City of Minot
Committee of the Whole
Wednesday, August 30, 2017 - 4:15 PM
City Council Chambers

1.

BUILDING RELOCATION- JOHN PITNER- 213 21ST ST NW

The building to be moved is a 1964 year built 1,260 square foot single family residence. The home is a 3 bedroom, 1 bathroom dwelling with asphalt shingled roof, wood frame construction, and exterior steel siding. The structure currently has a detached garage that will not be moved to the new location and a carport that will be moved, if possible. The home is located in Minot and was flooded and remodeled due to the 2011 flood. 

It is recommended the Committee and Council approve the relocation of the single family residence, from, 1115 5th Ave SW, Minot, ND 58701 also known as Kittelsons S/D Port N ½ SE SEC 23 155 83 East 50 Lot 2 to 213 21st St NW, Minot ND, 58701 also known as Garden Valley Addition, Lot 9 Block 4, subject to conditions.
2.

BUILDING RELOCATION REQUEST- JASON MCKIBBEN- 3025 13TH ST SE

The residence to be moved is a 2,220 sf modular house with an unfinished attic measuring 777 sf. The structure is wood frame construction, with asphalt shingles, and composite siding on the exterior. The structure is currently on blocks at Huwe the House Mover Inc. located at 2825 13th St SE in Minot and photos are provided by the property appraiser.

It is recommended the Committee and Council approve the relocation of the single family residence, from 2825 13th St SE, Minot ND, 58701 also known as Huwe Heights 3rd Addition Lot 1, to 3025 13th St SE, Minot, ND 58701, also known as Huwe Heights Lot 3, subject to conditions.
3.

CDBG-DR/CDBG-NDR INTERNAL AUDIT UNIT POLICIES AND PROCEDURES

Approval of the added policies and procedures for the Internal Audit Unit will align the Internal Audit Unit’s policies and procedures with HUD rules governing CDBG-DR and CDBG-NDR.

Recommend approval of the CDBG-DR and CDBG-NDR Policies and Procedures for the Internal Audit Unit.
4.

CDBG-NDR CONTRACTOR MONITORING POLICIES AND PROCEDURES

Contractor Monitoring Policies and Procedures and companion Subrecipient Monitoring Policies and Procedures have been drafted at the suggestion of HUD during its recent visit to Minot to clearly align the city's compliance monitoring and financial audit past practices into written procedures consistent HUD policies and rules.  

Recommend approval of the CDBG-NDR Contractor Monitoring Policies and Procedures
5.

CDBG-NDR SUBRECIPIENT MONITORING POLICIES AND PROCEDURES

Companion Policies and Procedures to the Contractor Policies and Procedures drafted in response to HUD suggestion to establish such policies to be fully aligned with HUD recommended best practices.

Recommend approval of the CDBG-NDR Subrecipient Monitoring Policies and Procedures
6.

FAMILY HOMELESS SHELTER RFP AUTHORIZATION

Since HUD approved the Minot NDR application, there have been meetings with the organizations and individuals serving and representing the vulnerable populations in the city for the purpose of determining the fairest and most effective manner in which to both establish the Family Homeless Shelter and to select the organization to operate the shelter. The outcome of these discussions is to undertake a Request for Proposal.

It is recommended the City Council authorize the issuance of the Request for Proposal for a Family Homeless Shelter as the primary first step in carrying out this project in the approved NDR Action Plan.
7.

AFFORDABLE SINGLE FAMILY HOUSING LOTS IN RESILIENT NEIGHBORHOOD RFP

The Request for Proposal seeks to obtain expressions of interest from developers and large tract owners within Minot with 35 buildable lots for single family homes. Respondents to the RFP must demonstrate that there is sufficient infrastructure in place to sustain construction of homes (NDR funds cannot be used for infrastructure in this activity) and that the neighborhood meets the resilience criteria. The objective is to secure a developer/tract owner in an agreement working with the NDR program that will take advantage of the other activities being launched in the buy-in activity category including Gap Financing and the Home Design Book with a primary focus on low/moderation income homeowners in the buyout areas.

It is recommended the City Council authorize the Resilient Neighborhood Affordable Single Family Housing Request for Proposal be issued.
8.

CENTRAL POLLING LOCATION

The County Auditor has requested that the City approve the consolidation of all of the polling locations in the City and conduct elections via a central polling location at the Municipal Auditorium.

It is recommended the City Council consider consolidating polling locations to one central polling place at the Municipal Auditorium.
9.

CONSTRUCTION ENGINEERING P3135.2C SWIF ACTION C LEVEE REPAIR, BANK STABILIZATION

The project removes trees within the levee footprint, repairs minor erosion areas that may
jeopardize the levee integrity and stabilizes bank erosion. This contract for engineering is
for the construction engineering of the required improvements as well as testing work
needed for the setback levees. Testing is usually billed separately and not part of
engineering services, but it is in this contract to obtain an estimate of costs as well as to be
eligible for cost share from State Water Commission.

  1. Recommend approval of the construction engineering contract with Houston Engineering
  2. Authorize the Mayor to sign the agreement on behalf of the City
10.

BID APPROVAL P3135.2C SWIF ACTION C LEVEE REPAIR, BANK STABILIZATION

Plans and specifications for this work were approved at the August Council meeting. Bids are being opened 9-1-201, due to the 21 day advertising process, we were unable to bring the bids to the Committee of the Whole and would like the committee to recommend Council to act on the bids, which will be on the Council desk at the 9-5-2017 Council meeting.

  1. Recommend forward award of bid for above project to September Council for action
  2. Authorize the Mayor to sign the agreement on behalf of the city
11.

MMD CAR RENTAL AIRPORT USAGE

In the past, MMD Rentals has used Minot Airport's parking lot to drop off cars for clients who are flying in. The City has issued a cease and desist order to stop the practice, stating it violates FAA the unfair business practices and puts FAA grant funding in jeopardy. Car rental companies currently have Lease and Concession Agreements with the City to operate at the Airport and are paying fees ranging from $14,251-$21,500 per month.

MMD Representatives would like to appear to discuss use of the Airport parking lot for rental car drop-off for clients.
12.

INFORMATIONAL: CITY OF MINOT REQUEST TO SRJB FOR DESIGN CHANGES/CONSIDERATIONS ON MI-1 AND MI-5

The City Council requested the Souris River Joint Board make design changes/considerations on MI-1 and MI-5. The attached memo includes information from the August SRJB meeting.

13.

INFORMATIONAL- BROADWAY BRIDGE PROJECT UPDATE

Mark Lyman, Broadway Bridge Replacement Project Public Information Officer, will give a presentation.
14.

AIRPORT ACTIVITIES, REPORTS AND PROJECT UPDATES

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