17. Matter of storm sewer along 16th Ave. N. west of N. 42nd St.
Jay Bushy, project engineer, reported they received letter from Brad Beyer about drainage problems he is having on property he owns on 16th Ave. N. and has access problems because of road being wet and saturated and can’t get access into his property. He stated they’ve looked into the problem and solution to the problem is to provide storm sewer and create an assessment project; and in creating this project they would be using the existing ditch system and grading to drain into system that runs on N. 42nd St.

Brad Beyer stated his request would be to have engineering department look at the drainage and possibility of paving, everyone out there wants to know how much cost, per lot, per ft. and asked for that information first. Mr. Grasser stated that nothing can be done until storm sewer comes in and at next meeting will create special assessment district for storm sewer, and through that process property owners will be notified through the auditor’s office and there will be cost developed for each property owner. He stated that following that there can be another process for paving, and put together estimates for the paving and auditor’s office will again distribute those costs. Mr. Beyer stated that problem has gotten worse, that Molstad’s is headquartering out of there and running lots of heavy equipment through there, and that he has lost one tenant and second tenant says he will not come back, and have to do something to provide some access.
That property owners want to look at all the options.

Terry Bladholm, president of Concrete Sectional Culvert Co., stated they would like to know what is happening and get information on costs.

Mr. Grasser stated this is just information at this time for the committee, and staff will come back at the next meeting to create the district, and wanted to bring to committee’s attention as it might be controversial with some of the property owners out there. Information.

18. Matter of tapping fee for Proj. 4915, Sanitary Sewer in Strata Park.
Mr. Grasser reported they received letter from Strata requesting that a tapping area be created for their development west of the Interstate and east of 48th Street; and that today they received another letter requesting imposition of tapping fees for the watermain that’s going to go in out there also. He stated they talked with the auditor’s office re. City carrying tapping fees, and auditor’s office has not identified a funding source for tapping fees on the sanitary sewer;
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that he hasn’t had a chance to talk to the auditor’s office re. the watermain, however we do have some money in the budget to carry tapping fees on watermains.

Jim Bradshaw, president of Strata Corporation, stated they made request upon recommendation of City Engineering and when this was started several years ago, it was indicated to them that there was adequate water and sewer to take care of their project, and they gathered that it was available, and initially there was concern over whether it was even available, the project was stopped in August and felt it was progressing to the point where they have proceeded, but this remains up in the air; the other alternative is that they have to put in all the facilities themselves and if that's the point there's no need of them being within the city limits, if have to install water and sewer and those are some of the issues that are a result of talking with engineering.

Hafner stated that Strata would fund that and tapping fees returned to them when someone develops there; and there’s possibility that the City could fund the watermain for the tapping fees. Mr. Grasser stated they wanted to present this to the committee and at the next committee date, create those tapping district areas, identify the funding sources and anybody within the tapping area that Strata funds, the City will collect those fees upon development and return them to Strata Corporation. He stated that if watermain funded with City funds, those monies would go back into those city accounts when those areas are developed. Information.

1. Application for moving permit by Brenda Draheim to move building from 805 Campbell Drive to 902 Cottonwood Street to be used as a garage.____________
Brenda Draheim, 902 Cottonwood Street, requested to move garage from 805 Campbell Dr. It was noted that the Inspections Dept. had reviewed and that following repairs will be required - concrete slab, siding and general repairs. Ms. Draheim stated they have poured the concrete, and will do repairs. Moved by Lucke and Klave to approve the application, subject to the public hearing. Motion carried.

6. Matter of locations for Lift Station #1 (Lincoln Dr) and Lift Station #5 (St. Anne’s)
15. Matter of siting approval for wastewater Lift Stations No. 1 and No. 5, City Projects Nos. 4809 and 4811.________________________________________________________
Tom Hanson, WFW, reported that L.S. #1 on Lincoln in the shadow of the existing dike and needs to be replaced when the dike process comes through and is on the wet side; that L.S. 5 is in the vicinity of St. Anne’s (northwest corner of the structure at 715 Lewis Blvd.) and is on the wet side of the dike and needs to be replaced. He stated they’ve looked at costs of utilities and have come to the recommendations - for L.S. #1 property at 1 Lincoln Drive will have to be acquired for this and is best site for the lift station. He stated that L.S. #5 will work using space between the wall the Corps will install and using the present bikepath space between Simonson’s gas facility and the old School System’s building, and this will be one of the largest lift stations in town and anticipating installing housing for portable generator, staff could hook onto it and relocate it anywhere else in town where needed.

Carol Kelly, current address is 1110 2nd Avenue North, living in rental space they have because
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their home before the flood was 110 8th Avenue South, which is directly to the west of 1 Lincoln
Drive. She stated that their home was in the way of the dike, and lot of uncertainty as to whether the house would be in a buyout or not, and invested retirement money, etc. in the rental property they own, and turned that into their temporary living space; then in January of 1998 they discovered that the house was going to be on the dry side of the dike. She stated she’s been working on their home for the last five or six months to try to move back into it at a great deal of expense, energy and effort. She showed map showing their property, the site of the proposed lift station site. She stated she had two concerns: one is the timing of notification of this proposed lift station and concerns about health issues, air quality, odors, noise from pumps and ventilator fans, high voltage lines serve this station and the devaluation of the property. She stated they have spent $38,000 out of pocket to improve/repair it from the flood, did get a $14,000 compensation from flood insurance, and according to builder, there’s another $20,000 that needs to be put in the house for it to be back to the character that it was before the flood. he stated this is probably the best site but is really disturbed about the fact that they were told with little advance notice and doesn’t feel there’s been due process and ample time for them to consider the impact of this on their property, in terms of environmental impact and financial impact. She stated she would like to suggest one thing, that they defer any motions to another time on this, and on behalf of themselves and their neighbors that there be substantial input to the aesthetic appearance of the structure with emphasis on landscaping, screening of building (30x20x10 high), and muffle sound from fans and pumps, etc. and would expect there would be some monetary compensation to them for the loss of the property value. She stated they bought their house in 1967 and lived there until the flood, and seriously question the timing and loss of value of their property.

