Valley City Commission Proceedings
August 7, 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, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.
Approval of Minutes
Commissioner Bishop moved to approve the minutes from July 17, 2018 meeting and July 23, 24, 30 and August 1 meetings, seconded by Commissioner Erickson. The motion passed unanimously.
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 $2,351,602.21
- Approve Bingo and/or Raffle Permits for Barnes County Ducks Unlimited, Barnes County Senior Citizens Council, Inc., Valley City USBC Association
- Approve Block off the Street Request for VCSU on September 6, 2018 from 5:30 pm to 9:00 pm on Central Avenue from 2nd Street N to 5th Street N
- Approve Block off the Street Request for VCSU on August 17, 2018 from 3:30 pm to 7:30 pm on 2nd Avenue SW
- Approve Block off the Street Request for VCSU on August 29, 2018 from 9:00 pm to Midnight on 2nd Avenue SW
- Approve Parade Application for VCSU Homecoming on October 13, 2018 on Central Avenue
Commissioner Magnuson moved to approve the consent agenda, seconded by Commissioner Powell. The motion passed unanimously.
Public Comments
Gary McCollugh spoke regarding the North Central project [Paving Improvement District No. 109] and the work done to correct the issues. He stated C court looks nice and the corrections for water flow are working.
Ordinance
Approve second and final reading of Ordinance No. 1035, an Ordinance Amending & Re-enacting Title 18, Parks
City Attorney Schoenack stated this is the second reading of Title 18, Parks. This is part of the recodification project. Commissioner Bishop moved to approve Ordinance No. 1036, seconded by Commissioner Powell. The motion passed unanimously.
Approve second and final 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 requires the City to restrict land use in conformance with State Water Commission. Commissioner Magnuson moved to approve Ordinance No. 1036, seconded by Commissioner Erickson. City Auditor Richter clarified this is part of Permanent Flood Protection project to ensure future land use is in accordance with State Water Commission guidelines. The motion passed unanimously.
Approve first reading of Ordinance No. 1037, an Ordinance Amending & Re-enacting Title 3, Health & Sanitation
City Attorney Schoenack reviewed Title 3. NDCC requires the city to have an ordinance to create health board. Commissioner Erickson moved to approve Ordinance No. 1037, seconded by Commissioner Bishop. The motion passed unanimously.
Approve first reading of Ordinance No. 1034, an Ordinance Amending & Re-enacting Title 6, Police Department
City Attorney Schoenack reviewed changes to Title 6 which include areas of clarifying language and some substantive changes which include allowing the Police Chief to hire candidate who is at least 18, but not yet 21 years of age; fees will be included in the Master Fee Schedule.
Commissioner Bishop inquired how can police officer who is 18 can go into a bar. City Attorney Schoenack stated that NDCC provides access to bar for law enforcement officer (less than 21). Police Chief Hatcher stated that the ND POST sets the age requirement of 18 years or older.
Commissioner Bishop moved to approve Ordinance No. 1034, seconded by Commissioner Magnuson. The motion passed unanimously.
Approve first reading of Ordinance No. 1038, an Ordinance Amending & Re-enacting Title 19, Disasters & Emergencies
City Attorney Schoenack presented Ordinance No. 1038. This ordinance allows the City to declare a disaster or emergency with powers of commissioners articulated. Schoenack consulted with Police Chief Hatcher, Fire Chief Retterath and City Administrator Schelkoph. The committee added 19-01-03-1, when an emergency is declared, city staff are to follow protocols. Commissioner Powell moved to approve Ordinance No. 1038, seconded by Commissioner Erickson. The motion passed unanimously.
Resolution
Approve Resolution No. 2150, a resolution to approve the replat of Block 2 Beyer Industrial Acres
City Attorney Schoenack reported Planning & Zoning Commission held a public hearing and provided a do pass recommendation. Commissioner Erickson moved to approve the replat of Block 2 Beyer Industrial Acres, seconded by Commissioner Bishop. The motion passed unanimously.
New Business
Consider Conditional Use Permit duly submitted by Tom Morehouse of Star Enterprise/Strata on Lot 8 and 9 of South Valley Addition
City Attorney Schoenack stated application was received on July 9 for a conditional use permit by Tom Morehouse of Star Enterprise/Strata. A public hearing was held on July 30. Planning & Zoning recommends a do pass recommendation with the following conditions: install and maintain construction fence surround gravel pile; follow best practices for dust control; use south road for all hauling of gravel; use best practice to reduce height of pile; follow best practices for weed and grass control for a period from August 7, 2018 and ending December 31, 2019.
