HomeMy WebLinkAboutCouncil Minutes - August 19, 2020
Mayor Jerry Merrill
Council Members:
Christopher Mann Jordan Busby
Mikel Walker Tisha Flora
Brad Wolfe Bryanna Johnson
City Staff:
Stephen Zollinger – City Attorney
Matt Nielson – Finance Officer
Keith Davidson – Public Works Director
Alan Parkinson – Planning & Zoning Administrator
Scott Johnson – Economic Development Director
Deborah Lovejoy – City Clerk
6:30 P.M. City Hall
Council Member Walker said the prayer.
Council Member Johnson led the pledge.
Roll Call of Council Members:
Attending: Council Member Flora, Council Member Johnson, Council Member Mann, Council Member Wolfe, Council Member Walker, Council President Busby and Mayor Merrill.
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.
Presentation: Police Department Presenting Plaques to Kurt Harmon, Trent Cichos, and Austin Smith for Contributions to the Dare Program and Rex Fullmer for Service to the Community.
Presentation of POST Graduation Certificates to Officer Jeffrey Terrones and Welcome New
Employee – Erin Telford PD Administrative Assistant.
Police Chief Turman presented a plaque of appreciation to Kurt Harmon the owner of Ray’s Chevron and BarberPop Shop. He has continued the tradition of allowing the Rexburg Police Department
to host the D.A.R.E Program Carwash Fundraiser at Ray’s Chevron. The proceeds collected from the carwash have helped fund the D.A.R.E. Program.
Police Chief Turman presented a plaque of appreciation for supporting the D.A.R.E. Program to Austin Smith with Woody Smith Ford. A plaque was also presented to Trent Cichos the owner
of McDonalds for his support of the D.A.R.E Program. An appreciation plaque was presented to Rex Fullmer for his support of the D.A.R. E. Program. Mr. Fullmer has been employed by the
Madison School District for 38 years and was the principal for the Madison Jr. High School for five years.
Police Chief Turman reported Police Officer Terrones has completed the Peace Officers Standards and Training Program and he presented Officer Terrones with his POST Graduation Certificate.
Officer Terrones also received the Marksman Certificate with a 97% accuracy rate.
Council President Busby asked new city employee Erin Telford to introduce herself. Mrs. Telford said she worked for the Madison School District for the last 10 years. She introduced
her husband Corey Telford and her three younger sons. She and her husband have a total of six children and identical twin grandsons born in May.
Committee Liaison Assignments for 2020:
A. Council Member Mann: M.E.P.I. · Legacy Flight Museum · Planning & Zoning
Council Member Mann reported Planning and Zoning met last Thursday. He asked the City Council Members to review the Planning and Zoning packet for the upcoming City Council Meeting because
there is going to be an appeal to a decision made by the Planning and Zoning Commission.
B. Council President Busby: Cultural Arts/Museum · School Board · M.U.S.I.C.
Council President Busby reported he met with Cultural Arts Director Jed Platt regarding upcoming Cultural Art Events. He was informed most of the events are being scaled back due to
the Covid-19 Pandemic. The Celebrate You Event was held yesterday. There were about 350 participants in the community art mural at the Celebrate You Event.
Council President Busby gave an update on the Romance Theater remodel. The walls have been erected and the new plumbing has been installed. The completion date of the remodel is scheduled
for November. He mentioned Museum of Rexburg Curator Alisha Tietjen is requesting stories about the Teton Dam Flood from residents to compile for the 50th anniversary of the flood.
The museum fall hours will be changing; however, the hours have not been verified. The preservation and maintenance schedule for the tabernacle is being planned and there will be limited
access to the tabernacle during that time. A grant to design a heating, ventilation and air conditioning system for historic building was award to the city for the tabernacle.
Council President Busby reported the School Board will meet tomorrow. There is an operational levy which will be voted on August 25th, 2020. The new field house being constructed by
the Madison High School is on schedule; it will be a great addition to the community. He said the M.U.S.I.C. committee has not met.
