03/03/2020 Commission Minutes

Tuesday, March 3, 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 Auditor Richter, City Attorney Martineck, City Assessor Hansen, Public Works Accountant Jacobson, Building/Fire Inspector Andersen, Fire Chief Magnuson, Lieutenant Rustebakke, Chad Petersen from KLJ.

Call to Order

Roll Call

Pledge of Allegiance (please stand)

Approval of Agenda – Addition of Consent F, R1, N1, N9; Removal of R2

Approval of Minutes

Commissioner Powell moved to approve the minutes from the February 18, 2020 meeting, seconded by Commissioner Bishop. 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 $1,247,966.02
  3. Approve Block off the Street Request for Sheyenne Valley Soapbox Derby Association on June 6, 2020 on Central
  4. Approve Electrician, Plumber and/or Mechanical Contractor License(s) for the following businesses:
    1. Bakkegard & Schell, Inc.
    1. Dakota Electric Construction Inc., Co.
    1. Enterprise Electric, Inc.
    1. Grotberg Electric, Inc.
    1. Grotberg Electric, Inc. dba Triton Mechanical
    1. Hi-Line Electric, Inc.
    1. John’s Refrigeration & Electric, Inc.
    1. Kohn Electric, LLC
    1. Moorhead Electric, LLC
    1. Peterson Mechanical, Inc.
    1. RJ’s Plumbing & Heating, Inc.
    1. Scott’s Electric, Inc.
    1. Sheyenne Mechancial
    1. Wrigley Mechanical, Inc.
  5. Approve House Movers License for the following businesses:
    1. Carrington House Movers, Inc.
  6. Approve Raffle Permit for Valley City Lions Club

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

Public Comments

There were no public comments.

Resolutions

Approve Resolution No. 2246, a Resolution Declaring 2020 Spring Flood Emergency

President Carlsrud introduce the resolution and stated that the flood emergency will be declared to ensure the paperwork is in order to provide opportunities to recover costs. Commissioner Powell moved to approve Resolution No. 2246, seconded by Commissioner Erickson.

Removed: Approve Resolution No. 2247, a Resolution Requesting Emergency Flood Assistance

New Business

Approve Engineering & Technical Support Contract with KLJ for 2020 Valley City Spring Flood Assistance

Chad Petersen from KLJ stated the agreement will allow KLJ to assist the City with emergency flood protection efforts. The Army Corp of Engineers has requested model and other information for their preparation efforts. KLJ also needs to prepare permits for the State Engineer’s Office. Petersen stated this is an hourly contract.

Commissioner Bishop moved to approve the contract with KLJ, seconded by Commissioner Magnuson. The motion passed unanimously.

Receive Update regarding 2020 Census
Fire Chief Magnuson provided the update and encouraged participation as each citizen counted yields $19,000 in a ten year period. The Census Bureau is looking for temporary employees. The City encourages residents to participate.

Approve Recommendations from the Visitors Committee

  1. 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
  2. Recommendation to implement the deadlines as presented for outstanding projects including Wild Prairie Bakery, Brockopp Brewing, Ivy Real Estate, Chamber of Commerce – Rosebud
     

Chair Bobby Koepplin spoke regarding the request that was tabled from the February 18, 2020 City Commission meeting. The Committee would like to have all projects completed within twelve months, with an option for a six month extension (upon request); at the expiration of the extension time period, funds would be de-obligated and available to other applicants. Applicants could also re-apply for the remaining balance for incomplete items outlined in the original grant (this does not provide for an additional grant within the ten year time period). Currently the Food & Beverage Grant has this deadline. The Committee would like this added to the Image Enhancement & Image Enhancement for Historical applications.

Koepplin reviewed the recommended deadlines for the outstanding projects in item b.

Commissioner Magnuson moved to approve the 12 month deadline with an option to have a 6 month extension but to grandfather out the current projects as they did not have a deadline to start with, if the applicant wants to de-obligate the funds themselves, they can; seconded by Commissioner Bishop.

Koepplin inquired if it would be possible to sit down and talk to the applicants, to see if the applicant would be willing to de-obligate the funds with the option to re-apply should they be able to finish the project in the future.

Commissioner Magnuson, Commissioner Erickson, and Commissioner Bishop agreed with Chair Koepplin’s understanding.

The motion passed unanimously.

