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MINUTES/PUBLIC SERVICE COMMITTEE
Monday, March 13, 1995 - 7:00 p.m.

Members present: Hagness, Beyer, Hamerlik, Klave.

1. Matter of extension of contract with Vern's Refuse and
Recycling Service for recycling program.
Mark Lambrecht reported that in January the council extended the existing agreement with Vern's Refuse and Recycling Service to April 1, 1995 to allow city staff to review Vern's annual audit and renegotiate the agreement; however, to date they haven't received audit from Vern's (will be ready next week) and need additional time extension to May 1 with understanding that any recommendation will come at April 10 meeting. Moved by Hamerlik and Klave to grant an extension to May 1, 1995. Motion carried.

2. Matter of cooperative marketing agreement with Mid-Continent
Recycling Association (MCRA).
Christi Stonecipher, recycling coordinator, reported MCRA is a non-profit organization set up to help recycling programs in the mid-west, where it's harder to start recycling programs in the more rural areas because of cost; they have a $12,000 EPA grant; they proposed entering into contract for data-gathering 6-month period, to set up material tracking system to determine how much commodities generating and if worthwhile to set up a cooperative marketing arrangement where all network together and sell commodities together with higher volumes to make more efficient and more economical to recycle. She stated that it would be a way for the City of Grand Forks to make its program more efficient, and would definitely help smaller communities that haven't been able to start recycling. She stated it would be at no cost to the City, and all communities involved would enter into a separate agreement with MCRA. She stated that Linda Kingery of Solid Waste Mgmt. is very supportive of program. She stated that after the 6-month period would evaluate whether to go forward in cooperative marketing association. Committee asked if this would affect contract with Vern's who is under contract with City for collection services and processing, etc., and who own commodities. Ms. Stonecipher stated this wouldn't include curbside pickup, that only commodity they would look at right now is newspaper. She stated that if program successful might see large increase in volume of commodities that we are marketing, and might see better prices, become more efficient, and see indirect benefit in that we would assisting smaller communities in setting up programs where our volumes would make it more efficient for them to start program. She also stated that if prices go up for these commodities, money back; now we pay for collection and processing and give them ownership of the commodities, we would still own the commodities.

Mr. Lambrecht stated that the City did not originate this agreement; it came through State Dept. of Health, their solid waste staff and through District IV Board, and that City doing in MINUTES/PUBLIC SERVICE COMMITTEE
March 13, 1995 - Page 2

cooperation with State and District Waste Board; and without Grand Forks cooperating really can't do on regional basis because City largest entity.

Rachel Gornowicz, Vern's Refuse Service, commented on two points: 1) the first demonstration project, no recycling going on at all; 2) that basically it does not matter how much commodity you put together to sell, you have guaranteed price regardless of amount, whether 10 tons or 100 tons; 3) cooperative marketing, that they have curbside recycling programs all the way to Mayville, west to Base and Emerado and smaller communities, and north transfer station is going up; and that she wanted to address her concerns on what MCRA proposing agreement on techniques/methods useful to obtain an assembled generator-data recycling supply data, that at this time all materials collected are turned in to the City on a monthly basis; MCRA also wants to assist the City with preparation of reports and types and quantities of materials recycled, that the City has already hired a recycling coordinator to do this and to work with local processors and this person reports to the City with this information; that it is vital to their business to supply this material on a consistent basis, and would hope that the City would continue to contract with Vern's for the original term of the contract (five years); that there is no guarantee that MCRA would advise to use them as a local processor and that they have 40 employees who depend on them for jobs, and if City decided to sign agreement with MCRA some of these people may be out of a job. She stated that this agreement is asking the City to perform work that is already being done by a local company; that City would be adding a consultant or broker which means a third party, and questioned whether that was necessary; and asked City to take their time in considering this agreement. She also stated that she is a member of the MCRA Board and has addressed her concerns to the Board and they stated that it is up to local communities whether to enter into the agreement and they will be looking at this.

