TREMONTON CITY CORPORATION
CITY COUNCIL MEETING
MAY 21, 2019

Members Present:
Diana Doutre
Lyle Holmgren
Jeff Reese
Bret Rohde
Lyle Vance
Roger Fridal, Mayor
Shawn Warnke, City Manager
Linsey Nessen, City Recorder

CITY COUNCIL WORKSHOP

Mayor Fridal called the May 21, 2019 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 Warnke, and City Recorder Nessen. The following Department Heads were also present: Public Works Director Paul Fulgham, Police Chief Kurt Fertig, Administrator Steve Bench (left after the work session), Treasurer Sharri Oyler, and Library Director Kim Griffiths. Also in attendance was City Attorney Dustin Ericson (left after work session).

1. Discussion and review of agenda items on the 7:00 City Council Meeting Agenda

Motion by Councilmember Holmgren to move into closed session. Motion seconded by Councilmember Vance. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

The Council moved into a closed session at 6:02 p.m.

2. 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 sessions to discuss pending or reasonably imminent litigation; and/or
d. Discussions regarding security personnel, devices or system

Motion by Councilmember Rohde to return to open session. Motion seconded by Councilmember Doutre. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

The Council returned to open session at 6:54 p.m.

The meeting adjourned at 6:54 p.m. by consensus of the Council.

CITY COUNCIL MEETING

Mayor Fridal called the May 21, 2019 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 Warnke, and City Recorder Nessen. The following Department Heads were also present: Fire Chief Steve Batis (arrived at 7:19 p.m.), Public Works Director Paul Fulgham, Police Chief Kurt Fertig, Treasurer Sharri Oyler, and Library Director Kim Griffiths.

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 Councilmember Doutre and the Pledge of Allegiance was led by Councilmember Reese.

2. Introduction of guests:

Mayor Fridal welcomed those in attendance.

3. Declaration of Conflict of Interest: Councilmember Reese has a conflict with item 10. i

4. Approval of Agenda:

Motion by Councilmember Vance to approve the agenda of May 21, 2019. Motion seconded by Councilmember Holmgren. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

5. Approval of minutes – May 7, 2019

Motion by Councilmember Reese to approve the minutes of May 7, 2019. Motion seconded by Councilmember Doutre. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

6. Swearing in of 2019-2020 Youth City Council- Linsey Nessen, City Recorder, and Jenn Francom, Youth City Council Advisor

7. Public comments: Comments limited to three minutes.

Youth City Council Advisor Jenn Francom, who has been in her position for four years, said every year it gets bigger and better. We have some strong candidates you are going to be proud of representing the City. There was a cap this year and we had to turn people away. We appreciate your support. We have setup several activities and it has been a pleasure working with Tremonton City.

8. Years of Service Award

a. Ed Quinn, Public Works Lead – 35 Years
b. Cynthia Nelson, Deputy Recorder/Accounts Payable Clerk – 10 Years

The Council thanked them for their service.

9. Presentations and Department Head Reports

a. Trust Accountability Program Award- Jason Watterson

Jason Watterson presented this award to the City for the fifth consecutive year. He said not many members of the Trust have received it this many times, which is a great testament to how good of a team you have and your focus on safety and risk management. This award provides the City with a check for $3,305, along with discounts on the workers’ compensation premium. This pales in comparison to the most important thing, which is keeping your employees safe on the job. I would like to thank Manager Warnke and everyone who participates. You have had challenges over the years, but have addressed those. The City is great to work with.

b. 2018 Fire Department Annual Report- Chief Steve Batis

Chief Batis summarized the department’s efforts in 2018. Councilmember Doutre was impressed with how many women are on the department. Chief Batis said they are a vital part and relate better to patients. He provided a breakdown of their calls, including medical, fire, transfers, and PI accidents (personal injury). He showed the Council pictures of trainings and discussed the first Touch-a-Truck Food Drive at the fairgrounds. We obtained 600 pounds of food and it was a positive event. UHP was there talking about their seatbelt campaign and two of the four choppers came in. We also demonstrated extrication and repelled out of the bucket. There was fire safety and a blow up house. North Logan called to ask questions and wants to host their own event. Councilmember Reese asked about manpower. Chief Batis said we just put three on from Garland so that puts us at an even 30. We have five trainees, one of which is on probationary training and is an EMT. We are always looking for more volunteers. This year, as of today, we are at 441 medial calls and have a lot of transfers. The Council thanked Chief Batis and his team for all they do.

