Valley City Commission Proceedings
June 19, 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, Commissioner Powell (by phone).

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, City Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.

Block Party Proclamation

President Carlsrud read the Block Party Proclamation and presented to Sharon Buhr.

Approval of Agenda – Remove N7, N8; Addition of N14

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the June 5, 2018 meeting as amended with corrected start time, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

A. Approve alcoholic beverage licenses for the following businesses:

a. American Legion Club
b. Boomer’s Corner Keg
c. Budget Burger
d. Captain’s Pub
e. Chinese Palace
f. Dakota Silver
g. Eagles Club
h. City Lights
i. Jimmy’s Pizza
j. Tavern Ninety-Four
k. My Bar Valley City, LLC
l. RND Inc. dba NuBar
m. Sabir’s Dining & Lounge
n. The Labor Club
o. The Liquor Locker
p. Town & Country Club
q. VC Developers LLC dba Bridges Bar & Grill
r. VFW Post
s. Woodland Steakhouse Bar & Grill
t. And all licenses received before June 30 and approved by the Police Chief and Fire Chief

B. Approve cabaret license for Fraternal Order of Eagles Aerie 2192
C. Approve electrician license for:

a. Lyon’s Electric LLC

D. Approve retail tobacco licenses for the following businesses:

a. Boomers Corner Keg
b. Brothers III Sports
c. Casey’s Retail Company
d. CHS Inc (151 9th Ave NW)
e. CHS Inc (807 W Main St)
f. County Bottle Shop, Inc. dba The Liquor Locker
g. Dakota Silver
h. Dollar General Store #17856
i. Eagles Aeries Club 2192
j. Family Dollar Stores of ND #7662
k. Leevers Foods (424 2nd Ave NE)
l. Leevers Foods (148 Central Ave S)
m. Petro Serve USA #071
n. And all licenses received before June 30

Commissioner Pedersen moved to approve the consent agenda, seconded by Commissioner Magnuson. The motion passed unanimously.

Ordinance

Approve second and final reading of Ordinance No. 1032, an Ordinance Amending Title 4, Alcoholic Beverages

City Attorney Mertins stated the second reading includes the requested amendments for Ordinance No. 1032 which removed Class I for Flower/Gift Shop Off-Sale Wine License. Commissioner Magnuson moved to approve Ordinance No. 1032, seconded by Commissioner Bishop. The motion passed unanimously.

Resolution

Approve Resolution No. 2149, a Resolution Recommending AE2S for modification project at Water Treatment Plant

City Administrator Schelkoph requested approval of Resolution No. 2149, which will be forwarded to the State Water Commission recommending AE2S as the engineer for the modification project at the Water Treatment Plant without going through another request for proposals for this project.

Commissioner Bishop moved to approve Resolution No. 2149, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve Recommendation from Renaissance Zone Board for 348 5th St NE to transfer remaining 5 year income tax exemption and 5 year property tax exemption up to $250,000 for purchase of a new home, and designate it as VC-97 (pending receipt of Certificate of Good Standing)

Jim Knutson, Renaissance Zone Authority Board Chair, recommended approval on behalf of the board.. Commissioner Pedersen moved to approve the transfer of VC-97, seconded by Commissioner Powell. The motion passed unanimously.

Approve Recommendation from Renaissance Zone Board for 513 Legacy Lane to transfer remaining 5 year income tax exemption and 5 year property tax exemption up to $250,000 for purchase of a new home, and designate it as VC-68 (pending receipt of Certificate of Good Standing)

Jim Knutson, Renaissance Zone Authority Board Chair, recommended approval on behalf of the board.. Commissioner Magnuson moved to approve the transfer of VC-68, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Amending Renaissance Zone Plan Document Regarding Transfer of a Previously Approved Project

Jim Knutson, Renaissance Zone Authority Board Chair, recommended approval on behalf of the board. Renaissance Zone – Transfer of Previously Approved Project will read as follows:

All previously approved projects may transfer after closing and without the Renaissance Zone Board or City Commission approval subject to the following requirements:

• Certificate of good standing is received by City of Valley City
• Statement regarding closing date

This policy is enacted June 19, 2018 and is retroactive to all purchases made after June 1, 2016. Property owners will have 90 calendar days after closing to submit the above referenced materials to the Auditor’s Office. Those property owners grandfathered will have 90 calendar days after notification to file the above referenced materials.

Commissioner Pedersen moved to approve amending the Renaissance Zone Plan Documents, seconded by Commissioner Magnuson. City Auditor Richter stated the changes must be approved locally before filed with the state. The motion passed unanimously.

Approve appointing board members for open positions, effective July 1, 2018

• Renaissance Zone Board (2 openings; 3 year term): JoEllen Lee; (one vacancy)

Commissioner Bishop moved to approve appointing JoEllen Lee, seconded by Commissioner Magnuson. The motion passed unanimously.

President Carlsrud encouraged the public to consider serving on the Renaissance Zone Board.

Approve Preliminary Engineering Reimbursement Agreement with NDDOT for Project No. SU-2-990(058), mill & overlay project on Main Street West frontage roadway (I-94 Ramp to 5th St SW)

Damon Devillers from Interstate Engineering stated this project is on the frontage road and will occur in conjunction with the second project on West Main. Both projects are for a mill and overlay. Plans are due in September 2019 with a November 2019 bid opening. A public meeting will be held during Spring 2019.

Commissioner Magnuson moved to approve the Preliminary Engineering Reimbursement Agreement, seconded by Commissioner Powell. The motion passed unanimously.

Approve Preliminary Engineering Reimbursement Agreement with NDDOT for Project No. NHU-2-094(158)928, mill & overlay project on Main Street West (I-94 Ramp to 3rd St SW)

Damon Devillers from Interstate Engineering reviewed areas that will need repair: frontage road by Aggregate Industries and a catch basin by Valley Meats.

Commissioner Pedersen moved to approve the Preliminary Engineering Reimbursement Agreement, seconded by Commissioner Magnuson. The motion passed unanimously.

