Tuesday, January 5th, 2021

5:00 PM

Via Zoom

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 present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, City Assessor Hansen, PW Accountant/Manager Jacobson, Police Chief Hatcher, Chad Petersen from KLJ, Operations Superintendent Klemisch, Gloria Swart, Jennifer Feist, Torrey Morehouse (Trademark Tooling)

Approval of Agenda

Added NB-8 and NB-9

Approval of Minutes

Commissioner Gulmon moved to approve the December 15th minutes, seconded by Commissioner Magnuson.  Motion carried.

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 $1,290,121.10         
3. Approve 2021 Tree Trimming and Removal License for Pine Country Nursery.
4. Approve 2021 Application to Operate Mobile Home Park for
   • Plecity Mobile Home Park.
   • Viking Drive Estates.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion carried.

Public Comments

There were no public comments.

Ordinance

 1.  Approve First Reading of Ordinance No. 1069, an Ordinance Creating a Perpetual Restrictive Covenant for Structures to be removed in Accordance with the State Water Commission.

City Attorney Martineck stated part of the phase IV of the PFP the City used State dollars to buy out properties which are listed in the Ordinance.  State Water Commission requires us to place convenient on what is built on those properties, how structure have to be built if there placed there.  The property is supposed to remain as open space.

Commissioner Erickson moved to approve, seconded by Commissioner Bishop.  Motion carried.

Resolution

1.  Approve Resolution 2265, a Resolution to sell Real Property at a Private Sale.

City Administrator Crawford stated she had gotten a request at someone purchasing the property on 5th where the house exploded.  This is the first step towards the sale of properties the city owns.

Commissioner Erickson moved to approve, seconded by Commissioner Gulmon.  Motion carried.

New Business

1. Approve Transformer Purchase Request.

Electrical Superintendent Senf presented quotes earlier.

Commissioner Bishop moved to approve, seconded by Commissioner Erickson.  Motion carried.

2. Approve Economic Development Contract.

Jennifer Feist requested approval for the presented agreement which is actually in place until December 31, 2029.  This agreement allows us to go through every 2 years to make sure the contract reflects what we’re doing.  Added was the addition of the Retention and Recruiting Coordinator.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion carried.

3.  Approve Procurement Committee Final Report – 6^th Street Engineering.

City Attorney Martineck stated the city is scheduled to do a street reconstruction, water main replacement and a partial sanitary sewer replacement in 2022.  Due to the project qualifies for State Water funding we went out for an RFQ.  We received qualifications from 4 engineering firms.  We went through the interview process and ranked the firms.  KLJ/Moore ended up being the firms with the top priority so the committee is recommending the city hire them to do the preliminary engineering on this project.     

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.

Erickson-nay    Magnuson-aye  Bishop-nay      Gulmon-aye     Carlsrud-aye    Motion carried.

4.  Receive Payment In Lieu of Taxes request for Trademark Tooling and Schedule date for a Public Hearing.

Finance Director Richter stated he is looking for a 10 year PILOT. The schedule is included in packet.  Whatever decision is made will be contingent on receiving the lease agreement. 

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion carried.

5. Approve Valley City CARES Business Assistance Program.

Commissioner Gulmonstated the committee that consisted of himself, Commissioner Magnuson, City Administrator Crawford, Finance Director Richter and PW Accountant Jacobsen           met to discuss ways to help businesses within the city during these difficult times.  The proposal is to leverage $200,000 in CARES dollars for Chamber Bucks and receive a 25% benefit.  There are some exclusions such as medical, dental, RXD, bills.  The sales could begin on February 6^th and would continue until out.  The Chamber Bucks would be open to all businesses, not just Chamber members.  If we committed $200,000 and another $12,000 for expenses and waive the     remainder of the beer licenses for 2021 totaling $21,000.  The total CARES expenditure would be         $233,000. 

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion carried.

6.  Approve Updates to Covid 19 Cares Act Relief Fund.

Finance Director Richterreported on the changes for the revenues we’ve received and the expenditures to date.  We’re estimating $91,000 for the December CARES revenue.  Prior to the Prairie Dog money we used $150,000 for Streetscape II.  Now that we have Prairie Dog funds which lightens up the load for R&R.  We would request to take the $150,000 extra out of the R&R instead of the CARES freeing up more of those funds for other items.  The other item for $100,000 is for property tax reductions that our citizens did get, not intentionally, but they did. The mill levy was calculated differently this year than prior years and the city ended up with a 4 mill reduction than what was expected.  The next item is the bars and restaurants Covid relief but that’s where the $233,000 would go leaving us with $28,000 in our CARES relief fund.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop.  Motion carried.

7.  Approve Amendment to the City Emergency Order.

President Carlsrud stated the Governor has changed his order again.  Requesting to amend the Emergency Order to follow the State order so it doesn’t need to be addressed every time.  If there is something that we don’t agree with we can address those items.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop. Motion Carried.

8.  Approve Moving Forward with the 7^th Ave NW Reconstruction and 2^nd Ave NE Reconstruction Projects for 2021 Construction.

City Administrator Crawford stated this is a project that was started in 2019 but it is shovel ready.  One of the reasons it was put off was due to funding.  PW feels that due to it being shovel ready and other chain events happen from this that this project is what we need to move forward with.  It replaces storm sewer, water mains and will help with fire protection.  We would need a contract amendment to help with updated costs. 

Commissioner Erickson moved to approve, seconded by Commissioner Bishop.  Motion carried.

9.  Discuss City Engineer.

Commissioner Bishop stated if we have a City Engineer and they are also bidding project, who is going to hold them accountable?

Commissioner Bishop motioned if KLJ wanted to the City Engineer they can’t bid on projects.  If they want to bid they resign as City Engineer, Commissioner Erickson seconded that motion.

Magnuson-nay Bishop-aye       Gulmon-nay     Erickson-aye    Carlsrud-nay    Motion failed

City Administrators Report

City Administrator Crawford stated she had been investigating lots of things.  Working with PW to get a plan together on what they think are most critical action items and then speak with the engineers.  We have now sent out reviews to the department heads and those will take place on the actual anniversaries of the employees so they aren’t all done at once. 

 

City Updates & Commission Reports

Police Chief Hatcher updated that he was working on the new policy manual.  Anybody that lives on the snow emergency routes, please make sure your cars are removed when snowing.

Commissioner Gulmon thanked the Commission for the support with the new Business Assistance program. Thanks to Kay and the Chamber for the background work and the work going forward to get this ready.  Thanks to Gary, Gwen and Avis for the collaboration, I think this program will make a difference. 

Commissioner Erickson thanks the City crew for their work.  Also a gentlemen thanked the fire department for not destroying many more equipment than they had to when they put out his fire.

Commissioner Bishop thanked the Fire Department, they’ve been out a lot lately.  Also thanks to the Police Department.

Commissioner Magnuson thanked the Commission for their leadership abilities for helping the city grow.

