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HomeMy WebLinkAboutCouncil Minutes - December 02, 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 Mann said the prayer. Council President Busby led the pledge. Roll Call of Council Members: Attending: Council Member Flora, Council Member Mann, Council Member Walker, and Council Member Wolfe, Council Member Busby and Mayor Merrill. Council Member Johnson joined the meeting via Zoom. 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. NONE Staff Reports: Community Development: - Bret Stoddard Ordinance No 1240 Adoption of 2018 International Building and Fire Code as well as other Building and Development Codes with State of Idaho and City of Rexburg Amendments – Bret Stoddard and Corey Child Building Official Stoddard explained the State of Idaho through the legislative process has already adopted the 2018 International Building and Fire Code as well as other Building and Development Codes. The effective date of the amended codes will be January 1st, 2021. He reviewed several of the code amendments in the city’s ordinance. Council Member Walker moved to approve the Ordinance No 1240 the Adoption of 2018 International Building and Fire Code as well as other Building and Development Codes with State of Idaho and City of Rexburg and consider first read; Council President Busby seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Johnson Council Member Mann Council Member Walker Council Member Wolfe Council President Busby The motion carried Building Official Stoddard reviewed the Building Valuation Report for the month of November. / Finance: Matt Nielson Budget Adjustment and Discussion Regarding Financial software ERP Finance Officer Nielson mentioned the auditors are conducting the city’s annual audit this week. He said after completing the year-end closing entries of the General Fund Carryover, the forecast indicated finishing Fiscal Year 2020 at 39%, which is good. The prior year finished at 42%. Finance Officer Nielson referenced the email he sent to the Mayor and City Council Members regarding the denial of the grant from the States Care’s Act for the Financial Software. Council Members and Mayor, I will update you on progress for the RFP and be requesting a motion tonight to move forward with a budget adjustment and approval to negotiate contract with goal of doing so by end of December 2020. We were denied the grant, however, I believe we have found a way with some recent information/discussions from the State Controller’s Office to tap into the unallocated grant dollars from the State, Local, and Tribal Community (SLTC) Support Program (same place we have been getting funds for all COVID related approved reimbursements).  I don’t know the exact amount yet, but I believe we may be able to request as much as $667,000.  I will be working on that application process this week and will need to submit the request by December 11th.  If approved, it will be to cover the shortfall from the Public Safety/Health Payroll amounts not covered by the Governors Public Safety Initiative (GPSI) one time property tax relief to our residents.  I would suggest that if approved, we put that back into the general fund reserve to replace the dollars paid out already on public safety wages/benefits.  The general fund reserve has certainly been reduced and will be further reduced through Fiscal Year 2021.  You as a council can then consider how best to use those potential revenue sources. As you will see, we do have enough in reserve for the software in the general fund and we would recommend utilities to pay their proportionate share of up-front and ongoing maintenance fees as well. Reach out to me with any questions, lots of moving pieces with both the software requests and the potential grant dollars. Thank You Matt Finance Officer Nielson reviewed the proposed new Software Finance ERP System Presentation #2. The Finance Department would prefer to start the implementation process of the new software by December 2020. He mentioned the evaluation criteria for the Request for Proposal (RPP) and four different companies submitted an RFP. The Finance Department and other city employees have been participating in multiple demos and phone calls with all four companies. Council President Busby questioned the amount of time city staff participates in the demos. Finance Officer Nielson replied the demos and calls can last from one hour to five hours. / / / / Council President Busby questioned if the estimated cost for the software includes the hardware. Finance Officer Nielson said the cost includes some hardware; however, the cost is mainly going to be the software and it will be a mix of one time up front fees to purchase which is about $315,900. There will be on going maintenance fees which, in this case, the software is a cloud hosted model service. The maintenance fees will pay for all of the maintenance programs, cloud support, and the data back up. Finance Officer Nielson mentioned a five year contract for the software. The hope is to be able to receive at least 15 years of service. The estimated increase for the financial software is about $33,573. / / Finance Officer Nielson reviewed the Budget Adjustment for the finance software. / / Council Member Flora moved to approve the Budget Adjustment and to allow Mayor Merrill to sign contract(s)-5 Year once negotiations with Tyler Technologies for Munis Software are completed; Council President Busby seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Johnson Council Member Mann Council Member Walker Council Member Wolfe Council President Busby The motion