City Commission

City Commission Meeting Agenda Devils Lake City Hall Commission Chambers 423 6th St NE, Devils Lake, 58301 Monday, October 2, 2023 Meeting Items 1) Call to Order 2) Pledge of Allegiance 3) Approval of Minutes – September 18, 2023 Awards and Proclamations 1) N/A Public Hearings – 5:30 PM 1) N/A Bid Openings – 5:30 PM 1) N/A Visitors or Delegations *Limited to five minutes per guest, unless extended by presiding officer 1) Devils Lake Chamber of Commerce – Suzie Kenner Commission Portfolios 1) N/A Old Business 1) Western/Summers Loan Guaranty 2) Lake Region Joint Training Center 3) Void Check #126579 and Issue New Check in the Amount of $153,827.00 – AllState Peterbilt Consent Agenda 1) N/A New Business 1) Resolution Setting the Per Diem Reimbursement Rates for the City of Devils Lake 2) 1st Reading of Ordinance #991 – Cooperative Purchasing Agreements 3) 1st Reading of Ordinance #992 – Snow Removal & Street Maintenance 4) 2nd Reading of Ordinance #990 - Refusal 5) Custodial Services Agreement Renewal – David Rader Citizen Comment 1) N/A Informational Items 1) N/A 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 September 18, 2023 The regular meeting of the Devils Lake City Commission was held on September 18, 2023 with the following members present: President Moe, Rob Hach, Jason Pierce, Shane Hamre, and Dale Robbins. Commissioner Hamre moved to approve the minutes of the regular Commission meeting held on September 5, 2023. The motion was seconded by Commissioner Robbins, and the motion carried unanimously. Public Hearing – FY 2024 Budget, Salary Plan, and Position Authorization – The City Administrator communicated that the cost of living is 3%, they will be dropping a column and adding a column on the pay scale, bonuses for full time employees will be distributed on April 1 and October 1. He also went through the sales tax allocations and the mill levy. Commissioner Hamre made a motion to approve the 2024 budget as presented. Commissioner Hach seconded the motion. The motion carried unanimously on a roll call vote. Lisa Crosby (LRHC) & Paula Vistad – Lisa communicated that they are looking at leasing the opera house as it is sitting empty. The LRHC is looking to make that a gallery space, with workshop, educational space for art work, and a retail space for a gift shop. They met with Metroplains and there was an offer of $1,200/month for rent. She is asking for funding in the amount of $15,000/year for 5 years. Commissioner Hamre made a motion to give $20,000/year for up to 5 years. Commissioner Pierce seconded the motion. The motion carried unanimously on a roll call vote. The City Administrator communicated that we also need to release quarter 4 funds to the Lake Region Heritage Center in the amount of $8,097. Commissioner Robbins made a motion to release the funds. Commissioner Hach seconded the motion. The motion carried unanimously on a roll call vote. Commissioner Hach – The City Engineer communicated that the Sanitation Department is working on special pickups. Commissioner Hamre - The City Engineer communicated that there is not an update for the Utility Department. Commissioner Robbins – The City Engineer communicated that there is not an update for the Street Department. HE also communicated that gravel is being placed on 14th Ave & 14th St NE. The water main replacement is also continuing on 2nd St. Commissioner Pierce - The Fire Chief communicated that their open house had over 20 people. He also mentioned that people are starting to sign up for community connect. The Police Chief communicated that there is not an update for the Police Department. The City Administrator communicated that the Special Assessment Commission certified the specials and they will be brought to City Commission on October 16th. The City Attorney communicated that he does not have an update. Western/Summers Loan Guaranty Funding Plan – The City Administrator communicated a plan to pay the balance off in full out of the growth fund with a reallocation of sales tax dollars from the City’s Debt Service Fund. Commissioner Hach recused himself from this. Commissioner Robbins communicated that he has not had a chance to talk to everyone he has wanted to regarding information on the sales. The total amount for the payoff is $343, 026.57. Commissioner Hamre made a motion to not pay this. Commissioner Robbins seconded the motion. Discussion continued on the funding plan. The motion failed 3-1 on a roll call vote. Commissioner Robbins made a motion to gather more information and table this until the next meeting. Commissioner Hamre seconded the motion. The motion carried 3-1 on a roll call vote. Resolution Setting Rates and Fees Effective January 1, 2024 – The City Administrator went through the rates and fees that will be changing effective January 1, 2024. Commissioner Hamre made a motion to approve the resolution setting rates and fees effective January 1, 2024. Commissioner Robbins seconded the motion, and the motion carried unanimously. City Policy Manual Updates and Additions – The City Administrator communicated that there have been a few changes to the City Policy and they can be seen on the attachment. Discussion continued on the city policy manual updates and additions. Commissioner Robbins made a motion to approve the city policy manual updates