HomeMy WebLinkAbout1984.11.07 CITY COUNCIL MINUTESMINUTES QF TKE CITY CQUNCTL MEETING
November 7, 1984
State. of Idaho)
County of Madison(
City of Rexburg)
A meeting of the City. Council for the City of Rexburg, Madison County, held
November 7, 1984, at the City Hall.
Present were the following: Mayor: John C. Porter
Councilman: Morgan Garner
Sander Larson
Jim Morris
Nile Boyle
Glen Pond.
.Councilwoman: Darlene Blackburn
Also Present: Mary Smith, City Attorney
Rose Bagley,.City Clerk
Richard Horner, Treasurer
RE: APPROVAL OF MINUTES
A motion was made by Sander Larson and seconded by Nile Boyle to approve the
minutes.. All Aye. -
RE: NEW GRID SYSTEM
Weldon Nef was at the meeting representing the Post Office. He said the post
office now has a problem on this. new grid system where they are. numbering all
the streets out in the country as well as in town. The post office can not
get the grid system approved in ..this area because of the conflict on the
numbering of the streets in town and out in the country. All the streets in
town go by 1st South, 2nd South, and so on except up by the college, and they
have numbered their streets in the 200 South and 300 South and so on. This is
the same numbering that is out in the county and cannot be allowed in the grid
system. Mayor Porter said he realized that would be a problem and he would
talk to the college and have them change their street numbering. The problem
at the post office is if a letter comes in that is numbered 200 South, they.
don't know if it is in the city or county. The mayor said there is a problem
with people themselves that put that address on their stationary as to 200 South.
RE: SEWER WANTED
Kent Archibald, was at the meeting. to discuss .sewer and roads, which he does
not have at his place. Mayor Porter told him that he is doing everything he can
to get the sewer. He told him that the city had let the contract, but so far
we have one person that won't sign the easement. The mayor said if they don't
sign it we will sue. The mayor told him that we are in the process of redoing
the road. He had talked to the county and they told us they would go up and
reoil it again, but they are so busy .they didn't get around to .doing it. We
will have to keep graveling it and regrading it.
RE: EXOFFICIO MEMBER
Mayor Porter reported on the Planning & Zoning. They are starting to work on
the zoning ordinance. They are going to take the old. ordinance and take the
new zoning ordinance that was suggested by Arlo Nelson and incorporate the two,
taking some things from the new one and putting them into the old one. Greg
Newkirk, who works for ECIPDA was at the P & Z meeting. He has had a lot of
experience in cities in Utah doing this same thing. They would like to make
him an exofficio member of the Planning and Zoning, .and he has agreed to work
with them for the next three months to work the ordinance over. Then they will
turn it over the Mary Smith to go over and to work the ordinance over.. Then
start h~drings. A motion was made. by Morgan Garner and seconded by Sander
Larson to appoint Greg Newkirk as an exofficio member of the Planning & Zoning.
All Aye.
RUDD,DnBELL,HIII & CALL CERTIFIED PUBLIC ACCOUNTANTS
MERRILL W. RUDD ^ ROBERT S. DaBELL OH. BRENT HILL ^ JOSEPH R. CALL
GIVING DIRECTION
TO YOUR FUTURE
October 8, 1984
Mr. John Porter, Mayor
City of Rexburg, Idaho
Rexburg, Idaho 83440
Dear Mayor Porter:
The purpose of this letter is to summarize and to confirm with
you the nature of our services to the City of Rexburg during
the coming year.
We will provide the following services:
Audit Services
1. P7e will examine the combined financial statements of the City
of Rexburg, Idaho, as of September 30, 1984, and the year
then ended for the purpose of expressing an opinion on them.
Our examination will be in accordance with generally accepted
auditing standards and, accordingly, will include such tests
of the accounting records and such other auditing procedures
as we consider necessary in the circumstances.
Our procedures will include tests of documentary evidence
supporting the balances in the accounts and direct confir-
mation of cash, receivables, and certain other assets and
liabilities by correspondence with suppliers, legal counsel,
banks and others, as necessary. At the conclusion of our
examination, we will request certain written representations
from you and Mr. Horner about the financial statement and
matters related thereto.
Our engagement is subject to the inherent risk that material
errors, irregularities, or illegal acts, including fraud or
defalcations, if they exist, will not be detected. However,
we will inform you of any such matters that come to our
attention.
