Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, October 12, 1998 - 7:00 p.m.

Members present: Hafner, Klave.

1. Matter of applications for moving permits:
a) move single family dwelling to 2625-2631 S. 18th St.
Bruce Melin, building inspector, reported building to be moved from 509 Pakenham Avenue, that lots are small and combined two lots into one, and recommended approval; only corrections to house are painting, foundation. Moved by Klave and Hafner to approve the application for moving permit, subject to the public hearing. Motion carried.

b) move garage to 913 Almonte Avenue
Mr. Melin reported that garage to be moved from 1025 Lanark Avenue, is nice garage, almost brand new. Moved by Klave and Hafner to approve the application for moving permit, subject to the public hearing. Motion carried.

2. Matter of budget amendments.
Todd Feland, Public Works, reviewed budget amendment for the street department in the amount of $6,384.00, that funds are for repair of walkway fence over University and I-29 that was hit last winter, City received insurance check but work not done until 1998, money moved into general uncashed carryover and this is to put into street department budget to cover work. Moved by Klave and Hafner to approve budget amendment. Motion carried.

3. Matter of storm water drainage easement, Proj. 4846.
Jay Bushy, project engineer, reported this item is to enter into agreement to purchase an easement for the project that will drain water from Washington to the southend drainway along future street right of way for S. 40th Street, and are purchasing 50 ft. permanent construction easement from S. Washington west to the southend drainway, using CDBG funding. Moved by Klave and Hafner to approve and accept the easement with cost of the easement in the amount of $112.00, CDBG eligible. Motion carried.

4. Matter of warranty deed under negotiation for landfill
relocation.
Chuck Grotte, asst. dir. of public works, reported they were here several weeks ago asking for permission to negotiate for property in Turtle River Twp. for landfill; Ray LeClerc has been negotiating with Botsford & Rice, rep. Martha Hargrave, for four quarters in Section 19, and in process of negotiations Ms. Hargrave would also like to sell the quarter section adjacent to the pro-perty, she owns 5 quarters and if sell 4 would like to sell the 5th also, City doesn't have problem with that - that landfill was to last for 40 years and if get extra quarter could last for 60 years, or could sell that quarter if determine in next few years it's not worth keeping, and could cash rent the property. He reviewed proposed purchase of the Hargrave property, five quarters appraised for total value of $535,000 ($695/acre). He stated that in Mr.

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LeClerc's negotiation with Botsford, it was stated that this is Ms. Hargrave's income and the transaction looked at here, she would have shortfall of approx. $2,100/year based on what currently renting the land for and her expenses for that, and have come up with proposal to pay the assessed value of $535,000 plus an additional $16,000 which would give Ms. Hargrave for the next 10 years basically the same cash flow. He stated they are asking committee to approve the purchase of the extra quarter and the lump sum of $16,000 to keep her cash flow equivalent and if agreeable, would complete negotiations with her agent, Botsford & Rice, and have Mr. Swanson draw up the purchase agreement. He also noted that Jon Botsford and Ray LeClerc were both present.

Klave questioned how acreage ended up 769.53 acres; Mr. Grotte reported that the RR track and Hwy. 81 run through this section and also at edge of township, correction line and quarter/quarters are only 50+ acres vs. 60 acres and that's why end up with less than 640 acres on that portion of it; SE Quarter of Section 18 isn't on correction line so is full 160 acres. Mr. Grotte reported they had approx. between half million and $600,000 budgeted and is close to what expecting. It was also noted that for the additional $16,000 they were avoiding process of condemnation.

Moved by Klave and Hafner to authorize entering into warranty deed negotiations for Section 19 and SE Quarter of Section 18-154-51 in Grand Forks County for landfill relocation purposes in the amount of $535,000 plus a lump sum payment of $16,000 for income supple-ment for ten (10) years or to December 1, 2008.

Ken Vein, city engineer, reported that City would initially cash rent that additional quarter and may cash rent more than that (perhaps three quarters could be rented) Tom Hanson, WFW, stated that two quarters available for about 10-15 years and to retain 5th quarter.

