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HomeMy WebLinkAboutCouncil Minutes - February 02, 2022 Mayor Jerry Merrill Council Members: Robert Chambers Jordan Busby Mikel Walker Tisha Flora Colin Erickson 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 Erickson said the prayer Council Member Chambers led the pledge Roll Call of Council Members: Attending: Council Member Flora, Council Member Johnson, Council Member Chambers, Council Member Erickson, and Mayor Merrill. Council Member Walker joined online from Mexico. Council President Busby asked to be excused. Welcome New City Employee: Emma Howe – Fire Department Mayor Merrill asked Emma Howe to introduce herself. Emma Howe said she started 2 weeks ago. She grew up in California. She attended BYU-I and just graduated. Mayor Merrill asked for the agenda item #6 Staff Reports, A. Finance, item #3 be moved to beginning of the agenda. Budget Adjustment to Consider Hiring 3 Full-Time Employees in Emergency Services by April 1, 2022 Assistant Fire Chief, Troyce Miskin gave some background information as to why they are asking for this change now. Normally they would ask for additional people during budget reviews. They would like to move up their request for three additional full-time employees. It’s been five years since they requested an increase in personnel. Due to much growth in Rexburg and Madison County, they have become very busy. They need critical care fire fighters. The demand is high and there are few people with the correct certifications. They have several employees that they are training currently. They have invested in them to go to paramedic school and to become firefighters. The whole process to get employees to where they need to be to become a full-time certified paramedic/firefighter takes about 3 years. Given the climate, there is a lot of need in other fire departments as well, so their trainees are looking for jobs everywhere. They would like to keep the trainees that they have already invested time and training with on their staff long term. In November they did a hiring test and created a hiring list with plans to hire some of them in October 2022; however, the people on the list are getting offers from other fire departments. If they lose these people, they will need to spend three more years training new ones. Finance Officer Nielson explained that there are three entities involved with overseeing the fire department: the Ambulance District, the Fire District and the City of Rexburg. It is a joint agreement, which is great because it saves the community a lot of money. Officer Nielson reviewed the Budget Adjustment to consider hiring 3 full-time employees in Emergency Services by April 1, 2022. It would be about $110,000 on an annual basis per person. The Fire District would pick up 17% of that cost, the Ambulance District would pick up 48% and the city 35%. The cost for three new full-time employees for one year would cost the city $116,000. To hire the employees in April, it would come to $58,000 for Fiscal Year 2022. The Fire District and Ambulance District will need to approve this request as well. The General Fund would have to cover $58,000 from contingency. There would still be $159,000 left in contingency. Discussion about contingency and general fund.  Council Member Erickson has concerns that we are stepping over budgets by asking for contingencies. He asked if the fire department could hire 2 personnel instead of 3. Chief Miskin said two of their trainees have offers from other agencies and another one could get an offer any time. Every fire department is eagerly looking for people who already have training. They don’t want to lose these three people who already have training. Council Member Erickson asked if these employees are already trained as paramedics. Chief Miskin replied not everyone on their list is a paramedic, but they have all started in paramedic schooling and four of them will have their paramedic certification in one year. Council Member Flora asked why they need three new full-time employees. Chief Miskin explained that staffing is broken into three shifts. Each shift needs one position added, which would be one additional person per day. Council Member Chambers supports this request. He asked if the City is the first of the three entities to be asked to approve the request. Chief Miskin replied yes, the others will be meeting soon. The approval of this request is contingent upon all three entities agreeing. Mayor Merrill indicated that he would like to approve this request and let the Fire Department make the offers to these three personnel as soon as they need to, even if it is before April 1st and let the Fire Chiefs manage the money by making cutbacks in other areas to fund the new employees. Chief Miskin said he appreciates that very much and he is certainly willing to work with Officer Nielson to get funding arranged so that they can hire the new personnel as soon as possible. Council Member Chambers moved to approve the Budget Adjustment to Hire Three Full-Time Emergency Services Employees and make the money available as soon as necessary and that it be contingent upon the other entities approving as well; Council Member Erickson seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker The motion carried. 