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HomeMy WebLinkAboutCouncil Minutes - February 20, 2019_unbound_unbound_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 6:30 P.M. City Hall Dominic Abril said the prayer. Council Member Wolfe led the pledge. Roll Call of Council Members: Attending: Council Member Flora, Council Member Wolfe, Council Member Busby, Council Member Mann, Council President Smith, and Mayor Merrill. Council Member Walker 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. Mike Sponseller expressed his concerns regarding the Basic American Food building expansion. One of his concerns is the vibration noise that can be heard about one mile away . He lives by the Madison Memorial Hospital, where the noise can be felt and heard. He tried contacting the owner of the business and had trouble reaching the owner by phone and email. Once the owner was contacted the problem that caused the vibration noise was corrected; however, four month s later the vibration noise has started again. Mr. Sponseller asked that Basic American Food provide contact information for a corporate representative to the city so when there are concerns the city has someone to contact. Mr. Sponseller said his other concern is the additional traffic the building expansion is going to create. The intersection near the business will become more dangerous with heavy trucks trying to turn on to 2nd East. Mayor Merrill indicated there are plans to alleviate the traffic flow by installing a traffic light. He hasn’t noticed the vibrating noise. City staff will monito r the noise level. Mr. Sponseller said he notices the noise at about 3:00 A.M., he believes the noise is caused by the wood burning boiler. Mayor Merrill said the business is going to replace the old wood burning boiler with new technology that should help with the noise levels. The new boiler will be gas powered. Council Member Busby asked Public Works Director Davidson if there have been other complaints about the noise coming from the Basic American Food business. Public Works Director Davidson said years ago there were complaints; however, not any recent complaints. Mr. Sponseller said it’s not really the noise it’s the vibration that causes the noise. Council Member Busby asked if city staff has contact information for the Basic American Food owner or representative. Mayor Merrill replied yes, the city has contact information for the Basic American Food representative. Presentations: A. Public Education Classes Proposal – Dallin Saurey – 2997 W 4000 N, Rexburg, ID 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 February 20, 2019 2 Mr. Saurey began his presentation regarding Public Education Classes Proposal. He mentioned various educational topics. He read from a couple of his power point slides. Mr. Saurey mentioned the Public Education Classes could be taught by BYU-Idaho students and even local residents; it could provide a part-time job for some of them. Public Agencies could also teach classes. Mr. Saurey said the purpose of the Public Education Classes is to involve the whole community and help them become passionate about teaching and learning. He is passionate about public education because it has helped him gain employment. Council Member Mann thanked Mr. Saurey for his presentation regarding public education. The city provides educational classes through the Recreation Department depending on the interest from the community. BYU-Idaho University provides continuing education classes. There are local clubs and organizations that also provide educational classes. Mayor Merrill commended Mr. Saurey for his passion for public education. He believes Mr. Saurey should continue working with the Madison Library and other educational facilities. Committee Liaison Assignments for 2018: A. Council Member Mann: Golf Board · Emergency Services Board · Development Workshop Council Member Mann reported the Golf Board will meet in March. The Emergency Services Board has not met; however, he visited with Fire Chief Child, the board will meet next week and everything is going well for the Fire Department. Council Member Mann reported he attended the Development Workshop success luncheon that they hold once a year. This year the luncheon was held at the BYU-Idaho University campus. He explained the Development Workshop provides a rehabilitation program, providing vocational training, paid employment, and placement services to individuals with disabilities. There are several Rexburg businesses that support the Development Workshop by hiring the individuals in their rehabilitation program. Mayor Merrill mentioned he is very impressed with the efforts the Development Workshop has accomplished to train and assist the individuals with disabilities find employment. B. Council Member Busby: Airport Board · Traffic & Safety · School Board Council Member Busby reported the Airport Board did not meet in February, the meeting was canceled. He is aware that the studies are still moving forward for th e relocation of the airport. The Traffic & Safety Committee has not met. The School Board will meet tomorrow. Mayor Merrill said the Traffic and Safety Committee had recommended a stop sign be installed by the Madison Jr. High School at the intersection of E. 1st N and North Millhollow Road. He noticed the stop sign was installed at that location. C. Council Member Walker: MYAB · Parks & Recreation · Trails of Madison County 3 Council Member Walker was unable to attend the meeting. Mayor Merrill reported there is a possibility a new natural gas generator that produces electricity at