Public Works & Safety Committee

PUBLIC WORKS AND SAFETY COMMITTEE January 28, 2015 Page 1 Members Present: Berg, Connole, Hatlelid Jantzer, Lehner, Schuler Members Absent: Shomento Others Present: City Manager, City Clerk, Assistant City Attorney, Assistant City Assessor, Finance Director, City Comptroller, City Engineer, City Planner, Assistant City Planner, Building Official, Fire Chief, Police Chief, Planning Technician, Public Works Director, Assistant Public Works Director, Public Information Officer, Alderman Olson, Alderman Hedberg, Dave Schwengler, Alan Walter, Shawn Sipma, Larry Holbach, Mark Lyman, Kevin Ploof, and Wanda Staab To the Honorable Mayor and All Aldermen: Following are the recommendations of the Public Works and Safety Committee meeting called to order at 4:15 p.m. on January 28, 2015: 1. The City Council award the bid to AMB Equipment Supply Company LLC in the amount of $118,935 for the 2014 Traffic Division Bucket Truck. (3890, TFC006) ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 2. The City Council award the bid to West River Striping in the amount of $119,710 for the 2015 pavement markings. (4057) ************** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 3. The City Council select SRF Consulting Group, Inc. to perform the engineering services for the Oak Park Bridge Replacement project (4032), authorize the City Engineer to negotiate a scope and fee, authorize the Mayor to sign the contract; and further approve the project and pass the Resolution of Intent for financing this project with General Obligation Bonds. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 4. The City Council reject all bids for an SUV and Sedan, in order to allow Staff time to re-bid for a full size SUV that will be suitable for the Engineering Department’s needs. ‘94051, ENG005, ENG007) ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 5. The City Council approve the Western District Signing Cost Participation agreements with the NDDOT; and further authorize the Mayor to sign the agreements. (4072) ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 6. The City Council authorize staff to send out requests for qualifications for the 36 th Ave NW Extension to Broadway. (4071) PUBLIC WORKS AND SAFETY COMMITTEE January 28, 2015 Page 2 ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 7. The City Council authorize staff to send out requests for qualifications for the 37 th Ave SW Reconstruction. (4070) ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 8. The City Council retroactively authorize and approve the Mayor’s signature on January 6, 2015 for the Urban Area Boundary Map. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 9. The City Council approve the agreement with the landowners for the Highlander Estates 2 nd Addition Storm Water Maintenance agreement; and further authorize the Mayor to sign the agreement. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 10. The City Council authorize the Minot Police Department to purchase three (3) Ford Police sedans and one (1) Ford Expedition SUV under the State of North Dakota bid contract awarded to Nelson Auto Center, Fergus Falls, Minnesota in the amount of $25,000 per sedan and $30,340.53 for the SUV. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 11. The City Council award the bid to Rolac Contracting, Inc. in the amount of $161,169 for the courtroom remodel in the Municipal Auditorium building; and further place and pass the proposed ordinance amending the 2015 Annual Budget to increase the revenue and expenditure in account numbers for the Municipal Court relocation remodel, and reduce and reallocate the Capital Equipment Purchases fund revenues and expenditures for a plaintiff table and to move excess funds to relocation remodel. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 12. The City Council approve the request be Enersafe to install a sign on the west sidewalk row, adjacent to the building located at #10 – 1st St. NW; and further authorize the City Attorney to prepare the encroachment permit subject to the following conditions: The permit contains the usual language protecting the City from any liability that may result from the encroachment, the applicant pays a processing fee of $100. ************** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 13. The City Council place and pass the following ordinances on second reading: a. Ordinance No. 4919 – Amending 2014 Annual Budget – Increase Revenues and Expenses Account Number – Airport Watermain Replacement – Terminal Access Road Parking Project (AIR015) b. Ordinance No. 