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05-31-89 S&W Comm Minutes4 May 31, 1989 SEWER AND WATER COMMITTEE MINUTES 8:15 A.M. Attendance: Chairman Nystul, Vice Chairman Hopkins, and Councilman Furlong. u Others Present: Mayor Kennedy, DPW Hammer, City Accountant Robertson, S/W Supt. Van Dyke, Susan Moyer of Community Development, and Jay Billmayer of Billmayer Engineering. UPDATE - WWTP S/W Supt. Van Dyke informed the Committee of the progress of the WWTP design and construction as follows: May 2, 1989: Mayor Kennedy, DPW Hammer, S/W Supt. Van Dyke, Chief Operator Olsen, Dennis Carver, Scott Anderson and Craig Brawner of EPA traveled to Kelowna, Penticton, and West Bank to tour wastewater treatment plants which were engineered by Stanley and are similar to the treatment plant Kalispell will construct. May 22, 1989: A meeting took place with Dennis Carver, who explained the preliminary design criteria to DPW Hammer, S/W Supt. Van Dyke and treatment plant personnel. The staff has been reviewing information obtained from this meeting. June 1, 1989: An all day workshop is to take place with Carver Engineering and Stanley on the design in detail. S/W Supt. Van Dyke stated the following schedule is response to questions raised in a Council meeting regarding the WWTP schedule: April 3, 1989 - May 18, 1989 May 18, 1989 - June 2, 1989 June 2, 1989 - Nov 29, 1989 Nov 29, 1989 - Jan 28, 1990 Jan 28, 1990 - Feb 27, 1990 March, 1990 August, 1991 Study and Report Preliminary Engineering Final Design State Review Bid Advertisement Award Contract Complete Construction The Study and Report phase is nearing completion and Preliminary Engineering is beginning. • S/W Supt. Van Dyke presented the Committee with photographs of the tours taken in Canada. Two pictures of composting facilities, a picture of a treatment plant in construction, and two pictures of reactors at Kelowna. He pointed out the treatment plant in Kelowna is within a housing development and does not emit odors. Mayor Kennedy stated the Kelowna treatment plant has 15,000 rainbow trout growing in their effluent. C. Furlong complimented the presentation and requested that a record include more general information regarding the Study and Report phase, the trip taken, meetings and their outcomes, in order for him to monitor the project. The Council should receive an official chronological record. UPDATE SOUTHWEST KALISPELL S/W Supt. Van Dyke informed the Committee of a pre - construction meeting which took place May 3, 1989. Construction began May 8, 1989. He presented a map of the Southwest area and explained the progress o-f the contractor. 4th Ave. W. water and sewer mains are completed. A portion of Sunnyside is complete and is continuing on 6th Ave. W. The general construction schedule -is to complete 6th Ave. W., 7th Ave. W., and 5th Ave. W., respectively. DPW Hammer, Surveyor 'Lavodny, Susan Moyer, S/W Supt. Van Dyke, and Sewer Maintennace Foreman Anderson have been conducting periodic on -site inspections. Minor problems have been detected and corrected. For the size and complexity of the project it has been smooth. Consider- able coordination is taking place with the contractor and private plumbers. Susan Moyer stated the residents are extremely complimentary of the construction workers and the engineering crews. • S/W Supt. Van Dyke informed the Committee Fire Chief Waggener has been inspecting the site for access availability. C. Furlong requested official documentation on the SW Kalispell project for complete record keeping, time lines, and associated problems. G. Furlong questioned if response has been made to a letter received relating to the SW Kalispell project and the Evergreen area explaining the differences between the two projects. • Mayor Kennedy volunteered to respond if a response has not yet been made. C. Hopkins questioned if truck routing off Meridian Road has been solved. DPW Hammer responded that although verbal agreement for an alternate route had been made, LIIC is utilizing Meridian for hauling. He is concerned for the new portion of Meridian Road by Roy Stanley and that it will not tolerate the overweight loads. The road is designed for truck traffic but not for overload. He has discussed the issue with the City Attorney and was informed that if a load limit is placed on Meridian Road at this time, LHC may have a request for a change order because the load limit was not in place prior to bidding. The City Attorney has suggested requesting LHC to lighten the weight on the loads, and if this continues the City may have to call the state for a weight scale. C. Furlong questioned if most roads are built to the same standards. DPW Hammer responded no, residential street asphalt is placed at 2} inches if low traffic, 3 - 31 inches if medium traffic, and 4 - 5 inches if truck traffic. C. Nystul recommended that if further discussions are to take place regarding interpretation of the contract the City Attorney should be present. His conversation with the City Attorney is that no provisions were made, no specifics in the contract, that prohibit the contractor from using the City streets within established parameters. If different routes are to be required, then the City should prepare to pay for the change. C. Nystul questioned Mayor Kennedy who is designated as the City contact person on the Southwest Area project and if this has been communicated to Carver Engineering • in writing. Mayor Kennedy responded S/W Supt. Van Dyke is the designated City contact. S/W Supt. Van Dyke stated it is in writing by means of the