Committee Minutes

MINUTES/FLOOD RESPONSE COMMITTEE
Wednesday, October 22, 1997 - 5:00 p.m.

I. Call to order:
Members present: Hafner, Bakken, Carpenter, Glassheim.

II. Matter of Mortenson update.
Tom Nonweiler, Mortenson, reviewed bids for two projects and several change orders on City Hall project:
a) Water Treatment Plant
Mr. Nonweiler reported they took bids for the abatement and demolition of the buildings, and recommended award to Quality Environmental in the amount of $9,448 for hazardous material abatement services and to Nodak Contracting in the amount of $32,200 for demolition of the houses. He noted that there was interest in purchase of one of the houses, however, that individual was waiting for word on dike alignment before making a decision, and Mr. Nonweiler thought that might not happen. He also reported that they received a non-responsive bid from Magnus Trucking & Const. who did not follow bid requirements to submit separate envelope w/contractor's license on the demolition of the houses.

Moved by Bakken and Glassheim not to open the bid of Magnus Trucking & Const. and to return the bid unopened. Motion carried.

b) Change orders:
Mr. Nonweiler reviewed change orders for City Hall building, Lakehead Const.:
1) Remove existing flooring system - $ 810
2) Provide concrete mechanical pads - 918
3) Provide modification of pass-thru windows due to change in systems furniture layout - $1,554
4) Provide modification of 3rd flood bathroom vestibule for accessibility - $3,436

Moved by Glassheim and Carpenter to approve award of bids and change orders as presented. Motion carried.

III. Matter of FEMA update.
Steve Pratt, FEMA, reported that FEMA Regions 8 (Denver) and 5 (Chicago) mitigation specialists will be meeting in Grand Forks and do a status review on the buyout process in both Grand Forks and East Grand Forks; that there are four things they will focus on: a) difficulties in title searches; b) lack of insurance infor-mation and differences from one side of the river to the other; c) understanding citizens have of the program; and d) duplication of benefits and any differences that might exist between the two regions. He stated that FEMA is committed to do the most that they can to make processes go as smoothly and as fairly as possible, and when review if see opportunities to make changes that will be bene-ficial, will do what they can to make that happen. Comm. expressed appreciation to Mr. Pratt for their looking at this to make work as best as possible.

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IV. Matter of update on flood issues by Gen. Murrary Sagsveen.
Gen. Sagsveen briefed committee on several issues:
a) Proposed State/County building with Social Services.
He reported that there are continuing discussions re. that building, that the State Investment Board will be meeting tomorrow and Friday and one of the agenda items is whether or not the Board should provide financing for the State portion of the building, that State could possibly invest in that building, buy the building and lease back to the State. He reported that Dr. Mark Sanford is a member of that Board and he is working on this project.

b) Proposed interstate park between Grand Forks and East Grand Forks.
He reported that he understands from discussions with the Governor that he will send a letter to Governor Carlson to formally propose that there be an interstate park between the two cities, and also recommended that the two governors appoint a task force to work on some details, and that group could include mayor, or her representative, John Staley, GF Parks and Recreation Dist, director of ND Parks & Recreation, director of ND Game & Fish and himself to represent the State. He stated that the process is moving along.

c) Criticism re. turn-around time on buyout checks.
He reported that he is monitoring very carefully because this is a lengthy process and requires lot of activity in the home acquisi-tion program; that when the State receives application the turn-around time is 3 to 5 days and check is in the mail; that this allows Mr. Swanson to schedule closing with some degree of con-fidence (10 days from time the money is requested), and that's about quickest State can do; that he has reviewed closing list Mr. Swanson has to go through for hazard mitigation grant monies and that there are so many steps to comply with that he can't make any recommendation to hasten that process.

d) Infrastructure projects for which City has requested Hazard Mitigation Grant money.
General Sagsveen reported they have received additional funds for this program and it appears that funds available to do about 4 or 5 flapgate type projects, improvement of flood protection at water treatment plant and also a storm sewer project in south Grand Forks. He stated the next step in the process, now that they are fairly certain that funds are available and that those have been ranked and approved by the Hazard Mitigation team in Bismarck, is to forward to FEMA in Denver for an economic analysis and environ-mental review. He stated that council informed on Monday that the process normally takes several months, that they are trying to compress schedule for the flapgate projects and valve projects at the water treatment plant, trying to move up as quickly as possible and trying to have final decision no later than November 20 so that those projects could be constructed this fall. Hafner stated they appreciate whatever anyone can do to hasten those decisions.
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e) Home Acquisition Purchase in 1A.
General Sagsveen stated that the application is in and has gone through process and only need listing of homes or tracts that should be de-selected from 1A (those that have been transferred over to CDBG funding), will strike from the 1A list and provide information to Denver, and 1A will be completed.

