City Council Minutes 1-3-23

TREMONTON CITY CORPORATION
CITY COUNCIL MEETING
JANUARY 3, 2023

Members Present:
Connie Archibald
Wes Estep
Bret Rohde
Rick Seamons
Lyle Vance
Lyle Holmgren, Mayor
Shawn Warnke, City Manager
Marc Christensen, Assistant City Manager
Linsey Nessen, City Recorder

CITY COUNCIL WORKSHOP

Mayor Holmgren called the January 3, 2023 City Council Workshop to order at 5:02 p.m. The meeting was held in the City Council Meeting Room at 102 South Tremont Street, Tremonton, Utah. Those in attendance were Mayor Holmgren, Councilmembers Archibald, Estep, Rohde, Seamons, and Vance, City Manager Warnke, Assistant City Manager Christensen, and City Recorder Nessen. The following Department Heads were also present: Public Works Director Paul Fulgham, Police Chief Dustin Cordova (arrived at 6:39 p.m.), and Interim Fire Chief Chris Scothern (arrived at 6:07 p.m.).

Motion by Councilmember Estep to move into closed session. Motion seconded by Councilmember Archibald. Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

The Council moved into a closed session at 5:02 p.m.

1. CLOSED SESSIONS:

a. Strategy session to discuss the purchase of real property when public discussion of the transaction would disclose the appraisal or estimated value of the property under consideration or prevent the public body from completing the transaction on the best possible terms; and/or
b. Strategy session to discuss the character, professional competence or physical or mental health of an individual; and/or
c. Strategy session to discuss pending or reasonably imminent litigation; and/or
d. Discussions regarding security personnel, devices or systems

Motion by Councilmember Seamons to return to open session. Motion seconded by Councilmember Vance. Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

The Council returned to open session at 6:07 p.m.

2. Discussion of the hydrology of the Cedar Ridge Well and the effectiveness of an Aquifer Storage and Recovery (ASR) in the Cedar Ridge Aquifer and Well – John Files, Cascade Water Resources

This discussion was postponed until the next meeting.

3. Presentation on Social Pinpoint Software – Marc Christensen, Assistant City Manager & Bret Rohde, City Councilmember

Mayor Holmgren said this is a cool idea and will be an asset for the community and our way of communicating with one another. Councilmember Rohde said I really wanted us to have better communication with citizens and this social pinpoint is a great thing. Assistant City Manager Christensen said this is another tool for our residents to communicate. There are two options to connect. This one is a map of Tremonton that shows the boundaries and an overview of who we are and what we are trying to do. People can add comments and pictures. Areas outside our boundaries will be less of a priority. We can add icon markers, such as the public art, which allows people to learn more. We can also post our plans and projects, as well as things to do. People can comment on safety hazards or make suggestions. We do not want a flood of complaints, but these comments can become work orders. I will email them back thanking them for their concern and let them know we will get that taken care of with an estimated timeframe. There will be signage at each park with a QR code saying if you have any comments or hazards to report go here. Councilmember Rohde said we need to have a disclaimer that says if this is an emergency call 911. This will be a valuable tool for the City. Mayor Holmgren said we will have to remind people that this is here and what it is used for. The more times we can say it the better. Councilmember Rohde suggested making this an agenda item in their meetings so they can discuss it regularly. This will be a powerful tool. We have to respond and be diligent. Assistant City Manager Christensen said this will be a place for discussions to take place and get community feedback. We could also add a button for restaurants with their menus.

4. The Rural Communities Opportunity Grant award for Midland Square Improvements – Lyle Holmgren, Mayor

Mayor Holmgren said a couple months ago we applied for a grant to redo Midland Square to create an area for community events. We want to take Midland Square and rethink its usefulness. We have considered putting an amphitheater on the south end. The idea is to make it more of a gathering place. The more we get people downtown the better it is for merchants and Main Street. There needs to be restrooms and power pedestals. We received the full grant amount ($407,000) and there is a match (about $170,000). Some of the work will be done by our crew. We will have to do some pruning and eliminate some trees to open the square up. I would like to thank all those involved in putting this grant together.

5. Review of the agenda items identified on 7:00 p.m. City Council Agenda

Councilmember Rohde asked if they could move agenda item 8. e up to 8. c. Mayor Holmgren said we will not do the public hearing on the CDBG grant (8. a) at this time. He gave a shoutout to the police department for their puppy project and starting an adoption program. It has been a real hit and been received well by the public so I tip my hat to you. The Christmas give back program was well received. They collected $3,000 and helped five families.

