Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, October 25, 1999 - 7:00 p.m.________

Member present: Hafner, Klave, Lucke.

8. Matter of Columbia Road and 32nd Ave. corridor study
Charles Durrenberger, representing Grand Forks/East Grand Forks MPO, stated that after presentation concerning this study on Columbia Road/32nd Avenue corridor, the Planning staff and Engineering Department staff prepared series of recommendations and a memo from Mr. Haugen dated October 21, 1999 listed the recommendations. He stated that with the recommendations they are trying to maintain the city-wide policy of half mile spacing on major corridors to provide for traffic flow and address issues re. safety and access to the adjacent businesses. He asked the committee to approve recommendations and forward to the city council for final approval. He stated this will provide basis for corridor study, when complete that and the corridor study provides the basis for a second phase of the corridor study which would address Columbia Road/32nd Avenue intersection, that the consultants have started the detailed study, concept report that will be submitted to the ND Department of Transportation for approval, and once this is approved it will provide basis for our federal funding which is programmed for the year 2002 and capital improvements program and in the Federal Transportation Improvement Program. He stated that as far as recommendations on 28th Avenue and Columbia Road, the City has received the funding for improvements at that intersection and this will stipulate the type of improvements that will be made at that intersection.

Ken Vein, city engineer, stated that many of the improvements can only happen upon recon-struction of Columbia Road, and at that time will look at interchange and access at DeMers and Columbia Road, most of this calls for medians and are not going to be in position to construct these improvements until a later date when that whole corridor is up for reconstruction, and calls for some different geometrics at that location, and that will come back as they discussed other concepts also. He stated it will be a minimum of 5 to 10 years before ever do a reconstruction and at that time will do another study as they look at 20-year design, and it does show a modification at that intersection, DeMers and Columbia Road, if were going to do something at this time but not. Hafner stated that is a dangerous intersection for traffic that is eastbound on DeMers and wants to go south on Columbia Road, that merge is really difficult and should extend the merge lane, and questioned waiting for reconstruction to do something about that particular problem. Mr. Vein stated that Howard Preston was very firm in his desire to eliminate the merge lane and have it into more of a right angle right turn. Mr. Durrenberger stated they also looked at actually widening it to have a six-lane section and that there were several proposals in the study. Mr. Vein stated that both are options and the Option B plan is that Option A also for getting on and off of DeMers for northbound has a much sharper turn with a right turn lane vs. the gradual one included; that committee could recommend Alternate B. Mr. Durrenberger stated that with these recommendations, there are other alternatives and priorities on actual construction which will come back to this committee or public safety and city council.
Moved by Klave and Lucke to approve recommendations with stipulation that for intersection
plan of Columbia Road/DeMers Avenue ramps to highly recommend Alternate Plan B over Alternate Plan A.
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Mr. Vein stated there was a lot of discussion on the potential change in policy of half mile spacing of signal lights vs. quarter mile spacing and because of existing developments along both sides they weren’t able to stay with the true half mile spacing which is what they wanted to do -
on Columbia Road from Gateway Drive, your first logical location for light would be 6th Avenue North, because consultants recommended and staff approved a modification to the half mile spacing of putting one in at 10th Avenue North because of the development that is planned to the west; one at 6th, next would have been DeMers but have at 2nd and University and no desire to make modification because of heavy pedestrian traffic; then 11th and 13th and normal half mile would be 11th; then 17th, 24th and 32nd Avenues South.

