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HomeMy WebLinkAboutCouncil Minutes - March 06, 2019_unbound_unbound_unbound_unbound_unbound_unbound 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 Council Member Mann said the prayer. Council Member Flora led the pledge. Roll Call of Council Members: Attending: Council Member Flora, Council Member Mann, Council Member Walker, Council Member Wolfe, Council President Smith and Mayor Merrill. 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: Staff Reports: Finance: - Matt Nielson FY18 Audit Report & Acceptance – Brad Reed – Rudd & Co Brad Reed with Rudd & Company explained there are some changes to a page in the Audit Report, after the changes are made that page will be given to Finance Officer Nielson to give to City Council. The Audit Report was reviewed in detail with Council Member Flora, Council Member Walker, Council Member Wolfe and Mayor Merrill. Over all, the city is doing well. Their report was a review of the financial statements to insure they were presented fairly. He didn’t see any major issues and the controls the city has developed over the years are working well. He didn’t come across any issues with the controls. The City’s Financial Department is doing a good job following the controls. Brad Reed reviewed the overall synopsis of how the city was performing at the end of September 30th 2018. He reviewed the Government Wide - Total City Accrual Basis. The city had cash investments that were at about twenty six million dollars that is an increase of over four million dollars over the prior year. The captial also increased from ninety three million to ninety seven million dollars. The majority of the funds are being used for the new water project. The liability increased slightly to 1.2 million. The net profit increased by 6.9 million dollars in the black at the end of fiscal year 2018. The total city revenues increased from 35 million to 38 million dollars. Mr. Reed said the total city’s expenses were 31 million dollars. The city’s net increase over last year is $849,000. There were more net revenues in fiscal year 2018 than 2017. This is the city as a whole it includes all funds. The report is based on accrual basis, they are accounting for the debt, fixed assets, etc.  Mr. Reed said when the City Council reviews the city’s Budget Report during the months, it is based on the modified cash basis. He reviewed the General Fund Cash Basis Report totals. The city has 62 funds. In the General Fund there was about 5.3 million dollars. There was a slight increase in the General Fund. The fund balance increased by $431,000. Mr. Reed indicated the actual fund balance as a percent of expenditures was 43.86%; that number is slightly high. The goal is to be at about 25% to 33%; the city is above those percentages that provides a financial cushion. Over all, the General Fund appears to be in good condition.  Mr. Reed indicated the audit review of the city’s financial records went well and they received full cooperation from Finance Officer Nielson and the Finance Department. Council Member Mann mentioned the city’s finances are doing great according to the audit report. He prefers to look at the bottom line. The city brought in about three million dollars more than previous years and grew its investments by three million dollars. This shows the city is doing a good job of setting aside funds for a future time or to use the saved funds to complete a large projects when needed. There was an increase in revenues; however, those increases were entered into the reserves. He commended Finance Officer Nielson for a job well done in keeping the city’s financial health in good standing. Council Member Walker also commended the Finance Department for their accuracy of keeping track of all of the city’s financial records. Council Member Wolfe moved to accept the Audit Report for Fiscal Year 2018 from Rudd and Company; Council Member Flora seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried FY20 Budget Preparation Calendar Approval Finance Officer Nielson reviewed the 2019 Budget Preparation Calendar for 2020 Fiscal Year Budget. He will begin the meetings with the City’s Department Heads to review their Capital Improvement Plans throughout this month. Finance Officer Nielson reviewed the budget public hearing dates. The utility rate increases will be reviewed at the public hearing on the July 3rd . Finance Officer Nielson reviewed the Calculation of Living Adjustment (COLA) for the employees. The chart is a history of the Bureau of Labor Statistics and the American City and County Municipal Cost Index. The city, in the past, based the cost of living percentage on the municipal cost index; however, it was changed to the Bureau of Labor Statistics in 2016. The reason for the change was because the Bureau of Labor Statistics is more closely tied to the municipal cost index for wages and not so much to the consumer side. The Finance Department has been showing predictions of the cost of living adjustment in the dash board reports for the last six months. The predictions were coming back at a 1.48% to 1.5% from January to Januray. Reports came back with a recommendation of 1.55% and the ten year average is 1.86%. The recommendation is slightly lower than the average. If the COLA was to be adopted in the budget, the increase would be about $139,140 of that 49% comes from the general fund.  