April Agenda

March 27th, 2014

CITY OF GEORGETOWN

CITY COUNCIL MEETING

AGENDA

 

Tuesday, April 1, 2014           7:00 pm                     382 Main St.

 

 

MEETING CALLED TO ORDER

PLEDGE OF ALLEGIANCE

INVOCATION              

 

APPROVAL OF AGENDA ITEMS:

           

READING AND APPROVAL OF MINUTES from March 4, 2014, meeting

 

AGENDA ITEMS OF CITY OPERATIONS AND NEW BUSINESS:

      • FY ’12-’13 Audit performed by Gary Teuscher
      • Set Budget Hearing Dates
      • Shed for backhoe
      • Wastewater Project Update from Keller Associates
      • Mowing City Park Bids
      • LHTAC Street Grant Awarded

         

                     

        Joe: 

        Matt: 

        Ada:               

        Glenn:

         

         

        POLICE REPORT:

         

        MAINTENANCE REPORT:  Replace Water Lines in City

         

        OFFICE BUSINESS:           Delinquent water and sewer accounts, Ordering Coupon Books

         

        SIGNING OF CHECKS AND VOUCHERS FOR MARCH’S BILLS

         

        ADJOURNMENT

         

         

         

         

        Next Meeting:

  • Regular Council 7:00 pm – Tuesday, May 6, 2014, Georgetown City Building – 382 Main St. Questions concerning items appearing on this Agenda or requests for accommodation of special needs to participate in the meeting should be addressed to the Office of the City Clerk or call 208-847-2120.

February 4, 2014 Council Minutes

March 5th, 2014

February 4, 2014

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Glenn Hunter, Clerk Lynette Smith, Doug Thompson, Mayor Bob Van Cleave, Mable Whitmore

 

Meeting called to order:  7:00 pm                            Invocation:  Mayor Bob Van Cleave

 

The chair entertained a motion from councilmember Matt Argyle that the council accepts the published agenda.  Councilmember Glenn Hunter seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the January 7, 2014, regular council meeting were read. The chair entertained a motion from councilmember Joe DeClark the council approve the minutes as read, with the exception of changing that the Enhanced 911 service is not a grant to be able to apply for, it is just something the City should be aware of and try to help the County to implement into our City. Councilmember Matt Argyle seconded the motion.  All were in favor and the motion carried the council.

 

The audit for fiscal year 2012-2013 will be postponed until next council meeting in March.

 

The council entertained a motion from Councilmember Joe DeClark to swear-in the newly elected councilmembers. Councilmember Glenn Hunter seconded the motion. All were in favor and the motion carried the council. Clerk Lynette Smith proceeded by reading the Oath of Office to incumbent councilmember Ada DeClark. Councilmember Ada DeClark requested to have the fire protection duties removed from her list and be added to councilmember Matt Argyle’s.

 

The backhoe agreement was presented to the council. This agreement is to be reviewed and approved by both parties on an annual basis. Both parties have agreed that all is well and no changes need to be made at this time. Councilmember Matt Argyle made the motion to accept and sign the agreement for the year 2014. Councilmember Ada DeClark seconded the motion. All were in favor and the motion carried the council. The Irrigation Company would still like to see the backhoe being protected from the sun and having a shed to park the backhoe under. They are willing to pay a portion of the cost to have a shed built if the City wants one larger than what would fit just the backhoe. Councilmember Joe DeClark will meet with Doug sometime this month and they will look into where the shed will be put and get measurements for how large the shed will be and report back at the next council meeting.

 

The Mayor and Clerk Smith held interviews with all applicants for the Police Chief position. After meeting with all three individuals the Mayor proposed that the City offer the job to John Martinez. Councilmember Ada DeClark made the motion to offer the position of Police Chief to John Martinez. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

The council discussed having a bid put out in the newspaper and listed on the radio’s bulletin board, for someone willing to take care of the City Park’s lawn maintenance from Memorial Day to Labor Day. Clerk Smith will get a bid listing put together and the council will decide at the April meeting on whom to hire for the summer months.

 

It was proposed to change the city council dates from Tuesday to another day during the week. After much discussion it was decided to leave the council dates to be held, as usual, on the first Tuesday of every month.

 

On the wastewater project, the contractor has submitted a cost for changing the layout of the irrigation system for having the lines run vertically verses horizontally. The cost for the extra pipe, fittings, and risers the change would be $4,340. If the contractor was to furnish the hand line and extra hose sets it would be an additional $2,535. Councilmember Matt Argyle made the motion to accept the change order of $4,340 and the City will find its own hand lines and save the additional $2,535. Councilmember Glenn Hunter seconded the motion. All were in favor and the motion carried the council.

 

Councilmember Matt Argyle suggested that the website be looked at being updated because there are still previous councilmembers listed on there. Clerk Smith will get pictures of new councilmembers and have them posted on the website and will also try to post the council agenda monthly.

