10/18/2018 Special Commission Meeting Minutes

Valley City Special Commission Proceedings
Thursday, October 18, 2018
7:00 AM Meeting, City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, City Attorney Schoenack, Police Chief Hatcher, and Chad Petersen from KLJ.

Roll Call

Pledge of Allegiance (please stand)

New Business

Consider recommendation from Renaissance Zone Authority Board to approve a 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction at 462 13th St NE by Legacy Developments LLC and designate it as VC-112

Jim Knutson, Chair of the Renaissance Zone Authority Board stated this request was approved by the Renaissance Zone Authority Board on October 17, 2018. Commissioner Powell moved to approve the recommendation from the Renaissance Zone Authority Board for 462 13th St NE for a 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction and designate it as VC-112, seconded by Commissioner Bishop. The motion passed unanimously.

Consider recommendation from Renaissance Zone Authority Board to approve a 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction at 442 13th St NE by Legacy Developments LLC and designate it as VC-113

Jim Knutson, Chair of the Renaissance Zone Authority Board stated this request was approved by the Renaissance Zone Authority Board on October 17, 2018. Commissioner Bishop moved to approve the recommendation from the Renaissance Zone Authority Board for 442 13th St NE for a 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction and designate it as VC-113, seconded by Commissioner Erickson. The motion passed unanimously.

Consider recommendation from Renaissance Zone Authority Board to approve a 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction at 560 Legacy Lane by Legacy Developments LLC and designate it as VC-114

Jim Knutson, Chair of the Renaissance Zone Authority Board stated this request was approved by the Renaissance Zone Authority Board on October 17, 2018. Commissioner Erickson moved to approve the recommendation from the Renaissance Zone Authority Board for 560 Legacy Lane for a 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction and designate it as VC-114, seconded by Commissioner Powell. The motion passed unanimously.

Discuss Class G Microbrew Pub Fees for Alcoholic Beverage Licensing

The Commission discussed what the fee should be for a Class G Microbrew Pub Annual License. This fee will be in addition to the $250 annual beer license fee. Commissioner Bishop recommended setting the annual fee at $500 for a Class G Microbrew Pub License, there was consensus with members of the Commission. The fee will be added to the Master Fee Schedule through a resolution.

Reconsider & Discuss Decision Items for Project No. SU-2-990(059) – 5th Ave NW Reconstruction

The Commission had further discussion regarding which alternative to proceed with for 5th Ave NW Reconstruction. No parking with a 30’ build is a big concern. Going to a 34’ build would allow for parking on one side of the street. Both alternatives would require removal of the same number of trees.

Commissioner Magnuson left the meeting at 7:35 AM before the motion and roll call.

Commissioner Bishop moved to rescind the motion passed on October 16th and proceed with Alternative C- 34’ build alternative which allows for parking on one side of the street, and the difference in cost for the extra 4’ would be paid with Infrastructure Renew & Replacement Funds and not be special assessed to the property owners along 5th Ave NW, seconded by Commissioner Powell. The motion passed unanimously.

Adjourn

Meeting adjourned at 8:00 AM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

10/16/2018 Commission Meeting Minutes

Valley City Commission Proceedings
October 16, 2018
5:00 PM Meeting, City Hall

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

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell, Commissioner Erickson. President Carlsrud joined at 5:10 PM.

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

Approval of Agenda – Addition of N3 & N4

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the October 2, 2018 meeting, seconded by Commissioner Erickson.

Approval of Consent Agenda

  1. Approve Raffle Permit for Valley City Area Chamber of Commerce and for Shine
  2. Approve Parade Application for Valley City Area Chamber of Commerce (Parade of Lights) on Thursday, November 29 at 6:00 PM on Central Avenue
  3. Approve Special Alcohol Beverage Event Permit for Rotary Wine Tasting at the Barnes County Museum on October 30, 2018 for Dakota Silver & The Liquor Locker

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

Public Comments

Mary Lee Nielsen, the City of Valley City appointed alternate for Lake Agassiz Water Authority Board, reported Devils Lake wants to join LAWA with a request to recieve 1 cfs and for the project to use the McClusky Canal as part of the Red River Water Supply project.

President Carlsrud presided over the remainder of the meeting.

Ordinance

Approve first reading of Ordinance No. 1041, an Ordinance Repealing Title 15.1 and Replacing Title 10, Stormwater Management

City Attorney Schoenack stated that Title 15.1 will be repealed and replaced as Title 10. Schoenack made changes for readability, formatting, and adding a willful component to the penalty section.

Commissioner Magnuson moved to approve Ordinance No. 1041, seconded by Commissioner Powell. The motion passed unanimously.

Resolution

Approve Resolution No. 2158, a Resolution Creating Paving Improvement District No. 118

Chad Petersen from KLJ reported that Paving Improvement District No. 118 is on 5th Avenue NW from Main Street W to 12th Street NW. Commissioner Powell inquired about funding sources. Chad Petersen from KLJ clarified up to 80% is paid by NDDOT, 10% from the R&R Fund; 10% through Special Assessments.

Commissioner Bishop moved to approve Resolution No. 2158, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2159, a Resolution Amending Rates & Fees for Solid Waste Services

City Administrator Schelkoph reported the city resident disposal rate will be reduced to $0 per ton from $20 per ton for trees and branches; there will remain a commercial disposal rate for non-residents at previously set rate of $20 per ton.

Commissioner Bishop stated this resolution ensures that residents can dispose of trees for free and should not be charged if a commercial entity disposes of the trees for them.

Commissioner Bishop moved to approve Resolution No. 2159, seconded by Commissioner Powell. The motion passed unanimously.

New Business

Receive 2018 Annual Foresters Report

City Forester Willis Wagar reported there continues to be a problem with Dutch Elm disease. The number of diseased trees is down from 2017 (100 trees to 70 trees in 2018). Wagar found no evidence of Emerald Ash Bore in Valley City. Wagar reported some black ash in town are effected by cottony ash psyllid.

Consider Decision Items for Project No. SU-2-990(059) – 5th Ave NW Reconstruction

Chad Petersen from KLJ stated the Reconstruction project includes Paving Improvement District 118 as well as forthcoming watermain, sanitary sewer, and storm sewer projects. A public input meeting was held on August 30, 2018. At which time, the public in attendance were not in favor of a 40’ wide street.

Commissioner Bishop inquired if this would be a good time to do an underground electrical service with the reconstruction. City Administrator Schelkoph stated that to do an underground electrical service along the 5th Avenue NW corridor, the service to the private property needs to be upgraded as well which requires citizen buy-in.

Commissioner Erickson stated the public preferred Alternative B – no change in width of road, with no parking on the streets. City Administrator Schelkoph concurred the public preferred Alternative B.

Commissioner Erickson moved to proceed with Alternative B – 30’ build alternative with no parking, seconded by Commissioner Bishop.

Roll Call: Erickson: yea; Bishop: yea; Magnuson: nay; Powell: yea; Carlsrud: yea. Motion carried.

