City Council Minutes August 16, 2018

Minutes of Fairview City Council Meeting held on Thursday, August 16, 2018. At 7:30 p.m. at 85 South State Street, city of Fairview, County of Sanpete, State of Utah.

Mayor David Taylor called the meeting to order at 7:31 p.m. Councilmembers present were Cliff Wheeler, Casey Anderson, Mike Jarman, KaeLyn Sorensen, and Bob St. Jacques. City Employees present were Justin Jackson, Jeremy Wright.  City Recorder Jan Anderson was excused.  Citizens present were Ramon and Erma Lee Aaron, David Brinkerhoff, Cody Church and Cael Church.

Mayor Taylor offered the invocation and led the Pledge of Allegiance.

APPROVAL OF MINUTES FROM PREVIOUS MEETINGS:

June public meeting minutes: motion by Casey Anderson
Second by Mike Jarman
Passed unanimously

June general minutes: Casey Anderson says minutes are difficult to understand, a little jumbled. He suggests that minutes be revised and tabled for this meeting. They were tabled.

APPEARANCES:

Katie Beck “Fight for Life” 5K event
No show, tabled.

Jessica Everitt Fireman’s Challenge
No show, tabled.

Cael Church Eagle Scout Project

Cael’s idea is fixing the bleachers at the ball field using the wood that is already there. Dave says that Cael has been talking to him, but there is no budget for this project. Mike asked if it falls under parks and rec? Dave said it falls under buildings and grounds, and the quote from Horseshoe is about $1300. Cael says he doesn’t need the entire amount, he’s wondering what the city can kick in so he knows what he has to fund raise. Cliff says that previous discussion capped any donations for these sorts of projects at $200. Cody Church said that this shouldn’t be considered a donation, completely, but a budget-like item. Cael is trying to complete this before winter. Mike Jarman asked a question: does the $200/person apply to everything? Fight for Life? Fireman’s Challenge? Cliff said if anyone is willing to make an adjustment in their budget then the amount can be greater than $200. Cliff asked how much the labor would cost if it weren’t donated? Everyone agreed that the labor would be every bit as big as the materials. Casey said that $500 would be a better donation amount, and that it should be taken out of maintenance. Mike pointed out that the maintenance budget appears to have funds.

motion by Cliff to donate $500
Second by Casey
Passed unanimously

Dave Brinkerhoff Fundraiser in Rodeo Arena

To benefit the children of Andre Dingemanse. He has insurance quotes so the city wouldn’t be on the hook for that. The potential date is Sept 29 in the afternoon. The Derby would have several sorts of events. Dave will pay for the expense of getting the arena ready, and then getting it back to its current situation. Cliff said that he and his vendors meet all legal requirements. The insurance covers all damage to the arena so the City wouldn’t need to pay. Cliff asked how the family is doing—they are grieving, but Dave Brinkerhoff would like to help establish the kids. He is asking for the fire department and the ambulance to be available for the event.

motion by Mike
Second by Casey
Passed unanimously

Sanpete County Fair Car Show request for $40 – No show, tabled.

REPORTS/ACTION ITEMS:

Planning Commission: Jared Livingston Car Wash Approval

Jared is out of town, no one has been able to talk to him

Dance Hall Refund Discussion

When something is reserved and rented, it is taken out of availability to rent. A family wanted a refund on the dance hall because the weather looked good; think about a time period before a scheduled event where we might issue a refund if they cancel? Casey asked how far in advance the building can be reserved? Cliff and Bob agreed that about 2 weeks is a good cancelation window. Casey suggested that 50% of the deposit might be non-refundable. Casey suggested that we call around to other cities and find out their cancelation policies before making a proposal. Dave suggested that Casey do the investigating and report back to Council for the September meeting.

Water Shortage Response Plan Discussion

Dave asked everyone to read through the water shortage document and see if they think it needs any changes? Cliff said that we need to determine who decides we are in a water shortage; as well as deciding what the penalty would be for exceeding water consumption. Cliff said the document defines what constitutes a water shortage. Dave suggested that we’ll give Justin a month to look over the document and prepare for September’s meeting. Casey said the document refers to a manager, and asked to clarify: is that Justin? Dave said yes, Justin is our front line and will let us know when there is an issue. Casey asked: The next line refers to a director: is that someone else? No, that’s also Justin. Casey and Mike both suggested that the wording be clarified. Justin clarified that there are two situations: wells going dry, or a loss of supply; or, like we had in May, the loss of capability due to equipment failure. In the case of loss of supply, there’s nothing we can do. In the case of loss of capability, that is something Fairview City needs to respond to. Justin will take the month to look through the document to figure out how it is currently worded.

Liability Insurance for city-owned property

Who needs insurance? Weddings? Boutiques? Fundraisers? Where do we draw the line for insurance needs on city-owned property? This is an item for Council input. Erma Lee asked if this is also pertinent to the museum? Casey said his understanding of insurance is that they like to NOT cover whatever they can. Cody Church said his current experience with insurance is: if it is in the policy, they’ll cover it. If it is NOT in the policy, they won’t bend the rules and cover you. Per Dave, if it’s a city-sponsored event, it’s covered. If it isn’t a city-sponsored event…that’s what we need to think about. Cliff said that when he put his home on the home show for the hospital, he didn’t need any extra coverage because his homeowners would cover it, but the hospital would not be liable if anything occurred. Casey mentioned that anyone renting a building for $150-$200, they probably assume the city has insurance on it and that any accident will be covered. The City insurance is through the State Trust. Casey said that when people realize they have to have a $500 insurance policy, they’ll ask the city to sponsor it rather than buy the insurance.

