Committee Minutes

MINUTES/FLOOD RESPONSE COMMITTEE
Wednesday, August 20, 1997 - 5:00 p.m.

I. Members Hafner, Glassheim, Bakken, Polovitz present.

II. Matter of Mortenson update.
Tom Nonweiler reviewed bids for various projects:
a) Gateway Bike Tunnel adj. to pedestrian tunnel on Gateway, solicited contractor Haztran, Inc., who did pedestrian tunnel, $1,535.00, and recommended award.
b) purchase of chairs for City Hall - Steffens Office Equip., Fargo, under State contract and discounted by the manufacturer, $9,550.00 (80% of retail) identical chairs to what had.
c) North Fire Station - change order - $775.00
additional electrical demolition not defined on bid documents, Weller Electric.
d) North Fire Station - change order - $810.00
replacement of ceiling tiles in Rooms 101, 102, 103, 104, 105 and 109, TF Powers, contractor.
e) North Fire Station - change order - $399.00
additional ceramic tile on south wall of Room 119, TF Powers, contractor.
Moved by Glassheim and Bakken to approve bids and change orders as presented. Motion carried.

III. Matter of FEMA update.
Steve Pratt, FEMA rep, reported that FEMA has obligated $9.7 million in public assistance and $41.9 million in housing assistance; SBA loans have totalled more than $138.8 million to residents of the City and County of Grand Forks; that 678 families have been provided with travel trailers and manufactured homes. Ed Conly reported they estimated up to 500 in manufactured homes, close to what needed; that use of trailers in winter and trailers built and inspected to strict Code for winter weather. Bakken suggested that they consider looking at entry-ways for these manufactured homes. Info. only.

IV. Matter of NSP request.
Judi Paukert, Northern States Power Company, presented request for assistance for recovery of losses through federally-funded CDBG program in the amount of $2.3 million to compensate them for direct flood-related losses in Grand Forks as a result of the flood; that they made every effort to provide service without regard to their own loss, that their crews assisted during fire, opened service center for City inspectors, included members of inspection with service trucks, etc. and haven't included any of those costs in their request. She noted that this does not include costs for repair of damages of ice storm, doesn't include any employee costs. She noted that they have
MINUTES/FLOOD RESPONSE COMMITTEE
August 20, 1997 - Page 2

applied to FEMA and been denied, that privately owned utilities denied any help from FEMA.

Committee stated that NSP did commendable job through both disasters and that this matter needs further discussion. After
some discussion it was moved by Bakken and Polovitz to refer this
matter to the Tri-chairs. Motion carried.

V. Matter of debris removal update.
Al Grasser, asst. city engineer, reported that the private collector under contract to the City under FEMA DSR has been collecting debris for about 5 weeks, are finding more debris than what originally anticipated which is slowing down the process, should finish on east side of Washington this week and will make pass down major thoroughfares before school starts to make more presentable. He reported that they have asked the contractor to expand hours of operation and equipment, and exploring option of second crew in effort to speed removal process; and will have third pass in early September. He reported that expenditures seeing to date, expend those funds the end of next week, and have requested additional funds from FEMA, with debris removal process through end of September; that this has to come to termination date but with additional debris coming out on the berms it's their recommendation to make second pass under this contract, and would ask FEMA for additional $300,000 in funds to complete first pass and make second pass, asking concurrence from committee to proceed on that basis.

Committee asked that they notify public before project completed; Mr. Grasser reported that they would do media campaign prior to ending project and also notify public of final dates for pickup.

Moved by Glassheim and Polovitz to authorize staff to complete first DSR and request additional monies from FEMA for second pass. Motion carried.

VI. Matter of approval of plans and specs. for paving in Congressional Resubdivisions No. 1 and No. 2.
Doug Herzog , CPS, Ltd. reviewed plans and specifications for paving in south subdivision which is Congressional Second, that all paving bid with portion constructed next year, Sun Land West site -connect 51st Street with University to Gateway Drive, and other streets paved to residential areas when the townhome complex is planned and ready to go. It was noted that Dave Broxmeier, Planning Office and Joel Manske, Housing Authority, working on names of cul de sacs and review and perhaps come up with different naming pattern.
MINUTES/FLOOD RESPONSE COMMITTEE
August 20, 1997 - Page 3

Moved by Bakken and Glassheim to approve plans and specifications and authorize call for bids for paving and street lighting to serve Congressional First Resubdivision, Project Nos. 4680 and 4681, and to serve Congressional Second Resubdivision, Project Nos. 4675 and 4676. Motion carried.

VII. Matter of Phase 3 application process.
John O'Leary, Urban Development, reported on current status of the acquisition program:

Phase I - 292 houses in that group, 120 have agreed to accept City's offer, 95 are in process of negotiation, 47 have not indicated whether accept or reject;

Phase IA - 163 properties and total cost of this phase $12 million, have enough funds in 404 program to fund $2.5 million (State had total of $3 million to allocate and allocated $2.5 million to the City of Grand Forks for Phase IA, and anticipate additional 404 funds will come later. Tri-chairs will be bring back suggestions in the near future re. acquisition; City has requested clarification whether dike or other flood protection measures can be built on land purchased with 404 monies, and answer to that is no, but are continuing to discuss with Congressional delegation.

Phase II - 221 properties identified, 100 offer letters mailed this week, and balance sent out in near future.

