Valley City Commission Proceedings
February 6, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call at 5:04 PM.

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

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

Roll Call

Pledge of Allegiance

Approval of Agenda – Remove N1, Consent D

Approval of Minutes

Commissioner Bishop moved to approve the minutes from January 16 and January 26, 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 $2,349,194.09
3. Approve raffle permits for Barnes County Ducks Unlimited, Native American Culture Club, North American Game Warden Museum
4. Approve mechanical contractor license for Dakota Plains Mechanical

Commissioner Pedersen moved to approve the consent agenda, Commissioner Magnuson. The motion passed unanimously.

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2125, a resolution to amend a fee for parking tickets.

City Attorney Mertins introduced Resolution No. 2125, this will bring the Valley City in conformance NDCC. Commissioner Powell moved to approve Resolution No. 2125, seconded by Commissioner Magnuson.

Police Chief Hatcher stated that ten dollars is a sufficient fee for parking violations in comparison to other fees in Valley City and indicated that the timing is a concern for the department. City Attorney Mertins stated that it would be feasible to amend the criminal code to allow a ten dollar fee; in order to do so, this could be done through an ordinance at the next meeting. City Administrator Schelkoph stated that the passage of the twenty dollar fine may limit parking violations.

Commissioner Magnuson inquired if enforcing parking ticket non-payment issues might be addressed separately.

City Administrator Schelkoph recommend the passage of the twenty dollar fee.

Roll call vote: Bishop AYE; Magnuson NAY; Pedersen NAY; Powell NAY; Carlsrud AYE. Motion failed.

Approve Resolution No. 2126, a resolution determining sufficiency of protest for Paving Improvement District No. 117

City Auditor Richter reported that protests were received for Paving Improvement District No. 117 with 2.25% in Swanke Addition and 0.46% for seal coat.

Commissioner Pedersen moved to approve Resolution No. 2126, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Resolution 2127, Accepting Final Plans and Specifications for Paving Improvement District No. 117 and authorizing Engineer to advertise for bid.

Chad Petersen from KLJ reviewed Paving Improvement District No. 117. The estimated project cost is $720,000. Commissioner Powell moved to approve Resolution No. 2127, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve sale of Lot 6, Riverview Drive Third Addition for $7,013.

City Administrator Schelkoph presented the bid received for Lot 6, Riverview Drive Third Addition. Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Application for Property Tax Exemption for Improvement to 240 13^th St NE.

City Assessor Hansen provided overview of the Property Tax Exemption for Improvements program and stated that 240 13^th Street NE meets the criteria. Commissioner Magnuson moved to approve the application, seconded by Commissioner Powell. The motion passed unanimously.

Approve Application for Property Tax Exemption for Improvement to 426 3^rd St NW.

City Assessor Hansen reported that 426 3^rd St NW will be a complete remodel and meets the criteria for the program. Commissioner Pedersen moved to approve, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Memorandum of Understanding between State of ND ITD and City of Valley City for statewide interoperable radio network

City Attorney Mertins stated that the ND Legislative Assembly in 2017 made the state interoperable radio network a statewide priority. Police Chief Hatcher stated that this will allow multiple agencies the ability to talk over the same frequencies when responding to a single incident.

Commissioner Bishop moved to approve the Memorandum of Understanding, seconded by Commissioner Magnuson. The motion passed unanimously.

Award bid for demolition of Elevators & Steel Bins located at Mill Dam to Swanberg Construction in the amount of $164,500.00.

City Administrator Schelkoph reported that six contractors bid on this project with the low bid made by Swanberg Construction. Commissioner Pedersen moved to award bid for demolition to Swanberg Construction, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph will be attending a State Water Commission on Thursday to request funding for the damaged filters at the Water Treatment Plant.

City Updates & Commission Reports

City Auditor Richter reported that the 2018 Regular Election includes President, 2 Commissioners, 3 Park Board Members. Information available at City Hall or website. Candidates must file by Monday April 9.

