Committee Minutes

SERVICE SAFETY STANDBY COMMITTEE
May 20, 2009 - - 4:30 p.m. - - A101
Minutes


Present: Kreun, Bjerke
Absent: Bakken

1. Public Transportation security cameras purchases.

Feland stated that the Public Transportation Department has an FTA grant for $77,000 to purchase security cameras that could be installed in all buses. The purchase would be an 80/20 match federal to local dollars. Currently there is a camera in one bus that serves one route and we have had two instances where they have shown value; one with a rider having a weapon and another with an issue with the driver that led to a termination. He continued that the bid has been researched and the request is to be able to piggyback onto the King County Transit bid from Seattle, WA for $61,000 and that both King County and the vendor have agreed to this arrangement. He added that they have done similar things with MNDOT, but they do not have a current bid for cameras, which led staff to search for other opportunities. He stated that they do believe that this a better price than we would receive bidding on our own and also under the grant award that we have.

Bjerke inquired if this would then put cameras on all buses and whether the issue with also recording audio was resolved. Feland replied that the cameras will be installed on all buses and that currently the one they have is signed so both drivers and riders are aware of it and will do same on rest of the buses. As to the issue with audio, federal rules allow the use of audio, but there has been a state requirement that audio could be considered wiretapping and not allowed in North Dakota and he is checking with Howard Swanson, City Attorney, to clarify requirements in that case. He stated that the cameras in the bid would be capable of audio and video recording, but have capability to turn the audio off and that is how we would proceed is audio is still prohibited in our state. Bjerke asked whether concealed weapons were allowed on buses. Feland stated that he is also researching that with the city attorney and will provide information once obtained.

2. LAWA Update.

Grasser stated that there was a meeting last week and they went over the latest legislative actions. He explained that the main effect is that a priority has been placed on funding a flood control project for Fargo, which has put the water supply project on the back burner at this time. He continued that consultants and Garrison Diversion staff are proceeding with 2009 task orders and that the legislature did affirm the project funding to be 1/3 share local, state, federal.

3. Emergency action plan for Riverside Dam.

Jon Morgenroth, stated that there is a state law that mandates all communities with dams of a certain size. He stated that the intent is to have in place a plan to handle a leak or failure of the dam. Our dam, due to design and function, is not a typical dam in that if it did fail, there would be no danger to roads or homes, only concern would be loss of reservoir for water source. He stated that the format we used is the standard format provided by the state and includes schedule for monthly inspection by Water Distribution Department and more detailed annual inspection by Engineering Department and also includes call trees for different situations from first detection of potential erosion or leak to full imminent failure. He stated that Hazel Fetters-Sletten, Water Department Superintendent, will maintain the file and all inspection reports.

Kreun inquired when this requirement was put in place. Sletten replied that we received a letter about a year ago making us aware of the need to have a plan in place and was not sure when it started, but that letter implied was in place for some time, but an oversight on the state’s part that we hadn’t been contacted previously.

Morgenroth stated that the plan will be on the next COW and Council agenda and once approved will be distributed to all parties listed in the plan.

4. Street and highway outlook and project planning.

Grasser reviewed with the committee an updated list from ND DOT for projects included in the Urban Program and noted that some projects have been pushed back from what we earlier had seen on the plan. These included the DeMers Avenue (Washington to 5th Street) rehab that was included for 2010 is now 2014 or later due to a lack of regional funds, 48th St South project will still be bid in November 2009, but construction and funding in the 2010 plan; Kennedy Bride will see some rehab work on a pier that is leaning in 2010 but full rehab will be in 2016 and the Sorlie Bridge will be replaced in 2018. He explained that the Sorlie project is running into some concerns with historic society on Minnesota side and will deal with those and some other issues prior to project commencing. Bjerke inquired as to whether improved sidewalk system would be included on Kennedy rehab. Haugen stated that they will consider that in the project, but if it is too costly to make the improvements they will not be included. Kreun inquired what options for pedestrian access between the two cities would be available during the Sorlie project, as do see heavier use of the bridge at sometimes of year and important to keep that option available if possible during the replacement project and inquired also how long that project could take. Grasser stated that could possibly be done in 1 calendar year, but probably not 1 construction season and could even lapse into 2 and there is not another pedestrian bridge currently available downtown. The group discussed that there has been a proposal made to build a separate pedestrian bridge near where the pier is and old pedestrian bridge used to be, but that is not currently included in funding.

