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03-03-88 Public Works Comm MinutesT - March 3, 1988 WATER AND SEWER COMMITTEE MINUTES 4:00 P.M. Attendance: Chairman Nystul, Councilwoman Hafferman, Councilman Saverud, Councilman Furlong, Mayor Kennedy, City Attorney Neier, DPW Hammer, COD Gallagher, Parks Director • Baker, City Surveyor Zavodny, Clerk/Treasurer Halver, Acting Building Official Kerzman, City Accountant Robertson, W/S Supt. Hyde, Jay Billmayer, Butch Woolard, Tony Martel, Ronnie Pack, Steve Cummings and Roger Hopkins. TWO MILE VISTA LIFT STATION DEVELOPERS EXTENSION AGREEMENT C. Nystul stated the Developers Extension Agreement relating to the lift station at Two Mile Vista had been received for review and reocmmendation by the Water and Sewer Committee. W/S Sept. Hyde stated that the City of Kalispell has not accepted the improvements in general, the station force main, collection line and the water main. After review of past and current records, W/S Supt. Hyde stated that an easement should be required for Lot 7. This allows access of the City crew if maintenance was needed at the lift station. City Attorney Neier stated that the City of Kalispell requires that a letter be received by the City stating that the persons on Lot 7A, who are currently being served by the lift station, have indeed paid a fee or have been granted use of the lift station. C. Nystul stated that after the requirements of an easement and a letter from Mr. Pack have been fulfilled, the Committee is in agreement to recommend approval to the City Council. FIRST ALLEY WEST 1. Roof Drains C. Nystul presented a letter from Jay Billmayer to DPW Hammer and W/S Supt. Hyde in regard to the roof drains on First Alley West with a request for direction from the Committee on the advisability of roof drains. Mr. Billmayer stated the concern of his firm is that a number of the buildings along First Alley West . connected their building's roof drain into the sanitary sewer. He went on to say that his firm is not negotiating with the property owners to settle the issues over connection to the new system and acceptance of the pumps where they are required and the roof drain issue keeps arising. The water can drain into the catch basins from the surface of the alley. Where the catch basins do not exist, they would be installed. The Water and Sewer Committee will recommend to the Council to have the current roof: drains removed from the sanitary on First Alley West. 2. Alley Access Encroachments Jay Billmayer requested the Committee to make a deci- sion in regard to alley access encroachments on First Alley West. He stated, for example, the staircase which has been abandoned or not being used on the Kalispell Hotel, is in the alley right-of-way by four feet and is very close to the proposed sewer line and is a major conflict for construction. After some discussion, the Committee agreed to have the plans specify the elimination of the staircase in the alley right-of-way. 3. Conduits Billmayer Engineering is advising that conduit risers be installed through the paving surface allowing the utility company to put an adapter into the riser and run the wire into the building without tearing up the newly paved surface. Mr. Billmayer stated the appropriate approach to coordination of the construction is to have the City construction completed and after, hooking up the new services. C. Nystul stated there is a cost sharing of running electric, telephone and cable TV conductors. Based upon Pacific Power and Light's figures, the cost to the City is approximately $100,000. The Committee was in agreement for the underground conversion date to be set upon termination of the first contract. • 4. Soil Testing Mr. Billmayer stated that he has secured two quotes from soils consultants. The proposal is to form a boring at least one per block and identify problem areas. The consultants would then generate a shoring soil stress number � V, March 3, 1988 WATER AND SEWER COMMITTEE MINUTES Page 2 which is used in shoring design if a contractor had to shore. The specifications are constructed in that the contractor can construct open or shored trench. All material is exported from the trench and stable gravel is put back into the trench. If shoring is to be done in this project, it will be required that plans be submitted by a pro- fessional engineer so that the Building Department, Public Works Department and Billmayer Engineering can review the plans. The cost of soil testing is between $5,000 and $7,000. City Accountant Robertson requested direction to which line item in the budget would be charged for the soil testing. DPW Hammer stated that he did not believe that soil testing was a necessary expenditure since shoring is the way the Contractor will go. Butch Woolard, of LHC, Inc., stated that, as a professional, he would shore the alley. The Committee questioned the legal opinion of City Attorney Neier. City Attorney Neier responded from the aspect of possible liability of the City should one of the buildings collapse. He stated the City's position would be better if prevention methods, such as soil testing, were taken. The Committee was in agreement to recommend the expenditure for the soils testing to the Council. The Committee did not make the decision of which line item would incur the cost. EMANUEL LUTHERN HOME - BUFFALO HILL TERRACE - WATER AND SEWER HOOKUP FEES W/S Supt. Hyde explained the history behind the hookup fees for the Buffalo Hill Terrace, water and