AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 20, :00 PM

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1 AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 20, :00 PM CALL TO ORDER: CALL OF ROLL: DETERMINATION OF QUORUM: PLEDGE OF ALLEGIANCE: OPEN FORUM: An opportunity for members of the public to address the City Council on items not on the current Agenda. Items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate. If you would like to address the City Council, please come up to the podium to do so. APPROVAL OF MINUTES: 1. Consider approving the minutes of the Regular Meeting for the East Grand Forks Minnesota City Council of February 6, Consider approving the minutes of the Work Session for the East Grand Forks Minnesota City Council of February 13, SCHEDULED BID LETTINGS: NONE SCHEDULED PUBLIC HEARINGS: NONE CONSENT AGENDA: Items under the Consent Agenda will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. 3. Consider approving the purchase of a Toro Groundsmaster model 4100 D Mower for a total amount of $63, from MTI Distributing and declare Unit 355 the 2000 Toro 455D mower as surplus. 4. Consider approving the purchase of a Toolcat 5610 and attachments of a 66 inch snowblower and 68 inch angle broom for a total amount of $55, from Clark Equipment Company. 5. Consider approving the exempt gambling permit application for the East Grand Forks Chapter of Ducks Unlimited to hold a raffle on April 7, 2018 at the American Legion Club located at 1009 Central Ave NW East Grand Forks, MN and waive the 30 day period. 1

2 ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS, AND COMMISSIONS: 6. Regular meeting minutes of the Water, Light, Power, and Building Commission for January 18, 2018 and for February 1, COMMUNICATIONS: NONE OLD BUSINESS: NONE NEW BUSINESS: 7. Consider approving the request to start the promotional hiring process to fill the Park Foreman position. CLAIMS: 8. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: ADJOURN: SEE THE NEXT PAGE FOR THE CLOSED MEETING AGENDA 2

3 AGENDA OF THE CLOSED SESSION CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 20, 2018 FOLLOWING THE COUNCIL MEETING CALL TO ORDER: CALL OF ROLL: DETERMINATION OF QUORUM: 1. The closed session is being held to discuss litigation strategy. This meeting is closed pursuant to MN Statute 13D.05 Subd 3(b) for attorney-client privilege. ADJOURN: Upcoming Meetings: Work Session Tuesday, February 27, :00 PM Training Room Regular Council Meeting Tuesday, March 6, :00 PM Council Chambers Work Session Monday, March 12, :00 PM Training Room Regular Council Meeting Tuesday, March 20, :00 PM Council Chambers 3

4 UNAPPROVED MINUTES OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 6, :00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for Tuesday, February 6, 2018 was called to order by Council President Olstad at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Steve Gander, Council President Mark Olstad, Council Vice President Chad Grassel, Council Members Clarence Vetter, Mike Pokrzywinski, Tim Riopelle, Henry Tweten, and Marc DeMers. Karla Anderson, Finance Director; Nancy Ellis, City Planner; Steve Emery, City Engineer; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Mike Hedlund, Police Chief; Charlotte Helgeson, Library Director; Reid Huttunen, Parks and Recreation Superintendent; Gary Larson, Fire Chief; David Murphy, City Administrator/Clerk-Treasurer; Keith Mykleseth, Water & Light Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF QUORUM: The Council President Determined a Quorum was present. PLEDGE OF ALLEGIANCE: OPEN FORUM: An opportunity for members of the public to address the City Council on items not on the current Agenda. Items requiring Council action maybe deferred to staff or Boards and Commissions for research and future Council Agendas if appropriate. If you would like to address the City Council, please come up to the podium to do so. APPROVAL OF MINUTES: 1. Consider approving the minutes of the Regular Meeting for the East Grand Forks Minnesota City Council of January 16, Consider approving the minutes of the Work Session for the East Grand Forks Minnesota City Council of January 23, A MOTION WAS MADE BY COUNCIL MEMBER DEMERS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE ITEMS ONE (1) AND TWO (2). Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Vetter, Pokrzywinski, Riopelle, and Tweten. None. 4

