City Council

River Heights City River Heights City Council Agenda Tuesday, August 6, 2024 Notice is hereby given that the River Heights City Council will hold their regular meeting at 6:30 p.m., anchored from the River Heights City Office Building at 520 S 500 E. Attendance can be in person or through Zoom. Pledge of Allegiance Opening Thought (Mathews) Adoption of Previous Minutes and Agenda Reports and Approval of Payments and Purchase Orders (Mayor, Council, Staff) Public Comment Determine Park Use Fee for Chaiya Wimber’s Fail Event Budget Discussion General Discussion on Property Tax Rates, Water Rates, and Sewer Rates Adjourn Posted Sheila Lind, Recorder Zoom Link; https://us02web.zoom.us/i/84085349093 Attachments for this meeting and previous meeting minutes can be found on the State's Public Notice Website (pmn.utah.gov) and at riverheights.org. In compliance with the American Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Sheila Lind, (435) 770-2061 at least 24 hours before the meeting 520 South 500 East River Heights, Utah 8432! Phone & Fax (435) 752-2646  River Heights City 1 3 Council Meeting 4 August 6, 2024 5 6 7 Present: Mayor Jason Thompson 8 Council members: Lana Hanover 9 Janet Mathews 10 Chris Milbank 11 Lance Pitcher 12 Blake Wright 13 14 Public Works Director Clayten Nelson 15 Recorder Sheila Lind 16 Treasurer Michelle Jensen, electronic 17 18 Others Present: Chaiya Wimber, Noel Cooley, Brittany Cascio, Bryan Cascio 19 (electronic) 20 21 22 The following motions were made during the meeting: Motion #1 25 Councilmember Hanover moved to "adopt the minutes of the council meeting of July 16, 2024, 26 and the evening's agenda." Councilmember Mathews seconded the motion, which passed with Hanover, 27 Mathews, Milbank, Pitcher, and Wright In favor. No one opposed. 28 29 Motion #2 30 Councilmember Wright moved to "approve three purchase orders: 1) Beazer Lock and Key in the 31 amount of $2,681.74 for keycard locks at the old school, 2) Miller Company in the amount of $ 3,480.00 32 for 120 yards of wood chips for Ryan's Place Park, and 3) Total Tree Care In the amount of $3,526.00 for 33 tree removal. Councilmember Hanover seconded the motion, which carried with Hanover, Mathews, 34 Milbank, Pitcher, and Wright in favor. No one opposed. 35 36 Motion #3 37 Councilmember Milbank moved to "approve the list of bills to be paid, excluding payment to 38 Cache County for animal control and law enforcement." Councilmember Pitcher seconded the motion, 39 which carried with Hanover, Mathews, Milbank, Pitcher, and Wright in favor. No one opposed. 40 41 Motion #4 42 Councilmember Wright moved to "charge Chaiya Wimber $100 to use the park and a $200 43 refundable deposit." Councilmember Hanover seconded the motion which carried with Hanover, 44 Mathews, Milbank, and Wright in favor. Pitcher opposed. No one was absent. TnVSrn6I2TTT^OT7TOnHnH7r5BTTH5^7B^*r T 520 South 500 East River Heights, Utah 84321 Phone & Fax (435) 752-2646 46 Proceedings of the Meeting: 47 48 The River Heights City Council met at 6:30 p.m. In the Ervin R. Crosbie Council Chambers in the 49 River Heights City Building on Tuesday, August 6, 2024, for their regular council meeting. 50 Pledge of Allegiance and Opening Thought: Counciimember Mathews opened the meeting with a 51 thought. 52 Adoption of Previous Minutes and Agenda: Minutes for the July 16, 2024, meeting were 53 reviewed. 54 Counciimember Hanover moved to "'adopt the minutes of the council meeting of July 16,2024, 55 and the evening's agenda." Counciimember Mathews seconded the motion, which passed with 56 Hanover, Mathews, Milbank, Pitcher, and Wright in favor. No one opposed. 57 Reports and Approval of Payments (Mayor. Council. Staff): 58 Recorder Lind 59 • She asked for a councilperson to volunteer to oversee the council's water booth at Apple Days in 60 the gazebo and explained what needed to be done. Counciimember Wright agreed. 61 Counciimember Hanover 62 • She had signed up for an emergency preparedness conference which was being held in Salt Lake 63 on September 11 & 12. She noted that anyone else who wanted to come was Invited. 64 Counciimember Wright informed that the city had updated their ordinance a few years ago to 65 reflect FEMAs changes. He also noticed that FEMA was updating their maps again and suggested 66 Ms. Hanover work with the city engineer to see if River Heights had any changes that needed to 67 be made. The mayor said he would forward the email he got about the map update to Ms. 68 Hanover. 