City of Grand Forks, North Dakota

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	MINUTES/PUBLIC SERVICE COMMITTEE Monday, December 30, 1996 - 7:00 p.m. Members present: Hagness, Klave. 1. Request from Harold Rosenberg, 1209 North 5th Street, for partial reimbursement of cost to terminate sewer/water service. City staff, Joe Kalenze, plumbing inspector, and Dwight Wurzbacher, supt. of water maintenance, were present. Mr. Rosenberg had submitted bill he received from Badger Contracting, Inc. explaining their charges for water/sewer service shut-off to A-1 Vacuum building, 1211 N. 5th Street, on 10/28/96, that they had to make two excavations before finding shut off; an excava- tion made in berm (hand dug because of two power locates); and that they then received approval to remove street to find the main to shut off corp. Mr. Kalenze stated that he wasn't contacted by Badger before starting to dig (excavation permit was issued to Badger and unless information requested they don't give location). Mr. Wurzbacher also stated that no one contacted their office before starting to dig. There were no reps. from Badger Contracting present. Mr. Klave stated that with information presented, would move to deny request. Hagness seconded the motion. Motion carried. 2. Matter of request from Red River Regional Council for con- tinuation of contract for services for 1997. Linda Kingery, Coordinator for District IV Solid Waste Mgmt Board, reported that the statute enabling the District to exist has a sunset clause of August 1, 1997; that the District Board has discussed over the past year and decided it has some options: it could use a formal structure like a joint powers agreement, or work through the Regional Council as a committee and that's what they chose to do. She stated that the Regional Council has several funding sources and a variety of work for tasks and all connected to different funding sources. They are requesting $30,000 in contractural services and $30,000 in projects during 1997. ($65,000 funded for 1996 - $35,000 for projects and $30,000 for staffing). Dick Newman, solid waste mgr., reported that monies spent were beneficial to the City in working with the area for siting of new landfill, trying to keep outlying communities abreast of what City doing re. landfill, any new information funneled through Regional Council; and that Linda provided good staff time to Council and to Siting Board, projects in smaller communities to establish recycling, etc. and that smaller communities don't have funds to do projects. He reported he has reviewed his budget and anticipates excess revenues, feels comfortable with the $60,000 figure, would need to amend budget to fund these and would do that at later date. MINUTES/PUBLIC SERVICE COMMITTEE December 30, 1996 - Page 2 Ms. Kingery stated no increase in staff since two years ago, and no future increase anticipated. She reported that other con- tracts she works on are two water quality projects that are funded through the Department of Health. She also reported that each of the four counties contribute for total of $46,000/year; that they hold contracts with ED & F and Federal Economic De- velopment Administration, they deliver block grant program to the four counties (but not City of Grand Forks), projects for block grant for economic development grant funds, Department of Health for water quality, about 15 funding sources. Approx. half her time is spent on solid waste issues. There was some discussion re. landfill, operation deadline of October, 1998, etc. Mr. Vein agreed with committee, that they would want to keep this program for one more year, look at again next year and would recommend continuing for another year. Moved by Hagness and Klave to authorize funding for 1997, $30,000 for contractural services and $30,000 for projects. Carried. 3. Matter of project concept report, Street Reconstruction Project No. 4467, 42nd Street from University Avenue to 32nd Avenue South. Hagness reported he had reviewed report, that numbers tell estimated costs and of some of the problems they are having out there in the width of the street, and what is needed now and in the future. He stated he doesn't expect to do underpass that is being recommended. Mr. Vein reported they are looking at entire corridor, that this project concept being submitted to the State, that to receive federal funding for the underpass have to do project concept report for the entire corridor; that Transp. Plan called for that underpass to be constructed within the next ten years but that this was speeded up because of the Aurora, however, not asking for funding at this time. He also noted that this is planning document, there was a citizens' committee that worked on this with input from staff and study done by BRW, Inc. Hagness stated that funds have to come from other projects, but we don't have any projects that would want to take funds from, so asked what good was report. Mr. Vein stated that they can plan for that when it comes in so when do infrastructure (street system) this is planning document that would be used, and is required by State. Mr. Vein stated report would be sent to State for review and there could be comments. Moved by Klave and Hagness to receive report and to authorize mayor to forward to the Department of Transportation. Motion carried. 