Council Minutes

MINUTES/COMMITTEE OF THE WHOLE
Monday, November 25, 2002 - 7:00 p.m.-----_____

The city council met as the Committee of the Whole on Monday, November 25, 2002 in the council chambers in City Hall with Mayor Brown presiding. Present at roll call were Council Members Brooks, Hamerlik, Glassheim, Gershman, Christensen, Kerian, Kreun - 7.

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 live and taped for later broadcast.

Mayor Brown commented on various events during the past week and upcoming events:
Congratulations to Tom Clifford who was presented with the Roughrider Award by Governor Hoeven last Saturday.
Congratulations to the CVIC and everyone who partnered for the first annual Breakfast with Santa at the Alerus last Saturday, the event was sold out and was a tremendous success.
In observance of Thanksgiving, city offices will be closed on Thursday and reopen on Friday; bus service will also be suspended on Thursday.

DISCUSSION ITEMS

3.1 Matter of 2002 sidewalk warrants.
There were no comments.

3.2 Application for Class 3 (Off and/or On Sale Beer and Wine) license by Northstar Hospitality dba Stormy Sledsters, 21 S. 4th Street.__________________________
Council Member Gershman suggested that more description of the type of the business would be helpful. An e-mail from Sandra Donaldson, 606 South 4th Street, stating her concerns re. the proposed business, Stormy Sledsters, and making it easier for snowmobilers to combine disregard of law that limits access to the city's streets and parks with consumption of alcohol. Chief Packett stated that this location is 5-6 blocks from closest snowmobile trail and that he will have the Community Services Bureau contact the citizen and the business and make sure there is a clear understand as to our ordinances, etc. and within our statutes it would not be allowed to go from the snowmobile trails to this business. Council Member Brooks stated that what's before us is the application for license contingent upon meeting regulations and sign-offs by appropriate departments and that there is a concern related to snowmobiles, that request is before us and we have to judge it based on our city codes.

3.3 Utility rate increases as per FY 2003 budget.
Council Member Glassheim asked why these are necessary and purpose. Todd Feland, director of public works, stated that the rate increases are a part of the 2003 budget process and this is to implement through the ordinance, the largest increases are in the Wastewater Utility as the capital cost of the treatment plant has escalated more than anticipated and related to the construction of the plant and also operation and maintenance of that same facility. Sanitation Utility - primary increase related to that is some construction cost related to landfill, landfill rehab costs, tapping fee related to the road and water going to the baling facility. Stormwater Utility - 5% increase related to the southend drainway and carrying costs related to that particular capital facility and if the area south develops faster, probably won't need increases in the future, but City is carrying debt service cost of that special assessment project. Council Member Glassheim asked if there were increases for large water utilities and if they have been discussed with them. Mr. Feland stated it would affect customers, such as Simplot and other large users and have discussed with them and have given our commitment to do the cost of service study that they are working on now to make sure we are allocating the cost accordingly and when get a final document next spring will have a new allocation of costs with new rates that are associated with those and have a decision at that point to pass something if want to do as part of the 2004 budget or when the cost of services study comes back. He stated there is an $8 million wastewater utility and about half is debt service and that revenue needs to be covered through rates. Mr. Feland stated they would get final study in the spring and will get a preview of the water and wastewater utility after the new year (draft document in January) and then continue on the sanitation and stormwater utilities and in the spring have all 4 utilities come in with a final passage. Council Member Brooks stated when we get that study and the recommendations will include related to the rates, and that when we do a study like that, good to make rate changes at the start of the budget period.

Council Member Gershman asked where this puts us in the region; Mr. Feland stated we're mid-range re. water and wastewater - third highest for all utilities for 2002.

3.4 Utility relocation agreement for City Project No. 5217, 32nd Avenue And Columbia Road Reconstruction._____________________________________________________
There were no comments.

3.5 Urban and Regional Program Project request to NDDoT.
Council Member Gershman stated that the focus group he attended on intersection improvements (Columbia Road and Gateway, and Cambridge and Gateway) it appeared that the study that was done by Howard Green Co. stated that it may do nothing other than doing the lights, having protected left turns would be enough because doing the $2.7 million of improvements did not decrease the crash rate, and asked if there had been any follow-up since that meeting because we may have a very inexpensive program (doing lighting) and then move up 24th and Columbia Road on the scale. Cindy Voigt, asst. engineer, stated the first order of business on this council item they need to revise the council action on the staff report to include 5309 capital grant funding request for 2004 to 2008. She also stated that to Rehabilitate the Point Bridge, that it is back on the urban request (been on and off for years), that East Grand Forks is asking us to be listed as a joint applicant to get some federal fund, helps in the ranking to have interstate cooperation, and that if we do this the Mn side is pursuing their funding.