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. Mary Jackson of Rexburg wrote a letter to the Council Members and Mayor. She read the letter.       Presentation: Watt Smart Business Grant for $311,392.20 from Rocky Mountain Power for Wastewater Blower Project – Tim Solomon Tim Solomon with Rocky Mountain Power reviewed the Watt Smart program. The program provides technical assistance and incentives to upgrade equipment and lighting. Mr. Solomon posed the question, “Why would we help support and pay for upgrades that will use less of the product we sell?” If they can get people to use less energy, they don’t have to build more transmission generation. In the last five years, Watt Smart business in Idaho, Utah and Wyoming has saved 990 million kilowatt hours and issued $101 million dollars in incentives. Steve Nagle with Cascade Energy thanked the people he has worked with at the city including Justin Beard and Keith Davidson. Starting three years ago, his company began providing training to the employees in the water department on ways to save energy. The city completed two big projects in 2021. One was upgrades to the culinary water wells and the other was to replace some equipment at the wastewater plant. There will be a second phase at the wastewater plant soon. Tim Solomon said the amount of the check they are presenting is more than what is written on the agenda. He had all the council members and mayor come in front of the dais and presented a large check for $342,090.55. Pictures were taken.  Robert Chambers, Colin Erickson, Bryanna Johnson, Tisha Flora, Jerry Merrill, Tim Solomon, Steve Nagle (Mike Walker on iPad) Staff Reports: Finance: - Matt Nielson Officer Nielson reminded council about the audit meeting on Feb. 14th at 12:00. Budget Adjustment for Citizen Lab, a Community Engagement App Finance Officer Nielson reviewed the Budget Adjustment for the Citizen Lab a Community Engagement App. The Economic Development Department would like to engage the community more. This app will allow them to do that. It is an engagement tool that allows you to interact with community members in different ways, from polls to surveys to projects, etc. The software keeps everyone’s information so that the city can reach back out after the fact. He feels like this is a good tool to have this level of engagement. Paying for three years up front gives us a discount. The first year would be $15,000 for initial set up and then the next two years would be $10,206 each. It would be paid out of the Economic Development Department, but it would be available to all departments. Assistant Director Torres explained that this tool has the ability to guide the conversation. This app allows people to make suggestions and staff can reply and follow up on their suggestions. It also allows project timelines to be shared throughout the process. This tool allows staff to be more responsive to the citizens. Mayor Merrill thinks this is a good value since some software programs charge $20,000 to $30,000 per survey. This app includes a survey tool that can be used any time. Council Member Flora ask who will oversee running and responding to the app. Assistant Director Torres said it will be run under the Economic Development Department and supervised by Sarah Kennett-Cromwell, the Social Media Strategist. Every department will be able to use it. Council Member Chambers likes the idea. He asked if this offers good questions for the surveys. Mr. Torres said there is a person, Amanda, who will work with them through the life of the program. She is a survey expert. Council Member Flora asked about the accessibility of the app. Assistant Director Torres said it will be available through the city website and social media. Council Member Johnson asked if it’s an app that people can download onto their phones. Assistant Director Torres replied that it’s not actually a downloadable app, but it is a mobile friendly website. Council Member Erickson likes the idea. He likes being able to communicate with the citizens and suggested putting the app in the newsletter to advertise it.  