agenda of the city council work session city of east …

Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited

English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting.

AGENDA

OF THE CITY

COUNCIL WORK SESSION

CITY OF EAST GRAND FORKS

TUESDAY, DECEMBER 10, 2019 – 5:00 PM

**Reminder to have your microphone on and speak into it during the Work Session**

CALL TO ORDER:

CALL OF ROLL:

DETERMINATION OF A QUORUM:

1. Request for Approval of Pre-design Service Proposal – Reid Huttunen and Karla Anderson

2. Consider Ice Rink Request – Paul Gorte

3. Review of Water Tower Designs – Marc DeMers

4. Update to City Park Designations – Ron Galstad

5. Review of Metropolitan Planning Organization Rental Agreement – Nancy Ellis

ADJOURN:

SEE NEXT PAGE FOR THE SPECIAL MEETING AGENDA

1

Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited

English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting.

AGENDA

OF THE CITY

COUNCIL SPECIAL MEETING


TUESDAY, DECEMBER 10, 2019 – 6:00 PM

CALL TO ORDER:

CALL OF ROLL:

DETERMINATION OF QUORUM:

SCHEDULED PUBLIC HEARINGS:

1. Public Hearing for the consideration of a 5% increase to the tax levy.

NEW BUSINESS:

2. Consider adopting Resolution No. 19-12-85 approving a 5% increase to the 2019 tax levy.

3. Consider adopting Resolution No. 19-12-86 approving the 2020 budget and to authorize specific

financial related activities.

ADJOURN:

Upcoming Meetings

Regular Council Meeting – Tuesday, December 17, 2019 – 5:00 PM – Council Chambers

Council Meeting – Tuesday, January 7, 2020 – 5:00 PM – Council Chambers

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AGENDA ITEM #_______

Request for Council Action

Date: December 10, 2019

To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Vice-President Chad Grassel; Council members Clarence Vetter, Dale Helms, Tim Riopelle, Tim Johnson, and Marc DeMers.

Cc: File

From: Reid Huttunen, Parks & Recreation

RE: Request to move forward with JLG Architects for Pre-Design Services of Recreation Facility improvements

Background: We have received a written proposal from JLG Architects to contract with them for Pre-Design/Pre-Referendum Services on the discussed Recreation Facility improvements. The attached proposal includes a listed description of their scope of work from now through a potential referendum vote on the November 2020 General Election. Proposed work includes:

- further discussion with stakeholders on programming and design needs to establish projectgoals

- Development of preliminary design concepts- research and comparison of tax rates in similar size and neighboring communities- Lead and Facilitate Community Forums & Input sessions- Community survey to seek feedback on proposed option- Pre-referendum services and community messaging through election

Budget Impact: See attached Proposal

Recommendation: Consider authorizing the hire of JLG Architects to continue with Pre-Design and pre-referendum services as described in attached proposal.

Enclosure: Proposal from JLG Architects

WS 1

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JLG Architects | Michael McLean 124 N 3rd St | Grand Forks, ND 58203 | p.701.738.2498 | c.701.388.0214 | [email protected]

Page 1 of 4

Dear Reid:

Thank you for considering JLG Architects for this opportunity. Based on the

information provided, we have developed the following scope of work; once

accepted and signed, a formal AIA contract will be executed that aligns with

this proposal.

PROJECT DESCRIPTION The project consists of three phases:

1. A feasibility study on the replacement of the existing ice plants and deferred maintenance projects at its Civic Center andVFW Memorial Ice Arenas (completed).

2. Pre-referendum services leading up to a potential sales tax vote in November, 2020 for arena improvement project(s).3. Schematic Design through Construction Administration Phases for a arena improvement project(s) if the vote was successful

and the project(s) are able to move forward.

PROJECT TEAM OWNER: City of East Grand Forks

ARCHITECT: JLG Architects • Principal-in-Charge: Lonnie Laffen• Project Manager: Mike McLean• Other: Randy Lieberg, Arena Planner/Ice Arena Specialist• Other: Scott Ward, Ice Systems Designer

CONSULTANTS: Mechanical and Electrical Engineering Consultants: Obermiller Nelson Engineering (ONE); Structural Engineer (as needed, limited scope): Heyer Engineering; Civil Engineer (as needed, limited scope): AE2S

PROGRAM Preliminary program developed between the Stakeholders and the Architect includes the following program components:

• Phase 1 Feasibility Study Program components:▪ Potential expansion to the Civic Center Arena, including a second ice sheet, mechanical and support

space, locker rooms, accessible lobby/entry, community room, and shared concourse space.▪ VFW Arena upgrades with a potential conversion to include field turf, running track, and other multi -

purpose functions▪ Miscellaneous site improvements for both the Civic Center Arena and VFW Arena.

• Other program elements to be considered as part of the Phase 2 Pre-referendum services:▪ Improvements to Stauss Park ballfields including turf and lights.▪ Greenway improvements

SCOPE OF WORK As defined by Phase below.

Pre‐Design, Site Analysis, and Pre-referendum Phase Description of work: Owner's program, the financial and time requirements, and the scope of the Project are established. Site ‐related limitations are identified; requirements and general scope of the components for the Project are established. The Owner shall sign‐off on this pre‐design package prior to giving the Architect notice to proceed on to the next phase of work.

