HomeMy WebLinkAbout2012.06.27 CITY COUNCIL MINUTES1
June 27, 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 A.M. City Hall
Roll Call of Council Members:
Attending: Council President Mann, Council Member Benfield, Council Member Sutherland,
Council Member Merrill, Council Member Smith, Council Member Busby and Mayor Woodland.
Budget Review – Matt Nielson
Deputy Finance Officer Nielson explained the $74,000 carryover revenue coming from the excess
reserve revenue. The approved ceiling for reserve revenue is 33%.
For the 2013 Budget (Year Ending 9/30/13)
Statement of Understandings on Budget Management
1) The Council will review the General Fund Contingency Balance at the end of the year to
decide if any could be applied to the Police Impact Fee Fund deficit.
2) Expenditures, including all capital items, will be managed so that short falls in total revenues are offset by cutbacks in expenditures in the General and Street Funds.
3) All construction projects over $25,000 and their related operating and maintenance costs
will be reviewed and approved by the City Council before any funds will be committed to the project.
4) All capital purchases of $10,000 or more shall be delayed until February 1, 2013, unless
special permission is granted by the Mayor. The Mayor will then notify the City Council of any exceptions.
5) All hiring of employees to fill a previously existing position that was vacated must have
approval from the City Council.
6) All new employee positions, if not approved in the normal budget process, must be pre-
approved by the City Council.
7) All volunteer committees will be notified of these policies and procedures.
Deputy Finance Officer Nielson reviewed Budget Appendix.
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
June 27, 2012
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Budget Highlights
Total Budget: $48,804,400 up $2,658,500 from current 2012 budget; the increase is mostly
due to construction projects, namely projects at Riverside Park and a Fiber Initiative Project,
which are both contingent on grants and contributions that have not been applied for or
been committed yet.
Operating Budget is approximately $22.4 million of the total, up from approximately $21.7
million from last year.
The General Fund has a $100,000 Contingency for unforeseen increases in expenditures or
reductions in revenues. $74,000 of the revenues is from carryover that exceeds the 33%
reserve that is forecasted to be in the general fund at the end of fiscal year 2012.
Street maintenance, repair and construction funding is at $2,404,200, down from the prior
fiscal year budget.
Property tax revenues are estimated to increase about $210,000, mostly due to newly
constructed buildings. The City property tax levy rate is at $406 per $100,000 of taxable
value, which is still the lowest for cities in southeast Idaho and other similar size cities.
Two new full-time personnel positions are scheduled to be funded this budget year, one in
the Technology Coordination Services Department and one in the Finance Department.
Increases in utility rates will be about 5.4% for the average homeowner, or about $4.52
per month, which is mostly attributed to the Wastewater. Sanitation needed no increase and
the City is looking to start a new recycling program City Wide.
Major utility construction projects include a new water well and tank for $2,500,000 that
was also budgeted and not completed in the prior year and more additions to the wastewater
treatment plant to eliminate odors and add new capacity for $4,969,000. New capacity will be
funded by fees charged to new development. Plant upgrades will be funded by user fees.
Summary, Year-To-Date as of Dec. 2012
2010 2011 2012 1205 % YTD 2012 2013 2014
Actual Actual Budget Actual 66 Forecast Budget Budget
Revenue
$33,624,167 $37,418,224 $46,145,900 $13,424,967 $44,524,700 $48,804,400
Expense
-$26,396,489 -$30,307,998 -$46,145,900 -$17,467,753 -$36,407,800 -$48,804,400
$7,227,678 $7,110,225 -$4,042,786 $8,116,900
*The entire budget report is available in the Finance Department at City Hall, 35 N. 1st E., Rexburg, ID
Discussion on the major items in the budget.
1. Property Tax Levy Worksheet
2. 3% levy increase annually
3. State sales tax shared revenue will be similar to the past revenue.
4. BYU-I Police contribution from 2009 forward is $480,000 per year. Police costs are increasing.
Police Department Resource Officer Costs
Police Department BYU-I Officer Cost
FY Operating Increase BYU-D BYU-I
FY
Operating
Budget Increase
District
Paid
District
Should Be
2010 $338,306 $101,000
2011 $360,312 106.5% $79,000 $107,570
2012 $379,900 105.4% $79,000 $113,418
2013 $394,700 103.9% $117,836
¼ of Costs
Payroll
Costs
$79,000
Inflated
$84,577 $77,580
$90,078 $81,177
$$94,975 $86,275 $83,294.76
$98,675 $88,600 $86,539.72
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Budget Paid Should Be
2009 $3,305,174 $480,000
2010 $3,325,441 100.6% $480,000 $482,943
2011 $3,755,537 112.9% $480,000 $545,405
2012 $3,972,700 105.8% $480,000 $576,943
2013 $3,997,900 100.6% $580,602
5. Madison School District’s Dare Resource Officer program contribution for four Dare Officers
is $79,000 per year for the Madison Middle School, Madison Junior High and Madison High
Schools.