4. Matter of review of moving permit application procedures. Held in committee. MINUTES/PUBLIC SERVICE COMMITTEE December 30, 1996 - Page 3 5. Matter of purchase of brush chipper for sanitation depart- ment from 1997 budget. Dick Newman, solid waste mgr., stated they were asking for authorization to write specs. and call for bids. Moved by Klave and Hagness to approve. Motion carried. (Comm. only) 6. Matter of front load truck and compactor from 1997 budget. Mr. Newman stated they were asking for authorization to write specs. and call for bids. Moved by Klave and Hagness to approve. Motion carried. (Comm. only) 7. Matter of consideration of bids for payloader (st. dept.) Gary Fish, supt. of streets, distributed tabulation of bids received, that they are retiring John Deere payloader, and recom- mended acceptance of low bid of Krider Equipment, Fargo, in the amount of $129,590 for Case payloader. (Bid of $132,939, less trade of $20,700, plus alts. in the amount of $11,242 and $6,109, for total bid of $129,590) He stated specs. written so four companies could meet specs. Jim Eck, Butler Machinery, reported that he received quote for bid, submitted to his mgr., and declined to bid; that City should be looking at total cost of machine (life-cycle costing), that there should be more consideration for local vendors shown; that Fargo seems to eliminate people who aren't local; doesn't see support for local businesses. He also stated they could bid using foreign equipment and meet specs.; and recommended to rebid with warranty or buy-back on equipment. Paul Sandstrom, RDO Equipment, stated they bid equipment and hope committee would look at best value and not cheapest bid. (Their total bid was $131,700). He stated committee should look at local vendors, down-time, freight costs, etc. and that difference in price less than 2%. Mr. Fish noted service on Case equipment would be from Fargo, after warranty period, would fix in-house. Committee asked Mr. Fish if he had considered life-cycle; Mr. Fish reported they don't need that, landfill machines only last five years (hard use at landfill). He reported they budgeted $150,000. There was some disc. re. $2.00/mile rate for service, etc. Chairman Hagness recommended acceptance of the bid of RDO Equipment for John Deere payloader in the amount of $131,700 because of local service and overall benefit to the City. Motion carried. 8. Matter of call for bids for 1997 vehicle purchase. Chuck Grotte, asst. dir. of public works, reviewed listing of vehicles for various departments: MINUTES/PUBLIC SERVICE COMMITTEE December 30, 1996 - Page 4 Engineering Department: 1 small pickup with ext. cab with trade of 1986 Ford Ranger (85,053 miles) - $13,000 (budget w/trade) Street Department: 1 1/2 ton pickup with trade of 1980 Chev. 1/2 ton pickup (138,000 miles) - $14,000 (budget w/trade) Water Distribution: 1 mid-size car with trade of 1989 Chev. Celebrity (76,000 miles) - $14,000 w/trade Water Distribution: 1 1/2 ton pickup with trade of 1989 Dodge 1/2 ton pickup (74,000 miles) - $14,000 budget w/trade Mr. Wurzbacher, water maintenance, stated their vehicles at point where starting to put money into vehicles, vehicles get extreme use (during water breaks - run continuously, etc.) He also stated he expects to leave money in the budget and would like to leave more in the budget. Committee asked departments that they not trade unless really need new vehicles. Moved by Klave and Hagness to approve call for bids. Motion carried. (comm. only) 9. Matter of once a week garbage collection (winter only). Held in committee. 10. Matter of snow removal. The committee discussed various options on how to remove snow at intersections, etc. - hiring part-time people to haul snow, overtime for regular employees, hire private contractors, etc., that City can do more economically, hourly rates on equipment, etc. Mr. Vein stated they will determine what's most cost effective way of doing this. Mr. Fish stated they can do this with their employees on over- time. Committee suggested another shift (crew) 4 to 12:00 midnight; Mr. Vein stated they have discussed this and have some ideas they would like to work on. Committee suggested they would like to see City start without overtime - re-scheduling people, however, Mr. Vein stated they can't do that - if more men than equipment, would re-schedule and committee suggested hiring part-time people. There was some discussion re. snow removal in residential and commercial areas - conflict with traffic, etc. Mr. Fish questioned if go 2 shifts, if equipment can handle that. Mr. Vein stated they would look into and develop some procedures and try to do most efficient and economical way. There was also some discussion re. funding - emergency funds, etc. Moved by Hagness and Klave to instruct street department to look at cleaning up intersections and widen streets in most economical way possible. Motion carried. Meeting adjourned at 8:45 p.m. Alice Fontaine, City Clerk Dated: 12/31/96.