Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE August 27, 2013 Page 1 Members Present: Frantsvog, Frey, Jantzer, B. Miller, Moen, Olson. Members Absent: Seymour. Others Present: City Manager, City Clerk, City Attorney, Public Works Director, Assistant Public Works Director, Assistant City Engineer, Police Chief, Fire Chief, Assistant City Assessor, Airport Manager, Recreation/Auditorium Director, Public Information Officer, Traffic Engineer, City Planner, Assistant City Planner, Treasurer, Comptroller, 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 August 27, 2013: 1. That the City Council place and pass on first reading an ordinance amending the 2013 Recreation Budget to increase the softball complex revenue and expenditure account by $36,779, and to transfer recreation complex maintenance funds into the capital purchase fund in the amount of $326. ********** The above motion by Alderman B. Miller, seconded by Alderman Moen, and carried unanimously. 2. That the City Council approve the following requests for final payment: a. Tand Construction, LLC in the amount of $2,000 for the East Side Water Distribution System Improvements Phase III project. The final project cost of $1,274,603.50 was $16,633.50 over the low bid of $1,257,970.00 due to a change order to cover adjustment from design quantities to actual quantities installed. b. Main Electric Construction in the amount of $17,210.92 for the Airport Access Control and allow the Mayor to sign final documents for project closeout. ********** The above motion by Alderman B. Miller, seconded by Alderman Moen, and carried unanimously. 3. That the City Council consider the award of bid for Paving District No. 484 (MAYSA Arena parking lot) without recommendation from the Committee ********** FINANCE AND IMPROVEMENTS COMMITTEE August 27, 2013 Page 2 ** Due to late bids a tabulation and recommendation will be forwarded to the Council at the earliest convenience. If not available sooner, it will be on the Council’s desk at the Tuesday, September 3rd meeting. The above motion by Alderman B. Miller, seconded by Alderman Moen, and carried unanimously. 4. That the City Council adopt resolutions creating Paving District No. 491 (Hammond Park Improvements), direct preparation of the engineer’s report, approve the engineer’s report, direct preparation of plans and specifications, waive the resolution of necessity; and further, approve AE2S to provide the necessary engineering services and authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Moen, and carried unanimously. 5. That the City Council accept the permit issued by the NDDOT to discharge storm water into their right-of-way for the Broadway Development Center site and authorize the Mayor to sign it on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Moen, and carried unanimously. 6. That the City Council authorize the submission of Applications to the State Water Commission for Flood Control and Home Acquisitions; and further authorize the Mayor to sign the necessary documentation. ********** The above motion by Alderman B. Miller, seconded by Alderman Moen, and carried unanimously. 7. That the City Council approve the closeout of FAA Grant 3-38-0037-035 related to Runway 8/26 Rejuvenation, Airport Master Plan and Land Use Plan and the purchase of a high speed snow plow, and allow the Mayor to sign all documents. ********** The above motion by Alderman B. Miller, seconded by Alderman Moen and carried unanimously. 8. That the City Council place and pass the following ordinances on second reading: a. Ordinance No. 4719 – Annexing Livingston Valley South Addition, Lots 1 & 2. b. Ordinance No. 4738 - Annexing Flickertail 2nd Addition, Lots 1 & 2. c. Ordinance No. 4749 – Amending CMCO Section 16-51(a) and (b)-Superfund Institutional Controls – allowing access to the Superfund site for the relocation of the Minot Fire Department Training Grounds. FINANCE AND IMPROVEMENTS COMMITTEE August 27, 2013 Page 3 ********** The above motion by Alderman B. Miller, seconded by Alderman Moen and carried unanimously. 9. That the City Council approve sewer relocation project No. 3808 with the Burlington Northern Santa Fe Railroad for a section of 24” sanitary sewer forcemain through the rail yard north of 4th Ave NE and authorize funds for the relocation. ********** The above motion by Alderman B. Miller, seconded by Alderman Moen and carried unanimously. 10. That City Council approve the 21st Ave NW Extension to 30th Street Project and direct RFQs be issued to hire an engineering firm to design the project , authorize staff to complete appraisals of the necessary properties and start landowner negotiations; further authorize the appraisal scope be extended to include future right of way lands needed for an interchange at 21st Ave/US 83 Bypass. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey. Dennis Smetana, a property owner in the area appeared to express concerns with this project as it affects his property Upon questioning, the Assistant City Engineer confirmed that this project is in the very preliminary stage. He went on to say that there is no definitive information to allow many aspects of this project to proceed, and that Mr. Smetana would have opportunity to address his concerns when the design of the project became available. Whereupon, a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Frey and carried unanimously. 11. That the City Council reject the bid for the 21st Avenue NW Street and Utility Improvements, and authorize the City Engineer to re-bid the project at a later date in 2013 or early 2014. ********** The above motion by Alderman Frey, seconded by Alderman B. Miller. Upon questioning by Alderman Frantsvog, the City Manager indicated this item was being brought back to Committee for direction, as it failed to pass at the August 5th City Council meeting, due to the lack of the necessary eight affirmative votes ( a majority of all City Council members ) for expenditure of funds. He went on to say, subsequent reports by the Traffic Engineer indicate current signage at the 21st Ave NW and 16th Street NW intersection provide level of service B, but it would be the Committees’ decision as to how to proceed in the project. FINANCE AND IMPROVEMENTS COMMITTEE August 27, 2013 Page 4 The City Attorney indicated that per the City of Minot Code of Ordinances, this item could be brought forward for reconsideration at the September 3rd regular City Council meeting by those who voted on either side, as there was no majority. The Assistant City Engineer stated that the deadline to accept the current low bid was August 22, 2013 and the Engineering Department would need to confirm that the contractor would still honor this bid if the project moved forward. Alderman B. Miller expressed his concern of the limited time to complete the project in this construction year. He indicated the Traffic Engineer’s report shows current signage meets the needed level for traffic service and believes this project should be re-bid for the 2014 construction season. Alderman Frantsvog indicated he still believes this intersection presents an issue in public safety as there are now pedestrians using the walking paths that need to cross six lanes of traffic at the placed stop signs. He continued by saying he would like to see this project move ahead now as there was no guarantee of bids coming in lower in the future. Whereupon, a vote was taken on the above motion by Alderman Frey, seconded by Alderman B. Miller and passed by the following roll call vote: ayes: Frey, Jantzer, B. Miller, Olson. nays: Frantsvog, Moen. ********** General Information There being no further business, Chairman Jantzer adjourned the meeting at 4:41 p.m. Respectfully Submitted, Lisa Jundt, City Clerk