03/03/2020 Commission Minutes

Tuesday, March 3, 2020

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

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

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

Call to Order

Roll Call

Pledge of Allegiance (please stand)

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

Approval of Minutes

Commissioner Powell moved to approve the minutes from the February 18, 2020 meeting, seconded by Commissioner Bishop. Motion carried.

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  2. Approve Monthly Bills for the City and Public Works in the Amount of $1,247,966.02
  3. Approve Block off the Street Request for Sheyenne Valley Soapbox Derby Association on June 6, 2020 on Central
  4. Approve Electrician, Plumber and/or Mechanical Contractor License(s) for the following businesses:
    1. Bakkegard & Schell, Inc.
    1. Dakota Electric Construction Inc., Co.
    1. Enterprise Electric, Inc.
    1. Grotberg Electric, Inc.
    1. Grotberg Electric, Inc. dba Triton Mechanical
    1. Hi-Line Electric, Inc.
    1. John’s Refrigeration & Electric, Inc.
    1. Kohn Electric, LLC
    1. Moorhead Electric, LLC
    1. Peterson Mechanical, Inc.
    1. RJ’s Plumbing & Heating, Inc.
    1. Scott’s Electric, Inc.
    1. Sheyenne Mechancial
    1. Wrigley Mechanical, Inc.
  5. Approve House Movers License for the following businesses:
    1. Carrington House Movers, Inc.
  6. Approve Raffle Permit for Valley City Lions Club

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

Public Comments

There were no public comments.

Resolutions

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

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

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

New Business

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

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

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

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

Approve Recommendations from the Visitors Committee

  1. Recommendation to include and/or amend a 12 month deadline to use funds with an option for a 6 month extensions for the Image Enhancement Grant, Image Enhancement Grant for Historic Buildings, and the Food & Beverage Grant
  2. Recommendation to implement the deadlines as presented for outstanding projects including Wild Prairie Bakery, Brockopp Brewing, Ivy Real Estate, Chamber of Commerce – Rosebud
     

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

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

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

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

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

The motion passed unanimously.

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

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

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

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

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

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

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

Consider Amendment to Engineering Agreement for Permanent Flood Protection Phase IV

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

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

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

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

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

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

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

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

City Updates & Commission Reports

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

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

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

Adjourn

Meeting was adjourned at 5:40 P.M.

02/18/2020 City Commission Minutes

Valley City Commission Proceedings

Tuesday, February 18, 2020

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

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

Others Present: City Attorney Martineck, City Auditor Richter, City Assessor Hansen, Police Chief Hatcher, and Chad Petersen from KLJ.

Approval of Agenda – no changes

Approval of Minutes

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

Approval of Consent Agenda

  1. Approve Raffle Permit for Dakota Plains Ag

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

Public Comments

There were no public comments.

Resolution

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

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

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

Approve Resolution No. 2245, a Resolution Approving Final Plans, Specifications, and Estimate of Probable Costs and Authorizing Engineer to Advertise for Bids for Paving Improvement District No. 121 (2020 Seal Coat)

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

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

New Business

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

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

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

Approve Recommendations from the Visitors Committee:

  1. Recommendation to include and/or amend a 12 month deadline to use funds with an option for a 6 month extensions for the Image Enhancement Grant, Image Enhancement Grant for Historic Buildings, and the Food & Beverage Grant
    1. Recommendation to implement the deadlines as presented for outstanding projects including Wild Prairie Bakery, Brockopp Brewing, Ivy Real Estate, Chamber of Commerce – Rosebud

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

Approve recommendation to purchase receiver boxes for Transfer Station

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

Approve recommendation to accept bids for pickup for Transfer Station

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

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

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

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

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

Consider plan for City Administrator screening and interviews

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

City Updates & Commission Reports

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

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

Adjourn

Meeting was adjourned at 5:30 P.M.

02/04/2020 City Commission Minutes

Tuesday, February 4, 2020

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

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

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

Introduction of ND Winter Show Manager Tesa Klein

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

Introduction of NDDOT Director Bill Panos

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

Approval of Agenda – Addition of Consent D, N6

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the January 21, 27 and 29, 2020 meetings, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  2. Approve Monthly Bills for the City and Public Works in the Amount of $1,977,985.85
  3. Approve Raffle Permit for Ducks Unlimited Barnes County Chapter, Valley City High School Music Boosters
  4. Approve Raffle Permit for Valley City Chamber of Commerce

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

Public Comments

There were no public comments.