He stated they are making some adjustments and should restudy the signal at 20th Avenue South when and if 20th Avenue South is constructed to Red River. He stated his recommendation is not to get into position where going quarter mile and stopping, etc. that Columbia Road should be designed to move traffic north and south and try to make improvements to the off-road and intersections that exist as much as possible. He stated they can still look at signal at 20th and see what those impacts will be, and that relocating the traffic signal on S. 31st and 32nd, west finger road into Columbia Mall to Columbia Road and 28th Avenue South (east to Post Office), and would maintain a signalized access to the Columbia Mall but at a different location, and at 32nd Avenue South, the next recommendation is that they signalize South 34th Street, which is the normal half mile increment. He stated that on 32nd Avenue South there is a signal on Washington, half mile to 20th, half mile to Columbia Road and another half mile to 34th , and then another half mile would be at 38th Street where 42nd bends around and that would be other section line and were able to maintain half mile spacing, except when get to the Interstate where two signals and 38th, and were able to adjust on Columbia Road with the plan that all future developments would try to take into account the half mile spacing. Mr. Vein stated that is what they are approving and what they are going to do is put in number of right-in./right-outs at three-quarter accesses but can’t go straight through an intersection and can’t take a left on intersection; and this will help keep the corridors functioning as originally planned. Mr. Durrenberger stated that once these recommendations approved this evening and forwarded to council for approval, then consultants can finish concept report for 32nd Avenue, and hoping to have that before the first of the year.

Mr. Grasser asked if they put money in CIP for federal aid urban on Columbia Road, unspecified intersections to approx. $2 mil; Mr. Durrenberger stated they had for 2001. Mr. Grasser stated there might have to be some adjustments that are going to have to be done in our federal aid requests based on a somewhat changed scope.

Upon call for the question and upon voice vote, the motion carried.

1. Matter of application for moving permit by Craig Spicer to move building from 1315 7th Avenue North to 1309 8th Avenue North - garage.____________________________
Moved by Lucke and Klave to approve the application for permit, subject to the public hearing. Motion carried.
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2. Budget amendment.
Todd Feland stated this is to cover expenditures ($17,770) for public works director budget in temporary wages and overtime wages for balance of the year (went from assistant director budgeted at 25% and now with full-time and in addition to that there is a special projects coordinator). Moved by Klave and Lucke to approve budget amendment. Motion carried.

3. Matter of approval of plans and specifications for Wastewater Treatment Plant, main treatment building, concrete and foundation work, City Project No. 4371.___________
Lynn Brilz, KBM, Inc., reported this consists of concrete and foundation work for the main treatment building at wastewater plant, currently under construction on the west portion of the facility is the reactor tank and distribution structure and that is drawing to a close and now want to proceed with the main treatment building and setting up so driving piling in the winter months. He stated they met with staff and reviewed plans for this project. Moved by Klave and Lucke to approve plans and specifications and authorize call for bids. Motion carried.

4. Matter of change order #1 C.L. Linfoot, Public Works Facility Renovation, Proj. 4022.
Charles Grotte reported this change order is a deduct in the amount of ($23,204.00), that when the architect put together they had a 12” trench drain in the floor at two different locations, that 12” wasn’t available and 8” largest could find and is deduct. Moved by Klave and Lucke to approve the change order. Motion carried.

6. Matter of authorization to advertise request for qualifications for 2000/2001 engineering services - (To be held in committee)
Held in committee.

9. Matter of various easements
a) Permanent storm sewer easements along 10th Ave. S. and along S. 50th St. (P.4698)
Mr. Brilz, KBM, stated purpose is to provide space to construct storm sewer that will drain into the Industrial Park storm water pumping station, there is a map attached that identifies that area, property is owned by the Grand Forks Region Economic Development Foundation, and they are granting this easement at no cost. Moved by Klave and Lucke to approve the easement and authorize proper City officials to sign the documents. Motion carried.

b) Permanent storm sewer easements along 10th Ave. S. from 48th to 49th St. (P.4698)
Mr. Brilz reviewed easement and stated that if approved now would go under CDBG funds rather than being assessed at a later time and if that easement is not granted then won’t be put in as part of this project and money allocated to a different area; Paul Mutch is owner of the property. Moved by Klave and Lucke to approve easement contingent upon engineer’s final review of the documents. Motion carried.

