Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, September 27, 1999 - 7:00 p.m.-----______

Members present: Hafner, Klave, Lucke, Lunak.

1. Application for moving permit by Paul R. Dahley to move building from 522 South 4th
Street to 412 South 4th Street, residence.________________________________________
Bev Collings, Bldg. & Zoning Adm., stated the building will need some general repairs, new foundation. Klave moved to approve application as per the requirements of the Building Inspections Office and subject to the public hearing. Motion carried.

2. Request by property owners to move fence at 3129 Olson Drive onto adjacent property on East Elmwood.___________________________________________________________
Ken Vein, city engineer, reported that the area where they want to move fence to is an area where the proposed levee will be, and all requests that have come through for people to be expanding their yards into these areas that are presently City-owned lots have been denied.

Lucke reported present.

He stated people may want gardens, etc. to be put into these areas and if were to allow should be creating a policy decision; otherwise deny all. Klave stated that perhaps should have policy (including hold harmless agreement, with anyexpenses to be property owners, etc.) where there’s City-owned property next to residents and if adjacent property owner wants to maintain it, etc. one less piece of property for the City to maintain because end up with a lot of these. Mr. Vein stated it is responsibility of City to maintain (mow grass, snow removal, etc.) on City-owned property; that they’re in a transition period, all being handled through CDBG funds through Urban Development, but ultimately these properties will come back to Public Works as soon as the CDBG monies are gone and part of future alignment, and will handle through flood protection project. Moved by Klave and Lucke to allow this property owner to enter into agreement with the City, and to develop a policy for adjacent property owners using City-owned property acquired because of flood for future use. Motion carried.

3. Request to widen driveway at 2115 6th Avenue North, Valley Middle School.
This item was held.

4. Request by Red River High School for waiver of building permit fee to construct two houses.___________________________________________________________________
Mrs. Collings reported they have allowed in the past and if building remains in the city or in our jurisdiction, they take a permit at that time. Moved by Klave and Lucke to approve the request. Motion carried.

5. Request by Wastewater Department to declare building (temp. Pump Sta. 33) as surplus._______________________________________________________________
Todd Feland reported building near Wal-Mart about size of a storage shed, worth about $50-100. Moved by Klave and Lucke to declare this building as surplus and to offer for sale. Motion carried.
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6. Matter of budget amendments:
a) Public Works Department - $35,215.00
b) Waterworks Department - $950,000.00
Mr. Feland reported this is for the fuel management system and for extra cards for the public works department (sanitation, bus maint. facility and public works facility); and transfer of funds from cash carryover for consultant fees. Moved by Klave and Lucke to approve the budget amendments. Motion carried.

7. Matter of plans and specifications for baling facility structure.
Mr. Feland reported that the plans and specs. are for the building package (concrete slab and pre-fab concrete building), completion by May of 2000 (located in general area of new wastewater treatment plant - near lagoons and landfill). Moved by Klave and Lucke to approve plans and specifications, and authorize call for bids. Motion carried.

8. Matter of lease of snow removal equipment.
Mr. Feland reviewed memorandum for lease of snow removal equipment as well as proposal from ABM Equipment & Supply, Inc.; and noted he had been at snow conference and expressed interest in new Athey loaders and that the City of St. Cloud had a one-year lease on this particular piece of equipment and they were contacted by the equipment dealer whether City was interested in picking up the lease of City of St. Cloud. He stated that as part of the lease there is an option to purchase, that we currently have same piece of equipment but is much older, 1966 model, and this would allow the Street Department to use it for one winter season at cost of $6,000/mo. with 70% of lease amount going to an optional buyout cost of $72,500 (price of new equipment $150-160,000). (The Athey loader is one year old with 210 hours of use.) Lucke questioned bidding procedures. Mr. Feland stated there was only one manufacturer of this equipment, they are also supplier, sole source. Mr. Feland stated with urgency and an opportunity for the City to improve the snow removal operations. Committee asked if it was their intention to purchase this equipment at the end of the lease and Mr. Feland stated they would like to see operation first on trial basis.

Moved by Klave and Hafner to approve request to lease equipment at $6,000/mo. Motion carried, Lucke voted against the motion. (Mr. Feland stated they would do some research re. bidding procedures)

Lunak reported present.