and additions. Commissioner Hach seconded the motion. The motion carried 3-1 on a roll call vote. 1st Reading of Ordinance #990 – Refusal Special Event Alcohol Permit – Ed’s Bait Shop – The City Administrator communicated that Ed’s Bait Shop is looking to move their liquor license to town (memorial building) for a wedding dance. Commissioner Hamre made a motion to approve the special event alcohol permit or Ed’s Bait Shop. Commissioner Pierce seconded the motion, and the motion carried unanimously. Renaissance Zone Authority – Appointment of Member – The City Assessor communicated that the Renaissance Zone Authority took action at their September 11, 2023 meeting to recommend the appointment of Sheri Olson, who would be filling a vacancy with the term expiring June 30, 2026. Pay Estimate #1 – City Project 230201 Watermain Replacement 28-23 & 29-23 – The City Engineer communicated that this pay estimate is for $283,541.76 and will be paid to Kemper Construction. Commissioner Robbins made a motion to approve Pay Estimate #1. Commissioner Hach seconded the motion. The motion carried unanimously on a roll call vote. Release of Easement – Lake Toyota – The City Engineer communicated that as part of the project development for Lake Toyota expansion, it was determined a City utility easement covering a vacated alley in Block 1 East of Pitcher Park subdivision is in the vicinity of the proposed building improvement and would limit the expansion of the building. It appears the utility easement was never utilized for the City and is not needed. In exchange for the City to release this easement, the property owner agreed to provide an easement that covers City owned utilities that serve adjoining properties. The property owner has signed the necessary paperwork to complete the easement ended by the City. Commissioner Hamre made a motion to approve the release of easement for Lake Toyota. Commissioner Pierce seconded the motion, and the motion carried unanimously. Authorize Call for Bids – Snow Plow – The City Engineer communicated that after reviewing the equipment within the street department, it has been determined that additional snow removal equipment will be a better use of budgeted funds than a truck that had been budgeted for this year. The department would like an additional plow that can be used on a loader that is currently owned by the City. He is recommending authorization to call for bids for a replacement plow, with bids to be opened at the October 16th City Commission Meeting. The estimated cost of the plow is $45,000. Commissioner Robbins made a motion to authorize call for bids. Commissioner Pierce 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 Hamre. The motion carried unanimously on a roll call vote. SPENCER HALVORSON JIM MOE CITY ADMINISTRATOR/AUDITOR PRESIDENT OF CITY COMMISSION  City of Devils Lake 423 6th St NE PO Box 1048 Devils Lake, ND 58301 www.dvlnd.com RESOLUTION TO ADJUST TRAVEL PER DIEM RATES FOR THE CITY OF DEVILS LAKE BE IT RESOLVED that the City of Devils Lake adjusts its in-state travel per diem reimbursement rates to remain consistent with those set by the State of North Dakota for meals and mileage and will keep such rates consistent with the State of North Dakota in perpetuity unless otherwise specified by the City Commission. BE IT RESOLVED that the City of Devils Lake adheres to the out-of-state travel per diem rates for meals and lodging consistent with those set per city, county, and state by the US General Services Administration. BE IT RESOLVED that the City of Devils Lake adjusts its in-state travel reimbursement rates for lodging to be at all times 90% of the US General Services Administration rate for lodging in North Dakota plus applicable state and local taxes unless otherwise specified by the City Commission. NOW, THEREFORE, BE IT RESOLVED AS FOLLOWS: The City adjusts its travel per diem rates for meals, mileage, and lodging to remain consistent with the State of North Dakota and US General Services Administration as specified above and will keep such rates consistent with those set by each institution in perpetuity unless otherwise specified by the City Commission. Adopted this 2nd day of October, 2023. ATTEST: CITY OF DEVILS LAKE ________________________ _______________________ Spencer Halvorson Jim Moe, President City Administrator/Auditor Devils Lake City Commission The motion for the adoption of the foregoing resolution was duly made by Commissioner __________________, seconded by Commissioner __________________ and upon vote being taken thereon, the following voted in favor: Commissioners ____________________________________________, the following voted against the same:  City of Devils Lake 423 6th St NE PO Box 1048 Devils Lake, ND 58301 www.dvlnd.com _______________________________________, and the following were absent: ____________________________; whereupon said resolution was declared duly passed and was signed by the President of the City Commission and by the City Auditor.  