Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, October 11, 1999 - 7:00 p.m.

Members present: Hafner, Klave, Lucke.

1. Matter of bid approval for 2000 water treatment chemicals.
Hazel Fetters-Sletten presented bid specifications to solicit bids, that only change from last year is an added statement to allow some flexibility with powdered activated carbon to take effectiveness into cost evaluation, and some wording on sodium aluminate totes so have uniform feeding. Moved by Klave and Hafner to approve specifications and call for bids. Motion carried. (Comm. only).

2. Matter of request to bid cover material at landfill.
Todd Feland stated this is to authorize Landfill to go out and solicit bids for cover material, looking at 10,000 yds, and up to 15,000 yds. for over the winter season for daily cover. Moved by Klave and Hafner to authorize call for bids. Motion carried. (Comm. only)

3. Matter of change orders for wastewater treatment plant, Proj. No. 4371.
a) Change Order No. 4 - $ 4,264.00
Lynn Brilz, KBM, reviewed change order, adding of additional rebar to provide proper lap length on dowels for the base slab from reactor tanks into wall section; contractor: John T. Jones Construction Company. Moved by Klave and Hafner to approve change order. Motion carried.

Lucke reported present.

b) Change Order No. 5 - $16,010.00
Mr. Brilz reviewed change order to adjust the contract amount for additional fill material that was required to achieve the proper subgrade elevations at base of reactor tanks because of a heaving effect that occurred during the pile driving operation. John T. Jones Const., Co., contractor. Moved by Klave and Lucke to approve the change order. Motion carried.

4. Matter of additional soil borings for Project No. 4769, relate raw water intakes.
Mike Yavarow reported that the council had approved modification for Shannon & Wilson to do some chemical testing on the water that was obtained in the bore holes, in case they had to change from plastic pipe to steel pipe, and as a result they are going to have to use steel pipe. He stated the other subsequent change that this caused is the bending radius on the steel pipe is much less than polyethylene and the bores going to the Red River due south out of the intake structure have caused the intake structure to move along the alignment towards the east, and that has thrown off the bore holes that were done in March under the Red River going over to the Red Lake River; Shannon & Wilson has proposed additional bore holes to check this out and recommended to approve this and to authorize them to possibly negotiate with the driller, and if they can utilize the Corps save considerable amount of money on it. Shannon & Wilson has agreed to utilize the Corps to do the geology work, and Corps has already agreed to do one of the bores which is the bore in the middle of the River. Moved by Klave and Lucke to approve request. Motion carried.

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5. Matter of authorization to request proposals for engineering services for various projects:_____________________________________________________________
a) Proj. 5111, Traffic Signals at S. 34th St. & 17th Ave. S. and at S. 20th St. & 24th Ave. S.
Mr. Grasser stated this is intersection improvements rather than traffic signals as they haven’t determined that is the ultimate improvement that should be made; would then go out for RFP’s as this shows up in Urban Funding Program for 2000, and in order to get that need to get somebody on board to do a project concept report, where they will evaluate alternatives, come up with costs and public hearings, and recommendations, and from there do plans and specs. Moved by Lucke and Klave to approve request to call for proposals for engineering services. Motion carried.

b) Proj. 5112, Traffic Safety Study of Demers and Washington Intersection
Mark Anderson reported that State Farm Insurance has offered City the opportunity to apply for a grant to use in an intersection/operational and safety study, deadline is November 22, and request authorization to apply for the grant and request proposals for the study, grant has a max. amount of $20,000, and no cost to the City. Moved by Klave and Lucke to authorize application for grant. Motion carried.

c) Proj. 5113, City radio/communication system upgrade/replacement
Mr. Grasser stated this is follow up with discussions they’ve had at CIP re. radios and 800 megahertz, what police department doing vs. fire department vs. public works, and looking to send out requests for proposals to find someone who has the expertise to help us sort out and map out a strategy on what to do with our communications systems. He stated there isn’t any money funded for it now but will probably discuss again at the CIP and thinks can still go ahead and start the selection process as it sounds like there’s good support for this to be done. After further discussion it was moved by Klave and Lucke to authorize RFP’s for a study. Motion carried.

6. Matter of request to MPO to fund preliminary cost study for Proj. 5031, Repaint Minnesota Ave. Bridge__________________________________________________
This item was held.

7. Matter of access needs at 2115 6th Ave. N. (Valley Middle School)
Mr. Grasser reported that the School System has centralized their food processing (cooking and distribution) into one building, changed educational facility into somewhat of a commercial food preparation/distribution and causing some problems because running semis and trucks into a residential neighborhood, is something they will watch - changes and grown to point where changed some of the land uses. Info. and will take care of with staff.

