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02/18/2020 City Commission Minutes

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Valley City Commission Proceedings

Tuesday, February 18, 2020

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

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

Others Present: City Attorney Martineck, City Auditor Richter, City Assessor Hansen, Police Chief Hatcher, and Chad Petersen from KLJ.

Approval of Agenda – no changes

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the February 4, 2020 meeting, seconded by Commissioner Powell. Motion carried.

Approval of Consent Agenda

  1. Approve Raffle Permit for Dakota Plains Ag

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

Public Comments

There were no public comments.

Resolution

Approve Resolution No. 2244, a Resolution Approving Final Plans, Specifications, and Estimate of Probable Costs and Authorizing Engineer to Advertise for Bids for Streetscape II (NDDOT Project No. UGP-2-999(051), PCN 22280) and Paving Improvement District No. 120

Chad Petersen from KLJ stated bids will be received by the North Dakota Department of Transportation through April 17, 2020.

Commissioner Powell moved to approve Resolution No. 2244, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Resolution No. 2245, a Resolution Approving Final Plans, Specifications, and Estimate of Probable Costs and Authorizing Engineer to Advertise for Bids for Paving Improvement District No. 121 (2020 Seal Coat)

Chad Petersen from KLJ stated bids will be received until 10:00 A.M. on March 12, 2020 in the office of the City Auditor.

Commissioner Bishop moved to approve Resolution No. 2245, seconded by Commissioner Erickson. The motion passed unanimously.

New Business

Approve Conditional Use Permit Application filed by CEI Engineering & Associates, Inc. for Love’s Travel Stop & Country Store

City Attorney Martineck stated a Conditional Use Permit was submitted because of the proposed restaurant included in Love’s Travel Stop and Country Store. Planning & Zoning recommends approval.

Commissioner Magnuson moved to approve the Conditional Use Permit, seconded by Commissioner Powell. The motion passed unanimously.

Approve Recommendations from the Visitors Committee:

  1. Recommendation to include and/or amend a 12 month deadline to use funds with an option for a 6 month extensions for the Image Enhancement Grant, Image Enhancement Grant for Historic Buildings, and the Food & Beverage Grant
    1. Recommendation to implement the deadlines as presented for outstanding projects including Wild Prairie Bakery, Brockopp Brewing, Ivy Real Estate, Chamber of Commerce – Rosebud

Auditor Richter reviewed the recommendation from the Visitors Committee. Commissioner Bishop expressed concern with the time limit. Many of these businesses do the construction themselves while working other jobs. Commission would like to hear from one of the members from the committee on their recommendation and have this taken up at a future meeting. No action was taken.

Approve recommendation to purchase receiver boxes for Transfer Station

Sanitation Department Head Swart stated receiver boxes are in 2020 Budget. They are looking to purchase six boxes at this time from Sanitation Products with a total purchase price of $98,376. Commissioner Erickson moved to approve the recommendation, seconded by Commissioner Powell. The motion passed unanimously.

Approve recommendation to accept bids for pickup for Transfer Station

Sanitation Department Head Swart stated they are looking to purchase a pickup so employees don’t have to use personal vehicles. Swart recommends accepting bid from Miller Motors for a 2020 Dodge Ram in the amount of $24,700. This vehicle is in the 2020 budget.  Commissioner Powell moved to approve the recommendation, seconded by Commissioner Magnuson. The motion passed unanimously.

Approve Special Alcohol Beverage Event Permit for VC Eagles Aerie 2192 at North Dakota Winter Show February 29 – March 7, 2020

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

Approve Change for 2020 Board Calendar for March 3, June 2, September 1 and December 1 Finance Meetings to begin at 2:30 PM

Auditor Richter stated that quarterly the Finance Meetings would start at 2:30 to give the Commission time to discuss miscellaneous City topics. Commissioner Magnuson moved to approve the meeting times, seconded by Commissioner Bishop. The motion passed unanimously.

