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MINUTES/PUBLIC SERVICE COMMITTEE
Monday, September 11, 2000 - 7:30 p.m.

Members present: Kreun, Hoff.

Chairman Kreun stated there were 2 additional items:
16) Matter of surplus property sale or demolition, 750 N. 69th Street
17) Matter of developing corridor for moving house out of Lincoln Park area - Scott Ripplinger.

1. Matter of joint funding agreement with US Geological Survey for Gage Station operations.__________________________________________________________
Charles Grotte, asst. city engineer, stated that the City has had an agreement with the US Geological Survey to operate 2 gage stations that were put in at the request of the City after the 1997 flood, our annual cost is $11,800 and US GS also cost shares on that as well as the Red Lake Water Shed District, renewal of that agreement, money comes out of our flood protection projects. He stated they are making some changes that will have a continuous read-out on the one station vs. occasional read-outs; and doing some modeling of how the water passes through Grand Forks, useful in predicting flood crests when approaching the city. Mr. Grasser stated they asked for additional gages because nearest gaging station on Red Lake River was in Crookston with water flow about 2 days away, and on Red River in Halstad which is approx. 2 days away; this gives us closer monitoring as water approaches. Moved by Hoff and Kreun to enter into the agreement with U.S. Geological Survey in the amount of $11,800.00. Motion carried.

2. Matter of Memorandum of Understanding with NDDOT for permanent flood protection work.____________________________________________________
Mr. Grotte stated this is part of the English Coulee Diversion expansion extension, that the Corps of Engineers will be raising 3 State or Federal roads as well as 2 State-aid County highways (Interstate 29, US Hwy. 2, Highway 81, DeMers Avenue and 32nd Avenue South), that this agreement outlines what the parties will do, the State will maintain the facilities once completed, City will provide the money to build them and the Corps will construct them, and is necessary to proceed with the project. He stated grade change will be where the diversion crosses I-29, north of Grand Forks, where the existing coulee diversion is - raising road 3.5 ft., that they are raising the road and making the bridge larger. Moved by Hoff and Kreun to authorize entering into the Memorandum of Understanding. Motion carried.

3. Matter of engineering service agreement for Street Relocation, Permanent Flood Protection, City Project No. 4819.________________________________________
Hugh Veit, KBM, Inc. was present. Mr. Grotte stated they selected KBM 2 years ago to do street relocations, that lot of the effort is going into reviewing the new alignment that the Corps has and determining which streets need to move and how much cost, and did include the design of street relocations in Phase I of the levee project including preliminary design and construction services, $62,500, and does include some reoccurring estimating efforts that are needed because have 3 separate entities that are funding the projects and all have different fiscal years (State ends in June, Federal ends in September and ours in December) and need to have things broken out. This is a new contract for this project - hourly to a maximum type contract; and in the future may add additional phases of the levee as they are under design. Mr. Veit stated they anticipate amending contract for every phase. Mr. Grasser stated this is the first phase and basic contract - will have a contract amendment for design, an amendment for construction services in the field, etc., all the same project but each phase generates the data in which to do the best estimate for the next phase; not a change order but logical progression. Moved by Hoff and Kreun to authorize entering into the agreement with KBM, Inc. at estimated cost of $62,500.00. Motion carried.

4. Matter of approval of plans and specifications, Greenway Cleanup Phase I, City Project No. 5172.___________________________________________________________________
Mike Korman, CPS, Ltd., requested approval of the plans and specs. for Phase I of the Greenway Cleanup project, they designed the project along with Barr Engineering. He reviewed location of the project - Riverside Park area (work could be within the area bounded by Hwy. No. 2, Riverside Park property owned by the Park District, and west boundary would be the existing dike and Red River). Lincoln Park area which has been split into three areas because the project will be bid as a base bid which would include Riverside Park. He stated that project is not greenway restoration but cleanup of the former neighborhoods in Riverside Park and Lincoln Park areas, project consists of removal of concrete pavement, curb and gutter, sidewalk, graveled streets, hydrants, mail boxes, curb boxes, power light poles, street signs, and removal of evasive tree species, and decommissioning the utilities (sanitary sewer, watermain and part of storm sewer system - part of the storm sewer system will be kept active so have positive drainage); restoration portion of the project is where till the soils under the old concrete pavement and sidewalks, driveways, etc., top soil, prepare seed bed and seed disturbed areas; est. construction cost for base bid is $291,000, Alt. 1 is $166,000, and Alt. 2 is $28,000; for total est. cost of $485,000. He reported there are EPA Section 319 funds that could be available to the City if they wanted to apply for them - the funds are for Red River restoration, 60% federal, 40% local match and restoration portion of this project could be used for future local match for future restoration projects, that restoration portion of the project is $216,500.