69 Counciimember Pitcher 70 • Road seal coats were finished. The roads which were chipped would be swept sometime this 71 week. 72 • He asked for a future discussion on Riverdale Avenue, to get citizen input. He would like to get a 73 final word on what the city's part is in maintaining the road. The mayor said he would begin 74 talking with residents in the area about it. 75 Mayor Thompson 76 • He explained he had been working on a proforma for the old school to come up with an estimated 77 rate for rent, along with CAMS (shared area maintenance costs, such as utilities, snow removal, 78 building cleaning) costs. He needed to nail down a couple more Items and then he would get it 79 out to the council members for their review. He suggested they may need to take a step back on 80 their goals for allowing citizens to rent out the gym. The city would be better off to receive rent 81 for this area. His goal was to have tenants In by October 1. He was still waiting for the contract 82 from the city attorney. 83 Counciimember Mathews 84 • The 800 South sewer project should go out to bid in the next week. 85 Counciimember Milbank 86 • The Heber Olson Park Pavilion was projected to be built by August 15 (minus the concrete floor). 87 The footings were installed. Additional concrete was added to the bid. He found out that last 88 years and this year's population grants had not been spent yet. He'd like to use the $12,000 from 89 these grants to help offset the extra concrete. River Heights City Council Meeting, 8/6/24 2 c\r\ • The new Stewart Hill area park was coming along. Topsoil was being spread to prepare for sprinkler installation. 92 • He asked for the status of the rezone request on the property east of the church. The mayor said 93 Heritage came back with their comments on the development agreement, which the city engineer 94 was in the process of looking over. 95 • Councllmember Wright informed that the city was being required (by new state legislation) to 96 change their subdivision ordinance. Subdivision approval would become administrative in nature, 97 rather than legislative. The city would need to create a body that could administer development 98 requests. He explained that the city hired a consultant to make the ordinance changes, which was 99 being paid for by a state grant. 100 Public Works Director Nelson 101 • Presented purchase orders 102 o Beazer Lock and Key in the amount of $2,681.74 for three additional electronic locks in the 103 old school and to change out some cylinders, 104 o Total Tree Care in the amount of $3,526.00 for dead tree removal and stump grinding in 105 the Heber Olson Park. Councllmember Wright suggested another tree he felt needed to 106 be removed. PWD Nelson agreed and said he would put it and another tree on a separate 107 bid. 108 o Miller Company in the amount of $3,480.00 for playground wood chips at Ryan's Place 109 Park. He was ordering the chips for the service day in September. Rather than waiting 110 until spring, they will have it done this fail since they had the volunteers. 111 Councllmember Wright moved to "approve three purchase orders: 1) Beazer Lock and Key in the amount of $2,681.74 for keycard locks at the old school, 2) Miller Company in the amount of $ 3,480.00 for 120 yards of wood chips for Ryan's Place Park, 114 and 3) Total Tree Care in the amount of $3,526.00 for tree removal. Councllmember 115 Hanover seconded the motion, which carried with Hanover, Mathews, Milbank, Pitcher, 116 and Wright in favor. No one opposed. 117 Approval of Payments 118 • Mayor Thompson questioned the amounts of the animal control and law enforcement invoices. 119 He thought the contracts were for more than the invoice was. He wanted to wait to pay them 120 until he had clarity. 121 Councllmember Milbank moved to "approve the list of bills to be paid, excluding payment to Cache 122 County for animal control and law enforcement." Councllmember Pitcher seconded the motion, which 123 carried with Hanover, Mathews, Milbank, Pitcher, and Wright in favor. No one opposed. 124 Public Comment: Brittany Cascio thanked the mayor and council for all their efforts on the old 125 school. She also gave her support for Chaiya Wimber's festival. She was excited to have another 126 community event for families to be Involved in. 127 Determine Park Use Fee for Chaiva Wimber's Fall Event: Councllmember Wright drew attention to 128 the Planning Commission minutes, which noted the conditions of the event. The Commission didn't have 129 the authority to set a use fee, which was why it was on the agenda for discussion. 130 Councllmember Milbank noted that the council didn't want to charge an exorbitant fee, but 131 realized they were providing quite a large space for the event. Ms. Wimber verified she was charging the 132 vendors $40 each. 133 Recorder Lind said for Apple Days they were charging $40 per food truck. The committee hadn't decided yet what to charge other vendors. River Heights City Council Meeting, 8/6/24 3 135 Councilmember Wright suggested charging whatever the city needed to cover their expenses, plus 136 a deposit in case of damage. The fee would only be for this event. If it didn't end up going well for the 137 city, it would not happen again. Therefore, they felt the fee wouldn't need to be adopted by resolution. 