HomeMy WebLinkAbout2007.01.10 CITY COUNCIL MINUTES
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City Council Minutes
12 North Center blairk@rexburg.org Phone: 208.359.3020 x313
Rexburg, ID 83440 Fax: 208.359.3022
www.rexburg.org
January 10, 2007
Mayor Shawn Larsen
Council Members:
Donna Benfield – Council President
Farrell Young Christopher Mann
Rex Erickson Randy Schwendiman
Bart Stevens
City Staff:
Stephen Zollinger — City Attorney
Richard Horner – Finance Officer
John Millar — Public Works Director
Val Christensen – Building Official
Gary Leikness — Planning & Zoning
Administrator Blair Kay — City Clerk
Pledge to the Flag
6:00 P.M. – Work meeting (School Board and City Council)
Mayor Larsen presented the agenda of items to discuss with the School Board and
the City Council. The School Board and City Council introduced themselves.
Council Member Young noted Brent Mendenhall is the School Board liaison to
City Council and Council Member Stevens is the City Council liaison to the
School Board.
Zone #1
David L. Ward
wardd@byui.edu
Zone #2
Brent Mendenhall
brent.mendenhall@id.usda.gov
Zone #3
David G. Taylor
dtaylor@ida.net
Zone #4
Terry Wilcox
tecjam@cableone.net
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Zone #5
Kevin Howell
khowellhoney@msn.com
David Ward expressed a desire to identify and resolve issues affecting the city and the
School Board. They would like to hear the City Council’s concerns with school
issues.
Council Member Erickson asked the School Board to listen to some of the city’s
issues and provided input to help resolve those issues.
David Taylor indicated the community is a place with lots of opportunities where
people work together to resolve issues.
A.Joint Use Agreements for facilities and recreation programs
Dr. Geoffrey M. Thomas reviewed the need to have joint use agreements. He
presented a new draft “Joint Use Agreement” document between the city and Madison
School District to the group. This agreement would update and replace other joint use
agreements between the two entities. He asked the city to review the document for
any recommendations or changes. Attorney Gregory W. Moeller said some of the
items in the old agreement are contained in the draft joint use agreement. This new
agreement expands school facilities in the agreement from outside areas like ball fields
to include inside facilities like school gymnasium, etc. The proposed agreement was
expanded to include city facilities (city parks, golf courses, etc.) used by the school
district. It is a very rough draft to be reviewed as a changeable document.
David Taylor indicated it was appropriate for Dr. Thomas and Mayor Larsen to work
out the details of the agreement for formal approval of the two entities.
Mayor Larsen asked Parks, Recreation, and Arts Director Jack Bowman to review
past working agreements with the school district staff. Brent Orr said it was time to
bring the verbal working agreements into the written agreement.
Terry Wilcox mentioned water rights questions he has not seen in writing. He
would like to see the detail on these issues. Finance Officer Horner recommended
allowing staff from the city and the school district to work on the detail for the
governing officials to save some time. Parks, Recreation, and Arts Director Jack
Bowman said the city appreciates the opportunity to use the school buildings and
ball fields. The staff’s from both entities work together to utilize the facilities.
There are a lot of verbal commitments and conversations back and forth between
the school principals and building schedulers (staffs) of both groups working
together to utilize the facilities. The individuals from both entities have built up a
trust factor by working together on getting programs planned and scheduled.
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David Taylor suggested Jack Bowman, Mike Mitchell, & Nick Holmes,
and the school principals work together on the details for the written
agreement.
B.New Tennis Courts
The Urban Renewal Agency paid $100,000 towards the facility. They are
looking for additional funding to help complete the project. The school district
allocated $50,000 and the city provided in-kind funding by providing several
thousand yards of fill donated by BYU-I to the site. There may be other funding
opportunities from entities that will use the facility.
Mayor Larsen said the “Joint Use Agreement” will spell out the maintenance
responsibility for the facility to cover resurfacing in 20 years, etc. Lane Hemming
indicated the final surfacing and landscaping for the new tennis courts have not
been competed.
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C.12 West infrastructure concerning the new schools
1.P&Z issues, site plan development, permit fees, road and utility costs
etc...
2.Residential development associated with Southwest Rexburg
D.Junior High property
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Mayor Larsen opened discussion on 12 West concerning the development of new
school facilities. The discussion started with the planned residential development
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next to the school property on 12 West.
David Taylor asked if the develop was setting aside land for an elementary school.
Public Works Director Millar said the developer was not planning to set any land
aside for a school where adjoining land was owned by the school district. There
was not any need for the developer to provide additional land for schools.
