07/21/2020 City Commission Minutes

The City Commission Meeting began on Tuesday, July 21, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

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

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

Approval of Agenda

Removed N2

Approval of Minutes

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

Approval of Consent Agenda

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

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

Public Comments

There were no public comments.

Ordinance

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

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

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

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

Resolution

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

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

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

New Business

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

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

City Administrator’s Report

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

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

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

City Updates & Commission Reports

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

Deputy Auditor Klein reminded of the budget meetings next week.

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

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

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

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

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

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

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

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

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

Meeting was adjourned at 5:28 PM

07/07/2020 City Commission Minutes

The City Commission Meeting began on Tuesday, July 7, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

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

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

Approval of Agenda

Added Ordinance 1062

Remove Resolution 2258

Approval of Minutes

Commissioner Bishop moved to approve the minutes from June 23, 2020 meeting, seconded by Commissioner Gulmon. Motion carried.

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  2. Approve Monthly Bills for the City and Public Works in the Amount of $2,458,233.49.
  3. Approve Block off the Street Request for On the Move “Let’s Walk Valley City” Event on July 20, 2020 from 5:00 PM to 8:00 Pm at 4th Ave NE from 9th St NE to 6th Street NE

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

Public Comments

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

Ordinance

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

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

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

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

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

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

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

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

New Business

Discuss job title for City Administrator position.

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

Approve Appointment for the Visitors Committee.

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

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

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

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

City Administrator’s Report

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

City Updates & Commission Reports

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

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

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

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

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

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

Adjourn at 5:37 PM

6/23/2020 City Commission Minutes

The City Commission Meeting began on Tuesday, June 23, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

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

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

Approval of Minutes

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

Approval of Consent Agenda

  1. Approve Raffle Permit for D&C Home Improvement

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

New Business

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

Approve Reorganization of Commissioner’s Portfolios

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

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

Appoint and approve Commissioner assignments to additional committees and boards

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

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

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

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

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

The motion passed unanimously.

City Administrator’s Report

City Administrator Crawford continues to meet with city staff and departments

City Updates & Commission Reports

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

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

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

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

Adjourn at 5:19 PM

06/16/2020 City Commission Minutes

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

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

President Carlsrud called the meeting to order at 5:00 PM. President Carlsrud presented Commissioner Powell with a plaque for his years of service to the City Commission (2017-2020). President Carlsrud stated that tomorrow’s COVID-19 briefing will be the last for the foreseeable future.

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

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

Approval of Agenda – Addition of Consent B & C; O2

Approval of Minutes

Commissioner Bishop moved to approve the minutes from June 2, 2020 meeting, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

  1. Approve Renewal Application for Cabaret License for F.O.E. Aerie 2192
  2. Approve Tree Trimming & Removal Service License for GS Services
  3. Approve Raffle Permit for SHINE

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

Public Comments

There were no public comments.

Public Hearing

Public Hearing for Mobile Vendors and Transient Merchants Licensing

President Carlsrud declared the public hearing open. City Attorney Martineck stated the questions began over a year ago for licensing of mobile vendors. Martineck drafted an ordinance that addresses door-to-door solicitation as well as those who setup along boulevards. Planning & Zoning Commission reviewed and made 5 recommendations. Martineck stated this is the first reading, a second reading will be held in July in conjunction with a Resolution to set fees. Martineck clarified that the farmers market is already exempt by ordinance. Commissioner Powell and Commissioner Bishop discussed specific agricultural examples that setup in parking lots. City Attorney Martineck stated Planning & Zoning recommends a ten day window in which permits are valid. Commissioner Powell requests agricultural products be exempt from the permitting process. Commissioner Bishop wants the permitting for the food trucks. City Attorney Martineck confirmed that the sale of food products door to door will require a transient merchant permit.

City Attorney Martineck stated if the City Commission agrees with the Planning & Zoning Commission recommendations as well that the produce stands will be exempt, then he will proceed preparing materials for the second reading.

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

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

Commissioner Bishop moved to approve first reading of Ordinance No. 1060, seconded by Commissioner Powell. The motion passed unanimously.

Ordinance

Approve second and final reading of Ordinance No. 1059, an Ordinance Relating to the Annexation of Territory described as Auditor’s Lot Number 1 of the NE1/4 of the SW ¼ of Section 27, Township 140, Range 58, Barnes County, ND

City Attorney Martineck stated there were no changes since the first reading. This ordinance is to annex the access road to Waterfront Meadows. Commissioner Erickson moved to approve second and final reading of Ordinance No. 1059, seconded by Commissioner Magnuson. The motion passed unanimously.

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

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

New Business

Receive the Barnes County Official Canvassed Abstract and the Certificate of Election from the Primary Election held on June 9, 2020

City Auditor Richter provided the report from the election:

City Auditor Richter reported the Ordinance to Extend City Sales, Use and Gross Receipts dedicated to Fund Permanent Flood Protection will be presented at the next meeting for first reading.

Approve 2020 – 2021 Gaming Site Authorizations for the following:

  1. North Dakota Winter Show at North Dakota Winter Show Event Center
  2. Valley City Eagles Aerie 2192 Fraternal Order of Eagles at the Eagles; Captain’s Pub; Labor Club; My Bar; City Lights; Tavern 94

City Auditor Richter stated these are annual renewals. Commissioner Magnuson moved to approve, seconded by Commissioner Powell. The motion passed unanimously.