Chairman Hagness stated they didn't think would jeopardize contract with Vern's, but could help justify costs charged to the City.

After further discussion it was moved by Hamerlik that we defer any action until after entering into an agreement with Vern's, but if we can supply information to MCRA at no additional work to them (MCRA) that we do that. Motion died for lack of a second.

Moved by Klave and Beyer that we not enter into the agreement. Motion carried.

The committee suggested that the City could share its data with MCRA.


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3. Matter of creating assessment district:
a) Proj. 4291, Dist. 357, storm sewer along 47th Ave.S.
Chestnut Street and Mighty Acres.

Jerry O'Connor, 4910 Chestnut Street, and another resident of the area were present. Al Grasser, asst. city engineer, reported this goes back to petition received last summer from some of residents on Chestnut Street for paving; and have been directed to prepare plans and specs. by the council for paving in this area, but before doing paving have to address storm sewer first, and presented assessment district for the storm sewer, that they have been meeting with neighborhood reps., and have come up with option to address storm sewer for the area, have given some costs, and with the addition of Mighty Acres to the system brings in more properties to share in cost, approx. $500,000 project. Chairman Hagness asked if there would be benefit to property south of Mighty Acres and west of Chestnut, Mr. Grasser stated there perhaps will be some short term benefit, but once lots developed, cuts off drainage, and that's what make south end drainage ditch so critical which will address drainage coming into this area. It was noted by residents that they do have water problem out there now. Mr. Grasser stated they are looking to do in one year, looking at paving in August. He also noted that if accelerate project, could drive up cost.

Moved by Beyer and Klave 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.

4. Matter of job descriptions and restructuring of inspection
department.
Dan Gordon, human resource officer; Bev Collings, code enforcement officer, and Ken Vein, city engineer, were present to speak to this matter. Ms. Collings distributed copies of memo requesting the approval of the new job descriptions and restructuring for the inspection department; that the format for job descriptions changed to generalize duties, etc. and that only changes were in the job descriptions for building inspectors I and II: 1) increase in experience required from 3 years to 5 years; and 2) delete supervision exercised from the building inspector II position. She also distributed copies of preliminary classification done by the inspection department and human resources personnel showing increase in grades. Mr. Gordon stated they met with each of the employees in making the prelim. classification, and they emphasized that this is a prelim. recommendation.

Hamerlik excused.

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Chairman Hagness and Mr. Vein commented on joint committee (department head, employee, and council reps.) that will be looking at classification/reclassification study, process, etc.) It was suggested that there should be standard job description form.

After further discussion Beyer and Klave moved approval of the job descriptions. Motion carried.

5. Matter of Change Order No. M-4 for Project 4117, Public Works
Facility Renovation, Phase I (Lunseth Plumbing).
Mark Lambrecht reviewed change order in the amount of $2,632.00, which included three separate items: 1) provide tubeaxial upblast type exhaust fan for paint booth, $1,938.00; 2) provide a motorized flue damper to relocated pressure washer equipment, $294.00; and 3) repair existing HVAC rooftop units service parts room and office, $400.00. There was some discussion re. review of plans by City inspectors, that they don't have ability to do total review, do semi-cursory review.

Moved by Beyer and Klave to approve the change orders. Motion carried.

Hamerlik reported back.

6. Matter of bikeway and pedestrian walkway easements for
Project No. 4250 (along 24th Ave.s. and S. 34th Street).
Mr. Grasser reviewed bikeway and pedestrian walkway easements for Project No. 4250, along 24th Ave.S. and S. 34th Street, for and in consideration of the sum of $1.00, Metropolitan Life Ins. Co. and Arthur Greenberg, Jr., grantors; and that City traded easements within Mall area for these. Moved by Beyer and Hamerlik that we approve the easements and authorize proper City officials to sign said easements. Motion carried.

