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MINUTES/FLOOD RESPONSE COMMITTEE
Wednesday, October 29, 1997 - 5:00 p.m.

I. Call to Order:
Members present: Glassheim, Bakken, Carpenter, Polovitz.

II. Matter of Mortenson update.
Tom Nonweiler, M.A.Mortenson, reviewed bids for various projects:
a) Matter of cleanup of debris in southeast corner of North 3rd Street and 1st Avenue North, old Security building. He reported that they need approval to develop plans and solicit bids for this cleanup work, and have budget in the amount of $248,000 (est, of cost of project), which doesn't include removal of the foundations; that the City currently in the process of acquiring that property, award of the work would not occur until property in City ownership, reimbursing of the cost of the project would be either through State or FEMA funding source.

Polovitz reported present.

Mr. Nonweiler stated they need to develop bid documents, and need 3-week public bid advertisement on bids taken after November 1 (lose extension of Governor's executive order waiving the 3-week requirement). Moved by Carpenter and Bakken to authorize plans and specifications and to advertise for bids. Motion carried.

Mr. Nonweiler stated that he would talk with mayor about an extension.

b) Mr. Nonweiler reported that last week they recommended award on abatement of the water treatment plant residences (hazardous materials abatement) to Quality Environmental Services, and that firm unable to secure proper insurance certification in the State of North Dakota, and on that basis recommended award to Environmental Abatement in the amount of $10,500. Moved by Carpenter and Bakken to approve as presented. Motion carried.

c) Change orders:
1) North Fire Station - $2,311 - Weller Electric.
To clean and disinfect embedded conduit, install cabinet light over kitchen sink, and install additional outlet in kitchen area.
2) North Fire Station - $982 - Lunseth Plbg. & Htg.
Install new flush valves and repair existing faucet in men's restroom, install new faucets in restroom and replace broken cast iron water closet collar in watch command restroom. Moved by Carpenter and Bakken to approve. Motion carried.

III. Matter of FEMA update.
Steve Pratt reported that officials from Regions 5 and 8 were here and met with reps. from State, local and federal governments, they are working under same rules and laws, and committed to look at ways where can jointly enhance delivery of the buyout program.

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He reported they still have 19 travel trailers occupied, and hope to have those vacated by the end of the month, 242 families occupying mobile homes in different parks and winterization contract continues and have done by mid-November. It was noted that those in travel trailers have moved back into their own homes (or mobile homes) and Victory group willing to work with those people to assist them.

IV. Matter of flood protection study update.
Ken Vein, city engineer and dir. of public works, reported they held meeting last Friday with formal presentation, last night had similar presentation to citizens (75-100 people in attendance) and again tonight re. diversion. He reported they will meet with Corps in St. Paul tomorrow for briefing.

Lisa Hedin, Corps of Engineers, reported that completion of re-evaluation report based on EGF authorization project (expand scope) is to be completed in December of 1998, which is long-term goal; intermediate goal is completion of planned comparison letter report by the middle of February for a decision by end of February on what is locally preferred alternative between split flow diversion and levees only alternative, and are on schedule; that they have hired contractor who is working on diversion analysis, and are under-taking geotechnical borings right now, and have started Phase I analysis of the diversion. She stated they will continue putting information out, and on February 12 have complete briefing on two alternatives as well as the National Economic Dev. Plan, and would need decision by end of the month. She also reported that they will be preparing scope of work for the buildings over 50 years in the downtown and in levee alignments to evaluate for National Historic Register.

V. Matter of authorization to negotiate purchase of clay borrow site.
Mr. Vein reported that as part of the interim flood plan that was prepared by CPS talked about insuring for future years a clay borrow site and having materials for building emergency levees, that in order to do this going to have one or more sites and looking for authority to search for sites and to negotiate, then come back to committee for authorization, that they are looking for funding from CDBG funds as part of the matrix but not as approved project. Moved by Bakken and Polovitz to authorize staff to negotiate purchase of the clay borrow sites, with funding from CDBG funds. Motion carried.

VI. Matter of purchase of pumps for Southend Drainway.
Mr. Grasser reported that they brought this matter to the Public Service Committee, this has to do with closure of Southend Drainway to prevent flood water from backing through drainway; that part of the project to do with actual closure has been through committee previously; that the second part of that closure process
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is to add some pumps to take care of the overland water coming through the drain at the same time the river is high. He stated they broke this project into two parts: the pumps and the installa-tion of the pumps; that the Public Service Committee recommended that the manholes, etc. be part of project and the tapping fees, but pumps and controls would qualify for CDBG funding and recom-mendation was to use CDBG funds to purchase but would like con-currence from this committee. Moved by Carpenter and Bakken to approve $55,000 for purchase of the pumps from CDBG funds. Motion carried.

