2. CONSIDER APPROVAL OF AND CONSENT TO THE MAYOR S PROPOSED APPOINTMENTS OF INDIVIDUALS TO THE PLANNING COMMISSION

Transcription

1 CLEARFIELD CITY COUNCIL AGENDA AND SUMMARY REPORT February 13, 2018 POLICY SESSION Meetings of the City Council of Clearfield City may be conducted via electronic means pursuant to Utah Code Ann as amended. In such circumstances, contact will be established and maintained via electronic means and the meetings will be conducted pursuant to the Electronic Meetings Policy established by the City Council for electronic meetings. City Council Chambers 55 South State Street Third Floor Clearfield, Utah 7:00 P.M. POLICY SESSION CALL TO ORDER: OPENING CEREMONY: APPROVAL OF MINUTES: Mayor Shepherd Councilmember Thompson November 28, 2017 Work Session ember 5, 2017 Work Session January 9, 2018 Policy Session January 23, 2018 Policy Session SCHEDULED ITEMS: 1. OPEN COMMENT PERIOD The Open Comment Period provides an opportunity to address the Mayor and City Council regarding concerns or ideas on any topic. To be considerate of everyone at this meeting, public comment will be limited to three minutes per person. Participants are to state their names for the record. Comments, which cannot be made within these limits, should be submitted in writing to the City Recorder at The Mayor and City Council encourage civil discourse for everyone who participates in the meeting. Comments pertaining to an agenda item that includes a public hearing or public input should be given as that item is being discussed during the meeting. 2. CONSIDER APPROVAL OF AND CONSENT TO THE MAYOR S PROPOSED APPOINTMENTS OF INDIVIDUALS TO THE PLANNING COMMISSION BACKGROUND: Ron Jones and Steve Parkinson recently resigned as members of the Planning Commission creating vacancies for two regular members. Karece Thompson was serving as an alternate member; however, after the 2017 municipal election is now serving on the City Council creating a vacancy for an alternate position. Mayor Shepherd and the City Council conducted interviews for the Planning Commission vacancies during work session on January 23, Mayor Shepherd recommends appointing Mallory Baudry, alternate member, and Levi Lloyd to fill the regular member vacancies and Nicole Bigelow and Ruth Jones to serve as alternate members.

2 RECOMMENDATION: Approve and consent to the Mayor s appointment of Mallory Baudry as a regular member of the Planning Commission with a term expiring in February 2023; Levi Lloyd as a regular member of the Planning Commission with a term expiring in February 2020; Nicole Bigelow as an alternate member of the Planning Commission with a term expiring February 2023; and Ruth Jones as an alternate member of the Planning Commission with a term expiring February 2022; and authorize the Mayor s signature to any necessary documents. 3. APPROVE THE APPOINTMENT OF SUMMER PALMER AS THE ASSISTANT CITY MANAGER 4. APPROVE THE APPOINTMENT OF SPENCER BRIMLEY AS THE COMMUNITY DEVELOPMENT DIRECTOR 5. FINANCIAL UPDATE COMMUNICATION ITEMS: Mayor s Report City Council Reports City Manager s Report Staff Reports **ADJOURN AS THE CITY COUNCIL** Dated this 7 th day of February, /s/nancy R. Dean, City Recorder The City of Clearfield, in accordance with the Americans with Disabilities Act provides accommodations and auxiliary communicative aids and services for all those citizens needing assistance. Persons requesting these accommodations for City sponsored public meetings, service programs or events should call Nancy Dean at , giving her 48-hour notice.

3 CLEARFIELD CITY COUNCIL MEETING MINUTES 6:00 P.M. WORK SESSION November 28, 2017 PRESIDING: Mark Shepherd Mayor PRESENT: Kent Bush Councilmember Nike Peterson Councilmember Vern Phipps Councilmember Tim Roper Councilmember Bruce Young Councilmember STAFF PRESENT: Adam Lenhard City Manager JJ Allen Assistant City Manager Stuart Williams City Attorney Scott Hodge Public Works Director Greg Krusi Police Chief Eric Howes Community Services Director Curtis Dickson Community Services Deputy Dir. Spencer Brimley Development Services Manager Summer Palmer Administrative Services Director Rich Knapp Finance Manager Terrence Jackson IT Manager Trevor Cahoon Communications Coordinator Nancy Dean City Recorder Wendy Page Deputy Recorder VISITORS: Robert Stotts, Eden Bush, Karece Thompson Mayor Shepherd called the meeting to order at 6:00 p.m. DISCUSSION ON THE AWARD OF BID FOR 700 SOUTH 1000 WEST TRAFFIC SIGNAL AND INTERSECTION IMPROVEMENT PROJECT Scott Hodge, Public Works Director, stated recently the City rebid a project to improve 700 South Street from 1000 West to 1500 West, which also included installation of a traffic signal at the intersection of 700 South and 1000 West. He explained when it was previously bid there was only one bidder and the bid for the project was about $1.6 million so the Council determined to rebid the project at a later date. He informed the Council that staff rebid the project and received four bids. He noted the low bidder was Wardell Construction with a bid amount of $1,097,890; a contractor the City had not worked with previously. Mr. Hodge indicated the City engineer had checked references and recommended awarding the bid to Wardell Construction. He acknowledged by rebidding the project the City would save over $500,000 on the project. Mr. Hodge stated the scope of the project would be the removal of the existing asphalt street surface material and replacing it with a new bituminous asphalt material. He continued the 1

4 project also included new concrete curb, gutter and sidewalk on the north side of the road and adding the missing section of curb, gutter, and sidewalk on the south side of 700 South. He added storm drain piping, irrigation piping, culinary water piping would be installed and water meter services and fire hydrants would be replaced in addition to the installation of a traffic signal. Councilmember Peterson asked if the culinary water line would be a 10-inch line. Mr. Hodge confirmed the City would be replacing the 8-inch line with a 10-inch line. Councilmember Bush questioned if the sewer line in the area was in good shape. Mr. Hodge responded it was a 12-inch line and in good shape. Councilmember Peterson asked if there were any issues with property owners that would still need to be worked out. Mr. Hodge answered there were a few properties which extended to the center line of the road; however, the City would not be doing anything with those. He indicated there were two properties on the corner near the intersection that would need to be secured to accommodate the larger radius for the intersection. He noted the City was already working to finalize acquisition and didn t anticipate any problems. Councilmember Phipps wondered if the project would be completed in 90 days. Mr. Hodge confirmed the bid documents stipulated a 90-day timeframe for substantial completion of the project but it could take longer to wrap up the project in its entirety. UPDATE ON PARAT TAX PROJECTS Eric Howes, Community Services Director, reviewed the PARAT Tax projects and indicated there could be others added to the list if desired. He noted the Americold mural project was currently not on the list but could be considered as a future project and added to the list for rating. Councilmember Phipps suggested the common area at Mabey Pond could also be considered as a project. Mr. Howes identified the City currently had about $800,000 of park impact fee revenue to spend and so far $200,000 was committed for specific projects which included the Mabey Pond project. He indicated any of the remaining impact fees could be considered as an additional funding source for some of the parks capital projects. Mr. Howes shared the parks capital projects list and indicated PARAT Tax revenue provided an opportunity to help subsidize the financial impact of those projects. He noted voters approved the PARAT Tax in 2014 for ten years and the window for collecting that tax was narrowing. Mr. Howes acknowledged in order for the funding to continue it would need to be on the ballot again in November of He explained it was important to note the City received its first PARAT Tax revenue in April 2015 after the 2014 election but it was two years before the first project funded by the revenue was realized. Mr. Howes updated the Council on the status of the PARAT Tax Phase One projects. He indicated playground equipment installation would be completed by late Spring of

