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HomeMy WebLinkAbout04-12-2023 Council PacketAGENDA LITTLE CANADA CITY COUNCIL WEDNESDAY, APRIL 12, 2023 CALL TO ORDER – Workshop 5:00 p.m. City Bus Tour CALL TO ORDER – Regular Meeting – 7:30 p.m. Roll Call Approval of Minutes March 22, 2023 Workshop Meeting March 22, 2023 Regular Council Meeting Announcements Fair Housing Month Proclamation PUBLIC COMMENT Please limit comments to 3 minutes per person. Items brought before the Council will be referred for consideration. Council may ask questions for clarification, but no Council action or discussion will be held on these items. CONSENT AGENDA 1. Approval of the Vouchers 2. Approve Repair of Skylights at Little Canada Fire Station STAFF REPORTS 3. Award Bid for Twin Lake Boulevard Improvement Project 4. Resolution Condemning the Use of Discriminatory Covenants, Discharging Discriminatory Covenants on City-Owned Property, and Approving Participation in the Just Deeds Coalition 5. Approve Contract for Building Demolition at 2750 Rice Street 6. Discuss New Community Relations Manager Position COUNCIL REPORTS & MEETING UPDATES ADJOURN 515 Little Canada Road, Little Canada, MN 55117-1600 (651) 766-4029 / FAX: (651) 766-4048 www.littlecanadamn.org MAYOR Tom Fischer COUNCIL Teresa Miller Amanda Gutierrez Dave Miller Chris Kwapick PROCLAMATION FAIR HOUSING MONTH WHEREAS, the Fair Housing Act, enacted on April 11, 1968, enshrined into federal law the goal of eliminating racial segregation and ending housing discrimination in the United States; and WHEREAS, the Fair Housing Act prohibits discrimination in housing based on race, color, religion, sex, familial status, national origin and disability, and commits recipients of federal funding to affirmatively further fair housing in their communities; and WHEREAS, the City of Little Canada is committed to the mission and intent of Congress to provide fair and equal housing opportunities for all; and WHEREAS, our social fabric, the economy, health and environment are strengthened in diverse, inclusive communities; and WHEREAS, more than 50 years after the passage of the Fair Housing Act, discrimination persists, and many communities remain segregated; and WHEREAS, acts of housing discrimination and barriers to equal housing opportunity are repugnant to a common sense of decency and fairness. NOW, THEREFORE, BE IT PROCLAIMED that as an inclusive community committed to fair housing, and to promoting appropriate activities by private and public entities to provide and advocate for equal housing opportunities for all residents and prospective residents of Little Canada, I, Tom Fischer, Mayor of Little Canada, Minnesota, do hereby proclaim the month of April 2023, as Fair Housing Month in Little Canada. Adopted this 12th Day of April, 2023 ________________________________ Tom Fischer, Mayor STAFF REPORT TO: Mayor Fischer and Members of the City Council FROM: Bryce Shearen, CPRP, Parks & Recreation/Community Services Director DATE: April 12, 2023 RE: Little Canada Fire Station Skylight Repairs ACTION TO BE CONSIDERED Motion to approve the quote from W.L. Hall Company in the amount of $28,728.00 for the skylight repairs at the Little Canada Fire Station. BACKGROUND When the existing Little Canada Fire Station was built in 1990, the design included a 250 square foot aluminum skylight system over the entry and four dome-style skylights in the apparatus bay. Over the past ten or more years, the skylights have been leaking water during rain and snow events. The leaking has caused many issues with ceiling tiles and the ceiling fan needing to be replaced and areas of water accumulating on the floor. There have been attempts to fix the issue with caulking along the skylight area, but those attempts only provided a remedy for a short amount of time and were not done by a skylight professional. Recently, staff learned of a skylight compan y that specializes in the repair and replacement of skylight systems from a neighboring community that is having their skylights replaced. City staff contacted a representative from W.L. Hall Company and met with them at the Fire Station to review the leaking skylights at the facility and learned that skylight systems have seals that require ongoing maintenance to prevent leaking. Other than temporary fixes with caulk, no regular maintenance has been completed on the skylights at the Little Canada Fire Station for over thirty years. The recommendation from W.L. Hall Co. was to perform a complete skylight restoration on the large skylight system over the roll call room and replace the four skylights in the apparatus bay with insulated translucent structural skylights. The benefits of replacing the dome-style skylights with insulated translucent structural skylights are that they provide insulation value and fall protection. The current dome-style skylights were not designed for this and do not meet current standards. Staff reached out to other roofing and glass companies for additional prices, but most stated that they either did not do this type of specialized work or they would subcontract it out to W.L. Hall Company. Staff also contacted other organizations that have used W.L. Hall and they have been very pleased with the work. The quote also includes a one-year warranty on the work and a water hose test after completion of the work to ensure the leak is remedied. If approved, the skylight repairs will be completed within the next couple of months. FIRE DEPARTMENT The Little Canada Fire Department agrees that the repairs are needed and concur with the city staff recommendation of a skylight restoration and replacement of four skylights in the apparatus bay to eliminate water coming into the building and provide additional safety on the roof with structural skylights that provide fall protection. SOURCE OF FUNDS The 2023-2032 Capital Improvement Plan has $100,200 budgeted for exterior repairs (Fire 11) at the fire station from the Fire Equipment Fund (457) in 2023. STAFF RECOMMENDATIONS Staff recommends the approval of the quote from W.L. Hall Company in the amount of $28,728.00 for the skylight repairs at the Little Canada Fire Station. ATTACHMENTS • Skylight repair quote from W.L. Company TO:DATE: JOB NAME: bryce.shearen@littlecanadamn.org LOCATION: 651-766-4045 Total = $28,728.00 WE PROPOSE TO FURNISH AND INSTALL THE FOLLOWING MATERIALS: Note: Note: Note: Note: F.O.B. JOBSITE Terms: NET 30 DAYS W.L. HALL COMPANY SALES REPRESENATIVE: AJ Pederson (763)-443-1399 Perform a skylight restoration on (1) single slope skylight with one hipped end. Work to include removal of all rafter bars, install new gaskets, seal screw heads and reinstall. All horizontal silicone butt joints to be cut out and reshot with new Dow 795 Silicone sealant. Perimeter flashing and sealants to be replaced as needed. Replace (4) dome skylights with new Kalwall insulated translucent structural single sloping skylights. FOR THE SUM OF: Little Canada Fire Station Material = $11,907.00 Labor = $16,821.00 Attn: Bryce Shearen City of Little Canada 515 Little Canada Road E. March 13, 2023 Little Canada Fire StationLittle Canada, MN 55117 Price includes modifying curbs for sloping skylights and interior/exterior curb flashing. Price includes an AAMA standard water hose test after completion of the work to ensure the leak is remedied. This proposal expires 30 days from date hereof and is subject to acceptance and approval of our credit department. THE ABOVE PRICE DOES NOT INCLUDE: Taxes, bonds, permits, glass, masonry work, roofing, scissor lift to access roof, abatement of any kind, temporary enclosures, temporary heat, protection of installed materials, or final cleaning. Price includes a 1 year warranty on work performed. Price includes demo and disposal of existing bubble skylights. STAFF REPORT TO:Mayor Fischer and Members of the City Council FROM:Eric Seaburg, P.E., City Engineer DATE:April 12, 2023 RE:Twin Lake Boulevard – Award Construction Contract ACTION TO BE CONSIDERED: Motion to award the Twin Lake Boulevard Improvement Project to OMG Midwest Inc. in the amount of $1,618,064.22. BACKGROUND: The Twin Lake Boulevard Improvement Project was advertised in February and bids were opened on March 7, 2023. A total of nine bids were received for the project. The low bidder for the project was OMG Midwest, Inc. with a total Base Bid + Alternate Bid of $1,618,064.22. The project’s Base Bid utilized concrete for the trail and the Alternate Bid included a price reduction for utilizing bituminous asphalt for the trail. The bid was set up this way in order to satisfy MN State Aid approval requirements and staff is recommending the Alternate Bid for asphalt. BIDDERS BASE BID (Concrete Walk) ALTERNATE BID (Asphalt Walk) BASE BID + ALT Engineer’s Estimate $1,820,983.00 -$154,000.00 $1,666,983.00 1 OMG Midwest Inc. Dba Minnesota Paving & Materials $1,706,439.22 -$88,375.00 $1,618,064.22 2 T.A. Schifsky & Sons, Inc.