Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE March 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, Police Chief, Fire Chief, Assistant Fire Chief, Recreation/Auditorium Director, City Assessor, Assistant City Assessor, Public Information Officer, Traffic Engineer, City Planner, Treasurer, Aldermen Connole, Hatlelid, Knudsvig, Krabseth, and Lehner, Mayor Zimbelman, 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 March 26, 2013: 1. That the City Council declare the bid by Keller Paving & Landscaping, Inc. for the Federal- Aid Road Repair Project in the amount of $2,476,735.70, to the 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 Frantsvog, and carried unanimously. 2. That the City Council declare the bid by Wagner Construction for the 39th Street SE Street and Utility Improvements in the amount of $380,163.75 to be the lowest and best bid and authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Frantsvog, and carried unanimously. 3. That the City Council declare the bid by Strata Corporation for the demolition of a home at 2115 5th Avenue SW in the amount of $37,450 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 Frantsvog, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE March 26, 2013 Page 2 4. That the City Council declare the bid by Astech Corporation for the 2013 Street Seal Project in the amount of $524,540.60 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 Frantsvog, and carried unanimously. 5. That the City Council declare the bid by Bechtold Paving for the 2013 Street Improvement Project in the amount of $2,219,462.53 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 Frantsvog, and carried unanimously. 6. That the City Council approve an amendment to the engineering services agreement between the City of Minot and Moore Engineering for Paving District No. 476 to perform engineering services in the amount of $65,863 for a portion of 36th Avenue from Broadway to 2nd Street; and further, authorize the Mayor to sign the contract amendment on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Frantsvog, and carried unanimously. 7. That the City Council approve the Cost Participation and Maintenance Agreements for the US 2& 52 Mill and Overlay Project; and authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Frantsvog, and carried unanimously. 8. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4475 – Annexing Northern Lights 2nd Addition, Lot 1. b. Ordinance No. 4678 - Annexing The Beacon Addition, Lot 1. c. Ordinance No. 4693 – Annexing N1/2SW1/4 & NW1/4, Section 16-155-82. d. Ordinance No. 4704 – Amending 2013 budget for the purchase of backup sanitary lift station generators in the amount of $765,820. e. Ordinance No. 4707 – Amending 2013 budget for a bus transit study in the amount of $150,000. ********** The above motion by Alderman B. Miller, seconded by Alderman Frantsvog, and carried unanimously. 9. That the City Council declare the bid by DSW Homes for the Reconstruction of Flooded Homes to be the 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. FINANCE AND IMPROVEMENTS COMMITTEE March 26, 2013 Page 3 10. That the City Council declare the bid by Quam Construction for Storm Sewer District No. 120 in the amount of $1,148,897 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 Frey, seconded by Alderman Olson, and carried unanimously. 11. That the City Council declare the bid by Wagner Construction for Paving District No. 479 in the amount of $1,547,075.45 to be the lowest and best bid; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** Alderman Olson moved that the City Council declare the bid by Wagner Construction for Paving District No. 479 in the amount of $1,547,075.45 to be the lowest and best bid; and further, authorize the Mayor to sign the contract on the City’s behalf. Motion seconded by Alderman Seymour. Tom George, a Fargo builder, appeared before the Committee in protest to the district. He stated he was unaware of any special assessments when the property was purchased. Art Coldhammer, representing Red Door Homes of Minot, appeared before the Committee to urge the matter to be tabled until the special assessment policy was adopted. Cliff Anson, property owner in this district, appeared before the Committee in protest to the district. He stated one large developer will benefit from the district and requested his property be removed from the district. The City Engineer stated the district was created in February 2013 with the request petitioned by 74% of the landowners and had followed the same process as previous special assessment districts. The City Attorney stated the standing process for creating a special assessment district had been followed to this point. He stated a precedent could be created by removing parcels from a district at this point in the process. He indicated the notification letter allows property owners to protest the amount of benefit they receive, not whether the district should move forward. Following discussion, Alderman Frantsvog moved to amend the motion to remove the Northern View parcel from the special assessment district. Motion seconded by Alderman Moen. Alderman Frey stated he feels the Committee and Council should not change the process for the district at this time. Following further discussion, a vote was taken on the amendment by Alderman Frantsvog, seconded by Alderman Moen and failed by the following roll call vote: ayes: Frantsvog, Moen. nays: Frey, Jantzer, B. Miller, Olson, Seymour. Whereupon, a vote was taken on the original motion by Alderman Olson, seconded by Alderman Seymour, and carried by the following roll call vote: ayes: Frey, Jantzer, B. Miller, Olson, Seymour. nays: Frantsvog, Moen. **At this time, Alderman Frantsvog left the meeting.** FINANCE AND IMPROVEMENTS COMMITTEE March 26, 2013 Page 4 12. That the City Council declare the bid by Wagner Construction for Phase I and Phase II of Paving District No. 476 in the amount of $2,362,365.60 and Option 2 to extend storm sewer in the amount of $215,204 to be the lowest and best bids; and further, authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Olson, seconded by Alderman Seymour, and carried unanimously. 13. That the City Council adopt resolutions creating Paving District No. 485, directing preparation of the Engineer’s Report, approving the Engineer’s Report, directing preparation of 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 on the City’s behalf and accept the engineering consultant fees deposit of $18,397.33 for Paving District No. 485. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 14. 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, waiving the Resolution of Necessity and Public Hearing; and further, authorize the Mayor to finalize the Engineering Services Agreement with Ackerman-Estvold Engineering on the City’s behalf and accept the engineering consultant fees deposit in the total amount of $31,782.74 for Paving District No. 482 ********** The above motion by Alderman Seymour, seconded by Alderman Olson, and carried unanimously. 15. That the City Council approve the bidding process for the demolition of the homes, on file in the Finance Department, 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 reported 20-25 homes are in reasonable condition for sale and will be placed for sale by bid. She stated the homes would be moved after the sale was completed. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Frey and carried unanimously. 16. That the City Council authorize City staff to advertise and bid for administrative services and project delivery services associated with the CDBG-DR grant. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE March 26, 2013 Page 5 General Information 1. That the issue of adopting a Special Assessment Policy be held for one month. ********** Alderman B. Miller moved to refer the issue of adopting a Special Assessment Policy to the City Council without a recommendation from Committee. Motion seconded by Alderman Frey. The City Engineer explained the current process for creating special assessment districts. He stated a policy should be adopted for creating the districts which defines boundaries and distribution benefits. He indicated State law requires a resolution of necessity of a public hearing if the petition represents less than 50% of the district area, which allows for the required protest period. The City Engineer stated an adopted policy will set the procedure for several factors such as establishing district boundaries to determine which properties will be assessed, set an assessment distribution benefit for each property and establish the appeal process via a Special Assessment Commission and City Council. He stated the policy will assist in providing a fair assessment to the benefitting property owners. Following discussion, Alderman B. Miller moved to amend the motion to adopt the Special Assessment Policy. Motion seconded by Alderman Seymour. Whereupon, Alderman Frey moved to hold the issue of a Special Assessment Policy in Committee for one month. Motion seconded by Alderman Frantsvog and carried unanimously. There being no further business, Chairman Jantzer adjourned the meeting at 5:49 p.m. Respectfully Submitted, Lisa Jundt, City Clerk