Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, September 8, 1997 - 7:00 p.m.

Members present: Hagness, Hafner, Klave.

1. Matter of request to call for bids for salt and sand.
Moved by Klave and Hafner to authorize call for bids. Motion carried. (Comm. only)

3. Matter of emergency repairs at water reclamation plant.
Hazel Fetters-Sletten, supt. of water treatment plant, reported that the sludge plant is on east side of 3rd Street, and probably will be moved when know dike alignment. She reported they had put $350,000 in next year's budget to do repairs because facility on timeline with health department because of frequent discharges to the river; that in evaluating project as a whole cut back from $9 million to $350,000 in 1998 budget and since then the vacuum pumps which are critical to the operation are wearing out, and not sure will make it if wait until next year to order, pumps are vendor specific, cost for 2 pumps $72,000, 8 weeks delivery time. She stated she is requesting permission to order pumps based on maintenance records, if pumps fail the City could have to discharge to the river, which is violation of City's permit, could be negligent, would need to hire contractor to move in and out of building and would work on that through bidding process (est. cost to complete project $100,000). She also noted that if they move someplace else will probably not be able to use the pumps.

Moved by Klave and Hafner to approve request for permission to order pumps for the sludge plant on sole source basis. Motion carried.

4. Matter of temporary construction and permanent utility
easements for storm sewer on east side of s. 38th St. between
15th and 17th Aves.S.
Ray LeClerc, acting city planner, reviewed easements (cost $1.00). Moved by Hafner and Klave to authorize proper City officials to execute the easement documents. Motion carried.

5. Matter of retaining wall and access easement, Upgrade Lift
Sta. 7, 3010 Gateway Drive.
Mr. LeClerc reported that location of easement in front of H.E. Everson, and is a permanent easement, $1.00 cost. Moved by Hafner and Klave to authorize proper City officials to execute the ease-ment. Motion carried.

6. Matter of temp. const. easement, and perpetual easements for
Watermain Proj. 4626 and Sewer Proj. 4625, located on north
side of 32nd Ave.S. and east of Longview Addn.
Mr. LeClerc reported the cost for this easement $1,250.00, and is located between Bateman and Longview property; property owner
(Mary Jean VanPebrorgh) wanted same treatment given the Batemans, lot of the conditions are the same but cost less. Moved by Hafner and Klave that we accept the easements for the amount of $1,250.00

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September 8, 1997 - Page 2

and authorize proper City officials to execute the same. Carried.

7. Matter of agreements for design and construction engineering
services for various flood control projects:
a) CPS, Ltd. re. sluice gates on sewer outfalls along river.
Mark Walker, project engineer, submitted copy of amendment, and reported they took number of projects to Flood Response Comm. and that this is amendment to agreement with CPS to put some sluice gates on outfall lines, that this addendum is at same hourly rate as original agreement and will be monitored. Moved by Hafner and Klave to approve the amendment to the agreement and proceed with design and construction of the project, contingent upon review by the city attorney and the city engineer. Motion carried.

b) Advanced Eng. re. sluice gates on sewer outfalls along
English Coulee.
Mr. Walker reported this is a portion of the projects identified by Flood Response to be done this year, this is contract for service for design and construction, was included to submit project for mitigation. Moved by Klave and Hafner to approve the contract for engineering services for design and construction of the project. Motion carried.

c) KBM, Inc. re. storm water/flood pumping stations.
Mr. Walker reported these are projects that were submitted last year for flood mitigation and which haven't received approval as yet, and requested authorization to enter into agreement with KBM,
Inc. to provide design and construction engineering services. It was so moved by Klave and Hafner. Motion carried.

Al Grasser, asst. city engineer, reported that these projects split between consultants and retaining some within the department.

9. Consideration of construction bids:
a) Proj. 4660, Dist. 552, paving Johnson's 4th Addn.
Mr. Walker distributed tabulation of bids received, bids came in below engineer's estimate, majority of the work will be done next year. Moved by Klave and Hafner to accept the low bid of Nodak Contracting in the amount of $457,025.00. Motion carried.

10. Matter of special meeting on Sept. 15 to consider construc-
tion bids for paving Congressional 1st and 2nd Subdivs.
A meeting was scheduled for 6:45 p.m. on Monday, September 15.

