City Council Agendas & Packets

AGENDA OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, JULY 9, 2024 – 5:00 PM CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: 1. Review of the Safe Streets for All Action Plan – Stephanie Halford 2. Consider Approval of the 2025 Fixed Route and Dial-A-Ride Applications – Nancy Ellis 3. Consider Approving the Hiring of a New Police Officer – Mike Hedlund 4. Discussion on Sales Tax Ballot Questions – Jeremy King ADJOURN: Upcoming Meetings Council Meeting – Tuesday, July 16, 2024 – Council Chambers – 5:00 PM Work Session – Tuesday, July 23, 2024 – Training Room – 5:00 PM Council Meeting – Tuesday, August 6, 2024 – Council Chambers – 5:00 PM Work Session – Tuesday, August 13, 2024 – Council Chambers – 5:00 PM 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. 1  #1 Safe Streets for All Action Plan East Grand Forks City Council July 9, 2024 2 Agenda • What is Safe Streets for All? • Schedule • Engagement Update • High Injury Network • Peer Review • Next Steps 3 What is Safe Streets for All (SS4A)? • Provides federal funding support for planning, infrastructure, behavioral, and operational initiatives to prevent death and serious injury on roads and streets involving all roadway users based on the Safe Systems Approach. • Supports the development of comprehensive safety action plans that identify the most significant roadway safety concerns in a community. 4 What is the Safe Systems Approach? • Five elements supported by six principles. • Elements need to be integrated and strengthened to achieve zero deaths. 5 What does this look like? 6 What does this look like? 7 What does this look like? 8 Comprehensive Safety Action Plan Components 1.Leadership commitment and goal setting 2.Planning structure 3.Safety analysis 4.Engagement and collaboration 5.Equity 6.Policy and process changes 7.Strategy and project selections 8.Progress and transparency 9 Project Schedule 10 Public Engagement 11 Public Engagement • In-person public engagement in early June • The Empire • 5:00-7:00pm • Open house format – arrive at any time • Virtual public engagement to follow • Online comment mapping tool • Pop-up engagement – University Park Neighborhood Event • July 13th Event at Skidmore Park 12 High Injury Network Development • Builds on Bolton & Menk's Critical Rate analysis • Identifies and prioritizes HIN segments and intersections • Uses a severity index point system, based on Critical Crash Rates and Average Rates for KSI, VRU, and all collisions • Includes qualitative exposure evaluations through heat maps and geographic equity scores • Ensures balanced project prioritization across the Grand Forks-East Grand Forks area 13 High Injury Network Critical Crash Rate • Analysis determines an average crash rate for the city per million vehicle miles • Determines the extent to which each segment in the city is above or below the average • Identifies Critical Segments that have a much higher rate than average • Accounts for key variables that affect safety, including: • Facility design • Intersection control • Amount of exposure • Random nature of crashes 14 High Injury Network Combining the Critical HIN Severity Point Allocation Crash Rate Threshold Collision Type Points • Every crash in the city is assigned a point score based Critical Segment KSI 20 Points on the collision type and the road segment on which Critical Segment Non-KSI Collisions (Minor 15 Points it occurred Injury and Property Damage Only) • Use average frequency (collisions per mile) for the Above Average Frequency Vulnerable Road User 15 Points (Per Mile) VRU collisions Above Average Rate KSI 10 Points • No exposure variable for bicyclists and pedestrians Above Average Rate All Collisions 5 Points integrated into the results Vulnerable Road User Vulnerable Road User 5 Points Collisions but Below Average Rate 15 High Injury Network Intersection Analysis • Intersection-related crashes account for more than 50% of all crashes and about one-third of fatal crashes • Rates are expressed as the number of crashes per million entering vehicles rather than million vehicle miles of travel Traffic Safety Fundamentals Handbook, Minnesota Department of Transportation. Revised June 2015 16 High Injury Network Geographic Parity • Grand Forks and East Grand Forks scores will be based on percentile ranking of segments relative to values within each city Traffic Safety Fundamentals Handbook, Minnesota Department of Transportation. Revised June 2015 17 Peer Review Goals • Identify best practices in the Safe Systems Approach • Keep findings relevant for Grand Forks – East