City Council

River Heights City COUNCIL MEETING AGENDA Tuesday,July 9,2019 Notice is hereby given that the River Heights City Council will hold its regular council meeting beginning at 6:30 p.m. in the River Heights City Office Building at 520 S 500 E. Opening Remarks(Wilson) and Pledge of Allegiance (Clausen) Adoption of Previous Minutes and Agenda Reports and Approval of Payments(Mayor, Council, Staff) Public Comment Cache Valley Transit District Report by Rodger Pond Public Hearing to Adopt an Ordinance Providing for the Compensation of the Elected and Statutory Officers of River Heights City Public Hearing to Adopt a Resolution to Declare Surplus Property at 443 S 500 E Adoption of a Resolution to Update Purchasing and Expenditure Procedures Update River Heights City Accounting Processes and Procedures Adjourn Poste^ithis 3^^^ day of July 2019 ._ , M Sheila Lihd. Rjfcorder Attachmenls for this meeting and drafts of previous meeting minutes can be found on the State's Public Notice Website (pmn.utah.gov) In compliance with the American Disabilities .Act. individuals needing special accommodations (including au\iliar> communicative aids and services) during this meeting should notifv Sheila Lind.(435)770-2061 at least 24 hours before the meeting. 520 South 500 East River Heights, Utah 84321 Phone & Fax (435) 752-2646  River Heights City 1 2 3 Council Meeting 4 5 July 9,2019 6 7 8 Present: Mayor Todd Rasmussen 9 Council members: Doug Clausen 10 Robert"K" Scott 11 Elaine Thatcher 12 Dixie Wilson 13 Blake Wright 14 15 Recorder Sheila Lind 16 Public Works Director Clayten Nelson 17 Finance Director Cliff Grover 18 Treasurer Wendy Wilker 19 20 Others Present: Rodger Pond, Troy Wakefield, Heather Lehnig 21 22 23 24 The following motions were made during the meeting: 25 26 Motion #1 27 Councilmember Thatcher moved to "adopt the minutes ofthe council meeting of June 25, 2019 28 and the evening's agenda." Councilmember Clausen seconded the motion, which passed with Clausen, 29 Scott, Thatcher, Wilson and Wright in favor. No one opposed. 30 31 Motion #2 32 Councilmember Clausen moved to "pay the bills as listed." Councilmember Wilson seconded 33 the motion, which passed with Clausen, Scott, Thatcher, Wilson and Wright in favor. No one opposed. 34 35 Motion #3 36 Councilmember Thatcher moved to "Adopt Ordinance 3-2019, An Ordinance Providing for the 37 Compensation of Elected and Statutory Officers of River Heights City, with the adjustment of 38 changing Zoning Administrator to Compliance Officer." Councilmember Scott seconded the motion, 39 which carried with Clausen, Scott, Thatcher, Wilson and Wright in favor. No one opposed. 40 41 42 Proceedings of the Meeting: 43 44 The River Heights City Council met at 6:30 p.m. in the Ervin R. Crosbie Council Chambers in 45 the River Heights City Building on Tuesday, July 9,2019 for their regular council meeting. Rlvitin IIolghTO CiDjf Counoil MOOttHgr 520 South 500 East River Heights, Utah 84321 Phone & Fax (435) 752-2646 46 Opening Remarks and Pledge of Allegiance: Councilmember Wilson opened the meeting with 47 a thought and Councilmember Clausen led the group in the Pledge of Allegiance. 48 Adoption ofPrevious Minutes and Agenda: Minutes for the June 25,2019 meeting were 49 reviewed. 50 Councilmember Thatcher moved to "adopt the minutes of the council meeting of June 25, 51 2019 and the evening's agenda." Councilmember Clausen seconded the motion, which passed 52 with Clausen, Scott, Thatcher, Wilson and Wright in favor. No one opposed. 53 Reports and Approval of Payments(Mayor. Council. Staff): 54 Public Works Director Nelson 55 • The final walk through on the 1000 East sidewalk should happen at the end of the week. 56 • He has called several people to bid on concrete for the tennis courts landscaping but has only 57 had one show interest. It will cost $4,500 (labor only) for the three court entrances, the south 58 being ADA. The city will bear the cost of the conctrete. FD Grover noted there was $20,000 59 budgeted in each year for landscaping. Mr. Nelson was hoping to keep the costs down and stay 60 within $20,000 for the full project. Mr. Grover stated the costs would be taken from the 2019- 61 20 budget since the landscaping hadn't been started yet. Councilmember Wilson said the 62 company who installed the courts doesn't want to put the final surface on until all the 63 landscaping is done. Mr. Nelson agreed this was fine, but didn't know when he could be 64 finished since it takes a while to get contractors to show up. There was concern expressed that 65 not following the court installer's recommendation might void any warranties. Ms. Wilson 66 prefers to follow the expert's advice since it's an expensive project and she wants everything to 67 turn out right. 