Minot City Council will meet Monday, December 2, 5:30 pm at City Hall to consider the agenda below. City Council meetings are open to the public or can be viewed on the City’s Youtube channel here or Facebook page here.
1. ROLL CALL
2. PLEDGE OF ALLEGIANCE
3. MAYOR’S REPORT
4. CITY MANAGER REPORT
5. CITY ATTORNEY REPORT
Documents:
6. CONSIDER THE REPORT OF THE PLANNING COMMISSION
Documents:
6.1. NORTHRIDGE VILLAS 3RD ADDITION
It is recommended the City Council approve a motion to replat Lots 20, 21 and 23, Block 1, Northridge Villas 2nd Addition to proposed Lots 1, 2A, 2B, 3A and 3B, Northridge Villas 3rd Addition.
6.2. UNPLATTED SEC 25 155 83 S1/2 SW1/4 SW1/4 INCL HOME ACRES 3rd ADDITION AND OUTLOT 11 LESS OUTLOTS 2,3,4,6,7
It is recommended the City Council adopt a resolution for a Conditional Use Permit to allow for remodeling of an existing building for climate controlled self-storage and also outdoor display of U-Haul trucks and equipment for sale or rent on the above property.
Documents:
6.3. SECTION 30-155-82, OUTLOT 50
6.3. i. SECTION 30-155-83, OUTLOT 50- SUBDIVISION
It is recommended the City Council approve the subdivision of an Unplatted right-of-way in Section 30, Township 155N, Range 82W to be known as Outlot 50, Section 30, Township 155N, Range 83W.
6.3. ii. SECTION 30-155-82, OUTLOT 50- ANNEXATION
It is recommended the City Council pass an ordinance to annex into the corporate limits of the City of Minot approximately 1.05 acres of land being part of Outlot 50 in Section 30, Township 155, Range 82.
Documents:
6.3.iii. PUBLIC HEARING: SECTION 30-155-82, OUTLOT 50- REZONE
A public hearing to consider a request by Jim Redding of NDDOT, to rezone an unzoned portion of Outlot 50 in Section 30, Township 155, Range 82 to P (Public) zone, in order to construct a new building for a NDDOT Driver’s License facility.
Documents:
6.3.iv. SECTION 30-155-82, OUTLOT 50- LAND USE MAP AMENDMENT
It is recommended that the City Council adopt a resolution to amend the Future Land Use Map of the Comprehensive Development Plan designating Section 30-155-82, Outlot 50 to “Public/Semi-Public”.
Documents:
7. CONSENT ITEMS
7.1. APPROVAL OF THE MINUTES
It is recommended the City Council approve the minutes of the November 18, 2019 regular City Council meeting.
Documents:
7.2. APPROVAL OF BILLS, TRANSFERS & PAYROLL
It is recommended the City Council approve the bills and transfers as listed for November in the amount of $8,630,868.52 and payroll from October 13, 2019 through November 23, 2019 in the amount of $3,021,860.64.
Documents:
7.3. THE FOLLOWING ORDINANCES SHOULD BE CONSIDERED ON SECOND READING
- Ordinance No. 5428 – Amend the 2019 Annual Budget- 3rd Street SE & Burdick Expy Crosswalk Improvements
Documents:
7.4. FINAL PAYMENT – NORTH HILL ELEVATED STORAGE TANK (PROJECT NUMBER 4155)
This project consisted of constructing a new 1.5 million-gallon elevated water storage tank and subsequent demolition of an existing 500,000-gallon storage tank. The project was bid in July of 2016 and Landmark completed all portions of the construction during the summer of 2019. Along with the final payment request, Landmark has submitted all necessary releases and documents to close out this project.
Recommend council approve the final payment in the amount of $429,003.20 to Landmark Structures Inc.
Documents:
7.5. FINAL PAYMENT – 2019 WATERMAIN REPLACEMENT (CITY PROJECT NO. 4389)
Each year, the Water and Sewer Department budgets funds for water main replacement in areas where old water mains are in poor condition. The low bid was submitted by Post Construction in the amount of $1,286,945.30. The final construction cost for the project was $1,339,419.64
Recommend council approve the final payment for the 2019 Water Main Replacement Project to Post Construction in the amount of $170,460.18.
Documents:
7.6. FINAL PAYMENT – 2019 SANITARY SEWER REHAB (CITY PROJECT NO. 4391)
Each year, the Water and Sewer Department budgets funds for Sewer Main replacement in areas where old sewer mains are in poor condition. The low bid was submitted by Visu-Sewer in the amount of $201,675.10. The final construction cost for the project was $197,421.60.
