Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE February 28, 2012 Page 1 Members Present: Barney, Frantsvog, Frey, Miller, Olson, Seymour. Members Absent: Jantzer. Others Present: City Manager, City Attorney, City Clerk, Finance Director, Public Works Director, Assistant Public Works Director, City Engineer, Assistant City Engineer, Fire Chief, Police Chief, Police Captain Strandberg, Police Captain Olson, City Assessor, Assistant City Assessor, Project Civil Engineer, City Planner, Comptroller, Treasurer, and Aldermen Greenheck, Hatlelid, Krabseth, and Lehner, and Mayor Zimbelman. To the Honorable Mayor and All Aldermen: Following are the recommendations of the Finance and Improvements Committee meeting called to order at 4:15 p.m. on February 28, 2012: 1. That the City Council authorize the acceptance of the grant funds awarded in the amount of $1,950,000 from US Army Corps of Engineers Section 594 grant program to construct Phase IV of the Puppy Dog Sewer System Improvements project; further, authorize the City Engineer to negotiate a scope and fee with Ackerman-Estvold Engineering for the engineering services on the project; further, place and pass an ordinance amending the 2012 budget for the grant acceptance on first reading; and further, authorize the Mayor to sign the agreement and grant documentation on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 2. That the City Council approve the Cost Participation and Maintenance Agreement between the North Dakota Department of Transportation and the City of Minot to cost share in a project to repair damages on federal aid routes caused by the 2011 flood; and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 28, 2012 Page 2 3. That the City Council approve the Cost Participation and Maintenance Agreement between the North Dakota Department of Transportation and the City of Minot to cost share in a project to mill and overlay on US Highway 83 (Broadway) between 20th Avenue SW and 37th Avenue SW; and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 4. That the City Council approve the Stormwater Permit between the City of Minot and the NDDOT for the stormwater management plan of Comfort Suites; and further, authorize the Mayor to sign the permit on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 5. That the City Council approve the Stormwater Permit between the City of Minot and the NDDOT for the stormwater management plan for the construction of a group of storage units by John Knecht; and further, authorize the Mayor to sign the permit on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 6. That the City Council authorize the Engineering Department to request qualifications for engineering services for federal aid road repairs and local road repairs. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 7. That the City Council authorize the Engineering Department to request qualifications for consulting services for the Neighborhood and Downtown Comprehensive Plans. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 8. That the City Council authorize the Engineering Department to request qualifications for consulting services for the 21st Avenue NW Infrastructure Improvements. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 28, 2012 Page 3 9. That the City Council declare the bid by MTI for a 3-wheel field conditioner plus attachments, in the total amount of $20,225.74, to be the lowest and best bid, and further, authorize the Recreation/Auditorium Director to complete the purchase. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 10. That the City Council declare the bid by Acme Tools for a 72” rotary mower in the amount of $15,000 to be the lowest and best bid, and further, authorize the Recreation/Auditorium Director to complete the purchase. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 11. That the City Council declare the bid by George Fink/Active Sports for a tennis ball machine, in the amount of $4,995, to be the lowest and best bid, and further, authorize the Recreation/Auditorium Director to complete the purchase. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 12. That the City Council declare the bid by DR Transport for the hauling/delivery of 1,500 tons of Bryan Red Ball Diamond Aggregate to the Sertoma Sports Complex in the amount of $79.50/ton and the bid by Novak’s Landscaping for the removal/replacement of Bryan Red Ball Diamond Aggregate to the Sertoma Sports Complex in the amount of $18,924.93, to the be the lowest and best bids, and further, authorize the Mayor to sign the contracts on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 13. That the City Council place and pass an ordinance, amending the 2011 annual budget in the amount of $31,500 for FEMA reimbursements and court bond proceeds, on first reading. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 28, 2012 Page 4 14. That the City Council authorize the Finance Director to advertise a call for bids on the property known as 1801 Sunset Boulevard (Country Club Manor 4th Addition, Lot 30), with a minimum asking price of $42,300; and further, execute the sale of this lot if a bid of the minimum asking price is received. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 15. That the City Council authorize the Finance Director to accept the Community Development Block Grant Disaster Recovery grant in the amount of $67,575,964, further, place and pass an ordinance amending the 2012 annual budget for the grant acceptance, on first reading; and further, authorize the Mayor to sign any necessary grant documents on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 16. That the City Council authorize the Finance Director to advertise for request for proposals for administrative services and project delivery services associated with the CDBG- DR grant. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 17. That the City Council direct City staff to move forward with the initial voluntary home acquisitions; and further, authorize an intra-fund loan from the NAWS fund at .50 percent interest to be repaid with CDBG-DR grant funds up to $6,000,000 ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. 18. That the City Council authorize expenditure of $300,000 from the Sales Tax Capital Infrastructure Community Owned Arena Maintenance account for replacement of the ice at the All Season’s Arena. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 28, 2012 Page 5 19. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4468 – Amend 2011 Budget in the amount of $24,658 for Byrne Justice Assistance Grant for mobile Data Computer Upgrades. b. Ordinance No. 4473 – Annexing Linha’s 2nd Addition, Lots 1-5 and Lots 20-26 and adjacent 30th Avenue right-of-way. c. Ordinance No. 4481 – Amend CMCO - Section 2-192(2) of Article V (Boards, Commissions, etc.) of Chapter 2 (Administration) – Modify charge of Community Development Advisory Board - Consider requests for Community Facilities Funds. d. Ordinance No. 4482 – Amend 2012 Airport budget in the amount of $1,459,370 for property purchase for future runway protection. ********** The above motion by Alderman Frey, seconded by Alderman Miller, and carried unanimously. General Information There being no further business, Chairman Barney adjourned the meeting at 4:16 p.m. Respectfully Submitted, Katy Solar, City Clerk