68 • Mr. Nelson presented a PO to purchase a new lawn mower,in the amount of$5,349, from 69 IPACO,at a government price. It will be used to mow the sloped retention ponds as well as 70 other areas, as needed. The council agreed. 71 • He gave an update on the Saddlerock street lights. After installation, it was discovered that the 72 lights don't include a photo cell. They are waiting for the company they were purchased from 73 to work with the manufacturer to determine the best way to get the photo cells into the lights so 74 they can get them up and working. Kendrick Electric has all the wiring ready to go. After the 75 cells are installed, Rocky Mountain Power will be notified to come make the connection. He is 76 hoping the manufacturer will cover the cost ofthe photo cells. When Kendrick can see their 77 ending date, he will call and schedule RMP. 78 79 Finance Director Grover 80 • , Mr. Grover discussed the final budget for 2018-19 andthe initial budget for 2019-20. He has 81 added both budgets to the Drive, as well as an impact fee report. 82 • The Financial Summary for 2018-19 isn't finalized yet since there are still some major 83 expenses coming through. He guesses it will come in very close to their prediction. 84 85 Treasurer Wilker 86 • She presented and answered questions regarding the list of bills to be paid. FD Grover has 87 asked that she call Providence for a library invoice so it can be paid in the June budget. 88 89 Councilmember Clausen moved to "pay the hills as listed." Councilmember Wilson 90 seconded the motion, which passed with Clausen, Scott, Thatcher, Wilson and Wright in favor. 91 No one opposed. River Heights City Council Meeting, 7/9/19 92 93 94 Councilmember Thatcher 95 • She and Mayor Rasmussen rode in Councilmember Wright's Corvette in the Hyrum parade on 96 the 4^. She hopes each ofthe council members will sign up to ride in some ofthe other 97 parades. She will send them the dates. 98 99 Councilmember Scott 100 • Mr. Scott asked PWD Nelson how the 400 South Road Project bid was coming along. The 101 engineer is having issues designing around the irrigation system. 102 103 Councilmember Clausen 104 • Mr. Clausen has talked with the librarian at the Cache County Library about holding a story 105 time at the River Heights City Building. She would like to schedule it for Monday and 106 Thursday mornings at 10:30am untillLOO starting in September. Councilmember Thatcher ■ 107 will make a flyer for the city building front door and a blurb to be posted on Facebook. Mayor 108 Rasmussen asked that the basement ofthe City Building be evaluated after each event to make 109 sure everything is still in order. 110 111 Councilmember Wilson 112 • She asked if all the T-ball equipment bags made it back to the city. PWD Nelson reported they 113 are all in possession of the city. Mayor Rasmussen had someone ask him if the city would ' 114 consider sponsoring a Little League team since there are minimal sponsors in the valley. Mr. 115 Nelson said there are a number of cities in the valley, which are part oftheir own league. Kids 116 from River Heights can play on the Providence teams. 117 118 Councilmember Wright didn't have anything. 119 120 Recorder Lind didn't have anything to report. 121 122 Mayor Rasmussen 123 • Mr. Rasmussen explained the city is in need of a compliance officer to help enforce the city 124 code. Don Davis was going to do if, but changed his mind and is no longer with the city. 125 Currently, the city has advertised for a compliance officer. The job of this person will be to 126 contact residents about code violations. The zoning administrator position will now be covered 127 by Councilmember Wright. 128 129 Public Comment: Heather Lehnig thanked the city for listening to her comments regarding her 130 driveway, in conjunction with the 1000 East sidewalk installation. She is pleased with how it turned 131 out. 132 Cache Vallev Transit District Report bv Rodger Pond: Mr. Pond represents the CVDT Board 133 as their finance director. He gave a presentation based on a handout he passed around. He highlighted 134 a few significant upcoming changes, which include a new phone app that will tell you where the bus is 135 and when it will be at your stop. It will also allow a person to plot a route and find out how long the 136 travel time will be. They are also adding a couple boomerang routes, which will start with two busses 137 going back and forth between the two Walmarts. River Heights City Council Meeting, 7/9/19 138 Mr.Pond answered a few questions and was thanked for the information he shared. 