The meeting adjourned at 6:49 p.m. by consensus of the Council.

CITY COUNCIL MEETING

Mayor Holmgren called the January 3, 2023 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 Holmgren, Councilmembers Archibald, Estep, Rohde, Seamons, and Vance, City Manager Warnke, Assistant City Manager Christensen, and City Recorder Nessen. The following Department Heads were also present: Public Works Director Paul Fulgham, Police Chief Dustin Cordova, and Interim Fire Chief Chris Scothern.

1. Opening Ceremony:

Mayor Holmgren 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 Assistant City Manager Christensen and the Pledge of Allegiance was led by Director Fulgham.

2. Introduction of guests: Mayor Holmgren welcomed those in attendance, including a group of students.

3. Declaration of Conflict of Interest: None.

4. Approval of Agenda:

Motion by Councilmember Vance to approve the agenda of January 3, 2023, with agenda item 8. e being moved up to 8. c. Motion seconded by Councilmember Estep. Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

5. Approval of minutes – December 6, 2022

Motion by Councilmember Rohde to approve the minutes of December 6, 2022. Motion seconded by Councilmembers Archibald and Seamons. Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

6. Presentation

a. Tremonton City Citizenship Award to Elementary and Intermediate Students

Mayor Holmgren said we started this several months ago to recognize young people for being good citizens and doing the right thing. In the future you will be the ones leading your communities. You are headed in the right direction. The youth were recognized, given a gift card, and a picture was taken together.

7. Public comments: There were no public comments.

8. Public Hearings:

This item was tabled until a future meeting.

a. Community Development Block Grant (CDBG) First Public Hearing Notice. Notice is hereby given that Tremonton City1 will hold a public hearing on Tuesday, January 3, 2023 in the City Council Chambers located at 102 S. Tremont Street, Tremonton, Utah 84337 at 7:00 p.m. or soon thereafter. Tremonton City is eligible to apply to the Utah Department of Workforce Services for funding under the Community Development Block Grant (CDBG) Small Cities Program, a federally funded program administered by the State of Utah, Housing and Community Development Division (HCD). Tremonton City is eligible to apply for CDBG funding provided Tremonton City meets the applicable program requirements.

The purpose of the public hearing is to provide citizens with pertinent information about the Community Development Block Grant program and to allow for discussion of possible applications. This public hearing will cover eligible activities, program requirements, and expected funding allocations in the region. The CDBG Program can fund a broad range of activities, including, but not limited to: construction of public works and facilities, e.g., water and sewer lines, fire stations, acquisition of real property, and provision of public services such as food banks or homeless shelters. In the event that Tremonton City chooses to apply for CDBG funding, a second public hearing will be held at a later time to discuss the project. Further information can be obtained by contacting Marc Christensen, Assistant City Manager, at mchristensen@tremontoncity.com or 435-257-9486.

Mayor Holmgren called a Public Hearing to order at 7:12 p.m. to amend the budget. There were five people in attendance.

b. Amending the Tremonton City Annual Implementation Budget 2022-2023 (General Fund, Capital Fund(s), Enterprise Fund(s), and Special Funds)” for the period commencing July 1, 2022, and ending June 30, 2023

There were no public comments. Mayor Holmgren closed the Public Hearing at 7:13 p.m.

The following items were discussed out of order.

9. New Council Business:

a. Discussion and consideration of approving the November Warrant Register

Motion by Councilmember Estep to approve the November Warrant Register. Motion seconded by Councilmember Seamons. Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

b. Discussion and consideration of approving November Financial Statements

Motion by Councilmember Archibald to approve November Financial Statements. Motion seconded by Councilmember Estep. Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

c. Discussion and consideration of adoption Resolution No. 23-01 ratifying the Archibald Estates Plat “M” Subdivision Development Agreement

Manager Warnke said with each subdivision approval there is a development agreement that formalizes the requirements. This one has a dedication of property for a pump station for secondary water. That has been done on the plat. You can review those. There are a lot of similar things consistent with each plat that has been recorded. This is the last one in this development.

