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Council Minutes 07/25/2002 CITY OF AMMON August 1, 2002 Minutes of the Regular Meeting of the City Council: The City Council met at 6:00 p.m. in the City Building, 2135 South Ammon Road, Ammon, Idaho, to work on the tentative budget for the fiscal period October 1, 2002, through September 30, 2003. Council President W. Lee Bean called the regular meeting to order at 7:30 p.m. with the following City Officials present: Council President W. Lee Bean Councilmember Karen Anderson Councilmember Leslie Folsom Councilmember Randy Waite Attorney Brian Tucker Engineer Bill Manwill Public Works Director David Wadsworth Fire Chief Clarence Nelson Others Present: Marsha & Emerson Steed, 1919 Masters Drive, Idaho Falls Susan & Mark Buys, 3653 Hidden Haven, Ammon Doug Willden, 3633 Hidden Haven, Ammon George McDaniel, Quail Ridge developer Alan Cunningham, Mountain River Engineering Kristy, Post Register Tom Hunsaker, Planning and Zoning Commission Absent: Mayor C. Bruce Ard Councilmember Waite led the Pledge of Allegiance to the Flag. Council member Anderson asked those present to join in a moment of silence in memory of Attorney W. Joe Anderson who passed away this week (July 2002). Councilmember Anderson then offered a prayer. The first item of business was a proposed Eagle Scout project "My name is Mark Buys. Thank you for allowing me to come and take a few minutes of your time this evening. I am a Boy Scout from Troop 226 in the City of Ammon. I am working on my Eagle Scout rank. Due to the problems we have been having with water shortages throughout the country, specifically in southeastern Idaho, I chose a water conservation project as my Eagle project. It is my understanding that at this time the City of Ammon has enough water to supply the needs of its residents. However, in order to continue having an ample water supply, my plan is to create a public awareness that will help residents conserve water with some very simple and easy tips to follow. My plan is to distribute this flyer to every City Council Meeting, August 1,2002 - Page 2 Ammon City residence. It lists ten tips or facts we need to know about water conservation. I plan to ask the help of five Scout troops in the Ammon area to distribute these flyers. With the aid of the City Office I have obtained a copy of the map of the City of Ammon. I have divided the map into five separate sections and will make assignments to each participating Scout troop so that we may cover the entire area in a short period of time. The delivery of these flyers will begin on Saturday morning, August 17, 2002, and will conclude, if necessary, on Tuesday evening, August 20, 2002. It is my hope that, through the distribution of these water conservation tips, residents of Ammon will be more aware of the need to conserve water. This will insure that our water supply will continue to be sufficient for our needs both now and in the future. Thank you for considering my proposal to bring an awareness of water conservation to all of the Ammon City residents. I appreciate having been here this evening." Mark Buys displayed a poster to support his project and circulated copies of his flyer. He requested the City Council to pay for printing approximately 2000 copies. Council member Folsom moved to approve Mark Buys Eagle Scout project and to approve the expense of printing the flyers through Staples to be charged on the City of Ammon account. Council member Anderson seconded the motion. Roll call vote: Folsom - Yes; Anderson - Yes; Waite - Yes; Bean - Yes. The motion carried unanimously. Alan Cunningham of Mountain River Engineering discussed the changes and concerns associated with Quail Ridge Division No. 4 and the development agreement that is now in place. At the last meeting, we talked about the option to develop the square foot cost for anyone who connects to the trunk line to reimburse the developer. The revised figures are based on three hundred (300) feet back from the trunk line, then 300 feet to 700 feet back, and then 700 feet to 1000 feet back. The acreage was generated 1000 feet on both sides of the trunk line. The whole concept of the idea is to soften the blow to the developer in case some one wanted to connect to the trunk line at 100 feet and then expand back to broaden their development. The idea is to protect the developer, but to be fair to someone who connects on. There is still some figuring to do. The developer is not opposed to just having a front footage fee, but reimbursement for the waterline was left out of the original development agreement. Once the whole area is developed the developer would be reimbursed for the whole project. The costs are from the west line of