PROPOSAL

JLG 19147 EGF Arena Feasibility Study RE: Referendum and Design Phase Services

December 6th, 2019

To: CC:

☒ ☐ Reid HuttunenEast Grand Forks Parks and Recreation

☐ ☒ David MurphyCity of East Grand Forks

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of 4

• Programming to be completed by Architect/Owner

o Identify goals and objectives

o Case study review

o Gather data

o Analyze the information

o Identify programmatic strategies/diagrams

o Establish quantitative requirements

▪ Square footage based on desired program elements (building size)

▪ Preliminary cost information

• Site survey or background drawings to be provided by Owner, if applicable• Establish project goals/objectives• Total number of meetings: up to eight

o Programming – one meetingo Design charette – one full day charetteo Stakeholder meetings – up to six additional meetings

• Preliminary site analysis• Preliminary floor plan diagrams for each of the components to identify building footprint requirements

• Preliminary site plan

• Preliminary conceptual images

• Financial proformas, analyses, etc. to be completed by Owner (includes all project costs)

• Owner to determine project delivery method (design/bid/build, CMAR, negotiated, etc.)

• Community Forums: Up to 4

• Deliverables

o Initial Program Document (includes spatial diagrams, project budget summary, site diagram)

o Station boards and content for purposes of Community Open House(s)

o Refined preliminary concepts for referendum effort

▪ Preliminary concept documents: site plan, floor plan(s), conceptual images/renderings

o Preliminary statement of probable construction cost

o Final Community Forum/referendum presentation

▪ Assemble powerpoint presentation for review and feedback

o Assist to develop and craft informational article for review and feedback from the committee for informational use.

Schematic Design through Construction Phase Services Scope of Architect’s Basic Services as described in AIA B101 – Agreement Between Owner and Architect; this work will be deferred until the project is formalized and funded.

WORKPLAN/SCHEDULE

December 2019: • Execute Agreement• Owner to forward all necessary background information to Architect• Owner to develop preliminary list of possible stakeholders for presentations and project participation• JLG Architects to begin to gather case study information regarding sales tax information for communities of similar size in the

region.• JLG Architects to provide updated spreadsheet and master plan document to be utilized for preparation in submitting

documentation to the State of Minnesota.

January 2020: • Development of preliminary program and diagrams(if applicable) for purposes of identifying the project scope for submittal

to the State of Minnesota• Stakeholder meeting:

o Preliminary scope/program reviewo Preliminary site master concept

February 2020 • Await approval from the State of Minnesota

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March - April 2020: • March - Stakeholder meeting

o programming meetingo preparation for Community Forum #1

• April – Community Forum #1 (early April)o Informational Stations (state of facilities, community comparisons, etc.) with opportunity for feedback on needs

from community members.• April – Stakeholder meeting• April – Development of options for consideration

May 2020 – June 2020: • May - Community Forum #2 (mid-May) - Present options/programming for community feedback• May - Stakeholder meeting/design charette• May - Development of options for consideration• June - Stakeholder meeting

o Review recommended option for feedback• June - Community Forum #3 (late June) - Present final option based on stakeholder and community feedback

July – September 2020: • Launch community survey to get initial community feedback on the proposed option• End of July – submit ballot question(s) to the State of Minnesota• August/September – Yes Committee presentations to local organizations and leaders• Stakeholder meeting• JLG to assist with the development of community messaging in July-October

October - November 2020: • Mid - October – Final Community Forum/presentation• November 3

rd, 2020 – General Election and vote

OWNER RESPONSIBILITIES Provide necessary information in a timely manner, including, but not limited to:

• Project goals/objectives• Program document input and feedback• Site background information• Design review, feedback and direction• Environmental Impact Survey or any other site, soils or other testing, if required• Financial proformas, analyses, etc. (includes all project costs)

COMPENSATION For pre-design, site analysis, and pre-referendum phase services as noted above, JLG’s work effort and compensation shall be $60,000; payment shall be deferred until after the referendum in November of 2020. In the event that the referendum were to fail no compensation would be due.

REIMBURSABLE EXPENSES All final documents will be delivered electronically. Travel (per the number of meetings noted above) by JLG Architects to the s ite or to the Owner’s office [in East Grand Forks] is included in the fixed compensation amount; any other travel costs will not be incurred without the Owner’s prior approval. If the Owner requests JLG to provided printing of promotional materials or other similar project related expenses, JLG will invoice the Owner at direct cost plus 10%.

OTHER

Payment terms JLG Architects process its invoices monthly. If payment is not received within thirty (30) days from the date of the invoice, finance charges in the amount of 1.5% per month shall be applied.

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Ownership of Architect’s Instruments of Services: • Drawings, specifications and other documents prepared by the Architect are instruments of the Architect’s service and are

for the Owner’s use solely with respect to this Project. The Architect shall retain all common law, statutory and otherreserved rights, including the copyright. Upon completion of the Project, or termination of this Agreement by either party, theOwner’s right to use the instruments of service shall cease.

• The Owner shall provide professional credit for the Architect in the Owner’s promotional materials for the Project and aptlycredit any/all drawings, renderings and other documents by including JLG’s logo or otherwise crediting JLG Architects byname in writing.

ATTACHMENTS Exhibit A, 2019 Billing Rates.

We look forward to working with you, and are happy to review this agreement with you in detail to answer any questions or con cerns you may have.

Very best regards,

Lonnie Laffen, AIA Principal, JLG Architects

Please sign and date below to acknowledge your acceptance of this proposal.

Client: Reid Huttunen, EGF Parks and Recreation Date

Client: David Murphy, City of East Grand Forks Date

7

From: Fiorini, Gina A. <[email protected]> Sent: Friday, December 6, 2019 11:03 AM To: Karla Anderson <[email protected]>; Brenda Krueger <[email protected]>; Paul Steinman <[email protected]>; Fiorini, Gina A. <[email protected]> Cc: Reid Huttunen <[email protected]> Subject: RE: East Grand Forks GO Sales Tax Bonds

Hi Karla,

My answers are below in red. Hope this helps! Let me know if you have any other questions.

