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PUM19990215PUBLIC UTILITIES COMMITTEE MEETING - CITY OF MUSKEGO Approved MINUTES OF MEETING HELD MONDAY, February 15, 1999 The meeting was called to order at 7:25 PM by Chairman David Sanders. Present was Committee member Ald. Mark Slocomb, Utility Supt. Scott Kloskowski, Richard Eberhardt (Ruekert & Mielke - 8:12), City Engineer Christopher Zoppa, Mayor De Angelis (7:56) and those per the attached list. Ald. Donna Woodard was absent. The Recording Secretary noted that the meeting was posted in accordance with the Open Meeting Law on February 11, 1999. Review Minutes of Previous Meeting - The minutes of the January 18, 1998 meeting were accepted and placed on file. STATUS OF PROJECTS - Mr Eberhardt provided an update on existing projects with items italicized and in bold print that had recent activity (attached). Specific discussion regarding the following projects: Boxhorn, Grovewav, Ryan Sewer - Rich indicated that none of the leaking laterals were fixed. Repaving is done. The bonding company has taken bids to fix the leaks but no action has been taken at this time. Scott stated that it appears that this is to be considered under litigation. Hwy. 36/45 Project -Hwy 45 South Easement Update - Scott K., reports that a unique situation has occurred with the Machulak property (Tax Key #2259.981). The City is requesting from the property owners a 20 foot wide by 750-800 long easement in order to service the church across • the street. The property owners do not want their land disturbed in any way and are not in favor of granting an easement. If the owners would grant the easement, an approximately $25,000 assessment to the owner would occur The only viable solution would be to defer the assessment until a land division, development or sale of the property occurs with the Utility paying the interest on the assessment. All conditions will be stipulated in the "Offer to Purchase" Aid. Sanders moved to recommend that an agreement is made to defer 150 feet of the front foot assessment with the interest on the assessment being paid by the Utility until such a time that the property (Tax Key #2259.981) is divided, sold or developed, in exchange for full frontage easement. Current property owner to be reimbursed for value of crop profit lost from the portion of the land included in the easement. Seconded by Aid. Slocomb. Carried by all. Scott K., reiterated that this particular action by the Committee is extremely unusual. North Cape (HiView to Schaefer) Sewer Project - the load bank test on stand-by generator has not been done yet along with a few minor punch list items that should not affect the hook-up process. Manhole -Smoke Testing Requirement - Scott reports that they are ready to start. MMSD granted approval. Inspections to occur first with the smoke testing to occur after ground dries a bit. Approximately 4-5 weeks to complete the project. 719 manholes will be checked. After completion of first phase approval of inspection will be requested for the remainder of the system. McShane By-pass Facility - Scott and Chris Zoppa will work with R&M to determine who will handle what elements of the project. Woods road (Lannon/Durham) Water Project (Kurtz -Bay Lane, Sandy Beach -Durham) - In a memo, Chris Zoppa is requesting that consideration be given to closing the watermain loop in the year 2000 between Kurtz and Bay Lane. The cost would be approximately $125,000. This would be done for reliability and fire protection and extending the watermain from east of Seafarer to Public Utilities Meeting -February 15, 1999 Page 2 Durham for subdivision growth at a cost of $346,500. With the upcoming improvement of Woods • Road, the time is right for a project such as this. Additionally, the Quietwood subdivision future growth along the area of Durham Drive and Woods Road should also be completed to close the loop to the north at a cost of $98,175. Aid. Sanders questioned the need for the City to install and pay for the main, where currently there is no developer or development driving the installation of the mains. He would like to see the developers who are interested in the areas in question, share a part of the cost to implement this project. Scott stated that fire protection, water pressure problems and water problems in general are the rationale for this project. The Committee discussed assessments, service area, number of homes served and type of system (gravity or lift station). Aid. Slocomb moved to direct the City Engineer to design the watermain from Kurtz to Bay Lane on Woods Road. Seconded by Aid. Sanders. Carried by all. The Committee will revisit the Quietwood subdivision when developers need is an issue. SEWER UNFINISHED BUSINESS Status of REC Allocation - 726 as of 2/1/99 Status of Town of Norway Contract - Nothing new. Status