Recommend Council approve the final payment for the 2019 Sanitary Sewer Rehabilitation Project to Visu-Sewer in the amount of $19,742.16.
Documents:
7.7. AWARD OF BID – 2019 SIGNAL IMPROVEMENTS – EQUIPMENT PROCUREMENT (4429)
In 2012, the Engineering Department conducted a Traffic Signal Pole Inspection Report that documented the condition of one-hundred and twelve (112) traffic signal poles throughout the City of Minot. An initial round of traffic signal standard replacements was completed in 2014. The 2019 Signal Improvement project will continue addressing the worse of the worst signal standards.
Additionally, the 2019 Signal Improvement project will replace ten (10) traffic signal cabinets. Most of these locations have cabinets and controllers over twenty (20) years old. Maintenance has become difficult as spare parts are rare and product service has ceased. The new signal cabinets and controllers will be compatible with a future Intelligent Transportation System (ITS).
Recommend council to award the equipment procurement portion of the 2019 Signal Improvement Project bid to Traffic Control Corporation in the amount $621,027.00.
Documents:
7.8. AWARD OF BID AND APPROVAL TO PURCHASE- MINOT BOMB SQUAD PORTABLE X-RAY SYSTEM (PD0142) (PD0164)
The Minot Police Department was awarded a State Homeland Security Grant through the North Dakota Department of Emergency Services in FY 2017 and FY 2018. Both grants were approved by the Minot City Council and included the funding for a portable x-ray system in the scope of the grant. This system will allow the Minot Bomb Squad to have more efficient systems for x-raying multiple packages or other items to help identify possible improvised explosive devices (IEDs) and determine a safe course of action for team and community members.
- Recommend the acceptance of the bid from SharpLogixx, LLC for the purchase of the SmartRay Vision portable x-ray system; and
- Approve the purchase of two portable x-ray systems.
Documents:
7.9. AWARD OF BID AND ENGINEERING CONTRACT AMENDMENT 1- 31ST AVE SE RECONSTRUCTION (4331)
On November 8th, the NDDOT held a bid opening for this project. The low bid was received from Wagner Construction Inc. d/b/a Wagner Place of International Falls, MN. The bid amount was $8,448,393.40 which was $253,838.05 under the engineer’s estimate.
Also, over the 18 month project design, several out of scope tasks occurred for which Apex is seeking a contract amendment for additional design services in the amount of $51,668.00.
- Recommend the Council award the low bid to Wagner Construction Inc. d/b/a Wagner Place and authorize the Mayor to sign the contract;
- Recommend Council approve the contract amendment with Apex Engineering Group and authorize the Mayor to sign the amendment
Documents:
- 4331 – 31ST AVE SE RECONSTRUCTION AWARD OF BID AND ENGINEERING AMENDMENT MEMO.PDF
- 31ST AVE SE_AMENDMENT NO 1 COVER LETTER_V2.PDF
- 31ST AVE SE_EXHIBIT K.PDF
- NOTICE OF BIDS_22134_NDDOT_CITY OF MINOT_1.PDF
7.10. AWARD OF BID- SPECTROSCOPY DEVICE
This unit will replace an obsolete spectrometer for the Northwest Regional Response Haz-Mat Team. Bids were opened on November 19, 2019 and the tabulation is attached.
It is recommended the City Council Recommend award to Anton Paar in the amount of $35,034.00 for the Cora 100.
Documents:
7.11. REJECT THE BIDS FOR FIREFIGHTING BOOTS
The purchase of 66 pair of lightweight, well fitting, slip resistant leather FF boots was up for bid at the recommendation of an ergonomics study completed by MSU for WSI grant funding. The purpose for purchasing the boots is to ensure they are more ergonomically beneficial to employees. The bids received, though they meet the requirements of the bid specifications, would not be the best option for the Fire Department. Staff is working on new specifications in order to ensure bids will meet the needs of our Firefighters.
It is recommended the City Council reject all bids for the 66 pairs of boots and authorize the Fire Department to rebid.
Documents:
7.12. KALIX CONTRACT
This contract is in the event we have gear or clothing that has body fluids that cannot be washed within our own washer extractors. This has come up in the past and we do not have a way of cleaning it, which has resulted in us throwing it away, or finding an alternative means of washing. We would like to have something set up prior to us needing the service.
- Recommend approval of the contract between the City of Minot and Kalix Inc.
