Loading...
HomeMy WebLinkAbout2012.02.15 CITY COUNCIL MINUTES1 February 15, 2012 Mayor Richard Woodland Council Members: Christopher Mann Jordan Busby Donna Benfield Jerry Merrill Bruce Sutherland Sally Smith City Staff: Stephen Zollinger – City Attorney Richard Horner – Finance Officer John Millar – Public Works Director Val Christensen – Community Development Director Scott Johnson – Economic Development Director Blair Kay – City Clerk 7:00 P.M. City Hall – Pledge to the Flag Austin and Richard Hill from Troop 156 led the Pledge to the Flag. Michael Ongesel said the prayer. Roll Call of Council Members: Attending: Council President Mann, Council Member Benfield, Council Member Sutherland, Council Member Merrill, Council Member Busby, Council Member Smith and Mayor Woodland. Public Comment: on issues not scheduled on the agenda (limit 3 minutes) - NONE Presentations: A. Curbside Recycling Study – John Millar Eric Conrad from BYU-I and John Millar presented a proposal for a recycling study consisting of three phases. Phase One: Takes place in March and April - The first phase is picking up garbage from two subdivisions for two months and weighing the garbage. The average household in Rexburg accumulates 97 lbs. of garbage. The goal is to get a base line of how much is produced. Phase Two: Takes place in May and June – The residents, in the same two subdivisions, would receive a garbage bin for recycling to test for two months. The recycled goods would go back to the BYU-I campus to be separated at the recycling center. They plan to pay for the student labor with monies from the program. They hope to get about 30% of the garbage from the homes to be recycled. Phase Three: They hope to use the information generated from the phases to gain support, and fully implement the recycling program in Rexburg. Public Works Director Millar explained 200 blue recycling bins have been purchased for the program. Currently city staff is picking up the larger recycling bins that are currently underway. Mayor Woodland explained the bins would be used either way for city garbage if the recycling program fails. Public Works Director Millar explained the program could save $160,000 a year in county land fill fees if successful. 35 North 1st East Rexburg, ID 83440 Phone: 208.359.3020 x2313 Fax: 208.359.3022 blairk@rexburg.org www.rexburg.org City Council Meeting February 15, 2012 2 BYU-I is currently picking up the garbage on Phase One and Phase Two for the test program. The expected savings is $42,000 per year. The current large blue bins do save in tonnage going to the land fill. The goal is to remain revenue neutral to pay for the program. Any income from recycled goods would go to the University recycling program. Council President Mann asked if the Barney Recycling contract was canceled. Public Works Director Millar explained that Mr. Barney sold the business to someone else, and the city contract was terminated. The city uses its trucks and trailer to take the recycled goods to the University. BYU-I was trying to have the students run the study without making the program public until the test period is completed. PR representatives at the University indicted there were a lot of questions from the public about the program, so the information was made public. Eric Conrad indicated BYU-I would like to encourage more public participation as the program moves forward. Council Member Sutherland asked questions about the equipment needed for the program. Eric Conrad explained BYU-I would hire students to drive the University’s garbage trucks to pick up the blue bins. Council Member Busby asked about liability for the program. City Attorney Zollinger explained the insurance liability would fall on the owner of the vehicle. Because it’s a trail phase the University is operating independently. At some point BYU-I would act as a contractor for the city. Council Member Merrill asked what would happen if non-accepted items were placed in the recycling bins. Eric Conrad explained that 20% of what is placed in the bins is garbage, and will be sorted out and taken to the dump. It would be considered a city expense. Public Works Director Millar explained the new test program would allow the city to use the current big blue bins at more locations as a single use recepticle to accept all garbage. 