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MINUTES/PUBLIC SERVICE COMMITTEE
Monday, March 28, 1994 - 7:00 p.m.

Members present: Hagness, Beach, Glassheim.

1. Request by developer for private installation of utilities
in Kuster 3rd Resubdivision, Replat of Lot 7, Block 1.
Jeff Hussey, engineer, and Neil Medley, developer, presented plans for development of small cul de sac off 17th, 7 lots, and were requesting authorization to install watermain, sanitary sewer, storm sewer and paving on City right of way. It was noted that property in the process of being platted, and utilities would be installed by the developer and would be subject to City inspection. It was noted that sidewalk would be requirement when property developed. There was some discussion re. installation of sidewalk as part of the project.

Moved by Beach and Glassheim that we authorize entering into a three-way agreement with the engineer and developer to allow private installation of utilities in City's right of way, subject to City inspection, and contingent upon final approval of the plat. Motion carried.

2. Matter of trucks and compactors for sanitation department.
Richard Newman, solid waste mgr., requested authorization to write specifications and take bids for two units. Moved by Beach and Glassheim that we authorize writing of specifications and call for bids. Motion carried. (committee only).

3. Matter of solid waste disposal contracts with outside com-
munities.
Mr. Newman reported that several years ago the City started requiring contracts for MN communities hauling to City's landfill; that they have listing of those communities hauling to landfill, but not all have contracts; this is just a matter of having formal documents on file. Mr. Lambrecht stated they would handle renewals administratively. It was noted that contracts are for a two-year term. Moved by Glassheim and Beach that we authorize staff to enter into contracts with those cities hauling to the City's sanitary landfill facility. Motion carried.

4. Consideration of bids for:
a) vehicles for various departments.
Mark Lambrecht reviewed summary of bids for 3 vehicles for sanitation department, 1 each for street, wastewater, water and engineering departments, that bids very competitive, and well within budget except engineering and they will rebudget within the capital outlay area. Moved by Beach and Glassheim that we accept the bid of Hansen Ford for a 3/4 ton pickup in amount of $12,894.00 less trade-in for a net bid of $12,694.00; and the bid of Rydell Chevrolet for 4 1/2T pickups in the amount of $10,255.00 less trade-in for a net bid of $10,055.00 each, one 3/4T cargo van in the amount of $12,977, less trade-in for a net bid of $11,777.00 and one mid-size automobile in the amount of

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March 28, 1994 - Page 2

$12,992, less trade, for a net bid of $11,692.00; with a total net cost for all 7 vehicles of $75,483.00. Motion carried.

b) gas chromatograph for lab. at water plant.
Hazel Fetters-Sletten, supt. water treatment plant, and Craig Lacher, chemist, requested authorization to reject all bids with the exception of the bids for purge and trap, and to pursue used equipment option and come back with prices. Howard Swanson, city attorney, expressed some concern with this, that he would have to review specifications, but that they wouldn't have prerogative to hold some and reject some. Moved by Glassheim and Beach to reject all bids and rebid the equipment. Motion carried.

5. Engineering agreement for City Proj. 4045, surface water
treatment rule improvements at water plant, phase I.
Mr. Vein stated they were in the process of acquiring more information and would like to hold on this matter. Held in comm.
6. Consideration of bids:
a) Proj. 4165, watermain replacement on S. 17th St. area.
Al Grasser, asst. city eng., reviewed tabulation of bids, stating that Soberaski, Inc. submitted low bid, which is over engineer's estimate, but within budget. Moved by Beach and Glassheim that we accept the low bid of Soberaski, Inc. in the amount of $252,803.90. Motion carried.

b) Proj. 4144, Chestnut St. repair (47th to 52nd Aves.S.)
Held.

c) Proj. 4094, street lighting in Burdick's Resubdiv.
Mr. Grasser reviewed tabulation of bids received; Rygg Electric low bidder; and that federal funds received for this project. Moved by Beach and Glassheim that we accept the low bid of Rygg Electric in the amount of $15,860.00. Motion carried.

