TREMONTON CITY CORPORATION
CITY COUNCIL MEETING
January 5, 2016
Roger Fridal, Mayor
Shawn Warnke, City Manager
Darlene S. Hess, Recorder
CITY COUNCIL WORKSHOP
Mayor Fridal called the January 5, 2016 City Council Workshop to order at 6:00 p.m. The meeting was held in the City Council Meeting Room at 102 South Tremont Street, Tremonton, Utah. Those in attendance were Mayor Fridal, Councilmembers Doutre, Holmgren, Reese, Rohde, and Vance, City Manager Shawn Warnke, and Recorder Darlene S. Hess. The following Department Heads were also present: Fire Chief Steve Batis, Public Works Director Paul Fulgham, and Police Chief David Nance.
The following items were discussed out of order.
1. Review of agenda items on the 7:00 p.m. Council Meeting:
The Council reviewed the January 5, 2016 Agenda with the following items being discussed in more detail:
Library Board. Manager Warnke said there is an opening on the Library Board. The Board suggested that Dan Richard and Diana Murphy-Owen be appointed. The only requirement is that the appointees must be residents of Tremonton City. Another potential board member is Laura Bloomfield whose name will be submitted to the Council next meeting for approval.
Councilmember Rohde asked that discussion regarding appointing a potential Planning Commission member be added to the next City Council agenda.
Resolution No. 16-01. Manager Warnke noted that Resolution No. 16-01 is a requirement for the CDBG (Community Development Block Grant). The Capital Improvements are prescribed by the plan that was adopted for each Impact Fee for each specific Enterprise Fund. The short term section has more that belongs in the General Fund. If adopted, Manager Warnke will use the capital projects contained in Resolution No. 16-01 when drafting the budget.
Resolution No. 16-02. Manager Warnke noted that Resolution No. 16-02 adds clarity to Section I: General Policies and Section II: Purchasing Policy and Contracts. The Equal Employment Opportunity was removed from the introduction and put into Section I.
Resolution No. 16-03. It was noted by Manager Warnke that Emergency Management Coordinator Jim Hess refined the Emergency Operations Plan and added Emergency Support Functions. There is also a template proclamation that could be used in a declared state of emergency as prescribed by State Law. The Mayor or Mayor Pro Tempore would declare a state of emergency using the template proclamation. It would be open for thirty (30) days. The Emergency Support Functions essentially provide a job description for people fulfilling parts of the plan in different rolls.
Purchase of ambulance. Chief Batis stated that the newest ambulance lease will be paid off in December of 2016 and asked for authorization to submit for a grant to help purchase a new ambulance in the 2016-2017 fiscal year. If the grant is awarded, the City would be obligated to purchase an ambulance during that fiscal year. The ambulance standard requires a new anchoring system for the cot and loading anchoring system. The changes added substantially to the price of a new ambulance; however, Utah did not adopt the standard so the City can write a letter requesting to bypass the new standard. The bid for a new ambulance is $158K. The City can usually receive $25K from the grant. City policy is to buy a new ambulance when the second out ambulance reaches 80,000 miles. The second out ambulance is already over 80,000 miles. The new ambulance will replace ambulance 34 (A34) which has had several mechanical problems.
Chief Batis would recommend going from a three (3) year purchase plan to a two (2) year purchase plan. There were nine hundred twenty one (921) medical calls in 2014 and nine hundred twenty seven (927) in 2015. The calls have been very consistent. Between all the ambulances, they were almost 37,000 miles accrued last year.
Councilmember Rohde asked Chief Batis about the ambulances. Chief Batis noted that the new ambulance (A32) is two years old and mainly used in town. This year the ambulance went about 5,500 miles. The second out ambulance (A33) does most of the transfers and is five (5) or six (6) years old and went 23,000 miles last year. Ambulance 31 (A31) runs well and is used for shorter transfers and had about 8,000 miles put on it last year. Councilmember Rohde noted that A34 is not used much and the Fire Department managed without it. Chief Batis noted that A34 is used for rodeos and other small things and is used four (4) or five (5) times a year when all the ambulances are called out.
