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REGULAR MEETING DICKINSON CITY COMMISSIONJANUARY 5, 2020 I.

REGULAR MEETING
DICKINSON CITY COMMISSIONJANUARY 5, 2020
I.CALL TO ORDER
President Scott Decker called the meeting to order at 4:30 PM.
II.ROLL CALL
Present were: President Scott Decker, Vice President Jason Fridrich, Commissioners Nikki Wolla and Suzi Sobolik
Video:Commissioner John Odermann
Absent:None
1.ORDER OF BUSINESS
MOTION BY: Jason Fridrich SECONDED BY: Suzi Sobolik
To approve the January 5, 2021 Order of Business as presented.
DISPOSITION: Motion carried unanimously.
2.CONSENT AGENDA
MOTION BY: Suzi SobolikSECONDED BY: John Odermann
A.Approval of meeting minutes dated December 1, 2020 and December 15, 2020.
B.Approval of Accounts Payable, Commerce Bank & Checkbook
C.Approval of Savin Maintenance Agreement for City Hall Copiers
D.Approval of City Boards - Appointments
President Scott Decker states City Board appointments will not be on the consent agenda. He states the appointments for City boards are as attached.
DISPOSITION:Roll call vote…Aye 5, Nay 0, Absent 0
Motion declared duly passed
3. ADMINISTRATION/FINANCE
A. Fee Schedule
Deputy City Administrator Linda Carlson presents a resolution for the 2021 Fee Schedule. She states the City will place the fee schedule on the website.
MOTION BY: Jason Fridrich SECONDED BY: Nikki Wolla
Adopt Resolution 01-2021.
RESOLUTION NO. ___01-2021
A RESOLUTION AMENDING CITY OF DICKINSON FEE SCHEDULE
DISPOSITION:Roll call vote…Aye 5, Nay 0, Absent 0
Motion declared duly passed
B. Covid Response Update
City Administrator Brian Winningham presents an updated FFCRA Covid Response Update. Mr. Winningham states this resolution extends the City's responsibilities under the Cares Act which was recently renewed. He states the resolution for the extended law did not state employers need to pay employees if they are out with Covid. The City of Dickinson will pay for employees that are out with Covid up to 80 hours under the 6 Covid listed requirements. He states the City will bear the cost of 80 hours. Mr. Winningham states this amount is in the City's budget. Any hours over 80 would be the employee's responsibility to use their sick leave, vacation or personal leave.
MOTION BY: Nikki Wolla SECONDED BY: Suzi Sobolik
Adopt Resolution 02-2021.
RESOLUTION NO. ___02-2021
A RESOLUTION ADDRESSING TEMPORARY EMPLOYMENT POLICIES DUE TO COVID-19 PANDEMIC RELATING TO THE FFCRA
DISPOSITION:Roll call vote…Aye 5, Nay 0, Absent 0
Motion declared duly passed
C. Curator Position Upgrade
HR Coordinator Nameniuk presents a draft of the updated job description for Curator. Coordinator Nameniuk states the Commission approved, with the 2021 budget, for this position to be reclassified. The added duties to this job description will include supervision of professional paleontology staff and volunteers. This position will also serve in a general supervisory capacity in the absence of the Museum Center Director. The rating in this position would made it an exempt position.
MOTION BY: Suzi Sobolik SECONDED BY: Jason Fridrich
To approve the Curator Position Upgrade.
DISPOSITION:Roll call vote…Aye 5, Nay 0, Absent 0
Motion declared duly passed
D. Reports:
1. Thank you to Deputy City Administrator Linda Carlson and Police Chief Dustin Dassinger
City Administrator Brian Winningham publicly acknowledges Deputy City Administrator Linda Carlson for all her hard work she had endured to keep the City of Dickinson moving in the right direction while it was without an Administrator. Mr. Winningham states this was a thankless job during the transition and thanks Ms. Carlson for the time she spent providing information and reports to continue City work.
City Administrator Brian Winningham also thanks Police Chief Dustin Dassinger for sharing the Interim City Administrator's duties and responsibilities during this time of transition. Mr. Winningham states Chief Dustin Dassinger did an incredible job to keep the City moving forward and providing Mr. Winningham information.
President Scott Decker states both Deputy City Administrator Carlson and Chief Dassinger had a lot on their plates and a lot of business to tend to during the absence of a City Administrator and he does appreciate all the hard work.
4.PUBLIC SAFETY
A. Fire Department
1. Reports:
None
B. Police Department
1. Reports:
None
5.ENGINEERING
A. Reports:
None
6. PUBLIC WORKS
A. Front End Loader Bid
Operations Manager Dave Clem presents to the Commissioners a bid for a front end loader. He had received three bids, one from Titan, Butler and RDO. This front end loader would be a 624L John Deere. The bid was based off of $333,000 over a 7 year payout. RDO's value for the City's current trade in is $53,000. Operations Manager Clem states RDO's bid came in a little lower with all the required specifications from the City, therefore, Mr. Clem is requesting the bid from RDO be accepted.
MOTION BY: Jason Fridrich SECONDED BY: Suzi Sobolik
To approve the bid of $332,000.