Approve Appointment for the following committees and terms:

  1. Zoning Board of Adjustment (Variance) – 3 openings, 3 year term
    1. Allen Schuldt
    1. Ken Reid
    1. Jim Wright
  2. Visitors Committee – 3 openings, 4 year term
    1. Bobby Koepplin
    1. Mary Lee Nielson
    1. Vacancy

City Auditor Richter stated the Zoning Board of Adjustment and Visitors Committee openings are renewed terms – the openings are not advertised when a member agrees to continue. The vacancy on the Visitors Committee will be advertised until July 6.

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

Discuss Urban Road Funding Request for Streetscape Phase II

Chad Petersen from KLJ stated that bids were opened in April 2020, and the project was over budget on the local share. Petersen reported a letter was sent requesting the transfer of $500,000 of Urban Roads funds to this project. Petersen has not received a response from NDDOT regarding this request. This provides the City up to an additional $625,000 for the project ($125,000 additional local share) KLJ will look at the sidewalk improvements to determine what can be deferred and then present to NDDOT for approval. KLJ is also considering having VCPW install the lighting in City Park. Petersen stated that with cost savings and additional funding, this project should be able to move forward. KLJ will resubmit project plans with the adjustments for Commission approval. KLJ plans to bid project in October or November 2020.

City Auditor Richter stated the City will need to look at the R&R fund to review timing and priority of projects.  

Approve Change Order #1, Project No. SU-2-990(059) – 5th Ave NW Reconstruction

Chad Petersen from KLJ stated the Change Order #1 is for the lighting on 5th Avenue NW that will be installed by VCPW with an additional cost for on-site coordination with the contractor. This change order also allows the contractor to reclaim the asphalt which is a cost savings to the City. At this point, savings is 100% to the City as the federal funding cap on the project has already been met. Commissioner Magnuson moved to approve the change order, seconded by Commissioner Powell. The motion passed unanimously.

Approve Change Order #2, Project No. SU-2-990(059) – 5th Ave NW Reconstruction

Chad Petersen from KLJ reviewed the report which indicated:    

Sanitary Sewer Service Connection Saddle Wye Option:Plan note 724-P11 states that sanitary sewer service connections from 13+00 to 29+00 will be connected to existing main by removing a section of the main at the service location and installing a wye by using sewer couplings to connect to the main. After the project was bid KPH proposed using a saddle wye connected directly to the pipe lining for the sanitary services at those locations. The Project Engineer and Valley City Public Works were in agreement that this would be an acceptable alternative. Due to the decrease in labor and material a new price of $1,820.00 EA was agreed upon for the services in these locations. This will result in a deduction of 31 – Sanitary Sewer Service Connections at $2,350. EA and an addition of 31 – Reconnect to Existing Sanitary Sewer Service at $1,820.00 EA. For a net project savings of $16,430. The sanitary sewer service connections from station 29+00 to station 37+00 will be installed per plan and paid for under the original bid item.

Sanitary Sewer Conflict Structures:

While installing storm sewer at station 15+10 it was discovered that the joined sanitary sewer service for house #226 and 236 will conflict with the storm sewer and be unable to connect to the existing main.

KPH, Project Engineer, and Valley City Public Works agreed upon installing a conflict structure on each 24” storm sewer run. The conflict structures result in a net project cost increase of $10,956.22. As a part of this Change Order, KPH is also requesting a contract extension of 2 days due to the delay incurred by the conflict.

Commissioner Powell moved to approve Change Order #2, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Renewal Applications for the following Alcoholic Beverage Licenses:

  1. Brockopp Brewing, LLC
  2. The Captains Pub
  3. Chinese Palace
  4. Hi-Line Hospitality, LLC dba City Lights
  5. Dakota Silver, LLC
  6. F.O.E. Aerie 2192
  7. Jimmy’s Pizza
  8. Sabir’s Dining & Lounge
  9. Main Street Off-Sale, LLC dba Tavern 94
  10. The Labor Club
  11. County Bottle Shop, Inc dba the Liquor Locker
  12. Valley City Town & Country Club
  13. VC Developers LLC dba Bridges Bar & Grill
  14. Woodland Lodge LLC dba Woodland Steakhouse

City Auditor Richter stated application and materials were completed. Police Chief Hatcher granted a COVID waiver for server training as VCPD has not offered the class during the closures. Commissioner Magnuson moved to approve the renewal applications, seconded by Commissioner Erickson. The motion passed unanimously.

Discuss Renewal Applications for the following Alcoholic Beverage Licenses:

  1. Mosby LLC dba Boomers Corner Keg
  2. My Bar
  3. The Clubhouse Lounge LLC

City Auditor Richter reported Mosby LLC dba Boomers Corner Keg & My Bar are now in compliance. Police Chief Hatcher inquired if the Clubhouse Lounge LLC needs to have updated signage as it is no longer holds a Club license. City Attorney Martineck has not received a response from the license holder. Martineck did not believe the licensing should not be held up, but that the issue should be raised.

Commissioner Erickson asked if the Legion is still using the basement. No definitive answer provided.