10. Matter of CDBG Engineers Report for Proj. 4824.2, Mill and Overlay Streets City Wide Phase II__________________________________________________________
Dave Kildahl, Widseth Smith Nolting, reported on progress of the second phase of bidding
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documents of the mill and overlay streets, there is $938,000 remaining of the CDBG funds allocated for this (streets on attached map) looking at low to moderate income neighborhoods and whether streets are classified streets, various factors they are looking at as to whether or not they should be included in the project, first and foremost being the condition of the streets and what neighborhood they are in, and there is formula the engineering department has developed that they will be attempting to rate the streets to include them in the project or not. Bid opening is scheduled for January 10. Moved by Klave and Lucke to approve the Engineer's Report. Motion carried.

12. Matter of Plans and Specifications for various projects:
a) Proj. 4998, Dist. 576, Paving in University Village Addition (CDBG)
Mark Lambrecht, CPS, reported that Columbia Road fire station was excluded from the special assessment district and only University property included; this is plans and specs. for paving and street lighting, will be bid as separate portions/schedules in the bid proposals so if there is an escalation of costs over and above the CDBG monies available that the University could decide not to do the street lighting at this time; that this is part of the CDBG budget for the initial infrastructure in the University Village, this is opening up the street system into the Bronson property and it involves the paving of 10th Avenue from Columbia to Cambridge and Cambridge from Highway 2 to 10th Avenue, and this provides a connection from North Columbia Road and a connection from Highway 2 from which the Englestad Arena project and Barnes & Noble project can complete the system of roads that serves their facilities and opens up the north end of the Bronson property for development. He also stated that Cambridge and Gateway and is one of the three-quarter style intersections and University has their request with the State DOT to open up this point of access onto U.S.Highway 2; that the improvements onto Highway 2 would come timed with the necessary improvements at the intersection of Columbia and U.S. 2. Mr. Vein stated that the problem with the proximity of that intersection being as close to Columbia Road as it is and Gateway Drive being the high classification that it is, one of the things they contemplated was not allowing the connection to take place there but to move it over to the west side if it shows the next intersection which is a full access intersection (on the other side of the Coulee). He stated that it has to be known that at some point in time should traffic become large enough, the crossing of the English Coulee and access to that back location may become necessary.

Moved by Lucke and Klave to pass a resolution approving the plans and specifications for this construction and further that the city auditor be directed to advertise for bids on the project. Motion carried.

b) Proj. 5070, Rehabilitate Pump Station #13 (CDBG)
Mr. Lambrecht stated this is another part of the same project of the initial infrastructure in the University Village area, and part of the same CDBG budget, and that Tom Hanson, WFW, on their behalf prepared plans for rehabilitating this pump station.

Tom Hanson, WFW, stated the project is basically a combination of the upgrades and capacity
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necessary to deal with the University Village improvements and the normal things improving in each of these stations when go through and do the upgrade.

Moved by Lucke and Klave to approve plans and specifications, and authorize call for bids. Motion carried.

c) Proj. 5109, Alley Paving between 4th and 5th St. north of Demers Ave.
Mike Murie, EAPC, stated plans are for the north Corporate Center area, parking lot on the west side of the building, necessary to get that area paved and straightened out, including storm sewer, there was a catch basin in the alley with a PVC line that runs off towards the old parking ramp, PVC line was not acceptable to leave in there, and shown new storm sewer going out to DeMers and draining that area; funding has been approved through Urban Development Committee and council, but this is in the R/W of the alley so necessary to bring it to committee.

Moved by Lucke and Klave to approve the plans and specifications. Motion carried.

13. Matter of consideration of construction bids for various projects:
a) Proj. 4824, Mill and Overlay Streets City Wide Phase I (CDBG)
Mr. Kildahl, WSN, reported that bids received last Friday, three bids received but one bid not opened as Thorson, Inc., Bemidji, MN failed to acknowledge the addendum on the outside of their packet. Moved by Lucke and Klave to return the bid of Thorson, Inc. unopened. Motion carried.

