Council Minutes
MINUTES - COMMITTEE OF THE WHOLE
Monday, August 13, 2001
The city council met as the Committee of the Whole on Monday, August 13, 2001 at 7:10 p.m. in the council chambers in City Hall with Mayor Brown presiding. Present at roll call were: Council Members Brooks, Bjerke, Stevens, Hamerlik, Gershman, Christensen, Kerian, Kreun, Martinson - 10; absent: Council Members Burke, Glassheim, Klave, Bakken - 4.
Mayor Brown announced that when addressing the committee to please come forward to use the microphone for the record, and advised that the meeting is being televised.
Mayor Brown announced that the city council tour scheduled for Wednesday, August 15, at 4:30 p.m. has been postponed - Mr. Staley felt that the tree damage from the storm was too severe to view the parks with the city council members, they are sorry for the inconvenience and hope to reschedule it sometime in September, and if there are any questions to contact Mr. Staley or Rachel Jacobson at the Park District.
Mayor Brown stated that he would like to thank the city council and Mr. Gershman for their assistance with the city’s recovery during that difficult time and would like to thank all city employees, especially those from the police department, fire department public works, engineering, inspections and public information; the Grand Forks Park District employees, North Dakota National Guard, ND Department of Transportation, Xcel Energy, Nodak Electric, American Red Cross, Salvation Army and also thanked the hundreds of individual private citizens who pitched in to help. He noted one private firm that deserves special recognition - Jacobson Tree Service from Granite Falls, MN who brought 18 employees and vital equipment to help at no cost to the City. He thanked the members of the city council who took over in his absence and for the assistance the community needed immediately after the weather event. He thanked Mr. Duquette and that we must not forget about communities like Hillsboro and Gilby which also suffered serious storm damage and continue to offer our assistance to them in any way we can help.
Rick Duquette, interim administrative coordinator, briefly walked through the sequence of events last Wednesday evening and early Thursday morning - about 8:30 p.m. August 8 we had 101 mph winds, 1.6 inches of rain in about 20 minutes (wind 114 mph at the Air Force Base); that he and President Gershman of the council were at the EOC, and as information came in, they realized this was far more serious than they had anticipated - that there were about 40 streets blocked completely, power lines were down all over, water intakes were down, lift stations were gone and approx. 12 to 15 injuries (mainly lacerations from broken windows). He stated they met and discussed with the department heads as they came in and declared a state of emergency in the city which became more evident as daylight came. He stated that President Gershman contacted the County to ask for their assistance with their emergency declaration as well. He reported that he and Mr. Gershman left the EOC at 5:00 a.m. and moved everybody to 12 hour shifts (7:00 to 7:00) and came back at 7:00 a.m. to prepare that morning’s operations. He reported that when he returned the Street Department had already started to move a major part of the debris, they responded from their homes (didn’t have to be called back), he stated their decision was to take an approach where they would clear the main snow routes initially, that Thursday morning they began to reassess and organize the work of public works, engineering, finance and once they relayed the declarations from the County and the City to the State (ND Division of Emergency Management); and at State’s request laid out their needs for equipment; and later that morning a National Guard General called back and told him the equipment we could get - we had 4 bucket trucks coming from the State and the DOT, about 40 Guard personnel, 18 personnel from the DOT, 28 dump trucks and 3 clam loaders and by early afternoon that equipment was on the ground with us.
He stated they needed to put together some ideas about how to do the initial debris removal - the Park
District, the Street crews, City employees and National Guard focused in on handling of debris removal -
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Mark Aubol, Street Department came up with the idea of dividing the city into number of sectors, and attacked the city by sectors and worked from the inside out as far as main debris removal, to get the big stuff out of there and knock it down, and to get safety issues taken care of - he stated in working with the Park District, National Guard, City crews, private contractors and volunteers, people who came into this community, things are moving very quickly and found that the first pass of big stuff, should be done Wednesday or Thursday of this week - and they plan to organize what they think is the best step for the second pass.
He reported that he and the city auditor met with FEMA this afternoon to provide them some preliminary information on damages - preliminarily about $17.5 million damage and anticipate that number to move; on the City’s side looking at costs (equipment, personnel) about $150,000 to this point.
