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.

11/5/2019 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, Lieutenant Rustebakke, Chad Petersen from KLJ.

No Shave November Proclamation

President Carlsrud read the No Shave November proclamation for the Valley City Public Schools Access for All program fundraiser. Josh Johnson explained how the Access for All program provides behavioral health support for student and invited the public to participate in the fundraiser.

Approval of Agenda – Addition of Consent D, N2.b, N5

Approval of Minutes

Commissioner Powell moved to approve the minutes from October 15, 2019 meetings, seconded by Commissioner Erickson. Motion carried.

Approval of Consent Agenda

  1. Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
  2. Approve Monthly Bills for the City and Public Works in the Amount of $1,820,003.44
  3. Approve Raffle Permit for Art Club Valley City High School, CHI Health at Home, ND Hereford Association, SHINE
  4. Approve Raffle Permit for District 24 Republicans

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

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2223, a Resolution Placing City Sales, Use and Gross Receipts Tax Advisory Vote on Ballot of Municipal Election to be held June 9, 2020

Commissioner Bishop moved to approve Resolution No. 2223, seconded by Commissioner Powell.

City Administrator Schelkoph reviewed the project to date and stated at this time, he expects Permanent Flood Protection construction to continue for another 10 years. Schelkoph recommended extension of the tax by 15 years so that a longer period for the loan can be secured, the loan requires a matching revenue source. Commissioner Powell inquired what happens if the loan is paid off early, City Attorney Martineck stated it could be rescinded if the bonds are paid off prior.

The motion passed unanimously.

New Business

Approve 2020 Board Calendar

City Auditor Richter reviewed the 2020 Board Calendar. Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. President Carlsrud recommended moving the Planning & Zoning Commission meeting to November 4 from November 18. Commissioner Magnuson amended his motion to approve the calendar with the recommended change, seconded by Commissioner Bishop. The motion passed unanimously.

Approve NDDOT program documents

  • Annual Maintenance Certification for urban federal aid projects
  • NDDOT Cost Participation, Construction & Maintenance Agreement for SU-2-990(059), Paving Improvement District No. 118 (5th Avenue NW)

Chad Petersen from KLJ reviewed the annual maintenance certificate and reminded the Commission of the City’s obligation to maintain roads on the urban road system as stipulated. Petersen stated that with document b, the City is agreeing to these terms for the 5th Avenue NW project.

Commissioner Bishop moved to approve the NDDOT program documents, seconded by Commissioner Powell. The motion passed unanimously.

Consider Amendment [for KLJ to] Prepare the SRF Facility Plan for Paving Improvement District No. 119 & 119B (7th Avenue NW & 2nd Avenue NE), in an amount not to exceed $8,500

Chad Petersen from KLJ reviewed SRF Facility Plan requirements. The loan program allows the City to obtain financing at 2% through the State Revolving Fund program versus the private market at 3.5% to 4% which is a cost savings of $350,000 to $400,000 for a 20 year loan. Commissioner Bishop moved to approve the amendment, seconded by Commissioner Powell. The motion passed unanimously.

Approve Special Alcohol Event Permit for Fraternal Order of Eagles Aerie 2192 at North Dakota Winter Show for Cattleman’s Auction on December 6, 2019

Commissioner Magnuson moved to approve the special alcohol event permit, seconded by Commissioner Erickson. The motion passed unanimously.

Approve recommendation to end Flood Emergency Declaration

City Administrator Schelkoph provided background on the flood event stating that this is the first time the  City has reached 15’ since 2011. Viking Bridge was closed. Schelkoph thanked City crews for their work to protect the City to 16’ river levels. Schelkoph recommended ending the Flood Emergency Declaration since the river is 12’ or below and the lake is at/near pool elevation. Commissioner Powell moved to approve, seconded by Commissioner Erickson. The motion passed unanimously.

 City Administrator’s Report

City Administrator Schelkoph reminded citizens that Valley City Public Works is delivering 2 LED bulbs and a reusable tote to customers.

