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MINUTES/FLOOD RESPONSE COMMITTEE
Wednesday, October 15, 1997 - 5:00 p.m.

I. Call to order:
Members present: Hafner, Glassheim, Bakken, Carpenter.

II. Matter of Mortenson update.
Tom Nonweiler, Mortenson, reviewed tabulation of bids:
a) Wastewater Storage Building
Mr. Nonweiler reported they had received authorization to negotiate for the mechanical (heating system) and secured two quotes, with low quote from Robert Gibb & Sons in the amount of $9,587, and recommended award. Moved by Glassheim and Bakken to approve. Motion carried.
b) Police Training Center
Mr. Nonweiler presented bid for general construction and recommended award to Sherlock Construction in the amount of $26,500. He reported that because of size of project lot of larger contractors not interested because of current workload and smaller contractors didn't have bonding capabilities. Moved by Glassheim and Carpenter to award the bid as recommended. Motion carried.
c) change orders
1) City Hall - $2,421, Air Mechanical to provide automatic faucets/flush valves at the 3rd flood restrooms.
2) City Hall - $9,337, Air Mechanical to provide cabinet unit heaters in vestibule areas.
3) Police Station - $851, McFarlane Sheet Metal to install new drip pan and insulation on basement AHU
Moved by Carpenter and Glassheim to approve the change orders as presented. Motion carried.

III. Matter of FEMA update.
Don Griffin reported that bid processing began yesterday with contract to be awarded Friday at 10:00 a.m. with work to start immediately, FEMA people will be with contractors and entry into mobile homes is a must; he stated they will do recertification and discuss the concerns/problems people have in mobile homes, new contact numbers, and housing plans, etc.

Steve Pratt reported that last week committee had asked what FEMA might be able to do re. situation at City Center Mall apartments and that they take that very seriously and are looking at some possible solutions, and will be meeting next week to discuss some alternatives and will report back.

V. Matter of request for temporary stay at City Center Mall by
Community Violence Intervention Center. John O'Leary, dir. Urban Development, reported that earlier Tri-chairs and city council made decision not to open up the CDBG process under the regular entitlement round for public service applications in order to streamline process; and also decided not to put money through Human Needs program into funding for projects routinely funded through that source, that the two sources totaled about $190,000 which funded many organizations. He stated there are
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about 12+ organizations, ie., CVIC, Grand Forks Mission, Listen Center, Food Cupboard, etc. He stated that they included at bottom of cost matrix a line item for public service projects thinking that they might want to use some of the supplemental allocation for Human Needs and to give discretion to do that, $500,000, and that preliminary estimates of $250,300,000 which would be available for the family center in Industrial Park to service those families (heat, lights and staff time, etc.) and about $200,000 set aside for projects they are discussing and there would be possibility to fund public service projects as in the past. He stated that the $190-200,000 would be enough to fund all projects funded last year at same level. He stated that these groups incurred wide variety of damage because of flood, however, because of the flood number of these non-profit groups have had access to funds they didn't before ($800,000 recently distributed to non-profits throughout the community), that in addition to the CDBG funds there are other funds these groups can access. He reported that the Tri-chairs recommend that committee consider funding public service projects this year at same level funded last year with the $190,000 avail-able through the supplemental CDBG appro-priations. He also reported that the CVIC will be relocated and will be eligible under CDBG funds to receive relocation funds, the allowable max. under the law is $10,000 which can be used for the physical move, in-creases in rents, telephone hookups, preparing new site for occu-pancy, etc., and also have Wynne Consulting, relocation firm, working with CVIC helping them secure alternative site; part of the problem is that the City donated their current space because it was available, and as consequence of the flood don't have any space for them (mall in maintenance mode this winter). Mr. O'Leary stated that they were proposing to save the process and offer amount allocated last year to the non-profits; and that almost all of these non-profits lost something, and this would provide adminis-trative support and could use other funds for alternate office space and repair of facility, etc. He reported that they haven't addressed promotional projects nor included funding for that.

Moved by Glassheim and Carpenter that we allocate $500,000 in the cost matrix for public service projects, with $250,000 for the family center at FEMA relocation site and $190,000 for last year's recipients of CDBG public service funds in the same amounts as last year.

Committee asked if all those organizations were back in operation; Mr. O'Leary stated they haven't researched and not sure of status and that if they have closed their doors, wouldn't be eligible and wouldn't give funds if not able to be up and operational.

Kristi Hall-Juran Hall, director of CVIC, stated that all non-profits who received funds last year held meeting and are
requesting same allocation as last year. Bakken stated he's against City involvement in lot of these programs, community should MINUTES/FLOOD RESPONSE COMMITTEE
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be supporting rather than government, and because of flood continue for another year, but in his opinion not going to want to continue this. The question was also raised whether funding would be used for same purpose as last year or whether for general operating pur-poses. Mr. O'Leary suggested that they send out a grant ap. letter to each of the recipients notifying them that they have been given preliminary approval for this line item out of the CDBG budget and ask them to complete ap. form for grant award and contract, and bring back summary form to committee for final approval.