Fire Chief Retterath reminded residents to uncover fire hydrants in neighborhoods; check gas meters to ensure that the meters are uncovered as well.

Chad Petersen from KLJ provided update on Permanent Flood Protection Phase II construction.

Commissioner Powell stated that the parking lot lighting looks good.

President Carlsrud thanked Commission and city employees.

Adjourn

The meeting was adjourned at 5:38 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 Special Proceedings
January 26,2018
12:45 PM Meeting, City Hall

President Carlsrud presided and continued with roll call.

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

Members absent: Commissioner Pedersen.

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

Roll Call

Pledge of Allegiance

New Business

Approve two raffle permits for Dakota Plains Ag

Commissioner Bishop moved to approve two raffle permits for Dakota Plains Ag, seconded by Commissioner Magnuson. The motion passed unanimously.

Adjourn

The meeting was adjourned at 12:48 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
January 16, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call.

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

Others Present: City Administrator Schelkoph, City Attorney Mertins, Deputy Auditor Klein at 5:15 pm, Assessor Hansen, Public Works Accountant/Manager Jacobson, Police Chief Hatcher, Fire Chief Retterath

Roll Call

Pledge of Allegiance

Swearing in of Police Officer Matthew Knight

President Carlsrud swore in Police Officer Matthew Knight.

Approval of Agenda

N6 was moved to immediately following the consent agenda.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from January 2, 2018 meeting, seconded by Commissioner Powell. The motion passed unanimously.

Approval of Consent Agenda

1. Approve raffle permit application for Chamber of Commerce, Tony Kramers Fundraiser & Gun Raffle

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

Approve settlement agreement in Lindberg v. City of Valley City or Move to enter into an Executive Session as authorized by North Dakota Century Code sections 44-04-17.1 subsection 4 and in conformance with section 44-04-19.2 (1) to enter into confidential discussions with legal counsel regarding negotiations in Lindberg Bros., Inc. v. Valley City and (2) to limit the executive session to Commission members, City Administrator, City Auditor, City Attorney, City Engineer, and retained legal counsel.

Commissioner Magnuson moved to approve settlement agreement in Lindberg v. City of Valley City, seconded by Commissioner Powell. The motion passed unanimously.

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2120, a Resolution to Create a Fee for Special Alcohol Server Training.

Commissioner Bishop moved to approve Resolution No. 2120, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve application for conditional use permit for Open Door Center for production and packaging of popcorn.

Commissioner Magnuson moved to approve the conditional use permit for Open Door Center, seconded by Commissioner Bishop. City Administrator Schelkoph reported the conditional use permit received a do pass recommendation from Planning & Zoning Commission. The motion passed unanimously.

Discuss possible joint meeting with Barnes County Commission and Valley City Public Schools

President Carlsrud stated that a luncheon may be held with Barnes County Commission & Valley City Public Schools to discuss issues of mutual interest. Commissioners supported continuing the efforts to plan a joint meeting.

Approve rescheduling of March Finance & Commission meetings to Thursday, March 8
City Administrator Schelkoph stated that March Madness, a League of Cities conference, is scheduled at the same time as the regular March finance and commission meetings. Commissioner Pedersen moved to approve rescheduling of March Finance & Commission meetings to Thursday, March 8, seconded by Commissioner Powell.

Approve authority to transfer to local agent for Valley City Retirement Plan
City Administrator Schelkoph reported that the Retirement Committee has considered proposals by local agents to administer and provide financial advice regarding the Valley City Retirement Plan. The Retirement Committee recommends transferring to Tom Glandt at Valley Weath Advisors. Commissioner Magnuson moved to approve the authority to transfer to a local agent, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Preliminary & Design Engineering Agreement for Permanent Flood Protection Phase IV – Segments 12, 13 & 14 with KLJ in an amount not to exceed $875,775.