- Authorize the Mayor to sign the agreement
Documents:
7.13. 30th AVE GRAVITY SEWER PHASE 2 (CITY PROJECT 3490.6)
The City has been in the process of constructing the NE sanitary sewer system since 2011. This sewer system is a large network of gravity sewer, lift stations, and forcemains to convey wastewater from NW Minot across Broadway and eventually to our aeration ponds. 30th Ave Gravity Sewer Phase 2 is the final phase of this project.
Recommend council approve the plans and specs for the 30th Ave Gravity Sewer Project and authorize a call for bids.
Documents:
7.14. CRS OPEN SPACE PRESERVATION
The attached memo from May 2019 explains the City of Minot’s participates in FEMA’s Community Rating System (CRS) program through the National Flood Insurance Program. It also explains the Airport’s significant open space credit to the City for this project. In May 2019, the City Council approved a motion authorizing the Mayor to sign a concurrent use agreement with regard to the Airport’s property.
After the authorization, it was determined that a resolution approved by the City Council would be more appropriate than an agreement between City departments. The FAA has approved the attached Resolution.
It is recommended the City Council adopt the attached resolution for CRS Open Space Preservation.
Documents:
7.15. RATIFY THE MINOT INTERNATIONAL AIRPORT’S DONATION OF A 1996 OSHKOSH SWEEPSTER TO WATFORD CITY AIRPORT
After the snow removal season of 2018/2019, the Airport removed a 1996 Oshkosh Sweepster from service. The 23-year-old piece of equipment had far surpassed its useful life, and become an operational and financial liability in terms maintenance and operations. The unit was replaced as programmed, with a new piece in October 2019.
Through discussions with the FAA, the suggestion was made to offer the SRE to other North Dakota airports that were interested. Watford City Airport asked for the sweeper, and paid for its removal and transport.
1. Recommend the City Council ratify the Airport’s donation of an out of service piece of Snow Removal Equipment (SRE) to the Watford City Airport.
Documents:
7.16. RETAIL LIQUOR & BEER LICENSE TRANSFER – DUCKPOND VENTUES, LLC DBA THE TAP ROOM & SAUL’S
Paperwork was submitted to transfer the Retail Liquor & Beer license from Saturdays, Inc. dba Fireside Lounge to Duckpond Ventures, LLC dba The Tap Room/Saul’s. All documentation has been reviewed by the Police Chief and inspections have been done by the Building Official and Fire Marshal.
It is recommended the City Council approve the transfer of the Retail Liquor & Beer license from Saturdays, Inc. to Duckpond Ventures, LLC dba The Tap Room/Saul’s effective December 2, 2019.
Documents:
8. ACTION ITEMS
8.1. PUBLIC HEARING FOR TAXI LICENSE DENIAL – ISRAEL TORRES
Israel Torres applied for a City of Minot Taxi License on 11/13/19 which was denied by Chief Olson based on his status as a registered sex offender. City Ordinance states that being a registered sex offender disqualifies a person from receiving a taxi license.
Recommend the City Council affirm Chief Olson’s decision to deny the Taxi License to Israel Torres.
Documents:
8.2. DISSOLUTION OF CITY’S RECREATION COMMISSION
The City’s auditorium and recreation departments merged with the Park District earlier this year. Because the City had a public recreation system, it has established a Recreation Commission. Because of the joint powers agreement, per the March 2019 staff recommendation, the City kept the Recreation Commission intact for 2019. The joint powers agreement, which related to the financing of the recreation activities, was for 2019 and the Park District has appropriately budgeted to take over that responsibility.
With that, it is now recommended that the City Council approve the resolution to dissolve the Recreation Commission, effective December 31, 2019.
Documents:
8.3. RESOLUTION FOR PERSONAL COLUMBARIUM FEES AT ROSEHILL CEMETERY
Over the past two years there has been requests for a personal columbarium headstone section for cremation urns. Cemetery staff has researched this type of burial and fee structures. We have expanded into a new section of upright monuments, Section 26, and we intend to incorporate this type of memorial/feature in this section.
Recommend Council approve the attached resolution setting the fees for personal columbarium headstones in section 26 of Rosehill Cemetery.Documents:
- MEMO – PERSONAL COLUMBARIUM FEES.PDF
- PERSONAL COL HEADSTONE.PDF
- CEMETERY PERSONNAL COLUMBARIUM FEES RESOLUTION.PDF
8.4. ADOPTION OF 2018 IBC, IRC, IMC, IECC, IFGC, IFC CODES AND IEBC
Every 3 years ND State Department of Commerce Division of Community Services adopts a set of ICC codes. These proposed code changes are for our local jurisdictional and are a reflection of the State amended building codes from ICC.
