Meeting Minutes

Minutes of the meeting of the CIty Commission

Minutes of the Regular City Commission Meeting, April 15, 2014 at City Hall at 4:00 PM.
Present:  Lyn James, Mike Sondeland, Grace Rea, Chuck Whitney, and Bob Wiffler.  Peggy Matheson, Chuck Headley, Bill Mason, Todd Hofland, Darrell Stebbins, Barb Downing, Jon Brosz, Darwin Wilke, Carla Kelly, Joseph Cummins, Keith King, and Kevin Bucholz.
 The meeting was called to order at 4:00 PM.  Motion by Whitney, second by Rea approve the agenda as presented.  RCV= all aye, MC.
Checks: #7574 - 7601; Salaries: $24,455.90 (Direct Deposit); Bills:  A2Z Printing $130.85, Alco $27.85, Balco Uniform Company $96.00, Beacon Street Kennels $60.00, Bowman Auto Parts $195.14, Bowman Cemetery Assn. $10,790.00, Bowman Park and Rec $5,500.00, Bowman Regional Public Library $2,108.80, Brosz Engineering $12,133.30, Carmel's Cleaners $120.96, Consolidated Telecom $710.64, Country Media $291.81, Dakota Paper $171.49, Fallon County Treasurer $4,345.93, Ken's Super Value$38.70, Lexis Nexis $57.08, Lyn James $231.40, Prairie Mt Electric $1,536.16, RDO Equipment $5,202.19, Sadowsky and Wild $400.00, Slope Electric $976.00, SW District Health Unit $120.00, Verizon Wireless $494.15, VISA $264.32, Washington National Inc. $55.20, West Plains Implement $110.70, Western Frontier Insurance $216.00, and Woodley Construction $20.08.
Street Repairs:  A few streets have needed repairs in the last week.  On 3rd Ave NE across the railroad tracks by Melany's Sheep Barn a hole formed in the road, the street crew put a temporary fix on it for right now and will dig it up when it dries out to replace the pavement.  On 5th St SW from Hwy 85 to the west parking lot of Frontier Travel Center has been closed due to water damage to the road.  It's roughly a 100' stretch that needs repair and they may need a track hoe to clean it out.  11th Avenue NE is very spongy and they are trying to keep trucks off the road.
Sink Hole Project:  Jolene Brinner from the Public Service Commission called Hofland and they plan to start filling in the hole with the concrete from our landfill on or about April 28.  The sink hole has grown in size since it was inspected by the Public Service Commission. 
Landfill Opening:  On April 28th the landfill will be open for the season, weather permitting.
City Wide Clean-Up Week:  Clean-up week is planned for May 12 - 17, weather permitting.
Camper/Landfill Office:  The street crew is planning on building a pad made of rock for the camper/office to sit on, but currently the ground is too wet.
 Hospital Well:  The turbine is repaired, in place, but is not hooked up or operational yet.
 Cemetery Water Issues:  Darrell Stebbins approached Mason regarding the collapsed smaller water lines in the cemetery on the west end.  They have noticed the last few years there hasn't been much water pressure.  Mason asked if the commission would put in 600' of new 3/4" water line.  He checked on pricing and it would be $300 for the pipe (delivered) plus the cost of fittings.  Possible cost would be under $1,000 with someone having to do trenching.  James asked if Stebbins had any capital improvements funds for a project like this.  The cemetery has two estate contributions that they were given for capital improvements; they want to use that for chip sealing the roads at the cemetery.   Mason said he felt that the repairs could come out of his budget.   Motion by Rea, second by Sondeland to allow Mason to fix the 600' of water line and use the water dept. funds to fund this project.  RCV= all aye, MC.
5th St SE:  Brosz is working on the contract between the city and land owners with Steve Wild.  The city will pay EHC, LLC and all the property owners will pay the city for their portion of the contract.  Matheson will call Wild to discuss how the money will be handled as far as making payments and receiving money up front.  The city should be making joint decisions with all the land owners on any change orders.  James and Jon Brosz will go to the owners to make sure that they understand the contract.  Brosz Engineering will have the contract on the 18th from the ND DOT for the ownership of 5th St SW. 
A special meeting will be called to approve the contract for the 5th St project as soon as the contracts are complete. 
8th Avenue NE:  This water line project is being bid on 5/6/14 at 6:00 pm. 
Schumacher Water Issue:  Schumacher came into Brosz Engineering last week and is happy that they are going to put a pipe in to help with the sequoia drainage issue.  He is still concerned about the water running to his yard.  Brosz Engineering proposed a plan A and a plan B and the commission felt that plan B was the best option.  James feels we should hold off and budget for this next year, it may be more expensive then we think.   Next spring the homeowner should haul away snow from his property to help keep the water accumulation low. Brosz said Schumacher is aware of plan B and is in favor of it.  The area needs to be surveyed for plan B.  Motion by Sondeland, second by Whitney to pursue the costs analysis for plan A and B water drainage in the north side addition for the budget process for 2015.  RCV= all aye, MC.
Sidewalks Grant - Whitney was wondering the status of the safe routes to school sidewalk grant application the city sent in.  Brosz will check into this and report back. 
Vacant Position:  Still going through hiring practice, they are going through background checks and references, some are certified. 
"Traffic Selection":  The police department will be advertising that a "traffic selection" will be done in the near future and will do it several times during the summer.  It is not like a DUI check point, they are just looking for visible items/violations.  It will be a one day event.