3 Committee Liaison Assignments for 2012: A. Council Member Christopher Mann: Golf Board · Emergency Services Board · MYAB Council President Mann reported the MYAB met this afternoon to prepare for Snowfest. The MYAB is volunteering to operate the ice fishing pond at the Snowfest. March Madness is being sponsored by the Rexburg Madison Education Foundation; they will be working on providing volunteers for the event on March 8th, 9th, 10th. They will be doing the concessions for the Upper Valley Idol. Golf Board and Emergency Services Board did not meet. B. Council Member Jordan Busby: Beautification Committee· Airport Board Council Member Busby reported Beautification Committee has not met; he suggested getting new members. The Airport Board has a report from David Taylor. They have four requests to help improve the airport. Asphalt work, align runways, paint stripes, upgrade the pilots lounge, resurface back taxiways and resurface the runway. Eric Anderson, who was serving on the board, took a job out of town; he needs to be replaced by a city resident. David Taylor indicated FAA would not participate in the lengthening of the airport. Council Member Busby asked if improvements at the airport will need to be approved by City Council. (Note: The City of Rexburg and Madison County are the governing boards for the airport) David Taylor asked how to get a replacement for Eric Anderson on the Airport Board. The Airport Board will recommend someone to City Council to be a part of the board. Historically, FAA has funded the airport at about $150,000 per year. Council Member Benfield asked for the average amount of flights that come in a month. A daily average is about 48 takeoffs and landings. City Attorney Zollinger said it was hard to separate local and transient traffic into the Rexburg Airport. Council Member Merrill asked if lengthing the airport would be difficult due to the environmental concerns. Yes. C. Council Member Donna Benfield: Trails of Madison County · IBC · Teton Flood Museum Committee Council Member Benfield reported Trails of Madison County will meet tomorrow night. The Museum Board and the Trails of Madison County have requested that the Mayor write a letter of thanks to the members who served on the boards and release them so the boards can start fresh. D. Council Member Sally Smith: Legacy Flight Museum · Rexburg Arts Council (Romance Theatre & Tabernacle Civic Center) Council Member Smith reported the Legacy Flight Museum Air Show is being planned. It is amazing how many events are being scheduled at the Flight Museum and the Romance Theatre. The Arts Council met and the Orchestra has a performance on the 29th of February. An arts calendar will be created to help the public with coordinating events between the facilities; the planning for the calendar will take place this Saturday at 10 a.m. The Tabernacle Committee did not meet, and The Romance Committee will be meeting this week. E. Council Member Jerry Merrill: Parks & Recreation · Traffic & Safety · Urban Renewal Agency Council Member Merrill reported that there is no report on the Urban Renewal Agency. The Traffic and Safety Committee met last week to talk about the intersection at 1st South and 2nd East. There is more lighting planned at this intersection to solve traffic problems. The Parks and Recreation Department is bringing down the heating costs to maintain Rexburg Rapids in the winter. He asked the Mayor about the invoice for the 1,700 tee-shirts that were ordered for a 2012 event, the invoice was not clear on what event. He assumes it’s for the triathlon. Mayor Woodland said the event pays for the shirts with the entrance fees. Council Member Merrill suggested future invoices be more descriptive with more detail. F. Council Member Bruce Sutherland: Planning & Zoning · School Board · Police · MEPI Council Member Sutherland reported some police are attending a seminar between February 26th and March 3rd for safety training at events. Planning and Zoning met two weeks ago to discuss an item on this 4 agenda– the Loft Apartments. The Madison School Board will meet tomorrow night. Madison Economic Partners met a week ago, but he did not attend. Public Hearing: B. 7:20 P.M. – Vacate street right-of-way on 3rd South between 4th West and 5th West – Staff Presentation by City Clerk Kay: The street was vacated in 1974 but the paper work was not finalized. In 1974 there was a meeting to vacate the area. They moved trailers onto the right-of-way on the west side of the railroad tracks and the canal and it’s currently being utilized as a trailer park. There is a development on the east side of the railroad tracks wanting to develop by Jared Sommers. They want to make sure the street right-of-way is vacated so they can move forward. No private parties are involved with this request; this request is requested by staff to clean up the record.. Mayor Woodland opened the public hearing: Presentation by applicant: NONE Written correspondence: NONE Facts to offer into the record by City Council members: NONE Public Testimony in favor of the proposal (5 minute limit): NONE Public Testimony neutral to the proposal (5 minute limit): NONE Public Testimony opposed to the proposal (5 minute limit): NONE Rebuttal by applicant: NONE Mayor Woodland closed the hearing for deliberations: Council Member Smith asked about the process to vacate. City Attorney Zollinger explained the process. He explained that when a street is vacated, the street will revert back to the adjacent property owners. A deed will be generated to the property owners. Council President Mann reviewed the parcels in question on the overhead screen. City