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HomeMy WebLinkAboutCouncil Minutes - May 16, 2018 2 Mayor Jerry Merrill Council Members: Christopher Mann Jordan Busby Mikel Walker Tisha Flora Brad Wolfe Sally Smith City Staff: Stephen Zollinger – City Attorney Matt Nielson – Finance Officer Keith Davidson – Public Works Director Val Christensen – Community Development Director Scott Johnson – Economic Development Director Deborah Lovejoy – City Clerk  6:30 P.M. City Hall Mayor Merrill said the prayer Council President Smith led the pledge Roll Call of Council Members: Attending: Council Member Flora, Council Member Mann, Council Member Wolfe, Council Member Walker, Council President Smith and Mayor Merrill. Mayor Merrill said Council Member Busby asked to be excused. 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. Presentations: Introduce New City Employees: Roy Montalvo – Street/Sanitation Department Roy Montalvo introduced himself, he works for the Street/Sanitation Department and started working for the city on Monday the 14th of May. He and his wife moved here from Texas. She is a full-time student at BYU-Idaho and they will live here until she finishes her degree. Their family members are from Texas. They don’t have children; however, they do have a dog named Tex. Gregory Schneider – GIS Technician Greg Schneider said he started working for the GIS Department on Monday the 14th of May as a GIS Technician. He mentioned he grew up in California and his wife is from Chicago. They both attended BYU-Idaho and really enjoy living in Rexburg so they decieded to stay here. They have one child, a one and half year old boy. Northwest Liberty Academy - Elizabeth Allen Hodge Presenting foundational principles of a free society and free enterprise. Seeking possible scholarship opportunities for the youth to participate at their convention in Boise. Dan Roberts said he is presenting tonight at the request of Elizabeth Allen Hodge. Mrs. Hodge is a retired member of the Idaho Legislator. She and her husband weren’t able to be present tonight because they are both ill with the flu. Dan Roberts explained he has been involved with Northwest Liberty Academy for a few years and does speaking engaments at the groups summer symposiums in Boise. Mr. Roberts passed out the following flyer with information about the academy’s summer symposium. A video of the activities from a previous symposium were viewed on the overhead screen.  Dan Roberts said the symposium is an excellent oppurtunity for the local youth to attend. This year Russ Fulcher is going to make an appearance at the symposium. Mr. Roberts mentioned the following quote, “There is a story, often told, that upon exiting the Constitutional Convention Benjamin Franklin was approached by a group of citizens asking what sort of government the delegates had created. His answer was: "A republic, if you can keep it." He said he believes hidden in this statement by Benjamin Franklin is this idea that we need to be educated in order to keep it. Dan Roberts quoted two of Thomas Jefferson’s quotes “If a nation expects to be ignorant and free in a state of civilization, it expects what never was and never will be. “ In matters of style, swim with the current; in matters of principle, stand like a rock.” Mr. Roberts said it’s the inculcation of these priciples that allow people to stand as a rock when things become very emotional. He mentioned this is something that City Council sees all the time when people feel threatened for whatever reason. Mr. Roberts also quoted Abraham Lincoln “ Familiarize yourself with the chains of bondage and you prepare your own limbs to wear them”. He believes the idea implied in the quotes he read is the idea of education. Dan Roberts said he and Steven Oakey are both willing to match half of a schoolarship for one of the Mayor’s Youth Advisory Board members to attend the symposium. The cost is $350.00 per person. If possible, he would like all of the Mayor’s Youth members to attend the symposium. This will be a phenomenal experience for the youth. They will meet with some of the foremost scholars and learn about the principles of liberty that Idaho and our nation have. Mr. Roberts mentioned Connor Boyack an author of children’s books about the Principles of Liberty and Freedom. Dan Roberts indicated he is requesting funds to be able to send members of the Mayor’s Youth to the Northwest Liberty Academy Summer Symposium. Mayor Merrill said city funds can not be used to pay for the Mayor’s Youth members to attend the symposium; however, he will personally donate a scholarship for one of the members to attend. City Council will be in Boise at the same time as the symposium for the Association of Idaho Cities Conference. Council Member Flora mentioned there are three to four members of the Mayor’s Youth attending the AIC Youth Conference during the time of the