City Council

Taylorsville City Council Minutes February 2 20 1 Page 1 City of Taylorsville CITY COUNCIL MEETING Minutes Wednesday February 2 2011 Council Chambers 2600 West Taylorsville Blvd Room No 140 Taylorsville Utah 84118 BRIEFING SESSION Attendance Council Members City Staff Council Chairman Jerry Rechtenbach John Inch Morgan City Administrator Vice Larry Johnson Chairman John Brems City Attorney Council Member Dama Barbour Cheryl Peacock Cottle City Recorder Council Member Bud Catlin Jessica Springer Council Coordinator Council Member Morris Pratt Mark McGrath Community Development Director John Taylor City Engineer Scott Harrington Chief of Finance Donald Adams Grants Manager Wayne Dial Assistant Chief of Police Excused Mayor Russ Wall Others Kristen Brunson Kriste Overson BRIEFING SESSION 1 Review Administrative Report 35 Chairman Rechtenbach conducted the Briefing Session which convened at 0 02 18 6 2m p City Recorder Cheryl Peacock Cottle conducted a Roll Call wherein all Council Members were present Chairman Rechtenbach called for questions on the Administrative Report He inquired about the Request for Proposals RFP that has gone out for tires and City Administrator John Inch Morgan indicated that the closing date for that RFP is in February Council Member Dama Barbour commended City employee Lisa Schwartz for her recent presentation on emergency Taylorsville City Council Minutes February 2 2011 Page 2 preparation Mr Morgan gave additional explanation on the emergency preparedness He noted that Ms Schwartz does a great job for the City of presentation that was provided Taylorsville 2 Review Agenda 53The agenda for the City Council Meeting was reviewed 04 18 11 City Administrator John Inch Morgan relayed that he and Finance Director Scott 18 06 Harrington are currently putting together financial information from the Court to be presented at next s week meeting 55 Chairman Rechtenbach inquired about data on the Court Reports and year 06 18 to date revenue versus monthly expenses 01 Mr Harrington indicated that Judge s 18 08 Kwan report compares budgeted numbers to actual numbers Chairman Rechtenbach referenced page three of the Court Report Mr Harrington stated that he will research data from July through December He noted that the detailed report he sends out lists the year to figure date Chairman Rechtenbach wished Council Member Larry Johnson a happy birthday tomorrow 3 Adjourn 32 The Briefing Session was adjourned at 1 13 18 6 3m p REGULAR MEETING Attendance Council Members City Staff Council Chairman Jerry Rechtenbach John Inch Morgan City Administrator Vice Larry Johnson Chairman John Brems City Attorney Council Member Dama Barbour Mark McGrath Community Development Director Council Member Bud Catlin Wayne Dial Assistant Chief of Police Council Member Morris Pratt Cheryl Peacock Cottle City Recorder Taylorsville City Council Minutes February 2 2011 Page 3 Jessica Springer Council Coordinator John Taylor City Engineer Scott Harrington Chief of Finance Keith Snarr Economic Development Director Donald Adams Grants Manager Michael Kwan Judge Patrick Tomasino Building Official Marsha Thomas Judge Excused Mayor Russ Wall Community Development Director Mark McGrath Citizens Kelly Davis Jay Ziolkowski Maria Magallanes Kristen Brunson Krisitie Overson Jay Ziolkowski Kelly Davis Pam Roberts Rhetta McIff Brett McIf Gina Martinez Raili Jacquet Jack Lucas John Gidney Reagan Gabbitas Cindy Jewkes Caleb Jewkes Chris Merrill Bob Elzinga Jim Jenkins Monica Sanchez Abby Black Kim Forsyth Andy Ho Janae Fairbourn Spencer Braithwaite Amy Braithwaite Dave Ballon Dale Kehl Members of Scout Troops 1040 and 491 1 WELCOME INTRODUCTION AND PRELIMINARY MATTERS 31 Chairman Jerry Rechtenbach called the meeting to order at 3 18 30 6 0mpand welcomed those in attendance City Recorder Cheryl Peacock Cottle conducted a Roll Call wherein all Council Members were present 1 Pledge of Allegiance Opening Ceremonies Youth Council Member Gina Martinez 00Youth Council Member Gina Martinez directed the Pledge of Allegiance 31 18 2 1 Reverence Youth Council Chair Maria Magallanes Opening Ceremonies For February 16 2011 to be arranged by Council Member Pratt 46Youth Council Member Maria Magallanes offered the Reverence 31 18 29 Chairman Rechtenbach recognized members of Scout Troop 1040 and Scout Troop 491 32 18 in attendance 47 City Recorder Cheryl Peacock Cottle introduced her counter 33 18 part from the Taylorsville Youth Council Youth Council Recorder Kristen Brunson who was in attendance Council Member Larry Johnson introduced