02/04/2020 City Commission Minutes

Tuesday, February 4, 2020

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

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

Others Present: City Attorney Martineck, City Auditor Richter, City Assessor Hansen, Public Works Accountant Jacobson, Building/Fire Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen and Chris Bakkegard from KLJ.

Introduction of ND Winter Show Manager Tesa Klein

Tesa Klein introduced herself. Klein invited military and emergency responders to an appreciation night (Friday night rodeo).

Introduction of NDDOT Director Bill Panos

Senator Robinson introduced NDDOT Director Bill Panos to the City Commission. Panos discussed the NDDOT funding, ND Driver’s License and Vision Zero initiatives. Panos discussed the NDDOT funding that is scheduled for the Valley City/Barnes County area.

Approval of Agenda – Addition of Consent D, N6

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the January 21, 27 and 29, 2020 meetings, seconded by Commissioner Powell. 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 $1,977,985.85
  3. Approve Raffle Permit for Ducks Unlimited Barnes County Chapter, Valley City High School Music Boosters
  4. Approve Raffle Permit for Valley City Chamber of Commerce

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

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2240, a Resolution to Designate Authorized Representative for the City of Valley City as a Member of Missouri Basin Municipal Power Agency dba Missouri River Energy Services

Public Works Accountant Jacobson stated President Carlsrud will serve as the primary representative to MRES on behalf of the City of Valley City. Commissioner Bishop moved to approve Resolution No. 2240, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Resolution No. 2241, a Resolution Declaring Necessity for Paving Improvements  in Paving Improvement District No. 120 (NDDOT Project# UGP-2-999(051), PCN 22280), a mill and overlay project on Central Avenue S

Chad Petersen from KLJ stated that 10% of the mill and overlay portion of Streetscape II will be special assessed to property owners. This resolution will begin the 30 day protest period and a public meeting will be scheduled.

Commissioner Magnuson moved to approve Resolution No. 2241, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2242, a Resolution Declaring Necessity for Paving Improvements in Paving Improvement District No. 121 (2020 Seal Coat)

Chad Petersen from KLJ reviewed locations for the 2020 seal coat. Commissioner Bishop moved to approve Resolution No. 2242, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2243, a Resolution Authorizing the Public Works cash transfer to remove the Negative balances of $428,283 in the street department, and $629,777 in the water department

Public Works Accountant Jacobson stated the transfer from the Electric Department to the Street Department will cover deficits primarily from increased snow removal expenses and decrease in highway tax receipts. Jacobson stated 10% has been previously transferred so this is within the maximum 20% transfer.

Jacobson stated the Water Department deficits are primarily due to issues at the Water Treatment Plant. These have leveled off and a rate increase has been done to help cover the deficit. The transfer will be from the Sewer Department.

Commissioner Powell moved to approve Resolution No. 2243, seconded by Commissioner Erickson. The motion passed unanimously.

New Business

Approve capital lease of Elgin Pelican Street Sweeper for five years with annual payment of $43,068.00 from Sanitation Products

Public Works Accountant Jacobson stated this lease will replace a 2013 sweeper. Replacements are planned every 5-7 years for the sweeper. The capital lease with option to buy is included in the capital budget. Commissioner Powell moved to approve, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve underground primary wire bid from Resco in the amount of $23,606

Public Works Accountant Jacobson presented the request for 2020 underground electric projects. Commissioner Erickson moved to approve the bid, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Renaissance Zone Authority Board recommendation for 5 year income tax exemption for tenant, Bridge City Dentistry at 239 2nd Avenue NW and designate it as VC-122

Emma Tufte reported this application was previously approved by the Renaissance Zone Authority Board. Commissioner Erickson moved to approve the recommendation, seconded by Commissioner Powell. The motion passed unanimously.

Approve Agreement for Long-Term Temporary Highway Closure with NDDOT

City Auditor Richter reported this is an ongoing agreement with the NDDOT so that the City can close roadways with 48 hour notice. Commissioner Bishop moved to approve the agreement, seconded by Commissioner Erickson. The motion passed unanimously.

Consider Approving the Urban Roads Project Submittal List for Fiscal Year 2021-2024

Chad Petersen from KLJ stated the submittal list has been amended to allow for a reconstruction project on 6th Street NW and 5th Street NW because these projects require watermain improvements. Prior submissions had been for a mill & overlay only. This is an annual submission.

