AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 6, :00 PM

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1 AGENDA OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, FEBRUARY 6, :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 January 16, Consider approving the minutes of the Work Session for the East Grand Forks Minnesota City Council of January 23, 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. 1

2 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. 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). 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 1620, 2018 with the City waiving the rental fee for this event. 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. 11. Consider approving the purchase of five (5) incar video and eight (8) body cam systems along with the redactive software and required hardware from WatchGuard for a total amount of $48, Consider authorizing the Police Department to begin a new dual purpose K9 Program in the City of East Grand Forks utilizing the donated and grant dollars to start this program. CLAIMS: 13. Consider authorizing the City Administrator/ClerkTreasurer to issue payment of recommended bills and payroll. COUNCIL/STAFF REPORTS: ADJOURN: Upcoming Meetings: Work Session Tuesday, February 13, :00 PM Training Room Regular Council Meeting Tuesday, February 20, :00 PM Council Chambers Work Session Tuesday, February 27, :00 PM Training Room Regular Council Meeting Tuesday, March 6, :00 PM Council Chambers 2

3 UNAPPROVED MINUTES OF THE CITY COUNCIL CITY OF EAST GRAND FORKS TUESDAY, JANUARY 16, :00 PM CALL TO ORDER: The Council Meeting of the East Grand Forks City Council for January 16, 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/ClerkTreasurer; 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. Senator Mark Johnson thanked the Council for their time, how he would like to do a quick review of the 2017 legislative session, and take any questions or concerns before the 2018 session begins. He said one thing he was hoping the City was hearing about the property tax relief from the small businesses. He stated how Roseau County was showing 10%13% reduction in property taxes for small businesses which is exciting for them and he is hoping that it will also help the small businesses in East Grand Forks. He commented on the Federal tax bill that was passed around Christmas time and how they will be working on this session is to try and get some parody between the State tax bill and the Federal tax bill. He said they were trying to get more tax relief in areas. He informed the Council that the 17 th was a big day for District 1 because the bonding committee was going to be in Thief River Falls and Crookston and some of the things they will be looking at is Northland Community and Technical College for some projects they would like to accomplish as well as make stops at DigiKey, the food bank in Crookston, and at the University of Minnesota Crookston. He continued saying that he had been asked if they will be raising LGA this year which he explained it is a nonbudget year so that will not be done this year. 3

4 Senator Johnson continued saying they were trying to get feedback on what some of the concerns are from this area, how it has been relatively quiet, but the three main things that are brought up have been taxes, health insurance premiums, and the confusion with buffer zones. He said it could all be moot with the Senate President moving to Lieutenant Governor and the legal challenges that come with it. He commented how it may throw a wrench in the session depending how it is resolved, she might be able to do both positions, and it also depends on a special election in. He explained how it will be an interesting session. He asked if there were any questions. Council member Tweten told Senator Johnson about the drug task force for the region and how the Police Department has started the process of trying to obtain a dog to help detect drugs when called upon. He said at this time the drug problem is permeating the entire State and it will take money and effort to enlarge all of the task forces to get rid of the drugs. He said they should try to get North Dakota to also expand their drug task forces, how the judges in this area are giving longer jail terms when drugs are involved, and he asked Senator Johnson to talk with the legislators about this as well as having him speak with Chief Mike Hedlund. Senator Johnson asked to be clear that there was a concern about the funding for the task forces and that they will be able to work with other states. Council President Olstad informed Senator Johnson that there is already in place an intergovernmental agreement between North Dakota and Minnesota so they are able to cross state lines to help each other. He added how they are also working with Border Patrol so the drug task force covers this area all the way up to the Canadian border which was the same on the North Dakota side. He stated there were already some things in place and the major factor that Council member Tweten was getting at was the funding source and how more funding may be needed. Senator Johnson said that was one issue that was brought up the previous year, how he sits on the judiciary committee, and they do administer some of the funding for those agencies and task forces. He stated that was something they really looked into and he has had a conversation with the Sheriff of Polk County regarding this as well. He added he feels very strongly about his as well and how this is a public safety issue. Mayor Gander said that in the coming years there may be some requests coming through the DNR which the City partners up with them on for items for the greenway and campground area such as possibly getting cabins along with an emergency shelter. He explained how currently when there is severe weather people from the campground go to the fire station for shelter. He said they would like a designated shelter and could also include an interpretive center. He added again that these things would be worked through the DNR and the City would work through and with the DNR to obtain these appropriations. Senator Johnson said that some of these items have been on the radar for a while. Mayor Gander said another on that should be on the radar is a south end bridge which is something the City will also be working on. Council President asked if there were any other questions or comments. There were none. He then thanked Senator Johnson for coming to the meeting. Senator Johnson thanked the Council again for their time. APPROVAL OF MINUTES: 1. Consider approving the minutes of the Regular Meeting for the East Grand Forks Minnesota City Council of January 2, Consider approving the minutes of the Work Session for the East Grand Forks Minnesota City Council of January 9,

