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HomeMy WebLinkAboutCouncil Minutes - August 6, 2025 (208) 359-3020 35 North 1st East Rexburg, ID 83440 Rexburg.org | Engage.Rexburg.org City Council Minutes – August 6, 2025 Mayor Jerry Merrill Council Members: Bryanna Johnson Eric Erickson Robert Chambers David Reeser Colin Erickson Mikel Walker City Staff: Spencer Rammell – 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. Council Member E. Erickson said the prayer. Council Member Reeser led the pledge. Roll Call of Council Members: Attending: Council Member Johnson, Council Member Chambers, Council Member C. Erickson (via Zoom), Council Member E. Erickson, Council Member Reeser, and Council President Walker. Mayor Merrill did not attend the meeting. Madison County Commissioners attending the meeting: Dustin Parkinson and Todd Smith. Welcome New Employees: Brandon Butikofer – Streets/Sanitation Driver; Kenny Wheeler – Water Department Council President Walker asked the new employees to introduced themselves. Brandon Butikofer stated that he had just started working in the Sanitation Department and was in his second week. He expressed appreciation for the opportunity to be part of the City of Rexburg team. Mr. Butikofer mentioned that he was a native Idahoan, originally from Rigby, and had moved to the area four years ago. He also shared that he was divorced and had two sons. Kenny Wheeler said he has been married for about a year. His wife’s name is Taya Wheeler, and they have lived in Rexburg for the same amount of time. Mr. Wheeler stated he has been working in the Water Department for approximately two and a half weeks and mentioned that he has enjoyed the job so far. He shared that he was originally from Parma, Idaho, and that his wife was from the Portland, Oregon area. He also expressed gratitude for the opportunity to be part of the City of Rexburg team. 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 Public Hearing 6:30 P.M. – Fiscal Year 2025 Budget Amendment. Designated as Ordinance No 1335 if motion passes and considered 1st read – Matt Nielson Action Item Finance Controller Miller reviewed the Fiscal Year 2025 Budget Amendment. He stated that the total change to the budget amounted to $2,138,700. He explained that these adjustments had been discussed throughout the year and were items the City Council was already familiar with, as mentioned in the previous meeting. Council President Walker noted that the changes had been thoroughly discussed.   Council President Walker opened the public hearing. Public Testimony in favor of the proposal (5-minute limit): None Public Testimony neutral to the proposal (5-minute limit): None Public Testimony opposed to the proposal (5-minute limit): None Council President Walker closed the public hearing. Council Member Chambers moved to approve Ordinance No 1335 Fiscal Year 2025 Budget Amendment and consider first read; Council Member Johnson seconded the motion; Council President Walker 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 Hearing 6:30 P.M. – Amendment and/or Adoption of new rates for City of Rexburg Fees. Designated as Resolution No 2025 – 07 if motion passes – Matt Nielson Action Item Finance Controller Miller explained that most of the fees under consideration had already been reviewed several times by the City Council. However, he noted that there had been some changes to the golf fees. Specifically, some of the green fees had been increased. At the same time, the city has begun offering discounts to residents of the City of Rexburg and Madison County to help offset those increases. Resolution Number 2025-07 A RESOLUTION OF THE CITY OF REXBURG, IDAHO, ADOPTING A NEW RATE SCHEDULE FOR CERTAIN FEES. WHEREAS, the City Council desires to maintain the overall quality of life experienced by its constituents; and WHEREAS, the City Council desires to set certain fees so that they cover the cost of the services provided through the payment of those fees; NOW THEREFORE, be it resolved by the Mayor and the Council of the City of Rexburg, effective August 6th 2025, that the fees in attached list shall be charged as specified:         PASSED BY THE CITY COUNCIL AND APPROVED BY THE MAYOR THIS __ DAY OF ______ 2025 CITY OF REXBURG Madison County, Idaho By _________________________________ Jerry L. Merrill, Mayor ATTEST: ____________________________________ Deborah Lovejoy, City Clerk Finance Controller Miller stated that parking fees were also being raised significantly to help keep pace with the rising costs of providing those services. Similar adjustments were being made to fees for the Rexburg Rapids, where rates were increased but city and Madison County residents are offered discounts to encourage use of the facilities. Golf Board Chairman Jon Johnson further explained that most of the proposed changes involved modest increases, though a few fees were being raised by as much as 20 to 25 percent. One of the key motivations for the fee adjustment was the significant increase in usage from people outside Madison County. To address this, the board proposed raising the general rates by approximately 20% and then offering a 20% discount for city and