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Council Minutes 04/01/2004 CITY OF AMMON CITY COUNCIL MINUTES THURSDAY, APRIL 1,2004 The meeting was called to order by Mayor C. Bruce Ard at 7:30 p.m. in the City Building, 2135 South Ammon Road, Ammon, Idaho, with the following City Officials present: Mayor C. Bruce Ard Councilmember Karen Y. Anderson Councilmember W. Lee Bean Councilmember Randy Waite Councilmember Rex Thompson City Administrator Bruce Rose City Attorney Scott Hall City Clerk/Treasurer Diane Gempler Planning & Zoning Chairman Doug Willden Planning & Zoning Commission Member Tom Hunsaker City Officials Absent: City Engineer Bill Manwill Councilmember Thompson led the Plede:e of Allee:iance to the Flae: and, Councilmember Anderson offered a prayer. Minutes -March 18.2004: Councilmember Bean motioned to approve the March 18,2004, minutes. Councilmember Thomson seconded. Roll call vote: Councilmember Bean - Yes, Councilmember Thompson - Yes, Councilmember Waite - Yes, Councilmember Anderson - Abstained due to absence. The motion carried. Consent Ae:enda: None Public Hearine:s: None Mayor Ard recognized the Boy Scouts in attendance and, had them introduce themselves to the Council and indicate the merit badge they are working towards. ACTION ITEMS: Lift Station Proiect Chane:e Orders: Mayor Ard reported that the cost of the change order discussed at the March 18th meeting was significantly hi~er than anticipated. Dave Noel, Forsgren and Associates provided the Council with a formal change order request for supplying electrical service to the new lift station pumps. Councilmember Thompson motioned to approve the change order in the amount of $33,318.23, authorize adjustments in the budget to fund the change order and, purchase of a backup generator for the lift station. Councilmember Anderson seconded. Roll call vote: Councilmember Thompson - Yes, Councilmember Anderson - Yes, Councilmember Bean - Yes, Councilmember Waite - Yes. The motion carried. Ene:ineerine: Services Contract: City Administrator Bruce Rose reported that an Engineering Service Agreement between the City of Ammon and Mountain River Engineering has been drafted and approved by City Attorney Scott Hall. The agreement meets ICRMP requirements and does not bind the City to exclusively utilize Mountain River Engineering for all projects. The Council discussed the proposed agreement. Councilmember Bean motioned to approve the Engineering Services Contract with Mountain River Engineering with a $5,000 limit inserted in paragraph 2, staff is required to consult the Council if any project is to exceed $5,000 in engineering cost and, authorize Mayor Ard to sign. Councilmember City Council Minutes 04/01/2004 - I Anderson seconded. Roll call vote: Councilmember Bean - Yes, Councilmember Anderson - Yes, Councilmember Thompson - Yes, Councilmember Waite - Yes. The motion carried. Re!!ional Sewer Proiect: Mayor Ard reported that there have been notable developments with the Regional Sewer Project. Husk Crowther, Forsgren and Associates addressed the Council, informing them that a sizeable grant is anticipated to be received at the end of April. Melaluca, Andrus Brothers, and the City of Shelley have combined matching funds to apply for a grant that will enable construction of a trunk line from the industrial properties at I-IS exit 113 to Shelley and, the fIrst phase ofthe waste treatment facility. If the grant is awarded, construction may start as early as June 2004. The Steering Committee has been presented with an opportunity to participate in an aerial mapping project that will facilitate design of the entire system, provided more accurate and less costly surveying of the route. Mr. Crowther answered Council questions regarding the funding that may be available for the project which requires a 2S% match. The prospective funding source could significantly decrease the cost of constructing the lines and waste treatment system. Mayor Ard reported that as the lona Bonneville Sewer District has withdrawn from the project committee, an additional $2,400.00 has been requested from each of the remaining entities to cover the cost of preparation of the Joint Powers Agreement. The Council discussed the withdrawal ofIBSD from the project and the impact of their withdrawal on the City of Ammon. Councilmember Bean motioned to approve the expenditure of an additional $2,400.00 for the Regional Sewer Project. Councilmember Waite seconded. Roll call vote: Councilmember Bean - Yes, Councilmember Waite - Yes, Councilmember Anderson - Yes, Councilmember Thompson - Yes. The motion carried. Public Works Proiect Approvals: Ouail Rid!!e Drive Repairs: City Administrator Bruce Rose reported on the project proposed by Public Works to repair the drainage on Quail Ridge Drive. It is believed that the drainage culvert installed by the developer has been blocked, causing run-off to flow through the street. The Council discussed the needed repairs. Councilmember Anderson motioned to table the reEairs to the Quail Ridge Drive, and place the matter on the AprilSth Work Session Agenda or the April IS regular Council Meeting Agenda TavlorviewlRich Lane Lift Station Cover Repairs & 17th Street Railroad Crossin!! Repairs: City Administrator Bruce Rose reported that the engineering estimates have not yet been received. These items will be placed on the AprillSth Council Meeting Agenda. Dispatch Memorandum of Understand in!!: Councilmember Bean reported that the draft memorandum of understanding has not been completed. This item will be brought before the Council at a future date. A YSO ReQuest for Reduction in Field Maintenance Fees: City Administrator Bruce Rose reported that the A YSO has requested a reduction in the Soccer Field Maintenance Fees instituted by the Council in August 2003. The A YSO are also requesting that the City provide for striping of the fIelds. City Attorney Scott Hall reported that his research has revealed that the City ofIdaho Falls charges the A YSO $IS.00 per team/per game and provides for stripping of the fields. The Council discussed the request, noting that the City does not have the equipment necessary to stripe the fields. Councilmember Waite motioned to reduce the fee to $IS.00 per team/per game, and require A YSO to provide for striping of the fIelds. Councilmember Thompson seconded. Roll call vote: Councilmember Waite - Yes, Councilmember Thompson - Yes, Councilmember Anderson - Yes, Councilmember Bean - Yes. The motion carried. City Council Minutes 04/01/2004 - 2 Per" Concession Stand Proposal: The Council reviewed and discussed the Concession Stand Proposal by DeRay and Carol Perry. City Staff provided a Concessions Agreement to the Council. It was noted that in future years the clause in the agreement granting exclusive rights will not be included. Councilmember Anderson motioned to approve the concession stand agreement with DeRay and Carol Perry. Councilmember Thompson seconded. Roll call vote: Councilmember Anderson - Yes, Councilmember Thompson - Yes, Councilmember Waite - Yes, Councilmember Bean - Yes. The motion carried. MISCELLANEOUS DISCUSSION: IDS>> Procedure Review: Councilmember Bean reported that he would like to schedule 1 to 1 Y2 hours at the AprilSth Council Work Session to discuss the pending IBSD Procedure Review. McDonald Easement Letter: City Administrator Bruce Rose reported that a response letter has been received from the McDonald family, insisting on further concessions from the City in return for the construction and water line easements. The Council discussed the response. Council Chair Lee Bean has drafted a letter to the McDonalds and a letter to the other property owners whom have given easements indicating that the City has chosen not to pursue the project at this time. Mayor Ard reported that he has been requested by the Regional Sewer Project Steering Committee to address a letter to Chad Stanger of the City ofIdaho Falls requesting an outline and expected cost of planned improvements to the Idaho Falls sewer system and waste treatment facilities in the next three to five years. Councilmember Anderson motioned to adjourn executive session to discuss a real estate matter. Councilmember Thompson seconded. Meeting adjourned at 10:00 p.m. ~~~~~~'1 City Council Minutes 04/01/2004 - 3