01/21/2020 Commission Minutes

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Valley City Commission Proceedings

Tuesday, January 21, 2020 5:00 PM

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

Members present: Commissioner Bishop, Commissioner Erickson, Commissioner Powell (arrived at 5:05 PM).

Members absent: Commissioner Magnuson.

Others present: City Attorney Martineck, City Auditor Richter, City Assessor Hansen, Public Works Accountant Jacobson, Building Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Proclamation

President Carlsrud read the Proclamation declaring January 26 – February 1 as Catholic Schools Week.

Approval of Agenda – Removal of R6 (a & b)

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the January 7, 2020 meeting, seconded by Commissioner Erickson. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for Sheyenne Valley Friends of Animals, Valley City High School Music Boosters

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

Public Comments

President Carlsrud read a question: “Is the City hauling snow out of town?”

Commissioner Powell arrived at 5:05 PM.

Resolution

Refinancing of 2008 Bonds by Essentia Health

  1. Approve Joint Powers Agreement by and among Cass County, cities of Jamestown, Wahpeton, and Valley City, North Dakota for Issuance of Revenue Bonds under Municipal Industrial Development Act
  2. Approve Resolution No. 2229, a Resolution Approving the Issuance of Bonds by Cass County, North Dakota on behalf of Essentia Health and its Affiliates under the Municipal Industrial Development Act

Commissioner Bishop moved to approve R1a and R2a, seconded by Commissioner Powell. The motion passed unanimously.

Approve Resolution No. 2230, a Resolution Approving the Replat of Lots 2 Through 17, Walkers Addition

City Attorney Martineck stated this area is south of the former City Auditorium. The purpose of the replat is to reflect the north 10’ of those lots that are currently occupied by 4th Street SW. The land is owned by the City, Parks & Rec, and the University. Planning & Zoning Commission recommends approval. Chad Petersen from KLJ stated the intent is to build [permanent flood protection] on the between the street and the sidewalk.

Commissioner Bishop moved to approve Resolution No. 2230, seconded by Commissioner Powell. The motion passed unanimously.

Approve the following Resolutions for 2020 Valley City Public Works utility rate increase

  1. Resolution No. 2231, a Resolution Establishing Electric Utility Rates
  2. Resolution No. 2232, a Resolution Establishing Water Utility Rates
  3. Resolution No. 2233, a Resolution Establishing Sewer Utility Rates

Public Works Accountant Jacobson stated the last rate increase was done in 2016. The Water Department has an ongoing deficit and a 9% increase is recommended. Electrical and Sewer departments are at 2% profit margin and asking for 3% increase for Electrical Department and 4% increase for Sewer Department.

The average increase is $5.86 per residential customer. Commissioner Powell moved to approve Resolutions No. 2231, 2232, 2233; seconded by Commissioner Erickson. The motion passed unanimously.

Approve the following Resolutions for Paving Improvement District No. 120

  1. Resolution No. 2234, a Resolution Creating Paving Improvement District No. 120 (NDDOT Project# UGP-2-999(051), PCN 22280), a mill and overlay project on Central Avenue S
  2. Resolution No. 2235, a Resolution Approving Engineers Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Paving Improvement District No. 120

Chad Petersen from KLJ stated special assessment district is only for mill & overlay portion of Streetscape II. The last paving improvements was in 2002 for seal coat and last surfaced in 1979.

Commissioner Bishop moved to approve Resolutions No. 2234 & 2235, seconded by Commissioner Erickson. The motion passed unanimously.

Approve the following Resolutions for Paving Improvement District No. 121

  1. Resolution No. 2236, a Resolution Creating Paving Improvement District No. 121 (2020 Seal Coat)
  2. Resolution No. 2237, a Resolution Approving Engineers Report & Directing Preparation of Detailed Plans, Specifications & Estimates of Probable Cost for Paving Improvement District No. 121 (2020 Seal Coat)

Chad Petersen from KLJ reported the corridors included received overlays in 2017-2018. The goal is to provide a seal coat within 2-3 years. The estimated cost is $259,000 paid by Special Assessments ($172,000) and the R&R Fund ($86,000).

Commissioner Bishop moved to approve Resolutions No. 2236 & 2237, seconded by Commissioner Powell.

Removed: Approve the following Resolutions for grant application – North Dakota Main Street Program sponsored by South Central Dakota Regional Council

  1. Resolution No. 2238, a Resolution of Sponsorship
  2. Resolution No. 2239, a Resolution Declaring Slum and Blighted Area

New Business

Approve Construction Engineering Contract for 5th Avenue NW Reconstruction Project in an amount not to exceed $339,500.00  (Paving Improvement District No. 118; Sanitary Sewer Improvement District No. 65; Storm Sewer Improvement District No. 53; Watermain Improvement District No. 101)

Chad Petersen from KLJ stated the lighting has been removed from the contract. VCPW will provide options for lighting at the February finance meeting. There is minimal construction engineering for the lighting with the City installing it. The preliminary schedule calls for construction to start in mid-April and be completed in October. The south half will be completed first; and then the north half will be completed. A pre-construction meeting will be held with the public.

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

Consider purchase of EZ-Screen 1200XLS in the amount of $45,898.79 for the screening of compost

Public Works Accountant Jacobson stated this purchase was included in the capital budget. Rental of a machine is ½ the cost to outright purchase a machine.

Commissioner Erickson moved to approve the purchase, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Gaming Site Authorization for North Dakota Winter Show at the North Dakota Winter Show Event Center

City Auditor Richter stated this request is through June 30, 2020. Commissioner Bishop moved to approve the gaming site authorization, seconded by Commissioner Erickson. The motion passed unanimously.

Public Comments

Public Works Superintendent Differding stated that snow is being dumped by the Old Mill; 5th Avenue NE and at the Industrial Park.

Approve 2020 updates to the Employee Policy & Procedure Manual

City Attorney Martineck asked for adoption of the Employee Policy & Procedure Manual retroactive to January 1, 2020. Martineck reviewed changes to the following sections:

  • Sick Leave Conversion, Sick Leave Payback, and Sick Leave Payment Upon Termination
  • Background checks
  • Use or Abuse of Alcohol and Other Drugs
  • Policy Review and Change

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

City Updates & Commission Reports

City Attorney Martineck stated the Transition Team will be meeting to discuss the City Administrator position with plans to advertise next week.

Building Inspector Andersen has received calls regarding snow removal. Andersen reminded that it is illegal to push snow into the street. Andersen stated the City will address corner visibility issues as they have time.

Commissioner Powell thanked the snow removal crew.

President Carlsrud asked the public to be respectful to others.

Adjourn

Meeting was adjourned at 5:33 PM.

Posted in City Commission Minutes.