Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, March 25, 1996 - 7:00 p.m.

Members present: Hagness, Beyer, Hamerlik, Klave.

2. Request to call for bids:
a) laboratory particle counter for water plant.
Hazel Fetters-Sletten reported this is budgeted item, and asked to call for bids. Moved by Klave and Hamerlik to authorize call for bids. Motion carried. (committee only)

b) fluoride feed system.
Mrs. Sletten reported that this is also budgeted item, would like to bid equipment and they would do installation, and submitted justification for the equipment. Moved by Klave and Hagness to authorize call for bids. Motion carried. (comm. only)

Beyer reported present.

3. Matter of budget amendment:
a) Water treatment plant - $45,000
Mrs. Sletten reported these items (EERC freeze-thaw evalua- tion, $25,000, Advanced Eng. water supply study, $10,000 and EERC Red River Water Mgmt. consortium, $10,000) had been approved by council but not included in the 1996 budget, and funds will come from cash carryover. Moved by Klave and Beyer to approve the budget amendment. Motion carried.

4. Consideration of equipment bids:
a) riding lawnmower for street department:
Gary Fish, supt. of streets, submitted tabulation of bids, and recommended award to North Star Turf in the amount of $12,085.00 for Jacobson mower, 7" ground clearance. He stated that North Star Turf only bid meeting specs. for 7" ground clearance, which is required because of mowing in medians and need curb clearance. He also noted this bid is without trade. Moved by Hamerlik to accept the bid of North Star Turf in the amount of $12,085.00, only bid meeting specs. Motion carried.

Mr. Fish stated that he will turn the John Deere mower over to the water plant.

b) blacktop compactor
Mr. Fish submitted tabulation of bids, 2 bids received for same equipment, with Swanston Equipment low bidder. Moved by Beyer and Klave to accept the low bid of Swanston Equipment, Fargo, in the amount of $5,815.00. Motion carried. (comm.only)

4.1 Matter of emergency funds for ditching.
Mr. Fish reported that there was flood on 32nd Avenue South near Spicer's Truck Stop and GF Grocery, water 2 ft. deep (water broke loose in the field and culverts and ditches full of snow), hired Florian's to open up ditches, and asked for funds to
cover cost of this work. He stated he hasn't received bill as
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March 25, 1996 - Page 2

yet. Moved by Hamerlik and Beyer to declare emergency and authorize funds to cover the cost. Motion carried.

Mr. Fish reported that they have found chairs for office, $220/each, and everyone is satisfied. No action required.

4.2 Matter of documentation for agenda items.
Mr. Hamerlik expressed concern re. lack of documentation included with agenda; make decision on items with limited in- formation. Mr. Vein reported that not all information available when agenda sent out, i.e., bids not received until afternoon of meeting day, and questioned whether they would want plans and specs. on projects. Other committee members did not have a con- cern with items relative to construction projects/bids. Hagness reported that he reviews agenda items with staff at 3:30 p.m. on afternoon of meeting and anyone who wants to attend can do so.

0. Matter of sanitation cost of services study.
Chuck Grotte, asst. dir. of public works, and Candi Stjern, accountant, reviewed information which had been submitted to the council members and department heads at meeting on March 12, and submitted listing of assumptions re. cost of services:
1) based on 1996 budget for the current level of service;
2) capital expenses are an estimated average annual amount;
3) administration expenses are allocated based on the percent of operating expense for each activity to the total department operating expense;
4) landfill expenses are allocated based on the percent of landfill tonnage created by each activity;
5) landfill capital expenses will be phased in gradually until they reach the level necessary to sustain the new landfill;
6) Landfill tonnage projections were taken from the Burns and McDonnell Solid Waste Disposal Study (assumes 40% diversion);
7) resident and non-resident tipping fees will be equal by 1998; 8) the majority of expenses for refuse activities are pro-rated based on employees' time spent on each activity;
9) commercial costs are based on cubic yard per pickup;
10) no container rental fee will be charged;
11) residential costs are stated on a monthly basis;
12) apartments are considered residential; and 13: once per week pickup assumes four fewer employees and two fewer trucks.

