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HomeMy WebLinkAbout2013.11.20 CITY COUNCIL MINUTES 1 November 20, 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. Officer Gary Hagen led the Pledge to the Flag. Newton Aganyemi from Nigeria said the prayer. Roll Call of Council Members: Attending: Council President Mann, Council Member Benfield, Council Member Merrill, Council Member Smith, Council Member Busby, and Mayor Woodland. Council Member Sutherland asked to be excused. Public Comment on non-controversial issues: not scheduled on the agenda (limit 3 minutes) - NONE Presentations: A. Official City Election Results – City Clerk 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 20, 2013 2 Council Member Smith moved to ratify the 2013 City Election results as canvased by the Madison County Commissioners; Council Member Busby seconded the motion; Mayor Woodland asked for a vote: 3 Those voting aye Those voting nay Council President Mann None Council Member Benfield Council Member Smith Council Member Busby Council Member Merrill The motion carried B. Property adjacent to Evergreen City Park – Staff November 06, 2013 The City of Rexburg has acquired the highlighted property noted below containing 1.548 acres. It is adjacent to Evergreen City Park. The city is currently considering options for this parcel. Mayor Woodland indicated the City of Rexburg did purchase the property to be developed in the future. Council Member Benfield said the Envision Madison Tourism Committee may want to have input on the future of this property. C. Airport Board presentation – David Taylor David Taylor asked to change the Airport Bylaws as follows: Bylaws of Rexburg-Madison County Airport Advisory Board Mayor Woodland; City Council: The Airport Board is seeking to change the TERM LIMITS from TWO Consecutive Terms to THREE Consecutive Terms. 4 Blair, The Airport Board has recommended with a unanimous vote to change the Airport By-Laws. Paragraph 3 of the By-Laws currently reads: “Term of Board Members: Appointees shall serve for three years. Appointees to fill the remaining term of Board Members who resign, are discharges, etc. shall be for the remainder of that Board Member’s appointment. No Board Member shall serve more than two (2) consecutive terms.” The Motion made by Randy Sutton, seconded by Ross Baron, was: “We recommend to City Council and the County Commissioners to change the By-Laws to read: No Board Member shall serve more than three (3) consecutive terms.” The vote was 7 votes in favor (unanimous). I attached a copy of the By-Laws for the Council’s review. David Taylor, the Chairman of the Board, has asked that he present this item for consideration to the City Council. If you should have any other questions, please contact me. Thank you, Darrik F. Farmer GIS TECHNICIAN CITY OF REXBURG – MADISON COUNTY 208-372-2318 Mr. Taylor indicated the Airport Board supports the proposal to initiate a study of the possibility of moving the Madison/Rexburg Airport to allow for a longer runway. This airport is one of two airports the FAA is requesting to move to another location. They have moved the proposal up on their priority list. The airport’s snow plow is not adequate; it will need to be replaced. FAA won’t allow grant money to go to a used snow plow. He asked the City Council to change the term limits from two consecutive terms to three terms; each term consists of three years of service. There is a very small pool of people to serve on the board. Council President Mann moved to approve the amendment to the Rexburg-Madison County Bylaws as presented from two terms to three terms; Council Member Busby seconded the motion; Discussion: Mr. Taylor indicated the airport move could take 10 years; so, he indicated the current members of the board would not be around to go through the process. Council Member Smith asked about the long term tie down policy. Mr. Taylor said they would handle the tie downs on a case by case basis. Some planes don’t get moved for a long time. Council Member Busby said the city does not want to put a lot of money into a short term future for the airport. Mr. Taylor said there are some safety issues with the runway that will be address in the short term. It is a huge effort to move an airport. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Benfield Council Member Smith Council Member Busby Council Member Merrill The motion carried Committee Liaison Assignments for 2013: A. Council Member Christopher Mann: Golf Board · Emergency Services Board · MYAB 5 Council President Mann reported Golf Board has not met. Emergency Services Board did not meet. MYAB met this afternoon; they worked on Shop with a Cop. There was a guest speaker, Mrs. Gaylene Richey. She spoke on internet safety. Mrs. Richey told a personal story; about her 17 year old daughter who used a public computer to log into chat rooms. Her daughter was communicating with a 42 year old man and in the end; they were both arrested with others. It is amazing how fast a predator can twist the life of an Idaho child. MYAB is working on Santa Clause at the Carousel on Monday, December 9th from 6:00 P.M. to 8:00 P.M.; free carousel rides will be provided. B. Council Member Busby: GIS Oversight · Airport Board. Council Member Busby reported GIS has not met; however, the County is meeting Monday on the GIS issues. The Airport Board will be meeting with the county to discuss the airport study. 