Rick Tonder, 818 Almonte, stated they share some of the same concerns as the Kellys and that he spoke with Mr. Hanson concerning the texture and appearance and impact on the neighborhood; but of import to them, esp. considering the concern this spring, was that the construction of the interim levee leaves Lincoln Drive open and they are protecting the existing sanitary lift station with the original core dike to a level of 52 ft.; and the relocation brings the lift station out of that danger, and asked how this lift station will be protected if it relocated for the next 6 to 8 years, considering that the reach along Reeves Drive isn’t part of that interim levee construction and this lift station will be placed to the north of 8th Avenue. He stated they had several other questions concerning the construction and presented letter to the committee and staff for consideration.

Charles Grotte, asst. dir. of public works, stated that in July of 1998, the Corps did identify the same lot as the possible location of the lift station, and this isn’t new information, just reconfirmed information and that’s what they had asked WFW to do.

Frank Kelly also appeared before the committee.

Lucke asked if it was typical in construction projects to have damages awarded without them bringing a court action, and to budget some damages to property owners who feel property devalued. Mr. Grotte stated they don’t, that they don’t see that this facility would lower their
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property value, and something a court system most likely need to consider if they feel there’s some devaluation because of this facility. Mr. Grotte stated they are willing to work with the neighborhood on appearance of building, screening, etc.

Moved by Klave and Lucke to hold this matter for two weeks so staff can address and answer questions that have been brought forward. Motion carried. (Comm. only)

20. Matter of various easements:
a) permanent/temporary easement along S. 42nd St. from 17th to 29th Ave. (P.4957, 4958, & 4959)
Lon Aune stated this is related to 42nd Street adj. to I-29 and that several meetings ago brought this forward and converted from CPS project to GFEG in order to use CDBG funding on this project. He stated they have been working with property owners to obtain the proper easements to install the sanitary sewer line and have come to point where needed to have a decision from the property owners; there have been several meetings with property owners and staff and almost there and to proceed with necessary steps to secure the easements and get the project finalized. He stated that the property owners have requested a delay in the storm sewer assessment and that has been discussed with Mr. Schmisek; they had requested that the watermain project be delayed to such time that they would request it or call for the need of the watermain, and to continue to use CDBG for the construction of sanitary sewer and steps have been taken to do that. He stated that if those three items are met, the property owners are willing to proceed with the easement agreement, and need to recommend approval of that and proceed into actual securing of the easement. Mr. Grasser stated that the sanitary sewer would be provided without any charges or tapping fees, the storm sewer would be delayed three years from the time it would otherwise be special assessed, the interim interest charge would be carried on the project and reassessed after the three-year period. He stated they also talked about the watermain being delayed until such time as development dictates the need to install it, and that doesn’t mean that with one development, the whole line goes in, can put watermain in whatever increments are needed at that time, and impossible to predict now but try to delay and minimize it to a reasonable extent.

Don Olson, attorney for the property owners, stated that represents where they are.

Mr. Grasser stated that they did ask that the easements be signed by tonight’s meeting, being they are not, and some people out of town, etc., would like the committee as part of the motion to recommend a contingency in the event they don’t get the easements needed by Monday, that they defer these dollars into a storm sewer on the southend of Grand Forks at about 20th Street from 36th Avenue South to 45th Avenue South, because if they don’t get this money shuffled within the next few days, they lose the money and have to have council action on Monday, either a yes or a no.

Mr. Olson stated that if he’s going to have signatures, he’ll have them by Monday. He stated they are at a point where reps. of the City have done the best to try to be fair, and in his opinion
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has told his clients, reached a fair agreement, whether they accept that, that’s up to them. He stated that the property owners actually donate 17 ft. of their land which would be in addition to the 33 ft. R/W along the section line, and also provide 13 ft. permanent easement; that the 17 ft. would be a donation and that donation is in exchange for the CDBG funding on the sanitary sewer, and it is his understanding that the City would pay if there’s damage to nursery stalk that Dieter Heitmann and his wife, that would be reimbursed and if crops destroyed on the Lois Mayer property, which is cash rented to a farmer, that would be reimbursed. The committee stated those are legitimate things that they deal with every construction easement that’s covered.

Klave moved for approval contingent upon all of the above referenced items; Lucke seconded the motion. Motion carried.

2. Matter of request for bids for four-wheel drive plow truck for street department.
Todd Feland, public works, stated this is the snow equipment in the 1999 CIP, have $150,000, did bid this previous with only one bidder; have redone the specs. to allow a general truck so have more bidders, and changed the specs on the blade into a reversible multi-section 11x10 plow, and that’s plow they want for more down pressure, and can bid the blade separately or together if vendor wanted.

Moved by Lucke and Klave to approve specifications, and authorize call for bids. Motion carried. (Comm. only)

3. Matter of mowing by street department (discussion).
Mr. Feland stated they budgeted last year for a mower as small equipment purchase, was eliminated from the budget (have mower that’s 13 years old), and breaks down quite often, so get down to two mowers and fall behind. He stated that the street department has $14,000 in cash carryover from last year, and were going to request this in the 2000 budget but so can continue mowing, use that money to bid something this summer, if there should be a shortfall with the street department cash carryover , take from the General Fund carryover, but thought $14,000 should be enough. He stated they would bid for a riding mower.

Moved by Lucke and Klave to authorize writing specs. and call for bids. Motion carried. (Comm. only)

4. Matter of mowing bids for the southend drainway (wastewater dept)
Gary Goetz reported they took bids for mowing southend drainway from Belmont Road to the river (three-year contract), received only one bid, believes bid a fair price ($125.00/per acre per time) Bosh Enterprises. He stated that if they were to do it themselves, they would need mowing unit plus employee to do it, and asked for approval of the bid. Moved by Klave and Lucke to accept the bid of Bosh Enterprises in the amount of $125/acre per time. Motion carried.

