City Commission Finance Meeting

Valley City, North Dakota

Tuesday, November 5, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

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

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Chief Horner, Administrative Assistant Hintz

Agenda Items

GovCard for City Hall, Police Department & Court.

Finance Director Klein shared the need to be able to take credit card payments in the Auditor’s Department. GovCard is a solution that several cities are using. It is a no cost, secure solution to this need. Commissioner Gulmon asked that local financial establishments be given a chance to offer their solution. Klein will reach out & bring quotes to the next meeting.  

Annexation of Woodland.

City Administrator Crawford discussed who this would affect and what the benefits to those involved would be. The consensus of the Commission was to start moving forward with this process.

PFP Buyout of 512 E Main.

Discussion was had on the proposed buyout of 512 East Main and the plans on how to proceed with this purchase. City Administrator Crawford recommends moving forward. The Commission agrees.

2025 Board Meeting Schedule.

Finance Director Klein went over the proposed meeting schedule for the 2025 Finance and Commission meetings. This will be added to the 11/19/24 Commission Agenda for final approval.

2023 Audit Report by Brady Martz

Matt Laughlin with Brady Martz and Associates, PC, shared the findings of the 2023 Auditor’s Report. The audit was completed in accordance with the auditing standards in the United States of America. The Commission felt that the audit went well and thanked Finance Director Klein and her Department for their work.

Department Reports

Sanitation Department

Sanitation Supervisor Swart reported that all is going well in her Department at the moment. Container placement has been going well.  

Water Department

Water Superintendent Hesch reported that water usage is trending down which is normal as we head into winter & cooler weather.   

Electric Department

Electrical Superintendent Senf reported 4 outages last month, 3 were due to squirrels. His Department is keeping busy with completing projects around Valley City.

Fire Department

Fire Chief Magnuson went over his Calls for October. His Department has been on a few tough calls recently and he thanks them for everything that they do.

Police Department

Police Chief Horner went over his Calls for Service Report. He shared that the Police Department was awarded a grant to cover the upgrades needed on security at both the Police Department & the Water Treatment Plant. Chief Horner also shared the activities around town that his Squad has been participating in.

Street Department

Operations Supervisor Klemisch reported that all hydrants should be flushed as well as 245 of the 300 nodes that need replacing are completed. Sand trucks are ready to go when needed. Street cleaning is continuing.  

Administration

Administrator Crawford told the Commission that The City did receive a signed copy for the buyout property at 231 9^th Ave NE. They agreed to the terms as determined by the Commission. This process has been started. Administrator Crawford reported that there are 57 remaining properties for the PFP Buyouts. Letters were mailed to those property owners this week. Lead line letters are also being mailed, they will go out when billing does to save on costs. This is another required step in the lead line process.  Discussion was also had on the tearing down of the building at 1416 Main St E to make room for the New Service Center. The plan will be to move ahead with the process to bid on the removal with guidelines set regarding time frames and expectations.

City Attorney Martineck explained the reasoning for the item on the Consent Agenda for Liquor License violations. The establishment in under new ownership and management since possibly August 1^st. They have also not turned in their required Responsible Beverage Server Training Report which was due on September 30. 

Agenda Items Continued

Proposed Public Works Budgets for FY25

Public Works Accountant Jacobson reported on the proposed Public Works Budget for 2025. With the Commissioners consent, he will move forward with the approval process at the next Commission Meeting.

Rate Increase requests for Public Works

Public Works Accountant Jacobsonshared with the Commissioner that the rates that the City pays for Utilities will be increasing in 2025. To cover the cost of these increases, Jacobson proposed a few different scenarios for increasing the Customer’s Utility rates.The Commissioner agreed on the rate increase that they feel is appropriate and let Jacobson know to start the process to seek approval on  the new rates.