a lesser cost could be used at the Rexburg Rapids pool and the wastewater treatment plant. They are reviewing the figures to determine the savings in costs for electricity. Council President Smith: Legacy Flight Museum · Beautification Committee · M.E.P.I. Council President Smith reported the Legacy Flight Museum has not met. They are still only opening during the winter hours and are working on the free breakfast in June. The Downtown Committee and Beautification Committee hope to integrate. They will both meet in March. The Madison Middle School Fourth Grade Students will be included in helping to plant flowers at the Rexburg Day’s community event. Council President Smith reported M.E.P.I. has not met. Mayor Merrill indicated he wrote to the Madison Middle School Fourth Grade Students that presented on water conservation. He asked them to join the Mayor’s water saving challenge. There is no cost to the city to join the challenge. The challenge includes pledges from residents indicating how they will try to save water. Some of those pledges could include not over watering their lawns or running the water while they are brushing their teeth. There are prizes that people can win by pledging to conserve water. D. Council Member Flora: GIS Oversight · Rexburg Arts Council/ Museum of Rexburg Council Member Flora reported the GIS Oversight Committee will meet soon. The Rexburg Arts Council held the following events; The Wizard Ball and James the Mormon Concert. The concert was very well attended. She was able to attend the concert with her children and had an enjoyable time. The Wizard Ball included a light show to the Harry Potter theme music. Council Member Flora reported on the Rexburg Arts Council upcoming events. On February 27th the Rexburg Tabernacle Orchestra will be performing at the Tabernacle. The Rexburg’s Got Talent show will begin in March. This summer there will be a month long camp with auditions beginning on April 12th and 13th ; those selected from the audition will perform in the Lion King Jr. Play in June. Council Member Flora reported the Arts Council is working on acquiring grants for the Teton Story Telling Festival. They meet twice a month to review the plans for the festival. E. Council Member Wolfe: Planning & Zoning/Building · Urban Renewal Agency · Police Council Member Wolfe reported Planning and Zoning met a week ago and those items are before City Council tonight. Urban Renewal Agency met last week to review the annual budget with Rudd and Company. The accounts in the budget are on target. The Police Department met last week to review the applications to hire an assistant police chief. There were seven applicants. A hiring committee was formed to review the applications for the assistant police chief position. Staff Reports: Public Works: - Keith Davidson 1. Approval for selection of Wastewater Collection System SCADA Project Consultant Public Works Director Davidson reported there were six consultant firms that responded to the Request for Proposal (RFP’s) for the Wastewater Collection SCADA System. After reviewing the proposals the committee selected SKM Engineering, LLC. He is recommending approval to award SKM Engineering the design of the city’s SCADA system. Council Member Mann asked if bids need to be obtained before awarding SKM Engineering the design of the city’s SCADA System. Public Works Director Davidson explained when the city is seeking professional services, bids are not required. SKM Engineering will submit a price for the system and once the price is negotiated the contract with SKM Engineering will come before City Council for approval. If the city is not satisfied with the price, the city has the option of selecting another firm from the list of RFP’s. Council Member Flora mentioned she reviewed the Request for Proposal from the six consultant firms: • AEI Engineering Incorporated • APE Advanced Pump & Equipment • Bradley Engineering • Ripple Industries 4 • SKM Engineering, LLC • WachsField Technologies Council Member Flora explained there was a ranking system in place when reviewing the proposals. She was unfamiliar with what a SCADA System is; she believes this is why she was selected to read the proposals to give an outside assessment. She said SKM Engineering’s proposal stood out to her because it was very well written and the firm included everything the city had asked for in the proposal. Council Member Flora moved to award the Wastewater Collection System SCADA to SKM Engineering, LLC; Council Member Busby seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried Council President Smith indicated the following concern was brought to her attention from someone that walked from city hall to the Erickson GMC Dealership. The person’s question was who is responsible for keeping the sidewalks clear of snow in front of businesses. When the businesses are not keeping the sidewalks clear of snow, it is causing people to walk on the road. She asked who is responsible for clearing the sidewalks in front of businesses; the city or the property owners. Public Works Director Davidson replied all property owners are responsible of removing the snow from their sidewalks. Council President Smith asked about the filling of the potholes throughout the city. Public Works Director Davidson answered the street department is trying to fill as many potholes as possible with the current weather condition; however, it is a temporary repair. The potholes are sometimes filled with water causing difficulty when filling them and sometimes the filling d oesn’t last. Discussion regarding plowing snow to