Minutes of the Work Session Meeting of the Milford City Council held on Wednesday, May 5, 2015 at 8:00 a.m. at the City Offices located at 405 South Main, Milford, Utah.
Present: Mayor Nolan Davis, Council Members Aaron Cox, Karrie Davis, Wayne Hardy, Troy Netto, and Russell Smith. City Administrator Makayla Bealer, Administrative Assistant Lisa Thompson, City Recorder Monica Seifers, City Foreman Ben Stewart, and Attorney Leo Kanell were also present.
Visitors: Maxine Cox
MEETING CALL TO ORDER
Mayor Davis called the meeting to order at 8:03 a.m.
RECOGNITION OF VISITOR’S RELATING TO CITY BUSINESS
Vincent Cox – Request for Easement for Lateral Water Line (8:04 am)
Mr. Cox was not in attendance. He is requesting an easement to replace his private water line in the alleyway which would alleviate him having to tear up his concrete foundation. Attorney Kanell stated Mr. Cox would be responsible for the lateral, suggesting that Milford City would want to give an easement. Council Member Netto asked if there would be any issues in the future, with having an easement in the alley. Mayor Davis did not believe there were any issues. Council Member Hardy asked Foreman Stewart if he had any concerns. Foreman Stewart replied that the alley couldn’t be used for anything else, and the line wouldn’t be any different than for other homeowners, he will maintain it, it is just located in the alley. MOTION: Council Member Wayne Hardy moved to authorize the easement. Motion seconded by Council Member Russell Smith. All in favor, motion carried.
CONSENT ISSUES (8:08 am)
Consent issues including bills and payroll, Minutes of March 17, 2015 Public Hearings – Disposal of Real Property and Keeping of Animals Ordinance; Minutes of March 17, 2015 Regular Meeting; Minutes of March 24, 2015 Special Meeting – Real Property; and Financial Report – March 2015 were presented. MOTION: Council Member Russell Smith moved to approve the consent issues as presented. Motion seconded by Council Member Aaron Cox. All in favor, motion carried.
NEW BUSINESS
Mayor Davis thanked the staff and crew for a great job in moving from the old facility down to the main street location. It was a lot of work but it went very well. He would also like to address a letter to Sheriff Noel thanking Rick Rose and his work crew for the job that they did in helping make the move possible. He asked Foreman Stewart to extend his appreciation to his crew.
Discuss Milford Lion’s Club Recreation Complex Project and Future Maintenance (8:09 am)
City Administrator Bealer reported that the Lion’s Club had done approximately $100,000 worth of improvements to the ball fields at the complex. Lions Club is worried that the city will not be able to maintain the improvements at the rec complex with current staff being shorthanded. They would like to know if they can coordinate work parties through the Lion’s to go up and maintain the fields, and the city budget a little extra for maintenance. Administrator Bealer talked to Council Member Netto, they would like to enter into a contract with the Lions allowing them to take care of dirt, dragging and prepping. City would pay the Lion’s Club a set amount for taking care of the fields. She explained that in Beaver, they had one crew member that maintains just the rec complex for forty hours per week and we obviously do not have that capability right now. The city crew would still maintain the sprinklers and mow, but they feel it would be best to contract out the maintenance of the fields to the Lion’s Club. Lion’s Club is primarily concerned with the ball field dirt, they would take care of dragging and prepping the dirt. Council Member Hardy thought it was the home teams responsibility to prep the fields asking if that would change. Council Member Netto replied that would stay the same. They would have a pre season work party to get everyone involved and get the fields ready, then the home team or designated team would get the fields prepped prior to each game. Council Member Netto stated that this is a new concept and he has mixed feelings about it, so he wanted to discuss it with the council as a group. Details would need to be discussed and determined. Mayor Davis would like to sit down with everyone and discuss it further. There was a lot of time, effort, and work put in by Larry Whittaker and we don’t want to take that away from him. He suggested renaming the complex in honor of the Lion’s Club. Administrator Bealer added that the Lion’s Club has suggested recognizing the effort put in by Dick Rollins reporting that the Lion’s Club donated approximately $30K and Dick Rollins donating about $70K in labor and material. Council Member Wayne Hardy was against having individual names associated with the naming of the complex. Administrator Bealer cited that the Lion’s Club recommended naming the pavilion the Dick Rollins Pavilion, the Lion’s Cub Complex, and naming the fields the Larry Whittaker Fields of Dreams. Mayor Davis agreed that we need to figure out a way to recognize our volunteers asking Council Member Netto to coordinate with the Lion’s Club to get a work meeting scheduled. Council Member Netto asked if council was in support of contracting out the maintenance of the fields. He needs ideas on what to include. If everyone is okay with the concept, the city can start outlining details with the Lion’s Club. Administrator Bealer suggested that the garbage toters get padlocked to the fence and get the little league teams involved in picking up the recreation complex following the games. There is a lot of trash following the games as well, but mostly at the pavilion. Council discussed charging a deposit for use of the Pavilion Complex to ensure it is left clean by the users. Staff will implement a users agreement and start taking deposits for the use. Discussed the emblem for the Lion’s Club.
