17. Matter of storm sewer along 16th Ave. N. west of N. 42nd St.
Jay Bushy, project engineer, reported they received letter from Brad Beyer about drainage problems he is having on property he owns on 16th Ave. N. and has access problems because of road being wet and saturated and can’t get access into his property. He stated they’ve looked into the problem and solution to the problem is to provide storm sewer and create an assessment project; and in creating this project they would be using the existing ditch system and grading to drain into system that runs on N. 42nd St.

Brad Beyer stated his request would be to have engineering department look at the drainage and possibility of paving, everyone out there wants to know how much cost, per lot, per ft. and asked for that information first. Mr. Grasser stated that nothing can be done until storm sewer comes in and at next meeting will create special assessment district for storm sewer, and through that process property owners will be notified through the auditor’s office and there will be cost developed for each property owner. He stated that following that there can be another process for paving, and put together estimates for the paving and auditor’s office will again distribute those costs. Mr. Beyer stated that problem has gotten worse, that Molstad’s is headquartering out of there and running lots of heavy equipment through there, and that he has lost one tenant and second tenant says he will not come back, and have to do something to provide some access.
That property owners want to look at all the options.

Terry Bladholm, president of Concrete Sectional Culvert Co., stated they would like to know what is happening and get information on costs.

Mr. Grasser stated this is just information at this time for the committee, and staff will come back at the next meeting to create the district, and wanted to bring to committee’s attention as it might be controversial with some of the property owners out there. Information.

18. Matter of tapping fee for Proj. 4915, Sanitary Sewer in Strata Park.
Mr. Grasser reported they received letter from Strata requesting that a tapping area be created for their development west of the Interstate and east of 48th Street; and that today they received another letter requesting imposition of tapping fees for the watermain that’s going to go in out there also. He stated they talked with the auditor’s office re. City carrying tapping fees, and auditor’s office has not identified a funding source for tapping fees on the sanitary sewer;
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that he hasn’t had a chance to talk to the auditor’s office re. the watermain, however we do have some money in the budget to carry tapping fees on watermains.

Jim Bradshaw, president of Strata Corporation, stated they made request upon recommendation of City Engineering and when this was started several years ago, it was indicated to them that there was adequate water and sewer to take care of their project, and they gathered that it was available, and initially there was concern over whether it was even available, the project was stopped in August and felt it was progressing to the point where they have proceeded, but this remains up in the air; the other alternative is that they have to put in all the facilities themselves and if that's the point there's no need of them being within the city limits, if have to install water and sewer and those are some of the issues that are a result of talking with engineering.

Hafner stated that Strata would fund that and tapping fees returned to them when someone develops there; and there’s possibility that the City could fund the watermain for the tapping fees. Mr. Grasser stated they wanted to present this to the committee and at the next committee date, create those tapping district areas, identify the funding sources and anybody within the tapping area that Strata funds, the City will collect those fees upon development and return them to Strata Corporation. He stated that if watermain funded with City funds, those monies would go back into those city accounts when those areas are developed. Information.

1. Application for moving permit by Brenda Draheim to move building from 805 Campbell Drive to 902 Cottonwood Street to be used as a garage.____________
Brenda Draheim, 902 Cottonwood Street, requested to move garage from 805 Campbell Dr. It was noted that the Inspections Dept. had reviewed and that following repairs will be required - concrete slab, siding and general repairs. Ms. Draheim stated they have poured the concrete, and will do repairs. Moved by Lucke and Klave to approve the application, subject to the public hearing. Motion carried.

