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

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

Others Present: City Administrator Crawford, Finance Director Richter, Deputy Auditor Klein, City Attorney Martineck, Police Chief Hatcher, Fire Chief Magnuson via Zoom

 

Continue discussing 2021 Budget

Fire Chief Magnuson reviewed his budget. Discussed the one-time items that would be paid with Cares Money for the Fire Hall. This included carpet for the hallway and office and ceiling fans.

Police Chief Hatcher reviewed his budget. The Police Department will use Cares money to purchase security cameras and also update signage on the outside of the building.

There was discussion to also update the signage on the Public Works/City Hall Building.

Finance Director Richter reported she should hear from the County later in the week on the valuation of a mill. Commissioners agreed to wait until the August 3^rd Commission Meeting to approve the 2022 Preliminary Budget.

ADJOURN

Meeting Adjourned at 8:22 AM

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, Commissioner Gulmon, City Administrator Crawford and City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein.

Pledge of Allegiance

Approval of Agenda

Remove R2

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the July 6^th meetings seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

Approve Electrician, Plumber and/or Mechanical Contractor License(s) for Olauson Duct Cleaning.

Commissioner Erickson moved to approve, seconded by Commissioner Gulmon.  Motion carried.

PUBLIC HEARING

Open Public Hearing regarding Special Assessments Commission for Paving Improvement District No. 121

Deputy Auditor Klein stated a public hearing was held on July 12^th and there were no property owners present.  It was also published twice in the TR and each property owner received a letter with their estimated amount and we have not received any questions or concerns so the Special Assessment board moved to approve as is.

Commissioner Magnuson moved to close the public hearing, seconded by Commissioner Bishop.  Motion carried.

Approve Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 121

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion carried.

Ordinance

Approve Second and Final Reading of Ordinance No. 1087, an Ordinance to Amend and Reenact Section 14-12-02 of the Valley City Municipal Code Relating to Permits for Vehicles of Excessive Size and Weight.

City Attorney Martineck stated there were no changes from the first reading. 

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion Carried.

Resolutions

Approve Resolution No. 2304, a Resolution Approving Engineer’s Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Consolidated Sewer & Water District No. 59 (Nextera).

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion Carried.

Approve Resolution No. 2306, a Resolution Accepting Bids and Awarding West End Lift Station Project. 

Chad Petersen reported July 16^th the bids were opened, one bid was received from Sellin Brothers out of Hawley, MN at $332,920.  The engineers estimate was $296,105 we recommend awarding the contract to Sellin Brothers.

Commissioner Gulmon moved to approve, seconded by Commissioner Erickson.  Motion Carried.

Approve Resolution No. 2307, a Resolution Approving the Plat and Variance Request for Lunde Addition to Barnes County. 

City Attorney Martineck stated this is where our PFP storage will be and Chris Lunde owns the commercial buildings.  The City submitted this plat for approval and the PZ committee recommends approval along with the variance for the road width.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion Carried.

Approve Resolution No. 2308, a Resolution Offering for Sale Lots 63-3450012 and 63-3440047.

City Administrator Crawford stated there is someone that is interested in purchasing but in order to do that they have to have a resolution.

Bobby Koepplin representing the Barnes County Park Board stated with the prior City Administrator they were talking about an easement for a trail.  Please keep this in mind if you get an offer.

Commissioner Bishop moved to approve, seconded by Commissioner Erickson.  Motion Carried.

Commissioner Bishop motioned to add Resolution 2309 to the agenda, seconded by Commissioner Gulmon.  Motion carried.

Approve Resolution No. 2309, a Resolution Approve the Master Fee Schedule.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion Carried.

New Business

Approve Special Alcohol Beverage Event Permit for Boomers Corner Keg on August 13, 2021 from 6:00 PM to 12:30 AM for the Debbie Gabel Memorial Event.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion Carried.