Commissioner Erickson moved to approve the renewal applications, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Renewal Applications for the following Retail Tobacco Licenses:

  1. Casey’s General Store #3363 dba Casey’s Retail Company
    1. CHS Inc. dba Dakota Plains Ag (807 Main St)
    1. Dakota Silver, LLC
    1. DG Retail, LLC dba Dollar General Store #17856
    1. Farmers Union Oil Company of Moorhead, MN dba PetroServe USA #071
    1. Leevers Foods, Inc (424 2nd Ave NE)
    1. Leevers Foods, Inc (148 S Central Ave)
    1. County Bottle Shop, Inc dba the Liquor Locker
    1. Mosby LLC dba Boomers Corner Keg
  • And authorize the Auditor’s Office to issue licenses for applicants who meet all licensing requirements before June 30, 2020
  1. Brothers III
    1. CHS Inc dba Dakota Plains Ag (151 9th Ave NW)
    1. F.O.E. Aerie 2192
    1. Family Dollar, Inc. dba Family Dollar #27662

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

City Administrator’s Report

City Administrator Crawford reported she is meeting department heads and employees.

City Update & Commission Reports

City Auditor Richter reported Chris George from John Deere has been in contact with Chad Petersen from KLJ, Jeff Differding for new curb and gutter as well as driveway aprons. They have requested 25% reduction from R&R fund, at estimated total cost of $30,000 with cap at $7,500. City Auditor Richter reported they had protested the paving improvement project out previously. Consensus to proceed.

City Auditor Richter has provided budget working papers to the Department Heads from the general government funds. Richter has asked for consideration when impacts are known from COVID-19 and lower oil prices.

Fire Chief Magnuson thanked Commissioner Powell for his service. Please complete your Census survey!

Chad Petersen from KLJ reported PFP Phase III by the Master Lift Station is down to the last few pours, with staining and veneers to follow. Phase IIA is complete. 5th Avenue NW progresses well. Seal coat work will be finished; initial sweeping has occurred with final sweeping to occur this Thursday.

City Auditor Richter reported there will be a City Commission meeting next Tuesday at 5:00 PM.

City Administrator Crawford reported the 5th Avenue NE repair will occur and money has been reallocated from other VCPW capital projects.

Commissioner Erickson thanked Emma & Ross for service.

Commissioner Powell thanked employees for work and making things look easy.

Commissioner Bishop congratulated Dick. Thanked Ross for service.

Commissioner Magnuson congratulated Mike & Dick. Thanked Ross for service. Looking forward to Summer Nights on Central; enjoy your community and shop local. Magnuson thanked Emma for her work.

President Carlsrud stated oil extraction tax is projected to be low. Carlsrud echoed thank yous. Please be cautious while driving. Carlsrud thanked elected officials for participating. 1 of 11 citizens need to participate to fill positions on boards/communities.

Adjourn at 6:37 PM.

Minutes Available text with City of Valley City Logo above

06/02/2020 City Commission Minutes

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

Members of the public may view the meeting online (https://zoom.us/j/98978843732?pwd=QVpONXRTOEU3Z2tIckd4Zy9RZTI0UT09) Password 5aJ44L or listen by calling (1-669-900-9128) Webinar ID: 989 7884 3732 Password 674864

President Carlsrud called the meeting to order at 5:04 PM. President Carlsrud asked for a moment of silence in honor of Fallen Officer Holte from Grand Forks Police Department.

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

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

Oath of Office for City Administrator Gwen Crawford

President Carlsrud administered the Oath of Office for City Administrator Gwen Crawford.

Approval of Agenda – Addition of Consent C.C, E, F; N3; Remove Consent D; Addition of N4

Approval of Minutes

Commissioner Powell moved to approve the minutes from the May 19, 2020 meeting, seconded by Commissioner Bishop. Motion carried.

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  2. Approve Monthly Bills for the City and Public Works in the Amount of $1,009,556.60
  3. Approve Electrician,  Plumber and/or Mechanical Contractor license for
    1. Maple River Electric
    1. On Demand Plumbing
    1. Energize Electric, LLC
  4. Approve Tree Trimming & Removal License for GS Services
  5. Approve Raffle Permit for Sheyenne River Valley National Scenic Byway
  6. Approve Block off the Street Request for VCSU (on Viking Drive SW from 4th Ave SW to 2nd Ave SW)

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

Public Comments

There were no public comments.

Public Hearing

Public Hearing for Annexation of Auditor’s Lot Number 1 of the NE1/4 of the SW ¼ of Section 27, Township 140, Range 58, Barnes County, ND
City Attorney Martineck reported that the Waterfront Meadows project includes this new annexation request for the roadway access to the new subdivision. President Carlsrud declared the public hearing open. There were no public comments. Commissioner Magnuson moved to close the hearing; seconded by Commissioner Powell. The motion passed unanimously.

Approve first reading of Ordinance No. 1059, an Ordinance Relating to the Annexation of Territory described as Auditor’s Lot Number 1 of the NE1/4 of the SW ¼ of Section 27, Township 140, Range 58, Barnes County, ND

Commissioner Magnuson moved to approve the first reading of Ordinance No. 1059, seconded by Commissioner Powell. The motion passed unanimously.

Ordinance

Approve second and final reading of Ordinance No. 1056, an Ordinance Repealing Section 2-04-03 of V.C.M.C., relating to residency requirements of appointive officers and employees of city

City Attorney Martineck reported there were no changes to the ordinance since the first reading. The purpose of the ordinance is to repeal/remove the 15 minute residency requirement for all city employees.

Commissioner Bishop moved to approve Ordinance No. 1056, seconded by Commissioner Magnuson. The motion passed unanimously.

Resolution

Approve Resolution No. 2257, a Resolution Approving Final Plans and Specifications for Permanent Flood Protection Erosion Mitigation Phase 1 (Woodland Park and Riverview Drive) and Authorizing Engineer to Advertise for Bids

Chad Petersen from KLJ stated he will incorporate the comments from the Finance Meeting into the final plans with 80% cost share from the State Water Commission; 20% local share. Permits are in place except for the USACE permit and once it is obtained, advertising for bids will occur.

