City of Grand Forks, North Dakota

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17441
February 5, 2001

PROCEEDINGS OF THE CITY COUNCIL
OF THE CITY OF GRAND FORKS, NORTH DAKOTA
February 5, 2001

The city council of the city of Grand Forks, North Dakota met in its regular session in the council chambers in City Hall on Monday, February 5, 2001 at the hour of 7:00 o’clock p.m. with Mayor Brown presiding. Present at roll call were Council Members Brooks, Bjerke, Stevens, Hamerlik, Glassheim (teleconference system), Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 11; absent: Council Member Bakken - 1; 1 seat vacant.

Mayor Brown announced that anyone wishing to speak to any item may do so by being recognized prior to a vote being taken on the matter and also noted that we are being televised.

Mayor Brown announced that there was a devastating earthquake in India on January 26, 2001, which measured 7.9 on the Richter Scale, and that the quake has caused thousands of deaths, reports have confirmed over 14,000 deaths, and that as mayor of Grand Forks wanted to appeal to the community to assist the people of India, that the assistance that we received after the flood of 1997 came from all over the world and feels that this is a great opportunity for us to help another community facing a very tragic disaster. Please help make a difference in the lives of people hurting from this disaster, the size of your gift does not matter, what matters is our commitment to helping when help can’t wait; your assistance can be sent directly to the American Red Cross, 1708 River Road Northwest, East Grand Forks, MN

Mayor Brown recognized along with Valley Contracting and CPS, Ltd. were recently given the excellence in concrete 2000 award for the English Coulee bikepath repair project, this project consisted of removing an old asphalt bikepath along the English Coulee and replacing it with concrete. The North Dakota Ready Mix and Concrete Products Association presents this award each year based on project visibility, innovative use of concrete and how well the project shows the utility of concrete; the City recognizes this award and would like to thank Valley Contracting, CPS, Ltd. and the City of Grand Forks staff for their efforts in this project.

Mayor Brown also recognized and welcomed the Boy Scout Troop tonight that is in the audience.

FLOOD REPORT

Al Grasser, acting city engineer, reviewed some of the highlights of the monthly flood protection update: Corps of Engineers: He stated that the Corps of Engineers on the first reach of the levees, Phase I, that a final technical review was submitted and reviewed by the City staff and that project is expected to be advertised and awarded this spring; that Pioneer Construction continues to stockpile and place rock at the Riverside Dam and installing sheet piling; that the English Coulee Diversion Channel is under design and award is scheduled for May of 2001 and is contingent upon final right of way acquisition. The English Coulee pumping station is under design and design review meeting will be held on February 7, construction on this should begin this summer. The Corps has awarded the pump supply contract for both cities to Quality Flow of New Prague, MN, for $1,950,000 including base bid items and options.

City Staff/Consultant updates: He stated that we still have Lift Stations No. 1 and No. 5 under construction, relocation of two sewer forcemains and a watermain for the English Coulee Diversion in preparation of the English Coulee work.

State Appropriations Process: The City staff has testified before the House Environmental and Education Appropriations Sub-committee on January 25 and that is in support of the State bonding and funding for the project, and that will take us out to 2003.
Acquisitions: He stated that re. the Almonte Nursing Home, the court hearing is scheduled for February 13 for the taking of that particular property, staff is also working with the Corps of Engineers to finalize the last two partial takes that are required for Phase I of the levees.

Mr. Grasser noted that on other phases of the project they are planning on initiating property acquisition on Phase II, that will start this spring and trying to avoid having the property acquisition being the limiting factor on our time schedule. He stated that Historical Properties on the council agenda are an agreement to mitigate the 14 historical properties which have been or will be purchased and is expected that this agreement will allow for the timely disposition of these properties. He stated that on the interim flood protection plan, Xcel Energy is completing their work downtown and should finish it this month and will be back in the spring for final cleanup. He stated that the southend update have received the draft of the Barr Phase II Study for the southend alignment alternatives and that is being reviewed by staff and will come back at a later date with the final study. He also stated that the communications survey has been sent out on the Olson-Elmwood area residents to confirm their views expressed at the neighborhood meeting that was held January 9, 2001. He also noted there were several upcoming meetings, that the Greenway public meeting will be held March 13 at 7:00 p.m. at the Phoenix Elementary School and that the Greenway Alliance will be held March 28 at 1:00 p.m. in the council chambers.

Council Member Lunak questioned if the river floods to 44 ft. if we were ready for that. Mr. Grasser stated that they were doing their normal preparations which they do each spring, and will be working with that and taking updated records and statistics and planning and taking the steps.

Council Member Martinson questioned that now that the Barr Study is done, will the City and staff be working with the County Commissioners to come to some type of resolution on what is going to happen in the Burke Addition. Mr. Grasser stated that the document we have now is a draft, that they are reviewing it and are making some technical comments, may go back and ask them to add in a little bit more analysis as the draft doesn’t take into account the elevation change that the new Corps model has done, and get that incorporated so when have discussions with council and neighborhood groups and County Commission have accurate numbers in evaluating the alternatives. Mr. Grasser stated that will probably be set back and include in Phase III. Council Member Christensen asked when they would begin the construction of the dike as it currently is situated without the Barr report, going down County Road No. 8; Mr. Grasser stated that would be scheduled in the 2003 to 2004 timeframe. Information.

ADOPT ORDINANCE NO. 3878, ANNEXING LOTS 1,
2, 3 AND 4, BLOCK 1, PERKINS 6TH RESUBDIVISION,
A PORTION OF LOT 1, BLOCK 1, SOUTHERN ESTATES
2ND ADDITION, AND UNPLATTED PROPERTY IN E ½
SE ¼ OF SECTION 20-151-50 TO THE CITY OF GRAND
FORKS, LESS PROPERTY PREVIOUSLY ANNEXED

An ordinance entitled “An ordinance to annex to the city of Grand forks, North Dakota, Lots 1, 2, 3 and 4, Block 1, Perkins 6th Resubdivision, a portion of Lot 1, Block 1, Southern Estates 2nd Addition to the city of Grand Forks, North Dakota, and unplatted property in the E ½ SE ¼ of Section 20-151-50 to the city of Grand Forks, North Dakota, less property previous annexed”, which had been introduced and passed on its first reading on January 16, 2001, and upon which public hearing was scheduled for this evening, was presented and read for consideration on second reading and final passage.

The city auditor exhibited affidavit of public notice that this petition for annexation had been filed with the city council and had been published as required.

Mayor Brown called up on the audience to see if there was anyone present who had comments to make on this matter. There were none.

