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HomeMy WebLinkAboutCouncil Minutes - December 19, 2018_unbound_unbound_unbound_exppdf 1 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 7:30 A.M. City Hall Sam Clark said the prayer. Council Member Busby led the pledge. Roll Call of Council Members: Attending: Council Member Flora, Council Member Walker, Council Member Busby, Council Member Mann, Council President Smith, and Mayor Merrill. Council Member Wolfe 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: Committee Liaison Assignments for 2018: A. Council Member Mann: Golf Board · Emergency Services Board · Development Workshop Council Member Mann reported his committees did not meet. B. Council Member Busby: Airport Board · Traffic & Safety · GIS Oversight Council Member Busby reported his 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 to work on the design for the City flag. The Recreation Department is busy with the girls’ basketball program and the boys’ basketball program will begin in January. Kidsburg is doing well. The Trails of Madison County has not met. Council Member Busby asked about the number of patrons attending Kidsburg and if the patrons can use the Zone’s courts. Mayor Merrill indicated the Zone is staffed to accommodate both Kidsburg and the Zone. He was not sure on the number of patrons attending the facility at this time. Council President Smith: Legacy Flight Museum · Beautification Committee · M.E.P.I. Council President Smith reported her committees have not met. D. Council Member Flora: School Board · Rexburg Arts Council/ Museum of Rexburg 35 North 1st East Rexburg, ID 83440 Phone: 208.359.3020 x 2101 Fax: 208.359.3022 deborahl@rexburg.org www.rexburg.org City Council Minutes December 19, 2018 2 Council Member Flora reported she met with Jackie Rawlins, Arts Council Director. They discussed the Story Telling Festival scheduled for August. They also discussed the Tree Lighting Festival and discussed some of the changes that will be implemented, next year. One of the changes will be to have a Wreath Festival. She said she has spoken with Wal-Mart about donating some wreaths for next year’s event. E. Council Member Wolfe: Planning & Zoning/Building · Urban Renewal Agency · Police Mayor Merrill reported the Urban Renewal Agency met last week. They are entertaining a proposal from Bron Leatham to develop the corner across from Steiner Elevator. The proposed development is multi-family housing. Staff Reports: Public Works & Engineering: - Keith Davidson 1. Resolution 2019 – 03 Declaring Intent to Create LID No. 48 and Set Public Hearing for January 16, 2019 Public Works Director Davidson reported on the creation of Local Improvement District No. 48. The LID includes properties on (2nd North, 5th West to 2nd West), (2nd North, 2nd East to Madison Ave), (2nd South, 3rd East to Millhollow), and (Terra Vista Dr., 4th East to Shoshone Ave.). Council Member Busby asked if this LID only includes the sidewalks. Public Works Director Davidson replied the LID will include reconstruction of roads, curb and gutter. Public Works Director Davidson indicated the city will need to work with some of the property owners on this LID because there are city services that will need to be replaced at a cost of about $1,700 per resident. He said it is more cost effective to replace the city services before they fail instead of waiting for them to fail and pay to repair a new city road. He mentioned in the older parts of town, the sewer lines are more likely to fail. Council Member Busby questioned how the property owner will know if their sewer lines will need to be replaced. Public works Director Davidson explained when they dig to expose the existing pipe, they will ascertain the type of piping that exists such as, Orangeburg or clay piping. If they don’t have these types of old pipes, the pipes will not need to be replaced. This LID includes about 100 residents. Public Works Director Davidson said there are some fairly large dollar figures on some of these properties, especially the properties that don’t have sidewalks, curb and gutter. A Public Hearing for this LID will need to be set to review the estimated costs. Some of the other requirements are to have a concrete sidewalk; however, they have allowed asphalt, if it was there previous to the new rule. There are properties on 2nd East that have asphalt. If the asphalt is in poor condition it will need to be brought up to the current asphalt standards. Public Works Director Davidson continued to review the properties that will be affected with the creation of LID No. 48. On a section of Terra Vista Dr., from 4th East to Shoshone Ave., the sewer lines and water lines will need to be replaced. The property owner is responsible for the cost of sewer lines from their home to the main line and for water lines from their home to the water meter. There are some sections that have galvanized lines that need to be replaced with poly lines to avoid line failures. There are challenges with the grade of the driveways coming onto the road and with meeting the Americans with Disabilities Act sidewalk requirements. In order for the sidewalk to meet the ADA requirements there can only be a 2% cross slope. Some of the driveways have a fairly steep slope. There may be a need to take