9. Matter of radios for sanitation department.
Dick Newman, solid waste manager, reported he contacted Stone’s and Stan’s Communications, and only received bid from Stone’s to provide the same system that the fire department and city bus have and approximately the same proposal. He put additional prices and cost per unit for reference if need to add extra radios in stations or mobile radios; he stated they are the only provider of this system so locked into Stone’s or Motorola system until decide to change radio systems. Mr. Vein stated unless City went to it’s own tower could still use this;
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however it was noted the City doesn’t have enough radios on the system to warrant the cost of
putting up our own tower (tower rents per unit per month). Mr. Newman stated he asked Stan’s to give quote and he didn’t respond. He stated he choose Stone’s because fire department had gone through Stone’s, which was direction from the committee to stay in with the radio system for the whole city so there was a possibility of communicating within all the departments eventually. He reported that Stan’s does have an 800 trunking system but is not compatible with the Motorola system. Lucke asked if they were following bidding procedures (invited bids, did not advertise) and asked what bidding procedures were dollar wise. Mr. Vein stated it was advantages to go with Stone’s because if were to get Stan’s, would end up with two systems that weren’t compatible. After further discussion it was moved by Klave and Lucke to authorize the appropriate staff to write specifications for an 800 trunking system radio, and advertise for bids. Motion carried. (Comm. only) Mr. Vein stated they probably will end up doing is sole sourcing this equipment so compatible with everything else.

10. Matter of waste oil collection and storage.
Mr. Newman reported their current method of collecting waste oil from city properties and other public entities not in compliance with State rules, and asked for authorization to write specs. for a storage tank to hold the used oil, holding tank for collection of the oil and to dispose of the existing three tanks to hold the oil until Grant Oil comes in to pick it up; est. cost. $15-20,000 for equipment, money would come out of Recycling Contingencies. Moved by Klave and Lunak to approve. Motion carried (Comm.only)

11. Matter of location of sewage Lift Station #5.
Mike Yavarow stated at the last meeting the committee had referred the proposed location of the lift station (Motion: “….that the northerly part of the Coke building be torn down and the lift station be moved westerly to that site.”) and at council meeting it was noted there was interest from two developers to utilize this building and the matter was referred back to committee; and upon further investigation the recommendation now to leave the lift station at that location which will require the demolition of the northerly part of the building and investigate with the Corps the change of section of floodwall back to a levee. Mr. Vein reported that when the levee align-ments were worked out with the Corps of Engineers technical criteria was established by which the levees were laid out and one of the criteria used was when there was a floodwall, put only in locations where if needed to could put a backup levee system behind it - only exception to that had been historical properties. He stated only area where not be able to follow through with that criteria would have been where Chamber of Commerce building is downtown and Reeves Drive. He stated that City purchased the building originally as there was an earthen levee that was to go through this building; was changed by the Corps so a parking lot could go in for the Green-way; would need to deal with the Corps about whether there could be a floodwall or not in this location but either way the location of the lift station should remain at the corner where the existing proposal is and work out other details; that doesn’t mean that parts of that building can’t remain; and would recommend that the location of that lift station be as originally planned.

Arch Simonson stated his proposal would be to trade the City for that building and thinks they
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can rehab the buildings and grounds building into facility that would work for them, that it was
his understanding that the City wanted to start on the lift station in the spring of the year, and his proposal was to trade the City for this building, tear the northerly half down and give that ground to the lumber yard for the other land they would lose, swap buildings and rehab over the winter and be out of their building in the spring of the year and let City go ahead and build lift station.
Mr. Vein stated that doesn’t fit in line with the spacing they have between the floodwall and the building to save the south part of that building, and that becomes a problem for the City and that is critical criteria that has been used throughout the entire alignment. Mr. Vein stated there’s going to be a limited number of outfalls for the storm sewer so when a flood takes place and outfall line has to be closed, will have limited pump stations to pump out the water and that will be up and down the entire alignment and that’s what makes some of this unknown because that hasn’t been designed yet but do have major trunklines that go down both 7th and 8th Avenues North, and those will have to be rerouted. Mr. Simonson stated that in an overall fix his proposal could work, and it’s best one he’s been able to come up with. Mr. Vein stated the only solution they thought has a potential would be the center part could remain but north and south parts may have to be demolished; and stated that discussion is premature because they don’t know enough information. Mr. Simonson requested that they give this area, the corner of the building, some consideration when they talk to the Corps that deal with moving that alignment because if they can get that away enough can give City it’s space and maybe occupy that building. Mr. Vein stated there is little doubt that it will move anymore riverward. Mr. Simonson stated the middle of the building is not desirable for them, that his idea was to give the lumberyard some space because they will lose most of Gate 3 and some of Gate 2 and the metal building has some potential for them and could utilize that facility (combination office and warehouse - renovate the upper half and create second level for offices and use area below as storage and central receiving for their operation. Mr. Vein stated if that were a way to do it they’d have no problem trying to accommodate them; and stated he probably wouldn’t be talking to the Corps for some time and come back with more concrete information; final alignments won’t be done until next June but perhaps get some idea before then. Mr. Vein also noted that the City would compensate for the old building.