Upon call for the question of adoption of this ordinance and upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 11; voting “nay”: none. Mayor Brown declared the ordinance adopted.

REFER EVENTS CENTER CORE COMMITTEE SUNSET
DATE BACK TO COMMITTEE

Council Member Hamerlik asked that the item relating to the Events Center Core Committee sunset date be sent back to committee for further discussion; Council Member Klave agreed; and the matter was returned to committee for further consideration.

COUNCIL MEMBER BURKE REPORTED PRESENT

APPROVE PLANS AND SPECIFICATIONS FOR PROJECT
NO. 5200, 2001 FLOOD PREPARATION

Committee No. 3, Public Service, reported having considered the matter of plans and specifications for Project No. 5200, 2001 Flood Preparation, and recommended to approve plans and specifications for Project No. 5200.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Carried 12 votes affirmative.

APPROVE PLANS AND SPECIFICATIONS FOR PROJECT
NO. 5196, 2001 CITY SIDEWALKS

Committee No. 3, Public Service, reported having considered the plans and specifications for Project No. 5196, 2001 City Sidewalks, and recommended to approve plans and specifications for Project No. 5196.

It was moved by Council Member Stevens and seconded by Council Member Klave that this recommendation be and is hereby approved. Carried 12 votes affirmative.

APPROVE AMENDMENT NO. 2 TO ENGINEERING
SERVICES AGREEMENT FOR PROJECT NO. 5064, PHASE
III LANDFILL CLOSURE

Committee No. 3, Public Service, reported having considered Amendment No. 2 to engineering services agreement with Webster Foster & Weston for Project No. 5064, Phase III Landfill Closure (including proposed 2001 rate schedule), and recommended approval of Amendment No.2.
It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

APPROVE AMENDMENT NO. 2 TO ENGINEERING
SERVICES AGREEMENT FOR PROJECT NO. 5142,
LAGOON OUTFALL RESTORATION

Committee No. 3, reported having considered Amendment No. 2 to engineering services agreement with Webster, Foster & Weston for Project No. 5142, Lagoon Outfall Restoration (to include proposed 2001 rate schedule), and recommended approval of Amendment No. 2.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

AUTHORIZE ENTERING INTO AGREEMENT WITH WEBSTER,
FOSTER & WESTON FOR ENGINEERING SERVICES FOR
PROJECT NO. 5230, 2001 TELEMETRY UPGRADE

Committee No. 3, Public Service, reported having considered the engineering service agreement on Project No. 5230, 2001 Telemetry Upgrade, and recommended approval of entering into agreement with Webster, Foster & Weston for engineering services on Project No. 5230 (agreement on an hourly, not to exceed contract of $73,140.00).

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

AUTHORIZE ENTERING INTO TWO-WAY AGREEMENT
FOR PROJECT NO. 5234, SANITARY SEWER

Committee No. 3, Public Service, reported having considered the request to enter into two-way agreements with P.D. Sproule and the Park District for Project No. 5234, Sanitary Sewer at 2375 Bacon Road, and recommended to authorize staff to enter into the two-way agreements for Project No. 5234.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

APPROVE AMENDMENT NO. 12 TO ENGINEERING
SERVICES AGREEMENT FOR IN-KIND SERVICES

Committee No. 3, Public Service, reported having considered the matter of Greater Forks Engineering Group (GFEG) in-kind services engineering agreement Amendment No. 12, and recommended to approve Amendment No. 12 to the GFEG agreement in the amount of $25,855.98.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

DIRECT THAT ALLEY WEST OF 1130 HAMMERLING
AVENUE REMAIN OPEN

Committee No. 2, Public Safety, reported having considered the request to have the alley closed west of 1130 Hammerling Avenue, and recommended that the alley to stay open for access to waterlines.

It was moved by Council Member Martinson and seconded by Council Member Klave that this recommendation be and is hereby approved. Carried 12 votes affirmative.

APPROVE BUDGET AMENDEMENTS

Committee No. 2, Public Safety, reported having considered the budget amendment for Maternal and Child Health Grant in the amount of $500, and recommended to approve the budget amendment of $500 to the Maternal and Child Health Grant to support department strategic planning activities (new 2001 revenue).

It was moved by Council Member Martinson and seconded by Council Member Klave that this recommendation be and is hereby approved. Carried 12 votes affirmative.

Committee No. 2, Public Safety, reported having considered the budget amendment for Health Department ($1,308), and recommended to approve budget amendment of $1,308 to support the health department office equipment needs (new 2001 revenue).

It was moved by Council Member Martinson and seconded by Council Member Klave that this recommendation be and is hereby approved. Carried 12 votes affirmative.

Committee No. 2, Public Safety, reported having considered the budget amendment for Health Department ($300), and recommended approval of the budget amendment of $300 to support the health department strategic planning activities.

It was moved by Council Member Martinson and seconded by Council Member Klave that this recommendation be and is hereby approved. Carried 12 votes affirmative.

APPROVAL OF PLEDGED COLLATERAL REPORT

Committee No. 1, Finance, reported having considered the approval of pledged collateral report, and recommended approval of the pledged security report.

It was moved by Council Member Bjerke and seconded by Council Member Hamerlik that this recommendation be and is hereby approved. Carried 12 votes affirmative.

AWARD CONTRACT TO GRAND FORKS TAXI TO
PROVIDE NIGHT DIAL-A-RIDE SERVICE

The Public Transportation Committee reported having considered the award of contract to Grand Forks Taxi to provide Night Dial-a-Ride service, and recommended to approve bid selection of Grand Forks Taxi (at $14.00 per hour).

It was moved by Council Member Martinson and seconded by Council Member Hamerlik that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

ACCEPT BID FOR LONG DISTANCE SERVICE

Committee No. 1, Finance, reported having considered the bid for long distance service, and recommended to approve acceptance of the McLeod bid (with a 60-month agreement with current savings of approx. $700/month).

It was moved by Council Member Gershman and seconded by Council Member Bjerke that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

AUTHORIZE ENTERING INTO NEGOTIATION WITH
FIRMS FOR ENVIRONMENTAL IMPACT STATEMENT
TO BRING CONTRACT BACK TO COUNCIL IN MARCH, 2001

Committee No. 3, Public Service, reported having considered the matter of environmental impact statement (EIS) at Turtle River Township landfill site, and recommended to authorize Jay Fiedler, representing the City of Grand Forks, Howard Swanson, city attorney’s office, Charles Grotte, engineering department, and Todd Feland, public works department, to review, evaluate and rank the engineering firms and enter into negotiations with firms in order to bring back a contract to the city council in March of 2001.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Carried 12 votes affirmative.

