HomeMy WebLinkAboutCouncil Minutes - March 16, 2016.pdf
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March 16, 2016
Mayor Jerry Merrill
Council Members:
President Sally Smith Jordan Busby
Donna Benfield Tisha Flora
Christopher Mann Brad Wolfe City Staff:
Stephen Zollinger – City Attorney
Matt Nielson – Finance Officer
Blair D. Kay – City Clerk
John Millar – Public Works Director
Val Christensen – Community Development Director
Scott Johnson – Economic Development Director
5:30 P.M. City Hall Work Meeting
A. TRPTA POLICIES AND PROCEDURES: (TRPTA is a public transportation system that
services the Idaho Falls, Rexburg, and Driggs areas with demand response door-to-door service)
– Amanda Ely
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
March 16, 2016
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Amanda Ely reviewed the TRPTA POLICIES AND PROCEDURES with City Council.
Discussion:
Ms. Ely explained the current policies and the reduction of services in Rexburg from a trip
request the same day to a trip request a day in advance of the requested service. She
indicated the funding sources have reduced over time causing TRPTA to reduce services
from 10 buses to 5 buses in the Rexburg area. They are still looking for a fixed route system
in Rexburg pending a funding source.
Council Member Wolfe reviewed the rate of $3.00 round trip for a ride on the TRPTA
bus. Medicaid has historically been the funding source for the Medicaid customer rides from
the Idaho Falls area to the Rexburg, Driggs area.
Mayor Merrill reviewed the services offered by TRPTA.
Council Member Flora reviewed services that can be provided for the general public.
Locally, the cost is $1.50; however, going to Driggs would be $12.00. Ms. Ely explained the
process of calling a day ahead for a TRPTA ride.
Discussion on the public using TRPTA for the general public ridership.
Ms. Ely said the match was $57,500 for the TRPTA service which is donated by several
entities in the upper valley including Rexburg’s donation of $7,000.00. They are seeking
more match money to maintain or grow the service. They try to maintain the buses the best
they can with an average bus age of seven years. Every bus has to be ADA accessible.
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Ms. Ely mentioned federal government audits are done every three years and a state audit
every year.
Council Member Busby reviewed the costs on page seven for Rexburg. Council Member
Mann asked what number TRPTA is requesting as a grant from Rexburg.
Ms. Ely provided a ridership report to the City Council for the Rexburg area of 13,953
riders in 2015.
Council Member Busby reviewed the elderly ridership including ambulatory rides.
Seniors over 60 years of age in the Rexburg area ride for free which is paid by ECAP.
Mayor Merrill explained the handicap accessible service takes more time to pick up the
riders. The drivers are covered by PERSI at a wage of $9.50 per hour. They are very loyal
employees.
Council Member Busby reviewed the ridership to Wal-Mart and Broulims. Ms. Ely said
the Wal-Mart bus has not affected the ridership for TRPTA. Their service allows people
without cars to get to the store and contribute to the economy. They are trying to get service
from Rexburg to Idaho Falls. There is a lot of need to have connectivity from Rexburg to
Idaho Falls for people who cannot drive.
Discussion of fixed costs for trip rides. TRPTA does not provide evening services which is
problematic. Ms. Ely wants to have a communication path with donors to expand TRPTA
services including coordinating with other providers.
Council Member Flora reviewed the charter for TRPTA; Ms. Ely said they are in the state
government; however, the funding comes from the federal government. She reviewed the
operational money and its role in the match funding process. Higher fares reduce ridership.
There is no data on BYU-I student ridership because their routes are not fixed.
Mayor Merrill thanked Amanda for her presentation.
6:30 P.M. City Hall – Pledge to the Flag
Scout Troop 306 led the pledge.
Heidi Dees said the prayer.
Roll Call of Council Members:
Attending: Council President Smith, Council Member Benfield via phone conferencing,
Council Member Flora, Council Member Busby, Council Member Mann, Council Member
Wolfe, and Mayor Merrill.
