City Council Meetings

CITY OF GREEN RIVER CITY COUNCIL PROCEEDINGS May 20, 2014 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, Adam Coppolo, 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, Director of Finance Jeff Nieters, Director of Community Development Laura Leigh, Chief of Police Chris Steffen, Fire Chief/Emergency Services Mike Kennedy, Parks and Recreation Director Allan Wilson, and City Attorney Galen West. APPROVAL OF THE AGENDA Mr. Black noted Consent Agenda Item D: Renewal of wireless system maintenance agreement with Sparky Industries in the amount of $30,000 with quarterly payments of $7,500 and also item IV: Presentations: (A) Introduction & Welcome – JPWB General Manager Fred Ostler needed to be withdrawn from the agenda. Council Member McCullough moved to approve the agenda as amended. Council Member Killpack seconded. Motion carried. (7-0) PRESENTATIONS FYE 2015 Budget Discussion on Wastewater and Water Funds Mr. Palmer said they were asking for a full-time Utility Technician I to help with the current work load. Roughly 4000 man hours of work is being put on hold because they are shorthanded. There are quite a few training requirements for the utility technicians so they would like to fill this position as soon as possible. Mr. Westenskow said the Wastewater Treatment Plant Master Plan is well underway. They are doing the evaluation of the current facility that will help them identify improvements that will need to be done to meet requirements. The current permit expires in 2016. They are expecting to have updates mid-year with the results of the study. The SRF Loan Application and the Mineral Royalties Grant application have been submitted for the 2014 Lift Stations Replacement Projects. The Mineral Royalties grant is reviewed by the State Land and Investment Board (SLIB) in June and the SRF loan is in August. They are asking for a rate increase to help pay for the loan. If everything goes well with funding they are looking at starting construction in 2015. The FMC station is a relatively new station and is unique in our system. Typically lift stations will have two pumps in them so they can alternate. They are asking for a standby pump for this station because there are more homes coming into the area. The Northside lift station was built in 1975 and they would like to start with the plan and design for this facility. This is a bottleneck and there is “no work around” if something was to happen to this station. They would like to stay ahead of it and it will take some time for everything to come together on the design and construction. Mr. Palmer said the Evers Field Lift Station has not degraded as bad so it will only require a wet well rehab. They will go in and put a coating on the concrete and fix some of the water infiltration issues. Another project is the upgrade to the plant lab equipment for $7,000. This is for different items that are used in the lab for phosphorous applications. They have to be in compliance with the EPA so that is why they are asking for new equipment. They ship out three tests, but the rest are done in house. City Council Proceedings May 20, 2014 Page 1 of 7 Mr. Westenskow said the loan and grant require the rates must be sustainable for operations, maintenance, and capital needs. Rate increases are often a condition of receiving loans. They are asking for a 5% rate increase in wastewater to be effective July 1, 2014. The increase accounts for expected operations and maintenance needs for FY 2015, includes the debt services necessary for the 2014 Lift Station Replacement loan, and addresses the downward trend in fund balance for the short term. Mr. Palmer said they are looking at implementing an automated water meter reading system over a five year period. There are 4,300 meters total, staff would replace 860 meters per year for $250,000 and a total project cost of $1.25 million. Mr. Black said there is no rate increase in the water system. The projects that are proposed in water can be paid for out of the fund. The wastewater rate increase will help build more savings over time opposed to doing one large increase at one time. Council Member McCullough commended them for their work, and he asked how much the 5% rate increase was going to be per month. Mr. Westenskow said it is roughly $.79 a month for residential. Council Member McCullough suggested they put off hiring a full-time person since the revenues are down. He does not have a problem with the rate increase. Mr. Palmer said the position would come out of the Enterprise Fund so it will not affect the General Fund. Council Member Killpack asked if they could hold off on doing any of the planned projects since the revenues are down. Mr. Westenskow said they need to do something with the lift stations so there won’t be increased costs later. Mr. Black said the higher costs of some of the lift stations are because there wasn’t preventive maintenance done before. By starting the design work, it will hopefully help keep the costs down later. Council Member Killpack asked what the fund balances were. Mr. Palmer said the fund balance in Wastewater is $2.15 million and Water is $4 million. Mr. Black said the rate increase is primarily for the Wastewater Treatment Plant. Council Member Killpack asked why they are asking for an increase if there is a large amount in funds already. Mr. Westenskow said the Water Fund has not had an increase in a few years because it is tied to increases that the water board passes to the city. If the water board doesn’t increase their rates the city doesn’t increase the rates for water either. Council Member Killpack asked how much the new Wastewater Treatment Plant would cost. Mr. Westenskow said they are estimating around $25 million. The lift station project total is $550,000. They applied for a mineral royalties grant which pays 50%. The DEQ evaluation ranked the city #2 for the grant so they are feeling good that they might be successful. The loan they applied for has a possibility of 