City Council

JUNE 25, 2015 The City Council of the City of Idaho Falls met in Regular Council Meeting, Thursday, June 25, 2015, in the Council Chambers in the City Annex Building located at 680 Park Avenue in Idaho Falls, Idaho at 7:30 p.m. There were present: Mayor Rebecca Casper Councilmember Michael Lehto Councilmember David M. Smith Councilmember Ed Marohn Councilmember Tom Hally Councilmember Sharon D. Parry Absent: Councilmember Barbara Ehardt Also present: Randy Fife, City Attorney Kathy Hampton, City Clerk All available Department Directors Mayor Casper invited Dave Hanneman, Idaho Falls Fire Chief, to come forward and lead those present in the Pledge of Allegiance. Mayor Casper invited any public comments not related to items on the agenda. Monika Shook, co-owner of Shook Construction Company, 3219 E. 81 N., Idaho Falls, appeared. Ms. Shook expressed her concern regarding the process of the new construction for the Idaho Falls Fire Station as being procured as a Construction Management project. She believes by using the Construction Management process, it is eliminating the opportunity of numerous qualified licensed and bonded general contractors from the surrounding area to submit a bid on this project. She requested the Council reconsider the procurement procedure for this fire station. Barry Hays, owner of Barry Hays Construction, 1390 Blue Ridge Drive, Idaho Falls, appeared to express his concern for the anticipated fire station. He believes the bid process of using General Contractors for the design and construction would result in competitive bids with local qualified contractors. He stated the work performed by local general contractors and sub-contractors is the best quality for the associated costs. Gary Fisher of D.L. Beck Incorporated, 2860 W. 5200 S., Rexburg, appeared to express his concern regarding the Construction Management process for the new fire station. He believes there is a duplication of services by using a Construction Manager which generally costs the owner more money. He stated the local general contractors have completed the licensing requirements through the State and City and have the expertise for a project of the size. Mayor Casper expressed her appreciation for all comments and stated a written response will be provided after discussion with the appropriate personnel. CONSENT AGENDA ITEMS: 1  JUNE 25, 2015 The City Clerk requested approval of Minutes from the May 28, 2015 Regular Council Meeting and the June 8, 2015 Council Work Session. The City Clerk requested authorization to issue licenses, including a Transfer of Beer Not To Be Consumed on Premise License to Hotel Developers DBA Hampton Inn, all carrying the required approvals. The City Clerk requested approval of the Monthly Expenditure Summary for the month of May, 2015. FUND TOTAL EXPENDITURE General Fund $1,000,799.88 Street Fund 73,954.38 Recreation Fund 28,636.77 Library Fund 40,651.68 Municipal Equipment Replacement Fund (MERF) 714,066.60 Electric Light Public Purpose Fund 4,235.35 Golf Fund 132,151.28 Self-Insurance Fund 42,950.84 Street Capital Improvement Fund 545,220.39 Parks Capital Improvement Fund 14,419.99 Airport Fund 162,337.72 Water and Sewer Fund 916,962.23 Sanitation Fund 6,538.16 Ambulance Fund 24,815.28 Electric Light Fund 3,437,870.04 Payroll Liability Fund 1,799,960.35 TOTAL 8,945,660.94 The City Clerk requested approval of Monthly Treasurer’s Report for the month of May, 2015. City of Idaho Falls May 2015 Dear Mayor and City Council Members: Attached please find the City of Idaho Falls, Idaho, Monthly Treasurer’s Report for the above referenced month, as required by Idaho Code Section 50-208. This report was filed in the City Clerk’s Office on or before the 10th day from the end of the month of the Report. OATH I, Kenneth McOmber, the City of Idaho Falls Treasurer, do hereby affirm that this City of Idaho Falls, Idaho, Monthly Treasurer’s Report is true and accurate to the best of my knowledge and that it shows the state of the City Treasury as of the date of this Report and the balance of money in the City Treasury, all as required by Idaho Code Section 50-208. s/ Kenneth McOmber June 8, 2015 Kenneth McOmber Date Signed ACKNOWLEDGEMENT 2  JUNE 25, 2015 STATE OF IDAHO ) ) ss. County of Bonneville ) On this 8th day of May, 2015, before me, the undersigned, a Notary Public for Idaho, personally appeared KENNETH MCOMBER known to me to be the Treasurer of the City of Idaho Falls, the municipal corporation that executed the foregoing document and acknowledged to that such City executed the same. s/ Kathy Hampton (SEAL) Notary Public for Idaho Residing at Idaho Falls, Idaho My Commission Expires: 01-03-2020 The City Clerk requested Council ratification for the publication of legal notices calling for public hearings on June 25, 2015. Municipal Services Department requested the following items: MEMORANDUM To: Honorable Mayor and City Council From: Craig Rockwood Subject: BID IF-15-22 THREE (3) SUBSTATION RELAY PANELS Please find attached tabulation for the above subject bid. BIDDER 1)Instrument Control Company 2)Schweitzer Engineering Laboratories 3)RIC Power Corp. West Valley, UT Pullman, WA Burnaby, BC Unit Price $24,391.23 $24,042.00 $42,000.00 Extended Amount 73,173.69 72,126.00 126,000.00 Manufacturer Instrument Control Company Schweitzer Engineering Laboratories RIC Power Corp. Model Number N/A TBD N/A Delivery Time 8 Weeks ARO 14 Weeks ARO 6-8 Weeks ARO It is the recommendation of Idaho Falls Power and Municipal Services to accept the lowest responsive responsible bid of Schweitzer