HomeMy WebLinkAbout2013.11.06 CITY COUNCIL MINUTES
1
November 06, 2013
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
Mayor Woodland welcomed everyone to the meeting.
Boy Scout Troop 53 led the Pledge to the Flag.
Gale Harding said the prayer.
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.
Mayor Woodland reviewed the City Council organization for the Boy Scouts in attendance.
Public Comment on non-controversial issues: not scheduled on the agenda (limit 3 minutes) - NONE
Presentations:
A. Unofficial City Election Results – City Clerk
City Clerk Blair Kay explained Madison County will canvas the votes for the election at their next
County Commissioner’s meeting. He reviewed the “unofficial” elections results.
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 06, 2013
2
Committee Liaison Assignments for 2013:
A. Council Member Christopher Mann: Golf Board · Emergency Services Board · MYAB
Council President Mann reported the Golf Board meeting will be November 17th. Emergency
Services has not met; MYAB is working on shop with a cop and Santa at the Carousel; plus next
year’s projects.
B. Council Member Busby: GIS Oversight · Airport Board.
Council Member Busby reported his committees have not met.
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; however Economic
Partners did meet Monday. Council Member Smith reported on the meeting with two new
businesses. The Business competition is November 14th. The former winners (Syphon Sound &
Cititus Composites) will have displays at the dinner that evening at 7:00 P.M. at Hemming
Village. Envision Madison will have public meetings in January.
D. Council Member Sally Smith: Legacy Flight Museum · Rexburg Arts Council (Romance Theatre &
Tabernacle Civic Center, Orchestra)
Council Member Smith reported her committees will meet next week. Tomorrow is Madison
County History Fair at the Madison Middle School from 6:00 P.M. to 8:00 P.M...
E. Council Member Jerry Merrill: Beautification Committee · Parks & Recreation · Traffic & Safety ·
Urban Renewal Agency
Council Member Merrill thanked the Boy Scouts and college students for attending the City
Council meeting. Parks and Recreation winter activities are starting. Traffic and Safety met about
street lighting last night. They are looking for input on dark spots in Rexburg. Urban Renewal
did not meet.
3
F. Council Member Bruce Sutherland: Planning & Zoning · School Board · Police
Council Member Sutherland reported Planning and Zoning meets tomorrow. The Police
Department has a need to get permission for some budget items. Officer Corey Foster reviewed
the items needing approval. There is an eight month lead time on ammunition. He requested
permission to order the following to allow for the lead time:
1. Ammunition
2. Vehicles (purchased on the state bid with a three month waiting period)
Council Member Sutherland moved to approve ordering the ammunition and police vehicles now
to expedite the ordering process as discussed; Council Member Benfield seconded the motion;
Discussion: Council Member Busby asked about police bikes being ordered too; there was not any
information to present tonight on the police bikes. Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Mayor’s Report:
A. Proclamation 2013-05 International Credit Union Day – Craig Cobia
Mayor Woodland asked Council President Mann to read the proclamation:
INTERNATIONAL CREDIT UNION DAY
PROCLAMATION 2013 - 05
INTERNATIONAL CREDIT UNION DAY PROCLAMATION
WHEREAS, credit unions are not-for-profit financial cooperatives, democratically owned and operated and founded by people
working together toward economic advancement; and
WHEREAS, credit unions embrace a “people-helping-people” philosophy through the pooling of personal resources and
leadership abilities for the good of the cooperative, empowering members to improve their financial futures and uniting to help those
in need; and
WHEREAS, credit unions have demonstrated outstanding leadership throughout the communities in which they have served
since they were founded more than 150 years ago; and
WHEREAS, credit unions have championed the idea that people from all walks of life should have access to affordable
financial services offered by credit unions; and
WHEREAS, credit unions empower people to improve their economic situations in 100 nations around the world at more than
51,000 credit unions that serve the financial needs of 196 million people, including those associated through local, state, regional
and international organizations sharing the same commitment to serving credit union members; and
WHEREAS, credit unions are developing strong alliances that make financial democracy possible in many countries throughout
the world.
NOW, THEREFORE, BE IT RESOLVED, that Thursday, October 17, 2013, be proclaimed as International
Credit Union Day in REXBURG, IDAHO and that all citizens recognize the many contributions credit unions have made to
the communities in this city both tangible and intangible, through the years, and honor and express appreciation for the service
and commitment of credit unions.