carried Council Member Mann requested an update of the budget for Rexburg Rapids, the Romance Theater, Baseball quad and Recreation. Public Works: - Keith Davidson 2020 Sanitation Truck Bid Approval Public Works Director Davidson explained only one bid was received for the sanitation truck chassis and body. Council President Busby asked if the new truck will be replacing an older truck. Public Works Director Davidson replied the new truck will be replacing the older truck. The old truck will be used as a spare truck and eventually used as parts. Mayor Merrill mentioned the cost of the new sanitation truck is under budget. / Council President Busby moved to approve the low bid of $157,025 for the sanitation truck chassis from Schow’s Truck and Equipment and low bid of $91,550 for the sanitation truck body from Southwestern Equipment; Council Member Wolfe seconded the motion; Mayor Merrill 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 Council Member Mann asked about the crosswalk lights by Park Street Park. A concerned neighbor mentioned he can hardly see the lights turn on when people are crossing the road. Mayor Merrill indicated the lights are operational; however, they are not the rapid flash lights. Mayor Merrill mentioned there are two bushes on the south side of the roundabout on 4th West that are blocking the crosswalk signal. He asked for the property owner to be contacted to have the bushes trimmed or removed. Council President Busby said he has been approached by city residents regarding the streetlights being too dim and difficult to see. Public Works Director Davidson replied most of the lights have been upgraded to LED light. If there are areas where lights need to be enhanced to a brighter LED light that is an option. Mayor Merrill said the street lighting along 5th West needs to be inspected to determine where lights are needed or where they need to be enhanced. Public Hearing 6:50 PM: NONE Mayor’s Report: Mayor Merrill reported he listened to the National Covid-19 briefing today. They discussed how the FDA has issued emergency use permits for at home Covid testing. They also suggested to the people who have had Covid to donate plasma. Mayor Merrill reported he and Council Member Mann attended a ribbon cutting ceremony for a new business named Binary Cocoa. The business will eventually sell a signature hot chocolate; however, it is a game store. The owner has invented games he allows his customers to play for free and the store sales all types of board games. Mayor Merrill said he listened to a session of the Associated Tax Payers Conference. They discussed Property Tax Reform being an important topic at the legislative level and how it will affect cities and counties. He asked the Council Members to be as knowledgeable as possible on the proposals regarding Property Tax Reform. One of the proposals they had to assist with property taxes, is to create impact fees for schools. They encourage public/private partnerships for infrastructure. Items for Consideration: Resolution No 2020 – 26 Set Public Hearing to Create Local Improvement District 50 January 6, 2021 at 7:00pm – Keith Davidson Council President Busby asked if there is a way to insure every city resident included in Local Improvement District (LID) 50 has been notified. He suggested mailing a certified letter to the residents included in LID 50. Public Works Director Davidson explained the city follows the state statute regarding the LID notice to city residents. He said the notice is mailed to the address provided to the county assessor’s office. Public Works Director Davidson reviewed the survey results to reconstruct Park Street. There were only 14 residents that participated in the survey and out of the 14 residents, nine are in favor of narrowing the road. The city engineers will move forward with the plans to narrow Park Street. / / Council Member Mann moved to approve Resolution No 2020 – 26 Set Public Hearing to Create Local Improvement District 50 on January 6, 2021 at 7:00pm; Council Member Wolfe seconded the motion; Mayor Merrill 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 Council Member Johnson asked if the residents participating in an LID in the year 2022 have been notified. Public Works Director Davidson replied yes they were mailed a letter and an LID 101 class was held at City Hall and only one resident came to the class. Ordinance No 1243 Amend Development Code Ordinance 1200 Transitional Agriculture Zones 1 (TAG1) and 2 (TAG2) to Transitional Agriculture (TAG) Zone #20-00821 and other substantive and non-substantive items – Alan Parkinson / / Planning and Zoning Administrator Parkinson explained the request to amend the Development Code Ordinance 1200 Transitional Agriculture Zone 1 (TAG1) and Transitional Agriculture 2 (TAG2) to Transitional Agriculture Zone (TAG). When they reviewed both zones, they discovered the only difference between the two zones is TAG 1 Zone has a caretaker option and the other difference is the distance in the lot size. In TAG1 the frontage is 80 feet wide and in TAG2 frontage is 250 feet wide. The zones should be transitioning into Rural Residential 1 of 150 feet wide frontage because all of the other uses and requirements are identical in both zones. He recommended the zones be combined into one. Planning and Zoning Administrator Parkinson continued to explaine a lot size is traditionally two acres; however, two acre lots become a challenge for residents to water because only an acre and half can be watered from well water, the remaining half acre would need to be watered from a supplemental canal. He is recommending