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HomeMy WebLinkAboutCouncil Minutes - February 19, 2025..................................................................................................... City Council Minutes — February 19, 2025 Mayor Jerry Merrill Council Members: Bryanna Johnson Eric Erickson Robert Chambers David Reeser Colin Erickson Mikel Walker (208) 359-3020 35 North 1" East Rexburg, ID 83440 Rexburg.org I Engage.Rexburg.org .................................................................................................................... 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:oo P.M. Work Meeting Discuss Local Improvement District 54 (LID 54). Resolution 2025 — of Notice of Intent to Create Local Improvement District 54 (LID 54) and set public hearing date for March 19, 2025 - Action Item Public Works Director Davidson mentioned City Engineer Brett McDermott completed most of the work for Local Improvement District 54 including the design and canvasing of the neighborhoods. A committee oversight meeting was held to receive input regarding LID 54. The properties that were originally put on LID 54 included Birch Street, is' South, Center Street, 1st West from Main Street Down to ist South as well as Park Street. Their primary concerns were regarding Birch Street because the road is on a hill causing cross slopes. There are a lot of driveways on the east side which are steep and the driveways on the west side are flat causing melting snow to drain back into the garages. When they try to adjust the cross slope on that street it becomes difficult. The cross slope is 3.2 on the south end and 4.6 on the north end of the street. They try not to exceed a five percent slope; however, there are areas that exceed the five percent. He said with a bigger cross slope and during icy conditions drivers tend to slide off the road. Public Works Director Davidson explained they considered narrowing Birch Street to try and get the curve away from those driveways because the ADA requirements do not allow any greater than a 2 cross slope. He said the road was built in the 6o's; therefore, the sidewalks are right against the curb line and the driveway approaches are well over the 2% cross slope, the cross slope is about five percent in that area. Public Works Director Davidson said there are a lot of issues on Birch Street, so they discussed removing Birch Street from LID 54 and bringing in the property owners to discuss different scenarios to address the cross -slope issues. One of the scenarios they are looking at is a road curb. A road curb gives more of an abrupt approach when entering the driveways; however, it helps with adjusting some of those cross slopes. The LID costs to the property owners are a big issue as well. He said with the different constraints on Birch Street it would be a good move to push back those repairs for a year. Discussion regarding the other streets included in LID 54. Public Works Director Davidson mentioned the policy the city implemented where the city would contribute 30% of the costs of the sidewalk, curb and gutter; however, if the driveways needed to be adjusted because of the cross slope which most of the driveways on Birch Street need adjusted the city would contribute 30% of the costs of the driveways. Public Works Director Davidson reviewed the estimated cost for the 5th West LID 54. The Stones Town and Country estimate is high because there isn't any sidewalk on both sides of the property. City Staff will be holding a question -and -answer meeting with the property owners prior to the March 19th City Council meeting. The property owners will have an opportunity to discuss any concerns. LOCAL IMPROVEMENT DISTRICT 54 Ciryy Par ipmion Fvtimxed Item .asphalt (30ty ofRepl ,od No. Dir Sate Company; L dame Cont F¢gLeetiag Pt•apeCa � Parching SR' Cdd:, exehdea Cast near mr i drkr.ay) 120o 3uoa 5th West 9i 6- 4 S SthW I S%ie. S.. I S 11.165.00 S I,iS9.92 S !.350.GG S 11.1559_ 92 6'1.5 S 5th SC fluQ Bet, I S 16.1ii 50 S 1,?36.02 S 2.6=0.00 S 15.429.52 Si - S Sth tF Hlurnenherz. Sathua &:iaclorutie 5=0.00 S G.OiSAO S i.55-.55 S s25.;,t c ;0.g'6.5` S. 6.0 S Sth R' Rurchne Homes of>daho Inc S 590A0 S iiSS5.15 5 ;.D65.;'_ 5 5,5?35_ S i'.055."5 SS S Sth Vl �jolws.n. ?o1-- P: iw_ & Tamaza S li.i5?.2` S 1.6D, Si i 96 625 S 5thW William & ranara S 1.i,625.00 5 16i5.00 S 5.305.59 S 12.154.12 `th`.\ l•,j';j1m� .�•ri:i trm r .: 3(tt tt' Rns Swath LLC i- i, S .. i.�g `' ` S •, ;> S , • -va a `fh R IStanes i i54d_. Si S 1.9i�.51 S a,2S5-�5 S I3392.'S �tltR' cs: x:d Cu;mste-; - -. 4f_'-_�: Pica DeGatbPt LLC ;&351.'c S i.156-3' S S ' L? ;; a,., ,-: - 4.%6it S 28-Sa d� G'pSB, BaRa(FW1 ti rSd(�.YS S ._ _ -. � SaatR t'azahn I:.bbb@J� S l.ti4.9: S 4dti 00 5 -- ----_ lR"bkx* imtsttxs LLC --' .. �- -: -.: c®____.5 j' ` S �S300001--- u; :k?; S •, _;: 76I -th .\ I06tS6.U0 S t,:'4.9' khi\' Iussrl-Dan _- th-li' _ 'SS-05 $ at0.00 $ 6.:Q8(S ,�, ii• jcua�.,, nt ,n sc >S�ee —` �--------� � S tln r vaatt �aML=-----.- t;-- Kit S 11'h !n tai'a, self f'%tFtt : -. - - S $'1 111 - _-- _'- ( � �• rlla•.vaanr c)5 '-rL sear 1.5 C i S_ :..'a'l SS S '.5 !S� z t;laastcn!f �cns. \\dhan f '<aftir ' S 3 rivo S 5�.835.51 Cm•af4rtt+4x.