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01-21-88 Council as WholeJanuary 21, 1988 CITY COUNCIL/DEPARTMENT HEADS 4:30 P.M. Mayor Kennedy, Councilman Nystul, Councilman Saverud, Councilman Schindler, Councilwoman Hafferman, Councilman Gunnerson, Councilman Atkinson, Councilman Furlong, City Attorney Neier, DPW Hammer, Comm. Dev. Director Gallagher, City Accountant Robertson, • City Surveyor Zavodny, Acting Building Official Kerzman, Ross Plambeck, Susan Moyer, W/S Superintendent Hyde, Street Superintendent Brady present. SOUTHWEST KALISPELL AREA PROJECT C. Nystul opened the meeting by outlining the topics to be discussed. Susan Moyer, Community Development, presented a brief history of the Southwest Kalispell Area Project. The need for new sewer and water mains was presented due to a high ratio of failed septic systems. Many homes have been vacated due to septic system failure, lack of money and no available sewer system to hook on to. As a result of this, research was conducted of how to upgrade the 2" water line to an 8" water line to allow adequate pressure and fire hydrants and combining it into a water/sewer project. Neighborhood meetings, public hearings have been conducted. A block grant was awarded in the amount of $375,000. EPA will pay 55% of the total construction costs. This project will be constructed in two phases. The first phase will be for the construction of the sewer and the construction of the new water lines. Sunnyside Drive will have an 8" line installed due to lack of pressure. New lines on 4th, 5th, 6th, 7th and Sunnyside Drive will be installed. She presented a breakdown of the funding from EPA, CDBG and UDAG. The annexation is in process. A planning board hearing is scheduled for February 9, 1988. 75% of the property owners have signed petitions to annex. The area has to be annexed before receiving the funds for the project. Comm. Dev. Director Gallagher gave credit to Susan Moyer and Ross Plambeck for the overwhelming response to annexation. WATER AND SEWER W/S Supt. Hyde presented an example of the 2" water line in 6th Ave. W., a piece that was removed due to a water leak. The line that is in the street is typical. The Water Department has to patch that line quite often. He pointed out that if the project wasn't in effect, the City is still obligated to repair the line. This project • gives the City the opportunity to replace the 2" line with a looped 8" system. The actual cost of the water system is less than would be if the City had to do the project alone. The second phase will be the sewer system installation. The City will also install the service lines from the mains to the property lines and stub them at the property line for sewer. HUD has determined what low income is for the Flathead Valley. The people in the southwest area are in the low to moderate income range and 80% to 85% of the people meet the criteria. Susan Moyer pointed out that money is available in UDAG funding for service lines to the houses. This is an eligible activity for the existing housing money. In order to receive EPA funding, the City has to assure EPA that these houses will be hooked up to the sewer system in a reasonable amount of time. C. Gunnerson and C. Furlong expressed their concerns in regard to funding by the City for the private service lines. The EPA funds are strictly for the construction of the new sewer line and installation of the new water lines up to the property line. W/S Supt. Hyde stated that there is a general plan for installation. The right-of-ways are very narrow, the installation will be in the traveled right-of-way for the most part. The water and sewer lines have to be in the Avenues. The gravity sewer collection line will be in most of the Avenues. Before the utilities are put in, there has to be a general idea of what the finished grades are going to be. Storm drainage will be looked at by an engineer. W/S Supt. Hyde also stated that residents have to hook on within one year after completion of the project as a grant condition. Susan Moyer pointed out that 82% of the houses can be hooked up. C. Nystul questioned the cost that would be incurred by the other 18%. W/S Supt. Hyde stated a ballpark figure of $500 for hookup fee and the installation of sewer line for $500. Water will be approximately the same. Susan Moyer stated that the money from UDAG is not tax dollars. Community Development will put out a bid for the service line installation. W/S Supt. Hyde pointed out that there is a 5% contingency in the estimates and that the RFP's for this project are for both the design and construction. DPW Hammer wanted to make everyone aware that there will be no hookup fees waived. The numbers for cost have been thoroughly researched by City Accountant Robertson, W/S Supt., Public Works and Community Development. January 21, 1988 CITY COUNCIL/DEPARTMENT HEADS Page 2 STREETS DPW Hammer stated that the estimate for patching is $106,000, contracted out price. EPA holdback is $58,355. The local share is the difference. Materials only to totally reconstruct would be approximately $85,000 for a 28' wide street. The Street . Department may do the paving, final grading, using City dump trucks to do hauling and that is why this would be a materials cost only. Council pointed out that the figure given should include a total cost of labor and materials, wages being 722. City Accountant Robertson stated that the budgeted amount is $106,000 whether we do the project or it is contracted out. That would include our people doing the job and our overhead. The $106,000 does not include the equivalent for any machine time, truck time, grader time or labor time. Council stated that our costs are for paying the City crew wages and equipment maintenance as well. DPW Hammer stated that it would be an in kind service on the labor costs. C. Nystul stated that by using in kind materials and our direct out of pocket costs, that we can reconstruct the 28' widths for the $106,000. One diff- erence is that in this project area, the City has to pay Davis -Bacon wages to a contractor but not to the City crews. The $106,000 is what the engineer estimates it would cost if we included the patching of the sewer line trench. The Water Quality Bureau, who handles the EPA funds, have agreed that they would consider setting the 55% aside if we agree to devote it to street reconstruction. The finished product will be equal to or better than if we had just done the patch. DPW Hammer stated that in the daily operating annual budget, 2080 hours for each employee is budgeted. The employee can be on the pro- ject for 6 - 8 hours, 2 - 3 days per week. There will be a lot of man hours and equip- ment hours. This is an in kind service, if they're not there, they will be somewhere else in the City. Even though we know it is a cost to the City, these are not out of pocket expenses that show in the budget. STORM DRAINAGE W/S Supt. Hyde stated that storm drainage has been considered in that area, and that this is as much as can be done at this time. The RFP will request a mini -master plan for storm drainage in the road as well as finished grade. C. Nystul stated that the surface drainage may be sufficient for this time, that it may be possible to order some • curbing to get the drainage to make the water go to the catch basin at the corner of 5th Ave. W. and llth St. There are some things that can be done to address the problems of drainage. Surveyor Zavodny stated the reason for some of the storm water in that area is due to snow melt, the fact that the ground is totally saturated and water main leaks. If we have new water mains there are no leaks. Perhaps in time, there may be a big change in the ground handling the storm water for the area. We may not have had to spend more money now. TIME FRAME Advertising for bids starts in May, opening in June, start construction in early July. Council has authorized the staff to prepare RFP's. DPW Hammer stated that the City will be selecting from five engineers, normally the staff reviews, takes the recommendation to one of the committees. He requested the Council to discuss among them- selves how they want it set up. The Mayor and his staff should review all of the proposals and make a recommendation back to the Council with the proper documentation. Everyone was in agreement of understanding of the scope of the project. W/S Supt. Hyde, for informational purposes, stated that some requests for sewer by some City residents that live within 1} block area of the project who currently are not served by City sewer have been received. The facility plan has identified that area as a logical extension of this sewer system. It is not part of the CDBG project and that is why it has not been brought up sooner. The area is on 8th and 9th Ave. between 9th} and llth St. There may be a way to include this extension in the bid. Although the payment will come from different sources, the City may be able to receive a more reasonable price. Adjourned 6:30 P.M. as