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HomeMy WebLinkAbout2003.11.19 CITY COUNCIL MINUTES CITY COUNCIL MINUTES CITY OF REXBURG November 19, 2003 6:00 P.M. STATE OF IDAHO ) County of Madison ) SS. City of Rexburg ) Present were the following: Mayor: Mayor Bruce Sutherland Council Members:Glen Pond - Excused Shawn Larsen Marsha Bjornn Paul Pugmire Donna Benfield Nyle Fullmer Financial OfficerRichard Horner P&Z Administrator:Kurt Hibbert City Clerk:Blair D. Kay PFC:John Millar City Attorney:Stephen Zollinger Portions of the meeting were recorded. 6:00 P.M. Joint City/County GIS Department: – Roger Muir Richard Horner explained the proposal to house the two GIS Departments from the City and the County into one building at 19 East Main Street. At the present time Craig Rindlisbacher is jointly shared by the County and the City. Danny Bradshaw from the County and a new hire from the City would work with Craig in the new location. One location would allow for higher efficiency and better use of their talents. This would allow the City to higher someone with less experience for the third man on the team. 1 Roger Muir agreed with the efficiency that could be achieved by combining the two groups. He mentioned two reasons for his visit to the Council in support of the proposal. 1) The efficiencies that could be gained from the proposal as explained by Craig Rindlisbacher to the Madison County Commissioners. 2)The entire County which includes Sugar City could take advantage of the efficiencies gained in the proposal. Craig Rindlisbacher indicated that he had been with the GIS Department for 6 years. He explained that the first work assignment was to do parcel mapping for the Assessors Office. That work will remain with the County at the County Building. It took two or three years to build a complete parcel map. With the growth in the past two or three years, it has been a challenge to keep up with the changes to the parcel database. Craig continued to review the history of the GIS Department over the past 6 years. They have completed an address database showing every driveway entrance with an address; they support the precinct mapping for elections; studies that include greenways; City/County transportation study; Planning and Zoning for the City and a build out study for the City. The mapping of the infrastructure which includes water and sewer lines has not been started at this time. However, that work is next in the plan. The GIS Department is still working off from a file based system. Craig explained that the City is planning to install a new permitting system that works as a relational database. This will allow multiple resources (work locations) to access the database and work on GIS projects and projects for building permits at the same time. Mayor Sutherland mentioned that the Company called InterLocking Software from Seattle, Washington, will be the supplier of the new relational database software. The cost for the software would be shared between the County and the City. Craig Rindlisbacher mentioned that Danny was hired by the County and Danny developed the addressing system (database) for the City. Danny has good programming skills that are needed in the relational database effort. Therefore, Craig approached the County to share Danny with the City in a cooperative effort. This would allow Danny to spend some time training the new student in the same office instead of using “Net Meeting” over the phone to have the interaction with Danny. Craig requested the support of the Council in this effort. Mayor Sutherland mentioned that it makes a lot of sense to make this request at this time. Stephen Zollinger indicated that the City would craft a contract for the County and the City. The contract between the City and the County would include provisions to allow Sugar City to contract for services by work units on an as needed basis. 2 Nyle Fullmer indicated that he would support the proposal. The shared resources in the GIS Department have been good for the City and the County. Donna Benfield asked if Sugar City had any GIS employees on their Staff. Craig Rindlisbacher mentioned that Sugar City has discussed the proposal and is in support of a shared resource on an “as needed” basis. They need help to maintain their Planning and Zoning map. Shawn Larsen asked if Sugar City could be part of the agreement at this time. Mayor Sutherland suggested crafting an agreement between the City of Rexburg and Madison County before approaching Sugar City on their needs for participation in the contract. Sugar City could be added to the contract as an amendment. Craig Rindlisbacher indicated that some of the need to conjoin the mapping for the three entities is to have the same color scheme and boundaries, etc. The City Council indicated support for a contract to be drawn up for the three