 

Councilmember Ada DeClark inquired about being able to save up the parks capital outlay fund.

 

Police Report:   Officer Skinner has made 30 contacts for the month of January and has officially left the City following his retirement party.

 

Maintenance report:   Doug Thompson gave his report for the month of January stating that he is on his 5th load of sand now, has plowed the streets, used the backhoe to clean up and took the police car to Dunford Repair to have some maintenance work performed and be fixed. He and councilmember Joe DeClark assisted in fixing the sewer line backup earlier in the month. He suggested that in the next letter that goes out to all citizens that they be warned about not using any flushable baby wipes because they do not break up over time and instead form a large ball that is costly to have removed from the sewer lines. He did his regular testing and gathering of samples and assisted with turning the water off to a home so they could repair a leak at the house and he was also able to put away more Christmas decorations that are not frozen to the ground.

 

Office Report:   Clerk Smith reported that there are 15 delinquent water and sewer accounts for the month of January. She also had a wireless router installed in the office to have available for councilmembers during city council.

 

The chair entertained a motion from councilmember Ada DeClark the council approve checks and vouchers for the month of January 2014 in the amount of $11,587.55 in the general fund,  $7,282.95 in the water fund, $18,565.82 in the sewer fund with all funds totaling $37,436.32. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the February 2014 council meeting at 8:40 pm. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

January 7, 2014 – Council Minutes

February 6th, 2014

January 7, 2014

 

Those Present:  Matt Argyle, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mayor Bob Van Cleave, Glenn Hunter, Ferrel Dilworth, Mable Whitmore

 

Meeting called to order:  7:00 pm                            Invocation:  Councilmember Gary Thompson

 

The chair entertained a motion from councilmember Matt Argyle that the council accepts the published agenda.  Councilmember Gary Thompson seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the December 10, 2013, regular council meeting were read. The chair entertained a motion from councilmember Joe DeClark the council approve the minutes as read. Councilmember Gary Thompson seconded the motion.  All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Matt Argyle the council approve checks and vouchers for the month of December 2013 in the amount of $9,017.20 in the general fund,  $5,513.39 in the water fund, $608,342.70 in the sewer fund with all funds totaling $622,873.29. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried the council.

 

The council proceeded with the new business for the month by entertaining a motion from Councilmember Joe DeClark to swear-in the newly elected councilmembers. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried the council. Clerk Lynette Smith proceeded by reading the Oath of Office to new councilmember Glenn Hunter and incumbent Mayor Robert W. Van Cleave.  The council then entertained a motion from councilmember Glenn Hunter to nominate Joe DeClark as the Council President. Councilmember Matt Argyle seconded the motion. A roll call vote was taken as follows:  Joe – yes, Matt – yes, Glenn – yes. Duties were assigned to all councilmen as follows: Matt Argyle is to oversee Law Enforcement, Planning and Zoning, and be the City Liaison to the following companies: Intermountain Gas, Rocky Mountain Power, Independent Cable Systems and Fiber Optics. Ada DeClark is to oversee Parks and Recreation, Cemetery Department, Public Safety, Public Affairs, Fire Protection, Emergency Preparedness and be the Georgetown Irrigation Company Representative. Councilmember Glenn Hunter is to oversee the Water Department, City Buildings and be the SICOG Representative. Councilmember Joe DeClark’s responsibilities will continue to oversee the Sewer Department, Roads and Right of Ways, Traffic and Street Signage, Recreational Access Property and will be the City Liaison to the following companies: State and County Road Departments, US Forest Service, Bureau of Land Management and the Five County Transportation Representative.

 

The wastewater project is still on shutdown for the winter. Council President Joe DeClark informed the council about changes with the irrigation on the project. The water lines will be running vertically instead of horizontally as per the original plans. Taylor Construction is putting together estimates for the change and is looking at replacing the existing concrete structures at the treatment lagoons verses remodeling them.

 

Mayor Bob gave a report on the grant writing class that he and Ferrel Dilworth attended last month. He reported that they saved the City a lot of money because they saved an extra night of the hotel and was able to get the tuition fee waived of $425 per person. He asked the council for some direction on grants to apply for and look into. They were told at the class that we probably wouldn’t have much luck in receiving a grant for the wastewater project because it is already started and underway. They will look into grants for street signs, an after school program similar to Montpelier’s and something available for updating equipment.

 

The employee policy is out of date for the per diem rates for those that are travelling for training. Councilmember Matt Argyle made the motion to update our employee policy to whatever the going rate is of the IRS for both meals and mileage. Councilmember Glenn Hunter seconded the motion. All were in favor and the motion carried.

 

Councilmember Joe DeClark suggested that the City look into putting a bid out for a business to mow the City Park for the summer. That way they will use their own equipment and have insurance, etc. If this is something the City would like to pursue, he and councilmember Ada DeClark will discuss it further and look into it.