President Carlsrud thanked all of our employees.  The first trip through a snow event is something.  As citizens we have to remember they can clear our streets pretty fast after a snow event but please drive for the conditions.

Meeting was adjourned at 6:02 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 present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, City Assessor Hansen, PW Accountant/Manager Jacobson, Police Chief Hatcher, Chad Petersen from KLJ

Approval of Agenda

Added New Business 9

Approval of Minutes

Commissioner Bishop moved to approve the December 1st minutes, seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

A.  Approve 2021 Permit to Sell L.P Gas for

            1.  CHS Inc. dba Dakota Plains Ag

            2.  Petro Serve USA #071

B.  Approve 2021 Tree Trimming and Removal License for Ross’ Tree Service.

Commissioner Erickson moved to approve, seconded by Commissioner Bishop.  Motion carried.

Public Comments

There were no public comments.

New Business

1.  Approve 2021 Application to Operate Mobile Home Park for 

            a. Rockwater LLC

            b. Richard Plecity Trailer Court  (City Administrator Crawford)

City Administrator Crawford stated she and Lance inspected a few of the mobile home parks and there’s a little bit of junk but nothing that wouldn’t be handled a different way.  Richard Plecity Park only has 3 spots open but are licensed through the state to have 5 so we will keep them at that.  These parks are okay.

Commissioner Magnuson moved to approve, seconded by Commissioner Erickson.  Motion carried.

2.  Discuss 2021 Application to Operate Mobile Home Park for Viking Drive Estates. (City Administrator Crawford)

City Administrator Crawford said there were some problems with the garbage trucks because of the pavement heaving.  We are looking into what needs to be done.  First step is speaking with the owners and what needs to be improved.  It is in the application that the park has to be up to the city’s standards.  If we can wait on approving it we would like to so we can discuss further.

Consensus was made to postpone until next meeting.

3.  Approve Public Works Capital and Operating budgets for FY21.  (PW Manager Jacobson)

PW Manager Jacobson stated in total we are pretty much the same as last year.  For the electrical department we are requesting a reduction of about 1% due to less consumption.  For the water department we are asking in total for an increase of about 3.7% mainly due to increasing the maintenance on the mains and the depreciation on some new equipment.  For the sewer we are going down 2.4% which is mainly transferring labor and associated benefits to the water department.  Garbage we are increase 1.8% for the recycling subsidy.  Street department we are going up 1.2% due to payroll increase.  Total the budget compared to current year we are going down $7000.  We are falling within the range we like to keep everything so we are not looking at any type of increase for this year.

For the capital budget we are asking for $1.6 million.  Some of the major projects are $260,000 for the master lift upgrade, $100,000 new Service Center and cold storage building and an item that was approved back in 2018 $260,000 and the rest of the smaller projects which total up to the $1.6 million.

Commissioner Bishop motioned to approve the Public Works capital operating budget for 2021, seconded by Commissioner Magnuson.  Motion carried.

4.  Review and Award bids for 2021 Vehicle Purchase.  (Police Chief Hatcher)

Police Chief Hatcher stated he received bids from the three local manufacturers to replace the red 2007 Ford 500 vehicle.  The lowest bid is Miller Motors with a 2021 Dodge Durango at $26,329.  That is budgeted into the 2021 year and will be delivered then.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion carried.

5.  Approve Engineering Committee Recommendations.  (Commissioner Gulmon)

Commissioner Gulmon stated the committee met with KLJ and Moore to discuss services and costs.  The committee recommends moving forward with KLJ/Moore for the City Engineering services.

Commissioner Bishop expressed his concerns that this nothing is changing and when this process started it was to have an individual that is separate from a firm.

Commissioner Erickson stated we were going to find an engineer that would not bid on the projects while they were the city engineer and we are not doing that right now.

President Carlsrud questioned if quality control and conflict of interest were discussed.

Commissioner Gulmon stated that he did not think they did but as stated previously all these professional firms have ethical standards to meet to uphold their licensing.  Over the years KLJ has been doing projects and if there would have been ethical issues they would have been brought up.  He also stated that we are getting enhanced services, two professional companies that can bring a lot of expertise and background to the community with planning and zoning, future growth opportunities, I think we’re getting a lot more.

Commissioner Gulmon motioned to enter into a contract with KLJ/Moore for engineering services and we continue to utilize Mike Blevins from Midwest Inspection Services for building inspections, seconded by Commissioner Magnuson.

Bishop-nay      Gulmon-aye     Erickson-nay    Magnuson-aye  Carlsrud-aye     Motion carried.

6.  Approve the NDDOT Urban Roads Project Submittal List for Fiscal Year 2022-2025 (KLJ)

Chad Petersen from KLJ presented a list of projects that are currently programmed through the NDDOT along with a location map.  There are three projects listed in 2021, due to some delays and challenges with the drainage project, that will be moved out to the 2022 fiscal year.  Also for 2022 is the slide area.  The mill and overlay project on west main and the frontage road can be planned to be moved to the 2023 season due to the work on the slide repair and drainage area may impact the work on the mill and overlay project.  At a previous meeting we talked about turn lanes for Petro, those were not included with that project.  Investigating different opportunities to fund that project we found we could make it eligible through the Urban Road program as a new project.  The recommendation is to modify the scope of work for 12^th Street North to expand the project to 8^th Ave and Winter Show Road for those turn lanes.  It increases the cost of the project by about $50,000 with about $40,000 being funded through Urban Road program.  Also programmed in 2022 is the 6^th Street NW project and in 2023 there are two reconstruction projects planned on 5^th St NW and 3^rd Street NE.  Both are prioritized on the Urban Roads program due to replace water mains.  In 2024 the city was able to secure funding through the Highway Safety Improvement Program on behalf of the Parks and Rec for flashing beacons at the crosswalk from Gaukler to the Bubble and from 4^th St SW by the Rec Center to provide a safe crossing.  It is recommended that these projects are approved for the 2022-2025 fiscal year.

Commissioner Gulmon moved to approve, seconded by Commissioner Magnuson.  Motion Carried.

7.  Approve City Administrator’s Review.  (President Carlsrud)

President Carlsrud stated he had sent out about 14 requests for information and about 10 returned.  His recommendation is to move forward as contracted.

Commissioner Gulmon stated in the 6 months Gwen has been here she has done a great job.  She has provided great leadership skills, empowers and supports staff which has improved morale she is very dedicated to success of staff and community and takes a common sense approach. She also does a lot of back ground work. We are fortunate to have her.

Commissioner Gulmon moved to approve, seconded by Commissioner Erickson.  Motion carried.

8.  Consider Emergency Orders 2020-02.4 and 2020-05.3 re extension of City COVID Plan.  (President Carlsrud)

President Carlsrud stated last month we extended and amended our emergency order to coincide with the state and Governor’s declaration and I propose we do that again.

