City Council Agendas & Minutes

Minutes City Council Meeting Fruit Heights City 910 South Mountain Road April 7, 2020 1. WELCOME: Because of COVID-19, the Fruit Heights City Council Meeting was held via a Zoom Meeting. A link to participate in the meeting was made available to the City Council, City Staff, and residents of Fruit Heights City. Mayor John Pohlman called the meeting to order at 7:02 pm 2. PLEDGE & OPENING CEREMONY: The Pledge of Allegiance was recited by City Manager Brandon Green and the meeting was opened with Mayor John Pohlman offering a word of prayer. COUNCIL MEMBERS PRESENT: Mayor John Pohlman and Council Members Diane Anderson, Gary Anderson, Julia Busche, Jeanne Groberg, and Eileen Moss were all present. CITY STAFF PRESENT: City Manager Brandon Green, City Planner Jeff Oyler, City Engineer Brandon Jones, Zac Burk, and City Public Works Superintendent Darren Frandsen were present. VISITORS: Youth City Council Mayor, Eva Weeks, Youth City Council Member Colby Cox, YCC Advisor Paula Stephenson, Gary Fox DECLARATION OF CONFLICT(S) OF INTEREST: None 3. PUBLIC COMMENTS: No Public Comments were heard. 4. REVIEW AND APPROVAL OF MINUTES FROM PREVIOUS MEETING: Minutes from the following meetings were reviewed and approved. Council Member Diane Anderson made a motion to approve the minutes for February 18, 2020. The motion was seconded by Council Member Julia Busche and was approved unanimously. Council Member Jeanne Groberg made a motion to approve the minutes for March 10, 2020 with corrections from Councilmembers Busche and Groberg. The motion was seconded by Council Member Gary Anderson and was approved unanimously. SPECIAL PRESENTAION(S) 5. CITY BUSINESS: 5.1 Youth City Council Report: (Eva Weeks & Colby Cox) 1  April 7, 2020 YCC Colby Cox reported that the YCC would be placing motivational yard signs, and artwork throughout the City to help boost our residents during the COVID-19 crisis. The YCC also reported that they had received their shirts that they designed and had printed. Mayor and City Council expressed their appreciation to the YCC for their efforts and agreed to help the YCC in their efforts to help brighten and provide positive messages in their yards over the next several weeks. 5.2 Review/Discuss/Approve/Deny Letter of Concurrence and Match Agreement with Wasatch Front Regional Council. (Brandon Green) City Manager Green reported to the City Council that the City applied for a Grant through Wasatch Front Regional Council. Recently the City was informed that it had been awarded a grant of $72,000.00 to help rewrite the City’s General Plan and Transportation Plan. The City’s match for the Grant is an $8,000.00 cash match. After a brief discussion about the General Plan rewrite and what City Staff will be involved in the process, Council Member Diane Anderson made a motion that the City Council approve the Transportation and Land use Connection Agreement. City Council Member Eileen Moss seconded the motion. Motion passed unanimously. 5.3 Review/Discuss/Approve/Deny Water Tank Maintenance Bids (Brandon Green) Zac Burk, an Engineer from Jones and Associates addressed the City Council on the Water Tank Maintenance Bids for the Water Tank that is located. Mr. Burk prepared the bids and held the bid opening meeting on March 26, 2020 at 2:00 pm. This project received 5 bids, the bid tabulation sheet was provided to the City Council for their review and discussion. Prior to any discussion Mr. Burk reviewed with the City Council the process for obtaining the Engineers Estimate on the project and discussed with the Council the process that is required to recoat the inside and outside of the water tank. Mr. Burk also explained that each of the contractors are qualified to work and the City’s water tank and met all the requirements as outlined in the bid documents. The winning bid was The Gateway Company of Utah LLC with a bid of $287,500.00. Council Member Gary Anderson commented that his profession deals with water systems and proper maintenance of these systems and felt that the bids that the City received were well prepared and presented. Council Member Anderson also asked City Staff if the bid included clean-up and removal costs associated with the sandblasting and paint removal process. Because the paint is lead base, it is considered a hazardous material and often the contract does not include proper disposal of these materials and the City is left cleaning up and hauling away the materials. Mr. Burk indicated that cleanup and removal of the waste