124 East Main Street ^ Rexburg, Idaho 83440 ^ (208) 356-3677 ^ 1820 East 17th Street ^ Suite 310 ^ Idaho Falls, Idaho 83401 ^ (208) 529-9276
Mr. John Porter, Mayor
October 8, 1984
Page 2
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Accounting Services
2. We will be available during the year to assist in any
accounting or bookkeeping services wherein we might be of
assistance. This might include, for example, assistance pro-
vided in closing the records and summarizing transactions in
preparation for the year-end audit work.
Management Advisory Services
3. We will be available during the year to respond to any
inquiries from City officials on accounting systems, or other
related financial management matters.
We strongly believe in using a "team approach" in providing ser-
vices to our clients. We have found that we are best able to
keep our clients happy when we draw upon the broad range of
talent, experience and expertise of all the professionals in our
offices. Accordingly, although I will be primarily responsible
for the above services, I will consult with the other partners
of our Firm and use other members of our professional staff. The
audit field work this year will be under the direction of Brad
Reed, one of our senior accountants with significant government
audit experience.
As in prior years, we will use your personnel to the fullest
extent possible in order to maximize our efficiency and keep our
billings as low as possible. Our fee for our audit services, as
described in Number 1 above, will be at our regular per diem
rates (plus travel and other out-of-pocket costs) and should be
in the range of $7,000 and $7,200. All other work will be per-
formed at our normal rates. Invoices (which will summarize the
work performed by the above classifications) will be prepared
monthly and are payable upon presentation.
Mr. John Porter, Mayor
October 8, 1984
Page 3
i~
We very much appreciate the opportunity to work with you, and
hope that our association will continue to be mutually satisfying
and beneficial. If the above summary of our services is in
agreement with your understanding, please sign the enclosed copy
of this letter in the space provided and return it to us.
Very truly yours,
RUDD, DaBELL, HILL & CALL
Jos h R. Call
JRC/kgp
ACKNOWLEDGEMENT:
City of Rexburg, Idaho
John or er, Mayor
Date
r
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October 25, 1984
Honorable John Porter
Mayor of Rexburg
12 North Center
P. O. 13ox 245
t~xburg, ID 83440
Dear John:
Association of Idaho Cities
3314 Grace Street, Boise, Idaho 83703
Telephone (208) 344-8594
Officers:
President
Tom Campbell
Mayor, Idaho Falls
Fcrsf Vice President
Chuck Shadduck
Mayor, Burley
S<rcond Vice President
John Cunningham
Council Member, Moscow
Third Vice President
David Clegg
Mayor, Soda Springs
lmmed~ate Past President
Harold Sims
Mayor, Bonners Ferry
f xe:cuGvr, Direclor
Ray Holly
From information available at the State Tax Commission, I have discovered
that the Madison Cotmty Clerk has inaccurately distributed ironies to the
City of R,rxburg from the quarterly revenues of the inventory replacement
sales tax. The State Tax ComrrLission provides the county with a worksheet
(attached), which clearly shows the distribution amounts from the quarterly
"Base Check" payment for all taxing districts. As you can see by examining
the worksheet, the City of Rexburg should receive $7,413.87 per quarter, or
21.97170% of the total check.
[nkzether the county clerk's action has been intentional or not, the city has
failed to receive significant revenues due to this error. I have researched
the quarterly payments, which were certified to the State Tax Commission going
back to the quarter payment of July-Sept~nber, 1981.
