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HomeMy WebLinkAbout2002.08.07 CITY COUNCIL MINUTES MINUTES OF THE CITY COUNCIL August 7, 2002 7:30 P.M. STATE OF IDAHO, ) County of Madison ) SS. City of Rexburg ) Present were the following: Mayor: Mayor Bruce Sutherland Council Members:Glen Pond Shawn Larsen Marsha Bjornn Paul Pugmire Donna Benfield Excused:Nyle Fullmer P&Z Administrator:Kurt Hibbert - Excused City Clerk:Blair D. Kay Finance Officer:Richard Horner PFC:John Millar City Attorney:Stephen Zollinger - Excused Pledge of allegiance. Approval of Minutes Glen Pond made a motion to approve the work meeting minutes of July 31, 2002. Shawn Larsen seconded the motion. All voted aye, none opposed. The motion carried. Non Controversial Items Added to the Agenda: Senior Sunbird’s Closing Social – Donna Benfield discussed the upcoming Social for the Senior Sunbirds. Mayor Sutherland would like to give them a key to the City. Mayor’s Reception - International Dance Festival - Thank You - Donna Benfield 1 Donna Benfield thanked the Mayor for a wonderful Mayor’s Reception. She commented that the Reception was the best one to date for the Dance Festival. Everyone had a wonderful time and appreciated the effort that the Mayor put into the occasion. It was very impressive to have all of the Mayors from the local communities attend the Reception. New Business: ? Vallinda Townhouses - Third Amended Plat Approval Mountain River Engineering ththth John Millar - Reviewed the third Plat on Vallinda Townhouses on 6 South between 4 and 5 West on the overhead screen. Each lot will have a four plex. Some modifications were made to the property lines for the lot divisions. Glen made a motion to approve the third amended Plat for Vallinda Townhouses, Marsha The motion carried. seconded the motion, all voted aye, none opposed. ? Budget Amendment - Richard Horner Richard Horner - Reviewed the amendments to the City Budgets for 2002. The County Emergency Services part of the Budget was added. The City is now handling all of the bills and expenses for the Ambulance and Fire Department. thth Discussion on having the Public Hearing on the 20. Paul Pugmire recommended the 4 of September, 2002 at 7:55 p.m. Paul Pugmire made a motion to amended the Emergency Services Budget as part of the City th Budget and have the Public Hearing on the 4 of September at 7:55 p.m., Shawn Larsen The motion carried seconded the motion, all voted aye, none opposed. . Historic Preservation Ordinance - Marsha Bjornn • Marsha Bjornn - Reviewed the proposed Historic Preservation Ordinance. Section Three and Section Six were modified to be similar to the Pocatello City Ordinance for Historic Preservation. Otherwise, this Ordinance is similar to the Sate Historical Preservation Ordinance that has been adopted by other Cities in Idaho. The Pocatello City Historic Preservation Ordinance identifies sections of the City as Districts. They have preserved the homes around the University as the University District. Paul Pugmire made a motion to have the First reading of the Rexburg Historical Preservation Ordinance, Glen Pond seconded the motion, all voted aye, none opposed. The motion carried. 2 Discussion on buildings in Rexburg that may come under the Historical Preservation Ordinance. Paul Pugmire - Reviewed conduct for use of buildings that are on the national registry. The rules for getting a building on the National Registry and the rules of conduct for the buildings on the National Registry are highly prescribed. Discussion on the process for defining Historic properties in Rexburg. Mayor Sutherland - Communities may have different historical values. What is historic to one Community may not have as much historical value to another Community. Marsha Bjornn - Some examples of historical site in City of Rexburg are the Tractor at Smith Park, the Fire Engine on Center Street, some Museum displays, and the Tabernacle. The new committee will take a survey of historic places and objects in the city for City Council review. Paul Pugmire - Thanked Marsha for her work on this Historical Preservation Ordinance. Mayor Sutherland - Thanked the Council Members for their work on the Recreation Ordinance. Shawn and Marsha were thanked for their efforts on this Ordinance. The Mayor asked the Council Members to provide names of people willing to serve on the Recreation Committee. AMET Parking Agreement - John Millar • John Millar - Reviewed the Lease Agreement with AMET. Stephen Zollinger and John met with AMET to discuss the possibility of developing a lease agreement for their parking lot. Parcel one They provided us with a proposed lease for parcel one and parcel two. is West of their building and South of their alley fence. It is currently used by residence Parcel two living above the main street stores. is directly West of their building and North of their alley fence with approximately 35 parking stalls. AMET has proposed a parking lot lease for these two parcels with the City that will run in 5 year increments with an automatic renewal clause every 5 years. The existing refuse containers located South of their building on the sidewalk can remain. The rental fee to lease the property would be $100.00 per year. The City would be required to keep the parking