Consider Visitors Committee Recommendation for Image Enhancement Grant for Thrivent in the amount up to $2,850 for Storefront.

Bobby Koepplin stated the Visitor’s Committee met and recommends approval.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion Carried.

Approve 30 day notification to Leevers.

City Attorney Martineck stated back in 1994 the City signed an agreement with Leevers to allow them to encroach on the right of way on 4^th St NE.  Now with the work being done by the city to resurface that road the City desires to take back that portion of the parking lot that they are extending into the road.  In order to do that we need to provide the 30 days’ notice.

Commissioner Magnuson moved to approve, seconded by Commissioner Erickson.  Motion Carried.

Approve Transition Plan for City Assessor Position.

City Administrator Crawford stated we would open the position internally first.  If no one applies internally the plan would be revisited.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion Carried.

Approve the Following Appointments:

a.  Commissioner Gulmon-City County Health Board

b.  Commissioner Magnuson-VC Library Board

c.  Tammy Jo Taft as VCSU Representative on the Visitor’s Committee.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion Carried.

Consider Project Decisions for 6^th Street NW Reconstruction (NDDOT Project No. SU-2-990(060), PCN 23154).

Chad Petersen stated the decisions that need to be made are:

1.  Does the City concur with the Project Concepts as Proposed?

2.  Which alternative should proceed with the project?

Commissioner Magnuson moved to approve yes on decision 1 and Alt. B on decision 2, seconded by Commissioner Gulmon.  Motion Carried.

Approval to Purchase 63-3060062 for the assessed value of $12,500.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion Carried.

Approve Site Authorization Renewal for the Valley City Twisters Gymnastics Inc. at Bridges Bar and Grill from 7/20/2021 to 6/30/2022. 

Commissioner Erickson moved to approve, seconded by Commissioner Bishop.  Motion Carried.

Approve Hannah Field Parking Lot Plans.

City Administrator Crawford stated the existing driveway will remain but they are adding an exit to the north side of that to help with safety.  There would be no parking on that side of the street between the entrances. 

Commissioner Bishop moved to approve, seconded by Commissioner Erickson.  Motion Carried.

Approve Special Alcohol Beverage Event Permit for the Eagles Club on August 12^th & 19^th on Central Avenue for Summer Nights on Central.

Commissioner Magnuson moved to approve, seconded by Commissioner Erickson.  Motion Carried.

Approve Special Alcohol Beverage Event Permit for the Eagles Club on July 31^st for an Outdoor Cornhole Tournament.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion Carried.

 

City Administrator’s Report

City Administrator Crawford reported most of the time has been spent on budget prep.  The demo speaker came in and they are testing it, so far it looks good.  The Streetscape Committee was talking about getting the rest of the benches.    

City Updates & Commission Reports

City Attorney Martineck reported an immediate opening on our Sanitation Department.

Finance Director Richter reported that the budget is going good and we will continue with our budget meeting tomorrow at 7 AM.

Fire Chief Magnuson there has been a lot activity around the FD.  The trucks were getting serviced and tests were being taken, they all passed.  We also received word that we received a grant for grain bin rescue.  We have been asked why there isn’t a burn ban, it’s been good out in the country.  No one has been abusing it so we decided not to implement one yet.

Police Chief Hatcher reported they VCPD now has a FB page so if you are a social media person look us up.  We will be doing more informational posts and plan to use that as a tool.  We are now fully staffed.

Chad Petersen from KLJ reported 2^nd Ave NE is pretty much complete.  Seeding won’t happen until later due to the dry weather.  Tree planting won’t happen until after September 1st.  7^th Ave NW the underground work is continuing.  Streetscape Phase II work is continuing on Central Ave South.

Commissioner Gulmon stated the sales tax revenue report is very positive, it is up 47%.  Food and Beverage tax was down for 2020 but is now up 33% through May.  Occupancy tax also suffered but is up 16%.

