Committee Minutes

MINUTES/URBAN DEVELOPMENT COMMITTEE
Wednesday, February 28, 1996 - 4:00 p.m.

Members present: Beach, Glassheim.

2. Matter of mowing bids.
Curt Siewert distributed tabulation of bids received for mowing of the riverbank for 1996 (areas from Kennedy Bridge to Point Bridge (excluding Kannowski Park), and that they did in- clude riverboat area under Addendum #1; low bidder Pete's Lawn Care, Drayton, in the amount of $400 base bid, plus $20.00 adden- dum #1, for total of $420/per occurrence (takes approx. 40 man-hours to do entire area - about 40 acres). He reported that Pete's Lawn Care does lot of private work in the city. He also reported that they received one bid which they did not open be- cause it did not contain acknowledgement of addendum as required. Glassheim stated that committee/council has ability to waive minor irregularities in bids; but Mr. Siewert reported he had informed bidder that they could bring to committee but he declined.

Moved by Glassheim and Beach to accept the low bid of Pete's Lawn Care in the amount of $400.00 base bid, plus Addendum #l (river- boat area) $20.00, for a total bid of $420.00 per occurrence. Motion carried.

1. Matter of public hearing for 1995 grantee performance report.
Terry Hanson distributed copies of 1995 Program Year GPR, CDBG grant year from June 1 through December 31, 1995 (7 months because changed fiscal year to coincide with City's fiscal year). He reported they need to hold public hearing and open 30-day comment period. Copies of the report are available at the Office of Urban Development; and notice has been published.

Chairman Beach opened the public hearing for a 30-day comment period.

3. Request for authorization to bid bikepath construction on
riverbank.
Mr. O'Leary reported that approx. month or two ago the council considered removing the original bikepath on the lower portions next to the river (behind Chamber of Commerce building)
which is in terrible shape; that he met with Bob Bushfield and they discussed possibility of leaving upper portion of bikepath in place and adding loop (which would be used for events in the Central Business District, ie., farmers' market, craft fairs, etc., which will generate lot of traffic; that portions would have overlay of another 6" of asphalt to make accessible for vehicles; loop area would have 10' wide concrete for events, etc. He reported that the Riverforks Commission was approached at their last meeting and that he and Mr. Bushfield will approach them again next Monday evening. Mr. Glassheim stated that Riverforks Comm. held this matter and it is pending before the Commission.

MINUTES/URBAN DEVELOPMENT COMMITTEE
February 28, 1996 - Page 2

Mr. O'Leary reported that the engineering department is putting together budget for this, and distributed copies of proposed work and est. cost: overlay existing bikepath, $3,600; remove remain- der of old bikepath from approx. Univ. Ave. ext. to Gateway Drive, $4,500; build new 10 ft. wide bikepath, $16,250; haul and fill area where bikepath removed, $2,500; and hydro-seed area where path removed, $3,333.00. He reported that if Riverforks Commission approves plan, they will be back requesting $5-6,000 in CDBG monies to remove bike trail, fill with black dirt and seed. He stated that if Riverforks Commission doesn't partici- pate, Bikeway Committee doesn't have funding to do, however, Bikeway Committee will remove portion of old trail. (Informa-
tion only.)