City Administrator Schelkoph stated that this preliminary & design engineering agreement will allow the City to have shovel ready project for Phase IV construction when legislative funding is available. Chad Petersen from KLJ reported that Phase IV will include clay levy and floodwall from HubMac to the Powerhouse. Commissioner Powell moved to approve the preliminary & design engineering agreement, seconded by Commissioner Pedersen. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported that the State Water Commission is continuing to review the Water Treatment request. Schelkoph continues to work with the State Water Commission regarding the cost share for future projects. Schelkoph congratulated Chris Grafing on receiving his journeyman lineman status.

City Updates & Commission Reports

Fire Chief Retterath welcomed the public to attend a fundraiser on February 2 at the VFW for the VCFD.

Commissioner Powell encouraged the public to be engaged in the Valley City Public Schools planning sessions regarding a new track.

Commissioner Pedersen relayed congratulations from governor for work on main street initiative.

President Carlsrud congratulated Chris Grafing. Carlsrud reminded citizens to watch for icy streets.

Adjourn

The meeting was adjourned at 5:23 pm.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Commission Proceedings
January 2, 2018
5:00 PM Meeting, City Hall

President Carlsrud presided and continued with roll call.

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

Members absent: Commissioner Magnuson

Others Present: City Administrator Schelkoph, City Attorney Mertins, Auditor Richter, Assessor Hansen, Public Works Accountant/Manager Jacobson, Lieutenant Dana Rustebakke, Fire Chief Retterath

Roll  Call

Pledge of Allegiance

Approval of Agenda – Removal of N11

Approval of Minutes

Commissioner Powell moved to approve the minutes from the December 19, 2017 meeting, seconded by Commissioner Pedersen. 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 $1,590,711.66
3. Approve raffle permit for El Zagal Sheyenne Valley Flag Corps

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

Presentation of ND Cares Certificate

Darcie Handt, Executive Director of ND Cares thanked Jim Verwey, Al Schuldt and Warren Ventsch for serving on the Valley City Steering Committee. Handt recognized Valley City as a ND Cares community.

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2123, a resolution designating depositories and authorizing officers to make deposits and withdrawals

City Auditor Richter stated that this resolution is required by N.D.C.C. Commissioner Pedersen moved to approve Resolution No. 2123, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2119, a resolution declaring necessity of improvements in Paving Improvement District No. 117

Chad Petersen from KLJ reported that Paving Improvement District No. 117 is a city-wide project with various components, bid opening will occur in late February 2018. Commissioner Bishop moved to approve Resolution No. 2119, seconded by Commissioner Pedersen. The motion passed unanimously.

New Business

Approve Request for Funds – Small Projects in the amount of $12,000 for Valley City-Barnes County Development Corporation

Jennifer Feist from the Valley City-Barnes County Development Corporation requested $12,000 from economic development funds for small projects. Commissioner Powell moved to approve the request for funds, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Funding for Resource Development Specialist increase of $7,000 for 2017-2018 and $186,000 for position for three year period from October 1, 2018 through September 30, 2021 for Valley City-Barnes County Development Corporation

Jennifer Feist requested funding for the Resource Development Specialist from the economic development funds. Commissioner Pedersen moved to approve the request for funds for the Resource Development Specialist, seconded by Commissioner Powell. The motion passed unanimously.

Approve Request for Funds – Valley Development Group Roundtable increase in the amount of $25,000

Jennifer Feist requested funds for the Valley Development Group Roundtable from economic development funds. Commissioner Bishop moved to approve the request for funds, seconded by Commissioner Pedersen. The motion passed unanimously.

Consider Proposal for Delay Cost by Swanberg Construction for Permanent Flood Protection Phase I

Chad Petersen from KLJ reported that construction was delayed three months due to permits. KLJ has substantiated the delay cost request of $90,111.00 with Swanberg Construction. KLJ recommends approving the request. The delay cost would be eligible for SWC cost share.

Commissioner Pedersen moved to approve the proposal for delay cost by Swanberg Construction, seconded by Commissioner Powell. The motion passed unanimously.