4.1 Request to call for bids to move bio-solids in primary cells.
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Mr. Goetz stated this is something they do every other year, move solids away from incoming lines in two primary cells at the lagoon, have specs. to use for bids, and asked for authorization to approve specs. and call for bids. Moved b Lucke and Klave to approve specifications and call for bids. Motion carried. (Comm. only)

5. Matter of public works department restructuring.
Ken Vein, city engineer, stated that the department has been looking at this for sometime, and gave overview of whole process. He stated this has been looked at for six months, plus, and involved employee input as much as can, and really looking at how better restructure the public works department and give a better level of service. He stated they’ve looked at individual positions plus overall structure; and they are ready to present restructuring for consideration. He stated that the goal is for better organizational cooperation among public works departments that will create increased efficiencies in communication, personnel, training and equipment with the ultimate goal of better service to the citizens of the city. He stated objectives are listed in the report: cross-training of employees throughout the public works department, job mobility, and wanted to make sure that there be attained a better ability to have employees work together; talking about a combined water department that has water treatment and water distribution, and should have some cross-training and also streets and sanitation are combined, being able to have better cross-training there.

Mr. Vein stated they wanted to look at internal consistencies of job titles, job assignments and compensation. He stated that after the last wage study there were problems that had to look at equities across the board, this is a way of looking at that and trying to make things equal within departments and across public works departments. He stated they are looking at greater accountability to senior operators and first line supervisors, need to assign more responsibility and have more accountability of those individuals, and that’s some of the other goals looking at here. He stated they look at cost of service analysis, and better able to define some cost centers as they go through, and also looking at job descriptions and standardizing them - many are way too specific over the years, and come back with more specific position descriptions from within that they would be able to relate specifically to that job.

He stated they talked about sharing knowledge and responsibility so when people do leave, where there’s changes, can work across departments better. He stated he thinks they can do a better job within public works and give citizens a better value and better public service by doing all of the things being discussed here. He stated he would like to take a look at the structure as presented and copy of the existing structure was also given so can see comparison.

He stated that with the asst. dir. of public works who would oversee the public works departments, public works administrator, none of that changes; Wastewater/Stormwater Dept.: no change in that department; Environmental Support Department : (taken lab work that is in the water treatment department) have not added any new employees but asking that be separated out (works with various departments). Water Department: combined water treatment and water distribution with one superintendent, eliminating a position and better interaction between the
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departments and some ability to work across departments; Public Transit/Dial a Ride: no change but some structural changes within the department. Streets and Sanitation Department: combined department with better cohesion if combined department; Central Garage, basically now work under Streets and with new public works facility and bring wastewater and stormwater departments out there, and water distribution part of water department out there, lot of smaller vehicles and could create that as a separate department that wouldn’t be basically answering to street, but to them all, no new positions but creating as its own department. He stated this would result in the loss of two positions in the public works department, but also acknowledge at this time that because of some of the attrition that will happen with loss of the meter readers and those people in the sanitation department with the side-load pickup, losing 8, and looking at a reduction of 10 people in the public works department, savings with restructuring without looking at attrition’s, about $45,000. He stated they are looking at better efficiencies and better level of service with what they have presented.

Mr. Vein stated this was presented to the Budget Framework Committee so they had some idea as implementing this about January 1, and start that process then. He stated they went to finance committee earlier today, but time was short so they were not able to take action on it, and it seemed to be a consensus that they would approve this basic structure and that they wanted to go on to the next step, looking at the individual positions and job description changes, and job description changes would go from either classification or reclassification, so process fairly long before actually implement this, but the first step is to get some type of agreement on what this structure looks like and what the impacts are going to be from within. He stated they are willing to go into the specifics and talk about those positions, they are willing to do that. He stated some of the changes are fairly complex and are willing to give that level of detail.

Hafner stated he didn’t know if they wanted to go to that level, and if they are looking to approve this concept, and then becomes a process after that. Mr. Vein stated this is the first of a longer process and stated there are some significant changes when start combining some of the positions, changes in workload, other equity things within departments. Hafner stated he liked the idea of looking at the whole department rather than making little changes here and there and never getting anywhere. Mr. Vein stated they are down to three major public works departments - wastewater/stormwater; water and streets; central garage is a support, and environmental support is a support department and public transit/dial-a-ride shouldn’t even be considered a public works department, that’s really a separate department on its own.

Dan Gordon, Human Resources, stated he wanted to bring to their attention with this document that the yearly salaries used a control point of the top of each pay range, wanted to be consistent when looked at old system and comparing with new one. He stated they want to give this information to the committee, so all members of the council can hear the changes of this department; part two of this is that they want to give you a detailed showing of actual yearly salary right now and with the implementation some true costs. He stated they are going to be talking about 136-140 employees, not all of them will change, some will only change job titles, nothing substantially to their wage will be impacted, and probably 12 to 20 will have a change so
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will have a summary of every employee and through maintenance portion of civil service code, the council has the authority to approve this as a whole package as the wage study was done in 1997. He stated this is an important project and thinks it will be projects you will see in the next year as they are tying that knot to all the CDBG positions in the next year and a half, and thinks restructuring essential, not only for public works but for engineering, inspections, etc.

Mr. Vein stated that earlier they went to finance and need to have any type of job description changes have to go through finance and then to city council; but since everyone of these is under the jurisdiction of the public service, wanted to bring it back to them, and looking for dual approvals as they go through this; that if they approve the concept as see it before you, beneficial to have committee concur with this and have them continue to pursue the detailed portion of this. He stated they may be held up because have to wait for finance to come back and do the same thing; either that or hold for another meeting. He stated that if they have any questions to please call them.

Moved by Klave and Lucke to approve concept as drafted. Motion carried.

