Valley City Special Commission Proceedings
Thursday, August 16, 2018
6:30 AM Meeting, City Hall

President Carlsrud called the meeting to order at 6:30 AM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson.

Members absent: Commissioner Powell. Powell at 6:37 AM.

Others Present: Finance Director Richter, City Attorney Schoenack, Chad Petersen from KLJ, Lieutenant Rustebakke.

Roll Call

Pledge of Allegiance (please stand)

New Business

Consider Project No. SU-2-990(053)057, Storm Sewer Improvement District No. 50 – Wintershow Road/8^th Avenue SW

Chad Petersen from KLJ project was began to address street flooding on Wintershow Road in approximately 2014. NDDOT is willing to cost share on the project if it discharges into the I-94 right of way. Public input meeting was held in 2016 with two options. Public input meeting in June 2018 considered four options. Petersen reviewed the four alternates for the project.

The project is scheduled for a November 9, 2018 bid opening. The estimated cost share for Alternate C is $30,000 from NDDOT.

City Auditor Richter reported Storm Sewer Improvement District No. 50 has been added to the financial plans with NDDOT expected to pay half of the $1.0 to $1.2 million project. The local share is estimated to be $375,000 with $185,000 from R&R fund.

Petersen stated construction is programmed for 2019 to utilize federal funding.

Petersen stated the special assessments would have a benefit formula to reduce the cost for those with stormwater management plans.

Commissioner Bishop moved to approve Project No. SU-2-990(053)057 seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Alternate for Project No. SU-2-990(053)057, Storm Sewer Improvement District No. 50 – Wintershow Road/8^th Avenue SW

Commissioner Bishop inquired about Alternate D. Chad Petersen from KLJ reported Alternate D goes through the current detention pond. To go under the detention pond with pipe, additional costs would be incurred which are greater than the estimate provided.

Commissioner Magnuson would like to see a greater cost share from NDDOT as was originally considered in a previous version of the project as it addresses the Hanna Avenue issues as well.

Commissioner Magnuson moved to approve Alternate C, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2151, A Resolution calling for a public hearing on an issue of Revenue Bonds by the Duluth Economic Development Authority on behalf of Essentia Health and its affiliates

City Attorney Schoenack presented Resolution No. 2151, federal law requires fourteen days notice for the public hearing. The City is being asked to hold a public hearing for Duluth Economic Development Authority to issue refund bonds on behalf of Essentia Health.

Commissioner Erickson moved to approve Resolution No. 2151, seconded by Commissioner Bishop. The motion passed unanimously.

Adjourn

Meeting adjourned at 7:07 AM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

Valley City Commission Proceedings
August 7, 2018
5:00 PM Meeting, City Hall

President Carlsrud called the meeting to order at 5:00 PM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, City Attorney Schoenack, Assessor Hansen, Public Works Accountant/Manager Jacobson, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from July 17, 2018 meeting and July 23, 24, 30 and August 1 meetings, seconded by Commissioner Erickson. The motion passed unanimously.

Approval of Consent Agenda

1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
2. Approve Monthly Bills for the City and Public Works in the Amount of $2,351,602.21
3. Approve Bingo and/or Raffle Permits for Barnes County Ducks Unlimited, Barnes County Senior Citizens Council, Inc., Valley City USBC Association
4. Approve Block off the Street Request for VCSU on September 6, 2018 from 5:30 pm to 9:00 pm on Central Avenue from 2^nd Street N to 5^th Street N
5. Approve Block off the Street Request for VCSU on August 17, 2018 from 3:30 pm to 7:30 pm on 2^nd Avenue SW
6. Approve Block off the Street Request for VCSU on August 29, 2018 from 9:00 pm to Midnight on 2^nd Avenue SW
7. Approve Parade Application for VCSU Homecoming on October 13, 2018 on Central Avenue

Commissioner Magnuson moved to approve the consent agenda, seconded by Commissioner Powell. The motion passed unanimously.

Public Comments

Gary McCollugh spoke regarding the North Central project [Paving Improvement District No. 109] and the work done to correct the issues. He stated C court looks nice and the corrections for water flow are working.

Ordinance

Approve second and final reading of Ordinance No. 1035, an Ordinance Amending & Re-enacting Title 18, Parks

City Attorney Schoenack stated this is the second reading of Title 18, Parks. This is part of the recodification project. Commissioner Bishop moved to approve Ordinance No. 1036, seconded by Commissioner Powell. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1036, an Ordinance Creating a Perpetual
Restrictive Covenant for Structures to be Removed in Accordance with State Water Commission

City Attorney Schoenack reviewed Ordinance No. 1036 which requires the City to restrict land use in conformance with State Water Commission. Commissioner Magnuson moved to approve Ordinance No. 1036, seconded by Commissioner Erickson. City Auditor Richter clarified this is part of Permanent Flood Protection project to ensure future land use is in accordance with State Water Commission guidelines. The motion passed unanimously.

Approve first reading of Ordinance No. 1037, an Ordinance Amending & Re-enacting Title 3, Health & Sanitation

City Attorney Schoenack reviewed Title 3. NDCC requires the city to have an ordinance to create health board. Commissioner Erickson moved to approve Ordinance No. 1037, seconded by Commissioner Bishop. The motion passed unanimously.

Approve first reading of Ordinance No. 1034, an Ordinance Amending & Re-enacting Title 6, Police Department

City Attorney Schoenack reviewed changes to Title 6 which include areas of clarifying language and some substantive changes which include allowing the Police Chief to hire candidate who is at least 18, but not yet 21 years of age; fees will be included in the Master Fee Schedule.

Commissioner Bishop inquired how can police officer who is 18 can go into a bar. City Attorney Schoenack stated that NDCC provides access to bar for law enforcement officer (less than 21). Police Chief Hatcher stated that the ND POST sets the age requirement of 18 years or older.

Commissioner Bishop moved to approve Ordinance No. 1034, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve first reading of Ordinance No. 1038, an Ordinance Amending & Re-enacting Title 19, Disasters & Emergencies

City Attorney Schoenack presented Ordinance No. 1038. This ordinance allows the City to declare a disaster or emergency with powers of commissioners articulated. Schoenack consulted with Police Chief Hatcher, Fire Chief Retterath and City Administrator Schelkoph. The committee added 19-01-03-1, when an emergency is declared, city staff are to follow protocols. Commissioner Powell moved to approve Ordinance No. 1038, seconded by Commissioner Erickson. The motion passed unanimously.

Resolution

Approve Resolution No. 2150, a resolution to approve the replat of Block 2 Beyer Industrial Acres
City Attorney Schoenack reported Planning & Zoning Commission held a public hearing and provided a do pass recommendation. Commissioner Erickson moved to approve the replat of Block 2 Beyer Industrial Acres, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Consider Conditional Use Permit duly submitted by Tom Morehouse of Star Enterprise/Strata on Lot 8 and 9 of South Valley Addition

City Attorney Schoenack stated application was received on July 9 for a conditional use permit by Tom Morehouse of Star Enterprise/Strata. A public hearing was held on July 30. Planning & Zoning recommends a do pass recommendation with the following conditions: install and maintain construction fence surround gravel pile; follow best practices for dust control; use south road for all hauling of gravel; use best practice to reduce height of pile; follow best practices for weed and grass control for a period from August 7, 2018 and ending December 31, 2019.

