City Council

EVANSTON CITY COUNCIL Second Regular Meeting June 21st, 2022 The official record of proceedings of the second regular meeting of the Evanston City Council for the month of June was held in the Council Chambers of City Hall on the above date. These proceedings were video recorded and streamed live. Mayor Williams led those in attendance in the Pledge of Allegiance to the Flag. The roll was called and with a quorum being present, Mayor Kent Williams called the meeting to order at 5:30 p.m. and welcomed everyone present. Those present from the governing body at the start of the meeting were: Mayor Williams; Council members Tim Lynch, Tib Ottley, Evan Perkes, Dave Welling, Mike Sellers and Mikal Welling. Staff members present at the start of the meeting were: City Attorney, Dennis Boal; Community Development Director, Rocco O’Neill; Police Chief, Mike Vranish; City Treasurer, Trudy Lym; City Clerk, Diane Harris; Information Technology Coordinator, Preston Sheets; City Engineer, Dean Barker and Police Lieutenant, Ken Pearson. Public Works Director, Gordon Robinson and Director of Parks and Recreation, Scott Ehlers were excused. A group of interested citizens were also present. Approve Agenda Council member Welling moved, Council member Ottley seconded, to approve the agenda. The motion passed unanimously with 7 yes votes: Williams, Lynch, Ottley, Perkes, Welling, Sellers, M. Welling. Approve Minutes The official record of proceedings for the City Council Meeting held June 7th, 2022, and the City Council Work Session Meeting held June 14th, 2022 was approved as presented. Bills Council member Lynch moved, Council member Sellers seconded, to approve the following bills for payment: Jun 07, 2022 to Jun 21, 2022 VENDOR FOR AMOUNT AXA Equivest Payroll 433.00 Beneficial Life Insurance Payroll 293.34 Blue Cross Blue Shield Payroll 165,955.00 Delta Dental Payroll 8,449.90 Evanston Police Benevolent Payroll 232.00 Flex Share Payroll 2,909.58 Hartford Payroll 196.10 IRS Tax Deposit Payroll 43,369.62 NCPERS Payroll 112.00 Orchard Trust Payroll 773.88 Parks & Recreation Payroll 159.37 Vantage Point Payroll 99.44 Vision Service Plan Payroll 1,138.42 WEBT Payroll 946.00 Wyoming Child Support Payroll 264.92 Wyoming Dept of Workforce Services Payroll 6,081.80 Wyoming Retirement Payroll 64,830.72 Payroll Payroll 137,285.18 Artistic Custom Badges & Coins Supplies 456.50 Best Kind Embroidery Services 45.15 Bear River Vet Clinic Services 126.10 Dennis M. Boal Services 2,889.00 Caselle Support/Maintenance 2,028.00 Cazin’s Parts 2,508.91 CD’s Electric Electrical 3,205.75 Crisis Systems Management Registration 1,150.00 Cobra Puma Golf Supplies 2,240.95 Curtis Blue Line Uniform 77.08 Verizon Wireless Cell Phones 637.41 CCI Network Utilities 83.40 Easy Picker Golf Supplies 218.91 Ellingford’s Services 711.00 Evanston Parks & Recreation Reimbursement 58,158.29 Evanston Uinta County Airport Contract 18,750.00 Forsgren Associates Contract 4,867.50 Grainger Supplies 97.15 Murdochs Parts 1,478.37 Reladyne Fuel 2,615.08 Sports World Equipment 4,500.00 Floyd’s Truck Center Parts 1,170.15 Kallas Automotive Parts 1,255.14 Rhinehart Oil Fuel 24,595.24 Morcon Parts 546.32 Mtn West Business Solutions Service Agreement 906.02 Dominion Energy Utilities 7,129.52 Nalco Supplies 12,371.92 Positive Promotions Supplies 465.95 Porter’s Fireworks 4th of July Fireworks 10,000.00 Proforce Law Enforcement Equipment 1,079.89 Sigma-Aldrich Supplies 82.90 Sirchie Finger Print Lab Supplies 146.35 Skaggs Uniform 609.90 Standard Plumbing Parts 18.20 Stateline Metals Parts 112.50 ALSCO Laundry Services 412.73 Sirius XM Radio Satellite Radio 191.24 Superior Rental Parts 189.98 Tom’s HVAC Services 654.04 Thatcher Chemical Supplies 5,829.02 Titleist Supplies 2,672.49 Tiple H Company Supplies 100.17 Uinta County Herald Public Notices/Ads 1,263.50 Uinta County Solid Waste Landfill Fees 45,877.75 Union Wireless Cell Phone 99.87 Century Link Utilities 1,280.87 Rocky Mountain Power Utilities 23,686.70 Wyoming Waste Systems Dumpster Fees 304.74 XO Xtreme Marketing Contract 24,761.00 Western Wyoming Beverages Services 325.40 Wyoming