City Attorney Martineck added the governor’s order was extended until the 8^th and the health department order for the mask mandate was extended until the 18^th.  As of right now the city’s order includes both the mask mandate and the large event regulations which goes until January 8^th.  At that point we can see if that is extended again by the state, if not I anticipate we would just extend the mask mandate until the 18^th at that time.

President Carlsrud stated at this time his proposal is to move forward and stay in concert with the state.

Commissioner Erickson asked if we had to go along with the state.

President Carlsrud responded that it is easier when there is one set of rules.

City Attorney Martineck stated if the city did not have a local order the state order would still apply.

Commissioner Gulmon moved to approve, seconded by Commissioner Carlsrud.

Gulmon-aye                 Erickson-nay                Magnuson-aye              Bishop-aye       Carlsrud-aye

9.  Approve Quote for Light Fixtures for the 2021 6th Street Reconstruction Project.  (Electrical Superintendent Senf)

Electrical Superintendent Senf stated he would like to keep them looking same.  They still have the fixtures, the bases changed but isn’t noticeable, I would like to order them.

Commissioner Erickson moved to approve, seconded by Commissioner Bishop.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated there are several things being worked on one being the pole counts. This is supposed to be done annually but has not been done for several years.  We have given Century Link our counts and are waiting to hear back from them.  There is also supposed to be a fee paid to the City annually but it looks like 2005 was the last time it was paid.

Metal is not to be dropped off at the recycling   center.  It is across the road from the landfill.

There were some issues figuring out occupancy for some of the buildings.  Next year when they do building inspection of fire inspection we will be adding the occupancy to our report.

City Updates & Commission Reports

City Attorney Martineck stated bids were requested for the land by the lagoons and the Transfer Station.  One bid was received and we entered into a contract with that person.  We previously were getting $25/acre but with the bidding process we were able to get $63.41/acre.

An RFQ was sent out for the 6^th Street project.  Four qualification statements were received and interviews were held last week.  We will prepare a report and present that at the next meeting. 

Finance Director Richter stated this is the last meeting of 2020 and we will be working on closing the books and start working towards the 2020 audit.  We have the field work scheduled the end of March and Gary has the inventory scheduled and he can report on that.

City Assessor Hanson wishes everyone Merry Christmas and Happy New Year.

PW Manager Jacobson stated the inventory count is scheduled for January 6^th.  Also, kudos to everyone in the office.  Earlier this week our merchandise accounts receivable has always had aging balances.  As of this week anything over a month old is zero.

Commissioner Magnuson stated the VCFD was filling food baskets tonight for those in need.

Police Chief Hatcher stated they were continuing to shop for the Santa Cops for Kids and hopefully delivering those the next week.

Chad Petersen from KLJ wished everyone a happy and safe holiday.  Also thanked everyone for the opportunities they’ve had working with the city this past year and look forward to it for 2021.

Commissioner Gulmon wanted to let the community know that the city is in a strong financial position.  We were able to maintain the mill levy for 2021 and have strong cash reserves.  Also, you may have seen Fargo and Grand Forks have been addressing certain restaurants that have been affected due to COVID.  After hearing that and visiting with Mayor Carlsrud and City Administrator Crawford, maybe we should set up a committee to see if there is something we can do to help some of these businesses that were affected.

Commissioner Erickson thanks the Public Works and all involved in the budgeting.  There is discussion that they may put out recycling drops at the new Handy Hardware.  Have a Merry Christmas and Happy New Year.

Commissioner Bishop wished everyone a safe and happy new year.  If you see the VCPD or VCFD wish them a happy holiday season as a lot of them will be working as we enjoy time with family.

Commissioner Magnuson wished everyone a Merry Christmas and Happy New.  Also would like to see a committee formed to help out these local businesses.

President Carlsrud stated they do have some information out on what could be done to help the local businesses and we have some information coming back to us.  Shout out to recycle.  There is a lot of cardboard this time of year and it’s really important to recycle that.  Thanks to Valley City and the greater Barnes County area.  In the 30 days the order was in place our numbers have went way down.  Our Public Works folks have been getting extra work done all over town with the fall we’ve had.  Appreciate the city crew too as they work on closing the year and beginning a new one. Thanks to the Commissioners for serving, it’s important to give back to the community. 

Meeting was adjourned at 6:09 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 present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, PW Accountant/Manager Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ, City Assessor Hansen.

Approval of Agenda

Remove Consent Agenda A.

Approval of Minutes

Commissioner Bishop moved to approve the 10/20/2020 minutes seconded by Commissioner Magnuson.  Motion carried.

Proclamation

Shop Small Proclamation was read by President Carlsrud.

Approval of Consent Agenda

A.  Approve Chamber of Commerce Parade Permit. -Removed

Public Comments

There were no public comments.

Ordinance

1.  Approve first reading of Ordinance No. 1067, an Ordinance creating and enacting Section 19-01-08 of Valley City Municipal Code re penalty for violation of City emergency orders. (City Attorney Martineck)

City Attorney Martineck stated our emergency declaration ordinance lacks a penalty clause.  This would allow the city to enforce the emergency orders that are in place.  Recommendation violation of any emergency order now or in the future would be an infraction with a maximum penalty of $1,000.

Commissioner Gulmon motioned to approve, seconded by Commissioner Bishop.  Motion carried.

2.  Approve first reading of Ordinance No. 1068, an Ordinance Amending and Reenacting Sections 8-06-07 and 8-06-12 of the Valley City Municipal Code, related to removal of stumps and renewal of licenses.  (City Attorney Martineck)

City Attorney Martineck stated it was recommended earlier this year that some changes be made to the ORD.  The first change would be when a tree is removed the stump has to be removed within three weeks.  There would be consequences for any licensed tree remover failed to comply.  They could lose their license, suspend or not renew for the following year.

Commissioner Bishop motioned to approve, seconded by Commissioner Erickson.  Motion carried.

New Business

1.  Approve Small Projects Funding for Oct. 1, 2020-September 30^th, 2021- $20,000. (Jennifer Feist)

Jennifer Feist stated we use these dollars to help pay for taxes and special assessments.  The balance is then used for new projects and a little bit of maintenance.

Commissioner Gulmon motioned to approve, seconded by Commissioner Magnuson.  Motion carried.

2.  Approve Resource Development Specialist – Funding Increase – $4,000.  (Jennifer Feist)

Jennifer Feist stated we typically secure for 3 years at a time.  This is the last year for that time frame and we would like an increase.  We will look at the next three years when we get a little closer to that time.

Commissioner Bishop motioned to approve, seconded by Commissioner Gulmon.  Motion carried.

3.  Approve R&R Coordinator – Funding Increase – $10,000/year for two years.  (Jennifer Feist)

Jennifer Feist stated this is a recruiting and retention position.  This has been funded internally for the first two and a half years to make sure it is a valuable position and people would use it. It has proven very valuable and companies are wanting and needing.  We have had significant changes with the overhead, specifically we are adding healthcare benefits for this position.