He stated he wanted to stress and echo the Mayor’s comments about the organizations and entities that came in - thanked the council members, the National Guard, the Park District, City employees and department heads - exceptional group of people working in this community - they did a good job.
Council Member Martinson had comment re. safety - that a lot of intersections with limbs and branches piled up, and kids play around then, and until they are all removed, remind the citizens to please be careful re. speed, etc.
COUNCIL MEMBER KLAVE REPORTED PRESENT
President Gershman stated he was incredibly impressed with the staff, very little direction that had to be given, they worked as a team with the Park District, the issue was the understanding that we had another disaster and it’s not fun to go through what we went through. He also noted that Council Member Brooks was there all night, Council Member Bakken was there, and numerous calls from council members all night long - Council Member Bakken scored the 120 KW generator we needed and sent one of his trucks to get it; and everybody stepped up and the contact with the Mayor who was out of town on city business when he heard turned around and came home and took over - and thanked everybody and the council members who did such a good job in helping us walk through this and make the decisions.
Council Member Brooks stated that watching that operation and very proud of the City employees - no rank, no department heads - all working together and when came time for a decision everyone spoke their mind - listened to, evaluated and decisions were made - very impressive operation.
Mayor Brown stated that if council members have any concerns from citizens to please forward them to the administrative coordinator’s office.
COMMITTEE OF THE WHOLE DISCUSSION ITEMS
2.1 Public hearing for moving permit application to move the home and garage from 1411 Lewis Blvd.
to 1616 North 6th Street.____________________________________________________________
2.2 Public hearing for moving permit application to move the home and garage from 1417 Lewis Blvd.
to 1620 North 6th Street.____________________________________________________________
2.3 Public hearing for moving permit application to move the home from 2525 Olson Drive to 1600
Nordonna Circle._______________________________________________________________
2.4 Public hearing for moving permit application to move the home from 3737 Belmont Court to 3835
17th Avenue South._______________________________________________________________
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2.5 Public hearing for moving permit application to move the garage from 1831 Riverside Drive to
1608 8th Avenue North._________________________________________________________
Mayor Brown called for the public hearing on these items, there were no comments. Council Member Hamerlik asked if all the people were notified within required distance, if it fits into the neighborhood, any problem with trees and if those items have been taken care of, and if any protests received from any people that would be affected. Bev Collings, Inspections, reported no protests have been received for any of the properties, have followed their normal procedures, and at the last council meeting discussed going through the routes prior to as they didn’t have an opportunity to do so, but are getting some packed routes that they’ve used previously, esp. in southend, and those things are looked at initially, esp. by Urban Development. Council Member Hamerlik questioned if property owners are aware it’s on the agenda tonight; Ms. Collings stated they have received notice.
Council Member Gershman asked if they would have photos of how house will sit on the lot, etc. by the next meeting - if there are protests; Ms. Collings stated they could do that, they don’t require private owners to do that. Council Member Christensen stated he would hope to get a map before these homes are moved, then won’t have the problem re. trees, and asked for assurance that they would ask the mover to give a map and have someone check the route before the home is moved; Ms. Collings stated if that was the council’s wish to have a map could do that, the difficulty with that is a lot of people moving these homes have not selected movers at this point. Council Member Christensen stated that before the permit is granted a map is given for review; Ms. Collings stated that is what they do now, could require that of the applicant, that before get permit want to know who the mover is and see a map and have it approved. Peg O’Leary, Historic Commission, stated that for the Riverside addresses, there is a clear route.
2.6 Request from CPS, Ltd. on behalf of R.J. Zavoral and Sons for preliminary approval of the Replat
of Lots 17, 18, 19 and 20, Block B of a Replat of Lot 7, Block 1, Kannowski’s Addition to the city
of Grand Forks, North Dakota (located in the 5800 block of Pinehurst Drive)._________________
Council Member Kerian asked what will happen in this area. Dennis Potter, city planner, stated the intent is to do some single family housing and in Block B some form of multi-family yet to be determined - the proposal is that where there were 3 lots will reduce the lot size and put in six with the possibility of either townhouse or condominium development along the area.
