Minutes of the Regular City Commission meeting held on September 17, 2013 at City Hall at 5:00 PM.
Present: Lyn James, Mike Sondeland, Grace Rea, Chuck Whitney, and Bob Wiffler. Peggy Matheson, Stacy McGee, Chuck Headley, Barb Downing, Gene Heidt, Gary Campbell, Sonia Campbell, Bill Mason, Margie Russ, Scott Hardy, Jud Seaman, Mary Fuchs, and Bryant Fuchs.
The meeting was called to order at 5:00 PM. Motion by Sondeland, second by Rea to approve the revised agenda as presented. RCV= all aye, MC.
Checks: #93309-93354; Payroll Checks: #16124-16141; Voided Checks: #16123 & #93335; Salaries: $24,694.96
Bills: Postmaster $347.49, Marsha Schaff $100.00, Randy's Welding $75.74, Advanced Business Methods $28.98, Art Johnson $70.63, Bowman Auto Parts $110.09, Bowman Chamber of Commerce $493.00, Bowman County Fair $1,000.00, Brian Nehnng $60.50, Carmel Cleaners $70.10, Charles Whitney $410.72, Consolidated Telecom $698.28, Country Media $1,343.31, Coyle Electric $77.00, Curt's Sheet and Metal $63.00, Dacotah paper $136.39, Dakota Dust-Tex $128.25, Darlene Ovitt $100.00, Dickinson Press $109.44, Double EE Service $187.15, Duckwalls/Alco $53.06, Fallon County Treasurer $5,834.75, Hawkins $1,847.27, Heick's Service $175.00, Heick's Service $300.00, Jim's repair $395.85, Johnson Controls $1,201.00, Ken's Super Value $21.72, Lyn James $203.40, Morrison-Maierle System $840.00, NDLC $240.00, Newman Traffic Signs $258.54, One Call Concepts, Inc. $22.00, Peggy Matheson $227.90, RDO Equipment $10.53, Sadowsky and Wild $200.00, Slope Electric $1,150.00, SRF Consulting $7,016.11, Starion Bond Services $14,492.00, Trucks of Bismarck $218.95, Verizon Wireless $492.34, VISA $115.90, Washington National Inc. $55.20, WEX Bank $6,047.00, and Woodley Construction $19.47.
MASON: The hospital turbine is still at Prairie Mountain for repairs, nothing else to report.
Reports: Headley reported on activity the weekend of 9/6/13 and 9/7/13 where Officer Brien and Chief Headly were up for 36 hours straight, had 7 arrests of which two were felonies. Officer Brien went above and beyond the call of duty and Headly wrote a letter of exceptional service to be placed in Officer Brien's file. Headly had given the auditor a copy of Brien's letter and all the reports he had given the newspaper about police calls and the auditor emailed these to the commissioners for their review.
Grants: The equipment grants Headly applied for were approved and there will be a second round of grants where he can apply for funds to help cover labor costs for a fourth officer in Feb. or March.
Thank You Note: James read a thank you note to Shawn Brien from Alvin and Naomi Hawn. They are appreciative of the help Brien gave the Hawn's during the large rain on Sept. 8th, they felt that without his help their basement would have been a total loss.
Bike Path/Walk Path: People have reported there are tire tracks on the path. Headly believes there are signs prohibiting this and will check into it.
Heidt asked if there could be a sign for "no walking" through Wokal's yard. They have a "private" and "no trespassing sign" but would like something more official from the City. People are walking off the bike/walk path through their yard. Wokals are worried someone will fall in the newly dug basement. Wiffler will look into it.
2013 Budget Amendments: Matheson requested budget amendments to the following funds as an increase to their total budgeted amount:
1164 5th Street SW $5,000
2270 Rest/Lodging $4,000
1166 Chip Seal $230,000
2280 Future Capital Projects $21,000
2011 One Time Hwy Tax $2,595
3063 Highway 12 and Hwy 85 $24,000
2040 Energy Impact Grant $95,505
6220 Sewer Bldg. $11,000
2260 Occupancy/Occupancy $ 12,000
Energy Golf Tourn. $240
Motion by Sondeland, second by Rea to approve the budget amendments as presented. RCV = all aye, MC.
Minutes: Matheson advised the board that the minutes need to be given to the official newspaper within 7 days of the City Commission meeting. Previously the board wanted them approved at the next meeting before being given to the Pioneer. Motion by Whitney, second by Rea to publish unapproved minutes of the City Commission meetings in the Pioneer and publish any revisions after they are made. RCV= all aye, MC.
Raffle Permit: Matheson presented a raffle permit for the Bowman American Legion. Motion by Sondeland, second by Whitney to approve the Bowman American Legion Post #48 raffle permit. RCV = all aye, MC.
Oral Bid Process and Advertisement for Bids - Matheson presented a packet with the proposed ads for bids on the Crawler, the old street shop, water shop, and information on the oral bid raising process. City Attorney will review the ads before Matheson places them for advertisement. Motion by Whitney, second by Wiffler to add the oral bidding process to the advertisement for bids. RCV = all aye, MC.
