City Council

WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 The minutes of the Woods Cross City Council meeting held September 17, 2024, at 6:30 P.M. 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 Matt Terry STAFF PRESENT: Bryce Haderlie, City Administrator Annette Hanson, City Recorder Sam Christiansen, Public Works Director James Bigelow, Chief of Police Dan Schultz, Assistant Chief of Police Johnny Filler, Public Works Curtis Poole, Community Development Director Brian Passey, Finance Director Gavin Hanselman, Police Department Mitch Salas, Police Department Jim Linton, Police Department Eric Jones, Police Department Michelle Rowley, Police Department Chris Tremea, Code Enforcement Officer PUBLIC ATTENDANCE: LeGrande Blackley Paul Tanner Breeann Wright Willie Salas Don Schrader Lois Schrader Emily Riccio Ryan Riccio INVOCATION: Gary Sharp PLEDGE OF ALLEGIANCE: Julie Checketts INTRODUCTION OF NEW CODE ENFORCEMENT OFFICER The Mayon then welcomed the city’s new Code Enforcement Office Mr. Chris Tremea. The Mayor turned the time over to the Community Development Director, Mr. Curtis Poole who introduced Mr. Tremea. Mr. Tremea told the Council a little bit about himself and said he is looking forward to working in Woods Cross City. The Mayor and Council welcomed Mr. Tremea, and said they are looking forward to having Mr. Tremea working with city residents and business owners to continue to make Woods Cross a great place to live and to work. YOUTH CITY COUNCIL REPORT The Mayor gave the floor to Holden Manning who serves on the YCC as the Deputy Mayor. He reported on the activities of the YCC and said there had been a few events since the last time they reported. He said the YCC helped with the Night Out Against Crime and said it was a great success and everyone enjoyed the activity. He also reported they had started their mentoring program where each Youth City Council leadership member has between one and four non-leadership members who they reach out to give new members as well as current members, people they can reach out to for help. He also said the Pumpkins in the Park activity would be coming up and they are hoping it will be a huge success. He said they are planning to do two haunted houses OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 2 this year, one for younger kids earlier in the evening and one for the older kids that would be a little scarier, later in the evening. CONSIDERATION TO APPROVE MINUTES The Mayor called for the review of the minutes for the City Council meeting held 09/03/24. Following the review of the minutes, Council Member Checketts made a motion to approve the minutes of 09/03/24 as written with Council Member Terry seconding the motion and all voted in favor of the motion through a roll call vote. RATIFY CASH DISBURSEMENTS The Mayor then called for the ratification of the cash disbursements for the time period of 8/09/24-9/12/24. Council Member Sharp made a motion to ratify the cash disbursements for the time period of 8/09/24- 9/12/24 with Council Member Checketts seconding the motion and all voted in favor of the motion through a roll call vote. COUNCIL KUDOS The Mayor gave the floor to the Council Member Checketts to award Council Kudos to two of the city’s staff for the good work they do. The first nomination was for Michelle Rowley who works in the police department. Chief Bigelow nominated her, and he said what a great job Michelle had done with planning the Night Out Against Crime activity and for the success of the evening due to Michelle’s hard work. It was also noted Michelle goes above and beyond to make the police department the great organization that it is. The second nomination was for Officer Jim Linton, also nominated by Chief Bigelow. It was noted that Officer Linton was off duty and working out at the VASA gym when a male gym patron went into cardiac arrest. Officer Linton jumped into action and performed CPR for 20 minutes which is a long time to perform this type of procedure by yourself, as it is very exhausting to do for such a long time. Due to the life saving efforts of Officer Linton the man’s life was saved and he is recovering at home. Council Member Checketts thanked both of these recipients and said the Mayor and Council appreciated them and all they due for the Woods Cross Police Department. Michelle and Officer Linton were both awarded a gift card in appreciation for what they do for the police department and the community. Officer Linton said he was able to have contact with the gentleman he had worked on, and he said he was very grateful to Officer Linton for saving his life. Officer Linton said he was very touched this man would reach out to him and thank him. PUBLIC COMMENT The Mayor then opened the meeting to comments from the public. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 3 Mr. Willie Salas addressed the Council and said he wanted to find out about the vendors in the city who are out selling items such as fruits and other items. He said he saw someone set up a stand to sell fruit and they had small children with them. He said he was concerned mostly about the small children that are with the seller, and the danger of being so close to the street. The City Administrator said there are a select few who come into the city and set up their items on a public right-of-way as part of their First Amendment Rights and the city does have to honor the rights of those people. He said the others that are selling items should be directed to come to the city offices and get a permit or license to do so. The Community Development Director said they are required to get a permit, and the new Code Enforcement Office can direct them to get a permit to be able to sell their items. Mr. Salas said he is very concerned for the safety of the children on the busy roads, and it is a serious safety issue. The City Administrator said if Mr. Salas does see an imminent safety issue, Mr. Salas could contact dispatch to help look into those types of matters to help with safety concerns. The City Administrator said Mr. Salas can pass along information to staff anytime. Mr. Salas thanked the Council for their information. There were no further comments, and the Mayor closed the public comment period. PUBLIC HEARING—EMPLOYEE COMPENSATION—PROPOSED AMENDMENT TO THE COMPENSATION SCHEDULE OF ELECTED OFFICIALS PER UCA § 10-3-818 The Mayor gave the floor to the City Administrator who noted the following for the City Council: “Per the discussion at the August 20th City Council meeting and in compliance with the Utah State Code section 10-2-818, a public hearing will be held regarding the elected official’s compensation. Following the public hearing, the Council can discuss the topic and determine if an ordinance will be adopted to establish new wages.” Following the information given by the City Administrator, the Council was shown a chart with the most recent data collected from neighboring communities in Davis County for Mayor and City Council wages. It was noted below what the current and proposed compensation is for Woods Cross City. There was some question on whether the compensation numbers were correct. There was also a question about a technology benefit for new incoming Council Members. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 4 The City Administrator said he had written down $8,000 for Council and $15,500 for the Mayor for compensation. The City Administrator said he would add the technology benefit for the next election or for the next person appointed to the Council that may have a need for a laptop. The Mayor then opened the public hearing on this matter. There were no public comments, and the Mayor closed the public hearing. Council Member Terry asked if this pay raise would be retroactive to July as had been discussed previously. The City Administrator said the ordinance could be amended to include the pay raise being retroactive to the first of the fiscal year in July. CONSIDERATION TO ADOPT ORDINANCE 618 AMENDING THE COMPENSATION FOR ELECTED OFFICIALS Following the information above, Council Member Sharp made a motion to adopt ordinance 618 amending the compensation for elected officials and include it be effective starting the July 1, 2024, pay period. Council Member Checketts seconded the motion, and all voted in favor of the motion through a roll call vote. PUBLIC HEARING—AMENDMENTS TEXT AMENDMENTS TO TITLE 12 ZONING ORDINANCE The Mayor noted the following for the City Council regarding the proposed text amendments. “Proposed text amendments to Title 12, Zoning Ordinance Municipal Code as follows: Chapter 2, Definitions; Chapter 6-21, removing land use references and definitions from individual chapters; adding definitions to Chapter 2, Definitions; and amending Chapter 28, Supplementary Regulations, to Land Use and Supplementary Regulations. CONSIDERATION TO ADOPT ORDINANCE 619 AMENDING THE MUNICIPAL CODE The Mayor gave the floor to the Community Development Director, Mr. Curtis Poole, who noted the following for the City Council: “City Code currently lists permitted and conditional land uses within the individual zoning chapters. To find what zone a particular land use is allowed, a search needs to be made through each of the zoning chapters. This can be difficult for residents, developers, and Staff to navigate. This is complicated when the same land uses are referred to differently in the individual chapters, and a search option of the code is not available. There are also subjective and confusing standards for approving certain land uses. Staff discussed the proposed amendments with the Planning Commission, and then on August 14, 2024, the Commission held a public hearing, and has forwarded a positive recommendation to the Council to approve the following amendments: OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 5 • Deleting all land use references and definitions from the residential, commercial, mixed use, industrial, airport, and cannabis chapters. • Creating a land use table under Chapter 28, Supplementary Regulations, and renaming the chapter Land Use and Supplementary Regulations. • Removing all subjective land use approval language from the individual zoning chapters where the Planning Commission must make a determination of whether a land use is similar to or compatible with surrounding properties and land uses, or whether the use emits noise, radiation, fumes, smoke, vapors, vibrations, intermittent light, or similar effects. • Cleaning up varying references to the same land use. • Adding a few uses not currently in