25% principle balance forgiveness and 2.5% interest rate. Essentially, the city will pay 40% of the project instead of 100%, and they are going to look at the same types of options for the wastewater treatment plant. The Mayor asked if one person would be enough to cover the 4000 hours. Mr. Palmer said they need two more people but they are only asking for one right now. Some work will still have to be put on hold. City Council Proceedings May 20, 2014 Page 2 of 7 The Mayor said it does not make sense not to hire someone, so he does not have any problem with their request. Council Member Coppolo asked if the 5% rate increase will be enough. Mr. Westenskow said until they get a better idea on what the funding packages and funding costs will be they can only estimate. Mr. Black said rates are increasing by 2% across the state, so staff has asked for double that amount to add towards the balance. Mr. Westenskow said their goal is not to have a single large increase but to increase in small amounts over several years. Council Member Killpack said he was told the plant was equipped to handle a population of 20,000 so why does the city need to have a new facility. Mr. Palmer said the EPA tightened the regulations and the current plant cannot meet those requirements. A mechanical plant is needed to remove the chemicals out of the wastewater. Council Member McCullough said he will support their requests. Council Member Peterson said he agrees with them hiring another full-time person. Council Member Maes said she supports their requests and appreciates their hard work. Council Member Stokes agreed. Mr. Black clarified the consensus approval on all the items and the 5% rate increase for wastewater with no increase to water rates. BOARD AND COMMITTEE APPOINTMENTS Reappointment to the Sweetwater County 2013 Specific Purpose Tax Joint Powers Board Council Member Peterson confirmed the Mayor’s appointment of Councilman Brett Stokes to the Sweetwater County 2013 Specific Purpose Tax Joint Powers Board for a three-year term. Council Member Coppolo seconded. Motion carried. (7-0) CITIZEN REQUESTS AND OTHER COMMUNICATIONS Mr. Wilson said the Joint Powers Travel and Tourism Board recently awarded Katie Duncombe the Cheerleader award. The Hampton Inn in Green River was rated #5 for hospitality. The Mayor thanked Ms. Duncombe and the manager of the Hampton Inn for everything they do. RESOLUTIONS Budget Modification to Purchase Water from the Joint Powers Water Board R14-24: A resolution for the governing body of the City of Green River, Wyoming, to approve an increase in the water fund for the purchase of water from the Joint Powers Water Board in the amount of $195,000. Council Member Maes moved to approve the resolution for a $195,000 budget modification to purchase water from the Joint Powers Water Board. Council Member Stokes seconded. Council Member McCullough asked what this was for. Mr. Palmer said the city sold more water than anticipated so this will move funds to purchase additional water. City Council Proceedings May 20, 2014 Page 3 of 7 Motion carried. (7-0) Acceptance of Additional BLM Grant Funds R14-25: A resolution of the governing body of the City of Green River, Wyoming, to accept the amended agreement from the Bureau of Land Management for the Russian Olive/Tamarisk Control Project in the amount of $15,000 and to approve an increase in the Capital Projects Fund in the amount of $15,000. Council Member Coppolo moved to approve the resolution to accept the amended agreement from the Bureau of Land Management for the Russian Olive/Tamarisk Control Project in the amount of $15,000 and to approve an increase in the Capital Projects Fund in the amount of $15,000. Council Member Maes seconded. Motion carried. (7-0) COUNCIL ACTION ITEMS UP Depot Renovation Council Member Coppolo moved to accept the proposal from Plan One Architects to provide architectural and engineering services for the design and renovation of the Destination Green River Station – Historic Depot & Community Cultural Center and to authorize the City Administrator and City Attorney to enter into negotiations on the fee, scope of services and contract; which will be brought before the governing body for approval. Council Member McCullough seconded. Mr. Black said this is a first step toward moving forward with the identification of the design and engineering to secure the exterior of the building and the interior renovations with limited funding. This does not commit funds at this time, but allows the city to move forward with negotiations and to bring them back for final approval. Council Member Killpack asked where the money would come from when the design is finished. Mr. Wilson said it will come out of the capital line item for the project. The city will get one dollar back for every three dollars that are spent. There is approximately $494,000 in the line item. Council Member Killpack asked if the city could delay this for six months. Mr. Wilson said he thinks it is better to move forward with the negotiations. Mr. Black said it will be later in the summer before they can start the design work. Council Member Peterson asked if the project was bid out. Mr. Wilson said they sent out RFP’s and received three. The committee interviewed two firms and this is the one the committee chose. Motion carried (6-1) with Council Member Killpack voting no. American Red Cross/Green River Recreation Center Licensed Training Provider Agreement Council Member Stokes moved to approve the 2014-2015 American Red Cross/Green River Recreation Center Licensed Training Provider Agreement. Council Member Maes seconded. Motion carried. (7-0) Bid Award for the Police Department/Municipal Court Building Furniture Council Member McCullough moved to approve and accept the bid for new office furniture for the Police Department/Municipal Court building from the Office Shop, out of Rawlins, Wyoming, in the amount of $73,671.01. Council Member Stokes seconded. City Council Proceedings May 20, 2014 Page 