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

ROLL CALL

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

Others: City Attorney Martineck, City Administrator Crawford via Zoom, Deputy Auditor Klein, Administrative Assistant Hintz

Pledge of Allegiance

Approval of Agenda

Addition of N6

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the July 18, Commission Meeting and the July 26, 2023 Special Meeting, seconded by Commissioner Magnuson.  Motion passed unanimously.

Approval of Consent Agenda

Approve Monthly Reports from the Sanitation Supervisor, Electrical Superintendent, Assistant Fire Chief, Police Chief, Operations Supervisor and Deputy Auditor.

Approve 2023-2024 Application for Contractor License for the following:

Valley Flooring

Braden Wenaas Construction LLC

Tim Durheim

Approve Raffle Permit for Ducks Unlimited Barnes County Chapter for September 21, 2023.

Approve Application to Block off the Street for the following:

Block off Main St from 2^nd Ave NE to in front of Wild Prairie Bakery August 19, 2023

from 3:00pm-1:00am for Captains Pub

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson.  Motion passed unanimously.

Ordinance

Approve Second and Final Reading of Ordinance 1137, an Ordinance updating the Valley City Municipal Code to reflect the 2023 State Legislative Session.

City Attorney Martineck stated no changes from thee first reading.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. Motion passed unanimously.

New Business

Approve Monthly Bills for the City and Public Works in the Amount of $1,558,477.07.        

Commissioner Erickson moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Approve Special Alcohol Beverage Event Permit Application for Captain’s Pub Street Dance for August 19^th, 2023

Discussion on the sale of alcohol outside and the times.

Commissioner Erickson moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Approve Conditional Use Permit to operate Mac’s Bait & Tackle LLC at 741 2^nd Ave NE.

City Attorney Martineck stated that Planning and Zoning recommended a Conditional Use Permit for Mac’s Bait Shop, expiring October 31, 2023 and need Commission approval.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Consider Accepting Project No. SU-2-990(059), PCN 22245 – 5^th Ave NW Reconstruction.

Final grass seeding took place this spring and ready now for final acceptance by the City.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. Motion passed unanimously.

Approve Preliminary Engineering Task Order for Site Survey for Public Works Site Development.

City Engineer Petersen explained that this task order is for the site of the new Public Works Site allowing the City to evaluate and establish what is buildable and not. Total cost is up to $7500.00 which will be included in the general contract agreement with KLJ.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. Motion passed unanimously.

Authorize the Electrical Department to purchase materials for the Columbia Grain Project.

City Administrator Crawford explained, Columbia Grain is looking to move their lines from overhead to underground. The amount of materials needed exceeds the set amount so Commission Approval is needed. The City would go into contract with Columbia Grain, once both parties sign off, the City would go ahead and order the materials.

Commissioner Bishop moved to approve, seconded by Commissioner Erickson. Motion passed unanimously.

City Administrator’s Report

Thank you to Police Chief Hatcher for all his time and all he has done for his Team. He leaves with much respect and appreciation.

Progressing on the search for the New Police Chief. Meetings and Interviews are being held. Currently there are 8 Candidates. More information will be shared in the future.  

Normal chain of command will remain in place. If something major would come up, it will be taken care of by Crawford and the portfolio holder.

city updates & commission Reports

Deputy Auditor Klein reported on Sales tax dollars. A special thank you to Avis for all you have done, for being a great co-worker and friend.

The preliminary budget has been approved. 

Public Works Accountant Jacobson – Recycling contract. Just completed year 4 of 5. Encourage people to keep recycling.

Police Chief Hatcher talked about the latest piece of equipment purchased for the Police Department to empower the Officers to be able to get into more of the neighborhoods, the parks and college. It is an Electric Assisted Bike. The bike was purchased through a grant and donations.

City Engineer Petersen gave an update on construction projects.  The Master Lift Station Project is going on as scheduled and should be completed by mid-September. The 2^nd Ave NE Reconstruction Project is progressing as planned with a completion date of early October. Received word today that the technical analysis for the Clomr has been reviewed and approved. Public notification of the property owners along the corridor and in the newspaper will be the next step.