7. Matter of radios for sanitation department.
Dick Newman stated they budgeted money for new type radio system for the sanitation department, and requested authorization to have John Thompson write request for proposals to start. Moved by Klave and Lucke to authorize RFP’s and authorize call for bids. Hafner stated they did try to find a city-wide solution to radios and that’s never come anywhere. Mr. Newman stated that the fire department went to an 800 trunking system, and bought radios and leasing tower space, and would like to get several options and whether purchase/lease, etc. and all departments working towards an 800 trunking system. Motion carried. (Comm. only)

8. Matter of truck box and hoist for sanitation department.
Mr. Newman asked for authorization to negotiate for the purchase of a molded plastic box for one of the old garbage trucks, sole source bid, looking at a 16 ft. box at est. cost f $8500 and hoist and mounting, for approx. $4500. The box would be ordered from Wasteco out of Dickinson and Bert’s Truck would mount it. He stated in comparison to a steel box at cost of $10,750 and cost to put in a liner would cost from $1500 to $2000. He stated reason to go with a plastic box is that they haul a lot of the water plant sludge and plastic box better surface for cleaning. He stated funds are budgeted. Moved by Klave and Lucke to authorize staff to negotiate with the sole source supplier of the box and hoist come back with firm price.
Motion carried. (Comm. only)

9. Matter of system integration needs at water treatment plant.
Hazel Fetters-Sletten , water plant supt., reported they have a project going on that was started in 1995 which involved EMA and ICS and have flood recovery and mitigation, and at time doing this had an operations supervisor at the plant who was very computer astute and good at watch-dogging all of the efforts, that the employee died and now in the need for assistance in filling his void in those projects, and that she would like to do that with ICS, and they have been
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involved in both of the projects from the on-set and very familiar with the system, that they would monitor the work they are doing very critically to make sure its not warranty or mitigation covered in some other part of the project. (cost at $80/hour, emg. field eng. $120/hour, autocad and internal drafting $65/hour - at approx. 80 hours per month for the next 2 months) She stated she’s brought this as a contract with some cost estimates of what she anticipates, should fade away and not be need after about 3 or 4 months; that there is money in the consulting line of the budget, and if run short would be back with an amendment. She stated they will be working to replace that employee, and will need a Class 4 operator, this will be a promotion from within, and going to be very difficult to replace. She asked to enter into agreement with ICS. Moved by Lucke and Klave to approve entering into an agreement with ICS for technical assistance in completing the project. Motion carried.

10. Matter of professional services to evaluate public vs. private operations on the City of Grand Forks’ wastewater treatment plant, City Project No. 5014._________________
Gary Vaughan, Malcolm Pirnie, Inc., stated he was here to answer questions. Lucke asked if there were many municipalities that are privatizing this area, and why do a study if know the answer is not going to privatize, and if not going to privatize, then save cost of the study, $100,000. Mr. Vaughan stated there are several in the region in MN and some in SD, and has made a contact with several companies who would be interested in this; that tomorrow he is meeting with the Air Force Base, and they are under mandate to privatize and meeting tomorrow is more exploring where they are as a base and what’s going on, and some real synergies between the Base and the City attracting top tier vendors to come in and bid on the job. He stated in discussions that the top tier vendors may not be interested in Grand Forks but several good regional players that would be very interested in a project like this. He stated they would do a phone survey and has listing of all companies out there. Lucke asked about experience of the vendors, and normally privatize to save money and here don’t have high wage scale, etc. and probably already providing those services at fair price. Mr. Vaughan stated they will put together two proposals: one is if the City was operating it and cost that out; and the other is using hands on experience as private provider, and what they would actually do, appraisal of what is likely to go for, and process of comparing them and financial benefit. He stated employees would have to have a Class 4 ND license for operators and those are few and far between. He stated there are a lot of issues to get through, personnel, pay scale and that being one of the big issues. Mr. Grotte stated that none of their current operators are qualified to run the new facility and would be looking at new employees for the City vs. privatizing. Mr. Vaughan stated this would affect the whole structure/ organization and this would have to fit into restructuring if going to have City staff. Hafner stated that they hear debate about whether should privatize and this happens to be circumstance where start out with something new, don’t have this kind of department, don’t have people who would be running this plant, and gives the opportunity to find out whether private would work, and whether gain $100,000 of knowledge. Moved by Klave and Hafner to authorize entering into contract with Malcolm Pirnie, Inc. for professional services to evaluate public vs. private operations of the City’s wastewater treatment plant at a cost of not to exceed $98,466.00. Motion carried; Lucke voted against the motion.

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11. Matter of professional engineering services to permit, design and bid the solid waste baling facility, Burns & McDonnell, City Project No. 5023.______________________
Mr. Grotte reviewed copy of Authorization No. 3 of the agreement with Burns & McDonnell Waste Consultants, Inc. for landfill sitings and study and looking for approval of this Authorization No. 3 in the amount of $369,612.00 for the design and bidding phases of the baling facility, and they will look at two site options - one immediately east of the existing landfill and the in the area of the new wastewater treatment facility, both on City property within half mile of each other. He stated they were hoping to start construction this fall, they would bid equipment separately and one or two other bid packages (facility construction and some site type work). He stated that the State Health Department is pushing that they get this facility under construction and have operational in the spring. He stated that WFW is sub-consultant to Burns & McDonnell and Mr. Hanson is here to answer any questions. Clayton Kvasager, Levant Twp., questioned site of facility. Moved by Klave and Lucke to authorize entering into Authorization No. 3 of the engineering services agreement for design and bidding phases of the baling facility in the amount of $369,612.00. Motion carried.