4
SIGNED:
Richard S. Woodland, Mayor
ATTEST:
__________________________
Blair D. Kay, City Clerk
DATED: October 16, 2013
=========================================================
Discussion:
Council Member Merrill moved to ratify Proclamation 2013-05 provided for the International
Credit Union Day; 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 Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Mayor Woodland thanked Council Member Bruce Sutherland for his dedicated service to the City
of Rexburg and all of his committee assignments where he spent extra time to make Rexburg a
better place to live.
Council President Mann asked about the Dog Park discussion. Mayor Woodland was not aware of
any Staff action concerning a Dog Park. Council President Mann asked for a City Council
representative to attend the Ready Team for development discussions. Council Member Benfield
asked about having a BYU-I student liaison. Phil Packer from BYU-I will ask the University Council
to bring it up for discussion.
Public Hearings:
7:30 P.M. The City of Rexburg is submitting a proposal to the Idaho Department of Commerce
for an Idaho Community Development Block Grant (ICDBG) in the amount of $350,000. The
proposed project is to remodel the existing fire station to add a second floor. The hearing will
include a discussion of the application, scope of work, budget, schedule, benefits of the project, how
ICDBG funds will benefit low and moderate income persons, and the location of the proposed
project. The application, related documents, and ICDBG Application Handbook will be available
for review. – The Development Company (Rick Miller)
Ted Hendricks from The Development Company presented the proposal on the HUD Grant
proposal that is funded through the State of Idaho. Rexburg meets those objectives to remodel the
fire station on Center Street for $770,000. The Development Company will have the documents
available for public review. The application is due November 22, 2013. A certified administrator will
be needed to oversee the project. A decision will be made in early spring by the Governor for this
project. The city needs the expansion project to support fire protection in Rexburg and Madison
County.
Mayor Woodland opened the public hearing.
Written correspondence: - NONE
Public Testimony in favor of the proposal (5 minute limit): NONE
5
Public Testimony neutral to the proposal (5 minute limit):
Steve Oakey asked about the fees. Mr. Hendricks indicated it is normally about 10% of the contract
for administration; so, of the $350,000, 10% could go to the “Administration Contract”; however,
the fee is negotiable.
Public Testimony opposed to the proposal (5 minute limit): NONE
Rebuttal by applicant: NONE
Mayor Woodland closed the public hearing for deliberations.
Deliberations:
Council Member Sutherland asked about the selection process with the Emergency Services
Board. Council President Mann indicated the Board is in favor of the fire department building
remodel project which will keep the fire station in the downtown area.
Council Member Benfield commented on the Governor’s recent trip to Rexburg and his
awareness of the growth of Rexburg. This will help Rexburg in the grant application process.
Council Member Merrill reviewed the process to select an “Administrator” and an “Architectural
Firm” for the project.
City Attorney Zollinger reviewed the approval process for the Emergency Services Board. The
City of Rexburg is only 1/4 of the approval process. The other three entities needing to approve the
project include Madison County, Madison County Fire District, and the Director of Para-medicine.
Ted Hendricks presented a resolution to submit an application for an Idaho Community
Development Block Grant to assist in the expansion of the Rexburg-Madison County Fire
Department Project.
==========================================================
The City of Rexburg, Madison County, Idaho
RESOLUTION NO: 2013 - 11
Authorizing Resolution "A Resolution to Submit an Application for an Idaho Community
Development Block Grant to Assist in the Expansion of the Rexburg-
Madison County Fire Department Project."
WHEREAS, the Council of the City of Rexburg desires to expand the Rexburg-Madison
County Fire Station to serve the residents of the City of Rexburg and surrounding areas; and
WHEREAS, the Council of the City of Rexburg desires to submit an Idaho Community
Development Block Grant application to the Idaho Department of Commerce;
NOW, THEREFORE, IT IS HEREBY RESOLVED THAT:
The City Council of the City of Rexburg hereby authorizes the submission of the Idaho
Community Development Block Grant application to the Idaho Department of Commerce for
funds to assist in the expansion of the Rexburg-Madison County Fire Department. The Council
also authorizes Mayor Richard Woodland, to sign and execute the application and any associated
documents.
RESOLVED this 6th day of November, 2013.
