City Council

WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 The minutes of the Woods Cross City Council meeting held March 19, 2024, in the Woods Cross City Hall located at 1555 South 800 West, Woods Cross, Utah. COUNCIL MEMBERS PRESENT: Ryan Westergard, Mayor Wally Larrabee Julie Checketts Gary Sharp Jessica Kelemen Matt Terry-remotely STAFF PRESENT: Bryce Haderlie, City Administrator Scott Buchanan, Chief of Police Tim Stephens, Community Development Director Annette Hanson, City Recorder Sam Christiansen, Public Works Director Adam Osoro, Police Department Gavin Hanselman, Police Department Makray Joseph, Police Department Hayden Price, Police Department John Filler, Public Works LaCee Bartholomew, Community Services Manager PUBLIC ATTENDANCE: LeGrande Blackley Greg Timothy Ann Seeley Breeann Wright Austin Meyer Karley Henderson Don Schraeder Paul Tanner Jevon Tanner Dixie Weeks INVOCATION: Gary Sharp PLEDGE OF ALLEGIANCE: Julie Checketts SWEARING IN OF OFFICER MAKRAY JOSEPH AS RESERVE OFFICER FOR WOODS CROSS POLICE DEPARTMENT The Mayor noted they would be swearing in Officer Makray Joseph as a reserve officer for Woods Cross City at tonight’s meeting. The City Recorder administered the Oath of Office to Officer Joseph and the Mayor and Council congratulated him and thanked him for his service to Woods Cross City. COUNCIL KUDOS The Mayor then gave the floor to Council Member Checketts who said Assistant Police Chief Osoro was nominated for a Council Kudos by LaCee Bartholmew. Ms. Bartholomew said Officer Osoro was leading a CERT meeting and leading the meeting on various emergency topics. She said she was impressed with Officer Osoro’s depth of knowledge of the city and where businesses, hazards, streets are located along with contacts with personnel at other agency departments is unmatched. She said he knows the city and he is able to put people at ease. She said he was able to talk about a sensitive topic, and everyone at ease as he was doing so. She said this is not a meeting that he typically attends but stepped in at the last minute and lead a successful meeting. Jake Wilson was also nominated for a Council Kudos by LaCee Bartholomew who said he was one of the best and he always has a smile on his face and is easy to be around. She said he makes public works a good place to be. She said he is very genuine and friendly, and he is growing in his job and doing what he can to OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 2 learn his job well and always asks what he can do to help. She also said that if an SOS goes out for help, he always says sure with a smile on his face. Cindee Colby was also nominated for a Council Kudos by Bryce Haderlie who said Cindee demonstrated exceptional dedication with the recent rate increase with the utilities and voluntarily did an audit of the utility accounts to make sure they are being computed in the billing system correctly despite her already busy schedule. He said there were billing errors that would have been missing if she had not paid attention to the details. He said she spent many extra hours trying to make sure all the accounts were in good order. The Mayor and Council thanked the three nominees for their good work on behalf of the City. CONSIDERATION TO APPROVE MINUTES The Mayor called for the review of the minutes for the City Council meeting held 2/6/24. Following the review of the minutes by the City Council, Council Member Sharp made a motion to approve the minutes as written with Council Member Checketts seconding the motion and all voted in favor of the motion through a roll call vote. RATIFY CASH DISBURSEMENTS The Mayor called for the review of the cash disbursements for the time period of 1/26/24-3/6/24. Following the review by the City Council, Council Member Larrabee made a motion to ratify the cash disbursements for the time period of 1/26/24-3/6/24. Council Member Checketts seconded the motion and all voted in favor of the motion through a roll call vote. PUBLIC COMMENT The Mayor then opened the meeting to public comments that would take less than five minutes. Ms. Dixie Weeks addressed the Council and asked if there was a place in mind for a new well and if it had to be located within city limits. The Mayor said the well did not have to be within city limits and it could be procured outside of the city limits. He said they are always on the lookout for well location. Ms. Weeks said there are three wells in the Westwood Mobile Home Park, and they could be looked at as possibilities. She also asked what kind of precautions have been taken to safeguard the water supply. The Mayor said they are doing everything that can be done to safeguard against infiltration and precautions are being taken in actively combating that from happening. Ms. Weeks thanked the Council for their time. Ms. Ann Seeley then addressed the Commission. She said she was sorry to address the same subject again. She said garbage and other problems at Legacy School continue. She said there was an older couple that commented to her that when east winds come, after Legacy school letting their garbage pile up, the winds send the garbage west and it makes a big mess. She also said there was some furniture stacked outside the school, and it was destroyed by kids playing