2.7 Request from Tim Crary on behalf of Crary Homes for final approval (fast track) of the Replat of
Lots 26 and 27, Block 1, Johnson’s Fourth Addition to the city of Grand Forks, North Dakota
(located at 3997 15th Avenue South and 3999 15th Avenue South).________________________
There were no comments.
2.8 Request from the Planning and Zoning Department for preliminary approval of an ordinance to
amend Chapter XVIII of the Grand Forks City Code of 1987, as amended, amending Article 8,
Comprehensive Plan, Section 18-0802, pertaining to the Grand Forks-East Grand Forks 2022
Transp.Plan Update, (2000 Bikeway Element, 1999 Pedestrian Element, 2000 Transit Element,
Year 2000 Street and Highway Element, and 2000 Metropolitan Intelligent Transportation Systems
Comprehensive Plan Element) together with all maps, information and data contained therein.
There were no comments.
2.9 Request from Kevin Ritterman on behalf of Mikkelson Consolidated for the preliminary approval
of an ordinance to amend the Zoning Map to rezone and exclude from the Village PUD (Planned
Unit Development), Concept Development Plan, Amendment No. 2, and to include within the
Village PUD (Planned Unit Development), Concept Development Plan, Amendment No. 3, all of
Village Resubdivision No. 2 and all of Village Resubdivision No. 3, Grand Forks, North Dakota
.
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Council Member Kerian stated there seemed to be some questions about traffic that maybe created from these additional homes. Mr. Potter stated that is an issue they will be looking at and by the time it goes through the Planning Commission for final review in September and comes back to council, will have those issues resolved. Mr. Potter stated that there is a Texas developer that has an option on the property and looking at up to 160 apartment units on the property, regular apartments and target audience is University students.
2.10
Liquor license for Engelstad Arena.
There were no comments.
2.11
Copy machine specifications for City Hall.
Council Member Bjerke stated that in the future they are looking at bidding out the contract for repair/maintenance for all copies and when bid this and others, if it matters who they buy it from because when get contract repair, find someone to work on various brands. Roxanne Fiala, IS, stated that is the way they are trying to go and is working with Mr. Swanson to see how they can take that approach to it, normally the service contract/maintenance contract goes with the type of equipment that you have and is carried by the vendor.
2.12
HIV/Aids Testing and Counseling Grant Agreement #{PF02-24 ($10,000, 7/1/01-6/30/02).
2.13 Women’s Way Cancer Prevention and Control Grant Agreement #02-189 ($54,133, HL35, 7/1/01
6/30/02). _
2.14
Budget amendment (Health $1,550, 7/27/01)
2.15
State Aid Health Grant Agreement #01-204 ($76,206, HL70, 7/1/01 - 6/30/03)
2.16
Communicable Disease Grant - Budget amendment, HL10. $16,812, 7/26/01, New 2001 Revenue.
Council Member Christensen asked if there is any continuing liabilities once they approve the grant other than the grant they have their match with space. Don Shields, Health Department, stated they do not have any liability beyond the end of these grants; all but one of the grants expire June 30 of next year, the other is a two-year grant.
2.17 Change Order #3, Project 4371, Wastewater Treatment Plant, BDT/LPH Process Equipment Bid
Package No. 1._________________________________________________________________
There were no comments.
2.18
Bids for Project 5262, District No. 581, paving Mighty Acres Drive.
There were no comments.
2.19 Bids for City Project No. 4769, Raw Water Intake and Transmission Pipelines - Part I - Intake
Caisson, Gravity Transmission Pipelines, and River Inlets._____________________________
There were no comments
2.20 Cost Participation and Maintenance Agreement for City Project No. 5242 - Overlay Washington
from Hammerling to 8th Avenue North.______________________________________________
There were no comments.
2.21
Consideration of Change Order #3, Project No. 5200 - 2001 Flood Preparation.
There were no comments.
2.22
Budget amendments.
There were no comments
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2.23
Request for proposals received for city merchandise.
