City Commission Finance Meeting

Valley City, North Dakota

Tuesday, September 3, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

Members present: President Carlsrud, Commissioner Bishop, Commissioner Magnuson, Commissioner Erickson

Member absent: Commissioner Gulmon

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Chief Horner, Administrative Assistant Hintz

Commission Topics

President Carlsrud started the discussion on the current logos used by the City. It was a consensus of the Commissioners to move ahead using the City of Valley City logo for all departments. Department name can be listed beneath the logo. We will not be replacing all the current logos, but as we purchase new or repair, the logo will be updated. 

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report as well as shared the process for when you believe that your container was missed. Please remember to wait until 3:00 before calling in to Public Works and reporting. Reminder, please do not park in front of the large business dumpsters.

Water Department

Water Superintendent Hesch reported on the great news that in the 20 samples sent into the State for Lead & Copper testing, there was no lead found! He also reported that water usage is down from the previous years.  

Electric Department

Electrical Superintendent Senf reported only 2 outages last month. His Crew is very busy with upgrading elevator services.

Fire Department

Fire Chief Magnuson went over his Calls for Service Report. There were 12 calls. The trucks have all passed pumper testing with the ladder truck needing one minor repair. Discussion was had on the current alarm system, back up & repeaters.  

Police Department

Police Chief Horner went over his Calls for Service Report. There were 670 calls. Gearing up for the school year and the SRO is taking some evacuation training. There were two openings in the department, 1 applicant will be in training this fall with another applicant in the process to possibly train this fall if the paperwork gets completed.

Street Department

Operations Supervisor Klemisch shared that the annual Master Lift Station cleaning is complete and the NDDEQ annual inspection of the sanitary systems is done and complements were given. The well on 6^th Ave NE & 8^th St NE was capped.

Administration

Administrator Crawford asked Public Works Accountant Jacobson to discuss the purchase of two garbage trucks from the City of Jamestown and then we would turn around and lease the trucks to Valley Recycling. We currently have two other lease agreements with Valley Recycling. The Commissioners consensus was to go ahead with this purchase.

Finance Director Klein shared the information she received from the Bank of ND on the Service Center Loans. She also stated that there will be Special Assessment Notices going in the mail for the week of the 9^th on the reconstruction project happening on 3^rd and 2^nd.

New Items

Finance Director Klein shared with the Commissioners that they will need to designate prior to the end of 2024, with a motion, how they plan to use the ARPA Funds. It was decided that the funds should be used towards Public Works salaries in 2025. This will be added to the 9.17.2024 Commission Meeting Agenda.

City Assessor Current reported on the 2024 Assessments, her processes for valuations, and if the Commissioners would be interested in hiring the Vangaard Company to come in and do a city-wide assessment. No decision will be made until after the voting in November. Current will ask a few more questions of Vangaard and bring her answers back to the Commissioners. She also shared that the Primary Resident Tax credit for $500.00 for 2024 will be available for next year as well.

City Administrator Crawford shared information on the changes to the requirements for the Renaissance Zone, longer terms and higher amounts. Crawford let the Commissioners know that they have an option to add and change Islands in the Zone. She will put together a proposal for the next meeting.

Commissioner Erickson, City Administrator Crawford, Electrical Superintendent Senf and Operations Supervisor Klemisch shared the latest plans for the new Service Center. They explained the needs of the departments and the layout plan. They shared a list of items that could be removed to save some funds but only a couple of these items were not necessities. The consensus of the Commissioners was to not hold back to save now only to need an item next year. Build to the needs of those departments now. The plan is to keep the project under $15 Million.

VCBCDC Jennifer Feist discussed the need for natural gas on the south side of interstate and the cost associated with getting it there. She asked the Commission for $200K out of Sales Tax Funds designated for economic development to put towards the project.

Adjourn

The meeting was adjourned at 4:57 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, August 6, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

Members present: President Carlsrud, Commissioner Bishop, Commissioner Magnuson, Commissioner Erickson

Member absent: Commissioner Gulmon

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Chief Horner, Administrative Assistant Hintz

Commission Topics

Discuss the RRWSP (Red River Water Supply Project) President Carlsrud gave an update on the project and discussed two possible changes. One, sending water down the James River instead of a pipe and the ability to now go around wet lands instead of under them. They also need to figure out how they will share the charges with those buying water.

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report, it is up for the month. She reported on a squirrel problem as they are chewing through lids. Please bag your garbage or store in your garage or shed if possible. Scents deter the squirrels as well. Woodchips are currently available at the Transfer Station.

Water Department

Water Superintendent Hesch reported that the water usage between June and July has not changed. Lead & Copper sampling of water has been completed and mailed to Bismarck for testing. This sampling is done every three years.

Electric Department

Administrator Crawford shared Corey Bucks report as he was called away. There were two outages, both from squirrels. Lighting on Secarse has been installed, bases will be installed after the hydro-seeding is completed.  Valley View URD project, all conduit and wiring are installed starting from the cut over from overhead to underground on the house services. Construction is beginning this week on upgrading SCADA to fiber at each sanitary, storm, water booster, and electrical substation.