City Attorney Schoenack stated the burden is on the property owner to request another conditional use permit. A conditional use permit requires a public hearing.

City Administrator Schelkoph stated Planning & Zoning discussed a potential meeting in November 2019 to revisit this conditional use permit.

President Carlsrud inquired if meeting required to be needs to be included in the permit. Schoenack stated no.

Commissioner Erickson moved to approve the Conditional Use Permit, seconded by Commissioner Powell.

Commissioner Magnuson asked if the party was in violation without a Conditional Use Permit and if there would be any fines or repercussions if found in violation. Magnuson stated the burden goes back to City Commission for allowing this to happen.

City Attorney Schoenack stated Morehouse was in violation of zoning ordinance and city worked with him. Schoenack stated there are separate issues: sanctions, Conditional Use Permit issuance. Planning and Zoning Commission did not provide recommendations for sanctions.

President Carlsrud stated the neighborhood and business were agreeable to terms of Conditional Use Permit.

The motion passed unanimously.

Consider NDDOT Urban Grant program award in amount of $1,643,000, for Streetscape & Lighting Project Phase II (Main Street, Central Avenue S, City Park)

City Administrator Schelkoph stated this is separate project from Phase I. Phase II is located on Central Avenue South, Main Street, City Park. There will be no sidewalk widening or bumpouts installed. This is an opportunity to upgrade lighting and streetlights, and mill and overlay with grant money. This project will include a RFP for engineering firm through NDDOT. The city cost share is $500,000. Schelkoph recommends funding sources to include: $250,000 from Electrical Fund for street light replacements; $20,000 for lighting in City Park through special assessments to VCPR; $20,000 for mill & overlay on Central Avenue South through special assessments; $60,000 from the 2016 sale of 60 feet of Rosebud parking lot; $150,000 from the R&R fund.

Phase II construction will occur in 2020 with an 80/20 cost share through NDDOT.

City Auditor Richter reported Fund 290 R&R fund can accommodate $150,000 in 2020.

President Carlsrud inquired if most of cost is for lighting and traffic signals. Schelkoph confirmed and stated a small portion is for a mill and overlay. Petersen stated stamp concrete can be considered when budgets are prepared.

Commissioner Magnuson asked if engineering costs are included. Petersen confirmed.

Petersen stated NDDOT is taking lead with to secure engineering at beginning through a RFP. Construction engineering will be obtained via RFP at later date.

Commissioner Magnuson stated the vision has stayed the same over the years; Magnuson asked that the costs are in order.

Commissioner Powell moved to accept the NDDOT Urban Road Grant in the amount of $1,643,000, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider 2 Year Contract with Valley City-Barnes County Development Corporation

Jennifer Feist stated the main contract is in place until 2029, but requires the review of the contract every two years. The amended contract will include workforce development. Commissioner Magnuson moved to approve the two year contract with Valley City-Barnes County Development Corporation, seconded by Commissioner Bishop. The motion passed unanimously.

Consider Request for Funds in the amount of $25,000 for Workforce Development by Valley City- Barnes County Development Corporation

Jennifer Feist stated the Development Corporation is requesting $25,000 from the economic development fund to develop capacity of Sheyenne Valley Area Career & Technical Center for workforce development. This will provide for updated welding equipment and facilities at SVACTC as well as trainer. Commissioner Powell moved to approve $25,000 for Workforce Development by Valley City-Barnes County Development Corporation, seconded by Commissioner Bishop. The motion passed unanimously.

Consider Increasing Contract Maximum for Construction Engineering for Paving Improvement District No. 113 by $16,950.00

Chad Petersen from KLJ requested increasing the contract maximum for construction engineering to cover the additional costs for Paving Improvement District No. 113. Post bid, property owners requested additional concrete work. The request increases construction engineering costs to 17.66%. In coordination with City Staff, new language is included in the notices to property owners which requires them to request addition concrete work prior to bid to help prevent this situation in the future.

City Administrator Schelkoph stated funding is available to cover this expense. City Auditor Richter was able to accommodate this as it was communicated with the City prior to special assessment hearing.

City Auditor Richter stated when preparing for special assessment hearing, Chad Petersen from KLJ provided estimate but the expense has not been expensed out. Commissioner Magnuson moved to approve increasing the contract maximum for construction engineering for Paving Improvement  District No. 113 by $16,950, seconded by President Carlsrud.

Roll call vote: Erickson – yea; Powell – nay; Bishop – nay; Magnuson – yea; Carlsrud – yea. Motion carried.

Consider Increasing Contract Maximum for Construction Engineering for 2017 Parking Lot Improvement District by $15,500

Chad Petersen from KLJ stated that multiple planning meetings were held for the 2017 Parking Lot Improvement District. The request is for an additional $15,500 for construction engineering.

City Administrator Schelkoph provided a No recommendation to Commission as the City was not notified of overage to be able to include this in the special assessment process and property owners were not able to carry this cost through special assessments.

Petersen acknowledged that the overage was not clearly communicated in timely manner. Petersen stated expenses were actually incurred. Petersen asked the Commission to consider reducing the request to an amount palatable and that could be covered by the R&R fund.

Commissioner Bishop moved to approve increasing the contract maximum for construction engineering for 2017 Parking Lot Improvement District, seconded by Commissioner Magnuson.

Roll call vote: Magnuson – nay; Erickson – nay; Powell – nay; Bishop – nay; Carlrud – nay. Motion failed unanimously.

Consider “Notice to Award” to Swanberg Construction for the Ultra Filtration Project at the Water Treatment Plant

City Administrator Schelkoph stated North Dakota Century Code stipulates that projects over $150,000 require public notice of bids. Swanberg Construction provided a bid of $149,597 including the electrical work. AE2S sought a second bid, which came in at $179,696. AE2S and City Administrator Schelkoph recommend Swanberg Construction receive the contract with work to begin October 1 and end December 7, 2018.

Commissioner Bishop moved to approve the Notice to Award, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider “Notice to Proceed” to Swanberg Construction for the Water Treatment Plant Ultra Filtration Project

Commissioner Erickson moved to approve the “Notice to Proceed,” seconded by Commissioner Bishop. The motion passed unanimously.

Approve purchase of trench box in the amount of $12,435.00 from RDO Equipment Co. for Street & Water/Wastewater  & Electrical Departments

City Administrator Schelkoph stated to open a trench wide enough for 45 degree walls, the entire street would need to be opened. Therefore, Schelkoph recommends the purchase of a trench box. Commissioner Powell moved to approve the purchase of a trench box, seconded by Commissioner Erickson. The motion passed unanimously.

Consider interest rate for 2017 & 2018 Special Assessment Projects that will be financed with 2018 refunding bond issuance

City Auditor Richter reports the City is expected to receive an interest rate of 3.5% to 4% for the bonds. Richter recommends setting the interest rate at 4.5% for the 2017 & 2018 Special Assessment Projects that will be financed with 2018 refunding bond issuance. Richter recommended setting the interest rate at 3.5% for the 2018 sidewalks which are funded internally.