Resolution

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

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

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

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

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

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

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

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

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

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

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

New Business

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

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

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

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

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

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

Approve Agreement for Long-Term Temporary Highway Closure with NDDOT

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

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

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

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

Approve change to 2020 Board Calendar

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

City Updates & Commission Reports

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

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

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

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

President Carlsrud thanked City employees for work.

Adjourn

Meeting was adjourned at 5:52 P.M.

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

Special Valley City Commission Proceedings

Tuesday, January 27, 2020

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

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

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

Resolution

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

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

A revised map included in packet.

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

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

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

No action was taken.

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

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

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

New Business

Approve City Administrator job description and authorize advertising for position

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

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

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

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

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

 

Meeting recessed at 5:15 PM.

Special Valley City Commission Proceedings Resumes

Wednesday, January 29, 2020
12:30 PM

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

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

Members absent: Commissioner Powell.

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

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

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

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

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

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

Adjourn

Meeting adjourned at 12:34 PM.

01/21/2020 Commission Minutes

Valley City Commission Proceedings

Tuesday, January 21, 2020 5:00 PM

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

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

Members absent: Commissioner Magnuson.

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

Proclamation

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

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

Approval of Minutes

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

Approval of Consent Agenda

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

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

Public Comments

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

Commissioner Powell arrived at 5:05 PM.

Resolution

Refinancing of 2008 Bonds by Essentia Health

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

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

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

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

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

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

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

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

The average increase is $5.86 per residential customer. Commissioner Powell moved to approve Resolutions No. 2231, 2232, 2233; seconded by Commissioner Erickson. The motion passed unanimously.

Approve the following Resolutions for Paving Improvement District No. 120

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

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

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

Approve the following Resolutions for Paving Improvement District No. 121

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

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

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

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

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

New Business

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

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

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

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

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

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

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

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

Public Comments

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

Approve 2020 updates to the Employee Policy & Procedure Manual

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

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

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

City Updates & Commission Reports

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

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

Commissioner Powell thanked the snow removal crew.

President Carlsrud asked the public to be respectful to others.

Adjourn

Meeting was adjourned at 5:33 PM.

01/07/2020 City Commission Minutes

Valley City Commission Proceedings

Tuesday, January 07, 2020

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

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

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

Approval of Agenda – Remove N2; Addition of Consent F

Approval of Minutes

Commissioner Erickson moved to approve the minutes from the December 17 and December 26, 2019 meetings. Motion carried.

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  2. Approve Monthly Bills for the City and Public Works in the Amount of $2,660,805.42
  3. Approve Electrician license for Tyler’s Electric, LLC
  4. Approve Application to Block off Street for Thundering Saints on July 25, 2020 on 3rd Avenue SE from Main Street to 2nd Street SE
  5. Approve Raffle Permit for El Zagal Sheyenne Valley Shrine Club & Flag Corps, Hi-Liner Boys Basketball, The Sharp Shooter Showdown
  6. Approve Tree Trimming License for Mike’s Construction & Repair, Ground to Sky LLC

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

Public Comments

There were no public comments.

Resolution

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

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

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

New Business

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

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

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

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

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

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

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

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

City Administrator’s Report

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

City Updates & Commission reports

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

Adjourn

Adjourned at 5:24 PM.

12/26/2019 Special City Commission Minutes

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

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

Members absent: Commissioner Magnuson.

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

New Business

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

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

Accept resignation of City Administrator Dave Schelkoph

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

President Carlsrud and Commissioner Bishop thanked Schelkoph for his work.

Review employee flow chart

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

Adjourn

Meeting was adjourned at 7:09 AM.

12/17/2019 City Commission Minutes

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

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

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

Approval of Agenda – Addition of Consent B(d) & D

Approval of Consent Agenda

  1. Approve 6 month (January 1 – June 30, 2020) Liquor license for the following establishments:
    1. My Bar
    1. Woodland Steakhouse
  2. Approve 2020 Tree Trimming & Removal Service License for the following establishments:
    1. PLCL/Johnny B’s Trees & Service
    1. Ross’ Tree Service
    1. Z’s Trees
    1. Pine Country Nursery, LLC
  3. Approve 2020 Mobile Home Park License for the following establishments:
    1. Olsberg Properties, LLLP
    1. Richard Plecity Trailer Court
    1. Rockwater, LLC
    1. Viking Drive Estates
  4. Approve Raffle Permit for Express Wrestling of VC

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

Public Comments

There were no public comments.

