Valley City Commission Proceedings
April 10, 2018
7:00 AM Meeting, City Hall

President Carlsrud presided and continued with roll call at 7:00 AM.

Members present: Commissioner Magnuson, Commissioner Bish­op, Commissioner Powell.
Members absent: Commissioner Pedersen.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Police Chief Hatcher.

Roll Call

Pledge of Allegiance

New Business

Consider alleged violation of Alcoholic Beverage Ordinance by American Legion Club

City Attorney Mertins stated that the alleged violation is that an individual under the age of 21 was served and was later found obviously intoxicated at the American Legion Club. The American Legion Club waived an administrative hearing so therefore, the Commission needs to accept the waiver and make a finding that the alleged violation occurred.

James Riden, licensee appointed Judith Bennefeld to serve as a representative of the American Legion Club. Bennefeld confirmed the waiver of the administrative hearing and on behalf of the American Legion Club, admitted to alleged violations that an individual under the age of 21 was served and found obviously intoxicated.

Commissioner Magnuson moved to accept that the waiver of an administrative hearing was knowingly and voluntarily made, seconded by Commissioner Powell. The motion passed unanimously.

Commissioner Powell moved that there was sufficient evidence to find the American Legion Club violated the Alcoholic Beverage Ordinance, seconded by Commissioner Bishop. The motion passed unanimously.

Consider proposed disposition for American Legion Club regarding violation of Alcoholic Beverage Ordinance

City Attorney Mertins reviewed the proposed disposition. Commissioner Bishop clarified that the original disposition included a two week suspension but after meetings and negotiations with the American Legion Club the current disposition is recommended. Bennefeld stated the American Legion has obtained an ID scanner from City County Health District and is working to have server training for all servers.

Commissioner Bishop moved to accept the proposed disposition, seconded by Commissioner Powell. City Attorney Mertins read the proposed disposition for the record. The motion passed unanimously.

Adjourn

The meeting was adjourned at 7:18 am.

Dave Carlsrud, President of the
City of Valley City Commission

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

2018 Board of Equalization Proceedings
April 10, 2018
4:00 PM City Hall

President Carlsrud presided and continued with roll call.

Members present: Commissioner Bishop, Commissioner Magnuson.

Members absent: Commissioner Powell, Commissioner Pedersen.

Others Present: City Administrator Schelkoph, Finance Director Richter, Assessor Hansen, City Attorney Mertins, Police Chief Hatcher.

Finance Director Richter read North Dakota Century Code sections 57-11-01, 03 and 07 pertaining to the duties of the Board of Equalization.

President Carlsrud declared the hearing open at 4:07 P.M. City Assessor Sandy Hansen reported the changes in property values within the city for 2018. An overall summary was read and submitted, with the breakdown as follows:

Commissioner Magnuson inquired about the impact to overall tax base. City Auditor Richter stated the City can include changes in non-taxable to taxable, new construction for additions to budget; changes in market value do not increase budgeting power but rather help to re-distribute the mill levy.

The following property owners contacted City Assessor Hansen regarding the notice of increase for 2018.

No written comments were received by City Auditor.

Dean Kinney inquired about the increased commercial land value along Main Street and upcoming construction impacting special assessments.

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

Commissioner Bishop moved to approve the assessment book as prepared by the City Assessor, seconded by Commissioner Magnuson. The motion passed unanimously.

President Carlsrud thanked City Assessor Hansen for her work.

Adjourn

The meeting was adjourned at 4:32 p.m.

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
April 3, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call at 5:00 PM.

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

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Police Chief Hatcher, Chad Petersen from KLJ.

Pledge of Allegiance

Recognition of Mayor for a Day

President Carlsrud recognized Tessa Anderson and Nora Wolhart as Mayor for a Day essay winners.

City Government Week Proclamation
Tessa Anderson and Nora Wolhart read the City Government Week Proclamation.

Approval of Agenda – Remove Consent C, N9 & N11

Approval of Minutes

Commissioner Magnuson moved to approve the minutes from March 20 and March 29, 2018 meetings, seconded by Commissioner Powell. 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 $2,646,288.49
3. Approve Block off the Street Request for Valley City High School on April 28, 2018 on 4^th Street NW from Central Avenue to 2^nd Avenue NW
4. Approve Request to Block off the Street for Valley City Public Schools on May 9, 2018 on 2^nd Ave NW from 4^th Street NW to 5^th Street NW
5. Approve Raffle Permit for Valley City Area Chamber of Commerce

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

Public Comments

There were no public comments.