 TIF District Application:  Ryan reviewed the new verbiage that the commission had asked to be added at a prior meeting on the TIF application.  James asked her to insert the new verbiage and then bring it back and the commission for approval.
 Windy's Bar and Pizza Grand Opening Outdoor Band:  Cummins reviewed his plans for their grand opening at Windy's with the events outside on June 7, 2014.  Cummins is requesting to block off 3rd Street SW from 10:00 am until 8:00 or 9:00 pm when the band starts; the band will play until midnight.  They would be blocking off the alley to Main Street for the cars and the band will be in their south parking lot.  Cummins will move panels off the street and put in the parking lot for the evening events. As a good will gesture he will put out neighborhood door hangers to neighbors to let them know what is happening.  Motion by Whitney, second by Sondeland to close 3rd St SW from Main Street to the alley going west for the day of Saturday, June 7, 2014.  RCV = all aye, MC.  Motion by Rea, second by Sondeland to approve the special events request for a band and dance outdoors during business hours.  RCV = all aye, MC.  Beverages will be inside and outside; cans outside and mixed drinks inside.   Joe will talk to Father Morman at the Catholic Church about possible parking for the event.  Starting next month, Windy's will offer a designated driver to get their customers home safely for $5 to cover gasoline costs.  They will offer this service daily. 
 Permission to have alcohol in the city park during a wedding celebration:  Her daughter is getting married in the afternoon on June 7 at a local church and they would like to play games, have snacks and alcohol at the park.  The wedding ceremony should conclude by 3:30 pm, so 3:30 to 6:00 pm would be the timeline that they would be at the park.  They requested to have canned beer and boxed wine in the park.  Kelly asked if she needs to have police present since there will be alcohol served.  Chief Headley stated the ND Century Code says the city can grant waivers for private parties and there is no need for an officer to be in the park.   Police yourselves and make sure minors are not drinking, no glass, use plastic cups.  Motion by Whitney, second by Rea to approve Carla Kelly's request to serve alcohol during her daughter's wedding celebration at the city park on the afternoon of June 7th.  RCV = all aye, MC.
 Request for Cemetery Budgeted Funds:  Stebbins requested the cemetery's 2014 budgeted funds in the amount of $2,400.00 and the mill levy of $8,390.00 for a total amount of $10,790.00.  Motion by Rea, second by Sondeland to approve the release of requested 2014 budgeted and mil levy funds to the Bowman Cemetery.  RCV= all aye, MC.
 Agency Review Process:  All interested agencies met and they reviewed the development agreement.  Whenever an application is presented, Ryan will decide when someone else in the public service departments need to review the application.   After reviewing Ryan would make recommendations to the commission. 
 Developers Agreement Template:  Consolidated, BCDC, Slope Electric and Parks and Rec gave opinions on the developer's agreement.  At the next meeting they will be incorporated.  All the appropriate people will have to sign off on the plans to make sure that everything is being addressed that should be.
 Budget Revisions and Transfers:  Matheson requested the following budget revisions and transfers for projects.
Motion by Whitney, second by Sondeland to transfer $5,000 from general fund #1000 to fund #1121 3rd Ave SE Drainage project fund #1121 and transfer $405,800 from the water building fund to fund #6060 to 8th Ave NE Water Main Project fund #3067.  RCV = all aye, MC.  Motion by Whitney, second by Rea to create a budget for 3rd Avenue Drainage project fund #1121 in the amount of $5,000 for engineering fees.  RCV = all aye, MC.  Motion by Sondeland, second by Whitney to create a budget for 8th Ave NE Water Main Project in the amount of $405,800.  RCV = all aye, MC.  Motion by Whitney, second by Rea to revise the budget for fund 1000-415000-313 in the amount of a $9,000 increase.  RCV= all aye, MC.
 Grants: Matheson presented two grant possibilities to the commission.  James feels that we shouldn't apply for the energy impact grant because we have not used the previous grant from EEIO for infrastructure. There will be more grant rounds and we can apply again.  Matheson will give the Bush foundation to the Park and Rec to see if they can use it.
 Audio System:  Whitney reviewed the proposals he requested for the audio system.  He is recommending Haggerty's in Rapid City.  The Commission felt the handheld microphones in the audience would be better than one on a stand.  Motion by Rea, second by Whitney to keep our hand held microphones and utilize the unused ones in our area.  RCV = all aye, MC.  It will be two to three weeks once given the go ahead to get this project completed.  Motion by Sondeland, second by Wiffler to award the sound system equipment quote to Haggerty's in the amount of $7,089.80.  RCV = all aye, MC. 
 Resolution to Abolish Municipal Judges Position:  No petitions were turned in for this position for the June 2014 election.  Rea would like to abolish this position and refer all cases to district court as per NDCC 40-18-06.2.  City Attorney Wild has contacted Judge Herauf to see if he will take the case load for Bowman and Judge Herauf declined.  If there are no write-ins during the election for this position, the commission will have to appoint someone. 
 Request to Take Pictures off the Internet Website:  Rea would like to take pictures off the website because of the drug cartel information presented at the last meeting.  No other commissioners requested their pictures to be taken off the city website.
Motion by Rea, second by Sondeland to approve the March 2014 Judges Report, March 2014 Financials, and 4/1/14 minutes.  RCV = all aye, MC.
Reminder:  The tax equalization meeting will reconvene on 4/17/14 at 5:00 pm.
Motion by Sondeland, second by Rea to adjourn the meeting at 6:04 PM.  RCV= all aye, MC.