Mr. Kildahl reported that the other two bids were from Nodak Contracting and Valley Contracting with the low bidder being Nodak Contracting at $533,448.85 and was under the engineer’s estimate, and recommended award of the contract (completion date of project July 31,
2000). Mr. Grasser reported this project funded with CDBG money and need to get bid this year to meet CDBG criteria. Contract includes liquidated damages. Moved by Klave and Lucke to accept the bid of Nodak Contracting in the amount of $533,448.85. Motion carried.

b) Proj. 5042, 7 Million Gallon Reservoir Modifications (CDBG)
Wayne Gerszewski, A/E, presented tabulation of bids received, three bids received, Moorhead Construction Co., Inc. was low bidder in the amount of $165,943.00; with total project cost of $223,200 including other costs associated with the project. He reviewed project budget with staff and funds have been transferred from cash carryover funds and from water treatment plant operating budget to cover cost; and recommended award of the bid. Moved by Lucke and Klave to accept the low bid of Moorhead Construction Co., Inc. in the amount of $165,943.00. Motion carried.

14. Matter of Change Orders for various projects:
a) Proj. 4854, Forcemain Replacement on Columbia Road from 17th to 24th Ave. S., C.O. #3
Mr. Hanson, WFW, reviewed change order in the amount of $16,385.82, Molstad Excavating,
Inc., contractor, that they found a leak in the existing forcemain, re-pressurized the system and
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found a leak in the existing system in the vicinity of Red Lobster where there had been repair work done about 5 years ago, couldn’t return system to operation until that repaired and bypass necessary to do the repairs. Moved by Klave and Lucke to approve the change order. Motion carried.

Mr. Grasser reported this project has a mix of CDBG funds and some City project dollars funding because past our time limit on those CDBG funds and noting that this change order be paid for out of the Wastewater Capital Projects Funds.

b) Proj. 4957, Sanitary Sewer on S. 42nd St. from 17th to 29th Ave. S., C.O. #1
Mr. Lambrecht reviewed change order in the amount of $4,785.00, D & D Torgerson Contracting dba Duckstad Contracting, contractor, for adding of external manhole chimney seals to all of the sanitary sewer manholes on this project, the manhole chimney seals are the heavy rubber boots that encompass the bottom of the manhole casting and go over the adjusting rings on a concrete manhole and have proven to be of great benefit to eliminating infiltration of ground water and carrying soil with it and having washouts, etc. near the manholes; that this is standard practice of engineering to have these as standard equipment on all of the new projects and this was not the case at the time they bid this project and are adding to this project; this project is CDBG funded project. Moved by Lucke and Klave to approve the change order. Motion carried.

Mr. Grasser reported this is part of the $15 million southend development , projects to be funded out of the Downtown Watermain Replacement Project, and that will be added to the change order.

c) Proj. 5015, Flood Mitigation, C.O. #5
Lon Aune reported this is dirt work portion for interim dikes under construction, this is an increase in hours and the addition of hourly rate for vehicles (dump trucks, etc.) and adding chain link fencing along Belmont Road, $491,750.00, Nodak Contracting, contractor, and brings flood mitigation project for dirt work portion to $1,423,922.00. It was noted that there will be additional change orders coming in. Mr. Grasser reported that Mark Anderson has done some projections based on what they envision the total concept to go and with the problems downtown and additional work with tree cleanup, lot leveling, flood video, etc. and looking at shortfall of about $400,000 to complete all of the work now, and if get authorization to do the work through St. Anne’s that would be additional work; that this project keeps evolving and developing as they go and will need additional dollars allocated to complete the project.

Mr. Vein stated they are making sure this is completed by freeze-up for winter, that there are two potential tours this week and asked that the come along to see what has been accomplished and this is finishing touches to significant improvement to the flood protection program. He stated they will have to determine funding for the project - $400 to 450,000 before finishing, and go back to CDBG funding where rest of this came from and be in conflict with other projects that have not been approved but are in the matrix. Mr. Grasser stated they are not over budget yet.
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Moved by Klave and Lucke to approve the change order. Motion carried.

