Special Valley City Commission Proceedings
Tuesday, June 11, 2019
12:00 PM, City Hall

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

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

Members absent: Commissioner Powell, Commissioner Erickson.

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

New Business

Approve Special Alcohol Beverage Event Permit for American Legion on June 15, 2019 in its green space and patio

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

Adjourn

Meeting was adjourned at 12:02 PM.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Commission Proceedings
Tuesday, June 4, 2019
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, City Auditor Richter, City Attorney Martineck, City Assessor Hansen, Public Works Accountant Jacobson, Building/Fire Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Deputy Auditor Klein, Chad Petersen from KLJ.

Agenda: Addition of Consent H, I, N11, N13, N14; Removal of N5

Approval of Minutes

Commissioner Powell moved to approve the minutes from the May 21, 2019 meeting, seconded by Commissioner Erickson. Motion carried.

Proclamation Declaring Block Parties

President Carlsrud read the Block Party Proclamation. Sharon Buhr invited the public to participate.

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 $2,419,875.37
3. Approve Raffle for ND Red Knights Chapter 1
4. Approve Electrician License for JDP Electric, Inc.; Scott Roemmich Electric, LLC
5. Approve Rally in the Valley Parade on June 15, 2019 on Central Avenue from 12^th Avenue NW to Main Street
6. Approve Application to Block off Street for Valley City Chamber of Commerce for Crazy Dayz on July 24, 2019 on Central Avenue from 2^nd Street N to 4^th Street N and 3^rd Street N from alley by Nearly Nu to alley by Times Record
7. Approve Application to Block off Street for Valley City Chamber of Commerce for Rally in the Valley on June 15, 2019 on Central Avenue from 5^th Street N to Main Street
8. Approve Application to Block off Street for St. Paul’s Lutheran Church for Rally in the Valley Kids Carnival on June 15, 2019 on 3^rd Street NW from 2^nd Avenue NW to Alley
9. Approve Application to Block off Street for Captain’s Pub on June 15, 2019 on Main Street from 2^nd Avenue to Central Avenue

Commissioner Magnuson moved to approve the consent agenda, seconded by Commissioner Powell.  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 Sanitary Sewer Improvement District No. 62

President Carlsrud declared the public hearing open. City Auditor Richter stated the Special Assessment Commission met on May 22, 2019 and approved the costs as presented. The citizens will be assessed ½ of cost for the reline project up to $3,000 residential properties or $4,500 for commercial properties.

City Auditor Richter stated letters are sent to the property owner for Special Assessment Commission hearing and the Commission hearing.

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

Approve Special Assessments as recommended by the Special Assessment Commission for Sanitary Sewer Improvement District No. 62

Commissioner Magnuson moved to approve the Special Assessments as recommended by the Special Assessment Commission for Sanitary Sewer Improvement District No. 62, seconded by Commissioner Bishop. The motion passed unanimously.

Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Paving Improvement District No. 117

President Carlsrud declared public hearing open. City Auditor Richter reported there is a change recommended for this project, with recommendation for 4 twin homes properties at $1,828.49 each and remaining properties to $3,656.97. The Special Assessment Commission concurred with this change. Jim Nelson, property owner, spoke in favor of this change.

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

Approve Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 117

Commissioner Bishop moved to approve the Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 117, seconded by Commissioner Magnuson. The motion passed unanimously.

Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Paving Improvement District No. 114

President Carlsrud declared the public hearing open. City Auditor Richter reported Special Assessment Commission received no comments from property owners and recommends approval as presented. The rate after NDDOT funds were applied was $23.52 per linear foot with ½ of cost to the property owner.

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

Approve Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 114

Commissioner Bishop moved to approve the Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 114, seconded by Commissioner Powell. The motion passed unanimously.

Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Storm Sewer Improvement District No. 51

President Carlsrud declared public hearing open. City Auditor Richter reported Special Assessment Commission approved and recommended assessments as prepared.

Commissioner Powell moved to close the hearing, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Special Assessments as recommended by the Special Assessment Commission for Storm Sewer Improvement District No. 51

Commissioner Magnuson moved to approve the Special Assessments as recommended by the Special Assessment Commission, seconded by Commissioner Bishop. The motion passed unanimously.

