Valley City Commission Proceedings
May 15, 2018
5:00 PM Meeting, City Hall
President Carlsrud presided and continued with roll call at 5:00 PM.
Members present: Commissioner Pedersen, Commissioner Magnuson, Commissioner Bishop.
Member absent: Commissioner Powell
Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.
President Carlsrud requested a moment of silence for Peace Officer Memorial Day.
Pledge of Allegiance
Approval of Agenda – Addition of Consent E.
Approval of Minutes
Commissioner Bishop moved to approve the minutes from the May 1, 2018 meeting, seconded by Commissioner Magnuson. The motion passed unanimously.
Approval of Consent Agenda
- Approve Raffle Permit for Ashtabula Fireworks Association
- Approve Application to Block off Street for Sheyenne Valley Soapbox Derby on Central Avenue on June 2-3, 2018
- Approve Application to Block off Street for Rally in the Valley Street Dance on June 16, 2018 on 100 Block E Main Street
- Approve Electrician License for Maple River Electric
- Approve Application to Block off Street for VFW 2764 on May 28, 2018 on 100 Block E Main Street for Memorial Day event
Commissioner Pedersen moved to approve the consent agenda, seconded by Commissioner Magnuson. The motion passed unanimously.
Public Comments
Gary Schlagel recommended the retrofitting of lights and elimination of bumpouts for Central Avenue project.
Ordinance
Approve first reading of Ordinance No. 1032, an Ordinance Amending Title 4, Alcoholic Beverages
City Attorney Mertins introduced the first reading of Ordinance No. 1032, which would create microbrewery, taproom and flower shop/gift shop off sale wine licenses. In addition, the section regarding license – termination, suspension and revocation was amended.
Commissioner Bishop inquired if the flower shop class is subject to server training. City Attorney Mertins confirmed server training is required.
President Carlsrud asked if the wine would be required to be part of an arrangement. City Attorney Mertins indicated at this point no.
Commissioner Magnuson requested more communication with existing business owners and license holders before new classes or licenses are created. Magnuson is not ready for an ordinance.
No action was taken.
Resolution
Consider Resolution No. 2145, a resolution Accepting Bid and Awarding Contract for Project No. UGP-SU-2-990(055)059, 3rd Ave SE Reconstruction from 4th St SE to Main St (Paving Improvement District No. 115)
Chad Petersen from KLJ reported bid opening was held on May 11, 2018. Three bids were received with Swanberg Construction the low bid at $1,025,329.16 which is approximately 5.2% over the Engineer’s Estimate. NDDOT recommends awarding bid to Swanberg Construction. City Administrator Schelkoph reported street lights are apart of this project therefore grant funds are involved. City Attorney Mertins recommended the resolution taking effect after final NDDOT review is complete.
Commissioner Pedersen moved to approve Resolution No. 2145 contingent upon NDDOT review and approval, seconded by Commissioner Magnuson.
Chad Petersen reported the local share will increase approximately $23,000 with the majority in the non-participating water/sewer portion of the project.
City Administrator Schelkoph stated the increase for the sewer/water portion of the project will not be passed onto residents as the city policy caps these special assessments at $4,000.
City Auditor Richter stated the estimated assessments during the protest period were quoted higher to property owners since the project was not part of the grant program at that time.
The motion passed unanimously.
Consider Resolution No. 2146, a resolution Accepting Bid and Awarding Contract for Project No. UGP-SU-2-990(057), Central Avenue Streetscape and Concrete Pavement Repair
Chad Petersen from KLJ reported bids were opened on May 11, 2018. One bid was received from Strata Corporation which is 21.4% over the Engineer’s Estimate. Petersen has reviewed options with the NDDOT. The original NDDOT grant requirement was for construction to be completed in 2018. Petersen has worked with the NDDOT since bid opening and now NDDOT will allow for an October bid opening with construction to be started and completed in 2019.
Commissioner Magnuson moved to reject the bid and proceed forward to rebid the project in October 2018, seconded by Commissioner Pedersen.
Commissioner Bishop indicated the project is still too expensive at $1.9 million or $2.3 million but was fine with $1.5 million project.
Commissioner Magnuson stated he is hopeful bids will be better at the October bid opening.
Roll call vote: Magnuson – aye, Pedersen – aye, Bishop – nay, Carlsrud – aye. Motion carried.