 

Councilmember Matt Argyle suggested that Ferrel Dilworth look into implementing the Enhanced 911 service in the City as it is being implemented into the county. He recommended that he speak with Lori Haddock at the county more about the service and also look into a grant for updating the City Shop to being more economically efficient.

 

Police Report:   Officer Skinner has made 47 contacts for the month of December.  Applications have been handed out for the Police Chief position and the job will close on the 15th of the month followed by interviews of the applicants.

 

Maintenance report:   Doug Thompson gave his report for the month of December stating that he met with the circuit writers of IRWA, sent the EPA letter, ordered chlorine, plowed the snow and is on his second load of sand. He shutoff water at two locations, cleaned up around the fire station, put away Christmas lights and replaced the engine heater in the snow plow.

 

Office Report:   Clerk Smith reported that there are 17 delinquent water and sewer accounts for the month of December.

 

The chair entertained a motion from councilmember Matt Argyle that the council adjourn from the January 2014 council meeting at 8:10 pm. Councilmember Glenn Hunter seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

December 10, 2013 Council Minutes

January 8th, 2014

December 10, 2013

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mayor Bob Van Cleave, Ferrel Dilworth

 

Meeting called to order:  7:00 pm                            Invocation:  Councilmember Gary Thompson

 

The chair entertained a motion from councilmember Gary Thompson that the council accepts the published agenda.  Councilmember Matt Argyle seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the November 12, 2013, regular council meeting were read. The chair entertained a motion from councilmember Joe DeClark the council approve the minutes as read. Councilmember Gary Thompson seconded the motion.  All were in favor and the motion carried the council.

 

Keller Associates sent a monthly progress report to councilmembers on the wastewater project. Taylor Construction has shut down construction for the winter and will resume in the spring as soon as they are able, which will hopefully be in May. The last construction meeting was held on November 21st.

 

Ferrel Dilworth came before the council to discuss some emergency awareness options. He would like for the City to have sandbags on hand to be better prepared for flash flood prevention in the spring. If the bags are filled with sand, they need to be kept inside a building and off the ground so they don’t deteriorate. Councilmember Joe DeClark made the motion for the City to get as many bags as we can to store in the fire station and can be filled at a later time. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried.

 

There is a grant writing class on December 16-17 in Meridian. The cost is $425 per person. The Mayor would like to go and learn to see if there are any grants out there to get to help alleviate the costs of our wastewater project and to see if there are any other grants out there that the City could use. Councilmember Ada DeClark made the motion to send 2 people to the grant writing class with expenses paid. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried.

 

Officer Skinner has announced his retirement at the end of the year after serving for 11 years with the City. Mayor Bob would like there to be an advertisement placed in the News Examiner, Caribou Sun, Idaho State Journal and on the radio for his position. Applications will be accepted through January 15, 2014. We will hold a simple retirement open house for Officer Skinner on January 17, 2014, to recognize him for his service.

 

Councilmember Matt Argyle made the motion to give a Christmas bonus to each employee in the amount of $175.00. Councilmember Ada DeClark seconded the motion. All were in favor and the motion carried.

 

Councilmember Matt Argyle would like the council to consider purchasing a router for the City Hall, which would be setup with a password, to have available for councilmembers during council meetings.

 

Police Report:   Officer Skinner has made 42 contacts for the month of November.

 

Maintenance report:   Doug Thompson gave his report for the month November stating that he worked with Taylor Construction until they shut down for the winter, dug one grave, decorated the park with Christmas lights, sent the EPA letter, got the sander on the truck, got the plow ready, sent water waivers to DEQ for his monthly testing schedule and got the chlorinator building ready for the winter.

 

Office Report:   Clerk Smith reported that there are 14 delinquent water and sewer accounts for the month of November.

 

The chair entertained a motion from councilmember Ada DeClark the council approve checks and vouchers for the month of November 2013 in the amount of $10,254.53 in the general fund,  $5,660.45 in the water fund, $11,969.65 in the sewer fund with all funds totaling $27,884.63. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the December 2013 council meeting at 8:30 pm. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

Council Minutes – November 12, 2013

December 12th, 2013

November 12, 2013

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mable Whitmore, Eric Dursteler with Forsgren Associates, Matthew Hill & Kyle Jones with Keller Associates

 

Meeting called to order:  7:05 pm                            Invocation:  Council President Joe DeClark

 

The chair entertained a motion from councilmember Matt Argyle that the council accepts the published agenda.  Councilmember Ada DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the October 1, 2013, regular council meeting were read. The chair entertained a motion from councilmember Gary Thompson the council approve the minutes as read. Councilmember Ada DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Matthew Hill from Keller Associates came before the council to give a report on the wastewater project. He stated that the Land Application Permit has been finalized by DEQ and that we should have a permit handoff meeting in the spring. The old lift station has been de-commissioned and Taylor Construction is working on the winter storage of the lagoons and they will continue working until it snows and then they will resume construction in the spring. Keller’s will prepare a letter of intent for our next meeting for a pipe/valve replacement grant. Council President Joe DeClark informed the council that the direction of the wheel lines will be changing from the original plan and that Troy and Kristie DeClark’s home has had new carpet installed in their basement and damages have been repaired from the sewer backup during the connection process of the new lines.

