The City Commission Meeting began on Tuesday, October 20th, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2^nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

Others present: City Administrator Crawford, City Attorney Martineck, Deputy Auditor Klein, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Magnuson moved to approve the October 6 and October 12, 2020 Meeting minutes seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

1. Approve Application to Block off Street Request from JE Dunn Construction for the dates of 11/2/2020-11/6/2020 on Viking Dr. SW, from 4^th Ave SW to VCSU Student Center Drive Way for the Center for the Arts Underground utilities.

• Approve Raffle Permit for North Dakota Hereford Assn. for the date of 12/5/2020 held at the North Dakota Winter Show.

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

Public Comments

There were no public comments.

New Business

1. Form Selection Committee for City Engineering/Planning Services (RFQ).  (City Administrator Crawford)

City Administrator Crawford stated we have three companies that turned in for an RFQ.  Before we can set time lines we need to form a committee.  City Administrator Crawford stated she and Operations Superintendent Klemisch would be on the committee, City Attorney Carlsrud recused himself, President Carlsrud, Commissioner Erickson, Commissioner Gulmon, Commissioner Magnuson and Commissioner Bishop all stated they would like to be on the committee.  Discussion also took place inviting Dan Bernhardt and/or Lance Coit to fill spots.

Commissioner Gulmon made a motion to form the committee as mentioned inviting Dan and if Dan declines invite Lance, seconded by Commissioner Erickson.  Motion carried.

• Consider Final Review and Acceptance for Paving Improvement District No. 121. (KLJ)

Chad Petersen from KLJ stated the seal coat was completed in June satisfactorily and we are working on the final review and acceptance.

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

City Administrator’s Report

City Administrator Crawford stated she received an email from Love’s and there is an issue with the weather and the asphalt plant shutting down.  We are evaluating our options. 

5^th Ave NW has issues between driveways and sidewalks but we want to get the first layer down.  There is a meeting tomorrow for our game plan.

Today was the first meeting on the I-94 landslide.  In 2021 they will lay out the plans and in 2022 would be the project. 

We realized the emergency flood protocols that are currently in place are great but we also realized we don’t have protocols in place for anything else really so we are working on that.

City Administrator Crawford also stated she did a ride along with Brandi from the PD and the crew from the North sanitation route.  It was beneficial to see firsthand the process and the issues these employees are facing.  With the upcoming snow there are vehicles that need to be moved.  The sanitation crew wanted to commend Bob for the work he did on getting several of the branches cleaned up.  An issue they also have is yards that have the wooden garbage holders.  Sometimes in order to get the can out you have to lift them really high and they can be heavy.

President Carlsrud thanked Gwen and added that on his walks he sees lots of cardboard and encouraged everyone to recycle.  If it is recycled it pays for itself but if it goes to the garbage we pay to have it removed.

City Updates & Commission Reports

City Attorney Martineck reported we had 2 applications for the City Planner/Building Inspector position.  We will be reviewing those in conjunction with the RFQ process.

Chad Petersen from KLJ updated on Streetscape Phase II that bids were open by the DOT last week and will have more information at the November Finance/Commission meeting.  Strata was the low bid at $2,197,000, the Engineering estimate was around $2,180,000.  More will be presented at the next meeting so a decision can be made.

Chad Petersen from KLJ provided an update on the 5^th Ave project.  Two blocks of curb and gutter are complete with three more to go.  The sidewalk work is happening and if not already complete the electrical is almost completed up to 12^th St.  Completion date is set for October 16^th but will likely extend beyond that but shouldn’t be by much.

Commissioner Gulmon stated in regards to the COVID situation it would be best if all citizens do our part.  Wear masks and encourage businesses to ask customers to wear masks.  We need to step up and do a better job.

Commissioner Bishop continued off of Commissioner Gulmon’s statement stating he knows firsthand as he is in quarantine now due to being in close contact. 

Mayor Carlsrud reported he was on a call with the Governor and City Mayors and they were calling it a COVID storm due to the escalation.  We are at about 41/10,000 active cases.  We’ve been doing a good job, we were down to about 25 a week ago.  We need to rededicate ourselves to doing the right thing.  Kudos to the Public Schools and University along with their employees represent around 2,750 people.  Infections in that group are in the range of 20.  The school systems are doing a great job and part of that is because they are wearing masks everywhere.

It’s simple, social distance, wash your hands, practice good hygiene and wear a mask when you can’t social distance.  Business owners and operators, Fargo is afraid this could move them to red down the road and we don’t want to go there.  I invite you to put signs on your door and when you can’t social distance put your mask on.  I don’t know how many can afford to be shut down again but I don’t want to see it.  Please help and respect the signs on the doors.

