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HomeMy Public PortalAboutMinutes_City Council Work Meeting_06282022 CITY COUNCIL WORK MEETING IONA CITY HALL JUNE 28,2022 6:00 P.M. PRESENT: Mayor Dan Gubler, Council President Rob Geray, Council Member Michael Thompson, Council Member Evan Mann, City Attorney Andrew Rawlings, Public Works Director Zech Prouse and City Clerk/Treasurer Keri West. ABSENT: Council Member Peter Wadsworth. VISITORS: Aubrey Dokos, Michelle Tolman, Marilyn Diehl, Rebecca Blackson, Sharon Plummer, Christine Wilson,Nancy Long, Debbie Denning, Rylea Farrens and Luis Olivas. ITEMS OF BUSINESS: Discussion of Fiscal Year 2023 Preliminary Budget — Council President Geray stated he has reviewed the preliminary budget and is requesting a few points of clarification from Clerk West. Regarding the budget for the General Fund Revenues, Council President Geray stated he felt the amount allocated for the"Planning &Zoning Fees"is high($20,000) and asked Clerk West what the basis for this is. Clerk West stated this is a difficult category to project since it deals with developments and annexation fees that could be collected as far as 15 months in the future. She continued and stated a larger development could require a fee of $15,000 or more. Council President Geray encouraged Clerk West to lean low on revenue items and high on expense items. Clerk West agreed, but stated if a revenue comes in much higher than budgeted the City would be required to open the budget to use those funds. Clerk West also stated she will plan to reduce this line item to $15,000 and will adjust accordingly over the next few months if any new development discussions occur. Council President Geray then asked about the "City Events Revenue" budget. Clerk West stated this year the City has already brought in approximately $18,000 for City events. She continued and stated that does not include any of the registrations for Iona Days for the race, parade, vendors, etc. Clerk West stated she has set the budget for next fiscal year to $22,000 to be comparable to this year and to allow for growth. Council President Geray then expressed concern regarding "Miscellaneous" categories in the revenue and expenses side of the General Fund. Clerk West stated she avoids using these line items unless absolutely necessary. She continued and stated she has reduced them to the minimum she feels comfortable with, while still having them available for unforeseen items that cannot accurately be placed in other categories. Council President Geray then began discussing concerns with line items in the General Fund Expenses preliminary budget. He asked Clerk West if she has communicated with the Bonneville County Sheriffs Office (BCSO) to obtain a contract proposal for the upcoming fiscal year. Council President Geray stated he was under the impression that contract would be increasing for the next fiscal year and stated that is not captured in this preliminary budget. Clerk West stated she has not spoken with anyone at BCSO regarding the contract increase but will reach out tomorrow and will hopefully have a more accurate amount at the July City Council Meeting. Council President Geray stated he feels the `Building Inspection" expense line item is projected IONA CITY COUNCIL WORK MEETING—JUNE 28, 2022 too low. Clerk West reiterated building and development is a difficult number to project. However, this year the `Building Inspection" expense is abnormally high because of Freedom Field Estates and she does not see that trend continuing as high next year with the amount of developments that are currently in the works. Clerk West continued and stated the building permits have started to cool down already, but she can adjust this number as it gets time to finalize the budget if any unexpected prospects arise. Council President Geray expressed concern over the "Capital Improvements" line item being much lower than previous years. Clerk West stated this expense account will increase as she can better estimate the carryover from this fiscal year. She continued and estimated the City will be carrying over approximately$200,000 in the General Fund alone. Council President Geray stated that will help Clerk West be able to adjust some of the amounts on the final budget. Council Member Thompson asked questions regarding the "Recreation" income and expenses budget for next year. Clerk West stated when the new Recreation Director started we updated the budget and increased the revenue to $145,000 to accommodate for the new programs he wanted to start this year. She has adjusted those amounts for next fiscal year's budget to more accurately align with how this budget year will finish with those new programs. Council President Geray stated there are two General Fund expense accounts titled "Equipment Expense" and"Equipment Replacement". He continued and stated he feels one of these could be eliminated and asked if there was a necessary distinction between the two accounts. Clerk West stated she considers the"Equipment Replacement" account different as it deals with replacing an existing piece of equipment, rather than fixing or repairing it. However, she is not opposed to eliminating one of them and using it for all equipment related expenses. Director Prouse agreed and said he would not mind eliminating one. Council President Geray presented the same situation in the Water Fund and Clerk West stated she would combine them also. Council President Geray stated he does not have any questions relating to the Water Fund. Mayor Gubler stated the budget needs to include the bond repayment. Clerk West stated the preliminary budget does have one payment included, but feels the Water Fund budget is healthy enough to make an extra payment to reduce the City's debt. Council President Geray stated he would be in favor of paying as many extra payments next year as the budget allows. Council Member Mann agreed. Clerk West agreed and stated she will monitor the carryover for the final budget and will continue assessments on this account throughout the fiscal year. Mayor Gubler stated there is