c. Library Extended Hours Report- Kim Griffiths

Director Griffiths said our extended hours are going well and people have been happy with it. The numbers are shown on the attached graph, along with testimonials. Councilmember Rohde asked how things are going with us and Garland sharing cards. Director Griffiths said we are regularly switching the books back and forth and do not have a lot of problems with that. People like being able to go to both locations. When we do not have something, Garland usually does. We can now access so much more and have double the selection. It is nice to pull from their resources and have them pull from ours. Mayor Fridal asked if more people are using the library now than in past years. Director Griffiths said I think the number of people coming in grows every year. People use our online resources too. Councilmember Vance asked how they keep track of their attendance. Director Griffiths said we have a gate counter. The chart shows those numbers for the extended hours. Councilmember Holmgren said it would be interesting to see the total visitors. Director Griffiths said she could get those numbers. The Council thanked her for her time.

10. New Council Business:

a. Discussion and consideration of approving March Financial Statements

Motion by Councilmember Doutre to approve the March Financial Statements. Motion seconded by Councilmember Reese. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

b. Discussion and consideration of approving March Warrant Register

Motion by Councilmember Reese to approve the March Warrant Register. Motion seconded by Councilmember Vance. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

c. Discussion and consideration of adopting Resolution No. 19-18 approving a Contract for Fire Protection Services between Tremonton City, Box Elder County, and Town of Elwood

Manager Warnke said it is the same basic agreement. We did change the cost per ERU from $53 to $58, which equates to about a $3,000 increase to both the County (from $17,600 to $20,700) and the town of Elwood (from $12,800 to $15,100). The basic methodology is the same. They pay that annual amount based upon the number of homes, which is divided by our cost. They pay per share of the hard cost and we also charge them for soft costs when we respond to anything for them. We engaged Brian Potts, of Potts & Associates, to perform an analysis of our fire and EMS so I had him look at the contract and he felt it was good. Our portion is about $181,000. Elwood and Box Elder County have both approved this. Councilmember Vance asked if this is an annual bill for four years. Manager Warnke said yes, the State Code says we can enter into these fire agreements for four years at a time. We get billed annually based on the ERUs. Administrator Bench calculates those based on growth in the area.

Motion by Councilmember Rohde to adopt the resolution. Motion seconded by Councilmember Holmgren. Roll Call Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

d. Discussion and consideration of adopting Resolution No. 19-19 extending the period of time for Tremonton City to expend or encumber sanitary sewer collection impact fees based upon the City Council’s written findings of extraordinary and compelling circumstances and establishing an absolute date by which the sanitary sewer collection impact fees will be spent

Director Fulgham said the Council passed the impact fee schedules and that money is suppose to be allotted and spent within a certain time period. When it cannot, then it has to be identified, a time needs to be set, and a resolution determined on how that money is going to be spent. The number one project on our list is in our sewer collections system—the upsizing of the main line down Main Street from the Crossroads to the river bottoms (3rd East). That could be done anytime, but with UDOT’s project they will put a moratorium for a two-year period where we cannot cut the road. Because of this, we see the need to postpone improvements on that sewer line for two years. By adopting this resolution it gives us that timeframe. That is still our number one project especially as growth occurs east of Main Street.

Councilmember Holmgren asked if we are good as is. Director Fulgham said yes, but as more homes come on, it will need to be expanded. Councilmember Rohde asked if we have another project we could jump on now and get ahead of the game. Director Fulgham said that is number one. We would like to hold our funds and focus on that. Councilmember Rohde said if we hold off for two years we are going to have excess so why not use it. Director Fulgham said as far as utilities, the sewer collection system is one of the most expensive to build. There is never enough to do it all without borrowing or pulling from other resources in our reserves. Manager Warnke said as a reference point, we collected $68,000 from 2014 to 2018 in sewer collection impact fees, but in 2014 our engineer estimated this project at about $371,000. Director Fulgham said it is currently a 10-inch line that will be upsized to 12 inch. We will have to lay it exactly where the existing line is and bypass pumps around the manholes. There are other utilities down Main Street and that all adds to the cost. Councilmember Reese asked about adding another 10-inch line along side it. Director Fulgham said that is an old concrete line so it is better to replace it with a new one.