Mr. Grotte stated that study about having people pay for cost of services, that is regional landfill and not appropriate to charge those outside more for tipping fees, however, not a problem to adjust rates. Committee questioned what rationale was to make tipping fees same for inside and outside city; Mr. Vein stated that new communities added each year, new landfill, and everyone starting from scratch. Chairman Hagness stated this is regional landfill and they were going to establish fair and equitable rate for everyone; smaller communities, etc. have hauling and

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transportation costs that City does not have. Dave Beach, member of the Board, made several observations: 1) legal issue, liability follows generator of the waste, however, very hard to enforce; 2) everyone in region pays the same tipping fee, but each community carries its own transportation costs; and 3) it's always been the mayor's position to take care of these people in the trade area. Mr. Hamerlik stated that if transportation going to be the equalizer, would it not be best to have as close as possible outside the city limits. Mr. Beach stated it has always been position of City that they want landfill as close to Grand Forks as possible (center of population)

Vern Gornowicz, Vern's Recycling, stated that 58% of refuse to the landfill will come out of the city of Grand Forks, and tipping fees and transportation costs for smaller communities added to their costs.

Mr. Grotte stated they are asking committee to agree or approve assumptions, and if agreeable how they have rate structure set up based on the assumptions, they would then propose rates to the committee. It was noted that even if agree to the assumptions, it doesn't mean they will happen. Mr. Grotte stated they are assumptions, and will continue to monitor, and next year will go through study again and come up with new rate.

Moved by Beyer and Klave to accept the assumptions. Motion carried.

1. Matter of sewer connection fee for Ulland Park.
Dick Leker, Park District, stated that the sewer connection fee adopted at the time the City constructed the sewage lagoon, and set up formula which applied to city at that time, and for future. He stated that because fees so high, subdivided park (Lions and Optimist Park) property and paid on small lots; that Bringewatt subdivided but because of delays didn't get filed and didn't get assessment on the small lot. He stated that since then Mr. Vein informed him that the entire park would be subject to the assessment fee based on the fee established 30 years ago. He stated that if apply that formula to Ulland Park, assessment fee from over $100,000 and down based upon that acreage. He stated that treating it as a single-family residential area, and would like committee to adjust to individual fee assessment.

There was some discussion as to effect this would have on other properties if granted. Mr. Vein stated that ordinance divided into various rates, i.e., commercial, parks, schools, and residential. Bev Collings stated there are three rates, single family, multi-family, which the Park would pay and commercial. It was noted that the fee for Ulland Park based on entire park would be $18,844.00 (there had been mis-calculation with fee of $105,000, which is why matter was brought to committee).

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It was noted that the monies collected from the fee goes back into the department to pay for maintenance and operation of treatment system.

Moved by Beyer and Klave to receive and file. Motion carried.

0. Matter of sanitation cost of services study - cont.
It was stated that the reason for increase is cost of new landfill.
Ms. Beyer reported she had call from resident in favor of charging garbage pickup per bag, those recycling would pay less for garbage pickup.
Rachel Gornowicz, Vern's, stated that East Grand Forks' program is under Minnesota statute; East Grand Forks has 75-80% participating in recycling. She noted they have programs in place for smaller communities; percentage depends on areas served; smaller communities have higher rate participating. It was also noted that in agreements with haulers, they state they will have recycling program. It was also noted that the Air Force Base has mandatory recycling, recycle or don't pick up garbage. Christi Stonecipher stated there would have to be economic incentives if want to see increase in reycling.

The committee reviewed summary for tipping fees, and residential and commercial collection fees.

Moved by Beyer and Hamerlik to approve increase in residential tipping fee to $16.00/per ton for 1996. Motion carried.

Mr. Grotte reported that the current rate for residential garbage collection is $7.05; current cost of service, $8.15; for 1996 they are projecting cost of service at $9.36 and recommending rate for current service of $8.33/mo. It was noted that rates would become effective May 1.