symposium. Council Member Mann indicated the Mayor’s Youth are invited to go to the Drug Prevention Conference and the AIC Youth Conference. This symposium could be another option for them if the information is received early enough so they can choose which conference to attend. Committee Liaison Assignments for 2018: Council Member Mann: Golf Board · Emergency Services Board · Development Workshop Council Member Mann reported the Golf Board met, he was unable to attend the meeting because he was in Boise for a grant presentation. Emergency Services Board met last week during the budget review. They discussed their short term and long term goals to make sure the Fire and Ambulance Department have sufficent funds to operate properly. Council Member Mann said the Development Workshop canceled their meeting this month. They do a great job with providing opportunities for our developmentally disabled citizens. Mayor Merrill mentioned some good news, the ambulance part of the Emergency Services that was on the verge of bankruptcy is doing better with sufficent funds; thanks to the good management from Chief Child. Council Member Busby: · Airport Board · Traffic & Safety · GIS Oversight Council Member Busby was unable to attend the meeting. Mayor Merrill said Council Member Busby’s committees did not meet. C. Council Member Walker: MYAB· Parks & Recreation · Trails of Madison County Council Member Walker reported the MYAB met two weeks ago for their final meeting of the year; however they did participate in the Rexburg Days Event earlier today. They planted flowers along Main Street. Council Member Walker reported the Parks and Recreation Departments are busy. The Parks Department is working on cleaning up the parks and getting them ready for use. The Recreation Department is busy with the spring recreation programs. Council Member Walker reported they are working on organizing the Trails of Madison County Committee. D. Council President Smith: Legacy Flight Museum · Beautification Committee · M.E.P.I. Council President Smith reported the Legacy Flight Museum met last month and will be meeting again Friday for their budget meeting. They are also planning for the Airshow on June 16th . There will be great talented pilots coming to participate in the airshow. She thanked Deborah Lovejoy for her help with the parking issue for the airshow. Council President Smith reported the Beautification Committee hasn’t held a meeting; however, there was beautification being done today with the planting of the flowers along Main Street. Council President Smith reported M.E.P.I. met. They had a date change with the business competition that was going to be held tomorrow. The date was changed to the month of July. She said Economic Development Director Johnson had mentioned to her that it doesn’t work quite right with the university to bring students in at this time because they just barely started their classes. There was one high school business competition entry and they are the winners of the competition. They will be announcing the schedule of the business competition and will work around the other city events going on in the month of July. E. Council Member Flora: School Board · Rexburg Arts Council/ Museum of Rexburg Council Member Flora reported the School Board met. Dr. Thomas attended the meeting with the plans for the additions to the high school and the plans for the bond that recently passed. They were excited to review the plans. They broke gound today to start the addition at the high school. Council Member Flora reported the Arts Council met. They finalized their 501c3 application. There are serveral up coming events they are working on, including helping with Experience Rexburg. The Arts in Rexburg held the Women’s Choir concert; it was beautiful. They are also working on the Teton Story Telling Festival along with other events. She said the Arts in Rexburg is doing well. F. Council Member Wolfe: Planning & Zoning · Urban Renewal Agency · Police Council Member Wolfe reported Planning and Zoning met to review the Parks Plan and Trails Plan. The Urban Renewal Agency met last week. They are disussing a parking structure in the downtown area. There was also a presentation by a developer that is interested in developing on 1st North and 2nd West. Mayor Merrill mentioned the Rexburg Days Beautification Event had a record turn out this year. They had allotted two hours for planting all of the flowers; however, due to so many volunteers the work was completed in 45 minutes. Everyone did a great job and he thanked Greg McInnes and his crew for having the flowers and everything ready to plant. The event was very successful! Staff Reports: A. Finance – Matt Nielson Review Monthly Financial Reports. Chief Finance Officer Nielson reported on the budget process. The plan is to finish the budget meetings on Friday. He will compile the information which will take