DISPOSITION:Roll call vote…Aye 5, Nay 0, Absent 0
Motion declared duly passed
B. Half Ton Pickup Bid
Operations Manager Dave Clem presents bids for a half ton crew cab short bed pickup for the street department. Mr. Clem states the City sent out engagement letters to Sax Motor Company, Red Rock, State of ND and Charbonneau Car Center. The City did receive two bids back, one from Sax Motors Company and one from Charbonneau Car Center. Mr. Clem states even though Sax Motor Company was slightly higher in price he feels that they qualify due to quite a few specs that Charbonneau Car Center did not meet. Mr. Clem also states Charbonneau's bid was not sealed and that was one of the requirements. Mr. Clem states that the price could be adjusted by removing the extended warranty. He states Charbonneau's estimate did not come with the following items, heated mirrors, tow package, no specific warranty, transfer case in the front, not being able to go from street to tundra, aluminum wheels and the bid was not sealed. An engagement letter was not sent to Dan Porter Motors.
Commissioner Jason Fridrich questions what would happen if the City does not take the warranty and goes back to them for a price to Charbonneau's.
Operations Manager Dave Clem states the process was not followed by Charbonneau as the bid was not sealed.
President Scott Decker feels that all dealerships should be included when the City sends out for bids. President Decker questions if the City has instructions and a process for bidding.
Operations Manager Dave Clem states bid proposals were sent out and there was an outline of the process included of what was required of the bidders. He states Charbonneau Car Center did not offer a lot of items that were required. All dealerships got the same bidding standards.
City Administrator Brian Winningham states this is not a business stopper for Public Works and the City can send out the engagement letters for proposals to include Dan Porters.
Public Works Director Gary Zuroff states at this level of purchase the City does not have to advertise. The City does try to send engagement letters locally and to the State. The City does due process to identify what the City is asking for and bid options are open to everyone.
MOTION BY: Jason Fridrich SECONDED BY: Nikki Wolla
To reject all the bids and to go back out for new bids.
DISPOSITION:Roll call vote…Aye 5, Nay 0, Absent 0
Motion declared duly passed
City Administrator Brian Winningham thanks the Commissioners for giving good guidance and the City will go back out and look at the local vendors for bids.
Operations Manager Dave Clem states he will visit with Charbonneau car center.
Commissioner John Odermann states shouldn't be too much to ask for bidders to follow the appropriate sealed bid process. We should encourage the vendors to follow the process.
Public Works Director Gary Zuroff states if it is not a sealed bid and doesn't meet the qualifications it is thrown out right of way.
City Attorney Christina Wenko states typically there is a $200,000 threshold and a strict bid process to follow. She states the City has set standards and all bidders are to meet so they are all on the same playing filed. If standards are set by the City when submitting the bid they should be followed by the vendors.
President Scott Decker states everyone should be given the opportunity to bid.
7. PLANNING
A. Reports:
1. None
8.BUILDING/CODE ENFORCEMENT
A. Reports:
1. None
9. PUBLIC HEARING AND PUBLIC COMMENTS NOT ON AGENDA - 5:00 P.M.
A. Employee Recognition
City Administrator Brian Winningham states the City is going to do a brief recognition for certain employees for acts completed during public process. He states in doing this recognition it will inspire others to do good work.
City Administrator Brian Winningham presents HR Coordinator Shelly Nameniuk with a recognition award for successfully passing the SHRM Certified Professional Certification Exam. Administrator Winningham states this award was presented for Ms. Nameniuk HR expertise. Administrator Winningham thanks Ms. Nameniuk for all her hard work and for doing great work at the City.
City Administrator Brian Winningham and Assistant City Engineer Loretta Marshik present a Certificate of Recognition to Engineering Technician Mark Essler. Mr. Essler has been with the City for 16 years and provides remarkable customer service to the citizens of Dickinson. He is commended for his remarkable customer service, work ethics and dedication.
Assistant City Engineer Loretta Marshik states Engineering Technician Mark Essler has worked for the City for 16 years and does have wonderful work ethics which are hard to come by these days. He has wonderful service skills, wonderful attitude and very positive. He is always working to help the public. Ms. Marshik thanks Mr. Essler and is glad that he is part of the team. She states, however, Mr. Mark Essler will be retiring this month. She is very sad to see him retire.
City Administrator Brian Winningham would also like to recognize several firefighters for a kind act. Mr. Winningham states a husky fell through the water on the Heart River. He states Lieutenant Tyler Scott, Firefighter Jared Rhode, Firefighter Michael Roy, Firefighter Mason Geiger coaxed Jack the dog to climb the ladder and to be freed from the water. Jack, the dog was warmed up and returned to its owner. These kinds of feats are done on a daily basis. Therefore, City Administrator Brian Winningham feels compelled to recognize the firefighters for their dedication and hard work for the City of Dickinson.
B. Dr. Dennis Wolf, Coroner Award
Police Chief Dustin Dassinger and Stark County Sheriff Corey Lee presented Dr. Dennis Wolf for the years of service for being Stark County and the City of Dickinson's coroner. Chief Dassinger states Dr. Dennis Wolf was a coroner for over 50 years.
C. Public Comments on Agenda
No comments at this time.
10. COMMISSION
Commissioner Suzi Sobolik thanks City Administrator Brian Winningham for adding onto the agenda the employee appreciation awards and for the acknowledging staff.
ADJOURNMENT
MOTION BY: Jason Fridrich SECONDED BY: Suzi Sobolik
Adjournment of the meeting at approximately 5:10 P.M.
DISPOSITION: Roll call vote… Aye 5, Nay 0, Absent 0
Motion declared duly passed.
OFFICIAL MINUTES PREPARED BY:
Rita Binstock, Assistant to City Administrator
APPROVED BY:Brian Winningham, City Administrator
Scott Decker, President
Board of City Commissioners
Date: January 5, 2021
(Jan. 20, 2021) 2872662