5 City Council Meeting February 6, 2018 SCHEDULED BID LETTINGS: NONE SCHEDULED PUBLIC HEARINGS: NONE CONSENT AGENDA: Items under the Consent Agenda will be adopted with one motion; however, council members may request individual items to be pulled from the consent agenda for discussion and action if they choose. 3. Consider approving the exempt gambling permit application for the East Grand Forks Fire Department Relief Association to hold a raffle on June 9, 2018 at the Eagles Club located at th St NW East Grand Forks, MN and waive the 30 day waiting period. 4. Consider approving the request to start the promotional process to fill the vacant position of Engineer in the Fire Department. 5. Consider approving the special event application for the Bikecicle 15 mile fatbike race to take place on Sunday, February 25, 2018 from 1:30pm to 4:00pm contingent upon the Administration Office receiving the certificate of liability for this event. 6. Consider approving the temporary liquor license application for Sacred Heart Church & School for an event on April 14, 2018 taking place at Sacred Heart Church located at rd St NW East Grand Forks, MN with contracted liquor services being provided by East Grand Lanes. A MOTION WAS MADE BY COUNCIL MEMBER GRASSEL, SECONDED BY COUNCIL MEMBER DEMERS, TO APPROVE ITEMS THREE (3) THROUGH SIX (6). Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Vetter, Pokrzywinski, Riopelle, and Tweten. None. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS, AND COMMISSIONS: 7. Regular meeting minutes of the Water, Light, Power, and Building Commission for January 4, COMMUNICATIONS: NONE OLD BUSINESS: 8. Consider adopting Ordinance 23, 4 th Series amending City Code Chapter 31 by adding sections through entitled Park and Recreation Commission and by adopting by reference city code chapter 10 General Provisions and section which, among other things contain penalty provisions (2 nd Reading). A MOTION WAS MADE BY COUNCIL MEMBER DEMERS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO ADOPT ORDINANCE 23, 4 TH SERIES AMENDING CITY CODE CHAPTER 31 BY ADDING SECTIONS THROUGH ENTITLED PARK AND RECREATION COMMISSION AND BY ADOPTING BY REFERENCE CITY CODE CHAPTER 10 GENERAL PROVISIONS AND SECTION WHICH, AMONG OTHER THINGS CONTAIN PENALTY PROVISIONS (2 ND READING). 2 P a g e 5

6 City Council Meeting February 6, 2018 Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Pokrzywinski, Riopelle, and Tweten. Vetter. NEW BUSINESS: 9. Consider approving the agreement between the City of East Grand Forks and the Anne Carlsen Center allowing the Anne Carlsen Center for use the VFW Arena for the icanbike Camp event that will be taking place from July 16-20, 2018 with the City waiving the rental fee for this event. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER DEMERS, TO APPROVE THE AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND THE ANNE CARLSEN CENTER ALLOWING THE ANNE CARLSEN CENTER FOR USE THE VFW ARENA FOR THE ICANBIKE CAMP EVENT THAT WILL BE TAKING PLACE FROM JULY 16-20, 2018 WITH THE CITY WAIVING THE RENTAL FEE FOR THIS EVENT. Council member Riopelle commented the RCA for this item asks for direction from the Council on how to move forward, how the recommendation was to waive the fee, and that the groups who normally rent the arena are also 501c organizations. Mr. Huttunen said that was correct. Council member Riopelle asked why the City should then waive the fee. Mr. Huttunen stated this was not a revenue generating event for this group and how there is little staff time or city equipment that is required for this event. He explained for events such as hockey camps there is a significant cost for making ice, the utilities of the building, and time of staff which is what the rent is supposed to cover. He added how this event only requires the door to be open and lights on which would already be done for those who use the facility for walking so this group is just using the space as it is so there is not significant impact. Council member Riopelle said was a policy decision and how compared to other cities the City s rates for rent were low. Mr. Huttunen stated this opens the door for discussion on rent rates and that he would like to discuss that further. Council member DeMers commented the families that will be served by this bike event currently have nothing subsidized in the City and it would be more than fair to. He added that Mr. Huttunen had made a more than adequate case for doing so. Mayor Gander asked Mr. Huttunen to describe this event again. Mr. Huttunen explained this event was being put on by the National icanbike group and hosted by the Anne Carlsen Center. He said this event serves individuals with disabilities by teaching them how to ride a bike. He added these events are held around the country and the City has been lucky enough to be chosen to host an event. Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Vetter, Pokrzywinski, Riopelle, and Tweten. None. 10. Consider approving the purchase of Stamina Black sports flooring from Becker Arena Products for a total amount of $23, which covers both the material and installation. A MOTION WAS MADE BY COUNCIL MEMBER GRASSEL, SECONDED BY COUNCIL MEMBER DEMERS, TO APPROVE THE PURCHASE OF STAMINA BLACK SPORTS FLOORING FROM BECKER ARENA PRODUCTS FOR A TOTAL AMOUNT OF $23, WHICH COVERS BOTH THE MATERIAL AND INSTALLATION. 3 P a g e 6

