City of Minot
Committee of the Whole
Tuesday, November 28, 2017 - 4:15 PM
City Council Chambers


1.

NDR PUBLIC INFRASTRUCTURE PROGRAM POLICIES

There are projects in the HUD approved Action Plan for the National Disaster Recovery Grant which fall under the category of public infrastructure including the Gathering Place, Family Homeless Shelter, and Center for Technical Education. It is the expectation of HUD that for each category of activities to be funded through CDBG-DR or NDR grants there will be a set of policies and procedures detailing the process to be followed in the expenditure of the funds. The city is at a point with all of these projects advancing through the initial stages that it is timely to put in place the policies and procedures.

It is recommended the City Council approve the National Disaster Resilience Public Infrastructure Program Policies.
2.

UPDATED CDBG-DR/NDR CONFLICT OF INTEREST POLICY

The City of Minot adopted a Conflict of Interest policy in 2012, as a precursor requirement of HUD’s to be eligible to receive CDBG-DR funds.The updated CDBG-DR and CDBG-NDR Conflict of Interest Policy embraces the suggested enhancements from the outcomes of HUD visits, the outcomes of Internal Audit Unit audits, expanded and enhanced overall policies and procedures governing all CDBG-DR and CDBG-NDR projects and activities, input from the Federal Compliance Officer, and established defined roles for city personnel. 

It is recommended the City Council approve the updated Conflict of Interest Policy for HUD CDBG-DR and CDBG-NDR grants.
3.

FLOOD MITIGATION BUYOUT STRUCTURE SALVAGE POLICY

As the City acquires properties for the flood mitigation projects, it has previously been following the HUD guidelines on salvage as it relates to the owner from which the property is being purchased. There has not, though, been a coordinated, regularly followed process in assessing structures for demolition, if there are major items within the structure which have salvage value for resale prior to demolition. 

It is recommended the City Council approve the Demolition Program Salvage Policy.
4.

AUTHORIZE AUCTION OF CDBG-DR/NDR ACQUIRED STRUCTURES

As the City acquires properties for the flood mitigation projects, it has periodically presented to
the City Council approval requests to auction structures on such property deemed sound and
able to be moved. 

It is recommended the City Council give authorization to sell the attached listed structures through public auction with the execution of sale to the highest responsible bidders. 
5.

16TH ST AND 31ST AVE INTERSECTION IMPROVEMENTS ENGINEERING CONTRACT AMENDMENT (4125)

This project involved reconstructing the intersection of 16th St and 31st Ave SW. The project removed a dangerous sight distance issue, added turn lane capacity, and provided screening to neighbors adjacent to the commercial district to the south. 

1. Recommend approval of the contract amendment with Moore Engineering in the amount of $10,338.
2. Authorize the Mayor to sign the amendment
6.

STORM SEWER DISTRICT 122 ENGINEERING CONTRACT AMENDMENT (4197)

Storm Sewer District 122 was created by the council in 2017 to address street flooding on 18th Ave SW. The project has been programmed for several years by the Storm Sewer Ad Hoc committee.  The project was originally designed to meet the City’s storm sewer design requirements and ordinances. Ackerman Estvold, the City’s consulting engineer modeled and designed the project to meet those requirements. However, after public input regarding the cost of the project, the district was scaled back to meet most of the City’s requirements. 

1. Recommend approval of the contract amendment with Ackerman Estvold in the amount of $69,000.
2. Authorize the Mayor to sign the amendment


7.

STATION 3 - REMODEL PROJECT

Station 3 (2300 N Broadway Street) is in need of a remodel to address multiple issues to include code compliance, space, and aging building issues that are described within the attached report.
  1. Recommend approval for the Fire Chief to move forward with the bid process for the remodel of Fire Station #3 prior to FAA funding authorization.
  2. Recommend approval to allowing for bidding in February to gain the best construction prices and start construction in April/May. The FAA will release information in regards to funding in August with the monies released in September. Following the FAA timeline would result in the project missing an entire construction season.
  3. Approve budget amendment to allow for completion of the project if FAA funding is delayed. 
8.

ABATEMENT REQUEST FOR TOWNHOMES AT STONEBRIDGE 5TH ADDITION, 46 TOWNHOMES REPRESENTED BY ROGAHN KELLY AND WIPFLI

Rogahn Kelly, LLC and Wipfli LLP are representing the property owners for Townhomes at Stonebridge 5th addition, 46 Townhomes.

City Assessor recommends denial of all 46 abatement applications under this agenda item.
9.