out some of the driveway to meet the ADA requirement. Discussion regarding the possible options to alleviate some of the costs to make the sidewalks ADA compliant. Council Member Busby questioned how many driveways will be affected with meeting the ADA requirements. Public Works Director Davidson replied it affects about 30 to 40 driveways. Council Member Busby said he would prefer to review each property that will be affected. Public Works Director Davidson said the LID notices will be sent out 10 days prior to the hearing. Council Member Flora asked if the estimates sent to the property owners include all of the projected costs. Public Works Director Davidson replied yes all of the projected costs are included in the estimates. Council Member Mann asked if the city would be able to cover some of the costs of the driveways to make the 3 sidewalks ADA compliant. Public Works Director Davidson explained the costs of the driveways and sidewalks can be calculated for City Council to review and determine if the city will assist with some of the cost. Council Member Walker asked, if the LID is approved, when the construction will begin. Public Works Director indicated once the LID is approved the work would be bid out and the construction could begin in June. Council Member Busby asked if rebar is used keep the sidewalks from buckling in certain areas. Public Works Director Davidson explained the areas that the city requires using rebar in the sidewalk are for reinforcing through the approaches in the commercial areas. In the residential areas the city has not required the use of rebar because of the added costs. As long as there is a good base under the sidewalk there shouldn’t be any issues with buckling. Discussion regarding informing the public regarding the need for Local Improvement Districts. Council Member Mann moved to approve Resolution 2019 – 03 Declaring the Intent to Create Local Improvement District No. 48 and to set a Public Hearing for January 16th, 2019; Council Member Busby seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Walker Council Member Busby Council Member Mann Council President Smith The motion carried Finance: - Matt Nielson Finance Officer Nielson reviewed the Budget Summary Operating Expenditures Report. The Economic Development Department Expenditures are at 22% because of the contributions made to Madison Economic Partners Incorporated and Regional Economic Development Eastern Idaho organizations. The Police Department is at about 15% spent which is good because the expenditures are slightly lower than normal. In Public Works the street repair contracts are at 58%. He reviewed the account and found the reason why it is high is because of the 5th West, from 7th South to University Blvd. project. This project was finished in the new fiscal year. Finance Officer Nielson indicated the total Operating Expenditures are at 16%. In the Capital Expenditures section of the report, the Construction Account is at 9% because of the water reservoir construction and the 2nd East road widening project. The Total Expenditures for all Funds are at about 9%. 4 Finance Officer Nielson reviewed the Operating Revenues Summary Report. A portion of the Property Taxes are received in December and a large portion isn’t received until January. The Utility Charges – Wastewater account stood out to him with it being at only 13% and after further review the account is actually at 17%. The reason for the difference is that a grant was put in the budget for 1.1 million dollars to possibly add a new pressure or gravity line on the north side of the city. This project may or may not take place. The city doesn’t have a grant at this point; however, it is in the budget and that is why the account is going to show a slightly lower percentage. Finance Officer Nielson indicated in the Capital Revenues section of the report under the Borrowing Account a payment of $819,000 was received from the Department of Environment Quality water loan. He reviewed the “Total All Revenues” and “Total All Expenditures” section of the report. The city has spent about 1.6 million dollars more than revenues received, which is typical of the end of the year. 5 Finance Officer Nielson reviewed the Cash & Investment Balance Report. The city is generally investing about 26 million dollars; however, this amount goes down to about 24 million dollars invested. The returns in the Morton and Zions investments are about 2.2%. The returns on the LGIP have been really good at about 2.25%. The returns in Diversified Bond Fund have been at about 3.15% in the last quarter. This is a big change in returns than what has been seen in the last few years. The returns in the local CD’s with Beehive have been at about 1.9% and at about 2% with Idaho Central Credit Union. The city is seeing better yields with the investments. Finance Officer Nielson said 90% of the city’s portfolio is invested in the 1 year and 1-5 years. 