7 City Council Meeting February 6, 2018 Council member Vetter asked if there was an additional charge for getting the materials to the second floor. Mr. Huttunen said they know it is for the second floor and they will be providing a lift to get it there at no additional cost. Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Vetter, Pokrzywinski, Riopelle, and Tweten. None. 11. Consider approving the purchase of five (5) in-car video and eight (8) body cam systems along with the redactive software and required hardware from WatchGuard for a total amount of $48, A MOTION WAS MADE BY COUNCIL MEMBER DEMERS, SECONDED BY COUNCIL MEMBER TWETEN, TO APPROVE THE PURCHASE OF FIVE (5) IN-CAR VIDEO AND EIGHT (8) BODY CAM SYSTEMS ALONG WITH THE REDACTIVE SOFTWARE AND REQUIRED HARDWARE FROM WATCHGUARD FOR A TOTAL AMOUNT OF $48, Council member DeMers asked how many vehicles were in the fleet. Chief Hedlund said five squad cars, four unmarked cars, and one car for training. Council member DeMers asked about getting cameras in the K9 unit vehicle and in the unmarked cars. Chief Hedlund said it would be costly to get cameras in all of the vehicles. He added since it would be coming up so if the K9 unit is approved the current costs did include a camera for the K9 vehicle. He informed the Council that at this time they had collected $15,000 to $17,000 and if they counted pledges it totaled $33,000 so they were very close to the amount that was needed. Council member DeMers asked if it would be beneficial to have cameras in the unmarked cars. Chief Hedlund explained they can use those cars to make stops but they are rarely used in making stops. Council member DeMers asked that as funds become available to try and add additional cameras to the entire fleet. Chief Hedlund added that he had met with staff and they are working on ways to track the programs but there is nothing in place at this time. Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Vetter, Pokrzywinski, Riopelle, and Tweten. None. 12. Consider authorizing the Police Department to begin a new dual purpose K-9 Program in the City of East Grand Forks utilizing the donated and grant dollars to start this program. A MOTION WAS MADE BY COUNCIL MEMBER GRASSEL, SECONDED BY COUNCIL MEMBER RIOPELLE, TO AUTHORIZE THE POLICE DEPARTMENT TO BEGIN A NEW DUAL PURPOSE K-9 PROGRAM IN THE CITY OF EAST GRAND FORKS UTILIZING THE DONATED AND GRANT DOLLARS TO START THIS PROGRAM. Council member Tweten stated he handed out three print outs about stories of drug arrests and information on what the Pine to Prairie drug task force was able to accomplish in He commented how K9 units can be used for multiple purposes. He added how drugs are like the plague and it is spreading fast. He informed the Council he had requested a meeting with Governor Dayton when he and others were attending Legislative Day. He explained that he wanted to speak with the Governor about the drug problem, how it is ruining lives, and how the entire State has a responsibility for trying to get rid of this problem. Council member Vetter said every year the Council works on the budget, things end up getting cut out, and asked how the budget be balanced in future years. Chief Hedlund said he wasn t sure, that was the 4 P a g e 7

8 City Council Meeting February 6, 2018 biggest issue, and he will do the best he can with budgeting but hopes the City sees this as an investment when they might have to ask for additional funds for covering these costs. Council member Vetter said if this passes they will need to look into insurance for the dog. Mr. Murphy explained he had asked about that through the League of Minnesota Cities and no additional insurance was needed since the dog would be a part of the police department. Council member Vetter asked if the dog would be replaced if lost while on duty. Mr. Murphy said he would have to look into that further. Mayor Gander said he is comfortable with moving forward because this will help the department and add a measure of safety. Council member DeMers asked if the dog would be the property of the City if the trainer ends up leaving. Chief Hedlund explained it was property of the City but there would be some down time for a new handler to be trained with the dog. Council member DeMers requested a memorandum of understanding be drafted for this position so everyone has the same understanding moving forward. Discussion followed about how the overtime for this position is considered compensation for being the handler, how something could be added into the next labor contract, and how there shouldn t be issues with the overtime since each officer had a chance to be the handler of the dog. Council President Olstad commended the efforts made to make this program possible and moving forward this will be a great asset. Voting Aye: Voting Nay: Olstad, Grassel, Pokrzywinski, Riopelle, and Tweten. DeMers and Vetter. CLAIMS: 13. Consider authorizing the City Administrator/Clerk-Treasurer to issue payment of recommended bills and payroll. A MOTION WAS MADE BY COUNCIL MEMBER GRASSEL, SECONDED BY COUNCIL MEMBER RIOPELLE, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK- TREASURER TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Vetter, Pokrzywinski, Riopelle, and Tweten. None. COUNCIL/STAFF REPORTS: Mayor Gander asked Ms. Ellis to have an update for the cell tower study on the next work session. Ms. Ellis informed the Council the draft report had been received, there were some questions, and how they will be asking the consultant to also attend the meeting to both present the report and answer the questions the Council may have. She added that this information should be ready by the end of the month. Mr. Murphy added they were requesting a report that was more user friendly. Mayor Gander commented he was glad this was moving forward. Ms. Ellis informed the Council that this request and the request for a small antennae are being considered concurrently but separately. She explained that the antennae would be placed in the right of way and are not considered a tower. A short discussion followed about how none of the consultants would complete a comprehensive overview of the entire city with making Verizon pay for it but they would complete it at the City s expense. 5 P a g e 8