jurisdictions which include the City of Rexburg, Madison County, and the City of Sugar City. Discussion on how many offices will be in the new location that is proposed for the GIS, Planning and Zoning, and Engineering Departments. There will be about 10 partitioned and walled offices. The GIS Department would be in the back of the building. Marilyn Rasmussen and Roger Muir were in agreement that a contract should be drawn up to let the County and the City be jointly involved in the GIS Department. The Council recommended that the City and County move forward on a Contract that could be presented to the City and the County for approval in a future meeting. Salary Study by BDPA Company and Review Personnel Policies: Richard Horner explained that the salary ranges used in Boise and Northern Idaho were taken out of this study. Richard passed out a salary study for some of the City positions. He explained that there are 10 pay steps in a salary range. Marsha Bjornn joined the meeting. Mayor Sutherland explained that the salary ranges are for review and they can be changed if the Council chooses to change them. Discussion on the need to follow through with this process to bring the salary ranges in the City into a range similar to other locations that are competitive with the labor market in Rexburg. 3 Roy Klingler was representing the County at the meeting and he indicated that the County needs to address their salary ranges too. Mayor Sutherland mentioned that this process should be done about every eight years. Discussion on the cost of living increase. Last year it was 1.1% and this year it was 2.6% for the City employees. Richard Horner mentioned that the first step in a salary range is a training range. The clerk position that speaks Spanish will start at one step above a similar City clerk position. Discussion on the appointed positions and the reason that they were not included in the survey. Richard Horner explained the step changes that occur from a beginning clerk up to a clerk that supervises other clerks. The clerk in the highest pay scale is responsible for departmental tasks. He mentioned that BYU-I is a direct competitor for computer field positions. Richard continued to review the need to be competitive with salaries that are in the technical fields. Mayor Sutherland indicated that some positions require training to move from one step to another. Waste Water Department positions are examples that require training to move from one schedule to another. Discussion on the procedure to receive a merit pay increase. Training could accelerate their salary increases in some positions that require technical expertise. Richard Horner mentioned that there are 32 full time employees in Public Works Department. Temporary summer positions runs that number up on as “as needed” basis. Mayor Sutherland mentioned that it is a challenge to keep employees after the City has invested money and time into their training when there are higher paying jobs outside the City. At the present time the City is hiring three new police officers on a grant. Shawn Larsen reviewed the methodology on this process for salary studies. Richard explained that the report works on a weighted average. It does not take into account the longevity or experience of the employee. 7:30 P.M. 4 Pledge to the Flag Mayor Sutherland welcomed the scouts to the meeting. 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 the November 05, 2003 meeting b.Approve City of Rexburg bills Shawn Larsen moved to approve the Consent Calendar; Nyle Fullmer seconded the The motion carried. motion; all voted aye, none opposed. Non Controversial Items Added to the Agenda: Resolution 2003-10 Cooperative Agreement for a Traffic Signal on State Hwy 33 for nd Teton River Village at 461 North 2 East – John Millar John Millar indicated that the City has an agreement with the State Transportation Department to pay 40% and the State pay 60% for the operation and maintenance of traffic signals. The percentage is calculated on the lane count for the City and the State. John read the resolution that indicated that the City or the developer would pay for the street light and that it would be added to the contract for street lights with the State. John read the resolution to the Council as follows: RESOLUTION No. 2003-10 WHEREAS,STATE The Idaho Transportation Department, hereafter called the , STATECITY OF has submitted an Agreement stating obligations of the and the REXBURGCITY , hereafter called the , for construction of a traffic signal at the intersection of SH-33 and Teton River Village within the City limits; and WHEREAS,STATE certain functions to be performed by the involve the expenditure of funds as set forth in the Agreement; and WHEREASSTATE , The can only pay for work associated with the State Highway system; and WHEREAS,CITY the is fully responsible for its share of project costs; and 5 NOW, THEREFORE, BE IT RESOLVED: 1.That the Agreement for construction of a traffic signal at the intersection of SH-33 and Teton River Village is hereby approved. 