Reagan Gabbitas his Youth Council counter part Taylorsville Ciry Council Minutes February 2 2011 Page 4 1 3 Citizen Comments 49Chairman Jerry Rechtenbach reviewed the Citizen Comment Procedures for the 34 18 audience He then called for any citizen comments 01 There were no citizen comments and Chairman Rechtenbach closed the citizen 36 18 comment period 13Chairman Rechtenbach noted that the Mayor is excused from s 18 36 tonight meeting 1 4 Mayor Report s Mayor Report given as Mayor Wall was excused There was no s 2 APPOINTMENTS 21 Pam Roberts Green Committee Chairman Rechtenbach Chairman Rechtenbach recognized Pam Roberts and nominated her to serve as a member of the Green Committee 03 Council Member Morris Pratt MOVED to appoint Pam Roberts as a member of the 37 18 Taylorsville Green Committee Council Member Dama Barbour SECONDED the motion Chairman Rechtenbach called for discussion on the motion There being none he called for a vote The vote was as follows yes Catlin Pratt yes Barbour yes and yes Rechtenbach yes All City Council members Johnson voted in favor and the motion passed unanimously 3 REPORTS 31 Youth Council Maria Magallanes Youth Council Chair 7 3 18 4 6Youth Council Chair Maria Magallanes reported on recent activities of the Taylorsville Youth Council She cited the Utah State University Youth Council Conference in March and stated that the Youth Council is currently working on displays for that conference She relayed year conference is Leading by Example Positive Attitudes that the theme chosen for this s Ms Magallanes cited a tour of the State Capitol which is scheduled for Youth Council Members later in the month She also wished Council Members Catlin and Johnson a happy birthday on behalf of the Youth Council Taylorsville City Council Minutes February 2 2011 Page 5 2 3 Justice Court Judge Mic iaelKwan 12 48 18 Judge Michael Kwan reported on activities in the Taylorsville Municipal Justice Court He reviewed the Court Report as provided in Council packets 07The Judge reviewed statistics for traffic case filings criminal case filings and small 49 18 claims filings He indicated that Small Claims has increased by approximately 300 as a result of the exclusive jurisdiction requirements that were implemented in September 2010 Judge Kwan confirmed that the maximum amount set for Small Claims is now 10 000 He indicated that the higher allowable amount has influenced the types of claims seen in Small Claims Court 41 Judge Kwan reviewed revenues and expenses for the month of December 2010 and 50 18 to totals for FY 201 I date year 16 Council Member Bud Catlin questioned whether Small Claims filings are paying their 51 18 way or are contributing to the deficit in the Court Judge Kwan said that filing fees were increased last year and new legislation relating to Small Claims is currently being considered He cited concern regarding the effect of potential changes on Justice Courts He stated that he does not believe there is a deficit resulting from small claims as no new employees have been added and filing fees have increased 42Judge Kwan relayed that the total number of clerks in the Taylorsville Justice Court is 53 18 12 He indicated that West Valley City has approximately 32 clerks He agreed to bring back additional information on other courts if desired 37Council Member Catlin stated that he would like numbers provided on clerks and 54 18 caseload relating to small claims filings Judge Kwan noted that the costs for bailiffs should also be calculated 5 18 3 4The Judge noted that none of the 12 clerks in the court are dedicated to Small Claims full He explained that two clerks primarily work in the courtroom for Small Claims He time indicated that there is one clerk and a backup trained and that efforts are made to avoid paying overtime He reviewed the process for handling a small claim filing City option is if a deficit is found due to 49Council Member Barbour asked what the s 57 18 small claims cases The Judge said that the only option would be to contact legislators because filing fees are set by statute 59Judge Kwan said that he will follow information on potential legislation for Small 57 18 Claims once it is released Taylorsville City Council Minutes February 2 201 l Page 6 45Council Member Pratt noted that Mr Harrington provided a scenario last month that 58 18 indicated the Small Claims Court was paying for itself 08Mr Harrington said that although the Small Claims Court was discussed an depth 59 18 in analysis has not been performed 29Council Member Pratt clarified that the City does