City Commission Finance Meeting
Valley City, North Dakota
Tuesday, November 6, 2018
3:30 PM

Call to Order

Roll Call

Review monthly bills/reports (10 minutes) – (President Carlsrud)

Agenda items

1. Department reports.
2. Discuss holiday schedule for employees (City Administrator Schelkoph)
3. Discuss FEMA 50-50 Rule (City Attorney Schoenack)
4. Discuss Bids for Paving Improvement District No. 116 Central Avenue (KLJ)
   • Presentation by Tom Morehouse
5. Discuss annual NDDOT Maintenance Certification for Urban Federal Aid Projects (KLJ)
6. Discuss Enterprise Sales building for Public Works Service Station (City Administrator Schelkoph)
7. Discuss Funding for 5^th Avenue NW (Paving Improvement District No. 118) (KLJ)
   
8. Discuss Sanitary Sewer District No. 62 additional point repairs (KLJ)

Adjourn

City Commission Finance Meeting
Valley City, North Dakota
Tuesday, October 2, 2018
3:30 PM

Call to Order

Roll Call

Review monthly bills/reports (10 minutes)

Agenda items

1. Department reports.
2. 2019 Board Calendar (City Auditor Richter)
3. Discuss Tree Disposal Fees (Commissioner Bishop)
4. Review Phase 4 Permanent Flood Protection Buyout program (City Administrator Schelkoph)
5. Discuss Power House Assessment (KLJ)
6. Discuss SW Storm Sewer (KLJ)
   

Adjourn

City Commission Finance Meeting
Valley City, North Dakota
Tuesday, September 4, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Presentation of 2017 Annual Audit (Derek Flanagan, Eide Baily)
   
3. Technology Training (Emma Tufte)
   
4. Discuss appointment of 2019 Personnel Advisory Committee (City Attorney Schoenack)
5. Discuss library parking lot plan (Commissioner Bishop)
   
6. Discuss applying for SRF (State Revolving Fund) Program to finance the local share of Storm Sewer 50 (KLJ)
7. Review 2019 Construction Projects for Phase 2A and Phase 3 Permanent Flood Protection (KLJ)
8. Review ND State Water Commission Cost-Share Request for Phase 3 of Permanent Flood Protection and Phase IV Buyouts (KLJ)

Adjourn

City Commission Finance Meeting
Valley City, North Dakota
Tuesday, August 7, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Out of State Travel Request:
   • Rustebakke to Ottertail MN for a 2 day Background Investigations for Police Applicants course 8-30 and 8-31.
3. Discuss purchase of trench box in the amount of $12,435.00 for Street & Water/Wastewater Departments (City Administrator Schelkoph)
4. Review customer credit card usage costs, and possible surcharges (PW Accountant Jacobson)
5. Discussion of city speed limits (Commissioner Powell)
6. Present Bid document from Swanberg Construction and notice to award and proceed (City Administrator Schelkoph)
7. Discuss NDDOT Urban Grant Program Award for Streetscape & Lighting Project Phase II and City financing (City Administrator Schelkoph & Finance Director Richter)
8. Discuss interest rate for 2017 & 2018 Special Assessment Projects (City Auditor Richter)

Adjourn

City Commission Finance Agenda
Monday, July 2, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Update on PFP expenditures and SWC reimbursements (City Auditor Richter)
3. Discuss Organizational requests for Annual Budget- specifically South Central Senior Transit (City Administrator Schelkoph)
4. Review Public Works policy on meter exemption charges (Lead Accounting Clerk Kiefert)
5. Review costs associated with Valley City State University sign on John Deere Water Tower (City Administrator Schelkoph)
6. Review engineering Water Treatment Plant contract with AE2S with Commission and report on project to date (City Administrator Schelkoph)
7. Present Bid document from Swanberg Construction and notice to award and proceed (City Administrator Schelkoph)
8. Discuss Increasing Contract Maximum for Construction Engineering for Paving Improvement District No. 113 by $16,950.00 (KLJ)
9. Discuss Increasing Contract Maximum for Construction Engineering for 2017 Parking Lot Improvement District by $15,500 (KLJ)

Adjourn

Finance Meeting
Tuesday, June 5, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Discuss cost for the Standpipe roof repair (Operations Superintendent Differding)
3. Discuss Contract with Jordan Transformer, LLC to Drain, Inspect, and Report Cause of Motor Trip in a URS Tap Changer attached to the Transformer, in the amount of $14,234.00  (Electrical Superintendent Senf)
4. Discuss Contract with Resco to purchase transformer in the amount of $19,093.00 (Electrical Superintendent Senf)
5. Discuss special assessment caps for sanitary sewer reline (City Auditor Richter)

All costs will be shared with the city at 50/50 with a special assessment upper limit of $3,000 per
service. Any cost over the $3000.00 limit will be picked up by the city.  Reasoning for this policy is as follows:

Re-lining projects do not have as long a life expectancy as a new/replacement sewer main project.

