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

Members present: Hagness, Beyer, Hamerlik, Klave.

1. Matter of dedication of street to City - Elks Drive.
Held.

2. Request by Grand Forks Public Schools for extension of 20th
Avenue South to Columbia Road.
Council Member Johnson; Everett Knudsvig, principal, and John Horpedahl, assoc. principal of Red River High School, presented matter of opening 20th Avenue South to relieve traffic problem at the school. Chairman Hagness noted that the trailer court had been opposed to the project in the past, and that there was some question whether lights would be warranted at this intersection should the street be opened. He stated normally they require petition requesting the project as project could be protested out; project would be assessed to School, Park Board and trailer park. Mr. Vein also stated property owners should submit petition before engineering does preliminary work on the project; however, project could still be protested. Mr. Knudsvig reported he had talked to Rudy Kramer, mgr. of trailer park, who said he was in favor of the project.

Mr. Hamerlik raised question re. traffic west to Columbia, when majority of students live east of Columbia Road. After further discussion Mr. Johnson asked that the committee hold this matter for 2 weeks to allow them to communicate with other property owners. The committee held the matter and requested the traffic engineer to do evaluation as to flow of traffic, etc. as soon as possible.

3. Matter of building permit fees.
Bev Collings, code enf. officer, presented comparison of present and proposed fees with assessed valuation adjustment which hasn't been changed for five years and impact. It was reported that adjustment of assessed valuation done adminis- tratively (now $50/sq.ft. and would increase to $59/sq.ft.) and questioned impact of increasing both at this time. Mr. Klave suggested increasing valuation scale this year and fees over 3-year period, that he was not against increase but could receive lot of complaints from builders; and that City is studying ways to hold down building costs to encourage building of affordable housing. Mr. Vein stated that committee and council have already approved proposed permit fee scale and could do increase of valuation scale next year. Moved by Beyer and Hamerlik to do a two step increase, with increase of fee scale this year and increase of valuation scale next year. Motion carried.

4. Amendment No. 3 to engineering services agreement with WFW
for Sewer Project No. 3821, Richard's West storm sewer.
Tom Hanson, WFW, reviewed amendment to the engineering services agreement for changes in scope of the project and

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November 28, 1994 - Page 2

rebidding of the project in the amount of $5,893.36; that $4212.36 of that amount had been approved on September 6, and that balance of $1,681.00 was for completion of rebid services. Moved by Klave and Beyer to approve the amendment to the agreement in the amount of $5,893.36. Motion carried.

5. Matter of claim for damages at 24 Sandy Hills Lane.
David Hein, 24 Sandy Hills Lane; Al Kuhn, Border Area Adjusters, Inc. (ND Insurance Reserve) were present. Mr. Hein stated his claim was approx. $10,000, but not firm because he hasn't received bid on the landscaping. It was noted that both Mr. Hein's homeowner's insurance and the City's insurance have denied his claim for damages. Mr. Hagness stated that the City has received claims such as this in the past and turned down because would be over-ruling insurance company. He asked Mr. Hein if he had any new evidence to submit to the committee.

Mr. Hein reviewed history of the claim, stated that video has not been provided to insurance company; and showed video of damage to his property.

Mr. Kuhn stated their basis for denial of claim was because of location of the break and no heightened water table, water flow not hindered and continued to flow freely.

Gary Goetz, wastewater supt., reported they had televised pipe April 20 which showed clear path from catch basin to swale; and ran video.

Mr. Hein questioned where would pressure come from, wall moved in 1 1/2"; that he purchased house in 1989, four years after being built, brought builder (Jim Torkelson) in and no problems. Committee raised some questions re. construction - when house built if capped and heated during construction; and it was noted it was built in January, was not capped nor heated. It was noted that sinkhole developed in April, City inspected and televised; however, it took some time for City to repair as unable to get contractor. Mr. Hein stated they were told there were no other breaks in the line, plugging never an issue. He did state that since repair of the break they are getting more water in the swale. He stated he was satisfied that he was heard and would not make any request at this time. Moved by Klave and Beyer to receive and file. Motion carried.