Consider plan for City Administrator screening and interviews

President Carlsrud asked if the schedule works with the other Commissioners. Attorney Martineck stated everything will be handled at the Commission level with the hiring of this position. Commissioner Magnuson moved to approve, seconded by Commissioner Powell. The motion passed unanimously.

City Updates & Commission Reports

Commissioner Powell asked about a Flood Emergency Declaration. Auditor Richter stated there is an applicant’s briefing tomorrow with NDDES, they will walk through procedure. Also new flood forecasts will be out on Feb. 27th and March 11th.

President Carlsrud reminded the public that the 2020 Census is critical to our state, county and city, each person counted generates funds for use by these entities. Census 2020 is important and legitimate. Thanks City and Public Works staff.

Adjourn

Meeting was adjourned at 5:30 P.M.

Filing Deadline for June 9, 2020 Election is Approaching

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The filing deadline for the June 9, 2020 election is April 6, 2020 at 4:00 PM. The ND Attorney General, Al Jaeger stated that NDCC “sets the number of signatures required for a candidate’s name to appear on the ballot for a position in a political subdivision and that cannot be changed.” If you are filing a petition, you will need to submit the following number of signatures:

  • Commissioner (2 open positions for 4 year term): 133 signatures
  • Park Board (2 open positions for 4 year term): 128 signatures
  • Park Board (1 unexpired 4 year term ending June 30, 2022): 128 signatures
  • Municipal Judge (1 open position for 4 year term): 133 signatures

In light of COVID-19, circulators may scan the petition and return it electronically to the candidate. Petitions can be transmitted electronically, along with other required documents to City Auditor, Avis Richter at arichter@valleycity.us . Petitions may also be dropped off at the north door of City Hall (254 2nd Avenue NE) during regular business hours, please call 845-8121 to let the City Auditor know you’ve dropped off a petition.

Message from the Mayor re: COVID-19

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Saturday, March 21, 2020

Hi Again Everyone,

I am a proud citizen of Valley City and North Dakota.

Do you remember the battles with the horrific floods, with portable outhouses everywhere, and we all pulled together and defeated the floodwaters?  Gosh, help came from the VCPS, VCSU, and even a great number of our more “veteran population”.  You filled well over 350,000 sandbags, served food, and helped in any way you could.  As Governor Burgum might say, it was a great example of “North Dakota Tough”.

Today we are battling an opponent completely different from water.  While water can be deadly, we can go to the water, touch it, walk to higher ground, and again be safe.  COVID-19 plays very differently.  Once we have been close to it, we are likely infected and- unlike the floodwater escaping to higher ground- will not save us.  It is deadly, extremely contagious and “business as usual” has to change.  Please be aware we are no longer an isolated area as we have surpassed South Dakota in numbers of cases.  Hello!  Social Distancing must become the new normal because the young, the strong, and the elderly are all susceptible.  Nearly 40% of cases are in the 20, 30 and 40-year old range.

Many of our businesses are open, but are not open for social gatherings at this time.  Purchase your merchandise and go directly to the safety of your home.  *Unessential travel- NO- “hanging with friends”- NO, as you will place yourself and your friends at risk.  When you have a choice, respect the warnings of Social Distancing. 

To battle this, choose “North Dakota Smart” over “North Dakota Tough”.

Blessings and be safe,

Dave Carlsrud

Governor Burgum Orders Access Restrictions for On-Site Dining Establishments & Recreational Facilities

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Pursuant to Executive Order of Governor Doug Burgum, as of 12:00 PM (noon) on Friday March 20, 2020:

1.            All restaurants, bars, breweries, cafes and similar on-site dining establishments in North Dakota are closed to on-sale/on-site patrons; take-out, delivery, drive-through or off-sale services may continue;

2.            Recreational facilities, health clubs, athletic facilities and theaters, including movie theater and music or entertainment venues are directed to close and cease operations.