Councilmember Vance asked if we have heard any more from Garland City and if they are moving or are we going to be handling their sewage. Director Fulgham said what I understand from the State and others is that they are moving just not as fast as they thought they would be at this point. Councilmember Vance said things need to be addressed.

Motion by Councilmember Vance to adopt the resolution. Motion seconded by Councilmember Doutre. Roll Call Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

e. Discussion and consideration of adopting Resolution No. 19-20 selecting health insurance carriers and defining the City’s contribution for health insurance employee benefits for the 2019- 2020 Fiscal Year

Recorder Nessen said we are proposing to stay with Cigna for another year. They proposed a 24% increase, but came down to 10.4% ($72,000 more a year). Councilmember Reese asked if that is competitive with the other bids. Recorder Nessen said yes and without significant plan changes. Manager Warnke said it met the medical trend, which is historically a 10% increase each year. They are throwing in a $500 benefit to run a wellness program. This is a level funded plan and there is more risk because we are not lumped in with a larger pool. The most attractive alternative we received was from the University of Utah Hospital at 10%. Our brokers from GBS went to Cigna and asked them to match the 10%.

Motion by Councilmember Reese to adopt the resolution. Motion seconded by Councilmember Rohde. Roll Call Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

f. Discussion and consideration of adopting Resolution No. 19-21 approving a Real Estate Sales Agreement, Trust Deed and Promissory Note between Tremonton City and Vince Rogers, doing business as Killyon Outfitters, for Vince Roger’s purchase of 207 acres of real property

Manager Warnke said we are building a secondary water system and in order to service that we are using the Bear River Canal Company so we need water shares to pull water into our service lines. We are purchasing a 207-acre property in Honeyville that has 111 water shares for the sole purpose of acquiring the water. We are turning around and selling the land to Mr. Rogers who is going to use the acreage for grazing and we will retain the water.

Motion by Councilmember Holmgren to adopt the resolution. Motion seconded by Councilmember Reese. Roll Call Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

g. Discussion and consideration of adopting Resolution No. 19-22 approving a contract for election services between Box Elder County and Tremonton City Corporation

Recorder Nessen said this is our contract with Box Elder County, who helps with our election. It costs $8,400 per election so if we have a primary and a general election that doubles. That is more than it has ever been because we are doing a vote-by-mail ballot, which is our only option. We have to mail it to everyone and pay that postage and printing costs.

Motion by Councilmember Reese to adopt the resolution. Motion seconded by Councilmember Holmgren. Roll Call Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

h. Discussion and consideration of adopting Resolution No. 19-23 approving an amendment to Section XII: Employment Terms of the Tremonton City Personnel Policies and Procedures Manual

Recorder Nessen said we have a policy in our manual for compensatory time. Instead of being paid overtime, employees can us the time like vacation leave. Previously in the policy it did not specify who could use it so anyone could, but Utah Retirement Systems (URS) says if you give a part-time employee time off with pay, then they are eligible for retirement. We did not want to get caught in that so we are updating the policy stating that only full-time employees can use that. If a part-time employee works overtime, they just get paid the overtime.