- - c S - C Council Member Johnson mentioned there are some property owners on 5th West that have financial concerns. She said she doesn't feel right about billing property owners that high of a bill, it's staggering for some people especially a person on a fined or a single person income. Council Member E. Erickson said they all feel bad about the LID amounts. He wondered if the city could increase the percentage of participation. Council Member E. Erickson asked Council Member Johnson for suggestions on how to cover those LID costs. Council Member Johnson said she disagrees with the city's LID process and has made that clear over the years. She said she thinks the city could move towards doing something that isn't such a burden on residents. The portion of the LID costs that residents pay is minimal compared to the city's overall budget; therefore, the city could absorb those costs. She said by the time the city has the final assessment those costs could be higher. Discussion regarding the 30% city participation policy for sidewalk, curb and gutter. Public Works Director Davidson said the city percentage policy was created to equalize the costs participation. The City Council also passed the policy that when the city is narrowing the road, there would be 50% participation by the city for sidewalk, curb and gutter. Council Member Chambers wondered if they could add a hardship clause to the policy based on income to qualify for a higher city participation percentage. Public Works Director Davidson said there are grants available that residents could apply to help them with an LID loan. Discussion regarding the engineers calculated estimates. Public Works Director Davidson suggested scheduling a City Council Work Meeting on March 5tn city's percentage of participation or making other adjustments, so discuss the possibility of increasing the Council Member Chambers moved to approve Resolution 2025 — of Notice of Intent to Create Local Improvement District 54 (LID 54) and set public hearing date for March ig, 2025; Council Member C. Erickson seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Work Meeting Adjournment 6:oi P.M. 6:3o P.M. Council Member C. Erickson said the prayer. Council Member Reeser led the pledge. Those voting nav none Roll Call of Council Members: Attending: Council Member Johnson, Council Member Chambers, Council Member C. Erickson, Council Member E. Erickson, Council Member Reeser, and Council President Walker Mayor Merrill did not attend the meeting. Appointment and Oath of Office of New City Attorney Spencer Rammell City Clerk Lovejoy administered the Oath of Office to new City Attorney Spencer Rammell. 2 Official Oath STATE OF IDAHO, } SS County of Madison I Spencer Rammell, do solemnly swear (or affirm) that I will support the Constitution of the United States and the Constitution of the State of Idaho, and that I will faithfully discharge the duties of City Attorney, of the City of Rexburg, according to the best of my ability. (Signature of Elected or Appointed Official) Subscribed and sworn to before me this-L9 day of February, 2025. Deborah Lovejoy, City Clerk Council President Walker expressed his appreciation for retiring City Attorney Stephen Zollinger. He said Attorney Zollinger witnessed a lot of change during his 32 years of dedicated service. The city and residents have benefited from Attorney Zollinger's hard work for the improvement of the city. City Attorney Rammell shared the following remarks. Years ago, when asked who he thought was going to replace Stephen Zollinger as the city attorney, he replied, "I do not know, whoever it is, I feel bad for that person." He said, "and of course life has a way of working out because that person is me." He said he has been reminded numerous times today and in the weeks since January end that he has big shoes to fill; however, it is appropriate to acknowledge that there are multiple shoes to fill, one is Attorney Zollinger's capacity as an attorney, the other is his capacity to care and the bigger pair of shoes to fill is that nobody cares more about the City of Rexburg and its people than Stephen Zollinger. City Attorney Rammell said he would like to acknowledge the following people who are important in his life, and with this new opportunity, the hardest part is leaving good people. The Madison County Prosecutor's Office is a good place to work. He said he is thankful for the opportunity to have worked with Madison County Prosecutor Rob Wood and is proud of the work he completed for that office. He said the city has fantastic people, specifically Finance Officer Matt Nielson, Public Works Director Keith Davidson, City Clerk Deborah Lovejoy and HR Director Terri Hill, who have all made his transition to city attorney easy. He looks forward to continuing to work with them. City Attorney Rammell expressed that Rexburg means the world to him. His first recreation game was held at Adams Elementary, and his first job was at the Teton Lakes Golf Course working for Duffy McFarland; however, his first legal paying job was refereeing the city's recreation basketball games where he wasn't paid under the table. The first time he was interrogated by the police was by then Police Officer Colin Erickson now Council Member C. Erickson. He said at the time, Police Officer Erickson was trying to figure out which one of his friends unplugged the school buses from the engine block heaters and for the record, to this day he still has no idea who unplugged the buses but whoever did, he is sure they did not think it was going to implode and cause as many issues as it did. City Attorney Rammell said he is grateful for the opportunity to serve the people of Rexburg. He introduced his wife Ashley, three