of MMSD Non-WPAP Charges - The Mayor did meet with the MMSD today and they will meet again. Status of Forced hook-ups - The Jones property (Tax Key #2252.993) is currently being designed reports Chris Zoppa. Additionally, the Parks garage is also being hooked up to water at this time as well. • Submittal Status - Holz/Arrowood - MMSD granted approval today Status of sewer connection - Loyal Moose Lodge (2231.994) - Representatives from the Lodge were present on behalf of the group. The Lodge has a plan for the building and the landscape architect just completed the landscaping plan. This has been a slow process since the Lodge is subcontracting the job on their own as well as needing to gain approval from the International governing body. Next week Wednesday, all parties working on the project will be meeting to finalize the plans. Planning to break ground this spring and hope to have project competed by fall. Aid. Slocomb moved to defer connection for an additional 6 months. Seconded by Aid. Sanders. Carried by all. - The City Attorney provided his opinion on the matter. The Statute of Limitations has long run out on changing the assessment and the City is under no obligation to do so. If the City does grant a Deed Restriction, the City would loose some control. Aid. Slocomb questioned the fairness of a Deed Restriction. When other residents in the area are assessed for improvements, these property owners share no part in the expense, but can enjoy the benefits in the future of these improvements that were paid for by others. The Mayor suggested placing a dollar amount on the Deed Restriction to help recoup the costs for the improvements. Due to the fact that the property owners were not formally invited to this meeting to discuss their situation, Aid. Slocomb moved to defer this item until next months meeting where the property owners will be invited. Seconded by Aid. Sanders. Carried by all. . Review Amended Assessment Policy - Deferred Assessment - Counter - Aid. Slocomb recommends to amend Assessment Roll to reflect new policy for Utility to pay interest on deferred assessment for Counter property. Seconded by Aid. Sanders. Carried by all. Public Utilities Meeting -February 15, 1999 Page 3 Status of Holz Drive Sewer Connections - Scott reports that since the last meeting, 2-3 • residents have connected which leaves approximately 9 homes left to connect. All individuals have contracts with service providers. Additionally, Scott reports that the grinder pumps that were purchased for some of the residences are the wrong size. The company representative determined what size pump would be required and when connection time came, it was determined that the sizes of some of the pumps were incorrect. The City will be billed if a larger unit is necessary and will be reimbursed if it is determined that a smaller grinder pump is in order SEWER NEW BUSINESS Review Engineer's Report for Loomis Drive/Old STH 36 South North Cape Rd./US 45 Sewer Service - Determine Assessment Method, Interest Rate and Hardship Application - Bids for the project were received (7 total). The low bidder (Earl A. Eichline Enterprises) submitted a bid of $296,689 with the highest bidder, United Sewer & Water, Inc., providing a bid of $431,512. Due to the relatively low cost of the project, R&M has recommend that the City include in the awarding of the project the cost to include Alternate Bid Item MA1 a which will maintain as much undisturbed pavement as possible on Loomis Drive by going under the road. Addition of item MA1 a would raise the low bid to $305,409. Earl A. Eichline Enterprises is ready to begin the project and a call to the references provided were for the most part favorable. The Committee is concerned that the low bidder has never done a job for the City but with close supervision feel that they will be able to perform the task at hand. Aid. Slocomb moved to accept the bid provided by Earl A. Eichline Enterprises including the Alternate Bid Item MA1a at a cost of $305,409. Seconded by Ald. Sanders. Carried by all. Assessment Method - Rich provided a graph which outlined similar projects as a comparison regarding the costs assessed. Previously, Scott reports that the laterals on North Cape Road • were assessed at a discounted cost of $2,100. Any additional costs were picked up by the City. Aid. Slocomb moved to determine assessment based on front foot assessment less cost for adjusting manhole #5 and net difference of cost of Alternate Bid Item MA1a. Base assessment rate on gravel versus bored and jacked pavement. Approximately $16,372.80 in non -assessable utility costs. Seconded by Aid. Sanders. Carried by all. Interest Rate - Ald. Slocomb questioned the appropriate rate of interest necessary to cover maintenance, tracking and administration fees. The cost of the City borrowing the money was