8. Matter of report for Proj. 5114, S. Columbia Road and 32nd Ave. S. Corridor Study
Earl Haugen, Planning Office, presented brief presentation (included in packets was full
handouts), that for a number of years they’ve been studying Columbia Road/32nd Avenue, started
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out before the flood, put on hold and then about year ago worked with BRW to study this corridor as one project, that they are aware of traffic problems that exist, that they are trying to look at some operational improvements, geometric improvements and also safety issues trying to address geometric designs. He stated they have presented two alternatives which is a critical decision point for the city: Alternative A is for a quarter mile traffic signal spacing plan along the corridor which deviates from the current city goals of having a half mile which is Alternative B. He stated that the other unsignalized intersections that are out there, try to address the conflict points - that when they have uncontrolled turning movements at unsignalized intersections have pts. of conflict, and most dangerous movements are left outs from side street and through movements between side street to other side street, and are proposing for the majority of those unsignalized intersections would be three-quartered access (where eliminate the left-turn outs from the side streets and eliminate the through movements) so most of the corridor would not have signalization of this type, there are some instances along the corridor where they have an access coming out from one side and would have a three-quarter with one approach, and some intersections where because of spacing problems would be right-in /right-outs only. He also noted that north of DeMers Avenue don’t have any Alternative A or Alternative B choices. He stated that they have used a sophisticated traffic model and simulates each individual traffic movement as it goes along the corridor and simulates what traffic would happen as it goes through the whole corridor.

He reviewed conclusions of the study, suggested improvements include better traffic signal synchronizations, using access management tools to help remove some of those unsafe left turns and through traffic along the corridor while maintaining most of the accesses into the businesses and also improving some of the geometric deficiencies (lanes that don’t line up). He stated they have an implementation program focusing on 24th Avenue/Columbia Road/32nd Avenue corridor with some improvements because of the arena at 10th, some deficiencies at Gateway that need to be identified, that many of these areas are identified in CIP and TIP for improvements.

He reported they worked with a corridor advisory committee with reps. listed and they are advocating a quarter-mile spacing and also putting a median down Columbia Road similar to what’s on 32nd Avenue and also putting in three-quarter accesses or right-in/right-out at the locations identified in the plan.

He stated they have a time line and trying to wrap their study up by the end of this month, but then last week there was an announcement of major development south of Menard’s that’s not factored into this and that along with some other things that need more discussion, and will call consultant on Thursday to try to integrate the announced development south of Menard’s into this corridor study and project concept report for 32nd Avenue South and Columbia Road.

Hal Gershman, Happy Harry’s, reported there’s a serious safety problem at intersection of Gateway and Columbia Road, and something has to be done to correct the problems. Mr. Haugen stated they have a suggested improvements list and know there are problems that exist and are recommending as part of the City’s CIP, have unspecified corridor improvements on
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Columbia Road in year 2001 and suggested this would be one of those to be addressed. Mr. Vein stated they are concerned for access into Plaza and also concern with truck and intersection concerns, and should look at in the 2000 construction timeframe as it’s a major intersection and only getting worse; that he wasn’t sure about solutions for Mr. Gershman as that would have to be worked out with the DOT. It was noted that there might be some impacts on the Bronson property; Mr. Haugen stated that event traffic figured into this intersection configuration.

An individual with Green Mill stated they are in favor of stop light at 20th but rather not see a three-quarter interchange at 19th. Craig Leigh, Columbia Center, 2100 South Columbia Road, stated tenants would prefer to have the traffic signal at 20th Street rather than ¾ intersection.

Mr. Haugen reported that public safety committee was presented this information and he asked them to review the documents and if after the Thursday meeting with the consultant they find things that were proposed are not going to change drastically, asked them to have special meeting so could get back onto their timeline; and would do the same here. He stated he would have more information concerning what the new development will have and one more tool to help with the half-mile quarter-mile is cost comparison of putting two new traffic signals in at new locations or acquiring more land to put in wider approaches on 17th and 24th Avenues.

9. Matter of criteria for selection of streets to be overlaid during Proj. 4824, Overlay Streets City Wide_______________________________________________________
Mr. Anderson presented draft of proposed criteria being developed to determine selection of streets under the citywide project (excluding downtown area) and reviewed with committee. They are utilizing pavement rating and assigning points to classified streets, low to moderate income neighborhoods as well as continuity line item. Mr. Grasser stated this is draft and may
have to adjust. Information

10. Matter of utility relocation costs for PROJ. 5015, Flood Mitigation Project Phase I (CDBG)_______________________________________________________________
Mr. Grasser stated this item deleted, will be handled through estimate summary.

