Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE April 29, 2014 Page 1 Members Present: Dean Frantsvog, Larry Frey, Mark Jantzer, Bob Miller, Lisa Olson, Tom Seymour Members Absent: Amy Moen Others Present: Acting City Manager/Finance Director, City Clerk, City Attorney, Assistant City Attorney, City Assessor, Assistant City Assessor, Treasurer, City Engineer, Traffic Engineer, City Planner, Building Official, Fire Chief, Police Chief, Recreation/Auditorium Director, Public Information Officer, Jill Schramm, Alderman Jim Hatlelid, Alderman David Lehner, Alderman Kevin Connole, Jim Olson, Commissioner Gene Eggen, and Commissioner Travis Zablotney. 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 April 29, 2014: 1. The City Council approve the acceptance of the Community Development Block Grant; and further authorize the Mayor to sign the grant documents on the City’s behalf. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 2. The City Council approve the bids, which include alternates, from ProMark Services for $240,300, Minot Plumbing and Heating $89,913, Mayer Electric for $94,400 to be the lowest and best bids for the Auditorium Office Remodel plus the $25,000 contingency for unforeseen conditions, place and pass an ordinance, on first reading, amending the 2014 Annual Budget to increase the Recreation fund budgeted expenditures for the office remodel project using cash reserves; and further the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 3. The City Council approve the selection of EAPC to perform the engineering services for the Cook’s Court project (3878), authorize the City Engineer to negotiate a scope and fee; and further authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 4. The City Council approve the request to amend the current contract with Stantec by $100,000 for engineering services on the SW Sewer Improvements project; and further authorize the Mayor to sign the amendment on the City’s behalf. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 5. The City Council award the bid to Wesslen Construction Inc. in the amount of $150,006.07 for the 13th St SE Shared- Use Path, approve the use of General Obligation bonds for the City’s cost share; and further authorize the Mayor and City Clerk to appropriately finalize the contract on the City’s behalf. ********** FINANCE AND IMPROVEMENTS COMMITTEE April 29, 2014 Page 2 The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 6. The City Council place and pass an ordinance on first reading, amending the 2014 Annual Budget to increase the Capital Equipment Purchases Revenue and Expenditure Account to purchase a Conflict Monitor Tester for the Traffic Department ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 7. The City Council adopt the HUD Fair Market Rents for Ward County for the CDBG Disaster Recovery Projects that meet the national objective for low – to – moderate income housing. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 8. The City Council place and pass an Ordinance, on first reading, amending the 2014 Annual Budget to increase the Police Budget revenues and expenditures for a FY13 State Homeland Security Grant for Bomb Squad training. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 9. The City Council place and pass an Ordinance, on first reading, amending the 2014 Annual Budget to increase the Police Budget revenues and expenditures for a FY13 State Homeland Security Grant for SWAT team training. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 10. The City Council place and pass an ordinance, on first reading, amending the 2014 Annual Budget to increase the Police Department budgeted revenues and expenditures for NDDOT Traffic Safety Grant for three radar guns. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. ********* 11. The City Council place and pass an ordinance, on first reading, amending the 2014 Annual Budget to increase the Police Budgeted revenues and expenditures for a Minot Area Community Foundation Grant in the amount of $2,832 for safety and emergency care equipment for the Department’s canine unit. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 12. The City Council place and pass an ordinance, on first reading amending the 2014 Annual Budget to increase the Police budgeted revenues and expenditures for a North Dakota Department of Emergency Services Division of Homeland Security grant to upgrade the video surveillance system. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE April 29, 2014 Page 3 13. The City Council approve the selection of AE2S to perform engineering services for the 1st St SE, 18th Ave to 19th Ave SE project, and authorize the City Engineer to negotiate a scope and fee; and further authorize the Mayor to sign the contract on the City’s behalf. ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 14. The City Council place and pass the following ordinances on second reading: a. Ordinance No. 4800 – Annexing into City limits B.D.K Addition, Lots 1-5 b. Ordinance No. 4832 – Amending 2014 Annual Budget – Increase Storm Water Maintenance Fund Revenues and Expenditures – Storm Water Management Plan c. Ordinance No. 4833 – Limited Time Parking Zones – 4th St SE Angled Parking d. Ordinance No. 4834 – Stop Sign and Yield Signs - Eagles Landing Stop Sign Additions e. Ordinance No. 4835 – No Parking Zones – 20th Ave SW from 22nd Ave/Elk Drive to 33rd St SW f. Ordinance No. 4836 – Amending Chapter 9 (Buildings and Housing), Article III (Moving Buildings), Division I (Generally), Section 9-49 of the Minot Code of Ordinances. g. Ordinance No. 4837 – Amending Chapter 9 (Buildings and Housing), Division 1 (International Building Code), Sections 9-1 through 9-2, Inclusive and Division 2 (International Residential Code), Sections 9-5 through 9-6, Inclusive, of the Minot Code of Ordinances h. Ordinance No. 4838 – Amending Chapter 13 (Fire Prevention and Protection), Article III (Fire Code), Sections 13-39 through 13-43 , Inclusive, of the Minot Code of Ordinances i. Ordinance No. 4839 – Amending Chapter 15 (Gas Code), Article VI (International Fuel Gas Code), Sections 15-301 through 15-302, Inclusive, of the Minot Code of Ordinances j. Ordinance No. 4840 – Amending Chapter 17 (Heating and Ventilation), Article I (In General), Sections 17-1 through 17-3, Inclusive, of the Minot Code of Ordinances ********** The above motion by Alderman Bob Miller, seconded by Alderman Larry Frey, and carried unanimously. 