February 17, 2015 City Council Meeting

Work Session

We discussed the Capital Projects and Motor Pool Fund for FY2016. See notes below on this same topic during Council meeting.

Council Meeting

Public Comment

Nobody signed up.

Public Hearing

Preliminary plans Lakeview Trails subdivision, located at approximately 10100 Canyon Road in the H-1 Hillside zone.

Nobody signed up.

Consent Agenda

I made two changes to the minutes:

·         "C. Augustus said she seems to be aware of information from the attorney that the rest of the council does not know."  -- This is reversed, it should say "She said C. Augustus seems to be aware of information from the attorney that the rest of the council does not know."

·         "C. Augustus stated that the information that he received from the city attorney disagrees with what the Mayor has stated about the minutes." -- Should state information he received from the city manager, not the city attorney.

The minutes from the January 20, 2015 City Council meeting were approved with those changes.

City Reports

CM Rees – Planning Commission meets next week. They did approve the preliminary plans for Lakeview Trails and will discuss more during that part of the meeting. Press release was issues on the voting by mail and was picked up by two media outlets. Finance Committee met briefly last week and discussed the Capital Projects Fund and Motor Pool Fund, which will be discussed tonight. Family Festival Committee will be meeting next week. Arts Committee met last week and will be putting together a list of plans for FY2016 to be presented to the Council. They are working with Highland City on a musical that will be performed this summer at the Heritage Park Amphitheater. They will continue with the summer concert series but will have three instead of four shows. They are planning an Arts Show/Gallery during the week of Family Festival. They also discussed a dance/date night for adults in September and will research further.

David Bunker – Ski bus has 61 participants. Golf course is currently closed, which has been tough as the weather has been good. Talking with Questar tomorrow about getting that work finalized so we can open. Cedar Hills Jazz game is next Monday night, tickets are $15 and includes hot dog and drink. Several tickets are still available. TSSD meets this Thursday.

CM Zappala – LPPSD was rescheduled for next week. Has three students working on an app for the city that allows residents to report issues and track issues.

Mayor Gygi – Turnout for Emergency Preparedness townhall was very good.

Review/Action on Awarding Concessions Contract

See notes from last meeting. The City Council requested the final contract come back to the Council for review and approval.

Some changes/recommendations I had:

·         The date in the first paragraph says 2013. This needs to be updated.

·         I received an email from the Family Festival Chair who recommended some changes to the wording in paragraph 12. Instead of stating “As a portion of rent payment, the TENANT shall be recognized as a sponsor for the CITY’s annual celebration, including booth space, etc.”, which is vague, he recommended it state: “As a portion of rent payment, the TENANT shall be recognized as a sponsor of the CITY’s annual Family Festival and shall receive all the benefits of a $500 sponsor plus space for a vendor booth." This is specifies exactly what the vendor is entitled to as part of the Family Festival sponsorship.

Vista Pointe had several items they also wanted to change:

·         Have a maximum cap owed to the city of $1400/month. Right now the city requires a base of $1280/month and 5% of sales. They would like a cap on that 5% to be no more than $1400.

·         Would like a 3-year renewal instead of yearly renewal

·         Would like option of using a different alarm company but will give us access

·         Would like language added that we will not unnecessarily withhold any licenses needed

·         Update clause that termination won’t be made due to their employees actions, but only of the actions of the officers

*Section 12 shows monthly rent is $600 plus 5% of monthly gross revenues, but then goes on to state that a minimum total payment of $15,360 per year shall be paid to the city. It was determined by our finance team that the $15,360 is the amount it costs the city each year for utilities, maintenance, etc. We wanted to be certain that rents and revenues paid to the city is at least this much to cover our expenses. Adding this language guarantees our costs are covered.

There was a good debate on whether or not we should cap the total amount to be collected. Ultimately, we had to decide whether to take a lower rent payment with an unlimited potential collected as part of the 5%, or take a fixed rent payment with a cap of $1400. I expressed that I prefer to get a guaranteed amount that will cover our costs; otherwise, we risk subsidizing a private business if their sales don’t generate enough income to cover our costs. All other councilmembers agreed this was important.

A motion was made to include all the above points with a cap of $1500/month. This was approved 4-1 with CM Crawley voting nay. The vendor will discuss with the other owners on whether or not they will accept the $1500/month cap.