sons, his siblings and their spouses. Council President Walker mentioned both City Attorney Rammell and Attorney Zollinger were born and raised in Rexburg. He believes it is an advantage to the city to have the retired attorney and incoming attorney both from Rexburg because they both care deeply about Rexburg. He said he and the other Council Members look forward to working with City Attorney Rammell and wish Attorney Zollinger well. Presentation: Fiber Project 2024 Progress and Plans for 2025 Build Season — Silver Star Group Brock Walters explained he has changed positions at Silver Star, he no longer oversees the future build of the fiber. That task has been assigned to Jason Jenkins. Mr. Jenkins has been with Silver Star for almost 20 years, so he comes with a lot of experience. Mr. Jenkins said he is the Vice President of Open Access and grew up in Star Valley, Wyoming. In his new position he oversees all the fiber open access buildouts throughout the many locations providing Silver Star with a lot of engagement opportunities to hopefully bring in broadband access. He said at Silver Star, they believe that the internet is not created equally, and their mission is to recreate industry by bringing in acceptable broadband, provide internet provider choices and close the digital divide. Mr. Jenkins reviewed the January 2025 update and construction to date. r Lightbridge Network s J J } J 14 d Construction to date - 208,000 ft of mainline constructed - 2,225 passings constructed - 521 homes connected - 254 homes in process of fulfillment - 1,366 total sign-up's (expressed interest) - 40% Average take rate across completed and active build areas and increasing - 63% Highest take rate of any specific development Mr. Jenkins reviewed the percentages of customers that subscribed to bandwidth. He said they are receiving positive reviews from their customers survey engagements. Rexcurg P,y Pariu,vic'i Distribution of • -c)- Customers • 2GO(, • 3Co - 48.3% of Customers subscribed • sco to IGb/s symmetrical internet • ;pp - Over 19% Multi -Gig subscriptions 9 scoo - Over 72% of customers are • C-00 choosing speeds that they can only • 25o get on fiber • Mr. Jenkins reviewed the 2025 construction plan and map below. The areas on the map have been categorized and color coded based on the construction needs. They have completed some preliminary construction that has allowed them to proceed with some fiber installation right away. As they finish the final engineering for each of these build areas, they hope to begin by April ist, if weather permits. There are some construction challenges when installing fiber up on the hill with rock, etc; however, these areas are included in their 2025 construction plan. RXBG OAN East & West of Campus East of Railroad • The Hill .., alb n v! A. .o, E7 Y A!W F 4� f X, L97u7N ch`Nl w.t; 0 East & West of Campus • East of Railroad • The Hill South of Temple • Crest View / Crest I • Valley View • Founders Square • Sky Meadows Mr. Jenkins reviewed the milestones of the broadband installation construction. Their targeted construction completion date is October 31st, 2025. He said even with that completion date in mind they are committed to get fiber in place as development occurs even though that is outside of Silver Star's commitment to the city. Milestones CONSTRUCTION START DATE: CONSTRUCTION END DATE: COAL: COMPLETE REMAINING 4/1/25 10/31/25 RESIDENTIAL BUILD IN 2025 Public Comment: Items not on the agenda; limit of 3 minutes; issues may be considered for discussion on a future agenda. Please keep comments on point and respectful. NONE Items from Council: A. Committees: MEN, Cultural Arts, Grants, School Board, MUSIC, MYAB, Emergency Services Board, Beautification, Trails/Parks & Recreation, Urban Renewal, Airport, Golf Board, ADA Oversight Board, Historical Preservation Committee, and Legacy Flight Museum Council Member C. Erickson reported the Airport Board did not meet, and the Golf Board meeting was cancelled. The School District is busy with state tournaments in several sports. They are also busy with arts and music events. Council Member Johnson reported the Trails Committee will meet in April. The Beautification Committee will be meeting to plan a park clean-up in the spring. Council President Walker reported the Mayor's Youth Advisory Board has not met; however, will meet again in March. The ADA Advisory Committee has not met. Council Member Chambers reported M.E.P.I. met, they are planning a dinner for the M.E.P.I. donors and recruiting members to the board in the spring. They are also looking at distributing soapbox mailers as part of M.E.P.I.'s outreach tool for economic development. He said the technology is such that they can put a video mailer together and send it out to targeted industries that might be interested in coming to Rexburg. They will mail about ioo of these mailers. He said the board members will decide which industries to pursue based on the amount of interest generated from that industry. Council Member Chambers reported he met with the Cultural Arts Department regarding the issue with the production fee. He explained if a production company requests to rent a city facility, but lacks the funding, could they pay a fee for a block of time instead of the daily fee to use the facility. The Cultural Arts Department will continue to discuss the facility fee issue until a recommendation to the City Council can be made for consideration. Council Member