitigation plan for 6012 York Avenue North, with the requirement that the mitigation plan and applicable ordinances must be strictly adhered to before a renewal rental license would be considered. Motion passed unanimously. 02/25/13 -7- 10g. CONSIDERATION OF TYPE IV 6-MONTH PROVISIONAL RENTAL LICENSE FOR 5715 EMERSON AVENUE NORTH Mayor Willson polled the audience and asked whether anyone was in attendance to provide testimony on this rental license. Seeing no one coming forward, Mayor Willson called for a motion. 1. RESOLUTION NO. 2013-30 APPROVING A TYPE IV RENTAL LICENSE FOR 5715 EMERSON AVENUE NORTH Councilmember Lawrence-Anderson moved and Councilmember Myszkowski seconded to adopt RESOLUTION NO. 2013-30 Approving a Type IV Rental License for 5715 Emerson Avenue North, with the requirement that the mitigation plan and applicable ordinances must be strictly adhered to before a renewal rental license would be considered. Mayor Willson explained that the City Council has already read each staff report, the property history, and staff’s recommendation, and reached consensus to not entertain the staff report presentation unless the property owner was in attendance and wanted to provide testimony. Motion passed unanimously. 11. COUNCIL REPORT Councilmember Ryan announced he would be absent at the March 11, 2013, City Council Meeting as he had been authorized to attend the National League of Cities Conference in Washington, D.C. Councilmember Kleven reported on her attendance at the following: • February 19, 2013, Earle Brown Days Committee Meeting • February 21, 2013, Financial Committee Meeting • February 22, 2013, Visited Northport School and enjoyed a presentation on Freedom Riders Councilmember Kleven encouraged students to take advantage of the Homework Hub, a free service offered at the Library, and residents to visit Slim’s Restaurant. Councilmember Kleven announced that all of the community garden plots are sold for 2013 but staff is researching the opportunity to provide additional garden plots. She then presented the January 2013 Housing update. Councilmember Myszkowski reported on her attendance at the following: • February 19, 2013, Earle Brown Days Committee Meeting • February 19, 2013, Housing Commission Meeting Councilmember Myszkowski congratulated Brooklyn Center resident Mary Jo Copeland, founder and director of Sharing and Caring Hands, who had recently received the Presidential Citizens Medal. 02/25/13 -8- Councilmember Lawrence-Anderson reported on her attendance at the following: • January 31, 2012, and February 1, 2013, League of Minnesota Cities Training • February 19, 2013, Park and Recreation Commission Meeting • February 20, 2013, Crime Prevention Meeting Mayor Willson reported on his attendance at the following: • February 22, 2013, Read to Northport Elementary Second Grade Class • February 22, 2013, Interviewed for Mayor’s Minutes on Channel 12 12. ADJOURNMENT Councilmember Kleven moved and Councilmember Myszkowski seconded adjournment of the City Council meeting at 7:18 p.m. Motion passed unanimously. City Council Agenda Item No. 6b COUNCIL ITEM MEMORANDUM March 5, 2013 Curt Boganey, City Manager Maria Rosenbaum, Deputy City Clerkvvrik DATE: TO: FROM: SUBJECT: Licenses for City Council Approval Recommendation: It is recommended that the City Council consider approval of the following licenses at its March 11, 2013. Background: The following businesses/persons have applied for City licenses as noted. Each business/person has fulfilled the requirements of the City Ordinance governing respective licenses, submitted appropriate applications, and paid proper fees. Applicants for rental dwelling licenses are in compliance with Chapter 12 of the City Code of Ordinances, unless comments are noted below the property address on the attached rental report. MECHANICAL Allan Mechanical, Inc. B & D Plumbing Ht g & A/C Cool Air Mechanical, Inc. General Sheet Metal Company, LLC McDowall Company Metropolitan Mechanical Contractors RENTAL See attached report. SIGN HANGER Contact Signs, Inc. Signart Company 7875 Fuller Road, Eden Prairie 4145 MacKenzie Court, St. Michael 1441 Rice Street, St. Paul 2330 Louisiana Avenue N, Minneapolis P.O. Box 606, Waite Park 7450 Flying Cloud Dr, Eden Prairie 1803 Victoria Street, Roseville 2170 Dodd Road, Mendota Heights - - -- Mission: Ensuring an attractive, clean, safe, inclusive conununity that enhances the quality of life for all people and preserves the public trust COUNCIL ITEM MEMORANDUM Rental License Category Criteria Policy — Adopted by City Council 03-08-10 . Property Code and Nuisance Violations Criteria License Category (Based on Property Code Only) Number of Units Property Code Violations per Inspected Unit Type I — 3 Year 1-2 units 0-1 3+ units 0-0.75 Type II — 2 Year 1-2 units Greater than 1 but not more than 4 3+ units Greater than 0.75 but not more than 1.5 Type III — 1 Year 1-2 units Greater than 4 but not more than 8 3+ units Greater than 1.5 but not more than Type IV — 6 Months 1-2 units Greater than 8 3+ units Greater than License Category Number of Units Validated Calls for Disorderly Conduct . Service & Part I Crimes (Calls Per Unit/Year) No Category Impact 1-2 0-1 3-4 units 0-0.25 5 or more units 0-0.35 Decrease 1 Category 1-2 Greater than 1 but not more than 3 3-4 units Greater than 0.25 but not more than 5 or more unitsGreater than 0.35 but not more than 0.50 Decrease 2 Categories 1-2 Greater than 3 3-4 units Greater than 1 5 or more unitsGreater than 0 50 Budget Issues: There are no budget issues to consider. 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CC CO a)cCUCC CO a)cOJCC CD a)ca)CC CV a)cCU CC s. a). >,OF— .>- E-coU. 0) 70c 7) .>4 E-coU. al I70 7) cc .>- E.cau_ a) 70 .71 .>- COU. (1) (70c71 .>- OSU. a)Tu-1c) CUU CUTiOcrii .>- CO(I- CUTac) .>- COU- a)71.oc71 "0 a..)0. Z et><4-)C a=0r--0CO %-,..,,--, 0U'CLi),--10M C< CU> .z4_,chcr)cos--1(.0LONCOLOCI-U1 ZZ cl)><..z4_4LnL.) .1-CNIN -CI>CO C>,.-200L.CO M001 z >a)<..,›a)"0 0 N0 Zw><CIAc.— u..I '4' COc.r) Zcu?.....s.Cn3up 0—i h U0in City Council Agenda Item No. 6c COUNCIL ITEM MEMORANDUM DATE: March 5, 2013 TO: Curt Boganey, City Manager FROM: Steve Lillehaug, Director of Public Works/City Engineer SUBJECT: Resolution Accepting Bid and Authorizing Award of Contract, Improvement No. 2013-09, Contract 13-F, 2013 Street Seal Coating Recommendation: It is recommended that the City Council consider approval of the lowest bid and award a contract for the 2013 street seal coating activities. A map depicting the extent of the proposed work is also attached to this memorandum. Background: Construction bids for the 2013 Street Seal Coating Project were solicited as part of a Joint Powers Agreement (JPA) for street maintenance activities with the cities of Coon Rapids, Andover, Fridley, Ham Lake, Columbia Heights, Mahtomedi and East Bethel. The intent of this joint powers agreement is to provide an opportunity for participating cities to obtain lower unit bid prices by combining annual maintenance work for several communities into one project bid in order to promote a more competitive bidding environment. The Joint Powers arrangement appears to be producing highly competitive bids for this work. Construction contract bids were collected and opened by the City of Coon Rapids on March 1, 2013. The bidding results are tabulated as follows: Bidder Brooklyn Center Bid Amount JPA Bid Amount Pearson Brothers $129,842.00 $1,567,356.43 Allied Blacktop $135,239.00 $1,639,004.45 Astech Corp. $151,141.00 $1,848,089.35 Budget Issues: Of the three (3) bids received, the lowest Joint Powers bid was submitted by Pearson Brothers Inc. of Hanover, Minnesota, in the amount of $1,567,356.43. A total of $136,108 is designated within the 2013 operating budget for street and parking lot seal coating work. Council Goals: Strategic: 5. We will continue to maintain and upgrade City infrastructure improvements Ongoing: 1. We will provide streamlined, cost effective, quality services with limited resources Mission: Ensuring an anThclive, clean, safe community that enhances the quality of life and preserves the public trust Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION ACCEPTING BID AND AUTHORIZING AWARD OF CONTRACT, IMPROVEMENT PROJECT NO. 2013-09, CONTRACT 13-F, 2013 STREET SEAL COATING WHEREAS, bids for 2013 Street Seal Coating activities were solicited under the Joint Powers Agreement (JPA) for street maintenance activities as authorized by City Council Resolution No. 2006-21; and WHEREAS, pursuant to an advertisement for bids, bids were received, opened, and tabulated by the City of Coon Rapids on the 1st day of March, 2013, under the JPA. Said bids are as follows: Bidder Brooklyn Center Bid Amount JPA Bid Amount Pearson Brothers $129,842.00 $1,567,356.43 Allied Blacktop $135,239.00 $1,639,004.45 Astech Corp $151,141.00 $1,848,089.35 WHEREAS, the overall lowest responsible bidder in accordance with the Joint Powers Agreement Contract is Pearson Brothers Inc. NOW, THEREFORE, BE IT RESOLVED by the City Council ofthe City of Brooklyn Center, Minnesota, that: 1.The Director of Public Works is hereby authorized to order 2013 seal coating activities, pursuant to the Joint Powers Agreement for Street Maintenance Activities, for Improvement Project No. 2013-09, according to the plans and specifications therefore approved by the City Council and on file in the office of the City Engineer. 2.Project costs shall be allocated as follows: Public Works Street Maintenance (43220-6404) $90,889 Municipal State Aid Fund (40200-6404) $38,953 March 11, 2013 Date Mayor ATTEST: City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: • whereupon said resolution was declared duly passed and adopted. ir`Vmazgai pm )-4.4111A7‘ 1110 •How—raj imqnemWenn F-17'I !! I,A13 A V.30NVZId . 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I I .1_1 .1 ILIA__ [I -/T3-Wio 0I I I N 3411 N dna C') .15 a) o_ ,1 1 -T,,I I 1 ,.,. _I ,1 1WLI111_111],J,11AV .CILIVe 0 I IL UviinoevyrtHI__ ILi 1I 1 TC • I ' i 11 7 N 3AI/ XON>L1._ _, HI! N 3AV NV..,01 !TT -t__I U LI -I ii 1 [ 1 -1 113AY __j Ct3 0 Cl) 1! - — I 1__I N RAV d3/1170 N 3AV N3.3rIb • N HAV TOSSMI \\ \ \ I I fJ j Ii 11 OSel31/10 I 1 HJIIV.LAIOGV38d 1.__1 I I12i City Council Agenda Item No. 7a COUNCIL ITEM MEMORANDUM DATE: March 5, 2013 TO: Curt Boganey, City Manager FROM: Steve Lillehaug, DireCtor of Public Works/City Engineer 5 S.")-• SUBJECT: Proclamation Declaring March 23, 2013, at 8:30 p.m. as Earth Hour in Brooklyn Center Recommendation: It is recommended that the City Council adopt a proclamation declaring March 23, 2013, at 8:30 p.m. as Earth Hour in Brooklyn Center. Background: At the February 25, 2013, City Council meeting, the City Council discussed a growing environmental and conservation awareness movement known as Earth Hour. Earth Hour was conceived by the World Wildlife Fund (WWF) and started in 2007 in Sydney, Australia when 2.2 million individuals and more than 2,000 businesses turned their lights off for one hour to take a stand against climate change. Only a year later and Earth Hour had become a global sustainability movement with more than 50 million people across 35 countries participating. Global landmarks including the Golden Gate Bridge in San Francisco and Rome's Coliseum stood in darkness as symbols of hope for a cause that grows more urgent - the protection of the earth's environment by reducing the carbon footprint and preparing for climate-related severe weather. While the City of Brooklyn Center may not have globally recognized iconic symbols that can be darkened, the City can encourage citizens to recognize the need for energy conservation by turning off unnecessary lighting for one hour beginning at 8:30 p.m. and being vigilant in eliminating wasteful energy usage. Promoting this event will help encourage residents and businesses in our community to join in this worldwide conservation effort. City staff is currently reviewing non-safety/security lighting operated and owned by the City and, if the proclamation is adopted, will identify and turn off all non-essential lighting in and around our government buildings accordingly. Budget Issues: There are no budget issues to consider. Council Goals: Strategic: 8. We will encourage citywide environmental sustainability efforts Mission: Ensuring an attractive, clean, safe, inclusive community that enhances the quality of life for all people and preserves the public trust PROCLAMATION DECLARING MARCH 23, 2013, AT 8:30 P.M. TO BE EARTH HOUR 2013 IN BROOKLYN CENTER WHEREAS, Earth Hour is a global movement encouraging individuals, businesses and governments around the world to take positive actions for the environment by turning off their lights for one designated hour,. and WHEREAS, Earth Hour aims to show the actions that people, businesses and governments world-wide are taking to reduce their environmental impact; and WHEREAS, Local communities can do much to reverse environmental degradation and contribute to building a healthy society by addressing such issues as energy use, waste prevention and sustainable practices. NOW, THEREFORE, I, AS MAYOR OF THE CITY OF BROOKLYN CENTER, State of Minnesota, with the consent and support of the Brooklyn Center City Council, do hereby proclaim: 1.March 23, 2013, at 8:30 p.m. as Earth Hour in the City of Brooklyn Center. 2.The City of Brooklyn Center commits itself to undertaking programs and projects that enhance the community's natural environment. 3. The City Council hereby reaffirms its commitment and encourages residents, businesses and institutions to use Earth Hour 2013 to celebrate the Earth and to commit to building a sustainable society by initiating or expanding existing programs which improve energy efficiency, conserve natural resources, reduce or prevent waste and promote recycling. March 11, 2013 Date Mayor Council Members ATTEST: City Clerk City Council Agenda Item No. 7b COUNCIL ITEM MEMORANDUM DATE: March 6, 2013 TO: Curt Boganey, City Manager FROM: Chief Kevin Benner \CC) SUBJECT: 2012 Annual Police Crime Data Report Recommendation: This is an informational item. Background: The Chief of Police will provide an overview of the attached 2012 Annual Crime Data Report. Budget Issues: There are no budget issues to consider. Council Goals: Strategic: 3. 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I.