Valley City Special Commission Budget Proceedings
Monday, July 30, 2018
7:00 AM Meeting, City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher, Fire Chief Retterath

New Business

Continue discussing first draft of 2019 Budget

The commissioners listened to the following requests made by VC organizations:

Theresa Will, Executive Director for City County Health requested the city increase the support to CCH by 5% from $25,515 in 2018 to $26,791for the 2019 budget.

Amy Pederson, Recreation Manager and Ashley Martinson, Office Manager with the VC Park District requested $20,000 continued support to help with the operational costs of the Recreation Center.

Jennifer Feist, Director of Development for VCBC Development Corporation requested approval of $32,000 from Fund 240 for administrative services. That is an increase of $2,000 from last year.

Kaye Vinje, Executive Director of the Valley City Area Chamber of Commerce Board requested approval of $12,000, the same as in 2018.

Bobby Koepplin, Visitor’s Committee Chair requested approval of the Convention and Visitors Bureau (CVB) budget of $82,000. Occupancy Tax revenue is the source for CVB funding and the amounts disbursed is dependent on its tax revenue.

Bobby Koepplin, Visitor’s Committee Chair requested a $500 increase for the Beautification Committee to $4,500. The revenue source for the committee is from city sales tax dedicated to Retail Image Enhancement Fund 242. Commission approved using Retail Image Enhance funds for the committee on 04/15/14.

Chris Redfearn, Chair for the VCSU Department of Music represented the VCSU Community School of the Arts requested $1,500 for Valley Voices, same as in prior years.

Richter reported that the Valley City Troubadours requested $1,500 for 2019 which is the same amount as requested for the last 20 plus years.

Richter also reported that Community Services again didn’t need to request funding for 2019.

Fire Chief Retterath presented his department’s 2019 budget. He will be retiring at 2018 year-end and will be working on a new hire to replace him in the fall of 2018. Included in his budget is a part-time position for 1000 hours to continue as Preplanning Facilitator. Firefighters compensation increased by 2.3% (COLA). The other operational expenses for the fire department didn’t have significant changes for 2019.

The back entry to the fire hall needs to be replaced, so Fire Chief budgeted $5,900 in Fund 225 for that update. Also in Fund 225 is a $30,000 line item to go towards the addition to the Fire Hall. The addition is basically for the Rescue team and its equipment. The calls are for these services are typically outside of the city. The cost for the addition is estimated at $440,000. The City will be asking the County to contribute at least 80% of the cost. The City budgeted $30,000 for 2018, now in 2019 and again in 2020.

In the Renew and Replacement Fund 230 for the fire department, Gary is requesting $75,000 budgeted to go towards the replacement of the pumper truck with the plan to purchase one in 2022. Also in his equipment replacement fund is $18,000 for new pagers. The Fire Chief will submit a Homeland Security Grant application for 95% reimbursement. The last application was denied so he is hoping for success with the next application.

The Commission directed the Finance Director to increase the transfer from Electric Fund 601 to the General Fund by $100,000. The City is still well below the 20% of Public Works revenues available for transfer to the general fund for property tax relief. As for the 2019 Employer’s contribution to the HSA, it was recommended by Commissioner Erickson to keep it at the same as in 2018 with the employee required to match $420 for a family policy, $340 match for a single with dependent policy and $300 match for a single policy.

At 8:45 AM Meeting recessed until Wednesday, August 1^st at 7:00 AM

Valley City Special Commission Budget Proceedings Reconvened
Wednesday, August 1, 2019
7:00 AM City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher, Fire Chief Retterath

Continue discussing first draft of 2019 Budget

As directed during the July 30 budget meeting Richter increased the Electric Municipal Utility Transfer to the general fund by $100,000 from $900,000 to $1,000,000.

To maintain 30% cash reserves for 2019 appropriations, Richter increased it by $28,814, from $890,000 to $918,814.

