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10182007CouncilMinutes CITY OF AMMON CITY COUNCIL MINUTES THURSDAY, OCTOBER 18, 2007 AGENDA : CITY OF AMMON 2135 SOUTH AMMON ROAD CITY COUNCIL AGENDA THURSDAY, October 18, 2007 7:30 P.M. CALL TO ORDER: Mayor Bruce Ard at 7:30 p.m. Pledge of Allegiance – Councilmember Thompson Prayer – Councilmember Kirkham MINUTES: September 20, 2007 ITEMS FROM MAYOR: CONSENT AGENDA: Attached PUBLIC HEARINGS: None PUBLIC COMMENT REGARDING ITEMS NOT ON AGENDA: ACTION ITEMS: 1.Final Plat & Development Agreement – Trellis Square Div. 4 2.Authorize Bonneville County Election Contract 3.Ord. 445 – Bartender License Amendments 4.Ord. 446 – Street Name Change Bluegrass Lane to Northwind Drive 5.Approve Change Orders and Final Pay Request – Family Care Center Water Line Project (docs pending) 6.Award Eagle Bridge Project Bids DISCUSSION ITEMS: 1. Misc. MINUTES The meeting was called to order by Mayor Ard at 7:30 p.m. in the City Building, 2135 South Ammon Road, Ammon, Idaho, with the following City Officials present: City Officials Present: Mayor Bruce Ard Councilmember Dana Kirkham Councilmember Rex Thompson Councilmember Randy Waite City Administrator Bruce Rose City Engineer Lance Bates City Planning Director Ron Folsom City Attorney Scott Hall City Clerk Leslie Folsom City Officials Absent: Councilmember Lee Bean Councilmember Thompson led the pledge of Allegiance to the Flag and Councilmember Kirkham offered the prayer. MINUTES: September 20, 2007: Councilmember Kirkham motioned to approve the minutes as presented. Councilmember Waite seconded. Roll call vote: Councilmember Kirkham – Yes, Councilmember Waite – Yes, and Councilmember Thompson – Yes. The motion passed. ITEMS FROM MAYOR : None City Council Minutes 10/18/2007 -- 1 CONSENT AGENDA : CITY OF AMMON CONSENT AGENDA Thursday October 18, 2007 License applications are pending in the City Office for the following: GENERAL BUSINESS LICENSE 2007: 1.NEWGENERAL BUSINESS LICENSE APPLICATION: th A.Wright, Melanie - (Daycare Employee) Sunny Days Daycare – 4366 E. 17 St. th B.Dress Barn #1063 – Retail Sales – 3019 S. 25 E. th C.Deseret Book – Retail Sales – 3025 S. 25 E. HOME OCCUPATION PERMITS 2007: 1.NEW HOME OCCUPATION PERMITS: A. “The New U”/Sommer, Teresa – Salon – 3320 Molen Leslie Folsom explained there would be two Consent Agendas to approve – a Business License and an Accounts Payable. Councilmember Kirkham motioned to approve the Consent Agenda for the business licenses as presented. Councilmember Thompson seconded. Roll call vote: Councilmember Kirkham – Yes, Councilmember Thompson – Yes, and Councilmember Waite – Yes. The motion passed. Councilmember Kirkham asked everyone to check their own area. It was discussed it was divided by vendors. Leslie Folsom commented she would ask if they could sort them by department but the Council has to be aware of all checks cut, not just their department. Councilmember Kirkham motioned to approve the accounts payable consent agenda as presented. Councilmember Waite seconded. Roll call vote: Councilmember Kirkham – Yes, Councilmember Waite – Yes, and Councilmember Thompson – Yes. The motion passed. Leslie asked each councilmember and the mayor to sign the documents for the accounts payable consent agenda. PUBLIC HEARINGS: None PUBLIC COMMENT REGARDING ITEMS NOT ON AGENDA: None ACTION ITEMS : 1. Final Plat & Development Agreement – Trellis Square Div. 4: Planning Director Ron Folsom explained where the property is located. Ron Folsom explained a thirty foot strip next to Divisions 1 and 2 is included in this. Alan Cunningham, 1020 Lincoln Rd., explained this division finishes up that development in terms of platting. He explained they were replatting some of the lots. Councilmember Kirkham asked if Planning and Zoning had anything to say. It was discussed it was approved unanimously. Councilmember Kirkham motioned to approve the Final Plat for Trellis Square Division 4. Councilmember Thompson seconded. Roll call vote: Councilmember Kirkham – Yes, Councilmember Thompson – Yes, and Councilmember Waite – yes. The motion passed. Ron Folsom explained he did include Trellis Lane in the development agreement before because it was in Division 3, but now it abutts Division 4, so he would like Council to make the motion to add it as SC3. It was discussed the change was to Trellis Lane, which was formerly known as Majestic Circle. Scott Hall mentioned that in SC1, it refers to Majestic Circle and needs to be changed to Trellis Lane. Ron will change it. Councilmember Thompson motioned to accept the development agreement for Trellis Square, Division 4, with the changes in SC1 to change Majestic Circle to Trellis Lane; adding SC3 to include Trellis Lane will continue through as per the development agreement for Division 3. Councilmember Waite seconded. Roll call vote: Councilmember Thompson – Yes, Councilmember Waite – Yes, and Councilmember Kirkham – Yes. The motion passed. 