Minutes Available text with City of Valley City Logo above

6.28.2021 Special Commission Minutes

President Carlsrud called the meeting to order at 8:15 AM.

Members present: President Carlsrud, Commissioner Bishop, Commissioner Gulmon

Pledge of Allegiance (Please Stand)

New Business

Approve Raffle Permit for the Sheyenne River Valley National Scenic Byway Foundation. 

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

Consider Possible Burn Ban/Fireworks Options.

Fire Chief Magnuson stated he had been in contact with Sue Lloyd, the Emergency Manager, and our thought with the recent rain to not do anything regarding the fireworks at this time.

Consensus was made to leave things as is right now.

Approve Third and Final Reading of Ordinance No. 1085, an Ordinance to Amend and Reenact Chapter 08-07 and Section 11-05-11 and to repeal Title 13 of the Valley City Municipal Code re Mobile Park Regulations.

Commissioner Bishop requested this be added to next agenda when City Attorney Martineck would be present.

Adjourn

Meeting was adjourned at 8:23 AM.

Minutes Available text with City of Valley City Logo above

6.15.2021 Commission Minutes

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Gulmon, City Administrator Crawford and City Attorney Martineck.

Pledge of Allegiance

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the June 1st meetings seconded by Commissioner Magnuson.  Motion carried.

Approval of Consent Agenda

Approve Block off Street Request Along 4th Ave SW from 4th St. to 6th St. SW for On the Move Let’s Walk Valley City Event held on July 19th, 2021 from 5PM to 8 PM.

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

public hearing

Public Hearing to Consider Development Plan and Developer’s Agreement for Valley Plains Equipment (Nextera Properties).

City Attorney Martineck stated the purpose is to discuss the Developer’s Agreement and Development Plan for Valley Plains.  Essentially the Commission has to find that this is in the best interest for the City, mark this as appropriate for development and a TIF.  The total value of the project with the land and the building will be $4.5 million.  We would need $57,000/year from the TIF to repay our $500,000 to the BND at 2% over 10 years.  The anticipated revenue from that property based on that value would be almost $62,000.

Finance Director Richter stated she has not received a building value and was hoping Aaron could fill us in. 

Aaron Raap stated he is trying to guesstimate on what was spent on the building in Jamestown and what that’s valued at and doing a comparison in size.  One of the things we need to consider too is the issues we are having getting building materials so not sure if it will be enclosed this fall.  The plan is to get the site work, foundation and hope that the steel shows up but no one can tell me when that will be coming in. From a timing standpoint on the TIF we thought we should bring that up.  The $4.5 million is a conservative estimate.  I expect it to be even more than that.

Tracey Eslinger stated we are hearing there are delays in receiving some of the materials but it may be taken care of by the time this is all ready.  We are hoping to have everything ready and reviewed by July with bidding possibly taking place end of July early August giving the contractor an opportunity to start this year and get services tied in for at least the water and sewer.  If the project doesn’t need actual services until 2022, there would be an opportunity to do that work in 2022.  Tracey also recommended to not limit the TIF.  Any increase in the TIF will pay off the loan quicker.

President Carlsrud declared public hearing open.

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

Approve Resolution 2303, a Resolution Approving Developer’s Agreement and TIF for Valley Plains Equipment (Nextera Properties).

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

Ordinance

Approve Second and Final Reading of Ordinance 1083, an Ordinance Approving the Annexation of Lot 2 Block 1 of Love’s Valley Addition.

City Attorney Martineck stated no change from the first reading.

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

Approve Second and Final reading of Ordinance 1084, an Ordinance to Adopt and Enact section 12-01-11 of the Valley City Municipal Code re littering. 

City Attorney Martineck stated no changes from the first reading. 

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

Approve Second Reading of Ordinance 1085, an Ordinance to Amend and Reenact Chapter 08-07 and Section 11-05-11 and to repeal Title 13 of the Valley City Municipal Code re Mobile Park Regulations.

City Attorney Martineck stated as of right now there are no changes from the first reading but I did want to address the materials section 8-07-02.  I was asked whether we should make changes to that section.  The concern was about having a recreational vehicle or trailer in the front yard as long as it’s not impeding a line of site or blocking a sidewalk.  

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

Approve First Reading of Ordinance 1086, an Ordinance to Amend and Reenact Subsection 2 of Section 15-01-19 of the Valley City Municipal Code re Responsibility for Utility Service Lines.

City Attorney Martineck stated the intent is to make clear who owns the underground infrastructure.

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

Resolution

Approve Resolution 2301, a Resolution Creating Consolidated Sewer & Water District No. 59 (Nextera). 

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

Approve Resolution 2302, a Resolution Providing for the Issuance of City Sales Tax Revenue Bond, Series 2021, for the local share of Permanent Flood Protection.

Finance Director Richter stated back in December 2019 we asked for a loan for the local share for PFP from the State Water Commission and were approved for $3,676,600.  We need to close on this loan and take a draw. 

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

Approve Resolution 2297, a Resolution Approving a Petition to Vacatate 15th Ave NE adjacent to Lots 4 & 5 of Block 1 of the Northern Pacific East Fourth.

City Attorney Martineck stated the Planning and Zoning Commission received a petition for the vacation.  The property owners have reached an agreement to maintain that as a private road.  The Planning and Zoning recommends approval. 

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

New Business

Approve to Submit Application to the Bank of ND for loan for Fire Hall Addition.

Finance Director Richter stated in May we submitted an application for a loan to the Rural Development Corporation and received approval for a $300,000 loan 2% 10 year loan with 1% origination fee.  The 2021 legislation has broadened the infrastructure loan fund to the BND and it now included buildings.  It is still  2% and we don’t have a maximum.  I recommend we apply for a $500,000 loan for the fire hall addition and ask for a 20 year loan.

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

Approve Appointment for the Following Committees and Terms:

            a. Planning & Zoning Commission-1 opening, 5 year term

  • Bobby Koepplin

            b. Renaissance Zone Board-4 openings, 3 year term

  • Tyler Marthaler
  • Shannon Little Dog
  • John Paul (JP) Jones
  • Jeff Nathan

c. Special Assessment Commission-1opening, 6 year term

  • Jim Knutson

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

Approve Quotes for Mill and Overlay on 2nd Ave SE.

Chad Petersen stated we received quotes from Border States and Strata.  The engineer estimate was $70,112.50. Strata came in at $83,995 and $76,700, we recommend awarding the bid contract to Border States.

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

Approve Ending COVID 19 Emergency Resolution.

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

City Administrator’s Report

City Administrator Crawford stated there is a lot of different pieces to the budget being discussed.  We are also working through the policy manual so if there are any changes you would like to see send those in.  The cleanup property has been a big learning curve for everyone because we are doing things the right way.  We can tell word is getting out because people are coming to us and asking questions.

City Updates & Commission Reports

Finance Director Richter thanked those that volunteer their time for the various committees.  It takes time out of their days and we appreciate it.  The budget worksheets have been sent to the department heads. 

PW Manager Jacobson reported the end of the second year of the recycling, the contract says he had to do 800 tons worth, we’re at 1266 tons.  The garbage that we run to Fargo is slowly declining.   

Chad Petersen from KLJ reported the 7th Ave 2nd Ave projects.  The 7th Ave project by Pucklich they got the curb and gutter in this week south of Main Street and worked on some of the sidewalk work.  Next week they are supposed to do the curb and gutter on 2nd Ave NE.  Once that is done and cleared out they should do the paving on 7th Ave including intersection of Main St. and 2nd Ave.  As long as nothing happens we should have pavement back in place on Main Street before July 4th.  After that time frame 2nd Ave should be pretty wrapped up other than the driveways and sidewalk work in that area and then we’ll start Phase II.  Streetscape we have been working with the contractor on getting things prepared for Rally in the Valley.

Commissioner Magnuson reminded everyone of Rally in the Valley and the Fireman’s Dedication.

President Carlsrud advised everyone to be safe in the heat.  Cleaning up properties is important.  Please think before you throw stuff and dispose of it properly.  Business’ dumpsters are private.  They are rented and are to be used for that business only, it is a misdemeanor.  I encourage you to take part in our committees.  It is rewarding.  Chris Berg from KVLY including Valley City in the Small Town Spotlight. 

Adjourn

Meeting was adjourned at 5:50 P.M.

Minutes Available text with City of Valley City Logo above

6.1.2021 Commission Minutes

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, and Commissioner Gulmon, City Administrator Crawford, City Attorney Martineck.

Pledge of Allegiance

Approval of Agenda

Removal of R1

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the May 18th meeting 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 $1,297,026.82               

C.  Approve Block off the Street Request for City Lights Wiffle Ball World Series from 5 PM-12 AM on July 24th, 2021 for Elm St. to Parking Lot of City Lights.

