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MINUTES/PUBLIC SERVICE COMMITTEE
Monday, February 28, 1995 - 7:00 p.m.

Members present: Hagness, Hamerlik, Klave.

1. Matter of deed of personal representative (Project 3947,
English Coulee bikeway, and 30th Avenue S. R/W)
Ken Vein, city engineer, reported that this is easement for English Coulee bikepath. Doug Herzog, CPS, reported this is piece of property in the Ray Estate that was never transferred to the City or Park Board, but was retained by property owner to get to island in Medvue; that he worked with Mr. LeClerc and attorney for Ray Estate in getting this. Moved by Klave and Hamerlik to approve. Motion carried.

2. Request for authorization to call for bids for materials
for water maintenance.
Mark Lambrecht, asst. director of public works, reported this is standard annual bid for items used in water maintenance (water meters, brass goods and repair sleeves) and great share are sold at resale to plumbers and contractors. Moved by Hamerlik and Klave to advertise for bids. Motion carried. (comm. only)

3. Plans and specifications for bids for water treatment plant
improvements (Proj. No.s 4045, 4056 and 4202).
Mr. Lambrecht reported that Advanced Engineering has been under contract with City to prepare plans and specifications.

Charlie Vein, Advanced Engineering & Environmental Services, Inc., distributed copies of letter summarizing what they are proposing, and presented copies of plans and specifications to committee requesting approval, authorizing them to call for bids and to set date bid for April 6. He reported that the revised cost estimate for the project is $3,761.184.94 and reviewed difference between this figure and the original cost estimate of $3,045,000. He reported project includes clearwell modifications and disinfection system under Project No. 4045, standby generator under Project 4202 and chlorine scrubber under Project 4056, and that since all related included as one package. He stated project is equipment intensive, not a lot of bricks and mortar.

Ken Vein, city engineer, reported that project(s) will be advertised for four weeks. Hazel Fetters-Sletten reported that the standby generator will be enclosed in building because of closeness of neighborhood (noise).

Mr. Lambrecht distributed copies of summary of budgeted funding for the project of $3,994,611 (including Revenue Bonds of $3,050,000 and M R & I grant of $944,611), and est. of funds necessary for project (including costs expended to date), $3,787,715. He noted that bonding estimates (less MR & I funds and less local funds expended to date, $2,664,945 ($2.7 Million), with annual payment of $245,000 which is 5.5% of revenues from sale of water. He also reported they have made request to State

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Water Commission for additional MR & I grant funds, and if received, would reduce bonding requirements to $1.9 Million and would reduce annual payment to $173,000, which equals 3.9% of annual revenues from water sales.

Ken Vein reviewed letter to State Water Commission requesting 1) reconsideration of funding based on the chlorine/chloramine alternative rather than the chlorine dioxide/chloramine alternative as originally awarded, and 2) an additional MR & I grant of $800,371.71 to cover 65 percent of the $1,231,341.09 in increased costs associated with Phase I construction. He reported that there are two agencies that have to approve request, the State Water Commission and Garrison Conservancy Dist.; that this money is appropriated from Washington, DC to the Garrison Conservancy District, but the State Water Commission administers those funds; and in talking with their staff leaderships today, appears we will get the $800,000, but not sure on the money for the next phase for the clearwell; however, those commissions don't meet until April 5.

Mr. Hamerlik asked why so tight schedule, Commission meets on April 5, bids due on April 6. Mr. Vein reported they can't really change scope of project, have exactly what it takes to comply with surface water treatment rule, whether we get funds or not won't say whether we bid project or not (will make financing cheaper) and we would have 35 days to award bids. Mr. Lambrecht stated that City under regulatory timeline, are two years behind in the quality of water producing, and what we are going to tell grant agencies is that we cannot award contract until we know disposition of request for more funds. want to bid as soon as possible during construction season.