2.That the Mayor and the City Clerk are hereby authorized to execute the CITY Agreement on behalf of the . 3.That duly certified copies of the Resolution shall be furnished to the Idaho Transportation Department. CERTIFICATION I hereby certify that the above is a true copy of a Resolution passed at a regular, dully called meeting of the City Council, City of Rexburg, held on November 19, 2003. _______________________________ Blair D. Kay, City Clerk (SEAL) Shawn Larsen moved to approve the Resolution 2003-10 for the installation of the traffic signal; Marsha Bjornn seconded the motion; all voted aye, none opposed. The motion carried. Public Hearings: - None New Business: Emergency Services contract for Rexburg City: Mayor Sutherland explained that the Collective Bargaining Agreement with Rexburg- Madison County Emergency Services has been completed. It has been approved by the Fire District Board and The County Commissioners. Marsha asked if it had to be approved tonight. The Mayor indicated that everyone else has approved the document, so it needs to be approved by the City to take effect. Nyle Fullmer moved to follow the recommendation of the Fire District Board and approve the Emergency Services Contract; Donna Benfield seconded the motion; The motioned carried. Discussion: all voted aye, none opposed. 6 Rexburg Historical Preservation Committee: seeking City of Rexburg “Professional” personnel assistance in the preservation of historical assets – Steve Oakey rd Steve Oakey – 25 South 3 East – indicated that the Committee would like to thank Marsha Bjornn for her service on the Committee. He requested that the Council appoint a Council Person to replace Marsha on the Committee after her term is completed. Steve indicated that the Committee has met with the Planning and Zoning Commission and now they would like to start formulating some incentives programs to encourage the preservation of Historical sites. He requested some professional help from Craig Rindlisbacher to help the Committee. The Committee is in need of professional assistance to draw up plans and create verbiage for the incentive programs that would help the Committee achieve their goals of preserving historical assets. Craig has experience in this area from his schooling in Moscow. Craig would be a member of the Committee and provide the Committee information on Ordinances in other Cities. Mayor Sutherland requested more information on how Craig Rindlisbacher would be involved in the Committees work. Craig could lend professional support to the Committee. Craig supports both the County and the City in his position. Steve Oakey mentioned the urgency of moving on the drawings and concepts for the vision of the Committee for the future of Rexburg. Shawn Larsen asked if they needed Craig to do drawings. Steve indicated that they will receive help from Garth Jensen an architect from the University and students from BYU- Idaho to draw up downtown concepts. The drawings should be done in January, 2004. Mayor Sutherland thanked the Committee for all the work they are doing towards preserving historical sites. Mayor elect Larsen will plan to appoint a Council Representative to the Committee. Marsha Bjornn mentioned that the Committee is working hard on preservation issues for the City. Mayor Sutherland thanked Marsha for her hard work on the Committee. Parkside Amended Plat B:Scott Spaulding reviewed the need to clean up a error on Plat A. Some of the property in Plat A needs to be moved to Plat B for Parkside Development. He requested the Council’s approval to correct the error. Marsha Bjornn asked about the holding pond that is planned for green space. Shawn Larsen moved to approve the amendment to Plat A. Marsha Bjornn seconded The motion carried. the motion; all voted aye, none opposed. 7 st Commercial Design Standard Ordinance 907 (1 Reading): – Rexburg P&Z Commission Kurt Hibbert reviewed the need to have a Design Ordinance Committee help with Design Standards per the Planning and Zoning minutes of the meeting on November 06, as follows: Robert Schwartz “ moved to implement a Design Standard Committee that would include a Planning and Zoning Administrator, a building inspector, two Planning & Zoning Commissioners, a City Council person, a design professional, and someone from the . This Committee Historical Preservation Commission would be implemented as an appeal Committee before the City Council. Mary The motion carried.” Haley seconded the motion; all voted aye, none opposed. Kurt Hibbert reviewed the Commercial Design Standards in Ordinance 907. He reviewed the need to implement the Ordinance for