Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, February 28, 2000 - 7:00 p.m.

Members present: Hafner, Klave, Lucke.

14. Matter of additional garbage pickup.
Todd Feland stated that currently they have side load pickup and since the flood there has been a lot of additional debris and there has been an additional truck that goes behind the sideload picking up the larger items, and people get their regular can pickup and have been coming by to pick up some larger items, which normally would have a charge of $5.00 for pickup of items from alley or berm. He noted that in talking to health officials they would prefer that they not have a refuse dump site as they get a lot of complaints with grass clippings but maybe put at Public Works Facility so wouldn’t be around a residential area and the department feels it would be best to pick up garbage at the residences where provides more oversight and who’s dumping and what dumping, rather than unmonitored dump site that may become abused. Klave stated they are talking two different issues: one is large debris and other is spot for bagged garbage and need to get rid of before pickup happens.

Gerry Hamerlik, Ward 2, stated there are two issues and if the second truck is not picking up garbage, then there is still a need for a place or two in the city where people have an opportunity to take that extra garbage after graduation, wedding, etc., and if that doesn’t serve its purpose to drop it, and needs to be in area where it could be monitored and should be trying additional pickup at a couple sites once a week; and perhaps staff should look at this a little more. Hafner stated he agreed with Mr. Hamerlik that it would be nice to have a place to get rid of excess garbage/refuse without having to go to the landfill.

Mr. Newman stated if they up these types of dump site, will have problem with garbage mixed with demolition and construction materials that they want to keep separate so can sort to put in proper place; that there are other ways to handle it rather than creating dump sites in the city (extra garbage can, coupons for additional garbage bags, people to bring to baling facility showing utility bill). Mr. Hamerlik asked that staff consider this and come up with something and satisfied that making an effort. Chairman Hafner stated that with staff looking at different ways of doing things and improving our bottom line is what we ought to do; and doesn’t think that councilmen should be trying to solve those problems but bring to department’s attention and ask for ideas. Mr. Newman stated theyt will look at some of these ideas. Information.

1. Matter of preliminary Columbia Road/32nd Avenue Intersection Concept Report.
2. Matter of Bronson Site Impact Study.
3. Matter of Oppidan Site Impact Study.
Dennis Potter, City Planner, stated that all 3 items relate to work that was done by BRW under contract to the Metropolitan Planning Organization for the city, and that Howard Preston, from BRW is here and will do presentation on these items; and when they are finished with Oppidan’s presentation he has a request to the committee.

Mr. Preston stated that they looked at the entire segment of Columbia Road from north of
Gateway to 47th Avenue South and 32nd Avenue South from west of the freeway to east of
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Washington, identified deficiencies up and down the entire corridor and then in prioritization
process concluded that the improvements in and around the intersection with 32nd Avenue South were the highest priority improvements associated with the Columbia Road corridor, and what they’ve illustrated here is basic roadway widening, shifting the road to the west, providing a raised median in order to help implement the access management strategies, modifying one traffic signal system which is the existing system at 32nd Avenue South, installing one new system at 28th Avenue South, approx. 3500 ft. of reconstruction along Columbia Road and approx. 1600 ft. of reconstruction along 32nd Avenue South. He stated this project is the highest priority of the roadway reconstruction projects that they had identified.

2. Bronson Property Traffic Impact Study.
Mr. Preston stated that the Bronson site, University of North Dakota, campus area, Englestad Arena - Columbia Road and Gateway Drive concerns at this location had to do with traffic operations after the development of the site. He stated in a brief summary they looked at traffic operations in and around the Bronson site with some minor modifications at four intersections, the area road system should be sufficient to accommodate the traffic that would be generated, that traffic generated by events does not need the capacity of those residential streets to the south, and the traffic control plans reflect that by saying you can close those streets off, focus all Arena traffic on your functionally classified street system, which is Gateway Drive, Columbia, 6th Avenue North. He stated those are the key points to be made relative to the analysis of the Bronson site.

