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HomeMy WebLinkAboutCITY COUNCIL SPECIAL MEETING MINUTES MARCH 31, 2004 CITY COUNCIL MINUTES “Special Meeting - Committee Training” CITY OF REXBURG March 31, 2004 7:00 P.M. STATE OF IDAHO ) : ss. County of Madison ) Present were the following: Mayor: Mayor Shawn Larsen Council Members: Paul Pugmire Donna Benfield Nyle Fullmer Rex Erickson G. Farrell Young Garth R. Oakey Financial Officer Richard Horner P&Z Administrator: Kurt Hibbert City Clerk: Blair D. Kay PFC: John Millar City Attorney: Stephen Zollinger Pledge to the Flag Mayor Larsen explained the need to have Committees as advisory groups to assist the City Council and gather public input for the Council. He invited citizens to serve on the City Committees. The Mayor introduced the City Council to the Committee members. He indicated that he was very pleased with their service to the Community. The Mayor asked the City Clerk to explain the four types of City Committees. 1)Standing Committee – Permanent Committee consisting of City Council Members. This Committee works on specific areas of City policy. 2)Special Committee – Temporary Committee consisting of City Council Members to work on short term projects. Page 1 of 16 3)Ad hock Committee – Temporary Committee consisting of City Council Members including members from the general public. 4)Citizens Committee – A Committee consisting of members of the Community. This Committee would provide the City Council with information gathered from the Community on an issue and they would provide expertise on an issue to the Council. They would convey Community attitudes and preferences to the City Council on City issues. The Clerk explained that there is a “City of Rexburg Organizational Chart” that includes the City Committees. There are three joint City/County Committees consisting of the Golf Board, Airport Board, and the Trails of Madison County Committee. The Mayor has a student committee called the Mayors’ Youth Advisory Board. The Planning and Zoning Commission is the only Committee that is required in City Government under the Council by State Statute. There are sub-committees that have operated under City Committees including the Christmas Lighting Committee and the Snow Fest Committee. The Organizational Chart contains Oversight Teams that review City Department operations. The Community Services Oversight Team includes a Building Codes Oversight Committee which is called the International Building Code (IBC Committee). Council Member Pugmire thanked the Committee Members for attending the meeting. He reviewed the reasons for the City Council to have Committee support. They are to provide and assist the Council in information gathering and provide expertise on City issues. The City Council may not always accept the recommendation of a Committee. Committees of reference provide valuable input to the City Council. Their time and expertise are very much appreciated by the Council. Most of the Committee recommendations are accepted on their own merits by the Council. Council Member Pugmire mentioned that he is deeply grateful for the work done by the Committees. The Council’s work could not be done without Committee support. The Council “will always give it due consideration”. He indicated that “Our Community’s future rests in our hands”. Others will do it for us if we do not do it. Richard Smith gave a citizens perspective on Committee service and influence. He mentioned three points to consider when serving on a City Committee. All Committee members serve at the pleasure of the City Council 1). There is a difference between elected officials and committee members. There should be no offence taken by a Committee if the Council does not follow a Committee’s recommendation. They need to be strong and vocal in their assignment. “It is OK”. Page 2 of 16 A Committee must maintain their focus 2). As we serve we develop a focus on an agenda. As we do this, we lose effectiveness. Richard mentioned that one needs to serve on a Committee without a personal agenda. He admired the Planning and Zoning Commission for their service. He mentioned that he has experienced working on Committees that wonder off task. It is the Chair and every Committee member’s responsibility to stay on task. He recommended that Committee members work at staying focused. When taking public input, it is important to be kind, courteous, and sensitive to their testimony; however, stay focused. The Committee should sort out the information carefully and with sensitivity. Learn from your mistakes and do better next time. A Committee must serve for the common good of the Community 3). If a Committee member starts to develop feelings or a personal agenda, they must sort them out of their decision making process for the common good of the Community. If necessary, a member should step down from the Committee discussion if you are unable to separate your