City Council

River Heights City COUNCIL MEETING AGENDA Tuesday,January 14,2020 Notice is hereby given that the River Heights Cit>' 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 (Thatcher) and Pledge of Allegiance (Wright) Adoption of Previous Minutes and Agenda Reports and Approval of Payments(Mayor, Council. StafO Public Comment Appointment of Cit>' Recorder and Treasurer Discuss Council Member Assignments Discuss and Approve Changes to City Meeting Schedules Appoint a Planning Commission Member to Replace Chris Milbank Discuss City Building Rental Policy Discuss Raising Sewer Rates to $48.10 Beginning Febniaiy 1 Adjourn Posted this 9^ day ofJanuary 2020 Sheila Lind, Recorder Attachments for this meeting and drafts of previous meeting minutes can be found on the State's Public Notice Website (pmn.uiah.gov). In compliance with the American Disabilities Act. individuals needing special accommodations(including auxiliary communicative aids and serv ices) during this meeting should notify Sheila Lind,(435)770-2061 at least 24 hours before the meeting. 520 South 500 East River Heights, Utah 84321 Phone 8c Fax (435) 752-2646  River Heights City 3 Council Meeting 4 5 January 14, 2020 6 7 8 Present: Mayor Todd Rasmussen 9 Council members: Doug Clausen 10 Sharlie Gallup 11 Chris Milbank 12 Blake Wright 13 14 Recorder Sheila Lind 15 Public Works Director Clayten Nelson 16 Treasurer Wendy Wilker 17 18 Excused: Councilmember Elaine Thatcher 19 Finance Director Cliff Grover 20 21 Others Present: James Brackner, Luke Diamond, Journalism Student, 22 Heather Lehnig, Cindy Schaub 25 The following motions were made during the meeting: 26 27 Motion #1 28 Councilmember Clausen moved to "adopt the minutes ofthe council meeting of December 10, 29 2019 and the evening's agenda." Councilmember Wright seconded the motion, which passed with 30 Clausen, Gallup, Milbank, and Wright in favor. No one opposed. Thatcher was absent. 31 32 Motion #2 33 Councilmember Clausen moved to "pay the bills as listed." Councilmember Wright seconded 34 the motion, which passed with Clausen, Gallup, Milbank, and Wright in favor. No one opposed. 35 Thatcher was absent. 36 37 Motion #3 38 Councilmember Clausen moved to "approve the councilmember assignments as noted." 39 Councilmember Gallup seconded the motion, which carried with Clausen, Gallup, Milbank and Wright 40 in favor. No one opposed. Thatcher was absent. 41 42 43 Proceedings of the Meeting: 44 The River Heights City Council met at 6:30 p.m. in the Ervin R. Crosbie Council Chambers in the River Heights City Building on Tuesday, January 14,2020 for their regular council meeting. :£x3 gtrtsfiitsceaBBBiMeetiBsdittSfi: ztiml ± 520 South 500 East River Heights, Utah 84321 Phone & Fax(435)752-2646 47 Opening Remarks and Pledge of Allegiance: Mayor Rasmussen opened the meeting with some 48 information for the new councilmembers. He said he likes to be upfront and honest. He is always 49 willing to talk and take advice. He reminded that the policies they decide on are not only for the 50 current residents, but the future ones as well. Councilmember Wright led the group in the Pledge of 51 Allegiance. 52 Adoption ofPrevious Minutes and Agenda: Minutes for the December 10, 2019 meeting were 53 reviewed. 54 Councilmember Clausen moved to ^^adopt the minutes of the council meeting of 55 December 10,2019 and the evening's agenda." Councilmember Wright seconded the motion, 56 which passed with Clausen, Gallup, Milbank,and Wright in favor. No one opposed. Thatcher 57 was absent. 58 Reports and Approval ofPavments CMavor. Council. Staff): 59 Public Works Director Nelson 60 • They have fixed a water leak on 350 South, which they will fight all winter. They can't patch it 61 because ofthe snow, but have filled it in. They will block offthis section of road through the 62 winter. Discussion was held on the number ofleaks on this line. Mr. Nelson said the pipe is 63 ductile iron, which is good. He's not sure if it's a bad batch. While digging this time, they 64 found the groundwater is level with the pipe, which may have something to do with the 65 frequency ofleaks. 