12. Matter of professional engineering services to design and construct clearwell and transmission lines, Advanced Engineering, City Project No. 4648._____________
Steve Burian, Advanced Engineering, reported there are three major projects that are facing the City: age and infrastructure, regulations and the levee alignment; and this is the third project they’ve had on the intake project, and this will consist of evaluating the pumping system at the existing water treatment plant and its ability to pump water out to the Industrial Park vicinity through transmission lines. He stated they have six major sites with some sub-sites and are in the process of evaluating those sites with City committee as well as prospective landowners. He stated sites approx. 40 acres each and are proposing to construct a clearwell with a capacity of 7 mg to store water, in addition to new high service pumping system, and ultimately pumped out of that clearwell and into distribution system. He stated need for this project started in 1997 and that they needed additional clearwell volume to address some regulatory requirements to replace 1.6 m.g. of clearwell capacity that was lost during Phase I improvements, to replace the 3rd Street tank which was aging and now is in the alignment of the proposed flood levee, and to meet some additional storage requirements for the city as look towards the future. He reviewed agreement for services and negotiated with Mr. Grotte, and this project will include the study and report phase services, including scope development, property acquisition, facility plan reports, water treatment plant facility planning and layout, utility rate study and funding assistance and include preliminary design phase, final design phase, fitting phase, construction phase and post construction phase or warranty phase. He stated that Advanced Engineering is prime but have host of sub-consultants, including Malcolm Pirnie; SSR (electrical/mechanical and instrumentation and controls engineer); AEC (local architect); CPS local civil eng. firm that will be doing site designs for the project; as well as WFW to provide some structural input. He stated team framed out in 1993 in original proposal to the City in which they selected A/E and the team was kept intact to honor that original commitment to proposal to the City. He stated the agree-ment includes coordination of the geotechnical services but doesn’t include the cost for that work, and that would be separate contract directly with the City and those costs would be
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additional project costs. He stated there are four sub-projects: 1) existing water treatment plan pumping system evaluation and modifications; 2) transmission pipelines; 3) clearwell and pumping station; and 4) distribution system pipelines and connections. He stated when looking at CDBG funding impetuses, looking at wanting to bid some of these projects in smaller packages so that can keep the project local as well as meeting NDCC requirements for separate electrical, mechanical and general construction bids, feel that in putting an agreement together could add the possibility of as many as 13 prime agreements that they would have to administer as part of this project. He stated project will be in design in 1999 and early 2000, bid in 2000 with construction in 2000-2001 and possibility into 2002. He stated the agreement is based on an hourly rate plus reimbursable expenses (1999 hourly fee schedule with ability to adjust as of January 1), and not to exceed max. of $2,766,000.00. It was noted that engineering is a budget item for 1999 and is in the CIP budget. Mr. Grotte stated they are talking about total $24 million of construction for the entire project, plus eng. fees and other assorted costs, and is a substantial project. Moved by Klave and Lucke to authorize entering into an engineering services agreement with Advanced Engineering & Environmental Services, Inc. in an amount not to exceed $2,766,000. Motion carried.

13. Matter of change orders Nos. 2 and 3 for Wastewater Treatment Facility, reactor tanks and distribution structure contract, City Project No. 4371.________________________
Lynn Brilz, KBM, reviewed change orders for John T. Jones Construction Co.: No. 2 , to install additional set of grade beam to provide foundation support for a potential fourth air blower, est. cost $9,671.00 and furnish and install steel embed plates at the perimeter foundation walls to provide points of connection for attachment of precast wall panels, to construct concrete rises at sluice gate locations for mounting floor stands, est. cost $9,531.00 for total of $19,202.00. Moved by Klave and Lucke to approve C.O. #2 in the amount of $19,202.00 Motion carried.

Mr. Brilz also reviewed C.O. #3 to provide compensation for extra work resulting from heaving of the soils at the base of the reactor tank excavations (no way to predict way the heaving took place, contractor went in and had to re-excavate, etc.), in the amount of $47,442.00.
Moved by Klave and Lucke to approve C.O. #3 for John T. Jones Construction Co. Motion carried.

RECESS FOR 5-MINUTES AT 9:20 P.M./RECONVENED

14. Matter of plans and specifications for Public Works Facility Renovation, City Project No. 4822._________________________________________________________________
Lonnie Laffen, Johnson Laffen, stated they are asking for approval to take bids on the facility renovation (interior renovation) of the public service building and this completes most of the departments moving in there (wastewater/stormwater, water distribution and some renovation for solid wastes who is already there; that they will take bids on July 29, and budget is some-where between $1.2 and $1.3 million. He stated they are taking one bid package for individual contracts of general, mechanical, electrical. Mr. Grotte stated there are some alternate bid items.
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Klave asked to restrain from voting as there might be possibility his firm may be looking at this project. Moved by Lucke and Klave to approve plans and specifications and authorize call for bids. Motion carried; Klave abstained from voting.

35. Matter of paving Chestnut Street at new Phoenix School.
Mr. Grasser stated he wanted to update the committee, that he had recent conversation with Mark Sanford, Grand Forks Public Schools, and he has indicated that FEMA has closed out the DSR’s at the school and that he no longer had funding available to put into any reconstruc-tion on that section of granitoid street by the Phoenix School, that they are still pushing them on trying to come up with money to do some of the overlay on the original project. He reminded the committee of the cost of various options and alternatives they looked at: to overlay 300 ft. of the street is about $10,000; to reconstruct 300 ft. with standard concrete, $42,000; reconstruct 150 ft. stamped concrete and 150 ft. standard concrete, $57,000; and reconstruct 300 ft. stamped concrete, $71,500. He stated there is about 150 ft. of it that is currently granitoid and the other 150 not granitoid but is in poor shape.

He reported that Lonny Winrich, local Historical Preservation Comm., made a presentation to the local Board where proposing to restore approx. 7 or 8 blocks of granitoid pavement (on 3rd Avenue and 2nd Avenue, Walnut and Chestnut Sts.), that they de-certify all of the other blocks of granitoid pavement within the city of Grand Forks, de-certify 15-16 blocks, that they’ve come to the recognition that some it is going to be on the wet side of the dike, some destroyed by dikes and some wearing out, and he will be making a more detailed presentation at the next public service committee re. that proposal; the engineering department is encouraging this type of activity and will reduce the number of blocks of granitoid down to a manageable level to maintain and eliminate probability of undue financial burden being placed on community or local residents on reconstructing streets. He stated they are looking for City support on that, then make this presentation to the State Historical Board in July and if those things go through, that would give the opportunity for this piece of paving on Chestnut to be done with street overlay project next year and could be done at no cost to the property owners. He stated that it looks like the School District is not going to have any money to put into this, the City can look at proceeding on reconstruction or may want to consider holding off and encouraging the Historical Society and proceeding with overlay out there.

Joe Belcourt, 423 Chestnut Street, stated this issue came up last fall and the council approved reconstruction of that street last year, and passed with the understanding that the street would be replaced with granitoid type appearing stamped; at that time the local Historic Society rep. was here and he indicated that according to the specs. that was an acceptable agreement. Mr. Belcourt questioned why this was two years later after city approve and two years later after the School Dist. had money. He stated as a homeowner that he is concerned that property owner has to pay for part of the bill when if it had been taken care of last year, none of this would be taking place now. Mr. Grasser reported that the council made a recommendation, the local Historical Society made a recommendation, but State had snag. Mr. Belcourt stated he contacted the engineering department and that no contacts were made until this spring.

