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03-29-88 Public Works Comm MinutesMarch 29, 1988 PUBLIC WORKS/PUBLIC SAFETY 4:00 P.M. SEWER AND WATER COMMITTEE MINUTES Attendance: Chairman Gunnerson, Councilman Nystul, Councilman Schindler, Mayor Kennedy, City Attorney Neier, DPW Hammer, Police Chief Clark, Acting Fire Chief Waggoner, Surveyor . Zavodny, Construction Inspector Van Dyke and Ross Plambeck, Community Development. Others Present; Roger Hopkins, Daily Interlake; Bob Stauffer, Billmayer Engineering; Robert E. Lincoln, Robert C. Lincoln, Rich De Jana, Attorney, representing the Scoreboard Bar; Phil Neuherth, Tom O'Neil, representing Rax Restaurants; and Jim Thompson, repre- senting Architects Design Group. Chairman Gunnerson opened the meeting with the first agenda item. THE SCOREBOARD BAR - SEWER HOOKUP PROPOSAL W/S Supt. Hyde presented the proposed plans for the extension of sewer services and gave a brief history of the Scoreboard Bar's failed septic system. It has been determined that the preferred alternative (shown on the plans) from the City's standpoint is to extend the main and have the Scoreboard hook on with a service line. It is not acceptable to extend a 6" service line to the main. He stated that the minimum size and depth to serve the Scoreboard Bar is a shallower 8" line, the requirement is for a 10" line with a depth of 2' greater than the minimum that could be -installed for the Scoreboard. W/S Supt. Hyde stated that per City Regulations, the City shall pay the difference in cost between the minimum that the developer could install to serve his development and what the City of Kalispell would require as a system to serve the whole area. W/S Supt. Hyde requested the Committee's input in regard to the City's participation cost wise to install a larger system to serve the area in the future. Mr. De Jana, Attorney, gave a brief history of the Scoreboard Bar in regard to ownership and the requirements of the receivers. He stated that the annexation is delayed at the Flathead Regional Development Office due to a zoning problem. He stated the benefits to •the City, being approximately $16,700 in tax revenues, aside from property taxes. The representatives of the Scoreboard requested the Committee to approve the cost difference for the 10" line and the greater depth. C. Gunnerson requested City Attorney Neier to render a legal opinion on the funding. City Attorney Neier stated that if the line is to be deeper and larger, in accordance with City Standards, per Tariff Regulations, the City should fund the difference. He also pointed out that this project is estimated to be greater than $10,000 and that bids will have to be let. C. Nystul stated that with a Waiver of Protest of Annexation and a Consent to Withdrawal from the Rural Fire District signed by the responsible parties, the sewer project can move ahead regardless of the annexation issue. After the legal issues of the bar have been resolved, the City can annex the property. He also advised Mr. De Jana that in addition to the standard hookup fees, there is a capital cost hookup fee that is divided among potential users so that everyone shares what the City has already expended for the lift station in Woodland Park. DPW Hammer stated that at the time of annexation, there is going to be a requirement of a water main, per the Fire Department, within one year. W/S Supt. Hyde stated that there is a requirement for the fire hydrant to be moved to be not more than 300 feet from the Scoreboard. The main will have to be extended to serve the hydrant. He advised the Committee to look at both of these extensions if the City is going to cooperate with the funding. • Motion: C. Nystul moved that the Committee recommend to the Council that the proper way to extend the sewer line is for the extension of the main as designed in the overall plan and further directing the Staff to prepare some cost estimates for sharing of costs between the developer and the City on the extension in order to develop a course of action to t period of time. March 29, 1988 PUBLIC WORKS/PUBLIC SAFETY Page 2 SEWER AND WATER COMMITTEE MINUTES Motion cont.: In addition, any extension of the sewer is contingent upon the standard City Policy of either annexation or consent to withdrawal from the Rural Fire District and Waiver of Protest of Annexation being executed. C. Schindler questioned Mr. De Jana if they would fund the cost of the hydrant, if necessary. Mr. De Jana responded yes, if worse comes to worse, but may request the