also discussed (Simple Interest the City charges residents for assessments versus the Compounded Interest charged to the City by the lender). The Mayor stated that past practice has been an interest rate of 8%. If the Committee finds that the rate can be lowered, it can be done at the public hearing on the issue. The Committee is requesting that the Finance Director to report on the administrative costs in borrowing to determine a fair rate. Aid. Sanders moved to set the interest rate at 8%, pending review of actual hard financial data. Seconded by Aid. Slocomb. Carried by all. Hardship Application Deadline - Past practice has been October 18' of the year that the project is slated for completion. Aid. Sanders moved to set the Hardship Application Deadline for October 1, 1999, assuming the system is functioning at that time. Seconded by Aid. Slocomb. Carried by all. North Cape Farms Sewer Extension Review - Bob Gassert from Metropolitan Engineering was on hand to request approval for the sewer extension. The plan is to service the existing areas and . the potential developed properties. Installation of an 8" plastic pipe will be performed. Chris Zoppa indicated that a pipe of this size can easily handle 100 homes. Scott K., is requesting access to manhole #6 for cleaning and maintenance. Mr. Gassert has suggested the installation of a geo-web to provide access for vehicles yet have a grassy area in lieu of gravel. He has done Public Utilities Meeting -February 15, 1999 Page 4 a similar installation in the City of Delafield. He will provide additional data. Aid. Sanders moved • to approve the plans and recommends forwarding to MMSD and DNR for their approval, contingent upon Utility Superintendent and City Engineer agreement on access method to manhole #6. Seconded by Aid. Slocomb. Carried by all. WATER UNFINISHED BUSINESS Further discussion of contaminated wells - Hillendale/Janesville Road - Scott reports that Waste Management has expanded their testing of the ground water for possible contamination. Results forthcoming. Scott will contact DNR to determine progress on situation. WATER NEW BUSINESS - None REPORT OF UTILITY SUPERINTENDENT- Scott had nothing additional to report. REPORT OF CITY ENGINEER - Chris had nothing additional to report. COMMUNICATIONS - None ADJOURNMENT- Being no further business to discuss, Aid. Slocomb moved to adjourn at 9:45 P.M. Aid. Sanders seconded. Carried by all. Re pectfully submitted, Q� Li da uG Igowsltib Recording Secretary E CITY OF MUSKEGO MEETING GUEST SIGN -IN SHEET MEETIN NAME (Please Print) AGENDA ITEM P PUBLIC UTILITIES COMMITTEE MONDAY FEBRUARY 15, 1999 CITY PROJECTS: BOXHORN,RYAN,GROVEWAY-STATUS UNCHANGED BONDING COMPANY REPAIRS COMPLETED: ASPHALT PAVEMENT, SAG SEWER AT RYAN AND BOXHORN NOT COMPLETED: ALL OTHER LEAKS, RESTORATION, BACKFI LL ISSUE HIGHVIEW ACRES MSS-1-97 AND MSS - 2- 97 WORKING ON FINAL PAPER WORK PUMP STATION STIES TO BE REVIEWED IN SPRING FOR GRASS GROWTH (WARRANTY WORK) MC SHANE BYPASS PIPING/STORAGE BUILDING CITY ENGINEER AND RIM TO MEET THIS WEEK PUMP HOUSE FOR WELL #7 STILL SOME RESTORATION ITEMS WATER TOWER REPAINTING 98 % DONE FINAL TOUCH UPS IN SPRING NORTH CAPE ROAD - HI VIEW TO SCHAEFFER PUMP STATION STARTUP 214AND 215 STILL HAVE PUNCH LIST ITEMS CONTRACTOR ASKED FOR SUBSTAN77 L COMPLETION LOOMIS DRIVE / NORTH CAPE RD - US45 / MSS-IC-96 AGENDA ITEM OPENED BIDS JANUARY 28, 1999 UTILITIES COMMITTEE FEB 15 AND MARCH 15 PUBLIC HEARING MARCH 11, 1999 AWARD MARCH 23 AND START AFTER APRIL 19 PROJECT COMPLETION JUNE 15, 1999 DEVELOPMENTS: AVION ESTATES MMSD FLOW ALLOCATION RECEIVED, PLAN APPROVAL NOT RECEIVED AT R/M DEER CREEK TWO PUNCH LIST SENT TO CONTRACTOR EPI LIFT STATION / FORCE MAIN REDESIGN TO BE RESUBMITTED TO WIDOT, MMSD, DNR MMSD IS REVIEWING IF SERVICE AREA BOUNDARY MUST BE REVISED NOTE EPI EXPANSION MAY FORCE BOUNDARY CHANGE ANYWAY NOTHING RECEIVED FROM EPI FOR INTERNAL PIPING C , J PAGE 2 • PUBLIC UTILITIES COMMITTEE FEBRUARY 15, 1999 FLINTLOCK TRAIL FORCE MAIN (WERNETTE) NOTHING NEW HOLTZ-ARROWOOD MMSD SUBMITTAL PACKAGE SENT JANUARY 11, 1999 LAKEWOOD MEADOWS ADD NO 2 NOTHING NEW (SOME ROAD CONSTRUCTION OCCURRED NOT ALL) MUSKEGO MOTOR CAR CO PUNCHLIST AS BUILTS SENT TO MMSD OCTOBER 6, 1998, NO APPROVAL RECEIVED YET MUSKEGO REGENCY OPEN PUNCH LIST UNTIL ROAD IS INSTALLED OUTLOT 3 KIMBERLY ESTATES SEWER AND WATER PUNCHLIST SENT TO CONTRACTOR 12/10/98 UNDERGROUND ITEMS COMPLETED, RESTORATION REMAINS AS BUILT DRAWINGS AT MMSD, APPROVAL EXPECTED SOON PARK ESTATES (AKA PARK VIEW ESTATES) • RESTORATION AND SURFACE COURSE PAVEMENT REMAIN SAL FERRITO SEWER (PRIVATE SANITARY SEWER) DEWATERING WELL NOT REMOVED LATERALS NOT CONNECTED YET VICTORIAN VILLAS VIDEO OF SEWER NOT YET RECEIVED WISA FORCE MAIN MMSD PLAN APPROVAL RECEIVED WOODGATE ESTATES (NEW NAME ROSEWOOD PER PLAN COMMISSION AGENDA) NOTHING NEW RECEIVED