January 12, 2010 Monroe City Council Meeting Minutes

Written by Emalee Curtis

MINUTES

MONROE CITY COUNCIL MEETING

JANUARY 12, 2010

6:00 p.m. Work Session

Rick Roberts, Kimball & Roberts, CPA- Review Monroe City’s annual audited financial reports

Mayor Nilsson welcomed councilmembers to the work session. He introduced Rick Roberts, Kimball & Roberts, CPA.

Present at the work session:

Mayor R. Kirt Nilsson, Recorder Emalee Curtis, Councilmembers Warren Monroe, Lamar Ogden, Ed Oldroyd, Doug Gadd. Rick Roberts.

Mayor Nilsson explained that the purpose of the work session tonight is to review Monroe City’s annual financial statements as audited by Kimball & Roberts prior to accepting this report in the regular council meeting. This report is for the fiscal year ending June 30, 2009.

Mr. Roberts explained that his firm’s responsibility is to express an opinion of the city’s financial statements. They test and review work done by city staff and ask basic questions to form an opinion on a fair presentation of the city’s financial reports. Mr. Roberts thanked the council for the opportunity of working with the city staff in preparing this report for the council. He explained that this is the sixth year that the city is following the Government Accounting Standards Board (GASB) NO. 33 and 34 reporting model. These requirements change the way financial statements were prepared in the past. He pointed out that the Monroe City Management Discussion and Analysis shows what has happened in the city during the year and explains the differences from previous years. The audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise Monroe City’s basic financial statements. Some of the comparisons are in condensed form. He noted that in comparing the last two years, the city’s net assets, total assets and total liabilities have increased. The management discussion shows a comparison of governmental activities and business type activities of the city. He reminded the council that they are fiscally responsible for the activities of the city. As this report is reviewed, councilmembers were encouraged to ask questions.

Councilmembers reviewed the management discussion and analysis for the fiscal year ending June 30, 2009. The following sections of the audit were also reviewed:

* Condensed financial statements on an accrual basis shown as both government and business type activities.

* Revenues and expenditures, including depreciation, compared to the previous year.

* Summary of capital assets.

* Report showing GASB 34 requirements statement of activities.

* Proprietary type funds were reviewed showing the total assets in each fund.

* Liabilities and net assets were reviewed.

* A statement of cash flows was explained.

* The schedule of bonds payable was discussed.

* Budget comparison schedules were pointed out.

* The legal compliance section was reviewed, which contains the auditor’s report on legal compliance. There were no issues of non compliance.

* The city was required to prepare a new schedule for reporting impact fees. City Treasurer Allison Leavitt prepared this new schedule for the city’s report.

Mayor Nilsson and members of the council thanked Rick and his firm for the fine work they do in preparing these reports for Monroe City.

The work session was adjourned at 7:10 p.m.

1. 7:30 p.m.

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 Recorder Emalee Curtis. Prayer was offered by Councilmember Ed Oldroyd.

Councilmembers welcomed the L.D.S. Fourth Ward boy scouts to the meeting.

Present:

Mayor R. Kirt Nilsson

Councilmembers: Troy Torgersen, Warren Monroe, Doug Gadd, Lamar Ogden, Ed Oldroyd.

City Recorder Emalee Curtis. Public Works Director Devin Magleby. Water Superintendent Rodney Wanlass.

Citizens:

Max White, White’s Sanitation

John Johnson, Sevier County Mosquito Abatement

Chad Hunt, Richfield Reaper

Clayton Wilson

Bryant Laughbon

Cody Hales

Corbin Blackburn

Calten Brady

Chris Chidester

Councilmembers reviewed the minutes of the December 8, 2009 city council meeting.

A motion was made by Councilmember Warren Monroe seconded by Councilmember Ed Oldroyd to approve the minutes of the December 8, 2009 city council meeting with the following corrections:

Page 2: instead of "mule" add "team of mules"

"Arizona and" should be deleted, just have "California"

Change "sale" to "sell"

All were in favor. Motion carried.

2. Citizen input

None.

3. Business

(A) Max White, White’s Sanitation annual visit

Max White, White’s Sanitation owner, met with the council. He explained that in February, his company will celebrate 26 years of being in business. Tonight he is making his annual visit with cities who have contracts for curb side trash pickup with his firm. He would like to give new councilmembers the opportunity to meet him and address any problems or concerns. His philosophy is that he can’t correct a problem if he doesn’t know about it. He welcomes phone calls so issues can be taken care of immediately.

Monroe City was the first community to sign up for city-wide garbage hauling when they first went into business. Our support over the years is appreciated. It was explained that the current contract between Monroe City and White’s Sanitation expires in 2010. The current contract is for a five year period. Mr. White will contact the council prior to September to discuss renewal of the curb side garbage pick up contract.

