Council Meeting - April 23, 2013

Work Session

The Council and staff took a tour of the CoRec to where the expansion plans will take place.

Council Meeting

Public Comment

Don Brown - Lives in Bridgestone community. Sewer line goes down to retention basin and he is concerned about the depth of sewer line being buried. City engineer didn't have this line on the city drawings. When connecting they stopped this line and he went without water for 2-3 weeks. Now there is a new unit going into Bridgestone and he is concerned about further issues on this sewer line.

Scarlet Wright – Asked the Council to build a fun place downstairs in the basement for kids to play.

Audrey Wright – Wants the city to build a fun place in the basement for art classes and story time and a gym.

Marisa Wright – Says there are so many reasons to finish the basement and she thinks we should do it for the kids.

Tonya Edvalson - Wants City to finish what has been started with CoRec. There is need for inside equipment. Some like solitary exercise activities. Lego League was great for a few weeks for her son but teams got kicked out of CoRec facility a lot because of other events scheduled. If we have money to do it then we should do it.

Robert Chesworth - President of the Bridgestone HOA. Wants to back up Mr. Brown's concern with the sewer line. Until issue is fixed there will continue to be problems.

Angela Johnson - Really encourages Council to consider the decision on the basement. Feels like we've only portrayed whether or not the basement should be finished, not what else the money could be used for. Nobody is talking about the $3m recreation impact fees already spent. There is a $1.1m deficit on utility bond, we had to settle a lawsuit, and other expenses have come up. Asked the Council to please not spend any more money. Realizes that we'd have more classes, but we need to decide if two extra rooms are really worth $400,000 and will this facility ever really make a profit. There will be ongoing costs with utilities, additional staff, and equipment. Asked the Council to please try to reduce costs.

Paul Hales - Anxious to get involved and hear details on the building. Look at building and it's hard to imagine it used to be a tent and double wide trailer. We've overcome a lot of hurdles to get to this point and feels like giving up now is like stopping at the ten yard line. Home values are going back up. Local economy is strong. Would love to have a resource in Cedar Hills for exercise.

Ken Cromar - Congrats to Lone Peak and Coach Lewis. Appreciated the autism awareness day information. Says city published documents that golf course was profitable but it isn't. Golf Course Finance Advisory Committee showed golf course is being subsidized $550,000 per year. He says the record has never been corrected. Wants to know if City ever intends on putting golf course losses on the front page of the newsletter. Wants mayor to correct the record and publicize.

Review/Action Recognizing Quincy Lewis as Cedar Hills Champion

From the press release - As part of the Cedar Hills Champions program, the City Council will recognize Quincy Lewis for his role as the boys basketball coach at Lone Peak High School, where he has been the coach for 10 years.

Mr. Lewis led the Lone Peak Knights through an impressive season this year, which ended with the Knights crowned as the national basketball champions for 2013. He has also led the basketball team through five state championships in the past six years. In 2012 Mr. Lewis was inducted into the Wagner College Athletics Hall of Fame where he played basketball from 1991-1993.

Quincy has been recognized nationally as Naismith Boy’s High School Coach of the Year and MaxPreps 2013 National Coach of the Year at the same time that the Lone Peak Knights were named the MaxPreps 2013 Xcellent 25 National Champions. In Utah Governor Herbert has declared March 8^th as Lone Peak Basketball Day.

“Quincy is an inspiring leader,” said Mayor Gary Gygi. “He has shown an incredible amount of commitment to the sport, but especially to the boys he coaches. We appreciate the time and effort he gives to the youth in our city. We are honored to have him represent our community and are pleased to recognize him as a Cedar Hills Champion.”

The resolution recognizing Quincy was unanimously approved.

Review/Action on Declaring Autism Awareness Day

From the press release - On April 23^rd the City Council proclaimed April 25, 2013 as Autism Awareness Day in Cedar Hills. April is known nationally as Autism Awareness Month.

Autism is a complex developmental disability that typically appears during the first three years of life and affects a person’s ability to communicate and interact with others. Autism is defined by a certain set of behaviors and is a “spectrum disorder” that affects individuals differently and to varying degrees. There is no known single cause of autism. In March 212, the Centers for Disease Control and Prevention concluded that the prevalence of autism had risen to 1 in every 88 births in the Untied Sated and almost 1 in 54 boys. Currently, the Autism Society estimates that the lifetime cost for caring for a child with autism ranges from $3.5 million to $5 million, and that the United States is facing almost $90 billion annually in costs for autism. The Autism Awareness Ribbon, which consists of several colorful puzzle pieces, is the most recognized symbol of the autism community in the world.

"We are happy to make this proclamation as a small way to raise awareness in our community," stated Mayor Gary Gygi. "Autism affects millions around the world and even many in our city. We encourage residents to learn more about autism and to find ways to support those in our community who struggle with this disability."

The Autism Society is the nation’s leading grassroots autism organization and exists to improve the lives of all affected by autism. This is done by increasing public awareness about the day-to-day issues faced by people on the spectrum, advocating for appropriate services for individuals across the lifespan, and providing the latest information regarding treatment, education, research and advocacy. Additional information may be found online at http://www.autism-society.org.

Resident Tonya Edvalson spoke and gave further information on autism. This resolution was unanimously approved.

