Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, February 3, 1997 - 4:00 p.m.

Members present: Hagness, Beyer, Klave.

1. Matter of contract negotiations with Advanced Engineering for
membrane treatment study.
Steve Burian, Advanced Engineering, was present. Charles Grotte, Asst. Dir/Public Works, reported that last week they received authorization to negotiate with Advanced Engineering (and Malcolm Pirnie, nationally recognized water expert), and distributed copies of the agreement for the study in the lump sum amount of $100,000, to look at membrane systems within our water plant and test to see if membrane system would work as part of the advanced water treatment for surface waters. He stated that Malcolm Pirnie donating some of their equipment, using this partially as training for some of their people, and won't be charged to us. He stated this is budgeted item. Moved by Klave and Beyer that we authorize entering into agreement with Advanced Engineering & Environmental Services, Inc., in association with Malcolm Pirnie, Inc., for engineering services in con- nection with Phase I of the Multiple Integrated Membrane System Study at the Grand Forks Water Treatment Plan, for a lump sum amount of $100.00. Motion carried.

Mr. Grotte reported there is a second part to this which involves a UND graduate student to assist and work with the study using part of the water plant's consulting fund, which also was approved preliminarily last week and presented agreement with UND to pay them $15,000 to have this graduate student assist with various data collection entering and other things in conjunction with the study. He stated the student will be coordinating a lot of the data entry. Moved by Beyer and Klave to approve the proposal. Motion carried.

Mr. Burian introduced Dr. Harvey Gullicks, UND and Nate Weisenburger, newly hired engineer with their firm, who will be working on this project.

2. Request from Red River Regional Council for continuation of
contract for services.
Chairman Hagness stated the committee was looking for justi- fication for City's participation of funding in the amount of $60,000 for the services and projects. Linda Kingery, District IV Solid Waste Coordinator, introduced Lila Melke, chairman of the Regional Council and County Commissioner from Grafton; Shirley and David Raney who have recycling business in Drayton and serve seven communities in Pembina County and two communities in Walsh County; Doug Manbeck, Lakota, chairman of the Dist. IV Solid Waste Mgmt. Board. Ms. Kingery reviewed work plan for 1997 (which includes process to get waste out of the waste stream so not disposed of in municipal landfills) and est. time for various tasks: landfill siting process requires est. 24 hrs/mo or 16% FTE; recycling requests est. 20 hrs/mo or 12% FTE; inert waste

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February 3, 1997 - Page 2

requires est. 20 hrs/mo or 12% FTE; banned items requires est. 7 hr/mo or 5% FTE; and compost requires est. 7 hrs/mo or 5% FTE. She presented budget including salary and fringe for 50% FTE: Salaries (coordinator) $16,755, fringe $7,540, travel $1200, indirect (incl. rent, utilities, office supplies, cleaning, equipment rental, telephone, postage, etc. for a total of $30,000. It was noted that the other $30,000 is requested for projects, that last year offered grants to eight different communities for recycling containers or programs to enhance recycling.

Chairman Hagness stated he supports Ms. Kingery in what she has been doing and wanted to point out to committee that Ms. Kingery has worked with landfill and in coordinating with different communities in the area which has been very beneficial, that probably have one more year of that and then into the siting of our new landfill.

Chairman Hagness read letter from Hettie Walker, mayor of Pembina, and Dist. IV Board member, supporting continuation of funds for both staff and projects to the district for solid waste management, that working together with recycling collection and education they can both benefit; that any changes the City makes in its landfill procedures will need public education.

Chairman Hagness also stated he had received another letter from Consolidated Landfill of Park River supporting continuation of the contract.

Shirley Raney spoke in support of the work Linda has done, as well as Ms. Melke, and Mr. Manbeck. Mr. Manbeck stated he would like to have some kind of body outside the City of Grand Forks to keep lines of communication open with smaller communities.

Council Member Beach, member of the Board; Dick Newman, solid waste manager, also spoke in support of continuing the position.

After further discussion it was moved by Beyer and Klave to approve continuation of the contract until the siting process for the landfill is completed, and authorize funding for 1997 as follows: $30,000 for contractual services and $30,000 for projects with funding from excess carry-over in the sanitation department. Motion carried.

