City Commission Finance Meeting

Valley City, North Dakota

Tuesday, November 5, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

Members present: President Carlsrud, Commissioner Bishop, Commissioner Magnuson, Commissioner Erickson, Commissioner Gulmon

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Chief Horner, Administrative Assistant Hintz

Agenda Items

GovCard for City Hall, Police Department & Court.

Finance Director Klein shared the need to be able to take credit card payments in the Auditor’s Department. GovCard is a solution that several cities are using. It is a no cost, secure solution to this need. Commissioner Gulmon asked that local financial establishments be given a chance to offer their solution. Klein will reach out & bring quotes to the next meeting.  

Annexation of Woodland.

City Administrator Crawford discussed who this would affect and what the benefits to those involved would be. The consensus of the Commission was to start moving forward with this process.

PFP Buyout of 512 E Main.

Discussion was had on the proposed buyout of 512 East Main and the plans on how to proceed with this purchase. City Administrator Crawford recommends moving forward. The Commission agrees.

2025 Board Meeting Schedule.

Finance Director Klein went over the proposed meeting schedule for the 2025 Finance and Commission meetings. This will be added to the 11/19/24 Commission Agenda for final approval.

2023 Audit Report by Brady Martz

Matt Laughlin with Brady Martz and Associates, PC, shared the findings of the 2023 Auditor’s Report. The audit was completed in accordance with the auditing standards in the United States of America. The Commission felt that the audit went well and thanked Finance Director Klein and her Department for their work.

Department Reports

Sanitation Department

Sanitation Supervisor Swart reported that all is going well in her Department at the moment. Container placement has been going well.  

Water Department

Water Superintendent Hesch reported that water usage is trending down which is normal as we head into winter & cooler weather.   

Electric Department

Electrical Superintendent Senf reported 4 outages last month, 3 were due to squirrels. His Department is keeping busy with completing projects around Valley City.

Fire Department

Fire Chief Magnuson went over his Calls for October. His Department has been on a few tough calls recently and he thanks them for everything that they do.

Police Department

Police Chief Horner went over his Calls for Service Report. He shared that the Police Department was awarded a grant to cover the upgrades needed on security at both the Police Department & the Water Treatment Plant. Chief Horner also shared the activities around town that his Squad has been participating in.

Street Department

Operations Supervisor Klemisch reported that all hydrants should be flushed as well as 245 of the 300 nodes that need replacing are completed. Sand trucks are ready to go when needed. Street cleaning is continuing.  

Administration

Administrator Crawford told the Commission that The City did receive a signed copy for the buyout property at 231 9^th Ave NE. They agreed to the terms as determined by the Commission. This process has been started. Administrator Crawford reported that there are 57 remaining properties for the PFP Buyouts. Letters were mailed to those property owners this week. Lead line letters are also being mailed, they will go out when billing does to save on costs. This is another required step in the lead line process.  Discussion was also had on the tearing down of the building at 1416 Main St E to make room for the New Service Center. The plan will be to move ahead with the process to bid on the removal with guidelines set regarding time frames and expectations.

City Attorney Martineck explained the reasoning for the item on the Consent Agenda for Liquor License violations. The establishment in under new ownership and management since possibly August 1^st. They have also not turned in their required Responsible Beverage Server Training Report which was due on September 30. 

Agenda Items Continued

Proposed Public Works Budgets for FY25

Public Works Accountant Jacobson reported on the proposed Public Works Budget for 2025. With the Commissioners consent, he will move forward with the approval process at the next Commission Meeting.

Rate Increase requests for Public Works

Public Works Accountant Jacobsonshared with the Commissioner that the rates that the City pays for Utilities will be increasing in 2025. To cover the cost of these increases, Jacobson proposed a few different scenarios for increasing the Customer’s Utility rates.The Commissioner agreed on the rate increase that they feel is appropriate and let Jacobson know to start the process to seek approval on  the new rates.

Adjourn

The meeting was adjourned at 4:33 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, October 1, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

Members present: President Carlsrud, Commissioner Bishop, Commissioner Magnuson, Commissioner Erickson, Commissioner Gulmon

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Lieutenant Rustebakke, Administrative Assistant Hintz

Commission Topics

President Carlsrud started the discussion on drafting an ordinance about camping and tenting in the City of Valley City. The consensus was to go ahead with an ordinance now to avoid issues that may arise in the future. 

Agenda Items

Finance Director Klein went over the Quarterly Engineers Report. The consensus was to use any unused funds designated for Engineering for the purpose verifying alley encroachments as this has been a recent topic of discussion. 

Administrator Crawford and Attorney Martineck discussed the current PFP guidelines and the policy updates that they recommend. This included the raising of the $50,000. to $75,000 for PFP buyouts without needing Pre-Commission approval. Any buyout over the 75,000. will need Commission approval. Discussion on Fair Market Value which = Appraisal + 10%. Garages and out buildings could be purchased back for $1000. And must provide a timeline for the removal. House structures, if deemed appropriate, will be put up for live auction and require a minimum bid of $1000. The Street Department will take care of disposal of the basement and clearing of the property.

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report and reminded all that you need to leave 3’ around your container, have it set out by 7:00AM and face the handle to your house.  

Water Department

Water Superintendent Hesch reported that everything seems to be running smoothly as we transition into fall.   

Electric Department

Electrical Superintendent Senf reported on the 5 outages last month. His Crew is very busy finishing the underground at the trailer court. They are waiting on the permit from the railroad for the work by the Fish Hatchery.

Street Department

Dan Bernhardt shared a new updated map of Valley City that includes an explanation of each parcel in the City. 

Operations Supervisor Klemisch stated that his Departments are currently working on flushing the hydrants around town. 216 nodes have been changed out. The final tree/branch pickup took place last week as well as two condemned structures were taken down & removed.  

Fire Department

Fire Chief Magnuson went over his Calls for Service Report. There were 22 calls. The truck is ready for aerial testing.  National Fire Prevention Week is October 6-12. Fire Extinguisher servicing is a few months behind but will be catching up this month.

He also reported on the Dangerous Building processes currently taking place and how they are doing. Discussion took place on how a building gets reported and that all must follow the guidelines. The form is available on the website. 

Police Department

Police Lieutenant Rustebakke went over the Calls for Service Report and what calls and contacts are included in that report. The Commissioners would like them to report on most all contacts with the public so the Department receives credit for all their work. Battle of the Badges will be taking place on October 8 & 9 at Stoudt Miller.

Agenda Items Continued

City Administrator Crawford brought up the purchase agreement for 231 9^th Ave NE. This was presented at the September 17^th Commission meeting and tabled until this Finance Meeting. Currently, the sellers are asking for $139,000. plus the Sellers keep the house and garage structures which they will move. Consensus of the Commission is to offer $139,000. The seller can than purchase the garage for $1000. and the house structure will go up for auction and can be purchased with bids. 

City Administrator Crawford shared with the Commissioners that the Auditor’s Department would like them to discuss moving the monthly finance meeting to the 3^rd Tuesday of the month. This would allow for all Departments to get their reports handed in prior to the agenda be posted. The consensus was to try this for the 2025 meetings.

President Carlsrud shared the most current information on the Red River Water Supply Project and that the Commissioners should make a decision tonight as to buy in or not. This will be discussed at the Commission meeting.  

Adjourn

The meeting was adjourned at 4:49 PM.