Commissioner Powell moved to approve, seconded by Commissioner Bishop. The motion passed unanimously.

Approve change to 2020 Board Calendar

President Carlsrud requested a date change for the March 17, 2020 City Commission meeting to March 18, 2020. Commissioner Erickson moved to approve, seconded by Commissioner Magnuson. The motion passed unanimously.

City Updates & Commission Reports

City Attorney Martineck reported the City Administrator position has been posted with a deadline of March 6, 2020. President Carlsrud will ask for consideration regarding the screening and/or selection committee at the next Commission meeting.

City Auditor Richter reported a request to add quarterly Commission topics to the finance agenda and a request to start the meetings at 2:30 PM for March, June, September and December 2020.

Fire Chief Magnuson reminded the public that the river is not safe. College athletes will be cleaning out fire hydrants, to request assistance call 845-7161.

Commissioner Bishop thanked the Street Department for widening streets and corners.

President Carlsrud thanked City employees for work.

Adjourn

Meeting was adjourned at 5:52 P.M.

01/27/2020 & 01/29/2020 Special City Commission Minutes

Special Valley City Commission Proceedings

Tuesday, January 27, 2020

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

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

Others Present: City Attorney Martineck, Fire Chief Magnuson, Police Chief Hatcher.

Resolution

Approve Resolution No. 2239, a Resolution Declaring Slum and Blighted Area – North Dakota Main Street Program sponsored by South Central Dakota Regional Council

Jennifer Feist asked for approval to designate a specific area in Valley City for the Main Street Program, which meets the federal definition of slum and blight area. This is a 10 year program that is limited to exterior of building. In 2020, $160,000 has been allocated for our region. Maximum award: $40,000. Deadline for application is January 31. Scoring & ranking committee will review applications from region to make awards. Release of funds notice required prior to construction.

A revised map included in packet.

City Attorney Martineck as part of the process, the City is required to make an inventory of the properties within the area. The inventory reports have been completed but the percentage needs to be reviewed by the Building Inspector.

City Attorney Martineck recommended that the Commission recess until Wednesday, January 29 at 12:30 PM to take final action on this item.

Commissioner Powell asked why the area can’t be extended until 4th Avenue SE. Feist stated the current area has been reviewed and expects it to be accepted by the state.

No action was taken.

Approve Resolution No. 2238, a Resolution of Sponsorship – Rocking DD Properties grant application for rehab of 358 North Central Avenue

City Attorney Martineck introduced the application, which is part of the Main Street Program. Diane Hochhalter requested the City to serve as Sponsor for the project at 358 North Central Avenue.

Approval of this item hinges on the report for Resolution No. 2237 and will be included in the Wednesday meeting. No action was taken.

New Business

Approve City Administrator job description and authorize advertising for position

City Attorney Martineck reported substantive changes include education and experience requirements; added public information officer duties to this position description. City Auditor Richter, President Carlsrud, Commissioner Magnuson, City Attorney Martineck served on the committee. Martineck plans to advertise locally and regionally for this position.

Commissioner Bishop inquired if a City Administrator is needed. City Attorney Martineck per city ordinance a City Administrator is required.  The focus was on this position as a Project Manager/Engineer is a separate item.

Commissioner Magnuson moved to approve the job description and authorize advertising, seconded by Commissioner Powell.

Roll Call: Commissioner Magnuson – aye; Commissioner Powell – aye; Commissioner Erickson – aye; Commissioner Bishop – nay; President Carlsrud – aye. Motion carried.

Commissioner Magnuson moved to recess until Wednesday, January 29, 2020 at 12:30 PM seconded by Commissioner Bishop. The motion passed unanimously.

 

Meeting recessed at 5:15 PM.

Special Valley City Commission Proceedings Resumes

Wednesday, January 29, 2020
12:30 PM

President Carlsrud called the meeting to order at 12:30 PM on January 29, 2020 to resume the Special Valley City Commission meeting from January 27, 2020.

Members present: Commissioner Bishop, Commissioner Erickson, Commissioner Magnuson (at 12:31 PM).

Members absent: Commissioner Powell.

Others present: City Auditor Richter, City Attorney Martineck, Police Chief Hatcher, Fire Chief Magnuson.

