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HomeMy WebLinkAboutCouncil Minutes - July 08, 2015.pdf 1 July 08, 2015 Mayor Richard Woodland Council Members: President Sally Smith Jordan Busby Donna Benfield Jerry Merrill Christopher Mann Brad Wolfe City Staff: Stephen Zollinger – City Attorney Matt Nielson – Finance Officer John Millar – Public Works Director Val Christensen – Community Development Director Scott Johnson – Economic Development Director 7:00 A.M. City Hall – Pledge to the Flag Police Officer Foster led the pledge. Council Member Merrill said the prayer. Roll Call of Council Members: Attending: Council President Smith, Council Member Benfield, Council Member Wolfe, Council Member Merrill, Council Member Mann, Council Member Busby and Mayor Woodland. Public Comment on non-controversial issues: not scheduled on the agenda (limit 3 minutes): Presentations: - NONE Committee Liaison Assignments for 2015: A. Council Member Christopher Mann: Golf Board · Emergency Services Board · MYAB Council Member Mann reported the Golf Board met last night; the purchase of season passes are down. The golf courses are doing well. The MYAB was in the 4th of July Parade. B. Council Member Jordan Busby: GIS Oversight · Airport Board · Traffic & Safety Council Member Busby reported he did not have a report. C. Council Member Donna Benfield: Police · Trails of Madison County · IBC · Teton Flood Museum Committee Council Member Benfield reported she has not met with any committees. D. Council Member Smith: Legacy Flight Museum · Rexburg Arts Council (Romance Theatre & Tabernacle Civic Center, Orchestra) · M.E.P.I. Council President Smith reported MEPI won’t meet until September. She thanked everyone for the help on the Fly-in breakfast. The breakfast was a success because of all the help from volunteers. The Arts Council has not met. Mayor Woodland thanked the Police Department for the work in managing the city’s traffic during community events. 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 July 08, 2015 2 E. Council Member Jerry Merrill: School Board · Parks & Recreation · Urban Renewal Agency Council Member Merrill reported he has not met with the Madison School District; the Urban Renewal Committee has not met; however, the North 2nd East project is moving forward with Sugar City being part of the project. He asked for an update regarding the resurfacing of the Porter Park tennis courts. F. Council Member Brad Wolfe: Planning & Zoning · Beautification Committee Council Member Wolfe reported the 5th West project will be coming up at the next City Council Meeting. Jared Sommer’s project was approved unanimously with conditions by Planning and Zoning. He said they were valid conditions. Discussion on the green space allowed for Jared’s projects. Mayor Woodland asked about the sidewalk along the municipal golf course; Public Works Director Millar reported the project is funded and it is waiting for the bidding process. Council Member Busby thanked everyone who helped on the 4th of July Parade. It was very successful. Council Member Benfield said they talked about extending the parade south on 2nd West; however, Taco Time would be impacted. Mayor Woodland said it was not a good idea to have candy thrown in the middle of the road. Council Member Benfield said candy throwers are not supposed throw the candy from the parade floats. They should hand the candy over to the people designated to walk alongside their float aka “walkers” and have them throw the candy. The walkers should throw the candy closer to the side of the street. This will keep the children from running to the middle of the street to pick up the candy. Council Member Wolfe said the public would come up to the back of his truck and ask for the items he was giving out. City Attorney Zollinger recommended dis-allowing candy being thrown from the back of the parade vehicles. He offered a couple of examples to give candy to the public. The next parade will have additional reminders from the parade committee and the Kiwanis Club to the people participating in the parade to obey the rules for candy throwing. Public Hearings: A. 7:30 A.M. 2016 BUDGET HEARING (First Reading for BILL 1135 for the 2016 Appropriation Budget) Finance Officer Matt Nielson presented the proposal. Mayor Woodland opened the public hearing. Written correspondence: - NONE Public Testimony in favor of the proposal (5 minute limit): NONE Public Testimony neutral to the proposal (5 minute limit): NONE Public Testimony opposed to the proposal (5 minute limit): NONE Mayor Woodland closed the public hearing. Deliberations: The City Council indicated the proposed 2016 Budget had many looks as they reviewed separate budget issues through many meetings. They were agreeable to move forward with the budget process and first reading of the 2016 Appropriation Budget ordinance. Mayor Woodland asked for a motion; Council Member Merrill moved to approve the 2016 Appropriation Budget as presented and first read BILL 1135; Council Member Benfield seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby 3 Council Member Merrill Council Member Wolfe The motion carried Items for Consideration: - NONE Staff Reports: A. Public Works: – Public Works Director Millar reported on three bid items. 