Minutes of the Meeting of the Mayor and City Council of the City of Soda Springs, Caribou s5

MINUTES OF THE MEETING OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SODA

ST SPRINGS, CARIBOU COUNTY, IDAHO HELD MAY 21 , 2014.

MEETING CALLED TO ORDER AT 5:00PM BY JAMES R. SMITH, MAYOR.

ROLL CALL SHOWED THE FOLLOWING PRESENT: JAMES R. SMITH, MAYOR

MITCHELL J. HART, PRES.

LYNDA LEE via telephone

JON D. GOODE via telephone CITY COUNCIL MAY 21, 2014 PAGE 2 OF 23

ROBERT M. LAU

EXCUSED:

ALSO PRESENT: Kathy Ray

Alan Skinner, Director

Mark Steele

Tausha

Vorwaller, Clerk

Charles Fryar CITY COUNCIL MAY 21, 2014 PAGE 3 OF 23

Clyde Nelson,

Attorney

Joe Rice

Dan Squires Cindy Erickson

Cejay Golightly Spencer Hughes

Reggie Scheierman Nick Conley

Teresa Watkins

The invocation was given by Kathy Ray, Mayor Smith then led everyone in the CITY COUNCIL MAY 21, 2014 PAGE 4 OF 23

‘Pledge of Allegiance’.

The Council reviewed the minutes from the last meeting and the pre-paid accounts payable.

Councilmember Lau moved to dispense with the reading of the May 7th, 2014 minutes and

approve them as written, seconded by Councilmember Hart. All in favor, motion carried.

Councilmember Hart moved to approve the pre-paid accounts payable for May, 2014,

seconded by Councilmember Lee. All in favor, motion carried. CITY COUNCIL MAY 21, 2014 PAGE 5 OF 23

(SEE ATTACHED ACCOUNTS PAYABLE REGISTER FOR DETAIL)

Kathy Ray, Executive Director of the 4 County Alliance of Southeast Idaho (4CASI) gave a

brief update of the 4CASI programs and requested continued funding for 4CASI. Mrs. Ray

shared a copy of an economic impact study done through a grant by Idaho State Bengal

Solutions. The study is for the proposed Paris Hills Phosphate Project. The mine

permitting process is going well but there is no start date. She also mentioned that she will

be starting to contact local businesses for the Executive Pulse program which is a

collaboration of 4CASI, Bannock Development and Power County. The project looks at the CITY COUNCIL MAY 21, 2014 PAGE 6 OF 23

supply chain and links area businesses, evaluating the need for new suppliers. Mrs. Ray

explained that she has to have a funding commitment for the 2015, 4CASI program by June

th 9 . The City’s portion is $3000 which is matched by Caribou County. Councilmember Lee

asked if Mrs. Ray had anything in the works for Soda Springs or the surrounding area. She

explained that things have been really quiet everywhere and did not have anything at this

time. She mentioned that she is still working with the new owners of the former Tronox

site and also trying to solicit the Rabbit Hill area. Mrs. Ray expressed her appreciation for

the City’s past support and she very much enjoys working in the position and with the

communities. The Mayor stated that the Council will consider the request at the next CITY COUNCIL MAY 21, 2014 PAGE 7 OF 23

meeting and get an answer to her by the deadline.

The Mayor and Council reviewed the Planning and Zoning’s recommendation regarding the variance request of Mike Arnold. Councilmember Goode reported that the Planning and Zoning held a public hearing regarding the variance. A lengthy discussion was held and no major concerns were identified. The Planning and Zoning voted to recommend approval of the variance. Mr. Arnold explained that he wants to install a metal carport at the back of his property five feet from the property line next to the alley. Director Skinner mentioned that the City’s power line is accessible by the alley and Mr. Arnold’s carport would not interfere with that access. Councilmember Lau moved to accept the Planning and Zoning’s recommendation and approve the variance for Mike Arnold to allow a twenty two foot (22’) by thirty six foot (36’) metal carport to be placed five feet (5’) from the back property line at 251 Donahue Ave. Councilmember Goode seconded the motion. All in favor, motion carried.

