Minutes Available text with City of Valley City Logo above

10/12/2020 Special Commission Meeting Minutes

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

Minutes Available text with City of Valley City Logo above

10/6/2020 Commission Meeting Minutes

The City Commission Meeting began on Tuesday, October 6th, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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 15st, 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 3rd St S to 4th St S and 3rd St SW from Central Ave to 2nd 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 21st 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 21st.  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 11th, 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 16th.  Also did an RFQ which will close on October 20th.

Finance Director Richter reported there is a Special Meeting scheduled for Oct. 12th 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 5th 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 12th St.  Completion date is set for October 16th 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.

Minutes Available text with City of Valley City Logo above

9/15/2020 Commission Meeting Minutes

The City Commission Meeting began on Tuesday, September 15, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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, Deputy Auditor Klein, City Assessor Hansen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Bishop moved to approve the September 1st, 2020 Finance and Commission Meetings and minutes from September 3, 2020 Special Commission Meeting seconded by Commissioner Magnuson.  Motion carried.

Approval of Consent Agenda

  1. Approve raffle permit for Sheyenne Valley Friends of Animals held on 12/11/2020 at Duttons Valley Gallery.

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

Public Comments

There were no public comments.

Public Hearing

PH 1.  Public Hearing for 2021 City Budget.

President Carlsrud declared the public hearing open.

Finance Director Richter stated she had not received any correspondence regarding the public hearing.  The preliminary budget was submitted to the county before August 10th as required.  Some budget meetings were held the end of July and beginning of August.  At those meeting $1,407,200 to be levied for the 2021 budget. 

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

Approve first reading of Ordinance No. 1065, an ordinance adopting the 2021 City Budget.

Commissioner Gulmon moved to approve the first reading of Ordinance No. 1065, seconded by Commissioner Bishop.  Motion carried.

Resolutions

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

Decision was made to research the land value further before placing it for bids.  Resolution will be added to next agenda.

2.  Approve Resolution No. 2261, a resolution authorizing the issuance and sale of $300,000 water treatment assessment warrant for the 5th Ave NW Project.

Finance Director Richter stated we applied for and received a safe drinking water loan through the Bank of North Dakota for a warrant up to $300,000 for the water main on the 5th Ave NW project. 

Commissioner Magnuson moved to approve Resolution No. 2261, seconded by Commissioner Bishop.  Motion carried.

3.  Approve Resolution No.  2262, a resolution authorizing the issuance and sale of $675,000 wastewater treatment assessment warrant for the 5th Ave NW Project.

Finance Director Richter stated this is for wastewater on the 5th Ave NW project.  A low interest loan through the Bank of North Dakota and we would only draw the amount that we need to offset the special assessment.

Commissioner Gulmon moved to approve Resolution No. 2262, seconded by Commissioner Bishop.  Motion carried.

New Business

1. Consider options for Building Inspector and City Engineer.

City Administrator Crawford gave options of putting out an RFQ for an engineering firm that would also handle the building inspections.  Changing the position to a Project Manager/Building Inspector but would need to be a new job description.  If we went with an RFQ and kept Mike Blevins we would have to look at our fee structure.

City Attorney Martineck stated he wasn’t comfortable reposting the job description as is for the same position due to the lack of candidates and the one we had declined the offer.

Commissioner Gulmon made a motion to put out and RFQ for and Engineer as well as producing a job description for a Project Manager/Building Inspector, seconded by Commissioner Magnuson.

Commissioner Bishop stated he spoke with a couple of the engineering firms regarding the RFQ.  He stated their response was that they would not be interested in having someone in their firm in that position because that would make them ineligible to bid on jobs.

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

Motion Carried.

2.    Consider RFP on 6th St NW Reconstruction.

 City Administrator Crawford stated she spoke with Chad at KLJ and due to the things that go in place ahead of a project starting this needs to start now even though the project isn’t until 2022. 

Commissioner Bishop moved to approve the RFP on 6th ST NW reconstruction, seconded by Commissioner Magnuson.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated today due to multiple issues we had some water mains break.  Due to the loss of pressure there is a potential of contamination therefore the State of ND requires us to be placed in a boil advisory.  We are continuing to get the information out the community.  A water sample will be driven to Bismarck on Wednesday and the soonest we will receive the results is by Thursday afternoon.

City Administrator Crawford thanked Public Works, for being immediately on top of it.  Also the office staff for handling all the calls.  The Fire Department for bringing in staff to help with the fire hydrants.

City Updates & Commission Reports

Fire Chief Magnuson Census come to an end September 30th.  Please make sure you have completed your census. 

Battle of the Badges blood drive is October 13th and 14th.  More information to come but if you can donate blood please do so.

Chad Petersen from KLJ provided project updates.  Started on Phase II 5th Ave NW, I think last Tuesday they started on the sanitary sewer.  Things are progressing. 

City Commissioner Gulmon thanks to everyone involved in clean up week.

City Commission Bishop gave a shout out to the Police Department and the Fire Department and encouraged the community to thank them if they see them out and about. 

City Commissioner Magnuson encourages everyone to get outside, walk and enjoy thecommunity.

President Carlsrud had a COVID spike the last few weeks.  Social distance, wash your hands and use a mask if you are unable to social distance.

Thank you to everyone that helped with the water situation today.  This may slow clean up week so be patient. 

MRES training tomorrow and the next day that a number of employees will be sitting in.

Be safe and be well.

Meeting was adjourned at 5:43 PM.

Minutes Available text with City of Valley City Logo above

9/3/2020 Special Commission Meeting

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

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

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

New Business

N2.  Review the City Engineer Position.

