City of Forman Minutes
The Forman City Council meeting was called to order at 6:00 PM by Mayor Mark Bopp. Present were council members Luke Anderson, Al Colemer, John Stenvold and Neil Weaving. Also attending were Jayne Pfau, Trish Pearson, Tibby Hinderlie from the Teller, Mike Keiper and Rachel Hoistad from the Park Board, Kevin Bopp from the Golf Course, and Jim Hill and Tyler Newborg from RDO.
A motion was made by Luke Anderson, seconded by Al Colemer to approve the minutes from the December 12, 2016 council meeting. Motion carried unanimously.
Mike Keiper and Rachel Hoistad reported on the activities of the park board, fundraising efforts, improvements and maintenance of the pool and future needs for the pool, including a pool cover and new heating system. Kevin Bopp gave a similar report on the golf course including needs for centralized air conditioning in the clubhouse and a desire to connect to city water and sewer. Both parties were seeking assistance from the city from the sale tax income. Currently, the park board gets ½% sales tax revenue. The remaining 1% is encumbered by Drain #4 to pay debt service. Both parties were agreeable to split the ½% however the city felt was best. A motion was made by Neil Weaving, seconded by Luke Anderson to split the ½% sales tax 75% to the park board and 25% to the golf course. Motion carried unanimously.
A motion was made by Al Colemer, seconded by John Stenvold to approve the city auditor’s report including the December financial statements, approval of the bills, the delinquency report and recommended budget amendments and transfers. Motion carried unanimously.
AMERIPRIDE-$8.25; BANYON DATA SYSTEMS INC-$324.00; BCBS ND-$606.74; BERUBES-$36.53; BOPP LAW OFFICE-$750.00; CC STEEL LLC-$100,000.00; CITY OF FARGO-$14.00; CITY OF FORMAN PARK BOARD-$2,215.41; COMPUTER EXPRESS-$92.00; DAKOTA PLAINS COOPERATIVE-$447.20; DEPARTMENT OF THE TREASURY-$327.72; DICKEY RURAL NETWORKS-$1,048.06; FORMAN MARKET-$5.15; FORMAN REPAIR-$35.00; HAWKINS, INC.-$2,161.34; KJELDEN’S HARDWARE HANK-$123.64; MOORE ENGINEERING, INC-$5,635.00; MUNICIPAL GOVERNMENT ACADEMY-$25.00; NATIONWIDE RETIREMENT-$406.68; ND PERS-$81.29; NELSON HOME CENTER, LLC-$70.72; ONE CALL CONCEPTS-$1.55; OTTERTAIL POWER-$4,046.45; QUILL.COM-$48.65; RAY-MAC INC-$45.00; SARGENT COUNTY BANK-$29.80; SARGENT COUNTY TREAS-$5,001.62; THE SARGENT COUNTY TELLER-$80.38; US TREASURY-$2,337.73; USDA RURAL DEVELOPMENT-$0.00; USDA RURAL DEVELOPMENT-$12,201.88; USPS-$79.22; WASTE MANAGEMENT-$2,527.83; PAYROLL-$8,266.82;
There were no comments on the City Superintendent’s report.
Travis Paeper joined the meeting and reported on policing activities. The purchase of the new radar gun is in process and should be in use soon. He asked that all residents be aware of check cashing schemes and scams by checking their accounts regularly. There were some issues with the way our fireworks ordinances are written. Paeper recommended rewriting the ordinance to clarify the city’s stance. The county hired a new deputy, Matt O’Brien. Travis will bring him to the next meeting to introduce him.
There were no comments from city attorney, Jayne Pfau other than agreement with the Sheriff that our fireworks ordinance needs revision.
Mayor, Mark Bopp received quotes on two models of John Deere pay loaders, one Case IH and two from Doosan. The city superintendent has been trying out a demo of the Doosan pay loader. The council reviewed the quotes in depth. First, they discussed whether to go forward with a purchase, a lease, or hold off for a couple years. Most agreed that waiting carried certain risks. Even though our current loader is in good condition, it will lose value in depreciation over two years. There is always the possibility of future repairs that are unknown at this time. Interest rates are low now, but are rising. Plus, machinery costs rise about 3% – 5% per year. Overall, it seemed prudent to move forward.