City Updates & Commission Reports

City Auditor Richter stated the City is filing a preliminary damage report with Barnes County Emergency Manager Sue Lloyd. The City will need to wait to see if Barnes County is included in the federal declaration. Richter stated a Complete Count Task Force has been established to raise awareness for the 2020 Census.

Building Inspector Andersen reminded the public that Veterans Day is coming up. Please support veterans.

Commissioner Erickson thanked City crews for work during flood protection.

Commissioner Bishop thanked VCFD & VCPD for their efforts.

President Carlsrud encouraged support of Access for All program. Carlsrud stated the City enjoys some of the best residential rates in the state due to public power. Calrsurd encouraged participation in the 2020 Census.

Adjourn

Meeting was adjourned at 5:37 P.M.

10/15/2019 City Commission Minutes

Valley City Commission Proceedings

Tuesday, October 15, 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 Attorney Martineck, City Auditor Richter, City Assessor Hansen, Building Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Agenda – Addition of Consent #2

Approval of Minutes

Commissioner Powell moved to approve minutes from October 1, 2019 meeting, seconded by Commissioner Bishop. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for Sheyenne Valley Friends of Animals
  2. Approve Raffle Permit for Puklich Chevrolet Buick GMC

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

Public Hearing

Final Public Hearing for Community Development Block Grant for After School Latch Key Program dba TL Childcare

President Carlsrud declared the public hearing open. There were no comments. Commissioner Bishop moved to close the hearing, seconded by Commissioner Magnuson. The motion passed unanimously.

Ordinance

Approve Second and Final Reading of Ordinance No. 1051, an Ordinance to Adopt the Valley City Municipal Code and Repeal all Ordinances Previously Adopted with Certain Exceptions

City Attorney Martineck stated the intent is to repeal Ordinances adopted prior to May 1, 2014 with certain exceptions prescribed in the Ordinance. The second reading includes language to keep Floodplain Ordinance. Commissioner Bishop moved to approve Ordinance No. 1051, seconded by Commissioner Powell. The motion passed unanimously.

New Business

Receive 2019 Tree Report from City ForesterWillis Wagar presented the 2019 Tree Report. There were 96 trees with Dutch Elm – 75% have been removed. Twenty-three (23) trees were marked for other issues. City Administrator Schelkoph & President Carlsrud thanked Mr. Wagar for his four years of service as the city forester.

Approve Appointment of 2020 City Forester and 2020 Contract in the amount of $7,400

City Administrator Schelkoph introduced Bob Anderson to the City Commission as the next city forester and recommended approval of the contract. Commissioner Magnuson moved to approve the appointment and contract for Bob Anderson as City Forester, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Property Tax Exemption for Improvements to 1337 6th Ave NE

City Assessor Hansen recommends approval of the application. Commissioner Powell moved to approve the property tax exemption, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider paying for elevator repairs at Elks Building

City Administrator Schelkoph reported May 15th, the pump station for Permanent Flood Protection Phase II Pump Station on Main Street, the sluice gate was closed. During a large rain event, the pumps stopped working, and the streets flooded and then the Elks Building. The pumps are not made for summer time rains, so the gate needs to be left open. On August 5, maintenance work was going on. Again, the Elks Building flooded. Other rain events occurred during the summer, with no issues at the Elks Building. The gate valve needs to remain open. NDIRF is reviewing the case. The elevator system has needed significant repairs. City Administrator Schelkoph requested approval of $90,991 for elevator repairs at the Elks Building with the final cost share to be determined and may include the City, KLJ and Reiner Contracting.

Schelkoph reported cut outs have been added near the City Park footbridge that should help the street drain by the Elks Building.

Commissioner Bishop asked to recuse himself. Commissioner Magnuson moved to have Commissioner Bishop recuse himself, seconded by Commissioner Powell. Motion carried.

Commissioner Magnuson moved to approve paying for elevator repairs at the Elks Building in the amount of $90,991; seconded by Commissioner Powell. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported at 11:00 AM, the City Commission declared a flood emergency. The City is preparing for 16’ flood. The City is setting up pumps and flood protection for low areas. The City will prepare to have freeboard at 17.5 to 18’. The City is asking for the State to help with clay levies, with 3’ expected in areas. By Thursday, 3500 cfs output is expected at the dam. If citizens observe any issues, they can call 845-0380.