Resolution

Consider Resolution No. 2207, a Resolution accepting Bid and Awarding Contract for Permanent Flood Protection Phase 2A and Permanent Flood Protection Phase 3 to Reiner Contracting, Inc. in the amount of $3,885,067.09

Chad Petersen from KLJ reported bid opening occurred on May 3, 2019 for Permanent Flood Protection Phase 2A & 3. Three bids were received. This project has an 80% state cost share and 20% local cost share. The notice to proceed will be issued after a pre-construction meeting for Phase 2A. Phase 3 is pending a State Water Commission permit.

Commissioner Magnuson moved to approve Resolution No. 2207, seconded by Commissioner Powell. The motion passed unanimously.

New Business

Consider approving Construction Engineering Agreement for Permanent Flood Protection Phase 2A with KLJ in an amount not to exceed $315,000

Chad Petersen from KLJ reported this is an amendment to Phase 2 contract. The agreement will add $270,000 for construction engineering for Phase 2A and remainder to close out all of Phase 2 & 2A. There is an 80% state cost share 20% local cost share.

Commissioner Powell moved to approve the construction engineering agreement, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider approving Construction Engineering Agreement for Project No. SU-SS-2-990(053)057 (Storm Sewer Improvement District No. 50) with KLJ in an amount not to exceed $175,500 (KLJ)

Chad Petersen from KLJ reported the City approved construction agreement on May 14. This is the construction engineering agreement. A proposed start date is July 8.

Commissioner Bishop moved to approve the construction engineering agreement, seconded by Commissioner Magnuson. The motion passed unanimously.

Discuss Harm Reduction Services & Syringe Services Program

Theresa Will, City County Health District Director, stated the goal of the syringe services program is to reduce the spread of HIV and hepatitis. Participants are 5 times more likely to enter treatment. A community meeting will be held on June 27. Fargo, Mandan and Minot have syringe services programs. Valley City would be the fourth program in the state. Adam Martin, F5 Project, spoke about the peer services that will be integrated in the syringe services program. CCHD will be submitting a draft plan to NDDOH. Police Chief Hatcher spoke in support of the program.

Commissioner Bishop moved for the City Commission to support the program, seconded by Commissioner Erickson. The motion passed unanimously.

Consider funding for South Central Adult Services

Pat Hansen, Director, stated increasing fares is not an option for South Central Adult Services. Hansen requested $10,000 now and $20,000 available in 2020.

Commissioner Powell moved to award $10,000 for South Central Adult Services for remainder of 2019 with funding through the VCPD budget as a project has been delayed, seconded by Commissioner Magnuson. City Administrator Schelkoph concurred the money come from the VCPD budget. The motion passed unanimously.

Commissioner Powell left meeting at 5:47 PM.

Removed: N5) Consider surcharge for Credit Card Use

Approve Electrical Department contribution of material and labor to the Hi-Liner Athletic Complex Phase II

City Administrator Schelkoph stated the City will install single-phase line instead of three-phase line underground which will lead to a reduced demand charge to the City due to installation of LED lights. The cost for the work is $14,000. Schelkoph recommends approval with conditions that the contractor provide trenching and the LED lights are installed. Schelkoph confirmed Valley City Public Schools has agreed to terms.

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

Application for Property Tax Exemption for Improvements to Residential Building at 421 3^rd Avenue NW

City Assessor Hansen recommends approval of this application. Commissioner Magnuson moved to approve the application, seconded by Commissioner Bishop. The motion passed unanimously.