Commissioner Bishop gave a shout out to the PD and FD for all the work.  Thank you to the citizens.  With all the construction going on it was noticed how people were respectful and waving people through, keep doing that.

President Carlsrud thanked everyone that has contributed to working on the budget.  Thank you to all of you to all of you working in the heat.  Some have been showing up to work early to beat the heat.

Adjourn

Meeting was adjourned at 6:00 P.M.

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

Members present: Commissioner Bishop, Commissioner Erickson, Commissioner Gulmon

Members absent: Commissioner Magnuson

Others Present: City Administrator Crawford, Finance Director Richter, Deputy Auditor Klein, City Attorney Martineck, Police Chief Hatcher, Fire Chief Magnuson

 

New Business

Discuss first draft of 2022 Budget

Auditor Richter reported that the value of a mill increased by an estimated $560 from last year to an estimated value of $20,000. The County Auditor will determine the actual value of a mill later in Dec 2021. For the 2021 Budget the City provided property tax relief using Covid Cares dollars which made up for the 4.51 mill shortage due to the change on how the county calculated the value of a mill in regards to Homestead Credits. Using the Cares dollars in the 2021 Budget prevented the City from having to capture last year’s shortage in the 2022 Budget. The first draft of the budget came in with a need for a 16.79 mill increase, which is equivalent to $376,400. After capturing the 4.51 mills that was provided with Cares dollars in the 2021 Budget, this left us with a 12.28 mill increase remaining. Between department heads making concessions, using Cares money to cover onetime budget requests, and increasing the utility transfer, we arrived at the 4.51 mill increase needed.

Cash reserves remain at 30% of expenditures, which is $1,030,000. This is within the guidelines set in the City’s Fund Balance policy (30% to no lower than 21%, with 20% needing corrective action by the Commission). The General fund revenues increased by $55,813 and expenditures increased by $70,803 from the 2021 Budget.

The proposed salaries in the 2022 budget includes a 4% cost of living allowance (COLA) increase and a step increase in the 25-year salary schedule. 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 2020 to May 2021. The CPI’s COLA was listed at a 5.6% increase. The City did give a 2.5% increase in 2021 when CPI was suggested a 0% increase. The City is looking to do a salary study in 2022.

NDPHIT is suggesting that the City budgets a 3% increase in health insurance premiums. The City will pick up 50% of the cost of the increase and employees will pick up the other 50%. If the premium increase is more than the estimated 3%, the Commission will re-evaluate. The City’s contribution to the employee’s HSA accounts would remain the same, with the employees matching a portion of the contribution in order to receive the full amount.

Commissioners reviewed the list of items that were pulled from the 2022 Budget and will be purchased with Cares money:  Security Cameras at the Police Station $5,000, Law Enforcement Center Exterior Building Updates $10,000, Window Blinds for City Hall Offices $1,400, 7 Ceiling Fans at the Fire Hall $2,100, Carpet in Hallway & Office at Fire Hall $2,000, 4 Computer Replacements $10,000, Computer Monitors $1,600. Also looking to use Cares money for the local share of the Ergonomic Grant in 2021.

ADJOURN

At 8:12 AM Meeting Adjourned until 7:00 AM Wednesday, July 21, 2021.

President Carlsrud called the meeting to order at 8:15 AM.

Members present: President Carlsrud, Commissioner Bishop, Commissioner Gulmon

Pledge of Allegiance (Please Stand)

New Business

Approve Raffle Permit for the Sheyenne River Valley National Scenic Byway Foundation. 

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion carried.

Consider Possible Burn Ban/Fireworks Options.

Fire Chief Magnuson stated he had been in contact with Sue Lloyd, the Emergency Manager, and our thought with the recent rain to not do anything regarding the fireworks at this time.

Consensus was made to leave things as is right now.

Approve Third and Final Reading of Ordinance No. 1085, an Ordinance to Amend and Reenact Chapter 08-07 and Section 11-05-11 and to repeal Title 13 of the Valley City Municipal Code re Mobile Park Regulations.