Mr. Grasser stated they’ve had some discussion regarding the level of service criteria that they might have to do on the street, that he looks at this as a significant change in policy. Mr. Preston stated that in traffic engineering analysis that is a qualitative estimate of the level of congestion (level of service), and there’s process for calculating this level of service - traffic volumes, roadway geometry, and intersection control, and come up with the same answer and level of service - means no congestion, B little bid, and E and F are very congested.

Mr. Preston stated on the Oppidan Site Impact Study - 25,000 vehicles/day will be generated by the Oppidan development, and with the recommendations made previously as part of the Corridor Study, identified traffic signal at 34th Street and 32nd Avenue as a long-term need, identified improvements at Columbia Road and 32nd Avenue and if do those kinds of things for the better part of the next 20 years your system will operate fine, but when add in more growth based on building out to some extend south of 32nd Avenue you start reaching the limits of the capacity of 32nd Avenue which gets at discussion initiated earlier by Mr. Grasser about whether want to change definition of congestion, addresses the issue of providing some alternatives and building out your street system consistent with what your comprehensive plan calls for. He stated that Oppidan in and of itself doesn’t cause you serious long -term kinds of problems but when combine Oppidan with some level of build-out of rest of community you start approaching some levels of congestion that could be fairly significant.

Mr. Potter stated that the Oppidan Study is part of the traffic analysis and asked Oppidan to look
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at some of the preliminary parking layouts from Oppidan and is Appendix A in the Report, and
asked that as part of approval process you do tonight, to refer Appendix A of the Oppidan Analysis to the Planning Office.

Moved by Klave and Lucke to receive and file the Concept Reports. Motion carried. (Comm.only)

Mr. Hamerlik stated that at the MPO meeting last week re. concepts, that there should be a light on 24th Avenue with refiguration, and that it would seem to him that a lot of the northbound traffic would use 24th Avenue and go west and around behind Target and would hope that when considering that what you do on 24th is important and that could ease a lot of the burden coming out of the new development, and when in process would hope that would be considered. Mr. Grasser reported they discussed this in CIP, the advantage they have is that these developments aren’t going to be at 100% development, but have process where can get these improvements done before the whole build-out occurs and under a lot of pressure.

4. Matter of engineering agreement amendment - Solid Waste Baling Facility Construction Services, Authorization No. 4, Projects Nos. 5023, 5086, 5136 and 5145, Burns & McDonnell._______________________________________________________
Chuck Grotte, Public Works, stated that Authorization No. 3 was for design and bidding of the baling facility, that they did get through part of the construction using money left over from the design, but now at point to move into construction phase of their contract, that a lot of the on-site work is being done by Webster, Foster & Weston; that there are 4 projects involved: baling facility construction, baling equipment, road from Hwy. 2 to the baling facility and waterline from Hwy. 2 to the baling facility, total cost on Auth. No. 4 is $222,725.00, and recommended approval, and that should take us through completion of the baling project. Moved by Klave and Lucke to approve the amendment in an amount not to exceed $222,725.00. Motion carried.

5. Matter of change orders:
a) Change Order No. 2, Baling Facility Structure, Schedule B Mechanical, Project No. 5086, Lunseth Plumbing & Heating.
Tom Hanson, Webster, Foster & Weston, reported this will add 6 floor drains and cleanouts for the liquids that would be squeezed out of the waste as it is baled, and puts them into the pits where the elevators are and there are drains in those pits.. Moved by Klave and Lucke to approve the change order in the amount of $5,927.00. Motion carried.

b) Change order, Historic Home Relocation, 1 Lincoln Drive, Tony Anderson Construction
Mike Yavarow and Todd Herz, engineering tech., stated that at the last meeting there were questions re. Code requirements, and since that time this is an additional cost $5700 over the
original but over half of the items are for additional work beyond the Code violations, that they repairing the sidewalk, etc. and have cover sheet from Mr. Anderson stating that all of this will be inclusive, bringing everything up to Code, and making the house a turn-key ready for sale.
There was discussion re. items under the change order and Klave questioned whether the
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waterline was to be capped by the owner or contracted out; staff was not sure on this matter.