Public Comment: not scheduled on the agenda (limit 3 minutes); issues may be considered for
discussion on a future agenda. Please keep comments on point and respectful.
Steve Oakey from Rexburg offered an opinion about TRPTA; Non-profit is simply a legal
designation. The TRPTA employees are paid, so it is a for profit entity. He reviewed the empty
buses or restaurants, etc. it means the customers are not using the service. He thought home bound
people would have options outside of TRPTA through volunteer services at no cost to the public.
There are businesses in the area that offer bus service in the community without government
funding. He mentioned Ervin Hill’s bus service called “Safe Ride” which would provide bus services
to Rexburg. This isn’t the only non-government bus service; there are several operating in Rexburg.
These businesses are not at this meeting asking for funding. Mr. Oakey indicated paternalism breeds
dependence.
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Jeff Lerwill reviewed the property off Main Street by 1st North and 2nd West for a rezone to HDR2.
He would like to sell the property for residential use. The current zone is light industrial, which
offers several options; however, there is a higher demand if the property is sold for residential use.
Council Member Busby asked for the address of the property, 150 North 2nd West. Mr. Lerwill
indicated the property is surrounded by proposed apartment complexes to the north, east, and west.
City Attorney Zollinger said the issue will have to go before Planning and Zoning before City
Council can discuss the request.
Shauna Sawyer from the Grifols Plasma Center indicated they employ 84 people. She said they
received $90,400 in donations last year. 5.6 million dollars in payroll, donor fees, and operating fees
in 2015 were spent in the Rexburg local economy. She asked for additional parking for their
business. She indicated the university students fill up the public parking in front of Porter’s Craft
Store and there is 3 hour parking in front of their business. She said her employees go out every 2
hours to move their cars so they don’t get a parking ticket. Council President Smith asked how many
of the 84 employees are on the same shift. There are about 50 or more employees working on the
same shift. They are expanding to a second complex in Hemming Village and remodeling their
current location. Council Member Flora asked Mrs. Sawyer if she had a solution. Mrs. Sawyer
recommended some dedicated parking in Porter’s parking lot. Their service saves lives one donation
at a time. They have 400 to 450 plasma donations per day.
Presentation: None
Committee Liaison Assignments for 2016:
A. Council Member Mann: Golf Board · Emergency Services Board · GIS Oversight. Development Workshop Board
Council Member Mann reported the Golf Board and Emergency Services have not met.
He said he drove by the golf course and the parking lot was three quarter full.
Council Member Mann asked for approval to replace the GIS Technician who is
responsible for aiding in the creation, maintenance, quality assurance, and distribution of
GIS data for the City and County.
GENERAL STATEMENT OF DUTIES:
The GIS Technician is responsible for aiding in the creation, maintenance, quality assurance, and distribution of GIS data fo r the
City and County.
SUPERVISION RECEIVED:
The GIS Technician works under the direct supervision of the GIS Coordinator and in collaboration with other department staff.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Two-years of college level education in a field related to GIS and or equivalent education/work experience
Solid background in computer technologies, with knowledge of basic hardware and software, including
Microsoft Office and familiarity with web development standards
Experience with GIS software, specifically a working knowledge of ESRI ArcMap and ArcServer 10.x,
ArcGIS Online, RDBMS, HTML5, Python
Fundamental understanding of cartographic principles and spatial reasoning
Ability to quickly learn new software and processes
Ability to respond effectively to data and map requests, and maintain positive workin g relationships with
employees and the public
Physical ability to perform essential job functions (i.e. field work, computer operation, vehicular operation
with a valid driver’s license, etc.)
Work as an energetic team member and promote a positive work en vironment
Ability to meet deadlines under pressure and manage multiple tasks
PREFERRED KNOWLEDGE, SKILLS AND ABILITIES:
Experience with ArcGIS Pro, Microsoft SQL, CSS3, Java Script, Visual Studio, Latitude Geographic’s
Geocortex Products
Familiarity with the City of Rexburg and/or Madison County procedures, policies, and practices
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Effective oral and written communication skills
Discussion:
This would replace Faron Young who transferred to the Asset Management Position.