City Attorney Schoenack stated the burden is on the property owner to request another conditional use permit. A conditional use permit requires a public hearing.
City Administrator Schelkoph stated Planning & Zoning discussed a potential meeting in November 2019 to revisit this conditional use permit.
President Carlsrud inquired if meeting required to be needs to be included in the permit. Schoenack stated no.
Commissioner Erickson moved to approve the Conditional Use Permit, seconded by Commissioner Powell.
Commissioner Magnuson asked if the party was in violation without a Conditional Use Permit and if there would be any fines or repercussions if found in violation. Magnuson stated the burden goes back to City Commission for allowing this to happen.
City Attorney Schoenack stated Morehouse was in violation of zoning ordinance and city worked with him. Schoenack stated there are separate issues: sanctions, Conditional Use Permit issuance. Planning and Zoning Commission did not provide recommendations for sanctions.
President Carlsrud stated the neighborhood and business were agreeable to terms of Conditional Use Permit.
The motion passed unanimously.
Consider NDDOT Urban Grant program award in amount of $1,643,000, for Streetscape & Lighting Project Phase II (Main Street, Central Avenue S, City Park)
City Administrator Schelkoph stated this is separate project from Phase I. Phase II is located on Central Avenue South, Main Street, City Park. There will be no sidewalk widening or bumpouts installed. This is an opportunity to upgrade lighting and streetlights, and mill and overlay with grant money. This project will include a RFP for engineering firm through NDDOT. The city cost share is $500,000. Schelkoph recommends funding sources to include: $250,000 from Electrical Fund for street light replacements; $20,000 for lighting in City Park through special assessments to VCPR; $20,000 for mill & overlay on Central Avenue South through special assessments; $60,000 from the 2016 sale of 60 feet of Rosebud parking lot; $150,000 from the R&R fund.
Phase II construction will occur in 2020 with an 80/20 cost share through NDDOT.
City Auditor Richter reported Fund 290 R&R fund can accommodate $150,000 in 2020.
President Carlsrud inquired if most of cost is for lighting and traffic signals. Schelkoph confirmed and stated a small portion is for a mill and overlay. Petersen stated stamp concrete can be considered when budgets are prepared.
Commissioner Magnuson asked if engineering costs are included. Petersen confirmed.
Petersen stated NDDOT is taking lead with to secure engineering at beginning through a RFP. Construction engineering will be obtained via RFP at later date.
Commissioner Magnuson stated the vision has stayed the same over the years; Magnuson asked that the costs are in order.
Commissioner Powell moved to accept the NDDOT Urban Road Grant in the amount of $1,643,000, seconded by Commissioner Magnuson. The motion passed unanimously.
Consider 2 Year Contract with Valley City-Barnes County Development Corporation
Jennifer Feist stated the main contract is in place until 2029, but requires the review of the contract every two years. The amended contract will include workforce development. Commissioner Magnuson moved to approve the two year contract with Valley City-Barnes County Development Corporation, seconded by Commissioner Bishop. The motion passed unanimously.
Consider Request for Funds in the amount of $25,000 for Workforce Development by Valley City- Barnes County Development Corporation
Jennifer Feist stated the Development Corporation is requesting $25,000 from the economic development fund to develop capacity of Sheyenne Valley Area Career & Technical Center for workforce development. This will provide for updated welding equipment and facilities at SVACTC as well as trainer. Commissioner Powell moved to approve $25,000 for Workforce Development by Valley City-Barnes County Development Corporation, seconded by Commissioner Bishop. The motion passed unanimously.
Consider Increasing Contract Maximum for Construction Engineering for Paving Improvement District No. 113 by $16,950.00
Chad Petersen from KLJ requested increasing the contract maximum for construction engineering to cover the additional costs for Paving Improvement District No. 113. Post bid, property owners requested additional concrete work. The request increases construction engineering costs to 17.66%. In coordination with City Staff, new language is included in the notices to property owners which requires them to request addition concrete work prior to bid to help prevent this situation in the future.
City Administrator Schelkoph stated funding is available to cover this expense. City Auditor Richter was able to accommodate this as it was communicated with the City prior to special assessment hearing.