E. Erickson reported city staff are continuing to discuss the construction of Teton River Park. They are about ready to request construction bids for the south side of the park. The construction could begin this spring and into the summer. Council member Reeser reported the Legacy Flight Museum Committee has not met. The Oversight Committee made a recommendation for the Construction Manager/General Contractor (CM/GC) for the Rexburg Police Station Facility at the last City Council meeting and tonight there is a recommendation for an architect so there has been some movement regarding the proposed new police station. B. Other Reports: Staff Reports: A. Finance: -Matt Nielson i. Financial Reports Finance Officer Nielson reviewed the Treasurer's Expenditure Report by Fund. The city is four months through the fiscal year or about 33%. On the expense side of the budget the city has spent about 18.4% which is typical for this time of year because the construction costs do not start until May. In the fund balances and the investment balances totals for the police impact and the potential police building fund there is about 2.2 million dollars saved up so far and the city will continue to grow those funds. R CnY OF REXE'JRC TREI SME; S EXPENDM;tE'..E90RT FY RIND Y UAR-TO-D.`T_ AS C•F 1.'7LC0•� THE Fz<M VMQ =5 I VCT 2A - SEPT 25a na.l CAM PERSONNEL OPERAT+DNS OTHER CAPITAL TRANSM TOTAL mrimm rim EiKalM 1 FUND EXPENSE EXPENSE EXPENSE EMUSE EYPEN5f E p"M WAMP Maw SAiANL'E M ANDE N:'-'.L ..... _. ...- 1. 31E.10? .-..-1.". .__.... ,Ci.91.5 .. -,..C7n 'r,_.::9 1-%.09::_fk '+11 1 i.M1.1;C0 C.9C3.1:73 407.727 IT4,aa5 17,Fi7 0 E37.yla •t13*6X1K1 iC.P« 11.JPi 7.8.4P 0 6EU:A6 0.7U0 .;A`. _",27=_ ...• It T: 111. - i '.' 710N3 s_. t. .. .. 0 75,:�53 n_ ;1-iLG 17al.7.'• G.6a ?_1'aT .>I; ;� _.:MOA 1 .400 00 _ .. erW 1-ID,bn7 ..,:. MCI S 141. 393�2 D" :Su7.3„' U 7.-i•1?;317 � 975.iQf• ;Lt,Qal -51 �5':1 ! :L OUC-" tf, _ _ Q n =7.'..54'+ O.C4e L&:'B.:•,t3 ..'o; t; -15. .. _ .:•. UNCY i Inr Dt578!C '. 0 J -113.W 415U.30 _.. t1.0OD •'C7MT ;fS. k ?71�a �: 1 0.:. .:_. a 13,600 VIEW .., ..2if 9-1 MPLOYi1 _ 1 G U '.,IXC• QOw .. ::1 .,G_t C 7 a G C 7 "l-IN L0k I.^,.:::'... �.I•.'.::.::. .. 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H.:S3 `_+..61� 'Q.7 i 179,179 : S.MU 5141.488 164:.SQD 31 k 179•."•r,8 Q G 737:: 1G ICA, 111".01 ".. .::Ss MCT11N _ G 6,2T 6.136 7.55*.yK 0.:4t 1A7.371 ... _ ... - _ _ - . ti 1 UNC - 71.C� Q 77.48a a9i+ 7U0 I-9X . _ D.D>t 1 pr�.., .! : •::::IP1:111V1_ A %_- ART'. .,. .: -_ bQ0S7 166 G C i.633 70.7QG - 6 161 F. CLfNtiTRtY�1t]N : 2 196,3.•1 C F96,3?A 7DC•.QDG 98.?w :.. _:... 3' F N.r-i PIiI NEUR ' PRMF,'MS 1.69C _ _ Q l.iM 3.1.050 4.9k !f%NA Z3,(,, Z4 NINTeC1.Alk:TFON514UC':ON ,.. COMM. S�! I -f LP71111NCi 13 512. 0 r yg t Sit P ON *I:TINC __ SHOP Y.MTII co .. ..... l •1 G t-.' ...: 33.F49;7T^ J.0 �: ..� '.M6UL'.NC: �:.Pff\Lli!F'L'Cf •q� : _ 2 a... Q.rw T7s.as; r.7s. ,3 [Lt R: YEUf[;!.11t COUNCIL-'U:7 J ,. _ Q.Ok - OL"rl�ni:4a - .DES - Si.'d 1.4.: E3.5&1.QZ5 S1.623.L0 83,1i9.a5! 81f2a,.00 ilE.ir. .E35 492-169.100 la.t,+ S&1.6F1.3'8 53Q,6'0.2 E-0 4iVana.r=.a:it41 tJ inallc; 0:2 CR�i1aG 5'4(;9arirg raCDlO of CM ]D11'•��r3!N.'iAl Mlfl�.'Ii�L Finance Officer Nielson reviewed the Cash and Investment Balance Report. The city is investing about 50 million in their portfolio in cash and investments. There are many sewer and water projects that need to be completed; therefore, the City Council will need to determine how much of those funds they can reinvest. He said he will analyze the future needs of the capital improvement projects over the next year or two; however, if the city can reinvest those funds in the two to three-year time frame and lock in a four and a half percent return that would be a large benefit to the city. CITY OF REXBURG FY 2025 CASH 6 INVESTMENT BALANCE REPORT 96 of Total BALANCE Portfolio AS OF CASH 6 INVESTMENTS RateNield < 1 YEAR 1.2 Years 2-3 Years 3.4 Years 4-5 Years 5 YEARS 1i31!2025 Cast On Hand NA 1,460 0.00% 1460 bans Bank General Checking NA 4.574.931 9.0455 4,574.931 Zions Bank Payroll Checking NA 14,610 0.03% 14,810 Zions Bank Collateralized Acct 0.20% 1.000,D89 1.W% 1.000,089 Key Bank Checking (RLF) 0.01 % 45.633 0.09% 45� 833 •Ael1, Fargo Drug Fund Checking 0.01% 13,020 0.03% 13.020 'Neils Fargo Fire District Banking 0.03% 1.128,966 2.n% 1,128.966 Bank or Commeicele01" FM 0 10% 210 659 0.42% 210.659 Total Cash Accounw 6.989.768 .815n 13_ 61990,768i Bank of Commerce Bank CD 5.00% 246,272 0.49% 246,272 'Nestmark CD 5.05% 274,427 0.54 % 274,427 Beehive Credit Union CD 2.48% 250,153 049% 250.153 Frontier CU CD 5.23% 766.80f.. 150% 758.8C.,, Idaho Central Credit Union CD 297% 250,025 0.49% 259,025 Mountain America Credit Uman 1.70% 10,958 0.02% 10.858 Citizens Community Bank 4.50% 23S,U30 0 47% 238,000 'N'afd Bank 510% 250,000 0494c 250.OW City Calf .1 CD - Internal 3 00% 0 122,457 0.24,- 122.457 Total Certificate of Deposit Invesinlenrs Z.278.541 122.457 4.74'-, 2.400.998 Moreton Asset Management 5.02% 6.379,907 s.%23 E41 2853,754 252,924 1.266.353 28.809b 1' ,76.7_0 Zions Bank Capital Advisors 5.18% 2,962,160 145c 889 489.8-10 50,759 251,743 11.19% 5,664.372 Pit - Bond Investment 2.74% 4,222,143 2544224 2.568,366 1,566,077 1.227,804 24.78% U,528.613 TJI - Bona Investment - Fire Distrc; 4.80% 643,467 1 27% 643.467 state Diversified Bona Fund 3,63% 0.00% 0 State LCIP--City 5.16% 6,WA,387 123.315 1400% 7,087,701 State LGIP--Fire Di=-lnct 5.16% 15,042 266 0.03% if, 309 State LGIP--RLF 5.16% 369,406 6E41 0.74% 375.947 Total Managed Investments 21 556.512 8.358.076 5.911.940 2.31g,160 2.745.901 0 80.80", 40,892.188 Real Estate Inveclmenls. iStreelE) NA 327,334 0.65% 327.334 Total Real Estate Investments 327.334 0,659. 