Superintendent Dr. Thomas referred to comments in the approval meetings
where the developer was willing to set aside land for schools. He said there are
huge subdivisions planned that will have a huge impact on the school district. He
asked the city planners and City Council to consider recommending developers
with huge developments set land aside for schools. Council Member Stevens asked
how many homes could be planned in this particular subdivision. Public Works
Director Millar said based on density, there could be upwards of 500 homes in the
Kartchner Homes development next to the school district property.
Lane Hemming mentioned the developer approached the school district to see if
the school district would be interested in purchasing some of the proposed
development for schools. He listened to the developer’s presentation at Planning
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and Zoning, City Council, and the school district. The developer’s (Kartchner
group) presentation was not consistent in those meetings.
Brent Orr said some cities by city code require developers with a certain number
of planned homes to set aside land for schools. Five Hundred homes in a
development are worrisome. He referred to another development area on the east
side of Rexburg by the new Temple where a new school will be needed in the
future.
Planning and Zoning Administrator Gary Leikness referred to his experience in
Fort Worth, Texas; where residential development migrated to the schools with
the best athletic programs existed. The Fort Worth school districts would provide
the city bi-annual reports on school attendance and school capacities. These
reports helped the planners make good solid land use decisions. Brent Orr said the
school district and the city will have to have better communication on growth
patterns, etc. to do better planning. Mayor Larsen asked if a city ordinance was
necessary to require joint planning for the two entities. Planning and Zoning
Administrator Leikness gave an example of an existing school over capacity by 400
students located next to developable ground. Planners can make a decision to
restrict residential developments on the adjoining property.
Council Member Schwendiman explained 10 subdivisions with 50 homes would
be the same growth as one subdivision with 500 homes.
David Taylor explained the school district is close to capacity with 11 mobile class
rooms.
Finance Officer Horner said the city is starting the development of a city wide
parks plan. One idea for the plan is a joint use park next to the high school with
about 10 acres similar to Porter Park.
David Ward referred to a school development in Boise with commercial
development near the high school. The students could take advantage of
internships at the commercial businesses.
Council Member Erickson was concerned with zoning additional property in
Rexburg to a commercial zone. He indicated there were adequate commercially
zoned properties in Rexburg.
Mayor Larsen explained the need for a lengthy discussion on the development of
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12 West. A pending high school will have an impact on traffic, roads, etc.
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Brent Orr was concerned with the costs to develop 12 West and who would bear
the burden of that cost. Would the cost be distributed to property owners on both
sides of the road, etc?
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Council Member Erickson explained the city has discussed this issue a little bit.
He would like to treat the school development the same as other developments.
There may be a trade off or two to see what the city and school district can do for
each other. Fees and infrastructure costs for the high school need to be treated the
same as other developments. The citizens passed a bond to provide for the high
school development. If the city provides relief to the project from city resources,
the city tax payers will be paying on the portion paid by the city and the bond to
build the schools.
Council Member Young recommended a spirit of cooperation to help the school
district on the project. There may be a trade off with the junior high school
property on Main Street. He would like to have city input in the transition of that
property to a different use. He did not want the property developed by the highest
bidder for a private development. He suggested a property swap with something
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on 12 West of equal value to allow city control of the property on Main Street.
Council Member Young commented on the existing funding mechanism put in
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place through an “Urban Renewal District” for a swimming pool project on 2
North. The location is at the old Louisiana Pacific property. The city can not
transfer this funding to another location; therefore, the funding for this site would
be lost.
Brent Orr explained the engineering firm (JRW & Associates) will add expansion
plans to the high school project that could include a swimming pool in a future
development.
David Ward asked if there was a way to honor the public trust with negotiations
Council Member Erickson has discussed; and work together with the city to plan
the development of the property for the public good. David did not understand
the cost elements of road construction, etc. The School Board needs to have the
information necessary to understand the costs of road construction for their input
to the engineering firm (JRW). It would be helpful to know what assets are under
the control of the school district and what items the city needs for the project.
This would allow two significant entities to work together for the public good.
Council Member Erickson agreed with David’s explanation.
Council Member Schwendiman would like to see county participation in the
process because county residents will be attending the school. He referenced his
tax bill going on a two to one ratio to the county. He was opposed to spending a
lot of city money on the project because the facility will be utilized by both city
and county residents. All of the county & city residents pay into the school
district; however, the city residents pay an additional city tax for being inside the
city.