City Reports

CM Martinez - Family Festival underway. Rec programs are going well. YCC has openings so youth should submit applications.

CM Zappala - Working on app for budget and will work with CM Rees to issue a press release.

CM Augustus - ULCT conference was great. Next work session he would like to talk about some of the information given. North Pointe is going to start taking green waste soon. On the Planning Commission Tonya Edvalson has asked to be removed from committee. Waste Management will be coming to meet with Council soon.

CM Rees - Issued press releases and working on more for Arbor Day activities and Murdock Trail grand opening.

Consent Agenda

The minutes from the March 26, 2013 and April 2, 2013 Council meetings were unanimously approved.

Review/Action on Preliminary Bridgestone Plat F & G

Planning Commission approved plans for Plat F & G with condition that Garbett Homes add more brick to the buildings. They are aware of the sewer line issue brought up by Mr. Brown and will work to avoid that line. Rich with Garbett Homes presented. Is excited that Garbett is coming to Utah County. Purchased these lots from Perry Homes. Planning on building nine buildings between Harvey and Bridgestone Drive. One building that already has foundation will stay consistent with old design, but newer buildings will not have underground garages. Because there were some drawings not previously submitted to the Council for review this item was tabled until the next meeting.

Review/Action on Amendment on City Code Regarding Assisted Living Facilities

The code was updated to remove the minimum distance requirement from similar facilities. This was required to be compliant with State laws. This was unanimously approved.

Review/Action on Resolution to Adjust Common Boundaries (Earl Property)

The City received a request from the Earls to boundary adjust into Cedar Hills from Pleasant Grove. A public hearing was previously held and a request has also been filed with Pleasant Grove. This was unanimously approved.

Review/Action on Amendment Regarding Elections

The City Recorder had found some outdated information in the city code with regards to campaign finance disclosure requirements and definitions. The updated ordinance will bring the code into compliance with state code. She also recommended a Declaration of Candidacy Filing Fee of $35.00 be added to cover the cost of staff and supplies. This is common in other cities. This item was unanimously approved.

Review/Action on CoRec Basement Bid

Public Comment

Jill Griffiths - Really enjoys having recreation here. She teaches rec classes at the facility and is also a golfer. If we want to support our community then we need to stay true to the name of the building. Numbers have dropped because no classes on Fridays or Saturdays because of events. Basement would give more freedom, cleaner place to be, and an actual fitness schedule. Zumbatonic numbers have dropped but kids who attend love the class. Amazing place for kids and families. Suggestion is to facilitate a fitness room and maybe not build other room right now. Maybe we don't need office space or conference room. Fitness room would be creating recreation and meeting goal of making this building a rec building.

Emily Flygare - Wants to encourage finishing basement. Loves fitness classes and wishes there were more. Floor is very slippery and no mirrors and not enough equipment. A fitness room that is more usable and safer would increase numbers. Doesn't have time to attend AF or PG classes. Son takes karate classes. Would be sad if classes were cancelled. Thinks city needs and deserves this. Thinks it will be profitable. Hopes there will be a sidewalk of some sort going to rec center.

Laurie Johnson - Likes the area and loves the center, it is beautiful. Concern is that things promised to residents when moved into area have not been finished, such as park on her street. Little kids who could be playing in park are playing in streets. Would like to see some of those projects being finished with this money. Would like it if we would not spend all money on basement or take more time to consider other options. Would like to see other projects and promises fulfilled before rec center.

Anna Mitchell - Enjoys rec center and grateful it has been built and we have classes. Building is used for fitness classes, golf, story time, dinner, council meetings so it's not just a recreation center. Loves coming because it's a great place and has a wonderful feeling. If there is more to offer through the basement then numbers will increase. Provides a sense of community.

Discussion

The low bid for the buildout came to $364,000. This includes the finish of approximately 3,200 sq ft of existing basement area and 1,600 sq ft of new construction including a storage area, conference room, two offices, and elevator. Also included are store-front style main doors with additional walkway and railing installed at Sammy’s. There is an alternate addition of $3,194 to replace the existing counters and sinks in the restrooms.

Finance Director Charl Lowe presented on how this would be funded. He is estimating the entire project will be around $410,000, which includes furnishing for the new conference rooms and offices. This does not include any recreation equipment. He estimates $20,000 for architecture fee, $370,000 for construction, and $20,000 for furnishings. The funds that will be used are $120,421 from previous CARE tax and current year projected CARE tax, and $289,579 from unrestricted funds.

CM Martinez stated we’ve been talking about basement for over a year. Had townhall meeting and has been on agenda many times. Has been a discussion on the forum. It's been good and bad that basement wasn't finished when building was originally built. We've had issues because of conflict between recreation and events. She has high expectations for recreation.

I was opposed to awarding the bid at this time. Here is an outline of my reasoning:

1.      Expansion

a. Last year we had a public hearing on the basement and solicited feedback on 4 options.
b. Overall, the majority of residents preferred Option B.
c. At the December 18th meeting we as a Council decided to send out to bid Option B, which included a basic finish of both sides of the basement and an optional elevator.
d. We were told the goal was simply to move recreation downstairs so the upstairs could be used exclusively for events.
e. The item sent out to bid was not what the Council had voted on and includes not only the basement finish but an expansion of the main floor and several changes to existing features.
f. We were given this information on Friday and have been given 4 days to now vote.
g. The information being relayed to residents is that the $374,000 bid is for the basement and to increase our recreation. In truth, it includes more than finishing the basement and some of it will not bring additional recreation to the building. In fact, the only thing the basement construction does is allow us to move existing classes downstairs.

