The City Commission Meeting began on Tuesday, September 15, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2^nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

President Carlsrud called the meeting to order at 5:00 PM.

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

Others present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, Deputy Auditor Klein, City Assessor Hansen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Bishop moved to approve the September 1^st, 2020 Finance and Commission Meetings and minutes from September 3, 2020 Special Commission Meeting seconded by Commissioner Magnuson.  Motion carried.

Approval of Consent Agenda

1. Approve raffle permit for Sheyenne Valley Friends of Animals held on 12/11/2020 at Duttons Valley Gallery.

Commissioner Gulmon moved to approve the consent agenda, seconded by Commissioner Magnuson.  Motion carried.

Public Comments

There were no public comments.

Public Hearing

PH 1.  Public Hearing for 2021 City Budget.

President Carlsrud declared the public hearing open.

Finance Director Richter stated she had not received any correspondence regarding the public hearing.  The preliminary budget was submitted to the county before August 10^th as required.  Some budget meetings were held the end of July and beginning of August.  At those meeting $1,407,200 to be levied for the 2021 budget. 

Commissioner Magnuson moved to close the hearing, seconded by Commissioner Erickson.  Motion carried.

Approve first reading of Ordinance No. 1065, an ordinance adopting the 2021 City Budget.

Commissioner Gulmon moved to approve the first reading of Ordinance No. 1065, seconded by Commissioner Bishop.  Motion carried.

Resolutions

1.   Approve Resolution No. 2260, a resolution to advertise for bids for farm lease.

Decision was made to research the land value further before placing it for bids.  Resolution will be added to next agenda.

2.  Approve Resolution No. 2261, a resolution authorizing the issuance and sale of $300,000 water treatment assessment warrant for the 5^th Ave NW Project.

Finance Director Richter stated we applied for and received a safe drinking water loan through the Bank of North Dakota for a warrant up to $300,000 for the water main on the 5^th Ave NW project. 

Commissioner Magnuson moved to approve Resolution No. 2261, seconded by Commissioner Bishop.  Motion carried.

3.  Approve Resolution No.  2262, a resolution authorizing the issuance and sale of $675,000 wastewater treatment assessment warrant for the 5^th Ave NW Project.

Finance Director Richter stated this is for wastewater on the 5^th Ave NW project.  A low interest loan through the Bank of North Dakota and we would only draw the amount that we need to offset the special assessment.

Commissioner Gulmon moved to approve Resolution No. 2262, seconded by Commissioner Bishop.  Motion carried.

New Business

1. Consider options for Building Inspector and City Engineer.

City Administrator Crawford gave options of putting out an RFQ for an engineering firm that would also handle the building inspections.  Changing the position to a Project Manager/Building Inspector but would need to be a new job description.  If we went with an RFQ and kept Mike Blevins we would have to look at our fee structure.

City Attorney Martineck stated he wasn’t comfortable reposting the job description as is for the same position due to the lack of candidates and the one we had declined the offer.

Commissioner Gulmon made a motion to put out and RFQ for and Engineer as well as producing a job description for a Project Manager/Building Inspector, seconded by Commissioner Magnuson.

Commissioner Bishop stated he spoke with a couple of the engineering firms regarding the RFQ.  He stated their response was that they would not be interested in having someone in their firm in that position because that would make them ineligible to bid on jobs.

Roll Call:          Magnuson-aye  Gulmon-aye     Erickson-aye    Bishop-nay      Carlsrud-aye

Motion Carried.

2.    Consider RFP on 6^th St NW Reconstruction.

 City Administrator Crawford stated she spoke with Chad at KLJ and due to the things that go in place ahead of a project starting this needs to start now even though the project isn’t until 2022. 

Commissioner Bishop moved to approve the RFP on 6^th ST NW reconstruction, seconded by Commissioner Magnuson.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated today due to multiple issues we had some water mains break.  Due to the loss of pressure there is a potential of contamination therefore the State of ND requires us to be placed in a boil advisory.  We are continuing to get the information out the community.  A water sample will be driven to Bismarck on Wednesday and the soonest we will receive the results is by Thursday afternoon.

City Administrator Crawford thanked Public Works, for being immediately on top of it.  Also the office staff for handling all the calls.  The Fire Department for bringing in staff to help with the fire hydrants.