Grasser continued review of the remaining projects for 2011-2016. He noted that 47th Ave S (South Washington to Columbia Road) has been moved from 2013 to 2014 or later. Bjerke inquired what is included in the traffic signal project and whether the 32nd Ave S project is both sides. Grasser replied that the signal project will include interconnectivity, repaint, possible replacement of poles, etc. and the 32nd Ave project is both sides of road.

Grasser noted that there appears to be some uncertainty at the State level on the new Highway Bill and are programming things very conservatively. Bjerke inquired whether there has been any information from the state on other potential road funds. Grasser stated that they are still waiting for information as to how that allocation will be divided throughout the state and will forward information to the committee as soon as they get it.

Grasser noted that in 2014 the planning balance is $4.7 million, and we are planning pretty optimistically in the projects that we have included and state may not come through with us spending it down quite as quickly as included. He noted that the one problem that we may have is in having enough funds to meet the federal match for all the road projects that should be done as that City grows at the time they are really needed. He noted that they have split the Columbia Road project up into three segments over three years 2014, 2015, and 2016 and there are some concerns as it ties up that road for a longer time, but also breaks up the costs and divide up the sections to have least impact on drivers routes as possible. Another potential way to free up some funds is to consider using special assessments to fund the 47th Ave S project rather than including federal dollars for the project.

Grasser stated that in regard to 2016, the Council will need to determine what the priorities are, as we will have projected planning balance of $2.1 million but project needs that could be substantially more. He noted that the projects for that year are hard to estimate a cost for at this time due to many outside factors not yet determined and that is why a range is listed for those projects. He noted that Columbia Road, due to traffic volume and the age or the road really needs to be upgraded; Minnesota Ave / 4th Ave still needs to have agreements finalized regarding the historic portions of the road and how that will be handled; and other project is ramp reconfigurations which will change the intersection at 42nd St/32nd AveS/I-29 to be similar to the Fargo 32 Ave interchange. He added that there is no decision needed today on any of these items, but merely wanted to inform the Council so that they could begin thinking about what priorities may be.

Kreun encouraged Grasser to work with the Governor and Budget Office to see if any funds other than the DOT budget could be allocated as that has been how some communities have handled needs in the past and is a concern that we are growing faster than able to keep up with roadway needs in the community. Grasser commented that there are more projects not included on this list, but these are his best estimate of what we can optimistically get from Federal dollars that are available. Bjerke stated that he would also like to see us work on the amount of stimulus dollars that will be passed through the State to the City and looks forward to getting the information from Grasser.

5. Energy Efficiency and Conservation Block Grants

Parvey reported that the City has been allocated $505,000 City and $65,000 had been allocated to the County from the stimulus grant. The City is presently working on its application and Pete Haga is attending the County Commission meeting now to discuss with them submitting a joint application and will be joining the meeting later and if Committee wishes could hold discussion on this item until he arrives or proceed now. The Committee decided to continue with discussion.

Parvey explained some terms of the grant and that a strategy for use of the funds must be put in place and submitted with the application and then project details can be submitted later for approval actual draw down of the funds.

Parvey gave a brief overview of the potential projects included in the research and asked the committee’s guidance in prioritizing the projects. The projects include: creation of an Energy Alliance/Energy Office which would facilitate revolving low interest loans to citizens for weatherization projects on their home, traffic light synchronization, landfill methane feasibility, Central Fire Station retrofit, use of geothermal in the Wellness Center, Storm Water Demonstration Project, Library Lighting Replacement, Architectural Wind (city building), Bike Transportation Signage and a small portion retained for administrative costs.

The weatherization program would include the potential for it to be sustainable, as once loans are repaid would have new funds to loan and anticipate 2-3% interest rate. The County had also expressed interest in participating with this program and making it available to County residents. This program would require the hiring of one staff person to work with the program and would be overseen by an Energy Alliance Board comprised of individuals from the energy companies and contractors from the area and would be an unpaid volunteer board. The income generated from the loans would be the funding source for the position which would also be tasked with seeking out new grants.

The methane project has been discussed at a variety of times in conjunction with landfill discussions and have done some preliminary studies. Feland reported that this project would look more into the potential for use of methane generated at the landfill and determine whether there is enough to create a supply for the baling facility, wastewater treatment plant, and possibly some airport buildings. There may also be potential to do this project in conjunction with some grant opportunities that are available to EERC that can cover capital costs and also show a good partnership with FAA and Airport on looking into the possibilities available.