Madison County residents. This approach ensured that residents would see little to no change, while non-residents—such as those from Idaho Falls or Jefferson County—would pay the increased rate. Golf Board Chairman Johnson added another proposed change, recommended by the golf pro, involved removing the discounted trail fee for those who brought their own golf carts. Instead, everyone would be charged the same rate, whether they used a city cart or their own. This change was intended to simplify front desk operations and account for the additional wear and tear on the course caused by outside carts, which the city had less ability to regulate. He said at the Golf Board meeting the golf pro had noted that some courses had seen problems with privately owned golf carts, including speed issues and safety concerns. This new policy was seen as a compromise to address those issues. At the Golf Board meeting one of the board members who uses his own cart supported the change and had stated that using his own cart allowed him to have his own stereo and cooler, which are worth paying the full fee. Council Member Chambers questioned the 50% trail fee discount. Golf Board Chairman Johnson clarified that the 50% fee was being removed and replaced with a flat rate of $10 per nine holes, regardless of cart ownership. Council Member E. Erickson asked how the golf course staff distinguish county residents from non-county residents? Council President Walker asked if surrounding golf courses charged non- residents a higher fee. Council Member C. Erickson confirmed that several nearby courses, including those in Blackfoot, Idaho Falls, and Jefferson County, charged higher fees for non-residents. Council Member E. Erickson again asked how county and non-county residents would be distinguished. Golf Board Chairman Johnson responded the proposed system would raise all fees and place the burden on users to provide proof of residency to receive the discount. Acceptable forms of proof included a driver’s license, a tax bill, or a discount card issued by city staff. It was noted that the discount card would be valid for two years. Council Member E. Erickson expressed concern that some residents might not be aware of the policy and could forget to bring proof of residency with them. They emphasized the importance of publicizing the change and making the process easy for residents. Golf Board Chairman agreed and added that the golf pro knew most of the regular users personally and would likely not need to check IDs often. Council Member E. Erickson explained there are many different types of personal transportation devices used on the course, such as motorized scooters. Golf Board Chairman Johnson confirmed that there is a discounted trail fee for different motorized devices. A seasonal pass option was available for those using personal scooters. There is also a seasonal pass for people bringing their own golf carts. Golf Board Chairman Johnson clarified that anyone using personal motorized transportation without a seasonal pass would still be required to pay the applicable trail fee. Council President Walker noted the Rexburg Rapids resident discount applies to all county residents as well. Council Member Johnson questioned why the discount was extended to county residents rather than only city residents. Economic Development Director Johnson explained that urban renewal funding covered a large part of the costs of Rexburg Rapids, making the broader discount possible. Council Member Johnson asked for clarification if the discount applied to daily admissions and punch passes. City Clerk Lovejoy said she believes the discount applies to all admissions, including punch passes. Council Member Johnson questioned why the downtown resident parking fees, has increased from $20 to $240 annually. Finance Controller Miller explained that the increase is intended to cover costs such as snow removal, asphalt maintenance, permits, and enforcement. Police Lt. Whetten further explained the downtown business employees would only pay a monthly rate of $20, as many downtown businesses do not provide parking passes for their staff. Council Member Johnson wondered if the $20 monthly rate for the parking pass was sufficient, noting that the fine for blocking a driveway was $30. Lt. Whetten explained that the city had applied a $5 increase across most parking infractions to recover costs without overly upsetting residents. Council Member E. Erickson asked where the parking stalls needing the downtown business parking permits are located. Lt Whetten said the downtown permitted parking stalls are in specific lots such as the Sioux lot, Gringos, the Paramount, and the lot behind the city hall buildings. There were just over 200 permits issued annually, and they did not guarantee a specific stall in those parking lots. Council Member E. Erickson mentioned the snow removal logistics for those parking lots would be difficult to arrange. Lt. Whetten agreed the snow removal for those lots is burdensome. Council Member Johnson inquired about the $100 cell phone forensic download fee. Lt. Whetten explained that the specialized software cost $13,000 annually and that only two