9 City Council Meeting February 6, 2018 Mayor Gander informed everyone that April 25 th will be the State of the City address, how there will be prepared videos again, and how it will focus on the Water and Light Department and the Public Works Department since they had not been mentioned the previous year. He added how the Grand Forks State of the City address was coming up the following week and both speeches will include items which both cities work together on. Mayor Gander stated how it may be easy to give kids today a hard time because they haven t learned how to focus or work. He stated this week he had received two nominations for the grinder award for Cole Weber and Jarod Reak. He read comments on what a great job they have been doing and the positive impact they have made on the team they were coaching because they have included both discipline and fun. He commented how these coaches are giving back, teaching teamwork, and both will be receiving the grinder award. Council Member Riopelle thanked Ms. Ellis for some information he had asked for because he ran into the person who asked the question shortly after getting the answer and was able to give that person the information they were asking about. Council Member Tweten stated he had extra handouts to give in case more were interested. He added that Al Rand was city clerk for many years and always wrote down the day when water was running down Demers Ave which usually was March 6 th so they should watch and see how close it was. Council Vice-President Grassel congratulated Officer Hajicek on his efforts on getting the K9 program. He said it was good to see and Eastside kid want to do a nice job for the community and he appreciates that. Mr. Murphy informed the Council that the tri-city meeting will be held on Thursday, February 15 th. He stated that two of the three legislators will be present with one calling in and it seems there will be a good turn out from Thief River Falls and Crookston councils. He also reminded all of those attending the tour of the Air Force base to get him their information before they leave city hall. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER DEMERS, TO ADJOURN THE FEBRUARY 6, 2018 COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:48 P.M. Voting Aye: Voting Nay: Olstad, Grassel, DeMers, Vetter, Pokrzywinski, Riopelle, and Tweten. None. David Murphy, City Administrator/Clerk-Treasurer 6 P a g e 9

10 UNAPPROVED MINUTES OF THE CITY COUNCIL WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 13, :00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for Tuesday, February 13, 2018 was called to order by Council President Olstad at 5:00 P.M. CALL OF ROLL: On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Steve Gander (5:00pm), Council President Mark Olstad, Council Members Clarence Vetter, Mike Pokrzywinski, Tim Riopelle, Henry Tweten, and Marc DeMers. Karla Anderson, Finance Director; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Mike Hedlund, Police Chief; Charlotte Helgeson, Library Director; Reid Huttunen, Parks and Recreation Superintendent; David Murphy, City Administrator/Clerk-Treasurer; Keith Mykleseth, Water & Light Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. 1. Request to Purchase Mower Jason Stordahl Mr. Stordahl reminded the Council about the mower replacement plan and money had been budgeted this year to replace a mower. He said he was requesting to purchase a mower for a total of $63, from MTI Distributing who has the Minnesota State contract. He added $65,000 had been budgeted for this purchase and asked to declare the other mower as surplus. There were no questions. This item will be referred to a City Council Meeting for action. 2. Discussion on Proposed Trip to Winnipeg Mayor Gander Council President stated things were going to be shifted around and asked to move forward with the discussion of the trip to Winnipeg. Mayor Gander stated how Jairo who currently works for the Metropolitan Planning Organization has connections up in the Winnipeg area and would be able to help the City make contacts in regards to transit, housing, tourism, and overall governance. He explained how the group could attend a meeting, depending on what meeting they attend may dictate the day they will be going, how he is interested to see the difference in regards to how they conduct their meetings, and how Council, staff, and board and commission members would be able to attend. He added how he had also talked with the Chamber about this trip and how a person or two from the Chamber may also go with on the trip. Mayor Gander said he didn t think there will be a cost to the city or participants because the costs for this trip may be covered by donations. 1 P a g e 10

11 Mr. Jairo Viafara informed the Council that he has been in contact with a developer in Winnipeg who develops properties for Walmart and would like to host the delegation. He added the City of St. Paul, Manitoba has an approximate population of 7,000, could be considered a bedroom community, and making a connection with them may be helpful since there are similarities between St. Paul and East Grand Forks. He stated the Mayor of Winnipeg would like the group to attend a committee meeting and then meet later for a question and answer session. He added how he would be trying to have someone there to discuss bike and pedestrian transit which was requested by Council member DeMers. He asked if there was anything else they wanted to possibly do. Discussion followed about how Mr. Viafara lived in Winnipeg for 28 years and worked in transit. Mayor Gander stated there are options and they will need to decide what they should do and when this trip should take place. Mr. Viafara suggested they attend the Executive Policy Committee because they discuss more pressing issues. Discussion followed about how those meetings take place on Wednesday mornings, how the group would go towards the end of April or beginning of May, and they would be leaving around 6am and will be back the same day sometime after supper. 3. Request to Purchase Bobcat Tool Cat & Attachments Reid Huttunen Mr. Huttunen requested to purchase a toolcat and attachments. He explained the cost had increased slightly for the toolcat compared to what had been budgeted but the attachment prices had remained the same. He stated $55,450 had been budgeted for this purchase but the total was going to be $55, which left a shortfall of approximately $270. He added there should be some cost savings for the edger or playground equipment that had been budgeted and should make up for this shortfall. He then asked for questions. Council member Tweten suggested moving this item on. Mayor Gander asked if they would share this equipment with other departments if it was needed. Mr. Huttunen said they absolutely would and that Public Works has shared equipment with them many times. This item will be referred to a City Council Meeting for action. 4. Request to Hire Parks Forman Reid Huttunen Mr. Huttunen reminded the Council he had been looking at the organizational makeup of the department and reviewed the 2018 budget. He explained that he had increased the wages budget for 2018 to be able to promote a park maintenance worker to park foreman. He said that before there was a park foreman and two park maintenance workers. He stated that here was a huge benefit to having this position which was last filled in because after a retirement Mr. Gulbranson was shifted from park foreman to ice arena manager. He told the Council this position would be very valuable to him because this position would be in charge of all the maintenance for the parks but also be the supervisor of the seasonal staff which took up a significant amount of his time last summer. He said that this internal promotion would increase a salary by $3,500 to $4,000 but after review of the budget they would still have $20,000 remaining after this position was filled. Mr. Huttunen requested to fill the park foreman position. Council member DeMers asked if this position was included in the bargaining unit. Mr. Huttunen said he was told it was not a part of the bargaining unit. Council member DeMers said it made more sense for this position to not be included in the same bargaining unit if this position was going to be directing work and he would not have an issue with this position. Council member Tweten stated he was in support of filling this position, things need to get done, and Mr. Huttunen was working on a grant to help pay for more park shelters. He added again that he did support the foreman position. 2 P a g e 11