7. Matter of creating assessment districts:
a) Proj. 4170, Dist. 230, watermain to serve Columbia
Park 22nd Addn.
Mr. Grasser reported this watermain will serve Travel Plaza, line off existing 38th Street, that Steve Adams had requested option of special assessing costs. He reviewed project costs, total construction cost of $280,000, less City's share of $68,000 and tapping fees of $121,000, Columbia Park 23rd, $62,400, leaving $88,000 as assessed cost. It was stated that City's tapping charges would be paid from tax increment funds or some monies available through sales tax infrastructure funds; rates not an option. Moved by Glassheim and Beach that we pass a resolution creating the special 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;
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and further that we declare our intent to sell bonds. Motion carried.

b) Proj. 4169, Dist. 348, san. sewer to serve Columbia Park
22nd Addn.
Mr. Grasser reported this is for the same area for gravity sewer from 42nd west to S. 48th Street. Moved by Beach and Glassheim that we pass a resolution creating the special 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; and further that we declare our intent to sell bonds. Motion carried.

c) Proj. 4146, Dist. 10, pedestrian bridge between Johnson's
Addn. and Kuster Addn.
Held.

8. Matter of plans and specifications:
a) Proj. 4010, Dist. 220, watermain on S. Wash. from 28th to
32nd Aves. S.
Greg Norman stated that amount of assessment for the project will negatively impact his business; that he understands necessity, but not urgency of the project.
Mr. Vein stated this project has been in the works since 1990 or 1991, and when property developed and had building that needed fire protection, they initiated project to complete part of loop for water distribution system; that presently they have problem getting water to the south end of Grand Forks, don't have overhead tank in south end, will be some time before get that in; rationale states that need 16" line on section line, 12: at quarter section and 8" in between; no line between 28th and 32nd; hampers integrity of the entire system; this was left out until development. He also stated that there are no assessments against this property, and project cost assessed on front foot basis.

Mr. Norman, stated history of his land - not on tax rolls if he hadn't purchased, history of land one that he had no control over, taxes $10-11,000 this year.

Mr. Hagness reported they had received communication from fire department, need for hydrant and loop line, and read letter.
Chief Aulich stated that question asked of him is whether this is an emergency, stated there is definite weakness, short-coming, and should be addressed as soon as possible, but not crisis.

Mr. Grasser stated line identified as need, and because not an emergency was delayed for a year.

Mr. Norman stated that in discussing with Mr. Westacott and Mr.
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Allard, not an emergency.

Mr. Shores stated there maybe is a weakness in system, that Mr. Norman tried to get tax abatement, but was denied; also realize that 80% of all new businesses fail, so if could grant some relief and delay further because no emergency, maybe Mr. Norman could get his business going better and install watermain closer to time of improvement of S. Wash. St. He also noted that South Washington Street project is in question, that if this project put off until 1995 or 96, get closer to that project so don't tear up area twice; give Mr. Norman more relief - common sense approach - more of a timing issue; concerned about getting viable business going.

Mr. Vein stated that he projects that South Washington Street will be reconstructed, with comments from DOT worried if back out of that project. Mr. Shores stated there is lot of opposition out there.

Mr. Vein reported that Mr. Kulas called him with concerns about timing and effect on Mr. Norman's business. come up with late fall construction so assessments not take place until 1996, and extending bonds from 15 to 20 years, would delay impact on the business.

Mrs. Crawford stated that it makes sense to wait for South Washington Street project so area not disrupted more than once, makes more sense to do together.

Mr. Vein: problem DOT has is that they won't let their contractors in, if City has contractor doing project, would have to do prior to State coming in.

Mrs. Crawford stated she didn't see what harm done to give another 2-3 years; and asked if foresee any new businesses in next few years.

Mr. Hagness stated their decision based on need rather than assessments, if no need shouldn't do project. Chief Aulich stated need flow, but going to try to get by until improvement goes in, projects should go in in a timely manner.

Mr. Grasser also reported this is smaller than original project, scaled back by 30-40%, tried to reduce impact.

Mr. Shores suggested they delay construction until late 1995 and assess in 1997.

Mr. Grasser stated they are trying to avoid S. Wash. St. complications, can't do at same time and save money; advantage of doing now, getting good price, low interest rates, good financing MINUTES/PUBLIC SERVICE COMMITTEE
March 28, 1994 - Page 5

rates and doesn't see any cost savings in delaying. He stated line would be located in ditch about 10 ft. off frontage road between frontage road and S. Wash. St.