APPROVE CHANGE OF TRUSTEE FOR CITY OF GRAND
FORKS SENIOR HOUSING REVENUE BONDS (4000 VALLEY
SQUARE PROJECT) SERIES 1997

Committee No. 1, Finance, reported having considered the change of trustee for $25,000,000 City of Grand Forks, North Dakota, Senior Housing Revenue Bonds (4000 Valley Square Project) Series 1997, and recommended approval of the request to remove First Trust National Association as trustee, now known as US Bank, and substitute Wells Fargo as successor trustee.
It was moved by Council Member Gershman and seconded by Council Member Bjerke that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

APPROVE 2001 RATES FOR ALL EXISTING AGREEMENTS
WITH GREATER FORKS ENGINEERING GROUP

Committee No. 3, Public Service, reported having considered the matter of Grand Forks Engineering Group (GFEG) 2001 rates for basic services, and recommended to approve 2001 rates to be applied to all existing agreements.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

APPROVE AMENDMENT NO. 14 TO ENGINEERING
SERVICES AGREEMENT, PROJECT NO.4719

Committee No. 3, Public Service, reported having considered the matter of Amendment No. 14 to engineering services agreement with Webster, Foster & Weston for Project No. 4719, Sewer Restoration, and recommended approval of Amendment No. 14 with Webster, Foster & Weston for Project No. 4719, Sewer Restoration (allowing Webster, Foster & Weston to charge for remaining project work to be performed using 2001 rate schedule).

It was moved by Council Member Stevens and seconded by council Member Klave that this recommendation be and is hereby approved.

Council Member Brooks questioned the number of amendments to the engineering services agreement; Mr. Grasser stated that the details they are covering, that it is all the sewer restoration areas, these were broken up into different areas and different scopes under different points in time, and yet all similar types of work and rather than re-write the agreement that would almost be verbatim from the previous ones, they were changed by amendment and this amendment primarily regards changing their hourly rate to bring in their 2001 rate schedule. He stated this could have been one project but because of the complexities in trying to allocate dollars to FEMA, to CDBG and some local, it was better from an accounting standpoint to take what could have been one project and break it up into a number of small projects because they could more precisely track the dollars in each area and maximize the federal participation.

Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

TABLE MATTER OF AMENDMENT NO. 1, PROJECT NO.
5140, UPGRADING LIFT STATION 24; AND MATTER OF
ENTERING INTO AGREEMENT FOR UPGRADING LIFT
STATIONS 19 AND 25, PROJECT NO. 5229
Committee No. 3, Public Service, reported having considered Amendment No. 1 to engineering services agreement with WFW for Project No. 5140, Upgrade Lift Station 24, and recommended approval of Amendment No. 1 with Webster, Foster & Weston.

Committee No. 3, Public Service, reported having considered engineering service agreement for Project No. 5229, Upgrade Lift Stations 19 and 25, and recommended to approve entering into agreement with Webster, Foster & Weston for engineering services on Project No. 5229.

It was moved by Council Member Klave and seconded by Council Member Stevens that these recommendations be and are hereby approved.

Council Member Burke stated that during their budget study group one of the subjects that came up was whether or not they needed to rehab two lift stations every year, that both of these items deal with lift stations to be rehabbed as the City has done on a regular basis and asked for explanation of whether these are part of the regular rehab program or whether they want to hold until they decide whether they want to continue to do that. Mr. Grasser stated that both of these items are both upgrades to lift stations that are in the budget (either last year’s or this year’s).

After further discussion it was moved by Council Member Burke and seconded by Council Member Christensen to table these two items be tabled and discussed at the next committee of the whole meeting.
Council Member Kreun suggested that they not postpone this at this particular time, disagreeing on the timeframe because it is very important that these are analyzed prior to that because it is very serious situation if one of these goes down, because if it does go down and is not properly handled have basements full of sewage, to analyze first and then make decision to extend any of this work.

It was noted that point of information - a motion to table is not debatable.

Upon call for the question and upon voice vote, the motion carried.

APPROVE CHANGE ORDER FOR PROJECT NO. 4784
SOUTHEND WATER TOWER

Committee No. 3, Public Service, reported having considered Change Order No. 1 for the general construction contract, Project No. 4784, Southend Water Tower Project, and recommended to approve Change Order No. 1 for the general construction contract in the amount of $18,047.59, Project No. 4784, Southend Water Tower.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved.

Council Member Gershman questioned a portion of the change order covering work that was not done properly, if there was a performance bond and whether the City should even negotiate with the original contractor for payment of that work. It was noted that the additional costs incurred since the existing tee which the contractor connected to was not properly thrust blocked by the previous contractor that placed the tee); and that Mr. Grasser and the consulting engineer, Charlie Vein, Advanced Engineering, would research this matter, and take the proper action.

Council Member Christensen moved an amendment to the motion to approve the change order, that staff begin process along with the city attorney to recoup the amount of $5,517.25 (additional costs), and when negotiations are complete a report be made back to the council. Council Member Gershman seconded the amendment. Upon call for the question on the amendment, and upon voice vote the motion carried.

Upon call for the motion, as amended, and upon roll call the following voted “aye”: Council Member Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 11; voting “nay”: Council Member Brooks - 1. Mayor Brown declared the motion carried.

APPROVE REQUEST FROM NDDOT FOR REIMBRUSE-
MENT TO MPO FOR CONCEPT REPORT AT 32ND
AVENUE SOUTH AND COLUMBIA ROAD

Committee No. 3, Public Service, reported having considered the matter of request from North Dakota Department of Transportation for reimbursement to MPO for concept report at 32nd Avenue South and Columbia Road, and recommended that the City pay the MPO the amount of $10,886.96 for the North Dakota Department of Transportation in return for credit in the amount of $12,000 in the city urban fund account.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved.

Council Member Brooks asked if they were going to be looking at that intersection with some additional lanes, etc. Mr. Grasser reported that this was some of the early work that was done and as they went through the traffic analysis, etc. it was determined that at some place they crossed a line where this started to get into the scope of an actual report, and at that point in time they terminated that work, and the State asked the City to pay for the work that was done.

Upon call for the question and upon roll call vote, the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

DESIGNATE THE EVENT CENTER COMMISSION TO
BE LEAD GROUP FOR THE ALERUS HOTEL NEGOTIATIONS

The Events Center Core Committee reported having considered the designation of lead group for Alerus hotel negotiations, and recommended to designate the Events Center Commission to be the lead group for the Alerus hotel negotiations and report to the mayor and city council.

