City of Grand Forks, North Dakota

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	MINUTES/FINANCE COMMITTEE Wednesday, April 27, 1994 - 3:30 p.m. Meeting scheduled for Tuesday, April 26, postponed and re-scheduled for Wednesday, April 27, 1994 at 3:30 p.m. Members present: Kulas, Johnson, McCabe, Shores. 1. Matter of setting sale of $486,000 G.O. Bonds for flood control study. A communication from the city auditor was presented to the committee asking committee to make a finding that the flood control study costs are a valid improvement cost and asked that costs be paid through cash on hand in the infrastructure fund. Mr. Swanson reported that both ordinance and Home Rule Charter have restriction on use of funds; neither term "improvement or infrastructure" defined in either document; council either find on its own or create definition. He stated in research found no definition of infrastructures and submitted proposed definitions; and they are proposing that the ordinance be amended to include these two definitions, that he worked with the city auditor and city engineer and proposed definitions appear to address any concerns. He stated that the city auditor proposed council make finding on its own, and he suggested they also make recommendation to amend ordinance to include definitions. Moved by Shores and Johnson that we amend ordinance to reflect definitions of words, improvement and infrastructure, and to approve payment of study costs in the amount of $426,000 out of sales tax monies. Motion carried. 2. Matter of safekeeping of investments with American National Bank and Trust Company, St. Paul, MN Janeen Anderson, finance analyst, presented matter, that they are looking at difference ways of safekeeping City's investments, requires separate entity to provide these services for us. She reviewed analysis of services and costs as provided by American National Bank, St. Paul, with est. annual fee of $458.00; Bank of North Dakota, $817.00; First National Bank Trust & Asset Mgmt., Grand Forks, $13,700; and First Trust Company, Grand Forks, $26,800; and that American National Bank would provide service at lowest cost. She reported that the Bank of North Dakota would like to structure something to address this, and were told to contact us when they implement. She reported this is basically on-going service for investments; and City can transfer to another entity at any time. Moved by McCabe and Johnson that we approve resolution author- izing and empowering city auditor to enter into agreements, con- tracts, and arrangements with respect to security transactions and enter into agreement with American National Bank and Trust Company to provide safekeeping services for the City's invest- ments. Motion carried. MINUTES/FINANCE COMMITTEE April 27, 1994 - Page 2 3. Protest of assessor's 1994 valuation of property: a) AAA Office Building at 2701 S. Columbia Road Bob Simons, representing Triple A who owns office building at 2701 South Columbia Road, that property assessed by the City for 1994 with value of $944,900, that they feel value is excessive and unjust for the following reasons: 1) that a detailed, comprehensive appraisal had been made indicating market value of $722,100; 2) that difference in value due to the physical, functional and economic deprecation which has not been given proper consideration in city appraisal, that only depreciation allowed in City appraisal was 10% and listed other buildings given greater consideration; and requested valuation be reduced to $722,100. He submitted map showing access to the building, which is off 25 ft. fire lane and easement off 22nd Ave.S., limited access severely handicapped property as to type of tenants. He submitted copies of portion of the Reilly Appraisal report to the committee, and stated that report was furnished to the assessing department for review, and proceeded to review portions of appraisal report with the committee. He reviewed the three approaches to value, cost approach, income approach and market approach. He stated best use of the building is its present use. Mel Carsen, city assessor presented communication to the Board, stated that he had looked at appraisal report and all 3 approaches to value, and reviewed each approach with the committee; 1) cost approach, 2) income approach, and 3) market approach - sales comparison, and submitted attachments to support his valuation. He recommended that the City Board of Equalization reduce the market value of this property from $944,900 to $856,500. Moved by Shores and McCabe that we concur with assessor's recommendation that the Board of Equalization reduce the market value of this property from $944,900 to $856,500. After further discussion Mr. Shores stated he would let motion stand and will study more before Monday night. Motion carried. b) Rolland Scott, residence at 110 32nd Avenue South Mr. Carsen reported this property is single family home, and after reviewing information re. sales of comparable houses with Mr. Scott, he has withdrawn his protest. Moved by McCabe and Johnson to confirm market value of the property as assessed by the city assessor. Motion carried. 4. applications for 3-year tax exemption on improvements: Mr. Carsen briefly reviewed all applications with the committee, reported that all applications qualify, and recommended approval as submitted: MINUTES/FINANCE COMMITTEE April 27, 1994 - Page 3 a) 511 North 3rd Street This property is duplex, and qualifies for exemption for 1994, 1995 and 1996. b) 1314 University Avenue This property is 84 years old, new foundation put in and building resided. c) 1614-1616 12th Avenue South This property is a duplex, new plumbing, wiring, etc. d) 4333 North 16th Street This property metal building, remodeled to office space. e) 505 Oak Street Building remodeling included residing, plumbing, foundation improvements, etc. and qualifies for exemption. Moved by Johnson and Shores to approve applications. Motion carried. 