$1,723,406.16 -$86,135.00 $1,637,271.16 3 Park Construction Company $1,852,938.01 -$116,590.00 $1,736,348.01 4 Valley Paving, Inc.$1,861,342.00 -$113,200.00 $1,748,142.00 5 Bituminous Roadways Inc.$1,863,678.00 -$92,500.00 $1,771,178.00 6 Meyer Contracting Inc.$1,982,210.66 -$101,623.00 $1,880,587.66 7 New Look Contracting, Inc.$2,036,031.00 -$111,900.00 $1,924,131.00 8 Northwest Asphalt $2,247,224.13 -$62,685.00 $2,184,539.13 9 North Valley, Inc.$2,290,925.81 -$101,365.00 $2,189,560.81 The City of Little Canada received very competitive bids for the Twin Lake Boulevard Project. The low bid from OMG Midwest Inc. was 3.0% lower than the engineer’s estimate and will result in a net savings to the City’s Capital Improvement Plan (CIP) project budget. City staff and engineering staff have been working for many months to develop the project, coordinate with the City of Vadnais Heights, coordinate with impacted residents and property owners, and receive required project approvals. The scope of improvements includes: Full depth pavement reclamation and paving A new asphalt trail pedestrian amenity The addition of curb and gutter in areas where does not currently exist Storm sewer and stormwater management infrastructure Realignment of the eastern intersection with Vadnais Boulevard Installation of an emergency watermain interconnection to Vadnais Heights’ system Spot improvements to the sanitary sewer infrastructure On January 25, 2023, the City Council directed the City Engineer to solicit public bids for the Twin Lake Boulevard Project. The table below identifies the current as-bid project costs, itemized by improvement type, with project contingency and indirect costs included. Item Feasibility Report Cost* Current As-Bid Cost* City of Little Canada City of Vadnais Heights Street Improvements $1,360,681 $1,081,761 $530,063 $551,698 Sanitary Sewer Improvements $28,290 $35,284 $23,641 $11,643 Water Main Improvements $66,654 $78,296 $41,934 $36,362 Storm Sewer Improvements $126,684 $156,934 $76,898 $80,037 Trail Improvements $801,991 $862,598 $439,925 $422,673 Total $2,384,300 $2,214,873 $1,112,461 $1,102,412 *Cost estimate includes contingencies and indirect costs TRAIL FUNDING As shown in the table above, the cost to reconfigure the roadway to include a safe pedestrian trail amenity is substantial. This is due to the unique topographic and environmental characteristics of the roadway. According to the feasibility report, trail improvements were estimated at $801,991 and the current cost included in the low bid is $862,598. Due to the high cost for this amenity, staff worked with Bolton & Menk to apply for grant funding to assist with this project. In March 2022, Ramsey County’s Community Development Block Grant Program (CDBG) was taking applications for projects. Staff saw this as an opportunity to fund a pedestrian amenity along the roadway and vetted the grant with Vadnais Heights staff and Ramsey County staff. In May of 2022, the City of Little Canada was awarded the $506,000 grant from Ramsey County’s CDBG program to help fund the trail improvements along Twin Lake Boulevard. According to grant eligibility requirements, only projects that served low to moderate income populations were eligible for CDBG funding. Specifically, more than 51% of the benefiting population needed to be low to moderate income. The US Department of Housing and Urban Development publishes a map of qualified census tracts that meet the low to moderate income requirements and is now widely used by agencies when such project requirements are in place. Map showing the Qualified Census Tract (QCT) that made Little Canada’s Portion of Twin Lake Blvd Grant Eligible for CDBG Grant Funds Project staff lobbied Ramsey County staff that the Vadnais Heights portion of the project has a benefiting population that may also qualify as low to moderate income and asked if the entire project could be submitted for grant funds. However, Ramsey County staff indicated that the Vadnais Heights portion was not in a Qualified Census Tract (QCT) and it could only receive funding if an income survey was performed to document and justify that a low to moderate income population was served. Due to timing constraints associated with the grant application, an income survey could not be performed, and project staff only applied for Little Canada’s share ($506k) of the $1.0M trail estimate. A formal income study was performed in December of 2022 to show that the benefiting area in Vadnais Heights indeed met the low to moderate income threshold (income survey results show almost 90% meet the low to moderate income threshold). This income survey officially enabled Little Canada to share grant funds being received from Ramsey County. Since that time, Little Canada staff has shown all of Little Canada’s share of trail costs being paid for by the grant with excess grant funds being used to fund Vadnais Heights’ share of trail costs. Trail funding for Vadnais Heights has been a noted concern since project conception and the Cooperative Agreement for the project includes language that the project scope can be reduced by Vadnais Heights if they are unable to find funding for their share of the trail. Bolton & Menk staff has also pursued the following additional grant opportunities on behalf of Vadnais Heights to help fund the remaining portion of trail costs, however both of these efforts were unsuccessful. MnDOT Active Transportation Grant Results were shared on March 21 and the application was unsuccessful. This was a highly competitive grant program with only 10% or so of projects being funded (two suburban cities in the metro) 2023 Ramsey County CDBG Solicitation Ramsey County staff indicated that Twin Lake Boulevard could not be applied for again. The benefiting residents and benefiting population (in both cities) was already used to justify the first award. The program does not offer additional grants for the same project and there are no new populations for a subsequent application. Due to their inability to obtain additional grant funds for the trail, and specifically due to their not being eligible for additional CDBG funds, Vadnais Heights has requested that Little Canada share the $506,000 CDBG grant equally between the two cities. This would leave each City with about $180,000 in trail costs to fund which Vadnais Heights has indicated they can fund. If the City of Little Canada prefers to utilize the entire grant and not authorize any additional resources towards trail costs, the project scope for the trail amenity would need to be reduced. City staff looked into a possible realignment of the trail along the St. Paul Waterworks corridor on the west end of Twin Lake Boulevard. This alignment would likely terminate the trail near the Little Canada municipal boundary at the west end of the project until Vadnais Heights can secure funds and initiate a sperate project to install trail within their City. It is unknown how long this process could take. Vadnais Heights has indicated this is not the preference and that they would much prefer to share the grant and complete the project this year as planned. Under normal circumstances in a cooperative project between two agencies, grant amounts are deducted from the total cost before applying the typical cost sharing (i.e. grants are shared and then remaining costs are split). The unique circumstance of this project is that Vadnais Heights was initially deemed ineligible to use the CDBG funding and it was only after an income survey was performed that they became eligible. The table below shows the City of Little Canada’s share of estimated project costs with current funding allotments. Item Estimated Little Canada Cost MSA Account Infrastructure Capital Improvement Fund Assessments CDBG Grant Street $530,063 $241,216 $100,095 $188,752 $0 Sanitary Sewer $23,641 $0 $23,641 $0 $0 Watermain $41,934 $0 $41,934 $0 $0 Storm Sewer $76,898 $76,898 $0 $0 $0 Trail $439,925 $0 $0 $0 $439,925 Total $1,112,461 $318,114 $165,670 $188,752 $439,925 The table below shows the City of Little Canada’s share of estimated project costs with higher trail costs after sharing the CDBG grant equally with Vadnais Heights. Item` Estimated Little Canada Cost MSA Account Infrastructure Capital Improvement Fund (ICIF) Assessments CDBG Grant Street $530,063 $241,216 $100,095 $188,752 $0 Sanitary Sewer $23,641 $0 $23,641 $0 $0 Watermain $41,934 $0 $41,934 $0 $0 Storm Sewer $76,898 $76,898 $0 $0 $0 Trail $439,925 $0 $0 $0 $253,000 Total $1,112,461 $318,114 $165,670 $188,752 $253,000 Requires an additional $186,925 from the City of Little Canada Staff recommends utilizing the Infrastructure Capital Improvement Fund (ICIF) SUMMARY: The unique circumstances of the CDBG grant have affected how each city has planned to fund this project. Under normal circumstances the grant likely would have been split from the very beginning. Vadnais Heights has been a great project partner and the two cities will surely continue to collaborate on joint projects in the future. As such, staff recommends sharing the grant as requested and that additional funding be allocated from the ICIF so that the project can be completed in a timely manner. Utilizing the ICIF fund balance for additional trail related project costs may result in shifting of roadway projects in future Capital Improvement Plans to maintain a healthy fund balance. City staff is beginning the 2024-2033 CIP process and will make necessary adjustments as needed. STAFF RECOMMENDATIONS: Staff recommends a City Council Motion to Approve the allocation of additional funding from the Infrastructure Capital Improvement Fund in the amount of $186,925 to fund the City’s share of the project after equally sharing the CDBG grant with Vadnais Heights. Staff recommends a City Council Motion to Award the Base Bid + Alternate Bid to OMG Midwest, Inc. in the amount of $1,618,064.22. STAFF REPORT TO: Mayor Fischer and Members of the City Council FROM: Corrin Wendell, Community Development Director DATE: April 12, 2023 RE: Discriminatory Covenants on Deeds & Participation in Just Deeds Coalition ACTION TO BE CONSIDERED: Motion to pass a resolution condemning the use of discriminatory covenants and approving participation in the Just Deeds Coalition. BACKGROUND: What is Just Deeds? Just Deeds is a coalition of community stakeholders committed to acknowledging and addressing systemic racism in housing in Minnesota. Coalition members provide free legal and title services to help property owners find discriminatory covenants and remove them from their property titles and will provide the foundation of education and acknowledgement necessary to pursue reconciliation and anti-racist solutions. We represent organizations and entities who share responsibility for creating and correcting systemic racism in housing. We acknowledge the racist systems created and perpetuated within communities, and we will work toward dismantling these systems. Members of the Just Deeds coalition are committed to working toward meaningful and lasting change in Minnesota. Coalition members will achieve this goal by: • educating Minnesotans about the racist practices perpetrated by developers, real estate agents, lawyers, and local, state, and federal governments to establish segregated housing and keep wealth and opportunity away from communities of color • educating Minnesotans so they understand who has directly and indirectly benefitted from historically racist practices and how those practices have shaped access to property, homeownership, and wealth over time • taking action to dismantle the racist systems that perpetuate inequality and devoting resources to create equity for communities of color All members of the Just Deeds Coalition recognize the following truths and principles: • Systemic racism in housing occurs today. Black, Indigenous, and other communities of color continue to face discrimination and lack of access to affordable housing and home ownership. • Continued denial of opportunities to build generational wealth through home ownership perpetuates inequity within our communities. • We will not erase or deny history. We will acknowledge it and learn from it. • We are dedicated to honesty about institutional roles (public and private) in building and perpetuating systemic racism. • We commit to begin and participate in hard conversations within our communities and institutions about our shared history of discrimination and systemic racism. • We pledge to examine the current policies and practices of our institutions to prevent future racist actions. • When we identify racism in our institutions and processes, we will actively work to remove it. By joining the Coalition, the City is taking the first step to mitigate its role in systemic racism in housing. The Just Deeds project acknowledges that discriminatory covenants are one part of a racist system that intentionally excluded Black, Indigenous and People of Color from social, economic, and political benefits associated with homeownership generally. In order to address all matters of racial inequity, the lasting impacts of racial segregation must be addressed through the public denouncement of this historical practice. STAFF RECOMMENDATION: Motion to pass a resolution condemning the use of discriminatory covenants and approving participation in the Just Deeds Coalition. CITY OF LITTLE CANADA COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION A RESOLUTION CONDEMNING THE USE OF DISCRIMINATORY COVENANTS, AND APPROVING PARTICIPATION IN THE JUST DEEDS COALITION WHEREAS, discriminatory covenants were tools used by real estate developers to prevent BIPOC and non-Christian individuals from buying or occupying property in certain areas, and they were common throughout the United States from the early 1900s to the 1960s; and WHEREAS, the purpose of discriminatory covenants was to racially and religiously homogenize communities by excluding BIPOC and non-Christian individuals. These tools segregated the metro area and built a hidden system of apartheid; and WHEREAS, in 2016, the University of Minnesota founded Mapping Prejudice to expose the racist practices that shaped the landscape of the metro area. Mapping Prejudice researched restrictive covenants in Ramsey County and Hennepin County and created the first-ever comprehensive map of racial covenants in an American city; and WHEREAS, an example of a common covenant declared in parts of the metro that “No part of said premises shall ever be used or occupied by or sold, conveyed, leased, rented or given to Negroes, or Mongolians or Hebrews or any person or persons of the negro race, or Mongolian race or Hebrew race or blood; and WHEREAS, restrictive covenants are no longer enforceable. Legal efforts to eliminate Discriminatory Covenants include Shelley v. Kraemer, 334 U.S. 1 (1948), in which the United States Supreme Court prohibited courts from enforcing Discriminatory Covenants and the Minnesota legislature in 1953 enacted statutes that prohibited new covenants, but existing covenants were still legal in Minnesota until 1962; and WHEREAS, as a result of these judicial and legislative actions, today, Minnesota law and federal law prohibit discrimination in the sale or lease of housing based on race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation, or familial status and those state and federal prohibitions extend to the refusal to sell or to circulate, post or cause to be printed, circulated, or posted, any limitation, specification, or discrimination as to race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation, or familial status; and WHEREAS, in 2019, the Minnesota Legislature passed a law authorizing property owners to individually discharge or renounce discriminatory covenants by recording a discharge form in the county property records; and WHEREAS, discriminatory covenants promoted and established residential racial segregation, which historically and currently has impacted property ownership, accumulation of wealth, property transfers, mortgage eligibility, rental eligibility, property values, property tax base, internet access, and more. Discriminatory covenants fortified systemic racism and compounded economic divestment in specific communities within Ramsey County; and WHEREAS, discriminatory covenants benefitted White communities. For example, homes that were racially covenanted are still predominantly owned by White people and are worth approximately 15% more today than non-covenanted properties; and WHEREAS, discriminatory covenants created demographic patterns that remain in place today. Due in part to this historical practice, some places are less racially diverse than the populations of all of its neighboring communities and has a lower percentage of minority owned businesses than many neighboring communities; and WHEREAS, the Just Deeds Project connects residents to pro bono attorneys who can help remove discriminatory covenants from property titles; and WHEREAS, the State of Minnesota, including the City of Little Canada, recognizes the harm that Discriminatory Covenants—and the racial, religious, and other discriminatory practices that they represent—cause to society in general and to the individuals who are adversely affected by racial, religious, and other discrimination through the presence of discriminatory covenants in the public land records. BE IT RESOLVED by the City Council of the City of Little Canada that: 1. The City of Little Canada disavows and condemns the past use of discriminatory covenants and prohibits discriminatory covenants from being used in the future. 