Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, August 12, 1996 - 7:00 p.m.

Members present: Hagness, Beyer, Hafner, Klave.

1. Application for permit to move building from 903 Reeves Drive to 21 Euclid Avenue (storage building).
Steve Johnson, bldg. inspector, presented pictures of the building and recommended approval of the application. Moved by Beyer and Hafner to approve the application, subject to the public hearing. Motion carried.

2. Request from Philip and Elaine Johnson, 503 32nd Ave.S. for
curb cut (closer than required distance from intersection.
Mr. Johnson reported that they had issued building permit and garage is up, that they are asking to be able to access garage from 32nd Ave. S., that this curb cut conforms to those in the neighborhood, and recommended approval. (It was noted that this is second garage, other garage accesses off Walnut). Moved by Hafner and Beyer to approve the request. Motion carried.

3. Matter of encroachment onto public R/W at 901 University
Avenue, Winter Garden Associates.
It was noted in the communication that the new landing and steps constructed for the Kedney Warehouse Apts. on the northwest end of the building along University Ave. project into the public R/W by approx. 9 ft. Mr. Grasser stated there may be some problem with plows throwing snow onto sidewalk. Moved by Hafner and Beyer to authorize entering into an encroachment agreement with Winter Garden Associates. Motion carried.

Klave reported present.

4. Request from Allen Clement for encroachment into public R/W
for installation of ground monument sign (Yamaha of Grand
Forks, 2111 DeMers Avenue).
Allen Clement was present and stated that the reason they were requesting this is that at the time of replat when DeMers Avenue was widened, 10 ft. taken off the front of the lot making the setback for a sign less desirable for visibility, and they are asking permission to encroach the berm by approx. 3 1/2 ft. He noted that the property is mid-block and no problem with adj. properties. He also stated that if they are unable to install the ground monument, they would go with high sign. Member Beyer suggested making approval contingent upon the traffic engineer's review so as not to interfere with traffic. Mr. Vein stated they would do that; he also expressed concern re. precedence. Mr. Bakken stated there are pre-existing signs in the area larger than the proposed sign.

Moved by Beyer and Klave to approve and to enter into an encroachment agreement, contingent upon signing of a hold harm- less agreement. Motion carried.


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5. Request from Van Raden Properties (Park Manor Mobile Home
Court) for permanent waiver of sidewalk installation on south
side of 6th Ave.N. between N. 51st and 55th Sts.
Tim Van Raden stated they are required by City ordinance to put in rear-yard buffer zone and on north side of the curb on Circle Drive North to the property line have 107 ft., City has 21.5 ft. R/W and with buffer yard already approved, going with chainlink fence with slats, vines and dogwood, and what they see as creating problem is maintaining sidewalk during winter which will end up destroying shrubbery because so close to sidewalk. He stated they would rather put money into beautifying buffer yard that in the sidewalk, which they see very little use for.
Mr. Grasser advised that the ordinance requires that all side- walks be installed, and this would be an area where required, unless variance given. Mr. Van Raden reported he has discussed with City staff the installation of sidewalk and maybe next year if City decided needed, would agree to install on east side of their property to the entrance to the mobile home park.

There was some discussion re. granting permanent variance; granting waiver until such time as the land use changed on the Van Raden side, or if school went in, reconsider need for side- walks, wouldn't pursue but wouldn't be permanent waiver. Mr. Grasser stated that there are fair number of mobile home parks that have had exemptions. Mr. Bakken stated he thought there should be sidewalk either on University side or on 6th because kids have no way to get in or out of mobile home court except on University, which is a busy street.

Mr. Grasser suggested making waiver contingent upon installation of sidewalk on University to the entrance of the mobile home park.

Mr. Van Raden stated there will eventually be sidewalk on north side of 6th Avenue North, with openings in the fence to allow children from Sun West to access mobile home court, however, upset tenants because of traffic by their houses.

Mr. Van Raden stated that when water and sewer installed last year and they granted right to encroach on their property, they were granted five-year exemption on sidewalk. Staff will check.

After further discussion it was moved by Klave and Hafner to delay installation of sidewalk contingent upon change in the land use or in the event a school goes into that district and a sidewalk is required, and upon installation of sidewalk along University Avenue from 51st Street to the entrance to the mobile home court. Motion carried.

6. Matter of three-way agreement for private installation of
utilities in Garden View 2nd Addn.

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Mark Lambrecht, CPS, Ltd., reported they are representing Tim Crary, Crary Homes, and presented map showing location of the utilities in the NW quadrant of 11th Ave.S. and S.34th Street, Mr. Crary would like to install water, sewer and storm sewer privately this fall, and asked City to design and install street lighting special assessment process next spring in preparation for next year for 27 single family lots. Mr. Lambrecht stated there is an outfall line that has to be continued on. Moved by Beyer and Klave to authorize entering into a three-way agreement. Motion carried.

