00:00:01,570	Well Good evening and welcome. Today is August 20th. 2024, it is 5:30 p.m. and we are in the Bosch Fehlich meeting room, Mandan City Hall and beautiful and friendly Mandan, North Dakota. Mr. Neubbauer, could you please take the role, Comm.

00:00:44,830	Schoberg Han Braun roar Can we please stand for the pledge of allegiance? Pledge allegiance to the flag of the United States of America. the Republic for which it stands. One nation under God, indivisible. Liberty and justice for all. We have no announcements tonight, so we’ll move to the agenda. Commissioners, you’ve reviewed the agenda. Could have a motion to approve. I move to approve the agenda for August 20th.

00:01:17,700	0 2nd We have a motion by Comm. Rohr, a second by Comm. Schoberg. Any discussion, hearing none, roll call please. Comm. Braun roarchoberg, yes, Mayor Frelick, yes. Consider approval of the minutes from the meeting of August 6th. 2024. And I have a motion to approve? I’ll make the motion to approve the, uh, minutes.

00:01:53,700	Of the August 6, 2024 Border City Comm. regular meeting. We have a motion by Comm. Schoberg seconded by Comm. Brown. Any discussion, hearing none, roll call, please. Comm. Braun Rohr yes. Item G. Consider Collins Avenue reservoir replacement project bids, Jarek. Good evening, Mayor and commissioners. Um, on August 1st, we opened bids for the Collins Avenue reservoir replacement project.

00:02:31,670	Um, this project is split into two separate contracts, one general contract and one electrical contract. Um, we received, uh. Two bids for each of the contracts, um, from Edling Electric Skis Electric for the electric contract, and then from Dean tanks and preload for the general contract.

00:02:55,470	Um, D and tanks, uh, had the low bid at 5, almost $6 million for the general contract and Edling Electric. Had the low bid at. $214,000 for the electrical contract. Um, together, these were about 14% over our engineer’s estimate.

00:03:26,230	Um, I did, we did provide these numbers to finance and um what was proposed in the preliminary, uh, budget that Greg presented last week was a $2.93 or $2.93 per month utility base rate increase, um, with the uh higher bid results, uh, the new proposal would be $3.03 34 cents. Um, utility bait rate increase to accommodate this project. Um, I guess other other information on this, we took this to the August 8th State Water Commission.

00:03:50,630	And we were awarded 20%, 27% uh cost share approval at that commission meeting. Um Tyler Fody from E2S is here and he could answer any specific questions, but otherwise I could uh try and answer any questions you might have, um, we would recommend approval or.

00:04:13,830	Awarding the contract to Edling Electric and DN tanks or DN tanks and also authorize uh. An amendment to the E2S Eng engineering service agreement. Mayor Jerry, it’s this uh construction of this particular. Uh, reservoir is at above ground, below ground, half ground, how is it going to be, uh. Place in accordance with the current one is. Mayor Comm.

00:04:39,800	Rohr, um, this one would be much more prominently above ground than the current reservoir. It will be built on the same site further to the west, um, and, uh, as far as how much of the Exposed wall, there would be almost. 10 ft of exposed wall of uh concrete reservoir.

00:05:02,700	Well, the, uh, configuring wall, the wall had borders Collins in and goes up divide. There’s no plans to change that, is there? Um, Mayor Comm., there are plans to change that we would be resolving the sightline issues with this there is a little problem with with sight, especially when you come off division down into columns, um, Mayor Comm., yes, we, we are planning on addressing that with this project.

00:05:19,570	No other questions? Mayor Jarek. Um, Do you have an idea about when that reservoir was constructed initially, um, Mayor Comm. Schoberg, uh, I talked to Tyler prior to the meeting and he said that he thought it was a 1951 construction.

00:05:43,770	Uh, what, about 74 years old, 74 years old by the time the project is, yeah, up and running in full force, yeah. OK. And we’ve been looking at the potential for replacing it since. Um, I, I know that it was, uh, scheduled for. Replacement in our master plan.

00:06:07,370	I can’t remember exactly when that document was written in 2006, 2008, um, but we also went through an evaluation on the current reservoir in 2017. And it was determined that a new build was was the way to go. OK, thank you. Derek, that 27% from the state water commission.

00:06:32,330	Is that what you expected? Um, Mayor Frelich that is not what we expected right away, um, a year ago or so when we were having these conversations initially, um. The State Water Commission recently adopted a new uh cost share policies. Uh, that were that are based on. Storage calculations. For this area of town, the, the way that they calculate storage needs for Mandan, um, would have resulted in a 900,000 gallon tank.