Council Member Mann moved to replace the GIS Technician who is responsible for aiding in the
creation, maintenance, quality assurance, and distribution of GIS data for the City and County;
Council Member Busby seconded the motion; Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council President Smith None
Council Member Flora
Council Member Busby
Council Member Mann
Council Member Benfield
Council Member Wolfe
The motion carried
Council President Smith thanked Craig Rindlisbacher for the recent training that was
offered to Rexburg citizens on the GIS System.
B. Council Member Busby: · Airport Board · Traffic & Safety · Trails of Madison County
Council Member Busby reported his committees have not met.
Greg Blacker is leaving the Traffic and Safety Committee to serve on the Planning and
Zoning Commission; so, a new Traffic and Safety Committee member is needed from his
area of the City. Mayor Merrill indicated the Traffic and Safety Committee members divide
the City into quadrants. Mr. Blacker lived and reported on the North/West quadrant.
C. Council Member Benfield: Police · MYAB· Parks & Recreation
Council Member Benfield reported that Daniel Allen from the Rexburg Police
Department graduated from post academy. He was awarded the top sharp shooter award in
his training group. The Church of Jesus Christ of Latter-day Saints recently invited the
Rexburg Police Department to participate in an active shooter and critical incident training
for large crowds. A new traffic police day shift has been added to the Rexburg Police
Department. There are three Office of Highway Safety grants being received a $17,500 to
prevent deaths and serious injury resulting from motor vehicle crashes, $5,000 for safety belt
enforcement, and $1,000 for attentive driving.
Council Member Benfield reported the MYAB met today they are planning to meet with
Traffic & Safety Committee to discuss the need for a crosswalk at the intersection of
University Blvd. and Yellowstone Highway. The meeting is scheduled for April 6th.
Council Member Benfield reported the Recreation Department will begin registrations for
their summer programs on March 30th. The Madison Baseball league registrations will end
on March 20th. The Teton Dam Marathon currently has 116 participants and both the Viking
Mud Run and Duathlon course layouts are being finalized. They are also working with
Upper Valley Soccer Association in the scheduling of fields for this season games. The
Yellowstone Cup Soccer Tournament will take place on June 9th-11th; this is the 3rd year the
City Recreation Department has assisted with the event.
D. Council Member Smith: Legacy Flight Museum · Beautification Committee · M.E.P.I.
Council President Smith reported the Legacy Flight Museum Committee has not met;
however, they have been working on the Airshow scheduled on the 3rd Saturday in June. The
Beautification Committee is in the process of getting organized. Members will be working on
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the upcoming Center Street project. MEPI will not meet until Monday. The Business
Competition will be held May 12th. There will also be a Google Startup Weekend and other
entrepreneurship events. She expressed gratitude for the entrepreneurship events; it’s a great
way for entrepreneurs to showcase their ideas.
E. Council Member Flora: School Board · Rexburg Arts Council/Museum of Rexburg
Council Member Flora reported the School Board meets tomorrow; Rexburg Arts Council
met, both the Romance Theater and the Rexburg Tabernacle hosted events. Tim Ballard
CEO of Operation Underground Railroad presented at the Tabernacle, it was filled with
Rexburg citizens. She mentioned the five year plan to restore the buildings. There were two
restoration options for the Rexburg Tabernacle. She said there is a grant to help subsidize
the cost. Jackie Rawlins is working on cataloging the items stored down stairs in the
museum. The Rexburg Arts Council is setting up committees to work on individual items.
Council Member Flora presented the name of Jennifer Kohler to be ratified as a new
member of the Arts Council.
Council Member Flora moved to ratify Jennifer Kohler as a member of the Rexburg Arts Council;
Council President Smith seconded the motion; Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council President Smith None
Council Member Flora
Council Member Busby
Council Member Mann
Council Member Benfield
Council Member Wolfe
The motion carried
Council Member Busby asked to have Jackie Rawlins congratulated for her work at the
Tabernacle; the community is noticing her efforts.
