City Council Minutes October 18, 2018

Minutes of Fairview City Council Meeting held on Thursday, October 18, 2018, at 85 South State Street, City of Fairview, County of Sanpete, State of Utah.

Mayor David Taylor called the meeting to order at 7:30 p.m. Councilmembers present were Cliff Wheeler, Casey Anderson, Mike Jarman, Kaelyn Sorensen, and Bob St. Jacques.  Fairview City Employees present were Greg Sorensen, Justin Jackson, and Jan Anderson.  Citizens present were Erma Lee and Roman Aaron, Janice Taylor, Brad Welch, Branch Cox, Brett and Kim Johnson, Scott Mower, Jon Haderlie, Sean and Shauna Rawlinson, Linda Miller, and Suzanne Dean.

APPROVAL OF MINUTES:

Councilman Cliff Wheeler moved to approve the work meeting held on September 20, 2018.  Councilman Mike Jarman seconded the motion.  The voting was unanimous in favor of.  Councilman Bob St. Jacques moved to approve the minutes from September 20, 2018, as amendedadding that “representatives from…offices” be added to Council Members Report under Councilman Cliff Wheeler.  Councilman Cliff Wheeler seconded the motion.  The voting was unanimous in favor of.

APPEARANCES/COMMUNICATIONS:

Branch Cox, Museum Roof Repair Request.   The museum is one of the cornerstones of our community.  It has been 22 years since the museum was built. In the beginning cheap shingles were used.  They need to be replaced.  Because the property and the building(s) are the City’s and the Museum board is the caretaker(s) or facilitator, they would like to ask the City to help with half of the cost of putting new shingles on.  The cost of replacing the shingles and repairing some of the roof is $24,000.  A Contractor has been chosen.  The Museum will flip the bill up front and then in next year’s budget the City can reimburse the museum.  Councilman Bob St. Jacques brought up the fact that with the fires this past summer, there may be a way to contribute this fiscal year.   After a brief discussion of managing the money, Councilman Bob St. Jacques moved to pay one-half of the cost of $24,000 to replace the shingles at the museum. To be paid the first part of next fiscal year (July 2019).  Councilwoman Kaelyn Sorensen seconded the motion.  The voting went as:  Casey Anderson, Mike Jarman, Kaelyn Sorensen, and Bob St. Jacques.  Councilman Cliff Wheeler abstained from vote.  He is a member of the Museum board.

BOARDS/COMMITTEES/STAFF/OFFICERS:

Planning Commission:

Brett Johnson, Lot Split Approval, 285 East 200 North.  Mr. Johnson purchased the southeast corner of the block.  He would like to split it into four lots.  All lots meet the requirements of frontage and square footage.  He met with the Planning Commission, and they recommend approval.  Councilman Bob St. Jacques moved to approve this lot split as presented.  Councilman Casey Anderson seconded the motion.  The voting was unanimous in favor of.

Scott Mower, Lot Split Approval, Approximately 200 West 300 South.  Mr. Mower owns a parcel of ground on the south side of the road on 300 South.  It is in the City limits.  He also met with the Planning Commission, and they recommend approval.  All lots have required frontage and square footage. All utilities are available. Councilman Bob St. Jacques moved to accept the lot split as presented. Councilman Mike Jarman seconded the motion.  The voting was unanimous in favor of.

Larsen & Company, PC – Annual Audit Report for Fiscal Year Ending June 30, 2018.  Jon Haderlie reported on the fiscal year ending June 30, 2018, audit.  He went over the management letter, bond compliance, and financial report along with the findings. The City was found to be in good standings.  The results from the Auditor’s test disclosed no instance of noncompliance that is required to be reported under government auditing standards.  The general purposed financial statements are in conformity with accounting principles generally accepting in the United States.  Note:  Audit reports are available at the office for review

Procedure to Fill Council Vacancy – Brad Welch, Linda Miller, Scott Mower, Sean Rawlinson.

Mayor Dave Taylor stated that as the City moved along the process of going through the regulations and rules the State has put upon cities, there is a situation.  The City Council cannot vote to replace the Council seat of Mike Jarman until he steps aside.  He has offered to step aside so that the Council can proceed with the vote.  Councilman Jarman would have liked to have continued until the end of the month.  Because the position was advertised and scheduled for this meeting, it meant the candidates would report tonight and then show up next month, so a vote could be taken.  Councilman Jarman thought it was in the best interest to step aside.  Mayor Taylor thanked Councilman Jarman for all he has done for the City.  This has been a hard thing.

