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HomeMy Public PortalAboutMIN-CC-2016-10-11MOAB CITY COUNCIL MINUTES REGULAR MEETING October 11, 2016 The Moab City Council held its Regular Meeting on the above date in the Council Chambers at the Moab City Center, located at 217 East Center Street, Moab, Utah. Mayor Dave Sakrison called the Pre -Council Workshop to order at 6:30 PM. In attendance were Councilmembers Rani Derasary, Heila Ershadi, Tawny Knuteson-Boyd, Kyle Bailey and Kalen Jones. Also in attendance were Interim City Manager David Everitt, City Recorder/Assistant City Manager Rachel Stenta, City Treasurer Jennie Ross, Planning Director Jeff Reinhart, Community Services Director Amy Weiser, City Parks, Recreation and Trails Director Tif Miller, Moab Arts & Recreation Center Meg Stewart, Interim Police Chief Steve Ross, and City Attorney Chris McAnany. The Pre -Council Workshop consisted of a presentation by Sarah Finnochio of Pipe Dream Design regarding the new City logo. Michael Hallberg participated by speaker phone. Councilmember Jones praised the design and asked how much the logo is used in marketing and other uses. He gave his feedback about his impression of what the City of Moab represents in the greater context of Southeastern Utah's landscape above and beyond a marketing icon. Councilmember Ershadi expressed her appreciation for the work done to date on the logo and suggested that this is the first she had heard of the new logo project and that she and likely the other members of Council needed some time to consider the direction to go with regards to a new logo. She expects more public input into the logo project. Sarah explained that implementation of a new logo takes some time over a period of years. She stated that a logo is closely tied to the City's identity and there will always be transition in the government, so there's never a perfect time. Councilmember Ershadi also suggested that cost is a factor and Council October 11, 2016 Page 1 of 9 REGULAR MEETING & ATTENDANCE PRE -COUNCIL WORKSHOP would need to consider this. Sarah pointed out that the proposal presented is relatively affordable compared to other municipal logo projects. Councilmember Jones noted that he appreciated the move toward cohesion. Mayor Sakrison called the Regular City Council Meeting to order just before 7:00 PM with minor changes to the order of the agenda and led the pledge of allegiance. Twelve (12) members of the public and media were present. MEETING CALLED TO ORDER Councilmember Bailey suggested the introduction of the City's new NEW INTERIM CITY MANAGER Interim City Manager, David Everitt. Councilmember Derasary moved to approve the minutes of August 23 and September 12, 2016 meetings with corrections. Councilmember Jones seconded the motion for the August 23 minutes. The motion carried 4-0 aye, with Councilmember Knuteson-Boyd abstaining. Councilmember Bailey seconded the motion for the September 12 minutes. The motion carried 4-0 with Councilmember Jones abstaining. Councilmember Ershadi moved to approve the minutes of the September 27, 2016 meeting. Councilmember Bailey seconded the motion. The motion passed 4-0 with Councilmember Derasary abstaining. Councilmember Bailey moved to approve the September 30, 2016 minutes. Councilmember Jones seconded the motion. The motion passed 4-0 with Councilmember Derasary abstaining. The following Citizen was heard: Kelly Green thanked the Council for the hard work during a difficult time. He commented that he is pleased with the Interim City Manager. He also commented that he is pleased with Steve Ross as Interim Police Chief. Green continued that he is concerned about the 30 mph speed zone on 400 East. Because there are several school facilities, he would like the City to consider a 25mph zone. He is very concerned with children crossing near the charter school. He commented that a crossing guard would help a lot. He added that with more businesses developing in the area, a flashing stop sign alerting motorists to the presence of children is recommended. Under Community Services Update, Community Services Director October 11, 2016 Page 2 of 9 APPROVAL OF MINUTES CITIZENS TO BE HEARD DEPARTMENTAL UPDATES Weiser reported that at the next meeting, there would be a clip from Bega Metzner's trip to a conference. City Planner Update: City Planner Reinhart reviewed the APA conference and commented on the great speakers and great topics. A lot of Planning law was covered, including signage. Councilmember Ershadi and City Attorney McAnany discussed signage and Supreme Court opinions related to free speech. Interim Police Chief Ross reported he is recruiting for several positions. Testing for the secretary position was scheduled. Ross reported that he would be absent at the next Council meeting as he and Sergeant Brett Edge would be at Public Information Officer training. He continued that the Police