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HomeMy WebLinkAbout1996.07.03 CITY COUNCIL MINUTESr ~~ C°' DATE: (070396) State of Idaho County of Madison city of Rexburg Present: Councilmembers: City Engineer: City Attorney: Finance Officer: Minutes: Excused: City Council July 3, 1996 7:50 p.m. )ss Mayor, Nile L. Boyle Glen Pond Farrell Young Bruce Sutherland Ny1e Fullmer Marsha Bjornn Joseph A. Laird Stephen Zollinger Richard Horner Janet Williamson Rose Bagley, City Clerk Kay W. Beck Farrell Young moved to approve the minutes of June 18, 1996. Bruce Sutherland seconded the motion. A11 Aye. The Builders Association met with the Council in a Work Meeting prior to this meeting. RE: APPEALS BOARD FOR UNIFORM FZRE CODE APPROVED TOPIC: (20,130,,,APPEALS BOARD U.F.C.,U.F.C.,UNIFORM FIRE CODE) Spencer Larsen explained to the Council that the Uniform Fire Code " requires them to set up an appeals board in case someone has an ' objection to the way they interpret the code. He spoke to the members of the U.B.C. appeals board and they have all agreed to serve on the ``"' U.F.C. appeals board as well. He feels the two codes are very closely related. The members of the U.B.C. appeals board are: Ted Hill, John Watson, Bart Stevens, Dick Dyer and Charles Cartmill. Spencer is asking that the Council approve these same men for the U.F.C. appeals board. Nyle Fullmer moved to approve these men for the U.F.C. appeals board. Glen Pond seconded the motion. All Aye. RE: BEER LICENSE FOR TETON LAKES G.C. APPROVED TOPIC: (20,130,,,BEER LICENSES,TETON LAKES,GOLF COURSE) A beer license for Teton Lakes was before the Council. It was an application from Service Vending Inc. They will be selling it in closed containers only. They run the concession stand at the golf course. The beer will not be sold from vending machines. Farrell asked if there is much of a demand for it. Charles Bowers said he estimated between 60-BO cases. They would not be allowed to sell on Sundays. They will require carding - asking for Z.D. They can purchase the beer at the concession stand but must take it outside to consume it. The Mayor explained that if the Council approved the license tonight it would be contingent on the approval of the State and County. Glen Pond moved to approve the Beer License for Teton Lakes based on the State and County approval. Nyle Fullmer seconded the motion. Aye: Glen Pond, Farrell Young, Bruce Sutherland, Ny1e Fullmer. Nay: Marsha Bjornn. Motion passed. RE: BUDGET SCHEDULE REVIEWED TOPIC: (20,130,,,BUDGET) Richard Horner presented the budget schedule. About the 3rd week in July they will be meeting with Departments. The Mayor said he would be gone from the 19-26th. If Richard can get the numbers put together they will do it Tuesday 16th - Thursday 18th. Richard mentioned to Marsha that on August 8th they will be doing the Par3cs and Recreation Budget. She will be gone that week. They will try to do it on Monday August 12th. August 14th they will have the "all-nighter" work meeting for the budget. They go through all the budgets with the department ~~~ y heads. Richard has invited 3 legislators to come to their meeting on the 14th and also in September when they pass the budget. RE: SWIMMING POOL REPAIRS DISCUSSED TOPIC: (20,131,,,SWIMMING POOL) Glen asked about the Swimming Pool. The Mayor said they have cut the loss down to about 10~ of what it was before and it is staying heated. They cut it from 14,000 down to 1,000. RE: COST OF LIVING DISCUSSED TOPIC: (20,131,,,COST OF LIVING) Next, Richard reviewed the Cost of Living. The last 12 months was 2.9~. That is about the same every year. Glen asked how much our revenues are going to increase this next year. Richard said about the came except in the Street Department they will get almost $100,000. Glen asked what a 3~ cost of living was on our payroll now. It is about $20,000 - $30,000. Glen Pond moved to put a 3B cost of living in the budget for the initial preparation of the budget. Bruce Sutherland seconded the motion. All Aye. RE: CHANGES TO THE PERSONNEL MANUAL PASSED - PURCHASE ORDERS AND DRUG-'~ & ALCOHOL TESTING POLICY TOPIC: (20,131,,,PERSONNEL MANUAL,PURCHASE ORDERS,DEPARTMENT HEADS, DRUG POLICY,FIRE DEPARTMENT,POLICE DEPARTMENT) Changes to the personnel manual were discussed next. Most of the writing on the Purchasing is out of the State Statute. The main change he would like to see is that they get quotes for anything over $200 rather the $100. Glen asked why he didn't just go to $500. Richard felt that a lot of the things they buy are less then $500 but over $200 and in less then 2 minutes they could make 2 more phone calls and he has seen 10~ - 25$ savings on bids by just quoting that out. (Discussion.) Ny1e felt that we should incorporate into the bidding process that it be kept here in Rexburg if possible, even if it is a little more expensive. Richard pointed out that that is in there under Mandatory Local Purchasing. Discussion on how to enforce these procedures. If they go over $1,000 they need to get either the Mayor or Richard's signature. It used to be that you had to publicized bids if you went over $5,000 or $10,000 for equipment. That was changed and now anything over $5,000 - $25,000 you do not have to publish it but you do have to get 3 quotes from venders placed in Idaho. If it is impossible to get 3 quotes the City can acquire it anyway they want. The advantages and disadvantages of having credit cards were discussed. Nyle Fullmer moved that they go ahead and