5 A MOTION WAS MADE BY COUNCIL MEMBER GRASSEL, SECONDED BY COUNCIL MEMBER DEMERS, TO APPROVE ITEMS ONE (1) AND TWO (2). Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, Vetter, and Pokrzywinski. None. 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 request to purchase two Ford Police Interceptor SUVs for a total amount of $56, from Ford of Hibbing. 4. Consider approving the request to purchase and installation of additional equipment for the Ford Police Interceptor SUVs for a total amount up to $9, to be completed by Code 4 Services. 5. Consider approving the striping of the two new Ford Police Interceptor SUVs for a total amount up to $1,000 to be completed by Custom Stripes. 6. Consider declaring the 2013 Ford Police SUV and the 2014 Ford Police SUV as surplus and use them for trade on the purchase of the new SUVs or to be sold at the next city police auction. 7. Consider approving the request to start an internal hiring process for the Supervisor of the Facility Maintenance and Cemetery position in the Park and Recreation Department. 8. Consider approving the request to start an internal and external hiring process for the Team Lead of Facility Operations position in the Park and Recreation Department. 9. Consider approving the request to purchase a speaker system and equipment rack for a total price of $8, from Acme Tools for the VFW Arena. 10. Consider approving the request to purchase of fitness equipment that includes two stationary bikes, Plyo boxes, powerblocks, and kettlebells totaling $6, from EXOS. 11. Consider approving the Special Event Application for the Vintage Snowmobile Show to be held on February 3, 2018 from 8am until 6pm and allow them to block off parking spaces along the west side of the parking lot at restaurant row. A MOTION WAS MADE BY COUNCIL MEMBER TWETEN, SECONDED BY COUNCIL MEMBER GRASSEL, TO APPROVE ITEMS THREE (3) THROUGH ELEVEN (11). Council VicePresident Grassel stated there were two positions in the Park and Recreation Department, how they need to do their due diligence to find someone who can really lead in the Team Lead position, and he would be voting no if it is a person put in this position that cannot work with others within the City. 5

6 He said this the time to make an opportunistic, good change and wanted to put that out there publically. Mr. Huttunen commented how Council VicePresident Grassel was correct with the intent of the position change. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, Vetter, and Pokrzywinski. None. ACKNOWLEDGE RECEIPT OF REPORTS OF OFFICERS, BOARDS, AND COMMISSIONS: 12. Regular meeting minutes of the Water, Light, Power, and Building Commission for December 21, COMMUNICATIONS: NONE OLD BUSINESS: 13. Reconsider approving the nonexclusive agreement between the City of East Grand Forks and Northland Community and Technical College for the use of the northeast corner of the city parking lot west of 4 th Avenue NW for the truck driving program from January 9, 2018 until January 8, A MOTION WAS MADE BY COUNCIL MEMBER TWETEN, SECONDED BY COUNCIL MEMBER GRASSEL, TO APPROVE THE NONEXCLUSIVE AGREEMENT BETWEEN THE CITY OF EAST GRAND FORKS AND NORTHLAND COMMUNITY AND TECHNICAL COLLEGE FOR THE USE OF THE NORTHEAST CORNER OF THE CITY PARKING LOT WEST OF 4 TH AVENUE NW FOR THE TRUCK DRIVING PROGRAM FROM JANUARY 9, 2018 UNTIL JANUARY 8, Council member Riopelle he apologized for not being able to attend the work session the previous week but he had watched the meeting. He stated that reviewed the contract when it came to maintenance of the parking lot he fails to see how they can dictate certain these things without having to pay for the use of the parking lot. He explained how he votes tonight does not reflect how he really feels but next year he will be voting no on this if the City does not receive some sort of payment or if some of the items are not removed from this contract. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, and Pokrzywinski. DeMers and Vetter. NEW BUSINESS: 14. Consider adopting the East Grand Forks Police Department Incar Camera and BodyWorn Camera Policy. A MOTION WAS MADE BY COUNCIL MEMBER GRASSEL, SECONDED BY COUNCIL MEMBER VETTER, TO ADOPT THE EAST GRAND FORKS POLICE DEPARTMENT IN CAR CAMERA AND BODYWORN CAMERA POLICY. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, Vetter, and Pokrzywinski. None. 6

7 15. Consider approving 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 (1 st Reading). A MOTION WAS MADE BY COUNCIL MEMBER GRASSEL, SECONDED BY COUNCIL MEMBER RIOPELLE, TO APPROVE 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 (1 ST READING). Council member DeMers thanked Mr. Galstad for making changes. He suggested changing some of the language when it came to appointing the council representatives for this commission and if there weren t any objections he would propose an amendment to this for those changes. Mr. Galstad said it was a policy decision of the Council and it doesn t change the substance of the ordinance so it could be modified before the next reading. Council member DeMers asked again to make an amendment to modify the language on how the Council members were appointed to this commission. Mr. Galstad told the Council this could be tabled until it was modified or they could pass it as is and since the request did not substantially change the ordinance it could be modified before the next reading. Mayor Gander said he would like to keep this on track. Council President Olstad asked if they could approve this as it is and have it modified before the next meeting. Mr. Galstad said he could do that. Council member DeMers stated he removed his motion for an amendment. Mayor Gander reminded the Council how this was a big step in getting more community involvement and input to help guide the process moving forward. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, and Pokrzywinski. Vetter. 16. Consider authorizing Widseth Smith Nolting to proceed with the change in scope of work on Rhinehart Drive from a street reconstruction to a mill and overlay project and amend the project memorandum. A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY COUNCIL MEMBER VETTER, TO AUTHORIZE WIDSETH SMITH NOLTING TO PROCEED WITH THE CHANGE IN SCOPE OF WORK ON RHINEHART DRIVE FROM A STREET RECONSTRUCTION TO A MILL AND OVERLAY PROJECT AND AMEND THE PROJECT MEMORANDUM. Council member Riopelle asked if this was being done just in case if they move forward with a roundabout. Mr. Emery said that was correct and how they didn t want to have to rip up a newly reconstructed street. Council member Riopelle said they would be voting on a roundabout somewhere down the line. Mr. Emery said that was correct. Council member Tweten said he thinks there is a problem and he has yet talked to anyone who thinks that a roundabout should be put into this situation. Council President Olstad stated they were not discussing the roundabout and how they are discussing the mill and overlay project. Council member Tweten stated the Senior Center parking lot readings should have been taken and be done and how important it is. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, Vetter, and Pokrzywinski. None. 7