Commissioner Bishop moved to approve the interest rate for 2017 & 2018 Special Assessment Projects and the 2018 sidewalks as presented, seconded by Commissioner Magnuson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported the next Bridge City Cruise night will occur in front of Sheyenne Care Center. The State Water Commission held a regional meeting in Valley City on July 25. Schelkoph reminded the public that tree branches 4” or less in diameter can be picked up by VCPW. The next and final date is the last Thursday and Friday of September. To schedule, call VCPW. Schelkoph reminded the public that garbage is limited to two 32 gallon canisters.

City Updates & Commission Reports

Assessor Hansen stated she will be attending the ND Assessors Conference and the State Equalization Meeting.
Commissioner Bishop thanked police officers for their work.
Commissioner Powell thanked the Fire Department and Police Department for their involvement in the Valley City Parks & Rec community days.
President Carlsrud thanked City Staff for their work.

Adjourn

The meeting was adjourned at 6:39 PM.

Attested to by:

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

Valley City Special Commission Budget Proceedings
Monday, July 30, 2018
7:00 AM Meeting, City Hall

President Carlsrud called the meeting to order at 7:00 AM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher, Fire Chief Retterath

New Business

Continue discussing first draft of 2019 Budget

The commissioners listened to the following requests made by VC organizations:

Theresa Will, Executive Director for City County Health requested the city increase the support to CCH by 5% from $25,515 in 2018 to $26,791for the 2019 budget.

Amy Pederson, Recreation Manager and Ashley Martinson, Office Manager with the VC Park District requested $20,000 continued support to help with the operational costs of the Recreation Center.

Jennifer Feist, Director of Development for VCBC Development Corporation requested approval of $32,000 from Fund 240 for administrative services. That is an increase of $2,000 from last year.

Kaye Vinje, Executive Director of the Valley City Area Chamber of Commerce Board requested approval of $12,000, the same as in 2018.

Bobby Koepplin, Visitor’s Committee Chair requested approval of the Convention and Visitors Bureau (CVB) budget of $82,000. Occupancy Tax revenue is the source for CVB funding and the amounts disbursed is dependent on its tax revenue.

Bobby Koepplin, Visitor’s Committee Chair requested a $500 increase for the Beautification Committee to $4,500. The revenue source for the committee is from city sales tax dedicated to Retail Image Enhancement Fund 242. Commission approved using Retail Image Enhance funds for the committee on 04/15/14.

Chris Redfearn, Chair for the VCSU Department of Music represented the VCSU Community School of the Arts requested $1,500 for Valley Voices, same as in prior years.

Richter reported that the Valley City Troubadours requested $1,500 for 2019 which is the same amount as requested for the last 20 plus years.

Richter also reported that Community Services again didn’t need to request funding for 2019.

Fire Chief Retterath presented his department’s 2019 budget. He will be retiring at 2018 year-end and will be working on a new hire to replace him in the fall of 2018. Included in his budget is a part-time position for 1000 hours to continue as Preplanning Facilitator. Firefighters compensation increased by 2.3% (COLA). The other operational expenses for the fire department didn’t have significant changes for 2019.

The back entry to the fire hall needs to be replaced, so Fire Chief budgeted $5,900 in Fund 225 for that update. Also in Fund 225 is a $30,000 line item to go towards the addition to the Fire Hall. The addition is basically for the Rescue team and its equipment. The calls are for these services are typically outside of the city. The cost for the addition is estimated at $440,000. The City will be asking the County to contribute at least 80% of the cost. The City budgeted $30,000 for 2018, now in 2019 and again in 2020.

In the Renew and Replacement Fund 230 for the fire department, Gary is requesting $75,000 budgeted to go towards the replacement of the pumper truck with the plan to purchase one in 2022. Also in his equipment replacement fund is $18,000 for new pagers. The Fire Chief will submit a Homeland Security Grant application for 95% reimbursement. The last application was denied so he is hoping for success with the next application.

The Commission directed the Finance Director to increase the transfer from Electric Fund 601 to the General Fund by $100,000. The City is still well below the 20% of Public Works revenues available for transfer to the general fund for property tax relief. As for the 2019 Employer’s contribution to the HSA, it was recommended by Commissioner Erickson to keep it at the same as in 2018 with the employee required to match $420 for a family policy, $340 match for a single with dependent policy and $300 match for a single policy.

At 8:45 AM Meeting recessed until Wednesday, August 1^st at 7:00 AM

Valley City Special Commission Budget Proceedings Reconvened
Wednesday, August 1, 2019
7:00 AM City Hall

President Carlsrud called the meeting to order at 7:00 AM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher, Fire Chief Retterath

Continue discussing first draft of 2019 Budget

As directed during the July 30 budget meeting Richter increased the Electric Municipal Utility Transfer to the general fund by $100,000 from $900,000 to $1,000,000.

To maintain 30% cash reserves for 2019 appropriations, Richter increased it by $28,814, from $890,000 to $918,814.

Richter also added a 2018 transfer into the general fund for $494.30 for the purpose to close-out Fund 309 which is the retired 2005 General Obligation Bond Debt Service Fund used for financing the reconstruction of the Rainbow Arch Bridge.

After a comparison of the Commissioners salaries to salaries in Devils Lake and Jamestown, the city’s salaries for our governing body lags a bit from the other cities. Keeping in mind of the vast amount of permanent flood protection construction projects and infrastructure construction project that the Commissioners deal with on a regular basis and will need to continue to for the years to come, a salary equivalent to these other two communities is reasonable. After a lengthy discussion the salary for the governing body was increased in total by $7,175 for the five elected officials. The recommendation for the 2019 salary for the Commission President is $14,250 and for each of the four Commissioners an annual salary of $9,500.

The result of the above changes is a decrease to the first draft of the preliminary budget from 82.7 mills to 78.74 mills which is 3.96 mills. It’s a decrease of 1.13 mills from the 2018 budget. Residential and Commercial properties that didn’t have any change in their valuation will see a slight decrease in city’s property taxes from the prior year.

President Carlsrud asked the Commission and staff, if anyone had other items regarding the 2019 budget that they’d like to bring up for discussion. In hearing none, the Commissioners were ready to vote on the next two agenda items.

Approve proposed 2019 Salaries for the City of Valley City

Commissioner Bishop made a motion to approve the 2019 Salaries as presented and as updated during the Budget meetings. Commissioner Powell seconded the motion.

In discussion City Administrator reminded the Commission that this motion includes all departments within the city, more specifically the departments included in this budget and the Public Works departments. Public Works will be preparing their budgets later this fall. The 2019 salary schedule has a 2.3% COLA and a step increase for staff and increased Governing Body as recommended during that discussion. Motion passed unanimously.

Approve 2019 Preliminary Budget

Commissioner Powell moved to approve the 2019 Preliminary budget with the changes that were made as directed during the budget meetings by the Commission. Commissioner Magnuson seconded the motion. Motion passed unanimously.