QUAI~I'ER PAYNIEN`!' RECEIVED CORRECT PAYMIIVT DIFFEREI~ICE
July-Sept. .1981 $7,413.87 $7,413.87 $ -0-
Oct.-Dec. 1981 6,959.84 8,048.24 7,088.40
,Ian.-Mar. 1982 6,369.57 7,365.63 996.06
Apr.-~7une 1982 6,598.44 7,630.32 1,031.88
July-Sept. 1982 6,411.26 7,413.87 1,002.61
Oct.-Dec. 1982 6,917.24 7,998.82. 1,081.58
Jan.-Mar. 1983 6,934.76 8,019.36 1,084.60
Apr.-June 1983 7,413.85 7,413.87 .02
July-Sept. 1983 7,413.85 7,413.87 .02
Oct.-Dec. 1983 6,636.37 7,413.87 777.50
Jan.-Mar. 1984 6,636.37 7,413.87 777.50
Apr.-June 1984 6,636.37 7,413.87 777.50
July-Oct. 1984 6,636.37 7,413.87 777.50
Total Shortfall from oounty: $9,395.17 -
-contd.-
Past Presidents: Wayne Roas, Co;,i r.:d Member, Kellogg • F. W. Roekellay, Council Member, Pocatello • Harold Huret, Mayor, Heyburn • Dlek Eardlay, Mayor, Boise • John O. Cotant, Jr., Mayor,
Chubbuck • Directors: Paul Kenl Fulmer, Mayor, Post Falls • James Fromm, Mayor, Coeur d'Alene • Norman Steadman, Mayor, Weippe • Leonard WIIIUms, Council Member, L ewrston • Dick
Butcher, Mayor. Payrtle • AI McCiuekey, Mayor, ('aldw<:11 • Grant Kingeford, Mayor, Meridcan • Ralph McAdams, Counrtl Member, easu • Robert Larsen, Mayor, Paul • Ralph Peters, Mayor.
Jerome • Don Elwell, Council Member, Preston • L. Ed erOwn, Mayor. Pocatello • Oval CaeksY, Mayor, Mackay • Merrill Rbea, Mayor, S4 Anthony.
•
Honorable Johxx Porter
October 25, 1984
Page 2
Please call me if you need further information cx~cerning this problem. The
error in distribution to the city is significant, and the State Tax C,octmissioa~'s
instructions concerning the distribution of fLmds are perfectly clear.
Sincerely yours, ~
G%~Eti
Bill Jar
Director of Research
BJ : JRB
CC: Mr. Alan Dornfest
Tax Policy Specialist
State Tax Coymission
Madison County Sales Tax
1979 Base Distribution
c
~~
(1) (2) (3) (4)
1979 Adjustments
Corrected % to for
Dist. Each City/Highway Dist ribution
1 Toxin District Amount (S) District Final Amt. $ Final %
Co~~nty (Exclu.
' County School) 16,802.24 49.79501
Cities:
Rexburg
5,830.06
17.27793
7,413.87
21.97170
Sugar City 219.83 .65149 297.19 .88075
Cemetery Dist.:
Rexburg 124.03 .36757
Sugar City 40.25 .11928
Burton 52.49 .15556
Sutton 95.86 .28409
Plano 72.82 .21581
Teton ~ 15.73 .04662
Madison Library 1,142.15 3.38487
Sugar-Salem Library 7.31 .02166
County Highway:
M & 0
7,354.97
21.79714
5,b93.8p
16.87411
` Special 465.22 1.37872
Menan Fire 5.36 .01588
Madison Co. Fire 1,378.05 4.08398
Mosquito Abatement
TOTALS 136.45
.33,742.82 .40438
99.99999
33,742.82
99.99999
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RE: MUTUAL AID AGREEMENT
Mary Smith told the council that she had reviewed the Mutual Aid
Agreement and gave it to Sander Larson to take to the County to go over and
okay and bring back to her to draft.
RE: BUILDING PERMITS
Mayor handed out copies of the building permits-for October amounting to
$470,000 that were issued.
RE: NEW CITY HALL
The mayor reported on the new City Hall building. The brick layer changed the
pattern of the brick on the front of the building. He also reported that the
building was almost blown up again. The electrician was driving the grounding
pipe and drove it into the gas line. The workman smelled the gas fumes. It
was where the cleanout for the sewer line is, so DeLynn went down there and took
a light and they could see where the gas was coming through the soil and was
bubbling in the wet soil. The gas company went down and took care of it.
RE: POLICE TRAFFIC STUDY
Mayor Porter referred to the Police Traffic Study which each councilman had
a copy of in their packet. The council felt that the police had done a good
job on the study.. The council discussed the parking by the doctors office. A
motion was made by Nile Boyle and seconded by Sander Larson to adopt the
Traffic Study with the exception of the parking by the doctors office until it
has been studied by the council to be added later. All Aye.
RE: CITY STREET FINANCE REPORT
Mayor Porter presented the City Street Finance Report to the council for
approval. We have to show to the state the money we get from them for gas tax
and our share of registrations is being used for streets. A motion was made
by Darlene Blackburn and seconded by Jim Morris to authorize the mayor to sign
the Street Finance report. All Aye.