Upon call for the question, the motion carried.

5. Matter of pavement repair/replacement in the 400 block of
Chestnut Street.
Mr. Bushy reported this is part of School District's request to repave Chestnut from 4th Avenue S. to 5th Avenue South, but had to work with local Historical Society as part of street is granitoid paving, and reviewed costs for the paving: School District's cost to replace the pavement in the amount of $39,566 and City's cost $29,431 incurred because the recommendation from the local Histori-cal Preservation Commission was the School District and City would share in costs on this project; that residents on the street want the project done as street taken beating during construction. He stated their recommendation is to build street to a regular con-crete pavement section without the granitoid stamping that local Commission would want, and have Commission come back, almost double MINUTES/PUBLIC SERVICE COMMITTEE
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because of granitoid stamping. He stated that most of the cost is to score the concrete pavement to make it look like granitoid section.

Mr. Vein reported that when granitoid streets put on the historical register, City ended up in agreement with State Historical Society and that evolved over period of time but the agreement was that if any street was to be replaced it had to be replaced and scored to look like original and much of the existing condition varies, some in good condition but some in poor condition, and asked why doing replacement at all and typically would be property owners responsi-bility, and asked if broken up during construction.

Roland Scott, School Dist., reported that the road was in very poor condition prior to the flood and during process of construction of new school, they made two road cuts that require repair and have Greg Opp under contract who is doing site work which includes installing cutoff for a drop-off for children and also includes repairing the two utility cuts they made in the street. He stated they have in their site work budget the money available to repave the street but when developed those budgets were looking at re-paving in concrete to standard paving, and when money became avail-able started talking to contractor to do that work and that's when it became known to him that because granitoid had to go through some special procedures with the State (that the City had to request local historical society for permission to fix the street, local historical society had to recommend to State Historical Society that the method School was going to use to fix the street was appropriate and couldn't do anything without State Historical Society's approval). He stated that the School Dist. is willing to replace the street from that alley just south of Phoenix School to the intersection and feel that should be done at this time because the street was in very poor condition (even prior to the flood), doesn't know that they've damaged it extensively during construc-tion (covered heavily with dirt during construction) but would like to see that road repaired, have money budgeted to repair to con-crete, but not willing to spend the extra money to make it look like granitoid or something historical. He stated that the School Dist. is only offering an option, will spend money to put into concrete, if somebody else wants to spend money to make it look like granitoid, that's fine, or they can retract the offer and proceed with plans as were originally scheduled in the construction contract.

Committee stated that if cost reasonable would be willing to pay extra cost, but prices not reasonable. Committee asked if there were a choice, Mr. Vein stated that City could request the State, or repave without scoring it, and if they turn that down, then score portion that was granitoid, or do whole thing. It was noted that the street is half asphalt and half granitoid and committee stated they weren't in favor of granitoiding the whole section if

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it didn't have it before. Mr. Scott stated the School District is interested in getting work done this fall, will patch with grani-toid. Mr. Vein stated to do any work to the street have to have Historical Society authorization.

There was some discussion whether this project could be done this year because of the process through the Historical Societies and asked Mr. Scott if possible to patch it and try to work through funding and other processes and do it in the spring because of process won't get it approved. He suggested that School Dist. use temporary asphalt mix which would be relatively cheap and do per-manent fix later. Mr. Grasser stated there are several issues they will have to address: whether Society will allow City to do only half the street or require to do entire street, and payment. He suggested that this committee make a request to the Historical Society to be able to put in regular concrete because that process could happen this year, and if they deny and then the responsi-bility or decision matrix that derailed the project is clearly in their court, that the School and City did everything could do to try to the project done in this time frame. Mr. Vein stated that if they request that and are turned down, then next year they will be stamping this and putting in to look like granitoid. There was some discussion re. special assessing project with granitoid streets; that property owners are assuming School District will pay whole cost.

Moved by Klave and Hafner to pave the street with concrete and that staff address another letter to the State Historical Society. Motion carried.

