Special Valley City Commission Proceedings

Tuesday, October 15, 2019

President Carlsrud called the meeting to order at 11:00 AM.

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

Members absent: Commissioner Powell.

Others present: City Administrator Schelkoph, City Auditor Richter, City Attorney Martineck, Chad Petersen from KLJ, Police Chief Hatcher, Barnes County Emergency Manager Sue Lloyd, Barnes County Highway Department Representative Dennis Mortiz, Deputy Auditor Klein.

RESOLUTION

Approve Resolution No. 2221, a Resolution Declaring Flood Emergency

City Administrator Schelkoph read the following report:

We are here today asking the Commission to declare a flood emergency and ask the county and state to do the same. I have been emailing you about the potential river flows from the lake and the runoff from last week’s snowfall. The Army Corps of Engineers (ACOE) has give us a new projection of river flows after they had conducted an evaluation of the snow pack located in the upper Sheyenne River watershed. This morning at 8:30 and again at 10:00, Scott Tichy (ACE) gave me a call and informed/confirmed to the city that we should plan on protecting to a 16 foot flood level. Scott said that the projections of input into the lake could be as high as 9000 cfs. They will do their best at keeping the flow around 3500 cfs but this is not a guarantee. 3500 cfs is around 15 feet flood stage. This of course does not include the runoff from the city to the dam. If all falls apart the flows from the dam could reach 4100 cfs. This is a 16 foot flood level without any input from runoff between us and the dam.

Jeff and his crews, with the help from Marshall and his, are putting up pumping stations around town. As of this writing we have enough pumps to keep the city dry but there are areas along the city’s temporary flood protection that will need additional clay to protect to a 16 foot flood stage. To that end we will be asking for help from FEMA when all the appropriate paperwork is filed by the county and state. Right now given the projected numbers the city does not need any sandbags at this time.

City Administrator Schelkoph reported the City will bring lower areas along the river that are 16.5’ to 18 – 18.5’ with clay. Schelkoph will ask the county to declare an emergency; the state will also need to declare an emergency.

Chad Petersen from KLJ reported the Elks footbridge is at 17.7’ and Viking Drive closes at 17.2’. VCSU may have parking lots close. Schelkoph expects Viking Drive bridge to close within two to three days to maintain a two foot freeboard. Floodwalls go in between the 17-18’ range. Commissioner Magnuson asked the City to be proactive on these issues.

Schelkoph stated the ACOE and FEMA typically take care of clay and contractors.

Commissioner Magnuson moved to approve Resolution No. 2221, seconded by Commissioner Bishop. The motion passed unanimously.

Approve Resolution No. 2222, a Resolution Requesting Emergency Flood Assistance

City Administrator Schelkoph recommends since the City will be moving clay and installing floodwalls that state assistance is requested.

Commissioner Bishop moved to approve Resolution No. 2222, seconded by Commissioner Magnuson. The motion passed unanimously.

Barnes County Emergency Manager Lloyd will ask the County Commission to ask for emergency declaration. Barnes County Highway Representative Moritz is watching river levels for possible bridge closures south of Valley City.

Adjourn

Meeting was adjourned at 11:12 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

October 1, 2019 5:00 PM

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

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

Others present: City Administrator Schelkoph, City Attorney Martineck, City Auditor Richter, City Assessor Hansen, Public Works Accountant Jacobson, Fire Chief Magnuson, Lieutenant Rustebakke, Chad Petersen from KLJ.

Approval of Agenda

There were no changes.

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the September 17 and September 23, 2019 meetings, seconded by Commissioner Powell. Motion carried.

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 $1,859,455.08
3. Approve Raffle Permit for St. Catherine School
4. Approve Block off Street Request by Connect Church for Trunk-or-Treat on October 31, 2019 from 4:00 PM to 8:00 PM on Central Avenue S from 3^rd Street to 4^th Street

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

Public Comments

There were no public comments.

Public Hearing

Public Hearing for the Issuance of Class B On-Sale and Off-sale Beer License & Class C On-Sale and off-sale Liquor License to Jeremy Tjon dba The Club House

President Carlsrud declared public hearing open. City Auditor Richter stated the application was received and fee was paid. The American Legion already has a license and the club license would be need to be turned in. City Attorney Martineck stated since this is going from one type of license to another type of license, no transfer form was needed and asked for clarification on the transfer date.

Judy Bennefeld spoke on behalf of the American Legion. Bennefeld reported the members voted to sell the building on September 18, 2019 and the contract for deed will be completed soon. The American Legion will use space within the building.

City Attorney Martineck recommended that the new license be issued when the contract for deed is finalized and the City sees it. Bennefeld agreed to bring document to Attorney.

Martineck stated when the new license [Class B & C]  is issued; the previous suspension [for the Class A Club license] will be cancelled.