There was some discussion re. effect on water rates. Mr. Lambrecht reported that 1% budgeted in this year's budget; balance would either be through rate increase to take effect in 1996 and go on in the future, or would have to be found in way of savings in other areas of the budget. He also reported that after this year no sales tax for water improvements, those bonds retired last year, and sales tax funds were also used to fund the Riverside Dam, and are making last payment on bonds for the Riverside Dam this year. He also noted that there has been an emphasis on each utility paying its own way rather than subsidizing from some other source of income; and that the council has earmarked those revenues that previously were going toward water bond payments to other worthwhile projects, but point being that some of the rate increases reflect the escalating cost but also the fact that at one point in time we chose to subsidize our rates. He also pointed out that there are no funding sources other than bond revenues and MR &I grant. He stated that if City received additional grant funds, 3.9% and 1% already factored into this year's budget, that would mean 6%

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increase (3% for O & M, Salaries, and 3% required to meet bond payments). Mr. Vein stated now pay $1.88 per thousand, and increase would be additional 5-cents per thousand, or $1.93. Mr. Klave stated that lot of citizens have in mind that have sales tax to pay for the water plant, and when doing improvements and telling them we are going to raise rates, going to have complaints, need to get some of that money back in there from sales tax. Mr. Vein stated then would need to talk to financial services area, auditors have laid out these funds to be spent for many years; problem when do DeMers Avenue reconstruction, Gateway Drive reconstruction, and proposing South Washington, etc. It was noted that the first vote was for water plant, second for infrastructure, and funds are being used for infrastructure.

There was some discussion re. engineering costs, $576,000. Charlie Vein reported this project involves 6 different engineering companies, design, construction, electrical engineering doing program of software to run plant. He noted that engineer working directly with plant employees and as result water plant has better handle on how to operate and to make adjustments in the future; this is very complicated, every control customized and programmed what to do.

It was noted that the utility rate study committee will be meeting soon, and this will be discussed; that committee aware of this. Mr. Lambrecht stated it was his recollection they were recommending an annual increase of something like 5 or 6%/year for a series of years, and then budget policy committee decided that 3.5% is a limit for the coming year.

Mr. Vein stated he would support Mr. Lambrecht's comments, did have something in the neighborhood of 6%; and they were trying to design rates knowing that CIP had a number of very expensive items coming up, and to date the council has made decision to keep at absolute minimum what was needed to balance the books for the next year, however, in future years not going to be able to stay at that, and have some larger increases; their idea was to tailor make those increases so steady and consistent. He stated that some big projects in CIP: sludge plant, intake structures remodeled, etc. that are going to affect water rates.

Moved by Klave and Hamerlik to approve plans and specifications, authorize call for bids with a due date for bids of April 6, 1995. Motion carried.

4. Matter of utilities to serve Columbia Park 15th Addn.
Steve Adams, Greenberg Properties, and Dean Weiland, CPS, distributed copies of drawings showing area. Mr. Weiland stated there are storm sewer problems in this area; that when initial storm sewer put in back in the 1980's to serve Menard's and motels, it was set up for 60 minute storm with a limited

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capacity, and it was also set up so that some of the water would flow to the west and back into the English Coulee; that the system they have designed takes part of the drainage off from the area along Menard's to a drainage ditch that will run through the old drainage swale in Columbia Park 15th (this was where original drainage came up through the back of Birkholz' Addition). He stated they looked at different alternates of what they could put in - draining with a gravity system but extremely expensive with gravity pipe system; that probably most desirable way of draining area is with lift station, but that becomes economically unfeasible; then looked at possibility of doing some of it by gravity, that about 6 months ago Al Grasser brought in proposal to use longitudinal holding pond down in end of Birkholz' Addition (ponding area that would hold water, deepened so permanent water in it, and dike farther down on the property; and water would overflow into the English Coulee. He stated that what they are proposing now is to utilize that and dry drainage way in the lots in Columbia Park 15th; that this will take the overflow or additional drainage from the area by Menard's and the motels; that it eliminates placing very large pipe all the way up 38th Street; feel system is workable; that engineering department had some concerns re. depth of drainage ditch during high flows. He reported that it is also set up so have positive drainage, but when water gets so high and that system cannot take drainage any more, then overflows into ditch and then to English Coulee; dual system; ditch graded so drains out in both directions. He also stated there were some concerns and comparisons with the lots in Sun-Beam Addition, and those lots between 125-130 feet deep and drainage swale in back; that their lots are 170 ft. and drainage swale would end about where theirs starts, would have 130 ft. lot above the ditch.