RE: ROAD & BRIDGE
Mayor Porter reported that he had talked to Dell Klinger about the Sales Tax
money and the Road and Bridge money that the County has not paid us, he is
going to meet with the clerk and then we will all have a meeting together.
Dell Klingler had told the mayor that what ever the law states, they will
see that it starts immediately. Mary Smith is going to call the Attorney
General's Office and get an opinion.
RE: AGREEMENT WITH RICKS
The mayor told the council that we have had an agreement with Ricks College
Security people for a number of years and now we have worked out a different
one. The reason we have changed it is from time to time we are going to hire
one of them. We will pay them and then the college will compensate us for the
salary. The reason we are doing it is to make it so they. can attend the police
academy. Dean balling, Blair, and Tom Lehman from Ricks College, the mayor and
President Hafen have worked it out. The mayor took a copy to Ribbie Russell of
the Attorney General Office and got everything okayed on it. The college has
signed it and the mayor needs to have authorization to sign it for the city.
(copy on file) A motion was made by Nile Boyle and seconded by Sander Larson to
give the mayor authorization to sign the agreement. All Aye.
RE: STATE LIQUOR FUND
The mayor told the council that the city received $17,138 from the State
Liquor Fund. Next year the amount we receive will be 15% less.
RE: LEGISLATIVE DINNER
The mayor announced the Legislative dinner that the Association of Idaho Cities
and the Association of Idaho Counties are putting on, November 19, at the
Stardust in Idaho Falls at 6:30 P.M.
RE: CANCELED MEETING
The mayor announced that the next council
giving, so that meeting would be canceled.
have an early morning meeting.
RE: SEMINAR
meeting was on the night before Thanks-
If something comes up the council would
The mayor told the council that on November 29, during the day at the library,
a seminar would be conducted by ProIdaho Partnerships Resources Opportunities to
discuss Finance Development Projects, conducted by the Division of Economic and
Community Affairs. This would be a good change to get an Urban Action Development
Grant. It would be good for industries that want to come in this area because
they would be able to get a lower interest loan. The mayor said he would like
as many of the councilman to attend as possible.
RE: SEWER DAMAGE
The mayor told the council that when the city had the sewer problem on Cornell,
before they got it repaired there was some sewer damage done to the home of Mark
Cleverly and he would like the city to pay for Z of the damage. The council agreed
to pay 2 of the damage.
RE: CITY EMPLOYEES, CITY RESIDENTS
The mayor brought up the problem of Department Heads living outside the city
limits. The council felt that it would be different for the different depart-
ments. Department heads in the Water and Fire Department would be required
to live in the city in case of an emergency. Other department heads: the
police, office, streets and other departments are required to live within
four miles of the city. In the future all city employees hired will be required
to live within four miles of the city.
RE: PAYING THE BILLS
A motion was made by Morgan Garner and Seconded by Darlene Blackburn to pay the
bills. All Aye.
RE: ADJOURNMENT
A motion was made by Nile Boyle and seconded by Jim Morris to adjourn. All Aye.
r2i..,,~... ,~
May' Jo n C. Porter
City Glerk, Rose Bagl
~1
s
~ ~ ~ ~'
GNt~~'
~,~'` ~ ``~~, l~exburg City Police Department
12 North Center
REXBURG, IDAHO 83440
,~o~t~ti
'~ ~~"~' November 6 , 1984
BLAIR K. SIEPERT Area Code 208
Chief of Police 356.6224
i~
i~
Mayor John Porter:
In the past week, the Rexburg Police Department has been
able to do four one hour surveys on the intersection of East Main
and 4th East as requested, and the following information was gained:
1. A large number of vehicles are entering at the intersection
from 4th East, hospital entrance, Ash avenue, and from the hospital
parking lot, and Senior Citizens access road. During the morning
hours between 9:1.5 A.M, to 10:15 A.M. there was a low count of
90 vehicles and during the time of 2:25 P.M. to 3:25 P.M. we had
our high traffic count of 302 vehicles leaving or entering from
roads mentioned above. The other two surveys were conducted between
11:45 A.M. and 2:35 P.M. resulting in 179 vehicles and 132 vehicles
respectively.
2. Vehicles entering Main street from 4th East were failing
to yield, entering with unlawful speeds, (normally younger drivers
from the High School), crossing East Main anti entering Ash avenue
without yielding or required safety.
3. Traffic from all intersections were entering other streets
by crossing across road ways without staying in their proper lanes
and without entering intended destinations in the proper lane.