Jim Hill and Tyler Newborg from RDO explained what was included in their quotes. Newborg, a technician for RDO, explained that he is moving to Forman and will be working from a Forman satellite.
Austin McLaen from Sargent County Bank joined the meeting and presented lease-purchase financing options for the different machines.
After much discussion, A motion was made by Luke Anderson, seconded by John Stenvold to proceed with the John Deere 524k machine, utilizing Sargent County Bank’s 5-year 2.8% lease to own financing. Roll call vote: Anderson – aye; Stenvold – aye; Weaving – nay; Colemer – aye. Motion carried.
City Engineer, Jerod Klabunde joined the meeting updating the council on their projects. The environmental draft document came back with a required modification to use a new form. Moore Engineering is working on transferring the data to the new format. There will be no additional costs incurred to the city, but the project may not make it to the spring bid letting, pushing the project back to the original 2018 time frame. They will keep pushing forward though and hope it still has time to work for this year.
The water plant upgrade has run into another delay. The check valve and air valves are on backorder. The contractor is confident he will be able to complete the project this month and has asked the council to approve a change order extending the completion date. We have already granted one extension. The contractor is now in a penalty phase. The contractor also requested approval of partial payment #3 for the materials that have already been purchased and are on site. The request was not presented in a timely manner, as the contract requires that all requests be presented at least one week in advance. The council would not consider an extension at this time. They would not consider paying the full amount of the late payment request either. A motion was made by Al Colemer, seconded by John Stenvold to pay $100,000 of their $218,208 request as a goof faith measure. Motion carried unanimously.
A motion was made by Al Colemer, seconded by Neil Weaving to approve the engagement letter for V. Nelson, CPA to perform the 2016 audit. Motion carried unanimously.
Mayor Bopp notified that health insurance increased 5.8%. Since the city capped their contribution at $500 per month, the full amount of the increase would be passed on to the employee. This results in a 45% increase in the employees’ share of the premium. The council also reviewed current salaries and discussed COLA increases. A motion was made by Al Colemer, seconded by John Stenvold to increase the city contribution to insurance to $525 and to approve a 3% increase for the auditor and city workers. After discussion, John Stenvold made a motion to amend the original motion to include a $.25/hour increase for the police workers. Al Colemer seconded the amendment. The motion on the amendment passed unanimously as did the original motion.
The city office and shop will be closed on Monday, January 16 in observance of Martin Luther King Jr. Day.
The next regular council meeting is Monday, February 13, 2017 at 6:00 PM.
The meeting adjourned at 8:15 PM.
The Forman City Council meeting was called to order at 7:55 AM by Mayor Mark Bopp. Present were council members Luke Anderson and Al Colemer. John Stenvold and Neil Weaving were absent. Also attending were Auditor Trish Pearson and Tibby Hinderlie from the Teller.
The purpose of this meeting was to discuss issues with the proposed purchase of a new pay loader. RDO gave us a final quote on the John Deere. They absorbed the November 1 price increase, but took off some other equipment to bring the machine to the same price originally quoted. They are also 60 – 90 days out for delivery.
After some discussion, a motion was made by Luke Anderson, seconded by Al Colemer to purchase the Doosan pay loader for the price listed at the previous meeting and continue with Sargent County Bank Public Financing for 5 years. In favor, Luke Anderson and Al Colemer. Absent, John Stenvold and Neil Weaving. Motion carried.
Mark will arrange for delivery and the paper work with the bank.
The meeting adjourned at 8:20 AM.
The Forman City Council meeting was called to order at 6:00 PM by Mayor Mark Bopp. Present were council members Luke Anderson, John Stenvold and Neil Weaving. Al Colemer was absent. Also attending were Jayne Pfau, Trish Pearson and Tibby Hinderlie.
Jerod Klabunde and Brandon Reber from Moore Engineering reported on city projects. They are still working on the environmental clearance. Once the notices they sent out come back, they will complete the document. When the document is complete, they will finish the design plans. There is still a possibility that it could be built this fall.