66 • He has a meeting set up with Engineer Rasmussen on Thursday to discuss possible shop 67 options in the Old School. They will also meet with a developer who wants to discuss sewer 68 installation at a property located at 800 South 600 East. They will also discuss the 400 South 69 road projeet, which is ready to go out for bid, except for dividing it into smaller projects. 70 • Councilmember Wright asked about plans for the Old School. Mayor Rasmussen said they are 71 looking at options for a shop. He also needs to get with the Opera Company to inform them 72 they need to start moving their stuff out ofthe Old Church. He would like to offer them use of 73 one ofthe rooms in the Old School, which they would rent, to help offset the utility costs. 74 Councilmember Clausen informed they have set aside money for a shop on the capital 75 expenditures list. Mr. Wright had heard there is an audiologist in the Old School, who would 76 like to stay for another year. The school district has told Mayor Rasmussen that the building 77 will be vacated by the end of May. Mr. Nelson said he and Engineer Rasmussen will look at 78 the building structure to see if a shop is even possible. 79 80 Finance Director Grover was absent. 81 82 Treasurer Wilker 83 • She and FD Grover have finished up the W-2s and mailed them out. They are not yet finished 84 with the 1099s for the vendors. 85 • She asked to meet with new councilmembers Milbank and Gallup to go over their budgets and 86 the procedure for approving bills. They agreed to do this after the meeting. 87 • She asked Mayor Rasmussen to clarify who were listed as signers at the bank. Mr. Rasmussen 88 thought Councilmember Wright was still listed, as well as himself, Councilmember Clausen 89 and FD Grover. 90 • She presented and answered questions regarding the list of bills to be paid. River Heights City Council Meeting, 1/14/20  Councilmember Clausen moved to "pay the bills as listed." Councilmember Wright seconded the motion, which passed with Clausen, Gallup, Milbank,and Wright in favor. No one 93 opposed. Thatcher was absent. 94 95 Councilmember Thatcher was absent. 96 97 Councilmember Milbank 98 • He has met with past Councilmember Wilson to receive information about the parks. 99 • Mayor Rasmussen reminded council members that they can disseminate information during the 100 week by email, but they can't have discussions until open meetings. 101 102 Councilmember Clausen 103 • He asked Mayor Rasmussen ifthere were any proposals turned in for the Old Church. Mr. 104 Rasmussen said there was one from Tony Johnson, which the city attorney has looked over. He 105 will get the RFP out to the council for their review. They will either accept it or counter. Mr. 106 Johnson proposed a $200,000 purchase price, with a renovation into residential units. The 107 discussion will be on a fiiture agenda. 108 109 Councilmember Gallup didn't have anything. 110 111 Councilmember Wright 112 • The planning commission is nearing the end of the revisions to the general plan. He projected ~ they will hold a public hearing in about a month. He will have the draft reviewed by the city .A attorney and engineer before the hearing. After all the input has been received, the commission 115 will pass it to the council. He encouraged the council members to attend the commission 116 meetings to find out what is being proposed. 117 118 Recorder Lind didn't have anything 119 120 Mayor Rasmussen didn't have anything. 121 . 122 Public Comment: Jim Brackner asked if the city has had any feedback on how the proposed 123 tax law would affect River Heights City. Mayor Rasmussen said he will meet with House 124 Representative Casey Snider tomorrow and find out. 125 Appointment of City Recorder and Treasurer: Mayor Rasmussen appointed Sheila Lind to 126 continue as the city recorder and Wendy Wilker to continue as the city treasurer. Councilmember 127 Wright pointed out this is done to follow city code. The coimcil agreed to these appointments. 