Engineering Laboratories to furnish Three (3) Substation Relay Panels to include all relays, equipment, and wiring materials at a unit price of $24,042.00 with a Lump Sum price of $72,126.00. MEMORANDUM To: Honorable Mayor and City Council From: Craig Rockwood Subject: BID IF-15·23 FIVE (5) 15 KV CIRCUIT BREAKERS-DEAD TANK TYPE Please find attached tabulation for the above subject bid. BIDDER Quantity Schneider Electric USA Inc. Lavergne, TN Item 1: New 15 kV SF6 Dead Tank Circuit 1 Breaker Unit Price $13,825.00 Extended Price $13,825.00 Manufacturer Square D Co. Model # FVR1201125A Delivery Time 14-17 Weeks ARO 3  JUNE 25, 2015 Item 2: 15 kV Dead Tank Circuit Breakers 4 Unit Price $11,662.00 Extended Price $46,648.00 Manufacturer Square D Co. Model # FVR1121120A Delivery Time 14-17 Weeks ARO It is the recommendation of Idaho Falls Power and Municipal Services to accept the lowest responsive responsible bid meeting specifications to Schneider Electric USA Inc. in the lump sum amount of $60,473.00. MEMORANDUM To: Honorable Mayor and City Council From: Craig Rockwood Subject: BID IF-15-24 THREE (3) 72.5 KV CIRCUIT BREAKERS-DEAD TANK TYPE Please find attached tabulation for the above subject bid. BIDDER Quantity Siemens Energy, Inc. Richland, MS New 72.5 kV SF6 Dead Tank Circuit Breaker 3 Unit Price $36,315.00 Extended Price $108,945.00 Manufacturer Siemens Energy Inc. Model # SPS2-72.5-40-1200-3PST Delivery Time 14-16 Weeks ARO It is the recommendation of Idaho Falls Power and Municipal Services to accept the lowest responsive responsible bid meeting specifications to Siemens Energy Inc. in the lump sum amount of $108,945.00. The Fire Department requested the following item: To: Mayor and City Council From: Dave Hanneman Subject: FIRE LOGISTICS OFFICER (NEW POSITION) As the next step to our Department's re-organization that began in January we are requesting to add a new position titled Fire Logistics Officer. This position will have no fiscal impact or increase to our budget. This position is crucial to the success of the administration of the department. This position handles all of our logistical needs including organizing the fire maintenance, hydrants, and facility management. This position also administers our internal programs for training, supplies, and equipment, in addition to, facilitating our EMS billing collections. Working with the HR Director, we have added a new Job Specification. With the re-organization, this position will not incur additional budget costs and is completely funded through our current salary budget. This request is coming now because we have a person in this position on a temporary assignment and we are losing the budget savings from the re-organization until it is filled. Councilmember Parry requested to remove the June 8, 2015 Council Work Session minutes and the Fire Logistics Officer from the Consent Agenda. It was moved by Councilmember Marohn, seconded by Councilmember Parry, to remove the June 8, 2015 Council Work Session minutes and the Fire Department Memorandum from the Consent Agenda. Roll call as follows: 4  JUNE 25, 2015 Aye: Councilmember Parry Councilmember Hally Councilmember Smith Councilmember Marohn Councilmember Lehto Nay: None Motion carried. It was moved by Councilmember Marohn, seconded by Councilmember Smith, to approve the remaining items on the Consent Agenda. Roll call as follows: Aye: Councilmember Hally Councilmember Smith Councilmember Parry Councilmember Marohn Councilmember Lehto Nay: None Motion carried. Councilmember Parry requested consistent verbiage on the June 8, 2015 Council Work Session minutes regarding the approval of two (2) Public Works memorandums. It was moved by Councilmember Marohn, seconded by Councilmember Parry, to approve the amended minutes. Roll call as follows: Aye: Councilmember Lehto Councilmember Marohn Councilmember Smith Councilmember Hally Councilmember Parry Nay: None Motion carried. Councilmember Parry requested further clarification from Fire Chief regarding the Fire Logistics Officer. Chief Hanneman indicated although this specific position is a new position to the Fire Department, savings within the department reorganization will allow this position to continue in the future. Chief Hanneman stated an injured staff member has been performing the tasks of the position but the staff member has been returned to active duty therefore this position is being requested prior to budget session. It was moved by Councilmember Marohn, seconded by Councilmember Parry, to approve the Fire Logistics Officer. Roll call as follows: Aye: Councilmember Smith Councilmember Hally Councilmember Parry Councilmember Lehto 5  JUNE 25, 2015 Councilmember Marohn Nay: None Motion carried. REGULAR AGENDA ITEMS: The Municipal Services Department submitted the following items for Council consideration: MEMORANDUM To: Honorable Mayor and City Council From: Craig Rockwood, Municipal Services Director Subject: BID IF-15-17 ONE (1) NEW 2015 OR NEWER TYPE I AMBULANCE Attached for your consideration is the tabulation for the above subject bid. BIDDER 1) Sawtooth Emergency Vehicles 2) Taylor Made Ambulances Meridian, ID Newport, AR Cab & Chassis Manufacturer Ford Ford Model F450 4X4 F450 Year 2016 2016 Ambulance Body Manufacturer Osage Industries Taylor Made Model Type 1 Super Type 1 Year 2016 2016 Delivery of Complete Unit 300 Days ARO 90 Days ARO of Chassis PRICE WITHOUT TRADE-IN $190,428.00 $162,608.00 Trade-In Allowance Unit #826 $1,500.00 $4,500.00 PRICE WITH TRADE-IN $188,928.00 $158,108.00 The apparent low bid submitted by Taylor Made Ambulance did