City Commission

City Commission Meeting Agenda Devils Lake City Hall Commission Chambers 423 6th St NE, Devils Lake, 58301 Monday, March 6, 2023 Meeting Items 1) Call to Order 2) Pledge of Allegiance 3) Approval of Minutes – February 6, 2023 4) Approval of Minutes – February 21, 2023 Awards and Proclamations 1) Samantha Rodriguz-Flores – 5 years 2) Jason Toso – 25 Public Hearings – 5:30 PM Bid Openings – 5:30 PM Visitors or Delegations *Limited to five minutes per guest, unless extended by presiding officer 1) Devils Lake Tourism – Suzie Kenner Commission Portfolios Old Business 1) Land Acquisition for City Project 230101 - 14th St NE and 14th Ave NE Road Improvements 2) Award City Project 230301 – Stromquist Storm Sewer Improvements Consent Agenda New Business 1) LEC – Computer Aided Dispatch System Agreement Citizen Comment EXECUTIVE SESSION: The Devils Lake City Commission will convene in Executive Session this meeting on March 06, 2023 to discuss a proposed Law Enforcement Center Joint Powers Agreement as permitted by; NDCC 44-04-19.1, 44-04-19.2, 44-04-18.4. Informational Items 1) Server Incident Assessment (Corporate Technologies) and Corrective Action Plan (Vanguard Appraisals Inc.) 2) City Auditor Report January 2023 Motion to approve payment of the list of bills as submitted. The City of Devils Lake may convene in an executive session as provided by NDCC 44-04-19.2 to consider and discuss closed or confidential records and information, negotiating strategy or negotiating instructions as provided by NDCC 44-04-19.1, 44-04-19.2, 44-04-18.4. Page 1 of 1  Minutes of the Devils Lake City Commission February 6, 2023 The regular meeting of the Devils Lake City Commission was held on February 6, 2023 with the following members present: President Moe, Rob Hach, Dale Robbins, Jason Pierce and Shane Hamre. Commission Hamre moved to approve the minutes of the regular Commission meeting held on January 17, 2022. The motion was seconded by Commissioner Pierce, and the motion carried unanimously. President Moe recognized and thanked Michael Holden for 10 years of service with the City of Devils Lake. Law Enforcement Center - Peggy communicated that they sent out the Joint Powers Revenue Request for both the LEC and 911. This is a quarterly payment, and the monies mostly go to the personal costs. Some of these funds go towards equipment needs as they are needed within the dispatch center itself. Starr communicated that the jail is now allowed to have 80 inmates. They have also hired a custodian for janitorial needs. They will be inspected again in three months to review moving to 80 inmates. Commissioner Hamre – The City Engineer communicated that there is no update for the Utilities Department. Commissioner Hach – The City Engineer communicated that there is no update for the Sanitation Department. The City Assessor communicated that the board of equalization meeting is usually held separately from a City Commission meeting, but this year they are looking to hold them together on April 3. Commissioner Robbins – The City Engineer communicated that there is no update for the Engineering Department. He also communicated that there is also no update for the Street Department other than they are still working on snow cleanup. Commission Pierce - The Fire Chief communicated that the fishing derby went out fairly well. They did not have as many people on the ice this year, but it went off pretty well. Commissioner Pierce mentioned that the people he has talked to mentioned that it was a great weekend, and the firemen did a great job. The Polic Chief communicated that they are still writing parking tickets. They have had new body cameras for a few months now and he mentioned that they are working really well. The City Administrator communicated that every 3 years the City changes to a new insurance company. We will be transitioning to Ihry Insurance. The National Opioid case came in and was $3,239.85. He mentioned that we will have financials reports at the next meeting, and we will do these every month on the second meeting of the month. He also mentioned that they are working on getting City IDs for City employees. He communicated that we will be purchasing new desks for most employees. The Auditing Department desks are falling apart, so they need to be upgraded. Commissioner Hamre asked if every other department would be able to buy new desks using the same fund and the City Administrator communicated that they would be able to. Commissioner Hach mentioned that there is ergonomic grant money out there that we would be able to use for the desks through WSI. President Moe wanted to remind everyone that this week is Giving Hearts Day. There is a list of all the organizations on their website. LEC Rent – Commissioner Robbins communicated that 2 years ago the LEC changed the rent