2. Financials

a. The final approval for the existing building was $2.1m, yet the analysis David performed this week shows that we spent over $2.7m on the building as is.
b. Residents were told the building as is would serve as a rec center, an events center, and a golf clubhouse but are now being told we have to spend more money to make recreation work.
c. Our outdoor recreation classes are doing very well. The indoor rec classes are struggling and losing money. Now we are considering adding more cost, both one time and ongoing to the portion that is struggling already.
d. The $374,000 does not include any furniture or any recreation equipment.
e. Even if we were to spend additional funds for equipment, it will always be difficult to compete with Anytime Fitness and PG rec center who charge about the same per month as we do yet offer much more with regards to fitness.

3. Resident Feedback

a. We recently passed an ordinance that would require any new building exceeding $400,000 to go to a vote of the citizens in order to get feedback. This expansion is going to cost $410,000 by Charl’s analysis (this includes construction, architect fees, and furniture for the new offices and conference room) so we should attempt to get as much feedback as possible through an online survey.
b. While we had a public hearing last year to show 4 different options for the basement we have never put together an analysis showing how much money we have available in unrestricted funds and all the options on how it could be spent. We should do so and give residents an opportunity to give feedback on how it should be spent.
c. On a recent survey performed we received 366 responses from residents. It would be nice to get a similar number of responses on a project of this size.
d. On the Facebook recreation page a resident asked to see the plans in advance of the meeting and was told they would only be made available once the Council approves. Where is the transparency we have been pushing for?
e. In the Decisions 2011 survey when asked if the City should provide adult recreation programs 35% said yes and 60% said no. When asked if they were provided if residents would participate 29% said yes and 65% said no. These numbers align with what we are seeing happening with classes.

4. Conclusion

a. The existing building is already way over budget and we do not have any recreation impact fees left. Not only has it cost more financially than was planned, but it has caused upset feelings among many in the community who felt they didn't have a voice on how the funds were spent. Some were even on a committee and made a recommendation for these funds and feel the Council ignored the recommendation.
b. Using our unrestricted funds for this will be at the cost of other projects. For example, three years ago the residents on Bayhill presented the Council with a petition asking that the Bayhill park be completed before their kids were too old to enjoy it. They were told that there were not funds for this project. You can imagine the frustration being expressed that there are unrestricted funds available to keep working on the rec center but not for this park that has been promised for some time.
c. During our campaigning we all talked about communication and getting resident feedback. This is our opportunity to prove we are serious about that.
d. This basement may be the best option and what our residents want over any other projects. We should take two weeks to do a survey and at least give residents an opportunity to let us know. We know that asking residents to attend Council meeting or public hearings has not usually been effective as we get a handful of residents who come. It doesn’t make sense to me that we continue to use that as the primary option for resident feedback knowing it doesn’t work. Let’s at least try to get more feedback via an online and anonymous survey.

5. Suggestion

a. Prepare an analysis of what unrestricted funds we have set aside and all the ways they can be utilized.
b. Create an online survey with this information and highly publicize.
c. Come back in two weeks and make a decision with more resident feedback.

This item passed 4-1.

Resolution on Changing Clubhouse Drive to Recreation Drive

A request was received to change the street name of Clubhouse Drive to something that would more accurately reflect the use of the Community Recreation Center. The suggestion was to change it to Recreation Drive. CM Augustus would like more community involvement in the renaming of the street. Would like to have a contest with schools and also put it in the newsletter. He will work on this so the item was tabled.

FY 2014 Budget Presentation

A few highlights:

·         Health insurance premiums are increasing 5.2%

·         Average pay increase was 4%

·         Anticipated decrease in legal services - $50,000

·         This is an election year so we need to budget for election expenses - $13,500

·         Fire services are increasing by $15,900

·         Police services are increasing by $12,688

·         Golf subsidy is staying at $65,000

·         Planned subsidy for library reimbursement, Family Festival, and YCC is $41,800

·         Planned subsidy for recreation classes is $49,500

·         No funds for a Decisions Survey this year

·         Administrative salary and wages are down as we are no longer paying severance for past employees

Resolution to Create Family Festival Committee

Earlier the Mayor put together a citizens advisory committee to oversee the annual family festival celebration. This will reduce the amount of time staff will be involved, which frees them up to focus on other city items. Some changes to the wording will be made (changing vice chair to committee member, changing chair-elect to future chair, clarifying how a new chair is selected if they resign). This item was unanimously approved with the suggested wording changes.

Review/Action on Events Center Contract

The City was approached by someone who wishes to serve alcoholic beverages during a private event in the Vista room. The proposal was made to allow private groups to serve alcohol. Alcohol will not be served by the City and the City will not be obtaining a liquor license. The event agreement would be updated to include the rules with allowing alcohol to be served.

