Public Works & Safety Committee

PUBLIC WORKS AND SAFETY COMMITTEE January 8, 2014 Page 1 Members Present: Hatlelid, Knudsvig, Krabseth, Lehner, M. Miller, Withus. Members Absent: Connole. Others Present: City Manager, City Clerk, Assistant City Attorney, Assistant City Assessor, Finance Director, City Engineer, Traffic Engineer, City Planner, Fire Chief, Library Director, Police Chief, Public Works Director, Assistant Public Works Director, Auditorium/Recreation Director, Public Information Officer, Alderman Janzter, Alderman Olson, Jill Schramm, and Mark Lyman. To the Honorable Mayor and All Aldermen: Following are the recommendations of the Public Works and Safety Committee meeting called to order at 4:15 p.m. on January 8, 2014: 1. The City Council allow the Fire Chief to negotiate an agreement with EAPC Architects and Engineers for services for the Fire Station 2 remodel project; and further authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 2. The City Council award the bid to Westlie Motor Company for the purchase of two sport utility vehicles for the Water/Sewer Department in the amount of $55,530; and further authorize the Public Works Director to complete the purchase. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 3. The City Council award the bid to Sanitation Products for the purchase of two street sweepers in the amount of $329,260; and further authorize the Public Works Director to complete the purchase. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 4. The City Council award the bid for the University Avenue Rectangular Rapid Flash Beacon System Installation to Main Electric in the amount of $24,470; and further authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. PUBLIC WORKS AND SAFETY COMMITTEE January 8, 2014 Page 2 5. The City Council award the bid of four 4X4 pickups for multiple Public Works departments to Westlie Motors in the amount of $128,803 indicated; and further authorize the Public Works Director to finalize the purchase. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 6. The City Council award the bid for the purchase of new ¾ ton 4X4 extended cab pickup for the Traffic Division to Westlie Motors in the amount of $28,089; and further authorize the City Engineer to finalize the purchase. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 7. The City Council award the bid for the Auditorium Water Heater Replacement to Mowbray & Sons in the amount of $143,500; and further authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 8. The City Council approve the selection Anderson Wade & Witty PC for the design services and construction management for flood proofing of the lower level of the Library and allow the Library Director to negotiate a contract for services; and further place and pass an ordinance amending the 2014 Annual Budget to increase the Library Capital Purchases fund for a Hazard Mitigation Grant from the Department of Emergency Services. ********** 9. The City Council approve the North Dakota Department of Transportation drainage permit application from Verendrye Electric; and further authorize the Mayor to sign the permit on the City’s behalf. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 10. The City Council concur with the decision of the selection committee and authorize the City Engineer to negotiate a contract with Kadrmas Lee & Jackson for engineering services for the deisign of the Traffic Signal Standard Replacement Project; and further authorize the Mayor to sign the contract once complete. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 11. The City Council grant the encroachment of an underground storm water chamber on PUBLIC WORKS AND SAFETY COMMITTEE January 8, 2014 Page 3 Thompsons 6th Addition Lot 10 to be in the public right of way. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 12. The City Council approve the request from Rehab Services Inc. for an encroachment permit to place a digital sign on the south side of their building located at 112 2nd Ave SW; and further authorize the City Attorney to prepare the encroachment permit subject to the following conditions: the permit contains the usual language protecting the City form any liability that may result from the encroachment, the applicant pays a processing fee of $100. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 13. The City Council allow the North Prairie Rural Water to connect to the City’s Perkett lift station to serve several businesses subject to the following conditions: connectors pay the required connection fee as determined by the City Engineer, properties outside of City limits pay a 100% surcharge on sewer service and do not protest potential future annexation due to growth, businesses are responsible to pay for required portion of sewer system from trunk line to their property. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 14. The City Council approve the Cost Participation and Maintenance Agreements with the North Dakota Department of Transportation for the Traffic Signal Base Improvement Project (3887); and further authorize the Mayor to sign the agreements on the City’s behalf. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 15. The City Council approve the issuance of 10 licenses for mechanical amusement devices to WPC Corporation, Inc., dba Risque’s, 1514 South Broadway; effective January 1, 2014 through December 31, 2014. