January 27, 2010 Minutes
City of Heyburn Council Meeting Minutes
January 27, 2010
7:00 P.M.
Council Present:
Cleo Gallegos, Rocky Baker, Leann Smith and Joanne Justesen.
Employees Present:
Deb Hopkins, Scott Spevak and Steve Tuft. Linda Dayley excused.
Visitors Present: Max and Marlane Garner, Ralph Williams, Mike Brown, Stan Zielinski, Jan Bywater, Dan Bristol.
Meeting conducted by Mayor George A. Anderson.
Mayor George A. Anderson welcomed everyone to the meeting. He led those in attendance in the Pledge of Allegiance.
An agenda may be amended after the start of a meeting upon a motion that states the reason for the amendment and states the good faith reason the agenda item was not included in the original agenda posting.
Executive Session for Personnel and Matters of Commerce as authorized by Idaho Code Section 67-2345.
Motion by Rocky Baker for an Executive Session for Personnel and Matters of Commerce as authorized by Idaho Code Section 67-2345. Second by Joanne Justesen. Roll Call Vote: Cleo Gallegos - Aye; Rocky Baker - Aye; Leann Smith - Aye; Joanne Justesen - Aye.
Council Meeting adjourned to an Executive Session at 7:02 p.m.
Executive Session Minutes.
Council Present:
Cleo Gallegos, Rocky Baker, Leann Smith and Joanne Justesen.
Employees Present:
Scott Spevak and Steve Tuft.
Meeting conducted by Mayor George A. Anderson.
No decisions were made.
The executive session ended at 7:33 p.m. and the commenced back into the Council Meeting.
Approve Minutes of the Council Meeting on January 13, 2010.
Motion by Cleo Gallegos to approve the minutes for the Council Meeting on January 13, 2010. Second by Leann Smith. Vote: Cleo Gallegos - Aye; Rocky Baker - Aye; Leann Smith - Aye; Joanne Justesen - Aye.
Approve/ Discuss Paying the Bills.
Motion by Rocky Baker to approve paying the bills. Second by Leann Smith. Vote: Cleo Gallegos - Aye; Rocky Baker - Aye; Leann Smith - Aye; Joanne Justesen - Aye.
Discuss Update on 21st Street Project - Keller & Associates.
Donn Carnaham from Keller and Associates, updated the Mayor, Council and those present on the status of the 21st Street Improvement Project. He stated that last year when this project was discussed, due to the high construction costs at that time, Alternative A was the best option. Since that time, construction costs have decreased and Keller and Associates are now recommending that Alternative B, which includes curb and gutter on the north side of 21st Street as well as an 8’ sidewalk on the south side of the street as the best option.
He distributed a Project Schedule to the mayor and council members. At the current time, estimated completion time of the plans, specifications and project estimate is October 8, 2010. He reminded council members that the Heyburn Share for this project is 7.34%. Projected costs of the project at the present time are $1.8 million. Bidding and construction will begin as soon as LTAC has moved the funding into a particular construction year. He stated that 2013 would be the mostly likely date to begin, but it depended on LTAC.
He also distributed to the Mayor and Council information from North Wind, Inc. He stated that North Wind has discovered more potentially historic properties along the improvement segment than originally scoped and budgeted for. LTAC has negotiated on behalf of the City for this increased $16,000 contract expense. City of Heyburn share amounts to roughly $1,174. Mr. Carnaham stated in the very near future that the residents along 21st Street would each be contacted individually regarding right-of-way purchase. He also stated that there are very specific policies and procedures on how to acquire right-of-ways and a specific method used to calculate the purchase price. He stated City of Heyburn share of the right-of-ways would be $13,212. He stated that they have shifted the road in places to minimize the impact on residents and the purchasing of right-of-ways.
Mayor Anderson thanked the representatives from Keller and Associates for their time and dedication to this project. It was discussed to have Keller and Associates return to update the mayor and council at an April, 2010 council meeting or before, should something warrant an update on the project.