Consider Decision Items for Project No. SU-2-990(057), Central Avenue – Urban Grant project

Chad Petersen reported that Project No. SU-2-990(057) includes the concrete repair and downtown streetscape recommendations. Public input meetings were held on December 6 and 11, 2017. Seventy individuals signed in and thirty written comments were submitted.

Commissioner Powell inquired if diagonal parking is possible on Central Avenue. Chad Petersen stated that this would be possible but the sidewalks could not be widened; there are some safety concerns with diagonal parking. Petersen reported that diagonal parking was not included in the public presentations.

George Dutton spoke in favor of diagonal parking on one side.

Commissioner Pedersen moved to approve the concepts as proposed, seconded by Commissioner Powell. The motion passed unanimously.

Commissioner Powell moved to approve the features Central Ave from Main Street to 5^th Street North including decorative lighting, replacing traffic signals and adding curb bulb-outs, seconded by Commissioner Pedersen. Commissioner Pedersen requested that landscaping be incorporated as possible. Commissioner Bishop requested no landscaping occur in the bulb-outs for snow removal purposes.  Chad Petersen recommended that the landscape issues be addressed in the comments section. The motion passed unanimously.

Commissioner Pedersen move to approve widening the sidewalks by 36 inches. Jeff Edwards stated that the additional space would allow for benches. Chad Petersen reported that the Streetscape Committee recommended 36 inches. Commissioner Powell seconded the motion. The motion passed unanimously.

Approve Preliminary & Design Engineering Agreement for John Deere Water Tower Recoating with KLJ in an amount not to exceed $28,050.00

Chad Petersen from KLJ reported that every five years the water towers are inspected; this tower has deficiencies that will be addressed in 2018. Commissioner Bishop moved to approve the preliminary & design engineering agreement for John Deere Water Tower Recoating, seconded by Commissioner Powell. The motion passed unanimously.

Approve Preliminary & Design Engineering Agreement for Storm Sewer Improvement District 51 with KLJ in an amount not to exceed $20,600.00

Commissioner Pedersen moved to approve the preliminary & design engineering agreement for Storm Sewer Improvement District 51, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Preliminary & Design Engineering Agreement for Sanitary Sewer Improvement District 62 with KLJ in an amount not to exceed $33,200.00

Chad Petersen provided an overview of Sanitary Sewer Improvement District 62. Commissioner Powell moved to approve the preliminary & design engineering agreement for Sanitary Sewer Improvement District 62, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve bid for new SCADA system from Resource Associates International, Inc. in the amount of $130,000 for Electrical Department

City Administrator Schelkoph stated that the supervisory control and data acquisition system is used to remotely monitor the water, sewer and electrical systems. Schelkoph recommends the approval of this bid. Commissioner Bishop moved to approve the bid for a new SCADA system from Resource Associates International, seconded by Commissioner Powell. Commissioner Bishop thanked Cory Buck for his work to identify a new system and oversee the bid process. The motion passed unanimously.

Approve bid for lease for rubber tire backhoe and wheel loader from RDO Equipment for $15,331.24 annually for seven years

City Administrator Schelkoph recommended a lease option for rubber tire backhoe and wheel loader and concurred with the bid recommendation. Commissioner Pedersen moved to approve the bid for lease from RDO Equipment, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported that the City is working to provide additional information to the State Water Commission regarding the Water Treatment Plant funding request. The goal is to demolish the mill dam elevators by June 1, 2018. VCPW will pickup Christmas trees starting December 8. Two VCPW employees will be participating in an AMI focus group with MRES.

City Updates & Commission Reports

Chad Petersen from KLJ reported that construction for permanent flood protection has shut down until early February. Per the Commissioner’s recommendations, truck traffic will be re-routed to 9^th Ave or 5^th Ave during the upcoming closures.

Commissioner Powell thanked the Streetscape Committee and citizens for their input on the Central Avenue.

President Carlsrud thanked employees who work in the cold; department heads for finding ways to be more cost effective; for efforts by the Streetscape Committee.

Adjourn

The meeting was adjourned at 6:21 pm.

Dave Carlsrud, President of the
City of Valley City Commission

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