2. City staff is directed to investigate and to identify any real property owned or leased by the City that contains discriminatory covenants and to prepare and record an affidavit or request an examiner’s directive discharging such discriminatory covenants pursuant to Minnesota Statute § 507.18, subd. 5. 3. City staff is directed to participate in the work of the Just Deeds Coalition to educate the community about this and other historically discriminatory practices; to identify contemporary discriminatory systems, policies, and practices; and to take action to dismantle racist systems, practices, and policies in the City of Little Canada to create equity for all. Adopted by the City Council of Little Canada, Minnesota this 12th day of April, 2023. __________________________________ Thomas Fischer, Mayor ATTEST: _________________________________________ Christopher Heineman, City Administrator City Toolkit Just Deeds: City Toolkit Discriminatory covenants shaped the geographic and demographic landscape of our cities. They determined where people live, where different types of businesses are locat- ed, what type of housing is available, where highways were built, where garbage dumps were placed, how public education was funded, and more. These patterns remain today and are often reinforced by current city policies, ordinances, and planning decisions. Just Deeds invites all cities committed to the Just Deeds mission to participate in the coalition. Expectations No formal action is required to join the Just Deeds project, but most cities join by passing a resolution of support (see sample resolution in Attachment 1). All cities wishing to participate in Just Deeds must: • Commit to the Just Deeds mission statement in word and in action (see Just Deeds mission in Attachment 2) • Dedicate resources to support the Just Deeds mission. Some examples of how other cities are participating include: • devoting staff or volunteer time to connecting residents with free help from legal and title professionals to discharge discriminatory covenants (required) • discharging covenants on city-owned property • engaging in community conversations on race and housing • identifying anti-racist action your city and community can take to address hous- ing barriers • engaging your city’s Human Rights Commission and City Council (see sample memo Attachment 3 and sample presentation in Attachment 4) • joining with other Just Deeds cities to create new equity tools tailored to city government Just Deeds: City Toolkit Benefits Benefits of participating in the Just Deeds project include the following: • Your city will be featured on the Just Deeds website, along with other participating cities. • If there are restrictive covenants in your community, the Just Deeds team will con- nect you with volunteer attorneys to help your residents discharge their covenants. Your city staff will be responsible for managing the process of connecting residents to attorney volunteers. Just Deeds will provide you the tools and instruction neces- sary to carry out this portion of the project. • Your city will receive access to educational materials about discriminatory covenants in Minnesota and will be invited to collaborate with other Just Deeds members to develop policies, practices, and programs to dismantle racist systems. Thank you for your interest in participating in the Just Deeds coalition. We look forward to working together to create meaningful and lasting change in Minnesota one deed, policy, and planning decision at a time. Just Deeds: City Toolkit Sample Resolution ATTACHMENT 1 RESOLUTION NO. 20 – RESOLUTION CONDEMNING THE USE OF DISCRIMINATORY COVENANTS, DISCHARGING DISCRIMINATORY COVENANTS ON CITY-OWNED PROPERTY, AND APPROVING PARTICIPATION IN THE JUST DEEDS COALITION WHEREAS, discriminatory covenants were tools used by real estate developers to prevent BIPOC and non-Christian individuals from buying or occupying property in certain areas, and they were common throughout the United States from the early 1900s to the 1960s; and WHEREAS, the purpose of discriminatory covenants was to racially and religiously homogenize communities by excluding BIPOC and non-Christian individuals from Golden Valley. These tools segregated the metro area and built a hidden system of apartheid; and WHEREAS, in 2016, the University of Minnesota founded Mapping Prejudice to expose the racist practices that shaped the landscape of the metro area. Mapping Prejudice researched restrictive covenants in Hennepin County and created the first-ever comprehensive map of racial covenants in an American city. The project mapped 24,131 covenants in Hennepin County, including 1,604 covenants in Golden Valley; and WHEREAS, an example of a common covenant in Golden Valley declared that “No part of said premises shall ever be used or occupied by or sold, conveyed, leased, rented or given to Negroes, or Mongolians or Hebrews or any person or persons of the negro race, or Mongolian race or Hebrew race or blood; and WHEREAS, the discriminatory covenants in Golden Valley are concentrated along its borders with Minneapolis and Robbinsdale, and in other desirable areas in the City, such as near downtown, around parks and open spaces, and near the private golf course; and WHEREAS, the City of Golden Valley owns sixty-one parcels of land that contain a discriminatory covenant, including parcels located in the Golden Ridge Nature Area, Lakeview Park, Seeman Park, North Tyrol Park, and South Tyrol Park; and WHEREAS, City leaders knew about the use of discriminatory covenants and sanctioned their use. For example, meeting minutes show that in 1938 the Planning Commission and City Council required the developer of the West Tyrol Hills subdivision to impose discriminatory covenants on all lots in the development as a condition of granting the required land use approvals; and WHEREAS, restrictive covenants are no longer enforceable. Legal efforts to eliminate Discriminatory Covenants include Shelley v. Kraemer, 334 U.S. 1 (1948), in which the United States Supreme Court prohibited courts from enforcing Discriminatory Covenants and the Minnesota legislature in 1953 enacted statutes that prohibited new covenants, but existing covenants were still legal in Minnesota until 1962; and WHEREAS, as a result of these judicial and legislative actions, today, Minnesota law and federal law prohibit discrimination in the sale or lease of housing based on race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation, or familial status and those state and federal prohibitions extend to the refusal to sell or to circulate, post or cause to be printed, circulated, or posted, any limitation, specification, or discrimination as to race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation, or familial status; and WHEREAS, in 2019, the Minnesota Legislature passed a law authorizing property owners to individually discharge or renounce discriminatory covenants by recording a discharge form in the county property records; and WHEREAS, discriminatory covenants promoted and established residential racial segregation, which historically and currently has impacted property ownership, accumulation of wealth, property transfers, mortgage eligibility, rental eligibility, property values, property tax base, internet access, and more. Discriminatory covenants fortified systemic racism and compounded economic divestment in specific communities within Hennepin County; and WHEREAS, discriminatory covenants benefitted White communities. For example, homes that were racially covenanted are still predominantly owned by White people and are worth approximately 15% more today than non-covenanted properties; and WHEREAS, discriminatory covenants created demographic patterns that remain in place today. Due in part to this historical practice, the population of the City of Golden Valley is less racially diverse than the populations of all of its neighboring communities and has a lower percentage of minority owned businesses than many neighboring communities; and WHEREAS, in 2019, the City Council directed the Human Rights Commission to begin work on the Just Deeds Project, which connects residents to pro bono attorneys who can help remove discriminatory covenants from property titles in Golden Valley; and WHEREAS, the State of Minnesota, including the City of Golden Valley, recognizes the harm that Discriminatory Covenants—and the racial, religious, and other discriminatory practices that they represent—cause to society in general and to the individuals who are adversely affected by racial, religious, and other discrimination through the presence of discriminatory covenants in the public land records. BE IT RESOLVED by the City Council of the City of Golden Valley that: 1. The City of Golden Valley disavows and condemns the past use of discriminatory covenants and prohibits discriminatory covenants from being used in the future. 