approve the changes to the Employee Handbook regarding purchases. Bruce Sutherland seconded the motion. A11 Aye. The Council stressed that there be a Department Head meeting soon and that they review and emphasize getting bids before they get purchase orders, mandatory local purchasing and the time spent in tracing bills without purchase orders. Drug Free Workplace & Drug / Alcohol Testing Policy (on file) - The underlined areas are new and the crossed over areas are old. Basically what this policy is doing is bringing in the fire and police into the drug testing arena along with the rest of the approximately 24 public works employees. The insurance company strongly recommended that they not include personnel who are not in a sensitive position. Examples: Secretaries, etc. Madison County Fire District will have to approve acceptance of this policy. Spencer said they were hoping to go right into the random testing and not have to deal with the expensive start up testing. Richard explained policy. A covered driver is defined as those required to have a CDL for their work or those who drive or maintain an emergency vehicle as a part of their work for the City. You have to include mechanics in there. '~~? ~ `~~ On the second page basically these changes are to make sure the scope is wide enough. They will be treated the same as the other employees except for on page 3 the base line test. We don't have to do fire and police and so he inserted CDL under the base line testing. This will add about 12-16 people to the 24. They will have a chance of getting tested every 2 years on drugs, every 4 years on alcohol. This is only an average. (Richard gave a review of the testing.) On page 2 under Post-Accident Stephen asked Richard to leave in "operating a vehicle for the City" and only cross out the wore "commercial". Also, do the same thing on page 4 under Refusal. Bruce Sutherland mcved they adopt this policy pending review by council. Nyle Fullmer seconded the motion. A11 Aye. Mayor asked them to all ride in the parade tomorrow. RE: CURFEW CONSIDERED TOPIC: (20,132,,,CURFEW) Mayor asked the Council to think about a curfew for the City. Studies show that it does cut down on vandalism. Nyle will talk to the Police Department and get their views on it. RE: APPLICATIONS FOR CITY ENGINEER/BUILDING INSPECTOR TOPIC: (20,132,,,CITY ENGINEER,BUILDING INSPECTOR) Concerning the applications for City Engineer / Building Inspector - Glen, Richard, Joe and Stephen will get together and establish the guidelines before opening any of them. There are about 40 applications and they should cut it down to about 10 for interviews. RE: CAROUSEL ORGAN TOPIC: (20,132,,,CAROUSEL) Nyle Fullmer asked that they get Pat Burton good, knowledgeable help to run and maintain the new Carousel Organ. RE: DUMPSTER ON JOB SITE TOPIC: (20,132,,,BUILDERS ASSOCIATION,SHAW*BLAINE,DUMPSTERS) Blaine Shaw, with the Builders Association, talked to Nyle Fullmer and felt that with the tax and building cost differences between the City and the County that it looked like the City was against growth. He suggested that a way the City could help and show pro-growth would be to provide a dumpster on the job site. Council will consider and look in to how this could be handled. RE: REPORT ON GOLF BOARD MEETING AND PERSONNEL TOPIC: (20,132,,,G0LF BOARD,GOLF COURSE) Nyle Fullmer reported on the Golf Board meeting. The Board has been concerned about what Jim Martin was not getting done. A lot of the greens were drying out and they have had several complaints. Jim left Fathers Day weekend for 4 days and things really dried out then. The Board determined to demote him to assistant greenskeeper and asked Duffy to be the superintendent of the greens until August or September or until they can hire someone. Jason Nielson and Mayor Boyle went that evening after the Board meeting and told Jim the Boards decision. Jim has not returned to work. They have seen dramatic changes for the better in the greens since then. Marsha felt that one of the problems is the Greenskeeper has too many bosses. The Council discussed the options of contracting or leasing out the position. Stephen said most Cities that try leasing qo back to City management. The Golf Board would like to be more of an advisory board and leave the management to the City and County. Bruce was called at work and told of an accident at 1st North and 1st East. Some people would like a 4-way stop at that intersection. -wr a' Nyle received a request to put up "prepare to stop" signs approaching 3rd South on 2nd East. RE: PROBLEMS WITH SIGNS ON UTILITY AND TRAFFIC POLES TOPIC: (20,133,,,SIGNS,UTILITY POLES,U.P. & L.) Glen said the power company is having problems with people putting signs on utility poles. He has noticed they are also putting them on traffic signs. He would like the police to start giving warnings to anyone putting signs on utility poles or traffic posts. Utah Power and Light are putting a message on their bills and the press is going to print something. The City will try to put a message on their water bill. RE: NEED FOR LADDER TRUCK FOR FIRE DEPARTMENT TOPIC: (20,133,,,LADDER TRUCK,FIRE DEPARTMENT,RICKS COLLEGE) Spencer told the Council he had met with the College to discuss the purchase of a ladder truck. With all the taller, larger buildings that are being built, especially at the College, it is necessary for our insurance ratings to have a ladder truck. RE: NEW S.O.G. FOR FIRE DEPARTMENT DISCUSSED AND APPROVED TOPIC: (20,133,,,FIRE DEPARTMENT,HAZARDOUS MATERIALS) Spencer explained the new Standard Operating Guidelines that they need to adopt. (A11 Councilmembera had copies of these and a copy is on file). S.O.G. #1004 concerns their response time. S.O.G. #1701, 1702 and 1703 all deal with Hazardous Materials. These have all been reviewed by Stephen Zollinger, City Attorney, Ny1e Fullmer, Mayor Boyle and the Fire District. Nyle Fullmer made a motion to approve and adopt all of these Standard Operating Guidelines. Marsha Bjornn seconded the motion. All Aye. Ny1e Fullmer moved to pay the bills. Bruce Sutherland seconded the motion. All Aye. Nyle Fullmer moved to adjourn. Bruce Sutherland seconded the motion. A11 Aye. Meeting adjourned. a Mayor, Nile L. Boyle ~ ~ j ~~~~j City Cler)c, R'ose~agley` rt .