7. Matter of NDDOT change orders:
a) Proj. 4002.1, Gateway Drive, C.O. #4, $2,972.82 with City's share approx. $600. Moved by Beyer and Hamerlik to approve the change order. Motion carried.

b) Proj. 4002.2, N. 47th Street, C.O. #4, $4,049.77, with City's share approx. $810.00. Moved by Klave and Hamerlik to approve the change order. Motion carried.

c) Proj. 3790, DeMers Avenue, Phase I, C.O. #10, $990.00 add and $2,453.77 deduct, with City's share about $200 add, and $500 deduct. Moved by Beyer and Klave to approve the change order. Motion carried.

8. Consideration of bids:
a) Proj. 4276, watermain replacement.

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Mr. Grasser submitted tabulation of bids received, indicating Soberaski, Inc. as low bidder, that bids came in over engineer's estimate, and looks like construction costs increasing. Moved by Beyer and Klave to accept the low bid of Soberaski, Inc. in the amount of $287,767.00. Motion carried.

b) Proj. 4300, 1995 approach walk replacements.
Mr. Grasser reviewed tabulation of bids received, indicating that Steve Kalenze Construction as low bidder. Moved by Beyer and Klave to accept the low bid of Steve Kalenze Construction in the amount of $51,975.00. Motion carried.

9. Plans and specifications:
a) Proj. 4246, Dist. 529, paving N. 51st Street.
Mr. Grasser reviewed plans, that this continues paving to the end of Sun Land West First Addn. and extends storm sewer also. Moved by Beyer 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. 4275, watermain replacement.
Mr. Grasser reported this is second phase of the watermain replacement project (bid in two phases) and have drawn plans for work that will exceed amount of money in the budget and will then identify sections that will be deleted to keep within budget (prioritize). Moved by Beyer and Klave to approve plans and specifications and that the city auditor be directed to advertise for bids on the project. Motion carried.

10. Matter of 1995 projects and tentative schedules - Info. only.
Held until next meeting.

11. Matter of English Coulee diversion channel improvements.
Mr. Grasser reported that after the 1979 flood the Soil Conservation Service, the Grand Forks Water Resource District and City put together plan to alleviate that flooding, which involved dry dam 6-8 miles out of town, a diversion channel which channels water around the city and diversion structure; that City's goal was to remove areas within the city and county from the floodplain 1) to reduce insurance premiums for property owners, and 2) open areas for development. He reported that in order to remove areas from the floodplain have to run through FEMA and get their approval and change the map, and that when went through FEMA review the computer analysis of the diversion channel they identified areas where water could break out of channel (breakouts), have identified those areas and are working with SCS and State Water Commission as to how to remedy that, because FEMA won't approve until that happens. He reported that CPS., Ltd., consultant, has identified structures that need to be redone, some diking that needs to be raised to meet the SCS standards so

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they can certify to FEMA. He reported they are making an official request to the State Water Commission to fund those improvements; CPS has put together plans, and est. cost at approx. $200,000. He stated he talked to the Water Commission last week and they are willing to look at 50% funding; that they are making official request for the 50%, identifying what their contribution would be, and will be meeting with Red River Joint Water Resources Board to see if they have any funds, and are proposing that the Water Commission fund 50%, the Joint Water Board 25% with remaining 25% split between City and GF Water Resource District. He reported that the GF Water Resource Board has not agreed to funding, City's share of prelim. cost $50,000, and not sure of funding (no money left in English Coulee project and don't know how much in flood funds).

Moved by Beyer and Hamerlik to authorize engineering department to proceed with negotiations and pursue additional funding. Motion carried.

12. Matter of drainage problem (swale) on Northridge Hills.
Mrs. Beyer reported she had received complaint re. flooding on Northridge Hills, property owner on high end of swale and water coming in walk-out basement, second year they have had problem. The committee instructed the engineering department to look at elevation of drainage swale. (comm. only)

Meeting adjourned at 9:05 p.m.

Alice Fontaine
City Clerk

Dated: 3/14/95.