Monday, August 5, 2019

7:00 AM Meeting, City Hall

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

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

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

Continue discussing 2020 Budget

The Commissioners made the following recommendations/changes to the 2020 budget:

1 VCBC Library budget remains at 8 mill and not include the extra $5,000 as requested.

2 Chamber of Commerce remains at $12,000 as in prior years with one of the city’s local tax options granting them $5,000 for Summer Nights on Central 2020.

3 Bridges Arts Council remains at $1,000.

4 South Central Adult Services reduced from $20,000 to $10,000.

5 Increase transfer to the Street Department (Fund 608) by $25,000 as discussed at the July 30^th budget meeting.

6 Increase the transfer from the Enterprise funds by $120,200 from $1,000,000 to $1,120,000 which will result in keeping the mill levy the same as in the 2019 budget.

President Carlsrud asked if there are any long term ramifications of increasing the transfer from the Enterprise funds to eliminate increasing the mills. Administrator Schelkoph said not except it delay building a new PW Service Center by one year which is ok. The new building at the transfer station provides space for the garbage trucks thus freeing up space for other vehicles and equipment.

Approve 2020 Preliminary Budget

Commissioner Bishop moved to approve the 2020 Preliminary budget as present at the August 5^th meeting and with the six recommendations that are listed above. Commissioner Magnuson seconded the motion. Motion passed unanimously.

Motion adjourned at 7:45 AM

Dave Carlsrud, President of the
City of Valley City Commission

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

Tuesday, July 30, 2019

7:00 AM Meeting, City Hall

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

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

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

NEW BUSINESS

Continue discussing 2020 Budget

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

Theresa Will, Executive Director for City County Health requested the city increase the support to CCH by 5% from $26,791 in 2019 to $28,131 for the 2020 budget.

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

Jennifer Feist, Director of Development for VCBC Development Corporation requested approval of $33,000 from Fund 240 for administrative services. That is an increase of $1,000 from last year.

Kaye Vinje, Executive Director of the Valley City Area Chamber of Commerce Board requested approval of $12,000, the same as in 2019 plus an additional $5,000 for Summer Nights on Central 2020.

City Administrator Schelkoph reported that the Valley City Troubadours requested $1,500 for 2020 which is the same amount as requested for the last 20 plus years.

Auditor Richter reported that Community Services again didn’t need to request funding for 2020.

Healthcare

City Administrator Schelkoph reported that BCBS representative met with the City on Wednesday, July 24^th with news that 2020 premiums are increasing by 25% and claims expense expected to increase 29%. He proposed the Employees pick up 8% of the increase in premiums and the City pays the balance. An 8% increase will cost the employee an additional $522 for a family plan. In addition Schelkoph proposed to keep the HSA contribution at the same level as last year. The IRS increased the annual high deductible amount by $100 from $2,700 to $2,800 with a $5,600 maximum for a family plan. In order for an employee to receive the same level of contribution the employee must contribute the following to their HSA: $767 for family plan, $613 for single plus dependents and $523 with a single policy. Claims expense increased by $2,598 per policy. The increase to the budget for the new healthcare information would be $48,841. Schelkoph said that a committee has been created to look at other insurance options for 2021. Currently NDIRF is working on creating a healthcare plan to offer to political subdivisions in mid-2020. Another option that will be investigated is United Health Care.

Pat Hansen, Director of South Central Adult Services requested $20,000 to support their transit program.

Bobby Koepplin, Visitor’s Committee Chair requested approval of the Convention and Visitors Bureau (CVB) budget of $80,000. Occupancy Tax revenue is the source for CVB funding and the amounts disbursed is dependent on its tax revenue.

Bobby Koepplin, Visitor’s Committee Chair requested a $4,000 for the Beautification Committee. The revenue source for the committee is from city sales tax dedicated to Retail Image Enhancement Fund 242. Commission approved using Retail Image Enhance funds for the committee on 04/15/14.

The representatives for the VCSU Community School of the Arts were out of state at a Convention so didn’t present. They’d submitted a request $1,500 for Valley Voices, same as in prior years.