City Code: o Automotive Oil Change Specialty Store o Beverage Shops with Drive Up Window o Electric Charging Station o Light Commercial Flex Manufacturing o Kennels o Pet Services • Amending permitted and conditional land uses allowed in individual zones. • Moving all deleted definitions from the individual chapters to Chapter 2, Definitions. • Adding new definitions to clarify uses: o Light Commercial Flex Manufacturing o Personal Services o Pet Services • Removing the numbering in the Definitions chapter. • Amend “shall not” to “shall” in 12-28-114, (f)(2), so the code will read, “No sign shall exceed 18 square feet in size,” instead of “No sign shall not exceed 18 square feet in size.” • Removing the reference to the maximum number of units in a townhome building. The current code refers to limits of both six and eight units per building. The Commission agreed the site would limit the number of units in a building and wanted to provide developers with additional flexibility. • Grammatical edits. Mr. Poole said there had been no changes since the Council had discussed this matter previously. There were no further questions, and the Mayor opened the public hearing. Following the Public Hearing, Council Member Checketts made a motion to adopt ordinance 619, an ordinance amending the Municipal Code as noted above. Council Member Terry seconded the motion, and all voted in favor of the motion through a roll call vote. PUBLIC HEARING—AMENDMENTS TO THE GENERAL PLAN TO UPDATE TO THE PARKS AND RECREATION MASTER PLAN The Community Development Director continued with the floor and noted the following for the City Council: OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 6 “In 2023, the City contracted with JUB Engineers to provide consultation as it developed a Parks Master Plan. JUB conducted an inventory of existing parks and recreation facilities within the city and surveyed residents to help understand the preferences of parks, amenities, and trails. This information was used to create a needs inventory and to rank the needs identified by residents. JUB has worked with the City Council, Planning Commission, and City Staff over the last year to help develop and refine the final plan. In addition, JUB has provided an estimated capital improvement cost breakdown of various projects. “JUB presented a final draft of the Parks Master Plan to the Planning Commission on July 9, 2024. After holding a public hearing, discussing the plan, and recommending some changes, the Commission has forwarded a positive recommendation to adopt the Parks Master Plan as an amendment to the General Plan.” The Mayor then opened the public hearing on this matter. There were no public comments, and the Mayor closed the public hearing. CONSIDERATION TO APPROVE ORDINANCE 620 AMENDING THE GENERAL PLAN AND UPDATE TO THE PARKS AND RECREATION MASTER PLAN Following the information given above, Council Member Checketts made a motion to approve ordinance 620, an ordinance amending the General Plan and Update to the Parks and Recreation Master Plan. Council Member Larrabee seconded the motion, and all voted in favor of the motion through a roll call vote. The Community Development Director did note there were cost estimates associated with this plan, but the city was not tied to those numbers moving forward. CONSIDERATION TO APPROVE AMENDMENTS TO THE CHOICE LEARNING SITE PLAN The Community Development Director continued with the floor and noted the following for the City Council: “Mr. Paul Tanner, on behalf of Choice Learning, is requesting approval of a site plan amendment for the purpose of modifying the façade of the approved building. The subject property has frontage along 500 South with a single-family use to the east and has agricultural properties to the west and south. There is a vacant property and storage units across 500 South to the north of the property. “The Planning Commission reviewed the site plan for Choice Learning on March 26, 2024, and forwarded a positive recommendation to the City Council. The City Council received the recommendation from the Commission and approved the site plan on June 4, 2024. On September 10, the Commission reviewed and forwarded a recommendation for approval of the amended site plan to the City Council. “Mr. Tanner is proposing to change the architectural metal green panels approved with the site plan to vertical, wood appearing, brown metal panels. The applicant is not seeking any additional changes to the original site plan with this application. “Code indicates that building material made of prefabricated metal panels should avoid “the use OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 7 of a single blank façade utilizing “warehouse-style” prefabricated metal panels.” In addition, code requires that matte finishes be used. Staff has determined that this requirement has been met, based upon the plan submitted by the applicant. “The Planning Commission has forwarded a positive recommendation of approval to the City Council to approve the site plan amendment for Choice Learning with the following condition: Aside from the amended façade, the building permit will match the site plan approved by the City Council on June 4, 2024. There were no questions following the review and Council Member Larrabee