City Council Meetings

CITY OF GREEN RIVER CITY COUNCIL PROCEEDINGS December 3, 2013 The Governing Body of the City of Green River met in regular session at 7 pm in the City Hall Council Chambers. Mayor Castillon called the meeting to order. The following Council Members were present: Gary Killpack, Mark Peterson, Tom McCullough, Brett Stokes, and Lisa Maes. The following were present representing the City: City Administrator Marty Black, Director of Public Works Mike Nelson, City Engineer/Utility Manager Mark Westenskow, Utility Superintendant Jason Palmer, Engineer Holden Wright, Sanitation Supervisor Linda Roosa, Director of Finance Jeff Nieters, Chief of Police Chris Steffen, Parks and Recreation Director Allan Wilson, Parks, Facilities, and Project Manager Erek Roosa, and City Attorney Galen West. APPROVAL OF THE AGENDA Council Member McCullough moved to approve the agenda. Council Member Killpack seconded. Motion carried. (6-0) PRESENTATIONS Rebecca Briesmaster gave a brief update on the Green River Chamber of Commerce. Andria GrandPre gave a brief update on the Green River Arts Council. Mr. Nieters reported on the first quarter financials and the five year budget plan. He reported that the sales tax revenue is down. The actual expenditures are running around 25%. Some accounts are over the 25% and that is due to seasonal work and the encumbered monies for contract renewals.  Administration 29.9%  Finance 22.2%  Police 23.9%  Fire 13.7%  Community Development 24.2%  Public Works 21.4%  Parks and Recreation 25.8% He said the solid waste, wastewater, and water accounts are doing well. The expenditures in the water account are high due to seasonal usage. Council Member McCullough said he is being told that the Solid Waste Division is not making money but the report is showing that they are. Mr. Nieters said right now they are but they are only 25% of the way through the budget. The trends will start to appear mid-year. Mr. Black said there are some significant capital dollars in the solid waste fund and we don’t have all of the funds set aside for the capital needs which could cause a deficit. Council Member Killpack clarified that the enterprise funds have to support themselves. He asked if one of the enterprise funds is doing well, could some of the enterprise money be moved into the general fund. Mr. Nieters said the water fund and the wastewater fund have to support themselves but the solid waste fund does not. You cannot take monies from the water or wastewater funds but you can the solid waste fund. He said the money for capital projects come out of the general fund initially, but the monies are put back into the general fund from the enterprise fund that is part of a project. What they are going to do now is transfer the monies that are budgeted into the capital projects fund right away. City Council Proceedings December 3, 2013 Page 1 of 6 This will help them watch the cash flows better. Five Year Plan Summary General Fund: The revenue has a small increase over the five years Expenditures: The wages and benefits includes a 1.5% increase over 5 years, operation and maintenance includes a .5% increase over 5 years, asset acquisitions includes a 1.5% increase over 5 years, the new police department O&M costs are included, and no depot O&M costs are included The operations ratio is between 77:23 and 76:24 over five years. The general fund capital expenditure requests are between $5.2 and $4.1 million per year. Insurance costs include a 1.5% increase over five years. The net loss over the five year period range from $2.4 to $8.5 million. The Capital Projects are making things difficult because, on average, the city is spending $4.8 to $11.2 million on projects. Council Member Killpack clarified that the city would be $25 million in the negative in 2019 if the city continues as shown on the report. Mr. Nieters said the city cannot go forward with a deficit spending budget; it is against state statues. Mr. Black said, from an operating perspective, providing existing service levels alone the budget would be fine, but when the one time capital projects are added in to the budget, it begins to make it harder to keep the existing service levels. Capital Projects: The community programs increased by 1% and the city programs increased by 1% over 5 years. The SIP & CIP 5th and 6th penny projects, Information Technology, Fire, Parks & Recreation, URA/Main Street, and Equipment & Vehicles, Etc. are budgeted annually. Total project costs - $5.8 to $11.8 million. Solid Waste: He planned for a 30% rate increase in 2015. Council Member McCullough asked how much is the state setting aside for funding solid waste projects. Mr. Nieters said $1.5 million. Mr. Black said the $1.5 million is across the state and the city ranked low. Without the state funding being ready, the city cannot plan on having the funds when they need them. The Wastewater Fund is doing fairly well but he recommended an increase of 1% in 2015, 2017, and 2019. Capital projects keep the fund from making money. The North Side Project will strain the fund. The Water Fund is doing well and they do not plan to do any loans or grants because the projects are small. The Risk Management Fund will grow by a small dollar amount every year, but they city needs to look into how they want this fund to work. Council Member Maes said if the solid waste rates were increased by 30% it would be around $6.00 per month and that is not a gigantic amount. She asked how long it has been since the city had an increase in the rates. City Council Proceedings December 3, 2013 Page 2 of 6 Mr. Nieters said the city needs to be consistent in the rate increases every year so the maintenance can be done. The city has not had many rate increases over the years, and when