The City Commission Meeting began on Tuesday, October 6th, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2nd 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 15st, 2020 Commission Meeting minutes seconded by Commissioner Magnuson. Motion carried.
Approval of Consent Agenda
- Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and Public Works Accountant.
- Approve Monthly Bills for the City and Public Works in the Amount of $1,514,647.38
- Approve Block off Street Request on Central Ave S from 3rd St S to 4th St S and 3rd St SW from Central Ave to 2nd 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 21st 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 21st. 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
- 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 11th, 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 16th. Also did an RFQ which will close on October 20th.
Finance Director Richter reported there is a Special Meeting scheduled for Oct. 12th 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 5th 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 12th St. Completion date is set for October 16th 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.