N8) Approve Annual Gaming Site Authorization for ND Wildlife Federation at Eagles on April 4, 2020

N9) Approve Annual Gaming Site Authorization for Thundering Saints, Inc. at Boomer’s Corner Keg

N10) Approve Annual Gaming Site Authorization for Valley City Hockey & Figure Skating Club at Valley City Town & Country Club

N11) Approve Annual Gaming Site Authorization for Valley Twisters Gymnastics Club at Bridges
Bar & Grill

Commissioner Bishop moved to approve N8, N9, N10, and N11, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Special Alcohol Event Permit for Boomer’s Corner Keg on June 16, 2019 at Dakota Riders MC Hillclimb

Commissioner Magnuson moved to approve special alcohol beverage event permit for Boomer’s Corner Keg, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Special Alcohol Event Permit for VFW Post 2764 on June 15, 2019 at Rally in the Valley Street Dance

Commissioner Erickson moved to approve special alcohol beverage event permit for VFW Post 2764, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Special Alcohol Event Permit for Captain’s Pub on June 15, 2019 at Rally in the Valley Street Dance 

Commissioner Erickson moved to approve special alcohol beverage event permit for Captain’s Pub, seconded by Commissioner Magnuson. The motion passed unanimously.

City Administrator’s Report

There was no City Administrator’s report.

City Updates & Commission Reports

City Assessor Hansen attended the County Equalization meeting with no protests by city property owners. Hansen reviewed changes submitted to the County Equalization board for approval (421 3^rd Ave NE and annexation of Roserock Holdings land) and will attend the state equalization meeting.

Chad Petersen from KLJ reported Main Street will be open on Friday this week; Phase I of Streetscape will be complete this week and open next week. Storm Sewer 50 pre-construction meeting will be held at the end of month and a Permanent Flood Protection Phase IIA & III meeting will be scheduled.

Commissioner Bishop thanked public for patience with construction.

Commissioner Magnuson stated Main Street & Central are coming along nicely. Thanks to public for supporting downtown.

President Carlsrud thanked city workers and contractors.

Adjourn

Meeting was adjourned at 6:02 PM

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Commission Proceedings
Tuesday, May 21, 2019
5:00 PM, City Hall

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

Members present: Commissioner Erickson, Commissioner Powell.

Members absents: Commissioner Magnuson, Commissioner Bishop.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, City Assessor Hansen, Building/Fire Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Agenda – Addition of N3 & N4, Consent C

Approval of Minutes

Commissioner Erickson moved to approve the minutes from May 7 & May 14, 2019 meetings, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

1. Approve Raffle Permit for Bridge City Cruisers
2. Approve Plumbing License for Ace Plumbing and Tim’s Plumbing, LLC
3. Approve Raffle Permit for Sheyenne River Valley National Scenic Byway Foundation

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

Resolution

Approve Resolution No. 2204, a resolution approving preliminary engineer’s report & directing preparation of detailed plans, specifications & estimates of probable cost for Paving Improvement District No. 118 (5^th Avenue NW)

Chad Petersen from KLJ stated the Documented Catex serves as the preliminary engineer’s report. Bid opening is planned for November 8, 2019 with final plans due August 1, 2019 to NDDOT. Commissioner Powell moved to approve Resolution No. 2204, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Resolution No. 2205, a resolution declaring necessity of improvements in Paving Improvement District No. 118 (5^th Avenue NW)

Chad Petersen from KLJ stated notifications to property owners and publication will done this week with an upcoming public meeting regarding special assessments. Commissioner Erickson moved to approve Resolution No. 2205, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2206, a Resolution Authorizing the Issuance and Sale of $746,000 Storm Water Assessment Warrant, Series 2019 (Storm Sewer Improvement District No. 50)

City Auditor Richter reported the City applied for a State Revolving Loan Fund for Storm Sewer Improvement District No. 50. At that time, the district was bigger and the fund request was at $746,000. Richter is waiting for confirmation from Bank of ND that the City may take a lower amount, between $400,000 to $425,000 (estimated special assessment amount). The City will draw when the project is complete and begin incurring interest at that time, which is set at 2%. Commissioner Powell moved to approve Resolution No. 2206, seconded by Commissioner Erickson. The motion passed unanimously.

New Business

Consider options for Valley Recycling Contract

City Auditor Richter asked for clarity regarding the Profit & Loss statement. President Carlsrud inquired about possible rate increase. Faul stated this would allow him to put out all dumpsters and encourage small businesses to share dumpsters with possibility to bag different products and place in one dumpster. Faul expects bigger businesses to still pay for dumpster rental. Faul is considering option to crush glass.