The entire Council agreed that there wasn’t a concern with people abusing alcohol at the events. Most felt the Council should not restrict personal freedoms by prohibiting alcohol consumption. I don’t have any issue with people drinking alcohol and do not think we are going to have issues at the Vista Room. My reason for voting no on this is because it is a public building built with public funds and also used as a family gathering spot. It is different than Walmart or Harts, both private companies. I would hate to alienate any resident who decides not to use the facility because alcohol may be served in the next room, especially since tax dollars keep this building going. Secondly, this is the first time we’ve been asked to allow alcohol in the 12 months the facility has been open. I know there are going to be many residents in the city who will be upset if alcohol is served at the CoRec, regardless of who is serving it, and it doesn’t seem worth the contention or negative PR for the few events that may want alcohol.

This item passed 4-1.

Discussion on St. Andrews Property

We have been approached by a developer who may be interested in purchasing this property. Currently the area is zoned residential. The Council asked for this item to go the Planning Commission to review the possibility of rezoning it to a mixed use or commercial development.

Discussion on Sale of Lots on Cottonwood Drive

There are seven residential lots located on Cottonwood Drive that are owned by the City. The lots are fully developed and can be marketed for immediate sale. We have seen a rise in interest in building in Cedar Hills so the recommendation is that we have a market analysis performed to determine the value of the lots and possibly put then up for sale. No decision was made as this is a discussion item only. 

Council Meeting - April 2, 2013

Work Session

Eric Johnson presented on the Open and Public Meetings Act. City Council is required to have training on this annually. Purpose of the act is to ensure that actions and deliberations are to be open to the public. A public body is any body created by resolution or ordinance or statute. If the purpose of the committee is to obtain feedback from the public then we should have the committee follow the open and public meeting act. If committee will be advising the Council or expending funds then that committee should follow this act as well.

Meetings do not include chance meetings (even if more than two council members are present in the same location) or social meetings. Email, text, and other electronic communications does not subject the body to the Open and Public Meetings Act, which means a body can communicate via these methods outside of an open meeting. Meetings should generally happen within city limits, but there can be site meetings, if needed. Must give public notice in order to have public meetings. Notice needs to be at the main office, the Utah Public Notice website, and a copy of the agenda needs to be sent to the local newspaper. Only competency, litigation, real estate, security items, crimes & ethics, and collective bargaining can take place in a closed meeting. Can discuss matters that come up in the course of the meeting but can only take action on those items that are noticed on the agenda.

Council Meeting

Public Comment

Michael Botida - Having problems with the driving range. Fence is not high enough. Moved to Cedar Hills in November of 2010. In 2011 had 150 golf balls in yard and several kids go through yard. September 2011 garage window was broken because of golf ball. April 2012 the City replaced the window. Discussed raising nets but nothing happened. Was told that signs would be put up saying that users would be responsible for damage and that range would be policed better. Continues to collect many golf balls every week. Has 9 pockmarks on side of his house from golf balls hitting it and have also hit his car. Kids playing in the yard have almost been hit. Would like City to either raise the fence or restrict types of golf clubs that can be used on the range.

Report from Utah County Commissioner

Gary Anderson presented. Commends Cedar Hills for doing well over the past few years. Appreciates working with Gary. Completed North County Blvd. Next thing on their agenda is Canyon Road. Road is terrible. Working with UDOT to figure out who is going to fix what portions but doesn't know when that will happen. Excited about economic development in North Utah County. CM Jackman brought up TSSD and concern that rates are going to go up dramatically and wants to know how we can resolve this. Mr. Anderson said people have conception that the County has more control over that board than they do. He doesn't want rates to go up and thinks any solution that we come up with has to be cost effective and continue to provide good service and moving the composting and raising rates is not equitable in his mind. CM Martinez brought up County library system similar to Salt Lake County. Mr. Anderson said this has been a tough issue as there are so many turf battles. County is going to try to get this going again. Heidi Rodeback with AF City Council is working with them and they will contact and involve Cedar Hills as well. Cities need to be willing to work together on this.

Review/Action on Resolution Recognizing Kolin Powell as Cedar Hills Champion

From the press release - As part of the Cedar Hills Champions program, the City Council will recognize Kolin Powell for his achievements in BMX racing and becoming the 2012 State Champion for the 16-year-old age group.

Kolin has been participating in national races for several years. BMX is an Olympic sport and is very demanding. Kolin is very dedicated to this sport and can be seen riding around the city while training and conditioning for the race season. He is also training and mentoring his younger brother, Kaden. While competing in the Utah State Championship in 2011 he not only beat everyone in his intermediate-level class but also did better than those competing in the expert-level class. In addition to the Utah State Championship, he has won the Las Vegas National and the Great Northwest National in Bend, Oregon. He has obtained some impressive sponsors, including Applebee’s, Famous Dave’s, Gus Paulos Chevrolet, and Vaypor Designs.

“Kolin is an amazing young man,” said Mayor Gary Gygi. “His commitment to his sport is inspiring and what he has been able to accomplish in his racing career so far is incredible. We are honored to have him represent our community and are happy to recognize him as a Cedar Hills Champion.”

Consent Agenda

Minutes for February 19, 2013, March 5, 2013, and March 19, 2013 were unanimously approved.