~ , DATE: (070396) CITY COUNCIL WORK MEETING July 3, 1996 ~i 7:00 p.m. Present: Mayor, Nile Boyle Bruce Sutherland Farrell Young Glen Pond Nyle Fullmer Marsha Hjornn Joe Laird, City Engineer Brooke Passey, County Commissioner Janet Williamson, minutes Builders: Ted Hill Gale Hathaway Blaine Shaw Lamont Merrill Larry Beesley RE: BUILDERS ASSOCIATION MEETING WITH CITY COUNCIL TO DISCUSS PLAN CHECK FEES AND BUILDING PERMIT COSTS TOPIC: (20,134,,,BUILDERS ASSOCIATION,PLAN CHECK FEES,HUILDING PERMITS) Ted Hill said that in their Association meetings there has been some concern raised about the cost of building permits. In the last couple of years permit fees have increased approximately 408. Nyle Fullmer met with the Builders Association and brought somefigures and numbers (handout on file) that resolved some of their concerns on most of the building permit costs. There are still a couple of things they would like to review. One ie on the plan check fee. How do you establish how much that fee is? On the example that the City hands out (on file) they charge a fee of 308. On some buildings, very detailed or very large houses, the building inspector may have quite a bit of time involved in reviewing those plans. But, on moat houses that shouldn't be more then 30 minutes to an hour on reviewing that plan. If the cost of the permit is 6-700 dollars 108 of that would be $60-70 dollars to review that plan. Also, on that handout it talks about the building inspectors time being charged out at $42.00 an hour. So, how do we establish the coat on that plan check fee. Joe said that the plan check fee was as indicated. According to the U.B.C. it can go ae high ae 658. Normally on commercial or that type of building we are charging around 308. if it is on single family residences Blair normally charges around 108 unless it is a set of plans that he has a lot of problems with and they have to be redone a time or so to get a decent set of plans in, then he charges more. On commercial or a large apartment building they usually charge around a 308 fee; but there again, if there happen to be a set of plans where they were not good to start with and they have to send them back and get them revised several times, they have some times charged more than that. As far as the hourly fee that Ted mentioned, they have never charged for reinapections and that type of thing which ie basically what the hourly fee is about. Mayor Boyle asked if 108 is the minimum and Joe said yes. Ted said that the other thing that concerns them is the front lineal foot charge for the water and sewer line on vacant lots around town. The lots referred to are lots that have never been serviced or hooked up to water and sewer. The builders do not feel that that is a fair fee. When those lines were laid in the City whoever was developing the subdivisions that those lines fed paid those coats. Mayor Boyle said all those early ones were done on a bond levi under a general ,' ,_, ., obligation bond. Ted said that for the last 25 years the developer has been paying those costs. The position that the Association takes is that the developer has paid those costa. When service from those lines comes on line that is paid for in the costs of the building permit in the water and sewer hook up fee. (discussion). You are much better off having a house on that lot so why do we penalize that lot for an addition fee to build on. Nyle said that he thinks the point they make is if there is anyway they can put that front foot coat on the seller rather then on the buyer then that is really the way it should be dealt with. Whoever bought the lot to begin with, probably bought it for $500-$1000 dollars and then X number of years later they are turning around and selling it for $10-$15,000 dollars and they are getting all the benefit of the grow and economical development around them and have never helped pay for it. Blaine Shaw said if you are paying for an improved lot you should not have to pay for a fee that has been used for an improvement to that lot. (Discussion). Mayor felt they were trying to be fair and consistent to everyone and keep costs as low as they can. They can look at this and the plan check fees and review them. Ted and Glen said the City is providing very good service and inspections and the builders really appreciate this. Last, they discussed the printout on City Expenses. The builders feel they are paying enough now but they see that the city is still subsidizing the City Engineering / Building Inspector costs. They are concerned that the fees might still go up. Builders were invited to attend the budget planning meetings. Builders offered their help to the City Council in anyway needed. Meeting adjourned.