Director Skinner informed the Council that the new substation transformer was ready to be

installed. He explained that the warranty on the new transformer starts at the time of

delivery so Wasatch Electric recommended installing and energizing the transformer to CITY COUNCIL MAY 21, 2014 PAGE 8 OF 23

utilize the warranty. The spare transformer will be placed on a cement pad in the

substation for emergencies. Wasatch will be ready to proceed with the switch in the next

two weeks. The Mayor requested that the public be notified of the power outage. The

Mayor also suggested that the Water Crew be aware to make sure the outage doesn’t

interfere with the water testing. Director Skinner explained the outage will not affect the

water sampling equipment. The cost of the project was previously approved, if the

amounts change Director Skinner will bring it back to the Council.

Director Skinner and Mayor Smith updated the Council on a conference call held with the CITY COUNCIL MAY 21, 2014 PAGE 9 OF 23

Department of Environmental Quality (DEQ) regarding the consent order for the

Formation Spring improvements. The proposed consent order was discussed in detail with

DEQ. The City’s current commitment is to submit a plan in the next two weeks for the

chlorine system upgrade, some of which is already in place. The next step will be to discuss

the schedule for providing the engineers report on options for the spring improvements.

Director Skinner explained new equipment has already been installed and is running in the

aeration building which includes automatic sampling equipment and additional

chlorination equipment will be installed in a new cinder block building that should be up

and running in the next three to four months. Meetings with DEQ and engineering will CITY COUNCIL MAY 21, 2014 PAGE 10 OF 23

continue as the consent order is negotiated and options are pursued. The Mayor explained

there are two separate efforts being made by the City which are; treatment of the water,

and the long term solution to collection from the spring. The Mayor feels the City has an

understanding of what DEQ expects and we are on that path. Director Skinner explains

that the consent order replaces the 18 month deadline previously imposed by DEQ. The

Mayor stressed that the City will be moving forward as quickly as possible to come up with

a solution to the potential problems and implement the improvements.

The Mayor and Council reviewed a letter from Forsgren Associates addressing the request CITY COUNCIL MAY 21, 2014 PAGE 11 OF 23

from DEQ to report that the wastewater treatment plant improvements were completed in

conformance with the approved plans and specifications. The letter spells out the

completion dates of each contract for the different phases of the project. Director Skinner

reviewed the final expenses that will come out of the reserve funds in the next 30 to 60

days and the loan will be closed off and calculated as soon as DEQ issues the final approval

on the project. The first payment on the loan will be due approximately six months after

the final approval which will be into the next fiscal year.

Clerk Vorwaller submitted the proposed public notice for an amendment to the current CITY COUNCIL MAY 21, 2014 PAGE 12 OF 23

year’s budget incorporating in the new fire truck purchase and a loan from the Power Fund

to the General Fund for the purchase. Councilmember Hart moved to approve the tentative

FY 2014 budget amendment as presented. Councilmember Lau seconded the motion. All

th in favor, motion carried. The budget amendment hearing will be held June 16 , 2014 at

5:30pm.

There was no citizen input at the designated time.

Director Skinner requested approval to expend the remaining $10,000 tree trimming CITY COUNCIL MAY 21, 2014 PAGE 13 OF 23

budget from the Power Fund to complete the power system tree trimming as annually

done. The trimming is done by Hull Tree Care out of Preston, Idaho. Hull Tree Care will

also do some additional trimming in the parks. Councilmember Lau moved to approve

expending the remaining $10,000 tree trimming budget as outlined, seconded by

Councilmember Hart. All in favor, motion carried.

Clerk Vorwaller explained the annual business meeting held at the Association of Idaho

Cities Conference. Each city is entitled to designate an elected official to cast a vote at the

meeting. Councilmember Hart moved to approve Mayor Smith as the City’s voting delegate CITY COUNCIL MAY 21, 2014 PAGE 14 OF 23

and Councilmember Lau as the alternate. Councilmember Lee seconded the motion. All in

favor, motion carried.

Police Chief Joe Rice gave a Police Department report and presented the Department’s

budget requests for FY 2015. Chief Rice noted that this will be his last budget presentation

due to his retirement in September with 37 years of service and 14 of those as the Chief.

Chief Rice reviewed the department’s statistics for the last year and detailed the work at

schools and special events that require a police presence. Grants received by the Police

Department were discussed and the Department’s line items reviewed. The Mayor CITY COUNCIL MAY 21, 2014 PAGE 15 OF 23

expressed his desire for the Department to attain a K-9 and discussed the working

relationship with the County. Joe Rice detailed the Department’s need to replace several

patrol cars that have major mechanical issues. Councilmember Hart expressed his support

for replacing the cars. Mayor Smith thanked the many officers in attendance for showing

interest in the Police Department’s upcoming budget and needs. Chief Rice thanked the

City for its years of support and noted that he never dreaded coming to work.