personal agenda from the City’s “common good” agenda. The City Council does get great advice for City Committees. Mayor Larsen recognized and thanked the Committee members in the audience that were present in the meeting. He mentioned that a new “Rexburg Beautification Committee” is being formed. The Mayor thanked the Committee members and the Staff for attending the meeting. He reminded the Committees that all City Committee meetings are open to the public. The Advisory Committee Handbook was read to the Committee members by the Mayor and the Council Members: (see Page 4 – 17) Page 3 of 16 AC DVISORY OMMITTEE HANDBOOK Introduction Congratulations on your appointment! You have joined other caring citizens who dedicate their time, energy and ideas to making the City of Rexburg and Madison County a better community. We truly appreciate your commitment, interest and expertise. This Handbook was created to help you in your new assignment as a volunteer member of an advisory committee, commission or board to the City Council (and, in some cases to the Madison County Commission) hereafter referred to as a “committee”. City of Rexburg Mission Statement At Rexburg City Hall our goal is to improve the community. We serve the citizens by striving to understand their needs and by responding with quality work. Page 4 of 16 Purpose of Committees Advisory Committees are formed to provide research, study, discussion and recommendations on specific issues or a scope of issues as requested by the City Council. They also provide an opportunity for citizens to actively participate in the decision making process, which is a critical element for an open and responsive government. These committees add great value to our efforts to provide efficient and effective governance. (See Appendix A for scope of each committee.) Committee Appointments Advisory Committee members are appointed only by the Mayor and confirmed by the City Council. Some members of joint city/county committees will be appointed by the County Commission. The Chairman, Vice-Chairman and Secretary of each committee are elected by the committee on the first meeting of each calendar year. New committee members shall usually be appointed as terms expire or vacancies occur. Committees may be asked to provide suggestions to the Mayor of possible future appointees, but should not approach the potential appointees about the appointment. Meeting Notice If a regular meeting schedule is used, meeting agendas must be posted at City Hall and the place of the meeting, if different, 48 hours before the time of the meeting. If not using a regular meeting schedule, meeting agendas must be posted 5 days in advance. Notice of an emergency meeting must be posted 24 hours before the time of the meeting. Agendas A copy of the agenda should be given to the City Clerk, via e-mail as a Word document, if possible. Deliberation in a meeting should be limited to those items on the agenda, unless the item is non-controversial in nature and no vote will be taken. (See Appendix B for an example of an agenda.) Public Meeting Law These rules are designed to ensure a fair decision-making process and to promote public participation in the decisions rendered by your local government.All meetings are open to the public. Public comment should be allowed, but may be controlled by way of time limits or subject limits. Committee members must not discuss committee issues with other committee members outside their published meetings. Executive (closed) Sessions are not allowed, except in the case of the Planning & Zoning Committee, and except when the Mayor or City Attorney is present. The scheduling and holding of public hearings should be coordinated with the Mayor and City Clerk. Public Page 5 of 16 hearings have special rules to be followed. Noncompliance with the Open Meeting Law may result in the actions of the meeting being null and void, as well as, the actions of the City Council, if they relied upon the invalid actions of the committee. Minutes Full and accurate minutes shall be kept of all meetings, including committee attendance, assignments made, a verbatim account of all motions, and all votes. Planning & Zoning hearings must also be recorded. These minutes should be forwarded via e-mail, if possible, to the City Clerk as a Word document. All minutes, records and back up material are available for public inspection and copying. (See Appendix C for an example of a set of minutes.) Rules of Order &Voting The Chairman controls the order of business and discussion, and should try to move through issues as efficiently and effectively as possible. Public comment should be allowed, but may be controlled by way of time limits or subject limits. All members of the committee should have an equal opportunity to speak and participate in decision making. Generally, members should be recognized by the chair prior to speaking. Committees without a majority