Chief Aulich stated they could manage with existing flow, average fire in that area could be handled with existing fire flow; doesn't anticipate that will happen.

Moved by Glassheim and Beach that we proceed with the plan as suggested by Mr. Vein, with construction late this year and with assessments deferred until 1996 on 20-year assessment; and that we 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.

Mr. Hagness suggested that Mr. Norman go to finance committee for financial assistance, that committee's decision based on need for the project. Mr. Shores stated that because of objections from competition which they have to take into consideration, couldn't give tax exemption. Mr. Glassheim stated that they have to consider needs, other business have paid assessments. Mr. Beach stated the committee not in economic development business, they deal in infrastructures which are financed through special assessments, not in a position to say whether right timing for this business or not, their criteria is whether project needed, and have to accept the information placed in front of them by professional city staff; have been led to believe this is needed project; if postpone 4-5 years, is it ever needed. He stated they were presented a need, and have granted compromise.

Chief Aulich stated that the fire department can require before building even built, shall give route, shall give watermain, shall give flow, etc. building separation, always felt have to try to be flexible; at some point will get what is needed, don't intend to obstruct Mr. Norman's business; project is needed but doesn't think that's an emergency.

Mr. Norman asked committee to reconsider adding another year as suggested by Mr. Shores.

Upon call for the question, the motion carried.

b) Proj. 4170, Dist. 230, watermain to serve Columbia Park
22nd Addn.
Mr. Grasser reported this project for the Travel Plaza, and because of time frame need to approve plans and specs. and call for bids. Moved by Beach and Glassheim that we 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 and set the date for opening bids as April 25,
1994. Motion carried.
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c) Proj. 4169, Dist. 348, sanitary sewer to serve Columbia Park 22nd.
Moved by Glassheim and Beach that we 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 and set the date for opening bids as April 25, 1994. Motion carried.

d) Proj. 4206, Dist. 347, san. sewer on S. 21st St. and 26th Ave.S.
d.1) Proj. 4207, Dist 231, watermain on S. 21st St. and 26th Ave.S.
Mr. Grasser reported these utilities requested by developer. Moved by Glassheim and Beach that we pass resolutions approving the plans and specifications for this construction and further that the city auditor be directed to advertise for bids on the projects and set the date for opening bids as April 25, 1994. Motion carried.

e) Proj. 4191, sanitary sewer in Johnson's Third Addn.
f) Proj. 4193, storm sewer in Johnson's Third Addn.
g) Proj. 4192, watermain in Johnson's Third Addn.
Mr. Grasser reported that CPS, Ltd. prepared plans for Crary Real Estate, that engineering department reviewed plans and that they meet City specifications. He noted that City had entered into agreement with the engineer and developer; and this takes care of all underground utilities. Moved by Beach and Glassheim to approve plans and specifications. Motion carried.

9. Matter of 1995 bikeway project from 24th Ave.S. to 32nd
Ave.S. (Info. only)
Mr. Grasser reported that Robert Bushfield, city planner, had received letter from DOT which was included in their packets, that local share funded by 50-50 split between City and Park District; and that Park Board had stated that because funds would come out of their 1995 budget, decision should be made by new Board. Mr. Vein reported that City is going to have to certify to DOT; however, Mr. Grasser stated we have until September 1. The committee held the matter until first meeting in July.

10. Matter of 1994 consultant selection.
Mr. Grasser submitted listing of 1994 consultant selection, reported they had requested qualifications for consulting services for projects listed and responses received. They recommended that the following projects be awarded to consultants: 1994 Forcemain Rehab, $200,000 to Webster, Foster & Weston; Rehab of Lift Stations #22, #23 and #7, $125,000, Webster, Foster & Weston; Water Treatment Standby Power,
$500,000, Advanced Engineering & Environmental Services, Inc.; and English Coulee Diversion Bridge, $120,000, CPS, Ltd. Mr. Vein stated that they have not evaluated all projects, whether

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will do in-house or by consultant; that they will make those evaluations and bring back to committee.