not have a choice whether or not to 59 18 do small claims He also noted that fees will increase as limits are graduated 45 Judge Kwan affirmed that he will follow any legislation and update the Council as 59 18 information is received 00The Judge reviewed statistics for case filings and case dispositions He reviewed data 19 on traffic criminal and small claims cases He covered projections on case filings and dispositions 50 Council Member Johnson asked for clarification on mediation agreements in Small 04 19 Claims Court and Judge Kwan explained that when the terms of the agreement are fulfilled the small claims case is closed 53 Judge Kwan gave explanation regarding revenues that were down in December 2010 05 19 He said that this may be a reflection on the economy and also the holiday season because people are electing to buy gifts rather than pay fines 40The Judge reviewed comparisons on 2010 revenues versus 2011 and noted that 06 19 revenue is up this year He cited a decrease in expenses from the prior month 21 Judge Kwan reviewed revenues over month 09 19 asix period and expenses per case disposed 33 Judge Kwan called for questions 09 19 06Council Member Pratt expressed concern with three line items under expenses on the 10 19 Court Financial Statement e i capitol equipment office expense and interpreter expense 48Judge Kwan 10 19 explained that there is a grant that offsets capitol equipment He noted that a lot of the office expense is for time one costs of necessary computer replacements He relayed that tighter controls are being implemented on the use of interpreters The Judge clarified that the issue is not with interpreter rates which are set by the Court Rules but rather with competition against other courts in the valley It was noted that budget lines may have to be adjusted within the Court Budget Taylorsville City Council Minutes February 2 2011 Page 7 27Council Member Barbour noted that during his earlier presentation Judge Kwan 13 19 thanked the City Council for allowing temporary employees in the Court She stated however that the authority for that decision was not held by the City Council but rather by Administration 18Council Member Johnson asked about any ability to tack on additional fees for 14 19 interpreters in Small Claims Court Judge Kwan and Judge Thomas clarified that interpreters aze not provided for civil cases other than interpreters for the deaf Judge Kwan said that there is no flexibility on fees that are based on statute 38Judge Kwan gave additional clazification on interpreter rates 15 19 27Judge Kwan relayed that four temporazy employees have been working in the court for 16 19 approximately two weeks He indicated that it is too early to measure additional revenue but performance standards have been set He said that meeting those standards would result in the review of 400 cases per week 23 Council Member Johnson asked about the average amount for Small Claims filings 17 19 Judge Kwan agreed to gather data and provide it to the Council 34Judge Kwan said that he has asked Financial Compliance Supervisor Jamie Brooks to 18 19 gather additional information on filing fees 59Council Member Catlin inquired whether the temporary employees hired in the 18 19 Court will require a budget adjustment 36 City Administrator John Inch Morgan indicated that an adjustment will be made by 19 resolution Judge Kwan said that the adjustment is within the Court budget but to be consistent with prior practices Mr Morgan wanted to bring a resolution before the Council 23 Council Member Catlin asked whether Administration was on board with the 20 19 adjustment and Mr Morgan answered in the affirmative 33Mr Morgan said that although he has heard it 20 19 s not required in order to keep records straight budget adjustments should be reflected in the adopted budget 05Chairman Rechtenbach clarified that when discussion to bring on temporary employees 20 19 wasbrought for Council approval Council reaction was that because the changes were being made within the departmental budget Council approval was not needed He indicated that moving line items within the department is between the department and Administration Taylorsville City Council Minutes February 2 2011 Page 8 31 Mr Morgan said that changes made will be reflected in the budget adjustments for 20 19 Council adoption 48Council Member Pratt inquired about a resolution for adjustments within departments 20 19 59Mr Morgan said he anficipates that during mid 1920 year budget discussions the Council will adopt a budget resolution to be consistent