The regular meeting of the Monroe City Council was called to order at 7:30 pm. by Mayor R. Kirt Nilsson. The Pledge of Allegiance was led by Councilmember Ed Oldroyd. Prayer was offered by Recorder Emalee Curtis.

Councilmember Jean Vigil was excused. She and her husband are both ill.

Present:

Mayor R. Kirt Nilsson

Councilmembers: Lamar Ogden, Ed Oldroyd, Troy Torgersen, Warren Monroe

Recorder Emalee Curtis

Public Works Superintendent Devin Magleby

Citizens:

Chad Hunt, Richfield Reaper

Darin Robinson, Jones & DeMille Engineering

Councilmembers reviewed the minutes of the May 12, 2009 city council meeting.

The following corrections or additions were recommended:

Page 1: Correct "Jill Mills" to "Jill Miles"

Paragraph to read: "Councilmembers agreed that Bob and Beverlee Nilsson should be considered as potential Grand Marshals. It was noted that either couple would be good. It was also noted that the City Council doesn’t select the Grand Marshal, the 24^th Celebration Committee does."

Page 4: Sentence to read: "Councilmember Lamar Ogden and Councilmember Jean Vigil had no new business tonight as they were not present at the meeting."

Darin Robinson, Jones & DeMille Engineering met with the council. He provided a summary of the bids received for the city’s irrigation system improvement project. He explained that the bidding documents were arranged to allow for the limited budget available for the project. There was a base bid, then additive alternates, which are in order of priority and of which any or all items could be removed from the bid. Bids were reevaluated after deductible alternative items were removed to bring the project in under budget. Bids were arranged in order from lowest to highest.

Some bids had errors but even with corrections the order of the bidders remained the same. One bid arrived late and was rejected.

Councilmembers reviewed the bid summary. It was noted that there was lots of interest in the project. There were 10 contractors that submitted bids. Total bids ranged from $157,990.00 to $260,300.00. Ron Foster Construction, Hyde Park, Utah, submitted the low bid of $157,990.00 for the base bid and additive alternates. The total of his base bid and additive alternates minus alternate A3 is $95,490.00.

An updated budget summary was reviewed. $147,750.53 is the amount remaining in the Monroe City Irrigation Improvement Project escrow fund to be utilized for this project.

Alternative #1 shown on the project budget summary shows the costs to complete the entire project. The city is short $50,938.97 in available funds for this alternative.

Councilmembers stated that acquisition of the SCADA metering device is still an important need in completing the project. This device was not included in the bidding documents because the city can purchase and install this equipment. The cost of the SCADA is included in the project budget.

The cost of each individual item listed in the additive alternates was reviewed. These included the diversion structure in the canal with a screen and head gate, a short pipe from that structure to the booster pump vault and vault with hatches, vent, electrical conduit, etc. The vault will be locked and sealed for future installation of the pump. It is designed to be finished at a later date as funding becomes available.

The city might obtain a price from a supplier for some of the equipment in the vault and spend the $14,686.03 remaining budgeted dollars.

There was further discussion about how to proceed and to what point and what materials should be installed in the pump vault.

Mr. Robinson presented a notice of award for council consideration. This is for the $95,490.00 bid submitted by Ron Foster Construction, less additive Alternate A3. The council might instruct the mayor to sign the notice of award tonight, but the project will not proceed until all easements have been recorded.

It was recommended that the contract be awarded accepting the base bid and alternatives #1 and #2.

Councilmember Monroe would like to have the piping installed as the last part of the contract once we see how project over runs and under runs come out. The vault placement and piping will be the last items to be completed.

Councilmember Warren Monroe declared a potential conflict of interest since he is employed by Jones and DeMille Engineering.

Mayor Nilsson will sign the notice of award.

Utility Board Chairman Qualls reported that the utility board is proposing an amendment to the South Monroe Culinary Water Contract increasing the usage fee to meet current costs of treating the water the city delivers to them. The South Monroe Culinary Board Chairman, Mat Mills, will be contacted to begin discussions regarding renegotiating their usage fees. The last increase was January 1, 2008. The utility board is working toward eventually charging them up to 19 cents a gallon (the existing rate).

Mr. Qualls presented figures on the South Monroe annual usage. In 2007 the usage was 16,668,000 gallons. In 2008 the usage was 14,942,000 gallons. The decrease in the gallons used may have resulted from conservation efforts of the users since they were paying more for their water than in the past. This reading is from a master meter. It would seem that increasing the price has had a positive effect in overall conservation efforts. The actual cost of treating the water in 2007 was 0.20007 cents per thousand gallons. In 2008, overall costs went down, with the actual cost to deliver their water now 0.1916 cents per thousand gallons. They are currently paying 0.1500 cents per thousand gallons. The utility board plans to evaluate actual costs on an annual basis, to determine if the price of delivering water to South Monroe Culinary water users is fair to them and matches the costs for city treated water.

The utility board is proposing meeting with Mat Mills and Bob Leaver and discussing amending the contract. Mayor Nilsson suggested that the board consider an annual gradual increase until the price meets the actual costs. All councilmembers agree that the city should treat them fairly and not cause a major hardship, but meet the city’s delivery costs. A one or two cent annual increase might be better than a large increase all at once.

Councilmembers were reminded that the South Monroe Culinary Water system is a public water supplier, and they bear all other costs of maintenance, meter reading, testing, etc. except the costs incurred by the city for treating and delivering the culinary water to their master meter.

Mr. Anderson will appear before the council at another meeting.

Recorder Curtis reported that Mt. Pleasant Mayor Chesley Christensen passed away yesterday. The city will send a floral tribute to his funeral on Monday.

Department budget reports for April were distributed to all councilmembers. They were reminded that the city’s budget hearing to adopt the 2009-2010 budget will be June 9^th. A resolution will also be considered to amend the current year’s budget.

Superintendent Magleby informed the council that the county would like to review the proposed addressing changes with them. Councilmembers will meet with the county and review the proposed changes. The meeting may be scheduled for Thursday, June 4^th at 4:00 p.m.

It was determined that the following items will be listed on the city’s surplus property schedule as well as advertised on KSL:

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

　

Approved this 9^th day of June, 2009

　

　

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Emalee H. Curtis, City Recorder