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HomeMy WebLinkAbout2012.11.07 CITY COUNCIL MINUTES 1 November 07, 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 4:00 P.M. Joint City/County Meeting at the Legacy Flight Museum 425 North Airport Road Madison County Commissioners City/County Meeting Minutes NOVEMBER 7, 2012 4:00 PM LEGACY FLIGHT MUSEUM ATTENDEES Commissioners: Chairman Kimber Ricks, Jon Weber and Todd Smith. County Clerk: Kim Muir Mayor Richard Woodland Council Members: City Staff: Christopher Mann Jordan Busby Matt Nielson – Deputy Finance Officer Donna Benfield Jerry Merrill Richard Horner – Finance Officer Bruce Sutherland Sally Smith John Millar – Public Works Director Blair Kay – City Clerk Council Member Busby was excused. David Taylor called the meeting to order at 4:12 p.m. and welcomed those present. There was a roll call and it was stated that there was a quorum. The City/County GIS ESRI ELA Agreement with Craig Rindlisbacher was taken care of in the earlier Commission meeting. 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 November 07, 2012 2 Airport Projects: 1. Airport fence maintenance was completed. Airport Operating Statement: Deputy Finance Officer Matt Nielson gave a presentation showing the full costs of the airport including capital, engineering, etc. and what has been provided up to this point by the City, County, Airport Board and FAA grant funds with a 7% match including a fixed grant of $150,000 per year. There will be a deficit and we will need to determine who will pay for the deficit. Matt explained that he thinks the best way to proceed is to get all of the expenses reflected on the books. He reviewed the possibility of having the City/County pre-fund the Airport expenses for about $12,000 per year. Engineering costs could be contracted out of the grant funds which would allocate more of the grant funds to engineering verses having the City’s staff due the engineering. David Taylor stated that the City is carrying the bulk of the work. Matt reported that the current deficit is approximately $24,000. Forecast numbers for 2013 are showing that about $52,000 would be needed to pre-fund the Airport for 2013 if we assume full costing. Public Works Director Millar indicated contract engineering and contact fees through the federal grant process could cost up to 25% of the grant funds. David Taylor proposed the Airport Fund be treated like other public entities like the City Parks. The County’s $2,900 contribution from Property Taxes could be included in the County’s share of the pre-funded amount. Commissioner Ricks indicated the County has a check today for $10,000 to help clear some of the deficit. He also stated that to clear the deficit they would have to come up with more. Council member Sutherland commented that there should be some participation from the hangar owners. It was explained that hanger rents were increased last year and Airport Board Members feel that rates are on the high side of average. Council President Mann mentioned the Airport is an asset for the Community. He did not want to put the burden on the hanger owners to contribute additional funding for the deficit; however, he did ask Commissioner Ricks if they would be willing to contribute the remaining amount to resolve the deficit. Commissioners commented that costs incurred by the County have been very conservative, but City costs seem quite high. Council Member Benfield indicated the Airport is part of the Communities Economic Development. Council Members Merrill and Sutherland were agreeable to accept the $10,000 from the County; however, some additional participation from hanger owners would be good. Everyone should participate to clear the deficit in the budget. David Taylor reiterated his proposal to have the City accept the County’s proposal to clear the deficit. Council President Mann moved to accept the County’s contribution of $10,000 to cover the County’s portion of the deficit as payment in full of the current deficit for the Airport with the City covering the difference; Council Member Merrill seconded the motion; Those voting aye Those voting nay Council President Mann Council Member Merrill Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. 