5 Councilmember Bush asked if the Davis School District was still planning to give the City $5,000 towards improvements at Central Park. Mr. Howes responded the funding would come from the Wasatch Elementary Foundation, not the District, and had been promised to the City for improvements at Central Park. Mr. Howes explained Phase Two for PARAT Tax projects was the purchase and installation of a new leisure pool play structure. He reported the project had been designed and bid documents were being prepared. He stated the plan was to install the new pool play structure during the pool shutdown period planned for September 2018 to avoid service interruptions. He indicated Phase Three had potentially been planned as the construction of a BMX bike course and challenge ropes course; however, he indicated the projects would require further discussion and consideration. Councilmember Phipps wondered if Phase Two and Three could overlap. Mr. Howes confirmed it could be managed with overlapping. Adam Lenhard, City Manager reminded the Council that it could prioritize the order of projects as desired other than the playground equipment and leisure pool toy which had already been budgeted. Mr. Howes commented there was not a bad project on the list of potential projects, but the goal would be to utilize the funds for projects with the potential to make the biggest impact so residents could see the benefits of the tax and its use. Councilmember Bush stated signs acknowledging a particular project was funded by the PARAT Tax would be a necessary part of helping residents to understand the impact of the tax. Mr. Howes indicated the signs had been ordered and should be installed at the playgrounds in the near future. Curtis Dickson, Community Services Deputy Director, shared details about the signs design and placement plans. Councilmember Bush questioned if revenue received from the tax was remaining constant or increasing regularly. Rich Knapp, Finance Manager, acknowledged there had been a slight increase to the revenue received since it was first instituted. Mr. Howes explained the 10-year revenue projection for the PARAT Tax was $2,200,000. He indicated after accounting for what was already spent there should be approximately $1,760,000 of projected revenue still available to consider for future projects. He also explained the timeframes associated with making the most impact with the projected revenue. Councilmember Bush asked how much money was anticipated to be received from park impact fees. Mr. Howes responded the City currently had $845,759 in park impact fees. He identified $9,356 was the amount that had been received since the beginning of Fiscal Year He explained some of the money had already been committed to the Mabey Pond project so about $585,759 was still available for qualified projects. Mr. Howes reviewed the score sheet, the instructions, the rating system, and offered to send out the Excel spreadsheet if anyone preferred to use it. He indicated a column had been added to the score sheet to help identify if General Fund (GF) revenue was preferred to be used rather than PARAT Tax revenue. He instructed that if the GF column on the spreadsheet was marked, the project should still be rated and a note added about it. Mr. Howes explained staff would use the ratings of the projects identified by the Council as to be funded by the General Fund to 3

6 prioritize the parks capital projects list. He explained there were 26 projects on the list; however, additional projects could be added if desired. He acknowledged once the score sheets were completed he would compile the data and have a total score for the projects and list them in order from highest to lowest scored projects. Mr. Howes suggested if the completed score sheets were returned by Monday, ember 4, 2017 then he would have the compiled data ready for the Council to review during work session on ember 12, He mentioned the Council was provided with the Parks and Recreation Commission score sheets as well as those completed by the parks maintenance staff for informational purposes. Councilmember Phipps expressed appreciation for having a system to help with ranking the projects but expressed concern with using raw numbers as the weight for prioritizing projects. He continued some process of analytics should be used in addition to the scoring. Mr. Lenhard suggested perhaps there could be a system that rated the top choice. He asked if the Council would like additional time to complete the score sheet. There was a discussion about the review period, the scoring process, creating a priorities list for the funding available, and allowing additional time for site visits and further analysis of the projects. The consensus of the Council was to wait until January of 2018 for the PARAT tax project discussion and the review of scoring sheets. Councilmember Phipps commented he noticed the new pool was not included with the proposed projects. Mr. Howes indicated it was included on a different list which also included the cost estimates for each project that could be referenced during the rating process. He reiterated additional projects to be rated could still be added to the proposed projects scoring sheet. Councilmember Bush commented some of the projects were in existing parks and others would require purchasing property. He wondered if impact fees could be used for land acquisition. Mr. Knapp stated it could be possible, but it would depend upon the level of services provided by the purchase. Mr. Howes stated it would likely necessitate an update to the Capital Improvement Plan which was last updated in late 2011 or early Councilmember Phipps mentioned the first projects on the list were planned for H Street; however, if the property was not acquired then he would not rate the project as high on the priority list because location would be a determining factor for the priority of the project. Mr. Howes responded if projects were rated as a high priority then staff would proceed as directed for the land acquisition. He highlighted each project on the scoring sheet. BMX/Pump Track and Challenge Ropes Courses the northeast corner of H Street was the proposed site and had roughly six acres. The proposed cost for the infrastructure was approximately $150,000; however, there would be additional costs associated with the project: o Property Acquisition o Parking Lot for 18 to 24 stalls costing approximately $110,000 o Restroom cost approximately $65,000 o Equipment Building on site o Staffing 4

7 Councilmember Peterson mentioned the project would generate revenue so it would help with some cost recovery. Mr. Howes indicated there were some companies which would build and run the facility after leasing the property from the City. He continued the lowest lease revenue identified under that scenario was $40,000 annually. He indicated the Council would need to consider whether it wanted to allow staff to operate the facility or contract those services out. Councilmember Phipps noted there would be overhead costs to consider such as potential increases to staffing and liability should the City decide to manage the facility. Mr. Howes suggested the hope was the revenue generated by the facility would cover staff and operation costs. Mr. Howes also suggested there were models that provided the option for the City to lease the facility to a company and then share a percentage of the profits. Councilmember Peterson asked if there were any restrictions associated with the PARAT Tax revenue that would prevent the City from working with a private partner and sharing in the profits. Mr. Lenhard said he was not aware of any limitations. He added State Statute allowed RAP type tax revenue to be donated to private institutions so any limitation was unlikely. Councilmember Bush asked if PARAT Tax revenues could be donated to the Clearfield Arts Foundation. Mr. Lenhard responded he wasn t sure if there was enough revenue coming in to warrant that type of donation but it was allowed. There was a discussion about the cost of operations for a facility that had BMX Pump Track and Challenge Ropes courses as well as what pricing would look like for those wanting to use the facility and whether the price point would limit the facility s use by Clearfield residents. There was consensus from the Council that the fees needed to cover operations. The Council also agreed the items should be the top priority and it was important for the City to perform its due diligence quickly on whether the facility would be feasible. Councilmember Peterson moved to adjourn the work session and reconvene in policy session at 6:57 p.m., seconded by Councilmember Roper. All voting AYE. The work session reconvened at 7:41 p.m. Mr. Howes continued to review the PARAT tax projects: F-35 and Maintenance Area Playground Design - $20,000 Mr. Howes explained he would like to have a playground custom designed as an F-35 and its maintenance area. He stated it would be a unique feature and highlight Clearfield s connection to Hill Air Force Base (HAFB). He continued custom designed playgrounds were made of glass fiber and generally included sound to enhance the experience. He emphasized $20,000 would only cover design; construction would be an additional cost. He suggested the playground could be built near 700 South and South Clearfield Elementary. He acknowledged a custom designed playground was expensive but worth the extra money. 5

8 Disc Golf Course - $10,000 Mr. Howes suggested Island View Park was a great location for a Disc Golf Course. He explained the course could be designed for nine to eighteen holes and the maximum cost would be $10,000. He informed the Council that Disc Golf is a very popular activity. Councilmember Phipps expressed his opinion that Steed Park and Pond were a better option for that type of activity. Mr. Howes commented both Island View Park and Steed Park and Pond were good locations for the amenity but mentioned staff had spoken with someone who designed the amenity who recommended Island View Park as a better location. Councilmember Peterson commented putting nice amenities in problem areas of the City would create better environments and lift neighborhoods. Mr. Howes reported the recreation division would be programming more activities at Island View Park in the future, such as tiny tot soccer, to draw positive activities to the park. He acknowledged that Island View Park experienced more vandalism than any of the other City parks. Steed Pond Trail $50,000 Mr. Howes informed the Council that construction of an asphalt trail around Steed Pond would cost approximately $50,000. He indicated design was a key element of the trail and a master plan would cost about $5,000 to $10,000. Mayor Shepherd asked if there were any grant opportunities the City could pursue for the project. Mr. Howes responded it was a possibility. Councilmember Phipps expressed his opinion that the master plan was a priority for him. Councilmember Bush agreed the master plan was a key element for the project. He expressed concern about using PARAT Tax revenue for just an asphalt trail. Commission and Install art on the Clearfield Community Arts Center (CAC)- $40,000 Mr. Howes indicated the intent was to commission some art for the flat face sections of the CAC to improve the artistic theme for the exterior of the building. He expressed his opinion that it was important to present the right image for the arts and the City s arts programs were continuing to grow. Remodel and Replace the Bicentennial Park Amphitheater - $450,000 Mr. Howes explained the amphitheater at Bicentennial Park was in need of improvements. He expressed a desire to reconstruct the property so the amphitheater became a focal point and a place to hold special events and performances. He indicated the facility in its current condition only provided room for about 300 people but he would like to expand its capacity to host up to 1,000 people. He commented future plans for the Davis County Library in the area could provide a greater opportunity for the City to enhance the facility. Kiwanis Park Basketball and Tennis Courts Rehabilitation - $30,000 Mr. Howes stated the concrete for the basketball court at Kiwanis Park was sound but the backboard needed to be replaced and the court needed to be repainted. He also indicated the tennis court needed to be resurfaced. 6