not meet the required bid specifications by submitting the documentation and drawings of the proposed ambulance. It is therefore the recommendation of Municipal Services that we accept the bid of Sawtooth Emergency Vehicles to furnish a new 2016 Ford F450 cab and chassis mounted with an Osage Type I ambulance body for an amount of $188,928.00 with Trade-In Unit #835. This recommendation has been reviewed by the City Attorney. s/ Craig Rockwood Councilmember Marohn stated this item is included in the Municipal Equipment Replacement Fund (MERF). It was moved by Councilmember Marohn, seconded by Councilmember Smith, to accept the bid of Sawtooth Emergency Vehicles to furnish a new 2016 Ford F450 cab and chassis mounted with an Osage Type I ambulance body for an amount of $188,928.00 with Trade-In Unit #835. Roll call as follows: Aye: Councilmember Lehto Councilmember Parry Councilmember Marohn Councilmember Smith 6  JUNE 25, 2015 Councilmember Hally Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Craig Rockwood, Municipal Services Director Subject: GENERAL LIABILITY, PROPERTY, VEHICLE LIABILITY, AIRPORT LIABILITY, E & O OF PUBLIC OFFICIALS, POLICE PROFESSIONAL, FIDELITY, EXCESS LIABILITY AND BOILER & MACHINERY COVERAGE PLACEMENT It is respectfully requested that the Mayor and Council authorize the placement for the above coverage with ICRMP. The broker is The Hartwell Corporation. The Contract is for one year beginning October 1, 2015, and the premium is $657,344.00. The premium represents an increase of $43,577.00 from the previous year. The increase is a result of two main factors. Insured property values are up approximately $60,000,000.00 from the previous policy. New property value added to our policy, mainly due to the upgrades at the Sewer Treatment Plant, accounted for a $12,655,000.00 increase. An appraisal of City property value to make sure we had proper coverage for replacement cost increased insured value by over $42,050,000.00. Total reported property value for the proposed policy is $247,750,892.00. Property value covered in the current policy is $187,629,544.00. The liability portion of our premium is determined by total payroll which has increased over three (3) percent. This year the City qualified for the ICRMP 5% Member Discount Program. That savings of $32,867.00 will be deducted from the cost of our premium which will result in a net premium increase of only $10,710.00. s/ Craig Rockwood It was moved by Marohn, seconded by Smith, to authorize the placement for the above coverage with Idaho Counties Risk Management Program (ICRMP). The broker is The Hartwell Corporation. The Contract is for one year beginning October 1, 2015, and the premium is $657,344.00. Roll call as follows: Aye: Councilmember Hally Councilmember Smith Councilmember Lehto Councilmember Marohn Councilmember Parry Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Craig Rockwood, Municipal Services Director Subject: BID IF-15-12A FABRICATE AND INSTALL SIGNAGE AND GRAPHIC ELEMENTS AND BID IF-15B DESIGN, FABRICATE AND INSTALL SIGNAGE AND GRAPHIC ELEMENT MONUMENT 7  JUNE 25, 2015 It is the recommendation of Municipal Services and of the Parks and Recreation Department to reject all bids received for the above referenced bids. The bids that were received had lump sum totals that significantly exceeded the budget for this project. It is further requested that Council authorize the Legal Department to prepare a resolution to declare that the above referenced signage can be purchased on the open market. s/ Craig Rockwood Director Weitzel explained any resolution would be need to be approved by Council at a future meeting. After a brief discussion it was moved by Councilmember Marohn, seconded by Councilmember Smith, to reject all bids received for Bid IF-15-12A Fabricate and Install Signage and Graphic Elements and Bid IF- 15B Design, Fabricate and Install Signage and Graphic Element Monument. Roll call as follows: Aye: Councilmember Lehto Councilmember Smith Councilmember Marohn Councilmember Hally Councilmember Parry Nay: None Motion carried. Idaho Falls Power submitted the following items for Council consideration: MEMORANDUM To: Honorable Mayor and City Council From: Jackie Flowers, General Manager Subject: BPA ENERGY CONSERVATION AGREEMENT, CONTRACT NO. 11ES-11240 Attached is Amendment No. 2 to Idaho Falls Power's Energy Conservation Agreement with the Bonneville Power Administration. This amendment extends the expiration date of the original agreement by two years to September 30, 2017. This agreement is the mechanism which enables Idaho Falls Power to receive our conservation program funding monies from BPA. Idaho Falls Power respectfully requests City Council approve Amendment No. 2 of the BPA contract 11ES-11240 and authorize Mayor to execute the document. It was moved by Councilmember Lehto, seconded by Councilmember Marohn, to approve Amendment No. 2 of the BPA contract 11ES-11240 and authorize the Mayor to execute the necessary documents. Roll call as follows: Aye: Councilmember Smith Councilmember Hally Councilmember Parry Councilmember Lehto Councilmember Marohn Nay: None Motion carried. 