Minutes of the Regular City Commission meeting held on November 5, 2013 at City Hall at 5:00 PM.
**These are unapproved and unofficial meeting minutes until approved by the City Commission at their next scheduled meeting.**
Present: Lyn James, Mike Sondeland, Grace Rea, Chuck Whitney, and Bob Wiffler. Peggy Matheson, Chuck Headley, Bill Mason, Todd Hofland, Jon Cameron, Myron Vail, Lori Vail, Kevin Bagley, Josh Buchmann, Rodney Schaaf, Dean Pearson, Darwin Wilke, and Teran Doerr.
The meeting was called to order at 5:00 PM. Motion by Rea, second by Sondeland to approve the agenda as presented. RCV= all aye, MC.
Checks: #93419 - 93462 Payroll Checks: #16186 - 16202; Voided Checks: # 93426, 16201, 16165, 16166; Salaries: $24,938.26 Bills: Postmaster $350.79, A2Z Printing $1,028.26, Advanced Business Methods $226.21, All Seasons Arena $2,256.75, Anderson Western $427.50, Bowman Auto Parts $1,082.27, BCDC $105.00, BCDC $1086.99, Bowman County Fair Ass. $2,193.12, Bowman Drug $7.89, Bowman Glass $98.69, Bowman Park and Rec $18,1856.23, Bowman Sales and Service $160.66, Brosz Engineering $3,665.00, Cashway Building Center $30.39, Country Media $1,014.85, Dakota Dust-Tex $80.40, Dakota Supply Group $23.65, Domagala Contracting $950.00, Fallon County Treasurer $5,809.25, Farmers Union $1,372.38, Ferguson Waterworks $575.00, Fidelity Security Life $134.24, Jodi Olind $775.00, Ken's Super Value $75.86, Kimberly Goff $150.50, KPOK $75.00, Marsha Schaff $150.00, MDU $8,586.78, ND DOT $4,213.45, National Flood Insurance Program $5,300.00, NDLC $420.00, Newby's Ace Hardware $19.07, Northwest Tire Inc. $1,971.18, One Call $24.20, Prairie Mt. Electric $5,293.93, Ray's Filter's $305.70, RDO Equipment $161,400.00, SW Business Machine $697.25, SW Auto Supply $78.74, Tiger Electric $518.65, Trucks of Bismarck $144.60, Western Frontier Insurance $33.00, and Wex Bank $5,743.95.
Request for a culvert under 11th Avenue SW- A resident at the Perma Trailer Court has a water drainage problem in his driveway and is requesting that a culvert be put in under 11th Avenue SW. Hofland will check into costs and bring it to the next meeting. James suggested it may be more cost effective to clean out the ditch.
Street Dept. Position: The Committee conducted interviews for the vacant street department position. After interviews and reference checks, Pete Knopp is their recommendation to the board. Motion by Whitney, second by Sondeland to offer Pete Knopp the street department position. RCV = all aye, MC.
Water Dept. Report: The Hospital well is not repaired yet. The Butte View Campground will be shut off when the Park and Rec. Dept. informs Mason; everything else is winterized. Whitney inquired about the Lions Park hydrant being winterized during prior years. Mason said it is winterized every year.
BCI Training on Firearms: Chief Headley reported on the training he received in October. He was very impressed with the level of training he received. A few topics of training were building entry and active shooter training.
Gate Night was very quiet! The only issue the police department had was fireworks being discharged.
BID OPENING: James opened the following bids :
Landfill Crawler: We received four bids and the bids were as follows: RDO Equipment, Bismarck, ND $5,000, Rodney Schaaf $4,500, Bowman, ND, Duane Harris, Lemmon, SD $3,800, and Harold Tweeton, Washburn, ND $3,752.75.
"Old City Water Shop": We received three bids and the bids were as follows: Myron Vail, Bowman, ND $41,000, NW Tire Bowman, ND $20,000, and Kevin Bagley, Bowman, ND $10,000.
"Old City Street Shop": We received three bids and the bids were as follows: NW Tire, Bowman, ND $60,000, Paul Mosbrucker, Bowman, ND $46,500, and Myron Vail, Bowman, ND $21,000.