City Updates & Commission Reports

Building Inspector Dave Andersen asked public to stay away from the river. Thanked Mr. Wagar for his work.

Fire Chief Magnuson reported a good turnout for VCFD Open House. Magnuson also asked people to please keep kids and pets away from river.

Police Chief Hatcher asked for support at blood drive.

Chad Petersen from KLJ stated streetlights have been installed for Streetscape. Traffic signals are blinking red for the next week. If temperatures warm up to 45 degrees, will paint roadway markings.

KLJ is addressing flood event issues at Bettins Lift Station and Master Lift Station as construction is ongoing.

Commissioner Erickson thanked street crew for work in snow event.

Commissioner Powell echoed comment support.

President Carlsrud asked citizens to watch out for city crews preparing for flood. A ribbon cutting will be held on October 23 for the Streetscape project. Employee and commission training has been occurring.

Adjourn

Meeting was adjourned at 5:33 PM.

Dave Carlsrud, President of the
City of Valley City Commission

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

10/15/2019 Special City Commission Minutes

Special Valley City Commission Proceedings

Tuesday, October 15, 2019

President Carlsrud called the meeting to order at 11:00 AM.

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

Members absent: Commissioner Powell.

Others present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, Chad Petersen from KLJ, Police Chief Hatcher, Barnes County Emergency Manager Sue Lloyd, Barnes County Highway Department Representative Dennis Mortiz, Deputy Auditor Klein.

RESOLUTION

Approve Resolution No. 2221, a Resolution Declaring Flood Emergency

City Administrator Schelkoph read the following report:

We are here today asking the Commission to declare a flood emergency and ask the county and state to do the same. I have been emailing you about the potential river flows from the lake and the runoff from last week’s snowfall. The Army Corps of Engineers (ACOE) has give us a new projection of river flows after they had conducted an evaluation of the snow pack located in the upper Sheyenne River watershed. This morning at 8:30 and again at 10:00, Scott Tichy (ACE) gave me a call and informed/confirmed to the city that we should plan on protecting to a 16 foot flood level. Scott said that the projections of input into the lake could be as high as 9000 cfs. They will do their best at keeping the flow around 3500 cfs but this is not a guarantee. 3500 cfs is around 15 feet flood stage. This of course does not include the runoff from the city to the dam. If all falls apart the flows from the dam could reach 4100 cfs. This is a 16 foot flood level without any input from runoff between us and the dam.

Jeff and his crews, with the help from Marshall and his, are putting up pumping stations around town. As of this writing we have enough pumps to keep the city dry but there are areas along the city’s temporary flood protection that will need additional clay to protect to a 16 foot flood stage. To that end we will be asking for help from FEMA when all the appropriate paperwork is filed by the county and state. Right now given the projected numbers the city does not need any sandbags at this time.

City Administrator Schelkoph reported the City will bring lower areas along the river that are 16.5’ to 18 – 18.5’ with clay. Schelkoph will ask the county to declare an emergency; the state will also need to declare an emergency.

Chad Petersen from KLJ reported the Elks footbridge is at 17.7’ and Viking Drive closes at 17.2’. VCSU may have parking lots close. Schelkoph expects Viking Drive bridge to close within two to three days to maintain a two foot freeboard. Floodwalls go in between the 17-18’ range. Commissioner Magnuson asked the City to be proactive on these issues.

Schelkoph stated the ACOE and FEMA typically take care of clay and contractors.

Commissioner Magnuson moved to approve Resolution No. 2221, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Resolution No. 2222, a Resolution Requesting Emergency Flood Assistance

City Administrator Schelkoph recommends since the City will be moving clay and installing floodwalls that state assistance is requested.

Commissioner Bishop moved to approve Resolution No. 2222, seconded by Commissioner Magnuson. The motion passed unanimously.