The 2018 IEBC is a new code that affects existing buildings only. Previous code reference for these type buildings were in Chapter 34 of the IBC.
- Recommend approval to adopt the 2018 ICC (International Code Council) code cycle.
- Recommend approval to adopt the 2018 IFC (International Fire Code).
- Recommend approval to adopt the 2018 IEBC (International Existing Building Code).
Documents:
- MEMO-ADOPTION OF 2018 ICC.PDF
- MEMO-ADOPTION OF THE 2018 IEBC.PDF
- 2018 CODE AMENDMENTS FINAL-KH.PDF
- 2018 IFC EDITS TO CITY ORDINANCE CHAPTER 13 – FINAL_KH.PDF
8.5. STANDARD SPECIFICATIONS AND DETAILS FOR CONSTRUCTION (4004)
Standard Specifications and Details for Construction provide contractors, developers, engineers, and the public in general with information regarding the requirements for infrastructure construction within the City of Minot. The City of Minot’s current Standard Specifications and Details for Construction were last updated in 2013. At the November 19th meeting of the City Council, additional information was requested regarding standard street widths. The City Engineer will present that information during the meeting.
It is recommend the City Council approve and adopt the 2019 Standard Specifications and Details for Construction.
Documents:
8.6. STATION 5 ARCHITECTUAL AND ENGINEERING CONTRACT (FD0024)
The Station 5 project was started in 2017 with budgeted funding for design.This project would allow for the design and build of the fifth fire station in NW Minot providing a greater level of emergency services for the citizens within that area as well as the rest of the community.
- Recommend approval of the contract agreement with EAPC for the architectural and engineering services for fire station 5
- Authorize the Mayor to sign the agreement
Documents:
8.7. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 16 VACANT LOTS IN NORTHEAST MINOT, BY C AND K CONSULTING
Applicant is requesting a reduction in 2017 True and Full Value from $65,000 to $25,000.
Documents:
- 2017 ABATEMENT AGENDA MEMO FOR C AND K CONSULTING LLC VACANT 16 LOTS.PDF
- ASSESSORS C AND K RECOMMENDATION.PDF
- C AND K PROPERTY RECORD CARDS.PDF
- C AND K ABATEMENT REQUESTS.PDF
8.8. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 58 VACANT LOTS IN NORTHEAST MINOT, BY STONEBRIDGE DEVELOPMENT
The applicant is requesting a reduction of 58 lots consisting of $65,000 to $25,000, $35,000 to $13,000, and $30,000 to $12,000.
Documents:
- 2017 ABATEMENT AGENDA MEMO FOR STONEBRIDGE DEVELOPMENT VACANT 58 LOTS.PDF
- STONEBRIDGE 58 LOTS PROPERTY RECORD CARDS.PDF
- STONEBRIDGE LOTS ABATEMENT REQUESTS.PDF
- ASSESSORS STONEBRIDGE LOTS RECOMMENDATION.PDF
8.9. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 46 TOWNHOMES IN STONEBRIDGE
Application requests a reduction in 2017 True and Full Values to generally less than half of the actual assessment.
Documents:
- TOWNHOMES AT STONEBRIDGE AGENDA MEMO 11-18-2019.PDF
- STON TOWN PROP CRDS.PDF
- LETTER OF APPEAL AND ABATE DOCS FOR TOWNHOMES.PDF
- ASSESSORS DATA TO SUPPORT 46 TOWNHOMES ASSESSMENT.PDF
8.10. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 3215 8TH ST NE
Applicant is requesting the 2017 True and Full Value for parcel MI 01 D45 010 0020 be reduced from $5,462,000 to $2,600,000.
Documents:
- 3215 8TH ST NE CITYS RECOMMENDATION.PDF
- 3215 8TH ST NE CITYS RESPONSE PROPERTY DATA.PDF
- 3215 8TH ST NE OWNERS APPLICATION.PDF
8.11. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 3241 8TH ST NE
Applicant is requesting the 2017 True and Full Value for this parcel be reduced from $3,585,000 to $1,880,000.
Documents:
- 3241 8TH ST NE CITYS RECOMMENDATION2.PDF
- 3241 8TH ST NE CITYS RESPONSE PROPERTY DATA.PDF
- 3241 8TH ST NE OWNERS APPLICATION.PDF
8.12. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 3343 8TH ST NE
Stonebridge Villas, LLC has filed a 2017 abatement of taxes for the property at 3343 8th St NE.
The applicant is asking the total true and full value from 2017 be reduced from $5,805,000 to $2,920,000.