00:07:04,230	So, It’s not entirely clear exactly if that’s the proper way to prorate prorate, um. Cost participation, but that’s how they, that’s how they determined that 27%, 27% is 45% of 60%. So, um. The support for the construction of 45% of the 2 million gallons. So It’s not the full 60% that we were hoping for.

00:07:32,500	We did talk, um, pretty extensively with the Comm. Volk about our concerns and they they. They didn’t budge on, on that cost share. OK, thank you. Uh, Mayor Jak, um, being new to this, um, That reservoir is a critical component of our communities’ infrastructure for firefighting, water reserves, uh, etc. is that correct, Mayor Comm., absolutely. OK, thank you.

00:08:06,200	Any other questions? What are the wishes of the commission? I would note that we do have recommended motions on this. Uh, mayor, fellow commissioners, I moved to award the general contract to uh DN tanks. And electrical contract to Edling Electric as presented contingent. Upon the NDDEQ authorization. We have a motion by Comm. Schoberg and a seconded by Comm. Rohr.

00:08:43,500	Any further discussion? Hearing none roll call please, Comm. Roarr Schoberg, Hein, Braun, Mayor Frelick, yes. I’ll make a motion to approve the engineering service agreement with AE2SS presented. Second We have a motion by Comm. Hanshaw, seconded by Comm. Rohr. Any further discussion? Hearing non roll call, Comm. Roar. Yes, Schober. Yes, yes, Mayor Frelick, yes.

00:09:22,270	Thank you Uh, onto item number H, the consent agenda. Item number one, consider approval of monthly bills. Item 2. Consider approval of an addition to the gaming site authorization. For the Mandan Moose Lodge 425 at Mandan Moose Lodge. 4:25 from September. 1st 2024 to June 30th. 2025. Item 3.

00:09:51,970	Consider approval of the grant application to fund a quota child advocacy center. Partially fund one forensic interviewer’s staff. Position and Viaex program, City of Mandan will pass through the funding. Item number 4. Consider approval of the following special event permits. Silver dollar birthday bash. Street dance. Liberty Heights. Classic car show. Item number 5. Consider approval of the lottery grant application for metro area narcotics task force.

00:10:25,530	Are there any items you would like removed? If not, Can I get a motion to approve. I move to approve. We have a motion to approve 2. We have a 2nd, we have a motion. By Comm. Braunun and a second by Comm. Schoberg. Roll call, please. Comm. Schoberg Heins Braun roar, Mayor Frelick, yes. New business.

00:11:05,130	Consider appointing Brittany Anderson to the Mandan architectural Review Commission. Jordan, good evening, Mayor and commissioners. For each night we have a Board appointment from our Mandan architecture Review Commission and just for the board’s knowledge, the, the review commission is responsible for reviewing the site and building plans, including new construction, remodeling, and alteration of the commercial properties.

00:11:30,500	Um, within the city to assure, uh, desirable environment for the occupants and just to check the compatibility character, um, and just the adjacent surrounding developments and and good aesthetics is what we’re really after with the uh architecture review. Um, before you, we have, uh, the board. Is asking the city board to um.

00:11:57,000	Prove Brittany Anderson, um, she’s filling a vacant term we have currently, we had, uh, someone on previously and, and had a full commission and then, um, that person had to step away for, um, just job reasons and wasn’t able to continue their service. So, um, we’re asking Brittany to come on, so.

00:12:18,870	Any questions? She would be serving and filling the vacant seat until December 31, 2026. We have 3 year terms, so. Any questions? I moved to a point in Brittany Anderson to fill the vacan seat on that man that agricultural. If you commission till December 31st of 2026. We have a motion 2. We have motion by Comm. Rohr, seconded by Comm. Hann.

00:12:45,470	Any discussion, hearing done, roll call, please. Comm. Hanan Braun roar, yes, Schoberg. Mayor Frelich, yes. Item number 2 under new business consider appointments to the Dakota Media Access Board of Directors. Renee Mish as City of Mandan representative. Mayor Feli and commissioners, Dakota Media Access is the.

00:13:13,770	The entity that does the broadcasting of all the local government meetings, um, their board of directors is recommending that the city may appoint at large citizen to replace an individual who went off their board, um, the recommendation is to appoint Renee, um, to fill that term through July of 2028. Any questions? Get a motion I moved to a point, Renee Murish to the DMA board of directors.

00:13:43,130	Second, we have a motion by Comm. Hanan a second by Comm. Schoberg. Any discussion? Hearing none, roll call please. Comm. Braun Rohrberg, Hein, yes, Mayor Frelich. Yes. communication specialist Kerrie Schmidt as an ex officio non-voting member.