Motion by Councilmember Estep to approve the resolution. Motion seconded by Councilmember Archibald. Roll Call Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

d. Discussion and consideration of adopting Resolution No. 23-02 approving Tremonton City’s project list for the calendar year 2023 for the Box Elder County Local Transportation Corridor Preservation Fund

Manager Warnke said this is a fund the County has and is created by residents who register their vehicle. They pay a $10 fee for the purpose of funding future corridors that are needed. If we can purchase property before it is developed, we pay less money so the public is well served by funding these projects earlier rather than later. Every year the Council of Governments (COG), which is an advisory board to the County Commission, creates and collects a list. To get a project on the list and funded through this source we have to put this list together and pass it through the approval process. We try to identify known corridors or intersections and the improvements that are needed. The newest one we are working on is at 1000 North and 1000 West. We have two we are currently working on. First, the Taylors property for the extension of BR Mountain Road from 2300 West to 2000 West and the upsizing of the existing 2000 West to a collector road. Next is the expansion of Rocket Road.

Motion by Councilmember Vance to adopt the resolution. Motion seconded by Councilmember Seamons. Roll Call Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

e. Discussion and consideration of adopting Resolution No. 23-03 appointing Jeff Seedall to serve on the Tremonton City Planning Commission and reaffirming and appointing existing Planning Commission members

Councilmember Rohde read Mr. Seedall’s bio and qualifications. I think he would be an awesome addition to the Planning Commission and I would like to present him to the Council to replace Commission Member Layne Sorensen.

Motion by Councilmember Archibald to proceed. Motion seconded by Councilmember Vance. Roll Call Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

f. Discussion and consideration of adopting Resolution No. 23-04 amending the Tremonton City Annual Implementation Budget 2022-2023 (General Fund, Capital Fund(s), Enterprise Fund(s), and Special Funds),” for the period commencing July 1, 2022, and ending June 30, 2023

Assistant City Manager Christensen said a couple times a year we open the budget for amendments. Typically, it is for one-time revenues from a grant or something we did not foresee happening. We received a $1,000 grant for the Christmas lights, mostly to Main Street. We spent about $4,000 in electric cords to get power to them. We have discussed the logo implementation and will have a company do some design work. They can create flags, banners, signs, street signs and other things that are easy wins. There is also some computer software. We are working with Clear Gov who gave us a demo. This will allow the Council to have a lot more interactive forms, graphs, and charts. A few cities have it implemented and it really does make a huge difference in helping clarify the budgeting process. Our cameras need to be replaced. We got a quote with Golden Spike Automation to update our systems. The EMS, fire department, ambulances, and police cruisers all need updates on their radios. The County is going to a new system and ours will not work with it. Our portion is about $60,000. The Food Pantry asked for a grant from the State to buy more perishable foods, which they have received.

Assistant City Manager Christensen continued. In the Water Fund our actuals coming in from the secondary base are higher than we budgeted for. There is also the four-acre equalization basin that needs to be added to the budget. In November we mentioned that the treatment plant needs ultra violet lamps. The bids came back higher than expected and the Council gave us the go ahead so that has been amended. Mayor Holmgren made a presentation on the grant for Midland Square and our matching portion with the money we have set aside for Main Street improvements. That will be discussed in the RDA meeting. Manager Warnke said as not to increase rates, the million dollars in the General Fund (ARPA funds) that was dedicated for a water project will be transferred to the Water Fund to appropriate it for the purpose of secondary water. Assistant City Manager Christensen said we could not pay for that land without those reserves, otherwise we are looking at bonding. Councilmember Vance said that money needs to be used for developing culinary water, not secondary water. Councilmember Seamons said I thought it was going into a water source. Councilmember Estep said I thought we discussed it and figured that was the only way we could do this. We never voted, but you have to come up with that money from somewhere and it is in water whether it is drinking or secondary. Councilmember Vance said we will always need water and that is what that money was earmarked for. Manager Warnke said with the purchase of the property we would amend the impact fee, which is an expense reimbursed over time to the water fund for other projects. This is a timing issue. A property owner has submitted an application for development within the County for the site we need for the equalization basin. Councilmember Vance said if I had not asked the question, we would have approved this and that money would have been gone. Even though it went into the Water Fund, it ought to be earmarked. The Governor said that money was robbed from our kids and it needs to be invested back to them long-term. We are just breaking even with secondary water and it is only a matter of time before we are looking for more. That is what this $1 million needs to be used for. We were not anticipating this holding pond which costs $500,000 plus the amount to build a holding pond—another $600,000 between the two ponds. Let us just get the bonding done and finish out the secondary water systems so we can earmark this long-term money back to our kids. That is what I have always thought we should be doing with it. If we put it in the Water Fund it will disappear. The Council continued to discuss secondary water throughout the City and what needs to be built out. Councilmember Seamons asked if we actually know what the canal company wants or if we are at their mercy. Manager Warnke said they are trying to figure it out as we go. They want equalization basins on each canal (three total). They will not put something in writing since it is evolving, but they have referred me back to their bylaws. We could do an interfund loan, but you would be paying interest on that and there are some improvements in the wastewater treatment we need to do. Mayor Holmgren said this east canal equalization basin came as a surprise. We have not had that much time to put something together and then this piece of property came up. We have not had much luck negotiating the water we need, but are being vigilant and trying to look at what culinary water sources are available. Councilmember Vance said we need to hire someone that knows water in this valley. There are wells around we should be tapping into. City staff discussed different wells and springs they have looked into. Manager Warnke said the Water Conservancy District is another option for water.