Consider purchase of 2003 KME Tower Ladder Truck for VCFD, in the amount of $194,000 with an additional $6,000 for lights and radio

Chief Magnuson traveled to South Carolina to look over the 2003 KME tower ladder truck. He and Administrator Schelkoph talked about the condition of the unit and the pricing and felt it was good to proceed with purchasing it. The company will bring truck up to Valley City, go over it from top to bottom and warranty it for a year. 

Commissioner Magnuson moved to approve the purchase of the 2003 KME Tower ladder truck for $194,000 plus up to $6,000 for lights and radio as needed, seconded by Commissioner Powell. Motion passed unanimously.  

Auditor Richter recommended meeting on Monday, August 5^th at 7 AM to finalize and vote on the preliminary budget.

Determine if the city increase the mill levy or to keep the mills the same as in 2019 by using a different revenue source to offset the increase. As presented, with the organizational request and the increase in health insurance costs the budget is currently 6.39 mill higher than in the 2019 budget.

Commissioner Bishop stated that he is opposed to raise the mills for the 2020 budget with the minority of people/property supporting the mills. Asked to come back with some figures to take the increase out of the electrical fund and/or increase the electrical rates as needed to make the transfer. Schelkoph reported that rates would not need to be increased to support this transfer. Right now we are at 11.4% transfer from enterprise funds to general government. By NDCC 20% transfer is allowed. Commissioner Magnuson concurred.  

One last item Administrator Schelkoph recommended increasing the transfer from general fund to the Street department by $25,000. Current transfer is budgeted at $200,000 and recommended increasing to $225,000.

Next meeting set to meet again on Monday, August 5^th at 7 AM.

Dave Carlsrud, President of the
City of Valley City Commission

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

Tuesday, July 23, 2019

7:00 AM Meeting, City Hall

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

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

Others Present: City Administrator Schelkoph, Finance Director Richter, Deputy Auditor Klein, City Attorney Martineck, Police Chief Hatcher, Fire Chief Magnuson.

Ordinance

Approve second and final reading of Ordinance No. 1046, An Ordinance to Amend and Reenact portions of Title 4 (Alcoholic Beverages) of the Valley City Municipal Code

Commissioner Magnuson moved to approve Ordinance No. 1046, seconded by Commissioner Erickson. The motion passed unanimously.

Resolution

Approve Resolution No. 2214 a Resolution Amending the Master Fee Schedule

Attorney Martineck stated that Resolution No 2214 amends the master fee schedule to add a Class H Brewer taproom annual fee of $500. Also added the master fee schedule is a $200 late fee for alcoholic beverage applications that are not received by the first Monday in June for the licensing period of July 1 of that year to June 30 of the following year.

Commissioner Bishop recommended a late fee of $250 for the first day and $100 every day thereafter, until the license fee and complete application is received. Commissioner Magnuson recommended the $100 fee would be for every business day thereby excluding Saturday and Sundays.

Commissioner Bishop moved to charge a $250 late fee for the first day and $100 for every business day thereafter, until the license fee and complete application is received, seconded by Commissioner Erickson. The motion passed unanimously.

NEW BUSINESS

Continue discussing 2020 Budget

Attorney Martineck and Chris Westerhausen for the Municipal Courts each presented their 2020 budget requests. Both were received with no changes from the commissioners.

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

Jenni Richman for the Sheyenne Valley Friends of Animals requested the same support as in 2019 which is $1,000 plus and revenue for dog license net of the cost of the veterinary bills incurred by the city to impound stray cats and dogs.

Wes Anderson, Curator of the Barnes County Historical Society requested support the Museum as in prior years which was $4,000.

Hilde van Gijssel, board member of the Public Library requested $141,000 equivalent to 8.1 mills for the 2020 budget and an addition $5,000 for signage, fencing, and to establish library branches at other Barnes County locations.

Hilde van Gijssel, treasurer for Bridges Art Council requested financial support of $1,000 which is the same as in 2019.

Hilde also request an additional $1,000 to help support an arts administrator, which would be a new position for ten hours per week. The goal is to combine the Bridges arts Council and the VCSU Community School of the Arts to create a new organization call Bridges Arts Council of Valley City/Barnes County.