= ILJ 1- • City Council Agenda Item No. 8a COUNCIL ITEM MEMORANDUM DATE: March I I, 2013 TO: Curt Boganey, City Manager FROM:A 5Vickie Schleuning, Assistant City Manager/Director of Building and Community Standards SUBJECT: Public Hearings on Proposed Special Assessments for Diseased Tree Removal Costs and Weed Removal Costs Recommendation: •It is recommended that the City Council conduct the subject public hearings and consider approval of the attached resolutions certifying special assessments for Diseased Tree Removal Costs and Weed Removal Costs. Background: Two public hearings are scheduled for March 11, 2013 to consider certification of proposed special assessments. The City Council called for a March 11, 2013 public hearing at its February 11, 2013 meeting. All potentially affected property owners have been notified by certified mail of the date of the public hearing and the amount of the proposed special assessments. As of March 6, 2013, no faunal appeals have been made to City staff since the February 11, 2013 Council meeting. The following is a brief summary of the minimum process involved in City-facilitated abatements. •A written compliance notice is provided to the owner of record. In addition to notifying the owner of record, in certain cases, properties may be posted or other responsible parties may be notified. •A follow up inspection is conducted to verify compliance. •If compliance is not achieved, the City will take corrective actions to remove the public nuisance or hazard. In certain cases, the property owner may provide written agreement to a City-facilitated abatement. •The City bills the owner of record for the portion of costs the City has incurred directly related to the abatement action. A service charge is applied to help recover city costs associated with the entire abatement process- inspections, notifications, invoicing, administrative systems, etc. •The direct costs of the abatement are recorded as pending special assessments and this information is available to the public. When a property is sold, agencies or parties often conduct property searches to determine the pending and levied special assessment amounts. Payments of any pending or levied special assessment should be determined by the sellers and buyers as part of the sales transactions. Mission: Ensuring an attractive, clean, safe community that enhances the quality of life and preserves the public trust COUNCIL ITEM MEMORANDUM Recommended Council Procedure Staff recommends that the City Council conduct the hearings concurrently. The attached resolutions certifying the assessments to the Hennepin County tax rolls are provided for Council consideration upon closing of the public hearings. If any additional property owner files an appeal with the City Clerk prior to the public hearing, or should any person appear at the hearing and object to an assessment, staff recommends that the Council refer any substantive objections to staff for a report back to the Council at a continued hearing. An example might be an issue whereby staff would need to research the history of a particular complaint and assemble documentation. The Council should consider removing the objection related assessment from the proposed levy roll and adopting the remaining proposed assessments. If an appeal for a specific property is filed within district court, the City Attorney will advise the Council of options for handling the dispute and potential litigation issues. Payment Options available to Property Owners Once an assessment roll is adopted by the Council, the owner of each property has the following options: 1.Pay the entire amount of the special assessment, without interest, between March 12, 2013 and April 10, 2013. 2.After April 10, 2013 through November 27, 2013, the property owner may pay the total special assessment plus accumulated interest (6.0 percent) through the date of payment. 3. If payments are made with property taxes, the first payment will be due with taxes in 2014. The total principal will be payable in annual installments for the period stated on the levy roll and as indicated below. Interest of 6.0 percent is accrued on the unpaid balance. Diseased Tree Removal Costs Five Year Weed Removal Costs One Year Partial prepayments (such as paying half now and certifying the balance) are not allowed under current assessment policy. Budget Issues: The levy roll for diseased tree removal costs totals $24,133.07. The levy roll for weed removal costs totals $32,779.31. However, the list will be updated as appropriate for the Council Meeting reflecting payments made by March 8, 2013. Mission: Ensuring an attractive, clean, safe conununi0 that enhances the quality of life and preserves the public trust COUNCIL ITEM MEMORANDUM Attachment: Resolutions- Diseased Tree Removal Weed Removal List of Levied Properties- The list will be updated for Council Meeting based on payments made by March 8, 2013. Council Goals: Strategic: 1. We will stabilize and improve residential neighborhoods Ongoing: 1. We will provide streamlined, cost effective, quality services with limited resources Mission: Ensuring an attractive, clean, safe comma), that enhances the quality of life and preserves the public trust Member introduced the following resolution and moves its adoption: RESOLUTION NO, RESOLUTION CERTIFYING SPECIAL ASSESSMENTS FOR DISEASED TREE REMOVAL COSTS TO THE HENNEPIN COUNTY TAX ROLLS WHEREAS, the City of Brooklyn Center has caused the removal of trees on certain properties within the City during 2012 under the authority of Minnesota Statutes, Section 18G.13, City Ordinance Section 20-301 through 20-306 and/or by written agreement with the owners of such property; and WHEREAS, on March 11, 2013, certain tree removal costs remained unpaid; and WHEREAS, an assessment roll for unpaid accounts during 2012, a copy of which is attached hereto and made part hereof by reference, has been prepared by the City Clerk, tabulating those properties where tree removal costs are to be assessed, together with the amounts proposed to be assessed to each property; and WHEREAS, Minnesota State Statute authorizes the certification of delinquent tree removal costs to the County tax rolls for collection; and WHEREAS, pursuant to proper notice duly given as required by law, the Council has met and heard and passed upon all objections to the proposed assessment for tree removal costs. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brooklyn Center, Minnesota that: 1.The special assessment roll of tree removal costs incurred during the year 2012 is hereby adopted and certified as Levy No. 18410. 2.The special assessments as adopted and confirmed shall be payable in equal annual installments with interest thereon at six (6) percent per annum, extending over a period of five years. The first of the installments shall be payable with ad valorem taxes in 2014, and shall bear interest on the entire assessment from April 11, 2013 through December 31, 2014. To each subsequent installment when due shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may at any time prior to the certification of the assessment to the County Auditor pay the whole of the assessment, to the City Treasurer, without interest, if the entire assessment is paid on or before April 10, 2013. After April 10, 2013, he or she may pay the total special assessment, plus interest. Interest will accumulate from April 11, 2013 through the date of payment. Such payment must be made by the close of business November 27, 2013 or interest will be charged through December 31 of the succeeding year. 4. The City Clerk shall forthwith transmit a certified duplication of this assessment to the County Auditor to be extended on the proper tax lists of the county and such assessments shall be collected and paid over in the same manner as other municipal taxes. March 11, 2013 Date Mayor ATTEST: City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereon said resolution was declared duly passed and adopted. Member introduced the following resolution and moves its adoption: RESOLUTION NO. RESOLUTION CERTIFYING SPECIAL ASSESSMENTS FOR WEED REMOVAL COSTS TO THE HENNEPIN COUNTY TAX ROLLS WHEREAS, the City of Brooklyn Center has caused noxious weeds and tall grass to be cut down on properties within the City under the authority of Minnesota Statues Section 18.78 and City Ordinance Section 19-1601 through 19-1604; and WHEREAS, on March 11, 2013, certain weed destruction accounts for removal of said weeds and tall grass costs remained unpaid; and WHEREAS, an assessment roll for unpaid accounts from 2012, a copy of which is attached hereto and made part hereof by reference, has been prepared by the City Clerk, tabulating those properties where unpaid weed destruction account costs are to be assessed to each property; and WHEREAS, Minnesota State Statute authorizes the certification of delinquent weed destruction accounts to the County tax rolls for collection; and WHEREAS, pursuant to proper notice duly given as required by law, the Council has met and heard and passed upon all objections to the proposed assessment for weed destruction costs. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brooklyn Center, Minnesota that: 1.The special assessment roll of unpaid weed destruction accounts incurred during the year 2012 is hereby adopted and certified as Levy No. 18411. 2.The special assessments as adopted and confirmed shall be payable with ad valorem taxes in 2014, in one annual installment with interest thereon at six (6) percent per annum and shall bear interest on the entire assessment from April 11, 2013 through December 31, 2014. 3. The owner of any property so assessed may at any time prior to the certification of the assessment to the County Auditor pay the whole of the assessment, to the City Treasurer, without interest, if the entire assessment is paid on or before April 10, 2013. After April 10, 2013, he or she may pay the total special assessment, plus interest. Interest will accumulate from April 11, 2013 through the date of payment. Such payment must be made by the close of business November 27, 2013 or interest will be charged through December 31 of the succeeding year. 4. The City Clerk shall forthwith transmit a certified duplication of this assessment to the County Auditor to be extended on the proper tax lists of the county and such assessments shall be collected and paid over in the same manner as other municipal taxes. March 11, 2013 Date Mayor ATTEST: City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member and upon vote being taken thereon, the following voted in favor thereof: and the following voted against the same: whereon said resolution was declared duly passed and adopted. Amended Special Assessment Certified Roll (Grass/Weeds) 2012 Weed Destruction Printed March 01, 2013 Municipal Code No. 22 Levy No. Property Address•Property ID Pending Capital Levy Runs One Year Special Total Interest Assessment Amount Amount Charge Charge Certified 18411 5930 Camden Ave N 01-118-21-12-0022 258.21 10.00 30.00 298.21 18411 5958 Camden Ave N 01-118-21-12-0025 246.19 10.00 30.00 286.19 18411 6023 Lyndale Ave N 01-118-21-12-0031 390.77 10.00 30.00 430.77 18411 5706 Camden Ave N 01-118-21-13-0044 370.23 10.00 30.00 410.23 18411 5700 Camden Ave N 01-118-21-13-0045 502.49 10.00 30.00 542.49 18411 5943 Colfax Ave N 01-118-21-21-0018 358.21 10.00 30.00 398.21 18411 5931 Colfax Ave N 01-118-21-21-0020 477.68 10.00 30.00 517.68 18411 6028 Bryant Ave N 01-118-21-21-0087 822.72 10.00 30.00 862.72 18411 5729 Bryant Ave N 01-118-21-24-0046 738.57 10.00 30.00 778.57 18411 5741 Bryant Ave N 01-118-1-24-0047 258.21 10.00 30.00 298.21 18411 5525 Colfax Ave N 01-118-21-31-0072 492.38 10.00 30.00 532.38 18411 5642 Humboldt Ave N 01-118-21-32-0076 358.21 10.00 30.00 398.21 184115510 Emerson Ai‘ie N 01-118-21-32-0123 306.30 10.00 30.00 346.30 18411 5444 Humboldt Ave N 01-118-21-33-0069 246.19 10.00 30.00 286.19 18411 5322 Fremont Ave N 01-118-21-33-0127 258.21 10.00 30.00 298.21 18411 5305 Bryant Ave N 01-118-21-34-0078 258.21 10.00 30.00 298.21 18411 5301 Colfax Ave N 01-118-21-34-0087 282.26 10.00 30.00 322.26 18411 5438 Dupont Ave N 01-118-21-34-0109 1,080.94 10.00 30.00 1,120.94 18411 5421 4th St N 01-118-21-43-0058 358.21 10.00 30.00 398.21 18411 5400 Camden Ave N 01-118-21-43-0084 330.35 10.00 30.00 370.35 18411 5744 Logan Ave N 02-118-21-14-0100 492.38 10.00 30.00 532.38 18411 5939 John Martin Dr 02-118-21-21-0014 354.40 10.00 30.00 394.40 18411 5409 Queen Ave N 02-118-21-34-0016 100.00 10.00 30.00 140.00 18411 5400 Queen Ave N 02-118-21-34-0032 597.91 10.00 30.00 637.91 18411 5527 Humboldt Ave N 02-118-21-41-0002 1,393.54 10.00 30.00 1,433.54 18411 5533 Irving Ave N 02-118-21-41-0030 100.00 10.00 30.00 140.00 18411 5602 Knox Ave N 02-118-21-41-0060 100.00 10.00 30.00 140.00 18411 2106 Ericon Dr 02-118-21-42-0101 576.54 10.00 30.00 616.54 18411 2018 55th Ave N 02-118-21-43-0075 100.00 10.00 30.00 140.00 18411 2012 55th Ave N 02-118-21-43-0076 100.00 10.00 30.00 140.00 18411 5321 Humboldt Ave N 02-118-21-44-0036 100.00 10.00 30.00 140.00 18411 5316 Logan Ave N 02-118-21-44-0073 513.75 10.00 30.00 553.75 18411 5401 Irving Ave N 02-118-21-44-0089 246.19 10.00 30.00 286.19 18411 5332 James Ave N 02-118-21-44-0108 270.23 10.00 30.00 310.23 18411 6031 Brooklyn Blvd 03-118-21-12-0015 100.00 10.00 30.00 140.00 18411 6007 Brooklyn Blvd 03-118-21-12-0019 100.00 10.00 30.00 140.00 18411 5916 Ewing Ave N 03-118-21-12-0027 979.03 10.00 30.00 1,019.03 18411 6042 Ewing Ave N 03-118-21-12-0085 504.40 10.00 30.00 544.40 18411 5801 Drew Ave N 03-118-21-13-0029 100.00 10.00 30.00 140.00 City of Brooklyn Center -6301 Shingle Creek Parkway - Brooklyn Center MN 55430 Page 1 of 2 Amended Special Assessment Certified Roll (Grass/Weeds) 2012 Weed Destruction Printed March 01, 2013 Municipal Code No. 22 Levy No. Property Address Property ID Pending Capital Levy Runs One Year Special Total Interest Assessment Amount Amount Charge Charge Certified 18411 5841 Zenith Ave N 03-118-21-14-0010 438.56 10.00 30.00 478.56 18411 6018 Kyle Ave N 03-118-21-22-0015 732.84 10.00 30.00 772.84 18411 5937 June Ave N 03-118-21-22-0020346.19 10.00 30.00 386.19 18411 5549 Brooklyn Blvd 03-118-21-42-0018 394.28 10.00 30.00 434.28 18411 3706 53rd Ave N 03-118-21-43-0062 552.49 10.00 30.00 592.49 18411 4937 Brooklyn Blvd 10-118-21-14-0012 342.38 10.00 30.00 382.38 18411 3825 51st Ave N 10-118-21-24-0022 258.21 10.00 30.00 298.21 18411 7217 Camden Ave N 25-119-21-31-0083 246.19 10.00 30.00 286.19 18411 7211 Camden Ave N 25-119-21-31-0084 258.21 10.00 30.00 298.21 18411 6900 Morgan Ave N 26-119-21-43-0007 918.91 10.00 30.00 958.91 18411 7006 Morgan Ave N 26-119-21-43-0052 294.28 10.00 30.00 334.28 18411 2107 70th Ave N 26-119-21-43-0098 612.61 10.00 30.00 652.61 18411 1707 70th Ave N 26-119-21-44-0040 246.19 10.00 30.00 286.19 18411 7137 France Ave N 27-119-21-31-0050 810.70 10.00 30.00 850.70 18411 7225 Halifax Ave N 27-119-21-31-0066 246.19 10.00 30.00 286.19 18411 3806 Urban Ave 27-119-21-43-0049 100.00 10.00 30.00 140.00 18411 