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

Consider Issuance of Class B & C Licenses to Jeremy Tjon dba The Club House

Commissioner Erickson moved to approve the issuance of licenses contingent upon the receipt of a signed contract for deed or warranty deed, seconded by Commissioner Bishop.

Bennefeld confirmed the gaming site will be still ran by the American Legion Post.

Ordinance

Approve second and final reading of Ordinance No. 1050, the 2020 Annual Budget Ordinance

City Auditor Richter reported no changes to the budget since the first reading. Commissioner Magnuson moved to approve the second and final reading of Ordinance No. 1050, seconded by Commissioner Powell. The motion passed unanimously.

Approve first reading of Ordinance No. 1051, An ordinance to adopt the Valley City Municipal Code and repeal all ordinances previously adopted with certain exceptions

City Attorney Martineck stated the ordinance adopts the Valley City Municipal Code Titles 1-20; and repeals those adopted before May 1, 2014. This will serve as preface to the new code book. Commissioner Bishop moved to approve Ordinance No. 1051, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Approve Gaming Site Authorization for North Dakota Winter Show at North Dakota Winter Show Event Center on December 6, 2019 and at Valley City Eagles Aeries 2192 on December 7, 2019

City Auditor Richter reported this during the North Star Classic and consistent with previous requests. Commissioner Powell moved to approve the gaming site authorization, seconded by Commissioner Erickson. The motion passed unanimously.

Approve Special Alcohol Event Permits for the Valley City Rotary Club Wine & Beer Tasting Social on November 21, 2019 at the Barnes County Museum for the following establishments:

1. Valley Sales Company
   1. Liquor Locker
   1. Dakota Silver, LLC
   1. Brockopp Brewing

Commissioner Magnuson moved to approve the permits, seconded by Commissioner Powell. City Attorney Martineck stated Valley Sales Company is a wholesaler. The motion passed unanimously.

Other

President Carlsrud stated continuing education will be held for commissioners as it relates to public office and stress.

City Administrator’s Report

City Administrator Schelkoph stated October is Energy Efficiency Month. Customers will receive two light bulbs each and receive information about the Bright Energy Solutions rebate program. Schelkoph stated street lights on Central have not been able to be installed. The Commission will be considering funding sources for city’s cost share of Permanent Flood Protection as the discussed at the finance meeting.

City Updates & Commission Reports

Fire Chief Magnuson reported Fire Prevention Week begins next week and will host Open House on Sunday, October 6.

Lieutenant Rustebakke asked the public to follow winter parking rules downtown; Battle of Badges Blood Drive is October 15-16.

Chad Petersen from KLJ reported Storm sewer 50 still needs seeding and trees to be planted; there was an issue with rainfall and road flooding due to erosion control devices in place. Streetscape traffic signals to be installed next week. Permanent pavement marking starts next week. Permanent Flood Protection work continues with floodwall sheeting near Bettins and work beginning near the Master Lift Station.

Petersen stated manufacturer is looking into it [the Central Avenue streetlights]. Update requested for construction meeting tomorrow. No word on timelines/remedy yet.

President Carlsrud thanked citizens for patience during construction and thanked city employees. Attended Western Governors Association Workshop and stated in North Dakota 1 person in 20 needs to volunteer to support the community.

Adjourn

Meeting was adjourned at 5:34 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

Monday, September 23, 2019

President Carlsrud called the meeting to order at 12:00 PM.

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

Members absent: Commissioner Erickson.

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

New Business

Approve Special Alcohol Beverage Event Permit Application submitted by Dakota Silver at VCSU Homecoming Tailgating Event on September 28, 2019

Commissioner Powell moved to approve the permit, seconded by Commissioner Magnuson. The motion passed unanimously.

Adjourn

Meeting was adjourned at 12:02 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

Tuesday, September 17, 2019

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

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

Members absent: Commissioner Bishop.

Others present: City Administrator Schelkoph, City Attorney Martineck by phone, City Auditor Richter, City Assessor Hansen, Public Works Accountant/Manager Jacobson, Building/Fire Inspector Andersen, Fire Chief Magnuson, Lieutenant Rustebakke, Chad Petersen from KLJ.

Approval of Agenda – Addition of Consent D

Approval of Minutes

Commissioner Magnuson moved to approve the minutes from September 3, 2019 meeting, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

1. Approve Raffle Permit for Sheyenne Care Center
2. Approve Parade Application for Valley City State University Homecoming on September 28, 2019 on Central Avenue at 10:30 AM
3. Approve Block off Street Request on 4^th Street NE for City-County Health District on October 1, 2019 from 4:00 – 7:00 PM for the Welcome to the Block Party
4. Approve Raffle Permit for Valley City Fastpitch

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

Public Comments

Madeline Luke provided comments to the City Commission regarding 2020 budget including salaries, bond rating, and public works expenditures and reserves.