President Carlsrud stated the City has quotes from Waste Management and recommends a committee weigh the options. Commissioner Erickson reminded that the contract is up in June and decisions need to be made soon. City Attorney Martineck could take action at the next meeting or allow Faul to rescind his notice. Commissioner Erickson and Commissioner Powell volunteered to serve on the committee with a meeting Friday, May 24 at 6 AM.

Receive transit report from South Central Adult Services
Pat Hansen reviewed the impact of funding without City $20,000. Hansen is recommending shutting down the taxi service without increasing rates to transit service. In order to do so, Hansen needs to have public meeting with 21 day notice and then cannot shut down within 30 days of hearing. If fares are increased, Hansen expects a loss of federal funding. Commissioner Powell asked for clarification regarding taxi drivers.

Hilde van Gijssel, taxi driver, stated she was surprised by number of riders got to work via taxi.

John Thompson, spoke in favor of providing adequate funding for services.

Commissioner Powell asked if $10,000 would allow South Central Adult Services to get through until January. Hansen stated yes.

Commissioner Erickson recommended placing request on agenda again. President Carlsrud said this can be brought back at next meeting.

Approve Special Alcohol Beverage Event Permit for The Labor Club on June 8, 2019

Kerry Anderson spoke in favor of the taxi service. Anderson stated the application is for the Labor Club’s 20^th Anniversary Party which will include a dance. Anderson inquired about dropping power in the parking lot. Commissioner Powell moved to approve the application, seconded by Commissioner Erickson. The motion passed unanimously.

Consider Block off the Street Request for VFW on May 27, 2019 on 100 block of Main Street East

City Auditor Richter reported the indemnification agreement was signed “under protest.” City Attorney Martineck stated if there were damages, could argue that VFW signed “under protest” or doesn’t understand which means there may be legal issues if damages occur. Commissioner Powell recommended the VFW fill the form out again and agree to indemnity clause, as not to leave the City liable. The Police Chief and VCPW will need to approve as well. Commissioner Erickson wanted the Application to Block off the Street application and the “under protest” language removed.

Commissioner Erickson moved to approve under stipulation that proper form is completed and extra language is removed, seconded by Commissioner Powell. The motion passed unanimously.

City Administrator Report

There was no City Administrator report.

CITY UPDATES

Building Inspector Andersen asked the public to please remember Memorial Day.

Chad Petersen from KLJ reported work on Central Ave Streetscape is progressing with three of the four bump outs poured. Plan is to have work completed by June 7 with Phase II to begin after Rally in the Valley. The concrete street on Main is complete, work continues along roadway until June 7.

Commissioner Powell encouraged people to be downtown and take a look at the bump outs.

President Carlsrud encouraged people to shop and eat downtown. Thanked employees for their work.

Adjourn

Meeting was adjourned at 6:04 P.M.

Dave Carlsrud, President of the
City of Valley City Commission

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

 

Special Valley City Commission Proceedings
Tuesday, May 14, 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, City Auditor Richter, City Attorney Martineck, Public Works Accountant Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Resolution

Consider Resolution No. 2203, a Resolution accepting Bid and Awarding Contract for Storm Sewer Improvement District No. 50

City Administrator Schelkoph stated the bids were $160,000 over the Engineer’s Estimate, mostly due to underground boring. Schelkoph reported boring costs have increased recently and the bids are in line with what other cities have received. Schelkoph expects no change in bids if project is bid again. Bids came in at $0.92 per square foot for the local share. The 2012 9^th Avenue NW Storm Sewer costs came in at $0.27 per square foot. Schelkoph outlined the percentage assessed and the cost per square foot options. Schelkoph recommends 35% of the local share be assessed which is $0.32 per square foot.

Schelkoph stated the R&R fund can cash flow this project, however there will be an impact to future projects. Schelkoph believes the future funding from the Prairie Dog Bill will allow the city to address this overage. Schelkoph will call for a special commission meeting in June to address the Prairie Dog Bill, the future of infrastructure projects and cost ratios.