about a week, after that he will meet with Mayor Merrill to see if there is a need to do any budget cuts. He said so far he estimates that there will be some budget cuts. A work meeting is scheduled for June 6th to review the budget information and what needs to be done to balance the budget with City Council. A tentative budget will also need to be set at the June 6th meeting to publish a public hearing for July. Chief Finance Officer Nielson reviewed the Expenditures Budget Summary Report. The city is 58% through the year. He said as he went through the operating expenses he didn’t see anything alarming. The Arts Fund expenditures are low because they haven’t used any of the capital. The Golf Course and Rexburg Rapids fund will go up quick as their season begins. The Police Department is at about 60% on their operating expenditures. Public Works is at 51% and every fund combined is at about 58%. Council Member Flora asked if the Total Capital Expenditures include the Romance Theater and Tabernacle. Finance Officer Nielson repied yes, the total includes all expenses for the Romance Theater and Tabernacle. The city’s Total Capital Expenditures is at 15% and the Total Expenditures for all funds is at 29% spent.  Finance Officer Nielson reviewed the Revenues Budget Summary Report. The city has collected about 49% in Total Operating Revenues. The city is laging slightly on the operating revenue collection; however, the capital collection revenues are strong. The Capital Reserve Fees and Impact Fees funds are high, that is part of the reason why the city is ahead of the capital. The city has collected a lot of impact fees from building permits being submitted this year and that is why the fund is at 120%. He reviewed the Capital Summary part of the report. The city has collected about $227,000.00 more than has been spent. On the total bases the city is about 1.5 million dollars ahead.  Finance Officer Nielson reviewed the Cash and Investments Balance Report. The city is investing about 26 million dollars. There was a change with the investments; the city closed out the Zions Bank Direct Option. The funds in that account were moved to a management account through Zions Bank Capital Advisor. The Zions Bank Capital Advisors account was closer to 2.7 million dollars now it’s almost at 3.2 million dollars.  Finance Officer Nielson Reviewed the Treasurer’s Expenditure Report. The Fire Operation Fund is about one million dollars in the negative. The city has collected $427,000.00 from the Fire District and the Ambulance District will be sending another payment soon. These funds should be getting paid down. The Parks Impact Fees have about 1.4 million dollars saved; however, by the time the baseball quad is built there will only be about $60,000.00 left. The Sanitation Fund has a health reserve of about one million dollars. The Sewer funds combined have about 4.3 million dollars, the Street fund has about 3.8 millon dollars and the Water Fund has about 7.9 millions in reserves.  B. Public Works and Engineering: - Keith Davidson Public Works Director Davidson reported the city’s #9 well has been drilled and complete. The next step is to do a 24 hour pump test. The test consists of pumping out 2,200 gallon of water per minute to verify the flows and draw down of the well. They held a pre-construction meeting with the water tank contractor. The contractor is anxious to get started on the new reservoir; however, the city is waiting for the conditions to dry up a little at that location. He said the good news is, it appears that the new well will produce 2,200 gallons per minute. Public Works Director Davidson reported the restrooms at Evergreen Park are on track. The floor has been poured and the framing should begin this week. The construction at Park Street Park has began. They are also working on replacing the Tabernacle windows on the west side. Public Works Director Davidson reported they had two bid openings. One was for a street sweeper. They are still reviewing the bids they received for the different sweepers. The other bid was for the South 5th West project. Depatco was the only bidder for that project because DL Beck’s bid came in late to the bid opening. By state statute anytime a bid comes in late the bid is rejected and cannot be opened. Depatco’s bid came in at $498,666.00. Their bid is higher than the engineers estimate of about $380,000.00. He said there are two options to try and lower the costs. The first option is for the city to rebid the project to see if other contractors show an interest in placing a bid. He said they reached out to HK Contractors and TMC and they said they would be more interested in biding for the project if the project was starting in August. The second is to award the bid to Depacto and try to work with them to cut out areas to lower the costs. Council Member Flora said she believes it’s in the city’s best