9 Councilmember Bush asked if there was a plan to remove the playground s rubber fill and replace it with wood chips. Mr. Howes reported there was a plan to do that but it would not likely be in the current budget. Councilmember Phipps asked if the amenities were used enough to justify the expense necessary to improve them. Mr. Howes indicated the $30,000 estimate for improvements might be a little high but he wasn t sure at this point. He indicated the basketball court was used frequently and the Kiwanis tennis court was the best tennis court available in the City other than those found at Clearfield High School. Councilmember Bush commented there might be some funding available through the Kiwanis Club to assist with the improvements. Dog Park at Barlow Park - $50,000 Mr. Howes indicated the initial plans for Barlow Park included a dog park. He said drinking water, fencing, and a few amenities would need to be installed with an approximate cost of $50,000. He stated the City had applied for grants in the past that would cover half of that cost and would continue to apply with the hopes of obtaining some funding assistance. There was a discussion about the best location at Barlow Park for the amenity. It was determined the northern most parcel of Barlow Park might be the best location for the dog park. Refurbish Tennis Courts at Steed Park - $350,000 Mr. Howes informed the Council that the tennis courts at Steed Park were in very poor condition and in need of refurbishing. There was a discussion about the need for the tennis courts given there was another court at Kiwanis Park and whether the courts were better suited for pickleball which had grown in popularity. Skate Park Enhancement $60,000 Mr. Howes explained the Skate Park at Fisher Park was not designed for beginners. He indicated it would be good for the City to enhance the facility with a beginner s course so skaters could learn on an amenity that required less skill. He also commented the amenity would be a draw for bikers as well, expanding the facility s use. Steed Pond Fish Cleaning Station. $20,000, Pavilion additional $15,000 Mr. Howes indicated there was a real need for a fishing cleaning station at Steed Pond. There was a discussion about the location for the amenity. Renovate Existing Buildings and Restrooms at Kiwanis, Island View, and Steed Park - $160,000 Mr. Howes indicated the structures at the various parks were in good shape but the facilities needed to be updated so they would be easier to keep clean and more inviting for patrons. He added the renovation was much more cost efficient than replacing the facilities. Councilmember Bush expressed his opinion that the renovations of the buildings should be funded through the 7

10 General Fund. There was consensus from the Council that the renovations should be funded through the General Fund. Add a Pavilion at the North End of Fisher Park - $85,000 Mr. Howes commented there was nowhere to have a picnic in Fisher Park so a pavilion would be a necessary amenity for that park. Councilmember Phipps commented it would be nice to include the pavilion with the playground and make the park a destination. Add Small Pavilion at the 200 South Park - $15,000 Mr. Howes indicated with the new playground being installed at the 200 South Park there wouldn t be as much room for a pavilion. He expressed his opinion the small pavilion was not the top priority but would be a nice amenity at some point in the future. Councilmember Bush asked if the park was going to need restrooms. Mr. Howes responded there was potential for that need. Develop and Landscape Steed Pond - $300,000 Mr. Howes informed the Council that there was a fence along the south side of Steed Pond that made access to the pond more difficult. He expressed a desire to remove the fence. He stated removing the fence would need to be discussed with the Davis School District but it would maximize access to the south side of the pond. Fish Cleaning Station for Mabey Pond - $20,000, Pavilion additional $15,000 Mr. Howes commented a fish cleaning station was also necessary at Mabey Pond. Councilmember Young asked if there would need to be lighting at the cleaning station. Mr. Howes responded he was not sure but the utilities were available in close proximity to where the cleaning station would be placed. He acknowledged lights would be nice to have. Councilmember Phipps asked if it would be wiser to make improvements at Mabey Pond after decisions had been made for the redevelopment of Mabey Place. Mr. Howes commented it wouldn t hurt to wait until some of those details were worked out. New Restroom at Central Park - $65,000 to $75,000 Mr. Howes proposed a precast concrete restroom would be a nice amenity for Central Park. He commented the restrooms were vandal resistant and most of the utility connections were close to the proposed location. Veteran s Monument at Bicentennial Park - $50,000 Mr. Howes suggested a veteran s monument could be constructed at Bicentennial Park that included a large flag pole with a monument for each branch of the armed forces that reflected the five points of a compass. Councilmember Bush suggested there were people willing to donate toward a veteran s monument. Mayor Shepherd commented there had been a lot of difficulty 8

11 getting donations for the veteran s memorial wall. Councilmember Phipps expressed his opinion that the monument was a top priority. Park Signage Replacement - $7,290 each delivered, $116,640 total Mr. Howes explained staff wanted to replace signs at City parks with something similar to that recently added to the City cemetery. He commented the signs would be high quality, durable, and easy to clean. Councilmember Phipps suggested the replacement of the signs be staggered rather than done all at once. Councilmember Bush suggested the signs should be paid for from the General Fund. Councilmember Phipps suggested the bigger parks needed a nice monument sign but the smaller, pocket parks did not need a sign quite as elaborate. Mayor Shepherd suggested the signs should be uniform throughout the City regardless of the size of the park. Tables, Benches, and Trash Receptacles Mr. Howes suggested the City have a uniform design for the tables, benches, and trash receptacles throughout its parks. Councilmember Bush expressed his opinion the items should be paid for from the General Fund. He also suggested benches should be added along the trails as well. Mr. Howes agreed. Replace Small Pavilions at Island View, Train Watch, Kiwanis, and Bicentennial Parks - $210,000 New football Shed at Fisher Park - $10,000 installed Parking Lot and Restroom at Cornerstone Park Mr. Howes informed the Council that Cornerstone Park was seeing a lot of use especially since the installation of the new playground making parking a problem. He stated it would cost about $110,000 to build a parking lot. He indicated a restroom was needed at that park as well and suggested a prefab concrete restroom would be the best option at an additional cost. Councilmember Phipps asked if there were utilities available in the park. Mr. Howes responded water and sewer were close to the proposed location for the restroom but power was much farther away. Trailside Exercise Equipment - $3,000 to $28,000 depending on which equipment was used Mr. Howes suggested the City could install trailside exercise equipment at its trailheads for the Rail Trail. He stated exercise equipment along trails was becoming quite popular. Councilmember Peterson agreed it would be a good amenity. There was a discussion about the landscaping and maintenance requirements for the areas near the equipment. Mr. Howes added there was a limited number of indoor soccer facilities along the Wasatch front but very high demand. He suggested it might be prudent for the City to look at what would be needed to build or provide such a facility and whether PARAT Tax revenue should be used to 9

12 make it happen. Councilmember Phipps expressed his opinion that an indoor soccer facility would be a great amenity making the City a destination. Councilmember Bush asked if parking was going to be a problem at the 200 South Park with its new swing amenity. Mr. Howes stated there was a place the City could build a parking area if needed. There being no further business to come before the Council, Councilmember Bush moved to adjourn at 9:10 p.m., seconded by Councilmember Peterson. The motion carried upon the following vote: Voting AYE Councilmember Bush, Peterson, Phipps, Roper, and Young. Voting NO None. 10

13 CLEARFIELD CITY COUNCIL MEETING MINUTES 6:00 P.M. WORK SESSION ember 5, 2017 PRESIDING: Mark Shepherd Mayor PRESENT: Kent Bush Councilmember Nike Peterson Councilmember Vern Phipps Councilmember Tim Roper Councilmember Bruce Young Councilmember STAFF PRESENT: Adam Lenhard City Manager JJ Allen Assistant City Manager Stuart Williams City Attorney Scott Hodge Public Works Director Greg Krusi Police Chief Eric Howes Community Services Director Curtis Dickson Community Services Deputy Dir. Spencer Brimley Development Services Manager Summer Palmer Administrative Services Director Rich Knapp Finance Manager Lee Naylor Accountant Terrence Jackson IT Manager Trevor Cahoon Communications Coordinator Nancy Dean City Recorder Wendy Page Deputy Recorder VISITORS: Johnathan Ward Zions Bank, Karece Thompson Councilmember Elect Mayor Shepherd called the meeting to order at 6:00 p.m. DISCUSSION ON CONSIDERING A PARAMETERS RESOLUTION SPECIFIC TO THE ISSUANCE OF DEBT FOR REDEVELOPMENT PURPOSES JJ Allen, Assistant City Manager, introduced Johnathan Ward, Zions Bank Public Finance, and explained the Council recently held a Closed Session wherein staff was directed to explore funding options that could be used for redevelopment purposes. He indicated staff met with Zions Bank Public Finance and bond counsel to discuss the alternatives that would best suit the City s needs. He stated originally it was thought bonding could be initiated through the Clearfield Community Development and Renewal Agency (CDRA) but it was determined bonding through a taxable sales tax revenue bond, as the City, was the preferred option to fund the opportunities given time constraints. He explained the limited number of years available to capture tax increment in Redevelopment Area (RDA) 7 and Redevelopment Area (RDA) 8 was the main reason for the determination as well as insufficient time available to create a Community Reinvestment Area (CRA). 1