Richter also added a 2018 transfer into the general fund for $494.30 for the purpose to close-out Fund 309 which is the retired 2005 General Obligation Bond Debt Service Fund used for financing the reconstruction of the Rainbow Arch Bridge.

After a comparison of the Commissioners salaries to salaries in Devils Lake and Jamestown, the city’s salaries for our governing body lags a bit from the other cities. Keeping in mind of the vast amount of permanent flood protection construction projects and infrastructure construction project that the Commissioners deal with on a regular basis and will need to continue to for the years to come, a salary equivalent to these other two communities is reasonable. After a lengthy discussion the salary for the governing body was increased in total by $7,175 for the five elected officials. The recommendation for the 2019 salary for the Commission President is $14,250 and for each of the four Commissioners an annual salary of $9,500.

The result of the above changes is a decrease to the first draft of the preliminary budget from 82.7 mills to 78.74 mills which is 3.96 mills. It’s a decrease of 1.13 mills from the 2018 budget. Residential and Commercial properties that didn’t have any change in their valuation will see a slight decrease in city’s property taxes from the prior year.

President Carlsrud asked the Commission and staff, if anyone had other items regarding the 2019 budget that they’d like to bring up for discussion. In hearing none, the Commissioners were ready to vote on the next two agenda items.

Approve proposed 2019 Salaries for the City of Valley City

Commissioner Bishop made a motion to approve the 2019 Salaries as presented and as updated during the Budget meetings. Commissioner Powell seconded the motion.

In discussion City Administrator reminded the Commission that this motion includes all departments within the city, more specifically the departments included in this budget and the Public Works departments. Public Works will be preparing their budgets later this fall. The 2019 salary schedule has a 2.3% COLA and a step increase for staff and increased Governing Body as recommended during that discussion. Motion passed unanimously.

Approve 2019 Preliminary Budget

Commissioner Powell moved to approve the 2019 Preliminary budget with the changes that were made as directed during the budget meetings by the Commission. Commissioner Magnuson seconded the motion. Motion passed unanimously.

Motion adjourned at 7:50 AM

Valley City Special Commission Proceedings
Tuesday, July 24, 2018
7:00 AM Meeting, City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Assessor Hansen, Building/Fire Inspector Andersen, Police Chief Hatcher, Chad Petersen from KLJ.

New Business

Consider committee recommendation to hire KLJ for construction engineering on 3^rd Avenue SE reconstruction project (UGP-SU-2-990(059)059 PCN 21846).

Commissioner Powell moved to approve hiring KLJ for construction engineering on 3^rd Avenue SE reconstruction, seconded by Commissioner Magnuson.

Roll Call: Magnuson – aye, Powell – aye, Bishop – nay, Erickson – nay, Carlsrud – aye. Motion carried.

Continue discussing first draft of 2019 Budget

Building Official/Fire Inspector Andersen presented his 2019 budget requests with no major changes from 2018. Clerk of Court, Chris Westerhausen then presented the Municipal Courts 2019 budget. Both were received with no changes from the commissioners.

The commissioners listened to the following requests made by VC organizations:

Sheryl Solberg for the Sheyenne Valley Friends of Animals requested the same support as in 2018 which is $1,000 plus and revenue for dog license net of the cost of the veterinary bills incurred by the city to impound stray cats and dogs.

Hilde van Gijssel, treasurer for Bridges Art Council requested financial support of $1,000 which is the same as in 2018.

Wes Anderson, Curator of the Barnes County Historical Society requested $4,000 to help support the Museum. The request remained the same as was in 2018.

Hilde van Gijssel, board member of the Public Library requested 8.2 mills for the 2019 budget. The reason for the request is to keep the amount levied for the library above 8 mill. If the amount levied drops below 8 mills, the Library would be negatively impacted by the amount the Library would receive from the State Library Grant. Political subdivisions that levy 8 or more mills for the Library receives 150% of State’s grant allocation. The Commissioners directed Richter to keep the mill levy the same as presented in the draft budget at 8.10 mills.