128 Discuss Council Member Assignments: Mayor Rasmussen announced the council assignments 129 as follows: 130 Blake Wright: Planning and Zoning 131 Sharlie Gallup: Community Affairs, Emergency Preparedness and Public Safety 132 Doug Clausen: Water and Sewer 133 Chris Milbank: Parks and Recreation 134 Elaine Thatcher: Roads, Sidewalks, Lighting and Storm Water River Heights City Council Meeting, 1/14/20 135 Councilmember Clausen offered to work with Councilmember Thatcher on roads. Mayor 136 Rasmussen stated they will all work together, but the one in charge will be responsible and over the 137 budget. 138 Councilmember Clausen moved to "approve the councilmember assignments as noted." 139 Councilmember Gallup seconded the motion, which carried with Clausen, Gallup, Milbank and 140 Wright in favor. No one opposed. Thatcher was absent. 141 Discuss and Approve Changes to Citv Meeting Schedules: Mayor Rasmussen proposed trading 142 meeting times with the planning commission since the County and other cities meet on the 2^^ and 4^^ 143 Tuesdays. He has run into issues with trying to make it to other meetings because of the conflict, 144 especially Cache County. He asked for other suggestions. No one had any. 145 The Council agreed to move their meetings to the and 3'"'' Tuesdays. The planning 146 commission will meet on the 2"^^ and 4*^ Tuesdays, starting in February. 147 Councilmember Wright reminded, since the meeting schedule is listed in the city code, it 148 requires a public hearing and adoption by ordinance. This will be held at the next meeting. 149 Appoint a Planning Commission Member to Replace Chris Milbank: Mayor Rasmussen 150 discussed the difficulty in choosing a new member when there are two good candidates. His faith has 151 a big influence on the way he makes these decisions. He suggested appointing Levi Roberts to serve 152 on the commission. The council was agreeable. Levi Roberts stated he has always been interested in 153 being involved with city government. His listed some of his qualifications, one of which is being a 154 certified planner. He also has a masters degree in regional planning. He's lived in River Heights for 3 155 years and would like to stay. 156 Mayor Rasmussen stated that Mr. Roberts would be taking over Chris Milbank's seat, which 157 expires in January of 2022. He reviewed that Cindy Schaub's term expired in 2019 and she has agreed 158 to another 5 years (2014). Lance Pitcher's term expired in 2020 and he is interested in staying until 159 2025. 160 Discuss Citv Building Rental Policv: Mayor Rasmussen informed there is a local scout troop 161 who need a place to have their meetings. He has told them they could use the city building. Some of 162 the scouts are from River Heights. He doesn't want to charge citizens of River Heights to use the 163 building. He has considered allowing residents and employees to use the building for free, as long as 164 it's available. He still agreed to requiring a deposit. He would also support a non-profit group using 165 the building, if they have a good cause. He, as the mayor, could make the determination. 166 Recorder Lind discussed the difficulty in answering questions from those wanting to rent the 167 building, when the rules may or may not apply to certain groups. 168 PWD Nelson said the reason for charging rental a fee is for them to unlock and lock the 169 building back up, which usually happens when they are on overtime. He wished the building were off 170 limits to rent at all. There are filing cabinets out downstairs and offices that could be broken in. 171 Commissioner Milbank suggested it could be available for free ifthe group wanted to use it 172 during the hours the office was open. After hours could require a fee. 173 Councilmember Clausen suggested giving Mayor Rasmussen power to override the agreement. 