Council Member Erickson moved to approve the Budget Adjustment for the Citizen Lab a Community Engagement App; 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 Chambers Council Member Erickson Council Member Walker The motion carried. Grant Acceptance from INL for Economic Development Maker Space Finance Officer Nielson explained the grant from INL for $15,000 was awarded through our 501(c)(3) so it will need to be moved to the appropriate fund. He reviewed the Budget Adjustment for the Economic Development Maker Space. The budget adjustment is needed to transfer the grant funds into the entrepreneurial fund.  Council Member Flora asked about the tools and noise inside the new Maker Space. Will that interrupt things at City Hall? Assistant Director Torres said they have been using tools already and have not had any complaints. Discussion about who will supervise the Maker Space. Council Member Flora moved to Accept the Grant from Idaho National Laboratory (INL) for the Economic Development Maker Space and approve the Budget Adjustment for the Economic Maker Space; Council Member Johnson seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker The motion carried. Public Works: - Keith Davidson University Blvd & Mikan Drive Turn Lane Bid Acceptance Public Works Director Davidson reviewed the bids received for the University Boulevard and Mikan Drive turn lane project. The low bid was received by Sunroc DBA Depatco. He recommended Sunroc be awarded the bid.  Council Member Johnson moved to approve the low bid of $116,860.00 from Sunroc DBA Depatco for the University Boulevard and Mikan Drive turn lane; Council Member Chambers seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker The motion carried. Water Source Protection Grant Acceptance from DEQ for $10,000 to Abandon the Old Hand Dug Well Under the Building Maintenance Shop at the Corner of 2nd E and 1st S Public Works Director Davidson explained the well to be abandoned and the grant award from DEQ. He asked Council for approval to accept the grant and move forward with the project. Council Member Chambers moved to approve the Water Source Protection Grant from the Department of Environmental Quality for $10,000 to Abandon the Old Hand Dug Well under the Building Maintenance Shop at the Corner of 2nd E and 1st S; Council Member Erickson seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker The motion carried. Surplus 8 filing cabinets Public Works Director Davidson reported there are eight cabinets needing surplused. Council Member Johnson asked if the free clinic could have them.    Council Member Erickson moved to approve the Surplus the 8 filing cabinets; 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 Chambers Council Member Erickson Council Member Walker The motion carried. Director Davidson would like to have a work meeting on March 2 regarding the transportation study. Council Member Chambers asked about the crosswalk on 7th South where a Pedestrian/Vehicle accident occurred recently. Are there any upgrades planned for that crosswalk? Attorney Zollinger indicated that there is outstanding litigation pending on that matter so no discussion can take place at this time. Council Member Flora asked about all the grants that we have been receiving. How are we able to get so many grants? Is Mary Flanary, the Grant Writer, getting all these grants? Director Davidson said it’s a combination of different places. Grant Writer Flanary looks for grants and some are routine every year. Mayor Merrill explained that Mrs. Flanary has ones that she applies for every year plus she looks for other grants. Each department looks for grants. Mrs. Flanary does research on various grants as they come up to see if they will work. Mary is the point person on getting those prepared and submitted. Council Member Flora said she knows grants are tough, so she appreciates all the efforts from everyone. Mayor Merrill told the council members about the grant meetings each month. They are all welcome to attend. Mayor’s Report: Mayor Merrill reported he will be gone next week on vacation. If anyone needs anything they can see him before Friday. He asked Brett Crandall, the BYU-I liaison to the City of Rexburg, to present the enrollment numbers for this semester. Brett Crandall, BYU-I Public Affairs Director, presented the enrollment numbers for the Winter 2022 semester. On campus, they have enrolled 18,425 students with an additional 5,278 campus-based students. Campus-based students are ones who may be doing an internship or online classes. The total enrollment is 23,703 with 20,000 living here in Rexburg. That’s 3,000 more than last winter and 3,000 less than in the fall. Demographic breakdown shows 50.8% male 59.2% female and 24% married. Council Member Flora asked about housing. Do they track how much is available and if we are meeting those demands? Mr. Crandall said those numbers are closely tracked. They know how many approved units there are, and they keep track of occupancy. Council Member Flora asked about the large BYU-I student