Approve Gaming Site Authorization for North Dakota Winter Show on November 28, 2018 at the North Dakota Winter Show Event Center, 700 7th St SE

Commissioner Magnuson moved to approve the Gaming Site for the North Dakota Winter Show on November 28, 2018, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Gaming Site Authorization for the North Dakota Winter Show on November 29-30,
2018 at the Valley City Eagles Aeries 2192

Commissioner Magnuson moved to approve the Gaming Site for the North Dakota Winter Show on November 29 – 30, 2018, seconded by Commissioner Erickson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported due to the recent snow storm, the last Thursday & Friday of October, the City will pickup trees that are less than 4” in diameter. To schedule a pickup, please call Public Works. Schelkoph reported MRES passed its 2019 budget, including no increases in electricity rates for the MRES membership. Schelkoph reported the City requested $10.89 million in funding from the 2019-2021 biennium budget for Permanent Flood Protection Phase IV Construction and Phase V Design Engineering.

City Updates & Commission Reports

Police Chief Hatcher encouraged the public to participate in the Battle of the Badges Blood Drive that continues on October 17.
Chad Petersen from KLJ stated work continues on 3rd Avenue and Permanent Flood Protection. Petersen reported the State Water Commission approved the requests presented for the 2019 – 2021 biennium budget. Petersen reported the contractor is preparing pricing for the removal of the powerhouse.
Commissioner Powell thanked VCPW for work after snow/ice storm.
Commissioner Magnuson thanked the citizens for patience and foresight to move Valley City forward.
President Carlsrud thanked Reiner Construction for their work on the Permanent Flood Protection.

Adjourn

The meeting adjourned at 6:05 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

10/02/2018 Commission Meeting Minutes

Valley City Commission Proceedings
October 2, 2018
5:00 PM Meeting, City Hall

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 Schoenack, City Auditor Richter, Lieutenant Rustebakke, Building/Fire Inspector Andersen, Public Works Accountant Jacobson, Assessor Hanson, Chad Petersen from KLJ.

Proclamation declaring October as Domestic Violence Awareness Month

President Carlsrud read the Proclamation declaring October as Domestic Violence Awareness Month.

Approval of agenda – Add N6, Remove O3, O4

Approval of Minutes

Commissioner Bishop moved to approve minutes from September 18, 2018 meeting, seconded by Commissioner Powell. The motion passed unanimously.

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 $2,236,198.84
  3. Approve Raffle Permits for Sheyenne Valley Friends of Animals, St. Catherine’s School

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

Public Comments

There were no public comments.

Public Hearing

Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Paving Improvement District No. 109

President Carlsrud declared the public hearing open. City Auditor Richter reported on September 10, 2018 the Special Assessment Commission held a public hearing. At the hearing, a number of public comments were made regarding complete and incomplete items. Daren Peterka from Interstate Engineering was present.

City Administrator Schelkoph reviewed the issues that were brought forth at the hearing:

  1. ADA ramp is ok [south side of court B].
  2. Slump in street [by sewer manhole at intersection of Court A and Central Avenue] will receive a skim coat or patch by Border Streets.
  3. Driveway to be completed next week.
  4. All landscaping [Liebersbach and McPherson] to be completed at one time.
  5. The engineering review of seal coat in Court B shows it is ok.

Wayne Liebersbach stated landscape in spring as it is too late landscape this fall; Liebersbach asked for his special assessment bill to be held until the work is complete. Peterka recommended tilling and seeding this fall with the option to re-seed in the spring if needed.

City Auditor Richter stated special assessments will be certified with county in November with the first installment, without penalty, due on February 15, 2019. These will be special assessed over 15 years. Richter stated her preference is not to hold all special assessments for one year. Richter offered the Commission could consider holding the special assessment first installments for two property owners. President Carlsrud recommended charging no interest until November 2019 for Mr. Liebersbach.

Leona McPherson stated if concrete work is not done next week, request agreement in writing. If work is not done, Ms. McPherson requested extension for payment with no interest or certification to county.

Commissioner Bishop moved to approve closing the public hearing, seconded by Commissioner Powell. The motion passed unanimously.

Approve Special Assessments as recommended by the Special Assessment Commission for
Paving Improvement District No. 109

Commissioner Bishop moved to approve the Special Assessments with an exception for Wayne Liebersbach and Leona McPherson whose special assessments would not be billed until the work is done, seconded by Commissioner Erickson. The motion passed unanimously.

Ordinance

Approve the Second and Final Reading of Ordinance No. 1039, an ordinance adopting the 2019 City Budget.

City Auditor Richter reported no changes for the second and final reading of Ordinance No. 1039. Commissioner Magnuson moved to approve the second and final reading of Ordinance No. 1039, seconded by Commissioner Bishop. The motion passed unanimously.

Approve the Second and Final Reading of Ordinance No. 1040, an ordinance amending and reenacting Title 20, Taxation

City Attorney Schoenack clerical updates were made to the second and final reading of Ordinance No. 1040. Commissioner Powell moved to approve the second and final reading of Ordinance No. 1040, seconded by Commissioner Bishop. The motion passed unanimously.

Removed: O3)Approve first reading of Ordinance No. 1041, an Ordinance Repealing and Reenacting Title 10, Stormwater Management

Removed: O4) Approve first reading of Ordinance No. 1042, an Ordinance amending several Titles of Valley City Municipal Code

Resolution

Approve Resolution No. 2154, a Resolution Approving Plat of Hanna Field Addition

City Attorney Schoenack reported the request to plat Hanna Field Addition Public hearing was held on September 16, 2018. The Planning & Zoning Commission recommends approval of the plat.

Commissioner Bishop moved to approve Resolution No. 2154, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2155, a Resolution Approving Plat of Olsberg Addition

City Attorney Schoenack reported the request to plat Olsberg Addition Public Hearing was held on September 19, 2018. The Planning & Zoning Commission recommends approval of the plat.

Commissioner Powell moved to approve Resolution No. 2155, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2156, a Resolution Setting Salaries for Commissioners

Commissioner Bishop moved to approve Resolution No. 2156, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2157, a Resolution Amending Electrical Rates

Public Works Accountant Jacobson stated no changes to the rates, this resolution clarifies language for the effective dates of the summer electrical rate.
Commissioner Erickson moved to approve Resolution No. 2157, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Approve Special Alcohol Beverage Event Permit for City Lights at VCSU on October 12, 2018 from 5:00 PM to 7:30 PM

City Auditor Richter reviewed the application. Commissioner Powell moved to approve the Special Alcohol Beverage Event Permit for City Lights, seconded by Commissioner Bishop. The motion passed unanimously.