City Updates & Commission Reports

Fire Chief Magnuson Census come to an end September 30^th.  Please make sure you have completed your census. 

Battle of the Badges blood drive is October 13^th and 14^th.  More information to come but if you can donate blood please do so.

Chad Petersen from KLJ provided project updates.  Started on Phase II 5^th Ave NW, I think last Tuesday they started on the sanitary sewer.  Things are progressing. 

City Commissioner Gulmon thanks to everyone involved in clean up week.

City Commission Bishop gave a shout out to the Police Department and the Fire Department and encouraged the community to thank them if they see them out and about. 

City Commissioner Magnuson encourages everyone to get outside, walk and enjoy thecommunity.

President Carlsrud had a COVID spike the last few weeks.  Social distance, wash your hands and use a mask if you are unable to social distance.

Thank you to everyone that helped with the water situation today.  This may slow clean up week so be patient. 

MRES training tomorrow and the next day that a number of employees will be sitting in.

Be safe and be well.

Meeting was adjourned at 5:43 PM.

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

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

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

New Business

N2.  Review the City Engineer Position.

City Attorney Martineck stated it was brought up at the last meeting that there may be some alternatives than hiring our current candidate. 

City Administrator Crawford presented some thoughts on an RFQ to hire a firm to do those particular responsibilities other than hiring on staff.

City Administrator Crawford stated the candidate, Caleb, may not be the best for the City due to his concern on the building inspector side of things.

Commissioner Bishop stated he spoke with both Caleb and Dave Anderson recently.  Caleb stated he was still interested in the position and the building inspector part of the description was not a deal breaker.  Dave Anderson was able to learn this position without any prior schooling for it.  Caleb was concerned with the plumbing and electrical which Commissioner Bishop stated isn’t included in this position anyway.  He has an engineering degree and Commissioner Bishop feels he can do this job.

Commissioner Magnuson stated he sees this position as more of an engineer, project planner or someone that goes out and finds projects that need to be done and then we hire an engineering firm to do the rest.

City Attorney Martineck stated if he feels he can do it and the Commission feels comfortable let’s go ahead but let’s not set him up for failure.

President Carlsrud asked if this was a Commission hire.

City Attorney Martineck stated it is a City Administrator hire unless we were going to go a different direction we would want the Commission to vote on it.  Also, right now KLJ is our City Engineer.  They do preliminary design work and present that to the Commission.  The Commission votes on that then it goes out for bids.  Caleb would not be able to do that.  From the very beginning of that project you would be looking at hiring out.

City Commissioner Magnuson said Caleb could look at existing infrastructure and provide input and then oversee the project but anything else would have to be hired out.

Commissioner Erickson expressed his concerns of Caleb using this as a stepping stone.  Also asked what Caleb was asking for pay.

City Attorney Martineck stated he calculated $72,000-$79,000 based on his experience but Caleb did mention he would be asking for more since he had to wear so many hats, probably high seventies low eighties.  RFQ we don’t know cost until it is bid.

President Carlsrud agreed it was a lot of hats but questions requesting more money because that’s what is in the job description.  President Carlsrud would like to see the pay in the range you have calculated instead of higher.

Decision was made to negotiate with Caleb.

N1.  Consider changes to the Preliminary Budget

Finance Director Richter stated with the 2020 Cares Act for the Corona virus we have submitted 5 months of the law enforcements salaries and benefits to the state and based off what was sent in we have received money from the state to help offset the loss of revenue and increased costs we are having.  We have received the first 5 months, $435,056, from the state and will be receiving another portion estimated at $165,000.  This can be used for a wide range of items.

City Attorney Martineck mentioned they have a meeting on document management with Tyler, we don’t have a quote yet but that may want to be included in the budget.  Also the budget for the chamber and court, could that be covid related and receive reimbursement?

Finance Richter stated she will have to check into it as this money received may be in lieu of the other reimbursements that were submitted due to Covid.

City Commissioner Bishop stated he would like to see if something can be done with the windows at the PD.

Finance Director Richter stated that $15,000 was already added into the budget for that but can increase if needed.

President Carlsrud asked Police Chief Hatcher to get quotes so we know what to budget.

Consensus was made to move forward entering this into the budget.