139 Public Hearing to Adopt an Ordinance Providing for the Compensation ofthe Elected and 140 Statutory Officers of River Heights City: Mayor Rasmussen presented the ordinance. It was pointed 141 out that "Zoning Administrator" should be replaced with "Compliance Officer." There were no public 142 comments. 143 Councilmember Thatcher moved to "Adopt Ordinance 3-2019, An Ordinance Providing 144 for the Compensation of Elected and Statutory Officers of River Heights City, with the 145 adjustment of changing Zoning Administrator to Compliance Officer." Councilmember Scott 146 seconded the motion, which carried with Clausen, Scott, Thatcher, Wilson and Wright in favor. 147 No one opposed. 148 Public Hearing to Adopt a Resolution to Declare Surplus Property at 443 S 500 E: Mayor 149 Rasmussen reminded the council that they agreed to try to sell the Old Church property and liquidate 150 the asset. 151 Troy Wakefield asked for clarification. Mayor Rasmussen explained that once the Council 152 decides to sell it, they will come up with limitations that will go with the sale. He reminded ofthe 153 presentations a few months ago, which included, tearing the building down,turning it into a museum, 154 or residential housing. There are four separate descriptions ofthe property. The council desired to set 155 up requirements for the building's future. 156 Troy Wakefield is a real estate investor and lives next door to the Old Church property. He is 157 concerned about condos and how it could affect the neighborhood. He asked if more condos might be 158 built in the parking lot area. Mayor Rasmussen said this would be a council decision, but felt they 159 wouldn't support the idea. 160 Councilmember Thatcher prefers the building to be restored. 161 Councilmember Clausen said they like the idea of selling to get some revenue. 162 Mayor Rasmussen reminded,the council decided not to pay to have the building torn down. 163 The buyer could stand that cost, ifthat's what they decided. He hopes they have guidelines set in the 164 next few months so it will be ready to put on the market this fall. Its been loosely appraised for around 165 $200,000 through a comparative market analysis by 3 different realtors. An official appraisal will take 166 place when it gets closer to selling. 167 Councilmember Wright informed, he has thought a lot about this and is concerned about letting 168 the property go. He would rather hold on to it for a future generation. Tony Johnson had mentioned 169 he would consider leasing the building from the city. He also doesn't want the city to lose access to 170 the parking lot. He was curious if other council members have had these same concerns. 171 Councilmember Thatcher informed that she has thought about this, however, the costs for the 172 city to keep it have been determined to be prohibitive. She wants to see the building preserved. 173 ■ Mayor Rasmussen admitted he liked the leasing option, as well, but worries that at some point 174 the entity leasing it, may have a hard time keeping it going. The city may have to take it back as a 175 liability. 176 Councilmember Thatcher said Tony Johnson was willing to discuss other options, including the 177 city partnering somehow. 178 Councilmember Clausen pointed out, the length of the lease would need to be such that the 179 renter would feel his expenses would be worth it. 180 Councilmember Wilson would like the city to keep the property and tear down the building. 181 She envisioned leaving it as open space or a passive park with grass and trees. She wouldn't like to 182 see condos and doesn't want to sell the property. 183 Councilmember Wright wondered if they could declare the building as surplus but not the land. River Heights City Council Meeting,7/9/19 184 Discussion was held on spot zoning for condos and if this might set a precedence in the city. 185 Councilmember Wilson pointed out the historic nature of the building might lend itself to a spot zone. 186 The council was not interested in selling it to allow the building to be torn down and multi-family units 187 to be built. 188 Councilmember Wright suggested the council could come up with terms which no buyer would 189 want to agree to. 190 Troy Wakefield asked the cost of the new tennis courts. Councilmember Wilson responded, 191 the cost was $158,000, with $75,000 of it paid by RAPZ grants. Mr. Wakefield wondered why the city 192 was willing to pay that much for a tennis court that few people use, but they aren't willing to put 193 money into the church property. Ms. Wilson responded that its her feeling that they should take care 194 of things the city already has before incurring costs for new things. 195 Councilmember Wilson wondered about the possibility of declaring the property as surplus at 196 this time, and then changing their minds later. 