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

Members present: President Carlsrud, Commissioner Bishop, Commissioner Erickson, and Commissioner Gulmon, Commissioner Magnuson

Others City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Administrative Assistant Johnson, Fire Chief Magnuson, Police Chief Hatcher, City Engineer Chad Petersen

Pledge of Allegiance

Approval of Agenda

Remove Consent Agenda B.c.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the December 7th, 2021 commission meeting, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approval of Consent Agenda

Approve 2022 License to Sell L.P. Gas for

1. Dakota Plains Ag
   1. Petro Serve USA #071
   1. CBF Oil Inc dba Vining Oil & Propane

And authorize the Auditor’s Office to issue licenses for applicants who meet all licensing requirements before December 30^th, 2021.

Approve 2022 Mobile Home Park License Renewals for

1. Rockwater LLC
2. Richard Plecity Trailer Court

And authorize the Auditor’s Office to issue licenses for applicants who meet all licensing requirements before December 30^th, 2021.

Approve 2022 Tree Trimming and Removal Service License for Pine Country Nursery.

Approve Raffle Permit for Sharp Shooter Showdown on February 5, 2022 at the Eagles.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

PUBLIC HEARING

PH1.  Open Public Hearing regarding changes to the official Zoning Map of the City.

President Carlsrud declared the public hearing open.

No comments were received.

Commissioner Bishop moved to close the public hearing, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Second and Final Reading of Ordinance 1091, an Ordinance approving changes to the official Zoning Map of the City.

City Attorney Martineck stated notices were sent out to property owners within 250 ft. of the small lot north of the tourist park and no comments were received.  The proposal today is for that to be zoned as a B2.  Lowell Spitzer, the property owner, was in agreement with the change.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

Ordinance

Approve First Reading of Ordinance 1093, an Ordinance Amending and Reenacting Chapter 20-06 of the Valley City Municipal Code re City Lodging Tax.

City Attorney Martineck stated there have been several changes to the lodging tax.  There are no changes on the tax itself, we are making changes for the wording to be consistent with Century Code and removing the Visitor’s Committee from deciding how the funding will be spent.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve First Reading of Ordinance 1094, an Ordinance to Amend and Enact Section 15-01-16.2 of the Valley City Municipal Code regarding Surface Drainage and Storm Sewer System Cleaning and Maintenance Fee.

City Attorney Martineck stated previously this section said the fee for this service was set at $1.  There was language in the ordinance allowing us to amend this fee by resolution which is on the agenda tonight.  For clarity taking out the language in the ordinance where the fee is set at $1.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Resolution

Approve Resolution 2328, a Resolution Establishing Electrical Rates.

PW Manager Jacobson stated as they were going through the budget it was determined a rate increase was needed in a couple areas. Jacobson reported the areas that will be increased on the electrical rates.  

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Resolution 2329, a Resolution Establishing Rates and Fees for Solid Waste Services.

 PW Manager Jacobson stated he estimated with a loss this year of about $28,000 so we definitely need an increase.  The proposed increases would bring back a profit margin of 2.9%.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.  

Approve Resolution 2330, a Resolution Establishing Rates for Surface Draining and Storm Sewer Cleaning and Maintenance Fee.

 PW Manger Jacobson stated this is the final area that needs increases.  The ordinance discussed earlier was created in 2001 where $1 was to be collected from each resident.  That fee has not changed since but the cost in doing this maintenance has.  We’re asking to change that from $1 to $2.50 which would increase our revenues by $62,500.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

New Business

Approve Final Copy of the 2022 Employee Policy & Procedure Manual.

City Attorney Martineck stated it has been a couple years since any major changes have taken place to the Policy Manual and gave a brief overview of the changes taking place.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Service Agreement with Valley City Parks and Recreation and Valley City Convention and Visitors Bureau for Administration of City Lodging Tax.

City Attorney Martineck stated this is directly related to ordinance 1093.  The funds that are collected through the lodging tax will go to the VCPR to manage the day to day operations.  The CVB has been the recipient of those funds since the 80’s and will still be involved but they don’t have the capacity to be involved with the day to day operations.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Approve Request for Funds from VCBCDC for Resource Development Specialist (3 years).

Jennifer Feist stated this is to approve 3 years to support the Resource Development Specialist position.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Request for Funds from VCBCDC for Small Projects (2022). 

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Public Works Capital and Operating Budgets for FY22. 

PW Manager Jacobson provided a brief summary of the proposed budget.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

Approve Gaming Site Authorization Renewal for ND Chapters of Delta Waterfowl Inc.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop, Motion passed unanimously.

Approve Moving forward with NDDOT Maintenance Contract along I-94 Frontage Road from 12^th Ave e to Exit 294. 

