Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE July 31, 2012 Page 1 Members Present: Frantsvog, Frey, Jantzer, B. Miller, Moen, Olson, Seymour. Members Absent: None. Others Present: 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, Airport Director, City Planner, Traffic Engineer, Comptroller, Treasurer, Library Director, and Aldermen Connole, Hatlelid, 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 July 31, 2012: 1. That the City Council declare the bid by Minot Paving Company for the Non-Federal Aid Road Repair project in the amount of $334,851.65 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 B. Miller, seconded by Alderman Frey, and carried unanimously. 2. That the City Council declare the bid by Wagner Place, Inc. for the construction of the Stonebridge Farms Sanitary Sewer Lift Station in the amount of $676,490 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 B. Miller, seconded by Alderman Frey, and carried unanimously. 3. That the City Council declare the bid by Wagner Construction for Water and Sewer District #181 in the amount of $256,798 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 B. Miller, seconded by Alderman Frey, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE July 31, 2012 Page 2 4. That the City Council approve a change order to the contract for the 2012 Street Improvement Project with Bechtold Paving to include the additional work in the amount of $465,880.59 at the South Hill Complex and also pave an undeveloped lot adjacent to the Auditorium. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey, and carried unanimously. 5. That the City Council authorize the Recreation/Auditorium Director to solicit RFQs for architectural and engineering services for future remodeling and/or expansion of the Municipal Auditorium. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey, and carried unanimously. 6. That the City Council approve the conversion of an Engineering Technician position to a Project Engineer position in the Engineering Department. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey, and carried unanimously. 7. That the City Council authorize the Mayor to sign the letter of commitment to participate in the planning process of a county-wide hazard mitigation plan and to use the finished plan. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey, and carried unanimously. 8. That the City Council approve the Hazard Mitigation Grant Program applications to the North Dakota Department of Emergency Services; and further, authorize the Mayor to sign the applications on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey, and carried unanimously. 9. That the City Council approve the amended engineer’s estimate for Paving District #472 in the amount of $540,134. ********** The above motion by Alderman Frantsvog and seconded by Alderman B. Miller. The City Engineer stated the preliminary estimate was included in the bid specifications instead of the final estimate which was a higher amount. Whereupon, a vote was taken on the above motion by Alderman Frantsvog, seconded by Alderman B. Miller and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE July 31, 2012 Page 3 10. That the City Council approve the amendment to the contract between the City of Minot and the Lake Agassiz Regional Council for hazard mitigation for a contract not to exceed $15,000; further, approve the change in funding source to come from Sales Tax Flood Control; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman B. Miller and seconded by Alderman Frey. Upon questioning, the Finance Director clarified how projects would reach the required benefit cost analysis ratio in order to qualify for hazard mitigation funds. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Frey and carried unanimously. 11. That the City Council approve Amendment No. 1 to the Agreement between the City of Minot and Program Administrator (CDM Smith) for the Community Development Block Grant Disaster Recovery Management Services to incorporate the legal services of Swanson and Warcup, Ltd for home acquisitions and authorize CDM Smith to perform an unmet needs assessment for the City; and further, authorize the Mayor to sign any required paperwork on the City’s behalf. ********** The above motion by Alderman Frantsvog and seconded by Alderman Olson. Alderman Frantsvog questioned whether the recently approved additional legal staff could provide these services. The Finance Director commented the incorporation of Swanson and Warcup into the contract is due to a desire to provide continuity for those in the voluntary acquisition process. She indicated any future acquisition legal services would be reviewed to determine whether current staff would be utilized. Whereupon, a vote was taken on the above motion by Alderman Frantsvog, seconded by Alderman Olson, and carried unanimously. 12. That the City Council adopt a resolution correcting the previously approved plat of Northridge Villas Addition, Block 1, Lots 1-30 and Block 2, Lots 1-9 to be known as Northridge Villas Addition, Block 1, Lots 1-28 and Block 2, Lots 1-9; and correct Ordinance No. 4592 rezoning Northridge Villas Addition, Block 1, Lots 1-28 and Block 2, Lots 1-9 from AG (Agricultural District) to R-4 (Planned Residence District) and Ordinance No. 4593 annexing Northridge Villas Addition, Block 1, Lots 1-28 and Block 2, Lots 1-9. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE July 31, 2012 Page 4 13. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4462 – Annexing Skyport 6th Addition. This property is located on 8th Street NW and 27th Avenue NW. b. Ordinance No. 4587 – Annexing Section 34-155-83, Outlot 10. This property is located at the northwest corner of 16th Street and 37th Avenue SW. ********** The above motion by Alderman Olson, seconded by Alderman Frey, and carried unanimously. 14. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4593 – Annexing Northridge Villas Addition. This property is located just north of 7th Avenue NW and west of 27th Street NW. ********** The above motion by Alderman Olson and seconded by Alderman Frey. Tina Langhans, 713 27th Street NW, Angela Bonness, 709 27th Street NW, and Steve Schmaltz, 705 27th Street NW, appeared before the Committee in opposition of the motion. They asked the item to be held until the rezoning request for this property was considered. The City Planner explained the notification process for items on the Planning Commission agenda. She also explained how the percentage of protests was calculated. The City Attorney clarified the process of first and second reading of zoning and annexation ordinances. He commented the applicant is entitled to a decision on the request and the issue should be addressed at the City Council meeting. The City Attorney also explained the procedure to reconsider a previously approved motion. Following discussion, a vote was taken on the above motion by Alderman Olson, seconded by Alderman Frey and tied by the following roll call vote: ayes: Frey, B. Miller, Olson. nays: Frantsvog, Moen, Seymour. As a result of the tie vote, Chairman Jantzer voted in favor of the motion and the motion carried. General Information There being no further business, Chairman Jantzer adjourned the meeting at 4:50 p.m. Respectfully Submitted, Lisa Jundt, City Clerk