Commissioner Bishop inquired if they foresee any issues with the permit. Petersen stated it was submitted end of 2019 and revised copy submitted February 2020. Petersen confirmed construction is expected to begin this year.

Commissioner Magnuson moved to approve Resolution No. 2257, seconded by Commissioner Powell. The motion passed unanimously.

New Business

Approve request for $15,000 (from city sales tax dedicated to economic development) to assist with VC Smart Restart Campaign

Jennifer Feist (Development Corporation) appeared by Zoom in conjunction with Mary Lee Nielsen, CVB and Kay Vinje, Chamber. The groups are working on campaigns to assist local businesses and encourage people to do business locally. Commissioner Magnuson moved to approve the request, seconded by Commissioner Bishop. The motion passed unanimously.

Approve purchase of (2) 300KVA 480/277 Padmount Transformers from Resco in the amount of $13,592.00

President Carlsrud reported one pump is going to pump station and one will be a backup. Commissioner Bishop moved to approve the purchase, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve 2020 – 2021 Gaming Site Authorization for Valley Twisters Gymnastics Inc at Bridges Bar & Grill

Commissioner Erickson moved to approve the Gaming Site Authorization, seconded by Commissioner Bishop. The motion passed unanimously.

Authorize Public Works to credit commercial garbage accounts for entities affected by COVID-19 pandemic

City Auditor Richter reported this was discussed during the Finance Meeting. Public Works Accountant Jacobson and Lead Accounting Clerk Kiefert reviewed the commercial garbage accounts and identified the businesses with the most impact from COVID-19. The credit for pickup fees for each business is based on the number of pickups scheduled per week and the size of the dumpster(s). The credits will total between $2,000 and $3,000.

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

City Administrator’s Report

City Administrator Crawford reported on the first two days on the job.

City Updates & Commission Reports

City Auditor Richter welcomed City Administrator Crawford to the City.

Chad Petersen from KLJ reported Permanent Flood Protection Phase III floodwalls continue to be poured near the Master Lift Station. Permanent Flood Protection Phase IIA seeding will occur. Startup meeting for pump went well. 5th Avenue NW project continues with storm sewer work. Seal Coat Project will start middle of next week.

Commissioner Erickson welcomed Gwen.

Commissioner Powell welcomed Gwen. Thanks Scott & VCFD for efforts to respond to a gas leak.

Commissioner Bishop thanked VCPD officers for their work.

Commissioner Magnuson thanked VCPD officers for their work; welcomed Gwen. Commissioner Magnuson stated summer time is here and that the broken road is for walkable /biking travel.  Magnuson asked the public to watch out for kids on the streets.

President Carlsrud thanked city employees. Keep COVID-19 important. Thanked peace officers for their work and efforts.

Adjourn

Adjourned at 5:35 PM.

Minutes Available text with City of Valley City Logo above

05/19/2020 City Commission Minutes

May 19, 2020
5:00 PM

The City Commission Meeting began on Tuesday, May 19, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16. Members of the public could view the meeting online (https://zoom.us/j/97740454720) or listen by calling (669) 900-9128 Webinar ID: 977 4045 4720.

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

Members Present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson (joined at 5:08 PM by Zoom)

Members Absent: Commissioner Erickson.

Others Present: City Auditor Richter, City Attorney Martineck, Police Chief Hatcher. Those appearing by Zoom/phone included Chad Petersen from KLJ, Wesley Wintch (VCSU), Greg Stroeing (Love’s Addition), Chris Johnson (Love’s Addition), Gwen Crawford.

Approval of Agenda – Addition of N8; O3 Moved to N9

Approval of Minutes

Commissioner Powell moved to approve the minutes from May 5, 2020 meeting, seconded by Commissioner Bishop. Commissioner Bishop requested correction that the President Carlsrud voted nay on the parade application. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for Fraternal Order of Police James Valley Lodge #4, ND Red Knights

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

Public Comments

There were no public comments.

Ordinance

Approve second and final reading of Ordinance No. 1055, an Ordinance Rezoning West ½ of Lot 10, East 74.25’ of Lots 11 & 12, Lots 13 and 14 less the North 105’, and Lot 15 of Block 3, Andrus & Sifton’s Addition for VCSU Center for the Arts

City Attorney Martineck reported that there were no changes from the first reading and that this provides rezoning from residential to public. Commissioner Magnuson moved to approve second and final reading of Ordinance No. 1055, seconded by Commissioner Powell. The motion passed unanimously.

Approve first reading of Ordinance No. 1056, an Ordinance Repealing Section 2-04-03 of V.C.M.C., relating to residency requirements of appointive officers and employees of city

Commissioner Bishop moved to approve first reading of Ordinance No. 1056, seconded by Commissioner Magnuson. The motion passed unanimously.

Resolution

Approve Resolution No. 2255, a Resolution Approving Plat of Love’s Addition (63-2601150)

City Attorney Martineck reported the application for the Plat of Love’s Addition was reviewed by Planning & Zoning Commission on May 13. The subdivision was approved with no conditions by Planning & Zoning Commission. Commissioner Magnuson moved to approved Resolution No. 2255, seconded by Commissioner Powell. The motion passed unanimously.

Commissioner Erickson appeared by Zoom at 5:08 PM.