4. During our observation, it was not unusual for at least
three cars at a time that were attempting to enter or cross East
Main.
I would suggest because of the above information, that the
following steps be considered to improve traffic safety at or near
4t.:h East and Main:
1. The yield traffic control sign now presently at 4th East
and Main be changed to a stop sign.
2. Lushes and trees on the Southeast corner of Smith park
be trimmed to allow better view of East Main traffic.
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Page 2
3. A center line be established on Fast Main and four lanes
of traffic defined to allow traffic to enter proper lanes. This
w<~uld also clarify the intersection and hopefully eliminate unlaw-
ful cutting across marked lanes.
4. Eliminate on street parking on Fast Main in front of.
the Doctors office located at the corner of Ash and Fast Main.
Currently, vehicles parking in front of the office cause a sight
restriction for traffic entering Fast Main from Ash avenue..
I believe that if the above recommendations were followed,
it would help to eliminate possible serious accidents from occ-
urring in the future at the above locations.
Respectfully Submitted,
// . j i
,-~ ~ ~l ,
Blair K. Si ert~
Chief of Police
~~~it~~Yf Rexbur
Acc•~~unt
Number
CITY STREET FINANCE REPORT
Sttzt~ment of. Receipts and Disbursements
Fiscal Year Ended September 30,.1.984
Road & Special
Street Assessment
Receipts Fund Fund (LID) Total
(No outside
Taxes (Levied for Street Related Use Only) Funds)
General Property Taxes ..........................
neli.nquE:nt Property Taxes Paid in Reporting Year
Penalties & Interest on Taxes ...................
ntlrer - - - -
INTERGOVERNMENTAL
I'edera_L Grants. ...............................
State Grants ....................................
Motor Fuels Excise Tax Funds ....................
Road and Bridge Tax .............................
Other ..............
CHARGES FOR SERVICES
Parking Meter Collections .......................
other UP&L Franchise Tax .. , , , , , , , , , ,
MISCELLANEOUS
Interest Earnings ...............................
Other MiscPllanPnr~ •••••••••......
NON-REVENUE RECEIPTS ~ TRANSFERS
Proceeds from Bond Sales ........................
Transfers from General Fund .................. ..
Other ..............
TOTALS
DISBURSEMENTS
431.2 Administration ..................................
431.2 Construction ....................................
431.42 Professional Services ...........................
4 71 Land ............................................
4 75 Automotive Equipment ............................
4: 76 Other Machinery & Equipment ................... .
431.3 Maintenance .....................................
431.4 Snow & Ice Control ..............................
431.5 Sidewalks & Crosswalks ..........................
431.6 Parking Facilities ..............................
431.7 Storm Sewers & Drainage ................... ...,
431.8 Street Lighting .................................
431.9 Street Cleaning .................................
421.9 Traffic Control .................................
432.1 Engineerin_q .....................................
431.63 Other ...............
431.81 Principal, Bond Redemptions .....................
431.82 Interest.... ......... ............. ... ,....
431.83 Other Charges ............... ...................
Payments to Idaho Transportation Department
for Matching Federal Aid ....................
Payments to County or Highway District..........
Transfers - Non-Highway .........................
TOTALS
ADDITIONS:
Excess of Receipts over Disbursements........
DEDUCTIONS:
Excess of Disbursements over Receipts.......
CHANGES IN FUND BALANCES
Net Additions or (Deductions) ...................
Fund Balance at Beginning of Year ...............
Fund Balance at End of Year .....................
CHANGE IN DEPT STATUS - ROAD & STREET
Outstanding Bonds Beginning of Year .............
Amount Issued During Year .................. ...
Amount Redeemed During Year .....................
Outstanding End of Year....... ................
233.350.99
.73.,846.4:1
233 , 350.99
73,846.41
90.00 90.00
~~"9`I3-~6 48, 913.76
11,085.28 11,085.28
367,286.44 36.7,286.44 I
25,000.00
56,118.80
249,388.26
330.507.06
25000.00
56,118.80
249,388.26
330.5Q7 •Q6
36,779.38 36,779.38 ~
-0-
3,779.38
_-~.-
~6.779.38
-0-
This certified report of dedicated funds is hereby submitted to the State
Auditor as required by Idaho Code, Section 40-137.
Dated this day of 19`
Mayor
AST:
City of:
City Clerk