City Commission Finance Meeting

Valley City, North Dakota

Tuesday, April 2nd, 2024

3:30 PM

Called to Order

President Carlsrud called the meeting to order at 3:30 PM.

Roll Call

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

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Administrative Assistant Hintz

Commission Topics

City Administrator Crawford discussed changing the process and timeline for the Financial Reports. Having the report due at the mid-month meeting will allow the team more time to prepare and share a more up to date report. Joy Kiefert, Lead Accounting Clerk and Brandy Johnson, Deputy Auditor spoke as well on the change. Commissioner Gulmon recommended the Commissioners accept the change.

Commissioner Gulmon raised the topic of the NW Industrial Property to sell for non-primary usage. A list of topics was in the material package that will need to be discussed and answers determined before proceeding with the sale of the property.

Commissioner Magnuson asked the question, “What is the goal of the City, growing our City and future developments?” Commissioners shared their views.

City Administrator Crawford proposed new times for the Finance Commission meetings. It was decided that all Finance meetings will be scheduled to start at 2:30PM monthly and adjusted as needed. Commission meetings will remain at 5:00PM.

Department Reports

Sanitation Department

Sanitation Supervisor Swart reminded all that garbage container handles should face the house and there should be 3 feet of clearance around your container. The Residential Can Count Report is now included in the materials packet for the Commissioners to review.  Swart also explained the “Clean-Up” week poster and how it breaks down the sorting of materials, the dates, possible charges and where non-collected items may be taken for disposal or recycling.

Water Department

Water Superintendent Hesch informed all that the 2023 Water Quality Report has been printed in the Newspaper and posted to the City’s Website & Social Media. Hesch also reported on the water loss project. The Water Treatment Plant will be switching out a flow meter that measures the water flowing from the plant to the towers. The current meter does not account for the water that is back flowing into the plant when the heat pumps are shut down. The new meter will measure flow both ways. Busy with maintenance, replacing seals.

Electric Department

Electrical Superintendent Senf reported on the outages for last month, there were 3. Working on trimming trees and will soon start work on the underground project.

Fire Department

Fire Chief Magnuson went over his monthly run sheet. 17 calls for service last month. Currently working on some nuisance items and getting them cleaned up. Working on the Dangerous Buildings, a few of the asbestos reports are now completed. Going to add a couple garages to the list. The boat is completely ready to go, just need water.  Fire Fighter 1 Class is going with 16 participants. There is also a First Responder Class currently in process.

Police Department

Police Chief Horner reported on the Grants for Body Cams, working on another Grant in April for Security around the building. The Team has been busy. Due to an increase in School Bus passing violations, they have increased their presence near the school zones. Horner also displayed the “Moto-Shot” demo. It is used to train Officers on shooting at a moving target. They have reached out to other departments and agencies to give them a chance to use it as well. Currently they are assessing their body cam & car systems but are looking at what it will need to fix or replace. Andrea Suhr did put her resignation in after 24 years of service with the department. They will be posting for that position.

Street Department

Operations Supervisor Klemisch shared that the County will be doing some soil boring & sampling by the Viking Bridge. Ben Lokken is now fully certified as an Operator 4 having passed his last 2 tests. Congratulations. They will be starting crack sealing in the next week or so. Doing some street and curb painting. Flushing of hydrants. Looking at getting into a couple alleys as they dry up. This led to a discussion on alleys and what it will take for repairs and clean-up as this is an on-going issue every year.

Administration

City Attorney Martineck discussed a piece of property that was deeded to the Jewett’s back in 1999. This deed was never recorded. The Jewett’s have been paying the taxes since 1999. They are now selling this property so Martineck is recommending a Quit Claim of this property over to Joan Jewett to clear this matter. Commissioners agree with the recommendation. City Attorney Martineck talked about the incapacity of our Municipal Judge and we do not have a clear date of his return. He informed Commission, if needed, has the authority to appoint an interim Municipal Judge. Currently, cases are being scheduled into May to buy time. Steps are being taken to find options should this become necessary.