327.334 GRAND TOTAL 31 152 154 8.358,076 5.911,940 2.442 t17 2.745.901 0 100".. 50,610.288 e AL J LI )1. 90 1 .0 11. :h . .e .4.. . ,. 1 .e 2. Budget Adjustment for LHTAC Safety Grant Fiscal Year 2025 for end E from Yellowstone Hwy to Moody Rd and EECBG Department of Energy Grant Fiscal Year 2025 Traffic Signal System Sync - Action Item Finance Officer Nielson reviewed the budget adjustment for LHTAC Safety Grant Fiscal Year 2025 for end E from Yellowstone Hwy to Moody Rd. Dept NEW STREET =iscal Year Affected: 12025 ):pense Accounts to Receive Increased Budget: 2ND E & YELLOWSTONE TO MOODY WIDEN, 1 LIGHTS, SIDEWALK -FEDERAL GRANT (92.66% Account, 44431-5766 Amount: 2.50,000 FUNDED) Account: Amount: Account: Amount: ( TOTAL] 250.000 Accounts Where Budget is Coming From: Account 44431-3320 Amount: 231.700 1 FEDERAL GRANT (FLOWS THROUGH STATE W;LTHAC) Account: 44431-3999 1 Amountt 18,300 FUND BALANCE CARRYOVER .Account .Amount TOTAL I 250.000 Net Expense less Revenue I (This must he zero) Corning From: Contingency Other Expense: New Revenue: 250.000 TOTAL INCREASE 250,000 Reason for thelncrease: HTAC SAFETY GRANT ON 2ND EAST FROM YELLOWSTONE TO MOODY. ADD LIGHTS. '+YIDEN ROAD IN SONL= LOCA-IONS, AND ADD SIDEWALK WHERE NEEDED. TOTAL MATCH 7.34% FROM OUR CARRYOVER IN THAT FUN 2.66% FUNDED BY FEDERAL GRANT -,ASSED THROUGH STATE. CONSTRUCTION TO OCCUR IN 2026. DESIGN TO OCCUR IN FY 25-ESTIMATED AT $250,000 Finance Officer Nielson reviewed the budget adjustment for the EECBG Department of Energy Grant Fiscal Year 2025 Traffic Signal System Synchronization. BUDGET ADJUSTMENT REQUEST FORM Dept: JISTREET OPERATING FUND scat Year Affected: 20== Expense Accounts to Receive Increased Budget: Account: 02431-5360 1 ArnountJ 84,600 TRAFFIC SIGNAL SOFTWARE Account: Amount: Account: Amount: TOTAL:1 84,600 Accounts Where Budget is Coming From: Account: 02431-3320 Amount: 76,3011 FEDERAL GRANT -DOE EECBG Account: D2431-3800 Amount: 8,300 MISC REVENUE Account:I Amount: TOTAL: 84,600 Net Expense less Revenue (This must be zero) Coming From: Contingency: Other Expense: New Revenue: 84,6D0 TOTAL INCREASE 84,600 Reason for the Increase: EECBG DEPT OF ENERGY GRANT, _. Grant is foi S76.280 towards a pfolecl that should cost lust sho-t of S84,600 _ The purchase will be for equipment and software to connect the traffic signals on our firer network and allow for monitoring and networking of the signals by o.rr staff that will be trained as pan of tms purchase 7 Council Member E. Erickson asked if the construction of these two projects will happen this year? Finance Officer Nielson replied there are still some traffic signals that need to be connected to fiber; however, once all the signals are connected to fiber, they will install the software to synchronize the signals this year. Council Member Chambers asked if the LHTAC Safety Grant includes the right turn lane off 2.d East. Public Works Director Davidson replied no, it does not include the dedicated right-hand turn lane near Wal-Mart. City Staff have applied for another grant for that lane; however, they have not heard back from LHTAC. Discussion regarding the amount of sidewalk that will be installed with these grant funds. Council Member E. Erickson asked if they would install a sidewalk on both sides of the road. Public Works Director Davidson explained they will need to see how much work the two million dollars will cover to determine if there are sufficient grant funds to install sidewalk on both sides of the road. Council Member Chambers moved to approve the Budget Adjustment for LHTAC Safety Grant Fiscal Year 2025 for 2nd E from Yellowstone Hwy to Moody Rd and EECBG Department of Energy Grant Fiscal Year 2025 Traffic Signal System Sync; Council Member Reeser seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none 3. Approval of Architect for Police Station Facility - Action Item Finance Officer Nielson explained there were six different architect firms the Selection Committee was considering. They reviewed the firms on paper and narrowed down their selection to three firms to interview. After the interviews, their recommendation to City Council is to work with Hummel. Hummel has a public safety specialist firm called KMB Architects that works with them. Hummel has an office in Idaho Falls and they felt they would be a good company to work towards a contract for the police station facility. Council Member E. Erickson moved to approve Hummel and KMB as the Architects for the Police Station Facility; Council Member Johnson seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none 4. Review of and motion to accept the 2025 Budget Preparation Calendar for Fiscal Year 2026 Budget - Action Item Finance Officer Nielson reviewed the Calculation of Cost -of -Living Adjustment (COLA) using the CPI -West Region Avg. Urban Consumer Average City Index, the recommended COLA is 2.42%. The io- year average the City Council has adopted over the last io years is about 2.86%. The question may arise of what financial impact does the COLA have on the city budget? He explained based on the 2025 budget numbers the wages that are affected by COLA are about $13.8 million, the total increase to the budget if they were to adopt the COLA is approximately $335,0oo. The impact on the General Fund, which is typically the hardest to balance, is about half of that total increase or $171,000. He said if the City Council approves the 2.42 % COLA he would include the total increase in budget numbers through the budget process meetings. FY 25 Current Budgeted Wages Affected by COLA $ 13,871,8D0 Total Increase if adopt Recommended COLA in Fiscal Year 2026 $ 335,698 General Fund Paid Wages Affected b COLA $ 7090400 Increase in General un adopt Recommended COLA In Fiscal Year 2026 $ 171,566 CPI-U for West Ration Avaraee 51', Percent in General Fund Departments Finance Officer Nielson reviewed the 2025 Budget Preparation Calendar for 2026 Fiscal Year Budget. CITY OF REXBURG 2025 BUDGET PREPARATION CALENDAR R FOR 2026 FISCAL YEAR BUDGET 2.18'2025 Feb 5 Wed. 6:30 PM Show or email First Drst of Euatac G:endar and DIs_uss A'.t'e ng Tn-.e_ Feb 19 Wed. 6:30 PM Serd Caoit3l Imprmetttent Plan (C,F � :c Dept. beads to update fcs f years 1.'krtion to accept Budget Calendar and hlettirg Trots CI? and new position requests du* by March 17 '_Ompiete workmans corno billmig and pas: to Fetr,ary E roll fvd March 5 Wed. 6:30 PM =egulsir Co:mcil Meeting ,'.ew and Final;_e BAget CalerRda- f nct done ea Set Public Hearing date (try emotion) for Budget (July 16, 2025) at 6:30 Pfd t.ot fy ;: u Tty C'erk dy April ?Can of the R Age: F--,, F?ar ^. g Date Review City Council Drive -around date- Friday April I Ith at 9 AM Set Mayor & Council Salaries on odd years to take effect on Jan 1 of even yew ? on,mend=Jt;.::-lea :r., Map "tn st?:=_=1d..a. -..-c c.pn, '5 a Set Proposed Cost of Living Adjustment (Jan to Jan-2.42%) PERSI rate changes to take effect in July 2026 for Ge-er3 P.:blie Sahy. L 3rvhocl Start Payroll Budgeting-7%increase on health recommendedreoev: A r.3oons -CIP March 17 Monday:0 M and new position requests due from respective departrnents April 4 Friday. =edc hre:._._s uslr� t mon:ns o` oaz, RG:I fGf4`.3 £L : F ropes ea 3uc art May t Wed Budget screen 8 printouts available for year-toCate erceM:urts : s. tuc1-: as C` NIX-- 31 its: 6 mon hs i anJ fo-•ecast Of year end totals April 11 Friday 9:00 AM City Council Drive Around 3:00 PM May 7 Wed 6:30 PM Regular Council Meeting 6:30 PM ?utcc ie3neg +1",—eeJ: ay -16 by appt Departinental Meetings by appointment -See Separate Schedule May 19-21 if necessary ncicc'no '�Ccn: Fc'ema- May 28 Wed 9:00 A.1 Dept. Bead review of General Fund budget- If Required =0 and kt3ypr wil meet wtn indiOdual departnwr. 1-43cs f rst �-pponed by :ht General Fund :o rcoew a: c cni end capital nrque:s to cn:ncil and -aanoe the Gerwera- =u^:I audoet June Wed. 4:00PM C'DurcA Budget Meetings (agenda- budget only) Sill Bi-dge: F=-.'ia. Vtrig roc Set date for public hearing for use of forgone dollars as part of tax levying authority Set Tentative Budget byCouncil Motion 6:30 P!d Regular Councii Meeting .ul'y ic:n ::1J F41 F : iearng-£::n I';&vsP ,-r.i Cays apxi -J-'i ^i^. .t. -ly 1 Ju— 16 Wed. 6:30 PM Regular Council Meeting July 16 Wed. 6:30 Pfd Regudw Comcif Ml 6:30 Phi Pw11C HAadrg on use cf `o•erao-:e do-ars n upcor. no budge: year 6:30 PM Fu:c-la3nrc on Bucge: Review arty Utility Rate Increases and set public hearing V Ajgi.st 9tn - Advertise or July 22r•d ant July 2Ff Review Amended Budget for PY 25 and set public hearing Aove^.-se Augus: 6th Pup11C-leanrg ,n newspaper on -uly 22rd ana . my ?'dth ooccorc`Foregone Budget ncrea£e ?esoluno'+ _a:Jirc o`O'dirav,— July -Preferably by Mid -Month Meet with Sugar 8 Teton on sewer rates August 8 Wed. 6:30 PM gWar Council Meeting 6:30 PM Public Hearing on Li;imy Rate Inoreases Approve 4:^Irry Pate ln_ oases by reso1UJan. it any 6:15 PM Puoiic -paring on Amended Budget ^_rd Reading of Cpprctna:icr. 7dirance t st Re:,Jing of bn'ended Budget August 20 Wed. 6.30 PM Regular Council Meeting Sr- Rear rig and Adc�t,r, C'-pPrcX�:aror Ordinance tare==adir,� of mendej Budget Sept 3 Wed. 6:30 PM Regulm Council Meeting ;rd Fee, ng :^d Aaopbdn :`?.mended Euaret Finance Officer Nielson mentioned that PERSI has recommended a rate change for July of 2025; however, they have deferred that rate change to 2026. The city's Health Insurance Agent has recommended that the city budget for a 7% increase in insurance premiums. I Council Member C. Erickson moved to approve the 2025 Budget Preparation Calendar for Fiscal Year 2026 Budget; Council Member Reeser seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nab none B. Public Works: - Keith Davidson 1. City Council authorization to move forward with low bidder on the Concrete Manhole Purchase, due to bidders needing additional time. Bids due on February 20, 2025 - Action Item Public Works Director Davidson explained he received two bids that they will be opening tomorrow, he is seeking City Council pre -authorization to move in a faster manner. One of the items is an epoxy aggregate manhole made to withstand the hydrogen sulfide gases that are occurring in the sewer line down from Sugar City. The use of the epoxy aggregate will protect the manholes and give them a longer life span. The other bid he is looking at is the actual installation of that sewer line coming from Sugar City. Council President Walker asked for the reason why city staff is requesting pre -authorization before opening the bids received for the sewer line installation and manhole project. Public Works Director Davidson said the reason he is asking for pre -authorization is due to timing, the groundwater is rising quickly