with the resolution adopted last June 21Mr Morgan agreed that the Mayor can do internal adjustments and said that those 19 adjustments will be reflected in the lines adopted in a budget amendment 40Chairman Rechtenbach clarified that this issue is not something the Council has 21 19 approved or disapproved because it is not in their jurisdiction to do so 00 Council Member Catlin asked whether the Mayor agreed to the departmental budget 22 19 adjustment and Mr Morgan answered that he did not 09 Judge Kwan said that this is new information to him and relayed that he sent an m 19 22 e ail to Administration 24Mr Morgan said that the Mayor has indicated that it is not within his purview to make 22 19 budget line adjustments from one line to another in the s Court Budget He said that the Mayor does have authority to approve such changes in other departments e i Economic Development 57Mr Morgan referenced prior discussion regarding whether the Court budget changes 22 19 should come to the Council as a resolution or whether the Judge can make changes that will be reflected in the budget at mid year 19 Judge Kwan and Chairman Rechtenbach expressed confusion 2328 23 The 19 Judge inquired whether he now has authority to move money within the Court budget 23 Chairman Rechtenbach asked City Attorney John Brems to provide input 19 24Mr Brems said that when Judge Kwan came to the Council he was told that the 23 19 Council was not going to open the budget to make a change to the Court budget Mr Brems said that he believes Judge Kwan came to the Council because the Mayor indicated that he was not going to make a change within the budget Taylorsville City Council Minutes February 2 2011 Page 9 41 Chairman Rechtenbach asked City Recorder Cheryl Peacock Cottle to read the minutes 23 19 from the January 19 2011 City Council Meeting when this matter was discussed 05 Council Member Barbour said that she has read the minutes but felt additional 26 19 clarification was needed since the Council was thanked for something with which it had no involvement She suggested that this discussion needs to go back to Administration 4 19 3 0Chairman Rechtenbach reviewed the timeline of discussion on the matter of the Court hiring additional temporary employees He said that the Council determined Judge Kwan did not need Council approval to spend the Court Budget however he believed that moving line items within the budget did need Administration approval 13Chairman Rechtenbach indicated that he is troubled because if Administrative 25 19 approval has not happened Court employees may already be working outside of approval 42Judge Kwan relayed that he came to the Council two months ago and presented the 25 19 potential of hiring extra temporary employees at that time the Council suggested that he did not need Council approval and asked that Administration review all the numbers The Judge said that numbers were reviewed in the office of Mr Morgan and determination was made that it wound not need Council approval because it was just moving money within the s Court Budget Judge Kwan said that he was told to send a request to the Mayor which he then did He said that the answer he received from the Mayor was addressed to Mr Morgan and copied to him with direction to place the matter on the Council Agenda for January 19 2011 The Judge said that the issue was not on the January 19 Agenda but was discussed under Other Matters The Judge said that he inquired whether he needed to go through the recruitment process and received instruction that he did not since the employees would be specialized and temporary in nature 33 The City Recorder noted that discussion regarding the hiring of temporary Court 27 19 employees was held during the January 19 2011 Briefing Session and also the January 19 2011 Regular Meeting She was asked to read the excerpt from discussion during the Regular Council Meeting and did so as follows Judge Michael Kwan stated that it has been determined that four temporary employees could be hired without any additional appropriations to the Court Budget He said that only a transfer within the sCourt budget would be required The Judge said that he has requested the budget transfer from the Mayor and the Mayor has asked that the Council be notified Judge Kwan Council approval he will begin recruiting immediately indicated that once he receives the s Chairman Rechtenbach stated that he understands that the Court does not need Council approval to shuffle the Court budget around without any new allocations He noted that the temporary employees