197 Councilmember Wright suggested postponing the vote until after a discussion with a developer 198 to see if it would be feasible to declare the building as surplus, but not the land. 199 Councilmember Clausen suggested the mayor and Councilmember Wright talk to the city 200 attorney about how to proceed to make sure they are in the parameters of what is legal and appropriate. 201 Adoption of a Resolution to Update Purchasing and Expenditure Procedures: Mayor 202 Rasmussen discussed some clarifications, which got confusing. Councilmember Wright suggested 203 doing away with the resolution and incorporating the things they wanted to keep into the Accounting 204 Processes and Procedures Policy. The council agreed to forgo adoption ofthe resolution on the table. 205 Update River Heights City Accounting Processes and Procedures: Mayor Rasmussen reviewed 206 the document. Changes were discussed. It was determined that a lot of the verbiage was unnecessary. 207 Mayor Rasmussen and Recorder Lind will work on the changes for the next meeting, at which time 208 they will repeal the latest(2015) purchasing and expenditure procedures resolution. 209 The meeting adjoumed at 8:45 p.m. 210 211 212 213 Sheila Lind, Recorder 214 215 Todd A. Rasmussen, Mayor River Heights City Council Meeting, 7/9/19  River Heights City Bills To Be Paid 7/9/2019 Payee Description Admin. P&Z Parks/Rec Pub. Safety Com. AfT. Roads Water Sewer Total JUNE$ 1 Blue Slakes Billable E-Mail Notifications $24.10 $24.10 $24.84 $73.04 2 Cache Valley Publishing Public Hearing Ad $38.37 $38.37 3 Cal Ranch Mens Boots & Gloves $22.74 $22.74 $22.74 $22.74 $90.96 4 Glenn's Electric Tool Box for New Crew Truck $156.25 $156.25 $156.25 $156.25 $625.00 5 Intermoumain Farmers Sprinkler Port $11.49 $11.50 $11.50 $11.49 $45.98 6 LeOrand Johnson Pot Hole Repair $96.23 $96.23 7 Peterson Plumbing Water Repairs $421.48 $421.48 8 Providence City Annual Library forFY19 $4,688.00 $4,688.00 9 Rocky Mountain Power Electricity $102.22 $76.12 $24.91 $1,192.39 $4,253.04 $42.32 $5,691.00 10 Roto Rooter Soccer Porta Potty $100.00 $100.00 11 Salt Lake Valley Dodge 2019 Crew Truck $31,807.00 $31,807.00 12 Sam's Club Office Supplies $17.59 $17.59 13 Secure Instant Payments Monthly Billing Service $16.99 $16.98 $16.98 $50.95 14 Tennis & Track Co., Tennis Court CNew) $22,799.05 $22,799.05 15 Thomas Petroleum Fuel for City Vehicles $28.14 $28.16 $28.16 $28.16 $112.62 16 Thunder Mountain Bed Matt for Crew Truck $19.87 $19.87 $19.88 $19.88 $79.50 17 Verizon Wireless Monthly City Cell Phones $55.55 $55.55 $55.56 $166.66 18 Watkin's Printing Banners & Vinyl Lettering - J r /.Ur" 3 > TT n* M • C' $34.84 $34.84 $146.70 19 20 21 JULYS 22 Cache Valley Fire Protection Fire Hxtinquisher Check $214.00 $214.00 23 Caselle, Inc. Monthly Service Fee $91.69 $91.66 $91.65 $275.00 24 City of Logan 2019 Cache Water Fair $963.61 $963.61 25 Codalc Electric Street Repairs Maint. $150.22 $150.22 26 Elaine Thatcher Apple Days $218.45 $218.45 27 Freedom Mailing Monthly Billing Service $144.41 $48.14 $48.14 $240.69 28 Reed Durham Pavilion Refund $25.00 $25.00 29 Robert Kidd Pavilion Refund $50.00 $50.00 30 Thurcon. Inc. Road Repairs $272.00 $272.00 31 Todd Ra.smussen Deliver)' of Newsletter $130.00 $130.00 32 Utah Municipal Clerks Association Annual Recorder Membership $100.00 $100.00 33 Xerox Monthly Copier Fee $57.70 $57.70 34 35 36 37 38 39 40 41 42 43 44 45 46 Page 1 SubTotals $32,852.54 $23,288.66 $24.91 $4,906.45 $2,937.07 $5,184.32 $552.85 $69,746.80 Page I Total Amount to be Paid $69,746.80 River Heights City Finandal Summary July 09,2019 05/31/19 06/30/19 Net Change % of Total General Fund 234,393.54 237,059.85 2,666.31 13.99% Capital Projects Fund 118,697.28 (57,693.13) (176,390.41) -3.40% Water Fund 612,054.60 621,832.71 9,778.11 36.70% Sewer Fund 888,307.44 893,214.18 4,906.74 52.72% Total Cash Balance 1,853.452.86 1,694,413.61 (159,039.25) 100.00% %0f %0f Unexpended Budget Time YTD Actual Annual Budget Budget Incurred Incurred General Fund . ^ V Revenue 789,510.12 807,800.00 18,289.88 97.74% 100.00% Expenditures Administrative 123,864.18 164,060.00 40,195.82 75.50% 100.00% Office 16,093.54 18,270.00 2,176.46 88.09% 100.00% Community Affairs 9,233.46 19,750.00 10,516.54 46.75% 100.00% Planning & Zoning 4,113.73 8,470.00 4,356.27 48.57% 100.00% Public Safety 83,908.24 86,400.00 2,491.76 97.12% 100.00% Roads 92,851.06 103,500.00 10,648.94 89.71% 100.00% Parks & Recreation 59,701.72 92,050.00 32,348;28 64.86% 100.00% Sanitation 170,620.24 150,000.00 (20,620.24) 113.75% 100.00% Transfer To CP Fund 120,000.00 220,000.00 100,000.00 54.55% Total Expenditures 680,386.17 862,500.00 182,113.83 78.89% 