14 Jonathan Ward, Zions Bank Public Finance, informed the Council that the CDRA could be the financing mechanism used to sell bonds to investors for City projects. He indicated the advantage for that structure was that the CDRA could lose money relative to redevelopment purposes but cities could not. He reported the bond attorneys were consulted in making a determination that there were enough government purposes associated with the transaction to justify using the City as the issuer of the debt because they specialized in tax law and State bond laws. He indicated the bond attorneys proposed that sales tax revenue bonds would be appropriate for the transaction and provide the quickest result given the fluidity of the proposed transaction. He emphasized the bonds would be taxable because tax law did not allow tax exempt financing for private entities for private use. Mr. Ward explained the proposed parameters resolution for consideration by the Council would provide notice to the public of bonds to be issued that would be published in a newspaper of general circulation two times and set a public hearing date for the Council to receive public comment on the issuance. He continued residents would be given a 30-day window to contest the issuance of debt, which contest period would begin after the date of the second publication of the mentioned notice. He stated the public hearing would be set for a policy session in January He further explained the resolution would also lay out the parameters wherein staff could negotiate financing terms for the debt through a committee as long as those terms fit within the parameters identified by the Council. He indicated the City wanted the bonds to have maximum flexibility regarding prepayment so Zions Bank would be looking for a single buyer willing to meet that parameter rather than putting the bonds out on the public market. He acknowledged the bond market was currently experiencing high supply so investors were not as interested but the January market should improve the viability for the type of financing required by the City for the proposed issuance. Mr. Allen anticipated the issuance of the bonds would most likely occur in February or March. He identified the options available to the City for redevelopment of property purchased with the bond proceeds: The City could sell property to the CDRA at fair market value. The City could sell property to a developer at fair market value and if there was a gap between value and sales price, the CDRA could potentially fill that gap through some of the tools available to it. The City would need to be made whole under the terms of the financing mechanism being used. Councilmember Phipps asked if the bonds would be easily marketable. Mr. Ward commented there was always risk and that was why it was proposed to use sales tax as collateral for investors. He added investors wouldn t be as willing to purchase the bonds if repayment was based on the speculation that development of the area would generate enough tax increment to make the payments. He stated some of the features the City would be looking for, such as a prepayment option, might limit those that would be looking to participate in the transaction. Councilmember Phipps asked if there was a specific dollar amount in mind yet. Mr. Allen said the City would issue debt to purchase properties in a general area, provide for capitalized interest, as well as some operation and possible cleanup of the areas, so staff was recommending 2

15 financing 7.5 million dollars. Mr. Ward anticipated a taxable interest rate between six and seven percent contemplating a 15 year term with an option to prepay the bonds as the properties were sold. He also commented that if some of the properties were sold but there was a lingering piece the 15 year term would give the City additional time to determine how to approach those debt payments. Councilmember Phipps asked for clarification about if any remaining debt after selling pieces of property could be financed over the 15 year term. Mr. Ward explained the City would have to address through the budget process how it meet the debt service. Councilmember Young asked why the City was considering a 15 year term. Mr. Ward responded the term was associated with the City s cash flow and its ability to cover the debt service over a particular period of time. Rich Knapp, Finance Manager, explained the term of the debt service was still flexible in the parameters resolution. Mr. Ward clarified that the maximum number of years for the term of the bonds needed to be declared in the parameters resolution. He stated the City could always reduce the term later just not increase the term above the parameters set by the resolution. He commented a 15 year term appeared to be enough for the City to manage the debt payment. Councilmember Phipps asked if the City prepaid a portion of the debt would the remaining payments be based on the original issue amount or the remaining debt. Mr. Ward explained the bond documents would be set up as to allow the City to determine how those payments would occur. He indicated the City could identify prepayment option through the bond documents such as take the prepayment off the tail end of the bonds or strip a portion off the payment every year to the pay off period. Mr. Allen informed the Council that the parameters resolution would be included for the Council s review in the agenda packet for ember 12, Councilmember Peterson asked what the payment would be annually if the City had to hold the properties for a period of time. Mr. Ward explained the parameters of the transaction included a two year capitalized interest period; therefore, no payments from the General Fund for two years after which the City would need to meet an annual payment of $744,000 on 7.1 million dollars over a 15 year term. Councilmember Phipps asked if the 7.1 million dollars was just a possible maximum amount but the City might not actually end up needing to borrow that amount. Mr. Ward responded that was correct. Mr. Allen indicated the parameters resolution would be written broadly enough to provide flexibility for the City to use the bond proceeds for the acquisition of particular properties as well as other governmental purposes. Councilmember Phipps asked if the funding would be geographically constrained to a particular area. Mayor Shepherd stated it would be anticipated for a particular area but the bonding would not require that stipulation. The consensus of the Council was for staff to move forward with preparation of the parameters resolution. Councilmember Peterson moved to adjourn the work session and reconvene in CDRA work session at 6:23 p.m., seconded by Councilmember Bush. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper, and Young. Voting NO None. 3

16 The work session reconvened at 6:26 p.m. DISCUSSION ON AMENDMENTS TO THE FISCAL YEAR 2017/2018 BUDGET Rich Knapp, Finance Manager, presented amendments to the fiscal year 2017/2018 budget. The amendments included expenses for the Airshow Sponsorship, Americold Mural Project, Better City Redevelopment Plan for Mabey Place, Station Area Plan for Clearfield Station Project, taking the deposit to the bank, and Council compensation. Councilmember Young expressed his concern for budgeting the Americold Mural Project during the current budget year. He suggested it might be more prudent to move the project to the future when the City had a better idea what the development plan was for the Clearfield Station area so that the mural would more fully complement it. He commented the mural alone was not place making. Mayor Shepherd expressed his opinion the mural would enhance Clearfield Station. Councilmember Young agreed the mural would be a positive attraction but questioned the timing for the project. Mayor Shepherd expressed his opinion that the mural was intended to highlight Clearfield rather than a business or development. Councilmember Phipps agreed the City wouldn t want the mural to clash with the Clearfield Station development but he didn t believe that would happen given the scope of work. He did question funding if it were appropriate to fund the project with PARAT (Parks, Arts, Recreation, Aquatics and Trails) Tax revenue. Trevor Cahoon, Communications Coordinator, explained the mural was part of the arts category qualifying if for that revenue, if the Council decided that was the direction it wanted to take. He noted there were other revenues that could fund the project as well. Councilmember Young commented the mural was not currently part of the PARAT Tax prioritization process. There was consensus from the Council that the General Fund was the preferred source of funding for that project. Mayor Shepherd asked if the project was being capped at $20,000. There was a discussion about the cap for the project. The consensus of the Council was to bid the project and then adjust the expense higher later if necessary. There was a discussion about the $80,000 expense to create the Clearfield Station Area Plan. JJ Allen, Assistant City Manager, explained the total cost for the project was projected to be $80,000 with the City and Utah Transit Authority (UTA) splitting the cost equally at $40,000. Councilmember Young suggested it was a good time to review compensation and see if there needed to be any changes. He expressed his opinion that increases to Council compensation should be linked to economic conditions in order to remove any arbitrary considerations. He continued he did not believe the compensation should make people wealthy by serving but rather be enough to encourage people to run for office without creating a hardship for their families. Councilmember Phipps expressed his opinion that running for office was a public service and compensation should only make up for personal financial sacrifices rather than be viewed as a salary. He suggested it might be more appropriate to consider reducing the compensation. He 4

17 expressed his opinion any increases should not be automatic but rather addressed publicly for accountability. Councilmember Young expressed his opinion that compensation was a contractual obligation that obligated public officials to do what was necessary to get the job done. He agreed some individuals would do the work for no compensation but it was appropriate to pay individuals for doing the job. He expressed his opinion tying any increases to the economy was less arbitrary. Mayor Shepherd agreed. There was a discussion about the possibility of increasing the pay. The Council reviewed compensation in other cities throughout Weber and Davis counties. Adam Lenhard, City Manager, suggested the Council consider putting device acquisition, wireless data service and cell phone reimbursements in the compensation package rather than continuing to submit receipts for reimbursement. He commented it was less burdensome for staff and the members of the Council. Summer Palmer, Administrative Services Director, informed the Council it was important to remember that moving the reimbursement to a stipend would make it taxable income. The consensus from the Council was device acquisition was reimbursement for a periodic expense and not to be considered as additional compensation. The Council was comfortable running device acquisition, wireless data service and cell phone allowances through payroll. The Council took a break at 7:10 p.m. The work session reconvened at 7:24 p.m. STRATEGIC PLANNING SESSION FOR THE FISCAL YEAR 2018/2019 BUDGET Mayor Shepherd stated it was time for members of the Council to give direction to staff regarding priorities for the fiscal year 2018/2019 budget. Councilmember Young expressed his opinion the City was doing a good job with long term planning. He commented there were a lot of projects being pursued to improve the livability of the City. He cautioned expanding the project list too much and over extending the City s focus. He recommended the following: Complete the projects being pursued. Continue to pursue excellence and efficiency. Continue to pursue downtown redevelopment. Continue to improve services to residents. Councilmember Bush recommended the following: Build a veterans monument in the City. Amend the nuisance ordinance to more aggressively address unsightly properties. Improve communication with residents about projects the City was funding and seek donations when appropriate, i.e. veterans monument and advertising on ballfield fences. Include beautification as part of the redevelopment process from 800 North to 700 South along State Street. 5