138 Councilmember Hanover asked if the parking situation was resolved. Ms. Wimber said she had 139 resolved it by getting permission from the school and church to use their parking lots. She also found out 140 there would be no soccer games on the date of her event (as was brought up with the Planning 141 Commission). 142 Discussion was had on how much revenue she would bring in from the event. She explained that 143 all of it would go back into the event to pay employees. She wasn't making a profit for herself. 144 Mayor Thompson suggested charging 10% of the earnings. They discussed a deposit amount. 145 Ms. Wimber explained how she had organized several events in the past. Other venues she had 146 worked with had amenities such as access to electricity, water, etc. River Heights was not offering 147 anything except space. She noted she had a discussion with someone from North Logan City who offered 148 several amenities if she brought her event there. 149 Councilmember Milbank pointed out their desire to be careful since River Heights hadn't held 150 such a large event like this before. Ms. Wimber offered to help the city put together a portfolio of how it 151 should be run, if the city decided to offer it later. 152 Councilmember Pitcher asked what expenses the city would incur. PWD Nelson said it was hard 153 to say until it was over. Hyrum City charged $300-$400 for these types of things. 154 Mayor Thompson proposed a $250 deposit with no fee. 155 Councilmember Wright moved to "charge Chaiya Wimber $100 to use the park and a $200 156 refundable deposit." Councilmember Hanover seconded the motion which carried with Hanover, 157 Mathews, Milbank, and Wright in favor. Pitcher opposed. No one was absent. 158 Budget Discussion: Councilmember Mathews said her intention to reopen the budget was 159 because she felt the capital projects, they had agreed on should be rediscussed with their end goal In 160 mind. She felt they were spread in too many different directions. She didn't agree with spending money 161 on a sprinkler system at the old church site when there had been no decision on the future of the 162 property. She didn't want to waste money In case they had to tear it up in a couple years. 163 Mayor Thompson reviewed the capital projects which were approved by the council for the 164 coming year: 1) Heber Olson Park pavilion, with $105,000 balance, 2) 800 South sewer line, in the amount 165 of $130,000, 3) Stewart Hill Park, $120,000, totally funded by RAPZ, and 4) Sod and irrigation at the old 166 church and school properties. This was the only unfunded project, with an amount of $35,000. He 167 pointed out that since the tear down of the old church, they had a patch of dirt across from the city office 168 with no immediate plans. He brought up the horrible weed situation that he looks at everyday in the 169 Riverdale area next to the apartments. He felt if the city didn't do anything with the vacant lot it would 170 end up looking terrible. He said the sod and sprinklers were signed off and approved. 171 Councilmember Hanover didn't feel the city should spend the money on sod and sprinklers for this 172 area, to be possibly ripped up in a couple years. PWD Nelson pointed out that the $35,000 included 173 sprinklers at the old school and park, which he said would make his job so much easier. He supported the 174 upgrades on the vacant lot since it was his experience that it was nearly impossible to keep up on the 175 weeds. 176 Mayor Thompson guessed the cost for grass seed and sprinklers just on the vacant lot would be 177 about $8,000. He pointed out that there was no money to do anything else on the lot for several years 178 anyway. He said the revenue brought in at the old school could help cover the sprinklers and grass. 179 Councilmember Mathews said that money needed to go back into the old school. River Heights City Council Meeting, 8/6/24 4 I Bn Mayor Thompson discussed the old school proforma in more detail. He recommended charging $16/square foot. He figured about $50,000/year for utilities, which wiil also be charged to the tenants. 182 Year one the city wouid bring in a potential $72,500. At the end of five years {with a 2% rent Increase 183 every year) they would have made a profit of $387,500. The building would be rented as is. If renters 184 wanted improvements, they would make them at their own expense. He reported at the last library 185 board meeting the board was cold to the Idea of having a new library in the building. He didn't advise 186 waiting around for them. He proposed 2-year rental leases, with a 2% rent increase/year. He was also 187 aware of grants available for buildings like this. Gradually the city would build up revenue to put back into 188 the building. The boiler would need to be fixed for the tenants. 