the Highway Business District, Commercial Business District, and the Professional Office Overlay Zones. These Design Standard would help maintain the image of Rexburg. It deals with the design and scale of buildings and the need to have buildings blend into the Community. The Planning and Zoning Commission has recommended establishing this Ordinance as soon as possible. Marsha Bjornn asked about the size of buildings on page 5. It mentioned that a maximum size would be 36,000 square feet. The current Wal-Mart store is about 96,000 square feet. Discussion on the possibility of having a larger structure built with a Conditional Use Permit. The old Broulims store is about 36,000 square feet. Even though the Conditional Use Permit would allow a larger building, the Design Standards would require the building to follow specific design review criteria. Marsha Bjornn asked how this new Committee will work. Kurt mentioned that the Ordinance establishes the Committee to over view the Design Standards which takes the burden off the Planning and Zoning administrator and the Building official. It would be a new Committee that would work in concert with the Planning and Zoning Commission. Shawn Larsen asked when the new Committee would review for Design Standards. Would it be done at the site plan review stage or the construction review process? Kurt mentioned that it would be done during the site plan and building permitting process. Kurt Hibbert continued to discuss the review process for approving building design. Marsha Bjornn asked about the compatibility of new buildings to older buildings in the Central Building District. She mentioned time lines for compliance. She asked if the Design Standards are eliminating flat roof lines. Kurt explained that the flat roofs would have to step down every so many feet to eliminate a continuous strait line. 8 Discussion on the veneer stones and the way that they are applied. Kurt Hibbert indicated that the stones need to have the appearance of real masonry. Stucco would be used as an accent type material verses a total stucco building. There would be some subjectivity that would be up to the Committee to decide. This code is similar to the Oregon Code. Donna Benfield asked who designed the Commercial Building Design Ordinance. Kurt mentioned that the Planning and Zoning Commission sponsored this Ordinance to add to the Zoning Ordinance. Shawn Larsen indicated that the Planning and Zoning Commission wanted the Ordinance to help enhance the appeal of the Community. The City has had developments that did not enhance the Community. The alternative would be to take what we get with developments. This Ordinance gives a starting point for reviewing new developments. Shawn envisioned that the new Committee would work hand in hand with the Planning and Zoning Commission. Discussion on having the Ordinance passed. Shawn Larsen moved to suspend the rules to pass this Commercial Design Standard Ordinance 907; Nyle Fullmer seconded the motion; Those voting ayeThose voting nay Shawn LarsenDonna Benfield Nyle FullmerMarsha Bjornn Mayor Sutherland Shawn Larsen moved to pass Ordinance 907; Nyle Fullmer seconded the motion; Discussion: Donna Benfield expressed real concern with passing this Ordinance without more time for review. Stephen Zollinger explained that the Design Standards may see some challenges. It is the desire of Planning and Zoning Commission to pass the Ordinance as soon as possible. Stephen explained that the Council could do a moratorium for 180 days to allow “due process” for the review of the Commercial Design Standards Ordinance. Shawn Larsen withdrew his motion and Nyle Fullmer withdrew his second. st Marsha Bjornn moved to consider Ordinance 907 as 1 read and approve a moratorium on buildings in excess of 36,000 square feet for a period of 180 days or until the passage of Ordinance 907 which would end the moratorium; Shawn Larsen seconded the motion; Discussion on the requirements to put a moratorium in place for up to one year. The motion carried. all voted aye, none opposed. 9 Old Business: rd Sign Ordinance 908 Revision 3 Reading: Kurt Hibbert reviewed Ordinance 908 with the Council. Signage enhancement was discussed. Marsha Bjornn reviewed the location of political signs in the City right-of-way. The signs are not regulated in the new Ordinance. Shawn Larsen asked about the size of off premise signs that would be allowed in the City under this new Ordinance. Kurt mentioned that new signs larger than 32 square feet would not be allowed due to the restrictions of a County Sign Ordinance unless the signs are on Hwy 20. There are specific distances between large signs in the County Sign Ordinance. Discussion on the grandfathering of existing large signs within the City limits of Rexburg. Donna Benfield asked if the sign companies have reviewed the