There was some discussion relative to costs - not moving the cement, but to bury the streets or jack-hammer them; Mr. Korman stated they looked at that in designing the project but by covering of streets, etc. with soil, wouldn’t have sufficient subsurface moisture to promote vegetated growth, that when have freeze/thaw cycles would bring concrete back to the surface over a number of years; they also looked at the ph of the concrete which would affect the soils and have problem with good plant growth. Hoff stated he was convinced that not cheaper alternative because of the 3 reasons: dead spots because of subsoil moisture, cement being forced to the surface and ph. It was also noted there are safety reasons when remove storm sewers, watermains, etc., that don’t need those deteriorating and eventually leaving holes there if using as a recreation area throughout the year.

Moved by Hoff and Kreun to approve plans and specs. for the project. Motion carried.

Mark Lambrecht, CPS, Ltd., noted that there is a salvage value to the removed pavement, contractors will take and recycle in the form of pulverized material they reuse in the future; salvage value not large but will be reflected in the bids.
5. Matter of Change Order No. 5, Baling Facility, Lunseth Plumbing & Heating, City Project No. 5086.________________________________________________________
Dale Bergum, WFW, stated that building was bid and construction started before they had baling equipment drawings from the supplier, and found that needed to get some wash down water out to the balers for clean up; have non-potable water source but in the mechanical room, had to get to the balers, and had to heat tape and insulate - change order is for $33,981.50 to install baler washwater system ($12,290.50) and baler drainage system ($21,691.00). It was noted that this is actual problem with fast-track building; and Mr. Grotte noted that this should be the last change order to the building . Moved by Hoff and Kreun to approve the change order in the amount of $33,981.50. Motion carried.

6. Matter of easement to Quest Corporation adjacent to the southend water tower near the intersection of 62nd Avenue S. and S. Columbia Road.________________________
Mr. Grasser stated they are requesting easements for some facilities in our new water tower location, and outlines site (20 ft. x 20 ft. spot) to put pedestals, and recommended approval. Moved by Hoff and Kreun to approve the easement and authorize proper City officials to sign the easement. Motion carried.

17. Matter of corridor for moving house out of Lincoln Park area - Scott Ripplinger.
Mr. Ripplinger stated they are trying to find route to move his house from Almonte Avenue without dismantling part of house, there’s route down 8th Avenue and that they walked the route and spoke to all the homeowners who said it was fine to go ahead and trim those trees to allow the house to pass through there, no objections, one person who hasn’t been contacted and have been trying to reach them (at corner of 8th Avenue and S. 9th Street); and that Mark Schmitz, Park District, had stated he would recommend not to trim the trees along that route, too much trimming (that recommendation won’t take place until tomorrow). John Staley, Park Dist., noted that they are the City’s trees, but management of the trees is given to the Park Dist.; that their position on this has been that when there is a conflict between moving a house and the trees in front of somebody else’s home, and should lie in the hands of the city council. He stated they would do a detailed report with their arborist and make judgment but if conflict would like to bring back to the City. Chairman Kreun stated that if there wasn’t a problem with the homeowners when they fully understand what’s going to happen, wouldn’t feel it would have to go any further than that; but if someone opposed, would have to discuss further. Mr. Staley agreed. Mr. Grasser stated he had talked with Mr. Swanson, who had said trees are out of the control of the city, and in the authority of the Park District and they are the final authority. Chairman Kreun stated he would like to see the report, and would suggest that they go back to homeowners and let them know how much trimming is going to be required and if there is a problem to let them know, otherwise it is in Mr. Staley’s hands.