officers were certified to perform the downloads, each of which took about four hours. The costs of training the officers to use the software are about $4,000 per officer. The fee applied to outside agencies, which could seek restitution from suspects through the courts. Council Member Johnson asked if the fee was sufficient to cover the costs. Lt. Whetten responded the fee covers a moderate portion of the costs; however, they prefer to keep a working relationship with the other agencies. Council Member E. Erickson inquired about the shooting range maintenance fee. Lt. Whetten explained the $500 annual shooting range maintenance fee for outside agencies such as Jefferson, Fremont, and Fish and Game. The fee helped offset maintenance costs, including upkeep of the targeting system, range cleaning, and anticipated expansion needs due to department growth. Council President Walker opened the public hearing. Public Testimony in favor of the proposal (5-minute limit): None Public Testimony neutral to the proposal (5-minute limit): None Public Testimony opposed to the proposal (5-minute limit): None Council President Walker closed the public hearing. Madison County Commissioner Smith opened the public hearing. Public Testimony in favor of the proposal (5-minute limit): None Public Testimony neutral to the proposal (5-minute limit): None Public Testimony opposed to the proposal (5-minute limit): None Madison County Commissioner Smith closed the public hearing. Council Member C. Erickson explained that there had been concerns about privately owned golf cart usage at the golf course brought up by Golf Pro Garn during a Golf Board meeting. After reviewing the matter following the Golf Board meeting and further discussion with Finance Officer Nielson, Commissioner Mendenhall and Golf Pro Garn, in his opinion the city might be moving too quickly toward requiring players to use only city-owned carts. He believed such a change would cause more problems than it would solve. He explained that the intention had been to address parking problems caused by patrons using trailers to bring their own carts, which could be solved through signage, and to address other concerns about more people using privately owned carts. He stated that he is in favor of all the proposed fees except the one related to golf carts. He proposed approving all the other fees except for the (trail fee if provide own cart – 50% off regular rent rate) and send the matter back to the Golf Board for reconsideration before proceeding with a policy that prohibited outside carts. City Clerk Lovejoy explained the process for making changes after the close of the public hearing. She confirmed that any significant changes would require a new public hearing and republication of the notice, but that fees could be lowered later without restarting the process. The proposed change would remove the discounted “trail fee” for private carts, meaning private cart owners would pay the same as renters. Council Member Johnson responded that Council Member C. Erickson’s statement was inaccurate, clarifying that private carts were not being banned. Instead, the proposal would require private cart owners to pay the same fee as those who rented city-owned carts. She emphasized that the Golf Board had legitimate reasons for recommending this change, including the need for revenue, the increase in wear that private carts cause on the course, and parking issues from trailers. She added that enforcement of parking restrictions would be difficult. Council Member C. Erickson reiterated that his concern was charging the same fee for private carts as city-owned carts, as this would likely discourage people from bringing their own carts and increase demand for city carts, especially during large tournaments, which could require purchasing more carts and increasing the budget. Golf Board Chairman Johnson clarified that there was no “season pass cart fee,” only a “season pass trail fee” for private carts, and that the golf board had not discussed the matter since unanimously recommending the change. Council Member C. Erickson asked whether a public hearing would need to be reopened if the Council chose to adopt all the proposed fees except for deleting of the (trail fee if provide own cart – 50% off regular rent) rate one and send that single fee back for revision. City Clerk Lovejoy stated that such a change would likely require redoing the public hearing, although it could potentially be done on the same night since the changes had not yet been finalized. She explained that because the matter was a public hearing, any changes made afterward would require reopening it to allow for public comment. City Attorney Rammell agreed that since the adjustment would occur after the public hearing, it would require reopening the public hearing. Council Member Johnson expressed her respect for the Golf Board. She said the fact that the board had not met since the last discussion and noting uncertainty about other feedback that might have been received. Council Member Johnson moved to approve Resolution No 2025 – 07 Amendment and/or Adoption of new rates for City of Rexburg Fees; Council Member E. Erickson