Adjourn

The meeting was adjourned at 4:33 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, October 1, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

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

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Lieutenant Rustebakke, Administrative Assistant Hintz

Commission Topics

President Carlsrud started the discussion on drafting an ordinance about camping and tenting in the City of Valley City. The consensus was to go ahead with an ordinance now to avoid issues that may arise in the future. 

Agenda Items

Finance Director Klein went over the Quarterly Engineers Report. The consensus was to use any unused funds designated for Engineering for the purpose verifying alley encroachments as this has been a recent topic of discussion. 

Administrator Crawford and Attorney Martineck discussed the current PFP guidelines and the policy updates that they recommend. This included the raising of the $50,000. to $75,000 for PFP buyouts without needing Pre-Commission approval. Any buyout over the 75,000. will need Commission approval. Discussion on Fair Market Value which = Appraisal + 10%. Garages and out buildings could be purchased back for $1000. And must provide a timeline for the removal. House structures, if deemed appropriate, will be put up for live auction and require a minimum bid of $1000. The Street Department will take care of disposal of the basement and clearing of the property.

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report and reminded all that you need to leave 3’ around your container, have it set out by 7:00AM and face the handle to your house.  

Water Department

Water Superintendent Hesch reported that everything seems to be running smoothly as we transition into fall.   

Electric Department

Electrical Superintendent Senf reported on the 5 outages last month. His Crew is very busy finishing the underground at the trailer court. They are waiting on the permit from the railroad for the work by the Fish Hatchery.

Street Department

Dan Bernhardt shared a new updated map of Valley City that includes an explanation of each parcel in the City. 

Operations Supervisor Klemisch stated that his Departments are currently working on flushing the hydrants around town. 216 nodes have been changed out. The final tree/branch pickup took place last week as well as two condemned structures were taken down & removed.  

Fire Department

Fire Chief Magnuson went over his Calls for Service Report. There were 22 calls. The truck is ready for aerial testing.  National Fire Prevention Week is October 6-12. Fire Extinguisher servicing is a few months behind but will be catching up this month.

He also reported on the Dangerous Building processes currently taking place and how they are doing. Discussion took place on how a building gets reported and that all must follow the guidelines. The form is available on the website. 

Police Department

Police Lieutenant Rustebakke went over the Calls for Service Report and what calls and contacts are included in that report. The Commissioners would like them to report on most all contacts with the public so the Department receives credit for all their work. Battle of the Badges will be taking place on October 8 & 9 at Stoudt Miller.

Agenda Items Continued

City Administrator Crawford brought up the purchase agreement for 231 9^th Ave NE. This was presented at the September 17^th Commission meeting and tabled until this Finance Meeting. Currently, the sellers are asking for $139,000. plus the Sellers keep the house and garage structures which they will move. Consensus of the Commission is to offer $139,000. The seller can than purchase the garage for $1000. and the house structure will go up for auction and can be purchased with bids. 

City Administrator Crawford shared with the Commissioners that the Auditor’s Department would like them to discuss moving the monthly finance meeting to the 3^rd Tuesday of the month. This would allow for all Departments to get their reports handed in prior to the agenda be posted. The consensus was to try this for the 2025 meetings.

President Carlsrud shared the most current information on the Red River Water Supply Project and that the Commissioners should make a decision tonight as to buy in or not. This will be discussed at the Commission meeting.  

Adjourn

The meeting was adjourned at 4:49 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, September 3, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

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

Member absent: Commissioner Gulmon

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Chief Horner, Administrative Assistant Hintz

Commission Topics

President Carlsrud started the discussion on the current logos used by the City. It was a consensus of the Commissioners to move ahead using the City of Valley City logo for all departments. Department name can be listed beneath the logo. We will not be replacing all the current logos, but as we purchase new or repair, the logo will be updated. 

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report as well as shared the process for when you believe that your container was missed. Please remember to wait until 3:00 before calling in to Public Works and reporting. Reminder, please do not park in front of the large business dumpsters.

