Minutes of the Centerville City Council meeting held Tuesday, August 18, 2009 at 7:00 p.m. in the Centerville City Council Chambers, 250 North Main, Centerville, Utah.

MEMBERS PRESENT
  Mayor                                   Ronald G. Russell
 
Council Members               Justin Y. Allen
                                                Ken Averett
                                                Paul A. Cutler
                                                Sherri Lyn Lindstrom
                                                 Lawrence Wright

STAFF OR OTHER CITY
 OFFICIALS PRESENT
     Steve Thacker, City Manager
     Lisa Romney, City Attorney
     Nathan Grover, Administrative Intern
     Bruce Cox, Parks and Recreation Director
     Karrie Carlson, Recording Secretary

PLEDGE OF ALLEGIANCE

INVOCATION  Steve Thacker, City Manager
 
OPEN SESSION

No one present wished to comment.
 
MINUTES REVIEW AND ACCEPTANCE

The minutes of the July 21, 2009 work session were reviewed. Councilwoman Lindstrom made a motion to approve the minutes. The motion was seconded by Councilman Allen and passed by unanimous vote.

The minutes of the July 21, 2009 Council meeting were reviewed. Councilwoman Lindstrom made a motion to approve the minutes. The motion was seconded by Councilman Allen and passed by unanimous vote.

The minutes of the August 4, 2009 Council meeting were reviewed. Councilwoman Lindstrom made a motion to approve the minutes. The motion was seconded by Councilman Allen and passed by unanimous vote.

SUMMARY ACTION CALENDAR

The Council reviewed items a-c on the Summary Action Calendar. Councilman Allen made a motion to approve items a-c on the Summary Action Calendar. The motion was seconded by Councilman Wright and passed by unanimous roll-call vote (5-0). Approved were:

a. Ordinance ending moratorium on development of property in the Shorelands Commerce Park District (Ord. No. 2009-07) – Ordinance No. 2009-15

Terminate warranty periods

1. K&R Samco Commercial Subdivision
2. Outfitters HVAC site plan
3. Ford Canyon Estates Phase 4 Subdivision

b. Approve request from local Rotary Club for use of City facilities in connection with Freedom Memorial fundraiser

PHEASANTBROOK CDBG PROJECT

Steve Thacker, City Manager, explained some of the details of the agreement between Centerville City and the Pheasantbrook Homeowners Association. He added that the agreement has already been approved and signed by the Homeowners Association Board. The estimated cost of the project is $316,266, which includes construction costs, engineering fees and construction management. The agreement states that the City agrees to pay for the cost of installing the new 18-inch public storm drain line, the new fire hydrants and associated water lines and the remaining costs would be paid for with CDGB funds of $150,000 and by Pheasantbrook. Assessments totaling $35,418 will be paid by the homeowners. This agreement allows the City and Pheasantbrook to negotiate and mutually agree upon additional funding that may be needed from the homeowners after the bid results are known; however, since bids have already been opened, staff do not believe additional assessments will be needed. The Council was provided with the bid details for their review.

Dominic DiEsposti, Pheasantbrook Homeowners Association President, addressed the Council and introduced his Board members and thanked the City for their help and participation in the CDBG project.
 
a. Approve agreement with Pheasantbrook Homeowners Association for 2009 CDBG Project

Councilman Averett made a motion to approve the agreement with Pheasantbrook Homeowners Association for the 2009 CDGB Project. The motion was seconded by Councilman Cutler and passed by unanimous roll-call vote (5-0).

b. Bid award to Kapp Construction in the amount of $262,720.95 for street, drainage and fire protection improvements

Councilman Averett made a motion to award bid to Kapp Construction in the amount of $262,720.95 for street, drainage and fire protection improvements conditioned upon receipt of HOA assessment fees. The motion was seconded by Councilman Cutler and passed by unanimous roll-call vote (5-0).
 
PRESENTATION BY DAVIS COUNTY CONSTITUTION DAY COMMITTEE

Gerald Hastings, Davis County Constitution Day Committee representative, invited the Council to attend a celebration at Northridge High School on Thursday, September 17th at 7:00 p.m. Mr. Hastings explained the event will be no charge, but he is asking Davis County cities for contributions in support of the celebration.

The Council generally agreed to the $100 contribution, but directed staff to put this item on a future meeting agenda for formal approval.

WHITAKER MUSEUM

Melissa Hogan, Museum Director, discussed the proposed Facilities Management Plan (FMP) and the Policy Guidelines and Procedures Manual with the Council. She responded to questions from the Council regarding project phases and funding sources for the work at the Whitaker Museum. Ms. Hogan added that once the FMP is approved the Museum Board will come back to the Council with specific timelines for proposed phases or projects and funding options for that work. Many of the projects on the Facilities Management Plan have already been reviewed and approved by the Council. There are a handful of projects the Council still needs to discuss before approval. The unapproved projects are listed on the FMP and Ms. Hogan reviewed the items and responded to questions from the Council.

a. Facilities Management Plan

The Council directed the City Manager and the Museum Director to re-format the Facilities Management Plan spread-sheet grouping projects by phase and clarifying cost estimates and bring it back to the Council for further review and approval.

b. Policy Guidelines and Procedures Manual

Mayor Russell and the Council were provided with a copy of the proposed Policy Guidelines and Procedures Manual for their review. The Mayor, Council and staff suggested some revisions to the document.