8 17. Consider authorizing Widseth Smith Nolting to include ADA improvements to the sidewalk system on 17 th Street NW and amend the project memorandum to include this project. A MOTION WAS MADE BY COUNCIL MEMBER DEMERS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO AUTHORIZE WIDSETH SMITH NOLTING TO INCLUDE ADA IMPROVEMENTS TO THE SIDEWALK SYSTEM ON 17 TH STREET NW AND AMEND THE PROJECT MEMORANDUM TO INCLUDE THIS PROJECT. Council member DeMers asked if the document needed to be updated with the Metropolitan Planning Organization (MPO). Mr. Emery said he had started the process with getting the paperwork filled out and it was going to be brought forward at the MPO meeting in February. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, Vetter, and Pokrzywinski. None. CLAIMS: 18. Consider authorizing the City Administrator/ClerkTreasurer to issue payment of recommended bills and payroll. A MOTION WAS MADE BY COUNCIL MEMBER DEMERS, SECONDED BY COUNCIL MEMBER RIOPELLE, TO AUTHORIZE THE CITY ADMINISTRATOR/CLERK TREASURER TO ISSUE PAYMENT OF RECOMMENDED BILLS AND PAYROLL. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, Vetter, and Pokrzywinski. None. COUNCIL/STAFF REPORTS: Mayor Gander commented how there are many people in the community that consistently work hard to help make life better for others, they do it because they care about others, they want to make the community a better place, and are not easily discouraged. They give their best efforts, they are grinders, they know what the right thing to do is, they do it, and he appreciates them. He said there was a nomination this week for Brian Nelson who is involved with Pheasants Forever. He explained how this group is very active in raising funds for youth, habitat, and youth safety when it comes to fire arms along with teaching youth about conservation and being outdoors. He then asked if Council member Vetter would like to add anything since he is involved with the competitive shooting. Council member Vetter said he was a coach of the trap team, Mr. Nelson help start the team, got people involved, and has been funding the team since the beginning. He explained that Mr. Nelson and Pheasants Forever donated funds to the Midway USA Foundation, how these funds have been matched either one for one or two for one on all donations that are made, and on an annual basis they can take out up to 5% of the interest earned. He stated that this year alone they are able to pull out $10,000 for the East Grand Forks Trap team. He added how Mr. Nelson also helps support Crookston, Thief River Falls, Roseau, Greenbush, and a number of smaller communities in northwest Minnesota so Mr. Nelson does a lot for them. Council VicePresident Grassel said he would also like to add how Mr. Nelson is everyone, at every booster tournament, every gathering, and always promoting the programs that he helps. He added how he 8