1. Approve bid results for the field leveling in preparation for the Soccer fields at Riverside Park. Discussion: Council Member Merrill moved to approve the low bid from Don Harris for field leveling the Riverside Park Soccer Fields behind the old K-Mart; Council Member Benfield seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried 2. Approve bid results for Riverside Park Soccer Fields behind old K-Mart final grading, irrigation system, and seeding. Discussion: Council Member Merrill asked why the 2nd North project is being delayed; Public Works Director Millar said Jerome Bowen Construction is on schedule. The 2nd North project is a complete reconstruction with new main service lines, new water service lines, plus curb and gutter. He said about one third of the services lines have already been replaced. Council Member Benfield asked Public Works Director Millar to inform the City Council of the meeting he attended with the four soccer committees to go over the layout of the soccer fields. They would like slightly smaller fields to allow grid kid football fields. Council Member Busby would prefer to stick with tournament regulations so the tournaments would still be viable in Rexburg. City 4 Attorney Zollinger said a soccer fields have more flexibility, there has to be minimums; however, you can plus or minus 10 yards in each direction. Public Works Director Millar indicated the soccer fields are large they measure about 120x70 yards each, which are bigger than a football field. Council Member Busby asked if combining the cost of the leveling, grading, irrigation system and seeding would be the final cost of the soccer fields. Public Works Director Millar said it would be the final cost to keep the fields green. Council Member Busby asked what would change the cost. Public Works Director Millar said lighting and adding restrooms would add to the cost of the soccer fields. The funds are coming out of park impact fees and from Urban Renewal. Council Member Smith moved to approve the low bid from Jerome Bowen for the Riverside Park Soccer Fields behind K-Mart; Council Member Wolfe seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried 3. Approve bid results for the new City Shop building: Discussion: Council Member Busby asked about the time line to complete the City Shop building. It takes about 8 to 10 weeks to fabricate the building. There are two phase’s for constructing the building; phase one is the concrete work and phase two would be the work to stand the building. Council Member Busby moved to approve the low bid from Steel Vision for the construction of the City Shop; Council Member Merrill seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried Public Works Director Millar indicate he is reviewing the wastewater plans, he said it will take weeks to review. 5 Mayor Woodland asked about the progress of the Fire Department building. It is on schedule and planned to be finished before Elk Season. Public Works Director Millar reported on the water project, they are in the process of negotiating engineering contracts. He has meet with DEQ to discuss the structuring of the project. They are looking at independently going out to bid for all of the piping needed for the water project. There is about 40,000 feet of pipe. They are seeking a direct purchase from the supplier to save 5-8%. The water project encompasses almost every area in town, it is about 9 miles of piping. The project will include installing pipes in new areas, replacing old water lines, enlarging water lines that are under sized and bring additional fire protection to the downtown area. Public Works Director Millar also indicated they hope to have the negotiations completed with the Madison School District to acquire the land for two new water wells. B. Finance Department: CFO Matt Nielson 1. Review May Financial Reports Finance Officer Nielson reviewed the Budget Summary Report for May, 2015. It is an eight month report with the final numbers under budget. The operating revenue is coming in at 51%. The timing on billing can cause some differences between expenses and revenue. They are working on a new investment policy. They are working on a dash board report for easier reporting. Discussion on Rexburg Rapids expenses. The forecasts show revenue is up. Council Member Benfield asked about the Teton Dam Marathon budget. The expenses are still coming in for a 30 day period after the race. Finance Officer Nielson reviewed Expenditure Report by Fund. 6 2. Review Utility Rate increases and set public hearing and advertise. Finance Officer Nielson reviewed the sanitation rate calculation report. It is a comparison of the 2014 budget with the forecast for 2015 and the estimated cost for FY 2016. He said they divide the bills in two sections, the first is volume related changes and the second is billing and pick-up cost or base fee. The larger expenses are the tipping fees and the recycling contract. We budget about $700,000.00 for these two fees. The personnel and labor expenses are large too. There have been changes the last two years with personnel/labor cost increase by about 7%; however there was a decrease in benefits, an increase of 12% in operation costs and about 21% increase in fixed cost. He said the tipping fees drive up the cost for sanitation. Council Member Busby asked about the cost for the recycling contract, it is about $93,000.00. 