11. Matter of Permanent Bikepath and Walkway Easement along the English Coulee south of Primrose Court for Proj. 5050_____________________________________
Mr. Lambrecht stated this project will be under design over winter for construction next summer, and relates to asphalt bikepath from 17th to 24th Aves. S. along west side of the English Coulee, and short segment behind Carrington Court Townhomes that’s on low ground and that will be moved farther away from the Coulee (because of volunteer willows breaking up bikepath, etc.), and convert an existing utility easement to a bikepath/walkway and utility easement which will allow moving of the bikeway; this easement is without cost. Moved by Lucke and Klave to allow
appropriate City officials to sign the easement agreement. Motion carried.

12. Matter of agreements for engineering services for various projects:
a) Amendment No. 3, GFEG, Proj. 5015 & 5028, Flood Mitigation Projects (CDBG)
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Mr. Lambrecht, representing GFEG, reported that Proj. 5015 is interim levee project including Belmont Road levee, Lincoln, Riverside, etc. and 5028 is sluice gates and utility closures, etc.; that they worked out of original scope and budget and there is work remaining to be done; that in working with eng. department they are bringing amendment which increases the upper limit fees of 5015 by $120,000 and increases 5028 by $20,000, and working with flood fight plan for next spring, incorporating new interim levees and potential for having to move back to a secondary line of defense. He asked for approval of the amendment. Moved by Lucke and Klave to approve the amendment. Motion carried.

(Mr. Vein stated he was considering asking council to take tour of what they’ve done and educate them on work that’s been going on if they are interested.)

b) Amendment No. 1, AE, Proj. 5071 – 5084, 5090, 5091, & 5110 Various Water Distribution System Improvement Projects
Steve Burian, A/E, reviewed Amendment No. 1, that this series of projects were described at last public service committee as “race” for determining which projects will be funded from miscellaneous water distribution improvements under the CDBG program; two meetings ago they presented an engineering services agreement and at that time there were a set number of projects that were anticipated for the agreement, that since then there have been three projects added to the list - 5090, 5091 and 5110, and this agreement adds the scope of these for completing those three projects. He stated the reason the whole table is presented is that as they did another round of modeling on the system they were able to refine line segments so the whole table clarifies some of those things; that there are some software issues that they addressed making sure that the City is working with the same water distribution modeling software as continue with water distribution plan, and fee breakdown is provided for those additional three projects and maximum increase by the sum of those 3, $33,800, $51,300 and $35,800, along with the software issues. Moved by Klave and Lucke to approve Amendment No. 1. Motion carried.

13. Matter of creating special assessment districts for various projects:
a) Proj. 4998, Dist. 576, Paving in University Village Addition
Mr. Lambrecht presented Engineer’s Report, timetable and special assessment district map
for street lighting and paving on Cambridge Street and 10th Avenue North, and is part of the infrastructure included in the $1.6 million in CDBG funds that the council ear-marked toward putting in the initial infrastructure in the University Village; that to date the sanitary sewer, storm, watermains and the interim levee have all been contracted for and are under construction, there are a couple more bid lettings coming up, one is to update L.S. #13 and final project in November is street lighting and paving. He stated that they have budgeted and estimated work that has been programmed and believe it’s somewhat over the $1.6 million, and the University of North Dakota has requested that an assessment district be set up on their behalf and they would be the only party in the assessment district and if the total project costs appear that they are going to be in excess of the $1.6 million, they would like to be special assessed as the benefiting party for the balance of the work over and above that amount. He presented map establishing special assessment district and is the Bronson property bounded on the north by Gateway, 6th Avenue
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North, North Columbia Road and westerly boundary of the Bronson property.

Moved by Lucke and Klave that we adopt a resolution creating the assessment district, approving the engineer’s report, including estimate of cost, an assessment district map, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications.

There was considerable discussion relative to the assessment district; and it was noted that the City’s northend fire station is included within this district and that there will be a letter from the University requesting that they bear the cost of the assessment district.