18 Improve the City s Christmas decorations along the business district on the State Street corridor. Councilmember Peterson recommended the following: Stay the course in maintaining a highly motivated and trained workforce. Improve the emphasis on emergency preparedness with a complete overhaul of the Emergency Operations Plan (EOP) that separately addressed the role of professionals, staff and residents. Continue the emphasis on streamlining recreation processes and looking for ways to attract sponsorships to offset rising costs. Conduct an assessment of the recreation facilities and identify funding sources to improve those facilities. Use the PARAT Tax to upgrade recreational facilities and equipment more quickly than currently planned. Make sure the replacement of the equipment shed at Fisher Park is on the Capital Facilities Plan. Facilitate partnerships between community groups like Open Doors, Circles, Hope Church, etc. Create a page on the website that acts as a clearinghouse for information on community programs and groups. Pursue meetings with local legislators and other city councils in the local area. Find ways to work together to improve communities. Amend the land use ordinances to address removing conditional use permits, formalizing the process to enforce site plan requirements, and mitigating negative impacts to neighboring businesses. Continue the publication process for small area plans which would include an education piece regarding density and how it is relative to the discussion. Address the specifics of design standards and how to enforce them maybe by more development agreements. Go after the boldest of all responsible options. Continue pursuing properties along the downtown corridor while being mindful of thresholds for what the budget could sustain. Pursue the ropes or challenge course for the SR 193 area. Analyze costs for State Street corridor beautification by working with Utah s Department of Transportation (UDOT) to address the issues as changes occur. Would love to work on saving the big red church on old Main Street across from the Public Works Shops because of its historical value to the City. Resurrect the Beautification Committee. Councilmember Phipps expressed his passion for Clearfield as his home. He recommended the following: Continue to work on improving the community feel for Clearfield. Continue to work on helping residents feel safe by investing in public safety and emergency preparedness. Continue to pursue development opportunities that make Clearfield City a destination. He pointed to the possibility of building a ropes course with PARAT Tax revenue as an example. 6

19 Complimented the strides to improving communication but believed there was still improvement to be made. Be more aware of the different ways to communicate with all five generations that live within the City. Generate support for and more fully support local businesses. Create opportunities to make Clearfield a destination by using PARAT Tax revenue and other budget revenue for big, bold projects. Pursue building a veterans monument in the City. Continue to capitalize on relationships and opportunities with Hill Air Force Base (HAFB) and its workers. Mayor Shepherd addressed the building of a veteran s monument. He suggested directing staff to budget for the design of a veteran s monument. Councilmember Roper recommended the following: Stay the course on the opportunities currently being pursued. Continue to improve communication with residents and engage their involvement in shaping the course for the City. Simplify ordinances so residents could understand them and know how to remain compliant. The City created the Youth Commission in He expressed a desire to put them to work by finding meaningful ways to put them into action. Meet jointly with the Youth Commission and explore having youth members serve on some of the other City commissions. He commended the quality of the youth stepping up to serve the City. Mayor Shepherd recommended the following: Address the excess gravel issue on some of the City streets. Address removing snow from cul-de-sacs in a quicker timeframe. Address the beautification of the State Street corridor. Facilitate getting the necessary parties together to improve interchange improvements, traffic patterns, and business development and access along 650 North and I-15. More aggressively promoting Clearfield s assets. Continue working to improve Clearfield s image with the outside world. Councilmember-elect Thompson recommended the following: Work toward enticing more corporate restaurants to develop in the City. Create better development opportunities around Clearfield s transportation corridors. Continue to improve public safety employee benefits. Review ordinances and update them appropriately. Pursue a process for the Youth Commission to work with troubled youth. Pursue offering a boxing program for the youth of the community. Create a walkable, plaza feel to the Mabey Pond area. Adam Lenhard expressed his gratitude for the Council s efforts and ideas. He stated staff would work toward addressing the issues as it prepared for budget discussion with the Council. 7

20 There being no further business to come before the Council, Councilmember Bush moved to adjourn at 8:37 p.m., seconded by Councilmember Young. The motion carried upon the following vote: Voting AYE Councilmember Bush, Peterson, Phipps, Roper, and Young. Voting NO None. **The minutes for the CDRA are in a separate location** 8

21 CLEARFIELD CITY COUNCIL MEETING MINUTES 7:30 P.M. POLICY SESSION January 9, 2018 PRESIDING: Mark Shepherd Mayor PRESENT: Kent Bush Councilmember Nike Peterson Councilmember Vern Phipps Councilmember Tim Roper Councilmember Karece Thompson Councilmember STAFF PRESENT: Adam Lenhard City Manager JJ Allen Assistant City Manager Stuart Williams City Attorney Scott Hodge Public Works Director Greg Krusi Police Chief Eric Howes Community Services Director Spencer Brimley Development Services Manager Summer Palmer Administrative Services Director Rich Knapp Finance Manager Trevor Cahoon Communications Coordinator Wendy Page Deputy Recorder EXCUSED: Nancy Dean City Recorder VISITORS: Kathryn Murray, Robert Stotts, McCoy Ferry, Lorene Kamalu Davis County Commissioner Candidate, Janis Zettel, Roy J. Zettel, Devin Prouty, Samuel McGee, Bob Bercher, Harrison Arave, Mike Arave, Julian N Stacy Stevens, Fernando Gonzales, Mauro Sustark, Hugo Bahena, Gina Mallough Kirkland, Kim Zettel, Colette Hadlock, James Cox, Dylan Bahena Dominguez, Giovanni Gonzales Mayor Shepherd called the meeting to order at 7:30 p.m. Mayor Shepherd informed the audience that if they would like to comment during the Public Hearing or Open Comment Period there were forms to fill out by the door. Councilmember Phipps conducted the opening ceremonies and invited McCoy Ferry, Boy Scout, to lead the audience in the pledge of allegiance. 1

22 APPROVAL OF THE MINUTES FROM THE OCTOBER 24, 2017 WORK SESSION, THE NOVEMBER 14, 2017 WORK SESSION, THE NOVEMBER 21, 2017 WORK SESSION, THE DECEMBER 12, 2017 WORK SESSION, AND THE DECEMBER 12, 2017 POLICY SESSION Councilmember Bush mentioned the policy session minutes from ember 12, 2017 on page seven referenced Ms. Christopherson as Mr. and should be updated. Councilmember Phipps moved to approve the minutes from the October 24, 2017 work session, the November 14, 2017 work session, the November 21, 2017 work session and the ember 12, 2017 work session, as written and the ember 12, 2017 policy session, as amended, seconded by Councilmember Peterson. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. RECOGNITION OF JAMES COX FOR PARTICIPATION IN THE USA NATIONALS COMPETITION, DYLAN BAHENA DOMINGUEZ FOR PARTICIPATION IN THE USA NATIONALS AND REGIONAL SILVER GLOVES COMPETITION, AND GIOVANNI GONZALES FOR PARTICIATION IN THE STATE SILVER GLOVES COMPETITION Mayor Shepherd invited Julian N Stacy Stevens, Boxing Coach, with Lights Out Boxing in Clearfield to come forward and highlight the accomplishments of some of its students. Coach Stevens acknowledged three boxers were in attendance, two of which were ranked 8 th in the United States and had only been boxing for a year. He recognized Giovanni Gonzales as winning the State Silver Gloves Award, James Cox as placing in the top ten of the USA Nationals competition, and Dylan Bahena Dominguez for placing in the top ten of the USA Nationals and winning the Regional Silver Gloves competition. Mayor Shepherd and the City Council presented each with a certificate and city pin in appreciation for their hard work and dedication. PUBLIC HEARING TO RECEIVE COMMENT REGARDING (1) THE ISSUANCE OF APPROXIMATELY $7,500,000 OF EXCISE TAX REVENUE BONDS, SERIES 2018; AND (2) ANY POTENTIAL ECONOMIC IMPACT THAT THE PROJECT FINANCED WITH PROCEEDS OF SAID BONDS MAY HAVE ON THE PRIVATE SECTOR JJ Allen, Assistant City Manager explained on ember 12, 2017, the City Council adopted Resolution 2017R-22 announcing the intent to issue and sale not more than $7,500,000 aggregate principal amount of Excise Tax Revenue Bonds, Series He indicated the parameters resolution authorized the bond issuance process under the following conditions: not to exceed $7,500,000, maturity in not more than 25 years, and interest not to exceed 6 percent. He noted the resolution called for a public hearing to provide an opportunity for the public to comment on the proposed issuance and sale of bonds. Mr. Allen stated regarding the sale of the bonds the City only planned to move forward with the issuance if the intended project came to fruition. He specified the funds were planned for land acquisition to redevelop and make infrastructure improvements to the City. He asked if there were any questions from the Council. Mayor Shepherd opened the public hearing at 7:41 p.m. 2