A violation of Executive Order 2020-06 is an Infraction subject to a fine of up to one thousand dollars for each violation.

Essential businesses such as grocery stores, convenience stores, and gas stations are not affected by the order except to the extent that they provide on-site dining.

All businesses and organizations are highly encouraged to be proactive in adopting policies and procedures that promote social distancing and clean, sanitary spaces.

The City also encourages residents to avoid non-essential travel, avoid groups of 10 or more people, and practice social distancing, pursuant to guidelines published by the Centers for Disease Control and the President of the United States.  We can all help to slow the spread of COVID-19.

03/18/2020 City Operations Update re: COVID-19

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For the latest City Operations & Information, please see https://www.valleycity.us/covid-19/

On Wednesday March 17, Valley City Mayor Dave Carlsrud declared a state of emergency as a proactive measure to assist in slowing the spread of the COVID-19 virus.

Not only will the emergency declaration allow the City to tap into state and federal resources and funding if necessary, but the City will be better positioned to take actions that protect the health and safety of Valley City employees and residents.

Pursuant to the Mayor’s emergency powers, and in consultation with city staff, the doors to City Hall, Public Works Service Center, Transfer Station, Water Treatment Plant, and Fire Department will be closed to the public with an anticipated re-open date of April 1.  Protective measures have been taken by the Police Department and the PD lobby will remain open at this time.  City offices are fully staffed and all services will continue to be provided without interruption, including but not limited to fire and police protection, flood protection, garbage collection, and street, water, sewer, and electric service.  The purpose of the closure is to discourage discretionary travel and unnecessary person-to-person contact in the community.

Residents should call or email with any questions, concerns or business matters.  City staff will determine if access to City facilities will be granted depending on the nature of the issue and the City’s ability to handle the issue remotely.

City Commission meetings and City Planning Meetings will continue to be held as previously scheduled in the Commission Chambers at City Hall; however, in furtherance of the emergency declaration access will be limited as follows:

  • The doors to City Hall will be locked as indicated above.
  • Any interested person must call 701-845-1700 to request access.
  • Interested persons will be encouraged to call a conference line or participate remotely (information will be released as soon as possible).
  • Residents are highly encouraged to watch the broadcast (live or replay) of commission meetings on BEK channel 26 or CSI channel 68.
  • NewsDakota.com and/or KOVC radio will be given an opportunity to livestream all meetings.

Utility Bill Payments

Public Works will provide the following payment options during the emergency closure:

  • Auto-pay
    • Complete the Automatic Payment Authorization Form available at www.valleycity.us, and submit to Public Works, PO Box 240, Valley City, ND 58072.
  • Payment by check or money:
    • Mail to Valley City Public Works, PO Box 240, Valley City, ND 58072.
    • Drop box located in the parking lot north of the Post Office.
    • Drop box located inside the entryway to Public Works at 254 2nd Avenue NE
    • Payments deposited in the drop boxes by 8:00 AM will be credited to the previous day’s business activities.
  • Cash
    • Cash payments will be accepted in the drop boxes only for the duration of the emergency closure and must be enclosed in an envelope with information that clearly identifies the account holder and account.
  • Payment by credit card:
    • Credit card payments will be accepted by phone only for the duration of the emergency closure and only using the account holder’s credit card.  Please call 701-845-0380 during regular business hours.

Contact Information

  • City Hall—(701) 845-1700
  • Public Works—(701) 845-0380
  • Transfer Station—(701) 845-0314
  • Police Department—(701) 845-3110
  • Fire Department—(701) 845-3351

At this time the City has not acted to prohibit local travel or restrict the operations of businesses in town.  Please call local businesses directly to determine how they are responding to COVID-19.