seconded the motion; Council President Walker asked for a vote: Those voting aye Those voting nay Council Member Johnson Council Member C. Erickson Council Member Chambers Council Member E. Erickson Council Member Reeser Council President Walker The motion carried. County Commissioner Parkinson moved to approve Resolution No 2025 – 07 Amendment and/or Adoption of new rates for Madison County Fees; County Commissioner Smith seconded the motion; Commissioner Smith asked for a vote: Those voting aye Those voting nay County Commissioner Parkinson none County Commissioner Smith The motion carried. Staff Reports: Finance: - Matt Nielson Review Fiscal Year 2026 Utility Rates and Set Public Hearing for September 3, 2025 - Action Item Finance Controller Miller explained that changes have been made to the Fiscal Year 2026 proposed utility rates since the last City Council Meeting. The rate study has come back and indicated that costs would be slightly higher than previously anticipated. As a result, some of the proposed cuts presented at the last meeting were no longer recommended, with the suggestion to maintain rates at a more consistent level. Finance Controller Miller indicated the Sanitation Department has reviewed the updated numbers. The safety lighting fee was slated for removal. Other than that, there were no major adjustments. Council Member E. Erickson noted the increases were minimal. Finance Controller Miller confirmed that for the average citizen, the change would amount to only a few cents in difference, with rates generally staying the same. Garbage services would see approximately a half-percent decrease, largely due to the elimination of the lighting fee.  Council Member Chambers moved to approve to set a Public Hearing on September 3, 2025, for Fiscal Year 2026 Utility Rates; Council Member Reeser seconded the motion; Council President Walker 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 Resolution No 2025 – 09 Idaho Transportation Department (ITD) TAP Grant for the Teton River Path and Pedestrian Bridge Project No. A024(684) - Action Item Resolution 2025 – 09 WHEREAS, the Idaho Transportation Department, hereafter called the STATE, has submitted an Agreement stating obligations of the STATE and the CITY OF REXBURG, hereafter called the CITY, for construction of TETON RIVER CONNECTING PATH & PED BRIDGE; and WHEREAS, the STATE is responsible for obtaining compliance with laws, standards and procedural policies in the development, construction and maintenance of improvements made to the Federal-aid Highway System when there is federal participation in the costs; and WHEREAS, certain functions to be performed by the STATE involve the expenditure of funds as set forth in the Agreement; and WHEREAS, The STATE can only pay for work associated with the State Highway system; and WHEREAS, the CITY is fully responsible for its share of project costs; and NOW, THEREFORE, BE IT RESOLVED: That the Agreement for Federal Aid Highway Project A024(684) is hereby approved. That the Mayor and the City Clerk are hereby authorized to execute the Agreement on behalf of the CITY. That duly certified copies of the Resolution shall be furnished to the Idaho Transportation Department. Passed by the City Council and approved by the Mayor this __ day of ___ 2025. CITY OF REXBURG, MADISON COUNTY, IDAHO BY: Jerry L. Merrill, Mayor ATTEST: Deborah Lovejoy, City Clerk CERTIFICATE I, Deborah Lovejoy, City Clerk, do hereby certify that the foregoing is a full, true, and correct copy of Resolution No. 2025 - 09 adopted at a regular meeting of the City Council held on the 6th day of August 2025, and that the same is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and impressed the official seal of the City, this __ day of ___ 2025. Deborah Lovejoy, City Clerk Public Works Director Davidson explained that this project was with the Idaho Transportation Department and involved the Transportation Alternatives Program (TAP) grant that has been received for the river pathway and pedestrian bridge. The pathway was located to the east of the Second East Bridge, running along the north side of the river. The project also included a bridge crossing the river to connect with the trail on the south side. This grant represented funding for that work, and a resolution was required to proceed. Council Member Johnson moved to approve Resolution No 2025 – 09 Idaho Transportation Department (ITD) TAP Grant for the Teton River Path and Pedestrian Bridge Project No. A024(684); Council Member C. Erickson seconded the motion; Council President Walker 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. Resolution No 2025 – 10 Idaho Transportation Department (ITD) Grant Agreement for the construction of a traffic signal at the intersection of 7th South & Center St Project No. A024(346) - Action Item Resolution 2025 – 10 WHEREAS, the Idaho Transportation Department, hereafter called the STATE, has submitted an Agreement stating obligations of the STATE and the CITY OF REXBURG, hereafter called the CITY, for construction of INT 7th SOUTH AND CENTER ST SIGNAL; and WHEREAS, the STATE is responsible for obtaining compliance with laws, standards and procedural