interest to rebid the project to try to get a bid closer to the engineers estimate. Council Member Mann asked for Public Works Director Davidson’s recommendations on the options presented. Public Works Director Davidson explained with more bids received there is a greater chance for the bid numbers to be lower; however, there is no guarantee. Depacto has time now to get the project started instead of pushing back the project to August. He said timing could be an issue with waiting until August to start the project. The construction companies are busy with a lot of work. Council President Smith expressed concerns with the possibility of only having one contractor bid for the other city scheduled projects because the construction companies are too busy with other projects. She questioned if the city is going to have to forego some of the scheduled projects. Public Works Director Davidson replied, they are starting to see prices increase. In Depatco’s bid they had some mobilization cost associated with their bid that were high. He said it’s also hard to forecast the oil prices. The city will be bidding a CRAB’s project and the process is different than the concrete projects so the city anticipates seeing more bids for those types of projects. Council Member Wolfe asked Public Works Director Davidson what areas he’s going to suggest to Depatco to cut out. Public Works Director Davidson said they will meet with Depatco to review the items that are at a higher cost than the engineer’s estimate and see if Depatco is willing to lower their cost for those items. Council Member Wolfe said he prefers the option of working with the contractor to negotiate a lower cost. Council Member Flora asked if it is a possiblity to negotiate on the cost of the bid or if the city has to go with the bid amount. Public Works Director Davidson indicated when working on a project there are change orders and deductions that can lower the costs. Council Member Mann questioned if any promises where made to the residents as far as the start time and end time of the project. Public Works Director Davidson replied, the residents prefered the constuction be completed before the Eden Apartments are complete because that will create more pedestrian traffic. Council Member Flora asked if they were to rebid the project, how many weeks would the project be pushed back. Public Works Director said it would take 15 days to rebid and the start date would be moved to August 1st instead of having Depatco start the project right away. Mayor Merrill indicated the city should work with Depatco on lowering the cost; however, if the cost can’t be lowered the project should be rebid. Public Works Director Davidson requested City Council be polled if the project is rebid to save on time. Mayor’s Report: Mayor Merrill reminded City Council about the joint Planning and Zoning meeting tomorrow night. Public Hearings: – NONE Items for Consideration: Resolution 2018–07 (18-00177) Comprehensive Plan Amendment – Adoption of a Rexburg Parks Plan and a Rexburg Trails Plan. Jay Bolwinkle thanked City Council for the opportunity to present on the Parks Plan and Trails Plan. He also thanked the city staff members he has been working with on the plans. They have been helpful and easy to work with. Jay Bolwinkle explained Rexburg has the potential to become a “trails city” like unto Boise. Boise is knowen for their trails, people visit there just to walk on their trails. He suggested the Parks Plan and Trails Plan be reviewed frequently and if there is enough funding, use the information in the plan to decide where the next trail should be added. He said another way to fund trails is through development. The plan is a living document that needs to be reviewed and changed as needed. The idea is to dedicate the trails and parks now so as development occurs the city has those trails and parks in the future. Jay Bolwinkle said there is an action plan in the document that needs to be reviewed and followed at least once a year. The city should try to complete as many of the items in the action plan as possible. The master plan is for a time period of 10 years. He said hopefully the city can complete all of the items outlined in the plan before the 10 years is reached. Economic Development Director Johnson indicated out of all of the changes requested from Planning and Zoning there was only one substantive change, they prefered language about private property rights be added to the plan. There already is a chapter in the Comperhensive Plan regarding private property rights; that chapter is mentioned in the plan. Mayor Merrill read Resolution 2018-07 to adopt a Rexburg Parks Plan and Trials Plan. Council Member Wolfe moved to approve Resolution 2018-07 a Comprehensive Plan Amendment to adopt a Rexburg Parks Plan and Trails Plan and replace chapter 10 of the Comprehensive plan with the thematic chapter; Council