The City of Valley City will continue to monitor this quickly evolving situation and will follow the recommendations of local, state, and federal health experts.  Residents are also encouraged to rely on accurate and current advice from trusted sources.  Covid-19 related questions will be directed to

  • City County Health District—(701) 845-8518, Monday – Friday, 8:00am – 5:00pm;
  • North Dakota Department of Health hotline—(800) 207-2880, daily, 7:00am to 10:00pm;
  • Centers for Disease Control online (www.cdc.gov); and
  • North Dakota Department of Health online (health.nd.gov).

Most importantly, take steps to protect yourself and your family:

  • Wash your hands frequently with soap and water (or hand sanitizer that contains at least 60% alcohol)
  • Avoid touching your eyes, nose and mouth
  • Cover coughs and sneezes with a disposable tissue or use the inside of your elbow
  • Avoid close contact with people who are sick, and practice social distancing in general
  • If you believe you or a family member is sick please stay home and call a medical professional

Public Access – City Buildings

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While North Dakota, and Valley City in particular, remain at a low risk status for community transmission of the COVID-19 virus, many organizations have begun to take preventative actions in an effort to mitigate future transmission.

The City of Valley City government offices and facilities are committed to remaining accessible to members of the public until it is no longer advisable to do so.

For the safety of our employees and to assist in community mitigation efforts, Valley City residents are highly encouraged to conduct business with the City by phone or email.  Utility payments should be mailed, deposited in the drop box in the front entry of Public Works, or deposited in the drop box in the parking lot behind the Valley City Post Office. 

Residents that require personal service (ie. credit card payments) at City Hall or Public Works may be asked to remain in a designated area while they are being assisted.

Commission meetings are open to the public; however, residents are encouraged to remain at home and watch the broadcast (live or replay) on CSI channel 68 or BEK channel 26.   Members of the public who wish to address a matter of public business at the meeting should call or email City Hall in advance to request time to speak.

  • Mail payments to: Valley City Public Works, PO Box 240
  • Payment drop box: Public Works entry or USPS rear parking lot
  • City Hall phone: 701-845-1700
  • Public Works phone: 701-845-0380
  • Transfer Station phone: 701-845-0314

Additional information and updates available at: www.valleycity.us

03/18/2020 City Commission Agenda

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City Commission Meeting
Valley City, North Dakota
Wednesday, March 18, 2020
5:00 PM

Call To Order
Roll Call
Pledge of Allegiance (Please Stand)
Approval of Agenda

Approval of Minutes

Minutes from March 3, 2020 meeting

Approval of Consent Agenda

  1. Approve Electrician, Plumber and/or Mechanical Contractor License(s) for the following businesses:
    1. Differding Electric, LLC
    1. Hope Electric, Inc.
    1. Sheyenne River Repair
  2. Approve House Movers License for the following businesses:
    1. Liechty Homes, Inc.

Roll Call:          Magnuson        Erickson          Powell              Bishop             Carlsrud

Public Comments

Attorney General’s “A Citizen’s Guide to North Dakota Open Records & Open Meetings Laws” *A member of the public does not have the right to speak to the governing body at an open meeting.  The public is only entitled to see and hear what happens at a meeting, and to record or broadcast those observations.

  • No personal attacks to persons present or not
  • No inflammatory language used during time that you have the platform
  • 5 minute maximum or as directed by the chair
  • Thank you for participating in City Government.

Ordinance

  1.  Approve first reading of Ordinance No. 1051, an Ordinance Annexing Auditor’s Lot 5 of the NE ¼ of the SW ¼ of Section 27, Township 140, Range 58 (Bridgetown Partners, Donny Eberle)

    Roll Call:          Powell              Bishop             Magnuson        Erickson          Carlsrud

Resolution

  1. Approve Resolution No. 2246, a Resolution Determining Sufficiency of Protests for Paving Improvement District No. 120 (NDDOT Project No. UGP-2-999(051), PCN 2280) on Central Avenue S (City Auditor Richter)

