Committee Minutes

MINUTES/FLOOD RESPONSE COMMITTEE
Wednesday, November 26, 1997 - 12:00 noon

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

II. Matter of Mortensen update.
Ken Vein, asst. city engineer, reported that one of the items is rehabable of civic auditorium, were about to reach FEMA in Denver and get issuance over the phone concerns resolved, City responsible for building and continue to negotiate with FEMA. Tom Nonweiler, M.A.Mortenson, presented recommendations as follows:
#1 General Construction: Baukol Builders $548,816, plus Alt. #2 of $90,790
#2 Mechanical: Klemetsruck Plbg. & Heating $510,000 plus Alt. #2 of $84,400
#3 Electrical: Fritz Electric $289,900 plus Alt #2 deduct of $13,000 and #3 $7,500.

Moved by Polovitz and Carpenter to accept the following recommenda-tions (as noted). Motion carried.

III. Matter of housing rehabilitation volunteer update.
Joan Buchhop, site manager, Lutheran Disaster Response, reviewed Flood Recovery Report and stated that they have listings for 768 families/individuals who have requested assistance, that out of 768 cases, 606 have been referred to case management and have received help (clean up, rebuilding, replacement of appliances or financial aid), and that the North Star Inn has a steady flow of volunteers coming and going, that Victory, LDR, CRWRC, and Church of the Brethren all have volunteers housed at the Inn. She stated that United Way has received grant monies from the St. Paul Founda-tion to purchase appliances for low income and elderly, and that during the past 2 weeks, 11 appliances were purchased using this grant. She stated that the Beyond the Flood grant has been approved and the Red River Valley Unmet Needs Committee has received $100,000 and giveaway assisted 907 families and 2896 individuals; that Lutheran Disaster Response has offered services including cleanup, rebuilding, loaning power equipment for clean-up, power tools for rebuilding, financial aid, and all for flood related needs. She stated that resources that RAFT reviews requests for aid, priorities them and disperses them to the different RAFT members, and all requests pass through the getaway of United Way and this system is helping to avoid duplication of benefits and services. Information.

IV. Matter of Flood Protection Study update)
Mr. Vein reported that they are continuing weekly coordina-tion plans with Corps and continuing through balance of the year; that last week had partnering session and more cities and Corps and number of other individuals there and worked on some of the ques-tions they had on completions, and how start put together the decision making process and doing development flow chart of how
look like so everyone be aware.
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He stated that February 12 is when the report will be available and 28th when decision has to be made, and going to take lot of co-ordination. He stated they are doing some things on the greenway plan and the multiple state park on both sides of the cities, that the next public presentation will be on December 10 at noon at Holiday Inn and the diversion alignment will be presented at that public meeting that evening at what direction going to pursue. He stated that looking at early January for other things for setback alignment on the northerly part of the city and will be looking at early January for alignments for the southerly areas (looking south of Minnesota Avenue). He reported that this will be Corps recom-mended alignments and will be more than likely than coordinated staff; meeting for elected officers on December 10 and public meeting that everyone at UND with more of Corps people in atten-dance. Information only.

V. Matter of engineering consultant selection.
Al Grasser, asst. city engineer, reported they had series of projects previously approved for construction and engineering with potential use of CDBG funds, and are identifying projects from engineering responsibility to flood recovery and that in the poten-tially use of CDBG funds in the past history and on the projects. He reported this has gone to public service comm. and brought to flood response comm. because it does potentially involve the use of CDBG funds and trying to use other sources (DSR's, flood hazard mitigation funds) and something other potential use of monies.

Moved by Carpenter and Polovitz to approve the consultant selection as follows: Webster, Foster & Weston to sewer consultants; Advanced Engineering to water treatment plant flood protection; and KBM, Inc. for pump stations. Motion carried.

VI. Matter of 1997 Supplemental CDBG Disaster Fund Annual Action Plan. John O'Leary, executive director of Urban Development, and reported that document is CDBG application that will be submitted to HUD for reviewing under cost matrix; the cover sheet states that the 8 or 9 categories are under the CDBG regulations, and what they are seeing is different HUD categories. He stated that if they decide to change this during the next year, have to go through public hearing process and get transfer money between categories between line items in the budget, and so if transfer more than $3.9 million out of housing and put into another project, have to go through public hearing. He reported that in the meantime if go through $3.8 there are specifically line items which can go through without having to amend grant application. He stated this process will tie up the balance of the $171 million to the city of Grand Forks, and $50 million will go through and that money has been drawn down and the balance of the money drawn down will get
released and allow you to do that. Moved by Polovitz to forward to the city council for approval; seconded by Bakken.
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Carpenter stated that this will be placed in agreement on all details and possibly utilizing the amendment process down the road.
Polovitz thanked committee heads for excellent summary of what gone through in the past several months.

Motion carried.

VII. Matter of final approval of Phase III buyout program.
Mr. O'Leary reported that briefly committee had on this rehab program that Phase III had irreparable damage and would provide those properties with an opportunity to sell their properties to the City, the determination of whether or not under the general guidelines of more than 75% damage and for those homes more than 50 feet damaged and less than $45,000, those would be less than repairable; for homes with 50% damage and 75% and do not fall within criteria described would look on those on case by case basis and not with property owners on hopefully carefully condition and back occupied. He reported that these two programs that cost $7,960,887 million for acquisition of the program and once if 100 homes of dollar grant, $1.5 million; so for physical year damage which would include 50% damage, outside the floodplain would be $9.5 million; under previous meetings reviewed the voluntary acquisition of residences under Phase III, although reviewed and approved in principal not a formal motion was made to authorize staff to proceed with the acquisition of these houses, and requesting authorization legal department as well as office of urban development to proceed with program as described. Mr. O'Leary reported that staff still in process of inspection and determination of preferred to get back and rehabbed.

