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

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

Others present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, City Assessor Hansen, PW Accountant/Manager Jacobson, Police Chief Hatcher, Chad Petersen from KLJ

Approval of Agenda

Added New Business 9

Approval of Minutes

Commissioner Bishop moved to approve the December 1st minutes, seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

A.  Approve 2021 Permit to Sell L.P Gas for

            1.  CHS Inc. dba Dakota Plains Ag

            2.  Petro Serve USA #071

B.  Approve 2021 Tree Trimming and Removal License for Ross’ Tree Service.

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

Public Comments

There were no public comments.

New Business

1.  Approve 2021 Application to Operate Mobile Home Park for 

            a. Rockwater LLC

            b. Richard Plecity Trailer Court  (City Administrator Crawford)

City Administrator Crawford stated she and Lance inspected a few of the mobile home parks and there’s a little bit of junk but nothing that wouldn’t be handled a different way.  Richard Plecity Park only has 3 spots open but are licensed through the state to have 5 so we will keep them at that.  These parks are okay.

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

2.  Discuss 2021 Application to Operate Mobile Home Park for Viking Drive Estates. (City Administrator Crawford)

City Administrator Crawford said there were some problems with the garbage trucks because of the pavement heaving.  We are looking into what needs to be done.  First step is speaking with the owners and what needs to be improved.  It is in the application that the park has to be up to the city’s standards.  If we can wait on approving it we would like to so we can discuss further.

Consensus was made to postpone until next meeting.

3.  Approve Public Works Capital and Operating budgets for FY21.  (PW Manager Jacobson)

PW Manager Jacobson stated in total we are pretty much the same as last year.  For the electrical department we are requesting a reduction of about 1% due to less consumption.  For the water department we are asking in total for an increase of about 3.7% mainly due to increasing the maintenance on the mains and the depreciation on some new equipment.  For the sewer we are going down 2.4% which is mainly transferring labor and associated benefits to the water department.  Garbage we are increase 1.8% for the recycling subsidy.  Street department we are going up 1.2% due to payroll increase.  Total the budget compared to current year we are going down $7000.  We are falling within the range we like to keep everything so we are not looking at any type of increase for this year.

For the capital budget we are asking for $1.6 million.  Some of the major projects are $260,000 for the master lift upgrade, $100,000 new Service Center and cold storage building and an item that was approved back in 2018 $260,000 and the rest of the smaller projects which total up to the $1.6 million.

Commissioner Bishop motioned to approve the Public Works capital operating budget for 2021, seconded by Commissioner Magnuson.  Motion carried.

4.  Review and Award bids for 2021 Vehicle Purchase.  (Police Chief Hatcher)

Police Chief Hatcher stated he received bids from the three local manufacturers to replace the red 2007 Ford 500 vehicle.  The lowest bid is Miller Motors with a 2021 Dodge Durango at $26,329.  That is budgeted into the 2021 year and will be delivered then.

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

5.  Approve Engineering Committee Recommendations.  (Commissioner Gulmon)

Commissioner Gulmon stated the committee met with KLJ and Moore to discuss services and costs.  The committee recommends moving forward with KLJ/Moore for the City Engineering services.

Commissioner Bishop expressed his concerns that this nothing is changing and when this process started it was to have an individual that is separate from a firm.

Commissioner Erickson stated we were going to find an engineer that would not bid on the projects while they were the city engineer and we are not doing that right now.

President Carlsrud questioned if quality control and conflict of interest were discussed.

Commissioner Gulmon stated that he did not think they did but as stated previously all these professional firms have ethical standards to meet to uphold their licensing.  Over the years KLJ has been doing projects and if there would have been ethical issues they would have been brought up.  He also stated that we are getting enhanced services, two professional companies that can bring a lot of expertise and background to the community with planning and zoning, future growth opportunities, I think we’re getting a lot more.

Commissioner Gulmon motioned to enter into a contract with KLJ/Moore for engineering services and we continue to utilize Mike Blevins from Midwest Inspection Services for building inspections, seconded by Commissioner Magnuson.

Bishop-nay      Gulmon-aye     Erickson-nay    Magnuson-aye  Carlsrud-aye     Motion carried.

