Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE August 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, Assistant Public Works Director, Assistant City Engineer, Police Chief, Fire Chief, Recreation/Auditorium Director, Traffic Engineer, Comptroller, Treasurer, HR Generalist, and Aldermen Connole, 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 August 28, 2012: 1. 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 -21st to 31st Avenue SE; and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 2. That the City Council approve the relocation agreement with Verendrye Electric for the relocation of a utility pole in the right-of-way for the 13th Street SE Reconstruction Project; and further, authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE August 28, 2012 Page 2 3. That the City Council adopt resolutions creating Paving District No. 474, directing preparation of the Engineer’s Report, approving the Engineer’s Report, directing preparation of Plans and Specifications, approving Plans and Specifications, waiving the Resolution of Necessity and Public Hearing; and further, authorize the Mayor to finalize the Engineering Services Agreement with Houston Engineering, Inc. on the City’s behalf and accept the engineering consultant fees deposit in the amount of $14,524.17. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 4. That the City Council approve the following requests for final payment: a. North Dakota Department of Transportation in the amount of $28,843.97 for the North Broadway – 4th Avenue NW to University Avenue project. The final project cost was $5,396,340; which is 4.6% above the bid amount of $5,157,575.14 and is due to variations between the bid quantities and the actual quantities in materials used. b. R & K Contractors in the amount of $8,800 for the Auditorium II Remodel. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 5. That the City Council adopt the City of Minot Communicating Information to Persons with Sensory Impairments Policy. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 6. That the City Council adopt the City of Minot Fair Housing Policy for the City of Minot. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE August 28, 2012 Page 3 7. That the City Council adopt the Conflict of Interest Policy for the Community Development Block Grant Program. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 8. That the City Council adopt the Davis Bacon and Related Acts Policy and approve the Internal Auditor as the Labor Compliance Officer. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 9. That the City Council approve the Contractor Monitoring Plan for the City of Minot. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 10. That the City Council amend the City of Minot Program for Voluntary Acquisition of Real Estate to include language regarding the second phase of the voluntary acquisition program. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 11. That the City Council authorize City staff to call for bids for the rehabilitation and reconstruction of flood damaged homes after approval of the policy and procedures have been approved by the City Council. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 12. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4533 – Annexing Livingston’s 7th Addition, Block 1-5. b. Ordinance No. 4584 – Annexing Northport Heights, Blocks 1-3. c. Ordinance No. 4597 – Annexing portion of Idlewild not previously annexed and adjacent 32nd Avenue NW right-of-way. FINANCE AND IMPROVEMENTS COMMITTEE August 28, 2012 Page 4 d. Ordinance No. 4603 – Amending the 2012 Airport Budget in the amount of $441,000 for the design and bidding services for the Airport Terminal Access Road and Parking Lot project. ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 13. That the City Council place and pass an ordinance, amending the City of Minot Code of Ordinances Section 2-130 Water Utility Revenue Bonding, on first reading ********** The above motion by Alderman Seymour, seconded by Alderman Moen, and carried unanimously. 14. That the City Council waive the water and sewer hookup fees in the amount of $12,211.28 for the Domestic Violence Crisis Center property located at 3900 11th Avenue SE. ********** The above motion by Alderman Frantsvog and seconded by Alderman Frey. Dena Filler, Executive Director of Domestic Violence Crisis Center (DVCC), appeared before the Committee. She stated the DVCC is building a campus which is being funded by donations. She indicated the fee waiver would help the donation monies stretch further in the project. Whereupon, a vote was taken on the above motion by Alderman Frantsvog, seconded by Alderman Frey, and carried unanimously. 15. That the City Council adopt a resolution amending the polling location of the Northwest Voting Quadrant to Lewis & Clark Elementary School for the General Election to be held in the City of Minot, North Dakota on November 6, 2012. ********** The above motion by Alderman B. Miller and seconded by Alderman Olson. Upon questioning, the Finance Director stated the change to the voting location had been communicated to the Ward County Auditor. She also indicated the Ward County Auditor was working with the MAYSA arena to verify preparedness for potential issues at that site. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE August 28, 2012 Page 5 16. That the City Council approve CDM Smith to preform and complete the Minot Affordable Housing Plan; further, amend the CDM Smith CDBG-DR Contract to include the services for the Minot Affordable Housing Plan; and further, authorize the Mayor to sign the necessary documentation on the City’s behalf. ********** The above motion by Alderman B. Miller and seconded by Alderman Frey. Upon questioning, the Finance Director indicated the study would be used to provide information to the State Legislature and Federal entities on the City’s needs. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Frey, and carried unanimously. 17. That the City Council approve Amendment #2 to the agreement between the City of Minot and the Natural Resources Conservation Service for the Mouse River Debris Removal; and further, authorize the Mayor to sign the necessary documentation on the City’s behalf. ********** The above motion by Alderman B. Miller and seconded by Alderman Seymour. Upon questioning, the Assistant Public Works Director stated the initial low bidder was unresponsive. The Natural Resources Conservation Service chose to reject all bids received and rebid the project. He indicated the new bids were received at a lower cost than the initial low bid. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Seymour and carried unanimously. 18. That the City Council approve the sale of Original Minot Addition, Block 2, Lots 20- 24 to Artspace Projects, Inc., Development for the sum of $107,800 and further authorize the Mayor to sign the necessary documentation on the City’s behalf. ********** The above motion by Alderman B. Miller and seconded by Alderman Olson. Alderman B. Miller questioned whether the property was required to be advertised as surplus property. He also questioned the possibility of proceeding with a quit-claim deed for the property in lieu of the requested monetary donation. FINANCE AND IMPROVEMENTS COMMITTEE August 28, 2012 Page 6 The City Attorney stated Section 2-5.1 of the City of Minot Code of Ordinances allows the City to set the terms of a property sale. The Finance Director commented Artspace had received CDBG funding, which was limited for certain uses, and would go toward the property purchase. Alderman Connole appeared before the Committee to question the City’s liability for environmental concerns on the property. The City Attorney stated the purchase agreement has a clause to eliminate the City’s liability for future environmental concerns. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Olson and carried unanimously. 19. That the City Council consider the request for a $100,000 donation to Artspace Projects, Inc., Development without Committee recommendation. ********** Alderman B. Miller moved that the City Council approve the request for a $100,000 donation to Artspace Projects, Inc., Development. Motion seconded by Alderman Olson. Upon questioning, the Finance Director stated monies had been donated to the Artspace project in the early stages of the project and would confirm the amount before the City Council meeting. Aldermen Frantsvog, Frey, and Moen indicated they would not support the current donation request without knowing the amount of money donated by the City in the past. Following discussion, Alderman B. Miller withdrew the motion and Alderman Olson withdrew the second. Whereupon, Alderman Frey moved that the City Council consider the request for a $100,000 donation to Artspace Projects, Inc., Development without Committee recommendation. Motion seconded by Alderman Seymour and carried by the following vote: ayes: Frey, B. Miller, Olson, Seymour. nays: Frantsvog, Moen. General Information There being no further business, Chairman Jantzer adjourned the meeting at 4:51 p.m. Respectfully Submitted, Lisa Jundt, City Clerk