New Business

Approve appointment of Bill Corwin to the Renaissance Zone Authority Board for remainder of three year term expiring June 30, 2022

City Auditor Richter reported Tony Kobbervig resigned from the Renaissance Zone Authority Board. Bill Corwin will fill the remainder of the term. Commissioner Powell moved to approve the appointment of Bill Corwin, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Renaissance Zone Authority Board recommendation for 5 year income tax exemption and 5 year property tax exemption for rehabilitation of 239 2nd Ave NW by L & B Properties and designate it as VC-121

Caron Berg and Tessa Lagein appeared. Berg stated the project will renovate the former Valley Drug building. Commissioner Bishop moved to approve the Renaissance Zone Authority Board recommendation for 5 year income tax exemption and 5 year property tax exemption for the full assessed value, seconded by Commissioner Powell. The motion passed unanimously.

Approve Application for Property Tax Exemption for Improvements to Residential Building at 617 10th Avenue SW

City Assessor Hansen recommended approval of application. Commissioner Bishop move to approve the application, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve $50,000 per year for 3 year period of October 1, 2019 through September 30, 2022 with funds from City sales tax dedicated to economic development for Recruiting & Retention (R&R) Coordinator Position

Jennifer Feist on behalf of the Development Corporation (VDG) requested approval of the funding for the R&R Coordinator. Previously, the VDG has been funding the position internally. Now, the VDG requesting city funding for position. This position has helped fill the gap when Job Service left Valley City. To answer Commissioner Bishop’s question, Feist stated she expects this will be a reoccurring request.

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

Approve designation of Main Street Program to include East Half Block 10, West Half Block 11, North Half of Block 18 and Northeast Quarter of Block 19, North Half of Block 24 of Original Townsite

Jennifer Feist on behalf of the Development Corporation, stated the State of ND Division of Community Services Main Street Program and the South Central Dakota Regional Council are using existing HUD funds to rehabilitate buildings. The State of ND has prioritized the downtown district. The first step is for the City Commission to approve the map. Pre-applications from businesses will be due at the end of January; to be scored and ranked in February; full application from businesses in April.

City Administrator Schelkoph stated that an inventory will be completed by himself and Building Inspector Andersen to review the exterior of the building to determine if 25% of the buildings in the zone have 25% of the exterior to be repaired.

Feist stated there is a maximum of $40,000 award with at least $4,000 in match by the property owner. Feist stated the funding will be based on the score and ranking by the SCDRC. Businesses are competing within the 9 county region for funding. This is a 10 year program where funding depends on what’s available year to year.

Commissioner Powell moved to approve the designation of the Main Street Program, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve designation of voting places for each precinct for 2020 electionCity Auditor Richter reported the City Election will be administered by the County which means it will be vote by mail with one polling place on election day at the County Court House. Commissioner Bishop moved to approve, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Gaming Site Authorization for ND Chapters of Delta Waterfowl Inc on February 22, 2020 at the Valley City Eagles Club 2192Commissioner Magnuson moved to approve the gaming site authorization, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Gaming Site Authorization for Valley City Baseball Association from January 1 – June, 30, 2020 at The Clubhouse Lounge

City Auditor Richter reported this is a new site authorization for Valley City Baseball Association. Commissioner Powell moved to approve, seconded by Commissioner Erickson. The motion passed unanimously.

Consider accepting closeout for Project No. SU-2-990(054)058 – Concrete Pavement Repairs, Curb & Gutter & Incidentals (Paving Improvement District No. 116)

Chad Petersen from KLJ stated this is for the work completed in 2018 for the concrete pavement repairs for 5th Avenue NE, 8th Avenue SW and Wintershow Road. KLJ, City Administrator Schelkoph and NDDOT completed the final inspection in November 2018. Additional repairs were needed and completed in summer 2019.