C. Council Member Walker: MYAB · Emergency Services · Traffic & Safety
Council Member Walker reported the Mayor’s Youth Advisory Board has not met. They will begin meeting after Potato Harvest. The Emergency Services Board met. There are four fire engines
in California to assist with the wildfires and a water tender is stationed at a Utah fire. A total of 14 personnel members are at those fires to operate the five apparatuses. The medical
trailer was sent out to a fire in Colorado. He said Traffic and Safety has not met.
D. Council Member Johnson: Trails · Beautification · Rexburg Free Clinics Board
Council Member Johnson reported she met with Economic Developer Torres regarding additional bike paths for residents who commute to work on a bicycle. The Beautification Committee has
not met, they will meet next Thursday. The Rexburg Free Clinics Board met; however, she was unable to attend the meeting.
E. Council Member Flora: Parks & Recreation · Urban Renewal Agency · GIS Oversight
Council Member Flora reported the dog park is under construction. The dog park should be completed this coming fall. City Staff is applying for a grant for restrooms and parking lot
to be built at the dog park. The grant application will be submitted by the end of September. The baseball quad is also under construction; however, slightly behind schedule for the
planting of the grass.
Council Member Flora reported she spoke with Recreation Director Crowther regarding the splash pad’s slide. There is a crack in one of the slides. They tried to fix the crack; however,
it did not work and the slide was remove and that section of the splash pad has been blocked off. She said Recreation Director Crowther is trying to contact the company that makes the
slides to order a new one. The Recreation Department is also seeking volunteers for the Teton Dam Marathon. A form for volunteers to sign up is available on the city’s website.
Council Member Flora reported the Recreation Department participated in the Celebrate You Event at Porter Park. They used the equipment from the Foamy Five K to have a foamy area for
kids to play in at the event. They are finishing the Fall Recreation Guide to distribute to residents.
Council Member Flora reported the Urban Renewal Agency is continuing with the process to create the new Urban Renewal District. A list of goals for the new district have been finalized.
F. Council Member Wolfe: Airport Board · Golf Board · Police
Council Member Wolfe reported the Airport Board has not met. The Golf Board met last week at the Teton Lakes Golf Course to review the deck area. The plan was to extend the deck to allow
for storage underneath; however, the deck is in poor condition. City staff is working on bids to demolish the existing deck. The deck will serve two purposes one to hold larger gatherings
and the
second as a golf cart storage. Golf Pro Cameron Garn will be replacing Duffy McFarland this coming season.
Council Member Wolfe said the Police Department is doing well. He expressed his appreciation for the Police Department.
Staff Reports:
Community Development: Bret Stoddard
Building Official Stoddard reviewed the building valuation report for the month of July. The Building Department has been busy this year. The public portal has been operating for about
a year and half. They anticipated about 70% of the public would use the public portal. The 70% has been exceeded. Currently, 88% of the public is using the public portal to submit building
applications.
Building Official Stoddard reported he has received good feedback regarding the plan review software the Building Department uses. The name of the software is Digi-Plan, it was entirely
implemented in May.
Human Resources: Presentation of a 457(b) State Sponsored Retirement Plan to add to Employee Benefits – Terri Hill
Human Resources Director Hill reviewed the 457 (b) State Sponsored Retirement Plan. This plan is an additional plan similar to the 401k Plan. The advantage to the 457 (b) Plan is it
gives city employees the possibility of saving for the future. The plan will increase the amount the employee is saving for retirement. She said another benefit of the 457 (b) Plan
is an employee would be able to immediately participate in the plan upon being hired without a waiting period. This plan is augmenting the 401k Plan, it is not replacing the 401k Plan.
Discussion regarding the catch up years of the 457 (b) Plan. Finance Officer Nielson explained the plan allows the employee to double the amount set aside for retirement. Council President
Busby asked if there is a city match for this plan. Finance Officer Nielson replied no there is not a city match in funds with this plan. The plan is completely voluntary.
Human Resources Director Hill explained as an incentive for employees to sign up for the 457 (b) Plan the city could offer a onetime deposit of $100 for a 3% or more contribution and
commitment of 12 months to the plan.