City to do the installation. C. Nystul explained that the intent of the motion is to come up with some cost figures. C. Gunnerson clarified that the motion covers the extension of the sewer main to the point of the north boundary of Lot 16. The motion does not include the water at this time. The motion carried unanimously upon roll call vote. Motion: C. Nystul moved that the Staff be requested to nrenare a sketch and cost estimate for the extension of the water line from the intersection of Conrad Drive and College Avenue to the intersection of Woodland and Colleee Avenue with further recommendations t The motion carried unanimously upon roll call vote. There being no further business to discuss regarding the Scoreboard Bar, Rich De Jana, Robert E. Lincoln and Robert C. Lincoln excused themselves from the meeting. VACATION OF 1ST ALLEY E.N. DPW Hammer stated that RAX Roast Beef is looking at purchasing the Kalispell Cabin property from the O'Neils and constructing a new development. He stated that the four land owners adjacent to the alley have petitioned for vacation. C. Nystul questioned the utilities in the alley. There is an 8" sanitary sewer in the alley. Acting Fire Chief Waggoner stated, after reviewing the sketch of the proposal, that the access for fire trucks is narrow. DPW Hammer and Surveyor Zavodny stated to the Committee that with the vacation of the alley, the City would retain the proper easements for the entire alley and that with the site plan review, the staff can require enough access for fire trucks. The Committee requested a site plan of the proposal in order to present the vacation to the entire Council when the time comes. DPW Hammer stated that after speaking with City Attorney Neier, the vacation of 1st Alley E.N. needs to be placed on the City Council agenda for Monday, April 4, 1988, in order for the Council to set the public hearing. Motion: C. Nystul moved that the vacation of 1st Alley E.N. be placed on the Council agenda for Monday, April 4, 1988. C. Schindler seconded. The motion carried unanimously upon roll call vote. There being no further business to discuss regarding the vacation of 1st Alley E.N., • Phil Neuherth and Tom O'Neil excused themselves from the meeting. FLATHEAD VALLEY COMMUNITY COLLEGE C. Gunnerson requested the Public Works Staff to pre- pare cost figures in reference to the extension of services to the relocation site of the FVCC in Kalispell. This is for a cost study Mr. Thompson is preparing. March 29, 1988 PUBLIC WORKS/PUBLIC SAFETY Page 3 SEWER AND WATER COMMITTEE MINUTES FVCC cons. Mr. Thompson stated that their firm, Architects Design Group, has been requested by the college to prepare an analysis of the site that relates to the development of the ceuupus in Kalispell as it may relate to the development of the Whitefish site. The college has requested a response from the City of Kalispell in regard to the willingness of the City to bring utilities either to the site or onto the site. Mr. Thompson is requesting infor- mation that will give him an idea of the point that the college will be able to connect onto the City's services in the proposed area, mainly water and sewer. Storm drainage will be handled on -site. C. Nystul questioned if the determination of needs has been made in regard to flows, sanitary sewer flows, etc. Mr. Thompson stated that the biggest determining factor on the size of the water will be for fire hydrants, 8" water and 8" sewer. W/S Supt. Hyde stated that the question of sewer pipe size is important due to the remaining capacity of the pump station the sewer will utilize. DPW Hammer stated that, per Jay Billmayer, Billmayer Engineering, there is 75% capacity remaining. C. Gunnerson requested the Public Works Staff to look at the cost figures and make comments and report back to the Committee at the regular meeting of the Committee on Wednesday, April 6, 1988, 4:00 P.M. Mr. Thompson is to prepare data relating to the location of the buildings. Mayor Kennedy requested that this review include a study of the pressure problem in that area. There being no further business to discuss regarding the FVCC site, Mr. Thompson excused himself from the meeting. 