6. Inter-fund charges pay for services rendered at specific entities.
7. Expense side of the General Fund.
8. COLA is 2.9%
9. budget breakdown (Page 4)
10. New Finance Department position
11. Work Sheet Factors
12. overtime reduced $21,000 for police (Page 10)
13. Engineering down one full time position (Page 17)
14. Parks Department shop expenses is $20,000 (Page 21)
15. 24 transfers: Flight Museum insurance is $7,000; County pays $7,000. (Page 23)
16. Planning and Zoning is $125,000.
17. EIBC is $2,500
18. Romance $25,000
19. Tabernacle $64,000
20. Fire Department $45,000 for fire trucks
21. Animal Control $69,000 pet smart grant carryover
22. Fire and Ambulance
23. Streets 2/3 of Rocky Mountain franchise fee goes to streets. (Page 25)
24. 580,000 for streets is ½ from state
25. Snow removal contracts $50,000
26. Tree removal and replacement on Main Street is $100,000
27. Recreation programs (Page 28)
28. Emergency Services – Fire and Ambulance $668,000 based on levy rate. (Page 47)
29. Impact Fee work meeting proposed by Council Member Benfield.
30. Revolving loan fund
31. Revenue (Page 58)
32. Fund 25 is an enterprise fund (Page 61)
33. Recycle bins (Page 63)
34. Fund 28 for Planning and Zoning (Page 69 )
35. Contingency Expense of $73,000 (Page 71)
36. GIS County split hired work increased. (Page 73)
37. New park budget by High School
38. Romance Theatre Arts Budget
39. Riverside Park baseball quad, roller skater rink, and wave pool. (Page 87)
40. Airport engineering costs
41. Wastewater Plant Construction Fund 52
42. Rate Sheets (Page 8 )
Property Tax Levy Worksheet
FY 2013 Valuation Levy Rate
TAX YEAR 2012 755,321,493 2,990,870 0.00371817
Additional 3% 89,726
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Estimate
New Construction Role 32,000,000 118,981 30,000,000
Annexation 0 0 0
Foregone Amount 0 0
NEW AMOUNTS 2013 787,321,493 3,199,577 0.004063876
Ag Eq Pr Tax 498
Not Levy 3,199,079
Judgment 0
Total 3,199,079
Percent Increase 2.4% 7.0% 9.3%
Tax Year 2012 Levy 2,990,890
Difference 208,209
Financial Management Workload Factors
2005 2011 % Increase
Total Budget $24,652,800 $51,999,400 211%
Operating Budget $13,632,100 $20,497,600 150%
Number of General Ledger Postings
(not including PR & UB (Valeea, Deborah) $39,915 $103,289 259%
Dollar Transactions $76,257,201 $230,995,082 303%
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9:00 A.M. Regular Meeting Schedule
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Mayor Woodland welcomed everyone to the meeting.
Mr. Willis Kortright led the Pledge to the Flag.
Chris Hayman said the prayer.
Public Comment: on issues not scheduled on the agenda (limit 3 minutes) - NONE
Presentations:
A. Rexburg Nature Park – Madison High School Students – Alisha Shumway, Kylee Cooper,
Elizabeth Turcotte, Katie Ricks, and Kaitlin Cooper
Elizabeth Turcotte and Alisha Shumway presented a PowerPoint on the Rexburg Nature
Park.
NATURE PARK
“The Nature Park is a great place for joggers and cyclists to exercise in a beautiful
environment. Located near the fairgrounds on the west side of Rexburg, this 15 acre park
has something for everyone. Away from traffic, the pathways provide beautiful and tranquil
scenes around the park ponds and ties into Eagle Park, located just north of Nature Park
along the Teton River. Wildlife and waterfowl can often be seen in the park.” (Rexburg.org)
Elizabeth Turcotte and Alisha Shumway presented three problems that exist at Nature
Park; unclean water, garbage and poor lighting.
WATER
Elizabeth Turcotte and Alisha Shumway suggested circulating the ponds with fresh water
by installing pipelines to the ponds from the South Fork Teton River. Fresh water would
combat the disgusting water conditions and encourage a healthy water ecosystem. If the
ponds were given fresh water it would slow algae growth, and people would visit the park
more often to swim, wade, and fish.