City Administrator Crawford stated this is the area with Nextera.  The cost of the easement we need went up.  We talked to the NDDOT about transferring ownership however their executive office is not in agreement with this.  We came to an agreement and one of the pieces to that agreement is that we take over the maintenance.

Tracey Eslinger added that they have offered to add this to the Urban Roads program.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.   

Approve the NDDOT Urban Roads Project Submittal List for Fiscal Year 2023-2026.

Chad Petersen covered the planned projects for the Urban Roads projects.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

City Administrator’s Report

City Administrator Crawford stated they met regarding CLOMR.  It looks like we can do everything in the immediate areas we targeted and stay within city limits to do it.

The Little Dam is the Barnes County Water Resource District’s however there are pieces that do affect us.  We have been added the County Commission meeting in January to discuss. 

Some of the nodes are going bad that we need to do water readings.  They are under warranty so will be replaced but there is a large lag time.  So for awhile people may need to manually read and submit their readings.

City Updates & Commission Reports

City Assessor Hansen stated we have sent out the exemptions for properties that need to apply every year such as the churches.  The Homestead Credit applications for 2022 will go out the week after Christmas.

Fire Chief Magnuson stated to make sure your carbon monoxide detectors work.  Merry Christmas and Happy and Safe New Year.

Commissioner Gulmon thanked all the employees and our engineers for their hard work they did this year and wished everyone a Merry Christmas.

Commissioner Erickson wished everyone a Merry Christmas and Happy New Year.

Commissioner Bishop wished everyone a Merry Christmas and Happy New Year and is looking forward to a great year next year.

Commissioner Magnuson stated it looks beautiful with the snowfall that just came down.  We’ve also received some complements on the speaker system now that we have the volumes set.  Kudos to all of our employees, commissioners and staff, Merry Christmas.

President Carlsrud stated some of his family that hadn’t been here for a few years and they were amazed at how beautiful the community is and what a nice job everybody has done.  As we are getting closer to the holidays there have been several team building activities throughout our group which has been an opportunity to learn and have fun at the same time.  Thank you to all that were involved.  It seems like every time people get off work, we do something stupid and end up calling fire and rescue.  Those people are volunteers and have family they like to spend time with to.  Remember to be safe and think before doing something that could be injury.  Merry Christmas to all and a blessed New Year.

Adjourn

Meeting was adjourned at 5:54 P.M.

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

Members present: President Carlsrud, Commissioner Bishop, Commissioner Erickson, and Commissioner Gulmon, Commissioner Magnuson via Zoom

Others City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Administrative Assistant Johnson, Fire Chief Magnuson, Police Chief Hatcher

Pledge of Allegiance

Small Business saturday Proclamation

Recognition of Sherry Keys-2021 Outstanding Plant Operator Award

Approval of Agenda

Addition of N3-N6

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the October 19th, 2021 meetings, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approval of Consent Agenda

Approve Monthly Reports from the Fire Chief, Electrical Superintendent, Building Inspector Finance Director and Municipal Judge.

Approve Raffle Permit for the Valley City USBC Assn.

Approve Raffle Permit for the Art Club Valley City High School.

Approve Raffle Permit for SHINE. 

Approve Raffle Permit for VCSU Student Chapter of the Wildlife Society.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Ordinance

Approve First Reading of Ordinance 1090, an Ordinance to Amend and Reenact section 15-02-03 of the Valley City Municipal Code relating to new electric service installation.

City Attorney Martineck stated this is for the owners outside of city limits to pay their fair share for installation and for above ground installations over 200 feet the owner is responsible for in city limits.

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

Resolution

Approve Resolution 2324, a Resolution to enroll In and Offer the NDPERS Defined Benefit Hybrid Retirement Plan to all Eligible Employees.

City Attorney Martineck stated this is the plan that will be offered to all employees.  Resolution 2325 is the Safety Plan and 2326 is the Differed Compensation plan.  It is our desire of the city to offer all three of these plans to eligible employees as an option and will be required to all future employees.  It is no extra cost to the city and no current employee will be required to go on the plan.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Approve Resolution 2325, a Resolution to enroll in and Offer NDPERS Public Safety Retirement Plan to all eligible City Employees Classified as Peace Officers or Firefighters.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.  

