Committee Minutes

BUSINESS FRIENDLY GRAND FORKS TASK FORCE
Tuesday, June 10, 2003 - 5:00 p.m.____________________

Members present: Council Member Gershman, Brad Gengler, Keith Lund, Dennis Potter, Pete Haga, Rick Duquette, Council Member Brooks, Bill Schoen, Gary Sondreal, Judd Graham.

Gershman stated there is praise and condemnation at times about our processes, that he doesn't have a set agenda other than coming up with some policies that will make it better for everybody, including person who wants to build a home, there was a lot of work done by the task force of Chamber of Commerce, don't want to re-invent that, but free flow of discussion and see where this committee should start.

There were comments by task force members.

1) that we are compared to Fargo and that Fargo is pretty business friendly, interesting to understand their process and what we are compared against.
2) staff hears wide range of concerns from both local developers and outside firms - some consider even having to submit site plan as being too much, and others think very simple.
3) would like to hear what the problems are or perceived to be.
4) question if there was good communication between various departments and need to have single point of contact; and when compared to Fargo maybe an attitudinal difference of how someone is welcome to do business - training.
5) suggestion to walk committee through several applications re. large and/or small project with local developers.
6) question re. starting business in Industrial Park, many people do not want to start business there or can't afford to.
7) need plan besides having checklist, streamline process
8) system not broken but can always be improved or fine-tuned - single-point contact - City in regulatory capacity and project to fit between lines in terms of qualifying or meeting the public good for everybody and can be difficult for low budget people to accept (make sure individual understands there is value in putting together a site plan - make sure garage is built proper distance from property lines, etc.)
9) fast track, which applies to subdivision plats, where not dedicating public R/W, State law drives process, additional hearings if dedicating public property on new plats. Question asked if process divided into two areas - approval that requires action by Planning Commission and City Council vs. administrative - tremendous difference in time requirements. Use of special meetings.
10) surveying of businesses, developers - what went well, what didn't - public testimony for public forum.
11) Attitudinal problem - one is differences if for profit vs. government. Noted that new market based wage study is being put into place and some of ranking is communications, internal and external and customer service - all employees will be judged on this - performance based. Noted that some higher and some lower rankings because is based on amount of contact that particular job title is having with the public. Every customer is best customer, no difference in attitude in treatment because wealthy or poor, smart or not, everybody should be the same.
12) 7-member council much better
13) needs to be consistent level of requirements enforced.

There were suggestions to:
1) get written or oral testimony to explain differences they've seen in town or other locations - what is the problem.
2) public testimony - forum in council chambers and invite public, citizens and businesses to come - put out notice that they would like written testimony or oral testimony
3) when moving through process, have tracking system from start to finish - electronically (have series of forms for customer of where to go and to staff members - instant communication and instant records of what doing).
4) make contact with Fargo, Sioux Falls
5) Survey - develop questionnaire and bring to builders, developers and homeowners
6) make pilot project and bring to committee - discover what problems are - speeding up process.

Gershman stated they have 4 tasks: 1) process for project, 2) hearings and setting date for forum or public testimony; 3) information on Fargo and Sioux Falls; and 4) develop survey and get out to businesses, contractors and public.

There were suggestions to committee member(s) going to Fargo to walk through their entire permitting process, perhaps do same thing in Sioux Falls, and talk with Chamber and economic development people to see what their perspective is on how well it works and issues they identify and work through with the city.

Gershman suggested having sub-committee to develop questions on survey: volunteers were Gary Sondreal, Judd Graham and Brad Gengler.

There was discussion as to whether to do survey before public forum, and suggested was to do both. Duquette asked if it would be helpful for the committee between now and time you have the hearings to go through the project process so have foundation of how it works now so when feedback in, have something to compare it to. Gershman asked if task force could meet next Tuesday at 5:00 p.m. as both Kerian and Christensen would be here next week (Gershman will be gone from June 19-July 5), and that meeting dedicated to the understanding of the process and setting the hearing date.

Gengler distributed copy of diagram of services and asked task force to jot down questions, notes - diagram represents process after someone comes to office and submits application and site plan - these are things that require administrative approval rather than Planning and Zoning and City Council because those are separate issues, rezoning property taxes takes 1 1/2 to 2 months.

The meeting adjourned at 6:15 p.m.

Alice Fontaine
City Clerk