1ST ALLEY WEST - STORM DRAINS W/S Supt. Hyde introduced Bob Stauffer, Billmayer Engi- neering. He referred to the memo dated March 17, 1988, listing the recommendations of the Public Works Staff in reference to storm drainage on 1st Alley West. Mr. Stauffer presented a set of drawings reflecting the recommendations. Discussion took place in regard to the number and location of the sump pumps, location and direction of the roof drains and location of the proposed storm drain system. Surveyor Zavodny recommended that the inlets be kept off of the sidewalks in order to prevent runoff onto the sidewalk and then into the drain. Motion: C. Schindler moved that the Committee accept the Public Works Staff's recom- mendation on the 1st Alley West storm drainage system for storm drains from 1st Sc. to 3rd St. C. Nystul seconded. The motion carried unanimously upon roll call vote. C. Gunnerson expressed his appreciation of the Public Works Staff for their recommendation. There being no further business to discuss regarding 1st Alley West, Bob Stauffer excused himself from the meeting. • REMICK SEWER W/S Supt. Hyde reported, for informational purposes, that the trunk line sewer project has evolved to the point of deciding how to abandon the old trunk line underneath the existing structures on the Remicks' property and continuing to provide sewer service to the existing structures in the area. March 29, 1988 PUBLIC WORKS/PUBLIC SAFETY Page 4 SEWER AND WATER COMMITTEE MINUTES LUTHERN HOOKUP FEES Mayor Kennedy stated that he had placed this item on the agenda due to the fact that the issue of the Luthern Home hookup fees needs to be resolved and ques- tioned the progress. C. Nystul stated that method of calculation for this project, being the first project under the existing ordinances that the magnitude of the fee has come up, will take some more study. He stated that there will be a recommendation by Wednesday, April 6, 1988. C. Gunnerson stated that based upon the confusion of the differences in the quoted hookup fees, he would like to recommend to the Personnel and Policy Committee that anything out of any department as far as quotations, for City and individual protection, be followed up in writing after presentation over the telephone. C. Gunnerson also stated that if the party on the phone is unwilling to give the information required to give an accurate quote, then the information is not to be given out. PARADES Police Chief Clark stated that the Safety Committee approximately one year ago had changed the parade route to lst Ave. W. on a trial basis for one year. The trial period has ended. He reported the advantages and disadvantages of the two locations. He expressed his major concern for the throwing of candy from the floats to the children on the sidewalks. This can encourage children to run into the path of the parade. Police Chief Clark stated that he and his department are willing to work with the various groups to have the option available to hold the parade on Main St. as well as working with the cartage companies on detours. • The Committee discussed various truck detours for the parades and ways of traffic control. Motion: C. Nystul moved that the Committee refer to the Council the concurrence with the Chief of Police that he be authorized to allow parades on Main St. or 1st Ave. W. as the participants and he agree,and that throwing of candy will not be permitted. The motion carried unanimously upon roll call vote. ALARMS The Police Department is currently monitoring approximately 45 alarms for various banks, institutions, etc. Police Chief Clark stated that he feels that the City shouldn't hold total liability in case of failure to interpret the alarms correctly or if there is a malfunction with the alarm. C. Gunnerson suggested the City obtain a liability release from the places being monitored. C. Nystul stated a brief history of the alarm issue regarding the City's monitoring of the alarms. After some discussion took place of the various alarms the City should keep and ones to possibly relocate, as well as the issue of liability, the following motion was made: Motion: The Motion was made to recommend to the Council to authorize the City Attorney to prepare a document to limit the liability of the City. • C. Gunnerson stated that this issue should be pursued. Police Chief Clark is to conduct additional research into various alternatives. March 29, 1988 PUBLIC WORKS/PUBLIC SAFETY Page 5 SEWER AND WATER COMMITTEE MINUTES REPORT BY POLICE CHIEF ON RECENT TRIAL Mayor Kennedy stated that Police Chief Clark was recently a federal witness for a trial. They paid him $30.00 per day for four • days, as well as being on the City payroll. Police Chief Clark requested direction from the Committee on cashing the check or not. C. Nystul stated that the statute doesn't address witness fees, only juror