Superintendent Dr. Thomas would like to see trade-off’s explored to minimize
the expense to the city and the school district. He and Mayor Larsen have
discussed the joint use of city and school district facilities to minimize costs.
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Council Member Erickson agreed if the costs were the same for city residents and
county residents. The city does not make money when a city street is constructed.
It is built for the “cost” of the project. He directed the School Board to the city’s
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Public Works Director John Millar for the cost of 12 West road construction
including other associated costs for road expansion.
Mayor Larsen explained new developments are responsible to pay ½ of a standard
street width (44 feet) in new road construction. Streets larger than the city
standard would have city funds to make up the additional width. The city
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develops city roads as developments are constructed. 7 South is a good example
of one side of the street being developed as property on north side of the road is
developed.
Council Member Erickson reiterated his desire to have residential development
around city schools.
The School Board does prefer green space around the high school. They do like
the look and feel of residential homes around the high school. The development
they reviewed in Boise was accessed by going through a commercial area, then
green space to get to the high school.
E.Barney Dairy Road
Public Works Director Millar reviewed an area near the existing high school
property planned for a new road. The Barney Dairy Road is going to be accessed
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from East 4 North by a bridge over the canal adjacent to Barney Dairy Road.
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The road will be connected at a 90 degree turn off from 4 North. A new bridge
will be installed to cross the canal. The city is seeking School Board approval for
right-of-way to use school district property (about 1/10 acre) for the intersection.
Native grasses would be planted in the area of the intersection.
The School Board would like to work with the city to minimize costs on the new
buildings; including the city road project on Barney Dairy Road. Public Works
Director Millar was directed to work with Varr Snedaker and Nick Holmes from
the school district on the project.
Council Member Stevens requested a working relationship with the School Board
to maximize building square footage paid by tax payer dollars.
Planning and Zoning Administrator Leikness indicated the pre-application
process will be a good forum to discuss these building issues with the school
district.
1.Pre-application conference.
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2.Conditional Use application including “site plan.”
3.Land-use public hearing process.
The School Board would like to meet monthly for regular progress reports. The
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next work meeting with the School Board was scheduled for February 21 at 6:00
P.M.
7:00 P.M. – Work Meeting (Department Head Dinner)
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 December 20, 2006 meeting
B. Minutes from January 03, 2007 meeting
B. Approve the City of Rexburg Bills
Council Member Erickson moved to approve the Consent Calendar; Council
Member Stevens seconded the motion; all voted aye, none opposed. The motion
carried.
Go over the City Council priorities for 2007:
Mayor Larsen requested the department heads become familiar with the City
Council’s priorities (goals) for 2007 and work them into the individual department
goals. The departments will come up with department goals that compliment City
Council’s priorities. These priorities must be communicated to all of the
employees; because it is everyone (employees plus City Council and Mayor)
working together to accomplished the city’s priorities. Mayor Larsen quoted a
city mission statement from a few years ago; “Rexburg is an innovative community
that is committed to excellence through leadership, balanced growth, and
cooperation. These high standards will continue to make Rexburg a wonderful
place to live, work, and play.”
Mayor Larsen said this community has changed in the last three years. Where will
the city be in five or ten years? It is an exciting time for the city. He appreciated
working with the department heads, employees, and City Council. The voters cast
their votes based on the city’s responsiveness to their needs. Mayor Larsen asked
City Council to relay their priorities for 2007 to the department heads.
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Council Member Benfield asked for more employee training. Every employee
needs to provide good customer service while representing the city when picking
up trash or taking a phone call. She expressed a desire to have improved customer
service through professional training.
Council Member Erickson would like to have less intimidation at the entry way
into the Police Department. He was concerned with the citizen’s ability to access
police staff in a friendly atmosphere. He acknowledged it is necessary to maintain
a secure work place for the Police Department staff; however, he said it was
important for people to be able to talk to city staff face to face if at all possible.
Chief Archibald said the police office does have a nice conference room to hold a
one on one discussion with citizens and employees from the Police Department.
Mayor Larsen announced the Parks Department has a new city parks foreman
named Greg McInnes. Kristy Geisler is the new Parks and Recreation Assistant.
Part time crews are managing the Nordic Ice Skating Rink on Main Street.
The City Council reviewed the following priorities for each city department:
Parks, Recreation and Arts Department:
1.Greener grass managed by really good parks crews.
2.Downtown beatification – flowers on Main Street.
3.First class recreation programs.
4.Partnering with other entities like the school district.
5.Custodial care at city facilities; Tabernacle, Westwood, Roundabout,
etc.
6.Trim dead wood out of trees in the city parks and take the dead trees
out.
