City Council Agendas & Minutes

Minutes City Council Meeting Fruit Heights City 910 South Mountain Road August 19, 2014 CITY COUNCIL MEETING City Council Meeting was called to order by Mayor Don Carroll at 6:58 pm. The Pledge of Allegiance was led by Mayor Don Carroll and Council Member Scot Poole gave a prayer for the opening ceremony. COUNCIL MEMBERS PRESENT: Council Members Diane Anderson, Julia Busche, Craig Hill, Eileen Moss, Scot Poole and Mayor Don Carroll were present. STAFF PRESENT: City Manager Brandon Green, City Planner Jeff Oyler, Substitute Recording Secretary Kelli Rollins VISITORS: Carson Coleman (scout), Tracy Roddom, County Commissioner Louenda Downs, Jason Boydston AGENDA ITEM: 2. APPROVAL OF MINUTES OF PREVIOUS MEETING: Minutes were not presented, will approve at next meeting. 3. SPECIAL PRESENTATIONS- Items from the Public No items of business were presented. Mayor Don Carroll thanked the County Commissioners for coming to the walk at Nicholls park trail and for all they do for the city of Fruit Heights and the county. County Commissioner Louenda Downs commented about how well run the city of Fruit Heights is and how well we are taking care of things and what a nice partnership the county has with them. Mayor Don Carroll asked to move to item 5.1 to facilitate our visitor. 5.1 Discuss/Approve/Deny Davis County Animal Care and Control Request City Manager Brandon Green reminded the council that the Best Friend Animal Society presented their proposal last month but since it had been left off the agenda no motion was made. This proposal includes T.N.R. (Trap, Neuter, Return) for the feral cats in our community. They are seeking approval from the city council tonight.  August 19, 2014 The Council and the Mayor discussed with Tracy Roddom, Assistant Director of Davis County Care and Control how there is no additional cost to the city and the fact that all cities who have heard this proposal have accepted it. The question of why we need to approve this motion when the City has already adopted the county ordinance for animal control and City Planner Jeff Oyler explained that although we adopted the county ordinance that cities can have ordinances that differ or vary. Council Member Craig Hill made a motion to support the county and Council Member Diane Anderson seconded the motion. A vote was taken and passed with all aye’s. 4. NEW BUSINESS 4.1 Open Discussion with the Davis County Commissioners Millburn, Petroff, and Down There was a short meeting that began at 5:00 pm at Nicholls Park where the Mayor, Council and City Staff walked the Gailey Trail and discussed the need for a cemetery and the improvement plans for the remaining section of Nicholls Roads. During the City Council Meeting, no discussion was needed. 4.2 Davis County Sheriff’s Report Sheriff Jason Boydston from the Sheriff’s office reviewed incidents within the City of Fruit Heights. There was some discussion regarding how Fruit Heights City compares to neighboring communities with regards to public safety. Sheriff Boydston indicated that Fruit Heights is very low in comparison. The Council and Mayor expressed appreciation for Sheriff Richardson and the officers for their contribution to Founder’s Day and how it is good for the community to interact with them. Sheriff Boydston mentioned the Neighborhood Preparedness Fair coming up, he also mentioned that there is an opportunity for people to participate in Emergency Training in Maryland on June 25, 2015. City Council and Staff are invited to attend if anyone is interested. Council Member Diane Anderson asked if the Sheriff’s office had any messages for the community. Sheriff Boydston recommended that citizens need to keep things locked up, leave porch lights on, and garage doors down and if a citizen sees something that doesn’t look right it never hurts to call, don’t ever be afraid to call. Council Member Craig Hill thanked him for coming and giving the report. 2  August 19, 2014 4.3 Discuss/Approve/Deny City’s Participation in County CDBG Block Grant Request City Manager Brandon Green stated that Greg Johnson was going to get the paperwork to him to discuss this request but he didn’t get it to him in time for this meeting. 4.4 Discuss/Approve/Dates for Fall E-Waste and Paper Recycling City Manager Brandon Green requested that the City hold another e-Waste and paper shredding/recycling day for residents. The Council discussed how there is no cost to the city for this and that citizens are interested. City Manager Green will get some dates from Robinson Waste for September. The council suggested putting it in the Ridgerunner and City Manager Green will arrange for the banner from Rocky Mountain Recycling. No motion was needed. 