Approve, Resolution 2326, a Resolution to enroll in and Offer the NDPERS 457 Deferred Compensation Plan to all Eligible City Employees.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

New Business

Approve Monthly Bills for the City and Public Works in the Amount of $1,780,769.92

Finance Director Richter reported we are at $1,780,770 which includes debt service at $137,419, Forestry & F&B Grants at $33,461, PFP CLOMR, $14,670, Fire Hall Addition at $85,186, West End Lift Station at $276,799, construction projects at $418,313 and MRES at $288,800.  The remaining $526,122 is for our regular operations.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

Approve for Signatures the 2021 Barnes County, ND Multi-Jurisdictional Multi-Hazard Mitigation Plan once the Plan is approved by the ND Department of Emergency Services. 

Commissioner Gulmon moved to approve, seconded by Commissioner Erickson.  Motion passed unanimously.

Approve Employer Participation Agreements for NDPERS Defined Benefit Retirement Plan, Public Safety Retirement Plan, and Deferred Compensation Plan.

City Attorney Martineck stated for each of the resolutions passed for NDPERS there’s an associated contract.  Everything has been reviewed and appears to be in order.  The plan is to have these effective January 1^st.

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

Appoint Authorized Agent for NDPERS retirement plans.

City Attorney Martineck proposed to add himself as the primary authorized agent and Brenda Klein, Avis Richter and Gwen Crawford be authorized agents as well.

Commissioner Gulmon moved to approve, seconded by Commissioner Erickson.  Motion passed unanimously.

Approve City payroll contribution to NDPERS.

City Attorney Martineck stated we are required to designate how much of a contribution that the city will make towards the retirement plan.  The city is currently making a 10% contribution to the current plan and we are recommending 10% also be paid towards NDPERS.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Approve renaming Street Specialist, Sanitation Specialist, and Water/Sewer Specialist positions as Public Works Specialists, reclassifying Publics Works Specialist I as B-21, and creating A-13 Public Works Technician Position.

City Administrator Crawford stated there would no longer be a Sanitation or Street Specialist 1, they would actually be called the Public Works Specialist 1. 

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

City Administrator’s Report

City Administrator Crawford reported that we have been working with the different departments on budgets. We will be setting up individual meetings with the different portfolio holders to go over each of the budgets.  We did get the final approval on the aprons for Loves but with the cold weather that will not be completed until spring.

City Updates & Commission Reports

City Attorney Martineck stated that he has done a preliminary review of the 2021 legislative changes and made a list of all the sections in the municipal code it affects.  Big thanks to Angeline, she is helping put together a preliminary draft.

Finance Director Richter reported that November 1^st was the deadline to send our annual installments for special assessment to certify them and send up to the county auditor so that has been completed.

Fire Chief Magnuson stated they put new doors on the fire department that were funded by some of the funds raised with their fundraisers.

Chad Petersen from KLJ stated over the course of the last year we have been trying to rectify what model to use and so we are through phase 3 of CLOMAR.  We have approximately one year to complete the CLOMAR.

Commissioner Gulmon stated cash reserves are strong.  As far as electrical we are lagging a little bit due to the warmer weather.  Thanks to Carl and Gwen for all the work on the NDPERS program, it’s going to be a great benefit for our employees.

Commissioner Erickson congratulated Sherry.  The Transfer Station will now be closed on Saturdays through May.

President Carlsrud thanked all our employees and congratulations to Sherry.  In October your electric power was on 100% of the time!   An extra shout out to our department heads and thanks for all you do and thank you to our commissioners for serving.

Adjourn

Meeting was adjourned at 5:37 P.M.

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

Members present: President Carlsrud, Commissioner Bishop, Commissioner Erickson, and Commissioner Gulmon

Others City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Administrative Assistant Johnson, Fire Chief Magnuson, Police Chief Hatcher

Pledge of Allegiance

Approval of Agenda

No Changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the October 5th, 2021 meetings, seconded by Commissioner Gulmon.  Motion passed unanimously.

Approval of Consent Agenda

Approve Parade Request for the Parade of Lights on December 2^nd on Central Ave. to 4^th St. starting at 6:00 PM.

Approve Raffle permit for NDak Hereford Association for the date of December 4^th at the ND Winter Show.

Commissioner Gulmon moved to approve, seconded by Commissioner Erickson.  Motion passed unanimously.

Resolution

Approve Resolution 2318, a Resolution Providing for the Issuance of Certification of Indebtedness, Series 2021, for the Purpose of Financing the Addition to the Existing Fire Hall.

Finance Director Richter stated earlier this summer we submitted an application for a state infrastructure loan which was approved.  We are now at the point for the certificate to be issued and then there will be a closing in November.  It is a $500,000 loan at 2% for 20 years which can be paid off early with no penalty.

Commissioner Gulmon moved to approve, seconded by Commissioner Bisho.  Motion passed unanimously.

Approve Resolution 2319, a Resolution Approving the Replat Request of Lot 4 Block 2 and a part of block 4 of Beyer Industrial Acres.

