Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, September 30, 1996 - 6:45 p m.

Members present: Hagness, Beyer, Hafner, Klave.

2. Consideration of resolutions re. dependable water supply
for Red River Valley.
Warren Jamison, manager of the Garrison Conservancy District, stated he is representing North Dakota Coalition's interest in a water supply resolution.

a) Mr. Jamison reviewed the first resolution which speaks to the issue of a long term water supply for the Red River Valley and to the completion of the Garrison Diversion project; 1) that the State would take the responsibility that the Bureau of Reclama- tion has held for doing the engineering, planning, management and construction; 2) they have not determined how an economic recovery fund would be funded but principle established would be that whatever system used, don't want it to have an affect on existing power users; that the required funding from the federal government is reduced considerably from what's authorized today, funding of $600-700 million, and don't think it's realistic to expect Congress to appropriate that kind of money, esp. for irrigation, so they propose to deauthorize the irrigation and reduce the cost to $400 million;

Beyer reported present.

and 3) that the governor and our congressional delegation are urged to work together to finalize and introduce legislation to downsize and complete the Garrison water supply principal facilities and thereby to secure a long-term future water supply, and to establish a water fund to assist in the development and completion of water supply infrastructure for North Dakota.

He reported that this had been referred back to the ND Water Coalition, which is a group of different entities around the state, and they have asked that this resolution be adopted and forwarded on so the member rep. the City of Grand Forks could vote in a subsequent meeting in favor of this resolution.

Mr. Jamison stated that the deauthorization means that there are 130,000 acres under the 1986 Act that would be built by the federal government; the federal government doesn't want to involve itself in the delivery of irrigation water in the future, and so have deauthorized that, but in place of that would retain the right to use the delivery system but initiative for building would be at the local level with financial assistance from the recovery fund, but decision on how recovery fund would be used would be a State decision rather than federal. He stated that the $400 million which is the amount needed to complete the principal supply works, and way structured is that the federal government would have to appropriate those monies into a construction account, and we don't obligate ourselves until the

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money is there and available; but question is how much of existing cost is repayable and their current position is that all the money spent to date is sunk cost because provides no benefit whatsoever, so anything investing now of federal money is to turn into a benefit instead of a liability.

Klave reported present.

After further discussion, it was moved by Hafner and Beyer that we adopt the resolution. Motion carried.

b) Mr. Jamison reviewed the water infrastructure resolution. He stated that this resolution comes about as a result of the interim committee on water resource financing that was established by the last ND legislative session; the committee has looked at needs of water development throughout the state, and turned to the Water Coalition and asked them to prioritize and sort out the water needs around the state; Coalition did that; and have recommended that a $41 million budget be established state-wide for water resource development in the next biennium; the committee is looking at ways to find the $41 million and there are two bills before the Water Resources Committee (one would take $41 million out of general appropriated funds and other would be looking at variety of ways to increase revenues). He stated that this resolution attempts to say that we are supportive of whatever they have to do and leave decision to the state legislature; and that we support legislators' efforts to find funds in the next biennium.

Hafner and Beyer moved the adoption of the resolution. Motion carried.

The committee recognized and thanked Bob Strand, chairman of the Garrison Conservancy District; Frank Orthmeyer member of the Board rep. Grand Forks District; and Elmer Hillsland who is on State Water Commission rep. our area, who were in the audience.

1. Public hearing on Sludge Plant Facility Plan, Project No.
4377.
Hazel Fetters-Sletten, water plant superintendent, presented information on the sludge plant, which is located across 3rd Street from the water plant, and the purpose of the plant is to remove solids and waste material that is generated within the treatment process; that building constructed in 1974-1976 and at that time water plant was a 9 mgd treatment plant, and the sludge plant was constructed with an 11 mgd water treatment plant flow with just lime, soda ash softening solids; 1984 expansion which added the pre-treatment fac. and expanded alum treatment and added another kind of sludge, and added extra softening basins, etc. She stated that the original cost was $1.4 million, the technology used was gravity thickening, vacuum filter dewatering

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and clarification. She reviewed some of the problems in the system: frequent discharges to river, aging equipment, dated technology, impacts and limitations on treatment plant. She stated that because of these problems the State Health Dept. made a visit with mandate for corrective action, and City hired Advanced Eng. to do an evaluation of the facility.