Meeting adjourned at 7:57 AM

The City Commission Meeting began on Tuesday, September 1, 2020 at 5:00 PM CT, at City Commission Chambers, 254 2^nd Avenue NE, Valley City, ND. Members of the public were not permitted in the Commission Chambers due to COVID-19 and as allowed in ND Executive Order 2020-16.

President Carlsrud called the meeting to order at 5:03 PM.

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

Others present: City Administrator Crawford, City Attorney Martineck, Finance Director Richter, PW Accountant/Manager Jacobson, City Assessor Hansen, Fire Chief Magnuson, Police Chief Hatcher, Chad Petersen from KLJ

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Magnuson moved to approve the August 18, 2020 Commission Meeting minutes, seconded by Commissioner Gulmon.  Motion carried.

Approval of Consent Agenda

A.  Approve Monthly Reports from the Fire Chief, Building Inspector, Auditor, Municipal Judge and

Public Works Accountant.

B.  Approve Monthly Bills for the City and Public Works in the Amount of

C.  Approve Raffle Permit for Barnes County Ducks Unlimited on 9/24/2020.

D.  Approve Raffle Permit for Barnes County Senior Citizens Council.

Commissioner Bishop moved to approve the consent agenda, seconded by Commissioner Erickson.  Motion carried.

Public Comments

There were no public comments.

Ordinance

Resolutions

New Business

N1.  Consider advertising for bids the sale of vacant lot at 14^th St SW, Parcel 63-0880017.

Discussion took place in Finance meeting prior.

Commissioner Gulmon made a motion to retain property, seconded by Commissioner Bishop.  Motion carried.

N2.  Consider member participation agreement – North Dakota Public Health Insurance Trust.

City Attorney Martineck stated we have been working with the Hayes Company for our health insurance.  They have proposed if we join the trust and sign a two year agreement with them we would be able to maintain our current health plan at no additional increase to our premiums for 2021.  Starting in 2022 we have an average annual increase of 3-6% which less than what we have had the last couple of years.  This year was over 25% and proposed to be 12-15% next year.  Based on that we are recommending that we enter into this agreement.  We are required to put up 8.5% of our annual premiums up front.

Commissioner Bishop made a motion that we participate with North Dakota Public Health Insurance Trust, seconded by Commissioner Magnuson.  Motion Carried.

N3.  Consider Site Authorizations for VCSU Foundation at W.E. Osmon Fieldhouse, VC Town & Country Club, Shelly Ellig Field @ Lokken Stadium and the Valley City Eagles Club.

Commissioner Magnuson moved to approve, seconded by Commissioner Erickson.  Motion carried.

N4.  Approve Recommendations from Renaissance Zone Authority Board for 5 year income tax exemption and 5 year property tax exemption up to $250,000 for Smith Lumber project VC-126 at 1525 East Main St.

Commissioner Bishop moved to approve the Renaissance Zone project for Smith Lumber, seconded by Commissioner Gulmon.  Motion carried.

City Administrator’s Report

City Administrator Crawford stated to make people aware that we will be enforcing the Ordinances as written.

City Updates & Commission Reports

Finance Auditor Richter reiterated that we will be having a Special Commission meeting Thursday, September 3^rd at 7:00 AM to discuss the City Engineer position and our budget.

Fire Chief Magnuson stated there is one month of the census remaining.  If you know someone that hasn’t completed it please encourage them to do so.

Police Chief Hatcher stated school is in session so please slow down and watch the cross walks.

Chad Petersen from KLJ provided project updates.  5^th Ave is open through 6^th St.  They are working on the landscaping and trees for Phase I.  Phase II they started spreading the gravel this week and will work on the underground next Tuesday.

City Commissioner Gulmon thanked City Attorney Martineck and City Administrator Crawford on their work with the health insurance.  We had an excellent audit so thanks to Avis and staff.

President Carlsrud stated we have been making some less than stellar decisions regarding staying safe with COVID.  From here on forward we can do better.  Wash your hands, social distance and wear masks where you can’t social distance.  We are looking for support from our downtown businesses to encourage people to mask up.

Thanks to all of our employees.  There is a lot of stuff going in the last couple weeks.  We’ve had to adjusting on the fly and thank you all for that and picking up the extra slack.

Meeting was adjourned at 5:27 PM.