D. Approve Raffle Permit for SHINE.

E.  Approve 2021-2022 Renewal of Retail Tobacco Licenses for the following businesses:

      a. CHS Inc.

      b. Family Dollar Inc.

      c. Farmers Union Oil, Petro Serve

      d. County Bottle Shop Inc. dba The Liquor Locker

      e. Leevers Foods, Inc. at 148 South Central Ave.

      f. Leevers Foods, Inc. at 424 2nd Ave NE

      g. Casey’s

      h. And all licenses received before June 30 at 12 Noon

F.  Approve Renewal of Alcoholic Beverage Licenses for the following businesses:

      a. Brockopp Brewing, LLC

      b. Jimmy’s Pizza

      c. The Clubhouse Lounge, LLC

      d. Chinese Palace

      e. Hi-Line Hospitality, LLC

      f. Captains Pub

      g. Bridges Bar and Grill

      h. The Liquor Locker

      i. And all licenses before June 28 at 12 noon

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

Ordinance

Approve Second and Final Reading of Ordinance 1080, an Ordinance Rezoning the Undeveloped Land Located West of 8th Ave SE and South of 10th St SW West of Waterfront Meadows Addition.

City Attorney Martineck stated no changes from the first reading.

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

Approve Second and Final Reading of Ordinance 1081, an Ordinance Relating to the Annexation of territory-Meadow View.

City Attorney Martineck stated no changes from the first reading.

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

            Approve Second and Final Reading of Ordinance 1082, an Ordinance approving Hidden     Ponds Estates Planned Unit Development.

            City Attorney Martineck stated no changes from the first reading.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.

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

Motion carried.

Approve First Reading of Ordinance 1083, an Ordinance Approving the Annexation of Lot 2 Block 1 of Loves Valley Addition.

City Attorney Martineck state the original Love’s annexation was in 2019.  After that was approved Loves acquired an additional parcel in the NW portion.  They have petitioned for that to be annexed in.

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

Approve First Reading of Ordinance 1084, an Ordinance to Adopt and Enact section 12-01-11 of the Valley City Municipal Code re littering.

City Attorney Martineck stated we were getting several complaints about littering around town.  We do have a provision for littering in streets but nothing for public or private property.  This ordinance will make it an offense.

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

Approve First Reading of Ordinance 1085, an Ordinance to Amend and Reenact Chapter 08-07 and Section 11-05-11 and to repeal Title 13 of the Valley City Municipal Code re Mobile Park Regulations.

City Attorney Martineck stated we haven’t really did any amendments to this ordinance since 1959.  City Attorney Martineck stated he made changes to align better with the State and also to make it easier to enforce.

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

Resolution

            Approve Resolution 2299, a Resolution Approving the Plat and Variance request of             undeveloped             land located west of 8th Ave SE and south of 10th St SE, west of Waterfront   Meadows Addition.

            City Attorney Martineck stated the Planning and Zoning is recommending approval with the        several conditions and variance to the sidewalks.

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

New Business

            Approve Special Alcohol Beverage Event Permit for The Labor Club at the Labor Club       South Lot June 19th from 7 PM to 2 AM for the Rally in the Valley Parking Lot Dance.

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

            Approve Site Authorizations Renewals for Eagles Aerie at the Eagles Aerie, Captains Pub,   Labor Club, My Bar, City Lights and Tavern 94 from 7/1/2021 through 6/30/2021.

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

            Approve Preliminary & Design Engineering Task Order for Project No. SU-2-990(061),       OCN             23233-12th St N (9th Ave NW to 5th Ave NE) and 8th Ave SW/Winter Show Rd (Mill   & Overlay and Turn Lanes).

            Chad Petersen from KLJ stated this was discussed at the last meeting and approved programming this project for the February 12th, 2022 DOT bid opening.  This is to complete the preliminary           environmental documentation to meet DOT requirements as well as the plan development.

            Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.

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

            Motion carried.

City Administrators Report

            City Administrator Crawford asked Tracey Eslinger from Moore engineering to provide an update on the Nextera Subdivision property.

Tracey stated they are preparing the profile sheets for the sewer and water extensions.  They are anticipating having their plans wrapped up by the July timeframe. There may have been some discussion of having the bid later.  There could be two options, bid this year and give the contractor the option of installing it this year or waiting until next year.  Or bid it in the winter time of next year and have the project done early in the spring or summer.

City Administrator Crawford provided an update on cold storage.  July 2nd was supposed to be the closing date but we need the preliminary plat before the Title Company can do anything.  June 8th is the State Water Commission so we will be in that meeting to find out if we get the 80% for the building.

Clean-up week, kudos to all the crews that helped.  There are some things that need to be tweaked for next year and we will be working on that.  All the Sanitation positions are filled as of today.

The electrical boxes on Central have been wrapped.  They will have another opportunity to do the ones on Main.

Lots of ordinance changes will be taking place due to the legislative stuff being finished and just clean-up.

Thanks to all the crew that has been involved with addressing the “junk” issues.  There are people near those areas that appreciate it.  We are not picking on any areas, it takes time and all areas will be addressed.

City Attorney Martineck stated the State Legislature made a lot of changes.  A lot of time the city ordinances mirror the state so we will be making some changes.  We’re also finding a lot of the ordinances haven’t been changed in decades so we will be working on bringing those up to date.

Finance Director Richter encouraged people to volunteer for the RZ Board.

City Assessor Hansen stated she attended the County Equalization meeting in case there were any changes or protests, there were none.  She will attend the August 10th meeting and expect the same results.

Fire Chief Magnuson stated it is dryer than what you think so just watch and have water nearby if you decide to have a campfire.  June 19th is the dedication to our honorary members. 

Chad Petersen from KLJ stated we are seeing a lot of progress in the last week or so on the Main Street Streetscape project.  The concrete contractor will be in town tomorrow to pour for the ADA ramps and intersections and the sidewalks will follow after that.  The utility work on 7th Ave from 2nd St SW to 2nd ST NW is complete.  They anticipate that the curb and gutter will be coming in late this week or early next week.  2nd Ave sanitary sewer is complete and the water main is about half way up to 6th and 7th so they’ll be getting ready to work on the grading work.

Commissioner Gulmon gave a shout out to the kids that did the artwork on the electrical boxes.

Commissioner Erickson gave a shout out to the city crews for a good job last week.  We pulled in a 164 tons of garbage and just shy of 78 tons of inert.

Commissioner Magnuson stated it is getting nice out so get out and use the community.  We have some exciting things coming up.  Apologize for the construction but progress takes pain once in a while.  Shout out to the city crews for the hard work this last week.  Take care of your properties, your neighbors depend on you to do so.  Thank you to Gwen for coordinating with the schools to do the electrical boxes.

Mayor Carlsrud gave a shout out to the employees, the construction also creates challenges for them to do their regular duties.  Keep in mind people are working hard all over the city to get construction done for you.  Be safe.  We had to order more stop signs because people were going through construction zones to fast.  Please do not look at your phones while driving.

Adjourn

Meeting was adjourned at 5:34 P.M.

Minutes Available text with City of Valley City Logo above

5.18.2021 Commission Minutes

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, and Commissioner Gulmon, City Administrator Crawford, City Attorney Martineck.

Pledge of Allegiance

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Magnuson moved to approve the minutes from the May 4th meeting seconded by Commissioner Gulmon.  Motion carried.

public hearing

Open Public Hearing regarding the Rezoning of the undeveloped land located west of 8th Ave SE and south of 10th St SE west of Waterfront Meadows Addition.

President Carlsrud declared public hearing open.

Commissioner Bishop move to close the hearing, seconded by Commissioner Gulmon.  Motion carried.

Approve First Reading of Ordinance 1080, an Ordinance Rezoning the undeveloped land located west of 8th Ave SE and south of 10th St SE west of Waterfront Meadows Addition.

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

Ordinance

Approve Second and Final Reading of Ordinance 1079, an Ordinance Amending and Reenacting Section 12-02-01 of the Valley City Municipal Code re Property Maintenance definitions. 

City Attorney Martineck stated there were no changes from the first reading.  This is an ordinance to expand the definition of junk.

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

Approve First Reading of Ordinance No. 1081, an Ordinance Relating to the Annexation of Territory.

City Attorney Martineck stated we received a petition for annexation for Meadow View Estates.

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

            Approve First Reading of Ordinance 1082, an Ordinance approving Hidden Ponds Estates Planned Unit Development.

            City Attorney Martineck stated the Planning and Zoning Committee received an application to     create a PUD.  They Committee recommended approval with several conditions listed.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.

