Committee Minutes
MINUTES/PUBLIC SERVICE COMMITTEE
Monday, August 25, 1997 - 5:30 p.m.
Members present: Hagness, Hafner, Klave.
2.
Applications for moving permits:
a) Terrance R. Brenna to move garage from 2030 2nd Ave.N.
to 2609 6th Ave.N.
Mr. Brenna was present. Tim Manz, inspection department, reported they recommended approval subject to bringing building to Code. Moved by Hafner and Hagness to approve application subject to meeting Code requirements. Motion carried.
b) Bob Brunn to move garage from 132 4th St. NW, East Grand
Forks to 2308 6th Ave.N.
Mr. Brunn was present. Mr. Manz recommended approval subject to bringing building to Code. Mr. Brunn stated they own two duplexes, 2308-10 2312-14 and want to move building to 2312. Moved by Hafner and Hagness to approve application contingent upon meeting Code requirements. Motion carried.
Klave reported present.
4. Matter of Proj. 4045, SWTR, Phase I, water treatment plant
modifications:
a) Cert. of substantial completion for contractors
Wayne Gerszewski, Advanced Engineering, reviewed the project, that certificates are for Innes Construction, Lunseth Plumbing & Heating, and Hanson Electric and requires approval by council because of MRI funding. He stated that a lot of the equipment installed under this project was damaged by flood, repair of damaged items will be repaired under FEMA DSR. He noted that punch list wasn't generated before the flood hit but all major items in place, completed to engineer's satisfaction. Moved by Hafner and Hagness to approve. Motion carried.
b) Change order - Lunseth Plumbing
Mr. Gerszewski reported this is same project, construction took place in October, 1996, in the amount of $11,840.00 for filter liner replacement and when started excavation found massive amounts of concrete which had to be removed. Moved by Klave and Hafner to approve the change order. Motion carried.
b.1) Change order - Innes Construction
Mr. Gerszewski presented change order for Innes Construction in the amount of $3,002.30 to pour new concrete floor. It was noted that funding would come from project contingency funds (remaining contingencies of $50,0000+ after deduction of these change orders) Moved by Hafner and Klave to approve the change order. Motion carried.
c) Final estimates - Innes Const. and Hanson Electric
Mr. Gerszewski presented final pay requests from Innes Con-struction and Hanson Electric authorizing payment of the retainage.
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August 25, 1997 - Page 2
Moved by Klave and Hafner to approve payment. Motion carried.
5. Matter of ordinance amending zoning map to include within B-3
(Gen. Business) Dist. Lot 1, Block 1, Curran's 3rd Resub.
subject to providing 10-ft. wide utility easements adj. to
47th Ave.S. and S. 16th St.
Ray LeClerc, acting planner, reported that this is condition of the rezoning, and motion is for the engineering department and Traill Water to get together and discuss boundary lines between their limits for service, that there has been some problem re. who is supposed to serve certain properties. Mr. LeClerc stated that request was only to meet to work out some of their differences, no agreement would be made. Chairman Hagness asked that they check to see if there's contingency that unless they expand and zone into that area, that they agree to give up for their costs incurred and not future costs for that line, and suggested working out with the attorney as well. Moved by Hafner and Klave to instruct engineering to meet with Grand Forks Traill Water to discuss and work out differences. Motion carried. (comm. only)
6. Matter of quit claim deed (matter of release of any interest
to spur track easement as it relates to Lot 4, Block 2,
renewal Resub. (800 blk. of 1st Avenue North).
Mr. LeClerc reported that the request came from Sharon Reis, attorney with Shaft's office, to clear title to this property, there was quit claim deed deeded to Urban Renewal along with some other property for spur track, spur track no longer there and Urban Renewal doesn't own property, but to clear title suggesting that Urban Renewal and City give to the owner a quit claim deed for the spur track. Moved by Hafner and Klave to approve and authorize proper City officials to execute the quit claim deed contingent upon review and approval by the city attorney. Motion carried.
13. Matter of sump pumps draining into sanitary sewer (illegal
pumping into sewers).
Council Member Hamerlik stated this item presented at Flood Response who referred to this committee for further information, that John O'Leary has proposal for rehabbing some of the houses that weren't in the 100-year floodplain and they included in the rehabbing some money for sump pumps. He stated that is start, but need to find out where they are, encourage people and give incentives so step forward and say they have problem. Mike Shea and Gary Goetz were present and stated that they have been talking about this for about a year and a half; Mr. Shea stated that City of Moorhead had similar project several years ago; that first step is to look at magnitude of the problem, to go back five years and review pumping records for storm lift station, pick out wet weather
events and go to sanitary lift stations and do same thing; he stated this is extensive job and takes lot of time; that he talked with Sarah Hellickson about using temporary help to do this, then
come back to committee with information, localize areas, etc.