6 Finance Officer Nielson reviewed the Treasurer’s Expenditure Report by Fund. The Airport Construction Fund has about $93,000 saved between the city and county. The Airport Operations Fund is at a break even, which is the city’s goal. In the Airport Reserve there is about $712,000 saved. Finance Officer Nielson reviewed the Fire Joint Equipment Fund which is at about $400,000. The fund is used to replace fire trucks. The fire trucks have about a 20 year life. The General Fund is at about 25% which is good. The city trys to keep the General Fund between 25% and 33% in reserves. The Golf Course Fund is still in the red until the loan is paid back. Council Member Busby questioned how much of the revenues received from going to fight the wildland fires is going into the reserve. Finance Officer Nielson explained the funds received from the wildland fires are not put into the reserve. The funds that are put into the revenue account are the funds received from renting out the fire trucks owned by the two fire agencies, the city and the district. The money received from the rental is put into the account as a form of revenue. There is substantial cost of ware and tear on the fire trucks that are rented out. Last year, the fire Department accounted for 29% of all the shop repairs. He said even though they bring in more revenue, there are expenses to repair the fire trucks. They hope to be able to use the fire trucks for at least 20 years. Council Member Busby asked, if one of the fire trucks was lost to a wildland fire while being stationed there, which agency would be reponsible for replacing the fire truck. City Attorney Zollinger explained the federal agency the fire department contracts with to fight the wildland fire would provide additional coverage apart from the city’s insurance coverage. Finance Officer Nielson explained there are additional administrative costs that come with going to fight wildland fires; however, there are benefits as well such as the wages the empoyees can earn. Fund 37 shows as a breakeven, which is slightly misleading because the fire department does their own billing for all of the fires and the fires that happened after September are not in the books, yet. The Fire Department collects on the first ninety days and the amount they can’t get immediately, the city books into the receiveable system. 7 Finance Officer Nielson indicated the Park Impact Fees are at 1.1 million dollars. The city is still saving for the baseball quad. If the Urban Renewal pays the $800,000 that they have committed, the city would need to have $800,000 for the baseball quad. The city would have some extra funds for cost over-runs. There are funds available for acquisition of land for additional city parks. Finance Officer Nielson mentioned the Revolving Loan Fund. There is a loan that has been approved that hasn’t been funded yet for the storage units. There is about half a million dollars available in the fund. The total fund balance is about 1.3 million dollars, which means there are loans that have lended out to different business. Finance Officer Nielson reviewed the Sewer Funds. There is about four million dollars in the Sewer Funds reserve. The Street Fund has about 2.7 million dollars in reserves, which is good because there is a project that will take a large part of that reserve. The Water Reserve has about 7.5 million dollars. He said in the year 2020 the City Council will need to decide how to close out the DEQ loan. Mayor’s Report: Mayor Merrill reported he and the City Council members have been invited to the inauguration ceremony and swearing in for Idaho Governor Brad Little on Friday, January 4th. The 48th Inaugural Procession and Ball will be on Saturday, January 5th in the Capitol. 8 Mayor Merrill reported he met with Silver Star representatives regarding broadband strategies. They discussed how to obtain better broadband service for City businesses and residents. They are looking at the City of Ammon’s model and some of the other different ways that cities and companies have obtained better broadband service. He believes by using Silver Star as a technical advisor, they can come up with a good strategy. Silver Star has offered to help the city with design strategies that they have seen work well and advise against those that have not worked well in other places. Mayor Merrill reported Mrs. Steiner has donated four acres of her property to the city. The city is also working on acquiring some property on Barney Dairy Road for a park and right of way for the East Parkway Corridor. The city is working in conjunction with the county to help fund the cost of land for the park and corridor because parts of the land are in the county. Mayor Merrill reported there will be a reception for Judge Gregory Moeller this Friday from 2:00 P.M. to 4:00 P.M. to wish him well on filling the Supreme Court vacancy. Mayor Merrill reported the city is trying to determine whether or not to have an ice skating rink at the golf course near the sled hill. It’s better to have the ice rink at the golf course were the winter recreation is taking place. Mayor Merrill reported Porter Wilkins, the Building Department Permit Technician, will be leaving the City of Rexburg. Mr. Wilkins last day of employment with the city will be this Friday. Shauna Eaton has been training to take Mr. Wilkins place as the Permit Technician and is doing well. City Planner Craig Rindlisbacher is retiring. His retirement party is scheduled for this Thursday. Council Member Flora said she has received requests to have a flashing speed limit sign be installed by the Burton Elementary School. The east bound traffic is not slowing down before they