6. Matter of request by Crary Homes for sanitary sewer lift
station and storm sewer to serve Prairieview Addition.
Mr. Bushy reported they have request from Tim Crary, Crary Homes & Real Estate, to provide a lift station and sanitary sewer to start development he is proposing in Prairieview Addition, that development would require lift station, with question whether tem-porary or permanent, temporary station $300,000 and permanent would cost $900,000, forcemain at est. cost of $650,000, and storm sewer along Belmont Road that basically goes from Adams Drive south to 62nd Avenue South at cost of $282,000; and that all these costs include engineering and contingencies, and basically this is for informational purposes.

Klave asked whether in CDBG cost matrix, had couple lift stations proposed and this was one of them, and asked if those funds were still there or how plan on funding $2.5 million of work. Mr. Grasser stated that he is not necessarily proposing that we spend CDBG money but just wanted to outline what we understand his request would be and what the cost would be. He stated they needed to have another discussion about the whole southend infrastructure, the dollars could possibly be in there for the temporary lift MINUTES/PUBLIC SERVICE COMMITTEE
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station, but dollars not figured in for that length of storm sewer, part of that storm sewer has been bid and are installing from drainway to certain point, but balance could be special assessment project. He stated that whether temporary or permanent station would be decided by dike alignment in this area, he stated his recommendation is to receive request, present to committee so aware of it, and would recommend that committee take no action at this time because need to analyze this and make recommendations when they have information on dike alignment and as to how far they want to proceed on southend development. Mr. Vein stated that L.S. #39 has a forcemain which goes south to 62nd and continues to go west, that if L.S. #39 didn't go in, the forcemain system will be much more extensive. Mr. Grasser reported they are approving plans and specs. for #39 tonight, and they are proceeding with things in southend drainway that needed to go irregardless of any sort of golf course or subdivisions in that area, but do have to revisit it. Mr. Grasser stated that the original plan called for 3 sta-tions (one in section next to Interstate, one in section where the golf course is at and one in this section), and because this section is short section, not efficient to put lift station in to serve that area, and revised master plan calls for putting in two lift stations rather than three, and this section would serve area west of Belmont Road and serve half of the next section west of Washington; next station would serve area next to the Interstate plus half of section east of Columbia Road. He stated that section between Washington and Columbia Road is served half and half by two different lift stations, but save one lift station that way.

Mr. Vein reported that the levee alignment is supposed to follow on that section line; and recommendation is not to do anything until unknowns are clarified. Mr. Grasser stated they are trying to limit the lift stations not to be any deeper than about 25 ft. for gravity main portion because of OSHA rules and regs. getting to be almost impossible to dig a sewer that's 30-35 ft. because not cost effective, and at some point in time better off to build a new lift station than to put dollars into deep sanitary sewers. Mr. Vein stated that if the levee alignment does move a half mile farther east, than this is right location. Mr. Grasser stated they don't show it there but master plan would call for another lift station south of 62nd Ave.S. Mr. Grasser stated that Mr. Crary may have option of putting in temporary lift station if he so desires, and cheaper alternatives if did it privately. Mr. Grasser stated that there are couple questions should have answered before the staff can make a good recommendation or the city council, but this is before you and can consider options, whether CDBG funding, install privately or City can pick up under utility rates.

Moved by Klave and Hafner to receive and file until receive further information. Motion carried.



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7. Matter of request by Kindness Animal Hospital to connect to
city water.
Mr. Bushy reported this is request from Kindness Animal Hos-pital, located west of I-29 and north of 32nd Avenue South, and have requested hooking up to our watermain and agree to be annexed in 5 years if City would allow hooking up to city water. He stated that City is still in negotiations with Rural Water and had hoped to have their demands by this time, but haven't, and City hoping they would agree to allow Animal Hospital to hook up to our water without the formal agreement signed; staff's recommendation would be to allow the Animal Hospital to hook up the water at this time bearing that they would agree upon annexation in the next five years. Mr. Grasser reported that the Hospital's cistern needs to be repaired and rather than repair it, would like to hook onto city water this fall; rural water is still mile west of them.

