February 24, 2009 Monroe City Council Meeting Minutes

Written by Emalee Curtis

MINUTES

MONROE CITY COUNCIL MEETING

FEBRUARY 24, 2009

7:30 p.m.

1. Mayor R. Kirt Nilsson

The regular meeting of the Monroe City Council was called to order by Mayor R. Kirt Nilsson at 7:30 p.m. The Pledge of Allegiance was led by Councilmember Ed Oldroyd. Prayer was offered by Councilmember Lamar Ogden.

Present:

Mayor R. Kirt Nilsson

Councilmembers Troy Torgersen, Warren Monroe, Jean Vigil, Lamar Ogden, Ed Oldroyd

City Recorder Emalee Curtis

City Water Superintendent Rodney Wanlass

City Treasurer Allison Leavitt

Deputy City Treasurer Diane Johnson

Citizens:

Chad Hunt, Richfield Reaper

Darin Robinson, Jones & DeMille Engineering

Gary and Tricia Curtis

Stephanie Barrowman

Loraine Barrowman

Elsa Torgersen

Rachael Torgersen

Megan Chisholm

Karissa Chisholm

Sharayah Anderson

Andrew Hanover

Chase Curtis

McKade Miles

Shalynn Spendlove

Talon Williams

Valyn Leavitt

Rachael Cardon

John and Sandy Spendlove

Lynn Torgersen

Jill Miles

Councilmembers reviewed the minutes of previous city council meetings

February 10 regular council meeting - Councilmember Ogden questioned the wording on page three "city take ownership of the line". The council decided to leave this sentence as written.

Page 3: sentence to read: "Darin did receive a phone message from Ed McCauley, engineer section manager for the Department of Water Quality, Division of Environmental Quality".

Page 4: second paragraph change "study" to "assessment" insert "call" after "conference".

Page 5: insert the following after the first paragraph: "The council agreed that the city will apply for funding for a planning study for a city wastewater project".

Last paragraph: "Ralph and Linda have submitted a water right application to appropriate a non-consumptive use."

Page 6: change "200" to "2009" in the last paragraph.

February 2 city council work session

Page 3: change "00%" to "100%".

January 27 regular council meeting

No corrections

January 7 city council study session

No corrections

A motion was made by Councilmember Warren Monroe seconded by Councilmember Lamar Ogden to approve the minutes of the January 7, January 27, February 2 and February 10, 2009 city council minutes as corrected above and with grammar and spelling corrections. All were in favor. Motion carried.

2. Citizen input

None. Councilmember Warren Monroe commented that he was impressed with the enthusiasm of the youth as they recited the Pledge Of Allegiance.

3. Business

(A) Oath of Office - Monroe City Youth Council members

Diane Johnson, youth council advisor, introduced Rachael Torgersen, last year’s mayor of the youth council. Rachael presented a report of the 2008 youth council activities:

April- The youth council helped with the Civic League Easter Egg Hunt

May- On the last day of school, they made breakfast for the high school students

July- Advertised and organized the annual Pioneer Day children’s parade. Passed out popsicles at the end of the parade to all participants. Assisted in serving at the BBQ

Participated in the Pioneer Day parade - threw candy

Helped sell concessions at the concert/fireworks on the 24^th of July

Held their annual dance after the fireworks. Had approximately 300 kids attend. Cleared approximately $1082.00 to be used for Sub for Santa and expenses for the day at the Legislature at the state capitol.

August- Presented an end of the summer party for the Monroe Library reading program

September- Helped serve and clean up at the city’s Public Power Picnic

November- Made decorations for the city Christmas tree on the park

December- Had a youth council Christmas dinner at the Sagebrush Grill

Took $200.00 to three needy families to help them with Christmas

January- Ten youth council members attended the Utah League of Cities and Towns Day at the Legislature at the state capitol

Diane reported that there are three seniors going off the council. She thanked them for their past service. They are: Shalynn Spendlove, Jimmy LaRue and Mariah Ashton.

This year’s mayor, Rachael Torgersen has done an awesome job. She was presented with a token of thanks for her service.

The new mayor for 2009 is McKade Miles. The mayor pro tempore will be Andrew Hanover and Sharayah Anderson will serve as the recorder.

Councilmembers for 2009 are: Rachael Torgersen, Ashley Spendlove, JR Ware, Chase Curtis, Danielle Burch, Karissa Chisholm, Megan Chisholm, Elsa Torgersen, Talon Williams and Stephanie Barrowman. They were all administered the oath of office by Monroe City Recorder Emalee Curtis.