7037 Perry Ave N 28-119-21-44-0018 342.38 10.00 30.00 382.38 18411 6803 Perry Ave N 33-119-21-11-0044 258.21 10.00 30.00 298.21 18411 6712 Perry Ave N 33-119-21-11-0050 246.19 10.00 30.00 286.19 18411 6703 Perry Ave N 33-119-21-11-0060774.64 10.00 3000 814.64 18411 5313 67th Ave N 33-119-21-12-0050 246.19 10.00 30.00 286.19 18411 4806 Howe La 33-119-21-14-0046 267.56 10.00 30.00 307.56 18411 6400 Orchard Ave N 33-119-21-41-0017 1,044.87 10.00 30.00 1,084.87 18411 6331 Perry Ave N 33-119-21-41-0075 258.21 10.00 30.00 298.21 18411 4901 61st Ave N 33-119-21-44-0062 426.54 10.00 30.00 466.54 18411 3112 67th Ave N 34-119-21-14-0004 942.96 10.00 30.00 982.96 18411 3106 67th Ave N 34-119-21-14-0005 100.00 10.00 30.00 140.00 18411 6341 Halifax Dr 34-119-21-31-0006 330.35 10.00 30.00 370.35 18411 6419 Marlin Dr 34-119-21-31-0071 624.63 10.00 30.00 664.63 18411 3807 62nd Ave N 34-119-21-34-0073 100.00 10.00 30.00 140.00 18411 3813 Joyce La 34-119-21-34-0109 246.19 10.00 30.00 286.19 18411 6236 Chowen Ave N 34-119-21-43-0019 156.30 10.00 30.00 196.30 18411 3013 62nd Ave N 34-119-21-44-0103 294.28 10.00 30.00 334.28 18411 6701 Bryant Ave N 36-119-21-21-0075 798.67 10.00 30.00 838.67 18411 6843 Emerson Ave N 36-119-21-22-0027 200.00 10.00 30.00 240.00 18411 6614 Bryant Ave N 36-119-21-24-0018 100.00 10.00 30.00 140.00 Total:32,779.31 City of Brooklyn Center -6301 Shingle Creek Parkway - Brooklyn Center MN 55430 Page 2 of 2 Amended Special Assessment Certified Roll (Trees) 2012 Tree Removal Printed March 01, 2013 Municipal Code No. 22 Levy No. Property Address Property ID Pending Capital Levy Runs Five Years Special Total Interest Assessment Amount Amount Charge Charge Certified 18410 6035 Bryant Ave N 01-118-21-21-0093 1,947.03 30.00 30.002,007.03 18410 5835 Camden Ave N 01418-21-24-0107 512.5030.00 30.00 572.50 18410 1201 57th Ave N 01-118-21-32-0105 1,198.91 30.00 30.00 1,258.91 18410 5700 Knox Ave N 02-118-21-14-0086 3,683.75 30.00 30.00 3,743.75 18410 5343 Knox Ave N 02-118-21-44-0004 232.09 30.00 30.00 292.09 18410 5436 James Ave N 02-118-21-44-0121 497.34 30.00 30.00 557.34 18410 6007 Halifax P1 03-118-21-21-0056 1,796.25 30.00 30.00 1,856.25 18410 5348 Sailor La 03-118-21-43-0038 327.50 30.00 30.00 387.50 18410 5323 Brooklyn Blvd 03-118-21-44-00144,431.88 30.00 30.00 4,491.88 18410 1612 69th Ave N 26-119-21-44-0104 905.00 30.0030.00 965.00 18410 3806 72nd Ave N 27-119-21-42-0063 550.0030.00 30.00 610.00 18410 6601 Unity Ave N 33-119-21-13-0077 899.6630.00 30.00 959.66 18410 6415 Brooklyn Blvd 34-119-21-31-0106 363.75 30.00 30.00 423.75 18410 4401 65th Ave N 34-119-21-32-0108 1,813.4430.00 30.00 1,873.44 18410 3300 Mumford Rd 34-119-21-44-0029 331.69 30.00 30.00 391.69 1-8410 6337 Bryant Ave N 36-119-21-31-00423,305.09 30.00 30.00 3,365.09 18410 6214 Lilac Dr N 36-119-21-33-0006 317.19 30.00 30.00 377.19 Total:24,133.07 City of Brooklyn Center -6301 Shingle Creek Parkway - Brooklyn Center MN 55430 Page 1 of 1 City Council Agenda Item No. 10a COUNCIL ITEM MEMORANDUM DATE: March 4, 2013 TO: Curt Boganey, City Manager FROM: Sharon Knutson, City Clerk ‘44/11)\4-- SUBJECT: An Ordinance Amending Chapter 11 of the City Code of Ordinances Relating to Liquor Licensing Recommendation: It is recommended that the City Council consider approval of first reading of An Ordinance Amending Chapter 11 of the City Code of Ordinances Relating to Liquor Licensing and set second reading and Public Hearing for April 8, 2013. Background: During the 2011 Minnesota Legislative Session, Minnesota Statutes 340A.301 was amended to include a provision allowing for properly licensed malt beverage manufacturers (Brewers) to apply for a Brewer Taproom License (this law was known as the "Surly bill"). The Brewer Taproom License allows for the sale of beer brewed by the brewer to retail customers. Nothing in Minnesota Statutes 340A.301, Subdivision 6b precludes the holder of a Brewer Taproom License from also holding a license to operate a restaurant at the brewery. Surly Brewing Company submitted a request to amend the City ordinance to allow for a Brewer Taproom License at its current location 4811 Dusharme Drive. However, Minnesota Statutes 340A.601, Subdivision 5 provides that, a city owning and operating a municipal liquor store may issue on-sale liquor licenses only to hotels, clubs, and restaurants. Surly Brewing Company does not operate a restaurant and its current brewery would not qualify for a Brewer Taproom License since Brooklyn Center operates municipal liquor stores. In October 2011 the City's liquor ordinance was amended to add a Brewer Taproom License with the provision that the license shall only be issued to a restaurant. The 2013 Minnesota Legislative Session is underway, and S.F. No. 467, authored by Senator Eaton, and its companion H.F. No. 266, authored by Representative Hilstrom, has been introduced. The bills are identical and would allow brewer taprooms to be located in cities with municipal liquor, amending Minnesota Statutes 340A.601, Subdivision 5. An attorney representing Surly Brewing Company has been in discussions with City Attorney Charlie LeFevere regarding the implications of this bill if it passes. If it is the desire of the City Council to consider issuance of a Brewer Taproom License to Surly, then the City liquor ordinance would need to be amended to authorize its issuance. Since the passage of an ordinance amendment is quite lengthy, it is the City Attorney's recommendation to consider an amendment and hold the Public Hearing prior to the Legislature adopting the bill into law. The ordinance would be adopted contingent upon the passage of the bill and effective the same date. If the bill is not adopted, then the ordinance would not be amended. Mission: Ensuring an attractive, clean, safe, inclusive community that enhances the quality of life for iillpeople and preserves the public trust COUNCIL ITEM MEMORANDUM Budget Issues: There is a potential for revenue from the issuance of a taproom license. Council Goals: Council Goals: Strategic: 2. We will proceed aggressively with implementation of City's redevelopment plans Ongoing: 4. We will ensure the city influence at the legislature Mission: Ensuring an attractive, clean, safe, inclusive community that enhances the quality of life - for all people and preserves the public trust CITY OF BROOKLYN CENTER Notice is hereby given that a public hearing will be held on the day of 2013 at 7 p.m. or as soon thereafter as the matter may be heard at the City Hall, 6301 Shingle Creek Parkway, to consider An Ordinance Amending Chapter 11 of the City Code of Ordinances Relating to Liquor Licensing. Auxiliary aids for persons with disabilities are available upon request at least 96 hours in advance. Please contact the City Clerk at 763-569-3300 to make arrangements. ORDINANCE NO. AN ORDINANCE AMENDING CHAPTER 11 OF THE CITY CODE OF ORDINANCES RELATING TO LIQUOR LICENSING THE CITY COUNCIL OF THE CITY OF BROOKLYN CENTER DOES ORDAIN AS FOLLOWS: Section 1. The Brooklyn Center City Code of Ordinances, Section 11-107 is amended as follows: Section 11-107. TYPES OF LIQUOR LICENSES AND PERMITS. The following are the types of Liquor licenses and permits that may be issued by the City pursuant to this Chapter: 12. Brewer Taproom License. This license may be issued to the holder of a brewer's license under Minnesota Statutes 340A.301, Subdivision 6(c), (i), or (j) and shall be issued only to a Restaurant. A brewer taproom license authorizes on-sale of malt liquor produced by the brewer for consumption on the premises of or adjacent to one brewery location owned by the brewer. A brewer may only have one brewer taproom license and may not have an ownership interest in a brewery licensed under Minnesota Statutes 340A.301, Subdivision 6(d). A brewer taproom license may not be issued to a brewer if the brewer seeking the license, or any person having an economic interest in the brewer seeking the license or exercising control over the brewer seeking the license, is a brewer that brews more than 250,000 barrels of malt liquor annually or a winery that produces more than 250,000 gallons of wine annually. Section 2. This ordinance shall be effective after adoption and thirty days following its legal publication and following adoption of legislation by the 2013 Minnesota Legislature allowing brewer taprooms to be located in cities with municipal liquor. Adopted this day of 2013. Mayor ATTEST: City Clerk Date of Publication: Effective Date: (Strikeout indicates matter to be deleted, underline indicates new matter.) 01/28/13 REVISOR JSK/KS 13-1184 as introduced SENATE STATE OF MINNESOTA EIGHTY-EIGHTH LEGISLATURE (SENATE AUTHORS: EATON, Hoffman, Metzen and Dahle) DATE D-PG OFFICIAL STATUS 02/14/2013 233 Introduction and first reading Referred to Commerce S.F. No. 467 1.1 A bill for an act 1.2 relating to alcohol; allowing brewer taprooms to be located in cities with 1.3 municipal liquor; amending Minnesota Statutes 2012, section 340A.601, 1.4 subdivision 5. 1.5 BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MINNESOTA: 1.6 Section 1. Minnesota Statutes 2012, section 340A.601, subdivision 5, is amended to 1.7 read: 1.8 Subd. 5. Issuance of licenses to private persons. A city owning and operating a 1.9 municipal liquor store may issue on-sale liquor licenses to hotels, clubs, and restaurants, 1.10 and brewer taprooms licensed under section 340A.301, subdivision 6b. A city issuing 1.11 on-sale licenses under this subdivision may continue to operate the municipal liquor store 1.12 or may resume operation of a municipal liquor store previously discontinued. 1.13 The number of on-sale licenses issued under this section by a city is governed by 1.14 section 340A.413. 1.15 A city may not issue licenses under this section, other than a license issued to a club 1.16 under section 340A.404, subdivision 1, clause (4), until authorized by the voters of the 1.17 city voting on the question at a special election called for that purpose. Section 1. 01/28/13 REVISOR JSKJKS 13-1184 This Document can be made availablein alternative formats upon request State of Minnesota HOUSE OF REPRESENTATIVES 266 01/31/2013 Authored by Hilstrom The bill was read for the first time and referred to the Committee on Commerce and Consumer Protection Finance and Policy 1.1 A bill for an act 1.2 relating to alcohol; allowing brewer taprooms to be located in cities with 1.3 municipal liquor; amending Minnesota Statutes 2012, section 340A.601, 1.4 subdivision 5. 15 BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MINNESOTA: 1.6 Section 1. Minnesota Statutes 2012, section 340A.601, subdivision 5, is amended to 1.7 read: 1.8 Subd. 5. Issuance of licenses to private persons. A city owning and operating a 1.9 municipal liquor store may issue on-sale liquor licenses to hotels, clubs, and restaurants, 1.10 and brewer taprooms licensed under section 340A.301, subdivision 6b. A city issuing 1.11 on-sale licenses under this subdivision may continue to operate the municipal liquor store 1.12 or may resume operation of a municipal liquor store previously discontinued. 1.13 The number of on-sale licenses issued under this section by a city is governed by 1.14 section 340A.413. 1.15 A city may not issue licenses under this section, other than a license issued to a club 1.16 under section 340A.404, subdivision 1, clause (4), until authorized by the voters of the 1.17 city voting on the question at a special election called for that purpose. Section 1. 1 EIGHTY-EIGHTH SESSION AGENDA CITY COUNCIL/ECONOMIC DEVELOPMENT AUTHORITY WORK SESSION March 11, 2013 Immediately Following Regular City Council and EDA Meetings Which Start at 7:00 P.M. Council Chambers City Hall A copy of the full City Council packet is available to the public. The packet ring binder is located at the front of the Council Chambers by the Secretary. ACTIVE DISCUSSION ITEMS 1.Roseville "U" Concept (Citizens Academy) — Councilmember Myszkowski 2.Inclusion and Diversity Assessment 3. Strategic Planning RFP Response PENDING LIST FOR FUTURE WORK SESSIONS Later/Ongoing 1.National League of Cities Service Line Program 2.Assessment Hearing Policy 3.Annual Reports — Departmental 4.Strategic Plan Annual Report 5. 2013 Legislative Issues Work Session Agenda Item No. 1 MEMORANDU - COUNCIL WORK SESSION DATE: March 6, 2013 TO: City Council FROM: Curt Boganey, City ManagA SUBJECT: Roseville University Recommendation: It is recommended that the City Council consider providing direction to staff regarding the establishment of a Citizens Academy in Brooklyn Center Background: The City Council agreed to discuss the "Roseville U" citizen's academy as a possible means of engaging the Brooklyn Center community, at the request of Councilmember Myszkowski during the January 28 th 2013 study session As a follow up to this item I have made contact with the Carolyn Curti the program coordinator for the City of Roseville. She indicated that the program is modeled after a very similar program in Hopkins. The primary purpose is to provide more citizens with a strong foundation of understanding and factual information about the way local government operates. Currently the academy is a seven week program that meets every other Thursday for about 3 hours. Each week a different department presents information about its' responsibilities and the way it operates. Occasionally a tour is included. The goal is to attract 40 participants each year. The level of participation has varied each session. Participation is limited to residents. According to Ms. Curti the results overall have been positive. She believes the program has contributed to a better informed and engaged citizenry. Several graduates have become active citizens in involved in Commissions. She indicated the start-up year was the most staff intensive period. Since then they have developed a routine that requires in the range of 40 hours of staff time for preparation and presentation. I have enclosed a copy of the information provided to me regarding the program, including participant comments and the power point from one program session Policy Issues: Is the concept of a Citizens Academy consistent with the Goals of the City Council? Should the establishment of a Citizens Academy take priority over other staff activities? 