Association Registration 960.00 One Call of Wyoming Tickets 128.25 Wyoming Dept of Revenue Sales/Use Tax 1,216.36 NASRO Registration 550.00 J&J Nursery Trees 15,316.16 Callaway Golf Supplies 1,281.54 Vehicle Lighting Solutions Equipment 10,167.78 Wyoming Dept of Transportation Contract 1,689.63 Taylor Made Golf Supplies 935.41 U.S.A. Blue Book Supplies 78.23 Sky Lawson Refund 162.50 Uinta BOCES #1 Registration 600.00 Education & Training Services Registration 1,497.00 James Schmidt Reimbursement 131.96 Brenda Iler Refund 100.00 Max Officer Reimbursement 450.00 Terry Robinson Services 275.00 Cindy Merrick Refund 100.00 Joanne Davis Refund 450.00 Matthew Montoya Refund 1,050.00 The motion passed unanimously with 7 yes votes: Williams, Lynch, Ottley, Perkes, Welling, Sellers, M. Welling. Revenue & Expenditure Report Council member M. Welling moved, Council member Perkes seconded, to approve the Revenue and Expenditure Report for May 2022. The motion passed unanimously with 7 yes votes: Williams, Lynch, Ottley, Perkes, Welling, Sellers, M. Welling. Council Comments Council member Lynch thanked City Treasuer, Trudy Lym for the way she formatted the reports for the Budget process this year. Council member Sellers wished everyone a safe and happy summer.  Public Hearing Annual Budget 2022-2023 City Attorney, Dennis Boal conducted a public hearing to receive public information, input, comments, and concerns for the City of Evanston Fiscal Year 2022-2023 Annual Budget. City Treasurer, Trudy Lym, gave an overview and brief summary of the upcoming budget. No one addressed the issue and Mr. Boal closed the hearing. Consent Agenda Council member Ottley moved, Council member Welling seconded, to approve the following Consent Agenda Items: · Street Closure Permit requested by Mike and Marjorie for a neighborhood 4th of July Block Party on Monday, July 4, 2022 on 5th Street between Summit Street and Sage Street, from 1:00 pm to 11:00 pm. The motion passed unanimously with 7 yes votes: Williams, Lynch, Ottley, Perkes, Welling, Sellers, M. Welling. RESOLUTION 22-43 Council member Sellers introduced Resolution 22-43. Council member Sellers moved, Council member Ottley seconded, to adopt Resolution 22-43. A RESOLUTION OF THE CITY OF EVANSTON, WYOMING, PROVIDING INCOME NECESSARY TO FINANCE THE BUDGET AND PROVIDE FOR AND AUTHORIZE ANNUAL APPROPRIATION OF FUNDS FOR FISCAL YEAR JUNE 30, 2023. WHEREAS, on the 2nd day of May 2022, the Treasurer of the City of Evanston, Wyoming, prepared from the Department Administrators and the Mayor and submitted to the City Council, a city budget for the 2022 fiscal year, beginning the 1st day of July 2022, and ending the 30th day of June 2023: and WHEREAS the governing body has reviewed this budget in detail, and discussed with the Departmental Administrators concerning their individual budget requests and base budgets; and WHEREAS a copy thereof was made available for public inspection at the office of the City Treasurer; and WHEREAS, notice of a public hearing, as required by Wyoming State Statute, on said budget, together with the summary of said budget, was published in the Uinta County Herald, a legal newspaper, of general circulation in the City of Evanston, on the 14th day of June 2022; and WHEREAS a public hearing was held on such Budget at the time and place specified in said notice, at which time all interested parties were given an opportunity to be heard; and WHEREAS the governing body has adopted the following overall mission statements to guide the execution of the budget: (1) To ensure that all rules and regulations set forth by Evanston City Government are appropriate and pertinent to the quality of life of the residents of Evanston, Wyoming. (2) To expect a strong sense of accountability and dedication by all City employees to the people of Evanston, and to officially recognize those employees whose service to the citizens of Evanston reflect this goal. (3) To improve the overall communication and line of communication within the city. (4) To recognize and cultivate the importance of small businesses within Evanston, as well as to encourage industry to explore the resources in our community. (5) To stimulate proper management techniques so that the infra-structure of our city is functioning at the highest level of productivity.  