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

Approve contract of employment between City of Valley City and Chief of Police

City Administrator Schelkoph stated the contract will be four years with minimal changes – items specific to first term of employment were removed. Commissioner Bishop supported the contract. Commissioner Erickson asked why the position is not elected. City Auditor Richter stated that due to the Home Rule Charter, the position is appointed. Commissioner Bishop moved to approve, seconded by Commissioner Powell. The motion passed unanimously.

Approve Proposed Public Works Operating Budget, Capital Budget, and Streetscape II requests for 2020

Public Works Accountant Jacobson stated the department heads have reviewed the budgets. Jacobson stated that most departments have a one to two percent increase with an exception of the Street Department. The Street Department will increase 19.2% primarily due to snow removal. Jacobson stated changes include $120,000 transfer to the City; reduction of cost as City hauls garbage to Fargo; addition of recycling subsidy – this is offset by fees paid by customers; increase for the snow removal. The 2020 budget is $11.8 million versus the $11.6 million budget for 2019.

Jacobson stated the capital budget is $1.22 million. This is following the depreciation in 2020 ($1.24 million). Jacobson outlined the major projects: west end lift station; truck #76; new roll-offs (the garbage containers) to haul to Fargo.

Jacobson stated the 2020 budget includes a cash expenditure of $250,000 for Streetscape II project.

Commissioner Erickson moved to approve the Public Works Operating Budget, Capital Budget, and Streetscape II requests for 2020; seconded by Commissioner Powell. The motion passed unanimously.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from December 3, 2019 meeting, seconded by Commissioner Magnuson. Motion carried.

City Administrator’s Report

City Administrator Schelkoph attended the State Water Commission meeting at which the City was approved to use up to $3.67 million to cover the city’s cost share of the Permanent Flood Protection planned for 2019 – 2021.

Schelkoph reminded the public that the cars need to be moved after a snow event to allow City crews to clear the streets. Over winter, if crews can’t clean the street, it gets narrower causing a safety hazard.

Schelkoph reminded the public that snow emergency routes are separate – they must remain clear of cars during snow events. Cars will be towed.

City Updates & Commission Reports

Fire Chief Magnuson asked the public to clear fire hydrants. Magnuson stated the river is not safe, please keep kids off the river. The new ladder truck is expected on Friday. City Administrator Schelkoph thanked Fire Chief Magnuson for his work to purchase this truck used which saved the City $1 million versus a new ladder truck.

Police Chief Hatcher informed the public that Santa Cops & Kids occurs this Saturday. Hatcher asked the public to report concerns about cars on a street, please call the department.

Chad Petersen from KLJ stated that the last pour at Bettins pump station occurred. The temporary sheeting for the Master Lift has been driven towards the west.

Commissioner Bishop thanked the departments for their work.

President Carlsrud thanked L&B Properties for their investment.

Adjourn

Meeting was adjourned at 5:50 P.M.

12/3/2019 City Commission Minutes

Tuesday, December 3, 2019

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

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

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, City Assessor Hansen, Public Works Accountant Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Deputy Auditor Klein, Chad Petersen from KLJ.

Approval of Agenda – Addition of Consent E.c.; Removed N2, N5

Approval of Minutes

Commissioner Powell moved to approve the minutes from the November 19, 2019 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 $ 2,470,469.82
  3. Approve Raffle Permit for VCSU Student Chapter of Wildlife Society
  4. Approve Mechanical Contractor license for Kemen Plumbing & Heating
  5. Approve 6 month (January 1 – June 30, 2020) Liquor license for the following establishments:
    1. Main Street Off Sale, LLC dba Tavern Ninety-Four
    1. Hi-Line Hospitality, LLC dba City Lights
    1. Labor Club
  6. Approve 2020 Vehicles for Hire License for South Central Adult Services
  7. Approve 2020 L.P. Gas Permits for the following establishments:
    1. CHS Inc dba Dakota Plains Ag
    1. Farmers Union Oil Company of Moorhead, MN dba PetroServe USA #071
    1. CBF Oil, Inc. dba Vining Oil & Gas
  8. Approve 2020 Pawn Shop License for Northwestern Industries

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

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2226, a Resolution Authorizing Filing Of Application With North Dakota Department Of Environmental Quality For A Loan Under The Clean Water Act And/Or The Safewater Drinking Act for 7th Avenue NW & 2nd Avenue NE Improvements

City Auditor Richter reported the City is working on a loan application for the portion of the project that will be special assessed to property owners. The rate is 2%. Commissioner Bishop moved to approve Resolution No. 2226, seconded by Commissioner Powell. The motion passed unanimously.