Water Department

Water Superintendent Hesch reported on the great news that in the 20 samples sent into the State for Lead & Copper testing, there was no lead found! He also reported that water usage is down from the previous years.  

Electric Department

Electrical Superintendent Senf reported only 2 outages last month. His Crew is very busy with upgrading elevator services.

Fire Department

Fire Chief Magnuson went over his Calls for Service Report. There were 12 calls. The trucks have all passed pumper testing with the ladder truck needing one minor repair. Discussion was had on the current alarm system, back up & repeaters.  

Police Department

Police Chief Horner went over his Calls for Service Report. There were 670 calls. Gearing up for the school year and the SRO is taking some evacuation training. There were two openings in the department, 1 applicant will be in training this fall with another applicant in the process to possibly train this fall if the paperwork gets completed.

Street Department

Operations Supervisor Klemisch shared that the annual Master Lift Station cleaning is complete and the NDDEQ annual inspection of the sanitary systems is done and complements were given. The well on 6^th Ave NE & 8^th St NE was capped.

Administration

Administrator Crawford asked Public Works Accountant Jacobson to discuss the purchase of two garbage trucks from the City of Jamestown and then we would turn around and lease the trucks to Valley Recycling. We currently have two other lease agreements with Valley Recycling. The Commissioners consensus was to go ahead with this purchase.

Finance Director Klein shared the information she received from the Bank of ND on the Service Center Loans. She also stated that there will be Special Assessment Notices going in the mail for the week of the 9^th on the reconstruction project happening on 3^rd and 2^nd.

New Items

Finance Director Klein shared with the Commissioners that they will need to designate prior to the end of 2024, with a motion, how they plan to use the ARPA Funds. It was decided that the funds should be used towards Public Works salaries in 2025. This will be added to the 9.17.2024 Commission Meeting Agenda.

City Assessor Current reported on the 2024 Assessments, her processes for valuations, and if the Commissioners would be interested in hiring the Vangaard Company to come in and do a city-wide assessment. No decision will be made until after the voting in November. Current will ask a few more questions of Vangaard and bring her answers back to the Commissioners. She also shared that the Primary Resident Tax credit for $500.00 for 2024 will be available for next year as well.

City Administrator Crawford shared information on the changes to the requirements for the Renaissance Zone, longer terms and higher amounts. Crawford let the Commissioners know that they have an option to add and change Islands in the Zone. She will put together a proposal for the next meeting.

Commissioner Erickson, City Administrator Crawford, Electrical Superintendent Senf and Operations Supervisor Klemisch shared the latest plans for the new Service Center. They explained the needs of the departments and the layout plan. They shared a list of items that could be removed to save some funds but only a couple of these items were not necessities. The consensus of the Commissioners was to not hold back to save now only to need an item next year. Build to the needs of those departments now. The plan is to keep the project under $15 Million.

VCBCDC Jennifer Feist discussed the need for natural gas on the south side of interstate and the cost associated with getting it there. She asked the Commission for $200K out of Sales Tax Funds designated for economic development to put towards the project.

Adjourn

The meeting was adjourned at 4:57 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, August 6, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

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

Member absent: Commissioner Gulmon

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Chief Horner, Administrative Assistant Hintz

Commission Topics

Discuss the RRWSP (Red River Water Supply Project) President Carlsrud gave an update on the project and discussed two possible changes. One, sending water down the James River instead of a pipe and the ability to now go around wet lands instead of under them. They also need to figure out how they will share the charges with those buying water.

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report, it is up for the month. She reported on a squirrel problem as they are chewing through lids. Please bag your garbage or store in your garage or shed if possible. Scents deter the squirrels as well. Woodchips are currently available at the Transfer Station.

Water Department

Water Superintendent Hesch reported that the water usage between June and July has not changed. Lead & Copper sampling of water has been completed and mailed to Bismarck for testing. This sampling is done every three years.

