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Council Minutes

Minutes/Committee of the Whole
Monday, March 28, 2005 - 7:00 p.m.

The city council met as the Committee of the Whole on Monday, March 28, 2005 following the Growth Fund meeting at 7:00 p.m. in the council chambers in City Hall with Mayor Brown presiding. Present at roll call were Council Members Brooks, Hamerlik, Gershman, Christensen (teleconference), Kerian, Kreun - 6; absent: Council Member Glassheim - 1.

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 held during the past week and upcoming events:

Tomorrow is the change of command ceremony at the Grand Forks Air Force Base, Col. Ramsay and his family will be leaving the Base, he has been strong leader for the 319th Air Refueling Wing, and wish them the best, and welcome to in-coming commander, Col. William Bender and his family to our community.
He thanked Manitoba Premier Doer for visiting last week to talk to our community, and thanked the Herald for hosting and making the trip happen; his main message is that the areas where we have disagreements are relatively few compared to the areas on which we agree; there was discussion about current and future partnering efforts if continue to make Canada our priority for economic development, business development and tourism.
Congratulations and thank you to everyone at the Alerus and corporate sponsors who made the 2nd Annual Easter Egg Hunt a big success.
The UND Annual Writers Conference begins this week with title "Hope and Illusion", is one of the gems of our University and of our community, and encourages everyone to attend a part of the Conference.
This week is the Humane Society's cake auction at Eagles Crest on Thursday to raise money for the Society.
Congratulations to the REA and organizers of the Division II Elite 8 Tournament and to everyone who attended and made event a success.
Congratulations to the UND hockey team for advancing to the WCHA Frozen Four Tourna-ment in Columbus, Ohio, and good luck to the team and coaches.
Congratulations to the organizers of the Forks Curling event in the Ralph Engelstad Arena for their success in obtaining the 2008 Men's World Curling Championships, and introduced Don Barcome, Jr. and Chris Semereau who thanked council for their support.

2.1 Application for abatement for 2004 taxes by Carl and Elizabeth Lyngby, 2763 Mistwood Court.____________________________________________________
There were no comments.

2.2 Applications for exemption of remodeling improvements to commercial and residential buildings at various locations.______________________________
Council Member Kerian stated she heard from one of the people who had applied for this and they stated that the assessor's office sent them a form and that is excellent service and expressed appreciation.

Council Member Hamerlik asked if there is any distinction made between up-grading, renovating and re-directing the operation so changes have to be made, there are couple buildings that seem to be up to date and Code and would be getting exemption because of different business and if qualify. Mel Carsen, city assessor, stated qualify by renovation, remodeling or alteration where the increase in value would exceed 10% of the value. He stated on a residential or commercial property building has to be 25 years old or older and if a major change in use in a commercial property building only has to be 15 years old.

Council Member Gershman stated they are interested in the citizens of Grand Forks knowing about this program and asked Mr. Carsen for quick synopsis and how people can qualify and take advantage of the tax break. Mr. Carsen stated that anytime there is a building that is 25 years old or older or major change of use in a commercial building which is 15 years old, and increase in value by way of remodeling exceeds 10% can qualify for remodeling exemption. He stated they track those and almost all of the aps. for exemption were sought out by his office, and there are a few more coming in but most people do not know about it and when see there is considerable remodeling done, do contact those people.

2.3 Plans and specifications for construction of Project No. 5739, 2005 Sidewalk Repairs.__________________________________________________________
There were no comments.

2.4 Plans and specifications for Project No. 5787, District No. 609, Paving Chestnut Street (5400 block).___________________________________________________
There were no comments.

2.5 Plans and specifications for Project No. 5794, District No. 149, Street Lighting - Southbrook Addn. Phase II.____________________________________________
2.6 Plans and specifications for Project No. 5795, District No. 150, Street Lighting - Columbia Park 29th Resub. Phase II.____________________________________
2.7 Plans and specifications for Project No. 5796, District No. 151, Street Lighting - Promenade 1st Addn. and Promenade 2nd Resub._________________________
2.8 Plans and specifications for Project No. 5797, District No. 152 - Street Lighting - Lydia Circle._________________________________________________________
2.9 Plans and specifications for Project No. 5799, District No. 154 - Walkway Lighting - Sertoma Park.__________________________________________________________
2.10 Plans and specifications for Project No. 5800, District No. 155 - Walkway Lighting - University Park._______________________________________ __________________
2.11 Plans and specifications for Project No. 5801, District No. 156 - Walkway Lighting -Optimist Park.__________________________________________________________
Council Member Brooks stated when they finish these projects, how much more
of the walkway projects do they have to light. Cindy Voigt, asst. city engineer, stated the walkway lighting projects were requested by the Park District and are on their property, that they never investigated bike paths because there is not a funding source.