Public Hearing

Public Hearing for 2020 Annual Budget
President Carlsrud declared the public hearing open. Bob Werkhoven inquired if the increase in salaries are based on performance evaluations. Commissioner Magnuson stated based on step increases and COLA increase. Werkhoven commented on potential issues if a city attorney also has private practice. Commissioner Magnuson moved to close the hearing, seconded by Commissioner Erickson. Commissioner Powell recommended the City consider merit based pay. Motion carried to close hearing.

Approve first reading of Ordinance No. 1050, the 2020 Annual Budget Ordinance

Commissioner Magnuson moved to approve first reading of Ordinance No. 1050, seconded by Commissioner Erickson.

Commissioner Powell stated projects are done within budget. Commissioner Magnuson without increasing electrical rates and without increased mill levies, the utility funds are able to support general government including the street department which is funded by the general government funds. City Auditor Richter clarified the cash reserves are at 48%. Richter explained the Moody’s negative cash outlook due to the accounts receivable from the State Water Commission. Richter now seeks payment prior to year-end. Richter stated the City’s goal is for the cash reserves at least 30%.

The motion passed unanimously.

Ordinance

Approve second and final reading of Ordinance No. 1049, an Ordinance Amending Title 14, Motor Vehicles & Traffic

City Attorney Martineck stated there were no changes from the first reading and based on the new ordinance, vehicles on the street will need to move more than 50’ in 72 hours.

Commissioner Powell moved to approve the second and final reading of Ordinance No. 1049, seconded by Commissioner Magnuson. The motion passed unanimously.

New Business

Consider recommendation to begin Renewal Application for Valley City Renaissance Zone

Jim Knutson, Chair of the Renaissance Zone Authority Board, reviewed the program. Started in 2000, 119 projects have been approved with $36 million value; $17 million has been completed and is on the tax rolls which generates $240,000 in tax revenue/year.  Knutson asked if the Commission would like the Renaissance Zone Authority Board to put in the time and effort to begin renewal efforts. Commissioner Magnuson moved to approve beginning the renewal application for the Valley City Renaissance Zone, seconded by Commissioner Erickson. The motion passed unanimously.

Consider construction extension for Brockopp Brewing, LLC pursuant to V.C.M.C. 4-01-11(1.b.iii)

City Attorney Martineck recommended 6 month construction extension for Brockopp Brewing, LLC.  Commissioner Erickson moved to approve the construction extension, seconded by Commissioner Magnuson. The motion passed unanimously.

Consider the purchase of Christmas decorations for the new street lights on Central and Main St. for $14,000

City Administrator Schelkoph stated the existing decorations will not fit on the new light poles. The wreath has been vetted by the Downtown Streetscape Committee and Electrical Superintendent Senf. Schelkoph asked for Commission to continue the purchase of 42 wreaths.

Commissioner Erickson inquired why the old lights can’t be used. City Administrator Schelkoph stated the purchase of the new decorations was not included in the budget for 2019. This cost will be covered from the building site project line item. The building project was delayed as it was over budget. Schelkoph stated the old lights will be put in reserve for reuse later.

Commissioner Powell asked if it is possible to hold off for one year and keep the cash on hand for the building project. Commissioner Magnuson stated the money will be spent either this year or next.

Schelkoph stated typically the large décor is $500-750 each. Schelkoph stated weight of the product was a factor.

Commissioner Magnuson moved to approve the purchase, seconded by Commissioner Powell.  Roll call: Erickson – nay; Bishop – absent; Magnuson – aye; Powell – aye; Carlsrud – aye. Motion carried.

Consider approving Construction Engineering Agreement for Permanent Flood Protection Phase III with KLJ in an amount not to exceed $182,500

Chad Petersen from KLJ reviewed the request for construction engineering agreement for Permanent Flood Protection Phase III – Master Lift Station. City Administrator Schelkoph clarified that this is for the next phase of the project. Commissioner Magnuson moved to approve the construction engineering agreement, seconded by Commissioner Powell. Roll call: Bishop – absent; Magnuson – aye; Erickson – nay; Powell – aye; Carlsrud – aye. Motion carried.

City Administrator’s Report

City Administrator Schelkoph reminded the citizens that the 3^rd and final pickup for tree branches will be on September 26-27. Streetlights are being installed on Central Avenue.

City Updates & Commission Reports

City Attorney Martineck clarified that he is a contracted employee without private practice.

Chad Petersen from KLJ stated storm sewer project has closed a portion of Wintershow Road – it should re-open this week; work continues on Central/Main intersection; work will begin on intersection of 9^th Street N & Central. Traffic signals for Central Avenue are expected late September/early October.

Commissioner Powell thanked public for putting up with construction.

President Carlsrud thanked employees for work and for Jefferson Elementary parents for working with construction.

Adjourn

Meeting was adjourned at 5:46 P.M.

Dave Carlsrud, President of the
City of Valley City Commission

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