made a motion to approve the amendments to the Choice Learning Site Plan. Council Member Checketts seconded the motion, and all voted in favor of the motion through a roll call vote. CONSIDERATION TO APPROVE RESOLUTION 2024-878 AUTHORIZING FERTILIZER ORDER The Mayor gave the floor to the Public Works Director who noted the following for the City Council: “City staff needs to order all the fertilizer and chemicals for this fiscal year. We have worked with Wilbur-Ellis utilizing UDOT contract 229531 for pricing. We order fertilizer in the summer as natural fuel pricing affects fertilizer production, and it is less expensive in the summer. Also, with larger orders, we will pay less for shipping than paying for shipping on multiple occasions. “The total for this purchase will be $30,673.80 plus shipping costs from Idaho. This is a reduction of the costs we paid for last year's order. In FY 2024, we spent $34,723.73 + Shipping. This order will include: • 4 City-wide fertilizer applications tailored for the time of year. • Gypson to treat the Boron contamination in the diamonds at Mills (old dairy farm pollutants). Non-toxic to humans or animals. • Herbicide (Roundup and broad-leaf herbicide) and turf weed chemicals Following the information given by the Public Works Director, there were no questions from the Council and Council Member Sharp made a motion to approve resolution 2024-878 authorizing the Fertilizer as presented for the amount of $30,673.80 plus shipping costs. Council Member Checketts seconded the motion, and all voted in favor of the motion through a roll call vote. DEVELOPMENT STANDARDS UPDATE The Public Works Director continued with the floor and noted the following for the City Council: “In efforts to keep the City Standards and Specification up to date, City staff has worked with JUB to make suggested changes to the current approved Standards for City Infrastructure (roads, OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 8 water system, parks sprinklers, storm drain system, street lighting and more) that development and repair and replacement must follow. The last update that was approved by Ordinance by the City Council was in September of 2021. “Most of the updates are related to city infrastructure/ utility construction. But there are some items that the City staff would like input on in the standards for street name signs, streetlighting, tree planting, etc. “The finalized updated Standards and drawings will need to be adopted by Ordinance (City Code 11-18-010) and follow the Land Development Ordinance update process with public notice and hearing in City Council for adoption with a public notice and hearing. The Planning Commission has recommended the following draft for approval.” The Public Works Director did say this is part of the General Plan and he wanted to present the proposed changes to the Planning Commission and City Council for review before the public hearing was held. REPAYMENT OF INTERFUND LOAN FOR PURCHASE OF PROPERTY LOCATED AT 1351 W 1500 S The Mayor gave the floor to the Community Development Director who noted the following: “At the December 17, 2021 City Council meeting, Resolution 2021-750 was passed to authorize the purchase of land adjacent to Mills Park located at 1351 West 1500 South (DeLuna Property) and Resolution 2021-751 was passed “Declaring Its Intentions To Reimburse Itself for Expenditures Incurred In Connection With The Acquistion And Improvements To Certain Land Located Within The Boundaries Of the City From Proceeds Of Bonds That The City Intends To Issue; And Matters Related.” “In other words, Resolution 2021-751 was critical to maintain the City’s ability to obtain bonds in the future to repay the short-term resources: that were used to purchase the property for approximately $1,900,000. Resolution 2022-757 was adopted to memorialize the land purchase. “The interfund loans issued with Resolution 2021-751 had an 18-month life which was extended for an additional 18-months with Resolution 2023-819 which will expire in December of 2024. The purpose of this discussion is to confirm if the Council wants to maintain its right to obtain bonds in the future, if we are ready to repay the $500,00 loan to the Capital Improvement fund, $400,000 to the RDA Fund, and $1,000,000 to the RAP Tax Fund? “During the audit, it was also brought to our attention that the loans and associated interest need to be considered, and our Finance Director, Brian Passey, suggested that it may be easier to calculate simple interest on the loans rather than compounding interest averaged over the life of the loan rather than the interest as it was identified in the interfund loan documents. Tonight, we are only seeking direction from the City Council on the following: 1. Do you want to maintain the option to bond for the land repayment in the future? 2. Do you want to repay the inter-fund loans now or extend the loans? 