4920 – Amending 2014 Annual Budget – Decrease Revenues and Expenditures in General Fund, Enterprise Funds and Special Revenue Fund – VOIP Phone System – Increase Capital Purchases Equipment Revenues and Expenditures for Capital Purchases (IT0005) PUBLIC WORKS AND SAFETY COMMITTEE January 28, 2015 Page 3 c. Ordinance No. 4921 – Amending 2014 Annual Budget – Decrease Fire Department’s Budgeted Revenues and Expenditures in General Fund – Increase Fire Department Budgeted Revenues and Expenditures in Capital Purchases Fund (FD0029) d. Ordinance No. 4922 – Amending 2014 Annual Budget – Increase Inspection Education and Training Expenditures and Revenues in General Fund – Sungard Permits Software – Decrease Capital Purchases Equipment Revenues and Expenditures for Noncapital Purchases (ENG006) e. Ordinance No. 4923 – Amending 2014 Annual Budget – Increase Information Technology Contracts Expenditures and Revenues in General Fund – New World Software Upgrade – Decrease Capital Purchases Equipment Revenues and Expenditures for Noncapital Purchases (PD0025) f. Ordinance No. 4924 – Amending 2015 Annual Budget – Increase Police Budgeted Revenues and Expenditures in General Fund – North Dakota Office of the Attorney General Grant (PD0085) g. Ordinance No. 4925 – Amending 2014 Annual Budget – Decrease Fire Capital Equipment Purchase Fund Budgeted Revenues and Expenditures – Increase Fire Department Budgeted Revenues and Expenditures in General Fund h. Ordinance No. 4926 – Amending 2015 Annual Budget – Increase Library Revenues and Expenditures to Account for an Otto Bremer Foundation Grant and Funding from Friends of the Library i. Ordinance No. 4927 – Amending 2014 Annual Budget – Increase Revenues and Expenditures in Sidewalk fund – Decrease Revenues and Street Maintenance Expenditures in General Fund – Severe Deterioration of Sidewalks, Curbs and Gutters in City of Minot. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 14. The City Council approve the plans and specifications for the street rehabilitation in flood areas designated; and further authorize the advertisement and call for bids on this project. (3873.0, 3873.1, 3873.2) ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 15. The City Council place and pass the proposed ordinance on first reading, amending the 2014 Annual Budget to increase the Department budgets for funds spent using corresponding revenues and special assessments. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 16. The City Council place and pass the proposed ordinance on first reading, amending the 2014 Annual Budget to increase the revenues and expenditures in the Narcotics Task Force budget as part of a North Dakota Office of the Attorney General Grant for Drug Enforcement Administration (DEA) training. ********** The above motion by Alderman Lehner, seconded by Alderman Jantzer, and carried unanimously. 17. The City Council approve the contract amendment with Moore Engineering in the amount of $56,620.23 for the 21st Ave NW Street and Utility Improvements (3570), approve the use of General Obligation bonds for the additional costs; and further authorize the Mayor to sign the amendment. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner. The City Engineer stated he used the wrong geo-technical figure and made an error in calculating the contract amendment price, noting the originally calculated price is $5,292.89 short. He stated he would like the contract amendment price revised to be $56,620.23. PUBLIC WORKS AND SAFETY COMMITTEE January 28, 2015 Page 4 Alderman Hatlelid moved to amend the motion to approve the contract amendment in the amount of $56,620.23, approve the use of General Obligation bonds for the additional costs; and further authorize the Mayor to sign the amendment. Motion seconded by Alderman Lehner and carried unanimously. Whereupon a vote was taken by Alderman Hatlelid on the original motion as amended to approve the contract amendment in the amount of $56,620.23, approve the use of General Obligation bonds for the additional costs; and further authorize the Mayor to sign the amendment. Motion seconded by Alderman Lehner and was carried by the following roll call vote: ayes: Berg, Hatlelid Jantzer, Lehner, Schuler. nays: none 18. The City Council allow an extension until June 1, 2015 for multiple property owners to keep temporary housing units (THU) on private property with the understanding there will be no further possibilities of extension. ********** The above motion by Alderman Lehner, seconded by Alderman Hatlelid and carried unanimously. The following property owners will be getting an extension until June 1, 2015:  Patrick Schmidt – 429 2nd Ave NW  Jerry Odden – 108 18th St. NW  Benjamin Valdez – 209 17th St. SE  David Cox and Ruth Hubbard – 307 8th St. NW  Deborah Luetzen – 720 2nd Ave NE Alderman Lehner gave an overview of the last extensions with regard to THUs. The City Council gave some of these individuals the option to extend their permits to June 1, 2015 at the last meeting due to winter weather. He stated this will be the last extension given and there is an expectation the City will follow the process to remove the THUs from the property owners’ lots if they remain on the properties past June 1, 2015. 