9 would always bring his kids along so Mr. Nelson s children have grown up doing all these things along with him. He added how you can tell Mr. Nelson s passion for the outdoors. Mayor Gander said there was an article in the Grand Forks Herald back in 2015 about the efforts of the Pheasants Forever group and that year they had raised $118,000 for all of these different groups. He commented that in the photo that was included in the article was Mr. Nelson s wife and daughter who also served on the board of directors so he was going to be giving three grinder awards to Mr. Brian Nelson, his wife Michelle Nelson, and their daughter, Jaelyn Nelson. Council Member Tweten said they have had the opportunity over the last couple weeks to see how the City is operating. He stated the Fire Department did an excellent job putting out the fire at the barley plant and the Public Works Department has done a wonderful job getting snow moved in adverse conditions and keeping the streets clean. He continued saying how the Fire Department and Police Department were out on a medical call and how important it is for them to have the equipment and personnel to perform these things. He added how he had attended the regional figure skating competition at the Civic Center which was very well attended. He told the Council this shows they are interested in the families that live in the community and this was an excellent city for families. Council President Olstad reminded the Council that March 14 th was Legislative Day in St. Paul and to let Ms. Nelson know if they were able to attend. He said they would travel down on the 13 th which would then move the meeting to Monday, March 12 th. He added that both he and Mr. Murphy will be going and asked again for those that can attend to let Ms. Nelson know. He also reminded the Council about the Chamber s annual dinner that was coming up on Thursday of this week. Mr. Murphy told the Council that the tricity meeting that was cancelled because of the weather will be rescheduled for a date when Senator Johnson, Representative Kiel, and Representative Fabian are able to meet before the legislative session beginnings and try to get as many council members from each city there are possible. Mr. Huttunen thanked the Northern Star Figuring Skating group, which is largely volunteer based, for putting on the competition over the weekend. He said there were more than 230 individual skaters and over 20 teams that participated which is up from previous years. He added by all accounts this was a successful event for them. Mr. Huttunen then told the Council there was a break in a line at the Blue Line Club Arena on Friday night. He said it was fixed by Saturday morning but at this time the system does not have enough glycol in it. He stated they had added entire supply that the City had along with what Lunseth Plumbing had in their inventory, they were hoping to have it up running, but this rink is below freezing and the ice is still melting. He said it was an update for the Council in case they are asked about it since the rink is currently closed. He added they were unsure at this time how the break happened. Council member Riopelle asked if they has talked with any of the neighboring communities to see if they might have a supply. Mr. Huttunen said they had talked with Crookston, Grand Forks Park District, and the Ralph Engelstad Arena and none had a supply, didn t have any enough on hand, or it wasn t compatible with the system the City has. He added they are looking into the possibility of ordering a supply from the Twin Cities. Council member DeMers asked over what time period the break took place. Mr. Huttunen explained the break happened around 10pm and Midwest Refrigeration was able to get someone there at midnight to start shutting down all of the pumps. He said he wasn t sure how much it holds but they have added approximately 500 gallons of glycol back into the system and it is still not running properly. 9

10 ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL MEMBER DEMERS, TO ADJOURN THE JANUARY 16, 2018 COUNCIL MEETING OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:39 P.M. Voting Aye: Voting Nay: Riopelle, Tweten, Olstad, Grassel, DeMers, Vetter, and Pokrzywinski. None. David Murphy, City Administrator/ClerkTreasurer 10

11 UNAPPROVED MINUTES OF THE CITY COUNCIL WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, JANUARY 23, :00 PM CALL TO ORDER: The Work Session of the East Grand Forks City Council for January 23, 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; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director; Tyler Hajicek, Police Officer; Mike Hedlund, Police Chief; Charlotte Helgeson, Library Director; Reid Huttunen, Parks and Recreation Superintendent; Gary Larson, Fire Chief; David Murphy, City Administrator/ClerkTreasurer; and Megan Nelson, City Clerk.. DETERMINATION OF A QUORUM: The Council President Determined a Quorum was present. Council President Olstad stated before starting with the agenda Mr. Murphy was going to introduce a visitor. Mr. Murphy said that there was a representative from the public relations office from the Air Force Base. He explained those who attended the Chamber annual dinner were honored to sit with the members of the Grand Forks Air Force base which started a conversation about how many on the Council have not been on the Air Force Base and how the representatives from the air base have offered to have the Council out for a tour. Mr. Shaun Shenk said it was an honor to be seated with the Mayor and city council members during the annual dinner. He stated that Colonel Ben Spencer is the current commander at the base. He continued saying Chief Brian Thomas and himself along with the Colonel were at the table and based on the conversation realized East Grand Forks leaders hadn t been to the air base which they think is a disservice on their part because so many airmen live in East Grand Forks. He commented how they thought it was important the City understands what they do every day which is why they are inviting the Council out to the air base. He explained some of the things that the Council would be seeing on the tour as well as how they would like to strengthen the relationship between East Grand Forks and the air base. Discussion followed about possible dates for a tour and what is needed for the tour. Council member Tweten commented how this relationship is good for the air base, the City, and Northland College. Mayor Gander stated how the community embraces the airmen can positively impact the airmen and how that can carry over into their morale, readiness, and retention. He added he likes the connection and relationship and hopes to keep it going. 1 P a g e 11

12 1. Request to Start Promotional Process Gary Larson Chief Larson stated that this was a request to fill the engineer position that has been left vacated by the retirement of Mr. Merle Hoverson and asked to start the process of filling this position. There were no questions. This item will be referred to a City Council Meeting for action. 2. Request for Donated Rental Space Reid Huttunen Mr. Huttunen informed the Council the VFW Arena has been reserved by the Anne Carlsen Center from July 16 th to July 20 th for a bike training camp to teach people with disabilities to ride a bike. He explained they had been looking for a location for this area and how they think the VFW would work great for setting up the obstacle course inside and eventually will end up outside in the parking lot. He stated how they requested to see if the rental could be donated instead of paying $200 per day to rent the facility. Mr. Huttunen told the Council he didn t think there would be any additional cost to the City for this because they would be using the facility from 8am to 5pm, a worker would already be there to open the arena for people to come and walk, they were not requesting any additional equipment other than the use of a table and some chairs, and he would be able to lock up at the end of the day. He added the Anne Carlsen Center will be paying the ican Bike organization to put on this event, it will cost $8,500 to $9,000 before any rental costs were included. He recommended the City donate the use of the facility for this event because this group was not making any revenue from the event. He added during his experience working for Special Olympics they didn t pay for events like this other than maybe staff time. Council member Pokrzywinski said he would support this and asked if they would consider including the City as a sponsor for the donation. Mr. Huttunen said that was something that had been discussed and it was something they would do. There were no more questions. This item will be referred to a City Council Meeting for action. 3. Request to Approve Purchase of InCar Video & Body Cam Systems Mike Hedlund Chief Hedlund informed the Council he had received the additional information that was needed for this item. He reminded them $35,000 had been budgeted, how they had decided to also include body cameras in this purchase, and with the quote of $40,000 the additional funds were going to come out of the Police Department s budget. He stated how there was additional items needed for a cost of $3,995 along with additional hardware for $4,313. He asked to be fronted these additional funds which would be paid back with funds from the police auction that will be held this year and how they already have 10 cars for the auction. Council VicePresident Grassel asked how much an average auction brings in. Chief Hedlund said they vary from $15,000 to $30,000. Council member DeMers asked if there was a revenue line that accounted for those funds. Chief Hedlund said there was and how currently this revenue line had $12,000 budgeted. Council member DeMers stated the city charter doesn t allow for appropriating funds unless they were budgeted. He added he was on board to look into the funding further as well as supporting this program. He asked to put a measure in place to see how well this is working so when it comes time to spend funds to further the program the Council can decide if this program should continue. Chief Hedlund stated the bike patrol had been using body cameras until it was no longer allowed and how they enjoyed using them. 2 P a g e 12