Review/Action on Preliminary Plans for Lakeview Trails Subdivision

The “Lakeview Trails” has received a preliminary recommendation from the Planning Commission. The Subdivision is located within the H-1 Zone, but qualifies as a Planned Residential Development (see code 10-6B). The motion for recommendation in the Planning Commission was made on the following conditions:

·         Show the conveyance of water rights by final submission

·         Lots 21 & 22 need to be shown outside of the power line easement

·         Hunters Ct. needs a sidewalk/curb/gutter, show these improvements along Canyon Road as well

·         Public utilities need to be shown to the extension of the project to allow for future development

·         Geotech review by outside group to verify findings

Staff has reviewed the most current submission and met with the developers to correct engineering and zoning issues. Staff recommends that any motion should be subject to final engineering & zoning, conveyance of water rights, verification of the Metro water easement, and completion of a review of the Geotech report.

City hired outside engineering consultant to review the plans and identify any issues. Most of the items they identified were simple things that needed to be fixed on the paperwork. A few bigger concerns:

·         Issues with geotechnical report. Suggested another engineer review the report and to go onsite to assess the property to get another opinion on how any risks can be mitigated with regards to land movement.

·         Preliminary storm water management plan needs some final investigations as wrong rainfall intensity chart was used.

·         Geotechnical report discussed fill material and procedures to follow based on amount used. Consultant feels that is not sufficient and plans as well as development agreement should be specific with regards to fill.

·         Proposed retaining wall – there was conflicting information with regards to soil saturation. Feels a structural engineer should review and turn out an independent report.

·         Utilities should extend to property boundaries.

·         Feels portion of the land designated as open space should be improved and not left native.

·         Sewer and storm drain easements should be run that are 15’ wide that won’t be merged with other utilities.

·         Evaluated how density was calculated and determined that it needs to be re-calculated to be consistent with city code, which may have an impact on one lot.

Public Comment was allowed at this point:

Adrian Juchau – He has 67 piers under his house at the end of Bayhill. Wants developer to do all that is necessary to make sure future homes don’t have this issue.

Michael Whitehead – Wants access from Bayhill to the trails in the mountainside.

It is concerning that we haven’t had a chance to review this report prior to Council meeting. An addendum to the original geotech report was sent to the city just this last Friday. One of the issues the developer is facing is that Utah County is resurfacing Canyon Road this summer and will not allow anyone to cut into the street for four years. If they are going to do this development, they will need to add utilities needed in Canyon Road prior to the resurfacing. He feels their geotech report should have been sufficient and addressed many of these concerns. Feels they have done their due diligence.

CM Augustus made motion to approve preliminary plans with the following changes:

·         Prior to final submission, the city retain a separate geotechnical engineer to assess potential land movement

·         Peer-to-peer review to make sure all procedures have been met

·         Any liability to the city has been identified

·         Storm water report be updated

·         Any fill material brought in be documented in plans and development agreement

·         Refer to and address additional points brought up by our outside engineering firm report

Preliminary plans with above conditions were approved.

Discussion on FY2016 Capital Projects Fund and Motor Pool Fund

Capital Projects tentatively funded for the upcoming fiscal year include:

·         Bayhill park $235,000

o   $100,500 unrestricted fund balance

o   $74,000 CARE tax revenues

o   $50,000 Park development impact fees

o   $10,500 Utah County TRCC grant

·         Golf maintenance shed building $200,000 (purpose is to provide safer working environment, comply with various codes & regulations, and to be functional)

o   $200,000 unrestricted fund balance

o   Another $100,000 will come from the Water & Sewer Fund

·         Harvey boulevard traffic mitigation $50,000

o   $50,000 Street impact fees

·         Canyon road sidewalk projects $15,000 (adding sidewalk to the portion in front of the city offices, connecting the existing trail near Bayhill to the new subdivision to the south)

o   $15,000 unrestricted fund balance

Motor Pool Fund changes include:

·         Added Golf maintenance equipment purchases in spring 2015

·         $13,020 increase for Golf fund transfer

·         $1,516 decrease for the General fund transfer

·         $2,594 decrease for the Water & Sewer fund transfer

·         Two trucks and one passenger car are scheduled for replacement during fiscal year 2015-2016