City Council

August 22, 2013 MINOT CITY COUNCIL - SPECIAL MEETING ROLL CALL Members Present: Connole, Frantsvog, Frey, Hatlelid, Jantzer, Krabseth, Lehner, M. Miller, Moen, Olson, Seymour, Withus. Members Absent: B. Miller, Knudsvig, Zimbelman. Acting Mayor Hatlelid presiding. PLEDGE OF ALLEGIANCE Acting Mayor Hatlelid led the City Council in the Pledge of Allegiance. TEMPORARY HOUSING UNIT (THU) INTERIM USE FEE WAIVER – APPROVED Alderman Jantzer moved that that the City Council waive the $150 application fee only for interim use permits regarding an extension to leave a temporary housing unit on a private lot; and further to allow staff to mail the required notifications through regular mail and not via certified mail. Motion seconded by Alderman Krabseth. The City Engineer explained that staff are currently notifying people of the requirement to obtain an interim use permit which allows a temporary housing unit to remain on their private property. He stated, to date 59 notices had been sent certified, with only 9 applications received. He also indicated that staff are encountering problems with some applicants who are not able to pay the fees associated with the process. He is recommending the application fee be waived as well as the requirement to mail notifications via certified mail which is an additional cost charged to the applicant. He recommends reimbursing those individuals that have already paid these fees to process the permit. Herb Mosher – 821 2nd Ave NE – appeared before the Council to urge support for the request and to express his concern for the expenses he incurred in the permit process. Alderman Lehner indicated his concern in the limited amount of applicants who have applied at this pointed, and asked what would happen to THUs for those who have not gone through the permit process. The City Engineer responded by saying those individuals would be in violation, and the City would need to take further action as authorized by the Council. City Planner Bye stated there may be a need for a second round of notifications in this process and that each individual would need to have a separate report written by staff which. Alderman Lehner suggested that an Ad Hoc committee be considered to review the applications so as to expedite the process and forward to Council in a timely manner. Whereupon, a vote was taken on the above motion by Alderman Jantzer, seconded by Alderman Krabseth and carried by the following roll call vote: ayes: Connole, Frantsvog, Frey, Hatlelid, Jantzer, Krabseth, Lehner, M. Miller, Moen, Olson, Seymour, Withus. nays: none. CITY OF MINOT CDBG-DR ACTION PLAN – SECOND ALLOCATION FOR BUYOUTS OF FLOODED PROPERTIES, STREET REPAIRS AND IMPROVEMENTS AND THE ANNE STREET BRIDGE PLANNING STUDY - APPROVED Alderman Frey moved that the City Council approve the buyouts of flooded properties, the street repairs and improvements of roads damaged by the floods in the inundated flood area, the Anne Street Bridge planning study, and associated administrative fees as detailed in the City of Minot Action Plan Second Allocation (Public Law 113-2, approved January 29, 2013, Second Allocation May 29, 2013) for submittal to the U.S. Department of Housing and Urban Development; and further, authorize the Mayor to sign the necessary documentation on the City’s behalf. Motion seconded by Alderman Seymour. The Finance Director explained the national objective of the Community Development Block Grant program is to make funding available to help low to moderate income families. She indicated the City of Minot action plan, developed by internal staff in consultation with the Mayor, has three main projects that will be addressed. These projects are: buyout of flood damaged properties, repair and improvement of damaged roads in the area and reimbursement for flood affected homeowners. Finance Director Hemphill further recommended the Council consider approving the plan in two parts, so as to avoid a possible conflict  August 22, 2013 of interest by those aldermen who may qualify for reimbursement funding. She stated separating the programs would allow an alderman seeking reimbursement to abstain from voting. City Attorney Van Grinsven concurred with this point. Whereupon, a vote was taken on the above motion by Alderman Frey, seconded by Alderman Seymour and carried by the following roll call vote: ayes: Connole, Frantsvog, Frey, Hatlelid, Jantzer, Krabseth, Lehner, M. Miller, Moen, Olson, Seymour, Withus. nays: none. CITY OF MINOT CDBG-DR ACTION PLAN – SECOND ALLOCATION FOR REIMBURSEMENT OF HOMEOWNER REPAIR EXPENSES FOR FLOOD DAMAGES – APPROVED Alderman Lehner moved that the City Council approve the reimbursement of homeowner repair expenses for flood damages and the associated administrative fees as detailed in the City of Minot Action Plan Second Allocation (Public Law 113-2, approved January 29, 2013, Second Allocation May 29, 2013) for submittal to the U.S. Department of Housing and Urban Development; and further, authorize the Mayor to sign the necessary documentation on the City’s behalf. Motion seconded by Alderman Seymour. Finance Director Hemphill commented that reimbursement for homeowners would be limited to those expenses incurred for a one year period, beginning June 22, 2011. Whereupon, a vote was taken on the above motion by Alderman Frey, seconded by Alderman Seymour and carried by the following roll call vote: ayes: Frantsvog, Hatlelid, Jantzer, Krabseth, Lehner, Moen, Olson, Seymour. nays: none. abstain: Connole, Frey, M. Miller, Withus. INFORMATIONAL – REVIEW OF THE MOST RECENT CITY EMPLOYEES’ PENSION FUND ACTUARIAL VALUATION The City Finance Director gave a brief report on the state of the City employees’ pension fund. She reviewed the pension funding level and stated that the projected investment rate of return was lowered to 7.5% as approved by Council. She stated that total contributions to the fund for 2013 were 35.16% and that the annual required contribution for 2014 would be 37.15%, with employees’ contributing 14.74% and the City 22.41%. Finance Director Hemphill also stated that the Pension Board was currently discussing how to structure the new employee pension plan which will be a defined contribution plan. She indicated that three topics were key in the discussion. Those topics discussed were whether or not to contribute to social security, what the City’s contribution rate would be and options for current non-vested employees. She concluded by saying the next scheduled Pension Board meeting would be on September 5, 2013. ADJOURNMENT There being no further business, Alderman Jantzer moved that the meeting be adjourned. Motion seconded by Alderman Withus and carried unanimously. The meeting was adjourned at 4:44 p.m. ATTEST:____________________________ APPROVED:____________________________ Lisa Jundt, City Clerk James P. Hatlelid, Acting Mayor