Electric Department

Administrator Crawford shared Corey Bucks report as he was called away. There were two outages, both from squirrels. Lighting on Secarse has been installed, bases will be installed after the hydro-seeding is completed.  Valley View URD project, all conduit and wiring are installed starting from the cut over from overhead to underground on the house services. Construction is beginning this week on upgrading SCADA to fiber at each sanitary, storm, water booster, and electrical substation.

Police Department

Police Chief Horner reported that the new patrol vehicle is ready for service. Gearing up for the school year and prepping for the SRO duties. There are two opening in the department with interviews scheduled for this week. Parking by the HAC was discussed with the changes from the latest construction project.

Fire Department

Fire Chief Magnuson went over his Calls for Service Report. There were 10 calls along with one mutual aid call. The Crew was very professional and did an awesome job. The trucks have been serviced and passed testing. On the Dangerous Building topic, they are currently working on two buildings that will be torn down.

Street Department

Operations Supervisor Klemisch said that the crew has been doing a lot of hot mixing.  Working on concrete asphalt transitions and curb lines as well. The July tree campaign went well this year. Next week they will be gearing up to paint school crossings and crosswalks. The NDDEQ will be coming to do their yearly sanitary inspections.  Update on the water nodes, there are about 140 already changed out with another 80 on the list to be completed. Operations Supervisor Klemisch shared the new Alley Paving/Reconstruct process with the Commissioners. There was some discussion and once completed, this will be posted to the website for Residents to utilize.

Administration

Administrator Crawford asked Commissioner Erickson to weigh in on the new service center project. The preliminary estimates show an increase in costs from where the previous estimate was. To move forward, they are asking for a larger authorized amount.

New Items

Discuss Settlement Proposal in the amount of $50,000 for Paving Improvement District 125, Watermain 103, Sanitary 67 and Storm Sewer Improvement District 54. Administer Crawford discussed the project and explained the NOI (Notice of Intent) from Strata Corporation on behalf of subcontractor Sellin Brothers, Inc.

Discuss Preliminary Plan Layouts for Project No. UGP-2-990(068) & SU-CPU-2-990(069) – 2^nd St N, 3^rd Ave NE & 4th Ave NE. Discussion was held on alternatives for the businesses affected by this project.

Discussion was held on the Recycling Contract – Parties agree to continue with current recycling contract but going month to month. On the Dumpster Rent to Own Agreement that was to be finished this year with a balloon payment due. Could we set up a new rent to own agreement with payments going towards the balance of the balloon payment? If the Recycling Contract is ended, then the remaining balance would be due. The consensus of the Commissioners is to go ahead with the new agreement.

Adjourn

The meeting was adjourned at 4:27 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, July 2, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 2:30 PM.

Roll Call

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

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Police Lieutenant Rustebakke, Administrative Assistant Hintz

Guest present: Greg Bischoff, James Jensen

Commission Topics

Discuss the RRWSP (Red River Water Supply Project) President Carlsrud and the Commissioners had discussion on the RRWSP and the consensus of the Commissioners is to communicate with the RRWSP that the City of Valley City would like to move forward with 1 and 1.

Department Reports

Sanitation Department

Sanitation Supervisor Swart went over the Container Count Report as well as how smoothly pick up has been going.

Water Department

Water Superintendent Hesch shared that the meter change will be happening soon and that the measurement of usage concerning backflow should be more precise.

Electric Department

Electrical Superintendent Senf discussed the 8 outages in the past month, 5 due to squirrels.

Fire Department

Fire Chief Magnuson shared the news that 8 Trainees will graduate from the First Responder Course.

Police Department

Police Lieutenant Rustebakke reported that the Animal Control & Chief Vehicles had Emergency Lights installed.

Street Department

Operations Supervisor Klemisch said that the hot mix is again available so they have been busy with that and the Lagoon Discharge is complete.  

New Items

The Quarterly Engineering Report was given by Finance Director Klein. We are currently sitting at 30% utilized so far this year.