lot and the refuse area clean. The North side fence along the alley would be repaired by the City. AMET has requested that the City give them indemnification from liability issues that may arise that do not deal with their business. They have required the City to provide snow removal on the portion of the parking lots that the City is leasing from AMET. They will require the City to reserve 6 stalls on the North parking lot for their employees with AMET employee parking signs. The City will provide no parking signs for the gate area. John will seek clarification on the french drain issue and seal coating the area around the french drain or the entire parking lot. 3 John will seek clarification on Page 6, section 14 which states that the tenant will not increase Rexburg City taxes assessed against the Landlord property for the entire term of this lease. Mayor Sutherland - Thanked John Millar and Stephen Zollinger for their work on the project. Glen Pond - There is some concern with the size of alley and keeping the area maintained and cleaned. Discussion on the problem of parking cars in the alley and the area available for parking cars in the alley. Through traffic in this area is difficult due to the current parking practices in the alley. John Millar - Discussed negotiating with AMET to move the fence back to the North 5 or 6 feet. The street light location would be a good place to move the fence to the North. This would remove parking from the alleyway in that location. Jersey barriers placed in front of the fence would protect the fence from snow storage. Discussion on the location of the South property line for AMET. Discussion on removing parking stalls from the alley and allowing public use of the parking lots. The City would pay for the annual lease of $100.00. Paul Pugmire - Reviewed the original proposal and discussed the changes from the first proposal. John indicated that AMET needs to provide a secured parking compound for their business. Glen Pond - Discussed garbage truck access for garbage collection in the alley. Discussion on eliminating the parking stalls in the alley for safety reasons if the fence can not be relocated. The alley could have parallel parking for three or four stalls. Mayor Sutherland - This proposal is a good effort to solve the parking problems in the alley. This problem is not the problem of the City or AMET. This is a good effort from AMET to work with the neighbors to mitigate the parking congestion in the alley. There are a few points to be refined to solidify this parking lot lease with AMET. Glen Pond made a motion to pursue the lease with AMET, Donna Benfield seconded the motion, The motion carried. all voted aye, none opposed. Final Plat Approval for Rocky Mountain Way (PRD) - Kurt Roland • John Millar - Reviewed the final plat on the overhead screen. Planning and Zoning recommended approval conditional upon City Staff approval. Some of the area will be sold as individual lots with shared common areas. 4 th Glen Pond - Reviewed the location and the planned access to 5 West. All of the traffic will use th 5 West. The interior roads will remain private roads and they will be maintained by the by the Planned Residential Development. The Development boarders the Middle School to the West. Paul Pugmire - Discussed possible names for the interior streets of the Development. Shawn Larsen made a motion to approve the final Plat for the Planned Residential Development contingent upon City Staff approvals, Paul Pugmire seconded the motion, all voted aye, none The motion carried. opposed. Update on Projects: John Millar - Discussed the recent bid openings for City Projects. 1) Paving on an asphalt pad at the Treatment Plant was awarded to Zollinger Construction for approximately $46,000. The budgeted amount for this project was $80,000. th 2) Water line extension on 7 South going West under U.S. Highway 20. Low bidder was Edstrom Construction for approximately $63,000. It will extend a 12 inch water line th from Casper Avenue on 7 South to the West under Highway 20. Discussion on the names of roads in the area. Pioneer Road starts at Main Street and goes South. Airport Road goes to the North off Main Street. New signs were ordered for Pioneer ndnd Road, Airport Road, Highway 191, 2 South and 2 West. 3) LID 32 - Low bidder was Zollinger Construction at about 5% over the engineer’s estimate. John recommended awarding this project at the bid price. Marsha Bjornn made a motion to accept the bid from Zollinger Construction on LID 32 for $763,025.00. Discussion from John Millar on the areas covered by LID 32 for sidewalk additions or sidewalk replacements. Shawn Larsen reviewed the previous estimates for residents and discussed the need to notify the residents of the actual bid prices. John said the City Staff will notify the applicable residents of the bid amounts for their individual sidewalk projects. John indicated that about $200,000 to $300,000 of the LID 32 will be paid by the residents. Paul Pugmire seconded the motion, all voted aye, none opposed. The motion carried . 4) The South Rexburg Arterial Project was reviewed by John Millar. The Design Engineer has had meetings with the Canal Companies and property owners connected to the project. They have completed several of the traffic counts needed for the project. They are proceeding with preliminary design of the project. It is scheduled for Construction in 2004. 