The City of Minot’s City Council Committee of the Whole met for their first of two regular monthly meetings yesterday. The agenda was lengthy with several informational items presented. Video is below, the agenda and supporting document follows.

— As provided by the City of Minot

1. FINAL PAYMENT – 2017 WATERMAIN REPLACEMENT (PROJECT NUMBER 4251)

Each year, the Water and Sewer Department budgets funds for water main replacement in areas where old water mains are in poor condition. The improvements were necessary because of the high maintenance costs over the past several years with respect to the old mains and hydrants.

It is recommended the Committee and Council approve the final payment in the amount of $35,870.00 to be paid to Post Construction Inc. for 2017 Watermain Replacement.

2. FINAL PAYMENT – HILLCREST RETAINING WALL (4088.1)

The Hillcrest Reatining Wall project’s scope consisted of demolition of existing retaining wall and removal of adjacent road to wall, followed with installation of sanitary sewer, water wain, concrete curb and gutter, concrete sidewalk and driveway, hot bituminous pavement, soldier pile and decorative concrete retaining wall.

It is recommended the Committee and Council approve final payment in the amount of $72,048.42 to be paid to Veit & Company Inc. for completing the Hillcrest Retaining Wall project. 

3. FINAL PAYMENT – 30TH AVE LIFT STATIONS AND FORCEMAINS

The City has been constructing the North Minot Sanitary Sewer System since 2012. This project was the result of a study that was commissioned in 2010 to accommodate rapid growth on the north side of Minot. This was a multi-phase project that consisted of creating a new trunk sewer system around the northwest and northeast parts of Minot to alleviate capacity issues in the Valley Forcemain system.

It is recommended the Committee and Council approve the final payment in the amount of $181,186.25 to be paid to Rice Lake Construction Group for 30th Ave Lift Stations and Forcemains.

4. FINAL PAYMENT – 55TH STREET LIFT STATION (3490.1)

The City has been constructing the North Minot Sanitary Sewer System since 2012. This project was the result of a study that was commissioned in 2010 to accommodate rapid growth on the north side of Minot. This was a multi-phase project that consisted of creating a new trunk sewer system around the northwest and northeast parts of Minot to alleviate capacity issues in the Valley Forcemain system.

It is recommended the Committee and Council approve the final payment in the amount of $350,748.56 to be paid to John T. Jones Construction Company for 55th Street Lift Station.

5. AMENDMENT TO DEMO CONTRACT

The contract for demolitions is bid in the spring based on an estimate of the number of structures that will be acquired and need demolition. The time frame for acquisition and sale/removal of structures is highly variable. The current contract expired October 15, 2017.  Staff would like toe xtend the contract 60 days and increase the contract price $500,000. This will accommodate the demolition of 20 additional structures based on average costs. This is the upper limit of the contract and the contractor will only be paid for eligible and verified costs.

It is recommended the Committee and Council amend the 2017 contract for demolitions to increase contract with Berger Enterprises, by $500,000 and extend the contract time 60 days.

6. WHOLESALE SUPPLY AGREEMENT

Wholesale Supply owns commercial property at 3500 East Burdick Expy and is asking for partial reimbursement of storm sewer charges on their utility bill.

It is recommended the Committee and Council approve the Settlement agreement, release, and covenant not to sue.

7. CDBG-DR/NDR DEMOLITION PROGRAM POLICY

One of the specific activities spelled out in the contract with CDM Smith has been managing demolition and related clearance requirements for structures acquired by the city as part of the buyout program for flood mitigation measures. There has been a general procedure followed in the past but not formalized as part of the city’s policies and procedures. During the past several months with the cooperation of CDM Smith there has been overall effort to more clearly and thorough memorialize in writing policies and procedures governing CDBG-DR/NDR activities and programs. This new policy is part of this effort.

  1. Recommend approval of Demolition Program Policies

8. ASSIGNMENT OF LEASE, T-HANGAR NO. 2

There is one (1) vacancy out of sixteen (16) t-hangars owned by the Airport. Protocol established a policy of a waiting list for vacancies. David Roise is the next interested party on the waiting list.
Mr. David Roise has 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 David Roise for T-Hangar No. 2 for $75.00 per month; and
  2. Authorize the Mayor to sign the agreement

9. RENTAL CAR MANAGEMENT AND OPERATION CONCESSION AGREEMENTS

The current car rental agreements have been in place since January 1, 2013 and will expire on December 31, 2017.  In January of 2017, Committee and Council authorized the Airport Director to begin the process of putting together new car rental agreements that would commence in January of 2018, and be in place for a five-year period.  This process included updating the existing lease agreements to reflect numerous industry changes since the last agreement, researching industry trends and similar agreements at like-airports, preparing the Request for Proposal, conducting a pre-bid conference, evaluating proposals for adherence to specifications, and lastly recommending bidders to the Committee of the Whole and to City Council.

1. Recommend approval of the four bids received for rental car management and operation; and
2. Recommend approval of rental car management and operation lease agreements; and
3. Authorize the Mayor to sign the agreements

10. PROFESSIONAL CONSULTING SERVICES FOR FIXED BASE OPERATOR (FBO) LEASE NEGOTIATION

The Fixed Based Operator (FBO) Minot Aero Center is currently pursuing a possible sale of the business, resulting in lease re-statement and re-assignment.