16. Request for special public service committee meeting on November 1, 1999 prior to city
council for baling facility and equipment bids.___________________________________
Mr. Feland reported bid would only be for the baling facility, that the baling facility is to be operational by July 1 under current permit, talked to Health Department to extend it 30 days and they granted that and issued an addendum with an additional month as an alternate schedule for bids; that they will have a pre-bid meeting with all the contractors this week as there has been some concern by contractors whether they can make the deadlines, and if can’t be done in that timeframe will have to go back to the State. Committee scheduled tentative meeting for meeting Monday at 7:15 p.m.

Informational items:

5. Matter of authorization to negotiate land purchase
Mr. Grasser reported they had CDBG funds to purchase borrow pits, purchased one at north end of city (Campbell property) and still trying to find a spot on the southend, hired CPS and Joan Johnson to put together the appraisals.

Doug Herzog, CPS, reported they proceeded to review several parcels for acquisition of borrow pits for the southend, parcels about 20 acres, and map attached showing various ranked locations, that they contacted Joan Johnson to proceed with the appraisals, from $2,250 to $3,500; next step is to approach the property owners with city attorney to make the formal offer. He stated they have Ray LeClerc who would discuss with property owners, and Joan Johnson has former DOT employee that has been their land negotiator for last several years but he and Mr. Grasser haven’t worked out details yet. Mr. Grasser stated they are still attempting to try to come up with friendly purchase, that the needs of the City are such that if it has to be they would end up picking one of these sites and recommending condemnation. Mr. Herzog stated that have had problems coming up with comparable sales, as no land selling in that area.

5 b) Industrial Park Water Treatment Site.
Mr. Grotte stated that a decision had been made that they build their new clearwell in the Industrial Park and after that a group including Bob Klave, Dennis Potter, himself and people from Advanced Engineering reviewed sites at the Industrial Park, now have soil borings done and some appraisals. Steve Burian, A/E, stated that after approval of the site, the committee reviewed specific site alternatives knowing we were looking for approx. 40 acres of land, and the committee added another section along DeMers of approx. 30 acres, and after a careful evaluation of the alternatives with criteria the group picked 1, 1A and 1B and after that sites 6 and 2, and committee then asked to do appraisal of properties which was performed by Greg Betscher and to perform preliminary geotechnical investigations, that soils were technical of the Grand Forks area, they were silt and lean clays in the top portions and fat clays down to where they hit termination point, ground water was 2 to 4 ft. in the surface in this area, which isn’t unique to the area around Industrial Park, and conclusion was that it’s not ideal soil but it can be
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built in, that there was some separation in 1 and 1B, when did appraisals price per acre was $13,500/acre for 1 and 1A, and $15,250/acre for 1B, which had to do with the access to DeMers Avenue and provided a higher cost for this most northerly portion. He stated project team and City staff are recommending that they move forward with negotiation to purchase Site 1A with Bert Johnson. Mr. Burian stated there was some discussion re. buying a little additional land for snow removal, etc. Committee asked if have to buy land for road, or how access. Mr. Burian stated that it sounded like Mr. Johnson wanted the ability to have a road into there was somewhat in his best interest as well; that they approach land owners in the beginning and Mr. Johnson has been pretty agreeable, and knowing that with some of these things that we would provide access to, it opens up some of these other parcels. Mr. Grasser stated that access is part of that negotiative process for 1A and whether we buy it or something else. Mr. Burian stated they do have due diligence on easements that are out there, there are corridor easements and he understood that blanket easements were intended to allow the power lines but in preliminary research they’ve done it doesn’t appear that anybody cleaned up these blanket easements, that having the land potentially encumbered with this type of blanket easement was not in the City’s best interest and looking at clear title and get unencumbered land.