Motion adjourned at 7:50 AM

Valley City Special Commission Proceedings
Tuesday, July 24, 2018
7:00 AM Meeting, City Hall

President Carlsrud called the meeting to order at 7:00 AM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Assessor Hansen, Building/Fire Inspector Andersen, Police Chief Hatcher, Chad Petersen from KLJ.

New Business

Consider committee recommendation to hire KLJ for construction engineering on 3^rd Avenue SE reconstruction project (UGP-SU-2-990(059)059 PCN 21846).

Commissioner Powell moved to approve hiring KLJ for construction engineering on 3^rd Avenue SE reconstruction, seconded by Commissioner Magnuson.

Roll Call: Magnuson – aye, Powell – aye, Bishop – nay, Erickson – nay, Carlsrud – aye. Motion carried.

Continue discussing first draft of 2019 Budget

Building Official/Fire Inspector Andersen presented his 2019 budget requests with no major changes from 2018. Clerk of Court, Chris Westerhausen then presented the Municipal Courts 2019 budget. Both were received with no changes from the commissioners.

The commissioners listened to the following requests made by VC organizations:

Sheryl Solberg for the Sheyenne Valley Friends of Animals requested the same support as in 2018 which is $1,000 plus and revenue for dog license net of the cost of the veterinary bills incurred by the city to impound stray cats and dogs.

Hilde van Gijssel, treasurer for Bridges Art Council requested financial support of $1,000 which is the same as in 2018.

Wes Anderson, Curator of the Barnes County Historical Society requested $4,000 to help support the Museum. The request remained the same as was in 2018.

Hilde van Gijssel, board member of the Public Library requested 8.2 mills for the 2019 budget. The reason for the request is to keep the amount levied for the library above 8 mill. If the amount levied drops below 8 mills, the Library would be negatively impacted by the amount the Library would receive from the State Library Grant. Political subdivisions that levy 8 or more mills for the Library receives 150% of State’s grant allocation. The Commissioners directed Richter to keep the mill levy the same as presented in the draft budget at 8.10 mills.

Police Chief Hatcher presented his department and capital budget to the Commissioners

General operations remains relatively the same as in 2018. Requesting a new position for a Community Support Officer or a code enforcer. The duties would include parking enforcement duties, animal control duties, patrolling parking lots and enforcement of unlicensed vehicles parked on private property, and also be the records manager backup to fill during the absence of the records manager. Currently, the Police Chief or a Police officer/sergeant fills in during the absence. Also looking for a $20,000 right hand drive jeep that would be used by that person.

Also under the capital purchases looking to replace the 2013 Tahoe, three laptop computers for the vehicles and two portable radios.

Requesting $10,000 for two of industrial dehumidifier to place in the basement and to also get a professional evaluation of the basement in the law enforcement center. Places in the basement wall are leaking during heavy rains and at times during the spring. The area is smelly from the humidity and there is concerns of mold and safe air quality. After the evaluation, determine what is needed to improve the air quality in the building.

Meeting adjourned at 8:50 AM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

 

 

Valley City Special Commission Budget Proceedings
Monday, July 23, 2018
7:00 AM City Hall

President Carlsrud called the meeting to order at 7:00 AM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher

New Business

Discuss first draft of 2019 Budget

The value of a mill has increased by an estimated $573 from last year to an estimated value of $17,050. The County Auditor will determine the actual value of a mill later in Dec 2018. New growth and properties that moved off the exempt status attributed to $238 of the increase and the balance of $335 is the result of changes in valuations on existing properties.  To maintain the 0 mill increase, the city would need to decrease its mills by 1.6 mills from 2018 budget which is an increase of $18,594 in property tax revenue. The first draft of the budget increased the amount to be levied by $94,300.

Cash reserves remains the same at $890,000 which is at 29% of budgeted expenditures and is within the guidelines set in the City’s Fund Balance policy. The General fund revenues decreased by approximately $4,000 and expenditures increased by $118,093.

The proposed salaries in the 2019 budget includes a 2.3% increase for the cost of living allowance (COLA) and a step increase in the 25 year salary schedule. It’s an increase of $58,000 which is approximately a 4% increase in salaries and wages. Cost of Living Adjustment (COLA) is calculated using the Consumer Price Index, in the U.S. Department of Labor, Bureau of Labor Statistics report for the Midwest Region from May 2017 to May 2018.

Also discussed were the update to the City’s management information system (MIS) for $27,500, computer replacement inventory schedule and requesting to leave the City’s contribution to the employees’ health savings account (HSA) the same as in 2018.

At 8:35 AM Meeting Adjourned.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

Valley City Special Commission Proceedings
July 17, 2018
5:00 PM Meeting, City Hall

President Carlsrud called the meeting to order at 5:00 PM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, City Attorney Schoenack, Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Mike Strom & Kris Bakkegard from KLJ.

Approval of Agenda – Remove N3

Approval of Minutes

Commissioner Powell moved to approve minutes from July 2, 2018 meeting, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

A. Approve bingo permit for Chamber of Commerce
B. Approve Electrician License for Dakota Electric Construction Co., Inc.

Commissioner Bishop moved to approve the consent agenda, seconded by Commissioner Erickson. The motion passed unanimously.

Ordinance

Approve first reading of Ordinance No. 1035, an Ordinance Amending & Re-enacting Title 18, Parks
City Attorney Schoenack reviewed Title 18, Parks for the commission. Commissioner Bishop moved to approve Ordinance No. 1035, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve first reading of Ordinance No. 1036, an Ordinance Creating a Perpetual Restrictive Covenant for Structures to be Removed in Accordance with State Water Commission
City Attorney Schoenack reviewed Ordinance No. 1036 which creates a perpetual restrictive covenant on properties recently purchased by the City. City Auditor Richter stated the process is required for reimbursement from the State Water Commission (SWC) for the Permanent Flood Protection project.

Commissioner Erickson moved to approve Ordinance No. 1036, seconded by Commissioner Magnuson. Commissioner Powell inquired if infrastructure can be built, for example to water gardens in this space City Administrator Schelkoph if walking path requested, it would need SWC approval. Schelkoph stated utilities are not advisable as it interrupts the floodwall protection.

The motion passed unanimously.

New Business

Appoint Shannon Little Dog to the Renaissance Zone Authority Board for remainder of 3 year term that began July 1, 2018
Commissioner Powell moved to appoint Shannon Little Dog to the Renaissance Zone Authority Board, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve recommendation from Renaissance Zone Authority Board to approve application by Edward & Jilletta Anderson at 448 13th Street NW with a 5 year income tax exemption and a 5 year property tax exemption up to $250,000 for purchase of new home, designate it as VC-109

City Administrator Schelkoph reported the home is eligible for Renaissance Zone and recommends approval. Commissioner Magnuson moved to approve the application by Edward & Jilletta Anderson at 448 13th Street NW with a 5 year income tax exemption and a 5 year property tax exemption up to $250,000 for purchase of a new home and designate it as VC-109, seconded by Commissioner Powell. The motion passed unanimously.