2.12 Amendment No. 1 to engineering services agreement with Interstate Engineering, Inc. for Project No. 5673 - Mill and Overlay N. 20th Street (University Ave. to Gateway Dr.)_________________________________________________________
There were no comments.

2.13 Mosquito Control 2005 bid recommendations.
There were no comments.
2.14 Petition to vacate access easement lying within Lot G, Block B and adj. to Lots 3 - 11, Block B, Village Resubdiv. No. 2 (loc. west of N. 42nd St. between 5th Ave.N. and University Ave.) (public hearing is scheduled for Monday, April 4)______________
There were no comments.

2.15 Gateway Drive Committee.
Mayor Brown thanked Ken Polovitz for coordinating the Beautification of Grand
Forks and coordinating little things to make the big things happen.

Council Member Hamerlik stated that the committee will be meeting continually as needed, thinks this good start and making some progress, but has concern that many of those involved in this probably would have done some things on their own with or without incentives and if there is something to do about those not going to do it for whatever reason, if several out along the way that could make the whole thing a negative. Council Member Brooks stated this is a start, people want to see them take some action and get some things started to clean up that area and have a separate group that are meeting with two establishments out there, and if look at survey results has become very clear that is a particular area that want to start with. He stated the committee membership has been very active but as this progresses would imagine some businesses may need an additional nudge; that the Gateway Association which is an association of business owners out there along with Urban Development, the Committee and council members will join in to try to encourage other businesses to take some action there, not speaking for the committee but that is how proceed with that, would like approval for the plan as presented and as move forward, will be a group effort from number of different committees, associations , etc. to make this successful.

Council Member Gershman stated this is extensive report and committee worked very hard and these are volunteer citizens that did it and thanked them for that work. He stated he received phone call from Bill Reed, manager of Columbia Mall, that they have 3 flagpoles they would like to donate to the City; that report states they are talking about an entrance with flagpoles and perhaps could use those, generous offer and should take advantage of that. He said as this moves forward should consider using our beautification funds (dedicated 1 mill of taxes, approx. $104,000) once there is significant plan to take care of the Gateway project, whether it take 3 or 5 years and whether $300,000 or $500,000 over that period of time and not have to raise any taxes on citizens but will address the problem and have a chance with this committee coming forward to do something.

Council Member Kerian noted that in passing this they are not signing on to any use of these dollars for beautification, that would come back to council for a vote at time and prioritization.

Council Member Kreun stated he likes 5. Peer Recognition/Award Program as concerned we are going to be doing some of the work that some of the property owners should have been doing,
put more pressure on them to help maintain that property, mowing ditches all the way to Highway 2 , as that gets to be quite costly - if don't maintain, garbage collects, etc. and some of that can be done by the property owner even though highway right of way and have some responsibility to keep that clean.

Council Member Brooks stated the committee has minced no words as to where they want this to go, they have done the work and enthusiasm and determination to get this area done is excellent; and needs to report that he, Council Member Gershman and Mr. Potter have another meeting scheduled where working on the salvage yards and the conditional use permit and will have something coming forward.

2.16 Metropolitan Opera House.
Council Member Christensen stated that the Urban Development Office was
to be getting a commitment letter from the financial institution that the owner of the property has ability to complete renovation of the project and were supposed to have that done within a month of committee meeting; and would hopefully have that letter before going forward with this on Monday. Mr. Hoover stated they have sent letter to Oriental Avenue Ltd. Partners and talked to one of the principals of the company today and he acknowledged receipt of that and said he may need until May 1 to do that but will get that done and to us; the original 30 days would have been April 15, and impressed upon him the need to get that as quickly as possible so can move forward with this.

2.17 Budget amendment - Beautification Program carryover.
There were no comments.

INFORMATIONAL ITEMS

3.1 2004 Mosquito Control Annual Report.
No comments.

3.2 Compensation Program Report on Pay for Performance System.
3.3 Retirement Projections Report.
Council Member Brooks questioned that when referring to retirement age in the report,
were they using age 65; Mr. Hovland stated they were. He also noted that one of the reports they are working on now is the turn-over rate and should be getting that shortly.