2. The City Attorney is directed to investigate and to identify any real property owned or leased by the City that contains discriminatory covenants and to prepare and record an affidavit or request an examiner’s directive discharging such discriminatory covenants pursuant to Minnesota Statute § 507.18, subd. 5. 3. City staff is directed to participate in the work of the Just Deeds Coalition to educate the community about this and other historically discriminatory practices; to identify contemporary discriminatory systems, policies, and practices; and to take action to dismantling racist systems, practices, and policies in the City of Golden Valley to create equity for all. Adopted by the City Council of Golden Valley, Minnesota this 7th day of October 2020. _____________________________ Shepard M. Harris, Mayor ATTEST: _____________________________ Theresa J. Schyma, City Clerk Just Deeds: City Toolkit Mission Statement ATTACHMENT 2 Mission Statement Just Deeds is a coalition of community stakeholders committed to acknowledging and addressing systemic racism in housing in Minnesota. Coalition members provide free legal and title services to help property owners find discriminatory covenants and remove them from their property titles and will provide the foundation of education and acknowledgement necessary to pursue reconciliation and anti-racist solutions. We represent organizations and entities who share responsibility for creating and correcting systemic racism in housing. We acknowledge the racist systems created and perpetuated within communities, and we will work toward dismantling these systems. Members of the Just Deeds coalition are committed to working toward meaningful and lasting change in Minnesota. Coalition members will achieve this goal by: •educating Minnesotans about the racist practices perpetrated by developers, real estate agents, lawyers, and local, state, and federal governments to establish segregated housing and keep wealth and opportunity away from communities of color •educating Minnesotans so they understand who has directly and indirectly benefitted from historically racist practices and how those practices have shaped access to property, homeownership, and wealth over time •taking action to dismantle the racist systems that perpetuate inequality and devoting resources to create equity for communities of color All members of the Just Deeds Coalition recognize the following truths and principles: •Systemic racism in housing occurs today. Black, Indigenous, and other communities of color continue to face discrimination and lack of access to affordable housing and home ownership. •Continued denial of opportunities to build generational wealth through home ownership perpetuates inequity within our communities. •We will not erase or deny history. We will acknowledge it and learn from it. •We are dedicated to honesty about institutional roles (public and private) in building and perpetuating systemic racism. •We commit to begin and participate in hard conversations within our communities and institutions about our shared history of discrimination and systemic racism. •We pledge to examine the current policies and practices of our institutions to prevent future racist actions. •When we identify racism in our institutions and processes, we will actively work to remove it. Just Deeds: City Toolkit Sample Memo ATTACHMENT 3 Golden Valley City Council Meeting October 7, 2020 Agenda Item __. Resolution condemning the use of discriminatory covenants, discharging discriminatory covenants on City-owned property, and approving participation in the Just Deeds Coalition Prepared By Kirsten Santelices, Human Resources Director/Human Rights Commission Liaison Kiarra Zackery, Equity and Inclusion Manager Maria Cisneros, City Attorney Summary Overview Staff recommends that the City Council pass a resolution to: •Condemn the past use of discriminatory covenants in Golden Valley and prohibit their future use; •Investigate and identify any real property owned or leased by the City that contains discriminatory covenants and to discharge those covenants in the Hennepin County land records; and •Participate in the Just Deeds Coalition, a group of community stakeholders committed to acknowledging and addressing systemic racism in housing in Minnesota. What is Just Deeds? Just Deeds is the name of a project launched by the Golden Valley Human Rights Commission (the “HRC”) to provide free legal assistance to homeowners who want to research and discharge discriminatory covenants from their property titles. The City has partnered with local law firms and title companies, including Hoff Barry, Dorsey and Whitney, Edina Realty Title, and Guaranty Title to accomplish this work. Just Deeds also shares the name with a coalition of cross-disciplinary organizations whose goal is to acknowledge the harm caused by discriminatory covenants and actively work to dismantle structural and institutional racism through education and action. Coalition participants include Mapping Prejudice, the Minnesota Association of City Attorneys, Edina Realty Title, the Minneapolis Area Association of Realtors, and the St. Paul Area Association of Realtors. Additionally, Golden Valley staff is working with staff members from Hennepin County and neighboring cities to further the work of the Just Deeds Coalition. Project Timeline In 2019, the Minnesota Legislature passed a law to allow property owners to renounce discriminatory covenants on their properties. In response, the HRC requested that the City Council approve an City Council Regular Meeting Executive Summary City of Golden Valley October 7, 2020 2 amendment to its 2019 work plan, adding the topic of discriminatory covenants. In the spring of 2020, the City launched the Just Deeds project and began working with Just Deeds Coalition member organizations. The Coalition is actively working to educate Minnesotans about: (1) historically racist practices; (2) the deliberate, pervasive damage discriminatory covenants have caused to communities of color and other traditionally marginalized groups of people; and (3) how these systems directly benefited white persons. Additionally, the Coalition aims to take an active role in identifying discriminatory systems and devote resources toward creating equity for all persons. See Just Deeds Coalition Mission Statement (attachment 1). As of the date of this summary, the City has received approximately 112 requests from homeowners to research and discharge discriminatory covenants on their property titles. Discriminatory Covenants in Golden Valley Governments, including the City of Golden Valley, played a significant role in the use of discriminatory covenants. For example, the federal government required discriminatory covenants to secure FHA mortgage financing. In some cases, cities required developers to impose covenants as a condition of subdivision approvals. Records show that Golden Valley leaders knew that developers were using discriminatory covenants in the City and either sanctioned or required the practice. For example, in 1938 the Planning Commission and the City Council required the developer of the West Tyrol Hills subdivision to impose discriminatory covenants on all lots in the development as a condition of granting the required land use approvals. See February 10, 1938 Planning Commission meeting minutes (attachment 2) and March 1, 1938 City Council meeting minutes (attachment 3). There are 1,604 discriminatory covenants in Golden Valley. Figure 1 below shows where these covenants are located. Figure 2 is an example of the language used in discriminatory covenants. This particular covenant can be found in the Tralee Addition (Meander and Paisley Road area). Figure 1. Figure 2. City Council Regular Meeting Executive Summary City of Golden Valley October 7, 2020 3 Another example of discriminatory covenant language found in Golden Valley stated “No persons of any race other than the Caucasian race should use or occupy any building or any lot, except that this covenant shall not prevent occupancy by domestic servants