City of Minot
Committee of the Whole
Tuesday, August 1, 2017 - 4:15 PM
City Council Chambers

1.

REPRESENTATIVE LOUSER- FLOOD INFORMATION MAPPING SYSTEM REQUEST TO THE WARD COUNTY COMMISSION

2.

4180 - FINAL PAYMENT MEMO FOR NDDOT MILL AND OVERLAY SOUTH BROADWAY

The amount due to the NDDOT reflects the City’s cost share for a mill and overlay project
completed last year. The City agreed to pay for improvements at a 10% cost share in areas
where the City has maintenance responsibility.

Recommend final payment approval to the North Dakota Department of Transportation
(NDDOT) in the amount of $940.49 for mill and overlay (4180)
3.

FINAL PAYMENT FOR 2016 STREET IMPROVEMENT DISTRICT - PROJECT NO. 4164


Recommend approval of final payment in the amount of $49,280.00 to Keller Paving and Landscaping Company, Inc. for the 2016 Street Improvement District.
4.

FINAL PAY APPLICATION MAIN STREET ALLEY RECONSTRUCTION - 2ND TO 3RD AVENUE (4223.2)

The project entailed the reconstruction of the Main Street Alley from 2nd Avenue SW to 3rd Avenue SW. Work included subgrade preparation, aggregate base installation and hot bituminous paving.

Recommend the approval of the final payment in the amount of $46,760.22 to Minot Paving Company.
5.

FINAL PAYMENT APPLICATION MAIN STREET ALLEY RECONSTRUCTION CENTRAL TO 1ST AVENUE (4223.1)

The project entailed the reconstruction of the Main Street Alley from Central Avenue W to 1ST Avenue SW. Work included subgrade preparation, aggregate base installation and hot bituminous paving.  

Recommend approval of the final payment of $51,270.91 be paid to Minot Paving Company, Inc.
6.

BUDGET AMENDMENT - REDUCING BUDGET FOR FUND 422 - REVISED

The adopted 2017 budget is being reduced by projects that will not be completed this fiscal year for the fire capital purchase fund.

Recommend the Committee and Council pass an ordinance to amend the 2017 annual budget to decrease expenditures and revenues in the fire capital purchase fund for the northwest fire station design and the station 3 remodel design.
7.

INCREASE INFORMATION TECHNOLOGY CAPITAL WITH POLICE DEPARTMENT SOFTWARE AGREEMENT FUNDS (IT0011)

The City of Minot budgeted $30,000 in the 2016 budget for the purchase of software from New World System called TraCS Accident Interface. The project was not completed in 2016, but was encumbered to 2017. The agreement totaled $36,600, however the City of Minot has a $6,000 credit with New World Systems which puts the total due at $30,600. Chief Jason Olson has agreed to pay for the cost overrun of $600 from the Police Department's Administrative Software agreement budget.

  1. Recommend the City Council pass an ordinance to amend the 2017 annual budget to increase the Information Technology capital expenditures and revenues and decrease the Police Department software agreement expenditures and revenues to purchase New World Systems TraCS Accident Interface Software.
8.

AMENDMENT 3 TO CDM SMITH CDBG-NDR PROJECT DELIVERY CONTRACT

Amendment #3 to the June 6, 2016 contract fulfills in writing the City Council June 5, 2017 RFP award to CDM Smith for NDR project delivery support and technical assistance.
  1. Recommend approval of Amendment #3 to CDM Smith NDR Project Delivery Contract, and
  2. Authorize the Mayor to sign Amendment #3
9.

REVISED MINOT RESILIENCE PROGRAM ACQUISITION OF REAL ESTATE POLICIES

Revision is to change contact name and information to the NDR Program Manager for any questions on the policies and procedures, or to request consideration of an appeal.

It is recommended the City Council approve the revised Minot Resilience Program Acquisition of Real Estate Policy and Procedures.
10.

INTERNATIONAL ECONOMIC DEVELOPMENT COUNCIL SUBRECIPIENT AGREEMENT

To promote partnerships between local governments and experienced nonprofit organizations, HUD rules have established a separate category of engagement called “subrecipient agreements” where a competitive bid or RFP is not required but, rather, a negotiated agreement can be completed between the city and the nonprofit corporation. The negotiations for this agreement have been between the NDR Program Manager, who is a Certified Economic Developer, and the IEDC.
  1. Recommend approval of the NDR Subrecipient Agreement between the city of Minot and the International Economic Development Council, and
  2. Authorize the Mayor to sign the agreement
11.