New Business
Approve Construction Engineering Services with KLJ for Paving Improvement District No. 114 (7th St SE Mill & Overlay) in the amount of $34,750
Chad Petersen reviewed Paving Improvement District No. 114. Commissioner Bishop moved to approve the construction engineering services agreement with Paving Improvement District No. 114, seconded by Commissioner Magnuson. The motion passed unanimously.
Approve Construction Engineering Services with KLJ for Paving Improvement District No. 117 (2018 Mill & Overlay and Seal Coat) in the amount of $56,500
Chad Petersen reviewed Paving Improvement District No. 117. Commissioner Pedersen moved to approve the construction engineering services agreement with Paving Improvement District No. 117, seconded by Commissioner Bishop. The motion passed unanimously.
Approve Preliminary and Design Engineering Agreement for 5th Ave NW Street Reconstruction from Main Street to 12th Street NW in an amount not to exceed $144,500
Chad Petersen stated 5th Avenue NW is part of the Urban Road program and this would be for 2019 construction. Commissioner Magnuson inquired if alternatives such as widening the street could be included. Petersen stated a field review with NDDOT could be included to provide public input meetings, in addition a kickoff meeting could be scheduled to allow property owners and resident to identify needs and provide ideas. Commissioner Magnuson preferred the kickoff meeting to allow for input to be incorporated into design concepts.
Commissioner Pedersen moved to approve the preliminary & design engineering agreement, seconded by Commissioner Magnuson. The motion passed unanimously.
Approve Special Alcohol Beverage Event Permit for RND Inc. dba NuBar for Rally in the Valley Street Dance on June 16, 2018; Approve Special Alcohol Beverage Event Permit for VFW Post 2764 for Rally in the Valley Street Dance on June 16, 2018; Approve Special Alcohol Beverage Event Permit for The Captain’s Pub for Rally in the Valley Street Dance on June 16, 2018
City Auditor Richter clarified all three requests are for 9:00 PM to 1:00 AM. Commissioner Bishop moved to approve all three Special Alcohol Beverage Event Permits, seconded by Commissioner Magnuson. The motion passed unanimously.
Approve City Commission schedule change for City Commission and Finance meetings to be held on Monday, July 2, 2018
Commissioner Bishop moved to approve the schedule change, seconded by Commissioner Magnuson. The motion passed unanimously.
Consider advertising for bids: the sale of City Parking Lot south of Hub-Mac more specifically described as Parcel Number 63-3473111, Lots 3-6, Block 31 Original Townsite
City Administrator Schelkoph stated the City has attempted to sell this parking lot previously. Recently interest has been expressed in purchasing the lots. Schelkoph recommended bid opening on June 4 at 3:00 PM. Bids open June 4 at 3:00. Commissioner Magnuson inquired about the minimum bid. Schelkoph recommended using the average square foot cost of an open lot in Valley City. Commissioner Pedersen requested consideration for floodway pricing. Schelkoph confirmed Valley City Parks and Rec could participate in the bidding process if interested.
Commissioner Bishop moved to approve advertising for bids, seconded by Commissioner Magnuson. Schelkoph confirmed the lot could be re-surfaced. Building Inspector Andersen stated a special permit is required to re-surface. Chad Petersen requested if this lot is designated as a staging area for Permanent Flood Protection that this be included in the bidding process.
The motion passed unanimously.
City Administrator’s Report
City Administrator Schelkoph thanked city crews for work during Cleanup Week and promoted the use of the 24/7 grass, leave and tree branch collection site.
City Updates & Commission Reports
Building Inspector Andersen reported Precision Concrete Cutting has reviewed the southwest portion of town and stated Tony Gille will start replacements in the southeast next week.
Fire Chief Retterath stated recreational fires are permissible, please use carefully. NDFA convention includes a motivational speaker on Friday, June 1 at 10:00, which is open to the public.
Police Chief Hatcher thanked Commission for recognizing peace officer memorial week.
Chad Petersen from KLJ – reported CPR started last week on Wintershow Road with westbound repairs completed. Pre-construction meetings for Sanitary Sewer 61 and Storm Sewer 51 are scheduled this week. Permanent Flood Protection work uncovered a portion of Powerhouse basement and the Commission should anticipate a change order for removal of this structure to build floodwall.
Commissioner Bishop thanked police officers and firefighters for their work.
Commissioner Magnuson stated the new 24/7 grass, leaf and tree branch site is nice to use after the landfill closes.
Adjourn
The meeting was adjourned at 6:01 pm.
Dave Carlsrud, President of the
City of Valley City Commission
Attested to by:
Avis Richter, City Auditor
City of Valley City