Steve Burian, Advanced Engineering, reported they did an engineering analysis of the facility, reviewed system deficiencies, and found additional problems. He stated they evaluated options for solving these problems and he reviewed proposed improvements, that they looked at several levels with range of design life, etc. and their recommendation to pursue Level D which has 20 year design life; est. cost of $8.8 million.
He reviewed schedule from evaluation and plan to construction improvements with construction to start in late 1997 and continuing through 1999. He reported they have combined phases 1 and 2 with savings of $2.7 million. It was noted that funding anticipated from State Revolving Fund with 20-year term and 3% interest rate.

Committee questioned why upgrade needed, federal regulations? Mr. Burian stated capacity is an issue, regulations indirectly and aging equipment.

Committee questioned whether sludge has to be hauled to the landfill, whether could be held at plant when landfill closed; Mr. Burian reported that the new design incorporates a 4-truck bay and with that could move from one truck to another allowing holding over weekend. Mr. Vein stated that existing landfill will remain as an inert landfill and this type of material can be hauled to existing landfill; new landfill will be for municipal solid wastes only; and this wouldn't go to new landfill.

Chuck Grotte, asst. dir. of public works, stated that he was not prepared to discuss rates tonight because the main intent was to hold public hearing which is a requirement to get the State Revolving Loan money started and to get public input; and that about the middle of October will get back to Rate Study Committee. He stated committee is looking at utility rates for next 7 years or so and still meeting with finance people, but right now do not have those numbers. He stated that public hearing was for public comment, to finalize facility plan and approve if no comments; after that they would come back and ask for engineering for project design, which would be after they know rate structure.

Chairman Hagness called for the public hearing on sludge plant facility plan, Project No. 4377. There were no comments and Chairman Hagness closed the public hearing.


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Klave asked what consequences if we don't do anything, fines? Hazel Fetters-Sletten stated that because this is international waterway the fines more substantial and City could be sued by downstream users. Chairman Hagness stated that last time EPA considered fining City (because of trihalomethanes) fine was $25,000/day. Hazel reported that City generates its own wastes in the cleaning process (water from river with removal of mud, bacteria, chemicals, etc.) and City hauls 6 16-ton loads of sludge per day 6 days a week.

Moved by Beyer and Klave to approve the facility plan. Motion carried.

18. Matter of waste oil collection container bids.
Mr. Grotte reported the City currently has facility on Acme Electric property, need to vacate those premises and find other locations around the city to make more convenient for residents. He reported they requested and received four bids, three of which met specs., and after reviewing bids, recommend acceptance of bid of Safe-T-Tank Corporation in the amount of $10,428. He reported they have been working primarily with fire stations as locations, at North and South substations, at public works facility on 47th Street and still trying to find site in south end of the city, with the idea to provide better service to the public, funding from sanitation department recycling program contingency fund. He reviewed storage and removal procedures of used oil from the sites (stored in containers, pumped out and hauled away) and that in discussing with the fire chief no concerns re. safety; however, there was some concern re. people dumping other materials in tanks, etc. He also stated that plans are to check sites every day to make sure area cleaned up, etc., and tanks have overfill device so close when full (tanks are 6'x4'x34") and are 500 gal.ea.

There was some discussion by the committee re. fencing or screening of the tanks, fines for depositing materials other than used motor oil, etc.

Rod St. Aubyn, 1906 Willow Drive, stated that neighborhood quite concerned, major concern is that tanks inappropriate to be located in residential neighborhood; other concern is uncon- trolled dumping, people who abuse and don't get caught, fines not deterrent. He suggested that this is not job of fire inspectors, and should talk to private businesses who sell motor oil who may provide site as public service, or even if City had to pay token amount to assist, they would have more control of what's going into tanks. He asked the committee to reconsider locating collection sites in residential areas. Chairman Hagness stated that they have asked private business and they have said no.

George Hastings, 1602 Dellwood Court, suggested offering to

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various businesses who burn used oil for heating (Wilcox & Malm, Rydells, etc.), that Wallworks in Fargo burns 2200 gal. in their shop. Committee stated that only problem with that is that City would still have to have collection sites.