He feels that his company tries very hard to take care of the city’s needs and promptly deal with any issues that come up. He hopes their track record speaks for itself. He feels a special bond with Monroe City, since we were the first community to contract for city wide curbside trash pick up service.

Councilmember Doug Gadd asked that he be provided with a list of citizens who have more than one trash cart.

Mayor Nilsson and Councilmembers thanked Mr. White for attending tonight’s meeting. His company provides a valuable service to our community and he and his employees do an excellent job. Councilmembers especially appreciate the extra service during our community’s Pioneer Days activities and providing the hand sanitizer at the annual BBQ.

(B) John Johnson, Sevier County Mosquito Abatement

Mr. Johnson met with the council for his annual visit to report on the county’s mosquito abatement program. He makes sure our community is well taken care of. The county budget has been cut, but he would still like to continue the larvicide program in Monroe. He asked the council what he might do to better serve our community and take care of health issues. There are two main types of mosquitoes in our county that carry the West Nile Virus as well as 17 other varieties. He tries to use larvicide in the parks, ponds, etc. His crew will also spray for weddings, reunions, and other outdoor activities. Price of larvicide has gone up $6.00 a case. They used all six cases last year. Councilmembers agreed to purchase six cases again this year. The city will be billed directly from the manufacturer. The cost will be approximately $3,800.00.

Mr. Hunt was not in attendance at tonight’s meeting.

(D) Acceptance of Monroe City’s annual audited financial reports

A motion was made by Councilmember Warren Monroe seconded by Councilmember Ed Oldroyd to accept Monroe City’s annual audited financial statements for fiscal year 2009 as presented by Rick Roberts, Kimball & Roberts, CPA at the earlier work session. All were in favor. Motion carried. This report was submitted to the state auditor prior to the December 31, 2009 deadline.

(E) Consider approval of updated Monroe City Water Conservation Plan

Recorder Curtis explained that as a water provider with more than 500 connections, Monroe City Water is required to comply with the Utah Water Conservation Plan Act and submit plan updates every five years. This water conservation plan is a tool to be used by both the state and the city to plan for the city’s future critical water needs.

Councilmembers reviewed the plan document and made several suggestions to clarify and update the plan with additional current information.

A motion was made by Councilmember Warren Monroe seconded by Councilmember Lamar Ogden to approve Resolution 1/01/2010 with corrections as noted. All were in favor. Motion carried.

(F) Appointment of Mayor Pro Tempore

Mayor Nilsson recommended that Councilmember Warren Monroe be appointed Mayor Pro Tempore for the next six months. He will serve as mayor if Mayor Nilsson is unavailable. A motion was made by Councilmember Troy Torgersen seconded by Councilmember Doug Gadd that Councilmember Warren Monroe be appointed to serve as mayor pro tempore for the next six months. All were in favor. Motion carried.

(G) Annual schedule of city government meetings - Utah Code 52-4-202-(2)(a)(b)

Section 52-4-202-(2)(a)(b) requires that a public body that holds regular meetings that are scheduled in advance over the course of a year will give public notice at least once each year of its annual meeting schedule. Following a discussion, councilmembers agreed that they will continue to meet on the second and fourth Tuesday of each month at 7:30 p.m.

It was agreed that the Monroe City Building Authority will post that the regular meetings of this body will be held on the second and fourth Tuesday of each month as deemed necessary by the Board of Trustees (city council members). These meetings will begin at approximately 7:30 p.m.

A motion was made by Councilmember Doug Gadd seconded by Councilmember Warren Monroe to approve the annual public meeting schedule as presented. All were in favor. Motion carried.

(H) Appointment of Monroe City Statutory Officers: City Recorder, City Treasurer, City Deputy Treasurer, City Attorney - Utah Code 10-3-916

Utah Code 10-3-319 states "In each city of the third, fourth, or fifth class and in each town, on or before the first Monday in February following a municipal election, the mayor, with the advice and consent of the city council, shall appoint a qualified person to each of the offices of city recorder and treasurer."

A motion was made by Councilmember Doug Gadd seconded by Councilmember Troy Torgersen to approve the appointment of Allison Leavitt as Monroe City Treasurer, Diane Johnson as Monroe City Deputy Treasurer and Emalee Curtis as Monroe City Recorder and David Church as Monroe City Attorney. Voting for the motion: Councilmembers Troy Torgersen, Warren Monroe, Doug Gadd, Lamar Ogden and Ed Oldroyd. Motion carried.

(I) Appointment to Monroe City Planning Commission - Board Of Adjustments

A motion was made by Councilmember Monroe seconded by Councilmember Ogden to reappoint the following individuals to the Monroe City Board of Adjustments and Monroe City Planning Commission for five year terms:

Bart Lee to the Board of Adjustments and Planning Commission

Pat Lee to the Planning Commission

Kamelle Gleave to the Planning Commission

All were in favor. Motion carried.