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 meets tomorrow night. Teton Dam Flood Museum Committee met. They are in their winter hours; open from 11:00 A.M. to 8:00 P.M. on Monday and 11:00 A.M. to 5:00 P.M. on Tuesday through Friday. The admission is free for children from now until Christmas. She asked Scott Johnson to review the winners of the Madison Economic Business Partners’ business competition. Jake Butikofer was the first place winner with a hot log; a card business won second place and a yarn business won third place. Economic Director Scott Johnson indicated the Madison High School Division had parents involved too. There were 20 applicants with six participants at the end. Council Member Benfield said the competition was a great example for the whole state. D. Council Member Sally Smith: Legacy Flight Museum · Rexburg Arts Council (Romance Theatre & Tabernacle Civic Center, Orchestra) Council Member Smith reported there is a production at the Romance Theatre. The Airport Board is working on the upcoming Air Show. She said the Centennial Committee conducted a great celebration for the county this year with a great monument at the court house. She thanked Dan Torres and Scott Johnson for their work on the business competition. The front of the Romance Theatre is still under construction. They are waiting on some steel for some of the framing on the remodel. It is moving forward with new windows in the front of the building. The bathrooms will be moved downstairs in the future. Steve Oakey asked to turn the Christmas Tabernacle lights off until they can be maintained. Some of the clips holding the lights on the building have broken. E. Council Member Jerry Merrill: Beautification Committee · Parks & Recreation · Traffic & Safety · Urban Renewal Agency Council Member Merrill reported the Recreation Department is gearing up for winter sports and Winter Fest. Traffic and Safety issues have been reviewed. Decorative Lights on College Avenue have not been delivered yet. City Engineer Keith Davidson said those lights may be installed by mid-December. Council President Mann asked about putting in equal access playground equipment at Porter Park. Council Member Busby said the city should look for equal access equipment when buying playground equipment in the future. Council Member Benfield will take the request to the Recreation Committee. F. Council Member Bruce Sutherland: Planning & Zoning · School Board · Police Council Member Sutherland was excused. Mayor’s Report: A. TRPTA local match for the current 5311 Grant to support the demand response services in Rexburg – Amanda Ely Amanda Ely from Idaho Falls (TRPTA) asked if the City of Rexburg would participate with matching funds for the 5311 Grant funding application process which will begin on November 20, 6 2013. The grant request is to provide on demand service for Medicaid riders. Rexburg is being asked for $7,000 in matching funds for demand services. The Rexburg to Rigby service has been discontinued in the 2014 Budget. Ms. Ely reviewed the local match proposal. TRPTA has five production buses for the demand routes that will need replaced in four years. Medicaid funding services on demand ridership in this area. Council Member Smith asked about the trips in Madison County and how many riders used the system in the Rexburg area. Council Member Merrill asked if it is typical to pick up just one person. Ms. Ely said the requests are a day ahead; so, all requests are serviced the following day. St. Anthony is asking for scheduled runs from St. Anthony to Rexburg. Council Member Busby reviewed the rider ship in Madison County and Fremont County. Many of the riders are mobile (they are able to walk a block) to use the on demand response service. Ms. Ely indicated the grant request for matching funds is from April, 2014 to March, 2015. Council Member Busby moved to approve the request for $7,000 for the 2014 grant cycle (TRPTA local match for the current 5311 Grant) to support the demand response services in Rexburg; Council Member Merrill seconded the motion; Discussion: Council Member Smith said there is a transportation study in the works for this service. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Benfield Council Member Smith Council Member Busby Council Member Merrill The motion carried Public Hearings: – NONE Items for Consideration: A. Employee Handbook and Safety Program – Staff (Employee Committee) 7 Detective Chuck Kunsaitis reviewed the policy changes as proposed: “Once an employee has claimed sick leave for three or more consecutive scheduled work days, the direct supervisor may require a physician’s written statement verifying the condition and specifying the expected ending date, the employee’s ability to return to work, and what restrictions may apply if he feels the situation warrants such action.” The proposed change allows the direct supervisor and the head of the department to be more involved. Council Member Merrill reviewed the current policy of getting a doctor’s note to come back to work. Council Member Busby reviewed the current policy of requiring the doctor’s note. Valeea indicated there are about 120 full time employees with some using their sick leave as soon as they get it; most employees don’t abuse their sick leave. She indicated a supervisor is closer to the employees and they would have better access to the employee’s situation. Council Member Busby did not want to take Valeea out of the loop. Detective Kunsaitis said it should be better to have the supervisor involved in the decision. Family leave was reviewed. Council President Mann asked about the sick leave bank when someone retires. It is cashed