Moved by Beyer and Hamerlik to increase rate for residential collection to $8.33/mo. at current level of service. Motion carried.

Mr. Grotte reported that the current commercial rate is $1.70/cy per pickup and cost of current service is $2.60; that they are projecting cost of current service for 1996 at $2.93, and are recommending a rate for current service of $2.93/per c.y. per pickup. He stated that Mr. Newman distributed hand-outs on various options - to encourage customers to get larger containers which are picked up less often and would like committee to look at that. He reviewed info. with the committee.

Moved by Klave and Hamerlik to increase rate for current commercial service to $2.93/per c.y. per pickup. Motion carried.


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Christi Stonecipher distributed copies of curbside recycling collection, and reviewed education program on recycling. There was some discussion re. curbside reycling comparisons for 1994 and 1995; that in 1995 1076 tons collected at cost of $249/ton for approx. cost of $268,000 for collection; compared to 1453 tons collected in 1994 at $178/ton for total cost of $259,000. It was suggested that the City should be more aggressive on recycling; what schools doing, etc. Moved by Hamerlik and Klave to receive and file the information, and the matter be brought up for consideration not later than October 1. Motion carried.

Dick Newman reported that they are still looking at the side-loader issue as possible method of collection which would also reduce forces and add a fee.

Hamerlik and Klave excused.

5. Consideration of construction bids:
a) Proj. 4337, Dist. 372, sanitary sewer on 11th Ave.S. along Sertoma Park
Mark Walker, project engineer, submitted tabulation of bids received. Moved by Beyer and Hagness that we accept the low bid of Molstad Excavating, Inc. in the amount of $39,980.00. Motion carried.

b) Proj. 4368, Dist. 241, watermain on S. 34th St. from 24th to 30th Aves.S.
Mr. Walker submitted tabulation of bids received. Moved by Beyer and Hagness that we accept the low bid of Molstad Excavating, Inc. in the amount of $87,256.00. Motion carried.

6. Matter of plans and specifications:
a) Proj. 4386, Dist. 366, storm sewer outfall in Sun Beam Addn.
Tim Lykken, project eng., presented plans and specs. for the project. Moved by Beyer and Hagness 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.

Hamerlik and Klave reported back.

b) Proj. 4410, Dist. 539, paving S. 34th St. and 24th Ave.S.
Mr. Lykken presented plans and specs. for the project. Moved by Beyer and Hagness 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. 4279, 1995 bus shelter modifications.
Mark Walker, project engineer, presented plans for bus

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shelter modifications to bring to ADA standards, with funding for the project from CDBG in the amount of $35,000. Moved by Beyer and Klave to approve the plans and specifications for this construction and further that the city auditor be directed to advertise for bids on the project. Motion carried. (comm. only)
d) Proj. 4448, Dist. 246, watermain on N. 43rd St (24th-26th Aves. N.)
Mr. Walker presented plans and specs. for the project. Moved by Beyer 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.

e) Proj. 4312, Dist. 533, paving 30th Ave.S. (38th Street west)
Plans and specs. were presented for paving on 30th Ave.S. Moved by Beyer 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.

f) Proj. 4444, overlay Minnesota and 4th Avenue South.
Held.

7. Matter of creating special assessment districts:
a) Project 4418, Dist. 542, paving S. 34th St. from DeMers to 17th Ave.S.
Tim Lykken, project engineer, reported that the project includes City costs of 20% for classified street and costs for culvert; City will also finance tapping fees. Moved by Beyer and Klave 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.

8. Matter of purchase of property for future water plant ex-
pansion.
The matter of purchase of property at 311 Minnesota Avenue for the future water plant expansion was presented; appraised value $42,000, assessor's valuation of $39,600. Mr. Grotte noted that it was the City's policy to pay the higher of the two valuations. Moved by Beyer and Hamerlik to authorize purchase of the property in the amount of $42,000. Motion carried.

Motion by Beyer and Hamerlik to adjourn was approved; meeting adjourned at 9:00 p.m.
Alice Fontaine, City Clerk
Dated: 03/26/96.