Hagness asked if there were any projects that KBM would get; and it was stated that KBM is doing some work for the City; and it was noted that any consultant has ability to do any project.
Mr. Vein noted that budget and funding in place on projects they are recommending; that they will bring individual contracts in at later meeting after negotiation.

Moved by Beach and Glassheim that we direct that City enter into negotiations with most qualified consultants as follows: Webster, Foster & Weston for 1994 Forcemain Rehab. project, $200,000; Webster, Foster & Weston for Rehab. of Lift Stations #22, #23 and #7 $125,000; Advanced Engineering & Environmental Services, Inc. for Water Treatment Standby Power, $500,000; and CPS, Ltd. for English Coulee Diversion Bridge, $120,000. Motion carried.

Hugh Veit, KBM, Inc., stated that the largest consulting firm got shut-out.

11. Matter of setting public hearing date for Proj. 4044, 6th
Ave.N. reconstruction.
Mr. Grasser reported that need to have public hearing on the project, State planning on bidding in November; and questioned time requirement on notice. He noted they have had two public meetings and have addressed comments they have received. He stated that one concern was whether there would be traffic signal at 6th and Columbia, and that is in concept report submitted to the State.

Moved by Glassheim and Beach that the public hearing be set for Monday, April 25, 1994 at 6:30 p.m. before the public service committee. Motion carried.

12. Matter of 1994 anticipated expenditures for traffic signal
and street light maintenance activities.
Mr. Grasser reviewed proposed projects and costs with the committee; Traffic signal maintenance budget in the amount of $34,600, with proposed maintenance line items, including signal painting, section heads, new emitter, loops, bulbs, etc. totaling $30,400; and street light maintenance budget in the amount of $28,000, and $24,875 proposed for light replacements, HPS cobra heads. Info. only.

13. Matter of preliminary concept report for Proj. 3947, bikepath
from DeMers to 17th Ave.S.
Held.

14. Matter of fee increase for moving permits. (Info. only)

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March 28, 1994 - Page 8

Ken Vein reported that a copy of policy had been included in the packets, and they are not asking for any authorization from the committee. Mr. Swanson, city attorney, had several comments re. items 2) and 3) under additional fees to cover expenses incurred by the City - i.e., 2) additional hours of inspector's time (at the hourly rate determined by the auditing department), and 3) mileage (at the rate determined by the auditing department) should be at hourly rate in effect at time of the application; and questioned whether item #1 inspection fee of
$25.00 included benefits, and since included in first paragraph item #1 could be deleted. Info. only.

15. Temporary and overtime statement for February, 1994.
The committee reviewed statement; it was noted that large amount of street department budget used for temporary employees because several full time employees on sick leave, etc., and that the sanitation department ran into problem with Sunday opening and Monday holiday - ending up with more overtime, and may have to amend budgets. Moved by Glassheim and Beach to approve statement. Motion carried. (committee only).

16. Update on renovation of Coca Cola building for use as public
works facility.
Mark Lambrecht, asst. director of public works, reported the City took over keys to Coca Cola building two weeks ago, New Flyer tenant; that architects working well with staff and they feel comfortable are getting building they want it to be. He stated that will be bringing in plans and specs. in another month, with construction starting in June and will be into building in the fall. He reported there is 42,000 sq.ft. for area New Flyer is in, 62,000 sq. ft. in area City occupying this fall; will add fueling facility and storage yard; salt and sand building will have to wait until sometime in the future. He noted that $4.5 was original budget, $2.7 million for purchase; and that fuel fund helping in the facility costs, fueling facility serves many different departments, vehicle maintenance, container repair, sign shop and parking for street department equipment. He noted some vehicles will be taken to Mill Road facility in the winter, some vehicles parked in the aisles. He also stated they are negotiating with New Flyer for additional space; and that there is a nice suite of offices in the building. He stated there were some areas of cost problems, i.e., sprinkler system (however, this will help with insurance rates). It was noted that second phase will start when New Flyer moves out; approx. 3 years away. It was also noted there will be some landscaping - and eventually space in building for waste water, water maintenance, etc. Info. only.

Meeting adjourned.
Dated 3/30/94. Alice Fontaine, City Clerk