Approve Resolution No. 2239 2238, a Resolution Declaring Slum and Blighted Area – North Dakota Main Street Program sponsored by South Central Dakota Regional Council

City Attorney Martineck reported he met with Building Inspector Andersen. The City meets the criteria to declare the area as a slum and blighted area. Twenty-six percent of the buildings within the district meet the criteria. City Attorney Martineck recommends approval. Martineck reported that for administrative purposes, the resolution numbers have been switched.

Commissioner Bishop moved to approve Resolution No. 2238, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2238 2239, a Resolution of Sponsorship – Rocking DD Properties grant application for rehab of 358 North Central Avenue

City Attorney Martineck stated this resolution was tabled until after the program was approved. There are no city funds required. Commissioner Magnuson moved to approve Resolution No. 2239, seconded by Commissioner Erickson. The motion passed unanimously.

Adjourn

Meeting adjourned at 12:34 PM.

01/21/2020 Commission Minutes

Valley City Commission Proceedings

Tuesday, January 21, 2020 5:00 PM

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

Members present: Commissioner Bishop, Commissioner Erickson, Commissioner Powell (arrived at 5:05 PM).

Members absent: Commissioner Magnuson.

Others present: City Attorney Martineck, City Auditor Richter, City Assessor Hansen, Public Works Accountant Jacobson, Building Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Proclamation

President Carlsrud read the Proclamation declaring January 26 – February 1 as Catholic Schools Week.

Approval of Agenda – Removal of R6 (a & b)

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the January 7, 2020 meeting, seconded by Commissioner Erickson. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for Sheyenne Valley Friends of Animals, Valley City High School Music Boosters

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

Public Comments

President Carlsrud read a question: “Is the City hauling snow out of town?”

Commissioner Powell arrived at 5:05 PM.

Resolution

Refinancing of 2008 Bonds by Essentia Health

  1. Approve Joint Powers Agreement by and among Cass County, cities of Jamestown, Wahpeton, and Valley City, North Dakota for Issuance of Revenue Bonds under Municipal Industrial Development Act
  2. Approve Resolution No. 2229, a Resolution Approving the Issuance of Bonds by Cass County, North Dakota on behalf of Essentia Health and its Affiliates under the Municipal Industrial Development Act

Commissioner Bishop moved to approve R1a and R2a, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2230, a Resolution Approving the Replat of Lots 2 Through 17, Walkers Addition

City Attorney Martineck stated this area is south of the former City Auditorium. The purpose of the replat is to reflect the north 10’ of those lots that are currently occupied by 4th Street SW. The land is owned by the City, Parks & Rec, and the University. Planning & Zoning Commission recommends approval. Chad Petersen from KLJ stated the intent is to build [permanent flood protection] on the between the street and the sidewalk.

Commissioner Bishop moved to approve Resolution No. 2230, seconded by Commissioner Powell. The motion passed unanimously.

Approve the following Resolutions for 2020 Valley City Public Works utility rate increase

  1. Resolution No. 2231, a Resolution Establishing Electric Utility Rates
  2. Resolution No. 2232, a Resolution Establishing Water Utility Rates
  3. Resolution No. 2233, a Resolution Establishing Sewer Utility Rates

Public Works Accountant Jacobson stated the last rate increase was done in 2016. The Water Department has an ongoing deficit and a 9% increase is recommended. Electrical and Sewer departments are at 2% profit margin and asking for 3% increase for Electrical Department and 4% increase for Sewer Department.

The average increase is $5.86 per residential customer. Commissioner Powell moved to approve Resolutions No. 2231, 2232, 2333; seconded by Commissioner Erickson. The motion passed unanimously.

Approve the following Resolutions for Paving Improvement District No. 120

  1. Resolution No. 2234, a Resolution Creating Paving Improvement District No. 120 (NDDOT Project# UGP-2-999(051), PCN 22280), a mill and overlay project on Central Avenue S
  2. Resolution No. 2235, a Resolution Approving Engineers Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Paving Improvement District No. 120

Chad Petersen from KLJ stated special assessment district is only for mill & overlay portion of Streetscape II. The last paving improvements was in 2002 for seal coat and last surfaced in 1979.

Commissioner Bishop moved to approve Resolutions No. 2234 & 2235, seconded by Commissioner Erickson. The motion passed unanimously.