Police Chief Hatcher presented his department and capital budget to the Commissioners

General operations remains relatively the same as in 2018. Requesting a new position for a Community Support Officer or a code enforcer. The duties would include parking enforcement duties, animal control duties, patrolling parking lots and enforcement of unlicensed vehicles parked on private property, and also be the records manager backup to fill during the absence of the records manager. Currently, the Police Chief or a Police officer/sergeant fills in during the absence. Also looking for a $20,000 right hand drive jeep that would be used by that person.

Also under the capital purchases looking to replace the 2013 Tahoe, three laptop computers for the vehicles and two portable radios.

Requesting $10,000 for two of industrial dehumidifier to place in the basement and to also get a professional evaluation of the basement in the law enforcement center. Places in the basement wall are leaking during heavy rains and at times during the spring. The area is smelly from the humidity and there is concerns of mold and safe air quality. After the evaluation, determine what is needed to improve the air quality in the building.

Meeting adjourned at 8:50 AM.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Special Commission Budget Proceedings
Monday, July 23, 2018
7:00 AM City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Schoenack, Police Chief Hatcher

New Business

Discuss first draft of 2019 Budget

The value of a mill has increased by an estimated $573 from last year to an estimated value of $17,050. The County Auditor will determine the actual value of a mill later in Dec 2018. New growth and properties that moved off the exempt status attributed to $238 of the increase and the balance of $335 is the result of changes in valuations on existing properties.  To maintain the 0 mill increase, the city would need to decrease its mills by 1.6 mills from 2018 budget which is an increase of $18,594 in property tax revenue. The first draft of the budget increased the amount to be levied by $94,300.

Cash reserves remains the same at $890,000 which is at 29% of budgeted expenditures and is within the guidelines set in the City’s Fund Balance policy. The General fund revenues decreased by approximately $4,000 and expenditures increased by $118,093.

The proposed salaries in the 2019 budget includes a 2.3% increase for the cost of living allowance (COLA) and a step increase in the 25 year salary schedule. It’s an increase of $58,000 which is approximately a 4% increase in salaries and wages. Cost of Living Adjustment (COLA) is calculated using the Consumer Price Index, in the U.S. Department of Labor, Bureau of Labor Statistics report for the Midwest Region from May 2017 to May 2018.

Also discussed were the update to the City’s management information system (MIS) for $27,500, computer replacement inventory schedule and requesting to leave the City’s contribution to the employees’ health savings account (HSA) the same as in 2018.

At 8:35 AM Meeting Adjourned.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Special Commission Proceedings
July 17, 2018
5:00 PM Meeting, City Hall

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

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

Others Present: City Administrator Schelkoph, City Attorney Schoenack, Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Mike Strom & Kris Bakkegard from KLJ.

Approval of Agenda – Remove N3

Approval of Minutes

Commissioner Powell moved to approve minutes from July 2, 2018 meeting, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

A. Approve bingo permit for Chamber of Commerce
B. Approve Electrician License for Dakota Electric Construction Co., Inc.

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

Ordinance

Approve first reading of Ordinance No. 1035, an Ordinance Amending & Re-enacting Title 18, Parks
City Attorney Schoenack reviewed Title 18, Parks for the commission. Commissioner Bishop moved to approve Ordinance No. 1035, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve first reading of Ordinance No. 1036, an Ordinance Creating a Perpetual Restrictive Covenant for Structures to be Removed in Accordance with State Water Commission
City Attorney Schoenack reviewed Ordinance No. 1036 which creates a perpetual restrictive covenant on properties recently purchased by the City. City Auditor Richter stated the process is required for reimbursement from the State Water Commission (SWC) for the Permanent Flood Protection project.

