Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, May 9, 1994 - 7:00 p.m.

Members present: Hagness, Beach, Beyer, Glassheim.

1. Applications for moving permits:
a) Ramona Humann to move building from 509 5th Ave.SE, EGF
to 2216 11th Avenue North for garage.
Ken Vein submitted pictures of building to be moved, and recommended approval based on building inspector's report. Moved by Glassheim and Beach that the application be approved, subject to the public hearing. Motion carried.

b) Carter Passa to move building from rural EGF to 802 S.
10th Street for single-family dwelling.
Mr. Vein reported there is currently a house on this lot, which will be attached to house being moved in and turned into a garage (if unable to do that, will tear building down); and will be done according to Code. Moved by Beyer and Beach that the application be approved, subject to the public hearing. Motion carried.

c) John O'Keefe to move building from Crystal, ND to 1165
S. 38th St. for single-family dwelling.
Mr. Vein recommended approval. Moved by Glassheim and Beyer that the application be approved, subject to the public hearing. Motion carried.

2. Request by Grand Forks Herald for variance to upgrade unload-
ing dock in alley in 100 block between N. 3rd and 4th Sts.
David Aarvig reported that they have semi's coming in and blocking alley when unloading, they have up to 8 trucks each day; and that with new dock will minimize time alley is blocked. They also noted that the alley is low and they are concerned about problem with water in the alley; however, no plans at present to reconstruct. Mr. Grasser reported that the dock is out of City right of way when in retractable position, there are good safeguards, and suggested signing of indemnity and hold harmless agreement. Moved by Beach and Beyer to approve variance, subject to signing of an indemnity and hold harmless agreement. Motion carried.

3. Matter of fine for dumping in compost site.
Mark Lambrecht, asst. dir. of public works, reported this matter was handled administratively.

4. Bids for demolition of buildings on lot at 1310 8th Ave.N.
Mr. Grasser recommended award of low bid for demolition of the buildings to Florian & Sons Excavating in the amount of $3,376.00. Mr. Schmisek reported that the City received property back for taxes and would be responsible for demolition costs. Moved by Glassheim and Beach that we accept the low bid and award contract to Florian & Sons Excavating in the amount of $3,376.00. Motion carried.

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5. Proposed contract for eng. services for forcemain rehab.
Tom Hanson, WFW, and Keith Johnson were present. Mr. Johnson distributed copies of proposed agreement; that there are 7 sites to be rehabbed this year (valve replacement, etc.) and site 8 which is a preliminary design report for work to be done next year at Bacon Road and North Columbia Road. He reported that proposed agreement for engineering services is in the amount of $27,000 which is 10.6% of the project cost for 1994. He also noted that remodeling work is more complex. Mr. Hanson reported that engineering department has reviewed agreement, they have tried to reflect complexity of job. Mr. Vein reported every project different, asking for preliminary engineering for next year, and would recommend approval on an hourly not to exceed basis. Moved by Glassheim and Beach to authorize entering into an agreement with Webster, Foster & Weston for Project No. 4181, 1994 forcemain rehab, based on an hourly rate not to exceed $27,000. Motion carried.

6. Matter of funding for heat-a-mix plant for street dept.
Gary Fish reported that their present equipment 18-20 years old and need for black-topping this season; that there are funds available in Trucks & Mounted Equipment, est. cost $6500 new, and asked for authorization to take quotes. Moved by Glassheim and Beach to authorize street department staff to take quotes for this equipment, and present to committee Monday evening, May 16, at 7:15 p.m. Motion carried. (committee only)

7. Job description for platting and right of way officer.
Ken Vein reviewed present and proposed job descriptions, that both he and Bob Bushfield of the planning office reviewed and there have been modifications in the description, they have listed general duties and responsibilities rather than specific duties and responsibilities; have combined basic and preferred requirements (education and experience) to require "education and experience levels such as usually possessed by a person with a B.S. in civil engineering and 6 years experience in land surveying, plus 2 years experience in right of way acquisition and 4 years experience in municipal planning". He noted that this position requires special requirement of registered land surveyor. He and Jay Graba, personnel officer, both stated that the changes they are proposing in education and experience will correct errors in the job description and bring those requirements to level with comparable positions. He reported that he will take to finance committee if approved; may have an effect on classification of the position.

After considerable discussion it was moved by Glassheim and Beyer to accept as presented and to recommend to finance committee. Motion carried.

Mrs. Beyer stated that she would like to see job description re-

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evaluated if position becomes vacant.