Finance Director Klein reviewed the bid openings for the Seal Coat Project for this summer. The Engineers estimate is listed on the spreadsheet and is much less than even the lowest bid. City Engineer Peterson and Finance Director Klein recommend rejecting the current bids and take some time to look at other options to reduce the costs.

Review monthly bills/reports

Finance Director Klein reported expenditures in the amount of $2,144,801 for the month.

Quarterly Engineer Report

Total Budgeted for the year is $90,000. For the first quarter, general engineering is at $12,324. and planning is at $8,338. We are at a good place for the first quarter.

Discuss the rental of the National Guard Building. Should we be charging a deposit prior to renting instead of a possible janitorial fee after an event has taken place.  Rate and deposit ideas will be brought to the next meeting for more discussion.

Discussion on putting the house at 446 8^th Ave NE up for bids for removal. A person reached out wanting to buy the home and move it to a different location. The Asbestos test came back with asbestos in the ceiling.Regardless of the decision, will asbestos need to be mitigated?  It was decided to start the process to sell the house if possible.

City Administrator Crawford read a note from David Wick regarding the items that need to be taken care of at Viking Trailer Court as well as a timeline.  They will continue to work on the needed repairs.

There was also discussion on the construction projects and how they will affect different road closures for this summer’s community events. The Chamber has already been made aware and are working with the City on alternate plans.

City Engineer Peterson shared the plan for the upcoming Secarse, 6^th Ave, 6^th St & 7^th St project.

Adjourn

The meeting was adjourned at 4:46 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, March 5, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 3:30 PM.

Roll Call

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Erickson, Commissioner Bishop, Commissioner Gulmon

Others present: City Administrator Crawford, City Attorney Martineck, Deputy Auditor Johnson, Administrative Assistant Hintz

New Items

Red River Water Supply Project

Guest Greg Bischoff, Barnes County’s Representative on the Garrison Diversion Board, shared an update on the Red River Water Supply Project.  A project to supply emergency water to central & eastern North Dakota during times of water scarcity so as to protect public health, ensure economic vitality and provide environmental benefits in the river systems.

NW Industrial Park

Discuss selling city owned lots in NW Industrial Park. Commissioner Bishop asked Jennifer Feist with the VCBC Development Corp to discuss the use of the land in the NW Industrial Park for Non-Primary Sector purposes. In the interest of development & putting that land in the hands of the private sector, the VCBCDC feels it is a good idea.

Clean-Up Week

Sanitation Supervisor Swart started the discussion on Clean-Up Week tentatively set for May 13–18, 2024. Swart shared a few ideas and changes that may need to be made due to the number of Trucks currently in the fleet. The consensus of the Commissioners was to continue as is by renting a truck to assist with pick up. Educating the Citizens of Valley City on what can and cannot be disposed of, as well as how to separate their piles of garbage for a more efficient clean-up. Citizens not following the guidelines set forth will not have their trash picked up.  

Department Reports

Sanitation Department

Sanitation Supervisor Swart reminded all not to put your garbage container on a snow bank, that they need 3’ of clearance around the container, your handles should face the house & it must be out for pick-up by 7:00AM.  

Electric Department

Electrical Superintendent Senf reported that his team is staying busy with Service Orders, Lights & Trees. They are working on their gateway issues and getting this cleared up.

Fire Department

Fire Chief Magnuson reported on their Calls for Service. Magnuson & Coit are currently working on some nuisance items, letters were mailed out prior to the recent snow storm. The boat is about completely ready, then on to the preparations for the pick-up. Looking for alternate locations for Fire Equipment parking this summer during the construction project. The Ariel is an issue. Hydrants, whether City owned or Privately owned, must be fixed and can not just be shut off. Private hydrants must be tested yearly. Looking into an ordinance for this issue. Magnuson shared that the Department is involved in the Chili Cook-Off at the Winter Show this year. They are also working on their yearly fundraiser being held March 23^rd.