189 Councilmember Hanover felt better knowing sprinklers were going in other places and not all 190 $35,000 would be used on the vacant lot. Councilmember Mathews didn't want this money coming out 191 of the old school revenue. PWD Nelson had hopes they could do it for less. 192 Councilmember Pitcher suggested having it bid. PWD Nelson said a couple contractors came to 193 get measurements and neither had gotten back to him. He will contact some of them to see if he could 194 get a rough number. Councilmember Wright knew of someone he could ask. 195 Councilmember Mathews suggested that moving forward they align their goals and directions, 196 without being so spread out. Mayor Thompson agreed there were currently several different projects 197 going on at once. He said he measured progress by the number of projects finished up. 198 Discussion was held on how they could use general fund money for the vacant lot improvements 199 rather than take from the water fund. They also discussed the possibility of flood irrigating the lot. PWD 200 Nelson said a sprinkling system was still needed because flooding wouldn't reach all of it. 201 Mayor Thompson said they would get clear cut bids on the project and then determine where it would make the most sense to take the money. Councilmember Mathews pointed out that along with increases in revenue, they should also 204 anticipate increases in costs. Mayor Thompson added that they should also plan on the costs of projects 205 increasing. 206 General Discussion on Property Tax Rates. Water Rates, and Sewer Rates: Discussion was held on 207 property tax rates of other cities in the county for 2024-25. 208 Councilmember Wright suggested incremental increases to put River Heights more in the middle 209 of the rates after 2 years. He didn't suggest raising it all in one year. He supported holding truth in 210 taxation each year to stay up on rate increases. He discussed a 33% increase each year over the next 211 three years. 212 Mayor Thompson felt they should have good reasons to raise taxes and be able to articulate those 213 reasons to residents. 214 Councilmember Milbank supported Councilmember Wright's idea. 215 Councilmember Pitcher was also in support of an increase, whatever it may be. 216 Councilmember Hanover was in favor of incrementally raising the rate. 217 Discussion was held on franchise fees. Treasurer Jensen said she would investigate all the eligible 218 franchises the city would be eligible to collect from and present her finding to them, as well as the rate 219 collected on current franchise fees and what they could be raised to. Mayor Thompson said he would 220 schedule further discussion at the first meeting in September. 221 Discussion was held on water and sewer rates. Mayor Thompson pointed out that the water fund 222 brought in about $150,000/year, which wouldn't scratch the surface for the upcoming projects. 223 Treasurer Jensen said if they want to raise water and sewer rates, they would do a rates study which considers upcoming projects. River Heights City Council Meeting, 8/6/24 5 225 Mayor Thompson said he would get an analysis for water and sewer funds along with the updated 226 projects list from Engineer Rasmussen. 227 PWD Nelson said it was impossible to compare water and sewer rates with other cities due to all 228 the different variables. 229 The mayor said he would be in favor of bonding for a new shop and plow truck. He saw it as a 230 direct benefit to the residents who would be paying for it. Councilmember Mathews would prefer saving 231 up unless it was an emergency. The mayor didn't see how they could save up for a shop while they were 232 trying to keep up on the necessary project expenses. 233 Councilmember Milbank pointed out a report the city engineer did a few years ago with a 234 projection of 4 million dollars in projects. Mayor Thompson reminded that someone needed to make 235 sure the list was continually consulted when he was no longer the mayor. 236 Mayor Thompson said he would type up a plan based on the evening's discussion so they would 237 be prepared for truth and taxation the next time it came around. 238 The meeting adjourned at 8:25pm. 239 240 241 242 243 244 Sheila Lind, Recorder 245 246 247 Jason Thompson, Mayor River Heights City Council Meeting, 8/6/24 6 River Heights City Payment Approval Report - City Council AP Approval Report Page: 1 Report dates: 10/1/2022-8/6/2024 Aug 05. 