8. Request for waterline to recycling plant, 5170 21st Ave.N.

Vern Gornowicz, Vern's Refuse, presented request to tie into existing line with a 2" line to his property. He presented map showing location of the line, and noted that they now haul water. He reported that he just received 5-year tax exemption from the County, and stated they wouldn't protest annexation in the future; would abandon the 2" line when City installed waterline. It was also noted that Vern's would pay entire cost. Mr. Vein stated their recommendation is not to do because it would set precedence, and Code prohibits, although committee had some questions re. Code requirement. Moved by Beyer and Beach that we approve request and allow Vern's Refuse to install 2" line to their property from existing line, contingent upon their agreement not to protest annexation in the future, and further that the city attorney review and prepare the necessary documents. Motion carried.

9. Matter of consideration of bids:
a) Project 4184, riprap leveling at lagoon.
Al Grasser, asst, city engineer, submitted bid tabulation, indicating that Robinson Excavating low bidder. Moved by Glassheim and Beyer to accept the low bid of Robinson Excavating in the amount of $8,895.00. Motion carried.

b) Project Motor grader for street department.
John Schmisek, city auditor, reviewed his memo to the committee relative to leasing or purchasing the equipment. Mark Lambrecht, asst. director of public works, also recommended purchasing the equipment.

Doug Benson of Midwest Industrial and Jim Eck of Butler Machinery were present. Mr. Eck stated that lease is attractive method to acquire this piece of equipment.

Moved by Beach and Beyer that we proceed with purchase of the equipment from Midwest Industrial in the amount of $89,649.00. Motion carried.

10. Request to install paving in city R/W at 802 Lincoln Drive.
Paul Johnson and Sherry Kowalski were present. Tim Schulte, project engineer, reviewed proposal to install concrete apron on curve. He reported property at 802 Lincoln Drive on curve, no curb and gutter, and vehicles take short cut to make curve, and tear up berm, etc. Mr. Schulte stated that the property owner has agreed to do work to City specs. at his expense. There was some discussion whether City should pay or if this would be setting precedence. It was noted that apron would be designed to gradual pitch, est. cost $125.00. Moved by Glassheim and Beach

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that we authorize property owner to construct paving in City right of way at his expense, contingent upon signing of an indemnity and hold harmless agreement. Motion carried.

11. Matter of programmatic agreement on granitoid pavement.
Mr. Schulte reported that council had approved agreement which was sent to the State for review, and they have now received State's comments; He reported that the city attorney has reviewed and any changes very minor, wouldn't change content of what we intended. It was noted that the State took less restrictive view than the City. Moved by Glassheim and Beyer to approve the agreement and to authorize proper City officials to sign. Motion carried.

12. Plans and specifications for:
a) Proj. 4216, Dist. 350, san. sewer on S. 34th Street
Mr. Grasser reviewed plans for sewer, and stated there is no mechanism of providing sanitary sewer to that area, only feasible way is to tie into existing manhole. He also noted that the Chateau Condo properties were left out of the assessment district; that City property within the district will receive assessment (potential benefit), est. cost $87,000. Moved by Glassheim and Beyer that we 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 and set the date for opening bids as June 6, 1994. Motion carried.

b) Proj. 4146, Dist. 10, Ped. bridge in Johnson's 2nd
Mr. Grasser asked that this matter be held.

c) Proj. 4196, replace sample bldg. on outfall line.
Mr. Grasser reported this is existing building on lagoon discharge line from lagoon to river, and need to replace to protect equipment in the building, est. cost $6,000 for a block building, and is budgeted. Moved by Beyer and Beach to approve plans and specifications and to authorize call for bids. Motion carried.

13. Matter of creating special assessment district:
a) Proj. 4222, Dist. 528, paving 30th Ave.s. and S. 34th St.
Mr. Grasser reported this is street which runs past motels, that they met with property owners and they are agreeable with project to reconstruct curb and gutter street, will construct street at 34th and 30th and taper back into rural section. He noted that storm sewer is in. Moved by Beach and Beyer that we pass a resolution creating the special 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 further that we adopt declaration of intent to sell bonds. Motion carried.

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14. Prelim. eng. agreement for bridge/culvert on N. 55th Street.
Dean Wieland, CPS, Ltd., presented copies of preliminary engineering agreement re. hourly rate with max. fee, and further description of basic engineering services and related matters, plus 1994 fee schedule, that this is preliminary engineering agreement covering concept and plans and specifications. He reported that bridge located mile north of Bergley Toyota on Hwy. 2 and water backs up at that point; that they have to determine whether to go with bridge or box culvert, and that because of complications with jet fuel line go with box culvert. Mr. Grasser reported that this project is part of EDA grant for Richard's West and costs paid out of the grant monies.

