HomeMy WebLinkAboutCouncil Minutes - March 20, 2024 (208) 359-3020
35 North 1st East
Rexburg, ID 83440
Rexburg.org | Engage.Rexburg.org
City Council Minutes – March 20, 2024
Mayor Jerry Merrill
Council Members:
Bryanna Johnson Erick Erickson
Robert Chambers David Reeser
Colin Erickson Mikel Walker
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. (video index 0:01:00)
Council Member Chambers said the prayer.
Mayor Merrill led the pledge.
Roll Call of Council Members:
Attending: Council Member Johnson, Council Member Chambers, Council Member C. Erickson, Council Member E. Erickson, Council Member Reeser, Council President Walker, and Mayor Merrill.
Presentation: New Tabernacle Documentary – Jed Platt (0:03:24)
Cultural Arts Director Platt explained many people are aware of the city’s 50 years of stewardship over the historic Tabernacle, they are commencing the Tabernacle’s Legacy Campaign
to preserve the beauty of the building and its story. The Idaho Humanities Council awarded the city a grant to produce a short film about the Tabernacle. He worked with the Soapbox Agency,
a group of students from BYU-Idaho University to produce the film. The film was viewed on the overhead screen and the link to view the film is https://youtu.be/1-oVaFwg2OE
Bryson Bigler explained he has worked on the film since last year. Before presenting the film tonight he added some final touches. As he visited the Tabernacle it changed his perspective
of what the building stands for and what it is, these aspects were captured in the film and that is what he wanted to accomplish.
Public Comment: Items not on the agenda; limit 3 minutes; issues may be considered for discussion on a future agenda. Please keep comments on point and respectful. (0:18:09)
David Taylor said he would like the water and sewer impact fees for new businesses to be an item of discussion on the next City Council Meeting Agenda. He said living in the City of
Rexburg has allowed him many opportunities to operate businesses in the Upper Valley and throughout the Mountain West. He has been involved in operating an automobile business and other
ventures.
Mr. Taylor said he recently submitted a building plan to the city for a franchise business named Tommy’s Express Carwash. When he received the estimated building permit costs, the costs
were about $350,000. He believes the high costs of building permits will block new businesses from building in Rexburg. He asked the Councilmembers to keep in mind a new business lacks
capital; therefore, it would be difficult for new businesses to be able to pay the high cost of building permit fees.
Mr. Taylor explained he has seen a lot of development in the valley; however, there is a void in Rexburg of the type of development that will retain our children and grandchildren so
they can live in the valley and make a living. Some of our children move away and later are able to return to Rexburg; however, they are unable to make a great economic impact on the
valley. He wondered what successful communities such as North Logan, Layton and St. George do to generate new businesses. He said he is not asking for a rebate on the building permit
fees; however, he would like to discuss changes to the fees going forward.
Items from Council: Committees: MEPI, Cultural Arts, Grants, School Board, MUSIC, MYAB, Traffic & Safety, Emergency Services Board, Trails, Beautification, Parks, Recreation, Urban
Renewal, Airport, Golf Board, and Legacy Flight Museum (0:28:35)
Council President Walker reported the Mayor Youth Advisory Board will be meeting tomorrow to hold a mock city council for their Rexburg Government 101 March meetings.
Council Member Johnson reported on the Roadside Clean Up event on Saturday, April 27th from 8 a.m. to 11 a.m. The city is assisting the residents that organized the event by supplying
trash bags and safety vests. On Monday, May 13th the city is hosting the Eagle Park Clean up from 5 p.m. to 7 p.m. She encouraged all to attend these clean up events. Mayor Merrill
also reported he was at the Skate and Dog Park the other day and asked the patrons visiting the parks if they would assist the city by picking up the trash that has accumulated during
the winter months. The residents said they would organize a community clean up event for the Skate Park and Dog Park on Saturday, March 30th at noon.
Other Reports:
Mayor Merrill said the city was awarded a two-million-dollar Reconnecting Communities grant from the U.S. Department of Transportation. The city is using those grant funds to complete
the studies and design work for the overpasses along Highway 20.
Staff Reports: (0:34:00)
Finance: - Matt Nielson
Financial Reports
Finance Officer Nielson reviewed the Cash and Investment Balance Report. He said about 80% of the invested funds are in the duration of two years. The Finance Department is slightly
changing their investment strategy to try to get the ladder to be closer to the 2-3 years mark, meaning that when they reinvest instead of 12 to 18 months, they will look at 2–3-year
terms. He said he also tries to match the terms to the capital improvement plan for cash flow purposes.