they do, the revenue tends to hit a plateau so they do not make any real headway. Council Member McCullough asked Mr. Nieters to compare the charges that other communities charge for services and bring the results to the workshop. Council Member Killpack asked if he would include the services they are getting along with the costs. Mr. Nieters said it would be difficult because other communities have different services, so you cannot compare apples to apples. Chief Steffen introduced Officer Anglesey and his K-9 Melanie. Melanie is the new K-9 in the Police Department. She is three years old and came from Ireland. Chief said they went operational with their WyoLink low level site. Testing took place today and it seems to be working wonderfully. They welcomed a new officer on Monday, December 2, 2013, her name is Shantell Erickson. Mr. Westenskow introduced the new engineer, Holden Wright. Council Member McCullough said there are a lot of people here in support of solid waste. They have concerns of employees losing their jobs and would like to move forward with the permitting for the transfer station. The Mayor said this is in the infancy stage and will take some time. The final decision will be made after all information and studies are complete. There are a lot of citizens and staff that have expressed their concerns. There will be a presentation on the possible changes for the Solid Waste Division at the Senior Citizen Center, on Thursday, December 5, 2013, at 10:30 am. Council Member Maes said she is in favor of a transfer station and keeping the services the way they are. Going with a private company will not provide the same services. Council Member Stokes, Killpack, McCullough, Peterson, and the Mayor agreed. During the discussion on the direction of the Solid Waste Division, council unanimously agreed to stop looking at privatizing solid waste services. ORDINANCES Granting a Franchise to CenturyLink 13:04: An ordinance granting a franchise to Qwest Corporation d/b/a CenturyLink QC on behalf of itself and its operating affiliates (‘‘CenturyLink’’) to operate and maintain a telecommunications system (“The System”) in the City of Green River, Wyoming (“The City”). Council Member McCullough moved to approve, on third reading, the Ordinance granting a Franchise to Qwest Corporation doing business as CenturyLink QC on behalf of itself and its operating affiliates (CenturyLink) to operate and maintain a telecommunications system in the City of Green River, Wyoming. Council Member Peterson seconded. Motion carried. (6-0) RESOLUTIONS Burial Guidelines in the Veterans Section of Riverview Cemetery R13-56: A resolution of the governing body of the City of Green River, Wyoming adopting the burial guidelines as recommended by the Veterans of Foreign Wars, Post #2321, Green River, Wyoming, for Section “J” – Veterans’ Section of the Riverview Cemetery. City Council Proceedings December 3, 2013 Page 3 of 6 Council Member Maes moved to approve the resolution to adopt the burial guidelines in the Veterans Section of Riverview Cemetery as recommended by the Veterans’ of Foreign Wars, Post #2321. Council Member Stokes seconded. Mr. Wilson said federal and state laws have changed, and the guidelines have to be formally adopted by resolution. The Veterans’ Section is opened to all armed forces, with active duty and with honorable discharge. They can allow two remains in one veteran plot, and there are no costs to the veterans. The requirements are one remains has to be a traditional burial and one cremated remains or both cremated remains. The veteran has to be buried first before a spouse can be buried on the plot. Motion carried. (6-0) Contract with Wyoming Business Council for Technical Assistance for the Clock Tower Renovation Project R13-57: A resolution of the governing body of the City of Green River, Wyoming, to approve a Wyoming Main Street Program grant for the Clock Tower Project in the amount of $11,500 and to approve an increase in the Capital Projects Fund for the Clock Tower Project. Council Member Peterson moved to approve the resolution authorizing the Mayor to sign a contract with the Wyoming Business Council on behalf of the Green River URA/Main Street Board to receive technical assistance funding in the amount of $11,500, and to approve an increase in the Capital Improvements Fund for the Clock Tower Renovation Project. Council Member McCullough seconded. Motion carried. (6-0) Child Development Center Yearly Maintenance Fee R13-58: A resolution of the governing body of the City of Green River, Wyoming, to approve an increase in the Capital Projects Fund for the yearly maintenance fee of the Child Development Center in Green River, Wyoming in the amount of $19,319. Council Member Stokes moved to approve the resolution for an increase in the Capital Projects Fund for the Child Development Center yearly maintenance fee in the amount of $19,319. Council Member Killpack seconded. Motion carried. (6-0) Council Member Peterson asked why the utility bills were a month behind of being paid. Mr. Black said with most public entities the utility bills lag for 30 to 45 days on payment since they have to be approved by the governing body or board of directors before they can be paid. COUNCIL ACTION ITEMS Smart Growth America’s Free Technical Assistance Workshop Council Member Killpack moved to authorize staff to prepare and submit an application for Smart Growth America’s free technical assistance workshop, authorize the Mayor to sign a letter of commitment in support of the application, and if granted, authorize the Mayor to enter into a service agreement with Smart Growth America. Council Member Stokes seconded. Mr. Black said this is assistance for the Community Development Department to look at some of the