Commissioner Bishop motioned to approve, seconded by Commissioner Gulmon.  Motion carried.

4.  Consider Accepting Project No. UGP-SU-2-990(057), PCN 22043-CPR-Streetscape Phase I – Central Ave N.  (KLJ)

Chad Petersen from KLJ this project was completed in 2019.  A final review was completed last fall with the NDDOT and city representatives.  All work has been completed and as a final project close out for the NDDOT the city needs to accept the project.

Commissioner Magnuson motioned to approve, seconded by Commissioner Gulmon.  Motion carried.

5.  Consider Accepting Project No. SU-SS-2-990(053)057, PCN 21095 – Storm Sewer Improvement District No. 50 (KLJ)

Chad Petersen from KLJ stated this project was an NDDOT Urban Roads project finished in 2019.  A final inspection has been completed.  In order to close out the project we need the City to accept it.

Commissioner Gulmon motioned to approve, seconded by Commissioner Bishop.  Motion carried.

6.  Approve City Engineer Selection Committee Final Report.  (City Administrator Crawford)

The City created a description of the proposed project and prepared a formal invitation to the firms that submitted.  The City determined that three were entitled to interviews based on the qualifications.  The firms were all asked the same questions and ranked based on the responses.  KLJ/Moore Partnership was ranked number one.  From here if approved the City commences with negotiations.  If we are unable to come to an agreeable contract we would move to the second party. 

Commissioner Erickson commented that he feels KLJ should be taken out of it for number 9 (regarding the willingness to forego submitting RFP/Q’s for City projects).  He feels there will be conflict of interest if they are the City Engineer and doing the projects.

Commissioner Magnuson stated he is finding it difficult to spend the money on any firm to hire as a consultant to tell us what needs to be done.  There is a way to request RFP/Q’s the same way we are doing on 6^th street.

Commissioner Bishop questioned if the building inspecting fees were passed on to the person building.

City Attorney Martineck stated the City recently passed a resolution allowing those fees to be passed on to the builder for commercial projects.  On residential we still see the costs.

Commissioner Gulmon motioned to approve, seconded by President Carlsrud.

Roll Call: Magnuson-aye          Bishop-nay      Gulmon-aye     Erickson-nay    Carlsrud-aye

Motioned carried.

Next steps will be to assemble a negotiation and set up a meeting with KLJ and Moore reps.

7.  Discuss Mask Plan Emergency Order.  (President Carlsrud)

President Carlsrud stated one of the discussions was going to be to address the penalty but that was already done so this can be a discussion for anything related to the mask mandate.

City Administrator Crawford commented on the committee that was formed for the large group events stating the committee is fine but the final decision should still be brought in front of the Commission.

President Carlsrud requested City Administrator Crawford develop a form based on the questions they have seen come through and see where it goes from there.

City Administrator Crawford also mentioned with the mandate that we can be stricter but not more lenient so with the Governors changes to the emergency we need to decide what we want to do.

Commissioner Gulmon motioned to follow the Governor’s order.

City Attorney Martineck stated he would draft an amendment to the emergency order.

Commissioner Erickson motioned to abide by the Commissioner’s orders and amend the agenda, seconded by Commissioner Bishop.  Motion carried.

President Carlsrud stated in a previous discussion it was mentioned partnering with City County Health on sharing expenses on the campaign for the masking but since that time we have the Governor’s order.  That has changed some of the necessity for the marketing.

Commissioner Bishop questioned if the Governor was going to help with the funding to advertise.

Finance Director Richter stated she was not aware of any additional funding being available.

President Carlsrud stated he support collaborating with the CCH but feels the numbers need to be reevaluated due to the recent changes.

8.  Discuss Liquor Licenses.  (Commissioner Magnuson)

Commissioner Magnuson stated he was asked due to the recent deduction in capacity and earlier closings if the City would be willing to waive the liquor license for the remainder of the year.

Commissioner Magnuson motioned to forgo the second half of the liquor licenses for bars and restaurants excluding off sales, Commissioner Gulmon seconded.

President Carlsrud asked if there was any thought regarding as previously mentioned waiving a portion.

Commissioner Magnuson amended his original motion to reflect waiving half of the second installment, seconded by Commissioner Gulmon.

Motion passed.

9.  Approve Preliminary Engineering Reimbursement Agreement with NDDOT (Project No. NHU-2-094(175)928, West I-94 Business Loop hill slide).  (City Administrator Crawford)

City Administrator Crawford stated the cost will be about $1 million broken down as $809,300 federal, $90,700 state and our local share would be $100,000.  We have to sign the agreement going forward stating we will take care of our local share.  If we backed out of the agreement we would be responsible for the DOT share along with our portion.

Commissioner Bishop motioned to approve, seconded by Commissioner Magnuson.  Motion carried.

10.  Approve Tobacco Permit for Loves Travel Stop & Country Stores, Inc.  (Finance Director Richter)

Finance Director Richter stated we are allowed to have 14 tobacco licenses in town, Love’s would be the 14^th due to Shopko closing.  They have submitted the application but no payment.

Commissioner Magnuson motioned to approve pending payment, seconded by Commissioner Gulmon.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated evaluations will be completed on the anniversary dates of the employees.

Tina is working on a recycling campaign.

December 15^th the metal recycling bin will be moved across from the City Dump.

City Updates & Commission Reports

Public Works Manager Gary Jacobson sated he will be setting up meeting with the portfolio holders for the Public Works budget so that can be on the Finance agenda.

Police Chief Hatcher stated Brandi has been out and about, there have been a lot of vehicles out on the street and she is working on getting them cleaned up.  Several of the big projects we have had are getting cleaned u, some of the other properties are coming up on their 30 days so we will be counting on the city crew to help with those if needed.  If you see junk piling up on the street or properties give the Police Department a call.

Commissioner Gulmon thanked Theresa and staff at City County Health for providing the assistant to the community and council for us.  Wishing everyone a Happy Thanksgiving.

Commissioner Erickson commented for everyone to be safe and wear your mask.

Commissioner Bishop wishing everybody a happy and blessed Thanksgiving and stated to be safe. 

Commissioner Magnuson stated to have blessed Thanksgiving and wear your mask.  We still have some beautiful days so get out and walk.

Mayor Carlsrud thanked the cities and employees for their efforts in regards to the mask mandate. Thanksgiving is coming, be safe.  Household spread is one of the biggest downfalls we have.  Make sure you take the cautions that are available to you.

Meeting was adjourned at 6:50 PM

Valley City Special Commission Meeting

Friday, November 6th, 2020

12:00 PM Meeting, via Zoom

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

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, Commissioner Gulmon

Others Present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, Police Chief Hatcher, VCSU President, Dr. Buhr, CCH Director Theresa Will

Approval of Consent Agenda

1.  Approval of Raffle Permit for the Art Club Valley City High School.

Commissioner Bishop motioned to approve, seconded by Commissioner Magnuson.  Motion carried.