will be utilized for two months and then an assessment on effectiveness will be performed and reported to the Council Taylorsville City Council Minutes February 2 2011 Page 10 51 Council Member Pratt noted that the two or three meeting discussions regarding the 31 19 hiring of temporary Court personnel have been held when the Mayor has been absent He suggested that further discussion be postponed until all the parties are present He referenced a problem with communication between the City Council and the Judge and Administration and the Judge Mr Pratt said it was previously made clear that adjustments must be made between Administration and the Court 32Judge Kwan said that he understands the s 19 Mayor point of view and is happy to provide a memo from himself regarding the movement of money He cited concern and confusion because four temporary employees are currently already working The Judge indicated that based on what he previously heard and in speaking to the City Administrator he believed he had direction to move forward 41Mr Brems said that it is clear to him that the issue is between the Judge and the Mayor 33 19 and reiterated that the Council has already made its position clear on this matter 3 Quarterly Report West Valley Animal Services Kelly Davis 13 Kelly Davis of West Valley Animal Services reported on animal services provided in 18 39 Taylorsville He relayed that no Priority One calls were received during the last two months which is good news Mr Davis discussed the animal licensing program in Taylorsville and reviewed statistics He said that approximately 2700 animal licenses are currently maintained in Taylorsville He indicated that 100 new licenses were issued over the last quarter and reported that the cat population in Taylorsville is increasing 07Council Member Johnson inquired about the ten animal attacks that were reported in 42 18 September 2010 Mr Davis indicated that he is unsure why there were such a high number of attacks that month 45Mr Davis described the successful volunteer program at the animal shelter and relayed 18 42 that volunteers are highly valued 53 Mr Davis reported that the Animal Shelter will conduct a fundraiser at the Valley Fair 43 18 Mall on February 14 2011 He stated that Taylorsville citizens are invited and announcements about the event will be placed on the Taylorsville City website 54Chairman Rechtenbach inquired about volunteer outreach Mr Davis indicated that 44 18 volunteer recruitment is conducted via websites signage at the shelters through schools and by word of mouth Taylorsville City Council Minutes February 2 2011 Page I1 33 Chairman Rechtenbach inquired about euthanasia statistics Mr Davis relayed that 45 18 euthanasia of adoptable animals is currently at approximately 4 but the goal is zero He said that major controversy regarding euthanasia seems to have died down as a result of facility tours and education 4 3 Quarterly Report Unified Fire Authority Jay Ziolkowski 02 Battalion Chief Jay Ziolkowski reported on fire services in Taylorsville 36 19 He thanked Kelly Davis with Animal Services for coordinating efforts on an emergency plan 11 Chief Ziolkowski noted a correction on Page 3 of his report He clarified that UFA 36 19 000 calls on an annual basis and that approximately 8 responds to over 26 4 00 or 18 of those calls come from Taylorsville 52The Chief reported that the last quarter was significant for community service He 36 19 referenced pictures contained in his report and said the highlight event was the Veterans Day Celebration held in Taylorsville 37Chief Ziolkowski relayed that a breakdown of hours will be included in the next 19 quarterly report He called for any questions from the Council 26Council Member Johnson inquired about any problems with close calls on the sides of 38 19 highways The Chief indicated that this safety issue is always a concern He cited problems with negotiating emergency vehicles through traffic and said that many drivers forget that the law requires them to pull to the right and stop when an emergency vehicle approaches 4 CONSENT AGENDA 1 4 Minutes RCCM O1 11 19 39 Council Member Larry Johnson MOVED to adopt the Consent Agenda 19 Council Member Bud Catlin SECONDED the motion Chairman Rechtenbach called for discussion on the motion There being none he called for a roll call vote The vote was as follows yes Pratt yes Barbour Catlin yesand Johnson yes Rechtenbach yes All City Council members voted in favor and the motion passed unanimously 5 PLANNING MATTERS There were no planning matters Taylorsville