100.00% Net Revenue Over Expenditures 109,123.95 (54,700.00) (163,823.95) Capital Projects Fund Revenue 1,944.91 2,000.00 55.09 100.00% Reimbursement Income 30,000.00 30,000.00 - Transfer From General Fund 120,000.00 220,000.00 100,000.00 Expenditures Administrative - _ 100.00% Parks & Recreation 149,065.95 199,000.00 49,934.05 100.00% Roads 323,422.21 344,000.00 20,577.79 100.00% - - - 100.00% Total Expenditures 472,488.16 543,000.00 70,511.84 100.00% Net Revenue Over Expenditures (320,543.25) (291,000.00) 29,543.25 Water Fund Revenue 354,762.39 363,550.00 8,787.61 97.58% 100.00% Expenditures 190,783.12 233,650.00 42,866.88 81.65% 100.00% Net Revenue Over Expenditures 163,979.27 129,900.00 (34,079.27) \ Sewer Fund Revenue 303,712.25 269,000.00 (34,712.25) 112.90% 100.00% Expenditures 270,768.40 277,300.00 6,531.60 97.64% 100.00% Net Revenue Over Expenditures 32,943.85 (8,300.00) (41,243.85) Combined •All Funds Net Revenue Over Expenditures - Combined (14,496.18) (224,100.00) (209,603:82)  RIVER HEIGHTS CITY COMBINED CASH INVESTMENT JUNE 30,2019 COMBINED CASH ACCOUNTS 01-1010 CHECKING - GENERAL 372.670.98 01-1020 PTIF 1,181,178.81 01-1025 ZION'S SAVINGS 140.563.82 TOTAL COMBINED CASH 1.694,413.61 01-1000 CASHALLOCATEDTOOTHERFUNDS ( 1.694.413.61) TOTAL UNALLOCATED CASH .00 CASH ALLOCATION RECONCILIATION 10 ALLOCATION TO GENERAL FUND 237.059.85 40 ALLOCATION TO CAPITAL PROJECTS FUND ( 57,693.13) 51 ALLOCATION TO WATER FUND 621,832.71 52 ALLOCATION TO SEWER FUND 893,214.18 TOTALALLOCATIONS TO OTHER FUNDS 1,694.413.61 ALLOCATION FROM COMBINED CASH FUND-01-1000 ( 1,694,413.61) ZERO PROOF IF ALLOCATIONS BALANCE .00 FOR ADMINISTRATION USE ONLY 100 % OFTHE FISCAL YEAR HAS ELAPSED 07/06/2019 12:27AM PAGE;1 r  connect with Cache Valley with community growth "CVTD has allowed me to go The majority [60%] of Cache to school, work, and play, and County voters want expanded is always a reliable option,even bus service to areas where the when 1 can use a car. Highly new Jobs are. recommend." -ZakiahJ. with economic return with accessibility CVTD returns $5 to the com "If I wasn't working as a munity for every $1 invested. person with a disability, I CVTD can save riders nearly would probably be on state $10,000 annually by owning and federal assistance. CVTD one less car and riding the bus. liberates me." - Gordon R. with safety L security with cleaner air t? "I can trust CVTD to safely get 80% of Cache County voters my child to school or other believe CVTD reduces air pol activities without having to lution. Public transit produces rearrange my day to make it nearly 33% less greenhouse happen." - Tyler W. gas than single occupancy vehicles. with what matters most ^ CVTD connects our commu nity to the things that matter Connect with your CVTD Board Member: most; education, occupations, community events, medical care and much more. rpondra@yahoo.com connect with the people and places that matter most  by the numbers Economics Environment For every $1 spent on USttJ Average number of riders on a transit •fSj•!^ over $5 is returned to bus verses a private the community auto: 10 vs 1.6 Property values Cache Valley is 1st in perform 42% Utah to meet EPA better near public clean air determination transportation In 12 years Service Safety 82% of voters Nearly 2/3 of weekly believe parents can riders use-^OT rely on-^WI7to safely 5-6X a week transport their kids. Compared to 6 peer Traveling by public systems, provides transit is 10X safer 3X more service at per mile than traveling below average cost by automobile appBiBBe Voter iieniinients Satisfaction ratings of Active voters have an voters who nde-d/W favorabllity Timeliness 95% rating for-^SWI7 Safety 96% Drivers 97%  connect with the people and places that matter most Phase I • Telephone app will instantly tell you: o When bus will arrive o Will plot route ■ i.e. River Heights to hospital ■ How long? ■ Which buses ■ Arrival predictions for any bus/route • Extend service hours 1 I P a ge  connect with the people and places that matter most Phase II • "Boomerang" Route o In response to customer's needs o From N. to S. Walmart o Four buses to start o 30 minute proposed frequency ■ River Heights, Nibley, N. Logan will be bused to a stop on Boomerang route o Buses, frequency, stops are scalable o 2-8 months to implement o Avon and Cornish will not be affected 2I Pa ge  connect with the people and places that matter most General • No existing routes will change • Community support maintained o Pumpkin Walk o Summerfest o Cache County Fair • Current Capital Projects o Four buses delivered in June ■ Full-sized, $430,000 each ■ Idaho Department of Environmental Quality purchased one bus o Addressing with USU safety issues at 700 N. and 850 E.