Finance Officer Nielson reviewed the Treasurer’s Expenditure Report by Fund Report. There are about five different funds for the streets that have reserves. He has discussed ramping
up the construction projects for the next few years with Public Works Director Davidson. He noted when talking about fund balance versus cash and investments in governmental accounting
in a business type fund such as sanitation, water, and wastewater you have to include the assets.
Review and approve options for Pickle Ball Courts
Finance Officer Nielson said a survey was sent to respondents asking first if they play pickle ball and 185 respondents replied saying they play pickle ball. The second question they
asked the 185 respondents was to choose one of the two options: build four courts indoors or build eight courts outdoors. The results were 100 respondents said build four indoor courts
and 85 respondents said build 8 outdoor courts. The respondents were then asked if they would be willing to pay a fee to use the indoor courts. The responses for the amount of fee the
respondents would be willing to pay ranged largely in dollar amount.
Finance Officer Nielson reviewed a map of where the pickle ball courts would be built in the Don Jo Sports Complex. He also reviewed the dimensions of the courts. He recommended to
bid out for four post tension concrete courts with the first bid alternate for lighting and a second bid alternate with fencing. The reason for the bid alternates is if there is sufficient
funding in the fall to build a building covering the courts then they would not need the fencing or the lighting.
Council Member C. Erickson asked if a bid could be requested for the building as well. Finance Officer Nielson replied yes, a bid for the building could also be obtained and he believes
the cost is going to be about $400,000.
Council Member Johnson expressed her concerns with covering the courts and charging patrons to use the courts because it adds another layer of costs and possible issues. She believes
it would be easier not to charge to use the courts. Finance Officer Nielson said whether the city decided to charge or not to charge oversight of the courts will still be needed.
Council Member Chambers asked how the indoor courts are going to be heated. Finance Officer Nielson replied, the building would be heated with infrared heaters over the base lines,
the building would not be completely insulated.
Council Member E. Erickson moved to approve to bid the four Pickel Ball Courts and alternate bids for lighting, fencing and building; Council Member C. Erickson seconded the motion.
Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council Member Johnson none
Council Member Chambers
Council Member C. Erickson
Council Member E. Erickson
Council Member Reeser
Council President Walker
The motion carried.
Public Works: - Keith Davidson (0:50:52)
Surplus Cardboard Baler
Public Works Director Davidson explained about 12 years ago the city purchased a cardboard baler for BYU-Idaho University, when they were operating their community recycling program.
Some of the reasons he is recommending to surplus the baler are parts for the baler are no longer available and BYU-Idaho is no longer participating in the community recycling program.
The city is using Western Recycling to pick up the 90-gallon containers containing recyclables from the resident’s homes.
Council Member Johnson moved to approve the Surplus of the Cardboard Baler; President Member Walker seconded the motion. Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council Member Johnson none
Council Member Chambers
Council Member C. Erickson
Council Member E. Erickson
Council Member Reeser
Council President Walker
The motion carried.
Public Works Director Davidson recommended setting the Spring Clean Up Days from April 15th to May 6th.
Mayor’s Business: (0:54:06)
Historical Preservation Commission Appointment Ratifications for Rick Robinson, Ronny Nowland, Jason Flora, Jamie Patten, Lisa Jones, and David Jones
Mayor Merrill recommended ratifying the appointments of Rick Robinson, Ronny Nowland, Jason Flora, Jamie Patten, Lisa Jones, and David Jones to the Historical Preservation Commission.
Council Member Reeser moved to approve to ratify the appointment of the following individuals: Rick Robinson, Ronny Nowland, Jason Flora, Jamie Patten, Lisa Jones, and David Jones to
the Historical Preservation Commission; Council Member Chambers seconded the motion. Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council Member Johnson none
Council Member Chambers
Council Member C. Erickson
Council Member E. Erickson
Council Member Reeser
Council President Walker
The motion carried.
Mayor Merrill mentioned several meetings and events taking place at the beginning of April in the city. There is the Local Emergency Planning Committees (LEPC) meeting on April 3rd
in the morning. The community Easter Egg Hunt is on Saturday, March 30th at Porter Park. The Kiwanis Club, with help of city staff, has been able to collect 47 bikes as prizes for the
Easter Egg Hunt. These bikes were donated by local businesses. The city’s Economic Development Department held their Big Idea Competition. There were 18 competitors that presented business
ideas and three winners. The first-place winner won $500, second-place winner won $300, and third-place winner won $100.