Commissioner Erickson moved to approve Ordinance No. 1036, seconded by Commissioner Magnuson. Commissioner Powell inquired if infrastructure can be built, for example to water gardens in this space City Administrator Schelkoph if walking path requested, it would need SWC approval. Schelkoph stated utilities are not advisable as it interrupts the floodwall protection.

The motion passed unanimously.

New Business

Appoint Shannon Little Dog to the Renaissance Zone Authority Board for remainder of 3 year term that began July 1, 2018
Commissioner Powell moved to appoint Shannon Little Dog to the Renaissance Zone Authority Board, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve recommendation from Renaissance Zone Authority Board to approve application by Edward & Jilletta Anderson at 448 13th Street NW with a 5 year income tax exemption and a 5 year property tax exemption up to $250,000 for purchase of new home, designate it as VC-109

City Administrator Schelkoph reported the home is eligible for Renaissance Zone and recommends approval. Commissioner Magnuson moved to approve the application by Edward & Jilletta Anderson at 448 13th Street NW with a 5 year income tax exemption and a 5 year property tax exemption up to $250,000 for purchase of a new home and designate it as VC-109, seconded by Commissioner Powell. The motion passed unanimously.

N3) Approve amendment to contract with City Attorney Martinek – Removed

Consider decorating Central Avenue for Crazy Daze

City Administrator Schelkoph discussed decorating Central Avenue during Crazy Daze to show how the Streetscape project would look.

Commissioner Magnuson stated this would give people an opportunity to see what the bump outs and sidewalks impacts would be to Central Avenue. Magnuson was supportive of the concept.

Commissioner Magnuson moved to approve decorating Central Avenue for Crazy Daze, seconded by Commissioner Bishop. The motion passed unanimously.

Approve new gaming site authorization for Valley City Eagles at Captain’s Pub

City Auditor Richter reported this is a new gaming site location for the Valley City Eagles at the Captain’s Pub. Commissioner Magnuson moved to approve the gaming site authorization for the Valley City Eagles, seconded by Commissioner Erickson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported the garbage transfer process was reviewed. The City only received one bid and is considering cost estimates to transfer the garbage to Fargo internally and Schelkoph will provide a full report at the next finance meeting. In the interim, Schelkoph is looking at a one year month by month extension with the current contractor.

Schelkoph reported on the gravel operation conducted by Tom Morehouse. The land is zoned B2 and gravel operations require a conditional use permit. Planning and Zoning will hold a Conditional Use Permit hearing on Monday, July 30.

Schelkoph attended the MRES Strategic Planning meeting last week. Schelkoph reported there will be no rate increases for Valley City, as S1 member, in 2019. MRES began strategic planning process to replace coal generation facilities. It takes 7 to 10 years to build replacement facilities.

City Updates & Commission Reports

City Attorney Schoenack stated she will stay on until January 1, 2019. Schoenack has an upcoming meeting with Municode to review the contract. Planning & Zoning will hold a second public hearing for the ordinance in August due to the number of changes made since the first hearing.
City Auditor Richter reported budget meetings will begin Monday, July 23. Draft of the preliminary budget will be distributed tomorrow.
Building/Fire Inspector Andersen reminded the public that trees should be trimmed 8 feet over the sidewalks and 15 feet over the streets. Please keep grass trimmed and clean up after your dogs. Andersen reported that junk vehicles are problem too.
Commissioner Powell asked the public to watch for pedestrians and bikers while driving.
Commissioner Magnuson thanked the public for patience during construction. Magnuson encouraged the public to take pride in City and help identify solutions when you have input on city policy, plans or business.
President Carlsrud thanked Ashley from Times Record for covering city government. Carlsurd also encouraged the public to use turn signals and clean up after your animals.
Commissioner Magnuson reminded the public that 5th Avenue SW is a one way, please follow the signs.

Adjourn
The meeting was adjourned at 5:37 PM.

Dave Carlsrud, President of the
City of Valley City Commission

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