Approve Resolution No. 2256, a Resolution Approving Replat of Lot 5, South Valley Addition

City Attorney Martineck stated that Planning & Zoning Commission received a replat request for Lot 5, South Valley Addition. Martineck stated that by approving the replat, the City Commission, is also approving a variance as the frontage feet is 51’ instead of the required 100’. Commissioner Bishop moved to approve Resolution No. 2256, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve proposed Ordinance No. 1058 for publication, an Ordinance Creating Title 20-04.01 to Extend City Sales, Use & Gross Receipts Tax dedicated to Permanent Flood Protection

City Attorney Martineck reported the City Commission previously passed a resolution to place the extension on the ballot for the June election. This ordinance is for publication in the newspaper but won’t be on the agenda for first reading until after the election.

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

Approve July 1, 2020 – June 30, 2021 Annual Gaming Site Authorization for the following

  1. Valley City Baseball Association at The Clubhouse Lounge
  2. Valley City Hockey and Figure Skating Club at Valley City Town & Country Club
  3. Valley City Hockey and Figure Skating Club at Youth Sports Complex

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

Consider Police Officer COVID-19 hazard pay

Police Chief Hatcher requested $500 additional pay per month for nine police officers who are in the field. Hatcher has funds available through officer vacancies. Hatcher is requesting authorization for three months from March 15 to June 15. Hatcher reported increased percentage of calls for domestic violence and substance abuse over the same time last year.

Commissioner Powell moved to approve as requested, seconded by Commissioner Bishop.

Roll call: Powell – aye; Bishop – aye; Erickson – nay; Magnuson – aye; Carlsrud – aye. Motion carried.

Consider options for street light fixtures on 5th Avenue NW

Commissioner Erickson reported support for acorn lights from Jeff Edwards [Streetscape Committee Chair] & Bobby Koepplin [Streetscape Committee & Beautification Committee Member]. Erickson prefers lanterns as light disperses downward. Erickson recommends lanterns be installed.

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

Consider Construction Engineering Agreement with KLJ for Paving Improvement District No. 121 – 2020 Seal Coat

Chad Petersen from KLJ requested approval of the construction engineering agreement for the 2020 seal coat project which includes five areas in town. Work is scheduled to begin in mid-June. The contract is an hourly not to exceed capped at $11,500.

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

Consider Construction Engineering Agreement with KLJ for Water Main Improvement District No. 101 – 5th Ave NW

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

Consider projects for 2021 North Dakota Water Development Plan

Chad Petersen from KLJ stated the State Water Commission requests a development plan every two years. This document has been updated with costs for 2021 water projects. Submission of the plan makes the projects a higher priority for cost-share requests through the State Water Commission. Funding needs to be available for a project to proceed. 

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.

Chad Petersen from KLJ stated the information will be presented to SWC.

The motion passed unanimously.

Approve Purchase Agreement re Auditor’s Lot 1 in the SW ¼, Section 27, Township 140, Range 58, between George Gaukler and Bridgetown Development LLP

City Attorney Martineck reported that the agreement is for the Waterfront Meadows plat. Auditor’s Lot 1 will be 8th Avenue. The agreement states that the City will not charge any tap fees in the future. Martineck stated the City has no expenses for this portion of 8th Avenue so there would be no expenses to recover.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. Roll Call: Erickson – aye; Bishop – aye; Powell – abstained due to conflict of interest; Magnuson – aye; Carlsrud – aye. Motion carried.

Discuss Ordinance Creating a Mobile Vendor License

City Attorney Martineck reported the mobile vendor license is currently addressed in both Title 8 & Title 11. Based on the changes recommended, the most appropriate process is for the Planning & Zoning Commission to review the ordinance at its June meeting.

Commissioner Erickson requested coordination with state so that sales tax can be collected. Commissioner Magnuson recommended a fee be charged. Commissioner Bishop concurred.

City Updates & Commission Reports

Fire Chief Magnuson reported the VCFD continues celebrations. Magnuson reminded the public that open fires require diligence due to the dry conditions.

Police Chief Hatcher thanked the VCFD & VCPW for their work to clean up the broken road area. Lights and cameras will be installed.

Chad Petersen from KLJ stated that PFP Phase III concrete walls are being poured. 5th Avenue NW recycled material is begin removed from the roadway; KLJ has received some dust complaints – contractor will address. Bank Forward called regarding use of parking lot to access the streets – KLJ will install signs to help minimize.

President Carlsrud thanked VCFD & VCPW for efforts on broken road.

Adjourn

Meeting adjourned at 5:43 PM.

Minutes Available text with City of Valley City Logo above

05/05/2020 City Commission Minutes

The City Commission Meeting meet on Tuesday, May 5, 2020 at 5:00 PM CT, via Zoom. Board Members may attend from alternate locations to minimize group size and contact, as recommended by state and federal government officials due to COVID-19 and as allowed in ND Executive Order 2020-16. Members of the public may view the meeting online (https://zoom.us/j/98790731637) listen by calling (312) 626-6799 Webinar ID: 987 9073 1637.

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

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

Others present: City Auditor Richter, City Attorney Martineck.

Approval of Agenda – Addition of Consent D; N11

Approval of Minutes

Commissioner Powell moved to approve the minutes from the April 21, 23, 28, 2020 meetings; 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 $2,291,417.29
  3. Approve Electrician, Plumber and/or Mechanical Contractor licenses for
    1. Kemen Plumbing & Heating, Inc
    1. Tyler’s Electric, LLC
  4. Approve Raffle Permit for ND Appaloosa Horse Club

Commissioner Erickson inquired about Kemen Plumbing & Heating application. City Attorney Martineck stated the Building Inspector is recommending approval.