11Pa g e MEMORANDUM - COUNCIL WORK SESSION Council Goals: 5.We will value and benefit from the community's demographic makeup and cultural diversity 6.We will increase the engagement of all segments of the community CW. City. University.03.11.13 2 I want you to learn how your local government works during the FREE Roseville University. Class Highlights: -Tour the Police Department and spend some time in jail -Find out how water is pumped to your home -Get a behind the scenes tour of city facilities -Try your hand at setting the annual budget Every Other Thursday February 28 - May 23, 2013 Classes start at 6:30 p.m. Space fills up quickly so register now! Register online at www.cityofroseville.com/RosevilleU or call 651-792-7001 to have a form mailed to you. Deadline is February 15 For more information call 651-792-7001. February 11, 2013 Congratulations Roseville U Class of 2013! You have been accepted into the Roseville University program. We are excited to offer you seven weeks of learning how your city government is run. Our first class meets on Thursday, February 28, at 6:30 p.m. at Roseville City Hall, 2660 Civic Center Drive. Meetings will generally run until 9:00 p.m. We will meet every other Thursday until May 23. Classes will meet in the Council Chambers, unless we notify you beforehand. We will include tours and demonstrations so you can see firsthand many interesting things that are done to keep our city running efficiently and effectively. We currently have room to add a few more students. Please encourage your friends, spouse or neighbors to contact Carolyn Curti at 651-792-7026 about joining this year's program. We will have information packets and schedules for you to pick up at our first class. Please call 651-792-7001 if you are unable to make the February 28 meeting. We look forward to seeing you soon. Sincerely, William J. Malinen City Manager Class roster Newsletter, Org Chart City Buildings & Facilities Map Week 1 — February 28 Administration City Council Chambers Week 2 — March 14 Finance City Council Chambers Week 3 — March 28 Public Works City Council Chambers Week 4 — April 11 Fire City Council Chambers Week 5 — April 25 Police City Council Chambers Week 6 — May 9 Parks and Recreation City Council Chambers Week 7 — May 23 Community Development/Graduation City Council Chambers 2013 Roseville University EVALUATIONS Week 1 Comments This was very informative and well structured. Can't think of anything at this time to help add to or take from what was done. Thanks to all members for your time. Good overview. I have a bad back. 2 1/2 hours is LONG for me. Require speakers to use microphones. Every non-microphone user loudly asks "Can you hear me?" but eventually wanders around and trails off to being barely audible. More group participation is better. Remind people of the binders, etc. Good luck. Great! Good to meet all City Council members (will Bob Willmus be part of the future?) I know he was introduced would be nice to hear him. Excellent program. Good and very informative. No complaints. I liked it but we needed some standup breaks. It did get a bit boring at times. I like meeting each member of the City Council. It was helpful to understand what each person is in charge of. Possibly try to use more "user friendly terms" (did a pretty good job of that though!) Thank you for this opportunity. As a person who has liked government from "a far", this allows me to get a better knowing and understanding of how Roseville operates. Enjoyed hearing from all the speakers. Learned a lot even though we have lived in Roseville for a long time (41 years.) Useful to have presentation to educate citizens. Should have been available 41 years ago. This session was really informative. I especially appreciated hearing about city structure and funding. I would have liked to hear more about Plan A and charter type cities. Good info — covered all appropriate level of detail. All speakers presented well. We do need a short break. Don't want to walk and individually miss something. Great job! The council members were well prepared and well spoken. I would have liked more information on electronic communication and how it relates to laws. The "Survey Says" slide looked cool and I wish it had been bigger in our packet. It was good to hear about all of the volunteer opportunities in the city. It was also good to hear council members backgrounds and stories. Very thorough presentation. It was good to meet the city officers. In general, I'd like to see more use made of Nextdoor as a way of disseminating small and large items of information. Could it be used to organize emergency preparedness on a neighborhood level? This is a wonderful program. I learned a lot from today's session. I'd appreciate to have a five minute break during the 2 1/2 hour class. Thank you! All speakers covered material well. Great information. One suggestion: Use the mike unless you're sure your voice is strong. Could not hear the last female council member well. I appreciate the mayor and council members being in attendance and participating. I thought it was a very good overview of the layers of government and what constraints the elected and appointed officers work under. Perhaps explore something that was controversial — how it was resolved? Good information. Interesting and engaging. Great. It was a good opportunity to know how your work goes. Excellent! I learned a lot. Would like an index of where we go to get questions answered. Well paced presentation. Much more interesting than I anticipated. Looking forward to next week. Really enjoyed meeting council members and mayor. Please don't test me — I'm too old! 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' 9 t ' (I) C 2 (1)>'A O - 'i7) / I II (f) TD 6 0.._:417, cs (i) .c0 ..w.=c7)0 ''')i co c co.._a)0 Eo 6 w a) ' 2 °(f) 2 EiE° ,§ -FK3 g._ 0 00 w ct Ni 0 i. 0 ce) a) ao= 0 Work Session Agenda Item No. 2 MEMORANDUM - COUNCIL WORK SESSION DATE: March 6, 2013 TO: City Council FROM: Curt Boganey, City Manag SUBJECT: Inclusion and Diversity Assessment Recommendation: The purpose of the worksession is to provide an update regarding our current Inclusion efforts. If you desire we can invite the consultant to a future worksession to discuss the findings and recommendations in greater detail. Background: The City Councils' fourth Strategic Goal states that we will value and benefit from the community's demographic makeup and cultural diversity. Toward the achievement of this goal we have engaged the services of Inclusion Inc. to conduct an organization assessment around the issues of inclusion and diversity. The purpose of the assessment is to determine the current state of our organization as it relates to having an inclusive culture and environment. On Tuesday, I will be sharing the result of the assessment with our managers and supervisors. Following this staff meeting we will identify priorities and specific action steps directed toward building on our current strengths and effective addressing gaps that exist. Policy Issues: Council Goals: 5.We will value and benefit from the community's demographic makeup and cultural diversity 6.We will increase the engagement of all segments of the community cw.inclusion.03 .11.13 — Mission: Ensuring an attnictive, clew!, saft, inclusive community that enhances the quality of life fir all people and preserves the public trust 11 [11 ©II Si©1-1 Inclusion Is A Business Strategy ROOK LIN CENTER Criy Broadyra Cerdev Assessmaa Resu Presented 3/12/2013 (For Double Dozen Management Team) 3/7/2013 PRESENTATION OVERVIEW Why is this important? Methodology Overview of Key Findings Examples of Data Overview of Recommendations InclusioniVIC HOOATI lickaka Bu,.,c, C C 0CENTER 2 1 F..0 S[10 SO -0TIO\ XV ,BROOK IAN CENTER Inclusion , \C'LIIMOP HOOKIJN InclusiortMC AE,s,...Siabay C t) riToD)Liici F[\11G7)/(--GLAii. TO 3/7/2013 3 3/7/2013 USllOk: SO_UTilcON 10hsk.0 [:), CT' FJ H \ air071.1",V CENT411 CLUS 11 0 THE SOL J17110 OVM110K, tN InclusionELIC IncknkA t, A Bin,. c c 4 3/7/2013 C_UMOV: TM SO 10E_ TO IIFG YOUlk COMA InclusionG tras,A11,T,s&t..j, ( 0e'FSTER CITY OF BROOKLYN CENTER 0(.1 ,, . . ,• InclusioUNG0 10 XRATE I II 5 Brooklyn Center Community Brooklyn Center Employees IIkH1. t t41- 1. flrJ •'L 3r IN14,-.•ROOK/.CEN>ER InclusionINC Kirs-cr Ez A Slreege , c METHODOLOGY Web-Based Survey 'Participation Rate: 119/180 1-on-1 Interviews •7 Dept Heads .28 Additional Employees .8 MAC Members Focus Groups -22 Employees -4 Commissions Members XNOOZ.F.S . [MEN k,thrl'.0.1i A en.10,,,,, Elra,u7,C 0 12 3/7/2013 6 OV 1-2V MIT 01' FM arlirROZtr,V <MEI? InclusionINC 1,41e,,AA C C 13 3/7/2013 STRENGTHS •Positive working relationships with colleagues and feelings for the workplace •No significant disparity was in responses from different generations •Strong sense of mission fulfillment and commitment to serving the community •Employee loyalty and long-term careers for many employees •Awareness of continually changing demographics and increased diversity in the community •External stakeholder group (MAC) has a solid relationship with BC Police Department ROOM),LFVTGR 14 7 AREAS FOR IMPROVEMENT o Race or gender perspectives not fully shared/lack of diversity at leadership levels o Cultural differences, including language barriers, continue to present issues o Some feelings of departmental separation and isolation (i.e., silos) o Lack of diversity amongst the Commissions members o Community-facing parts of BC could benefit by employing MAC model o Police Force and Fire Department could improve diversity representation for connection to the local community o Issues indicated in responses from women, fiscal & support services, and ADM o Lack of understanding of how I&D can help serve the communityaill. CANTER Inclusion Mu Ls A 8,,,,ss . r. 15 AAP,LS OF KEY bATA allir4HOZWN (TATER InciusioviINC Irr.W.Nth A13.;,,s Slut,r/ , 16 3/7/2013 8 3/7/2013 InclusionIKIC' GENERATIONS (overall positive responses) 100.00% 90.00% 80.00% 70.00% 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% 21W CENTER I I 1 Gen Y Gen X Baby Boomers 17 InclusimilINC' Kt.., 12 A8,,nSt32eif C. 0 RACE/ETHNICITY (overall positive responses) 100.00% 90.00% 80.00% 70.00% 60.00%68.73%). 66.17% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% 2rIZA.:1.),N CENTER I i White People of Color 18 9 3/7/2013 InclusionINC° fr.r.b±.,;s A e.,,,s S!raicor .: c c GENDER (overall positive responses) 100.00% 90.00% 80.00% 70.00% — 60.00%72.85 . 50.00% 40.00% 30.00% 20.00% 10.00% 0.00%I 1 Male Female „..':-Nftl'y3E" 19 InclusioniNC' L.cluctn!7. A 13.,15 StJ! . c 0 DEPARTMENTS (overall positive responses) 100.00% 90.00% 80.00% 70.00% 60.00%66.9 %0 WiT.4 50.00%—51.73%1 44 ___I .53%–40.00%5 30.00% 20.00% 10.00% 0.00%Allill 1 I 1.1 i 1. .i 1 'c?• e.4,c) „zo4j \e.c.\.c`)rev a.c\ ecs ,.,kex-A\--\\,..../aG 4)0 C) •.&.(\ <0‘CI <63-''<-1...\SvN.)X 20 1 0 3/7/2013 •I are asked my opinion U I am informed LII participate in decision making •I participate in meetings •!feel included all the time Li I am treated with respect Li I work in teams L I never feel included InclusiohlIWC,c 21 I feel most included when... I feel excluded when... •I am not informed Li I never feel excluded LI I am not included in decision making •I am not listened to or responded to ▪I am not asked my opinion I am not treated equally LI I am not included in meetings Li I am not offered advancement opportunities Li we are not working as a team LI I am working long hours LA my privacy is not respected Inclusioni C 42, 2.00 3.00%N 3.00% '3.00% \ 8.00% NOOKIANCIATER 11 What is the most significant barrier to serving our diverse community? • Language 0 Cultural differences/lack of understanding Li Lack of communication 56. • Lack of trust II Rapidly changing demographics 13 Transportation InclusionINC c C 23 If you could see just one action taken to better serve our diverse community, what would it be? 0 Training/Cultural Awareness CI More diverse workforce D More bilingual employees CI Improved communication D Translate website/print communications D More feedback from community E Hire a position designated for diversity hani,n A C. 24 3/7/2013 12 If you could see just one action taken to make an inclusive/respectful work environment, what would it be? Ei Management needs to set a better example Fl More meetings/communication Li More interdepartmental communication/shadowing D More encouragement/involvement from management L More women in management InclusionINC C 25 " 6.00% 6.00%7 6.00% COMISSIONS MEMBERS 1-0116g.piPlA rpw%Whitekorlagiatvo Charter Commission 15 87% Financial Commission 7 71% Housing Commission 5 80% Park/Rec Commission 7 100% Planning Commission 7 71% W=XV InclusionINC CFA TER Llatgon lz A Sbategy 0 26 - 3/7/2013 13 OWRVIEW OF OMMENDATIONS alirROZIW • CENTER InclusionINC A e,,,sn 5.&-gy 27 3/7/2013 RECOMMENDATIONS Short-Term -Develop & communicate the business case -Cross Cultural Communication/I&D Learning -Commissions need to have more diverse members -Create awareness around language translations/services -Expand MAC concept to more than just Police Dept Long -Term -Develop recruitment strategy -Hire more bi-lingual talent -Build I&D Accountability for Leaders and Managers Inclusionlik9Ckork.os , 28 14 3/7/2013 ROADMAP TO SUCCESS Qi Q2 Q3 Q4 Q5 Q6 Q7 Q8 Offer Cross Cultural Communication and MD iearnlngfl to employees [ Communicate the Business — Case for MD [ Add more diverse commissions members Create awareness around — translation services available - Expand MAC model to more than just Police Department Hire More Diverse/Bi-LinguaiTale HOOK LEV inclusionl IC 29 15 Work Session Agenda Item No. 3 MEMORANDUM - COUNCIL WORK SESSION DATE: March 7, 2013 TO: City Council FROM: Curt Boganey, City Manageil-A SUBJECT: Facilitator for Strategic Planning Process Recommendation: It is recommended that the City Council consider providing direction regarding the recommendation to accept the Craig Rap LLC proposal for a Strategic Planning Team Building Process in 2013. Background: On January 31, 2013 the City received three responses to our RFP for facilitation of A Strategic Planning Process. Two of the three respondents met all of the established criteria from the RFP. The successful respondents were Springsted Inc. and Craig Rapp, LLC. Each proposal was complete and extensive. The estimated cost of the proposals ranged from $33,000 to $66,750, depending on the approach the City would choose to use. Based upon the review and analysis of the staff review team, Craig Rapp LLC was identified as the preferred provider. An interview was held with the principal to discuss and revise the scope of the proposal. This was done to clarify our immediate needs and expectations and to adjust the time frame for the process. Following the interview, Craig Rapp LLC submitted a more limited revised proposal. It is this revised proposal that I recommend we accept. The estimated cost of this proposal is approximately $8,000. The revised proposal anticipates a two day retreat with Council and the Leadership Team. In addition it includes another meeting with Managers and Supervisors focusing on strategic