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HomeMy WebLinkAbout1999.04.07 CITY COUNCIL MINUTES~, DATE: (040799) Minutes of the City Council Meeting 4/7/99 7:30 P. M. State of Idaho) County of Madison( ss City of Rexburg) Present were: Mayor: Councilmembers: City Clerlc: Attorney: Finance Officer: P.F.C.: Pledge to the flag. Hruce Sutherland Farrell Young Glen Pond Marsha Bjornn Paul Pugmire Rose Bagley Stephen Zollinger Richard Horner John Millar Introduction of scouts and students. A motion was made by Marsha Bjornn and seconded by Nyle Fullmer topay the bills. All Aye RE: ABHOR DAY PROCLAM.ATZON TOPIC: (22,120,,,ARHOR DAY,NATURE PARIC, GRANTS) Mayor Sutherland read the Proclamation for Arbor Day. A motion was made by Glen Pond to accept the Proclamation for Arbor Day for the City of Rexburg. Seconded by Farrell Young. All Aye. The mayor told the council that we received a grant from U. S. Sank to plant a tree possibly in the Nature Park. RE: SEWER T.V. BIDS AND STREET SWEEPER BIDS TOPIC: (22,120,,,WASTEWATER DEPT.,STREET DEPT.,BIDS,SEWER LINES) John Millar presented the Sewer T.V. Hids and the Sweeper Bids. They had solicited bids for televising about 9000 feet of sewer line in the city. The low bidder is Municipal Services out of Boise. Their bid was 35" a foot. That is quite a bit lower than we budgeted possibly the reason is he had set up in the bid that we would do our own line cleaning. We have the equipment and man power to do this. They will do about two miles of sewer. We want to get this done before we do any street work. A motion was made by Nyle Fullmer and seconded by Farrell Young to accept the low bid from Municipal Services for the T.V. Sewer line. All Aye Sweeper Bids- John explained they solicited bids for the street sweeper. They received two bids on the equipment. One was from Pacific Utility out of Salt Lalce. Their base bid was $117,437 and they have requested two add ons that brought their bid to $121,547. They had a second bid from Kate of Idaho out of Pocatello for $121,876. He explained the bids. We would need to sell our old sweeper when the new one comes. A motion was made by Glen Pond and seconded by Nyle Fullmer to accept the low bid for the sweeper. All aye. RE: SPRING CLEAN UP TOPIC: (22, 120,,,STREET DEPT., CLEAN UP) Spring Clean Up- The mayor explained that there has been some clean up already. We usually do it in April and May. A motion was made by Marsha Bjornn to extend the spring clean-up to the end of May. Seconded by Paul Pugmire. All Aye RE: WILLIS AELE DONATION TOPIC: (22,120,,,SMITH PARK, PARKS DEPT.,DONATION) Willis Able Donation- Mr Able is from Pennsylvania. He called Hart Webster regarding the motor in the tractor at Smith Park. The Webster 1~, ' . family donated the trac~or to the city. In the community he is from they have every spring end summer a steam engine Festival and they run these eteam engines and have tractor pulls. They also do restoration and in the process of restoring a steam engine similar to the one in Smith Parlc. They need the engine and you cannot see the engine. They would like to come in and take the engine out. It is just there as a display and would not make a difference to the display we have as far as the outward appearance. They would come in and take the fence down and remove the engine and then put the fence back up. They have offered to pay us $3500 if we allow them to do that. Stephen told the council we will have to advertise it as surplus property. Mr Able will send us some information if he is allowed to do this. It would be a closed bid process. The money will go back to the Park department. The mayor said we will have to be careful with the description to make sure people know it is just for the engine. The mayor said he would call Mr Able and tell him of our decision. A motion was made by Paul Pugmire to advertise the engine for the tractor in Smith Parlc for surplus property. Seconded by Nyle Fullmer. (discussion) Glen Pond abstained from voting, all other members voting aye. Motion carried. RE: ONE TIME EVENTS & GATHERINGS TOPIC: (22,121,,,PARADE, DANCE FESTIVAL, ORDINANCE) One Time Events & Gatherings The mayor explained that two weeks ago there was a dance held at the old Hroulims building and after visiting with the person that was involved in having the dance, several things were brought to his attention. He felt for the city's sake and the community's sa]ce we we need do a few things to not only protect the city but level the playing field for established businesses in our community. For example many times there dances or events hosted for a weekend and they charge admission and make a little money but he felt we need to have some requirements written down and they need to clear it with the police and fire marshal. If it is for a profit event he felt they should have to apply for a business license with a tax exempt number or a sales tax number so they comply with the same rule and regulations that are required for the businesses in our community. Discussion on Temporary Business Licenses. Stephen felt the best place would be with the Parade Ordinance and Special Events ordinance. He and Paul Pugmire need to finish amending that ordinance and have this incorporated in that ordinance. The