outside. She said now there is graffiti on the back of their storage trailer. She said the school is becoming an eyesore and she said she would like to see them put a retaining wall along their property. She also said she had another concern about a dip in front of her driveway in the road and that it is collecting water and she said she thought it needed to be leveled out, so water does not OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 3 seep into the road. The City Administrator said he would let staff know to follow up with the streets crew and asked the Chief to follow up with the graffiti on the trailer and to see if a storage trailer were even allowed on the school property. The Chief said he would do so. Ms. Karly Henderson addressed the Commission and said she lives in the Cloverdale subdivision and said she had a concern about the noise from the airplanes from the Skypark airport. She said there is an increased number of airplanes flying around the residential areas. She said she noticed they were flying outside of the noise ordinance times, which were noted to be 7:00 AM to 10:00 PM. She said she contacted the airport and they said they cannot do anything about the noise problem. She said she wondered if there was anything that could be done. The Mayor said he would recommend having staff investigate what the city can and cannot do regarding the airport noise and then have it be a discussion item on the City Council agenda at a later date to determine what action may be able to be taken. There were no further public comments, and the Mayor closed the public comment period of the meeting. CONSIDERATION TO APPROVE THE CHOICE LEARNING CENTER DEVELOPMENT MASTER PLAN: PROPOSED SCHOOL LOCATED AT 1475 WEST 500 SOUTH N THE CRT COMMERCIAL RESIDENTIAL TRANSITION ZONE The Mayor gave the floor to Mr. Tim Stephens, the Community Development Director. He noted that last year, Mr. Paul Tanner had purchased a home and property on 500 South Street west of the Westwood Mobile Home subdivision. Mr. Stephens said this home and two neighboring homes have existed along the south side of 500 South for many decades. He said the subject property is presently zoned Commercial Residential Transition. He said this is a mixed-use zone that permits a variety of not only residential uses but commercial land uses. Mr. Stephens said that Mr. Tanner presently operates a private school in Bountiful and plans to construct a new private school facility and athletic field on the subject property. Mr. Stephens said the Planning Commission had approved a conditional use permit for The Choice Learning Center located on 500 South. He also noted the Commission reviewed and forwarded to the City Council a recommendation for approval regarding the master development plan for the proposed project. Mr. Stephens noted the City Council had been given a copy of the site plan, architectural submittals and other information comprising the master development plan for The Learning Center School for their review. He said the Commission had rejected Mr. Tanner’s original architectural designs because the Commission felt they failed to meet all the architectural regulations and standards found in the CRT Zone chapter in the City ordinances. He also noted that Mr. Tanner obtained the services of a new architect, and the Commission approved the master development plan. Mr. Stephens also noted that Woods Cross City had entered into an access management plan with UDOT for the state roads of 500 South and Redwood Road. He noted in this agreement, UDOT will strictly control direct access to 500 South and permit some access as right-in right-out only with a majority of the access for development coming from future lighted intersections. He said one of the of those future lighted access intersections will be along the west part of the subject property. He said that after some months of discussion with the City, UDOT, and Mr. Tanner, it was determined that as part of his project he would develop a half street as a temporary driveway connection to his proposed facility. He noted that in the future when either OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 4 adjacent property to the west or the property behind or south of the subject property develops, then the remainder of the full street section will need to be built and dedicated to the City. Mr. Stephens noted that Mr. Tanner still needs to finish the final site plan for Planning Commission and City Council’s review and approval. Mr. Stephens said the Planning Commission has forwarded a recommendation to approve the master development plan for The Choice Learning Center with the following conditions: 1. A final site plan application with all required drawings and documents shall be submitted for planning commission and city council review and approval. 2. Any modifications or changes or amendments to an approved site plan including changes or substitutions to exterior building materials must comply with the standards found in the CRT Zone regulations and be submitted to the commission and city council for consideration and approval. 3. The applicant shall comply with Woods Cross City and UDOT permitting and approvals for 500 South access. 