5 5) John met with Rich Ballou and a representative from a Christmas Light Company to review the different lighting plans available for the City. Rich Ballou and his group has gathered about $22,000 in donation for Christmas lighting in Rexburg. ASBYU donated $2,500 to the project. The program has been well received by the citizens. Shawn Larsen - Discussed year around lighting for other annual events. Light sizes and the number of lights included in a light set were reviewed. John Millar - Worked with ITD (Idaho Transportation Department) on the current proposal to include banners that would comply with the required clearances. Mayor Sutherland complimented John and his Staff on the work they have done this summer on the many City projects. 6) John will meet with the County Commissioners at 9:30 a.m. to discuss acquisition of sand for the City street sanding projects. Donna Benfield - Discussed the timing for putting four benches in the Parks. They are in the shop ready for assembly. The Staff is waiting for input on the location to put the new benches. They need to be assembled before they can be placed in the City Parks Marsha Bjornn - Discussed the four Basketball Standards donated from the Kiwanis Club. Two of the four standards are installed. John explained that the Kiwanis Club desires to expand the basketball court areas before completing the project. They will pursue raising more funds to complete the project. Committee Reports : City Governance Policy - Marsha Bjornn • Marsha Bjornn - Reviewed the Governance Policy that the City of Rexburg may be interested in adopting for the City of Rexburg. She mentioned having Customer Complaint Cards to be filled out by City Council Members for Staff to act upon. The card would contain the name of the person, the complaint, and the date. The request form would be returned to City Council indicating the resolution to the citizens request. If the citizen does not get a response from the Staff, the Council Member would call the citizen back to follow through with the request. The Governance Policy suggests that Fifty percent of the Council’s time should be spent on today’s issues and 50% of Council’s time should be spent on future issues. The Policy suggests having a sign up sheet for Public Hearings and those signing up first get to speak on the issue. A time limit of 15 minutes would be recommended for public input on an issue. 6 Mayor Sutherland - The NLC has amazing programs for City Government that are worthy of review. rdth Discussion on the upcoming meeting from the 3 to the 11 of December for the National League of Cities. The classes are very informative. Marsha Bjornn - Working on job descriptions for the Museum Board with the State Historical Museum on Main Street Society. The Smithsonian is sending around exhibits called to Cities under 20,000 residents. Only six cities in the State of Idaho qualify for the exhibits. Certain criteria must be met to receive the exhibits. Discussed ways to preserve exhibits in the museum. Marsha would like to get the Smithsonian exhibit to Rexburg City. The deadline is November 1, 2002. Traffic And Safety Committee Report - Donna Benfield • Donna Benfield - The Traffic and Safety Committee met July 30, 2002. They requested that City Council review the following: 1) Implementing Residential Parking Permits before the Fall classes begin at the University. The Traffic and Safety Committee has requested a City Ordinance to implement the Parking Permits for Residential homes. Stephen Zollinger will begin working on the Parking Permit guidelines. 2) The Garner property was reviewed by the Traffic and Safety Committee and they did not feel that the sidewalk issue was a safety concern. The Committee would like the City Council to take another look at the Garner’s request to place their sidewalk on the curb. The Garner’s home is just West of the Madison High School. Maybe the four properties on this block could have an LID for 2003 to install sidewalks. Mayor’s Business : Web Support - Biography with picture of Mayor and Council Members Steve Christenson has requested pictures and information from City Council Members to place on the Rexburg Web Site. Mayor Sutherland - There is a meeting with District 6 AIC (Association of Idaho Cities) on September 9, 2002 at 7:00 p.m. for Mayors, City Councils, and others. Paul Pugmire is working on the meeting and he will confirm the agenda with the Council Members. Bill Ship from the Idaho National Environmental Lab will be in attendance. They will discuss problems common to Idaho Cities. 7 Paul Pugmire - Reviewed the Emergency Services/Fire Department chicken dinner fund raiser. Paul apologized for not personally inviting the Council Members. It was a successful community effort. Paul Pugmire - Will attend a meeting in Washington D.C. this weekend for a Committee meeting with the NLC (National League of Cities). The NLC meetings are well worth your time. Approval of Bills : Paul Pugmire made a motion to approve the bills for the City of Rexburg, Donna Benfield The motion carried. seconded the motion, all voted aye, none opposed. Adjourn 8