of a different race domiciled with an owner or tenant.” This covenants was found in the Spring Green neighborhood. While completing title research, the City Attorney and the City’s GIS Specialist identified 61 City-owned parcels with discriminatory covenants in places such as the Golden Ridge Nature Area, Lakeview Park, Seeman Park, North Tyrol Park, and South Tyrol Park. See map of affected City-owned parcels (attachment 4). Further research is required to determine whether the City knew about the covenants at the time these properties were acquired. The City can discharge these covenants under state law and the proposed resolution contains a provision authorizing the City Attorney to prepare and record the necessary forms to complete the discharge process. While this action will discharge the covenants and affirm that they are no longer enforceable, it will not delete them from the property records. Discriminatory covenants in Golden Valley created long-lasting consequences and a legacy of inequity between White persons and Black, Indigenous, and Persons of Color (BIPOC). Discriminatory Covenants promoted and established residential racial segregation, which continues to prevent access to property ownership, accumulation of wealth, property transfers, mortgage eligibility, rental eligibility, property values, property tax base, education, transportation, medical care, home ownership, internet access, environmentally healthy spaces, and more. Data shows that homes that were racially covenanted are still predominantly owned by White people and are worth approximately 15% more today than non- covenanted properties. Additionally, in part due to discriminatory covenants, the City of Golden Valley’s population is less racial diversity than surrounding cities. Dismantling the Legacy of Discriminatory Covenants By starting the Just Deeds project and joining the Coalition, the City of Golden Valley is taking the first step to mitigate its role in systemic racism in housing. The Just Deeds project acknowledges that discriminatory covenants are one part of a racist system that intentionally excluded Black, Indigenous and People of Color from social, economic, and political benefits associated with homeownership generally and living in Golden Valley specifically. In order to address all matters of racial inequity, the lasting impacts of racial segregation must be addressed through the public denouncement of this historical practice. The City must establish new systems to replace the old. The City of Golden Valley can become a model for racial restitution for all groups harmed by the institutional practice of discriminatory covenants by intentionally and deliberately taking the following steps: discharging the discriminatory covenants on City-owned property, continuing to actively participate in the Just Deeds Coalition, educating the community about discriminatory covenants, and identifying and overturning all policies influenced by the use of discriminatory covenants. Financial Or Budget Considerations Not applicable City Council Regular Meeting Executive Summary City of Golden Valley October 7, 2020 4 Recommended Action Motion to pass Resolution 20-___ condemning the use of discriminatory covenants, discharging discriminatory covenants on City-owned property, and approving participation in the Just Deeds Coalition Supporting Documents •Resolution No. 20-____ Condemning the Use of Discriminatory Covenants, Discharging Discriminatory Covenants on City-owned property, and Approving participation in the Just Deeds Coalition •Attachment 1: Just Deeds Coalition Mission Statement (1 page) •Attachment 2: February 10, 1938 Planning Commission Meeting Minutes (2 pages) •Attachment 3: March 1, 1938 City Council Meeting Minutes (2 pages) •Attachment 4: Map of City-Owned Parcels with Discriminatory Covenants (1 page) •Just Deeds Coalition PowerPoint Presentation Just Deeds: City Toolkit Sample Presentation ATTACHMENT 4 Council/Manager Meeting November 12, 2019 Racially Restrictive Covenants What are Racially Restrictive Covenants? Racially restrictive covenants refer to contractual agreements that prohibit the purchase, lease, or occupation of a piece of property by a particular group of people. For example: History of racially restrictive covenants Evolved in response to the 1917 court ruling (Buchanan v. Warley ) that declared municipally mandated racial zoning unconstitutional. Encouraged by federal government’s practice of “redlining” in its underwriting of federally funded home loans. Became so socially acceptable that in “1937 a leading magazine of nationwide circulation awarded 10 communities a ‘shield of honor’ for an umbrella of restrictions against the ‘wrong kind of people.’ The practice was so widespread that by 1940, 80% of property in Chicago and Los Angeles carried restrictive covenants barring black families. Racially Restrictive Covenants were widespread in Minneapolis and its surrounding suburbs, including Golden Valley. https://www.mappingprejudice.org/index.html Local use of Covenants Important Legal Milestones 1940s: NAACP launched a sustained legal campaign against covenants. 1948: U.S. Supreme Court to rules covenants are unenforceable in the landmark case Shelley v. Kramer. 1953: Minnesota Legislature prohibited the use of racial restrictions in real estate documents. 1968: Federal Fair Housing Act made racially restrictive covenants explicitly illegal. 2019: Minnesota Legislature passed law allowing property owners to reject racially restrictive covenants (Minn. Stat. §507.18). Why covenants matter today Covenants divided our community by race. These residential segregation patterns persist today. And this physical segregation undergirds our contemporary racial disparities. "While the covenants are there, there is still room for people to think that although it cannot be legally enforced it is nonetheless a promise that they are morally obligated to keep. And that's an argument in my view for removing them.” Evan McKenzie, professor of political science at the University of Illinois at Chicago Advocates for the removal of racially restrictive covenants reason that the restrictions, even if illegal, provide justification for subtle racism. “The owner of any interest in real property may record the statutory form…in the office of the county recorder of any county where the real property is located to discharge and release a restrictive covenant related to a protected class permanently from the title.” Hennepin County provides instructions: https://www.hennepin.us/residents/property/real-estate-recording- information Discharging restrictive covenants under Minn. Stat. § 507.18 Share information about racially restrictive covenants with the community. Tell people about the opportunity to reject racially restrictive covenants on their deeds. Make it easy for Golden Valley property owners to reject these covenants by joining Just Deeds. Just Deeds attorneys will help residents with:  Title research  Document preparation and recording   Develop new policies and practices that dismantle the legacy of restrictive covenants. Share the City's work with the Just Deeds Coalition. Document progress and change; report back to the Just Deeds Coalition. What can the City do? STAFF REPORT TO: Mayor Fischer and Members of the City Council FROM: Corrin Wendell, Community Development Director DATE: April 12, 2023 RE: 2750 Rice Street – Demolition Contract for Former Pawn Shop ACTION TO BE CONSIDERED: Motion to approve contract work in the amount of $20,945.00 plus abatement costs for Nitti Companies to provide demolition work for the existing structure (Pawn Shop) located at 2750 Rice Street. BACKGROUND: City staff has been working to secure a contract with a demolition company to raze the building (former Lincoln Pawn) located at 2750 Rice Street. After securing three quotes, Nitti Companies was chosen to complete the work. The existing site, now owned by the City, includes taxes and insurance as part of on-going costs. In anticipation of future redevelopment of the site, demolition of the building and pylon sign are the next steps. City staff has also been in contact with ULI, Urban Land Institute, to potentially assist with a design charette for the site. Contract Work Includes: • Apply for demolition permit • Have building inspected for asbestos • Disconnect sewer and water inside property line (no restoration) • Remove refrigerant from a.c. unit • Meet with Ramsey County for pre-demolition inspection and supply required paperwork upon completion • Remove sign 1 foot below grade and leave footing • Apply water for dust control • Complete removal and disposal of slab on grade building with frost footings • Install