12 This item will be referred to a City Council Meeting for action. 5. Discussion on Charter Commission and Appointees David Murphy Mr. Murphy said he will need names of people for appointments to the Charter Commission. He stated the amendments to the charter would need to be submitted to the County by around July 4 th of this year in order to be voted on during the general election. He asked to have names submitted to him by the end of the following week. Ms. Nelson added that she had talked with the County to let them know about the possibility of charter amendments being added to the general election ballot. Other Mr. Galstad stated the consultant for Verizon had been asking about the small wireless antennae in the down town area. He explained the location was specifically picked, the Water and Light Department did not have any issues with the location that was picked, and that they would be putting up their own structure for this. He said how the company was putting these antennas up in the Grand Forks down town area and would like to also include the one in down town East Grand Forks in their construction plan. He added these facilities are now mandatory by State statute and he is working on an ordinance to address this requirement. He told the Council it was their decision to proceed because this structure would be located in the right-of-way. Mr. Galstad said the main issue would be opposition to the location and he hasn t worked on the agreement with them because other items need to be in place prior to the agreement being completed. He stated Verizon had been in touch with Mr. Mykleseth and he will need to know how the Council would like to proceed. Discussion followed about how this is the direction things were going so it would be difficult to stop, this would be extension off of light poles, and how there may be an issue with their location because the area is congested with other utilities. Council member DeMers asked if this could be added on to the traffic lights that are at the corner. Mr. Mykleseth said that was the original location they wanted to add it to but MNDOT objected to it when asked. More discussion followed how the structure they would be using would look the same as the street lights that in the down town location. Mr. Mykleseth told the Council he would them the picture of the proposed structure so they know what it would look like. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER POKRYZWINSKI, SECONDED BY COUNCIL MEMBER DEMERS, TO ADJOURN THE FEBRUARY 13, 2018 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:32 P.M. Voting Aye: Voting Nay: Absent: DeMers, Vetter, Pokrzywinski, Riopelle, Tweten, and Olstad. None. Grassel. David Murphy, City Administrator/Clerk-Treasurer 3 P a g e 12

13 AGENDA ITEM # Request for Council Action Date: To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Chad Grassel, Council members Clarence Vetter, Mike Pokrzywinski, Tim Riopelle, Henry Tweten, and Marc DeMers. Cc: File From: Jason Stordahl-Public Works Director RE: Mower Background: As part of our mower replacement plan, the City budgeted $65,000 to purchase a new Mower. We received pricing through the Minnesota State Contract page and MTI Distributing, for a new Toro Groundsmaster model 4100 D Mower (see pricing below). We would like to purchase the new mower and declare surplus unit 355 (Year 2000, Toro 455D mower). MTI (state Contract Pricing): 4100-D Toro Groundsmaster Mower $63, Recommendation: Purchase from MTI Distributing a new Toro 4100-D Groundsmaster Mower (priced through MN State Contract Page) for $ 63, Declare surplus unit 355 (Year 2000, Toro 455D Mower)

14 Request for Council Action AGENDA ITEM # Date: 2/13/2018 To: Cc: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Chad Grassel, Council members Clarence Vetter, Mike Pokrzywinski, Tim Riopelle, Henry Tweten, and Marc DeMers. File From: Reid Huttunen RE: Request to purchase Bobcat Toolcat 5610 & Attachments Background: The 2018 Budget & Capital Improvement Plan includes a Bobcat Toolcat, Snowblower, and Angle broom attachment for the Parks & Recreation Department. Below and attached are quotes on a Toolcat 5610 from Bobcat of Grand Forks, and 66 Snowblower and 68 Angle Broom attachments from Clark Equipment Company of West Fargo. Recommendation: Please consider approving the purchase of the Toolcat from Bobcat of Grand Forks, and the Snowblower and Angle Broom attachments from Clark Equipment Company, out of West Fargo, as they hold the state purchasing contract for these items. Budget Impact: $55, Total budget available for the Toolcat, Snowblower & Angle Broom $48, Quote price for Toolcat 5610 $ Quote price for 66 Snowblower and 68 Angle Broom $55, Total Quote price for all three pieces The price on the Toolcat 5610 has gone up since our preliminary budget work in August 2017, so we are short $ in our budget for these pieces. I expect that one of our additional budgeted items like the electric ice edger, or playground equipment will come in under budget to help make up for this shortfall. Enclosure: Price Quotes for Bobcat Toolcat 5610, SB200 Snowblower 66, and 68 Angle Broom 14