4. A development agreement will be required and shall include requirements and standards for development of the 500 South half street driveway/future roadway and intersection. 5. The applicant shall, by a metes and bounds description, combine the two existing parcels of the proposed project into one parcel at the Davis County Recorder’s office and provide a copy of the recordation with the site plan application. 6. The applicant shall provide a recorded public access and utility easement for the driveway/half street and provide a copy of the recordation with site plan application. Following the information given, Mr. Paul and Ms. Jevon Tanner addressed the Council and said they were excited about being able to purchase this property and have been working with the DRC and have appreciated their help very much. He said they were looking forward to breaking ground as soon as possible for the new school. Council Member Checketts asked what ages the schools enrolls, and they said it was ages 4-14. Ms. Tanner said it is a private, learner driven school, with the idea of giving young people the opportunity to make their own decisions on their learning and interests. Council Member Larrabee asked about the road that will be used and Mr. Stephens said it would be a two-way street and has the required width but does not have the width for the major access in the access plan but there will be a need for further development in the future with UDOT and staff. He said it will come together to have a full size access collector street that will enter into that area. Council Member Checketts asked if the neighbors are aware of the school coming in. The Tanner’s said yes, they are aware of the school coming in. The Public Works Director said there would be a row or two of screening trees to the east of the property. There were no further comments or questions, and Council Member Sharp made a motion to approve the master development plan for The Choice Learning Center with the conditions as listed above. Council Member Kelemen seconded the motion, and all voted in favor of the motion through a roll call vote. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 5 CONSIDERATION TO APPROVE THE AUDREY MASTER DEVELOPMENT & SITE PLAN: PROPOSED 45- LOT SINGLE FAMILY RESIDENTIAL DEVELOPMENT LOCATED AT APPROXIMATELY 850 SOUTH 1100 WEST The Community Development Director continued with the floor and noted that last year the staff, Planning Commission, and City Council spent several months working through a text amendment application filed by CW Urban for The Audrey development. He noted that in December, the City Council adopted the Planning Commission’s proposed text amendments. He also noted that during the lengthy text amendment process, the Planning Commission and Council were exposed to a lot of details now found in the drawings for the master development and site plan. He noted that on February 13th, the Planning Commission had approved a preliminary subdivision plat for this project. Mr. Stephens noted that CW Urban has been working with staff for the last several months to review and finalize not only the master development plan but the final details for site plan approval. He said the Planning Commission had previously approved a preliminary site plan approval. He also said the development master plan in general consists of a conceptual layout, architectural design, etc. for the project. He noted the site plan is the finalized detailed plans used to construct the project. Mr. Stephens went over the exterior elevations for the different models and styles of the housing proposed within the subdivision. He also reviewed the landscape plan, and where trees will be placed including buffer trees and also where fencing will be installed. He also mentioned a Weber Basin easement restricting tree placement and overhead utility lines. Mr. Stephens went on to note that CW Urban has worked with staff, particularly the city engineer and public works department, to design and have approved storm water utility plans for the project. He noted the Planning Commission has reviewed the plan and has forwarded to the City Council a recommendation to approve the master development and site plan with the following conditions: 1. A final subdivision plat for the project shall be submitted for the city’s review and approval and such plat shall be recorded at the Davis County Recorder’s Office. 2. A development agreement shall be drafted by the staff, city attorney and CW Urban and be submitted to the city council for consideration and approval prior to commencement of any construction. 