Motion by Councilmember Rohde to adopt the resolution. Motion seconded by Councilmember Vance. Roll Call Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

i. Discussion and consideration of awarding the 650 West Relocation Project (which will construct a new segment of 600 West from 100 South to Main Street)

Director Fulgham said for the 650 West road project we had two bidders: Rupp’s Trucking and Staker Parson. Our engineer’s estimate for that portion, which includes storm drain, curb and gutter, pavement, and turn lanes, was $343,128. Parson’s bid was $335,531.50 and Rupp’s was $289,032.80. We also have some utility work we bid separately because we need to get that done ahead of the project before Main Street is paved in the next month. There were seven plan holders originally, but they could not get the work done in time. Rupp’s was the only one left. The sewer line that goes up through the middle of the alleyway and underneath Crump’s building will be replaced. There will be an open trench cut and new manholes. The existing sewer line is a clay tile that does not deteriorate, but does fracture. It would be good to replace at that point so we do not have issues in the future under pavement. They will put in PVC pipe with two new manholes. Rupp’s bid $23,445.95 for that portion. There is also a waterline project with an existing line in 650 West. We are going to kill that waterline and move one over to 600 West. An extension will be added across Main Street for future growth. Rupp’s bid was $68,257 for a total of $91,714 on those two. There is a portion underneath the Crump’s building we cannot open trench cut. It will all be PVC based material. That goes up to $29,000 just to do that, but it should be a lot less. The bid they gave was for 350 feet, but we are only doing that piece right under the building, which is roughly 100 feet. The cost should be less but I kept it as is incase we encounter issues. Those are paid for out of that utility. Our recommendation is to award the total project to Rupp’s Trucking, both the sewer line and street project, and the water project. We will get started on that as soon as possible.

Motion by Councilmember Rohde to award the bid to Rupp’s Trucking. Motion seconded by Councilmember Holmgren. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

j. Discussion and consideration of disposing of found and unclaimed property within the possession of the Tremonton City Police Department

Chief Fertig said we have some unclaimed property to dispose of—14 bicycles, a motorized bike, a welder with some equipment, and a black duffle bag with video games. Most of those items will be disposed of the way we normally do, however, there has been a request from a local scout group, who is doing a bicycle activity. They do not have enough bikes and wondered if the City would donate three to them. The Council agreed that was a great idea.

Motion by Councilmember Holmgren to approve the disposal of the property. Motion seconded by Councilmember Reese. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

11. Calendar Items and Previous Assignment

a. Review of calendar

Manager Warnke said KUED filmed a segment for their show, “Small Town, Big Vision,” which is focused on the mural program that Tremonton City has with artist Jason Nessen. There is a great trailer that advertised the entire program with some clips of Tremonton. They will air that episode on July 11 on channel 7.

b. Review of past assignment: none

12. Reports & Comments:

a. City Manager Reports and Comments

1. Land Use Applications and Development Review Committee Agenda Items

Manager Warnke will address those projects in a future meeting.

b. City Department Head Reports and Comments

1. April 2019 Wastewater Report
2. April 2019 Water Report
3. Water Share Report
4. Points of Purchase Understanding with Master Meters

Director Fulgham said I provide monthly information and if you have any questions let me know.

c. Council Reports and Comments

Councilmember Rohde went to the police department’s award recognition banquet and said Chief Fertig did a really good job and we have some phenomenal police officers, who have accomplished great things—kudos to them.

Councilmember Holmgren reminded the Council about the Memorial Day celebration. He also gave a shout out to the Youth City Council for helping plant the flowerpots for Main Street, which includes five more pots than last year. At Midland Square there are crosses with QR codes with a write up that recognize all those who have fallen since WWII.

Councilmember Vance asked about the water shares from Box Elder County. Mayor Fridal said it is moving. They are writing up a contract for 44 shares.

Mayor Fridal thanked the Youth City Council for being there. He also thanked the City Council and the employees for all they do.

13. CLOSED SESSIONS: No closed session was held at this time.

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 sessions to discuss pending or reasonably imminent litigation; and/or
d. Discussions regarding security personnel, devices or systems

14. Adjournment.

Motion by Councilmember Holmgren to adjourn the meeting. Motion seconded by Councilmember Rohde. Vote: Councilmember Doutre – aye, Councilmember Holmgren – aye, Councilmember Reese – aye, Councilmember Rohde – aye, Councilmember Vance – aye. Motion approved.

The meeting adjourned at 7:59 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 18th day of June, 2019.

Linsey Nessen, City Recorder

Follow-up items for the Council and City Staff

Library Director Griffiths will obtain the numbers for total visitors at the library during all hours of the day for the Council.