15 Bobcat of Grand Forks, Grand Forks, ND 3903 GATEWAY DR GRAND FORKS ND Phone: (701) Fax: (701) Quotation Number: 27C2D Date: :50:58 Ship to East Grand Forks Park District Attn: Dave 600 DeMers Ave P O Box 321 East Grand Forks, MN Phone: (218) Bobcat Specialist Chuck Regan Phone: Fax: Cellular: E Mail: chuckr@goironhide.com Description Part No Qty Price Ea. Total Bobcat 5610 M $46, $46, Adjustable Vinyl Seats All-Wheel Steer Automatically Activated Glow Plugs Auxiliary Hydraulics Variable Flow with dual direction detent Beverage Holders Bob-Tach Boom Float Cowl and Cowl Support Cruise Control Deluxe Equipment: Cab Enclosure with Heater and Air Conditioning Deluxe Operator Canopy (Front Window, Rear Window, Front Wipers, and 2-Electrical Power Port) Deluxe Road Package (back-up alarm, turn signals, flashers, tail lights, brake lights, rear view mirror, side mirrors, horn, lower engine guard, rear work light, and headlights) Engine and Hydraulic Monitor with Shutdown Front Work Lights Full-time Four-Wheel Drive Horsepower Management Instrumentation: Hour meter, Job Hours, Speedometer, Tachometer, Fuel Gauge, Engine Temperature Gauge, and Warning Lights Heavy Duty Battery High Flow Hydraulics and Attachment Control Kit Keyless Ignition System Power BobTach PTO Package (rear PTO-540 RPM, PTO Shield, PTO Tachometer) Three-Point Hitch Package (Three-Point, depth position gauge) Rear Remote Package (One set of poppet-style couplers, for use with implement hydraulics) Roll Over Protective Structure (ROPS) - Meets Requirements of SAE-J1040 & ISO 3471 Falling Object Protective Structure (FOPS) - Meets Requirements of SAE-J1043 & ISO3449, Level I Dome Light Interior Trim Joystick, Manually Controlled with Lift Arm Float Lift Arm Support Limited Slip Transaxle Parking Brake, automatic Power Steering with Tilt Steering Wheel Radiator Screen Radio: AM/FM/Weatherbanb Aux Input & Head Phone Jacks Lower Engine Cover Rear Reciever Hitch Seat Belts, Shoulder Harness Spark Arrestor Muffler Storage Bins Suspension, 4-wheel independent Tires: 27 x (8 ply), Lug Tread Toolcat Interlock Control System (TICS) Two-Speed Transmission Traction Control Machine Warranty: 12 Months, unlimited hours Bobcat Engine Warranty: Additional 12 Months or total of 2000 hours after initial 12 month warranty 29 X 12.5 Turf Tires M1223-R05-C05 1 $ $

16 Engine Block Heater M1223-A01-C02 1 $76.00 $76.00 Rotating Beacon $ $ REAR RH REMOTE HYD KIT $ $ Remote Rear Hydraulics Kit, 2.5 GPM $ $ Total of Items Quoted $48, Quote Total - US dollars $48, Notes: All prices subject to change without prior notice or obligation. This price quote supersedes all preceding price quotes. Customer must exercise his purchase option within 30 days from quote date. Customer Acceptance: Purchase Order: Authorized Signature: Print: Sign: Date: 16

17 Product Quotation Quotation Number: HMM Date: :18:55 Customer Name/Address: EAST GRAND FORKS PARK AND REC Attn: DAVE 600 DEMERS AVE PO BOX 321 EAST GRAND FORKS, MN Phone: (218) Bobcat Delivering Dealer Chuck Bobcat of Grand Forks, Grand Forks, ND 3903 GATEWAY DR GRAND FORKS ND Phone: (701) Fax: (701) ORDER TO BE PLACED WITH: Contract Holder/Manufacturer Clark Equipment Co dba Bobcat Company 250 E Beaton Dr, PO Box 6000 West Fargo, ND Phone: Fax: Contact: Heather Messmer Heather.Messmer@doosan.com Description Part No Qty Price Ea. Total SB200 Snowblower - 66" Width M $3, $3, Hyd Motor Package (25-31 gpm) M7002-R01-C04 1 $ $ " Angle Broom $3, $3, Total of Items Quoted $7, Dealer Assembly Charges $0.00 Quote Total - US dollars $7, Notes: *Prices per the Minnesota Contract# , T-631(5). 11/3/17 through 10/31/18 *Must be a Coop Member to purchase off contract *Terms Net 30 Days. Credit cards accepted. *FOB Destination within the 48 Contiguous States. *Delivery: 60 to 90 days from ARO. *State Sales Taxes apply. IF Tax Exempt, please include Tax Exempt Certificate with placed order. *TID# *ORDERS MUST BE PLACED WITH: Clark Equipment Company dba Bobcat Company, Govt Sales, PO Box 6000, 250 E. Beaton Drive, West Fargo, ND Prices & Specifications are subject to change. Please call before placing an order. Applies to factory ordered units only. ORDER ACCEPTED BY: SIGNATURE DATED PRINT NAME AND TITLE PURCHASE ORDER # SHIP TO ADDRESS: BILL TO ADDRESS (if different than Ship To): 17