    Roll Call:          Erickson          Powell              Magnuson        Bishop             Carlsrud
  2. Approve Resolution No. 2247, a Resolution Determining Sufficiency of Protests for Paving Improvement District No. 121  (2020 Seal Coat) (City Auditor Richter)

    Roll Call:          Bishop             Erickson          Powell              Magnuson        Carlsrud
  3. Approve Resolution No. 2248, a Resolution Accepting Bid and Awarding Contract for Paving Improvement District No. 121 (2020 Seal Coat) (KLJ)

    Roll Call           Magnuson        Erickson          Powell              Bishop             Carlsrud

New Business

  1.  Rural Opioid Prevention Education & Support (ROPES) Update (Theresa Will, City County Health District)

City Updates & Commission Reports
Adjourn

03/17/2020 Special Meeting of City Commission City Administrator Search Committee Agenda

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VALLEY CITY, NORTH DAKOTA
Tuesday, March 17, 2020 3:00 PM

This meeting has been cancelled as of 12:30 PM on Tuesday, March 17, 2020.

CALL TO ORDER

ROLL CALL

PLEDGE OF ALLEGIANCE (PLEASE STAND)

NEW BUSINESS

  1. Approve Resolution No. 2248, a Resolution Declaring COVID-19 Emergency (City Attorney Martineck)
    Roll Call: Magnuson Powell Erickson Bishop Carlsrud
  2. Review applications and select finalists for City Administrator position.
    Executive Session with City Administrator Selection Committee Members. Meeting must be closed pursuant to N.D.C.C. section 44-04-18.27
    Roll Call: City Commissioners
    Committee Members

Adjourn

City Declares Flood Emergency; No Imminent Threat

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The City of Valley City declared a flood emergency on March 3, 2020; however, there is no imminent threat to the City. 

An emergency declaration serves to activate the response and recovery aspects of the City’s emergency operations plan and authorizes the furnishing of aid and assistance.  It is the first step to ensure that resources are available to the City before, during and after a predicted flood event.

City staff and the Board of Commissioners continue to monitor flood forecasts provided by the National Weather Service and the US Army Corp of Engineers, and are working closely with other local and state entities including Barnes County Emergency Management and the North Dakota Department of Emergency Services.

Additional information, including river level forecasts for the Sheyenne River through Valley City, is available at https://www.valleycity.us/spring-2020-flood/.

Updates will be provided though the City’s website and local media.

03/03/2020 Finance Agenda

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City Commission Finance Meeting

Valley City, North Dakota

Tuesday, March 3, 2020 2:30 PM

Call to Order

Roll Call

Agenda items

  1. Commission Topics
    • Discuss adding a Full Time Employee to Fire Department (Commissioner Bishop)
  2. Department reports
    • Out of State Travel Requests
    • Review Freightliner truck with Leach Packer Proposal for Sanitation Department (Sanitation Department Head Swart)
    • Review Trailer purchase by Electrical Department (Electrical Superintendent Senf)
    • Update on 2020 Census (Krystle Hartsell)
    • ND League of Cities Spring Workshop, April 14 & 15 (City Auditor Richter)
    • Discuss Lexipol, a company that offers a la carte policy & procedure manual for Law Enforcement (Police Chief Hatcher)
  3. Review monthly bills/reports (10 minutes) – (President Carlsrud)
  4. Discuss Permanent Flood Protection
    • Review sales, use and gross receipts tax advisory vote at June 9, 2020 election (City Auditor Richter)
    • Review Request for Contract Amendment for Permanent Flood Protection Phase IV. (KLJ)
    • Discuss Path Forward for PFP Phase IV PFP and Review Cost-Share Request to ND State Water Commission for Additional Engineering Services for CLOMR Process (KLJ)
  5. Presentation for Mill Dam Rehabilitation 30% Design and Cost-Share Request for Final Design (20 minute presentation and 10 minutes for Q&A: KLJ & BARR)

Adjourn