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Grand Forks City Council Service/Safety Standby Committee
Tuesday, October 12, 2010 - 5:30 p.m.____________________

The Service/Safety Standby Committee met on Tuesday, October 12, 2010 at 5:30 p.m. in the council chambers in City Hall with Council Member Kreun presiding. Present at roll call were Kreun, Bjerke, Grandstrand.

Others present included: Al Grasser, Jane Williams Dean Rau, Mark Walker, Todd Feland, Don Shields, Chief O'Neill, Bev Collings, Saroj Jerath, Chief Packett.

Chairman Kreun called the meeting to order at 5:38 p.m.

1. Change Order No. 2 for Project No. 6514, 2010 Sidewalk Repair and Installation.
Dean Rau, asst. city engineer, reported this is the standard sidewalk project where sidewalks installed and special assessed to the property owners, had good prices from our contractor and had high number of requests for sidewalk installation, first change order was for $18,000, and this change order is almost $33,000 and is above engineer's authority level; total project will be approx. $170,000, and are recommending approval for the change order. Motion by Bjerke and Grandstrand to move recommendation to council with approval of the change order. Motion carried.

2. Amendment #1 to the Engineering Services Agreement for Project No. 5347, Federal Projects SU-6-986(065)068 and NHU-6-002(062)357 - Street Improvements on Columbia Road and Gateway Drive._____________________________________
Mark Walker, asst. city engineer, reported this project involves two projects, have urban project component on Columbia Road intersection and have regional component on Gateway Drive, regional dollars come from the State and urban from the City; these projects overlap each other and the DOT asked us to administer both projects; State will have a share in paying for the work in this amendment. The amendment involves updating the project concept report (PCR) and includes deletion of the design engineering work, a reduction of the contract amount of approx. $44,000. That in 2002 the City had hired CPS to do the preliminary engineering work on this project and develop project concept report and when that was brought forward to city council and the option of doing nothing was chosen and putting the project on hold; now the DOT is going forward with the project to rehab. Gateway Drive from the Interstate to the Kennedy Bridge and are bringing this project forward so that the work in our project on Gateway Drive is done at the same time as the work with the State is done. Engineering's recommendation is to award the Amendment to update the PCR and delete the design engineering work from the agreement.

Bjerke stated from original time project brought to council, reduced by $44,000 and now spend $58,000 to update the project; Walker stated that because so much time has elapsed from when the original PCR was done, DOT has said that have to update it - and previously was a council decision to put the project on hold because not sure how the traffic on REA Drive and Gateway would react to each other and wait to see how things would develop. Project will proceed and look at different options, the work may include signalizing REA Drive, extending turn lanes, realigning the intersection at Gateway Drive and Columbia Road, etc. Kreun stated that when we do PCR reports and putting projects on our CIP list, these types of studies have to be done in advance and have to be fairly sure that we want to do them, otherwise becomes issue of not spending our money wisely; and that he is in favor of getting this study done and find the best solution and go forward with the project. Motion by Grandstrand and Bjerke to move recommendation to council with approval of the amendment. Motion carried.
3. Preliminary Engineering Reimbursement Agreement for Project No. 6634, Federal Project SU-6-081(078)940 - Street Improvements on 32nd Avenue S. from I-29 to Washington Street.______________________________________________________
Mark Walker reported that this project is being undertaken by the NDDoT, this roadway is on the regional system and work comes out of regional funds, and the DOT has hired an engineering firm to start work on the concept report and they are looking for our concurrence on the project - the basis of the agreement is that the DOT is agreeing to go forward with the design and construction of the project and they are asking the City that if we decide to cancel the project or significantly change the scope of the project, that the City would be responsible for the entire engineering costs for the project concept report and in the event that we agree with the project to continue and go forward and don't change it significantly, our share of costs would be 10% - guarantee from us that we want the project to go forward, and recommendation is to do so. Walker stated there are certain pieces of 32nd Ave.S. that were recently built and not Columbia Road and not going to end up doing anything with those sections. Kreun stated that with the sections that haven't been updated already and in public's eyes seems like that is a new road but definitely needs to be maintained Motion by Bjerke and Grandstrand to move recommendation to council with approval of the agreement. Motion carried.