The water plant project is behind schedule. Jerod asked Mike Cebulla, from CC Steel to join us and discuss some of the delays and the projected completion date. Mike explained that there have been a number of integration issues with the old system and the new. There have been other issues with waiting for parts and availability of the subcontractors. He apologized for the delays and said a good “up-and-running” date would be two weeks from today.
A motion was made by John Stenvold, seconded by Neil Weaving to approve partial payment #4 to CC Steel for $257,285.54 and invoice #14706 to Moore Engineering for $7,898.99. Motion carried unanimously.
A motion was made by Neil Weaving, seconded by Luke Anderson to approve the minutes from the January 9 and 19, 2017 council meetings. Motion carried unanimously.
A motion was made by Luke Anderson, seconded by Neil Weaving to approve the January financial statements. Motion carried unanimously.
A motion was made by John Stenvold, seconded by Neil Weaving to approve payment of the bills.
The council reviewed the delinquency report and city superintendent’s report without comment. The Sheriff was unable to attend, but stated that aside from a few juvenile issues, it has been quiet.
Attorney Jayne Pfau reported on several items. She reviewed fireworks ordinances from several cities and asked the council which elements they wanted included in our ordinance. She will prepare an ordinance and bring it to the next council meeting.
A deed was prepared turning lots 1, 2, & 3, block 4 of the Klefstad subdivision back to the city. A motion was made by Neil Weaving, seconded by John Stenvold to pay $5,000 to the Roger Hom Estate as required by the subdivision’s covenants. Motion carried unanimously.
The state of North Dakota passed a measure legalizing medical marijuana in the state. Pfau stated that the legislature is working on language that may modify or amend the measure and has delayed the implementation. We need to wait for the outcome, then see if we may need any changes to our zoning or ordinances.
The city received a letter about wireless facilities setting up cell sites on public easements, particularity stop light poles. Since this technology is primarily being employed in highly populated areas, she does not think it will affect the city in the foreseeable future.
Mayor, Mark Bopp reported that our new pay loader is here and working well. The light package they added is very bright. Doosan was on site for an orientation for the city workers.
Luke Anderson reported that the Forman Golf Association is leasing the clubhouse to Allen Menge and Kim Dahl from March 15 to November 15. The Golf Association will still handle all the greens fees, rentals and other activities. Menge submitted an application for a retail liquor license. A motion was made by Neil Weaving, seconded by John Stenvold to approve the liquor license. Motion carried unanimously.
April 3-7, 2017 is City Government Week. This is an opportunity to showcase our city with various activities. Mark Bopp brought up tours of the water treatment plant and the council thought that was a great idea. Luke Anderson stated that he had conversations with Trish Pearson about a coloring contest. Pearson showed the council a couple of coloring designs broken down by grade k-3 and 4-6. Anderson asked if the city would offer a day pass to each grade and grand prizes of a single pool membership to each group. Again, the council thought that was a good promotion. Pearson will distribute the materials to the school and the Scoop. Anderson will talk to the Community Club about judging the contest.
Note that Monday, February 20 is a holiday and the city office and shop will be closed. Mayor Bopp will be out of town next week.
The next regular council meeting is Monday, March 13, 2017 at 6:00 PM.
The meeting adjourned at 7:10 PM.
The Forman City Council meeting was called to order at 6:00 PM by Mayor Mark Bopp. Present were council members Luke Anderson, Al Colemer and Neil Weaving. John Stenvold was absent. Also attending were Jayne Pfau, Trish Pearson and Tibby Hinderlie.
Jerod Klabunde and Brandon Reber from Moore Engineering reported on city projects. The Street Improvement Project warranty inspection will be done in June. Mark commented on cracked asphalt in the south addition. Chip sealing does not fill cracks and it is normal for cracks to reflect through the chip sealing. Jerod recommended crack filling and sealing as regular maintenance of the asphalt.
The environmental clearance document is complete as are the map and plans for the Pedestrian Trail Project. They still need to prepare the right of way plat for acquisition of right away along the trail.
The Water Treatment Plant Project is 95% complete. Mike Cebulla from CC Steel and Nathan from Summerville Electric explained some of the issues with the project and why it is not yet complete. There are issues with programming integration that are being addressed. A motion was made by Luke Anderson, seconded by Neil Weaving to approve change order #3 deleting line item #8, which will be addressed later. Motion carried unanimously.