It was moved by Council Member Klave and seconded by Council Member Hamerlik that this recommendation be and is hereby approved.

Council Member Glassheim questioned whether the city council would have final approval on the hotel or will the new team be making final decisions. Council Member Hamerlik stated that this was a separation who is to move forward and be responsible for those negotiations, the Core the Events Center Commission, it specifically states in the agreement that the Commission will report back to the council with their findings and the council will be involved. He stated that no timetable has been set, that they are waiting for the study which will be another 2 to 4 weeks and then will have a better handle on the timetable.

Council Member Brooks asked if plans for recommendation for hotel do come back, if it would include some financial information. Council Member Hamerlik stated that is one of the reasons why the study is being completed and that would be a part of any negotiations and cannot be answered definitely at this time. Council Member Christensen stated they may be premature until they get the study before paying additional funds (item on tonight’s agenda) or suggest that a certain group has ultimate negotiating authority. Council Member Hamerlik stated that the Commission is going to put forth a plan and that is what requesting to see who is going to put forth a plan to come.

Upon call for the question and upon voice vote, the motion carried 12 votes affirmative.

APPROVE CHANGE ORDER NO. 5, PROJECT NOS.
4814 AND 4816, 2000 FORCEWMAIN AND WATERMAIN

Committee No. 3, Public Service, reported having considered Change Order No. 5, 2000 Forcemain and Watermain, city Project Nos. 4814 and 4816, and recommended to approve Change Order No. 5 for Project Nos. 4814 and 4816, 2000 Forcemain and Watermain Relocations with Industrial Contract Services in the amount of $47,250.00.

It was moved by Council Member Stevens and seconded by Council Member Klave that this recommendation be and is hereby approved.

It was noted that this change order is on the main forcemain that runs from the northend of town and shutting down these lines and draining them, etc. and if not done at this time, would be more expensive to hire someone else to do it later.

Upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

AUTHORIZE PURCHASE OF POLICE VEHICLES

Committee No. 2, Public Safety, reported having considered the matter of police vehicle purchases, and recommended approval of purchase (3 Crown Victorias from Hansen Ford @$22,143.80, totaling $66,431.40; 2 Chevy Impalas from Rydell Chevrolet @$18,995.00, totaling $37,990.00; and 2 Ford Expeditions from Hanson Ford @$27,386.00, totaling $54,772.00, for a grand total of $159,193.40).

It was moved by Council Member Martinson and seconded by Council Member Klave that this recommendation be and is hereby approved.

Council Member Gershman asked if the department had done an analysis of leasing of vehicles rather than purchasing. Chief Packett reported that they had, that they do lease two Explorers that they have in the fleet and that the total cost to the City would be about $1,000 more per vehicle by leasing them rather than purchasing outright, the cash flow at the time made sense for them to lease those two vehicles but at the current time due to the size of the fleet and number of vehicles they have, found that it wasn’t conducive right now to lease any more.
Chief Packett reported they currently have 51 vehicles, 23 marked, 28 unmarked, and of that try to replace one-third of the fleet each year, and under this recommendation they would go from 5 to 6 4-wheel drive vehicles within the fleet. Council Member Burke noted they are purchasing 3 Ford Crown Victorias and 2 Chevrolet Impalas which are similar sized cars. Chief Packett stated that the Impalas are downsized, not quite as heavy duty package, felt it would be conducive now to move slowly to see how a couple test vehicles would work out for a year and if worked out, then could downsize some of our fleet next year. He also reported that they reviewed State bid and also put out local RFP’s, compared the two and with negotiations with local dealers who allowed trade-in of $26,000 which the State bid did not allow and were able to cut some costs off the State bid cost.

Upon call for the question and upon roll call the following voted “aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried.

APPROVE LIQUOR LICENSE FOR BRANIGAN’S, 3451
32ND AVENUE SOUTH

Committee No. 2, Public Safety, reported having considered the application for Class 4 liquor license for Branigan’s Development Corp. USA dba Branigan’s Restaurant and Bar, 3451 32nd Avenue South, and recommended approval contingent upon the approval of the city attorney and the fire and health departments.

It was moved by Council Member Martinson and seconded by Council Member Klave that this recommendation be and is hereby approved. Carried 11 votes affirmative; Council Member Bjerke voted against the motion.

APPROVE LIQUOR LICENSE FOR ALERUS CENTER,
1200 42ND AVENUE SOUTH

Committee No. 2, Public Safety, reported having considered the application for Class 8 liquor license for Alerus Center (Compass Facility Management, Inc. dba Alerus Center) 1200 42nd Avenue South, and recommended to approve the liquor license.

It was moved by Council Member Martinson and seconded by Council Member Klave that this recommendation be and is hereby approved.

Howard Swanson, city attorney, stated that this Class 8 liquor license for the Alerus Center is approved, there will be some clarification required in the agreement with Compass and the City that will be going to the Commission very shortly, the Attorney General’s Office has some concern that we clarify that there are no funds from the sale of alcohol that are being returned to the City or the City’s General Fund and will need to expressly state that in the management agreement, otherwise the application appears in order.

Upon call for the question and upon voice vote, the motion carried 11 votes affirmative; Council Member Bjerke voted against the motion.

TABLE UTILITY ANNUAL CASH FLOW ANALYSIS

The CIP Committee reported having considered the utility annual cash flow analysis, and recommended to approve the utility annual cash flow analysis and the cash-driven steady rate adjustment for the Waterworks, Wastewater, and Stormwater Utilities.

It was moved by Council Member Kreun and seconded by Council Member Klave that this recommendation be and is hereby approved.

Council Member Kreun reported this is a long range plan for Grand Forks and is a lot of money over a long period of time and sometimes a misunderstanding of what this includes - that this is the rate study and its recommendation that we utilize a rate of 3.1% in our water utility, stormwater and wastewater department, but wanted to review the projects that are included in this: the raw water intake, our transmission lines, our water treatment plant, our clearwell and our wastewater, and even our lime and sludge plant and are over a 10-year period of time. He stated that this rate is $2.13 which will start in 2002 and will increase 3.1% the year after that, and 3.1% the year after that, etc. for about 10 years. He stated that the other funding for the projects is what they had asked for a couple weeks ago and they come from about four major funds at this particular time: grants from the US EPA, State level match which the State is matching our levee and the Corps match, and some State Revolving Loan Funds, and also from our special assessments that are coming in. He stated that one of the things that is asked all of the time is how is this going to be paid for, and these are the funds and that you won’t see any extra taxes on your tax statement as far as special assessments because these are included in the special assessment levy that was passed a while back. He stated this is a very important portion as far as Grand Forks water utilities go.