Finance Officer Nielson reviewed the Mayor and Council Salary Raises. The last time there was an adjustment to the mayor and council’s salary was in 2017; however, the adjustment doesn’t take affect until January of the following year in 2018. The percentage is caculated by taking the cost of living difference between the two years which is about 3.65%. He explained an ordinance is needed to change the mayor and council’s salary.  Finance Officer Nielson continued to review the 2019 Budget Preparation Calendar for 2020 Fiscal Year Budget. He asked City Council to review the dates on the budget preparation calendar to make sure they don’t conflict with other meetings they may have. Council Member Mann indicated he would prefer to be more involved in the budget process. Council Member Wolfe said he too would prefer to be more involved in the budget process. Finance Officer Nielson said the budget meetings could be advertised in the newspaper so that all of the Council Members could attend the meetings. All of the Department Heads need to have their capital improvements plans back by the end of March. He will report on all of the capital improvements plans in a city council meeting after they are received. Finance Officer Nieslon mentioned the importance of the July 3rd meeting.   Council Member Smith moved to accept and approve the 2019 Budget Preparation Calendar for 2020 Fiscal Year Budget; Council Member Walker seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Public Works: - Keith Davidson Public Works Director Davidson reported on the different projects the city has advertised for bids. The seal coat project on the roads that were reconstructed last year is out to bid. The 7th S. reconstruction project will go out to bid next week a grant was received to help cover some of the costs from LTAC. He mentioned the signal light project on Yellowstone and University and after that project the city’s well houses will go out to bid. Council President Smith asked about the signal light project. Public Works Director Davidson said there are some improvements that need to be completed at that intersection. The southwest corner signal needs to be replaced and the arm extended. Council President Smith indicated the traffic lines are also confusing. Public Works Director Davidson said the temporary lines are starting to show up. Those line will be scraped off and new traffic lines will be repainted. Community Development: - Bret Stoddard Monthly Valuation Report  Building Official Stoddard reviewed the monthly valuation report from February 1st – February 28th. The Building Department is working on scanning old building permits. They are working on the National Building Safety Month; it’s scheduled for May. Council Member Flora asked if the National Building Safety Month is only directed to homeowners. Building Official Stoddard said the safety month is tailored more for building contractors and the city is planing on inviting area realitors this year. Mayor’s Report: Mayor Merrill reported he attended the Tabernacle Orchestra Concert and enjoyed the concert. He thought the concert was well attended. City Engineer Kyle Baldwin will be leaving the city to work for Forterra a company in Utah. He will be a project manager for the Forterra Company. Mayor Merrill said he, City Employee Scott Johnson and Kyle Baldwin met with one of the Forterra representatives. The company specializes in pre-fabricated concrete panels used to build the Ace Hardware Store and the Rexburg Temple. They said they may be able to save the Urban Renewal Agency money with the mixed use building they are planning on building. Mayor Merrill expressed his appreciation for the work Mr. Baldwin has completed for the city. Mayor Merrill reported he attended the Madison County Community Coalition Meeting last Thursday. The group is made up of community members that have to do with youth programs such as, juvenile probation and Dare Program. The group is led by Lt. Colin Erikson of the Rexburg Police Department. The group discussed how the community can be more effective in drug abuse prevention. One of the items the group is advocating against is the legalization of marijuana in Idaho. He said Senator Hill attends the meeting when he is in town. Mayor Merrill mentioned the committee assisting with the 2020 Census met. They are organizing to make sure everyone in Madison County is counted. The committee is tasked with obtaining the most accurate