pre-constructon minutes. C. Nystul questioned the circumstances regarding the additional 300 feet of water line on 4th Ave. W. S/W Supt. Van Dyke explained that practice in the past has been that whenever the City reconstructs a street, water main replacement is considered. This street is in the contract to reconstruct for asphalt and curbs. The water main replacement was not included. He negotiated with LHC for labor and the City supplied materials. The actual amount of footage added is 740 feet. The cost for installation of the main and services is under $10,000. C. Nystul stated for informational purposes that Community Development has solicited proposals from plumbers to install the sanitary sewers. Susan Moyer added that this is for the first aspect of the project, 4th Ave. W. The bids will be going out in small bid packets, from six to ten units at one time. All LMI residents will receive new water lines and new sewer as well as having their $500.00 hookup fee paid for them. UPDATE - TELEMETRY S/W Supt. Van Dyke reported the construction completion date for the telemetry was May 23, 1989 and is not complete to date. The projected completion date at this time is June 7, 8, 9. On June 7, 1989, the optimization team from Denver and Motorola will perform the final switch overs and change ovens from the old telemetry to the new. In addition, a training session will be conducted at this time. S/W Supt. Van Dyke explained reasoning for delay on completion. C. Nystul questioned if a penalty clause was included in the contract. S/W Supt. Van Dyke responded he • believes it was included and the Department is keeping record of all time and overtime spent for manual operation of the pumps. C. Nystul informed the Committee the existing telemetry works off of several motors and telephone lines installed in the 1950's and has failed requiring manual operation. May SEWER AND WATER COMMITTEE MINUTES Page 3 UPDATE - FIRST ALLEY WEST Mr. Billmayer reported Billmayer Engineering is reviewing a recently received pay request from Chet Brown. The project is nearing 100% completion. The area between 1st St. W. and 2nd St. W. is to be coordinated for completion with Parks Director Baker. The contractor will be given a deduction for • work performed by the City. Mr. Billmayer expressed frustration with paving completion and the paving contractor has not yet completed their portion of repair. A walk through with the Public Wroks Staff has taken place outlining responsibilities with each contractor and subcontractor. Another walk through with the Public Works Staff will take place in order to finalize the project. The final work product has not been accepted and Billmayer Engineering has not made recommendation for final payment. Mr. Billmayer reported quotes were secured from light suppliers for alley lights approximately one year ago. A fixture and pole style were selected, and pole bases were constructed. The supplier sent a wrong pole size on some of the poles. It is difficult from the quote to determine if the supplier is responsible for the error. He informed the Committee that when the sequence of the underground conduit took place and poles were removed, the utility companies installing the wiring and energizing damaged surface areas of the alley. The paving contractor performed final patching including the patching of the pole removal areas. The areas repaired were measured and pictures taken and Billmayer Engineering will make recommendation when the City does the final settlement with P P 6 L, the Telephone and Gas Co., for a deduction due to damage. C. Furlong suggested the persons responsible for the damage be officially notified by the engineer in order to make them aware at this time and not be disputed at a later date. C. Nystul pointed out different view points: 1) In fairness, the utility companies • should be notified of their responsibility to compensate for damages, and 2) Since the City has no control over unit price cost relating to the utility companies, if notified, they could charge the amount on top of their billing. Mayor Kennedy reported E. thomas Electric is installing the electrical for the lights and the City will be installing the poles. C. Nystul commented the concrete bumpers piled on the First Avenue West parking lot have constituted a tripping hazard and a driving hazard throughout the winter and he is amazed that this has not been addressed by City personnel. Mr. Billmayer responded they have been continually raising this issue with contractor. A coordination problem existed with patching, etc. City Accountant Robertson requested Mr. Billmayer to provide a breakdown on the engineering costs as is related to sewer. Mr. Billmayer agreed. SEWERMAINTENANCE/CONSTRUCTION VEHICLE S/W Supt. Van Dyke stated $20,000 is budgeted for a sewer maintenance vehicle, a one ton chassis w/flatbed and toimny gate. The sewer department needs this to carry their lids, rings, and sections of manholes. The rings weigh as much as 200 lbs. The sewer department is becoming more and more involved in building lines. S/W Supt. Van Dyke requested the Committee to recommend to the City Council to authorize going out for bids on this vehicle. C. Nystul questioned the estimate of cost for the vehicle. S/W Supt. Van Dyke responded the estimated cost is $18,000. • C. Furlong questioned the vehicle the sewer department is currently using. Sewer Maintenance Foreman Anderson responded they are using the backhoe and two men. If the new vehicle were purchased, only one man would be off the job site. May 31, 1989 