N6. Consider Increasing Contract Maximum for Construction Engineering for Paving Improvement District No. 113 by $16,950.00

N7. Consider Increasing Contract Maximum for Construction Engineering for 2017 Parking Lot Improvement District by $15,500

Approve Annual Gaming Site Authorization for Valley City Hockey & Figure Skating Club at Town & Country Club

Commissioner Magnuson moved to approve the Gaming Site Authorization for Valley City Hockey & Figure Skating Club, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Valley Twisters Gymnastics Club at Bridges Bar & Grill

Commissioner Bishop moved to approve the Gaming Site Authorization for Valley Twisters Gymnastics Club, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Valley City State University at Shelly Ellig Field at Lokken Stadium, W.E. Osmon Fieldhouse, Valley City Town & Country Club, Eagles

Commissioner Powell moved to approve the Gaming Site Authorization for VCSU, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider accepting bid for solid waste transfer contract

City Administrator Schelkoph asked the Commission to delay action as no bids were received to transfer waste from Valley City to the Fargo landfill. The contract costs $130,000 annually. Schelkoph recommended taking time to reconsider options.

Consider employment contract with Carl Martineck for City Attorney/HR Director

City Administrator Schelkoph reported City Attorney Mertins is running for Barnes County State’s Attorney in November. Per the employment contract, Carl Martineck will begin employment no later than January 1, 2019. Commissioner Bishop inquired if the City needed to open the position or advertise. City Attorney Mertins responded no. Commissioner Magnuson moved to approve the employment contract with Carl Martineck, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Permanent Flood Protection Phase IV buyout purchase of 259 4th Avenue SE for the appraised value of $37,000

City Administrator Schelkoph reported this is a rental property on 4th Avenue SE. Commissioner Magnuson moved to approve the Permanent Flood Protection Phase IV buyout of 259 4th Avenue SE, seconded by Commissioner Bishop.

Commissioner Powell stated his home is a comparable. Commissioner Pedersen moved to allow Commissioner Powell to vote, seconded by Commissioner Magnuson. The motion passed unanimously.

The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph thanked the organizers for Rally in the Valley for a great event and thanked City staff to provide road closures, temporary electrical work. Schelkoph thanked Commissioner Pedersen for his work on the City Commission.

City Updates & Commission Reports

City Attorney Mertins thanked Commissioner Pedersen for his service.
City Auditor Richter thanked Commissioner Pedersen.
Fire Chief Retterath reminded the public of sale and usage dates for fireworks.
Chad Petersen provided update on the active construction projects.
Commissioner Powell thanked Commissioner Pedersen & City Attorney Mertins for their service.
Commissioner Bishop thanked Commissioner Pedersen.
Commissioner Magnuson thanked Commissioner Pedersen. Thanked public for bearing with construction.
Commissioner Pedersen reflected on his years as a City Commissioner.
President Carlsrud – congratulated and welcomed Commissioner Jeff Erickson. Thanked City Attorney Mertins. President Carlsrud presented Commissioner Pedersen with a plaque for his years of service.

Commissioner Powell left the meeting at 5:53 PM.

ADJOURN

The meeting was adjourned at 5:58 PM.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Commission Proceedings – Amended
June 5, 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, Commissioner Powell.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, City Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Retterath, Police Chief Hatcher, Chad Petersen from KLJ.

Pledge of Allegiance

Approval of Agenda – Addition of Consent H, Removal of N7

Approval of Minutes

Commissioner Bishop moved to approve minutes from May 15 and May 22, 2018 meetings, seconded by Commissioner Magnuson. The motion passed unanimously.

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 $2,557,638.25
3. Approve Parade Application for Valley City Area Chamber of Commerce Rally in the Valley on Central Avenue on June 16, 2018
4. Approve Application to Block off Street for Valley City Area Chamber of Commerce Crazy Daze on July 25 on Central Avenue from 2^nd Street NE to 4^th Street NE and 3^rd Street from 2^nd Avenue NE to 2^nd Avenue NW
5. Approve Application for Tree Trimming License for Johnny B’s Trees
6. Approve Application for Plumber & Mechanical Contractor for Arneson, Inc.
7. Approve Raffle Permits for Shine
8. Approve Application to Block off Street for St. Paul’s Lutheran Church on 3^rd Street NW from alley to 2^nd Avenue NW on June 16, 2018

Commissioner Powell moved to approve the consent agenda, seconded by Commissioner Pedersen. City Auditor Richter stated the tree trimming license will not be issued until the liability insurance is received. The motion passed unanimously.

Ordinance

Approve first reading of Ordinance No. 1032, an Ordinance Amending Title 4, Alcoholic Beverages

Commissioner Bishop moved to approve Ordinance No. 1032 except for the section relating to Class I licenses, seconded by Commissioner Powell. Commissioner Pedersen clarified that the Class I license was proposed to allow a flower shop to hold an off-sale wine license so they could sell a bottle of wine within a flower arrangement. Pedersen stated the Commission is not interested in creating this additional class at this time. The motion passed unanimously.

Resolution

Approve Resolution No. 2147, a resolution to create Sanitary Sewer Improvement District No. 63, located along 3^rd Avenue SE

Chad Petersen stated this utility work will be completed in conjunction with Paving Improvement District No. 115. Commissioner Pedersen moved to approve Resolution No. 2147, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Resolution No. 2148, a resolution to create Water Main Improvement District No. 99, located along 3^rd Avenue SE

Chad Petersen stated again this is for utility work done in conjunction with Paving Improvement District No. 115. Commissioner Powell moved to approve Resolution No. 2148, seconded by Commissioner Pedersen. The motion passed unanimously.