5. Matter of community relations officer position. Mayor Polovitz and Holly Jeanotte were present. Mayor Polovitz reported they are running out of money for this position, that this position has taken load off his office and off attorney's office, and were here to request some funds to continue position for the remainder of the year, $14,000 on temporary basis; and that the city auditor feels there are monies available to continue this position. He stated this is important part of City's function and has proven very fruitful. The committee stated that no one questions value of the position but questioned whether there was participation in the cost of the position by any other entity - school, etc. Ms. Jeanotte stated that 75-80% of workload is housing-type issues, would say perhaps 4-5% school related; majority landlord-tenant issues; with medical/health cases same as school related issues. In answer to the committee's questions re. records, she stated she files yearly report with the mayor's office, and also keeps files and records on all clients and cases. Mayor Polovitz reported they have asked Community Development re. funds, and none available. Howard Swanson, city attorney, reported that his position within his budget, sub-department of his budget, that initially flat sum of money allocated for office supplies and salary, position paid an hourly rate, that there is definite need for this position, that in addition to responding to complaints, she is mediator; that need exists in City Hall for workshops and training to raise sensitivity; and position responsible to city attorney. He also noted there is oversight committee with community-wide representation of approx. 15 members that meet periodically. MINUTES/FINANCE COMMITTEE April 27, 1994 - Page 4 Mr. Shores stated that committee needs more information - need to address what want position to be, input to know where going with position, what hours needed, whether permanent, part-time position, etc.; that they are not 6 months into year and budget expended, need more information. Ms. Jeanotte stated she is on call evenings and 7 days a week. Mr. Swanson noted that position presently set up for 1,000 hours per year, which is less than a half-time position. The committee asked that the personnel office put together report on position; however, Mr. Swanson noted that one of the reasons for keeping this position separate is to over-see complaints against the personnel office. The committee stated they would like to visit with the city auditor, and would like to see annual report before making any decisions. The matter held for 2 weeks. 6. Matter of changes in PSAP job descriptions. Dennis Koback, director of PSAP, presented present and proposed job descriptions, and reported they have exhausted eligible lists for the position, and that this would be the time to up-date and clarify job description; that PSAP no longer part of the police department; that they have added a few of the essential functions of the job and some of the abilities they would need. He also reported that revised descriptions have been approved by the E-911 Board. Mr. Kulas stated he had reviewed and compared present and proposed job descriptions, that he didn't see much change other than that department changed and essential functions. The committee raised some questions re. PSAP, revenues from E-911 to fund, and now separate budget, with City paying 65% of cost. Mr. Koback reported there are 14 employees and they are doing department study; that they do all dispatching for city fire and police, county sheriff's department, UND, and rural fire departments; that they have no intention to take to civil service for reclassification. Moved by McCabe and Johnson to approve the revised job descriptions. Motion carried. 7. Temporary and overtime statement for March, 1994. The committee reviewed statement; moved by McCabe and Shores for approval. Motion carried. (committee only) 8. Matter of municipal fire insurance project. Bob Bushfield, city planner, introduced Jessica Markeson, intern in planning office, who did research on the project. Ms. Markeson reviewed report outlining research and recommended that MINUTES/FINANCE COMMITTEE April 27, 1994 - Page 5 research on the concept be terminated and the project received and filed. Mr. Bushfield reported he had done some research while attending conference in Berkeley, CA, and reached same conclusion. He recommended terminating this project and starting to research impact fee ordinance. Moved by Shores that we receive and file report and no further action be taken; motion was seconded by McCabe. Mr. Bushfield stated that he felt impact fee study worthwhile, rather than mandatory dedication of open space and park land from developers. Committee stated they had no objections. Motion carried. 9. Matter of revenue bonds for United Hospital. Dwight Thompson, United Hospital, reviewed communication from their attorney enclosing resolution prepared by the Dorsey firm relating to the issuance of revenue bonds to finance a project for The United Hospital and authorizing execution and delivery of the documents relating thereto; that their plans are to get pricing on bonds on May 9, enter into agreement May 11, and to close May 18 or 19; and that they are requesting council action on the resolution at its May 2 meeting. Moved by McCabe and Shores to approve adoption of the resolution relating to the Municipal Industrial development Act, authorizing issuance of revenue bonds to finance a project for The United Hospital, and authorizing execution and delivery of documents relating thereto; subject to review of the resolution by the city attorney. Motion carried. Meeting adjourned. Alice Fontaine City Clerk Dated: April 27, 1994.