Those persons who applied for the open Council seat are Brad Welch, Linda Miller, Sean Rawlinson, and Scott Mower, and they were given three questions, all the same questions–  What vision do you have for Fairview City?  Why are you interested in committing your time and energy to the City of Fairview and how much time do you have to give to the City each month?  What skills, connections, resources, and expertise do you have to offer and are willing to use on the behalf of the City?   All candidates answered the questions.  The City Council was then given a ballot. The vote went as–  Councilman Cliff Wheeler – Brad Welch; Councilman Casey Anderson – Sean Rawlinson; Councilwoman Kaelyn Sorensen – Brad Welch; and Councilman Bob St. Jacques – Sean Rawlinson.  Linda Miller and Scott Mower were eliminated.  Therefore, a tie was declared between Brad Welch and Sean Rawlinson. The City Council was then again asked to vote per ballot.  The vote went as–  Councilman Cliff Wheeler – Brad Welch; Councilman Casey Anderson – Sean Rawlinson; Councilwoman Kaelyn Sorensen – Brad Welch; and Councilman Bob St. Jacques – Sean Rawlinson.  Another tie was declared.  Per state statue 20A-1-510(1)(c), the vacancy was filled by lot—numbers were drawn from a hat, one to ten, Brad drew one and Sean drew three.  New Councilmember is Sean Rawlinson for a period of one year and two months until the next election is held.

Power Department:

Power Meter Discussion.  City Employee Greg Sorensen briefed the Council on the need to purchase new meters. The new meters just purchased from Master Meter were discontinued.  The older electronic meters installed have met their ten-year expectancy.  A meter was borrowed from Spring City to see if the meters they use will work with Master Meter electronic read program, and they do not. A new program will need to be purchased that will read the meters.  The old meters costed around $270.  New Itron meters will cost around $72.50.  The Itron meter can be used with solar, they have 3-phase and demand meters by hand.  They are all programed.  The price to do all residential meters is $81,515.  Would like to ask permission from the Council to do at least one pallet along with the software at a cost of $28,590.   If the Council would go more and get two pallets, the City could change out Milburn. A decision needs to be made because the City is out of meters.  There are some old meters that could be used if needs be, they are not electronic read meters.  A pallet consists of 120 meters which equates to around $9,000. Councilman Casey Anderson moved to approve the purchasing of two pallets of meters.  Councilman Bob St. Jacques seconded the motion.  The voting was unanimous in favor of.

The transformer was moved from its current location (50 South 100 East) to the new substation south of town– hoping to get it up and going.  The last couple of outages have been caused by birds and animals getting in the lines.

Beautification/Christmas Light Discussion.  Greg also mentioned that when he worked in Manti, their beautification committee organized fundraisers and/or asked for donations per maybe a three-year period which they used to purchase new Christmas decorations.  This maybe something the City may want to consider. The current decorations are getting old and need to be replaced.  Councilman Cliff Wheeler who is over the beautification said to give him a day or two to come up with a plan.  Greg would one day like to upgrade all the power poles on State Street.

Water and Sewer Department Update.  City Employee Justin Jackson briefed the Council that he had divers from Midco inspect the lower tank. Very little silt buildup on bottom.  No cracks or deterioration found in tank floor or walls. Root intrusion between cap and walls – needs dirt removed from the top of external walls.  No signs of leaking.  Spawling occurring in cap – chunks of the cement cap have collapsed in approximately 1.5 feet wide and 3 inches deep.  Not sure how long before the lid will collapse in.  Will need to find someone to repour a new one.  Will need to take it out of service.

Right now, cannot do this.  The City relies too much on this tank.  Would like to schedule them to come in next year and expect the green tank.

Justin and City Employee Logan Ludvigson walked the spring lines.  Did find breaks mostly in the irrigation lines. The upper tailgate spring is sagging. The structure is not in too bad of shape just needs some maintenance.  There are a half dozen band aids on this line–  over growth, damage due to erosion and dead fall.  Because of the attention needed to this spring line, the City is in a good position for Emergency Community Water Assistance (ECWAG) money.  There is a good chance to get money.  Justin asked the question, does anyone know why the City crossed the river four times.  No one knew the answer.  Justin put together a three-year comparison, there is a trend showing 21 percent drop in production.

At the sewer plant, we replaced the chlorine generator kit.  This new system runs on half the amp ridge that it previously ran.  The life expectancy is seven years.

Fairview City along with CentraCom entered into a tower site agreement.  CentraCom will install an antenna structure down by the sewer plant in exchange for free internet service at the plant.

The scope of the project proposal received from Horrocks is $25,020 in engineering costs.  This cost does not include State required hydrological study of impacts to the Sanpitch River.  Still no word back from DEQ regarding application for extension to phosphorous rule effective January 1, 2020.

Request for Funding for Engineer Services.  Fairview City is soliciting statements of qualifications from qualified civil engineering firms that have experience and support capabilities to provide engineering services for a variety of water related improvement projects.  Engineering firms who are interested need to have their proposal to Fairview City by November 15, 2018 by 2:00 p.m.

A good winter is needed, if it is a mild winter, then the City will have to put in place a tight water restriction. Councilman Bob St. Jacques made the motionto move forward with the request for funding and start on improving the spring line.  Councilman Casey Anderson seconded the motion.  The voting was unanimous in favor of.  Need to make sure the design of project is correct, make sure the City can reach into these other springs.  Include the scope of work for opening well #4 to scrub the screens. Right now, cannot take that well-off line.  Talking $25,000 to clean the screens.  Mayor Taylor would like that to be part of the project.  Need to have that well back into production by spring. It was asked if the cap on the lower well lid on the tank should be added to the state emergency funds?  Best scenario is five years on lower well and then take out of production and replace the lid.