Council Member Gershman stated a lot of businesses that have logo’d items for their business and sell them to their employees at a substantial discount, with small markup, so that the employees have an opportunity to buy them, and wondering if we are doing that and if not, should consider that for all of the city employees, good for morale. He stated that it was noted in the report that there would be a small rack of items displaying what we have - and suggested that we possibly make that a nice display and have it displayed prominently in the window of the Info Center (not only for employees but also for people who visit the City Hall); and not sure want to eliminate it and sell off and might want to have it available. Kevin Dean, Info Center, stated that is their intent, that there is a display case at the civic auditorium which will be brought over to the Information Center and will have those on display, but would like to get this into some retail stores and allow them to help us with the marketing to get these out into the community.
2.24
Christmas in the Park Event in the Greenway.
Council Member Kerian asked about access when there is snow, and if that would be an issue, and would City be maintaining. Melanie Parvey-Biby stated the public works has been using the area to dump snow, although in the future the Lions Club does include this in their maintenance cost if need to remove the snow from the area. (Council Member Martinson stated that the Greenway newsletter commented about the birds in the greenway, that the other night he drove down there and saw a wild turkey hen in the area)
2.25
Housing Fair.
Council Member Kerian stated this is an excellent idea and encourage them to follow through with this.
2.26
Affordable Housing White Paper.
Council Member Kreun stated one of the things that was brought up, the #1 issue on the vitality of the city is its housing stock and its ability to turn its housing and people to buy homes and to build homes. He stated this is very good information but one of things they still have to consider that it addressed to a certain degree, is how do we maintain this and how do we continuously bring it up to standard and make this a situation that’s ongoing and self-funding. He stated under the City programs that they may want to look at - that if we sell the in-fill lots rather than give them away, may want to take a second mortgage on them or put on for very low interest rates so that this is a self-sustaining program; may want to look at tax abatement program and ear-mark some of those monies by putting cap on the amount of the tax abatement that we have and the homes over that amount, may want to utilize some of that for funding source, but want to find a funding source that is continuous so that can generate income for people that don’t fall into the categories and when we get to that point, those are issues that we have to address and want to set aside and deal with; that there are a lot of programs that are already in place and can utilize that are not in place to have this funding mechanism addressed. He stated they will put together a package to vote on shortly.
Council Member Hamerlik questioned timeline to work this up and the process. Terry Hanson, Urban Development, stated they could start bringing forward within next few weeks programs that they have developed for review and programs mentioned in the report have been reviewed and may need council approval. The funds available to do these for the low-income families (80% or less of median income) have considerable amount available through HOME dollars, starting next year with CDBG dollars and additional HOME dollars will have more funds available; program income - there are other resources of those funds that we can apply, which they are willing to do, based on the direction of the council. He stated the biggest question that does come into play is to provide some assistance through HOME
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Ownership Assistance to those that fall out of the low income range (those 80 to 120% of the median income), the moderate income families, those have to be funded locally as there are no programs and have suggested a couple of resources, and that it is the council’s decision on which direction we want to go and whether they want to fund that level of assistance to those families.
Council Member Brooks stated it is good to have one to lend assistance to the citizens in terms of housing but have to be cautious and everyone would agree that we don’t get into the housing business again. Mr. Hanson stated they have discussed that and any programs they are suggesting are other than the direct assistance through programs that they do provide would be through RFP’s to private developers.
Council Member Kreun stated they would like to start at next committee of the whole, bringing information forward that would be viable so that they would have a plan to vote on, and could review. Council Member Hamerlik stated that they wanted a package so not piecemealing, but can start discussing it. Council Member Kreun stated he and Mr. Hanson will meet and come back with a complete package.
Council Member Martinson stated there is a program in place - under the ND Housing Finance Agency, and there are limitations but would be happy to work with Mr. Hanson and Council Member Kreun - there is a limitation also on income, limitation on number of people in the family, could possibly qualify for the down payment assistance and closing cost program.
Council Member Kerian suggested that this information could be made available on the web site, that these are documents that could have value for the citizens to be able to look at and give us some suggestions.