the lot size be changed to one acre with the option of having a large lot size. He said almost all of the TAG1 and TAG2 properties are in the city’s impact area. Planning and Zoning Administrator Parkinson mentioned the Planning and Zoning Commission expressed concerns with the frontage being 250 feet wide. After discussion, the P&Z Commissioners are recommending a reduction in the frontage to 180 feet wide which almost makes a square lot. The caretaker dwelling did not seem to fit with a change to a one-acre minimum. Council Member Mann expressed concerns with allowing one-acre lots in the city’s impact area. If these properties were annexed into the city, they would be required to connect to the city’s sewer system. Planning and Zoning Administrator Parkinson said when a property is annexed into the city they will be required to connect to the city’s sewer system when their septic tank fails. Council President Busby moved to approve Ordinance No 1243 Amend Development Code Ordinance 1200 Transitional Agriculture Zones 1 (TAG1) and 2 (TAG2) to Transitional Agriculture (TAG) Zone #20-00821 and other substantive and non-substantive items and consider first read; Council Member Walker seconded the motion; Mayor Merrill 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 Ordinance No 1244 Amend Development Code Ordinance 1200 to Repeal Technology and Office Zone (TOZ) #20-00661 and other substantive and non-substantive items – Alan Parkinson / Planning and Zoning Administrator Parkinson explained the request to repeal Technology and Office Zone (TOZ) and other substantive and non-substantive items. All of the parcels that were previously zoned Technology Office Zone (TOZ) have been rezoned to Community Business Center (CBC). There are no parcels within the city designated as TOZ. He is recommending the removal of the TOZ from the city’s Development Code. Council Member Flora moved to approve Ordinance No 1244 Amend Development Code Ordinance 1200 to Repeal Technology and Office Zone (TOZ) #20-00661 and other substantive and non-substantive items and consider first read; Council President Busby seconded the motion; Mayor Merrill 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 Ordinance No 1245 Rezone 215, 217, 219 and 225 N 3rd W from Low Density Residential 2 (LDR2) to Medium Density Residential 2 (MDR2) Zone #20-00816 – Alan Parkinson / Planning and Zoning Administrator Parkinson reviewed the rezone request for 215, 217, 219 and 225 N 3rd W from Low Density Residential 2 (LDR2) to Medium Density Residential 2 (MDR2) Zone and City Staff Report. Barry Bame said he is an engineer with Connect Engineering. The area he is requesting be rezoned is a transition area with a mix of Low Density, Medium Density and High Density Residential. The rezone request fits the city’s Comprehensive Plan. The property is across from a property that was recently rezoned to Medium Density Residential. / / / Council Member Walker moved to approve Ordinance No 1245 Rezone 215, 217, 219 and 225 N 3rd W from Low Density Residential 2 (LDR2) to Medium Density Residential 2 (MDR2) Zone and consider 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 Johnson Council Member Mann Council Member Walker Council Member Wolfe Council President Busby The motion carried Final Plat Approval 220, 224, 228 N 3rd W and Parcel RPRRXB10122970 #20-00407 – Alan Parkinson Planning and Zoning Administrator Parkinson said city staff has reviewed the final plat and all of the standard requirements such as; lot size, setbacks, road access, etc. have been met. Council Member Flora questioned the type of structures that will be built on the lots. Planning and Zoning Administrator Parkinson indicated single family homes and duplexes will be built on the lots. There is also a possibility of a four plex building. Mr. Bame said the site plan indicates two duplexes per lot so there would be four units per lot. / Council Member Flora moved to approve the Final Plat Approval 220, 224, 228 N 3rd W and Parcel RPRRXB10122970; Council President Busby seconded the motion; Mayor Merrill 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 Calendared Bills and Tabled Items: Second Reading: Those items which have been first read: Ordinance No 1242 North Central Urban Renewal Plan Approval / Council Member Mann moved to approve Ordinance No. 1242 North Central Urban Renewal Plan and consider second 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 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: NONE 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 November 18, 2020 Meeting Approve the City of Rexburg Bills Council President Busby 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 Johnson Council Member Mann Council Member Walker Council Member Wolfe Council President Busby The motion carried Executive Session – Roll Call Vote for Motion to Enter into Executive Session per Idaho State Statute 74-206(1)(b) To consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member, or individual agent, or public school student. Council President Busby moved to go into Executive Session per Idaho State Statute 74-206 (b)  To consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent, or public school student; 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 Johnson Council Member Mann Council Member Walker Council Member Wolfe Council President Busby The motion carried Executive Session started 7:42 P.M. Executive Session ended 8:18 P.M. Adjournment 8:19 P.M. APPROVED: ________________________________ Jerry Merrill, Mayor Attest: _____________________________ Marianna Gonzalez, Deputy City Clerk