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The committee discussed possibility of whether Mr. Winrich’s proposal is acceptable, and bring it down to 7 blocks, and can then just overlay the street, and asked if that section could be done this summer; and Mr. Grasser stated that would be done next year. Mr. Belcourt stated that was one of their concerns, that if this dragged on and on the School District wouldn’t have any money, and that is what happened. He stated that the School Dist. rep. stated that they would set that money aside. Mr. Grasser stated the reason he brought this to committee was that if they wish to proceed, not sure which alternative they would proceed on with the School Dist. out of there, could be talking $70-80,000 to reconstruct. Klave asked if this proposal was approved why couldn’t they get this two block section overlaid this summer; Mr. Grasser stated there’s no reason they can’t; that it would have to be fund it out of our local taxpayer dollars instead of CDBG money because of the timing and getting all of the approvals, and may tear it back up again this summer. Mr. Grasser stated they support what the local Historical Society is trying to do, Hafner stated they should pursue this avenue. Hafner stated he would call Mark Sanford as their construction caused this damage and should be paying for part of this.

Pete Stout stated that the drainage was really poor on that street. Pat Stout asked if they could get the potholes fixed; committee stated potholes could be addressed.

The committee stated that the neighborhood doesn’t want to see overlay done and then tear it up again, and even if the project does get delayed until next summer it’s going to be paid for under CDBG funds so won’t be an assessment against the residents. Klave stated that the major concern of the neighborhood was how it was going to be funded, and even if it is on next year’s project for repairs, it will be a CDBG funded project because we can’t get it in the system at this time. Mr. Grasser stated that the only hangup would be is the State doesn’t go along with this proposal; that this is an update to the committee as to current status, and will probably be seeing a detailed presentation made at their next meeting. Committee asked that someone go back and review the bidding and review minutes. Information.

19. Matter of appraisal services for south end clay borrow sites

Mr. Grasser reported that in the cost matrix they have money allocated, $400,000, for borrow pits, that they have purchased the Campbell property, but have not been successful in finding site on the south end of Grand Forks; that they had Mr. Pribula negotiating with property owners and been turned down by all of them. He stated that the need for a borrow pit is important enough from flood fighting strategy and secondary line of defense that they need to come up with one, and he identified several different alternatives and made list of the top four. He stated this is farmland; that possibly go through condemnation process, and we have ability to do quick take condemnation on flood fighting activities. Lucke questioned how far would condemnation proceedings extend; Mr. Grasser stated they would go beyond the city limits and would have to check with Mr. Swanson and believes this is within our jurisdiction. Mr. Grasser stated that the action before committee is to do appraisal services and proposing to run those through the GFEG MINUTES/PUBLIC SERVICE COMMITTEE

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contract for using CDBG money because Mr. Pribula doesn’t want to hurt his relationship with farming community. He stated they’ve been working on this for two years and had zero results, and thinks its important to have a pit on the southend of town. He stated they could make an agreement, and on the Campbell agreement they allowed farming of it free of charge for three years, anything not digging up to. He stated the proposed sites are not very big - 15 to 20 acres. Lucke asked where they would get dirt to build the Corps dike - and Mr. Grasser stated the Corps hasn’t said but thought perhaps the Campbell property for the north end, take down the existing Lincoln dike, interim levees, lot of dirt in stockpiles from the southend drainway. Klave asked if they have been watching for land sales in this area; Mr. Grasser stated there have been properties that have come up for sale but usually two problems - one is they come up for sale and go out for auction or sealed bid and happens quick, our CDBG governmental process not very conducive to working that fast; other problem is that most of the sites there’s tight criteria - trying to get on a drainway because ground tends to drain and be drier in those locations, and access to a good road; and by time get an appraiser land is sold. Mr. Grasser stated that they would like to make appraisals on all four sites and make offers. Committee suggested that prior to taking any appraisals to call property owners and let them know what we are doing and why. Lucke asked for written clarification from the city attorney. Mr. Grasser stated they would run the contract through GFEG and they will hire someone else to do the appraisals (Botsford and Rice would be his preferred ) they work with farming community; that if they approve this concept, they will have GFEG do estimating and bring in the contracts at the next meeting, and maybe use Pribula to make one last contact with these people and telling that that the City is looking at changing from a voluntary to maybe an eminent domain process.

Moved by Lucke and Klave to approve with request for clarification from the city attorney. Motion carried.

20. Matter of various easements:
b) permanent/temporary easement along 47th Ave. S. from Cherry to Washington St. (P.4904 & 4923)
c) permanent easement along Ruemmele Road from 34th St. to 40th Ave. S. (P.4845)
d) temporary easement along 36th Ave. S. from 20th St. to the westward (P.4894)
e) temporary easement along S. Columbia Road from 36th Ave. S. northward (P.4924)
f) permanent easement along S. Columbia Road from 36th Ave. S. northward (P.4924)
g) permanent easement along 55th Ave. S. from Columbia Rd. westward (P.4853) (consideration of payment of appraised value CDBG)
h) permanent easement near 55th Ave. S. and S. 34th St. for Lift Station #40 (P.4849) (consideration of payment of appraised value CDBG)

Lon Aune, GFEG, reviewed easements for permanent and temporary construction easement and utility easements for projects shown; that b) is for sanitary and watermain along 47th between Belmont and Washington, that those have been approved but are in the process of getting signatures right now. Klave asked if there were any dollar figures attached that are out of the
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ordinary, normally they see a $1.00 fee. Mr. Aune stated that on b) they did approve that at the last meeting with condition that if any crop compensation was over what the staff could authorize, they would be bringing it back for that purpose. Mr. Aune stated that on g) and h) they have gone through the appraisal process as Batemans were not as willing to work with them as Mr. Useldinger has been in the past, and he has been more than cooperative on all easements they’ve talked to him about and are also getting appraisals for Mr. Useldinger’s property for 20. g) and h) and appropriate to pay him for those because he been so gracious and works with them on all the others. Moved by Klave and Lucke to approve the easements as listed. Motion carried.