Consider appointment of Ruth Berg to the Valley City Barnes County Library Board to fill vacancy until June 30, 2019

Commissioner Powell reported there were two applicants for the Valley City Barnes County Library Board. City Auditor Richter clarified that the City is responsible for two at large City representatives and one City Commissioner. Commissioner Powell moved to approve Ruth Berg to the Valley City Barnes County Library Board, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Recommendation from Renaissance Zone Authority Board for 809 8 ½ Avenue NW for 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction, and designate it as VC-111
Tyler Marthaler stated this request was approved by the Renaissance Zone Authority Board on September 18, 2018. Commissioner Magnuson moved to approve the recommendation from the Renaissance Zone Authority Board for 809 8 ½ Avenue NW for 5 year income tax exemption and 5 year property tax exemption up to $250,000 for new construction and designate it as VC-111, seconded by Commissioner Bishop. The motion passed unanimously.

Approve 2019 Scheduled Board Meetings

City Auditor Richter reported the 2019 Board Meetings schedule is prepared. Commissioner Erickson moved to approve the 2019 Scheduled Board Meetings, seconded by Commissioner Bishop. The motion passed unanimously.

Approve 2019 Blue Cross Blue Shield Contract

City Auditor Richter reported the 2019 BCBS Contract includes a 11% increase from 2018 for claim expenses. The premium cost will remain the same.

Commissioner Magnuson moved to approve the 2019 Blue Cross Blue Shield Contract, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Gaming Site Authorization for Mercy Healthcare Foundation at Valley City Eagles Club 2192 on November 24, 2018

Commissioner Erickson moved to approve the gaming site authorization for Mercy Healthcare Foundation, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

There was no City Administrator’s Report.

City Updates & Commission Reports

Fire Chief Retterath reported the VCFD is recruiting for volunteer firefighters. Retterath will test sirens tomorrow.

Chad Petersen from KLJ expects the top lift to be placed tomorrow on 3rd avenue SE; Permanent Flood Protection on Main Street continues with removal of sheeting and placement of rip rap, next week LD Concrete will pour the curb, gutter and street.
Commissioner Erickson thanked VCPW for their work.

Commissioner Bishop thanked VCPD & VCFD for their work.

President Carlsrud expressed his excitement for the new filters at Water Treatment Plant, thanked public employees.

Adjourn

The meeting adjourned at 5:42 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

09/18/2018 Commission Minutes

Valley City Commission Proceedings
September 18, 2018
5:00 PM Meeting, City Hall

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 Schoenack, City Auditor Richter, Police Chief Hatcher, Fire Chief Retterath, Chad Petersen from KLJ.

Swearing in of Police Officer Alyson Moses

President Carlsrud swore Police Officer Alyson Moses in.

Fire Department Presentation to Retiring Officer

Fire Chief Gary Retterath recognized Richard Hass for his 28 years and 3 months of service to the Valley City Fire Department.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from September 4, 2018 meeting, seconded by Commissioner Powell. The motion passed unanimously.

Approval of Consent Agenda

  1. Approve Parade Application for Valley City High School Homecoming on September 21, 2018 at 4:00 PM on Central Avenue from 12th Street NE to 4th Street SW
  2. Approve Plumber & Mechanical Contractor license for Sullivan Construction

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

Public Comments

There were no public comments.

Public Hearing

Open Public Hearing relative to the Community Development Block Grant 3595-CD11SL12-ED, Valley City I-94 Regional Development Corridor Infrastructure

President Carlsrud declared the public hearing open. City Auditor Richter reported no written or verbal comments were received. Jennifer Feist, VCBC Development Corporation, reported that $800,000 was secured with $150,000 as a forgivable loan through South Central Dakota Regional Council. HUD was the source of the federal funding and a requirement was to a minimum of 80 jobs to be eligible for the forgivable loan. Feist reported the $150,000 forgivable loan will proceed as the jobs were completed and that the public hearing is part of the closeout process.

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

Open Public Hearing for 2019 City Budget

President Carlsrud declared the public hearing open for the 2019 City Budget. City Auditor Richter reported that the City Commission held special Commission meetings in July and August to review the 2019 budget. Notices were sent out to each property owner by the County Auditor. Richter stated the 2019 budget does not include VCPW enterprise funds. Richter reported the mill levy decreased from the 2018 budget. Richter has not received any written or verbal comments.

Commissioner Bishop moved to close the public hearing for the 2019 city budget, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve the First Reading of Ordinance No. 1039, an ordinance adopting the 2019 City Budget.

Commissioner Magnuson moved to approve Ordinance No. 1039, seconded by Commissioner Powell. Commissioner Magnuson thanked Auditor’s Office for their work on budget and for City Staff to reduce expenses. Commissioner Powell thanked Staff for their fiscal responsibility which directed savings to property owners. President Carlsrud thanked department heads for their work.

The motion passed unanimously.

Ordinance

Approve first reading of Ordinance No. 1040, an ordinance amending and reenacting Title 20, Taxation

City Attorney Schoenack stated there are no substantive changes to the Title 20, Taxation; instead the ordinances brings 14 ordinances into one document and removes expired sections.

Commissioner Bishop moved to approve the first reading of Ordinance No. 1040, seconded by Commissioner Powell. The motion passed unanimously.

New Business

Approve amendment to financial review procedure

President Carlsrud reported Commissioners have been reviewing individual invoices. City Auditor Richter reported the new process will be as follows:

Lists of monthly expenditures will be distributed to the Commissioners for review during the Finance Meeting. Each commissioner will receive a list with the expenditures specific to the department they are assigned. Invoices will be available if there are any items would like to review further.

A master list with all of the expenditures will also be prepared for approval at the Commission meeting. It will be important this master list gets signed by the Commissioners for audit purposes.

Commissioner Bishop moved to approve the amendment to the financial review procedure, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Application for Property Tax Exemption for Improvements to Residential Building at 264 14th Street NE

City Assessor Hansen recommended approval of the property tax exemption for 264 14th Street NE. Commissioner Powell moved to approve the application for Property Tax Exemption at 264 14th Street NE, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Preliminary & Design Engineering Agreement for NW Storm Sewer Project – Phase I with KLJ in an amount not to exceed $132,000

Chad Petersen from KLJ reported this project is along 7th Avenue NW as Phase I of the NW Storm Sewer improvements. Petersen expects bid opening in February 2019.

Commissioner Powell moved to approve the preliminary and design engineering contract, seconded by Commissioner Magnuson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported MRES will have no electrical rate increase for 2019 for the Valley City. Schelkoph stated at the next State Water Commission meeting in October, he will ask for money to build the Permanent Flood Protection Phase III project next to the Master Lift Station and add properties to the Phase IV buyout program. Schelkoph reported Water Coalition meeting will be held on September 26 to consider budget plans for the next biennium. Schelkoph stated the last tree branch pickup is the last Thursday and Friday in September, please call to schedule pickup.