Fire Chief Magnuson presented his budget to the Commissioners

Commissioner Bishop stated that he reviewed the fire department’s budget thoroughly and was satisfied with it as presented. The fire hall capital improvements included LED lighting upgrades, furnace and electrical upgrades, $30,000 towards an addition to the fire hall and a homeland security grant to replace access doors and for a video camera security system. Capital budget for equipment included $75,000 towards a new pumper truck.

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

General operations increased by $9,000. Will being at full staff for the first time numerous years, some operational items were increased including vehicle service and repairs. Hoping to see an increase in parking fines with the new position added in 2019. Police commissioner Bishop reviewed the department’s budget and was satisfied with it as presented.

Chief Hatcher will continue with the vehicle replacement schedule and budgeted $40,000 to replace the 2013 Tahoe in 2020. He also budgeted $20,000 for mobile vision body cams and a server. He had been asked to look into adding the body cams for the officers on duty. Attorney Martineck remarked that body cams are very beneficial when it comes to jury trials. It gives the jurors evidence of what was said and occurred. Commissioner Bishop said that it was important to keep up with technology and $20,000 is well worth the protection for both the officers and citizens alike.

ADJOURN

Meeting adjourned at 8:50 AM.

Dave Carlsrud, President of the
City of Valley City Commission

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

Monday, July 22, 2019

7:00 AM City Hall

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

Members present: Commissioner Magnuson, Commissioner Bishop, Commissioner Powell

Members Absent: Commissioner Erickson

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

New Business

Discuss first draft of 2020 Budget

Auditor Richter reported that the value of a mill increased by an estimated $192 from last year to an estimated value of $17,400. The County Auditor will determine the actual value of a mill later in Dec 2019. New growth and properties that moved off the exempt status attributed to $170 of the increase and the balance of $22 is the result of changes in valuations on existing properties.  To maintain the 0 mill increase, the city would need to decrease its mills by 1.1 mills from 2019 budget which is an increase of $18,677 in property tax revenue. The first draft of the budget is presented with 4.97 mills increase from last year, an increased the amount of $101,600 which is 3%.

To ensure financial strength and stability, cash reserves increased by $46,186 which brings the total budgeted reserves to $965,000 which is 30% of general fund appropriations as recommended in the guidelines set in the City’s Fund Balance policy. The General fund revenues increased by $29,921 and expenditures increased by 101,748.

The proposed salaries in the 2020 budget includes a 1.3% cost of living allowance (COLA) increase and a step increase in the 25 year salary schedule. Cost of Living Adjustment (COLA) is calculated using the Consumer Price Index, in the U.S. Department of Labor, Bureau of Labor Statistics report for the Midwest Region from May 2018 to May 2019.

ADJOURN

At 8:10 AM Meeting Adjourned until 7:00 AM Tuesday, July 23, 2019.

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
Tuesday, April 2, 2019
5:00 PM, 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 Auditor Richter, City Attorney Martineck, City Assessor Hansen, Public Works Accountant Jacobson, Building/Fire Inspector Andersen, Fire Chief Magnuson, Police Chief Hatcher, Deputy Auditor Klein, Chad Petersen from KLJ.

Mayor for a Day

President Carlsrud recognized Mayor for a Day essay winner Journey Cruff.

City Government Week Proclamation

President Carlsrud read the City Government Week Proclamation.

Presentation of Safe Drinking Water Act Certificate of Achievement

President Carlsrud recognized Wade Hesch and Sherry Keyes for their efforts to maintain safe drinking water.

Approval of Agenda

Addition of Consent G

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the March 19, 2019 and March 28, 2019 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 $1,729,448.34
3. Approve Application to Block off Street for Sheyenne Valley Backing the Badge 6K Run on May 4, 2019 for route as submitted
4. Approve Application to Block off Street for Sheyenne Valley Soapbox Derby on June 8-9, 2019 on Central Avenue from 3^rd Street N to 9^th Street N
5. Approve Raffle Permits for Education Foundation for Valley City Public Schools, St. Catherine’s Parish – KC’s, Valley City Area Chamber of Commerce, Valley City High School DECA
6. Approve Tree Trimming & Removal Service License for Mike’s Construction & Repair
7. Approve Raffle Permit for APOC

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

Resolution

Approve Resolution No. 2194, a Resolution Approving Final Plans and Specifications for Permanent Flood Protection Phase 2A and Permanent Flood Protection Phase 3 and Authorizing Engineer to Advertise for Bids

Chad Petersen from KLJ stated Phase 2A is an extension for a pump station at Bettin’s. Phase 3 is floodwall to protect Master Lift Station. The estimated cost of $4.5 million and the bid opening is scheduled for April 30.