City Attorney Martineck stated the Planning and Zoning Commission recommends approval with the conditions set forth in the resolution.

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

Approve Resolution 2320, a Resolution Approving the Plat Request of Land Located Between 8th & 9th Ave NW and North of 10th St NW – includes Lots 4-8 and Part of Lot 3 Block 1, Hyland Park Addition, plus Lots 3-7 and Part of Lot 2, Block 2 Replat of Hyland Park Addition.

City Attorney Martineck stated this has gone through planning and zoning twice.  When the municipal code was amended to change some of the guidelines for the multifamily district it went through for the second time and there were some additional townhomes added to the plan.  The Planning and Zoning Commission recommends approval with the conditions listed in the resolution.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.

Roll Call: Erickson-nay     Bishop-aye      Gulmon-aye     Carlsrud-aye
Motion carried.

Approve Resolution 2321, a Resolution Amending the Master Fee Schedule.

City Administrator Crawford stated the police department provides fingerprinting and the cost for the maintenance to keep the machine up is expensive.  We would like to continue to provide the service but we need to do so at a rate that is not causing us to lose money.  We contacted other counties that provide the service.  Ransom is the closest to us and they charge $30.  Our proposed schedule change would be to start immediately with the $30.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

New Business

Approve Annual Maintenance Certification for Urban Federal Aid Projects.

Chad Petersen from KLJ stated that on all of our DOT urban road projects we have to certify that we are maintaining those projects as agreed upon in the maintenance agreement.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

City Administrator’s Report

City Administrator Crawford stated that we have been working with MDU to find out what can be done to get natural gas into our area that isn’t already being serviced and the cost is pretty substantial and there are some additional issues but we’re still in the conversation.

We are also coming up on the end of several of projects that have been taking place.

City Attorney Martineck reported that they are in the final stages of making changes to the policy manual.

Fire Chief Magnuson reported that Team Fire won the blood drive.

Chad from KLJ reported the construction on the Main Street Streetscape project was completed last week.  There is still some programming that needs to be completed on the lights, right now they’re just set up on a timer.  That will be completed the middle of November. 

Landscaping on Central Avenue is getting worked on now and 7^th Ave should also be wrapped up this week.

City Updates & Commission Reports

Commissioner Gulmon expressed his thanks to the City employees.

President Carslrud stated that city employees are in the service business and with any service business a lot of the times you only hear the things that go wrong.  We have an awful lot of stuff that goes right around this place we don’t often enough say thank you so Commissioners and all of our City staff, thank you very much.

Adjourn

Meeting was adjourned at 5:16 P.M.

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, and Commissioner Gulmon

Others City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Administrative Assistant Johnson, Fire Chief Magnuson, Lieutenant Rustebakke.

Pledge of Allegiance

Approval of Agenda

No Changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the September 21^st, 2021 meeting, seconded by Commissioner Erickson.  Motion passed unanimously.

Approval of Consent Agenda

Approve Monthly Reports from the Fire Chief, Electrical Superintendent, Building Inspector Finance Director and Municipal Judge.

Approve Block off Street Request for Connect Church on Central Ave S from 3^rd St s to 4^th St S and then 3^rd St SW to 2^nd Ave SW on October 31st, 2021 for the Trunk or Treat event.

Approve Raffle Permit for St. Catherine’s Elementary School for Drawing on November 5^th, 2021.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

PUBLIC HEARING

Public Hearing for Issuance of New Class E Alcoholic Beverage Licenses to TBD Inc.  

President Carlsrud declared the public hearing open.

Commissioner Magnuson moved to close hearing, seconded by Commissioner Gulmon.  Motion passed unanimously.

Commissioner Bishop moved to approve issuance of new class E Alcoholic Beverage License to TBD Inc., seconded by Commissioner Magnuson.  Motion passed unanimously.

Public Hearing for the Replat Request of Lots 10-12 of Andrus and Sifton’s Addition. 

President Carlsrud declared the public hearing open.

Commissioner Gulmon moved to close hearing, seconded by Commissioner Bishop.  Motion passed unanimously.

            Commissioner Magnuson moved to approve resolution 2314, a resolution approving the replat     request of lots 10-12 of           Andrus & Sifton’s Addition, seconded by Commissioner Gulmon.           Motion passed unanimously. 

            Open Public Hearing regarding Special Assessments for 5^th Avenue NW Reconstruction       which includes Paving Improvement District No. 118, Storm Sewer Improvement District No. 53, Sanitary Sewer Improvement District No. 65, and Water Main Improvement            District No. 101.