Quail Ridge to the Mason Street connection. Reimbursement would be faster with the front footage fee and longer with a square footage cost. Engineer Manwill explained the two options. Ultimately the developer wants to collect his money back. City Council Meeting, August 1, 2002 - Page 3 Councilmember Bean asked what about all the development that has occurred or is in progress in The Cottages. Do we forfeit or do we go back to charge that developer for the portion he has developed? In fairness we need to go back to collect. The developer of The Cottages understands that at some point in time he will have to pay his share. The new development agreement clearly states that the City is the acting agent to collect the money. Alan Cunningham plans to work with Engineer Manwill to review and adjust the figures. It is the City's decision how to collect the reimbursement whether it is by front footage, modified front footage, or square foot cost. When the project began, the City agreed to pay for the oversize lines. The developer planned for a six-inch waterline, but the City requested a larger line. We are responsible for the difference in the cost of the pipe only. On the sewer line the developer could get by with an eight-inch line, but the City had him install a 12-inch line through part of the system. The City would pay the difference between an eight-inch pipe and a twelve-inch pipe. The developer pays the excavation, installation, backfill, manholes, and everything else. The City is committed to reimburse the developer for the oversize costs when he presents the actual costs. It was estimated the oversize cost is approximately $70,000. There was a discussion on the reimbursement route to take. It was generally agreed by the City Council that the payment for the oversize lines should be up front. They leaned toward square footage cost for reimbursement of the system. However, the figures for both front footage and square foot costs need to be finalized. There was further discussion on when to collect on the system reimbursement. One suggestion was to collect prior to any sewer connection to the sewer main line or the sanitary sewer service line. Another suggestion was to collect at the time of platting. On properties already developed, reimbursement should be before a certificate of occupancy is issued. The development agreement needs to be amended to include the waterline. The City Council asked for the developers and engineers to provide figures at the next City Council meeting. George McDaniel gave an update report on the Quail Ridge well. The developers are working on the performance bond. The preliminary 2003 Fiscal Year Budget figures were reviewed and discussed. There have only been a few changes since the last budget work session. Salary and benefit figures have been adjusted. In the street fund everything has been budgeted for the Sunnyside Road project to begin next year. It also includes a 10% increase for the project. The legal firm of Anderson, Nelson, Hall, Smith will continue to represent the City. The street fund includes some capital outlay but not as much as we would like. The water fund may need some adjustment depending on whether we pay for the oversize line this year or budget it for next City Council Meeting, August 1, 2002 - Page 4 year. There is money in the budget for meters on the wells. The sewer funds include about $150,000 to improve the Ross Avenue lift station and about $236,000 to pay for the Hitt Road project. No other major projects are anticipated. The budget figures are in balance. Councilmember Anderson moved to approve the budget as we have talked about as our tentative budget in the amount of $7,685,526 for the fiscal year 2003. Councilmember Waite seconded the motion. Roll call vote: Anderson - Yes; Waite - Yes; Folsom - Yes; Bean - Yes. The motion carried unanimously. The City Clerk was asked to publish the notice of budget hearing for Thursday, August 15, 2002. Councilmember Bean was thanked for all the work that he put into the budget preparation. Council member Anderson inquired if we need to address the sewer issues in this meeting. We are looking at an increase in sewer fees in a couple of different areas. Attorney Brian Tucker counseled the City should advertise a hearing to consider an increase in fees if the increase exceeds 5%. The rate to be considered for sewer is $26.50 per household and a commensurate increase in the commercial rate. It is also proposed to increase the sewer connection fee. It was agreed to use the publication format of the sample hearing notice provided by the Association of Idaho Cities in the Budget Manual. If possible, the publication should identify the proposed residential rate to be $26.50 and