2. Authorize Bonneville County Election Contract: Leslie Folsom explained Scott Hall has looked at this contract. She explained they have found we have not had a contract for a few years and wanted us to have one. The contract is identical to the one they sign with everyone. Scott Hall explained he wrote the contract. City Council Minutes 10/18/2007 -- 2 Councilmember Waite motioned to approve the Bonneville County Election Contract as presented. Councilmember Thompson seconded. Roll call vote: Councilmember Waite – Yes, Councilmember Thompson – Yes, and Councilmember Kirkham – Yes. The motion passed. 3. Ord. 445 – Bartender License Amendments : Councilmember Waite read Ordinance #445, AN ORDINANCE OF THE CITY OF AMMON, OF THE STATE OF IDAHO, AMENDING TITLE 4, CHAPTER 2, SECTION 15 OF THE CITY OF AMMON, CHANGING BARTENDER LICENSE REQUIREMENTS, PROVIDING FOR SEVERABILITY; REPEALING Councilmember Waite motioned that City CONFLICTING ORDINANCES AND PROVIDING AN EFFECTIVE DATE. Council dispense the rule requiring the reading of the ordinance on three different days and that the three readings be waived. Councilmember Thompson seconded. Roll call vote: Councilmember Waite – Yes, Councilmember Thompson – Yes, and Councilmember Kirkham – Yes. The motion passed. Councilmember Waite read Ordinance #445, AN ORDINANCE OF THE CITY OF AMMON, OF THE STATE OF IDAHO, AMENDING TITLE 4, CHAPTER 2, SECTION 15 OF THE CITY OF AMMON, CHANGING BARTENDER LICENSE REQUIREMENTS, PROVIDING FOR SEVERABILITY; REPEALING CONFLICTING ORDINANCES AND PROVIDING AN Councilmember Waite motioned to adopt Ordinance #445 as an ordinance of the City of EFFECTIVE DATE. Ammon on this third and final reading. Councilmember Thompson seconded. Roll call vote: Councilmember Waite – Yes, Councilmember Thompson – Yes, and Councilmember Kirkham – Yes. The motion passed. 4. Ord. 446 – Street Name Change Bluegrass Lane to Northwind Drive: Ron Folsom explained that Mountain River had looked at it originally and it had been fine. When it went to emergency services they had a problem because it was offset from Lincoln Road. Councilmember Thompson commented about naming a street that is only two houses long. It was discussed they have to have a name on it. Alan Cunningham commented it would be advantageous to have it named. It was discussed they did that because of the jog in the road. Scott Hall inquired if it does not have an address, why can’t you call it Indian Hollow. Councilmember Kirkham commented because you will still have the same issue with emergency services. Alan Cunningham agreed. Tom Hunsaker commented about having the driveway go down Indian Hollow. Councilmember Waite read Ordinance #446, AN ORDINANCE CHANGING THE NAME OF THE STREET CURRENTLY NAMED BLUE GRASS LANE TO NORTHWIND DRIVE; PROVIDING FOR AN EFFECTIVE DATE FOR THIS Councilmember Waite motioned that the City Council dispense the rule requiring the reading ORDINANCE. of the ordinance on three different days and that the three readings be waived. Councilmember Kirkham seconded. Roll call vote: Councilmember Waite – Yes, Councilmember Kirkham – Yes, and Councilmember Thompson – Yes. Councilmember Waite read Ordinance #446, AN ORDINANCE CHANGING THE NAME OF THE STREET CURRENTLY NAMED BLUE GRASS LANE TO NORTHWIND DRIVE; PROVIDING FOR AN EFFECTIVE DATE FOR THIS Councilmember Waite motioned to adopt Ordinance #446 as an ordinance of the City of ORDINANCE. Ammon on this third and final reading. Councilmember Kirkham seconded. Roll call vote: Councilmember Waite – Yes, Councilmember Kirkham – Yes, and Councilmember Thompson – Yes. It was discussed that engineering can address the access on Indian Hollow. 5. Approve Change Orders and Final Pay Request – Family Care Center Water Line Project (docs pending): Lance Bates commented that this item will be withdrawn because they have not got their final paperwork in. He updated that he does have the final paperwork here, but as he was looking through it, he had several questions about the change order that have not been addressed. One being, it showed 41 man hours and they thought it should have been 14 man hours. The other was whether we paid for a tee and if we get credit. 6. Award Eagle Bridge Project Bids: City Engineer Lance Bates explained that prices did not reflect some issues. He explained if they hit rock, it could cost $6-8,000 and that was not put into the bid. He explained the relocation of the curb inlet on Salmon Street was the other issue. He explained the total bid for Phase I, II, and III is $302,141.72. He explained $155,000 was budgeted. Councilmember Kirkham inquired if they chose to phase it, how he would suggest we go about that. Lance explained you could get away with doing Phase I and the bridge. He is not sure that’s the way to go. Alan Cunningham commented you could do Phase I and II and make that work; although Phase III is basically repairing the intersection. There are two reasons you would want to go through and finish Phase III. One is to fix that intersection, and two is, in working with the canal company they deeded some property over to the City so we could proceed with the bridge. They had in the back in their mind we would alleviate the lift station being in the water. He explained you could do some retrofitting and not completely do all of Phase