            Deputy Auditor Klein stated the Special Assessment Commission met last Wednesday for the 5^th Ave projects.  The commission approved the assessments as is but had two recommendations.  The first recommendation being the city keep working on the landscaping and grass areas where        needed on boulevards and also that the city pick up the cost of the sealcoat.

President Carlsrud declare the public hearing open.

City Administrator Crawford requested the term the seal coat will be completed in be added and recommended 2 years.  6^th Street will be completed next year which is why we don’t want to do it then, they will intersect each other.

Commissioner Gulmon moved to close the hearing, seconded by Commissioner Magnuson.  Motion passed unanimously.

             Commissioner Magnuson moved to approve the special assessments as recommended by the        Special Assessment Commission with boulevard improvements and the city to pay for the           seal coat in 2023, seconded by Commissioner Gulmon.  Motion passed unanimously.

Ordinance

Approve second and final reading of Ordinance No. 1089, an Ordinance Adopting 2022 City Budget.

Finance Director Richter stated there has not been any changes since the first reading and we have not received any input, comments or letters so I recommend it pass as stated.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

      Approve Second and Final Reading of Ordinance 1088, an Ordinance Approving Text         Amendments to Titles 11 and 16 of the Valley City Municipal Code. 

City Attorney Martineck stated after the first reading we tabled the second reading of this ordinance for the opportunity to receive comments and evaluate some of the language.  There are some changes that took place indicated in blue.  This has been reviewed by the Planning and Zoning Commission as well.  City staff recommends approval.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Resolution

Approve Resolution No. 2316, a Resolution Approving Final Plans & Specifications for Master Lift Station Upgrades and Authorizing Engineer to Advertise for Bids.

Chad Petersen from KLJ stated this was bid earlier this year and the bids came in high.  We’re rebidding the same project with a better timeline and more lead time for materials to start construction early spring next year.  We will bid late October for construction next year.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Resolution No. 2317, a Resolution Approving Final Plans & Specifications for Main Street Storm Sewer Outlet (Elks) and Authorizing Engineering to Advertise for Bids.

Chad from KLJ stated this is to bid the gravity discharge by the Elks building.  Bidding will take place at the end of the month for construction in 2022.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

New Business

Approve Monthly Bills for the City and Public Works in the Amount of $2,383,908.22

Finance Director Richterreported we are at $2,383,808.22 with MRES at $459,000, purchase of Valley Implements at $470,000, BND debt $348,400, Bluescope for the Fire Hall addition invoice of $78,000, Infrastructure and construction was $372,000 the other two sirens were $21,500.  Payroll was high at $428,000 due to paying the annual fire department payment.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Application for Property Tax Exemption for Improvements to 231 2^nd Ave NE.           

City Assessor Hansen stated this is for a 5 year exemption for a commercial property and she recommends a do pass.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

City Administrator’s Report

City Administrator Crawford reported that Sandy can only do her job when she knows about projects so if there is anything you know going on out there let her know.  Aprons are being considered for Loves to help with turning and the cross traffic. 

City Updates & Commission Reports

Fire Chief Magnuson reported that this week is National Fire Prevention week so events will be taking place for that.  October 12-13 is the Battle of the Badges blood drive, please donate.  The new rural truck arrived. 

Chad from KLJ provided a construction update.  The milling was completed on Streetscape Phase II by Thursday it should be open.  Signage should happen Monday or Tuesday.  The streetlights and signals should be going up next week as well.  7^th Ave and 4^th St. paving starts tomorrow, most of the concrete work should be complete.  Paving should be wrapped up the end of this week and the seeding and landscaping should take place next week. 

Commissioner Gulmon reported that the finance committee met last week and discussed finances through August of this year.  We also reviewed the sales tax report which was positive, it’s up 41% through July of 2021 which is about $467,000.  That impacts property tax relief, development and R&R funds.  Food and beverage tax is up about 37% and occupancy tax about 21%.  We reviewed the 2021 budget, general funds and public works and things are running pretty much as planned for this year.  Garbage is running at a deficit so there may need to be some adjustments in the future.  Reserves in both the general funds and reserves are strong.  Valley City will receive $992,000 for the American Rescue Plan and that will be used for underground.

Commissioner Bishop thanked the fire department and the unseen work they do for our community and also to the police department and the work they do that we don’t know about.  If you see them shake their hand.

President Carlsrud requested people to respect the piles at the leaf drop site.  Do not drop in the middle of the driveway, try to get it as close to the piles as you can.  We have openings for employee, please check the website. Thank you to everybody.  

Adjourn

Meeting was adjourned at 5:36 P.M.

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop,

Others City Administrator Crawford, City Attorney Martineck via Zoom, Finance Director Richter, Administrative Assistant Johnson, Fire Chief Magnuson, Police Chief Hatcher.