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

Motion carried.

Resolution

            Approve Resolution No. 2295, a Resolution Approving Final Plans & Specifications for        Master Lift Station Upgrades and Authorizing Engineer to Advertise for Quotes/Bids.

            Chad Petersen from KLJ stated plans are included in the packet.  These have been reviewed with Public Works.  As part of the engineering contract we did have Moore Engineering do a peer      review.  They have been submitted to the NDDEQ for approval before we can go for bids.

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

            Approve Resolution No. 2296, a Resolution Approving Final Plans & Specification for West End Lift Station and Authorizing Engineer to Advertise for Quotes/Bids.

            Chad stated this is the same as the last one but for the West End Lift Station.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.

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

            Approve Resolution No. 2298, a Resolution Approving an Application to Amend a Planned Unit Development (PUD) and Replat land located between 3rd Ave NE, and between 4th St            NE and 5th St NE (Outlot Y Harvest Valley Townhomes Subdivision-a Replat of Lots 5-8         Block 2 Original Townsite).

            City Attorney Martineck stated the Planning and Zoning Committee received an application to     replat some lots with in the PUD for the purpose of building some additional residences and   parcel off the garage sites.  Planning and Zoning is recommending approval with several        conditions listed.

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

New Business

Approve Site Authorization Renewals for Valley City Hockey and Figure Skating Club at Youth Sports Complex and Valley City Town and Country Club from 7/1/2021 through 6/30/2022.

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

Approve Valley City Barnes County Development Corporation request for funds.

Jennifer Feist from VCBCDC stated the request is in order for us to help secure engineering services to address a pretty significant issue in the SE corner of the community.  There is a portion that is experiencing hill sliding.

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

Approve Amendment to Engineer-Owner Agreement for Construction Engineering for 5th Ave NW Reconstruction. 

Chad from KLJ stated this project was to be completed in 2020 but the contractor did not complete the work in time.  Our contract was based off salary work up to Oct. 17th.  They started back up in April.  There will be approximately 4 weeks of time that was added.  That’s what the request is for which is $32,750 which is an hourly request.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson. 

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

Motion carried.

Discuss Urban Roads Project on 12th St N from 9th Ave NW to 5th Ave NE and 8th Ave SW at Winter Show Road.

Chad from KLJ stated back in December of 2016 the City requested a mil and overlay be programmed on 12 St N. in 2021.  Since that time other projects have happened so we reprogrammed that to 2022.  As part of the Petro Serve project turn lanes were supposed to be installed but were not.  Those will be added to this project.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon. 

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

Motion carried.

Approve MOU for Sheyenne River Water Trail.

City Administrator Crawford stated this is to make sure everyone is on the same page.  The City has no responsibility.

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

Approve Site Authorization renewal for the Thundering Saints, Inc. at Boomer’s Corner Keg and Woodland Steakhouse from 7/1/2021 through 6/30/2022.

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

Approve Request for Concurrence of Award.

Chad from KLJ stated the DOT opened bids for the seal coat on Main.  The estimate that was programmed for this project was approximately $140,000 the total project cost is approximately $121,000.  The City is required to pay approximately 10% which is about $12,000 with about $6,000 being special assessed.

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

Approve purchase of future Public Works building.

City Administrator Crawford stated she had Clint layout what they were looking at for the cold storage. 

Operations Superintendent Klemisch stated this is a need.  Everyone will be under one roof. 

Commissioner Gulmon questioned why the layout of the building ran from east to west rather than north to south. 

OS Kelmisch stated it worked better this way to get the storage building in salt tank in there.

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

Department Reports

City Administrator Crawford reported there is a lot of construction going on.  The first week of any project is learning curves.  We do have meeting with everyone on the project so we can try to make sure some of the bumps are covered.  We’ve added extra communication by sending press releases to Kay and Jennifer and MaryLee so they can use their contacts to help get the word out.  There are about four properties that will be affected for clean-up week but Clint has a plan.

Included in the packet are designs from the Sheyenne Valley Career & Tech Center students.  These are the final three designs and locations they will be placed.

We received the signed purchase agreement for 5th and 5th so that will be started this fall with the school.

Cold storage meeting last week.  There weren’t questions so I think they saw the value of it.

At the department head meeting last week we discussed the garbage on the boulevard.  We understand some have been there for 20 years but there have been some new ones being added it doesn’t look nice.  In order to take care of it we have to be fair if we make one move we have to make them all move.  So you will probably get calls.  It is in our ordinance that we aren’t supposed to have anything in our boulevards for longer than that day.

Police Chief Hatcher reminded pet owners if your pet is not in your yard or dog park you need to have a leash on them.  The fee is $20 for a tag.  It can also help you get your dog back faster and not have the vet fees if we have to impound your dog.  The current cycle right now, if you pay $20 per animal it will expire March of 2023 and that $20 would be in lieu of a $50 ticket if we catch your dog out and about or if they are not on a leash.  $50 for the first offense and $100 for the second.  The licensing fees go to the Friends of Animals so you are also helping them out.  The Peace Officer Memorial Day was Saturday, remembering all those that have fallen.

Chad Petersen from KLJ updated that every two weeks we are inviting the business owners to construction meetings to they can be informed and ask questions.

Commissioner Gulmon stated the April financial report shows the City is strong.

Commissioner Erickson reminding everyone clean-up week is next week.  Please separate your piles.

Commissioner Bishop thanked the VCFD and VCPD.  Stated he did received a request to leave the four way stops in place of the lights.

Mayor Carlsrud thanked everyone for all the extra work being done.  We grateful to all of our employees.  Clean up week, please respect the requests to the items can be picked up easily by our crew.  Thank you to Brenda and Avis for their advancements at the NDLC Leadership Training.

Adjourn

Meeting was adjourned at 5:43 P.M.

Minutes Available text with City of Valley City Logo above

5.4.2021 Commission Minutes

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

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

Others present:  City Administrator Crawford, City Attorney Martineck, Deputy Auditor Klein, City Assessor Hansen, PW Supervisor Jacobson, Fire Chief Magnuson, Police Chief Hatcher, City Engineer Chad Petersen, John Hill, Amy Pederson(VCPR), Mike Strom(KLJ).

call to order

Meeting was called to order at 5:00 PM

Pledge of Allegience

Approval of Agenda

Add N11.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the April 13th and April 19th meetings, seconded by Commissioner Magnuson.  Motion carried.

Arbor Day Proclamation

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  • Approve Monthly Bills for the City and Public Works in the Amount of $3,519,166.04               

1.  Approve Application to Block Off Street for VCSU-VC Activities Board from 3 PM to Midnight on May 5th for the End of Year Street Dance on 2nd Ave SW, East Side of the Student Center and Library.

2. Approve Application to Block Off Street for Sheyenne Valley Soapbox Derby Association for the Soapbox Derby Race held from 6 AM to 6 PM on June 5th, Central Ave from 3rd St to 9th St.

3.  Approve Raffle Permit for Bridge City Cruisers.

4.  Approve Raffle Permit for Fraternal Order of Police James/Valley Lodge #4.

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

Ordinance

Approve First Reading of Ordinance No. 1074, an Ordinance enacting a new section of the Valley City Municipal Code relating to Wireless Telecommunication Facility Guidelines.

City Attorney Martineck stated no changes from the first reading.  This allows the Auditor Department to determine when the contractor licenses are due.

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

Approve Second and Final Reading of Ordinance No. 1078, an Ordinance to Create and enact Section 15-01-12.1 re Tax Assessment of Unpaid Utility Charges.

City Administrator Crawford stated this is the ordinance we spoke about that if an account hasn’t been paid we will put it on the property.  We are still working out the details but the ordinance would be okay the way it is. We would also give notice to the land owners so they have until January to get everything figured out.

City Attorney Martineck stated no changes from the first reading.

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

Approve Second and Final Reading of Ordinance No. 1074, an Ordinance Enacting a new section of the Valley City Municipal Code relating to Wireless Telecommunication Facility Guidelines.

City Attorney Martineck stated a few minor changes since the first reading based on comments received from our City Planner, Joel Quanbeck.  Administrative changes in wording and also clarification that this does not apply to WiFi businesses provide to their customers.  There was a provision for a noise study to be done at Commission request.  It was originally stated that within 20 feet of a residential structure they could request a noise study.  We got rid of that and now they can request a noise study within any distance.

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

Approve Second and Final Reading of Ordinance 1075, an Ordinance Amending and Reenacting Sections of Titles 7 and 11 of the Valley City Municipal Code Related to Building Permits and Zoning Code Violations.

City Attorney Martineck stated no changes from first reading.  This is giving some more avenues for our Planning and Zoning committee to enforce.