3. The project shall be in compliance with all city codes during construction including noise regulations and dust control. Following the information given, the Mayor asked about the sanitary sewer easement shown on the plan between two streets but not to the north and south to the other streets. Mr. Greg Timothy from CW Land addressed the Commission and noted the reason for that was because of the widening of 1100 West street and not wanting to cut into the new roadway and so by putting in the sewer as shown, it will make it so that does not have to take place. Council Member Checketts said she had a concern of the garage widths. She said the industry standard is 20 feet and these garages are small to be able to fit two cars, Mr. Timothy said the plan shown is the smallest plan and said it was 19’6, and two cars can fit but it is tight. He said if they do change all the garage widths, it OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 6 will change the whole development. He said perspective buyers could choose a plan that had a larger garage if they preferred to do so. There were no further questions and Council Member Larrabee made a motion to approve the Audrey Master Development & site plan with the conditions as listed above. Council Member Kelemen seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO ADOPT ORDINANCE 615 MODIFYING CHAPTER 4 TITLE 21 OF THE WOODS CROSS CITY CODE REGARDING VEHICLE IMPOUNDMENT The Mayor gave the floor to Interim Chief Buchanan who noted that as part of the recent implementation of the amended parking ordinance (Chapter 14-15), a review of the municipal code was conducted to determine if any conflicts were present. He said that chapter was in need of updating. He said this chapter provides law enforcement officers with the authority to impound vehicles in certain circumstances. Chief Buchanan noted that the adjustment in 14-21-010.a.1 now allows for vehicles to be impounded for a violation of any portion of the city parking code, as opposed to time limit violations only. He said this amendment allows this code to be aligned with 14-15-115, “LAW ENFORCEMENT AUTHORITY TO REMOVE VEHICLES IN VIOLATION OF THIS TITLE.” The Chief also noted adjustments to other parts of the code that needed amending which would include the revised Utah statues of the same names and the adjustment to comply with current state law and reflects the correct portion of Utah code. He said this was just a procedural matter. There were no questions or comments, and Council Member Checketts made a motion to adopt ordinance 615 modifying Chapter 4 Title 21 of the Woods Cross City Code regarding vehicle impoundment. Council Member Kelemen seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO ADOPT RESOLUTION 2024-844 APPROVING DISPOSAL OF POLICE DEPARTMENT MOTORCYCLE OWNED BY THE CITY TO BE DEEMED SURPLUS The Mayor gave the floor to Chief Buchanan who said this was a matter seeking approval of disposal of a police department motorcycle owned by the city to be deemed as surplus property. He said they have had it since 2008 which was quite a while, and they do not have any plans to use this vehicle in the future. He said he did not see anyone being able to use this vehicle in a police setting because of its age. Council Member Larrabee asked if there was anything that needed to be removed before the sale of the vehicle. Chief Buchanan said there are some colored lenes and a police logo that would need to be removed before the sale of the vehicle. He said they would be advertising with KSL using closed bids and accepting the highest bidder for purchase of the motorcycle. There were no further questions and Council Member Kelemen made a motion to adopt resolution 2024-844, a resolution approving disposal of police department motorcycle owned by the city to be deemed as surplus. Council Member Larrabee seconded the motion, and all voted in favor of the motion through a roll call vote. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 7 CONSIDERATION TO ADOPT RESOLUTION 2024-845 AUTHORIZING ENTERING INTO A FEDERAL AID AGREEMENT REGARDING 1500 SOUTH 800 WEST TRAFFIC LIGHT AND ASSOCIATED AGREEMENTS The Mayor gave the floor to the Public Works Director who noted that as this project is near design completion and bidding, Austin Meyer, UDOT-contracted engineer from JUB Engineering, would be coming to discuss the timeline and impacts of this project at the Council meeting. He noted that staff and the design team have taken time to find a way to complete the most impactful part of the project when school is not in session. He said the proposed time frame would be May 28 (after Memorial Day) through August 15. The Public Works Director also noted that as part of this project, the City must complete the Federal Aid Agreement to put this out to bid. He Said UDOT is managing this project and will follow their bidding awarding procedures. He said this agreement commits the City match portion and additional funds to repair some storm drain problems found during the project’s design. The cost breakdown is as follows: • Project Total Estimate is $1,624,654 o WFRC Award $1,234,975 o County Award $80,000 o City Portion $309,679 ▪ The Road Bond and the Storm Drain Fund will pay for this. Following the information given to the Public Works Director, he introduced Mr. Austin Meyer from JUB engineering who said he was the project engineer and he had information he wanted to share with the Council regarding a timeline and impacts to the community regarding the traffic light project. He also mentioned he was a resident of Woods Cross City. He said the city has contracted with JUB to provide engineering services for the installation of a traffic signal at 1500 S and 800 W. He said this is an intersection he uses everyday as he goes to work. He said with the traffic cues and the traffic delays in this area, the city has been interested in a traffic signal in this area. Mr. Meyer went over the estimated costs of the project as outlined above. He