policies in the development, construction and maintenance of improvements made to the Federal-aid Highway System when there is federal participation in the costs; and WHEREAS, certain functions to be performed by the STATE involve the expenditure of funds as set forth in the Agreement; and WHEREAS, The STATE can only pay for work associated with the State Highway system; and WHEREAS, the CITY is fully responsible for its share of project costs; and NOW, THEREFORE, BE IT RESOLVED: That the Agreement for Federal Aid Highway Project A024(346) is hereby approved. That the Mayor and the City Clerk are hereby authorized to execute the Agreement on behalf of the CITY. That duly certified copies of the Resolution shall be furnished to the Idaho Transportation Department. Passed by the City Council and approved by the Mayor this __ day of ___ 2025. CITY OF REXBURG, MADISON COUNTY, IDAHO BY: Jerry L. Merrill, Mayor ATTEST: Deborah Lovejoy, City Clerk CERTIFICATE I, Deborah Lovejoy, City Clerk, do hereby certify that the foregoing is a full, true, and correct copy of Resolution No. 2025 - 10 adopted at a regular meeting of the City Council held on the __ day of ___ 2025, and that the same is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and impressed the official seal of the City, this ___ day of ___ 2025. Deborah Lovejoy, City Clerk Public Works Director Davidson explained that the Idaho Transportation Department (ITD) Grant Agreement for the construction of a traffic signal at the intersection of 7th South & Center Street by the BYU-Idaho University Ballfields. The state had been able to secure additional funds, which allowed the project to move forward more quickly. A resolution was needed so the project could be put out to bid, after which a timeline for installation could be established. Council President Walker asked for the city’s costs for the project. Public Works Director Davidson responded that the city’s portion of the costs are slightly over $88,000, with most of the funding covered by the grant of approximately one million dollars. The city’s share represents the required match. Council Member Johnson asked for a timeline for the project. Public Works Director Davidson explained that a timeline had not yet been determined. Once the project goes out to bid and a contractor is selected, ordering the necessary signal materials could take several months. Depending on the timing and the onset of winter weather, the installation might need to be scheduled as a spring project. Council Member C. Erickson moved to approve Resolution No 2025 – 10 Idaho Transportation Department (ITD) Grant Agreement for the construction of a traffic signal at the intersection of 7th South & Center St Project No. A024(346); Council Member Chambers seconded the motion; Council President Walker 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. Approval of Architectural and Engineering (A/E) Services for the Water Department Building Renovation - Action Item Public Works Director Davidson explained that he is seeking City Council approval to sign a contract with the architectural firm Method Studios for the expansion of the Water Department building. The contract is in the amount of $95,250 for their services. Council Member C. Erickson inquired whether the budget is in place for the project. Public Works Director Davidson confirmed the budget funds for this project were in place. Council Member Reeser moved to approve the Architectural and Engineering (A/E) Services for the Water Department Building Renovation; Council Member Johnson seconded the motion; Council President Walker 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. Approval of Contract with Ardurra for engineering of Airport pavement maintenance - Action Item Public Works Director Davidson explained that the City has funds through the FAA for airport pavement maintenance. The project involved a contract with Ardurra to provide the design and construction management services, with a contract amount of $141,439. The FAA was expected to cover 90% of the project cost. Council Member Chambers asked if the pavement would last until the airport relocation. Public Works Director Davidson responded that the project was a surface treatment intended to extend the pavement’s life for about five years. The treatment involved applying oil known as GSB to rejuvenate the pavement, adding sand for increased friction, sealing any existing cracks, and repainting the airport markings. Council Member E. Erickson moved to approve the Contract with Ardurra for engineering of Airport pavement maintenance; Council Member C. Erickson seconded the motion; Council President Walker 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. Bid Approval for Airport pavement maintenance - Action Item Public Works Director Davidson explained that four bids were received for the pavement maintenance work at the airport. The low bid of $288,055.00 was received from Straight Stripe Painting Inc.  