Council Member Lunak questioned who set the rates. Council Member Kreun stated that the $2.13 - that there are three different scenarios and can be to help build all of these particular amenities, that they could just take the money that was needed at that particular time and charge the rates at that time which could be a high rate and some time a low rate and that didn’t seem too fair to businesses or to residential customers and that was not an option; the other option was to prepare yourself for down the road and raise the rates and basically keep them somewhat higher so that they had enough money for expenditures down the road and that wasn’t necessarily fair either because then charging people now for usage of the plant that’s going to be used 40-50-60 years from now; that they choose the middle rate schedule at 3.1% to keep it fair and equitable, and if a few years in the future and find that it is more money than we actually need, can adjust the entire program up or down.

Council Member Lunak stated it was his understanding that Advanced Engineering set the rates. Council Member Kreun stated they were the ones that made the presentation but didn’t set all of the rates, did a lot of the research, that there were other firms that were involved, to actually give us that information but it came from estimated costs, and the numbers have been thrown around from $100 million to $146 million but some of that is projects that have been completed and that is just a gauge at this time. He stated that we (CIP) set our rates but information to determine what was involved as far as setting the rates; we chose what we wanted to do.

There was some discussion as to holding this matter for 2 weeks. Council Member Kreun stated that if they delay this, but need that information to go to the State Revolving Loan Fund to get that proper information started.

Council Member Christensen stated that perhaps we should look at the projects as part of our budgeting, what is absolutely necessary, when should we implement it, how do we impose this rate, or use some other sources of funding to keep the cost of the project down; and that shouldn’t be setting rates or a policy of how we’re going to set rates for the next 10 years to fund $125 to $150 million worth of projects, need to slow this down.

Council Member Kreun stated all those items were discussed at the CIP meeting, which everyone was invited to attend, and also are looking at other agencies that have funding through this process, that all of the questions they are asking were discussed in depth at a couple of the CIP meetings.

Todd Feland, public works department, stated that due to some of the concerns and don’t have all of the information are planning a presentation, water utility specific related to all the projects that coming down the line in the next 10 years and perhaps at that meeting can re-discuss some of the rate information, that the information related to the projects is going to be water utility specific but at that time can discuss the rate model and cash flow model, and even with decisions that could be made today, like delaying lift station rehabs, is going to affect the rates too, and must keep in mind that rates are made on a year to year basis even though we have a 5-year CIP and go out 10 years, decisions are still made on a year to year basis on rates and on individual budgets and what capital improvement items show up in those budgets; and that it may be a good time to a) discuss capital projects and corresponding costs related to those projects at the next committee of the whole meeting.

Council Member Gershman moved that this item be presented at the committee of the whole meeting. The motion was seconded by Council Member Christensen. Carried 12 votes affirmative.

Council Member Klave questioned that the information relative to this item be sent to council members prior to the committee of the whole meeting; Council Member Bjerke also asked for information as to why they are spending this money.

DECLARE PROPERTIES SURPLUS AND AUTHORIZE
DISPOSAL OF FLOOD PROTECTION PROJECT PROPERTIES

Committee No. 3, Public Service, reported having considered the declaration of surplus property and authorize the disposal of flood protection project properties, and recommended to declare all structures that need to be removed for the flood protection project surplus and authorize city staff to dispose of property, via sale or demolition as deemed appropriate, to include all structures currently owned by the City and those to be acquired for the project, as they become City property, to be subject to city attorney’s review.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved.

Council Member Kreun stated he would like to change a portion of the recommendation, that the last sentence of the recommendation to include all structures presently owned and expected to be purchased, and that he has a listing of properties to be attached.

Council Member Christensen asked if this were approved tonight and if it goes from Engineering to Urban Development and if it includes all the City properties that they want to dispose of. Mr. Grotte stated their understanding was that Urban Development would handle the disposal of the property, and that it was Public Service Committee’s responsibility to determine which properties were surplus, and will be turned over to Urban Development to handle the sales of the property, and if they do not sell, they will come back to the Engineering Department for demolition through the Corps of Engineers. He stated that the listings should include all the properties that we own and have yet to acquire for the project.

Upon call for the question, and upon voice vote, the motion carried 12 votes affirmative.

APPROVE MISSION/POLICY CONCEPT AND BUDGET
FOR TOWN SQUARE

Committee No. 4, Urban Development, reported having considered the matter of Town Square, and recommended to approve the Town Square mission/policy concept and budget as amended, that if fees are collected, any funds in excess of expenses be returned and not be spendable without city council approval and that the funding source for this budget is Fund 2163 from the Year 2000 allocation to the Riverforks Commission. .

It was moved by Council Member Burke and seconded by Council Member Lunak that this recommendation be and is hereby approved.

Council Member Gershman asked that the council consider a small item - that they have budgeted for Christmas lights $3,479 of labor and electricity of $1,848, and suggested that for beautification of downtown and a festive atmosphere in downtown, consider leaving the outlying lights on the buildings year round, that it costs several times as much money for labor than for electricity.

Council Member Brooks questioned cost for year round, and in looking at the document under funding the long term goal is for Town Square to be self-supporting, that we will need some money to start it up, that the budget is $41,000 and what he would have liked to have seen is a projection where perhaps going along with the theme as outlined, that along with the motion to approve this, could have a decreasing amount each year and that we would like this to be self-supporting and get a commitment from the council; and moved to amend the motion to include annual decreasing amount of 10%. Council Member Gershman seconded the motion.

Council Member Martinson stated that if Christmas lighting is left up, the bulbs will last a long time but be concerned about the breakdown of the conductors which is a major problem with leaving outdoor lighting up year round.

Council Member Bjerke stated that if the budget is $41,000 for the project, and that if talk fiscal restraint and budget issues and take a hard look at how we do our lift stations, vehicles, need to start looking at the frills - that putting lights on buildings is a frill, stop subsidizing people downtown, and if property owners
want lights on buildings to start doing it for themselves.

Council Member Gershman stated that in the meetings that have taken place in the Downtown Leadership Group the consensus is that there would be fees charged to use the Town Square that would cover the cost plus so there will be some funding coming in that will be revenue. He also stated that people like to live in cities that have some frills that make it a little more interesting and more beautiful and that sometimes it’s a cooperative effort.