land development and zoning regulations as an attempt to augment staff and receive technical assistance at no charge to the city. He thanked Ms. Leigh and her staff for going after the funds and bringing them to the city. Motion carried. (6-0) Submit an Application to Department of Environmental Quality for a Transfer Station Permit City Council Proceedings December 3, 2013 Page 4 of 6 Council Member Stokes moved to authorize the Public Works Department to submit an application for a transfer station/site permit with the Wyoming Department of Environmental Quality. Council Member Killpack seconded. Motion carried. (6-0) Land Lease Agreement with Mauna Towers, LLC for a Radio Transmitter on Mansface Council Member Maes moved to approve the land lease agreement, for a radio transmitter site on Mansface, with Mauna Towers, LLC, for a term of five years in the amount of $16,800 annually, and four, five year automatic extensions with annual rental to be increased by 15% over the annual rental during the immediately preceding five year term. Council Member Peterson seconded. Motion carried. (6-0) Agreement with Honnen Equipment Co. for the Dozer Rental at the Landfill Council Member Peterson moved to approve an agreement with Honnen Equipment Co. for the rental of a dozer for use at the landfill. Council Member McCullough seconded. Council Member McCullough asked how often they use the dozer. Ms. Roosa said the dozer is not a piece of equipment that is used on a daily basis. It is used strictly for pushing dirt so the loader can move it and for some final contouring on top of the cells. It will more than likely only be needed twice a year. Motion carried. (6-0) CONSENT AGENDA Council Member McCullough moved to approve the following consent agenda items. Council Member Peterson seconded. Motion carried. (6-0)  Horse corral lease with Josh Maez for corral #21  Minutes for: November 14, 2013 Special Council and November 19, 2013 Council  Financial Reports and Payment of Bills: Prepaid Invoices = $102,977.41 Outstanding Invoices = $127,460.66 Payroll Expenditures = $678,280.67 Pre-authorization Payments = $1,200,000.00 Cash & Investment Balances Report CITY ADMINISTRATOR’S REPORT Mr. Black thanked Mr. Nieters for his budget presentation. There is a tentative budget workshop schedule out with two additional workshops included. The January 7, 2014 council meeting agenda will include the wastewater component for some needed lift station work. Staff is looking at a combination loan and grant to help fund the work. There will be two other grant applications to the Environmental Protection Agency for the depot cleanup, and the planning grant for the URA/Main Street Board. CITY ATTORNEY’S REPORT Mr. West had nothing to report. MAYOR AND COUNCIL REPORTS Council Member Stokes thanked the other council members for not moving forward with the outsourcing of solid waste services. Council Member Killpack agreed. He said he wants to make it clear why he did not agree with the city administrator’s contract. The first reason is the council did not have enough time to look at all of the components of the contract. This is not an attack on someone personally, he would not vote for it no matter who is City Council Proceedings December 3, 2013 Page 5 of 6 in the seat. Another reason is the contract allows the city administrator to terminate employment within 120 days if up to three new council members are elected in any one election, with the city paying the city administrator $35,000 plus a month for the four months he worked. The third is, if the charter ordinance changed and the responsibilities change, the city administrator can leave employment and be paid $35,000 plus a month for four months. He asked council if someone that voted for the contract would bring it back to the table so it could be looked at to see if it is a good contract. He does not believe that it is a good contract when you pay someone for quitting. Council Member Maes had nothing to report. Council Member McCullough said the contract would have never been brought up if the whole thing was handled in a different way. He disagrees with the way it was handled and he wants to make it clear that the council must have felt it was wrong and that is why they voted for the contract when it came up. He thinks in the future if there is a disagreement it should be handled in the office instead of how it was. This should not come up for discussion any longer. He thanked Kristine Lessard for decorating all of the Christmas trees in City Hall, they look great. He thanked the Radio Network for putting the Christmas tree up on Mansface. Council Member Peterson said in big business there are parachute clauses in contracts. The professional people hired expect them to be in their contracts. Mr. Black is highly qualified to do the job. He is very professional and you could not ask for a better person to run the city. He said the council is trying their best to manage the city. He thanked the city staff that helped the people of HyroFab with their new building. The Mayor said the contract is a multi-year contract and can be terminated by either party, at any time. This issue should be left alone. There are bigger things that need to be addressed. He thanked Kristine Lessard for the Christmas trees in City Hall and the parks staff for the Christmas lights in town. The council president will be handling the tree lighting ceremony on Saturday, December 7, 2013 since he will be in Casper. ADJOURNMENT Council Member McCullough moved to adjourn at 8:35 pm. Council Member Stokes seconded. Motion carried. (6-0) ______________________________ H. Castillon, Mayor ATTEST: _____________________________ Jeffrey V. Nieters, City Clerk City Council Proceedings December 3, 2013 Page 6 of 6