Mr. Grotte reported they asked Cenex, Amoco, Jiffy Lube and they all refused; contacted Rydells who also said they were not interested. He stated he also talked with Vern's, who are not interested in buying tanks.

Dick Westacott, fire inspector, reported that the State of Minnesota has regulation that businesses selling oil have to do two things: post sign where waste oil can be collected, or put tank on their site. He suggested adopting such an ordinance, that people receiving oil would be monitoring it.

Other individuals who appeared protesting the location of collection sites in residential neighborhoods (ie., 17th Ave.S. and S. 20th St.) because of safety concerns, property values, odor, monitoring dumping of oil, increased traffic, aesthetics, not appropriate in residential setting, were:
Glen Hoffert, 1618 Dellwood Court.
Sia and Louise Anvarinia, 1613 South 20th Street
Roger Haugen, 1614 Dellwood Court
Jan Reilly, 1602 South 19th Street
Keith Holly, 1606 South 19th Street
Scott Selk, 2238 Springbrook Court
Al Sonnenberg, 2245 Springbrook Court

Chief Aulich stated that when this was discussed he didn't realize it was this controversial, and recommended doing more research.

Mr. Grotte reported bids received for four tanks and would expire October 16 and delivery would be 30-35 days after council approval. Committee suggested possibility of larger tanks if locate on commercial sites, etc. Mr. Grotte reported currently collecting approx. 1,000 gal. every 2 weeks. Committee then suggested buying tanks and locating at city garage so tank can be removed from the Acme location and to continue researching. Mr. Grotte stated tanks bid as a whole and not sure they can purchase two (rather than four bid).

Moved by Hafner and Klave to purchase two tanks to be located at city garage. Motion carried.

8. Matter of berm landscaping on Project No. 4266, south
Chestnut paving.
Mr. Grasser reported that committee is aware of the problem with berm work, that he met with Herb Helgeson and other residents, that he talked to Duckstad Contracting and they are MINUTES/PUBLIC SERVICE COMMITTEE
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planning to go in and do broadcast seeding. He stated that they would like to propose providing a credit to the residents for the cost of the berm seeding.

Herb Helgeson, 324 52nd Avenue South, presented petition to the committee which stated that after attempts to rectify the extremely unsatisfactory condition of the berms, they are submitting petition of protest, and request that the City take whatever action necessary to correct and improve these berms, restoring them to the quality condition they possessed prior to their removal for street construction. He reported that he and a number of the residents met with Mr. Grasser and were in favor of his proposal to refund money for reseeding and let residents do it themselves.

Mr. Grasser stated he was proposing to give $150.00 construction credit per lot that received hydroseeding, which would be about $190.00 assessment, that funds would be paid for out of reduction in engineering fees. He stated the reason that he is proposing this is that they found out in the course of the project, there are areas in specs. that should be tightened up and that is why not comfortable going after the contractor.

Moved by Hafner and Beyer to give a $150.00 construction credit per lot to those lots which received hydroseeding, which would amount to a $190.00 assessment, and that funds would be paid out of a reduction in the engineering fees for the project. Motion carried.

3. Request that City erect fence on LeClerc property (Davis
junkyard problem).
Warren LeClerc, RR #1, Grand Forks, stated he lives 3 miles south of Grand Forks on Hwy. 81, that they purchased property in early 1980's and moved on property in 1985 under assumption that problem on adj. property would be taken care of; that this came under zoning jurisdiction of the City. He stated notices were sent to Mr. Davis with nothing done, that about year and half ago Court ordered the property owner to clean up the property by certain date and if not done, City instructed to do so; and in thinking problem would be taken care of, they built an RV park, which was authorized by the City. He reported he met with Mayor Owens, that City had received bid to clean up the property, but bid astronomical ($13,000). He stated he is asking that if this is allowed to continue, that a fence be erected at the City's expense. He stated condition of adj. property is detrimental to his property, there is odor, vermin, etc. He stated est. cost of chain link fence $10,000.