3 7:00 P.M. City Hall – Pledge to the Flag Mayor Woodland welcomed everyone to the meeting. Roll Call of Council Members: Attending: Council President Mann, Council Member Sutherland, Council Member Benfield, Council Member Merrill, Council Member Smith and Mayor Woodland. Council Member Busby asked to be excused. Boy Scout Troops 303, 418, and 556 were in attendance. Boy Scout Troop 556 led the Pledge to the Flag. Byron White said the prayer. Public Comment on non-controversial issues: not scheduled on the agenda (limit 3 minutes) Robert Coray at 31 North 4000 West in Rexburg, Idaho referred to mobile trailers and portable stands selling food products in Rexburg. He compared their minimally regulated business to a brick and mortar business that has specific regulations to follow. He was concerned with the unfair competition and lack of regulation of the mobile businesses. Robert Coray’s written submission to the City Council: Deputy Finance Officer Matt Nielson indicated the Airport deficit fund balance would be zeroed out at the end of fiscal year 2012 ending September 30, 2012 (County paid $10,000 and City to pay approximately $14,000); however, this would not address or include the pre-funding of capital for fiscal year 2012 including the cost of a snow plow or capital costs for future years. Allocation of a future amount for the operating costs would be approximately $26,460. Lot rent increases are being reviewed for possible contribution on the deficit and operating costs on both sides will be reviewed. David Taylor: gave a presentation of similar size airports in Nampa and Brigham City and their operations. They are welcoming to the public and businesses that come to their cities. To help Rexburg be more inviting, he proposed to have a dedicated operations employee assigned to the Airport and he proposed to have the Airport Board included in weekly staff meetings. Also, he indicated an Airport Lounge would be a good way to welcome people and businesses to Rexburg. ======================================================== 4 Council Member Merrill suggested these businesses follow the same inspections as permanent businesses. Council President Mann agreed with Mr. Coray’s comments. He wanted to be fair to the brick and mortar businesses. Council Member Smith asked about the costs. Temporary businesses do not pay the same amount of taxes and are not regulated as much as a brick and mortar business. Council Member Benfield said the Chamber of Commerce has had numerous calls on the mobile businesses this year. She suggested having a work meeting on the issue. Council Member Sutherland asked Planning and Zoning to take up the topic and make a recommendation to the City Council. Mr. Coray explained it is unfair competition for permanent businesses. City Attorney Zollinger said Planning and Zoning could look at an area for these types of businesses. Council President Mann suggested reviewing the issue with a work meeting. Presentations: A. Lifesaving Award for Sgt. Gary Hagen from the Police Department – Chief Turman deferred the award due to a bank robbery. Committee Liaison Assignments for 2012: A. Council Member Christopher Mann: Golf Board · Emergency Services Board · MYAB Council President Mann reported his committees have not met except MYAB met today. B. Council Member Jordan Busby: GIS Oversight · Airport Board Council Member Busby was excused. Council President Mann reported on an Airport Board meeting today where the City/County Airport policy was discussed. C. Council Member Donna Benfield: Trails of Madison County · IBC · Teton Flood Museum Committee · M.E.P.I. Council Member Benfield reported Trails of Madison County met to discuss additional trails; also, a bike park. Joseph West will prepare a press release to educate the public. Mr. West will meet with the County Commissioners on the 12th of November at 11:00 A.M. to discuss a bike 5 path along Poleline Road. Madison Economic Partners Inc. met on Monday to discuss broadband in Rexburg. The Rexburg business competition will be held on the 15th of November. Gary Archibald reported on Envision Madison. There is a 12 o’clock ceremony at the Veteran’s Memorial at Smith Park on the 12th of November. D. Council Member Sally Smith: Legacy Flight Museum · Rexburg Arts Council (Romance Theatre & Tabernacle Civic Center, Orchestra) Council Member Smith reported the Arts Council will meet tomorrow. The Legacy Flight Museum met and discussed operations. The Legacy Flight Museum has planned to acquire new things for the museum. They have great plans for the future. The Tabernacle Orchestra is having an event tonight. E. Council Member Jerry Merrill: Beautification Committee · Parks & Recreation · Traffic & Safety · Urban Renewal Agency Council Member Merrill reported fall recreation is currently in progress. The winter recreation guide will come out at the end of this month. The Turkey Trot will take place on December 1st at porter park at 10 a.m. Snow Fest is being planned. The Madison High School Bobcat Football Team is still undefeated. Traffic and Safety will meet when they get some new members. They need new members to replace retiring members. F. Council Member Bruce Sutherland: Planning & Zoning · School Board · Police Council Member Sutherland reported Planning and Zoning’s next meeting is on November 15th, 2012. The Madison School Board has not met. Mayor’s Report: Public Hearings: – NONE Items for Consideration: A. Cloud Seeding request from High Country Resource Conservation and Development