00:14:19,100	Mayor Freelich and commissioners, the, um, Dakota Access board is also looking at adding the public information officer, uh, that serves on the floor of the City of Bismarck and also our communication specialist. To, um, as you said, ex officio non-voting members of the Dakota Media Access Board with the communications team that Dakota Media has also with the city of Bismarck and City of Mandan with Caitlin and Kerry, I think those would be good additions to that board,

00:14:37,500	so their recommendation is that we appoint Carrie to that board. Any further questions? Can I get a motion? I moved to a point of communication specialist Kerrie Schmidt as an ex officio non-boarding advisor of the DMA Board of Directors. Second. We have motion by Comm. Brown, second by Comm. Schoberg.

00:15:02,200	Any further discussion, hearing none, roll call please. Comm. roar Schoberginch, yes, Bron, Mayor Frelick, yes. Item number 300 new business. Consider the creation of an information technology position commissioners, some of you know, um, we have been operating without a full-time information technology person.

00:15:31,170	Forever, um, when Lieutenant Chris Miller, member of the Mannheim Police Department, was serving in that capacity. He was about 90% IT and 10% police department work as a sworn officer when the police department rearranged about 18 months ago, um, Lieutenant Miller was promoted to Captain Miller, took on some additional duties as captain. And so those roles kind of switched flip flop to now he’s 90% police department, 10%.

00:15:57,670	Information technology, um, that 10% isn’t really covering the 130+ employees that we have and the needs that we have in the city today. Therefore, part of the ask even in the 2025 preliminary budget was for the creation of a new position we’re asking that that position be kind of created early, um, as we’re finding that, um,

00:16:16,930	Chris’s time is being stacked up. Um, very much so in the police world and not necessarily in the Infotech world and we’re lacking, um, some of those services that we feel we could, uh, be taking advantage of today. So we do have funding in the 2024, um, amounts, I’m looking at for, uh, budgeting for September.

00:16:38,130	October, November, December, um, and filling that position with salaries and benefits comes to about $38,000 so we’d be along this with us would be asking for a budget amendment for 2024. We would be really excited and pleased if we would be filling that position by September 1st, but as the hiring process goes, that probably won’t happen.

00:16:59,230	It’ll probably be mid-September at the earliest before that position is brought on board should you approve. M administrative Neubar, um, just for the sake of the people watching or listening. The the IT fellow is not only gonna address. Office machineries but we also have. A lot of computers in the squad cars and fire trucks.

00:17:29,700	Street department trucks everywhere you look, tablets, iPods, pads, all that other. Stuff that he takes care of, correct, Mayor Frelick, Comm. Schober, yes, this person would be responsible for the servers that we have for all of the mobile devices that we have when you add those all up, I think we’re up to, uh, I can’t

00:17:47,800	remember the last number, we’re well over 180, um, devices, again, including the GTA, I think they’re called in the police department’s vehicles, um, fire, public works. Um, tablets, iPads running out on inspections and everything else like that, so it is a a very comprehensive position, um, Lieutenant Captain Miller now has been doing a great job for

00:18:09,600	the years that he’s been doing this, but it’s time to, um, Kind of grow up and uh hire this person. To fulfill those duties. Thank you American Comm., this goes back to the story.

00:18:28,400	I remember the city had the AS 400 and then the police department went to the file server system and just Walker was there and I came over and then, then, you know, because we had people that were qui, we kind of carried, you know, some of the load for the computer things with the city for a while and then Chris Miller came in and so, um.

00:18:44,400	It’d probably be good to get out of the purview of the police department because the overall needs of the city at this point in time that way Chris Miller can do what he’s supposed to be doing and the city could better be served just is something that I think we, we’ve been looking at for a while but very important thing to have right now, especially with that we’re

00:18:59,500	so dependent upon so many devices and technology at this stage of the game. I think it’s something that’s long overdue, um, but I’d also devices are one thing, but also. In the world we are in the cybersecurity world, it’s protecting not only those devices, but the information that our staff.

00:19:27,970	For that city information that’s on those devices and protecting those uh. The staff members for training and ongoing cybersecurity training is is a big part too in the world we’re in, so I. Wholeheartedly agree that having a full-time IT person is long overdue in this city. Mirren Ryan, um, With that protection also extend to to our citizens as well. Comm.

00:19:55,970	Schulberg, I would say that. Protecting the staff’s. Devices and training the staff when they’re using. They they’re reviewing uh citizens information you are protecting the citizens by protecting and training the staff. Thank you.

