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03.21.2019CouncilAgenda-Packet 2135 SOUTH AMMON ROAD CITY COUNCIL-AGENDA THURSDAY, MARCH 21, 20197:00 P.M. CALL TO ORDER: Council President Brian Powellat 7:00 p.m. Pledge of Allegiance CouncilmemberTibbitts Prayer CouncilmemberSlack ITEMS FROM MAYOR: CONSENT AGENDA:Accounts Payable Exhibit A MINUTES:February 7, 2019 PUBLIC COMMENT REGARDING ITEMS NOT ON AGENDA:(5 Minute Limitation): PUBLIC HEARINGS:None ACTION ITEMS: 1.FY2018October 1, 2017-September 30, 2018-Audit Presentation 2.Residential Sanitation -Vehicle Purchase 3.Water/Wastewater Backhoe Purchase 4.Morrow Property -Rezone Request from R-1 to C-1 DISCUSSION ITEMS: 1.Bonneville County Weed Control Commission Jeffrey Pettengill 2.Quarterly Presentation from Regional Economic Development Eastern Idaho (REDI) 3.Misc. EXECUTIVE SESSION: 1.Personnel Evaluations -Idaho Code 74-206 (1) (b) INDIVIDUALS NEEDING ACCOMODATION DUE TO DISABILITY MUST CONTACT CITY HALL NO LATER THAN 1:00 P.M. THE DAY BEFORE THE SCHEDULED MEETING TO ARRANGE ASSISTANCE 1 of 81 2135 SOUTH AMMON ROAD CIITY COUNCIL MINUTES THURSDAY, FEBRUARY 7, 2019 AGENDA: CITY OF AMMON CITY COUNCIL-AGENDA THURSDAY, FEBRUARY 7, 20197:00 P.M. CALL TO ORDER: Mayor Sean Colettiat 7:00 p.m. Pledge of Allegiance CouncilmemberWessel Prayer CouncilmemberSlack ITEMS FROM MAYOR: CONSENT AGENDA: Accounts Payable Exhibit A City Council Minutes -January 3, 2019 Urban Renewal Board Appointment Mark Permann Term Expires December 31, 2024 PUBLIC COMMENT REGARDING ITEMS NOT ON AGENDA:(5 Minute Limitation): PUBLIC HEARINGS:None ACTION ITEMS: 1.Resolution 2019-003R Authorizing the Purchase of Interim Warrant Fiber Optic LID No. 3 2.Ordinance 619 & Summary Formation of Ammon Traffic Commission 3.Designation of City Property as Surplus Commercial Sanitation Equipment 4.Commercial Solid Waste Collection Services Agreement with Eagle Rock Sanitation, Inc. DISCUSSION ITEMS: 1.Resolution 2019-004R Service Fees for Metered and Unmetered locations, a Late Fee for Invoiced Billings, a Refund Fee, and a Fee for a Lighting District. 2.Development Agreements 3.Misc. EXECUTIVE SESSION: 1.Pending Litigation -Idaho Code 74-206 (1) (f) MINUTES City Officials Present:Mayor Sean Coletti Councilmember Russell Slack Councilmember Byron Wiscombe(arrived at 7:13 p.m.) Councilmember Craig Tibbitts Councilmember Scott Wessel City Attorney Scott Hall City Administrator Micah Austin City Clerk Rachael Sanders City Engineer Tracy Bono City Planner Cindy Donovan City Treasurer Jennifer Belfield I.T. Director Bruce Patterson Public Works Director Ray Ellis City Officials Absent:Council President Brian Powell(reached by phone for quorum, hung up at 7:13 p.m.) Councilmember Rex Thompson CALL TO ORDER:Mayor Sean Coletti opened the meeting at 7:00 p.m.at the Ammon City Hall building located at 2135 South Ammon Road. Councilmember Wessel led the Pledgeof Allegiance. Councilmember Tibbitts offered a prayer. ITEMS FROM MAYOR: CONSENT AGENDA: Accounts Payable Exhibit A City Council Minutes -January 3, 2019 Urban Renewal Board Appointment Mark Permann Term Expires December 31, 2024 CouncilmemberSlackmoved to approve the Accounts Payable Exhibit A, the January 3, 2019 Minutes as presented, and the Appointment of Mark Permann to the Urban Renewal Board with a term expiration of December City Council Minutes 02.07.2019Page 1of 3 2 of 81 31, 2024. CouncilmemberTibbittsseconded. Roll Call Vote: Councilmember Slack Yes, Councilmember Tibbitts Yes, Councilmember Wiscombe Yes, and Councilmember Wessel Yes. The motion passed. PUBLIC COMMENT REGARDING ITEMS NOT ON AGENDA: (5 Minute Limitation): Eric Cutts, 3620 Wanda said he wanted to speak to the Council regarding the bright lightsfrom Liberty Square that are shining over into his propertyand into his home.Mr. Cutts said thishas been going on since they built the building. Mr. Cutts discussed the high wattage of the lights, he has contacted the owner of Liberty Square about dimming the lights, and he has also contacted the City to complain about the lights. Mr. Cutts is asking the Mayor and Council, or City staff to talk to the owners of Liberty Square and ask them to dim the lights. Katie Staples 3615 Wanda said that they have the spotlight from