the other rates in general. Dr. Rulon Robison has requested permission for a group of Indian dancers from the Wind River Reservation to camp overnight in Peterson Park when they come to participate in an Indian Dance Festival in Blackfoot. Two of the dancers lived with Robisons when they participated in the Indian Placement Program. It was estimated that there would be about 100 people. The Council discussed the concerns, the facilities, and other details. Public Works Director Wadsworth reported that most of the similar groups, which have used the parks, took good care of the parks. McCowin Park would be better to accommodate the group than Peterson Park. It was agreed to notify Dr. Robison that the group could use McCowin Park and they will be responsible for the clean up, liability, and additional portable restroom facilities. Sgt. Greg Black is to be alerted to provide police protection. East Central Idaho Planning and Development has requested a special meeting with the Mayor and City Council regarding the Shelley Regional Sewer Feasibility Study. It is an important meeting to discuss the project on an individual basis with the various entities involved. The representatives would like to meet with Ammon on August 14 in the morning or the afternoon. The Council City Council Meeting, August 1,2002 - Page 5 agreed to a meeting on Wednesday, August 14, at 10:00 a.m. in the City Building. An information meeting with property owners considered for annexation as County Islands was planned for August 8 at 7:30 p.m. in the City Building. The City Office was instructed to send letters to invite the property owners who are involved. Council member Bean presented information about the Hillcrest High School. ball diamond. It is a great ball diamond, but they are lacking restroom facilities and a concession stand. They have a grant to help pay for a portion. There is no sewer available out to the diamond. Councilmember Bean received a request to approach the City Council for permission to put in a septic tank and 1000 gallon drain field rather than go to the expense of installing a sewer line. Engineer Manwill did not think it would be a problem provided District Seven Health Department would approve. Engineer Manwill said they may want to look at the feasibility of using a holding tank and having it pumped and hauled out. It depends on how permanent and where they put it. Another option was to talk to the apartment complex to see if a line could be run in between their buildings. The City sewer line is a long way from the ball diamond. The ideas were discussed. The Hillcrest Boosters are pushing the project. There is water available from the sprinkler system. Councilmembers would like to see the facility try to tie into the sewer system with the apartment complex. Reports: Chief Nelson reported for the Fire Department. The incident report was reviewed. It was a short report for the hottest month of the year. Jefferson Central has taken over fire protection for the City of Rigby. Jefferson Central took all the equipment except for a QRU unit and two fire trucks. It was agreed to give the trucks to other units that could use them. It was decided to give one to City of Roberts and one to City of Ammon. It is an American La France 1974. It has a 1000-gallon pump with a 1000 gallon-tank. The truck has been checked and it is a good truck. Chief Nelson told the City of Rigby that the Ammon Fire Department would be willing to accept the truck. There was a discussion on how to make the truck usable and where to store it. One fire truck will have to be stored at Well NO.7. The truck does not come with any hose. We have some usable hose. We will need to purchase three nozzles at a cost of approximately $400 each. The City Council should be willing to commit to make the truck usable before we commit to take the truck. Fire Department funds were reviewed to determine if the budget would allow us to purchase nozzles. Council member Folsom moved to allow City of Rigby to donate the fire truck to the City of Ammon and to give permission to buy nozzles to make the truck usable provided funds in the budget will allow it. Council member Anderson City Council Meeting, August 1,2002 - Page 6 seconded the motion. Roll call vote: Folsom - Yes; Anderson - Yes; Bean - Yes; Waite - Yes. The motion carried unanimously. One of our fire trucks is going to Salt Lake around noon on Sunday to have a foam system installed. The truck will back the following Saturday or Monday. We are taking the truck down and the company will drive it back. Chief Nelson will be gone on vacation for two weeks. During his absence Scott Norman will be in charge and Acting Chief for the first week. Bill Brotherson will be in charge