City Updates & Commission Reports

City Attorney Schoenack reported final first reading of ordinances for recodification will occur at the next Commission meeting.
City Auditor Richter thanked the Commission for opportunity to attend ND League of Cities Annual Conference.
Fire Chief Retterath invited community members to apply to the VCFD.
Chad Petersen from KLJ reported Sanitary Sewer 62 is being relined now; 3rd Avenue SE curb and gutter work is scheduled to end this week with paving the first week of October; floodwalls west of footbridge to be completed in next week, pilings near Elks and HubMac are ongoing.
Commissioner Magnuson reported the efforts to attract people to North Dakota and the efforts to increase shared-use paths in the state were discussed at the ND League of Cities Annual Conference.
President Carlsrud thanked employees for their work.

Adjourn

The meeting adjourned at 5:40 PM.

Attested to by:

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

09/04/2018 Commission Minutes

Valley City Commission Proceedings
September 4, 2018
5:00 PM Meeting, City Hall

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 Schoenack, City Auditor Richter, Public Works Accountant/Manager Jacobson, Police Chief Hatcher, Chad Petersen from KLJ.

Swearing in of Police Officer Travis Johnson

President Carlsrud swore in Police Officer Travis Johnson.

Approval of Agenda – Remove N2

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the August 21, 2018 meeting, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  2. Approve Monthly Bills for the City and Public Works in the Amount of $3,077,776.70
  3. Approve Plumber and/or Mechanical Contractor License for Burning Desires, Inc., Grant’s Mechanical
  4. Approve Raffle Permit for Barnes County Historical Society, Sheyenne Care Center
  5. Approve Tree Trimming License for Mike’s Construction & Repair, Pine Country Nursery

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

Public Comments

There were no public comments.

Public Hearing

Public hearing to consider issuance of Bonds by the Duluth Economic Development Authority on behalf of Essentia Health and its affiliates

President Carlsrud declared the public hearing open. Ronni Tansey from Chapman & Cutler, LLC on behalf of Essentia Health stated that per IRS regulations, the City of Valley City is required to hold a public hearing prior to the issuance of these bonds. There were no comments. Commissioner Bishop moved to close the public hearing, seconded by Commissioner Erickson.

Approve Resolution No. 2153, a Resolution approving the issuance of Bonds by the Duluth Economic Development Authority on behalf of Essentia Health and its affiliates.

Commissioner Bishop moved to approve Resolution No. 2153, seconded by Commissioner Powell. The motion passed unanimously.

New Business

Presentation on Valley City Green Dot
Jacob Olson from APOC presented a new community project entitled, Valley City Green Dot, to help equip individuals to prevent or intervene in domestic violence, sexual assault or child abuse situations. Olson stated training will be available soon.

Removed – Consider library parking lot plan

Consider Cost-Share Request to ND State Water Commission for Construction of Phase 3 Permanent Flood Protection and Phase 4 Buyouts
Chad Petersen from KLJ presented the City Commission with the cost-share request that the ND State Water Commission will consider for the construction of Phase 3, expected to begin in 2019 and Phase 4 buyouts which are needed prior to the 2020 construction phase (should this phase be funded). The request will be presented at the State Water Commission meeting on October 11.

Commissioner Powell moved to approve the cost-share request, seconded by Commissioner Magnuson. The motion passed unanimously.

City Administrator’s Report

There was no report.

City Updates & Commission Reports

Chad Petersen from KLJ stated the concrete pavement repair is complete; grinding on 8th Avenue NE and Wintershow Road is complete; the Striping contractor will be here next week for concrete streets; 3rd Avenue SE work continues; the Permanent Flood Protection Phase II walls near the Elks will be complete mid-September.
Commissioner Powell asked the public to watch out for pedestrians while driving.
President Carlsrud reported there is a call for volunteer fire fighters, if you are interested, please apply.

Adjourn

The meeting was adjourned at 5:21 PM.

Attested to by:

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

08/21/2018 Commission Minutes

Valley City Commission Proceedings
August 21, 2018
5:00 PM Meeting, City Hall

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

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

Members Absent: Commissioner Powell.

Others Present: City Administrator Schelkoph, City Attorney Schoenack, City Auditor Richter, Public Works Accountant/Manager Jacobson, Fire Chief Retterath, Police Chief Hatcher, Building/Fire Inspector Andersen, Chad Petersen from KLJ.

Approval of Minutes

Commissioner Bishop move to approve the minutes from the August 7 and August 16, 2018 meetings, seconded by Commissioner Erickson. The motion passed unanimously.

Approval of Consent Agenda

  1. Approve Raffle permit for National Barrel Horse Association ND01

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

Public Comments

There were no public comments.

Ordinance

Approve second and final reading of Ordinance No. 1033, an Ordinance amending Title 11, Zoning
City Attorney Schoenack stated a second public hearing was held on August 15, 2018 at the Planning & Zoning Commission meeting due to substantive changes made since the first reading of the ordinance which included items such as conditional use permits for uses not listed, schools, churches; corner visibility changes made to alley access.

Commissioner Magnuson moved to approve Ordinance No. 1033, seconded by Commissioner Erickson. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1034, an Ordinance Amending & Re-enacting Title 6, Police Department
City Attorney Schoenack stated language for 6-01-01 should be updated to include “and staff” to reflect that police officers and staff make up the VCPD.

Commissioner Bishop moved to approve Ordinance No. 1034 as amended, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1037, an Ordinance Amending & Re-enacting Title 3, Health & Sanitation
City Attorney Schoenack stated no changes were made from the first reading.

Commissioner Erickson moved to approve Ordinance No. 1037, seconded by Commissioner Bishop. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1038, an Ordinance Amending & Re-enacting Title 19, Disasters & Emergencies
City Attorney Schoenack reported there were no changes made from the first reading.

Commissioner Bishop moved to approve Ordinance No. 1038, seconded by Commissioner Magnuson. The motion passed unanimously.

Resolution

Approve Resolution No. 2152, a Resolution to approve the terms and conditions set forth in the Commitment letter with the BND to Provide $3,289,400 in Financing for the local share of Phase II Permanent Flood Protection.
City Auditor Richter reported this is for the third loan the City has obtained for Permanent Flood Protection. Closing is set for September 5, 2018 for the 30 year loan. Richter stated this will be the final Bank of North Dakota loan the City is able to obtain through the State Water Commission program.

Commissioner Magnuson moved to approve Resolution No. 2152, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Present Website Project
Emma Tufte presented the new website design and reported the project came in on budget. The new site is more mobile responsive, provides efficiencies for city staff and works to more effectively convey information to the public.

Approve Visitors Committee recommendation for Image Enhancement Grant up to $15,000 for Historic Image Enhancement Grant for Erin Hannig at 142 East Main Street
City Administrator Schelkoph reported the Visitors Committee recommended approval of up to $15,000 for this project.

Commissioner Magnuson moved to approve the Historic Image Enhancement Grant up to $15,000 for 142 East Main Street , seconded by Commissioner Erickson. Commissioner Bishop thanked the Hannigs for their investment. The motion passed unanimously.

