Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, August 29, 1994 - 7:00 p.m.

Members present: Beyer, Hamerlik, Klave.

1. Communication from District IV Solid Waste Mgmt. Board:
a) project to identify potential landfill sites
b) request for funding to promote recycling.
Held for 2 weeks.

2. Matter of NDDOT Urban Project Agreement for Federal Aid
project (bridge replacement on South 42nd Street).
Mark Lambrecht stated this was standard form of agreement re. federal aid funding, and reported that the city attorney has reviewed the agreement. It was noted that the agreement is between City and State, plans are ready to go to bid and City is certifying that R/W is in hand, certifying to relocation of any utilities, financial capability to follow through, and responsibility for maintenance. It was also reported that KBM prepared plans and specifications which are at DOT, and this is our commitment to the project. Moved by Klave and Hamerlik to recommend approval and to authorize appropriate city officials to sign said agreement. Motion carried.

3. Matter of easement purchases:
Mr. Vein reviewed easements with committee:
a) along Hwy. No. 2 from 55th Street to Airport Drive.
Eleven temporary construction and two permanent access and screening easements, incl. vehicle relocation funds, for $22,300.
b) along 17th Ave.S. from 36th St. to I-29.
Temporary construction easement, drainage and utility easement and warranty deed for 42nd Street Bridge Replacement Project No. 4109, for $13,150 (based upon appraisal).

c) along 17th Ave.S. between S. 36th St. and I-29.
Temporary construction easement drainage and utility easement, and warranty deed for 42nd St. Bridge Replacement Proj. 4109, for $28,850 (based upon appraisal).

Moved by Hamerlik and Klave to approve purchase of the easements. Motion carried.

4. Matter of meeting prior to city council for consideration of
bids.
The committee scheduled a meeting for Tuesday, September 6, at 7:00 p.m. in Room A-205 to consider bids for the following projects:
a) Project No. 4218, Dist. 351, temporary lift station at 32nd Ave.S. and S. 48th Street;
b) Project No. 4247, Dist. 354, forcemain along S. 48th street from 32nd Avenue South to 17th Avenue South; and
c) Project No. 4242, Dist. 355, sanitary sewer on North 51st Street from 6th Avenue North to 500 ft. north.
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Mr. Hamerlik expressed some concern as to whether it was unfair to other council members and public to hold meeting just prior to council.

5. Matter of Project 4252, Dist. 11 (sidewalk in easement ).
Mr. Vein distributed copies of the assessment district map and stated that the city engineer has authority to create the district, and asked committee to concur in assessment district as shown on the map. Moved by Hamerlik and Klave to concur in the creation of the assessment district as presented by the city engineer. Motion carried.

6. Matter of plans and specifications for Project 3945, Highway
2 Beautification.
Hugh Veit, KBM, reviewed plans and specifications for the project along U.S. Highway 2 from N. 55th St. to Airport Drive.

Mr. Veit reported there will be some screening by Weekley's and Swanglers', plantings where have easements, and reviewed specs. for fencing in front of Weekley's and Swangler's and old motel property, etc. (wood fence with corners and gates concrete, minimum height 10 ft.) Mr. Vein reported they had met with Valley Contracting re. property along Highway 2 (asphalt storage area, etc.) and were unable to obtain easements, they were not interested in selling or trading, they want to continue to maintain that site. Mr. Veit also reported there will be replacement of dirt in berm with good soil, and drainage to ditch.; total est., with easements, plantings, etc., wood-concrete fence, $600,000; other option, fence entirely concrete, $800,000. He noted engineering and land acquisition $120,000.

He reviewed bidding and construction schedule: that they will bid per running foot of fence; bidding in late fall to get good price on concrete panels, with completion date 8-1-95. He stated they will advertise week of September 13 in Construction Bulletin and local papers with bid opening October 19, 1994. He stated that the State wants to see 30-day advertising bid on the project, that they are getting plans to State and they in turn take to feds., and asked for approval of the plans with bid opening October 19, contingent upon DOT review.

Mr. Vein noted maintenance problems City has had on fence on 7th Ave.S. and suggested that they make sure that there's not a lot of maintenance on fence; Mr. Veit stated it wont' blow over. Mr. Lambrecht also expressed some concern re. maintenance. Beyer stated she had questioned maintenance budget, and Mayor had said they would deal with when comes up.

Moved by Klave and Hamerlik to approve plans and specifications, with bid opening on October 19, 1994, contingent upon ND Dept. of Transportation review. Motion carried.