Assistant City Manager Christensen said we are not ready for this next one yet, but we wanted the Council to know the fiscal impact of three new fire captains for the fire department. Administratively it would be very helpful. It would cost $330,000 a year to bring in a new captain for every shift (four person shifts). This would alleviate the chief from going on the second run almost every time. The audit report would help us to know where the Fire Fund stands and if it is bringing in enough revenue to support something like this. Once we hire a new fire chief, he would want to hire captains who fit his vision.

Councilmember Vance said we know we have to bond and I still think secondary ought to pay for secondary. We need to find out if the $500,000 we need to purchase that land can be done with a bond or not and then we could pay it back later. Do we have to do the third pond or not? Someone needs to talk to the canal company because they are asking way too much for a ditch of water. Mayor Holmgren said their fear is we are taking this water and drawing down their canal and people are not getting their water. Now that we have this data, we do have an argument. Manager Warnke said they are looking long-term. We are at the start of developing secondary water and other communities are thinking about it. As it gets built out, they will need equalization basins. We have had good conversations, but can have them again. The Council agreed that they need more time and asked Manager Warnke to look into the questions that were addressed in the discussion.

Motion by Councilmember Rohde to table this item until the February 7, 2023 meeting. Motion seconded by Councilmembers Seamons and Archibald. Roll Call Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

g. Discussion and consideration of adopting Resolution No. 23-05 authorizing the advertisement of a Request for Proposals for Building Inspection & Plan Review Services

Manager Warnke said we are still in the midst of trying to replace the position that Building Official and Zoning Administrator Steve Bench will vacate. We have it advertised as an individual and are trying to recruit to fill that position. We have not received any applications where someone is completely certified to do those inspections. At this point if we did hire someone, we would still need help until that person could get fully certified. I propose we put out a request for individuals who do inspection services to provide a proposal to us. Garland recently went through this process and has hired a firm to do that. This keeps the options open. We can also see where the market is at and if we are outside that we could increase our range to see if it might garner more interest from inspectors. There are more positions than inspectors. If you approve this, we will put out the advertisement and specs. The end of March is when Official Bench vacates his position.

h. Discussion and consideration of adopting Resolution No. 23-06 authorizing the advertisement of a Request for Proposals for Planning & Zoning Administrator Services

i. Discussion and consideration of adopting Ordinance No. 23-01 amending the Tremonton City Land Use Code, including Title III, the General Public Works Construction Standards and Specifications-Standard Drawings Appendix “A” that include re-numbering and indexing of drawings, and adding or amending the following Sheets, SS3, SS4, SS5 Typical Sewer Lift Station; Sheet G5 Ornamental Fence Detail; Sheet G8 Trail Detail and other miscellaneous amendments

Manager Warnke said this adopts a sewer lift station, which we have never had. These are ones the City would maintain and own so there is a specific standard. These are more regional lift stations. The rest is related to trails, more specifically the Central Trail.