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

Approve First Reading of Ordinance 1079, an Ordinance Amending and Reenacting Section 12-02-01 of the Valley City Municipal Code re Property Maintenance definitions.

City Attorney Martineck stated in our ordinance we have various definitions for what junk is.  We are trying to expand the definition a bit for some things that are out on private property like old tools, tires, ashes and debris etc.

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

Resolution

            Approve Resolution 2294, a Resolution Authorizing Filing of Application with NDDOE for Clean Water & Drinking Water Loan.

Deputy Auditor Klein stated this is just to get the ball rolling on this application.  It’s a low interest loan for what we assess the property owners for the sewer, water and storm sewer.  It gives us a better interest rate that we can pass on to the property owners.

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

New Business

Approve Designating Funds from the Cares Act Relief Funds in the amount of $25,000 for Lights to Place on the Elks Foot Bridge and in Veterans Park and $5,000 for the VC Park District to add concrete corn hole games to Chautauqua Park.

City Administrator Crawford stated we want to make sure that the $25,000 is for lights and other decorations so if we don’t use it all on lights we can use it in other places.  There are currently 12 horseshoe games and you would be changing out 4 of those for cornholes and the reason you are coming to the City is because of the large loss you had last year due to covid.

Amy Pederson from VCPR stated right now if people wanted to rent bags right now the plan is to have them at the Wellness Center.

Commissioner Gulmon moved to approve with the addition off the additional decorations to be added with the lights, seconded by Commissioner Bishop.  Motion carried.

Approve Recommendation from Renaissance Zone Authority Board to approve application from John Hill for the 5 year property tax and 5 year income tax exemption up to $300,000 and designate it as VC-128.

Deputy Auditor Klein stated this is approved by the RZ Board for a new home John will build.  John is here if you have any questions.

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

Approve Recommendation from Renaissance Zone Authority Board to approve four applications from Legacy Developments for the 5 year property tax and 5 year income tax exemption up to $300,000 each, contingent on receiving their Certificate of Good Standing, and designate them as VC-129, VC-130, VC-131 and VC-132. 

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

Amend City Administrator’s Contract.

City Attorney Martineck stated the purpose of the contract is to correct a discrepancy in the original contract so City Administrator Crawford will get her entire allotment of vacation at her anniversary date and start accruing annual leave like every other employee.  

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

Approve Bluescope Contract.

City Administrator Crawford stated she would like the Commission to approve the contract that was provided in the materials.  It has the final amount, the only thing that might change is if there is anything to do with the additional 12 feet. Carl has sent it to our Zoning Official to make sure everything is correct.

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

Amend Resolution 2292, a Resolution Approving Plat of Hyland Park District.

City Administrator Crawford stated there was just some clarity that needed to be made.  One of the parts that was very important to the P&Z is having sidewalks as the ordinance has stated.  They were understanding that they didn’t need any there because they didn’t go anywhere.  Bruce has found a way to add the sidewalks so we are asking for the amendment.

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

Approve offer for purchase of property located at 476 5th Ave NE.

City Administrator Crawford stated there was an offer for that property for $5000, they are aware that it is in a floodplain so there will be some restrictions.  They will be working with the school so the Vo-Tech will be building that on the land.  They are also aware that the water and sewer have concrete in them, they were not just blocked off.

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

Approve Preliminary Design Engineering Agreement for Water/Sanitary Sewer Extensions to Nextera Addition.

Chad Petersen from KLJ stated included in your packet is a contract as well as a location map where the extensions are.  Basically it’s taking the water and sewer from the north across interstate.  The contract prepares the detail plans and specification for bidding purposes as well as the permits from the NDDOT for the interstate crossing and utilities.

City Administrator Crawford stated the reason she asked Chad to bring this agreement today was they will not be doing the work until this is done.  The day it’s finalized we don’t have any extra time.  Right now there was a traffic study that was done from their engineer turned into the DOT, the DOT went to the state and there were some discrepancies that are not okay with the current owner.  They’re trying to work through those and negotiate that.  We do thing that we’ll be able to find a solution but that’s been holding things up and as soon as we’re ready to go, it’s going to go fast.  If everything goes right we want the walls up before winter and they can work inside during the winter.  We had meetings with the owners and Barnes Rural Water as well and got them to agree to give use those easements as long as everything moves forward.

Commissioner Bishop asked if they will put sleeves under the interstate.

Chad responded that they are working the details.  The material they used for the water main at Love’s the material used for that didn’t need a casing pipe so we’re going to look at that.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. 

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

Approve Site Authorization Renewal for Valley City Baseball Association at The Clubhouse Lounge from 7/1/2021 through 6/30/2022.

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

Discuss VCFD GMC Commercial Rescue Contract.

City Administrator Crawford stated the Rescue Department has found a vehicle that they feel they cannot pass up for the price.  Through the budget found that they could put the down payment on it this year and cover the rest next year when we receive the truck.

Commissioner Bishop stated he thinks it’s a good purchase for the FD given the fact that rescue calls are going up.  We all know that time means lives.  The more time that they have to find the equipment at the haul and load it in the back of the truck when all of it can just be stored on the truck saves a lot of time.

Commissioner Gulmon stated he was unsure of this project coming into this meeting.  We just spent a lot of money on the addition to the fire hall but after listening to the comments today and this money is in the budget, it’s hard to say no when it can affect lives so I changed my mind after hearing the conversations.

Commissioner Magnuson declared conflict and abstained from voting.

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

City updates & Commission Reports

City Administrator Crawford reported we are still working on the policies and procedures working through for junk.  The police and fire department have stepped up for their portion of these and are all doing a great job and as we keep finding every day, there is something new that we have to take on.  Rest assured everyone is being treated the same.  There are actual policies in place so if someone thinks it’s not fair because someone else gets to do something, it just takes time for us to get to that portion.  It won’t happen overnight, we are taking care of things as they are brought to our attention.  Another thing that was brought to our attention was that we have some encroachments on Main.  First it started in 2009 than in 2011 it was brought up from the information and were working with Dave Anderson.  He had them identified and letters were written up, there’s just some question on what happened after that.  First were going to go over what we’re looking at and then we’ll have Lance start working on getting those cleaned up.  It affects your federal funding if it’s not cleaned up.  Some are as simple as a sign needs to be permitted correctly.  There was a list of 40 properties, we cleaned up 6 and added 4.  Some were as simple as moving a movable sign.

Also working on the policies on utilities.  Carl has some concerns on making sure we can actually move forward with enforcement and so we have some other cities we are working with that do the same thing so we just want to make sure our policy is correct. 

An update on the storage building, we signed a purchase agreement.  KLJ got the information to the State Water Commission for us so we cannot purchase anything until we’re approved for that.

City Attorney Martineck stated as far as ordinance changes, we’re looking at a couple different ordinances coming up.  There has been some ongoing issues with cleanup in our mobile home parks so we’re working on that.  There have also been issues with clean up for fire damaged properties.  Joel Quanbeck has some good ideas for updating our zoning codes so those will be discussed at our next PZ meeting.   

Deputy Auditor Richter stated we do have a meeting tomorrow night at 5:30 for the informational meeting for property owners within the storm sewer.  They all received a letter.

PW Manager Jacobson reported that we had around 950ish people sign up for emails so this will definitely help us in PW.

Fire Chief Magnuson thanked the Commission and everyone that helped with the addition to the building.  It’s really dry out.  No open burning in the city, you can have a fire pit but no burning in dikes or anything.  Please use an approved fire pit and have something nearby that can put it out if it gets out of control.

Chad Petersen 5th Ave NW moved in a week or two ago and got started on the concrete.  As of Monday all the concrete work has been completed on 5th Ave.  Right now they are working on repairs before the top layer of asphalt.  We’re anticipating by the end of May they should be wrapping that up.  7th Ave NW-2nd Ave NE project, they just had the preconstruction meeting for that project and they were anticipating starting a week or so ago but due to some delays in receiving some of their materials they have not started yet.  They are looking at starting Monday of next week.  Streetscape II project, we are looking at starting on the 17th so we will look at scheduling a preconstruction meeting for that.    

Commissioner Gulmon the Public Library stated appointments are no longer required but are encouraged.  They are increasing to 10 patrons allowed in the building at one time, 5 upstairs and 5 downstairs.  They will no longer quarantine returned materials.  Face masks are required, curb side service will continue.

Commissioner Erickson reminded everyone that clean up week is the end of the month, May 24-28.  Separate your piles.

Commissioner Bishop shout out to the city crews.  You notice that some paint has been put down, it really looks good.  I know I sound like a broken record but if you see a police officer or volunteer fireman, thank them.  They do a good job and a lot of times don’t get the thanks they deserve.