Consider Resolution No. 2227, a Resolution accepting Bid and Awarding Contract to KPH Inc. for SU-2-990(059), PCN 22245 – 5th Ave NW from Main St to 12th St NW

Chad Petersen from KLJ stated the NDDOT opened bids on November 8, 2019. Four bids were received which were all over the engineer’s estimate of $3,366,041. The low bidder was KPH with $3,852,699.30 which is 14.5% over the engineer’s estimate. The federal funds were capped at $1.85 million which means the local share will cover the remainder of the project costs. City Administrator Schelkoph stated Valley City Public Works could install street lighting for a reduced cost and recommended approval of the bid with plans to do this change order. Petersen confirmed the Commission needed to take action.

Commissioner Powell moved to accept the bid as presented with a change order to be addressed to have Valley City Public Works install the lighting.


President Carlsrud asked KLJ and City Administrator Schelkoph to provide numbers on this change. Commissioner Bishop seconded the motion.

Commissioner Magnuson inquired about the additional local cost. City Administrator Schelkoph confirmed there would be no additional cost to the property owners as the Prairie Dog bill would cover the overage.

The motion passed unanimously.

New Business

Approve the following requests from the Valley City Barnes County Development Corporation:

  1. Valley Development Group Roundtable funds in the amount of $60,000 per year for the next three years beginning October 1, 2019 thru September 30, 2022
  2. Small Projects Funds in the amount of $14,000

Jennifer Feist on behalf of the Valley City Barnes County Development Corporation presented the request for release of the Roundtable funds from the sales tax dedicated to economic development and the small projects fund request.

Commissioner Magnuson moved to approve the Valley City Barnes County Development Corporation requests as presented, seconded by Commissioner Bishop. The motion passed unanimously.

Removed: Review Class B (On and off-sale beer) & Class C (On and off-sale liquor) Licenses for The Club House

Approve Contract for Services with Village Business Institute for Employee Assistance Program 2019 – 2021

City Attorney Martineck recommended approval of the contract. Commissioner Magnuson moved to approve the contract, seconded by Commissioner Powell. The motion passed unanimously.

Approve bid for 2020 VCPD patrol vehicle from Miller Motors in the amount of $31,947

Police Chief Hatcher plans to replace the 2012 Chevy Tahoe and recommends the low bid from Miller Motors. Commissioner Bishop moved to approve the bid, seconded by Commissioner Magnuson. The motion passed unanimously.

Removed: Approve appointment for Renaissance Zone Authority Board for remainder of three year term expiring June 30, 2022

City Administrator’s Report

City Administrator Schelkoph thanked Dale Knudson for his 19 years of service to the City. Schelkoph will be attending a State Water Commission meeting on Friday to ask for a low interest loan for the city’s cost share for the Permanent Flood Protection projects that will be constructed over the next two years. Schelkoph reported the new hook truck is here and the new sand truck will arrive soon.

City Updates & Commission Reports

Chad Petersen from KLJ reminded the Commission that PFP Phase IIA & III construction continues.

Commissioner Powell thanked City crews for hanging Christmas décor.

Commissioner Bishop thanked VCPD for their work during the snow storm. Thanks to VCFD for responding during the storm.

Commissioner Magnuson offered condolences for the family of Mark Boom.

President Carlsrud thanked crews for snow removal efforts.

Adjourn at 5:30 PM.

11/19/2019 City Commission Minutes

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

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

Members absent: Commissioner Magnuson.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, City Assessor Hansen, Public Works Accountant Jacobson, Building/Fire Inspector Andersen, Fire Chief Magnuson, Lieutenant Rustebakke, Deputy Auditor Klein, Chad Petersen from KLJ.