No street surface replacement is necessary.

6. Discuss status of Ordinance 1032, Amending Title 4, Alcoholic Beverages (City Attorney Mertins)
7. Discuss new parking control position for VCPD (Police Chief Hatcher)

Adjourn

City Commission Finance Meeting
Tuesday, May 1, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Discuss City Website (Emma Tufte)
3. Review 2018 sidewalk plan (City Administrator Schelkoph)
   
4. Discuss additional changes to Alcoholic Beverage Ordinance (City Attorney Mertins)
   1. Microbrewery
   2. Limiting number of licenses
   3. Section regarding termination of license when business ceases|
5. Discuss concept of parking control officer for VCPD (Police Chief Hatcher & City Administrator Schelkoph)
6. Review plan and Document to implement Request For Proposal for 2019 project engineering services (City Administrator Schelkoph)

Adjourn

City Commission Finance Meeting
Tuesday, April 3, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Out of State Travel Requests:
   1. Electrical Superintendent, MRES Technology Days, April 17-18, Sioux Falls, SD
3. Review 2017 Assigned funds (City Auditor Richter)
4. Discuss contact for ND Water Coalition (City Administrator Schelkoph)
5. Discuss part-time staff for VCFD to create pre-plan building fire protection program (Fire Chief Retterath)
   
6. Discuss financial support of the Southcentral Seniors Transportation (Pat Hansen)
   
7. Discuss microbrewery category for alcoholic beverage ordinance
8. Discuss server training for alcoholic beverage ordinance
9. Discuss RFP process for engineering
10. Discuss Request for $7,500 from the Reserved Streetscape Project Funds for Chamber of Commerce for one-time construction marketing

Adjourn

City Commission Finance Meeting
Thursday, March 8, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Review 2019-2021 Project Information and Planning Forms for Submittal to the State Water Commission (KLJ)
3. Discuss changes to the Liquor Ordinance to allow for a brew/tap room license (City Attorney Mertins)
4. Discuss changes to the Liquor Ordinance to make mandatory server training for all employees that serve/sell alcohol (Commissioner Bishop & President Carlsrud)
5. Discuss jail (President Carlsrud)
6. Discuss exception to Residency Requirement: The City of Valley City requires that an employee of the City live within 15 minutes of the City limits. The City Administrator may make exceptions to this policy if extenuating circumstances warrant such action.

Adjourn

City Commission Finance Meeting
Tuesday, February 6, 2018
3:30 PM

Call to Order

Roll Call

Agenda items

1. Public Works reports.
2. Out of State Training Requests:
   • One police officer: Field Training Officer class in Bemidji, MN on 2-26 until 3-2.
   • Two firefighters: Fire Department Instructor’s Conference in Indianapolis, IN on 4-24 until 4-27.
3. VCPW accounting clerk: Incode Conference in Boston, MA on 04-22 until 04-25
4. Discuss Memorandum of Understanding between State of ND ITD and City of Valley City for statewide interoperable radio network (City Attorney Mertins).
5. Discuss email for Commissioners (City Attorney Mertins)
6. Discuss moving forward with a “Request for Qualifications” for the city’s project engineer (City Administrator Schelkoph)
7. Discuss proposed rate changes to the city’s garbage rate (City Administrator Schelkoph)
8. Discuss MRES electrical safety program for all 5^th graders in Valley City (City Administrator Schelkoph)
9. Review bids for Mill Dam elevator demolition (City Administrator Schelkoph)
10. Discuss changes to the Liquor Ordinance to make mandatory server training for all employees that serve/sell alcohol (Commissioner Bishop & President Carlsrud)
11. Discuss changes to the Liquor Ordinance to allow for a brew/tap room license (City Attorney Mertins)
12. Discuss jail (President Carlsrud)

Adjourn