City of Minot
Committee of the Whole
Tuesday, August 29, 2017 - 4:15 PM
Minot Municipal Auditorium Room 201

1.

2017 NUISANCE ABATEMENT/WEED CUTTING

The Public Works department has responded to a number of complaints regarding tall grass
and weeds. The attached list represents those locations the City abated but has not received
payment. The City wishes to certify the attached list to Ward County for collection with
property taxes.

It is recommended the City Council approve the 2017 Nuisance Abatement/Weed Cutting list for certification to Ward County for collection with property taxes. 
2.

AMEND THE 2017 ANNUAL BUDGET- TRASH COMPACTOR (REC031)

The Auditorium’s main trash compactor has quit working and is in need of replacement. The Auditorium Director, along with the City Manager and Finance Director, feels that it would be more cost effective to purchase a new compactor rather than fix the 30 year old piece of equipment. The Garbage Compactor was looked at by the Recreation/Auditorium Director as a budget item but seemed to be in decent working condition. It was left off the Capital Purchase list for 2018 to try and trim the preliminary budget request from the Recreation/Auditorium Department. 

  1. Recommend the Committee and Council to pass an ordinance to amend the 2017 Annual budget to increase the Capital Equipment Purchase fund revenues and expenditures using Sales Tax Major Projects funds for the purchase of a Rear Load Pac-Man Garbage Compactor for the Minot Municipal Auditorium.
  2. Recommend approval of transfer of funds from the City of Minot Sales Tax Major Projects Fund (429-7300-451.07-93) to the Capital Equipment Purchases.
  3. Authorize the Mayor to sign the agreement.
3.

AMEND THE 2017 ANNUAL BUDGET- TURF MOWER ACCESSORIES (4273)

The turf mower was bid in April of 2017. The council approved the Award of Bid to John Deere on May 1st, 2017. The mower and accessories were purchased 6/29/17. The accessories need to be moved out of the capital account and into the general fund, as they do not meet the City’s capitalization policy.

It is recommended the City Council pass an ordinance to amend the 2017 annual budget to increase the Street department operation supplies and books/subscriptions revenues and expenditures and decrease the capital equipment purchase revenues and expenditures for the turf mower accessories.
4.

MINOT SWIF ACTION A- FINAL PAYMENT (3135.2A)

The City has been working toward completion of a SWIF to address deficiencies that the USACE has noted in the flood protection system through Minot. These deficiencies are items that need to be addressed to bring the flood control system to the current USACE guidelines. This project in particular entailed the repair and stabilization of an eroded section of river channel near 3rd Ave and 10th St NW. Meyer Contracting was the low bidder for the project and they have completed all items remaining for the project.

It is recommended the City Council approvethe final payment amount of $22,890.18 to be paid to Meyer Contracting for SWIF Action A 10th St/3rd Ave NW bank repair.
5.

FY 2017 LOCAL EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT

The Minot Police Department and Ward County Sheriff’s Department will make a joint purchase of equipment to conduct physical agility testing of new peace officer applicants for their agency. This testing conforms to job specific physical agility testing and was implemented statewide by the North Dakota Peace Officer Standards and Training Board starting in March of 2017.

  1. Recommend approval to apply for and accept the Fiscal Year 2017 Byrne Justice Assistance Grant (JAG); and
  2. Authorize the Mayor to sign the Memorandum of Understanding
6.

RATIFY FAA GRANT OFFER (AIR029; AIR049; AIR060; AIR061; AIR063)

The Minot International Airport requests ratification of the City’s acceptance of the Federal Aviation Administration Airport Improvement Plan Grant Offer 3-38-0037-053-2017 in the amount of $1,832,693. This funding will be utilized to pay the 90% federal share of five projects previously approved by the Airport Committee and City Council: Acquire Snow Removal Equipment (AIR060); Reconstruct Service Road (AIR049); Reconstruct Apron (AIR029); Conduct Environmental Study (AIR063); Install Runway 8/26 End Identifier Light (AIR061)-Phase 1 Design.

1. Recommend ratification of the acceptance of the grant offer for the projects listed above. These projects have been previously approved by City Council, with funding sources identified as 90% FAA, 5% State, and 5% City; and
2. Authorize the Mayor to sign the applicable documentation

7.