8  JUNE 25, 2015 MEMORANDUM To: Honorable Mayor and City Council From: Jackie Flowers, General Manager Subject: TABULATION AND BID AWARD FOR GENERAL CONTRACTOR FOR THE OLD LOWER PLANT UPGRADE AND REWIND PROJECT Attached for your consideration is the bid tabulation for general contractor work at the Old Lower Plant upgrade and rewind project. City Council accepted the bidder prequalification list on February 12 which resulted in three bidders being prequalified. This project is a subset of the Old Lower Plant Upgrade and Rewind Project in the Capital Improvement Plan and is included in the FY15 budget. NAME OF BIDDER LUMP SUMP BID BID BOND ADDENDUM #1 AND #2 HCMS $4,858,776.46 5% Yes JR Merit $5,875,220.95 5% Yes The apparent low bid has been reviewed by our engineer, Mooney Consulting, and found to meet the bid requirements for the project. The bid did include potential deducts that will be explored as construction progresses. Idaho Falls Power recommends that the City Council award the bid to the lowest responsive responsible bidder, Hydro Consulting and Maintenance Services Inc., in the amount of $4,858,776.46. It was moved by Councilmember Lehto, seconded by Councilmember Marohn, to award the bid to the lowest responsive responsible bidder, Hydro Consulting and Maintenance Services Inc., in the amount of $4,858,776.46 and give authorization for the Mayor and City Clerk to sign any necessary documents. Roll call as follows: Aye: Councilmember Marohn Councilmember Lehto Councilmember Hally Councilmember Parry Councilmember Smith Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Jackie Flowers, General Manager Subject: APPROVE TASK ORDER WITH HDR ENGINEERING FOR HOLMES AVENUE AND 17TH STREET DESIGN The City has a master services agreement with HDR Engineering Inc. for professional services. The master services agreement is the blanket agreement governing all work between Idaho Falls Power and HDR Engineering Inc. For each work item a task order is executed at the time the service is requested. The task orders include a scope of services and a not-to-exceed amount. Idaho Falls Power, in accordance with Idaho State Statute 67-2320, solicited proposals for engineering services involving the design of the double circuit 46 kV pole configuration at the intersection of Holmes Avenue and 17th Street. Three firms submitted responses and were evaluated with the highest scored firm, HDR, receiving our recommendation for award. 9  JUNE 25, 2015 Idaho Falls Power respectfully requests City Council approve Task Order 007 to HDR Inc. for a not-to- exceed amount of $55,382.20. It was moved by Councilmember Lehto, seconded by Councilmember Marohn, to approve Task Order 007 to HDR Inc. for a not-to-exceed amount of $55,382.20. Roll call as follows: Aye: Councilmember Hally Councilmember Marohn Councilmember Parry Councilmember Lehto Councilmember Smith Nay: None Motion carried. Public Works Department submitted the following items for Council consideration: MEMORANDUM To: Honorable Mayor and City Council From: Chris H Fredericksen, Public Works Director Subject: BID AWARD - BEL AIRE CONCRETE IMPROVEMENTS – 2015 On June 16, 2015, bids were received and opened for the Bel Aire Concrete Improvements - 2015 project. A tabulation of bid results is attached. Engineer’s Estimate DePatco, Inc. 3H Construction, LLC TMC Contractors, Inc. Item Description Est. Unit Unit Total Unit Total Amount Unit Total Unit Total Amount Number Quantity Price Amount Price Price Amount Price EARTHWORK AND BASES 209.03.4 Removal of 358 L.F. $10.00 $3,580.00 $13.00 $4,654.00 $10.00 $3,580.00 $7.00 $2,506.00 Curb and Gutter 209.03.5 Removal of 116 S.Y. $30.00 $3,480.00 $22.00 $2,552.00 $20.00 $2,320.00 $12.00 $1,392.00 Sidewalk PORTLAND CEMENT CONCRETE 509.02.2 Combination 479 L.F. $45.00 $21,555 $41.00 $19,639.00 $40.00 $19,160 $41.00 $19,639.00 Curb and Gutter-Type Standard 509.03.2 4” Flatwork 121 S.Y. $90.00 $10,890 $59.00 $7,139.00 $84.00 $10,164 $76.00 $9,196.00 SPECIAL PROVISIONS SP-1 Project Sign 1 L.S. $1,500 $1,500 $1,500 $1,500.00 $400.00 $400.00 $6,550 $6,550.00 TOTAL $41,005.00 $35,484.00 $35,624.00 $39,283.00 Public Works recommends approval of the plans and specifications, award to the lowest responsive, responsible bidder, DePatco, Inc., in an amount of $35,484.00 and, authorization for the Mayor and City Clerk to sign contract documents. s/ Chris H Fredericksen It was moved by Councilmember Lehto, seconded by Councilmember Parry, to award the lowest responsive, responsible bidder, DePatco, Inc., in an amount of $35,484.00 and give authorization for the Mayor and City Clerk to sign the necessary documents. Roll call as follows: Aye: Councilmember Parry Councilmember Smith 10  JUNE 25, 2015 Councilmember Marohn Councilmember Lehto Councilmember Hally Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Chris H Fredericksen, Public Works Director Subject: EASEMENT VACATION - WESTLAND HEIGHTS, DIVISION 3 Harper-Leavitt Engineering on behalf of property owner of Westland Heights Division 3, Walgreens at Broadway/Skyline is requesting a vacation of a ten foot wide power easement that has become obsolete because of a newly dedicated utility easement within Division 3 of Westland Heights Subdivision. This vacation is solely for electrical utilities and the easement for other public services is to remain. Public Works requests authorization for the City Attorney to prepare documents needed to accomplish the vacation. s/ Chris H Fredericksen It was moved by Councilmember Lehto, seconded by Councilmember Parry, to give authorization for the City Attorney to prepare documents needed to accomplish the vacation of an obsolete ten foot wide power easement. Roll call as follows: Aye: Councilmember Marohn Councilmember Lehto Councilmember Hally Councilmember Parry Councilmember Smith Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Chris H Fredericksen, Public Works Director Subject: IDAHO TRANSPORTATION DEPARTMENT STATE/LOCAL AGREEMENT – WEST SNAKE RIVER GREENBELT PATHWAY PROJECT Attached is a State/Local Construction Agreement with the Idaho Transportation Department and accompanying Resolution with respect to the West Snake River Greenbelt Pathway project. The total cost of this agreement is $796,000.00 of which $337,663.20 (42%) is federally funded. The City match for the difference will come in part from the Parks and Recreation budget, RDA reimbursement funds, and work in kind. This agreement has been reviewed by the City Attorney. 