Liberty Square shining directly into her bedroom. Ms. Staples explained that the spotlightcovers quite a distance, and when she isdriving down the road (she has a car that has automatic lights) her carrecognizesthe bright light and dimsthe headlights. Ms. Staples showed photos to the Council of the spotlight, and where it comes into her home. Mayor Coletti asked Mr. Cutts and Ms. Staples what they feel isan acceptable time to shut down or dim the lights. Ms. Staples said 10 pm would be reasonable. Austin said that he has been in contact with the ownerof Liberty Square regarding this issue. Austin explained that he has readabout other cities withcity code for light trespass, and said that aLight Trespass ordinance would be relatively easy to prepare.Austin said he would contact the owner of Liberty Square again to see what he can do about the lights. PUBLIC HEARINGS:None ACTION ITEMS: 1.Resolution 2019-003R Authorizing the Purchase of Interim Warrant Fiber Optic LID No. 3: CouncilmemberSlackmoved to approve Resolution 2019-003R Authorizing the Purchase of Interim Warrant Fiber Optic LID No. 3, as presented. CouncilmemberWesselseconded. Roll Call Vote: Councilmember Slack Yes, Councilmember Wessel Yes, Councilmember Wiscombe Yes,and Councilmember Tibbitts Yes. The motion passed. 2.Ordinance 619 & Summary Formation of Ammon Traffic Commission: Councilmember Slackread: ORDINANCE 619 AND SUMMARY; AN ORDINANCE TO CREATE A TRAFFIC COMMISSION AS TITLE 9, CHAPTER 11 OF THE AMMON CITY CODE, OUTLING THE PURPOSES OF SAID COMMISSION, COMPOSITION OF COMMISSION, POWERS, DUTIES AND RESPONSIBILITIES OF COMMISSION, PROVIDING FOR APPEALS TO THE CITY COUNCIL, PROVIDING FOR SEVERABILITY, AND PROVIDING FOR AN EFFECTIVE DATE.I move that the City Council dispense with the rule requiring the reading of the ordinance on three different days and that the three readings be waived. CouncilmemberWiscombe seconded. Roll Call Vote: Councilmember Slack Yes, Councilmember Wiscombe Yes, Councilmember Tibbitts Yes, and Councilmember Wessel Yes. The motion passed. CouncilmemberSlackread: ORDINANCE 619 AND SUMMARY; AN ORDINANCE TO CREATE A TRAFFIC COMMISSION AS TITLE 9, CHAPTER 11 OF THE AMMON CITY CODE, OUTLING THE PURPOSES OF SAID COMMISSION, COMPOSITION OF COMMISSION, POWERS, DUTIES AND RESPONSIBILITIES OF COMMISSION, PROVIDING FOR APPEALS TO THE CITY COUNCIL, PROVIDING FOR SEVERABILITY, AND PROVIDING FOR AN EFFECTIVE DATE.I move the adoption of Ordinance 619 and Summary as an ordinance of the City of Ammon on its third and final reading. CouncilmemberWessel seconded. Roll Call Vote: Councilmember Slack Yes, Councilmember Wessel Yes, Councilmember Wiscombe Yes, and Councilmember Tibbitts Yes. The motion passed. 3.Designation of City Property as Surplus Commercial Sanitation Equipment:Austin reported that staff is recommending designating the equipment and City property items listed in Table 1 as surplus. The contract with Eagle Rock Sanitation is complete and ready for the City Council to approve. As a condition of the contract, Eagle Rock has agreedto purchase certain City assets that are currently used by the Commercial Sanitation Division. These assets are public and must be designated as surplus for the City of Ammon to sell them to any private party. Designating the following City assets as surplus will allow the City to sell the property to Eagle Rock Sanitation as anticipated by the commercial sanitation contract. TABLE 1: City Property/Assets for Surplus City Property/AssetsSurplus Value Twenty-Eight (28) four-yard front load dumpsters$621.00/each Fourteen (14) six-yard front load dumpsters$721.00/each Eight (8) eight-yard front load dumpsters$821.00/each Six (6) six-yard cardboard recyclers$700.00/each Two Hundred Thirty (230) three-eight yard rear load dumpsters$100.00/each One (1) 2004 Sanitation Truck Peterbuilt McNeilus Forty-yard front load$80,000.00 One (1) 2010 Sanitation Truck-Crane Carrier/Lavrie front load$125,000.00 One (1) 2013 Sanitation Truck Freightliner/Cobra rear load$70,000.00 One (1) 2007 Sanitation Truck GMC rear load$20,000.00 Total of Surplus Property$356,250.00 City Council Minutes 02.07.2019Page 2of 3 3 of 81 Austin stated that the listed assets belong to the Sanitation Fund. All revenues collected