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7. Matter of plans and specifications:
a) Proj. 4236, Dist. 353, sanitary sewer on 24th Ave.S.
Mr. Vein reviewed plans and specs. for this project on 24th at S. 40th Street to S. 42nd Street extended, and that they are proposing to keep utilities on north side of street as this will reduce cost of paving and reduce backfill requirements. Moved by Klave and Hamerlik 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. Motion carried.

b) Proj. 4243, Dist. 235, watermain on 24th Avenue N. and 44th Street.
Mr. Vein reported this watermain will serve Radii's, that Mr. Senske has been talking re. installing line privately, but if that should happen council would still have to approve plans and specs., and enter into three-way agreement. Moved by Hamerlik and Klave 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. Motion carried.

c) Proj. 4249, Dist. 236, watermain on 26th Ave.S.
Mr. Vein reported this line will serve Mikkelson development, continuation of looping waterline. Moved by Hamerlik and Klave 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. Motion carried.

d) Proj. 4252, Dist. 11, sidewalk in easement from Glenn Circle to strip park.
Moved by Klave and Hamerlik 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. Motion carried.

e) Proj. 4185, storm sewer outfall repairs at three locations:
1) end of Elks Drive
2) 15th Ave.S. extended
3) Birkholz' Addition just east of 17th Ave.S.
Mr. Vein stated these are small repair jobs, est. cost no more than $5,000 each, and would be covered under storm sewer maintenance. Moved by Hamerlik and Klave to approve plans and specifications and authorize call for bids. Motion carried.

8. Matter of hauling clay to landfill.
Mr. Lambrecht reported that a memo from Mark Walker, project engineer, had been sent to the committee, reporting that arrangements had been made with Gowan Construction and NDDOT to
have excess clay material from Gateway Drive hauled to the land-
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fill in lieu of hauling it to the project stockpile, that Gowan has agreed to haul the material at $2.30/c.y. of which $0.55/c.y. will be paid for by the project; that Gowan estimates approx. 10,000 c.y. will be hauled to the landfill, with City's est. cost share as follows: 10,000 c.y. @$1.75/cy or $17,500. Mr. Lambrecht noted that there was a cost savings to the City in loading and handling, and that they have funds in landfill closure budget to pay cost. Moved by Klave and Hamerlik to approve purchase of excess fill in the amount of $17,500.

9. Matter of NDDOT change order on 32nd Ave.S. project.
Mr. Lambrecht reported change order is a deduct of $41,083.79, reconciliation for past change orders (that it took some time for paperwork to catch up at State level). Moved by Hamerlik and Klave to approve the change order. Motion carried.

10. Matter of Project No. 4015, Sanitary Pump Station #28.
Tom Hanson, WFW, reviewed the following items with the committee:
a) final change order which is a deduct of $1,274.00.
Moved by Klave and Hamerlik to approve. Motion carried.

b) final estimate in the amount of $4,018.42.
Moved by Klave and Hamerlik to approve. Motion carried. and
c) certificate of completion which has 3 items on punch list and which will be monitored by the engineer. Moved by Hamerlik and Klave to approve the certificate of completion. Motion carried.

11. Matter of specs. for salt and sand for 1994-95 season.
Mr. Lambrecht reported there is $55,000 budgeted, and is standard bid. He also noted that the yard at the new public works facility will be ready by early September, and salt and sand can be stockpiled there. After some discussion it was moved by Hamerlik and Klave to approve specs. and authorize call for bids. Motion carried. (comm. only)

12. Matter of budget amendments/transfers.
Mr. Lambrecht and Dick Newman reviewed requests for amendments and/or transfer of funds within sanitation department budget. Mr. Lambrecht reported that the sanitation dept. has been very busy.
a) $20,000 - request for transfer within Sanitation Dept. budget to cover part-time help.
Moved by Hamerlik and Klave to approve the request for transfer. Motion carried.
b) $16,000 - request for budget amendment - cash carry-over to cover reclassifications.
c) $5,284.00 - solid waste grant - amendment to reflect grant funds received.

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Moved by Hamerlik and Klave to approve the request for budget amendment and to introduce the ordinance for first reading. Motion carried.

13. Temporary and overtime statement for July, 1994.
There was some discussion as to whether this report should be presented to committee for consideration - Mr. Hamerlik felt it is budgeted, is after the fact, and is the department head's responsibility. Moved by Klave and Hamerlik to approve. Motion carried. (committee only).

Meeting adjourned.

Alice Fontaine
City Clerk

Dated: 8/30/94.