City Reports

David Bunker - TSSD is having a two-for-one on composting materials. At last board meeting he questioned why rates were being raised as there is some extra cash from past rates structures and he is anticipating we won't have a rate increase this year. Burn permits will no longer be issued through the City, must now be acquired through the State Division of Air Quality. City Manager conference is next week and will be gone. 2210 out of approximately 2500 households receive hardcopy newsletter instead of electronic newsletter. Plans for CoRec basement are out to bid right now. Would also extend upper to add elevator and additional offices and will change front doors to be glass doors.

**I expressed concerned over this new info as at the last meeting when we discussed the CoRec basement plans we were told the additions wouldn't exceed $300,000. At the April 2^nd meeting we were told the budget was raised to $400,000 to include this expansion on the upstairs. Bids should be available at our next Council meeting.

CM Jackman - Finance Committee met this morning to continue to work on FY 2014 budget.

CM Zappala - Animal Shelter board met and they are applying for a vaccination grant. They do not currently vaccinate animals that come in but this grant would allow them to do so. Work with different rescue groups to update agreements. Went to a training for those who serve on special district boards. BYU students have finished first version for budget app and he is working with Dax to link this to the website. This app will go back 10 years and allow residents to drill down to better obtain information.

CM Augustus - North Pointe Solid Waste meeting. Approved annual audit. Got new sales consultant and may be picking up new contracts. Talked about recycling options. Alpine is talking about pulling out of North Pointe as they feel fees are too high and service isn't what they want. This would raise rates for other cities that participate with North Pointe. Board is talking about assessing a fee for cities that leave the district. Alpine is looking at doing an opt-out recycling program.

Mayor Gygi - Will be moving April 16th Council meeting to the 23rd. Will also have Colleen set who will give prayer and say pledge for each meeting.

CM Martinez - Golf clinics starting up for youth and women. T-ball registration is open. Teen egg hunt and party were great. Kid egg hunt went too fast so we need more plastic eggs for next year. Family Festival committee was organized and we have several volunteers. This will take a lot of work off of staff and allow them to focus on recreation activities. Golf is going well and had a good March. Tot soccer is full and now have wait list. Will be at ULCT conference next week.

Review/Action on Refinancing Utility Bond

Mark Edminster presented. Resolution will finalize the refinance of the utility bond. Wells Fargo originally made proposal to lower interest rate from 5.99% to 3.02% for a period of 10 years, then would go to market rate. Council expressed concern that we are unsure about the future rate. Wells Fargo came back and is willing to refinance at 3.02% for the reminder of the bond, which is 16 years. Also, City is allowed to prepay 10% of the remaining principal balance each year with no penalty, so the City can use these savings to do this and reduce the life of the bond. Overall savings of refinancing this bond at the lower interest rate is $237,112.62. Tentatively scheduled to close this in April 16th. 2019 would be call date. Unanimously approved.

Review/Action on Boundary Adjustment (Earl Property)

Tabled as Earl family was not at meeting.

Review/Action on Boundary Adjustment (Flinders Property)

Flinders have asked that their property be boundary adjusted out of Cedar Hills and into Pleasant Grove. Intent is to subdivide the lot and develop the property, and sewer line has to go south through Pleasant Grove. Also needs water line to develop this and it can't happen through Cedar Hills because of where the lot sits. Property owner will be required to disconnect from Cedar Hills water and sewer. David Bunker feels this is the best option for this property owner due to utility issues and because he is already surrounded by Pleasant Grove homes. Unanimously approved.

Review/Action on Amendments to City Code Regarding Nuisances

Changes were made as suggested at last meeting with regards to pastures and open fields. Code enforcement officer will keep track of who is receiving violation notices. Unanimously approved.

FY 2014 Budget Presentation

10-year budget plan with new utility rates will have a deficit of $1.1 million through 2016, which will need to be covered with other funds. Right now we have a balance of $1.5 million in the water and sewer fund, some of which can be used to pay for these deficits. Some of the projects for 2014-2016 can also be delayed or paid with other funds. For example, the Canyon Road Sewer improvements can be partially paid for by Pleasant Grove if we do enter into an agreement that allows some of their residents to hook into our sewer system. Also, Canyon Road improvements cannot take place until the State gives jurisdiction of Canyon Road to the County, which they have not yet done. If we don't do this improvement in 2014 then we will have a positive cash flow of $80,000, which will be set aside for future years improvements. Some highlights for the Water & Sewer Fund for FY2014: 

• Impact fees are being redone this year.
• Line 51-73-330 shows $12,000 expense for an impact fee study to be performed. This should be done every five years and the last one was done in 2007.
• Line 51-72-751 – curb maintenance will go under storm drain fund now, so this number went up but the sidewalk maintenance will go down as curb maintenance will no longer show on that line item.
• Salaries show a decrease because 50% of the Public Works staff is paid by the Water, Sewer, and Storm Drain fund and 50% is paid from the General Fund. The General Fund cannot cover the other 50% this year due to a decrease in revenues so Public Works will not be able to hire an additional the full-time person this year.
• Line 51-74-470 shows the expected increase in fees charged by TSSD.
• Projections for next 10 years show we will have enough cash on hand to pay for infrastructure needs over that 10 year period. 