Appointment of Maxine Cox as the Milford City Representative for the Beaver County Children’s Justice Center (8:22am)
Kelly Thompson has had to step down as the representative due to health reasons. Maxine Cox has been attending the meetings and is excited to serve. MOTION:Council Member Wayne Hardy moved to appoint Maxine Cox as the Milford Representative for the Beaver County Children’s Justice Center. Motion seconded by Council Member Aaron Cox. All in favor, motion passed.Mayor Davis thanked Mrs. Cox for her participation, he felt this was a much needed. Kelly was really excited about it but had to step down for health reasons. Mrs. Cox reported that Brody Pollmann would be working on the sign for he center, doing an Eagle Scout Project; he may come to the council to gain support. Mrs. Cox left at 8:24 am
Memorandum of Understanding – Beaver County Children’s Justice Center (8:24 am)
Council Member Netto was unclear of the commitment the city was making. City Administrator Bealer stated that there has not been any commitment, nothing has been agreed upon yet. Attorney Kanell stated it was a Memorandum of Understanding; the agreement would come later. There is no obligation at this point. MOTION:Council Member Troy Netto moved to authorize the Mayor to sign the Memorandum of Understanding. Motion seconded by Council Member Russel Smith. All in favor, motion passed.
Review and Approval of Agreement with Lead Technology Development (8:28 am)
Zoning Administrator Lisa Thompson explained that Family Dollar changed their site plan because of sewer lateral issues, they had to raise their grade in order to hook into the sewer. They did a covered approach on the west side of the parking lot. They added a sidewalk from main street to the building to make it ADA compliant. They had to put in two culverts beneath the sidewalk. A meeting was held with Mayor Davis, City Administrator Bealer, Zoning Administrator Thompson, Council Member Cox, Chris Forsyth (Leading Development President), and Mr. Forsyth’s engineer. The group agreed on a covered approach, if a written agreement was established. An agreement was written up and taken to the planning commission, who have approved it and recommend it to the council for their approval. The covered approach was put in. The group also discussed 800 south, the dead end road. Mr. Forsyth is wanting to push that through eventually. UDOT has said the development (curb, gutter, sidewalk) would have to be done by city. Administrator Bealer stated that the city does not want to get tied up in that. Mr. Forsyth has communicated that he would like to purchase the property to the south of the Family Dollar. It was put into the agreement that in the event Mr. Forsyth wants to push it through in the future, that he helps pay for those improvements and puts in curb, gutter, and sidewalk up to the road. In order to open up 800 South to main street, UDOT would require that the city does it, not Family Dollar. Family Dollar encroached on the city street, repairing the road is included in the contract. MOTION: Council Member Aaron Cox moved to authorize the Mayor to sign the agreement. Motion seconded by Council Member Wayne Hardy. All in favor, motion carried.
Approval of Recording of Deed for Dockstader Property (8:33 am)
Attorney Kanell contacted Ms. Dockstader a few years ago regarding the property on main street. She was given the option of taking care of the property or deeding it to the city and nothing was completed by the family at that time. She was contacted recently and she is in a long term care facility with no way of taking care of it. Her son contacted and asked Mr. Kanell if they could still deed the property to the city. Mr. Kanell asked the council if they wanted to accept the deed? City Administrator Bealer explained that the reason why they were recently contacted was because the city did an emergency abatement, boarding up the store front. We needed to bill them for the work done, that is why they were contacted. Mayor Davis stated there is a health issue with that building as well as the the pub property located next door, which is caving in and there is mold. Both buildings are presenting health concerns The next process the city needs to address is the old bar property. Council Member Cox asked how much to tear it down? Mayor Davis responded that it would not cost much to tear it down, but the abatement, we have to do a study, would be costly. Attorney Kanell - we have a sewer issue on main street, there is really not much slope that comes on the sewer line. If we were to do a redevelopment program, we will want to look at sewer improvements. With the growth and development to the south, the subdivisions, it will all flow back to main street and we are likely to start getting back ups at some point. Foreman Stewart stated that actually it all comes down 100 West to 200 North and ties together. He explained how main streets sewer flowed. Council Member Cox asked Foreman Stewart if he had any concerns with it backing up. Foreman Stewart replied that not really explaining that we never had problems with the old KB and Hong Kong. Attorney Kanell thought we had problems with it backing up when there were more businesses on main street. Council Member Cox asked how much would it cost to have an abatement? Mayor Davis said it was about $8,000 to have someone look at the city office at 26 South 100 West.City Administrator Bealer asked if city could hold off on the deed until the May 19 meeting? Will be meeting with Jesse Ralphs to discuss site plans this Thursday. Attorney Kanell cite if the city doesn’t take it now, will eventually have to deal with it, the family does not have the means to take care of it. City would be avoiding all that work in the future if we took it now. Council Member Netto suggested taking it now, we have done this with other buildings during his term. It is inevitable that we will end up with it. Would like to try to obtain the pub property and do both at one time. Attorney Kanell has the deed ready for the Dockstader property if the council is ready. MOTION: Council Member Troy Netto moved to accept the deed and have Attorney Kanell record it. Motion seconded by Council Member Aaron Cox. All in favor, motion carried.