6. Matter of locations for Lift Station #1 (Lincoln Dr) and Lift Station #5 (St. Anne’s)
15. Matter of siting approval for wastewater Lift Stations No. 1 and No. 5, City Projects Nos. 4809 and 4811.________________________________________________________
Tom Hanson, WFW, reported that L.S. #1 on Lincoln in the shadow of the existing dike and needs to be replaced when the dike process comes through and is on the wet side; that L.S. 5 is in the vicinity of St. Anne’s (northwest corner of the structure at 715 Lewis Blvd.) and is on the wet side of the dike and needs to be replaced. He stated they’ve looked at costs of utilities and have come to the recommendations - for L.S. #1 property at 1 Lincoln Drive will have to be acquired for this and is best site for the lift station. He stated that L.S. #5 will work using space between the wall the Corps will install and using the present bikepath space between Simonson’s gas facility and the old School System’s building, and this will be one of the largest lift stations in town and anticipating installing housing for portable generator, staff could hook onto it and relocate it anywhere else in town where needed.

Carol Kelly, current address is 1110 2nd Avenue North, living in rental space they have because
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their home before the flood was 110 8th Avenue South, which is directly to the west of 1 Lincoln
Drive. She stated that their home was in the way of the dike, and lot of uncertainty as to whether the house would be in a buyout or not, and invested retirement money, etc. in the rental property they own, and turned that into their temporary living space; then in January of 1998 they discovered that the house was going to be on the dry side of the dike. She stated she’s been working on their home for the last five or six months to try to move back into it at a great deal of expense, energy and effort. She showed map showing their property, the site of the proposed lift station site. She stated she had two concerns: one is the timing of notification of this proposed lift station and concerns about health issues, air quality, odors, noise from pumps and ventilator fans, high voltage lines serve this station and the devaluation of the property. She stated they have spent $38,000 out of pocket to improve/repair it from the flood, did get a $14,000 compensation from flood insurance, and according to builder, there’s another $20,000 that needs to be put in the house for it to be back to the character that it was before the flood. he stated this is probably the best site but is really disturbed about the fact that they were told with little advance notice and doesn’t feel there’s been due process and ample time for them to consider the impact of this on their property, in terms of environmental impact and financial impact. She stated she would like to suggest one thing, that they defer any motions to another time on this, and on behalf of themselves and their neighbors that there be substantial input to the aesthetic appearance of the structure with emphasis on landscaping, screening of building (30x20x10 high), and muffle sound from fans and pumps, etc. and would expect there would be some monetary compensation to them for the loss of the property value. She stated they bought their house in 1967 and lived there until the flood, and seriously question the timing and loss of value of their property.

Rick Tonder, 818 Almonte, stated they share some of the same concerns as the Kellys and that he spoke with Mr. Hanson concerning the texture and appearance and impact on the neighborhood; but of import to them, esp. considering the concern this spring, was that the construction of the interim levee leaves Lincoln Drive open and they are protecting the existing sanitary lift station with the original core dike to a level of 52 ft.; and the relocation brings the lift station out of that danger, and asked how this lift station will be protected if it relocated for the next 6 to 8 years, considering that the reach along Reeves Drive isn’t part of that interim levee construction and this lift station will be placed to the north of 8th Avenue. He stated they had several other questions concerning the construction and presented letter to the committee and staff for consideration.

Charles Grotte, asst. dir. of public works, stated that in July of 1998, the Corps did identify the same lot as the possible location of the lift station, and this isn’t new information, just reconfirmed information and that’s what they had asked WFW to do.

Frank Kelly also appeared before the committee.

Lucke asked if it was typical in construction projects to have damages awarded without them bringing a court action, and to budget some damages to property owners who feel property devalued. Mr. Grotte stated they don’t, that they don’t see that this facility would lower their
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property value, and something a court system most likely need to consider if they feel there’s some devaluation because of this facility. Mr. Grotte stated they are willing to work with the neighborhood on appearance of building, screening, etc.