Committee directed that the motion passed at their last meeting stand.

12. Matter of various easements:
a) Permanent watermain easement through UND property for Proj. 4970
b) Temporary construction easement through UND property for Proj. 4970
c) Permanent watermain easement adjacent to Columbia Rd. and north of Demers Ave. for Proj 4970
d) Temporary construction easement adjacent to Columbia Rd. and north of Demers Ave. for Proj 4970
Anita Mehle, A/E, reviewed easements for the watermain project which is west of Columbia Road and southend ties in at DeMers Avenue, runs north through rail yard and ties into University tower, then along Cornell Street along University campus and ties in at University Avenue; and watermain cross three properties (University of North Dakota, crossing BNSF property and have
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permits in hand for that, south of RR property is private property owned by Ogier Properties, LLC) and property owners will be donating the easements. The project will start this winter and underground work has completion date of August 1. Moved by Klave and Lucke to approve the easements as presented and authorize the proper City officials to sign the easements. Motion carried.

13. Matter of agreements for design engineering services with WFW for Proj. 5064, Landfill Closure Project Phase III_______________________________________
Tom Hanson, WFW, stated they were selected to do the landfill closure work and includes providing study and report to evaluate closure practices to achieve final design including bidding documents, assistance during bidding, and construction administration incl. resident services during construction; total design and bidding phase $60,150.40; and reviewing with Health Department to get their approval. Moved by Klave and Lucke to enter into agreement for engineering services in an amount not to exceed $60,150.40. Motion carried.

Klave excused.

14. Matter of Amendment No. 1 to engineering services agreement with KBM for Proj. 4698, Industrial Park Storm Water Pumping Station (CDBG)__________________
Lynn Brilz, KBM, reviewed Amendment No. 1 for additional work in the amount of $29,240.00 - reported they were hired in 1997 to do design and construction administration for a storm water pumping station in the Industrial Park, that a number of things have happened, due to difficulties in obtaining a piece of property to construct the lift station, they’ve experience delay of two years, went from site to site, etc. doing preliminary layout work and then finding out couldn’t obtain that property, the site they going to construct the project on is fourth site considered; and in addition to that the City Eng. Dept. asked them to do a conceptual master plan for drainage in Industrial Park which was outside the original scope of work in the contract and Eng. Dept. added about 1300 ft. of storm sewer for design.

Moved by Lucke and Lunak to approve Amendment No. 1 in the amount of $29,240.00. Motion carried.

Al Grasser reported that items 14. and 17. both have to do with Industrial Park pump station and
17. deals with bids received based on bids and engineering amendment we are currently short of funds to build it, is on the matrix, request was for $275,000 and based on bids received will need
to increase that request to $330,000 to fund everything but may want to approve in their motion contingent upon receiving funds. He stated the project is for the whole westerly and northerly part of the Industrial Park Mr. Brilz stated there’s not enough grade to get them to drain into the existing gravity storm sewer collection system, and makes it virtually impossible to promote much further development in the Industrial park without doing something to improve the drainage.

Klave reported back.
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Lucke stated if go special assessment have problem because should have gone through certain procedures first; Mr. Grasser stated process and significant part of that is still outside the city limits and would have to carry as tapping fees and that would be local dollars out of utility funds; and his recommendation would be not to special assess it but to use CDBG funds.

Moved by Lucke and Lunak to include in motion to approve contingent upon receiving additional funding. Motion carried.

