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HomeMy WebLinkAboutCouncil Minutes - November 02, 2022 1 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 5:00 P.M. Development Code Ordinance 1200 Amendments Joint Work Meeting with City Council and Planning & Zoning Board (video index 0:08:51) Planning and Zoning Administrator Parkinson reviewed the Development Code Amendments to Ordinance 1200. 6:30 P.M. City Hall (1:34:07) Elli Butler said the prayer Annie led the pledge Roll Call of Council Members: Attending: Council Member Flora, Council Member Johnson, Council Member Chambers, Council Member Walker, Council President Busby, and Mayor Merrill. Council Member Erickson asked to be excused. Welcome New Employees: Alden Rodman – Water Department Alden Rodman said he is a new member of the City’s Water Department. He is happy and excited to work for the City of Rexburg. He hopes to be a great working member of the community. 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. Staff Reports: (1:38:33) A. Human Resources: - Terri Hill 1. Employee Handbook Update Approval HR Director Hill reviewed the changes to the City Employee Handbook and indicated the text in red are the changes to the handbook. 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 November 02, 2022 2 3 Council President Busby moved to approve the Employee Handbook Update; 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 Walker Council President Busby The motion carried. B. Finance: - Matt Nielson (1:52:09) 1. Set Public Hearing Date for Fee Changes on December 7, 2022 Finance Officer Nielson mentioned the auditors will be coming to City Hall the second week of December to begin the audit process. The audit may take longer due to the use of the new financial software. Mayor Merrill said he wants to explain how taxes are spent by the city so that the high school students in attendance understand the purpose of collecting taxes. He explained if taxes were not collected from the residents, there would not be a way to pay for roads, water, sewer, parks, golf courses, etc. He mentioned it is more economical to fix roads and other infrastructure as a collective body than individually. As city elected officials, they want to be as frugal as possible with the money collected from taxpayers. The taxes are spent in a way that benefits the community. Finance Officer Nielson asked the Councilmembers to keep in mind he has been working with the department heads on the fees for their respective departments for several months. A decision regarding the fee changes does not need to be made tonight; however, he recommended a date to hold a public hearing regarding the fee changes be set. He said the department heads recommended the discontinuation of the fees associated with the items highlighted in yellow. Council Member Johnson said the rental fee for the lockers at the Teton Lakes Clubhouse seems too high. She asked for the purpose of the fee, if it is to collect revenue then it would make more since if the fee was reasonable so more people would be willing to rent the lockers. Finance Officer Nielson said with the renovations to the downstairs area of the club house begining next year, the Golf Board Members thought the 4 renewal fee was appropriate for patrons that frequent the golf course. The locker use would be convenient for patrons to store their golf clubs and golf carts. Council Member Johnson recommended the locker rental fee be set at $75 annually. Discussion regarding the rental of the Teton Lakes Club House deck for wedding receptions. Finance Officer Nielson explained when the rental fee was discussed, the Golf Board felt the fee should be set at a cost that would not take business from private reception location owners. He said with the rental of the deck, the renter would have to use the restaurant to cater the event or they would have to buy out the restaurant for that evening. The cost to buy out the restaurant is about $300. Council Member Johnson asked if the fees could be readjusted. Finance Officer Nielson said the fees can be readjusted to increase or decrease the amount of the fee for the service. Council Member Busby questioned the number of property owners who have requested their properties be annexed into the city this past year. Planning and Zoning Administrator Parkinson replied about five and there may be two others. Council Member Johnson said the annexation fee seems like a large increase. She would prefer the fee to be increased incrementally and not doubling it all at once. City Clerk Lovejoy explained the two mandatory publications in the local newspaper for annexations are at a cost of about $375 per publication. There are other costs involved such as mailing notices to all the taxing districts and the state. There is also the cost of publishing the summary of an ordinance once it has passed. Council Member Johnson asked why there is a substantial increase in the carousel ride fee. Finance Officer Nielson said there are improvements needing