(major student crosswalk) • Software to support phone app 3I Page  connect with the people and places that matter most Summary Costs Extended County Hours $ 150,000 Dispatching software $ 25,000 Improved mobile app Staff time Lifeline Voucher program $ 25,000 Community events $ 20,000 Boomerang — 30 minute frequency S 675.000 Total $ 895,000 Factors to consider • Potential recession in 2020 • Revenues could drop by 10%($500,000) • Fuel • Market shifts with wages Cost Feasibility Calendar Year 2018 Revenue $7.03m Expenses $5.68m Net Equity Gain $1.36m 4I Page  ORDINANCENO.3-2019 AN ORDINANCE PROVIDING FOR THE COMPENSATION OF ELECTED AND STATUTORY OFFICERS OF RIVER HEIGHTS CITY NOW,THEREFORE,BE IT ORDAINED BY THE RIVER HEIGHTS CITY COUNCIL THAT: 1. Repealer. All previous salary of compensation ordinances regarding elected and statutory officers hereby are repealed. 2. Compensation. The monthly compensation of the elected and statutory officers shall be as follows: Mayor $600.00 Council members 400.00 Council member over zoning 500.00 Finance Director 600.00 Treasurer 21.00/hr Recorder 23.87/hr Zoning Adiiiiiii^ialui" 250.00 3. Payment. The treasurer shall pay each elected official and the Finance Director monthly. All other statutory officers will be paid bi-weekly. Payments will be by automatic deposit or by delivery ofa check drawn on the municipal checking account. 4. Per Diem. Each member of the governing body shall receive mileage and per diem for all trips approved by the goveming body according to the schedules adopted by the Utah Department ofFinance. 3. Effective Date: July 1,2019 Adopted this 9^^ day of July, 2019. Todd A Rasmussen, Mayor Attest: V Sheila Lind, Recorder  RESOLUTION 3-2019 A RESOLUTION TO DECLARE THE RIVER HEIGHTS CITY LOPERTY AT 443 SOUTH 500 EAST AS SURPLUS BE IT RESOLVED by the Municipal Council ofthe City of River Heights, Utah that: THE PROPERTY OWNED BY RIVER HEIGHTSjCITY AT 443 SOUTH 500 EAST BE DECLARED AS SURPLUS. PASSED BY THE RIVER HEIGHTS M^ICIPAL COUNCIL,STATE OF UTAH,THIS 9™ DAY OF JULY 2019. Todd A Rasmussen, Mayor Attest: Sheila Lind, Rec>  RESOLUTION 4-2019 A RESOLUTION TO UPDATE PURCHASING AND EXPENDITURE PROCEDURES WHEREAS, River Heights City needs to maintain control and appropriate fiscal res^0nsibillty with city funds; THEREFORE,the following procedure will be followed; 1. All expenses will be written up on a work order approval fptw, which will need to be approved by the appropriate city council member(whc^ budget it falls under) prior to obligating the city or expending the funds. 2. It is the responsibility of the city council memberjxf check their box on a regular basis to facilitate this process. 3. All expenses over $10,000 must have comp^tive bids submitted before approval. Three separate bids are required where possible. 4. In an emergency, the process describ^above may be waived. 5. Sole source justification is permittee Passed and approveeTthis 9^^ day of July, 2019 Todd A. Ra^ussen, Mayor )heila Lind, Recorder  RIVER HEIGHTS CITY ACCOUNTING PROCESSES,jPOLIglES!AND PROCEDURES For the fiscal yoar 1 July 10 30 June j4 E^ctive Jiill 2019| ' Billing Process When a new account is opened, Hhe'customer is char^ city dork charges a $100 deposit (which is applied to the utility bill after 2 years, if the account is current and the customer has a good payment history) and enters the customer's choice of garbage can size, type, and number into the Utility Billing program.designed by Caselle. The monthly rates for water,' sewer, 911, and storm water charges are set in the Utility Billing program (for fiscal year 2010 2011 theso monthly ratog are as follows: water $32.75; sewer $19.05; 911 $2.00 and storm water $3.00)j^for fisc^ ye^2019-2020 these onthly rates are as follows: water $29.75; sewer $38.10; 9l 1 $3.00 and storm water; loo)] ^ ^ The rate for garbage io determined by the garbage,can aizo, ly^e, and number of cons and is entered into the Utilit>^ Billing program for each account by the city cleric. The following fearbage c^ rates are presently in use and changed when Logan City changes their fees: gdlon black r > ^ 90 galldn black $14.25 Recycling ' Greehwaste h $1 is added to these rates to go towards Cache County 911 radios] Service ^ ^ Monthlv.Gest —^—60 Gal Blaclc/90 Gal Blue (if black can was not in Qor\ico prior to April *06) m $3 mm 90 Gal Black^90 Gal Blue $11.25^' $3 ^ $17.25 Two 90 Gal Blaclc/Ono 90 Gal Blue $28.50 $3 ^ $31.50 Two 90 Gal Blaclc/Two 90 Gal Blue $28.50 $6 $3150 One 60 Gal Black $12.00 One 90 Gal Black $1125 Water meters are read monthly. The basic monthly charge for water bovefj is for up to 8,333 gallons per month. The following rates for excess water