V. Matter of flood protection study update.
Ken Vein, city engineer and dir. of public works, reported they will give complete update on Friday at noon luncheon at Holiday Inn, that Lisa Hedin from the Corps will be here, as well as Gary Sanders or Dean Wieland from CPS. He reported that approx. 100 people invited, primarily elected officials, that they will also have presentation the following Tuesday for the general public and follow up with neighborhood type meetings, rural and in-city.

VI. Matter of flood repair building permit costs.
Bev Collings, Bldg. and Zoning Admin., presented matter to see if committee wished to reinstate fees to 100%; that 2500 per-mits with reduced fees, 3700 issued to date, are steadily decreasing; savings well over $50,000 to residents and business owners. It was noted that there is a 25% reduction in both commercial and residential building permit fees for flood-related repairs - no reduction for new construction. Committee suggested a date in the future to give residents opportunity to obtain permits at the reduced fees. Moved by Bakken and Carpenter to restore building permit fees to 100% effective January 1, 1998. Motion carried.

VII. Matter of certificates of occupancy.
Mrs. Collings reported that this was one of the ordinances suspended, that last week Mr. Swanson recommended reinstating some ordinances but this was not included; and recommended that this be reinstated. She stated they have received lot of calls/complaints from tenants (heat, mold issues, odors, etc.) It was noted that sooner or later all rental units will have to have certificates of occupancy, Mrs. Collings stated they are trying to be flexible and work with landowners; but that they have started process of inspecting all flood-damaged rental units. After further discus-sion it was moved by Bakken and Glassheim to rescind the suspension and reinstate certificate of occupancy requirement as of November 1, 1997. Motion carried.

VIII. Matter of policy for applying for CDBG funds.
Hafner stated he placed this item on the agenda to reinforce the need for request for CDBG funds to go through proper channels -through staff, tri-chairs, etc. that there are a number of things they need to make sure of before this body makes motion/recommenda-tion to spend money, and not qualified to make determination if approved by HUD, ie., operating budget for the warehouse for donated goods which has ended up in confusion, etc. and if brought MINUTES/FLOOD RESPONSE COMMITTEE
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to the Tri-chairs approached in a different manner, and just a matter of procedure. Mr. Schmisek stated Tri-chairs willing to take referrals and look at them, if confusion on last issue, they will take under advisement and try to correct process they use. He stated that normally they try to bring in and make sure they qualify under the CDBG funding and have staff look at first. Information only.

IX. Matter of procurement of FEMA manufactured housing program.
Joel Manske, director Housing Authority, reported that they will be providing contract services to manage contract with manu-factured housing management agent on behalf of the State; that he talked with Mr. Swanson last week re. selection of contract manage-ment agency or agent and their working relationship with those individuals with hope that they could sole source the contract, and not have to go through public bidding process in order to do this; would be his goal to get someone from community with demonstrated capacity to do this. He reported that Mr. Swanson had said that they can sole source contract if for services and not for goods, but suggested bringing to committee to make them aware of this; that he received correspondence from the State allowing them to do this on their behalf and now waiting for concurrence from FEMA. He stated it would be their recommendation to sole source the contract with the managing agent of the trailer park, that they are trying to work with the managing agent of the Columbia Heights Trailer Park, they run one of the nicer parks in the city and have manage-ment contract for Presidents' Park Trailer Park on 32nd Ave.S.
Moved by Glassheim and Bakken to authorize Housing Authority to accept contract from State and to sole source subcontract. Motion carried.

X. Matter of Social Science Research Institute contract.
Mr. Manske stated they would like to table this again, that they met with Cordell Fontaine from SSRI and other members of University staff, discussed breakdown of costs associated with their billing and they were going to come back with justification of their billing. Held until next week.

XI. Matter of funding for warehouse operation.
Bakken asked that this matter be held until next week.

XII. Other business:
a) Matter of plans and specifications for flood protection plan at water plant.
Charlie Vein, Advanced Engineering, presented request for approval of plans and specifications and authorization to call for bids for work involved with second order of flood protection plan at the water plant. He reported they met with General Sagsveen
on this issue and it involves similar issues they had with other flapgates and looking to move ahead very quickly on that and
because of that looked at splitting project into two phases and
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taking some of the things that involve environmental work and putting that into phase II; phase I would include lining sewers and doing that right away. Moved by Carpenter and Bakken to approve plans and specifications and authorize advertising for bids. Motion carried.

b) Matter of transfer of remaining City-owned platted land in Congressional First and Second Subdivisions.
Mr. Manske presented request that City transfer deeded lots in First and Second Congressional Subdivisions that were acquired earlier this year with block grant funds to Grand Forks Homes, Inc. who is actually doing development of those lots (only those lots that are platted and part of the acquisition). Moved by Bakken and Glassheim to transfer those lots to Grand Forks Homes, Inc. Motion carried.

c) Matter of purchase of expansion of phone system for City Hall.
Held.

d) Matter of winter season streetscape improvements.
Mr. O'Leary reported they have been working with consultants on doing some improvements that would bridge the gap for the winter months, trying to give look of vitality and vibrancy to the city center over the winter months and to bring people back downtown. He stated that there has been tremendous amount of interest from private sector in relocating in central business district and rehabbing buildings downtown. He reported that they have been asking consultants to come up with a plan that would provide interim improvements, that money spent downtown would be for type of improvements that could be re-utilized in future years.