7 Public Works Director Millar explained the volume is cut down; however, the weight is about the same. Pocatello charges $5.00 for mandatory recycling. Discussion regarding the garbage rate increase for residential and commercial properties. Discussion on the garbage fees and when the recycling program started. It started with two test areas. The recycling volume is estimated to be down from the beginning. The trend for weight in the blue recycling cans seems to be going up. One estimate is a cost of $1.00 per household for recycling. Public Works Director Millar said the City is three to five years out from adding a fourth garbage route. Council Member Merrill asked to have the depreciation added for the new truck now for the new route in three to five years. Council Member Mann asked to raise the rates as the expenses are incurred so the rate covers the expense. Council Member Merrill would like to save up to purchase a new truck in three to five years. Mayor Woodland agreed to plan ahead for the purchase of a fourth garbage truck. Finance Officer Matt Nielson said the rate would go up about 5% for the fourth truck. 8 9 Finance Officer Nielson reviewed the water rate increases report. It is also a comparison of the 2014 budget with the forecast for 2015 and the estimated cost for FY 2016. He said for the water fees they need to determine how much is related to customer cost and how much is related to volume or usage of water. The customer cost is a base fee to have the service at your door. There is a percentage assigned to the volume related share, this percentage is determined by the City’s CFO and Public Works Director. There was a slight increase in the Water Department’s personnel budget due to the shared GIS/City Works position. The increase was about $20,000.00 in personnel; however, when you look at the total operation costs we actually only went up $3,000.00. He said with water the cost is somewhat more difficult to calculate because he has to determine what the depreciation is going to be. There is a12 million dollars of upgrade expense over the next few years. He has to then forecast what the depreciation is going to be. When the upgrade projects are finally built, the depreciation could be about $650,000.00. He only budgeted $550,000.00 for next year because it will take a couple of years to finish the upgrade projects. There are new costs including principal and interest payments in the rate calculation. The base rate for the first 1,000 gallons would cost $15.87, there is no increase. There is however an increase after the first 1,000 gallons of 12%. The DEQ loan payback will be paid back by capital and operational reserves over time. The goal is to level the rates with the reserve accounts. Finance Officer Nielson reviewed the wastewater rate calculation costs. These costs are calculated differently than water and sanitation costs. The wastewater costs are divided by treatment cost, collection and billing or fixed cost. The fixed costs are base costs to have the service at your door. The treatment costs are then divided by operational and capital expenses. One of the reasons these calculations become complex are because Sugar City has purchased capacity at a defined rate for their customers. Finance Officer Nielson said he and Public Works Director had discussed the tipping fees. This year’s tipping fees will be about $120,000.00 and about $60,000.00 for next year; it is for trucking the waste to Jefferson County. The trucking of the waste to Jefferson County will be temporary. Finance Officer Nielson said they choose to take out the tipping fee costs from the rates; there are reserves to cover this cost. There is an increase in personnel costs in the City’s Wastewater Department. This will increase the total budget from $612,000.00 to $716,000.00. The operation costs will also increase. He also reviewed the fixed cost the depreciation costs are projected at 1.1 million. The surcharge is for a few customers who require more treatment processing. The wastewater costs did not increase for Sugar City or Teton. 10 NOTICE OF PUBLIC HEARING PROPOSED FEE INCREASES FOR WATER, SEWER & GARBAGE CITY OF REXBURG, IDAHO A public hearing will be held for the consideration of proposed fee increases to be effective October 1, 2015, for Water, Wastewater, and Garbage. The hearing will be held at 35 North 1 st East, Rexburg, Idaho, at 7:30 p.m., on July 29, 2015. All interested persons are invited to appear and show cause, if any, why such fee increases should or should not be adopted. The fee increases are due to the additional costs of operations, maintenance, and administration of the various utilities. Additional information is available at City Hall during the regular office hours (8 am to 5 pm, weekdays). City Hall is accessible to persons with disabilities. Anyone desiring accommodations for disabilities related to documents or the hearing, please contact City Hall, 359-3020 at least 48 hours prior to the public hearing. This Notice can be provided in a format accessible to persons with disabilities and/or persons with limited English proficiency upon request. Se le puede proveer esta notificación en un formato accesible para las personas discapacidades y/o personas con conocimientos limitados del inglés a pedido. New Monthly Cost: Garbage 90 Gallon Bin Weekly Pickup $20.54 