President Carlsrud the City County Health has vaccines available and they are taking walk-ins.  I encourage you to get your vaccines so we can get to herd immunity.  Thanks to everybody here and thanks to you that are watching.  In about a year, three of us will be up for reelection, consider running.

Adjourn

Meeting was adjourned at 5:48 P.M.

 

4.19.2021 Commission Minutes

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

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

Others present:  City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, City Assessor Hansen, PW Supervisor Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Operations Supervisor Klemisch, City Engineer Chad Petersen.

call to order

Meeting was called to order at 5:00 PM

Approval of Agenda

Approval of Minutes

Commissioner Magnuson moved to approve the minutes from the April 6th meetings, seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

A.  Approve Raffle Permit for

            a. Valley City Education Association

            b. Valley City Area Chamber of Commerce

            c. Express Wrestling  

B.  Approve Block Off Street Request for the Valley City Area Chamber of Commerce for the Rally in the Valley Event held on June 19th 2021 beginning from 6AM to 5 PM.

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

Ordinance

Approve First Reading of Ordinance No. 1077, an Ordinance amending and reenacting VCMC section 8-01-02 re contractor license renewal date.

City Attorney Martineck stated this is a housekeeping change.  It allows the Auditor’s Office to determine the form of the application for contractor’s licenses and also the date they are due every year.

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

Approve First Reading of Ordinance No. 1078, an Ordinance to Create and enact Section 15-01-12.1 re Tax Assessment of Unpaid Utility Charges.

City Administrator Crawford stated this is what we discussed at our last meeting. This is to add it generally and we will put the rest in the policies as we go so everyone has enough notice.  This ordinance will be added but would not go into effect until January 1st

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

Approve Second and Final Reading of Ordinance No. 1076, an Ordinance to amend and reenact section 7-04-04 of the Valley City Municipal Code related to numbers on buildings.

City Attorney Martineck stated there are no changes from the first reading.  This is the regulations for the size on the building and making sure they are consistent with building codes.

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

Approve First Reading of Ordinance 1075, an Ordinance Amending and Reenacting Sections of Titles 7 and 11 of the Valley City Municipal Code Related to Building Permits and Zoning Code Violations.

City Attorney Martineck stated this ordinance was reviewed by the Planning and Zoning Committee and their recommendation was to approve.  This gives the Planning and Zoning Committee the administrative authority to access fines and fees for violations of the zoning code and building without a permit.

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

Resolution

Approve Resolution 2292, A Resolution Approving Plat of Hyland Park Estates.

City Attorney Martineck stated the Planning and Zoning Commission received an application for a new residential subdivision in the NW part of town from Valley Realty.  The new development includes multifamily housing including an apartment complex and townhomes.  The Planning and Zoning Commission did recommend approval with some conditions.  The first is that the development proceed according to the guidelines for an R4 district, that sidewalks be included in the project, the storm water management plan be completed before the development proceeds and that there be a dedication of open space pursuant to code which is 12% of the land or cash in lieu of dedication of the land.  There were also some issues in whether or not there were sufficient easements and whether the plan for the project met city standards.  City Attorney Martineck stated he checked with staff and there weren’t any issues with the easements or infrastructure going into the project but we do need to discuss the storm water management plan, the dedication of open space, the sidewalk issue and the size of the apartment complex.  In our Zoning Ordinance it talks about the maximum number of units in a R4 district being 24.  Looking at the history of the ordinance, prior to the ordinance being changed in 2015 there was an identical definition of R4 multifamily housing except in the original ordinance it said any multiple family dwelling with more than 24 units requires review and approval of the Valley City Planning and Zoning Commission.  The interpretation at the Planning and Zoning meeting last week was that 24 was the maximum and there wasn’t any room to go over.  Reviewing the code you could go up to any number that was reasonable for the area.  We have done complexes up to 42 in R4 districts since the ordinance was changed.  If you were to approve the 36 units it would be the same as what has been done the last 4-5 years.

Bruce Hoyt stated in Fargo whether we do the storm management plan up front or at the end I can’t get a building permit or an approval, letter of occupancy until the storm water has been approved so I can do it either way that you like.  The 36-plex right now we would move a little bit to the south so we can increase a little bit more on the north for the storm water detention pond.  It compares exactly to the bigger complex.  Bruce also stated they can work the dedication of open space in.  As far as we’re concerned, if sidewalks are an absolute, we’ll do sidewalks.

Mike Strom from KLJ added that the storm water plan changes depending on the size of the complex so that can’t be completed until we know what can be built.

Commissioner Erickson expressed his concern with a 36-plex having more water coming off and the retention pond only being able to hold for so long.  You put a 36-plex up there will be a lot of run off and it will end up going over to the creek which will come back into town.

Chad Petersen from KLJ stated the pond has to be sized for whatever the build is so the intent is that the runoff won’t be any greater than what the preexisting conditions are.

Consensus was given that the storm water management plan is completed prior, to allow 36 unit and sidewalks are not needed on this project.  We will need to negotiate with the developer for the dedication of open space.

Commissioner Gulmon moved to approve plat with conditions agreed upon for a multifamily housing unit, maximum of 36 units, seconded by Commissioner Magnuson.

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

Approve Resolution 2289, A Resolution Declaring Sufficiency of Protest for Paving Improvement District No.  122 (Main Street Seal Coat).

Finance Director Richter stated the protest period was published as required, letters were sent and we also held an informational meeting.  We had one person inquiring about the project, but no protests.  With that I recommend a positive motion on this to proceed.

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

Approve Resolution 2290, A Resolution Approving Plat of Ingstad North Valley Subdivision.

City Attorney Martineck stated the Planning and Zoning received an application for a subdivision for three homestead lots on this plat and recommends approval.  

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

Approve Resolution 2291, A Resolution Approving Petition for Vacation of Undeveloped Portion of 11th Ave SE.

The Planning and Zoning received a petition to vacate a very small portion of undeveloped land.  The recommendation is to approve.

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

Approve Resolution 2293, A Resolution Approving replat of Lot 1 Block 3 Waterfront Meadows Addition.

City Attorney Martineck stated the Planning and Zoning Committee received an application to increase the size of one lot in the Waterfront Meadows Addition.  Approval is recommended with no conditions.

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

New Business

Approve Valley City Barnes County Development Corporation request for $25,000.

Jennifer Feist stated this request is for securing architectural services in order to encourage development in the downtown area.

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

Approve Special Alcohol Beverage Event Permit for Mark Ertelt Benefit at The Labor Club South Parking Lot, May 1st, 2021 from 2 PM to 2 AM.

Finance Director stated she visited with Police Chief Hatcher about the 2 AM closing.  He did sign off on it and said it was strictly the overflow.  Everything is inside but if there is an overflow of people they would like it approved.

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

Approve Special Alcohol Beverage Event Permit for Celebration of Small Business at City Lights Parking Lot, July 23, 2021 from 6 PM to 11 PM.

Finance Director Richter stated she didn’t see any issues with this application and Bergans are on the call if there are any questions.

City Administrator Crawford stated she spoke with Tommy but they will want to fill out a road closure permit.  Clint thought it would be best since the road is a public road that drives through the parking lot.

Chad said that was fine and asked if the time is set in stone once approved?  Can we change it to 12AM?

Commissioner Gulmon moved to approve with the 12AM time, seconded by Commissioner Magnuson.  Motion carried.           

Approve Special Alcohol Beverage Event Permit from The Clubhouse Lounge LLC for the Garrett McFadgen Benefit at the ND Winter Show, May 3, 2021 from 6 PM to 9 PM.  

City Administrator Crawford stated Kayla Coleman from the Clubhouse was on the call if there were any questions.

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

Approve Housing Incentives.

City Administrator Crawford stated after the Finance Meeting we discussed what would be the best solution to move forward.  Commissioner Gulmon stated we discussed our existing which is $1600 upon closing and there’s a 2 year tax incentive up to $150,000 value of the property.  Our proposal is to increase that to a $5000 incentive.  We would like that to start in 2021 and would also like to budget $50,000 annually from the Public Works to continue this.  We would also like to create a fund for infrastructure for new developments that would bring the underground services to new developments.  Starting with $250,000 of Prairie Dog funds and then potentially in the future consider 10-15% of future Prairie Dog funds to go towards this account.

Commissioner Gulmon motioned to accept the proposal as presented in its entirety with a minimum of Prairie Dog funds being set at 10% with an option to review at that point, seconded by Commissioner Magnuson.  Motion carried.

Approve Application for Property Tax Exemption for Improvements to Residential Building at 218 7th Ave NW. 