6. Matter of construction engineering services agreement for
Urban Federal Aid Proj. No. BRU-6-986(033)036, bridge on S.
42nd Street at 17th Avenue South, City Proj. 4109.
Mr. Lambrecht reported he and Hugh Veit, KBM, had negotiated agreement in the amount of $21,469.80, that this is federal aid project which requires more intense inspection and lot of documentation, engineering fees 80% federal participation, with

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November 28, 1994 - Page 3

$17,175.84 reimbursed at federal level and balance of $4300+ City expense. Mr. Veit stated he appreciated that agreement negotiated on scope of work rather than percentage, appropriate for this type of project. Moved by Klave and Hamerlik to authorize entering into the agreement with KBM, Inc. in an amount not to exceed $21,469.80. Motion carried.

7. Change orders for Project 4117, renovation of public works
facility:
a) C.O. #M-2 for mechanical construction, Lunseth's, $2,852
b) C.O. #E-2 for electrical construction, Bergstrom's, $271
c) C.O. #G-3 for general construction, Innes, $4,590.00
Dean Johnson of TKDA was present. Mr. Lambrecht reviewed change orders with the committee, reported that all change orders are run through him and each change order reflects a 30-day time extension. He also reported that the street department has partially moved into the building. Moved by Beyer and Klave that the change orders be approved. Motion carried.

8. Matter of lease/purchase agreement for acquisition of used
landfill compactor from City of Devils Lake.
Dick Newman, solid waste mgr., reported they have been looking at bailing system as alternative method of landfilling. He stated he has been negotiating with City of Devils Lake for purchase of used compactor, that City needs second machine at landfill and this machine should serve needs of City for next 2-3 years. (He reported that City had budgeted for new compactor in 1995 budget). He reported his mechanics and operators have inspected the machine and have gone over mechanic's logs (Butler Machinery has done lot of the work on the machine), and engine and transmission in good shape. He noted there is no warranty on the machine. He stated they have negotiated trading 3300 tons of landfill service at $19.75/ton (6-7 months at current disposal rate) and final payment of $1,000 for this equipment. Moved by Hamerlik and Beyer to approve entering into a lease/purchase agreement with the City of Devils Lake under terms and conditions as outlined in the agreement and with said agreement to be terminated within one year with the final payment of $1,000. Motion carried.

9. Matter of sanitary sewer on 32nd Avenue South.
Held.

10. Matter of total quality management system in street dept.
Mark Bandy, Quality Management and Analytical Services, Inc., was present. Mr. Vein reported they had looked at and are considering the concept of the quality management system, trying first at street department as they have most visibility and potentially the most complaints - that by establishing the quality management system can give better service to the customers and save money; cost of the program $15,000 which is

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divided into three separate areas: 1) evaluation phase, $5,000, 2) training phase, $5,000, and 3) implementation phase, $5,000; and listed five areas that affect quality: 1) personnel, 2) environment, 3) methods used, 4) materials, 5) equipment. He stated that QMAS would come in and do evaluation of department, meet with personnel and establish requirements to do each specific job in each area; if evaluate and not feel getting worthwhile information, not have to pay; if see benefit pay portion of the fee associated with strategy being looked at; and stress is on getting quality job done. He stated they are asking for authorization to enter into contract to establish total quality management system in the street department.

The committee asked if mayor and city attorney had looked at contract, and Mr. Vein stated mayor had and is in favor; that if works in street department, implement on city-wide basis. The committee asked if this service would have to go out on bid; and Mr. Vein explained this is professional service and not definite scope of work, and no one in the area does this.

Mr. Hamerlik had some concerns, University had such a study/evaluation done, that such a program not very successful if grass roots not involved.

Mr. Bandy gave brief background of their company, stated that the Growth Fund just gave their company $75,000; that they have office in Walhalla, in Grand Forks and have just opened office in Fargo.

Moved by Hamerlik and Beyer to recommend a pilot program for the City street department with complete evaluation of the program before proceeding further. Motion carried.

Meeting adjourned.

Alice Fontaine
City Clerk

Dated: 11/29/94