City Attorney Martineck stated it was brought up at the last meeting that there may be some alternatives than hiring our current candidate. 

City Administrator Crawford presented some thoughts on an RFQ to hire a firm to do those particular responsibilities other than hiring on staff.

City Administrator Crawford stated the candidate, Caleb, may not be the best for the City due to his concern on the building inspector side of things.

Commissioner Bishop stated he spoke with both Caleb and Dave Anderson recently.  Caleb stated he was still interested in the position and the building inspector part of the description was not a deal breaker.  Dave Anderson was able to learn this position without any prior schooling for it.  Caleb was concerned with the plumbing and electrical which Commissioner Bishop stated isn’t included in this position anyway.  He has an engineering degree and Commissioner Bishop feels he can do this job.

Commissioner Magnuson stated he sees this position as more of an engineer, project planner or someone that goes out and finds projects that need to be done and then we hire an engineering firm to do the rest.

City Attorney Martineck stated if he feels he can do it and the Commission feels comfortable let’s go ahead but let’s not set him up for failure.

President Carlsrud asked if this was a Commission hire.

City Attorney Martineck stated it is a City Administrator hire unless we were going to go a different direction we would want the Commission to vote on it.  Also, right now KLJ is our City Engineer.  They do preliminary design work and present that to the Commission.  The Commission votes on that then it goes out for bids.  Caleb would not be able to do that.  From the very beginning of that project you would be looking at hiring out.

City Commissioner Magnuson said Caleb could look at existing infrastructure and provide input and then oversee the project but anything else would have to be hired out.

Commissioner Erickson expressed his concerns of Caleb using this as a stepping stone.  Also asked what Caleb was asking for pay.

City Attorney Martineck stated he calculated $72,000-$79,000 based on his experience but Caleb did mention he would be asking for more since he had to wear so many hats, probably high seventies low eighties.  RFQ we don’t know cost until it is bid.

President Carlsrud agreed it was a lot of hats but questions requesting more money because that’s what is in the job description.  President Carlsrud would like to see the pay in the range you have calculated instead of higher.

Decision was made to negotiate with Caleb.

N1.  Consider changes to the Preliminary Budget

Finance Director Richter stated with the 2020 Cares Act for the Corona virus we have submitted 5 months of the law enforcements salaries and benefits to the state and based off what was sent in we have received money from the state to help offset the loss of revenue and increased costs we are having.  We have received the first 5 months, $435,056, from the state and will be receiving another portion estimated at $165,000.  This can be used for a wide range of items.

City Attorney Martineck mentioned they have a meeting on document management with Tyler, we don’t have a quote yet but that may want to be included in the budget.  Also the budget for the chamber and court, could that be covid related and receive reimbursement?

Finance Richter stated she will have to check into it as this money received may be in lieu of the other reimbursements that were submitted due to Covid.

City Commissioner Bishop stated he would like to see if something can be done with the windows at the PD.

Finance Director Richter stated that $15,000 was already added into the budget for that but can increase if needed.

President Carlsrud asked Police Chief Hatcher to get quotes so we know what to budget.

Consensus was made to move forward entering this into the budget.

Meeting adjourned at 7:57 AM

Minutes Available text with City of Valley City Logo above

9/1/2020 Commission Meeting

The City Commission Meeting began on Tuesday, September 1, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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 5:03 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, PW Accountant/Manager Jacobson, City Assessor Hansen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Magnuson moved to approve the August 18, 2020 Commission Meeting minutes, seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

A.  Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and

Public Works Accountant.

B.  Approve Monthly Bills for the City and Public Works in the Amount of

C.  Approve Raffle Permit for Barnes County Ducks Unlimited on 9/24/2020.

D.  Approve Raffle Permit for Barnes County Senior Citizens Council.

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

Public Comments

There were no public comments.

Ordinance

Resolutions

New Business

N1.  Consider advertising for bids the sale of vacant lot at 14th St SW, Parcel 63-0880017.

Discussion took place in Finance meeting prior.

Commissioner Gulmon made a motion to retain property, seconded by Commissioner Bishop.  Motion carried.

N2.  Consider member participation agreement – North Dakota Public Health Insurance Trust.

City Attorney Martineck stated we have been working with the Hayes Company for our health insurance.  They have proposed if we join the trust and sign a two year agreement with them we would be able to maintain our current health plan at no additional increase to our premiums for 2021.  Starting in 2022 we have an average annual increase of 3-6% which less than what we have had the last couple of years.  This year was over 25% and proposed to be 12-15% next year.  Based on that we are recommending that we enter into this agreement.  We are required to put up 8.5% of our annual premiums up front.

Commissioner Bishop made a motion that we participate with North Dakota Public Health Insurance Trust, seconded by Commissioner Magnuson.  Motion Carried.

N3.  Consider Site Authorizations for VCSU Foundation at W.E. Osmon Fieldhouse, VC Town & Country Club, Shelly Ellig Field @ Lokken Stadium and the Valley City Eagles Club.

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

N4.  Approve Recommendations from Renaissance Zone Authority Board for 5 year income tax exemption and 5 year property tax exemption up to $250,000 for Smith Lumber project VC-126 at 1525 East Main St.

Commissioner Bishop moved to approve the Renaissance Zone project for Smith Lumber, seconded by Commissioner Gulmon.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated to make people aware that we will be enforcing the Ordinances as written.

City Updates & Commission Reports

Finance Auditor Richter reiterated that we will be having a Special Commission meeting Thursday, September 3rd at 7:00 AM to discuss the City Engineer position and our budget.