Approve Renaissance Zone Authority Board recommendation for 5 year income tax exemption and 5 year property tax exemption for the full assessed value of the property being rehabilitated at 142 East Main Street, designate it as VC-110
Jim Knutson, Chair of the Renaissance Zone Authority Board, recommends the approval for a 5 year income tax and 5 year property tax exemption for the full assessed value of this property. Commissioner Magnuson moved to approve the Renaissance Zone Authority Board recommendation for VC-110, seconded by Commissioner Bishop. The motion passed unanimously.

Consider the cost share agreement with the SWC for the Design engineering of the Phase III & IV PFP
Chad Petersen from KLJ reported this cost share agreement is for the preliminary design and geotech work for the Phase III and Phase IV Permanent Flood Protection construction work. This was approved by the State Water Commission in December 2017. A Clomr study will be conducted to see what could happen on the dry side if a wall would fail. This is required by FEMA for future permitting.

City Administrator Schelkoph recommended approval as this creates a shovel project for Phase IV when the City seeks construction funding.

President Carlsrud stated State Water Commission is more receptive to shovel ready projects to avoid committing money to projects not yet ready.

Commissioner Erickson moved to approve the cost share agreement with State Water Commission for Design engineering of Phase III & IV Permanent Flood Protection, seconded by Commissioner Bishop. The motion passed unanimously.

Consider customer credit card usage costs and surcharge
City Administrator Schelkoph recommends implementation of the credit card surcharge to cover the costs the City is occurring for their usage. Public Works Accountant Jacobson reported a 2.19% surcharge would be added for use of a credit card. The City currently accepts VISA, Mastercard and Discover. Jacobson stated auto-pay, cash and checks will continue to be available with no surcharges for both residential and commercial accounts.

Commissioner Bishop moved to approve the customer credit card surcharges, seconded by President Carlsrud. Motion failed.

Roll call vote: Magnuson – nay; Erickson – nay; Bishop – nay; Carlsrud – aye.

Consider contract for garbage hauling from transfer station to Fargo landfill
City Administrator Schelkoph reported bids were requested to haul from transfer station to landfill in Fargo. One bid was received for $165,000 per year; previously the contract was $130,000 per year. Schelkoph recommended moving towards handling this internally with no additional FTE but additional training for employees to obtain a Class A CDL.

The new contract is for one year with a thirty day out clause which will allow the city to work on this plan. Commissioner Bishop inquired if the budget includes the replacement of the boxes. Schelkoph stated this is part of the regular budget.

Commissioner Magnuson moved to approve contract for garbage hauling contract, seconded by Commissioner Bishop. The motion passed unanimously.

Consider paving library parking lot
Commissioner Bishop recommended paving library parking lot with a four way cost share with City, County, Valley City Public Schools and Library. The project with engineering is estimated to be $80,000-90,000. Bishop inquired if the R&R fund could handle it. City Auditor Richter stated the R&R fund could handle a $85,000 project with a three way split.

The item was tabled.

Consider voting members for Valley City-Barnes County Development Corporation
President Carlsrud reported Commissioner Bishop and himself serve as ad hoc members on the Valley City-Barnes County Development Corporation, there is an opportunity for the City to have two voting members.

Commissioner Bishop moved to approve the City as voting members of the Valley City-Barnes County Development Corporation, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Special Alcohol Beverage Event permit for The Labor Club in parking lot on August 25, 2018 from 5:00 PM to August 26, 2018 at 2:00 AM
Police Chief Hatcher stated no officers are required as this event is within a designated area.

Commissioner Magnuson moved to approve the Special Alcohol Beverage Event Permit, seconded by Commissioner Erickson. The motion passed unanimously.

City Administrator’s Report

There was no City Administrator’s report.

City Updates & Commission Reports

Fire Chief Retterath stated the VCFD is actively recruiting for eight new members.
Chad Petersen from KLJ reported PFP Phase II is continuing. Central Avenue patches will occur next week and on Main. Concrete Pavement Repair is done. Two days of concrete grinding will occur on 8th and Winter Show Road.
President Carlsrud thanked city employees for work and thanked those investing in Valley City. School starts tomorrow, watch for students while driving.

Adjourn

The meeting was adjourned at 6:14 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

08/16/2018 Special Commission Meeting Minutes

Valley City Special Commission Proceedings
Thursday, August 16, 2018
6:30 AM Meeting, City Hall

President Carlsrud called the meeting to order at 6:30 AM.

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

Members absent: Commissioner Powell. Powell at 6:37 AM.

Others Present: Finance Director Richter, City Attorney Schoenack, Chad Petersen from KLJ, Lieutenant Rustebakke.

Roll Call

Pledge of Allegiance (please stand)

New Business

Consider Project No. SU-2-990(053)057, Storm Sewer Improvement District No. 50 – Wintershow Road/8th Avenue SW

Chad Petersen from KLJ project was began to address street flooding on Wintershow Road in approximately 2014. NDDOT is willing to cost share on the project if it discharges into the I-94 right of way. Public input meeting was held in 2016 with two options. Public input meeting in June 2018 considered four options. Petersen reviewed the four alternates for the project.

The project is scheduled for a November 9, 2018 bid opening. The estimated cost share for Alternate C is $30,000 from NDDOT.

City Auditor Richter reported Storm Sewer Improvement District No. 50 has been added to the financial plans with NDDOT expected to pay half of the $1.0 to $1.2 million project. The local share is estimated to be $375,000 with $185,000 from R&R fund.

Petersen stated construction is programmed for 2019 to utilize federal funding.

Petersen stated the special assessments would have a benefit formula to reduce the cost for those with stormwater management plans.

Commissioner Bishop moved to approve Project No. SU-2-990(053)057 seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Alternate for Project No. SU-2-990(053)057, Storm Sewer Improvement District No. 50 – Wintershow Road/8th Avenue SW

Commissioner Bishop inquired about Alternate D. Chad Petersen from KLJ reported Alternate D goes through the current detention pond. To go under the detention pond with pipe, additional costs would be incurred which are greater than the estimate provided.

Commissioner Magnuson would like to see a greater cost share from NDDOT as was originally considered in a previous version of the project as it addresses the Hanna Avenue issues as well.

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

Approve Resolution No. 2151, A Resolution calling for a public hearing on an issue of Revenue Bonds by the Duluth Economic Development Authority on behalf of Essentia Health and its affiliates

City Attorney Schoenack presented Resolution No. 2151, federal law requires fourteen days notice for the public hearing. The City is being asked to hold a public hearing for Duluth Economic Development Authority to issue refund bonds on behalf of Essentia Health.

Commissioner Erickson moved to approve Resolution No. 2151, seconded by Commissioner Bishop. The motion passed unanimously.

Adjourn

Meeting adjourned at 7:07 AM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

08/07/2018 City Commission Minutes

Valley City Commission Proceedings
August 7, 2018
5:00 PM Meeting, City Hall

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 Schoenack, Assessor Hansen, Public Works Accountant/Manager Jacobson, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from July 17, 2018 meeting and July 23, 24, 30 and August 1 meetings, seconded by Commissioner Erickson. The motion passed unanimously.