fees. C. Gunnerson will research the issue and report back to Police Chief Clark. ORDERING IN OF CURBS Surveyor Zavodny presented a list of some streets which the Public Works Deparmtnet is considering for reconstruction this year. He explained the assess- ments to the property owners affected. He requested the ordering in of curbs be placed on the Council agenda and be passed in order to have time to obtain the legal descriptions and prepare letters to the property owners. C. Gunnerson has request DPW Hammer to prepare a priority list of streets for recon- struction as well as funding breakdown. DPW Hammer stated this is almost complete to date and questioned where the funds will be coming from. There is unsurety of the funding of the 1st Alley West Project and the Southwest Kalispell Project. Normally the funds are budgeted and many of those funds are short. It is going to cost the Water Department more than they can afford to keep up with the street reconstruction. He stated that Construction Inspector Van Dyke had prepared the packet on costs and the figure for the Water Department is approximately $250,000. The budget has to come first after let Alley West and the Southwest projects and then determine the availability of funds for street reconstruction. DPW Hammer went on to say that the Public Works Staff has done a complete maintenance schedule of four subdivisions, completing the subdivision area, within the Street Deparmtnet budget means. This would not require •ordering in of curbs, no sewer and water main replacements. Basically the cost is approximately !R60,000 for street maintenance. C. Gunnerson questioned the funds available in the budget to date. DPW Hammer stated the balance is approximately 67,000 remaining for this budget year thru June 20, 1988. He explained that $187,000 is budgeted annually for Gas Tax and $137,000 annually for Special Street Maintenance. There are no General Fund monies for materials. DPW Hammer reported that he has spoken with Community Development Director Gallagher in regard to the Tax Increment funding. Director Gallagher has told him that the same amount would be available for street reconstruction in the Tax Increment as was last year. C. Gunnerson, in regard to the curbing request, stated that he is hesitant to take this to the Council floor. He expressed his concern for sending letters to property owners when in fact, the City might not be reconstructing the street. Surveyor Zavodny stated that ordering in of curbs would not firm up any reconstruction of any of the listed streets. The request was made in order to give the staff some time to do some preparation should some of the streets become a reality. This may expedite the reconstruction. C. Gunnerson made the point that the City has to be definite on the areas to be recon- structed and only then proceed with the process. C. Nystul stated that the report from Street Superintendent Brady on the Pavement Manage- ment System looks like a good management tool. His recommendation to the Committee is for the Committee to sit down with the staff, get the background of selection, look at costs and make a recommendation to the Council. March 29, 1988 PUBLIC WORKS/PUBLIC SAFETY Page 6 SEWER AND WATER COMMITTEE MINUTES ORDERING IN OF CURBS cant. • Surveyor Zavodny wanted to make the Committee aware that there is a 30 day waiting period for ordering in curbs. This 30 day period, along with the process of preparation, is getting delayed further. He stated his concern over the delaying of the Council's decision to reconstruct and how it will affect this process. Surveyor Zavodny went on to say that the issue is Maintenance vs Reconstruction. if maintenance is to be done then there will not be any funding for any of the streets listed for the ordering in of curbs and it will no longer be necessary to order them. He stressed that the issue needs to be resolved soon. C. Gunnerson stated that this will be decided in the regular meeting of Wednesday, April 6, 1988. C. Gunnerson requested the agenda for the meeting be restricted to the followine: 1) Street Reconstruction, 2) Priority Listing and Funding, 3) Luthern Hookup Fees Mayor Kennedy questioned if the Committee had any problems with ordering in curbs in order to have the process begin. C. Nystul stated that he has a problem with sending letters and not following through. C. Gunnerson concurred. C. Gunnerson stated that a recommendation will be made to the Council in their regular meeting of April 18, 1988. Adjourned: 6:35 P.M. ss •