CITY OF REXBURG
Madison County, Idaho
6
By: _________________________________
Mayor Richard S. Woodland
ATTEST:
____________________________________
City Clerk Blair Kay
==========================================================
Council Member Smith moved to approve RESOLUTION NO: 2013 – 11 authorizing an
application for an Idaho Community Development Block Grant to assist in the expansion of the
Rexburg-Madison County Fire Department Project; 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 Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Items for Consideration:
A. Rexburg Fire Station – Architectural Services Rankings for grant application 2013
– Ted Hendricks
Discussion:
7
B. Rexburg Fire Station – Administrative Services Rankings for grant application 2013
– Rick Miller
Request for Proposals for Administrative Services
The City of Rexburg is seeking assistance in planning, developing, grant writing, and
administering a project for an addition to the fire station. The project will include the
construction of a second story to the existing fire station in the City of Rexburg. It is anticipated
that the city will apply for Block Grant funds in November 2013 with construction beginning
summer of 2014.
The City Council of Rexburg is soliciting proposals for services to assist the city in planning,
developing, obtaining and managing ICDBG funds for the completion of this project. The
agreement will be on a fixed price basis, with payment terms to be negotiated with the selected
offer or. Reimbursement for grant administration activities will be contingent on the city
receiving ICDBG funds.
Grant administration services to be provided include:
a. Preparing all written reports, checklists or legal notices required ensuring compliance with
federal and state environmental requirements.
b. Drafting a management plan and contract for review and approval by the Idaho Department
of Commerce and Labor.
c. Establishing and maintaining project files and preparing all documentation and reports
required for administration of the grant.
d. Assisting the City with the selection of a project architect in conformance with applicable
procurement requirements, including the preparation of a request for proposals if needed.
e. Reviewing all proposed project expenditures to ensure their propriety and proper allocation to
the project budget.
f. Participating in the preconstruction conference and periodic construction progress meetings.
g. Serving as the City’s designated Labor Standards Officer and assuring compliance with all
applicable labor standards requirements.
h. Ensuring compliance with all applicable civil rights requirements, including preparation of an
equal employment opportunity plan and a fair housing resolution.
i. Attending City Council meetings when needed to provide project status reports and represent
the project at any other public meetings deemed necessary.
j. Preparing all required performance reports and closeout documents and assisting the City with
determination of applicable audit requirements.
k. Assisting the City as sponsoring agent in complying with all the requirements of Section 504 of
the Rehabilitation Act of 1973.
The services will not include the disbursement or accounting of funds distributed by the City’s
financial officer, legal advice, fiscal audits or assistance with activities not related to the project.
Responses should include, and will be evaluated according to, the following factors:
1. Capability to Perform Project (i.e. firm’s history, areas of expertise, address of office that will
manage project, length of time in business, firm’s legal structure, firm’s commitment to provide
necessary resources to perform and complete project). (30 pts.)
2. Relevant Project Experience (i.e. description of other projects executed by the firm that
demonstrate relevant experience. List of all public sector clients for whom you have
performed similar work in the past five years, which should include name, address, and phone
number of a person who can be contacted regarding the firm’s performance on the project). (30
pts.)
8
3. Qualifications of Project Team including experience with the funding agencies that may be
involved. (i.e. resumé for the key people assigned to the project including sub consultants. Key
personnel roles and responsibilities on this project. Identify project manager who will be
responsible for the day-to-day management of project tasks and will be primary point of contact).
(30 pts.)
4. Project Approach and Schedule (i.e. the tasks that must be accomplished to complete the
project. How the firm proposes to execute the tasks. Unique aspects of the project and alternative
approaches the owner might wish to consider). (10 pts.)
Selection of a professional consultant will be based on an evaluation of the written responses and
a possible interview. Award will be made to the most qualified offer or whose proposal is deemed
most advantageous to the City. Unsuccessful offerors will be notified as soon as possible.
Questions and responses should be directed to: Mayor Richard Woodland
35 N. 1st E. Rexburg ID 83440
All responses must be postmarked or delivered by Noon- October 24, 2013 to the above address.
Please state “Administrative Services Proposal” on the outside of the response package. Six
proposals with a maximum of seven pages are requested.
This solicitation is being offered in accordance with OMB Circular A-102 and the Idaho statutes
governing procurement of professional services. The City Council of Rexburg reserves the right
to negotiate an agreement based on fair and reasonable compensation for the scope of work and
services proposed, as well as the right to reject any and all responses deemed unqualified,
unsatisfactory or inappropriate.
The Development Company was the only respondent seeking to provide Administrative Services.