City Auditor Richter discussed the monthly bills which included $1.1 million for debt service, TIF payments and purchase of 6 roll-off containers for the Transfer Station.

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

Public Hearing

Public Hearing to Rezone for public use the VCSU Center for the ArtsPresident Carlsrud declared the public hearing open. There were no comments. Commissioner Magnuson moved to close the public hearing, seconded by Commissioner Bishop. Motion passed unanimously.

Approve first reading of Ordinance No. 1055, an Ordinance Rezoning West ½ of Lot 10, East 74.25’ of Lots 11 & 12, Lots 13 and 14 less the North 105’, and Lot 15 of Block 3, Andrus & Sifton’s Addition for VCSU Center for the Arts

Commissioner Bishop moved to approve Ordinance No. 1055, seconded by Commissioner Powell. The motion passed unanimously. City Attorney Martineck thanked VCSU for attending the meeting and stated the ordinance will be considered for second reading in two weeks.

Ordinance

Approve second and final reading of Ordinance No. 1053, an Ordinance Rezoning Block 3, Plecity Mobile Home Park Addition

City Attorney Martineck stated that Block 3 will be rezoned from mobile home use to commercial use for a storage building and workshop with no changes from the first reading. Commissioner Magnuson moved to approve second and final reading of Ordinance No. 1053, seconded by Commissioner Erickson. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1054, the 2020 Infrastructure Funding Ordinance

City Attorney Martineck stated the purpose is to provide up to $150,000 for infrastructure funding for areas newly annexed to the City.

Commissioner Magnuson moved to approve the second and final reading of Ordinance No. 1054.

Commissioner Powell stated he voted no on the previous reading, as he’d like to see access to funding for developers within city limits to pay off special assessments to promote vacant lots. City Attorney Martineck stated if funding is available through Prairie Dog funding, this could be considered. Commissioner Magnuson said he would encourage in-fill development in the future.

The motion passed unanimously.

Resolution

Approve Resolution No. 2251, a Resolution Approving Plat of Waterfront Meadows

City Attorney Martineck stated the plat is for a new subdivision south of I-94 and was previously presented to the Commission. Since that time, the developer agreement has been signed and an agreement with Barnes Rural Water District has been signed. Martineck stated that annexation of 8th Avenue still needs to occur, this will provide access to the subdivision. Martineck stated that proof of insurance and cash bond will be required to move forward. Martineck recommends approval contingent upon annexation of 8th Avenue, proof of insurance and cash bond.

Commissioner Magnuson moved to approve Resolution No. 2251 with contingencies as stated, seconded by Commissioner Bishop.

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

Approve Resolution No. 2253, a Resolution accepting Bid and Awarding Contract to Strata Corporation for UGP-2-999(051) – Streetscape Phase II

Commissioner Erickson moved to reject all bids and re-bid the project in October 2020, seconded by Commissioner Bishop.

City Auditor Richter stated that the project has been reviewed by City Staff as the results are $750,000 over the planned local cost share estimated in 2018. Richter stated more work is needed than anticipated. The R&R fund does not have funding available. Chad Petersen from KLJ stated the extra work is due to ADA requirements; encroachment issues; moving curb lines; and replacing more concrete than originally expected. Petersen will review if additional funds area available to offset the additional expense and plan to re-bid this fall for construction in 2021.

The motion passed unanimously.

Approve Resolution No. 2254, a Resolution Approving Renaissance Zone Development Plan for 2020 – 2025

Emma Tufte reported the Renaissance Zone Authority Board met and provided a do pass recommendation for the Development Plan. Tufte reviewed the process to date which has included a public hearing that was held on December 9, 2019. Property owners within the Zone were notified of the renewal process and no requests were received to change the Zone mapping. The Board considered the possibility of expanding near the University District but chose to take no action. The Zone map remains unchanged from the 2015 version of the map.

The Renaissance Zone Authority Board had received request prior to the renewal process to increase the single-family residence exemption cap to $300,000 and in this renewal process is recommending that change be made. Tufte noted that with the approval of this Resolution, the City Commission policy will be changed to reflect increased cap.

The renewal request has been presented by Chair Knutson to the Barnes County Commission and

Valley City Public School board for consideration and received support.

Commissioner Powell moved to approve Resolution No. 2254, seconded by Commissioner Erickson. The motion passed unanimously.

New Business

Approve Recommendations from Renaissance Zone Authority Board for 5 year income tax exemption and 5 year property tax exemption up to $250,000 for the following projects

  1. VC-123 at 461 12 ½ Street NE
  2. VC-124 at 441 12 ½ Street NE
  3. VC-125 at 554 Legacy Lane

Commissioner Bishop moved to approve the Renaissance Zone projects, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider Parade Application for VCHS Class of 2020 on May 13, 2020 at 6:30 PM on Central Avenue from Hanna Field to Main Street
City Attorney Martineck brought the application to the City Commission under New Business due to COVID-19. Gina Thorton was available on Zoom and provided background regarding their plans. Students will be in their own cars. Commissioner Magnuson asked Thorton to advertise the event with request for public to adhere to social distancing guidelines. Commissioner Powell moved to approve the parade, seconded by Commissioner Erickson. Roll call: Erickson – aye; Powell – aye; Magnuson – aye; Bishop – aye; Carlsrud – nay. Motion carried.