City Attorney Martineck brought up discussion on City Mobile Home Regulations and Limits on a Newly Sited Home. The Commission asked Martineck to prepare an Ordinance using the year 1980 as a guideline.

Discussion on the current Master Fee Schedule and the changes that need to be added from Public Works, Street, Building Inspector and more. This will be updated and presented as a Resolution at the July 16, 2024, Commission Meeting.

Generative Artificial Intelligence (AI) was discussed by City Attorney Martineck and will be added to the Employee Policy.

Lieutenant Rustebakke brought forth two estimates for Body Cams and In-Car Cameras from Axon Enterprises, Inc and Motorola. The Commissioners questioned the differences in the Company’s Products as well as the Estimates. The consensus of the Commissioners is to see movement forward but first check on the Grant Amounts with Chief Horner. Administrator Crawford agreed but would like this to be a 2025 purchase.

A Clean Up Week Debriefing was held and a few items were brought up for discussion. Building materials and Blocks/Pavers being the largest issues. The Commissioners asked for those involved to come back with yardage recommendations for next year’s Clean-Up Week. Possibly add these items to the information sheet available.

The current Recycling Contract is up for renewal. City Administrator Crawford will discuss with Valley Recycling and renew for 1 year if agreed. The Dumpster Lease is also due.

Adjourn

The meeting was adjourned at 4:55 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, April 2nd, 2024

3:30 PM

Called to Order

President Carlsrud called the meeting to order at 3:30 PM.

Roll Call

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

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Administrative Assistant Hintz

Commission Topics

City Administrator Crawford discussed changing the process and timeline for the Financial Reports. Having the report due at the mid-month meeting will allow the team more time to prepare and share a more up to date report. Joy Kiefert, Lead Accounting Clerk and Brandy Johnson, Deputy Auditor spoke as well on the change. Commissioner Gulmon recommended the Commissioners accept the change.

Commissioner Gulmon raised the topic of the NW Industrial Property to sell for non-primary usage. A list of topics was in the material package that will need to be discussed and answers determined before proceeding with the sale of the property.

Commissioner Magnuson asked the question, “What is the goal of the City, growing our City and future developments?” Commissioners shared their views.

City Administrator Crawford proposed new times for the Finance Commission meetings. It was decided that all Finance meetings will be scheduled to start at 2:30PM monthly and adjusted as needed. Commission meetings will remain at 5:00PM.

Department Reports

Sanitation Department

Sanitation Supervisor Swart reminded all that garbage container handles should face the house and there should be 3 feet of clearance around your container. The Residential Can Count Report is now included in the materials packet for the Commissioners to review.  Swart also explained the “Clean-Up” week poster and how it breaks down the sorting of materials, the dates, possible charges and where non-collected items may be taken for disposal or recycling.

Water Department

Water Superintendent Hesch informed all that the 2023 Water Quality Report has been printed in the Newspaper and posted to the City’s Website & Social Media. Hesch also reported on the water loss project. The Water Treatment Plant will be switching out a flow meter that measures the water flowing from the plant to the towers. The current meter does not account for the water that is back flowing into the plant when the heat pumps are shut down. The new meter will measure flow both ways. Busy with maintenance, replacing seals.

Electric Department

Electrical Superintendent Senf reported on the outages for last month, there were 3. Working on trimming trees and will soon start work on the underground project.

Fire Department

Fire Chief Magnuson went over his monthly run sheet. 17 calls for service last month. Currently working on some nuisance items and getting them cleaned up. Working on the Dangerous Buildings, a few of the asbestos reports are now completed. Going to add a couple garages to the list. The boat is completely ready to go, just need water.  Fire Fighter 1 Class is going with 16 participants. There is also a First Responder Class currently in process.