Consider Site Authorization for Valley City Hockey and Figure Skating Club at Youth Sports Complex

Commissioner Powell moved to approve the gaming site authorization, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Purchase of Freightliner Truck with Leach Packer for Sanitation Department for net purchase price of $175,316.00

Public Works Accountant Jacobson reported on this purchase which was included in the capital budget. Bids were received and Department Head Swart recommends taking the most cost effective option over time instead of the lowest bid, which is for a leach packer.

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

Approve Purchase of Trailer from M&G Trailer Sales in the Amount of $13,822.50 for the Electrical Department

Public Works Accountant Jacobson stated this trailer is included in the capital budget. Commissioner Bishop moved to approve the purchase, seconded by Commissioner Erickson. The motion passed unanimously.

Consider Amendment to Engineering Agreement for Permanent Flood Protection Phase IV

Chad Petersen from KLJ requested an amendment to the engineering agreement for Permanent Flood Protection IV due to additional services needed for the CLOMR. This amendment is for contract maximum of $340,225 which will be cost-shared with the State Water Commission.

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

Consider Cost-Share Request to ND State Water Commission for Additional Engineering Services for CLOMR Process

Chad Petersen from KLJ requested approval to move forward with a parallel path for a modified Permanent Flood Protection Phase IV Construction in conjunction with CLOMR process. CLOMR should be approved in 12 to 18 months. This request for the State Water Commission to transfer funds already approved for the City of Valley City to this project. The total request is $1.5 million which has 85% state cost share; 15% local cost share. No additional work is being added to PFP, it is just being done earlier. This will be discussed at a March 12, 2020 State Water Commission subcommittee meeting.

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

Approve Authorization to Apply for Bank of North Dakota New Infrastructure Loan Fund for Valley Plains Annexation

Jennifer Feist presented the request for authorization to submit a loan application to the Bank of ND. This will provide for infrastructure development at the southeast portion of [Exit 294] for potential expansion of Valley Plains Implement. Tax Increment Financing (TIF) will be applied for with a loan through the Bank of ND which provides costs savings over a bond. The loan application is due March 12 and only open once per year.

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

City Updates & Commission Reports

City Attorney Martineck clarified that the flood emergency was declared but there is not an imminent threat to the community.

Commissioner Powell encouraged the public to attend the Erlandson Fundraiser at the HAC.

President Carlsrud stated he and Commissioner Bishop attended the recent American Public Power Association (APPA) event in Washington, DC.

Adjourn

Meeting was adjourned at 5:40 P.M.

02/18/2020 City Commission Minutes

Valley City Commission Proceedings

Tuesday, February 18, 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, Police Chief Hatcher, and Chad Petersen from KLJ.

Approval of Agenda – no changes

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the February 4, 2020 meeting, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for Dakota Plains Ag

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

Public Comments

There were no public comments.

Resolution

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

Chad Petersen from KLJ stated bids will be received by the North Dakota Department of Transportation through April 17, 2020.

Commissioner Powell moved to approve Resolution No. 2244, seconded by Commissioner Magnuson. The motion passed unanimously.

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)

Chad Petersen from KLJ stated bids will be received until 10:00 A.M. on March 12, 2020 in the office of the City Auditor.

Commissioner Bishop moved to approve Resolution No. 2245, seconded by Commissioner Erickson. The motion passed unanimously.

New Business

Approve Conditional Use Permit Application filed by CEI Engineering & Associates, Inc. for Love’s Travel Stop & Country Store

City Attorney Martineck stated a Conditional Use Permit was submitted because of the proposed restaurant included in Love’s Travel Stop and Country Store. Planning & Zoning recommends approval.

Commissioner Magnuson moved to approve the Conditional Use Permit, seconded by Commissioner Powell. The motion passed unanimously.

Approve Recommendations from the Visitors Committee:

  1. 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
    1. Recommendation to implement the deadlines as presented for outstanding projects including Wild Prairie Bakery, Brockopp Brewing, Ivy Real Estate, Chamber of Commerce – Rosebud

Auditor Richter reviewed the recommendation from the Visitors Committee. Commissioner Bishop expressed concern with the time limit. Many of these businesses do the construction themselves while working other jobs. Commission would like to hear from one of the members from the committee on their recommendation and have this taken up at a future meeting. No action was taken.