also said that traffic at the intersection would be impacted because the intersection would be closed for four consecutive weeks during the summer when school is out of session. The Public Works Director noted there is storm drain in the intersection that is located 17 feet down which will take some time to locate and replace. He also said the timeline to get the light done before school is why that intersection will need to be closed for that period of time. He said at this time there is no contractor lined but it is in the contract to give the contractor an option to do this as efficiently and safely as possible and to give them enough time to complete it and they want to make sure there is options for a contractor so they can get in and out as fast as possible. He said that they will make sure that all businesses have accesses to them at all times so they can continue to operate. He said he has given instruction to make sure the public has information on the closure and construction through the reader board, social media, and electronic boards to make sure residents are aware of what is happening. Council Member Checketts asked if there will be a dedicated left turn lane in conjunction with this project. Mr. Meyer said there would not be a dedicated turn lane. Mr. Meyer said the road would have to be widened to OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 8 allow for a dedicated left turn. The City Administrator said he felt like the light may alleviate some of that issue. Council Member Sharp asked why the city is putting in a light. It was noted that studies had been done and it shows that the four way stop is failing so traffic engineers have recommended a light at that intersection. Council Member Sharp said he thought it was still going to be a mess with the trains and the stacking of cars, even with a traffic light. There were no further questions and Council Member Larrabee made a motion to adopt resolution 2024-- 845 authorizing entering into a federal aid agreement regarding 1500 South 800 West traffic light and associated agreements. Council Member Sharp seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO ADOPT RESOLUTION 2024-846 AUTHORIZING ENTERING INTO AN INTERLOCAL AGREEMENT WITH NORTH SALT LAKE FOR A DOG PARK AND ASSOCIATED AGREEMENTS The Public Works Director continued with the floor and noted the Council had previously approved moving forward with North Salt City and constructing a dog park at the 2425 S Trailhead next to Legacy Trail. He said at the previous Council meeting the Council verbally authorized phases 1 and 2 of the proposed dog park once the cooperative agreement was completed. The Public Works Director noted that Mr. David Frandsen, North Salt Lake Assistant City Administrator, expressed that the North Salt Lake Council also wanted a restroom as part of the project to keep dogs out of the adjacent park with the splash pad as health regulations do not allow dogs in or around North Salt Lake’s splash pad. He said that after the discussion, the Council committed to looking at the restroom (Phase 3) in the future as budget allowed. He said portable toilets were suggested as a method to cover the timeline from the dog park opening and the addition of restrooms at a later date. Given to the Council are the agreements to being the construction of the dog park. The Public Works Director noted the following for the Council: • The dog park sits on UDOT property, and the “Dog Park Landscape Agreement” allows Woods Cross and North Salt Lake to utilize the property for that purpose. North Salt Lake has already approved this agreement with UDOT. • The “Interlocal Agreement between Woods Cross City and the City of North Salt Lake” is the formal agreement between the 2 cities for the 50/50 shared costs of construction and operations of the dog park. The Public Works Director noted the agreements have been reviewed by staff and both city attorneys. He said the only present construction done was to install a new water line to the park to replace the unreliable irrigation line from the trail, all other dog park construction has been held off until both cities approve the agreements along with UDOT. He noted that some items from the agreement to bring to the Council’s attention are: • The City is only responsible for 50% of construction costs, with half of that being paid to NSL to begin the project as a deposit. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 9 • NSL is handling the payment of vendors and contractors under the oversight of the Dog Park Committee. • Anticipated Woods Cross costs for phases 1 and 2 are $123,250 (50% of the estimated construction costs). • NSL will handle the ongoing operations costs with approval from the Committee and will invoice, with vendor/contractor invoice; with Woods Cross contributing 50% of associated costs. He said this cooperative partnership is a great opportunity for a fully functioning, dedicated dog park with shared costs between cities. Following the information given by the Public Works Director, Council Member Checketts asked what had already been put in at the park and the Public Works Director said the waterline has been put in but that is the only thing that has been done so far. There were no further questions and