Fire Chief Magnuson stated there is one month of the census remaining.  If you know someone that hasn’t completed it please encourage them to do so.

Police Chief Hatcher stated school is in session so please slow down and watch the cross walks.

Chad Petersen from KLJ provided project updates.  5th Ave is open through 6th St.  They are working on the landscaping and trees for Phase I.  Phase II they started spreading the gravel this week and will work on the underground next Tuesday.

City Commissioner Gulmon thanked City Attorney Martineck and City Administrator Crawford on their work with the health insurance.  We had an excellent audit so thanks to Avis and staff.

President Carlsrud stated we have been making some less than stellar decisions regarding staying safe with COVID.  From here on forward we can do better.  Wash your hands, social distance and wear masks where you can’t social distance.  We are looking for support from our downtown businesses to encourage people to mask up.

Thanks to all of our employees.  There is a lot of stuff going in the last couple weeks.  We’ve had to adjusting on the fly and thank you all for that and picking up the extra slack.

Meeting was adjourned at 5:27 PM.

Minutes Available text with City of Valley City Logo above

8/18/2020 Commission Meeting Minutes

The City Commission Meeting began on Tuesday, August 18, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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, City Auditor Richter, Deputy Auditor Klein, PW Accountant/Manager Jacobson, City Assessor Hansen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ

Oath of Office for Officer Zachary Gruba

President Carlsrud administered the Oath of Office for Officer Gruba.

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Bishop moved to approve the July 28, 29 and 30th Budget Meetings and the August 4th, 2020 Commission Meeting minutes, seconded by Commissioner Erickson. Motion carried.

Approval of Consent Agenda

  1.  Approve Plumber and Mechanical Contractor License for BDT Mechanical, LLC.

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

Public Comments

There were no public comments.

Ordinance

Approve second and final reading of Ordinance 1063, an Ordinance to amend Title 9 (Fire Protection) fire extinguisher inspections.

City Attorney Martineck reported the only change since the last reading is the addition of the administrative fee that can be assessed by the Fire Chief for violations of that particular section. 

Commissioner Magnuson moved to approve Ordinance 1063, seconded by Commissioner Erickson.  Motion passed.

Approve first reading of Ordinance No.  1064, an ordinance to adopt and enact Seciton1-01-16 of the Valley City Municipal Code related to cooperative purchasing.

City Attorney Martineck reported the fire department is looking at expanding the current fire hall and this ordinance is allowing to look at other competitive contract without the statutory bidding process.

Mayor Carlsrud asked why this process is necessary.

City Attorney Martineck responded that under state law we are required to competitively bid out any project that is over $200,000.  We can adopt an ordinance to allow us to bid differently and we have been told by another contractor that they would be able to do the project for a lot cheaper saving the taxpayers money if we used GSA contracting.

Commissioner Erickson moved to approve Ordinance 1064, seconded by Commissioner Bishop.  Motion passed.

Resolutions

Approve Resolution No. 2259, a resolution amending Master Fee Schedule – temporary use permit and fire extinguisher inspections.

City Attorney Martineck stated these fees were discussed at the last meeting.  The only thing that was added was the administrative penalty of $25 for the first violation and $50 for the second.

Mayor Carlsrud requested an example of a violation.

Fire Chief Magnuson responded if someone didn’t have their fire extinguishers up to code or inspected.

Commissioner Gulmon requested an example of where the temporary use permit would be utilized.

City Attorney Martineck stated an example would be food truck that wants to set up in a parking lot or on the side of the road will have to get a permit.  A vendor that had a rug sales business out of the back of their truck would have to come in and get a permit.     They can do it for 10 days for $50 or for the whole year for $500.

Commissioner Gulmon moved to approve Resolution 2259, seconded by Commissioner Erickson.  Motion Carried.

New Business

Approve construction engineering agreement with KLJ for Permanent Flood Protection Erosion Mitigation Phase 1.

This is an amendment to the original agreement.  The original agreement was for the $45,500, the amended amount is for $55,925 totaling $101,425.00.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.
Roll call: Bishop – aye; Magnuson – aye; Erickson – nay; Gulmon – aye; Carlsrud – aye.

Motion carried.

Approve Special Alcohol Beverage Permit for the Labor Club Back to School Outdoor Parking Lot Dance held in the Labor Club Parking Lot on August 29th from 9om-1am.

Commissioner Erickson moved to approve, seconded by Commissioner Magnuson.  Motion carried contingent that the Labor Club provides a plan on social distancing.

City Administrator’s Report

Marshall had brought up that the flags that were going on the new poles were getting caught up in some of the banners.  He received some quotes for fixing that problem.  City Administrator Crawford stated she applied for gaming funds through the Eagles and was awarded the full amount of $3,030.  Thank you to the Eagles!

City Updates & Commission Reports

Finance Auditor Richter reported that our 2019 audit reports are finalized and will be sent out to the commissioners and department heads soon.

Luke Everson with Eide Bailly will be presenting by Zoom at the September 1st Finance meeting.

The certification for the Cares Act funding has been sent in for the 5 months of the Police Departments’ salary and benefits which totals $435,000.  Not sure how much of that we will be reimbursed.

Fire Chief Magnuson reported the census is still happening and workers are going door to door.

Chad Peterson from KLJ reported updates on 5th Ave NW are starting to pave from main to just south of 7th St.  Next week they should be moving onto Phase II.

Commissioner Gulmon stated he and Avis met last week reviewed some items in the budget and talked about the monthly financial income expense report to date and a little about the allocation of the Cares funds.