Police Department

Police Chief Horner reported on the Grants for Body Cams, working on another Grant in April for Security around the building. The Team has been busy. Due to an increase in School Bus passing violations, they have increased their presence near the school zones. Horner also displayed the “Moto-Shot” demo. It is used to train Officers on shooting at a moving target. They have reached out to other departments and agencies to give them a chance to use it as well. Currently they are assessing their body cam & car systems but are looking at what it will need to fix or replace. Andrea Suhr did put her resignation in after 24 years of service with the department. They will be posting for that position.

Street Department

Operations Supervisor Klemisch shared that the County will be doing some soil boring & sampling by the Viking Bridge. Ben Lokken is now fully certified as an Operator 4 having passed his last 2 tests. Congratulations. They will be starting crack sealing in the next week or so. Doing some street and curb painting. Flushing of hydrants. Looking at getting into a couple alleys as they dry up. This led to a discussion on alleys and what it will take for repairs and clean-up as this is an on-going issue every year.

Administration

City Attorney Martineck discussed a piece of property that was deeded to the Jewett’s back in 1999. This deed was never recorded. The Jewett’s have been paying the taxes since 1999. They are now selling this property so Martineck is recommending a Quit Claim of this property over to Joan Jewett to clear this matter. Commissioners agree with the recommendation. City Attorney Martineck talked about the incapacity of our Municipal Judge and we do not have a clear date of his return. He informed Commission, if needed, has the authority to appoint an interim Municipal Judge. Currently, cases are being scheduled into May to buy time. Steps are being taken to find options should this become necessary.

Finance Director Klein reviewed the bid openings for the Seal Coat Project for this summer. The Engineers estimate is listed on the spreadsheet and is much less than even the lowest bid. City Engineer Peterson and Finance Director Klein recommend rejecting the current bids and take some time to look at other options to reduce the costs.

Review monthly bills/reports

Finance Director Klein reported expenditures in the amount of $2,144,801 for the month.

Quarterly Engineer Report

Total Budgeted for the year is $90,000. For the first quarter, general engineering is at $12,324. and planning is at $8,338. We are at a good place for the first quarter.

Discuss the rental of the National Guard Building. Should we be charging a deposit prior to renting instead of a possible janitorial fee after an event has taken place.  Rate and deposit ideas will be brought to the next meeting for more discussion.

Discussion on putting the house at 446 8^th Ave NE up for bids for removal. A person reached out wanting to buy the home and move it to a different location. The Asbestos test came back with asbestos in the ceiling.Regardless of the decision, will asbestos need to be mitigated?  It was decided to start the process to sell the house if possible.

City Administrator Crawford read a note from David Wick regarding the items that need to be taken care of at Viking Trailer Court as well as a timeline.  They will continue to work on the needed repairs.

There was also discussion on the construction projects and how they will affect different road closures for this summer’s community events. The Chamber has already been made aware and are working with the City on alternate plans.

City Engineer Peterson shared the plan for the upcoming Secarse, 6^th Ave, 6^th St & 7^th St project.

Adjourn

The meeting was adjourned at 4:46 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, March 5, 2024

2:30 PM

Called to Order

President Carlsrud called the meeting to order at 3:30 PM.

Roll Call

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

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

New Items

Red River Water Supply Project

Guest Greg Bischoff, Barnes County’s Representative on the Garrison Diversion Board, shared an update on the Red River Water Supply Project.  A project to supply emergency water to central & eastern North Dakota during times of water scarcity so as to protect public health, ensure economic vitality and provide environmental benefits in the river systems.

NW Industrial Park

Discuss selling city owned lots in NW Industrial Park. Commissioner Bishop asked Jennifer Feist with the VCBC Development Corp to discuss the use of the land in the NW Industrial Park for Non-Primary Sector purposes. In the interest of development & putting that land in the hands of the private sector, the VCBCDC feels it is a good idea.