Area, Inc. Discussion on a request for cloud seeding funds. Council Member Benfield said it is money well spent. Council Member Benfield moved to approve the Cloud Seeding request for $2,500 for High Country Resource Conservation and Development Area, Inc.; Council Member Merrill seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Merrill Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. B. Sign Ordinance – Continued Signage discussion from August 01, 2012 for “Mixed Use” Zones and Signage for the Highway Corridor - Staff Community Development Director Christensen presented some new proposals on the signage on the Hwy 20 Corridor. The recommendations are to increase sign height 10 to 15 feet from the highest grade of the corridor. The proposed changes would be done to a 1,500 foot radius or box from the center of the intersection. 6 Depiction of the 1,500 foot radius or box from the center of the intersection: Depiction of the Applebee’s sign at different heights heading south: 24 Foot Sign 34 Foot Sign 40 Foot Sign 50 Foot Sign Council Member Benfield referred to the new non-compliant Burger King sign which was recently redone when the building was newly constructed. Community Development Director Christensen explained the grandfathered sign is about 20 feet higher than the proposed new sign heights. Council Member Merrill was in favor of raising the sign heights to allow the signage to be seen. Discussion on the appropriate height of signs on the Hwy 20 Interchanges. Mayor Woodland indicated a number of prospective businesses were requesting higher signs on the Hwy 20 Interchanges. Council Member Benfield moved to approve the Sign Ordinance amendments for 40 foot signs as proposed for the Highway 20 Corridor; Council Member Merrill seconded the motion; Discussion: Council Member Merrill asked if it shouldn’t be higher. Council Member Sutherland indicated a 40 foot sign would be adequate. Discussion on the best height for these signs. Finance Officer Horner said adjoining structures would impact visibility too. He suggested going with a 40 foot sign. Council Member Benfield amended her motion to include signs within the 1,500 radius as shown on the 7 presentation. Council Member Merrill seconded the amended motion; Discussion: Council President Mann was not in favor of changing the sign heights. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council Member Merrill Council President Mann Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. Staff Reports: A. Public Works: – John Millar 1. LID 42 Engineers Report & Resolution to set a Public Hearing Public Works Director Millar on projects. 1. The lighting project on 2nd East and 2nd South is progressing very well. 2. Wastewater plant upgrade will continue to carry on until next year. 3. The insulation of a generator on well one and six off of 5th South will be completed in 30 days. 4. The city purchased a used Idaho Hwy Department single drive axel truck for the Airport to plow the Airport during the winter. Engineer Keith Davidson reported on the property assessments for LID 42. The sidewalk portion of the estimates was low and the curb and gutter estimates were high. The net difference was close to a wash depending on the amount of curb and gutter verses sidewalk on a particular property. The total cost of LID 42 was higher than the bid amount. 8 9 ============================================================= LID 42 Cost Information: 10 Council Member Sutherland moved to approve Resolution 2012-11 to set a public hearing on November 28th at 7:30 P.M. for the LID 42 Engineers Report; Council President Mann seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Merrill Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. B. Finance Department – Richard Horner 1. Employee Insurance Plan Finance Officer Horner indicated Blue Cross estimated a 19% increase for the employee insurance plan. The City did an RFP; however, the two low companies were Blue Cross and Pacific Source. Blue Cross dropped their proposal to 14.3%. The reduction in benefits did not justify the cost; therefore, the Employee Committee proposed to go with Blue Cross with adjusted premium costs. They proposed to match the City’s cost increase. Some funds would come from the City’s Insurance savings account and the rest would come from City and employee premiums. The three insurance options presented: 11 Discussion on changing to the joint cities insurance fund called the Idaho Independent Intergovernmental Authority (IIIA). The IIIA is still a new program. Finance Officer Horner explained it is still too early to jump into the IIIA insurance program. Council President Mann asked about the single employee insurance plan change. The single person rate was “0” on the previous plan; the new proposed single employee rate is $31.59. Council President Mann expressed his concern about dipping into our savings for the renewal. Discussion on the extra medical expenses incurred by employees this year. Council Member Sutherland moved to approve the Employee Insurance Plan Option No. One for 2013; Council Member Merrill seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Merrill Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. 