present cannot vote on any issue, nor discuss any controversial issue before them. Members are expected to attend every regularly scheduled meeting and should make every effort to do so. If a member has three consecutive unexcused absences, the Mayor may declare the seat vacant and appoint a replacement. The Chair votes and does not have a veto. Actions shall be taken by motion. Motions require a second. Only one motion may be considered at a time. Further discussion should be allowed after each motion and before a vote is taken on the motion. Voting is done with a vocalized “Aye” or “Nay”. No decision shall be made by secret ballot.Proxy votes are not allowed. The committee can only act as a body and not as individuals, usually by means of a majority vote on motions; individual members cannot represent the committee’s positions on issues. Committee actions should be the result of a decision on the merits and not a manipulation of the procedural rules. City Council Liaison Each committee is assigned a City Council Liaison. Their role is to assist in promoting communication between the Mayor and City Council and your committee. While the City Council Liaison is allowed to participate in discussions and to answer questions, he or she cannot vote, nor can they attempt to influence the board of commission’s decision. Page 6 of 16 In addition, due to the demand on their time, City Council Liaisons are not required to regularly attend your routine meetings. If necessary to respond to a particular issue, the committee should make a special effort to arrange attendance with your Liaison in advance. Staff Support Each committee will have at least one non-voting staff person assigned to act as a liaison to help facilitate and enhance the committee’s operation and effectiveness. Staff liaison responsibilities include ensuring that the committee follows the open meeting law, provide technical expertise, answer questions related to city policy and procedures and coordinate the involvement of other city departments as needed. Budgeting, Purchasing & Debt Committee budgets are set by the City Council. Any expenditure desired by the committee must be approved by the Mayor and confirmed by the City Council prior to the purchase. The Staff Liaison should be used to facilitate any purchase. Once approved, expenditures must be bid out following City bid procedures and then initiated by a Purchase Order that is signed by the Mayor or City Finance Officer. Purchases without the proper signed Purchase Order will be the responsibility of the person initiating the purchase. Advisory committees where some members are appointed by the County Commission must also obtain expenditure approval from the County Commission on items that are not approved in their annual budget. Debt can only be authorized by the City Council and/or County Commission and can only be signed by the Mayor or County Commissioner. Ethics & Conflicts of Interest Idaho law has established stringent ethical rules for members of government policy-making bodies, including advisory board members. The purpose of these statutes is to protect the integrity and impartiality of governmental actions and to prevent the use of public offices for personal gain. The statutes are enforced by civil penalties; and there are criminal sanctions that may also be imposed. Many of the statutes require disclosure of any personal interests in actions currently before a committee. Strong consideration should be given to making such a disclosure and requesting to be excused from further proceedings to avoid the appearance of an impropriety, even if the situation does not fall within the conduct prohibited by the statutes. The disclosure of a conflict does not affect a committee member’s authority to be counted for purposes of determining a quorum and to debate and vote on the matter unless the public official requests to be excused from debate and voting at his or her discretion. Page 7 of 16 If there is any question in their mind about a possible conflict, committee members may wish to read Idaho Code Title 59, Chapter 7 or consult with the City Attorney or their own private attorney. Liability Insurance As a duly appointed committee member you are insured against third-party liability when acting within the course and scope of your appointment. Public Announcements If communication through the media is necessary, committees should prepare a press release that must be approved and disseminated by the Mayor. Communicating with the Mayor & City Council Minutes of the meetings will be distributed by the City Clerk to the Mayor and City Council when received by the City Clerk. Any recommendations from the committee should be presented to the City Council in person, if possible; otherwise by letter to the Council via the City Clerk, and preferably, via e-mail. Contact the Mayor’s Office to be placed on the City Council Agenda. The committee’s