count as possible for the tax revenue sharing in Madison County. Mayor Merrill reported the City/County bi-annual blood drive was held on Tuesday. The donor response was great. He thanked the Customer Service Department for their efforts assisting the Red Cross in scheduling and inviting donors to participate in the blood drive. Mayor Merrill thanked BYU-Idaho University for their support. He received a letter from BYU-Idaho University Vice President, Jeff Morin. The letter stated the university is increasing their support to the city. The increase is going from $700,000 to $760,000 yearly. The city divides the funds between police and fire services. Mayor Merrill said he wrote an email thanking BYU-Idaho University President Eyring for the university’s added support. Public Hearings: Items for Consideration: 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: Ordinance 1207 #18-00709 – Rezone 150 E. 2nd N. from Central Business Center (CBC) to Mixed Use (MU) Zone – Stephen Zollinger Planning and Zoning Administrative Assistant/Coordinator Tawnya Grover explained the purpose of this rezone is to create a buffer between the residential to the west and the commercial to the east. The rezone is being requested as mixed use between the two different zones. The Mixed Used Zone is a good buffer between commercial and residential zones. There was Condition Use Permit with the original rezone request; however, that Conditional Use Permit was denied. ORDINANCE NO. 1207 Rezone 150 East 2nd North, Rexburg, Idaho to Mixed Use (MU) AN ORDINANCE AMENDING AND CHANGING THE ZONING MAP OF THE CITY OF REXBURG, IDAHO, AND PROVIDING THAT THE ZONED DESIGNATION OF THAT CERTAIN PROPERTY HEREINAFTER DESCRIBED, SITUATED IN REXBURG, MADISON COUNTY, IDAHO, BE CHANGED AS HEREINAFTER DESIGNATED; AND PROVIDING WHEN THIS ORDINANCE SHALL BECOME EFFECTIVE.  Council President Smith moved to second read Ordinance 1207 to rezone 150 E. 2nd N. from Central Business Center (CBC) to Mixed Use (MU) Zone; Council Member Wolfe seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Third Reading: Those items which have been first read: NONE Ordinance 1208 #18-00701 & 18-00711 – Rezone 250 E to 450 E 7th N from Central Business Center (CBC) to Medium Density Residential 2 (MDR2) Planning and Zoning Administrative Assistant/Coordinator Tawnya Grover said this proposal was requested from two separate applicants they were seeking the same zoning. The notices for both rezone requests were sent out together. There was opposition from the adjacent property owners because of miss-information. The residents expressed concerns about the added traffic the development could cause. They were also concerned with building heights up against one to two story homes. The property owners were relieved to now there is property between the rezone property and the Stonebridge Subdivision that would create a lower density buffer. ORDINANCE NO 1208 Rezone Approximately 250 East to 450 East 7th North, Rexburg, Idaho to Medium Density Residential 2 (MDR2) AN ORDINANCE AMENDING AND CHANGING THE ZONING MAP OF THE CITY OF REXBURG, IDAHO, AND PROVIDING THAT THE ZONED DESIGNATION OF THAT CERTAIN PROPERTY HEREINAFTER DESCRIBED, SITUATED IN REXBURG, MADISON COUNTY, IDAHO, BE CHANGED AS HEREINAFTER DESIGNATED; AND PROVIDING WHEN THIS ORDINANCE SHALL BECOME EFFECTIVE.  Council Member Flora moved to approve and consider Ordinance 1208 the rezone at approximately 250 E to 450 E 7th N from Central Business Center (CBC) Zone to Medium Density Residential 2 (MDR2) Zone third read; Council Member Wolfe seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Mayor’s Business: 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 February 20th, 2019, meeting Approve the City of Rexburg Bills Council Member Mann moved to approve the Consent Calendar containing the minutes and city bills; Council Member Walker seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried City Attorney Zollinger asked for an Executive Session at the end of the meeting per Idaho State Statute 74-206 (f) To communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated. The mere presence of legal counsel at an executive session does not satisfy this requirement. Council Member Wolfe moved to go into Executive Session per Idaho State Statute 74-206 (f) to communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated. The mere presence of legal counsel at an executive session does not satisfy this requirement; Council President Smith seconded the motion; Mayor Merrill asked for a roll call vote: Those voting aye Those voting nay Council Member Flora None Council Member Mann Council Member Wolfe Council Member Walker Council President Smith The motion carried Executive Session: 7:21 P.M. Executive Session ended: 7:50 P.M. Adjournment 7:51 P.M. APPROVED: ________________________________ Jerry Merrill, Mayor Attest: _____________________________ Marianna Gonzalez, Deputy City Clerk