Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, July 8, 1996 - 7:00 p.m.

Members present: Hagness, Beyer, Hafner, Klave.

1. Matter of sign encroachment on 36th Ave.S. at Presidents
Park
The committee reviewed diagram showing location of new brick sign at 36th Avenue South and South 11th Street, etc. with property manager of Presidents' Park, who stated that if sign would have to be built behind the 21.5' property line would not be visible and would have to trim trees and possibly reduce their buffer barrier. It was noted that the sign is on City R/W but that committee could give approval with the removal of the sign and stipulation that if sign would have to be moved, it would be done at the owner's expense.

Beyer reported present.

Al Grasser, asst. city engineer, reported that there is watermain in that berm, suggested entering into encroachment agreement which includes hold harmless agreement and liability issue.

Moved by Hafner and Klave to authorize entering into the encroachment agreement with Presidents' Park. Motion carried.

2. Matter of encroachment for plantings within Belmont Road R/W.
Kyle and Marijo Whitcomb, 302 40th Avenue S., were present. Mr. Whitcomb reported that plantings (lilac tree and hedging) done at corner of 40th and Belmont. Mr. Grasser reported that sidewalk 10 ft. in from R/W line and sidewalks right on property line, main concern sight distance at intersections, and only thing found of concern would be if tree becomes obstruction; there is storm sewer in the sidewalk. Mr. Whitcomb stated they would keep hedging maintained/trimmed to 2 1/2' high. Mr. Vein expressed some concern re. future owners maintaining, and they have to look at long term.

Richard Schaffer, 305 Windward Hills, reported that he had received similar letter from Bev Collings re. encroachment (split rail fencing) with trees that have been there 10-12 years. It was noted that 10-12 letters were sent out from inspection dept. Staff stated that they could address those at one time at future meeting.

There was some discussion re. notification to nurseries/garden centers, etc. and this would be done administratively; staff suggested rather than doing that to send notices to property owners.

Mr. Whitcomb also suggested that way to improve that intersection would be to look at 4-way stop, and that in winter snow obstructs sight.

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Moved by Beyer and Klave to allow the encroachment subject to entering into an encroachment agreement, and maintaining of shrubs. Motion carried.

3. Amendment to engineering agreement for Project 4433, Air Base
watermain improvements.
Keith Johnson, asst. city engineer, and Dean Weiland, CPS, Ltd. were present. Mr. Johnson reported that this is Air Base waterline and pump station where the Air Base has requested the City to make improvements to that line. Mr. Johnson reported that the City furnishes water for the Air Base, that there is a pump station in front of or near the Holiday Inn along Hwy. 2 and Air Base waterline runs from that point to the Air Base, this project involves replacing that line from Holiday Inn corner to the Airport intersection and would be replaced by putting 20" line on N. 55th Street from DeMers to Gateway Drive and then on Gateway Drive to the Airport, and also removing the pump station from Holiday Inn corner and relocating to intersection of Airport Entrance Road and Highway 2. He noted that this will improve water to the Airport in that the water pressure will be affected to the airport. He reported that originally this was cast iron line and affected by corrosive soil, will be replaced with PVC

It was reported that City will only pay part of the cost of the project, which will be benefit for future development. Mr. Johnson reported that the City has offered to pay for the difference in the 18 and 20" lines for the mile on North 55th Street, as well as some valves and connections to the City system that are of benefit to the City but not the Air Force; the Air Force has asked the City to maintain the lift station and charge the cost back to the Air Base through water rates. He stated they have made similar request for construction of the project, to pay for over period of 10-20 years.

Mr. Weiland reviewed proposal for engineering services agreement in the amount of $143,686.00; and that originally there were four firms involved, with CPS lead firm, (Advanced Eng. working on pump station, SSR doing electrical and mechanical controls, and Porter doing building). Total construction cost est. $1.8 million, with City share approx. $200,000+ paid through revenue bonds and recovered through water rates, and balance financed by the Air Base. Mr. Vein noted that when project completed, City will have ownership of the project.

Moved by Beyer and Hafner to approve amendment to the engineering services agreement with engineering fees est. in the amount of $143,686.00. Motion carried.

4. Consideration of bids for Proj. 4333, forcemain valve
replacement.
Tom Hanson, WFW, reported that bids were opened this

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afternoon, and submitted summary of bids, ICS, Inc. low bidder at $197,800. He reported that ICS, Inc. is capable contractor and manages projects well, and recommended award of the bid. It was noted that project located at Bacon Road. Moved by Klave and Beyer to accept the low bid and award contract to ICS, Inc. in the amount of $197,800.00. Motion carried.

11. Matter of three-way agreements:
a) Perkins 3rd Addition
Jerry Pribula, Pribula Engineering, reported this area is where C'Mon Inn and Super One are located along Columbia Road, that Perkins family owns property and has sold some land to developer (Hampton Corporation) who wants to put in apartment complex and are requesting installation of utilities (sewer, water, paving) which would be paid with private funds. The committee reviewed plans. Mr. Vein stated they wouldn't install street until had platted right of way. Mr. Grasser stated they are only looking to enter into the three-way agreement and engineering aspects would be worked out in staff. After further discussion it was moved by Hafner and Klave to authorize City to enter into three-way agreement with developer and engineer for installation of utilities at their cost. Motion carried.