III, and bring those utilities across. Councilmember Kirkham asked if they choose to do the retrofit, how it would change monetarily. Alan said he did not know. Alan explained City Council Minutes 10/18/2007 -- 3 there would be $140,000 to pump to the manhole. Lance explained the overall cost to finish in the future will probably cost more. Councilmember Waite inquired how much we have escrowed into this. It was discussed there was $70,000 which is part of the $155,000. Councilmember Kirkham commented we have pushed this project off many times, but also our money is budgeted and tied up. She explained we either need to choose not to do something else we have planned or reopen the budget, which she feels we should not do. Alan Cunningham commented that the way the phases are set up, it could be that Phase III would not start until May or June – however it could be out longer than that and it could go into next year’s budget. He explained they have the funds for Phase I and II. He explained the contractors are aware of how this was phased out. City Administrator Bruce Rose commented there is $153,000 for the street department for a 10 wheeler diesel with snow plow, but they were told they were not authorized to make that purchase this year. He commented we could make this purchase next summer in preparation for the 2008-2009 winter. He stated we could reallocate those funds, if needed. However, they would like to get the money budgeted for 2009 so they could make the purchase in the fall of 2008. Lance commented we cannot get up into the foothills area with the existing trucks we have. It was discussed we probably couldn’t get it this year anyway. Lance commented that next spring they will be requesting to have that vehicle back in the budget. Councilmember Kirkham feels there is an urgency to move forward with this project. We have consistently pushed it off for the past 3 years. Councilmember Thompson and Waite agreed. Lance stated if it is approved, he will get the documents on our letterhead and get it to the mayor. Councilmember Kirkham inquired if we feel good about shifting the dump truck or do we want to look elsewhere. Mayor Ard stated this is a way we can do it for now. It was discussed we could contract with Bonneville County, if needed, for the foothills. Bruce Rose commented sanding is not the problem, but plowing is. He stated the County will help us for the short term, but we cannot count on their help. Councilmember Kirkham stated Councilmember Bean is available by phone, and feels we should call him since he is in charge of the budget. Council called Councilmember Bean. Mayor Ard explained the situation to Councilmember Bean. Councilmember Bean stated that it is fine. He knew the bid was in and it was substantially higher and if we feel we need to complete it, then let’s move forward. He stated if the Council feels we need to move forward, then he agrees. Councilmember Waite motioned to award the bids for the total Eagle Bridge Project as presented from H&K for Phase I and III and Phase II from Clark and Sons. Councilmember Thompson seconded. Roll call vote: Councilmember Waite – Yes, Councilmember Thompson – Yes, and Councilmember Kirkham – Yes. The motion passed. DISCUSSION ITEMS : th 1. Misc.: Ron Folsom stated he had a gentleman call that lives near 60 S and Sunnyside East. He stated he is having considerable problems with the community well in his subdivision. He explained it would cost around $5- 6,000. Ron stated he explained to him what the options were if he annexed or not. Ron stated he talked to the Mayor and explained we are looking for improvements on Sunnyside, he wonders if we offer to let them connect to water without connection fees and having annexation and then get our right-of-way. He explained we only need 10 feet. He explained the annexation hearing costs and water connection costs; it is about the same as fixing their well. Ron explained we would have to annex the roadway. He explained it is barely contiguous if we start at Sunnyside Road. We have never done one by annexing the roadway. Ron asked what direction we need to go on this. Councilmember Kirkham commented she would be in favor of offering them annexation in exchange for the right- of-way. Ron commented that that subdivision, Rancho Via, was having problems with their well. It was discussed we have not discussed annexation with them. Most of them were in favor of annexation, if they could connect the water. Ron explained it would be a considerable more expense to offer them the same deal because there are a whole lot more people not fronting on Sunnyside. Councilmember Kirkham commented we want as few septics as possible out there. It was discussed the water line goes right past them. Alan explained that is the low pressure line, and is feeding Founder’s Point on a temporary basis. It was not intended for that. Councilmember Kirkham commented the water will be available in 2008. Ron explained if the water is not available now, they are probably in the position they are going to have to pay for wells. Councilmember Kirkham agreed. Ron commented that connection