New Business

1.  Discuss COVID

President Carlsrud stated we are now in orange.  The bullets were sent as to where we should be with our rulings and procedures at the orange level. 

Information on the orange level:

 -Only essential workers and essential travel are recommended.

-For businesses choosing to remain open the following is recommended:  Wear facemasks and all non-essential businesses are limited to 25% rated room capacity while social distancing.

-Limit individual family groups, party sizes to one household or 10 people per party.

-Outdoor spaces follow industry specific Smart Restart protocols.

-Operators should post their temporary occupancy limit on all entrances.

-High risk individuals and their care givers should avoid crowds and large gatherings.

-Cancel gatherings of all size where social distancing cannot be maintained.

The next thing is to discuss group events, any thoughts?

Commissioner Bishop stated he’s not sure where churches are at right now but that may need to be addressed for them to cut back to the 25% and encouraging masks for everybody including restaurants and bars.

Dr. Buhr stated when you read some information it says where a mask when you can’t stay 6 feet apart.  That doesn’t hold because if you cough that can go further than 6 feet.  I say you are very close to shutting down bars and restaurants again.  I feel nothing will work if you don’t see a sign requiring you to wear a mask.  Some enforcement of that is a good idea of course but this facility requiring you to wear a mask is the biggest thing.

Theresa Will added she agrees with Dr. Buhr but there are some common sense things people are ignoring.  If you get in a vehicle with someone that is not in your household, you need a mask.  If you are in employment somewhere and you have other employees, you need to wear a mask.  That will help keep your business open.  Don’t go for lunch or sit at a meal with people that aren’t in your group.  As City and County employees we can be examples, I encourage us to mask.  We are working on a Mask Campaign and will be going door to door with information for businesses offering hand sanitizer, masks and a poster for their window.

Josh Johnson at the school district emailed they have very few cases but they have a number that are in quarantine and kids are going home and getting it from their parents.

VCSU President Al Lafave stated they have been doing okay as a campus.  They have a mask requirement and several protocols in place.  The number that is impacting them is the quarantine.  11 students on campus 38 off campus and 11 employees because of close contact.  Our dashboard will also include a tab that shows recovered cases.  We are looking at carefully post-Thanksgiving, we are concerned about what could happen after due to students traveling home.  We have a large number of students that have chosen to synchronous in their course delivery post-Thanksgiving.  We are here to support the City & County in what we can do to help get that message out.  I do see a higher use of mass in the community.

City Attorney Carlsrud questioned a requirement for anybody planning for a larger event would need to receive permission prior and discuss what restriction they are putting in place to follow the guidelines.

Commissioner Bishop feels it’s a good idea to know what is going on.  What’s the number we put on that they have to get permission.

Commissioner Gulmon feels it is time to implement a mask mandate.  We should also, along with CCH and the Chamber, send information to our businesses to hang.  We don’t’ want our businesses to close again.  Also, other places have imposed an 11 PM bar closing, is that something we should we discuss?

Commissioner Magnuson stated he is in favor of 11 PM bar closings.  From what I seen there are a lot of issues with the healthcare.  Until you get those fixed you have walking time bombs out there that don’t even know it.  Testing earlier and getting test results back earlier than 7 days is a must.  If you don’t have to go out, don’t.  If you or your kids aren’t feeling well, don’t go to work or school.  We are becoming complacent and passing things off as allergies or a cold.

President Carlsrud stated a comment from the Governor was that they were partnering with additional places to help speed up the results.

City Attorney Martineck stated under the previous COVID 19 emergency that was signed we have the ability to make any additional restrictions or guidelines necessary.

Sharon Buhr, Chair of the CCH Board, stated she would like to bring up two things.  We will be going door to door to businesses with the words mask up but we need the words to come from you in order to say “mandate.”  Also the money.  We won’t be charging anything to go door to door but we do need funds so we can do mass media campaigns.  So I am asking from our board to your board for some monetary support.

Commissioner Gulmon motioned to form a committee to assess large group requests, close bars and restaurants at 11 PM and enact a mask mandate for a 30 day timeframe; seconded by Commissioner Bishop.

Commissioner Bishop- aye Commissioner Gulmon-aye Commissioner Erickson-nay Commissioner Magnuson –aye Commissioner Carlsrud –aye

Motion carried.

President Carlsrud requested thoughts around actions keeping our employees safe.

Commissioner Magnuson requested the same as last spring. Social distance, spread out breaks, wash hands, wear masks.  Not proposing closing buildings at this time.

Meeting adjourned at 1:10 PM

The City Commission Meeting began on Tuesday, October 20th, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2^nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

Others present: City Administrator Crawford, City Attorney Martineck, Deputy Auditor Klein, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ.

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Magnuson moved to approve the October 6 and October 12, 2020 Meeting minutes seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

1. Approve Application to Block off Street Request from JE Dunn Construction for the dates of 11/2/2020-11/6/2020 on Viking Dr. SW, from 4^th Ave SW to VCSU Student Center Drive Way for the Center for the Arts Underground utilities.

• Approve Raffle Permit for North Dakota Hereford Assn. for the date of 12/5/2020 held at the North Dakota Winter Show.

Commissioner Erickson moved to approve the Consent Agenda, seconded by Commissioner Magnuson.  Motion carried.

Public Comments

There were no public comments.

New Business

1. Form Selection Committee for City Engineering/Planning Services (RFQ).  (City Administrator Crawford)

City Administrator Crawford stated we have three companies that turned in for an RFQ.  Before we can set time lines we need to form a committee.  City Administrator Crawford stated she and Operations Superintendent Klemisch would be on the committee, City Attorney Carlsrud recused himself, President Carlsrud, Commissioner Erickson, Commissioner Gulmon, Commissioner Magnuson and Commissioner Bishop all stated they would like to be on the committee.  Discussion also took place inviting Dan Bernhardt and/or Lance Coit to fill spots.

Commissioner Gulmon made a motion to form the committee as mentioned inviting Dan and if Dan declines invite Lance, seconded by Commissioner Erickson.  Motion carried.

• Consider Final Review and Acceptance for Paving Improvement District No. 121. (KLJ)

Chad Petersen from KLJ stated the seal coat was completed in June satisfactorily and we are working on the final review and acceptance.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated she received an email from Love’s and there is an issue with the weather and the asphalt plant shutting down.  We are evaluating our options. 

5^th Ave NW has issues between driveways and sidewalks but we want to get the first layer down.  There is a meeting tomorrow for our game plan.

Today was the first meeting on the I-94 landslide.  In 2021 they will lay out the plans and in 2022 would be the project. 

We realized the emergency flood protocols that are currently in place are great but we also realized we don’t have protocols in place for anything else really so we are working on that.

City Administrator Crawford also stated she did a ride along with Brandi from the PD and the crew from the North sanitation route.  It was beneficial to see firsthand the process and the issues these employees are facing.  With the upcoming snow there are vehicles that need to be moved.  The sanitation crew wanted to commend Bob for the work he did on getting several of the branches cleaned up.  An issue they also have is yards that have the wooden garbage holders.  Sometimes in order to get the can out you have to lift them really high and they can be heavy.