Council Member Flora moved to approve to add 457 (b) State Sponsored Retirement Plan to the Employee Benefits Package and one time incentive deposit of $100; Council Member Walker seconded
the motion; Council President Busby asked for a vote:
Those voting aye Those voting nay
Council Member Flora Council Member Mann
Council Member Johnson
Council Member Walker
Council Member Wolfe
Council President Busby
The motion carried
Finance: - Matt Nielson
Finance & Dashboard Report
Finance Officer Nielson reviewed the Expenditure Budget Summary Report.
Finance Officer Nielson reviewed the Revenues Budget Summary Report.
Finance Officer Nielson reviewed the Cash and Investments Balance Report. There will a review of the city’s investment policy. The Investment Committee will meet to review the investment
parameters. In the
past it was accepted to apply restrictions on the different types of investments and on the percentage of funds allocated to those investments because of the particular investment market.
In today’s market those restrictions do not apply. A thorough review of those parameters will be reviewed and brought back before City Council.
Finance Officer Nielson reviewed the Treasurer’s Expenditure Report. Council President Busby asked if the Golf Course will be able to payback some of the construction loan with the increase
of revenues they have received. Finance Officer Nielson replied he expects all of the revenues collected will be applied to the expenditures and there will be an operations loss.
Certification of Fiscal Year 2021 Budget (L-2) Including the 3% Administration Fee
Finance Officer Nielson explained the L-2 is the document he fills out every year to certify the city’s budget amount. Once the document has been fill out it is sent to the County Clerk,
the County Clerk will then send it to the state. The state determines the amount of taxes assessed to the city’s property owners. He said this year there is a new L-2 form. The form
is different because the city has elected to take the public safety money from the state. There are several items listed on the form that are going to change one being the amount of
money received from the onetime tax relief it has not been determined. He reviewed the different amounts in the Analysis of Estimated One Time Property Tax Credit.
Public Works: - Keith Davidson
Contract Approval for Electrical Improvements at Three Well House/Booster Pump Buildings
Public Works Director Davidson explained entering into an agreement with Bradley Engineering/Chartered on the renovation design of Water System – Well 1 and 6, low and high booster pump
stations.
Council Member Johnson moved to approve the Contract with Bradley Engineering/Chartered on Project – Water System – Well 1 and 6, low and high Booster Pump Stations Renovations; Council
Member Walker seconded the motion; Council President Busby asked for a vote:
Those voting aye Those voting nay
Council Member Flora None
Council Member Johnson
Council Member Mann
Council Member Walker
Council Member Wolfe
Council President Busby
The motion carried
Direct Communications Lease Agreement Review
Public Works Director Davidson reviewed the location and a picture of the Direct Communication’s “hut” trailer. The city would lease the ground to Direct Communications and a concrete
pad would be poured to sit the trailer on. He said he has not determined the monthly lease amount to charge Direct Communications.
Council President Busby asked about the issues with the recent snow blower the city purchased. Public Works Director Davidson replied there were issues with the attachment points on
the blower that need to be retrofitted.
Council Member Johnson said she received complaints from two different residents regarding their water being turned off due to construction work near their homes. When the water was
turned back on the water left in their appliances flooded the floor. Public Works Director Davidson explained during the process of jetting the sewer lines if the home’s roof vents
are clogged the pressure will cause the water to explode out of toilets and floor drains. When water is exploding out of faucets the cause is different. He said if the water valves
are turned off to quickly it can cause a spike in pressure and broken valves sending excess water into household appliances. City employees are trained to not turn off the water valves
quickly.
Mayor’s Report:
Public Hearing 7:00 P.M. – Resolution No 2020 – 15 To Accrue Forgone Property Tax From Fiscal Year 2021 – Matt Nielson
Finance Officer Nielson reviewed Resolution 2020-15.
Resolution to Accrue Forgone Property Taxes from Fiscal Year 2021
Resolution 2020 - 15
WHEREAS, the City Council desires to maintain the overall quality of life experienced by its constituents; and
WHEREAS, the City Council desires to accrue forgone property taxes in the amount of $158,351, which will allow such forgone amount to accumulate until a subsequent year when the City
may need to levy all or part of the forgone amount to cover the cost of the services provided by the City; and
WHEREAS, the City Council has provided required notice and held a public hearing in regards to the accrual of forgone property tax.