New Business

Consider financial support for the South Central Seniors Transportation

Commissioner Pedersen moved to approve $20,000 for South Central Seniors Transportation, seconded by Commissioner Powell. The motion passed unanimously.

Pat Hansen from South Central Seniors Transportation thanked the Commission for their support. The goal is to leverage all of the available federal money, $80,000, which requires a local match. The local match is funded through donations and city and county support in the service area.

Consider Request for $7,500 from the Reserved Streetscape Project Funds for Chamber of Commerce for one-time construction marketing

Bobby Koepplin, on behalf of the Visitors Committee, reported that the Commission in 2016 approved reserving 25% of the Image Enhancement Grant funds for streetscape projects. The Visitors Committee provided a do pass recommendation for this project with requirements for matching funds and funding after construction begins.

Commissioner Magnuson moved to approve the request for $7,500 from the Reserved Streetscape Project Funds for the Chamber of Commerce with the conditions set forth by the Visitors Committee, seconded by Commissioner Powell. The motion passed unanimously.

Consider Food & Beverage Grant Request for Chamber of Commerce in the amount of $32,000

Bobby Koepplin, on behalf of the Visitors Committee, reported that this $47,000 project will provide improvements to signage and carpet at the Rosebud Visitors Center. The Visitors Committee provided a do pass recommendation for a $32,000 grant from Food & Beverage.

Commissioner Pedersen moved to approve the Food & Beverage Grant request for the Chamber of Commerce, seconded by Commissioner Magnuson. Koepplin stated that this request will use all available funds in 2018. The motion passed unanimously.

Consider Image Enhancement Grant from Mobility Plus Rehabilitation, Ltd. in the amount of $1,000

Bobby Koepplin, on behalf of the Visitors Committee, reported a do pass recommendation in the amount of $1,000 for Mobility Plus Rehabilitation, Ltd.

Commissioner Powell moved to approve the Image Enhancement Grant for Mobility Plus Rehabilitation, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve awarding bid for planting of trees for the ND Forest Service grant to Pine Country Nursery in the amount of $14,617.00

Bobby Koepplin, on behalf of the Beautification Committee, requested approval of the bid to plant trees on the boulevards near City County Health District, the Courthouse, and a City parking lot.

Commissioner Pedersen moved to approve awarding bid for planting trees, seconded by Commissioner Magnuson. The motion passed unanimously.

Receive the Valley City Fire Department Annual Report
Fire Chief Retterath presented the Valley City Fire Department Annual Report and stated that calls were down in 2017.

Approve part-time staff for VCFD to create pre-plan building fire protection program

Fire Chief Retterath request approval for the Valley City Fire Department to hire a part-time staff to pre-plan details that are useful for responding to calls.

Commissioner Bishop moved to approve part-time staff for Valley City Fire Department, seconded by Commissioner Powell. The motion passed unanimously.

Approve Gaming Site Authorization for Edgar A. Fisher Post 60 of the American Legion

Commissioner Pedersen moved to approve the gaming site authorization for American Legion, seconded by Commissioner Magnuson. The motion passed unanimously.

REMOVED – Approve NDDOT Cost Participation, Construction & Maintenance Agreement for UGP-SU-2-990(057), Central Avenue from Main to 12th St N

Approve NDDOT Cost Participation, Construction & Maintenance Agreement for UGP-SU-2-990(055)059, 3^rd Avenue SE from 4^th St SE to Main St

Chad Petersen from KLJ stated that the project will be funded from the NDDOT Urban Road Grant program which requires a cost participation, construction and maintenance agreement to be filed. Construction cost and construction engineering is at 80% federal share, 20% local match. The $1.15 million project has $452,000 local cost share which is scheduled to be bid through the NDDOT on May 11.

Commissioner Powell moved to approve the NDDOT Cost Participation, Construction & Maintenance Agreement for UGP-SU-2-990(055)059, seconded by Commissioner Pedersen. The motion passed unanimously.

REMOVED – Approve 2017 Year end transfers and assigned funds as prepared by City’s Finance Director

Appoint contact for the ND Water Coalition

City Administrator Schelkoph stated the City of Valley City has a membership in the ND Water Coalition. The City Administrator serves as a contact as well as one commissioner. Schelkoph recommended President Carlsrud serve as the commission representative.

Commissioner Magnuson moved to approve President Carlsrud as a representative to the ND Water Coalition, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reminded the public to report slippery streets to 845-0380, Public Works or 845-8181 for Barnes County Dispatch.

Schelkoph reported that the FEMA lot issue has been resolved through the passage of the omnibus on March 9, 2018. The alternative would have required the City to construct a new floodwall at an estimated cost of $3 million to avoid the FEMA lot. Schelkoph thanked Senator Heitkamp and FEMA for their work to provide a legal resolution to this issue.