VII. Matter of approving current projects for CDBG funding.
Mr. Grasser reported they are trying to do some paperwork cleanup, lot of projects started in flood recovery, and listing of projects before committee were approved to be completed but with other sources of funding - FEMA, Corps or Hazard Mitigation; and now trying to clarify the authorization of CDBG funding for these projects. Mr. Grasser reviewed listing of projects, est. cost and funding source. He reported that some of these have been approved for CDBG funding but wanted a consolidated listing.

Glassheim noted that rough calculation is about $7 million with about $3 million anticipated from FEMA and were included on matrix.
There was some discussion re. flapgate project on English Coulee, Mr. Grasser stated that there's possibility they may still qualify for Flood Hazard Mitigation funds, and basically have given con-tractor go-ahead to order material because CDBG eligible without environmental assessments, trying to make sure everything covered for CDBG eligibility and still trying to obtain funding for flood hazard mitigation projects. Mr. Grasser stated he is still expecting work to be done, though going to extend into winter.

Moved by Carpenter and Polovitz to approve projects as eligible CDBG funded expenditures. Motion caried.

Mr. Grasser reported that for anything additional they will come in and get supplemental authorization.

VII.1 Change Order No. 1 and award for Project No. 4687, Sewer Cleaning and Televising. Tom Hanson, WFW, reported that they negotiated with con-tractor, Viking Pipe Service Co., Inc., to do this on an hourly rate with prices he had bid as a maximum (originally bid on a per ft. basis); the change order provides for a maximum based on his previous bid plus quantities of work they actually do. He stated they reviewed with FEMA rep. who said to proceed, and will get work done. He stated they are televising sewer to determine whether it needs to be cleaned, FEMA approves the cleaning based on reviewing the video, then the contractor goes in and does the work. Mr. Hanson stated it is on unit-price contract and will only do what MINUTES/FLOOD RESPONSE COMMITTEE
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FEMA authorizes. (Total contract $1,829,604.39) Moved by Carpenter and Polovitz to award the contract to Viking Pipe Service Co., Inc. in the amount of $1,829.604.39 and to approve Change Order No. 1. Motion carried.

VIII. Matter of funding for warehouse operation.
Bakken reported they have proposal for funding through other means, that they have requested grant, and is being handled through Tri-chairs, no action needed at this time. Bakken stated they were paying off some of the old bills and if they don't get the grant will have to cover through CDBG. Mr. Vein reported there were two issues: 1) budget for managing warehouse and how that can best be handled, and his understanding was that there were some outstanding bills that needed to be paid and they would be paid and covered as administrative expense through CDBG for some fuel, etc.; and 2) operations of warehouse - that they are still looking at and evaluating sites for short term and would be handled through urban development. He stated that all of the administrative budgets for the CDBG program will come through Tri-chairs and they would monitor to make sure this budget fit within guidelines that all the rest of the administrative budgets are being prepared under. He stated that they wanted to make sure that the administration of the warehouse was handled within one of the existing departments and was put under urban development, that this will be scrutinized and looked at to see how many people needed and bring it through as part of the entire administrative policy of CDBG funds.

Mr. Vein reported on status of building - contract has been awarded and design in process, still waiting to do environmental portion, eligibility for CDBG still there, no determination not to do that building; this building not only used for warehousing of donated goods but also replacing wastewater and water maintenance shops which were flooded and have to be relocated.

Mr. Vein stated they have line item for administration in the cost matrix and this would be included within that line item, that they have been informed that they are going to have most of those bud-gets for administration come back through them, then go on to mayor for review and then to Flood Response Committee.

Moved by Carpenter and Polovitz to receive and file. Motion carried.

IX. Other business:
a) Glassheim raised question re. furnace problem, and of people without furnaces. Tom Mulhern, Public Info. Center, reported that they did another informal survey with heating contractors, that there are still 200 waiting, labor crunch, but if each contractor doing about 10 per week will be taken care of in 2 to 4 weeks. Info. only.

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b) Glassheim asked about downtown project of $50.sq.ft. which was approved two or three weeks ago, no ap. forms yet; and asked Tri-chairs to follow through. He stated they will probably get some comment and concern from those relocated outside the prime area, whether fair no subsidy for them.

d) Carpenter asked for updated cost matrix; and Mr. Schmisek reported they would have one on Monday.

Meeting adjourned at 6:00 p.m.

Alice Fontaine
City Clerk

Dated: 10/30/97.