close to the sidewalk. Public Works Director Davidson reported the city was awarded a grant from LTAC for the reconstruction of 7th S. From 2nd W. up to 2nd E. When the bids are received the city will know if the reconstruction of the road is fully funded or primarily funded by the grant. Council Member Busby asked if the road will be torn out and reconstructed. Public Works Director Davidson explained the reconstruction will be a CRABs process where the existing asphalt is pulverized, reshaped and paved over the top of the asphalt. The project will go out to bid soon and the work will begin in the summer. Mayor Merrill mentioned the grant amount was for $740,000. The city ranked number 4 in the grant process. Council Member Flora said she noticed that LTAC was offering another $25,000 grant for machinery. The grant would cover the cost to rent a machine for and work needing to be performed. Finance: - Matt Nielson Finance Officer Nielson reported the date for the audit review is scheduled on March 4th with Rudd and Company from one o’clock to three o’clock. Finance Officer Nielson reported the city has been meeting with Zion’s Bank consultant re garding the city’s impact fees. They have met several times to discuss some of the drafts for the city parks and Public Works Director Davidson has been working with Horrocks Engineering on the street impact fees. The city has been working on growth and land use summaries that they will use within the impact studies. As soon as the drafts are completed the impact committee and some City Council Members will be asked to review the drafts and be involved in the impact fee process. 5 Finance Officer Nielson reviewed the Treasurer’s Expenditure Report. The City is 33% into the fiscal year. Fund number 93 Pipe and Drums is a trust fund. The fund will be closed and the Fire Department plans to administer the fund. In the Golf Course Operations Fund every year the city has to cash flow the account and currently it is at a negative $108,199. The Revolving Loan Fund has about $524,781 there have been a couple of requests from businesses seeking a loan; however, they are still doing their due diligence in reviewing the loan applications. Finance Officer Nielson reviewed the reserve amounts in some of the accounts. The Street Funds have about three million dollars in savings because the city expensed so much in th e last quarter. In the Water Capital Reserve there is about $1,956,742. Once the city finalizes the DEQ loan, the city can borrow close to nine million dollars. The city will not need to borrow the full nine million dollars; however, it is available if the city needed to borrow that amount. He said about five years ago he and the late John Millar completed the analysis with Keller Associates for the Water Capital facilities upgrade. They had determined that 37% of the loan should be paid through maintenance which is the Water Operations Reserve and 63% should be paid from the Water Capital Reserve. There are about two million dollars in the Water Capital Reserve and about six million dollars in the Water Operations Reserve. The city will need about 5.6 million dollars total to pay off the loan. Finance Officer Nielson said when the city reaches the point of paying off the loan he will recommend that the funds come from the Water Operation Reserve in full and finance the capital because there aren’t enough funds in the Water Capital Reserves to pay off the loan. Council Member Busby asked about the interest rate on the DEQ loan. Finance Officer Nielson replied the interest rate of the loan would be 1.75%. Finance Officer Nielson reviewed the Budget Summary Report Operating Expenditures. The Police Department is at 33%. The Administration Division and Fund 9 are low because of the savings by not 6 having to pay for the assistant chief position the last few months. Over all the Total Expenditures for all funds are at 19%. 7 Finance Officer Nielson reviewed the Budget Summary Report Operating Revenues. The city has received 63% of the County Road Tax and 59% of the Property Taxes, they were received in January. He said the city is at a break even in the Total All Revenues and Total All Expenditures. Finance Officer Nielson reviewed the Cash and Investment Report. The total investment balance is about $27,632,815. He recently moved funds from the LGIP to the managed accounts. 36% of the city’s portfolio is with Moreton Asset Management and Zions; both of these accounts have five million dollars. The reason why the same amount of funds are in each of these accounts is so that they can bench mark them against each other. Zions Bank Collateralized Account is at four million dollars the yields are really low. He transferred two million dollars back to LGIP because it is earning a substantial amount more. Council President Smith asked about the Impact Fee Study and what Zions Bank has to do with that study. Finance Officer Nelson said the city went through a Request for Proposal process about six months ago. The city selected Zions Bank to be the city’s consultant. The city is required to go through a consultant for the impact studies. Council President Smith said the Impact Committee has assisted with changes to the impact fees before without a consultant. Finance Officer Nielson said t he committee can be brought in every time there is a change to the impact fees; however, the study is a complete review of the impact fees. He used streets as an example; the city has completed most of the projects identified in the impact study that was created about 10 years ago . The Parkway Corridor was