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, MAYORMITCHELL J. HART, PRES.LYNDA LEE via telephoneJON D. GOODE via telephone CITY COUNCIL MAY 21, 2014 PAGE 2 OF 23ROBERT M. LAUEXCUSED:ALSO PRESENT: Kathy RayAlan Skinner, DirectorMark SteeleTausha Vorwaller, ClerkCharles Fryar CITY COUNCIL MAY 21, 2014 PAGE 3 OF 23Clyde Nelson, AttorneyJoe RiceDan Squires Cindy EricksonCejay Golightly Spencer HughesReggie Scheierman Nick ConleyTeresa WatkinsThe 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 23Department of Environmental Quality (DEQ) regarding the consent order for the Formation Spring improvements. The proposed consent order was discussed in detail withDEQ. 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 tentativeFY 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 23Head 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 23The 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 23TH PASSED AND APPROVED BY THE MAYOR AND CITY COUNCIL THIS 4 DAY OF JUNE, 2014.______James R. Smith, MayorATTEST: CITY COUNCIL MAY 21, 2014 PAGE 23 OF 23______Tausha Vorwaller, Clerk

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

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