2024 04:59PM Report Criteria: .'nvoices with totals above 30 included. .Only paid invoices included. iReportJ.Date Paid = 08/06/2024 GL Account Number Vendor Vendor Name Invoice Number Description Invoice Date Net Invoice Amount Sewer Department 5240 52-40-06 1070 DS Accounting Services 2024-0775 Monthly Acct Services 07/31/2024 583.27 52-40-20 66 Caselle 134572 Monthly Support Charges 08/01/2024 98.33 52-40-25 623 Wondenware, Inc. dba Core Busin INV-27062 CC Proccesing 2022 07/31/2024 12.81 62-40-65 113 Ferguson Enterprises, Inc. 4456135 Shop Split 07/12/2024 33.83 52-40-78 863 Verizon Wireiess 9969782896 Split 07/23/2024 55.26 52-40-78 995 Ask AIITech LLC A7116 Sewer Phones 05/15/2024 24.32 52-40-80 76 City Of Logan 202408 Sewer Pretreat 07/25/2024 13,121.54 Total 5240: 13,929.36 Water Department 5140 51-40-06 1070 DS Accounting Services 2024-0775 Monthly Acct Services 07/31/2024 583.28 51-40-20 66 Caselle 134572 Monthly Support Charges 08/01/2024 98.32 51-40-25 623 Wonderware, Inc. dba Core Busin INV-27062 CC Proccesing 2022 07/31/2024 12.82 51-40-41 27 Bear River Health Department 202408 Coliform test 242396, 242397 08/01/2024 50.00 51-40-51 188 Logan City 202408 003992 07/25/2024 54.59 51-40-51 188 Logan City 202408 003993 07/25/2024 33.75 51-40-51 188 Logan City 202408 003994 07/25/2024 28.47 51-40-51 188 Logan City 202408 003995 07/25/2024 60.27 ^ n-51 188 Logan City 202408 003996 07/25/2024 57.43 :|-51 188 Logan City 202408 003997 07/25/2024 42.55 'oi^iJ-51 188 Logan City 202408 020975 07/25/2024 17.15 51-40-51 188 Logan City 202408 021927 07/25/2024 216.51 51-40-65 113 Ferguson Enterprises, Inc. 4456135 Shop Split 07/12/2024 33.83 51-40-65 488 Thurcon, Inc. 1725 Backhow, Dumptruck Water Leak 07/01/2024 3,330.00 51-40-78 863 Verizon Wireless 9969782896 Split 07/23/2024 55.24 51-40-78 995 Ask AIITech LLC A7116 Water Phones 05/15/2024 24.32 Total 5140: 4,698.53 Administration 1041 10-41-06 1070 DS Accounting Services 2024-0775 Monthly Acct Services 07/31/2024 583.45 10-41-41 634 Forsgren Associates, Inc. 18071 Geneal Consulting Services 06/25/2024 447.50 10-41-65 113 Ferguson Enterprises, Inc. 4456135 Shop Split 07/12/2024 33.83 10-41-65 676 Four Seasons Htg & /VC 40430 /Mr Conditioning Repair City Hall 07/22/2024 330.00 10-41-70 337 Utah League Of Cities & Towns 24ANN-0086-0 ULCT Conf Lana Hanover Conf# 07/07/2024 415.00 10-41-70 796 Mathews, Janet G. 202408 ULCT Registeralion 07/31/2024 415.00 10-41-80 623 Wondenware. Inc. dba Core Busin INV-27062 CC Proccesing 2022 07/31/2024 12.82 Total 1041: 2,237.60 Office Expenses 1044 10-44-35 66 Caselle 134572 Monthly Support Charges 08/01/2024 98.35 10-44-45 364 Xerox Corporation 021720398 Copies 05-30-24 06-30-24 07/04/2024 114.24 10-44-78 863 Verizon Wireless 9969782896 Split 07/23/2024 55.24 10-44-78 995 /tek AIITech LLC A7116 Admin Phones 05/15/2024 24.32 River Heights City Payment Approval Report - City Council AP Approval Report Page: 2 Report dates: 10/1/2022-8/6/2024 Aug 05, 2024 04:59PM GL Account Number Vendor Vendor Name Invoice Number Description invoice Date Net Invoice Amount Total 1044: 292.15 Community Affairs 1048 10-48-20 354 Watkins Printing 202407 Apple Days Printing 07/29/2024 64.80 Total 1048: 64.80 Public Safety 1054 10-54-40 76 City Of Logan 202408 911 Comm 07/25/2024 2.001.00 10-54-60 51 Cache County Corporation 7076 Law Enforcement Contract 07/17/2024 10,522.00 10-54-70 51 Cache County Corporation 7076 Animal Conrol Contract 07/17/2024 3,336.00 Total 1054: 15,859.00 Capital Projects 4060 40-60-01 488 Thurcon, Inc. 1727 Haul Clay Fill Dirt to Old Church 07/01/2024 4,320.00 40-60-04 634 Forsgren Associates, Inc. 18070 Stewart Hill Park - Const 06/25/2024 3,268.30 40-60-07 918 Arrow Fence 4198 Install Iron Fence at Cemetary on 07/18/2024 9,471.00 Total 4060: 17,059.30 Parks & Recreation 1070 10-70-65 259 Roto Rooter 5071424 Porta Potties Elementary 07/10/2024 108.00 10-70-80 321 Total Tree Care 202408 Remove Siberian Elm Suckers 07/17/2024 277.40 Total 1070: 385.40 Grand Totals: 54,526.14 Mayor: Second Signayure: Dated: Report Criteria: Invoices with totals above $0 included. Only paid invoices Included. [ReportJ.Date Paid = 08/06/2024  I PURCHA XDER V River Heights City Corporation OfflK Use - Purchase Order No: 520 South 500 East Office Use - Purchase Order Date: River Heights, Utah 84321 (435) 752-2646 Ship To: dayten Nelson 520 South 500 East River Heights, Utah 84321 435-213-6948 Vendor: Miller Company 1836 W 4600 S statecontracts.utgov Hvrum,UT 84319 Above state website has been checked: Yes No 435-245-3157 Is an offical P.O. Required by Vendor: Yes No Vendor Contact, Phone, bnall: Please attach any supporting quotes or data to this requisition. Requesting Council Memben Item Quantity GL4 Description Unit Price Total 120 Certified Playground Wood Chips $ 29.00 $ 3,480.00 **Vendor Please include P.O. 4 on all invoices** Subtotal $ 3,480.00 Shipping/Other River Heights Oty Corporation Tax I.D. No. 87-028929-7 TOTAL $ 3,480.00 Mayor Signature/CouncH Mtg. Approval Date Treasurer Processed Signature Date  PURC ORDER \ River Heights City Corporation