Upon call for the question, the motion carried.

Mr. O'Leary reported that the CVIC space cannot be occupied because one boiler covering two buildings and would take substantial im-provements to bring that building up to supply minimal heat during winter, and electrical panel removed, and further that all of the buildings on that side of the mall were heavily damaged, and is concerned about accessibility for clients as all other stores closed (hours and that some of the buildings have not been cleaned, not good place for public to be in - not for clients, staff nor general public, and would require new level of expenditures to make building ready for use (don't have est. cost). He also noted that the council has already made decision to dismantle buildings, and any improvements in building would be a waste of money and main-tenance if tenants in the building.

Mrs. Juran stated they checked baseboard heat which would be very expensive, but do have air handler on third floor and Custom Aire has offered to donate and install two mall gas furnaces at no cost; that air quality has been okay so far; and asked if possible to board off front entrance and use back entrance to the mall and to sanitize only their building again, and would try to find private funds to do that. She stated that if that wasn't possibility, they have found space at $2400/mo. and not in their budget; that they had already included CDBG funds in their 1998 budget for salaries and operations; that they had $100,000 damage and have received funds which they are using to replace things in their office, and funds wouldn't cover operating costs. Hafner stated it would be best to put efforts into finding another location as plans are to demolish buildings in early spring and because of health concerns. Mrs. Juran stated they were looking for long term solution to their building problem, are working with Bremer Foundation to fund building that several non-profit organizations could be in and would have ownership of that building. She stated they are looking at fund raising, etc. and quite possibly coming to City for land.

It was noted that previous source of revenue ($7200/yr. for rental) for CVIC was ended in last budget and didn't release all funds.

Mr. O'Leary stated that there have been number of discussions re. social service building which would consolidate local agencies
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under one roof but not HUD money primary source of funds, looking at combination of funding sources (Northeast, County agencies, Health Dept., etc.) and doesn't know if this agency fits in with that or is interested, but could be discussed.

There was some concerns re. allowing CVIC to remain in Mall, winter time, etc. Don Shields, Health Dept., stated their recommendation would be to move people out of the mall because they do not feel it would be safe place for people to be there over winter when air ventilation systems curtailed when shutting windows and doors, and that there are a number of buildings that are yet to be cleaned and concern re. mold getting into other areas of the mall. He stated that they feel that in Jan/Feb. time frame when things closed up, would be hazardous place to be (contained environment). Comm. stated that they allocated funding for cleaning of the mall; Mr. Shields stated there are many layers of subfloors, etc. in damp basements and no reason to expect that dampness won't continue. Mrs. Juran stated they haven't received eviction notice and in order to qualify for relocation funds, they need to have that; and that Wynne Consulting hasn't contacted them yet.

Moved by Bakken and Carpenter that it is not in the best interest to allow Community Violence Intervention Center to remain in the mall. Motion carried; Glassheim voted no.

CONGRESSMAN POMEROY ADDRESSED COMMITTEE.
Congressman Pomeroy stated that they have found this meeting to be interesting and informative and that is why his office has been represented every week. He stated that decisions from beginning were beyond what could imagine what would confront the city in allocating of resources, and that's why fought for max. discretion with the CDBG monies. He stated their confidence in the City's ability to discharge its significant responsibilities under the CDBG monies is very high. He stated that the State of North Dakota and the congressional delegation is going to be judged very closely in terms of whether the sums are ultimately administered wisely in the relief and recovery effort, and that they have highest confidence in the City to exercise a substantial responsibility wisely. He stated that he hoped that the previous discussion would lead to an additional assistance effort made relative to location, that he is concerned about stress that is going to be on this community this winter, and Center will be essential partner as the City works its way through the months ahead.

Hafner thanked Congressman Pomeroy and stated that City appreciated what he and others in the congressional delegation have done for the city, and it is deeply appreciated.

IV. Matter of flood protection study update.
Ken Vein, city engineer, reported they are going to try to report on weekly basis to the committee. He reported that Charles
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Grotte, asst. dir. of public works, will be in charge of the project, he will be asking for assistance in handling some of the public works duties, and they are following through with additional personnel to allow him more time in managing the project. He re-ported the other person who will be part of the information dis-semination process is Christi Stonecipher and she will be working fulltime on this. He reported that a process will be laid out on how to keep everyone as informed as possible, will be working with councils in both Grand Forks and East Grand Forks, townships re. diversion, landowners, State agencies (State Water Commission) and congressional delegation, etc. He stated that this is going to be quite time-consuming but will try to keep everyone as informed as possible.