Consider Recommendation from Visitors Committee for a Food & Beverage grant in an amount not to exceed $42,079 for Kayak & Bike Kiosk Project from Sheyenne River Valley Scenic Byway

Bobby Koepplin appeared by Zoom, to reviewed the request. The project also includes money from the Bush Grant prize. A kayak kiosk will be installed at Bjornson Golf Course and a bike kiosk at Gaukler Wellness Center. Valley City Park & Rec has agreed to operate and maintain the kiosks for 5 years.
Commissioner Erickson moved to approve the grant request, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Agreement between City and Bridgetown Builders Inc. for development of Waterfront Meadows Subdivision
City Attorney Martineck reported plat has been approved, infrastructure funding ordinance approved, this agreement now sets forth the requirements for infrastructure development to and within the development. Martineck stated requirements for … Martineck recommends approval. Donny Eberle clarified the agreement is with Bridgetown Develop, LLP.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. Roll call: Bishop – aye; Magnuson – aye; Erickson – aye; Powell – abstain; Carlsrud – aye. Motion carried.

Consider Engineering Agreement with KLJ for Water, Sewer and Roadway Extension to Waterfront Meadows in an amount not to exceed $20,500.

Chad Petersen from KLJ stated that this for engineering work to extend water, sewer and roadway to Waterfront Meadows. This is an hourly not to exceed contract for design and construction engineering work. Commissioner Erickson asked for clarification regarding this expense. Chad Petersen from KLJ clarified that this is included in the $150,000 set aside for the project.

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

Consider Amendment to Agreement for Permanent Flood Protection Phase IV – Preliminary Engineering for CLOMR

Chad Petersen from KLJ stated the State Water Commission has approved reallocation of funding to provide for CLOMR with a cost share of 85% SWC; 15% local cost share. The contract is hourly not to exceed.

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

Consider bid for cable in conduit from Resco in the amount of $11,070 for 5th Avenue NW lighting project

President Carlsrud presented the request to purchase on behalf of Marshall Senf. Commissioner Bishop moved to approve the purchase, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider ending 2020 Spring Flood declaration

City Auditor Richter reported that on March 3, the City made the 2020 spring flood declaration. City Auditor Richter stated there was $35,000 in expenses from VCPW for pump usage and some overtime; with minimal engineering. Differding does not anticipate additional expenses as pumps have been pulled. Commissioner Powell moved to end the 2020 Spring flood declaration, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Thundering Saints, Inc. at Boomer’s Corner Keg for July 1, 2020 to June 30, 2021

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

Consider waiving alcoholic beverage licenses fees for six months for businesses closed by the Governor’s order

Commissioner Magnuson stated the Commission has been approached by licensees to consider waiving licensing fees. Magnuson recommended waiving the first six months of the license fees [July 1, 2020 – December 31, 2020] and then re-evaluate.

Commissioner Bishop moved to approve waiving alcoholic beverage licensing fees forsix months for businesses closed by governor’s order, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve employment contract with City Administrator appointee Gwendolyn Crawford
President Carlsrud stated a contract has been offered for the City Administrator position to Gwendolyn Crawford. Commissioner Bishop expressed concern regarding the starting salary as $80,000 discussed but the contract reads $82,000. Candidate requested one more year step increase which raised it by $2,000.

Commissioner Powell moved to approve as stated; seconded by Commissioner Magnuson.

Roll call: Magnuson – aye; Erickson – nay; Powell – aye; Bishop – nay; Carlsrud – aye. Motion carried.

City Updates & Commission Reports

Commissioner Powell thanked Gina Thorton for organizing the parade for high school seniors and encouraged the public to use common sense.

City Attorney Martineck expects conversation about the [COVID-19] employee policy that employees are under that are tighter than state requirements.

City Auditor Richter stated city hall is working towards a smart restart including installation of Plexiglas.

Chad Petersen from KLJ reported work continues for Phase IIA & III Permanent Flood Protection. 5th Avenue NW project will begin May 11. KLJ is working with VCPW to adjust garbage pickup and communicate with property owners this week.

Commissioner Bishop thanked city employees.

Commissioner Magnuson acknowledged VCPD & VCFD for efforts. Enjoyed the banners on city streets for the 2020 seniors.

President Carlsrud stated that things are more open, but requires continued discipline for wise decisions. Thanked Kristi Brandt and VCPW Electrical Department for efforts in putting banners up around town. Thanked employees.

President Carlsrud welcomed Gwen as new City Administrator.

Adjourn  at 6:00 PM.

04/28/2020 Special City Commission Meeting Minutes

Special City Commission Meeting Proceedings
Valley City, North Dakota

Tuesday, April 28, 2020
5:00 PM

The City Commission meet on Tuesday, April 28, 2020 at 5:00 PM CT via Zoom. Board Members may attend from alternate locations to minimize group size and contact, as recommended by state and federal government officials due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

Others present: City Attorney Martineck, Deputy Auditor Klein.

New Business

Second interview with City Administrator candidate
The City Commission interviewed City Administrator candidate Gwendolyn Crawford.

Select finalist for City Administrator position
The City Commissioners discussed the candidates for the City Administrator position.

Commissioner Magnuson moved to select Gwendolyn Crawford as a finalist and approve moving forward with negotiations, seconded by Commissioner Powell. President Carlsrud stated the contract will be presented at a future meeting for final review. The motion passed unanimously.

