Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE September 30, 2014 Page 1 Members Present: Frantsvog, Frey, B. Miller, Olson, Pankow, Seymour Members Absent: None Others Present: City Manager, City Clerk, Assistant City Attorney, Airport Director, City Assessor, Assistant City Assessor, Finance Director, City Comptroller, City Treasurer, City Engineer, Assistant City Engineer, Traffic Engineer, Fire Chief, Police Chief, Captain White, Public Works Director, Assistant Public Works Director, Auditorium/Recreation Director, Public Information Officer, Alderman Hatlelid, Alderman Lehner, Jill Schramm, Dave Schwengler, and Kevin Ploof 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 September 30, 2014: 1. The City Council approve the following requests for final payment: a. Rolac Contracting in the amount of $79,120 for the Sanitation Truck Storage Facility (3303). The final project cost of $1,582,399.95 was 3% under the bid price. b. Meyer Contracting in the amount of $82,018.03 for the Puppy Dog Interceptor Relief Sewer (3594). The final project cost was $2,540,378.87. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 2. The City Council award the bid to Fargo Paint & Glass in the amount of $22,369 for the six Auditorium doors; 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 was carried unanimously. 3. The City Council approve the 2014 Weed Cutting & Miscellaneous Assessments in the total amount of $1,700. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 4. The City Council place and pass the proposed ordinance, on first reading amending the 2014 Annual Budget to allocate budgeted expenditures in the Library fund to the Capital Purchases Fund to account for the capital purchase of the Library self-checkout kiosk in the amount of $6,038. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE September 30, 2014 Page 2 5. The City Council place and pass the proposed ordinance, on first reading amending the 2014 Annual Budget to increase the General Fund Narcotics Task Force’s budgeted revenues and budgeted operational supply expenditures and decrease the Narcotic Task Force’s budgeted revenues and expenditures in the Capital Equipment Purchases Fund. The revenues and expenditures are part of the North Dakota Criminal Justice Oil Impact Grant in the amount of $8,413 for the purchase of equipment, training and operations supplies. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 6. The City Council place and pass the proposed ordinance, on first reading, amending the 2014 Annual Budget to transfer $5,664 from the Capital Equipment Purchases Fund to the General Fund for the purchase of safety and emergency care equipment for the Department’s canine unit. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 7. The City Council place and pass a proposed ordinance, on first reading, amending the 2014 Annual Budget to increase the Police Department and Capital Equipment Purchases Fund budgeted revenues and expenditures for a FY14 State Homeland Security Grant to upgrade the software and components of the Andros F6 Robot ($63,695) and for the purchase of a remote firing device ($13,570), four (4) disrupter tools ($16,000), six (6) EOD toolkits ($7,500), and two (2) laptop computers ($5,000). ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 8. The City Council deny the abatement request by Minot Place Limited Partnership on a 30 unit apartment complex and uphold the 2014 assessment. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 9. The City Council approve the agreement between the North Dakota State Fair and the City of Minot with regard to bond payments; and further authorize the Mayor to sign the agreement on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 10. The City Council place and pass the following ordinances on second reading: a. Ordinance No. 4880 – Rezoning Bolton Heights 10th Addition, Lots 1-3 ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE September 30, 2014 Page 3 11. The City Council award the bid to Rolac Contracting, Inc. in the amount of $15,605 for the repair of the exterior precast wall on the Library; and further authorize the Mayor to sign the necessary documentation on the City’s behalf. ********** The above motion by Alderman B. Miller, seconded by Alderman Olson and was carried unanimously. 12. The City Council approve the contract to retain the services of Mr. Seaworth in capacity as a Special Assistant City Attorney. ********** The above motion by Alderman Olson, seconded by Alderman B. Miller. Upon questioning by Alderman Frantsvog, the Finance Director stated Pat Seaworth will be physically in the office 40 hours each month. She stated the drive time is not counted against hours and will not be charged to the City. Whereupon a vote was taken on the above motion by Alderman B. Miller, seconded by Alderman Olson and was carried by the following roll call vote: ayes: Frantsvog, Frey, B. Miller, Olson, Pankow, Seymour 13. The City Council approve staff to hire a consultant to aid in the application process for the U.S. Department of Housing and Urban Development (HUD) Disaster Resilience Competition and further authorize the Mayor to sign the necessary documentation. ********** The above motion by Alderman B. Miller, seconded by Alderman Frey. Upon questioning by Alderman Frantsvog, the Finance Director stated the City is competing for up to $500 million dollars. She stated the City is looking at different ideas and trying to obtain as much money as possible. She said the City has ideas to leverage funds for the buying of homes in the valley. The Finance Director continued by stating other ideas include plans addressing the quality of life, affordable housing and other similar issues. She is unsure of the timeline of competition or the turnaround time in getting a response for each phase. She stated this should hopefully not affect funding the City would seek in upcoming legislative sessions. She concluded by saying HUD likes to see partnerships and having the City leverage State dollars to complete the proposed plans. Alderman B. Miller asked what the criteria is in the competition. He asked if more weight would be given to how catastrophic in nature an event was or how much need the community has. The Finance Director responded by stating HUD is looking for resiliency of the town/cities competing. She stated moving homes out of the flood plan and flood control area will show resiliency of Minot. She is unsure if competition will be weighted by how catastrophic an event was. She stated competition will look at the following criteria:  Resiliency  Innovation  Partnerships  Leverage of dollars  Quality of Life FINANCE AND IMPROVEMENTS COMMITTEE September 30, 2014 Page 4 The City Manager stated HUD decided to do this competition to bring this information to the forefront. He said there is approximately $900 million in funding available to eligible applicants. 14. Informational – Airport and Boiler – Call for Insurance Bids ********** The Finance Director stated she is in the process of putting together specifications and calling for bids for Boiler Machinery coverage and Airport coverage for the year 2015. She noted the specifications for coverage will be consistent with the specifications used to obtain bids for coverage for 2014. She concluded by saying a bid tabulation will be brought to the November 2014 Finance Committee for their consideration. There being no further business, Chairman Frantsvog adjourned the meeting at 4:26p.m. Respectfully Submitted, Lisa Jundt, City Clerk