in at 35 cents on the dollar for a maximum of 480 hours. He asked for a sick leave report in a year to monitor the change. Mayor Woodland said it would be good for the supervisors to be involved; also, an annual report would be a good idea. Council Member Benfield moved to approve the Employee Handbook changes as presented; Council Member Smith seconded the motion; “Once an employee has claimed sick leave for three or more consecutive scheduled work days, the direct supervisor may require a physician’s written statement verifying the condition and specifying the expected ending date, the employee’s ability to return to work, and what restrictions may apply if he feels the situation warrants such action.” Discussion: Council Member Merrill said it could possible to have sick leave increases. Council Member Benfield asked to have the annual report as part of the motion. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Benfield Council Member Smith Council Member Busby Council Member Merrill The motion carried Building Inspector Quinton Owens reviewed the Safety Program changes: “THE CITY OF REXBURG SAFETY PROGRAM” OBJECTIVES 1. Improve workplace safety in each department. 2. Reduce the number of workplace accidents. 3. Reduce the cost of the City’s workman’s compensation plan. PROCEDURES 1. A City of Rexburg Safety Committee will be organized consisting of one member from each department in the City. The method of selection will be left up to the department. 2. In December of each program year, every department in the City will be allotted $160 per employee as a safety allotment. 3. Each department or group of departments is required to have one safety meeting per quarter. Attendance is mandatory at all safety meetings and any employee not attending a 8 scheduled safety meeting will forfeit 25% of his total safety money. Missed safety meetings may be made up at the discretion of that department’s safety committee member. The attendance role from each meeting will be submitted to the Mayor by the first day of the following quarter, as well as a list of any employees who missed meetings. The total department safety money allotment will be lowered by 25% if the department’s quota of safety meetings is not met or if the Mayor does not receive the attendance role and list from any meeting. 4. In the event of an accident in any department, the Safety Committee will convene within two days and investigate the accident and its causes and propose any necessary procedural changes. The findings of the Committee will be outlined in writing and submitted to the Mayor within 5 days of the accident. The Committee and the Mayor will determine whether the employee who had the accident will lose any or all of his safety money. The department will be required to hold an additional safety meeting within a month of the accident for the purpose of discussing the findings of the Safety Committee, providing training to the employees, or making any warranted changes to departmental procedure. The attendance role and list from this meeting will be submitted to the Mayor by the first day of the following month. If a second accident occurs within the same department during the same year, its total safety money allotment for the year will be lowered by 25%. 5. Each department will submit to the Mayor by November 30th of each year a written report concerning safety within its department. This report could detail the safety issues the department has dealt with during the year and the steps it has taken to correct those issues, or any innovative plan devised and put in place to increase safety awareness among department employees. The Mayor will choose the three best papers and each of those departments will be given an award to be determined by him. The supervisor in each department will be responsible for the dispersal of the safety money to his individual employees in December of each year. 6. Participation in this Safety Program is mandatory for all fulltime employees. 7. Employee safety evaluations will continue to be important but will not be mandatory. Employees will be able to log any unsafe conditions they may encounter on the City website and receive an update on how each were handled. Council President Mann said the safety program does keep the insurance premiums lower. Mayor Woodland said the reporting process for the current safety program is not very effective. Discussion: Each employee will have the same rewards program. High risks jobs and low risks jobs would get the same reward in the program. Almost everyone gets physicals in the program. The focus is to lower the Workman’s Compensation rates by being safer. Council Member Merrill asked to implement an awareness program showing the number of hours worked without an accident. The funding for the program comes from the Workers Compensation Budget. Council President Mann moved to approve the changes to the Safety Program as presented with a program review in one year; Council Member Busby seconded the motion; Discussion: Detective Chuck Kunsaitis asked to have a full year before changing the program. City Attorney Zollinger said the Fire Department is not under a contract; however, it is a policy standard. Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Mann None Council Member Benfield Council Member Smith Council Member Busby Council Member Merrill The motion carried B. Pawn Stores (Mickelson’s Pawn Shop at 135 West 1st North and Duck Creek Pawn at 348 North 2nd East) - Staff 9 Discussion: Compliance Officer Notes: “Requirements for Pawn shop/Secondhand store:” Regarding applications from Mickelson’s Pawn Shop at 135 West 1st North and Duck Creek Pawn at 348 North 2nd East the following apply: 1. Must fill out a Business Registration form. 2. Conduct business in compliance with all applicable federal, state and City laws, ordinances and regulations. 