council felt that Stephen and Paul need to get that ordinance amended. Donna Benfiel d, representing the Chamber of Commerce, was at the meeting. She wondered how this would effect them. They have events such as the Dance Festival with the Street Dance and other events? Paul stated that they would write the ordinance to protect the Dance Festival and would let her review a draft of it prior to passing the ordinance. She also discussed the temporary businesses and felt we need to protect our established businesses from the businesses that come in over night and don't guarantee their goods. RE: RECONSTRUCTION OF OLD YELLOWSTONE HWY NEAR LES SCHWAB TOPIC: (22,121,,,4TH S.,5TH W.,LES SCHWAB) John showed a map of ath South & 5th West and explained it. Right now 5th West goes straight across tine curb on the oldhighway. They are proposing that they will bring that in basically at right angles on the two approaches on the north and on the south and try to make that a ,~ safer intersection. He had visited with all but one of the property owners along there and all but one was pleased with the idea. They are also proposing that on the West side they install curb, gutter and sidewalk down to the proposed crosswalk. Discussion on Les Schwab putting tires out to the edge of the road which makes it dangerous. Sohn said he would talk to them. (discussion) There is a major power poll that needs to be moved and he asked Glen to check on it. Glen said he would take a look at that. RE: REVISED EXCAVATION PERMIT TOPIC: (22,122,,,PERMITS, FEES,STREETS) r Excavation Permit- Johngave to the council a copy of a revised permit. He explained he had taken the existing permit we had and brought it into our current specifications and tighten it up significantly on how the repairs were to be made. Currently they pay $500 of which $450 is returned when they patch it. On some patches that is inadequate. He had changed it to $750 for up to a 30 square yard patch. That would cover a typical cut in the road for a water or sewer line connection. There have been times when the telephone company or others have made much larger cuts and they would be charged more according to the size of the cut. He has also recommended that the inspection fee goes from $50 to $100 and also that they post proof of liability insurance before they dig in the road. He is having the department heads review it. Richard suggested that sometimes they fix a patch and six months later it falls apart. ,john said he would look at that and possibly hold the retainer fee longer. Before there was no specifications on how the patch had to be done but they have it defined asto what has to be done. Stephen suggested that we might want added to the permit that they notify us when they are going to start patching so we can inspect it as it goes in. If we watch it and it goes in according to our standards it should not fail down the road. ,john said we also want to inspect the back fill. He said he would have a final draft for the next meeting RE: FACILITATOR OF FUTURE GOALS TOPIC: (22,122,,,FACILITATOR,BUDGET) Facilitator of Future Gcals- Marsha said she had called the co7.lege to see if they had someone to do this and also called the Sociology Department who does have someone but she was not sure about him doing this type of thing. She also called the fellow in Boise and he will send a resume' and he c}arges $600 a day plus travel. After he will provide a summary of the. meeting. (discussion) Richard discussed that during the budgeting process that is one of the ideas he wanted to pursue. He would like the council when they do budgeting to come together with department heads and try to delineate their different goals and dreams for the immediate and future. They could see if we can come to somekind of more census with ideas. That information will be given to department heads that they can incorporate in their budget and come back for review at the budget process. The mayor told the council we need to tentatively set our budget meeting schedule. Richard said he would like to have a meeting either before the end of P_pril or the first of May for two or three hours in a comfortable situation for a work session on budget related goals. This really incorporates about 90e o£ everything. With some mandates or goals set up the department then would incorporate those in their budgets. They could then include that in their capital list as well. We could review the department head list and narrow them down to available revenue. They would have heard already the council's desires be able to nearly balance the budg._t. Glen felt that would be good to get ground work prior to Marsha's proposal. The mayor told the council on April 21 he will be in Boise and on April 22 they have the Grant Proposal. He also said that by revising some things with the budget we won't have to have a long night decid:i.ng on the budget. (discussion) It was decided to have the Council Retreat on May 12 to facilitate and work on the budget. Report on Cad Draftsman by John Millar. They had made an offer but he turned it down and are ~n hold right now. RE: USE OF THE WATER SLIDE TOPIC: (22,122,,,BWIMMING POOL,WATER SLIDE,BUDGET, RECREATION) Use of the Water Slide ~ Jaclc Bowman gave the council a handout on