Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, March 27, 2000 - 5:00 p.m.

Members present: Hafner, Klave, Lucke

1. Matter of encroachment agreement for sign at Gerrell’s Sports Center (former Payless Shoes), 1010 S. Washington Street.____________________________________________
Tim Manz, Inspections, reported that they want to use an existing pedestal or post from the sign from a previous business to put up new sign for Gerrell’s; that it’s a single post and over-hangs the sidewalk by 2 feet. It was noted that the new sign will be more in compliance than the previous sign and no problem with former sign. Mr. Manz stated that the department doesn’t want to get into these as a normal course of business. Moved by Lucke and Klave to authorize entering into the encroachment agreement. Motion carried.

2. Matter of review of City Code Section 17-0204 re. trespassing upon berms and boulevards prohibited.________________________________________________
Mr. Manz reported they received complaints on a property, that there were trailers and construction vehicles parked in the front yard and berm, and was becoming a site obstruction on the cornerand a hazard, that they made verbal contacts with the property owner, and ended up taking property owner into municipal court to get property owner to comply. He stated that at the hearing after the Judge reviewed the circumstances he said that this ordinance is not reasonable, that it states that if drive across the berm you need written permission from the superintendent of streets, and after talking with supt. of streets, he has never given anyone permission. Mr. Manz stated they haven’t looked at this in detail and were requesting that staff work together and come up with revised ordinance. Steve Lunseth, 1001 Belmont Road, stated he was cited for this; that his biggest concern is that when contractor or home owner is undertaking a major renovation (rehabbing all four floors of his house, damaged during the flood, sank in one corner) that Inspections should give permission when applying for a permit and you’re going to have to cross the berm and sidewalk in order to access the property; sign waiver and if damage property would be liable for that. Mr. Manz asked for additional time to review the Code section. Mr. Lunseth asked to be notified when this has been revised and he would be able to give some ideas he has. Held in committee.

3. Matter of emergency repair of Red Lake River transmission pipeline repair, Proj.
5162._________________________________________________________________
Todd Feland, Public Works, stated they were notified by Dwight Wurzbacher that they had a transmission line break near the Red Lake intake which is on the MN side of the river, that they asked Advanced Engineering to prepare a budget summary including engineering and construction of repair; and asked that this be declared an emergency and to amend the budget by $44,000 in order to proceed. Moved by Klave and Lucke to declare this an emergency and approve a budget amendment in the amount of $44,000.00. Motion carried. (Mr. Feland noted that they would ask Lunseth Plumbing & Heating to do the repair as they have worked on the intakes in the past).

4. Matter of Almonte intake pumping study, Proj. 5163.
Mr. Feland stated that this station is near the golf course, and that intake is our emergency
intake which means that’s where the generator would be hooked up in case they lost power, and
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it came to their attention post-flood, that the pumps were not pumping to capacity, that they’ve done some pump repairs and some cleaning of the lines in the intake itself and nothing has improved the capacity; that the intake should pump at nearly 3,000 gal.per minute and only able to get 1,000 gal.per minute and is a substantial reduction of capacity. He stated they asked Advanced Engineering review . The amount for the engineering services is est. at $3600 and would take funds from the existing Water Distribution budget, but wanted to make committee aware of this and if something wrong they may come back for additional money to correct the problem. Information.

5. Matter of implementation of vehicle maintenance program.
Mr. Feland stated as part of their financial software package they have the capacity for vehicle maintenance but that has not been implemented, and in talking with Finance and Information Systems people that they’re at a point where they can implement the vehicle maintenance into the software financial system, and help them in automating a lot of informa-tion; est. cost to provide some initial training - $9300; temporary service to input inventory data, $2,512.00; Accounting/Information Systems Service Support, $6,300, contingencies, $1,838.00; for a total of $20,000. He stated it’s a cost benefit and is a totally integrated system and won’t cost additional staff and provide more efficiency. Klave asked if they negotiated rates, Ms. Fiala stated they have an existing contract with New World. Moved by Klave and Hafner to approve the maintenance program in the cost of $20,000. Lucke stated he doesn’t see any reason for savings, consultants, etc.