Pledge of Allegiance

Oath of Office for Police Officer Joshua Reign

President Carlsrud recognized Deputy Auditor Klein for successfully completing her certified city auditor course.

Approval of Agenda

No Changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the September 7^th and September 13^th meetings, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approval of Consent Agenda

Approve Raffle Permit for District 24 Republicans for Drawing on December 18^th, 2021.

Approve Parade Application for VCHS Homecoming Parade on September 24^th, 2021 on Central Ave.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Josh Johnson from VCPS requested to make a public comment.  He stated back in August there was a conversation regarding school facilities.  Through the covid funds the last couple of years the school has received dollars that up to this point have been unobligated.  Conversation took place around updating the current school structures, building new and consolidating of several schools and offices.  On September 24^th meetings will be announced in the month of October that will invite the community for discussion regarding these topics.

Resolution

Approve Resolution 2313, a Resolution Approving the Replat Request of Lots 2-4, 11-16, and 19-21, Block 1 of Prairie View Addition.

City Attorney Martineck stated at the last PZ meeting the commission heard an application to subdivide existing lots in the Prairie View Subdivision for residential purposes.  There were several community members that attend and once they heard what the plan was to move forward they didn’t seem to have any objections.  That was approved by the zoning commission and city staff is also recommending approval to include the conditions listed in the resolution.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Resolution 2315, a Resolution Approving the Replat and Variance Request of Lot 1 Block 2 NP West 5^th Addition and Lots 1-2 and Outlot A, Block 1 NP West 6^th Addition. 

City Attorney Martineck stated this was also presented in the last PZ meeting.  The PZ commission and city staff recommend approval.  There are still some conditions that need to be worked out with the sale that Gwen has been working on.  With that we recommend approval with the conditions that are being listed.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.

City Administrator Crawford added that Mr. Zubrod is aware of the easement behind his property that Bobby Koepplin is working on.  What we were not aware of is that Bobby had talked about a parking lot down by the area where the shared entrance would be.  Dave is not okay with that.

City Attorney Martineck stated that with the last conversation he had with them his understanding is that he wants the parking to be on the frontage road south of Main Street just south of where the approach would be.  Not sure if that would be an actual parking lot or street parking with signage to the trail.

City Administrator Crawford stated we would have to work with the DOT on the right of way but that part’s different but this resolution is good as is.

Motion passed unanimously.

City Administrator’s Report

City Administrator Crawford stated on the 7^th Ave project they will be getting all the concrete prepped this week and poured next week.  The paving will be the following week.  The paving was pushed back just because Border States wasn’t able to get here.  The temps. still look good and the completion date isn’t until Oct 16^th so they’ll be ahead of that game.

Mike Strom updated that the Streetscape has most of the concrete done on Main Street.  They should be finishing up on the concrete mid next week.  The signals should be all upright mid next week and that way they can order for the company to come up to set the timing.  The mill and overlay is floating in between the 7^th Ave project and the other project.  They’re trying to move that up if they can to the end of September otherwise it could go until the second week of October.  This also has a substantial completion date of October 16^th and they should be on track for that.

City Administrator Crawford stated on the 5^th Ave project there are some seeding issues.  We got them out there today to spray to kill the weeds.  It is our understanding that you have to have that done for 10 days before any seeding is done to make sure the weed killer won’t kill the seed.  We will get a letter out to let that area know what is going on.   

City Updates & Commission Reports

City Attorney Martineck stated there were some interviews with internal candidates for the Assessor in Training position and then formally offered the position to Tina Current.  There is an 18 month plan in place for her with Sandy retiring sometime next fall.  We now have an opening for the Admin I position in Public Works.

Finance Director Richter stated last spring the loan for the fire hall addition was discussed.  An update on the loan through the Bank of ND, we are well on our way of being approved for that loan. 

Fire Chief Magnuson reported that they are making progress on the addition.  Fire Prevention week takes place Oct. 3rd-9th.  The battle of badges blood drive is scheduled for October 12^th-13^th at Stoudt Ross Ford.

Police Chief Hatcher added that anyone can sign up online or call one of the Chiefs to get you signed up.  We are looking for new donors to help expand our pool.

President Carlsrud stated covid numbers are a little higher than they were last year but we have better ways to mitigate and battle covid at this time, get vaccinated.  If you have questions about the vaccination talk to your healthcare provide.  They will be more reliable than Facebook.  To all our employees a thank you. 

Adjourn

Meeting was adjourned at 5:25 P.M.