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 $2,351,602.21
  3. Approve Bingo and/or Raffle Permits for Barnes County Ducks Unlimited, Barnes County Senior Citizens Council, Inc., Valley City USBC Association
  4. Approve Block off the Street Request for VCSU on September 6, 2018 from 5:30 pm to 9:00 pm on Central Avenue from 2nd Street N to 5th Street N
  5. Approve Block off the Street Request for VCSU on August 17, 2018 from 3:30 pm to 7:30 pm on 2nd Avenue SW
  6. Approve Block off the Street Request for VCSU on August 29, 2018 from 9:00 pm to Midnight on 2nd Avenue SW
  7. Approve Parade Application for VCSU Homecoming on October 13, 2018 on Central Avenue

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

Public Comments

Gary McCollugh spoke regarding the North Central project [Paving Improvement District No. 109] and the work done to correct the issues. He stated C court looks nice and the corrections for water flow are working.

Ordinance

Approve second and final reading of Ordinance No. 1035, an Ordinance Amending & Re-enacting Title 18, Parks

City Attorney Schoenack stated this is the second reading of Title 18, Parks. This is part of the recodification project. Commissioner Bishop moved to approve Ordinance No. 1036, seconded by Commissioner Powell. The motion passed unanimously.

Approve second and final reading of Ordinance No. 1036, an Ordinance Creating a Perpetual
Restrictive Covenant for Structures to be Removed in Accordance with State Water Commission

City Attorney Schoenack reviewed Ordinance No. 1036 which requires the City to restrict land use in conformance with State Water Commission. Commissioner Magnuson moved to approve Ordinance No. 1036, seconded by Commissioner Erickson. City Auditor Richter clarified this is part of Permanent Flood Protection project to ensure future land use is in accordance with State Water Commission guidelines. The motion passed unanimously.

Approve first reading of Ordinance No. 1037, an Ordinance Amending & Re-enacting Title 3, Health & Sanitation

City Attorney Schoenack reviewed Title 3. NDCC requires the city to have an ordinance to create health board. Commissioner Erickson moved to approve Ordinance No. 1037, seconded by Commissioner Bishop. The motion passed unanimously.

Approve first reading of Ordinance No. 1034, an Ordinance Amending & Re-enacting Title 6, Police Department

City Attorney Schoenack reviewed changes to Title 6 which include areas of clarifying language and some substantive changes which include allowing the Police Chief to hire candidate who is at least 18, but not yet 21 years of age; fees will be included in the Master Fee Schedule.

Commissioner Bishop inquired how can police officer who is 18 can go into a bar. City Attorney Schoenack stated that NDCC provides access to bar for law enforcement officer (less than 21). Police Chief Hatcher stated that the ND POST sets the age requirement of 18 years or older.

Commissioner Bishop moved to approve Ordinance No. 1034, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve first reading of Ordinance No. 1038, an Ordinance Amending & Re-enacting Title 19, Disasters & Emergencies

City Attorney Schoenack presented Ordinance No. 1038. This ordinance allows the City to declare a disaster or emergency with powers of commissioners articulated. Schoenack consulted with Police Chief Hatcher, Fire Chief Retterath and City Administrator Schelkoph. The committee added 19-01-03-1, when an emergency is declared, city staff are to follow protocols. Commissioner Powell moved to approve Ordinance No. 1038, seconded by Commissioner Erickson. The motion passed unanimously.

Resolution

Approve Resolution No. 2150, a resolution to approve the replat of Block 2 Beyer Industrial Acres
City Attorney Schoenack reported Planning & Zoning Commission held a public hearing and provided a do pass recommendation. Commissioner Erickson moved to approve the replat of Block 2 Beyer Industrial Acres, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Consider Conditional Use Permit duly submitted by Tom Morehouse of Star Enterprise/Strata on Lot 8 and 9 of South Valley Addition

City Attorney Schoenack stated application was received on July 9 for a conditional use permit by Tom Morehouse of Star Enterprise/Strata. A public hearing was held on July 30. Planning & Zoning recommends a do pass recommendation with the following conditions: install and maintain construction fence surround gravel pile; follow best practices for dust control; use south road for all hauling of gravel; use best practice to reduce height of pile; follow best practices for weed and grass control for a period from August 7, 2018 and ending December 31, 2019.

City Attorney Schoenack stated the burden is on the property owner to request another conditional use permit. A conditional use permit requires a public hearing.

City Administrator Schelkoph stated Planning & Zoning discussed a potential meeting in November 2019 to revisit this conditional use permit.

President Carlsrud inquired if meeting required to be needs to be included in the permit. Schoenack stated no.

Commissioner Erickson moved to approve the Conditional Use Permit, seconded by Commissioner Powell.

Commissioner Magnuson asked if the party was in violation without a Conditional Use Permit and if there would be any fines or repercussions if found in violation. Magnuson stated the burden goes back to City Commission for allowing this to happen.

City Attorney Schoenack stated Morehouse was in violation of zoning ordinance and city worked with him. Schoenack stated there are separate issues: sanctions, Conditional Use Permit issuance. Planning and Zoning Commission did not provide recommendations for sanctions.

President Carlsrud stated the neighborhood and business were agreeable to terms of Conditional Use Permit.

The motion passed unanimously.

Consider NDDOT Urban Grant program award in amount of $1,643,000, for Streetscape & Lighting Project Phase II (Main Street, Central Avenue S, City Park)

City Administrator Schelkoph stated this is separate project from Phase I. Phase II is located on Central Avenue South, Main Street, City Park. There will be no sidewalk widening or bumpouts installed. This is an opportunity to upgrade lighting and streetlights, and mill and overlay with grant money. This project will include a RFP for engineering firm through NDDOT. The city cost share is $500,000. Schelkoph recommends funding sources to include: $250,000 from Electrical Fund for street light replacements; $20,000 for lighting in City Park through special assessments to VCPR; $20,000 for mill & overlay on Central Avenue South through special assessments; $60,000 from the 2016 sale of 60 feet of Rosebud parking lot; $150,000 from the R&R fund.

Phase II construction will occur in 2020 with an 80/20 cost share through NDDOT.

City Auditor Richter reported Fund 290 R&R fund can accommodate $150,000 in 2020.

President Carlsrud inquired if most of cost is for lighting and traffic signals. Schelkoph confirmed and stated a small portion is for a mill and overlay. Petersen stated stamp concrete can be considered when budgets are prepared.

Commissioner Magnuson asked if engineering costs are included. Petersen confirmed.

Petersen stated NDDOT is taking lead with to secure engineering at beginning through a RFP. Construction engineering will be obtained via RFP at later date.

Commissioner Magnuson stated the vision has stayed the same over the years; Magnuson asked that the costs are in order.

Commissioner Powell moved to accept the NDDOT Urban Road Grant in the amount of $1,643,000, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider 2 Year Contract with Valley City-Barnes County Development Corporation

Jennifer Feist stated the main contract is in place until 2029, but requires the review of the contract every two years. The amended contract will include workforce development. Commissioner Magnuson moved to approve the two year contract with Valley City-Barnes County Development Corporation, seconded by Commissioner Bishop. The motion passed unanimously.