N3) Approve amendment to contract with City Attorney Martinek – Removed

Consider decorating Central Avenue for Crazy Daze

City Administrator Schelkoph discussed decorating Central Avenue during Crazy Daze to show how the Streetscape project would look.

Commissioner Magnuson stated this would give people an opportunity to see what the bump outs and sidewalks impacts would be to Central Avenue. Magnuson was supportive of the concept.

Commissioner Magnuson moved to approve decorating Central Avenue for Crazy Daze, seconded by Commissioner Bishop. The motion passed unanimously.

Approve new gaming site authorization for Valley City Eagles at Captain’s Pub

City Auditor Richter reported this is a new gaming site location for the Valley City Eagles at the Captain’s Pub. Commissioner Magnuson moved to approve the gaming site authorization for the Valley City Eagles, seconded by Commissioner Erickson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported the garbage transfer process was reviewed. The City only received one bid and is considering cost estimates to transfer the garbage to Fargo internally and Schelkoph will provide a full report at the next finance meeting. In the interim, Schelkoph is looking at a one year month by month extension with the current contractor.

Schelkoph reported on the gravel operation conducted by Tom Morehouse. The land is zoned B2 and gravel operations require a conditional use permit. Planning and Zoning will hold a Conditional Use Permit hearing on Monday, July 30.

Schelkoph attended the MRES Strategic Planning meeting last week. Schelkoph reported there will be no rate increases for Valley City, as S1 member, in 2019. MRES began strategic planning process to replace coal generation facilities. It takes 7 to 10 years to build replacement facilities.

City Updates & Commission Reports

City Attorney Schoenack stated she will stay on until January 1, 2019. Schoenack has an upcoming meeting with Municode to review the contract. Planning & Zoning will hold a second public hearing for the ordinance in August due to the number of changes made since the first hearing.
City Auditor Richter reported budget meetings will begin Monday, July 23. Draft of the preliminary budget will be distributed tomorrow.
Building/Fire Inspector Andersen reminded the public that trees should be trimmed 8 feet over the sidewalks and 15 feet over the streets. Please keep grass trimmed and clean up after your dogs. Andersen reported that junk vehicles are problem too.
Commissioner Powell asked the public to watch for pedestrians and bikers while driving.
Commissioner Magnuson thanked the public for patience during construction. Magnuson encouraged the public to take pride in City and help identify solutions when you have input on city policy, plans or business.
President Carlsrud thanked Ashley from Times Record for covering city government. Carlsurd also encouraged the public to use turn signals and clean up after your animals.
Commissioner Magnuson reminded the public that 5th Avenue SW is a one way, please follow the signs.

Adjourn
The meeting was adjourned at 5:37 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

Valley City Commission Proceedings
July 2, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call at 5:00 PM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.

Presentation by Fire Department to Retiring Officer

Fire Chief Retterath presented Lieutenant Brad Tipke with a plaque for his 30 years of service to the Valley City Fire Department.

Approval of Agenda  – Remove Consent D, Addition of Consent E, Remove N6, N7

Approval of Minutes

Commissioner Bishop moved to approve the minutes from June 19 and 26, 2018 meetings, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
2. Approve Monthly Bills for the City and Public Works in the Amount of $1,633,475.65
3. Approve Raffle Permit for Barnes County Historical Society, CHI Health at Home – Hospice, Red Knights
4. Approve Carnival License for
5. Approve alcoholic beverage license for Captains Pub

Commissioner Powell moved to approve the consent agenda, seconded by Commissioner Erickson. The motion passed unanimously.

Ordinance

Approve first reading of Ordinance No. 1033, an ordinance repealing and replacing amending Title 11, Zoning
City Attorney Mertins stated the Ordinance No. 1033 is part of the recodification project with the majority of the changes being clerical in nature, however there are some substantive changes. Planning & Zoning Commission held a public hearing on June 20, 2018 and recommends approval of Ordinance No. 1033.

Commissioner Magnuson moved to approve first reading of Ordinance No. 1033, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Approve Application to Block off Street on July 28, 2018 by the Thundering Saints on the 200 block of Main Street East, or the 100 block of 3^rd Avenue SE if reconstruction has not begun
City Administrator Schelkoph reviewed this application to block off street and recommends no delay of construction project to hold the event. Schelkoph supports the preferred option of 3^rd avenue as long as reconstruction has not begun.

Commissioner Magnuson moved to approve the Application to Block off the Street with preference for Third Avenue with Main as the backup option, seconded by Commissioner Bishop. The motion passed unanimously.

Approve the Visitors Committee recommendation for an extension for completing the installation of replacement interpretive and map panels along the Scenic Byway to December 31, 2018
City Auditor Richter stated Bobby Koepplin has requested an additional extension for the installation of the signs Commissioner Bishop moved to approve the extension until December 31, 2018, seconded by Commissioner Powell. The motion passed unanimously.

Approve Public Works Policy on Meter Exception Charges
City Administrator Schelkoph stated there are three proposed changes to current policy that would now require fees to be collected for the following services:

SNOWBIRDS/SEASONAL SHUTOFF:

In the case of a Water meter if they shut off valve themselves no charge for disconnect or reconnect but must notify the office when they leave and when they return to have base charges suspended. To have shut off done by Public Works, Disconnect/Reconnect fees will apply.

IRRIGATION METERS:

The fees to turn on and shut off Electric meters for irrigation will be $40.00 to disconnect and a $40.00 to reconnect. This is now by location not account holder.

SHORT TERM ELECTRIC METERS:

In the case of an Electric meter that is installed for commercial purposes and is there for under 6 months they will be charged an install fee to include Labor and Equipment.

Commissioner Magnuson moved to approve the meter exception charges, seconded by Commissioner Erickson. The motion passed unanimously.

Consider “Notice to Award” to Swanberg Construction for the Ultra Filtration Project at the Water Treatment Plant
City Administrator Schelkoph stated the requested numbers have not been received from AE2S. Schelkoph will postpone N4 & N5 until the information is received.

Consider “Notice to Proceed” to Swanberg Construction for the Water Treatment Plant Ultra Filtration Project

N6) Consider Increasing Contract Maximum for Construction Engineering for Paving Improvement District No. 113 by $16,950.00 (KLJ)

N7) Consider Increasing Contract Maximum for Construction Engineering for 2017 Parking Lot Improvement District by $15,500 (KLJ)

City Administrator’s Report

City Administrator Schelkoph thanked citizens for their patience during road construction.

City Updates & Commission Reports

Fire Chief Retterath stated fireworks sales and usage has begun and reminded the public to be safe and use with permissible hours.

Chad Petersen from KLJ provided a construction update highlighting the mill & overlay on 7^th Street will begin next week; 8^th Avenue will continue to be a one-way for the next two to three weeks; seal coat for Paving Improvement District No. 117 will begin this week. The revisions to the Permanent Flood Protection staining will be ready for review at the end of the week.

City Administrator Schelkoph clarified that if you see No Parking signs, you can park on there on the 4^th but not on the 5^th or 6^th during daylight hours.

Commissioner Magnuson welcomed Commissioner Erickson to commission.