Moved by Klave and Hafner to approve request and to concur with recommendation from Planning and Zoning Commission. Motion carried.

8. Matter of building moratorium in Rivers Edge Addition and
relocation of sanitary sewer (Proj. 4554) and watermain
Proj. 4555) in Rivers Edge Addition.
Doug Herzog, CPS, reported that since the dike location has been worked out in this area, owners in Rivers Edge are looking to finish up; that there were four lots which were replatted into three lots, and worked with staff and Corps and anticipating sanitary sewer to serve two northerly lots, and will do the same with watermain. Mr. Herzog stated there would be existing lines that would be under the proposed dike about 10 ft. deep, and Mr. Vein stated they would have to coordinate mechanism with Corps for closing off or abandoning those lines.

Moved by Klave and Hafner to approve plans and specifications. Motion carried.

There was some discussion as to whether there was voluntary mora-torium on building in this area. Moved by Klave and Hafner that if any moratorium for any of the lots on the wet side of Rivers Edge Drive, that moratorium be lifted. Motion carried.

9. Matter of agreements for engineering services (study and
report and preliminary design), proj. 4772, Red River Dam
Erosion Control and Boat Ramp (CDBG).
Mr. Bushy reported that this item is to enter into contract for engineering services with Short Elliott Hendrickson, Inc. from St. Paul and their scope of work is to do study and report on erosion problem at the Red River Dam and once write study and report, go
into a preliminary design on the project. He stated that as part of the project they requested study of incorporating a boat ramp in the same location, but at this time just study that alternative and MINUTES/PUBLIC SERVICE COMMITTEE
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make recommendation. He stated that the contract is for $98,900.00 to do work outlined; CDBG money allocated for the project.

Moved by Klave and Hafner to authorize entering into the agreement with Short Elliott Hendrickson, Inc. in the amount of $98,900.00, CDBG funds allocated for the project. Motion carried.

10. Matter of amendments to engineering services agreements for
various projects:
a) Amendment No. 8 (study and report), GFEG, Proj. 4913,
Housing Development south of Ulland Park (CDBG)
Mark Lambrecht, Greater Forks Engineering Group, reported this has been in the discussion phase even though the housing develop-ment seems less likely to proceed as rapidly as thought, this is an amendment covering study and report related to the design and development of the site that would include a future golf course and housing development, and is very preliminary work that would be good background information to have and would be useful by whomever does the golf course development or housing development surrounding the golf course in the future. He stated that as it was conceived jointly in this area, there is certain work that the Park Dist. has agreed to do and to fund (perform soil borings for background soils information in the area) and City through consultant contract with GFEG would do a site topographic map with contours and spot eleva-tions (tasks A through H) which are tasks GFEG would do on behalf of the City, would be hourly work at call of the City staff and elected officials for any work they would like done in relation to the feasibility of the development. He stated agreement has a max. authorized funding level discussed with City staff of $19,200.

Mr. Grasser reported they removed any references from golf course, this is housing associated with whatever development the Park District may come up with, but know they are pursuing the idea of a golf course, this is removed from the golf course and cover some of the preliminary work that they've already done and finish up until define an actual scope of work for them. Mr. Lambrecht reported that the topographic map is done, and is a value added to the land if have soil borings, topographic maps, negotiations with Williams Pipeline and have that much more information that makes potential buyer able to know that much more about the land and potentially help with development.

Moved by Klave and Hafner to approve the amendment to the contract in the amount of $19,200.00, and allocate CDBG funding. Motion carried.

b) Amendment No. 1 (construction engineering) WFW, Proj.
4654, restore brick sewers (CDBG).
Tom Hanson, WFW, reported this is construction phase for the project, hourly contract, established 1999 rates which won't go into effect until make changes in what paying people; amendment in

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the amount of $83,166.00.

Moved by Klave and Hafner to approve amendment to the engineering agreement in an amount of $83,166.00, and allocate CDBG funding. Motion carried.