Meeting was adjourned at 5:24 PM

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

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

Others present: City Attorney Martineck, Deputy Auditor Klein, Fire Chief Magnuson, Police Chief Hatcher, PW Accountant/Manager Jacobson. 

Chad Petersen from KLJ and Jennifer Feist VCBCDC Director via Zoom.

Public Hearing

1. Open Public Hearing regarding the application for Rocking DD Properties for rehab of 358    North Central Avenue relating to the Main Street Program.  (Finance Director Richter)

President Carlsrud declared the Public Hearing open.

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

New Business

1.  Discuss Wick/Secarse Storm Drainage.  (City Administrator Crawford)

 Discussion took place and KLJ will draw up an estimate.

2.  Status update on Waterfront Meadows Infrastructure Installation.  (KLJ)

Chad Petersen from KLJ provided an update.

3.  Discuss Barnes Rural Water District Agreement Renewal.  (City Administrator Crawford)

Commissioner Bishop motioned to go with the water consumption charge that is presented, seconded by Commissioner Gulmon. Motion carried.

Meeting adjourned at 5:44 PM

The City Commission Meeting began on Tuesday, October 6th, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2^nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

Others present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, City Assessor Hansen, PW Accountant Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ, Mike Opatz from Houston Engineering.

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Erickson moved to approve the September 15^st, 2020 Commission Meeting minutes seconded by Commissioner Magnuson.  Motion carried.

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 $1,514,647.38
3. Approve Block off Street Request on Central Ave S from 3^rd St S to 4^th St S and 3^rd St SW from Central Ave to 2^nd Ave SW for Connect Church Trunk or Treat event held on October 31, 2020 from 3:00 PM – 6:00 PM.

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

Public Comments

There were no public comments.

Public Hearing

PH 1.  Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Paving Improvement District No. 116 Central Avenue N. (Finance Director Richter)

President Carlsrud declared the public hearing open.

Finance Director Richter stated the Special Assessment Commission met on September 21^st and approved the Special Assessments as presented.  We are assessing out for 10 years at a 2.5% rate.

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

Approve Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 116 Central Ave N.

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

PH2.    Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Storm Sewer Improvement District No. 50 (Finance Director Richter)

President Carlsrud declared the public hearing open.

Finance Director Richter stated this public hearing was also held on the 21^st.  Several property owners attended via Zoom.  We are financing this with the Clean Water State Revolving Loan funds through the Bank of North Dakota.  This will be a 20 year assessment with a 2.5% interest rate. 

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

Approve Special Assessments as recommended by the Special Assessment Commission for Storm Sewer Improvement District No. 50.

Commissioner Magnuson made a motion to approve, seconded by Commissioner Gulmon.

Discussion took place.  Commissioner Gulmon commented that it appeared the property owners would be assessed about 32%.  Finance Directory replied it was more like 35% of the local share and $.32 per sq. ft.  The way it is set up now we will be taking $880,000 out of the R&R fund.  If we take any additional out of the fund will delay future projects.

Roll Call: Bishop-nay         Magnuson-aye           Gulmon-aye           Erickson-nay             Carlsrud-aye. Motion carried.

Ordinance

1. Approve second and final reading of Ordinance No. 1064, an ordinance to adopt and enact Section 1-01-16 of the Valley City Municipal Code related to cooperative purchasing.  (City Attorney Martineck)

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

• Approve second and final reading of Ordinance No. 1065, an Ordinance Adopting 2021 City Budget. (Finance Director Richter)

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

Resolutions

1.   Approve Resolution No. 2260, a resolution to advertise for bids for farm lease.

Commissioner Bishop motioned to approve, seconded by Commissioner Erickson.

City Attorney Martineck stated this was discussed before and there was question regarding the land value.  We have since added documentation from City Assessor Hansen regarding what that value is in order to make an informed decision on what the minimum bid should be.

City Assessor Hansen stated per the soil surveys that land is a higher valued land but there are some drainage issues.

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

2.   Approve Resolution No. 2263, a resolution amending Master Fee Schedule regarding building permit fees.

City Administrator Crawford stated it is about adding the words back on about the use of outside consultants for plan review, inspections, or both, including administrative and overhead costs: Actual cost.

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

New Business

1.  Consider Visitors Committee recommendation for Image Enhancement Grant for Micaiah’s Studio of Ballet & LivFit Fitness LLC in the amount up to $955 for exterior signage.  (Mary Lee Nielson)

Visitor’s Committee Member Nielson stated the Visitor’s Committee and unanimously recommend giving this grant to Micaiah’s Studio of Ballet.  This is located on Central Ave. and will help dress it up.