Department would have a presence at the Trunk or Treat event. Administrative Assistant Reinhart reported the Public Works team has been striping center lines around town. The Public Works team has also been occupied with routine duties including winterization, weed control, decking replacement at Rotary Park, and continuing the sewer line repair and cleaning. Councilmember Ershadi commented on the importance of center striping being visible around town. Under Recreation and Trails Department, Recreation and Trails Director Tif Miller commented that the Plein Air event went well. There is an electrical upgrade at the ball fields which will enable more options for special events. Miller announced that the City hired a new part-time assistant —Sarah Crosier --for his department and he's moving forward with projects in the Recreation Department. He's working on utilizing the new movie screen installed at the Moab Arts & Recreation Center for Halloween films at the MARC event on October 29, showing youth movies in the afternoon and adult movies in the evening. He assured the Mayor that he is coordinating for licensed screenings. He reported that Fall youth sports are coming to a close. He mentioned that the Moab Cross Creek bridge is out and signage has been posted to let the public know the bridge is out and to discourage traffic and camping. Councilmember Jones suggested emphasizing the camping issue as an October 11, 2016 Page 3 of 9 enforcement priority. Councilmember Derasary commented on the Plein Air event and asked about the Quick Draw event at Arches. Miller commented that it went well. A public hearing was opened at 7:21 PM on Proposed Ordinance #2016- 11 -- An Ordinance Approving the Annexation of 8.77 Acres for the City of Moab Wastewater Treatment Plant on Properties Located along the Western Extension of 400 North Street Right -of -Way. City Planner Reinhart gave a slideshow presentation. The Public Hearing remained open till the Mayor closed it at the conclusion of new business. Under Recorder and Human Resources Report, City Recorder/Assistant City Manager Stenta reported on the open positions log. Some department heads have commented on the open positions. She reported that the salary survey is in process. She also stated that the Information Technology search process is wrapping up and pointed out that there is a proposal to be presented to Council at this meeting. Stenta announced the hiring of the new Deputy Recorder, Jamie Hulce. Stenta stated that there is another position open in-house right now and that several intensive open records requests are in process. Under Treasurer Report City Treasurer Ross updated the Council that utility bills had been sent out and that payments were coming in. Her office is encouraging paperless billing. She noted that she is reviewing water usage on water meters; staff is comparing this year's usage with last year's. Councilmember Jones asked if there has ever been an analysis of how much time has been saved with paperless billing. He suggested that perhaps a discount could be offered to residents who reduce the staff workload in this way. Ross commented that online payroll also helps reduce the workload. Councilmember Jones moved to approve a Special Business Event License for the Moab Ho Down to be held October 27 to 30, 2016 at the BMX Bike Park, with conditions. Councilmember Derasary seconded the motion. The motion carried 5-0 aye, with Councilmembers Bailey, October 11, 2016 Page 4 of 9 PUBLIC HEARING DEPARTMENTAL REPORTS CONTINUED SPECIAL BUSINESS EVENT LICENSE FOR MOAB HO DOWN, APPROVED Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. Councilmember Bailey moved to approve a Park Use Permit for the Moab Ho Down to be held October 27 to 30, 2016 at the BMX Bike Park. Councilmember Jones seconded the motion. The motion carried 5-0 aye, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. Councilmember Jones moved to approve Change Order #4 for the 2016 Sanitary Sewer Rehabilitation Project with Lance Excavating, Inc. in the amount of $34,968. Councilmember Jones stated that he had consulted with the City Engineer about specifics of this change order and he is satisfied that it is an appropriate action. The motion carried 5-0 aye in a roll call vote, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. Councilmember Derasary moved to approve a building permit fee waiver by the Grand County Sheriff's Office in an amount not to exceed $10,538.77. The motion was seconded by Councilmember Knuteson- Boyd. Councilmember Derasary asked about the history of honoring such requests. Recorder Stenta offered that this is a common occurrence between agencies and cited the City Center building requesting fee waivers from the County for building permit fees. The Mayor concurred that this is standard procedure. Councilmember Bailey clarified that fees such as plan checks are generally not waived. Stenta