President Carlsrud thanked members for service.

Adjourn

The meeting was adjourned at 5:28 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

Valley City Special Commission Proceedings
June 26, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call at 5:00 PM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Building/Fire Inspector Andersen, Police Chief Hatcher, Chad Petersen from KLJ.

New Business

Receive the Barnes County Official Canvassed Abstract and the Certificate of Election from the Primary Election held on June 12, 2018

City Auditor Richter reviewed the results from the June 18, 2018 Barnes County Canvassing Board meeting.

 

2018 Primary Election- Canvassed Results
State of North Dakota Results	Downloaded at 6/19/2018 9:40:18 AM
Mayor – Valley City	Dave  Carlsrud	write-in
	1105	352
Write-In	Votes
Matt  Pederson	3
Alan  Adams	1			# votes	%
Jordyn  Heck	1		Dave Carlsrud	1105	82%
Donald  Bauer	1		Bob Drake	239	18%
Lloyd  Nelson	2		Total	1344
Duane  Magnuson	3
Trent  Moritz	1
Herb  Carneal	1
Bob  Drake	239
Ken  Reid	1
Jim  Jensen	1
Gary  Schlagel	1
Scattered (non Qualified)	97
	352
Commissioner – Valley City	Jeffrey  Erickson	Duane  Magnuson	Corey  Neseth	write-in
	683	944	642	397
Write-In	Votes
Ken  Reid	14
Lloyd  Nelson	3
David  Kline	1
Bob  Drake	18
Dean  Pederson	1
Ben   Kjelland	1
Gary  Schlagel	2
Jack  Moritz	1
Leon  Pytlik	1
George  Dutton	2
Jeff  Edwards	1
Lilie  Schoenack	1
Matt  Pedersen	351
	397
Park Board Member – Valley City Park	Michael  Lentz	William  Murray	Susan  Kringlie	Jenni Lou Russi	write-in
	859	992	1089	685	215
Results provided by the Office of North Dakota Secretary of State

 

Appoint and approve Vice President to Valley City Commission

Commissioner Bishop moved to appoint Commissioner Magnuson as Vice President, seconded by Commissioner Powell.  The motion passed unanimously.

Approve reorganization of Commissioners’ Portfolios

1. Finance – Commissioner Powell
2. PW Streets, Sanitation & Sewer, Water Distribution – Commissioner Erickson
3. PW Electric & Water Treatment Plant – President Carlsrud
4. Police & Fire – Commissioner Bishop
5. Building & Grounds – Commissioner Magnuson

Commissioner Powell moved to approve the reorganization of Commissioners’ Portfolios, seconded by Commissioner Magnuson. The motion passed unanimously.

Appoint and approve Commissioner Assignments to additional committees and boards

Commissioner Bishop is willing to serve as a liaison to the VC-BC Development Corporation and requested a replacement for the Planning & Zoning Commissions.  Commissioner Erickson is willing to serve on the Valley City Planning & Zoning Commission and the Barnes County Planning & Zoning Commission.

Commissioner Magnuson moved to appoint Commissioner Erickson to the Valley City Planning & Zoning Commission and the Barnes County Planning & Zoning Commissions, seconded by Commissioner Powell. The motion passed unanimously.

Newly Elected Officials Orientation

Emma Tufte stated the North Dakota League of Cities (NDLC) Annual Conference is September 15 – 18, 2018. President Carlsrud reminded Commissioners of the NDLC Newly Elected Officials training on July 10, 2018.

Adjourn

The meeting was adjourned at 5:09 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

Valley City Commission Proceedings
June 19, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call at 5:00 PM.

Members present: Commissioner Pedersen, Commissioner Magnuson, Commissioner Bishop, Commissioner Powell (by phone).

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, City Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.

Block Party Proclamation

President Carlsrud read the Block Party Proclamation and presented to Sharon Buhr.

Approval of Agenda – Remove N7, N8; Addition of N14

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the June 5, 2018 meeting as amended with corrected start time, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

A. Approve alcoholic beverage licenses for the following businesses:

a. American Legion Club
b. Boomer’s Corner Keg
c. Budget Burger
d. Captain’s Pub
e. Chinese Palace
f. Dakota Silver
g. Eagles Club
h. City Lights
i. Jimmy’s Pizza
j. Tavern Ninety-Four
k. My Bar Valley City, LLC
l. RND Inc. dba NuBar
m. Sabir’s Dining & Lounge
n. The Labor Club
o. The Liquor Locker
p. Town & Country Club
q. VC Developers LLC dba Bridges Bar & Grill
r. VFW Post
s. Woodland Steakhouse Bar & Grill
t. And all licenses received before June 30 and approved by the Police Chief and Fire Chief

B. Approve cabaret license for Fraternal Order of Eagles Aerie 2192
C. Approve electrician license for:

a. Lyon’s Electric LLC

D. Approve retail tobacco licenses for the following businesses:

a. Boomers Corner Keg
b. Brothers III Sports
c. Casey’s Retail Company
d. CHS Inc (151 9th Ave NW)
e. CHS Inc (807 W Main St)
f. County Bottle Shop, Inc. dba The Liquor Locker
g. Dakota Silver
h. Dollar General Store #17856
i. Eagles Aeries Club 2192
j. Family Dollar Stores of ND #7662
k. Leevers Foods (424 2nd Ave NE)
l. Leevers Foods (148 Central Ave S)
m. Petro Serve USA #071
n. And all licenses received before June 30

Commissioner Pedersen moved to approve the consent agenda, seconded by Commissioner Magnuson. The motion passed unanimously.

Ordinance

Approve second and final reading of Ordinance No. 1032, an Ordinance Amending Title 4, Alcoholic Beverages

City Attorney Mertins stated the second reading includes the requested amendments for Ordinance No. 1032 which removed Class I for Flower/Gift Shop Off-Sale Wine License. Commissioner Magnuson moved to approve Ordinance No. 1032, seconded by Commissioner Bishop. The motion passed unanimously.

Resolution

Approve Resolution No. 2149, a Resolution Recommending AE2S for modification project at Water Treatment Plant

City Administrator Schelkoph requested approval of Resolution No. 2149, which will be forwarded to the State Water Commission recommending AE2S as the engineer for the modification project at the Water Treatment Plant without going through another request for proposals for this project.

Commissioner Bishop moved to approve Resolution No. 2149, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve Recommendation from Renaissance Zone Board for 348 5th St NE to transfer remaining 5 year income tax exemption and 5 year property tax exemption up to $250,000 for purchase of a new home, and designate it as VC-97 (pending receipt of Certificate of Good Standing)

Jim Knutson, Renaissance Zone Authority Board Chair, recommended approval on behalf of the board.. Commissioner Pedersen moved to approve the transfer of VC-97, seconded by Commissioner Powell. The motion passed unanimously.