3. If you want to repay the interfund loans, where do you want the revenue to come from? OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 9 “The RAP Fund has sufficient “pooled cash” to repay the Capital Improvement and RDA Funds ($900,000 total) to get all the loan within one fund. It would only give the RAP Fund about $200,000 but with an anticipated $425,000 in revenue for the remainder of the FY25 budget year, which would be enough to cover the projects slated for this year.” Following the information given, Council Member Checketts asked if it would be better to pay this off or extend the loan. The City Administrator said they could keep the language to keep the door open to bond money for it in the future. The City Administrator said they did something similar for the police vehicles that said they would be paying for this in the future. He said he felt like it would be good to leave the language in so there could be a bond if it was needed. He said funds should be fine to cover other expenses with revenue coming in from the RAP taxes. Council Member Checketts asked if the discussion could be revisited regarding a new city hall and property and the City Administrator said yes, he wanted to keep that momentum going. DISCUSSION ON EFFICIENT CITY COUNCIL MEETINGS The City Administrator continued with the floor and noted the following for the City Council: “During the Utah League of Cities and Towns conference held September 4-5, 2024, Council Member Gary Sharp and I attended a class on efficient public meetings. During the meeting, we heard a variety of ideas that can contribute to the efficiency and length of our meetings, and we wanted to discuss them to determine what changes you would like to incorporate. Meeting efficiency can help with the accuracy of the minutes (challenges keeping record of informal comments and if they are relevant to the meeting outcome), demand on public official’s time, efficient use of staff time, ensuring that meeting topics have adequate time for good decisions, ensure that the public can participate in public meetings. Topics include: 1. Consent agenda – Is the council supportive of having a consent agenda? a. The consent agenda can improve efficiency by including the following types of items that are all voted on at once, such as: i. Approval of the minutes; ii. Final approval of proposals or reports that the board has been dealing with for some time and all members are familiar with the implications; iii. Routine matters such as appointments to committees; iv. Staff appointments requiring board confirmation; v. Reports provided for information only; vi. Correspondence requiring no action. b. A member of the council can ask to have an item removed from the consent agenda and placed on the regular agenda for further discussion. 2. Public Input and Public Hearing Time Limits – a. Are the time limits sufficient, and should the time limits be enforced more consistently? b. Can citizen concerns be referred to the appropriate staff member to address with the citizen rather than trying to solve the issue during the meeting? OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 10 c. Referring items to staff can reduce emotion and allow staff time to gather all relevant information in order to work toward a better understanding and outcome? 3. Guest Presentation Time Limits – a. Should individuals making guest presentations be held to a time limit? b. Should staff request that more guest presentations be done by memo to the council rather than making a presentation that puts the council and staff in a position of needing to make a decision at the meeting? 4. Using A Clock For Timekeeping – a. Should a clock be purchased that shows the time limit for public comments and presentations and helps everyone stay on task? b. Some agencies let the clock alarm continue to ring enforce the time limit. Is this beneficial? 5. Staff Agenda Memos and Dept. Reports – Should staff reduce time talking by: a. Relying on the agenda memo to communicate the action and spend less time verbally explaining? b. Can written staff reports submitted without the expectation of staff commenting during the meeting? c. Can council request clarification to any staff report item that can be followed up with an email or additional information in the next report? 6. Council Direction and Reports – a. Can we improve the consistency of when the council is requesting action or information from the staff and how that will be handled? b. Does the Council want to submit their reports in writing so that they are part of the meeting packet? c. How much time does the council want to spend discussing staff and council reports during the meeting? 7. Unnecessary Comments, Unsolicited Public Comment – What can we all do to limit unnecessary comments that lengthen the meeting and may confuse the records of the meeting? 8. Use of Technology – a. How can we better use technology to ensure that council requests to staff are followed up on? b. Are there other ways that we can use technology to improve the efficiency of our meetings? 