Approve recommendation to purchase receiver boxes for Transfer Station

Sanitation Department Head Swart stated receiver boxes are in 2020 Budget. They are looking to purchase six boxes at this time from Sanitation Products with a total purchase price of $98,376. Commissioner Erickson moved to approve the recommendation, seconded by Commissioner Powell. The motion passed unanimously.

Approve recommendation to accept bids for pickup for Transfer Station

Sanitation Department Head Swart stated they are looking to purchase a pickup so employees don’t have to use personal vehicles. Swart recommends accepting bid from Miller Motors for a 2020 Dodge Ram in the amount of $24,700. This vehicle is in the 2020 budget.  Commissioner Powell moved to approve the recommendation, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Special Alcohol Beverage Event Permit for VC Eagles Aerie 2192 at North Dakota Winter Show February 29 – March 7, 2020

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

Approve Change for 2020 Board Calendar for March 3, June 2, September 1 and December 1 Finance Meetings to begin at 2:30 PM

Auditor Richter stated that quarterly the Finance Meetings would start at 2:30 to give the Commission time to discuss miscellaneous City topics. Commissioner Magnuson moved to approve the meeting times, seconded by Commissioner Bishop. The motion passed unanimously.

Consider plan for City Administrator screening and interviews

President Carlsrud asked if the schedule works with the other Commissioners. Attorney Martineck stated everything will be handled at the Commission level with the hiring of this position. Commissioner Magnuson moved to approve, seconded by Commissioner Powell. The motion passed unanimously.

City Updates & Commission Reports

Commissioner Powell asked about a Flood Emergency Declaration. Auditor Richter stated there is an applicant’s briefing tomorrow with NDDES, they will walk through procedure. Also new flood forecasts will be out on Feb. 27th and March 11th.

President Carlsrud reminded the public that the 2020 Census is critical to our state, county and city, each person counted generates funds for use by these entities. Census 2020 is important and legitimate. Thanks City and Public Works staff.

Adjourn

Meeting was adjourned at 5:30 P.M.

03/18/2020 City Commission Agenda

City Commission Meeting
Valley City, North Dakota
Wednesday, March 18, 2020
5:00 PM

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

Approval of Minutes

Minutes from March 3, 2020 meeting

Approval of Consent Agenda

  1. Approve Electrician, Plumber and/or Mechanical Contractor License(s) for the following businesses:
    1. Differding Electric, LLC
    1. Hope Electric, Inc.
    1. Sheyenne River Repair
  2. Approve House Movers License for the following businesses:
    1. Liechty Homes, Inc.

Roll Call:          Magnuson        Erickson          Powell              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.

Ordinance

  1.  Approve first reading of Ordinance No. 1051, an Ordinance Annexing Auditor’s Lot 5 of the NE ¼ of the SW ¼ of Section 27, Township 140, Range 58 (Bridgetown Partners, Donny Eberle)

    Roll Call:          Powell              Bishop             Magnuson        Erickson          Carlsrud

Resolution

  1. Approve Resolution No. 2246, a Resolution Determining Sufficiency of Protests for Paving Improvement District No. 120 (NDDOT Project No. UGP-2-999(051), PCN 2280) on Central Avenue S (City Auditor Richter)

    Roll Call:          Erickson          Powell              Magnuson        Bishop             Carlsrud
  2. Approve Resolution No. 2247, a Resolution Determining Sufficiency of Protests for Paving Improvement District No. 121  (2020 Seal Coat) (City Auditor Richter)

    Roll Call:          Bishop             Erickson          Powell              Magnuson        Carlsrud
  3. Approve Resolution No. 2248, a Resolution Accepting Bid and Awarding Contract for Paving Improvement District No. 121 (2020 Seal Coat) (KLJ)

    Roll Call           Magnuson        Erickson          Powell              Bishop             Carlsrud

New Business

  1.  Rural Opioid Prevention Education & Support (ROPES) Update (Theresa Will, City County Health District)

City Updates & Commission Reports
Adjourn

03/17/2020 Special Meeting of City Commission City Administrator Search Committee Agenda

VALLEY CITY, NORTH DAKOTA
Tuesday, March 17, 2020 3:00 PM

This meeting has been cancelled as of 12:30 PM on Tuesday, March 17, 2020.