expense and revenue of the Water Slide. They have added two new summer programs. The structure of the slide is in good condition. The pumps are in good condition. They are separate from the pool. There are a few items that need to be repaired. He felt good about it. The dressing rooms would be open. They would fence off the slide area. Discussion about fence around the pool. Jack discussed the staff needed, use and fees. He asked the council for permission to continue to try to get this open by Memorial Day Weekend. Richard told them we don't have the money in the budget but we could ta]ce it out of the contingency fund. A motion was made by Nyle Fullmer and seconded by Paul Pugmire to pursue it and authorize Jaclc to spend the money to get it up and running. All Aye The mayor made a report on the Recreation Committee. RE: 401 K LOAN PROCEDL7P.E TOPIC: (22,123,,,HENEFITS,RETIREMENT PROGRAM,a01 K PLAN) 401 K Loan Procedure. Richard gave a handout to the council on Loan Procedure. (on file) Richard told the council he would like to recommend one change. Number 3 on Number 3 Loan Amount "A Participant may have only one loan outstanding at any given time. Once a loan is paid off, no new loan may be made for a period of ninety (90) days. Richard explained the procedure we have now. The problem he sees now is there are some employees that use this like a credit card. (discussion) Richard said he was concerned about the employees squandering away their own retirement. Paul suggested that we need to be sure to better inform our employees. A motion was made by Glen Pond to approve the policy with the third requirement. Seconded by Farrell Young. All Aye RE: WASTE CONTAINERS FOR MAIN STREET TOPIC: (22,123,,,MAIN ST,GARBAGE CONTAINERS) Waste Containers for Main Street- The mayor showed the council a brochure with some waste containers that he thought would look nice even though they are fa=.rly expensive. They are anchored, have a top on and they can be dumped ~.iutomatically. A motion was made by Nyle Fullmer to authorize the mayor to pick out the waste container for Main Street. Seconded by Glen Pond. All Aye RE: APPROVAL FOR NEW S'::OP LIGHT AT MAIN STREET AND 1ST WEST TOPIC: (22,123,,,TRAFFIC LIGHT,MAIN ST, 1ST W.) The mayor told the council that we !nave approval for the Stop Light on Main and 1st West. We have a letter of agreement. A motion was made by Nyle Fullmer and seconded by Glen Pond to authorize the mayor to sign the agreement and authorize the mayor to proceed with the light. All Aye RE: EMPLOYEE RESIDIENCY CHANGE TOPIC: (22,123,,,RESIDENCY,EMPLOYEE COMMITTEE,EMPLOYEE) Members of the employee committee were at the council meeting to discuss Employee Residei;.cy. Corey Foster acted spokesman. The committee had given the council a letter explaining their recommendation. (on file) A policy was made that anyone hired after 2/25/95 would be required to live in the city. Glen Pond read the requirement from the Personnel Manual. Glen ~>xplained this policy was made because the council felt there were not enough employees living in the city and felt they were not in touch with what was going on within the city and were not tax payers in '.;he city. Corey stated that there was one employee that had the opportunity of having some land outside of the city given to him by in~laws. He had the land prior to being hired but did move into the city prior to being hired because he wanted to work for the city. His wife wants to be able to have horses. In talking to employees who have been hired after 2/15/98, the majority of them would like the opportunity of living outside of the city. There are others employees who have the opportunity of having land outside of the city given to them. One of t'-~.em is a crucial as far as time. He has to be out of the house he is in within one month. Glen explained that there is an "exception built .into the manual". Corey stated that because there is a probation period some employees feel intimidated as to what can happen with their job or they don't want to rock their boat because they are happy to work o•ith the city. Most people will sacrifice in order to have the job. There is a strong feeling with the employees about this and he felt .i.t was a responsibility to bring it before the i,, >, council for the employee committee. There is a problem because supervisors live in the county and the employees have to live in the city. One thing that was brought up in the employee meeting was response time for emergency type employees and on call employees. (discussion) Glen mentioned that both Joe and Val made extreme sacrifices to live in the city. It was decided to table the decision to the next council meeting so the entire council will be at the meeting to make the decision. John Millar told the council that an, important issue would be response time for on call for water and sewer. Paul stated that response time is a valid '. point. Each department would be different. _ A motion was made by Nyle Fullmer and seconded by Glen Pond to go into executive session. All Aye Meeting reconvened. A motion was made by Ny1e Fullmer and seconded by Paul Pugmire to approve the bills. All Aye Meeting adjourned ~ mayor, brute autnerland a i /fiu ~'~7r2~ ~%~/, City Clerk, Rose•'Bagl y _/