Grand Forks contexts – urban, suburban, rural • Focus on implementation 18 Peer Review Peer Selection Selected 4 cities/region based on: • Climate • Population distribution around the region • Quality of analysis • Countermeasure selection and communication • Plan outcomes Knoxville crash profiles 19 Peer Review Peer Communities • Greater Madison MPO (WI) • Knoxville Regional TPO (TN) • Southeast Michigan COG (MI) • Ann Arbor (MI) Ann Arbor, MI Annual Snapshot 2023 20 Next Steps • Virtual public engagement • Online comment mapping tool • Pop-up engagement – University Park Neighborhood Event • July 13th Event at Skidmore Park • Refinement of High Injury Network • Continued Peer Review 21  AGENDA ITEM #_2_____ Request for Council Action Date: July 3, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Nancy Ellis, Transit Manager RE: 2025 Fixed Route and Dial a Ride MnDOT applications RECOMMENDATION: Staff recommends approval for the City of East Grand Forks to enter into an agreement with MnDOT for FY2025 transit funding. BACKGROUND INFORMATION: This is an annual application and contract with MnDOT to receive operating funds for the Fixed Route and Paratransit/Senior Rider (DAR) service. MnDOT has been given additional funds from the state’s budget surplus and are again providing a 95/5 split for 2025. As well, MnDOT allows us to use 75% of our Federal appropriated dollars for operating instead of the past where Fed dollars were a 50/50 split between operating and capital. When we approve our final City budget in November or December, I will have the State’s approved cost share of each transit service for the year of service, 2025. At this time, the cost of services is an estimate; and the funds from the State, the amount of our federal allocation used toward the operating expenses, and our local share is still a work in progress. Our costs for fixed route purchase of service are a percentage of the total cost to operate Cities Area Transit split between GF, EGF and UND. Dial-a Ride with Grand Forks will go up because operations for DAR/SR service is increasing and the total cost to run the service is now separated from the Fixed Route billing. We now have Cost Allocation Models for both services that break out direct and indirect costs using past years total charges with a modest increase. Both are used for our MnDOT operating applications and for our use to budget transit. I am preparing the applications for the estimated costs we currently have available to us. We will know more after the application is reviewed from the State and can make changes to the fund requests. -1- 22  July 9, 2024 Request for Council Action SUPPORT MATERIALS: Resolutions for both Fixed Route and DAR contracts Cost allocation for Fixed Route _ updated as of 6/27/2024 FUNDING SOURCES: Fixed Route cost estimate with salary and incidentals: $519510 Federal funds: ~$208,059 Contract and Farebox revenue: $4700 State Funding estimated: $285,475 (total minus fares and 75% of 2023 Fed allocation at 95%) Local share: ~ $25976 plus travel, trainings, and any overages that exceeds the contract DAR cost estimate with salary: $195713 Farebox Revenue: $14100($3 per passenger) State Funding estimated: $185,406 (95%) Local share: $~23858 (with admin and incidentals) TOTAL LOCAL SHARE ESTIMATE: $50000 for operating based on Cost Allocation Model. I expect additional local share costs from maintenance charges, increase in fuel or overages on billing. 2 23  CITY OF EAST GRAND FORKS RESOLUTION NO. 24- YEAR 2025 (Regular Route/Fixed Route Services) Council member , supported by Council member , introduced the following resolution and moved its adoption: The City of East Grand Forks has resolved to apply for the 2025 Greater Minnesota Transit Operating Grant and enter into an Agreement with the State of Minnesota to provide public transit service. FURTHER RESOLVED that the City of East Grand Forks agrees to provide a local share of up to 15 percent of the total operating costs and up to 20 percent of the total capital costs. FURTHER RESOLVED that the City of East Grand Forks agrees to provide 100 percent of the local share necessary for expenses that exceed funds available from the State. FURTHER RESOLVED that the City of East Grand Forks authorizes the City Administrator and Mayor to execute the aforementioned Agreement and any amendments. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: Attest: City Administrator/Clerk-Treasurer President of the Council I hereby approve the foregoing resolution this ___day ___________of 2024. Mayor CERTIFICATION I hereby certify that the foregoing resolution is a true and correct copy of the resolution presented to and adopted by the City of East Grand Forks, Minnesota, at a duly authorized meeting thereof held on the day of , 2024. Signature Notary 24  CITY OF EAST GRAND FORKS RESOLUTION NO. 24- YEAR 2025 (Paratransit) Council member , supported by Council member , introduced the following resolution and moved its adoption: The City of East Grand Forks has resolved to apply for the 2025 Greater Minnesota Transit Operating Grant and enter into an Agreement with the State of Minnesota to provide public transit service. FURTHER RESOLVED that the City of East Grand Forks agrees to provide a local share of up to 15 percent of the total operating costs and up to 20 percent of the total capital costs. FURTHER RESOLVED that the City of East Grand Forks agrees to provide 100 percent of the local share necessary for expenses that exceed funds available from the State. FURTHER RESOLVED that the City of East Grand Forks authorizes the City Administrator and Mayor to execute the aforementioned Agreement and any amendments. Voting Aye: Voting Nay: Absent: The President declared the resolution passed. Passed: Attest: City Administrator/Clerk-Treasurer President of the Council I hereby approve the foregoing resolution this __ day of __________, 2024. Mayor CERTIFICATION I hereby certify that the foregoing resolution is a true and correct copy of the resolution presented to and adopted by the City of East Grand Forks, Minnesota, at a duly authorized meeting thereof held on the day of , 2024. Signature Notary 25  COST ALLOCATION MODEL - OPERATING BUDGET DAR Total Percentage Total Unit Basis of Expenses of Total Operating Cost Assignment Assigned Cost Statistics Grand Forks cost at 91% EGF cost at 9% Vehicle Hours $1,093,527 62.58% 27,713 $39.4590 (a) 25,219 2,494 Vehicle Miles $346,764 19.84% 264,936 $1.30886 (b) 241,092 23,844 Peak Vehicle $307,151 17.58% 12 $25,596 (c) 10.00 2.00 $1,747,442 *Annual Cost - Grand Forks = (39.4590 x 25,219) = 995,116.52 (1.30886 x 241092) = 315,555.68 ($25,596 x 10) = 255,960 {$995,116.52+ $315,555.68 + $255.960.00} = $1,566,632.20 *Annual Cost - East Grand Forks = ($39.4590 x 2,494) = 98,410.75 (1.30886 x 23,844) = 31,208.46 ($25,596 x 2) = 51,192.00 {$98,410.75 + $31,208.46+ $51,192.00 = $180,811.21* *Some slight differences will occur due to rounding throughout. (a) From 2023 Yearly NTD Report (b) From actual Distance Measuring Meter reading (on-board vehicle computer). (c) Cities Area Transit, including service to East Grand Forks and UND. OPERATING BUDGET TOTAL COST G.F. SHARE EGF SHARE 1. Vehicle Hours (Drivers) $1,093,527 $995,117 $98,411 2. Vehicle Miles $346,764 $315,556 $31,208 3. Peak Vehicle $307,151 $255,960 $51,192 GRAND TOTAL $1,747,442 $1,566,632 $180,811 Percentages assigned each area: G.F. Share E.G.F. Share TOTAL % Vehicle Hours 91.001% 8.999% 100.00% Vehicle Miles 91.000% 9.000% 100.00% Peak Vehicle 83.334% 16.667% 100.00% * Some slight differences will occur due to rounding thoughout. 26  COST ALLOCATION MODEL - OPERATING BUDGET Total Percentage Total Unit Basis of Expenses of Total Operating Cost Assignment Assigned Cost Statistics Vehicle Hours $2,288,490 59.89% 35,665 $64.1667 (a) Vehicle Miles $676,597 17.71% 399,509 $1.69357 (b) Peak Vehicle $856,120 22.40% 12 $71,343 (c) $3,821,208 *Annual Cost - Grand Forks = (64.1667 x 26,440) = 1,696,567.55 (1.69357 x 297,755) = 504,268.94 ($71,343 x 7) = 499,401.00 {$1,696,567.55+ $504,268.94 + $499,401.00} = $2,700,237.49 *Annual Cost - East Grand Forks = ($64.1667 x 4,297) = 275,724.31(1.69357 x 52,956) = 89,684.69 ($71,343 x 2) = 142,686.00 {$275,724.31 + $89,684.69+ $142,686.00 = $508,094.83* *Annual Cost - UND = ($64.1667 x 4928) = 316,213.50 (1.69357 x 48,799) = 82,644.52 ($71,343 x 3) = 214,029.00 {$316,213.50 + $82,644.52 + $214,029.00} = $612,887.02* *Some slight differences will occur due to rounding throughout. (a) From 2023 bus schedules (b) From actual Distance Measuring Meter reading (on-board vehicle computer). (c) Cities Area Transit, including service to East Grand Forks and UND. OPERATING BUDGET TOTAL COST G.F. SHARE EGF SHARE UND SHARE 1. Vehicle Hours (Drivers) $2,288,490 $1,696,568 $275,724 $316,199 2. Vehicle Miles $676,597 $504,269 $89,685 $82,644 3. Peak Vehicle $856,120 $499,401 $142,686 $214,033 GRAND TOTAL $3,821,208 $2,700,237 $508,095 $612,876 Percentages assigned each area: G.F. Share E.G.F. Share UND Share TOTAL % Vehicle Hours 74.135% 12.048% 13.817% 100.00% Vehicle Miles 74.530% 13.255% 12.215% 100.00% Peak Vehicle 58.333% 16.667% 25.000% 100.00% * Some slight differences