7. Matter of Project Concept Report for Project 5112, Intersection Study at DeMers Avenue and Washington Street.___________________________________________
Mr. Grasser stated that the City received a grant from Allstate Insurance, $25,000, to do a study on what they had identified as high accident intersections throughout the state of North Dakota, that the intersection in Grand Forks is at DeMers and Washington, that street had been reconstructed within the last 10 years, and through that process Howard R Green Company was selected to do the study. Howard Preston is representing that firm, and Dan Jonasson, traffic engineer from our staff.

Mr. Preston presented brief presentation, regarding description of the project, key things they’ve identified as existing conditions and evaluation of traffic operations which was added to the scope by staff, and safety evaluation. State Farm Insurance provided the City a grant, that they are doing this all over the country, and in ND there were a number of intersections identified - 3 in Fargo and 1 in Grand Forks. He stated that they’ve identified these high frequency intersections based on claims that are filed by their policy holders, and have estimated how many crashes there and high crash locations. He stated that the City provided them with crash data from actual police reports and he and his staff looked at the intersections along with a human factor specialist from the Human Factors Research Lab at the University of Minnesota.

He reviewed existing conditions: all the approaches are 4-lane roadways, right and left turn lanes, dual left turn and the DeMers Avenue approaches to the intersection; traffic volumes of over 50,000 vehicles a day, busiest intersection in the city; that traffic safety people know that crashes frequency tends to be a function of the exposure; peak hour volumes - 4300 vehicles during peak hour, and enter into computations relative to congestion, intersections are designed for the peak hour of traffic. He reviewed traffic control, traffic operations, safety evaluations, mitigation strategies, and then reviewed conclusions and recommendations as follows:

1) the crash rate is higher than expected and more severe than what would be expected.
2) the intersection is hazardous and the high crash rate is due to conditions at the intersection.
3) most common types of crashes involve two vehicles, rear-end, right angles and left turn,
4) that the most significant roadway designs, traffic signal designs and roadway environment include: steep grades at the RR underpass that limit viability to the intersection for southbound drivers; a curve with little or no positive guidance on the east approach that causes navigation problems, too many drivers too close to the DeMers Avenue intersection on the south approach that is causing drivers to use evasive action to avoid collisions with vehicles entering/exiting the driveways; signal head placement on the east and west approaches that confuse drivers. No crash problem on the west side, crash problems on north and south sides and suggested things to address those, and there is a crash problem on the east side and identified through conflict analysis is the location and design of that fire station access and is a contributing factor to that crash problem. He stated that the City has installed cat tracks in the intersection to help drivers get lined up, the exclusive permitted left turn phasing appears to be working well for the left-turning off of Washington, and the signal timing plan that is in place is very efficient. He stated they’ve suggested that short term mitigation is to improve pavement markings, relocate signal heads, install raised concrete island on the south approach to Washington and the advance warning flashers on RR bridge for southbound Washington. Other things identified in front of the fire station and ultimately a reconstruction on South Washington, would be a longer term strategy. He stated with the short term strategies somewhere between a 5 to 15% reduction in crashes, with the longer term strategies would get up to as
high as 40% reduction in crashes.

Mr. Preston stated there are fairly substantial benefits that would be gained from not very much of an investment - signal heads about $20,000; median about $20,000, and advance warning flasher for southbound Washington about $10,000 - that $50,000 would clear up at least two of the approaches (north and south on Washington) and changing signal heads for east and westbound DeMers would at least get that lined up; and would be worthwhile.

Moved by Hoff and Kreun to receive and file. Motion carried.