Council Member Brooks stated that anything starting up is going to operate in the negative for a while, and that if the amendment passes and the amount decreases each year, the downtown property owners might be assessed, and thinks that this is a commitment that the council should make, need to commit to getting this park started, but also has to make a statement now and get a commitment from this council that we’re giving dollars but don’t intend to continue to do that and need to look at the budgeting process and that amount will go down and a challenge to the Downtown Leadership Group to react accordingly in their budget process.

Upon call for the question on the amendment, and upon voice vote, the motion failed.

Upon call for the motion and upon roll call the following voted “aye”: Council Members Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun - 8; voting “nay”: Council Members Brooks, Bjerke, Stevens, Martinson - 4. Mayor Brown declared the motion carried.

APPROVE SUPPLEMENTAL CDBG COST MATRIX
BUDGET TRANSFERS

Committee No. 4, Urban Development, reported having considered the proposed supplemental CDBG cost matrix budget transfers, and recommended to approve the budget transfers with the amendment to delete the $97,000 transfer in Project 6075 on the cost matrix to be used instead to pay down a utility project and that the $6,500 remaining in the University Village utility project be paid with CDBG funds.

It was moved by Council Member Burke and seconded by Council Member Lunak that this recommendation be and is hereby approved.

Joel Scheving, Urban Development, reported that during the committee meeting he brought forward information that there should be upwards of $550,000 to $600,000 of CDBG funds available within the next couple weeks, and at that time it will be the council’s decision what you would like to see done with those funds; that at the committee discussed a listing of utility or infrastructure projects related to water projects, that these projects are CDBG eligible and could fund them with CDBG dollars thereby reducing the amount of City funding required or reducing any assessments or utility rates, that they will be bringing forward in the next couple weeks about $550,000 and will be council’s decision as to what projects should be funded with those monies. Mr. Scheving stated that he had discussed this with the city auditor and deputy city auditor and they have a priority with these projects and which they would like to see them funded, some of which had been funded 85 or 90% by CDBG and would like to complete with these funds to make it easier for financial reporting purposes, or some projects which are easier to be funded with CDBG monies.

Upon call for the question and upon voice vote the motion carried 12 votes affirmative.

REDIRECT CDBG FUNDS FROM HOUSING AUTHORITY
TO JDA

Committee No. 4, Urban Development, reported having considered the redirection of CDBG funds from Grand Forks Housing Authority to Jobs Development Authority (JDA) re. 201 South4th Street, and recommended to approve the redirection of Community Development Block Grant Funds for the renovation of the second and third floors of 201 South 4th Street from the Grand Forks Housing Authority to the Jobs Development Authority contingent upon the JDA obtaining title to the property.

It was moved by Council Member Burke and seconded by Council Member Lunak that this recommendation be and is hereby approved.
Council Member Bjerke asked if the JDA takes the building over and since the second and third floors are going to be rented out, will part of that rent go to the property tax for that building. Terry Hanson, Urban Development, stated that with the JDA owning the property, the property is not taxable as a result of a political entity owning the property, it is possible that they can pay in lieu of taxes a certain amount if the rent allows that; that if the amount of rent received would allow us to pay additional funds to the City and those funds could cover the cost of snow removal on the street as well as other costs that are covered with City taxes. It was noted that the City owns the Corporate Center, and that commercial tenants are taxable; and that because of zoning downtown the first floor has to be commercial.

Mr. Swanson stated that if either the tenant or the owner were making payments in lieu of taxes, they can do that, the City would have no ability to require that. Council Member Bjerke stated that there are enough buildings not paying taxes and doesn’t want to keep adding to that total. It was noted that the City does own the Corporate Center, and only other building is the Hoffman Building on Kittson Avenue, and that will be going out for an RFP as soon as the “boom town” building goes out in the next month.

Council Member Christensen stated that the way it was initially structured we wouldn’t own the building, it would have been in the Grand Forks Housing Authority, but the City is putting in a half million in CDBG money and another half million or $700,000 from different foundations putting money in, and that we will own the building and the lease that was negotiated there would have been money to cover the taxes as Council Member Burke suggested. The advantage the City has is that we will be getting any excess revenue from the second and third floors and will get all the revenue from the first floor and will have a source of revenue to use for downtown or something else.

Upon call for the question and upon voice vote, the motion carried 12 votes affirmative.

APPROVE PROMOTIONAL PROGRAM

Committee No. 4, Urban Development, reported having considered the matter of promotional program, and recommended approval of the proposed policy with the following amendments: that the title be changed to Community Events/Arts Grant Program; that the bullet points under program description be reversed and that the paragraph above the bullets say “in order of importance” before the colon; that review criteria include a dollar for dollar cash match; that the final report be submitted within 45 days; that 10% of the grant be withheld until a satisfactory report is submitted; that the application deadline this year will be March 31 with approval on May 7 upon staff recommendation; that applications may be considered as they become available; that staff be authorized to advertise for applications and to establish a budget and funding source for continuation of the program in 2001; and that, of the $100,000, grants will be a minimum of $10,000 with $10,000 being set aside for smaller grants with a minimum of $2,500.

It was moved by Council Member Burke and seconded by Council Member Lunak that this recommendation be and is hereby approved.

Council Member Glassheim stated that relative to the Community Events and Arts Grant Program, program description and review criteria, that activities which benefit residents and keep them in town and keep enjoying being here are of relatively equal importance as those which attract visitors or support economic activity, and proposed that on page 1 of the Community Events and Arts Grant Program under Program Description deleting the phrase listed in order of importance, and on page 2 under the Review Criteria adding an item j) to read, ability of event to attract residents of Grand Forks by providing family entertainment, youth events and/or cultural events which give residents a good reason to stay here. Council Member Gershman seconded the amendment.
Upon call for the question on the amendment and upon voice vote, the motion carried.

Upon call for the question on the original motion, as amended, and upon roll call the following voted “aye”: Council Members Brooks, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 10; voting “nay”: Council Members Bjerke, Stevens - 2. Mayor Brown declared the motion carried.

ACCEPT PETITIONS AND AUTHORIZE CALL FOR
SPECIAL ELECTION IN WARD 6 TO BE HELD
APRIL 10, 2001

The deputy city auditor reported that petitions had been filed with her office on January 31, 2001 requesting the city council to hold a special city election for Ward 6 to fill former Council Member Babinchak’s seat, said petitions contained the required number of signatures, and further that the city attorney had stated that the form of petition is according to statutes.