Elizabeth Turcotte and Alisha Shumway presented the disadvantages of installing pipelines
from the South Fork Teton River – expensive, construction would take a while, and ongoing
maintenance to prevent any clogs.
Nature Park Water Chemistry
GARBAGE
Elizabeth Turcotte and Alisha Shumway also suggested installing
more garbage cans to prevent people from littering. They
recommended jobs be created for garbage pick-up, and installing
antilittering signs that display a fine for violators.
LIGHTING
Elizabeth Turcotte and Alisha Shumway explained there is currently no lights or regular
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path maintenance. They recommended at least five lights be erected, especially in the parking
areas. They also suggested a seasonal maintenance crew to inspect pathways.
HOW TO MAKE IT HAPPEN
Step One: Purchase commercial brightly colored garbage cans with cement bases, and
possibly attached ashtrays.
Step Two: Place garbage cans strategically around Rexburg Nature Park.
Step Three: Erect signs stating those who litter will be prosecuted to the fullest extent of
the law.
Step Four: Hire a contractor and surveyor to stake out the path for the pipe system.
Step Five: Hire a construction crew to assemble the pipe system.
Step Six: Carefully budget for future projects, such as lighting, and continue upkeep of
Rexburg Nature Park.
Mayor Woodland explained the ponds serve a purpose; they are wastewater ponds that store
storm water runoff. He appreciated their presentation and agreed there could be more garbage
cans.
B. Rexburg Skate Park – Madison High School Students: Deferred
C. Proclamation 2012-03 VFW
Council President Mann read the proclamation before the presentation of the proclamation to Lynda
Kortright.
Mayor Woodland presented Lynda Kortright a Mayor’s Proclamation which proclaimed July 31st,
2012, as:
“Serving Rexburg, Idaho from the Heart for Our Veterans”
Day in honor of National President Leanne Lemley and all members of the Ladies Auxiliary VFW
for their outstanding volunteer service to veterans and their families in the City of Rexburg, and our
great country.
LADIES AUXILIARY TO THE VETERANS OF FOREIGN WARS
OF THE UNITED STATES
VOLUNTEER SERVICE TO AMERICA
“Serving from the Heart for Our Veterans”
PROCLAMATION No. 2012 – 03
WHEREAS, the Ladies Auxiliary to the Veterans of Foreign Wars of the United States is
conducting its 99th year of volunteer service to America,
WHEREAS, year after year the organization continues to honor those who have made the
ultimate sacrifice in the name of freedom by maintaining memorials to their service and sharing their
history with our nation’s youth so that what our nation’s veterans have done for America will not be
forgotten,
WHEREAS, Ladies Auxiliary VFW supports the troops currently deployed overseas,
WHEREAS, the 500,000 members represent the families of those who have served or are
currently on foreign soil protecting our freedom,
WHEREAS, the Ladies Auxiliary VFW promotes our American heritage by conducting an
annual patriotic ceremony and providing financial assistance for the preservation and beautification
of this country’s most treasured symbol of freedom, the Statue of Liberty,
WHEREAS, members volunteer nearly 2 million hours in Veterans Affairs Medical Centers
and other hospitals throughout this country,
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WHEREAS, the organization provides awards and scholarships to students based on their
expressions of patriotism through art, speech, and volunteerism,
WHEREAS, the 2012-2013 National President, Leanne Lemley, is rallying Ladies Auxiliary
members behind her theme, “Serving from the Heart for our Veterans”,
AND WHEREAS, Tuesday, July 31st, 2012 will be a time to celebrate her visit to Rexburg,
Idaho.
NOW, THEREFORE, I, RICHARD WOODLAND, MAYOR of the City of Rexburg, Idaho, do
hereby proclaim July 31st, 2012, as:
“Serving Rexburg, Idaho from the Heart for our Veterans”
Day in honor of National President Leanne Lemley and all members of the Ladies Auxiliary VFW
for their outstanding volunteer service to veterans and their families in the City of Rexburg, and our
great country.
___________________________
ATTEST: Richard Woodland, Mayor
_______________________
Blair D. Kay, City Clerk
Council Member Sutherland moved to ratify Proclamation 2012-03 in honor of National
President Leanne Lemley and all members of the Ladies Auxiliary VFW for their outstanding
volunteer service to veterans and their families in the City of Rexburg; Council Member Benfield
seconded the motion; Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Merrill
Council Member Smith
Council Member Sutherland
Council Member Busby
The motion carried
Lynda Kortright invited Mayor Woodland and City Council to a banquet on the 31st of July.
Council Member Benfield asked for more flag pole brackets installed for the 4th of July. Public
Works Director Millar said the new traffic signal poles can not have flag pole hangers because they
block the pedestrian crossings and lights.
