HomeMy WebLinkAboutCouncil Minutes - December 02, 2020
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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:
A. Community Development: - Bret Stoddard
1. 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.
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 02, 2020
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B. Finance: Matt Nielson
1. 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 gran t 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 11 th. 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 recomme nd 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.
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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.
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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
1. 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.
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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:
A. 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.
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B. 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
C. 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
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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
D. 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.
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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
E. 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.
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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:
A. 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
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B. 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.
A. Minutes from November 18, 2020 Meeting
B. 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