11  JUNE 25, 2015 Public Works recommends adoption of the resolution, approval of this agreement; and, authorization for Mayor and City Clerk to sign the necessary documents. s/ Chris H Fredericksen Director Weitzel stated the RDA contributed $400,000.00 toward this project. Due to a State grant, the City was only responsible for 7% of the total cost. He indicated the ground breaking for this project will begin in September 2015 and will conclude in spring 2016. It was moved by Councilmember Lehto, seconded by Councilmember Parry, to approve the State/Local Construction Agreement with the Idaho Transportation Department and accompanying Resolution and give authorization for the Mayor and City Clerk to sign the necessary documents. Roll call as follows: Aye: Councilmember Marohn Councilmember Hally Councilmember Parry Councilmember Smith Councilmember Lehto Nay: None Motion carried. RESOLUTION 2015-25 WHEREAS, the Idaho Transportation Department, hereafter called the State, has submitted an Agreement stating obligations of the State and the CITY OF IDAHO FALLS hereafter called the CITY, for construction of West Snake River Greenbelt; and WHEREAS, the State is responsible for obtaining compliance with laws, standards and procedural policies in the development, construction and maintenance of improvements made to the Federal-aid Highway System when there is federal participation in the costs; and WHEREAS, certain functions to be performed by the State involve the expenditure of funds as set forth in the Agreement; and WHEREAS, The State can only pay for work associated with the State Highway system; and WHEREAS, the CITY is fully responsible for its share of project costs; and NOW, THEREFORE, BE IT RESOLVED: I. That the Agreement for Federal Aid Highway Project A019(135) is hereby approved. 2. That the Mayor and the City Clerk are hereby authorized to execute the Agreement on behalf of the CITY. 3. That duly certified copies of the Resolution shall be furnished to the Idaho Transportation Department. CERTIFICATION 12  JUNE 25, 2015 I hereby certify that the above is a true copy of a Resolution passed at a regular called special meeting of the City Council, City of Idaho Falls, held on June 25, 2015. s/ Kathy Hampton (Seal) City Clerk The Parks and Recreation Department submitted the following items for Council consideration: MEMORANDUM To: Honorable Mayor and City Council From: Greg A. Weitzel, Parks and Recreation Department Director Subject: HUNT DESIGN CHANGE ORDER #1 On August 8th, 2013 a bid was awarded to Hunt Design for the creation of a Master Signage and Wayfinding plan for the Idaho Falls Zoo at Tautphaus Park in the amount of $38,250.00. Due to additional services being performed beyond the original scope of work, the Department of Parks and Recreation respectfully requests an increase in the awarded contract of $14,000.00 bringing the original award of $38,250.00 to a total of $52,250.00, and requests authorization for the Mayor and City Clerk to accept the executed contract as written. s/ Greg Weitzel Councilmember Hally stated the Parks and Recreation Department assigned two (2) employees to this project, however, the two (2) specific employees are no longer employed with the Parks and Recreation Department, therefore, requiring this Change Order. It was moved by Councilmember Hally, seconded by Councilmember Smith, to approve an increase in the awarded contract to Hunt Design in the amount of $14,000.00 bringing the original award of $38,250.00 to a total of $52,250.00, and request authorization for the Mayor and City Clerk to accept the executed contract as written. Roll call as follows: Aye: Councilmember Lehto Councilmember Parry Councilmember Marohn Councilmember Smith Councilmember Hally Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Greg A. Weitzel, Parks and Recreation Department Director Subject: PIERSON LAND WORKS, LLC CHANGE ORDER #1 On October 9th, 2014, City Council approved a Professional Services Agreement with Pierson Land Works, LLC for Westside Trail Improvements Plan Review in the amount of $6,000.00. 13  JUNE 25, 2015 Due to additional services performed beyond the original scope of work, the Department of Parks and Recreation respectfully requests an increase of $6,375.58, bringing the original award of $6,000.00 to a total of $12,375.58 and requests authorization for the Mayor and City Clerk to execute the Change Order as written. s/ Greg A. Weitzel Director Weitzel indicated this project is in conjunction with Hunt Design and is a grant-funded project. It was moved by Councilmember Hally, seconded by Councilmember Smith, to approve an increase of $6,375.58 to Pierson Land Works, LLC, bringing the original award of $6,000.00 to a total of $12,375.58 and request authorization for the Mayor and City Clerk to execute the Change Order as written. Roll call as follows: Aye: Councilmember Parry Councilmember Smith Councilmember Marohn Councilmember Lehto Councilmember Hally Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Greg A. Weitzel, Parks and Recreation Department Director Subject: COMMUNITY FORESTRY