reach the school. Police Chief Turman said he will have the area patrolled more until the flashing speed limit sign is installed. Public Hearings: Items for Consideration: A. City of Rexburg Employee Handbook Review and adopt changes – Terri Hill Human Resources Director Hill reviewed the summarized list of changes to the City of Rexburg’s Employee Handbook. The changes made to the handbook were suggestions made from ICRMP and reviewed by City Attorney Zollinger, Finance Officer Nielson and herself. She said some of the changes affect the budget. There is a time constraint to have the changes adopted for the city employees to review before the end of January. The city receives an insurance premium savings from ICRMP to have each employee review the city’s handbook each year. Summary of Handbook Changes 40 INTRODUCTORY STATEMENT  At Will paragraph added as per ICRMP 101 NATURE OF EMPLOYMENT  Re-worded as per ICRMP 104 PLACEMENT AUTHORITY  Added Internal Preference and Veteran’s Preference and Rights as per ICRMP 106 PRE-EMPLOYMENT SCREENING  Clarified to existing practice 107 HIRING OR SUPERVISION OF RELATIVES  Updated as per ICRMP 201 PERSONNEL FILES  Updated as per ICRMP 203 EMPLOYMENT CATEGORIES  Updated as per ICRMP 304 WORKERS COMPENSATION 9  Clean up as per practice 308 DEFERRED COMPENSATION 401K LOAN PROGRAM  Simplified 309 RECREATION AND WELLNESS BENEFITS POLICY  Updated policy for IRS guidelines 401 VACATION  For Consideration for recruiting=from 48-72 hours general EE’s and 100.8 for MFD  Defined 2 week notice for vacation request to help with staffing needs  Cash out increased to 60 for general and 84 for MFD 402 HOLIDAYS  Pioneer Day (July 24) has only been for MFD in the past. It is recommended to be all employees  Patriots Day (Sept 11) has only been for MFD in the past. It is recommended to add Police.  One possibility would be to remove Pioneer day from list and add all employees to a Floating Holiday. 403 SICK LEAVE  Added clarification when on Workers Comp 410 MILITARY LEAVE  Simplified 500 PAYROLL CALCULATION AND TIME SCHEDULES  Added COMPENSATION as per ICRMP 501 TIME KEEPING  Cleaned up as per practice 503 PAY RATE CALCULATION  Clarifications made 505 ON-CALL & COMPENSATORY TIME  Cleaned up as per practice 604 ACCIDENT PROCEDURE  On the Job Injuries defined 606 CITY BUSINESS TRAVEL  Added International Travel with City Cell Phone policy 608 PERSONAL APPEARANCE  GROOMING POLICY ADDED-will modify as per Legal 609 USE OF PHONE, MAIL, CELL PHONES, INFORMATION SYSTEMS AND SOCIAL MEDIA  Updated as per practice and as per ICRMP 610 SMOKING, VAPING AND TOBACCO USE  Added verbiage as per current city issues 612 WORKPLACE RELATIONSHIPS  Updated as per ICRMP 700 CONDUCT AND DISCIPLINARY ACTION  Updated as per ICRMP 702 DRUG AND ALCOHOL USE  Updated as per ICRMP 703 DRUG FREE WORKPLACE & DRUG AND ALGOHOL TESTING POLICY  Updated as per Idaho Law and current practice 704 FITNESS FOR DUTY  Simplified 711 WORKPLACE DISCRIMINATION, HARASSMENT AND RETALIATION POLICY AND COMPLAINT PROCEDURE  Updated as per ICRMP 712 PROGRESSIVE DISCIPLINE  Updated as per ICRMP 800 PURCHASING RULES  Updated as per practice and current statute APPENDIX FLSA EXEMP POSITIONS AND DEPARTMENT HEADS 10  Updated as per current structure CERTIFICATIONS THAT MERIT A STEP-RAISE  Updated to current City needs as per Department Heads Council Member Mann said he would prefer to have a work meeting to review the changes to the City’s Employee Handbook. He is concerned with incentivizing the city employees to not use their vacation time with allowing more vacation time to be cashed out. Council Member Busby questioned the reason why Pioneer Day was only given to the Madison Fire Department only. City Attorney Zollinger indicated when the Fire Department left the union the Pioneer Day Holiday was left as a paid holiday. Council President Smith asked for the amount of money being paid to the city employees that ride their bicycles or walk to work. She asked if the city would be held liable if an injury occurred to the employee when walking or riding their bicycle to work. Finance Officer Nielson replied an employee receives $20.00 for each month they ride their bicycle or walk to work. HR Director Hill said workman’s compensation would cover the employee because they are on work related travel. Discussion regarding the time and date for the work meeting to discuss the changes to the City’s Employee Handbook. The work meeting will be held on January 9th, at 5:00 P.M. Calendared Bills and Tabled Items: A. “LAND USE ACTION” – Bills Recommended/Approved in a Land Use Public Hearing Procedure (Recommend Suspension of the Rules): B. Second Reading: Those items which have been first read: None C. 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 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 December 5th, 2018 meeting B. Approve the City of Rexburg Bills Council President Smith moved to approve the Consent Calendar containing the minutes and city bills; Council Member Busby seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Walker Council Member Busby Council Member Mann Council President Smith The motion carried Adjournment 8:44 P.M. APPROVED: ________________________________ Jerry Merrill, Mayor Attest: _____________________________ Marianna Gonzalez, Deputy City Clerk