Discussion on Family Festival

Greg is meeting with Chair and Chair-elect on Thursday to give update on where things are and what still needs to be done.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  

City Council Meeting - March 19, 2013

Work Session

Golf Course Discussion – The golf course opened last week and 890 rounds were played in over a week. Closing it down for the coldest months was a good choice as the greens are in great shape. $10,044 revenue in green fees YTD. Sold 6 season passes. Pro shop revenue approximately $2200.00 YTD. Getting more merchandise that is being requested. Unified marketing plan that was recommended by the Golf Course Finance Advisory Committee is being implemented. Booking tournaments slowly but cold calling doesn't really work well. New system is tracking ad campaigns and offers so we can track ROI for each campaign and figure out what works best.

Council Meeting

Public Comment

Nobody signed up.

City Reports

David Bunker - City is working on upcoming events.

CM Jackman - LPPSD having board meeting on Thursday.

CM Martinez - YCC has stuffed 5000 eggs for egg hunts. Scouts also helped. Teen egg hunt and get together on March 29th at 8:00pm at the CoRec. Kid egg hunt is on Saturday the 30th at Heritage Park at 10:00am. YCC applications are due in April. Tot soccer registration happening now.

CM Augustus – Planning Commission meeting on Thursday.

CM Zappala – Utah Valley Dispatch meeting last week. They are experiencing improved response times and answering 97% of 911 calls within 10 seconds, which is above county and national standards. Overhaul of policies that have improved morale. Budget for upcoming year has been tentatively approved. Are we willing to pay 5.5% more in dispatch fees so they can hire additional dispatchers to increase response time? Cities need to discuss this. Assessing space needs and also looking at sites for new dispatch center. BYU students are almost done with finance app for the city so residents can interactively drill down on funds on any year since 2002 to get data they need.

CM Rees - Working on several press releases. Parks, Trails, Beautification and Recreation committee meeting on Thursday.

Presentation by AF Chamber of Commerce

Mike Olsen presenting. Have a proposal for City to join the chamber, which includes the following: 

• Representation on the Chamber board of a Cedar Hills City Council Member;
• Highlight Cedar Hills and their business community in the Chamber magazine and move-in guide distributed to residents in Cedar Hills, American Fork, Highland, Alpine, and Pleasant Grove;
• Chamber to hold at least one monthly luncheon annual within Cedar Hills’ city limits with invitations to the surrounding business community;
• Access to Chamber website with a landing page for the business community that also has a mobile app;
• Text cloud that would allow Cedar Hills to reach out to members of the business community to promote special events;
• Platinum level sponsorship at Chamber annual events including the Steak Fry, Golf Tournament, and Halloween Fun Run 5k;
• Chamber will offer support of a Cedar Hills event as mutually agreed upon;
• Cost  is $1,700 per year.

The Chamber sends information to the residents of North Utah County, specifically American Fork, Highland, Alpine, Cedar Hills Area. Putting out a magazine as a resource guide for residents and will be mailing to all residents in these cities. Will include a calendar of events for cities. New website being developed so each city will have a landing page. Have a text cloud for notifications. Also advertise on social media sites. Cheaper than other local chambers and wants to eventually partner up to have a North Utah County Chamber and with Utah Valley Chamber of Commerce. Will work with cities on help with events, such as Family Festival.

Review/Action on Refunding of Water Bond

This item was tabled for a future meeting.

Review/Action on Chair & Vice Chair for PTBR Committee

Appointing Boyd Wilkins as chair and Adrian Juchau as vice chair. Also, look into possibly changing bylaws so that this committee can select their own chair and vice chair. This was unanimously approved.

Review/Action on Resolution Supporting 2nd Amendment Rights

Requested by CM Augustus. Several other cities have made similar resolutions supporting second amendment rights. The Council expressed concerns over strong wording as we don't have authority to implement any laws regarding second amendment, and also not sure if all residents feel this strongly about this issue. CM Jackman made motion to continue item after changes have been made and item will be presented again.

Review/Action on Contract for Grill Concessions

Staff and officials met with three local businesses who were interested in providing concessions at the Grill. Discussed menus, hours, policies, signage, decor, food services for events, marketing plan, and fees. Committee who interviewed all unanimously agreed that Sammy's would be the best option. Sammy's wants to be a community partner and tie into our events and recreation. Motion made to start negotiations with Sammy's and Council needs to see final contract before final approval.

   ***This contract was reviewed and unanimously approved at a special Council meeting held on March 26^th.

Review/Action Declaring April as Child Abuse Prevention Month

From the press release - During the March 19th meeting the City Council adopted a proclamation designating April as Child Abuse Prevention Month. This will be held in conjunction with the national Pinwheels for Prevention® program organized by Prevent Child Abuse Utah.

The Prevent Child Abuse America's Pinwheels for Prevention campaign works to change the way the nation thinks about prevention and how people can deliver on the commitment to America's children. As the new symbol for child abuse and neglect prevention, the pinwheel is an uplifting reminder of childhood and the bright futures all children deserve. The organization focuses on community activities and public policies that prioritize prevention from the start to make sure child abuse and neglect never occur.