Police Department

Police Chief Horner reported that the new patrol vehicle is ready for service. Gearing up for the school year and prepping for the SRO duties. There are two opening in the department with interviews scheduled for this week. Parking by the HAC was discussed with the changes from the latest construction project.

Fire Department

Fire Chief Magnuson went over his Calls for Service Report. There were 10 calls along with one mutual aid call. The Crew was very professional and did an awesome job. The trucks have been serviced and passed testing. On the Dangerous Building topic, they are currently working on two buildings that will be torn down.

Street Department

Operations Supervisor Klemisch said that the crew has been doing a lot of hot mixing.  Working on concrete asphalt transitions and curb lines as well. The July tree campaign went well this year. Next week they will be gearing up to paint school crossings and crosswalks. The NDDEQ will be coming to do their yearly sanitary inspections.  Update on the water nodes, there are about 140 already changed out with another 80 on the list to be completed. Operations Supervisor Klemisch shared the new Alley Paving/Reconstruct process with the Commissioners. There was some discussion and once completed, this will be posted to the website for Residents to utilize.

Administration

Administrator Crawford asked Commissioner Erickson to weigh in on the new service center project. The preliminary estimates show an increase in costs from where the previous estimate was. To move forward, they are asking for a larger authorized amount.

New Items

Discuss Settlement Proposal in the amount of $50,000 for Paving Improvement District 125, Watermain 103, Sanitary 67 and Storm Sewer Improvement District 54. Administer Crawford discussed the project and explained the NOI (Notice of Intent) from Strata Corporation on behalf of subcontractor Sellin Brothers, Inc.

Discuss Preliminary Plan Layouts for Project No. UGP-2-990(068) & SU-CPU-2-990(069) – 2^nd St N, 3^rd Ave NE & 4th Ave NE. Discussion was held on alternatives for the businesses affected by this project.

Discussion was held on the Recycling Contract – Parties agree to continue with current recycling contract but going month to month. On the Dumpster Rent to Own Agreement that was to be finished this year with a balloon payment due. Could we set up a new rent to own agreement with payments going towards the balance of the balloon payment? If the Recycling Contract is ended, then the remaining balance would be due. The consensus of the Commissioners is to go ahead with the new agreement.

Adjourn

The meeting was adjourned at 4:27 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, July 2, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

Members present: President Carlsrud, Commissioner Bishop, Commissioner Magnuson, Commissioner Erickson, Commissioner Gulmon.

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Lieutenant Rustebakke, Administrative Assistant Hintz

Guest present: Greg Bischoff, James Jensen

Commission Topics

Discuss the RRWSP (Red River Water Supply Project) President Carlsrud and the Commissioners had discussion on the RRWSP and the consensus of the Commissioners is to communicate with the RRWSP that the City of Valley City would like to move forward with 1 and 1.

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report as well as how smoothly pick up has been going.

Water Department

Water Superintendent Hesch shared that the meter change will be happening soon and that the measurement of usage concerning backflow should be more precise.

Electric Department

Electrical Superintendent Senf discussed the 8 outages in the past month, 5 due to squirrels.

Fire Department

Fire Chief Magnuson shared the news that 8 Trainees will graduate from the First Responder Course.

Police Department

Police Lieutenant Rustebakke reported that the Animal Control & Chief Vehicles had Emergency Lights installed.

Street Department

Operations Supervisor Klemisch said that the hot mix is again available so they have been busy with that and the Lagoon Discharge is complete.  

New Items

The Quarterly Engineering Report was given by Finance Director Klein. We are currently sitting at 30% utilized so far this year.

City Attorney Martineck brought up discussion on City Mobile Home Regulations and Limits on a Newly Sited Home. The Commission asked Martineck to prepare an Ordinance using the year 1980 as a guideline.

Discussion on the current Master Fee Schedule and the changes that need to be added from Public Works, Street, Building Inspector and more. This will be updated and presented as a Resolution at the July 16, 2024, Commission Meeting.

Generative Artificial Intelligence (AI) was discussed by City Attorney Martineck and will be added to the Employee Policy.

Lieutenant Rustebakke brought forth two estimates for Body Cams and In-Car Cameras from Axon Enterprises, Inc and Motorola. The Commissioners questioned the differences in the Company’s Products as well as the Estimates. The consensus of the Commissioners is to see movement forward but first check on the Grant Amounts with Chief Horner. Administrator Crawford agreed but would like this to be a 2025 purchase.

A Clean Up Week Debriefing was held and a few items were brought up for discussion. Building materials and Blocks/Pavers being the largest issues. The Commissioners asked for those involved to come back with yardage recommendations for next year’s Clean-Up Week. Possibly add these items to the information sheet available.

The current Recycling Contract is up for renewal. City Administrator Crawford will discuss with Valley Recycling and renew for 1 year if agreed. The Dumpster Lease is also due.

Adjourn

The meeting was adjourned at 4:55 PM.