8. Matter of plans and specifications for Proj. 4669, Dist.
386.1, southend drainway Phase IB from Chestnut to Hwy. 81.
Mark Lambrecht, CPS, Ltd., reviewed plans and specs. and stated that this is next step in the project, could be bid on October 13 and construction begin this fall, project includes box culverts at Cherry and Hwy. 81, project consists mainly of earth work or ex-cavation project. He stated they are working with city engineering MINUTES/PUBLIC SERVICE COMMITTEE
September 8, 1997 - Page 3

department re. place for stockpiling of materials near All Seasons Garden Center, and dirt will be kept and used for purposes, such as floodfighting, etc.

Mr. Grasser reported that the only delay to the project would be land acquisition, that offer to purchase has gone out to Mr. Curran, not sure about Johnson, that they are looking to purchase another five acres to stockpile material on and lease another five acres, will have 100,000 yds. of dirt off this phase that they want to stockpile for use in flood-fighting or other activities. He reported they are anticipating probability of going through condem-nation on Curran property, and possibly Bert Johnson who is still evaluating tax consequences of condemnation and out and out sale, that during condemnation have tendency of getting top dollar on the land. He reported that Mr. Swanson has indicated that the City has quick take authority, City can condemn and be under construction within 30-45 days, which would take us into mid-October, which is the bid opening date. He stated that goal for this year is to get ditch cut through the field to provide some relief to the overland drainage (project has completion date of next year). He stated they will be seeing a change order in the near future that will go in with Phase IA to contain the river - mounding around the drain-way where it will be higher than this year's flood and in addition propose a closure on the drain (flapgates, etc.) and walling off the end of the drain, probably short term fix, because Corps will do permanent arrangement but farther back from the river - are pur-suing that so have in place next year prior to any flooding. He reported that the ditch is about 20' wide at the bottom and goes up at 4 to 1 side slopes and on northerly side 20 ft. bikeway and goes up at 5 to 1 slope, so total top width 125-140 ft. wide.

Moved by Hafner and Klave that we pass a resolution approving plans and specifications for this construction and further that the city auditor be directed to advertise for bids on the project. Carried.

11. Matter of landfill siting.
Charles Grotte, Asst. Dir./Public Works, reported that they were to have new landfill ready by October of 1998, but not too likley to happen, looking for extension and State has said shouldn't be a problem; and they have narrowed down to 4 sites.

Tom Hanson, WFW, displayed map showing areas where can't put landfill and areas with soil problems, and basically left with four townships in the northeast corner of the community. He reported
they established criteria and rated each quarter section in the four townships; Burns & McDonnell visited areas and selected 7 sites, and from this 4 sites identified. He stated that the State Health Department evaluated and had no objections.

Mr. Grotte reported they did cost analysis taking into considera-tion land cost, road improvements, wetland mitigation and transpor-

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September 8, 1997 - Page 4

tation costs for total capacity of 2.8M tons and reviewed figures. He noted that road improvements determined where this was going:
Site A (Sec. 19, Turtle River Twp) - $25.25 total cost per ton over lifetime of the landfill Site B (Sec. 20, Levant Twp) - 26.76
Site C (Sec. 21, Levant Twp) - 26.32
Site D (Sec. 25, Levant Twp) - 25.35

He reported he met with Ray LeClerc and Mr. Swanson re. acquisition of the property, would like to proceed and get full appraisals on Sites A and D, (B and C out of the running at this time because substantially higher cost), and would like committee to approve proper City officials to negotiate with property owners on the two sites, and if doesn't work out, go through condemnations process. He noted they did soil tests on all four sections (did get per-mission from landowners to do that and they are monitoring ground-water levels). Mr. Hanson stated that before they get the landfill permitted they will have to go back and do detailed hydrogeological study on the specific site.

It was noted there will be a public hearing for zoning permit from the County, and also mandated by the Health Department when they have permit application and they have reviewed it, as a part of their permitting process will come back and hold public hearing associated with issuing the permit, and in addition there is an opportunity that the County Commission could choose to send it to an election of population of the County. It was also noted that there has to be a basis for denial.

Moved by Klave and Hafner to authorize staff to proceed with full appraisals on Sites A and D, and further to authorize proper City officials to negotiate with property owners on the two sites. Motion carried.

12. Matter of communication from Fine Print of Grand Forks, Inc.
re. charges for industrial dumpster for flood clean-up.
Handled administratively.

13. Request from Red River High School for waiver of building fee
to construct building as class project.
Moved by Klave and Hafner to approve request for waiver of the building fee. Motion carried.

2. Matter of ICC physicals for commercial drivers.
It was reported that Dan Gordon, Human Resources, had asked that this item be held. Two employees of the street department were present.

Meeting adjourned at 7:30 p.m.
Alice Fontaine, City Clerk
Dated: 9/09/97.