ORDINANCE CHANGES Attached for your consideration is a draft Shade Tree Ordinance with proposed changes to clarify general language and definition of "Street Trees". The changes have been reviewed and approved by the City Attorney. The Department of Parks and Recreation respectfully requests the authorization and approval of said changes by City Council. s/ Greg A. Weitzel Director Weitzel indicated this ordinance change is due to a clerical error. It was moved by Councilmember Hally, seconded by Councilmember Smith, to approve the Shade Tree Ordinance with proposed changes to clarify general language and definition of "Street Trees" under the suspension of the rules requiring three complete and separate readings and that it be read by title and published by summary. Roll call as follows: Aye: Councilmember Smith Councilmember Hally Councilmember Lehto Councilmember Parry Councilmember Marohn Nay: None 14  JUNE 25, 2015 Motion carried. At the request of Mayor Casper, the City Clerk read the Ordinance by title only, as follows: ORDINANCE NO. 3007 AN ORDINANCE OF THE CITY OF IDAHO FALLS, IDAHO, AMENDING TITLE 8, CHAPTER 9, SECTION 2, BY AMENDING THE DEFINITION OF “STREET TREE” TO INCLUDE BRANCHES THAT OVERHANG A PUBLIC RIGHT-OF-WAY; PROVIDING SEVERABILITY, CODIFICATION, PUBLICATION BY SUMMARY, AND ESTABLISHING EFFECTIVE DATE. MEMORANDUM To: Honorable Mayor and City Council From: Greg A. Weitzel, Parks and Recreation Department Director Subject: GOLF ADVISORY BOARD ORDINANCE CHANGES Attached for your consideration is a draft Golf Advisory Board Ordinance with proposed changes to clarify general language, seat delineations and attendance requirements. The changes have been reviewed and approved by the City Attorney. The Department of Parks and Recreation respectfully requests the authorization and approval of said changes by City Council. s/ Greg A. Weitzel Director Weitzel stated the Golf Advisory Board has thoroughly discussed this draft ordinance over the course of the past year. After a brief discussion it was moved by Councilmember Hally, seconded by Councilmember Smith, to approve the Golf Advisory Board Ordinance with proposed changes to clarify general language, seat delineations and attendance requirements under the suspension of the rules requiring three complete and separate readings and that it be read by title and published by summary. Roll call as follows: Aye: Councilmember Lehto Councilmember Smith Councilmember Marohn Councilmember Hally Councilmember Parry Nay: None Motion carried. At the request of Mayor Casper, the City Clerk read the Ordinance by title only, as follows: ORDINANCE NO. 3008 AN ORDINANCE OF THE CITY OF IDAHO FALLS, IDAHO, AMENDING TITLE 2, CHAPTER 6 BY ADDING ATTENDANCE REQUIREMENTS FOR BOARD MEMBERS, CLARIFYING ELECTIONS; PROVIDING SEVERABILITY, CODIFICATION, PUBLICATION BY SUMMARY, AND ESTABLISHING EFFECTIVE DATE. 15  JUNE 25, 2015 MEMORANDUM To: Honorable Mayor and City Council From: Greg A. Weitzel, Parks and Recreation Department Director Subject: ICE ARENA ADVISORY BOARD ORDINANCE CHANGE Attached for your consideration is a draft Ordinance for the repeal of Title 2 Chapter 14 Ice Arena Advisory Committee. The document has been reviewed and approved by the City Attorney. The Department of Parks and Recreation respectfully requests the authorization and approval of said document by City Council. s/ Greg A. Weitzel It was moved by Councilmember Hally, seconded by Councilmember Smith, to approve the Ordinance for the repeal of Title 2 Chapter 14 Ice Arena Advisory Committee under the suspension of the rules requiring three complete and separate readings and that it be read by title and published by summary. Roll call as follows: Aye: Councilmember Marohn Councilmember Lehto Councilmember Hally Councilmember Parry Councilmember Smith Nay: None Motion carried. At the request of Mayor Casper, the City Clerk read the Ordinance by title only, as follows: ORDINANCE NO. 3009 AN ORDINANCE OF THE CITY OF IDAHO FALLS, IDAHO, REPEALING TITLE 2, CHAPTER 14 IN ITS ENTIRETY; PROVIDING SEVERABILITY, CODIFICATION, PUBLICATION BY SUMMARY, AND ESTABLISHING EFFECTIVE DATE. The Community Development Services Department submitted the following items for Council consideration: MEMORANDUM To: Honorable Mayor and City Council From: Brad Cramer, Community Development Services Director Subject: CDBG 2014 CAPER Resolution Attached is the Resolution approving the 2014 CDBG Consolidated Annual Performance and Evaluation Report (CAPER). The CAPER was reviewed by the Council at the May 28, 2015 City Council meeting. No comments were received during the public comment period. The Resolution is now being submitted to the Mayor and City Council for approval. 16  JUNE 25, 2015 It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Resolution for the 2014 CDBG Consolidated Annual Performance and Evaluation Report (CAPER) and give authorization for the Mayor to execute the necessary documents. Roll call as follows: Aye: Councilmember Smith Councilmember Hally Councilmember Lehto Councilmember Parry Councilmember Marohn Nay: None Motion carried. RESOLUTION NO. 2015-23 RESOLUTION OF THE CITY OF IDAHO FALLS ADOPTING THE FY2014 ANNUAL REPORT Consolidated Annual Performance and Evaluation Report (CAPER) FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT WHEREAS, the City of Idaho Falls has been designated as an entitlement city by the U.S. Department of Housing and Urban Development; WHEREAS, The City of Idaho Fal1s receives annual grant funding as an entitlement city; WHEREAS, the City of Idaho Falls is required