Committee of the Whole

COMMITTEE OF THE WHOLE August 30, 2017 Page 1 Members Present: Barney (Mayor), Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky Members Absent: None To the Honorable Mayor and All Aldermen: Following are the recommendations of the Committee of the Whole meeting called to order at 4:15 p.m. on August 30, 2017: 1. The City Council approve the relocation of the single family residence, from 1115 5th Ave SW, Minot, ND 58701 also known as Kittelsons S/D Port N ½ SE SEC 23 155 83 East 50 Lot 2 to 213 21st St NW, Minot ND, 58701 also known as Garden Valley Addition, Lot 9 Block 4, subject to the following conditions: 1. A ten-thousand dollar completion bond must be posted with the City of Minot prior to issuance of any permits for this work. 2. Application and approval of building permits for all proposed construction. 3. An approved foundation design in compliance with City of Minot building codes. 4. If required: plumbing, electrical and HVAC systems must be brought into compliance with current code requirements of the City of Minot. 5. All work at the new location must be in compliance with City of Minot building codes and zoning ordinances, specifically but not limited to: a. Minimum 1 egress window required for each sleeping room. b. Minimum 6’8” height clearance for proposed stairway. c. Location of proposed girder supports to be verified in field. 6. The exterior of the structure must be one consistent color arrangement of colors after relocation. 7. Applicant must obtain all necessary permits, and coordinate all relocation activities with public utilities and traffic authorities. 8. The finished grade of proposed building shall have proper site drainage, and must be landscaped in a manner similar to surrounding properties. ********** The above motion by Alderman Podrygula, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 2. The City Council approve the relocation of the single family residence, from 2825 13th St SE, Minot ND, 58701 also known as Huwe Heights 3rd Addition Lot 1, to 3025 13th St SE, Minot, ND 58701, also known as Huwe Heights Lot 3, subject to the following conditions. 1. A ten-thousand dollar completion bond must be posted with the City of Minot prior to issuance of any permits for this work. 2. Application and approval of building permits for all proposed construction. CITY OF MINOT COMMITTEE OF THE WHOLE August 30, 2017 Page 2 3. An approved foundation design in compliance with City of Minot building codes. 4. If required: plumbing, electrical and HVAC systems must be brought into compliance with current code requirements of the City of Minot. 5. All work at the new location must be in compliance with City of Minot building codes and zoning ordinances. 6. The exterior of the structure must be one consistent color arrangement of colors after relocation. 7. Applicant must obtain all necessary permits, and coordinate all relocation activities with public utilities and traffic authorities. 8. The property shall be provided with proper site drainage, and must be landscaped in a manner similar to surrounding properties. ********** The above motion by Alderman Podrygula, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 3. The City Council approve the CDBG-DR and CDBG-NDR Policies and Procedures for the Internal Audit Unit. ********** The above motion by Alderman Podrygula, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 4. The City Council approve the CDBG-NDR Contractor Monitoring Policies and Procedures. ********** The above motion by Alderman Podrygula, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 5. The City Council approve the CDBG-NDR Subrecipient Monitoring Policies and Procedures. ********** The above motion by Alderman Podrygula, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 6. The City Council award the bid to Dig It Up Backhoe in the amount of $122,000 for the demolition and site restoration of 400 3rd St NE. (3755.5) ********** The above motion by Alderman Podrygula, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 7. The City Council authorize the issuance of the Request for Proposal for a Family Homeless Shelter as the primary first step in carrying out this project in the approved NDR Action Plan. ********** The above motion by Alderman Olson, seconded by Alderman Wolsky. CITY OF MINOT COMMITTEE OF THE WHOLE August 30, 2017 Page 3 Alderman Wolsky asked how many parties seem interested in the RFP for a family homeless shelter. The NDR Program Manager responded by saying, this type of project is typically done through a subrecipient agreement with a nonprofit rather than and RFP but there were a number of interested parties who joined in the discussion. He said, there was a meeting with the project’s committee and the various organizations. He also clarified, if the City does not receive quality responses for this proposal, there would be enough time to proceed with a