Council Member Christensen suggested that they set perimeters as to what we would probably set as a council and listed number of things that he though they should look at: 1) lots available north of City Hall and if develop those lots, focus on lots we own that could be developed in the near northend or in Riverside; 2) didn’t get a sense that the council was in favor of tax abatements and suggest not thinking about tax abatements; 3) lots in near northend will have to be rezoned or change zoning laws so could have zero lot lines; 4) that we don’t have to give things away but let first-time homeowners buy lots but as part of the program, allow them to buy the lots, low interest down and that is due 7 to 10 years out, and that would give them the opportunity or ability to refinance or to began making payments as their mortgage is down; 5) that if we have a pool of money that we begin using as a source of revenue where people could borrow from the City at a certain rate so they could get into these homes, and program that they should be coming with is someway to front the down and if go with a $10-15,000 lot and a first time homeowner loan ($5-10,000) then could go to a private lender and get a mortgage; and would ask that they develop their program along those lines. He stated he thought it would be important to work with some private contracts as they would know what can be built and prices and suggested as part of the group ask several private contractors and get input. He stated he didn’t think program would work if don’t help people make the down payment.
Council Member Brooks stated he would like to see the council looking at some proposals that would compliment programs that are in place, either federally or State.
Council Member Kreun stated that many of the items suggested by Council Member Christensen are among the programs that they are going to be looked at, only two issues - that the hardest thing to do is get down payment and closing cost and that what he indicated in one funding mechanism is that people that the people that fall above the low to moderate income, above the 80 to 120%, that’s the funding mechanism is going to be hardest to find and to put in place and that where looking at the actual cash that
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the City has to look at funding mechanism, and that is where he came up with the tax abatement portion of the program, and will be bringing something to that effect - to utilize the tax abatement so they can sell those in-fill housing lots as have to build new houses on them, that there might be a cap on it so that it doesn’t affect another income level.
Council Member Martinson stated that when go in for a bank loan, the lender wants to see a lot free and clear and that usually becomes your down payment, and doesn’t think we would be in competition with lenders but wouldn’t be sure lenders wouldn’t work with the city.
2.27
Request from Easter Seals/Goodwill for home and relocation lot.
Mr. Hanson stated the relocation lot is across from the water treatment plant, and they will be notified.
2.28
Downtown tenant approval process.
There were no comments.
2.29
Wireless communication premises site lease agreements.
There were no comments.
2.30
Portfolio Summary.
There were no comments
ADMINISTRATIVE COORDINATOR COMMENTS
Mr. Duquette had no additional comments.
MAYOR AND COUNCIL MEMBER COMMENTS
1) Council Member Gershman stated that earlier the Mayor had mentioned Bill Jacobson from Jacobson Tree Service, Granite Falls, MN and the work they have done and speeded up the process for us by bringing 18 employees here and 5 high lift trucks, etc. and he picked up the tab other than the fuel, and would recommend that the City develop a proclamation in his name and company’s name so that we could thank him publicly and officially and also make sure that everyone in Granite Falls knows what type of a person they have doing business in their community, he’s a real gentleman and we’re grateful to him. Mayor Brown stated that is noted.
2) Council Member Hamerlik stated he talked with Info Center and suggested that they work on our update to have at least one page with information ahead of what is necessary in an emergency, ie., the storm sewer, septic system, etc., how it operates and which is gravity flow and if there should be a time in which people should be alerted to plug in drains, etc. and have as an ongoing thing and go from various departments so there’s public information going out. Mayor Brown stated an individual disaster checklist is a good idea and can modify or look at our plan.
3) Council Member Hamerlik asked if there was any way to determine the listening power, whether or not we should continue with televising of meetings.
4) Council Member Stevens stated he wished to thank National Guard as they cleaned his street, personnel very friendly, did professional job.
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5) Council Member Brooks stated he had received phone calls regarding the wood and if something that we can do with it besides burning/burying it at the landfill, and will relay this to the Mayor’s Office.
6) Council Member Brooks reported he received in his packet relating to fare increases for the bus, that this would go to the public transportation committee next month.
7) Council Member Martinson thanked both the Red Cross and the Salvation Army for food for people and refreshments.
8) Council Member Kreun thanked everybody that’s been involved, whether private, public or volunteer, but to be in Grand Forks and to watch the people help each other and to be there for each other makes you feel good that you’re living in community and really appreciate all of the citizens of Grand Forks and all the help that they’ve given each other.