a potential grant for water that may need to be added to next year's budget. Discussion of Iona City Code § 10-1-17 (B)(4) pertaining to clarification of Requirements for Public Ways in the Iona Subdivision Ordinance — Clerk West stated this discussion was requested by the Planning & Zoning Commission (P&Z) during their review of the Final Plat for Harvest Cove at their June meeting. She continued and stated it is unclear if there are two or three options showing in 10-1-17(B)(4)pertaining to dead-end streets and P&Z would like to see this clarified. Clerk West then read § 10-1-17(B)(4)(c): "Designed and constructed pursuant to a detailed plan approved in advance by the City Council..." Clerk West stated all drawings and plans are being submitted and reviewed together and nothing 2 IONA CITY COUNCIL WORK MEETING—NNE 28, 2022 will have been approved by the City Council prior to P&Z's review. She continued and encouraged the Council to consider revising how this is written to eliminate the "in advance" portion. Clerk West then stated P&Z would like the Council to clarify the measurement beginning and end placement when referring to the 400' maximum requirement for dead-end streets. Council President Geray asked where the standard placement would be considered in the engineering field. Clerk West stated this was something the various engineers could not agree on at the P&Z meeting. Attorney Rawlings stated he understands why P&Z is requesting clarification on these items and will work with the City Engineer to accurately depict the industry standard for measurements and will clean up the other areas of this section to more accurately match the City's intent. Clerk West stated this amendment will be on the agenda for approval next month at the P&Z and City Council Meetings. Discussion of Iona Library — Council President Geray expressed concern over the library situation and stated it feels disorganized. However, he does not believe it is feasible for the City to start its own library at this time. Council President Geray also stated he understands the City of Idaho Falls has removed their offer to contract with the City of Iona directly for library services. Mayor Gubler confirmed. Mayor Gubler then stated the Bonneville County Library District (BCLD) already represents the City of Iona and he feels they are the best option right now for library services. Council Member Mann expressed concern over BCLD's expansion plan and their intent to make the Iona Library the feeder library for other branches in Ammon, Ucon, etc. He continued and stated the other branches would benefit at Iona's expense if certain precautions are not made. Mayor Gubler stated he thinks legally the City can require the City of Idaho Falls to leave items in the Iona Library according to the material list that was there when they took it over in 2006. Attorney Rawlings agreed, but did admit some items are more difficult to consider due to normal wear and tear, etc. Clerk West informed the Council that Mayor Gubler and herself met with the Library Director for the City of Idaho Falls, as well as separately with the Friends of the Iona Library (FOIL). She continued and stated one option that was mentioned was for the City of Iona to withdraw from the BCLD and collect our own library fees. The City could then contract with BCLD and pay them directly, rather than allowing BCLD to collect fees from our residents. Clerk West continued and stated she has communicated with the Bonneville County Clerk and has been told this is an option, but it can be difficult to withdraw from a district. She continued and stated the City would not be able to set up a Library"District", but we could set up a Library Fund for this purpose. Council President Geray asked if the City should have a contract with BCLD for library services. Attorney Rawlings stated we would not need a contract for service because the City is already being represented and serviced by BCLD. He continued and stated the City would need to draft a Lease Agreement for BCLD to use the library space in the City Building. Council Member Mann stated after meeting with FOIL and considering the current situation with the City of Idaho Falls, he strongly suggests having a contract or something in writing that addresses the ownership of assets in the library. Mayor Gubler agreed and stated he recommends having a contract that states after a certain date the contents in the Iona Library belong to the City of Iona. He continued and stated if this requires the City to have an "Iona Library Board," that will need to be established. Attorney Rawlings stated if that is how the City would like to move forward, the City would be creating a municipal library and would contract with BCLD for services, rather than creating a lease agreement. Mayor Gubler & Council Member Mann agreed. Attorney Rawlings stated a municipal library can be set up by City Council action that authorizes a new tax of 1/10 percent of market value for assessment purposes, or it can fund the library with funds from the City's General Fund. He 3 IONA CITY COUNCIL WORK MEETING—JUNE 28, 2022 continued and stated the larger issue for the City is to de-annex from the BCLD so that residents are not being double billed for the library. Attorney Rawlings continued and stated he has been researching this issue and it is unclear exactly how to de-annex from the district but it may occur when a municipal library is formed or could require an election. He stated he will continue researching this issue. Council President Geray stated with the short time frame until the current contract ends he recommends transitioning with BCLD for this upcoming fiscal year and discussing the long-term goal of a municipal library next year. He continued and stated the City can consider this a "trial year"with BCLD to see how they manage everything they are attempting to accomplish. Council President Geray then stated relating to the lease agreement with BCLD for this upcoming fiscal year, it needs to include something that protects the assets already in place from becoming property of BCLD