New Business

Approve Special Alcohol Beverage Event Permit for Boomers Corner Keg on June 17, 2018 for Dakota Riders Hillclimb

Police Chief Hatcher indicated the permit will be from 12 noon to 8 pm. Commissioner Magnuson moved to approve the Special Alcohol Beverage Event Permit, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Thundering Saints, Inc. at Boomer’s Corner Keg from July 1, 2018 to June 30, 2019

Commissioner Bishop moved to approve the annual gaming site authorization for Thundering Saints, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Annual Gaming Site Authorization for Frank S. Henry VFW Post 2764 at NuBar and VFW Club from July 1, 2018 to June 30, 2019

Commissioner Pedersen moved to approve the annual gaming site authorization for VFW Post, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve roof repair for standpipe mixer expenditures by Great Plains Structures in the amount of $32,025.00

City Administrator Schelkoph reported the standpipe mixer roof was damaged by high winds on April 30, 2018. Greta Plains Structures is the only authorized contactor per the manufacturer. Schelkoph is anticipating receipt of an insurance payment. Commissioner Bishop moved to approve the expenditures for the roof repair, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Contract with Jordan Transformer, LLC to Drain, Inspect, and Report the cause of the motor trip in a URS Tap Changer that is attached to a Transformer, in the amount of $14,234.00

City Administrator Schelkoph reported the downtown substation is out of service due to Permanent Flood Protection construction and this is a good time to complete the work on the URS Tap Changer. The cost will be covered by VCPW. Commissioner Powell moved to approve the contract with Jordan Transformer, LLC, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Contract with Resco to purchase transformers in the amount of $19,093.00

City Administrator Schelkoph reported the purchase of transformers is part of the VCPW budget. Commissioner Pedersen moved to approve the contract with Resco, seconded by Commissioner Pedersen. The motion passed unanimously.

REMOVED – Consider accepting bid for solid waste transfer contract

Consider recommendation from RFP committee for engineering services for two 2019 infrastructure projects

City Administrator Schelkoph reported the Request for Proposals (RFPs) committee considered the RFPs received for engineering services on two 2019 infrastructure projects. KLJ received the highest number of points in the committee selection process.

Commissioner Pedersen moved to approve the recommendation from the RFP committee to use KLJ for engineering services on two 2019 construction projects, seconded by Commissioner Pedersen.

Commissioner Bishop stated he held the dissenting vote on the committee. Bishop would like to allow another firm to have an opportunity to try and is interested in exploring other options.

Commissioner Magnuson is interested in pursuing request for bids to review best pricing.

President Carlsrud stated the State Water Commission encourages the use of RFPs over bids.

City Administrator Schelkoph stated that Interstate Engineering has the contract for West Main and the frontage roads with planning in 2019 and construction in 2020. This will allow the City to see how another firm works.

Roll call vote: Bishop – nay; Pedersen – aye; Magnuson – nay; Powell – aye; Carlsrud – aye. Motion carried.

Consider accepting bid for 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, in the amount of $40,000 from George Gaukler

City Administrator Schelkoph reported bid opening occurred on June 4 with three bidders submitting bids from $23,000 to $35,000. Additional bids were received and final bid of $40,000 was made by Mr. Gaukler.

Commissioner Magnuson moved to approve accepting bid for the City Parking Lot, seconded by Commissioner Powell. The motion passed unanimously.

Approve Technical Support Services Agreement with Barnes County

City Auditor Richter reported the new contract increases the rates to $75 per hour during business hours and $100 per hour outside of business hours. The previous pricing was established in 2007.

Commissioner Bishop moved to approve the Technical Support Services agreement, seconded by Commissioner Powell. The motion passed unanimously.

Approve appointing board members for open positions, effective July 1, 2018:

• Planning & Zoning Commission (2 openings; 5 year term) – Joe Faure; Mike Schell
• Renaissance Zone Board (4 openings; 3 year term) – Tyler Marthaler; Cindy Schwehr; two vacancies
• Visitors Committee (1 opening; 4 year term) – Ken Reid

Commissioner Magnuson moved to approve the board members for open positions, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph stated KLJ will review the safety of the old power house as the foundation further cracked during the adjacent Permanent Flood Protection construction. Schelkoph thanked firefighters and city staff for work on NDFA convention. Stantec is planning a September public meeting to review the preliminary report for the Comprehensive & Transportation Plan.

City Updates & Commission Reports

City Auditor Richter will begin 2019 budgeting process. Richter stated the first projection of 2019 state revenues is expected to be the same as 2017; an update will be available in mid-June. The City Election will be held on June 12.

City Assessor Hansen attended the Barnes County Equalization meeting with one change for the city.
Building/Fire Inspector Andersen stated Tony Gille will be replacing sidewalks in the southeastern portion of town. Precision Concrete will be in town next week for shavings in the southwestern portion of town.

Fire Chief Retterath reported all disaster sirens are working. Thanked VCFD members and wives for hosting NDFA conference, business merchant’s support of the NDFA conference and media coverage.

Chad Petersen from KLJ stated the underground work near the Rosebud Visitors Center is complete. The last pour of Concrete Pavement Repair on Winter Show Road is complete with the goal to re-open on Thursday. Next they will work on 8^th Avenue. Work has begun on Paving Improvement District No. 117, Sanitary Sewer 62. Paving Improvement District 114 reconstruction meeting is Wednesday, June 6. Storm Sewer District 51 will begin on June 18.

Commissioner Pedersen stated the Permanent Flood Protection walls have incorporated architectural elements of the neighborhoods.

Commissioner Pedersen stated the parking lots look good.

Commissioner Powell thanked the VCFD for bringing John O’Leary to Valley City.

President Carlsrud thanked VCFD for hosting convention. Carlsrud encouraged citizens to serve on committees and to vote in the upcoming election. Carlsrud noted VCPW is behind and plans are in place.

Adjourn

The meeting was adjourned at 5:49 PM.

Dave Carlsrud, President of the
City of Valley City Commission

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

Special Valley City Commission Proceedings
May 22, 2018
7:00 AM Meeting, City Hall

President Carlsrud presided and continued with roll call at 7:00 PM.

Members present: Commissioner Bishop, Commissioner Powell.

Member absent: Commissioner Pedersen, Commissioner Magnuson.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins.