9) Council Member Christensen asked Mr. Foster to give us a report as to how long it would take for us to discuss and to implement fare increases for our buses - process and timeline and when could vote on it.
Mr. Foster stated it would go to the next public transportation committee meeting next month (first Tuesday in September - September 11) for discussion - amount of fare to be raised, that they would set up a public hearing which is usually 15 calendar days notice, and then come back to committee of the whole after that. Council Member Christensen asked input the council would have to the finances, when have that opportunity and that it should be prior to a public hearing as it will be the fare increases they raise and then have public input, and asked where the MPO fit into this. Mr. Foster stated they would be talking with the MPO on the financial implications of raising the fare - several different fares that could be looked at (adult cash fare, senior fare) and MPO looking at all of those and will have that discussion before we have a public transportation committee meeting. Council Member Christensen stated he wanted to focus on this and move it along, that he attended the last bus committee meeting and its his understanding that the bus committee voted to discontinue the night transportation; Mr. Foster stated that initially that was the motion but then voted to set up a public hearing for input and will be on August 28 at 7:00 p.m. in council chambers and then provided to the city council at first meeting in September, and no MPO involvement in that.
Council Member Christensen asked what timeline would be for voting on fare increases; Mr. Foster stated possibly the middle part of September and would need to do that as going into their MTC and going into new routes; and report on second meeting in September before Comm. of the Whole and vote in October.
Council Member Hamerlik stated that when public transportation committee met, they asked for the public hearing to be set up as quickly as possible for notification of the people, and now hears its 28th of August, asked if city council has to approve setting up the hearing date (for night service), and if talk about rates council should give permission to the public transportation committee to set up moving with that, and if city council have to vote on the hearing dates. Mr. Swanson stated he understands the public transportation committee is holding the public hearing and city council would hold a hearing when taking action, and committee could set its own hearing and if public transportation chose to widen that hearing to include items beyond the night service, believes it could and no statutory minimum notice that would have to be given for that type of hearing nor is there a local Code requirement. Council Member Hamerlik stated he would hesitate having both hearings the same night, and would suggested having a special public transportation committee meeting and get date set up for hearing and has some questions about fee structure.
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Council Member Brooks stated next week will be a final vote on the budget and welcome to make a motion to increase the budget for revenues in city bus system. Council Member Hamerlik stated the motion was made to increase fees but that he doesn’t think they should act on increasing fees, act on intent to increase fees to have the public hearing, shouldn’t take action before the public hearing and have public input.
Council Member Christensen stated that when have a public hearing and propose an increase in fees, will have people tell us they can’t afford any increase in fees, but what’s more important is that before we have a public hearing on increasing fees that we have an idea of level of the fee increase and in what areas and that staff tell us what they think would generate in revenues, and when they have their next bus committee meeting would hope would have some projections available, that once they have the proposed fee increase and can see the level of revenue that is being generated, then will have the opportunity to apply that increase in revenue to the budget - and show public and staff that we can act responsibly and if fees too low, increase fees so won’t have to raise the mills or decrease the service..
10) Mr. Swanson stated he wanted to inform you and recognize Sherie Zeman who has resigned from the Office of City Attorney, that this is her last week and is the only full-time employee in their office and has worked there since the fall of 1997 and most exclusively been involved in real estate acquisition for the flood control project and Uniform Relocation Act activity, prior to that she was involved with voluntary acquisition programs and has a lot of background and experience in our acquisition programs; she was one of the two staff members that were recognized by FEMA for our audit performance, and wanted to make you aware of her leaving, she was and is an excellent employee.
11) Mayor Brown stated he wished to thank the unsung heroes that kept this city safe after that major weather event.
12) Council Member Bjerke stated that everyone that received a copy of the Citizens Committee response to the MPO plan and esp. the paragraph concerning Mr. Foster, and made a personal attack upon Mr. Foster in his attempt to work with the bus system; and thanked Mr. Foster for a lot of work in an attempt to try to find some savings.
ADJOURNMENT
It was moved by Council Member Hamerlik and seconded by Council Member Christensen that we do now adjourn. Carried 10 votes affirmative.
Respectfully submitted,
John M. Schmisek
City Auditor