Schelkoph reminded the public that Main Street will be closed for an extended period of time.

City Updates & Commission Reports

City Auditor Richter thanked Emma Tufte for her work on the Mayor for a Day event and Tessa Anderson and Nora Wolhart for their essays.

City Assessor Hansen stated that the Board of Equalization meets on Tuesday, April 10 at 4:00 pm in the Commission Chambers.

Fire Chief Retterath report that 340 invitations have been sent for the ND Firefighters Association convention in May.

Commissioner Powell stated that the Valley City – Barnes County Committee of Addiction will hold a town hall discussion on Thursday, April 5 at the HAC.

Commissioner Bishop thanked the VCFD & VCPD for their efforts.

Commissioner Magnuson congratulated the Mayor for a Day winners for their essay submissions.

President Carlsrud thanked employees and volunteers for their work. Carlsrud thanked the parents for their support of the Mayors for a Day.

Adjourn

The meeting was adjourned at 5:49 pm.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Special Commission Proceedings
March 29, 2018
7:00 AM Meeting, City Hall

President Carlsrud presided and continued with roll call at 7:00 AM

Members present: Commissioner Pedersen, Commissioner Bishop, Commissioner Magnuson

Members absent: Commissioner Powell

Others Present: City Administrator Schelkoph, City Attorney Mertins, City Auditor Richter, Police Chief Hatcher, Chad Petersen from KLJ.

Pledge of Allegiance

New Business

Consider NDDOT UGP-SU-2-990(057)PCN 22043 Bid Items for the  Streetscape Project

City Administrator Schelkoph stated that the City will received the NDDOT documents on March 23, 2018 for the Third Avenue, Concrete Pavement Repair (CPR) and Streetscape projects. Petersen clarified that the Third Avenue project was originally under the Urban Road Program and now NDDOT has applied grant money to the project. The Three projects will now bring $2.3 million in federal funds to Valley City instead of just $500,000 from Urban Road Program.

City Administrator Schelkoph reported that the final estimate is $1.9 million, which is higher than the $1.55 million preliminary estimate. Schelkoph direct KLJ to add an alternate to the bid documents that will allow the Commission some latitude in finalizing the project cost based on bids in hand, this alternate is for 4^th Street to 5^th Street. Petersen indicated that this section includes approximately $250,000 construction cost for bump outs and decorative lighting.

Commissioner Magnuson stated that the original plan was for a $300,000 local share. Magnuson asked if the widening of the sidewalks and bump outs could be removed while retaining the decorative lighting. Magnuson asked the Commission to stay within a $300,000 local share.

Commissioner Pedersen recommended if bids are not favorable, use Commissioner Magnuson’s reduction in scope recommendation.

Petersen clarified that the project scope will need to be reduce to less than $1 million to be at a $300,000 local share level. Petersen stated the new traffic signals require a larger footprint to meet ADA requirements through bump outs.

Commissioner Bishop stated that the project is over budget with a lack of transparency.

Commissioner Magnuson asked to scale the project back to fit the budget that was promised.

Commissioner Pedersen questioned the impact to the grant funding if the scope is changed. Pedersen stated that $700,000 in grant money is now available with the project as it is.

City Auditor Richter received an estimate from NDDOT in February. At that point, Richter added 20% for project costs with $282,000 from the Infrastructure Renew & Replacement Fund and $260,000 from the Electrical Fund. Richter stated that there are funds to cover the local cost share of the new project cost.

Commissioner Magnuson again asked to stay at the $300,000 local cost share.

Jeff Edwards, Chair of the Streetscape Committee, recommended the Commission create two alternates – the first along the High School, as described by Mr. Schelkoph on 4^th Street to 5^th Street; the second from Main to Second Street. Edwards clarified that the bump outs are not just decorative, they allow space for the traffic lights to meet ADA requirements.

Petersen clarified for the Commission that not all areas require bump outs to meet ADA compliance as some areas have greater right of ways.

Bobby Koepplin stated that since a design contract was signed, he’d recommend continuing forward with the project and review again when the bids are received.

Mary Lee Nielsen asked the Commission to consider the national efforts to make downtowns walkable and to proceed and see how bids are received.

President Carlsrud expected the community would spend $300,000 to $400,000 for this project. Carlsrud stated that the national trend for economic development is to improve the downtown district and with the funding available, the City needs to support this project.

Adjourn

President Carlsrud declared the meeting adjourned at 7:52 am.

Dave Carlsrud, President of the
City of Valley City Commission

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