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Hugo City Council Meeting Minutes for February 22, 2011 Page 4 of 7 Approve Advertisement of Bids for the 2011 Gravel Road Re -surfacing Proiect Staff is requesting authorization from the City Council to advertise the acceptance of bids for the City's 2011 graveling project. The City of Hugo currently follows a 5 -year aggregate road surfacing plan. The City has budgeted $89,000 for the aggregate road surfacing project in 2011. Following City Council approval, staff will advertise and solicit bids through our City newspaper and will hold a bid opening on Friday, April 8, 2011 at 1:OOpm. This will be followed by the City Council's consideration of the bids at a following City Council meeting. This work will take place between July 1, 2011 and August 1, 2011. Adoption of the Consent Agenda approved the authorization to advertize for the 2011 Gravel Road Re -surfacing Project. Approve Commitment of Funds for FEMA Grant for Tornado Warning Sirens Council Member Haas removed this from the Consent Agenda. In early 2009, the City of Hugo submitted a grant application for adding tornado warning sirens in the City. The Hazard Mitigation Assistance (HMA) grant is a Federal Emergency Management Agency (FEMA) program administered in the State of Minnesota by Homeland Security and Emergency Management (HSEM). In the grant application, the City asked for funds to relocate one siren and add an additional eight sirens that would adequately cover the majority of the City. Federal funding for HMA projects is up to 75% of the project's total eligible cost. There is a 25% local match which can be cash or in-kind contributions. On February 9, 2011, staff was informed that we had passed the environmental review and would be awarded the grant as soon as the City could supply a Commitment of Funds Letter for the City's share. The total cost of the project is $157,218.25, and the City's share would be 25% of that amount which is $39,304.56. On December 9, 2009, the City committed to spend $36,429.56; however, the total cost of the project at that time was not correct so a new commitment of funds letter is needed for the difference of $2,875. The City of Hugo was awarded this grant among many other applications that were considered by FEMA and HSEM. Haas questioned where the funds were coming from. City Administrator Mike Ericson informed the Council he will be checking with the Finance Director, who is on vacation, and will provide the information to the Council when the formal grant award is presented for approval. Haas made motion, Weidt seconded, to approve the Commitment of Funds to homeland Security and Emergency Management for the relocation, purchase, and installation of nine tornado sirens. All Ayes. Motion carried. Approve Contract with Washington County for SHIP Grant At the October 18, 2010 meeting, the Hugo City Council approved an application to Washington County for a SHIP Community Partner Project Grant. The City of Hugo was awarded funding in the amount of $4,000 to promote existing physical activity policies and opportunities in Hugo. Parks Planner Shayla Syverson provided background on the Health Subcommittee, which was formed in May, 2010, and consists of Noel Schmidt representing the Parks Commission and serving as Chair as well as the owners/representatives from several health businesses in Hugo. The Health Sub -Committee developed a funding plan which consists of printing and distributing trail brochures and flyers for the kickoff event scheduled for April 30, 2011. Also being planned