Approve Recommendation from Renaissance Zone Board for 513 Legacy Lane to transfer remaining 5 year income tax exemption and 5 year property tax exemption up to $250,000 for purchase of a new home, and designate it as VC-68 (pending receipt of Certificate of Good Standing)

Jim Knutson, Renaissance Zone Authority Board Chair, recommended approval on behalf of the board.. Commissioner Magnuson moved to approve the transfer of VC-68, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Amending Renaissance Zone Plan Document Regarding Transfer of a Previously Approved Project

Jim Knutson, Renaissance Zone Authority Board Chair, recommended approval on behalf of the board. Renaissance Zone – Transfer of Previously Approved Project will read as follows:

All previously approved projects may transfer after closing and without the Renaissance Zone Board or City Commission approval subject to the following requirements:

• Certificate of good standing is received by City of Valley City
• Statement regarding closing date

This policy is enacted June 19, 2018 and is retroactive to all purchases made after June 1, 2016. Property owners will have 90 calendar days after closing to submit the above referenced materials to the Auditor’s Office. Those property owners grandfathered will have 90 calendar days after notification to file the above referenced materials.

Commissioner Pedersen moved to approve amending the Renaissance Zone Plan Documents, seconded by Commissioner Magnuson. City Auditor Richter stated the changes must be approved locally before filed with the state. The motion passed unanimously.

Approve appointing board members for open positions, effective July 1, 2018

• Renaissance Zone Board (2 openings; 3 year term): JoEllen Lee; (one vacancy)

Commissioner Bishop moved to approve appointing JoEllen Lee, seconded by Commissioner Magnuson. The motion passed unanimously.

President Carlsrud encouraged the public to consider serving on the Renaissance Zone Board.

Approve Preliminary Engineering Reimbursement Agreement with NDDOT for Project No. SU-2-990(058), mill & overlay project on Main Street West frontage roadway (I-94 Ramp to 5th St SW)

Damon Devillers from Interstate Engineering stated this project is on the frontage road and will occur in conjunction with the second project on West Main. Both projects are for a mill and overlay. Plans are due in September 2019 with a November 2019 bid opening. A public meeting will be held during Spring 2019.

Commissioner Magnuson moved to approve the Preliminary Engineering Reimbursement Agreement, seconded by Commissioner Powell. The motion passed unanimously.

Approve Preliminary Engineering Reimbursement Agreement with NDDOT for Project No. NHU-2-094(158)928, mill & overlay project on Main Street West (I-94 Ramp to 3rd St SW)

Damon Devillers from Interstate Engineering reviewed areas that will need repair: frontage road by Aggregate Industries and a catch basin by Valley Meats.

Commissioner Pedersen moved to approve the Preliminary Engineering Reimbursement Agreement, seconded by Commissioner Magnuson. The motion passed unanimously.

N6. Consider Increasing Contract Maximum for Construction Engineering for Paving Improvement District No. 113 by $16,950.00

N7. Consider Increasing Contract Maximum for Construction Engineering for 2017 Parking Lot Improvement District by $15,500

Approve Annual Gaming Site Authorization for Valley City Hockey & Figure Skating Club at Town & Country Club

Commissioner Magnuson moved to approve the Gaming Site Authorization for Valley City Hockey & Figure Skating Club, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Valley Twisters Gymnastics Club at Bridges Bar & Grill

Commissioner Bishop moved to approve the Gaming Site Authorization for Valley Twisters Gymnastics Club, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Valley City State University at Shelly Ellig Field at Lokken Stadium, W.E. Osmon Fieldhouse, Valley City Town & Country Club, Eagles

Commissioner Powell moved to approve the Gaming Site Authorization for VCSU, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider accepting bid for solid waste transfer contract

City Administrator Schelkoph asked the Commission to delay action as no bids were received to transfer waste from Valley City to the Fargo landfill. The contract costs $130,000 annually. Schelkoph recommended taking time to reconsider options.

Consider employment contract with Carl Martineck for City Attorney/HR Director

City Administrator Schelkoph reported City Attorney Mertins is running for Barnes County State’s Attorney in November. Per the employment contract, Carl Martineck will begin employment no later than January 1, 2019. Commissioner Bishop inquired if the City needed to open the position or advertise. City Attorney Mertins responded no. Commissioner Magnuson moved to approve the employment contract with Carl Martineck, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Permanent Flood Protection Phase IV buyout purchase of 259 4th Avenue SE for the appraised value of $37,000

City Administrator Schelkoph reported this is a rental property on 4th Avenue SE. Commissioner Magnuson moved to approve the Permanent Flood Protection Phase IV buyout of 259 4th Avenue SE, seconded by Commissioner Bishop.

Commissioner Powell stated his home is a comparable. Commissioner Pedersen moved to allow Commissioner Powell to vote, seconded by Commissioner Magnuson. The motion passed unanimously.

The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph thanked the organizers for Rally in the Valley for a great event and thanked City staff to provide road closures, temporary electrical work. Schelkoph thanked Commissioner Pedersen for his work on the City Commission.

City Updates & Commission Reports

City Attorney Mertins thanked Commissioner Pedersen for his service.
City Auditor Richter thanked Commissioner Pedersen.
Fire Chief Retterath reminded the public of sale and usage dates for fireworks.
Chad Petersen provided update on the active construction projects.
Commissioner Powell thanked Commissioner Pedersen & City Attorney Mertins for their service.
Commissioner Bishop thanked Commissioner Pedersen.
Commissioner Magnuson thanked Commissioner Pedersen. Thanked public for bearing with construction.
Commissioner Pedersen reflected on his years as a City Commissioner.
President Carlsrud – congratulated and welcomed Commissioner Jeff Erickson. Thanked City Attorney Mertins. President Carlsrud presented Commissioner Pedersen with a plaque for his years of service.

Commissioner Powell left the meeting at 5:53 PM.

ADJOURN

The meeting was adjourned at 5:58 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

 

Valley City Commission Proceedings – Amended
June 5, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call at 5:00 PM.

Members present: Commissioner Pedersen, Commissioner Magnuson, Commissioner Bishop, Commissioner Powell.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, City Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.

Pledge of Allegiance

Approval of Agenda – Addition of Consent H, Removal of N7

Approval of Minutes

Commissioner Bishop moved to approve minutes from May 15 and May 22, 2018 meetings, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
2. Approve Monthly Bills for the City and Public Works in the Amount of $2,557,638.25
3. Approve Parade Application for Valley City Area Chamber of Commerce Rally in the Valley on Central Avenue on June 16, 2018
4. Approve Application to Block off Street for Valley City Area Chamber of Commerce Crazy Daze on July 25 on Central Avenue from 2^nd Street NE to 4^th Street NE and 3^rd Street from 2^nd Avenue NE to 2^nd Avenue NW
5. Approve Application for Tree Trimming License for Johnny B’s Trees
6. Approve Application for Plumber & Mechanical Contractor for Arneson, Inc.
7. Approve Raffle Permits for Shine
8. Approve Application to Block off Street for St. Paul’s Lutheran Church on 3^rd Street NW from alley to 2^nd Avenue NW on June 16, 2018

Commissioner Powell moved to approve the consent agenda, seconded by Commissioner Pedersen. City Auditor Richter stated the tree trimming license will not be issued until the liability insurance is received. The motion passed unanimously.