City Engineer Eslinger noted that he has been contacted by the State of North Dakota and the lead service line inventory contract has been signed and approved, waiting for work orders and then will start inventory of the lead service lines.

Commissioner Erickson stated that his department is doing good with the garbage cans and just a reminder to make sure that your branches left at the grass sites must be smaller than 3’.

Commissioner Bishop Thanked both Hatcher and Richter for all their work & service.

Commissioner Magnuson Thanked both Hatcher and Richter for all their service.

President Carlsrud thanked the employees for all their hard work & coverage. Special thanks to both Richter & Hatcher.

Finance Director Richter gave a recap of her 25 years with the City and how great it has been. Special mention and thank you to Klein and wishing her well in her new position.

President Carlsrud made a closing statement and mentioned both Steve and Paul, thanks for your coverage through the years.

Adjourn

Meeting was adjourned at 5:28 P.M.

Wednesday, July 26, 2023

7:00 AM City Hall

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

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

Members absent: None

Others Present: City Administrator Crawford, Finance Director Richter, Deputy Auditor Klein, City Attorney Martineck, Police Chief Hatcher, Assessor Current.

 

New Business

Remove Avis Richter as an Authorized Signer on Dacotah Bank Accounts Effective August 1, 2023.

Commissioner Bishop moved to approve removing Avis Richter as an authorized signer on the Dacotah Bank Accounts effective August 1, 2023. Seconded by Commissioner Magnuson. Motion carried.

Discuss and Approve the 2024 Preliminary Budget

Deputy Auditor Klein reported that at this time we do not have an estimated value of a mill. The 2024 Preliminary Budget has a 5% increase in dollars levied compared to the 2023 Budget. Last year’s increase from the 2022 Budget to the 2023 Budget was 7%. Department heads were diligent with keeping their operational expenses at a minimal increase. The increase in expenditures in the General Fund is 2.7%. The 2024 Transfers In are $218,000 less than last year. This included $108,000 from Fund 105 City Financed Special Assessment Projects and $110,000 from Fund 241 Property Tax Relief. Cash reserves of $1,127,303 is 27% of expenditures, which is within the guidelines set in the City’s Fund Balance policy (30% to no lower than 21%, with 20% needing corrective action by the Commission).

The proposed salaries in the 2024 budget includes a 4% cost of living allowance (COLA) increase and a step increase in the 0-24-year salary schedule. Cost of Living Adjustment (COLA) is calculated using the Consumer Price Index, in the U.S. Department of Labor, Bureau of Labor Statistics report for the Midwest Region from July 2022 to June 2023. The increase in the transfer from the utility fund is $362,000, this includes an increase of $262,000 to the General Fund and $100,000 to Fund 231 Street Renew and Replacement.

NDPHIT has not released information regarding health insurance premium increases for 2024. A 5% increase to be picked up by the City is currently budgeted. If the premium increase is more than the estimated 5%, the Commission will re-evaluate. The City’s contribution to the employee’s HSA accounts would remain the same, with the employees matching a portion of the contribution in order to receive the full amount. Percentages for NDPERS contributions will increase in 2024, the budget reflects the 1% increase required by the employer.

Commissioner Bishop moved to approve the 2024 Preliminary Budget as presented which includes the proposed salary structure and 4% COLA, seconded by Commissioner Gulmon. Motion carried.

ADJOURN

Meeting Adjourned at 7:45 A.M.

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

ROLL CALL

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

Others: City Administrator Crawford via Zoom, Deputy Auditor Klein, Administrative Assistant Hintz

PLEDGE OF ALLEGIANCE

APPROVAL OF AGENDA

No changes.

APPROVAL OF MINUTES

Commissioner Bishop moved to approve the minutes from the July 6th, 2023 Finance and Commission Meeting, seconded by Commissioner Magnuson. Motion passed unanimously.

APPROVAL OF CONSENT AGENDA

Approve 2023-2024 Application for Contractors License for Hi-Line Excavating LLC.