Clean-Up Week

Sanitation Supervisor Swart started the discussion on Clean-Up Week tentatively set for May 13–18, 2024. Swart shared a few ideas and changes that may need to be made due to the number of Trucks currently in the fleet. The consensus of the Commissioners was to continue as is by renting a truck to assist with pick up. Educating the Citizens of Valley City on what can and cannot be disposed of, as well as how to separate their piles of garbage for a more efficient clean-up. Citizens not following the guidelines set forth will not have their trash picked up.  

Department Reports

Sanitation Department

Sanitation Supervisor Swart reminded all not to put your garbage container on a snow bank, that they need 3’ of clearance around the container, your handles should face the house & it must be out for pick-up by 7:00AM.  

Electric Department

Electrical Superintendent Senf reported that his team is staying busy with Service Orders, Lights & Trees. They are working on their gateway issues and getting this cleared up.

Fire Department

Fire Chief Magnuson reported on their Calls for Service. Magnuson & Coit are currently working on some nuisance items, letters were mailed out prior to the recent snow storm. The boat is about completely ready, then on to the preparations for the pick-up. Looking for alternate locations for Fire Equipment parking this summer during the construction project. The Ariel is an issue. Hydrants, whether City owned or Privately owned, must be fixed and can not just be shut off. Private hydrants must be tested yearly. Looking into an ordinance for this issue. Magnuson shared that the Department is involved in the Chili Cook-Off at the Winter Show this year. They are also working on their yearly fundraiser being held March 23^rd.

Police Department

Chief Horner shared that his Department is working with the Sheriff’s Office and the Highway Patrol Department to have extra enforcement during the ND Winter Show. The Department is applying for grants to assist in the purchase of Cameras for inside & outside the Police Department to cover a few blind spots and to update the current door security system. They are also waiting to hear on a grant they applied for to purchase body cameras. There are currently 3 open positions that they are trying to fill.

Street Department

Operations Supervisor Klemisch reported on the snowstorm & the clean-up that followed. Ben Lokken passed the Treatment 4 License Exam so now is a Certified Level 4 Operator which is the highest level in North Dakota and the level of our Valley City Water Plant.

Administration

City Administrator Crawford shared that on March 23, 2024 there will be a walk through with AE2S at the Water Plant to give us an over all game plan for future projects and maintenance.

Review monthly bills/reports

Deputy Auditor Johnson reported expenditures in the amount of $1,399,702. for the month.

New Items Continued

Discuss Amendments to Alcoholic Beverage License Code. City Attorney Martineck discussed:

1. License fees – Streamline the fees
   1. New license for professional services businesses – Need a new class of license
   1. New license for entertainment facilities – Need a new class of license
   1. Guidelines for special event permits – No specifications for precautions
   1. Lookback period for violations – Possibly change title and change to 2 years
   1. Dates for renewal – Currently from July 1 to June 30. State is due January 1
   1. Administrative hearing procedures – Need to clarify the procedures process
   1. Server training certificates – New process to track these certificates

Discuss Commissioner Responsibilities Including Appointment of City Officials. City Attorney Martineck shared that the initial discussion on this topic was held in December so he is bringing it back for further discussion and direction. An Ordinance will be put together to clarify who should be appointed officer. In Code it states the Mayor is the Chief Executive Officer of the City. When you have a City Manager or City Administrator system, most of the Chief Executive Officer’s powers transfer to the City Administrator. The executive officer is the person who has the power to execute the laws and the City Commission is the Legislative Body that makes the laws. Martineck suggested, for the balance of powers, leave the Mayor as the Chief Executive Officer in Code and add those powers will be suspended during the period of having a City Administrator or a City Manager.

Review Recommended Changes to Valley City Urban Functional Classification System for Submittal to NDDOT for Review and Consideration. City Engineer reviewed the information and the submission is due onto the ND Department of Transportation by April 1, 2024.

Discussion on the Junk Ordinance for Main Street. Commissioner Magnuson started discussion on what, if anything, can be done about the locations along main street as it relates to junk. An ordinance can be drawn up regarding this topic but it will affect all citizens. Currently this is handled on a case by case process.