-Gina

From: Karla Anderson <[email protected]> Sent: Monday, December 2, 2019 10:14 AM To: Brenda Krueger <[email protected]>; Paul Steinman <[email protected]>; Fiorini, Gina A. <[email protected]> Cc: Reid Huttunen <[email protected]> Subject: RE: East Grand Forks GO Sales Tax Bonds

The Park and Recreation projects and sales tax was discussed at last Tuesday’s Council meeting. After much discussion they have a few questions that they would like us to get answered, most would be directed to Gina I believe. So far they are:

1). The information sent to the legislature, does there have to be a dollar amount for each project? Yes. Please see the highlighted language in Minnesota Statutes, Section 297A.99, subdivision 2 below:

Subd. 2.Local resolution before application for authority.

(a) Before the governing body of a political subdivision requests legislative approval to impose a local sales taxauthorized by a special law, it shall adopt a resolution indicating its approval of the tax. The resolution mustinclude the following information:(1) the proposed tax rate;(2) a detailed description of no more than five capital projects that will be funded with revenue from the tax;(3) documentation of the regional significance of each project, including the share of the economic benefit to oruse of each project by persons residing, or businesses located, outside of the jurisdiction;(4) the amount of local sales tax revenue that would be used for each project and the estimated time needed toraise that amount of revenue; and(5) the total revenue that will be raised for all projects before the tax expires, and the estimated length of timethat the tax will be in effect if all proposed projects are funded.(b) The jurisdiction seeking authority to impose a local sales tax by special law must submit the resolution inparagraph (a) along with underlying documentation indicating how the benefits under paragraph (a), clause (3),were determined, to the chairs and ranking minority members of the legislative committees with jurisdictionover taxes no later than January 31 of the year in which the jurisdiction is seeking a special law authorizing thetax.(c) The special legislation granting local sales tax authority is not required to allow funding for all projects listedin the resolution with the revenue from the local sales tax, but must not include any projects not contained inthe resolution.

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mailto:[email protected]











2). Do we only include the construction dollar amount, not the financing amount? The City could include only the construction amount in the special legislation. In the past, we have used the following language for special legislation incorporating this concept: The total that may be raised from the taxes to pay for this project is limited to $_______________, plus the costs related to the issuance and paying debt service on bonds for these projects. However, I think it would be a good idea to include an estimate of the bond costs for each project in the information that you provide to the legislature. The legislation asks the City to provide information about the length of time that the tax will be in effect and financing costs would impact this.

I would note that while we used the language above in prior special legislation, the new legislation changes the landscape a bit and it’s unclear whether the legislature will continue to be amenable to including bond costs and capitalized interest as a separate item as they have in the past.

3.) If the dollar amount per project has to be stated, can we use current construction dollar amounts or would we have to include inflation? Especially, if are not intending to do the project immediately. The City should include inflation. The amount requested from the legislature is a not to exceed amount. The City will not be able to be adjust the sales tax amount in the future for increased project costs in the event of cost overruns. If the City’s project is many years in the future, it may make more sense to wait to ask for authority for that project until the City has a better idea of the cost.

4). The dollar amount that we ask of the legislature, does that same amount have to be on the election ballot? I don’t think that we would intend tp increase the dollar amount on the ballot, but could we decrease the amount on the ballot? The City would definitely not be able to increase the amount. The City could potentially decrease the amount. Project costs change so I do not think it would be unreasonable to reduce the amount on the election ballot. That said, whatever information is provided to the legislature should be a reasonable estimate.

5). Gina, you mentioned other cities you are working with, can you tell us who they are, and the sales tax dollar amount they will be asking for? We’ve had a couple clients inquire, but to our knowledge, none are yet at the point of moving forward and submitting a request to the legislature. We had a number of cities go in last year (Elk River, Rogers, Detroit Lakes), but none so far this year. Oakdale is considering it but we haven’t heard definitively one way or another if it is moving forward. However, many cities undertake this process without talking to their bond counsel, so this may be on the radar for some of our clients without us knowing about it.

Let me know if you have any questions.

Thank you.

Karla Anderson, CPAFinance Director City of East Grand Forks 600 DeMers Ave PO Box 373 East Grand Forks, MN 56721 Phone: 218-399-3244 Fax: 218-773-9728 "Attitudes are contagious, is yours worth catching?

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To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Chad Grassel, Council members Clarence Vetter, Dale Helms, Tim Riopelle, Tim Johnson, and Marc DeMers.

Cc: File

From: Economic Development Director

RE: Justin Swang Ice Rink Request

Justin Swang, 2525 Pebble Beach, wants to install a seasonal ice rink on his property and extend it onto the City property behind his home because of the slope of his lot. Swang lives at the corner of Pebble Beach and River Road. The City property is the large lot in Waters Edge at the corner of 23rd and River Road.

The Public Works and Economic Development Directors discussed Swang’s request with the City Attorney. Neither has any objection provided that Swang agrees to remove the rink if the City sells the property, name the City as additional insured on his homeowner’s policy or a separate policy because the rink is not a City rink, and to sign an indemnification agreement with the City. The City Attorney has prepared the documents the Swang must sign. The City Council must approve the request before Swang can use the City property.

Recommendation: That the City Council approve the request provided that Swang agree to the conditions noted above.

WS 2

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1

RELEASE AND INDEMNIFICATION AGREEMENT

CITY OF EAST GRAND FORKS, MINNESOTA

THIS IS A RELEASE OF LIABILITY INDEMNIFICATION AGREEMENT

MUST READ CAREFULLY BEFORE SIGNING.