Commissioner Bishop welcomed Officer Gruba and thanked Police Chief Hatcher for all his hard work.

Mayor Carlsrud stated he and Suzy walked up 5th Ave and we noticed what a good job KPH did cleaning up when they left for the weekend.  Also, thanks to Reiner for doing such a nice job on our flood wall.  Down at the Master Lift and the other pump station by where the old Bettins and it looks so nice.  Valley City can be proud of the work those people have did for us.

Welcome to Zach Gruba.

Thank you to the Eagles for the contribution.

Thank you to all of our city employees.  With all that is going on it makes more work to all of you and we appreciate you.  Thank you to the Commission for serving.

Meeting was Adjourned at 5:30 PM.

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8/4/2020 Commission Meeting Minutes

The City Commission Meeting began on Tuesday, August 4, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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, City Auditor Richter, Deputy Auditor Klein, PW Accountant/Manager Jacobson, Fire Chief Magnuson, Assistant Fire Chief Coit, Police Chief Hatcher, Chad Petersen from KLJ

Oath of Office for Officer Joshua Sampson

President Carlsrud administered the Oath of Office for Officer Sampson.

Approval of Agenda

Removed R1

Approval of Minutes

Commissioner Bishop moved to approve the amended minutes from July 7, 2020 meeting and minutes from July 21, 2020, seconded by Commissioner Erickson. 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 $2,154,951.80.
  3. Approve Application for Raffle Permit for the Hi-Liner Booster Club for the activity dates of 7/1/2020 to 6/30/2021.
  4. Approve Application for Use of Veterans City Parking Lot for the Shine Dance Team Hi-Lites car wash on the dates of August 20th and 27th from 4 pm-9 pm during the Summer Nights activities.  Back up dates of August 22nd & Sept 5th.

City Auditor Richter reported we were at $2,154,951.80.  Operations for the month are figured right around the $1 million mark.  We purchased a garbage truck at $175,000, we had an extra payroll which was $140,000, a sweeper lease payment for $43,000, quarterly we send money over to the Valley City Parks which is their portion of state aid plus there was Food and Beverage and Retail Image Enhancement Funds that went over there for a total of $98,000, and it’s summer so with that we have construction.  For the permanent flood protection of about $260,000, and for 5th Ave for July that was $345,000.  That gets us back to the $1 million mark which is regular operations.

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

Public Comments

There were no public comments.

Ordinance

Approve first reading of Ordinance 1063, an Ordinance to amend Title 9 (Fire Protection) fire extinguisher inspections.

City Attorney Martineck reported there are three purposes for this ordinance.  First is to make sure that the extinguishers in town are installed and serviced pursuant to the fire code.  Second is to make sure the Fire Chief or Assistant Fire Chief has the authority to do the inspections.  Third is to set a fee for those services which we discussed in the Finance Meeting.

Commissioner Erickson moved to approve Ordinance 1063, seconded by Commissioner Bishop.  Motion passed. 

New Business

Approve Gaming Site Authorization Application for North Dakota Wildlife Federation for raffles to be held in the VC Eagles on the date of 04/10/2021.

Commissioner Gulmon moved to approve the Gaming Site Authorization for the North Dakota Wildlife Federation, seconded by Commissioner Bishop.  Motion carried.

Consider advertising for bids for sale of vacant lot at 14th St SW, Parcel 63-0880017.

City Attorney Martineck stated the Commission needs to set a minimum bid so we can advertise and then set a date and whatever other conditions are necessary.

Per City Auditor Richter there are no specials on this parcel right now.

Commissioner Bishop inquired how we come up with a value.

City Auditor Richter explained that typically they set a minimum bid if there are no special assessments at $2,000 minimum.  This is right on the edge of town and not sure if you can build on it so it may not be worth the $2,000.

Commission decided no action at this time and will add to September Finance agenda after researching more.

Consider recommendation from Visitors Committee for Image Enhancement Grant for Valley Gallery of Photography up to the amount of $5,000.

Chairman of Valley City Visitors Committee, Bobby Koepplin stated this would be a positive improvement and meets the criteria of the Visitors Committee.  Recommendation from the Visitors Committee is to approve up to the $5,000.  Commissioner Gulmon made a motion to approve, seconded by Commissioner Bishop.  Motion passed.

Consider recommendation form Visitors Committee for Image Enhancement Grant for Bridgetown Storage and Properties LLP in an amount up to $5,000.

Visitors Committee Chairman Bobby Koepplin stated the plans show renovations and improvements and with this business being present along business loop I-94 these improvements will be a nice clean-up of that area.  The Visitors Committee feels this meets the guidelines and we recommend approval up to $5,000.  Commissioner Bishop made a motion to approve, seconded by Commissioner Magnuson.  Motion passed.

Consider Recommendation from Visitors Committee for Food and Beverage Grant to the Valley City Eagles Aerie 2192 up to $41,861.

Visitors Committee Chairman Bobby Koepplin, stated the Eagles has been recognized as Valley City’s conference center because of the number of people it can house.  They are looking at replacing a leaking roof.  The amount of the recommendation from the Food and Beverage funds would be $41,861.25.  We know with COVID the collection of the Food and Beverage tax will be down significantly.  We still have a due pass recommendation understanding should it be approved it would only be paid out when there is sufficient funding in the account.  We currently have some major obligations with the last year of the Winter Show and the Wellness Center in there but we shouldn’t negate someone that qualifies because the money is tight.  The understanding is that the Eagles will draw on a loan or line of credit and it would be reimbursed when there is adequate sales tax collected from the Food and Beverage. 