24^thof July Update and Review.  Councilman Mike Jarman express his gratitude for serving the citizens of Fairview City.  He appreciated the help from the committee members and City employees with the 24^thof July celebration.  Went over revenue and expense of the celebration.  The rodeo royalty came out with a negative.  Suggests that the girls step up and get donations.  Try to do something more.  Fun run came out with positive.  Rodeo that is a big negative.  Kids rodeo made good.  Concession made good.  ATV made good, derby came in on a positive.  The Council may consider raising the cost of on food booths, need to ask more than the $200. May want to consider cutting back the number of days of celebration.  With the sports tournaments it drags out to ten days.  If the City wants to continue as is, they need to make sure the sports director takes care of the tournaments or at least delegate it out. The cost of prizes and t-shirts are over whelming.  Losing money on the tournaments.  Mike suggested that next year the celebration start on the prior Monday and then end the 24^thwhich is a Wednesday.  Simplify and reduce and at the end of the day make money.  This is a business.

Continuation of Dance Hall Refund Discussion.  After discussion from last month’s council meeting, it was presented to the Council that a 90-day period be approved for refund on cancellations of use of the dance hall.  The bond payment needs to be made.  After some discussion, it was decided 60-day prior notice of cancellation to refund their money.  Councilwoman Kaelyn Sorensen made a motion that a 60-day notice of cancellation be given to Fairview City for scheduled events to receive total refund.  After 60-days, no refund will be allowed.  Councilman Bob St. Jacques seconded the motion.  The voting was unanimous in favor of.

Dance Hall Floor Discussion.  When the Dance Hall was renovated, they used soft wood on the stage, now the surface is coming off due to the use of the piano and wear and tear.  Randy Dowland with Northbend Entertainers made an offer to the City, they will pay half the cost to repair the floor if the City will pay the other half.  The floor needs a new surface.  There is a fiber board where the wood is good on both sides, can turn over and reuse it. Not asking for a motion tonight, this is just an update, need to get more information.

Discussion Possible Survey of Questions to Fairview City Citizens in Relation to Boys Scouts of American.  From last Council Meeting, the Council wanted to have a work meeting to come up with a series of questions that they would like to present to the Citizens regarding what they would like to see within their community.  A work meeting will be scheduled for November 15^that 6:30 p.m.  an hour prior to Council Meeting.

Set Date to Take Veteran Flags off Cemetery.  Veteran’s day will be celebrate on Monday the 12^thbecause November 11^thfalls on a Sunday.  Take flags down the Tuesday after at 8 a.m.

COUNCIL REPORTS:

Mayor David Taylor – General City Business Update.  Chief Nathan Miner has returned from fighting wildfires, he has billed approximately $72,000 for use of the fire trucks for the fires here close and one in Nevada.  The pump at the sports park got a little cheaper.  Gayle Jensen has approved each area for eagle projects that the City has. If unable to raise funds, the City could help.  Looking into bill pay.  This will give citizens the opportunity to get on line and pay– hoping to have ready in the next couple of months.  The State notified the City that they will start maintaining the section of road in front of Big Pine Sports.  Attended a County board of adjustment meeting.  An individual approached them wanting to put in a RV park without power, water, and sewer north of town on Milburn Road.  The occupants would more than likely operate a generator.  They expect Millers to supply water and take their sewage, which they had not been contacted as of yet.  The board of adjustment denied it.  There have been a rash of burglaries.  Chief Jeremy Wright solved the burglaries.  The person is awaiting trial.  He also apprehended three people on federal warrants.  Had a neighborhood-watch meeting with good attendance.  Would like to propose to the Council that the City name the rodeo arena after Cliff and Jackie Keller.  Cliff’s health is not doing very good.  I would like to put together a nice presentation for them and do this in conjunction with the 24^thof July activities.  I would like them to come to Council meeting next month to let them know of this.  This is just a token of appreciation for their work.

Councilman Cliff Wheelermentioned that he and Chief Jeremy Wright held an event and addressed issue that citizens had regarding the rash of burglaries.  Would like to start a neighborhood watch.  If you see something out of the normal, make note and call dispatch.

Councilman Casey Andersonasked about the recreation position.  Mayor Taylor interviewed three people, has not offered to anyone– yet.  Will do so in the next few days.

Councilman Bob St. Jacqueswould like to recognize citizens that go unnoticed for the service they do for the citizens and the community and give them thanks.  Maybe a “citizen of a month” recognition.  Get certificate.  Let them know we are aware that they are doing good stuff.  If you have any ideas get with Bob.

APPROVAL OF VOUCHERS:

Councilman Cliff Wheeler moved to approve the vouchers from September 19, 2018 to October 16, 2018.  Councilman Casey Anderson seconded the motion.  The voting was unanimous in favor of.

ADJOURN:

Meeting adjourned by Councilman Bob St. Jacques at 9:51 p.m.  Councilwoman Kaelyn Sorensen seconded the motion. Motion carried.