if the City chooses to divest itself in the future. Attorney Rawlings agreed and stated that is something he can include in the lease agreement. Michelle Tolman with BCLD stated she invites the Council to ask her any questions at this time because they have not been able to have a meeting with them yet. Council Member Mann stated he would like to see the books and financial projects for BCLD. Mrs. Tolman agreed and Council Member Mann advised her to email them to Clerk West. Mrs. Tolman then explained because there are so many things happening right now, some of the numbers are flexible as they move forward. She also stated the board chairmen from BCLD and IFPL met with their attorneys regarding the items in the library and she is hopeful they can come to an agreement. Mrs. Tolman then stated BCLD needs information from the City of Iona regarding what the City expects from BCLD and what the City would be willing to provide. She continued and stated this information is necessary for BCLD to publish an accurate budget for the next fiscal year. Rebecca Blackson with BCLD stated the budget for this year will look much different than next year because they are still required to pay their contract amount to IFPL, in addition to start-up costs for the new district libraries, so they are operating mostly on their savings account this year. Mrs. Tolman added the district needs to open more libraries to have a larger selection of materials that can be shared amongst all of the district libraries. She continued and stated Iona Library is a priority, but they are looking to open branches in Ammon, on the west side of Idaho Falls and possibly in Ucon to better serve all county residents. Clerk West stated one of the concerns is regarding the Friends of the Iona Library(FOIL). She continued and stated FOIL has been established in Iona for many years and has worked hard for their resources. Clerk West stated when she attended the BCLD board meeting last month there was a big push to persuade FOIL to join "Friends of the Library" organization for Bonneville County. She continued and stated that personally makes her nervous to see all of the resources and hard work FOIL has put into the Iona Library be spread out over Ammon, Idaho Falls, etc. Mrs. Tolman stated the intention is to create a district where everyone helps each other and services are shared amongst the entire county rather than having city limit distinctions. She continued and stated if FOIL joined the district group more volunteers would be able to work across city lines. Clerk West stated she completely understands, but asked Mrs. Tolman to recognize the hesitation for the FOIL group to see their hard earned funds being used in Ammon or other areas. Mrs. Tolman agreed and stated the Ammon branch is not associated with the City of Ammon. However, their residents are a substantial portion of the BCLD at 5,500 households compared to Iona's 760. Mrs. Blackson stated she appreciates Iona's willingness to give BCLD the opportunity to service the Iona Library and understands the need for an "escape clause" in the lease agreement. She 4 IONA CITY COUNCIL WORK MEETING—JUNE 28, 2022 continued and stated she also appreciates the concerns regarding FOIL and understands if they choose not to combine with a BCLD organization at this time. Nancy Long introduced herself and stated she was involved in starting the Iona Library, was on the board when the Iona Library contracted with IFPL and has served on the BCLD board also. She continued and informed the City if they choose to start a municipal library there would be administrative costs that would need to be considered. Mayor Gubler stated that has been considered and the City Council has already agreed tonight to move forward with BCLD this year and will consider starting a municipal library in the future, if necessary. Discussion of Speeding and Traffic Concerns on Public Roads—Mayor Gubler asked Deputy Randall if the City of Iona still has a radar trailer. Deputy Randall confirmed. Mayor Gubler stated he has received a lot of calls about speeding and would like to see the radar trailer on 55th East, Olsen Avenue or Steele Avenue. He also stated he has gotten complaints about unruly kids on motorcycles and ATVs. Mayor Gubler then said the City has traditionally allowed this type of transportation as long as traffic laws are adhered to. However, he has personally noticed children under the age of 10 driving machines throughout the City, which endangers everyone on the road. He continued and said he does not have any intention of changing the City Code at this time,but wanted to make sure the City Council is aware of the situation. Mayor Gubler stated the City decided at last month's meeting to paint a crosswalk at the intersection of Denning Avenue and Barnes Way to create a safer situation for pedestrians. He continued and stated the City will also be doing this at the intersection of Main Street and Steele Avenue, as well as any other areas the Council feels is necessary. Director Prouse stated he does need an itemized list by August because that is when crosswalk painting occurs. Mayor Gubler asked if the school district has discussed the City's concerns regarding the drop- off zones. Council Member Mann stated he has asked the facilities manager with the school district and was told they do not have enough money in their budget to create or change the drop- off areas at Iona Elementary. James West voiced frustration from the audience regarding the school district's lack of funds to maintain their property. Mayor Gubler advised Council Member Mann to communicate with the school district and let them know the City is willing to participate with them in developing a new drop-off area along Denning Avenue. Director Prouse stated Main Street is another potential location for a new drop-off area. Mayor Gubler advised Director Prouse to look into that option more and have a design ready to propose to the Council. Meeting Adjourned: 6:58 p.m. COUNCIL APPROVED: July 19, 2022 n I — Dan Gubler, Mayor ATTEST: ` ✓Cd�(i eri West, City Clerk/Treasurer 5