subrecipient agreement with one or more of the organizations. Whereupon a vote was taken on the above motion by Alderman Olson, seconded by Alderman Wolsky, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 8. The City Council authorize the Resilient Neighborhood Affordable Single Family Housing Request for Proposal be issued. ********** The above motion by Alderman Olson, seconded by Alderman Wolsky. Upon questioning by Alderman Wolsky, the NDR Program Manager stated, the application specified, the City would deliver 180 units for the vulnerable population. The Park South project will provide a portion of those units and 35 additional units will be added through this project. He explained, they do not want to overwhelm the market by constructing all of the housing at once. They will focus on smaller quantities at a time through rehabilitation of current properties rather than new construction. He further clarified, this RFP is a result from extensive conversations with a number of stakeholders, including local brokers. They are using updated information from the Minot Multiple Listing Service concerning trends in the market, to make sure they don’t overwhelm the market. There is flexibility moving forward, working with housing that is not selling and constructing new homes. They settled on 35 units because it was a number all parties were comfortable with and is in line with what was promised to HUD in the application. Whereupon a vote was taken on the above motion by Alderman Olson, seconded by Alderman Wolsky and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 9. The City Council consolidates polling locations to one central polling place at the Municipal Auditorium. ********** The above motion by Alderman Podrygula, seconded by Alderman Sipma. Upon questioning by Alderman Podrygula, the Finance Director explained, the request was initiated by the County Auditor. During a meeting, she pointed out the difficulty in finding accessible locations to hold elections and finding the poll workers required to be at each location. A centralized site will streamline the election process and reduce the possibility of citizens going to the wrong location. Alderman Podrygula asked if there would be any negative effects of consolidating to one polling place, to which the Finance Director responded by saying, it could be further for some citizens to travel. He also CITY OF MINOT COMMITTEE OF THE WHOLE August 30, 2017 Page 4 mentioned, the County has not taken action on the request, only wanted the Council to consider the matter at this time. Alderman Podrygula also stated his concerns that if early voting continues to take place at the County building, they need to take care of the parking issues. The Committee also said absentee voting can alleviate the accessibility issues but noted, the Auditorium has worked well as the only polling location in the past. Whereupon a vote was taken on the above motion by Alderman Podrygula, seconded by Alderman Sipma and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 10. The City Council approve the construction engineering contract with Houston Engineering for the SWIF Action C Levee Repair and Bank Stabilization and authorize the Mayor to sign the agreement on behalf of the City. ********** The above motion by Alderman Wolsky, seconded by Alderman Straight. Alderman Wolsky said he is concerned the funds for this project are coming out of the half cent penny of sales tax and wondered if this spending is appropriate considering the joint powers agreement with Souris River Joint Board. He also said, he would like the City Attorney to review the agreement again, before the City Council meeting. The Public Works Director stated, the engineering for the SWIF is not related to the Souris River Joint Board. It is work the City is committed to doing to repair the existing levee system. He further explained, the half penny of sales tax is allocated for flood protection which includes our existing flood protection until the larger Mouse River Enhanced Flood Protection Project is completed. The joint powers agreement with SRJB says the half cent sales tax will go toward paying the local share of that project up to a specified amount but it does not stipulate that it cannot be used for existing flood protection. Alderman Straight asked about the total cost to the City for this project. The Public Works Director explained how different sections of the project were subject to different cost shares with the State Water Commission and said there was an item they did not consider eligible for funding which made the total paid out of the State Water Commission grant, $950,254 and the City’s potion, $1,023,840.51. Whereupon a vote was taken on the above motion by Alderman Wolsky, seconded by Alderman Straight and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. 