90 Gallon Bin Every 2nd week Pickup $12.41 90 Gallon Bin Every 4th week Pickup $ 6.32 1.5 Yard Bin Weekly Pickup $47.13 2.0 Yard Bin Weekly Pickup $55.68 3.0 Yard Bin Weekly Pickup $72.82 Water Base Fee for .75” Equivalent & SF 1” Meter no change Usage Fee per 1,000 Gallons over 6,000 $0.918 Wastewater Base Fee for .75” Equivalent & SF 1” Meter no change Usage Fee per 1,000 Gallons $ 3.62 Other City Usage Fee per 1,000 Gallon no change Out of City Limits 30% Surcharge for Water or Sewer no change Mayor Woodland asked for a motion; Council Member Wolfe moved to set the public hearing for July 29th at 7:30 P.M. to hear public comments on the proposal to increase utility rates as discussed; Council Member Busby seconded the motion; Mayor Woodland asked for a vote: 11 Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried 3. Review amended Fiscal Year 2015 Budget and set public hearing 12 Finance Officer Nielson reviewed the Revenue and Expense report. 13 NOTICE OF PUBLIC HEARING CITY OF REXBURG, IDAHO Notice is hereby given that the City Council of Rexburg will hold a public hearing for consideration of an amendment to the 2015 fiscal year budget by appropriating additional monies received by the City of Rexburg, said hearing to be held at City Hall, 35 N 1st E, Rexburg, Idaho at 7:15 pm on the 29th day of July, 2015. All interested persons are invited to appear and show cause, if any, why such budget amendment should or should not be adopted. City Hall is accessible to persons with disabilities. Anyone desiring accommodations for disabilities related to the budget documents or to the hearing, please contact City Hall, 359 -3020 at least 48 hours prior to the public hearing. This Notice can be provided in a format accessible to persons with disabilities and/or persons with limited English proficiency upon request. Se le puede proveer esta notificación en un formato accesible para las personas discapacidades y/o personas con conocimientos limitados del inglés a pedido. 14 Mayor Woodland asked for a motion; Council Member Benfield moved to set the public hearing for July 29th at 7:15 P.M. to amend the 2015 Appropriation Budget; Council Member Busby seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried 15 C. Community Development: 1. June Building Report Community Development Director Christensen reviewed the Building Report. Community Development Director Christensen reported Kartchner Homes has been busy this summer at the Summer Field Subdivision; they have brought in a building permit each week for the past three weeks for new homes. The University is planning to remodel the Clark Building. Wal-Mart’s building is progressing; they are pouring footings for their gas station. The Tower Apartments on 5th South is adding another building, the footings are being poured. Homestead is also working on a new building, they haven’t started. The Carlow Senior Apartments are coming along; they have poured the footings and foundation. 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: 1. BILL 1135 for the 2016 Appropriation Budget Discussion: The motion for first reading was included in the motion to approve the 2016 Appropriation Budget. Mayor Woodland asked for a motion; Council Member Merrill moved to approve the 2016 Appropriation Budget as presented and first read BILL 1135; Council Member Benfield seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried 16 D. Second Reading: Those items which have been first read: – NONE E. Third Reading: Those items which have been second read: – NONE Mayor’s Business: A. Proclamation 2015 – 03 Reaffirming the promise of the ADA of 1990. A Proclamation of Recommitment to Full Implementation of the Americans with Disabilities Act On the 25th Anniversary of the Act WHEREAS, some 57 million Americans have disabilities which have caused many of them to suffer the indignities of discrimination; and WHERAS, some 195,000 Idahoans have disabilities which have also caused many of them to suffer indignities of discrimination; and WHEREAS, on July 1, 1988, the Idaho Human Rights Act was amended to prohibit employment discrimination against individuals with disabilities; and on July 26, 1990, President George H.W. Bush signed into law the Americans with Disabilities Act (ADA) to ensure the civil rights of people with disabilities; and WHEREAS, it is the purpose of this Act to provide a clear and comprehensive national mandate for the elimination of discrimination against individuals with disabilities; and WHEREAS, it is also the purpose of this Act to provide clear, strong, consistent, enforceable standards addressing discrimination against individuals with disabilities, and WHEREAS, the ADA has expanded opportunities for Americans with disabilities by reducing barriers and changing perceptions, and promoted full participation in their community, city, county, state, country and life; and WHEREAS, the City of Rexburg is committed to providing the most integrated, least restrictive environments for people with disabilities and their families to live in freedom and enjoy the promise of education, employment, effective communication, participation in their communities and in the culture and sports offered in Rexburg, Idaho; and WHEREAS, it is fitting and appropriate to recognize this date and to heighten public awareness of the 25th anniversary