174 Councilmember Wright suggested the mayor could work with Councilmember Milbank outside of the 175 council meeting and bring their suggestions to the next meeting. 176 Discuss Raising Sewer Rates to $48.10 Beginning Februarv 1: Councilmember Clausen asked 177 for a discussion to gather other councilmember's opinions. Last year FD Grover notified him that the 178 sewer revenue was not keeping up with expenses. There is a plan in place to increase the rate by10% 179 each year to cover Logan's fees. It turns out that River Heights has more expenses than they had 180 realized. He handed out statistics, which covered 2017-2019 and pointed out the unpredictability of River Heights City Council Meeting, 1/14/20  the gallons used. He proposed a 20% increase this year and not a raise next year if the revenue is able to keep up. (The current rate is $38.10) In two years the five-year contract with Logan City will be up. 183 He would also like the whole sewer system inspected to find out if there are infiltration problems, 184 which they could address. 185 PWD Nelson ran some numbers and informed that a raise to $42.11 should cover the budget for 186 this year. He divided the total sewer budget by the number ofconnections. He informed, to camera 187 the system will cost about $40,000, which isn't in the budget. If they find infiltration, they will need to 188 decide how much they want to spend to fix the problem areas. Depending on the depth of the sewer 189 line, it may be cost prohibitive. 190 Councilmember Clausen expressed frustration with why the fluctuation in usage. PWD Nelson 191 explained that rain storms make a huge difference with output, due to sewer manholes and infiltration. 192 He said his water numbers and sewer usage numbers are comparable each month. 193 Mayor Rasmussen felt it would be prudent to look at the system and fix what they can. 194 It was discussed that currently, the sewer budget has a lot of money in it, but the water budget 195 is struggling. FD Grover has suggested trying to equal the two funds by, spending down the sewer 196 fund, and raising water rates, or transferring the sewer money to the water fund. Mr. Clausen would 197 like to check with the League to see what other cities have done. 198 Councilmember Milbank suggested charging residents for actual expenses. He liked the idea of 199 running a camera and taking care ofsome of the infiltration. Mr. Nelson explained they have run a 200 camera in certain areas over the years. He said it's a good idea to do the whole system every 6-7 years. 201 He pointed out that several other cities have installed their own sewer meters and they all coincided 202 with Logan's. Councilmember Wright said he'd like to advocate for the citizens and suggested raising the rate by half of the suggested raise and then some again next year. He supported the idea of getting the 205 system cameraed right away. 206 Mayor Rasmussen brought up another option, to spend down the sewer budget and not raise 207 rates. 208 Councilmember Milbank didn't like the idea of eating into the city's reserves. 209 Councilmember Wright said cities similar in size to River Heights, are generally not as fiscally 210 sound as our city. He would like to minimize the hit, but also believes citizens should pay for what it 211 costs the city. 212 They agreed to hold a public hearing to discuss and adopt a raise. 