NOW THEREFORE, be it resolved by the Mayor and the Council of the City of Rexburg, effective August 19, 2020 that $158,351 forgone property tax will be accrued and may be added in part
or full to a future year through its property tax levying authority.
In order to add part or the full accrued forgone amount to a subsequent budget, The City will be required as per House Bill 474 to publish notice and hold a public hearing and adopt
a resolution stating the governing board’s intent to use the foregone levying authority, the amount of forgone revenue to be included in the tax levy for that fiscal year, and the purpose
for which the forgone revenue will be used. A copy of such resolution must be filed with the County Clerk and the Idaho Tax Commission when certifying its property tax levy to the
county using forgone levying authority.
PASSED BY THE CITY COUNCIL AND APPROVED BY THE MAYOR THIS __ DAY OF AUGUST, 2020.
_______________________________________
Jerry L. Merrill, Mayor
ATTEST:
_________________________________
Deborah Lovejoy, City Clerk
Finance Officer Nielson explained if City Council decides to accept the public safety money from the state one of the stipulation is the city cannot raise the property taxes or budget
by 3%. The 3% is equivalent to $158,351. This Public Hearing was advertised for the purpose of allowing the city to put the 3% into forgone. The forgone is not actual cash it’s the
ability to add the forgone amount into the city’s budget in a subsequent budget year. He described the forgone amount as a savings, if all or a percentage of the forgone amount is needed
next year it can be added to the budget. When City Council decides the forgone amount is needed the process will include a public hearing, a reason why the amount is needed and an approval
of a resolution to include in the budget.
Finance Officer Nielson continued to explain if City Council decided to not approve the resolution to accrue forgone property tax then the 3% increase and the opportunity to add the
3% to the city budget in subsequent years disappears.
Council Member Wolfe asked who pays the $158,351 and what happens to that amount if City Council elects not to accrue forgone. Finance Officer Nielson said the $158,351 is paid by city
property owners in property taxes. The amount wouldn’t be collected from the tax payers until the city certifies the amount in its levy using the L-2 form from the state. The city would
never levy the $158,351 amount this year or subsequent years from here on out.
Council Member Flora explained City Council has a duty to be fiscally responsible to have the funds needed to provide adequate infrastructure on an already lean budget. Council Member
Busby asked if the tax payers are receive a 6% relief in property taxes. Finance Officer Nielson said the relief amount still needs to be determined; however, the tax payer would be
receiving the onetime tax relief plus the 3% in forgone. The forgone amount could be kept up to 10 years before the city uses that amount.
Discussion regarding the process of using the forgone amount. Council Member Wolfe clarified the 3% forgone amount is not being collected from the tax payers, it is being set aside to
possible collected in future years.
Council President Busby opened the Public Hearing
Public Testimony in favor of the proposal (5-minute limit):
Public Testimony in neutral to proposal (5-minute limit):
Public Testimony opposed to the proposal (5-minute limit):
Council President Busby closed the Public Hearing for deliberations.
Council Member Mann expressed his concerns with not electing to accrue the forgone and therefore binding future City Council Members to a leaner budget; however, he prefers to give tax
relief to the city tax payers. By not accrue forgone, it will force the city to limit the money being spent and give tax relief to the tax payers by not taking the relief back at a
later date. If the forgone could only be used for roads or safety he would be more in favor of accruing the forgone; however, that is not the case. He believes it will be a great gesture
to the community and to let them they as Council Members do care about the budget and their taxes.
Council Member Flora said the tax payer’s property taxes will increase next year. It is a onetime tax relief and City Council electing to accrue forgone doesn’t mean they don’t care
about the budget or the tax payers. She indicated regardless of City Council’s decision to approve or not approve the resolution the tax payer’s taxes will increase next year. The forgone
is allowing a future City Council to use the forgone percentage set aside if need be to provide the services our residents need.
Council Member Walker expressed his concerns with not accruing forgone and the effect that could have in the future on the city’s budget to fund street projects and other needed infrastructure.