Approve the following Resolutions for Paving Improvement District No. 121

  1. Resolution No. 2236, a Resolution Creating Paving Improvement District No. 121 (2020 Seal Coat)
  2. Resolution No. 2237, a Resolution Approving Engineers Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Paving Improvement District No. 121 (2020 Seal Coat)

Chad Petersen from KLJ reported the corridors included received overlays in 2017-2018. The goal is to provide a seal coat within 2-3 years. The estimated cost is $259,000 paid by Special Assessments ($172,000) and the R&R Fund ($86,000).

Commissioner Bishop moved to approve Resolutions No. 2236 & 2237, seconded by Commissioner Powell.

Removed: Approve the following Resolutions for grant application – North Dakota Main Street Program sponsored by South Central Dakota Regional Council

  1. Resolution No. 2238, a Resolution of Sponsorship
  2. Resolution No. 2239, a Resolution Declaring Slum and Blighted Area

New Business

Approve Construction Engineering Contract for 5th Avenue NW Reconstruction Project in an amount not to exceed $339,500.00  (Paving Improvement District No. 118; Sanitary Sewer Improvement District No. 65; Storm Sewer Improvement District No. 53; Watermain Improvement District No. 101)

Chad Petersen from KLJ stated the lighting has been removed from the contract. VCPW will provide options for lighting at the February finance meeting. There is minimal construction engineering for the lighting with the City installing it. The preliminary schedule calls for construction to start in mid-April and be completed in October. The south half will be completed first; and then the north half will be completed. A pre-construction meeting will be held with the public.

Commissioner Powell moved to approve the construction engineering contract, seconded by Commissioner Bishop. The motion passed unanimously.

Consider purchase of EZ-Screen 1200XLS in the amount of $45,898.79 for the screening of compost

Public Works Accountant Jacobson stated this purchase was included in the capital budget. Rental of a machine is ½ the cost to outright purchase a machine.

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

Approve Gaming Site Authorization for North Dakota Winter Show at the North Dakota Winter Show Event Center

City Auditor Richter stated this request is through June 30, 2020. Commissioner Bishop moved to approve the gaming site authorization, seconded by Commissioner Erickson. The motion passed unanimously.

Public Comments

Public Works Superintendent Differding stated that snow is being dumped by the Old Mill; 5th Avenue NE and at the Industrial Park.

Approve 2020 updates to the Employee Policy & Procedure Manual

City Attorney Martineck asked for adoption of the Employee Policy & Procedure Manual retroactive to January 1, 2020. Martineck reviewed changes to the following sections:

  • Sick Leave Conversion, Sick Leave Payback, and Sick Leave Payment Upon Termination
  • Background checks
  • Use or Abuse of Alcohol and Other Drugs
  • Policy Review and Change

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

City Updates & Commission Reports

City Attorney Martineck stated the Transition Team will be meeting to discuss the City Administrator position with plans to advertise next week.

Building Inspector Andersen has received calls regarding snow removal. Andersen reminded that it is illegal to push snow into the street. Andersen stated the City will address corner visibility issues as they have time.

Commissioner Powell thanked the snow removal crew.

President Carlsrud asked the public to be respectful to others.

Adjourn

Meeting was adjourned at 5:33 PM.

02/18/2020 City Commission Agenda

Tuesday, February 18, 2020
5:00 PM

Call To Order
Roll Call
Pledge of Allegiance (Please Stand)
Approval of Agenda

Approval of Minutes

Minutes from February 4, 2020 meeting

Approval of Consent Agenda

  1. Approve Raffle Permit for Dakota Plains Ag

Roll Call:          Erickson          Powell              Magnuson        Bishop             Carlsrud

Public Comments

Attorney General’s “A Citizen’s Guide to North Dakota Open Records & Open Meetings Laws” *A member of the public does not have the right to speak to the governing body at an open meeting.  The public is only entitled to see and hear what happens at a meeting, and to record or broadcast those observations.

  • No personal attacks to persons present or not
  • No inflammatory language used during time that you have the platform
  • 5 minute maximum or as directed by the chair
  • Thank you for participating in City Government.