There was some discussion re. concrete basin rather than cattails, etc. and perhaps covenants to protect City from problems once lots sold. Mr. Weiland stated they liked idea of concrete drainage way or setting concrete pad with elevation on each property corner so they know what they have to maintain their elevation to, and also put into the code of restrictions for the area and into their abstract as to what has to be maintained, elevation, how close could build and height of buildings; and maintenance responsibility of property owner. Mr. Hagness asked if they didn't maintain and City had to go in, how would they know they would be assessed for it. Mr. Weiland stated it could be put in covenants. Mr. Hamerlik asked if this would impact any flooding of English Coulee and Mr. Weiland stated it would be minor.

There was some discussion re. future lift station requirements for the area along 42nd Street, deepening of ditch along Interstate which would require permit from DOT.


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Moved by Klave and Hagness to approve concept with addition of concrete basin and covenants, and to work out any other details with the city engineering department.

Mr. Hamerlik did not feel this was close enough for approval of the concept. Upon call for the question, the motion carried; Hamerlik voted no.

5. Matter of local preference in bidding process (1993/1994
bid summary).
Al Grasser reviewed summary of projects bid by the City during 1993/1994, showing the low and second low bidders on those projects; and projects awarded to non-local contractors (those within 35 mile radius), costs, etc. Held in committee for further information re. this item.

6. Plans and specifications:
a) Proj. 4237, Dist. 234, watermain on S. 34th Street.
Al Grasser reported that the district was created two weeks ago, watermain on S. 34th Street from Duke Drive to 11th Ave.S., that this is 12" line, starting looping system and increasing capacity. Moved by Klave and Hamerlik 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.

b) Proj. 4214, Dist. 232, watermain on 11th Ave.S./40th St.
Mr. Grasser reported this will provide water service for the Park and complete looping system. Moved by Hamerlik and Klave 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.

c) Proj. 4215, Dist. 349, storm sewer on 11th Ave.S/40th St.
Mr. Grasser reviewed plans with the committee. Moved by Klave and Hamerlik 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. Grasser reported that they will be hearing complaints from property owners who have purchased lots and specials not paid.

7. Matter of creating assessment district:
a) Proj. 4246, Dist. 529, paving N. 51st St. from 6th Ave.N.
to north of 7th Ave.N.
Mr. Grasser distributed copies of engineer's report and assessment district map for paving on N. 51st Street, received petition from Dan Schmaltz; this is a classified street from University Avenue to 6th Avenue North. He noted that this paving ends at 6th, that there is a section of gravel, and then street

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paved to Gateway. Moved by Klave and Hamerlik 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, and that we declare intent to sell bonds to finance these improvements. Motion carried.

8. Matter of 1995/1996 Highway users Fund summary (Info. only).
Mr. Grasser reviewed summary of Highway Users Funds for 1995 showing funds available in the amount of $2,472,000, less obligated expenditures of $972,700, less standard budgeted expenses of $622,000 and project expenses of $405,000, leaving 1995 projected carryover of $472,300; and for 1996 showing funds available in the amount of $2,137,300, less obligated expenditures of $1,089,400, less standard budgeted expenses of $632,000 and project expenses of $156,000, leaving projected 1996 carryover of $259,900. He reported that one thing not included is upgrading of RR crossings (City would purchase materials and RR would install), est. cost $25,000. that to take care of frost heaving would triple cost.