The new ambulance would move A31 to the fourth ambulance and it would then be used for the rodeos, etc. The newest ambulance is always used locally but does go to Brigham City more since the agreement with Honeyville City and Bear River City. Chief Batis stated that the Fire Department is now part of Life Flight at Bear River Valley Hospital. When Life Flight cannot fly, a Life Flight nurse will accompany the ambulance when transporting the patient.
Councilmember Vance asked if the new ambulance would break even in two years with the services provided or if the City would be paying the difference. Chief Batis explained that the medical side funds the whole Fire Department and has a surplus. Councilmember Doutre asked how firetruck E31 is since the accident. Chief Batis noted that E31 is fixed and back in service. The final bills are in and City staff will reapply to the insurance for additional funds to cover the cost that was over the original estimate. If you didn’t know the engine was involved in an accident, you would not be able to tell. The repairs were done well.
Jetter-Vacuum Truck. Director Fulgham has bids that range from $333K to $416K for a new jetter/vacuum truck. The rear jetter is preferable to the front jetter as it puts distance between the operator and the noise and heat of the engine. The public works employees are used to cleaning the rear jetter on the trailer. The used truck bids were priced from $129K for a 2001 with 47,000 miles to $297K for a 2012. Mayor Fridal asked if the hours used are a better indicator than mileage. Director Fulgham commented that the used 2001 truck was probably a lease that had a lot of hours and hard usage. The truck the City purchases will probably accrue 3,000 to 4,000 miles a year and will never leave city limits.
Mayor Fridal asked about the equipment currently used in the City. Director Fulgham explained that the City currently uses a jetter trailer. The City chose to go that direction in the past because it was less money. In 1986 the City used a machine that consisted of metal rods that were hooked to a lawn mower engine. The rods whipped around and could hit the operator. In 1987 the City bought their first jetter. The City is now on the third jetter. The jetter pushes debris down the line and city staff clean out what they can. Staff is not allowed to go in the manholes unless absolutely necessary because of the confined space and the possibility of dangerous gases. The jetter-vacuum can do hydro excavation for a water line repair and not have to wait for the fiber optic and gas lines to be marked.
Most jetter-vacuums can have a 1,000 feet hose but the City’s manholes don’t usually go more than 600 feet. The larger the hose the more power needed. The jetter-vacuum uses 2,000 to 3,000 psi and 60-80 gallons of water a minute. Garland City has owned a jetter-vacuum truck for twenty (20) years and will be getting a new one when they get their new sewer plant. Logan currently has four (4) trucks. All the bigger entities currently use this type of equipment. Councilmember Holmgren asked if the work can be hired out instead of purchasing a machine. Director Fulgham stated there are companies that can be hired to do the cleaning, but if there is a problem in the middle of the night it wouldn’t be fixed in a timely manner. Director Fulgham expressed concern about the reliability of a used truck.
Manager Warnke noted that the City expects the life expectancy for the jetter-vacuum truck to be around twenty (20) years. Director Fulgham said that the current jetter is used 1,000 to 1,500 hours per year. The jetter-vacuum will get more hours on it as it will be used for hydro excavation as well. A jetter is not used much in the coldest part of winter as it takes a lot of work to keep the equipment from freezing.
After seeing demonstrations and talking with city staff, Director Fulgham stated he would like to go with the new Aquatech truck for $333K as it will do everything the City needs. There are several additional options that can be added that the City does not need. Councilmember Doutre commented that the citizens would be happy to know that the truck will not have all the optional add-ons. Director Fulgham explained that the Aquatech truck is user friendly and will do the work that needs to be done without paying for all the unnecessary extras. The new jetter-vacuum truck will hold 1,500 gallons while the current jetter trailer holds 700 gallons. The new truck would require fewer trips to the shop to refill with water. Director Fulgham commented that the majority of cleaning is for preventative maintenance.