Council Member Merrill moved to authorize the Architectural and Administrative review
committee to make the selection subject to polling the City Council after the review committee
reviews the presentations from three Architectural firms next Monday, November 11th; also, before
submitting the grant proposal to the Idaho Department of Commerce for an Idaho Community
Development Block Grant (ICDBG) in the amount of $350,000. The proposed project is to
remodel the existing fire station to add a second floor; Council Member Jordan seconded the
motion; Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Staff Reports:
A. Public Works: – John Millar
1. Approve bid for a new sanitation truck
Sanitation Truck Body
(1) Bidder:
Crane Carrier Corp for cab and chassis: $123,028
Packer Compactor Body
(2) Bidders:
Solid Waste Systems: $97,523
Southwestern Equipment Company: $74,000.
9
Public Works Director Millar requested approval of the sanitation truck bid and the Packer
Compactor Body bid. The trucks are rotated into a reserve position for the use of the used parts.
Discussion:
Council Member Busby moved to approve the low bid for a new sanitation truck and Packer
Compactor Body as discussed; Council Member Merrill seconded the motion; Mayor Woodland
asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
2. Approve SPEEDCONNECT, LLC., Lease - a Michigan corporation leasing
approximately sixteen (16) square feet of building space located within an existing
building on the Property ("Equipment Space"), together with the right to attach up to 8
antennas onto the walkway railing of the Water Tower at 1171 S. 2nd E, Rexburg.
TOWER LEASE
This Lease Agreement (hereinafter this "Lease" or this "Agreement"), is made this ___ day of ________,
2013, between THE CITY OF REXBURG, a municipal corporation, with its principal offices located at
35 N. 1st E., Rexburg, Idaho 83440, hereinafter designated as ("Landlord") and SPEEDCONNECT, LLC.,
a Michigan corporation with its principal office at 455 N. Main Street, Frankenmuth, MI 48734,
hereinafter designated as ("Tenant").
Public Works Director Millar requested approval of the lease agreement with
SPEEDCONNECT, LLC. Lease for $1,500 a month with 10 free services (hot spots for Wi-Fi).
Discussion:
Council Member Sutherland moved to approve the SPEEDCONNECT, LLC. lease at the
Water Tower at 1171 S. 2nd E, Rexburg; Council Member Smith seconded the motion; Mayor
Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Discussion on the Wastewater Treatment Plant project.
Council Member Busby reviewed the new street lights at University and 12th West.
3. FAA Grant for the airport taxiway discussion.
Keith Davidson reviewed the FAA Grant for $426,000 for design work and engineering fees to do
work on the airport apron. There is a proposal to use $200,000 of the grant for a master plan study
to move the airport. The rest of the money would be used to do minimal maintenance at the airport.
10
FAA requires a 6,000 foot runway for this elevation; the Rexburg airport is 4,200 feet long.
Council Member Sutherland moved to approve the FAA Grant for the airport taxiway changes
as discussed; Council Member Smith seconded the motion; Discussion: Council President Mann
asked if the Airport Board was aware of the proposal. Yes. Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Council Member Smith asked about a project for Middletown Apartments. They joined a City
LID for the work on Center Street.
B. Finance Department – Matt Nielson
Deputy Finance Officer Matt Nielson reviewed LID 43. All property owners have been
contacted. They will have the option of financing the work through the LID or pay for the work
after the City finalizes the costs for their portion of the work.
11
Deputy Finance Officer Nielson asked for approval of Resolution 2013-10.
1. Resolution 2013 – 10 to set a public hearing for Wednesday, the 4th day of December,
2013, at the hour of 7:30 pm for the Final Assessment Role for LID 43 and the Engineer’s
report.
RESOLUTION NO. 2013-10
A RESOLUTION OF THE CITY OF REXBURG, IDAHO, FIXING THE TIME AND PLACE
OF HEARING ON THE LOCAL IMPROVEMENT DISTRICT NO. 43 ASSESSMENT ROLL;
PROVIDING FOR PUBLICATION AND MAILING OF NOTICE THEREOF; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, Local Improvement District Number 43 ("L.I.D. No. 43") of the City of Rexburg
(the "City") was created by Ordinance No. 1098 adopted by the City Council (the "Council")
on February 6, 2013; and
WHEREAS, in accordance with Ordinance No. 1098, the improvements within L.I.D. No. 43
have been completed, and the City Engineer, as engineer for L.I.D. No. 43, has submitted a
report showing in detail the total cost and expenses of the improvements, the dollar amount
thereof payable from assessments, and a form of assessment roll showing the amount
chargeable to each lot or parcel of property subject to assessment within L.I.D. No. 43.