Moved by Klave and Lucke to hold this matter for two weeks so staff can address and answer questions that have been brought forward. Motion carried. (Comm. only)

20. Matter of various easements:
a) permanent/temporary easement along S. 42nd St. from 17th to 29th Ave. (P.4957, 4958, & 4959)
Lon Aune stated this is related to 42nd Street adj. to I-29 and that several meetings ago brought this forward and converted from CPS project to GFEG in order to use CDBG funding on this project. He stated they have been working with property owners to obtain the proper easements to install the sanitary sewer line and have come to point where needed to have a decision from the property owners; there have been several meetings with property owners and staff and almost there and to proceed with necessary steps to secure the easements and get the project finalized. He stated that the property owners have requested a delay in the storm sewer assessment and that has been discussed with Mr. Schmisek; they had requested that the watermain project be delayed to such time that they would request it or call for the need of the watermain, and to continue to use CDBG for the construction of sanitary sewer and steps have been taken to do that. He stated that if those three items are met, the property owners are willing to proceed with the easement agreement, and need to recommend approval of that and proceed into actual securing of the easement. Mr. Grasser stated that the sanitary sewer would be provided without any charges or tapping fees, the storm sewer would be delayed three years from the time it would otherwise be special assessed, the interim interest charge would be carried on the project and reassessed after the three-year period. He stated they also talked about the watermain being delayed until such time as development dictates the need to install it, and that doesn’t mean that with one development, the whole line goes in, can put watermain in whatever increments are needed at that time, and impossible to predict now but try to delay and minimize it to a reasonable extent.

Don Olson, attorney for the property owners, stated that represents where they are.

Mr. Grasser stated that they did ask that the easements be signed by tonight’s meeting, being they are not, and some people out of town, etc., would like the committee as part of the motion to recommend a contingency in the event they don’t get the easements needed by Monday, that they defer these dollars into a storm sewer on the southend of Grand Forks at about 20th Street from 36th Avenue South to 45th Avenue South, because if they don’t get this money shuffled within the next few days, they lose the money and have to have council action on Monday, either a yes or a no.

Mr. Olson stated that if he’s going to have signatures, he’ll have them by Monday. He stated they are at a point where reps. of the City have done the best to try to be fair, and in his opinion
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has told his clients, reached a fair agreement, whether they accept that, that’s up to them. He stated that the property owners actually donate 17 ft. of their land which would be in addition to the 33 ft. R/W along the section line, and also provide 13 ft. permanent easement; that the 17 ft. would be a donation and that donation is in exchange for the CDBG funding on the sanitary sewer, and it is his understanding that the City would pay if there’s damage to nursery stalk that Dieter Heitmann and his wife, that would be reimbursed and if crops destroyed on the Lois Mayer property, which is cash rented to a farmer, that would be reimbursed. The committee stated those are legitimate things that they deal with every construction easement that’s covered.

Klave moved for approval contingent upon all of the above referenced items; Lucke seconded the motion. Motion carried.

2. Matter of request for bids for four-wheel drive plow truck for street department.
Todd Feland, public works, stated this is the snow equipment in the 1999 CIP, have $150,000, did bid this previous with only one bidder; have redone the specs. to allow a general truck so have more bidders, and changed the specs on the blade into a reversible multi-section 11x10 plow, and that’s plow they want for more down pressure, and can bid the blade separately or together if vendor wanted.

Moved by Lucke and Klave to approve specifications, and authorize call for bids. Motion carried. (Comm. only)

3. Matter of mowing by street department (discussion).
Mr. Feland stated they budgeted last year for a mower as small equipment purchase, was eliminated from the budget (have mower that’s 13 years old), and breaks down quite often, so get down to two mowers and fall behind. He stated that the street department has $14,000 in cash carryover from last year, and were going to request this in the 2000 budget but so can continue mowing, use that money to bid something this summer, if there should be a shortfall with the street department cash carryover , take from the General Fund carryover, but thought $14,000 should be enough. He stated they would bid for a riding mower.

Moved by Lucke and Klave to authorize writing specs. and call for bids. Motion carried. (Comm. only)

4. Matter of mowing bids for the southend drainway (wastewater dept)
Gary Goetz reported they took bids for mowing southend drainway from Belmont Road to the river (three-year contract), received only one bid, believes bid a fair price ($125.00/per acre per time) Bosh Enterprises. He stated that if they were to do it themselves, they would need mowing unit plus employee to do it, and asked for approval of the bid. Moved by Klave and Lucke to accept the bid of Bosh Enterprises in the amount of $125/acre per time. Motion carried.