Council Member E. Erickson moved to approve the low bid of $288,055.00 from Straight Stripe Painting Inc. for the Airport pavement maintenance; Council Member Reeser seconded the motion; Council President Walker 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. Council President Walker inquired about the installation of the traffic light at the intersection of Trejo and Yellowstone. Public Works Director Davidson reported the project remained the same, with progress delayed while waiting for the Railroad Company. He said the city has sent the payment to the Railroad Company; however, they have not received a firm completion date. Council Member E. Erickson asked if that traffic light project will be completed before the start of the new school year. Public Works Director Davidson said he will continue to contact the Railroad Company to push the project forward in hopes of finishing before the school year begins. Discussion regarding public confusion when a signal head is bagged, noting that some drivers still stopped despite the signal being inactive. Council Member Johnson asked for an update regarding the condition of the soccer fields. Public Works Director Davidson explained that while installing a sewer line across the river, the contractor damaged some lines and valve boxes, breaking the main line. The contractor returned to repair it, but another issue was discovered later and was also repaired. This damage caused part of the field to become dry, but water was now being pumped into the area, and the grass was expected to recover. Council President Walker raised a concern about a section of chain-link fencing at the northeast corner of the Nature Park near the canal. He said a portion of the fence fabric has become loose between two poles and is lying on the ground. Public Works Director Davidson said he will have the parks crew inspect the issue and reattach the fabric. Council Member C. Erickson asked Public Works Director Davidson to report on the city staff discussions with the Idaho Department of Transportation regarding potential collaboration on improvements to the intersection at 12th West and Main Street (Highway 33). Public Works Director Davidson reported the preliminary conversations focused on identifying available state funds to assist with the project. Some of the work at that intersection has already begun, including relocating certain signal boxes in the corner. The curb has not yet been installed, but the existing signal boxes, which already had wiring pulled into them, needed to be moved. Because the ultimate buildout of the intersection would require a complete relocation of the signal system, staff discussed whether additional wiring could be installed now to avoid re-pulling wires in the future. Public Works Director Davidson said while a formal meeting with the state had not yet occurred, city staff continued preliminary discussions to determine whether the project could be included in the state’s program and to explore possible funding contributions for the intersection improvements. Mayor’s Business: Finance Controller Miller gave an update on the urban renewal process to purchase the school district property. The City’s initial offer has been rejected, and the school district issued a counteroffer. After reviewing the proposal, it was determined that the city’s position would remain unchanged under the counteroffer, with the city still paying the same amount as originally offered. Council Member Reeser asked for further clarification. Economic Development Director Johnson added that in the counteroffer, the school district removed its participation in the demolition of the building on the property. Under the original offer, the demolition costs—estimated at up to $1 million—would have been split evenly between the city/county. Under the new terms, Urban Renewal would assume full responsibility for the demolition costs, with no financial change to the City or the County. No action was required from the City Council, and the update was provided solely to keep members informed of the ongoing negotiations. Item of Consideration: NONE Calendared Bills: Second Reading: Those items which have been first read: Ordinance No 1333 Fiscal Year 2026 Budget Appropriation – Matt Nielson Action Item ORDINANCE NO. 1333 FISCAL YEAR 2026 BUDGET APPROPRIATION AN ORDINANCE ENTITLED THE ANNUAL APPROPRIATION ORDINANCE OF THE CITY OF REXBURG, IDAHO, FOR THE FISCAL YEAR OCTOBER 1, 2025, TO SEPTEMBER 30, 2026, AND APPROPRIATING TO THE SEVERAL DEPARTMENTS, OFFICES AND FUNDS OF THE SAID CITY GOVERNMENT FROM THE REVENUE DERIVED FROM TAXES LEVIED FOR SAID FISCAL YEAR, AND ALL OTHER SOURCES, SUCH SUMS AS MAY BE NECESSARY OR DEEMED NECESSARY BY THE MAYOR AND CITY COUNCIL TO DEFRAY THE EXPENSES AND LIABILITIES OF SAID CITY FOR THE FISCAL YEAR ENDING SEPTEMBER 30, 2026; AND PROVIDING FOR THE EFFECTIVE DATE OF ORDINANCE. Finance Controller Miller provided an update regarding discussions about the upcoming 250 Anniversary Celebration. Economic Development Director Johnson recommended proceeding with the budget as it was currently proposed, while noting that the specific program details could still be discussed. He explained that the county had contributed half of the amount originally requested for the celebration, and a formal request for those funds was still pending. He recommended maintaining the budget as is to