also mentioned that the City contracts with Grand County for building inspection services. Motion carried 5-0 aye in a roll call vote, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. Councilmember Knuteson-Boyd moved to Table Possible Action on a New City Logo. Councilmember Ershadi seconded the motion. The motion carried 5-0 aye, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. After a third reading, Councilmember Jones moved to adopt Proposed Ordinance #2016-13 — An Ordinance Amending City Procurement Procedures, Enacting Certain Ethics Provisions, and Providing for Disclosure of Transactions in which City Employees or Officials may have a Personal Interest. Councilmember Ershadi seconded the motion. October 11, 2016 Page 5 of 9 PARK USE PERMIT FOR MOAB HO DOWN, APPROVED CHANGE ORDER FOR SANITARY SEWER PROJECT, APPROVED BUILDING PERMIT FEE WAIVER FOR GRAND COUNTY, APPROVED ACTION ON LOGO, TABLED APPROVAL OF ORDINANCE #2016-13 Councilmember Jones reported that he had read the proposal many times and he felt comfortable that the intention is to balance the responsibility of the staff and the oversight by the Council in a way that enables staff to do their jobs in an efficient manner. He noted he has gotten feedback from the public which has been well -considered and incorporated. Councilmember Derasary asked a question about the red - lined draft and whether it is the same as the draft incorporating all markup. City Attorney McAnany confirmed this. He mentioned that input from the public and staff had been incorporated as well as a clause that considers state -approved contracts. Councilmember Derasary also asked about emergency procurements and a thirty -day rule and McAnany explained the intent of this, referring to a need, for example, to buy a pipe to replace a broken water line. He stated that after the "true emergency" is over, normal procurement procedures would need to be adhered to. Councilmember Ershadi asked how this policy compares to the policies of other cities of similar size. McAnany stated that he had studied several and this proposal falls on the more - detailed end of the spectrum. He listed several elements of the policy that pointed to more restrictions. Councilmember Knuteson-Boyd asked about conflicts and McAnany pointed out that it has been cleaned up and more definitions are in place now regarding conflicts in relationships (including spouse, child, household member, etc.) and need for disclosure. Councilmember Derasary asked about performance bond waivers and how common this is and McAnany clarified that it is not that common and has to do with small contractors who may not be able to afford performance bonds, and McAnany pointed out that this does present some risk for the City. The policy offers some alternatives such as collateral guarantees. Councilmember Derasary also asked about the section waiving the competitive proposal requirement for essential public works in lieu of a written proposal. City Recorder/Assistant City Manager Stenta pointed out the definition of essential public works and if it falls in this definition, the requirement for competitive bids may be waived but a written proposal is still required. Councilmember Jones asked why both that provision and an emergency procurement clause would be included and Stenta explained that both provisions predate her tenure at the City and the public works provision has been revised a few times in the past eighteen years and that the intention is to allow the public works department the ability to address projects that will impact services, although perhaps not a true emergency in nature. Jones asked about the local preference clause October 11, 2016 Page 6 of 9 and McAnany explained that there is a cap on local preference bids and emphasized that this clause does not allow any sort of collusion with local vendors but rather caps the local preference at five percent. It enables local vendors to bid at or under the budgeted project amount and they have the ability to withdraw their bids if they cannot provide services for the budgeted amount. Councilmember Derasary made one minor word change. The motion carried 5-0 aye, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. Councilmember Derasary moved to award a project contract for the City Hall Roof Mounted Solar Photovoltaic System in the amount of $78,800 to Gardner Engineering, to be offset by a 60% Blue Sky grant from Rocky Mountain Power. Councilmember Bailey seconded the motion. City Attorney McAnany noted that he had received the information only recently and he recommends that if the Council approves the motion, they award the contract with the provision that staff will edit the document to remove some blanks and clean up the contract. Councilmember Ershadi asked about estimated payback to the City for this investment in terms of savings. Stenta explained that this will come before Council