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 16. The City Council place and pass the following ordinances on second reading: a. Ordinance No. 4784 – Enacting New Provisions (Section 5) of Existing Minot City Ordinances 3560 and 4380 – In Lieu of Tax Cap and Taxpayer Expense Deduction Provisions. b. Ordinance No. 4785 – Amending 2013 Annual Budget – Information Technology PUBLIC WORKS AND SAFETY COMMITTEE January 8, 2014 Page 4 c. Ordinance No. 4786 – Amending 2013 Annual Budget – Police Patrol Operations Budget to Capital Purchase Fund. d. Ordinance No. 4787 – Amending 2013 Annual Budget – Police Patrol Operations Budget to Capital Purchases Budget for SWAT Tactical Command Vehicle. e. Ordinance No. 4792 – Rezoning North Side 4th Addition, Lots 1-6 ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. 17. The City Council approve an encroachment permit to Corridor Investors LLC for property located at #1 North Main St, to allow the installation of two signs on the east and south sides of the property; and further authorize the City Attorney to prepare the encroachment permit, subject to the following conditions: the permit contains the usual language protecting the City form any liability that may result from the encroachment, the applicant pays a processing fee of $100. ********** The above motion by Alderman Lehner, seconded by Alderman Withus. City Planner Bye explained that an encroachment permit allows a private entity to place objects over/under public property. Upon questioning by Aldermen Lehner and Knudsvig, the City Planner confirmed encroachment permits are looked at on a case by case basis and are not time specific. The permit would need to be reviewed in the event something is changed with the placed signage or object. Whereupon a vote was taken on the above motion made by Alderman Lehner, seconded by Alderman Withus and carried unanimously. 18. The City Council approve option 3, abandoning the vaults within the right of way and sealing them to eliminate the public danger and encroachment; and further approve project cost payment with the use of General Obligation (GO) Bonds. ********** The above motion by Alderman Lehner, seconded by Alderman Withus. The City Engineer commented the design phase of the downtown infrastructure project was well under way. He stated that it was known the numerous underground vaults existed and could be an issue. All of these vaults are now, according to code, considered to be encroaching the public right of way. Dave O’Shea, project manager of MWH Global appeared before the Committee to review the condition of many of the underground vaults in question. He provided a map of those buildings with encroaching underground structures known at this time. He stated the underground structures are additions to building basements that extend beyond the property line and in some cases extend to the street curb line. He continued by saying some of these vaults have various utility connections that will need to be taken into account during final design and construction. He concluded by saying 50% of the design phase has been PUBLIC WORKS AND SAFETY COMMITTEE January 8, 2014 Page 5 completed and the intention is to discuss construction with the City Engineer and Public Works Director on January 23rd with regard to the design and moving ahead. Alderman Lehner expressed his concern on the need to fix vault issues before construction begins and on the time frame involved. He also commented on the potential existence of old steam tunnels that may be present but unknown at this time. Leonard Neiss of Neiss Impressions located at 101 Central Ave E. appeared before the Committee to address the underground cavern in his facility. He stated that construction of the underground room in his building is sound. He asks that consideration for his building should be reviewed on an individual basis. Steve Carrigan from EID Passport located at 105 1st ST SE. appeared before the Committee with a similar request. He stated the underground facility in his building was also sound and that EID Passport had just installed a new fire suppression system in this underground facility. He is asking that his structure be looked at as an individual case. Chris Lindbo, property owner of several downtown structures, specifically addressed the former Woolworth building. He stated he is willing to work with the City and would like to shore-up the vault present in his building due to the historic nature of the facility. The City Engineer agreed that some of the underground properties were in good condition and not safety concerns and that the City would do its best to work with the property owners in obtaining a possible encroachment permit. He stated that some of the underground structures are considered a safety issue and should probably be condemned and sealed. He stated some underground vaults may need to be avoided entirely due to safety concerns at which point property owners will be notified of any violations they must address. Alderman Knudsvig stated option 3 presented by staff is the best option at this time and that staff should allow each property owner to apply for an encroachment permit to come before Council individually. Whereupon a vote was taken on the above motion made by Alderman Lehner, seconded by Alderman Withus and carried unanimously. General Information There being no further business, Chairman Knudsvig adjourned the Public Works and Safety Committee meeting at 5:00 p.m. Respectfully Submitted, Lisa Jundt, City Clerk