Barnes County Emergency Manager Lloyd will ask the County Commission to ask for emergency declaration. Barnes County Highway Representative Moritz is watching river levels for possible bridge closures south of Valley City.

Adjourn

Meeting was adjourned at 11:12 AM.

Dave Carlsrud, President of the
City of Valley City Commission

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

10/01/2019 City Commission Minutes

Valley City Commission Proceedings

October 1, 2019 5:00 PM

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, City Assessor Hansen, Public Works Accountant Jacobson, Fire Chief Magnuson, Lieutenant Rustebakke, Chad Petersen from KLJ.

Approval of Agenda

There were no changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the September 17 and September 23, 2019 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 $1,859,455.08
  3. Approve Raffle Permit for St. Catherine School
  4. Approve Block off Street Request by Connect Church for Trunk-or-Treat on October 31, 2019 from 4:00 PM to 8:00 PM on Central Avenue S from 3rd Street to 4th Street

Commissioner Bishop 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 for the Issuance of Class B On-Sale and Off-sale Beer License & Class C On-Sale and off-sale Liquor License to Jeremy Tjon dba The Club House

President Carlsrud declared public hearing open. City Auditor Richter stated the application was received and fee was paid. The American Legion already has a license and the club license would be need to be turned in. City Attorney Martineck stated since this is going from one type of license to another type of license, no transfer form was needed and asked for clarification on the transfer date.

Judy Bennefeld spoke on behalf of the American Legion. Bennefeld reported the members voted to sell the building on September 18, 2019 and the contract for deed will be completed soon. The American Legion will use space within the building.

City Attorney Martineck recommended that the new license be issued when the contract for deed is finalized and the City sees it. Bennefeld agreed to bring document to Attorney.

Martineck stated when the new license [Class B & C]  is issued; the previous suspension [for the Class A Club license] will be cancelled.

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

Consider Issuance of Class B & C Licenses to Jeremy Tjon dba The Club House

Commissioner Erickson moved to approve the issuance of licenses contingent upon the receipt of a signed contract for deed or warranty deed, seconded by Commissioner Bishop.

Bennefeld confirmed the gaming site will be still ran by the American Legion Post.

Ordinance

Approve second and final reading of Ordinance No. 1050, the 2020 Annual Budget Ordinance

City Auditor Richter reported no changes to the budget since the first reading. Commissioner Magnuson moved to approve the second and final reading of Ordinance No. 1050, seconded by Commissioner Powell. The motion passed unanimously.

Approve first reading of Ordinance No. 1051, An ordinance to adopt the Valley City Municipal Code and repeal all ordinances previously adopted with certain exceptions

City Attorney Martineck stated the ordinance adopts the Valley City Municipal Code Titles 1-20; and repeals those adopted before May 1, 2014. This will serve as preface to the new code book. Commissioner Bishop moved to approve Ordinance No. 1051, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve Gaming Site Authorization for North Dakota Winter Show at North Dakota Winter Show Event Center on December 6, 2019 and at Valley City Eagles Aeries 2192 on December 7, 2019

City Auditor Richter reported this during the North Star Classic and consistent with previous requests. Commissioner Powell moved to approve the gaming site authorization, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Special Alcohol Event Permits for the Valley City Rotary Club Wine & Beer Tasting Social on November 21, 2019 at the Barnes County Museum for the following establishments:

  1. Valley Sales Company
    1. Liquor Locker
    1. Dakota Silver, LLC
    1. Brockopp Brewing

Commissioner Magnuson moved to approve the permits, seconded by Commissioner Powell. City Attorney Martineck stated Valley Sales Company is a wholesaler. The motion passed unanimously.

Other

President Carlsrud stated continuing education will be held for commissioners as it relates to public office and stress.

City Administrator’s Report

City Administrator Schelkoph stated October is Energy Efficiency Month. Customers will receive two light bulbs each and receive information about the Bright Energy Solutions rebate program. Schelkoph stated street lights on Central have not been able to be installed. The Commission will be considering funding sources for city’s cost share of Permanent Flood Protection as the discussed at the finance meeting.