Moved by Klave and Lucke to approve the change order in the amount of $5,725.00. Motion carried.

c) Change order, Commercial Demolition, Former School District Building Phase 2
Held for 2 weeks.

d) Change orders, Public Works Facility Renovation, Proj. No. 4822.
Mr. Grotte reviewed change order for Bergstrom Electric, contractor, in the amount of $4,710.00 to include change in telephone and data line layout (that the existing phone system wasn’t adequate to expand with number of phones that was required for moving the wastewater and water maint. out there and add 220V receptacle in welding booth); that they are still under the original bid. Moved by Klave and Lucke to approve the change order in the amount of $4,710.00. Motion carried.

6. Matter of consideration of bids:
a) Fleet vehicles
b) Tractor
c) Mower
d) System Office furniture
Todd Feland reviewed bids and made recommendations as follows:
1) Sanitation Department: two wheel drive ½ ton pickup with trade-in for $14,145.00 to Hansen Ford;
2) 2-wheel drive ½ ton pickup without trade-in, Rydell Chevrolet at $15,086.00
3) 4-wheel drive ¾ ton pickup (with snowplow package) with trade-in for Street Dept., Rydel1Chevrolet at $20,816.00;
4) 4-wheel ¾ ton pickup for Wastewater, excluding snow-plow pkg., Rydell Chevrolet $19,499.00;
Mr. Feland reported he talked with Mr. Corbett, Fire Dept., and they will attach onto that bid of Rydell Chevrolet at $21,916.00 and go through our bid process for their ¾ ton pickup 4-wheel drive with the snowplow pkg.; this was approved by the Public Safety Comm. today. .
5) 4-wheel drive utility vehicle, Hansen Ford at $28,832.00.
He stated that the first four items are regularly budgeted items and final will require a budget amendment from the cash carryover in Engineering Dept. budget.

Mr. Feland reported that the low bid for the tractor with trade-in for Stormwater/Wastewater Dept., Reiten & Young International, Inc. $31,950.00; bid for Flail mower to be attached to the tractor, RDO Equipment, with trade, in the amount of $3,700.00; and office furniture for the renovation at Wastewater/Stormwater and Water Dist. departments, bid price includes two conference rooms and 7 offices and office chairs, Norby’s Work Perks in the amount of $31,608.00.

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Moved by Lucke and Klave to approve the recommended low bids as designated. Motion carried.

7. Matter of various easements for Proj. 4849 – Pump Station No. 40, Proj. 4853 - Forcemain to Pump Station No. 40, & Proj. 4927 - Sanitary Sewer to Pump Station No. 40 (CDBG)_________________________________________________________________
a) Pump Station Easement
b) Roadway and Utility Easement along 55th Ave. S.
c) Temporary Construction Easement along 55th Ave. S.
Mr. Grasser reported this goes back to the southend development projects and providing free infrastructure to serve the adjacent lands, and requested of each of the property owners that if providing free infrastructure should get the easements and R/W without charge; however, they did run into a situation where had different property owners within this section of land; that Mr. Useldinger owned land to the north and Mr. Bateman owned land to the south, that Mr. Bateman was not receptive to donating easements, that this is critical lift station because part of the area that this serves is the first development in the golf course; and Mr. Useldinger provided easement and because of fairness to him, had an appraisal done and put a value on the extra land that he provided, $9,900.00, and recommended payment of this amount to Mr. Useldinger (three brothers who are co-owners), and funding would come out of contingency fund for Downtown Watermain Replacement Phase I, Proj. 4804. Mr. Herzog gave copies of appraisals to Klave and Lucke.

Moved by Klave and Lucke to approve the easements at a cost of $9,900.00 with funding from Contingency Fund for Downtown Watermain Replacement Phase I, Project No. 4804. Motion carried.