in the net -metering report. Councilmember Derasary thanked Stenta for her work on this, and asked if the City could meet the deadline of December 31, when the grant expires. Attorney McAnany assured Council that his office will expedite the review of the contract. The motion carried 5-0 aye, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. Councilmember Jones moved to award the Cyber Security and Information Technology Support Services Contract to Provelocity in the amount of $7,305 per month. Councilmember Derasary seconded the motion. Councilmember Jones expressed his enthusiasm with this step forward. Attorney McAnany asked Recorder/Assistant City Manager Stenta to detail the process used to award the contract. Stenta replied that she detailed this in her report of the bid and then pointed out that the members of the staff IT selection committee were present, as were the contractors from Provelocity. She detailed the process for Council. Councilmember Derasary thanked the staff for all their work and asked the vendor about their Grand Junction location. Jon Labrum of Provelocity encouraged the City to consider their representative to be a part of the City staff. Derasary also asked about the provision for an outside security audit on an annual basis. Vendor explained the reasons October 11, 2016 Page 7 of 9 APPROVAL OF SOLAR PHOTOVOLTAIC SYSTEM PROJECT CONTRACT APPROVAL OF CYBER SECURITY AND INFORMATION TECHNOLOGY SUPPORT CONTRACT for having a third -party security audit. Councilmember Ershadi thanked the team for their hard work and then expressed her concerns about the past handling of IT at Moab City and stated she would be voting no on the contract. The motion carried 4-1 aye in a roll call vote, with Councilmembers Bailey, Jones, Derasary and Knuteson-Boyd voting aye and Councilmember Ershadi voting nay. Mayor Sakrison reported that he attended the Utah League of Cities and Towns board meeting and he reported on a scandal involving a League employee using the League credit card, and indicated there is going to be an audit. The State Auditor will conduct a three-year audit of ULCT. Mayor Sakrison also noted that the Utah Legislative Session will be interesting this year as the topic of short-term rentals is taken up along with zoning. Councilmember Bailey reported that he attended the Rocky Mountain Power meeting with Councilmember Jones and City Recorder/Assistant City Manager Stenta. The meeting included a tour of City Hall and a presentation on the Subscriber Solar program, which involves a solar plant in Holden, Utah. Bailey reported they were updated on coal fire generators and RMP indicated they are moving to more sustainable power sources. Councilmember Jones reported that he attended the Friends of Arches committee meeting, which is promoting Dark Skies. Jones discussed outreach opportunities. Councilmember Knuteson-Boyd stated that she attended a Nature Conservancy meeting with City Engineer Phillip Bowman and Councilmember Jones regarding the outfall discharge pipe. She commented that it was a very good meeting. She also commented on Coffee with the Council as a way for the Mayor and Council to interact with the community on an informal basis. She indicated she had a good discussion with a couple of citizens. There was consensus that meeting after hours is not the most optimal time for security reasons. Councilmember Ershadi announced she would host Coffee with the Council on a Monday from noon to 1:00 pm. October 11, 2016 Page 8 of 9 MAYOR & COUNCIL REPORTS Interim City Manager Everitt reported that in Salt Lake City similar programs were offered and similar results with turnout were experienced. Councilmember Derasary reported that she attended the UMTRA funding strategy meeting. She noted that there is a move to restore full federal funding. She also reported on the Moab Area Community Land Trust meeting she attended. She noted they are looking for a board member. She also reported that she volunteered for Plein Air and stated that it was a great opportunity. She added that she had a Coffee With the Council scheduled for the upcoming Friday from 8:00 AM to 10:00 AM. There was no correspondence to be read. City Manager Everitt reported that he is observing and absorbing and will have more to report in the future. READING OF CORRESPONDENCE ADMINISTRATIVE REPORTS Councilmember Derasary moved to pay the bills against the City of Moab APPROVAL OF BILLS in the amount of $292,864.00. Councilmember Bailey seconded the motion. The motion carried 5-0 aye, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. Councilmember Jones moved to adjourn the meeting at 8:22 PM. Councilmember Bailey seconded the motion. The motion carried 5-0 aye, with Councilmembers Bailey, Ershadi, Jones, Derasary and Knuteson-Boyd voting aye. APPROVED: ATTEST: David L. Sakrison Rachel E. Stenta Mayor City Recorder October 11, 2016 Page 9 of 9 ADJOURNMENT