Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE June 28, 2012 Page 1 Members Present: Frantsvog, Frey, Jantzer, B. Miller, Moen, Olson, Seymour. Members Absent: None. Others Present: City Manager, City Clerk, City Clerk Secretary, City Attorney, Assistant City Attorney, Finance Director, Public Works Director, Assistant 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, Library Director, and Aldermen Hatlelid, 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 June 28, 2012: 1. That the City Council amend the Engineering Services Agreement between the City of Minot and Kadrmas, Lee, & Jackson to reflect the cost for services in the amount of $161,304.50 on the Flood Repairs on Federal Aid Routes. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 2. That the City Council approve the Cost Participation and Maintenance agreement between the City of Minot and the North Dakota Department of Transportation for Citywide Transportation Plan update; and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 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 US 2/52 erosion control project; and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE June 28, 2012 Page 2 4. That the City Council adopt resolutions approving the plans and specifications for Paving District #472 and Water & Sewer District #181; and further, authorize the City Engineer to call for bids. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 5. That the City Council approve the amendment to the Disaster Management Consultant Services contract with CDM Smith authorize the Mayor to sign the amendment on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 6. That the City Council approve the appropriation of $53,512 within the 2012 Library budget for flood recovery costs. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 7. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4517 – Annexing Stonebridge Farms 4th Addition, Block 1, Lots 1-16, Block 2, Lots 1-33, Block 3, Lots 1A-3B, 4-34, 35A-38B, 39-59, Block 4, Lots 1A-1B, 2-16, 17A-17B, 18, Block 5, Lots 1A-18B, 19, 20A-30B, Block 6, Lots 1, 2A-13B, 18. b. Ordinance No. 4544 – Annexing Southgate 2nd Addition, Lots 1-3. c. Ordinance No. 4558 – Annexing Morningside Addition, Lot 2. d. Ordinance No. 4570 – Amending 2012 Airport Budget in the amount of $22,000 for consulting services regarding leases and contracts with the Minot International Airport. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 8. That the City Council sponsor the North Dakota Department of Commerce Oil Impact Childcare Grant Program Pilot application by the Minot Family YMCA in the amount of $125,000; further, authorize acceptance of any grant funding awarded; and further, authorize the Mayor to sign any necessary grant documentation on the City’s behalf. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE June 28, 2012 Page 3 9. That the City Council declare the proposal by Stantec Consulting Services for the SW Minot Sanitary Sewer Improvements project to be the best received; further, authorize the City Engineer to negotiate a scope and fee contract; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Miller and seconded by Alderman Seymour. Alan Estvold, representing Ackerman-Estvold Engineer, appeared before the Committee to indicate a preference to presenting their proposal to the selection committee, rather than have the decision based on the written presentation. The City Engineer stated timing was a major factor in basing the decision on written proposals. Upon questioning, he indicated the proposal scores for project experience and staff dedication were weighed heavily in the ranking process. Whereupon, a vote was taken on the above motion by Alderman Miller, seconded by Alderman Seymour and carried unanimously. 10. That the City Council reject the bid for the 13th Street SE Reconstruction project, 31st Avenue th to 37 Avenue portion. ********** The above motion by Alderman Olson and seconded by Alderman Moen. The City Engineer stated the sole bidder indicated the shortage of subcontractors elevated the bid amount. He indicated staff would be unable to bid this project for completion in 2012 and would rebid the project in late 2012 or early 2013. Upon questioning, the Public Works Director indicated clay would be hauled to the deteriorated areas and would add gravel to improve the road conditions for the winter. Whereupon, a vote was taken on the above motion by Alderman Olson, seconded by Alderman Moen and carried unanimously. General Information Chairman Jantzer welcomed Alderman Moen to the Committee. There being no further business, Chairman Jantzer adjourned the meeting at 4:27 p.m. Respectfully Submitted, Lisa Jundt, City Clerk