00:20:22,730	Mayor commission is the, uh, in fact, this has got more critical in the last 3 to 5 years because of the hacking that’s been going, they could shut down for hacking, shut down the water system here. Man, I mean, any number of things it’s critical, so I think a big component of this person’s job would be to be a a cybersecurity cybersecurity without a doubt.

00:20:40,830	I mean if the person we hire doesn’t understand cybersecurity, we really are going to not be ahead of the game. May and commissioners, we are fortunate that um through the state of North Dakota’s network, we are pulling information from there so um. Not that we’re not.

00:21:01,430	Focused on cybersecurity, but there’s pretty good protection at the state level, not that nothing can happen because with the first time you say that. We are impenetrable, um, someone will hack our information, but, um, Captain Miller has been very good on keeping the information that we need to on our own private servers to date, and, uh, we can, we expect that to continue, um, this individual would be working very closely with Captain

00:21:20,900	Miller, um, when they first start out on learning the system that that Chris has set up for our protections and then moving on into, um, other areas of the city as he gets more familiar with that. He or she, I should say.

00:21:48,500	Any other questions? What are your wishes? Move to create the computer and information systems manager position and provide funding from the general fund of $38,000 for the remainder of 2024. OK Ryan’s got it. OK, we have a motion by Comm. Brown, seconded by Comm. Hainan. Any further discussion? Hearing none, roll call, please, Comm. Schoberg. Hi Ron Roar Mayor Frelick, yes. Item number 4.

00:22:20,870	Consider approval of updating the long-term financial planning policy. Mayor Frelich and and commissioners is uh item kind of comes out of our finance department. We have been, um, when our departments submit their budgets every year, they usually look at a 3 year planning period.

00:22:39,770	In essence right now we’re asking that we look at a 5-year planning period to move us off the 3 years, so we have some significant projects coming up in the works, namely, Memorial Highway, um, the wastewater treatment plant, water treatment plant is under continuous optimization projects and things like that, um, and again, we. I think that moving from a 3 year to a 5-year long range plan would make some sense, um.

00:22:59,970	What we would do is we would bring um different departments up to the commission to get your blessing and your input, not your blessing, but your input first and then your blessing on what those five year plans look like throughout the year. But normally we would do an accumulation of that in, uh, towards the end of April.

00:23:18,330	At a working session of the board of City commissioners. So again, this is really looking at a five-year window, um, once we get that 5 year window looked at, we’ll probably come back and say, OK, let’s kind of expand that to 10.

00:23:34,630	Granted looking at tenure windows down the road is you’re making a lot of assumptions and a lot of guesses, um, but we think we, we know there are things out within that time period that have to be done. So again, the first step would be moving from 3 years to 5 years and then from 5 to 10 at a later date.

00:23:53,830	Any questions? Miss Har Neubba, would you say that? This will going from the 3 to 5 would have more Comm. input than in the past or, or the same? Mayor for like Comm. Hanan, I think we will be asking for more Comm. input.

00:24:10,230	And your blessing, um, we will look at some strategic things that we would like your input on on where you see us moving in the future, you know, one of the big two big projects are we’re looking at uh City Hall renovation and also the construction of a north side fire station.

00:24:28,100	When should we start planning for those and what years do we start needing to accumulate or bond or borrow for those projects. So again we’re looking at a significant horizon, those are, uh, two of the building projects that we have coming up. Mayor administrator at Nar, um, With the 5 and maybe ultimately a 10 year planning window.

00:24:59,500	Um, Might that make our already superb finance department, more adaptive and resilient and able to respond to um. Unforeseen challenges and respond accordingly. And more efficiently and quickly. Mayor Schoberg and Mayor Schoberg. That’s no. Many apologies, uh, Mayor Frelick and Comm.

00:25:33,470	Schoberg, um, yes, um, there are many times I think Greg and Justin and crew get asked, uh, you, can we fund this today? And the answer today might be yes, we can pay for this today, but the next question is. Or is that sustainable.

00:25:54,970	So with having the commission input, um, department had input, we’ll create that plan that kind of sets that stage for things, the plan will have to be fluid because things are always changing, but again, it, it’s like, OK, if we’ve got $1,000,000 in the bucket. And there’s a project comes up that eats up 900,000 of that that we were planning on using that for something else. Can we fund it today? Yes. But there’s also long range impacts on those funds because they’re not unlimited. And therefore, um, yes, I think it will be more efficient.

00:26:14,870	For finance and we can give you better answers. When you ask those questions as, you know, can we fund this that we hadn’t planned on funding.