Bjerke expressed that he would like to see the priorities put on what is best benefit to the citizens and sees that as traffic light project, Central Fire Station project, Projects for city buildings. He continued that does not see benefit in the Library project, as most probably study will be to build new library so rather see money go to where would be ongoing benefit, also not sure of architectural wind would give as much benefit as some of the other projects, but would like to see concentrate on using the funds to fix what we have now. Grasser stated that they are working with Energy Services Group to look at upgrades for City buildings and is coming along, but probably not going to be ready in the timeline needed to attach on to these funds. He noted that this will be a performance contract, so once savings start coming in from the improvements made, could also roll those savings into the energy office as another source of funds.

Grasser also noted that the traffic signal project will also be receiving some other funds through some grants under the MPO. Kreun noted that the Stormwater project could also be valuable to the citizens, as we have to monitor and regulate that by a federal mandate. Bjerke requested more information on the projects included so could better evaluate and prioritize for the application. It was also noted that the only continuing project would be the weatherization program, as the others, for instance the Fire Dept and city buildings would be pure grant. O’Neill noted that for the Central Fire Station, the building was built in 1975 and still has original heat/ac equipment, windows and doors.

Kreun agreed that projects that benefit city buildings and traffic control would be good priorities. He commented that while in favor of encouraging bike usage in the community, not sure that we are as heavy into that yet to get as much benefit from that signage project as could get from some of the others. Deb Thompson, YMCA Director, stated that she and some others were in the audience to show support for having the geothermal project for the Wellness Center included in the project list. She stated that it’s inclusion would greatly decrease the cost for the facility and thereby benefit citizens by leading to lower facility and membership fees.

Parvey will take the comments from Committee and work with Haga to develop project list and more information as requested and bring to COW and Council for full discussion. She noted that they are planning to submit an application with more projects and funding requested than the allocation in the hopes that some additional funds might become available and then we would have projects available to utilize those funds or in the event that one or more of the preferred projects is not approved, we have alternates in place to make use of the allocated funds.

6. New Landfill Update

Feland stated that he wanted Committee to be aware are moving forward with bids for the project and anticipate $10-11 million with funding source being wastewater, sanitation and water funds. He stated that bids will be opened on June 9, and plan to have on COW meeting for June 8 general information and that bids will be opened the next day with information provided to Council for approval at June 15 meeting and wanted to make Committee aware of the plan in case there were any concerns that should be addressed. Feland continued that the plan is to do first half of cell this year so can begin using it and then complete that cell next year and doing all under one bid even though stretching over two years.

Feland stated that at the time the City acquired land for Enterprise Fund departments in the landfill area, the land was not annexed to the City and has been a township concern on maintenance of some roads and more so now with new landfill coming in. He met with Stromsodt on the road issues which the township would like resolved. Feland suggested that if the City were to annex the areas that are public property owned by the City and could include the roadways that City has been maintaining under agreement with the Township and that would relieve the township of any responsibility related to the roads and place responsibility on the City. Feland distributed a map of the area and stated that the annexation would include roadways of North 83rd St (Gateway Dr to 27th Ave N), 27th Ave N (N 69th St to N 83rd St), N 69th St (Gateway Dr to 54th Ave N), and 54th Ave N (N 55th St to N 69th St). He noted again that this will only include City owned public property and seemed agreeable solution in meeting that he has had and is simple way to address concerns over responsibility and liability on road matters.

Gengler stated that they will be meeting with Howard Swanson next week related to any effect of new state legislation and then will work on putting together maps that could be used in the annexation process. The group discussed that a past concern with extraterritorial and annexing the land was that didn’t want to get the leap frog effect and say that our jurisdiction is now 2 miles from the edge of this parcel. Gengler stated that this should not apply in this case due to the way that the extraterritorial rules work and that City does not have to impose on the 2 mile territory, but can take up to 2 miles when rules are met. Feland added that at the time we bought the land, probably should have annexed it like we did with the Airport, but didn’t at that time and seems that may be the appropriate solution to concerns now. Grasser asked whether the area for the new runway at the airport would also be included. Gengler stated that have visited with the Airport and would be appropriate to also include that at this time. Bjerke inquired where the airport was at with the runway. Feland stated that they will be visiting with the airport on that and see if there is any consideration that can happen for further extension of our use of existing landfill to lessen the time we haul before can get started in new landfill, but may not able to extend further than have already, but willing to discuss and bring information back to Council.

Gengler stated that they will continue to share information and work with the township and if this proceeds would move through normal planning and zoning process so time for public comment.