recommendations always remain advisory in nature; the City Council, by law, cannot abdicate its responsibility to make the final decision on issues brought before them, and therefore, the Council may not always follow the recommendations made by the committee. For More Information Mayor’s Office 359-3020 ext. 328 Staff 359-3020 ext. 0 Page 8 of 16 APPENDIX A Committee Names and Scope (See individual bylaws for more detail.) Airport Board (Joint City/County) The purpose of the Airport Board is to provide recommendations to the Rexburg City Council and Madison County Commissioners for their consideration on the various phases of airport operations. Downtown Vision Committee The Downtown Vision Committee works to promote Downtown Rexburg by discussing and making decisions about incentives, promotions, recruitment, retention, expansion and future direction of the downtown area. Fine Arts Council Recognizing that the arts are essential to a healthy society, the Rexburg Fine Arts Council promotes an appreciation for, development of, and participation in the cultural arts through all segments of our community. Golf Board (Joint City/County) The Golf Board serves as a forum for communication between various golfing constituencies and the contract operator and the City of Rexburg and Madison County. They render advice and opinions concerning future capital improvements or infrastructure replacement needs required at the courses. They also recommend adjustments in rates and charges at the courses. Historical Preservation Committee The purpose of this committee is to promote the educational, cultural, economic and general welfare of the public of the City of Rexburg through identification, evaluation, designation, and protection of those buildings, sites, districts, areas, structures, and objects that reflect significant elements of the City’s, the State’s, and the Nation’s historic, architectural, archaeological, and cultural heritage. I.B.C. Committee Review complaints of improper application of the International Building Code. Mayor’s Youth Advisory Board The Mayor’s Youth Advisory Board works to strengthen the relationship between the youth and the community by communicating and working with the mayor and community leaders. They provide information, do research, and oversee community projects. Page 9 of 16 Museum Committee The purpose of the Museum Committee is to supervise a permanent museum for the collection, preservation and exhibition of artifacts relating to Rexburg. The committee serves as the administrative staff for the museum and gift shop, making decisions about fund raising, display, special events and other areas vital to preserving the heritage of the area. Parks & Recreation Committee The purpose of the Parks and Recreation Committee shall be to advise the City Council on the parks and recreational needs of the City of Rexburg. Planning and Zoning Commission The Planning Commission administers all zoning ordinances for the city. This consists of approving planned unit development, rezones, road dedications and administering the general plan. Overall, it works to promote orderly growth and development as well as safety and health. Rexburg Beatification Committee The Beautification Committee promotes beautification projects and coordinates holiday decorations and beautification awards for the City of Rexburg. Tabernacle Civic Center Committee The Tabernacle Civic Center Committee acts in an advisory capacity to the City Council in all matters pertaining to the management, administration, operation, development, improvement and maintenance of the Tabernacle. Traffic Safety Committee The purpose of the Traffic Safety Committee is to advise the City Council in matters pertaining to traffic and transportation. The objectives are to make recommendations to the City Council regarding traffic control devices, including, but not limited to, traffic signals, traffic signage, traffic striping and other appropriate traffic control devices with in the City of Rexburg. Trails of Madison County Committee (Joint City/County) To advise the City and County in planning, promoting and facilitating the design and construction of walking, jogging and biking trails in Madison County. Page 10 of 16 APPENDIX B – TYPICAL AGENDA TO BE POSTED CITY OF REXBURG PLANNING AND ZONING AGENDA Thursday February 19, 2004 7:00 p.m. th 1. Minutes of February 05, 2004 meeting 2. Non-controversial Items Added to the Agenda: 3. Zoning Compliance: Kurt Hibbert 4. City Council actions on P&Z recommendations: 5. Public Hearings: 6. New Business: ? Preliminary Plat for Teton Professional Park – Trejo Street Schiess & Associates (Bagley Enterprises) ? Rexburg Business Park Preliminary Plat for Phase II – City Staff 7. Unfinished/Old Business: ? Work on the Comprehensive Plan Draft with a draft Map ? Planned Residential Developments Work on the (PRD) Ordinance 854 ? Commercial Design Standards Work on the (draft) Ordinance 907 8. Report on Projects: 9. Tabled Requests: 10. Adjourn THE ABOVE SCHEDULED TIMES REPRESENT A BEST EFFORT AT SCHEDULING. IT MAY BE NECESSARY FROM TIME TO TIME TO ADJUST THESE TIMES TO ACCOMMODATE UNFORESEEN CIRCUMSTANCES. *** Please contact City Hall three days prior to any City Meeting if there is any special assistance needed for disabled people planning to attend the meeting. Page 11 of 16 Mary Haley APPENDIX C – TYPICAL MINUTES OF A MEETING CITY OF REXBURG PLANNING AND ZONING MINUTES Thursday February 19, 2004 7:00 p.m. Chair: Winston Dyer Members: Robert Schwartz Mike Ricks - Excused Mary Haley - Excused Steve McGary - Excused Jerry Hastings David Stein Joseph Laird Randall Porter Approve Minutes from prior meeting: th a)Minutes from the February 05, 2004, meeting th Corrections: David asked to change page 9 of his comments on February 5 to an inquiry statement. David Stein moved to approve the Minutes; Robert Schwartz seconded the motion; The motion carried. All vote aye none opposed. Non-controversial Items Added to the Agenda: Winston Dyer mentioned that there is a search for two new Commission members for the Planning and Zoning Commission. One member is to replace a County appointment to the Planning and Zoning Commission. The second member is a student member for the Commission. The City Council has requested a Vice Chairman for the Commission to back up the Chairman. Should the Planning and Zoning Commission or the City Council appoint the Chairman and the Vice Chairman? Zoning Compliance: Kurt Hibbert did not have any new violations to report to the Commission. City Council actions on P&Z recommendations : Public Hearings: Page 12 of 16 New Business : Preliminary Plat for Teton Professional Park – Trejo Street Schiess & Associates (Bagley Enterprises) Winston Dyer declared a perceived conflict because he has reviewed the development with the developers and he stepped down from the table. He asked Robert Schwartz to take charge. Joseph Laird move to approve the Preliminary Plat; Randall Porter seconded the motion; Discussion: Robert asked for additional language concerning the sidewalks. Phase One was built under a previous Zoning Code. Joseph indicated that street landscaping and lack of sidewalks will be built as done in Phase I. Randall concurred with the change to the The motion carried motion. All voted aye, none opposed. . Report on Projects: None Tabled Requests: None Unfinished/Old Business : Work on the Comprehensive Plan Draft with a draft Map: Kurt Hibbert presented a new map of some proposed changes to the Comprehensive Plan Map. He reviewed the different sections and zones to the Commissioners that are in different colors on the map. The industrial areas have been moved on the proposed map. He th indicated that some properties on South 5 West are discussing the possibility of annexation. The public facilities were identified as Schools, City property, and the Cemetery. Work on the Planned Residential Developments (PRD) Ordinance 854: The City Council is reviewing the proposed amended Ordinance. It may be on the next City Council agenda. Work on the Commercial Design Standards (draft) Ordinance 907 : Deferred to a future meeting. Unfinished/Old Business: None Adjourned Page 13 of 16 APPENDIX D Mayor & Council Advisory Boards & Committees Staff Liaison Council Liaison Airport Board John Millar Rex Erickson Downtown Vision Committee Richard Horner Farrell Young Upper Valley Arts Council Deborah Lovejoy Farrell Young Golf Board Richard Horner, JoLyn Briggs Paul Pugmire Historical Preservation Committee Kurt Hibbert Farrell Young I.B.C. Committee Val Christensen Rex Erickson Mayor’s Youth Advisory Board Peggy Hymas Mayor Larsen Museum Committee Deborah Lovejoy Garth Oakey Parks & Recreation Committee Jack Bowman Garth Oakey Planning & Zoning Commission Kurt Hibbert Rex Erickson Rexburg Beautification Committee John Millar Donna Benfield Tabernacle Civic Center Committee Deborah Lovejoy Nyle Fullmer Traffic Safety Committee John Millar, Randy Lewis Donna Benfield Trails of Madison County Committee Kurt Hibbert Mayor Larsen Page 14 of 16 Appendix E City of Rexburg Organizational Chart 15 There was some discussion on the Press releases issued by the City. The Mayor asked the Committee members to forward information from the Committees to the Mayor’s Office for review. The Mayor will be responsible for approving all Press releases to the public. Council Member Pugmire mentioned that it is very important for the City Council to be apprised of the actions of the Committees. He indicated that the Council needs to know what is happening before they read it in the news paper. Adjournment Note: The Mayor’s Office is the Administrative Branch of City Government. The City Council is the Legislative Branch of City Government. The City Attorney offers Legal Council to both Administrative and Legislative Branches of City Government. 16