Mr. Vein reported they were negotiating scope of services for hydraulic needs with Acres, that they have been authorized to do that and will be bringing that back in final form at a later date. He stated that he and Mr. Grotte will be going to Minneapolis for weekly meetings with the Corps and will be there as needed. He reported that Mr. Grotte was in Minneapolis last week negotiating the scope of services for diversion portion to subcontractor that the Corps has with a consulting firm, that Acres assisted in defining that scope and that will be finalized shortly but will continue to use Acres as monitor and work within that system of the diversion portion. He reported that the Corps is continuing on study of setback levee systems and alignments. He stated that the alignments will be coming out in bits and pieces and will acknow-ledge where can establish that alignment as much as can early on. He reported that they have been working on project limits on both north and south ends, whether levee or diversion there will have to be tie-back levee systems and trying to establish where those locations will be - to south looked at 62nd Ave.S. or Merrifield Road and to the north, a mile north of 27th Avenue N. and will work within limits the Corps has or how they can establish the boundaries of dike or diversion plan.

Mr. Vein reported they will be scheduling neighborhood meetings re. alignment for secondary line of protection or interim protection plan. He stated that they will rely on consultants to do lot of that because they don't have staff to do that. Info. only.

VI. Matter of funding for warehouse.
Mr. Shields and Miles Clow, manager of the warehouse, reviewed operating budget for the donated goods warehouse in the amount of $270,000, and that largest part of the matrix is $150,000 for personnel, that they currently have 4 workers in the warehouse and expect that to increase in the spring. Mr. Clow reported that he
currently has 4 workers in addition to himself, that on average that's enough for now, that trying to cut down on building materials to make room for sanitation vehicles. It was noted that under Phase III program, volunteer labor are skilled labor
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(carpenters, electricians, plumbers, etc.) and are here for short period of time. Committee suggested urging local volunteers, etc. for warehouse labor and review on 6 month basis. Bakken also noted that State trucks being used to haul materials, etc. and would have to have employees to drive those trucks because of insurance, etc.

After further discussion Bakken and Carpenter moved to fund ware-house operations at $270,000 through June 30, 1999, and that quarterly report on expenditures be provided to the committee. Motion carried.

VII. Matter of Victory Program.
No discussion.

VIII. Matter of Social Science Research Institute contract.
a) Joel Manske, director of Housing Authority, reported that they had request to research and locate demographic information of those households displaced in Riverside, Central and Lincoln Park areas and identify what segment of population displaced and what their housing needs were. He stated that he and Mr. O'Leary talked to Cordell Fontaine from the Social Science Research Institute about agreeing to do survey of those homeowners permanently displaced by the flood, that when they got past Phase I of the buyout program, moved into Phase IA and then II; that Mr. Fontaine provided service to the City through the UND Social Science Research Institute, that the original contract was a retainer of SSRI in the amount of $20,000, and recently received billing in the amount of $76,000. He stated they have some concerns re. amount of billing as there were no change orders issued as required by the original contract. He stated that very likely there was discussion re. extending scope of work and services requested; that one of his concerns is that Mr. Fontaine's salary is about $38,000 for 3 months of work based on cost breakdown attached. He stated they wanted to make commit-tee aware; Mr. Swanson has looked at it and he has original con-tract for review and has no opinion with regard to whether City liable for $76,000 or not. Mr. Fontaine stated that when originally started work, started on retainer agreement and no budget for it because involved in on-going research as it de-veloped. Committee stated that the rate for his time seemed to be quite high, and other issue is if agreement made at $20,000, why weren't change orders made so that council could make decision whether to continue. Mr. Fontaine stated that he wasn't aware that this was going to happen like this, that Mr. Manske told him it was a procedural matter and to come to meeting. Mr. Manske stated his concerns are that when received calls from Mayor's Office and Mr. Hagness that there are unpaid receivable balance and why not paying it, committee needs to be aware and that this has to be resolved; that there was an error and that post-flood all moving pretty fast and trying to get as much information as possible; that scope of work got great and $76,000 exorbitant amount of money for a study. Mr. Fontaine stated this wasn't a study, that what they were told
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to do and what they were given direction from Mr. O'Leary was to go ahead and do what have to do, that they wanted complete handle on the housing market, including rental, provided information to HUD consultants re. general family-cycle transition of housing, buyout individuals surveyed (over 800 people), plus apartment market, and is a comprehensive study which involves many facets. Comm. sug-gested they discuss with staff to try to resolve and to bring recommendation back to committee. Committee stated if not resolved, committee would need further information. Mr. Fontaine stated that the University has covered all contracts, etc. and is carrying those costs. Held in committee.

IX. Other business:
No other business presented.

Moved by Carpenter and Glassheim to adjourn; meeting adjourned at 6:20 p.m.

Alice Fontaine
City Clerk

Dated: 10/16/97.