City Attorney Zollinger mentioned the Upper Valley Idol Youth Finals will be this Friday
at seven o’clock in the evening and the adult finalist will perform on Saturday at seven
o’clock in the evening. Council Member Flora mentioned the Romance Theater Marquee,
how it is used to advertise community events.
Council Member Busby said tickets are available for the Dutton Family Performance along
with other fine arts performances.
Council Member Flora discussed proposed capital improvements to the Tabernacle and
Romance Theatre.
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Discussion:
F. Council Member Wolfe: Planning & Zoning · Urban Renewal Agency · IBC
Council Member Wolfe reported Planning & Zoning met; they discussed modifications to the
Summerfield PUD (Planned Unit Development). Troy Kartchner is the developer; he would like to
see better access to utilities for his development. The Planning and Zoning Task Force is continuing
to meet to review building heights, parking, etc. Urban Renewal is presenting their annual report.
The report is detailed and indicates how the funds are being used.
Mayor Merrill asked the public to review the new web site for Urban Renewal to review Urban
Renewal projects.
Mayor Merrill handed out a booklet for the Idaho State Department it contains the Idaho State
Constitution, Declaration of Independence and the United States Constitution.
Staff Reports:
A. Finance: Matt Nielson
1. Review and finalize the Budget Calendar for Fiscal Year 2017
Finance Officer Nielson reviewed the Budget Calendar and asked for a motion to accept the calendar.
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Discussion:
Mayor Merrill questioned the time of the June 1st City Council Meeting. He asked if an hour and twenty
minutes would be enough time to discuss the City budget. Chief Finance Officer Nielson said he will review
how the budget was balanced, the general fund and transfers, and request for full time positions.
Chief Finance Officer Nielson mentioned there will a public hearing if there is a utility rate increase on
the August 3rd City Council Meeting. It is uncertain at this time until the analyses are complete.
Council Member Busby moved to finalize the Budget Calendar for Fiscal Year 2017 Budget
process as presented and set the date for a public hearing on July 6, 2016 at 7:00 P.M; Council
Member Flora seconded the motion; Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council President Smith None
Council Member Flora
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Council Member Busby
Council Member Mann
Council Member Benfield
Council Member Wolfe
The motion carried
2. Chief Finance Officer Nielson reviewed the Budget Summary Report ending in February.
Chief Finance Officer Neilson reviewed Fund 48 (Airport Construction) the fund is in the negative;
however, they are really close in receiving the FFA Grant. Council Member Busby questioned whether the
funds from the FFA Grant would cover the entire negative amount; it will not due to funds used to cover
other grant applications.
Chief Finance Officer Neilson reviewed Funds 32 (Fire Station Addition), 37 (Fire Paramedic Care Unit)
and 38 (Park Impact Fees). He said Fund 32 will be closing out soon by using funds from Fund 37. He also
indicated all of Fund 38 will be used when the baseball quads are built.
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Council Member Busby asked about the Community Lighting funds; the fund has about $204,141.00 he
questioned how many lights could be purchased with the amount of funds in the account. Engineer Keith
Davidson said the cost per light varies from $6,000.00 to $7,000.00. There is a LED (light emitting diode)
lighting project in the works. Council Member Busby said the Rexburg Police Department had suggested
twenty different locations where light posts are needed.
Mayor Merrill indicated he and Public Works Director Millar met with Rocky Mountain Power
representative Tim Solomon. There is a possibility by switching to LED lighting that negotiations could be
made to reduce the utility rates.
Chief Finance Officer Nielson reviewed the Budget Summary Report ending in February.
3. Monthly Finance Reports:
Chief Finance Officer Nielson reviewed the Budget Summary Report ending in February.