 

Kyle Jones of Keller Associates also spoke to the council about applying for a LHTAC Grant to improve 100 West Street. The application is due on December 2nd and it will work right into our Transportation Study performed by Forsgren Associates. The City can only apply for one LHTAC application per year and we had discussed interest in applying for street signage earlier this year. It was decided that we should go ahead and apply for the grant to improve the streets first and then try for the street signage grant next year. Councilmember Matt Argyle made the motion to approve the Mayor to sign the grant application for the streets. Councilmember Ada DeClark seconded the motion. All were in favor and the motion carried.

 

The property right of way on 4th Street discussion will be tabled until the next meeting in December.

 

The Country Corner is currently paying for two separate water and sewer hookups even though there is only one line to both buildings. Councilmember Ada DeClark made the motion to charge the Country Corner and Juanita Wanner for only one hookup because there is only one line and one owner to both buildings. If in the event there becomes two owners for the buildings then the City will charge for two lines and revisit the issue. Juanita’s account will receive a credit as of the date both accounts were turned on and will only be charged on one account. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried.

 

The Christmas Park Lighting Event will be held on December 2nd at 6:00 pm. Clerk Smith will be out of town that night so Councilmember Ada DeClark will make food arrangements with the Country Corner and will get everything set up for the evening. Clerk Smith will order some 3-D glasses for the kids to use at the event, makeup flyers for the kids at Georgetown Elementary and Doug will replace lights as needed.

 

Councilmember Matt Argyle would like to set aside money in the budget to add a new man door to the City Shop for next year.

 

Councilmember Ada DeClark announced that the Ambulance Service will be having a winter fundraiser in their building in town for new repeaters and she would still like to donate $2,500.00 for the cause.

 

Police Report:   Officer Skinner has made 53 contacts for the month of October.

 

Maintenance report:   Doug Thompson gave his report for the month of October stating that he has torn down the old lift station, the power company had the wrong account turned off, but that has been straightened out. He has gotten the truck ready for winter and has applied for renewals on the water waivers. He shutoff water and sewer services at one location, sent out the EPA letter and has kept up with the regular testing samples. The sludge has been removed from the construction site and he continues to work with Keller Associates and Taylor Construction on the wastewater project.

 

Office Report:   Clerk Smith reported that there are 10 delinquent water and sewer accounts for the month of October. She has a conflict with the next council meeting and will be out of town and has proposed that the next council meeting be held on the 10th of December.

 

The chair entertained a motion from councilmember Matt Argyle the council approve checks and vouchers for the month of October 2013 in the amount of $15,695.95 in the general fund,  $6,113.84 in the water fund, $369,118.47 in the sewer fund with all funds totaling $390,928.26. Councilmember Ada DeClark seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the November 2013 council meeting at 8:55 pm. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

October 1, 2013 – Council Minutes

November 13th, 2013

October 1, 2013

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mayor Bob Van Cleave, Mable Whitmore, Marty Nate

 

Meeting called to order:  7:00 pm                            Invocation:  Councilmember Ada DeClark

 

The chair entertained a motion from councilmember Gary Thompson that the council accepts the published agenda.  Councilmember Ada DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the September 3, 2013, regular council meeting were read. The chair entertained a motion from councilmember Matt Argyle the council approve the minutes as read. Councilmember Joe DeClark seconded the motion.  All were in favor and the motion carried the council.

 

The wastewater project is moving along smoothly. The fence surveyors have been out and are installing a fence along the property line. There are cattails around the area that will need to be burned down versus uprooting them. Taylor Construction has been working on the gravity sewer line and the Biosolids Management Plan has been reviewed by DEQ. The next construction meeting will be held on October 24th between the engineers, contractors and city.

 

Councilmember Ada DeClark made the motion to set June 28, 2014, as the date for next year’s Twin Creek Days Celebration. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried. Marty Nate will remain in charge of the Twin Creeks Committee and will inform the council about assignments as the date gets closer. Marty also asked the council to consider making a donation to the Bear Lake Senior Citizen Center. Councilmember Ada DeClark made the motion to donate $300.00 to the Bear Lake Senior Citizen Center. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried. Marty mentioned that the City still has funds of about $750.00 for the Northern Bear Lake Valley Foundation that was received as a grant from the Union Pacific Railroad that she would like to be used to make a plaque.  Marty reminded the council that the Comprehensive Plan for the City needs to be looked at updating because it was last done about 7 or 8 years ago and needs to be redone every 10 years.