to be made to the carousel and the structure that 5 surrounds the carousel. The carousel deck needs to be rebuilt and one of the bay doors needs to be replaced. Finance Officer Nielson said there are recommended fee changes for Rexburg Rapids. He reviewed the fee changes to streets, water, and wastewater. Council Member Johnson said the in-city capacity fee per single family dwelling increased substantially too. Finance Officer Nielson explained the previous time the fee was reviewed, it was reduced in the year 2020. After some of these categories were reviewed and changed, the increased fee is more appropriate. An issue arises when the actual fee amount is not being charged, it causes other residents to pay for the increases because this fee is for new construction. The city’s objective is for the new construction to pay for their equitable share. The fee can be decreased; however, the increase was based on the analysis performed for these fees. He said if the fee is decreased the city would be selling capacity at a discount. Council Member Johnson asked if the in-city capacity fee for single family dwellings will discourage the building of single-family dwellings. Finance Officer Nielson replied he does not believe it will discourage building because most residents look at the long-term costs and Rexburg has one of the lowest levy rates in the whole State of Idaho. Council Member Flora said it is important to keep in mind that by federal law the city cannot charge more than what is being spent on wastewater fees. The city is not increasing fees to make money, the fees are charged to break even with the costs. Finance Officer Nielson said the city’s objective is to have the water and wastewater system pay for itself in both capacity and operation costs. Council Member Walker moved to approve to Set Public Hearing for the proposed Fee Changes on December 7, 2022; 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 Walker Council President Busby The motion carried. 2. Budget Adjustment for Purchase of Artificial Christmas Tree (2:21:39) Finance Officer Nielson reviewed the Budget Adjustment for the purchase of an artificial Christmas tree for downtown Center Street. He said in the past, real trees were donated to the city; however, there were costs to purchase lights for the tree, the manpower to cut down the tree and then to set-up the tree. The commercial options allow for easier set up. Mayor Merrill said the Parks Department Director is asking for the commercial tree to be purchased because it will save manpower costs and time. Discussion regarding the storage of the commercial tree, if purchased. City Attorney Zollinger said he would store the tree in the basement of the building he owns on Center Street for five years at no cost to the city. 6 Council Member Flora moved to approve the Budget Adjustment for Purchase of an Artificial Christmas tree; 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 Chambers Council Member Walker Council President Busby The motion carried. C. Public Works: - Keith Davidson (2:28:03) 1. LHTAC Grant Agreement Approval for Path Along the Railroad between Riverside Park and Yellowstone Hwy Public Works Director Davidson reported the new traffic light on University Boulevard and 12th West is near completion and scheduled to be in operation on November 22nd. Public Works Director Davidson reviewed the LHTAC Grant Agreement for the path along the Railroad between Riverside Park and the Yellowstone Highway. The estimated cost of the project is about $536,000 with a sponsor match of 7.34 percent of the entire project which equals about $39,342. An engineering firm needs to be hired for the design of the path because it cannot be designed in-house. A different engineering firm will need to be hired to oversee the construction of the path. Finance Officer Nielson said the design cost of the project is in the budget. Council Member Johnson moved to approve the LHTAC Grant Agreement for the path along the railroad between Riverside Park and Yellowstone Hwy; 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 Chambers Council Member Walker Council President Busby The motion carried. 2. LHTAC Grant Agreement for a Sidewalk on 7th South to the Meadows Townhomes and 2 Rapid Flash Cross Walks on 12th West Public Works Director Davidson reviewed the LHTAC Grant Agreement for a sidewalk on 7th South to the Meadow Townhome and two Rapid Flash Crosswalks on 12th West. The grant amount is $250,000 and the work for this project needs to be completed by December of 2023. 