SEWER AND WATER COMMITTEE MINUTES Page 4 C. Purlong moved the Committee recommend to Council the authorization to Vo Out for bid on a one ton flatbed with the tommy lift C. Hopkins seconded. With all in favor the motion carried. • ESTABLISH SALARY - ASST. S/W SUPT. Mayor Kennedy stated the Council has authorized the hiring of a Water and Sewer Supt. with an assistant and requested the Committee to establish a salary for the assistant for advertising the position. C. Nystul questioned if the need for an assistant at this time has been established. Mayor Kennedy responded yes. C. Nystul questioned the job duties of the assistant. S/W Supt. Van Dyke responded he had stood up previously at a Council meeting and told everyone two people were needed desperately. There are a lot of grey areas which require major decisions in addition to projects. Tasks cannot be completed on a timely basis with constant interruptions. Another person is needed to carry overload. He is attempting to work on tasks not previously been addressed or completed by past superintendents. He then listed ongoing projects which require monitoring on a daily basis, SW Kalispell, WWTP, water regulation revisions, water billing adjustments, customer complaints and inquiries, etc. He has compiled four pages of uncompleted projects and is requesting assistance in every day office tasks so he can have more time to spend on more pressing issues. C. Nystul questioned if the water department needs any additional staff persons such as a customer service representative who handles billing questions and problems. S/W Supt. Van Dyke responded this would be one duty delegated to the assistant. The department may need additional labor force help as well to assist in maintenance. C. Nystul questioned if S/W Supt. Van Dyke has a projection to hire a summer maintenance • crew. S/W Supt. Van Dyke responded that he has a maintenance crew, he needs a construc- tion crew. C. Hopkins stated it is with great reluctance that he ventures on this ground already chartered, but specifically questioned S/W Supt. Van Dyke that if the Committee goes back to a concept that has been turned down by the Council, a coexistent sewer supt. and water supt., where would he feel his expertise would lie within one of the positions and does he feel that he could handle some of the things that are being required attention wise if there were two people with coequal powers to run the departments. S/W Supt. Van Dyke responded his experience has been in the water department and is just beginning with wastewater. At this point his choice would be toward wastewater. He would work either position, although he believed everyone to have given up on the concept. An attempt was made to obtain two positions and may be the best way. DPW Hammer stated the job description for the assistant supt. addressed more customer relations and expertise in the water department. S/W Supt. Van Dyke had the luxury for this job in reviewing all engineering drawings for sewer and water as construction inspector, as well as being the construction inspector of a private engineering firm and worked for the City of Boulder. It is the decision of the Public Works Director and possibly the Mayor to outline the assistant's job responsibilities, which involve emphasis on day-to-day operations of the water operations. It is basically the same as having two separate positions, but the assistant will report to S/W Supt. Van Dyke. C. Hopkins stated his follow up question is in thinking about the scenario which was • turned down, if somebody were to be in charge of the water dpeartment would the problems be addressed or still require an assistant for a full time supt. It may not be valid to have two separate positions if the water department would still require a supt. and an assistant. May 31, 1989 SEWER AND WATER COMMITTEE MINUTES Page 5 'C. Furlong stated from what he is hearing more labor work force may be required to complete tasks. He is concerned of hiring an assistant and the current staff not being able to bring everything up to date. • S/W Supt. Van Dyke stated all he is doing is putting fires out. C. Hopkins stated another possibility is the offer of EPA for some payment for a project manager for the treatment plant. He stated he was not sure and did not know enough about the qualifications and background to know whether or not S/W Supt. Van Dyke would satisfy EPA requirements for the project manager. If not, should the City still be looking for someone who would fulfill the requirements. C. Nystul questioned the qualifications required of the assistant. Mayor Kennedy read the education, training, and experience requirements. C. Nystul stated the job description read is clearly management and questioned management vs union for the position. He is not enthusiastic about an assistant superintendent at this time. Mayor Kennedy responded the Council has authorized the position. C. Nystul stated this is somewhat unclear. Mayor Kennedy stated it came from Committee to publish two separate positions and the Council has authorized the position. C. Nystul stated that maybe the request for salary should go to the Council as a whole. Mayor Kennedy responded he did not think so, just because C. Nystul is against this. It is the duty of the Sewer and Water Committee. C. Hopkins stated the Committee should inquire of EPA as to their requirements for a project manager. C. Nystul stated he does not understand how DHES' suggestion of a project manager fits into the City scheme. Mayor Kennedy responded he believes the City