Approval of Agenda – Addition of Consent B, C, D

Approval of Minutes

Commissioner Bishop moved to approve the minutes from November 5, 2019 meeting, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for American Fisheries Society Student Subunit
  2. Approve Raffle Permit for Valley City Fire Department
  3. Approve Parade Application for Chamber of Commerce’s  Parade of Lights on December 5, 2019
  4. Approve Block off Street Request for Parade of Lights on 2nd Street NE from Central Avenue to 3rd Avenue

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

Resolution

Approve Resolution No. 2224, A Resolution Approving the Oxbow Addition Plat

City Attorney Martineck reported the Planning & Zoning Commission recommends approval of this subdivision with the condition that lot be identified on the final plat as lot 3 is located in the county (but within the extraterritorial jurisdiction). Martineck reported this change was made. Commissioner Powell moved to approve Resolution No. 2224, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Resolution No. 2225, A Resolution Authorizing Filing of Application with North Dakota Department of Environmental Quality for a Loan under the Clean Water Act and/or Safewater Drinking Act (5th Avenue NW: NDDOT No. SU-2-990(059))

City Auditor Richter stated the loan application is through the State Revolving Loan Fund for the 5th Avenue NW project with $1.75 million being applied for. Commissioner Erickson moved to approve Resolution No. 2225, seconded by Commissioner Powell. City Auditor Richter clarified this loan is for the portion of the project that will be special assessed as the loan rates are lower than the bond market.

The motion passed unanimously.

New Business

Consider City Recommendations for Streetscape II on Main Street and Central Avenue S (NDDOT Project No. UGP-2-999(051)

Chad Petersen from KLJ reported that Streetscape II will include Main Street from the Elks building to 3rd Avenue SE; City Park; and Central Avenue S. ADA improvements and decorative lighting are included in the project. The City Commission was presented with two options for this project: Option A – no build (stop project completely); Option B – proceed with recommendations as presented in CATEX pages 4-8. The project costs approximately $2.2 million with $1.53 million from federal; $115,000 from state; $500,000 local cost including special assessments to property owners for mill & overlay. Petersen stated the recommendations include moving the curb line to address slope requirements without a step down. A bump out for ADA compliance will be added by the Edward Jones building to allow for a ramp into the building. The Commission discussed moving the ramp to the west and/or the basement steps exiting to the south. Petersen stated since the entrance is within the NDDOT right of way encroachment, it needs to be ADA compliant. Petersen stated the final plans are due to the NDDOT by the end of December and asked for action.

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

Approve Contract No. 19-UGPR-114 between Western Area Power Administration (WAPA), Missouri River Energy Services (MRES) and the City of Valley City regarding Scheduling & Payment

City Administrator Schelkoph reported for the ease of billing – WAPA energy is paid and scheduled through MRES. This contract allows for this. Schelkoph recommended approval.

Commissioner Bishop moved to approve Contract No. 19-UGPR-114, seconded by Commissioner Erickson. City Auditor Richter reported the contract is effective 2021 – 2050.

The motion passed unanimously.

Approve Annual Blue Cross Blue Shield Contract for 2020

City Attorney Martineck stated a committee is reviewing health insurance options for 2021. The City is moving from a self-funded plan to fully insured fund in 2020. With the change, there is potential for $100,000 to $200,000 in cost savings next year.

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

City Administrator’s Report

City Administrator Schelkoph provided a final report on the Fall 2019 flood. No sandbags were used. The City incurred costs of $487,000 which includes $250,000 for erosion repairs primarily along the downstream bank near Mill Dam.

Schelkoph reported VCPW has distributed two light bulbs to the customers and reminded the public to use more efficient energy options. Schelkoph stated that a meter data management will be rolled out. This will help with locating outages and customers will be able to see their electrical and water usage during the month.

City Updates & Commission Reports

City Auditor Richter reported that Tony Kobbervig submitted his resignation for the Renaissance Zone Authority Board. There is an opening on the board, please contact the Auditor’s Office if interested.

Chad Petersen from KLJ reported on Friday, November 8 the NDDOT opened bids for 5th Avenue NW and the bids are $600,000 over the Engineer’s estimate. Review will occur regarding the impact to Special Assessments and local funds. Federal funds were capped on the project and no further federal funds are available.

Commissioner Powell inquired about the mill dam reconstruction. Petersen stated Barr Engineering has completed the design to 30%. Petersen will meet with Schelkoph to discuss with the next presentation likely in December/January. Erosion is a stand-alone project.

President Carlsrud thanked Tony Kobbervig for his service.

Adjourn

Meeting was adjourned at 5:40 PM.