He reported that there has been discussion from council and direction to Tri-chairs to work on a program for properties outside the 100-year floodplain that have sustained more than 50% damage; that they have drafted proposals and have asked HUD consultants to give cost estimate for each proposal, that there is limited money and also asked for est. cost for rehab of lower income home owners who can't afford to fix their homes.

Phase III - could be combination acquisition/rehab., that one of the problems in identifying number of homes in this category is that they asked anyone interested in selling their house to call, but number didn't do that because it might obligate them, and don't have good idea as to number; that they need to establish date certain for applications for Phase III potential buyout. He stated that the Tri-chairs are recommending that they proceed with advertising program, notify public between now and September 12 that anyone interested in selling their house who has had more than 50% damage or has substantial damage, to contact the Information Office in City Hall, and after September 12, know how
MINUTES/FLOOD RESPONSE COMMITTEE
August 20, 1997 - Page 4

many dealing with and fiscal mode is or variety of programs that might want to consider to help those people. He will be asking for application with basic information, that they will gather information and give committee information. Committee stated that they need to make sure public knows this is for study. There was some discussion re. inspection, analysis, etc.

Bakken stated that anything they do in Phase III, going to have some kind of coordination with volunteers laborers and builders because there are houses in Vail Circle that had 70% damage that they have rebuilt, and questioned whether intent was to help those who can't help themselves.

After further discussion Bakken suggested they do survey, let Tri-chairs look and discuss recommendations at that point and finalize intent at that point.

Bakken suggested that those calling to Info. Center for volunteer services, they are being qualified (check off against FEMA, SBA, whether grants or funds from other organizations, check income, etc, categorize, inspect property and determine order to repair, and doing lot of legwork, and should coordinate with them. Mr. O'Leary agreed that this has lot of merit, and only get City involved in houses which are without hope or beyond scope of volunteers.

Moved by Glassheim to authorize staff to proceed with gathering information on those properties with over 50% damage outside the floodplain and to close that September 12; Bakken seconded the motion.

Mr. O'Leary reported that when they sign up, will ask whether any problem with referring their names to the volunteer group.

Motion carried.

VIII. Other business:

a) Glassheim reported that there are four households on Lewis Blvd. that on high end of damage, are living in their homes, received buyout letters but can live there another 2-3 years before anything needed for diking, etc. but probably only have 30 days to accept or reject City's offer. Mr. O'Leary reported that if City puts in flood protection device in future, negotiations will proceed with homeowner and won't be voluntary buyout. Glassheim stated there could be problem with that, could be at current value if do eminent domain rather than at pre-flood
MINUTES/FLOOD RESPONSE COMMITTEE
August 25, 1997 - Page 5

value, or flood device may go on other side and their property not needed and unclear whether City has any obligation to them; that people asking if put offer on hold for two years, and why not.

Mr. O'Leary reported that they will have approx. 24 months to obligate the CDBG funds, and funds won't be there, same with 404 money; resources wont' be there two years from now; if need to purchase 2-3 years from now, would be at current value.

b) Polovitz reported he is getting lot of calls on vouchers. Mr. O'Leary reported they have received word that the voucher program as currently envisioned would be acceptable to HUD and are in the process of putting together suggested policy for voucher program, which will be reviewed again by HUD, but don't want to issue voucher program and duplicate other forms of assistance. He stated that voucher program being drafted and will come back to committee.

3) Glassheim questioned buyout of businesses in 100-year flood-plain. Mr. O'Leary reported the consultants made recommendation to focus the resources through CDBG buildings and areas where have greatest impact, and their recommendation is that you look at programs that will assist businesses with redevelopment of their existing property with preference given to those historical in nature. He stated there is recommendation that they give assistance to storefronts downtown, businesses downtown, and to continue that. They recommended that we do demolition and cleanup program which would involve acquisition of burned out and abandoned property; they also recommended putting funds into general improvements in downtown, street furniture, lighting, public art and other amenities to improve downtown. He stated he hasn't worked on program to acquire building with more than 50% damage, need to focus resources geographically. Polovitz stated they need to know what's downtown, conditions, etc.; Mr. O'Leary stated they have good inventory of that, how many historical in nature and buildings that just got wet and only in the floodplain; 404 monies are for residential property.

d) Council Member Hamerlik stated the he had referred to this committee last Monday night several items which were not included on the agenda:
1) voucher system - Council Member Hamerlik stated that hope not just buy lots and build, have to look at big picture, could buy other homes.
2) flood insurance rebate

MINUTES/FLOOD RESPONSE COMMITTEE
August 25, 1997 - Page 6

need to look at when going to happen, people need to make decisions, included in buyout so people know.
3) in the spring of the year Gary Goetz concerned about sump pumps and where drained to, that has caused big problems, another question whether program grant money available for people to change over so that correct major problem; would like to have that addressed. Committee stated this should be looked at by public service committee. After discussion moved by Glassheim and Polovitz to refer to public service committee to get more detailed study of difficulties encountered because of improper sump pumps. Motion carried.

e) Council Member Glassheim stated that when training inspectors this weekend if inspectors could take note as to suggested activities to help public make decisions on what they need to do. Info. only.

The committee scheduled their next meeting for Wednesday, August 27, 1997 at 5:00 p.m. in the council chambers in City Hall.

It was moved by Members Polovitz and Glassheim to adjourn; meeting adjourned at 6:45 p.m.

Alice Fontaine, City Clerk
Dated: 8/25/97.