7. Matter of authorization to request proposals for engineering services to determine preliminary cost estimates for Proj. 5031, Repaint Minnesota Ave. Bridge________
Mark Anderson reported that they will be requesting proposals for the engineering services to determine the preliminary cost estimates for repainting the Minnesota Avenue bridge. Mr. Grasser stated they have the work in process in CIP but the dollar amount unknown; that they had done some preliminary work to determine how hazardous the material is, but washed away in the flood, and rules and regulations have changed in the last several years re. lead, and want to redo that process to get a reasonable number that can put into budget process when talking about $1 to $1.5 million and want to define that.

11. Matter of authorization to advertise for quotes for 2000/2001 Electrical Service Assistance___________________________________________________________
Mr. Anderson stated these quotes will be for services as needed to assist the city electricians in cases where overburdened or in an emergency and will have a ready list of contractors with set prices to go to for assistance.

15. Matter of easements along 47th Ave. S.
Mr. Herzog, CPS, stated that when the CDBG money was allocated there were priority projects along 47th Ave. S., one being sanitary sewer to extend from Cherry St. past the Christian School into the Curran property so it would be in line with 11th Avenue S. and serve 40 acre site on the south, which is owned by the elder Mr. Curran (Dean Curran’s father), and to serve the 80 acres site to the north which is owned by a different family of Currans. He stated that the watermain tie-in from Chestnut Street all the way to Washington because that’s a section line road that was needed to beef up the system. He stated they visited with Mr. Curran and
presented him with the easements, he signed some easements and signed his name on behalf of his father saying that he had power of attorney, gave us temporary easements, the permanent
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easements they find two things, the originals of all the easements they did in the southend and those were the two that were misplaced on his, the temporary easement is valid and the projects have been built, however, right now they don’t have valid permanent easements for which those facilities sit. He stated he and Mark Anderson met with Alan Warcup and he is preparing the documents that will show where Mr. Curran has true power of attorney for his father and present those documents to Mr. Curran one more time to see if he’ll sign, along with that will document the exact dollar figure of the improvements what his land has benefited to date and when that information present, and have couple options, and 1) if he would appreciate what we’ve done for him and sign the easements, and other options 2) he wouldn’t sign the easements and could proceed to condemn and get the easements, or 3) ignore the situation and let him sue the City because the watermain and the sanitary sewer are not in a legitimate dedicated easements. Mr. Grasser stated that the 4) is to do as he is requesting which is to extend the sanitary sewer all the way to Washington Street and that est. cost of that would be $50-60,000 and possibly more, complicated now because the watermain is in but don’t have that money allocated in the CDBG budget at this point in time so that would require some sort of an additional allocation to finish that work off and now not necessarily ready to recommend any specific course of action. He stated that one of our strings on the CDBG dollars was that we get the easements and get them free of charge, and if they had been more aware of some irregularities would have pulled the plug on the project. and not gone to any further extent than what we had from the Christian School on those easements. Mr. Herzog stated that a temporary construction easement allows work outside of the area of the permanent easement, he was compensated or his renter was compensated to the tune of about of about $2600 for beet field on the south side of 47th.

Mr. Herzog stated that one of the reasons they stopped that sewer at S. 11th Street is because there’s an area on the southwest quadrant of Washington, the 40 acres in that whole section is owned by the Curran family. Mr. Grasser stated that the drainway interferes with being able to run that sewer to any of the westerly lift stations and that’s why this 40 acres was designated to go into this existing lift station, but have to serve that site somehow; he stated that this is something that can come back depending on which route they go, maybe additional budget requests, maybe condemnation requests, but not sure at this point. Mr. Herzog stated that Mr. Curran insisted that the City would sign all those documents or temporary easements before he signed them, and part of getting us into trouble was going along with those requests.

Moved by Klave and Lucke to adjourn; meeting adjourned at 8:30 p.m.

Alice Fontaine
City Clerk

Dated: 10/26/99