There was further discussion relative to expenses and payback; and if they can’t do some of that internally. Ms. Fiala stated that the reason this hasn’t been implemented before is that there is no staff time in the finance department in order to take on the project. After further discussion Klave moved to table his motion and hold this matter for 2 weeks for further information. Hafner seconded the motion. Motion carried.

6. Matter of garage doors at public works facility.
Mr. Feland stated doors are for area where the water distribution and wastewater people are moving into and asked to proceed to bid two garage doors and transmitters to replace two of the original 1977 garage doors for the east side of the building, est. cost of $12,000. Moved by Klave and Lucke to approve and authorize call for bids. Motion carried. (Comm. only)

7. Budget amendments:
a) Water Department
Mr. Feland reported this will cover the emergency repair of the Red Lake transmission line in the amount of $44,000. Moved by Klave and Lucke to approve. Motion carried.

b) Public Works Department
This item was held.

c) Public Transportation
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Mr. Feland reported that the ND Insurance Reserve Fund cut two checks, one for $4,310.41
and one for $4,054.86 which they received in 1999 and now drawing money back out to make the payments on the invoices. Moved by Klave and Lucke to approve. Motion carried.

8. Matter of easement along 42nd St. from BNSF RR for Proj. 5048
9. Matter of cost participation and maintenance agreements with BNSF RR for crossings on 42nd St. (north of Demers Ave.) and on University Ave. (east of 42nd St.) for Proj. 5048______________________________________________________________________
Mark Hoffman, CPS, distributed memo and reviewed pricing for efforts they will need for the crossings at University Avenue and at 42nd Street, one is a crossing agreement that was written by the RR and sent to us, and summary of costs for concrete planking at University at 42nd would cost $54,722 and crossing at 42nd at DeMers, $137,678; and second agreement contains the easement and agreement is a general form that was given by the RR Company and were requested to use that form to develop the agreement and that is for the active signals at both crossings, the overhead lights and the safety arms and have been given budgets for both those projects: University at 42nd, $153,851, and at 42nd at DeMers , $222,136, and a third party is involved in this called Cattalos Management Company, who manages the property for the RR and they were authorized by Burlington Northern to issue the easements (about 7/10th of an acre), $12,200 plus $1,000 processing fee; total budget request for the Burlington Northern Santa Fe upgrade for the 42nd Street project is $581,587; and requested approval of these agreements and concepts. He reported that they’ve had this reviewed by the Highway Department and one of their comments was they thought it was a little high but now have nothing to base that on, and they would be willing at City’s direction to attempt to negotiate the number on that. He stated they thought they can get tentative approval from the Highway Department and are to have all these certified by the first of April. Klave stated that the City is improving their crossing at our expense and paying for the easement to widen our street.

Mr. Lambrecht stated that none of the costs associated with this are in special assessment but in other funding sources such as City Share and Urban Roads Fund and these figures in the total cost. Moved by Lucke and Klave to approve the easement and approve the cost participation and maintenance agreements in a total consideration of $581,587.00. Motion carried.