to the water is immediately not an option. He explained his question was if they could go through the annexation process and connect. Councilmember Kirkham clarified what Ron was saying, that if they cannot connect to the water, then they are not interested in annexation. Ron agreed. Councilmember Kirkham stated we th will have to tell them we cannot offer them water at this point. Alan explained 60 was the closest water, but it is not meant to feed. The storage tank will have multiple lines coming off of it. There will be a second line that will ultimately be the feeder line. Ron stated he will share the information that we expect our wells to be approved and that if they are, we would consider doing that. Lance presented a map to show where services are and will be. Scott Hall stated that annexing a roadway that is not unprecedented. It was discussed we would share our information and City Council Minutes 10/18/2007 -- 4 give them the option when it comes available. Scott Hall inquired if you want to annex Sunnyside Road. Councilmember Kirkham commented there are not federal funds available until 2014. She stated Lance and Ron will now be representing us on the Technical Advisory Committee. She stated we need to be thinking 8 – 10 years down the road to get on the list now. Mayor Ard commented the key is you have to have the project done and engineering “sitting on the shelf”. Councilmember Kirkham stated she talked to Roger Christensen about it. She stated Sunnyside is very low on the priority list for the County. Scott Hall stated you could annex on the north side of Sunnyside if you could get a 10 or 15 foot strip along the road. Councilmember Kirkham inquired if we want to give them this option. Council decided if they get that other lot, they may not want it. Lance gave an informal bid to Council. He explained this is not a complete cost. It is what it would take to get software, hardware, laptop, reading equipment and 1500 meters. It doesn’t have personnel costs or vehicles. He stated we could use existing personnel, but we are spread thin on that. He explained this package deal has a lot of things that are no cost. He explained the price would be over $550,000 - $600,000 if not in a package. He explained there is another system, AMI, which is base system – tower which you put in, and you don’t have a vehicle that goes around. It would cost at least 30% more. He would like direction if they would like to go to automated meter system and what type they would want. He would like them to look through the bid. Councilmember Kirkham suggested we talk about it in the next work session. She would like to look at the pros and cons. Scott Hall inquired if it is a drive-by system or point and shoot. Lance stated it is a drive-by, a laptop is mounted inside the vehicle, you drive and it will pick up the reading. Scott Hall inquired about the tower and how far does it reach. Lance stated they would have to do a study; it could be one or two towers. They would do that as part of the proposal if chosen to go that route. It was asked if you could put it on a cell tower. Lance stated you could, but would have to rent the tower. Councilmember Kirkham asked Bruce to put it on the work session to November. She also asked Lance to talk to Neptune also. She would like him to have a preference of which one to use. Lance commented about the swale project in the Cottages should be done by the end of the month. He stated on the sidewalks, 4-5 have been done. He wanted to bring up the Tallman property. He has not come in to ask for an extension. Lance would like Council’s direction in which way to proceed. Lance also stated that on the Tallman and Beck property, it goes across the canal from where they are at. It extends on both sides, their sidewalk will have to cross the canal overt the bridge to the other side to the property line. He explained the Tallman’s property was 267 feet in length and the Beck’s was 288 feet. Councilmember Kirkham commented she realized that amount is a hardship, but we have sent several letters. Bruce Rose stated we have sent letters in compliance. Bruce Rose stated he did call after Mrs. Beck was in and said he would come in and talk to us, but he has not. Councilmember Kirkham stated because he did call back, she suggested we call him and let him know we are ready to move forward. She stated this would basically be his last chance. She stated we can tell him we have given him ample opportunity and he is still in the City and has to follow our ordinance. Scott Hall stated even if he does de- annex he has to put in the sidewalk. He suggested we send out a lot of letters, and he feels the City needs to send the message that we are going to do it. Councilmember Kirkham also commented about Mr. Landon and we put in his forms, we need to do it here too. Council agreed. Scott Hall inquired if we are doing that on a cost basis. Councilmember Kirkham stated he is a contractor and if he steps in and finishes it, then it is beneficial to us. Scott Hall stated his concern is he decides to step on the contract; we should have him post a bond to have a time