23 Mayor Shepherd asked for public comments. There were no public comments. Councilmember Roper moved to close the public hearing at 7:42 p.m. seconded by Councilmember Bush. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. OPEN COMMENT PERIOD Janis Zettel, resident, stated she had been living in Clearfield for 26 years and had a Volkswagen (VW) beetle in her tree that needed to be addressed. She indicated she had received a code violation notice which instructed there were fourteen days for her to take care of the violation. She said when the officer brought it over she was verbally notified she had seven days to address the issue. Ms. Zettel mentioned receiving the vehicle as a gift from her son. She noted the engine was not good and it sat in her backyard for years. She acknowledged moving the beetle to make room for her motorhome and painting it to look like a lady bug. She explained once it was finished she had a friend help her put it up in her tree where a tree house had previously been located. Ms. Zettel commented the code violation addressed it as an abandoned vehicle; however, she didn t feel it was a vehicle because it didn t work and couldn t be used for transportation. She referred to her vehicle as Lucy and said it was empty and didn t weigh much. She explained Lucy had received supportive notes on social media, a petition of support with over 650 signatures, and many in support of the metal sculpture as art rather than a vehicle. Ms. Zettel wondered what she could do to keep the VW in the tree. She recognized the City was concerned with safety and identified her husband would be speaking more about that topic; however, the object was bolted into the tree. She commented the City arborist said it was not hurting the tree and didn t think it would be a problem. She stated again she would like to know what could be done to keep her bug in the tree because it brought joy to so many. Roy Zettel, resident, stated his comments were regarding the code violation which he had received. He read City Code and responded his wife s art project contained no fluids of any kind that would be a danger to the City. He indicated there were no chemical or material hazards because everything had been removed from the vehicle. He explained the windows and doors were intact and the passenger cab had been sealed so it could not be a habitation for rodents or other vermin. Mr. Zettel noted the car had been painted, clear coated and sealed in addition to the extensive measure of chaining, bolting and securing used to hold it in place in the tree. He expressed his opinion it was in compliance with that section of the Code. He asked if the Council had any questions. He mentioned the second violation was for City Code for a nuisance vehicle parking. Mr. Zettel commented he did not understand how he was in violation since it was a metal art structure which was not on the ground or endangering public safety, but rather mounted 10 feet high in a tree. He referred to the notice of violation instructions requiring the vehicle be removed from the tree. He asked if it was a realistic expectation for the object to be brought into compliance with that code. He noted in order to comply with the second section of the Code, the object would be required to be removed, registered or the owner could apply for a restoration permit for the vehicle. Mr. Zettel responded the car was an antique. He asked if he 3

24 would also need to file for an antique license in order to be in compliance. He expressed appreciation for those who came by and saw the car and talked to them about it. He asked if he would be notified if there was anything that could be done in reference to the code violation. Adam Lenhard, City Manager, stated it had been communicated to him there was a miscommunication on the time frame for the notice rather than fourteen days it was communicated there was a seven day period for compliance. He acknowledged the City would be willing to work with the fourteen day notice time frame and if there was additional time needed to coordinate the removal efforts the City would be willing to work with them. He mentioned the City s position was the object was a junk or nuisance vehicle and the language of the Code was clear. Mr. Lenhard commented the problem had come to the City s attention by way of a complaint along with other probable violations in the area. He explained the Council would not be able to take any further action as it was not an item scheduled for discussion. He noted unless directed otherwise, the City planned to pursue its current course of action. Mayor Shepherd commented the only way to change the course of action was to amend the ordinance which currently clearly defined vehicles and what was permissible. Gina Mallough Kirkland, resident, stated she was part- owner of Clearfield Mobile Home Park which tried to offer affordable housing. She noted the facility had 44 to 54 families at a time living in the trailer park. She indicated her water bill was almost $100,000 per year and was not based on usage but on 166 units. Ms. Kirkland indicated she was being treated unfairly and should only have to pay for the usage. She commented she had brought a copy of her bill and asked if it would be necessary to explain her situation further. Mayor Shepherd asked if she had contacted the utility department. Ms. Kirkland responded she had and staff recommended she come to address the City Council. She expressed her opinion the bill should be between $3,000 and $3,500 per month. Mr. Lenhard recalled this had been an ongoing issue. He explained the fee was based on availability not usage. He requested JJ Allen, Assistant City Manager, get contact information from her so a follow up discussion could be arranged to look at the available options and find a resolution. Colette Hadlock, nonresident, stated she had looked up the definition of vehicle and to be deemed a vehicle it needed to have a method of propulsion. She mentioned the definition of art was protected by the first amendment of the United States Constitution as freedom of speech and expression. She encouraged the City to review definitions for both vehicles and art. Ms. Hadlock commented artists had to start somewhere. She expressed her opinion the Volkswagen was a structure not a vehicle and after the extensive work done to it was no longer operable. APPROVAL OF THE AWARD OF BID FOR THE 300 NORTH WATERLINE IMPROVEMENT PROJECT FROM PACIFIC STREET TO 825 WEST TO SILVER SPUR CONSTRUCTION Scott Hodge, Public Works Director, stated the City recently bid a project to install waterline just west of the railroad tracks heading west beginning at Pacific Street to 825 West. He indicated the 4

25 project included installing a new 12-inch culinary water pipeline which would run parallel to the existing 8-inch pipeline. He explained the additional line would be helpful as the area was still developing to the south. Mr. Hodge noted the City received six bids and the lowest bid was from Silver Spur Construction for a total project cost of $478, He mentioned the City had not worked with Silver Spur Construction in the past; however, the City engineer contacted the references provided with the bid and received favorable comments about projects the contractor had done for other jurisdictions. He stated the engineer was recommending the bid award and asked if there were any questions. Mayor Shepherd confirmed the bid award was $478, and contingency and engineering costs would bring the total project cost to $585,000. Mr. Hodge indicated those amounts were correct. Councilmember Phipps asked what the original budget amount was for the project and if the award would be within budget. Mr. Hodge answered the budget for the project was about the same as the bid with the contingency and engineering fees. He stated there was $650,000 available for the total project. Councilmember Peterson moved to approve the award of bid for the 300 North Waterline Improvement Project from Pacific Street to 825 West to Silver Spur Construction for the bid amount of $478,317.10; approve funding for the bid amount of $478, with contingency and engineering costs of $106, for a total project cost of $585,000; and authorize the Mayor s signature to any necessary documents, seconded by Councilmember Roper. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. COMMUNICATION ITEMS Mayor Shepherd granted Mr. and Mrs. Zettel a reprieve from the fourteen day notice period for the code violation which was issued until the Council could review the City Code and address the issue. He indicated the enforcement would be delayed until after the work session discussion. Councilmember Bush 1. Reported the Clearfield High School Falcons are Fabulous assembly was a positive experience. 2. Joined in the public open house meeting on the 800 North Street Roadway Improvement Project which was held on January 3, 3018 at Doxey Elementary in Sunset. 3. Attended the Utah Taxpayer s Association conference on January 8, Requested the Council discuss as soon as possible during a work session City Code which was mentioned during the open comment period. Councilmember Peterson recognized staff for its efforts during the holidays specifically on Christmas Eve in restoring water to families and keeping the roads plowed. She additionally expressed appreciation to police and fire personnel. Councilmember Phipps recognized the Parks and Recreation Commission had awarded prizes for the Holiday Yard orating Contest. He mentioned there were 26 yards nominated and expressed appreciation for the residents who participated by decorating during the holidays. He thanked the Parks and Recreation Commission for helping to make the contest successful. 5