Councilman Wright made a motion to table this matter until the Museum Board has had a chance to review the proposed revisions and incorporate them into a final document for further review. The motion was seconded by Councilwoman Lindstrom and passed by unanimous vote.

BIKE LANE STRIPING AND SIGNAGE

Bruce Cox, Parks and Recreation Director, provided the Council with an aerial map of the proposed bike lane route, striping and signage plan and had the Trails Committee introduce themselves.  Matt Johnson, Trails Committee, reviewed an itemized list of work, materials and cost estimates needed for the project. The estimated cost for striping, signage, installation and labor for this project is $9,137.50. The estimated cost for continued maintenance of the bike route is approximately $3,762.00 per year. Mr. Johnson responded to questions from the Council regarding mandatory and optional items in the bid proposal.

Councilman Allen made a motion to award a bid to Interstate Barricades in an amount not to exceed $10,000 for signage, striping, installation and labor for bike lanes within the city. The motion was seconded by Councilwoman Lindstrom and passed by unanimous roll.-call vote (5-0).

Councilman Allen made a motion to authorize funding for grate replacement related to the bike lane project not to exceed $4,500. The motion was seconded by Councilwoman Lindstrom and passed by unanimous roll-call vote (5-0).

At 9:00 p.m. the Council took a 10-minute break.

CEMETERY EXPANSION

Steve Thacker, City Manager, explained to the Council that the cemetery could expand in the north area to approximately 180 new burial lots. This amount is extremely lower than the 500 lots originally discussed because after formal mapping, it was determined there is not sufficient space to accommodate 500 burial lots. Staff is recommending the expansion anyway because the location is a premium location and a number of people have asked to be put on a waiting list to purchase one or more of the burial lots in the north section if and/or when they become available. Bruce Cox, Parks and Recreation Director reviewed the fees he suggests for the new area. The additional burial spaces would generate funds for the Perpetual Care Fund, which has been lacking in past years. There would be some costs incurred to survey the area and draw up a map of the new burial lots, but the proposed increase in fees for these additional lots will more than compensate for those costs.

The Council generally agreed with this idea and directed staff to put this matter on a future agenda for formal action.

DISCUSS CODE ENFORCEMENT ISSUES

Councilman Wright would like the City employees to take a more proactive role in weed control enforcement rather than waiting for a complaint before action is taken. He asked if the Public Works Department and other employees could possibly take more of a role in the identification of violators and starting the notification process. A majority of the Council was in agreement with allowing City employees to be more proactive in the code violation enforcement and notification process for health and safety-type violations. The Council directed the City Manager to discuss this direction with staff and report back to the Council.

MAYOR'S REPORT

Mayor Russell proposed an RDA/ACB meeting earlier on September 1st and holding a work session with the Youth City Council after the RDA/ACB meeting with dinner served. The Council agreed with the Mayor's recommendation.

The Council agreed to hold the Volunteer Recognition Dinner on November 9, 2009 and to designate October 26th as a back-up date.

Mayor Russell updated the Council on miscellaneous matters related to the South Davis Recreation Center and South Davis Metro Fire Agency.

CITY MANAGER'S REPORT

Steve Thacker, City Manager, updated the Council on some matters related to the proposed Economic Development Area west of I-15.

The City Manager continues to be disappointed with the condition of the Legacy Parkway Trail and the maintenance burden that UDOT is shifting to the cities. Several local cities are in the process of drafting a maintenance transfer agreement with UDOT, including maintenance standards and responsibilities. Mr. Thacker will continue to update the Council regarding this matter.

Mr. Thacker reported three vacancies on the Police Department have been filled and a sobriety check point will be established the evening of August 22, 2009 along Parrish Lane.

MISCELLANEOUS BUSINESS

The Council was provided with a draft of the September newsletter for their review and a list of Election poll workers for the Council's approval.

Councilwoman Lindstrom made a motion to approve the list of Election poll workers and authorize the City Recorder to appoint additional poll workers if necessary. The motion was seconded by Councilman Wright and passed by unanimous vote.

The Utah League of Cities and Towns conference registration deadline is August 28, 2009.

Councilman Wright addressed the Council about involving the Youth City Council in CERT training exercises and looking into a revision to the code involving the firing of firearms. The Council will discuss the firearms ordinance at a later date. 

 At 10:30 p.m. the meeting was adjourned.

                                                            9-01-09          
Marilyn Holje, City Recorder    Date Approved

Karrie Carlson, Recording Secretary