City Auditor Richter stated we do have about $100,000 of Food and Beverage fund money annually dedicated to debt.  In 2021 we have $50,000 for the Winter Show dedicated to debt in January and will be the last installment there.  Then we have another $50,000 due in July for the Wellness Center and several more years.  Taking that into consideration and the project passed before we could distribute this money estimated the second half of 2021. 

Commissioner Bishop made a motion to approve, seconded by Commissioner Erickson.  Motion passed.

Approve application for property tax exemption for Rocking DD Properties.

City Auditor Richter stated she spoke with City Assessor Hansen regarding this application as City Assessor Hansen is out and unable to present.  She recommends a due pass as it qualifies and fits the requirements of this improvement to residential building.

Commissioner Magnuson made a motion to approve, seconded by Commissioner Erickson.  Motion passed.

Consider Amendment to Agreement for Permanent Flood Protection Phase III – Construction Engineering.

Chad Peterson from KLJ stated original contract was $482,500, this estimate was based off the contractor’s original schedule.  Project was delayed last fall due to some flooding in early October.  The original contract was for $182,500 with the city.  In the spring of this year the contract was amended to extend the completion date from June to September extending the amount of effort for our inspection team to do their job.  Requesting up to $20,500.  The cost share request through the state water commission in 2018 requested construction and engineering at $203,000 at the 80/20 cost share so what we are asking for has already been approved through the state wide commission in a cost share request.

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

Consider appointing interim building official.

City Attorney Martineck stated the purpose for this request is to ensure for continuity that we have someone working for the city that is working as the interim building official so if we have something that needs to be signed off we have someone that’s able to do that.  My recommendation is that the Commission appoints Gwen as the interim Building Official.

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

Consider contract for building inspection service – Midwest Inspection Services

City Administrator Crawford is requesting the City enter into a contract with Midwest Inspection Services and consider allowing herself the ability to enter into the contract, depending on the negotiations, on a monthly basis until the future plans are decided to continue on the progress in town without delays.

Commissioner Bishop made a motion to approve, seconded by Commissioner Erickson.  Motion passed.

City Administrator’s Report

City Administrator Crawford stated stop signs by 5th St NW have been put up.

Central Ave already has 2 hour parking but the Police Dept. was having a hard time enforcing it in areas because it wasn’t consistent.  We will be resigning areas so they are clear.  It would go from Main Street to 6th and then 4th, 3rd and 2nd one block east and west will be established as 2 hour parking and anything outside of that will be taken out.

Our Forester said the town is doing a great job at removing trees or getting back to him.  Just wanted to mention that if you cannot have them taken care of in the 10 days as indicated on the letter to please call him.

Jeff Differding will be retiring on September 22nd.

City Updates & Commission Reports

City Attorney Martineck reported we are moving forward with one candidate for City Engineer.  He is living in Virginia but is originally from North Dakota.  He will be here around the 21st or 22nd of August for a second interview.

City Auditor Richter reported on July 30th we wrapped up the 2021 budget meetings and approved the preliminary budget.  At this time we have a 2.01 mill increase.

Fire Chief Magnuson reported census takers are out and if you have not completed yours they will stop.  They may also come to your house if they cannot get ahold of your neighbors. 

Police Chief Hatcher reported the Police Department will start enforcing abandoned vehicles on private property.

Chad Peterson from KLJ reported updates on construction projects.  5th Ave NW done with underground work on Phase 1.  Working on grading over the last week and a half they have started concrete work and hoping to wrap that up early next week and then complete the paving on Phase 1 and move onto Phase 2.

Working on Phase 3 of the of the Permanent Flood Protection by the Master Lift Station.  Working on the concrete on the curb and gutter street restoration and as soon as that is cured they will start the paving.  Also working on placing the rip rap in the river along the walls.  All the flood walls are done and the lighting has been installed.

Main Street and 8th Ave SW solicited quotes for the inlet that failed.  They came in a little high so we spoke to Reiner Contracting to look at an alternative fix.  Reiner has submitted a quote to do the work for $12,000 which is under the original quoted $20,000.  They should be starting on the work this week.

CP Rail has been hauling a lot of trucks across 12th Ave NE into the Country Club property to do the repairs.  KLJ and Public Works have inspected the roadway at this point and identified damages and repairs that need to be completed.  CP Rail has been contacted and we are waiting to hear back on that.  Although at this time there is not significant damage we want to look at what kind of reduction in life this may have caused.

Commissioner Gulmon thanked Avis, Brenda, Gwen, the department heads and staff for all the great work on the budget, it seemed to go really well.

Commissioner Erickson reported that Adam Faul has been trying to find additional sites for recycling.  Working on one for the North side of town.  We will add a drop site at the tree site and up by J&S Marketing for now.

Commissioner Bishop welcomed Officer Joshua Sampson and thanked Police Chief Hatcher for all his hard work and as of tomorrow the Police Force will be fully staffed.

Mayor Carlsrud reported the City County Health is participating in COVID testing that will take place Wednesday, August 5th from 4-5:30 at VCSU parking lot.  No cost and no insurance processed.  Please register prior.

Senator Robinson sent a note sharing their gratitude for taking out the electrical poles at VCSU and putting it all underground.

Meeting was Adjourned at 5:55 PM.

07/21/2020 City Commission Minutes

The City Commission Meeting began on Tuesday, July 21, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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.