Office Use - Purchase Order No: 520 South 500 East Office Use - Purchase Order Date: River Heights, Utah 84321 435) 752-2646 Ship To: Clayten Nelson 520 South 500 East River Heights, Utah 84321 435-213-6948 Vendor: Beazer Lock & Key 395 N 100 W statecontracts.ut.gov Above state website has been checked: Yes No Logan, Utah 84321 Is an offical P.O. Required by Vendor: Yes No Vendor Contact, Phone, Email: Please attach any supporting quotes or data to this requisition. Requesting Council Member: Unit Price Total Item Quantity GL4 Description XS4MI... 3 Salto XS4 Mini Lever S 750.58 $ 2,251.74 Parts 1 CSA Rim Cylinder $ 55.00 s 55.00 Labor 1 Rekey Masterkey $ 15.00 s 15.00 Labor 1 Install levers & Program $ 360.00 $ 360.00 «* Vendor Please include P.O. # on all invoices m* Subtotal $ 2,681.74 Shipping/Other River Heights City Corporation Tax I.D. No. 87-028929-7 TOTAL $ 2,681.74 Date Mayor Signature/Council Mtg. Approval Treasurer Processed Signature Date  PURCHASl )ER River Heights City Corporation Office Use • Purchase Order No: 520 South 500 East Office Use - Purchase Order Date: River Heights, Utah 84321 (435) 752-2646 Ship To: Clayten Nelson 520 South 500 East River Heights, Utah 84321 435-213-6948 Vendor: Total Tree Care 529 E400S statecontracts.ut.gov Logan, Utah 84321 Above state website has been checked: Yes No Is an offical P.O. Required by Vendor; Yes No Vendor Contact, Phone, Email: Please attach any supporting quotes or data to this requisition. Requesting Council Member: Item Quantity GLii Description Unit Price Total Dead Tree removal & stump grinding s 3,526.00 ••Vendor Please include P.O. # on all invoices «* Subtotal $ 3,526.00 Shipping/Other River Heights City Corporation Tax I.D. No. 87-028929-7 TOTAL $ 3,526.00 Mayor Signature/Council Mtg. Approval Date Treasurer Processed Signature Date  Chaiya Wimber's Request for Use of Heber Olson Park on October 12, 2024 Minutes from the Planning Commission Meeting on July 30, 2024 Public Hearing to Discuss a Conditional Use Permit Request from Chaiya Wimber to Hold an Event in Heber Olson Park: Commissioner Cooley informed that the Commission was given the task from the City Council to address a CUP for the event. He asked Chaiya Wimber to explain her request. Ms. Wimber desired to provide a free activity for the community on October 12 in the Heber Olson Park. She proposed 60 vendors, 10 non-profit local community booths, 5 food trucks, pumpkin painting, live music, line dancing, and other free family activities. She explained that as the host, she would oversee all the cleanup, includingthe bathrooms and all debris and have paid employees going around during the event to make sure the environment was clean duringthe day, as well as after. Vendor parking would be at the elementary school so their vehicles wouldn’t take up space near the event. The hours of the event would be from 10:00am to 4:00pm. Vendors would arrive to set up at 9:00am and be cleaned up and gone by 5:00pm. Ruthann Nelson, of 555 E 600 S, asked what the event was for. Ms. Wimber said it was for the community. Ms. Nelson pointed outthat it would be held during soccer season, which meant the school parking lot would be full on the proposed date. She was concerned about 400 cars and where they would all park. What would nearby residents do if cars were parked in front of their driveways? Sharlie Gallup, of 475 E 400 S, asked ifthe food trucks would be provided power by the city or use their own generators. She asked ifthe money the vendors pay her would go towards paying her employees. She asked who would be responsible for minor damage that could occur. She wasn’t sure how 60 vendors would fit in the park and was concerned with the amount of foot traffic on the lawn. She was curious who the vendors would be. Would they keep with the standard of a family-friendly community. Would there be an approval process for the vendors? She asked what kind of music would be playing. She wondered if law enforcement could drive by periodically duringthe event in case anything got out of hand. Would they pay a deposit in case there were damages? She supported community events but wanted some clarity. Commissioner Cooley’s biggest issue was where all the cars would park. He asked Ms. Wimber how much she planned to charge the vendors. Forty dollars was her reply. She said she chose the park for its beauty, because she lived nearby, and thought the community would enjoy what the event would offer. Commissioner Ryan asked Ms. Wimber if she had ever organized an event of this magnitude before. Ms. Wimber said she had, several'times. Commissioner Schaub had concerns about the possible need for law enforcement. Would there be restrictions from the fire marshal? Should medical personnel be on standby? Would there be signs showing where to park. Would some streets be blocked