13 Mr. Galstad said these cameras would be another tool for the police department showing an accurate account. He added courts are relying on these videos more and more, the current car cameras do not provide very good videos, and how these new cameras for both the cars and bodyworn will help protect all parties involved. Discussion followed on how measures will be put in place to see if this is a useful program, again how this will protect all parties involved, and how this is the new standard in law enforcement. This item will be referred to a City Council Meeting for action. 4. Request to Approve the K9 Program for the Police Department Mike Hedlund Chief Hedlund informed the Council the Police Department had already raised $15,000 for the K9 program, how they found a used fully equipped K9 vehicle which cost is significantly less than purchasing and outfitting a new vehicle, and how there is a program in Anoka where they would be able to get the dog and training for the handler. He stated they just found out the Eagles Club had pledged $5,000 which would be given on March 1 st and another $5,000 had been pledged for 2019 as well. He also informed the Council that during a recent Minnesota Wild hockey game $2,500 had been raised to help a city start a K9 program and East Grand Forks was picked so they are asking for a commitment otherwise those funds will be going to another police department. Chief Hedlund thanked all of those who had donated to get this program started and how they could still receive more donations for this program. Council member Pokrzywinski said he will support this process and asked if there were reporting requirements for receiving donations. Chief Hedlund explained all of the donations were being made to the police association which is a nonprofit and would allow those who had donated to write off those donations as tax deductible. Mr. Galstad said State Statute allows cities to collect donations. Discussion followed about how the dog could be used for a variety of purposes, how the effectiveness of the program should also be measured, and how there were many possible ways to set those parameters. Council member DeMers asked if an MOU would be needed to address overtime, call backs, and any else that might come with this position in regards to the labor union. Mr. Murphy explained he would check with the League but usually the overtime the hander receives is the additional compensation for being the handler. Mayor Gander asked how many times a dog would be deployed to protect a human officer. Officer Hajicek said it wouldn t happen all that often because in the last two years there is only one case that he could think of when that would have happened. This item will be referred to a City Council Meeting for action. 5. Legislative Day and Thank Yous to the Capital Investment Committee David Murphy Mr. Murphy explained the City visits legislators from the area during legislative day and asked if there were any other legislators that should be visited. He commented the suggestion was made to send a thank you to those on the bonding committee that helped the City receive funding for the interconnect project which included 55 people. He added there is a budget for media and public relations so they could look into having something professionally prepared. Council President Olstad suggested they should maybe show the progression from beginning to end and have it signed by the Council. Mayor Gander said showing appreciation is a good thing and he liked the idea. Council member DeMers said this City has done well in getting appropriations and they should send a thank you. He also asked to set up a meeting with Paul Torkelson who did some heavy lifting for the City and he deserves more than just a thank you. Council President Olstad said if there were any other ideas to Mr. Murphy. 3 P a g e 13

14 Mr. Murphy informed the Council that he had an update on the pool. He explained they have the report from the consultant, how it is also in the lawyer s hands, and they will need to hire an engineer to prepare plans and specifications for the repairs. He added the plan is to have the work done in April so the pool will be open for the entire season. ADJOURN: A MOTION WAS MADE BY COUNCIL MEMBER RIOPELLE, SECONDED BY COUNCIL MEMBER GRASSEL, TO ADJOURN THE JANUARY 23, 2018 WORK SESSION OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:53 P.M. Voting Aye: Voting Nay: Tweten, Olstad, Grassel, DeMers, Vetter, Pokrzywinski, and Riopelle. None. David Murphy, City Administrator/ClerkTreasurer 4 P a g e 14