Resolution

  1. Approve Resolution No. 2244, a Resolution Approving Final Plans, Specifications, and Estimate of Probable Costs and Authorizing Engineer to Advertise for Bids for Streetscape II (NDDOT Project No. UGP-2-999(051), PCN 22280) and Paving Improvement District No. 120 (KLJ)

    Roll Call:          Magnuson        Powell              Bishop             Erickson          Carlsrud
  2. Approve Resolution No. 2245, a Resolution Approving Final Plans, Specifications, and Estimate of Probable Costs and Authorizing Engineer to Advertise for Bids for Paving Improvement District No. 121 (2020 Seal Coat) (KLJ)

    Roll Call:          Powell              Erickson          Magnuson        Bishop             Carlsrud

New Business

  1. Approve Conditional Use Permit Application filed by CEI Engineering & Associates, Inc. for Love’s Travel Stop & Country Store (City Attorney Martineck)
    Roll Call:          Bishop             Magnuson        Erickson          Powell              Carlsrud
  2. Approve Recommendations from the Visitors Committee (City Auditor Richter):
    • Recommendation to include and/or amend a 12 month deadline to use funds with an option for a 6 month extensions for the Image Enhancement Grant, Image Enhancement Grant for Historic Buildings, and the Food & Beverage Grant
    • Recommendation to implement the deadlines as presented for outstanding projects including Wild Prairie Bakery, Brockopp Brewing, Ivy Real Estate, Chamber of Commerce – Rosebud

      Roll Call:          Erickson          Bishop             Magnuson        Powell              Carlsrud
  3. Approve recommendation to purchase receiver boxes for Transfer Station (Sanitation Department Head Swart)
    Roll Call:          Bishop             Powell              Magnuson        Erickson          Carlsrud
  4. Approve recommendation to accept bids for pickup for Transfer Station (Sanitation Department Head Swart)
    Roll Call           Magnuson        Powell              Erickson          Bishop             Carlsrud
  5. Approve Gaming Site Authorization for VC Eagles Aerie 2192 at North Dakota Winter Show February 29 – March 7, 2020 (City Auditor Richter)
    Roll Call:          Erickson          Magnuson        Powell              Bishop             Carlsrud
  6. Approve Change for 2020 Board Calendar for March 3, June 2, September 1 and December 1 Finance Meetings to begin at 2:30 PM (City Auditor Richter)
    Roll Call:          Powell              Erickson          Bishop             Magnuson        Carlsrud
  7. Consider plan for City Administrator screening and interviews (President Carlsrud)
    Roll Call:          Bishop             Powell              Magnuson        Erickson          Carlsrud

City Updates & Commission Reports
Adjourn

02/04/2020 City Commission Agenda

Tuesday, February 4, 2020
5:00 PM

Call To Order

Roll Call

Pledge of Allegiance (Please Stand)

Introduction of ND Winter Show Manager Tesa Klein

Approval of Agenda

Approval of Minutes

Minutes from January 21, 27, and 29, 2020 meetings

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 $                      
  3. Approve Raffle Permit for Ducks Unlimited Barnes County Chapter, Valley City High School Music Boosters

Roll Call:          Powell              Bishop             Erickson          Magnuson        Carlsrud

Public Comments

Attorney General’s “A Citizen’s Guide to North Dakota Open Records & Open Meetings Laws” *A member of the public does not have the right to speak to the governing body at an open meeting.  The public is only entitled to see and hear what happens at a meeting, and to record or broadcast those observations.

  • No personal attacks to persons present or not
  • No inflammatory language used during time that you have the platform
  • 5 minute maximum or as directed by the chair
  • Thank you for participating in City Government.

Resolution

  1. Approve Resolution No. 2240, a Resolution to Designate Authorized Representative for the City of Valley City as a Member of Missouri Basin Municipal Power Agency dba Missouri River Energy Services (Public Works Accountant Jacobson)

    Roll Call:          Bishop             Erickson          Magnuson        Powell              Carlsrud
  2. Approve Resolution No. 2241, a Resolution Declaring Necessity for Paving Improvements  in Paving Improvement District No. 120 (NDDOT Project# UGP-2-999(051), PCN 22280), a mill and overlay project on Central Avenue S (KLJ)

    Roll Call:          Erickson          Powell              Magnuson        Bishop             Carlsrud
  3. Approve Resolution No. 2241, a Resolution Declaring Necessity for Paving Improvements in Paving Improvement District No. 121 (2020 Seal Coat) (KLJ)