President Carlsrud thanked Gwen and added that on his walks he sees lots of cardboard and encouraged everyone to recycle.  If it is recycled it pays for itself but if it goes to the garbage we pay to have it removed.

City Updates & Commission Reports

City Attorney Martineck reported we had 2 applications for the City Planner/Building Inspector position.  We will be reviewing those in conjunction with the RFQ process.

Chad Petersen from KLJ updated on Streetscape Phase II that bids were open by the DOT last week and will have more information at the November Finance/Commission meeting.  Strata was the low bid at $2,197,000, the Engineering estimate was around $2,180,000.  More will be presented at the next meeting so a decision can be made.

Chad Petersen from KLJ provided an update on the 5^th Ave project.  Two blocks of curb and gutter are complete with three more to go.  The sidewalk work is happening and if not already complete the electrical is almost completed up to 12^th St.  Completion date is set for October 16^th but will likely extend beyond that but shouldn’t be by much.

Commissioner Gulmon stated in regards to the COVID situation it would be best if all citizens do our part.  Wear masks and encourage businesses to ask customers to wear masks.  We need to step up and do a better job.

Commissioner Bishop continued off of Commissioner Gulmon’s statement stating he knows firsthand as he is in quarantine now due to being in close contact. 

Mayor Carlsrud reported he was on a call with the Governor and City Mayors and they were calling it a COVID storm due to the escalation.  We are at about 41/10,000 active cases.  We’ve been doing a good job, we were down to about 25 a week ago.  We need to rededicate ourselves to doing the right thing.  Kudos to the Public Schools and University along with their employees represent around 2,750 people.  Infections in that group are in the range of 20.  The school systems are doing a great job and part of that is because they are wearing masks everywhere.

It’s simple, social distance, wash your hands, practice good hygiene and wear a mask when you can’t social distance.  Business owners and operators, Fargo is afraid this could move them to red down the road and we don’t want to go there.  I invite you to put signs on your door and when you can’t social distance put your mask on.  I don’t know how many can afford to be shut down again but I don’t want to see it.  Please help and respect the signs on the doors.

Meeting was adjourned at 5:24 PM

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

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, Commissioner Gulmon.

Others present: City Attorney Martineck, Deputy Auditor Klein, Fire Chief Magnuson, Police Chief Hatcher, PW Accountant/Manager Jacobson. 

Chad Petersen from KLJ and Jennifer Feist VCBCDC Director via Zoom.

Public Hearing

1. Open Public Hearing regarding the application for Rocking DD Properties for rehab of 358    North Central Avenue relating to the Main Street Program.  (Finance Director Richter)

President Carlsrud declared the Public Hearing open.

Commissioner Bishop motioned to close the hearing, seconded by Commissioner Magnuson.  Motion carried.

New Business

1.  Discuss Wick/Secarse Storm Drainage.  (City Administrator Crawford)

 Discussion took place and KLJ will draw up an estimate.

2.  Status update on Waterfront Meadows Infrastructure Installation.  (KLJ)

Chad Petersen from KLJ provided an update.

3.  Discuss Barnes Rural Water District Agreement Renewal.  (City Administrator Crawford)

Commissioner Bishop motioned to go with the water consumption charge that is presented, seconded by Commissioner Gulmon. Motion carried.

Meeting adjourned at 5:44 PM

The City Commission Meeting began on Tuesday, October 6th, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2^nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

Others present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, City Assessor Hansen, PW Accountant Jacobson, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ, Mike Opatz from Houston Engineering.

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Erickson moved to approve the September 15^st, 2020 Commission Meeting minutes seconded by Commissioner Magnuson.  Motion carried.

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 $1,514,647.38
3. Approve Block off Street Request on Central Ave S from 3^rd St S to 4^th St S and 3^rd St SW from Central Ave to 2^nd Ave SW for Connect Church Trunk or Treat event held on October 31, 2020 from 3:00 PM – 6:00 PM.

Commissioner Bishop moved to approve the consent agenda, seconded by Commissioner Magnuson.  Motion carried.

Public Comments

There were no public comments.

Public Hearing

PH 1.  Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Paving Improvement District No. 116 Central Avenue N. (Finance Director Richter)

President Carlsrud declared the public hearing open.

Finance Director Richter stated the Special Assessment Commission met on September 21^st and approved the Special Assessments as presented.  We are assessing out for 10 years at a 2.5% rate.

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

Approve Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 116 Central Ave N.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon.  Motion carried.

PH2.    Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Storm Sewer Improvement District No. 50 (Finance Director Richter)

President Carlsrud declared the public hearing open.

Finance Director Richter stated this public hearing was also held on the 21^st.  Several property owners attended via Zoom.  We are financing this with the Clean Water State Revolving Loan funds through the Bank of North Dakota.  This will be a 20 year assessment with a 2.5% interest rate. 

Commissioner Magnuson moved to close the hearing, seconded by Commissioner Bishop.  Motion carried.

Approve Special Assessments as recommended by the Special Assessment Commission for Storm Sewer Improvement District No. 50.

Commissioner Magnuson made a motion to approve, seconded by Commissioner Gulmon.

Discussion took place.  Commissioner Gulmon commented that it appeared the property owners would be assessed about 32%.  Finance Directory replied it was more like 35% of the local share and $.32 per sq. ft.  The way it is set up now we will be taking $880,000 out of the R&R fund.  If we take any additional out of the fund will delay future projects.

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

Ordinance

1. Approve second and final reading of Ordinance No. 1064, an ordinance to adopt and enact Section 1-01-16 of the Valley City Municipal Code related to cooperative purchasing.  (City Attorney Martineck)

Commissioner Bishop moved to approve, seconded by Commissioner Erickson.  Motion carried.

• Approve second and final reading of Ordinance No. 1065, an Ordinance Adopting 2021 City Budget. (Finance Director Richter)

Commissioner Gulmon motioned to approve, seconded by Commissioner Magnuson.  Motion carried.

Resolutions

1.   Approve Resolution No. 2260, a resolution to advertise for bids for farm lease.

Commissioner Bishop motioned to approve, seconded by Commissioner Erickson.

City Attorney Martineck stated this was discussed before and there was question regarding the land value.  We have since added documentation from City Assessor Hansen regarding what that value is in order to make an informed decision on what the minimum bid should be.

City Assessor Hansen stated per the soil surveys that land is a higher valued land but there are some drainage issues.

Commissioner Bishop motioned to approve, seconded by Commissioner Erickson.  Motioned carried.

2.   Approve Resolution No. 2263, a resolution amending Master Fee Schedule regarding building permit fees.

City Administrator Crawford stated it is about adding the words back on about the use of outside consultants for plan review, inspections, or both, including administrative and overhead costs: Actual cost.