6.  Approve the NDDOT Urban Roads Project Submittal List for Fiscal Year 2022-2025 (KLJ)

Chad Petersen from KLJ presented a list of projects that are currently programmed through the NDDOT along with a location map.  There are three projects listed in 2021, due to some delays and challenges with the drainage project, that will be moved out to the 2022 fiscal year.  Also for 2022 is the slide area.  The mill and overlay project on west main and the frontage road can be planned to be moved to the 2023 season due to the work on the slide repair and drainage area may impact the work on the mill and overlay project.  At a previous meeting we talked about turn lanes for Petro, those were not included with that project.  Investigating different opportunities to fund that project we found we could make it eligible through the Urban Road program as a new project.  The recommendation is to modify the scope of work for 12^th Street North to expand the project to 8^th Ave and Winter Show Road for those turn lanes.  It increases the cost of the project by about $50,000 with about $40,000 being funded through Urban Road program.  Also programmed in 2022 is the 6^th Street NW project and in 2023 there are two reconstruction projects planned on 5^th St NW and 3^rd Street NE.  Both are prioritized on the Urban Roads program due to replace water mains.  In 2024 the city was able to secure funding through the Highway Safety Improvement Program on behalf of the Parks and Rec for flashing beacons at the crosswalk from Gaukler to the Bubble and from 4^th St SW by the Rec Center to provide a safe crossing.  It is recommended that these projects are approved for the 2022-2025 fiscal year.

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

7.  Approve City Administrator’s Review.  (President Carlsrud)

President Carlsrud stated he had sent out about 14 requests for information and about 10 returned.  His recommendation is to move forward as contracted.

Commissioner Gulmon stated in the 6 months Gwen has been here she has done a great job.  She has provided great leadership skills, empowers and supports staff which has improved morale she is very dedicated to success of staff and community and takes a common sense approach. She also does a lot of back ground work. We are fortunate to have her.

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

8.  Consider Emergency Orders 2020-02.4 and 2020-05.3 re extension of City COVID Plan.  (President Carlsrud)

President Carlsrud stated last month we extended and amended our emergency order to coincide with the state and Governor’s declaration and I propose we do that again.

City Attorney Martineck added the governor’s order was extended until the 8^th and the health department order for the mask mandate was extended until the 18^th.  As of right now the city’s order includes both the mask mandate and the large event regulations which goes until January 8^th.  At that point we can see if that is extended again by the state, if not I anticipate we would just extend the mask mandate until the 18^th at that time.

President Carlsrud stated at this time his proposal is to move forward and stay in concert with the state.

Commissioner Erickson asked if we had to go along with the state.

President Carlsrud responded that it is easier when there is one set of rules.

City Attorney Martineck stated if the city did not have a local order the state order would still apply.

Commissioner Gulmon moved to approve, seconded by Commissioner Carlsrud.

Gulmon-aye                 Erickson-nay                Magnuson-aye              Bishop-aye       Carlsrud-aye

9.  Approve Quote for Light Fixtures for the 2021 6th Street Reconstruction Project.  (Electrical Superintendent Senf)

Electrical Superintendent Senf stated he would like to keep them looking same.  They still have the fixtures, the bases changed but isn’t noticeable, I would like to order them.

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

City Administrator’s Report

City Administrator Crawford stated there are several things being worked on one being the pole counts. This is supposed to be done annually but has not been done for several years.  We have given Century Link our counts and are waiting to hear back from them.  There is also supposed to be a fee paid to the City annually but it looks like 2005 was the last time it was paid.

Metal is not to be dropped off at the recycling   center.  It is across the road from the landfill.

There were some issues figuring out occupancy for some of the buildings.  Next year when they do building inspection of fire inspection we will be adding the occupancy to our report.

City Updates & Commission Reports

City Attorney Martineck stated bids were requested for the land by the lagoons and the Transfer Station.  One bid was received and we entered into a contract with that person.  We previously were getting $25/acre but with the bidding process we were able to get $63.41/acre.

An RFQ was sent out for the 6^th Street project.  Four qualification statements were received and interviews were held last week.  We will prepare a report and present that at the next meeting. 

Finance Director Richter stated this is the last meeting of 2020 and we will be working on closing the books and start working towards the 2020 audit.  We have the field work scheduled the end of March and Gary has the inventory scheduled and he can report on that.

City Assessor Hanson wishes everyone Merry Christmas and Happy New Year.

PW Manager Jacobson stated the inventory count is scheduled for January 6^th.  Also, kudos to everyone in the office.  Earlier this week our merchandise accounts receivable has always had aging balances.  As of this week anything over a month old is zero.

Commissioner Magnuson stated the VCFD was filling food baskets tonight for those in need.

Police Chief Hatcher stated they were continuing to shop for the Santa Cops for Kids and hopefully delivering those the next week.

Chad Petersen from KLJ wished everyone a happy and safe holiday.  Also thanked everyone for the opportunities they’ve had working with the city this past year and look forward to it for 2021.

Commissioner Gulmon wanted to let the community know that the city is in a strong financial position.  We were able to maintain the mill levy for 2021 and have strong cash reserves.  Also, you may have seen Fargo and Grand Forks have been addressing certain restaurants that have been affected due to COVID.  After hearing that and visiting with Mayor Carlsrud and City Administrator Crawford, maybe we should set up a committee to see if there is something we can do to help some of these businesses that were affected.

