Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE January 7, 2014 Page 1 Members Present: Frey, Jantzer, B. Miller, Moen, Olson. Members Absent: Frantsvog, Seymour Others Present: City Manager, City Clerk, Assistant City Attorney, Finance Director, Public Works Director, City Engineer, Assistant City Engineer, Police Chief, Fire Chief, City Assessor, Assistant City Assessor, Airport Director, Recreation/Auditorium Director, Public Information Officer, Traffic Engineer, City Planner, Assistant City Planner, Treasurer, Jill Schramm, Chuck Barney, Jerry Chavez, Airport Manager, Doug Rued, Alan Walter, Don Larson, Randy Burckhard and Mayor Zimbelman. 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 7, 2014: 1. The City Council approve the following requests for final payment: a. Post Construction Inc. in the amount of $1,304.59 for the 2013 Storm Sewer Rehab Project. b. Wagner Construction in the amount of $5,248.48 for a 2013 Watermain Replacement. c. Astech Corp in the amount of $18,353.87 for the 2013 Street Seal District. d. ProControls Midwest in the amount of $19,943 for the Engineering Cooling Tower Control Replacement. e. Tom’s Backhoe Service Inc. in the amount of $23,030.05 for the Storm Sewer District No. 118. f. Tom’s Backhoe Service Inc. in the amount of $50,706.65 for the 3rd Street Sewer Improvements. g. Landmark Structures I, L.P. in the amount of $53,119.49 for the East Side Water Tower. h. Wagner Construction in the amount of $91,875.52 for Paving District No. 479. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 7, 2014 Page 2 2. The City Council ratify the acceptance of the State Homeland Security Program (SHSP) Grant for the purchase of SWAT and Bomb Squad equipment; and further place and pass an Ordinance, on first reading, amending the 2014 Annual Budget to increase revenues and expenditure of $12,719 to the 2014 Police Patrol Operations and a budget adjustment of revenues and expenditures of $68,716 to the Capital Equipment Purchases fund- Police. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 3. The City Council ratify the acceptance of the State Homeland Security Program (SHSP) Grant for the purchase of personal protective, search and rescue and interoperable communications equipment; and further place and pass an Ordinance, on first reading, amending the 2014 Annual Budget to increase the Fire Control and Fire Equipment Capital Purchases Budget revenues and expenditures for a FY2013 State Homeland Security Program Grant for operation and capital equipment. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 4. The City Council adopt the 457 Plan Document, ratify the signature of the Finance Director on the Plan; and further pass the resolution the City of Minot has established the City of Minot, North Dakota 457 Plan to provide employees of the City of Minot with retirement benefits. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 5. The City Council approve the Developer Agreements upon finalization of the minor details; and further authorize the Mayor to sign the Developer Agreements with Beyond Shelter Inc., for Fieldcrest and Cook’s Court. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 6. The City Council authorizes the Mayor to sign the letter of support for Norheim Heights Affordable Family Housing Project. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 7, 2014 Page 3 7. The City Council award the bid to Farmers Union Insurance for Boiler and Machinery coverage for the year 2014 at an annual premium of $3,100 and also the Airport Liability Coverage for the year 2014 in the amount of $5,000,000 at an annual premium of $7,102. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 8. The City Council approve the plans and specifications for the specified portion of the 30 Ave NE and 55th St NE Trunk Gravity Sewer project, approve the payment of the project th with Revenue Bonds, State Land Grant and CDBG-DR funding; and further authorize the Public Works Director to call for bids. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. rd 9. The City Council award the bid for the 3 Ave SW Storm Sewer to Base Utilities in the amount of $642,959.80; 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. 10. The City Council award the bid for the 6th St Underpass pump station to Mattson Construction in the amount of $4,292,192; 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. The City Council award the bid for the 21st Ave NW Street Utility Improvements project to Tom’s Backhoe Service Inc. in the amount of $2,265,392.05 with 10% of the bid amount bonded for possible contingencies, approve $400,000 in matching funds and 10% contingency be paid by General Obligation Bonds; 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. th 12. The City Council approve the plans and specifications for the 37 Ave SE reconstruction and authorize the City Engineer to call for bids. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 7, 2014 Page 4 13. The City Council adopt a resolution approving the plans and specifications for Paving District No. 491 and authorize the City Engineer to call for bids. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 14. The City Council adopt the resolution correcting Ordinance No. 3574, to correct the legal for rezoning the Plat of Outlot 12, NE 1/2 , Section 2-154-83. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 15. The City Council adopt the resolution, correcting Ordinance No. 4530, to correct the zoning designation for Highlander Estates Subdivision, Block 10. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 16. The City Council place and pass the following ordinances on second reading: a. Ordinance No. 4789 – Amending 2013 Annual Budget – Capital Purchases, Revenues and Expenditures to Criminal Investigations Budget. b. Ordinance No. 4790 – Amending 2013 Annual Budget – Decrease Fire Control Budget and Increase Fire Equipment Purchase Fund c. Ordinance No. 4791 – Amending 2013 Annual Budget – Increase the Department Budgets for Funds Spent Using Cash Revenues and Corresponding Revenues. d. Ordinance No. 4794 – Amending Chapter 18, Article III, Division 6, Section 18-115 Through 18-127, Inclusive of the CMCO. ********** The above motion by Alderman Frey, seconded by Alderman Olson, and carried unanimously. 17. The City Council authorize the Finance Director to contract for legal services as needed until a full time City Attorney is hired. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson. Upon questioning the Finance Director commented that legal services will be contracted on a case by case basis. The need for contracting will depend on the situation and also if the Assistant City Attorney is able to complete the work in addition to her current work load. She concluded by stating the goal is to try and off set contract costs with savings from salary in the absence of a City Attorney. FINANCE AND IMPROVEMENTS COMMITTEE January 7, 2014 Page 5 The City Manager stated the Human Resource Department is trying its best to fill this position and have advertised in several different outlets. The intent is to have more than two applicants for consideration in filling the position. At the current time, contracting legal services will be needed in the interim if conflicts arise. Whereupon a vote was taken, on the above motion by Alderman B. Miller, seconded by Alderman Olson and carried unanimously. 18. The City Council approve a two month extension of the current contract with the Minot Area Development Corporation to end on February 28, 2014, approve recommended changes to the contract for the period of March 1, 2014 to December 31, 2014; and further authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey. Alderman Hatlelid appeared before the Committee to state the proposed changes for the contract with MADC will require a change to the bylaws of that organization. He continued by saying this cannot be accomplished until February 13, 2014, so there will be a need to extend the current contract an additional two months. Alderman B. Miller expressed his agreement to having the contract for MADC changed to an annual contract rather than biennial due to the annual budget process for the City of Minot. He also stated the Minot Area Development Corporation has provided a lot of success for the City of Minot. Alderman Moen was in agreement with the need for an annual contract. She commented that she would like to see wording changed in Section 1 of the proposed contract. Alderman Moen then moved to amend the motion to have wording in Section 1a of the contract read: The City of Minot hereby engages MADC to provide job creation and expansion services, expertise and resources as further described and contemplated herein. The amendment to the motion died for lack of a second. Upon questioning by Alderman Moen, the Finance Director commented the City contributes approximately $350,000 from sales tax to the Minot Area Development Corporation for operational purposes. FINANCE AND IMPROVEMENTS COMMITTEE January 7, 2014 Page 6 Whereupon a vote was taken, on the above motion by Alderman B. Miller, seconded by Alderman Frey and carried unanimously. ********** General Information Chairman Jantzer adjourned the meeting at 4:38 p.m. Respectfully Submitted, Lisa Jundt, City Clerk