they were charging for the PD and Sheriff's department. Commissioner Hamre and Commissioner Robbins were on the LEC board at the time, and they approved the increase and brought it to the City Commission budget meeting. The tactic was taken that the city will not be paying the increase and will only pay the old amount. A year later, the LEC put their budget together and kept it the same as the previous year. The city is now 2 years past due on the new rate of rent. This was talked about at the last LEC meeting and needed to be brought to the City Commission meeting to rediscuss. The city received a bill for the past due amount in of $48,965.62. Discussion continued on this topic and if the city will be paying the past due amount. Commissioner Robbins made a motion to pay the past due rent to the LEC. Commissioner Hamre seconded the motion. The motion carried 4-1 on a roll call vote. Growth Fund/Forward Devils Lake – Brad Barth gave an update on Forward Devils Lake. He communicated that over the past four years he has had many projects. 11 of those projects were carryovers, 65 new projects, and 17 that had never happened. He mentioned that $400,000 goes towards childcare initiatives and $400,000 goes towards a mobile career exploration classroom. Commissioner Robbins communicated that he wants Forward Devils Lake to give $250,000 to the Devils Lake Park District to match the funds that the City gave. The money that would be used for this is City money and would come out of the growth fund. Kale Stromme gave an update on how the project is going. The additional funds will not hinder the project, but every dollar helps the project. Looking into the future, they are hoping to continue expanding. They are almost at the end of their design phase and within the next two months they are hoping to start construction on the project. Mayor Moe communicated that he would like the Forward Devils Lake board to discuss the funds going towards the Park District project. Commissioner Robbins made a motion to give the Devils Lake Part District $250,000, which would be coming out of the Lake Region Growth Fund. This would be paid up front and be a 10-year sponsorship for the project. Commissioner Hach seconded the motion for discussion. Commissioner Robbins and Hach communicated that they would like to do $25,000/year for the next 10 years. President Moe, Commissioner Robbins, Hach, Pierce, and Hamre all motioned to vote no on a roll call vote. Commissioner Robbins motioned to obligate $250,000 to the Devils Lake Park District project in the amount of $25,000 for the next 10 years, which would come out of the Growth Fund. Commissioner Hamre seconded the motion. The motion carried unanimously on a roll call vote. Domestic Fowl - The City Administrator communicated that there was a discussion held at the last City Commission meeting regarding a chicken ordinance. The City Assessor did a lot of research on surrounding towns/cities to see what they have as an ordinance to allow domestic fowl within city limits. The City Assessor gave an update on the research that he gathered while he did the research on the surrounding cities. The City Administrator communicated that tonight we can pursue an ordinance if that is what the Commission would like to see. Commissioner Pierce motioned to pursue an ordinance change. Commissioner Hach seconded the motion. Commissioner Hamre communicated that it would be a good idea to have citizens of the community on an at large group. President Moe communicated that he will establish a committee. 1st Reading – Special Event Alcohol Permit Ordinance - The City Administrator communicated that this is an ordinance recommended by the City Attorney. Authorization of Purchase of Treasury Bonds and Certificates of Deposits – Water Source Replacement Fund – The City Administrator communicated that there is 3.4 million dollars in a water source replacement fund. He mentioned that we are seeking authorization to purchase treasury bonds and the interest earnings would be directed to the sewer equipment reserve fund. Commissioner Hamre made a motion to direct the interest earnings to sewer and wastewater only. Commissioner Robbins seconded the motion. The motion carried unanimously on a roll call vote. Leave Carryover Request - The City Engineer communicated that the county declared a disaster declaration for our area and the City crews worked significant hours to clear snow. There are a few employees that will be losing their vacation hours due to not being able to use them. It is recommended that the vacation time being lost be rolled over the comp time. Commissioner Pierce motioned to approve the vacation hours be converted to comp time. Commissioner Hamre seconded the motion, and the motion carried unanimously. Commissioner Robbins moved to approve the list of