A motion was made by Luke Anderson, seconded by Al Colemer to approve contractor’s payment #5 for $38,388.89. Motion carried unanimously.
There will be grant funds remaining at the end of the Water Treatment Plant Project. Klabunde recommended getting a structural engineer to inspect our water tower and ground storage tank if the city plans to use the remaining funds for repairs and painting of these structures.
Attorney Jayne Pfau brought up that a resident in town has a pet potbelly pig. Complaints have been received about the pig running loose and the accumulation of waste material. Deputy Sheriff Bryan Johnson commented that the Sheriff’s department is aware of the pig. Pfau explained that our ordinances forbid any swine or pigs in the city limits. The council directed her to write a letter to the owners giving them until the end of the month to remove the animal from the city and dispose of the waste.
Pfau is still working on the fireworks ordinance.
Sargent County deeded a parcel of land in the NW corner of town to the city as they have no use for the land and do not wish to pay the special assessments.
Bryan Johnson introduced Deputy Matt O’Brien, who is filling in for Rick Bryant while he is on deployment. There have been a few things going on in town. They had an emergency commitment of a person under the influence of narcotics. They have been working on a sexting case. There was a sexual assault and a domestic complaint.
A motion was made by Al Colemer, seconded by Neil Weaving to approve the minutes from the Fbruary 13, 2017 council meeting. Motion carried unanimously.
Last year the council approved giving the city’s mil levy for JDA to the Sargent County JDA, but since it was in the city’s certified budget, the levy is still coming to the city. It cannot be changed in this budget year. A motion was made by Luke Anderson, seconded by Al Colemer to retain the levy until we are able to review possible JDA projects. Motion carried unanimously.
A motion was made by Luke Anderson, seconded by Neil Weaving to approve the February financial statements, approval of the bills and the delinquency report. Motion carried unanimously.
Council reviewed the city superintendent’s report.
City Government Week is April 3-7. The Community Club has volunteered to judge the coloring contest entries. The deadline is March 31st for entries. Trish will contact the school about forwarding the entries to city hall. We will have an open house and tours of the water plant on April 5th from 1pm to 4pm. We will offer tours to the school on Thursday the 6th.
The Hole in 1 Bar and Grill opens March 15th. They will be serving breakfast, lunch and supper seven days per week with Sunday being a buffet.
A motion was made by Luke Anderson, seconded by Al Colemer to approve the gaming site authorizations from the Rutland Sportsman’s Club for the Hole in 1 for 8 months and the No Name Bar for 1 year. Motion carried unanimously.
Luke Anderson noted that we have about 5 buildable lots in the south addition, but could have another 5 lots if we had the infrastructure. He would like the council to work on a development plan.
Mark Bopp noted that he received a letter from FCDC along with their check for dumpster charges. As a good will gesture, the council will return the check.
Clean up days will be Monday and Tuesday, April 24th and 25th.
Sheyenne Valley Vet will be at City Hall for our Pet Clinic Day on Wednesday, April 26th.
Our Tax Equalization Meeting is scheduled for Monday, April 10, 2017
The next regular council meeting is Monday, April 10, 2017 at 6:00 PM.
The meeting adjourned at 7:50 PM.
The Forman City Council meeting was called to order at 6:10 PM by Mayor Mark Bopp. Present were council members Luke Anderson, Al Colemer and Neil Weaving. John Stenvold was absent. Also attending were Jayne Pfau, Trish Pearson, Tibby Hinderlie, Jerod Klabunde, Joel Luins, Nathan Summerville, Dylan Summerville, Mike Cebulla, Tim Rutten, Al Carton, Janet Keller, Arthur Keller, Jacinta Keller.
Trish Pearson announced the winners of the City Government Week coloring contest. Jacinta Keller was present to receive her prize of a single pool membership for the grade 4-6 category. Not present, but also winning a single pool membership was Skyler Hasse for the grade K-3 category. Three single day passes were awarded to Sydney Cary, Eli Olson and Lydia Anderson. Congratulations to all the winners!