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21 The organizational meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held January 4, 2018 at 5:00 pm was called to order by the city attorney, Ron Galstad. Present: Grinde, Gregoire, Quirk, Tweten Absent: None The following nomination was made for President of the Water, Light, Power and Building Commission: Josh Grinde. It was moved by Commissioner Gregoire seconded by Commissioner Quirk that the nominations for President be closed and that a unanimous ballot be cast for Mr. Grinde as President. Voting Aye: Grinde, Gregoire, Quirk, Tweten Voting Nay: None The following nomination was made for Vice President of the Water, Light, Power and Building Commission: Doug Gregoire. It was moved by Commissioner Quirk seconded by Commissioner Tweten that the nominations for Vice President be closed and that a unanimous ballot be cast for Mr. Gregoire as Vice President. Voting Aye: Grinde, Gregoire, Quirk, Tweten Voting Nay: None The city attorney turned over the meeting to the newly elected president, Josh Grinde. Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held January 4, 2018 at 5:05 pm. Present: Grinde, Gregoire, Quirk, Tweten Absent: None It was moved by Commissioner Gregoire seconded by Commissioner Quirk that the minutes of the previous meeting of December 21, 2017 be approved as read. Voting Aye: Grinde, 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 $198, Voting Aye: Grinde, Gregoire, Quirk, Tweten Voting Nay: None It was moved by Commissioner Gregoire seconded by Commissioner Quirk to approve vacation carryover for another employee that has accumulated over the 160 cap. Voting Aye: Grinde, Gregoire, Quirk, Tweten Voting Nay: None It was moved by Commissioner Quirk seconded by Commissioner Gregoire to approve hiring David Drown Associates to complete the Job Classification Survey in 2018 and request a list of companies they will be using for comparables. Voting Aye: Grinde, Gregoire, Quirk, Tweten Voting Nay: None It was moved by Commissioner Gregoire seconded by Commissioner Quirk at 5:30 pm to adjourn to the next regular meeting on January 18, 2018 at 5:00 P.M. Voting Aye: Grinde, Gregoire, Quirk, Tweten Voting Nay: None Lori Maloney, Secretary 21

22 ORDINANCE NO. 23 4th SERIES AN ORDINANCE OF THE CITY OF EAST GRAND FORKS, MINNESOTA, PURSUANT TO CITY CHARTER CHAPTER IV, SECTION 4.02 AMENDING CITY CODE TITLE III: ADMINISTRATION, CHAPTER 31 ENTITLED "DEPARTMENTS, BOARDS AND COMMISSIONS" BY ADDING SECTION THOUGH 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. THE CITY OF EAST GRAND FORKS ORDAINS: SECTION: 1 That Title III of the City Code is hereby amended to include a Section establishing a park and Recreation Commission pursuant to Chapter IV, Section 4.02 of the City Charter to read as follows: ESTABLISHMENT OF A PARK AND RECREATIONAL COMMISSION. A City Park and Recreation Commission for the City of East Grand Forks, MN is Established COMPOSITION The Park and Recreation Commission shall consist of 7 members. The Council shall select 2 members of the Commission from its own members. The two Council commissioners shall not be appointed chairman or hold any other office on the commission. The remaining 5 members shall consist of one commissioner from each ward, be appointed by the Mayor with approval of council, and shall serve without compensation. Two (2) of these 5 members shall be initially appointed as a Commissioner for a one (1) year term, two (2) shall be initially appointed for a two (2) year term, and the remaining member shall be appointed for a three (3) year term. Thereafter, all Commissioners shall be appointed for three (3) year terms. Both original and successive appointees shall hold their offices until their successors are appointed and qualified. A vacancy is created on the Board of Commissioners when the Council member of the Board of Commissioners ends council membership. A vacancy for this or any reason must be filed for the balance of the unexpired term in the way the original appointment was made. A Commissioner may be removed by the Mayor, with the approval of the Council, for Cause after a hearing. The Commission may also have ex officio members from interested organizations in the community. The exofficio members shall be invited to attend by Motion of the Commission passed by a majority vote. Exofficio members are nonvoting positions OFFICERS AND EMPLOYEES. Immediately after appointment, the Board of Commissioners shall elect 1 of its members Chair and 1 of its members as ViceChair. The Board of Commissioners shall appoint a Secretary who need not be a member of the Commission, who shall be responsible for the records of the Commission 22

23 and such other duties as the Commission may determine. The Park and Recreation Director may also serve as the Secretary BYLAWS. The Board of Commissioners shall submit proposed bylaws to the Council for its consideration. The bylaws shall not take effect until approved by the Council. Thereafter, the Board of Commissioners shall amend its bylaws only with the Council approval. SECTION: 2 This ordinance adopting the Code of Ordinances, and the Code of Ordinances itself, shall take effect upon publication of this ordinance in the city s official newspaper and be given the number 23, 4 th Series. Voting Aye: Voting Nay: Absent: The President declared the Ordinance passed. ATTEST: PASSED: February 6, 2018 City Administrator/ClerkTreasurer President of Council I hereby approve the foregoing Ordinance this 6 th day of February, Mayor 23