Ordinance

Approve first reading of Ordinance No. 1054, the 2020 New Infrastructure Funding Ordinance

City Attorney Martineck drafted an ordinance to provide infrastructure to territories newly annexed to the City and subdivided for residential use with a cap of $150,000 per year. Commissioner Powell inquired if the amount can be split among multiple developers in a year. This ordinance sunsets at the end of this year. Commissioner Magnuson indicated that the City will need to develop a long term plan if it chooses to continue program. City Attorney Martineck indicated that the $150,000 would be transferred from the enterprise fund for the development. Commissioner Magnuson encouraged Commission to consider use of Prairie Dog funds to encourage further development of infrastructure similar to this ordinance.

City Attorney Martineck indicated that Bridgetown Developers will still need to be approved for funding in a separate process as the ordinance creates the process, but does not approve the specific funding request.

Commissioner Magnuson moved to approve first reading of Ordinance No. 1054, seconded by Commissioner Bishop.

Roll call: Erickson – nay; Bishop – aye; Magnuson – aye; Powell – nay; Carlsrud – aye. Motion carried.

Adjourn

Meeting adjourned at 5:54 PM.

04/23/2020 Special City Commission Minutes

Special Meeting of City Commission
Valley City, North Dakota

Thursday, April 23, 2020
3:00 PM

The City Commission meet on Thursday, April 23, 2020 at 3:00 PM CT, via Zoom. Members may attend from alternate locations to minimize group size and contact, as recommended by state and federal government officials due to COVID-19 and as allowed in ND Executive Order 2020-16.

President Carlsrud called the meeting to order at 3:00 PM.

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

Others present: City Auditor Richter, City Attorney Martineck, Deputy Auditor Klein.

New Business

  1. Interview of City Administrator Candidate Darcy Long at 3:00 PM
    The Board conducted the interview with the candidate through Zoom.
  2. Interview of City Administrator Candidate Larry Thompson at 4:00 PM
    The Board reconvened via Zoom to interview the candidate.
  3. Interview of City Administrator Candidate Gwendolyn Crawford at 5:00 PM
    The Board reconvened via Zoom to interview the candidate.

Adjourn

The meeting adjourned at 5:47 PM.

04/21/2020 City Commission Minutes

Valley City Commission Proceedings

Tuesday, April 21, 2020

The City Commission meet on Tuesday, April 21, 2020 at 5:00 PM CT, via Microsoft Teams. Board Members attended from alternate locations to minimize group size and contact, as recommended by state and federal government officials due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

Others Present: City Attorney Martineck, City Auditor Richter, City Assessor Hansen.

Arbor Day Proclamation

President Carlsrud read the 2020 Arbor Day Proclamation.

Approval of Agenda – Addition of Consent  B (3 & 4)

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the April 1, 7, 13 and 16, 2020 meetings, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for CHI Mercy Health Foundation
  2. Approve Electrician, Plumber and/or Mechanical Contractor Licenses for
    1. Bentson Electric
    1. Sullivan Construction, Inc.
    1. Lyon’s Electric
    1. TNT Plumbing

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

Public Comments

There were no public comments.

Public Hearing

Public Hearing for Rezoning Block 3 Plecity Mobile Home Park Addition

City Attorney Martineck stated the request has received unanimous approval by Planning & Zoning Commission to re-zone Block 3 from R-3 to B-2. City Auditor Richter reported the City has received no correspondence for this.

Commissioner Powell moved to close the public hearing, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve first reading of Ordinance No. 1053, an Ordinance Rezoning Block 3 Plecity Mobile Home Park Addition

Commissioner Bishop moved to approve the first reading of Ordinance No. 1053, seconded by Commissioner Erickson. The motion passed unanimously.

Resolution

Approve Resolution No. 2253, a Resolution Approving Replat of Greenline Deere Second Addition

City Attorney Martineck reported the Planning & Zoning Commission received the request to replat this land by VCBC Economic Development, submitted on behalf for the Barnes County jail project. The request was approved with no conditions from Planning & Zoning Commission. Commissioner Magnuson moved to approve Resolution No. 2253, seconded by Commissioner Powell. The motion passed unanimously.

New Business

Approve $500,000 funding from Bank of ND for the I-94 Regional Development Corridor water and sanitary sewer line extension project
City Auditor Richter reported request to relocate Valley Plains Equipment for land south of I-94, includes a loan application through Bank of ND (BND). The annual loan application cycle closed in March. At this point, requesting approval for the City to accept the loan. No draw will be taken until requirements are in place for the project including a TIF (Tax Increment Financing) District; Developers Agreement and Annexation of the land. If the loan is not used, it will be de-obligated by BND. This loan will be paid via TIF. Commissioner Magnuson moved to approve the $500,000 funding, seconded by Commissioner Bishop. The motion passed unanimously.

City Updates & Commission Reports

Chad Petersen from KLJ provided update on Permanent Flood Protection Phase IIA and III construction at Bettins pump station; and Master Lift Station. 5th Avenue NW pre-construction meeting for Tuesday, April 28 with construction to begin Monday, May 4.Streetscape II bids received and NDDOT is reviewing with consideration at the May 5 meeting.

City Assessor Hansen thanked the Commission for their support of remote work. For the upcoming neighborhood reviews, Hansen will continue desk reviews of properties that have completed a prior on-site inspection; with a more extensive desk review of properties that have not been inspected on-site in the previous cycle.

Commissioner Magnuson encouraged citizens to get fresh air. Magnuson thanked the Public Works crew and the public for supporting the efforts to flatten the curve [of COVID-19].

President Carlsrud asked the public to continue to be vigilant. Carlsrud thanked employees.

Adjourn

Meeting was adjourned at 5:23 PM.