INTRODUCTION AND ADOPTION OF RESOLUTIONS, ORDINANCES, AND POLICIES

Policy #2018-05—Kami and Dave would like to show a little compassion to people who are taken from homes and put in care centers. They would like to waive the utility cost for people who are temporarily and forcibly removed from their home. Bob said that we should be consistent with other cities around us who don’t waive base fees when people are away for, say, the winter. Casey says that the desire to be compassionate opens a can of worms, everyone will ask for compassion for their situation. If your elderly relative needs to go into care for a few months, and you shut the power off to the building, then sewer and water can also be shut off and they won’t have to pay the monthly rate. Erma Lee said that people who are put into a nursing home usually end up losing their home if they don’t have the money to pay the nursing home fees. The nursing home can take over their house, and the nursing home does not have to pay the utilities.

Does the council want to pass it like it is typed, or remove the bottom paragraph?

motion by Mike to remove the bottom paragraph and adopt it as is
Second by Casey
Passed unanimously

COUNCIL REPORTS
Dave

The Hilltop Fire is done and put to bed. The Coal Hollow Fire is starting to wind down. The crews are able to make headway in this weather. Fairview has an engine on site at Soldier Summit. One crew is sleeping in the basement during the daytime. Security will come in at about 10:30 to sleep. Sunday at the dance hall the Indianola church crew is moving in to allow the ward to use the church. We’ll be receiving through gas taxes and sales taxes for the firefighters that are based in Fairview. Nathan also brought a check from the California fires, almost $50,000. RAPP tax is almost up to $2000, soon people will be able to apply for grants.

Dave is thankful to the employees who did the power turnover, it went well and smoothly. Greg said that neighboring cities came to help. They were even able to do additional maintenance during the time period, and the power was on hours sooner than anticipated. He hopes that there will be progress toward getting the other transformer done.

Justin says that at least right now, with the other well running, we’re about 100,000 gal/day below where he feels comfortable running the system. The community has continued to be conservative in water use compared to previous years. All of the wells are running in the green right now. The spring line has held up, and the other well is staying steady as well.

Jeremy has input for the 24^thevents next year for positive changes. He has also spent the last week digging to help get the water back up and running.

Cliff

Appreciates all of the work and volunteers that helped during the 24^thof July. Nothing can happen in this city without volunteers. During the fire as well, this whole valley would have gone up in smoke if not for volunteers. Cliff had to monitor while Dave was out of town, and he learned a lot from everyone’s quick action and willingness. Erma Lee asked if there is a list of volunteers and hours they volunteered? If anyone would like to turn in those hours, she’d like to turn them in to Six County. Justin said that there isn’t anyone that knows how many hours they put in. Erma Lee said it is helpful for getting grants.

Casey

Casey clarified: any volunteer hours? Maybe we can get it on Facebook or other places so people can fill out Erma Lee’s forms.

From UAMPs budget: Fairview City is $24,000 in the margin, and it can be rolled over, applied, to the power bill or have it refunded. Fairview City has historically kept it in the account for future power projects. Casey’s preference is to keep it in a savings account for future very expensive projects. It sits in an account and earns interest. It doesn’t get spent unless we specifically direct them to spend it on something. Council decided unanimously to leave it in the account

Water trucks filling up from our hydrants around town. Road work company filling up pays us for the water. A-1 Trucking Services with the fire agency was filling up. Casey suggested an email go out to the City Council and to Justin so that people know when water is being taken from the city, by whom, and why. Justin says the city needs to set up a meter system so that these sorts of contractors take water they can more easily be billed.

The roads: the chip seal service was not as good this time. In places the gravel was spread very thin, you can see tar beneath it. In other spots, They didn’t move the machine fast enough, and the gravel is just piled up. There have been multiple bike accidents and other ramifications. Dave said that they’ll finish the job on Monday. He explained that they needed to let it compact over time, over the 24^th, before they could finish. Casey would like them to know that we think the service was not as good this year. If they are skimping in some places and not being careful in others, they need that feedback.

Mike

Thanks everyone for all of your help on the 24^th. He’s glad it’s over! As fun as it was. Next month he’s going to bring an itemized report of profit and loss, and he’ll try to restructure some things. He’d like to make things run even smoother, minimize and focus on a few days rather than spreading it out over more than a week. Asked for update on the Tesoro: Whoever is going to be personally responsible for that business needs to come sign with the city. Dave will not turn the utilities on until the bill is paid in full, and there will be a $2500 deposit required. They will have to go before both Planning Commission and City Council. The current owner has not been completely honest and keeps shifting business licences and company names.

Kaelyn

So grateful for all of the volunteers in the community who are willing to help people they don’t even know, and who help on the 24^th.

Bob

Appreciates the guys who worked 24/7 to keep Blackhawk and Hideaway from going up. The Farmer’s Market had great attendance over the 24^th. Another business going into the old grocery store—the overstock business as well as an HVAC company.

APPROVAL OF VOUCHERS:

motionby Cliff (July 7, 2018-August 13, 2018)
Second by Bob
Passed unanimously

ADJOURNMENT:

motionby Bob
Second by Kaelyn
Passed unanimously