usage were adopted by the City Council effective July 1, 2008: 8,333 to 16,665 gallons — $0.50 per 1,000 gallons 16,666 to 24,998 gallons ~ $0.55 per 1,000 gallons 24,999 to 33,331 gallons -- $0.75 per 1,000 gallons Over 33,332 gallons — $0.95 per 1,000 gallons When a resident moves out, the city clerk prorates the bill based on the number of days left in the billing cyclej the resident lived in the cit^^ Utility bills are generated on the last first day ofeach month and mailed out within 5 days. Sills cover the prior month's semces] Cash Receipts Process Payments are received by mail, bnlmej, drop box or in person at the city office, in the form ofcheck, cash, money order or credit/debit card. All mail and drop box envelopes are opened by the city recorder or bookkeeper. All payments received in the form of check, cash or money order are stored in a locked, fire proof file cabinet until deposited. When cash payments are made,the person making the payment is either given a receipt or had a PAID stamp placed on his/her portion of the bill. The payments received are retrieved from the file cabinet twice a week and recorded using the Cash Receipting program designed by Caselle. The person recording the receipts generates a report fi^om the program that describes the accounts credited and payments received. Then he/she reconciles the money on hand with the report and updates the record of utility payments by residents using the Utility Billing program. The person then prepares a deposit slip for cash received and lakes it to the bank malces the deposit (usually Monday and Thursday). Checks are deposited digitally in the City Office. The city clerk or city treasurer then enters the deposit into Quickbooks by lodger account number. At the end of each month, a summary, listing all ofthe deposits by accounts is generated for the Treasurer's use in balancing the bank deposits and sent to the cit>^'s accountant. The Utah State Treasurer makes monthly deposits directly to the city's bank account for Sales and Municipal Franchise taxes. Accounts Receivable Procedures Evor>^ two months r Residents are billed an amount that corresponds to the services for which they have contracted. These amounts are recorded as accounts receivable until they are paid. The city considers an account delinquent if the resident fails to pay the amount due by the 25^'' ofthe month duo date (usuall)^ 30 days after the date ofthe billing statement). At the beginning of each billing period, a Delinquent Report file is printed using the Caselle program. If an account has not been paid by the next billing period, afm^ Helihquenj notice of past due amount is Inailed sont with tho current bill. This notice states that the customer must make payment ofthe delinquent bill within 5 days or the city fell begin Ihe disconnect Procedure shut off utility sorvicoQ on the 7th day of receiving the final netiec. If payment is still not received within 5 daysj a doorhanger is delivered stating the water vyill b^Tshht off in 2.day^ te-^^ater is shut off 2 da^^s later, jf payment is not received bn the second day,the water is shut offj If a customer is unable to pay the delinquent utilities, he/she has the right to receive continuing utilities service through repayment ofthe past due amount ^f a payment plan i devised and folloWed unde^^ Deferred Payment Agreement, jfthe water is disconnecte due to non-payment,if wonT be turned-back- on untifthe account has been brought purrent. Tho customer,together with tho City Clerk, shall create a Deferred Payment Plan to cure any delinquency subject to the following terms: a:—For past duo amounts under $300,the Plan shall divide the past duo amount into equal portions. A portion of the amount past duo shall bo added to the regularly occurring future aomi monthly charges and repaid over a period of time not to exceed 6 months. b:—For past due amounts of$300 or more, the Plan shall divide tho past due amount into equal portionG. A portion of tho amount past due shall be added to tho regularly occurring future semi monthly charges, and repaid over a period oftime not to exceed 12 months. ' c. Tho past due balance carried under a Deferred Payment Plan will accrue interest at tho rate of 1.5°'o per month, d. At tho time of creation of tho Deferred Payment Plan, tho customer shall malce tho first pa>Tnont under the plan. e-.—There is no penalty for early ropa^inont of the past due amount. &.—The Deferred Payment Plan shall bo in WTitton form,signed and dated by the customer and the City Clerk. The Customer shall receive a copy ofthe Plan and tho original shall remain on file at tho City offices. g:—Any breach or late payment under tho Deferred Payment Plan shall cause tho Customer's Utilit}^ Service account to revert to delinquent status, at which time tho City may terminate Utilities Soivice immediately.  