 

Ferrel Dilworth would like to speak to the council about emergency awareness within the City. He had something come up last minute and will be coming to the meeting in November instead.

 

Police Report:   Officer Skinner has made 40 contacts for the month of September.

 

Maintenance report:   Doug Thompson gave his report for the month of September stating that he has been finishing up with the fiber optics team getting it installed in the city and then he has been working alongside Taylor Construction on the wastewater project. He has attended meetings with Taylor Construction and Keller Associates about construction on the project.

 

Office Report:   Clerk Smith reported that there are 18 delinquent water and sewer accounts for the month of September. She notified the council that she will be out of the office on October 8th for PERSI training in Pocatello. She also notified them of the need to upgrade the copier machine because with the wastewater project there has been a need for scanning documents and the current copier and scanner isn’t capable of being used with the updated computer. She has spoken with Larry of Directive Data to find a printer that will work with his software program for the water and sewer billings. She would like to combine all of the equipment into one machine. Councilmember Ada DeClark made the motion to upgrade the copier into a copier/scanner/printer up to $500.00. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried. She also asked the council to consider changing internet providers because there have been large files sent through the email that needed to be downloaded and reviewed quickly but after trying for over an hour at the office she was unable to download the needed files because of the slow internet service at the city hall. Councilmember Ada DeClark made the motion to change internet service to Digis or Direct Communications satellite service from CenturyLink DSL. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried.

 

The chair entertained a motion from councilmember Ada DeClark the council approve checks and vouchers for the month of September 2013 in the amount of $10,953.60 in the general fund,  $7,368.71 in the water fund, $17,509.98 in the sewer fund with all funds totaling $35,832.29. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the October 2013 council meeting at 8:15 pm. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

Council Minutes – September 3, 2013

October 3rd, 2013

September 3, 2013

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mayor Bob Van Cleave, Glenn Hunter, Keller Associates representative Matthew Hill

 

Meeting called to order:  7:00 pm                            Invocation:  Councilmember Ada DeClark

 

The chair entertained a motion from councilmember Matt Argyle that the council accepts the published agenda.  Councilmember Ada DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the August 6, 2013, regular council meeting were read. Councilmember Joe DeClark said it needed to read per person after $16.00 per month for the new life insurance. The chair entertained a motion from councilmember Joe DeClark the council approve the minutes as read with changes. Councilmember Ada DeClark seconded the motion.  All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark for the council to move into Public Hearing for the purpose of accepting the proposed budget for Fiscal Year 2013-2014 under the direction of City Auditor, Gary Teuscher. Councilmember Gary Thompson seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes. The floor was then opened for public comment either verbally or by written notice. The office did not receive any written comment about the proposed budget and no one came forth to offer their opinion about the budget. The chair entertained a motion from councilmember Matt Argyle for the council to close the public hearing and move back into the regular meeting. Councilmember Joe DeClark seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes. The council entertained a motion from councilmember Ada DeClark for the council to accept the proposed budget for Fiscal Year 2013-2014. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried the council.

 

The appropriations ordinance listed as Ordinance #85, for Fiscal Year 2013-2014, was read in its entirety by Clerk Smith. The chair entertained a motion from councilmember Ada DeClark to accept the new ordinance. Councilmember Matt Argyle seconded the motion and a roll call vote was taken and is as follows: Matt – yes, Ada – yes, Joe – yes, Gary – yes.

 

There is a person interested in purchasing the old L&M Market. He would like to know if it is possible to add a living quarters inside of the building. He eventually wants to open it into a small grocery store and be able to sell fuel in the future. The council expressed that there would be no problems if he wanted to build inside the building and live in it with how it is zoned.

 

Matthew Hill, representing Keller Associates, came before the council to give an update on the wastewater project. He said that there will be construction meetings between their office and Taylor Construction every week for the first part of the project and then move into every other week as the project progresses. Taylor Construction has been submitting lists of materials to be used on the project to Matthew and he has approved almost all materials needed. They are estimating that the sewer line will be set up and have people start using it in about 45 days and will be able to stop using the lift station.

 

Councilmember Joe DeClark reported that Taylor Construction has hooked up their trailers to water and sewer to use while they are constructing the sewer line and that the City shouldn’t charge them. Doug has also sent a portable toilet and garbage can to their construction site for use during the project.

 

Councilmember Matt Argyle had to get a new bid for the garage door to the City Shop because there was a miscommunication about the size of the door needed. He said there will be a need for adding vinyl to the front of the shop, which will be next year’s project. He looked into security cameras to be installed around City Hall and found lots of different packages he just needs to know which package the council is interested in. Mayor Bob told him to look into a system that includes a motion light and will work in -50° weather and can stand up to 100 mph winds.

 

Police Report:   Officer Skinner has made 43 contacts for the month of August.