4. Continuing CIP discussion for 2015-2016 Street and Highway Project. (Info)
Al Grasser, city engineer, reported there is new information and based on previous input from the committee has recommendations to provide; and wants them to bear in mind that very conceptual and have dollar estimates but those are fairly reconnaissance level at this point along with scope of work, etc. He stated relative to the NDDoT program using federal monies, have to be programming these projects in advance and are programmed to 2014, contingent upon availability of federal funds, and are being asked to select our 2015 list of projects and may go to 2016 on the regional projects; our needs greatly exceeds our capacity for funding and intention is to bring in more of a comprehensive street and highway needs plan in November/December. The focus of this report was done in May, looking at 3 different projects and all really need to be done immediately: Minnesota and 4th Avenue South from Cherry Street to the Point Bridge; 47th Avenue South from South Washington Street to Columbia Road and driving that was school out there and traffic generated; and South Columbia Road from 36th Avenue South to 47th Avenue South.

Relative to issue of funding and by the end of 2014 our federal urban aid balance is essentially zero, our infrastructure sales tax is starting to run a deficit, Highway Users is still carrying a balance of about $1 million, and that a lot of other funding starts getting drawn down with an aggressive schedule in 2012, 2013 and 2014. During budgeting process the council adopted some changes and added some special assessments as part of policy and bought some time by adding special assessment income into that program. He stated re. federal funding that gas tax revenues are declining and insufficient to fund desired program because of recession and with alternative fuels and better fuel economy. The Highway program is being supplemented by General Fund, happened last year, and no consensus has developed as to an acceptable method of generating additional funds.

He stated that options they are looking for on MN and 4th - existing MN and 4th is 31 ft. wide street, consists of about 1 1/2 inches of granitoid and 7 1/2 inches of lesser quality concrete - that if did reconstruction model talking about leaving the paving width the same and curbs would remain in alignment and would also have to deal with trees which are also historical in that neighborhood. He viewed various areas of streets, mill and overlay sections but would not do the section that is maintained on the Register as have to deal with that separately. Est. for mill and overlay (milling, crack sealing, replacing some concrete approaches and curb and gutter, some traffic signal rehabilitation by painting, etc.) is $640,000 and construction work in 2012; and proposing that the City fund 100% of this and not special assess that portion of mill and overlay and if have to do or reconsider the reconstruction phase the City's share of that process is more than the $640,000 - MPO after doing survey wanted to see some enhancements (context sensitive solutions and historical items) and want to put a round-about in, pedestrian lighting, special landscaping, entry medians, street lighting) and proposing work with the neighborhood and find out which ones they would continue to be interested in and if want to proceed with these things would special assess at 100% - or could consider this all one project and the City could 50% of that - then start dealing with possibilities of protest. His proposal is that we would pay 100% of this and special assess 100% of remainder. He stated if anything done to street between Cottonwood and Walnut would have to be reconstructed and put back into historical context - cost $200,000; and would need to deal with the Historical Society and get input before proceed on that and would be a separate project and separate timeframe. He stated they have alternatives: mill and overlay, total cost $645,000, City cost $645,000, assessment would be zero, 2012 construction year; mill and overlay with historical context sensitive solutions, $1.3 million, City cost, $645,000 and special assess the balance and assessments would be about $665,000 and year of construction, 2013; and cost to reconstruct the piece from Walnut to Cottonwood, just under $200,000.

Kreun stated that the mill and overlay would include intersections and would want to do that because the intersections are part of the major problem. Grasser presented summary of reconstruction costs, $4.4 million; federal costs, $3.9; City cost, $780,000; assessments would be $720,000, and year of construction would be 2015; historical and context sensitive stuff would push the total cost to just under $1 million, assessments just over $1.2 million.

Bjerke stated what they are looking at on that area is to keep street width the same, eliminating curbs (unless damaged), trees - only doing roads with mill and overlay, City will pay for mill and overlay, property owners pay for extras (round-about) if they choose to by special assessments; and subject to protest; and the one block of $190,000; and if City pays for all of it and our total cost would be approv. $1.25 - the $645,000 plust the $190,000 if choose to do that - Grasser stated he hasn't addressed this piece whether that should be special assessed or whether City should do that, looking for input on, but now focusing on Step 1 - $645,000 is what we would pay for in this project, and if extra costs with historical costs with historical context sensitive solutions, that would be special assessed, and farther down the road determine whether that was a special assessment or if City would take on that responsibility; and those are two different decision points because two different years of construction unless push everything back to 2013.