The verbal bid raising meeting date was set to be November 19, 2013 at 5:30 PM.
Wospeka Contract: Tabled until next meeting.
Chapter 8 Article 6 "Alcoholic Beverages" Ordinance: Matheson and Chief Headley reviewed the current "Alcoholic Beverages Ordinance" and presented suggested changes to the Commission. Matheson had changes reviewed by City Attorney Wild. James read the proposed changes and asked the commission if they approved of the proposed changes; if so this would also serve as the first reading. Motion by Whitney, second by Rea to approve the amendments as presented and approve the first reading of amendments to Chapter 8 Article 6 Alcoholic Beverages Ordinance. RCV= all aye, MC. Proposed changes to the Alcohol Ordinance will be posted on the web site.
Boiler Repairs: City Hall has had issues with the boiler not working and presented two boiler quotes to the commission. The 83% efficient boiler was $7,144.23 and the 93% efficient was $9,485.77. S&T Plumbing's recommendation was to go with the 83% efficient boiler because there were less computerized parts that could fail. Wiring will cost approximately $300, quote given by Tiger Electric. Motion by Rea, second by Whitney to install the 83% efficient boiler in the amount of $7,144.23, plus $300 for wiring, based on S and T Plumbing's recommendation to Matheson. Authorization was given to install as soon as possible. RCV= all aye, MC.
Motion by Whitney, second by Sondeland to transfer $7,500.00 from Fund 1000 to Fund 3090 and reimburse Fund 1000 in 2014 with the funds that were budgeted for the boiler replacement in 2014. RCV = all aye, MC. Motion by Whitney, second by Sondeland to increase the budget for the City Maintenance Fund 3090 in the amount of $7,500. RCV= all aye, MC.
VISA Credit Card Name Change: Matheson asked for approval to take Terry Sarsland off the VISA and add Todd Hofland to the VISA credit card. Motion by Wiffler, second by Whitney to take Terry Sarsland off the VISA credit card and issue a card to Todd Hofland. RCV= all aye, MC
Landfill Loader Transfer and Budget Revision: Matheson requested a transfer of $2,000.00 from the Street Equipment Fund 3005 to fund 3011 Landfill Crawler Fund to cover the purchase of the landfill loader. The County will contribute $119,400.00 toward the purchase. Motion by Whitney, second by Sondeland to transfer $2,000.00 from Fund 3005 Street Equipment to 3011 landfill crawler fund. RCV= all aye, MC. Motion by Whitney, second by Rea to revise the budget for fund 3011 in the amount of $161,400 for the landfill loader. RCV = all aye, MC.
Theodore Roosevelt Expressway Support Resolution: Matheson emailed this resolution to the commission prior to the meeting and asked if they were in support of signing the resolution. James read the "Resolution supporting the ND DOT to proceed with plans to four-lane US HWY 85 between Watford City and Belfield, ND." James explained that signing the resolution meant that we were in favor of the project, but not financially supporting it. Motion by Wiffler, second by Rea to sign Resolution #2013-M-3 in favor of the Theodore Roosevelt Expressway Project. RCV = all aye, MC.
Fire Department Energy Impact Grant: Motion by Whitney, second by Wiffler for Matheson and James to sign the Bowman Fire Department Energy Impact Grant Reimbursement Request in the amount of $43,495.20 for the urban interface unit. This request will complete their grant from the Energy Infrastructure and Impact Office. RCV= all aye, MC.
Request the Day after Thanksgiving Off: Matheson made the annual request for the City Employees to have the day after Thanksgiving off. The office would be a half day for one employee and a full day for the other departments. James mentioned historically this day has been given off in prior years. Motion by Wiffler, second by Sondeland to deny the request and stay with the holidays listed in the employee handbook. RCV = Rea and James No, Sondeland, Whitney and Wiffler aye. MC.
Transportation Alternatives Program: There is a grant that we could apply for, for projects in 2015 for sidewalks and other specified projects. Matheson asked if there are any future projects they would like to apply for. Whitney suggested we look into accessing this grant. Jon Brosz, Whitney, and Wiffler will meet and review the streets in need of sidewalks for safe routes to school and Brosz Engineering will get cost estimates by the next meeting.