avoid having to make a major budget adjustment later, which he understands the City Council prefers to avoid. Council President Walker said he recalls the 250th Anniversary Celebration Budget Adjustment being removed from the table and denied by the City Council. Economic Development Director Johnson replied that the City Council had denied the Budget Adjustment at the previous City Council meeting. Council Member Johnson expressed confusion about adding funds for the 250th Anniversary Celebration back into the budget. She stated she had specifically asked before the open hearing at the July 16th City Council Meeting if the funding for the 250th Anniversary Celebration had been removed from the budget. She said she recalls being told by Finance Controller Miller that the amount had been removed from the budget and thus voted accordingly during the public hearing. City Clerk Lovejoy reviewed the meeting minutes on July 16th, 2025, and confirmed that the budget adjustment for the 250th Anniversary Celebration was denied; however, the funding amount relating to the 250th Anniversary Celebration remained in the budget. City Clerk Lovejoy referenced the following email Finance Officer Nielson sent to the City Council regarding the 250th Anniversary Celebration. City Council Members and Mayor, Unfortunately, I will not be at the next council meeting Wednesday, but Scott and Scott will be there again. I know you wanted to further discuss the 250th Anniversary Event that we were looking to budget for in 2026.  As of right now the option 1 details below are included in the general fund budget and ordinance for FY26 that you have on the agenda for a second reading.  I also added an option 2 below.  Please look over the options and feel free to further discuss and if you want to change the budget we still can before your 2nd read it tomorrow night or before you third read it on August 20th.  My recommendation would be to leave it as currently presented for a few reasons (to help us potentially contract with an artist by early October if we can work out details with other public entities and donors that is satisfactory to all parties and not need to wait until later in the Fall to budget amend if the opportunity for an artist becomes available sooner).  I know Scott has worked with several donors that have expressed interest in donating and we need to still get confirmation from the County and Hospital to see if they would be willing to share the risk of any potential losses from the event.  If you go with option 1 you could still require us to come back with your approval before booking an artist. If you decide to remove it from the proposed budget that is fine, and the plan would be to come back to you in the Fall hopefully with a budget adjustment for your consideration if all the details can be worked out with donors and other public entities.  The decision is yours.  Here are the details to consider below.  Feel free to reach out with any questions. Option 1 Leave current budget in tentative general fund budget 01492-3760-Revenue-Contributions/Private Grants                                                                                    $244,000 01492-4410-Expenses-Independence Day                                                                                                       $260,000 Net subsidy by City assuming we raise the contributions/ticket sale revenue                                    $16,000 Option 2 Change budget in tentative general fund budget as follows (this is similar to what we have done in years past): Revenue-Contributions/Private Grants ($20 K from Toyota/Stones and $10 K from County)      $30,000 Expenses-Independence Day                                                                                                                                  $40,000 Net subsidy by City                                                                                                                                                        $10,000 Thanks All Matt Council Member Johnson said the City Council is considering the second reading of the Fiscal Year 2026 Budget Appropriation. A public hearing for the Fiscal Year 2026 Budget Appropriation was held on July 16th, at the City Council meeting, where she specifically asked if the funding for the 250th Anniversary Celebration was in the budget and was informed it had been removed from the budget. She questioned how they are going to add the funding in the budget on the second reading of the ordinance. City Clerk Lovejoy explained that according to the City Council meeting minutes on July 16th, 2025, page #5, the funds in question had been set aside previously, meaning it had been removed from consideration for the second reading. Council Member Johnson expressed her concerns about the discrepancy between Finance Officer Nielson’s budget proposals for the 250th Anniversary Celebration because the amount he is requesting is not in the budget. She emphasized that the City Council needs clarity on what they are voting on to ensure consistency and transparency. The amount that was voted on to be included in the budget was $7,500 and she clarified the City Council