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

Approval of Minutes

Commissioner Powell moved to approve the minutes from the November 20, 2018 meeting, seconded by Commissioner Magnuson. 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 $1,614,949.28
3. Approve Raffle Permit for CHI Health at Home, Valley City Area Chamber of Commerce, Valley City Fire Department, VCSU Student Chapter of Wildlife Society
4. Approve Mechanical Contractor License for Wenzel Heating & Air Conditioning

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

Ordinance

Approve Second & Final Reading of Ordinance No. 1042, an Ordinance Recodifying the Revised Ordinances of the City of Valley City and Repealing & Re-enacting Title 1, General Provisions

City Attorney Schoenack stated this provides for a Code Revisor for the Recodification project. Schoenack reviewed updated language in the definition section.

Commissioner Bishop moved to approve the Second & Final Reading of Ordinance No. 1042, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Second & Final Reading of Ordinance No. 1043, an Ordinance Amending Various Sections of Valley City Municipal Code (V.C.M.C.)

City Attorney Schoenack reviewed the changes from the first reading where the inclusion of Ordinance 830 by reference [going out of business permit] is removed.

Commissioner Magnuson moved to approve the Second and Final Reading of Ordinance No. 1043, seconded by Commissioner Powell. The motion passed unanimously.

Resolution

Approve Resolution No. 2168, a resolution Amending & Recreating Storm Sewer Improvement District No. 50

Chad Petersen from KLJ stated Storm Sewer Improvement District No. 50 was originally created in 2014. The stormwater management issues along Winter Show Road were added to the project. Resolution No. 2168 adds affected properties to the district.

Commissioner Erickson moved to approve Resolution No. 2168, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Consider Approving the Urban Roads Project Submittal List for Fiscal Year 2020-2023.

Chad Petersen from KLJ reviewed the Urban Roads Project Submittal List for Fiscal Years 2020-2023. Petersen stated this is an annual submission noting the only change from the 2017 submission is the increased federal funds for 5^th Avenue NW Reconstruction.

Commissioner Powell moved to approve the Urban Roads Project Submittal List for Fiscal Year 2020-2023, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Amended Employee Policy & Procedure Manual

City Attorney Schoenack stated the Policy Review Committee has reviewed the policy changes and recommends approval of manual as presented. Commissioner Magnuson moved to approve the amended Employee Policy & Procedure Manual, seconded by Commissioner Erickson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph stated the preliminary 2019 Public Works budget was presented at today’s finance meeting and expects no rate increases in 2019. Schelkoph thanked Emma Tufte for improving the City website. Schelkoph invited input from the public for any recommended changes. Schelkpoh reported NDDOT held interview meeting for engineering firm to perform desing and construction engineering for Streetscape II. KLJ was chosen to perform this work.

The landfill is open from 8:00 AM to 4:30 PM Monday through Friday.

City Updates & Commission Reports

City Attorney Schoenack stated recodification will be sent to Municode for processing. Schoenack is working with the incoming City Attorney Martineck.
Building/Fire Inspector Andersen reminded the public that sidewalks are to be shoveled within 24 hours of a snowstorm. Asbestos is being removed from the old Powerhouse and expects demolition starting on Thursday.
Fire Chief Retterath asked the public to check heating equipment.
Chad Petersen from KLJ stated work on the floodwalls near Elks and Barnes Rural Water continues.
Commissioner Powell asked the public to remember Pearl Harbor Day on December 7.
Commissioner Magnuson thanked the City Attorney for work on recodification.
President Carlsrud thanked City Staff for work on budget, recodification and budget as well as snow and ice removal.

Adjourn

Meeting was adjourned at 5:25 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, November 20, 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, City Auditor Richter, City Attorney Schoenack, City Assessor Hansen, Public Works Accountant Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Incoming Fire Chief  Magnuson, Police Officers Horner & Johnson, Chad Petersen from KLJ.

Approval of Minutes

Commissioner Erickson moved to approve the minutes from the November 6, 2018 meeting, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

1. Approve Special Alcohol Event Permit for Valley City Eagles 2192 at North Dakota Winter Show Event Center for North Star Classic on November 28 through December 1, 2018

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

Public Comments

There were no public comments.