7. PSAP Communications Tower Project

Morken stated that the legislature did not remove the requirement for the vote to continue the 911 fee and therefore can not proceed with bonding, anticipated to be a 12 year bond, on the PSAP project at this time, as if went to a vote in 2014 and failed would then have liability for the bond come from property tax. He stated that the legislature asked for the matter to be studied and brought back to legislature in two years to discuss again and at that time could choose to remove the vote requirement and then could proceed with bonding on the project.

Based on these developments, he continued that the Authority Board has decided to proceed with the communication side of the project which includes installation of a tower and equipment being relocated from the basement of the police building to the former SWAT space, which would be a permanent move even when the rest of the project is completed. Morken reported that the cost for the communication side of the project is anticipated to be $500,000, which can be funded through the capital in the E-911 fund.

In the meantime, the Board will be continuing to work on a way to gain some space for PSAP personnel without proceeding without bonding for the project.

Kreun commented that it would be good for us to try and get a seat on the interim committee that will study this issue. Bjerke stated that he would have an interest in serving on working with local legislators and the interim committee on this. Morken will find out the makeup of the committee and whether we can secure a seat and forward the information to the Council.

Morken added that have also secured a variance for the tower from the Board of Adjustments and Downtown Design Review Board and are working with Historic Preservation Commission as property does abut a historic neighborhood to make sure there are no concerns. He stated the intent is to bring to the Council as an informational item on how they are planning to proceed with the project, and then bring back as an action item for the actual bid process.

The group noted that PSAP had 14,000 calls last month and is intense situation with all those calls and need to try and work on improvements for the staff that handle these crisis situations. It was also noted that approximately 70% of calls are now coming in from cell phones and also getting an increasing number of calls from voice over internet protocol numbers.

8. Other

Request from Model T Club for Tour in Greenway

Parvey reported that the Greenway Technical Committee had received a request from the Model T Club for permission to use their ten autos for a tour of the Greenway. She stated that the request was discussed and the committee had some concerns with making exceptions for the use of motorized vehicles in the Greenway, as have denied previous requests and want to remain consistent. She continued that the concern is that the intent of the trails is to provide a place for bikes and pedestrians and mixing the two uses generally not good. She noted that there are a number of roadways that have been left in some parts of the greenway, such as Lincoln Park, EGF Rec area, and Riverside Park and Committee recommendation would be for the Club to utilize those roadways which still provide scenic drive and to deny request for them to use the trails. She stated that the Committee would also like to work with the Club on potential other ways for them to utilize the Greenway such as possible parked show of the autos.

Parvey reiterated that the main intent is to keep the response to requests consistent and see that if allow one motorized use there will be more requests coming and Council has also denied others. She added that even though the Greenway Technical Committee has denied the request, the group can appeal to City Council so wanted members to be aware that this may come up on a future agenda.

Water Tower Rehab / Smiley Tower Demolition Bids
Sletten reported that the bids for this project were opened and prices received were lower than expected. She explained that the recommended vendor for the bid award will be LeadCon, who offer a package price by doing work on both towers as one job and bid is lower than budgeted the amount budgeted for the projects. The result of these bids coming in so low will be a significant saving to the fund. These bids will be brought to the COW meeting on May 26 and Council June 1.

The group discussed that there are still some citizens in favor of finding a way to not demolish the Smiley Tower. Kreun noted that at the time that the Washington underpass is redone and widened, the tower would need to be moved or brought down as the underpass will be widened and the tower will be in the way.

Sletten stated that there was also talk of adding a Smiley face to the Purpur tower as part of the painting project, but has met with resistance from some in favor of trying to keep the original Smiley. She noted that there have been reports of Falcons nesting now on both the Kings Walk and UND water towers and that no demolition of Smiley would occur until the falcons had left for the season. The contractor believes that demolition of the Smiley tower can be accomplished in as little as a single day, dependent on weather.


Information request for next Service Safety Meeting

Kreun requested that the next Committee meeting have one agenda item, a report from staff on liquor issues and answer to questions that had been given to Police and staff to research. It was also requested that staff contact City Attorney and hospitality group to make sure they were aware of the meeting and available to attend.

Additional Information on Energy Efficiency and Conservation Block Grants.

Haga stated that he has been in communication with the state regarding leveraging of state stimulus funds and will continue to work on determining what may be passing through to Grand Forks. Haga reported that he was not present earlier in the meeting as he had been at the County Commission meeting to discuss with them submitting a joint application for the use of the stimulus money granted to the City and County. The County has agreed to partnering with the City and the City will be the administering agency. In particular, their interest is in the weatherization revolving loan program and having that available to County residents.

Meeting adjourned 7:00 p.m.

Respectfully submitted,


Sherie Lundmark
Admin Spec Sr.