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21 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held January 18, 2018 at 5:00 pm. Present: Grinde, Gregoire, Quirk Absent: Tweten It was moved by Commissioner Gregoire seconded by Commissioner Quirk that the minutes of the previous meeting of January 4, 2018 be approved as read. Voting Aye: Grinde, Gregoire, Quirk Voting Nay: None It was moved by Commissioner Quirk seconded by Commissioner Gregoire to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $1,852, Voting Aye: Grinde, Gregoire, Quirk Voting Nay: None It was moved by Commissioner Gregoire seconded by Commissioner Quirk to approve Change Order #1 for the 2017 Watermain Replacement project with RJ Zavorals in the amount of $5,800. Voting Aye: Grinde, Gregoire, Quirk Voting Nay: None It was moved by Commissioner Quirk seconded by Commissioner Gregoire to authorize WSN to proceed with the preparation of the plans and specs for the 2018 Load Control Replacement project. Voting Aye: Grinde, Gregoire, Quirk Voting Nay: None It was moved by Commissioner Quirk seconded by Commissioner Gregoire at 5:25 pm to adjourn to the next regular meeting on February 1, 2018 at 5:00 P.M. Voting Aye: Grinde, Gregoire, Quirk Voting Nay: None Lori Maloney Secretary 21

22 Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held February 1, 2018 at 5:00 pm. Present: Gregoire, Quirk, Tweten Absent: Grinde It was moved by Commissioner Quirk seconded by Commissioner Tweten that the minutes of the previous meeting of January 18, 2018 be approved as read. Voting Aye: Gregoire, Quirk, Tweten Voting Nay: None It was moved by Commissioner Tweten seconded by Commissioner Quirk to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $433, Voting Aye: Gregoire, Quirk, Tweten Voting Nay: None It was moved by Commissioner Quirk seconded by Commissioner Tweten denying Kevin Boushee s claim for repairs to his sanitary service line. Voting Aye: Gregoire, Quirk, Tweten Voting Nay: None It was moved by Commissioner Quirk seconded by Commissioner Tweten to approve the six month certification for Alan Neer, Water Plant Operator, and for his position to become permanent effective February 7, Voting Aye: Gregoire, Quirk, Tweten Voting Nay: None It was moved by Commissioner Quirk seconded by Commissioner Tweten at 6:00 pm to adjourn to the next regular meeting on February 25, 2018 at 5:00 P.M. Voting Aye: Gregoire, Quirk, Tweten Voting Nay: None Lori Maloney Secretary 22

23 Request for Council Action AGENDA ITEM # Date: 2/13/2018 To: Cc: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Chad Grassel, Council members Clarence Vetter, Mike Pokrzywinski, Tim Riopelle, Henry Tweten, and Marc DeMers. File From: Reid Huttunen RE: Request to hire Parks Foreman Background: In review of the Parks & Recreation Department and our organizational structure as a department, one position I believe the department to be in need of is a Parks Foreman. The department hasn t had a full time Parks Foreman since Dale Gulbranson transitioned from the position of Parks Foreman into the position as Ice Arena Supervisor. My request is to approve a promotional hiring process to transition one of the current Parks Maintenance positions into the position of Parks Foreman. If approved, the total FTE s of the department will not increase or decrease from its current position. I believe this move will be influential in helping to improve the proper channels of communication and work delegation across all levels of the department. This work delegation would include the oversight and management of the seasonal/pt help. There will be a slight increase in the grade/step from the positions in the department, as the Parks Maintenance position is a Grade 9, and the Park Foreman position is a Grade 12. Budget Impact: This position change is included in the 2018 budget for Parks Salaries & Wages. In looking at budget impact, we have looked at this change as if a current Parks Maintenance position would be promoted to the position of Parks Foreman. For projection purposes, we have looked at the Parks Foreman position starting at a Grade 12, Step 4. We have projected the position at this step, to account for them being placed at a step, which includes a 4% increase from their current step. At this rate, the position would cost about $61,500; including salaries and benefits. A current Parks Maintenance position at a Grade 9, Step 7 will cost about $58,000 including salaries and benefits. When considering the Parks & Recreation Department as a whole, including this position change and the position change from two Ice Arena supervisors to a Supervisor position, and the Team Lead position the department savings expected for 2018 is about $20,000. Recommendation: Please consider approving the request to open a hiring/promotional process for the position of Parks Foreman. Enclosure: Attached job description for the position of Parks Foreman and proposed organizational structure for the department. 23