to submit an Annual Report describing how the grant funds were used and the resulting benefits; WHEREAS, the City of Idaho Falls held a public hearing on the FY2014 Annual Report held before City Council on May 28, 2015; WHEREAS, a 15 day public comment period was opened on May 29, 2015 and closed on and through June 12, 2015; WHEREAS, the City of Idaho Falls has considered all comments received during the 15 day comment period; WHEREAS, all requirements for adopting the report have been met; NOW, THEREFORE, be it resolved by the Mayor and City Council of the City of Idaho Falls to adopt the FY2014 Annual Report and submit the FY2014 Annual Report to the U.S. Department of Housing and Urban Development. DATED this 25th day of June, 2015. s/ Rebecca L. Noah Casper Rebecca L. Noah Casper, Mayor ATTEST: s/ Kathy Hampton Kathy Hampton, City Clerk MEMORANDUM To: Honorable Mayor and City Council 17  JUNE 25, 2015 From: Brad Cramer, Community Development Services Director Subject: FINAL PLAT AND REASONED STATEMENT OF RELEVANT CRITERIA AND STANDARDS, WESTLAND HEIGHTS, DIVISION NO. 3, 1ST AMENDED: Attached is the application for Final Plat and Reasoned Statement of Relevant Criteria and Standards for Westland Heights, Division No. 3, 1st Amended. The Planning and Zoning Commission considered the plat at its May 5, 2015 meeting and recommended approval by unanimous vote. Staff concurs with this recommendation. This item is now being forwarded to the Mayor and City Council for consideration. Director Cramer appeared to briefly explain the amended plat and stated this plat is in conjunction with the Public Works memorandum regarding the Easement Vacation. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Final Plat for Westland Heights, Division No. 3, 1st Amended and give authorization for the Mayor, City Engineer, and City Clerk to sign said Final Plat. Roll call as follows: Aye: Councilmember Hally Councilmember Marohn Councilmember Parry Councilmember Lehto Councilmember Smith Nay: None Motion carried. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Reasoned Statement of Relevant Criteria and Standards for the Final Plat for Westland Heights, Division No. 3, 1st Amended and give authorization for the Mayor to execute the necessary documents. Roll call as follows: Aye: Councilmember Parry Councilmember Smith Councilmember Marohn Councilmember Lehto Councilmember Hally Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Brad Cramer, Community Development Services Director Subject: FINAL PLAT AND REASONED STATEMENT OF RELEVANT CRITERIA AND STANDARDS, SUNNYSIDE RETAIL AT SNAKE RIVER LANDING (SRL), DIVISION NO. 1, 2ND AMENDED Attached is the application for Final Plat and Reasoned Statement of Relevant Criteria and Standards for Sunnyside Retail at SRL, Division No. 1, 2nd Amended. The Planning and Zoning Commission considered the plat at its June 2nd, 2015 meeting and recommended approval by unanimous vote. Staff concurs with this recommendation. This item is now being forwarded to the Mayor and City Council for consideration. 18  JUNE 25, 2015 Director Cramer appeared to explain the final plat and stated the request is to separate the designated lots. The separation of these lots would remain in compliance with the ordinance. After a brief discussion it was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Final Plat for Sunnyside Retail at SRL, Division No. 1, 2nd Amended and give authorization for the Mayor, City Engineer, and City Clerk to sign said Final Plat. Roll call as follows: Aye: Councilmember Parry Councilmember Hally Councilmember Smith Councilmember Marohn Councilmember Lehto Nay: None Motion carried. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Reasoned Statement of Relevant Criteria and Standards for the Final Plat for Sunnyside Retail at SRL, Division No. 1, 2nd Amended and give authorization for the Mayor to execute the necessary documents. Roll call as follows: Aye: Councilmember Marohn Councilmember Lehto Councilmember Hally Councilmember Parry Councilmember Smith Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Brad Cramer, Community Development Services Director Subject: FINAL PLAT AND REASONED STATEMENT OF RELEVANT CRITERIA AND STANDARDS, ROSE NIELSON, DIVISION NO. 101, 3RD AMENDED Attached is the application for Final Plat and Reasoned Statement of Relevant Criteria and Standards for Rose Nielson, Division No. 101, 3rd Amended. The Planning and Zoning Commission considered the plat at its April 7th, 2015 meeting and recommended approval with the conditions listed in the staff report by unanimous vote. Staff concurs with this recommendation. This item is now being forwarded to the Mayor and City Council for consideration. Director Cramer appeared to explain this is a two-lot plat. The area being considered is the Grand Teton Mall site. He stated the Dillard’s store initiated this request to plat their property into a separate lot from the mall. Staff requested the entire mall be platted for clean-up of the property. Director Cramer stated the lot does not have direct frontage onto Hitt Road but does have a cross-access agreement to ensure the shared access to/from the street. 19  JUNE 25, 2015 It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Final Plat for Rose Nielson, Division No. 101, 3rd Amended and give authorization for the Mayor, City Engineer, and City Clerk to sign said Final Plat. Roll call as follows: Aye: Councilmember Lehto Councilmember Parry Councilmember Marohn Councilmember Smith Councilmember Hally Nay: None Motion carried. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Reasoned Statement of Relevant Criteria and Standards for the Final Plat for Rose Nielson, Division No. 101, 3rd Amended and give authorization for the Mayor to execute the necessary documents. Roll call as follows: Aye: Councilmember Marohn Councilmember Hally Councilmember Parry Councilmember Smith Councilmember Lehto Nay: None Motion carried. MEMORANDUM To: Honorable Mayor and City Council From: Brad Cramer, Community Development Services Director Subject: PUBLIC HEARING - ANNEXATION AND INITIAL ZONING OF GC-1, ANNEXATION AGREEMENT, ANNEXATION ORDINANCE, ZONING ORDINANCE, AND REASONED STATEMENT OF RELEVANT CRITERIA AND STANDARDS, M&B: 2.345 ACRES, SE ¼, SEC 7, T 2N, R 38E Attached is the application for Annexation and Initial Zoning of GC-1, Annexation Agreement, Annexation Ordinance, Zoning Ordinance, and Reasoned Statement of Relevant Criteria and Standards, M&B: 2.345 Acres, SE ¼, Sec 7, T 2N, R 38E. The Planning and Zoning Commission considered the applications at its March 3rd, 2015 meeting and recommended approval by unanimous vote. Staff concurs with this recommendation. This item is now being forwarded to the Mayor and City Council for consideration. Mayor Casper opened the public hearing for this item. Director Cramer requested the slides, Planning Commission minutes and staff report be entered into the record. Mayor Casper so ordered. Following is a list of exhibits used in connection with this request. Slide 1: Designation of parcel in surrounding zoning area Slide 2: Vicinity map Slide 3: Parcel and surrounding land uses Slide 4: Site view Slide 5: Comprehensive Plan Future Land Use map Slide 6: Photo looking west toward property 20  JUNE 25, 2015 Slide 7: Residence on north end of parcel under consideration Slide 8: Photo looking south on property Councilmember Parry requested clarification of the Comprehensive Plan Designation of Commercial and Higher Education Center. Director Cramer stated the ordinance allows the designation of either zoning. Mayor Casper requested any public comment, no one appeared. Mayor Casper closed the hearing. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Annexation Agreement for M&B: 2.345 Acres, SE ¼, Sec 7, T 2N, R 38E, and give authorization for the Mayor and City Clerk to execute the necessary documents. Roll call as follows: Aye: Councilmember Parry Councilmember Smith Councilmember Marohn Councilmember Lehto Councilmember Hally Nay: None Motion carried. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Ordinance annexing M&B: 2.345 Acres, SE ¼, Sec 7, T 2N, R 38E, under the suspension of the rules requiring three complete and separate readings and that it be read by title and published by summary. Roll call as follows: Aye: Councilmember Hally Councilmember Smith Councilmember Lehto Councilmember Marohn Councilmember Parry Nay: None Motion carried. At the request of Mayor Casper, the City Clerk read the Ordinance by title only, as follows: ORDINANCE NO. 3010 AN ORDINANCE ANNEXING CERTAIN LANDS TO THE CITY OF IDAHO FALLS; DESCRIBING SUCH LANDS; AMENDING THE CITY MAP; AMENDING THE LEGAL DESCRIPTION OF THE CITY WITH THE APPROPRIATE COUNTY AND STATE AUTHORITIES; AND PROVIDING SEVERABILITY, PUBLICATION BY SUMMARY, AND ESTABLISHING EFFECTIVE DATE. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Reasoned Statement of Relevant Criteria and Standards for the annexation of M&B: 2.345 Acres, SE ¼, Sec 7, T 2N, R 38E, and give authorization for the Mayor to execute the necessary documents. Roll call as follows: Aye: Councilmember Smith Councilmember Hally Councilmember Parry 21  JUNE 25, 2015 Councilmember Lehto Councilmember Marohn Nay: None Motion carried. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Ordinance assigning a Comprehensive Plan Designation of Commercial and Higher Education Center and establishing the initial zoning for M&B: 2.345 Acres, SE ¼, Sec 7, T 2N, R 38E as GC-1 (General Commercial), under the suspension of the rules requiring three complete and separate readings and that it be read by title and published by summary, that the Comprehensive Plan be amended to include the area annexed herewith, and that the City Planner be instructed to reflect said annexation, zoning, and amendment to the Comprehensive Plan on the Comprehensive Plan and Zoning Maps located in the Planning Office. Roll call as follows: Aye: Councilmember Parry Councilmember Smith Councilmember Marohn Councilmember Lehto Councilmember Hally Nay: None Motion carried. At the request of Mayor Casper, the City Clerk read the Ordinance by title only, as follows: ORDINANCE NO. 3011 AN ORDINANCE OF THE CITY OF IDAHO FALLS, IDAHO, A MUNICIPAL CORPORATION OF THE STATE OF IDAHO; PROVIDING FOR THE INITIAL ZONING OF APPROXIMATELY 2.345 ACRES DESCRIBED IN SECTION 1 OF THIS ORDINANCE AS GC-1 ZONE; AND PROVIDING SEVERABILITY, PUBLICATION BY SUMMARY, AND ESTABLISHING EFFECTIVE DATE. It was moved by Councilmember Parry, seconded by Councilmember Lehto, to approve the Reasoned Statement of Relevant Criteria and Standards for the Initial Zoning of M&B: 2.345 Acres, SE ¼, Sec 7, T 2N, R 38E, and give authorization for the Mayor to execute the necessary documents. Roll call as follows: Aye: Councilmember Hally Councilmember Smith Councilmember Lehto Councilmember Marohn Councilmember Parry Nay: None Motion carried. There being no further business, it was moved by Councilmember Marohn, seconded by Councilmember Hally, that the meeting adjourn at 9:25 p.m. 22  JUNE 25, 2015 ______________________________________ ______________________________________ CITY CLERK MAYOR 23