(There was some discussion whether one meter in apartment building - fees for mosquito control charged on number of meters, etc. Staff will check this.)

b) Johnson's 2nd (Kuster property)
Mr. Pribula reviewed area and proposed project with the committee (Kuster farmstead sold to Michael Hart and partner and property will be developed), and is requesting to extend water and sewer for four lots, and will be requesting City to install paving. Mr. Grasser reported that engineering specifics will be worked out with staff. Moved by Klave and Hafner to authorize City to enter into three-way agreement with developer and engineer for private installation of sewer and water to serve properties in Johnson's 2nd Addition. Motion carried.

10. Matter of request for utilities.
This item covered in discussion with 11.b)

5. Quotes for conflict monitor tester.
Mr. Grasser reported this goes into traffic signal, conflict monitor watches over controls to insure that you don't get conflicting signals, and this equipment would go through and electronically monitor and verify the workings of the conflict monitor. Question comes up in traffic cases, etc. and will use to test every intersection for documentation, etc.); partially budgeted in 1995 and remainder in 1996. Moved by Klave and Hafner to approve low bid in the amount of $6,135.00. Motion carried.

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6. Budget amendments:
a) Engineering department in the amount of $6,135. for conflict monitor tester from cash carry-over. Moved by Klave and Beyer to approve. Motion carried.
b) Director of Public Works budget in the amount of $2,000 to fund portion of copy machine. Moved by Klave and Beyer to approve. Motion carried.

7. Matter of abandoning sanitary sewer between 3rd and 4th
Streets north of Gateway Drive.
Mr. Grasser reported that Simonson's planning to put in car wash and additional pumps on gas station side, and according to ordinance cannot build over sanitary sewer, that alley vacated several years ago but sanitary sewer was still serving residences out there, that those houses have been bought and will be removed as part of this construction and in order to facilitate need to abandon the City utilities. Mr. Grasser reported that the property owner has stated in his communication that they will be responsible for the sewer after the City abandons it; the City will continue N/S piece. Committee questioned whether neighbors knew that car wash going into the area; and that it was noted that if it went through P & Z, neighborhood informed if non-conforming use.

Moved by Klave and Hoeppner to approve request for abandonment of the sanitary sewer line. Motion carried.

8. Consideration of bids for const./assessment projects:
a) Project 4476, Dist. 373, sanitary sewer on S. 38th St.
(24th-29th Aves.)
b) Project 4477, Dist. 248, watermain on S. 38th St.
(24th-29th Aves.)
c) Proj. 4478, Dist. 374, storm sewer on S. 38th St.
(24th-29th Aves.)
Mr. Grasser reported that this was combined bid; and submitted tabulation of bids received; low bid submitted by Molstad Excavating in the amount of $138,828.00 and recommended award. Moved by Klave and Hafner to accept the low bids of Molstad Excavating, Inc. in the amounts of $58,765.00, $50,625.00 and $29,438.00 respectively for a total bid of $138,828.00. Motion carried.

9. Plans and specifications for projects:
a) Proj. 4479, Dist. 543, paving S. 38th St. (24th-29th)
Mr. Grasser reviewed project. Moved by Klave and Haffner that we pass a resolution approving 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. 4514, Dist. 375, sanitary sewer in Birkholz' 5th
c) Proj. 4515, Dist. 249, watermain in Birkholz' 5th

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d) Proj. 4516, Dist. 376, storm sewer in Birkholz' 5th
Mr. Grasser reported that Mr. Mikkelson is developing this
property, first phase is underground utilities, paving will follow later. Moved by Haffner and Klave that we pass resolutions approving plans and specifications for this construction and further that the city auditor be directed to advertise for bids on the projects. Motion carried.

e) Proj. 4523, sanitary sewer English Coulee Center, Phase II
f) Proj. 4524, watermain English Coulee Center, Phase II
g) Proj. 4525, storm sewer English Coulee Center, Phase II
Mr. Grasser reported that developer has decided to ask for special assessment districts for these projects so rather than approving plans and specs. need authorization to create special assessment districts, etc. for area north of DeMers Avenue west of Columbia Road to the Coulee (storm sewer district includes part of RR property). He distributed copies of the engineer's report and noted that there is no protest to sewer and water. Moved by Klave and Beyer to adopt a resolution (for each of these projects) 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 soil testing for feasibility study/Corps. of Engrs.
Mr. Vein reported that as part of overall agreement with Corps of Engineers City will provide number of in-kind services, and in this case have hired Interstate Testing Services to do some laboratory tests of soil samples (adj. to Red River) at approx. $5500. Moved by Beyer and Klave to authorize funding in the amount of $5500.00 for soil testing. Motion carried. (comm. only)

13. Schedule meeting for Monday, July 15, to consider bids for
paving on 47th Avenue South.
Mr. Grasser reported that NDDOT is funding about half of the cost of this project, City, Park District and Township con- tributing money for the other half, plans and specs have been prepared and called for bids; bids are due July 15, and because five Mondays in July, have 3-week lag between meetings, and asked if committee would meet before council on Monday to consider those bids. Committee scheduled meeting for 7:15 p.m. prior to council on July 15.

Meeting adjourned at 8:00 p.m.

Alice Fontaine
City Clerk
Dated: 7/10/96.