Member Flora seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Appoint Members for the Parks Committee and Trails Committee Mayor Merrill asked Council Member Walker to read the names of the members for the Parks Committee and Trails Committee who have been asked and are willing to serve. Council Member Walker read the names of the proposed members for the Parks Committee as follows: Melanie Davenport, Shawn Fisher, Rachel Hales, Nate Allen and Karie Cichos. Council Member Walker read the names of the proposed members of the Trails Committee as follows: Bruce Baxtor, Joe Hill and Randy Huskinson. Council Member Walker moved to ratify the appointment of the members to Parks Committee and Trails Committee as discussed; Council President Smith seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Ordinance No. 1186 (18-00141) to Rezone from Community Business Center (CBC) to Medium Density Residential 1 (MDR1) at approximately 300 East 7th North in the City of Rexburg, Madison County, Idaho. City Planner Rindlisbacher reviewed the rezone at approximately 300 East 7th North. A map of the location was viewed on the overhead screen. The property is a total of three parcels. The rezone was recommended by city staff and Planning and Zoning. Council Member Wolfe moved to approve the Rezone at approximately 300 East 7th North to Medium Density Residential 1 (MDR1); Council Member Walker seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Resolution 2018-08 to Extend Ordinance No 1025 – Resolution to extend the Safety Lighting Fee. Finance Officer Nielson reviewed the background of the Safety Lighting Fee and the causes for needing to extend the fee.       Finance Officer Nielson explained recommendations from city staff are to adopt Resolution 2018-07 to extend the community Safety Lighting Program to September 30, 2030 with no rate change recommended at this time; however, the fees should be re-evaluated prior to 2030. Mayor Merrill requested that Council Member Wolfe be consulted before any of the lights are purchased because of his knowledge in the lighting industry. Council Member Mann explained the city’s intent with starting the safety lighting fee was for safety. He believes pedestrian safety is still an issue in the city. He encouraged the Public Works Department to look for areas that are in need of lighting to keep neighborhoods safe. The safety lighting fee is a fair participation. He would prefer for City Council to be involved with the safety lighting projects and these projects to stay a priority. Council President Smith questioned it the safety lighting fee covers the areas identified in 2009 and if there will be new areas added? Finance Officer Nielson replied, yes there is that possibility. The lighting project included the lights that need to be upgraded to LED lights. As properties are annexed into the city there may be areas that need lighting. She believes the areas identified in 2009 that haven’t received lighting should have priority over the new areas. Council President Smith moved to approve Resolution 2018-08 to extend Ordinance No. 1025 the Safety Lighting Fee; Council Member Mann seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Calendared Bills and Tabled Items: “LAND USE ACTION” – Bills Recommended/Approved in a Land Use Public Hearing Procedure (Recommend Suspension of the Rules): NONE Second Reading: Those items which have been first read: NONE Ordinance No. 1185 – Annexation of 1130 & 1138 University Boulevard in a Community Business Center (CBC) zone into the City of Rexburg. Council Member Wolfe moved to second read Ordinance No. 1185 to annex 1130 & 1138 University Boulevard into the City of Rexburg; Council Member Flora seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Third Reading: Those items which have been second read: NONE Tabled Items: Those items which have been the subject of an affirmative vote to a motion to table: NONE Mayor’s Business: Proclamation – National Parks Month Mayor Merrill said the Proclamation for the National Parks Month will be read and approved in June. Mayor Merrill reminded and encouraged City Council to attend the AIC Conference in Boise on June 20th -22nd. Council Member Flora said she will not be able to attend the conference because it is at the same time as the unveiling of Park Street Park. Council Member Flora and Council Member Mann will not be able to attend the June 6th City Council meeting. 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. Minutes from May 2, 2018 meeting Approve the City of Rexburg Bills Council Member Flora moved to approve the Consent Calendar containing the minutes and city bills; Council President Smith seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Adjournment 8:29 P.M. APPROVED: ____________________________ Jerry Merrill, Mayor Attest: ____________________________________ Marianna Gonzalez, Deputy City Clerk