erosion control • Import common fill to grade • Apply hydroseed NOT INCLUDED: winter conditions, asbestos removal if present, rebar, saw cuts, household or regulated waste. Contact: Dana Nelson Nitti Rolloff Services Inc. 12351 Cloud Drive N.E. Blaine, Mn. 55449 The $20,945.00 demolition cost for the building qualifies as a TIF 7-1 eligible expenditure. At the end of 2022 the TIF fund balance is anticipated at approximately $1,000 dollars, however the district is expected to bring in approximately $80,000 dollars of TIF increment in 2023, funds that can be used for qualified development expenditures. STAFF RECOMMENDATION: Motion to approve contract work in the amount of $20,945.00 plus abatement costs for Nitti Companies to provide demolition work for the existing structure located at 2750 Rice Street. Name:Date: Address:Prepared By: Phone:Phone: Email:Email: Charges Qty ______________________________________________ PLEASE SIGN ABOVE THAT YOU'VE READ THE FULL TERMS & CONDITIONS AND WOULD LIKE TO PROCEED WITH THE WORK LISTED ABOVE! Nitti Roll-off Services Inc. 12351 Cloud Dr. N.E. Blaine Mn. 55449 Project Information Contact Information city of little canada c/o corrin wendall 11/8/2022 2750 little canada road little canada Dana Nelson Category Description Unit Price Amount Materials 763-453-9377 C-763-238-1014 O-763-755-0303 corrin.wendell@littlecanadamn.org dana@nitticompanies.com Description of Work apply for permit. Have building inspected for asbestos. disconnect sewer and water inside property line ( no restoration ). Remove refrigerant from a.c. unit. Meet with ramsey county for pre demolition inspection and supply required paperwork upon completion. remove sign 1 foot below grade and leave footing. apply water for dust control, complete removal and disposal of slab on grade building with frost footings. install erosion control. import common fill to grade. apply hydroseed. NOT INCLUDED : winter conditions, asbestos removal if present, rebar, sawcuts, household or regulated waste. Demolition Debris 0 $5,000.00 Cinder Block/Brick 0 $980.00 Excavator 0 $4,500.00 Skidsteer 0 $1,000.00 Asphalt 0 $0.00 management and permit $700.00 Waste Tax 0 $189.00 Concrete 0 $2,075.00 Mobilization 0 $500.00 Asbestos Survey 0 $500.00 Neighborhood Meeting 0 $0.00 Utility Disconnects 0 $1,900.00 Erosion Control 0 $480.00 Pest Control 0 $0.00 Dust Control 0 $500.00 AC Units/Freon 0 $150.00 Black Dirt 0 $0.00 Compaction 0 $0.00 Granular Fill 0 $0.00 Common Fill 0 $1,836.00 Household MSW BY OTHERS $0.00 Labor and torch $260.00 Hydroseed 0 $375.00 Trees/Stumps/Brush 0 $0.00 Acknowledgement This estimate is valid for thrity (30) days. Our terms are 30% down with the balance due on completion. Client agrees to pay invoices according to the following terms. Invoices NOT paid will be subject to a finance charge of 1.5 per month (18% annually) or the maximum rate allowed by law. If Supplier commences an action against Client arising out of or in connection with this offer or any agreement arising out of or relating to this offer, Supplier shall be entitled to have and recover from its Client reasonable attorney's fees, collection costs and cost of suit. If you have any questions feel free to contact us at your earliest convenience. Full terms and Conditions are attached seperately.. Total Estimate $20,945.00 Thank you for your business! 0 0 $0.00 0 0 $0.00 ESTIMATE Move Your Project Forward Technical Assistance Panels (TAPs) bring an unbiased, interdisciplinary and market-based perspective to your specific development/land use challenge or policy issue. ULI Minnesota will assemble a panel of high-level land use and real estate professionals specifically selected for their expertise relating to the TAP assignment. Our panel can tell you what kinds of development you can realistically expect and what tools you might use to attract the development you want. Ranging from one half to three days, the workshop is preceded by analysis of background information provided by the sponsor, planning sessions, community interviews, and site tours. The panel’s findings and recommendations are documented in a written report. The cost of these high intensity workshops and published deliverables ranges from $5,000 to $30,000. Length of TAP is negotiated based on need. Three-Day Workshop This workshop is ideal for complex and comprehensive projects such as freeway lids, that require significant time to fully understand the issues, national expertise and to formulate strategic recommendations. Half-Day Workshop This workshop is ideal for projects that require less background analysis to fully understand the issues and to formulate strategic recommendations. Why Host a TAP? • You could benefit from an outside private market perspective. • Completing a TAP may provide market specifics to make the project more feasible. • You may find it easier to secure regulatory approvals and/or attract capital, as it will have the TAP report as a reference. 1/2 DAY OR 3 DAY WORKSHOP TAP DETAILS LET A TAP HELP YOU MOVE YOUR PROJECT FORWARD CONTACT US AT 612-670-8147 I CATHY.BENNETT@ULI.ORG I MINNESOTA.ULI.ORG 5-7 INDUSTRY EXPERTS 1 PRESENTATION 1 REPORT $5,000 - $30,000 BASED ON NEED STAFF REPORT TO: Mayor Fischer and Members of City Council FROM: Chris Heineman, City Administrator DATE: April 12, 2023 RE: Community Relations Manager Position ACTION TO BE CONSIDERED Consider creation of Community Relations Manager Position BACKGROUND The City of Little Canada contracted with DDA Human Resources to conduct an Organizational Study in 2022 which was finalized in March of 2023. As part of this study, the consultant provided an analysis of City services and the City’s current and future staffing needs with attention to current communication and community engagement and outreach responsibilities. The consultant also provided analysis on the staffing needs of the organization now and in the future with particular attention to what position(s) have responsibility for community engagement and outreach. Based on the feedback analysis of the consultant, one of the primary recommendations identified to address current staffing challenges was to hire a full-time position focused on communications and community engagement to perform duties related to communications and project management. The position would include coordination of the quarterly newsletter, administering the City website through working with departments to add and create content, and administering all social media accounts. These duties currently reside with the Parks and Recreation/Community Services Director. Following the adoption of the final report from DDA Human Resources, staff members met to discuss how this recommended position would fit into our current organizational structure. The staff leadership team reviewed fourteen position descriptions related to communications and community engagement and created a Community Relations Manager position description that addresses the needs specific to the City of Little Canada. A copy of the draft position description is attached for your review. This position would address both ongoing and increasing communication needs and many additional duties and responsibilities that are outlined in the City of Little Canada’s 2022 Strategic Plan. The creation of this position also adheres to the 5-year Strategic Plan adopted in 2019. By establishing a Community Relations Manager position, we would be creating additional operational efficiencies and align with the strategic initiative of optimizing our organizational structure. Based on the broad duties and responsibilities included in the position description, staff is recommending that the Community Relations Manager position be classified in Grade 10 or 11 on the City’s current wage scale. Grade 11 is the same grade as the City Clerk/Human Resource Manager, Parks & Recreation/Community Service Director, and Community Development Director positions. FISCAL IMPACT If the City Council recommends moving forward with this position, additional financial analysis will be provided prior to final approval. Based on an assumption that we would advertise for this position at Step 1 to Step 3 of pay grade 11 in our current wage scale, the starting wage for this position would be between $46.27 and $49.32 per hour. Staff recommends a salary distribution of 75% General Fund, 12.5% Water Fund and 12.5% Sewer Fund. The total estimated salary and benefit costs range from $110,235.77 to $137,896.41 for grade 10 or $121,259.34 to $151,686.05 for grade 11. The 75% General Fund portion is estimated to have a levy increase impact of approximately 2% - 3% to the 2024 budget. If this position is hired in 2023, the position would be prorated with an anticipated start date of July 1st, 2023. The 2023 General Fund share is expected to be financed with available fund balance. RECOMMENDED ACTION The City Council is asked to review the draft Community Relations Manager position description and provide further input and guidance to City staff on how to proceed. Based on the feedback from the City Council, a final position description could be brought forward for consideration and approval at the next City Council meeting on April 26. Staff recommends a salary distribution of 75% General Fund, 12.5% Water Fund and 12.5% Sewer Fund. The recommended estimated salary ranges from $110,235.77 to $137,896.41 for grade 10 or $121,259.34 to $151,686.05 for grade 11 (The estimated salaries include benefits). The 75% General Fund portion is estimated to have a levy increase impact of 2%-3% to the 2024 budget. For 2023, the position is expected to be prorated ½ year or six months, with an anticipated start date of July 1st, 2023. The 2023 General Fund share is expected to be financed with available fund balance. 