4 of 7 Chief Steffen said the first bids were rejected because they came in higher than what was set aside for furniture. Staff reduced the amount of furniture, changed models and then re-bid. They received two bids; one from Staples and one from the Office Shop. Staff noticed that Staples had miscalculated some pricing so they contacted them to see if they would honor the bid or if they needed to adjust the pricing. Staples asked to adjust the pricing so they were not the lowest bid. The Office Shop provided a primary bid along with an alternate bid due to model number discrepancies. He is asking council to approve the alternate bid package because the tables in the basement can be stacked for better storage. Motion carried. (7-0) Bid Award for Municipal Property The Mayor noted Council Member Killpack excused himself from voting on this motion. Council Member Stokes moved to award the bid for the sale of municipal property, College Park Business Center, Lot 8, to Rock River Group, LLC, in the amount of $53,000, subject to the approval of a Purchase and Development Agreement. Council Member Coppolo seconded. Ms. Leigh said three properties went out for bid and they received one bid for Lot 8. The $53,000 is the appraised value for the lot. If this is approved she will prepare a purchase and development agreement for review by the city attorney which will come before council for approval. The Mayor asked what the size of the lot was. Ms. Leigh said 1.57 acres. After the bid closed, she received interest from another local medical provider to have the city put them out for bid again. Motion carried. (7-0) Amendment to the Joint Powers Sweetwater County Community Juvenile Services Board Agreement Council Member Peterson moved to approve Amendment #1 to the Joint Powers Sweetwater County Community Juvenile Service Board Agreement to extend the agreement for additional four-years. Council Member Coppolo seconded. Motion carried. (7-0) 2014 Community Showcase Video Program Agreement with CGI Communications, Inc. Council Member Maes moved to approve the 2014 Community Video Showcase Agreement with CGI Communications, Inc., and to authorize the Mayor to sign the same, the governing body hereby finding that the commitment of CGI Communications to provide the services specified for the term of years specified has been determined to constitute a significant benefit and advantage to the city and the public, in that such services are not readily or economically available to the city in the absence of an extended term contract. Council Member Killpack seconded. Motion carried. (7-0) CONSENT AGENDA Council Member Coppolo moved to approve the following consent agenda items. Council Member Maes seconded. Motion carried. (7-0)  Horse corral lease agreement with Terrell K. Johnson for corrals #140 & #141  Waiver of landfill fees for the Community Clean Up  Authorization for the Mayor’s signature to close out the $13,950 Wyoming Business Council Community Development Block Grant for the Union Pacific Depot Feasibility Study  Financial Reports and Payment of Bills: Prepaid Invoices = $178,265.19 Outstanding Invoices = $981,440.11 City Council Proceedings May 20, 2014 Page 5 of 7  Payroll Expenditures = $640,505.19 Pre-authorization Payments = $1,074,000.00 Cash & Investment Balances Report  Minutes for: May 6, 2014 Council CITY ADMINISTRATOR’S REPORT Mr. Black said he will be out of the office next week. This Thursday, May 22, 2014, at 6:30 pm, they will discuss the Solid Waste Department budget components. CITY ATTORNEY’S REPORT Mr. West had nothing to report. MAYOR AND COUNCIL REPORTS Council Member Peterson had nothing to report. Council Member McCullough asked if the council can have a workshop to discuss the issues concerning cemetery flowers. Council Member Coppolo agreed to have a workshop. Council Member Maes reminded everyone the Overland Stage Stampede Rodeo will take place on June, 6 & 7, 2014. She asked if the council if they would consider naming the arena the Overland Stage Stampede Arena. The Mayor asked if there is a procedure that has to be followed in order to name a facility. Mr. Wilson said he will have to bring it before the Parks Advisory Board, and if it is approved then it is brought back to council for their approval. Council Member Killpack said they need to have a workshop on the deer issues in the city. He thanked the Church of Jesus Christ of Latter Day Saints for their assistance in cleaning up the cemetery. He asked the city to send them a thank you card. Mr. Black said the deer issues are on the agenda for the June 10, 2014 workshop. Council Member Stokes asked council to reconsider the 2% raise for employees. If the city gives the employees a stipend it will cost the city $261,000 in July, and a 2% increase will be spread out over the year. Our employees are the greatest asset the city has and he would like everyone to think about it again before the budget is finalized. The Mayor had nothing to report. COUNCIL ACTION ITEMS The Mayor said there was a mix up with Council Action Item D: Consideration to Accept the Proposal from Wireless Advanced Communication for the up fitting of two police patrol vehicles. Mr. Black said there were two Item D’s, one on the Consent Agenda and one under the Council Action Items, dealing with IT items, and this one was skipped by accident. Wireless Advance Proposal for Up Fitting of Two Police Patrol Vehicles Council Member Stokes moved to accept a proposal, from Wireless Advanced Communications for the up fitting/installation of new equipment in two police patrol vehicles, in the amount of $44,838. Council Member Killpack seconded. Motion carried. (7-0) ADJOURNMENT City Council Proceedings May 20, 2014 Page 6 of 7 Council Member Coppolo moved to adjourn at 8:03 pm. Council Member Killpack seconded. Motion carried. (7-0) ______________________________ H. Castillon, Mayor ATTEST: _____________________________ Jeffrey V. Nieters, City Clerk City Council Proceedings May 20, 2014 Page 7 of 7