identified in the previous study; however, it has not been completed yet. The study will identify and assist in predicting impacts to the city. Mayor’s Report: Mayor Merrill reported he met with businessmen from Japan. They were visiting the BYU-Idaho University Campus. Mayor Merrill said he gifted them a Rexburg History Book. The businessmen are trying to start an internship program at the university. Mayor Merrill said he presented to the fifth graders that wrote him letters. They discussed local government, supply and demand, apartment complexes and he also entertained ma ny questions from them. The purpose was to educate the fifth grade rs on how local government works. Mayor Merrill said he met with a NewFields Representatives from Montana. They work with different cities on brownfield redevelopment. The brownfield redevelopment process consists of redeveloping a previously developed land that is currently not in use such as, an old dump site. NewFields would assist that city with locating federal grants to help finance this type of redevelopment projects. They are going to work with City Grant Writer, Mary Flanary and assist her with any questions she may have when applying for these types of grants. He said there is an old dump site by Barney Dairy. The city is considering the possibility of redeveloping this old dump site into a parking lot for a future park. Mayor Merrill said he visited with Dominic Abril the BYU-Idaho Student Council Representative. They discussed the BYU-Idaho Student Council’s desire to be more involved in 8 helping the city with different service projects. Mayor Merrill expressed the city’s appreciation for the student council’s willingness to help the city. Mayor Merrill mentioned he was a judge for the Mr. Madison program at the high school. He had an enjoyable time being a judge for the event. Mayor Merrill reported he met with the county and the committee responsible for the new joint county/city Comprehensive Plan. There could be grant opportunities by having a joint Comprehensive Plan with flood plain, levies, etc. He said there are many parts to the Comprehensive Plan. Public Hearings: NONE Items for Consideration: A. Ordinance 1206 #18-00712 – Rezone 146 North 1st West from High Density Residential 1 (HDR1) to High Density Residential 2 (HDR2)- Consider Suspension of the Rules - Stephen Zollinger City Attorney Zollinger reviewed the rezone at 146 North 1st West. A map of the locations was viewed on the overhead screen. Council President Smith asked if there would be adequate parking available if the rezone is approved to the higher density. City Attorney Zollinger explained the applicant would still need to apply for the necessary permits to create the addition units. Currently, there are storage units on that section of the property. They are reviewing the option of converting the storage units into residential units. Mayor Merrill said the development will need to have adequate parking when they are changed to residential units. Council Member Mann asked for a reason why the rules need to be suspended. City Attorney Zollinger replied the applicant has submitted the application to begin the process of redesigning the storage units. The city’s building department has the application and is waiting for the rezone approval to start the review process. Council Member Flora moved to suspend the rules for Ordinance No. 1206 to approve the Rezone at approximately 146 North 1st West from High Density Residential 1 (HDR1) to High Density Residential 2 (HDR2); Council Member Wolfe seconded the motion; Mayor Merrill asked for a roll call vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried 9 Council Member Busby moved to third read and approve Ordinance No. 1206 the Rezone at approximately 146 North 1st West from High Density Residential 1 (HDR1) to High Density Residential 2 (HDR2); Council President Smith seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried B. Ordinance 1207 #18-00708 & 18-00709 – Rezone 150 E 2nd N from Central Business Center (CBC) to Mixed Use (MU) and a Conditional Use Permit (CUP) for Dormitory in a Mixed Use (MU) zone - Stephen Zollinger City Attorney Zollinger reviewed the rezone at 150 E. 2nd N. A map of the location was viewed on the overhead screen. He pointed out the access driveway that comes through to Clair & Dees store and their storage units. The Planning and Zoning Commission recommended that the zone change be granted; however, they recommended denial of the Conditional Use Permit for Dormitory housing. There was discussion regarding the CUP for the dormitory use in the Planning and Zoning meeting. He said there were some votes in favor of the Conditional Use Permit. Council Member Wolfe mentioned the general consensus at the Planning and Zoning meeting was that the CUP was denied because the applicant could not come up with a satisfactory way to meet the requirements to allow adequate parking and access to the property. City Attorney Zollinger said the applicant’s current plan ran into some issues when the property owner to the west indicated that they were not going to grant the applicant access. The applicant’s proposed layout to accommodate dormitory style housing would require access from the alleyway to the west. City Attorney Zollinger clarified the property owner to the west was not actually denying the applicant access; he was not going to respond to vehicles blocking the access easement. City Attorney Zollinger explained the applicant was in favor of the rezone without the approval of the Conditional Use Permit. Council President Smith asked