Dan Jonasson, traffic engineer, stated that they looked at options of modifying some of the signals to reduce some of the crashes that had left turn phasing; haven't found out much more since the focus group meeting, but received copy of concept report this afternoon and are reviewing that and that is why included the options for the signals so that if the months to come they determine e it is more feasible to make some signal changes and stripping changes and do that rather than proceed with that project, and then program a different program.

Council Member Brooks stated he didn't see DeMers Avenue and 42nd - Ms. Voigt stated on their 2010 and later on their draft CIP.

Mr. Feland stated he had asked on the motion which deals with the federal urban road projects and public transit was not included and in the 5309 capital grant funding request for 2004 to 2008, and that is the money they've requested through the State DOT and they forward on the monies and the projects from the state-wide to the Congressional delegation and in turn we've received the money back from the State, primarily for capital requests, whether metro transit center or the buses.

3.6 2003 chemical bid approval for Water Treatment Plant.
There were no comments.

3.7 Request for leave without pay for up to one year beginning November 23, 2002 by city
employee.________________________________________________________________
There were no comments.

3.8 Holiday bonus for employees.
Mayor Brown stated this has been done in the past and wanted to make sure we do something for the employees to show that they are our most valuable assets. Council Member Hamerlik stated that several years ago the City gave a $15/bonsu to the employees, was changed to 4 vacation hours with use to be worked out with department heads and to be taken between December 2, 2002 and February 2, 2003. He stated he has heard positive things from employees and majority of employees like and appreciate it.

3.9 Ordinance amendments supporting a market-based salary plan as presented in the
Fiscal Year Salary Plan.__________________________________________________
Charlie Bunce, HR Director, stated that two months ago city council passed the wage study and asked for implementation by 1 January, and that time period a lot of work has gone into the products leading up to these, that this information was not included in their packets, was a work in progress; that they couldn't have an ordinance proposal until they had a salary plan, and is running close to their deadline.

Howard Swanson, city attorney, reviewed components of the draft, that this will take two readings and would encourage this body to consider is acting upon it next week and raising whatever questions next week and maybe wise to refer it back to your next committee of the whole meeting for further discussion. He stated that in addition to adopting the ordinance which would be in effect after January 1, 2003, once the ordinance is approved which is scheduled for December 16, unless special meeting, you would also need to give final approval to the salary plan. He stated they have given preliminary approval to the overall process but now need to give final approval upon second reading to the ordinance as well as final approval to the actual salary plan.

Council Member Kreun stated we still have time to go through this and react with the city employees so that they understand this, that this is a major undertaking and a change for the city employees and really want to bring them along as we go through this. Mr. Bunce stated that tomorrow both the salary plan and the draft ordinance will be on the internet for all the employees and this will be part of the on-going knowledge to be passed back and forth between the mayor's staff and employees.

Council Member Hamerlik stated that council received this info tonight and employees haven't received it yet and have to get this done, that before we pass anything that the council has an opportunity to hear what the employees might have to say, and asked if a special meeting of the committee of the whole could be held or special council meeting so that they can devote their entire attention to this and give everybody the time to discuss it
but within time lines. Council Member Gershman suggested having committee of the whole meeting after the council meeting next Monday.

Council Member Christensen stated that this does not have to be adopted and in effect as of January 1, 2003 and have made agreement to employees to implement this and just gave them bonus for some time during December and January, and questioned why they couldn't go through some of the things our council has been saying as far as education and information rather than rush to draft and approve an ordinance which will probably require some amendments and changes anyway as they work through it, and that the effective date will be the date o January 1 and our employees will continue to be paid and if there is an issue of them not receiving what they would have received under the ordinance had it been in place on January 1, could give them retroactive pay and is concerned that we have an opportunity to study it and that department heads should have a couple weeks to get feedback from their employees. He stated he was concerned about acting on this in short timeframe without adequate education, there are a lot of changes here and would like to see a pay schedule projected out for 2003 and 2004 and 2005 based upon a cost of living escalator as to how this would work. He stated there will be discussion as to how much authority the council will want to advocate or have recommendations from the Mayor's Office as to these with consent or approval of the council.

Council Member Glassheim agreed as this is a major change and to leave enough time for ourselves and the employees to look at it without rushing it through.