7. Change order #1, Proj. 4349, Red River Bikepath.
Held in committee.

8. Matter of prelim. engineering agreement for Proj. 4225, S.
Washington reconstruction.
Mr. Grasser reported this is for committee's information, and staff as well as city attorney will have comments. He stated that the State has added Appendix A which outlines some of the requirements for the City and they will have some comments on that, ie., that under Item 6 it is stated that the storm sewer will be designed for a ten-year storm for the mainline and a five-year storm for the service roads, and his comment is that it should be designed in accordance with federal highway design requirements. Info. only.

9. Matter of Proj. 4513, N.P. bridge rehabilitation:
a) Cost participation and maintenance agreement.
b) Memo of Understanding
c) Assurance of local funding
Mr. Grasser stated that this project put together by MPO and is cooperative effort between Grand Forks/East Grand Forks and NDDOT and MNDOT and Memo of Understanding outlines what everyone is doing, ie., MNDOT would be lead agency on the project, will do final plan approval and advertising, that breakdown of cost participation is that Grand Forks and NDDOT will pay for replacement of ice breaker, replacement of fencing and installation of lighting; East Grand Forks and MNDOT will provide landscaping and new decking on the bridge, and each party will be responsible for maintaining their portion of the project.

Mr. Grasser reported that the cost participation and maintenance agreement is for the North Dakota side, with project cost of $180,000, and matching funds as follows: City of Grand Forks, $18,500, River Forks Commission, $15,000 and Central Business District Assn., $2,500, and that totals $36,000 which would match the construction match for the project. He stated that in addition to that there will be engineering services for design, bidding, concept report, inspection activities, etc. and generally those run about 20-25% of the total project cost, and would add another $45,000 to the cost of the project; that wasn't MINUTES/PUBLIC SERVICE COMMITTEE
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spelled out in the application and is 100% local funds, and in talking to the city auditor, he said they could come up with that funding out of the Sales Tax Infrastructure Reserve Fund. Beyer questioned whether the $18,500 included funds applied for through Beautification funds for lighting, and asked staff to check on that.

Moved by Hafner and Beyer to approve contingent upon review and approval by the city attorney. Motion carried.

10. Request to remove panic gates on DeMers Ave. bikepath
behind 110 Cherry Street.
Allen Lee, 816 4th Avenue South (phone 746-7976), stated that gates in fence on bikepath have been removed and all they have are openings, have gang members back there, graffiti all over the walls, little kids running back there, would like to keep out, and would like first opening closed (behind 816). (Gates probably broken by kids swinging, etc. on gates and hinges broke, etc.) RR required fencing; fencing installed as part of bikeway project.

Held in committee and engineer will look into the matter.

11. Plans and specifications for construction projects:
a) Proj. 4539, san. sewer on S. 30th St. (Perkins 3rd Addn.)
b) Proj. 4540, watermain on S. 30th St. (Perkins 3rd Addn.)
c) Proj. 4541, storm sewer on S. 30th St. (Perkins 3rd Addn.)
d) Proj. 4450, paving on S. 30th Street (Perkins 3rd Addn.)
Mr. Grasser reported that the plans are for utilities to serve area behind Super One, Dan Stauss purchased property, and City entered into three-way agreement for private installation of the utilities and paving - extension of 31st Street south to 36th Avenue, want to get in this fall. He stated that they have requested that the City start process to special assess projects along 36th. He reported they met today and reviewed concept development plan and the master plan along with standard specs. He stated there are some issues involved with sanitary sewer and storm sewer. Committee stated they would like to see plans and specs. and scheduled meeting for Monday, August 19, at 7:15 p.m.

Mr. Grasser reported that the drainage in this whole area drains from southwest to northeast, wanted to point out concern about further development south of 32nd until get sanitary and storm addressed. He stated that when DOT designed 32nd Ave.S. and when they do storm sewer design they only design for the water contained within the R/W, he stated it's been working okay for overland drainage, which is slow, although on big spring run-off as in 1979, inundated whole area. He pointed out certain areas on map showing existing and proposed developments that are adding into that storm sewer system; have put in holding ponds behind WalMart, Perkins and other projects, and difficult to

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build holding ponds for small parcels of land. He stated that these issues need to be looked at. He stated that streets built low enough to accept drainage from surrounding homes and businesses, otherwise draining off right of way and would have to have ditches. He stated that this is one of the reasons they need southend drainway. He also stated that status of the holding ponds will be determined by size of piping, and will have to determine whether reclaiming land in holding ponds will off-set the cost of the pipe.

Mark Lambrecht, CPS, reported that plans close to done on the drainway, land issues not completed. Mr. Grasser reported that they have acquired land between Belmont Road and the river except for one piece they are still working on with Darrell Adams; have to work with Bert Johnson on extensions west of Chestnut and in phase two, deal with the Park District on extensions to the west; that they need to establish tapping areas, approve plans and specs. and establish funding mechanism. He stated it is getting rather late in the season so don't know if get any construction done this year. It was noted that Phase 1 a) is from Belmont to the river, and b) from Chestnut to Washington. Mr. Grasser reported they have come up with tentative offer for the four acres from Mr. Adams. There was some discussion re condemnation, and it was noted that problems with that is it's very time consuming and pay top dollar.