It was moved by Council Member Hamerlik and seconded by Council Member Martinson to accept the petitions and call for a special election to be held on Tuesday, April 10, 2001 with nominating petitions to be filed by 4:00 p.m. on March 8, 2001. Carried 12 votes affirmative.

AUTHORIZE RELEASE OF FUNDS BUDGETED IN 2001
FOR UND ENROLLMENT GRANT

Committee No. 1, Finance, reported having considered the release of funds budgeted in 2001 for UND Enrollment Grant, and recommended to approve the release of the $100,000 budgeted under fund 2163 Economic Development in 2001.

It was moved by Council Member Gershman and seconded by Council Member Hamerlik that this recommendation be and is hereby approved.

Upon roll call the following voted “aye”: Council Members Brooks, Stevens, Hamerlik, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 10; voting “nay”: Council Members Bjerke, Burke - 2. Mayor Brown declared the motion carried.

APPROVE APPLICATIONS FOR SITE AUTHORIZATIONS
FOR GAMING ACTIVITIES

Committee No. 1, Finance, reported having considered applications for site authorizations for The ARC, Upper Valley, Inc. for location at 1221 North 20th Street (Judy’s Tavern), pull tab machine for period ending June 30, 2001, and for the Greater Grand Forks Convention and visitors Bureau for location at 1405 DeMers Avenue (Big Daddy’s) for period ending June 30, 2001, and recommended approval of the site authorization applications.

It was moved by Council Members Hamerlik and Brooks to approve the site authorization applications pending the finance committee chair meeting with the chair of the public safety so we do not usurp that committee’s authority. Carried 11 votes affirmative; Council Member Bjerke voted against the motion.
APPROVE PART-TIME ASSISTANCE FOR ENGINEERING
DEPARTMENT

Committee No. 3, Public Service, reported having considered part-time assistance for the Engineering Department, and recommended to authorize the Engineering Department to continue the part-time employment of Mark Anderson and hire a part-time clerical staff person.

It was moved by Council Member Klave and seconded by Council Member Stevens that this recommendation be and is hereby approved.

After some discussion Council Member Bjerke moved to split the question 1) part-time employment of Mark Anderson and 2) hiring of a part-time clerical staff person. The motion was seconded by Council Member Brooks. Upon voice vote the motion carried.

Upon call for the question on part 1) of the motion to continue the part-time employment of Mark Anderson, and upon voice vote, the motion carried.

Upon call for the question on part 2) of the motion, authorizing a part-time clerical position and upon voice vote, the motion carried.

CONTINUE TEMPORARY EMPLOYEE IN PLANNING
DEPARTMENT

Committee No. 1, Finance, reported having considered the continuation of a temporary employee in the Planning Department, and recommended to approve continuation of the temporary employee.

It was moved by Council Member Bjerke and seconded by Council Member Gershman to approve continuation of temporary employee. Carried 12 votes affirmative.

APPROVE TEMPORARY POSITIONS IN URBAN
DEVELOPMENT DEPARTMENT

Committee No. 4, Urban Development, reported having considered temporary positions in the Urban Development Office, and recommended to approve the deletion of the special project coordinator previous proposed and approve the following temporary positions: office specialist, senior accountant, finance analyst, account technician, FSS coordinator, economic asset specialist, property management manager, administrative specialist, housing administrator, senior building maintenance worker, housing technician (2) and building maintenance worker to be funded until December 31, 2001 using funding from positions already vacant.

It was moved by Council Member Burke and seconded by Council Member Christensen that this recommendation be and is hereby approved. Upon roll call the following voted “aye”: Council Members Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 8; voting “nay”: Council Members Brooks, Bjerke, Stevens, Hamerlik - 4. Mayor Brown declared the motion carried.

AUTHORIZE REPRESENTATIVES FROM CITY COUNCIL
AND STAFF TO BE PART OF TASK FORCE TO MERGE
CONVENTION & VISITORS BUREAU/ALERUS CENTER
Committee No. 1, Finance, reported having considered the merger of the Convention and Visitors Bureau with the Alerus Center, and recommended to authorize representatives from the city council and staff to be part of a task force to take necessary actions to complete the merger.

It was moved by Council Member Gershman and seconded by Council Member Hamerlik that this recommendation be and is hereby approved.

Council Member Glassheim asked whether discussions of representatives of council and staff be brought back to the council, and if it is anticipated that we would advertise for a new manager or someone to run the joint operation or if Alerus people will be running the joint operation.

Richard Warne, administrative coordinator, stated they were suggesting that the council give them the authority to begin working towards the merger, and it was suggested at a meeting last week to form a task force made up of council members and staff and some representatives from the Bureau to work out the details of the merger and bring it back for final council approval. In order to affect the merger two things will have to be done, 1) amend the ordinance which will take council action and 2) negotiate some adjustments to the contract we have with Compass Facility Management. He stated they will continue to move forward and continue those discussions and work through the details of a merger.

Upon call for the question and upon voice vote, the motion carried 12 votes affirmative.

Council Member Martinson asked how many of the business people in Grand Forks and East Grand Forks are in favor of this; what about people who comprise the membership of CVB. Council Member Gershman stated that he has been hearing very positive comments from people in the hotel industry and from the Chamber of Commerce. It was noted that the City and CVB Board have voted to pursue this option and they are very interested in doing this and they are representatives of the hotel industry, restaurants and East Grand Forks also; that people have agreed to the big picture that this makes some sense to look how we can use our limited resources to the best advantage for both cities and for Engelstad, the Alerus, the hotels, events and for everything that we have in town; that the broad picture is agreed by everybody.

APPROVE FUNDING TO UNDERTAKE PHASE V OF
HVS STUDY

The Events Center Core Committee reported having considered the request for funding to undertake Phase V of the HVS Study, and recommended to request the additional amount that would be appropriate to complete Phase V.

It was moved by Council Member Hamerlik and seconded by Council Member Klave to approve $7,500 plus expense for Phase V of the HVS Study.

Council Member Christensen stated in response to question of funding for Phase V that there is money left over in the budget for the construction of the Alerus and they were advised when they voted on the $30,000 plus expenses for Phases I-IV for a study that was how it was being paid, and assuming that’s the same source for this $7,500. Council Member Hamerlik stated that was correct and at the time they passed the original motion for the $30,000+ there was some discussion that cost would be $50,000, and that amount was ear-marked, and that there is money in that fund.

Upon roll call the following voted “aye”: Council Members Brooks, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 10; voting “nay”: Council Members Bjerke, Stevens - 2.