15. Matter of CDBG Engineers Report for various projects:
a) Proj. 4981, Rehabilitate Sanitary Pump Station #14
b) Proj. 4982, Rehabilitate Sanitary Pump Station #15
c) Proj. 5070, Rehabilitate Sanitary Pump Station #13
Mr. Hanson , WFW, stated that Lift Stations #14 and #15 were budgeted projects through CDBG funds if available, and are sub-contractor for CPS on Lift Station #13, which is part of the University Village project and has CDBG budgeted amount of $200,000, and don’t anticipate any environmental problems with any of these because reworking existing stations that have been in place for significant amount of time and work is inside the stations. Mr. Grasser reported that the Engineer’s Reports on L.S. #14 and #15 show CDBG funds as zero because they are eligible and not on the matrix. Moved by Klave and Lucke to approve the Engineer’s Reports.
Motions carried.

Mr. Grasser explained that because there are so many projects in here, it’s fairly obvious they aren’t all going to get funded and done with CDBG funds, balance of these will go back our own local funding through rates, some get tripped up because of environmental issues, land acquisition issues, etc.; and then re-group and look at timing issues on bidding so not bid all projects by February if not CDBG funded and spread out bidding procedure. He stated the reason they are doing this is that the Engineer’s Report gives us the notice by which Urban Development does their environmental reviews, gives paperwork, etc. even though in the matrix.

d) Proj. 5042, 7 Million Gallon Reservoir Modifications
Steve Burian, A/E, reported this is improvements to 7 mg reservoir and committee approved plans and specs. at last meeting and the question was asked why this wasn’t being considered to be CDBG eligible, that on the city council floor there was an amendment to include that as CDBG eligible, and rather than saying eligible, the word allocation was included in the minutes
which places it on the matrix rather then making it eligible. He stated report was before committee to allow it to be CDBG eligible and suggested they make their motion to approve the report as well as amend the council action to make it CDBG eligible rather than CDBG allocated. He stated that the engineering costs for this project and electrical work aren’t eligible; total project $187,000 and $145,000 is possible dollars for CDBG and other amount out of Water Utility Fund.

Lunak excused.

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Moved by Klave and Lucke to approve the Engineer’s Report, and amend council action to change it to the proper verbiage. Motion carried.

e) Proj. 5071, Water Tower at the Central Business District
f) Proj. 5072, Watermain on Gateway Drive from Columbia Rd. to the English Coulee and from 42nd to 55th St.
g) Proj. 5073, Watermain on N. Columbia Rd. from University Ave. to Gateway Dr.
h) Proj. 5074, Watermain on N. 42nd St. from University Ave. to Gateway Dr.
i) Proj. 5075, Watermain on S. 48th St. from Demers to 17th Ave.
j) Proj. 5076, Watermain on Belmont Rd. from 17th to 24th Ave. S. and on 24th Ave. S. from Belmont Rd. to Viking Water Tower
k) Proj. 5077, Watermain on 13th Ave. S. from Belmont Rd. to Cherry St.
l) Proj. 5078, Watermain on S. 20th St. from Blackwood to 17th Ave.
m) Proj. 5079, Watermain on N. 4th St. from 5th Ave. to 9th Ave. to Lewis Blvd.
n) Proj. 5080, Watermain on University Ave. from 11th Ave. to Columbia Rd. and on N. 23rd St. from University to 5th Ave. and on 5th Ave. N. from 23rd to 21st St.
o) Proj. 5081, Watermain on 6th Ave. N. from Columbia Rd. to 42nd St.
p) Proj. 5082, Watermain on Hamline St. from University to 6th Ave. and on Oxford St. from 5th to 6th Ave.
q) Proj. 5083, Watermain on Mill Road from Conklin Ave. to Bacon Rd.
r) Proj. 5084, Watermain on Conklin Ave. from 3rd to 5th St.
s) Proj. 5090, Watermain on S. 42nd Street from 17th to 29th Aves. S.
t) Proj. 5091, watermain on 34th St, Duke Drive to 11th Ave. S.
Mr. Burian introduced Nate Weisenberger who will be internal coordinator, and working with Mark Anderson of City Engineering Department on these projects. He stated that this listing of projects e) through t) is the same listing of projects for which they approved the engineering services agreement with the exception of s) and t), and the engineering agreement will need to be amended but is not before committee tonight; but have individual CDBG Engineer’s report for each of the projects as these are the projects that are being included for the potential $9 million; and s) and t) were included in a listing that was submitted to the City. He stated that the totals exceed $9 million but do anticipate that there maybe some hurdles they have to cross in designing, bidding and allocating all of this by February 25, 2000.