7 Council President Busby moved to approve the LHTAC Grant Agreement for a sidewalk on 7th South to the Meadows Townhomes and two Rapid Flash Crosswalks on 12th West and Budget Adjustment; 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 Walker Council President Busby The motion carried. Mayor’s Report: (2:36:10) Mayor Merrill reported during the Grant Committee meeting, Grant Administrator Mary Flanary reported the city has received 2.3 million dollars in grants this year. Mayor Merrill reported the Rural Planning Organization (RPO) met today along with Madison County, City of Sugar City, and Idaho Transportation Department representatives. He asked the ITD representative to repair the cracks in the asphalt along Main Street and the timing on the traffic light on 1st East. Mayor Merrill reported on a conference call with Kathy Muir the State and Federal Grant Manager regarding the Ricks Building encumbrance. A plan and strategy are in place to give the Federal Compliance Officer the prudent information regarding the removal of the encumbrance. He said the removal of the encumbrance would allow the city to apply for grants. Mayor Merrill said he will be attending the National League of Cities Conference next week. Items for Consideration: (2:40:20) A. City Staff recommendation to approve destruction of Building Plans hard copies that have been archived digitally in the City’s designated records archive system. Designated as Resolution 2022 – 24 if motion passes – Deborah Lovejoy Council President Busby moved to approve Resolution 2022 – 24 the destruction of Building Plans hard copies that have been archived digitally in the City’s designated records archive system; 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 Walker Council President Busby The motion carried. B. Resolution 2022 – 25 Authorizing Application Submission for an Idaho Community Development Block Grant (CDBG) for Wastewater Improvement Project – Altura Rick Miller said this resolution allows the mayor to act on behalf of the city and sign the application documents for the block grant. The block grant is in the amount of $500,000 for the Wastewater Treatment Plant Headworks Facility Project. The application is due on November 18th. A public hearing will be held in two weeks for the grant acceptance. In January he will know if there is an addendum and then in April receive the grant funding. A Resolution to Submit an Application for an Idaho Community Development Block Grant to Assist in the Construction of a Wastewater Improvement Project Resolution No. 2022 – 25 8 WHEREAS, the Council of the City of Rexburg desires to make improvements to our wastewater system to serve the residents of the City of Rexburg; and WHEREAS, the Council of the City of Rexburg desires to submit an Idaho Community Development Block Grant application to the Idaho Department of Commerce for Public Facility Grant to assist in the improvement of the said wastewater system; NOW, THEREFORE, IT IS HEREBY RESOLVED THAT: The City Council of the City of Rexburg hereby authorizes the submission of the Idaho Community Development Block Grant application to the Idaho Department of Commerce for funds to assist in the improvement of the wastewater system for said Project. The Council also authorizes Mayor Jerry Merrill to sign and execute the application and any associated documents. PASSED AND RESOLVED BY THE CITY COUNCIL OF THE CITY OF REXBURG this __ day of November 2022. CITY OF REXBURG, MADISON COUNTY, IDAHO BY: ________________________________ SIGNED BY: Jerry Merrill, Mayor ATTEST: ________________________________ Deborah Lovejoy, City Clerk Council Member Flora moved to approve Resolution 2022 – 25 Authorizing Application Submission for an Idaho Community Development Block Grant (CDBG) for Wastewater Improvement Project; 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 Walker Council President Busby The motion carried. Calendared Bills: (2:43:31) A. Second Reading: Those items which have been first read: NONE B. Third Reading: Those items which have been second read: 1. Ordinance No 1291 Local Improvement District 50 (LID 50) Final Assessment Role – Keith Davidson ORDINANCE NO. 1291 AN ORDINANCE CONFIRMING THE ASSESSMENT ROLL, FOR LOCAL IMPROVEMENT DISTRICT NO. 50 IN REXBURG, IDAHO, FOR THE PURPOSE OF INSTALLING CERTAIN STREETS, CURBS, GUTTERS, SIDEWALKS, AND OTHER PUBLIC FACILITIES AND PARTS THEREOF WITHIN THE CORPORATE LIMITS OF SAID CITY, TO BE GRADED, RE- GRADED, GRAVELED, PAVED, RE-PAVED AND OTHERWISE IMPROVE THE HEREINAFTER DESCRIBED STREETS WITHIN THE DISTRICT AND TO CONSTRUCT AND RECONSTRUCT SIDEWALKS, CURBS, GUTTERS, DRIVEWAYS, DRAINAGE FACILITIES, OFFSITE STORM SEWER, WATER AND SANITARY SEWER FACILITIES, STREET LIGHTS AND OTHER PUBLIC FACILITIES AND OTHER WORK INCIDENTAL TO ALL OF THE FOREGOING IMPROVEMENTS; ORDERING ASSESSMENTS TO BE MADE IN ACCORDANCE WITH THE ASSESSMENT ROLL AND PRESCRIBING DETAILS CONCERNING SAID ASSESSMENTS; AND REPEALING ALL ORDINANCES OR PARTS OF ORDINANCES IN CONFLICT HEREWITH, AND DECLARING AN EMERGENCY. 