initiatives action plans and outcome measurement. In addition to this effort Mr. Rapp has expressed a willingness to facilitate a broader community wide visioning process that would be conducted under a separate agreement. If the Council agrees with the Rapp proposal we should identify potential dates for the meeting with Council and the Management Team. Mr. Rapp has indicated his preferred availability to be the weekend of April 5-6 th and March 29-30 th . He is also available on the morning of April19 and on the 20 th • He also indicated that we could pair a Tuesday, Wednesday or Thursday with a Saturday if that worked best. • Alission: Ensuring an attractive, clean, safe, inclusive community that enhances the quality of lifi! for !real* and preserves the public trust MEMORANDUM - COUNCIL WORK SESSION Policy Issues: Is the proposal submitted by Mr. Rapp consistent with the Council Goals? Does it appear sufficient to achieve our strategic planning needs? Council Goals: Ongoing: 1. We will provide streamlined, cost effective, quality services with limited resources Mission: Ensuring an attractive, clean, safe, inclusive community that enhances the quality of life for all people and preserves the public trust Craig Kapp, LLC 'Connecting the futpose and the roasibilities" February 25, 2013 Mr. Cornelius Boganey City Manager City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center MN 55430 RE: Proposal to facilitate Council Strategic Planning sessions Dear Mr. Boganey: Based upon our recent conversation regarding your interest in Strategic Planning facilitation, the attached proposal has been prepared for your consideration. The proposal specifically addresses the following needs identified during our discussion: •Working with you and the City Council to establish a good foundation for the strategy process in Brooklyn Center. In particular, working with the group on overall philosophy via discussions of organizational culture and value proposition. •Establishing strategic priorities and key outcomes with measurable targets for the next performance period- aligned with the budget year. The expectation is that this process would build on existing efforts and establish new plans based upon current environmental conditions and City Council feedback. I have also included a brief summary of my credentials. As indicated, I have over 30 years of experience as a senior executive and consultant to local government and have conducted over 100 workshops and facilitated sessions across the country. Thank you for the opportunity to provide these services to the City of Brooklyn Center. Sincerely, Craig R. Rapp, President 750 t1 Oush Street Suite 2203 C.:hicago, IL 60611 312,242.1754 Proposal The following describes the project and the process that will be used. I. Organizational Culture and Value Proposition, Organizational Direction (3-4 hours) An interactive session for the City Council, City Manager and any others included in the leadership team will be conducted to address the issues of organizational culture and value proposition- as a prelude to the strategic planning session. Participants will complete brief questionnaires, the results of which will be used to focus the discussion. The culture and value proposition discussion will help frame the organizational philosophy- which will provide a foundation for both strategy development and the type and levels of service to be provided. A brief review of Vision, Mission and Values- in light of conclusions drawn- will occur to determine whether changes in any/all are necessary. a.Develop and administer questionnaire b.Summarize questionnaire results c.Prepare background materials. d.Facilitate session I. Strategic Planning session (6-8 hours) This session will be dedicated to establishing strategic direction for the City. It will include: identification of strategic challenges, establishment of strategic priorities and creation of key outcome indicators (KOI's). Primary activities will include: an environmental scan using SWOT (strengths, weaknesses, opportunities, threats) methodology and facilitated group work to determine priorities and key outcomes. The group will brainstorm a set of strategic initiatives to be undertaken in order to achieve success. Prior to the session, the leadership team will be asked to complete a short SWOT questionnaire. a.Prepare background materials b.Review and analysis of questionnaire results c. Facilitated session- environmental review, brainstorming, priorities, key outcomes and indicators II. Summary Report. A report, summarizing the process, will be prepared and submitted to the City. a. Prepare and submit summary report III. Optional Session — Develop Strategic Initiatives and Action Plans (4-6 hours) This optional session will be conducted with an expanded management staff and will focus exclusively on finalizing (or developing) a set of strategic initiatives and action plans for each strategic priority, in line with the Key Outcomes. Strategic initiatives include action plans in sufficient detail to establish accountability and make the effort real. The session will include a review of the strategic planning effort undertaken by the senior leadership, and guidance on the development of effective business plans. a.Meeting with City Manager b.Prepare background materials c.Review previous session discussion/results d.Facilitate session, train group e. Summarize results Proposed Fee The fee for the proposed project is $4,950.00, which includes pre-work, facilitation, summary and all expenses. The fee for the optional session is $ 2,000.00 and includes pre-work, facilitation and summary and all expenses. This fee presumes that sessions are scheduled on mutually agreeable dates during facilitator's regularly scheduled time in Minnesota. If client requests available date(s) outside regularly scheduled time in Minnesota, an additional $550/trip will be required. Dated: , 2013 CITY OF BROOKLYN CENTER BY: Dated: February 25, 2013 CRAIG RAPP, LLC BY: Craig R. Rapp, President Consultant Credentials Craig Rapp, President, Craig Rapp, LLC is a nationally recognized speaker, a former city manager, and the former Director of Consulting for the International City-County Management Association (ICMA). Mr. Rapp speaks and conducts workshops throughout the United States on a wide range of subjects such as: leading in difficult political environments, effective governance, service delivery optimization, and authentic leadership. Mr. Rapp's thirty-five years of experience as a senior executive in the public, private and non- profit sectors includes service as city manager in three Minnesota cities, senior director at the Metropolitan Council, and vice president of a national consulting firm. The focus of his work is leadership development, strategic planning and optimizing organizational performance. He has a master's degree in public administration, a bachelor's degree in urban studies, holds a Credentialed Manager designation from ICMA, and has completed the Senior Executive Institute at the University of Virginia. Prgpo Strategic P sa annng Team Building Retreat City of Brooldyn Center Craw Rapp LLC "Connecting the Purpo5e and ale Pos5iL1iitie5" Craig Rapp, LLc. "Connecting the Purpose and the Po5sibilitie5" January 30, 2013 Mr. Cornelius L. Boganey City Manager City of Brooklyn Center 6301 Shingle Creek Parkway Brooklyn Center, MN 55430 RE: Letter of interest- Strategic Planning and Team Building Retreat Dear Mr. Boganey, I am pleased to present the attached proposal in response the City of Brooklyn Center's request for proposals to facilitate and develop a Strategic Plan. As our credentials reflect, our team has significant experience developing strategic plans, facilitating community engagement processes and conducting survey research. Our experience includes projects in Minnesota and around the country assisting local governments with strategic planning, community visions, and the alignment of community expectations with local government service delivery. We have worked in a wide range of cities and counties including Eau Claire WI, Bloomington, MN, Pasco County, FL Waukesha County, WI and the Village of Lemont, IL. We have also facilitated numerous visioning and community engagement processes including the City of Savage, MN, Scott County, MN and the Dakota County High Performance Partnerships project (2004 and 2011). We look forward to the opportunity to assist you in this important undertaking. Yours truly, Craig R. Rapp, President Craig Rapp, LLC 750 North Rush Street Suite 2203 Chicago, IL 60611 312.242.1754 .@craigrapp.com Summary of Qualifications The following team has been assembled to assist the City of Brooklyn Center. All members have worked together previously to deliver strategic planning, visioning and community engagement projects to local government. Craig R. Rapp is Owner and President of Craig Rapp, LLC, will serve as project manager and principal facilitator. Craig has worked for over thirty years as a senior executive in the public, private and non-profit sectors, formerly holding the positions of City Manager in three Minnesota cities, Community Development Director at the Metropolitan Council, Vice President of a national consulting firm, and Director of Consulting for the International City-County Management Association. Craig focuses on assisting individuals and organizations to "connect the purpose and the possibilities". He has extensive experience as a facilitator, trainer and consultant, working with organizations of all sizes on strategic planning/visioning, community engagement and complex organizational improvement efforts. In addition to his experience as a consultant, Craig's experience with visioning and strategic planning includes his time as a local government executive. While serving as City Manager of Brooklyn Park, Craig led efforts to create a community vision- including a community engagement process attended by over 250 community stakeholders. At the time, Brooklyn Park was a city of approximately 58,000 and was one of the fastest growing communities in the twin cities. As Director of Community Development at the Metropolitan Council, he led the effort to develop Metro 2040- which at that point, was the Council's first long-term vision document in over twenty years. More recently, he has facilitated strategic planning processes in a wide variety of cities and counties in Minnesota and around the country including Eau Claire, WI, Waukesha County, WI, Pasco County, FL, Lemont, IL, Wheaton, IL, Rock Island, IL, New Brighton, MN, Victoria, MN, and Minnetrista, MN. Craig has also served in numerous leadership capacities in local government in Minnesota including President of the Association of Metropolitan Municipalities, President of the Sensible Land Use Coalition, President of the North Hennepin Community College Advisory Board and President of the Metropolitan Area Management Association. He has a M.A. in Public Administration and a B.A. in Urban Studies. Marc Hugunin is Principal at Pepin Hugunin & Associates, a research, analysis, marketing, and communications firm serving the public, non-profit and corporate sectors. Marc has more than 25 years experience as a policy and business strategist, with special emphasis on research and analysis- the field of study for work on his Ph.D. Marc has been self- employed continuously since 1998 and he regularly conducts policy, public opinion, marketing, communications, customer and web usability research- both qualitative and quantitative. He delivers policy, communications and marketing recommendations to his clients. Recent clients include several units of the State of Minnesota (including the Minnesota Department of Health) and the University of Minnesota, City of St. Paul, Twin Cities Public Television. Clients with Craig Rapp include: - City of St. Paul, City of Eau Claire WI and Dakota County. Marc has a long history of public service including: Metropolitan Council- Councilmember, 1999-2003; City of Grant- Councilmember, 1996-1999; Friends of Washington County- Founder/Executive Director, 2006-present, Washington County Commissioner-Candidate, 2004. Dr. James J. Lynn is a consulting psychologist and the President of Lynn & Associates, a management development and consulting company. The mission of Lynn & Associates is to assist organizations in Making Performance Matter by improving organizational effectiveness. Consulting assignments are typically geared towards comprehensive role clarity and performance improvement efforts that significantly change the way people work in an organization. Prior to forming his own organization in 1981, Dr. Lynn held senior management consulting positions with Tarkenton & Company and worked with Hay Associates in providing a wide variety of management consulting services. Dr. Lynn has served as an Examiner for the 2006 Minnesota Quality Award-which follows the Malcolm Baldrige criteria. Dr. Lynn earned a Bachelor of Science in Psychology from Columbia University in the City of New York, and a Doctorate in Educational and Counseling Psychology from the University of the Pacific. He served in the U.S. Army, as an Intelligence Officer, commanding an Intelligence Unit in South Vietnam. He is a licensed psychologist in the State of Minnesota and works with both private and public organizations, including a long-standing relationship with Dakota County. Dr. Lynn and his public service practice partner, Craig Rapp, collaborate on a variety of engagements with local government agencies including strategic planning engagements in Eau Claire, WI and Waukesha County, WI. Tom McElveen - Tom McElveen has over thirty years experience in public, private and non-profit sectors, serving at the city, county and metropolitan levels of government, as president of a housing and land development company, and public policy director for the Builders Association of the Twin Cities (BATC). Tom has been at the forefront of land development policy creation and implementation throughout his career. In addition to his position at BATC, he is a former City Administrator and HRA Director (Waconia and Scott County), former Community Development Director at the Metropolitan Council, President of Hans Hagen Homes and Chief Operating Officer of the American Indian Community Development Corporation. Tom uniquely understands the development trends of the twin cities and has been directly involved in analyzing and creating public policy and private development to responses those trends. Tom has a an MBA from St. Thomas University, a BA in Political Science and Geography from Gustavus Adolphus College and is a licensed Real Estate Broker. He lives in Apple Valley. Tom