City Assessor Hansen stated the application pretty self-explanatory.  This is the 5 year exemption on just improvements.

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

Approve Submission of a Loan Application to RDFC (Rural Development Finance Corporation) for the Partial Financing of the Addition to the Fire hall.

Finance Director Richter statedthis is a low interest rate loan. Upon approval they would approve up to 50% of the project cost with a maximum of up to $250,000 loan for 10 years.

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

Approve Administration of City of Valley City’s local sales, use and gross receipts taxes by State Tax Commissioner for 2021-2023 biennium. 

Finance Director Richter stated this is a renewal of the contract we enter into every biennium.  The new contract is $41 less per month than the prior.  In order for the state to administer the sales tax it would be $720/month.

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

Approve Contract with NDDOT for Facilitating Installation of Small Cell Wireless Facilities in DOT Right of Way.  

City Attorney Martineck stated at the next commission meeting the commissioners will be reviewing the final reading of the regulations for installing small cell wireless facilities in our right of ways.  This contract with DOT allows us to accept permits for the DOT right of way and apply our ordinances to that particular area. 

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

City updates & Commission Reports

City Administrator Crawford reported that one of the problems they’re having out of the landfill is people are bringing in their old wood chips and dumping them on the pile of new ones.  I would like to bring it back into the gated area so it can be monitored.  They are also working on signs for the landfill.  I went with Kendall to the Fargo landfill and they had some nice signs with arrows.  People don’t read wordy signs but if you have a couple of words with arrows they will and we feel that should help.

Fire Chief Magnuson stated the annual fundraiser is coming up on the 30thof April.  We had a group of firefighters test on Saturday, they did very well.  Our City Attorney drafted a rental agreement and we will be taking that to the County Commission.

Police Chief Hatcher stated a position was opened for a Police Officer.  This is a position that’s being filled due to a current officer taking a full time temporary position with the National Guard.  About 5 weeks until city wide clean up.  Now is a good time to assess your properties and think about what you need to get out to the curb when it’s time.  Also a reminder about the 72 hour ordinance for parking.  It’s 72 hours, it’s not once we give you notice 72 hours.

Chad Petersen KPH moved back in to start prepping for the sidewalk work on 5th Ave NW.  Roads will be closed on Wednesday.  Asphalt schedule is unknown, we are waiting on the restrictions to come off.  Guessing early May.  The preconstruction meeting for the Paving 119 and 119B was held.  The tentative plan is to start work next Monday.  The plan is to start on 2nd Ave NE between 5th St and 7th St.  Then they’ll bring in a second crew to start on 7th Ave West portion.  It will get pretty busy here in town.

Commissioner Gulmon thanked the Housing Committee that worked to develop the plan that we approved tonight.  This is a positive step towards building our community.

President Carlsrud commented on the landfill, it’s a pretty good service that’s provided there so please take care of it.  We’ve had a number of call periodically where neighbors have issues with one another but they haven’t talked to each other.  Please talk to each other.  Communication does a lot to help resolve conflict.  To all of our city employees, thank you.

Adjourn

Meeting was adjourned at 6:18 P.M.

Minutes Available text with City of Valley City Logo above

4.13.2021 Commission Minutes

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

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

Others present:  City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, City Assessor Hansen, PW Supervisor Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Operations Supervisor Klemisch, City Engineer Chad Petersen.

call to order

Meeting was called to order at 5:00 PM

Approval of Agenda

Approval of Minutes

Commissioner Magnuson moved to approve the minutes from the April 6th meetings, seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

A.  Approve Raffle Permit for

            a. Valley City Education Association

            b. Valley City Area Chamber of Commerce

            c. Express Wrestling  

B.  Approve Block Off Street Request for the Valley City Area Chamber of Commerce for the Rally in the Valley Event held on June 19th 2021 beginning from 6AM to 5 PM.

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

Ordinance

Approve First Reading of Ordinance No. 1077, an Ordinance amending and reenacting VCMC section 8-01-02 re contractor license renewal date.

City Attorney Martineck stated this is a housekeeping change.  It allows the Auditor’s Office to determine the form of the application for contractor’s licenses and also the date they are due every year.

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

Approve First Reading of Ordinance No. 1078, an Ordinance to Create and enact Section 15-01-12.1 re Tax Assessment of Unpaid Utility Charges.

City Administrator Crawford stated this is what we discussed at our last meeting. This is to add it generally and we will put the rest in the policies as we go so everyone has enough notice.  This ordinance will be added but would not go into effect until January 1st

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

Approve Second and Final Reading of Ordinance No. 1076, an Ordinance to amend and reenact section 7-04-04 of the Valley City Municipal Code related to numbers on buildings.

City Attorney Martineck stated there are no changes from the first reading.  This is the regulations for the size on the building and making sure they are consistent with building codes.

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

Approve First Reading of Ordinance 1075, an Ordinance Amending and Reenacting Sections of Titles 7 and 11 of the Valley City Municipal Code Related to Building Permits and Zoning Code Violations.

City Attorney Martineck stated this ordinance was reviewed by the Planning and Zoning Committee and their recommendation was to approve.  This gives the Planning and Zoning Committee the administrative authority to access fines and fees for violations of the zoning code and building without a permit.

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

Resolution

Approve Resolution 2292, A Resolution Approving Plat of Hyland Park Estates.

City Attorney Martineck stated the Planning and Zoning Commission received an application for a new residential subdivision in the NW part of town from Valley Realty.  The new development includes multifamily housing including an apartment complex and townhomes.  The Planning and Zoning Commission did recommend approval with some conditions.  The first is that the development proceed according to the guidelines for an R4 district, that sidewalks be included in the project, the storm water management plan be completed before the development proceeds and that there be a dedication of open space pursuant to code which is 12% of the land or cash in lieu of dedication of the land.  There were also some issues in whether or not there were sufficient easements and whether the plan for the project met city standards.  City Attorney Martineck stated he checked with staff and there weren’t any issues with the easements or infrastructure going into the project but we do need to discuss the storm water management plan, the dedication of open space, the sidewalk issue and the size of the apartment complex.  In our Zoning Ordinance it talks about the maximum number of units in a R4 district being 24.  Looking at the history of the ordinance, prior to the ordinance being changed in 2015 there was an identical definition of R4 multifamily housing except in the original ordinance it said any multiple family dwelling with more than 24 units requires review and approval of the Valley City Planning and Zoning Commission.  The interpretation at the Planning and Zoning meeting last week was that 24 was the maximum and there wasn’t any room to go over.  Reviewing the code you could go up to any number that was reasonable for the area.  We have done complexes up to 42 in R4 districts since the ordinance was changed.  If you were to approve the 36 units it would be the same as what has been done the last 4-5 years.

Bruce Hoyt stated in Fargo whether we do the storm management plan up front or at the end I can’t get a building permit or an approval, letter of occupancy until the storm water has been approved so I can do it either way that you like.  The 36-plex right now we would move a little bit to the south so we can increase a little bit more on the north for the storm water detention pond.  It compares exactly to the bigger complex.  Bruce also stated they can work the dedication of open space in.  As far as we’re concerned, if sidewalks are an absolute, we’ll do sidewalks.

Mike Strom from KLJ added that the storm water plan changes depending on the size of the complex so that can’t be completed until we know what can be built.

Commissioner Erickson expressed his concern with a 36-plex having more water coming off and the retention pond only being able to hold for so long.  You put a 36-plex up there will be a lot of run off and it will end up going over to the creek which will come back into town.

Chad Petersen from KLJ stated the pond has to be sized for whatever the build is so the intent is that the runoff won’t be any greater than what the preexisting conditions are.

Consensus was given that the storm water management plan is completed prior, to allow 36 unit and sidewalks are not needed on this project.  We will need to negotiate with the developer for the dedication of open space.

Commissioner Gulmon moved to approve plat with conditions agreed upon for a multifamily housing unit, maximum of 36 units, seconded by Commissioner Magnuson.

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

Approve Resolution 2289, A Resolution Declaring Sufficiency of Protest for Paving Improvement District No.  122 (Main Street Seal Coat).

Finance Director Richter stated the protest period was published as required, letters were sent and we also held an informational meeting.  We had one person inquiring about the project, but no protests.  With that I recommend a positive motion on this to proceed.

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

Approve Resolution 2290, A Resolution Approving Plat of Ingstad North Valley Subdivision.

City Attorney Martineck stated the Planning and Zoning received an application for a subdivision for three homestead lots on this plat and recommends approval.  

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

Approve Resolution 2291, A Resolution Approving Petition for Vacation of Undeveloped Portion of 11th Ave SE.

The Planning and Zoning received a petition to vacate a very small portion of undeveloped land.  The recommendation is to approve.

