Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE January 28, 2014 Page 1 Members Present: Frantsvog, Frey, Jantzer, B. Miller, Olson, Seymour Members Absent: Moen Others Present: City Manager, City Clerk, Assistant City Attorney, Finance Director, City Comptroller, City Engineer, Traffic Engineer, City Planner, Building Official, Fire Chief, Assistant Fire Chief, Library Director, Police Chief, City Assessor, Assistant City Assessor, Recreation/Auditorium Director, Public Information Officer, Public Works Director, Assistant Public Works Director, Jill Schramm, Jim Olson, Alderman Lehner, and Alderman Hatlelid To the Honorable Mayor and All Aldermen: Following are the recommendations of the Finance and Improvements Committee meeting called to order at 4:18 p.m. on January 28, 2014: 1. The City Council approve the following requests for final payment: a. Strata Corporation. in the amount of $1,770.36 for the Federal Aid Street Light Repairs (3463). b. Kelly Paving and Landscaping in the amount of $68,194.64 for Paving District 474 (37th Ave SW Frontage Road from 4th St West 1 Block) (3605) ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 2. The City Council award the bid to Acme Electric for the One-Man lift for the Auditorium in the amount of $7,841.43 ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 3. The City Council approve the request and allow the Recreation/Auditorium Director to call for bids on the office remodel of Recreation/Auditorium offices. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 28, 2014 Page 2 4. The City Council ratify the acceptance of the State Homeland Security Program Grant for Fire Department support exercises, and further place and pass, on first reading, an ordinance amending the 2014 Annual Budget to increase the Fire Control revenue and expenditures for a FY2013 State Homeland Security Grant for travel and overtime. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 5. The City Council ratify the acceptance of the State Homeland Security Program Grant for Fire Department support training activities, and further place and pass, on first reading, an ordinance amending the 2014 Annual Budget to increase the Fire Control revenue and expenditures for a FY2013 State Homeland Security Grant for training, travel and overtime. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 6. The City Council authorize the request for proposals for the CDBG-DR Small Rental Rehabilitation and Reconstruction Program. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 7. The City Council adopt the proposed resolution correction Resolution Nos. 3177, 3181 and 3218 for Paving District No. 485. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 8. The City Council place and pass on first reading, an ordinance amending the 2014 Annual Budget to increase the Parking Authority expenses for the purchase of a van, fuel, insurance and vehicle maintenance using cash reserves. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 9. The City Council place and pass, on first reading, an ordinance amending the 2013 Annual Budget to increase the Department Budgets spent using corresponding revenues. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE January 28, 2014 Page 3 10. The City Council ratify the City of Minot, North Dakota’s Post-Issuance Tax Compliance Procedures for Tax-Exempt Bonds. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 11. The City Council approve the additional payment to Houston Engineering in the amount of $4,750 for services performed out of scope of the original contract for Paving District 474 (37th Ave SW Frontange Road from 4th St. West 1 Block) (3605) ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 12. The City Council approve the additional payment to Houston Engineering in the amount of $4,200 for services performed in assistance with acquisition of construction easements for Paving District 485 (South Main St from 31st Ave SW to 33rd Ave SW) (3741). ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 13. The City Council approve the reallocation of funding to purchase a Library self- checkout station from 3M in the amount of $13,153; and further authorize the Library Director to complete the purchase. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 14. The City Council place and pass the proposed ordinance, on first reading, amending the 2013 Annual Budget to move budgeted money from the Street Capital Purchases fund for three zero turn mowers into the Street Department Supplies Budget. ********** The above motion by Alderman B. Miller, seconded by Alderman Franstvog, and carried unanimously. 15. The City Council approve the Amendment to CDM Smith’s contract for Community Development Block Grant – Disaster Recovery Consultant Services – Allocation One; and further authorize the Mayor to sign the documentation on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson. Steve Wolsfeld, representative of CDM Smith, appeared before the Committee to answer questions FINANCE AND IMPROVEMENTS COMMITTEE January 28, 2014 Page 4 concerning the contract amendment with CDM Smith. He explained the reasoning behind the contract extension. He stated the contract extension period has been moved from May 7, 2014 to December 31, 2014, in an effort to reach out to as many homeowners as possible who may be eligible for this program. He stated at this time 192 applications for the program have been received, with 106 homes eligible to go through the program. He commented the addition of small rental rehabilitation and reconstruction in this program will help with affordable housing to the community. He concluded by stating the extension of this contract finishes the current program and makes allowances to include the rental rehabilitation program. Upon questioning by Alderman B. Miller, the Finance Director indicated cost calculation for the amendment is based on the needed level of participation for CDM Smith with regard to staffing to assist with applicants process. Alderman B. Miller asked if there was a need for him to abstain from voting on this contract amendment due to his current application status for rehabilitation of his home. The Finance Director confirmed this is a first allocation, of which B. Miller is not an applicant, so there would not be a need for him to abstain from this vote. This was also confirmed by the Assistant City Attorney. Whereupon a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Olson, and carried unanimously. ********** General Information There being no further business, Chairman Jantzer adjourned the meeting at 4:26 p.m. Respectfully Submitted, Lisa Jundt, City Clerk