Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE January 29, 2013 Page 1 Members Present: Frantsvog, Jantzer, B. Miller, Moen, Olson, Seymour. Members Absent: Frey. 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, Public Information Officer, Traffic Engineer, City Planner, Comptroller, Treasurer, Airport Director, Alderman Lehner, 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 29, 2013: 1. That the City Council approve list of the pledged securities as of November 30, 2012. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 2. That the City Council approve a revocable encroachment permit to be issued to First Western Bank and Trust authorizing the encroachment of a sign and parking stalls into the right-of-way at 900 South Broadway; further, that the City Attorney be authorized to compose the permit to include the usual hold-harmless wording to protect the City from any liability and retain the right to revoke the permit if necessary for any reason; further, require the owner be responsible for costs of maintenance and replacement; further, that the applicant pay a $100 processing fee to the Inspection Department before the permit is issued; 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. 3. That the City Council approve a revocable encroachment permit to be issued to V3 Studio authorizing the encroachment of building footings and facing into the right-of-way at 5 Central Avenue W and 205 1st Street SW; further, that the City Attorney be authorized to compose the permit to include the usual hold-harmless wording to protect the City from any liability and retain the right to revoke the permit if necessary for any reason; further, require the owner be responsible for costs of maintenance and replacement; further, that the applicant pay a $100 processing fee to the Inspection Department before the permit is issued; 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. FINANCE AND IMPROVEMENTS COMMITTEE January 29, 2013 Page 2 4. That the City Council approve the parking aisle width variance from 26’ to 25’ for the downtown parking structures. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 5. That the City Council approve the following requests for final payment: a. Main Electric in the amount of $53,172.45 for the electrical portion of the Well Rehabilitation Project. b. Northern Plains Contracting in the amount of $43,093.87 for the general contract portion of the Lift Station Rehabilitation Project. c. Keller Paving & Landscaping, Inc. in the amount of $122,111.40 for Paving District No. 466B. d. Mowbray & Sons in the amount of $35,433 for the mechanical portion of the Lift Station Rehabilitation project. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 6. That the City Council approve a contract amendment between the City of Minot and Kadrmas, Lee, and Jackson, Inc. for the 21st Avenue NW Storm and Sanitary Sewer/Storm Sewer District #117 project in the amount of $62,096.72; and further, authorize the Mayor to sign the amendment, on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 7. That the City Council approve a contract amendment (Amendment #2) between the City of Minot and Ackerman-Estvold Engineering for the Flooded Street Light Repairs-Federal Aid Routes project in the amount of $12,617; and further, authorize the Mayor to sign the amendment on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 8. That the City Council approve the plans and specifications for the Southwest Railroad Quiet Zone project and authorize the call for bids; further, authorize staff to file permit applications with Burlington Northern Santa Fe Railroad for the Maple Street, 5th Avenue SW, and Golf Course crossings; further, approve the contract amendment with SRF Consulting Group, Inc. to include surveying and construction observation services; and further, authorize the Mayor to sign any necessary documents on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 9. That the City Council adopt resolutions creating Paving District No. 473, directing preparation of the Engineer’s Report, approving the Engineer’s Report, and approving the Resolution of Necessity and Public Hearing; and further, if enough support for Paving District 473 is received, to also adopt a resolution directing preparation of Plans and Specifications; approving the plans and specifications; FINANCE AND IMPROVEMENTS COMMITTEE January 29, 2013 Page 3 waiving the resolution of necessity for Paving District No. 473; further, authorize the call for bids for Paving District No. 473; and further, approve Houston Engineering to provide the necessary engineering services for Paving District No. 473 and 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. 10. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4396 – Annexing Brookview 6th Addition, Lots 1 and 2. b. Ordinance No. 4651 – Annexing Outlot 19 less Lots A-C, Section 29-155-82 and Feist Subdivision of a portion of Gold Nugget Addition, Block 2, less East 197.45. c. Ordinance No. 4654 – Annexing 55th Crossing 2nd Addition, Blocks 1-10. d. Ordinance No. 4670 – Amend 2013 Budget – Energy/Infrastructure Grant – Fire Training Grounds. e. Ordinance No. 4671 – Amend 2013 Budget – Homeland Security Grant – Fire Department Regional Response Drill. f. Ordinance No. 4672 – Amend CMCO - Repeal Section 16-4 – Smoking in Public Places. g. Ordinance No. 4673 – Amend 2012 Budget – Airport Parking and Equipment. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 11. That the City Council authorize acceptance of the EDA Grant in the amount of $1,600,000 for the 21st Avenue NW Street and Utility Improvements Project (Market at North Hill); and further, authorize the Mayor to sign any necessary documents on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 12. That the City Council authorize solicitation of a Request for Proposal (RFP) to appropriate entities for an upgrade to the City’s phone system to be performed in the 2014 fiscal year. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. 13. That the City Council review the location of sidewalk installation for the Lewis and Clark Sidewalk project without recommendation from the Committee. ********** Alderman Frantsvog moved that the City Council approve the location of the sidewalks for the Lewis and Clark Sidewalk project as presented in the application for the Safe Routes to School program; and further, authorize the City Engineer to move forward with plan preparation and bidding the project. Motion seconded by Alderman Olson. Alderman Olson stated she had been contacted by neighborhood residents with concerns over the sidewalk location. She stated the residents preferred the sidewalks be installed on the north side of the street, which is the same side of the street as Polaris Park. FINANCE AND IMPROVEMENTS COMMITTEE January 29, 2013 Page 4 Alderman Moen questioned if children on the north side of the street would have to cross traffic if the sidewalks were installed on the south side of the street. She expressed concern over upsetting the neighborhood when it would be more agreeable to place the sidewalks on the north side of the street. The Assistant City Engineer indicated the study had identified sidewalk needs on 26th Avenue NW and 8th Street NW. He stated sidewalk installation on the north side of the street would require children to cross traffic and would be a possible safety issue. He further stated there are a limited number of homes on the north side of the street. The City Manager commented children would be less likely to use the sidewalk if it was installed on the north side of the street. He also stated the neighborhood would not be responsible for funding the installation of the sidewalk as it was fully grant funded. Pat Slotsve, Principal of Lewis and Clark Elementary School, appeared before the Committee and stated the lack of sidewalks in the area is a concern. He commented he would like to see sidewalks installed on both sides of the street and also add flashing lights at crossing areas. He indicated he may be able to provide an estimate of the number of children in the area. Whereupon, Alderman B. Miller moved that the City Council review the location of sidewalk installation for the Lewis and Clark Sidewalk project without recommendation from the Committee. Motion seconded by Alderman Olson and carried unanimously. 14. That the City Council approve a Civil Service Accountant position for the Finance Department; and further, place and pass an ordinance amending the 2013 budget in the amount of $57,483, on first reading. ********** The above motion by Alderman Frantsvog and seconded by Alderman Seymour. The Finance Director reported the paperwork and required reporting for grants and projects has increased and additional duties associated with grant funding has also increased staff workloads. She stated the grant reporting must be completed or risk losing the grant funding. Following discussion, a vote was taken on the above motion by Alderman Frantsvog, seconded by Alderman Seymour and carried unanimously. 15. That the City Council place and pass an ordinance amending the 2012 annual budget in the amount of $3,078,030 for funds expended using cash reserves, on first reading. ********** The above motion by Alderman B. Miller and seconded by Alderman Olson. The Finance Director reported the Government Accounting Standards do not allow the City to have a negative balance in any department. Upon questioning, she stated she would provide additional information regarding the cash reserve balance at the City Council meeting. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Olson and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 29, 2013 Page 5 16. That the City Council approve the SW Minot Sewer Improvements Preliminary Engineering Report; and further, establish connection fees in the amount of $4,440/acre. ********** The above motion by Alderman B. Miller and seconded by Alderman Seymour. Mark Hanson, representing Stantec, presented the preliminary engineering report for the SW Minot Sewer Improvements Project. He provided information on the sub-districts for the project and reported the preliminary cost estimate for phases 1 and 2 is $8,546,300. He stated the connection cost per acre would be $4,400. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Seymour and carried unanimously. 17. That the City Council approve the preliminary implementation planning for the City of Minot Flood-Risk Phasing. ********** The above motion by Alderman B. Miller and seconded by Alderman Seymour. Ryan Ackerman, representing Ackerman-Estvold Engineering, presented the preliminary implementation planning of the flood-risk phasing. He provided information on the prioritization and scheduling of the sub- projects for the overall flood protection project. He commented the project timelines will depend on funding. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. General Information The Finance Director provided information on the Minot Affordable Housing Study and stated the major findings were referenced in the executive summary. She noted the study findings are still in draft format but wanted to provide the preliminary information to the City Council. There being no further business, Chairman Jantzer adjourned the meeting at 5:27 p.m. Respectfully Submitted, Lisa Jundt, City Clerk