24 Request for Council Action AGENDA ITEM # Date: 1/23/2018 To: Cc: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council VicePresident Chad Grassel, Council members Clarence Vetter, Mike Pokrzywinski, Tim Riopelle, Henry Tweten, and Marc DeMers. File From: Reid Huttunen RE: Request from Anne Carlsen Center for donated rental space at VFW Arena Background: The Anne Carlsen Center, a charitable organization in North Dakota, which focuses its mission on empowering individuals with disabilities, has requested use of the VFW Arena for a week in July to hold a bicycle instruction camp. The camp will be hosted by the Anne Carlsen Center, and will be put on by a national organization called ican Shine. During the week of July 1620, they will host a bike camp, in which they re instructors will teach approximately 40 children with disabilities from the Greater Grand Forks area how to ride a bicycle. Anne Carlsen Center has scheduled the event at the arena and has asked if the cost of building rental could be donated to them at either no cost, or a reduced cost. If a donation of the building space is made, the camp would recognize the City of East Grand Forks and the Parks & Recreation Department as a sponsor of the event. The camp organizers would need access to the building on Sunday, July 15 th for a few hours in the evening to set up; then would need the building open from 7:30 a.m. to 5:30 p.m. each day, Monday through Friday. In the building, they will need a few tables & chairs, and access to the restrooms. Otherwise, they will set up the area with their bicycle equipment, and will take it down upon completion of the camp. Budget Impact: If building rental is donated, it would mean some loss of building rent revenue, but would not bear a significant cost to the city. Our current daily rental rate for the VFW Arena has been $200 per day. If the total cost of the building rental is donated, it would mean $1,000 less revenue in VFW Arena Rent. In 2018, we budgeted $27,000 in Rent Revenue. In 2017, we earned $38,000 in rent revenue, with $14,500 of that being from the extra month of ice rented by the Blue Line Club in September. There will not be a significant cost for our department to host the camp. We have employees on site daily to open and close the arena, turn on lights, etc. for walkers. It will require some extra time for employees to clean the restrooms and empty garbage s at the end of the day, but again not a significant amount. Recommendation: Looking for direction from City Council on whether to donate some or all of the building rental costs. My recommendation is to donate the use of the building for this event. Enclosure: Program Brochure for icanbike camp. 24

25 Afterschool. During the school year we collaborate with public school districts, nonprofit and other community organizations to provide afterschool ican Bike programs. This program option uses typicallydeveloping students as the volunteer spotters for students with disabilities. Our afterschool program provides an excellent opportunity for young people to learn more about differences and similarities in all people, improve leadership and communication skills and experience true service to others in need. The impact on the spotters is often as profound as the impact on the riders. Including the bike program as part of afterschool programming can also raise awareness of inclusion in other afterschool programs. Who We Are ican Shine is a national 501(c)(3) nonprofit organization whose mission is to provide quality learning opportunities in recreational activities for individuals with disabilities. By creating an environment where each person is empowered to maximize their individual abilities, everyone can shine! Through our ican Bike program, we conduct over 100 fiveday bike camps and afterschool programs throughout the US and Canada teaching approximately 3,000 individuals with disabilities how to ride a bicycle each year. Since our inception in 2007, we have successfully taught approximately 20,000 people with disabilities to ride a conventional twowheel bicycle. We continue expanding our flagship ican Bike program throughout North America and also plan to pilot an ican Swim program stay tuned!

26 ican Bike Goal The goal of ican Bike is to teach individuals with disabilities to ride a conventional twowheel bicycle and become lifelong independent riders. This achievement, in turn, creates a gateway of opportunity, helping them gain assurance and selfreliance in many other aspects of their lives. What we do. ican Bike uses adapted bicycles, a specialized instructional program and trained staff to enable individuals with disabilities to learn to ride a twowheel bicycle. Riders attend one 75 minute session each day for five consecutive days where they learn to ride while accompanied and encouraged by volunteer spotters. Over the course of the week we continually adjust the bikes in an effort to challenge riders balance as they gradually discover the skill and joy of riding. Does it work? Parents, teachers and therapists describe our results as miraculous. Many of our riders have tried for years to learn to ride a bike without success. In one week approximately 80% of riders will learn to independently ride a twowheel bicycle. The remaining 20% make tremendous progress towards that goal. Who participates? Riders are children ages eight and up as well as teens and adults who have a diagnosed disability and are able to sidestep and walk without assistive devices. Success in learning to ride a bicycle is a major milestone in anyones life. When learning has been a struggle, the accomplishment and its impact is much greater. We observe that learning to ride a bicycle infuses the rider with confidence and an improved selfimage that has a positive ripple effect into many other aspects of their lives. Their families benefit in many ways and volunteers are positively impacted by the experience as well. 26 Local hosts. ican Bike programs are conducted with local organizations and individuals that coordinate the weeklong event in their community. Hosts are responsible for providing funding, a suitable facility, riders, and volunteer spotters. ican Bike Program Options Camps. In the summer months and during school breaks we partner primarily with local charities, parks and recreation departments, colleges and motivated parents to provide the camp program. Our camps consist of five 75 minute sessions per day with a maximum of eight riders per session. A full camp will serve a maximum of 40 riders. The number of riders depends on the size of the facility and the availability of volunteers.