City Updates & Commission Reports

Fire Chief Magnuson reported Fire Prevention Week begins next week and will host Open House on Sunday, October 6.

Lieutenant Rustebakke asked the public to follow winter parking rules downtown; Battle of Badges Blood Drive is October 15-16.

Chad Petersen from KLJ reported Storm sewer 50 still needs seeding and trees to be planted; there was an issue with rainfall and road flooding due to erosion control devices in place. Streetscape traffic signals to be installed next week. Permanent pavement marking starts next week. Permanent Flood Protection work continues with floodwall sheeting near Bettins and work beginning near the Master Lift Station.

Petersen stated manufacturer is looking into it [the Central Avenue streetlights]. Update requested for construction meeting tomorrow. No word on timelines/remedy yet.

President Carlsrud thanked citizens for patience during construction and thanked city employees. Attended Western Governors Association Workshop and stated in North Dakota 1 person in 20 needs to volunteer to support the community.

Adjourn

Meeting was adjourned at 5:34 pm.

Dave Carlsrud, President of the
City of Valley City Commission

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

09/23/2019 Special City Commission Minutes

Special Valley City Commission Proceedings

Monday, September 23, 2019

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

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

Members absent: Commissioner Erickson.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, Police Chief Hatcher.

New Business

Approve Special Alcohol Beverage Event Permit Application submitted by Dakota Silver at VCSU Homecoming Tailgating Event on September 28, 2019

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

Adjourn

Meeting was adjourned at 12:02 P.M.

Dave Carlsrud, President of the
City of Valley City Commission

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

09/17/2019 City Commission Minutes

Valley City Commission Proceedings

Tuesday, September 17, 2019

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

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

Members absent: Commissioner Bishop.

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

Approval of Agenda – Addition of Consent D

Approval of Minutes

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

Approval of Consent Agenda

  1. Approve Raffle Permit for Sheyenne Care Center
  2. Approve Parade Application for Valley City State University Homecoming on September 28, 2019 on Central Avenue at 10:30 AM
  3. Approve Block off Street Request on 4th Street NE for City-County Health District on October 1, 2019 from 4:00 – 7:00 PM for the Welcome to the Block Party
  4. Approve Raffle Permit for Valley City Fastpitch

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

Public Comments

Madeline Luke provided comments to the City Commission regarding 2020 budget including salaries, bond rating, and public works expenditures and reserves.

Public Hearing

Public Hearing for 2020 Annual Budget
President Carlsrud declared the public hearing open. Bob Werkhoven inquired if the increase in salaries are based on performance evaluations. Commissioner Magnuson stated based on step increases and COLA increase. Werkhoven commented on potential issues if a city attorney also has private practice. Commissioner Magnuson moved to close the hearing, seconded by Commissioner Erickson. Commissioner Powell recommended the City consider merit based pay. Motion carried to close hearing.

Approve first reading of Ordinance No. 1050, the 2020 Annual Budget Ordinance

Commissioner Magnuson moved to approve first reading of Ordinance No. 1050, seconded by Commissioner Erickson.

Commissioner Powell stated projects are done within budget. Commissioner Magnuson without increasing electrical rates and without increased mill levies, the utility funds are able to support general government including the street department which is funded by the general government funds. City Auditor Richter clarified the cash reserves are at 48%. Richter explained the Moody’s negative cash outlook due to the accounts receivable from the State Water Commission. Richter now seeks payment prior to year-end. Richter stated the City’s goal is for the cash reserves at least 30%.

The motion passed unanimously.

Ordinance

Approve second and final reading of Ordinance No. 1049, an Ordinance Amending Title 14, Motor Vehicles & Traffic

City Attorney Martineck stated there were no changes from the first reading and based on the new ordinance, vehicles on the street will need to move more than 50’ in 72 hours.