Commissioner Magnuson motioned to approve, seconded by Commissioner Bishop.  Motion carried.

New Business

1.  Consider Visitors Committee recommendation for Image Enhancement Grant for Micaiah’s Studio of Ballet & LivFit Fitness LLC in the amount up to $955 for exterior signage.  (Mary Lee Nielson)

Visitor’s Committee Member Nielson stated the Visitor’s Committee and unanimously recommend giving this grant to Micaiah’s Studio of Ballet.  This is located on Central Ave. and will help dress it up.

Commissioner Gulmon motioned to approve, seconded by Commissioner Magnuson.  Motion carried.

2.  Consider Final Review and Acceptance for Permanent Flood protection Phase 2. (KLJ)

Chad from KLJ stated Phase II is the portion along Main.  This work was substantially completed in 2019.  There were a few items that were finished July of 2020.

Commissioner Bishop motioned to approve, seconded by Commissioner Magnuson.  Motion carried.

3.  Consider Accepting Certificate of Substantial Completion for Permanent Flood Protection Phase 2A & 3. (KLJ)

Chad from KLJ Phase 2A & 3 were considered substantially complete on August 11^th, 2020.  This allows us to reduce retainage in the contract.

Commissioner Bishop motioned to approve, seconded by Commissioner Magnuson.  Motion carried.

4.  Consider Quotes for Upgrading the Video Conferencing System in the Chambers.  (City Administrator Crawford)

City Administrator Crawford stated we received quotes for new video conferencing systems.

City Attorney Martineck said we received two quotes.  One was from Site on Sound from Fargo and that came in around $43,000.  I’m asking the Commission to reject that due to it being out of the budget.  The other was came in around $24,000.

Commissioner Gulmon motioned to approve, seconded by Commissioner Bishop.

Commissioner Bishop questioned analog stated in the quote versus digital.  Would like clarification on the quality prior to moving forward.

Motion carried.

5.  Approve moving forward with the Fire Hall addition and to explore financing options.

City Administrator Crawford stated we need to start taking steps forward.  We need the Commission to give Finance Director Richter the okay to explore financing options. 

Finance Director Richter advised she spoke with Tyler Marthaler, the Commercial Loan Officer for Dacotah Bank and he will speak with the Bank of North Dakota to make sure there are no glitches with using GSA.  After we hear from him the next step will be going to the Development Corporation to see if we qualify for the Flex Pace program.  Finance Director Richter requested clarification on the vote, if we are voting on signing a contract with GSA or voting to continue exploring the options.

Commissioner Bishop motioned to move forward with the bullet points outlined in City Administrator Crawford’s paper, seconded by Commissioner Erickson.  Motion carried.

6.         Discuss the Crestwood Hillside slide.  (KLJ)

Chad Petersen from KLJ stated this area has been an issue for the City for a number of years.  This last spring this was identified by the ND Department of Emergency Services as a possible project.  We will be going up there to see what options are available and see if we can move forward. 

City Administrator’s Report

City Administrator Crawford stated she would like to add “Discuss Wick/Secarse Storm Drainage” to the upcoming Special Meeting.

We realized the emergency flood protocols that are currently in place are great but we also realized we don’t have protocols in place for anything else really so we are working on that.

Also working on the Rural Water rates.

City Updates & Commission Reports

City Attorney Martineck reported he put out an advertisement for an in house Building Inspector/City Planner which closes on October 16^th.  Also did an RFQ which will close on October 20^th.

Finance Director Richter reported there is a Special Meeting scheduled for Oct. 12^th at 5:00 PM to have a Public Hearing on a Main Street Improvement Grant along with some additional items.

Fire Chief Magnuson reported that it is Fire Prevention Week.  Due to COVID we were not allowed in schools so we created a video and posted it to social media.  Fire Chief Magnuson also thanked his crew and their employers and family that allow them to leave to protect the community.

Police Chief Hatcher reminded everyone that the Battle of the Badges Blood Drive begins on Tuesday and to vote Team Law.

Chad Petersen from KLJ provided an update on the 5^th Ave project.  Two blocks of curb and gutter are complete with three more to go.  The sidewalk work is happening and if not already complete the electrical is almost completed up to 12^th St.  Completion date is set for October 16^th but will likely extend beyond that but shouldn’t be by much.

Commissioner Erickson extended his thanks to Jeff Differding for his many years of service.

Commissioner Gulmon reported the 2021 budget was approved and we are projecting our goal of cash reserves to remain at the 30%.  Great job on the Fire Department video.  Great job to Avis and the team on the budget.

Commissioner Bishop thanks the Street Department for the good job they did on clean up week.  They were pulled in all directions with the water main breaks

Commissioner Magnuson requested people get out, walk around and police your community.  We have a beautiful community, let’s keep it that way.  Shout out to Jeff Differding for all the great work he has done and to his successor, Clint, he will do a great job as well.  Vote Fire.

Mayor Carlsrud gave a shout outto City Administrator Crawford for receiving her City Auditors certification.  Thank you to all of those that are scurrying to get everything done before the cold weather comes.  Shout out to Jeff Differding, may you have a long, healthy retirement.  Thanks to the folks that are trying to fill his shoes.  We look forward to working with you too.

Meeting was adjourned at 6:00 PM.

The City Commission Meeting began on Tuesday, September 15, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2^nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

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

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

Others present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, City Assessor Hansen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Bishop moved to approve the September 1^st, 2020 Finance and Commission Meetings and minutes from September 3, 2020 Special Commission Meeting seconded by Commissioner Magnuson.  Motion carried.

Approval of Consent Agenda

1. Approve raffle permit for Sheyenne Valley Friends of Animals held on 12/11/2020 at Duttons Valley Gallery.

Commissioner Gulmon moved to approve the consent agenda, seconded by Commissioner Magnuson.  Motion carried.

Public Comments

There were no public comments.

Public Hearing

PH 1.  Public Hearing for 2021 City Budget.

President Carlsrud declared the public hearing open.

Finance Director Richter stated she had not received any correspondence regarding the public hearing.  The preliminary budget was submitted to the county before August 10^th as required.  Some budget meetings were held the end of July and beginning of August.  At those meeting $1,407,200 to be levied for the 2021 budget. 

Commissioner Magnuson moved to close the hearing, seconded by Commissioner Erickson.  Motion carried.

Approve first reading of Ordinance No. 1065, an ordinance adopting the 2021 City Budget.

Commissioner Gulmon moved to approve the first reading of Ordinance No. 1065, seconded by Commissioner Bishop.  Motion carried.

Resolutions

1.   Approve Resolution No. 2260, a resolution to advertise for bids for farm lease.

Decision was made to research the land value further before placing it for bids.  Resolution will be added to next agenda.

2.  Approve Resolution No. 2261, a resolution authorizing the issuance and sale of $300,000 water treatment assessment warrant for the 5^th Ave NW Project.