Motion by Councilmember Seamons to approve the ordinance. Motion seconded by Councilmember Rohde. Roll call Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

10. Calendar Items and Previous Assignment

a. Review of calendar

Assistant City Manager Christensen said on January 18, we will go to Garland City’s Meeting to discuss their participation in the Senior Center. Local Officials Day is Wednesday, January 18, and you are all invited to the Capital to kick off the legislative session. Let me know if you are interested and we will get you registered. The Utah League of Cities and Towns conference will be April 19-22.

b. Unfinished Business/Action Items

Councilmember Archibald will take over the Planning Commission effective this year.

c. Branding Implementation update

Assistant City Manager Christensen said we had a training with all department heads to implement the branding on our email signatures and everything we put out. It was added on the social pinpoint and social media posts. We ordered a new Council sign to go over the Mayor’s spot in here. I am getting visual examples from a company on different signs for the Council room. The vision, mission, and emotional map will have different displays in the lobby. There will be entry signs on both sides of Main Street and we will have an employee store to order swag. We will have banners up and down Main Street and the new City flag. Those are just a few things we have implemented.

11. Reports & Comments:

a. City Manager Reports and Comments

1. Requested increase in solid waste collection fees from the contractor

Manager Warnke said we wanted to inform you that I have received a request from our solid waste hauler, EconoWaste, to discuss increasing fees related to the cost of fuel. We will discuss that at the next Council meeting.

b. Development Review Committee Report and Comments

Manager Warnke said there is a request for townhomes on 4th West. We are discussing how the road looks with the bike lane accommodations since it is connected to the Central Trail. Some projects are wrapping up and some are still in limbo. With the holidays we did not have a lot of discussion, but we will see what 2023 brings. We have talked with Rivers Edge more and they have an attorney’s agreement with the dedications that will be coming to you soon. The things they have obligated to in the master development agreement will be dedicated to the City and we want them to get those obligations fulfilled.

c. City Department Head Reports and Comments

1. Bear River Valley Hospital calls for police service- Dustin Cordova, Police Chief

Chief Cordova said the hospital is always going to be a high response area and there are lots of things going on there. It is a manpower issue. We cannot afford to have an officer sitting there the entire day, but that is sometimes the nature of the job. We have met with the director, he is a great guy and has been receptive. He is looking at a variety of solutions. He is looking into security and possibly hiring one of our police officers, which would be secondary employment. I am confident it will be resolved. We have other means to serve the hospital. Our officers respond when they have a problem, but they are not there as an employee. There are peaks and lows. He is assessing the idea of hiring someone or contracting with us. As we grow as a community they will see more of these calls. They will need an officer there all the time. We are moving in the right direction.

Chief Cordova said updates to the shelter have been big. We are revamping and meeting with the director of the West Valley Animal Shelter to see their process and mimic that.

Interim Fire Chief Scothern discussed the grant from Striker. The last one is being installed, which will complete the upgrade on our gurneys in all the ambulances. They will do the exhaust install at the station starting on January 23. That completes that grant of $200,000 worth of money to make improvements. We are sending three employees out to do the pre-construction meeting for the new engine.

Social Media Manager Sara Mohrman said we are doing a Mardi Gras celebration on February 18 at Midland Square from noon until 3 p.m. and are looking to partner with the Senior Center for food.

d. Council Reports and Comments

Councilmember Seamons said there are dogs barking everywhere. My neighbors are sick and tired of a specific dog. They have called in and nothing happens even though the owner has been served. Chief Cordova said we have made changes to allow our officer to focus strictly on animal control. Get me the information and I will make sure he takes care of it. There is a long list of things we are trying to take care of. We have redone the program and streamlined it.

Councilmember Rohde said are we going to need additional personal this year? It seems we get new things brought to us all the time. Are there more positions to fill? Assistant City Manager Christensen said department heads have given me a five-year plan that we will look into and discuss.

12. CLOSED SESSIONS: No closed session held at this time.

13. Adjournment.

Motion by Councilmember Archibald to adjourn the meeting. Motion seconded by Councilmember Vance. Vote: Councilmember Archibald – aye, Councilmember Estep – aye, Councilmember Rohde – aye, Councilmember Seamons – aye, Councilmember Vance – aye. Motion approved.

The meeting adjourned at 9:03 p.m.

The undersigned duly acting and appointed Recorder for Tremonton City Corporation hereby certifies that the foregoing is a true and correct copy of the minutes for the City Council Meeting held on the above referenced date. Minutes were prepared by Jessica Tanner.

Dated this 24th day of January, 2023.

Linsey Nessen, City Recorder

Follow-up items for the Council and City Staff

Manager Warnke will look into options to address the concerns that were brought up in item 8. a. in regards to a property purchase, equalization ponds, and development of secondary water, as well as culinary water.

City staff will continue their efforts on hiring a Building and Zoning Administrator and Fire Chief, as well as implementing the new logos and branding where possible.

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