Public Hearing

Open public hearing for Class E Restaurant/Lounge Alcoholic Beverage License to sell on-sale beer for Sky Lanes at 2379 Elm Street

President Carlsrud declared public hearing open. Regina Beard, owner of Sky Lanes, requested an on-sale beer license. Commissioner Magnuson inquired about the 50% of sales requirement in food. Commissioner Powell asked for a contingency plan if the beer sales exceed 50%. City Auditor Richter stated action on this license will be delayed until January at the request of Ms. Beard. Ms. Beard concurred. Commissioner Bishop moved to close the public hearing, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider issuing Class E Restaurant/Lounge Alcoholic Beverage License to sell on-sale beer for
Sky Lanes at 2379 Elm Street

Consensus was to delay action until January.

Resolution

Approve Resolution No. 2165, a Resolution Authorizing the Issuance of Improvement Warrants and Exchanging them for $1,975,000 Refunding Improvement Bonds of 2018.

Mike Manstrom stated the public sale for the refunding improvement bonds was held today. The City has an A1 credit rating from Moodys. Northland Securities of St. Paul submitted the best bid of 3.53% for 15 year bond issue. City Auditor Richter recommended approving the bond issuance. Richter stated the 2017 projects included in the bond issuance were assessed at 4.5% interest rates. For the 2018 projects, Richter requested the interest rate to complete the Resolution.

Commissioner Powell moved to approve Resolution No. 2165 with the 2018 projects assessed at 4.5% interest, seconded by Commissioner Magnuson. The motion passed unanimously.

Ordinance

Approve First Reading of Ordinance No. 1042, an Ordinance Recodifying the Revised Ordinances of the City of Valley City and Repealing & Re-enacting Title 1, General Provisions

City Attorney Schoenack stated Ordinance No. 1042 amends Title 1 and creates a Code Revisor for the Valley City Municipal Code. Commissioner Bishop moved to approve Ordinance No. 1042, Commissioner Erickson. The motion passed unanimously.

Approve First Reading of Ordinance No. 1043, an Ordinance Amending Various Sections of Valley City Municipal Code (V.C.M.C.)

City Attorney Schoenack reviewed the changes to various sections of VCMC including changes to Title 5, 7, 8, 9, 15, and creating Titles 7.1 and 11.1. Commissioner Magnuson moved to approve Ordinance No. 1043, seconded by Commissioner Erickson. The motion passed unanimously.

Resolution

Approve Resolution No. 2166, a Resolution Authorizing the City of Valley City to Purchase Directly from Vendors Awarded GSA Schedule Contracts

City Administrator Schelkoph stated Enterprise Sales is a vendor awarded GSA scheduled contracts that the City may use. City Administrator Schelkoph stated this would be for projects under $150,000. Schelkoph stated that if a project is over $10,000 and there is opportunity for better prices through bids, that process could still be used.

Commissioner Erickson moved to approve Resolution No. 2166, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2167, a Resolution Authorizing Filing of Application with North Dakota Department of Health for a Loan Under the Clean Water Act and/or the Safe Drinking Water Act for Storm Sewer Improvement District No. 50

Chad Petersen from KLJ stated Storm Sewer Improvement District No. 50 is eligible for a loan at an interest rate of approximately 2%. This resolution authorizes KLJ to submit the application to the ND Department of Health and allows the Finance Director to provide supplemental material for the State Revolving Loan Fund.

Commissioner Powell moved to approve Resolution No. 2167, seconded by Commissioner Bishop. The motion passed unanimously.

New Business

Accept Fire Chief Gary Retterath retirement as of December 31, 2018

City Administrator Schelkoph stated Fire Chief Retterath submitted his retirement effective December 31, 2018.  Commissioner Bishop moved to accept the retirement of Fire Chief Retterath, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Holiday Schedule for Monday, December 24

City Administrator Schelkoph reported Public Works Superintendent has scheduled commercial garbage pickup on Monday with residential pickup resuming on Wednesday. Schelkoph recommends closure on the morning of Monday, December 24. Commissioner Erickson moved to approve the holiday schedule as presented, seconded by Commissioner Bishop. The motion passed unanimously.