"Child abuse in all of its forms is a disturbing reality from which no city is immune," stated Mayor Gary Gygi. "We are pleased to participate in this program along with many other communities to bring awareness to this problem."

With more than 2.3 million pinwheels distributed since April 2008 and pinwheel activities in nearly every state, Pinwheels for Prevention is taking root. Cedar Hills will display 192 pinwheels at the Public Safety Building during the first week of April and residents are encouraged to display pinwheels in yards. More information regarding this campaign may be found online at http://www.pinwheelsforprevention.org. This resolution was unanimously approved.

Review/Action on Resolution Declaring March 26th as Purple Day

From the press release - On March 19th the City Council proclaimed March 26 as Purple Day. This day is recognized all over the world in honor of the over 50 million people that live with epilepsy.

Purple Day for Epilepsy is held each year and is dedicated to raising awareness about the disorder. It helps reduce stigma and empowers individuals living with epilepsy to take action in their communities. Purple Day was founded in 2008 by nine-year-old Cassidy Megan of Nova Scotia, and named after the internationally recognized color for epilepsy, lavender.

"We are happy to make this proclamation as a small way to raise awareness in our community," stated Mayor Gary Gygi. "City staff and officials will proudly wear purple on this day and encourage our residents to do the same."

The Epilepsy Association of Utah is sponsoring several Purple Day events on March 26th. Founded in 1973, The Epilepsy Association of Utah is a 501(c)(3) charity dedicated to enhancing the quality of life for all individuals living with epilepsy and seizure disorders. 1 in 26 people will develop epilepsy at some time in their lives leading to over 150,000 people in Utah alone. Epilepsy is the 4th most common neurological disorder in the US after migraine, stroke and Alzheimer’s. The Epilepsy Association of Utah offers a public education program, statewide support groups, personal and professional advocacy, college scholarships, art exhibits, educational conferences, summer camp and more. Visit http://epilepsyut.org for additional information. This item was unanimously approved.

Fiscal 2014 Budget Presentation

Revenue increases for the Water & Sewer Fund follow BC&A recommendations approved last year. Those funds will be for infrastructure needs, both now and future. This will be shown in expenses presented later. We encourage staff to keep the extra money in this fund so that the associated expenses can be tracked and residents will be able to see that those utility fees are only being used for utility needs. Impact fees revenue is down as expected development is down. For the Motor Pool fund, we are pushing replacement of bigger vehicles out further. Depreciation expense isn't actually paid out, the dollar amount associated with it stays in fund for future purchases. Public Works trucks are rotated about every three years. We purchase on the state contract and do well on reselling the vehicles.

Discussion on Family Festival

Bank of American Fork will sponsor the dinner and movie night. Working on volunteer committee. Met with Macey's and they are willing to handle the dinner and the cost will be low so more residents can participate. Doing well obtaining sponsors. Maddee Proffit is working on fun run and identifying a family who is in need of donations for medical problems.

Discussion on Recycling Program and Opt-Out option

Research options and determine whether or not we want to select an opt-out program. This will be presented at a future meeting.

Discussion on Sign Ordinance in Public Areas

If we have an outside company work at the grill they would want to have signs at the CoRec and also on public land (corner of Canyon Road and Bayhill where current golf course sign). Staff will look at possible changes needed to sign ordinance to accommodate this.

Council Meeting - March 5, 2013

Work Session

Mayor Gygi met with two stakes about assigning wards to help with Family Festival each year. He will be meeting with third stake tonight. We need about 150 volunteers every year so each ward would have an assignment every 5 years or so, which works out to one ward from each stake. We are also working on creating a resident driven committee to help with the festival. Volunteers will work on things we've had staff normally do, such as help with booths, parade, activities, etc. This will also help the City get more input from community. We are looking at having a theme for each year. Mayor needs input on people who could serve on this committee.

Council Meeting

Public Comment

Ken Cromar - Disappointed that City raised taxes this year. Feels the City should have cut expenses. Says City misled the State Records Committee by saying his group has filed a lawsuit against the City. He says he has never filed a lawsuit against anyone. Says City misrepresents facts.

   ***The City did raise the tax rate, but this did not increase revenues. Utah County makes a recommendation to each city every year on what rate they should adopt in order to collect the same amount of revenue as the prior year. The City Council chose to accept this new rate to keep our revenues consistent as our legal expenses continue to rise. However, most residents are paying the same amount in property taxes that they did in the prior year. Some are paying less than last year, including Mr. Cromar. A more detailed explanation can be found in the State of the City newsletter, pages 7-10, which can be found online here.

Public Comment & Review/Action on Amendments to FY 2013 Budget

Nobody signed up for public comment regarding amendments to the budget.

Consent Agenda

Minutes from the February 5, 2013 meeting were unanimously approved.

City Reports

CM Augustus – Planning Commission met last week. Talked about weeds and how to enforce ordinance. North Pointe Solid Waste will have a meeting this Friday.

CM Zappala – Attended an Animal Services meeting. Bill before legislature right now (HB150) that would outlaw the use of carbon monoxide chambers for euthanization. This is how County currently put down animals. If passed, it will significantly increase cost of euthanizing animals, which will increase fees paid to this facility. Facility feels this bill is wrong as euthanasia is the most humane way to put animals down. Alternative is to use lethal injection, which traumatizes animal as it is held down while being injected, and it is also much more expensive. Asking us to reach out to representatives to lobby against this bill.