8. Matter of amendments to engineering services agreement for various projects:
a. Amendment No. 1, Const. Administration, WFW, Proj. 5064, Landfill Closure Phase III
Dale Bergum, WFW, reviewed the amendment to the engineering services agreement to provide construction services, have provided design services for the landfill closure and bid was awarded two weeks ago; and are asking approval. Mr. Grasser recommended approval upon final engineering review. It was noted that this is standard agreement rates (rate of personnel, GPS time and materials); project is budgeted item. Moved by Hoff and Kreun to authorize entering into the amendment for engineering services in the amount of $95,000, contingent upon final engineering review. Motion carried.

b. Amendment No. 1, Const. Administration, WFW, Proj. 5142, Lagoon Outfall Restoration.
Mr. Bergum, WFW, reviewed the amendment to the engineering services agreement for construction phase services, same format as above project; that outfall is the line that comes from the lagoon back to the river, this is the structure at the river, to slow down the velocity of the water to eliminate erosion (there’s riprap and drop structure they are modifying). Project is budgeted item. Moved by Hoff and Kreun to authorize entering into the amendment for engineering services in the amount of $10,488.00. Motion carried.

9. Matter of consideration of construction bids for Proj. 5142, Repair Lagoon Outfalls.
Mr. Bergum, WFW, presented bid summary on the project, and attachment of unit price schedule from low bidder shows where an error was made - bid total decreased from $56,072.50 to $52,661.95; that he contacted the bidder this morning and gave him options he had available and bidder contacted him late this afternoon and would like to go through with the bid as is. Mr. Grasser reported there was a bid from Wright Construction, Thief River Falls, MN that was not opened, bid failed to contain the contractor’s license (included a certificate of authority to transact business), that he talked to Mr. Swanson who indicted that would not be an acceptable alternative in his judgment for the contractor’s license, and is their recommendation to send bid back unopened.

It was moved by Hoff and Kreun that based upon the city attorney’s recommendation to return bid to Wright Construction unopened indicating that he did not submit the proper documentation with his bid. Motion carried.

It was moved by Hoff and Kreun to accept the low bid of D & D Torgerson Contracting,
Inc. in the amount of $52,661.95. Motion carried.

10. Matter of change orders for various projects:
a. Proj. 4865, Sanitary Sewer Restoration, Area 4, C.O. No. 7
Mr. Bergum, WFW, reviewed change order - Molstad Excavating, contractor, in the amount of $4,000; that after the flood all the lines in the city were televised, couldn’t get through this line because some rocks in it, City records showed there was a clean-out on there and it was bid that the contractor would go in and open up and get working again, they found that the clean-out wasn’t there any more, was broken off and line was full of rocks and contractor had to do extra work. He thought this would be a FEMA eligible item but ended up being City cost because clearly was a problem that wasn’t created by the flood; funding will be out of the local City portion of lift station #27, Proj. 4783. Moved by Hoff and Kreun to approve the change order in the amount of $4,000. Motion carried.

b. Proj. 4970, water on Columbia Road (DeMers to University) and connection to UND Water Tower, C.O. No. 3
Charlie Vein, Advanced Engineering, reported the change order involves the insulation of a 16” watermain between DeMers and University along the Columbia Road corridor, the project has been completed and this change order accomplishes three basic items: adjusted the actual installed units to what was bid, several minor changes and extended the completion date of the project, $12,474.28. He stated there was not a line prior to this one being installed as far as connecting underneath the RR tracks, prior to the construction of this project they had a hard time keeping the water tower full in the University Campus because there was a 12” line that came off it at University Avenue. Moved by Hoff and Kreun to approve the change order in the amount of $12,474.28. Motion carried.

11. Matter of various easements for 17th Ave. S. Bikeway from 25th St. to 34th St.
Mr. Grasser reported the City received federal aid (Federal Trans. Enhancement Funds) for the project, that in order to minimize the amount of fire hydrants that we have to move, they are getting easements from the Park Dist. and School Dist. to shift the bikeway to the south, easements are $1.00.

It was noted that on the north side of 17th Avenue S. there will be an asphalt surfaced bikeway which is being installed 100% local and that was to address the problem that they identified: 1) from recreational standpoint lacking hard surface on the north side of 17th , and from a transportation standpoint of bringing kids to school (elementary and high schools, park) and a deficiency there in having enough width for bikes, and it was a recommendation of the consultant that of the two issues (funding for only one) that this was the more important of the two issues, and the council elected to try to address the other problem at the same time but rather than create a special assessment district situation, it was best to put asphalt in on the north side at City cost. There was some discussion re. maintenance of the bikepath on the north side. Mr. Grasser stated when that bikepath was installed it wasn’t included in the PUD and because it is more of a recreational type and didn’t want to create conflicts with neighborhood, looking at waiving the snow removal requirements on that segment (City crews will be doing that on unofficial basis), but snow removal will be required on the southside. Moved by Hoff and Kreun to approve the
easements and authorize City officials to sign the easements. Motion carried.