Schelkoph expects the City will be able to maintain the near term projects if the 35% or $0.32 is assessed.

Schelkoph stated since the project was first planned, properties have installed detention ponds.

Chad Petersen from KLJ reviewed the stormwater management plans from the three properties; looking at the discharge pipes and the rate of discharge flows. For Stoudt Ross Ford, Petersen recommends 61.24% reduction, Grand Stay Hotel at 15.75% reduction, USDA at 14.68% reduction.

Schelkoph stated during rain events, Wintershow Drive will flood which leads to erosion issues and stalled cars. In the past, water would drain into the former gravel pit. With the development of the area, the 18” pipe is not adequate to handle the flows. The proposed project provides a 36” pipe to handle the flows. The storm sewer will divert water to the south into the interstate right of way.

Petersen stated federal and state cost share is 45% of construction costs. For the portions in NDDOT right of way and urban road system, 80% of construction costs will be covered.

Petersen does not expect boring costs to go down with future bidding.

Commissioner Magnuson asked what the worst case scenario is if the project is delayed a couple years.

Petersen stated dollars have been planned since 2014. The City risks losing federal dollars programmed for 2019. Petersen does not foresee additional federal dollars available for this project as portions are outside urban road system.

Petersen expects availability of contractors and potential for increasing costs due to additional work available through Prairie Dog bill.

Commissioner Magnuson would prefer to reduce the cost of the projects with the Prairie Dog bill money versus additional projects.

Commissioner Bishop concerned spending money [Prairie Dog bill] that the City doesn’t have yet.

Petersen stated each time the hill washes out, there is recovery time and costs involved to VCPW.

Magnuson stated the City might be better able to handle costs further down the road.

City Auditor Richter would have $1 mil carry over and have cash flow in 2019 to cover costs of this project. Richter reported State Revolving Loan funds have been received.

Schelkoph stated this is a good plan with prices that have been confirmed, not sure if better time.

Petersen stated the cost was prohibitive to add curb and gutter on hill. Schelkoph stated VCPW has added drainage tile to address springs on 4^th Avenue.

Petersen would need to review with NDDOT if federal money is available to the City.

Commissioner Powell stated if the City waits 4 years, with inflation at two percent it is still an $150,000 increase to the City.

Commissioner Magnuson wants to build up the R&R fud

Commissioner Magnuson moved to proceed forward with project, seconded by Commissioner Powell.

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

New Business

Consider request from South Central Adult Services for $20,000 to support transit program

City Administrator Schelkoph reported budgets have been created to reflect work plans. If approved, recommends taking $20,000 from VCPW which impacts the cash reserves that have been built up for the Service Center project.

Commissioner Powell stated this is good cause, but not in budget.

Schelkoph stated the county is giving $100,000 which in essence is 25% from citizens of VC.

Commissioner Magnuson stated this is a well needed service which should be budgeted and requested during budget season.

Commissioner Erickson asked South Central Adult Services to come up with ideas to generate moneys.

President Carlsrud asked staff to offer flat budgets. Carlsrud would like to see some adjustment in transit rates.

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

Consider options for Valley Recycling Contract

Commissioner Erickson reported Valley City Recycling is working on business plan. Commissioner Magnuson expect recycling to stay open. Commissioner Erickson offered a possible increased cost to households. Schelkoph stated there are approximately 2400 residential VCPW accounts and 200 commercial accounts. Consensus was to review at the May 21 meeting.

Approve Emergency Repair of Standpipe Water Tower in the amount of $52,500

City Administrator Schelkoph reported the roof of the standpipe water tower fell and blew off in last storm. Reports indicate that when ice broke it broke into the water and then bobbed into the roof, breaking supports.

Schelkoph stated a temporary repair is not possible. Schelkoph recommends repairing the roof and finding a solution for the future as insurance will cover $44,000 and the City’s cost has increased with this claim.

Commissioner Erickson moved to repair with direction look at future plans, seconded by Commissioner Bishop. The motion passed unanimously.

Adjourn

Meeting was adjourned at 8:06 AM.

Dave Carlsrud, President of the
City of Valley City Commission

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