Pledge of Allegiance

New Business

Consider recommendation to accept the bid for the 2018 Sidewalk Replacement in the southeast portion of town, in the amount of $53,322.90 from T. Gille Enterprises
City Administrator Schelkoph stated there were three bids for this project and recommended awarding to the low bidder, T. Gille Enterprises. Commissioner Powell moved to approve accepting the bid from T. Gille Enterprises, seconded by Commissioner Bishop.

City Auditor Richter stated the budget for 2018 Sidewalk Replacement & Shaving from the R&R fund is $30,000 for city-owned properties and the 25% portion. The estimated expenses for 2018 is $70,000. Richter recommended increasing the budget by $40,000 for the 2018 Sidewalk Replacement & Shaving.

Commissioner Bishop rescinded his second and Commissioner Powell rescinded his motion.

Commissioner Powell moved to approve accepting the bid for the 2018 Sidewalk Replacement in the amount of $53,322.90 from T. Gille Enterprises and to transfer money from the R&R fund as necessary, seconded by Commissioner Bishop. The motion passed unanimously.

Consider recommendation to accept the bid for the 2018 Sidewalk Shavings (Repair) in the southwest portion of town, in the amount of $71,274.00 from Precision Concrete Cutting

City Administrator Schelkoph stated this is the fourth year of the sidewalk repair program. Schelkoph recommended the approval of this bid.

Commissioner Bishop moved to approve accepting the bid for the 2018 Sidewalk Shavings in the amount of $71,274.00 from Precision Concrete Cutting and to transfer money from the R&R fund as necessary, seconded by Commissioner Powell. The motion passed unanimously.

Adjourn

The meeting was adjourned at 7:08 am.

Dave Carlsrud, President of the
City of Valley City Commission

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

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

1. Approve Raffle Permit for Ashtabula Fireworks Association
2. Approve Application to Block off Street for Sheyenne Valley Soapbox Derby on Central Avenue on June 2-3, 2018
3. Approve Application to Block off Street for Rally in the Valley Street Dance on June 16, 2018 on 100 Block E Main Street
4. Approve Electrician License for Maple River Electric
5. 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, 3^rd Ave SE Reconstruction from 4^th 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 (7^th 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 5^th Ave NW Street Reconstruction from Main Street to 12^th Street NW in an amount not to exceed $144,500

Chad Petersen stated 5^th 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

Valley City Commission Proceedings
May 1, 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, Olice Chief Hatcher, Chad Petersen from KLJ.

Pledge of Allegiance

Proclamation for Stroke Awareness Month

President Carlsrud read the proclamation for Stroke Awareness Month and presented to representatives from Mercy Hospital.

Proclamation for Arbor Day

President Carlsrud read the proclamation for Arbor Day and presented to members of the Beautification Committee. Gerri Makay from NDSU – ND Forest Service presented the 30 year Tree City USA recognition to the City.

Approval of Agenda

No changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the April 17, 2018 meeting, seconded by  Commissioner Magnuson. The motion passed unanimously.

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 $2,884,496.63
3. Approve Electrician and/or Plumber Licenses for Tim’s Plumbing, Valley Electric
4. Approve Raffle Permit for Sheyenne Valley Bowmen, Valley City Fire Department

Commissioner Pedersen moved to approve the consent agenda, seconded by Commissioner Magnuson. The motion passed unanimously.

Public Comments

Lloyd Nelson inquired about the Streetscape project and cost share. Bob Werkhoven spoke against using the utility fund as a source of the local share. Gary Schlagel spoke against Streetscape plans and specifications.

Ordinance

Approve second and final reading of Ordinance No. 1031, an Ordinance Amending Title 4, Alcoholic Beverages

City Attorney Mertins reviewed the changes made for the second reading of Ordinance No. 1031.

Commissioner Bishop moved to approve the second and final reading of Ordinance No. 1031, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve Recommendation from Renaissance Zone Board for 523 Legacy Lane for 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-84 (pending receipt of Certificate of Good Standing)

Commissioner Pedersen move to approve VC-84 for a 5 year income tax exemption and a 5 year property tax exemption up to $250,000 for purchase of a new home, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Recommendation from Renaissance Zone Board for 1036 7^th Avenue NW for a 5 year income tax exemption and a 5 year property tax exemption for new construction, and designate it as VC-108 (pending receipt of Certificate of Good Standing)

Commissioner Bishop moved to approve VC-108 for a 5 year income tax exemption and a 5 year property tax exemption for new construction, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Special Alcohol Beverage Event Permit for Hi-Line Hospitality at VCSU on May 10, 2018 for Employee Recognition Dinner

Commissioner Pedersen moved to approve the special alcoholic beverage event permit, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Construction Engineering Services with KLJ for Paving Improvement District No. 116 in the amount of $56,500

Chad Petersen from KLJ reported the construction engineering for the segments that correspond with the NDDOT project include 5^th Avenue NE, Wintershow Road, 8^th Avenue SW would be at 18.68%. Central Avenue is addressed separately. Commissioner Pedersen moved to approve the construction engineering services with KLJ for Paving Improvement District No. 116, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Construction Engineering Services with KLJ for Sanitary Improvement District No. 62  in the amount of $6,700

Chad Petersen reported construction engineering is at 16.98% for Sanitary Sewer Improvement District No. 62. Commissioner Bishop moved to approve the construction engineering services with KLJ, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Construction Engineering Services with KLJ for Storm Sewer Improvement District No. 51 in the amount of $10,900

Chad Petersen reported construction engineering is at 18.79% for this project. Commissioner Magnuson moved to approve construction engineering for Storm Sewer Improvement District No. 51, seconded by Commissioner Pedersen. The motion passed unanimously.

Consider implementation of Request For Proposal process for two 2019 Construction projects

City Administrator Schelkoph stated the Request for Proposal process could begin for two 2019 construction projects: Storm Water, Sewer & Water Main replacement from Main Street to Pioneer Park along 7^th Avenue and 4^th Street NW, and 50-70 blocks of seal coat. A committee will review the proposals. The committee will include City Administrator Schelkoph, City Auditor Richter, and two commissioners: Commissioner Bishop and President Carlsrud.

