Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE May 29, 2012 Page 1 Members Present: Frantsvog, Frey, Jantzer, Miller, Olson, Seymour. Members Absent: Barney. Others Present: City Manager, City Clerk, City Clerk Secretary, City Attorney, Assistant City Attorney, Finance Director, Public Works Director, City Engineer, Assistant City Engineer, Police Chief, Fire Chief, City Assessor, Assistant City Assessor, Recreation/Auditorium Director, City Planner, Traffic 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 May 29, 2012: 1. That the City Council authorize the City Engineer to negotiate a contract amendment to the Engineering Services Agreement between the City of Minot and Ackerman-Estvold Engineering to include design and construction observation on the 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 Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 2. That the City Council authorize the City Engineer to negotiate a contract with Kadrmas, Lee, and Jackson for consultant engineering services for the design and construction engineering for the reconstruction of 13th Street SE from 21st Avenue to 37th Avenue SE; and further, authorize the Mayor to sign the contract once complete. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE May 29, 2012 Page 2 3. That the City Council approve the Cost Participation and Maintenance agreement between the City of Minot and the North Dakota Department of Transportation for the 13th Street SE Reconstruction Project – 31st to 37th Avenue SE; and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 4. That the City Council declare the bid Strata Corporation in the amount of $186,972.50 for the Federal-Aid Street Light Repair Project; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 5. That the City Council declare the bid by Madsen Specialties for the resurfacing of four tennis courts at the Cameron Indoor Tennis Center in the amount of $19,973 to be the lowest and best bid; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 6. That the City Council adopt resolutions creating Water and Sewer District No. 181, directing preparation of an engineer’s report, approving the engineer’s report, authorizing the Mayor to finalize the Engineering Services Agreement with Northern Engineering and Consulting on behalf of the City of Minot, directing preparation of plans and specifications and waiving the resolution of necessity and public hearing, due to the petition representing more than 50 percent of the property in the district. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE May 29, 2012 Page 3 7. That the City Council approve the following request for final payment: a. Keller Paving and Landscaping, Inc. in the amount of $34,052.30 for the 20th Avenue SE project. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 8. That the City Council approve a revocable encroachment permit to be issued to the Taube Museum authorizing the protrusion of a new entrance into the right-of-way at 2 Main Street North; 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 Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 9. That the City Council approve the Fifth Amendment to the Minot, North Dakota City Employees’ Pension Plan regarding the addition of two aldermen to the membership of the Pension Board, on second reading. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 10. That the City Council approve the City of Minot Federal Grant Procurement Policy, on file in the Finance Department. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 11. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4547 – Amend 2012 Budget for the acceptance of Fire Department State Homeland Security Program grant. FINANCE AND IMPROVEMENTS COMMITTEE May 29, 2012 Page 4 b. Ordinance No. 4548 – Amend 2012 Budget in the amount of $88,000 for the acceptance of the State Land Department Energy Infrastructure and Impact Office grant. c. Ordinance No. 4549 – Amend Traffic Ordinance – Stop Sign - 39th Ave SW/SE & Main Street d. Ordinance No. 4550 - Amend 2012 Budget in the amount of $58,546 for the acceptance of the grant funds from the NDDOT for the operation of the public transit system. e. Ordinance No. 4551 – Amend 2012 Budget in the amount of $280,560 for the implementation of a car rental Customer Facility Charge into future car rental lease agreements. f. Ordinance No. 4552 – Amend 2012 Budget in the amount of $50,000 for the engineering services contract with Kadrmas, Lee & Jackson, to complete the Passenger Facility Charge application. g. Ordinance No. 4553 – Amend 2012 Budget in the amount of $38,346 for additional scope of services to the Airport Terminal Area Study. ********** The above motion by Alderman Frantsvog, seconded by Alderman Jantzer, and carried unanimously. 12. That the City Council approve the request from the Minot Park District for funding from the Community Owned Arena Maintenance Sales Tax Fund to replace a condenser at the MAYSA Arena in the approximate amount of $81,000. ********** The above motion by Alderman Miller and seconded by Alderman Seymour. Upon questioning, the Finance Director reported the Council approved $300,000 from Community Arena Maintenance to the All Season’s Arena earlier this year and has a balance of $122,000. The City Manager stated the fund was added to during the annual budget in previous years but was capped at $400,000 when the fund began to grow. Alderman Krabseth indicated the previously allotted amount was based on 1 ½ mills, which was approximately $80,000. Whereupon, a vote was taken on the above motion by Alderman Miller, seconded by Alderman Seymour and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE May 29, 2012 Page 5 13. That the City Council approve the Consulting Services Agreement between Shane Goettle and the City of Minot for a legal consultant to represent the City of Minot during the remainder of 2012 and for the 2013-2014 legislative session; and further authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Seymour and seconded by Alderman Jantzer. Upon questioning, the City Attorney indicated the City has two full-time, on site attorneys. He stated the contract between Howard Swanson’s firm regarding services for flood matters had been terminated. He also stated a firm for legal services for the CDBG-DR funds had not been retained. The City Attorney cited a portion of the North Dakota Century Code allowing cities to retain a legal representative, which would be appointed as a Special City Attorney. Alderman Frantsvog requested information on who else Shane Goettle is working for and number of other clients he represents. The City Manager indicated the information would be presented at the City Council meeting. Whereupon, a vote was taken on the above motion by Alderman Seymour, seconded by Alderman Jantzer, and carried unanimously. 14. That the City Council approve the Disaster Recovery Community Development Block Grant Program Residential Anti-Displacement and Relocation Assistance Plan; and further authorize the Mayor to sign the plan on the City’s behalf. ********** The above motion by Alderman Miller and seconded by Alderman Jantzer. The Finance Director indicated specific policies would be developed after the plan was approved. She stated the policies would be specific to Minot and follow the rules and regulations put in place by the Department of Housing and Urban Development. Whereupon, a vote was taken on the above motion by Alderman Miller, seconded by Alderman Jantzer, and carried unanimously. General Information Alderman Miller moved to hold the revised service area map for North Prairie Rural Water District and the City of Minot back to City staff for review. Motion seconded by Alderman Jantzer. The City Manager reported City staff is requesting further review of the impact the service area FINANCE AND IMPROVEMENTS COMMITTEE May 29, 2012 Page 6 agreement would have on the NAWS lawsuit. He indicated the issue would be clarified and brought back to the Committee in the near future. Upon questioning, the Public Works Director indicated the northeast industrial area should be in the City’s service area as it would serve as an expansion area to tie into distribution lines for future growth areas. Whereupon, a vote was taken on the above motion by Alderman Miller, seconded by Alderman Jantzer, and carried unanimously. There being no further business, Vice Chairman Frey adjourned the meeting at 4:40 p.m. Respectfully Submitted, Lisa Jundt, City Clerk