COPIER FOR INSPECTION, TRAFFIC, AND PLANNING DEPARTMENTS AWARD OF BID (4295)

The inspection, traffic, and planning departments share the expense of a copier that is located inn the Public Works copy room. The current machine is over 3 years old and has started to experience breakdowns. Since the service contract has expired, the breakdowns are expensive to repair, and are not budgeted expenses.Staff has budgeted funds for a copier purchase or lease in the 2017 inspection, traffic, and planning budgets knowing this expense would occur in 2017. Staff requested bids from local vendors and asked for purchase and 3-year lease options with maintenance contracts with each option.

  1. It is recommended the City Council award the bid to Marco in the amount of $6,887.88; and
  2. Pass an ordinance on first reading amending the 2017 annual budget to increase capital purchases account by $6,887.88 for the purpose of purchasing a copier for inspection, traffic, and planning.

 

8.

LANDFILL FUELING STATION- AWARD OF BID (4261)

With all of the large equipment at the landfill that cannot be driven on City streets, it is necessary to have a fueling station at the landfill. This equipment would replace an older aging system and add a wireless connection to our existing Fuel Master system to keep better control of inventory. On Friday August 18, 2017 bids were opened for a new fueling station. We only received one bid and it was from O’Day Equipment in the amount of $40,210.47. The equipment meets or exceeds all of the specifications for the project.

Recommend award of bid to O’Day Equipment in the amount of $40,210.47 and take the additional $210.47 that is over the budgeted amount from the Landfill operation supplies account.
9.

WATER/SEWER DEPT FORKLIFT- AWARD OF BID (4267)

Bids were opened on Friday August 18, 2017 for the purchase of a new or used forklift for the Water and Sewer Department. This unit will replace a forklift from the 1950s that has become very difficult to repair and maintain due to its age.

It is recommended the City Council award the bid to Titan Machinery in the amount of $15,900 for the used 2012 TCM forklift.
10.

PAVING DISTRICT 498 – 15TH AVE SE EAST OF 55TH ST AWARD OF BID (4288)

This improvement district is a petitioned project brought forth by the Nedrose School District. The street improvements are located on 15th Ave SE, east of 55th St SE. A total of approximately 1100 linear feet of road. The proposed improvements would include constructing a three lane urban road section per city of Minot specifications with turn lanes on 55th St SE.

It is recommended the Council award the bid to Bluestone Construction Inc, in the amount of $642,060.50 and authorize the Mayor to sign the agreement.
11.

ASSIGNMENT OF LEASES, T-HANGARS NO. 12 AND NO. 14

There are two (2) vacancies out of sixteen (16) t-hangars owned by the Airport. Protocol established a policy of a waiting list for vacancies. William Quam (M20K LLC) and Bryan Sharp are the next interested parties on the waiting list.

Mr. William Quam and Mr. Bryan Sharp have indicated interest in renting a t-hangar for a monthly rent of $75.00 per month, and will abide by the lease terms and obligations. The lease term is month-to-month, which may be terminated by the City or the Tenant with a 30-day written notice.
  1. Recommend approval of the Airport Lease, T-Hangar between the City of Minot and M20K LLC c/o William Quam for T-Hangar No. 12 for $75.00 per month; and
  2. Recommend approval of the Airport Lease, T-Hangar between the City of Minot and Bryan Sharp for T-Hangar No. 14 for $75.00 per month; and
  3. Authorize the Mayor to sign the agreement
12.

SOUTHWEST BUSINESS PARK ADDITION DEVELOPER AGREEMENT (4293)

Southwest Properties LLC, is developing land in the northwest corner of 16th St/37th Ave SW. As a condition of the plat, a developer’s agreement is required to identify the needed infrastructure improvements and developer commitments prior to proceeding with the development. 

It is recommended the City Council approve the development agreement for Southwest Business Park Addition and authorize the Mayor to execute the agreement.
13.

BUDGET REVIEW QUESTION-AND-ANSWERS SESSION OF CITY COUNCIL, CITY MANAGER, AND DEPARTMENT HEADS.