4.1 Request to call for bids to move bio-solids in primary cells.
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Mr. Goetz stated this is something they do every other year, move solids away from incoming lines in two primary cells at the lagoon, have specs. to use for bids, and asked for authorization to approve specs. and call for bids. Moved b Lucke and Klave to approve specifications and call for bids. Motion carried. (Comm. only)

5. Matter of public works department restructuring.
Ken Vein, city engineer, stated that the department has been looking at this for sometime, and gave overview of whole process. He stated this has been looked at for six months, plus, and involved employee input as much as can, and really looking at how better restructure the public works department and give a better level of service. He stated they’ve looked at individual positions plus overall structure; and they are ready to present restructuring for consideration. He stated that the goal is for better organizational cooperation among public works departments that will create increased efficiencies in communication, personnel, training and equipment with the ultimate goal of better service to the citizens of the city. He stated objectives are listed in the report: cross-training of employees throughout the public works department, job mobility, and wanted to make sure that there be attained a better ability to have employees work together; talking about a combined water department that has water treatment and water distribution, and should have some cross-training and also streets and sanitation are combined, being able to have better cross-training there.

Mr. Vein stated they wanted to look at internal consistencies of job titles, job assignments and compensation. He stated that after the last wage study there were problems that had to look at equities across the board, this is a way of looking at that and trying to make things equal within departments and across public works departments. He stated they are looking at greater accountability to senior operators and first line supervisors, need to assign more responsibility and have more accountability of those individuals, and that’s some of the other goals looking at here. He stated they look at cost of service analysis, and better able to define some cost centers as they go through, and also looking at job descriptions and standardizing them - many are way too specific over the years, and come back with more specific position descriptions from within that they would be able to relate specifically to that job.

He stated they talked about sharing knowledge and responsibility so when people do leave, where there’s changes, can work across departments better. He stated he thinks they can do a better job within public works and give citizens a better value and better public service by doing all of the things being discussed here. He stated he would like to take a look at the structure as presented and copy of the existing structure was also given so can see comparison.

He stated that with the asst. dir. of public works who would oversee the public works departments, public works administrator, none of that changes; Wastewater/Stormwater Dept.: no change in that department; Environmental Support Department : (taken lab work that is in the water treatment department) have not added any new employees but asking that be separated out (works with various departments). Water Department: combined water treatment and water distribution with one superintendent, eliminating a position and better interaction between the
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departments and some ability to work across departments; Public Transit/Dial a Ride: no change but some structural changes within the department. Streets and Sanitation Department: combined department with better cohesion if combined department; Central Garage, basically now work under Streets and with new public works facility and bring wastewater and stormwater departments out there, and water distribution part of water department out there, lot of smaller vehicles and could create that as a separate department that wouldn’t be basically answering to street, but to them all, no new positions but creating as its own department. He stated this would result in the loss of two positions in the public works department, but also acknowledge at this time that because of some of the attrition that will happen with loss of the meter readers and those people in the sanitation department with the side-load pickup, losing 8, and looking at a reduction of 10 people in the public works department, savings with restructuring without looking at attrition’s, about $45,000. He stated they are looking at better efficiencies and better level of service with what they have presented.

Mr. Vein stated this was presented to the Budget Framework Committee so they had some idea as implementing this about January 1, and start that process then. He stated they went to finance committee earlier today, but time was short so they were not able to take action on it, and it seemed to be a consensus that they would approve this basic structure and that they wanted to go on to the next step, looking at the individual positions and job description changes, and job description changes would go from either classification or reclassification, so process fairly long before actually implement this, but the first step is to get some type of agreement on what this structure looks like and what the impacts are going to be from within. He stated they are willing to go into the specifics and talk about those positions, they are willing to do that. He stated some of the changes are fairly complex and are willing to give that level of detail.