9 Council Member Johnson moved to approve Ordinance No. 1291 Local Improvement District 50 (LID 50) Final Assessment Role. Designated and considered third 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 Chambers Council Member Walker Council President Busby The motion carried 2. Ordinance No 1292 Termination of North Highway Urban Renewal District Originally Adopted by Ordinance No 728 on December 27, 1991 – Scott Miller ORDINANCE NO. 1292 Termination of the North Highway Urban Renewal District BY THE COUNCIL: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF REXBURG, IDAHO, IMMEDIATELY TERMINATING THE REVENUE ALLOCATION AREA FOR THE NORTH HIGHWAY PROJECT AREA, AS AMENDED; REQUIRING DISTRIBUTION OF ANY NON- OBLIGATED SURPLUS DETERMINED TO EXIST AS OF SEPTEMBER 30, 2022, PURSUANT TO SECTION 50-2909, IDAHO CODE; AUTHORIZING THE CITY CLERK OR URBAN RENEWAL AGENCY OF REXBURG, IDAHO, ALSO KNOWN AS THE REXBURG REDEVELOPMENT AGENCY, TO FILE THE ORDINANCE, TOGETHER WITH THE BOUNDARY MAP, WITH THE OFFICE OF THE COUNTY RECORDER, THE COUNTY ASSESSOR, AND THE IDAHO STATE TAX COMMISSION AS PROVIDED IN SECTION 63- 215, IDAHO CODE; PROVIDING THAT A COPY OF THIS ORDINANCE SHALL BE GIVEN TO EACH OF THE TAXING ENTITIES AFFECTED BY SAID REVENUE ALLOCATION AREA; APPROVING THE SUMMARY OF THE ORDINANCE; AND PROVIDING AN EFFECTIVE DATE. 10 Council Member Chambers moved to approve Ordinance No 1292 Termination of North Highway Urban Renewal District Originally Adopted by Ordinance No 728 on December 27, 1991; and consider third 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 Chambers Council Member Walker Council President Busby The motion carried 3. Ordinance No 1293 Rezone The Preserve, Parcel No RPRXBCA0291271 located south of Star View Dr from Low-Density Residential 1 (LDR1) to Low-Density Residential 2 (LDR2) zone #22-00420 – Alan Parkinson ORDINANCE NO 1293 Rezone The Preserve, Parcel No RPRXBCA0291271, 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 Walker moved to approve Ordinance No. 1293 Rezone of Parcel No. RPRXBCA0291271, Located South of Star View Drive from Low Density Residential 1 (LDR1) to Low- Density Residential 2 (LDR2) Zone and consider third read; Council Member Flora seconded the motion; Mayor Merrill asked for a vote: Those voting aye Those voting nay Council Member Flora Council Member Johnson Council Member Chambers Council President Busby Council Member Walker The motion carried 11 Mayor’s Business: (2:50:12) A. Proclamation 2022 – 04 Small Business Saturday, November 26th, 2022 Mayor Merrill read Proclamation 2022 – 04 Small Business Saturday, November 26th, 2022 PROCLAMATION No. 2022 - 04 SMALL BUSINESS SATURDAY NOVEMBER 26, 2022 Whereas, the government of Rexburg, Idaho, celebrates our local small businesses and the contributions they make to our local economy and community; and Whereas, according to the United States Small Business Administration, there are 32.5 million small businesses in the United States, they represent 99.7% of firms with paid employees, small businesses are responsible for 62% of net new jobs created since 1995, and small businesses employ 46.8% of the employees in the private sector in the United States; and Whereas, 79% of consumers understand the importance of supporting the small businesses in their community on Small Business Saturday®, 70% report the day makes them want to encourage others to Shop Small®, independently-owned retailers, and 66% report that the day makes them want to Shop Small all year long; and Whereas, 58% of shoppers reported they shopped online with a small business and 54% reported they dined or ordered takeout from a small restaurant, bar, or café on Small Business Saturday in 2021; and Whereas, Rexburg, Idaho supports our local businesses that create jobs, boost our local economy, and preserve our communities; and Whereas, advocacy groups, as well as public and private organizations, across the country have endorsed the Saturday after Thanksgiving as Small Business Saturday. Now, therefore, I, Jerry Merrill, Mayor of Rexburg, Idaho, do hereby proclaim, November 26, 2022, as: SMALL BUSINESS SATURDAY And urge the residents of our community, and communities across the country, to support small businesses and merchants on Small Business Saturday and throughout the year. 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 November of the year of our Lord two thousand twenty-two. APPROVED: _____________________________ SEAL Jerry Merrill MAYOR ATTEST: ______________________________ Deborah Lovejoy REXBURG CITY CLERK Council President Busby moved to approve Proclamation 2022 – 04 Small Business Saturday, November 26th, 2022; 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 Walker Council President Busby The motion carried. 12 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 October 19th, 2022 B. Approve the City of Rexburg Bills Council Member Walker moved to approve the Consent Calendar containing the minutes and city bills; Council Member Chambers seconded the motion; Mayor Merrill asked a vote: Those voting aye Those voting nay Council Member Flora None Council Member Johnson Council Member Chambers Council Member Walker Council President Busby The motion carried. Discussion regarding the Engage Rexburg website. Adjournment 7:53 P.M. APPROVED: ________________________________ Jerry Merrill, Mayor Attest: _____________________________ Marianna Gonzalez, Deputy Clerk