4.5 Discuss/Approve/Deny Request for Purchase of iWorQ Software. City Manager Brandon Green discussed the proposed purchase of the street software/ street assessment program to help in categorizing our streets condition for maintenance purposes. City Engineer, Brandon Jones, has talked to other cities that have used this company and is ready to recommend this program and request this purchase. The council asked questions and discussed the program. It was determined that the cost of the assessment and program outweigh the cost of having the City Engineer spend time in evaluation and preparing a street assessment. It was discussed that the city is not locked into a long term contract and they could use this program for only 1 year if they prefer. This program is tailored just for Fruit Heights. The money to purchase it comes from the street fund. Purchasing other modules would be needed if the city wants to track storm drains, water lines etc. The city’s main concerns are the streets. City Manager Green was questioned why the City wants this detailed listing of streets and conditions. He replied that it will help with the City’s ability to prioritize and categorize needed street projects and help with the budgeting process. It is very used friendly and can be accessed by many people all at once. It was determined the council had enough information and all questions were resolved. Council Member Diane Anderson made a motion to purchase iWorQ software at the one year price of $4,272 four thousand two hundred seventy two dollars. Council Member Eileen Moss seconded the motion. The Mayor checked to make sure all concerns were resolved. A vote was taken and passed with all aye’s. 0:15:14 4.6 Discuss/Approve/Deny Bids for 2008 Truck Repair 3  August 19, 2014 City Manager Brandon Green informed the council that last week one of the city’s trucks injector pump had an unpreventable malfunction which destroyed the engine. The repair bid for a new engine is eighteen thousand (18,000.00) and then the hydraulics for another three to four thousand dollars. ($3,000.00-$4,000.00). New vehicles are always a cash purchase. This truck is a critical vehicle for the City. There is $200,000 in the fund but we just spent $66,000 on the skid-steer. The staff does not want to buy a Ford since there are a few years made with this same engine. It was suggested that although there is no recall on it yet we could put this truck aside and wait to see if there is a recall. The staff suggested that the City get a flat bed and not a dump bed and they believe a comparable vehicle would be around $50,000. The hydraulics for the plow would need to be worked out. No decision was ready to be made. The Council and staff discussed that the truck didn’t qualify for a warranty and also the fact that the other truck of the same year could have the same problem. Trade-in options were discussed. The budget shortfall was mentioned. The Staff will get some bids and bring it back to the council, trying to keep it reasonable, maybe around fifty thousand ($50,000) . 5. OLD BUSINESS 5.2 Update from Mayor Don Carroll on Wasatch Energy Recovery Contract Mayor Don Carroll stated that the board has just signed a contract with Hill Air Force Base to deliver steam for the next 10 years. The previous contract expired 2 years ago and Hill Air Force Base has had 2 years of the old pricing. They agreed to the new terms and in those 10 years the facility will be able to be renovated and brought up to code with the EPA and be able to protect our garbage rates. Nathan Rich did a great job pushing this through since it was a single source contract and the government usually requires multiple bids it required more audits and financial information. Everyone should benefit from this deal. 5. UPCOMING CALENDAR OF EVENTS Community Work Day @ Nicholls Park Trail September 27, 2014 Council Member Julia Busche mentioned an Eagle project for Nicholls Park called and postponed to the 27th. City Manager Brandon Green will come back with dates for the recycle day. Council Member Julia Busche mentioned the tour of the facilities. The tour of the facilities is scheduled for the 1st week in September at 6:00. 4  August 19, 2014 Mayor Don Carroll asked about the Christmas Party and it is scheduled for December 2nd in the same place it was held 2 years ago. It will be at 5:30. 