Motion by Wiffler, second by Whitney to run these ads starting immediately with the first ad to come out on the 9/24/13 and final ad on 10/29/13 or until Nov. 5 bid opening. RCV= all aye, MC.
Motion by Whitney, second by Rea to have the crawler, old street shop, and old water shop on the City's website, Consolidated online classifieds and Bis Man. The crawler will also be put on the NDLC classifieds. RCV = all aye, MC.
City Assessor: Matheson asked for an appointment for the City Assessor. Motion by Rea, second by Wiffler to re-appoint Dean Pearson for the period of 9/2013 to 9/2015. RCV = all aye, MC
COMMITTEE TO BE FORMED
Employee Policy Manual and Longevity Scale Committee: A committee was formed to review the Employee Policy Manual and the Longevity Scale. The committee is: Whitney, James, Headley, McGee, and Mason. The staff will present a few options for dates when this meeting can take place so it can be done during the day.
DEPT. HEAD POSITION
Dept. Head Position: Staff was offered this position first and Hofland was the only one whom submitted a resume. Motion by Wiffler, second by Whitney to hire Todd Hofland and make it final after a six month probationary period. Reason for a probationary period is if in six months Hofland decides he doesn't want the Dept. Head position, or if the City feels they need to have someone else in this position, then both parties would have an option for Hofland to step down as Dept. Head. RCV= all aye, MC. Upon completion of the probationary period, a Letter of Accommodation would be put in Hofland's file and or Hofland can express his concerns. James feels it should be a customary policy and be in the employee policy manual if they are going to have Hofland have a probationary period. Motion by Wiffler, second by Sondeland to amend the probationary period to three months instead of six. Wiffler wants to have Hofland be able to decide that he wants it without repercussion. Hofland will officially take over this position on November 1, 2013. RCV = all aye, MC.
Street Position: McGee presented the board with the advertisement for this position. We normally advertise for three to four weeks. McGee will put the advertisement in The finder, The Bismarck Tribune, City's Website and Job Service with 10/11/13 as the deadline for resumes. Motion by Wiffler, second by Whitney to run the advertisement for the street dept. staff member. Projected start date is 12/1/13. RCV= all aye, MC.
Comments and Concerns: Vadner thanked Sarsland and the guys that came and got her garbage after she had water in her basement, she was very appreciative. She had no one to help her and the City employees went above and beyond to help her.
Vadner commented on how Bowman has nice clean streets and how fast the snow removal is done and how out of town people talk about how great Bowman's streets are cared for.
Homestead Tax Credit - There has been changes in the legislature on the Homestead Tax Credit and she thinks that it needs to be advertised more, you don't have to be a pauper to get it. James informed her that it's the county's responsibility to do that.
Thank You's: James read a thank you note from Alvin and Naomi Hawn for the hard work and long late evening hours that Sarsland and Hofland put in to help pump water out of their yard so their basement didn't flood even worse.
Pedestrian Walk Way Ramps on Hwy 12 - Whitney asked why are the ramps being torn out? James explained the DOT is putting in the new yellow pad ADA approved ramps. The Highway 85 project is beginning, it will be an inconvenience, but it will be worth the improvements.
Russ lives at the Francis and Bob Becker's place and they have had water issues with the large amounts of rain. She would like the street sweeper to come by and clean up the mess in her driveway and she would pay for it. She thinks there is a drain under the railroad tracks that may be plugged. Wiffler will look into it with Sarsland and get back to her with a solution.
Mary Fuchs and Bryant Fuchs
Water main issue to their building: They own Fuch's Performance and Machine Shop and do not have water services in their shop. They would like to get water services while the City has a hole in the ground by their building. Mason said they need to talk to a plumber and the other property owners and then James asked them to come back to the City Commission with their plans for approval.
NDLC CONFERENCE REPORT
Whitney reported on the highlights of some of the classes he attended which were Cool City Communicating, Sexual Harassment, and Property Assessment. In a class he learned that Highway funding will go from $400 billion to $200 million in 2014.
Matheson reported on the Municipal Finance Officers meeting where they learned all the election changes and attended a Grant Programs seminar and feels we may be able to use our Comprehensive plan for a Bush Prize grant and will be checking into that.
James reported on some of the meetings she attended also: Rethinking Leadership Part I and Part II, Legal and Effective Planning and Zoning, the Mayor's Breakfast and Ways to Attract Young Professionals.
Whitney inquired about the final SRF bill. James said the City asked SRF to do more work than was contracted, consequently more cost was incurred.
CLOSING OF MEETING
Motion by Rea, second by Whitney to approve the bills, 9/3/13 minutes, the 8/26-8/29/13 budget minutes, August Judges Report. RCV = all aye, MC.
Motion by Whitney, second by Sondeland to adjourn the meeting at 8:15 PM all aye, MC.