11. The City Council consider the recommendation provided by staff to award the bid for the SWIF Action C Levee Repair and bank stabilization. ********** The above motion by Alderman Wolsky, seconded by Alderman Straight, and carried by the following roll call vote: ayes: Barney, Jantzer, Olson, Podrygula, Sipma, Straight, Wolsky. nays: none. CITY OF MINOT COMMITTEE OF THE WHOLE August 30, 2017 Page 5 12. Discussion: MMD Car Rental Airport Usage- Held The representative who requested the item on the agenda was not able to attend the meeting so the discussion was held by Committee until the next month. 13. Informational: City of Minot Request to SRJB for Design Changes/ Considerations on MI-1 and MI-5 The Public Works Director briefly explained the memo he provided, by saying, there was no action taken by the Souris River Joint Board regarding the recommendations from the City Council. It was decided the changes were not flood protection related and would require additional funding sources. He further clarified, the plans will move forward without any of the proposed changes. Alderman Wolsky said he and Alderman Straight attended the State Water Commission meeting on Wednesday and sat in on an engineering meeting. He said, some of the aspects of the trails have already been included in the plans. 14. Informational: Broadway Bridges Project Update Mark Lyman, Broadway Bridge Replacement Project Public Information Officer, presented an update for the Committee. He said, Odney was hired per the NDDOT job specifications under the contractor for the job, Lunda Construction. He explained, the project will be a complete demo and replacement of the bridges. The east bridge will be completed this year and the west bridge will be replaced next year. He has been the point of contact throughout the project to ensure there is a minimal impact to area businesses. He said, 80 percent of the funding for the project is from the Federal Highway Administration and the remaining costs are split between the NDDOT and the City of Minot. He showed artist renderings of what the bridge would look like and said, the color will be similar to the floodwalls, the walkway will be wider and the new bridge will include a pedestrian overlook. Mr. Lyman continued by saying, the substructure pours are complete and the concrete at Central Ave and Fourth Ave will be poured in September. The project is behind schedule by a couple weeks due to a delay in receiving materials but is in its sixth month of construction. He then showed pictures of the progress of the project. Mayor Barney asked about the impact to businesses on Central Ave during the next year, to which Mr. Lyman responded by saying, when traveling north, drivers will be able to make a right hand turn onto Central Ave. When traveling south however, drivers will not be able to make a left hand turn because the new bridge will be higher than the current road and will create an inaccessible entrance. Upon questioning by Alderman Sipma, Mr. Lyman said, the work on the bridges will require close collaboration with Phase 1 of the flood protection project since they will be sharing the same space. CITY OF MINOT COMMITTEE OF THE WHOLE August 30, 2017 Page 6 15. Airport Activities, Reports, and Project Updates The Airport Director began with an update on several projects funded 90% through an FAA Airport Improvement Grant of $1,832,693. He then said the request for proposals for the car rental agreements has been published and gave the corresponding timeline for proposals. Mr. Feltner was pleased to announce the Airport staff was able to save about $91,000 by painting the runway in-house rather than contracting the work to a third party. He commended staff for their hard work and cooperation. He continued by listing the monthly statistics, including the enplanements which increased for the third consecutive month and the monthly load factor which held steady at a strong rate. The car rental activity improved from the previous month but is still lower than in past years. Concession activity was above the minimum annual guarantee and July was the best month year to date. Parking revenue remained relatively flat. Upon questioning by Alderman Wolsky, the Airport Director stated, the car rental contracts are written with a five year term and went into effect in 2012. He said, it is a very different economic climate now and staff is working hard to make sure they receive good bids. He said the 2018 budget reflects a lower minimum annual guarantee to account for the expected changes. Alderman Sipma asked if MMD Car Rental was aware of the request for proposals and the Airport Director stated, he called them personally. Other Business Alderman Wolsky mentioned, the Public Information Officer reviewed the terms of service with YouTube and it is now possible to live stream the meetings through Facebook. There being no further business, the meeting was adjourned at 5:04 pm. Respectfully Submitted, Kelly Matalka, City Clerk CITY OF MINOT