Hafner stated he didn’t know if they wanted to go to that level, and if they are looking to approve this concept, and then becomes a process after that. Mr. Vein stated this is the first of a longer process and stated there are some significant changes when start combining some of the positions, changes in workload, other equity things within departments. Hafner stated he liked the idea of looking at the whole department rather than making little changes here and there and never getting anywhere. Mr. Vein stated they are down to three major public works departments - wastewater/stormwater; water and streets; central garage is a support, and environmental support is a support department and public transit/dial-a-ride shouldn’t even be considered a public works department, that’s really a separate department on its own.

Dan Gordon, Human Resources, stated he wanted to bring to their attention with this document that the yearly salaries used a control point of the top of each pay range, wanted to be consistent when looked at old system and comparing with new one. He stated they want to give this information to the committee, so all members of the council can hear the changes of this department; part two of this is that they want to give you a detailed showing of actual yearly salary right now and with the implementation some true costs. He stated they are going to be talking about 136-140 employees, not all of them will change, some will only change job titles, nothing substantially to their wage will be impacted, and probably 12 to 20 will have a change so
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will have a summary of every employee and through maintenance portion of civil service code, the council has the authority to approve this as a whole package as the wage study was done in 1997. He stated this is an important project and thinks it will be projects you will see in the next year as they are tying that knot to all the CDBG positions in the next year and a half, and thinks restructuring essential, not only for public works but for engineering, inspections, etc.

Mr. Vein stated that earlier they went to finance and need to have any type of job description changes have to go through finance and then to city council; but since everyone of these is under the jurisdiction of the public service, wanted to bring it back to them, and looking for dual approvals as they go through this; that if they approve the concept as see it before you, beneficial to have committee concur with this and have them continue to pursue the detailed portion of this. He stated they may be held up because have to wait for finance to come back and do the same thing; either that or hold for another meeting. He stated that if they have any questions to please call them.

Moved by Klave and Lucke to approve concept as drafted. Motion carried.

7. Matter of radios for sanitation department.
Dick Newman stated they budgeted money for new type radio system for the sanitation department, and requested authorization to have John Thompson write request for proposals to start. Moved by Klave and Lucke to authorize RFP’s and authorize call for bids. Hafner stated they did try to find a city-wide solution to radios and that’s never come anywhere. Mr. Newman stated that the fire department went to an 800 trunking system, and bought radios and leasing tower space, and would like to get several options and whether purchase/lease, etc. and all departments working towards an 800 trunking system. Motion carried. (Comm. only)

8. Matter of truck box and hoist for sanitation department.
Mr. Newman asked for authorization to negotiate for the purchase of a molded plastic box for one of the old garbage trucks, sole source bid, looking at a 16 ft. box at est. cost f $8500 and hoist and mounting, for approx. $4500. The box would be ordered from Wasteco out of Dickinson and Bert’s Truck would mount it. He stated in comparison to a steel box at cost of $10,750 and cost to put in a liner would cost from $1500 to $2000. He stated reason to go with a plastic box is that they haul a lot of the water plant sludge and plastic box better surface for cleaning. He stated funds are budgeted. Moved by Klave and Lucke to authorize staff to negotiate with the sole source supplier of the box and hoist come back with firm price.
Motion carried. (Comm. only)