Moved by Polovitz and Bakken to authorize legal department and Urban Development to proceed with program as described. Motion carried.

Mr. O'Leary reported that $1.5 million to assist property owners with rehab and assist with rehab; and to assist property owners with $8 million for acquisition.

VIII. Matter of final approval of demolition of bought out properties. Mr. O'Leary reported they would be moving projects from Part II of the cost matrix to Part I, that they went through CDBG and FEMA to demolish all of the properties involved and $5.383 million is requested to demolish those properties, commercial and residential, that aren't covered through the $5.383 million is FEMA
allocation of cost matrix - that CDBG funds is $5.383 from Part II to Part I to award bids through council and proceeding with
properties.

Mr. O'Leary reported that all of the properties, 24 have been
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demolished, the remaining homes inventoried and shut off; Mortenson will be handling demolition of properties and 20-25 of properties will be bid in bidding of demolition of early December.

Moved by Bakken and Carpenter to proceed CDBG to provide $5.383 million at $1.5 million from CDBG and $3.883 million from FEMA) and in funds from Part II to Part I of cost matrix to allow staff to award bid and proceed with demolition of property. Motion carried.

IX. Matter of reloction of tenants.
Mr. O'Leary reported that they didn't include relocation costs in some of the earlier cost estimates, which are required for those being displaced for acquisition as well as apartments being acquired in Phases I, IA, II and III, and are relocation of those folks, those are renters and are required to assist them in relocation to a new establishment, $1 million, but maybe talking about them later. Moved by Polovitz and Bakken to approve $1 million for relocation of tenants in Phases I, IA, II and III. Motion carried.

X. Matter of legal office staffing.
Carpenter reported he had brought this up because heard com-ments from staff and asked Mr. Swanson whether need other legal work and will be able to handle in timely manner. Mr. Swanson stated he has gone from no secretarial/clerical to 2.5 STE and may be able to handle more clerical staff, have utilized two additional attorneys in their office, and utilizing outside legal staff and using outside law firms now.

He stated they have prioritized based upon need, and certain departments and certain requests that don't rise to other requests, always prioritizing and if wish to have more staff, would do so but no more space. He stated he is not asking for more staff right now, and no department head has approached him re. any particular items, no specific criticism; he has had more applications from attorneys looking for work, etc. He also stated that they respond to department head requests, and they have listing of things to be done, that he is working fulltime for the City as never has in the past, Codification of City Code, other drafting needs, and have hired Paul Germoulous. He also stated they are not asking to add staff, just add clerical staff and outside firms. Information only.
XI. Matter of request for additional custodial staff at City
Hall.
XII. Matter of request for additional staff in Emg.Mgmt.dept.
Dan Gordon presented request for two additional employees for the recovery of Civic Auditorium (for City Hall) from the spring flood because of hiring more employees for City Hall, etc.
from part-time employee funds. Moved by Carpenter and Polovitz to
hire two positions from part-time employee funds. Motion carried.

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Mr. Gordon reported that Emergency Management Office has presented request for hiring two additional staff: 1 special projects coordinator and 1 secretary. Moved by Carpenter and Bakken to approve request for needs. Motion carried.

Mr. Gordon presented request from Inspection Department for one reallocation of one trade inspector positions to one office clerk position at a grade 10 ($1368-1847) per month. Moved by Polovitz and Bakken to approve reallocation of one field inspector to one office clerk. Carried.

XIII. Matter of construction management services for downtown
financial center.
Mr. O'Leary reported that appointed committee management company to review for the downtown financial center met with review each of the applicants who had met proposal; that the committee included Council Members Beach and Hafner, Terry Longton and after reach at the proposals the committee recommended the firm of M.A.Mortenson at 2.5% of the total proposal cost with a cap. of 5.5% construction cost and if M.A.Mortenson does not accept this proposal or for any other choice they did not accept this proposal, the second reason would be Grosz-Anderson.

Moved by Polovitz and Bakken to accept the cost of M.A.Mortenson of 2.5% of the total proposal cost with a cap of 5.5% construction cost, and if M.A.Mortenson does not accept this proposal or for any other reason they did not accept this proposal the second choice would be Grosz-Anderson. Motion carried.

XIV. Matter of encroachment agreement/Grand Forks Herald.
Mr. Vein reported that they were talking with Bill Schoen, re. looking at portion of whether Grand Forks Herald 5" into right of way and for grant encroachment agreement and hold harmless agreement. He stated they have looked at and would concur.

Moved by Carpenter and Polovitz to approve the encroachment agreement for Grand Forks Herald building, 5" into right of way, and to grant encroachment agreement subject to hold harmless agreement. Motion carried.

XV. Next meeting:
Mr. O'Leary asked that in view of negotiated numbers of properties for Corporate Center, if the Flood Response Committee could meet next Monday, December 1, 1997 at 6:00 p.m.

Meeting adjourned at 1:05 p.m.
Alice Fontaine, City Clerk
Dated: 12/01/97