3. Business will be conducted entirely within a completely enclosed building. 4. No outside storage of any kind. 5. Business must be inspected once a year by the building inspector and fire department. 6. Business must obey all building and fire code requirements. Sincerely, Natalie Targhee Pawn was discussed concerning the requirements being applied to the current applicants. The Fire Department reviews these businesses every one or two years. Council President Mann reviewed the pawn shop business having police oversight on every transaction. The police use a database in interstate commerce for reporting all pawn shop transactions. Council Member Merrill asked about the restrictions for keeping the items under cover. City Attorney Zollinger indicated the restrictions are not part of the motion. They are restrictions to keep the businesses clean. Council Member Busby moved to approve the Pawn Stores (Mickelson’s Pawn Shop at 135 West 1st North and Duck Creek Pawn at 348 North 2nd East); 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 Smith Council Member Busby Council Member Merrill The motion carried Council Member Busby said the pawning business is used by people that need short term funds. Staff Reports: A. Public Works: – Keith Davidson Public Works Engineer Keith Davidson reviewed progress at the Wastewater Treatment Plant. 1. Well Seven is getting close to completion on the well house. 2. Street lighting is under construction on 12 West, 7th North, and 2nd East. College Avenue and Carlson Avenue street lights are coming in mid-December. 3. Intermountain Gas is working on 5th West and 4th South. 4. The small John Deere tractor needs a squeegee on the blade. B. Finance Department – Matt Nielson 1. Health and Dental Insurance proposal The chart below compares the choices for health care: 10 Deputy Finance Officer Matt Nielson reviewed the new health and dental insurance proposals. The Employee Committee is recommending Option #2. The costs for insurance would go up about $140,000 over last year to the city and $20,000 higher to the employees. The insurance account has carryover from year to year. This year’s carryover is $10,000 to the positive in the account. The city’s insurance plan is in compliance with the Affordable Care Act. 11 Deputy Finance Officer Matt Nielson indicated dental went up 30%. The family rate would go up $16.00 per month. Council Member Busby moved to approve the Health and Dental Insurance proposal for Option #2 as presented; 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 Smith Council Member Busby Council Member Merrill The motion carried There will be employee training on the insurance plans on December 5th, 2013. 2. Impact and Capacity Fees – Matt Nielson Deputy Finance Officer Matt Nielson indicated the Impact Fee Committee is currently meeting to review the Impact Fees. The city’s general fund is currently subsidizing the Fire Impact Fees at about $40,000 per year on a $75,000 commitment to the Madison County Fire Department. The Police Impact Fee covers the Animal Shelter is in the red by about $141,000. Street Impact Fees do not have any carry over. Instead of running a deficit on the Street Impact Fees, the Street Repair Budget covers the street Impact Fee Budget. They are $1.1 million behind in Street Impact Fees. The Parks Impact Fees have a balance. It is supplemented by selling land and grants. A parks study is planned in the future. Parking lots are being reviewed too. A city park on the south end of the city is needed. A dog park was discussed. Council Member Busby was concerned with a dog park being maintained by city funds in the future even though a group would initially be responsible for maintenance. Hookup fees for water and sewer were discussed. A new well and water tank would exhaust associated Impact Fees. Discussion: New businesses for housing get a credit on impact fees for existing beds when they build new apartments. The tax levy rate is limited to a 3% maximum increase by the state for additional revenue each year. 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 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 November 06, 2013 meetings B. Approve the City of Rexburg Bills Council President Mann asked about the Broad Band Study payments. This is the final payment. Council Member Smith moved to approve the Consent Calendar and pay the bills; Council Member Benfield seconded the motion; Mayor Woodland asked for a vote: 12 Those voting aye Those voting nay Council President Mann None Council Member Benfield Council Member Smith Council Member Busby Council Member Merrill The motion carried Council Member Busby 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. The mere presence of legal counsel at an executive session does not satisfy this requirement; Council Member Merrill seconded the motion; Mayor Woodland asked for a roll call vote: Those voting aye Those voting nay Council President Mann None Council Member Benfield Council Member Smith Council Member Busby Council Member Merrill The motion carried Executive Session: Executive Session Ended. Adjourned at 9:15 P.M. APPROVED: _______________________________ Richard S. Woodland, Mayor Attest: _______________________________ Blair D. Kay, City Clerk