Work Session
The entire work session was executive session.
Council Meeting
Public Comment
Nobody signed up.
Consent Agenda
Pete Condor was appointed to the Cultural Arts Committee
and Philip Barker was appointed to the Board of Adjustment.
City Reports
David Bunker – Emergency Management Townhall meeting is
February 12th at 7pm at the Community Center. Junior Jazz is going
well. Cedar Hills BYU night was successful and 79 residents attended. January
had 18 bookings for the Vista Room. A new art class has been started with Pete
Condor. Looking at doing some gardening classes. Questar is replacing a high
pressure gas main throughout the city.
CM Rees – Planning Commission met to discuss the new Blu
Line proposal and the Wilson-Geddes residential subdivision. Blu Line presented
new conceptual plans, though they have not yet sent us updated copies of the
building. Planning Commission gave some great feedback to Blu Line on ways to
be substantially the same as an assisted living center. The building presented
is three stories and 300 units. Blu Line will come back to the Planning
Commission with preliminary plans. Wilson-Geddes is a residential subdivision just
to the east of Canyon Road. They received approval of preliminary plans.
Mayor Gygi – Attended the BYU game and Cedar Hills was
well represented. LPPSD will be meeting later this month.
CM Crawley – Finance Committee met with City Council at
our annual retreat to discuss goals and priorities for the upcoming fiscal
year.
CM Augustus – North Pointe met and provided an update on
new entrance to the dump. General Plan Committee met to discuss vision
statement and future goals. Discussed meeting with different committees and
boards within the city to get feedback.
Review/Action authorizing the 2015 Primary and General
Municipal elections to be conducted entirely by absentee ballot (by mail)
Utah Code 20A-3-302 states that an election officer may
administer an election entirely by absentee ballot. If the election is entirely
by absentee ballot, the election officer shall mail to each registered voter an
absentee ballot with instructions and a business reply mail envelope. The
concept of an all vote by mail election has been implemented with great success
by many municipalities and counties throughout the state. Statistics have shown
an increase in voter turnout, and in some cases, reduced costs. The Salt Lake
County Elections Division encourages and recommends holding entire vote by mail
elections to the municipalities within their jurisdiction. The Utah County
Elections Division does not administer the elections for municipalities within
their jurisdiction, leaving the task of coordinating and running the election,
as well as recruiting and training poll workers up to each individual city.
Staff is very interested in Cedar Hills spearheading this concept in Utah
County. Conducting an all vote by mail election will create an easy, accessible
method for each registered voter to complete their ballot in the comfort of
their home and the convenience of just dropping it in the mail. A ballot box
would be placed at the city office building accommodating easy drop off for
voters either before or on election day. Residents who don’t want to mail it in
for any reason can bring their ballot into the city office and still cast their
vote in person.
Statistics given by the Lt. Governor’s Office shows that
the counties that conducted their elections entirely by mail increased the
percentage of voters by 49%. Cost to the city to run the election is about the
same as voting in person.
This was approved unanimously.
Review/Action on awarding a contract for the recreation
center concessions
The City has received and reviewed proposals from two
food vendors and catering businesses in response to the City’s request for
proposals for an outside group to operate concessions at the recreation center.
Based on the submittals and interview process, the committee recommends that
the City proceed to negotiate a final concessions contract.
Members of staff, Mayor Gygi, and CM Augustus met with both
potential vendors. One (Craig) runs the grill and does catering at Sleepy Ridge
in Orem and would continue with them even if he took over our grill. Second
group (Eric Richardson, Michael B., dba Vista Pointe) is a new group and made a
proposal and presented food options. They would do catering and run the grill. The
second group made the best impression on those who met with them.
Contract would be similar to Sammy’s where they paid rent
and also gave the city a percentage of sales above a certain point. My main
concern is that the contract has not yet been drafted and the business plans
for both were given to the Council this evening, not in advance for review. During
work session I requested the motion be contingent upon the Council having the opportunity
to review the contract.
CM Zappala asked about others involved in Vista Pointe
(on the business plan it indicated KillerB Entertainment and 24609 Inc). Mr.
Richardson presented. KillerB is a group that has operated comedy clubs across
the nation and provide family-friendly entertainment. 24609 is involved in
social media. Closest competitors are others locally who provide fresh food,
like food trucks and small eateries. The social media aspect helps drive that
business. The group has experience with events in the area. Discussion also
included providing food to golfers on the course and they are interested in
doing this. They also have the ability to open a food shack on the golf course.
Will also be able to provide catering for golf tournaments, weddings, and other
events happening in the Vista Room. Anticipate soft opening mid-March and grand
opening by April 1st.
This was approved contingent upon review by City Council.
We all agreed to hold a special Council meeting to review and approve the final
contract so that Vista Pointe has enough time to get up and running by
mid-March.