Council Member Kerian stated on the Pay for Performance report if they might give us some comments on the purpose for this being put together and what you list some modifications, etc. and where you will continue this. Mr. Hovland stated the methodology they used were the actual evaluations themselves so gleaned the comments from the 454 to get 100% participation from the employees and included what the employees are suggesting that we do, some things they could look at - the 5 categories and try to make them less subjective and also looking at the cost matrix to make that modification - these are the things the department heads will be discussing over the next course of a few months. Kerian asked if they were working with the employees group to provide any additional feedback or a process for that. Mr. Hovland stated they have been getting feedback from the employees, Mr. Duquette meets quarterly with the group and brings back feedback from that group, glean from the minutes of that group and work with Carol Diamond on that.

COUNCIL MEMBER CHRISTENSEN EXCUSED

Council Member Kreun stated in the modifications it stated "yet to be made" and if they are going to be made or just in discussion phase. Mr. Hovland stated it is in discussion phase and they will be bringing it to department heads for discussion and working it out that way. Kreun stated he sees a couple that revert back to the old system and if start putting redundancies back in there, soon will have staff evaluating the evaluator, and have to be careful so don't put staff in a fulltime position just working this through. Mr. Hovland stated that instead of just giving part of the information, gave all the comments they received and just show you the thought process that is out there. Kreun stated there were 454 employees and 28 disagreed with the evaluation but only 6 refused to participate in it and small percentage of the people that disagree and many disagreed but had no comment and probably didn't like the system as it is a change, and looks like it is going in the right direction.
Council Member Kerian stated one of the goals in doing this was that they had some segments of staff and had difficulty to attract employees and had to do some extra increases, and if there is an overall report that might help them know if this was successful in allowing us to have better employee pools in quantity and if it has done anything for retention and if they have any information and could pull that together. Mr. Hovland stated they are working on turn-over report and have that type of information in it, shows retention and what doing to retain these people because the engineers had the 8% increase and give that type of information back.

Council Member Brooks stated looking at retirement age of 65, if our staff would look instead of retiring at age 65 because of length of service and retirement program, if the average age of retirement from the City were age 60, could we run the same figures; that we have a number of people at 55 and some departments because of the burn-out and things involved retire at an earlier age, and if could look at that. Mr. Hovland stated the biggest group is 55, but staying longer - but if those of age 55 to 60 retire, then bring in whole different work group from 20 to 35 and much different in how we program benefits, flex time, etc. have different appeal to different groups. He stated they're not hanging around as long as the other ones and are all going to affect our pension.

Council Member Hamerlik asked if got definite information as to retirement as those who were under pension plan, defined benefit, who have already declared when their intent is to retire and that accounts for out of the general fund the bulk of employees, namely fire and police, because of the defined benefit plan and age 55, and if anything done with that. Mr. Hovland stated they just finished sending out sick leave payback, where it shows their intent through the budget year 2006 so can do for budgeting and received very few back from age 55 public safety sector. Hamerlik stated they declared that several years ago under defined benefit so could determine our actuaries and that information is available. Hovland stated he and the city auditor are going to be analyzing the actuary report and put that part in there.

CITIZEN REQUEST

Roland Reimers, 421 1st Avenue South, Grand Forks, stated he is here because concerned about the shooting on March 14 of Randolph Fugere by the Grand Forks Police, thinks there are some discrepancies in the shooting that should be reviewed by some type of independent commission or body and probably review the policies of the police department in shooting this man.

MAYOR AND COUNCIL MEMBER COMMENTS

1) Council Member Brooks questioned status of human resource director; and asked if they have update for Canad Inns as he thought March was the time to break ground. Mr. Duquette stated on first item that the subcommittee on the selection committee finished their selection process today, took 62 applicants for the HR director down to 17 applicants, next part of the process would be telephone pre-screening and will be reaching out to the members with that schedule.

He stated that CanAd is looking forward to getting into the ground, waiting for the ground to thaw as there are some waterlines that need to be moved and less expensive if let the ground thaw to get that done, and hoping they stay on schedule and maybe pushing into April.

2) Council Member Gershman congratulated the coaches and hockey team, they are playing well and it was a great weekend watching them and taking 2 Boston teams. He stated he passed out a new budget timeline and in discussing this with the Mayor and Mr. Duquette and Mr. Schmisek
if started April 6, 13, 20 and 27 and would have the capital budget presentations and policies by the department heads and May 4, 11, 18 and 25 would have the mayor and council budget input meetings where they would have a chance to react to that and give their thoughts about the budget; that they have been meeting every 2 weeks but unable to meet this week as not enough members able to attend. He asked if timeline was agreeable, there was consensus by the council.

ADJOURN

It was moved by Council Member Gershman and seconded by Council Member Brooks that we adjourn. Carried 5 votes affirmative.

Respectfully submitted,

John M. Schmisek
City Auditor