for clarification regarding the access to the property. City Attorney Zollinger clarified the Planning and Zoning Commission left the applicant with the understanding that if they found a solution to allow access from the west to the property, the applicant could reapply for the dormitory use. Discussion regarding the Comprehensive Plan designation to the west of the rezone request. Council Member Mann asked for clarification regarding the access easement. He questioned if not having the easement would affect the rezone request. City Attorney Zollinger said the discussion with respect to the rezone was a deliberation as to whether the Mixed Use Zone was appropriate in that area. The property is going from a commercial use to a commercial use with residential. The easement was not a factor in the rezone; it pertained to the Conditional Use Permit. 10 Council Member Wolfe moved to rezone approximately 150 E 2nd N from Central Business Center (CBC) to Mixed Use (MU) and deny the Conditional Use Permit (CUP) for Dormitory in a Mixed Use (MU) Zone and consider Ordinance 1207 first read; Council Member Flora seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried C. Preliminary Plat #18-00699 East 7th North and Stonebridge St – Stephen Zollinger City Attorney Zollinger reviewed the Preliminary Plat for the East 7th North and Stonebridge Street development. Mayor Merrill indicated this area is developing quickly. This development will add additional traffic and cause traffic concerns when drivers are trying to make a left turn onto 2nd East. Council Member Busby asked if the city is reviewing the added costs for infrastructure and traffic issues these new developments could cause. City Attorney Zollinger explained development agreements are entered into with th e developers in the area as they complete the application processes. For this particular Preliminary Plat city staff is recommending that its approval be contingent upon Public Works acceptance. The Public Works Department had issues with the plat that needed to be corrected. The corrections are not reflected on this plat. The developers have indicated the changes will be made and submitted back to the Public Works Department. The department handles all of the development agreements and they also put togeth er the formula that dictates the amount that each of these developments will contribute for impacts to the infrastructure including the traffic signal. Council Member Mann asked if the development is community housing or are they going to be individual owned. City Attorney Zollinger said the development is townhome rentals. Public Works Director Davidson explained a traffic study is performed to determine the costs of infrastructure assessed to each development including sidewalks, curb, gutter and stop lights. 11 Council Member Flora moved to approve the Preliminary Plat at approximately East 7th North and Stonebridge Street with the condition that the plat met Public Works approval; Council Member Busby seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried 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: 1. 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) Council Member Mann moved to second read Ordinance No. 1208 the Rezone at approximately 250 E to 450 E 7th N from Central Business Center (CBC) to Medium Density Residential 2 (MDR2); Council Member Wolfe seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried C. Third Reading: Those items which have been second read: 1. Ordinance 1205 Intent to Create LID 48 – Keith Davidson ORDINANCE NO. 1205 AN ORDINANCE OF THE CITY OF REXBURG, IDAHO, CREATING LOCAL IMPROVEMENT DISTRICT NO. 48; DESCRIBING AND SETTING FORTH TH E BOUNDARIES OF SAID LOCAL IMPROVEMENT DISTRICT; PROVIDING FOR THE IMPROVEMENTS TO BE MADE THEREIN; APPOINTING AN ENGINEER TO PREPARE THE NECESSARY PLANS AND SPECIFICATIONS FOR THE WORK; AUTHORIZING THE ADVERTISING FOR BIDS FOR SAID WORK AS AUTHORIZED BY LAW; PROVIDING FOR THE PAYMENT OF COSTS AND EXPENSES OF SAID IMPROVEMENTS TO BE ASSESSED AGAINST THE PROPERTY WITHIN THE 12 DISTRICT BENEFITTED THEREBY AND THE METHOD OF ASSESSMENTS; PROVIDING FOR THE ISSUANCE OF LOCAL IMPROVEMENT DISTRICT BONDS AND WARRANTS; PROVIDING FOR RELATED MATTERS; AND PROVIDING AN EFFECTIVE DATE. Council Member Busby asked Public Works Director Davidson if he has received other comments regarding LID 48. Public Works Director Davidson said he received a letter from one of the property owners near the Madison Jr. High School indicating that the property could be redeveloped causing the sidewalks to be replaced after development occurs. The north section of the lot is where the sidewalk will be installed. Council Member Busby moved to third read and approve Ordinance No. 1208 to Create Local Improvement District No. 48; Council Member Flora seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried Mayor’s Business: Council President Smith mentioned today is Mayor Merrill’s birthday. Everyone wished him a happy birthday. 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 th e consent calendar for discussion in greater detail. Explanatory information is included in the City Council’s agenda packet regarding these items. A. Minutes from February 6th, 2019 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 Wolfe seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Wolfe Council Member Busby Council Member Mann Council President Smith The motion carried Adjournment 7:49 P.M. APPROVED: ________________________________ Jerry Merrill, Mayor Attest: _____________________________ Marianna Gonzalez, Deputy City Clerk