certain to be done. It was discussed it is a time and materials type of thing. Scott Hall suggested bonding it at 150%. Council agreed. Councilmember Kirkham suggested giving him a week. It was discussed it is sidewalk and swales, so it may take more time. Lance stated he has two brick monuments in the way. Lance stated we had one garbage truck that blew an engine. He stated he got a price quote for a small block replacement. He asked if they could find a replacement engine. They found one with 130,000 miles on it. The price to yank the old engine and replace it with this one would be about $10,350. Mayor Ard inquired if there is any guarantee or warranty. Lance explained there is a 30 day warranty. Councilmember Waite inquired how many miles are on the old engine. Lance stated he doesn’t know for sure, but not quite that much. Councilmember Thompson inquired what a new engine costs. Lance stated a lot more and even if they could get one, which would be around 12-15 weeks and pay shipping and handling on top of that. It was discussed the truck was purchased in 2001 or 2002. Leslie Folsom stated we do not have a master list of any of the keys we have out. She stated we have 3 keys that have “do not duplicate” on them that have been out in existence. She stated she is uncomfortable with the security situation with the City with the locks. She stated it has been before Diane that we had the locks changed. She stated there is special system, and it is designated to us and is not able to be duplicated. The only way to pick them is to drill them. It costs less than having the other system re-keyed. She stated we can have designated doors. She stated it would $540, not counting the shop, and then $5 per key to get rebuilt. She stated we could have a legal statement they could sign to turn in keys. If we get the keys back, we would never have to re-key again. Councilmember Kirkham agrees it is a good idea. Council agreed. Leslie talked about police protection. She inquired what stops us from charging different amounts for business license fees to get back some of the expense of protection. She also talked about the fire department fee. It is $25 for all. She suggested basing things off of square footage. Councilmember Kirkham asked if that would be City Council Minutes 10/18/2007 -- 5 considered an impact fee. Scott Hall stated he just heard about it tonight and he will think about it. He thinks it is a good idea and wants to think on it. Leslie stated she would like to get it done before January when licenses come out. Council stated that Leslie could pursue that. Councilmember Kirkham stated she talked to Bruce Patterson and he would like to change our cell phone provider to Verizon and synchronize the numbers. She stated we have it budgeted. He would also like to put in a whole new phone system which is budgeted for also. It would give you direct access to departments. The only thing that is not budgeted for is the change in letterhead, etc. It was discussed we would have to have a new phone number. Ron Folsom stated that Idaho Falls did the same thing. Councilmember Kirkham will double check if the number has to be changed. She inquired if they would be for it if we have to change our number. Councilmember Kirkham commented she will be meeting with Guy Blister regarding the school crosswalks. She stated we are now looking at sidewalks and see where we need funding. Councilmember Kirkham stated in regards to Hawks Landing, the sewer lines that are proposed to go in we need to consider the costs of maintaining those. It was discussed the slopes are 4-7%. It was discussed that Idaho Falls may not maintain those. Lance stated he talked to the City Engineer in Pocatello and they haven’t had much in the way of additional maintenance burden on anything to about 10%. She would like us to be aware when Hawks comes in, we can do what we can to maintain them, but we don’t have the equipment. Councilmember Kirkham inquired what the tower is at the entrance of the Cottages is. Lance stated he does not know and was going to ask Jason about it. It was discussed it is in the right-of-way and needs to be removed. Councilmember Thompson stated he was out at Tiebreaker Park last night and the water across the road is a 1.5 feet deep. There is sidewalk under water and we will lose sidewalk if we don’t fix the problem. Lance talked about possible solutions. It was discussed it will not be an easy fix. If we can pump it out once in awhile, he feels that would help. Tom Hunsaker commented about when we wrote the tower ordinance. He explained one of the ideas was to have the cell companies fund some of the facilities on parks. Tom Hunsaker stated he talked to Bud about which businesses causes the most calls. It was discussed it would be hard to base on square footage. It could be based on the amount of calls. Councilmember Kirkham motioned to adjourn to executive session for personnel issues. The meeting adjourned at 9:10 p.m. ___________________________________________ C. Bruce Ard, Mayor ______________________________________ Leslie Folsom, City Clerk City Council Minutes 10/18/2007 -- 6