Manager Warnke pointed out that sewer plugs and sewer back ups pose one of the greatest risks to the City based on information from the insurance company. The City tries to achieve the Trust Accountability Program (TAP) every year. One requirement for the TAP Program is having a Sewer Maintenance Program. The new jetter-vacuum truck will help enhance the Sewer Maintenance Program. Director Fulgham said there are about four (4) sewer plugs per year that are the City’s responsibility.
Councilmember Vance asked how much a new jetter trailer would cost. Director Fulgham said the jetter trailer the City purchased in 2008 cost about $36K. The current price for one would probably run around $50K. Mayor Fridal wondered if there are vacuum units for trailers. Director Fulgham responded there are small vacuum units that come on a trailer but they are so small they cannot do the work. The jetter-vacuum truck comes with a ten (10) yard hopper that holds the debris that is vacuumed and holds a 1,500 gallon capacity of water for the jetter. The trailer cannot hold much because the weight would make it too heavy to pull with the one ton truck.
Manager Warnke stated the jetter-vacuum was included in the budget and the purchase was discussed with Finance Director Curtis Roberts. It is a large investment and would come out of several different funds. Finance Director Roberts told Manager Warnke during the discussions that if it was a needed piece of equipment, the City should purchase it and make adjustments as needed in regards to a financial standpoint. Councilmember Holmgren asked if there were lease options available. Director Fulgham replied there are lease options available but he did not receive bids for leases. He can pursue that if the Council would like him to but he is not sure what the stipulations would be and if the leases are used equipment. He is a little hesitant to go with used equipment for this purpose.
2. Discussion on the revised Tremonton City logo
This item was not discussed in the City Council Workshop.
3. Discussion and consideration of City Council assignments for 2016
This item was not discussed in the City Council Workshop.
4. Discussion regarding a Garland City Staff member inquiring of Tremonton City continuing to receive and treating the wastewater flow from the Bear River High School, Middle School, Natatorium, LDS Junior Seminary and other Facilities/Homes in that immediate area
The Council discussed the possibility of Tremonton City continuing to receive and treat wastewater from certain facilities and homes within the incorporated area of Garland. It was noted that Tremonton City would always take care of the schools. Mayor Fridal stated that the Council will wait to make a decision until an official request has been submitted from Garland City Mayor and Council. Director Fulgham commented that Garland needed reassurance so they can move forward with their RD Funding. A letter was sent to Garland noting that Director Fulgham would submit the request to Tremonton City Council for consideration. Councilmember Reese would like it clear that no acceptance has been made until Tremonton City Council gives approval in a City Council Meeting. Director Fulgham commented that Garland will still own and maintain the lines and Tremonton would just bill for services if the Council gives approval.
The Closed Session was moved to the City Council Meeting.
The meeting adjourned at 6:55 p.m. by consensus of the Council.
CITY COUNCIL MEETING
Mayor Fridal called the January 5, 2016 City Council Meeting to order at 7:00 p.m. The meeting was held in the Tremonton City Council Meeting Room at 102 South Tremont Street, Tremonton, Utah. Those in attendance were Mayor Fridal, Councilmembers Doutre, Holmgren, Reese, Rohde, and Vance, City Manager Shawn Warnke, and Recorder Darlene S. Hess. The following Department Heads were also present: Fire Chief Steve Batis, Public Works Director Paul Fulgham, Senior Center Director Marion Layne, and Police Chief David Nance. Also in attendance was Emergency Management Coordinator Jim Hess.
1. Opening Ceremony:
Mayor Fridal informed the audience that he had received no written or oral request to participate in the Opening Ceremony. He asked anyone who may be offended by listening to a prayer to step out into the lobby for this portion of the meeting. The prayer was offered by Chief Nance and the Pledge of Allegiance was led by Councilmember Rohde.
2. Introduction of guests:
Mayor Fridal welcomed all those attendance.
3. Approval of Agenda:
Mayor Fridal asked if there were any changes or corrections to the Agenda. No comments were made.
Motion by Councilmember Doutre to approve the agenda of January 5, 2016. Motion seconded by Councilmember Holmgren. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, and Councilmember Vance – aye. Motion approved.
4. Approval of minutes – December 1, 2015:
Mayor Fridal asked if there were any changes to the minutes. There were no comments.