Members of the public may view the meeting online (https://zoom.us/j/97914864324?pwd=WU9HcjJhSDVaZmwvRnQxQjVkWmlxZz09) Password 9PhqpQ or listen by calling (1 253 215 8782) Webinar ID: 979 1486 4324 Password 481130

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

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

Others present: City Administrator Crawford (entered at 5:01), City Attorney Martineck, Deputy Auditor Klein, City Assessor Hansen (by Zoom), Building/Fire Inspector Andersen, Public Works Accountant/Manager Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Agenda

Removed N2

Approval of Minutes

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

Approval of Consent Agenda

  1. Approve Mechanical Contactor License for Laney’s Inc.
  2. Approve Block off Street Application for the VC Chamber of Commerce on July 22nd for Crazy Daze.

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

Public Comments

There were no public comments.

Ordinance

Approve second and final reading of Ordinance 1058, an Ordinance Creating Section 20-04.01 to extend City Sales, Use & Gross Receipts Tax dedicated to Permanent Flood Protection.

Commissioner Magnuson moved to approve the second and final reading of Ordinance No. 1058, seconded by Commissioner Erickson. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1062, an ordinance to amend and reenact sections 14-8-07 and 14-08-20 of the Valley City Municipal Code related to penalties for striking unattended motor vehicle and driving without liability insurance.

Commissioner Gulmon moved to approve the second and final reading of Ordinance No. 1062, seconded by Commissioner Bishop. The motion passed unanimously.

Resolution

Approve Resolution 2258, a resolution accepting bid and awarding contract for Permanent Flood Protection Erosion Mitigation Phase 1 (Woodland Park Riverview Drive).  (KLJ Engineer)

Chad Peterson from KLJ stated bids were open last Friday for project, two bids were received.  Low bid was Strata Corporation out of Grand Forks with a bid of $445,914.96 and Scherbenske Inc. out of Jamestown at $505,910.00.  These bids are under the Engineers estimate and KLJ recommends awarding the contract to Strata Corporation.

Commissioner Magnuson moved to approve Resolution No. 2258, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Approve Special Alcohol Beverage Permit for the Valley City Eagles Aerie 2192 on Central Ave-200 Block for Summer Nights on Central Event on 7/23/2020, 7/30/2020, 8/20/2020 and 8/27/2020.  Commissioner Gulmon moved to approve the Special Alcohol Permit, seconded by Commissioner Erickson.  The motion passed unanimously.

Census 2020 Report (Mayor Carlsrud/Fire Chief Magnuson) Fire Chief Magnuson thanked everybody who has already completed their census also.  Valley city is at 70% completed.  Census takers will be going door to door only to those who they show have not completed the census.  They will observer social distancing and will have a badge for identification.  Fire Chief Magnuson encouraged everyone to complete their census if they have not already.  The census takes place once every 10 years and is important information used to determine how much money is appropriated for the city and county to use for various projects and departments.  For each individual that does not complete the census we will lose approximately $19,000 over 10 years. Mayor Carlsrud added, “If you complete the census before, they won’t come knocking on your door.”

City Administrator’s Report

City Administrator Crawford reported on meeting regarding the lights in the park.  Work was requested to start this fall.  After discussing with Marshall Senf the lights that were originally chosen matched the others in the Streetscape project but they direct the light more to the ground.  Marshall recommended the acorn shaped lights which would emit a brighter glow and also help with safety concerns.  Chad Peterson (KLJ) spoke with Tyler Jacobsen (VCPR) whose main concern was having glass in the park.  The acorn lights are polycarbonate, not glass, whereas the previous lights were glass so Tyler agreed the acorn lights would be the best decision.  Valley City Parks and Rec will need to sign a waiver stating the City can start on the project waiving the assessment notification process.

City Administrator Crawford went on to state she is continuing to meet with the department heads and discuss concerns and ideas, some of which have save us money.  We also had a meeting with the company that handles our uniforms and addressed the concerns we have been having and will continue to monitor that situation.

City Administrator Crawford stated she attended the rescue drill and it was very impressive and thanked them for the invite.

City Updates & Commission Reports

Attorney Martineck reported on the opening for the Operations Superintendent and the City Engineer position.  We did receive one internal application for the Operations Superintendent.  As long as he meets the minimum requirement we should be able to have that filled within the next week.  We received two full applications for the City Engineer position and will be discussing with the Commissioners and City staff on how to move forward with interviews for that position..

Deputy Auditor Klein reminded of the budget meetings next week.

Public Works Accountant/Manager Jacobson stated on 7/22/2020 it will have been one year since the recycling contract was signed.  The original benchmark was set at 700 tons, they surpassed that at 992 tons.  This year the benchmark will be set at 800 tons.  Along with that as part of the contract, the recycling fee we have collected we passed on $62,760 to aid the recycling effort. 

Building/Fire Inspector Andersen provided an update on the Love’s project stating work is moving forward.  The equipment for the College is moved in and they are starting to drive pilings.  The contractor for the Barnes County Jail was supposed to stop in for a permit but has not yet.  Building/Fire Inspector Andersen thanked everybody as this will be his last meeting before he retires.

Fire Chief Magnuson the water is extremely high in Valley with a possible crest of 13.5 tomorrow. Cautioned citizens that the river is high and the current is strong recommends with these conditions people avoid being near the river.

Chad Petersen Phase 3 of flood protection, the flood walls have been poured and they’re working on the caps now.  Projecting Phase 3 to be completed the middle of August. 

5th Ave NW, rain has slowed things a little bit but they have been able to continue on the underground work.  By the end of the week they should have all the utility work for Phase 1 completed.  Completion date for Phase 1 is August 15th, if we get some decent weather things should come together pretty quickly. 