(J) Councilmember department assignments

Mayor Nilsson proposed that councilmember department assignments will be as follows:

* Councilmember Ed Oldroyd: Streets department, weeds, library

* Councilmember Lamar Ogden: Water/irrigation department, Fire Department, Sr. Citizens

* Councilmember Doug Gadd: Cemetery department, equipment, waste water, utility board, garbage

* Councilmember Warren Monroe: Electric department, mosquito abatement

* Councilmember Troy Torgersen: Parks department, landfill, planning commission, CERT

* Mayor R. Kirt Nilsson: General administration

4. Staff reports - Department budget reports

Water Superintendent Rod Wanlass informed the council that the annual Water Convention will be held in St. George in March.

Public Works Superintendent Devin Magleby told the council that he is working on updating city utility maps and updating the city’s GIS programs.

City Recorder Emalee Curtis distributed budget reports for the period ending December, 2009, to the mayor and each councilmember. If current revenue trends continue through the next two months, the city’s general fund will be $30,000 short of the planned budget. We will continue to monitor revenues to determine if budget adjustments will need to be made. She reported that the cities of Joseph and Redmond donated $250 and $100 respectively, to assist the city in stocking the Community Emergency Response Team trailer with needed supplies.

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

Department reports:

Councilmember Ed Oldroyd - Streets Department - Weeds - Library

He will plan on attending the LEPC meeting in Richfield on January 20^th. He also will attend the Utah League of Cities and Towns sponsored day at the legislature on January 27^th.

Councilmember Lamar Ogden - Water/irrigation department - Fire Department - Sr. Citizens

No new business tonight.

Councilmember Doug Gadd - Cemetery Department - Equipment - Waste water - Utility Board - Garbage

Doug would like for the city to do fewer road improvements until a sewer is put in. He was told that the road department is only completing needed maintenance on city streets.

The sewer feasibility study is currently being worked on. There was a council discussion regarding a future waste water system and possible funding for such a system in Monroe.

Doug attended newly elected officials training last Saturday. It was very well attended. He visited with a councilmember from Joseph. They have some water coming down a diversion that might have hydro generating capability. They would like to keep in touch with Doug regarding a potential future project.

Councilmember Warren Monroe-Electric Department - Mosquito Abatement

During the holidays, Councilmember Monroe and his family were at the gravel pit tubing. A local law enforcement officer asked them and a number of other people to leave because the area was posted with no trespassing signs. He asked the council for clarification about restricting this area for tubing. He was aware that the city had posted no trespassing signs which also prohibit shooting and dumping on this property, but he was under the impression that they applied to ATVs and motorcycles, which are notorious for tearing up the hillside at the pits. He is not in favor of not allowing tubers to use this area for recreation. He understood that there might be a liability issue. He asked the council if signs might be reworded to limit the restricted access to only motorized vehicles.

There was further discussion about the possibility of fencing the area of the pit that was more dangerous. Motorcycles and quads are tearing up the ground. Is no trespassing for everyone, or just motorized vehicles? Are signs in place or have they been knocked down? Councilmembers would like to clarify citizen use and access on this city property.

Might the city designate a specific area where tubing might be allowed that is less dangerous and post other areas no trespassing. Is fencing needed with a gate for foot traffic only? Is the city liable no matter what we do, even if we try to reduce the risk of injury? The existing signs say no dumping, no shooting, no trespassing.

Recorder Curtis was asked to contact the city attorney regarding liability issues.

Should the city ignore this issue or spend a fortune for changes and still may have liability issues. We’ll get our attorney’s opinion.

Last month’s power bill was within budgeted amounts, however he noted the unit cost for Nebo power is quite high. Warren has scheduled a meeting next Wednesday to meet with Jackie and staff at UAMPS to discuss how Monroe City might utilize that energy more efficiently.

The annual lighting contest was very successful. Richard and Vivian Northrup and Beth Merayo and Fae Winsor were the judges. Thank you gifts will be sent to the judges.

The application for the street light grant has been submitted.

The city has not received information yet from Senator Bennett’s office regarding our hydro grant application.

Councilmember Troy Torgersen - Parks Department - Landfill - Planning Commission - CERT

No new business tonight.

Mayor R. Kirt Nilsson - General administration report

There will be a Council of Government meeting at 7:00 p.m. on January 21^st at the county administration building. All councilmembers were invited to attend.

6. Adjournment

A motion was made by Councilmember Warren Monroe seconded by Councilmember Ed Oldroyd to adjourn at 9:00 p.m. All were in favor. Meeting adjourned.

APPROVED THIS 26^TH DAY OF JANUARY, 2010

_________________________________________

Emalee H. Curtis, City Recorder

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