off. Would the park bathrooms be sufficient? Were there plans to set up picnic tables and benches? She loved the idea but felt 60 vendors was way too many. She suggested half that amount. Ms. Wimber asked for 40, including non-profits. Ms. Schaub asked what types of things the vendors would be selling and the type of music. Ms. Wimbergave some examples and explained that it would all be family friendly. Commissioner Cooley asked Ms. Wimber how she planned to handle the traffic. She explained the vendors would come down 400 South, set up and then park at the school. Mr. Cooley asked her plan for the number of cars. Ms. Wimber listed the city’s parking areas and how many cars each could hold, which came to about 100, near the city block. Mr. Cooley said it wouldn’t be enough. He said he went to a similar type of event in Millville, which had cars lining the streets for three blocks, as well as in their parking lots. Ms. Wimber said she would have a couple employees to manage the parking lots. Commissioner Schaub didn’t think this would be sufficient. Mr. Cooley suggested having law enforcement patrolling the area. Ms. Wimber said she had organized events in small towns several times before. She had a list of interested vendors and named a few of them. Commissioner Lehnig asked if she had event insurance. Ms. Wimber said she had investigated it and had planned on getting it. She Informed that she would hire a person to take care of the trash during the event and haul it away. She could hire a medic to be on standby and get approval from the fire marshal. Commissioner Cooley suggested at least three guides to help with traffic. He also brought up the possibility of needing additional restrooms. Councilmember Milbank noted that Cache Valley’s Farmers Market had 70-80 vendor booths with only one bathroom. The commissioners wanted to seethe vendor amount cut to 40, which would Include the non-profits and food trucks. Ms. Wimber said she could do away with food trucks and just have food booths. Commissioner Cooley didn’t want to start a trend for these types of events and suggested it be a onetime thing. He also noted that the Commission didn’t have legislative power to impose fees for the event. This would need to come from the City Council. He suggested that any future requests for events In the park seek approval from the City Council, so they could address any problems that may arise from this event. Councilmember Wright felt the council had approved the use but was leaving it up to the commission to come up with the conditions. It was also his feeling that it was for a one-time use. The council would come up with fees to charge, but suggested the commission could recommend an amount. It was brought up that the city’s new pavilion should be erected by October. Commissioner Schaub read from concerns expressed at the council’s meeting. One of the suggestions was that perhaps the soccer fields at the school would be better suited for an event like this. Ms. Wimber was asked if she had contacted the LDS Church about getting permission to use their parking lot. She hadn’t but would. She would also check with South Cache Soccer about their use of the school parking lot on October 12. The Commissioners discussed the conditions they wanted to impose. Commissioner Lehing moved to “approve Chaiya Wimber’s request for a Conditional Use Permit (including her acknowledgment of responsibilities on the application) for a  Halloween market in the Heber Olson Park on October 12, 2024for a one time use only, with the following conditions: submit proof of insurance, arrange for medical personnel, and traffic control, 40 vendors, 3 food trucks, submit a letter from the fire marshal, arrange for law enforcement, remove all trash from the premises, family friendly music only, provides list of vendors, provide verification of parking arrangements from the school and LDS Church (turn in by August 13), and meet with the City Council to arrange for the park use fee.” Commissioner Schaub seconded the motion, which passed with Cooley, Lehnig, Ryan, and Schaub in favor. No one opposed. Wakefield was absent. Commissioner Cooley asked Ms. Wimber to get on the next City Council agenda for them to determine the fee. The Council would be provided with the list of conditions. Conditions Listed on Mr. Wimber’s Conditional Use Permit 1) Permission is for a one-time event only. 2) Be aware of the Acknowledgment of Responsibilities on the CUP application. 3) Limit of 40 vendors. 4) Limit of 3 food trucks. 5) Remove all trash from the premises. 6) Family friendly music only. 7) Meet with the City Council for park use fee determination. 