11. Matter of plans and specs. for Proj. 4848, Pump Station
#39 (CDBG).
Mr. Hanson reported that L.S. #39 is on the east side of what was intended to be the golf course, and this station will start process and next one coming in will be forcemain project, and been sized for all future stations that will be inside the dike essentially. He stated they would try to get under construction early spring next year and finish next fall. Mr. Grasser asked if they had the site acquired; Mr. Hanson stated that the plat goes to Planning and Zoning and the property owner is donating the site when he files the plat.

Moved by Klave and Hafner to approve plans and specifications and authorize call for bids, and allocate CDBG funding. Motion carried.

12. Matter of consideration of construction bids for various
projects:
a) Proj. 4856, storm sewer on Cherry St. from 55th Ave.S.
to the Southend Drainway (CDBG).
Mr. Lambrecht reported that they opened bids on this project this afternoon, and was designed by GFEG on behalf of the City; received 7 bids, and one didn't open as bidder, United Crane & Excavation, didn't acknowledge receipt of addendum, and recommended that their bid be returned to them unopened. Moved by Klave and Hafner to return the bid of United Crane & Excavation, Inc. unopened as they failed to meet bidding requirements. Motion carried.

Mr. Lambrecht reported that of the six bids they opened, the low bidder was Molstad Excavating in the amount of $199,732.00 (that was after a mathematical correction), spoke to them after bid opening and they were comfortable with the bid price; that engineer's estimate was $231,000.00 so bids quite favorable and is within amount budgeted, and recommended award. He stated that the total project budget was $300,000.00 including engineering and contingencies.

Moved by Klave and Hafner to accept the low bid of Molstad Excavating, Inc. in the amount of $199,732.00, and allocate CDBG funds. Motion carried.

b) Proj. 4843, watermain on S. Washington St. (47th to
62nd Ave.S.) (CDBG)
Charlie Vein, Advanced Engineering, reported this project was
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brought to committee two weeks ago, went to council and asked that it be pulled; basically asking to continue along same lines as recommended last public service committee meeting and award alter-nate bid, which is first half mile of the full mile, from 47th to 55th Ave.S., to Dakota Underground in the amount of $127,613.00. He stated that they looked at potential of increasing the pipe size with further development going to the south, but quite an increase in cost and didn't substantiate putting in a larger size line at this point in time. He recommended award of Alt. 1.

Moved by Klave and Hafner to accept the low bid of Dakota Under-ground in the amount of $127,613.00 for Alternate 1, and allocate CDBG funds. Motion carried.

13. Matter of change orders for various projects:
a) Proj. 4843, watermain on S. Wash. St. (47th to 62nd Ave.S.,
C.O. #1 (CDBG)
Not considered.

b) Proj. 4469.1, Dist. 386.1, Southend Drainway Phase 1B, C.O.
#4, Kern & Tabery, Inc., contractor.
Mr. Lambrecht reported this is final change order reflecting fact that more pavement had to be removed and replaced where the large box culvert crossed Hwy. 81, near All Seasons Garden Center, and stabilization fabric used both beneath new pavement and beneath the by-pass, with total cost $9,692.80, and asked for approval.

Moved by Klave and Hafner to approve the change order in the amount of $9,692.80. Motion carried.

c) Proj. 4654.466, priority sewer repairs, C.O. #3 (CDBG)
Mr. Bushy reported this is part of priority sewer repairs, Robert Gibb & Sons, contractor, to do spot flood damage sewer repairs. He stated that when they bid this project they antici-pated about $150,000 of work, but since then have over 100 additional sites and with approval of city attorney, they have increased the contract (hourly bid-time and materials), and hoping that this will close out because of freeze-up and rebid the project over the winter. Moved by Klave and Hafner to approve the change order in the amount of $300,750.00, and allocate CDBG funding. Motion carried.

Meeting adjourned at 8:20 p.m.

Alice Fontaine
City Clerk
Dated: 10/13/98