Approve FEMA 50-50 Rule

City Administrator Schelkoph stated the downtown district is in the floodplain and is subject to the FEMA 50-50 investment rule. Current investments are limited to 50% of either the assessed or the appraised values. Schelkoph stated a third option is proposed to allow the City to determine the value of the structure:

A determination of the actual cash value of the building. The actual cost value of the building is the cost to replace a building on the same parcel with a new building of likekind and quality, minus depreciation due to age, use and neglect. It does not consider loss in value simply due to outmoded design or location factors. Depreciation does not take into account functional obsolescence (e.g. outmoded design or construction that pre-dates current codes) or factors that are external to the structure.

Commissioner Magnuson recommended creation of a formula.

City Attorney Schoenack stated the policy conforms to the previously adopted Ordinance No. 913.

City Administrator Schelkoph stated the policy provides the formula. Schelkoph stated options one and two allow property owners to make less expensive investments.

City Assessor Hansen confirmed the assessment will only be based on work completed.

Commissioner Magnuson stated the City is trying to promote building and he asked for consistent implementation of the policy.

Commissioner Magnuson moved to approve FEMA 50-50 rule as presented, seconded by Commissioner Powell. The motion passed unanimously.

Approve Cost Participation and Maintenance Agreement for Project No. UGP-2-999(051) Main Street, Central Avenue, City Park (Streetscape II)

Chad Petersen from KLJ stated since this is a grant program the caps are set for federal and state funds at a maximum of $1,643,000 eligible expenses. Commissioner Magnuson moved to approve the Cost Participation and Maintenance Agreement for Project No. UGP-2-999(051), seconded by Commissioner Bishop. The motion passed unanimously.

Approve Change Order for Permanent Flood Protection Phase II to include additional cost for concrete paving and to Demolish Power House, in the amount of $144,093.71

Chad Petersen from KLJ presented the Change Order for additional cost for the late Fall concrete paving installation in amount of $23,399.60. The spring concrete paving work will revert to the original pricing for balance of work to be completed. Petersen stated the Power House inspection report indicated substantial improvements were necessary or demolition was recommended. The cost to tear down the existing building and fill with millings is $120,694.11. Once asbestos is removed, Reiner will start on demolition in December. Commissioner Bishop moved to approve the change order, seconded by Commissioner Magnuson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported ND League of Cities hosted a City Administrator’s meeting last week. At the meeting, received an update on the Prairie Dog bill which includes a formula for infrastructure funding for cities and other political subdivisions.

City Updates & Commission Reports

City Attorney Schoenack thanked Emma Tufte for work on recodification and is working with Carl Martineck on transition.
Fire Chief Retterath reminded citizens that the ice is not safe and to check heating appliances. Fireman’s Dance is Friday, November 23.
City Administrator Schelkoph stated Scott Magnuson has begun shadowing the Chief Retterath.
Commissioner Erickson wished Happy Thanksgiving.
Commissioner Bishop thanked Police Officers and Firefighters for working on Thanksgiving.
Commissioner Magnuson thanked City Attorney Schoenack and Emma Tufte for work on recodification. Magnuson thanked Commission for supporting FEMA 50-50 rule.
President Carlsrud wished Happy Thanksgiving to all.

Adjourn

Meeting was adjourned at 6:14 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, 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

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 $2,596,672.11
3. Approve Block off the Street Request for Valley City Chamber of Commerce on November 29, 2018 after Parade of Lights Event on Central Avenue
4. Approve Raffle Permit for American Fisheries Society – Student Subunit, ND Hereford Association
5. 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 (5^th Avenue NW)

Removed: Approve Resolution No. 2163, a resolution declaring necessity of improvements in Paving Improvement District No. 118 (5^th Avenue NW)

Approve Resolution No. 2164, a resolution creating Paving Improvement District No. 119 (7^th Avenue NW & 4^th 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 4^th Street SE & 4^th 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

 

Valley City Special Commission Proceedings
Monday, October 22, 2018
12:00 PM Meeting, City Hall

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

Members present: Commissioner Magnuson, Commissioner Bishop.

Members absent: Commissioner Powell, Commissioner Erickson.

Others Present: City Administrator Schelkoph, Deputy Auditor Klein, City Attorney Schoenack.

Roll Call

Pledge of Allegiance (please stand)

New Business

Consider Raffle Permit for Relay for Life

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

Adjourn

Meeting adjourned at 12:02 PM.

Dave Carlsrud, President of the
City of Valley City Commission

Attested to by:
Brenda Klein, Deputy Auditor
City of Valley City