material is included in the city’s bid. 2  April 7, 2020 There was also a brief discussion regarding the culinary water tank and how it is taken out of service and the anticipated period that the tank will be out of service. City Staff anticipates that restoration/repainting of the tank will take approximately 3-4 months and that the upper tank will be used to provide water to the entire City. This project will require that the City monitor the upper take more closely to insurer that the tank does not run low. City Manager Green indicated that this project will be paid for out of the Water Enterprise Fund Account and that there is money available in the account to complete this project. Council Member Eileen Moss made a motion that the City Council approve the bid from the Gateway Company of Utah LLC for the tank maintenance project in the amount of $287,500.00. City Council Member Diane Anderson seconded the motion: motion passed unanimously. 5.4 Review/Discuss/Approve/Deny FY 20-21 Street Maintenance Project Bids (Brandon Green) City Manager Brandon Green presented the City Council with the 2020-2021 Street Maintenance Projects. This bid tabulation is only for chip seal projects and does not include any crack seal projects. There will be a separate bid for crack seal street maintenance projects that will be presented to the council at a future date. The chip seal projects will treat all the roads within the City that are new or that were recently reconstructed. (Nicholls Road, Country Way & Green Road, Harvey Road to Vista Drive) Public Works Superintendent Frandsen provided a brief explanation of the chip seal process to the Council so that understood what this project would look like and the purpose in doing chip seal projects. The real benefit of this project is to extend the life expectancy of the roads and cut down on the overall maintenance costs of the road over time. Additionally, the City will be using a newer material on two areas of the City to see how a newer product preforms on the roads. City Engineers Office felt that the bids were reasonable and made the recommendation to the City Council that they consider awarding the bid to Stake Parsons Co. for $112, 596.55 with would include the alternate pricing for the improved fog coating on two of the four road projects. Mayor Pohlman asked for a motion. Council Member Julia Busche made a motion that the City Council approve the bid to Staker Parsons Co for $112,596.55. City Council Member Diane Anderson seconded the motion; Motion passed unanimously. 5.5 Review/Discuss/Review/Deny Improvement Agreement and Grant Lien (Jeff Oyler) City Planner Jeff Oyler addressed the City Council regarding the Improvement Agreement and Grant of Lien on the Whispering Oaks First Amended Subdivision. Mr. Oyler reminded the Council that their directive at the February 7, 2020 meeting was to record an agreement against the property that would hold the property owner responsible for the costs associated with the installation of a sidewalk at such time that the City determines the sidewalk necessary. 3  April 7, 2020 After a short discussion regarding the lien on the subdivision, Council Member Jeanne Groberg made a motion that the City Council approve the Improvement Agreement and Grant of Lien on the Whispering Oaks First Amendment Subdivision. City Council Member Julia Busche seconded the motion. City Council Members Busche, Groberg, and Moss approved the agreement. Council Member Diane Anderson voted Nay, and City Council Member Gary Anderson did not approve or deny the motion. 5.6 Grant from Forest Service on Debris Flow Fencing (Brandon Green) City Manager Brandon Green discussed with the City Council a recent Grant that was awarded to the City through the U.S. Department of Agriculture. The amount of the grant is $74,778.00. The City is being asked to contribute $24,200.00 which can be a combination of in-kind donations through labor and equipment and a dollar amount. The City would be responsible for all the equipment and labor, but the grant would help reimburse the City. City Manager Green explained that the locations of these debris’ fences have been identified but there will be a series of meeting with the Forest Service to determine the exact location and size of the fences. The fences are designed to separate out the sediment and solids from a large storm event so that the water flows or fans out below the fencing to help minimize the potential for flooding down steam of the burn scar areas. It is anticipated that the money will