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

2.  Consider Final Review and Acceptance for Permanent Flood protection Phase 2. (KLJ)

Chad from KLJ stated Phase II is the portion along Main.  This work was substantially completed in 2019.  There were a few items that were finished July of 2020.

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

3.  Consider Accepting Certificate of Substantial Completion for Permanent Flood Protection Phase 2A & 3. (KLJ)

Chad from KLJ Phase 2A & 3 were considered substantially complete on August 11^th, 2020.  This allows us to reduce retainage in the contract.

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

4.  Consider Quotes for Upgrading the Video Conferencing System in the Chambers.  (City Administrator Crawford)

City Administrator Crawford stated we received quotes for new video conferencing systems.

City Attorney Martineck said we received two quotes.  One was from Site on Sound from Fargo and that came in around $43,000.  I’m asking the Commission to reject that due to it being out of the budget.  The other was came in around $24,000.

Commissioner Gulmon motioned to approve, seconded by Commissioner Bishop.

Commissioner Bishop questioned analog stated in the quote versus digital.  Would like clarification on the quality prior to moving forward.

Motion carried.

5.  Approve moving forward with the Fire Hall addition and to explore financing options.

City Administrator Crawford stated we need to start taking steps forward.  We need the Commission to give Finance Director Richter the okay to explore financing options. 

Finance Director Richter advised she spoke with Tyler Marthaler, the Commercial Loan Officer for Dacotah Bank and he will speak with the Bank of North Dakota to make sure there are no glitches with using GSA.  After we hear from him the next step will be going to the Development Corporation to see if we qualify for the Flex Pace program.  Finance Director Richter requested clarification on the vote, if we are voting on signing a contract with GSA or voting to continue exploring the options.

Commissioner Bishop motioned to move forward with the bullet points outlined in City Administrator Crawford’s paper, seconded by Commissioner Erickson.  Motion carried.

6.         Discuss the Crestwood Hillside slide.  (KLJ)

Chad Petersen from KLJ stated this area has been an issue for the City for a number of years.  This last spring this was identified by the ND Department of Emergency Services as a possible project.  We will be going up there to see what options are available and see if we can move forward. 

City Administrator’s Report

City Administrator Crawford stated she would like to add “Discuss Wick/Secarse Storm Drainage” to the upcoming Special Meeting.

We realized the emergency flood protocols that are currently in place are great but we also realized we don’t have protocols in place for anything else really so we are working on that.

Also working on the Rural Water rates.

City Updates & Commission Reports

City Attorney Martineck reported he put out an advertisement for an in house Building Inspector/City Planner which closes on October 16^th.  Also did an RFQ which will close on October 20^th.

Finance Director Richter reported there is a Special Meeting scheduled for Oct. 12^th at 5:00 PM to have a Public Hearing on a Main Street Improvement Grant along with some additional items.

Fire Chief Magnuson reported that it is Fire Prevention Week.  Due to COVID we were not allowed in schools so we created a video and posted it to social media.  Fire Chief Magnuson also thanked his crew and their employers and family that allow them to leave to protect the community.

Police Chief Hatcher reminded everyone that the Battle of the Badges Blood Drive begins on Tuesday and to vote Team Law.

Chad Petersen from KLJ provided an update on the 5^th Ave project.  Two blocks of curb and gutter are complete with three more to go.  The sidewalk work is happening and if not already complete the electrical is almost completed up to 12^th St.  Completion date is set for October 16^th but will likely extend beyond that but shouldn’t be by much.

Commissioner Erickson extended his thanks to Jeff Differding for his many years of service.

Commissioner Gulmon reported the 2021 budget was approved and we are projecting our goal of cash reserves to remain at the 30%.  Great job on the Fire Department video.  Great job to Avis and the team on the budget.

Commissioner Bishop thanks the Street Department for the good job they did on clean up week.  They were pulled in all directions with the water main breaks

Commissioner Magnuson requested people get out, walk around and police your community.  We have a beautiful community, let’s keep it that way.  Shout out to Jeff Differding for all the great work he has done and to his successor, Clint, he will do a great job as well.  Vote Fire.

Mayor Carlsrud gave a shout outto City Administrator Crawford for receiving her City Auditors certification.  Thank you to all of those that are scurrying to get everything done before the cold weather comes.  Shout out to Jeff Differding, may you have a long, healthy retirement.  Thanks to the folks that are trying to fill his shoes.  We look forward to working with you too.

Meeting was adjourned at 6:00 PM.