Commissioner Erickson thanks the Public Works and all involved in the budgeting.  There is discussion that they may put out recycling drops at the new Handy Hardware.  Have a Merry Christmas and Happy New Year.

Commissioner Bishop wished everyone a safe and happy new year.  If you see the VCPD or VCFD wish them a happy holiday season as a lot of them will be working as we enjoy time with family.

Commissioner Magnuson wished everyone a Merry Christmas and Happy New.  Also would like to see a committee formed to help out these local businesses.

President Carlsrud stated they do have some information out on what could be done to help the local businesses and we have some information coming back to us.  Shout out to recycle.  There is a lot of cardboard this time of year and it’s really important to recycle that.  Thanks to Valley City and the greater Barnes County area.  In the 30 days the order was in place our numbers have went way down.  Our Public Works folks have been getting extra work done all over town with the fall we’ve had.  Appreciate the city crew too as they work on closing the year and beginning a new one. Thanks to the Commissioners for serving, it’s important to give back to the community. 

Meeting was adjourned at 6:09 PM

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

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

Others present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, PW Accountant/Manager Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ, City Assessor Hansen.

Approval of Agenda

Remove Consent Agenda A.

Approval of Minutes

Commissioner Bishop moved to approve the 10/20/2020 minutes seconded by Commissioner Magnuson.  Motion carried.

Proclamation

Shop Small Proclamation was read by President Carlsrud.

Approval of Consent Agenda

A.  Approve Chamber of Commerce Parade Permit. -Removed

Public Comments

There were no public comments.

Ordinance

1.  Approve first reading of Ordinance No. 1067, an Ordinance creating and enacting Section 19-01-08 of Valley City Municipal Code re penalty for violation of City emergency orders. (City Attorney Martineck)

City Attorney Martineck stated our emergency declaration ordinance lacks a penalty clause.  This would allow the city to enforce the emergency orders that are in place.  Recommendation violation of any emergency order now or in the future would be an infraction with a maximum penalty of $1,000.

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

2.  Approve first reading of Ordinance No. 1068, an Ordinance Amending and Reenacting Sections 8-06-07 and 8-06-12 of the Valley City Municipal Code, related to removal of stumps and renewal of licenses.  (City Attorney Martineck)

City Attorney Martineck stated it was recommended earlier this year that some changes be made to the ORD.  The first change would be when a tree is removed the stump has to be removed within three weeks.  There would be consequences for any licensed tree remover failed to comply.  They could lose their license, suspend or not renew for the following year.

Commissioner Bishop motioned to approve, seconded by Commissioner Erickson.  Motion carried.

New Business

1.  Approve Small Projects Funding for Oct. 1, 2020-September 30^th, 2021- $20,000. (Jennifer Feist)

Jennifer Feist stated we use these dollars to help pay for taxes and special assessments.  The balance is then used for new projects and a little bit of maintenance.

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

2.  Approve Resource Development Specialist – Funding Increase – $4,000.  (Jennifer Feist)

Jennifer Feist stated we typically secure for 3 years at a time.  This is the last year for that time frame and we would like an increase.  We will look at the next three years when we get a little closer to that time.

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

3.  Approve R&R Coordinator – Funding Increase – $10,000/year for two years.  (Jennifer Feist)

Jennifer Feist stated this is a recruiting and retention position.  This has been funded internally for the first two and a half years to make sure it is a valuable position and people would use it. It has proven very valuable and companies are wanting and needing.  We have had significant changes with the overhead, specifically we are adding healthcare benefits for this position.

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

4.  Consider Accepting Project No. UGP-SU-2-990(057), PCN 22043-CPR-Streetscape Phase I – Central Ave N.  (KLJ)

Chad Petersen from KLJ this project was completed in 2019.  A final review was completed last fall with the NDDOT and city representatives.  All work has been completed and as a final project close out for the NDDOT the city needs to accept the project.

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

5.  Consider Accepting Project No. SU-SS-2-990(053)057, PCN 21095 – Storm Sewer Improvement District No. 50 (KLJ)

Chad Petersen from KLJ stated this project was an NDDOT Urban Roads project finished in 2019.  A final inspection has been completed.  In order to close out the project we need the City to accept it.

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

6.  Approve City Engineer Selection Committee Final Report.  (City Administrator Crawford)

The City created a description of the proposed project and prepared a formal invitation to the firms that submitted.  The City determined that three were entitled to interviews based on the qualifications.  The firms were all asked the same questions and ranked based on the responses.  KLJ/Moore Partnership was ranked number one.  From here if approved the City commences with negotiations.  If we are unable to come to an agreeable contract we would move to the second party. 

Commissioner Erickson commented that he feels KLJ should be taken out of it for number 9 (regarding the willingness to forego submitting RFP/Q’s for City projects).  He feels there will be conflict of interest if they are the City Engineer and doing the projects.