from the surplus property will stay within the Sanitation Fund for the purpose of improving the efficiency, reliability, and affordability of the residential sanitation program. CouncilmemberSlackmoved to designate the property listed in Table 1 as surplus as presented. CouncilmemberTibbittsseconded. Roll Call Vote: Councilmember Slack Yes, CouncilmemberTibbittsYes, CouncilmemberWiscombeYes, and Councilmember Wessel Yes. The motion passed.r 4.Commercial Solid Waste Collection Services Agreement with Eagle Rock Sanitation, Inc.: Austin informed the Council that staff is recommending approval of the contract as presented. Austin reported that on October 16, 2018, the City issued a Request for Proposals (RFP) for commercial solid waste services. In response to the RFP, the City received three proposals from private solidwaste hauling companies. The three companies that responded were PSI Environmental Services, Eagle Rock Sanitation, Inc., and Zero Waste Solutions, Inc. Of the three companies, interviews were conducted with PSI Environmental Services and Eagle Rock Sanitation. Based on their responses to the RFP and their interview, a review of city staff members evaluated the two companies. Eagle Rock Sanitationobtained the highest scores in both their proposal and in their interview. Based on this, staff- initiatednegotiations with Eagle Rock Sanitation on a Commercial Solid Waste Collection Services Agreement. The agreement has been reviewed and approved by City Attorney, Scott Hall, and by Eagle Rock Sanitation Inc., represented by Kim Galloway. Eagle Rock Sanitation is comfortable with the contract and is eager to take over the commercial services. Austin reported the highlights from the contract. Eagle Rock will pay the City of Ammon $356,250.00 for surplus assets currently utilized by the commercial sanitation division. In addition, Eagle Rock will also pay the City of Ammon an enterprise utility fee equal to 8 percent of annual gross billed revenues or $20,000, whichever is more. Assuming Eagle Rock will pay at least $20,000 annually, the ten-year financial revenue anticipated from this contract is $556,250. CouncilmemberTibbittsmoved to approve the Commercial Solid Waste Collection Services Agreement with Eagle Rock Sanitation, Inc. and direct staff to proceed with all preparations necessary for the transition. CouncilmemberWiscombeseconded. Roll Call Vote: CouncilmemberTibbittsYes, Councilmember Wiscombe Yes, Councilmember Slack Yes, and Councilmember Wessel Yes. The motion passed. DISCUSSION ITEMS: 1.Resolution 2019-004R Service Fees for Metered and Unmetered locations, a Late Fee for Invoiced Billings, a Refund Fee, anda Fee for a Lighting District.: Austin presented the resolution of fees for this proposed resolution. Councilmember Wessel said that there was a proposal to keep the rates at what they currently are for the winter months,and then to increase the water rates inthe summer months. Riley Bradshaw, Keller and Associates explained that the effect to the City if the Council chose to leave unmetered residences at the old rate duringthe winter, and then moving them to the higher rate in the summer months would mean completing capital improvement projects at a less rapid pace. Hall said one of the questionsthat the Mayor and Council have been being askedisthat if the City is going to a metered usage, then they should not have odd and even day of the week watering, and asked Bradshaw to address the question to the Council. Bradshaw explained that the thing about the odd and even watering daysis trying to avoid everyone watering at once; it is all about irrigation water and everyone wants to water the same time of the day. Discussion ensued. 2.Development Agreements:Austin reported that there are three very exciting developments that want to come to the City of Ammon, and we want them, but before we can approve their final plat we have a few questions that need to be answered from the City Council. The three development agreements he wants to talk about tonight are the Villas Division 3, Woodland Hills Divisions 9-13, and the Silver Springs Subdivision. Austin explained the development agreements, the locations of the developments, and staff recommendations for special conditions. 