Ordinance. Mayor Sutherland encouraged the passage of the Ordinance on the third reading. Donna Benfield requested a delay in passage of the Ordinance until the sign company has had a chance to respond to the new Ordinance. Kurt Hibbert mentioned that the City is receiving complaints from residents concerning banners and other illegal signs. He continued to review the need to pass the Sign Ordinance so that the City can regulate the many signs in the City that are not regulated in an Ordinance. Nyle Fullmer asked if sign projects that are currently under way would be affected. Kurt Hibbert discussed the County Ordinance that currently brings the City under their County Sign Ordinance. The City Ordinance needs to be excluded from the jurisdiction of the County Sign Ordinance. Stephen Zollinger mentioned that the sign company may have some deep concern with the additional regulations. Additional billboards will not be allowed in the City of Rexburg. Shawn Larsen reviewed the restrictions on banner signs in the new Ordinance. He asked if the banners would be grandfathered. Kurt indicated that they are illegal signs because they have not asked for a sign permit. Only legally permitted signs could be grandfathered. Nyle Fullmer asked if banners at his store were considered to be illegal under the new Ordinance. Kurt indicated that there may be a permit for a period of time for those signs that are going up and down based on a retail promotion. 10 Discussion on what types of signs are considered to be banners. Discussion on the billboard signs that are not allowed in the City under the County Ordinance. Discussion on tabling the Sign Ordinance for two weeks. Donna Benfield moved to table the Ordinance for two weeks; Nyle Fullmer seconded the motion; Those voting ayeThose voting nay Donna BenfieldMarsha Bjornn Shawn Larsen Nyle Fullmer The motion carried. Ordinance 908 was tabled for two weeks until the next meeting of the City Council on December 03, 2003. Russ Carlson reviewed the proposed sign code. He explained that the following recommendations to the Ordinance would add clarity to the Ordinance. 1)Measure the lettering instead of the outside measurements of the sign. 2)Describe a V shaped sign structure 3)Need more clarification and description on acronyms 4)Have input from Yesco’s attorney Paul Pugmire joined the meeting. Update on Projects: John Millar is waiting for the winter snow in order to try out the City’s new snow loader. Next years projects: 1)The Airport Project next year to replace some old asphalt on the apron north of where Harts’ building is located. The City and County will stand the cost of 10% of the project and the FAA will pay for 90% of the project. 2)Waste water sludge processing heated drying process or a new digester. Planning phase for next years projects: 1)Locate property for a new City well in the southwest area of the City. (Need about 1 acre of ground) 11 Mayor Sutherland thanked John (Public Works Department and Staff) for the work that they did on the Christmas lighting program. The trees have been completed in front of the Tabernacle. Marsha Bjornn asked about bidding for work on the Christmas Lighting program. John indicated that several Companies were contacted to see if they could complete the work in the short time allowed before the Christmas Holiday season, however, only one Company had the resources to complete the work. It was a massive project in a short period time. Donna Benfield asked about billing contractors for the use of water out of the fire hydrants. John indicated that he was having billings prepared for the use of the water according to a Resolution passed several years ago. Marsha Bjornn asked about the products that the City will use for ice control this Winter. John indicated that there are three products available to the City for icy streets: 2)Reject material from the County (Course Sand) – 2500 yards 3)Chemical called Ice Slicer which is a naturally recurring salt that is mixed at a 1/5 or 1/10 ratio with sand. 4)Chemical called Magnesium Chloride which is sprayed on the road. Discussion on the University using cinders on their streets. The University uses Cinders due to the damage sand is to their carpeting. John Millar mentioned that the City is looking at a 150 horse power Vacuum truck to Vacuum debris off the streets. It would replace an existing sweeper truck. The purchase of the new truck would be paid for by Grant money ($125,000) and the trade ($8,000 +) in of an existing sweeper truck. The low bid on the new truck is $133,000. Marsha Bjornn asked about plowing the streets during the day time. Discussion on the reasons that the streets are plowed at night. Committee Reports: None Mayors Business: None ’ Adjourned ___________________________ Bruce Sutherland, Mayor ______________________ Blair D. Kay, City Clerk 12