    Roll Call:          Magnuson        Bishop             Powell              Erickson          Carlsrud
  4. Approve Resolution No. 2242, a Resolution Authorizing the Public Works cash transfer to remove the Negative balances of $428,283 in the street department, and $629,777 in the water department (Public Works Accountant Jacobson)

    Roll Call:          Powell              Erickson          Magnuson        Bishop             Carlsrud

New Business

  1. Approve capital lease of Elgin Pelican Street Sweeper for five years with annual payment of $43,068.00 from Sanitation Products (Public Works Accountant Jacobson)

    Roll Call:          Bishop             Magnuson        Erickson          Powell              Carlsrud
  2. Approve underground primary wire bid from Resco in the amount of $23,606 (Public Works Accountant Jacobson)

    Roll Call:          Erickson          Bishop             Magnuson        Powell              Carlsrud
  3. Approve Renaissance Zone Authority Board recommendation for 5 year income tax exemption for tenant, Bridge City Dentistry at 239 2nd Avenue NW and designate it as VC-122 (Emma Tufte)

    Roll Call:          Magnuson        Powell              Bishop             Erickson          Carlsrud
  4. Approve Agreement for Long-Term Temporary Highway Closure with NDDOT (City Auditor Richter)

    Roll Call:          Powell              Erickson          Bishop             Magnuson        Carlsrud
  5. Consider Approving the Urban Roads Project Submittal List for Fiscal Year 2021-2024 (KLJ)

    Roll Call:          Bishop             Powell              Magnuson        Erickson          Carlsrud

City Updates & Commission Reports
Adjourn

02/04/2020 Finance Meeting Agenda

Tuesday, February 4, 2020
3:30 PM

Call to Order

Roll Call

Agenda items

  1. Department reports.
    1. Out of State Travel Requests
      1. Two office staff to Florida for Incode Conference in April (Public Works Accountant Jacobson)
  2. Review 5th Avenue NW lighting options (Electric Superintendent Senf)
  3. Review underground primary wire bid for 2020 underground projects (Electric Superintendent Senf)
  4. Review 5 year lease of Elgin Pelican Street Sweeper from Sanitation Products (Public Works Superintendent Differding & Public Works Accountant Jacobson)
  5. Review monthly bills/reports (10 minutes) – (President Carlsrud)
    1. Review the PW cash transfer requests to remove the Negative balances of $428,283 in the street department, and $629,777 in the water department (Public Works Accountant Jacobson)
  6. Discuss Newman Signs expenditure that exceeds CVB budget (Mary Lee Nielson)
  7. Longest Table Project Update from Sheyenne Valley Community Foundation (Andrea Nelson at 4:00 PM)
  8. Discuss request for amendment of V.C.M.C. 5-01-10 regarding animal tethering (Angie Martin)
  9. State Water Commission Update (KLJ & President Carlsrud)
  10. Review Urban Roads Submittal for Fiscal Years 2021 – 2024 (KLJ)

Adjourn

01/27/2020 Special City Commission Agenda

Monday, January 27, 2020
5:00 PM

Call To Order
Roll Call
Pledge of Allegiance (Please Stand)
Resolution

  1. Approve Resolution No. 2239, a Resolution Declaring Slum and Blighted Area – North Dakota Main Street Program sponsored by South Central Dakota Regional Council  (Jennifer Feist)
  • Approve Resolution No. 2238, a Resolution of Sponsorship –  Rocking DD Properties grant application for rehab of 358 North Central Avenue (David & Diane Hochhalter)

New Business

  1.  Approve City Administrator job description and authorize advertising for position (City Attorney Martineck)

Adjourn

01/07/2020 City Commission Minutes

Valley City Commission Proceedings

Tuesday, January 07, 2020

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 Martineck, City Auditor Richter, Deputy Auditor Klein, City Assessor Hansen, Building/Fire Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ; Barry Schuchard from KLJ.