WHEREAS the governing body has adopted a budget approach which encourages city employees to provide services more efficiently and cost effectively, allowing department heads discretion to transfer operational budget allocations within a division. NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF EVANSTON, WYOMING THAT: Section 1: The City Budget, as so revised and altered, be adopted as the official City Budget for the fiscal year ending June 30, 2023. Section 2: The following appropriations as provided for by General Property Taxation 8 mills (equal to $450,000) and other revenues, be made for the fiscal year ending June 30, 2023, and that the expenditures of each Department, Division, or program be limited to the amount herein appropriated: The following Department budget allocations shall be distributed to the various divisions by the department head, pursuant to Section 7 of this resolution: CITY COUNCIL CITY COUNCIL-ADMINISTRATION $238,250.00 EMERGENCY RESERVE $71,310.00 TOTAL $309,560.00 JUDICIAL JUDICIAL - ADMINISTRATION $187,500.00 EXECUTIVE EXECUTIVE - ADMINISTRATION $141,732.00 ATTORNEY $154,340.00 MAYOR'S CONTINGENCY $10,000.00 TH 4 STREET YOUTH BUILDING $3,000.00 TOTAL $309,072.00 PLANNING/ENGINEERING PLANNING/ENGINEERING $343,350.00 TREASURY TREASURY $485,430.00 CLERK CLERK $161,550.00 COMMUNITY DEVELOPMENT URBAN RENEWAL $25,000.00 GENERAL SERVICES $1,157,875.00 COMMUNITY DEVELOPMENT $266,625.00 TOTAL $1,449,500.00 PARKS & RECREATION PARKS & REC ADMINISTRATION $2,622,500.00 GOLF COURSE $1,133,508.00 CEMETERY $302,362.00 TOTAL $4,058,370.00 POLICE POLICE - ADMINISTRATION $561,350.00 IT $470,375.00 INVESTIGATION $848,125.00 PATROL $1,921,750.00  SUPPORT $391,770.00 VOCA/VAWA/POLICE - GRANTS $268,177.00 TOTAL $4,461,547.00 PUBLIC WORKS PUBLIC WORKS - ADMINISTRATION $190,110.00 STREETS $1,622,450.00 WATER $2,697,150.00 WASTEWATER $1,362,700.00 ENVIRONMENTAL SERVICES/SANI $1,708,950.00 MV/SHOP $244,500.00 TOTAL $7,825,860.00 ECONOMIC REINVESTMENT ECONOMIC REINVEST EXPENSES $40,000.00 LODGING TAX LODGING TAX EXPENDITURES $351,250.00 CAPITAL OUTLAY GENERAL FUND CAPITAL OUTLAY $2,170,000.00 COM DEV CAPITAL OUTLAY $155,000.00 PARKS & REC CAPITAL OUTLAY $350,000.00 PWORKS CAPITAL OUTLAY $300,000.00 COUNTY FEES & COMMUNITY GRANTS $789,750.00 HUMAN SERVICES & PROMOTIONAL GRANTS $225,552.00 AIRPORT JPB $105,000.00 EQUIPMENT LEASE 9,000.00 WATER FUND CAPITAL $4,995,359.00 WASTEWATER FUND CAPITAL $295,000.00 ENVIRONMENTAL SERVICES CAPITAL $775,000.00 GOLF COURSE CAPITAL $0 CEMETERY CAPITAL $140,000.00 ECONOMIC REINVESTMENT CAPITAL $5,883,809.03 TOTAL $16,193,470.03 SUMMARY GENERAL FUND $16,246,871.00 WATER FUND $7,692,509.00 WASTEWATER FUND $1,657,700.00 ENVIRONMENTAL SERVICES FUND $2,483,950.00 CEMETERY FUND $442,362.00 GOLF FUND $1,133,508.00 MOTOR VEHICLE FUND/INTERNAL SVC $244,500.00 ECONOMIC REINVESTMENT FUND 5,923,809.03 LODGING TAX FUND $351,250.00 TOTAL $36,176,459.03 Section 3: All operational and capital expenditures shall be made in conformance to the budget and the intent expressed by the governing body during the budget adoption process.  Section 4: Pursuant to the policy established by the governing body, the Treasurer shall maintain uniform standard budget classifications governing expenditures incurred and revenues received by the City and its several departments. Section 5: Upon the adoption of this resolution the Treasurer shall, pursuant to the policy established by the governing body, provide to each department instructions specifying the method and form of reallocating their budgets in conformance to the standard classification system and pursuant to the appropriations authorized. Section 6: (a) Pursuant to the policy established by the mayor, it shall be the duty of the mayor to review all requisitions and other requests for expenditures submitted by a Department or agent of the City. After said review, the Treasurer shall at the minimum ensure that: (1) The request conforms