This will be Rachael’s fourth year serving on the youth council. New members are Talon Williams, Elsa Torgersen and Stephanie Barrowman.

Mayor Nilsson commended the youth for taking on the responsibility in providing service to our community. He is proud of each and every one of them.

(B) Recommendations of the Monroe City Utility Board - Phillips/Jenson agreement - New board member - Irrigation system improvements

Councilmember Vigil gave a report from the utility board meeting held earlier tonight. Several names were suggested to fill Craig Mathie’s vacancy on the board. Mike Mills, Mat Mills, Pat Murdock, David Dastrup or Oscar Winget will be contacted by Buddy Qualls to see if any of them are interested in serving on the board then report back to the city council.

Board members reviewed a draft letter that contains an agreement between Monroe City and Glen and Sandy Phillips and Tom and Carolee Jenson concerning the water line that services their culinary water taps located outside the city limits. One change was recommended: "The city will maintain this water line" delete "as in the past." Also add signature lines for Tom and Carolee Jenson and Glen and Sandy Phillips. Insert the wording "bargain, sell, convey and transfer" instead of just "sell".

After some discussion, recommendations for the proposed irrigation system improvements was tabled by the utility board. They don’t understand clearly what is being proposed and would like more time to consider the proposals.

It is the city council who make the final decisions. They appreciate the input from the utility board. Councilmembers feel that installation of the fence should be a priority in order to provide security for the treatment plant, storage tanks and irrigation pond. This is a good time to get this project finished as the price of materials has gone down and contractors are looking for work.

The city has approval from the CIB, the agency who provided the money for the irrigation project, to proceed with the recommended improvements to the city’s irrigation system.

Darin Robinson gave further information from the capital facilities plan and the recommended improvements for the irrigation system. Completion of these improvements will close out the irrigation project funds.

Councilmember Lamar Ogden asked if the council could proceed with approving the recommended irrigation improvements. Yes they can.

Mayor Nilsson opened a proposal that was submitted to the city for labor and materials to install the fence around the irrigation pond area. The proposals are: $7,350.00 for labor from Central Valley Construction and $14,807.80 for materials submitted by Scholzen Products.

Councilmember Vigil called the utility board chairman to get his opinion of the council taking action on the proposed irrigation improvements. Councilmember Vigil said Buddy agreed that the council’s decision to move forward with improvements as listed from study was a good idea.

Darin explained the scope of each proposal in detail.

Following a discussion, the council prioritized the items on the list then suggested that the listed lower priorities be shown as deductible alternate items in the bid proposals. Bids may be awarded based on available funds.

The council determined that the lowest priority are the last four items on the list: #15, #16, #17, #18 and #13 and will be listed as deductible alternates.

A motion was made by Councilmember Troy Torgersen seconded by Councilmember Warren Monroe to have Jones and DeMille revise the costs as discussed tonight, showing deductible alternates and prepare a bid package for this project. All were in favor. Motion carried

Darin reported that all five contractors submitting bids attended the mandatory pre bid meeting and site visit. The five bid proposals were opened this afternoon at 4:00 pm. The two lowest bids were $381.00 difference. The engineer’s estimate for the project was $20,020.00.

The bids were as follows:

Harward & Rees $28,585.00

Terry Brotherson $27,553.88

John Orton Excavating$20,693.64

Carlisle Excavating $19,850.00

Jackson Excavating $20,231.00

Following the bid opening, Darin checked on the two lowest bidders references, specifically spring modification experience. Following checking out the references it was evident that Jackson Excavating was the most qualified, having more experience working on springs and better references.

Darin spoke with the regional engineer for DEQ about the Joseph Town Spring Project. He didn’t have good information about the contractor for this project, but the entire blame was not on the contractor. There were several factors for his negative report on that project.

Based on the bids, the city engineer’s recommendation is to award the Cold Springs Modification Project contract to Jackson Excavating.

A motion was made by Councilmember Lamar Ogden seconded by Councilmember Warren Monroe that the city accept the bid submitted by Jackson Excavating for $20,231.00 for the Cold Spring Modification Project. Voting for the motion: Councilmembers Oldroyd, Ogden, Torgersen, Vigil and Monroe. All were in favor. Motion carried.

(D) Valyn Leavitt - Central Utah Health Department - request for smoke-free public areas

Valyn Leavitt introduced Rachael Cardon, Utah State Health Department, who is visiting our area.

Valyn asked if the city would like to adopt a policy for smoke free parks and recreation areas. She distributed information giving the reasons that this might be a good idea. She agreed that we don’t have a big problem in our area, however, she would like to see the city adopt such a policy. She had several examples of policies from other communities.