 

Maintenance report:   Doug Thompson gave his report for the month of August  and thanked Councilmember Joe DeClark for his help throughout the month with all of the water leaks throughout the City. He has been doing lots of marking for DigLine this month for the fiber optics and the new sewer system. The fiber optics is almost finished in town, they just have the main boxes to install at the post office and on the corner of Main and 4th Street. He is helping Taylor Construction to get the sewer lines ready to be installed and had to replace a pump to the lift station. He is working on abandoning the water line on the corner of Dunford’s Repair.

 

Office Report:   Clerk Smith reported that there are 19 delinquent water and sewer accounts for the month of August.

 

The chair entertained a motion from councilmember Ada DeClark the council approve checks and vouchers for the month of August 2013 in the amount of $8,741.05 in the general fund,  $5,772.71 in the water fund, $21,033.17 in the sewer fund with all funds totaling $35,546.93. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the September 2013 council meeting at 8:10 pm. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

City Council – August 6, 2013

September 6th, 2013

August 6, 2013

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mayor Bob Van Cleave, Marty Nate, Gary Teuscher, Mable Whitmore, Forsgren Associates Eric Pursteler

 

Meeting called to order:  7:05 pm                            Invocation:  Council President Joe DeClark

 

The chair entertained a motion from councilmember Gary Thompson that the council accepts the published agenda.  Councilmember Matt Argyle seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the July 2, 2013, regular council meeting were read. The chair entertained a motion from councilmember Joe DeClark the council approve the minutes as read. Councilmember Matt Argyle seconded the motion.  All were in favor and the motion carried the council.

 

Marty Nate representing the Twin Creek Days Committee reported that they stayed right on budget this year! She asked if anyone had any suggestions or changes that they would like to make for next year. Councilmember Ada DeClark said that she would like to add a game of having a pool of rubber ducks and a dog will jump in and pick out one duck and the number on that duck wins the prize.

 

There was a possible attempted break in around the end of July to the City’s fuel tanks. Councilmember Matt Argyle will look into what it would cost the City financially to install security cameras around the premises of City Hall and bring back to the next council meeting. It would be in the best interest of the City given the vandalisms that have occurred in the past to the pop machine, portable toilets and now with recent events.

 

Councilmember Matt Argyle has looked into the cost of having a shed to cover just the backhoe and also prices of having a bigger shed to cover the backhoe and other city equipment. There was discussion about the possibility of building an actual shed versus using a carport shed. Matt will get prices on building a shed and speak with representatives from the Georgetown Irrigation Company about how much they are willing to spend towards a shed and how permanent they want the building to be before the next meeting.

 

Councilmember Matt Argyle had two bids prepared for the City Shop Garage Doors from A-1 Insulation and Gundersen’s True Value. He said after looking further into the project that there would be a need for an electrician to come and run electricity to the shop for the installation of the new doors. Both of the bids received are comparable. Councilmember Joe DeClark made the motion to accept the bid at Gundersen’s True Value for the materials and Rick Merritt performing the labor with the ¾ HorsePower Opener. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried.

 

Clerk Smith presented the council with brochures from NCPERS – a voluntary Life Insurance program offering open enrollment to all authorized agents. The NCPERS Program works in relationship with PERSI. The cost of this program is $16.00 per month, per person and is available to all employees, including councilmembers and the Mayor. There are no medical exams required; members only need to be actively at work for the insurance to become effective for members and eligible dependents. Only interested employees need to participate. Councilmember Matt Argyle made the motion to enroll in the NCPERS voluntary life insurance program for $16.00 a month per person. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried.

 

There is a preconstruction meeting scheduled for August 13th at 10:00 am here at City Hall with Keller’s and Taylor Construction to set the guidelines for construction on the wastewater project. The Notice of Award and loan documents to increase the amount of the loan has been signed by the Mayor and sent to the necessary applicants.

 

Councilmembers engaged in a budget workshop with City Auditor, Gary Teuscher, for the 2013-2014 Fiscal Year. Gary Thompson made the motion to have the City pay life insurance for all City employees, including Councilmembers and Mayor, at $16.00 a month per person. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried. Councilmember Matt Argyle made the motion to give City employees Doug Thompson and Lynette Smith a 3% raise for the fiscal year. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried. Councilmember Matt Argyle made the motion to increase the amount paid to Doug Thompson for health insurance to $500.00 per month. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried. Councilmember Joe DeClark made the motion to make an extra $10,000 principal payment on the water loan. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried.

 

Police Report:   Officer Skinner has made 51 contacts for the month of July.

 

Maintenance report:   Doug Thompson gave his report for the month of July stating that he has been extremely busy this month! He helped get everything ready for the Twin Creeks celebration, has done lots of nitrate testing at the well and spring and will need to test for lead and copper at 10 houses later this summer or into the fall. He has been working with the CenturyLink Fiber Optic team helping them to avoid hitting water and sewer lines during their installation and that has taken a lot of his time and sanity this month!

