Valley City Commission Proceedings
Tuesday, November 6, 2018
5:00 PM, 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, Deputy Auditor Klein, City Attorney Schoenack, City Assessor Hansen, Public Works Accountant Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.
President Carlsrud recognized Deputy Auditor Klein for completing the NDLC Auditor’s Certification Program.
Approval of Agenda – Add Consent E, Remove R3 & R4
Approval of Minutes
Commissioner Bishop moved to approve the minutes from October 16, 18 and 22, 2018 meetings, seconded by Commissioner Erickson. The motion passed unanimously.
Approval of Consent Agenda
- Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
- Approve Monthly Bills for the City and Public Works in the Amount of $2,596,672.11
- Approve Block off the Street Request for Valley City Chamber of Commerce on November 29, 2018 after Parade of Lights Event on Central Avenue
- Approve Raffle Permit for American Fisheries Society – Student Subunit, ND Hereford Association
- Approve Raffle Permit for Art Club Valley City High School
Commissioner Magnuson moved to approve the consent agenda, seconded by Commissioner Powell. The motion passed unanimously.
Public Comments
Lloyd Nelson inquired about the people’s ability to vote on Streetscape project and requested change to the Public Comment procedure.
Gary Schlagel disagreed with Commissioner Bishop – that Streetscape is not an infrastructure project. Schlagel made an announcement about upcoming Veteran’s Day events and programs.
Ordinance
Approve second and final reading of Ordinance No. 1041, an Ordinance Repealing Title 15.1 and Reenacting Title 10, Stormwater Management
City Attorney Schoenack stated this is part of the recodification project with clerical changes with one substantive change in the seconded reading that the written report should confirm with best practices instead of a Manual.
Commissioner Bishop moved to approve Ordinance No. 1041, seconded by Commissioner Magnuson. The motion passed unanimously.
Resolution
Approve Resolution No. 2160, a Resolution Amending the Master Fee Schedule to add fee for Class G, Microbrewry
City Attorney Schoenack stated Resolution No. 2160 will add fee for Class G, Microbrewry at $500 annual fee.
Commissioner Powell moved to approve Resolution No. 2160, seconded by Commissioner Erickson. The motion passed unanimously.
Approve Resolution No. 2161, a Resolution Awarding Bids for Paving Improvement District No. 116 Central Avenue, Project UGP-SU-2-990(057)
Chad Petersen from KLJ reported bid opening conducted on October 19, 2018 by NDDOT. Project was originally bid in May 2018 at $400,000 to $500,000 over engineer’s estimate. The second bid opening had three bidders with low bid by Strata Corporation at $2,195,878.43. The project is over $260,000 engineer’s estimate. Petersen reported an increase in federal share by $210,000 with local share increase of $50,000.
Commissioner Erickson stated he would like to find a way to get it cheaper yet. President Carlsrud reported VCBC Development Corporation will reduce the local share by $35,000 & Visitors Committee will reduce the local share by $29,250.
Commissioner Magnuson asked that projects going forward have all costs presented to the Commission at the beginning of the project.
Commissioner Powell moved to approve, seconded by Commissioner Magnuson.
President Carlsrud spoke about the need to compete and provide community young people want to work in.
Lloyd Nelson asked about funding sources and recommended the Commission table the vote.
Gary Schlagel inquired about funding sources from Development Corporation & Visitors Committee. Schlagel spoke against continuing with Streetscape as presented.
George Dutton, business owner, spoke in favor of upgrading downtown.
Chad Couture, business owner, spoke in favor of project.
Roll Call: Erickson: nay; Bishop: aye; Magnuson: aye; Powell: aye; Carlsrud: aye. Motion carried.
Removed: Approve Resolution No. 2162, a resolution approving preliminary engineer’s report & directing preparation of detailed plans, specifications & estimates of probable cost for Paving Improvement District No. 118 (5th Avenue NW)
Removed: Approve Resolution No. 2163, a resolution declaring necessity of improvements in Paving Improvement District No. 118 (5th Avenue NW)
Approve Resolution No. 2164, a resolution creating Paving Improvement District No. 119 (7th Avenue NW & 4th Street NW)
Chad Petersen from KLJ spoke regarding Paving Improvement District No. 119 which is part of the NW Storm Sewer Phase I project with construction scheduled for 2019.
Commissioner Bishop moved to approve Resolution No. 2164, seconded by Commissioner Magnuson. The motion passed unanimously.
New Business
Approve appointment of Scott Magnuson as Fire Chief of Valley City Fire Department effective January 1, 2019
City Administrator Schelkoph reported nine applicants applied for the Fire Chief position. The Search Committee recommendation to the City Commission is to appoint Scott Magnuson as Fire Chief.
Commissioner Powell received positive feedback from citizens. Commissioner Erickson has received mixed feedback. Commissioner Bishop – goals to be met within probationary period.
Commissioner Bishop moved to approve Scott Magnuson as Fire Chief effective January 1, 2019, seconded by Commissioner Powell.
Commissioner Magnuson recused himself from the vote.
