Finance & Improvements Committee

FINANCE AND IMPROVEMENTS COMMITTEE June 30, 2015 Page 1 Members Present: Frantsvog, Frey, Hedberg, Miller, Olson Members Absent: Pankow, Seymour Others Present: City Clerk, City Attorney, Airport Director, City Assessor, Assistant City Assessor, Finance Director, City Engineer, Assistant City Engineer, City Planner, Fire Chief, Library Director, Police Chief, Planning Director, Public Works Director, Auditorium/Recreation Director, Public Information Officer, Alderman Jantzer, Alderman Lehner, Dave Schwengler, Scott Knudsvig, Renee Korslien, Mark Lyman, Josh Wolsky 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 June 30, 2015: 1. The City Council approve the following requests for final payment: a. Wagner Construction in the amount of $47,397.91 for Paving District 484 (3758) b. Keller Paving and Landscaping in the amount of $308,320.31 for Paving District 481 (3762) c. Bechtold Paving in the amount of $72,981.12 for 36th Ave SW (3858) d. Keller Paving in the amount of $72,003.44 for Paving District 473 (3596) ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 2. The City Council approve the final pay request in the amount of $3,562.34 to Rolac Contracting, Inc. for the BNSF Quiet Zone Project (3441) Also, the Council authorize a transfer of $12,916.39 from Sales Tax Major Projects and pass a budget amendment ordinance on first reading. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 3. The City Council approve the request to transfer $9,667.94 from the Sales Tax Capital Improvement Account to the Operational Supplies Account in order to upgrade the existing telephone system at the Minot Library and further pass the necessary budget amendment on first reading. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 4. The City Council approve transferring $3,711 from the Sales Tax Improvements to the Hazardous Mitigation project (LIB016) and further pass the necessary budget amendment on first reading. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE June 30, 2015 Page 2 5. The City Council award the junk car towing contract to the lowest bidder, Busy Bee Towing, in the amount of $85.00 per car towed and $0.48 per day storage. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 6. The City Council approve the Engineering Compensation Policy and allow city staff to use the policy to negotiate engineering service contracts. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 7. The City Council approve the Resolution to establish the bond of the City Auditor at an amount at least equal to twenty-five percent of the average amount of money that has been subject to the auditor’s control during the year or the sum of $250,000, whichever is least per North Dakota Century Code 40-13-02.; and further authorize the Mayor to sign any necessary documentation. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 8. The City Council authorize a waiver of the forgivable promissory note for reconstruction under the CDBG-DR Housing Rehabilitation Program for the property owned by Jeremy S. Payne. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 9. The City Council approve the proposed Sale of Saiber and Waiver of Liability Agreement and direct the Mayor to sign said agreement. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 10. The City Council approve the request to establish connection fees in the amount of $15,775.25/lot for Thompsons’s 8th Addition Lots 1-6 and Outlot 8 and Outlot 12 S1-T154-R83. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 11. The City Council declare the 1976 Platform surplus property and authorize the Fire Chief to call for bids on the vehicle. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. FINANCE AND IMPROVEMENTS COMMITTEE June 30, 2015 Page 3 12. The City Council add 30th Ave NW and 16th St NW intersection to the list of stop controlled intersections in the City of Minot Code of Ordinances. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 13. The City Council authorize the transfer of a 1999 Sterling Sanitation Truck to the Park District to help with their operations instead of being sold at auction. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 14. The City Council declare 4 7th Street NW surplus property; authorize the Finance Director to sell the property to Mr. David Thiel contingent upon his sale to the city of his property; and further authorize the Mayor to sign the necessary documentation. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 15. The City Council place and pass Ordinance No. 4969 – Amending 2015 Annual Budget – Increase Sales Tax Second Penny Infrastructure Expenditures for the Terminal Furniture and Transfer funds form Second Penny Infrastructure Cash Reserves on second reading. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. 16. The City Council deny the request to reallocate the Tourist Promotion Tax Section 28 ½ Article II. ********** The above motion by Alderman Miller, seconded by Alderman Olson and was carried unanimously. Alderman Miller reiterated that the ND Fair is a proven revenue producer. Visit Minot is speculating on revenue. The State Fair complex provides a critical facility to showcase North Dakota events. He continued by saying the current tax structure and distribution provides for maintenance of the facility and should remain as is. He concluded by saying Council needs to support the staff recommendation. 17. The City Council approve the amended policies and procedures related to property acquisitions, voluntary and involuntary, buyouts, and eminent domain. ********** The above motion by Alderman Miller, seconded by Alderman Frey and was carried unanimously. Upon questioning, the Finance Director explained the amendments modify the current policy of appeals and MAP 21, the Federal Relocation Act. It will follow the policies and procedures for eminent domain. She then mentioned there will be a meeting this evening at Perkett discussing Phase II of the flood protection project. 18. The City Council approve staff to hire a consultant(s) 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 Miller, seconded by Alderman Frey and was carried unanimously Alderman Frey stated he has difficulty in accepting the expensive consultant fee. FINANCE AND IMPROVEMENTS COMMITTEE June 30, 2015 Page 4 Alderman Frantsvog then asked the Finance Director if The City is provided with a breakdown on consultant services. The Finance Director explained she has a complete breakdown with a detailed scope of services. She agreed that it is a large amount but it is necessary to be aggressive in the application process. Alderman Hedberg questioned the amount that had been spent on consulting services in the first phase. The Finance Director responded by stating, $250,000. Alderman Miller asked if the consulting fees are generally a percent for the project. The Finance Director explained we have other contracts with CDM Smith and use a scale from the engineering department. She said there is a lot of staff time required in this second phase as well. When The City received notice of first phase advancement, we were given a critique of what needed to be strengthened. Alderman Frantsvog asked if we looked at other consultants. The Finance Director stated we have worked with CDM Smith since 2011. The firm is familiar with Minot history and the overall picture for Minot. We are satisfied with their work but there is always room for improvement. Alderman Miller asked if congressional delegation could provide some leverage in this. The Finance Director explained we have named a Chief Resiliency Officer which was recognized by the Rockefeller Foundation as moving in the right direction. We are looking to be successful and do not anticipate additional costs outside of phases 1 and 2. Whereupon a vote was taken on the original motion and carried unanimously 19. Other Business Alderman Frey described the intersection of 16th St SE and Burdick Expy as having high grass that is becoming a safety and visibility issue. He would like to see additional money put in the budget for added people and mowers. The Public Works Director stated he will look into the intersection and confirmed that his department is requesting additional people and equipment in the budget for 2016. There being no further business, Chairman Frantsvog adjourned the meeting at 4:34 p.m. Respectfully Submitted, Lisa Jundt, City Clerk