It was moved by Klave that the motion be amended to read “approve assessment district with City property excluded from the district, and further that the University provide letter requesting the assessment district and request that their property solely comprises the district. Lucke seconded the amendment. Motion carried. Upon call for the question on the original motion, as amended, the motion carried.

b) Proj. 4242, Dist. 355.2, Sanitary Sewer on N. 51st St. from 6th to 7th Ave. N.
Mr. Anderson presented copies of engineer’s report, timetable and assessment district map for Congressional First Resubdivision with Urban Development to pay for assessments on this property, and requested approval. Moved by Klave and Lucke that we adopt a resolution creating the assessment district, approving the engineer’s report, including estimate of cost, an
assessment district, map, and further that we pass a resolution instructing the city engineer to
prepare detailed plans and specifications. Motion carried.

14. Matter of CDBG Engineers Report for various projects:
a) Proj. 5104, 2000 Concrete Street Repair
b) Proj. 5105, 2000 Asphalt Street Repair
Mr. Grasser reported they have $1.7 million in CDBG cost matrix for street overlays and street repairs, and majority is going to go into two separate contracts for overlay work, WSN is bidding one out now which is near northend neighborhood, Belmont Road and area behind the
Hospital. second phase based off the criteria that was presented earlier tonight and that contract
probably in the neighborhood of close to $1 million, but take some of those dollars and use them to do spot repairs in various areas around the city. Moved by Klave and Lucke to approve Engineer’s Reports for Projects 5104 and 5105. Motion carried.

c) Proj. 5110, Watermain on 55th Ave. S. from Washington St. to Belmont Rd.
Steve Burian, A/E, reported that this project identified in original math that they prepared for the City, was pulled due to some issues on possibly being special assessment eligible, and was revisited when had higher priority for transferring water across the community than other projects on the list, and as look at the “race” to meet the CDBG deadline, it was reinstated and needed to do CDBG report to allow the environmental review and initiation of the process. Moved by Klave and Lucke to approve the Engineer’s Report. Motion carried.

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15. Matter of Plans and Specifications for Proj. 5109, Alley Paving between 4th and 5th St. and between Demers and Kittson Ave._________________________________________
Mr. Vein reported they had request from Empire Arts Center to pave alley to the east of the building and use paver bricks in that alley, that sometime ago they had received funding from Urban Development CDBG monies and had $15,000 grant to do this, and have now requested that this be done. Mr. Vein stated they’ve looked at from staff perspective and would like to look at from policy standpoint and create standard specifications so don’t have to be specific requests to committee; that they are looking at this as a demonstration project, will work with the design, etc. and add this to the standard specs.; only thing in the future if have to do excavation in this alley, there will be additional cost because it’s harder to repair this type of surface than normal concrete.

Mike Murie, EAPC, reported that this is being handled as a change order through contract in place with Urban Development and the dollars have been previously approved through Urban Development Committee and by the council, but funding for the brick pavers is handled a separate way, and the request is related to the brick pavers and make sure you’re aware of the project because it is in the City right of way, and submitted plans. Moved by Klave and Lucke to approve the plans as demonstration project. Motion carried.

16. Matter of consideration of construction bids for various projects:
a) Proj. 4959, Dist. 400, Storm Sewer on S. 42nd St. from 17th to 29th Ave.
Mr. Lambrecht reported they had bid opening today for this project from Amundson’s Funeral Home to Heitmann’s Tree Frame north to 17th Avenue, and is preparation for future paving that will occur next summer, that is a special assessment project to the benefiting adjacent properties, that they received 5 bids; that engineer’s estimate is $445,000 and low bid of Molstad Excavating is $394,241.00; contract allows the work to be done this fall and winter but completion date of June, 2000; and recommended that award be made to the low bidder. Moved by Lucke and Klave to accept the low bid of Molstad Excavating in the amount of $394,241.00. Motion carried.

b) Proj. 5028.2, Flood Mitigation Phase III (CDBG)
Tom Hanson, WFW, presented tabulation of bids for the project, valves and plugging pipes, etc. to make the total dike and protection system work, came close to estimate of $250,000; low bid of Wagner Construction, Inc., International Falls, MN in the amount of $253,000; that contractor has been around for quite some time and not aware of any significant problems with them. Moved by Lucke and Klave to accept the low bid of Wagner Construction, Inc. in the amount of $253,000. Motion carried.