approved complex that is now being sold as condos and how that will affect bed count compared to how many are enrolled. He has not received official word that that is happening. Item for Consideration: City Staff Recommendation to approve destruction of Building Plan hard copies that have been archived digitally in the City's designated records archive system. Designated as Resolution 2022 - 02 if motion passes - Deborah Lovejoy Council Member Flora moved to approve Resolution 2022 – 02 City Staff Recommendation to approve destruction of Building Plan hard copies that have been archived digitally in the City's designated records archive system; Council Member Chambers seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker The motion carried. Planning and Zoning recommendation to approve a rezone at approximately 155 N 1st W from Light Industrial (LI) to High Density Residential 1 (HDR1) #21-00955. Designated as Ordinance No 1275 if Motion Passes and Considered 1st Read – Alan Parkinson Planning and Zoning Administrator Parkinson reviewed the rezone request at approximately 155 N 1st W from Light Industrial (LI) to High Density Residential 1 (HDR1). ORDINANCE NO. 1275 Rezone Approximately 115 North 1st West from Light Industrial (LI) to High Density Residential 1 (HDR1) 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 Erickson asked about the traffic safety survey plan. Has that been done? Planning and Zoning Administrator Parkinson said it will be before they build. Council Member Johnson asked if the study comes back with concerns, then what happens next? Director Davidson said the study looks at deficiencies and if there were any, the developer would need to take care of them before building. Council Member Johnson moved to approve Ordinance No. 1275 the rezone at approximately 155 N 1st W from Light Industrial (LI) to High Density Residential 1 (HDR1 and consider first read; Council Member Erickson seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker The motion carried. Calendared Bills: Second Reading: Those items which have been first read: NONE Third Reading: Those items which have been second read: NONE Mayor’s Business: Proclamation 2022-01 Arbor Day on May 18, 2022 Mayor Merrill read Proclamation No. 2022 – 01 2022 Arbor Day Proclamation. PROCLAMATION No. 2022 – 01 2022 Arbor Day Proclamation WHEREAS: In 1872, J. Sterling Morton proposed to the Nebraska Board of Agriculture that a special day be set aside for the planting of trees, and WHEREAS: The holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska, and WHEREAS: Arbor Day is now observed throughout the nation and the world, and WHEREAS: Trees can reduce the erosion of our precious topsoil by wind and water, lower our heating and cooling costs, moderate the temperature, clean the air, produce oxygen and provide habitat for wildlife, and WHEREAS: Trees are a renewable resource giving up paper, wood for our homes, fuel for our fires and countless other wood products, and WHEREAS: Trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community, and WHEREAS: Trees, wherever they are planted, are a source of joy and spiritual renewal, NOW, THEREFORE: I, Jerry Merrill, Mayor of the City of Rexburg do hereby proclaim May 18, 2022, as Arbor Day in the City of Rexburg, and I urge all citizens to celebrate Arbor Day and to support efforts to protect our trees and woodlands, and Further, I urge all citizens to plant and care for trees to gladden the heart and promote the well-being of this and future generations. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Rexburg to be affixed this 2nd day of February in the year of our Lord two thousand twenty-two. APPROVED: _____________________________ SEAL Jerry Merrill MAYOR ATTEST: ______________________________ Deborah Lovejoy REXBURG CITY CLERK Council Member Flora moved to approve Proclamation 2022-01 Arbor Day on May 18, 2022; Council Member Johnson seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker 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 January 19, 2021 Approve the City of Rexburg Bills Council Member Erickson moved to approve the Consent Calendar containing the minutes and city bills; Council Member Chambers seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Erickson Council Member Walker The motion carried. Council Member Erickson moved to go into executive session per Idaho Code 74-206(f) To communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated; Council Member Flora 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 Chambers Council Member Erickson Council Member Walker The motion carried. Executive Session Began 7:53 P.M. Executive Session Ended 8:40 P.M. Adjournment 8:41 P.M. APPROVED: ________________________________ Jerry Merrill, Mayor Attest: _____________________________ Mary Flanary