9. Staff Attendance At Meetings – a. Is staff attendance at meetings necessary if they do not have an item on the agenda? b. If senior staff do not have an agenda item, can they participate remotely? c. Do we want to have a member of the police department in attendance at all city council meetings? “With the goal of having efficient and productive meetings, we hope that this conversation can result in clear direction for any changes that the Council would like to see going forward.” Following the information given by the City Administrator, Council Member Sharp said he wants to make sure things are discussed that are necessary in a few words but have the staff get with the person and help address the issue. He said he would like to see some time limits on presentations outside of the Council to keep the meetings short. He said there have been presentations that have gone long. He said he felt like the public hearings are going well. The Mayor said public hearings can get out of hand, so time limits could be placed on them. There was discussion on what time limits would work for that type of meeting. The Mayor said you can set a time limit for a speaker and limit the number of minutes a person can speak. The Community OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 11 Development Director said he was in a class that noted how some matters are handled with people writing a note regarding a matter as they come to a meeting and then it is reviewed to see how long a discussion it may take on that matter. There was also discussion on not wanting to hear the same things said over and over again in a public hearing. Council Member Sharp said he would like to see some changes made and would like to see this addressed. The Mayor said he was glad this specific class was attended and there was good information brought back to discuss. He said everyone’s time is valuable and that needs to be taken into consideration. The Mayor said the one thing that is nice about Woods Cross is that they are less formal but it does make it so the meetings can go very long. The Mayor said he would like to tighten up the meetings a little bit more. The Mayor said he would like to tighten up public comments, so they are made when there is allotted time to accept comments. He said he would like to formalize things a little more. It was noted that everyone needed to be treated fairly and there should be a policy to go along with these suggested changes. The City Administrator said the public could wait for public comments for a public hearing. There was discussion to let comments be made at the beginning of the meeting. Council Member Checketts said if they could modify the public comment period to allow people to discuss issues that are not a public hearing item that might help eliminate comments that pop up during the meeting. Council Member Sharp said he felt like the policy should be followed by the Planning Commission as well. The Mayor said the public could be directed to staff for more immediate help rather than coming to public comment. The City Administrator said if someone comes in with an issue or a concern, they could be heard and could be directed to staff after they have been heard to take care of certain matters. Council Member Checketts said there needs to be follow up to make sure things are changed if there are things brought up. The City Administrator said it would be good to have a record of what is being asked to be done. He said he also wants to make sure that the Council approves changes that are going to be made by staff. He said there could be some policy changes made. The Mayor said it would be good to have a work meeting to discuss some of these matters and what could be done to make things better. The Mayor said in regard to staff, if there is not an agenda item for them, they do not need to be in attendance and have them there if there is a specific thing for them to address. Council Member Sharp said he would like to have a calendar of city events put together, so everyone is aware of what is happening, so they know when things are coming up. Council Member Larrabee asked if Chief Bigelow would only be coming if there is an agenda item. The City Administrator said he felt it was important to have a public safety officer in attendance and Chief Bigelow could make assignments for that. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 12 Council Member Larrabee said he would like to start with the Consent Agenda as soon as the next meeting and felt that was a good way to proceed. Council Member Terry said there seems to be a lot of worry about how long public comments take, but he felt might be more helpful if Council start with limiting their comments. He said he feels like the camaraderie and discussion is good, but the Mayor oversees the meeting and should direct time for comment. He said if the Council keeps things short, that is where time could be saved. He said he would love to see more people come to the Council meetings. He said he isn’t in favor of implementing a countdown clock for most meetings. Council Member Sharp said he felt like things need to be made consistent. The City Administrator said there could be a small kitchen clock instead of a big timer clock. Council Member Terry said he would like to focus on the Council shortening things up first and then move to the public if necessary. Council Member Checketts said she liked using technology that staff gets Council requests. She asked how that would be done. The City Administrator said the easiest way might be to send an email with comments. The Mayor said maybe the best way is to send an email to staff if there needs to be attention to someone, and to copy the City Administrator on the email so he can see as well. The City Administrator said the agenda is sent to the Mayor on Thursday, so he has the final say on the