CALL TO ORDER
President Carlsrud called the meeting to order at 5:07 PM.

ROLL CALL

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

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

Pledge of Allegiance

Constitution week proclamation

Approval of Agenda

Addition of N7 and N8.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop. Motion passed unanimously.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the August 15 Commission Meeting, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approval of Consent Agenda

Approve Monthly Reports from the Sanitation Department, Water Department, Electric Department, Fire Department, Police Department, and the Street Department.

Approve 2023-2024 Application for Contractor Licenses for the following:

1. Indigo Signworks, Inc. dba Indigo Signs
   1. Bridge City Landscaping and Excavating LLC
   1. Citywide Electric LLC
   1. Nations Roof, LLC

Approve Raffle Permits for the following:

• Valley City United States Bowling Congress Assn, Monthly 9/7/2023 through 6/30/2024 at Sky Lanes
  • SHINE on 10/7/2023 at the Eagles
  • Dakota State Auxiliary from 10/7/2023 to 4/20/2024, Final drawing at the Valley City Eagles

Approve Parade Application for Valley City Public Schools on 9/22/2023 starting at 4:00PM. Homecoming. Central Avenue.

Approve Application to Block Off Street for Valley City Barnes County Development Corp Fireworks Show 9/7/2023 at 8:45pm to 9:15 PM.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

Ordinance

A pprove Second and Final Reading of Ordinance 1138, an ordinance to amend and reenact sections 8-06-06 and 8-06-09 of the Valley City Municipal Code related to emerald ash borer. (City Attorney Martineck)

Approve Second and Final Reading of Ordinance 1139, an ordinance to amend and reenact section 5-01-20 of the Valley City Municipal Code related to feeding wild animals. (City Attorney Martineck)

Approve Second and Final Reading of Ordinance 1140, an ordinance to amend and reenact section 15-06-06 of the Valley City Municipal Code related to contractor excavation bonds. (City Attorney Martineck)

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

New Business

Approve Monthly Bills for the City and Public Works in the Amount of $2,627,118.11. (Finance Director Klein)           

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

Approve 2022 Audit Report Prepared by Eide Bailly. (Finance Director Klein)

Eide Bailly shared their findings of the 2022 Audit and the City received “clean” rating and the City is in a good financial position for favorable bond ratings.

Commissioner Erickson moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Accept Cost Proposal for Audit Services. (Finance Director Klein)

Requests for proposals were sent to 6 companies, 3 responded. It was decided to go with the low bidder Brady Martz.

Commissioner Magnuson moved to approve, seconded by Commissioner Erickson. Motion passed unanimously

Approve Request from Valley City Barnes County Development Corp for Building Purchase to Assist Freedom Machine Group. (Jennifer Feist)

Request submitted by the Development Corp to assist in the purchase of a building. Travis Gray with Freedom Machine spoke about future expansion and employment opportunities.

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

Consider Request for Native Growth Area at 1150 West Main St, Concept Dentistry. (City Attorney Martineck)

Martineck shared information about the Valley City Municipal Code regarding weeds and wild flowers and the needing of an exemption for the Concept Dentistry location. Brian Bulik discussed the benefits of wildflowers and native grasses even in small areas and that this is a new trend of natural landscaping. The Commission had discussion on this area and approved an exemption with the understanding that all noxious weeds, as determined by the ND State Noxious Weed List, will be removed.

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

Marketing & Promotion of Valley City Service Agreement. (City Attorney Martineck)

Contract is basically the same as the previous contract and is working so no reason not to sign.

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

Consider Request from KPH Regarding Liquidated Damages. (City Administrator Crawford)

Approve to forgive 6 days of LD’s charged to KPH bringing the total to $73,500.00.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

Approve President Carlsrud to Sign the Rental Agreement for the Hook Truck. (City Attorney Martineck)

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

City Administrator’s Report

Announced that the CLOMR was approved and now we can move forward with the phases for the flood protection. Still working on the garbage collection and the automated truck. Please make sure that your garbage is out before 7:00 AM and that your garbage can is accessible. Two alleys will be taken out of the pickup rotation, one between 6^th & 7^th Ave NW and 2^nd & 3^rd ST NW, and another one between 5^th & 6^th Ave & 4^th & 5^th St. Notices will be sent.

City Attorney’s Report

Continue to make progress on the Police Chief Search. All 3 candidates completed the background questionnaire and that is now in the hands of the background investigator and will hopefully have all that information back by September 11 or 12. At that time the committee will meet again and make a final decision.

city updates & commission Reports

Finance Director Klein mentioned that her office is working on Special Assessment letters for projects that were constructed in 2022. They are the 6^th St NW Project, 12^th St N Mill & Overlay, and Seal Coat on East Main. The letters will be sent and the publication will be in the newspaper. Reminder that the next Commission meeting will be held on Monday, September 18. The first reading of the ordinance for the 2024 budget.

City Assessor Current shared that the 2023 Notice of Estimated Property Tax letter and a flyer for the Homestead Credit were mailed. The income level was increased to 70 thousand and there have been several people coming in to get help on completing the form.

City Engineer Peterson gave an update on the 2^nd Avenue construction project. They are progressing well. Main Street opened up last week. The Public Works Service Center site survey work has been started.

City Engineer Eslinger updated that the water service line inventory which is primarily to determine lead service lines, Moore Engineering received a work order request from that Department of Environmental Quality. Work order Should start on September 11, 2023 & finish on April 1, 2024. This will determine a minimal number of testing sites. The Northwest Water Tower Study analysis of the water pressure zone is done and they have identified 4 locations for a water tower.