Grasser stated another project they are dealing with is Columbia Road and looking at intersections of 36th, 47th and down to about 48th or 49th Avenues, and included in this will be signals on 36th, 40th and 47th and also 3/4 intersection at SuperOne/Sam's - that the proposed issue of putting a three-quarter intersection there to break up the accidents caused by all the cross-traffic, the property owners asked that we delay the 3/4 intersection until such time as we signalize 36th; Three-quarter intersection allows right outs, right in and left in but eliminates the left out and the through movement and that greatly decreases accidents and only other way to handle those movements would be to put a signal in there, but then have issue of signals every 300 ft.. Going through the same routines on Columbia Road, currently are in around 6,000 or so vehicles per day, 2035 projection is 20,000 vehicles per day - put together the level of service bans based on two-lane with left and right turn lanes and choose it because on that section of road there are very few places you can take lefts or rights and not having those things interfere except at 40th. Discussed levels of service and is a problem that needs to be addressed and supporting that is the number of phone calls they have been getting from people concerned about pedestrian availability, turns, speed, etc.

That area on Columbia Road is 24 ft. wide 2-lane section, proposal based on the MPO traffic study and supported by that data, would need to put in a 5-lane section (similar to Columbia Road north of 17th Avenue where have got 2 through lanes and a common center turn lane) and would
be a 5-lane section with a median (more like the medians south of 24th Avenue - greener and prettier but little wider) and takes up a bigger footprint and that causes us some problems later. Would be adding sidewalks, bikepaths and having some pedestrian facilities and decide later whether we do one side or both sides. Cost estimate for paving Columbia Road, 5-lane section without the median, of about $10.6 million, and includes the intersection lighting, sidewalks, etc.; that if go with the 5-lane with a median est. cost $11.2 million, and have to acquire some additional right of way to get that additional footprint in there. Here determine 5-lane section with a common turn lane, total cost about $10.5, federal cost about $7, City cost about $1.2, assessment cost about $1.7, year of construction 2015 -

Grasser stated their recommendations are:
Pursue mill and overlay for MN/4th in 2012, assess the costs above base mill and overlay project to the benefiting properties; negotiate with Historical Society - need to deal with piece between Walnut and Cottonwood and to have their input and if should do something on some of the local streets) could go back to the original estimate and about $50,000 was part of this project to go back in and actually do some work on one of the adjacent local streets; test preservation on granitoid; add Columbia Road at 2015; and add 47th Avenue South - planned for that for 2016 or 2017 assuming federal funding stays on current track. He stated he is looking for input on that plan.

Bjerke stated he favored MN/4th project and would eliminate complaints and save a lot of money, and only question on the second one and agrees that is #2 is Columbia Road, and asked if we are getting into tapping fees or future special assessments, and will be an issue.. Grasser stated they were; that the assessment district would go half way back to 20th. He stated that reconstruction would be up to 50 years, while mill and overlay would have to be done in range of 15 to 20 years - and asphalt needs more maintenance than concrete but can mill and overlay quite a few times. Bjerke stated traffic could be reduced if a bridge would be built - and likes what doing here but still have some planning to do.

Kreun stated those are our most critical situations at this point in time, that we have the bridge reconstruction of DeMers Avenue and this road will take some of that traffic. He stated he wants to give staff a lot of credit for working with the Historical Society to come up with this plan and to give Historical Society a lot of credit also to understand that the City can't afford a lot of these issues, that they are going to preserve a small portion of the granitoid and that fits their model - that this went all the way to Washington to get all of these decisions taken place. That the committee indicated to the staff that we wouldn't be able to afford the $7 or $8 million worth of construction, staff took that back and came to an agreement with the Historical Society to come up with this plan. That relative to Columbia Road and the amount of traffic in that area and 47th Avenue South with school and traffic out there, this is where we want to concentrate with most of planning and road dollars, that might change, this is draft and for committee to continue with engineering department to follow this, and to give council information. Grasser stated that this is just information for the committee, but if any questions from council members can have it brought forward; and would be committee's duty to indicate to engineering department the direction to go. He stated that if the committee is in consensus he would like to give this presentation to MPO. INFORMATION ONLY.