21. Matter of repairing sprinkler systems in berms damaged by sewer restoration projects (CDBG)__________________________________________________________________

Moved by Klave and Lucke to approve this matter. Motion carried.

22. Matter of status of various bikeway projects (for information only):
a) Proj. 4974, Bikeway along 17th Ave. S. from 20th to 34th St.
Mr. Grasser stated there will be a meeting on the 14th and the two chairs will have to work this out between Bikeway Committee and Public Service, that there are some conflicting recommendations , that the Bikeway Committee submitted an application for Transp. Enhancement funds to tear up the sidewalks and replace it with a bikepath along 17th Avenue South on the south side of the street, and is in conflict with issue where had several people in from Townhome Assn. to the north, and Public Service Committee recommendation was to vacate that bikepath easement and put the bikepath on the north side of 17th. He stated there was a Bikepath meeting last week and both the groups of property owners showed up and ones on 17th said to put it by townhomes, and townhomes said no, and then said shouldn’t put one there at all. He stated that the Public Service Committee’s last minutes said bikepath should be on the north side, and Bikepath Comm. has made a T.E. application that says bikepath will be on the south side, and need to resolve that issue between two committees. Mr. Grasser reported that the estimate that was submitted didn’t go through the engineering department and project was est. $190,000 and when engineering informed of the project and did an estimate, $300,000+ and trying to get information from DOT as whether some of the scope of that project can be modified. Committee suggested they get information and come back.

b) Proj. 4901, Lighting the English Coulee Bikepath.
Mr. Grasser reported that the current status is that the last council action said they would approve the project if UND took care of paying the annual O & M costs on the lighting, that they have not received response from UND but it’s supposed to be coming, and understands they are probably not going to want to take over that cost. It was noted that O & M costs on that approx. $4,000/year. Information.

23. Matter of 2-way Agreement for Proj. 4994, Paving South Pines Addition

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Jay Bushy, engineer, reported that Tim Crary is a developer on the South Pines Addition, and he would like to request to do the paving and fund it privately and are looking to enter into a two-way agreement, and in his request, he’s making request that once the paving would be installed he would meet all the requirements, and he’s looking for the City to disregard the letter he provided on the infrastructure utilities. Moved by Lucke and Klave to authorize entering into the two-way agreement with Crary Homes & Real Estate. Motion carried.

24. Matter of 3-way Agreement for Proj. 5032, Paving S. 20th St. from 34th to 36th St.

Mr. Bushy reported there has been a request by Jim Hansen and Greenberg to do this project and fund it privately, that CPS, Ltd. would do engineering to City specs. Moved by Klave and Lucke to authorize entering into the three-way Agreement for this project. Motion carried.

25. Matter of Design and Construction Administration Services Agreement with GFEG for Proj. 5015 & 5028, 1999 2000 Flood Mitigation Protection Projects (CDBG)_________

Mr. Aune reported this is an agreement for the above referenced projects, and would be projects for the interim dike alignment, flood gates to put in place with that; standard agreement needs to be reviewed by the city attorney, and are looking for approval of the eng. agreement. Moved by Klave and Lucke to authorize entering into the agreement , subject to review by the city attorney. Motion carried.

26. Matter of Amendment No. 1 for Construction Administration Services with WFW for Proj. 4854, Sanitary Forcemain on S. Columbia Rd. from 17th to 24th Ave.__________

Tom Hanson, reported this is for construction phase services and is existing forcemain that’s been in service for an extended period of time, valves that need to be switched over and replace that forcemain and get it out of Columbia Road, new one will be out of Columbia except for intersection of 17 Avenue South where tie into existing system. Moved by Klave and Lucke to approve Amendment No. 1 to the engineering services agreement in the amount of $20,006.00. Motion carried.

27. Matter of repair list for Proj.4907, 1999 sidewalk replacement project

Mr. Bushy presented listing of properties for 1999 sidewalk repair project, all properties will have new sidewalks or driveway aprons, and brought for information and approval. Moved by Klave and Lucke to approve the repair list for sidewalk. Motion carried.

28. Matter of petition to repave alley in the 100 block between N. 3rd and N. 4th St.

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Mr. Bushy reported they had received petition for paving of the alley behind the Herald building and Federal building, that Herald and DDC would like to do this, and that City has signed the petition to repave the alley, and requested approval and to come back and create a district at the next public service meeting. Moved by Lucke and Klave to accept the petition for paving and refer to engineering department for creation of the paving district. Motion carried.

29. Matter of tapping fees for P.3821 Storm Sewer System in Richard’s West Subdivision

Mr. Bushy reported this is tapping fees for project in Richard’s West Subdivision and they are looking for approval of the collection formula so they can start collecting tapping fees from the project as the area develops. Mr. Grasser reported this is certifying the actual fees to be collected and when they create them early on it’s based on estimates and this is done on final cost. Klave asked about assessments to Congressional I, and Mr. Grasser stated it was his understanding that Urban Development has the money set aside to pay those tapping fees. Moved by Klave and Lucke to approve the tapping fees for this project. Motion carried.

30. Matter of creating special assessment districts for various projects:
a) Proj. 4714, Dist. 562, Paving N. 55th St. from DeMers Ave. to Gateway Dr. (Revised district)
Mr. Aune reported this had been approved at the last meeting but brought back because of modifications in district map and schedule was changed and needed approval of the official map and schedule. Moved by Lucke 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.

b) Proj. 4589, Dist. 561, Paving Country View
Mr. Bushy presented engineer’s report for paving Desiree Drive from Belmont Road for approx. 1,000 ft. east. in Country View Addn. and asked for approval to create the district. Moved by Klave and Lucke 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.