of the Americans with Disabilities Act; NOW, THEREFORE, I, Richard S. Woodland, Mayor of the City of Rexburg, Idaho, do hereby proclaim Friday, July 17, 2015, to be AMERICANS WITH DISABILITIES ACT AWARENESS DAY And do hereby reaffirm that the full promise of the ADA will only be reached if public entities remain committed in their efforts to fully implement the ADA, and that the City of Rexburg, Idaho celebrates and recognizes the progress that has been made to fulfill the promise of the ADA. In the City of Rexburg, Madison County, State of Idaho. IN WITNESS WHEREOF, I have hereunto set my hand at the City of Rexburg, Madison County in City Hall and of the Independence of the United States of America the Two hundred thirty eighth, and of the Statehood of Idaho the one hundred twenty fifth on this 8th day of July in the year of our Lord 2015. ________________________________ Richard S. Woodland, Mayor ATTEST: ______________________ Blair D. Kay, City Clerk Council Member Mann moved to approve Proclamation 2015-03 to Recommit 17 to the Full Implementation of the Americans with Disabilities Act on the 25th Anniversary of the Act; Council Member Smith seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried PROCLAMATION No. 2015 - 04 A Proclamation of the Mayor and approved by the City Council of Rexburg, Idaho, proclaiming July 8th to July 18th , 2015 as the Idaho Tour for the Idaho International Summerfest for the City of Rexburg. WHEREAS, the City of Rexburg has been given the privilege of hosting several performances of the Idaho International Dance & Music Festival where hundreds of performers from around the world descend on Rexburg and nearby Burley; and WHEREAS, the City of Rexburg has been given the privilege of hosting several performances of the Idaho International Dance & Music Festival where dancers and musicians perform in various venues, from the Gala Performances to the Street Parade, Street Festival, youth culture classes and other events.; and WHEREAS, in the past the Idaho International Dance & Music Festival has hosted nearly 300 different teams from 60 different countries; and WHEREAS, the Idaho International Dance & Music Festival has been given a new name, “Idaho International Summerfest” as well as added activities, targeting the youth and young families as well as our traditional audiences; and WHEREAS, it is a great honor to have the participants of this great event share with us the talents and traditions of their communities and countries and show that our cultures are more similar than they are different; and WHEREAS, this is also a wonderful opportunity to help promote the benefits of performing arts and to bring together citizens from all walks of life, to share in the enrichment of our growing multi-cultural communities, it’s diversity, and to enjoy the universal language of music and dance; and WHEREAS, the City of Rexburg extends a warm welcome to the participants of the “Idaho International Summerfest” and express our appreciation to those involved in planning and promoting this event. We wish you all the best of luck for a successful Idaho tour. NOW THEREFORE, I, Richard S. Woodland, Mayor of the City of Rexburg, do hereby proclaim July 8th to July 18th , to be the IDAHO INTERNATIONAL SUMMERFEST in Rexburg and encourage all citizens to attend one of the performances and help welcome the “Idaho International Summerfest” participants to our great city. 18 IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of our City to be affixed this 8th day of July, in the year two thousand and fifteen. APPROVED: ________________________________ ATTEST: Richard S. Woodland MAYOR _______________________________ Blair D. Kay CITY CLERK Council Member Benfield asked for ratification of Proclamation 2015 – 04 for the International Summerfest in Rexburg starting today. Council Member Benfield moved to ratify Proclamation 2015-04 for the International Summerfest starting today; Council Member Busby seconded the motion; Mayor Woodland asked for a vote: Those voting aye Those voting nay Council President Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried Consent Calendar: The consent calendar includes items which require formal City Council Action; however they are typically routine or not of great controversy. Individual Council members may ask that any specific item be removed from the consent calendar for discussion in greater detail. Explanatory information is included in the City Council’s agenda packet regarding these items. A. Minutes from June 17, 2015 meeting B. Approve the City of Rexburg Bills Council Member Mann asked about the dunking booth. Finance Officer Matt Nielson indicated the dunking booth was used at Fat Cats to promote Rexburg Rapids. Council Member Wolfe 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 Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe 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 19 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 Smith None Council Member Benfield Council Member Mann Council Member Busby Council Member Merrill Council Member Wolfe The motion carried Executive Session at 8:55 A.M. Executive Session Ended at 9:03 A.M. Adjourned at 9:05 A.M. APPROVED: ____________________________ Richard S. Woodland, Mayor Attest: _______________________________ Blair D. Kay, City Clerk