Streetscape Phase 2 project, all changes were approved by DOT.  Project is currently scheduled for Oct 16th.  Final plans for bid openings are due to the DOT by August 7th

Commissioner Erickson reminded that the grass site west of the Transfer Station is open 24/7.  There will also be a curbside tree pick up the last Thursday and Friday in July and the last Thursday and Friday in September.  If you need to schedule a pick up call Public Works.

Commissioner Magnuson encouraged everyone to get out and the community events.  Crazy Daze Wednesday and the upcoming Summer Nights events.  We have also noticed some vandalism on utility boxes.  If you see this please call dispatch. Thanked Dave for all he has done.

President Carlsrud gave a shout out to all our city employees being busy with budgets and those in Public Works being busy with all the buyouts we’ve had and mowing.  It’s been a real challenge so please be patient, we are trying to catch up.  There has been a lot of additional work with the construction, our employees are scrambling and we appreciate all they are doing. Thanked Dave.

Meeting was adjourned at 5:28 PM

07/07/2020 City Commission Minutes

The City Commission Meeting began on Tuesday, July 7, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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.

Members of the public may view the meeting online (https://zoom.us/j/97914864324?pwd=WU9HcjJhSDVaZmwvRnQxQjVkWmlxZz09) Password 9PhqpQ or listen by calling (1 253 215 8782) Webinar ID: 979 1486 4324 Password 481130

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

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

Others present: City Administrator Crawford, City Attorney Martineck, City Auditor Richter, Deputy Auditor Klein, City Assessor Hansen (by Zoom), Building/Fire Inspector Andersen, Public Works Accountant/Manager Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Agenda

Added Ordinance 1062

Remove Resolution 2258

Approval of Minutes

Commissioner Bishop moved to approve the minutes from June 23, 2020 meeting, seconded by Commissioner Gulmon. 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 $2,458,233.49.
  3. Approve Block off the Street Request for On the Move “Let’s Walk Valley City” Event on July 20, 2020 from 5:00 PM to 8:00 Pm at 4th Ave NE from 9th St NE to 6th Street NE

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

Public Comments

Gary Jacobson had received a concern from a citizen about the monthly water surcharge of $8.24 for multi-unit buildings. Currently the owner pays the consumption cost and each tenants pays the $8.24 surcharge. This charge has been in place for at least 30 years to make sure costs are being distributed to those receiving the benefit. A single family home has a smaller and less expensive meter going into the home where the multi-unit homes have a larger meter which is more expensive to purchase and maintain. If this monthly fee was removed there would need to be an increase to all residents to make up for this decrease in revenue.

Ordinance

Approve second and final reading of Ordinance No. 1060, an Ordinance Relating to amend and reenact Chapter 5 of Title 8 and Section 11-05-18 of the Valley City Municipal Code, relating to mobile vendors and transient merchants.

Attorney Martineck reviewed the ordinance and stated all recommendations from the Planning and Zoning Board have been adopted in this version. Commissioner Erickson moved to approve second and final reading of Ordinance No. 1060, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1061, an Ordinance to Adopt and Enact Section 1-01-15 of the Valley City Municipal Code related to Crime Victim Witness Fee

City Attorney Martineck reported that the City has imposed a crime victim witness fee in 2017, the section was repealed inadvertently during the recodification process and this ordinance will re-instate the section. There has been no change to the ordinance from the first reading. Commissioner Bishop moved to approve the second and final reading of Ordinance No. 1061, seconded by Commissioner Erickson. The motion passed unanimously.

Approve first reading of Ordinance 1058, an Ordinance Creating Section 20-04.01 to extend City Sales, Use & Gross Receipts Tax dedicated to Permanent Flood Protection.

Attorney Martineck stated this ordinance went to the vote of the citizens of Valley City in June and passed. Finance Director Richter stated the purpose of extending the sales tax is to have a revenue source to finance permanent flood protection through the Bank of North Dakota. These loans have a 30 year term. Commissioner Gulmon moved to approve the first reading of Ordinance No. 1058, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve first reading of Ordinance No. 1062, an ordinance to amend and reenact sections 14-8-07 and 14-08-20 of the Valley City Municipal Code related to penalties for striking unattended motor vehicle and driving without liability insurance.

Attorney Martineck stated these amendments had previously been discussed by the Commission and need to be updated to be in compliance with NDCC. Commissioner Magnuson moved to approve the first reading of Ordinance No. 1062, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Discuss job title for City Administrator position.

Commissioner Bishop stated there was discussion at the Finance Meeting regarding changing the title of City Administrator to City Manager. Commissioner Bishop moved to keep the title as City Administrator, seconded by Commissioner Magnuson.  Commissioner Gulmon stated the citizens voted to keep the City Administrator position, it’s time for us all to support this position and move on in a positive manner. The motion passed unanimously.

Approve Appointment for the Visitors Committee.

Finance Director Richter stated this position was advertised in the Times Record. Paige Bjornson expressed her interest in serving on the Visitors Committee, no other inquiries were received. Commissioner Gulmon moved to appoint Paige Bjornson to the Visitors Committee, seconded by Commissioner Bishop.  The motion passed unanimously.

Approve Property Tax exemption for Improvements to Residential Building at 905 9th Ave SE.

City Assessor Hansen submitted her recommendation to approve the tax exemption at 905 9th Ave SE for a 25’x 25’ addition that will add an estimated $60,000 of value. Finance Director Richter reminded the Commission that the tax exemption is only on the addition and would not affect the current tax revenue from this property. Commissioner Bishop moved to approve the property tax exemption at 905 9th Ave SE, seconded by Commissioner Erickson.  The motion passed unanimously.