8 Matter of Utility Easement and 3 way agreement pertaining to Proj. 5029, Sanitary
Sewer in Perkins 4th Addition.____________________________________________
Mark Anderson, Engineering Dept., reported this area west of Columbia Road and south of 36th Ave., that under the 3-way agreement the City would be collecting the tapping fees from the property owner, the Catholic Diocese of Fargo, at the time that they would develop and then forward those monies to the Parker Trust so that they can recoup their cost for developing the utility through that easement as they will be footing the cost up front for the construction of that, it benefits Parker Trust to have the utility in that easement to provide service to the land that they are developing, and engineering department is recommending approval. Moved by Lucke and Klave to approve. Mr. Grasser reported that the proposed route is going to need some sort of approval for an easement from Williams Bros. Pipeline and would like approval to be contingent upon receipt of any other approvals or easements and that it meets the City of Grand Forks’ requirements for a public sanitary sewer. Moved by Lucke and Klave to approve with contingencies. Motion carried.

9. Matter of Project Concept Report for Proj. 5089, Paving N. Washington St. from 8th Ave. to Gateway Dr.---------_______________________________________________________
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Lon Aune, CPS, presented the Project Concept Report, that this is NDDOT sponsored project and CPS working with firm out of Bismarck to complete the project, rough schedule for this project is to have the project bid sometime in November of this year, and constructed next year. He stated that they have some access control issues - looking at two options, going with level median, 5 lane design with no physical division, and other option would be the physical median in place; City would like to see divided median put in place for safety purposes but it does prohibit some of the turning movement that the center/fifth lane does not take away. He noted that the pavement hasn’t had any physical change since 1956. He stated the other major item they will be looking at is the intersection at 8th and Wash., softening that curve; also looking at installation of pedestrian facilities which apparently do not exist and connect the facilities farther south with that on Gateway Drive (10 ft. wide concrete pathway). He stated that presently have these streets coming in at an angle and converting those to approx. a 90 degree intersection with N. Washington. He stated they are working on appraisals for 13 parcels (no physical homes acquired - pieces of land). Mr. Grasser stated that the City officially commented on the Concept Report - to extend the bikepath, put in the median, and median is partially for access control and partially for aesthetics and from community standpoint it might be more accepting to have that median with grassed areas, the Concept Report will go to the DOT and they will create what they call a decision document and may or may not accept all of the City’s recommendations. Moved by Klave and Lucke to approve the Project Concept Report. Motion carried.

10. Matter of agreements for engineering services for various projects:
a) Design Agreement with WFW for Proj. 5142, Repair Lagoon Outfalls
Mr. Hanson, WFW, stated this is for lagoon outfalls that were put in the late 70’s or early 80’s and had energy absorbers built into the pipe and the energy has pulled those somewhat apart, evaluated and to come up with solution for the problem. He stated they don’t have a construction estimate as they haven’t figured out how to solve the problem. Moved by Klave and Lucke to approve the agreement through the bidding phase in an amount not to exceed $24, 218.00. Motion carried.

b) Design Agreement with WFW for Proj. 5139, 5140, and 5141, Rehabilitate Pump Station No. 26, No. 24, and No. 12
Mr. Hanson reported these are for lift stations 26, 24 and 12, all in budget for this year, and will develop scope of work for each of these stations and estimated the design effort for each one of them, and total for the three stations is $81,900 and anticipates 3 separate projects, and if can combine couple projects, will save specs. and man-hours, etc. Moved by Klave and Lucke to approve the agreement in an amount not to exceed $81,900.00. Motion carried.

11. Matter of creating special assessment districts for Proj. 5150, Dist. 431, Storm Sewer on S. 38th St. from 36th Ave. S. to the South End Drainway______________________
Mark Anderson reported that property is outside the city limits and rather than handling this as a tapping fee, would be the special assessment process which would make it easier to collect the fees and spread out the payments. Mr. Grasser stated they have two mechanisms to assign dollars in the future in the areas that are outside the city limits - either future assessment district
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or tapping fee, and use different ones dependent upon how long it will be until the area develops, and a long time out they use a tapping fee because they don’t have to depreciate it as fast, given the proximity of Oppidan they were using the future assessment district method;
that when they met with Planning the annexation won’t be ready to actually physically happen until April and if wait until that time to create the district, construction won’t start until June or July and too late for the Oppidan project. Moved by Klave and Lucke that we adopt a resolution creating the assessment district, approving the engineer’s report, including estimate of cost, an assessment district map, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