Commissioner Powell moved to approve the second and final reading of Ordinance No. 1049, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Consider recommendation to begin Renewal Application for Valley City Renaissance Zone

Jim Knutson, Chair of the Renaissance Zone Authority Board, reviewed the program. Started in 2000, 119 projects have been approved with $36 million value; $17 million has been completed and is on the tax rolls which generates $240,000 in tax revenue/year.  Knutson asked if the Commission would like the Renaissance Zone Authority Board to put in the time and effort to begin renewal efforts. Commissioner Magnuson moved to approve beginning the renewal application for the Valley City Renaissance Zone, seconded by Commissioner Erickson. The motion passed unanimously.

Consider construction extension for Brockopp Brewing, LLC pursuant to V.C.M.C. 4-01-11(1.b.iii)

City Attorney Martineck recommended 6 month construction extension for Brockopp Brewing, LLC.  Commissioner Erickson moved to approve the construction extension, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider the purchase of Christmas decorations for the new street lights on Central and Main St. for $14,000

City Administrator Schelkoph stated the existing decorations will not fit on the new light poles. The wreath has been vetted by the Downtown Streetscape Committee and Electrical Superintendent Senf. Schelkoph asked for Commission to continue the purchase of 42 wreaths.

Commissioner Erickson inquired why the old lights can’t be used. City Administrator Schelkoph stated the purchase of the new decorations was not included in the budget for 2019. This cost will be covered from the building site project line item. The building project was delayed as it was over budget. Schelkoph stated the old lights will be put in reserve for reuse later.

Commissioner Powell asked if it is possible to hold off for one year and keep the cash on hand for the building project. Commissioner Magnuson stated the money will be spent either this year or next.

Schelkoph stated typically the large décor is $500-750 each. Schelkoph stated weight of the product was a factor.

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

Consider approving Construction Engineering Agreement for Permanent Flood Protection Phase III with KLJ in an amount not to exceed $182,500

Chad Petersen from KLJ reviewed the request for construction engineering agreement for Permanent Flood Protection Phase III – Master Lift Station. City Administrator Schelkoph clarified that this is for the next phase of the project. Commissioner Magnuson moved to approve the construction engineering agreement, seconded by Commissioner Powell. Roll call: Bishop – absent; Magnuson – aye; Erickson – nay; Powell – aye; Carlsrud – aye. Motion carried.

City Administrator’s Report

City Administrator Schelkoph reminded the citizens that the 3rd and final pickup for tree branches will be on September 26-27. Streetlights are being installed on Central Avenue.

City Updates & Commission Reports

City Attorney Martineck clarified that he is a contracted employee without private practice.

Chad Petersen from KLJ stated storm sewer project has closed a portion of Wintershow Road – it should re-open this week; work continues on Central/Main intersection; work will begin on intersection of 9th Street N & Central. Traffic signals for Central Avenue are expected late September/early October.

Commissioner Powell thanked public for putting up with construction.

President Carlsrud thanked employees for work and for Jefferson Elementary parents for working with construction.

Adjourn

Meeting was adjourned at 5:46 P.M.

Dave Carlsrud, President of the
City of Valley City Commission

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

09/03/2019 City Commission Minutes

Valley City Commission Proceedings

Tuesday, September 5, 2019

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

Members Present: Commissioner Bishop, Commissioner Powell.

Members Absent: Commissioner Magnuson, Commissioner Erickson.

Others Present: City Administrator Schelkoph, City Attorney Martineck, City Auditor Richter, Deputy Auditor Klein, Police Chief Hatcher, Building Inspector Andersen, Fire Chief Magnuson, Public Works Accountant Jacobson.

Approval of Agenda- Addition of Consent E

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the August 20 & 29, 2019 meetings, 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 $2,498,500.62
  3. Approve Raffle Permit for Barnes County Historical Society
  4. Approve Block off the Street Request for VCSU on September 27, 2019 on College Street SW from 2nd Avenue SE to 2nd Avenue SW for Presidential Inauguration Concert at 8 PM
  5. Approve Parade Application for VCHS Student Council for Homecoming Parade on October 4, 2019 at 4 PM on Central Avenue N from Jefferson Elementary to Footbridge

Commissioner Powell 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. 1048, an Ordinance Amending Title 5, Animals

City Attorney Martineck reported there have been no changes since the first reading and reviewed the changes. Commissioner Bishop moved to approve the second and final reading of Ordinance No. 1048, seconded by Commissioner Powell. The motion passed unanimously.