213 The meeting adjourned at 8:10 p.m. 214 215 216 217 ^ ' Sheila Lind, 2^ Iedd"A. Rasmussen, Mayor River Heights City Council Meeting, 1/14/20  River Heights City Bills To Be Paid 1/14/2020 Payee Description Admin. P&Z Parks/Rec Pub. Safety Com. Aff. Roads Water Sewer Total Bear River Health Water Coliform Testing $40.00 $40.00 2 City Of Logan Annual Fire Prevention $33,949.00 $33,949.00 3 I3aines & Jenkins Attorney Fees-Water Trmt. Grama, Ander: $930.00 $930.00 4 F-"reedom Mailing Bill Processing $143.77 $95.86 $239.63 5 Inlermountain TralTic Safety. Inc. Signs $891.52 $891.52 6 Petty Cash Miscellaneous Items 4/12/18 - 01/07/20 $52.08 $16.31 $22.50 $32.80 $14.00 $137.69 7 South Pork Hardware City Ofilce Repairs $51.59 $51.59 8 South Fork Hardware Office building repairs $13.26 $13.26 9 Thomas Petroleum Fuel Charges Fuel For City Vehicles $107.98 $107.99 $107.99 $107.99 $431.95 10 Xerox Copier Usage $27.38 $27.38 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 Page 1 SubTotals $1*218.08 $107.98 $33,949.00 $1631 $1,022.01 $276.65 $121.99 $36,712.02 Page 1 Total Amount to b< $36,712.02  River Heights City 520 South 500 East 435-752-2646 Building Use Policy Group Representative*: Phone # Address: Emaii: Reservation Date:** Hours:*** # of People: (40 max) *Must be at least 21 years old, a resident of River Heights and be present during the entire rental time. ** The building is NOT available for rent on Thanksgiving, December 24, 25, 31 or January 1. *** The building is availabie to rent between 8:00am and 9:30pm. Be specific on the hours you'd iike since someone wiil open and ciose the buiiding for you. River Heights City is dedicated to serving Its citizens and aiiowing them to use the City Buiiding. In order to maintain a secure and weii maintained facility the following Buiiding Use Policy has been established and must be followed. Deposits, Fees, and Cancellations • Buiiding use is for River Heights' residents wishing to use the buiiding for ersona even such as family gatherings, socials, or private dub meetings. • Deposit and fees not paid prior to 5 days before the reservation may result in forfeiture of the reservation. • A credit card deposit and rental fee will be required. • A cancellation less than 3 days before reservation may result in a forfeit of the rental fee. The deposit is stiii refundable. • The deposit may be returned within 10 days after the inspection verifies that no buiiding or property damage has occurred, that no City property is missing, there has been no violation of the rental agreement rules, and the facility is left clean and in orderly condition. River Heights City reserves the right to withhold all or part of the cleaning deposit for any violation of this rental agreement or for any costs incurred to the city. • Any damage over the deposit amount will be charged to your credit card. • Deposit refunds will be applied back to your credit card. You will receive a receipt by emaii. • Failure to be out of the building or facility on time may incur an additional fee, which will be withheld from your deposit or charged to your credit card. • Fees will be assessed as follows (credit card only): Deposit $100 Buiiding use fee: $ 50(first 5 hours) Additional Hours ' $ 25/hour October 2019 Building Use • No use or consumption of alcoholic beverages or illicit drugs will be permitted in or around the City Building. • Smoking is not permitted on City property. • Maximum Occupancy is 40 people. • (drganizatjo^^^ing the building must use only those areas for which pre-approval has been granted. • Organizations^e responsible to leave the building as clean and organized as when they found it. • A vacuum will be available in the kitchen, however, cleaners and rags will not be provided. • Children are welcome at the City Building but must be under the direct supervision of responsible adults at all times. • Trash must be disposed of and can be placed in the dumpster at the end of the driveway, east of the tennis courts. Extra liners will be provided in the bottom of the can. Lost or Stolen Property • The City of River Heights will not be responsible for the loss or damage of equipment, personal belongings, or other items owned or used by the organization using the building. • Items left for more than 60 days will be utilized or discarded as deemed proper by city staff. IN THE EVENT OF A BUILDING ISSUE CALL CLAYTEN NELSON AT 435-213-6948. I have read and agree to the terms and conditions listed in this policy. Failure to abide by this agreement will result In the loss of reserving privileges for the City Building in the future. I understand that River Heights City assumes no responsibility or liability for accidents or injuries arising from activities conducted at the City Building. 