Approval of Agenda – Remove N2; Addition of Consent F

Approval of Minutes

Commissioner Erickson moved to approve the minutes from the December 17 and December 26, 2019 meetings. 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 $2,660,805.42
  3. Approve Electrician license for Tyler’s Electric, LLC
  4. Approve Application to Block off Street for Thundering Saints on July 25, 2020 on 3rd Avenue SE from Main Street to 2nd Street SE
  5. Approve Raffle Permit for El Zagal Sheyenne Valley Shrine Club & Flag Corps, Hi-Liner Boys Basketball, The Sharp Shooter Showdown
  6. Approve Tree Trimming License for Mike’s Construction & Repair, Ground to Sky LLC

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

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2228, a Resolution Accepting the MRES Rate Schedules B & C (Green Energy Rate Adder & Economic Development Incentive)

City Administrator Schelkoph stated Missouri River Energy Services has provided additional options for customers including a green energy option and economic development incentives. The green energy rate adder is $0.05 per KWh. The cost will be paid by participating customers. The economic development incentive is for new commercial customers or those with increased power consumption. If anyone would like to participate, stop in the VCPW office to signup.

Commissioner Bishop moved to approve Resolution No. 2228, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve Special Alcohol Beverage Event Permit for Boomer’s Corner Keg on July 25, 2020 for Debbie Gable Memorial Cancer Ride on the 100 block of 3rd Avenue SE

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

Removed: Approve 2020 Policy and Procedure Manual revisions (City Attorney Martineck)

Consider Cost-Share Request to ND State Water Commission for Permanent Flood Protection Phase IV Cost Overrun

Chad Petersen from KLJ stated the overrun request is related to the CLOMR permitting through FEMA which is required for Permanent Flood Protection. The cost share is 85% State Water Commission; 15% local. Commissioner Magnuson moved to approve the cost-share request to the State Water Commission, seconded by Commissioner Powell. The motion passed unanimously.

Commissioner Bishop and President Carlsrud will attend a phone meeting with FEMA, the State Water Commission and KLJ as this is discussed further.

Consider Design Engineering Agreement for 2020 Seal Coat Project with KLJ in an amount not to exceed $12,000

Chad Petersen from KLJ stated 40 blocks of seal coat are scheduled in 2020. The mill and overlays have been completed in the last two to three years. Bids will be opened at the end of February with summer 2020 construction. Commissioner Powell moved to approve, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph expressed gratitude for spending the last eight years working with the community.

City Updates & Commission reports

City Attorney Martineck thanked City Administrator Schelkoph for his service.
City Auditor Richter thanked City Administrator Schelkoph.
Chad Petersen from KLJ reported Permanent Flood Protection pilings continue at the Master Lift Station with the goal to finish them before shutting down for the winter. The Pump Station at Bettins is not operation but gates are installed should there be any flooding.
Commissioner Magnuson thanked City Administrator Schelkoph for his efforts and positive impacts on the city.
President Carlsrud thanked the crews for their work with lots of snow. Asked the community to spread kindness and thanked City Administrator Schelkoph for his efforts.

Adjourn

Adjourned at 5:24 PM.

01/21/2020 City Commission Meeting Agenda

Tuesday, January 21, 2020
5:00 PM

Call To Order

Roll Call

Pledge of Allegiance (Please Stand)

Proclamation

Proclamation declaring January 26 – February 1 as Catholic Schools Week

Approval of Agenda

Approval of Minutes

Minutes from January 7, 2020 meeting

Approval of Consent Agenda

  1. Approve Raffle Permit for Sheyenne Valley Friends of Animals, Valley City High School Music Boosters

Roll Call:          Erickson           Magnuson        Bishop              Powell              Carlsrud


Public Comments

Attorney General’s “A Citizen’s Guide to North Dakota Open Records & Open Meetings Laws” *A member of the public does not have the right to speak to the governing body at an open meeting.  The public is only entitled to see and hear what happens at a meeting, and to record or broadcast those observations.

  • No personal attacks to persons present or not
  • No inflammatory language used during time that you have the platform
  • 5 minute maximum or as directed by the chair
  • Thank you for participating in City Government.