Discuss Parking on Main Street and 400 South (8:44 am)
Mayor Davis reported that this agenda item will continue to be monitored. Doesn’t appear to be a problem. If it becomes an issue in the future we will address it. City Administrator Bealer reported that there really has not been a problem. The complaint has been that Circle Four employees are parking on the south side of 400 South. They (the complainant) don’t want them to park there, but it is public parking and the city cannot enforce who parks on street parking. She has monitored it since the city moved into this location and there is not a problem. She has not heard citizen’s complain, she does not think that there is a problem. Mayor Davis has only heard from two elderly citizen’s who had to park down the street a ways due to trucks being parked in front of the office.
Council Member Karrie Davis entered at 8:45 am Council Member Karrie Davis commented that she felt 10 minute parking signs needed to be put up and we need to be respectful to our neighbors and doesn't feel it is a big deal to put a sign up.
Discuss County Involvement in Community Center (8:45 am)
Council Member Netto has read the letter and other than not knowing the particulars on the bond payments yet, it looks good. He was glad to see them wanting to participate. Is there any action needed? City Administrator Bealer explained that we need a memorandum of understanding. Mayor Davis cited that the MOU would be drawn up after the meeting with Jesse Ralphs, once the site plans are established.
Discuss Pertinent Budget Items (8:48 am)
City Administrator Bealer has been working on the tentative budget. She needs input from the council.
Wages - Is the council wanting to give raises and if so, how much. COLA is 1.7%. Geoff Martin has resigned due to a relocation to Vegas. She went to the airport with him and it took about an hour to complete the reports and do all inspections required. He is paid $9.00 and hour and is averaging 50 hours per pay period. We need to decide if city will be advertising the position or utilize existing employees and compensate them. Lisa Thompson could do the reports by remoting into the airport system, Administrator Bealer cannot do the reports due to internal controls as she reconciles them. She has talked to the crew about having Riley Rose and Lance Alger dip the tanks, sump the tanks, and do perimeter checks. Office staff feels they could take care of the janitorial at the city office until the new building is built, at which time it could be contracted out. Grass at the airport could be taken out and replaced with low maintenance cover (rock or asphalt). Council Member Hardy supported that idea, then there is no maintenance. Mayor Davis feels the current employees can cover the responsibilities rather than advertising the position. Council Member Davis asked how many rides Geoff was giving and asked if we should see if Penny’s Diner would be willing to provide that service, it seems most of the traffic into town was going there any way. Council Member Hardy said that the FAA stated that we needed to knock down weeds around the lights. Otherwise we got a good report. EC Source contract is up at the end of the month. Contract states 30 day written notice from EC and we have not heard from them. Attorney Kanell asked if the agreement had a holdover provision? Council Member Russell Smith asked about the cameras at the airport. Administrator Bealer reported that it has not happened yet, it will be discussed with Armstrong. The helicopters will not count as they won’t be picked up by the cameras. Discussed IP Funds, Administrator Bealer explained that it won’t be affected as we have been banking the funding for bigger projects. We will still get our big projects done. Attorney Kanell explained that the agreement goes to month-to-month after the 30th until terminated by either party. He suggested that city gives EC Source 30 day notice near May 30th. Administrator Bealer will write up a letter and have Attorney Kanell review it. Administrator Bealer asked council if they wanted to utilize staff or advertise Geoff’s position explaining that it did not need to be a permanent decision, she is just wanting to get the budget prepared with true figures so the council could see what it would do to the bottom line.