26 Councilmember Roper 1. Requested further discussion on the code issue which was mentioned during the open comment period at an upcoming work session. 2. Attended the youth commission meeting and reported many of the youth would be attending Local Official s Day on January 24, Thanked staff for working hard behind the scenes. Councilmember Thompson 1. Acknowledged Clearfield High School s efforts to support Safe Harbor which was a domestic violence shelter. He mentioned he was trained by Safe Harbor and recognized domestic violence was an important issue in the community to combat. 2. Shared his support of the boxers who were recognized and indicated he loved the sport. 3. Expressed it was an honor to serve on the City Council. STAFF REPORTS Adam Lenhard, City Manager congratulated the boxers for their accomplishments. Wendy Page, Deputy Recorder reviewed the Council s schedule: Work Session on January 16, Work and Policy Session on January 23, Work Session on January 30, 2018 with Syracuse City Council. Annual Kick Off Meeting on February 2, 2018 at the Natural History Museum of Utah Joint Work Session with the Planning Commission on February 6, 2018 Work and Policy Session on February 13, 2018 Ms. Page expressed condolences to the Dean Family. She reported to the Council that Nancy Dean, City Recorder, was not in attendance due to the recent passing of her mother-in-law. Councilmember Bush moved to close the meeting for the purpose of discussing the character, professional competence, or physical or mental health of an individual. Utah Code Ann and (1)(a) at 8:08 p.m., seconded by Councilmember Peterson. The motion carried upon the following vote: Voting AYE: Councilmembers Bush, Peterson, Phipps, Roper, and Thompson. Voting NO None. The City Council reconvened in policy session at 9:23 p.m. There being no further business to come before the Council, Councilmember Peterson moved to adjourn at 9:24 p.m., seconded by Councilmember Roper. The motion carried upon the following vote: Voting AYE: Councilmembers Bush, Peterson, Phipps, Roper, and Thompson. Voting NO None. The minutes for the closed session are kept in a separate location. 6

27 CLEARFIELD CITY COUNCIL MEETING MINUTES 7:00 P.M. POLICY SESSION January 23, 2018 PRESIDING: Mark Shepherd Mayor PRESENT: Kent Bush Councilmember Nike Peterson Councilmember Vern Phipps Councilmember Tim Roper Councilmember Karece Thompson Councilmember STAFF PRESENT: JJ Allen Assistant City Manager Stuart Williams City Attorney Scott Hodge Public Works Director Greg Krusi Police Chief Devin Rogers Police Lieutenant Eric Howes Community Services Director Curtis Dickson Community Services Deputy Dir. Spencer Brimley Development Services Manager James Shoopman Planner I/CDBG Specialist Stacy Millgate Customer Service Center Manager Summer Palmer Administrative Services Director Rich Knapp Finance Manager Lee Naylor Accountant Terrence Jackson IT Manager Trevor Cahoon Communications Coordinator Nancy Dean City Recorder Wendy Page Deputy Recorder EXCUSED: Adam Lenhard City Manager VISITORS: Andrea Bush, Bob Bercher, Robert Stotts, Kathryn Murray, Sam Bartholomew, Cormac Wilde, Caleb Dilley, Johnathon Squire, Bitner Hubbard Mayor Shepherd called the meeting to order at 7:14 p.m. Mayor Shepherd apologized for the delay and expressed appreciation for patience while the Council finished interviews for the Planning Commission prior to beginning the policy session. He informed the audience that if they would like to comment during the Open Comment Period there were forms to fill out by the door. Councilmember Roper led the opening ceremonies. 1

28 OPEN COMMENT PERIOD There were no public comments. APPROVAL OF THE AWARD OF PROPOSAL FOR CREATION OF THE CLEARFIELD STATION AREA PLAN TO THE IBI GROUP JJ Allen, Assistant City Manager, stated award of proposal was discussed during work session on January 16, He acknowledged in ember the City made an agreement with Utah Transit Authority (UTA) to partner in the process to have a Station Area Plan prepared for Clearfield Station. He explained the City would be the lead agency for the effort and released a request for proposal (RFP) to the consultant community. Mr. Allen continued four proposals were received which were evaluated by staff from both the City and UTA. He recommended the selection of IBI Group whose proposal was evaluated as the most favorable. He indicated the fee for the work was valued at $80,000 and was the budgeted amount. He noted the City and UTA would share equally the cost so the City s portion would be $40,000. Councilmember Phipps asked if the Station Area Plan would still be completed by July given the later than expected award. Mr. Allen responded it still might be possible; however, commencement would likely begin in February with a completion date moved back to August. Councilmember Phipps moved to approve the award of proposal for the creation of the Clearfield Station Area Plan to the IBI Group and authorize the Mayor s signature to any necessary documents, seconded by Councilmember Peterson. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. APPROVAL OF THE UNION PACIFIC RAILROAD PIPELINE CROSSING AGREEMENT FOR THE FREEPORT H STREET STORM SEWER IMPROVEMENT PROJECT PHASE 1 FROM 3 RD STREET TO 5 TH STREET Scott Hodge, Public Works Director, indicated the project would install a storm sewer line in the Freeport Center. He explained the existing sewer line was under sized for the storm water run-off generated though that section of the drainage system. He continued the City would be installing a new line parallel to the existing one. He noted the work began on the west end of Freeport and was moving east with several phases for the project. Mr. Hodge commented throughout the project it would be necessary to cross railroad spurs and each time the City would be required to sign a similar agreement with Union Pacific Railroad to work within its right-of-way. Councilmember Phipps questioned if Union Pacific Railroad (UPRR) was ready to execute the agreement. Mr. Hodge confirmed UPRR was prepared to execute the agreement. Councilmember Roper moved to approve the Union Pacific Pipeline Crossing Agreement for the Freeport H Street Storm Sewer Improvement Project Phase 1 from 3 rd Street to 5 th Street and authorize the Mayor s signature to any necessary documents, seconded by 2

29 Councilmember Bush. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. APPROVAL OF THE AWARD OF BID FOR THE PACIFIC STREET ROADWAY IMPROVEMENT PROJECT TO ADVANCED PAVING AND CONSTRUCTION Scott Hodge, Public Works Director, stated the project would improve the roadway along Pacific Street from 300 North to 50 North. He commented the road was currently in poor condition. He continued there was recent development in the area with heavy use of the road and so there was a need to make improvements to the road itself. He added the City had requested bids for the project and received bids from eight contractors. Mr. Hodge announced the low bid was received from Advanced Paving and Construction with a bid of $299, He noted the City engineers had completed the bid results, tabulations, and recommended awarding the bid to Advanced Paving and Construction. He reviewed the scope of work which included removal of the existing asphalt and roadbase; installing new concrete curb and gutter on the east side; installing curb, gutter, and sidewalk on the west side where it was missing; and installing new roadbase and asphalt pavement to improve the roadway. Councilmember Peterson moved to approve the award of bid for the Pacific Street Roadway Improvement Project to Advanced Paving and Construction for the bid amount of $299,924.75; approve funding for the amount of $299,924.75, with contingency and engineering cost of $78,085.25, for a total project cost of $378,000; and authorize the Mayor s signature to any necessary documents, seconded by Councilmember Bush. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. MAYORAL APPOINTMENTS Mayor Shepherd stated due to the results of the 2017 municipal election it was necessary to adjust assignments to various boards and commissions for members of the City Council. He indicated Bruce Young was serving on the Mosquito Abatement District Davis Board and proposed to appoint Karece Thompson to fill that board position. He nominated Nike Peterson to serve as Mayor Pro Tem for the next two years. He nominated Vern Phipps to serve another term as the City s representative on the Wasatch Integrated Waste Management District. He explained the board member appointments would be required to be adopted by Resolutions. Councilmember Roper moved to approve and consent to the Mayor s appointments and authorized the Mayor s signature to any necessary documents, seconded by Councilmember Peterson. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. APPROVAL OF RESOLUTION 2018R-01 REAPPOINTING VERN PHIPPS AS CLEARFIELD CITY S REPRESENTATIVE ON THE ADMINISTRATIVE CONTROL BOARD FOR WASATCH INTEGRATED WASTE MANAGEMENT DISTRICT 3