In consideration for being permitted to place a private neighborhood skating rink partially on the

City of East Grand Forks Property located on Lot 7, Block 1 of Water’s Edge First Addition in

the City of East Grand Forks’ property:

ICE SKATING AND PLAYING HOCKEY AND OTHER HOCKEY RELATED

ACTIVITIES FOR THE 2019 TO 2020 SEASON.

JUSTIN SWANG HEREINAFTER “SPONSOR” hereby acknowledges, represents, and agrees as

follows:

A. I understand that the above described activities are or may be dangerous and do

or may involve risks or injury, loss, or damage to us and/or third parties. I

further acknowledge that such risks may include but not be limited to bodily

injury, personal injury, death, and property loss or damage, arising from the

following circumstances, among others:

MAINTAINING AND UPKEEP OF THE SKATING RINK AND SPECIFICALLY SPONSOR

PARTICIPANTS PARTICIPATING IN SKATING AND HOCKEY RELATED ACTIVITIES.

(SPONSOR initials here) _____________

B. I agree to procure, keep in force, and pay for insurance coverage, from an insurer

acceptable to the City of East Grand Forks, for the duration of the above

described activities. Said insurance will be either an endorsement on my

homeowner policy or a separate policy I the amount of $500,000.00 per

occurrence with the City of East Grand Forks, Named as an additionally insured.

(SPONSOR initials here) _____________

C. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, I

hereby expressly assume all such risks of injury, loss, or damage to us or any

related thirty party, arising out of or in any way related to the above described

activities, whether or not caused by the act, omission, negligence, or other fault

of the City of East Grand Forks, it officers, its employees, or by any other cause.

(SPONSOR initials here) ______________

11

2

D. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, I

further hereby exempt, release and discharge the City of East Grand Forks, its

officers, and its employees, from any and all claims, demands, and actions for

such injury, loss, or damage to us or to any third party, arising out of or in any

way related to the above described activities, whether or not caused by the act,

omission, negligence, or other fault of the City of East Grand Forks, its officers,

its employees, or by any other cause.


E. I further agree to defend, indemnify and hold harmless the City of East Grand

Forks, its officers, employees, insurers, and self-insurance pool, from and against

all liability, claims, and demands, court costs and attorney fees, including those

arising from any third party claim asserted against the City of East Grand Forks,

its officers, employees, insurers or self-insurance pool, on account of injury, loss

or damage, including without limitation claims arising from bodily injury,

personal injury, sickness, disease, death, property damage or loss, or any other

loss of any kind whatsoever, which arise out of or are in any way related to the

above described activities, whether or not caused by our act, omission,

negligence, or other fault of the City of East Grand Forks, its officers, it

employees, or by any other cause.


G. By signing this RELEASE AND INDEMNIFICATION AGREEMENT, I

hereby acknowledge and agree that said Agreement extends to all acts omissions,

negligence, or other fault of the City of East Grand Forks, its officers, and/or its

employees, and that said Agreement is intended to be as broad and inclusive as is

permitted by the laws of the State of Minnesota. If any portion thereof is held

invalid, it is further agreed that the balance shall, notwithstanding, continue in

full legal force and effect.


H. I understand and agree that this RELEASE AND INDEMNIFICATION

AGREEMENT shall be governed by the laws of the State of Minnesota and that

jurisdiction and venue for any suit or cause of action under this agreement shall

lie in the courts.


I. This RELEASE AND INDEMNIFICATION AGREEMENT shall be effective as

of the date or dates of the applicable special event, shall continue in full force until

our responsibilities hereunder are fully discharged, and shall be binding upon us, or

successors, representatives, heirs, executors, assigns, and transferees.


12

3

IN WITNESS THEREOF, THIS RELEASE AND INDEMNIFICATION AGREEMENT is

executed by the SPONSOR, acting by and through the undersigned, who represents that he or she

is properly authorized to bind the SPONSOR hereto.

PRINTED NAME OF SPONSOR:

Name: Justin Swang

Signature___________________________________________

Date_______________________________________________

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RESOLUTION

NO.

Alderman , supported by Alderman , introduced the following Resolution and moved its

adoption:

WHEREAS, the City of East Grand Forks, (hereinafter “The City”) owns a lot located at Lot 7, Block 1, Water’s Edge First Addition to the City of East Grand Forks

WHEREAS, Justin Swang owns the adjacent property located at 225 Pebble Beach Road, legally described as Lot 1, Block 1, Water’s Edge Addition to the City of East Grnad Forks. however, when he sold the properties parcel no: 83.03603.00 was not transferred out of his name.

WHEREAS, Justin Swang, herein after the Sponsor is placing a private ice skating rink on his property but it will partially be located on the City lot.

WHEREAS, the Sponsor has asked the city to allow for the private neighborhood rink to temporarily be place on said property.

WHEREAS, the City understands that outdoor physical activities for children and adults promote community and health benefits but also subject the participants to potentially injury.

NOW, THEREFORE, BE IT HEREBY RESOLVED

1. That the City has determined that the sponsor may place the ice skatingrink partially on the City property;

2. That prior to doing so the sponsor must sign a release and indemnificationagreement which is hereby attached;

3. That the sponsor must also have insurance for to protect the City from anyliability, said insurance maybe be an endorsement on the Sponsor’s homeowners policy or a separate policy but the policy must name the City as an additional insured.

4. That the policy limits must be at a minimum of $500,000.00.

5. That upon proof of the above the City authorizes the City Administratorand the Mayor to sign all appropriate documents.

14

VOTING AYE: VOTING NAY: ABSENT:

The Chairman declared the Resolution passed.