Committee Liaison Assignments for 2012:
A. Council Member Christopher Mann: Golf Board · Emergency Services Board · MYAB
Council President Mann reported his boards have not met. The 4th of July parade is coming. He invited
the City Council to ride in the parade on a fire truck.
B. Council Member Jordan Busby: GIS Oversight · Airport Board
Council Member Busby reported GIS and the Airport Board are scheduled to meet July 25th.
C. Council Member Donna Benfield: Trails of Madison County · IBC · Teton Flood Museum Committee · M.E.P.I.
Council Member Benfield reported her committees have not met.
D. Council Member Sally Smith: Legacy Flight Museum · Rexburg Arts Council (Romance Theatre &
Tabernacle Civic Center, Orchestra)
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Council Member Smith reported the Arts Council has not met. The Air Show was a great success
with 6,000 to 7,000 people present. The parking attendants from BYU-I and others helped
tremendously with getting the cars in and out of the parking area. She, along with Mayor Woodland,
enjoyed the speaker, a 92-year-old general, who spoke at the participant dinner the night before.
E. Council Member Jerry Merrill: Beautification Committee · Parks & Recreation · Traffic & Safety ·
Urban Renewal Agency
Council Member Merrill reported the Recreation Department had the Teton Dam Marathon. It
was a successful event, and participants made suggestions on how to improve the event. The Parks
Department needs to get with the Madison School District to clarify who will be in charge of the
maintenance and grass watering at shared facilities.
F. Council Member Bruce Sutherland: Planning & Zoning · School Board · Police
Council Member Sutherland reported on a School Board visit and with Dr. Thomas. The police are doing
and excellent job right now.
Public Hearing: NONE
Items for Consideration:
A. Final Plat – Mesa Falls Apartments Division # 1 - Approximately 900 South 5th West (Formally called the “Dunes Apartments”)
Troy Kartchner introduced the project called the Mesa Falls Apartments. They are providing a 60
foot right-of-way instead of a 50 foot right-of-way. He reviewed the project on the overhead screen.
Council Member Smith moved to approve the Final Plat for Mesa Falls Apartments Division # 1
at approximately 900 South 5th West (Formally called the “Dunes Apartments”); Council Member
Merrill seconded the motion; Discussion: Mayor Woodland asked for a vote:
Those voting aye Those voting nay
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Council President Mann None
Council Member Benfield
Council Member Merrill
Council Member Smith
Council Member Sutherland
Council Member Busby
The motion carried
B. Sidewalk along the north side of Main Street adjacent to the Municipal Golf Course – Staff
Discussion:
Public Works Director Millar explained the proposal to relocate the canal ditch, to the north,
behind the waste water pump station, this fall. This would allow a six to eight foot sidewalk to be
installed along the street. The street revenues are the only funds available at this time. It would be
appropriate to approach the county on picking up some of the cost. He asked if the City Council
would approve moving forward with the project. A fence would be needed to protect pedestrians
from golf balls. They will prepare some costs for future discussions. City Attorney Zollinger asked
Public Works to look at the north and south pedestrian traffic on Pioneer Road.
Council President Mann and Council Member Sutherland asked to be excused.
Staff Reports:
A. Public Works: – John Millar
1. Wastewater Treatment Plant Bids
Public Works Director Millar reviewed the six bids. This project is for the bio-solids thickening
and ultra violet disinfection. Nelson Bros. Construction Company, in Salt Lake, was the lowest
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bidder. Council Member Busby asked about the time frame of the project. They would like to start
as soon as possible, and it will carry on through the winter. Council Member Busby asked if they
were required to go with the lowest bid, the lowest bid must be awarded by law.
Council Member Smith asked about the sustainability of the product. The product is expected to
have a 20 to 30 year life. The electronics would need to be replaced in 20 years. The concrete and
channels would have a 50 year life. They reviewed the product in the factory it was made in, and the
product is made of stainless steel. It will have a one year warranty.
Water Reclamation Facility Phase 2 Upgrade – Bid Tabulation
Apparent Low Bidder
Council Member Busby moved to approve the low bid from Nelson Bros. Construction Company
for the City of Rexburg, Water Reclamation Facility Phase 2 Upgrade; Council Member Merrill
seconded the motion; Discussion: Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council Member Busby None
Council Member Benfield
Council Member Merrill
Council Member Smith
The motion carried.
1. Tabernacle Windows – A contractor is currently installing the windows.
2. Water Well – The well will be tested Tuesday.
3. North 2nd East Street Project – The project, at the north interchange was completed yesterday.
4. North 1st East – A sewer line is being replaced, and the project is moving forward – HK
Contractors
5. 7th South Project – A curb and gutter will be installed in 10 days, and the project is moving on
schedule – Depatco
6. Seal Coating Project – Project is planned to coincide with the BYU-I seven week break in
August.