1. Recommend approval of professional consultation services contract with Trillion Aviation for FBO lease negotiations
2. Approve the allocation of funds as outlined in the Impact section below
3. Authorize the Airport Director to sign the contract

11. GARBAGE TRUCK UPGRADE (PROJECT NUMBER 4272)

When the City transitioned to automated trash collection, this created an opportunity to upgrade some trucks in the Street Department without needing to buy new trucks. Many of the chassis are still in good condition and are being utilized within other departments. For this project we accepted bids to have a qualified company convert an old garbage truck to a dump truck. Only one bid was received.

It is recommended the Committee and Council award the bid for the upgrade of an old garbage truck to Northern Truck Equipment Corporation in the amount of $28,785.00.

12. LANDFILL COMPOST TURNER (PROJECT NUMBER 4263)

The City Landfill has been using a compost turner that was purchased in 1993. This unit has served us well, however it has reached the end of its useful life span with frequent breakdowns and parts becoming difficult to find. On Thursday, October 19, 2017, bids were opened for a new compost turner and two bids were received.

It is recommended the Committee and Council award the bid for the compost turner to Midwest Bio-Systems in the amount of $54,202.00.

13. CUTTING EDGES AWARD OF BID (4231)

On September 28, 2017 the Public Works Department opened bids for cutting edges for the upcoming snow removal season. Five bids were received.

It is recommended the Committee and Council award the bid to Winter Equipment Co. in the amount of $32.85 per edge for cutting edges for the upcoming winter season.

14. DEICING SALT AWARD OF BID (4230)

On September 28, 2017 the Public Works Department opened bids for road deicing salt for the upcoming snow removal season. Two bids were received.

It is recommended the Committee and Council award the bid to DR Transport in the amount of 63.40 per ton for deicing salt for the upcoming winter season. 

15. SAND AWARD OF BID (4229)

On September 28, 2017 the Public Works Department opened bids for washed sand for the upcoming snow removal season. Three bids were received.

It is recommended the Committee and Council award the bid to Gravel Products in the amount of 13.75 per ton for washed sand for the upcoming winter season.

16. WATER PLANT CHEMICALS AWARD OF BID (4231)

It is recommended the Committee and Council award the bid to the following suppliers for water treatment chemicals as follows:

  • Carbon Dioxide awarded to POET Ethanol Products for $190/ton
  • Chlorine awarded to DPC Industries for $664/ton
  • Quicklime awarded to LHoist North America (LNA) for $128/ton
  • Ammonium Sulfate to Thatcher Company for $0.302/lb.

17. BUYOUT BUILDING AUCTION POLICIES AND PROCEDURES

Upon acquiring a property with one or more structures in the buyout program, the city determines whether the structures should be demolished or sold at auction for removal to another site. Prior to this policy, there has been an unwritten procedure followed which in review appears to be historically in compliance with HUD requirements but there should be written procedures.  Further, written procedures also present clarity in the roles, responsibilities, and expectations of CDM Smith as the program delivery consultant and city staff.

1. Recommend approval of the Buyout Building Auction Policies and Procedures

18. RESILIENCE PROGRAM ACQUISITION OF REAL ESTATE POLICY CHANGES

HUD encourages ongoing reviews of established policies and procedures both to incorporate adjustments to the policies based on experience from carrying out the policies and to strive to continually improve such policies with a key focus on enhancing clarity and consistency in the procedures. One of the primary activities in the CDBG-NDR program is buyout acquisitions for the flood mitigation projects which means it is appropriate to continually scrutinize these policies and procedures to demonstrate to HUD ongoing performance accountability built into the management and oversight of the expenditure of funds for this activity.

It is recommended the Committee and Council approve changes to the Resilience Program Acquisition of Real Estate Policies. 

19. INFORMATIONAL – LIONS CLUB STREET ART

An encroachment permit for the Magic City Lions Club City Beautification project was approved at the August City Council meeting. Please find attached pictures of artwork selected for vinyl wrap and display.

No action is required from the Committee or City Council.

20. UPDATE ON STATUS OF CDBG-NDR REQUIRED LEVERAGE

Status update report to City Council on city’s leverage commitment as part of the HUD CDBG-NDR grant agreement

21. INFORMATIONAL – OUTCOME OF HUD COMPLIANCE MONITORING

Summary of written report received by City from HUD for its compliance monitoring June 26-30

22. INFORMATIONAL- CDBG-DR/CDBG-NDR ACQUISITION PROGRAM FUNDING UPDATE

Update on progress and funding for the CDBG-DR and CDBG-NDR Buyout Program.  There is no action required

23. GATHERING PLACE SITE OPTIONS AND SITE SELECTION CRITERIA PRESENTATION

Presentation to the City Council on the preliminary work led by the Planning Department to identify the downtown district, potential sites, and site selection criteria for the Gathering Place

24. AIRPORT ACTIVITIES, REPORTS, AND PROJECT UPDATES

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

Josh Wolsky, Writer & Developer, The Minot Voice

Josh Wolsky is a Minot native and developer of the Minot Voice. He is also actively involved the Friends of the Souris River and all efforts to #MakeMinot. He also had the recent misfortune of being elected to Minot's City Council.