Commissioner Magnuson moved to approve Resolution No. 2194, seconded by Commissioner Bishop. Commissioner Erickson inquired if ladders or cages are required for safety. Petersen stated those details are being finalized. The motion passed unanimously.

New Business

Approve VCFD Officer List
Commissioner Powell moved to approve the VCFD officer list, seconded by Commissioner Bishop.

Commissioner Magnuson requested to abstain. Commissioner Bishop moved to have Commissioner Magnuson abstain, seconded by Commissioner Powell. Motion carried.

The motion passed unanimously.

President Carlsrud administered the Oath of Office for Assistant Fire Chief, Lance Coit.

Fire Chief Magnuson recognized the 2019-2020 officers: Captain/Training Officer Jeffrey Schlittendhardt, 508 Lieutenant Duane Magnuson, 505 Lieutenant Matthew Miller, 503 Lieutenant Matthew Jenrich, 502 Lieutenant Michael Wadeson, 501 Lieutenant Jason Runge, Secretary/Treasurer Gary Peterson, Chaplin Dave Montecullo. Magnuson thanked their spouses for their support.

Approve bid for new sander truck
City Administrator Schelkoph reported multiple bids were received for the new sander truck. Street Superintendent Differding and City Administrator Schelkoph recommend purchase of Peterbilt 348 grouped with Highway Sander Body from Sanitation Products in the amount of $147,010.00. Commissioner Bishop inquired if maintenance work can be done here. Schelkoph confirmed on-site maintenance will be done. Schelkoph reported tandem axle will allow for more efficiency. City will keep one sander truck for backup.

Commissioner Erickson moved to approve the purchase as recommended for a Peterbilt 348 grouped with Highway Sander Body from Sanitation Products in the amount of $147,010.00, seconded by Commissioner Bishop. The motion passed unanimously.

Approve 2019 City Forester Contract
City Administrator Schelkoph reported Willis Wagar is willing to serve as City Forester for 2019 season. Commissioner Powell moved to approve the 2019 City Forester Contract, seconded by Commissioner Magnuson. The motion passed unanimously.

City Administrator’s Report

City Administrator Schelkoph reported Barnes County has declared an emergency. New forecast is below 15’ flood minor stage. BC Commission approved joint sandbag center, if needed.

May 6 – 10, 2019 is Clean up Week. Do’s and don’ts are listed on the city website.

City Updates & Commission Reports

City Attorney Martineck thanked Mayor Cruff for her participation.

Assessor Hansen stated the Board of Equalization meeting will be held April 9 at 4:00 PM. To appeal property valuation, property owners need to begin at the city meeting.

Chad Petersen from KLJ stated the bid opening for Paving Improvement Districts No. 119 & 119B is tomorrow. The last column was poured for Permanent Flood Protection Phase II, work will continue south of Hub Mac.

Commissioner Powell asked the public to watch for bicycles and pedestrians.

Commissioner Bishop thanked the firemen and police officers for their work.

President Carlsrud thanked Journey Cruff for an excellent essay and her family for their support. Carlsrud thanked the volunteer firefighters for taking care of the city and rural areas.

Adjourn

Meeting was adjourned at 5:39 P.M.

Dave Carlsrud, President of the
City of Valley City Commission

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

Office & Transfer Station Closings:

• Transfer Station will be closed Friday, April 19 beginning at 11:30 AM and remain closed Saturday, April 20.
• City Hall & Public Works will be closed Friday, April 19 beginning at 12:00 PM.

Garbage Schedule: Week of April 15

• Friday’s route will be picked up by Noon on Friday.

VCPW will begin snow removal in the Southwest residential portions of town for the next snow event.

For more information about snow removal, emergency routes and reminders for property owners, please see our knowledge base article.

VCPW will begin snow removal in the Northeast residential portions of town on Wednesday, February 27.

For more information about snow removal, emergency routes and reminders for property owners, please see our knowledge base article.