Her office would have a small mini grant to help put up some signs or advertisement of the city’s desire to be smoke free in recreation areas of the city.

Councilmembers expressed concern about enforcement. Valyn replied that in most places the policy is self enforced.

It was suggested that information about smoking be included in the city’s newsletter.

Councilmember Torgersen thinks that this might be a good idea. Adults set the example for youth.

The policy could outline the enforcement process and the reasons for a smoke free area.

Councilmember Oldroyd expressed concerns about signs and restrictions. He doesn’t want to be offensive to the general public. Taking someone’s rights away is a concern. He feels that asking for cooperation works better than fines.

Councilmember Monroe is not opposed to the city having a policy, with signs that may state "smoke free zone" and "thank you for not smoking in this area."

Further suggestions were made. A draft smoke free policy will be drawn up by Recorder Curtis for council review at a future council meeting. The council doesn’t want regulations to be too strict.

Councilmembers thanked Ms. Leavitt for bringing this subject to the council’s attention.

(E) Approval of warrant register, cash disbursements and adjustments journals

Councilmembers reviewed and signed approval for the warrant register, cash disbursements and adjustments journals.

4. Staff reports: City newsletter articles - Department budget reports

Articles for the next city newsletter should be submitted to Treasurer Leavitt by this Friday.

Recorder Curtis distributed department budget reports for the period ending January 31, 2009. Councilmembers were asked to review their individual department budgets for any budget amendments and to be looking toward preparing the tentative budget to be adopted in May.

Water Superintendent Rodney Wanlass informed the council that he contacted three contractors and asked that they submit a bid on installing the fencing around the irrigation pond area. Only one bidder responded.

A motion was made by Councilmember Warren Monroe seconded by Councilmember Lamar Ogden to award the contract for labor for installation of fencing around the irrigation pond to Central Valley Construction for $7,350.00 and the bid for fence materials to Scholzen Products for $14,807.80. Voting for the motion: Councilmembers Oldroyd, Ogden, Vigil, Monroe and Torgersen. All were in favor. Motion carried.

5. Department business - reports and concerns - Law enforcement concerns

Department reports:

Councilmember Ed Oldroyd - Streets Department - Weeds - Equipment

Public Works Director Magleby and Councilmember Oldroyd will meet with the forest service soon to make them aware of the area near Cold Spring that has been undercut by the creek.

The railing at the library still isn’t completed. Councilmember Oldroyd has visited with Jerry and he said that he will try to get it done as soon as he can.

Several people have asked about the recycle dumpsters located in Richfield. This is a Richfield High School project. The proceeds are used for the drama department at the high school. Councilmember Oldroyd has some phone numbers and will make some contacts to explore the possibility of a similar recycling program in our area. He would like to find a group looking for a project before proceeding any further. Suggestions were made that this might be a youth group, Sr. Citizens or Lions Club project.

Councilmember Lamar Ogden - Water/Irrigation Departments - Sewer -Garbage - Landfill

No new business tonight.

Councilmember Jean O. Vigil - Library Department - Utility Board - Fire Dept - Sr. Citizens

Councilmember Vigil will check to see if the library wants an article in the newsletter.

Councilmember Warren Monroe - Electric Department - Mosquito Abatement

Discussion of public power information on both a state and national level. On the national level, there is the possibility of serious mandates such as carbon cap and trade. If this happens it will drastically increase the cost for those who purchase power from coal fired power plants. UAMPS is monitoring these issues daily.

Councilmember Troy Torgersen - Parks Department - Cemetery Department - Planning Commission

Councilmember Torgersen reported that he plans to utilize parks funds to possibly partner with the baseball league to put up a home run fence on the north ball field. Also, possibly purchase skate board equipment for the park.

Councilmember Torgersen would like an article in the city newsletter asking for anyone interested in being a member of a parks and recreation committee to contact the city office.

Mayor R. Kirt Nilsson - General administration report - Training registration

Mayor Nilsson distributed information on several regional trainings being held in April. Councilmembers who are interested are welcome to attend.

The annual Utah League of Cities and Towns mid year convention will be in St. George April 15, 16, 17. Mayor Nilsson and councilmembers Monroe, Ogden and Vigil plan to attend.

6. Adjournment

A motion was made by Councilmember Ed Oldroyd seconded by Councilmember Warren Monroe to adjourn at 9:40 p.m. All were in favor. Meeting adjourned.

Approved this 10^th day of March, 2009

_______________________________

Emalee H. Curtis, City Recorder

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