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE (PLEASE STAND)

NEW BUSINESS

  1. Approve Resolution No. 2248, a Resolution Declaring COVID-19 Emergency (City Attorney Martineck)
    Roll Call: Magnuson Powell Erickson Bishop Carlsrud
  2. Review applications and select finalists for City Administrator position.
    Executive Session with City Administrator Selection Committee Members. Meeting must be closed pursuant to N.D.C.C. section 44-04-18.27
    Roll Call: City Commissioners
    Committee Members

Adjourn

03/03/2020 Finance Agenda

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, March 3, 2020 2:30 PM

Call to Order

Roll Call

Agenda items

  1. Commission Topics
    • Discuss adding a Full Time Employee to Fire Department (Commissioner Bishop)
  2. Department reports
    • Out of State Travel Requests
    • Review Freightliner truck with Leach Packer Proposal for Sanitation Department (Sanitation Department Head Swart)
    • Review Trailer purchase by Electrical Department (Electrical Superintendent Senf)
    • Update on 2020 Census (Krystle Hartsell)
    • ND League of Cities Spring Workshop, April 14 & 15 (City Auditor Richter)
    • Discuss Lexipol, a company that offers a la carte policy & procedure manual for Law Enforcement (Police Chief Hatcher)
  3. Review monthly bills/reports (10 minutes) – (President Carlsrud)
  4. Discuss Permanent Flood Protection
    • Review sales, use and gross receipts tax advisory vote at June 9, 2020 election (City Auditor Richter)
    • Review Request for Contract Amendment for Permanent Flood Protection Phase IV. (KLJ)
    • Discuss Path Forward for PFP Phase IV PFP and Review Cost-Share Request to ND State Water Commission for Additional Engineering Services for CLOMR Process (KLJ)
  5. Presentation for Mill Dam Rehabilitation 30% Design and Cost-Share Request for Final Design (20 minute presentation and 10 minutes for Q&A: KLJ & BARR)

Adjourn

03/03/2020 City Commission Agenda

City Commission Meeting
Valley City, North Dakota

Tuesday, March 3, 2020
5:00 PM

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

Approval of Minutes

Minutes from February 18, 2020 meeting

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 Block off the Street Request for Sheyenne Valley Soapbox Derby Association on June 6, 2020 on Central
  4. Approve Electrician, Plumber and/or Mechanical Contractor License(s) for the following businesses:
    • Bakkegard & Schell, Inc.
    • Dakota Electric Construction Inc., Co.
    • Enterprise Electric, Inc.
    • Grotberg Electric, Inc.
    • Grotberg Electric, Inc. dba Triton Mechanical
    • Hi-Line Electric, Inc.
    • John’s Refrigeration & Electric, Inc.
    • Kohn Electric, LLC
    • Moorhead Electric, LLC
    • Peterson Mechanical, Inc.
    • RJ’s Plumbing & Heating, Inc.
    • Scott’s Electric, Inc.
    • Wrigley Mechanical, Inc.
  5. Approve House Movers License for the following businesses:
    • Carrington House Movers, Inc.

Roll Call:          Powell              Erickson          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.

New Business

  1. Receive Update Regarding 2020 Census (Krystle Hartsell)
  2. Approve Recommendations from the Visitors Committee (Bobby Koepplin, Chair):
    • 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:          Bishop             Magnuson        Erickson          Powell              Carlsrud
  3. Consider Site Authorization for Valley City Hockey and Figure Skating Club at Youth Sports Complex (City Auditor Richter)

    Roll Call:          Erickson          Bishop             Magnuson        Powell              Carlsrud
  4. Approve Purchase of Freightliner Truck with Leach Packer for Sanitation Department for net purchase price of $175,316.00 (Sanitation Department Head Swart)

    Roll Call:          Magnuson        Powell              Bishop             Erickson          Carlsrud
  5. Approve Purchase of Trailer from M&G Trailer Sales in the Amount of $13,822.50 for the Electrical Department (Public Works Accountant Jacobson)

    Roll Call:          Powell              Bishop             Erickson          Magnuson        Carlsrud
  6. Consider Amendment to Engineering Agreement for Permanent Flood Protection Phase IV (KLJ)

    Roll Call:          Bishop             Erickson          Magnuson        Powell              Carlsrud
  7. Consider Cost-Share Request to ND State Water Commission for Additional Engineering Services for CLOMR Process (KLJ)

    Roll Call:          Erickson          Powell              Magnuson        Bishop             Carlsrud

City Updates & Commission Reports
Adjourn

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, 2233; 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