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Mayor Merrill asked about taking money out of the City’s investments to work on street repairs. Chief
Finance Officer Nielson said the funds are dedicated to specific items like water, wastewater, etc. The
dedicated funds can’t be used for these other items; they are restricted to that particular item. There are
some investments without restrictions, for example the revolving loan fund is used to loan money to local
businesses. Other investments include trust funds the City handles all of the accounting for the Madison
Fire District; they generally have about two million dollars in their trust. The biggest place to take funds is
from the General Fund. Council Member Wolfe asked about the possibility of borrowing money from the
restricted funds. The bottom line is a $2,000,000 amount is not accessible for transfer unless it is done as a
loan.
4. Request authorization to replace Deputy Treasurer position:
DEPUTY TREASURER/STAFF ACCOUNTANT
(GRADE 19)
GENERAL STATEMENT OF DUTIES:
Monitor the banking and investment accounts and keep the City funds in balance and properly
accounted for
Assist the Chief Financial Officer, do financial analysis, create Finance statements/reports, assist
with the accounting for particular funds and financial sub-systems
SUPERVISION RECEIVED:
Work under the direct supervision of the Chief Finance Officer
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
Bachelor’s Degree in Accounting
Experience performing general ledger posting Experience with financial/accounting software
Maintain a high level of integrity and consistency
Ability to prepare complete and accurate reports and statements of a complex nature
Basic computer skills
Ability to learn new software and procedures Extensive spreadsheet experience
Intermediate experience with Microsoft Excel & Word 10 key calculator skills
Able to work well with others
PREFERRED KNOWLEDGE, SKILLS AND ABILITIES:
Three years’ experience in a large company performing general ledger posting Government
accounting experience
Knowledge of city business practices
Quick Books experience to post Urban Renewal transactions
Finance Officer Nielson reviewed the wage range for the current employee compared to the proposed
new employee with an accounting degree required. The top of the current Deputy Treasurer Employee
schedule is $55,180. The new schedule with an accounting degree would be $69,820. There would be a six
week training period for the new employee before the current employee retires.
Discussion:
Council Member Busby moved to approve the replacement of the Deputy Treasurer position as
presented; Council Member Wolfe seconded the motion; Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council President Smith None
Council Member Flora
Council Member Busby
Council Member Mann
Council Member Benfield
Council Member Wolfe
The motion carried
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B. Human Resources Department: Valeea Quigg
1. Holiday Pay Policy discussion
HR Director Valeea Quigg reviewed the policy for Holliday time off. Christmas Eve and New
Year’s Eve time off needs to be put into the policy verses using the Mayor’s discretion. The variables
currently in place are confusing when implemented each year. The current policy allows different
applications to different employees. It is confusing to report on the time cards, because of the
different variables between exempt, non- exempt, full-time, and part-time employees. The proposed
changes are indicated in red.
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HR Director Valeea Quigg reviewed the exempt employee treatment of leave.
HR Director Valeea Quigg reviewed the changes to the on-call & compensatory time:
HR Director Valeea Quigg reviewed costs of the proposed changes to the Holiday Pay Policy:
The proposed Holiday Policy change would cost $3,755 annually.
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Council Member Mann moved to approve the Holiday Pay changes as presented; Council
President Smith seconded the motion; Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council President Smith None
Council Member Flora
Council Member Busby
Council Member Mann
Council Member Benfield
Council Member Wolfe
The motion carried
Public Works: Keith Davidson
Engineer Keith Davidson indicated the current are in process:
1. 4th West Canal project to allow a new bridge to a new development off 4th West.
2. Storm water line on 4th South to connect to the storm water line at the round-a-bout.
3. Trails Committee is working on a bike park at Riverside Park.
4. Traffic flow counters on Pinehaven Street. The counters are in place for a 24 hour period and then
pulled off the road, to analysis the information. There were 817 vehicles counted traveling at an
average speed of 24.6 mph, with 85% of the vehicles traveling at 28.6 mph, and one vehicle traveled
at 39 mph. The peak hour was at night with 94 vehicles counted and peak morning was 30 vehicles.