Motion by Councilmember Rohde to approve the minutes of December 1, 2015. Motion seconded by Councilmember Doutre. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, and Councilmember Vance – aye. Motion approved.
Mayor Fridal asked the Council to review new Council assignments for 2016. They can discuss any changes the Council would like to see made later on during City Council Meeting.
Mayor Fridal asked the Council to review some ideas for a City logo. The purpose of a logo is to get your attention and make you want to take another look. It will be discussed at a later date when the Council has more time.
5. Public Hearing – 7:10 p.m.
Mayor Fridal called a Public Hearing to order at 7:08 p.m. to consider potential projects for which funding may be applied under the CDBG Small Cities Program for the Program Year of 2016. There were 30 people in attendance.
a. Community Development Block Grant (CDBG) 1st Public Hearing Notice Tremonton City, Box Elder County will hold hearing to consider potential projects for which funding may be applied under the CDBG Small Cities Program for Program Year 2016. Suggestions for potential projects will be solicited, both verbally and in writing, from all interested parties. The expected amount of CDBG funds for this Program Year will be discussed along with the range of projects eligible under this program and a review of previously funded projects. The hearing will begin at 7:10 p.m. on January 5, 2016 and will be held at 102 South Tremont Street, Tremonton, Utah 84337. Further information can be obtained by contacting Marion Layne at 435-257-9456. In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during hearing should notify Marion Layne at 510 West 1000 North, Tremonton, Utah 84337 at least three days prior to the hearing that will be attended.
Individuals with speech and/or hearing impairments may call the Relay Utah hotline by dialing 711. Spanish Relay Utah: 1-888-346-3162.
Manager Warnke commented that the CDBG funds come through the Housing Urban Development. These funds are used for projects to benefit low to moderate income individuals. The projects must demonstrate that it does benefit those individuals. Seniors or individuals with disabilities are presumed to be low to moderate income individuals. The Council will discuss some Capital Improvements later with one of the Resolutions. One project identified is for generators for the Senior Center and Food Pantry. The generator for the Food Pantry is documented for eligibility that is a project that is serving low to moderate income individuals, through intake paperwork. The purpose of the Public Hearing is for the public to identify any other projects they think might be worth considering.
Mayor Fridal called for comments from the Council or audience. Being none, he closed the Public Hearing at 7:13 p.m.
a. Donation from Intermountain Health Care (IHC) for the development of the Holmgren Nature Preserve and Trail – Eric Packer
Eric Packer thanked the Council for their time. The mission of Intermountain Health Care (IHC) is to help people live the healthiest lives possible. They take care of the sick, but you are the best person to take care of your own personal illnesses. Part of our responsibility is to eat right and exercise. When it was discovered that IHC had funding available for projects that would help with their mission, Mr. Packer spoke to Councilmember Rohde. Some potential options were identified and were submitted. Mr. Packer presented to the Council, on behalf of IHC and Bear River Valley Hospital, a check for $25K to go towards the walking trail and help develop the infrastructure.
Mayor Fridal accepted the check and thanked Mr. Packer, IHC, and Bear River Valley Hospital on behalf of Tremonton City. The Council also offered their thanks for their support. Mr. Packer noted they were excited to see the trail completed.
Manager Warnke noted that the City is very appreciative of the donation. The $25K donation will go with $60K received from the Recreation Trails Program (RTP) from the State of Utah to build a trailhead along the river corridor. The City acquired about a seventeen (17) acres of easement under a Conservation Easement and Public Access Easement in the Malad River Bottoms. During the upcoming fiscal year, the City hopes to acquire the property for the trailhead and make improvements including a bathroom, parking lot, and other amenities and trail. A trail will be started in the Malad River Bottoms on the land for which the City already has a Conservation and Public Access Easement. It will be a primitive trail at first with essentially some elevated boardwalks to get through some of the marsh areas. Overtime, the City hopes to improve the trail and have it function as a transportation corridor with connectivity from one end of the City limits to the other end. This is the first step in the vision of the Trails Plan.
b. Employee Recognition of Mary Summers ten years o