Resolution

1. Refinancing of 2008 Bonds by Essentia Health (Ronni Tansey, Chapman & Cutler, LLP)
Roll Call:          Powell              Bishop              Erickson           Magnuson            Carlsrud

  • Approve Joint Powers Agreement by and among Cass County, cities of Jamestown, Wahpeton, and Valley City, North Dakota for Issuance of Revenue Bonds under Municipal Industrial Development Act (Ronni Tansey, Chapman & Cutler, LLP)
  • Approve Resolution No. 2229, a Resolution Approving the Issuance of Bonds by Cass County, North Dakota on behalf of Essentia Health and its Affiliates under the Municipal Industrial Development Act (Ronni Tansey, Chapman & Cutler, LLP)

2. Approve Resolution No. 2230, a Resolution Approving the Replat of Lots 2 Through 17, Walkers Addition (City Attorney Martineck)

Roll Call:          Bishop              Magnuson        Erickson           Powell              Carlsrud

3. Approve Resolutions for 2020 Valley City Public Works utility rate increase (Public Works Accountant Jacobson)

Roll Call:          Powell              Magnuson        Erickson           Bishop              Carlsrud

  • Resolution No. 2231, a Resolution Establishing Electric Utility Rates
  • Resolution No. 2232, a Resolution Establishing Water Utility Rates
  • Resolution No. 2233, a Resolution Establishing Sewer Utility Rates

4. Approve Resolutions for Paving Improvement District No. 120 (KLJ)
Roll Call:          Erickson           Magnuson        Bishop              Powell              Carlsrud

  • Resolution No. 2234, a Resolution Creating Paving Improvement District No. 120 (NDDOT Project# UGP-2-999(051), PCN 22280), a mill and overlay project on Central Avenue S
  • Resolution No. 2235, a Resolution Approving Engineers Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Paving Improvement District No. 120

5. Approve Resolutions for Paving Improvement District No. 121 (KLJ)

Roll Call:          Magnuson        Bishop              Powell              Erickson            Carlsrud

  • Resolution No. 2236, a Resolution Creating Paving Improvement District No. 121 (2020 Seal Coat)
  • Resolution No. 2237, a Resolution Approving Engineers Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Paving Improvement District No. 121 (2020 Seal Coat)

6. Approve Resolutions for grant application – North Dakota Main Street Program sponsored by South Central Dakota Regional Council

Roll Call:          Powell              Erickson           Bishop              Magnuson            Carlsrud

  • Resolution No. 2238, a Resolution of Sponsorship
  • Resolution No. 2239, a Resolution Declaring Slum and Blighted Area

New Business

  1. Approve Construction Engineering Contract for 5th Avenue NW Reconstruction Project in an amount not to exceed $339,500.00  (Paving Improvement District No. 118; Sanitary Sewer Improvement District No. 65; Storm Sewer Improvement District No. 53; Watermain Improvement District No. 101) (KLJ)
    Roll Call:          Bishop              Erickson           Powell              Magnuson            Carlsrud
  2. Consider purchase of EZ-Screen 1200XLS in the amount of $45,898.79 for the screening of compost (Public Works Accountant Jacobson)
    Roll Call:          Powell              Bishop              Magnuson        Erickson            Carlsrud
  3. Approve Gaming Site Authorization for North Dakota Winter Show at the North Dakota Winter Show Event Center from January 22 – June 30, 2020 (City Auditor Richter)
    Roll Call:          Erickson           Powell              Magnuson        Bishop              Carlsrud
  4. Approve 2020 Employee Policy & Procedure Manual (City Attorney Martineck)
    Roll Call:          Magnuson        Erickson           Powell              Bishop              Carlsrud

City Updates & Commission Reports
Adjourn

12/26/2019 Special City Commission Minutes

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

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

Members absent: Commissioner Magnuson.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, Mike Strom from KLJ.

New Business

Approve Gaming Site Authorization for Friends of NRA at the North Dakota Winter Show Event Center on January 4-5, 2020

City Auditor Richter stated the fee has been paid but paperwork is not here. Commissioner Erickson moved to approve contingent on receipt of papers, seconded by Commissioner Bishop. The motion passed unanimously.

Accept resignation of City Administrator Dave Schelkoph

President Carlsrud stated the City Administrator Schelkoph submitted a letter of resignation. Commissioner Bishop moved to accept, seconded by Commissioner Erickson.

President Carlsrud and Commissioner Bishop thanked Schelkoph for his work.

Review employee flow chart

President Carlsrud stated flow chart and job descriptions should be reviewed. President Carlsrud asked for committee with Commissioner Magnuson to review. City Attorney Martineck asked for the responsibility to be delegated to the City Attorney or Auditor’s Office. President Carlsrud delegated to City Attorney.

Adjourn

Meeting was adjourned at 7:09 AM.