Commissioner Magnuson moved to approve the Request for Proposal process for the two 2019 construction projects, seconded by Commissioner Bishop.

Commissioner Pedersen asked if the group has the appropriate knowledge to perform the process and qualified that this would be for a qualifications-based proposal.

Gary Schlagel recommended the Commission consider a joint powers agreement between the county and city for engineering services.

Roll call vote: Bishop – aye, Pedersen – nay, Magnuson – aye, Carlsrud – aye. Motion carried.

City Administrator’s Report

City Administrator Schelkoph reminded the public that city cleanup is May 7 – 11, 2018. Schelkoph reported Main Street will remain closed until fall.

City Updates & Commission Reports

City Attorney Mertins reported that the City was served with a civil case by Robert Drake on Thursday, April 7. On April 30, a restraining order request was filed regarding the bids for Streetscape. A hearing is scheduled for May 8, 2018.

City Auditor Richter reported the 2017 annual audit fieldwork will be done May 7 – 11.

City Assessor Hansen will begin yearly inspections for residential properties in the next few weeks.

Building Inspector Andersen stated Mr. Gille won contract for southeast sidewalk replacements. Precision Concrete Cutting will work in the southwest portion of town. Andersen stated May is Building Safety Month.

Fire Chief Retterath stated a burn ban has been issued for Barnes County and Valley City. The VCFD will hose the NDFA convention at the end of the month.

Chad Petersen provided a construction update: concrete pavement repair begins next week. Parking lot carryover work to finish topsoil and seeding will occur in next 1 to 2 weeks.

Commissioner Bishop thanked power crew for work.

President Carlsrud stated VCPW has feathered alleys once and will address again after cleanup week.

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

Valley City Commission Proceedings
April 17, 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, Commissioner Powell.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Lieutentant Rustebakke, Chad Petersen and Mike Strom from KLJ.

Pledge of Allegiance

Approval of Agenda – Remove Consent D

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the April 3 and April 10, 2018 meetings and April 10, 2018 Board of Equalization meeting, seconded by Commissioner Magnuson. The motion passed unanimously.

Approval of Consent Agenda

1. Approve Raffle Permit for Barnes County Wildlife Federation, Disabled American Veterans, Express Wrestling
2. Approve Electrician, Plumber and/or Mechanical Contractor license for ASAP Electric, RJ’s Plumbing & Heating, Inc.
3. Approve Block off the Street Request for Valley City Public Schools on April 28, 2018 on 4^th Street NW from Central Avenue to 2^nd Avenue
4. Approve Block off the Street Request for Valley City State University Residence Life on May 3, 2018 on Viking Drive from Student Center to intersection of 8^th Avenue

Commissioner Pedersen moved to approve the consent agenda, seconded by Commissioner Powell. The motion passed unanimously.

Public Comments

There were no public comments.

New Business

Approve NDDOT Cost Participation, Construction & Maintenance Agreement for NDDOT Project No. UGP-SU-2-990(057), Central Avenue from Main to 12^th St N

Chad Petersen from KLJ reviewed the NDDOT agreement and stated the local cost share is approximately $400,000. Commissioner Powell moved to approve the NDDOT Cost Participation, seconded by Commissioner Pedersen. Roll call vote – Magnuson: aye,  Pedersen: aye, Bishop: nay, Powell: aye, Carlsrud: aye. Motion carried.

Consider approving Amendment No. 1 for Preliminary & Design Engineering Services with KLJ for NDDOT Project No. UGP-SU-2-990(057), PCN 22043 (Central Avenue)
Chad Petersen from KLJ reported that this request allows KLJ to proceed reducing the size of the bump outs from 8 feet to 6 feet. NDDOT has been consulted. 5^th Street would remain unchanged due to the unsignaled intersection and school zone. The agreement allows for costs up to $16,500.

Commissioner Pedersen moved to approve Amendment No. 1 for Preliminary & Design Engineering Services, seconded by Commissioner Powell. Commissioner Bishop stated concern for additional cost to make the changes. Commissioner Magnuson concerned about additional cost and that all costs weren’t presented at beginning of project.

Roll call vote: Bishop – nay, Powell – aye, Magnuson – nay, Pedersen – aye, Carlsrud – aye. Motion carried.

Approve Permanent Flood Protection Phase IV buyout purchase of 229 4^th Ave SE for the appraised value of $155,00
Assessor Hansen stated that the appraised value was reasonable. Commissioner Bishop moved to approve purchase of 229 4^th Ave SE, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Gaming Site Authorization for Valley City Eagles Aerie 2192 Fraternal Order of Eagles at 345 12^th Ave NE; Hi-Line Hospitality, LLC at 2369 Elm Street; The Labor Club, 214 2^nd Street NE; My Bar Valley City LLC, 240 East Main Street; and Main Street Off Sale LLC – Tavern 94, 455 Wintershow Road 

Commissioner Pedersen moved to approve the gaming site authorizations, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Gaming Site Authorization for ND Wildlife Federation at Valley City Eagles, 345 12^th Ave NE on April 6, 2019

Commissioner Powell moved to approve the gaming site authorization, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Special Alcohol Beverage Event Permit for City Lights at VCSU on April 25, 2018  for VCBCDC Annual Banquet

Commissioner Bishop moved to approve the special alcohol beverage event permit, seconded by Commissioner Pedersen. The motion passed unanimously.

New Business

Open Public Hearing regarding Special Assessments confirmed by the Special Assessment
Commission for Paving Improvement District No. 112

President Carlsrud declared the hearing open. City Auditor Richter reported the Special Assessment Commission met on April 12, 2018, which certified the amended report. The amended report removed Northwestern Industries from the Improvement District as no work was completed. There were no public comments. Commissioner Bishop moved to close the hearing, seconded by Commissioner Powell. The motion passed unanimously.