Commissioner Bishop requested this be added to next agenda when City Attorney Martineck would be present.

Adjourn

Meeting was adjourned at 8:23 AM.

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Gulmon, City Administrator Crawford and City Attorney Martineck.

Pledge of Allegiance

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the June 1st meetings seconded by Commissioner Magnuson.  Motion carried.

Approval of Consent Agenda

Approve Block off Street Request Along 4^th Ave SW from 4^th St. to 6^th St. SW for On the Move Let’s Walk Valley City Event held on July 19^th, 2021 from 5PM to 8 PM.

Commissioner Gulmon moved to close the hearing, seconded by Commissioner Magnuson.  Motion carried.

public hearing

Public Hearing to Consider Development Plan and Developer’s Agreement for Valley Plains Equipment (Nextera Properties).

City Attorney Martineck stated the purpose is to discuss the Developer’s Agreement and Development Plan for Valley Plains.  Essentially the Commission has to find that this is in the best interest for the City, mark this as appropriate for development and a TIF.  The total value of the project with the land and the building will be $4.5 million.  We would need $57,000/year from the TIF to repay our $500,000 to the BND at 2% over 10 years.  The anticipated revenue from that property based on that value would be almost $62,000.

Finance Director Richter stated she has not received a building value and was hoping Aaron could fill us in. 

Aaron Raap stated he is trying to guesstimate on what was spent on the building in Jamestown and what that’s valued at and doing a comparison in size.  One of the things we need to consider too is the issues we are having getting building materials so not sure if it will be enclosed this fall.  The plan is to get the site work, foundation and hope that the steel shows up but no one can tell me when that will be coming in. From a timing standpoint on the TIF we thought we should bring that up.  The $4.5 million is a conservative estimate.  I expect it to be even more than that.

Tracey Eslinger stated we are hearing there are delays in receiving some of the materials but it may be taken care of by the time this is all ready.  We are hoping to have everything ready and reviewed by July with bidding possibly taking place end of July early August giving the contractor an opportunity to start this year and get services tied in for at least the water and sewer.  If the project doesn’t need actual services until 2022, there would be an opportunity to do that work in 2022.  Tracey also recommended to not limit the TIF.  Any increase in the TIF will pay off the loan quicker.

President Carlsrud declared public hearing open.

Commissioner Magnuson moved to close the hearing, seconded by Commissioner Gulmon.  Motion carried.

Approve Resolution 2303, a Resolution Approving Developer’s Agreement and TIF for Valley Plains Equipment (Nextera Properties).

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion carried.

Ordinance

Approve Second and Final Reading of Ordinance 1083, an Ordinance Approving the Annexation of Lot 2 Block 1 of Love’s Valley Addition.

City Attorney Martineck stated no change from the first reading.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion carried.

Approve Second and Final reading of Ordinance 1084, an Ordinance to Adopt and Enact section 12-01-11 of the Valley City Municipal Code re littering. 

City Attorney Martineck stated no changes from the first reading. 

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion carried.

Approve Second Reading of Ordinance 1085, an Ordinance to Amend and Reenact Chapter 08-07 and Section 11-05-11 and to repeal Title 13 of the Valley City Municipal Code re Mobile Park Regulations.

City Attorney Martineck stated as of right now there are no changes from the first reading but I did want to address the materials section 8-07-02.  I was asked whether we should make changes to that section.  The concern was about having a recreational vehicle or trailer in the front yard as long as it’s not impeding a line of site or blocking a sidewalk.  

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion carried.

Approve First Reading of Ordinance 1086, an Ordinance to Amend and Reenact Subsection 2 of Section 15-01-19 of the Valley City Municipal Code re Responsibility for Utility Service Lines.

City Attorney Martineck stated the intent is to make clear who owns the underground infrastructure.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion carried.