6. CONSENT CALENDAR 00:31.20 6.1. Check Register-July 2014 Questions were raised about: Buchanan Access Systems and it may have to do with the lightning and the pump house. City Manager Brandon Green will check for sure. Chanshare Farms: The Council expressed concerns over the sod dying because there is a broken water line so they had to turn off the water. It is being repaired. Goodson Signs: All of the signs for the 4th of July, Founder’s Day etc. Michael Thomas is the building inspector. Council Member Eileen Moss mentioned the fees for City Engineer Brandon Jones and how it would not take long to see the amount the city council just spent on the software. Council Member Craig Hill made a motion to pay the bills. Council Member Diane Anderson seconded it. Council Member Eileen Moss made a request to have all agenda items posted 24 hrs in advance. The motion passed with all ayes. 7. DEPARTMENT AND CITY OFFICIAL REPORTS: 00:35:33 a. City Engineer’s Report No report was given. b. City Planner’s Report Mayor Don Carroll asked the City Planner if he had much coming through about future subdivision reviews. The City Planner, Jeff Oyler, mentioned the Orchard Country Lanes with 11 lots and the Green development with about 20 lots. The Council and the Mayor discussed the likelihood of any future developments and the risk of landslides. The City Planner stated the City has identified the bench east of Mountain Road as an area that would require further study and testing. Council Members also mentioned using common sense and listening to the people in the community. Mayor Don Carroll mentioned homes that are encroaching on the bench of the hollow and the City Planner mentioned that the city’s hands are tied after a certain point. 5  August 19, 2014 c. City Manager’s Report City Manager Brandon Green and the Mayor and Council discussed if there was a policy in place about the use of city vehicles by city employees. There is such a policy in place. The policy states city employees responsible for responding to city needs may take the vehicles home. Four employees are able to take the city vehicles home, the three public works employees and the city manager. Mayor Carroll concluded that there is a policy in place and he tasked City Manager Brandon Green with making sure it is being followed and not abused. The City Manager is not aware of any abuse. City Manager Brandon Green will review the policy in staff meeting this week. City Manager Brandon Green will schedule the yearly training on ethics and liability for the end of September. The Council was reminded that City Manager Brandon Green needs to know who will be attending the Utah League of City and Towns Annual Convention. There are usually some good workshops. d. City Council Member’s Reports Council Member Scot Poole mentioned potholes and the mound of dirt by the volleyball courts. Dan Green said he will talk to Darren. Council Member Eileen Moss mentioned she sent an email out about the Emergency Preparedness Fair. They are getting ready to update emergency plan. Bob Fowler is a great advocate for this program. Questions were asked about the training back in Maryland. The training is a mock town with a mock emergency scenario. Council Member Diana Anderson asked for council to put the word out about youth ages 14-17 applying for youth city council. She has one application. Council Member Julia Busche agreed to put it in the Ridgerunner and on the web page. Council Member Julia Busche mentioned there are 4 more Eagle Projects lined up in the next few weeks for Nicholls Park. e. Mayor’s report Mayor Carroll voiced the need for the minutes and agendas be posted on the website. Also the Ridgerunner page needs to be updated. Council Member Scot Poole had a question about the commissioner’s agreement. Brandon Jones was going to get an exact dollar amount but it was around 7,000 that we were going to request from the county to help us finish up the project of the curb, gutter and sidewalk. 6  August 19, 2014 Mayor Carroll stated that this evening’s event proved to be a good conversation with the county commissioners. The need for a cemetery was mentioned with land being very limited and the idea of either land or financial help was broached. The use of the driving range was broached but they didn’t seem very open to that opportunity. The City of Fruit Heights owns the well and we allow them to use some of the water in the dead season. Further negotiation is needed. The well was never part of the agreement but now the county wants to retain ownership. We did not get anywhere with the negotiations. The commissioners seemed to be more willing to listen. The golf course fence was brought up and it seemed the commissioners were not aware of that commitment. It was decided that it would be a good idea to draft notes and send them to the county to be entered into one of their council meetings. City Manager Brandon Green was tasked to draft that and bring to the council for review. 8. ELECTRONIC MEETING An electronic meeting was not held. 9. CLOSED MEETING A closed meeting was not held. 10. ADJOURNMENT: Council Member Eileen Moss made a motion to adjourn, seconded by Council Member Julia Busche. The meeting adjourned at 8:42 pm. I HEREBY CERTIFY that the foregoing is a true, accurate and complete record of the Fruit Heights City Council meeting held June 19, 2014. Not approved until signed Kelli Rollins Date approved by City Council: 7