19. The City Council instruct the City Attorney to take the necessary steps to have the THU removed from the Orris Brown property located at 3310 47th St. SE. ********** The above motion by Alderman Hatlelid, seconded by Alderman Lehner, and carried unanimously. The City Planner stated she has not had verbal contact with the property owner, but the property owner has been sent mailings. She noted the trailer skirting and deck have been removed from unit and it looks as though no one is living in the THU. Alderman Schuler stated she knows the owner of the property and expressed her concern with the possibility the property owner has not received the letters. The City Planner stated she has spoken to the son of the owner on a few occasions, she noted the son was living in the THU but was not the property owner and has since been told he can no longer live in the structure. She said this THU did not fall within the criteria for an extension because the resident of the THU was not actively working on rehabilitating a flooded home. She stated the owner, Orris Brown, has received and signed for at least one certified letter. Alderman Connole expressed concerns on disconnecting the utility service to the THU if need be. Alderman Lehner stated the question regarding the disconnection of the utility service will be part of the process that is taken care of by the City Attorney when the THU is removed. PUBLIC WORKS AND SAFETY COMMITTEE January 28, 2015 Page 5 20. The City Council review and adopt the 2035 transportation Plan and implement the policies within the plan. ********** Craig Vaughn of SRF Consulting, appeared before the Committee and gave a presentation on the 2035 Transportation Plan. He stated this study began in 2013 with public meeting input and collaboration of several stakeholder groups. Mr. Vaughn’s presentation discussed Plan Elements including assessment of existing conditions and addressed multimodel needs, planned land use and roadway jurisdiction; Goals, Objectives and Performance Measures in safety, accessibility and mobility, system preservation and alternative transportation. The presentation also addressed Traffic Forecasts and Operations; Future System Analysis, and Plan; Policy, and Standards Guidance. Implementation of the plan including financial analysis and what the next steps will be to continue plan implementation were also discussed. The City Engineer reminded the Council they had approved the requests for qualifications on 2 projects of Phase 1, pending funding. He also stated approving the Transportation Plan does not lock Council into funding all projects as proposed, which totals approximately $500 million. Alderman Lehner moved the City Council review and adopt the 2035 transportation Plan and implement the policies within the plan. Motion seconded by Alderman Hatlelid. Upon questioning by Alderman Connole, the City Engineer addressed the issues with a SE Bypass. He stated there would be a lot more topographical challenges in providing a SE Bypass versus a SW Bypass. Upon questioning by Alderman Schuler in regards to constructing the SW Bypass and 16 th St. SW projects, Mr. Vaughn stated phasing layouts would show how one project benefits the other prior to moving ahead with the project. The City Engineer updated the Council on several projects. He stated the 83 Bypass study by NDDOT is in the environmental study phase and if everything is approved, this could go out for bid in 2016 and 2017. He stated this project would work in conjunction with Broadway Bridge Replacement so as not to substantially disrupt traffic. Whereupon a vote was taken on the above motion by Alderman Lehner, seconded by Alderman Hatlelid and was carried by the following roll call vote: ayes: Berg, Hatlelid Jantzer, Lehner, Schuler. nays: none There being no further business, Chairman Connole adjourned the Public Works and Safety Committee meeting at 5:14p.m. Respectfully Submitted, Lisa Jundt, City Clerk