so instead of waiting another two weeks after the opening of the bids, they can start two weeks earlier. He said another reason is the city is using federal funds to complete this project and there needs to be a 30-day advertisement for this project. Once the bids are open, he will make sure the low bid is awarded, and he will send those amounts to the City Council. Council Member E. Erickson moved to approve to move forward with the low bid on the Concrete Manhole Purchase; Council Member C. Erickson seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none 2. City Council authorization to move forward with low bidder on the North Yellowstone Sanitary Sewer Project, due to ground water concerns. Bids due on February 20, 2025 - Action Item Council Member E. Erickson moved to approve to move forward with the low bid on the North Yellowstone Sanitary Sewer Project; Council Member C. Erickson seconded the motion; Council President Walker asked for a vote: Those voting aye - Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. 3. Surplus Water Meters valued at $35 a piece - Action Item Those voting nay none 10 Public Works Director Davidson explained the Water Department has been installing new radio read water meters. They have about 120 of the 5/8 water meters and 22 of the one -inch meters. There are communities such as Newdale that might be interested in purchasing those meters. Council Member Johnson moved to approve to Surplus the Water Meters valued at $35 a piece; Council Member Chambers seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none Discussion regarding the issue with the traffic signal on University Boulevard and Yellowstone Highway. Public Works Director Davidson said the city engineer thought there was a wire that had been pulled out of that traffic signal; however, the light gets kicked into max recall which causes the light to cycle to give traffic a chance to move and not create backed up traffic. He said another situation that would cause issues with a traffic signal is if the signal camera is obscured in any way. Public Works Director Davidson mentioned with the change in the federal administration there are different grants that are under review to determine if they meet the current executive orders. The city has been awarded the Reconnecting Communities grant for two million dollars, but that grant is on hold pending federal administration review. He said if the grant meets that executive order a decision will be made in 30 to 45 days. Mayor's Report/Business: None Items for Consideration: A. Planning and Zoning recommendation to approve a rezone at 4 W Moody Rd from Light Industrial (LI) to Medium Density Residential 2 (MDR2) #24-01171. Designated as Ordinance No. 1328 if motion passes and considered first read — Alan Parkinson - Action Item P&Z Administrator Parkinson reviewed the Staff Report for the proposed rezone at approximately 4 W Moody Rd from Light Industrial (LI) to Medium Density Residential 2 (MDR2). Planning and Zoning Staff ReOort CASE NUMBER: 24-01171 CASE NAME: White Owl Business Park-4 W Moody Rd - Rezone fr LI to MDR2 APPLICANT: Bron Leatham PROPERTY OWNER(S): White Owl Business Park LLC PURPOSE: Change the Zoning Map PROPERTY LOCATION: Approx. 4 W Moody Rd COMPREHENSIVE PLAN: Intermediate Residential CURRENT ZONING: Light Industrial (LI) PROPOSED ZONING: Medium Density Residential 2 (MDR2) AUTHORITY: 4-.as.ow(d)'rrt cammrstion r%u17 hove d;e oulmiry moons•oerene'rrcommend [o mr Cou i! or de a Kr; omendmrna cherero, and rental of ord'r: noes cffe—g.cring, planning; ord d.-iving ••,thin the Cry of ftabu.-y" iummary of Information to consider with this request: • The property is currently afield. • The request applies to approximately 16.9 acres of the 26.35 acre parcel. • The adjacent parcels are zoned as Transitional Agriculture (TAG). There is a parcel zoned as Medium Density Residential 1 (MDRI) to the west, and a large conditional use project to the east. • A total of 11 hearing notifications were mailed to surrounding property owners. • Pending pubic testimony, staff asks that the Planning & Zoning Commission consider recommending that City Council approves the application. 11 P&Z Administrator Parkinson explained the proposed rezone fits within the comprehensive plan. The developer understands the stipulation that they are required to install the new sewer line before the city can provide services to the development. When considering a rezone some the questions should be, does the zone fit the area, does it meet the comprehensive plan, does it align with what the city desires to see in that area, and anticipate future growth. City Attorney Rammell advised the City Council to make their decision based on the zone being requested and not necessarily on the project, because at any moment the property owner could sell the property, and the new owner could decide to develop the property differently within the zone requirements. He clarified that the correct term is in accordance with the comprehensive plan and not meeting the comprehensive plan. Council Member E. Erickson asked for the maximum allowed density in the Medium Density Residential 2 Zone. P&Z Administrator Parkinson replied the maximum density allowed in MDR 2 is 20 units per acre. The current zone, which is light industrial would allow 6o-foot-high buildings. Council Member Chambers moved to approve Ordinance No. 1328 a rezone at 4 W Moody Rd from Light Industrial (LI) to Medium Density