bills as submitted. The motion was seconded by Commissioner Hach. The motion carried unanimously on a roll call vote. SPENCER HALVORSON JIM MOE CITY ADMINISTRATOR/AUDITOR PRESIDENT OF CITY COMMISSION  Minutes of the Devils Lake City Commission February 21, 2023 The regular meeting of the Devils Lake City Commission was held on February 21, 2023 with the following members present: President Moe, Rob Hach, Dale Robbins, Jason Pierce and Shane Hamre. City Project 230301 Stromquist Storm Sewer Improvements – The City Administrator opened bids for this project. The following are the contractors and their amounts: 1) The first bid is from DL Barkie Construction Inc. The City Attorney confirmed their contract license, and they are bonded. The first option is for $369,142 and option two is for $344,366. 2) The second bid is from Kemper Construction. The City Attorney confirmed their contract license, and they are bonded. The first option is for $751,026 and option two is for $681,826. 3) The third bid is from Wagner Construction Inc. The City Attorney confirmed their contract license, and they are bonded. The first option is for $546,941 and the second option is for $526,015. Commissioner Robbins made a motion to pass the bids onto the City Engineer for review. Commissioner Hamre seconded the motion, and the motion carried unanimously. Rodeo Club – Brandon Padilla gave an update on the 2022 rodeo. He mentioned that is exceeded their expectations. He mentioned that they had a nearly sold-out crowd each night. This was the largest amateur rodeo in the state. As of today, they are officially a 501c4. He asked the City Commission if they would commit to $15,000 this year. Brandon communicated that last year it was $10,000 last year and that this year last years sponsorships are at least doubling this years sponsorship. Brandon communicated that this year it will be televised. Commissioner Pierce made a motion to approve $15,000 to the Devils Lake Rodeo Club. Commissioner Robbins seconded the motion for discussion. The motion carried unanimously on a roll call vote. Devils Lake Regional Airport – Dennis Olson and Scott Cruse gave an update on the airport. Scott communicated that the biggest topic is the EAS service. He mentioned that they have 2 proposals – one from Skywest Charter and one from Northern Pacific Airway. Dennis mentioned that Skywest Charter is planning to use Denver as a hub and Minneapolis as a hub, while Northern Pacific is only offering a hub in Minneapolis. There will also no longer be a stop in Jamestown. They communicated that their terminal expansion will move forward. This project has to be done by April 2024. If they have not spent the money by June 2024, they will lose the money from the CARES Grant. Scott also mentioned that they plan to do their taxiway and apron project this summer as well. He mentioned that it has deteriorated to the point where a seal will not fix the problem. They do have 3 new employees employed at the Airport and they are working to get them trained. Commissioner Hamre – The City Engineer communicated that there is no update for the utilities department. Commissioner Hach – The City Engineer communicated that there is no update for the sanitation department. The City Assessor communicated that the domestic fowl committee is meeting on Thursday. Commissioner Robbins – The City Engineer communicated that the street department came in to do some priority routes and will be working on streets and avenues this week. He also communicated that the bids that were opened tonight there was one that was relatively close to the Engineers estimate. Commission Pierce – The Fire Chief communicated that they just had the youth fishing derby and that was a really big success. They have state fire school coming up and they have 5 volunteers going to that along with 2 guys to teach. Commissioner Pierce communicated that they had the Ramsey County Fair Board meeting on February 8th. The horse show will be on June 24th and the livestock show will be on June 29th. On April 12th, the extension office will be holding a field to fourth day at the memorial building. On April 13th they are having a safety day at the memorial building to inform them on multiple things. The Police Captain communicated that the SWAT team assisted Eddy county to find a suspect, but they were not found. Otherwise, everything is going well at the police department. The City Administrator communicated that our network was down starting Wednesday at noon and was down until Monday around 1pm. He also mentioned that we also received money from the Prairie Dog funds. The Park District will be coming to a future meeting to give another update on their project. He communicated that the Board of Equalization meeting will be coming up. A date needs to be set for this meeting so that the