The committee reported that the city attorney had advised they can clean up at cost of $13,000, but will City recover money, probably not. It was noted that City cannot assess outside the

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city limits; committee suggested they could place lien against the property. It was also noted that if City cleaned up the property, property could end up in same condition next year. Mr. LeClerc stated that if it's the law, to enforce it.

Moved by Beyer and Klave to continue and to hold in committee for two weeks. Motion carried. (comm. only)

Herb Helgeson reported that he was member of P & Z when they first started working with Mr. Davis on this matter; has been on-going problem for 10-12 years.

19. Matter of update report on recycling.
Christi Stonecipher, recycling coordinator, presented graphs showing monthly collections, that tonnage for recycling is now back up to about 110-120 tons/mo. (after lows last six months in 1995) (doesn't include tires or appliances); and that they are recycling about 7% of residential waste, which is still low; East Grand Forks around 15% this year. Comm. asked what percentage of garbage can be recycled, she stated it depends on how aggressive program is - Seattle around 40%. She stated that she feels program fairly successful and receives 7-8 calls week from people asking what else they can recycle, lot of interest in the program and in expanding into apartments. Info. only.

20. Matter of bids for curbside recycling program.
Ms. Stonecipher reported they will be rebidding curbside recycling program, contract expires end of this year, and has reviewed with Mr. Swanson. She stated that request for bids structured very much as current program, price per home (now paying $2.00/per house per month and delivery of recycling containers and replacement of lost/damaged containers). Moved by Beyer and Klave to authorize call for bids subject to city attorney's approval.

Rachel Gornowicz, Vern's, asked if it was necessary to re-bid, whether they could re-negotiate another five-year term; that they just re-negotiated another 3-year term with East Grand Forks. Ms. Stonecipher will check with the city attorney. Bids due October 28.

Mike Gornowicz, Vern's, stated they would be willing to place oil waste container at their 52nd Street location (3/4 mile north of Bergley Toyota); that they are open 6:00 a.m. to 12:00 midnight, and in the past have accepted some oil.

Upon call for the question, the motion carried.

21. Matter of bids for multi-family recycling program.
Moved by Beyer and Klave to authorize call for bids subject to city attorney's approval. Motion carried.

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4. Matter of engineering for rehab. of Pump Station #29.
Gary Goetz reported this station located on 7th Avenue South at South 9th Street, that about 3 weeks ago they had a fire in the electrical cabinet and lost about half of the pump station, and asked for authorization for engineering to start to rehab that station, that it is in the 1997 budget for rehab.; that they would like to have done prior to the spring flood. Moved by Beyer and Klave to approve request. Motion carried.

5. Consideration of bids for salt.
6. Consideration of bids for sand.
Gary Fish reviewed bids, that bid of Britton Transport, Inc. was withdrawn as they bid transportation only, and recommended award to low bidder, Glacier State, at $29.12/ton (which compares with bid of $35.40/ton last year). Moved by Beyer and Klave to accept bid of Glacier State in the amount of $29.12/ton for 325 tons of rock salt, for total bid of $9,464.00. Motion carried.

Mr. Fish reported that Bradshaw Gravel only bidder at $8.26/ton for 5,850 tons washed sand; that bid has been the same for the last 10 years, with quantities about same as last year. Moved by Beyer and Klave to accept the bid of Bradshaw Gravel in the amount of $8.26/ton for 5,850 tons of washed sand, for a total bid of $48,321.00. Motion carried.

7. Matter of bid approval for 1997 water treatment chemicals.
Hazel Fetters-Sletten, supt. water treatment plant, presented specs. for chemicals for 1997. Moved by Klave and Hafner to approve specs. and to authorize call for bids. Motion carried. COMMITTEE ONLY.