3. Matter of cost participation and maintenance agreements for:
a) Proj. 4531, street light modifications on DeMers Avenue
Al Grasser, Asst. City Engineer, distributed copies of the agreement with the North Dakota State Highway Department, Project No. SU-6-297(005)001 for luminaire lighting from South 34th Street to South 30th Street; and stated project is to move lights out of bikepath. He reported that the State has lost its

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February 3, 1997 - Page 3

sovereign immunity and agreement states that the City shall indemnify the State, City responsible for holding them harmless, that Mr. Swanson has some concerns re. this language and suggested that if contract approved, that it be contingent upon his approval. He noted that project cost est. at $8,745.00 with City's share of the project est. at $1,749.00.

Moved by Beyer and Klave that we authorize proper City officials to enter into the agreement, contingent upon review and approval by the city engineer and the city attorney. Motion carried.

b) Proj. 4225.1, paving South Washington Street from Hammerling to 24th Avenue South.
1) Bikeway improvements along South Washington Street from Hammerling to 24th Avenue South, State Project No. SU-6-081(036)942. est. total project cost for asphalt surfacing of $42,859, with City's share of $4,286, and total est. project cost for concrete surfacing of $92,652, with City's est. share of $54,078.00.

Mr. Grasser reported they are taking alternate bids on this project (concrete as well as asphalt), that City would be picking up additional cost if go from asphalt to concrete. Mr. Grasser reported that Mr. Swanson has similar concerns re. language in all of these agreements.

Moved by Beyer and Klave that we authorize proper City officials to enter into the agreement, contingent upon review and approval by the city engineer and city attorney. Motion carried.

2) Service road improvements on South Washington Street from Hammerling to 24th Avenue South, State Project No. SU-6-081(035)942, with total est. project cost of $1,186,300 for asphalt surfacing, City's share $237,260; and total est. project cost for concrete surfacing of $1,598,946, City's est. share $649,906.

Mr. Grasser reported they will also be taking alternate bids on this part of the project, to upgrade service roads from asphalt to concrete.

Moved by Beyer and Klave that we authorize proper City officials to enter into the agreement contingent upon review and approval by the city engineer and city attorney. Motion carried.

3) Paving South Washington Street from Hammerling to 24th Avenue South, State Project No. SU-6-081(032)942, with total est. cost of the project $5,234,889, with City's share est. at $550,724.
(This portion of the project includes underpasses.)

Mr. Grasser reported bid opening for the project is February 24.

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There was discussion relative to storm sewer drainage system for the project. Mr. Grasser stated they are now at a point, either do what DOT says and live with consequences which staff doesn't think will provide the safety they should be providing, or if don't sign, put $15 Million project in jeopardy, or City pay additional costs and route it way it should be done. Beyer suggested putting in asphalt service road and using funding for drainage system. Klave asked whether they were still striving for no special assessments to the businesses on South Washington, Mr. Grasser stated that they probably would look at special assessments for difference in cost (between asphalt and concrete on service roads, etc.) Mr. Grasser also informed committee they will be creating special assessment district at next meeting, must create before bid opening, see what bids look like whether to continue with special assessing or whether City pick up or go with asphalt, but will have that ability after bids opened. He stated that they are est. $200,000 on Phase I and $400,000 on Phase II to address drainage issue.

Moved by Beyer and Klave that we authorize proper City officials to enter into the agreement contingent upon review and approval by the city engineer and city attorney. Motion carried.

4. Matter of negotiation of scope of services and fees for geo-
technical services for Water Reclamation Facility Expansion
Proj. No. 4377 with Maxim Technologies.
Mr. Grotte reported they have figures for geotechnical services for this project, that they negotiated with Maxim Tech- nology, Inc. of St. Paul, MN, that originally proposal was in the amount of $52,000, that Harvey Gullicks of Advanced Engineering discussed with them and resulted in final proposal of $41,833. Dr. Gullicks stated that scope will defined and scope has not changed from their original proposal. Mr. Grotte stated that negotiated price is within budget.

Moved by Beyer and Klave that we accept negotiations with Maxim Technologies, Inc. and authorize entering into agreement in the amount of $41,833.00. Motion carried.

Meeting adjourned at 5:10 p.m.

Alice Fontaine
City Clerk

Dated: 02/10/97.