00:26:29,530	Um, again, sometimes the answer is we’ve got the money in my pocket today, but we always want to be able to look out 3 to 5 years and eventually 10 years and say yes, we can still. This is sustainable. I think this is a good change. Mayor fellow commissioners, I, I think that, you know, Um Although this might seem like a small small change, um. It was huge in research. And projections. And in order to effect change, Courage is required.

00:26:59,630	And I would like to applaud our, as I already said, excellent finance department. And uh you, sir. Administrator new bar for Having the courage to bring this to light and um. Take that risk, so thank you all. Thank you, uh, Mayor and Comm.

00:27:26,900	Schoberg, uh, you know, again, this request comes with the finance department where all of these asks always go when we’re looking at spending money and I think this gives them more comfort. And when that as comes in, how do we best respond to it? Any further questions? I moved to approve their excuse me, I moved to approve the update to the long-term financial planning policy. Second We have a motion by Comm.

00:27:52,200	Han Chan, seconded by Comm. Schoberg. Any further discussion? Hearing an unroll call, please. Comm. Hanan Braun roar Schoberg Mayor Frelich, yes. Item number 5, consider granting permission for Missouri West Water System to serve 1316 8th Avenue Southwest.

00:28:25,600	Mayor Frelick and commissioners, um, some background information, the city of Mandan entered into a agreement and agreement with Missouri West Water Systems back in 1997, I believe, um, if you’re not familiar with Missouri West, they serve the rural areas in Morton County, um, they buy water from the city of Mandan to serve much of the county, but they also are buying water from Southwest Water out of Dickinson to serve places like.

00:28:45,000	Um, Hebron and Glen Ellen and some other rural communities. When the agreement was entered, um, there’s kind of a 1 mile. Limit around the corporate limits that said, OK. In essence, if there is a customer that wants to receive water from Missouri West within that 11 mile, they need to get permission from the city Comm..

00:29:06,400	To do that. And part of that is so that we can make sure that, you know, once a customer gets water, there’s no reason for them to annex and start planning around, um, the city and this was, uh, one of the key elements that the commissioners at that time negotiated that said there are

00:29:21,670	several areas that are already, um, what we call pockets. That Missouri West will serve customers. This is an area um the request at 1316 8th Avenue Southwest is directly adjacent to the city of Mandan. Um, we have asked that the um. The applicant. An X that property before they’d be allowed to be served with water.

00:29:46,970	Uh applicant has agreed to do that. Um, we will get the paperwork going, but again, um, from a city standpoint in that agreement we have 60 days from the date of that request, the request came in about middle of July, um, and therefore if we do nothing within that 60 day period then Missouri West could serve that

00:30:03,170	customer. So we’re asking is that, um, yes, we can serve the customer with water, but they need to bring that property within to the corporate limits of the city of Mandown. Any further questions? Mayor, fellow commissioners in the interests of full transparency, um.

00:30:28,430	Oh, I would like to recuse myself from voting on this issue. I ask your permission to allow that. Yes. I have to make a motion for that, don’t we? No, he can just recuse himself, um, and then Jim won’t call his name during roll call.

00:31:01,830	I moved to grant permission to Missouri West Water Systems to serve the property known as 1316 8th Avenue Southwest, provided the property is annexed to the city of Manan. In turn, the city and MWWS will work out the billing details for water. Second, We have a motion by Comm. Hahn, seconded by Comm. Rohr. Any further discussion? One question, Mayor, um. When you becus, aren’t you supposed to get. It’s So, OK. Good. Roll call please.

00:31:33,800	Mrs Braun roar Hainan Mayor Frelich, yes. Thank you. Under item K resolution and ordinances. Second consideration of ordinance 1453. Mayor Freilich and, and commissioners, um, attorney Olster and I and uh finance Director Walsh have been in communication regarding some language changes that we need to make to this ordinance to at the suggestion and recommendation of the North Dakota Tax Department.

00:32:09,300	Therefore, we are simply asking that this, this item be moved, um, or the second consideration be moved to the September 3rd meeting. Do we need a motion on that? I’ll move that this particular item regarding the ordinance 1453 be moved to the next city commission meeting on the, Uh, September 3rd, OK. Second, We have motion by Comm.

00:32:36,270	Rohr, seconded by Comm. Schoberg. Any further discussion? Hearing non roll call please, Comm. Rohr Schoberg, Braunn Mayor Frelick, yes. Any other business before the commission? Seeing none, uh, the future meetings, the September 3rd meeting will be at 5 o’clock. September 17th, 5:30. October 1st 5:30. With