24 Park Foreman Department: Parks and Recreation FLSA Status: Non-Exempt General Definition of Work Performs difficult skilled trades work in the maintenance of park properties, managing care and removal of greenery, inspecting playground and park equipment, supervising park staff, keeping applicable records and reports, and related work as apparent or assigned. Work is performed under the general direction of the Parks and Recreation Superintendent. Continuous supervision is exercised over park maintenance staff. Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. Essential Functions Planning, organizing and supervising the maintenance and repair of the city's parks and related facilities; preparing and maintaining records and files; preparing reports. Assists with hiring, training, scheduling and supervising seasonal and part time staff. Coordinates the maintenance and repair of equipment used by park maintenance workers. Orders supplies and maintains inventory. Conducts park maintenance worker activities. Assist with planning activities for the staff. Conducts snow removal activities. Assists with preparing the budget for the assigned area. Knowledge, Skills and Abilities Thorough knowledge of the practices and procedures of grounds maintenance; thorough knowledge of methods and equipment used in park maintenance activities, and of related safety procedures; thorough knowledge of shade tree species, including disease symptoms and countermeasures; general knowledge of turf management and landscaping techniques; ability to plan and supervise the work of subordinates; ability to analyze service problems and participate effectively in solving them; ability to operate standard office equipment and related hardware and software; ability to learn specialized software, systems or equipment related to business need; ability to generate applicable records, reports and files; ability to keep records; ability to establish and maintain effective working relationships with associates and the general public. Education and Experience High school diploma or GED and considerable experience in park maintenance, or equivalent combination of education and experience. Physical Requirements This work requires the regular exertion of up to 10 pounds of force, frequent exertion of up to 100 pounds of force and occasional exertion of over 100 pounds of force; work regularly requires standing, walking, speaking or hearing, using hands to finger, handle or feel, climbing or balancing, reaching with hands and arms, tasting or smelling, pushing or pulling, lifting and repetitive motions, frequently requires stooping, kneeling, crouching or crawling and occasionally requires sitting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using of measuring devices, assembly or fabrication of parts within arms length, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work regularly requires working near moving mechanical parts, exposure to fumes or airborne particles, exposure to outdoor weather conditions and exposure to vibration, frequently requires exposure to wet, humid conditions (non-weather), exposure to extreme cold (non-weather), exposure to the risk of electrical shock and exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment and occasionally requires working in high, SAFE System City of East Grand Forks, Minnesota

25 Park Foreman precarious places, exposure to toxic or caustic chemicals, exposure to extreme heat (non-weather) and wearing a self contained breathing apparatus; work is generally in a loud noise location (e.g. grounds maintenance, heavy traffic). Special Requirements Tree inspector license. Pool operator license. Applicable position, department, organization and professional training will be provided and must be completed upon hire and on an ongoing basis. Valid commercial driver's license in the State of Minnesota. SAFE System City of East Grand Forks, Minnesota

26 East Grand Forks, MN Parks & Recreation Organizational Structure Proposed- Ice Season Parks & Recreation Superintendent Recreation Supervisor Parks Foreman/ Certified Tree Inspector (2018) Supervisor: Facility Maintenance/ Cemetery Supervisor (2018) Senior Center Coordinator Referee Coordinator (Seasonal/PT) Activity Coordinators (Seasonal) Recreation Skating Tickets & Ice Guard (PT) Park Worker (PT/Seasonal) Team Lead: Facility Operations (2018) Receptionist (PT) Hockey Referee s Youth Activities Coaches (PT) Outdoor Rink Attendant (PT) Park Maintenance (FT) Two Employee s Senior Center Volunteers Youth Activity Volunteer Coaches Arena Operator (Zamboni) (PT) Arena Worker /Sweeper (PT) 26

27 East Grand Forks, MN Parks & Recreation Organizational Structure Proposed- Non-Ice Season Parks & Recreation Superintendent Recreation Supervisor Parks Foreman / Certified Tree Inspector Supervisor of Facility Maintenance/ Cemetery (FT) Senior Center Coordinator RRSRA Campground Manager (Seasonal) Pool Manager (Seasonal/PT) Recreation/Sports Coordinators (PT/Seasonal) Park Maintenance (FT) Team Lead: Facility Operations (FT) Receptionist (PT) Campground Front Desk, Grounds, Security Asst. Pool Manager (Seasonal/PT Youth Sports Coaches (PT/Seasonal) Park Workers (PT/Seasonal) Park Maintenance (FT) Senior Center Volunteer Landscape Worker (PT/Seasonal) Arena Operator (PT/Seasonal) Lifeguards Youth Activity Volunteer Coaches Pool Front Desk 27

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