Approve Raffle Permit for SHINE for September 1^st, 2023 at Hanna Field.

Commissioner Gulmon moved to approve, seconded by Commissioner Erickson. Motion passed unanimously.

ORDINANCE

Approve the Second and Final Reading of Ordinance 1135, an Ordinance to Rezone and Amend Zoning Map, Lot 2, Diamond B Subdivision in Valley City’s Extraterritorial Jurisdiction.

City Administrator Crawford stated that there were no changes from the first reading.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

Approve the Second and Final Reading of Ordinance 1136, an Ordinance to Create and Enact Section 1-01-11, 11.2, and to Amend and Reenact Subsection 7 of Section 14-35-02, and Sections 05-03-06, 17-03-04, and 17-04-20 of the Valley City Municipal Code Related of Disposition of Noncriminal Offenses.

Administrator Crawford stated the edits are the same as the last reading.  

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop. Motion passed unanimously.

Approve the First Reading of Ordinance 1137, an Ordinance updating the Valley City Municipal Code to reflect the 2023 State Legislative Session.

City Administrator Crawford stated that Martineck made the changes to the Ordinances was to conform with the new Legislative changes and will go into effect August 1^st.

Commissioner Bishop moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

NEW BUSINESS

Accept the 2026 Urban Grant Program for the Project on 2^nd Street N (3^rd Avenue NW to 4^th Avenue NE) and 3^rd Avenue NE (Main to 2^nd Street NE).

City Administrator Crawford pointed to the updated map supplied by Chad Petersen. This is the 5^th time that we requested an Urban Grant & were selected again to receive one. Need a Commission action to move forward.

Chad Peterson, KLJ, commented this is for a full street reconstruction. In addition, the nonparticipating water and sewer work will go along with the project. This is approved for the 2026 project funding.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

CITY ADMINISTRATOR’S REPORT

The next couple weeks will be dedicated to Budget. The 2^nd Ave NE construction project has started earlier than anticipated. There will be a public meeting July 19^th, 5:30 for this project.

CITY UPDATES & COMMISSION REPORTS

Auditor Klein – Introduction of the new Administrative Assistant Judi Hintz.

Chad Petersen, KLJ –Construction update on the 2^nd Ave NE project and notice of the Public Meeting for Tuesday, July 19^th in the Commissioners Room at 5:30PM.  This Project is scheduled to be completed the first week of October.

Master Lift Station Construction Project – Updating piping inside the station.

Main Street Discharge Vault Project – Street closure will start Monday the 24th. Scheduled to be completed Sept 16th.

Commissioner Gulmon – Several budget meetings previously and this will continue into next week. Mayor Carlsrud – Please have Patience with all the Construction Projects going on. Thank you to the construction crews for making methods to get around. Thank you to the citizens for being accommodating & we ask your indulgence.

CALL TO ORDER

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

ROLL CALL

Members Present: President Carlsrud, Commissioner Bishop, Commissioner Magnuson, Commissioner Erickson, Commissioner Gulmon.

Others: City Attorney Martineck, City Administrator Crawford, Deputy Auditor Klein, Administrative Assistant Johnson

Pledge of Allegiance

Approval of Agenda

No Changes

Approval of Minutes

Commissioner Bishop moved to approve the minutes from the June 29^th, 2023, Commission Meeting, seconded by Commissioner Magnuson. Motion passed unanimously.

Approval of Consent Agenda

Approve Monthly Reports from the Fire Chief, Electrical Superintendent, Building Inspector Finance Director and Municipal Judge.

Approve Application for House Movers License for Glaesman Moving.

Approve Application to Block off the Street for Valley City Parks & Recreation Pulled Pork Cook off on July 13^th, 2023 from 3pm-6:30pm.

Approve 2023-2024 Application for Contractor License for the following:

Kohn Electric LLC

Randall’s Excavating Inc.

Valley Plains Equipment

MX Underground

Dedicated Builders

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop.  Motion passed unanimously.

