Committee Minutes

MINUTES/FINANCE COMMITTEE
Tuesday, June 30, 1998 - 3:45 p.m.

Members present: Babinchak, Brookes, Carpenter, Hamerlik.

2. Matter of leasing space on third flood to Corps of Engineers. Christi Stonecipher reported she was here for Charles Grotte, who has been working with the Corps on this, that the Corps wants to set up office in Grand Forks, not only for Grand Forks/East Grand Forks project but work they are doing in Devils Lake and Crookston as well, they have entered into an agreement with CPS to rent space from them in their new building downtown (Aaker's building), but it's not going to be ready for several months and Corps wants to have people here in the meantime, and are requesting to enter into an agreement with the City to lease some space on the third floor which is now vacant for 2 to 4 months, or until the CPS building is ready. She stated Corps would have two people here, with more later but might not be here until new space ready, and they would be providing desks and equipment for those people. She stated they are looking to leasing 1,000 sq.ft. @$9.00/per sq.ft./per year (and work back into monthly agreement) She stated they are here to ask for approval to enter into agreement with Corps to lease that space to them.

There was some discussion re. rates, had started at $11.00 but Corps negotiated down to $9.00 and the city auditor was agreeable with that. It was noted that at the Police Department the Hwy. Department will be paying $5.00/sq.ft. Committee questioned whether there was an agreement, re. liability, etc. Ms. Stonecipher reported she didn't know if agreement had been worked out, but one of the Corps people is handling lease, and Mr. Swanson would review. It was noted that there is no short-term uses planned for that space, but a portion of third floor is being used for the Aurora consultants.

Hamerlik moved that we enter into a temporary agreement with Corps of Engineers for leasing of space on third floor at $9.00 per sq.ft. for 1,000 ft., subject to approval by the city attorney as to the agreement. Brooks seconded the motion.
Motion carried.

Carpenter reported present.

3. Request to hold special meeting on Monday, July 6 re. the following matters:
a) matter of joint powers agreement with School District re. special assessments
b) matter of wide area network update
c) matter of year 2000 planning process
Committee reviewed items to determine whether to call for special meeting; all items were held to the next regular meeting because of question of having any additional information on a) and because of holiday and people gone.

4. Matter of lease with ND State Highway Patrol.
Copies of lease agreement with the North Dakota State Highway
Patrol were presented, the lease had been reviewed by the city
MINUTES/FINANCE COMMITTEE
June 30, 1998 - Page 2

attorney and appears to be in order to be signed. The lease is for space at the police building for period July 1, 1998 through June 30, 1999 at $5.03/per sq.ft. per annum or $7,635.

Moved by Carpenter and Hamerlik to approve the lease agreement. Motion carried.

1. Matter of pricing for meeting room chairs and exchange of tables.
Mayor Owens reported that after flood furniture had been ordered for the two lower level committee rooms but wrong furniture had been delivered from Gaffaney's and reviewed listing of additional furniture and prices over orginal prices needed to complete the two committee rooms:
8 side chairs to complete furniture for one of the two meeting rooms or $2,610; to furnish other room will use chairs from council chambers so will have two furnished rooms;
that computer tables had been sent rather than what was ordered:
12 tables ) $1,900.00 (difference in pricing)
4 pie tops )
2 tables to be used for lunches (1 for each room) $1,932.00
2 presentation tables - $2,450.00
with total overage of $8,892.00, monies are available in the Building Fund, and want to finish up the two rooms.

Moved by Carpenter and Hamerlik to approve additional funding for the furniture. Motion carried. (committee only)

5. Other business:
Hamerlik asked what status was re. sale of former public works garage building, (request had been received from Leon Pierce, Triangle Transp. to purchse the building at 1517 Mill Road for central bus terminal; building used as car pound). It was noted that Mr. Grotte and the police department were working on it because police department had certain requirements re. car pound (grounds crews have storage in that building also), and it was noted that the public works facility is growing and being expanded, and should be able to find some room for grounds keeping equipment. Hamerlik stated he was concerned that need to move this forward because have an opportunity to improve Mill Road and get better bus depot. Mayor Owens stated she will check status on this matter. Comm. also noted they would have to set price, and advertise property.

Moved by Hamerlik and Carpenter to adjourn; meeting adjourned at 4:20 p.m.
Alice Fontaine
City Clerk
Dated: 7/01/98