ATTEST: PASSED:________________, 2019

___________________________ _______________________ David Murphy Steven Gander, Mayor City Administrator

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Date: 12/06/19


Cc: File

From: Admin Office

RE: North Water Tower Logo

The Water and Light Commission will have the north end water tower repainted next summer and they are considering different options of logos. The Water and Light Commission have been presented with different logo and they are looking for a final decision during the December 18th commission meeting.

The Commission wanted to make sure the City Council is aware of this project and is asking for input from the Council on what they might like to see on the water tower. Pictures of the different options are included in the packet.

WS 3

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East Grand Forks Water Tower Concepts

North South WestEast

1. East Grand Forks Logo on two sides

2. East Grand Forks Logo on two sides, Life Connected on two sides

3. East Grand Forks Logo on two sides, Life Connected on one side, Northland on one side

Page 3 of 518



4A. and 4B. East Grand Forks Logo on one side (blue), Northland on one side, US Flag on two sides

5A. and 5B. Northland Logo on one side, Life Connected on one side, US Flag on two sides

Page 4 of 519



6A. and 6B. East Grand Forks Logo on two sides, US Flag on two sides

Page 5 of 520

1

RESOLUTION NO.

Councilmember , Seconded by Councilmember ,

introduced the following resolution and moved its adoption:

DESIGNATION OF PARKS UNDER M.S. 152.01, SUBD. 12a

WHEREAS, the Polk County Attorney’s Office has requested that the City, by resolution, update its

designated public parks pursuant to Minnesota Statutes, Section 152.01, Subd. 12a, as an aid to

prosecution of drug-dealers and possessors; and,

WHEREAS, the City is willing to make updated designation(s) to assist in drug-related

prosecutions.

NOW, THEREFORE, IT IS RESOLVED by the City Council of the City of East Grand Forks,

Minnesota, as follows:

1. That the following are designated as public parks for purposes of Minnesota Statutes,

Section 152.01, Subd. 12a:

1. Nash Park 2. Harney Park

3. Itts Williams Park 4. River Heights Park

5. Sherlock Park 6. Stauss Park

7. LaFave Park 8. Griggs Park

9. Bob Zavoral Park 10. O’Leary Park

11. Dan Mor Park 12. Greenway Park

13. 8th St., SE, Outdoor Rink 14. Eagle Point Trail Head

15. Greenway Recreational Area

*See attached Exhibit “A” City Park Map.

Voting Aye:

Voting Nay:

Absent:

The President declared the resolution passed.

Passed:

Attest:

_____________________________ ________________________________

David Murphy, City Administrator Mark Olstad, President of Council

I hereby approve the foregoing resolution this .

_______________________________

Steven Gander, Mayor

WS #4

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2

CERTIFICATE

STATE OF MINNESOTA )

)

COUNTY OF POLK )

The undersigned duly appointed, qualified, and City Administrator of the City of East Grand

Forks, Minnesota, hereby certifies that there is attached hereto a true and correct copy of the

RESOLUTION FOR PARK DESIGNATION(S) TO ASSIST IN DRUG-RELATED

PROSECUTIONS which was adopted by the City of Council of the City of East Grand Forks,

Minnesota, on , at a regular meeting of the City Council which

certified copy is an exact copy of the original on file in the office of the City Administrator.

Dated this .

___________________

David Murphy, City Administrator

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DATE:

SCALE:

DRAWN BY:

CHECKED BY:

JOB NUMBER:

DATE REV# REVISIONS DESCRIPTION BY

DATE: LIC. NO.

THE LAWS OF THE STATE OF

THAT I AM A DULY LICENSED PROFESSIONAL ENGINEER UNDER

WAS PREPARED BY ME OR UNDER MY DIRECT SUPERVISION AND

I HEREBY CERTIFY THAT THIS PLAN, SPECIFICATION, OR REPORT

Engineering | Architecture | Surveying | Environmental

WIDSETH SMITH NOLTING

12/3/2019

J:\0706G-City of East Grand Forks\0706G0000-City Engineering\0706G0000.000-City Engineering - East Grand Forks\Maps\Park_Dept\2019 Park Areas\ParkLocations.dgn

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PARK AREA LEGEND

GREENWAY RECREATIONAL AREA

EAGLE POINT TRAIL HEAD

8TH STREET SE OUTDOOR RINK SPACE

GREENWAY PARK

DAN MOR PARK

O'LEARY PARK, VFW ARENA & BLUE LINE ARENA

BOB ZAVORAL PARK

GRIGGS PARK & TRAIL HEAD

LAFAVE PARK

STAUSS PARK

SHERLOCK PARK

RIVER HEIGHTS PARK & PLAYGROUND

CIVIC CENTER & ITTS WILLIAMS PARK

HARNEY PARK

NASH PARK

CITY OF

EAST GRAND FORKS, MINNESOTA

PUBLIC PARKS

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13th Street SE

C.S.A.H 72

2

220

220

14th Street SE

CO

UN

TY R

D 6

4C

OU

NT

Y R

D 6

4

140TH STREET SW 140TH STREET SW 140TH STREET SW140TH STREET SW 140TH STREET SW 140TH STREET SW

440T

H A

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NU

E S

W440T

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440T

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430T

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NU

E S

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E S

W430T

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E S

W

150th Street SW150th Street SW

US TH N

o. 2 (G

atewa

y Drive)

College

17th Street SE

RED RIVER O

F THE N

ORTH

Riverview

Lane

CIRCLE

NATECIRCLE

CRYSTAL

RE

DLA

KE

RIVER

RIVER

21st Street NW

21st Street NW 21st Street NW

21st Street N

W

Sunnyside

Court

20th Street NW 20th Street NW 20th Street NW

20th Street NW 20th Street NE

19th Street NW 19th Street NW

River Road NW

River

Road N

W

Forre

st

Court NW

18th Street NW

17th Street NW 17th Street NE 17th Street NE17th Street NW17th Street NW


14th Street NW


13th Street NW

12th Street NW12th Street NW

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11th Street NE

10th Street NW10th Street NW 10th Street NW

10th Street NE 10th Street NE 10th Street NE

11th Street NW

13th Avenue NW

22nd Street NW

11th A

ve N

W11th A

ve N

W

6th A

ve N

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23rd Street NW 23rd Street NW 23rd Street NW23rd Street NE

14th Ave NW

12th A

ve N

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10th A

ve N

W10th A

ve N

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12th A

ve N

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8th A

ve N

W8th A

ve N

W8th A

ve N

W8th A

ve N

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9th A

ve N

W

7th A

ve N

W

Garden Cir.