City Engineer, Jerod Klabunde reported that the plans are done for the pedestrian trail but a bid date has not been set by to DOT. The water plant project is substantially complete; however, there are punch list items that need to be addressed. There is a possibility of assessing liquidated damage charges against CC Steel for the lengthy delays in the project. Klabunde requested that the council hold a special meeting next week to work this out with the contractor. A date will be set later in the week. CC Steel requested partial payment #6 for $14,560.57. A motion was made by Al Colemer, seconded by Luke Anderson to approve the payment contingent upon the outcome of the meeting next week. Motion carried unanimously. If damages assessed are more that the retainage remaining after this payment, no payment will be made. Otherwise, a check will be issued after the special meeting.
Tim Rutten from H & H Coatings addressed the council regarding the water tower and ground storage tank. The light on the water tower was damaged in the lightning strike last September and was listed as an open item on the insurance claim. Tim will contact the insurance adjuster with a quote to repair the light and get approval to do the same. The city approached him about additional work that may be needed with the water storage. Tim gave a quote of $3,000 to power wash, clean and inspect the ground storage tank. It has been 18 years since the interior of the tank was coated. Typically, coatings last 10-15 years, though sometimes it lasts longer. He would give an inspection report the city can use as a guide should they have funds remaining on the water plant project. A motion was made by Luke Anderson, seconded by Neil Weaving to have H & H Coatings clean and inspect the ground storage tank. Motion carried unanimously. He will try to schedule the work sometime around the 20th of this month.
A motion was made by Al Colemer, seconded by Neil Weaving to approve the minutes from the March 13, 2017 council meeting. Motion carried unanimously.
A motion was made by Neil Weaving, seconded by Al Colemer to approve the city auditor’s report including the March financial statements, approval of the bills and the delinquency report. Motion carried unanimously.
The council reviewed the city superintendent’s report without comment.
Deputy, Bryan Johnson reported that he has been patrolling more frequently and assuring safety near the school. The new radar gun was calibrated and it is functioning well. Speeds along Highway 32 continue to be an issue, mostly with out-of-state vehicles. As far as Deputy Johnson knows, the pet pig questioned at the previous meeting is still in town. Attorney, Jane Pfau gave them until April 15 to re-home the pig outside of the city limits. Deputy Johnson will follow up with the owners after that date.
Attorney, Jayne Pfau presented Amendment 2017-1, which amends our current firework ordinance. The council had the first reading of the ordinance and revised he first section of item number two to include a provision for children under 12 to use fireworks with direct adult supervision. Comments on the ordinance are open for the next 30 days. The final reading will be done at our next regular council meeting.
The Forman Housing Association applied for a grant through Lake Agassiz to make needed repairs and improvements to the low-income apartment complexes behind the school. Lake Agassiz has requested that the rant be run through a public entity and the Forman Housing Association is requesting that the City be that entity. Ann Nelson joined the meeting via phone to answer some questions. The grant has no repayment attached. The City would have no liability or responsibility for the work being done. A motion was made by Neil Weaving, seconded by Al Colemer to approve the City as the hosting entity for the Lake Agassiz grant. Motion carried unanimously.
A motion was made by Al Colemer, seconded by Luke Anderson to proclaim Arbor Day as May 10, 2017 and to approve new Shade Tree Board members Raina Ruch and Austin McLaen. Motion carried unanimously. These individuals join Al Colemer, Rodney Cary and Trish Pearson to complete the board.
Luke Anderson had brought up the possibility last year of hiring someone to do economic development for the city. Donna Reinertson talked to the council about what she did when she held that position previously. The council chose not to act on it at that time. Presently, the city budget funds the auditor’s position at four days per week. Trish has been working only three days per week, which presents an opportunity to hire someone with no budget impact. A motion was made by Al Colemer, seconded by Neil Weaving to post the part-time position of Economic Development Coordinator. Motion carried unanimously.
Friday, April 14, 2017 is a holiday. Therefore, garbage will be one day early.
Clean up days are April 24 and 25.
Pet Clinic Day at city hall is April 26 from 4:00 PM – 6:00 PM.
The next regular council meeting is Monday, May 9, 2017 at 7:00 PM. Please note this is one hour later.
The meeting adjourned at 8:40 PM.