4. Matter of release of CDBG funds.
Mr. O'Leary reported they have been informed by HUD that Congress will be releasing about 40% of their CDBG allocation, which will amount to $212,000; that they still don't have a grant award which will take some time; that it could be another 3 months before they get any CDBG money, and there's no guarantee that they will receive 100% of the original amount. He reported that the amount of funds to be released now translates to $212,000, plus they have $100,000 in City Human Needs funding, so have $312,000 available. He reported that staff is recommending re- lease of monies for construction projects so that they can pro- ceed, that they are recommending that they not release $70,000 in funding for Shelter for Homeless because they still don't have enough money to install furnace system this year, and not release the $100,000 in Affordable Housing Assistance Program because have some carry-over money to allow continuation of the program. He stated that since they do not know when they will receive the CDBG monies and that they do have the $100,000 in City Human Needs funds and are recommending that out of the $190,000 allocated for Public Service and Human Needs budget, which constitutes a little over 50% of all of their allocations, is to release 52% of the amount allocated, to send letter of explanation and to notify recipients that the CDBG budget might get cut and might affect allocation. He stated that by not releasing monies for the Shelter for the Homeless and Affordable Housing Assistance Program, all Bricks/Mortar projects would be funded at their full level once CDBG monies received; and have $26,000 in Contingencies and some carry-over money which could cover some of the cut if that happens (cut less than 10%) He stated that public service and human needs projects funded at 52% now, 23% when receive CDBG monies, and balance depending on how much receive from CDBG.

Moved by Glassheim and Beach to adopt staff recommendations. Motion carried.

It was noted that they don't release all the funds at one time - MINUTES/URBAN DEVELOPMENT COMMITTEE
February 28, 1996 - Page 3

work on reimbursement basis.

5. Matter of architect for Burdick's Resub.housing project.
Mr. O'Leary reported that he and Council Members Glassheim and Hoeppner interviewed architects for the design of the 7 affordable units they are proposing to build and sell in Bur- dick's Resub.; that they interviewed two architects: Schoen & Assoc. and Kent Anderson/Architect. He reported this is small job and not lot of interest in the architectural community; interviewed those two, and Schoen & Assoc. has since withdrawn their name from consideration; and asked for direction in how to handle, whether reconvene committee, rebid, etc. Mr. Beach asked whether proposals acceptable; Mr. Glassheim stated that one of the firms would give some thought to affordable housing, try to solve problem, and other firm, review design - significant difference in approach, and the one with more detailed approach withdrew.

There was some discussion as to whether architect required for this project, Mr. O'Leary reported there was change in last legislative session and where they increased amount of each electrical, mechanical or general contract to $50,000; have to have architect but role might change substantially if don't have to have three prime contractors.

Beach suggested soliciting bids again, and amplify scope of work.
There was some discussion re. hiring construction manager (fee based on time and materials basis); that this would bring architectural costs down, save money on material costs and scheduling. Mr. O'Leary stated that a lot depends on how award contracts, that his preference is to hire one contractor, who is responsible for building the house, then wouldn't need construction manager.

Mr. Glassheim reported that Midwest Assistance Project has an affordable housing coordinator located in Wahpeton for the whole state of North Dakota, and their job is to encourage affordable housing to be built; and Urban Development Office should be in touch with them - they work with both public private sectors; and suggested that he look at project before goes final.

Mr. Beach stated that neither the council nor anyone else expects Urban Development to know everything there is to know about managing a construction project from beginning to end; that it's a specialized field and they don't expect anyone within the de- partment to handle from start to finish.

Mr. O'Leary stated he would like to be able to give contractors blueprints and specs., etc. to bid either one house, two, etc.; that their office doesn't have expertise to be general contrac- MINUTES/URBAN DEVELOPMENT COMMITTEE
February 28, 1996 - Page 4

tor. He also stated that the city attorney suggested making one of the prime contractors the general contractor, and if that's not possible, to look at a construction manager.

Mr. O'Leary advised that committee will need to determine whether to select Mr. Anderson as architect for this project, or re-advertise, and authorize proper City officials to negotiate contact - and that wouldn't preclude obtaining the services of a construction manager. Terry Hanson also stated that if they are required to have 3 contractors (general, electrical and mechan- ical), would need construction manager. Mr. Glassheim stated it could be included in bid specs. that they report to the general contractor.

Held in committee until Monday, March 4, at 7:00 p.m.

Motion to adjourn by Glassheim and Beach; meeting adjourned at 5:20 p.m.

Alice Fontaine
City Clerk

Dated: 02/28/96.