7th A

ve N

W7th A

ve N

W

Gard

en

Court NW

5th A

ve N

W

20th Street N

W

3rd A

ve N

W3rd A

ve N

W

Driv

e

NE

5th A

ve N

E5th A

ve N

E5th A

ve N

E

Central Avenue

Min

nesota T

H N

o. 220

Min

nesota T

H N

o. 220

Central Avenue

2nd A

ve N

E

4th A

ve N

W

4th A

ve N

W

5th A

ve N

W

5th A

ve N

W

6th A

ve N

W6th A

ve N

W

Gatew

ay Dri

ve NW

US TH No. 2

US TH No. 2 US TH No. 2

US T

H N

o. 2

US T

H N

o. 2

US T

H N

o. 2

US T

H N

o. 2

7th A

ve N

E

8th A

ve N

E

15th A

ve N

E

11th A

ve N

E

5th A

ve N

W

22nd Street NW

10th Ave N

W

6th

Ave N

W

5th A

ve N

W

4th Street N

W

4th Street N

W

4th Street NE

3rd Street N

W

3rd Street N

W

2nd Street N

W

2nd Street N

W

1st Street N

W

Dem

ers

Ave

Dem

ers

Ave

Central Ave

Central Ave

Central Ave

10th Street NE

3rd

Ave N

W

2nd

Ave N

W

5th Street N

W

6th Street N

W

9th Street NE

8th Street NE

7th Street NE

6th Street NE 6th Street NE

5th Street NE 5th Street NE

4th Street NE4th Street NE

Hill Street

3rd A

ve N

E

Business Hwy. No. 2

Business Hwy. No. 2

Business Hwy. No. 2

Business Hwy. No. 2

6th A

ve N

E

7th A

ve N

E

8th A

ve N

E

9th A

ve N

E

1st

Ave N

E1st

Ave N

E1st

Ave N

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2nd A

ve N

E2nd A

ve N

E2nd A

ve N

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3rd A

ve N

E3rd A

ve N

E3rd A

ve N

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4th A

ve N

E4th A

ve N

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ve N

E5th A

ve N

E5th A

ve N

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3rd A

ve S

E3rd A

ve S

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5th A

ve S

E5th A

ve S

E5th A

ve S

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4th A

ve S

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5th A

ve S

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6th A

ve S

E

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ve S

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ve S

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ve S

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1st Street SE

2nd Street SE

3rd Street SE

6th Street SE6th Street SE

7th Street SE 7th Street SE

8th Street SE8th Street SE

9th Street SE

10th Street SE

10th Street SE 10th Street SE

10th Street SE

8th Street SE

8th Street SE

11th Street SE

12th Street SE

Mero

Court

Greenwood Drive

Ja

mes A

ve S

E

Ja

mes A

ve S

E

9th A

ve S

E9th A

ve S

E

10th A

ve S

E10th A

ve S

E

11th A

ve S

E11th A

ve S

E

Morgan Pl.

Rhinehart Drive S

E

Ja

mes Cir.

Bygland R

oad SE

Bygland R

oad SE

16th A

ve S

E

17th A

ve S

E

8th Street S

E

22nd Street NW

Pio

neer

Ct

NW

Pioneer Ct NW

Pioneer Ct NW

19th A

ve S

E

18th A

ve S

E

17th A

ve S

E

13th Street SE

Shady Lane

NW

RED RIVER OF THE NORTH

River R

oad N

W

Wylie C

ourt

4th Street SE

5th Street SE

Mero C

ourt

Mero C

ourt

Greenwood Drive

River Drive

River Drive

Ja

mes A

ve S

E

Bygland R

oad S

E

20th Street SE

6th

Ave N

W

RED

LAKE

2nd Street N

W

2nd Street NE

2nd A

ve N

E

1st A

ve N

W

Sherlock Way

Sherloc

k Park

way

22nd Street

NW

3rd A

ve N

W

14th A

ve N

W

Greenway Boulevard

Drive S

E

14th A

ve S

E

Terra

ce Dr.

5th A

ve N

E

Bygland R

oad S

E

Bygland R

oad S

E

23rd Street NE

HARTSVI

LLE

COULEE

20th A

ve S

E

Burlin

gto

n Dr.

12th A

ve S

E

13th A

ve S

E

Park Drive S

E

Park

28th Street NW

30th Street NW

8th A

ve N

W

Pebble B

each R

oad

St. A

ndre

ws Driv

e

Torrey Pin

es Ct.

Tro

on Circle

St. A

ndre

ws Drive

Pinehurst Ct.

Greenway Boulevard

13th Street SE

Rhinehart Drive S

E

13th A

ve N

E

Brandon Boulevard

Min

nesota T

H N

o. 220

220

Valley Golf Way

Sawgrass C

t.