be available to the City by July 1st and the City will have 2 years complete the project. City Manager Green indicated that the project would be completed by the fall/winter of 2020, well before the required completion date. Once the fencing is installed, the City would be responsible to maintain the fencing for a minimum of 5 years after which the fencing can be removed. All fencing will be installed on Private Property. City Manager Green indicated that he would contact all property owners affected by this fencing, but the fencing will be placed just below Forest Service Property and should not affect the property owner’s ability to farm or use their property. The City will be contracting with the City’s Geo-Tech Engineer Geo-Strata to help with engineering and design. In addition, City Staff have been working with the developer of the Raymond Property to ensure that their development includes debris flow mitigation measures as well as properly size detention basins for possible storms. After some discussion, Council Member Eileen Moss made a motion that the City Council approve the Grant Agreement with the U.S. Department of Agriculture for the purpose of installing Debris Flow Fencing in the amount of $74,778.00 with the City contributing $24,200.00. City Council Member Diane Anderson seconded the motion: Motion passed unanimously. 5.7 Discussion regarding Davis County Landfill Changes (Mayor John Pohlman) Mayor Pohlman reported to the City Council about the decision made by Wasatch Integrated Waste to close the landfill to all self-haul customers. This closure was done in accordance with Governor Herbert’s “Stay Safe, Stay Home” directive that was issued on March 27, 2020. The landfill will remain open to all commercial haulers. It is anticipated that the Landfill will remain closed through April 13, 2020. Neighboring Counties have also taken similar action in closing; however, the Bountiful City Landfill will remain open to Bountiful Residents only. 4  April 7, 2020 This decision has caused a lot of frustration within the County and people’s ability to not be able to access the landfill during this time. Mayor Pohlman that this agenda item was more for informational purposes and that it did not require a vote but asked the Council if they had any additional questions. No additional questions or discussion was held. 6. CONSENT CALINDAR. 7. CITY COUNCIL REPORTS: a. City Council Member Julia Busche reported on Preparations for the Utah Shakeout. Council Member Busche also reported on two new CCC Members that have medical backgrounds that will also be able to help the City during an emergency. have accepted the Citizen Corps Council and two new individuals that have accepted to help with the Medical b. Council Member Busche also reported on the use of the Mountain Bike Trail and how popular it has become. People are using it and loving it. There has been good stewardship with the trail. c. Council Member Groberg reported on the YCC and their efforts. d. Council Member Moss talked about safety on Eastoaks Drive and possibly painting some traffic lanes and possibly paint white fog lines. It is a concern to the neighborhood and indicated that a few of the cars were driving fast. City Staff agreed that some striping could be added to help traffic speeds. The City will include this in their spring road projects. No other reports were given by other City Council Members. 8. CITY STAFF REPORTS: a. Darren Frandsen reported to the Council on the completion of Sterling Drive. They will be paving the trench back within the next week. b. City Staff will be finishing the landscaping that needs to be completed over the next couple of weeks. They anticipate that it will be completed by the end of April. c. The HWY-89 project continues to progress, no real changes. d. City Planner Jeff Oyler reported that the NEPA Study was complete and the County can now has the ability to start trail construction projects on Forest Service Property. 9. COMMUNICATION ITEMS: 10. ELECTRONIC MEETING: Not held. 11. CLOSED MEETING: Not held. 5  April 7, 2020 12. ADJOURNMENT Council Member Julia Busche made a motion to adjourn the meeting. Council Member Jeanne Groberg seconded the motion. It was approved unanimously, and the meeting was adjourned at 9:17 pm. I HEREBY CERTIFY that the foregoing is a true, accurate, and complete record of the Fruit Heights City Council Meeting held April 7, 2020. Not approved until signed R. Brandon Green R. Brandon Green, City Manager Date approved by City Council: May 5, 2020 6