Council Member Sharp made a motion to approve resolution 2024- approving an Interlocal Cooperation Agreement between Woods Cross City and the City of North Salt Lake and approving the Dog Park Landscape Agreement with Utah Department of Transportation and the City of North Salt Lake. Council Member Checketts seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO ADOPT RESOLUTION 2024-847 AUTHORIZING ENTERING INTO A PRELIMINARY WATER REUSE AGREEMENT WITH SOUTH DAVIS SEWER DISTRICT AND SUBMIT AN UPDATED WATER REUSE AGREEMENT TO THE UTAH STATE ENGINEER The Public Works Director continued with the floor and explained that Mr. Greg Seegmiller, the City Engineer has noted, the City has been involved with subsidence issues since 2015. He said it has been discovered that groundwater depletion is causing this issue and, more recently, this includes saline intrusion. He went on to note the city’s efforts to obtain a Reuse Permit will allow the communities in South Davis County to pump less water from the groundwater and put this reuse water to use in pressure irrigation and for refineries. He said this will allow for as much as 20% less water to be pumped from the ground. The Public Works Director noted the City Engineer said this agreement is one of four requirements from the State Division of Water Rights to have South Davis Sewer District treat the water based on our current application. He said this assumes that coordination with the refineries and irrigation companies continues. The Public Works Director said the other side of this agreement will be approved by South Davis Sewer District on Monday, March 18. He said Woods Cross must submit this to the State by March 21, 2024. It was noted that so far, North Salt Lake and South Davis Water District are pursuing agreements with SDSD along with Woods Cross. It was noted Bountiful and West Bountiful have determined to not pursue it at this time. Following the information given, it was noted this agreement will be in place for Wood Cross City to be able to reuse their brown water to help with the subsidence issue in the city. There were no further questions and Council Member Kelemen made a motion to adopt resolution 2024-847 authorizing entering into a Preliminary Water Reuse Agreement with South Davis Sewer District and Submit OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 10 an Updated Water Reuse Agreement to the Utah State Engineer. Council Member Larrabee seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO ADOPT RESOLUTION 2024-848 APPOINTING BRIAN PASSEY AS FINANCE DIRECTOR FOR WOODS CROSS CITY The Mayor gave the floor to the City Administrator who noted that he was asking the City Council for approval to appoint Brian Passey as the Woods Cross Finance Director. He said he would like to formalize the appointment of Brian Passey for any and all purposes relating to the city’s requirements with financial institutions, government institutions, etc. The City Administrator continued by saying that Mr. Passey had been a part-time member of the staff for many years and has helped the city throughout the years. The City Administrator said with the departure of the Assistant City Administrator, he felt like it was in the best interest of city to appoint Mr. Passey as the Finance Director and hire an HR/Risk Management Director to better cover responsibilities. There were no further comments and Council Member Sharp made a motion to adopt resolution 2024, a resolution appointing Brian Passey as Finance Director for Woods Cross City. Council Member Larrabee seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO ADOPT RESOLUTION 2024-849 APPROVING CONTRACT FOR EXECUTIVE RECRUITMENT SERVICES The City Administrator continued with the floor and noted the Council had discussed in prior meetings, the recruitment and hiring of our Police Chief and Community Development Director and how very competitive and challenging hiring is when we consider the current employment conditions and finding qualified and experienced candidates. He noted that Mr. Jason Walker and Mr. David Kitchen had worked with the City to fill the City Administrator’s position, and their efforts paid off with soliciting applicants. He said they have similarly put great effort into reaching out to and communicating with perspective applicants for these two positions. He said he would like the Council’s approval for this the resolution to approve contracts for the Police Chief and Community Development Director recruitment. Following the information given, Council Member Checketts made a motion to adopt resolution 2024-849, a resolution approving the contract for executive recruitment services. Council Member Sharp seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO ADOPT RESOLUTION 2024-850 AWARDING IT SERVICE The City Administrator continued with the floor and noted that the staff is recommending the approval of the agreement with ETS, subject to the final approval of the city attorney. In February, the city received submissions for a Request For Proposal for Information Technology (IT) services. He noted there were six proposals submitted for consideration from the following vendors: 911IT, ETS, Executech, ITCon, TecServ, and Computech. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 11 After review, the top three candidates were ETS, Executech and TechServ. There were other interviews where additional questions were asked to better identify the desired candidate. Each company provided outstanding information and presented many characteristics and functions that needed to be considered. He said the panel determined that pricing was so close between vendors that it was not a major part of the final decision. He said that ETS was the final decision that were recommended for approval because: 1. ETS pricing fell in the middle of the group based on our best calculations from the information provided. 2. We would not have to bid for and install a new phone system because it is leased through ETS. 3. References that spoke with communicated favorable of the two external firms, but we could not determine an overwhelming benefit to changing over. 4. The final determination was that we could not see a substantial benefit to the disruption we believe we would experience getting a new firm implemented over the service we are currently getting. He said they did confirm that IT service prices are increasing, and security is a major issue for our IT system. He said ETS is committed to supporting the city as we go forward and for that reason, we recommend the Council approve the agreement with ETS subject to the final approval of the city attorney. Following the information given, Council Member Checketts said she wanted to make sure that ETS was aware of where they had fallen short. The City Administrator said they had a comprehensive conversation with ETS and let them know what the expectations were moving forward. He said things had improved since there had been a monthly meeting with ETS going over the services that were provided. He also noted that the Finance Director would be looking closely at the bill to make sure everything was inline. There were no further questions or comments, and Council Member Kelemen made a motion to adopt resolution 2024-850, a resolution awarding IT services contract to ETS pending final approval of the city attorney. Council Member Sharp seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO APPROVE RESOLUTION 2024-851 AUTHORIZING FLEET LOAN WITH ZIONS PUBLIC FINANCE The City Administrator went over this item with the Council. He noted that when the city purchased 17 police vehicles in May and June of 2023, it was noted the City would eventually enter into a lease purchase agreement with a financial institution in order to repay the general fund. He said that similarly, the City Council authorized the purchase of four public works trucks that were described in the May 2023 Council Packet and adopted in Resolution 2023-801. He said that three of those trucks are included in this loan and one of them will be financed for one year with Enterprise Leasing as part of the lease agreement requirement. The City Administrator said the staff has worked with Zions Bank to secure a Lease Purchase agreement in the amount of $1,379,973.00 over a four year term. He said the payments have been structured to enable Zions to release the police trucks over a three year period so that they can be sold, and revenue put against the next order of vehicles. Following the information given by the City Administrator, Council Member Checketts asked if leasing would be looked at again. The City Administrator said he will continue to look into that matter and keep updated on if it would be beneficial to the city. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 12 There were no further comments or questions, and Council Member Checketts made a motion to approve resolution 2024-851, a resolution authorizing Fleet Loan Services with Zions Public Finance. Council Member Larrabee seconded the motion, and all voted in favor of the motion through a roll call vote. PROPOSED AMENDMENTS TO EMPLOYEE MANUAL REGARDING THE SUPPLEMENTAL COMPENSATION FOR POLICE DEPARTMENT The Mayor gave the floor to Chief Buchanan, and he noted the purpose for this item was from proposed amendments to the employee manual regarding the supplemental compensation for the police department. He explained the two types of compensation for the police department overtime and compensation for field training officers, which had been discussed at a previous Council meeting. Chief Buchanan said he had done further research on these matters to get comparable compensation information from other agencies. There was discussion on the changes that the Chief was proposing. The total for the proposed compensation would be $24,320 and would cost $6,000 between now and fiscal year July 1, 2024, and will be covered within the budget. Council Member Sharp asked if taxes would need to be raised to support this funding. The City Administrator said he was not sure because they were still in the preliminary budget process. PROPOSED AMENDMENTS TO TITLE 14 CHAPTER 15—PARKING The Mayor said this item would be tabled pending more information. COMMUNITY SERVICES REPORT The Mayor gave the floor to LaCee Bartholomew. She said the Easter activities for the city were on track for this weekend and she is deciding whether to hold it at the park or the public works building depending on the weather. Council Member Checketts asked if there will be bathrooms open if