still needs two people regardless. EPA wants the City to hire a project • manager and there is a possibility to use some of this to pay a portion of the person's salary. Irregardless of this, in order to accomplish work efficiently within the City two people are needed. C. Hopkins stated his reasoning for agreeing to the hiring of the two person concept was based upon the possibility that one of the two people would oversee the project management of the WWTP. DPW Hamemr stated he has spoken with Scott Anderson and learned if the City had gone the route of having a sewer supt. at the WWTP, EPA would have preferred him to be only a project manager but would fund a portion if the supt, were to remain at the plant. C. Furlong stated he has some doubts about EPA helping with S/W Supt. Van Dyke's salary. The engineer, Dennis Carver, has stated he was not sure what the project manager would be utilized for at the WWTP. He believes the Committee ought to revisit the idea of seaparate positions. In order to do this he proposed the job descriptions be clearly defined. He will personally support this for Council action and will support a motion to have the Council reconsider the current situation and that it has not worked out as he believed it would. C. Hopkins stated he supports the suggestion and would like to concurrently or separately sit down with someone from EPA to find out what is available for funding and if the City can incorporate the required duties in a supt. position. •S/W Supt. Van Dyke informed the Committee that Scott Anderson is to be in Kalispell for discussion of the design for the WWTP on June 1, 1989. C. Nystul requested to meet with Scott Anderson informally. S/W Supt. Van Dyke will attempt to set an appointment for 11:30 A.M. and will confirm with C. Nystul. May 31, 1989 SEWER AND WATER COMMITTEE MINUTES Page 6 ,Mayor Kennedy stated the staff and he have always wanted separate positions. It is the ideal situation. C. Nystul suggested the Committee meet with Scott Anderson and reconvene the Committee as soon as possible thereafter. The Committee was in agreement. SID 337 Mayor Kennedy reported he has informed the WQB of the Council balking at the ordinance to require the hookup for SID 337. The WQB responded the Council needs to take action by vote requiring the people to hookup by 1991, which will be reported to residents by letter. An ordinance is not required. If this is done by Council vote, WQB will reimburse remaining monies. C. Nystul questioned if the Committee is willing to concur with that he be authorized with the full support of the Council to write the letter to t residents in the area of SID 337 requiring them to hook on by 1991. Mayor Kennedy stated this has to be voted on by the Council to be documented in the minutes. C. Hopkins so moved. C. Furlong expressed concern for the affect this may have on the 17 island annexations and seconded the motion to put on the floor. He expressed concern for appearing unethical in sorting out citizens for different requirements. DPW Hammer explained the differences between the SID/EPA grant and the 17 annexations. C. Nystul stated he would support the motion to get it to the floor of the Council as being a better position than the ordinance that Council has postponed the second reading and then called for a vote. There being two ayes and one ney, the motion carried in favor. • BIDS - WATER/SEWER MAIN MATERIALS, SERVICE FITTINGS/TUBING C. Nystul questioned if quantities are prepared for items requesting to be bid. S/W Supt. Van Dyke responded the quantities are not clear at this time. C. Nystul questioned if blanket authorization is needed in order to proceed with the process. to prepare the quantities of FVCC - WATER MAIN EXTENSION DPW Hammer reported he has spoken with persons from Architects Design and from the college. The college and Architects Design have stated the water mains going through the property are to be private mains. DPW Hammer argued these mains will be City sewer and water mains. It needs to be perfectly clear these mains will be City mains. Unless the Council states otherwise, the recommendation of the staff is to require these mains to be City mains and acquire easements. The college has stated they cannot affor $10,000 for the engineering asbuilts. DPW Hammer has spoken with Carver Engineering who assured the price for asbuilts is $2,000. DPW Hammer believes the mains should belong to the City and the college will have to pay the bill regardless of the cost. This is required of any major devleopment in order to remain in control of use, annexations, and extensions. C. Furlong recommended the water and sewer mains on the college property be owned by the City of Kalispell with right of easement. If there are any further problems with the college his recommendation is to have the college representatives appear before the Sewer and Water Committee and/or Council to plead their case. 40 C. Nystul questioned if this could be restated as follows: The Sewer and Water Committee finds no reason to deviate from the standard Dolicv of lines beine mains mains being property of the City. C. Furlong responded yes and any opposition be brought before the Council. C. Hopkins agreed. May 31, 1989 SEWER AND WATER COMMITTEE MINUTES Page 7 'ARMORY WELL VALVE S/W Supt. Van Dyke reported parts are on order for repair. A smart motor control is being placed on the motor. It is a new type of motor control which starts the 200 hp motor slowly which alleviates the large surge of water • currently experienced. Adjourned: 10:35 A.M. as