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August 25, 1997 - Page 3
Klave noted there is penalty on the books and only way to correct is to start enforcing. Mr. Shea stated there are two areas, homes built between 1945 and 1968 who don't have sump pumps but drain tiles hard plumbed into sanitary sewer and don't even know they have them, and others who have sump pumps directly to sanitary sewer. He noted they would have to have inspectors go in and inspect every dwelling. Mr. Goetz stated that City could spend $3M to do project (Moorhead only put money into correcting problem in older homes). Hamerlik stated that we have problem every spring, and this would be good opportunity because of the CDBG monies, problem caused by overtaxing system. Mr. Shea suggested they start with identifying the magnitude of problem, come back with informa-tion (may require ordinance changes, etc.) Committee also stated that there may be some grant money available to do older homes.)
After further discussion moved by Hafner and Klave to do pre-liminary study to determine magnitude of the problem, and further that the City use part-time employees to start the project. Motion carried.
14. Matter of review of storm water drainage on 10th Ave.N. -
Columbia Road and Coulee to Washington (backup around Univer-
sity/13th Avenue North areas).
Mr. Hamerlik stated that he had talked to Mr. Grasser this past winter re. this matter, that this is big problem in that area (University Avenue, around Hugo's, etc.) and have to do pumping in spring of the year. Mr. Goetz reported that the problem is that the line on 13th Avenue North is undersized and that's why it backs up and everything ends up on 10th Ave.N. to Columbia Road to Coulee, that number of feeder lines into 10th Ave.N., would be massive project to increase size of those lines. Mr. Grasser stated it would be costly to correct the problem, need to do engineering study, to evaluate the problems, make recommendations and provide options because there are a number of things that could be done to improve the situation and to find one most cost effective, need to do study. He stated they would need authorization and funding source. Moved by Klave and Hafner to solicit proposals to do the study. Motion carried.
1. Matter of appeal to denial of license (construction) by Tracy
Clary.
Mr. Clary was not present. Howard Swanson reviewed court and police reports for the past 5-7 years for Mr. Clary; that he recommended denial of the license because of criminal activities, and that Mr. Clary is appealing that decision. Moved by Klave and Hafner to concur with the city attorney in denying the license. Motion carried.
3.
Matter of bids:
a) traffic paint
Gary Fish, supt. of streets, reviewed bids and reported that
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August 25, 1997 - Page 4
Peterson Paints low bidder, that they used this paint before and it turned black, bidder stated they would get sample; however, because the street department needs paint right away and because only $64 difference between low and second low bid, recommending going with the second low bid. Moved by Hafner and Klave to accept the bid of Diamond Vogel for 1155 gal. white traffic paint in the amount of $9,216.90 and 1000 gal. yellow traffic paint in the amount of $7,850.00 for a total of $17,066.90, to be delivered in 55-gal. drums. Motion carried.
b) snowblower
Mr. Fish reviewed bids and reported funding in Highway Users Fund: truck mounted snowblower, $129,455.00 (mounted on one of their existing FWD's) Northwestern Equipment; and loader mounted blower $145,900 by Stewart & Stevenson. A rep. of Northwestern Equipment was present. Mr. Fish recommended tractor-mounted blower because more maneuverability with tractor; and reported that he checked with Anchorage, AK who have 6 Stewart & Stevenson machines. Moved by Hafner and Klave to accept the bid of Stewart & Stevenson for the tractor-mounted blower in the amount of $145,900. Motion carried.
7.
Matter of composting study.
Jim West, KBM, and Charles Grotte were present. It was noted that the committee had special meeting re. this item. Committee stated that they felt study needs to be done, and that before coming back with recommendation to build plant, want contracts in hand showing that people are going to buy this material. Mr. West stated that the health department wants to see study before they will go ahead with any major funding. Mr. Grotte stated that the cost to the City would be $529,799, with contribution from Region IV Solid Waste Mgmt. Board of $5,700, leaving City's share at $524,299, 3% State Revolving Loan fund, and those costs built into rate schedule. Mr. West stated they have $50,000 into this project, and that they will recover $20,000 from the City.
Moved by Klave and Hafner to approve funding and proceed with the study with KBM, Inc. in the amount of $524,299. Motion carried.
8.
Matter of creating special assessment districts:
a) Proj. 4469, Southend Drainway, Phase 1B (Chestnut to
Ulland Park).
Mark Walker, project engineer, distributed copies of engineer's report, assessment map, etc., that CPS doing design. He reported that the assessment district includes area from Chestnut to I-29 and anticipated cost for entire drainway ($13Million+); costs for tapping area carried by the City and recovered through tapping fees when area developed.
Moved by Hafner and Klave that we adopt a resolution creating the assessment district, approving the engineer's report, including
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August 25, 1997 - Page 5
estimate of cost, an assessment district map, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications. Motion carried.
Mr. Grasser reported that cost of project has increased because of higher land acquisition costs, and may have to go through condem-nation, and also number of box culverts. He noted that this is total project from the River to Interstate ($1200-1500 per average lot)(have requested funding through State Revolving Loan Fund); in order for the land to develop, need drainage.
9.