Resolution

Approve Resolution 2301, a Resolution Creating Consolidated Sewer & Water District No. 59 (Nextera). 

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion carried.

Approve Resolution 2302, a Resolution Providing for the Issuance of City Sales Tax Revenue Bond, Series 2021, for the local share of Permanent Flood Protection.

Finance Director Richter stated back in December 2019 we asked for a loan for the local share for PFP from the State Water Commission and were approved for $3,676,600.  We need to close on this loan and take a draw. 

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion carried.

Approve Resolution 2297, a Resolution Approving a Petition to Vacatate 15^th Ave NE adjacent to Lots 4 & 5 of Block 1 of the Northern Pacific East Fourth.

City Attorney Martineck stated the Planning and Zoning Commission received a petition for the vacation.  The property owners have reached an agreement to maintain that as a private road.  The Planning and Zoning recommends approval. 

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion carried.

New Business

Approve to Submit Application to the Bank of ND for loan for Fire Hall Addition.

Finance Director Richter stated in May we submitted an application for a loan to the Rural Development Corporation and received approval for a $300,000 loan 2% 10 year loan with 1% origination fee.  The 2021 legislation has broadened the infrastructure loan fund to the BND and it now included buildings.  It is still  2% and we don’t have a maximum.  I recommend we apply for a $500,000 loan for the fire hall addition and ask for a 20 year loan.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion carried.

Approve Appointment for the Following Committees and Terms:

            a. Planning & Zoning Commission-1 opening, 5 year term

• Bobby Koepplin

            b. Renaissance Zone Board-4 openings, 3 year term

• Tyler Marthaler
• Shannon Little Dog
• John Paul (JP) Jones
• Jeff Nathan

c. Special Assessment Commission-1opening, 6 year term

• Jim Knutson

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion carried.

Approve Quotes for Mill and Overlay on 2^nd Ave SE.

Chad Petersen stated we received quotes from Border States and Strata.  The engineer estimate was $70,112.50. Strata came in at $83,995 and $76,700, we recommend awarding the bid contract to Border States.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion carried

Approve Ending COVID 19 Emergency Resolution.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated there is a lot of different pieces to the budget being discussed.  We are also working through the policy manual so if there are any changes you would like to see send those in.  The cleanup property has been a big learning curve for everyone because we are doing things the right way.  We can tell word is getting out because people are coming to us and asking questions.

City Updates & Commission Reports

Finance Director Richter thanked those that volunteer their time for the various committees.  It takes time out of their days and we appreciate it.  The budget worksheets have been sent to the department heads. 

PW Manager Jacobson reported the end of the second year of the recycling, the contract says he had to do 800 tons worth, we’re at 1266 tons.  The garbage that we run to Fargo is slowly declining.   

Chad Petersen from KLJ reported the 7^th Ave 2^nd Ave projects.  The 7^th Ave project by Pucklich they got the curb and gutter in this week south of Main Street and worked on some of the sidewalk work.  Next week they are supposed to do the curb and gutter on 2^nd Ave NE.  Once that is done and cleared out they should do the paving on 7^th Ave including intersection of Main St. and 2^nd Ave.  As long as nothing happens we should have pavement back in place on Main Street before July 4^th.  After that time frame 2^nd Ave should be pretty wrapped up other than the driveways and sidewalk work in that area and then we’ll start Phase II.  Streetscape we have been working with the contractor on getting things prepared for Rally in the Valley.

Commissioner Magnuson reminded everyone of Rally in the Valley and the Fireman’s Dedication.

President Carlsrud advised everyone to be safe in the heat.  Cleaning up properties is important.  Please think before you throw stuff and dispose of it properly.  Business’ dumpsters are private.  They are rented and are to be used for that business only, it is a misdemeanor.  I encourage you to take part in our committees.  It is rewarding.  Chris Berg from KVLY including Valley City in the Small Town Spotlight. 

Adjourn

Meeting was adjourned at 5:50 P.M.