City Auditor Richter stated when preparing for special assessment hearing, Chad Petersen from KLJ provided estimate but the expense has not been expensed out. Commissioner Magnuson moved to approve increasing the contract maximum for construction engineering for Paving Improvement District No. 113 by $16,950, seconded by President Carlsrud.
Roll call vote: Erickson – yea; Powell – nay; Bishop – nay; Magnuson – yea; Carlsrud – yea. Motion carried.
Consider Increasing Contract Maximum for Construction Engineering for 2017 Parking Lot Improvement District by $15,500
Chad Petersen from KLJ stated that multiple planning meetings were held for the 2017 Parking Lot Improvement District. The request is for an additional $15,500 for construction engineering.
City Administrator Schelkoph provided a No recommendation to Commission as the City was not notified of overage to be able to include this in the special assessment process and property owners were not able to carry this cost through special assessments.
Petersen acknowledged that the overage was not clearly communicated in timely manner. Petersen stated expenses were actually incurred. Petersen asked the Commission to consider reducing the request to an amount palatable and that could be covered by the R&R fund.
Commissioner Bishop moved to approve increasing the contract maximum for construction engineering for 2017 Parking Lot Improvement District, seconded by Commissioner Magnuson.
Roll call vote: Magnuson – nay; Erickson – nay; Powell – nay; Bishop – nay; Carlrud – nay. Motion failed unanimously.
Consider “Notice to Award” to Swanberg Construction for the Ultra Filtration Project at the Water Treatment Plant
City Administrator Schelkoph stated North Dakota Century Code stipulates that projects over $150,000 require public notice of bids. Swanberg Construction provided a bid of $149,597 including the electrical work. AE2S sought a second bid, which came in at $179,696. AE2S and City Administrator Schelkoph recommend Swanberg Construction receive the contract with work to begin October 1 and end December 7, 2018.
Commissioner Bishop moved to approve the Notice to Award, seconded by Commissioner Magnuson. The motion passed unanimously.
Consider “Notice to Proceed” to Swanberg Construction for the Water Treatment Plant Ultra Filtration Project
Commissioner Erickson moved to approve the “Notice to Proceed,” seconded by Commissioner Bishop. The motion passed unanimously.
Approve purchase of trench box in the amount of $12,435.00 from RDO Equipment Co. for Street & Water/Wastewater & Electrical Departments
City Administrator Schelkoph stated to open a trench wide enough for 45 degree walls, the entire street would need to be opened. Therefore, Schelkoph recommends the purchase of a trench box. Commissioner Powell moved to approve the purchase of a trench box, seconded by Commissioner Erickson. The motion passed unanimously.
Consider interest rate for 2017 & 2018 Special Assessment Projects that will be financed with 2018 refunding bond issuance
City Auditor Richter reports the City is expected to receive an interest rate of 3.5% to 4% for the bonds. Richter recommends setting the interest rate at 4.5% for the 2017 & 2018 Special Assessment Projects that will be financed with 2018 refunding bond issuance. Richter recommended setting the interest rate at 3.5% for the 2018 sidewalks which are funded internally.
Commissioner Bishop moved to approve the interest rate for 2017 & 2018 Special Assessment Projects and the 2018 sidewalks as presented, seconded by Commissioner Magnuson. The motion passed unanimously.
City Administrator’s Report
City Administrator Schelkoph reported the next Bridge City Cruise night will occur in front of Sheyenne Care Center. The State Water Commission held a regional meeting in Valley City on July 25. Schelkoph reminded the public that tree branches 4” or less in diameter can be picked up by VCPW. The next and final date is the last Thursday and Friday of September. To schedule, call VCPW. Schelkoph reminded the public that garbage is limited to two 32 gallon canisters.
City Updates & Commission Reports
Assessor Hansen stated she will be attending the ND Assessors Conference and the State Equalization Meeting.
Commissioner Bishop thanked police officers for their work.
Commissioner Powell thanked the Fire Department and Police Department for their involvement in the Valley City Parks & Rec community days.
President Carlsrud thanked City Staff for their work.
Adjourn
The meeting was adjourned at 6:39 PM.
Attested to by:
Dave Carlsrud, President of the
City of Valley City Commission
Attested to by:
Avis Richter, City Auditor
City of Valley City