Finance Director Richter stated we applied for and received a safe drinking water loan through the Bank of North Dakota for a warrant up to $300,000 for the water main on the 5^th Ave NW project. 

Commissioner Magnuson moved to approve Resolution No. 2261, seconded by Commissioner Bishop.  Motion carried.

3.  Approve Resolution No.  2262, a resolution authorizing the issuance and sale of $675,000 wastewater treatment assessment warrant for the 5^th Ave NW Project.

Finance Director Richter stated this is for wastewater on the 5^th Ave NW project.  A low interest loan through the Bank of North Dakota and we would only draw the amount that we need to offset the special assessment.

Commissioner Gulmon moved to approve Resolution No. 2262, seconded by Commissioner Bishop.  Motion carried.

New Business

1. Consider options for Building Inspector and City Engineer.

City Administrator Crawford gave options of putting out an RFQ for an engineering firm that would also handle the building inspections.  Changing the position to a Project Manager/Building Inspector but would need to be a new job description.  If we went with an RFQ and kept Mike Blevins we would have to look at our fee structure.

City Attorney Martineck stated he wasn’t comfortable reposting the job description as is for the same position due to the lack of candidates and the one we had declined the offer.

Commissioner Gulmon made a motion to put out and RFQ for and Engineer as well as producing a job description for a Project Manager/Building Inspector, seconded by Commissioner Magnuson.

Commissioner Bishop stated he spoke with a couple of the engineering firms regarding the RFQ.  He stated their response was that they would not be interested in having someone in their firm in that position because that would make them ineligible to bid on jobs.

Roll Call:          Magnuson-aye  Gulmon-aye     Erickson-aye    Bishop-nay      Carlsrud-aye

Motion Carried.

2.    Consider RFP on 6^th St NW Reconstruction.

 City Administrator Crawford stated she spoke with Chad at KLJ and due to the things that go in place ahead of a project starting this needs to start now even though the project isn’t until 2022. 

Commissioner Bishop moved to approve the RFP on 6^th ST NW reconstruction, seconded by Commissioner Magnuson.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated today due to multiple issues we had some water mains break.  Due to the loss of pressure there is a potential of contamination therefore the State of ND requires us to be placed in a boil advisory.  We are continuing to get the information out the community.  A water sample will be driven to Bismarck on Wednesday and the soonest we will receive the results is by Thursday afternoon.

City Administrator Crawford thanked Public Works, for being immediately on top of it.  Also the office staff for handling all the calls.  The Fire Department for bringing in staff to help with the fire hydrants.

City Updates & Commission Reports

Fire Chief Magnuson Census come to an end September 30^th.  Please make sure you have completed your census. 

Battle of the Badges blood drive is October 13^th and 14^th.  More information to come but if you can donate blood please do so.

Chad Petersen from KLJ provided project updates.  Started on Phase II 5^th Ave NW, I think last Tuesday they started on the sanitary sewer.  Things are progressing. 

City Commissioner Gulmon thanks to everyone involved in clean up week.

City Commission Bishop gave a shout out to the Police Department and the Fire Department and encouraged the community to thank them if they see them out and about. 

City Commissioner Magnuson encourages everyone to get outside, walk and enjoy thecommunity.

President Carlsrud had a COVID spike the last few weeks.  Social distance, wash your hands and use a mask if you are unable to social distance.

Thank you to everyone that helped with the water situation today.  This may slow clean up week so be patient. 

MRES training tomorrow and the next day that a number of employees will be sitting in.

Be safe and be well.

Meeting was adjourned at 5:43 PM.

President Carlsrud called the meeting to order at 7:00 AM.

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Erickson, Commissioner Gulmon

Others Present: City Administrator Crawford, Finance Director Richter, Deputy Auditor Klein, City Attorney Martineck, Fire Chief Magnuson, Police Chief Hatcher

New Business

N2.  Review the City Engineer Position.

City Attorney Martineck stated it was brought up at the last meeting that there may be some alternatives than hiring our current candidate. 

City Administrator Crawford presented some thoughts on an RFQ to hire a firm to do those particular responsibilities other than hiring on staff.

City Administrator Crawford stated the candidate, Caleb, may not be the best for the City due to his concern on the building inspector side of things.

Commissioner Bishop stated he spoke with both Caleb and Dave Anderson recently.  Caleb stated he was still interested in the position and the building inspector part of the description was not a deal breaker.  Dave Anderson was able to learn this position without any prior schooling for it.  Caleb was concerned with the plumbing and electrical which Commissioner Bishop stated isn’t included in this position anyway.  He has an engineering degree and Commissioner Bishop feels he can do this job.

Commissioner Magnuson stated he sees this position as more of an engineer, project planner or someone that goes out and finds projects that need to be done and then we hire an engineering firm to do the rest.

City Attorney Martineck stated if he feels he can do it and the Commission feels comfortable let’s go ahead but let’s not set him up for failure.

President Carlsrud asked if this was a Commission hire.

City Attorney Martineck stated it is a City Administrator hire unless we were going to go a different direction we would want the Commission to vote on it.  Also, right now KLJ is our City Engineer.  They do preliminary design work and present that to the Commission.  The Commission votes on that then it goes out for bids.  Caleb would not be able to do that.  From the very beginning of that project you would be looking at hiring out.

City Commissioner Magnuson said Caleb could look at existing infrastructure and provide input and then oversee the project but anything else would have to be hired out.

Commissioner Erickson expressed his concerns of Caleb using this as a stepping stone.  Also asked what Caleb was asking for pay.

City Attorney Martineck stated he calculated $72,000-$79,000 based on his experience but Caleb did mention he would be asking for more since he had to wear so many hats, probably high seventies low eighties.  RFQ we don’t know cost until it is bid.

President Carlsrud agreed it was a lot of hats but questions requesting more money because that’s what is in the job description.  President Carlsrud would like to see the pay in the range you have calculated instead of higher.

Decision was made to negotiate with Caleb.

N1.  Consider changes to the Preliminary Budget

Finance Director Richter stated with the 2020 Cares Act for the Corona virus we have submitted 5 months of the law enforcements salaries and benefits to the state and based off what was sent in we have received money from the state to help offset the loss of revenue and increased costs we are having.  We have received the first 5 months, $435,056, from the state and will be receiving another portion estimated at $165,000.  This can be used for a wide range of items.

City Attorney Martineck mentioned they have a meeting on document management with Tyler, we don’t have a quote yet but that may want to be included in the budget.  Also the budget for the chamber and court, could that be covid related and receive reimbursement?

Finance Richter stated she will have to check into it as this money received may be in lieu of the other reimbursements that were submitted due to Covid.

City Commissioner Bishop stated he would like to see if something can be done with the windows at the PD.

Finance Director Richter stated that $15,000 was already added into the budget for that but can increase if needed.

President Carlsrud asked Police Chief Hatcher to get quotes so we know what to budget.

Consensus was made to move forward entering this into the budget.

Meeting adjourned at 7:57 AM