1 agree to pay for damages that occur to the facility, including costs exceeding the amount of the deposit. I have received a copy of the Building Renting Guidelines. Signature Date Staff Initials Office Use Only Rent Paid: Date: Deposit Paid: Date: Deposit Refund Amount: Date: r October 2019 'i : ^gan City Sewer Rates/Gallons for River Heights City ■ Sewer Treatmnnf Sewer Colleetiftn Pretreat Total Mill Gal/Mfh 1000 eal/mrh Rate/lQOn Treatment Fpp vl7 1000 eai/mth Rate/lQOn 5.0390 5,039,000 0.92 Collection Ppp >17 $4,635.88 5,039,000 6.4220 6,422,000 0.92 0.41 $2,065.99 S35.0fl Mar-17 7.0190 $5,908.24 6,422,000 S6,736.87 7,019,000 0.92 0.41 $2,633.02 56,457.48 $35.00 $8,576.26 Apr-17 8.1990 7,019,000 8,199,000 0.92 0.41 $2,877.79 $35.00 May-17 $7,543.08 $9,370.27 6.2120 6,212,000 8,199.000 0.41 0.92 $5,715.04 S3.361.59 $35.00 $10,939.67 Jun-17 5.3810 6,212.000 5,381,000 0.92 0.41 $2,546.92 Jui-17 $4,950.52 $35.00 $8,296.96 7.4500 7,450.000 5.381,000 0.41 S2.206.21 0.92 $6,854.00 $35.00 Aug-17 8.5110 7.450.000 $7,191.73 8,511,000 2.05 0.41 $3,054.50 $35.00 Sep-17 $17,447.55 $9,943.50 8.2950 8,295.000 2,05 8.511.000 0.41 $3,489.51 Oct-17 $17,004.75 $35.00 $20,972.06 8.1980 8,198,000 2.05 8,295,000 0.27 $2,239.65 $16,805.90 $35.00 $19,279.40 Nov-17 6.2580 8.198.000 6,258.000 2.05 0.27 $2,213.46 $35.00 Dec-17 $12,828.90 $19,054.36 5.9790 5.979,000 6.258.000 0.27 2.05 $12,256.95 $1,689.66 S3S.00 Jan-18 6.1030 $14,553.56 6.103,000 5,979,000 0.27 2.05 $12,511.15 $1,614.33 $35.00 $13,906.28 Feb-18 6.1290 6,103.000 6,129.000 2.05 0.27 $1,647.81 S35.00 Mar-18 $12,564.45 $14,193.96 5.3260 5,326,000 6,129.000 0.27 2.05 $10,918.30 $1,654,83 $35.00 $14,254.28 Apr-18 6.7770 5.326,000 6.777,000 2.05 0.27 $1,438.02 $35.00 May-18 $13,892.85 $12,391.32 6.3370 6.337,000 6,777,000 0.27 2.05 $12,990.85 $1,829.79 $35.00 $15,757.64 Jun-18 6.7970 6,337,000 6.797,000 2.05 0.27 $1,710.99 $35.00 Jul-18 $13,933.85 $14,736.84 5.4040 5.404,000 2.05 6,797,000 0.27 $1,835.19 $11,078.20 $35.00 $15,804.04 Aug-18 5.0270 5,404,000 5,027,000 2.26 0.27 $1,459.08 $35.00 Sep-18 $11,361.02 $12,572.28 4.7600 4,760.000 5.027,000 0.27 2.26 $10,757.50 $1,357.29 $35.00 $12,753.31 Oct-18 4.5570 4,760.000 4,567.000 2.26 0.27 $1,285.20 $10,321.42 $35.00 $12,077.80 Nov-18 4.2550 4,567.000 0.27 4.256.000 2.25 $1,233.09 $35.00 Dec-18 S9.618.56 $11,589.51 3.7730 3.773,000 4,256,000 0.27 2.26 $8,526.98 $1,149.12 $35.00 $10,802.68 Jan-19 5.6270 3,773,000 5.627,000 2.26 0.27 $1,018.71 $35.00 Feb-19 $12,717.02 $9,580.69 5.6680 5,668.000 5,627,000 0.27 2.26 $12,809.68 Sl.519.29 $35.00 $14,271,31 Mar-19 5.7550 5,668,000 5.755,000 2.26 0.27 $1,530.36 $35.00 Apr-19 $13,006.30 $14,375.04 6.6080 6.608.000 5,755,000 0,27 2.26 $14,934.08 $1,553.85 $35.00 May-19 6.7450 6,608,000 $14,595.15 6,745,000 2.26 0.27 $1,784.16 $35.00 L9 $15,243.70 $16,753.24 6.1300 6,130,000 6,745,000 0.27 2.26 $13,853.80 Sl.821.15 $35.00 $17,099.85 .9 4.7030 6,130,000 4,703,000 2.26 0.27 $1,655.10 $35.00 AUg-19 $10,628.78 $15,543.90 4.8780 4,878,000 4,703,000 0.27 2.48 $12,097.44 $1,269.81 $35.00 Sll.933.59 Sep-19 4.7300 4,878,000 4,730,000 2.48 0.27 $1,317.06 $35.00 Oct-19 $11,730.40 $13,449.50 4.6820 4.682,000 4,730,000 0.27 2.48 $11,611.36 $1,277.10 $35.00 $13,042.50 Nov-19 4.1350 4.682,000 4,136,000 2.48 0.27 $1,264.14 $35.00 Oec-19 $10,257.28 $12,910.50 3.6470 3.647,000 4,136,000 0.27 2.48 $9,044.56 Sl.116.72 S35.00 SH.409.X 3,647.0<X1 0.27 $984.69 $35.00 $10,064.25 Totals __273^^ 273,580,000 — — ?iS^JP176 ^.58 273.5^,000' - —- $90.146.50 $1,680.00 $553,732.26 NotetheSewerCollectionshould 'Valley beS0.27/lOOOaaifrtr Wide increase in Flow starting in Apr-17 ii,I 'n K.» v,. ^ "$0.41/1000 gal