sewer. He stated that the original quote, over the phone, was based upon the information given by the other party, i.e., what would the hookup fee be for water and sewer based on a 4" water line servicing one building. The original quote was $9,800, given before the plans had been received by the City for the project. In January, 1988, Acting Building Official Kerzman questioned W/S Supt. Hyde what the fees would be for this project. At this time, W/S Supt. Hyde discovered that the fees were for a 100 unit building. Based upon the City's adopted water and sewer rate schedule, the appropriate fee for a 100 unit building is $60,000. W/S Supt. Hyde described the two step process in determining the cost of the fee. The first is to figure the size of the water service line that supplies water to the building, which specifies a minimum fee for water and sewer hookups. The second step, which has recently been added to the rates, relates to the number of living units within the building, $500 per unit for sewer and $100 per unit for water. The higher of the two fees, as per the rate schedule, is the correct fee to be charged the project. During the bid process, a sub -contractor for Martel contacted W/S Supt. Hyde and asked what the hookup fees would be for a 4" water service line. Based upon the information given, W/S Supt. Hyde gave the lower of the two estimates. DPW Hammer stated that this was a general inquiry, as are most of the inquiries over the phone, and that W/S Supt. Hyde did nothing wrong to give the person on the phone a general answer. If the question had been more specific, so would the answer. W/S Supt. Hyde stated that Mr. Martel is at the meeting to request that the City apply some flexibility toward the application of the rates. Mr. Martel stated that during the bid process, they receive approximately 100 phone calls with the bid information. He stated that the phone process of bid information is a normal function of his construction firm. A sub -contractor specifically doing the site utilities called Andy Hyde prior to compiling their bid and asked for the quote on the Buffalo Hill project. When the sub -contractor phoned in their quote, they had incorporated the hookup fees based on W/S Supt. Hyde's first estimate. Martel incorporated the sub- contractor's bid into their own and gave the lump sum price to the owner on the project. He stated that he did receive the rate schedule for water and sewer hookup fees for the City of Kalispell in January, 1988. At this time they started the process of speaking with the City of Kalispell. • There is one 8" sewer connection and two taps into the water line. C. Nystul stated for clarification purposes that there is one sewer line that comes out into the City's main and five sewer laterals off of the building. March 3, 1988 WATER AND SEWER COMMITTEE MINUTES Page 3 W/S Supt. Hyde has spoken with Tom Flynn, who originated the rate schedule, to understand how the conflict between minimums and per living units would be settled. • The basis for the per unit charge is for every unit the developer is going to demand a certain amount of water and produce a certain amount of sewage. The impact on the City's system is the determining factor and the schedule was prepared for fairness purposes. Mr. Martel requested the City of Kalsipell to honor the quotation which W/S Supt. Hyde gave over the phone. C. Nystul stated that based upon the lateness of the hour, the issue could not be resolved today and after some additional review of the subject, the Committee will meet again but did not specify a time. SOUTHWEST KALISPELL PROJECT Susan Moyer stated that City Accountant Robertson has expressed interest on the budget resolutions that have been prepared on the overall budget as it was submitted to Commerce for the Grant in order to enter the information on the computer and the correct line items on the bar system. The first budget resolution is nothing more than the way the grant was submitted and the total budget has been for a long time. The second budget resolution is the one the Committee members need to be familiar with before the Council meeting of March 7, 1988. C. Nystul stated that the first resolution is to approve transfers for the current fiscal year. After some discussion of how Community Development will handle the internal mechanics took place, the Committee agreed to recommend to the Council for the passage of the first resolution. The second resolution relates to the formalization of the project funds. The resolution is appropriate up project funds in order for the City Accountant to take the funds out of the appropriate fund budget, lump them into one fund and run all of the expenditures out of only one. The Committee is in agreement to have C. Saverud recommend this resolution for approval at the Council meeting. Susan Moyer reported that both the Department of Commerce and their legal division are of a joint opinion that W/S Supt. Hyde cannot, based upon the language of A102, be on the ranking Committee for the selection of an engineer for the SW Kalispell Project. Mayor Kennedy told the Committee who would be on the ranking Committee. The Committee members ranking the engineer for the SW Kalispell Project are Chairman Hammer, Fred Zavodny, Ben Van Dyke, Susan Moyer and Ross Plambeck. The Committee will go through the Water and Sewer Committee with a recommendation and the Water and Sewer Committee will bring a recomendation before the Council. Adjourned 6:30 P.M. ss .-