12. Matter of redefining administrative responsibilities.
Chairman Kreun stated this was a draft that the committee looked at the previous meeting and that as the council gets pared down from 14 to 7, there has been a lot of discussion as to how the responsibilities are going to be handled from council down to staff and give staff more flexibility in obtaining and doing some of the things that committee/ council do in long meetings and aren’t necessarily needed. He stated they would submit the draft to the Mayor’s office and to Mr. Warne and would like other departments to bring draft in to see what the other committees come up with and devise one for each particular area as far as their responsibilities go but step in the right direction to start discussion on how much responsibility and where it should go. Mr. Grasser stated they would put copies of the draft in the council members’ boxes, Mayor and Mr. Warne; that the draft increases department and committee authorization levels on a dollar basis and develops certain parameters as guideline. Council Member Burke stated one of the things he finds par-ticularly annoying is situation where a change order is brought forward for work that has already been done, that as a matter of course from now on, if he is aware of it he will pull it and vote against it; that the idea that they are called on to rubber stamp something that they had no decision on is absurd. Mr. Grasser stated that the new process would formalize that process or that authority line because sometimes have to move on some of those, can’t always postpone without having some economic ramifications on the project. Chairman Kreun stated this was to start the process, and draft was referred to those noted above. Info.

13. Matter of developing a letter of understanding with Park District involvement in operations and management of the Greenway.______________________________
Council Member Burke stated that the Urban Development Comm. and this committee met jointly the end of August and heard from Mr. Staley and from Mr. Bollman of the Park Board regarding their willingness to work with the City on the operation and maintenance of the greenway, and thought it would be good to have a rather detailed letter of understanding between the City and Park District on what they are willing to do under their own auspices, without us putting any money into it, and what activities they would expect to be compensated for. He stated his concern isn’t with maintenance items but more to do with the operations and programming of the greenway once we get to the point where the greenway is more useable; that Mr. Staley and Mr. Bollman talked about their willingness to take on a range of activities that was new to a lot of us, and would like that ironed out and have a very clear understanding of what activities they are willing to take on within the scope of their current staff, and would like our staff in the greenway division work with Mr. Staley or his staff to work that out. Lisa Dressler, greenway, stated that depending on Council Member Glassheim’s schedule they have set up a meeting with two Park Board members and Park Dist. staff, Mr. Kreun (chair of greenway committee) and Mr. Glassheim (was on Flood Protection Comm. that met with the Park Board member) to discuss this - meeting scheduled for Tuesday at 2:30 p.m. Chairman Kreun stated they also wanted to meet with the Greenway Alliance people to get their input and consolidate that into our conversations. Info.

14. Matter of consideration of southend greenway bridge and request Corps to include option of putting that bridge downtown._____________________________________
It was noted that a meeting is scheduled re. this matter with Park District reps., Mr. Glassheim and Mr. Kreun along with staff, etc. to review this matter along with item 13.
Chairman Kreun stated they are going to ask the Greenway Alliance to make a recommendation to take some of that funding, if possible, from the southend low bridge and incorporate that and get the Corps to change their mind on a bridge in place of the RR bridge and use those funds in that respect - have to start with Greenway Alliance, go to committee in East Grand Forks to see if they will work with this committee, and with both city councils, and those were channels to go through to attempt that funding to get a high water bridge. Ms. Dressler stated that the consultant commissioned by the MPO to do a pedestrian bridge study throughout the greenway will also be there; that they haven’t begun work on that study. Mr. Burke asked that the Urban Development Comm. members know and have opportunity to attend that meeting.