1 Position Title: Community Relations Manager Department: Administration Accountable To: City Administrator Status: Full-time, Exempt Salary Grade: Reviewed: April 2023 _______________________________________________________________________ PRIMARY OBJECTIVE OF POSITION Responsible for the City’s internal and external communication activities with a focus on cultivating positive relationships with residents, businesses, staff and other stakeholders. This position manages the day-to-day operations of the City’s communications efforts with minimal direction from the City Administrator. The position is also responsible for designing and implementing communications plans and outreach strategies to engage the community, and provides guidance to the City Administrator and department heads on communication trends and issues. This position will develop and deliver content across all city communication platforms and design communication and engagement that is inclusive and appropriate for the Little Canada community. The position takes an active leadership and participatory role in department and citywide community engagement and outreach programs, special events, and planning and operations. SCOPE OF RESPONSIBILITY The Community Relations Manager works independently with minimal direction from the City Administrator, and is directly responsible for managing all communication efforts conducted by the City: including written, visual and electronic communications, the city website and social media accounts, and all city marketing and community branding efforts. MAJOR DUTIES AND RESPONSIBILITIES 1. Community Relations: a. Focus on cultivating and managing positive relationships with residents, businesses, media and other stakeholders. Coordinate, organize and facilitate formal and informal meetings, workshops, open houses and other community relations activities. b. Develop and maintain relationships by interfacing with residents, community groups and other stakeholders. Utilize partnerships to increase the reach of organizational initiatives, programs and services. Employ innovative community engagement techniques to reach a diverse audience including key demographics such as age, race, ethnicity, and gender. c. Facilitate communit y partnerships with existing organizations and efforts such as Canadian Days Committee, Night-to-Unite and ‘Friendship City’ relationship with Thunder Bay. COMMUNITY RELATIONS MANAGER JOB DESCRIPTION 2 2. Operations: a. Works to implement strategic communication initiatives with an emphasis on inclusive communication and engagement principals. Recommends annual communication goals and objectives and assesses and reports on effectiveness of communication strategies. b. Monitors effectiveness of communications and communication tools. Recommends and implements changes to enhance effectiveness based on feedback and analysis. c. Establishes consistency in tone, image and branding for the City of Little Canada in various form layouts, templates and logos. Coordinates Gateway Signage Initiative. d. Coordinates recruitment and appointment process for city commissions and assists the City Clerk/Human Resource Manager with recruitment of other city employees. e. Prepares and submits annual budget for communications efforts to City Administrator. 3. Communications: a. Oversees production of the City Newsletter and content of bi-weekly news updates. Develops and distributes additional internal and external communication initiatives including brochures, flyers, push notifications and other electronic communication. b. Manages the City’s day-to-day communications efforts to meet the goals, objectives, and timelines of the City Council and City departments. c. Works closely with all departments to develop and produce communication pieces to promote individual programs and enhance public information. d. Serves as photographer and videographer or works with professionals to take and prepares photos and video for web, social media, and print promotions. e. Responsible for updating the City's website by creating content and ensuring the site is current and relevant. f. Creates content for social media communication tools, monitor inquiries, complaints, and comments and responds to routine citizen requests or questions. g. Markets and promotes City services through special events, promotions, community events, public gatherings and related activities. h. Assists in scheduling, coordinating, and attending events and activities that promote the City (e.g. ground breakings, open houses, festivals, grand openings, recreation events). i. Performs other duties as assigned or apparent. 4. Community Engagement: a. Works with stakeholders to promote and enhance all levels of community engagement. b. Manages the City’s ongoing community survey efforts to obtain resident feedback. c. Develops community outreach programs to embrace the community’s diversity and champions efforts to positively impact diversity, equity and inclusion in Little Canada. d. Coordinates and implements community visioning event to establish a clear understanding of what Little Canada community members desire. COMMUNITY RELATIONS MANAGER JOB DESCRIPTION 3 KNOWLEDGE, SKILLS, AND ABILITIES • Ability to develop and maintain positive relationships with diverse audiences, media, elected officials, staff and residents. Excellent interpersonal skills. • Excellent communications and relationship skills both orally and in written format using tact, sensitivity and understanding of diverse audiences to build trusting and cooperative relationships, ability to work tactfully and effectively with the public, elected officials, City employees and outside agencies. • Ability to build authentic relationships with racial, socio-economic, and gender and age diverse communities. • Knowledge of effective techniques for public participation, engagement and outreach strategies and outcomes. • Ability to create content, especially digital content creation, including but not limited to updating websites, blogging, photography and videography, maintenance and distribution of content on social media accounts. • Strong writing and editing skills. • Knowledge and proficiency with software such as Microsoft Office, Adobe Creative Suite and InDesign. • Ability to manage projects, coordinate timelines and handle multiple priorities. • Ability to work independently. • Ability to work flexible hours including some nights and weekends. QUALIFICATIONS Minimum: • Four year degree in Communications, Marketing, Journalism, Public Relations, or related field. • Three to five years of communications, marketing, social media experience or an equivalent combination of experience and training which provides the knowledge, skills and abilities to perform the work. • Valid Driver’s License Desired: • The ideal candidate will have experience in managing an organization’s communication, public relations, community engagement, outreach and/or marketing efforts. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfull y perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects or controls, sit; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms, stoop, kneel, crouch, or crawl. COMMUNITY RELATIONS MANAGER JOB DESCRIPTION 4 The employee must occasionally lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT Office environment; significant exposure to computer screens; the noise level is usually quiet, although the ability to work with noise and distractions is required; this position works in an office setting. This position qualifies for a hybrid work environment including remote work of up to twenty (20) hours per pay period.