Plans and specifications for various projects:
a) Proj. 4439, Lift Station #38
Tom Hanson, WFW, reported this station to serve area south of C'Mon Inn (sanitary pumping station), est. cost $1 million, City pay through sewer rates as budgeted in CIP. Committee suggested assessing part of the cost; and Mr. Grasser stated that 1979 was last big pumping station project. Mr. Grasser stated they set up tapping fees for southend drainway and getting more and more tapping fees, funding out of sewer rates. He stated Mr. Schmisek comfortable with funding this way, but is council decision. Moved by Hafner and Klave to approve plans and specifications, and to authorize call for bids. Motion carried.
b) Proj. 4682, Dist. 390, san. sewer 24th Ave.S. (40th to 42nd Sts.)
c) Proj. 4683, Dist. 257, watermain on 24th Ave.S. (40th to 42nd Sts.)
Mr. Walker reviewed plans and specs. for projects requested by Valley Memorial. Moved by Klave and Hafner that we pass a resolution approving the plans and specifications for this construction and further that the city auditor be directed to advertise for bids on the project. Motion carried. (same motion for both projects)
10.
Matter of consideration of construction bids:
a) Proj. 4658, Dist. 255, water in Johnson's 4th Addn.
Mr. Walker reviewed tabulation of bids, and recommended award to low bidder. Moved by Hafner and Klave to accept the low bid of Robert Gibb & Sons, Inc. in the amount of $66,311.00. Motion carried.
b) Proj. 4659, Dist. 389, storm sewer in Johnson's 4th
Mr. Walker reviewed tabulation of bids, and recommended award to the low bidder. Moved by Hafner and Klave to accept the low bid of Molstad Excavating, Inc. in the amount of $128,550.00. Motion carried.
c) Proj. 4672, san. sewer in Congressional 2nd Resub.
Proj. 4673, water in Congressional 2nd Resub.
Proj. 4674, storm sewer in Congressional 2nd Resub.
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Mr. Walker reviewed tabulation of bids and recommended award to the low bidder. He reported that Molstad stated that they will use additional contractors if necessary to get work done on time. Moved by Hafner and Klave to accept the low bid of Molstad Ex-cavating, Inc. in the amount of $1,464,890.00. Motion carried.
d) Proj. 4677, san. sewer in Congressional 1st Resub.
Proj. 4678, water in Congressional 1st Resub.
Proj. 4679, storm sewer in Congressional 1st Resub.
Mr. Walker reviewed tabulation of bids and recommended award to the low bidder. He noted that there are aggressive completion dates on the project and work will start 7 days from award by council. Klave asked whether beet field numbers been calculated in; Mr. Swanson those were included in closing costs. Moved by Klave and Hafner to accept the low bid of ICS, Inc. in the amount of $741,885.00. Motion carried.
11.
Matter of exempt status of engineers.
Mr. Grasser stated that in looking at Code and way job descriptions written, there was inconsistency by including engineers as exempt position, creates problem in other areas with workload.
Dan Gordon, Human Resources, presented listing of positions included under exempt status: department heads, assistants (those who monitor people and operations of the department); positions proposed to be included under exempt status: MIS Manager, Asst. Director of Human Resources, Environmental Coordinator and Assistant Director of Public Works; and positions to be deleted: Project Engineer and Assistant Director of Enterprise Fund.
Committee stated there weren't to be any changes for two years, and questioned what cost would be to include project engineers in non-exempt status; Mr. Grasser stated there may be cost for overtime but tempered with comp. time off; that they haven't asked for increase in overtime budget for 1998. Mr. Gordon stated that project engineers not large overtime users, that with staff bringing on should help with workload. Mr. Grasser stated they were looking at all engineers, including traffic engineer; however, Mr. Gordon stated that the traffic engineer is supervisor, and hasn't researched that position. Positions included would be Project Eng. I, Project Eng. II and Sr. Proj. Engineer. Mr. Gordon stated that this change would require an amendment to the civil service code.
Moved by Hafner and Klave to change the Project Engineer I, Project Engineer II and Sr. Project Engineer from exempt status to non-exempt status, and introduce the ordinance for first reading. Motion carried.
Moved by Hafner and Klave to include the positions of MIS Manager, Asst. Director of Human Resources, Environmental Coordinator and
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Asst. Direct of Public Works to exempt status, and introduce ordinance for first reading. Motion carried.
(This matter will be brought to finance committee for their consideration.)
12. Matter of creating ordinance requiring flood control measures
on private storm sewer outfalls.
Mr. Grasser reported that in this flood they found that there are private storm sewer outfalls to the river (Minnkota, State Mill, and one downtown into Dacotah Hotel and some associated parking lots), that these need to be corrected as part of the flood-fighting efforts. Moved by Klave and Hafner to refer to city attorney for review. Motion carried. (Comm. only)
1. Matter of appeal to denial of license (construction) by Tracy
Clary.
Mr. Clary was present and was informed that the committee had moved to approve denial of his license because of criminal history during the past 5 years. Mr. Swanson read listing of charges and that his recommendation was to deny him a license. Mr. Clary stated that he would be working for a contractor as laborer. Mr. Swanson noted that his denial was for work permit; and that appeal is to committee who have authority to deny, but that Mr. Clary can appeal to the full council, which he requested. This matter will appear on council agenda.
Meeting adjourned at 7:00 p.m.
Alice Fontaine
City Clerk
Dated: 8/26/97.