City Council Minutes February 2 2011 Page 12 6 FINANCIAL MATTERS 1 6 Discussion Regarding the Year Mid Budget Adjustments Schedule and Setting a Date for a Pubic Hearing to Discuss Traffic School Fees John Inch Morgan 40 City Administrator John Inch Morgan distributed a memo he prepared outlining the 19 intent of the mid year budget adjustment process He asked for Council approval to set a public heazing on February 16 2011 to open the budget He indicated that the needed adjustments to the budget are minimal so far He referenced 80 000 of the CDBG Budget for the Historic Trail that must be reallocated 59It was confirmed that Administration is currently working on a December Financial 41 19 Statement 7Mr Morgan relayed that he will have a packet of documents for next s 42 19 week Work Session including a narrative and highlighted fields on the budget spreadsheet It was determined that a Public Hearing on the Budget will be noticed fox February 16 2011 29Council Member Johnson inquired about a hearing to discuss an adjustment to the 43 19 Traffic School fee It was confirmed that the hearing for that matter will also be held in two weeks on February 16 2011 7 OTHER MATTERS 1 7 Discussion Regarding the Green Committee Chairman Rechtenbach 52 Grants Manager Donald Adams reported that the Green Committee has decided to 43 19 meet on the third Thursday of each month at 3 6 pin Room 204 of the Taylorsville City 0m Center 36Discussion was held regazding the assignment of a Council Advisor to the Green 44 19 Committee It was determined that Council Member Morris Pratt will serve as advisor to that committee Clarification was given that the Green Committee will vote to select a Chair during its February meeting Chairman Rechtenbach called for discussion regarding Council attendance at the Mid Year ULCT Conference on April 13 15 201 L He indicated that ablock of rooms is being held at the Dixie Center in St George Taylorsville City Council Minutes February 2 2011 Paget 3 12Council Members Rechtenbach Johnson Barbour and Catlin stated that they will be 47 19 attending the ULCT Conference Council Member Pratt said that he will need to check his calendar before making a commitment Council Coordinator Jessica Springer agreed to reserve the needed hotel rooms for Council Members Council Member Johnson suggested that hotel room rates in St George be researched to determine whether a cheaper rate is available 02Council Member Morris Pratt requested that Administration bring forth discussion on 49 19 the Drug Court Certification at next s week City Council Meeting 35Chairman Rechtenbach relayed that he will be out of town next week He asked Vice 49 19 Chairman Johnson to conduct the Council Work Session on Februazy 9 2011 in his absence 8 NEW ITEMS FOR SUBSEQUENT CONSIDERATION No Action There were no new items for subsequent consideration 9 NOTICE OF FUTURE PUBLIC MEETINGS NEXT MEETING 59 49 19 1 9 City Council Work Session Wednesday February 9 2011 0 6 0mp 9 2 City Council Briefing Session Wednesday February 16 2011 0 6 0m p 9 3 City Council Meeting Wednesday February 16 2011 3 6 0m p 9 4 City Council Briefing Session Wednesday March 2 2011 6 0 0m p 9 5 City Council Meeting Wednesday March 2 2011 3 6 0 p m 6 9 City Council Work Session Wednesday March 9 2011 0 60mp 10 CALENDAR OF UPCOMING EVENTS 39 50 19 10 Annual Taylorsville Art Show Friday February 26 2011 Noon to 0 8 0 p and m Saturday February 26 2011 00 m 10 a to 0 2 0m p Hosted by the Taylorsville Arts Council Entries can be submitted Tuesday and Wednesday February 22 a and 23 a from 0 30m pto 0 8 0m p Contact Joan White at SO1 8478 265for more information John Gidney confirmed that entries for the Art Show may only be submitted on February 22 and 23 2011 and not before He indicated that judging will take place on Februazy 24 2011 2 10 Taylorsville Symphony and SLCC Orchestra Concert Friday February 25 2011 7 3 0m p Eisenhower Junior High Auditorium Donations are appreciated Taylorsville City Council Minutes February 2 2011 Page 14 11 ADJOURNMENT 44Council Member Morris Pratt MOVED to adjourn the City Council Meeting 51 19 Council Member Larry Johnson SECONDED the motion Chairman Rechtenbach called for discussion There being none he called for a vote The vote was as follows yes Barbour yes Catlin Pratt yes and Johnson yes Rechtenbach yes All City Council members voted in favor and the motion passed The meeting was adjourned at 5 7 2m p ni ouna m usly Cheryl Peach k Cottle City Recorder Minutes approved CC 02 11 16 Mimes Prepared by Chery Peacock Cottle Ctry Recorder