Les Pollock, HUD consultant, stated that they have prepared a multi-component program to address the issue of creating an environment downtown that would entice people to come through, continue to identify and become excited about and to provide opportunity for people to gather in the historic heart of the city even when businesses have not moved in and fully re-opened. He reported that this program if it is to happen and provide activities during this season of recovery needs to be started immediately; that this is a four-phase program consisting of the following elements: 1) substantial lighting program for the downtown so that downtown becomes attractive area because of way illuminated; 2) a program of activities downtown, ie., winter-type activities (ice rink); 3) program of increasing landscaping improvements; and 4) a program for a way of occupying and bringing to life some of the display windows in stores not presently open, displaying products, etc. He briefly detailed each of the four phases. He stated that the estimated total cost of this type of development in the range of $200,000.

John Staley, Park District, stated that this plan good and is cost
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effective and would recommend it; that he would continue to work with Mr. Pollock and look at details, both capital and operations, would have to take to his Board; and would recommend that they incorporate installation and maintenance type contract on as much as possible, ie., lights and trees, and then the maintenance and operation of that which they can't contract out but cover in-house operation between Urban Development and the Park District (ice rink, etc.) He stated he would also recommend that an entrepreneur be incorporated into it and have place to rent cross-country skis, ice skates, snowshoes, etc. and would enhance facilities. He stated there are also people in area who have horses and sleighs and offer as vending service as part of the overall winter park. He stated they need to visit a little more about it.

Committee asked whether they were proposing this money would come from CDBG supplemental and if so, have the Tri-chairs look at it. Mr. O'Leary reported that the Tri-chairs haven't looked at it, proposal was presented to them today, but Tri-chairs had recom-mended that $3 million be set aside for these kinds of improvements in the central business district and is in the cost matrix. He stated that the improvements presented are the kind that they would hope would be invested in for the central business district for future years; and that some of the landscaping improvements should be put in now for those business re-opened and those people coming to the CBD. He stated his staff would work with the Park District, as well as Central Business District Authority and River Forks Commission.

Committee asked what $100,000 would do; Mr. Pollock stated would buy the lighting program, about half of the trees, installation of ice skating facility; wouldn't get lighted ground displays, full landscape, wouldn't get window treatment.

Bakken stated not willing to put $100,000 down there, not sure where downtown heading. Glassheim stated that sometimes have to move ahead on faith, hunches, etc. and this can't do anything but help.

Mr. O'Leary reported they met today with Tenants Assn. as well as architects, HUD consultants, etc., that they asked what overall strategy for redevelopment in the entire business district, he reiterated some of the programs already started (storefront pro-gram, acquire and demolish buildings, etc.) and they are actively negotiating with property owners to make the 4th and DeMers development happen. He said there's commitment to make this happen.

Carpenter suggested that this is important ingredient in attracting people downtown and suggested that they recommend to the council that this be approved and let council make final decision; and
thinks they should do the project, have come back with something
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much more reasonable.

After further discussion it was moved by Carpenter and Glassheim that we authorize $100,000 out of this committee and the additional $100,000 be a recommendation to the council to complete the project.

Gary Christianson, River Forks Commission, stated that this it is a significant part of the image, that we have an image of a bombed out destroyed kind of place, and yet there are 150 employers currently operating in the downtown area with 1800 employees coming downtown (about half pre-flood), and would begin to make people feel better.

Upon call for the question, the motion carried; Bakken voted no.

e) Glassheim presented matter of people waiting for furnaces and people waiting to get back into their homes, and asked if they knew the number of people waiting for furnaces. Mr. O'Leary reported he visited with Victory and there are several hundred homes waiting for furnaces, some due to procrastination, etc. and vendors contacted felt they would be able to satisfy demand. He stated broader issue that there were 40-45 homes not cleaned out, elderly people living in those homes, some with water in basements. He stated Victory people helping but running out of time. Glassheim questioned whether they need to waive requirements and getting people from out of city to do, etc., suggested asking people to call Info Center so find out, etc. Comm. questioned if there were people who couldn't afford to do this, and Mr. O'Leary stated they would do some additional checking with Victory and with vendors.

f) Glassheim asked if there were going to be neighborhood meetings re. secondary dike line; it was reported that Christi Stonecipher is setting this up. Beth Bouley reported that there were some concerns in Riverside Park area, and that she spoke with Mrs. Stonecipher today and a meeting has been scheduled for November 6 for Riverside Park area, and public meeting next week. Info. only.

Moved by Carpenter and Bakken to adjourn; meeting adjourned at 6:30 p.m.

Alice Fontaine
City Clerk

Dated: 10/22/97.