Mr. Hagness suggested possibility of looking at 3-cent gal. gas tax for street improvements, and whether that has any merit. It was noted that the engineering department has projected cost for street projects over next 15 years of $82 Million; 3-cents/gal. would raise approx. $750,000 year. Mr. Swanson advised committee he is not sure they have authority to do without amending Home Rule Charter, which would require public vote. He stated he can analyze to see whether they have authority, and the committee asked Mr. Swanson to review the Home Rule Charter.

9. Matter of lime slaker upgrade at water treatment plant.
Hazel Fetters-Sletten reported they have budgeted $50,000, however, their chief operator, Jim Evenson has been checking into used lime slaker systems, and she was asking for permission to send Mr. Evenson to look at used equipment to see if it's what we need, and asked for up to $10,000 to negotiate purchase of feeder system after inspection and evaluation.

After some discussion re. bidding requirements, it was moved by Klave and Hagness to authorize up to $10,000 for the used equipment.

After further discussion it was moved by Hamerlik and Klave to amend the motion and to approve request to prepare specifications and call for bids. Motion carried. Motion, as amended, carried.

9. Matter of south end drainage ditch.
Dean Weiland and Doug Herzog, CPS., reported they wanted to bring committee up to date on the study; that in 1992 did

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preliminary report outlining location and preliminary cost estimates, and in December they were asked to proceed into next phase which is to try to revise hydraulic analysis to make the ditch shallower and making it narrower so not taking so much property; they are working with property owners and will meet with individually to make they aware of location and what effect on them, etc. They presented map showing location of ditch and property owners, and will be meeting with some property owners this week. He reported Bert Johnson and Crary largest landowners along with Park District, and that he has talked with Dean Curran.

Doug Herzog stated that as part of contract they will prepare route from Columbia Road to the Red River, and do some surveys and legal descriptions to purchase the land.

Mr. Weiland reported they have rerun hydraulics to establish run off into the ditch and what ditch has to be; they are also using another program where input holding ponds to determine storage. He reported they are still showing box culverts to mitigate any adverse effects, may go back to open ditch and may have to take some houses in Julien's Subdivision, but haven't made final decision; and when go through Crary property trying to work ditch in as holding area with possible expansion where store some water, with ability to drain it out by running parallel pipe along the ditch. Mr. Weiland stated they are now working with property owners, and would like to come in within month with detailed plans and hold public hearings. Information only.

Doug Herzog reported on status of LOMR project, have preliminary plans; will be meeting with 3 property owners, those plans about half done and ready to go to plans and specs. Mr. Grasser reported they have about a $200,000 project there, and are meeting with Water Resource Board Wednesday morning.

10. Bids for various projects:
a) Proj. 4261, 1995 sidewalk construction.
Mr. Grasser distributed copies of bid tabulation, indicating Wes Rogers Construction as low bidder Moved by Hamerlik and Klave that we accept the low bid of Wes Rogers Construction in the amount of $118,925.00 on a unit price basis. Motion carried.

b) Proj. 4262, 1995 concrete street repair.
Mr. Grasser reviewed bid tabulation with committee. Moved by Hamerlik and Klave that we accept the low bid of Nodak Contracting in the amount of $181,025.00. Motion carried.

c) Proj. 4263, 1995 asphalt street repair.
Mr. Grasser reviewed bid tabulation with committee. Moved by Hamerlik and Klave that we accept the low bid of Valley Con- tracting Company in the amount of $30,102.50. Motion carried.

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11. Status of job descriptions for inspection department.
Mr. Vein reported that the Civil Service Commission didn't take any action and referred back to Dan Gordon to meet with each of the individuals within the department and to do his own classification recommendations, he has set up appointments with individuals, and will go through and review each job description. He reported that according to Bev Collings the Commission directed that Dan do the classifications and send back to this committee and to finance. Info. only.

Meeting adjourned.
Alice Fontaine
City Clerk
Dated: 2/28/95