27 BUILDING/FACILITY USE AGREEMENT CITY OF EAST GRAND FORKS, MN WITNESS the following Agreement this day of FEBRUARY (Month) 2018_ (Year). The LESSOR is the City of East Grand Forks, Minnesota a municipal corporation, acting by and through its Superintendent of Parks & Recreation. The LESSEE is the Anne Carlsen Center. The LESSOR agrees to lease the _VFW Memorial Arena or the following parts to hold: an instructional bicycle camp put on by ican Shine, Inc. over the dates of July 1620, 2018 Leasing said premises subject to the conditions, rules, regulations and policies that the LESSOR shall by Ordinance and Resolution establish for the VFW Arena and other park properties from time to time, which Ordinance and Resolution are mutually understood and agreed by the parties hereto be a part hereof. It is further mutually agreed that any attached conditions, rules, regulations and policies of the LESSOR are a part of this lease agreement. TIME OF POSSESSION BY LESSEE SHALL BE AS FOLLOWS: Expected hours the building will be staffed for operation are: 7:30 a.m. to 5:00 p.m. July 16 to July 20, 2108 The specific hours of operation each day can be amended, per agreement of the parties. The RENTAL FEE and consideration to be paid by the LESSEE shall be (note amount, time, place of payment) is as follows: The Anne Carlsen Center, is a NonProfit a Charitable organization in North Dakota that focuses its mission on empowering individuals with disabilities. The Anne Carlsen Center will be hosting a Bicycle Instruction Camp put on by a national organization ican Shine, Inc. This is a nonrevenue producing event to teach approximately 40 children with disabilities from the Greater Grand Forks area how to ride a bicycle. The City Council has determined that it is in the public s interest to waive the rental fee of $ daily for this event. LESSEE shall perform routine pick up after its use of the arena ensuring the arena including bathrooms, stands and floors are clear of any items and all equipment is properly stored No alcoholic beverages shall be sold or permitted by LESSEE upon the premises. Unless authorized by City Council. 1 27

28 LESSEE understands and agrees that this Agreement does not establish an employeremployee relationship between Lessor and the Lessee, that the event is neither a conducted event nor a sponsored event of the Lessor. In addition it is understood that the Lessor will not exercise any physical or other control over the operation of the event other than what is spelled out in this agreement. In addition, the Lessee understands that the Lessor is not providing any supervision by this agreement. LESSEE understands that no promises are made otherwise than what is contained in this agreement, that no warranties have been made that the facility will be adequate for the Lessee s planned use, and that the Lessee accepts the Facility in AS IS conditions.. [Lessee to Initial] LESSEE has inspected the facility to be used and has independently determined that it is suitable and safe for their particular purpose.. [Lessee to Initial] LESSOR shall not be liable to Lessee or to any employee, student or invitee of Lessee for any claim or cause of action arising out of death, injury, damage to property occurring in, on or about the leased premises except for damages attributable exclusively to the negligence or breach of this Lease Agreement by Lessor, its employees or agents, as determined by a court of competent jurisdiction. LESSEE shall indemnify and save harmless the LESSOR from all loss, cost and expense arising out of any liability or claim of liability, for injury or damages to persons or property sustained or claimed to have been sustained by anyone whomever, by reason of the use or occupation of the VFW Arena, whether such use is authorized or not, or by any act or omission of LESEE or any of its officers, agents, employees, guest, patrons, or invitees, and LESSEE shall pay for any and all damage to the property of LESSOR, or loss or theft of such property, done or caused by such persons. LESSEE shall be solely responsible for the supervision and control of its volunteers and it is strongly recommended by the Lessor that if said volunteers are working directly with children that background checks be performed in accordance with The Minnesota Child Protection Act (MN Stat. 299C). Any volunteers provided by the Lessee are not City Volunteers and are acting on behalf of the Lessee and ARE NOT acting on behalf of the Lessor. LESSEE further, at the expense of the LESSEE, shall keep in force during the terms of this lease, insurance, issued by responsible insurance companies, and in form acceptable to the attorney for the LESSOR, with the LESSOR named as an additional insured therein, for the protection of the LESSOR against all liabilities, judgments, costs, damages and expenses which may accrue against, be charged to or recovered from LESSOR by reason of use and damage to the property of, injury to or death of any person or persons on account of any matter or thing which may occur on the leased premises, coverage to be provided in such amounts as specified by Lessor, LESSOR being furnished by LESSEE with satisfactory evidence of such coverage. LESSOR, its agents and employees shall have the right to enter the leased premised upon reasonable advance notice for the purpose of inspecting, repairing, altering or improving the leased premises, or for any other purpose. There shall be no diminution of rent and no liability on the part of Lessor by reason of any inconvenience, annoyance or injury caused by Lessor s reasonable exercise of the rights reserved by Lessor in this Article. 2 28

29 DISCRIMINATION. Not allowed discrimination of any kind, no person or organization at any Lessee sponsored event shall in any way be favored or discriminated against because of race, color creed, age, religion, marital status, sex, political opinion or affiliation, disability, sexual orientation, or welfare assistance status. LESSEE shall not assign this lease, nor suffer any use of the said leased premises other than as herein specified, nor sublet the premises or any part thereof, without the written consent of the LESSOR. Special conditions of this Lease not hereinabove provided are as follows: IN WITNESS WHEREOF, the parties have hereunto set their hands the day and year first above written. CITY OF EAST GRAND FORKS ANNE CARLSEN CENTER By: Its Mayor By: Its City Administrator By: Its By: Its 3 29

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