Ordinance

Approve first reading of Ordinance No. 1032, an Ordinance Amending Title 4, Alcoholic Beverages

Commissioner Bishop moved to approve Ordinance No. 1032 except for the section relating to Class I licenses, seconded by Commissioner Powell. Commissioner Pedersen clarified that the Class I license was proposed to allow a flower shop to hold an off-sale wine license so they could sell a bottle of wine within a flower arrangement. Pedersen stated the Commission is not interested in creating this additional class at this time. The motion passed unanimously.

Resolution

Approve Resolution No. 2147, a resolution to create Sanitary Sewer Improvement District No. 63, located along 3^rd Avenue SE

Chad Petersen stated this utility work will be completed in conjunction with Paving Improvement District No. 115. Commissioner Pedersen moved to approve Resolution No. 2147, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Resolution No. 2148, a resolution to create Water Main Improvement District No. 99, located along 3^rd Avenue SE

Chad Petersen stated again this is for utility work done in conjunction with Paving Improvement District No. 115. Commissioner Powell moved to approve Resolution No. 2148, seconded by Commissioner Pedersen. The motion passed unanimously.

New Business

Approve Special Alcohol Beverage Event Permit for Boomers Corner Keg on June 17, 2018 for Dakota Riders Hillclimb

Police Chief Hatcher indicated the permit will be from 12 noon to 8 pm. Commissioner Magnuson moved to approve the Special Alcohol Beverage Event Permit, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Thundering Saints, Inc. at Boomer’s Corner Keg from July 1, 2018 to June 30, 2019

Commissioner Bishop moved to approve the annual gaming site authorization for Thundering Saints, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Frank S. Henry VFW Post 2764 at NuBar and VFW Club from July 1, 2018 to June 30, 2019

Commissioner Pedersen moved to approve the annual gaming site authorization for VFW Post, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve roof repair for standpipe mixer expenditures by Great Plains Structures in the amount of $32,025.00

City Administrator Schelkoph reported the standpipe mixer roof was damaged by high winds on April 30, 2018. Greta Plains Structures is the only authorized contactor per the manufacturer. Schelkoph is anticipating receipt of an insurance payment. Commissioner Bishop moved to approve the expenditures for the roof repair, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Contract with Jordan Transformer, LLC to Drain, Inspect, and Report the cause of the motor trip in a URS Tap Changer that is attached to a Transformer, in the amount of $14,234.00

City Administrator Schelkoph reported the downtown substation is out of service due to Permanent Flood Protection construction and this is a good time to complete the work on the URS Tap Changer. The cost will be covered by VCPW. Commissioner Powell moved to approve the contract with Jordan Transformer, LLC, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Contract with Resco to purchase transformers in the amount of $19,093.00

City Administrator Schelkoph reported the purchase of transformers is part of the VCPW budget. Commissioner Pedersen moved to approve the contract with Resco, seconded by Commissioner Pedersen. The motion passed unanimously.

REMOVED – Consider accepting bid for solid waste transfer contract

Consider recommendation from RFP committee for engineering services for two 2019 infrastructure projects

City Administrator Schelkoph reported the Request for Proposals (RFPs) committee considered the RFPs received for engineering services on two 2019 infrastructure projects. KLJ received the highest number of points in the committee selection process.

Commissioner Pedersen moved to approve the recommendation from the RFP committee to use KLJ for engineering services on two 2019 construction projects, seconded by Commissioner Pedersen.

Commissioner Bishop stated he held the dissenting vote on the committee. Bishop would like to allow another firm to have an opportunity to try and is interested in exploring other options.

Commissioner Magnuson is interested in pursuing request for bids to review best pricing.

President Carlsrud stated the State Water Commission encourages the use of RFPs over bids.

City Administrator Schelkoph stated that Interstate Engineering has the contract for West Main and the frontage roads with planning in 2019 and construction in 2020. This will allow the City to see how another firm works.

Roll call vote: Bishop – nay; Pedersen – aye; Magnuson – nay; Powell – aye; Carlsrud – aye. Motion carried.

Consider accepting bid for the sale of City Parking Lot south of Hub-Mac more specifically described as Parcel Number 63-3473111, Lots 3-6, Block 31 Original Townsite, in the amount of $40,000 from George Gaukler

City Administrator Schelkoph reported bid opening occurred on June 4 with three bidders submitting bids from $23,000 to $35,000. Additional bids were received and final bid of $40,000 was made by Mr. Gaukler.

Commissioner Magnuson moved to approve accepting bid for the City Parking Lot, seconded by Commissioner Powell. The motion passed unanimously.

Approve Technical Support Services Agreement with Barnes County

City Auditor Richter reported the new contract increases the rates to $75 per hour during business hours and $100 per hour outside of business hours. The previous pricing was established in 2007.

Commissioner Bishop moved to approve the Technical Support Services agreement, seconded by Commissioner Powell. The motion passed unanimously.

Approve appointing board members for open positions, effective July 1, 2018:

• Planning & Zoning Commission (2 openings; 5 year term) – Joe Faure; Mike Schell
• Renaissance Zone Board (4 openings; 3 year term) – Tyler Marthaler; Cindy Schwehr; two vacancies
• Visitors Committee (1 opening; 4 year term) – Ken Reid

Commissioner Magnuson moved to approve the board members for open positions, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph stated KLJ will review the safety of the old power house as the foundation further cracked during the adjacent Permanent Flood Protection construction. Schelkoph thanked firefighters and city staff for work on NDFA convention. Stantec is planning a September public meeting to review the preliminary report for the Comprehensive & Transportation Plan.

City Updates & Commission Reports

City Auditor Richter will begin 2019 budgeting process. Richter stated the first projection of 2019 state revenues is expected to be the same as 2017; an update will be available in mid-June. The City Election will be held on June 12.

City Assessor Hansen attended the Barnes County Equalization meeting with one change for the city.
Building/Fire Inspector Andersen stated Tony Gille will be replacing sidewalks in the southeastern portion of town. Precision Concrete will be in town next week for shavings in the southwestern portion of town.

Fire Chief Retterath reported all disaster sirens are working. Thanked VCFD members and wives for hosting NDFA conference, business merchant’s support of the NDFA conference and media coverage.

Chad Petersen from KLJ stated the underground work near the Rosebud Visitors Center is complete. The last pour of Concrete Pavement Repair on Winter Show Road is complete with the goal to re-open on Thursday. Next they will work on 8^th Avenue. Work has begun on Paving Improvement District No. 117, Sanitary Sewer 62. Paving Improvement District 114 reconstruction meeting is Wednesday, June 6. Storm Sewer District 51 will begin on June 18.

Commissioner Pedersen stated the Permanent Flood Protection walls have incorporated architectural elements of the neighborhoods.

Commissioner Pedersen stated the parking lots look good.

Commissioner Powell thanked the VCFD for bringing John O’Leary to Valley City.

President Carlsrud thanked VCFD for hosting convention. Carlsrud encouraged citizens to serve on committees and to vote in the upcoming election. Carlsrud noted VCPW is behind and plans are in place.

Adjourn

The meeting was adjourned at 5:49 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City