they hold the events in the park. It was noted they were discussing opening the restrooms for the Easter event for the day and then closing them back up due to weather concerns and then they would be reopened for the season on April 1. Ms. Bartholomew also said the YCC went to Logan for leadership conference, and they had a great time. She mentioned the senior lunch bunch is going well, but they do need help in contacting people for help with entertainment. Ms. Bartholomew said they are working on Memorial Day events, and she said because of inflation, costs were going to be quite a bit more this year. Council Member Checketts asked if there may be a different approach to choosing another activity or date to hold a city celebration or activity. It was noted the Day of Service might be expanded to include more activities for the city instead of a Memorial Day celebration. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 13 It was noted there were several donations committed towards the Memorial Day activity, but they are not sure how much it will amount to. POLICE REPORT The Police Chief said there were some technical issues with preparing the report so the report will be given at a later time. CITY ADMINISTRATOR’S REPORT 1. Completed the IT RFP review and contract preparation. 2. Work on 2025 Budget prep with Brian Passey. 3. Work on Water Reuse agreements with JUB Engineering for South Davis Sewer District and State Engineer. 4. Work on CDBG application that has been approved for $115,000 for home rehabilitation in 2024. 5. Met with Utah Local Governments Trust and learned that our EMOD has gone down from 2.73 to 1.72 which will result in a net reduction in the FY25 budget of $29,889 for workers compensation payments to the Trust. Way to go WX staff! 6. Said farewell to our beloved Assistant City Administrator, Jessica Sims as she started her new role as HR Director for Bountiful City. 7. Work on Fleet Lease Purchase Zions Loan docs with Brian Passey and Zions Bank. 8. Second round of Police Chief Interviews underway. 9. HR/Risk Management Director interviews underway. 10. Community Development Director position posted and applications starting to come in. QUESTIONS/DIRECTION TO CITY ADMINISTRATOR OR STAFF Council Member Checketts said they need to hold a meeting to address needs of a new city hall. COUNCIL REPORTS Council Member Sharp said he had attended several Planning Commission meetings, of which items several of the items were brought up in tonight’s meeting. He also said Commissioner Brooks tendered her resignation so a new Planning Commission member will need to be appointed. Council Member Larrabee said at the January Waste Management Board meeting that the entire Layton City Council came to that meeting and made a plea to retract the district mandate for recycling for all cities. He said their reasoning is they did not do anything to set up the recycling and that it is an unfair burden. He said there was a motion made to retract the mandate but there was no second and the motion died. He said the mandate for recycling will still move forward. He also said there is an educator that can go to each city and help give education on recycling which could help the transition. He said the board is holding firm in the need for recycling. Council Member Larrabee said he had heard the Woods Cross Police Department was invited to participate in the Bountiful Handcart Days Parade. The Chief said he was unaware of that invitation, but he would keep it in mind. The Mayor noted he had attended the fire district meeting and there had been a change made in the fee schedule. He said there are new fees being implemented for solar inspections because of concerns with OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING MARCH 19, 2024 PAGE 14 firefighting abilities with equipment and the possibility of fires being caused with the solar equipment. He said they are trying to recoup costs for their time because of the many inspections that are required to do. He also noted the new ambulances are sometime out for delivery. The Mayor said the Recreation District meeting was held and he said the ice rink reopened. He said they implemented new rules and there are license agreements that are now required to be signed by coaches and teachers who use the rink for lessons. He said if rules are not followed, those agreements will be pulled. He also noted the board is being reconstructed because of former members leaving the board. He said they are looking at moving to 7 members instead of 8 so there is not a tie vote when considering a matter. He noted the Sewer District had passed the resolution for the water reuse. He said they are still working on the sale of the food waste program, but he could not comment too much on it at this time. CLOSED SESSION There was nothing for a closed session at this time. ADJOURNMENT There being no further business before the City Council, Council Member Kelemen made a motion to adjourn the meeting at 9:25 P.M. Council Member Larrabee seconded the motion, and all voted in favor of the motion through a roll call vote. _____________________________________________ ______________________________________ Ryan Westergard, Mayor Annette Hanson, City Recorder Approved by City Council 04/02/2024