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

Approve Resolution 2293, A Resolution Approving replat of Lot 1 Block 3 Waterfront Meadows Addition.

City Attorney Martineck stated the Planning and Zoning Committee received an application to increase the size of one lot in the Waterfront Meadows Addition.  Approval is recommended with no conditions.

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

New Business

Approve Valley City Barnes County Development Corporation request for $25,000.

Jennifer Feist stated this request is for securing architectural services in order to encourage development in the downtown area.

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

Approve Special Alcohol Beverage Event Permit for Mark Ertelt Benefit at The Labor Club South Parking Lot, May 1st, 2021 from 2 PM to 2 AM.

Finance Director stated she visited with Police Chief Hatcher about the 2 AM closing.  He did sign off on it and said it was strictly the overflow.  Everything is inside but if there is an overflow of people they would like it approved.

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

Approve Special Alcohol Beverage Event Permit for Celebration of Small Business at City Lights Parking Lot, July 23, 2021 from 6 PM to 11 PM.

Finance Director Richter stated she didn’t see any issues with this application and Bergans are on the call if there are any questions.

City Administrator Crawford stated she spoke with Tommy but they will want to fill out a road closure permit.  Clint thought it would be best since the road is a public road that drives through the parking lot.

Chad said that was fine and asked if the time is set in stone once approved?  Can we change it to 12AM?

Commissioner Gulmon moved to approve with the 12AM time, seconded by Commissioner Magnuson.  Motion carried.           

Approve Special Alcohol Beverage Event Permit from The Clubhouse Lounge LLC for the Garrett McFadgen Benefit at the ND Winter Show, May 3, 2021 from 6 PM to 9 PM.  

City Administrator Crawford stated Kayla Coleman from the Clubhouse was on the call if there were any questions.

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

Approve Housing Incentives.

City Administrator Crawford stated after the Finance Meeting we discussed what would be the best solution to move forward.  Commissioner Gulmon stated we discussed our existing which is $1600 upon closing and there’s a 2 year tax incentive up to $150,000 value of the property.  Our proposal is to increase that to a $5000 incentive.  We would like that to start in 2021 and would also like to budget $50,000 annually from the Public Works to continue this.  We would also like to create a fund for infrastructure for new developments that would bring the underground services to new developments.  Starting with $250,000 of Prairie Dog funds and then potentially in the future consider 10-15% of future Prairie Dog funds to go towards this account.

Commissioner Gulmon motioned to accept the proposal as presented in its entirety with a minimum of Prairie Dog funds being set at 10% with an option to review at that point, seconded by Commissioner Magnuson.  Motion carried.

Approve Application for Property Tax Exemption for Improvements to Residential Building at 218 7th Ave NW. 

City Assessor Hansen stated the application pretty self-explanatory.  This is the 5 year exemption on just improvements.

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

Approve Submission of a Loan Application to RDFC (Rural Development Finance Corporation) for the Partial Financing of the Addition to the Fire hall.

Finance Director Richter statedthis is a low interest rate loan. Upon approval they would approve up to 50% of the project cost with a maximum of up to $250,000 loan for 10 years.

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

Approve Administration of City of Valley City’s local sales, use and gross receipts taxes by State Tax Commissioner for 2021-2023 biennium. 

Finance Director Richter stated this is a renewal of the contract we enter into every biennium.  The new contract is $41 less per month than the prior.  In order for the state to administer the sales tax it would be $720/month.

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

Approve Contract with NDDOT for Facilitating Installation of Small Cell Wireless Facilities in DOT Right of Way.  

City Attorney Martineck stated at the next commission meeting the commissioners will be reviewing the final reading of the regulations for installing small cell wireless facilities in our right of ways.  This contract with DOT allows us to accept permits for the DOT right of way and apply our ordinances to that particular area. 

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

City updates & Commission Reports

City Administrator Crawford reported that one of the problems they’re having out of the landfill is people are bringing in their old wood chips and dumping them on the pile of new ones.  I would like to bring it back into the gated area so it can be monitored.  They are also working on signs for the landfill.  I went with Kendall to the Fargo landfill and they had some nice signs with arrows.  People don’t read wordy signs but if you have a couple of words with arrows they will and we feel that should help.

Fire Chief Magnuson stated the annual fundraiser is coming up on the 30thof April.  We had a group of firefighters test on Saturday, they did very well.  Our City Attorney drafted a rental agreement and we will be taking that to the County Commission.

Police Chief Hatcher stated a position was opened for a Police Officer.  This is a position that’s being filled due to a current officer taking a full time temporary position with the National Guard.  About 5 weeks until city wide clean up.  Now is a good time to assess your properties and think about what you need to get out to the curb when it’s time.  Also a reminder about the 72 hour ordinance for parking.  It’s 72 hours, it’s not once we give you notice 72 hours.

Chad Petersen KPH moved back in to start prepping for the sidewalk work on 5th Ave NW.  Roads will be closed on Wednesday.  Asphalt schedule is unknown, we are waiting on the restrictions to come off.  Guessing early May.  The preconstruction meeting for the Paving 119 and 119B was held.  The tentative plan is to start work next Monday.  The plan is to start on 2nd Ave NE between 5th St and 7th St.  Then they’ll bring in a second crew to start on 7th Ave West portion.  It will get pretty busy here in town.

Commissioner Gulmon thanked the Housing Committee that worked to develop the plan that we approved tonight.  This is a positive step towards building our community.

President Carlsrud commented on the landfill, it’s a pretty good service that’s provided there so please take care of it.  We’ve had a number of call periodically where neighbors have issues with one another but they haven’t talked to each other.  Please talk to each other.  Communication does a lot to help resolve conflict.  To all of our city employees, thank you.

Adjourn

Meeting was adjourned at 6:18 P.M.

 

Minutes Available text with City of Valley City Logo above

2021 Board of Equalization Minutes

President Carlsrud presided and continued with roll call.

Members present: Commissioner Bishop, Commissioner Magnuson, Commissioner Gulmon

Members absent: Commissioner Erickson

Others Present:  City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, City Administrator Crawford, Police Chief Hatcher, Administrative Assistant Johnson

Finance Director Richter read North Dakota Century Code sections 57-11-01, 03 and 07 pertaining to the duties of the Board of Equalization.

President Carlsrud declared the hearing open at 4:04 P.M. City Assessor Sandy Hansen reported the changes in property values within the city for 2021.  An overall summary was read and submitted.

pROPERTY tYPEsTATE cERTIFIED vALUESpROJECTED tOTALS 2018$ cHANGE% cHANGE
Residential land$35,253,000$35,666,300$413,3001.17%
Residential structure$218,142,100$224,032,300$5,890,2002..70%
Grand Total residential$253,359,100$259,698,600$6,303,5002.49%
     
Commercial Land$34,469,155$36,075,355$1,606,2004.66%
Commercial Structure$124,207,665$128,742,930$4,535,2653.65%
Grand total Commercial$158,676,820$164,818,285$6,141,4653.87%
     
agricultural land$98,800$98,700$100-.10%
GRAND TOTAL agricultural land$98,800$98,700$100-.10%
     
TOTAL MARKET VALUE$412,170,720$424,615,585$12,444,8653.02%

City Assessor Hansen stated 67 Notices of Increase were sent out-nearly half were for the Waterfront Meadows annexation.  The following property owners contacted City Assessor Hansen regarding the notice of increase for 2021.

PARCEL nUMBERpROPERTY OWNERREQUESTED CHANGE
63-3460300Lee OlsbergNo Change
63-3760400 & 63-3760500RNR DevelopmentSome changes made when a missed step was discovered when inputting the new plat last summer.

Commissioner Gulmon moved to close the hearing, seconded by Commissioner Bishop. The motion passed unanimously.

Commissioner Bishop moved to approve the assessment book as prepared by the City Assessor, seconded by Commissioner Gulmon. The motion passed unanimously.

Adjourn

The meeting was adjourned at 4:22 p.m.

Minutes Available text with City of Valley City Logo above

3.30.2021 Special Commission Minutes

President Carlsrud called the meeting to order at 12:00 PM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Gulmon

Others Present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, Police Chief Hatcher, Mike Manstrom-Colliers

Pledge of Allegiance

Resolution

Approve Resolution 2286, a Resolution Authorizing the Issuance of Improvement Warrants and Exchanging them for $1,315,000.  Refunding Improvement Bonds of 2021.