and Acting Chief from the second week until August 19 when Chief Nelson returns. Everything has been quiet. As soon as the State declares that no burning permits are to be issued because of the fire hazard, we will be alerted to get the word out. Homeowners with fire pits in their backyard will be issued a burning permit for 90 days and Dispatch will be notified of the permit. Councilmember Folsom gave an update on the park in Eagle Pointe. All the sprinkler lines are in, and the park should be ready to seed next week. The Eagle Pointe park is to be named Eagles Homestead Park. Councilmember Anderson reported that the Council plans to begin to interview applicants for the City Administrator position. Engineer Manwill advised that the Steering Committee for the Shelley Regional Sewer Feasibility Study has scheduled a meeting for August 8 at 10:00 a.m. Mountain River Engineering has asked if the City wants streetlights in Cottonwood Hills Estates. It was recommended to request three streetlights. Claims were approved. Councilmember Bean moved to adjourn the meeting, and Councilmember Folsom seconded the motion. The meeting was adjourned. W. Lee Bean, Council President Attest City Clerk NOTICE OF PUBLIC HEARING BUDGET FOR FISCAL YEAR 2002.2003 (FY2003) CITY OF AMMON, IDAHO NOTICE IS HEREBY GIVEN that the City Council of the City of Ammon, Idaho, will hold a public hearing for consideration of the proposed budget for the fiscal period October 1, 2002 - September 30, 2003, pursuant to the provisions of section 50-1002 Idaho Code. The hearing will be held at City Hall, 2135 South Ammon Road, Ammon, Idaho, at 7:30 P.M. on Thursday, August 15, 2002. All interested persons are invited to appear and show cause, if any, why such budget should or should not be adopted. Copies of the proposed budget in detail are available at City Hall during regular office hours (8:00 A.M. to 5:00 P.M. weekdays). Anyone desiring accommodations for disabilities please call the City Clerk's office at 529-4211 at least 48 hours prior to the public hearing. PROPOSED EXPENDITURES FY2001 FY2002 Actual Budget Exoenditures Exoenditures $ $ GENERAL FUND: General Government Law Enforcement Fire Protection Building Dept. Parks & Recreation Total General Fund STREET FUND STREET RESERVE FUND FIRE DEPT. RESERVE WATER FUND SEWER FUND SANITATION FUND WATER IMP. FUND SEWER IMP. FUND SANITATION RESERVE FUND EAST HILLS EST. CARRY OVER TOTAL PROPOSED EXPEND. GENERAL FUND TAX LEVY REVENUE - OTHER SOURCES: State Revenue Sharing - Sales Tax Franchise Tax Licenses Building Permits Liquor Apportionment Sales Tax, Inv. Rep. DevelopmenVZoning Fees Fire Dept. Misc. Recreation Fees Magistrate Court Bonds, Animal & Parking Interest Earnings Misc. revenue Grants Highway User's Water Fund Sewer Fund Sanitation Fund Water Imp. Fund Sewer Imp. Fund Trans & Carry Over TOTAL ESTIMATED REVENUE 190,964.00 180,502.00 151,861.00 142,230.00 140.773.00 $ 806,330.00 396,798.00 0.00 0.00 245,621.00 594,021.00 109,851.00 754.00 5,000.00 0.00 14,175.00 971.166.00 $ 3,143,716.00 ESTIMATED REVENUE FY2001 Actual Revenues $ 346,277.00 183,611.00 57,293.00 6,927.00 234,951.00 99,746.00 22,030.00 1,053.00 9517.00 70,076.00 12,475.00 1,825.00 365,642.00 35,204.00 0.00 270,232.00 514,754.00 372,320.00 189,095.00 153,741.00 47,772.00 149.175.00 $ 3,143,716.00 727,564.00 196,286.00 72,250.00 145,000.00 212.400.00 $ 1,353,500.00 1,768,300.00 1,180,000.00 136,000.00 541,000.00 815,414.00 340,000.00 1,767,291.00 662,985.00 315,000.00 14,175.00 0.00 $ 8,893,665.00 FY2002 Budget Revenues $ 387,000.00 194,000.00 60,000.00 7,500.00 200,000.00 65,000.00 25,000.00 1,000.00 5,200.00 64,700.00 12,000.00 1,600.00 250,000.00 10,500.00 25,000.00 266,000.00 516,000.00 452,640.00 200,000.00 85,000.00 25,000.00 6 040.525.00 $ 8,893,665.00 FY2003 Proposed Exoenditures $ 498,349.00 305,380.00 77,500.00 127,500.00 220.520.00 $ 1,229,249.00 1,998,360.00 10,263.00 10,000.00 594,500.00 913,489.00 213,000.00 2,102,291.00 395,199.00 205,000.00 14,175.00 0.00 $ 7,685,526.00 FY2oo3 Proposed Revenues $ 436,414.00 197,573.00 90,000.00 9,000.00 150,000.00 85,852.00 25,585.00 1,100.00 300.00 64,300.00 13,000.00 1,400.00 125,000.00 6,900.00 37,000.00 254,345.00 594,500.00 613,489.00 213,000.00 95,000.00 62,500.00 4 609.268 00 $ 7,685,526.00 I, Aleen C. Jensen, City Clerk-Treasurer of the City of Ammon, Idaho, do hereby certify that the above is a true and correct statement of the proposed expenditures and revenues for the fiscal year 2002-2003, all of which have been tentatively approved by the City Council on August 01, 2002 and entered at length in the Journal of Proceedings. Dated this 2nd day of August, 2002. Aleen C. Jensen, City Clerk-Treasurer Published: Aug. 8 & Aug. 15,2002