Police Department

Chief Horner shared that his Department is working with the Sheriff’s Office and the Highway Patrol Department to have extra enforcement during the ND Winter Show. The Department is applying for grants to assist in the purchase of Cameras for inside & outside the Police Department to cover a few blind spots and to update the current door security system. They are also waiting to hear on a grant they applied for to purchase body cameras. There are currently 3 open positions that they are trying to fill.

Street Department

Operations Supervisor Klemisch reported on the snowstorm & the clean-up that followed. Ben Lokken passed the Treatment 4 License Exam so now is a Certified Level 4 Operator which is the highest level in North Dakota and the level of our Valley City Water Plant.

Administration

City Administrator Crawford shared that on March 23, 2024 there will be a walk through with AE2S at the Water Plant to give us an over all game plan for future projects and maintenance.

Review monthly bills/reports

Deputy Auditor Johnson reported expenditures in the amount of $1,399,702. for the month.

New Items Continued

Discuss Amendments to Alcoholic Beverage License Code. City Attorney Martineck discussed:

1. License fees – Streamline the fees
   1. New license for professional services businesses – Need a new class of license
   1. New license for entertainment facilities – Need a new class of license
   1. Guidelines for special event permits – No specifications for precautions
   1. Lookback period for violations – Possibly change title and change to 2 years
   1. Dates for renewal – Currently from July 1 to June 30. State is due January 1
   1. Administrative hearing procedures – Need to clarify the procedures process
   1. Server training certificates – New process to track these certificates

Discuss Commissioner Responsibilities Including Appointment of City Officials. City Attorney Martineck shared that the initial discussion on this topic was held in December so he is bringing it back for further discussion and direction. An Ordinance will be put together to clarify who should be appointed officer. In Code it states the Mayor is the Chief Executive Officer of the City. When you have a City Manager or City Administrator system, most of the Chief Executive Officer’s powers transfer to the City Administrator. The executive officer is the person who has the power to execute the laws and the City Commission is the Legislative Body that makes the laws. Martineck suggested, for the balance of powers, leave the Mayor as the Chief Executive Officer in Code and add those powers will be suspended during the period of having a City Administrator or a City Manager.

Review Recommended Changes to Valley City Urban Functional Classification System for Submittal to NDDOT for Review and Consideration. City Engineer reviewed the information and the submission is due onto the ND Department of Transportation by April 1, 2024.

Discussion on the Junk Ordinance for Main Street. Commissioner Magnuson started discussion on what, if anything, can be done about the locations along main street as it relates to junk. An ordinance can be drawn up regarding this topic but it will affect all citizens. Currently this is handled on a case by case process.

Discussion Regarding a Change to Paving Project 125 (2^nd Ave NE/3^rd St NE/4^th St NE/3^rd Ave NE) in regards to Parking for the Fire Hall. Administrator Crawford shared the quotes for concrete vs. recycled asphalt to include additional parking for the Fire Department during the project this summer. Her recommendation is to move forward with the additional parking but requiring the Firemen to abide by the current parking guidelines.  The consensus of the Commission is to move ahead with the recycled asphalt option for now.

SLWA Quick Start Guide Update President Carlsrud and Commissioner Erickson informed the Commission on the Service Line Warranties of America program. They explained the relationship between the two entities and gave an overview of program being offered. It was also stated that the repairs will be done by Licensed Contractors with the City of Valley City. This program is intended to give Valley City Residents an option for their service lines.

Discuss Finance Meeting Times. President Carlsrud brought up discussion on the times for the Finance meeting and how they seem to need adjusting monthly. It was decided that the Agenda will be reviewed the on Thursday afternoon the week prior and a time set.

Adjourn

The meeting was adjourned at 4:57 PM.