Moved by Klave and Lucke to approve the Engineer’s Reports, contingent upon staff ‘s review of the projects. Motion carried.

u) Proj. 4648.1 - water distribution tie backs
v) Proj. 4648.2 - partial transmission line
Mr. Burian stated these are part of rehabbing of pumps to water plant, transmission lines out to the new clearwell site, new clearwell and service pumping system and tie-backs to the distribution system.

Lunak reported back.
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Mr. Burian stated all funds for the project are CDBG eligible and CDBG amount in the matrix is $5.1 million with $400,000 increase for short stretch of 16” pipe, that $400,000 shortfall and do have other funding alternatives. Moved by Klave and Lucke to approve the Engineer’s Report. Motion carried.

Mr. Grasser stated they will look at all the watermain projects in the budget, that even though this is allocated and has specific description maybe able to build pieces of this with CDBG and may break apart if land acquisition becomes a problem. Mr. Burian stated that $4.9 million of EPA grant money that’s been awarded, and as of Friday were awarded another $3 million of EPA grant money for this project; that $2.25 million is flood funding because of the 3 mg reservoir downtown and have a $13.2 million approved with 3% money for 20 years; that this is big and complicated funding scenario, and these are portions they can carve out and bid provided they can get the land prior to a February 25, 2000 deadline.

v) Mr. Burian stated this project will bring water from the treatment plant across town, fully budgeted and moving forward without CDBG, and just carved out this last portion of it to give another CDBG alternative; engineering costs are eligible but not on the matrix. Moved by Lucke and Lunak to approve the Engineer’s Report. Motion carried.

16. Matter of Plans and Specifications for various projects:
a) Proj. 4864, Restore Storm Sewer Area 3 (CDBG)
Mr. Hanson stated this is the final sewer rehab. projects. Moved by Lucke and Klave to approve plans and specifications. Motion carried.

b) Proj. 4765, Sanitary Sewer to the Stadter Psychiatric Center
Mr. Hanson stated they are working as a sub-contractor for CPS on this project, and develops connection to the forcemain with a private pump station. Moved by Lucke and Klave
to approve plans and specifications. Motion carried.

17. Matter of consideration of construction bids for Proj. 4698, Storm Pumping Station at the Industrial Park (CDBG)_________________________________________________
Mr. Brilz, KBM, reviewed tabulation for bids. Klave and Lunak moved approval of general construction portion of the pumping station project to United Crane & Excavation in the amount of $345,540.50, and approval of the electrical construction portion of the project to Samson Electric in the amount of $38,977.00, contingent upon CDBG funding. Motion carried.

17.b) Bids for salt and sand:
Mr. Feland reviewed bids received: that Kilichowski Trucking was low bidder for 325 tons salt in the amount of $11,664.25; and Bradshaw Gravel was only bidder for 5,400 tons sand in the amount of $43,092. (It was noted that Bradshaw’s bid was less than last year’s bid). Moved by Klave and Lucke to accept the low bids for salt and sand. Motion carried.


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18. Matter of Change Orders #2 for Proj. 4854, Forcemain Replacement on Columbia Road from 17th to 24th Ave. S.____________________________________________
Mr. Hanson reviewed change order in the amount of $840.00 for Molstad Excavating for
traffic sensor loops. Moved by Lucke and Klave to approve the change order. Motion carried.

18.a Matter of C.O. #4 for Proj. 5015, Flood Mitigation dikes.
Mr. Aune reviewed change order in the amount of $66,375.00, Nodak Contracting, earth work - increasing hourly amounts for two items previously bid and adding sodding for the area along Belmont Road. Moved by Klave and Lucke to approve the change order in the amount of $66,375.00. Motion carried.

19. Matter of review of items considered by committee.
Moved by Lucke and Lunak to table this matter to the next meeting and to look at restructuring and delegating to administration and taking into consideration Mr. Swanson’s opinion, and asked staff for input. Motion carried. (Comm. only)

Moved by Lucke and Lunak to adjourn; meeting adjourned at 6:50 p.m.

Alice Fontaine, City Clerk

Dated: 9/27/99