Approve Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 112

Commissioner Pedersen moved to approve the Paving Improvement District No. 112 special assessments, seconded by Commissioner Magnuson. The motion passed unanimously.

Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for Paving Improvement District No. 113

President Carlsrud declared the hearing open. City Auditor Richter reported that the Special Assessment Commission certified the Paving Improvement District No. 113 special assessments. There were no public comments. Commissioner Bishop moved to close the hearing, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve Special Assessments as recommended by the Special Assessment Commission for Paving Improvement District No. 113

Commissioner Powell moved to approve the Paving Improvement District No. 113 special assessments, seconded by Commissioner Magnuson. The motion passed unanimously.

Open Public Hearing regarding Special Assessments confirmed by the Special Assessment Commission for 2017 Parking Lot Improvement District

President Carlsrud declared the hearing open. City Auditor Richter stated the Special Assessment Commission certified the 2017 Parking Lot Improvement District special assessments at the April 12, 2018 meeting. There were no public comments. Commissioner Pedersen moved to close the hearing, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Special Assessments as recommended by the Special Assessment Commission for 2017 Parking Lot Improvement District

Commissioner Bishop moved to approve the 2017 Parking Lot Improvement District special assessments, seconded by Commissioner Magnuson. The motion passed unanimously.

Ordinance

Approve first reading of Ordinance No. 1031, an Ordinance Amending Title 4, Alcoholic Beverages
City Attorney Mertins reviewed the proposed changes included in the first reading of Ordinance No. 1031 which include substantive changes to server training requirements and licensing deadlines. Clarification is included within the violation section.

Commissioner Powell inquired if more definition is required for the “regular work requirements.” City Attorney Mertins stated that this would be determined through fact finding at administrative hearings. Commissioner Magnuson stated business owners requested two renewal periods during previous changes to the ordinance and stated concern changing it now. Commissioner Bishop moved to approve the first reading of Ordinance No. 1031, seconded by Commissioner Powell. The motion passed unanimously.

Resolution

Approve Resolution No. 2144, a Resolution of Sponsorship for After School Latch Key Program dba TL Childcare CDBG Loan Fund Application

Stacy Bowerman, director of the South Central Dakota Regional Council stated that the After School Latch Key Program would be utilizing HUD funds administered by the state. This requires local sponsorship to proceed. Commissioner Pedersen moved to approve Resolution No. 2144, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Resolution No. 2140, a Resolution Accepting Bid and Awarding Contract for Sanitary Sewer Improvement District No. 62 to Swanberg Construction in the amount of $234,938
Mike Strom from KLJ recommended awarding bid to Swanberg Construction in the amount of $234,938. The engineers estimate was $316,000. Commissioner Bishop moved to approve Resolution No. 2140, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2141, a Resolution Accepting Bid and Awarding Contract for Storm Sewer Improvement District No. 51 to DL Barkie Construction, Inc. in the amount of $167,665

Mike Strom from KLJ stated the recommendation is to award the base bid to DL Barkie Construction in the amount of $167,665. The engineers estimate was $235,000. The alternate was not recommended as the property owner did not want to proceed. Commissioner Powell moved to approve Resolution No. 2141, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2143, a Resolution to Designate Authorized Representative for the City of Valley City as a Member of Missouri Basin Municipal Power Agency d/b/a Missouri River Energy Services

City Administrator Schelkoph reported MRES requires a board member to serve as the primary delegate per by-laws and asked the Commission to approve. Commissioner Magnuson moved to approve Resolution No. 2143, seconded by Commissioner Pedersen. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph had no report.

City Updates & Commission Reports

Building Inspector Andersen reported that Cleanup Week is May 7 – 11, 2018.

Fire Chief Retterath asked residents to check smoke detectors in homes and duplexs as VCFD has found ones that are not working.

Chad Petersen stated that work on Permanent Flood Protection Phase II construction continues. By-weekly construction meetings will begin April 18.

Adjourn

The meeting was adjourned at 5:51 pm.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Commission Proceedings
April 10, 2018
7:00 AM Meeting, City Hall

President Carlsrud presided and continued with roll call at 7:00 AM.

Members present: Commissioner Magnuson, Commissioner Bish­op, Commissioner Powell.
Members absent: Commissioner Pedersen.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Police Chief Hatcher.

Roll Call

Pledge of Allegiance

New Business

Consider alleged violation of Alcoholic Beverage Ordinance by American Legion Club

City Attorney Mertins stated that the alleged violation is that an individual under the age of 21 was served and was later found obviously intoxicated at the American Legion Club. The American Legion Club waived an administrative hearing so therefore, the Commission needs to accept the waiver and make a finding that the alleged violation occurred.

James Riden, licensee appointed Judith Bennefeld to serve as a representative of the American Legion Club. Bennefeld confirmed the waiver of the administrative hearing and on behalf of the American Legion Club, admitted to alleged violations that an individual under the age of 21 was served and found obviously intoxicated.

Commissioner Magnuson moved to accept that the waiver of an administrative hearing was knowingly and voluntarily made, seconded by Commissioner Powell. The motion passed unanimously.

Commissioner Powell moved that there was sufficient evidence to find the American Legion Club violated the Alcoholic Beverage Ordinance, seconded by Commissioner Bishop. The motion passed unanimously.

Consider proposed disposition for American Legion Club regarding violation of Alcoholic Beverage Ordinance

City Attorney Mertins reviewed the proposed disposition. Commissioner Bishop clarified that the original disposition included a two week suspension but after meetings and negotiations with the American Legion Club the current disposition is recommended. Bennefeld stated the American Legion has obtained an ID scanner from City County Health District and is working to have server training for all servers.

Commissioner Bishop moved to accept the proposed disposition, seconded by Commissioner Powell. City Attorney Mertins read the proposed disposition for the record. The motion passed unanimously.

Adjourn

The meeting was adjourned at 7:18 am.

Dave Carlsrud, President of the
City of Valley City Commission

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

2018 Board of Equalization Proceedings
April 10, 2018
4:00 PM City Hall

President Carlsrud presided and continued with roll call.