 

Office Report:   Clerk Smith reported that there are 15 delinquent water and sewer accounts for the month of July. She also notified councilmembers of the upcoming election. The candidate filing period opens on August 26th and closes on September 6th. Interested candidates can pick up paperwork at the City Hall during normal business hours.

 

The chair entertained a motion from councilmember Ada DeClark the council approve checks and vouchers for the month of July 2013 in the amount of $12,110.38 in the general fund,  $44,495.70 in the water fund, $29,232.78 in the sewer fund with all funds totaling $85,838.86. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the August 2013 council meeting at 9:30 pm. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

Council Minutes – July 2, 2013

August 27th, 2013

July 2, 2013

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Mayor Bob Van Cleave, Mable Whitmore, Mike Jaglowski of Keller Associates

 

Meeting called to order:  7:00 pm                            Invocation:  Mayor Bob Van Cleave

 

The chair entertained a motion from councilmember Matt Argyle that the council accepts the published agenda.  Councilmember Joe DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the June 4, 2013, regular council meeting were read. The chair entertained a motion from councilmember Joe DeClark the council approve the minutes as read. Councilmember Ada DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Mike Jaglowski, of Keller Associates came before the council to give a formal update on our wastewater project. At the Bid Opening meeting it was decided to award the construction bid to Taylor Construction because of their work history and because they were the low bid amount. Even with them being the low bid amount, their bid was still over our allotted amount from our construction loan from DEQ. Mike will work in conjunction with City Attorney, Adam McKenzie, and Tim Wendlund of DEQ to see about increasing our loan amount. Councilmember Joe DeClark made the motion to accept the funding package provided by DEQ to accompany the cost increase of the bid amount and to accept the bid by Taylor Construction as it was opened, also, the councilmembers give authority to the Mayor to review the notice of award with Council President Joe DeClark, and to sign the Notice of Award before the next meeting.  Councilmember Ada DeClark seconded the motion. All were in favor and the motion carried. Councilmember Matt Argyle made the motion to also give authority to Joe DeClark to execute the construction documents and sign the associated documents if in the absence of the Mayor. Councilmember Ada DeClark seconded the motion. All were in favor and the motion carried.

 

Once in a while, Doug needs help in the summer time to get everything done and to relieve some of the pressure from him. He said it would be helpful to have someone to help him when he needs to install new water and sewer lines. It was decided that Doug would continue to use Bryce Thompson, on the rare occasion that he would need some help. The City will pay Bryce $15.00 per hour and use him on an as needed basis.

 

Mable Whitmore representing the Twin Creeks Days Committee, finalized assignments for the day with councilmembers. The City will continue to do the luncheon at $1.00 per person. Juanita Wanner of the Country Corner will help councilmembers serve the sandwiches. Ada will order 270 sandwiches from Broulim’s and get the signs ready to be put up. Doug will get the barriers to block the streets, sand for the treasure pool and a new flag for the opening ceremony.

 

Councilmember Matt Argyle had two bids prepared for the City Shop Garage Doors from A-1 Insulation and Gundersen’s True Value. Mayor Bob would like to check with Adam about if we need to open the job to accept bids or if we can just select from the two we have. Clerk Smith will report back at the next meeting so we can make a decision and get the doors installed before this winter.

 

Police Report:   Officer Skinner has made 63 contacts for the month of June.

 

Maintenance report:   Doug Thompson gave his report for the month of June stating that he turned on water and sewer services at 1 location, sent in 6 water samples for the month which was required by DEQ, he went to school and marked some locations for DigLine. He attended the bid meeting with Keller Associates, attended another class and got asphalt laid in the front of City Hall and on 5th Street. His samples for the month have tested good. He installed water and sewer lines for the two new homes for Trenton Morrell and Hadley Wright. He has mowed and watered the park and cemetery and also dug one grave and got the service truck fixed. Doug asked the council to receive two weeks of paid vacation that he was unable to take throughout the year. Councilmember Matt Argyle made the motion to approve paying Doug for his two weeks of vacation time. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried the council.

 

Office Report:   Clerk Smith reported that there are 17 delinquent water and sewer accounts for the month of June.

 

The chair entertained a motion from councilmember Joe DeClark the council approve checks and vouchers for the month of June 2013 in the amount of $11,134.24 in the general fund,  $5,792.50 in the water fund, $15,784.56 in the sewer fund with all funds totaling $32,711.30. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the July 2013 council meeting at 8:45 pm. Councilmember Joe DeClark seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk

Council Minutes – June 4, 2013

July 23rd, 2013

June 4, 2013

 

Those Present:  Matt Argyle, Ada DeClark, Joe DeClark, Clerk Lynette Smith, Doug Thompson, Gary Thompson, Mayor Bob Van Cleave, Mable Whitmore, Juanita Wanner, Caden Collins, Ron Alleman, Forsgen Associates  – Eric Dursteller and Aaron Swenson

 

Meeting called to order:  7:00 pm                            Invocation:  Councilmember Gary Thompson

 

The chair entertained a motion from councilmember Ada DeClark that the council accepts the published agenda.  Councilmember Joe DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Minutes from the May 7, 2013, regular council meeting were read. The chair entertained a motion from councilmember Gary Thompson the council approve the minutes as read. Councilmember Joe DeClark seconded the motion.  All were in favor and the motion carried the council.