Attorney Zollinger reviewed the parcels involved in the action. These parcels would have the street right-of-way split and deeded to them. Council Member Merrill moved to approve the vacation of street right-of-way on 3rd South between 4th West and 5th West; Council Member Sutherland seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Busby Council Member Benfield Council Member Merrill Council Member Smith Council Member Sutherland The motion carried. Items for Consideration: A. Resolution 2012– 01 – Amendment to the HRA Plan for the City of Rexburg – Staff Finance Officer Horner explained the plan was amended to comply with the amended federal laws for retirement plans and the IRS Code. There is no impact to the city or the employees. It is a house keeping action. Council Member Busby moved to approve Resolution 2012– 01 to Amend the HRA Plan for the City of Rexburg; Council Member Benfield seconded the motion; Discussion: Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None 5 Council Member Busby Council Member Benfield Council Member Merrill Council Member Smith Council Member Sutherland The motion carried. B. Conditional Use Permit “The Lofts Apartments” at 555 South 3rd West requesting lowered number of parking spaces through PEZ Ordinance 1021 – Eagle Rock Engineering (Kurt Roland) Kurt Roland from Eagle Rock Engineering, 310 North 2nd East, explained the proposal. PEZ Two requires 60% parking, and they have 61% parking. They are proposing a four-story building with a lower level parking garage. PEZ Two requires 50% parking for students and 10% for visitors. There will be 482 parking stalls at a 61% parking ratio. Council Member Sutherland said there was no opposition in the public hearing at Planning and Zoning. It had a unanimous approval from Planning and Zoning. Community Development Director Val Christensen reviewed the development and the underground parking structure. This request is for a CUP for reduce parking in the PEZ Two District. It will replace the Teton House (Assisted Living Facility). The parking area will not be visible from the street. The parking structure can have 9’ by 18’ size parking stalls. Studies show 80% of vehicles for students are of the compact size. Council Member Sutherland moved to approve the Conditional Use Permit for the “The Lofts Apartments” at 555 South 3rd West requesting lowered number of parking spaces through PEZ Ordinance 1021; Council Member Merrill seconded the motion; Discussion: Council President Mann asked for a standard for parking structures similar to the look of this development. Council Member Sutherland agreed with the design standards proposal. Council Member Smith reviews the 26 foot snow removal area. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Busby Council Member Benfield Council Member Merrill Council Member Smith Council Member Sutherland The motion carried. C. Resolution 2012– 02 Understanding of certain accounting practices and financial goals for the city of Rexburg. Finance Officer Horner explained governments are subject to a government accounting standards board. This year the city needs to have a policy set and followed within the annual audit report to separate funds. There are several categories, one being a restrictive category. Gas tax and street funds are restricted accounts. Committed funds are the next category, which are funds that are committed to a purpose. Utility, sewer, garbage, recreation funds are all examples of committed funds. The General Funds has several categories in it. The rest of the Funds Balance is an unassigned balance, except for our policy to maintain 25% of the prior year’s budget in the fund balance for emergencies. The depreciable property has been carried over $1,000; the resolution moves this item to $5,000. Anything under $5,000 would not be depreciated. It will increase the current expenses verses depreciation over the life of the asset. It does not limit oversight. Council Member Smith moved to approve Resolution 2012– 02 Understanding of certain accounting practices and financial goals for the city of Rexburg; Council President Mann seconded the motion; Discussion: Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Busby Council Member Benfield Council Member Merrill 6 Council Member Smith Council Member Sutherland The motion carried. D. Ordinance 732: RECORDS TO BE KEPT; CONTENT: All pawnbrokers, secondhand storekeepers and secondhand precious metals dealers shall keep the following written records: 1. An accurate description of all precious metals and personal property purchased, acquired or received. The description shall include the make, model, model number, serial number and other identifying marks, numbers or features of said personal property. 2. The name, residence, driver's license number of social security number of the person from whom any precious metals or personal property is purchased, acquired or received at storekeeper's place of business. 