ABATEMENT REQUEST BY FREDRICKSON FOR C & K CONSULTING FOR 16 VACANT LOT PARCELS IN STONEBRIDGE FARMS 4TH

Fredrikson & Byron, PA of Minneapolis, Minnesota is representing the property owners for 16 vacant lot parcels in Stonebridge Farms 4th.

City Assessor recommends denial of all 16 abatement requests by Fredrickson for C & K Consulting.
10.

ABATEMENT REQUEST FOR 4 CATEGORIES OF PARCELS ON LIST ATTACHED FOR 2015 TAX ASSESSMENT FOR PROPERTY AT STONEBRIDGE VILLAS I, STONEBRIDGE VILLAS II, TOWNHOMES AT STONEBRIDGE, LLC AND STONEBRIDGE DEVELOPMENT COMPANY, LLC

Fredrikson & Byron, PA of Minneapolis, Minnesota is representing the property owners for 4 Categories of Parcels on list attached for 2015 Tax Assessment for property at Stonebridge Villas I, Stonebridge Villas II, Townhomes at Stonebridge, LLC and Stonebridge Development Company, LLC.

City Assessor recommends denial of all abatement applications submitted with this agenda item.
11.

NORTHRIDGE VILLAS 2ND ADDITION DEVELOPMENT AGREEMENT (3632)

The Northridge Villas project is a single family and twin home mix development west of 27th St NW, on previously dedicated right of ways of 9th Ave and 28th St NW. The project has infrastructure installed, and is working through the re-plat and zone change approval for a PUD zone designation. A full project description can be found in the planning commission minutes. 

1. Recommend approval of the Northridge Villas 2nd Addition Development Agreement; and
2. Authorize the Mayor to sign the agreement
12.

COMMITTEE STRUCTURE AND CITY COUNCIL SCHEDULE

It is recommended the Council discuss the structure of the Committee of the Whole and approve a meeting schedule for the following year.
13.

DISCUSSION/AUTHORIZATION ALLOCATION #1 SUBSTANTIAL AMENDMENT TO BUY BLIGHTED PROPERTIES AND TO CREATE SMALL BUSINESS LOAN PROGRAM

CDBG-DR Allocation #1 included funds for a voluntary acquisition program established in mid-2012, to acquire flood impacted properties that would be needed for flood mitigation measures.  Upon receipt of the CDBG-DR Allocation #2 in early 2014, the City shifted to an involuntary acquisition program to be able, if necessary, to employ the power of Eminent Domain to acquire properties identified as definitely needed for flood mitigation measures.  During the past several months with the assistance of the Finance Department, we have been taking steps to close out activities and programs in Allocation #1.  As a result of these efforts including the voluntary acquisition program, we have identified at least $2.5 million which can be re-programmed.  

It is recommended the City Council authorize steps to be taken to secure approval of a Substantial Amendment to CDBG-DR Allocation #1 to create two new activities with one to acquire blighted homes and with one to create a small business revolving loan program.
14.

DRAFT GATHERING SPACE CRITERIA & CRITERIA WEIGHTING FOR CITY COUNCIL GUIDANCE

City Council will be given a presentation on the draft criteria and criteria weighting for the site selection process for Downtown Gathering Space with input and guidance sought from the City Council.  
15.

PRESENTATION: BUILD MINOT COMMUNITY ENGAGEMENT CAMPAIGN RESULTS

Janet Anderson, Library Director, and Randy Monley, Library Associate will be presenting the results of the Build Minot community engagement campaign.
16.

DISCUSSION ITEM: ROSEHILL CEMETERY FENCE OPENING TO SOUTH HILL COMPLEX

17.

INFORMATIONAL- COUNTY WEED BOARD REPRESENTATION

In 2016, the Mayor appointed a Nuisance Weed Ad Hoc Committee to discuss a systematic organized mechanism to deal with the issue of weeds and debris on undeveloped property. After several weeks of discussion, the Committee suggested that a representative from the city be appointed to the Ward County Weed Board. According to ND Century Code, the members of the Board are appointed by the County Commission however, during a Commission meeting on November 21st, they agreed to redefine the five zones that make up the Ward County Weed Board. Area 4 is now defined as Harrison Township minus the city limits of Minot. Area 5 is now defined to exclusively include the city limits of Minot.

The former representative from Area 5 has stepped down from the position since he does not reside within the city limits, which opens a spot on the Board for another member. Applications can be submitted to the Ward County Auditor’s Office for consideration by the County Commission.
18.

AIRPORT ACTIVITIES, REPORTS, AND PROJECT UPDATES

The Airport Director provided a report on Airport activities and project updates.  He will be available at the meeting for any questions.