Documents:
- 3343 8TH ST NE CITYS RECOMMENDATION.PDF
- 3343 8TH ST NE OWNERS APPLICATION.PDF
- 3343 8TH ST NE CITYS RESPONSE PROPERTY DATA.PDF
8.13. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 1805 2ND AVE SW
Applicant is requesting that the 2017 True and Full Value of parcel number MI 22 291 086 0000 be reduced from $9,160,000 to $8,712,000.
Documents:
- 1805 2ND AVE SW CITYS RECOMMENDATION.PDF
- 1805 2ND AVE SW CITYS RESPONSE PROPERTY DATA.PDF
- 1805 2ND AVE SW OWNERS APPLICATION.PDF
8.14. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 1910 35TH AVE SW
Applicant is requesting the 2017 True and Full Value for Parcel Number MI 34 D34 000 0020 be reduced from $8,348,000 to $7,612,000.
Documents:
- 1910 35TH AVE SW CITY RECOMMENDATION.PDF
- 1910 35TH AVE SW CITYS RESPONSE PROPERTY DATA.PDF
- 1910 35TH AVE SW OWNERS APPLICATION.PDF
8.15. APPLICATION FOR 2017 ABATEMENT OR REFUND OF TAXES FOR 2505 16TH ST SW
Applicant is requesting that the 2017 True and Full Value for Parcel MI 35 E82 000 0020 be reduced from $1,972,000 to $1,710,000.
Documents:
- IRET 2017 MEMO RECOMMENDATION FOR 2505 16TH ST SW OFFICE BUILDING.PDF
- IRET 2017 ABATEMENT NOTICE OF CITY HEARING.PDF
- IRET 2017 ABATEMENT OF 2505 16TH ST SW.PDF
8.16. COMPENSATION OF CITY ALDERMEN AND MAYOR
Compensation for Aldermen and the Mayor is included in the City of Minot Code of Ordinances. Any revisions made to the compensation must be reflected in the City ordinance. The 2020 budget includes a modification in the compensation for Aldermen to increase from five hundred ninety-five dollars ($595.00) per month to one thousand one hundred ninety dollars ($1,190.00) per month. In addition, the compensation for the Mayor was increased from seven hundred fifty dollars ($750.00) per month to one thousand five hundred dollars ($1,500.00) per month.
It is recommended the City Council place and pass an ordinance on first reading to repeal and reenact Chapter 2-20 Compensation of Aldermen, and Chapter 2-118 Mayor Compensation.
Documents:
8.17. MODIFICATION TO EMPLOYMENT AGREEMENT
This City of Minot, upon hiring City Manager Barry, entered into an employment contract with Mr. Barry on November 1, 2016. The original contract was set to expire on December 11, 2019 but was subsequently extended 8 months leaving little time remaining on Mr. Barry’s contract. Because of the long lead times involved in filling senior executive positions, I have spoken to City Manager Barry and he has expressed interest in extending his contract and doing so now would be most advantageous. A few minor modifications to the contract have been proposed.
- Approve the Second Amendment to the City Manager’s Employment Contract;
- Authorize the Mayor to sign the Amendment.
Documents:
9. PERSONAL APPEARANCES
10. MISCELLANEOUS AND DISCUSSION ITEMS
10.1. RECYCLING PRESENTATION
10.2. BUY LOCAL TASK FORCE RECOMMENDATION
City staff met internally to review and, if necessary, recommend modifications to the current purchasing requirements. City staff created a draft Purchasing Policy (“Policy”) for review by the City Council.
It is recommended the City Council adopt the Buy Local Task Force’s recommendation to include the definition of “Local Vendor” and the section relating to “Local Vendor” in the proposed Purchasing Policy, which will be formally considered, along with proposed ordinance amendments, at the December 16, 2019 regular City Council meeting.
Documents:
- PURCHASING POLICY AND LOCAL PREFERENCE_CC MEMO 2019.11.27.PDF
- CITY OF MINOT PROCUREMENT POLICY-FINAL DRAFT.PDF
10.3. UPDATED SNOW CLEARING PLAN REGARDING SIDEWALKS ALONG ARTERIALS
Attached is information regarding the updated plan for prioritizing snow removal on arterial sidewalk areas.
Documents:
- SNOW PLAN SIDEWALK PRIORITY MAP 2019-2020.PDF
- SIDEWALK_CLEANING_UPDATED.PDF
- ARTERIAL SIDEWALK CLEANING MAP.PDF
10.4. DISCUSS NEXT STEP WITH GATHERING SPACE
Seeking City Council guidance on next step to be taken by City Staff based on receipt of letter from Trinity Health.
Documents:
11. ADJOURNMENT