30 Clearfield City was a member of the Wasatch Integrated Waste Management District. Each member city of the District appointed one member to the Administrative Control Board. Councilmember Phipps had been serving as the City s representative on the Board and his current term had expired. Mayor Shepherd recommended reappointing him for a new term of four years because he had done such a great job. Councilmember Thompson moved to approve Resolution 2018R-01 reappointing Councilmember Vern Phipps as Clearfield City s representative on the Administrative Control Board of Wasatch Integrated Waste Management District and authorize the Mayor s signature to any necessary documents, seconded by Councilmember Bush. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. APPROVAL OF RESOLUTION 2018R-02 APPOINTING KARECE THOMPSON AS CLEARFIELD CITY S REPRESENTATIVE ON THE MOSQUITO ABATEMENT DISTRICT DAVIS COUNTY BOARD Mayor Shepherd stated due to the results of the 2017 municipal election it was necessary to appoint a new representative to the Mosquito Abatement District Davis County Board. He recommended Councilmember Karece Thompson be appointed as the City s representative to serve on the Mosquito Abatement District Davis County Board. Councilmember Bush moved to approve Resolution 2018R-02 appointing Councilmember Karece Thompson as Clearfield City s representative on the Mosquito Abatement District Davis County Board and authorize the Mayor s signature to any necessary documents, seconded by Councilmember Peterson. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. APPOINTMENT OF JJ ALLEN AS THE CLEARFIELD CITY MANAGER EFFECTIVE FEBRUARY 3, 2018 Mayor Shepherd explained that Adam Lenhard, City Manager, had accepted an opportunity to serve as the City Manager in St. George and it was necessary to fill his position. He wished Mr. Lenhard the best with his new opportunity. He stated the position was advertised internally and felt a succession plan had been in place but wanted to confirm there were no additional candidates. Mayor Shepherd recommended appointing JJ Allen as the City Manager, effective February 3, He acknowledged with the updated structure there was now recruitment internally for an assistant city manager. Councilmember Peterson moved to approve appointing JJ Allen as the Clearfield City Manager effective February 3, 2018 and authorize the Mayor s signature to any necessary documents, seconded by Councilmember Thompson. The motion carried upon the following vote: Voting AYE Councilmembers Bush, Peterson, Phipps, Roper and Thompson. Voting NO None. 4

31 COMMUNICATION ITEMS Mayor Shepherd 1. Attended the Wasatch Front Regional Council board meeting earlier in the day and mentioned good things were planned. 2. Reported meeting with the Utah Department of Transportation (UDOT) recently to discuss the HOV lane planned for construction in 2019 from Layton through Clearfield into Ogden. 3. Reminded the Council that the retreat was scheduled for February 2, Announced Hill Air Force Base would be holding ceremonies over the next few weeks and he planned to attend. 5. Reminded the Council that the Utah League of Cities and Towns Local Officials Day was scheduled for January 24, Councilmember Bush nothing to report. Councilmember Peterson 1. Expressed well wishes to the Lenhard Family as they transitioned to the St. George area. 2. Welcomed JJ Allen aboard. 3. Reported participating in a ride along with the police department last weekend. She mentioned it was a good experience and it helped her have a renewed sense of what officers do and she gained a greater appreciation for those who serve and protect the community. 4. Complimented the Parks and Recreation Commission and thanked staff for taking care of the City building to keep it free from slush and ice during the winter season. Councilmember Phipps recognized Adam Lenhard for his great reputation among other civic leaders. He expressed appreciation for Mr. Lenhard s hard work and looked forward to working with JJ Allen in the years ahead. Councilmember Roper 1. Expressed appreciation for Adam Lenhard and wished him luck in his new position 2. Reported the City would be in good hands with JJ Allen as the City Manager. 3. Announced many members of the Youth Commission would be attending Local Officials Day on January 24, He indicated three youth from the Commission would be participating in the mock committee hearings during the event. Councilmember Thompson attended the Wasatch Choice 2050/Mayor s Metro Solutions Conference earlier in the day. He indicated the message take away was change began with the people at the grass roots. He mentioned being encouraged about the great things in store for the State of Utah. STAFF REPORTS Adam Lenhard, City Manager Expressed his heart was full of emotion and it would be hard to keep it together. He thanked those who had shared kind words and noted it had been an honor to be a part of the City and its organization. He acknowledged there were many friends which he would miss. He expressed his love for the community and added it had been the best place he d ever worked. He thanked everyone for the support and hoped to see everyone soon in St. George. Nancy Dean, City Recorder reviewed the Council s schedule: Social event for Adam Lenhard on January 24, 2018 at 6:00 p.m. Joint Work Session on January 30, 2018 with the Syracuse City Council 5

32 Annual Kick Off Meeting would be on February 2, 2018 at the Natural History Museum of Utah Joint Work Session with the Planning Commission on February 6, 2018 Councilmember Roper moved to adjourn and reconvene as the CDRA at 7:42 p.m., seconded by Councilmember Thompson. The motion carried upon the following vote: Voting AYE: Councilmembers Bush, Peterson, Phipps, Roper, and Thompson. Voting NO None. **The minutes for the CDRA are in a separate location** 6

33 PLANNING COMMISSION MEMBERS - FIVE (5) YEAR TERMS Meetings held 1st Wednesday of each month at 7:00 p.m. TERM EXPIRATION NAME/ADDRESS/ PHONE February 2020 Brady Jugler - Chair cell 2011 S 200 E cpc@jugler.net February 2019 Kathryn Murray - Vice-Chair home 739 North 200 West murray69kk@gmail.com February 2021 Michael Britton - Member cell 1830 South 875 East misha.writer@gmail.com February 2019 Chris Uccardi - Member cell 132 North 300 East cuccardi@jcp.com February 2023 Mallory Call - Member cell 682 W 550 N office mallory@gmail.com February 2022 Robert Browning - Member cell 106 South 300 West paralegal.browning@gmail.com February 2020 Levi Lloyd - Member 133 North 400 West levidlloyd@gmail.com February 2022 Ruth Jones - Alternate cell 376 East 2200 South ruthjones1000@yahoo.com February 2023 Nicole Bigelow - Alternate cell 142 South 1250 West nicole.d.courtney@gmail.com February 2021 Alternate Staff James Shoopman, Planner I/CDBG Specialist Spencer Brimley, Community Development Director Brie Brass, Assistant City Attorney /7/2018

34 Clearfield City Feb 13, 2018 Draft FY 2018 First Half (July ) Results and Financial Outlook

35 Agenda First Half Results FY 2018 Revenues, Expenses, and Net Change Three Year Historic Trends FY18 Budget Performance/Budget to Actual Economic Trends

36 General Fund Draft Net FY16 FY17 FY18 June 2018 Budget Revenues 7,722,316 8,289,051 8,649,678 16,836,797 Expenditures 7,616,386 7,334,511 8,162,204 18,786,000 Net Change in Balance $105,930 $954,540 $487,475 $(1,949,203) FY18 Amended Budget reduces reserves by $1,949,203 FY18 budget year end may have about $230k over allowed reserves Assuming revenues and expenditures come in at budget & no amendments

37 General Fund Draft Revenue Summary FY16 FY17 FY18 Variance Prior Yr % of Budget Taxes 4,998,577 5,327,923 5,654, ,661 61% Licenses & Permits 189, , ,276 (85,655) 44% Intergovernmental 465, , ,632 13,582 45% Charges for Services 891, , ,189 (34,549) 42% Fines & Forfeitures 318, , ,401 87,235 47% Miscellaneous 226, , ,420 69,625 74% Other Sources 632, , ,177 (16,271) 27% Total GF Revenues 7,722,316 8,289,051 8,649, ,628 51%

38 All Funds Draft Expenditure Summary Type FY16 FY17 FY18 Variance Prev Yr % of Budget Personnel $4,716,597 $5,034,488 $5,203,531 $ 169,043 47% Materials & Services 6,100,750 6,168,192 6,539, ,657 49% Capital Outlay 2,217,340 1,874,253 4,000,011 2,125,758 29% Debt Service 1,170,200 1,043,238 1,252, ,882 49% Transfers 1,012, , ,701 (17,699) 16% Total All Funds $ 15,217,824 $14,855,570 $17,713,212 $2,857,642 39%

39 Other Funds - Net 31, , , 2017 June 2018 Budget Revenues 5,236 20,353 42,853 1,879,201 Expenditures 3,043, ,049 1,075,022 2,049,135 Net $(3,038,627) $(93,696) $(1,032,169) $(169,934) Revenues 1,980,879 2,044,777 2,038,768 3,629,000 Expenditures 2,613,673 2,587,466 2,527,212 8,241,705 Net $(632,794) $(542,688) $(488,444) $(4,612,705) Water consumption yr over yr was higher July to Sept, and lower Oct to Impact fees are down significantly due from a large decrease in the fees last year and less building activity for the first half

40 Other Funds - Net 31, , , 2017 June 2018 Budget Revenues 1,877,045 2,082,178 2,268,110 4,232,000 Expenditures 1,800,357 1,989,942 2,294,896 6,085,505 Net $76,688 $92,236 $(26,786) $(1,853,505) Revenues 508, , ,667 1,026,320 Expenditures 772, , ,489 3,350,544 Net $(264,360) $(265,498) $(357,822) $(2,324,224) Revenues 659, , ,669 1,425,000 Expenditures 494, , ,763 2,083,342 Net $165,029 $ 184,135 $(42,094) $(658,342)

41 Economy-National Annual Wage Growth Improves to Highest Level Since 2009 Rising wages may result in inflation

42 Economy-Utah

43 Economy-Utah Utah-strongest yr over yr employment growth in the nation in Nov at 2.8%, double the national average Growth was broad-based. Natural resources and mining only sector to loss jobs.

44 Economy-Utah Utah Counties Employment Growth