Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE January 8, 2013 Page 1 Members Present: Frantsvog, Frey, Jantzer, B. Miller, Moen, Olson, Seymour. Members Absent: None. Others Present: City Manager, City Clerk, City Attorney, Assistant City Attorney, Finance Director, Public Works Director, Assistant Public Works Director, City Engineer, Assistant City Engineer, Police Chief, Fire Chief, Recreation/Auditorium Director, City Assessor, Assistant City Assessor, Traffic Engineer, Library Director, Comptroller, Treasurer, Airport Director, Aldermen Connole, Hatlelid, Krabseth, and Lehner, Public Information Officer, Doug Rued, and Jill Schramm. 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 January 8, 2013: 1. That the City Council declare the bid by Veit & Company for the Sanitary Sewer Lift Station Improvements – Phase I project in the amount of $2,472,000 to be the lowest and best bid received; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 2. That the City Council approve approve the following requests for final payment: a. Mowbray Plumbing & Heating, Inc. in the amount of $9,725.50 for the air condenser at the Minot Public Library. b. Hight Construction, LLC in the amount of $1,595 for the restoration of the Minot Public Library sidewalks and utility shed. c. NDDOT in the amount of $4,813.86 for the US 83 Bypass Share Use Path. d. Minot Paving Co., Inc. in the amount of $5,440.94 for the 2012 Sidewalk, Curb, and Gutter project. e. Minot Paving Co., Inc. in the amount of $15,206.38 for the Non-Federal Aid Flooded Roadway Repairs project. f. Robert Gibb & Sons, Inc. in the amount of $293,149.37 for the 21st Avenue NW Storm and Sanitary Sewer project. g. Minot Electric, Inc. in the amount of $75,947.35 for the electrical portion of the lift station rehabilitation project. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 8, 2013 Page 2 3. That the City Council amend the Davis Bacon and Related Acts Policy to name the Grant and Project Coordinator and the Internal Auditor as the Labor Compliance Officers. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 4. That the City Council place and pass an ordinance amending the 2013 Library budget in the amount of $4,207 for the North Dakota State Library Technology grant to purchase 15 eReaders for the Minot Public Library, on first reading. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 5. That the City Council place and pass an ordinance amending the 2013 Library budget in the amount of $2,110.67 for the Workforce Safety Ergonomic Initiative grant to purchase equipment for the Minot Public Library, on first reading. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 6. That the City Council place and pass an ordinance amending the 2012 budget in the amount of $100,000 for the funds received and expended from the sales of land for the Artspace project, on first reading. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 7. That the City Council place and pass an ordinance amending the 2012 budget in the amount of $784,514 for funds expended to repair the lift stations after the 2011 Flood, on first reading. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 8. That the City Council place and pass an ordinance amending the 2012 budget in the amount of $67,178 to increase the General and Administration budget for the funds received from North Dakota State Aid and expended to the Park District, on first reading. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 9. That the City Council place and pass an ordinance amending the 2013 budget in the amount of $11,470,000 to increase the Sanitation and Water & Sewer budgets and decrease the CDBG-DR budget for North Dakota Trust Land proceeds, on first reading. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 8, 2013 Page 3 10. That the City Council declare the proposal by Stantec Engineering to develop comprehensive plans for flood affected neighborhoods and the downtown section of Minot to be the best received; further, authorize the City Engineer to negotiate a contract for those services; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 11. That the City Council approve the North Dakota Department of Transportation’s permit to discharge stormwater into their right-of-way for the RDO Equipment Company site located at 6320 Highway 2 East; and further, authorize the Mayor to sign the permit on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 12. That the City Council declare the submittal by EAPC for architectural and engineering services for the Municipal Auditorium Remodel/Expansion project to be the best received, and further, authorize the Recreation/Auditorium Director to negotiate a contract; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 13. That the City Council grant Beyond Shelter, Inc., a property tax incentive in the form of a Payment in Lieu of Taxes (PILOT) set at $11,200 for the base year and increasing two percent each year thereafter for a period of 20 years for the Washington Townhomes, Phase II development and to provide a letter of support for the project related to their application to the North Dakota Housing and Finance Agency for Low Income Housing Tax Credits. ********** The above motion by Alderman Frantsvog and seconded by Alderman Frey. Dan Madler, representing Beyond Shelter, Inc., appeared before the Committee to urge support for the request. He stated start date of Phase II would be August 13, 2013 and granting the PILOT request assures the project remains viable. Whereupon, a vote was taken on the above motion by Alderman Frantsvog, seconded by Alderman Frey and carried unanimously. 14. That the City Council authorize the creation of plans and specifications for the Southwest Minot Sewer Improvements – Phases I & II. ********** The above motion by Alderman B. Miller and seconded by Alderman Frey. The City Engineer explained this project is a continuation of the Puppy Dog Sewer Improvements project and has been programed into the 2013 Capital Improvements. He stated staff is requesting the creation of plans and specifications prior to the engineer’s report to allow the project to be bid earlier. He indicated the engineer’s report would be brought to a future committee meeting for approval. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Frey and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 8, 2013 Page 4 15. That the City Council place and pass the following ordinance on second reading: a. Ordinance No. 4639 – Amend CMCO – Enterprises – Dakota Territory Air Museum. ********** The above motion by Alderman Frey and seconded by Alderman Olson. The City Attorney stated the ordinance has been placed on the agenda for second reading; however, the Enterprise agreement had not yet been signed. Whereupon, a vote was taken on the above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 15. That the City Council place and pass the following ordinance on second reading: b. Ordinance No. 4640 – Community Facilities – Minot Park District. ********** The above motion by Alderman Seymour and seconded by Alderman Frantsvog. The City Attorney stated the Joint Powers Agreement had not yet been signed by the Minot Park District. He stated the Minot Park District requested changes to the agreement regarding use of certain facilities with inclusion of fee amounts. Whereupon, a vote was taken on the above motion by Alderman Seymour, seconded by Alderman Frantsvog, and carried unanimously. 15. That the City Council place and pass the following ordinance with the amended language as presented, on second reading: c. Ordinance No. 4642 – Community Facilities – Minot State University. ********** The City Attorney commented the original ordinance was drafted with wording for approval on a yearly basis. He stated he had reviewed the minutes which referenced $4 million over 4 years, after which, he recognized the intention of the motion and redrafted the ordinance with new language. He indicated the original motion makers were referring to $4 million over 4 years and a motion would be needed to amend the ordinance. He indicated the request would require an annual evaluation, per ordinance, for each year of funding. Whereupon, Alderman B. Miller moved that the City Council place and pass Ordinance No. 4642 with the amended language as presented, on second reading. Motion seconded by Alderman Olson and carried by the following roll call vote: ayes: Frantsvog, Jantzer, B. Miller, Moen, Olson, Seymour. nays: Frey. FINANCE AND IMPROVEMENTS COMMITTEE January 8, 2013 Page 5 15. That the City Council place and pass the following ordinance on second reading: d. Ordinance No. 4641 – Amend 2012 budget – Community Facilities – Minot Recreation Commission. ********** The above motion by Alderman Olson and seconded by Alderman Seymour. The City Attorney stated plans for the ice rink are not in place yet and the City will need to enter into a Joint Powers agreement with the Minot Park District once they are in place. Whereupon, a vote was taken on the above motion by Alderman Olson, seconded by Alderman Seymour, and carried unanimously. The City Attorney commented the Joint Powers agreement between the City of Minot and the State Board of Higher Education had not yet been received. 15. That the City Council place and pass the following ordinances on second reading: e. Ordinance No. 4644 - Annexing Hawk’s View Addition, Lot 2 f. Ordinance No. 4645 - Annexing Hawk’s View Addition, Lot 3 g. Ordinance No. 4658 – Amend CMCO – Remove Parking Restriction – South side of 2nd Avenue SW from 10th Street SW to Maple Street. h. Ordinance No. 4659 – Amend CMCO – Stop Sign – 8th Street NW and 30th Avneue NW. i. Ordinance No. 4660 – Amend CMCO – Yield Sign – eastbound 19th Avenue NW and Sunset Boulevard. j. Ordinance No. 4661 – Amend 2012 budget – Sales Tax Economic Development, Sales Tax Improvements, and Emergency Funds. k. Ordinance No. 4662 – Amend 2013 budget – Airport Snow Removal Equipment Building. ********** The above motion by Alderman Frantsvog, seconded by Alderman B. Miller and carried unanimously. 16. That the City Council approve the allocation of additional funds in the total amount of $208,212 for the Municipal Auditorium Roof Repairs on the Armory; and further, place and pass an ordinance amending the 2013 budget for the allocation of funds, on first reading. ********** The above motion by Alderman Frey and seconded by Alderman Frantsvog. The Recreation/Auditorium Director stated the initial estimate was $100,000 for repairs; however, additional transition areas to the Armory are also in need of repair and were added to the project. Whereupon, a vote was taken on the above motion by Alderman Frey, seconded by Alderman Frantsvog and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 8, 2013 Page 6 17. That the City Council approve the 50% cost share for engineering services on the technical support, financial modeling and phasing of the flood control project. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey, and carried unanimously. 18. That the City Council authorize the Mayor’s signature on a local government entity letter of support to Community Development, Inc. for an application to the North Dakota Housing Finance Agency to construct new, quality, affordable housing in Minot, on the City’s behalf. ********** The above motion by Alderman Seymour and seconded by Alderman Frey. The City Manager confirmed the organization had previously requested a letter of support and was approved. Whereupon, a vote was taken on the above motion by Alderman Seymour, seconded by Alderman Frey and carried unanimously. General Information Ryan Ackerman, representing Ackerman-Estvold Engineering, presented the preliminary project scaling assessment. The assessment was done to evaluate the feasibility of decreasing the flood protection project costs by reducing the design flows to 10,000, 15,000, and 20,000 cubic feet per second (cfs). He stated the project footprint would not change, only the height of the levees and flood walls. He commented there would not be a proportionate factor of cost saving by scaling down the project. He indicated $30.7 million, or about 6% of the project cost, would be saved if the project scaling was reduced. There being no further business, Chairman Jantzer adjourned the meeting at 5:07 p.m. Respectfully Submitted, Lisa Jundt, City Clerk