7. A used street sweeping broom was purchased.
B. Finance Department – Matt Nielsen
1. Golf Course
Deputy Finance Officer Nielsen reported the Golf Board is proposing a fee increase for
next year. They are supposed to pay $65,000 a year to the City for a loan pay back. They owe
$640,000 for the nine holes, which cost over $900,000. They have made great efforts to pay
it down. They haven’t been able to pay as much over the past few years, they can no longer
push the capital needs off. They have delayed some capital purchases to future budgets. The
golf course is profitable and very successful. It’s jointly owned by the city and county.
Council Member Busby asked who runs the golf course. The city has a contract with the
manager who runs the course. City Attorney Zollinger explained the management contract
has been in place for fifteen years, with renewals every five years.
2. LID Warrant Bid approval
Deputy Finance Officer Nielsen reported one bid came back for LID 40. Several letters
of requests were sent out, and advertisements were place for the bid. Other bids didn’t come
back because people felt overwhelmed, funds weren’t available, and the time period was too
short. In the future, bids will be changed to allow for more bidders and competition. He
reviewed the LID40 Warrant Bid for approval.
Bidder Bid Total Delta %
Nelson Bros. Constr. Co. II $2,243,340.00 - -
DL Beck, Inc. $2,565,000.00 $321,660.00 14.34%
Contractors Northwest, Inc. $2,624,000.00 $380,660.00 16.97%
Whitaker Construction Co. $2,849,000.00 $605,660.00 27.00%
Depatco., Inc. $2,897,500.00 $654,160.00 29.16%
Alder Construction Co. $3,063,000.00 $819,660.00 36.54%
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Council Member Benfield moved to approve the LID 40 Warrant Bid; Council Member Busby
seconded the motion; Discussion: Council Member Smith asked how the bid was advertised; it was
placed in the paper and in the utility bills. Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council Member Busby None
Council Member Benfield
Council Member Merrill
Council Member Smith
The motion carried.
Community Development Director Christensen reviewed the ongoing process for joint planning
meetings. He asked for a future date to finalize the process. The 5th of July at 6:00 p.m. was planned
for a joint meeting with Planning and Zoning.
Calendared Bills and Tabled Items:
A. “LAND USE ACTION” – BILLS RECOMMENDED/APPROVED IN A LAND USE
B. PUBLIC HEARING PROCEDURE: NONE
C. BILL Introduction: NONE
D. First Reading: Those items which are being introduced for first reading:
1. Ordinance 1086 Amending Ordinance 937 Arts Fee
Discussion:
City Attorney Zollinger explained the amended language allows for more flexibility in funding the
arts, and expands the opportunity to fund an arts management position. The amended ordinance
does not create a new fund. The only purchases that have been made under this ordinance were the
statues at the roundabout. A piano was also purchased by a citizen. The funds come from new
construction projects by the public works department, 1.25% is set aside to enhance the culture of
the community.
Council Member Merrill moved to first read Ordinance 1086 amending Ordinance 937 for the Arts Fee;
Council Member Busby seconded the motion; Discussion: Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council Member Busby None
Council Member Benfield
Council Member Merrill
Council Member Smith
The motion carried.
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E. Second Reading: Those items which have been first read: NONE
F. Third Reading: Those items which have been second read:
1. Ordinance 1087 Rezoning of property at approximately 900 South 5th West from Rural
Residential 1 (RR1) to Medium Density Residential 2 (MDR2
Council Member Merrill moved to third read Ordinance 1087 for the rezoning of property at
approximately 900 South 5th West from Rural Residential 1 (RR1) to Medium Density Residential 2 (MDR2); Council Member Smith seconded the motion; Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council Member Busby None
Council Member Benfield
Council Member Merrill
Council Member Smith
The motion carried.
Mayor’s Report:
Mayor Woodland reported on the AIC June Conference in Boise. He thought it was very
informative.
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 June 06, 2012 meeting B. Approve the City of Rexburg Bills
C. Fireworks Stand Application: Red Box Fireworks 51 South 1st East
Winco Fireworks, LLC Pinnacle Security
Council Member Busby moved to approve the consent calendar; Council Member Benfield
seconded the motion; Discussion: Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council Member Busby None
Council Member Benfield
Council Member Merrill
Council Member Smith
The motion carried.
Adjournment at 10:30 A.M.
_____________________________
Richard S. Woodland, Mayor Attest:
________________________________
Blair D. Kay, City Clerk