31. Matter of Plans and Specifications for various projects:
a) Proj. 4940, Dist. 570, Paving 45th Ave. S. from 20th to 25th St. and S. 25th St. from 45th to 47th Ave.
b) Proj. 5003, Dist. 566, Paving on 36th Ave. S. from Columbia Rd. to 30th St.
c) Proj. 5022, Dist. 569, Paving Alley in 900 Block between S. Washington and S. 12th St.
d) Proj. 5030, Dist. 572, Paving Rivers Edge Phase II
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Mr. Bushy presented plans and specifications for these project, and asked for approval of the plans and specs. and call for bids. Moved by Klave and Lucke to 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. (This recommendation for each of the projects). Motion carried.

e) Proj. 4957, Sanitary Sewer on S. 42nd St. from 17th to 29th Ave. (CDBG)
Mark Lambrecht, GFEG, presented plans and specs. and that this is the area where the City is putting in the sanitary sewer essentially in exchange for the easements to be granted by the individuals, that plans and specs. are ready to go if the easements are signed, and this project is contingent on the CDBG funding, and is part of the cost matrix. Moved by Lucke and Klave to approve plans and specifications, and authorize call for bids, contingent upon easements being signed, CDBG eligible. Motion carried.

f) Proj. 4980.1, Downtown Streetscape Project (CDBG)
Lisa Johnson, A/E, reported this is for plans and specs for the actual installation construction of the project. Moved by Klave and Lucke to approve plans and specifications, and authorize call for bids, CDBG eligible. Motion carried.

32. Matter of consideration of construction bids for various projects:
a) Proj. 4757, Downtown Curb & Gutter Replacement (CDBG)
Ms. Johnson reported this project was bid May 21 in Bismarck, is a federally funded project, there were three bidders and Opp Construction was low bidder in the amount of $189,715.25 (Engineer’s estimate was $119, 485.00), that estimate was put together in the beginning of 1998 and based upon the 1997 construction season, that when the put the curb and gutter portion of this project together, she reviewed the cost estimate in February of this year, and informed the DOT that based on bids they were seeing that estimate was going to be under, and they felt to leave the unit prices as they were in the estimate. She stated that in anticipation that the bids would come in high, added about 1000 or 1200 feet of curb and gutter so if bids did come in high, could change order deduct and make up for the difference. She stated there are couple other options they can consider, that the Phase II project will be bid in November and there have been dollars that have been set aside for that project and are trying to negotiate with DOT to see if have money transferred over from that project and included in this project. She stated that the DDC had also agreed to pay for the $7,000 difference and there’s an 80-20% split. Mr. Grasser reported that a lot of the excess work is work that would probably be needed in conjunction with the streetscape and that’s why the DDC is willing to fund, and recommended approval of the bid. Moved by Klave and Lucke to accept the low bid of Opp Construction , LLC in the amount of $189,715.25. Motion carried.

b) Proj. 4844 & 4929, Storm Sewer and Watermain on S. 20th St. from 36th to 40th Ave. (CDBG)
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projects and engineer’s estimate was less than originally budgeted in the cost matrix. He stated that Dakota Underground Co. Inc. from Fargo in the amount of $335,485.00 and recommended award to them. Moved by Klave and Lucke to accept the low bid of Dakota Underground Co., Inc. in the amount of $335,485.00. Motion carried.

c) Proj. 4841, Replace Outdoor Siren System (CDBG)
This item was pulled.

d) Proj. 5001, Dist. 268, Watermain on 36th Ave. S. from Columbia Rd. to 30th St.
Mr. Lambrecht reported this is CPS project , locate d in area where Stauss is developer and will be a special assessment project, 2 bids received, and Soberaski, Inc. is lot bidder and was very close to the engineer’s estimate. He stated they recommend award contingent upon receiving a letter of credit from the developer. Moved by Klave and Lucke to accept the low bid of Soberaski, Inc. in the amount of $32,350.00, contingent upon receiving letter of credit from the developer. Motion carried.

e) Proj. 5004, Dist. 405, Storm Sewer on 36th Ave. S. from Balsam Circle to 34th St.
Mr. Bushy distributed tabulation of bids received, and recommended award to the low bidder, Molstad Excavating in the amount of $59,100.00, contingent upon receiving letter of credit from the developer, Stauss. Moved by Klave and Lucke to accept the low bid of Molstad Excavating in the amount of $59,100.00, contingent upon receiving letter of credit from the developer. Motion carried.

f) Proj. 5006, Dist 127, Street Lights on Chestnut St.
g) Proj. 5007, Dist 128, Street Lights in Johnson’s 4th
h) Proj. 5008, Dist. 129, Street Lights on Poplar Circle
i) Proj. 5009, Dist. 130, Street Lights on N. 51st St.
j) Proj. 5011, Dist. 131, Street Lights on S. Pines Court
k) Proj. 5024, Dist. 132, Street Lights on 36th Ave. S. from 30th St. to Columbia Rd.
Mr. Bushy reported these were projects for street lights, that low bidder was Ron’s Electric in the amount of $97,951.80 and recommended award. It was moved by Lucke and Klave to accept the low bids of Ron’s Electric in the amounts of $16,756.00, $38,086.40, $14,797.80, $8,924.00, $10,529.20, and $8,858.40 for a total of $97,951.80. Motion carried.

33. Matter of Change Orders for various projects:
a) Proj. 4440, Dist. 386, South End Drainway Phase I C.O. #7
Mr. Lambrecht presented final compensating change order, reflects some minor variations in the contract quantities, and a net reduction of $1556.00, and recommended approval. (Riley Bros. Construction Inc., contractor) Moved by Lucke and Klave to approve the change order. Motion carried.

b) Proj. 4768, Dist. 398, New Pump Module at Storm Pump Station #84
Tom Hanson reviewed the change order, Wanzek Construction, Inc. in the amount of
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$1,598.50 for resetting bar screen support tube and installing an angle to prevent future dislodging of the bar screen support tube. Moved by Lucke and Klave to approve the change order in the amount of $1,598.50, CDBG eligible. Motion carried.

34. Matter of final application for payment and substantial completion for Proj. 4654, Pump Station Restoration Project_________________________________________

Mr. Hanson reported that the work is done, there’s a minor punch list and most of the items are resolved, and only thing left is lien waivers and the spare parts, and that has been negotiated and resolved with the contractor. Moved by Lucke and Klave to approve final application for payment in the amount of $50,458.73 and substantial completion for the project, CDBG eligible. Motion carried.

Meeting adjourned at 10:45 p.m.

Alice Fontaine
City Clerk

Dated: 6/02/99