and Craig Rapp worked together at the Metropolitan Council on the Metro 2040 plan and implementation of the Livable Communities Act. Moss Cairns - Moss Cairns provides interactive formats and computerized response technologies to dramatically increase audience participation and improve the quality of conversation between attendees and conveners. Moss Cairns works with corporations, organizations and public policy groups to help them design and manage interactive meetings and projects that are launching pads to concrete actions. Moss Cairns helps clients effectively engage their important stakeholders -internal and external-creating dynamic two-way conversations that benefit everyone. Sonia Cairns is co-founder and principal of Moss Cairns. She leads projects that bridge the gap between business and society such as Building Talent for Minnesota's New Economy, Rethinking Work in America, and the Metropolitan Council's Smart Growth Twin Cities. She is on the board of the American Refugee Committee, the Plymouth Church Neighborhood Foundation and is a member of the National Association of Women Business Owners. Prior to Moss Cairns she founded Marecek and Cairns and was manager of Public Affairs for Honeywell. Steve Moss is co-founder and principal of Moss Cairns. He has over ten years' experience with Moss Cairns and its predecessor firm, working on all aspects of managing and growing the business. A writer, program consultant and facilitator, Moss has created designed and managed dozens of projects and meetings on business, economic and public policy issues for organizations around the country. Prior to Moss Cairns he was a technical writer and worked with a national environmental research organization in New York. A sample of Moss Cairns clients in the Public Affairs and Government sector include: Hubert H. Humphrey Institute of Public Affairs, Metropolitan Council of the Twin Cities, Citizens League City of Phoenix, City of Plymouth, Greater Minneapolis Chamber of Commerce, Greater Phoenix Economic Council, Local Support Initiatives Corporation, Ramsey County Planning, St. Louis 2004, Minnesota Dept. of Economic Security, Minnesota Dept. of Employee Relations, Minnesota Technology, Inc., Minneapolis Foundation, Tennessee Valley Authority, Volunteers of America Minnesota. Clients with Craig Rapp include Dakota County, the City of Lakeville and the Metropolitan Council. National Research Center, Inc. (NRC)- The National Research Center, Inc. is a research firm specializing in performance measurement and evaluation. NRC conducts survey research by mail, phone, in-person and on the Internet. NRC analyzes new and existing data sets using sophisticated inferential techniques or simple descriptive statistics. In addition to quantitative analyses, NRC designs and conducts focus groups and other qualitative assessments. Clients are often are local governments, foundations and not-for-profit human service agencies. NRC assists them with tracking resident or client opinion about service delivery. NRC helps them measure program or policy outcomes and conducts assessments of community or client needs. In 2001, NRC partnered with the International City/County Management Association (ICMA) to create The National Citizen SurveyTM (The NCS"), to create a uniform survey tool used widely by diverse local jurisdictions across the country to assess resident satisfaction with community amenities and government service provision. The NCS embodies NCR's extensive experiences by offering a customizable turnkey survey. NCS have administered the survey over 200 times in 41 states. Elected officials, staff and other stakeholders use the survey for community planning and resource allocation, program improvement policymaking and tracking performance. MartinRoss Design- Established in 1984, MartinRoss Design has handled a wide variety of branding projects, from project management and concept development through final execution. These projects include the design and development of corporate identities, logos, trademarks, annual reports, packaging, web sites, publications, books, marketing brochures, informational materials, signage and displays. Clients include Common Bond Communities, Minnesota State Colleges and Universities, Welsh Companies and many others. Projects delivered by Craig Rapp similar to Brooklyn Center scope of work: City of Eau Claire, WI - Strategic Plan-Facilitation Eau Claire is a city of 65,000 in west-central Wisconsin. A four-month process was designed and facilitated by Craig Rapp that delivered a strategic plan with a three-year time horizon, key performance indicators and a set of strategic initiatives. The process involved multiple City Council sessions and a facilitated daylong retreat with management staff to develop measurable actions. Pasco County, FL - Strategic Plan /Facilitation/ Community Engagement Pasco County Florida (pop. 480,000) was one of the ten fastest growing counties in the country prior to the housing crash. Craig Rapp directed a comprehensive strategic planning process for the County- including a broad citizen engagement process that included town hall forums using audience participation technology. He also facilitated numerous sessions with the County Board and various stakeholder groups. Village of Lemont, IL - Strategic Plan-Facilitation Lemont is a city of 17,000 in the southwestern suburbs of Chicago. An seven-month process was designed and facilitated by Craig Rapp in his role as Senior Associate for the Center of Governmental Studies at Northern Illinois University. Deliverables included a strategic plan with a three-year time horizon, key performance indicators, strategic initiatives and action plans. The process involved multiple Village Board sessions and a facilitated daylong retreat with management staff to develop measurable actions. City of Wheaton, IL - Strategic Plan-Facilitation Wheaton is a city of 55,000 in the western suburbs of Chicago. A five-month process was designed and facilitated by Craig Rapp in his role as Senior Associate for the Center of Governmental Studies at Northern Illinois University. Deliverables included a strategic plan with a three-year time horizon and key performance indicators. The process involved multiple City Council sessions. Waukesha County, WI - Strategic Plan/ Facilitation / Community Engagement Craig Rapp, while working for Springsted, Inc. led a strategic planning and visioning effort for Waukesha County WI (pop. 475,000). The project included work with a diverse advisory group, facilitation of community education and feedback forums and the development of a strategic plan for the County. City of Bloomington, MN- Strategic Plan- Community Vision Craig Rapp, while working for Springsted, Inc. designed and facilitated a process to identify a community vision, guiding principles as well as conducting an overarching SWOT process. The process involved a diverse group of community stakeholders over multiple meetings. City of Savage, MN - City Visioning (Envision Savage) Nine-month city visioning process designed and facilitated by Craig Rapp when he was working for Springsted, Inc. Process included work with an Advisory Committee, City Council and staff, multi-phase community engagement process, and facilitation of multiple meetings to develop a 20-year community vision. Scott County, MN - 2030 Comprehensive Plan Visioning Countywide visioning program in support of the 2030 Comprehensive Plan - designed and implemented by Craig Rapp when he was working for Springsted, Inc. Process included community education and outreach, meeting facilitation with Advisory group, public meeting facilitation to gather feedback, facilitated meetings to reconcile polarized community factions. Dakota County, MN - HiPP Program 2004 & 2011 The Dakota County High Performance Partnerships Program (HiPP) is a collaborative program between Dakota County and thirteen communities within the county. It was originally designed, developed and implemented by Craig Rapp and Marc Hugunin in 2004. It included extensive community engagement, group facilitation and prioritization. The Craig Rapp, LLC team is available and ready to provide the deliverables identified in this proposal. Craig Rapp, President and project manager for this project, maintains a presence in both Chicago and the Twin Cities. All other members of the team are located in the Twin Cities. Proposed Approach The following sections describe our process for the development of a Strategic Plan. Craig Rapp, LLC has assembled a multi-faceted team of consultants for this effort as described in the previous section. Our team will perform as follows: Craig Rapp will lead the project, perform all facilitation work, function as liaison to the City's project team and will support the efforts of the City Council. Mark Hugunin will conduct focus groups, demographic research and be a key resource for community outreach. Dr. Jim Lynn will conduct interviews and provide general support regarding the development of strategic alignment and performance measures. Moss Cairns will provide the audience participation technology and support for the Town Hall Forums, including a summary report. The National Research Center will conduct the community survey, including a summary report and comparative analysis. MartinRoss Design will provide all brochure development and graphical design support. The meetings identified are estimates based upon our understanding of the desired process. The actual timing of meetings will be determined by consensus of the duly empowered decision makers, whether that is the City Manager, project manager, City Council or some combination thereof. We believe that a timeframe for the process should be established to maintain focus and discipline, however flexibility should be built into the schedule to accommodate the realities of acquiring broad community input and scheduling the time of volunteer committee members. Strategic Planning Philosophy The City has outlined a clear set of expectations for the development of a Strategic Plan. Our beliefs about strategic planning, which correspond to many of the City's expectations, are summarized in the following principles: •A commitment by community leaders is essential •A belief in the value of the process is necessary •It is better not to pursue strategic planning than to pursue it half-heartedly •It is important to know where you are before you can determine where to go •A vision is a reflection of its community, not merely its leaders •Uncontrollable events influence direction- being prepared is essential The project is divided into three distinct phases: 1.Leadership/Commitment/Design/Initiation- includes all initial activities to establish common direction, deliverables and context for subsequent activities 2.Community Outreach/Feedback/SWOT- includes community engagement, identification of current conditions/desired future, and assessment of the organization's readiness 3. SWOT/Analysis/ Vision/Strategic Plan Development- brings together all data collection and analysis, culminating in a series of facilitated meetings for the development of a Strategic Plan with detailed action steps and measurable targets. Phase I - Project Launch/Internal Assessment I. Meeting with the Project Leadership The first step in the process is to hold an initial meeting with the City Manager and designated project team. The purpose of this meeting is to review and agree upon project deliverables and the necessary support from city staff. In addition, the scheduling and agenda for an initial meeting with the City Council will be finalized, along with survey and interview sessions with city departments and advisory groups. a.Prepare for session/review background materials. b.Meet with City Manager/project leadership i.Prepare agenda ii.Conduct meeting iii.Establish common agreement on process and deliverables iv.Set Council meeting agenda and date v.Set process for survey and review of departments and advisory groups vi.Establish schedule and process for project communication/updates vii. Discuss the "Then and Now" presentations by staff to City Council (see later steps) Team: Craig Rapp Hours: 8- including background reading program design/preparation, meeting, travel time (local) IV. Survey City departments, Advisory Boards conduct demographic research Following the meeting with the project leadership, the consultant will interview and survey city departments and Advisory Boards to discover their vision of the future as well their opinions on Brooklyn Center's strategic challenges and the organization's readiness to address them. This will include a combination of direct interviews and surveys. Data generated from this effort will be analyzed by the consultant, and considered by the City Council during the plan development process. In addition, demographic research and analysis will be initiated to understand trends that may impact the future of the community. a. Meeting with City project team a.Determine direct interview and survey scope and focus b.Develop survey c.Conduct interviews- staff and advisory board members d.Administer survey- staff and advisory boards- as determined e.Conduct demographic research and produce analysis f.Summarize results Team: Craig Rapp, Marc Hugunin, Jim Lynn, Tom McElveen Hours: 40- includes interviews, development of survey, summaries Meeting #1 with City Council -process planning/orientation The first meeting of the City Council will include a background presentation by the consultant on strategic planning and visioning, and the adoption of a work plan and meeting schedule. In addition, decisions regarding the community outreach efforts will be made, including location of Town Hall Forums, composition of focus groups, timing of community survey and use of social media. Presentation of the results of the department and advisory board interviews and surveys will be made. a. Prepare for meeting/develop background materials. a.Present background on strategic planning, visioning b.Define and confirm expectations and desired outcomes c.Facilitate meeting- develop work plan and meeting schedule d.Present results of staff and advisory board interviews/surveys e. Develop and present outreach options Team: Craig Rapp, Marc Hugunin Hours: 20- includes preparation, facilitation, staff discussion and summary; travel (local) VI. Meeting #2 with City Council -visioning/strategic direction The second meeting with the City Council will focus on providing context and background for future work creating a Strategic Plan. Three primary activities will occur at this meeting: (1) A presentation by staff on "Then and Now"- an historical look at Brooklyn Center 20 