agenda and running the meeting The Mayor said he would like to get back to his goal to make the meetings shorter and he would work on that. The Mayor thanked everyone for their input on this discussion. The City Administrator said he would follow up with those things the Council had asked as follows: -Working out a written Policy -Setting up a calendar -Work session if necessary -Purchasing a small timer COMMUNITY SERVICES REPORT The Mayor gave the floor to the Community Services Coordinator she noted the following for the Council: SENIOR LUNCH BUNCH: Rick Earnshaw will be the host for Senior Lunch moving forward. If you have any leads for entertainment or guest speakers, please pass them along to LaCee. YCC: The YCC was once again awarded the TLT grant through USU Extension Office. This is a great opportunity for training and leadership development as well as monetary contribution to the program. DAY OF SERVICE: Target and Centerville donated 2 sets of cornhole games due to the project being listed on the Just Serv website. There were approximately 350 volunteers who participated on 9/13 and 9/14. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 13 SCARECROW WALK: We are once again participating in the Scarecrow Walk at the USU Botanical Garden in Kaysville. Come and see how cute our crows are!! PARTY: See you later this summer for the employee dinner. The date has been changed to September 26 at noon at the Public Works building. UPCOMING: Pumpkins in the Park will be on October 12. It is going to be great! There will be an employee Halloween Lunch on October 30, at city hall at noon. The Veterans Day Dinner will be November 16, at Public Works. COMMUNITY DEVELOPMENT REPORT The Mayor gave the floor to the Community Development Director who noted the following for the City Council: Permits and Business Licenses (July 11 – August 14) • 13 Residential Building Permits (no new residential) • 1 Commercial Building Permits • 5 New Business Licenses Issued • 2 Conditional Uses • 631 Active Business Licenses Updates • The City hired a new Code Enforcement Officer, Chris Tremea, on September 9th. • The department continues to work with CityInspect to fully install the software. This software will help streamline the building inspection, business licensing, and code enforcement processes. • I am writing code for an Airport Overlay Zone, which is required to be adopted by the Council before the end of the year. This was a requirement of HB 206 from the 2023 legislative session. POLICE REPORT The Mayor gave the floor to the Police Chief who went over the following : DISPATCHED CALLS 2024 2023 YEARLY Jan—445 Jan--735 2023—6,867 Feb—419 Feb—603 2022—10,155 March-448 March—702 2021—9,106 April—501 April—712 2020—10,473 May—526 May—771 2019—11,368 June—455 June—716 2018—11,600 July—524 July—906 2017—11,411 Aug—558 Aug—511 (Spillman) 2016 – 12,393 Sept— Sept—511 2015—12,819 Oct— Oct—448 2014 –9495 Nov— Nov—353 Dec— Dec—410 Total—3,876 Total—6,867 OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 14 TRAFFIC OFFICER Agency Assist Traffic Stop-2 Traffic Stops-18 Ped Stop-1 Motor Assist-2 Hit/Run Accident-1 Citations-15 with 21 violations Accident-3 Physical Arrests--6 DUI-1 Total Cases-90 USE OF FORCE REVIEWS 4- Use of Force- 3 Hands On/1 Taser deployment—No injuries to officers. Minor injuries to suspect from the taser deployment. DEPARTMENT ACTIVITY -Dan Schultz Sworn in As Assistant Chief -Department In-Service Training -Legacy Prep Back to School Day w popsicles -Department Firearms Training -Detective Interviews for open positions -Preparations for the new Guardian Program -National Night Out Against Crime -Made Two Job Offers/One position is open now DETECTIVE DIVISION 20 Persons Crimes/Sexual Assault/C.A.N.R. cases (Child Abuse Neglect Report) 5 Theft/Property/Fraud Cases ICAC No ICAC assists in August 2024, as there was no detective available to assist. ORDINANCE ENFORCEMENT 1—New case received and opened from the public 2—Cases resolved/closed successfully 1—Notice Sent 1—Case successfully prosecuted in court, issue being completed and fixed to the satisfaction of the court. THIS WILL BE THE LAST ORDINANCE ENFORCEMENT SLIDE FOR THE PD COMMUNITY DEVELOPMENT REPORT The Mayor gave the floor to the Community Development Director who noted the following for the City Council: Permits and Business Licenses (July 11 – August 14) • 13 Residential Building Permits (no new residential) • 1 Commercial Building Permits • 5 New Business Licenses Issued • 2 Conditional Uses • 631 Active Business Licenses Updates • The City hired a new Code Enforcement Officer, Chris Tremea, on September 9th. • The department continues to work with CityInspect to fully install the software. This software will help streamline the building inspection, business licensing, and code enforcement processes. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 15 • Writing code for an Airport Overlay Zone, which is required to be adopted by the Council before the end of the year. This was a requirement of HB 206 from the 2023 legislative session. FINANCIAL REPORT The Mayor gave the floor to the City Administrator who noted the Financial Report was available to the City Council for their review. CITY ADMINISTRATOR REPORT The City Administrator continued with the floor and noted the following for the City Council: 1. With the addition of the Budget Message that was emailed to the Council on Wednesday, September 11th, the budget documents have been submitted to the County and State in compliance with State Law. 2. Working with staff, contract consultants, and agencies supporting the water aquifer in our area, the staff submitted a protest response to the State Engineers office on September 3rd with letters of support from Weber Basin Water District, HF Sinclair and other letters of support that can be submitted as they arrive. We are deeply grateful for our partners that have recognized the importance of the many projects that are underway to stabilize and restore this aquifer, that in return, will also stabilize the Great Salt Lake underground aquifer system. 3. Staff is collaborating on the website and legal RFP documents and advertisements are anticipated to be started in the next couple of weeks. 4. Following comments in the September 3rd Council meeting, staff wants to know if the Council wants ordinance changes to be prepared and presented for consideration for burning within the city limits? If so, what changes do you want to see for agricultural, recreational, and open burning. 5. Mayor Westergard and I met with UDOT and North Salt Lake representatives to discuss ongoing concerns with the I-15 project and 800 West connection to 2600 South. We will be waiting for the EIS process to be completed in mid to late October before further discussions take place. 6. The public notice has been made to solicit applications to fill the open council seat made by the upcoming resignation of Council Member Jessica Kelemen. Annette has received one application to date, and we are hearing of others that intend to apply. 7. The financial audit is ongoing, and we anticipate a report to the Council from the auditor in October or November. As a result of their work, we are making additional improvements to controls surrounding cash receipting, expenditure records, and monthly financial reports to the Council. The staff is committed to refining our activities to ensure the highest level of accuracy and transparency for the financial transactions and to safeguard everyone involved in the process from any possible implications or assertions of fraud or misuse of public funds. Council Member Checketts asked for a graph chart and snapshots for the budget again. The City Administrator said he would work with the Finance Director to get that done. QUESTIONS/DIRECTION TO CITY ADMINISTRATOR OR STAFF Council Member Checketts said she had a resident reach out to her and to thank the city of Woods Cross for their recycling efforts and green can usage. OFFICIAL MINUTES WOODS CROSS CITY COUNCIL MEETING SEPTEMBER 17, 2024 PAGE 16 Council Member Checketts asked Chief Bigelow about large trucks being parked on one of the streets that is causing issues with being able to see around them. The Community Development Director said if the trucks are over 16,000 pounds, the police can have them remove the vehicles, but he said the ones they have seen are not over 16,000 pounds. He said there is not a current ordinance to mandate that commercial trucks are not parked on city streets. The Public Works Director said there is a traffic chapter that can be looked at and the trucks are not supposed to be on a nonapproved truck route. The Mayor said they are not that large of trucks. Council Member Checketts said she would like to use the new Code Enforcement Officer to educate the residents on the danger of parking on the corner where they are at. She said she did not want to see anyone get injured because there is not a line of sight because of the trucks. The Mayor asked how the reach the new Code Enforcement Officer and the Community Development Director said by email and the complaint would go to the Code Enforcement Officer and it would be good to CC the email to the Community Development Director as well, so he knows what is happening with things. COUNCIL REPORTS The Mayor said they have appointed Greg Stewart who was one of the Deputy Chiefs, to be the new Fire Chief for the South Davis Metro Fire Agency. The Mayor said he would do a great job. The Mayor also said the new fire truck that had been ordered several years ago was delivered the day of the retirement party for the retiring Fire Chief, and the Fire Chief was very surprised and happy with the new truck. The Mayor said the new Fire Chief is going to be great and has been trained well by the retiring Fire Chief. The Mayor also noted one of the new board members for the Recreation District was a Woods Cross resident. Council Member Sharp said in 2026 the country will be celebrating the 250th anniversary of the Declaration of Independence and he thought it would be good to incorporate something into the Memorial Day Celebration for that event. ADJOURNMENT There being no further business before the City Council, Council Member Sharp made a motion adjourn the meeting at 8:12 P.M. with Council Member Larrabee seconding the motion and all voted in favor of the motion to adjourn the meeting. ___________________________________________ ________________________________________ Ryan Westergard, Mayor Annette Hanson, City Recorder Approved by Council October 1, 2024