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

Members present: President Carlsrud, Commissioner Bishop, Commissioner Magnuson, Commissioner Erickson,

Pledge of Allegiance (Please Stand)

New Business

N2.  Consider Raffle Permit for the Valley City Lions Club on September 14^th, 2021.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

N1.  Discuss Valley City Municipal Code Section 15-01-12.1 regarding Assessment of Unpaid Utility Charges.

President Carlsrud asked the public for comments.

Dick Lorenz stated he has some rental property and doesn’t object to it going on the taxes but feels the rental owners should get some sort of notice ahead of time.  If the tenants are 30 days late there should be notice.  It would also be nice to get notice when tenants disconnect.

City Administrator Crawford stated we do give notice about 45 days to both the landlord and tenant.

Dick requested notice sooner.

City Administrator Crawford explained our current deposit policy for new accounts.  Also added that we trying to work things out.  Before the landlords weren’t able to call in and check on a tenant’s bill.  We are thinking of having the tenants sign something that makes the landlords able to check the status of the account. 

Mike Payson questioned if anyone has thought about how this affects affordable housing?  Some of the landlords may look at raising rent as a way to help cover the utility bills.  The other concern is energy assistance.  If the landlords are paying the utilities the tenants lose the ability to receive energy assistance.

City Administrator Crawford stated there may be some landlords that choose to do it that way but many won’t because they can’t control how much someone uses the utilities.  For the energy assistance, yes, they have to have the utility in their name to receive the assistance.

Mike Payson added he did not feel the utility bills should not be placed on the landlords, that it should be put back on the city or government.

Dean Ross stated he doesn’t think it’s the landlord’s responsibility.  He bases his rent including the utilities because it’s all electric heat so in the winter it’s substantial.  What happened to making them responsible for paying for their utilities?  Isn’t that why there is a deposit?  What if you get a tenant that is upset with the landlord, will they purposely not pay their utility bill just so the landlord gets stuck with it?

City Administrator Crawford stated the city will still do what they can to get the bill paid.  There is approximately $15,000 per year not getting paid.  A lot has to do with once they are gone there is no way to get to them.  

Commissioner Magnuson added that we are having this meeting to hear from the landlords because we didn’t do that prior to creating the ordinance.  Magnuson questioned if Dean thought the unpaid bills should be put onto the rest of the people’s bills that are paying them because that’s where they’re going now?

President Carlsrud added that we did have 3 public meetings regarding this topic that were published in various places and no one showed up.  It gets to be a cost if we send letters every time for people to show up.  We are here today to listen to ideas because it’s not fair to the people of our community to have $15,000 to go on the tax roll.

Mike Payson added that this could be tough for young investors.  If it’s an average of $15,000/year maybe they city could think about adding that into the budget?

Commissioner Magnuson requested a fair solution.  Dean mentioned that $15,000 is pennies to the city but then someone else will come back and say we just spent $500 on garbage cans and that’s a great deal of money.  So $15,000 we’ll just write off goes to everyone that’s paying utility bills.  Are you okay with covering somebody that’s not paying their bills?  Do you make the deposit $1,000?  Chances are if they are renting they can’t afford that.  Now you’re running the small investor out of business because they can’t rent to them because they can’t afford utilities.  We’re open to suggestions.

Mike Payson suggested assessing it to everyone in the city because it would be such a small amount.  I don’t see that it should be a burden on the landlords when it’s more of a governmental or energy assistance thing.

Commissioner Magnuson stated a question was presented to him by a couple that could not attend the meeting.  Hypothetically if they rented from someone and didn’t pay their bill so the landlord was stuck with it and then they just jump to someone else’s apartment.  Can we track if they’re delinquent?

City Administrator Crawford stated there could be a question added to the form when they apply.

Commissioner Bishop stated what we’re doing now is trying to fix the problem after it happens.  What we need to focus on is not letting the problem happen.  Do landlords run credit checks on their tenants or the city on people coming in to get utilities?  Maybe your deposit is based on your credit score?  Maybe that has to be worked out where the city and landlord has it worked out together.

Mike Payson stated there is a facility in town that has not been managed well and 50% of their units have not been rented.  Think of the burden on that landlord when you’re down 50% of tenants and some that don’t pay rent on time and now they’re getting hit with unpaid utilities.

President Carlsrud stated if we work together we have a better chance of getting the cost causer to be the cost payer.  We can come together to lessen the chance of those getting away with fraud or theft, whatever you want to call it.

City Attorney Martineck added that the ordinance was drafted to be discretionary so it’s not like on January 1^st there will be a drop dead date.  It’s just there if we need to use it.

Adjourn

Meeting was adjourned at 5:44 PM.

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

Members present: President Carlsrud, Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, and Commissioner Gulmon

Others City Administrator Crawford and City Attorney Martineck, Finance Director Richter, Administrative Assistant Johnson, Deputy Auditor Klein, Police Chief Hatcher.