12 2. 2012 Season Annual Report for Rexburg Rapids Deputy Finance Officer Matt Nielson reviewed the report on the overhead screen. Comparison of admissions between the 2011 Season and the 2012 Season: Comparison of the 2011 season revenues to the 2012 season (includes 2012 Revenue Budget): ============================================================= • 54,000 increase in revenue from the 2011 season. • 13,000 increase in Daytime admissions from the 2011 season. ============================================================= Comparison of the 2011season personnel expenses to the 2012 season (includes 2012 Expense Budget): • Personnel Expenses increased because of operating a longer season. ============================================================= 13 Comparison of the operational and total expenses between the 2011 season and 2012 season (includes 2012 Expense Budget): • 6 major increases in expenses (highlighted in blue). ============================================================= Net Profits from the 2011 season and the 2012 season: ============================================================= 2012 weekly revenues and expenses chart: ============================================================= 14 Explanation of the 2012 revenues and expenses chart: ============================================================= Explanation of Operating Loss for 2012 Season: Public Works Director Millar reviewed the two options to cut the winter operating costs. 1. Drain the water and have minimal building heat saving $4,300 per season. 2. Leave some water jets operating to keep the water moving with a variable horse power pump. a. Cutting the electric utilities by $9,000 and $16,200 for gas. b. Thermostats will be run by the outside temperature. Public Works Director Millar recommended option two which is leaving water in the lazy river and in the pool while at the same time circulating the water. The total estimated savings is $25,000. The facilities have already been winterized. The entire building will not be heated only certain rooms. Energy usage will need to be monitored in order to save on power. Deputy Finance Officer Matt Nielson continued to review the report. ============================================================= 2012 Season Concessions report (includes profits from 2011 season): ============================================================= 15 Exclusive and Non-exclusive group rentals report: ============================================================= Proposed Changes for 2013 Season: ============================================================= 2013 Season Non-Peak hours: ============================================================= 16 ============================================================= ============================================================= Council Member Benfield appreciated the completeness of the report. An indoor pool would have a lot more O&M expense. Council Member Merrell moved to approve proposed changes as presented in the Annual Report for Rexburg Rapids; Council Member Benfield seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Merrill Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. Calendared Bills and Tabled Items: A. “LAND USE ACTION” – BILLS RECOMMENDED/APPROVED IN A LAND USE PUBLIC HEARING PROCEDURE: – NONE B. BILL Introduction: – NONE C. First Reading: Those items which are being introduced for first reading: – NONE D. Second Reading: Those items which have been first read: – NONE E. Third Reading: Those items which have been second read: – NONE 17 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 October 17, 2012 meeting B. Approve the City of Rexburg Bills Council Member Sutherland moved to approve the Consent Calendar and pay the bills; Council Member Benfield seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Merrill Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. City Attorney Zollinger asked to go into Executive Session for legal consultations. Council Member Benfield moved to go into Executive Session per Idaho State Statute 67:2345(f) to communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated; Council President Mann seconded the motion; Mayor Woodland asked for a roll call vote: Those voting aye Those voting nay Council President Mann None Council Member Merrill Council Member Sutherland Council Member Benfield Council Member Smith The motion carried. Executive Session Executive Session ended at 9:10 P.M. _____________________________ Richard S. Woodland, Mayor Attest: ________________________________ Blair D. Kay, City Clerk