Mayor Merrill reported the Chamber of Commerce had restaurant rush week. The Idaho National Laboratory (INL) invited him and the Councilmembers on a tour of the INL. Council President
Walker added anyone can tour of the INL. A group called Madison Interagency Council held a meeting at city hall. David Merrill is the organizer of that council. The council consists
of all of the non-profit entities in the area.
Mayor Merrill reported he and Council President Walker attended the Community Conversation Event. The event focused on Law Enforcement and Behavioral Health, Resources for Children
and Families, Recovery Coaches and Support Meetings. He also attended a Cloud Seeding Program Board meeting. The city contributes a few thousand dollars to the cloud seeding program.
He said other entities contribute to the programs such as electrical power companies, canal companies, etc.
Items for Consideration: (1:04:56)
City staff recommendation to approve the Police Department Equipment Lease Purchase Agreement. Designated as Resolution No 2024 – 03 if motion passes – Matt Nielson, Shawn Scott, and
Joshua Rhodes
Finance Officer Nielson explained the city started to lease police patrol vehicles about five to six years ago. They are starting to turn in their first round of leased vehicles this
year. The lease was through Bancorp; however, the Police Department is experiencing supply chain issues through Bancorp. By the passage of this proposed resolution, it gives the Police
Department the option to use a different company. There are benefits of having two companies because they can benchmark the two companies against each other to determine which one is
offering the lower price and vehicle availability.
City of Rexburg Police Department Equipment Lease Authorization
Resolution No 2024 - 03
A Resolution of the governing body of Rexburg City, authorizing the execution and delivery of an Municipal Lease-Purchase Agreement with respect to the acquisition, Financing and leasing
of certain equipment for the public benefit within the terms provided herein; authorizing the execution and delivery of documents required in connection therewith; and authorizing the
taking of all other actions necessary to the consummation of the transactions contemplated by this resolution.
Whereas, the City of Rexburg (the “Lessee”), a city duly organized and existing as a political subdivision, municipal corporation or similar public entity of the State of Idaho, is authorized
by the laws of the State of Idaho to acquire, finance and lease personal property for the benefit of the Lessee and its inhabitants and to enter into contracts with respect thereto;
and
Whereas, the Lessee desires to acquire, finance and lease certain equipment up to $500,000 in total equipment financed constituting personal property necessary for the Lessee to perform
essential governmental functions (the “Equipment”); and
Whereas, in order to acquire such Equipment, the Lessee proposes to enter into Municipal Lease-Purchase Agreements (the “Agreements”) with Financial Pacific Leasing, Inc. DBA Umpqua
Bank Equipment Leasing & Finance (or one of its affiliates), as lessor, (the “Lessor”), the form of which has been presented to the governing body of the Lessee at this meeting; and
Whereas, the governing body of the Lessee deems it for the benefit of the Lessee and for the efficient and effective administration thereof to enter into the Agreements and the other
documentation relating to the acquisition, financing and leasing of the Equipment to be therein described on the terms and conditions therein and herein provided;
Now, Therefore, Be It And It Is Hereby Resolved by the governing body of the Lessee as follows:
Section 1. Findings and Determinations. It is hereby found and determined that the terms of the Agreements, in the form presented to the governing body of Lessee at this meeting, are
in the best interests of the Lessee for the acquisition, financing and leasing of the Equipment.
Section 2. Approval of Documents; Designation as Bank Qualified. The form, terms and provisions of the Agreements are hereby approved in substantially the forms presented at this meeting,
with such insertions, omissions and changes as shall be approved by the City Council of Rexburg of the Lessee or other members of the governing body of the Lessee executing the same,
the execution of such
documents being conclusive evidence of such approval; and the Mayor of Rexburg of the Lessee is hereby authorized and directed to execute, and the City Clerk of the Lessee is hereby
authorized and directed to attest, the Agreements and any related Exhibits attached thereto and to deliver the Agreements (including such Exhibits) to the respective parties thereto
[, and the City Clerk of the Lessee is hereby authorized to affix the seal of the Lessee to such documents].
Section 3. Other Actions Authorized. The officers and employees of the Lessee shall take all action necessary or reasonably required by the parties to the Agreements to carry out,
give effect to and consummate the transactions contemplated thereby (including the execution and delivery of a Final Acceptance Certificate, escrow agreements, disbursement requests
and any tax certificate and agreement, as contemplated in the Agreements) and to take all action necessary in conformity therewith, including, without limitation, the execution and delivery
of any closing and other documents required to be delivered in connection with the Agreements, including designation of the Agreements as “qualified tax-exempt obligations” under Section
265(b)(3)(B) of the Internal Revenue Code of 1986, as amended, if requirements for such designation can be met.