to the approved budget and corresponding appropriations. (2) Funds are available to defray the requested expenditure. (3) The request is proper, legal and is in accord with City Policy and Procedures. (b) The Treasurer is further authorized to administer procedures established by the governing body governing the form and processing of interim budget revisions provided they conform to the following criteria: (1) The department head may elect to transfer budget allocations within a division without prior approval. (2) The department head may elect to transfer budget allocations between divisions with prior approval of the mayor. (3) The department head may elect to transfer budget allocations from one department to another with the prior approval of the governing body. (4) Increases or decreases in budget allocations for personnel services require the prior approval of the mayor. (5) Inter-departmental transfers, changes in Capital Outlay Budgets and inter-fund transfers require the prior approval of the governing body. (6) No transfer shall be made which has the effect of increasing any series, class, object, or budget unless accompanied by a corresponding reduction in another series, class, object, or budget. (7) Irrespective of amounts appropriated for personnel services, the governing body shall approve, by specific motion, the creation of any new permanent positions. This subparagraph does not apply to the hiring of seasonal, temporary, or intermittent employees working part-time or full-time. However, seasonal, temporary, or intermittent employees working more than 120 calendar days must be approved by the governing body. (8) No expenditure shall be made from a contingency account for Capital Outlay without the express prior approval of the governing body. Section 7: Any unspent budget allocation and all capital outlay shall not be carried over to the following budget year. Any unspent merit pay shall not be carried over. Section 8: Pursuant to the policy established by the governing body the treasurer shall monitor revenues received and expenditures made by the City to determine the City's cash needs. When the Treasurer determines that aggregate City expenditures will exceed the total of revenues expected in any yearly, quarterly, or monthly fiscal period the Treasurer shall, to prevent a deficit cash situation from arising, institute a proportional reduction in expenditure authorized for each department to the level of expected revenues. In placing such restriction in effect, the Treasurer shall, consider as priority expenditures to preserve: (1) Commitments involving City bonded and loan indebtedness. (2) Obligations to Federal and State authorities. (3) Contractual arrangements to which the City is a party. (4) Personnel Service costs for wages and benefits. The Treasurer shall advise the governing body at its next scheduled meeting of any reductions ordered and the reasons prompting that action. Section 9: Projects, activities and programs authorized for which grants from the United States of America, State of Wyoming, Uinta County, or any other source are to be used for payment of all or a portion of the project, activity or program are conditioned upon the receipt of the appropriated grant. In the event a grant is not received the project, program or activity shall not be undertaken, unless specifically approved by the governing body.  Section 10: By order of the governing body and for the execution and administration of the budget for this fiscal year the following policy directions shall prevail. (A) The pay of each City employee will increase by 5% (cost of living increase) affective on the first pay date in July of 2022. (B) The City will pay, on behalf of its full-time permanent employees, thirteen point forty-four percent (13.44%) of their gross salary to a Deferred Compensation Program or Wyoming Retirement Program. (C) Each employee covered by the terms and conditions of the health/medical, dental, and optical insurance policy shall be required to contribute through a payroll deduction, an amount equal to 8.2 percent of the monthly insurance premium. Qualified