7.Tree recommendation for Main Street. (landscape architect) & review
the downtown trees for replacement every two years.
8.Staff do punch list for beautiful parks.
9.Maintain the carousel in Porter Park and have a schedule posted.
10.Splash Park will be up and running on Memorial Day. – prepare it in
May.
11.The Parks Department is responsible for the care of the Downtown
trees.
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12.Plow pedestrian downtown corridor on Main Street, Center St. and 2
East.
13.Finance report on Westwood Theatre.
14.Out source some city functions based on economic evaluation.
15.Grass and playground equipment in Hidden Valley Park.
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Public Works Department: Council Member Young complimented Public
Works Director Millar for his hard work on behalf of the city.
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1.LID 37 for 2 West. (Three LID’s will be open in 2007.)
2.Complete existing LIDs (Millhollow Road.)
3.Restroom in Smith Park. (Bidding the project in February.)
4.Lights in Porter Park.
5.Customer Service training emphasized for Public Works employees.
6.Open house for the new animal shelter.
GIS Department:
1.Work effectively with both city and county departments. (70% of
county residents live inside the City of Rexburg.) The county pays for
parcel maintenance.
2.Provide updated maps to city departments.
3.Provide training to employees to use GIS systems.
Customer Services Department:
1.Provide exceptional customer service.
2.Train employees on Customer Service including city databases
(LIS & GIS systems.)
3.Provide adequate communication from the top down to employees.
4.Request in/out schedules from employees.
5.Provide a training sheet for answering calls: ask, “How may I help you?”
Route the call to the correct department.
6.Provide a “city/county map display” for customer map selections.
7.Training to communicate latest information of city actions.
Planning and Zoning Department:
1.Update Comprehensive Plan Map every six months.
2.Regional Comprehensive Plan contract.
3.Annex islands inside the city.
4.Manage growth responsibly.
5.Provide new prospective to Rexburg planning.
6.Be proactive with planning. Follow the adopted Comprehensive Plan.
Emergency Services: (governed by the Emergency Services Board.)
1.Aerial fire truck.
2.Continue to seek help from BYU-I (internships.)
3.Continue planning for a new substation (remote fire station.)
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4.Relate future planning to the Comprehensive Plan.
5.Continue to seek methods to handle escalating emergency calls for both
the Fire Department and Ambulance Services.
6.Establish a 911 Advisory Committee with a Homeland Security
Administrator.
Council Member Schwendiman moved to draft a City Council letter
recommending a 911 Advisory Committee with city and county representation to
direct Emergency Services with an independent Homeland Security Advisor
coming from outside of the three Emergency Services entities in Madison County;
Council Member Erickson seconded the motion; all voted aye, none opposed. The
motion carried.
Craig Rindlisbacher explained the Homeland Security effort is moving forward
without input from Madison County and Rexburg. Whisper Mountain
Consultants help with grant funding for Homeland Security grants. Madison
County is not providing a voice into this process due to the lack of a Homeland
Security Advisor.
Police Department:
1.Seek additional support for off campus issues from BYU-I.
(BYU-I Officers can not go out of the BYU-I perimeter.)
IT Department:
1.Web site updates done timely.
2.Do employee training on software tools.
3.Provide information lookup for Customer Service Department.
4.Add IT line to city hall.
Building Department:
1.Develop attitude with employees saying “customer is always right.”
(Realizing the city codes must be followed.)
2.Educate customers on volume of work and detail required for plan
reviews.
3.Educate customers on the additional fees (impact fees) required over
building permit fees. Demonstrate fees on a pie chart.
4.Require port-a-potties on job sites every 400 feet.
Finance Department:
1.Out source maintenance of open space (fertilizer, etc.)
(do financial analysis)
2.Provide City Council a monthly budget summary report on one page.
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3.Use caution when micro managing “transfer accounts” for services
between public entities. Encourage inter agency cooperation with city
and county, School Board, etc.
4.Maintain enterprise funds as non-profit self supporting accounts.
Legal Department:
1. Codification in digital format.
Mayor’s Report: - None
Council Member Stevens moved to go into executive session due to a personnel
issue; Council Member Benfield seconded the motion. Mayor Larsen called for a
roll call vote:
Those voting aye Those voting nay
Farrell Young None
Randy Schwendiman
Donna Benfield
Rex Erickson
Bart Stevens
Christopher Mann
The motion carried.
Executive Session:
Executive Session ended.
Adjournment
____________________________
Mayor Shawn Larsen
Attest:
_________________________
Blair D. Kay, City Clerk
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