Section 4. Appointment of Authorized Lessee Representatives. The Chief Finance Officer and the Mayor of the Lessee are each hereby designated to act as authorized representatives of
the Lessee for purposes of the Agreements and any escrow agreements until such time as the governing body of the Lessee shall designate any other or different authorized representative
for purposes of the Agreements or any escrow agreement.
Section 5. Severability. If any section, paragraph, clause or provision of this Resolution shall for any reason be held to be invalid or unenforceable, the invalidity or unenforceability
of such section, paragraph, clause or provision shall not affect any of the remaining provisions of this Resolution.
Section 6. Repealer. All bylaws, orders and resolutions or parts thereof, inconsistent herewith, are hereby repealed to the extent only of such inconsistency with respect to this Resolution.
This repealer shall not be construed as reviving any bylaw, order, resolution or ordinance or part thereof.
Section 7. Effective Date. This Resolution shall be effective immediately upon its approval and adoption.
Adopted and Approved by the governing body of the Lessee this __ day of ___ 2024.
the city of rexburg,
as lessee
[Seal]
By:_______________________
Printed Name: Jerry Merrill
Title: Mayor
Attest:
By:
Printed: Name: Deborah Lovejoy
Title: City Clerk
Finance Officer Nielson continued to explain the face of leasing verse buying a vehicle has changed a lot in the last five years. He said in his opinion it is more expensive to lease
the police vehicles than to buy them outright and operate them for a longer period of time, about seven to eight years verses the five-year lease time. The leasing of the patrol vehicles
may still be beneficial; however, not as beneficial for the administrative division. They may need to consider purchasing the vehicles for the administrative division.
Lieutenant Scott explained which equipment in the patrol vehicles can be removed from the lease vehicle to continue to use. The radios are reused which saves the city about $4,000 for
each radio. The vehicles video systems and radars are also reused. Mayor Merrill asked how many times they switch out and reuse that equipment before having to purchase new. Lt. Scott
said he hopes to be able to switch out and reuse the equipment twice before having to purchase new equipment which is about 10 to 12 years. The company they used to purchase and replace
the radios was sold. Their radios are currently about 10 years old so they will need to be replaced.
Council Member C. Erickson asked if the lease price of the vehicles also included the maintenance of the vehicles. Finance Officer Nielson replied yes, the maintenance was included.
Council Member Johnson asked if the monthly milage allowance was sufficient for the patrol vehicles. Finance Officer Nielson said the milage was sufficient; however, there were some
vehicles that went over the mileage and some that have a lot less mileage.
Council Member C. Erickson moved to approve Resolution No 2024 – 03 the Police Department Lease Purchase Agreement; Council Member E. Erickson seconded the motion. Mayor Merrill asked
for a vote:
Those voting aye Those voting nay
Council Member Johnson none
Council Member Chambers
Council Member C. Erickson
Council Member E. Erickson
Council Member Reeser
Council President Walker
The motion carried.
Staff recommendation to approve a public/private partnership contract for a Community Ice Rink – Matt Nielson and Stephen Zollinger
City Attorney Zollinger explained he met with the representatives of R&R Group. They are still finalizing details on a contract that would be executable. There were a few issues that
slowed down the process, insurance being one of them; however, they have worked through the insurance issue. Mayor Merrill said there is another meeting scheduled with R&R Group on Tuesday
to show the final drawing of the ice-skating rink building. City Attorney Zollinger added there is no contract to consider tonight.
Council Member E. Erickson asked how the process is coming along. City Attorney Zollinger said the letter of intent that was reviewed at the last City Council meeting spelled out the
terms that they all felt they could live with; it is now in the process of letting lawyers turn them into documents that will survive the departure of one of the R&R Group representatives
and himself. City Attorney Zollinger said they desire the terms of the contract to be understood by everyone and not just those currently making the decisions.
Calendared Bills:
Second Reading: Those items which have been first read: NONE
Third Reading: Those items which have been second read: NONE
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. (1:19:17)
Minutes from March 6, 2024, City Council Meeting
Approve the City of Rexburg Bills
Council President Walker moved to approve the Consent Calendar containing the minutes and city bills; Council Member Johnson seconded the motion; Mayor Merrill asked for a vote:
Those voting aye Those voting nay
Council Member Johnson none
Council Member Chambers
Council Member C. Erickson
Council Member E. Erickson
Council Member Reeser
Council President Walker
The motion carried.
Adjournment 7:50 P.M.
APPROVED:
______________________________
Jerry Merrill, Mayor
Attest:
_____________________________
Marianna Gonzalez, Deputy City Clerk