3. The date and place of the purchase, acquisition or reception. 4. Any other records required to be kept under Idaho law. City Clerk Kay explained the reason for the discussion on the ordinance. City Attorney Zollinger explained the history of the ordinance and the reason the ordinance was put in place. Stolen books were used as an example, in the past there have been problems with stolen books. If books were to be stolen, the police could track a thief by looking at the records for the book trade. The ordinance has been used in Rexburg in the last five years. Council Member Busby recommended taking out donated items from the ordinance, and adding a legal lease for cash exchanges. City Attorney Zollinger will write up a proposal to make the suggested changes. Discussion and suggestions continued about setting possible regulations for book thrift stores. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Busby Council Member Benfield Council Member Merrill Council Member Smith Council Member Sutherland The motion carried. Staff Reports: A. Public Works: – Keith Davidson 1. He passed out a street priority list map for review. Council Member Benfield asked to have future street projects on a map for discussion. She asked for a five year plan. Council Member Busby asked for some education on the LID process to let people know what is involved with an LID project. Engineer Keith Davidson explained the process to educate the public when an LID is being proposed. Finance Officer Horner explained the notice process property owners receive when an LID is being planned. Council President Mann reviewed the street priority map and South 5th West with an estimated cost of $560,000. 2. Street lights on Main Street are being installed on 1st East and Center Street. The assembly will be distributed over three weeks. The poles will not be painted, they will be galvanized poles. The turn lanes will be painted when the weather is warmer. 3. South side of the 7th South canal bridge has been completed. Traffic will be moved to south side next week, and demo will start on the north side. 2012 Street Project Considerations Street Estimated Reconstruction Cost In Progress - W 7th South $460,000.00 1. East 2nd South $290,000.00 2. N 2nd East $430,000.00 3. South 3rd East, between Harvard Ave. and South 3rd East $60,000.00 7 3. South 3rd East, between 4th South and 3rd South $110,000.00 4. N 1st East , between 2nd North and Valley River Drive $180,000.00 5. Valley River Drive, between 1st East and 2nd East $80,000.00 B. Finance Department: - Richard Horner Finance Officer Horner reviewed the monthly budget report at 33% of the fiscal budget year completed. The operating budget is for $21,680,000 and the expense budget with non-operating and operating funds is for $46,122,000. Council Member Benfield reviewed the budget for Rexburg Rapids. She asked about the expense for winter maintenance taking up the reserve funds from last year’s revenue surplus of $28,000. Finance Officer Horner said it was an estimated amount to cover the winterization of the pool last summer. The pool has a $99,200 reserve plus the $28,000 plus from the operating revenue from the first season in 2011. There was lost revenue from the blue water slide that was not used during the season. By the end of January $40,000 had been spent. A quick overview of the budget was presented. 8 9 Calendared Bills and Tabled Items: A. “LAND USE ACTION” – BILLS RECOMMENDED/APPROVED IN A LAND USE PUBLIC HEARING PROCEDURE: – NONE B. BILL Introduction: – NONE E. First Reading: Those items which are being introduced for first reading – NONE F. Second Reading: Those items which have been first read – NONE G. Third Reading: Those items which have been second read – NONE 10 Tabled Items: Those items which have been the subject of an affirmative vote to a motion to table: - NONE Mayor’s Report: A. Replace employee position in March – Customer Services Department City Clerk Blair Kay proposed to fill a full-time position which will be vacated in April for the front counter reception area at City Hall. The current employee will be leaving in April. The work schedule runs from 7:30 a. m. to 5:00 p.m. in the afternoon. The front counter at City Hall is the presence of the City to the public. The employees are unable to leave the front counter area because they must maintain that area of City Hall for customer support. There is a coverage problem with two employees at the front counter if someone is sick, goes on vacation, or attends a meeting. Mayor Woodland asked about the scheduling for the 9 ½ hour working day. City Clerk Kay explained the first shift comes at 7:30 a.m. and leaves at 3:30 p.m. and the later shift comes at 9:00 a.m. and leaves after 5:00 p.m. The three full time positions are augmented with student support working less than 20 hours per week on a temporary basis. In order to keep two employees available at the front counter at all times to maintain a presence, student interns are employed at City Hall. In