will occur due to rounding thoughout. GF Total System Cost $2,700,237 All Routes Fixed Cost Factor (TFC as % of TVC) 22.7% 28.9% Fixed Cost as % of Total Costs 18.5% 13.1% EGF Total System Cost $508,095 Fixed Cost Factor (TFC as % of TVC) 39.0% Fixed Cost as % of Total Costs 28.1% UND Total System Cost $612,876 Fixed Cost Factor (TFC as % of TVC) 53.7% Fixed Cost as % of Total Costs 34.9% 27  AGENDA ITEM #_3______ Request for Council Action Date: 7/2/2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson. Cc: File From: Michael S. Hedlund – Chief of Police RE: Request to Hire Herman Gray for the Position of Police Officer Background: The East Grand Forks Police Department has conducted a hiring process and we are requesting the approval to hire Herman Gray for the position of Police Officer. The Department is currently one officer short, and Mr. Gray will fill that position. Mr. Gray has completed all phases of the Background. His start date is still being determined but will be late July or early August, 2024 pending Council approval. Mr. Gray has four years of experience with the South Lake Minnetonka Police Department. Based upon his experience and current salary we are requesting that Mr. Gray be hired at Step 4 of the 2024 Wage Scale. He would also be eligible for the $5,000.00 hiring bonus. Recommendation: That the East Grand Forks City Council authorize the hiring of Herman Gray as a Police Officer at Grade 15 Step 4 of the 2024 Wage Scale at a date to be determined. Enclosures: None. -1- 28  AGENDA ITEM #_4______ Request for Council Action Date: July 9, 2024 To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Vice President Tim Riopelle, Council members Clarence Vetter, Dale Helms, Brian Larson, Karen Peterson, and Ben Pokrzywinski Cc: File From: Jeremy King, Parks & Recreation RE: Request for sales tax ballot questions Background: The final approved ballot questions for the proposed facility improvement project must be submitted to the county auditor at least 74 days before Election Day. For the 2024 general election, the deadline is Friday, August 23. City staff have been working together with Kennedy & Graven to draft the ballot questions and ensure they comply with all State requirements. There will be two different questions on the ballot regarding the proposed sales tax, as the improvement plan involves two separate project sites. East Grand Forks Sales Tax Ballot Questions Imposition of Sales and Use Tax for Civic Center Sports Complex Project Shall the City of East Grand Forks be authorized to impose a temporary sales and use tax of one percent (1%) to finance all or a portion of the costs of the reconstruction and remodeling of, and upgrades and additions to, the Civic Center Sports Complex, for a period of 20 years or until approximately $6,745,000 plus the costs of collecting and administering the tax and the costs of issuing any bonds including interest is collected, whichever comes first? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one percent (1%). Imposition of Sales and Use Tax for VFW Memorial Arena Project Shall the City of East Grand Forks impose a temporary sales and use tax of one percent (1%) to finance all or a portion of the costs of the reconstruction and remodeling of, and upgrades and additions to, the VFW Memorial Arena for a period of 20 years or until approximately $8,000,000 plus the costs of collecting and administering the tax and the costs of issuing any bonds including interest is collected, whichever comes first? The total sales and use tax approved by voters at this election to finance this project and any other project will not exceed one percent (1%). 29  AGENDA ITEM #_______ Items proposed to be funded by the sales tax include: Civic Center Arena - Building enhancements including mechanical and electrical system replacement and upgrades - Overall safety and access improvements to all areas of the facility - Site and parking improvements promoting accessibility, safety, and building maintainability - New and reconfigured ballfields to support program development and expanded offerings VFW Arena - Refrigeration system and ice slab replacement - Interior environment enhancements through building system replacements and upgrades including dehumidification unit for all-year ice availability at the VFW Memorial Arena - Spectator enhancements through improved viewing and seating areas - Improved community access to arena spaces for year-round health and wellness programming Budget Impact: None Recommendation: Approval ballot questions as provided by Kennedy & Graven. Enclosures: None 30