Mike Manstrom of Colliers stated the interest rates are low right now and it’s a good time to for some significant savings.  We came in with a 1.19% interest rate for the next ten years, you’re currently at 3%, that’s a $95,000 future value savings.  That was probably directly relating to the A1 rating which was reaffirmed by Moody’s.  That’s a very good rating for a community of this size.  Ohnstad-Twichell prepared the resolution today authorizing the sale as $1,315,000, we are paying off $1,275,000.  The balance of $40,000 is cost of issuance, bond counsel feels and printing the registration of bonds.

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

Adjourn

Meeting was adjourned at 12:06 PM.

Minutes Available text with City of Valley City Logo above

3.16.2021 Commission Minutes

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

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

Others present:  City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, City Assessor Hansen, PW Supervisor Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Operations Supervisor Klemisch, Sanitation Supervisor Swart, City Engineer Chad Petersen.

Approval of Agenda

No changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the March 2nd meetings, seconded by Commissioner Magnuson.  Motion carried.

Approval of Consent Agenda

  1. Approve Electrician, Plumber and/or Mechanical Contractor License for the following:
    • Tim’s Plumbing LLC.
    • Sheyenne River Repair.
  2. Approve Rally in the Valley Parade on June 19th, 2021 on Central Ave from Dairy Queen to 4th St S.

3.  Approve Raffle Permit for the Valley City Fire Department at the Eagles on April 30th, 2021.

4.  Approve Block off Street request for Valley City High School Prom on May 1st on 4th St NW from Central Ave to 2nd Ave NW. 

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

Resolution

Approve Resolution 2277, a Resolution Creating Paving Improvement District No. 122 (Main Street Seal Coat).

Chad Petersen from KLJ stated this is to create the special assessment district.  Approximately 5% of the total project cost will be special assessed. 

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

Approve Resolution 2278, a Resolution Approving Engineers Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Paving Improvement District No. 122 (Main Street Seal Coat).

Chad Petersen from KLJ stated the DOT is currently working on the environment portion of this project and then will work on the plan development.  The project will be bid in May.  Since part of the main street corridor is in the floodway they are getting challenges with the State Water Commission on getting approval for that.  A little stricter and different than what we’re used to for a seal coat but it’s still scheduled for May.  If the challenges continue it may go into June.  Estimated cost is about $130,000 with the local share being about $13,000, half of which will be special assessed.

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

Approve Resolution 2279, a Resolution Declaring Necessity for Paving Improvements in Paving Improvement District No. 122 (Main Street Seal Coat). 

Chad Petersen from KLJ stated this was the same project.  The properties have been identified for the special assessments and this will start the 30 day protest period.

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

Approve the following Resolutions relating to Projects 119 and 119B.

  • Resolution 2280, a Resolution Accepting Bid and Awarding Contract for Paving Improvement District No. 119, contingent upon approval from ND DEQ.
  • Approve Resolution 2281, a Resolution Accepting Bid and Awarding Contract for Paving Improvement District No. 119B, contingent upon approval from ND DEQ.
  • Approve Resolution 2282, a Resolution Accepting Bid and Awarding Contract for Sanitary Sewer District No. 64, contingent upon approval from ND DEQ.
  • Approve Resolution 2283, a Resolution Accepting Bid and Awarding Contract for Storm Sewer District No. 52, contingent upon approval from ND DEQ.
  • Approve Resolution 2284, a Resolution Accepting Bid and Awarding Contract for Water Main District No. 100, contingent upon approval from ND DEQ.

Chad Petersen from KLJ stated on February 26th bids were open for the districts on 7th Ave NW, 4th St NW and 2nd Ave NE.  We received three bids and reviewed those at the last meeting.  At this time we can’t officially award the project but this will allow us to take action contingent on the approval of ND DEQ and then we can move forward with the contracting and move forward in the spring.  We are anticipating the approval from ND DEQ in the next couple weeks.  Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion carried.

New Business

Approve request from the Water Trail Committee of up to $1000 for the install of low head dam signage with applicable posts and hardware.

City Administrator Crawford stated Bobby Koepplin had spoken about this earlier this summer.  They are asking several entities to put in money so they can show that there are a lot of people involved. 

Commissioner Bishop asked where the money would come from.

Finance Director Richter stated she could see several areas where it could come from.  The small projects fund, Cares, or street department.

Commissioner Bishop questioned if the signage we would pay for would be just for signs located in city limits.  I would be in favor of paying for the signs within city limits.

City Administrator Crawford stated there is more to it as the point of this is to make it a part of the designated water trail which is why they are asking several entities, it will cost a lot more than that overall.

Commissioner Gulmon motioned to approve, seconded by Commissioner Magnuson.

Finance Director Richter stated we typically pay nothing up front, we usually reimburse based on invoices.  If you approve this we can ask approximately what the cost would be for signage in city and if it’s reasonable around that $1000.

Commission Bishop requested the motion be redone that up to $1000 with appropriate invoices.

President Carlsrud added that maybe the $1000 is a good investment for tourism.  Commissioner Gulmon agreed.

Commissioner Gulmon stated his motion stands as made.  He agrees to appropriate $1000 for this program.  If the expenses come in at $900 he gets $900, if he needs $1000 from each of the groups….

President Carlsrud added it could be less.  It’s probably like we have done in the past with the Beautification Committee, they send in vouchers.

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

Discuss quotes for 7 year lease of heavy equipment.

Operations Superintendent Klemisch stated we are currently leasing with RDO which is up in June.  Butler came in quite a bit higher than RDO.  I would like to go with option two. We notice when pushing snow up-hill there is a little more horsepower and it makes a difference.

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

Authorize the City Administrator to negotiate and enter into a contract for lease and purchase of PFP Cold Storage Building, along with incidental work and expenses.

Move to enter into an Executive Session as authorized in subsection 9 of section 44-04-19.1 of the North Dakota Century Code.  The purpose of the Executive Session is to discuss negotiation strategy of contract.  At this time motion would be in order to discuss the next topic in Executive Session rather than in an open meeting session.

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

Executive Session began at 5:31 pm and was attended by President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, Commissioner Gulmon, City Administrator Crawford, City Attorney Martineck and Finance Director Richter.

The Executive Session adjourned at 5:41 and the meeting reconvened.

City Commissioner Gulmon moved to allow City Administrator Crawford to enter into a lease purchase for a storage building for PFP, seconded by Commissioner Erickson.  Motion carried.

City updates & Commission Reports

City Administrator Crawford reported she had been working with the Vo-Tech Center and they had agreed to work with us on decorating the large electrical boxes on Central.  As part of their graphic design class they would design and we would approve designs to put on the boxes to make them look nicer.  We would pay for materials and would also receive a discount if we allowed them to add their logo.

We have more information going on with the Little Dam.  Today is a good opportunity to drive by City Park and South.  They had to shut off the dam so they could add the bridge to the golf course.  It’s still not at the lowest but if we were to take the Little Dam out it would be another 4 ft. down.  I just wanted to bring it up so you could get a visual when they are discussing certain pieces.  There would be no fishing, no recreation around that horseshoe and that’s something that was nice to see in person on how it would affect it.  We’re going to have the individuals that have shown interest and concerns about this we will have them also work with the Barnes County Resource District so everyone realizes how much of a deal this is, it’s not just the City saying not to do it.

City Attorney Martineck reported that at the last meeting we talked about hiring a new sanitation worker we yet have another opening.  The water/sewer department is looking for summer help.  The next meeting we will be talking about the forester situation.  I think Bob has agreed to come back on with us but we’re going to discuss if that should be a contract or a part-time situation.  Also, with the county being in green right now we have decided to go ahead with our employee appreciation event.  That is tentatively scheduled for May 7th

Sanitary Supervisor Swart thank you to everyone for all the help during the Winter Show.

Chad Petersen reminded everyone that we have the meeting for 6th St. NW construction project on Thursday, March 25th.

Commissioner Gulmon thanked the Commission for leveraging $200,000 of Cares funds for the Love of Local program.  They are all sold out and generating a million dollars in retail sales.  It has made a huge impact in the community.  Thanks to Dewey Gwen, and Avis for putting the program together and Brenda and Brandy for helping with sales in the last couple weeks.  Also thanks to the Chamber for taking this project on. They have a lot to do in their office and it did impact them, they did a great job.  Thanks to Clint, I wanted to tour some of the City buildings and Gwen went with.  We walked through several of our buildings and my eyes were opened, there is a real need for a Service Center and saw what the guys go through on daily basis.  A couple weeks ago I went through the Green Dot training, a bystander intervention, I suggest if you have an opportunity to attend it.

President Carlsrud stated also went through the Green Dot training and encourages anyone who is able to go through it.  At the well site a citizen had mentioned to do a sitting area.  Something to keep on the back burner.  Shout out to the Winter Show, it was a heck of a great show and wonderful attendance.

Adjourn

Meeting was adjourned at 6:00 P.M.