Council Member Kerian stated there was information on salary plan and wage implementation and also were some salary ranges per job class, and asked if the employees have had this information. Mr. Bunce stated they have had the wage study information; there was a 3-step process - departments received wage study said should happen and this was a non-biased no agenda type of situation from the wage study from the consultants, the second process was to have the department heads talk with the employees, look at the ranges, possible descriptions that might have been in error and come back with their changes, third part was to take the changes and see if we could afford it because they have given them a budget to work with; at that point in time there was a common denominator was the number years in position with the city and going by that vs. any other type of way you could look at it and did make the budget that way, and those numbers were then put into the ranges and the actual mid-points, etc. and job titles were then presented to the Mayor's Office and the approval came back.

Council Member Brooks stated we need to have this in place by January 1, and can do that with some extra time. Council Member Hamerlik stated employees need some time and that between administrators, president of the council or chair of the standby finance standby committee, work out details and would like to get it done by the first of the year.

3.10 Appointment to the Emergency Management Board.
There were no comments.

3.11 Consideration of temporary portable signage for Christmas in the Park and First Night events.__________________________________________________________
Council Member Kreun suggested to make sure that when some of these signs are put up that they are not too close to intersections to distract drivers and add that clause under conditions, 3), that location has to be pre-approved by the building inspector and they can also make sure that they are not in the sight line of the drivers.

Al Kahlbaugh, general chairman of this project, thanked council, park board, city administration for helping them out, and stated that they hoped the signage could be drafted in permanent ordinance as they are talking about an item that's $8-9,000 and thinks they can work it out in such a way, and appreciates any considerations. Council Member Gershman stated that the City doesn't permit portable signs and have to be very careful to have some firewalls set up so don't get proliferation of signs around town and have to be extremely careful with that. Mr. Kahlbaugh stated they envision other community events throughout the year where this sign may be made available to promote items other than what the Lions Club would be presenting, an advantage to the town. He stated the sign is about 2' high, 6' long, don't know if mounted on top of a van or trailer but has to be portable and that is a detail they will work out. He stated they were approached about using this in the Town Square for countdown for First Night (is a reader board sign). Council Member Christensen stated how to determine that it is the only sign and becomes a community sign and not having others coming in and asking for the same type of sign.

ADMINISTRATIVE COORDINATOR COMMENTS

Rick Duquette, administrative coordinator, stated there is a committee of the whole meeting on December 23 and because of the holiday season proposed moving that meeting to the previous week or to another date and has had comments about adjusting schedule for that week and submitted that for their discussion. There was a show of hands as to changing the schedule from December 23 - meeting will be held on December 23.

Council Member Christensen stated there were comments about moving the wage study forward and asked if the committee of the whole could meet following the council meeting next Monday, December 2; Mr. Duquette stated that he and Mr. Bunce are meeting with employee reps. on Tuesday afternoon to start meetings and discussions and could meet at that time. Council Member Hamerlik stated that Monday night for the employees is too soon and suggested later in the week. Council Member Gershman stated that Mr. Bunce and Mr. Duquette could speak to employee reps. to see if having meeting on Monday.

MAYOR AND COUNCIL COMMENTS

1) Council Member Brooks stated if engineering could make a note that the English Coulee bikepath from 6th Avenue North to Gateway - that contractor came in and put in dirt along edge of the bikepath but didn't finish it and something they may want to check with contractor in the spring. He also noted that in our on-going change to the 7-members, asked if Mr. Duquette could e-mail how items are placed on the agenda.

2) Council Member Hamerlik stated that as in the past the public works will be putting out various schedules over the holidays, and asked if they are finished with leaf collection; Mr. Feland stated they made 3 passes through the city - if anything out there they need to pick up, can probably do that. Council Member Brooks stated the bins are still at the collection sites, Mr. Feland stated they will moving those next week.

3) Council Member Glassheim reported he has received complaint about DeMers and 20th, some testing of snowmobiles and revving engines through midnight and on weekends and if the Health Department could check noise level to see if violating city code.

4) Council Member Gershman stated that several weeks ago when they were discussing drainage in parts of town, suggested they get a task force or CIP together to look at specials, and that Fargo has a task force looking at specials, they have some issues there and he has articles that he will get copies for council members.

5) Council Member Gershman thanked the mayor, fellow council members, departments and city employees, doctors at Altru, friends and staff of his mother at Parkwood Place, that she passed away last Monday night and the outpouring of support from people he doesn't know and from family and friends has been incredible, she loved this city so much and was part of that greatest generation and when they are gone it is a great loss and an era that is passing us by, and wanted to thank all of you very much.

ADJOURN

It was moved by Council Member Gershman and seconded by Council Member Hamerlik that we adjourn. Carried 7 votes affirmative.

Respectfully submitted,



John M. Schmisek
City Auditor