Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE September 25, 2012 Page 1 Members Present: Frantsvog, Frey, Jantzer, Moen, Olson. Members Absent: B. Miller, Seymour. 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 September 25, 2012: 1. That the City Council approve an amendment to the Cost Participation, Construction and Maintenance Agreement for the Amtrak Interior Restoration project to increase the maximum federal participation from $469,460 to $477,000, and, further, authorize the Mayor to sign the appropriate agreements on the City’s behalf. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 2. That the City Council approve the following requests for final payment: a. Bechtold Paving, Inc. in the amount of $33,711.12 for Paving District No. 469. The final project cost of $464,573.33 was 0.6% over the bid amount of $461,790.75 due to minor adjustments in material quantities and additional barricades. b. Coughlin Construction, Inc. in the amount of $25,357.34 for Paving District No. 470. The final project cost of $364,646.72 was 2.4% above the bid amount of $355,970 due to minor adjustments in material quantities. c. Minot Paving in the amount of $50,093.56 for Paving District No. 468. The final project cost of $92,377.72 was 8.83% above the bid amount of $84,882 due to the extension of the project to include overlay and additional patching of the parking lot. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE September 25, 2012 Page 2 3. That the City Council authorize the City Engineer to negotiate a contract with Ackerman- Estvold Engineering to perform a comprehensive storm water management plan for the City of Minot; and further, authorize the Mayor to sign the contract once complete. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 4. That the City Council authorize the City Engineer to negotiate a contract with Houston Engineering for design and construction engineering services on Paving District No. 473 and Storm Sewer District No. 118; and further, authorize the Mayor to sign the contract once complete. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 5. That the City Council place and pass an ordinance, amending the 2012 budget in the amount of $7,860, for the purchase of a telescopic pole for use by the Police Department, on first reading. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 6. That the City Council place and pass an ordinance, amending the 2012 budget in the amount of $12,765, for pedestrian flashers, on first reading. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 7. That the City Council place and pass an ordinance, amending the 2012 budget in the amount of $10,123, for the slide and fence for use by the Recreation Department, on first reading. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 8. That the City Council place and pass an ordinance, amending the 2012 budget in the amount of $5,251, for a mower to be used by the Street Department, on first reading. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 9. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4600 – Annexing an unplatted portion of the S1/2, Section 15-155-82 and the unplatted portion of the SW1/4, Section 14-155-82 to include Mikkland Park, Lots 1 & 2. This property is located north of County Road 12 and east of 55th Street NE. b. Ordinance No. 4607 – Annexing Northridge Villas Addition, Lots 1-34. This property is FINANCE AND IMPROVEMENTS COMMITTEE September 25, 2012 Page 3 located just north of 7th Avenue NW and west of 27th Street NW. c. Ordinance No. 4610 – Amend 2012 budget in the amount of $17,360 for the North Dakota Department of Commerce energy efficiency grant to be used to upgrade lighting fixtures in the Minot Public Schools Administration Building. d. Ordinance No. 4611 – Amend 2012 budget in the amount of $7,831 for the purchase of a firefighting foam trailer. e. Ordinance No. 4612 – Amend 2012 budget in the amount of $8,178 for the replacement of a damage police patrol vehicle. f. Ordinance No. 4613 – Amend Section 20-12 of the City of Minot Code of Ordinances in regard to weight restrictions. g. Ordinance No. 4614 – Amend early morning North Central and Bel Air/Perkett bus routes. h. Ordinance No. 4615 – Establishing a moratorium on the issuance of sign permits for billboards until March 1, 2013. i. Ordinance No. 4616 – Amend 2012 budget in the amount of $61,375 for the professional services agreement as it relates to the Customer Facility Charge (CFC) program and Rental Car Concession agreement. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 10. That the City Council adopt a resolution establishing 2013 rates, fees, and charges pertaining to the Minot International Airport, effective January 1, 2013. ********** The above motion by Alderman Moen, seconded by Alderman Frantsvog, and carried unanimously. 11. That the City Council deny the request for abatement of taxes from Duane Brekke on the property located at 420 15th Street SE (Lenox Park 2nd Addition, Lot 1). ********** The above motion by Alderman Frantsvog, seconded by Alderman Olson, and carried unanimously. 12. That the City Council approve Amendment No. 3 to the Agreement between the City of Minot and Program Administrator (CDM Smith) for the Community Development Block Grant Disaster Recovery Management Services to perform the Stick Built Housing Demolition Services in the amount of $912,249; the HMGP Project applications in the amount of $200,500; and the Imagine Minot Utilities Study in the amount of $32,660; and further, authorize the Mayor to sign the amendment on the City’s behalf. ********** The above motion by Alderman Frantsvog and seconded by Alderman Frey. Upon questioning, the Finance Director clarified this is the same hazard mitigation application currently in process. She provided an update on current applications for State funding. FINANCE AND IMPROVEMENTS COMMITTEE September 25, 2012 Page 4 Whereupon, a vote was taken on the above motion by Alderman Frantsvog, seconded by Alderman Frey and carried unanimously. 13. That the City Council confirm the list of 2012 assessments to Ward County for collection in the total amount of $6,098.05 for weed cutting and miscellaneous assessments, on file in the City Treasurer’s Office. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 14. That the City Council confirm the list of 2012 assessments to Ward County for collection in the total amount of $745,471.55 for home demolition assessments, on file in the City Treasurer’s Office. ********** The above motion by Alderman Frantsvog and seconded by Alderman Olson. Upon questioning, the Finance Director stated special assessments must be certified by November 1, 2012. Donna Marquardt, 103 1st Avenue NW, appeared before the Committee and stated she was unaware of the demolition bill when she purchased the neighboring property. The City Attorney explained the process for notification of the assessments. He stated the City worked with the First District Health Unit to identify properties for demolition and a notice was sent to the owner on record. After the demolition, the information regarding the demolition costs was published in the newspaper and also sent by certified letter to the owner. Darin Ballard, 217 8th Street NW, appeared before the Committee and indicated his construction company had purchased property at 613 9th Street SE and 1417 6th Avenue SE without knowledge of the assessment. He would like to sell these homes at an affordable price. At this time, Alderman Frantsvog left the meeting. Jenny Boucher, 815 2nd Avenue NW, appeared before the Committee and stated she was unaware the cost of the demolition would be the homeowner’s responsibility. Elaine Braaten, 23 5th Street NW, appeared before the Committee to question why the costs for demolition were so high. Michele Benjamin, 200 4th Street NW, appeared before the Committee and stated she was led to believe FEMA would cover the costs. The Finance Director stated the costs are higher due to the required abatement for lead paint and asbestos. She commented the City did seek reimbursement for the costs through FEMA, however, FEMA chose not to participate in the request. She indicated approximately 80 homes were under contract for buyout and part of FINANCE AND IMPROVEMENTS COMMITTEE September 25, 2012 Page 5 the purchase price would include the cost of the demolition. Gaylen Ness, 19 Oak Drive, appeared before the Committee and indicated at first his insurance company indicated they would pay for the costs. He was later informed he was outside the flood plain and insurance would not cover the demolition costs. He would like to work with the City on what is owed. Mark Mattson, representing Jim Godfrey – owner of 224 9th Street SE, appeared before the Committee and stated his client was told the cost would be the same as hiring a private contract but instead received a much higher bill for the demolition. Upon questioning, the City Engineer indicated the letter sent out did not have a dollar amount listed as the costs would be unknown until the abatement work and demolition was complete. Chairman Jantzer requested the City Engineer to review the information submitted by Mr. Mattson regarding the difference between contractor charges and the FEMA demolition costs. Aaron Bergan, 905 4th Avenue NW, appeared before the Committee to inquire about an itemized billing for the demolition costs. The Finance Director indicated homeowners may request a copy of this information. Ted Selfors, 609 2nd Avenue NE, appeared before the Committee to inquire about the bid process for choosing a demolition contractor. The City Engineer stated the project was publicly bid and awarded to the lowest qualified bidder. He indicated certified letters were sent to each homeowner with notification of the demolition. Following discussion, a vote was taken on the above motion by Alderman Frantsvog, seconded by Alderman Olson, and carried by the following roll call vote: ayes: Frey, Jantzer, Olson. nays: Moen. 15. That the City Council award the bid for Paving District No. 474 without recommendation from the Committee. ********** It was reported the bid tabulation for Paving District No. 474 would be on the Council’s desks at the City Council meeting. The above motion by Alderman Frey, seconded by Alderman Moen, and carried unanimously. 16. That the City Council adopt resolutions creating Paving District No. 475, directing preparation of the Engineer’s Report, approving the Engineer’s Report, directing preparation of Plans and Specifications; waiving the resolution of necessity for Paving District No. 475; approve Kadrmas, Lee, and Jackson Inc. to provide the necessary engineering services for Paving District No. 475 and authorize the Mayor to sign the contract on the City’s behalf. ********** FINANCE AND IMPROVEMENTS COMMITTEE September 25, 2012 Page 6 The above motion by Alderman Olson, seconded by Alderman Moen, and carried unanimously. 17. That the City Council adopt resolutions creating Paving District No. 476, directing preparation of the Engineer’s Report, approving the Engineer’s Report, and approving the Resolution of Necessity and Public Hearing. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 18. That the City Council discontinue the 2-year property tax exemption policy, and direct the City Attorney to draft the resolution for Council review and adoption at the October 1, 2012 City Council meeting. ********** Alderman Moen moved that the City Council discontinue the 2-year property tax exemption policy, and direct the City Attorney to draft the resolution for Council review and adoption at the October 1, 2012 City Council meeting. Motion seconded by Alderman Olson. The City Assessor commented additional language should be added to allow the exemption to those who had started construction in 2012. Alderman Olson expressed opposition to the policy end date as there are still flooded home owners which have not yet started to rebuild their homes. Following discussion, a vote was taken on the above motion by Alderman Moen, seconded by Alderman Olson and carried by the following roll call vote: ayes: Frey, Jantzer, Moen. nays: Olson. General Information There being no further business, Chairman Jantzer adjourned the meeting at 6:00 p.m. Respectfully Submitted, Lisa Jundt, City Clerk