Commissioner Gulmon stated that the Finance Committee met and approved expenses through July 2024. Sales tax report from June shows that we had the largest month of revenue in 5 years. Food & Beverage, Occupancy and Highway taxes were all up.

Commissioner Erickson reminded all on the garbage cans to have the handles face your house, place the can where the truck will have easy access and any garbage that is not in the can will not be picked up. First time you will receive a notice and we may come back, this would not happen a second time. The grass site is not for whole trees, they can be taken out tot eh landfill.

Commissioner Bishop thanked the Police Department for keeping things going while the search continues for a Police Chief. Thank you as well to the Fire Department.

President Carlsrud talked about the CLOMR and thanked all who worked on it and what that will do for our community. Thank you to the city employees for getting everything prepared as we move into fall and into the next season.

 

Adjourn

Meeting was adjourned at 5:56 PM

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

ROLL CALL

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

Others: City Attorney Martineck, City Administrator Crawford via Zoom, Deputy Auditor Klein, Administrative Assistant Hintz

Pledge of Allegiance

Approval of Agenda

Addition of N6

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the July 18, Commission Meeting and the July 26, 2023 Special Meeting, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approval of Consent Agenda

Approve Monthly Reports from the Sanitation Supervisor, Electrical Superintendent, Assistant Fire Chief, Police Chief, Operations Supervisor and Deputy Auditor.

Approve 2023-2024 Application for Contractor License for the following:

Valley Flooring

Braden Wenaas Construction LLC

Tim Durheim

Approve Raffle Permit for Ducks Unlimited Barnes County Chapter for September 21, 2023.

Approve Application to Block off the Street for the following:

Block off Main St from 2^nd Ave NE to in front of Wild Prairie Bakery August 19, 2023

from 3:00pm-1:00am for Captains Pub

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

Ordinance

Approve Second and Final Reading of Ordinance 1137, an Ordinance updating the Valley City Municipal Code to reflect the 2023 State Legislative Session.

City Attorney Martineck stated no changes from thee first reading.

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

New Business

Approve Monthly Bills for the City and Public Works in the Amount of $1,558,477.07.        

Commissioner Erickson moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Approve Special Alcohol Beverage Event Permit Application for Captain’s Pub Street Dance for August 19^th, 2023

Discussion on the sale of alcohol outside and the times.

Commissioner Erickson moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Approve Conditional Use Permit to operate Mac’s Bait & Tackle LLC at 741 2^nd Ave NE.

City Attorney Martineck stated that Planning and Zoning recommended a Conditional Use Permit for Mac’s Bait Shop, expiring October 31, 2023 and need Commission approval.

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

Consider Accepting Project No. SU-2-990(059), PCN 22245 – 5^th Ave NW Reconstruction.

Final grass seeding took place this spring and ready now for final acceptance by the City.

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

Approve Preliminary Engineering Task Order for Site Survey for Public Works Site Development.

City Engineer Petersen explained that this task order is for the site of the new Public Works Site allowing the City to evaluate and establish what is buildable and not. Total cost is up to $7500.00 which will be included in the general contract agreement with KLJ.

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

Authorize the Electrical Department to purchase materials for the Columbia Grain Project.

City Administrator Crawford explained, Columbia Grain is looking to move their lines from overhead to underground. The amount of materials needed exceeds the set amount so Commission Approval is needed. The City would go into contract with Columbia Grain, once both parties sign off, the City would go ahead and order the materials.

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

City Administrator’s Report

Thank you to Police Chief Hatcher for all his time and all he has done for his Team. He leaves with much respect and appreciation.

Progressing on the search for the New Police Chief. Meetings and Interviews are being held. Currently there are 8 Candidates. More information will be shared in the future.  

Normal chain of command will remain in place. If something major would come up, it will be taken care of by Crawford and the portfolio holder.

city updates & commission Reports

Deputy Auditor Klein reported on Sales tax dollars. A special thank you to Avis for all you have done, for being a great co-worker and friend.

The preliminary budget has been approved. 

Public Works Accountant Jacobson – Recycling contract. Just completed year 4 of 5. Encourage people to keep recycling.

Police Chief Hatcher talked about the latest piece of equipment purchased for the Police Department to empower the Officers to be able to get into more of the neighborhoods, the parks and college. It is an Electric Assisted Bike. The bike was purchased through a grant and donations.

City Engineer Petersen gave an update on construction projects.  The Master Lift Station Project is going on as scheduled and should be completed by mid-September. The 2^nd Ave NE Reconstruction Project is progressing as planned with a completion date of early October. Received word today that the technical analysis for the Clomr has been reviewed and approved. Public notification of the property owners along the corridor and in the newspaper will be the next step.

City Engineer Eslinger noted that he has been contacted by the State of North Dakota and the lead service line inventory contract has been signed and approved, waiting for work orders and then will start inventory of the lead service lines.

Commissioner Erickson stated that his department is doing good with the garbage cans and just a reminder to make sure that your branches left at the grass sites must be smaller than 3’.

Commissioner Bishop Thanked both Hatcher and Richter for all their work & service.

Commissioner Magnuson Thanked both Hatcher and Richter for all their service.

President Carlsrud thanked the employees for all their hard work & coverage. Special thanks to both Richter & Hatcher.

Finance Director Richter gave a recap of her 25 years with the City and how great it has been. Special mention and thank you to Klein and wishing her well in her new position.

President Carlsrud made a closing statement and mentioned both Steve and Paul, thanks for your coverage through the years.

Adjourn

Meeting was adjourned at 5:28 P.M.