Discussion on recommendations made by the Parks &
Trails Committee on Bayhill Park
The Beautification, Recreation, Parks and Trails
Committee has discussed the Bayhill Park proposal for the past few months, and
would like to make some recommendations on how they feel the park could be used
to better serve the residents in the area. The Beautification, Recreation,
Parks and Trails Committee recommends the following: 1- Swing set; 2 – Move
playground; 3 - Move pavilion; 4 – Move trail onto aqueduct easement; 5 – Add
grass to extend the play area.
This new design better represents the feedback and
desires of those residents who live in the area. Moving the pavilion near the
play equipment allows parents to better watch over kids. Moving the trail to
the easement maximizes space for grass/play area. The current trail is already
on this easement.
Originally, the Council had authorized $50,000 for the first
phase of the park to be done this fiscal year. However, the committee
determined it makes more sense and is more financial prudent to complete the
park all at once. I encouraged the Council to fully fund this park for FY2016
as residents have been waiting for this park for almost a decade. In 2009 there
was a petition filed with the city and signed by over 100 residents requesting
this park be completed. They’ve waited a long time for this park. My hope is
that it can be fully funded for the next fiscal year.
Discussion on Water Conservation Policies
The mayor, City Council, and staff would like to continue
water conservation efforts city wide. Some topics recently discussed which may
assist in conservation efforts include:
·
Xeriscaping alternatives for residential and
commercial lots (current ordinance not adequate)
·
Rebate incentives for water reduction efforts
·
Grant applications for metering projects
·
Additional education efforts through video media
I do think it is important for us to update our
ordinances to allow for xeriscaping. We also need to come up with policies to
handle potential down time in the system. Hansen, Allen, and Luce presented six
scenarios of potential system failures that we need to discuss and come up with
policies for.
Discussion on Waste Management contract
A member of the City Council has requested a review of
the solid waste, and recycling programs, and a discussion on green waste
collections. Currently garbage and recycling rates are as follows:
·
Toter Cost/Month Collection Garbage Can $10.92
·
Weekly Additional Garbage Can $10.92
·
Weekly Recycle Can $4.79
·
Bi Weekly Additional Recycle Can $2.24
·
Bi Weekly Green Waste Not Available
In an effort to encourage residents to recycle, the city
has modified the previous rates for a second garbage can, which increased to
the same cost of the initial garbage can, and the cost of an additional recycle
can, which has been reduced in monthly cost. Two recycle cans are now less cost
per month than an additional garbage can.
In 2014, Cedar Hills recycled 264 tons of recyclable
items. Our current number of residents recycling is low, which is why we have a
pick-up every other week. One option suggested is that if the take rate doesn’t
increase we can pass along the cost to residents to cover the difference, even
those who don’t have a second can or recycle. I disagree with this approach. The cost per can is supposed to be a pass
through cost, and I don’t agree with charging more to those who don’t want to
use a service to pay for those who do want to use it. I would be more onboard
with those who want to utilize recycling to pay for that service instead of
forcing the cost on everyone. Let residents choose if they want to recycle, if
they want to have two garbage cans, if they only need one garbage can and no
recycling, if they want multiple recycling bins, etc.
CM Augustus suggested a resident driven committee to
discuss recycling, garbage, and green waste. Mayor Gygi will work with David
Bunker to discuss creation of the committee.
Discussion on RFP’s for all professional services
A member of the City Council has requested information
for professional services contracts with entities which have current contracts
with the City. The attached table details the professional service firm,
service provided, date which contracts were initiated, and dates of termination
or extension.
·
Allred Jackson Financial Auditing 7/1/2010
Yearly contract
·
D. Blackburn Building Inspection Services
10/8/2012 Month to month basis
·
Civil Science, Inc. Engineering Services
3/11/2008 Agreement may be terminated by either party upon 30 days written
notice
·
ETJLaw, Inc. Legal Counsel 3/16/2010 City may
generally discharge attorneys at any time
·
Wilkinson Outdoor Maintenance Park Maintenance
1/1/2008 Extended 3 years from 1/1/2015 – 12/31/2017
The City Council has previously reviewed contracts during
a three to five year window. Staff recommends as a best management practice,
that review of professional services contracts continue to be evaluated within
an appropriate contract period. Staff has prepared requests for proposal or
requests for qualifications for professional services which are within the
standard review period.
My recommendation is that we review each contract on a
case-by-case basis. I rely heavily on staff recommendations as they are the
ones working with these vendors and know how well they are performing for our
city. We have the ability to see what other cities are paying so we know how
comparable rates are. Instead of making a blanket policy that we will RFP
everything every 5 years, I’d rather review each contract individually and rely
on staff to make recommendations on when we need to RFP. CM Zappala agreed, but
the rest of the Council felt we should RFP for all professional services
contracts.
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