Fire Chief Dan Squires gave a brief review of fires, meeting attendance and inspections on

daycares and businesses. He also detailed the successful training attended by several of the CITY COUNCIL MAY 21, 2014 PAGE 16 OF 23

firemen. Chief Squires reported that the old fire truck has been sold and he just completed

an important school wide fire safety survey with the Idaho Bureau of Public Safety. He

mentioned that there were 11 burn permits issued so far this year. The fire station

th dedication is planned for August 9 and he is working closely with the truck manufacturer

to make sure the new truck is completed and here on time for the celebration. The Mayor

reviewed with Chief Squires the number of firemen currently on staff and the need to

designate an assistant fire chief. The Department’s budget requests were reviewed in

detail and include new turnouts and some new hose. Clerk Vorwaller also briefly reviewed

the payment schedule for the new truck. CITY COUNCIL MAY 21, 2014 PAGE 17 OF 23

Head Librarian Cindy Erickson briefly reviewed the libraries statistics, explaining their

focus on the upcoming summer reading program and expecting to serve more than 400

children. Mrs. Erickson detailed the tripping hazards in the sidewalk leading up to the

Library and explained she had the money in her budget to replace the sidewalk. Mayor

Smith asked Director Skinner to review the issue and see if could be fixed without

replacing. Mrs. Erickson also explained the desperate need for additional storage and plans

to have a shed built to fit on an already existing cement pad at the back of the Library. The

Mayor asked Director Skinner to review the plans to be sure it complies with setbacks and CITY COUNCIL MAY 21, 2014 PAGE 18 OF 23

building requirements. Mrs. Erickson detailed some personnel changes and upcoming

programs and possible grants. Mrs. Erickson also expressed the Libraries need for more

space, and hope that the Library can be expanded. She shared the architectural drawings

that were made possible by the ambitious Friends of the Library group. Mrs. Erickson

explained a decrease to the membership revenue due to changes in how regionally the

libraries share many services and honor each other’s patrons. Councilmember Hart

suggested that libraries are evolving into more of an e-book dispensary and additional

book storage may not be needed. Mrs. Erickson explained that the Library expansion

concept only includes 30% more book storage and includes more technology area and a CITY COUNCIL MAY 21, 2014 PAGE 19 OF 23

community room area with kitchen and bathroom that can be rented out and create

revenue. Councilmember Hart clarified that the City does not have the money to support

the Library expansion and will not consider bonding because of other more pressing issues

that may have to be bonded for.

Councilmember Lau presented some draft questions for a citizen survey hoping to

encourage more community involvement in the budgeting process. Mr. Lau explained that

the questions were based on things people have talked to him about. Councilmember Hart

expressed his understanding and vision for Councilmember Lau’s proposal and asked how CITY COUNCIL MAY 21, 2014 PAGE 20 OF 23

the survey would be distributed. Councilmember Lau explained it would be an online

survey with a message on the utility bill and possibly a power credit incentive to encourage

residents to do the survey. Councilmember Hart also suggested a drawing as an incentive.

The Mayor and Council will review the draft questions and provide suggestions to be

discussed at the next meeting.

Clerk Vorwaller briefly reviewed some budget items. A breakdown of the operating and

special supplies line items was discussed. The Mayor and Council requested more

clarification of these items. The Council also discussed changes to the financial statement. CITY COUNCIL MAY 21, 2014 PAGE 21 OF 23

The Mayor requested assistance from Councilmember Goode on evaluating not only the

service fees but also the recreation fees. The Mayor and Council discussed County services

and the fact that City residents pay City and County taxes. Clerk Vorwaller stressed that

she would like to go over the set up of the new recreation fund along with going over the

property tax allocation when the whole council was available. The budget will be discussed

further at upcoming meetings.

Councilmember Hart moved to adjourn the meeting at 7:00pm, seconded by

Councilmember Lau. All in favor, motion carried. CITY COUNCIL MAY 21, 2014 PAGE 22 OF 23

TH PASSED AND APPROVED BY THE MAYOR AND CITY COUNCIL THIS 4 DAY OF JUNE, 2014.

______

James R. Smith, Mayor

ATTEST: CITY COUNCIL MAY 21, 2014 PAGE 23 OF 23

______

Tausha Vorwaller, Clerk