12. Matter of Plans and Specifications for various projects:
a) Proj. 5119, Dist. 577, Alley Paving in 1100 Block between Almonte and Reeves
b) Proj. 5059, Overlay Senior Center Parking Lot
c) Proj. 5149, Sidewalks in Congressional Subdivisions
Mr. Anderson presented the matter and noted that c) was held in committee.
a) Moved by Lucke and Klave to pass a resolution approving the plans and specifications for this construction and further that the city auditor be directed to advertise for bids on the project. Motion carried.
b) Moved by Lucke and Klave to approve plans and specifications. Motion carried.

13. Matter of Change Orders for Proj. 4714, Dist. 562, Paving N. 55th St. from Demers to Gateway, C.O. #1__________________________________________________________
Mark Lambrecht, CPS, presented change order in the amount of $3,202.00, Opp Construction, contractor, for paving 55th Street between DeMers and Gateway , and that about 60% of the job was done this past summer and these changes were encountered during construction (emphasis on getting private drives off 55th ), to remove and install culvert item, remove and replace manhole because of physical size of the manhole, etc. and recommended approval. Moved by Luke and Klave to approve the change order in the amount of $3,202.00. Motion carried.

15. Matter of quotes for 2000 flood fight
Mr. Grasser reported that they are setting groundwork to get preliminary paperwork out of the way in case need to hire a contractor to help fight a flood, these are hourly rate type contracts so establish those rates for the various pieces of equipment and the scope of work is dictated by the level of effort needed to fight the flood. He stated that given the current flood outlook, they probably won’t even recommend that they make an award this year but everything is in place and if needed to start something would bring it back. He stated that the lowest bidder on flood prep. equipment is Gowan Construction.

Mr. Grasser noted that the clay is a separate item and would evaluate, that they have some clay stockpile sources ourselves but depending on location and quality, may try to access a contractor’s source; that hauling would be part of the equipment hourly rates - low price is
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$30,000 figure. He stated it was to City’s best interest to try to purchase some land for these borrow site areas.

16. Matter of 1999 Engineering Department Year End Report
Mr. Grasser reviewed the Department Year End Report outlining duties and activities of the department in 1999 and presented it to the Committee (each city council member should have received a copy in his packet), Chamber of Commerce and City departments should be getting copies also.

17. Added items:
1) Wastewater privatization: Mr. Grotte reported that four of the main basins have been completely constructed, there’s distribution building, 60% of piling in for the main distribution building. He stated on the way out there would see the baling facility where start pouring floor this week. He stated that the private vs. public study - they received 80% draft some time ago and made comments on that and received 95% draft about a month ago and it drew conclusions with no basis for conclusions - it showed that the cost was relatively the same either way but they recommended privatization and gave no reason, and staff has asked them to justify their conclusions. He stated should have information back within a month or so, that plant construction little behind schedule so have time to make decision.

2) New Landfill: Mr. Grotte reported they had a meeting a week and half ago and attorney’s office assured us it would be sent to the Township Board by the end of the month. He reported that the Township Board did establish their township regulation on solid waste management facilities and it is so restrictive that no one could put a landfill in Turtle River Township, unless they granted variance; that they have the authority to zone their township and if overly restrictive, could take to the courts. He stated that the first step is to give them the application and give them the opportunity to approve it, and if they don’t will go from there.

3) Chairman Hafner suggested that the committee sometime in the near future hold a working session to discuss agenda items, what will be on the agenda, etc. and asked Mr. Vein to come up with some proposals about what they should discuss in decision making of this committee considering that they will go down to 7 members and think about how to streamline themselves. Committee asked staff to set up a time for review of agenda items.

Moved by Lucke and Klave to adjourn; meeting adjourned at 9:15 p.m.

Alice Fontaine
City Clerk

Dated: 2/29/00