16. Matter of street cleaning.
Mr. Grotte distributed up-dated copies of snow policy, and reviewed changes: a) Plowing/Sanding Routes: have 5 areas plowed by FWD's now have extra FWD to assist where needed; b) that snow route maps will be sent to committee for info.; c) Plowing Equipment: now have 7 FWDs rather than 6 and have additional sanding truck, and have additional personnel (parts runner in garage will be moved back into street department and will be parking enforcement officer/Equip. Operator I, depending on need, and couple people returned from sick leave, so better staffing; d) Street Maintenance: have added section on Friday ordinance for cleaning south of 32nd Ave.S., east of S. Wash. and south of the BNRR tracks west of S. Columbia Road. He also distributed copies of snow removal procedures comparison with other cities in North Dakota (Fargo, Bismarck, Minot) and East Grand Forks, re. miles of streets, hours to clear streets after snow storm, equipment, snow removal from driveway ends). It was noted that Grand Forks is only city cleaning snow from driveway ends - about 80%. Public Works Dept. will send info. to all council members.


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Mr. Grotte also reviewed listing of opportunities for improvement in their snow removal procedures: 1) focus on solutions, not problems: reviewed with street department; 2) efficient use of overtime: running crews until streets clean - when crews finish their designated area will be assigned to assist other areas; 3) complaint tracking and analysis; 4) information dissemination: use of comment "hot line" or informational lines; 5) convenient snow dumps; 6) seasonal parking in problem areas; 7) contingency planning for major snow storms; and 8) assistance from other public works divisions. Information only.

Hafner excused.

17. Matter of sidewalk snow removal - nuisance abatement rates.
Mr. Fish reported that they need to increase rates for sidewalk snow removal from $17.50 to $25.00 because now too low and people let City clean their sidewalks. He stated that rate based on cost (foreman goes out to verify need for cleaning and cleaning time for bombidier) which is passed onto property owners as assessment. Information only.

11. Matter of completion of Proj. No. 3821, Richard's West storm
sewer.
Tom Hanson, Webster, Foster & Weston, reported that when they finaled Molstad's portion of this project last year, he still had excess dirt from the project to deliver to the landfill, he still hasn't provided documentation of what he has done in that area. Mr. Hanson reported he has copies of correspondence, phone calls and discussion with them, and are asking them to provide this documentation. He reported that right now looking at about 330 loads owed City at the landfill, which amounts to fair amount of money if have to pay someone else to do this. Committee suggested that if Molstad hasn't answered in two weeks that the City go after his bond; Mr. Hanson stated he would check with city attorney before doing this. Moved by Beyer and Klave to
authorize consulting engineer to request documentation from the contractor, Molstad Excavating, Inc., and if request not answered within two week period, that the City put claim against contractor's bond. Motion carried.

13. Matter of plans and specifications and authorization to
advertise for bids for Proj. No. 4438, Rehab. Lift Sta.#17.
Mr. Hanson reported that Keith Johnson, asst. city engineer, has reviewed plans and specs.; Mr. Johnson recommended approval. Moved by Beyer and Klave to approve plans and specifications and authorize call for bids, subject to approval of engineering department. Motion carried.

9. Matter of Proj. No. 4409, grade and gravel N. 48th St.
Dean Wieland, CPS, Ltd., reported that request is for
approval of plans for gravel and drainage for private street from MINUTES/PUBLIC SERVICE COMMITTEE
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US 2 to Rose Avenue to serve new Strata Corporation site; that Strata wants to start development of that site as an industrial site by the Interstate and wants to gravel 700 feet more and provide drainage; their overall plan calls for holding pond and lift station, etc. He stated first phase would be to construct road, and has reviewed with Mr. Grasser of eng. department. Committee asked who would be maintaining that road, and Mr. Grasser reported that maintenance by Strata is included in the three-way agreement approved last fall, until such time as it starts to serve other properties. Moved by Beyer and Klave to approve plans and specifications, and further that it be noted that Strata Corporation will be responsible for maintenance of that road. Motion carried.

23. Matter of dredging of lagoon solids in primary cell.
Keith Johnson presented request, that they need to declare an emergency and negotiate contract with contractor, other option would be to put out for public bids; but in order to get the work done before freeze up would recommend negotiating a contract. It was noted that there is only one local contractor who would be able to do this work, Mini-Dredge, East Grand Forks.

Moved by Klave and Beyer to declare an emergency and to authorize negotiation of a contract with Mini-Dredge of East Grand Forks. Motion carried.