Consider Request for Funds in the amount of $25,000 for Workforce Development by Valley City- Barnes County Development Corporation

Jennifer Feist stated the Development Corporation is requesting $25,000 from the economic development fund to develop capacity of Sheyenne Valley Area Career & Technical Center for workforce development. This will provide for updated welding equipment and facilities at SVACTC as well as trainer. Commissioner Powell moved to approve $25,000 for Workforce Development by Valley City-Barnes County Development Corporation, seconded by Commissioner Bishop. The motion passed unanimously.

Consider Increasing Contract Maximum for Construction Engineering for Paving Improvement District No. 113 by $16,950.00

Chad Petersen from KLJ requested increasing the contract maximum for construction engineering to cover the additional costs for Paving Improvement District No. 113. Post bid, property owners requested additional concrete work. The request increases construction engineering costs to 17.66%. In coordination with City Staff, new language is included in the notices to property owners which requires them to request addition concrete work prior to bid to help prevent this situation in the future.

City Administrator Schelkoph stated funding is available to cover this expense. City Auditor Richter was able to accommodate this as it was communicated with the City prior to special assessment hearing.

City Auditor Richter stated when preparing for special assessment hearing, Chad Petersen from KLJ provided estimate but the expense has not been expensed out. Commissioner Magnuson moved to approve increasing the contract maximum for construction engineering for Paving Improvement  District No. 113 by $16,950, seconded by President Carlsrud.

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

Consider Increasing Contract Maximum for Construction Engineering for 2017 Parking Lot Improvement District by $15,500

Chad Petersen from KLJ stated that multiple planning meetings were held for the 2017 Parking Lot Improvement District. The request is for an additional $15,500 for construction engineering.

City Administrator Schelkoph provided a No recommendation to Commission as the City was not notified of overage to be able to include this in the special assessment process and property owners were not able to carry this cost through special assessments.

Petersen acknowledged that the overage was not clearly communicated in timely manner. Petersen stated expenses were actually incurred. Petersen asked the Commission to consider reducing the request to an amount palatable and that could be covered by the R&R fund.

Commissioner Bishop moved to approve increasing the contract maximum for construction engineering for 2017 Parking Lot Improvement District, seconded by Commissioner Magnuson.

Roll call vote: Magnuson – nay; Erickson – nay; Powell – nay; Bishop – nay; Carlrud – nay. Motion failed unanimously.

Consider “Notice to Award” to Swanberg Construction for the Ultra Filtration Project at the Water Treatment Plant

City Administrator Schelkoph stated North Dakota Century Code stipulates that projects over $150,000 require public notice of bids. Swanberg Construction provided a bid of $149,597 including the electrical work. AE2S sought a second bid, which came in at $179,696. AE2S and City Administrator Schelkoph recommend Swanberg Construction receive the contract with work to begin October 1 and end December 7, 2018.

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

Consider “Notice to Proceed” to Swanberg Construction for the Water Treatment Plant Ultra Filtration Project

Commissioner Erickson moved to approve the “Notice to Proceed,” seconded by Commissioner Bishop. The motion passed unanimously.

Approve purchase of trench box in the amount of $12,435.00 from RDO Equipment Co. for Street & Water/Wastewater  & Electrical Departments

City Administrator Schelkoph stated to open a trench wide enough for 45 degree walls, the entire street would need to be opened. Therefore, Schelkoph recommends the purchase of a trench box. Commissioner Powell moved to approve the purchase of a trench box, seconded by Commissioner Erickson. The motion passed unanimously.

Consider interest rate for 2017 & 2018 Special Assessment Projects that will be financed with 2018 refunding bond issuance

City Auditor Richter reports the City is expected to receive an interest rate of 3.5% to 4% for the bonds. Richter recommends setting the interest rate at 4.5% for the 2017 & 2018 Special Assessment Projects that will be financed with 2018 refunding bond issuance. Richter recommended setting the interest rate at 3.5% for the 2018 sidewalks which are funded internally.

Commissioner Bishop moved to approve the interest rate for 2017 & 2018 Special Assessment Projects and the 2018 sidewalks as presented, seconded by Commissioner Magnuson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported the next Bridge City Cruise night will occur in front of Sheyenne Care Center. The State Water Commission held a regional meeting in Valley City on July 25. Schelkoph reminded the public that tree branches 4” or less in diameter can be picked up by VCPW. The next and final date is the last Thursday and Friday of September. To schedule, call VCPW. Schelkoph reminded the public that garbage is limited to two 32 gallon canisters.

City Updates & Commission Reports

Assessor Hansen stated she will be attending the ND Assessors Conference and the State Equalization Meeting.
Commissioner Bishop thanked police officers for their work.
Commissioner Powell thanked the Fire Department and Police Department for their involvement in the Valley City Parks & Rec community days.
President Carlsrud thanked City Staff for their work.

Adjourn

The meeting was adjourned at 6:39 PM.

Attested to by:

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

07/30/2018 & 08/01/2018 Special Commission Budget Meeting Minutes

Valley City Special Commission Budget Proceedings
Monday, July 30, 2018
7:00 AM Meeting, City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher, Fire Chief Retterath

New Business

Continue discussing first draft of 2019 Budget

The commissioners listened to the following requests made by VC organizations:

Theresa Will, Executive Director for City County Health requested the city increase the support to CCH by 5% from $25,515 in 2018 to $26,791for the 2019 budget.

Amy Pederson, Recreation Manager and Ashley Martinson, Office Manager with the VC Park District requested $20,000 continued support to help with the operational costs of the Recreation Center.

Jennifer Feist, Director of Development for VCBC Development Corporation requested approval of $32,000 from Fund 240 for administrative services. That is an increase of $2,000 from last year.

Kaye Vinje, Executive Director of the Valley City Area Chamber of Commerce Board requested approval of $12,000, the same as in 2018.

Bobby Koepplin, Visitor’s Committee Chair requested approval of the Convention and Visitors Bureau (CVB) budget of $82,000. Occupancy Tax revenue is the source for CVB funding and the amounts disbursed is dependent on its tax revenue.

Bobby Koepplin, Visitor’s Committee Chair requested a $500 increase for the Beautification Committee to $4,500. The revenue source for the committee is from city sales tax dedicated to Retail Image Enhancement Fund 242. Commission approved using Retail Image Enhance funds for the committee on 04/15/14.

Chris Redfearn, Chair for the VCSU Department of Music represented the VCSU Community School of the Arts requested $1,500 for Valley Voices, same as in prior years.

Richter reported that the Valley City Troubadours requested $1,500 for 2019 which is the same amount as requested for the last 20 plus years.

Richter also reported that Community Services again didn’t need to request funding for 2019.