5. Request for driveway variance.
Rau stated they had a request from LM Wind Power through their consulting engineers, EAPC, that they are doing a paving project on their site allowing their trucks to come in to load their wind blades and because of the problem with the oversized length of the trailers need a wider driveway and requesting a 48 ft. by 91 ft. driveway at 1550 South 48th Street and recommending approval of their request. This is industrial area and blades 150 ft. and getting bigger and even going to a 200 ft. long blade - and need longer trailers to get out of the site.
Motion by Bjerke and Grandstrand to move recommendation to council with approval.
Motion carried.

6. Notice of speed limit reduction on University Avenue from 30 mph to 25 mph between North 42nd Street and Yale Drive; and on 32nd Avenue South from west city limits to South 48th Street from55 mph to 40 mph. (Info)__________________
Jane Williams, traffic engineer, stated that on 32nd Ave.S. there is about 2300 ft. of a 55 mph speed zone, go 40, 55 and 40 and that is because of the city limits at the RR tracks and County has speed limit of 40 and are going to go to the 40 mph to make it one continuous 40 mph area and is justified because of numerous intersections and development has started to occur - is reasonable speed limit for that area because of the additional congestion and additional street that has been added. That street will be posted, if not already posted.

Second area is on University Avenue from 42nd Street to approx. the Coulee area, did a speed survey and recommended speed zone should be about 25 mph, there are driveways, lots of intersections and will be posting at 25 mph. It is also much more compatible with the 20 mph speed limit that is off to the east of there. They have talked with UND Safety Dept. and Police Dept. and they are in concurrence with the lower speed limit and will be sending an e-mail to the UND Police Dept.. Area will be posted. INFORMATION ONLY.

7. Matter of request from Engineering Department, Building Inspection Division, on behalf of the City of Grand Forks for preliminary approval of an ordinance to amend the text of the Land Development Code Chapter XVIII of the Grand Forks City Code of 1987, as amended, amending Section 18-0204 relating to rules and definitions and 18-0220 F-1 (floodway) and F-2 (floodplain) districts.
Bev Collings, Inspections, reported this item is the updating of the ordinance for the adoption of the new maps, have adoption date from FEMA of December 17, 2010, and one of the requirements is to update our ordinances, and that the city attorney has reviewed and has passed
through Planning and Zoning Commission.

Bjerke asked for copies of maps of the F-1 and the F-2 zones. Collings stated that the channel is the floodway and no structures are allowed in the floodway and anything that has to be put in there (bridge abutments, etc.) have to be evaluated; floodplain is regulated differently and has less restrictions, can build structure but have to follow the floodplain regulations.
Motion by Grandstrand and Bjerke to move recommendation to council. Motion carried.

Grandstrand asked if they could get a report on complaints of rental properties. Collings stated that she could do that at another meeting of this committee; that she puts together minutes every month and just went out. Grandstrand stated he has an idea basically and put in context with the
information. Kreun asked that she bring that information when available.

8. Public Works Department - 2010-11 Sanitation Division brush and tree debris chipping at the landfill, Bid #2010-63._
Todd Feland, director of public works, stated they would like to accept the bid of Dakota Wood Grinding, Inc. of Rosemount, MN in the amount of $58,500; they have worked with them before - bid is $19.50/ton; use this bid this year and into next year. Bjerke asked cost to buy a chipper machine. Feland stated $400,000 for new machine and take 7 or 8 years to pay for it but not adding in maintenance, etc., not cost effective; bidder can do work in a week or two. Grandstrand asked if could purchase equipment and share with other cities (East Grand Forks, Fargo, etc.) Feland stated that Fargo and Bismarck have machines - there might be an opportunity to do it with governmental agreement, and will call Fargo. Motion by Bjerke and Grandstrand to move recommendation to council - motion carried.