Retiree employees who receive the retirement health insurance option shall be required to pay 80% of insurance premium as per the Personnel Policy. (D) The city will not participate financially in the payment of membership dues or fees on behalf of any employee unless the membership is granted in the name of the City of Evanston. The city will not contribute financially to the payment of any personal memberships. (E) Where statutory or job description provisions specify that certain occupational certification or professional status is required as a condition to or of employment, the City will reimburse travel and associated costs related to attendance at schools, seminars, or conferences when such attendance is for maintaining or advancing professional status or occupational certification. (F) The city will reimburse employees up to $200 for protective footwear, as determined by the Department Administrator. Section 11: Attachment A is the fee schedule for the Fiscal Year beginning July 1, 2022, and is hereby adopted and made part of the budget resolution. PASSED, APPROVED AND ADOPTED this 21st day of June, 2022. Kent H. Williams, Mayor ATTEST: Diane Harris, City Clerk The motion passed unanimously with 7 yes votes: Williams, Lynch, Ottley, Perkes, Welling, Sellers, M. Welling. Resolution 22-44 Council member Lynch introduced Resolution 22-44. Council member Lynch moved, Council member Welling seconded, to adopt Resolution 22-44. RESOLUTION OF THE CITY OF EVANSTON, WYOMING, AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH KILGORE COMPANIES, LLC DBA LEWIS AND LEWIS, INC. FOR THE COMPLETION OF ALL WORK REQUIRED FOR THE 2022 STREET OVERLAY PROJECT. WHEREAS, the City of Evanston has a need to maintain its streets; and WHEREAS, Kilgore Companies, LLC dba Lewis and Lewis, Inc. submitted the low bid for the 2022 Street Overlay Project; and WHEREAS, the City of Evanston and Kilgore Companies, LLC dba Lewis and Lewis, Inc are prepared to enter into an agreement whereby Kilgore Companies, LLC dba Lewis and Lewis, Inc will provide all materials and labor specified in the plans and specifications and the proposal documents for the 2022 Street Overlay Project in Evanston, Wyoming; and WHEREAS, the City of Evanston and Kilgore Companies, LLC dba Lewis and Lewis, Inc. have set their agreement in writing; NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF EVANSTON, WYOMING THAT: Section 1: The Mayor is hereby authorized to execute, and the City Clerk attest, on behalf of the City of Evanston, the Agreement between the City of Evanston, as Owner, and Kilgore Companies, LLC Dba Lewis and Lewis, Inc., as Contractor, a copy of which is attached, for completion of all work necessary for the 2022 Street Overlay Project in Evanston, Wyoming. PASSED, APPROVED AND ADOPTED this 21st day of June, 2022. Kent H. Williams, Mayor ATTEST: Diane Harris, City Clerk The motion passed unanimously with 7 yes votes: Williams, Lynch, Ottley, Perkes, Welling,Sellers, M. Welling. Summer 2022 Street Chip Seal Project Council member Sellers moved, Council member Perkes seconded, to award the bid for the Summer 2022 Street Chip Seal Project to Consolidated Paving and Concrete, Inc. The motion failed unanimously with 7 no votes: Williams, Lynch, Ottley, Perkes, Welling, Sellers, M. Welling. Lawful Discharge of Fireworks Council member Ottley moved, Council member Welling seconded, to approve the number of days and hours for the lawful discharge of fireworks for Saturday, July 2nd; Sunday, July 3rd and Monday, July 4th for the hours 5:00 pm to midnight. The motion passed unanimously with 7 yes votes: Williams, Lynch, Ottley, Perkes, Welling, Sellers, M. Welling. Department Comments Police Chief Mike Vranish and Lieutenant Ken Pearson presented the Mayor and Council with 150th Centennial Badges. They thanked the Mayor and Council for their support. City Treasurer Trudy Lym thanked the Mayor and Council for their input during the Budget process. Adjournment With no further business to be conducted at this time Mayor Williams adjourned the meeting at 6:02 p.m. Kent H. Williams, Mayor ATTEST: Diane Harris, City Clerk