Commissioner Magnuson stated he is finding it difficult to spend the money on any firm to hire as a consultant to tell us what needs to be done.  There is a way to request RFP/Q’s the same way we are doing on 6^th street.

Commissioner Bishop questioned if the building inspecting fees were passed on to the person building.

City Attorney Martineck stated the City recently passed a resolution allowing those fees to be passed on to the builder for commercial projects.  On residential we still see the costs.

Commissioner Gulmon motioned to approve, seconded by President Carlsrud.

Roll Call: Magnuson-aye          Bishop-nay      Gulmon-aye     Erickson-nay    Carlsrud-aye

Motioned carried.

Next steps will be to assemble a negotiation and set up a meeting with KLJ and Moore reps.

7.  Discuss Mask Plan Emergency Order.  (President Carlsrud)

President Carlsrud stated one of the discussions was going to be to address the penalty but that was already done so this can be a discussion for anything related to the mask mandate.

City Administrator Crawford commented on the committee that was formed for the large group events stating the committee is fine but the final decision should still be brought in front of the Commission.

President Carlsrud requested City Administrator Crawford develop a form based on the questions they have seen come through and see where it goes from there.

City Administrator Crawford also mentioned with the mandate that we can be stricter but not more lenient so with the Governors changes to the emergency we need to decide what we want to do.

Commissioner Gulmon motioned to follow the Governor’s order.

City Attorney Martineck stated he would draft an amendment to the emergency order.

Commissioner Erickson motioned to abide by the Commissioner’s orders and amend the agenda, seconded by Commissioner Bishop.  Motion carried.

President Carlsrud stated in a previous discussion it was mentioned partnering with City County Health on sharing expenses on the campaign for the masking but since that time we have the Governor’s order.  That has changed some of the necessity for the marketing.

Commissioner Bishop questioned if the Governor was going to help with the funding to advertise.

Finance Director Richter stated she was not aware of any additional funding being available.

President Carlsrud stated he support collaborating with the CCH but feels the numbers need to be reevaluated due to the recent changes.

8.  Discuss Liquor Licenses.  (Commissioner Magnuson)

Commissioner Magnuson stated he was asked due to the recent deduction in capacity and earlier closings if the City would be willing to waive the liquor license for the remainder of the year.

Commissioner Magnuson motioned to forgo the second half of the liquor licenses for bars and restaurants excluding off sales, Commissioner Gulmon seconded.

President Carlsrud asked if there was any thought regarding as previously mentioned waiving a portion.

Commissioner Magnuson amended his original motion to reflect waiving half of the second installment, seconded by Commissioner Gulmon.

Motion passed.

9.  Approve Preliminary Engineering Reimbursement Agreement with NDDOT (Project No. NHU-2-094(175)928, West I-94 Business Loop hill slide).  (City Administrator Crawford)

City Administrator Crawford stated the cost will be about $1 million broken down as $809,300 federal, $90,700 state and our local share would be $100,000.  We have to sign the agreement going forward stating we will take care of our local share.  If we backed out of the agreement we would be responsible for the DOT share along with our portion.

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

10.  Approve Tobacco Permit for Loves Travel Stop & Country Stores, Inc.  (Finance Director Richter)

Finance Director Richter stated we are allowed to have 14 tobacco licenses in town, Love’s would be the 14^th due to Shopko closing.  They have submitted the application but no payment.

Commissioner Magnuson motioned to approve pending payment, seconded by Commissioner Gulmon.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated evaluations will be completed on the anniversary dates of the employees.

Tina is working on a recycling campaign.

December 15^th the metal recycling bin will be moved across from the City Dump.

City Updates & Commission Reports

Public Works Manager Gary Jacobson sated he will be setting up meeting with the portfolio holders for the Public Works budget so that can be on the Finance agenda.

Police Chief Hatcher stated Brandi has been out and about, there have been a lot of vehicles out on the street and she is working on getting them cleaned up.  Several of the big projects we have had are getting cleaned u, some of the other properties are coming up on their 30 days so we will be counting on the city crew to help with those if needed.  If you see junk piling up on the street or properties give the Police Department a call.

Commissioner Gulmon thanked Theresa and staff at City County Health for providing the assistant to the community and council for us.  Wishing everyone a Happy Thanksgiving.

Commissioner Erickson commented for everyone to be safe and wear your mask.

Commissioner Bishop wishing everybody a happy and blessed Thanksgiving and stated to be safe. 

Commissioner Magnuson stated to have blessed Thanksgiving and wear your mask.  We still have some beautiful days so get out and walk.

Mayor Carlsrud thanked the cities and employees for their efforts in regards to the mask mandate. Thanksgiving is coming, be safe.  Household spread is one of the biggest downfalls we have.  Make sure you take the cautions that are available to you.

Meeting was adjourned at 6:50 PM