…
Discussion:
Council Member Busby moved to approve Resolution 2013 – 10 to set a public hearing for
Wednesday, the 4th day of December, 2013, at the hour of 7:30 pm for the Final Assessment
Role for LID 43 and the Engineer’s report; Council Member Merrill seconded the motion; Mayor
Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
12
2. Rexburg Rapids pool yearend report and discussion
Deputy Finance Officer Matt Nielsen reviewed the annual revenue and expense report.
Daytime revenue went up about $4,000 from last year. There was a savings of about $19,000 in
personnel expenses over last year. The park was open over 80 days. There was a savings of $28,000
in operations over last year. The summary page was reviewed. Council Member Benfield asked for
this information to be added to the Mayor’s Report.
Deputy Finance Officer Matt Nielsen asked to start a capital replacement account to be funded
by surplus revenue funds from Rexburg Rapids if available. This would put away some funds for
capital replacements in the future.
Discussion:
•$1 Customer Appreciation Night-Held 2 times:
13
•1779 Total Admissions in 2 nights
•Sold over 700 $ 1 food items on those nights plus other food items at regular price
•$54,977 net improvement compared to prior season, not including one-time revenues and
expenses.
•Actual net improvements in the books were $77,165.
•Last Year we estimated a net improvement of $53,688 with the changes you approved last year for
the 2013 season.
14
5 of the rentals were the 3 hour option
•1 morning reservation during the season (Do not offer morning exclusives in 2014)
•Party Room rented 21 Hours total for season
Evening Non-Exclusive Group rate for 200 or less people as follows:
–$275 per group with the Small Shelter
–$300 per group with the Large Shelter
How much can we afford to put away for capital replacement costs?
We recommend transferring $50,000 annually from the general fund into the Rexburg Rapids Fund
for future capital replacement and maintenance needs starting in FY 2013
•Transfer would only be made if cash from the general fund is available at year end
•Money would be kept as a separate Fund Balance Carryover and not included with the Fund
Balance for Operations
•This plan would help provide stability to the general fund by not requiring substantial transfers
in future years when capital replacement or maintenance needs arise
•Request to adopt an amendment to the Financial Management Policies:
15
Council Member Busby moved to start a capital replacement account to be funded by
$50,000 surplus revenue funds for 2013 from Rexburg Rapids surplus revenue; this funding will be
reviewed annually based on surplus funds. Council President Mann seconded the motion; Mayor
Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Council Member Merrill and Council Member Benfield commended Matt and Bob for their
cost saving efforts for 2013. They will continue to research additional amenities at Rexburg Rapids.
Deputy Finance Officer Matt Nielsen asked to change the policy not to allow loose change over
$1.00.
Council Member Busby moved to adopt a policy not to accept loose change over $1.00 unless it is
rolled in coin wrappers; 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 Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
3. Workman’s Compensation Insurance Report – Deferred to a future meeting
C. Building Department – Val Christensen
1. Building Permit Report
Community Development Director Christensen reviewed the Building Permit Report.
Discussion:
Council Member Benfield asked to have a report on Impact Fees.
Calendared Bills and Tabled Items:
A. “LAND USE ACTION” – BILLS RECOMMENDED/APPROVED IN A LAND USE
PUBLIC HEARING PROCEDURE: – NONE
16
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
Consent Calendar: The consent calendar includes items which require formal City Council action,
however they are typically routine or not of great controversy. Individual City Council members may
ask if any specific item should 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 02, 2013 meetings
B. Approve the City of Rexburg Bills
Council Member Busby moved to approve the Consent Calendar and pay the bills; Council
Member Merrill seconded the motion; Mayor Woodland asked for a vote:
Those voting aye Those voting nay
Council President Mann None
Council Member Benfield
Council Member Sutherland
Council Member Smith
Council Member Busby
Council Member Merrill
The motion carried
Council Member Benfield invited everyone to come to the Veteran’s Memorial Ceremony next
Monday.
City Attorney Zollinger said the Bigelow property transaction was completed today. The city now
owns the property on Pioneer Road.
Adjourned at 8:47 P.M.
APPROVED:
_______________________________
Richard S. Woodland, Mayor
Attest:
_______________________________
Blair D. Kay, City Clerk