years ago and Brooklyn Center today- from a variety of perspectives -development, demographics, facilities, workforce, transportation, etc. This will set a context for projecting possibilities into the future (2) Generating a set of strategic "challenges and directions" that can be used as the basis for discussion at community outreach events; (3) Final decisions on community outreach efforts - including appointment of subgroups for each type of outreach. Subgroups will work with the consultants to develop outreach content and finalize arrangements. City staff, with guidance and input from the consultant, will develop and deliver the "Then and Now" presentation. a. Prepare for meeting/develop background materials a.Facilitate workshop b.Presentation of "Then and Now" information c.Generate consensus on challenges and directions d.Appoint outreach subgroups for each outreach activity e. Confirm/revise schedule as appropriate Team: Craig Rapp Hours: 30 - includes background, coordination with staff, facilitation, travel (local) Phase II- Community Outreach-Feedback-SWOT Community input and feedback is critical to the successful development and acceptance of the Strategic Plan. To ensure the greatest number of opportunities for comment across a broad spectrum of people and community stakeholders, a four-part process is recommended: (1) Community Survey (2) Focus Groups (3) Educational Sessions with Town Hall Forums (4) Social media outreach and engagement. Community Outreach preparation Following the approval of the form and content of each outreach effort, the consultants will prepare the necessary content and logistics associated with each type of outreach. The consultants will work with both the staff leadership team and the City Council (and possible subgroups) to gain approval on content and implementation details. The following activities will be occurring simultaneously: a. Community Survey - a community survey administered by the National Research Center, using the National Citizen Survey (NCS) as the survey instrument. The NCS is the most widely used survey of local governments nationally. The NCS is a statistically validated, random sample survey. It consists of questions related to citizen satisfaction with current services, but also allows for custom questions to be added for specific purposes. The NCS for Brooklyn Center envisions development of customized 10 questions about a future vision, possible barriers, and how respondents see that future in the context of today's service delivery. The consultant, working with the City Council and city staff, will develop questions. The National Research Center will administer the survey and summarize the results. a.Prepare survey questions/process b.Review survey with Task Force and city staff c. Refine and finalize survey Team: Craig Rapp, National Research Center Hours: 8- includes coordination between city/Task force and NRC b. Focus Groups - A series of seven focus groups will be conducted to elicit comments from specific interest groups within the community. The City Council will identify the groups, such as: seniors, businesses, education, etc. The focus groups will be conducted by Marc Hugunin, who is a trained facilitator with over thirty years experience conducting focus group for industry and public policy groups. The city and City Council will provide support to the consultant by identifying specific groups and the recruitment of participants. a.Prepare background materials, questions-present to Task Force b.Set dates/times/locations of focus groups c.City recruitment of focus group participants d.Serve as resource to Task Force, city staff Team: Marc Hugunin Hours: (see hours in delivery section below) includes preparation, coordination with Task Force/staff c. Educational Sessions and Town Hall Forums - The third approach for acquiring community input is a set of four Town Hall Forums. The forums are proposed both as a way to reach the community and as a chance for open dialogue about the issues. The process includes four forums or "comment" sessions- ideally located in geographically dispersed areas to make it convenient for people to attend. The four forums will employ the use of Audience Participation Technology (APT). APT is a flexible technology that enables audience members to "vote" on preplanned questions as well as spontaneous issues and questions that arise during the session. Craig Rapp has used APT many times, including community forums that were part of the Dakota County HiPP process. Moss Cairns will provide technical support. Moss Cairns delivers APT based workshops across the country and was the involved with Craig Rapp in the original Dakota County HiPP project. The consultant, in collaboration with the Task Force and city staff will develop forum questions. a.Prepare background on process- work with Task Force, staff b.Develop and Forum questions and educational session outline c.Set dates/times/locations of sessions- working with Task Force & staff d.Serve as resource to city staff and Task Force Team: Craig Rapp, Moss Cairns Hours: 30 - includes background preparation, coordination with Task Force and staff, design of sessions, coordination of Then and Now presentation, multiple meetings, travel (local) d. Social Media outreach and engagement - to capture the input of stakeholders who use social media as their most frequent communication and information channel, a social media outreach and engagement process is suggested. How and whether this will be used will be determined by the city's use and familiarity with social media options, but at a minimum, the use of the City's Facebook page for describing the strategic planning effort, providing background information and eliciting comments is recommended. a.Meet with staff to discuss options b.Determine and develop strategy c. Prepare background information, questions - with staff and Task Force Team: Craig Rapp, Marc Hugunin Hours: 8 -includes discussion of approach, coordination with staff Administer Community Survey The community survey will take place over a three-week period and be administered by the National Research Center. The consultant will prepare a summary report of the results. a.Create customized questions to add to NCS-based upon consultation with Task Force, staff b.Administer survey c. Report results Team: Craig Rapp, National Research Center Hours: 6 - coordination between NRC and Task Force/staff Conduct Focus Groups Marc Hugunin will facilitate the focus groups. The purpose of the focus groups will be to elicit detailed information from specific stakeholder groups on future vision, barriers and other issues deemed important by the Committee and/or the City. a.Prepare for focus group sessions b.Conduct/facilitate focus groups c. Coordinate efforts /serve as resource to Task Force and City Team: Marc Hugunin Hours: 60 - includes preparation (section above), conducting groups, summary, travel (local) Conduct Town Hall Forums Concurrent with the other outreach activities- Town Hall Forum sessions will occur. The Forums are a way of developing an informed discussion about the future of the community and asking them to respond to draft strategic concepts developed by the city for consideration. The four Town Hall Forum sessions will be scheduled two each week on consecutive weeks. This will enable people to choose a convenient session and also to compress the timeframe for delivery. The consultant will use audience participation technology (APT)- allowing participants to vote on questions and to suggest items for voting- at forums. A summary of all sessions will be generated from the digital database of responses created at the meetings. a.Prepare questions and format for Town Hall Forums b.Coordinate educational session development with city staff c. Facilitate sessions d. Summarize results Team: Craig Rapp, Moss Cairns Hours: 60 - includes delivery/facilitation, coordination w/ Task Force and staff, summaries, and travel (local) Social Media outreach and engagement An outreach and engagement process using social media will be undertaken. How, and whether to use this approach will be determined by the City's current level of use and familiarity with social media options. At a minimum, the use of the city's Facebook page for describing the process, posing questions and eliciting comments is recommended. a.Meet with city staff to review social media options b.Develop approach using social media to elicit community input c.Prepare content for social media campaign d.Summarize results Team: Craig Rapp, Marc Hugunin Hours: 8 - includes support to city staff Phase III - SWOT / Analysis/ Vision Plan Development Meeting #3 with City Council - SWOT, Strategic Challenges, Priorities, Direction At the third City Council meeting, the group will engage in a process to define strategic direction. The consultant will facilitate this process. The result of this effort will be the identification of strategic challenges and the development of a community vision, strategic priorities and key performance indicators. The group process will draw upon all of the source material generated to date: community input, the organizational analysis, the "Then and Now" information, and detailed demographic and community profile information compiled by staff. a. Prepare background material and meeting agenda a.Assemble source documentation b.Discuss information with city leadership team b. Facilitate meeting a.SWOT process b.Strategic challenges c.Barriers d.Community Vision e.Strategic Priorities f.Key Performance Indicators Team: Craig Rapp, Jim Lynn Hours: 20 - includes background preparation, facilitation, summary, travel (local) 12 Meetin•with senior mana • ement- Develo • Strate • ic Initiatives and Action Plans This session will be conducted with the management staff and will focus exclusively on finalizing a set of 3-5 strategic initiatives for each strategic priority, in line with the Strategic Priorities and Key Performance Indicators. Strategic initiatives include action plans in sufficient detail to establish accountability and make the effort real. The session will include a review of the strategic planning effort undertaken by the senior leadership, and guidance on the development of effective plans. a.Meetings with City Manager b.Prepare background materials c.Review previous session discussion/results d.Facilitate session, train group e. Summarize results Team: Craig Rapp, Jim Lynn Hours: 20 - includes background preparation, facilitation, summary, travel (local) Meeting #5 with City Council - Finalize/Adopt Strategic Plan The final meeting of the City Council will be a continuation and refinement of work developed at meeting #4 plus the work of the management team to develop strategic initiatives. The consultant will facilitate a process that will yield a draft Strategic Plan that will include: A vision of a desired future state for Brooklyn Center based upon a set of guiding principles/community values, a set of strategic priorities, key performance indicators, strategic initiatives and measurable action plans, and long range strategies for achieving the vision. a. Prepare background material and meeting agenda a.Present drafts from previous meetings b.Develop process for reaching consensus b. Facilitate meeting a.Finalize/adopt strategic plan b.Agree upon community values/principles c. Establish community success factors Team: Craig Rapp, Jim Lynn, Marc Hugunin Hours: 30 - includes background preparation, facilitation, summary, travel (local) Develop/submit brochure/collateral material Based upon the direction of the City Council and City Manager, a brochure and if needed, other collateral material will be developed to provide a means of communicating the strategic plan to the community. a. Prepare and submit draft material a.Summarize Strategic plan and vision b.Transmit final document Team: Craig Rapp, MartinRoss Design Hours: 20- includes team discussion, coordination with city staff, draft reviews, final preparation Project Budget The fee for this project is $66, 750.00. This fee includes all reimbursable expenses. The Consultant will invoice the City monthly for work performed. Payment is due upon receipt. This fee is distributed as follows: 1.Data collection and compilation - $ 30,800 a. Includes some Phase I, all Phase II and some Phase III activities, including community survey (NCS cost- $10,300), focus groups, educational and town hall forums and all preparation and summarization 2.Findings, priorities and recommendations - $ 12,100 a. Includes some Phase I and all Phase III activities related to findings and recommendations 3. Meetings and presentations - $23,850 a. Includes all meetings and presentations identified in each Phase and includes travel The total fee includes hourly rates ranging from $80- $150/hour as well as fixed fees for specific components This budget reflects a comprehensive response to the RFP. Many alternatives exist to reduce the budget - by up to 60% depending upon how the city chooses to move forward. We are open to modifications and welcome the opportunity to respond to an amended scope of services. Compliance with City Requirements 1.Craig Rapp, LLC affirms we do not discriminate against individuals or firms because of their race, color, marital status, age, sex, national origin, handicap, creed or sexual orientation. 