Members present: Commissioner Bishop, Commissioner Magnuson.

Members absent: Commissioner Powell, Commissioner Pedersen.

Others Present: City Administrator Schelkoph, Finance Director Richter, Assessor Hansen, City Attorney Mertins, Police Chief Hatcher.

Finance Director Richter read North Dakota Century Code sections 57-11-01, 03 and 07 pertaining to the duties of the Board of Equalization.

President Carlsrud declared the hearing open at 4:07 P.M. City Assessor Sandy Hansen reported the changes in property values within the city for 2018. An overall summary was read and submitted, with the breakdown as follows:

Commissioner Magnuson inquired about the impact to overall tax base. City Auditor Richter stated the City can include changes in non-taxable to taxable, new construction for additions to budget; changes in market value do not increase budgeting power but rather help to re-distribute the mill levy.

The following property owners contacted City Assessor Hansen regarding the notice of increase for 2018.

No written comments were received by City Auditor.

Dean Kinney inquired about the increased commercial land value along Main Street and upcoming construction impacting special assessments.

Commissioner Magnuson moved to close the hearing, seconded by Commissioner Bishop. The motion passed unanimously.

Commissioner Bishop moved to approve the assessment book as prepared by the City Assessor, seconded by Commissioner Magnuson. The motion passed unanimously.

President Carlsrud thanked City Assessor Hansen for her work.

Adjourn

The meeting was adjourned at 4:32 p.m.

Dave Carlsrud, President of the
City of Valley City Commission

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

Valley City Commission Proceedings
April 3, 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, Commissioner Powell.

Others Present: City Administrator Schelkoph, City Auditor Richter, City Attorney Mertins, Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Police Chief Hatcher, Chad Petersen from KLJ.

Pledge of Allegiance

Recognition of Mayor for a Day

President Carlsrud recognized Tessa Anderson and Nora Wolhart as Mayor for a Day essay winners.

City Government Week Proclamation
Tessa Anderson and Nora Wolhart read the City Government Week Proclamation.

Approval of Agenda – Remove Consent C, N9 & N11

Approval of Minutes

Commissioner Magnuson moved to approve the minutes from March 20 and March 29, 2018 meetings, seconded by Commissioner Powell. The motion passed unanimously.

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 $2,646,288.49
3. Approve Block off the Street Request for Valley City High School on April 28, 2018 on 4^th Street NW from Central Avenue to 2^nd Avenue NW
4. Approve Request to Block off the Street for Valley City Public Schools on May 9, 2018 on 2^nd Ave NW from 4^th Street NW to 5^th Street NW
5. Approve Raffle Permit for Valley City Area Chamber of Commerce

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

Public Comments

There were no public comments.

New Business

Consider financial support for the South Central Seniors Transportation

Commissioner Pedersen moved to approve $20,000 for South Central Seniors Transportation, seconded by Commissioner Powell. The motion passed unanimously.

Pat Hansen from South Central Seniors Transportation thanked the Commission for their support. The goal is to leverage all of the available federal money, $80,000, which requires a local match. The local match is funded through donations and city and county support in the service area.

Consider Request for $7,500 from the Reserved Streetscape Project Funds for Chamber of Commerce for one-time construction marketing

Bobby Koepplin, on behalf of the Visitors Committee, reported that the Commission in 2016 approved reserving 25% of the Image Enhancement Grant funds for streetscape projects. The Visitors Committee provided a do pass recommendation for this project with requirements for matching funds and funding after construction begins.

Commissioner Magnuson moved to approve the request for $7,500 from the Reserved Streetscape Project Funds for the Chamber of Commerce with the conditions set forth by the Visitors Committee, seconded by Commissioner Powell. The motion passed unanimously.

Consider Food & Beverage Grant Request for Chamber of Commerce in the amount of $32,000

Bobby Koepplin, on behalf of the Visitors Committee, reported that this $47,000 project will provide improvements to signage and carpet at the Rosebud Visitors Center. The Visitors Committee provided a do pass recommendation for a $32,000 grant from Food & Beverage.

Commissioner Pedersen moved to approve the Food & Beverage Grant request for the Chamber of Commerce, seconded by Commissioner Magnuson. Koepplin stated that this request will use all available funds in 2018. The motion passed unanimously.

Consider Image Enhancement Grant from Mobility Plus Rehabilitation, Ltd. in the amount of $1,000

Bobby Koepplin, on behalf of the Visitors Committee, reported a do pass recommendation in the amount of $1,000 for Mobility Plus Rehabilitation, Ltd.

Commissioner Powell moved to approve the Image Enhancement Grant for Mobility Plus Rehabilitation, seconded by Commissioner Pedersen. The motion passed unanimously.

Approve awarding bid for planting of trees for the ND Forest Service grant to Pine Country Nursery in the amount of $14,617.00

Bobby Koepplin, on behalf of the Beautification Committee, requested approval of the bid to plant trees on the boulevards near City County Health District, the Courthouse, and a City parking lot.

Commissioner Pedersen moved to approve awarding bid for planting trees, seconded by Commissioner Magnuson. The motion passed unanimously.

Receive the Valley City Fire Department Annual Report
Fire Chief Retterath presented the Valley City Fire Department Annual Report and stated that calls were down in 2017.

Approve part-time staff for VCFD to create pre-plan building fire protection program

Fire Chief Retterath request approval for the Valley City Fire Department to hire a part-time staff to pre-plan details that are useful for responding to calls.

Commissioner Bishop moved to approve part-time staff for Valley City Fire Department, seconded by Commissioner Powell. The motion passed unanimously.

Approve Gaming Site Authorization for Edgar A. Fisher Post 60 of the American Legion

Commissioner Pedersen moved to approve the gaming site authorization for American Legion, seconded by Commissioner Magnuson. The motion passed unanimously.