10. Matter of amendment to the southend drainway engineering agreement.
Mr. Grasser reported that the amendment is to analyze splitting drainway into two parts, north and south legs, that if they move this to the north would be closer to serve the property most imminent for development in the city, less costs; that he would like to talk to the property owners but they will want to know, how wide and how deep and that is what they are trying to get with the engineering amendment. He stated this would be less destructive to farming operations, etc. He also noted there is a change in the completion date, 60-day completion rather than 90-days. Moved by Beyer and Klave to approve the amendment in an amount not to exceed $4,000. Motion carried.

12. Matter of Proj. 4493, C.O.#1, watermain in Industrial Park.
Mr. Grasser reported this is change order for watermain, that this issue will be brought to Urban Development for the actual change order; that they had to make an emergency call as the contractor was ready to put in 8" main into Industrial Park, but because of the problems Cirrus has had meeting fire flow requirements, they ended up having to put in a sprinkler system; that they went out and analyzed and found that it's all 8" main; that what they decided was to require 12" mains on 15th Ave.S. and on 52nd Street, thinking that that's eventually going to tie

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into DeMers Avenue and also into an extension of either 17th or from the south; that they gave contractor authorization to order pipe and to start installation with some pipe in the ground already; and would like concurrence from the committee; they will attempt to cover by EDA grant ($20,000 from City and $22,500 from EDA).

Committee questioned why not 12" main to start with; Mr. Grasser stated that probably started with original extension off DeMers and doesn't have explanation for that (was long before their time).

Moved by Beyer and Klave to concur in action by the engineering department authorizing the installation of 12" watermain for this project. Motion carried.

14. Matter of meeting prior to city council to award Proj. 4550,
1996 sanitary sewer rehab.
A meeting was scheduled for Monday, October 7, at 7:15 p.m.

15. Matter of temporary sidewalk between Garden View Estates 1st
and 2nd Additions.
Held in committee.

22. Budget amendments.
a) Dial-a-Ride Program - $50,000
Mr. Grotte reviewed budget amendment for transfer of funds $40,000 from FTA Capital Grant and $10,000 from Cash Carryover for general equipment - to purchase and implement an automated accounting/dispatching system. Moved by Beyer and Klave to approve the budget amendment. Motion carried.

24. Matter of flood mitigation funds.
Mr. Grasser reported they are applying for flood mitigation funds and as part of that City has to sign an agreement; Mr. Swanson has reviewed and has no problem with the agreement. Mr. Grasser noted that projects include pump and line at Riverside, and pump behind Buegel's property. Moved by Beyer and Klave to approve agreement with the State of North Dakota (State-Local Disaster Assistance Agreement) under Hazard Mitigation Grant Program for funding for six hazard projects. Motion carried.

25. Matter of South Washington Street reconstruction project - drainage.
Mr. Grasser reported he wanted to bring this project to the committee's attention, that they have had several areas of dispute with the DOT, one of which is the drainage. He reported they received additional information from the DOT that shows that tieing into the existing residential storm sewer is sufficient and prudent and does have capacity, however, when they review those numbers find many areas of disagreement; that staff doesn't MINUTES/PUBLIC SERVICE COMMITTEE
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feel that the capacities are there and are looking for direction. He stated that DOT has delayed this process to a point where they have plans and specs. essentially complete and a major comment may derail the project and staff is letting committee know that they don't feel it meets the criteria of City's five-year design. The committee suggested that staff talk to Marshall Moore and tell him committee's concern and relook at this. Mr. Vein stated they have had numerous meetings with DOT and don't get questions resolved to their satisfaction; that they have meeting with them on Thursday. that they don't want to jeopardize project and at same time don't want to adversely affect residential areas or businesses. He stated they are supposed to have 10-year design by federal standards, that they have questioned whether they will get that, that ditches used as holding ponds, now will be more like instantaneous drainage back through residential areas. Committee then suggested taking this to the mayor to write a letter to the Governor. Mr. Grasser reported that on Thursday they are probably going to ask that it be referred to the federal highway hydrologist to either concur with the DOT's design or comments and try to resolve it that way; City offered to do design; and have documented. Committee suggested that after Thursday to let committee know results of that meeting.

Meeting adjourned at 9:45 p.m..

Alice Fontaine
City Clerk
Dated: 10/01/96.