9. Public Works Department - 2010-11 contingent snow removal, Bid #2010-62
Feland presented bid information for snow removal - that last year was first year that they actually enacted bid when had Christmas snow storm, Gowan was contractor last year, and they helped remove snow from intersections and haul to snow area north of town and spent about $40 to $50,000 - that this is an as-needed bid and if do want to enact it will brief committee for emergency snow removal. On an average year do not see them using this but it is there if need assistance. Bjerke asked if the need is because short of equipment or not enough people - Feland stated both plus time. Kreun stated this is used in emergency situations to clear snow in certain areas because of safety concerns It was also noted that the City received funds from the State for snow emergency allocated to urban areas. Motion by Bjerke and Grandstrand to move recommendation to council - motion carried.

10. Public Works Department - Street Division multi-service, multi-season vehicle, Bid #2010-61._____
Feland reported this is replacement of a machine that does sidewalks and bikepaths, etc. - this does sweeping and snow removal - and asking to replace that equipment with trade-ins of Athey loader and Bombardier, with total bid of $94,100.00, Swanston Equipment. Grandstrand asked if could share equipment with UND, however, it was noted that the equipment had been shared within the City (Urban Development) also with EGF, Park District and County; would need governmental agreement, etc. Kreun stated have to take into consideration most of the time all of the equipment is needed at the same time; but has been in those situations before. Feland stated that people have been pleased with their response and do much more now than several years ago - on bikepaths and greenway - and are using these year round. Kreun noted that they also take on responsibilities of certain areas rather than sharing equipment so they can know and plan for usage of their equipment - probably not sharing equipment but responsibilities. Bjerke stated he didn't know how we could share equipment because its non-stop all winter long, bikepaths close to 43 miles long. Motion by Grandstrand and Bjerke to move recommendation to council - motion carried.

11. Public Works Department - 2011 Street Division street marking paint, Bid #2010-60.______________
Feland stated this is street marking paint for next year and doing it now so that can do some testing next spring, and to accept the low bid, Diamond Vogel, $46,870 for rubber based paint option and $43,047 for latex based paint option. Bjerke stated we could do a better job of striping. Motion by Grandstrand and Bjerke to move recommendation to council - motion carried.

12. Resolution - 2011 Fee Schedule.
Saroj Jerath, city auditor, stated in the schedule they increased the existing fee by 3% and
rounded it to the nearest dollar, or to the nearest $5 - some of the deviations from 3% are highlighted, that in some cases not increased at all and those are also highlighted, some increases by State. She stated re. schedule that the first column is the 2010 fee, second is 3% increase, third column is rounded to the nearest dollar and the last column is staff proposal. This matter went to the finance committee yesterday and they approved that initial proposal should go to council, which is the last column and also since the study was done in 1994, the committee asked the finance department to go back and do cost analysis for following year.

There were some questions relating to specific licenses, theatre, kennel fees - Don Shields stated they go in and do food inspection at theatres, and also on doggie day care businesses, and people came to council complaining about what standards were used in these facilities, etc. and do go in and do inspection.

Bjerke stated doesn't know why we charge for specific licenses, that when they do study to analysis these things, would like to see documentation - that there is a difference between a user fee and a tax and that he is for user fees, but questioned why regulating some of these things and logic behind them. It was noted that mostly are safety issues. He also noted that we have raised utility fees not to pay for utilities but to transfer the money to the General Fund and that he is opposed to that. Motion by Bjerke and Grandstrand to move recommendation to council, motion carried, Bjerke voting no.

Bjerke stated re. public health would like in late November or December to know the amount of West Nile virus cases in our county and the state for the last 3 years, because if just want policy and don't want mosquitoes anywhere in the city, should stop doing trap counts and spray twice a week and be done with it as opposed to saying we do it for West Nile virus when nobody is getting West Nile virus - numbers don't back up that policy and save money for not doing trap counts - that this is a policy decision that should be discussed and put on an agenda. Kreun stated they are fulfilling two purposes at the same time - people hate mosquitoes and for West Nile virus. Don Shields stated there are multiple reasons why we spray and that he would provide the West Nile virus information to the committee and to the council, and that it is a policy and was done because of nuisance mosquitoes and also do it because of West Nile virus and encephalitis - that it is a policy decision and they will provide the numbers and will come back at a later time and discuss it.

ADJOURN

The meeting adjourned at 7:40 p.m.

Alice Fontaine
City Clerk