Committee of the Whole

COMMITTEE OF THE WHOLE September 27, 2017 Page 1 Members Present: Olson, Podrygula, Sipma, Wolsky Members Absent: Straight, Jantzer, Barney (Mayor) 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 September 27, 2017: 1. The City Council approve the relocation of a detached garage from 1603 7th Ave SW, Minot ND, 58701 also known as Amended Plat of Westwood R/A of Vallie Addition Lot 12, to 1504 3rd Ave SW, Minot, ND 58701, also known as Forest Acres Addition Replat & R/A Lot 10 Block 1, 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. 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 must be provided with proper site drainage, and must be landscaped in a manner similar to surrounding properties. ********** The above motion by Alderman Wolsky, seconded by Alderman Podrygula, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 2. The City Council approve sole source acquisition of GFI Genfare ticket vending machine. (4269) ********** The above motion by Alderman Wolsky, seconded by Alderman Podrygula, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 3. The City Council approve the encroachment of a concrete landscaping island and parking lot lighting system in the boulevard with the following conditions: 1. The Owner signing the permit agrees that the costs of maintenance and replacement be his responsibility. CITY OF MINOT COMMITTEE OF THE WHOLE September 27, 2017 Page 2 2. The City Attorney prepare the encroachment permit agreement, including language to protect the City from liability. 3. The City Council retains the right to revoke the encroachment permit if it becomes necessary for any reason. 4. The property owner pays a $100 processing fee. ********** The above motion by Alderman Wolsky, seconded by Alderman Podrygula, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 4. The City Council authorize the Police Department to advertise an RFP for City Towing Services. ********** The above motion by Alderman Wolsky, seconded by Alderman Podrygula, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 5. The City Council approve the request from Madihope, LLC dba Uncle Maddio’s Pizza Joint for a Specialty Restaurant Beer & Wine license operating at 3310 16th St SW. ********** The above motion by Alderman Wolsky, seconded by Alderman Podrygula, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 6. The City Council approve the purchase of an ECO Auto-Smart Disc Repair System for $5,440 from the Library’s Memorial fund, pass an ordinance to amend the 2017 budget to increase the capital purchase fund revenues & expenditures for the purchase of a disc cleaner and approve the transfer of funds. (LIB029) ********** The above motion by Alderman Wolsky, seconded by Alderman Podrygula, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 7. The City Council consider the contract amendment with HMjv in the amount of $84,514 and if approved use contractor liquidated damages to offset the increase in engineering costs and authorize the Mayor to sign the amendment. (3608) ********** The above motion by Alderman Wolsky, seconded by Alderman Podrygula. Alderman Wolsky stated, he has concerns the City did not set clear enough terms of what the they were looking for in the original bid, leaving it open for the engineering firm to spend more. The City Engineer was asked to address the concern. Mr. Meyer explained by saying, Houston Engineering assisted downtown business owners in learning the new system which they will use to operate the Christmas decorations, coordination of events and getting set up for activities during construction. However, because that was not an engineering task, it does not fit under the engineering scope of services so it was placed under the category of Public Information Coordination. It was done by engineers and not the Public Information Office because engineers have the knowledge to instruct the business owners on how it CITY OF MINOT COMMITTEE OF THE WHOLE September 27, 2017 Page 3 operates. Because it was an unforeseen expense, it was not included in the contract, so the hours are included in the amendment. He clarified, it was not Odney Advertising requesting additional funds, it is Houston Engineering for providing technical assistance, updates, and preparation for events to the downtown businesses during the course of the construction. Alderman Podrygula agreed with Alderman Wolsky’s concerns but also stated, he is concerned there has been a tendency to push the envelope and quite a few change orders are added after the contract is approved. Mr. Meyer offered guidance to the committee, to look at engineering contracts the same way they look at a construction contracts. As a project is built, unforeseen obstacles arise that were not included in the original scope of work. Whereupon a vote was taken on the motion by Alderman Wolsky, seconded by Alderman Podrygula, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 8. The City Council pass an ordinance to amend the 2017 annual budget to transfer funds saved from project LIB022 (Library Server) to the Library’s Building & Grounds account to complete necessary repairs to the roof. ********** The above motion by Alderman Wolsky, seconded by Alderman Olson. Alderman Wolsky asked why the estimate was done in July but it is only coming before the Committee in September. The Library Director explained, they had to make sure the funds were available in order to do this work and make sure it was in the best interest of the 2017 budget. Whereupon a vote was taken on the above motion by Alderman Wolsky, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Olson, Podrygula, Sipma, Wolsky. nays: none. 9. The City Council pass an ordinance to amend the 2017 annual budget to transfer funds from Sale Tax Major Projects to the Library's Building & Grounds account to replace an air conditioning unit. (LIB030) ********** The above motion by Alderman Olson, seconded by Alderman Wolsky. Upon questioning by Alderman Wolsky about if this item was included in last year’s budget, the Comptroller explained, it is called Major Projects and is in the budget for $581,000. She said, there is still a little over $400,000 left after being used for the air conditioning unit. The account is used for items the City could not anticipate in the budget. 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: Olson, Podrygula, Sipma, Wolsky. nays: none. There being no further business, the meeting was adjourned at 4:32 pm. Respectfully Submitted, Kelly Matalka, City Clerk CITY OF MINOT