TIF Resolution of Finding Necessity: This is the document that the City Commission requested Doerr to have prepared by attorney Shockley from Fargo, ND. By passing this resolution we are agreeing to be open for discussion on having a TIF district. James read the resolution. Motion by Whitney, second by Sondeland to accept and sign Resolution of Finding Necessity #2013-TIF-1. RCV = all aye, MC.
CAMERON AND BROSZ:
FEMA 3rd Avenue SE Drainage Project- The LOMAR Application is ready and needs to be signed by Ryan and then it will be mailed in to be reviewed. Brosz Engineering sent out certified letters to the affected 41 residents. 38 homes should come out of flood zone, only 2 or 3 homes will stay in the flood zone, but an elevation cert may get the last few homes out. By submitting the LOMAR application and upon approval, it will amend the current flood zone map and give us a preliminary map around January 2014 and a final map by May 2015. Jon Cameron on behalf of Senator Hoeven extended an invite to Brosz Engineering to help expedite this process in any way they can help. The new flood zone map should be done in May of 2015.
3rd Avenue SE Funds Transfer and Budget Amendment: Funds need to be transferred for the remainder of 3rd Avenue bills and the LOMAR application fee. Motion by Whitney, second by Rea to transfer $11,575 from the General Fund1000 to Fund 1121 3rd Ave SE. RCV = all aye, MC.
Motion by Whitney, second by Sondeland to revise the budget for fund 1121with an increase of $15,780. RCV = all aye, MC.
2nd Reading for Southwest Ag, Inc./Dan Swanson Annexation Ordinance: James read the 2nd reading of the Swanson request for annexation for the following property: Township 131 North, Range 102 West of the 5th PM. Section 1: A tract of land located in the SW ¼ SW ¼ more particularly described as follows: Block 1: Lot 3 of the Roen Second addition and Block 2: Lot 1 of the Roen Second Addition to Bowman County, North Dakota. Motion by Rea, second by Sondeland to approve the SW Ag Inc. annexation request. RCV = all aye, MC.
Resolution to Adopt Zoning Fees and Applications: There was a previous joint meeting between the City Commission and Zoning and Planning Board and they reviewed the new application forms and request for an increase in zoning application fees. Both boards came to an agreement on the applications and fee schedule as follows:
Fences and Decks $25
New Residential Structures $300
Multi-Family Units $500
Commercial Structures $500
Industrial Structures $500
Manufactured Mobile Homes on Private Lots $100
Storage Shed and other Accessory Buildings $50
Structural Additions for Residential $50
Structural Additions for Commercial and Industrial $300
Comprehensive Plan Amendments $250
Conditional Use Permits $200
Major Subdivision preliminary Plats $250
Minor Subdivision Preliminary Plats $200
Resubmittal of Major and Minor Plats $50
Final Plat $75
Plat and lot Modifications $100
Plat Vacations $125
PUD's (Planned Unit Developments) $500
Zone Changes $225
Motion by Sondeland, second by Whitney to approve the resolution to adopt the new zoning fees and applications changes for the City of Bowman. Darwin Wilke from the Zoning and Planning Board was present and signed on behalf of his board. RCV= all aye, MC.
House at 208 2nd Avenue - He is tearing down the house and would like free use of landfill for appropriate waste. Motion by Sondeland, second by Rea to approve free disposal of the appropriate demolition waste materials at the Bowman inert landfill. Any dumpster waste would go to the Baker landfill and Vail would be responsible for these fees. RCV = all aye, MC.
New Tax Exemption Law : this law pertains to new or expanding businesses in the retail sector receiving tax abatements from the City. Matheson will find the current resolution the City made on tax exemptions and the commissioners will review it and discuss it at the next meeting with Pearson and Doerr, then have attorney Wild review our final decision.
Reminder: November 14th training at the courthouse with the EOC on the role of the elected officials. Please RSVP to Karla Germann; 5:30 pm for supper the meeting will follow.
Motion by Rea, second by Wiffler to approve the bills, September 2013 financials and 10/15/13 minutes. RCV = all aye, MC.
Motion by Sondeland, second by Rea to adjourn at 7:10 PM. RCV = all aye, MC.