APPROVAL OF PLEDGED ASSETS

Section 21-04-11 of the North Dakota Century code requires securities pledged for deposits by banking institutions be approved by the City Council semi-annually.  This requirement was repealed by the 65th Legislative Assembly, and will be reduced to an annual approval in the future.

It is recommended the Committee and Council approve the pledged assets as of June 30, 2017.
12.

APPROVE REVISED BUDGET SCHEDULE

It is recommended the Committee and Council amend the 2018 Budget schedule to change the September 11 Special City Council/Committee of the Whole meeting to September 14 and to change the September 18 Special City Council meeting to September 21
13.

ONGOING AIRPORT PROJECTS (AIR049, AIR064, AIR060, AIR063)

Committee and Council have approved the following projects, with the City share originally being identified as coming from bond funds.  This request is to change that funding source to Airport reserves.

Airport Perimeter Road Paving (AIR049)
Design of ARFF Station (AIR064)
SRE Broom (AIR060)
Wetland Delineation and Cultural Report (AIR063)

The above projects that are ongoing at the Airport were scheduled to bond for a total of $52,497.36 in 2017. As bonds are not being used, the Airport asks the City Council to approve the use of Airport Cash Reserves to continue work on these projects as scheduled.   

1. Recommend approval of the use of Airport Cash Reserves to fund ongoing Airport projects as bonding will not be used; and
2. Authorize the Mayor to sign any applicable documentation  



14.

TERMINAL DEMO: FINAL PAYMENTS, REVIEW & ACCEPTANCE (AIR051)

This project was approved by City Council in September 2016 and work was completed by Dig It Up Backhoe and Main Electric in the spring of 2017.
  1. Recommend approval of Pay Estimate 3 (Final) to Dig It Up Backhoe for work completed on the Terminal Demolition project; and
  2. Recommend approval of Pay Estimate 3 (Final) to Main Electric Construction for work completed on the Terminal Demolition project; and 
  3. Recommend approval of Final Review and Acceptance from Dig It Up Backhoe for work completed on the Terminal Demolition project; and
  4. Recommend approval of Final Review and Acceptance from Main Electric Construction for work completed on the Terminal Demolition project; and
  5. Authorize the Airport Director to sign applicable Final Payment and Final Review and Acceptance documentation


15.

AMENDMENT OF AIRPORT GROUND TRANSPORTATION POLICIES

The current ground transportation policy states only one vehicle per cab/shuttle company be permitted in the airport’s commercial queue lane at one time.  The one-vehicle policy was applicable at the previous facility with less space, whereas the new terminal has adequate space to allow for additional vehicles.  

1. Recommend approval of the amended Ground Transportation Policies at the Minot International Airport 



16.

ARTICULATION AGREEMENT, DEPARTMENTS OF FIRE AND AIRPORT

The articulation agreement is between the City of Minot departments of Fire and Airport.  This agreement is entered into in order to have a formal document articulating the obligations of the fire department and the airport when it comes to providing aircraft rescue and firefighting (ARFF) services at the Minot International Airport.   
  1. Recommend approval of the Articulation Agreement between the City of Minot Departments of Fire and Airport; and 
  2. Authorize the Mayor to sign the agreement


17.

DISCUSSION: COMMITTEE STRUCTURE AND COMPOSITION

18.

DISCUSSION: COMMITTEE OF THE WHOLE SCHEDULE

The current meeting schedule does not have any meeting dates after the August 30, 2017 Committee of the Whole meeting.  The City Council meeting will take place on September 5th (Tuesday) due to the Labor Day holiday.  There are currently no additional Committee of the Whole meetings listed until further instruction is given by the Council.
19.

AIRPORT ACTIVITIES, REPORTS AND PROJECT UPDATES

The Airport Director will give a presentation on Airport activities, reports and project updates.
20.

BK PROPERTIES SETTLEMENT AGREEMENT

BK Properties owned a tri-plex at 1503 16th St NW and is asking for partial reimbursement of alleged overcharges on their utility bill.

It is recommended the City Council approve the settlement agreement, release, and covenant not to sue.