8) Provide to the City: a) Proof of insurance b) Letter from the fire marshal c) List of vendors d) Verification of parking permission from the school and LDS Church (by Aug 13) 9) Arrange for: a) Medical personnel b) Traffic control c) Law enforcement \  General Fund 2024-2025 Projected Income: 1. Property Tax: $115,000 2. Sales Tax: $390,695 3. Franchise Tax: $76,000 4. Licenses and Permits: $43,700 5. Charges for Services: $3,300 6. Fines: $600 7. Other Revenue: $25,825 Total Projected Annual General Fund Revenues: $655,120 2024-2025 Budgeted Expenses: 1. Administration: $142,815 2. Office Expenses: $29,000 3. Community Affairs: $27,550 4. Planning and Zoning: $5,100 5. Public Safety: $218,615 6. Roads: $74,350 (Non-Class C Road Fund Expenses) 7. Parks and Recreation: $79,500 8. School Building: $23,200 9. Other Expenses: $0 Total Budgeted Annual General Fund Expenses (as of FY 2024-2025): $600,130 Income ($655,120) - Expenses ($600,165)= Net Balance: $54,990 At the completion of each fiscal year, the net remaining balance (if there is a remaining positive fund balance) is transferred to the Capital Projects Fund for the following fiscal year. For our current budget year (FY 2024-2025) if all of our expenses stay as budgeted, we will carry forward into FY 2025-2026 $54,990 into the Capital Projects Fund.  Roads Fund (in addition to budgeted funds in the General Fund) 2024-2025 Projected Revenues: 1. Mass Trans Tax: $25,000 2. Class C Road Funds: $175,000 Total Roads Revenues: $200,000 2024-2025 Budgeted Expenses: 1. Roads Expenses: $107,000 Income ($200,000) - Expenses ($107,000)= Net Balance: $93,000 Class C Road Funds have specific uses that qualify for use. If the budgeted amount is what is expended in FY 2024-2025, there will be a positive net balance of $93,000 that will be carried fon/vard to FY 2025-2026 for use on Class C Road Funds eligible uses. Water Fund 2024-2025 Projected Revenues: 1i. Total Revenues: $506,303 2024-2025 Budgeted Expenses: Total Budgeted Expenses: $355,880“ If budget expenses do not change, the water fund will grow by a total of $150,423 throughout the 2024-2025 Fiscal Year. Sewer Fund 2024-2025 Projected Revenues: 1. Total Revenues: $400,003 2024-2025 Budgeted Expenses: 1. Total Budgeted Expenses: $321,780 If budget expenses do not change, the Sewer Fund will grow by a total of $78,223 throughout the 2024-2025 Fiscal Year. Based on the 2024-2025 Projected Revenues and Budgeted Expenses scenario presented above, the anticipated change in fund balances between FY 2024-2025 and FY 2025-2026 will look as follows: FY 2025-2026 General Fund FY 2025-2026 Revenues: $655,120 (anticipated) This revenue projection is the same as FY 2024-2025. However, likely change will/can include: 1. Increased Property Tax Revenues from Raising Property Taxes 2. Our state allocated and proportioned Sales Tax revenues will likely increase as Inflation drives up the prices of goods and services that determine overall sales tax revenues. 3. Franchise Taxes can be increased with current service providers or others implemented where they may not currently be charged. FY 2025-2026 Capital Projects Fund FY 2024-2025 Capital Projects Fund Balance: $0 (The actual FY 2024-2025 Capital Projects Fund balance is not $0 on paper. However, the funds still reflected in the Capital Projects Fund for FY 2024-2025 are ALREADY ALLOCATED FUNDS for the completion of Capitai Projects funded by the Council In FY 2023-2024, leaving an effectual balance of $0 for new Capital Projects for FY 2024-2025. FY 2025-2026 Capital Projects Fund Balance: $54,990 This positive balance In the Capital Projects Fund is created by carrying fon/vard from the net excess in the General Fund for FY 2024-2025 as presented above. FY 2025-2026 Water Fund Current Water Fund Balance (Beginning FY 2024-2025): $309,705.21 Net Fund Growth Throughout FY 2024-2025: $150,423 Anticipated Water Fund Opening Balance at the Beginning of FY 2025-2026: $460,128.21  FY 2025-2026 Sewer Fund Current Sewer Fund Balance (Beginning FY 2024-2025): $1,014,327.21 Net Fund Growth Throughout FY 2024-2025: $78,223 Anticipated Sewer Fund Opening Balance at the Beginning of FY 2025-2026: $1,092,550.21 Snap Shot of Fund Opening Balances FY 2024-2025 COMPARED to FY 2025-2026 FY 2024-2025 1. General Fund: $655,120 2. Roads Fund: $200,000 3. Capital Projects Fund: $0 4. Water Fund: $309,705.21 5. Sewer Fund: $1,014,327.21 FY 2025-2026 1. General Fund: $655,120 a. This wiii likeiy be higher for reasons mentioned above. 2. Roads Fund: $200,000 + $93,000 (excess carried forward from FY 2024-2025)= $293,000 3. Capital Projects Fund: $0 + $54,990 (excess carried forward from FY 2024-2025 GF Balance)= $54,990 4. Water Fund: $309,705.21 + $150,423 (excess carried forward from FY 2024-2025 Water Fund)= $460,128.21 a. Recommended Fund Minimum Threshoid is $500,000. 5. Sewer Fund: $1,014,327.21 + $78,223 excess carried fon/vard from FY 2024-2025 Water Fund)= $1,092,550.21 a. Recommended Fund Minimum Threshold is $1,000,000.