DESIGNATE DATE FOR BUDGET RETREAT DATE

The matter of designation of a budget retreat date had been suggested by several city council members to hold a budget retreat with dates to be Sunday, February 18 or Monday, February 19 and that a survey was taken of those dates (8:00 a.m. to 4:00 p.m. at the Alerus).

It was moved by Council Member Gershman to hold the FY2001 budget retreat on Sunday, February 18, 2001; seconded by Council Member Christensen.

Council Member Gershman stated they will have an agenda but more of a free-wheeling discussion about their philosophies, what the future should look like for Grand Forks, and everybody has some issues.

Mr. Warne stated that maybe the mayor and council need some time to talk about philosophy and issues without staff, but happy to attend if they would like. Council Member Gershman stated he would not preclude anybody coming to that, if staff had interest there maybe some questions they could answer and participate in some of it. Mayor Brown asked council to get back to him in the office and make note of that. Council Member Klave stated they did this 2 or 3 years ago, a semi-retreat and UND provided a facilitator that was very excellent to the project and if do a one-day retreat and do not have facilitator there that has an understanding and keeps them moving in a direction and should be looked into.

Upon call for the question and upon voice vote, the motion carried 12 votes affirmative. Carried 12 votes affirmative.

RECEIVE AND FILE WASHINGTON TRIP REPORT

Mayor Brown stated that his staff prepared a report and asked the council to read the report which includes the items that were discussed in Washington, relationships with our representatives are very important to the city in the future of this city.

Council Member Bjerke stated that he asked for this information, that with due respect he disagrees with who and how many went, that it has been four years since the flood and if continue to thank people should place an ad in USA Today and thank taxpayers of this country.

It was moved by Council Member Gershman and seconded by Council Member Kreun to receive and file the report. Carried 12 votes affirmative.

MAYOR AND COUNCIL MEMBER COMMENTS

1) Council Member Glassheim stated he would like to have the City of Grand Forks send something to help out, millions came to us from State, Federal and other cities and localities, private individuals, and requested that the Mayor’s Office during the next week look in to possibility of assisting in the recovery of the earthquake and bring back some recommendation of amount and channels and any other details that the Mayor’s Office can find out to help make decision as to whether we should participate.

2) Council Member Burke stated that the minutes distributed on the Civil Service Commission meeting, there was an item re. handout to the Commission members re. transition plan for Human Resources in Dan Gordon’s absence, if there is a transition plan, would like to have that distributed to the members of the city council. Mr. Warne stated there is a memo that was prepared by Dan Gordon prior to his departure, that was distributed but will distribute again.

3) Council Member Bjerke stated that he had made prior requests at the council and council chose not to discuss this issue, and asked the city attorney to contact the attorney general of the State of North Dakota in reference to the mill levy for what we pay for the buses, ballot said 4% and we are at 4.78%, and wants to know a formal legal written opinion, on how much money this City can spend on public transportation through the mill levy. Mr. Swanson stated that is in process.

4) Council Member Bjerke stated he would like a complete report on First Night to include attendance, and paid attendance in that report.

5) Council Member Brooks stated that there’s been considerable discussion about the two parks located in the western half of Ward 1 - Richard’s West and Congressional II area - that he and Council Member Bjerke are requesting the mayor to appoint a group of citizens and City staff to meet with the Park District to resolve the matter of the parks; that they had a neighborhood meeting last week attended by residents, Park District representatives and council members - and there was a consensus that a meeting of those involved could resolve the situation. He stated they would like to see four residents from Richard’s West, two from Congressional II and would submit those names to the mayor’s office; Rick Duquette and Terry Hanson from staff, the Park District will appoint their representatives; along with himself and Council Member Bjerke.

6) Council Member Brooks stated there is some confusion among staff and council related to the location of the administrative coordinator position in the City organization chart, and that he would like to see the current organization chart for the city disseminated to staff and council to clarify lines of authority and responsibility related to the position.

7) Council Member Brooks stated that the ultimate key to this city’s future lies in economic development - economic development can take many forms and would like to refer the topic of the city’s economic development goals to the next committee of the whole meeting for discussion of the council’s philosophy of economic development. He stated that currently they are committing resources to a number of different elements of economic development and question whether effectively managing our resources to have an effective economic development function.

8) Council Member Martinson commended Council Member Hamerlik and Jeff Kossow and others involved with the policies of alcohol at the Alerus, that it was handled very well, and knows that it’s going to be a trial and error type thing but appreciates the work that the entire committee put into that.

9) Council Member Christensen asked for clarification from the executive branch of the city government as far as if we are going to hire a director of urban development, a director of public works, replace our Human Resources person - that there seems to be some concern this evening as far as talking the talk and walking the walk, seems as if we are getting along pretty well right now without those positions being filled and thinks those positions probably take up several hundred thousands of dollars, and asked for input from the executive branch as to why we would fill those positions because in our budgeting process that we’re going through, if going to walk the walk then have to figure out we’re going to cut either services or salaries or free up some money and that becomes attrition, and should probably be thinking along the lines of attrition, maybe top heavy in management, and something to discuss at future committee of the whole meetings.
10) Mayor Brown stated he was very encouraged by the city council discussion tonight and working together and moving ahead with city business, and thanked staff for their reports and synopsis and recommendations and is helping government focus on the issues we need to focus on.

APPROVE MINUTES JANUARY 16, 2001

Typewritten copies of the minutes of the adjourned meeting of the city council held on Tuesday, January 16, 2001, were presented and read. It was moved by Council Member Bjerke and seconded by Council Member Hamerlik that the minutes be approved as read. Carried 12 votes affirmative.

APPROVE BILLS AND ESTIMATES

Vendor Payment Listing No. 01-03 dated February 5, 2001, totaling $2,208,745.40; and Flood Estimate Summary totaling $149,666.13; CDBG Estimates Summary totaling $487,540.79; and Regular Estimate Summary totaling $4,589,578.80, were presented and read.

It was moved by Council Member Martinson and seconded by Council Member Lunak that these bills and estimates be allowed and that the city auditor be authorized to issue warrants in payment of the same. Upon roll call the following voted ‘aye”: Council Members Brooks, Bjerke, Stevens, Hamerlik, Burke, Glassheim, Gershman, Lunak, Christensen, Klave, Kreun, Martinson - 12; voting “nay”: none. Mayor Brown declared the motion carried and the bills ordered paid.

ADJOURN

It was moved by Council Member Lunak and seconded by Council Member Brooks that we do now adjourn. Carried 12 votes affirmative.

Respectfully submitted,

Saroj Jerath
Deputy City Auditor
Approved:
_____________________________________
Michael R. Brown, Mayor