addition to the front counter work load, the staff at the front counter support the Legal Department, Permits for the Building Department, an employee became ill last summer and was unable to return to work; therefore, the position was filled with a temporary employee until April, 2012. This temporary employee is currently working at less than 20 hours per week until April. Council Member Busby asked about the city policy which only allows a temporary employee to work five months full time. City Clerk Kay explained the city policy only allows a temporary employee to work five months full time (20 hours or more) due to the retirement laws requiring the employee to get a retirement benefit if they work 20 hours or more a week in excess of five months. The City Clerk’s Office uses temporary students to support the Clerk’s Office. The three full time positions at the front counter provide walk-in and phone customer support and help other departments at City Hall including the Mayor’s Office and Economic Development support. The front counter does have a sign-in sheet for walk-in traffic seeking an audience with the Economic Development Office. Council President Mann asked if the city was adding any new employee positions. Mayor Woodland said no; this current position is being filled due to a vacancy. Mayor Woodland explained the volume of calls have increased coming into the Economic Development Office. City Clerk Kay indicated the need to do more calendaring at the front counter for the Mayor’s Office and the Economic Development Office. Council Member Smith asked about the fees charged to process the utility payments at the front counter. City Clerk Kay explained Rocky Mountain Power and Intermountain Gas charge $1.00 per transaction for the City of Rexburg to process the customer’s utility billings; Century Link charges $2.00 per transaction for their billings to be processed at the city’s pay station. The city shares a portion of the fees (with a third party vendor contracted by the utility company) from the customers to supplement the city’s General Fund. Council Member Merrill explained his views about the front counter’s work load from a normal citizen’s perspective. He said it appeared sometimes the front counter was not very busy; however, when he reviewed the list of job duties for the front counter employees, he said “wow” they have a lot of duties on their list of responsibilities. City Clerk Kay explained everyone can be observed having some down time in an eight hour day; however, he referred to a project the Customer Services Employees completed as a living document on the web page for the city at “Rexburg.org.” You will find the Municipal Code which is a compilation of all of the city code back to the beginning of the city in 1883. This project started in the Legal Department and after two years it was transferred to the Customer Services Department. BYU-I students were primarily engaged to complete the work. It is a place you can go and search city records for all city code. It is really a great document which was completed with a lot of work from the Customer Services Department. Another project we are working on is retyping old ordinances to be able to search them electronically. The city has over 1075 ordinances on the books. 11 City Attorney Zollinger indicated he gave up the project so the Customer Services Department would have work to do. City Clerk Kay explained he did not have any way to compete with the legal office; but it was a very good project for the city. Council Member Busby moved to authorize the Customer Services Department to fill the vacated full time position (Receptionist) at the front counter at City Hall; Council Member Merrill seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Busby Council Member Benfield Council Member Merrill Council Member Smith Council Member Sutherland The motion carried. Consent Calendar: The consent calendar includes items which require formal City Council action, however they are typically routine or not of great controversy. Individual Council members may ask that any specific item be removed from the consent calendar for discussion in greater detail. Explanatory information is included in the City Council’s agenda packet regarding these items. A. Minutes from February 01, 2012 meeting B. Approve the City of Rexburg Bills Council Member Sutherland moved to approve the Consent Calendar; Council Member Smith seconded the motion; Discussion: Council Member Busby asked about a wastewater bill for contract labor for $53,000 for design work for the construction of Rexburg Rapids. He asked about a $2,500 bill to bore under the railroad tracks. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Busby Council Member Smith Council Member Benfield Council Member Merrill Council Member Sutherland The motion carried. Adjournment at 9:57 P.M. _____________________________ Richard S.Woodland, Mayor Attest: ________________________________ Blair D. Kay, City Clerk