River

Road N

W

5th A

ve N

E

11th A

ve N

E

13th A

ve N

E

4th A

ve

NE

22nd Street NW

Mars DriveMars Drive

Mercury Drive

Mercury Drive

Venus Drive

Venus Drive

Jupiter DriveMilky W

ay Blvd

Gala

xie Blvd

430T

H A

VE S

W (T

OW

NS

HIP R

OA

D)

Pinestone Drive

Aspen Dr.

Cedar

Dr. Spru

ce Dr.

10th Street NE

7th Street NE

NW3rd

Ave

NW

7th Street

Dem

ers

Ave

9th

Ave N

W

8th

Ave N

W

Central Ave

3rd Street NE

1st

Ave N

E

2nd A

ve S

E

4th Street SE

3rd A

ve S

E

Rhinehart Drive S

E

11th Street SE

19th A

ve S

E

23rd A

ve S

E

11th A

ve S

E

17th Street SE

Bygland R

oad SE

US T

H N

o. 2

170TH Street SW (CO HWY 17)

BUSIN

ESS HW

Y NO. 2

1

11

2

3

5

4

6

14

9

10

7

12

13

8

1

2

3

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23


- 1 -




Cc: File

From: Nancy Ellis, Community Development Director

RE: Rental Agreement with MPO

STAFF REQUEST:

Staff is asking that you review the lease agreement for the GF-EGF MPO, make any suggestions if you would like a higher negotiated rent, and then approve the one year lease agreement. MPO has requested a one year lease agreement for 2020 with rental of the offices on the 2nd Floor East Wing only.

BACKGROUND:

The MPO had leased office space at City Hall for the past number of years. They are asking City Council to approve the renewal of their lease agreement for 2020 with a change to the leased square footage. The MPO will no longer lease the office on the second floor west wing between the Mayor’s Office and the Administration Office but they will need some storage space for files.

The rental price is listed in the lease agreement with options to increase based on the Consumer Price Index (CPI), not to exceed 5% per year. The rental price is the same as 2019. However, a change to the lease for the reduction in square footage and an additional charge of $25 per month for storage is noted on the lease agreement. As well, we have determined a location for the storage of their files.

WS 5

24

1

City of East Grand Forks Lease Agreement

Whereas, the GF/EGF MPO wishes to lease space from the City of East Grand Forks; and

Whereas, the City currently has available space in its City Hall building; and

Whereas, the City believes the GF/EGF MPO would provide other positive contributing factors

to the City by locating their office at the City Hall building .

Now, therefore, for valuable consideration, the City and GF/EGF MPO agree as follows:

The City will:

1. Provide to GF/EGF MPO an approximately 776 sq. ft. of office

space, currently labeled Rooms E212, E213, E214.

This has been discussed with and agreed to by the City Administrator.

2. Permit security access outside regular City working hours.

3. Provide reasonable access to use the City Council Chambers or a conference room on an as

needed basis, but only when such use does not conflict with the City’s need for such space, and

all conflicts will be resolved by the City.

4. Allow GF/EGF MPO to have an identity sign, etc. on the premises, the size and location

to be approved by the City.

5. Provide use of other customary City Hall service areas for GF/EGF MPO employees, such as

the employee lunchroom, restrooms, etc.

6. Provide current janitorial services to the areas proposed to be used by GF/EGF MPO

in the same manner as the City receives, including removal of regular trash and recycling

products. GF/EGF MPO will pay for any special fees for disposal of computers, or the

like.

7. Allow existing parking areas to be used by GF/EGF MPO employees and visitors.

8. Provide electric, heating/cooling, water and sanitary sewer at no additional cost.

9. Provide fire and general liability insurance on the building.

10. Provide Communication services, phone, network access, GB data storage; and IT desktop

support and technical services at the following prices: (See Page 2)

25

2

Charges for Phone service, Network Access, Data Storage and IT Support

1. Phone Service. This includes basic IP phone station; DID number; voicemail; call

transfer/forward/waiting; routine service requests such as ring group changes, number of rings to

voice mail, voice mail password reset, etc. Any requests requiring in depth planning or

engineering will be charged on a time and material basis (see support service charges).

$6.75 per phone per month $6.75 X ____no. of phones = $ 27.00_____/month

2. Network Access. Provides access to department VLAN or EGF Metro Area Network, Internet

access with multiple circuit redundancy, firewall services, Active Directory authentication service

(includes basic service requests for password resets, add/remove users, change user groups) and

security services. This does not include phone stations subscribing to EGF phone service (see

above).

$10.00 per device per month $10.00 X ____no. of devices = $_50.00____/month

3. Data Storage. Provides a dedicated data store attached to the Metro Area Network with data

replicated in two geographically separated locations, nightly backups and archives stored at 3

locations. Data recovery from backups will be billed at time and material rates (see support

service charges).

$0.25 per GB reserved per month $0.25 X __300__no. of GB = $__75.00__/month

4. Desktop support and other technology services. This is charged at a labor rate of $47.00/hour

during normal working hours: Monday – Friday, 8:00am to 4:00pm on non-holidays. Billed in

half-hour increments plus actual material and outside resource expenses incurred. Anything

outside of normal working hours, considered after hours calls, or on holidays will be charged at

the labor rate of $70.50/hour and will be a 3 hour minimum charge plus actual material and

outside resource expenses incurred.

26

3

_____GF/EGF MPO____________________________ Will:

1. Make all leasehold improvements to the existing “area” at their expense and in a

manner that is approved by the City.

2. Pay the City rent at the negotiated terms of __$12.45____ base rate per square foot for

2020. ($9661.20 per year + $300 for storage = $9961.20)

3. Pay the City rent, on the 1st of each month _____or at a negotiated time, such as

quarterly __X___. (2020 - $2490.30 quarterly)

4. Pay for any costs associated with additional access/security improvements as it or the

City desires.