Residential 2 (MDR2) and consider first read; Council Member C. Erickson seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none B. Selection of Altura as Grant Administrator for Tabernacle improvements, Approval of Altura Project Development Contract, and Resolution No 2025 — 02 Authorizing Resolution for submittal of an ICDB Grant for improvements to the Rexburg Tabernacle Civic Center. If approved, set public hearing for March 5, 2025, at 6:30 P.M. — Altura Staff Action Item Taci Stoddard with Altura explained that she met with city Finance Officer Nielson and city Controller Miller back in January to discuss applying for a grant through the Idaho Department of Commerce Block Grant Program. The state has block grants for community centers and senior centers. City Staff felt like some of the work the city is looking at doing for the tabernacle would be a good fit for a community center grant. One of the items the city is looking at upgrading or replacing at the tabernacle is the HVAC system. Currently, the state has a grant in the amount of $245,00o that Altura is going to apply for on behalf of the city to help fund the improvements to the HVAC system at the tabernacle. Ms. Stoddard said the grant application is due on March 7th and there are three items Altura will need before applying for the grant. The first item is the approval of the development contract for $3,000, which pays for the gathering of information for the grant application. The second item would be to select a certified grant administrator for the project, selecting a grant administrator provides more grant points. The third item would be to submit the grant application and to authorize the mayor to sign any related documents before submitting the grant application. Council Member Chambers asked Ms. Stoddard if the $3000 covers the costs to administer the grant? Ms. Stoddard replied the $300o does not cover the costs to administer the grant. She said the contract to administer the grant would come later when and if the city were to be awarded the grant. These types of grants do not allow the fee to exceed io% of the grant amount awarded. Discussion regarding the funds to repair the tabernacle HVAC system being budgeted. Finance Officer Nielson explained that city staff have been working directly with the Historical Building Committee and several architecture firms including JRW on the remodel of the tabernacle. The tabernacle needs HVAC system, plumbing and electrical repairs. The city is completing these improvements as funds become available; however, the estimates to complete the improvements are coming in higher than anticipated. He said they are looking for different options to mitigate those improvement costs; however, if the city were to be awarded the grant it would be helpful. 12 Council Member Reeser moved to approve Altura as the Grant Administrator for the Tabernacle improvements; Council Member E. Erickson seconded the motion; Council President Walker asked for a vote: Those voting ave Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none Council Member E. Erickson moved to approve Resolution No 2025 - o2 Authorizing Resolution for submittal of an ICDB Grant for improvements to the Rexburg Tabernacle Civic Center and set a public hearing for March 5th, 2025, at 6:30 p.m.; Council Member Chambers seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none Council Member Reeser moved to approve the Development Contract with Altura in the amount of $3000; Council Member E. Erickson seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay none Calendared Bills: A. Second Reading: Those items which have been first read: NONE B. Third Reading: Those items which have been second read: 1. Ordinance No 1327 Annexation of enclaved properties located at approximately 1076 W Main Street, 5th W and University Blvd, and Eagle Park into the City of Rexburg #24-0o918 — Alan Parkinson - Action Item Discussion: ORDINANCE NO. 132-7 Annexing Twelve (12) Enclaved Properties into the City of Rexburg, Madison, Idaho AN ORDINANCE ANNEXING CERTAIN LANDS TO THE CITY OF REXBURG, IDAHO; DESCRIBING SAID LANDS AND DECLARING SAME A PART OF THE CITY OF REXBURG, IDAHO; AND PROVIDING WHEN THIS ORDINANCE SHALL BECOME EFFECTIVE. 13 Proposed Annexation in the City of Rexburg Property 1 7 7 2 3 Parcels 6 Anrexatian c-11 cam. -I Parcel, =2 Proposed Annexation in the City of Rexburg Property 8 - 11 8 10 Proposed Annexation in the City of Rexburg Property 12 12 14 Council Member C. Erickson moved to approve Ordinance No i327 the Annexation of enclaved properties located at approximately 1076 W Main St, 51h W and University Blvd, and Eagle Park into the City of Rexburg and consider third read; Council Member Johnson seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Those voting nay 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. A. Minutes from February 5, 2025, Meeting B. Approve the City of Rexburg Bills Council Member E. Erickson moved to approve the Consent Calendar containing the minutes and city bills; Council Member C. Erickson seconded the motion; Council President Walker asked for a vote: Those voting aye Council Member Johnson Council Member Chambers Council Member C. Erickson Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. Adjournment 7:45 P.M. Attest: Marianna Gonzalez, Deputy City Clerk Those voting nay none P�PROVED: !! 4 er Merr' , M or 15 ------- --- - ----------._-._t-- -- -_ --' ..._ - -_t - -__ . _- - � - -- ....