15. The City Council create Paving District 493, direct preparation of the engineer’s report, approve the engineer’s report, waive the resolution of necessity hearing since a majority of the land area has petitioned for the project, approve the request of the petitioner to have Houston Engineering Inc. perform the necessary engineering services for this project and authorize the Mayor to sign the contract on the City’s behalf; and further direct preparation of plans and specifications. ********** The above motion by Alderman Dean Frantsvog, seconded by Alderman Tom Seymour, and carried unanimously. Aaron Vibeto, representing some of the homeowners in the proposed paving district, appeared before the Committee to discuss concerns with the proposed district boundary. He stated that both Woodside 14th Addiction and Woodside 15th Addition north of 37th Ave would receive little to no direct benefit in this paving district, and as such, should not be assessed such a high percentage for the improvements. Mr. Vibeto indicated there are other properties that will directly FINANCE AND IMPROVEMENTS COMMITTEE April 29, 2014 Page 4 benefit from the paving district, including the Minot Country Club, and those properties should be included in the district boundary. The City Engineer explained the aforementioned properties did not have direct front footage but did receive benefit in the form of storm sewer, sidewalk improvements, and rearage benefit for the construction of 37th Ave. As such, those properties would be receiving a smaller portion of the assessment compared to the other properties. He continued by saying the current petitioner represents 65% of the land owners for this paving district, however, the Council can decide to change the proposed boundaries. Any cost of the removed parcels would be reallocated to the remaining land owners. The City Attorney stated this issue resembled a zoning issue rather than one addressed in the Finance Committee. She reminded the Committee of the need to take a consistent approach in this matter so as not to appear impartial or discriminatory. 16. The award of bid for the Traffic Signal Standard Replacement project (3746) forwarded to City Council without recommendation due to a late bid opening. ********** The above motion by Alderman Larry Frey, seconded by Alderman Tom Seymour, and carried unanimously. 17. The award of bid for the 55th Crossing West Street and Utility Improvements project (CDBG10) forwarded to City Council without recommendation due to a late bid opening. ********** The above motion by Alderman Larry Frey, seconded by Alderman Tom Seymour, and carried unanimously. 18. The City Council approve the City’s cost share be limited to 25% of the total project cost for the 36th Ave SW Frontage Road, approve the cost to be paid for with the use of General Obligation bonds, authorize the City Engineer and City Attorney to finalize the contract with the parties and authorize the Mayor to sign the contract on the City’s behalf, hire Ackerman-Estvold to perform engineering services for this project and authorize the City Engineer to negotiate a scope and fee, authorize the Mayor to sign the agreement; and further approve plans and specifications and authorize a call for bids. ********** The above motion by Alderman Bob Miller, seconded by Alderman Lisa Olson. The City Engineer appeared before the Committee to state he had met with the YMCA and Chase Merritt, who has agreed to 50% of the cost share. He also stated a property appraiser could be utilized to calculate the amount even though the estimate could be subjective. The YMCA had previous correspondence with staff that referenced possibilities of Federal funds being available for this project, although no agreement had been negotiated or signed. Upon questioning by Alderman Bob Miller, the City Engineer stated the YMCA did have discussions with previous City Employees but there were no contractual agreements signed obligating the City to pay for damages to the YMCA frontage road. The City Engineer also stated any expenditures agreed upon in the past, would need to come to Council for approval. At this time, the City is asking the YMCA to pay 25% of the cost, which is approximately $58,000. The City Attorney explained there is a formal process that must be followed with regard to expenditures and the City could not be bound by what is said by City staff without process completion. She stated general communications cannot bind the City. She also stated there is a legitimate basis to show some sort of public benefit in exchange for the amount agreed upon and the cost range indicated is viable. FINANCE AND IMPROVEMENTS COMMITTEE April 29, 2014 Page 5 Roger Mazurek, representing the YMCA, appeared before the Committee to discuss the repeated correspondence the YMCA had with previous City staff. He stated there was no mention of Federal funds needed for this project and the current frontage road issue should be seen as a safety concern due to the increased amount of traffic. Travis Zablotney, President of the YMCA Board, also appeared before the Committee to reference multiple communications from City staff which would indicate a contract. He stated there was never discussion of the stipulation of Federal funds being available. He requested the City pay the full amount because that was originally offered. The City Engineer concluded an estimate of the project has not been received, nor have bids for the project. The previous estimate received by the YMCA could not be used as this type of project, would need to be opened for public bid. The cost range for the project will vary. Whereupon a vote was taken on the above motion by Alderman Bob Miller, seconded by Alderman Lisa Olson and was carried by the following roll call vote: ayes: Dean Frantsvog, Larry Frey, Bob Miller, Amy Moen, Lisa Olson, Tom Seymour nays: Mark Jantzer There being no further business, Chairman Jantzer adjourned the meeting at 5:18p.m. Respectfully Submitted, Lisa Jundt, City Clerk