Lloyd Nelson spoke in favor of Scott Magnuson as Fire Chief.
The motion passed unanimously.
Approve Valley City-Barnes County Development Corporation request of up to $35,000 to assist with implementation of Streetscape project from City Sales Tax Funds
Jennifer Feist spoke regarding the request of up to $35,000 from City Sales Tax Funds dedicated to economic development to assist with implementation of Streetscape project.
Commissioner Magnuson moved to approve the Valley City-Barnes County Development Corporation request as presented, seconded by Commissioner Bishop.
Roll Call: Bishop: aye; Magnuson: aye; Erickson: nay; Powell: aye; Carlsrud: aye. Motion carried.
Approve Valley City-Barnes County Development Corporation request of $150,000 for the Regional Technology Center from the City Sales Tax Fund
Jennifer Feist requested $150,000 for the Regional Technology Fund with funds from City Sales Tax Fund dedicated to economic development. Funds would be used for equipment upgrades, carpet replacement, payment of 2018 property taxes and indirect investments made to locate companies in the Regional Technology Center.
Commissioner Powell moved to approve the Valley City-Barnes County Development Corporation request as presented, seconded by Commissioner Bishop. The motion passed unanimously.
Approve annual NDDOT Maintenance Certification for Urban Federal Aid Projects
Chad Petersen from KLJ stated the annual NDDOT maintenance certification is required for NDDOT & federal funding projects. The City agrees to maintain and follow design standards of the Urban Federal Aid Projects.
Commissioner Magnuson moved to approve the annual NDDOT Maintenance Certification, seconded by Commissioner Erickson. The motion passed unanimously.
Approve Amendment to Owner-Engineer Agreement to include Final Design of PFP Phase 2A – Bettin Pump Station and Floodwalls in an amount not to exceed $20,000
Chad Petersen from KLJ stated the original Phase II Permanent Flood Protection construction design extended past Bettin location; however due to Phase II estimated costs, this section was not completed. To finalize this design, KLJ is requesting $20,000. The project is scheduled to be bid in 2019.
City Administrator Schelkoph clarified that Phase II construction was estimated to cost $14 million and bids were received at $12 million. Original Phase II plans had an additional 150’ of floodwall; however, to get to the $14 million estimate, this was removed from the plan. Since bids came in low, there is money available from State Water Commission to finish Phase IIA.
Commissioner Magnuson moved to approve the amendment to the Owner-Engineer Agreement to include Final Design of PFP Phase 2A, seconded by Commissioner Powell. The motion passed unanimously.
Consider approving Preliminary Engineering Agreement for Two Permanent Flood Protection Erosion Sites (Riverview Drive & Woodland Park) with KLJ in amount of $45,500
Chad Petersen from KLJ stated these two locations are a lower priority for Permanent Flood Protection but there is money available to address current erosion at the sites through State Water Commission at a 85/15 cost share. Petersen stated construction will begin in 2019.
Commissioner Magnuson moved to approve the Preliminary Engineering Agreement for Two Permanent Flood Protection Erosion Sites, seconded by Commissioner Bishop. The motion passed unanimously.
Approve Change Order Request for Sanitary Sewer Improvement District No. 62 (NE Quarter & Central Avenue) in the amount of $56,237
Chad Petersen from KLJ stated that three additional point repairs were made for Sanitary Sewer 62 with costs including pavement removal and repair. With the change order, the total cost for the project is still under budget.
Commissioner Bishop moved to approve the Change Order Request for Sanitary Sewer Improvement District No. 62, seconded by Commissioner Erickson. The motion passed unanimously.
City Administrator’s Report
City Administrator Schelkoph reported the 2019 Public Works Budget has been drafted. The budget will be presented at the December finance meeting and the December 18 Commission meeting.
RFP Interviews for Streetscape II will be conducted by NDDOT on November 20.
Winter hours have begun at the City Landfill.
Commissioner Magnuson asked that snow be pushed closer to river by 4th Street SE & 4th Avenue SE.
City Updates & Commission Reports
City Attorney Schoenack stated recodification is wrapping up.
Fire Chief Retterath invited the public to attend the Fireman’s Dance on November 23.
Police Chief Hatcher recognized veterans for their service.
Chad Petersen from KLJ stated Permanent Flood Protection Phase II contractor will put temporary asphalt down on Main Street, which should open on Friday or Monday. Next spring, the contractor will need to close Main Street pour concrete pavement. Streetscape will start right after Rally in the Valley. Powerhouse demolition quote has been received. The change order will be presented at the November 20 meeting.
Commissioner Erickson thanked the Fire Chief Search Committee for work.
Commissioner Powell thanked people for providing input regarding Streetscape.
Commissioner Magnuson welcomed Scott Magnuson as new Fire Chief.
President Carlsrud thanked city employees for their work outside, veterans and Fire Chief search committee.
Adjourn
Meeting adjourned at 6:29 PM.
Dave Carlsrud, President of the
City of Valley City Commission
Attested to by:
Brenda Klein, Deputy Auditor
City of Valley City