Mr. Staley stated he wrote a letter in response to Council Member Burke’s request at council level for documentation of their position (letter submitted to the committee members), and is a summary of their position as they reported at last meeting and some documentation from a variety of committee meetings, etc. that have taken place that have led up to this. He stated that the point is that they are willing to be a contractor and willing to do in such a way as to save the City money to provide their professional expertise and specialized equipment and overhead without charging; details will be dependent upon the actual design of the greenway and of the program that is going to take place in terms of festivals, etc.; that at this point it is an offer to do it but need to see what things are going to take place, unless want them to move into more of a planning role with the staff, not charge for that, but see what’s going to develop and look at budget. Mr. Burke stated he thought it was important that they be part of the planning of the recreation function and the promotion of the recreation function, because he would hope that the City would not be doing any of that and not have the City create another park district. Chairman Kreun stated this was to be the first meeting to get their agenda together, find out items they were going to do and direct staff to set up a program; define some responsibilities and go forward, and Park Board go along as they are developing the Greenway. Informational

15. Matter of employment of public works director and city engineer when permanently appointed so council can discuss whether one position, contractual, or other matters pertaining to those positions.________________________________________________
Mr. Grasser noted this matter was referred by Council Member Hamerlik and questions that council needs to look at from an organizational standpoint is that in the past there has been a city engineer/director of public works in one position and Mr. Vein’s suggestion to the mayor is that position be split to two positions because lot of responsibility for one position, that change would require change of job description, etc. The other matter is whether the position would be promotional activity to internal candidates before it goes out to be advertised or take it to a contract position. Mr. Burke stated that one of the things that wasn’t clear was whether the appointments are interim or permanent or nature of the appointments that the Mayor made; it was noted if that was concern should have been directed to the Mayor’s Office. Mr. Grasser stated he has not received all the official paperwork yet - that Mr. Vein is city engineer and is on vacation until the end of the year so he is retaining some aspects of that position (permanent flood protection project, water issues, greenway, floodplain remapping) and he is still trying to coordinate and phase himself out at the end of the year. Mr. Grasser stated he has been appointed to take care of all the day to day duties and operations of the city engineer and Mr. Vein move from an active position in those issues to more of a consulting type issue until he phases out; and that both he and Mr. Grotte have been involved in a lot of those areas; that the appointment for Todd Feland and himself are in acting positions. After some discussion the committee directed that this be put into the same realm as with other areas that they are going to be developing - and appears to be one things that have to set up and devise and several questions involved and might be incorporated into that group and Mayor has to be involved, Human Resources, Mr. Warne and city council - and develop a plan to put that together as are in the middle of little restructuring. Information.

16. Matter of surplus sale and/or demolition of building at 750 N. 69th Street.
Mr. Grotte stated this is property the City acquired for the English Coulee Diversion extension, and asking for permission to sell or demolish the structure. Moved by Hoff and Kreun to declare this as surplus property and to either sell or demolish the building. Motion carried.

16. Matter of job descriptions for positions in wastewater treatment plant.
Mike Shea, Env. Coordinator, reviewed information with the committee; that this item is on the finance committee agenda for recommendation to council, and then to Civil Service to establish pay grades. He stated they are planning to hire the first two positions, the superintendent and the chief operator, and would like to have them on no later than March, with start up of the plant a year from now; that they have 7.5 people to staff this plant. He stated that in the executive summary Malcolm & Pierny suggested 10.5, but City is going to start at 7.5 and feel we can do that. Mr. Shea stated there’s no savings that they can see in privatizing this; that their labor was paid as much as ours and more because of bonuses at the end of the year, problem with private sector was that if they needed work done, they would go out and hire that out, that we plan to do that ourselves; and that the City has more control over it. Mr. Shea also stated there’s possibility for substantial savings that we would like to recoup; and are retaining our lab to do most of that work; have a process control lab at that facility. He stated they would like a longer period of time to advertise, advertise as wide as can, and in the job descriptions have combined job descriptions for Classes I, II, III and IV so can go from the bottom salary all the way to the top and advertise that way; feel that the superintendent’s position is in line with other superintendents but may have to go higher to get someone. Information only.

Moved by Hoff and Kreun to adjourn; meeting adjourned at 9:30 p.m.

Alice Fontaine
City Clerk

Dated: 9/11/00