City Assessor can send that out. President Moe would like to have a special meeting for this. The City Attorney communicated that he is working on a few things with the park district. He also mentioned that with the 2nd reading – Special Event Alcohol Permit Ordinance he only changed one word in paragraph g that he changed. President Moe thanked the employees that came in over the holiday weekend to help get financials done for the meeting. He also communicated that JEff Frith would like to have City and Ramsey County Commission meet together to discuss the agreement with the LEC. Mailing Machine (Renewal) and Folder Inserter (New) Lease – Quadient – The City Administration communicated that our postage machine is outdated, and we will be getting a new one. Commissioner Robbins motioned to approve the recommendation to renew our mailing machine lease and get a new lease for a folder inserter. Commissioner Hach seconded the motion, and the motion carried unanimously. 2nd reading – Special Event Alcohol Permit Ordinance – The City Attorney changed one grammatical error that was addressed earlier in the meeting. Commissioner Hach motioned to approve the 2nd reading. Commissioner Hamre seconded the motion, and the motion carried unanimously. Airborne Vector Control – Authorization of Application – The City Administrator communicated that this is a yearly authorization for airborne vector control so that we can work with them to schedule in the spring. Commissioner Hach motioned to approve the authorization. Commissioner Pierce seconded the motion, and the motion carried unanimously. Approve Plans and Specs and Authorize Call for Bids for Watermain Improvement District 28-23 (3rd St SE, 4th St SE, 5th St SE, 6th Ave SE & 7th Ave SE) and 29-23 (2nd St NE between 6th Ave and 12th Ave) - The City Engineer communicated that there are two resolutions, but it will be bided as one project. Commissioner Hamre motioned to approve the recommendation. Commissioner Hach seconded the motion, and the motion carried unanimously. Pay Estimate #5 – City Project 220201 Watermain Replacement District – The City Engineer communicated that the total due this estimate is $46,665.60. Commissioner Robbins motioned to approve the pay estimate. Commission Pierce seconded the motion. The motion carried unanimously on a roll call vote. Commissioner Hamre moved to approve the list of bills as submitted. The motion was seconded by Commissioner Hach. The motion carried unanimously on a roll call vote. SPENCER HALVORSON JIM MOE CITY ADMINISTRATOR/AUDITOR PRESIDENT OF CITY COMMISSION  LIST OF BILLS FOR THE CITY OF DEVILS LAKE 6-Mar-23 VENDOR AMOUNT DUE Advance Auto Parts $12.34 Alex Schwab $49.96 Amazon Capital Services $1,058.45 Aramark $606.57 Arbor Day Foundation $25.00 AT & T $1,888.63 Benson County Farmer's Press $84.50 Butler $159.14 Capital City Rentals $6,622.92 Capital One $50.36 Capital One Trade Credit $158.69 Central Heating & Cooling $3,300.00 City of Devils Lake $28.00 CNH Industrial Retail Accounts $1,041.84 Dakota Implement $1,902.65 Decorated Wearables $74.75 Deluxe Business Systems $85.07 DL Chamber of Commerce/Tourism $34,296.79 Devils Lake Park Board $60,127.44 Devin Elverud $719.92 Fargo Police Dept $1,291.02 Ferguson Waterworks $6,449.34 General Traffic Controls $730.00 Gerrells & Co $3,879.74 Gessner Ironworks $219.75 HACH $154.59 Harold's Auto Marine & Electric Motor $170.00 Hawkins $40.00 Hilton Garden Inn of Fargo $441.00 Home of Economy $431.91 Interstate Billing/Ironhide Equipment $393.86  LIST OF BILLS FOR THE CITY OF DEVILS LAKE 6-Mar-23 VENDOR AMOUNT DUE James Moe $73.96 JB Vending $44.10 Klemetsrud's Plumbing $6.50 KLJ Engineering $9,510.00 Lake Region Corporation $8,244.00 Lake Region Electric $509.97 Lakota American $71.50 Lamotte's Paint & Glass Supply $710.71 LEAF $59.80 Leevers $48.14 Levi Volk $373.32 Mark's Greenhouse $1,484.55 Mead & Hunt $19,919.90 Minnie H Express Car Wash $239.92 Miranda Wilkie $25.00 Motorola Solutions $15,931.46 Newby's Ace Hardware $287.92 Nichole Delorme $25.00 North Dakota League of Cities $180.00 O'Reilly Automotive $163.93 Ottertail Power Co. $19,765.38 PS Doors $242.85 Quill $65.97 Ramsey County Auditor $141.20 Ramsey Photo $400.00 Razor Tracking $75.00 Rough Rider Industries $6,708.00 Rush Valley House Movers $2,522.86 Sanitation Products $197.05 Senior Meals & Services $72.00 Service Tire $728.50  LIST OF BILLS FOR THE CITY OF DEVILS LAKE 6-Mar-23 VENDOR AMOUNT DUE Sirchie Acquisition Co. $134.55 Sparklight Advertising $675.00 Sue Schwab $10.50 Tanya Weiler $1,000.00 The Village Family Service Center 2010 Tina Sainsbury $550.80 Toshiba Business Solutions $17.70 Tractor Supply Credit Plan $76.46 Usable Life $601.48 Veritiv Operating Co. 14057.5 Wimmiam Hooey $300.00 United States Post Office $3,600.00 TOTAL LIST OF BILLS $238,356.71