City of Devils Lake 423 6th St NE PO Box 1048 Devils Lake, ND 58301 www.dvlnd.com AGREEMENT FOR CUSTODIAL SERVICES OF DEVILS LAKE CITY HALL This Agreement made and entered into on this day, _______________, between the City of Devils Lake, hereafter called the “City”, and DAVID RADER, hereafter called “Contractor”. Both parties agree to abide by the terms as referenced below: 1. SERVICES The Contractor agrees to perform for the City all necessary custodial work on and within the City Hall building, 423 6th Street NE, Devils Lake, ND. The duties are more formally described in this agreement but are not all inclusive as the need for unforeseen custodial tasks may arise, in which case, under the supervision of the City Administrator or their designee, the contractor may be asked to perform additional custodial tasks in order to maintain a clean, pleasing environment that is satisfactory to the public and City officials. 2. COMPENSATION The City will pay to the Contractor, who will accept full payment for all services, the following: $633.45/month totaling $7,601.40 for the time period of July 1, 2023 to June 30, 2024 and $652.45/month, totaling $7,829.40 for the time period of July 1, 2024 to June 30, 2025. The contractor will receive no additional pay, with the exception of the contractor performing duties outside of reasonably normal custodial tasks (e.g. steam cleaning, deep cleaning, etc., in which case the City may agree to hire the Contractor for additional services to be agreed upon in advance of the performed tasks). 3. TERM This agreement and terms of compensation are effective retroactively from July 1, 2023 to June 30, 2025. In the event the Contractor determines that more money will be necessary to perform said duties, the City reserves the right to terminate this agreement and re-bid in accordance with local and state law. 4. DUTIES General: Performs a variety of custodial work under contract with the City Commission as necessary to maintain a neat and clean City Hall that is pleasing to the public and satisfactory to the City. The Contractor works under the supervision of the City Administrator.  City of Devils Lake 423 6th St NE PO Box 1048 Devils Lake, ND 58301 www.dvlnd.com The Contractor will provide general cleaning services Mondays, Tuesdays, Wednesdays, Thursdays, and the weekend. General Cleaning (not all inclusive): - Vacuum all carpeting - Sweep and mop all tile with appropriate cleaners - Clean the two bathrooms including toilets, floors, and sinks - Empty all trash-cans Responsibilities: Keep an adequate supply of cleaning material on hand by notifying the Auditing Department of anything needed. Perform these duties after the end of the City’s workday (after 5:00pm on weekdays and anytime on the weekends). Must have the ability to communicate and understand written or oral instructions. Must have skill in the use and care of standard cleaning equipment. Must provide proof of General Liability Insurance for no less than $250,000 per person and $500,000 per occurrence. ______________________________ ______________________________ David Rader Jim Moe Contractor Mayor ATTEST: ______________________________ Spencer Halvorson City Administrator/Auditor  LIST OF BILLS FOR THE CITY OF DEVILS LAKE 2-Oct-23 VENDOR AMOUNT DUE AIRPORT Bergstrom Electric $194,909.40 Capital One-Mac's $108.23 Capital One-Walmart $110.92 Dakota Implement-Napa $77.03 DL Chamber of Commerce $235.00 Federal Aviation Administration $106,378.25 Leevers $59.58 Mead & Hunt $73,143.80 Midco $122.67 Newby's $26.15 Strata Corporation $488,435.62 Vericom LLC $325.00 CITY Abra Equipment $1,435.20 Alken Glass $150.00 Allstate-Peterbilt $153,827.00 Amazon $454.57 AT & T $1,236.72 Capital One Trade Credit-Mac's $2,997.51 Central Business Systems $427.22 CNH Industrial Accounts-Case $575.00 Corporate Technologies $4,098.54 Dakota Implement-NAPA $1,958.79 Dakota WashMaster $4,560.00 Devils Lake Chamber of Commerce $250.00 DL Chamber of Commerce/Tourism $64,083.11  LIST OF BILLS FOR THE CITY OF DEVILS LAKE 2-Oct-23 VENDOR AMOUNT DUE DL Park Board $52,350.29 Ecolab $215.22 Exhaust Pros $289.95 Federal Aviation Administration $106,378.25 Ferguson Waterworks $2,268.35 Forward Devils Lake $343,026.57 Gessner Iron Works $34.90 HE Everson $27.78 Harold's Auto Marine $210.00 Hawkins $10,939.93 Home 2 Suites $176.40 Interstate Towing $492.21 John Sletteland $430.00 Karen Wolf $30.71 Keller's Briteway $26.00 KLJ Engineering $907.37 Lake Region Corporation $450.00 Lake Region Law Enforcement $63,437.69 Lake Region Sheet Metal $147.56 Land Surveying Services $665.00 Leon's Building Center $363.93 Lexis Nexis-Matthew Bender $122.43 Linda Martin $450.00 Locators & Supplies $607.90 M & T Fire & Safety $399.44 Madeline Cummings $115.28 Mark's Greenhouse $250.00 Matthew Volquardsen $44.70 Midstate Volunteer Program $3,000.00 Motorola Solutions $6,708.41 ND Dept of Enviromental Quality $35.00  LIST OF BILLS FOR THE CITY OF DEVILS LAKE 2-Oct-23 VENDOR AMOUNT DUE Nelson Electrical Solutions $2,371.19 Newby's Ace Hardware $538.02 Newman Signs $5,975.85 Nodak Electric $10,289.67 O'Reilly's $389.95 Office Depot $18.99 Olympic Sales $19,000.00 Ottertail Power $14,447.64 PowerPlan OIB-RDO Equipment $266.84 Prairie Truck & Tractor Repair $275.32 Quill $496.79 RMB Enviromental Laboratories $600.00 Robert Johnson $149.20 Schwan Wholesale $97.75 Service Tire $2,260.75 Skylee Driver $25.00 Spencer Halvorson $273.68 State of ND Chemistry Lab $352.14 Sue Schwab $10.50 Tanya Weiler $1,000.00 Tractor Supply Credit Plan $569.78 Usable Life $611.40 WD Larson Companies-Allstate Peterbilt $1,492.46 TOTAL LIST OF BILLS $1,756,099.50