Public Hearing

Public Hearing on Rezoning and Amending Zoning Map, Lot 2, Diamond B Subdivision in Valley City’s Extraterritorial Jurisdiction.

President Carlsrud declared the public hearing open.

There were no comments.

Commissioner Bishop motioned to close the public hearing, seconded by Commissioner Magnuson. Motion passed unanimously.

Approve First Reading of Ordinance 1135, an Ordinance to Rezone and Amend Zoning Map, Lot 2, Diamond B Subdivision in Valley City’s Extraterritorial Jurisdiction.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Ordinance

Approve First Reading of Ordinance 1136, an Ordinance to Create and Enact Section 1-01-11.2, and to Amend and Reenact Subsection 7 of Section 14-35-02, and Sections 05-03-06, 17-03-04, and 17-04-20 of the Valley City Municipal Code Related to Disposition of Noncriminal Offenses. 

City Attorney Martineck stated this is an administrative change to streamline the disposition process for non-criminal offenses.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

New Business

Approve Monthly Bills for the City and Public Works in the Amount of $1,662,478.80         

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

Authorize Brenda Klein as an authorized signer on Dacotah Bank Accounts Effective August 1^st, 2023.

Commissioner Gulmon moved to approve, seconded by Commissioner Bishop. Motion passed unanimously.

Approve Transfer Request for Liquor and/or Beer License Application for Alcoholic Beverage License from Jeremy Tjon (current owner of The Clubhouse) to Autumn Perry subject to conditions being met.

City Attorney Martineck stated some conditions needing to be met are removing the Legion signage and documentation of the ownership of the building change being recorded.

Commissioner Bishop moved to approve, seconded by Commissioner Erickson.  Motion passed unanimously.

Consider VC-BC Development Corporation Request for $500,000 to support VCSU and their Forward Together Campaign.

Trinity Nelson requested the funds distributed over 5-7 years to support the VCSU Capital Campaign.

Commissioner Magnuson moved to approve, seconded by Commissioner Bishop. Motion passed unanimously.

Approve MOU with VCBC Library for Services.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

Approve Renewable Energy Certificate (REC) Designated Entity contract between WAPA, the City of Valley City and MRES.

City Administrator Crawford stated there is not a fee for MRES to do this and we need this to be done for our energy credits.

Commissioner Bishop moved to approve, seconded by Commissioner Magnuson. Motion passed unanimously.

Approve Special Alcohol Beverage Event Permit Application for Brockopp Brewing LLC on July 20^th for Summer Nights on Central.

Commissioner Magnuson moved to approve, seconded by Commissioner Gulmon. Motion passed unanimously.

City Administrator’s Report

City Administrator Crawford reported a change we are looking at changing the base fees on bills by prorating them.

Deputy Auditor Klein stated the money received $229,416 from the state for the snow assistance grant, good job Gary.

City Attorney Martineck reported that Judi Hintz has been hired for the Administrative Assistant position in City Hall and is expected to start on July 17^th.

Chad Petersen reported on the upcoming construction projects. The lift station will be starting soon and take about a month to complete. Preconstruction meeting for 2^nd Ave/3^rd St NE project will be happening within the next couple of weeks.  They are thinking of starting a couple weeks early due to the good conditions they’ve been having.  There is also the preconstruction meeting for the Main Street Outlet Vault related to PFP.  We will get an update at that time when they are thinking of starting.  They originally planned the end of July and work must be completed by September 16^th.  Chad gave an update on CLOMR.  Feeling pretty comfortable to have a final submittal and approval by fall this year and start moving forward.

Commissioner Gulmon reported on finances with the big news being getting the reimbursement for the spring flood expenses at almost $1.5 million.

Commissioner Erickson went through some of the guidelines for the new cans and grass site as Gloria has reported some issues.

Commissioner Bishop thanked the rescue workers for the jobs they do and volunteer to do.

Commissioner Magnuson asked that people take pride in their yards and areas around their property.

Mayor Carlsrud stated the guidelines for the new cans are on the website. Thanked staff for the work they do.

Adjourn

Meeting was adjourned at 5:28 P.M.