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Council Member Flora reviewed the statistics, out of the 817 vehicles 15% of the vehicles were speeding,
at an average of 120 vehicles speeding per day. City Engineer Davidson said within a week they will have a
week worth of data to analyze, it will include the weekend.
Council Member Busby asked about South 5th West there is a section of the road that is deteriorating. The
people living around there are starting to fill the potholes with dirt.
Council Member Mann asked about the water retention pond in the Henderson Subdivision being used
by dogs and leaving dog waste behind. He is recommending signage be posted indicating it is unlawful to
leave dog waste behind by the dog owner.
Mayor’s Report:
Congressman Simpson met with Mayor Merrill last week to cover local issues. BYU-Idaho and
Madison School District is working with the City on shared issues.
Mayor Merrill reviewed the Active Shooter training for the Police Department. There are current
discussions with property owners on private property issues. He said it is important to work on
building relationships with other local leaders.
Mayor Merrill indicated the Arbor Day listing in 2015 shows Rexburg as a Tree City USA. Rexburg
is listed as the number one smartest city in Idaho.
Information courtesy of Zippia.com: We set upon the percentage of adults (over 25) with at least a
high school degree and the percentage of high school dropouts (aged 16-20) for the 32 largest cities in
Idaho with data. We then crunched the numbers and were left with this set of the brightest cities in the
Gem State: 1. Rexburg 2. Moscow 3. Eagle 4. Kuna 5. Boise City 6. Hayden 7. Pocatello 8.
Meridian 9. Rathdrum 10. Star
Public Hearings: None
Items for Consideration: None
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:
Mayor’s Business:
On April 5th there is a Service Day for the Senior Citizens Center; they would like government
officials’ help by delivering meals on wheels etc.
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On Tuesday, March 22nd celebration of the Montana CDC at 2:30pm at Hemming Village.
Rexburg is partnering with the Montana CDC to use NMTC
NEW MARKET TAX CREDIT
New Market Tax Credits
Because of the preponderance of full-time students residing in Rexburg, much of Rexburg's city proper has been
classified by the U.S. Census Bureau as low income.
The U.S. Treasury's New Markets Tax Credit Program (NMTC Program) was established by Congress to spur
new or increased investments into operating businesses and real estate projects located in low-income communities.
ABOUT NEW MARKETS
The US Treasury's New Markets Tax Credit program (NMTC), began in 2000, can help spur economic
development activity in low-income communities. As in Rexburg, these economically disadvantaged communities often
have good, viable business and economic development opportunities but, at first glance, may have fewer options for
capital. The NMTC addresses this capital gap by providing the incentive of a Federal tax credit to individuals or
corporations that invest in Community Development Entities, CDEs, working in these communities. The NMTC is
another tool available to businesses and individuals interested in investing in Rexburg.
Rexburg is partnering with the Montana CDC to use NMTC to help fund operating business expansions and real
estate redevelopment. With the help of the Montana CDC your business may be able to use the tax credits to fund
projects within Rexburg.
NEW MARKETS CHECKLIST
Criteria for NMTC Projects
1. Project is located in a Low-Income Census Tract
2. Project has high community impact
3. Total project cost exceeds $4.0 million
4. At least 20% of income from the completed project will come from commercial use (nonresidential)
5. The project will not be sold for at least 7 years
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Mayor’s Business (Continued):
Mayor Merrill will be meeting with Senator Crapo at 3:30pm on Tuesday, March 22nd.
He will also be meeting with Mayor Ogden of Sugar City next week.
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 March 02, 2016 meeting
b. Approve the City of Rexburg Bills
Council Member Busby moved to approve the Consent Calendar and pay the bills; Council
President Smith seconded the motion; Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council President Smith None
Council Member Flora
Council Member Busby
Council Member Mann
Council Member Benfield
Council Member Wolfe
The motion carried
Adjourned at 8:01 P.M.
APPROVED:
____________________________
Jerry Merrill, Mayor
Attest:
_______________________________
Blair D. Kay, City Clerk