Moved by Glassheim and Beach to authorize entering into an agreement with CPS, Ltd. for engineering services on an hourly rate basis plus out of pocket project expenses, in an amount not to exceed $7,866.00. Motion carried.

PUBLIC SERVICE COMMITTEE MEETING ADJOURNED
SPECIAL COUNCIL CHAMBERS REVIEW COMMITTEE CONVENED

Chairman Hagness adjourned the public service committee meeting, and Members Hagness, Beyer, and Glassheim met as City Council Chambers Review Committee (Council Member Johnson is also a member of this committee).

15. Matter of council chambers modifications.
Mr. Hagness reported that he had met with the mayor and also with reps. of EAPC, they may accept some responsibility and will get back to the committee.

There was some discussion re. proposed changes, which includes lowering of council desk and counter area (which will make entire area handicapped accessible), realign counters, installing drawers in desks, etc.

Steve Johnson, deputy building inspector, presented memo listing tabulation of bids received for modifications to the city council chambers and reviewed bids with the committee: 1) modify council desks and counter, and recommended bid by Radi's in the amount of $10,736.96. He also reported est. costs for 2) hearing impaired system (Tricorne Audio), $794.07; 3) podium modifications ( a) control camera, $400.00 and b) VCR hook-up, $150.00); 4) press location - Tricorne Audio (a) move media jack, $256.60 and b) TV media jack, $255.33); 5) camera - Simplex (high resolution camera), $856.00. (Items 2 and 5 have been taken care of) Mr. Johnson stated he would check with contractor re. any other items that might be included (dust protection for camera, etc.) Moved by Hagness and Beyer to recommend to the public service committee that we accept the bid of Radi's for modification of council desk and counter in an amount up to $10,736.96; and approve costs for

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relocation of media jacks in the amounts of $256.60 and $255.33, with a contribution by EAPC in an amount to be determined, and further that costs be paid out of the Building Fund. Motion carried.

The Special Council Chamber Review Committee adjourned, and the Public Service Committee reconvened.

PUBLIC SERVICE COMMITTEE RECONVENED

16. Matter of recommendation from special committee re. council
chambers modifications.
The public service committee considered the recommendation of the special committee. Moved by Beach and Glassheim that we accept the recommendation of the special committee on alteration of the council chambers and forward their recommendation to the council. Motion carried.

17. Matter of purchase of R/W for Paving Project 4147, N.Columbia Road.
Al Grasser presented the matter of purchasing right of way for North Columbia Road paving project, property is owned by State Mill and Highway Department; that City was going to replat property in exchange for the R/W, but State Mill came in and want to be compensated for the right of way. They need authorization to purchase and will include cost as part of the project ($12,000 per acre for 1.2 acres from State Mill and some land from Highway Department, amount not yet determined). Moved by Glassheim and Beach that we authorize City staff to acquire necessary right of way from the ND State Mill and from State Highway Department at a rate of $12,000 per acre. Motion carried.

18. Matter of positions for federally funded projects.
Mr. Vein presented proposal for hiring of additional staff (two employees - project engineer and engineering tech II) to administer federally funded projects, with positions to be funded out of Highway Users' funds. He reported that the DOT has shifted their engineering responsibilities for prelim., design and construction engineering for all federally funded urban street, safety, transportation enhancement, and bridge replacement projects to the City. He stated that because of this it is necessary to add staff for administration and prelim. eng. on DOT projects, to do design and construction engineering for smaller projects and oversee consultants on other projects. He also reviewed listing of projects, incl. 6th Ave.N. reconstruc- tion, that they would still use consultants on many of these projects, and that reimbursement will vary on these projects. Mr. Vein also reported that they are not able to keep up with normal workload because of time spent on these projects - are behind on pavement management system, spec. book revisions put on hold, etc. He stated he has reviewed this with the mayor and

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city auditor, and this information has been given to the Budget Framework committee.

Mrs. Beyer suggested hiring of one position and monitoring of the federal-aid projects and consultant projects and look at this at the end of the year.

Moved by Glassheim and Beyer that we recommend hiring of an Engineer II position to be paid out of Highway Users' Funds in an amount not to exceed $30,000 for salary and benefits for 1994. Motion carried.

Meeting adjourned.


Alice Fontaine
City Clerk

Dated: 5/10/94