Mr. Grasser stated that there are also some sanitary sewer capacity problems which committee is aware and which they will address by putting in lift stations in the south end.

12. Consideration of bids for construction projects:
a) Proj. 4514, Dist 375, sanitary sewer in Birkholz 5th Addn.
b) Proj. 4515, Dist. 249, watermain in Birkholz 5th Addn.
c) Proj. 4516, Dist. 376, storm sewer in Birkholz 5th Addn.
Mr. Grasser distributed tabulation of bids for area on 24th Avenue South west of 38th Street; Dan Mikkelson property. Moved by Beyer and Klave to accept the low bids of Soberaski, Inc. in the amounts of $71,210.00, $110,985.00 and $163,935.00, respectively, for a total bid of $346,130.00. Motion carried.

d) Proj. 4479, Dist. 543, paving S. 38th Street (24th-29th
Aves.S.)
Mr. Grasser distributed tabulation of bids received for committee's review. Moved by Beyer and Klave to accept the low bid of Valley Contracting Company in the amount of $136,704.90. Motion carried.

13. Matter of City's share of collapsed culvert on English Coulee
Diversion Ditch.
Mr. Grasser reported that the Water Resource District had asked the City to participate in the cost of the project to

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replace the culvert and City had agreed to pay 25%, up to an amount of $17,913.00; that final bills came in and 25% is $19,755.48; and recommended payment of that amount. It was noted that the location is one mile west of 55th Street and about mile north of Gateway Drive. Moved by Beyer and Klave to authorize payment in the amount of $19,755.48. Motion carried.

14. Matter of specs. for curbside recycling and request to call
for bids.
Chairman Hagness reported that committee had set date of October 1 to receive information on recycling. Mr. Vein reported they had some questions on how to put bid specs. together for recycling, currently combined program for collection, sorting, etc.), with idea to look at what other cities are doing, break apart collection, etc., look at various options; and suggested meeting with Vern's before coming back to committee with pro- posals; hold public hearing. It was noted that the contract with Vern's expires at the end of the year. Held in committee.

15. Matter of bids for Proj. 4444. overlay on Minnesota Ave. from
S. 3rd Street to S. 6th Street.
It was reported that a letter had been received from the State Historical Society recommending proceeding with the resurfacing project which involves installation of an asphalt overlay on the entire pavement section of Minnesota Avenue from South 3rd Street to the alley west of South 5th Street, and noting that the project does not involve widening of the street, alterations to existing curb and gutter, or demolition or alteration of the granitoid that will be overlaid. It was also noted that Valley Contracting Company, who was low bidder on the project will not accept award of the project at their original bid price of $20,310, but would need an additional 15% to cover costs and delays on other project if they were to accept the award. It was noted that next bid received was $36,439.50, and if project rebid would not get done this year. Mr. Grasser reported that they have negotiated the 15% to about 12.5% or $2500 and if project awarded would probably have to come up with new completion date. Moved by Beyer and Hafner to accept the bid of Valley Contracting Company in the amount of $20,310.00 plus negotiated amount of $2,500, for a total bid of $22,810.00. Motion carried

16. Matter of paving project on Chestnut Street.
It was reported that grass along Chestnut from south of 47th Ave.S. not growing, grass hydro-seed, needs black dirt. Mr. Grasser reported that they have been dealing with contractor (Valley Contracting) and there is disagreement about what was called for in the specs., what black dirt is and how the work was done; he stated they get into what was allowed and approved, etc. It was noted that Valley Contracting prime contractor, Robinson and Duckstad sub-contractors for dirt and seeding. He noted that

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there are issues re. salvage of black dirt from roadbed, intent of specs.; have neighborhood very dissatisfied with landscaping. He stated that they have finaled the project, $6,000 was bid price for actual seeding for 6 blocks; that his suggestion is to reduce the engineering by that amount and credit back to property owners to allow them to accept as a credit or to do work themselves, about $140-50 per property. Committee did not agree with suggestion. It was suggested that staff discuss with contractor and city attorney. Held in committee.

17. Matter of bikepath on DeMers Avenue.
Member Beyer reported that the bikepath in front of her husband's office at 2422 DeMers Avenue is lower than other sections and gravel from trucks gets on path and creates hazard. Mr. Vein suggested writing letter suggesting putting in barrier between lot and bikepath. (comm only)

18. Matter of storm sewer project in Sun Beam Addn. (drainage pipe to the river).
Member Beyer asked if the Park District had asked City to keep construction road in there, that she has received calls from property owners opposed to that road. Mr. Grasser will check this.

Meeting adjourned at 8;45 p.m.

Alice Fontaine
City Clerk

Dated: 8/14/96.