Council Member Wolfe said he has the same concerns as Council Member Mann with the use of the
forgone. If the forgone could sole be used for street projects he would be more inclined to allow the accrual of forgone. Council Member Flora said the current Council Members need to
trust future Council Members on the use of the forgone.
Council Member Walker moved to approve Resolution No. 2020 – 15 To Accrue Forgone Property Tax Form Fiscal Year 2021; Council Member Johnson seconded the motion; Council President Busby
asked for a vote:
Those voting aye Those voting nay
Council Member Flora Council Member Mann
Council Member Johnson
Council Member Walker
Council Member Wolfe
Council President Busby
The motion carried
Items for Consideration: NONE
Calendared Bills:
Second Reading: Those items which have been first read:
Ordinance No 1235 Fiscal Year 2020 Budget Amendment
Ordinance No. 1235
Amend Ordinance 1215 Fiscal Year 2020 Appropriation Ordinance
AN ORDINANCE OF THE CITY OF REXBURG, IDAHO, AMENDING ORDINANCE NO. 1215, THE APPROPRIATION ORDINANCE FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2019 AND ENDING SEPTEMBER 30, 2020: APPROPRIATING
ADDITIONAL MONIES THAT HAVE BEEN OR ARE TO BE RECEIVED BY THE CITY OF REXBURG, IDAHO, AND BUDGET REDUCTIONS IN THE NET SUM OF $3,380,000 AND PROVIDING AN EFFECTIVE DATE.
Council Member Flora moved to approve Ordinance No. 1235 Fiscal Year 2020 Budget Amendment and consider second read; Council Member Wolfe seconded the motion; Council President Busby
asked for a vote:
Those voting aye Those voting nay
Council Member Flora None
Council Member Johnson
Council Member Mann
Council Member Walker
Council Member Wolfe
Council President Busby
The motion carried
Third Reading: Those items which have been second read:
Ordinance No 1233 Rezone 790 & 796 Barney Dairy Rd #20-00347 from Rural Residential 1 (RR1) to Low Density Residential 2 (LDR2) Zone – Alan Parkinson
ORDINANCE NO 1233
Rezone Approximately 790 and 796 Barney Dairy Rd, Rexburg, Idaho to Low Density Residential 2 (LDR2)
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 Wolfe moved to approve Ordinance No. 1233 the Rezone at 790 & 796 Barney Dairy Road from Rural Residential 1 (RR1) to Low Density Residential 2 (LDR2) Zone and consider
third read; Council Member Flora seconded the motion; Council President Busby asked for a vote:
Those voting aye Those voting nay
Council Member Flora None
Council Member Johnson
Council Member Mann
Council Member Walker
Council Member Wolfe
Council President Busby
The motion carried
Mayor’s Business: Ratify Heidi M Anderson as a Member of the Parks Committee
Council President Busby said he spoke with Mayor Merrill and was informed by the Mayor to recommend Heidi Anderson be appointed to the Parks Committee.
Council Member Flora moved to ratify the appointment of Heidi M. Anderson to the Parks Committee; Council Member Johnson seconded the motion; Council President Busby asked for a vote:
Those voting aye Those voting nay
Council Member Flora None
Council Member Johnson
Council Member Mann
Council Member Walker
Council Member Wolfe
Council President Busby
The motion carried
Consent Calendar: The consent calendar includes items which require formal City Council
action, however they are typically routine or not of great controversy. Individual Council members may ask that any specific item be removed from the consent calendar for discussion
in greater detail. Explanatory information is included in the City Council’s agenda packet regarding these items.
Minutes from August 5, 2020 meeting
Approve the City of Rexburg Bills
Council Member Johnson moved to approve the Consent Calendar containing the minutes and city bills; Council Member Walker seconded the motion; Council President Busby asked for a vote:
Those voting aye Those voting nay
Council Member Flora None
Council Member Johnson
Council Member Mann
Council Member Walker
Council Member Wolfe
Council President Busby
The motion carried
Adjournment 8:07 P.M.
APPROVED:
________________________________
Jerry Merrill, Mayor
Attest:
_______________________________
Marianna Gonzalez, Deputy City Clerk