10. Matter of Amendment No. 2 (Construction Administration) with AE for various projects:_____________________________________________________________
a) Proj. 5071, Water Tower at the CBD
b) Proj. 5072, Watermain on Gateway Drive
c) Proj. 5073, Watermain on N. Columbia Rd.
d) Proj. 5074, Watermain on N. 42nd St.
e) Proj. 5075, Watermain on S. 48th St.
f) Proj. 5076, Watermain on Belmont Rd. and 24th Ave. S.
g) Proj. 5077, Watermain on 13th Ave. S.
h) Proj. 5078, Watermain on S. 19th and S. 20th St.
i) Project 5079, Watermain on N. 4th and N. 3rd Sts.
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j) Proj. 5080, Watermain on University Ave.
k) Proj. 5081, Watermain on 6th Ave. N.
l) Proj. 5082, Watermain on Hamline and Oxford St.
m) Proj. 5083, Watermain on Mill Rd.
n) Proj. 5084, Watermain on Conklin Ave.
o) Proj. 5090, Watermain on S. 42nd St.
p) Proj. 5091, Watermain on 55th Ave. S.
q) Proj. 5161, Watermain Distribution System Summary
Steve Burian, Advanced Engineering, stated that in the latter half of 1999 the City moved forward with an aggressive plan for doing the design of various water distribution projects in anticipation of CDBG money being available to spend that on some infrastructure that they knew needed improvements as well as in case some of the CDBG money was not spent that they had a fallback plan to do that. Advanced Engineering was hired under a contract of water distribution improvement to do the preliminary and final design on those projects. Amendment No.1 added two projects to the list.

He reviewed spread sheet that lists all the numbers for the projects: 5 jobs that have been designed and bid for which the city engineering department would like A/E to provide the full construction administration and observation; 2 projects which the City has elected to do their own field representation with A/E to do some of the contract administration; and 10 jobs the City will not be moving forward with in the final design and will terminate those from design agreement but the City has asked them to do some minor work on each of those jobs to capture the work that they’ve done so far; most of those memos are in the $1,000 to $2,500 range.

He stated that they have various files in their office where they did plans for the CDBG watermain improvements (downtown watermain improvements, tower locations, distribution tie-backs and relocation of the water plant in the future), that they negotiated with the City to take all of those files and put them into a real brief distribution system planning summary. He stated there probably is some additional planning work that may be done in the future for distribution system but it was agreed with engineering that until the distribution system is reversed with the new clearwell site, that it’s probably premature to start doing that and better to do that work once all of the work is done and you can model with new distribution system with the new flow regime that the city has in place at that time. He stated that the software they used to do this work is not currently owned by the City and in an effort to allow them to continue to do the watermain improvements that they do in-house and do that design and evaluate different operational situations is to purchase that software and train the city engineering and water department staff to use that software for future use.

He stated that the overall budget was $1.76 and tonight they are asking for an amendment which reduces the maximum in the agreement by over $300,000, down to $751,583.00. He stated that none of this money was CDBG eligible and was done under a budget amendment in late 1999 because of the way the engineering selection was made, and elected to only spend about 80% of some of the construction projects. Mr. Grasser reported that engineering was never eligible
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because in the original because didn’t have time to go through the selection process.

Moved by Klave and Lucke to approve Amendment No. 2. Motion carried.

11. Matter of Plans and Specifications for various projects:
a) Proj. 5123, 5124, & 5125 Sanitary Sewer, Watermain, & Storm Sewer in Kannowski’s Addition
This item was held.

b) Proj. 5131, 5132, 5133 and 5134, sanitary sewer, watermain and storm sewer and paving in Columbia Park 27th Addition.
Lon Aune, CPS, stated they are asking for approval of plans and specifications for utilities to serve 38th , 32nd Avenue and Oppidan Development Center, and paving along 38th and sewerline that goes along old 36th Avenue corridor, paving and utilities will be constructed by the private developer and once approved submitted to the developer for implementation to their overall construction plan for the entire project, including the building pads, etc. He stated that some of the pay estimates will come back through City staff. Mr. Grasser stated City received copy of the signed three-way agreement. Mr. Aune stated they have delivered the plans and specs. to City staff and are in process of review.

Moved by Klave and Lucke to approve plans and specifications, contingent upon final review by the engineering department. Motion carried.

c) Proj. 5157, Paving S. 34th St. from 32nd to 36th Ave. S.
Jay Bushy, project engineer, presented plans for street paving for the marketplace or power center and constructing S. 34th Street; that part of the agreement for the project is that the cost of this project will be picked up by 100% City funds and est. cost is $370,000; that when they put together the estimates for Oppidan, they est. at $340,000, and asked for approval of plans and specs. and authorization to advertise for bids. Moved by Lucke and Klave. Motion carried.

d) Proj. 5158, Dist. 272, Watermain on 55th Ave. S. from Washington St. to S. 11th St.
Mr. Bushy reported this watermain is to serve Presbyterian Church. Moved by Klave and
Lucke 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.