is not voting on the options Finance Officer Nielson proposed in his email. Council Member Reeser mentioned that the State of Idaho was providing $2,500 to each city for the 250th Anniversary Celebration, which, although a small amount, would still contribute some funds to the event. Council Member Chambers moved to approve Ordinance No 1333 Fiscal Year 2026 Budget Appropriation and consider second read; Council Member E. Erickson seconded the motion; Council President Walker 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. Ordinance No 1334 Rexburg Police Facility Bond Election Ordinance to seek funding for construction of a new police facility in the November 4, 2025, Municipal Election – Matt Nielson Action Item Economic Development Director Johnson explained that they had made changes after meeting with the Bond Council, specifically revising the verbiage and the way information was presented.        Council Member C. Erickson mentioned that the updated document was also available on the website, where it had been clarified and reprinted for public understanding. Economic Development Director Johnson encouraged everyone to visit the website for additional information, which would continue to be updated. Economic Development Director Johnson recalled that the main issue had been the placement of the water bond information, which had previously been confusing because it was in the middle of the document. Working with Bond Counsel, they moved the water section to the bottom and removed some confusing language. This clarified that the water system was funded by water utility revenues, not general obligation debt. Although they had to keep certain information, they were allowed to reposition and clarify it to better meet concerns. Finance Controller Miller said they tried other placements, including moving it to the top, but that made things more confusing. Ultimately, they settled on the current placement, which they felt explained the information clearly enough for the public to understand before voting. Council Member Reeser moved to approve Ordinance No 1334 Rexburg Police Facility Bond Election Ordinance to seek funding for construction of a new police facility in the November 4, 2025, Municipal Election and consider first read; Council Member C. Erickson seconded the motion; Council President Walker 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. 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. Minutes from July 16, 2025, Meeting Approve the City of Rexburg Bills Council Member Johnson to approve the Consent Calendar containing the minutes and city bills; Council President Walker seconded the motion; Council President Walker 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. Council Member E. Erickson said he wanted to know if the city was under the same obligations as a school district bond regarding promoting the police bond. City Attorney Rammell explained that the city could educate the public but had to remain neutral and could not promote the bond. He mentioned that other jurisdictions had faced legal issues after sending official mailers that were seen as subjective or advocating for the bond rather than remaining objective. City Attorney Rammell explained that the city could only use resources to educate, not promote, and that the language used must be neutral and objective. He emphasized that as City Council Members, they should remain neutral in their official capacity. Council Member Chambers noted that citizen groups were often organized to advocate either for or against such bonds. City Attorney Rammell said these groups were not bound by the same regulations as the city and could freely express their opinions within legal bounds. He said he is aware of such groups forming for this bond effort and had directed inquiries about donations and involvement to those community organizations rather than the city itself. City Attorney Rammell reassured that the city was focusing on education through tools like the website’s cost estimator for property owners, which was well done and informative. He explained that all communications from the city complied with strict legal requirements, including necessary disclosures per state statutes on social media and mailers, and that multiple people reviewed these materials to ensure compliance. City Attorney Rammell reiterated that any advocacy for the bond did not come from the city but from community members meeting outside official channels. Council Member Johnson asked if council members could express their personal opinions outside of City Hall, City Attorney Rammell said yes, if they were not acting on behalf of or using city resources. He shared that the bond attorney was even more cautious about these rules and recommended erring on the side of caution to avoid legal challenges. Overall, he stressed the importance of the city maintaining neutrality while providing factual, educational information, and acknowledged the strong community opinions on the bond. Adjournment 8:12 P.M. APPROVED: ________________________________ Mikel Walker, City Council President Attest: ________________________________ Marianna Gonzalez, City Deputy Clerk