17. Matter of Change Orders for various projects:
a) Proj. 4997, Storm Sewer to Serve University Village Subdivision, C.O. #1 (CDBG)
Mr. Lambrecht reported this is a change order in the amount of $4,060.00 and extends storm sewer across the future paved 10th Avenue North. Moved by Klave and Lucke to approve the change order in the amount of $4,060.00. Motion carried.
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b) Proj. 5028.1, Flood Mitigation Phase II, C.O. #2 (CDBG)
Mr. Hanson stated this change order is to modify manhole at 15th and Belmont, $2,300.00 and to add a sluice gate at E. Elmwood, $11,000. Moved by Klave and Lucke to approve the change order in the amount of $13,300.00. Motion carried.

c) Proj. 4863, Sanitary Sewer Restoration Area 3, C.O. #1 (CDBG)
Mr. Hanson reported there were some deducts done as priority repairs and other part of the change order is a group of items where could spend little amount of money and get a full length new pipe rather than series of short repairs and made sense to spend this amount of money, approx. $16,000 for 8 segments for full block rather than part block; Molstad Excavating, contractor. Moved by Klave and Lucke to approve change order in the amount of $1,470.00 deduct. Motion carried.

d) Proj. 4892, 1999 Traffic Loop Detector Replacement Project, C.O. #2 (CDBG)
Mr. Anderson reported the change order adds bid item to the contract, required to make better connection from the loop center in the roadway to the pole boxes in the amount of $1820.00, Fargo Electric, contractor. Moved by Klave and Lucke to approve the change order.
Motion carried.

e) Proj. 4654.466, Priority Sewer Repairs, C.O. #6 (CDBG)
Mr. Anderson reported this relates to work in Area 3, Storm Sewer Restoration, Robert Gibb & Sons, contractor, in the amount of $103,200.00. Moved by Klave and Lucke to approve the change order. Motion carried.

f) Proj. 4894, Sanitary Sewer on S. 20th St. from 36th to 40th Ave. S., C.O. #4
Mr. Anderson reported the change order consists of installation of manhole chimney seals to help reduce infiltration into the sewer system, S.J. Louis Construction, contractor, in the amount of $4,950.00. Mr. Anderson reported this is a plus change order and on the projects that are part of the southend infrastructure development plan they came to a deadline point where they
couldn’t enter into any further expenditures contractually as of July 7 and any increased change orders on those projects will be funded through the downtown watermain replacement project No. 4804, and fund movement has been approved by Urban Development. Moved by Lucke and Klave to approve the change order in the amount of $4,950.00. Motion carried.

19. Matter of 522 South 4th Street.
Mike Yavarow reported that after reviewing council minutes from April, the council authorized them to acquire the Buegel property and negotiations with property owners at 613 and 522 South 4th Street as to the relocation of bore line with home left in place or temporary relocation of the home, or removal to another location within Central Park, and since that time, finally getting appraisal for Buegel property, owner vacated property at 613 South 4th Street the first of October, and 522 South 4th - there were three options listed: 1) relocation of the bore line and over last six months have gone through extensive work with Shannon & Wilson and that bore hole will not move, 2) moving house with temporary relocation - that is possible but
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discussions with the consultant because of complexity of undergound work could take approx. 2 ½ to 3 years and moving a house out of the way and paying expenses would not be economically worth considering. He stated they are down to the last option, removal to another location within Central Park, that they are on their fourth location with the homeowners, dealing with Urban Development and the Park District and the Historic Commission, and it is our recommendation to reduce our options and add an option - that the house would either have to be relocated under the Historic Home Moving Program or authorize City to acquire the house; house would have to be moved into area where houses compatible, etc.and running out of options. It was noted that the house has been appraised and would be handled as any other house that has been handled; and it was noted that the property owners have not come to the conclusion to sell their house. Moved by Klave and Lucke to authorize purchase of the house at 522 South 4th Street. Motion carried.

Lucke asked what status was of streets around Belmont School - Chestnut Street; (that the
matter of purchase of property in the block adjacent to Phoenix (Belmont) School and transfer to Grand Forks School District) is on the Urban Development agenda for Wednesday, that it was intention that School District had this money for street repair and put into escrow. Mr. Grasser stated that originally money was FEMA dollars and closed that DSR out; that there’s discussion that may come up, that they received letter from the School District offering to sell us the property of the old Lincoln School site, and perhaps been some discussions internally. It was noted that item is on the agenda for Flood Protection on Wednesday - the donation of 1100 Pakenham.

18. Matter of review of committee agenda items.
Mr. Vein reported that they met with mayor and department heads and this item came up; that staff members have looked at this and to go back through last six months of agenda items and try to put them into categories so committee could review - that they will meet again and completely standardize so all comittees use the same type of format; that they will do more homework by going through these and bring back in couple weeks after standardizing this among
all the committees. He stated if anyone has any input to let them know.

Moved by Klave and Lucke to adjourn; meeting adjourned at 8:50 p.m.

Alice Fontaine
City Clerk

Dated: 10/12/99