Approve/Discuss O & M Contract Increase - Ralph Williams.
Ralph Williams discussed with the Mayor and Council the Operation & Maintenance (O & M) Contract increase proposed by United Electric. He stated that United Electric has been doing the O & M work for the City of Heyburn since 1990. During that period of time, there have been no increases in the contract price; however there have been increases in the costs to United Electric. Mr. Williams stated he hoped that the City of Heyburn has been pleased with the level of service that United has provided. He said that they have tried hard to provide the city with the same level of service they provide their members and they are going to continue that practice.
City Attorney Steve Tuft suggested that Mr. Williams, City Superintendent Scott Spevak mayor and council members get together to discuss and plan some capital improvements essentially creating a work plan. Mr. Williams stated that July 1 is the contract renewal date. He requested a 3% increase in contract price with an added 2.75% increase every year thereafter with the provisions in the contract that either party could be able to open the contract up for discussion. Mr. Williams said that a lot construction projects have been undertaken during the past ten years. He noted that there are some older parts of the city, specifically where the transformers are underground, that are in need of repair. He continued by saying the contract has been really fluid and anything that the city needs from United, as their electric experts, that they were there for the city. He further stated that United has looked after the best interests of the city with all of the regulatory industries to make sure the city has been taken care of.
Steve Tuft asked Mr. Williams if there were any areas of the contract that needed to be looked at again. Mr. Williams stated that this was a prime opportunity to look at it again. He stated this would be a good time to put into words some of the value added benefits they have added. It was suggested to adjust the timing for the contract renewal to be consistent with the city’s fiscal year. Mr. Williams stated that he would like to see the changes implemented as soon as possible stating that if United had to wait until October, the numbers would have to be revisited.
This item was tabled until the February 24, 2010 city council meeting. This delay would provide time for the council members and city staff to sit down and go through the electric budget line by line.
Mayor Anderson thanked Mr. Williams for his time and efforts.
Discuss/Approve Resolution 2010-1 - Loan to Sewer Fund.
RESOLUTION OF THE CITY OF HEYBURN AUTHORIZING A LOAN OF TWO HUNDRED THOUSAND DOLLARS BY THE ELECTRIC FUND TO THE SEWER FUND TO FACILITATE THE PAYMENT OF MONEY DUE TO DEQ FOR THE SEWER PLANT RENOVATION AND PROVIDING FOR TERMS OF REPAYMENT.
Attorney Steve Tuft read Resolution 2010-1.
Motion by Leann Smith to approve Resolution 2010-1 - Loan to the Sewer Fund. Second by Rocky Baker. Roll Call Vote: Cleo Gallegos - Aye; Rocky Baker - Aye; Leann Smith - Aye; Joanne Justesen - Aye.
Discuss Vacating Cassia Street - Max Garner
Max Garner proposed vacating Cassia Street for the purpose of erecting an electric sign. Mr. Garner showed the council members a drawing depicting the proposed $30,000 electric sign he wanted to erect on his property.
The difficulty in working around Cassia Street not only for Mr. Garner, but also others owning property along this street was discussed among the council members and staff. It was decided to have Rob Ramsey from Civil Science meet with Mr. Garner and City Superintendent Scott Spevak to discuss solutions for Cassia Street.
Motion by Leann Smith for an Executive Session for Personnel and Matters of Commerce as authorized by Idaho Code Section 67-2345. Second by Cleo Gallegos. Roll Call Vote: Cleo Gallegos - Aye; Rocky Baker - Aye; Leann Smith - Aye; Joanne Justesen - Aye.
Council Meeting adjourned to a second Executive Session at 8:37 p.m.
Executive Session Minutes.
Council Present:
Cleo Gallegos, Rocky Baker, Leann Smith and Joanne Justesen.
Employees Present:
Steve Tuft.
Meeting conducted by Mayor George A. Anderson.
No decisions were made.
The executive session ended at 9:15 p.m.
George A. Anderson, Mayor
Deborah F. Hopkins, Deputy City Clerk