Discussion Regarding a Change to Paving Project 125 (2^nd Ave NE/3^rd St NE/4^th St NE/3^rd Ave NE) in regards to Parking for the Fire Hall. Administrator Crawford shared the quotes for concrete vs. recycled asphalt to include additional parking for the Fire Department during the project this summer. Her recommendation is to move forward with the additional parking but requiring the Firemen to abide by the current parking guidelines.  The consensus of the Commission is to move ahead with the recycled asphalt option for now.

SLWA Quick Start Guide Update President Carlsrud and Commissioner Erickson informed the Commission on the Service Line Warranties of America program. They explained the relationship between the two entities and gave an overview of program being offered. It was also stated that the repairs will be done by Licensed Contractors with the City of Valley City. This program is intended to give Valley City Residents an option for their service lines.

Discuss Finance Meeting Times. President Carlsrud brought up discussion on the times for the Finance meeting and how they seem to need adjusting monthly. It was decided that the Agenda will be reviewed the on Thursday afternoon the week prior and a time set.

Adjourn

The meeting was adjourned at 4:57 PM.

City Commission Finance Meeting

Valley City, North Dakota

Tuesday, February 6, 2024

3:30 PM

Called to Order

President Carlsrud called the meeting to order at 3:30 PM.

Roll Call

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

Other present: City Administrator Crawford, City Attorney Martineck, Finance Director Klein, Administrative Assistant Hintz

Members absent: Commissioner Bishop, Commissioner Gulmon

Department Reports

Sanitation Department

Sanitation Supervisor Swart shared that the automated truck has both arms working after repairs. Cost per ton comparisons were discussed between hauling to Jamestown @ $87.91/ton & Fargo @ $92.42/ton. Communication on the total tonnage that both locations are able to handle will need to happen.

Electric Department

Cory Buck reported that outages were down for the month of January. Work continues on the purple lights, the pole inventory for Century Link, and updating the meter reading infrastructure. All Christmas decorations have been taken down & stored. Still cleaning up from the Ice Storm. Branches that are hanging over lines will be taken care of by the City if reported, branches hanging over streets and boulevards are the responsibility of the homeowners.

Street Department

Operations Supervisor Klemisch reported on an issue this morning at the master lift. This is now online using back-up until the new transfer switch arrives. Tree count from the Ice Storm was reported. In the residential areas, 158 tandem loads of branches were removed. In addition, 50 more tandem loads were taken out from clean-up on city lots. Currently working on potholes and drainage areas.

Administration

City Administrator Crawford discussed the possibility of a Lead Line Repair Ordinance. As we move forward working on our inventory, do we want to look at asking the home owner to replace the lead lines on the Customer owned side.

City Attorney explained the consent agenda at the Commission meeting contains a request for a Public Hearing to be held on a Dangerous Building at 340 3^rd St SE.

Police Department

Police Chief Horner presented a Power Point presentation on the 2023 Annual Report for the Police Department. He also updated on the current application process.

Review monthly bills/reports

Finance Director Klein reported expenditures in the amount of $1,618,408 for the month.

New Items

1. City Attorney Martineck and Parking/Animal Control Officer Johnson discussed the current ordinance regarding livestock in city limits and a few changes to wording that they would suggest.
2. VCSU would like to change the location for the Recycling Containers. The area by the Parks and Rec Maintenance building may be a possible location and Klemisch will research.
3. City Administrator Crawford reviewed the BEK Connect Service Renewal. Discussion on the proposed savings and reasoning for the changes was explained and was given a recommendation to pass at the Commission meeting.
4. City Attorney Martineck gave an overview of the current process on Dangerous Buildings Process.  City Administrator Crawford and Fire Chief Magnuson shared some ideas for changes that may make this process more streamlined. Magnuson would like to see standards set and then look to changes in the future for rentals and working with the Health Department.

Adjourn

The meeting was adjourned at 4:54 PM.