12. Matter of consideration of construction bids for various projects:
a) Proj. 5119, Dist. 577, Alley Paving in 1100 Block between Almonte and Reeves
Mr. Bushy distributed tabulation of bids and recommended awarding to the low bidder. Moved by Klave and Lucke to accept the low bid of Wes Rogers Construction in the amount of $32,802.00. Motion carried.

b) Proj. 5103, 2000 Sidewalk Repairs
Mr. Bushy distributed tabulation of bids and recommended awarding to the low bidder.
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Moved by Lucke and Klave to accept the low bid of Wes Rogers Construction in the amount of
$131,700.00, on a unit price basis. Motion carried.

c) Proj. 5106, 2000 ADA Curb Ramps
Mr. Bushy reported this had been held from last meeting in order to evaluate the low bidder and in doing research found that he has manpower and equipment to do the job, but wanted to make note that the contractor stated that he made an error in one of his prices (curb ramp for the handicapped) but feels he can do the job and recommended award to the low bidder; evaluate and if problems look at making adjustments if that arises. The contractor will honor the contract for his price. Moved by Klave and Lucke to accept the low bid of G.W. & Sons in the amount of $41,459.20. Motion carried.

d) Proj. 5136, Dist. 271, Watermain to serve Bailing Facility
Tom Hanson, WFW, presented tabulation of bids, 11 bidders, well below estimate and recommended award to the low bidder. Moved by Klave and Lucke to accept the low bid of D & D Torgerson Contracting, Inc. in the amount of $367,266.00, on a unit price basis. Motion carried.

13. Matter of Change Orders for various projects:
a) Proj. 4225, Paving S. Washington St. from Hammerling to 26th Ave. S., C.O. No.10
Mr. Bushy presented change order which includes 3 items (hydrant guard posts, sprinkler system restoration at Wendy’s, C & R Laundry, US Border Patrol and Community National Bank, and greenspace landscaping) in the amount of $9,409.19, Strata Corporation, contractor, and is a participating cost to the project. Moved by Klave and Lucke to approve the change order. Motion carried.

b) Proj. 4698, Storm Pumping Station at the Industrial Park, C. O. No. 1
Casey Hanson, KBM, Inc., reviewed change order which includes two changes (add valve boxes and replace 14” 90 degree bend to 24” on forcemain), there were no contingencies and are deleting 45 ft. of pipe in order to pay for this, leaving a deduction of $6.86; United Crane & Excavation, Inc., contractor. Moved by Klave and Lucke to approve the change order. Carried.

Informational Items:
14. Matter of use of CDBG funds for Proj. 5059, Overlay Senior Center Parking Lot
Mr. Bushy reported that originally there was monies set aside in the CDBG cost matrix to
do repairs at the Senior Center’s building, but they used City funds rather than the CDBG funds, and that Finance and Urban Development want to use those CDBG funds to overlay the parking lot. Mr. Grasser stated this isn’t part of the original CDBG allocation but part of their on-going regular program. Information.

15. Matter of invitation to public open house at the Century School on Tuesday March 28 for Proj. 5111 and 5027 Intersection Improvements at S. 34th St./17th Ave. S. and at S. 20th St./24th Ave. S.-------------___________________________________________________________
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Mr. Bushy stated committee was invited to attend the public hearing tomorrow as noted above relative to those two projects. Mr. Grasser stated that these are basically safety projects, traffic signals, and are getting some interesting comments from the DOT sounding as though preliminarily they don’t want the improvements; but need to hear what public comments are. Information.

Moved by Lucke and Klave to adjourn; meeting adjourned at 6:05 p.m.

Alice Fontaine
City Clerk

Dated: 3/27/00