 

Juanita Wanner is the new owner of the Country Corner. She has plans to open a convenience store first and then would like to eventually open into a café. She will be open from 5:00 am to 8 or 9:00 pm. She would like to sell beer and tobacco and is planning to install a walk-in cooler, with the entrance being from the kitchen, so that she can stock pop and ice from the inside. She will also have an ice machine, pop machine and would like to try and get a RedBox DVD machine. She is hoping to be open by July 1st.

 

Our supplier, Glenn Hunter, for the pop machine has retired. We have options of purchasing the pop from Leonhardt’s in town and we would increase our selling price, or we could order a month’s worth of product at a time from Glenn’s daughter, who also works for Pepsi in Logan, or we could let the only business in town have the pop machine and not try to compete or take customers away from the Country Corner. Councilmember Matt Argyle made the motion to not maintain the pop machine anymore and to let the Country Corner receive that business. Gary Thompson seconded the motion. All were in favor and the motion carried.

 

Caden Collins approached the council with his ideas for his Eagle Scout project stating that he has helped to mark all of the corners for where the mulch is to be laid out and he will also help to lay the mulch in the playground area.

 

Keller Associates sent a letter updating the council on the progress that has been made within the last month of the wastewater project. We have received the OK from DEQ to go ahead with our plans and we will be opening the bids that have been submitted by contractors to perform the construction of the wastewater system on Friday, June 7th at Noon.

 

Forsgren Associates representatives Aaron Swenson and Eric Dursteller came before the council to give a final report on their findings from the highway study. They presented books to the council with full detail of the study and went through multiple pages with the council. They talked about many grants that are available right now through the LHTAC for new signs and capital road improvements. They will help us with applying for these grants and suggested to apply for the sign grant first to get on board with the County’s 911 Enhanced Service.

 

Mable Whitmore, representing the Twin Creeks Committee informed the council of the plans for that day and to give final assignments. Councilmember Ada DeClark will help to be in charge of the luncheon and Mayor Bob will speak to Juanita about her willingness and interest in helping with the luncheon. Matt Argyle will find someone to be in charge of the treasure hunt; Gary Thompson will be over the advertising and Joe DeClark will oversee the treasure pool.  Twin Creeks is approaching quickly on July 20th.

 

Police Report:   Officer Skinner has returned to work and has made 37 contacts for the month of May.

 

Maintenance report:   Doug Thompson gave his report for the month of May stating that he had to resample his water samples for coliform and he’s certain that the change in the water was from the flushing out the hydrants and shutting down the water system. He has spotted a couple of hydrants with troubles that may need to be replaced in the near future. He met with Keller’s during the pre-bid meeting for the sewer system and his sewer samples have tested good and he has sent his EPA letter updating them for the month. He mowed and trimmed the cemetery to get it ready for Memorial Day and had to fix a riser. He has started to mow along the streets and approved a building permit. He has marked some spots for DigLine and has removed the chains and plow from the dump truck. He got a bid for a new Garage Door on the City Shop from Gundersen’s for the materials and Rick Merritt for the labor of installing the door. The bid is for a door with a motor that comes with a lifetime warranty and installation of a man door. He will get one other bid to compare with for the next meeting.

 

Office Report:   Clerk Smith reported that there are 12 delinquent water and sewer accounts for the month of May. She also reported that Hewlett Packard is offering City affiliates a discounted rate on products, if anyone is interested. Also, Alex Kadar, owns a home and is not living in it right now. He would like to have the water turned on to be able to have Ron Alleman maintain his yard to water it and keep it looking nice. Councilmember Joe DeClark made the motion to allow Alex to have his water only, turned on and to treat his account like a pasture and charge him only for the water services during the months that he uses the water. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried.

 

The chair entertained a motion from councilmember Matt Argyle the council approve checks and vouchers for the month of May 2013 in the amount of $8,667.52 in the general fund,  $5,884.09 in the water fund, $16,028.16 in the sewer fund with all funds totaling $30,579.77. Councilmember Gary Thompson seconded the motion. All were in favor and the motion carried the council.

 

The chair entertained a motion from councilmember Ada DeClark that the council adjourn from the June 2013 council meeting at 8:30 pm. Councilmember Matt Argyle seconded the motion. All were in favor and the motion carried the council.

 

Respectfully submitted,

 

Lynette Smith, City Clerk