5. Furnish its own computer system; however, the City will provide internet connections

only. The City currently has an agreement with Water & Light Department for IT

services.

6. Maintain a certificate of insurance as required by the East Grand Forks City Attorney

to cover its employees, liability, and personal property, and pay any additional

premium required by the City’s insurers by reason of

presence.

7. Not make any permanent improvements or changes to the area without prior City

approval.

8. Limited storage may be offered in an area to be determined by the City for $25 per

month.

Duration and Termination

(1) This agreement shall be for a period through 2020, and may be continued thereafter on terms

acceptable to both parties.

(2) Either party shall have the right to terminate this agreement upon written 90-day notice to the

other party.

27

4

Company/Organization ___________________________________

Dated: By___________________________________________

By___________________________________________


Dated: By___________________________________________

Its Mayor

By___________________________________________

Its City Administrator

28

5

Space Available in City Hall

1st Floor

E112 363.00 sq.ft. (33’ X 11’)

E113 207.00 sq. ft. (11.5’ X 18’)

E114 453.75 sq. ft. (33’ X 13’10”)

TOTAL 1023.75 sq.ft.

W118 810.00 sq.ft. (45’ X 18’)

W128 238.00 sq. ft. (17’ X 14’)

W129 396.00 sq. ft. (16.5’ X 24’)

W130 231.00 sq.ft. (16.6’ X 14’)

TOTAL 1675 sq. ft.

2nd Floor

E212 231.65 sq.ft. (13’10” X 16’8”)

E213 198.00 sq.ft. (12’ X 16’8”)

E214 346.50 sq.ft. (24’10” X 14’)

TOTAL 776.00 sq.ft.

W230 198.00 sq.ft. (12’ X 16.5’)

TOTAL 198.00 sq. ft.

29

RESOLUTION NO. 19 - 12 – 85

A RESOLUTION APPROVING 2019 TAX LEVY, COLLECTABLE IN 2020

Council Member _____________, supported by Council Member ___________, introduced the following

resolution and moved its adoption:

WHEREAS, the state of Minnesota may impose tax levy limitations on cities; and

WHEREAS, the state legislature allows for special levies, including levies for natural disasters, unalloted

LGA payments, bonded indebtedness, and increases in employer contributions to PERA; and

WHEREAS, the total levy will increase by approximately 5% from the 2019 level of $5,183,086; and

WHEREAS, The 2020 Local Government Aid expected to remain the same at $2,310,807;

BE IT RESOLVED, By the City Council of the City of East Grand Forks, Minnesota, that the proposed

property tax levy collectible in year 2020 is hereby approved:

General Operations $ 5,073,120

Certificates of Indebtedness 154,665

Improvement Bonds of 2015A/2017A 157,883

PERA-Employer Share Increase 56,573

TOTAL LEVY $ 5,442,241

BE IT FURTHER RESOLVED, that the Administrator/Clerk-Treasurer can certify the tax levy as one levy

without provisions for special levies to the County Auditor of Polk County.

Voting Aye:

Voting Nay:

Absent:


Passed: December 10, 2019

_____________________________________ _______________________________________

City Administrator/Clerk-Treasurer President of Council

I hereby approve the foregoing resolution this 10th, day of December, 2019.

_______________________________________

Mayor

Special Meeting #2

30

RESOLUTION NO. 19 - 12 – 86

A RESOLUTION TO ADOPT 2020 BUDGET AND TO AUTHORIZE SPECIFIC

FINANCIAL RELATED ACTIVITIES

Council Member _____________, supported by Council Member ___________, introduced the

following resolution and moved its adoption:

WHEREAS, The 2020 Budget has been completed and determined; and

WHEREAS, The budget is the fiscal blue print for the entire year where the City Council has

considered and incorporated all foreseeable spending plans for 2020; and

WHEREAS, The city through sound fiscal policy establishes that current revenues will be used to

finance current expenditures and regularly occurring capital expenditures; and

WHEREAS, The City Council shall by resolution set forth the total for each budgeted fund as per

Section 6.06 of the City Charter, with the exception of bond, construction and special assessment

funds; now therefore

BE IT RESOLVED, By the East Grand Forks City Council that the budgeted expenditures,

excluding depreciation, for each fund during the 2020 calendar fiscal year shall be as follows:

SECTION 1. Appropriation Authorization

General Fund:

Current

General Government $ 1,283,228

Police 2,902,590

Fire 1,458,313

Other Public Safety 194,079

Public Works - Streets 1,527,792

Parks and Recreation 1,926,135

Community Development 67,987

EDA-Transfer 217,645

Library 716,377

Senior Center 134,054

Other Expenditures 305,860

Capital Outlay

General Government 0

Police 92,000

Fire 0

Public Works 35,000

Public Works – Streets Reconstruct 250,000

Parks and Recreation 56,000

Special Meeting #3

31

Other Expenditures 149.000

Debt Service-Transfer 88,051

Other Financing Uses (Transfers) 183,626

Total General Fund $11,587,737

SECTION 2. Transfers

A) To Transit from General Fund - $111,264

B) To Debt Service Fund from General Fund - $88,051

C) To Cemetery from General Fund - $72,362

D) For Capital Projects for City- $34,000

BE IT FURTHER RESOLVED, that budgetary guidance and fiscal management provisions set

forth in prior annual budget setting resolutions continue to be in effect.

Voting Aye:

Voting Nay:

Absent:


Passed: December 10, 2019

Attest:

_________________________________ ____________________________________

City Administrator/Clerk-Treasurer President of the Council

I hereby approve the foregoing resolution this 10th day of December, 2019.

____________________________________

Mayor

32

agenda of the city council work session city of east …

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