Approve Assistant Public Works (Operations) Superintendent Position for Succession Planning. Attorney Martineck reviewed the succession plan when Jeff Differding retires. The plan moving forward would be to post the position internally, go through the interview process, and promote the person to assistant operations superintendent with a 5% increase in the employee’s current salary. This person would then have the opportunity to job shadow Jeff and learn the job. Commissioner Erickson moved to move forward with the succession plan of the Public Works Operations Superintendent, seconded by Commissioner Magnuson.  The motion passed unanimously.

City Administrator’s Report

City Administrator Crawford reported on meeting with department heads, banners on central, department head meetings starting this week, opening the transfer station on Saturdays starting July 18th through September, Clean up week is September 14-18, need to work on tree growth in alleyways, and drawing up agreements in writing instead of verbal agreements.

City Updates & Commission Reports

Attorney Martineck reported on the applications for the City Engineer position and would like to continue posting for another two weeks.

Finance Director Richter welcomed Brandy Johnson, City Hall Administrative Assistant and Tina Current, Public Works Administrative Assistant.

Chad Petersen gave a brief overview of the construction projects – Seal Coat has been completed, continue working on the underground on 5th Avenue NW on track with completion deadlines for Phase I, PFP concrete flood walls have been completed.

Commissioner Gulmon has met with Finance Director Richter to review the City’s finances and will continue to do so monthly. Also met with Jennifer Feist with the VCBC Development Corporation.

Commissioner Bishop welcomed the new police officer and thanks to all the officers for their work.

President Carlsrud thanked the new police officer for coming to our community and being interested in law enforcement. Thanks to Paige Bjornson for stepping up and serving on the Visitors Committee. City employees are working in the hot weather, be aware of the workers in work zones.

Adjourn at 5:37 PM

6/23/2020 City Commission Minutes

The City Commission Meeting began on Tuesday, June 23, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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.

Members of the public may view the meeting online (https://zoom.us/j/98694073301?pwd=VjRWZlhVNWJ0QjhvWUFFbDh3WUdvdz09) Password 4tTbXr or listen by calling (1 346 248 7799) Webinar ID: 986 9407 3301 Password 534462

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

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

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

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the June 16, 2020 meeting, seconded by Commissioner Erickson. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for D&C Home Improvement

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

New Business

Elect Vice President to City Commission
City Auditor Richter reported that Commissioner Magnuson was elected Vice President by ballot.

Approve Reorganization of Commissioner’s Portfolios

Portfolio Board Member
Finance Commissioner Gulmon
Public Works: Streets, Sanitation, Sewer, Water Distribution Commissioner Erickson
Public Works: Electric & Water Treatment Plant President Carlsrud
Police/Fire Commissioner Bishop
Buildings/Grounds Commissioner Magnuson

Commissioner Magnuson moved to approve the portfolios, seconded by Commissioner Gulmon. The motion passed unanimously.

Appoint and approve Commissioner assignments to additional committees and boards

Committee/Board Number of Commissioners Assigned Board Member
Valley City Planning & Zoning Commission 2 commissioners President Carlsrud Commissioner Bishop
Commissioner Erickson
Valley City Library Board 1 commissioner Commissioner Gulmon
City County Health Board 1 commissioner Commissioner Bishop President Carlsrud
Barnes County Planning & Zoning Commission 2 commissioners President Carlsrud Commissioner Bishop Commissioner Erickson
Valley City-Barnes County Development Corporation 2 commissioners Commissioner Bishop Commissioner Gulmon
Board for Community Service 1 commissioner Commissioner Magnuson  

President Carlsrud reported change from Commissioner Bishop will serve on the Planning and Zoning Boards instead of President Carlsrud; President Carlsrud will serve on City County Health instead of Commissioner Bishop. Commissioner Magnuson moved to approve as amended, seconded by Commissioner Erickson. The motion passed unanimously.

Consider de-obligating approximately $350,000 SWC funds for 7th Ave NW Water Main 100 project.
Chad Petersen from KLJ that 7th Avenue NW was bid in April 2019 but bids were high. In January 2020, the City Commission reviewed the R&R fund and determined the project should be deferred to 2021 construction (at that time, the City Commission was expecting Prairie Dog funding available and $350,000 grant from SWC for water mains). Since then, the State Water Commission is looking to de-obligate funds for projects that local government does not expect to be completed in 2021.Chad Petersen from KLJ does not expect the City will be able to fund the local share of the project in 2021.

Commissioner Magnuson moved to approve the de-obligation, seconded by Commissioner Gulmon.

Petersen reported that the State Water Commission is looking for reports on the anticipated reimbursements as well as any carry-over requests for reimbursement. Commissioner Magnuson asked if this project needs to wait for Prairie Dog funding. Chad Petersen from KLJ agreed further discussion is needed to determine funding priorities in future.

The motion passed unanimously.

City Administrator’s Report

City Administrator Crawford continues to meet with city staff and departments

City Updates & Commission Reports

Building/Fire Inspector Andersen reported the City held a pre-construction meeting with Love’s.

Fire Chief Magnuson stated 4th of July will be here soon; sales begin June 27 – July 5. Don’t shoot until July 1. Census – please complete.

City Attorney Martineck reported the Assistant Fire Chief position was posted in-house. The position closes this week. Martineck expects to post the City Engineer position to post tomorrow; goal to have decision made by end of July.

President Carlsrud thanked elected officials for serving and encouraged members of the public to serve.

Adjourn at 5:19 PM