3.Misc.: Bono reported that the hawk signal has been up and running for two weeks.The test wellthat is being drilled is currently at 70 feet total, and reported about some delays due to cold weather, but tomorrow should be better. Thetest well needs to be drilled to reach400 feet. EXECUTIVE SESSION: 1.Pending Litigation -Idaho Code 74-206 (1) (f): Executive Session was not necessary. The meeting adjourned at9:29p.m. ____________________________________ Sean Coletti, Mayor __________________________________ Rachael Sanders, City Clerk City Council Minutes 02.07.2019Page 3of 3 4 of 81 5 of 81 6 of 81 7 of 81 8 of 81 9 of 81 10 of 81 11 of 81 12 of 81 13 of 81 14 of 81 15 of 81 16 of 81 17 of 81 18 of 81 19 of 81 20 of 81 21 of 81 22 of 81 23 of 81 24 of 81 25 of 81 26 of 81 27 of 81 28 of 81 29 of 81 30 of 81 31 of 81 32 of 81 33 of 81 34 of 81 35 of 81 36 of 81 37 of 81 38 of 81 39 of 81 40 of 81 41 of 81 42 of 81 43 of 81 44 of 81 45 of 81 46 of 81 47 of 81 48 of 81 49 of 81 50 of 81 51 of 81 52 of 81 53 of 81 54 of 81 55 of 81 56 of 81 57 of 81 58 of 81 59 of 81 60 of 81 61 of 81 62 of 81 For the Year Ended September 30, 2018 63 of 81 64 of 81 65 of 81 66 of 81 Ammon City Council Meeting March 14, 2019 Mayor Coletti and City Councilmembers: Discussion of a Residential Refuse Truck Purchase Staff Presenting: Ray Ellis, Public Works Director Recommendation -Staff recommends approving the purchase as presented. Summary of Analysis -Current service demands require the use of two units to complete daily routes in an efficient and timely manner. -Our primary truck is nearing the end of its primary service life and is scheduled for replacement. A replacement unit is on order with delivery expected in April. -Our secondary (backup) unit is now back in full time service and experiencing some costly maintenance and repairs to keep in service. -Our backup unit to our backup unit is a 1996 model that is worn out but we have to keep maintained and operational. -Schows Truck Center, Idaho Dealer #38 is willing to duplicate our current order i.e. piggyback, and deliver at the same price as our current purchase order. $356,280.00 -Industry reports indicate that the next generation diesel engines will be significantly more expensive: -Necessary to maintain our current level of service. Financial Impact -$356,280.00 63-635-700 -Given the lead-time delivery could take place after Oct 1 and be calculated into the 2020 Budget. -Revenue from the Commercial Assets sale will offset this expenditure. Motion: Truck Center in the amount of $356,280.00 Attachments: 1.Schows Truck Center Dealer # 38 Letter of Agreement. 2135 South Ammon Rd., Ammon, Idaho 83406 City Hall: (208) 612-4000 www.b.ci.ammon.id.us Page | 1 67 of 81 Ammon City Council Meeting (Work Session) March 14, 2019 Mayor Coletti and City Councilmembers: Discussion of Backhoe Replacement Unit Staff Presenting: Ray Ellis, Public Works Director Recommendation -Staff recommends approving the purchase as presented. Summary of Analysis -Current unit is a 1985 model with just over 5000 hours -Last years maintenance of the unit was in excess of $4000.00 -Unit is need of repairs with repair estimated in excess of $8000.00 -Meter installation program (190 locations projected for city crew installations) will place significant workload on backhoe unit. -Have considered trading unit for the last 3 years but could not receive a reasonable trade in offer. -Looked at in stock inventory of new and lease return used from o Western States Equipment o Honnen Equipmeent o Pioneer Equipment Financial Impact -Followed informal bid process with the above mentioned dealers -There are dollars in the wastewater and water budget equipment line items to fund this purchase. -This purchase was NOT specifically planned for in this budget cycle -Given the push for meter installations, it is needed. -Pioneer Equipment o$98,200.00 o$18,000.00 Trade in Value o$80,200.00 Net 61-610-700 $40,100.00 62-620-700 $40,100.00 -Unit is available for immediate delivery Motion 2135 South Ammon Rd., Ammon, Idaho 83406 City Hall: (208) 612-4000 www.b.ci.ammon.id.us Page | 1 68 of 81 69 of 81 70 of 81 Tjuf!Mpdbujpo 71 of 81 72 of 81 73 of 81 74 of 81 75 of 81 76 of 81 77 of 81 78 of 81 79 of 81 80 of 81 81 of 81