9. Matter of system integration needs at water treatment plant.
Hazel Fetters-Sletten , water plant supt., reported they have a project going on that was started in 1995 which involved EMA and ICS and have flood recovery and mitigation, and at time doing this had an operations supervisor at the plant who was very computer astute and good at watch-dogging all of the efforts, that the employee died and now in the need for assistance in filling his void in those projects, and that she would like to do that with ICS, and they have been
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involved in both of the projects from the on-set and very familiar with the system, that they would monitor the work they are doing very critically to make sure its not warranty or mitigation covered in some other part of the project. (cost at $80/hour, emg. field eng. $120/hour, autocad and internal drafting $65/hour - at approx. 80 hours per month for the next 2 months) She stated she’s brought this as a contract with some cost estimates of what she anticipates, should fade away and not be need after about 3 or 4 months; that there is money in the consulting line of the budget, and if run short would be back with an amendment. She stated they will be working to replace that employee, and will need a Class 4 operator, this will be a promotion from within, and going to be very difficult to replace. She asked to enter into agreement with ICS. Moved by Lucke and Klave to approve entering into an agreement with ICS for technical assistance in completing the project. Motion carried.

10. Matter of professional services to evaluate public vs. private operations on the City of Grand Forks’ wastewater treatment plant, City Project No. 5014._________________
Gary Vaughan, Malcolm Pirnie, Inc., stated he was here to answer questions. Lucke asked if there were many municipalities that are privatizing this area, and why do a study if know the answer is not going to privatize, and if not going to privatize, then save cost of the study, $100,000. Mr. Vaughan stated there are several in the region in MN and some in SD, and has made a contact with several companies who would be interested in this; that tomorrow he is meeting with the Air Force Base, and they are under mandate to privatize and meeting tomorrow is more exploring where they are as a base and what’s going on, and some real synergies between the Base and the City attracting top tier vendors to come in and bid on the job. He stated in discussions that the top tier vendors may not be interested in Grand Forks but several good regional players that would be very interested in a project like this. He stated they would do a phone survey and has listing of all companies out there. Lucke asked about experience of the vendors, and normally privatize to save money and here don’t have high wage scale, etc. and probably already providing those services at fair price. Mr. Vaughan stated they will put together two proposals: one is if the City was operating it and cost that out; and the other is using hands on experience as private provider, and what they would actually do, appraisal of what is likely to go for, and process of comparing them and financial benefit. He stated employees would have to have a Class 4 ND license for operators and those are few and far between. He stated there are a lot of issues to get through, personnel, pay scale and that being one of the big issues. Mr. Grotte stated that none of their current operators are qualified to run the new facility and would be looking at new employees for the City vs. privatizing. Mr. Vaughan stated this would affect the whole structure/ organization and this would have to fit into restructuring if going to have City staff. Hafner stated that they hear debate about whether should privatize and this happens to be circumstance where start out with something new, don’t have this kind of department, don’t have people who would be running this plant, and gives the opportunity to find out whether private would work, and whether gain $100,000 of knowledge. Moved by Klave and Hafner to authorize entering into contract with Malcolm Pirnie, Inc. for professional services to evaluate public vs. private operations of the City’s wastewater treatment plant at a cost of not to exceed $98,466.00. Motion carried; Lucke voted against the motion.

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11. Matter of professional engineering services to permit, design and bid the solid waste baling facility, Burns & McDonnell, City Project No. 5023.______________________
Mr. Grotte reviewed copy of Authorization No. 3 of the agreement with Burns & McDonnell Waste Consultants, Inc. for landfill sitings and study and looking for approval of this Authorization No. 3 in the amount of $369,612.00 for the design and bidding phases of the baling facility, and they will look at two site options - one immediately east of the existing landfill and the in the area of the new wastewater treatment facility, both on City property within half mile of each other. He stated they were hoping to start construction this fall, they would bid equipment separately and one or two other bid packages (facility construction and some site type work). He stated that the State Health Department is pushing that they get this facility under construction and have operational in the spring. He stated that WFW is sub-consultant to Burns & McDonnell and Mr. Hanson is here to answer any questions. Clayton Kvasager, Levant Twp., questioned site of facility. Moved by Klave and Lucke to authorize entering into Authorization No. 3 of the engineering services agreement for design and bidding phases of the baling facility in the amount of $369,612.00. Motion carried.

12. Matter of professional engineering services to design and construct clearwell and transmission lines, Advanced Engineering, City Project No. 4648._____________