Pledge of Allegiance

Approval of Agenda

No Changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the August 17^th and August 30^th, 2021 meetings, seconded by Commissioner Erickson.  Motion passed unanimously.

Approval of Consent Agenda

Approve Monthly Reports from the Fire Chief, Electrical Superintendent, Building Inspector Finance Director and Municipal Judge.

Approve Raffle Permit for Sheyenne Care Center.

Approve Parade Application for VCSU Homecoming Parade on Oct. 2 at 10:30 AM on Central Ave from 12 St. NE to the VCSU Foot Bridge.

Approve Block off the Street Request from RL Stearns for the alley running East/West at Ace Hardware from beginning September 8^th for about 2 weeks.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

PUBLIC HEARING

Public Hearing for 2022 City Budget.

President Carlsrud declared the Public Hearing Open.

Finance Director Richter gave overview of the 2022 budget.

Steve Jorissen commented about the city taxes going up about 10%.  Wondering what is going on?

Finance Director Richter stated there were a couple factors in the 10%.  When you take the increase on the value of your home, I believe it’s 5.8%.  Last year for the budget we reduced our mill levy by 4.51 mills.  We had Covid CARES funds for about $100,000 to offset that, to buy down our mill levy.  We no longer have that so we brought the mill levy back up to what it was before we have the Covid CARES money.

Steve Jorissen asked if what we are saying is that this year budget is pretty much like it was about 2 years ago.  Overall what is the dollar amount that the budget went up?

Finance Director Richter stated for the general fund the expenditures increased $138,609.

Commissioner Bishop moved to close the hearing, seconded by Commissioner Gulmon.  Motion passed unanimously.

Commissioner Gulmon moved to approve the first reading of Ordinance No. 1089, an Ordinance Adopting the 2022 City Budget, seconded by Commissioner Magnuson.  Motion passed unanimously.

New Business

Approve Monthly Bills for the City and Public Works in the Amount of $2,347,996.56

Finance Director Richter reported about $283,000 in PFP because of purchasing the maintenance building and also the two vacant properties.  The new equipment lease for $68,000, BND some PFP debt service due for another $64,000, invoice for the FD addition for $53,000, construction projects are around $750,000 and MRES is another $460,000.  The remaining balance is our employee salaries and insurance.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approve Valley City Barnes County Development Request for Funds.

Jennifer Feist stated this is requesting $10,000 to assist with the drain analysis in the Northwest Industrial Park. 

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion passed unanimously.

Consider the Valley City Barnes County Development Corporation’s request to Retain $188,000 of Economic Development Funds.

Jennifer Feist stated this request is because we recently accepted an offer to purchase a building in the Northwest Industrial Park.  We are planning to construct a new manufacturing type building in that area.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Consider Granting Easement to Barnes County Park Board for Monson Trail.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Approve City Administrator to Negotiate Sale of City Lot Located North of West Main Street in NP Additions 5 and 6.

City Administrator Crawford stated she presented the offer of $48,200 for the property that we own which also included the right of way and the easement for the Monson Trail.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Consider Site Authorization for Barnes County Wildlife Federation at the Valley City Eagles Club on April 2, 2022. 

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

City Administrator’s Report

City Administrator Crawford stated we closed on a cold storage building for the PFP.  We also closed on the PFP lots that were able to be built on so we could protect that.  The property to the west is being used as community gardens but we spoke to the owner and they can keep doing what they’re doing until we’re ready to build the flood wall.  The closing on the Valley Implements building should be this Thursday at 9 am.

City Updates & Commission Reports

Chad Petersen from KLJ updated on the construction.  Main Street Streetscape the rain last week slowed progress a little bit along with some of the basement windows we encountered under the sidewalk that has been there for years.  The concrete work on that block should be done early next week and then we’ll be shifting to the concrete work between 2^nd and 3^rd.  We’re making progress and still on schedule.  We’re still waiting for a term date for the mill and overlay on south Central. We have some parades coming up and need to make sure we’re communicating with them.

The recommendation to fix the drain by the Elks is to take bids this fall so there is a contractor in place and get the materials ordered to do the work this spring.

Commissioner Gulmon stated a couple meetings ago a discussion took place about a collaboration with the Park District and CVB about a Marketing Coordinator.  That is nearing completion, interviews are taking place this week.

President Carlsrud thanked to all that worked on the budget.  Our water department has reported that our water supply is in a good position so we aren’t likely to go on any restrictions.  Thank you to our Police Department and the Fire Department.   

Adjourn

Meeting was adjourned at 5:35 P.M.