Fire Chief Retterath presented his department’s 2019 budget. He will be retiring at 2018 year-end and will be working on a new hire to replace him in the fall of 2018. Included in his budget is a part-time position for 1000 hours to continue as Preplanning Facilitator. Firefighters compensation increased by 2.3% (COLA). The other operational expenses for the fire department didn’t have significant changes for 2019.

The back entry to the fire hall needs to be replaced, so Fire Chief budgeted $5,900 in Fund 225 for that update. Also in Fund 225 is a $30,000 line item to go towards the addition to the Fire Hall. The addition is basically for the Rescue team and its equipment. The calls are for these services are typically outside of the city. The cost for the addition is estimated at $440,000. The City will be asking the County to contribute at least 80% of the cost. The City budgeted $30,000 for 2018, now in 2019 and again in 2020.

In the Renew and Replacement Fund 230 for the fire department, Gary is requesting $75,000 budgeted to go towards the replacement of the pumper truck with the plan to purchase one in 2022. Also in his equipment replacement fund is $18,000 for new pagers. The Fire Chief will submit a Homeland Security Grant application for 95% reimbursement. The last application was denied so he is hoping for success with the next application.

The Commission directed the Finance Director to increase the transfer from Electric Fund 601 to the General Fund by $100,000. The City is still well below the 20% of Public Works revenues available for transfer to the general fund for property tax relief. As for the 2019 Employer’s contribution to the HSA, it was recommended by Commissioner Erickson to keep it at the same as in 2018 with the employee required to match $420 for a family policy, $340 match for a single with dependent policy and $300 match for a single policy.

At 8:45 AM Meeting recessed until Wednesday, August 1st at 7:00 AM

Valley City Special Commission Budget Proceedings Reconvened
Wednesday, August 1, 2019
7:00 AM City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher, Fire Chief Retterath

Continue discussing first draft of 2019 Budget

As directed during the July 30 budget meeting Richter increased the Electric Municipal Utility Transfer to the general fund by $100,000 from $900,000 to $1,000,000.

To maintain 30% cash reserves for 2019 appropriations, Richter increased it by $28,814, from $890,000 to $918,814.

Richter also added a 2018 transfer into the general fund for $494.30 for the purpose to close-out Fund 309 which is the retired 2005 General Obligation Bond Debt Service Fund used for financing the reconstruction of the Rainbow Arch Bridge.

After a comparison of the Commissioners salaries to salaries in Devils Lake and Jamestown, the city’s salaries for our governing body lags a bit from the other cities. Keeping in mind of the vast amount of permanent flood protection construction projects and infrastructure construction project that the Commissioners deal with on a regular basis and will need to continue to for the years to come, a salary equivalent to these other two communities is reasonable. After a lengthy discussion the salary for the governing body was increased in total by $7,175 for the five elected officials. The recommendation for the 2019 salary for the Commission President is $14,250 and for each of the four Commissioners an annual salary of $9,500.

The result of the above changes is a decrease to the first draft of the preliminary budget from 82.7 mills to 78.74 mills which is 3.96 mills. It’s a decrease of 1.13 mills from the 2018 budget. Residential and Commercial properties that didn’t have any change in their valuation will see a slight decrease in city’s property taxes from the prior year.

President Carlsrud asked the Commission and staff, if anyone had other items regarding the 2019 budget that they’d like to bring up for discussion. In hearing none, the Commissioners were ready to vote on the next two agenda items.

Approve proposed 2019 Salaries for the City of Valley City

Commissioner Bishop made a motion to approve the 2019 Salaries as presented and as updated during the Budget meetings. Commissioner Powell seconded the motion.

In discussion City Administrator reminded the Commission that this motion includes all departments within the city, more specifically the departments included in this budget and the Public Works departments. Public Works will be preparing their budgets later this fall. The 2019 salary schedule has a 2.3% COLA and a step increase for staff and increased Governing Body as recommended during that discussion. Motion passed unanimously.

Approve 2019 Preliminary Budget

Commissioner Powell moved to approve the 2019 Preliminary budget with the changes that were made as directed during the budget meetings by the Commission. Commissioner Magnuson seconded the motion. Motion passed unanimously.

Motion adjourned at 7:50 AM

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City

07/24/2018 Special Commission Budget Meeting Minutes

Valley City Special Commission Proceedings
Tuesday, July 24, 2018
7:00 AM Meeting, City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Assessor Hansen, Building/Fire Inspector Andersen, Police Chief Hatcher, Chad Petersen from KLJ.

New Business

Consider committee recommendation to hire KLJ for construction engineering on 3rd Avenue SE reconstruction project (UGP-SU-2-990(059)059 PCN 21846).

Commissioner Powell moved to approve hiring KLJ for construction engineering on 3rd Avenue SE reconstruction, seconded by Commissioner Magnuson.

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

Continue discussing first draft of 2019 Budget

Building Official/Fire Inspector Andersen presented his 2019 budget requests with no major changes from 2018. Clerk of Court, Chris Westerhausen then presented the Municipal Courts 2019 budget. Both were received with no changes from the commissioners.

The commissioners listened to the following requests made by VC organizations:

Sheryl Solberg for the Sheyenne Valley Friends of Animals requested the same support as in 2018 which is $1,000 plus and revenue for dog license net of the cost of the veterinary bills incurred by the city to impound stray cats and dogs.

Hilde van Gijssel, treasurer for Bridges Art Council requested financial support of $1,000 which is the same as in 2018.

Wes Anderson, Curator of the Barnes County Historical Society requested $4,000 to help support the Museum. The request remained the same as was in 2018.

Hilde van Gijssel, board member of the Public Library requested 8.2 mills for the 2019 budget. The reason for the request is to keep the amount levied for the library above 8 mill. If the amount levied drops below 8 mills, the Library would be negatively impacted by the amount the Library would receive from the State Library Grant. Political subdivisions that levy 8 or more mills for the Library receives 150% of State’s grant allocation. The Commissioners directed Richter to keep the mill levy the same as presented in the draft budget at 8.10 mills.

Police Chief Hatcher presented his department and capital budget to the Commissioners

General operations remains relatively the same as in 2018. Requesting a new position for a Community Support Officer or a code enforcer. The duties would include parking enforcement duties, animal control duties, patrolling parking lots and enforcement of unlicensed vehicles parked on private property, and also be the records manager backup to fill during the absence of the records manager. Currently, the Police Chief or a Police officer/sergeant fills in during the absence. Also looking for a $20,000 right hand drive jeep that would be used by that person.

Also under the capital purchases looking to replace the 2013 Tahoe, three laptop computers for the vehicles and two portable radios.

Requesting $10,000 for two of industrial dehumidifier to place in the basement and to also get a professional evaluation of the basement in the law enforcement center. Places in the basement wall are leaking during heavy rains and at times during the spring. The area is smelly from the humidity and there is concerns of mold and safe air quality. After the evaluation, determine what is needed to improve the air quality in the building.

Meeting adjourned at 8:50 AM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Avis Richter, City Auditor
City of Valley City