Approve first reading of Ordinance No. 1049, an Ordinance Amending Title 14, Motor Vehicles & Traffic Specifically 14-10-49(17), Stopping, standing, or parking prohibited in specific places

City Attorney Martineck stated the parking is limited to 72 hour at a time but currently, there is no designation of how far vehicles must move. With this change, recommending 50’ of movement required. Commissioner Bishop moved to approve the first reading of Ordinance No. 1049, seconded by Commissioner Powell. The motion passed unanimously.

Resolution

Approve Final Plans, Specifications, and Estimate Of Probable Costs and Authorizing Engineer To Advertise For Bids for 5th Avenue NW – NDDOT Project No. SU-2-990(059) in the following resolutions:

  • Resolution No. 2217 for Paving Improvement District No. 118
  • Resolution No. 2218 for Storm Sewer Improvement District No. 53
  • Resolution No. 2219 for Water Main Improvement District No. 101
  • Resolution No. 2220 for Sanitary Sewer Improvement District No. 65

Chad Petersen from KLJ stated the project is NDDOT has bids due for this project on November 8, 2019. Commissioner Powell moved to approve Resolutions No. 2217, 2218, 2219, and 2220; seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Approve Amendment to Engineering Agreement for 5th Avenue NW Reconstruction in an amount not to exceed $40,000

Chad Petersen from KLJ stated the amendment to the engineering agreement due to the complexity of the project as well as ensuring NDDOT requirements are met. City Administrator Schelkoph recommended approval of the amendment. Commissioner Powell moved to approve the recommendation, seconded by Commissioner Bishop. The motion passed unanimously.

Consider the Meter Data Management contract from MRES [and software provider, UtiliSmart]

City Administrator Schelkoph stated the project began a year ago and will expand into a Meter Data Management System. This will allow the City to have easier access to the data (for example, the Electrical Department will have access to outage location information); customer access to data and utility bill online; and allows the City & customers to prepare for time of use billing that MRES is planning to implement in 2023. Schelkoph recommends that the City Commission enter into two contracts with MRES and the software provider [UtiliSmart]. Commissioner Bishop moved to approve the contracts as presented, seconded by Commissioner Powell. The motion passed unanimously.

City Administrator’s Report

There was no City Administrator’s report.

City Updates & Commission Reports

City Auditor Richter reported the City received a “clean” audit for 2018 from Eide Bailley. The first reading of the 2020 Budget Ordinance and public hearing will be on September 17.

Chad Petersen from KLJ reported Central Avenue is closed from north of Hanna Field to 12th Street with east-west traffic on a one-way. Additional work includes Main, 6th & 9th Street intersections and installion of street lights. Storm Sewer 50 includes landscaping south of Winter Show Road; boring continues on 4th Avenue SW with closure on Winter Show Road next week.

Commissioner Powell asked the public to call again if power doesn’t return during an outage.

Commissioner Bishop asked the public that with construction near Jefferson Elementary, please respect no parking signs.

President Carlsrud thanked citizens who are following guidelines at Jefferson; congratulations to team for clean audit.

Adjourn

Meeting was adjourned at 5:21 P.M.

Dave Carlsrud, President of the
City of Valley City Commission

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

08/29/2019 Special City Commission Minutes

Thursday, August 29, 2019

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

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

Members absent: Commissioner Powell.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, Fire Chief Magnuson, Police Chief Hatcher.

New Business

Approve Raffle Permit for Hi-Liner Booster Club
Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Application for Fireworks Display Permit for RES Pyro at Valley City State University on August 29, 2019
Commissioner Bishop moved to approve, seconded by Commissioner Magnuson. The motion passed unanimously.

Adjourn

Meeting was adjourned at 12:03 PM.

Dave Carlsrud, President of the
City of Valley City Commission

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