Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE February 26, 2013 Page 1 Members Present: Frantsvog, Frey, Jantzer, B. Miller, Moen, Olson, Seymour. Members Absent: None. Others Present: City Manager, City Clerk, City Attorney, Finance Director, Public Works Director, Assistant Public Works Director, City Engineer, Assistant City Engineer, Police Chief, Fire Chief, Assistant Fire Chief, Recreation/Auditorium Director, City Assessor, Assistant City Assessor, Public Information Officer, Traffic Engineer, City Planner, Comptroller, Treasurer, Aldermen Connole, Knudsvig, Krabseth, Lehner, Doug Rued, Matt Kramer, Jerry Chavez, 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 February 26, 2013: 1. That the City Council declare the bid by H & H Trucking for the hauling/delivery of 1,500 tons of Bryan Red Ball Diamond Aggregate to the Sertoma Sports Complex in the amount of $71.90/ton and the bid by PHD Trucking for the removal/replacement of Bryan Red Ball Diamond Aggregate to the Sertoma Sports Complex in the amount of $18,910.32, to the be the lowest and best bids, and further, authorize the Mayor to sign the contracts on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 2. That the City Council declare the bid by MTI Distributing for a three-wheel field conditioner for use at the softball fields in the amount of $16,774.31 to be the lowest and best bid and authorize the Recreation/Auditorium Director to complete the purchase. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 3. That the City Council declare the bid by ACME for a 72” riding mower with bagger for use at the softball fields in the amount of $18,750 to be the lowest and best bid and authorize the Recreation/Auditorium Director to complete the purchase. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 26, 2013 Page 2 4. That the City Council declare the bid by Target Roofing for the Auditorium II (Armory) Roof Repairs in the amount of $141,200 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 Seymour, and carried unanimously. 5. That the City Council place and pass an ordinance amending the 2012 annual budget in the amount of $200,500 for funds expended using cash reserves and revenues above the budget, on first reading. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 6. That the City Council authorize the Mayor to sign the Subordination Agreement for North Dakota Port Services, on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 7. That the City Council adopt a resolution approving the plans and specifications for Paving District No. 476 and authorize the City Engineer to call for bids. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 8. That the City Council adopt resolutions creating Paving District No. 478, 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 478 is received, to also adopt a resolution directing preparation of Plans and Specifications; approving the plans and specifications; waiving the resolution of necessity for Paving District No. 478; further, authorize the call for bids for Paving District No. 478; and further, approve Kadrmas, Lee, and Jackson to provide the necessary engineering services for Paving District No. 478 and authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 9. That the City Council adopt resolutions creating Paving District No. 479, directing preparation of the Engineer’s Report, approving the Engineer’s Report, directing preparation of Plans and Specifications, approving the Plans and Specifications, waiving the Resolution of Necessity and Public Hearing; further, authorize the Mayor to finalize the Engineering Services Agreement with Kadrmas, Lee, and Jackson, Inc. on the City’s behalf, and further, authorize the call for bids for Paving District No. 479. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 26, 2013 Page 3 10. That the City Council adopt resolutions creating Paving District No. 482, directing preparation of the Engineer’s Report, approving the Engineer’s Report, directing preparation of Plans and Specifications, approving the Plans and Specifications, waiving the Resolution of Necessity and Public Hearing; and further, authorize the Mayor to finalize the Engineering Services Agreement with Ackerman-Estvold on the City’s behalf and accept the engineering consultant fees deposit in the amount of $21,961.28 for the Bel Air Way/5th Avenue NW portion and $6,137.22 for the drop off lane portion, for Paving District No. 482. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 11. That the City Council adopt resolutions creating Paving District No. 483, directing preparation of the Engineer’s Report, approving the Engineer’s Report, directing preparation of Plans and Specifications, approving the Plans and Specifications, waiving the Resolution of Necessity and Public Hearing; further, authorize the Mayor to finalize the Engineering Services Agreement with Ackerman- Estvold on the City’s behalf and accept the engineering consultant fees deposit in the amount of $16,077.97, and further, authorize the call for bids for Paving District No. 483. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 12. That the City Council adopt resolutions creating Storm Sewer District No. 120, directing preparation of the Engineer’s Report, approving the Engineer’s Report, and waiving the resolution of necessity for Storm Sewer District No. 120. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 13. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4676 – Annexing 55th Crossing, Block 1, Lot 1, Block 2, Lot 1, Block 3, Lot 1, Block 4, Lots 1&2, Block 5, Lot 1, Block 6, Lot 1, Block 7, Lots 1A-11B, Block 8, Lots 1-5 and 6A-10B, Block 9, Lots 1-6 and Lots 7A-12B, Block 10, Lots 1-6 and Lots 7A-12B, Block 11, Lots 1-12, Block 12, Lots 1-12, Block 13, Lots 1-10, Block 14, Lots 1A-14B, Block 15, Lots 1A-16B, Block 16, Lots 1-10, Block 17, Lots 1-12, Block 18, Lots 1-12, Block 19, Lots 1- 12, Block 20, Lots 1-12, Block 21, Lots 1-10, Block 22, Lots 1A-19B, and Block 23, Lots 1- 38. b. Ordinance No. 4677 – Annexing Shiloh Addition, Lots 1 & 2. c. Ordinance No. 4691 – Amending 2013 Budget in the amount of $100,381 for compost site equipment and personnel. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 26, 2013 Page 4 14. That the City Council establish connection fees for Ridgedale Industrial Park 3rd Addition, Lots 1- 7 and Ridgedale Industrial Park 4th Addition, Lots 1 & 2, on file in the City Engineer’s Office, to be collected prior to issuance of a plumbing or building permit. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 15. That the City Council approve plans and specifications for the 6th Street Underpass Lift Station and Storm Sewer Improvement project and authorize the City Engineer to call for bids. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 16. 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 Federal Aid Flooded Roadway Repairs Project and authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Seymour, and carried unanimously. 17. That the City Council approve a Civil Service Accountant position for the Finance Department; and further, place and pass the attached ordinance amending the 2013 budget in the amount of $57,483, on first reading ********** The above motion by Alderman B. Miller and seconded by Alderman Seymour. Upon questioning, the Finance Director indicated the position would be a permanent addition to the department. Alderman Frantsvog expressed concern with adding the position at this time when the Council had already approved several new positions during the 2013 budget process. Aldermen B. Miller and Seymour urged support for the request due to the reporting needs for federal grant programs. Following discussion, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Seymour and carried by the following roll call vote: ayes: Frantsvog, Frey, Jantzer, B. Miller, Olson, Seymour. nays: Moen. 18. That the City Council consider a bid award for consulting services for the 21st Avenue NW Street and Utility Improvements Project without recommendation from the Finance and Improvements Committee. ********** The above motion by Alderman Frey, seconded by Alderman B. Miller, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE February 26, 2013 Page 5 19. That the City Council place and pass an Ordinance to enact a one cent sales tax effective for collections beginning July 1, 2014 with 50 percent to be expended on flood control, 25 percent be expended for the construction, operation, and maintenance of Minot area improvements, 15 percent be expended for the creation of jobs through retaining and expanding commercial, industrial, agricultural, recreation and educational activities in the Minot area, and 10 percent to provide property tax relief, on first reading. ********** The above motion by Alderman B. Miller and seconded by Alderman Frey. Matt Kramer, Chairman of the MADC Board of Directors, appeared before the Committee to present a recommendation from the MADC task force for reducing the funding level for economic development activities. He stated the recommendation was to reduce the sales tax funding from 40% to 20% and direct the remaining 20% towards flood recovery. Upon questioning, Mr. Kramer stated the proposed funding level would be similar to the amount funded in 2005, which was prior to the current oil-impacted economy. Upon questioning, the Finance Director indicated the City does not have a cost share agreement with the State regarding flood recovery control costs. She stated the proposed tax redistribution would provide as much funding as possible. Alderman Frantsvog questioned if the City would be responsible for paying the local share on this project. The City Manager stated the City had taken the position of ‘a regional tax for a regional project’ on the previous flood control projects and the NAWS project. Rick Rodman, 433 21st Street NW, appeared before the Committee to urge support for the flood control project. Following discussion, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Frey and carried by the following roll call vote: ayes: Frey, Jantzer, B. Miller, Seymour. nays: Frantsvog, Moen, Olson. General Information There being no further business, Chairman Jantzer adjourned the meeting at 4:57 p.m. Respectfully Submitted, Lisa Jundt, City Clerk