2.This proposal shall remain valid for ninety (90) days from the date of submittal 3. Craig Rapp, LLC is able to meet the insurance requirements of the City of Brooklyn Center 15 Project References City of Eau Claire, WI - Strategic Plan-Facilitation Contact: Dale Peters, Assistant City Manager/Human Resources Director- 715/839-4921, Dale.Peters®ci.eau-claire.wi.us Pasco County, FL - Strategic Plan /Facilitation/ Community Engagement Contact: Michele Baker, Chief Deputy County Administrator- 727-847-8115, mbaker@pascocountyffnet Village of Lemont, IL - Strategic Plan-Facilitation Contact: Ben Wehmeier, Village Administrator- 630-257-6440, bwehmeier@lemontil.us City of Wheaton, IL - Strategic Plan-Facilitation Contact: Don Rose, City Manager- 630-260-2000,DRose@wheaton.il.us Waukesha County, WI - Strategic Plan/ Facilitation / Community Engagement Contact: Allison Bussler-Director of Public Works (former Chief of Staff)- 262-548-7740, abussler@waukeshacounty.gov City of Bloomington, MN- Strategic Plan- Community Vision Contact: Mark Bernhardson, City Manager- 952-563-8782, Mark.Bernhardson@ci.bloomington.mn.us City of Savage, MN - City Visioning (Envision Savage) Contact: Barry Stock, City Administrator- 952-882-2660, BStock@ci.savage.mn.us . Scott County, MN - 2030 Comprehensive Plan Visioning Contact: Brad Davis, Planning Manager- 952-496-8654, bdavis@co.scott.mn.us . Dave Unmacht, former County Administrator- 651-223-3047, dunmacht@s rin sted.com Dakota County, MN - HiPP Program 2004 & 2011 Contact: Brandt Richardson, County Administrator- 651-438-4528, brandt.richardson@co.dakota.mn.us CITY OF BROOKLYN CENTER City of BROOKLYN CENTER REQUEST FOR PROPOSALS (RFP) FORA STRATEGIC PLANNING-TEAM BUILDING RETREAT Request for Proposals (RFP) for a Strategic Planning Retreat The City of Brooklyn Center is seeking a qualified person or firm to contract for facilitating services to guide a Strategic Planning — Teambuilding Retreat process. The deadline for submittals is 4:00 p.m. on January 31, 2013. See below for specific information and requirements. SUBMIT PROPOSAL TO: City of Brooklyn Center Office of the City Manager C/o Cornelius L. Boganey, City Manager 6301 Shingle Creek Parkway Brooklyn Center, MN 55430 763-569-3300 ABOUT THE CITY Brooklyn Center as a community of 8.4 square miles, located immediately north and west of Minneapolis, about six miles from downtown. It borders north Minneapolis along 53 11 Avenue North, and this proximity stimulated its early development. To the east, the City's boundary is the Mississippi River; to the north, the City of Brooklyn Park and to the west and southwest, the cities of Crystal and Robbinsdale. Established in 1911 as an incorporated village, the area remained largely rural until after World War I. The population grew from 500 to 4,300 by 1950 and then exploded during the 1950s to 24, 356. According the 2010 census the population of Brooklyn Center was 30,104. Brooklyn Center and is among the most ethnically diverse communities in the State of Minnesota with a non-white population of about 51% The community is fully developed and has been experiencing substantial commercial, office and industrial redevelopment in recent years with projects such as the new FBI regional headquarters and Shingle Creek Crossing Shopping Center projects. More information about Brooklyn Center may be found at wyvvv.eitvofbrooklvncenter.org BACKGROUND For the last several years the City Council and Department Directors have met annually in a one day Leadership Planning and Team Building Retreat. This retreat has been a very successful way of establishing goals, assessing progress and enhancing team spirit. During these retreats we have improved communication and developed consensus around important needs. The retreat has also served as a means of integrating new team members into the organization and its' values. Page 2 of 7 Over the years the Leadership Team has worked in concert to articulate clear Strategic and Ongoing Goals with measurable outcomes. This has been an iterative process that has expanded and improved over time. This planning has been effective in clarifying direction, communicating priorities and allocating resources. We expect that the consultant will work with the Council and staff to expand and improve upon this previous work. WHAT THE CITY IS LOOKING FOR The City of Brooklyn Center is seeking sealed proposals from qualified persons or firms to contract for consulting services to guide a Strategic Planning-Team Building process for the City. Consultants are invited to submit a proposal which includes an outline of their experience and qualifications in performing work directly related to the services required. Strategic planning determines where an organization is going over the next few years or more, and how it's going to get there. A Strategic Plan is intended to help the City direct its efforts and resources toward a clearly defined vision for its future. The plan should include benchmarks or milestones that measure the City's progress along the way. Brooklyn Center is interested in having this plan completed proactively and transparently with community acceptance. While the details of the strategic planning process are to be determined and negotiated with the chosen consultant, a four step process to be considered may include: 1)Setting Direction (Environmental Scan and Vision) 2)Focusing Efforts (Goals and Priorities) 3)Implementation (Citywide/Department Plans) 4)Reporting (Progress). A strategic plan is a "living document" and should undergo periodic review and adjustment to reflect progress towards achievement of goals and/or modifications of goals. As a process and eventual working document, the Brooklyn Center Strategic Planning process and final document should provide a plan with 5, 10 and 20 year horizons to address the following issues: •Help the City of Brooklyn Center decide what it wants to be in the future, including identification of what makes Brooklyn Center unique and special, and how the City can position itself to be prepared for the future while still retaining those qualities. •Transform the conceptual goals of the visioning process into realistic, achievable targets. o Encourage engagement and spark the interest and excitement of active/passive residents, business and property owners, City officials/administration and staff, and others in the potential of the City. o Provide a process that allows general alignment and focus of the City Council, City administration, and staff, in addition to citizens, business interests, community groups, etc. to foster a sense of cohesion as to the City's strategic direction. Page 3 of 7 •Generate new ideas and discussion about the built environment, sustainability, sense of • place, and the City's overall identity. •Chart an effective, considered, and innovative course of action for the City's future, setting priorities and maximizing innovative opportunities. o Serve as a way to organize and prioritize City initiatives and resources in order to achieve specific goals within a specific period of time, e.g., 3-6 year timeframe in the short term, and 7-20 year timeframe in the long term, with specific performance measures. •Plan for fiscal sustainability. SCOPE OF SERVICES Please see Attachment A. QUALIFICATIONS Any combination of skills and experience that can successfully and effectively address the scope of services. PROCESS FOR QUESTIONS For questions regarding the City's RFP process or the services being sought, please contact the Office of the City Manager, Assistant City Manager Vickie Schleuning via email at Vschleuning@ci.brooklyn-center.mn.us or via phone at (763) 569-3309, up to 4:00 p.m. on January 25, 2013. PROCESS AND TIMELINE FOR SELECTION The City's process and timeline for selection of a Consultant are as follows: Pre-Submittal Conference This will be an opportunity for potential candidates to ask questions and obtain information about the RFP process and the Strategic Planning Retreat Process. Attendance is optional. The Pre-Submittal Conference will be held at Brooklyn Center City Hall Council Chambers, January 18, 2013 at 1:00 p.m. Deadline for RFP Submittals Complete submittals are due no later than 4:00 p.m. on January 31, 2013. Consideration of Submittals and Selection of Interview Candidates An evaluation team will select candidate(s) to interview based on their submittals. This process will include review and rating of submittals, references, and other information as necessary. Interviews with Selected Candidates Interviews will be conducted of selected candidates and provide an opportunity for the City and selected candidates to further gauge their fit and ability to work with each other. Page 4 of 7 Please ensure that the appropriate representative, including the designated Project Manager, will be available to attend an interview if selected as a finalist. Selection of Preferred Candidate The City will select a preferred candidate, based on the interviews, written proposal, and other information, as well as the results of the reference checks. All candidates will be contacted about the results. Negotiation of Contract The City will attempt to negotiate a satisfactory contract with a preferred candidate. If the City determines, at its sole discretion, that the negotiation is not proceeding satisfactorily, the City may terminate negotiation with the preferred candidate and may begin negotiation with another candidate. Approval of Contract by City Council SUBMITTAL REQUIREMENTS To be considered, interested parties must submit by the deadline five copies (at least one that is unbound and photocopy ready) of a proposal package that includes the following: •Letter of interest — must be no more than two pages (note: one page is one side of an 8 V2" x 11" paper) in length and include contact information and signature. •Summary of qualifications, experience and availability — must be no more than eight pages in length. It should summarize qualifications, relevant experience, and availability to participate in the RFP process (including Interviews) and provide services to the City. It should also identify key staff members who will be participating. •Proposed approach to the process - must be no more than five pages summarizing method and approach to providing consultant services to the City. •Proposed budget — must be no more than two pages and include detailed project costs, by task and estimated hours. Actual compensation is subject to contract negotiation. A third page may be added of additional tasks (and associated costs) that could be performed by the consultant team, in the event that the project budget was to be increased, and are proposed and described. •List of professional references — must be no more than one page listing most recent professional references and their contact information. •A minimum of three examples of relevant written work related to Visioning and Strategic Planning - at least one of which will represent a strategic plan prepared on behalf of a City or comparable entity. •Ability to meet the City's insurance requirement for minimum amounts of insurance - commercial general liability insurance and professional (errors and omissions) insurance in amounts not less than $2 million for the duration of the project. EVALUATION CRITERIA The following will be considered in evaluating each proposal: Page 5 of 7 •Completeness of response to the RFP requirements •Experience with similar projects •Creativity of approach •Demonstrated facilitation skills in successfully working with City Councils/staff, boards, commissions, community organizations, businesses and citizens •Demonstrated knowledge/experience with actual development of strategic plans and implementation of possible strategies •References •Cost GENERAL INFORMATION A.The City of Brooklyn Center, as an Equal Opportunity Employer, requires all consultants to affirm that they do not discriminate against individuals or flans because of their race, color, marital status, age, sex, national origin, handicap, creed or sexual orientation. B.All proposals submitted become public information and may be reviewed by anyone requesting to do so at the conclusion of the evaluation process. C.All proposals received by the City of Brooklyn Center in response to this RFP shall remain valid for ninety (90) days from the date of submittal. D.The City reserves the right to cancel or reissue the RFP or to revise the timeline at any time. The City reserves the right to reject any and all proposals and to waive minor irregularities in the proposal process. The City may accept any proposal if such action is believed to be in the best interest of the City. E.The City is not liable for any cost incurred by the proposer prior to execution of a contract. F.This is a City project and holds liability for work with its consultants. The contract between the successful proposer and Brooklyn Center shall include all documents mutually entered into specifically, including the contract instrument, the RFP, and the response to the RFP. The contract must include, and be consistent with, the provisions stated in the RFP. G.The prime consultant will be required to assume the responsibility for all services offered in the proposal whether or not directly performed by the prime consultant. Further, the prime consultant will be the sole point of contact for the City of Brooklyn Center with regard to contractual matters. H.The project team shall be approved by the City of Brooklyn Center. The City must approve any changes in the project team. Page 6 of 7 ATTACHMENT A SCOPE OF SERVICES The proposed scope of services must include at a minimum the following items. The successful candidate will be able to: Phase 1 •Gather and analyze information to become familiar with the City of Brooklyn Center. This includes conducting an internal and external scan, i.e., looking at or reviewing community's resources, strengths and assets in light of trends and factors affecting the community. o Review of recent community survey results to gauge public perceptions regarding the community and community needs. o Internal scan would include an inventory of community resources, e.g. City resources and finances, people, health, education, business and job opportunities, housing, art and culture, leisure, recreation and entertainment, and geography. o External scan would look at what is happening outside of the community on a local, regional and national level that may affect a community, e.g. demographics, economy and lifestyle trends. •Describe the overall strategy to identify key challenges and opportunities. •Develop an Action Plan and establish implementation steps and schedule. •Establish benchmarks or milestones that measure the City's progress throughout the Strategic Planning process. •Coordinate the process with City staff. Phase 2 •Facilitation of a leadership retreat including City Council and the Executive Leadership Team. The facilitator will work with City staff to develop and implement an agenda that will: o Engage participants in the strategic planning process. o Finalize the Strategic Plan Goals, strategies and outcomes. o Provide opportunities to build a strong, effective working relationship among elected and appointed officials. Phase 3 •Develop a public involvement program that engages the community in the ongoing Strategic Planning process. Electronic surveys, community open houses, and other forms of community outreach could be used to achieve this objective. In addition, a statistically valid telephone survey may be used to solicit feedback from the community. This would result in summaries and analyses of all public input. Deliverables At a minimum, provide the following deliverables: •A recommended brochure detailing the Strategic Planning process for distribution to the public, •A recommended final Strategic Plan document that includes an implementation plan with benchmarks or milestones that measure the City's progress, and •A recommended Strategic Plan Executive Summary. Page 7 of 7