h. After broach of tho plan and, if disconnect or termination of Utilities Semco occurs, the City may olcct not to roconnoct somcos until tho CustomQr payij in full tho past duo amount and an additional Supplemental Security Deposit in an amount equal to 2 timo tho average monthly Utilities Sondco for tho account, A reconnection fee of$25 shall be charged to any customer that has had utilities services terminated resulting from nonpayment of past due bills. Subsequent reconnection fees are[$50j double in cost for each rocuacnce (e.g., 2**^ reconnect fee ~ $50, 3*^ ~ $100, -$200, etc.) If a person moves out without paying his/her utility bill, efforts are made to contact him/her to collect the ^ount owed. (If'the person was a renter^ the city turns to the jahdlord for coIl€^6ti6hj') Ifthe-efforts to contact the person are unsuccessful, the amount due is filed with small claims court. If this isn't effective, the account is written off to bad debts after receiving approval from the city council. Cash Disbursements Process Invoices received are given to the city treasurer or placed in her in-box. The treasurer then reviews the invoice for accuracy. Those that are routine payments,such as utility, Logan City, or insurance, etc, are processed for payment by preparing checks for signature. Those that are not routine payments are placed in councilmember's in-boxes for their approval before preparing checks for signature. When the checks are prepared, an account number is placed on the check stub. A sheet of all proposed payments is prepared which lists the payments by the department to be charged. This list of proposed payments is presented to the city council for approval at the city council meeting twice each month. After approval by the city council, the checks are signed by the mayor and treasurer, and mailed by the treasurer. The treasurer then writes the check number and date paid on the paid invoices and files them by alphabet. At the end ofeach month, the check stubs are given to the city's accountant who prepares the monthly financial statements. ACCOUNTING POLICIES Capitalization and Depreciation Policies For all equipment and infrastructure purchases, such as roads, sidewalks, water lines, sewer lines, etc., any project with a cumulative cost oJ $1;000 or more shall be capitalized and depreciated^ useful life. jKiSCTi^a^lmll|l)^^^FdnnlKe^era5vS@| Purchasing Policies and Procedures The City Cleric and City Treasurer are authorized to purchase any goods and/or services necessary to support their functions not to exceed $500. The invoices for these goods and services are approved by the City Coimcil before payment. The Public Works Supervisor is authorized to purchase any materials and/or services necessary to repair or maintain the city's infrastructure, the water system, and/or the sewer system not to exceed $1,000. The invoices for these goods and services are approved by the City Council before payment. For amounts exceeding $500 for the office and $1,000 for other purchases, a purchase requisition must be signed by the mayor or city coimcilperson assigned to the appropriate area of responsibility before a purchase commitment can be made. When a project's requirements aggregate more than the limits listed above, it shall not be broken down into several purchases of less than the limits listed. When a purchase requisition is required, the mayor or city councilperson responsible for the appropriate area shall complete a requisition containing the following information: 1. The name of the vendor, 2. Shipping instructions, 3. The department to be charged, 4. The item number, the quantity, the general ledger account number to be charged, the description, the unit price, the line total (extended cost per item), shipping/other cost, and the total cost ofthe requisition. Recurring type charges, such as utility bills and postage-stamped envelopes, plus charges resulting from a contract are exempted from the requisition process. Th^purchase requisition is submitted to the city-efek-who will prepare a purchase order, with the appropriate information. The purchase order will then be submitted to the City- ■Council for approval prior to submitting it to the vendor. The invoices for these goods and/or services will-also-be approved by the City Council before payment. Any project with an expected cost <^$-25,00Q^Anore^which is not GupGr\i3cd by city- ■efl;iploycc(5)^is required to be submitted for bids. A request for proposal is made to 3 or more suppliers^or contractors and the City Council decides which proposal to accept. Lh