REMOVED – Approve NDDOT Cost Participation, Construction & Maintenance Agreement for UGP-SU-2-990(057), Central Avenue from Main to 12th St N

Approve NDDOT Cost Participation, Construction & Maintenance Agreement for UGP-SU-2-990(055)059, 3^rd Avenue SE from 4^th St SE to Main St

Chad Petersen from KLJ stated that the project will be funded from the NDDOT Urban Road Grant program which requires a cost participation, construction and maintenance agreement to be filed. Construction cost and construction engineering is at 80% federal share, 20% local match. The $1.15 million project has $452,000 local cost share which is scheduled to be bid through the NDDOT on May 11.

Commissioner Powell moved to approve the NDDOT Cost Participation, Construction & Maintenance Agreement for UGP-SU-2-990(055)059, seconded by Commissioner Pedersen. The motion passed unanimously.

REMOVED – Approve 2017 Year end transfers and assigned funds as prepared by City’s Finance Director

Appoint contact for the ND Water Coalition

City Administrator Schelkoph stated the City of Valley City has a membership in the ND Water Coalition. The City Administrator serves as a contact as well as one commissioner. Schelkoph recommended President Carlsrud serve as the commission representative.

Commissioner Magnuson moved to approve President Carlsrud as a representative to the ND Water Coalition, seconded by Commissioner Bishop. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reminded the public to report slippery streets to 845-0380, Public Works or 845-8181 for Barnes County Dispatch.

Schelkoph reported that the FEMA lot issue has been resolved through the passage of the omnibus on March 9, 2018. The alternative would have required the City to construct a new floodwall at an estimated cost of $3 million to avoid the FEMA lot. Schelkoph thanked Senator Heitkamp and FEMA for their work to provide a legal resolution to this issue.

Schelkoph reminded the public that Main Street will be closed for an extended period of time.

City Updates & Commission Reports

City Auditor Richter thanked Emma Tufte for her work on the Mayor for a Day event and Tessa Anderson and Nora Wolhart for their essays.

City Assessor Hansen stated that the Board of Equalization meets on Tuesday, April 10 at 4:00 pm in the Commission Chambers.

Fire Chief Retterath report that 340 invitations have been sent for the ND Firefighters Association convention in May.

Commissioner Powell stated that the Valley City – Barnes County Committee of Addiction will hold a town hall discussion on Thursday, April 5 at the HAC.

Commissioner Bishop thanked the VCFD & VCPD for their efforts.

Commissioner Magnuson congratulated the Mayor for a Day winners for their essay submissions.

President Carlsrud thanked employees and volunteers for their work. Carlsrud thanked the parents for their support of the Mayors for a Day.

Adjourn

The meeting was adjourned at 5:49 pm.

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
March 29, 2018
7:00 AM Meeting, City Hall

President Carlsrud presided and continued with roll call at 7:00 AM

Members present: Commissioner Pedersen, Commissioner Bishop, Commissioner Magnuson

Members absent: Commissioner Powell

Others Present: City Administrator Schelkoph, City Attorney Mertins, City Auditor Richter, Police Chief Hatcher, Chad Petersen from KLJ.

Pledge of Allegiance

New Business

Consider NDDOT UGP-SU-2-990(057)PCN 22043 Bid Items for the  Streetscape Project

City Administrator Schelkoph stated that the City will received the NDDOT documents on March 23, 2018 for the Third Avenue, Concrete Pavement Repair (CPR) and Streetscape projects. Petersen clarified that the Third Avenue project was originally under the Urban Road Program and now NDDOT has applied grant money to the project. The Three projects will now bring $2.3 million in federal funds to Valley City instead of just $500,000 from Urban Road Program.

City Administrator Schelkoph reported that the final estimate is $1.9 million, which is higher than the $1.55 million preliminary estimate. Schelkoph direct KLJ to add an alternate to the bid documents that will allow the Commission some latitude in finalizing the project cost based on bids in hand, this alternate is for 4^th Street to 5^th Street. Petersen indicated that this section includes approximately $250,000 construction cost for bump outs and decorative lighting.

Commissioner Magnuson stated that the original plan was for a $300,000 local share. Magnuson asked if the widening of the sidewalks and bump outs could be removed while retaining the decorative lighting. Magnuson asked the Commission to stay within a $300,000 local share.

Commissioner Pedersen recommended if bids are not favorable, use Commissioner Magnuson’s reduction in scope recommendation.

Petersen clarified that the project scope will need to be reduce to less than $1 million to be at a $300,000 local share level. Petersen stated the new traffic signals require a larger footprint to meet ADA requirements through bump outs.

Commissioner Bishop stated that the project is over budget with a lack of transparency.

Commissioner Magnuson asked to scale the project back to fit the budget that was promised.

Commissioner Pedersen questioned the impact to the grant funding if the scope is changed. Pedersen stated that $700,000 in grant money is now available with the project as it is.

City Auditor Richter received an estimate from NDDOT in February. At that point, Richter added 20% for project costs with $282,000 from the Infrastructure Renew & Replacement Fund and $260,000 from the Electrical Fund. Richter stated that there are funds to cover the local cost share of the new project cost.

Commissioner Magnuson again asked to stay at the $300,000 local cost share.

Jeff Edwards, Chair of the Streetscape Committee, recommended the Commission create two alternates – the first along the High School, as described by Mr. Schelkoph on 4^th Street to 5^th Street; the second from Main to Second Street. Edwards clarified that the bump outs are not just decorative, they allow space for the traffic lights to meet ADA requirements.

Petersen clarified for the Commission that not all areas require bump outs to meet ADA compliance as some areas have greater right of ways.

Bobby Koepplin stated that since a design contract was signed, he’d recommend continuing forward with the project and review again when the bids are received.

Mary Lee Nielsen asked the Commission to consider the national efforts to make downtowns walkable and to proceed and see how bids are received.

President Carlsrud expected the community would spend $300,000 to $400,000 for this project. Carlsrud stated that the national trend for economic development is to improve the downtown district and with the funding available, the City needs to support this project.

Adjourn

President Carlsrud declared the meeting adjourned at 7:52 am.

Dave Carlsrud, President of the
City of Valley City Commission

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