Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE May 1, 2012 Page 1 Members Present: Barney, Frey, Jantzer, Miller, Olson, Seymour. Members Absent: Frantsvog. Others Present: City Manager, City Attorney, Assistant City Attorney, City Clerk, Finance Director, Public Works Director, City Engineer, Assistant City Engineer, Police Chief, Fire Chief, City Assessor, Assistant City Assessor, Project Civil Engineer, Comptroller, Treasurer, and Aldermen Connole, Hatlelid, Knudsvig, Krabseth, and Lehner. 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 April 30, 2012: 1. That the City Council adopt resolutions creating Paving District No. 472, directing preparation of the Engineer’s Report, approving the Engineer’s Report, directing preparation of Plans and Specifications, waiving the Resolution of Necessity and Public Hearing; and further, authorize the Mayor to finalize the Engineering Services Agreement with Northern Engineering and Consulting on the City’s behalf and accept the engineering consultant fees deposit in the amount of $13,805.70. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 2. That the City Council increase the membership of the Pension Board by two to include two current aldermen and that one of the two be a member from the Pay Plan Review Committee, as appointed by the Mayor, to sit on the board for two-year terms. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE May 1, 2012 Page 2 3. That the City Council approve the repair and replacement of the boiler system at the Carnegie Library Art Museum at a total cost of $44,185; authorize the Property Maintenance Superintendent to move forward with the installation of a heating and cooling system; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 4. That the City Council establish the connection fees according to the Connection Fee List and Map for watermain installed along 42nd Street SE and frontage road, on file in the City Engineer’s Office and that the fees be collected prior to issuance of the required plumbing or building permits. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 5. That the City Council approve a revocable encroachment permit to be issued to Breckenridge Condominium Association authorizing a storm water pipe within the property that will tie into the City Storm sewer at the catch basin located along 16th Street SW; further, that the City Attorney be authorized to compose the permit to include the usual hold- harmless wording to protect the City from any liability and retain the right to revoke the permit if necessary for any reason; further, require the owner be responsible for costs of maintenance and replacement; further, that the applicant pay a $100 processing fee to the Inspection Department before the permit is issued; and further, authorize the Mayor to sign the permit on the City’s behalf. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 6. That the City Council approve the change in the list of inspectors, on file in the City Clerk’s Office, for the June 12, 2012 Primary Election and the November 6, 2012 General Election. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE May 1, 2012 Page 3 7. That the City Council grant Beyond Shelter, Inc. a property tax incentive in the form of a Payment in Lieu of Taxes (PILOT) set at $11,200 for the base year and increasing at 2% each year thereafter for a period of 20 years for the Washington Townhomes, Phase One development. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 8. That the City Council approve an amendment to the 2012 Annual Pay and Classification Plan to allow a one-time salary adjustment to $2,387 (monthly) for all full-time, civil-service laborers effective March 11, 2012. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 9. That the City Council declare the bid by Horner Flooring Company for the replacement of the Auditorium portable hardwood basketball floor in the amount of $74,052 plus shipping to be the lowest and best bid, and authorize the Mayor to sign any documents on the City’s behalf. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 10. That the City Council declare the bid by Tom’s Backhoe Service for the Northwest Sewer Improvement Project in the amount of $2,848,690 to be the lowest and best received; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 11. That the City Council waive the irregularities in the bid submitted by Ellingson Drainage, Inc. for the Southwest Water Distribution Improvements Project in the amount of $674,872.50; further, declare the bid to be the lowest and best received; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE May 1, 2012 Page 4 12. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4504 – Annexing Section 21-155-82, Outlot 70 less Lot A. b. Ordinance No. 4505 – Annexing Section 23-155-82, Sublot C of Outlot 1. c. Ordinance No. 4506 – Annexing Section 27-155-83, SW1/4SW1/4 less Elk Heights and Road. d. Ordinance No. 4510 – Annexing Section 4-155-82, SE1/4, SW1/4, S1/2NW1/4 & Gov’t Lot 4, Section 5-155-82, SE1/4, SW1/4, S1/2NE1/4 & Gov’t Lots 1 & 2, Section 8-155- 82, Outlot 2 & the NE1/4, Section 9-155-82, NE1/4, SE1/4 & the SW1/4 less Outlot 1 & Section 16-155-82, NE1/4, N1/2SE1/4 & the SE1/4SE1/4. e. Ordinance No. 4521 - Amend Division 1 (International Building Code) and Division 2 (International Residential Code) of Article I (Building Codes) of Chapter 9 (Buildings and Housing) of the CMCO in order to adopt the 2009 International Building Code and 2009 International Residential Code. f. Ordinance No. 4522 – Amend Section 15-301 and 15-302 of the CMCO to adopt the 2009 International Fuel Code. g. Ordinance No. 4523 – Amend Section 17-1 and 17-2 of the City of CMCO to adopt the 2009 International Mechanical Code. h. Ordinance No. 4524 – Amend Article III (Fire Code) of Chapter 13 (Fire Prevention and Protection) to adopt the 2009 International Fire Code. i. Ordinance No. 4525 – Amend Section 12-1 of Article 1 of Chapter 12 (Electrical Code) to adopt the 2011 National Electrical Code. j. Ordinance No. 4526 – Amend Section 26-1 of CMCO to adopt 2009 State Plumbing Code. k. Ordinance No. 4527 - Amend 2012 Budget – Airport Capital Improvements. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. 13. That the City Council approve the Cost Participation and Maintenance Agreement between the City of Minot and the North Dakota Department of Transportation for Flood Repairs on Federal Aid Routes (Street Lighting); and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Jantzer and seconded by Alderman Olson. Upon questioning, the City Engineer indicated the funding would come from Sales Tax Highway Reserves. FINANCE AND IMPROVEMENTS COMMITTEE May 1, 2012 Page 5 Whereupon, a vote was taken on the above motion by Alderman Jantzer, seconded by Alderman Olson, and carried unanimously. 14. That the City Council direct the City Manager to move forward in filling the additional staff positions needed for flood recovery efforts as detailed in the memo from the Finance Director on file in the City Clerk’s Office. ********** The above motion by Alderman Miller and seconded by Alderman Frey. Upon questioning, the Human Resource Director and Finance Director indicated job position descriptions had not been created but a few were already in place and needed adjustments to reflect the position duties for the grant funding. Alderman Barney requested the job descriptions be available at the City Council meeting. The Finance Director provided clarification on the funding of the positions. She indicated up to 5% of the CDBG funds could be used for administrative costs and that not all the proposed positions would be 100% funded by CDBG grant monies. Whereupon, a vote was taken on the above motion by Alderman Miller, seconded by Alderman Frey, and carried unanimously. 15. That the City Council authorize the City Manager to enter into negotiations with a firm to represent the City of Minot lobbyist services during the remainder of 2012 and for the 2013-2014 legislative session; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Frey and seconded by Alderman Jantzer. Upon questioning, the City Manager indicated the previous lobbyist services went well for the last session but was obtained too late and would like to obtain a firm as early as possible to be the most effective. He stated the selection process would be through direct negotiations with a firm with an informational report to be brought back to Council for approval. Whereupon, a vote was taken on the above motion by Alderman Frey, seconded by Alderman Jantzer, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE May 1, 2012 Page 6 16. That the City Council adopt the Citizen’s Participation Plan, on file in the City Clerk’s Office, and further, authorize the Mayor to sign the plan on the City’s behalf. ********** The above motion by Alderman Miller and seconded by Alderman Olson. The City Manager indicated the Finance Director had worked closely with the Department of Housing and Urban Development to draft the plan. Whereupon, a vote was taken on the above motion by Alderman Miller, seconded by Alderman Olson, and carried unanimously. 17. That the City Council declare the proposal by CDM Smith for Community Development Block Grant – Disaster Recovery Administration Services and Project Delivery Services to be the best received; further, authorize the Finance Director to negotiate a rate(s); and further, authorize the Mayor to sign any necessary documents on the City’s behalf. ********** The above motion by Alderman Olson, seconded by Alderman Jantzer, and carried unanimously. General Information There being no further business, Chairman Barney adjourned the meeting at 4:30 p.m. Respectfully Submitted, Katy Solar, City Clerk