CM Martinez - YCC working on changing the ordinance for YCC. They have been stuffing eggs for Easter egg hunts. March 29th is teen hunt (ages 11-15) at driving range, and egg hunt for kids 10 and under is on March 30th at 11:00am at Heritage Park. Eggs are recycled so residents should take candy and leave the plastic eggs. YCC is also having a social gathering for teens right after teen egg hunt. Tot soccer registration is happening now. Price has gone up $5 and some residents are concerned so staff will be reviewing this to find out why our costs have gone up. Other cities (Orem, AF, Saratoga Springs, PG) all charge more than we do. Family Festival is June 3th - 8th. Parks, Trails, Beautification and Recreation committee is hosting Arbor Day contest with Cedar Hills elementary schools. Flyers will be going out to schools. This is a poster contest and winner will be selected. Fire department will be having an open house in April when new fire truck arrives.

CM Jackman - LPPSD had meeting. District is no longer participating in social security for employees so there was a lively debate on a refund that was being given back to cities. Board decided to give refund back to the employees who had been paying into the social security system. Will be meeting again to discuss LPPSD budget. Finance Committee met and Council will discuss budget items during meeting. Looking at potential options for emergency dispatch items and other cities for fire services. Not committing to any changes, but getting a sense for what others offer.

CM Rees - Several press releases issued and working on more. Watching County library system as American Fork Council discussed in a Council meeting. Parks, Trails, Recreation and Beautification committee will plant 26 trees honoring Sandy Hook victims and will also discuss event for Murdock Trail Grand Opening.

David Bunker - Murdock Trail opening on May 18th. County wants a passport system so residents can check in with each trailhead and events. Starts in Orem and ends in Lehi. Have had developer reach out to us to finish Bridgestone complex so Council will be receiving drawings. Radi8 Creative (PR firm) will be reaching out to ~120 residents and business owners to get feedback for branding process. This includes residents all parts of the city.

Review/Action on City Code for YCC

YCC needed to update the existing ordinance. Changes being made include:

• Ordinance to say ages 14-18 instead of high school students
• YCC members have to have served at least one full term before serving as mayor
• Contact YCC staff advisor if they can't attend a meeting
• Instead of having YCC elect a mayor the members will apply for mayor and present to adult advisors, who will then appoint the mayor
• Section 2D add "with consent of the City Council"

This item was unanimously approved.

Review/Action to City Code on Nuisances

Discussed during Planning Commission meeting. The City needs to address issues with trees that hang over signs and hedges that are growing over sidewalks as well as weeds. We previously have not had an ordinance that gives zoning official the authority to enforce laws. Additional items will be added by Scott McMahon after talking with the fire marshal and Utah County wildlife regarding vacant properties and pastures. Sending back to Planning Commission with these additional items before Council approves. This agenda item was continued.

Discussion on Family Festival

See notes above under Work Session.

Review/Action on Amendments to FY 2013 Budget
There were 5 budget amendments presented by Charl Louw and the agenda, which lists this in more detail, may be found here. The highlights:

• Reduction of $140,000 in Class C Road Funds (10-36-800) - After doing some research Charl found that last year we thought we had a fund amount of $425,00 but that didn't actually exist. The actual amount of Class C Road Funds available was $285,000. Because of this mix-up there are some projects that will be delayed to FY14. City Manager David Bunker stated we have already fulfilled our usual maintenance for the year and that this will not cause any disruption in service or diminish quality. These delayed items include:
• $10,000 in street light maintenance (10-62-415)
• $10,000 in signs (10-62-420)
• $65,000 in street supplies and maintenance (10-62-440)
• $30,000 in sidewalk maintenance (10-62-470)
• $25,000 in transfer to capital projects fund (10-69-910)
• Transfer of $1,100 from materials & supplies (10-40-200) to other events (10-40-350) to cover expenses included with decoration the CoRec for Christmas and holding a citywide Christmas party.
• Transfer of $900.00 from materials & supplies (10-40-200) to communications (10-41-290) to cover the purchase of tablets for Councilmembers. The reduction in materials & supplies is the money saved from not printing and delivering paper packets to Councilmembers.
• Transfer of $4000 from Planning Commission (10-41-115) to materials & supplies (10-40-200) to cover expenses associated with the printing and mailing of the State of the City newsletter. This money was available as the Planning Commission members have opted out of receiving a salary.
• Transfer of $7,500 from P/R Professional & Technical (10-40-330) to Branding (10-40-335). A an additional $3000.00 for Branding was transferred from the Water and Sewer Fund and $7,500 from Golf Advertising.
• The savings on the G.O. Bond after refinance was $49,957.56. After expenses the net refunding activity's impact to the FY13 budget was $21,373.56.

The budget amendment passed 3-2 with Rees, Zappala, and Jackman voting yes and Martinez and Augustus voting no.

Fiscal Year 2014 Budget Presentation

The revenues for the General Fund and Capital Projects Fund were discussed and the detail can be found at the same link provided above. Some highlights:

• There is an overall reduction in General Fund revenue of $258,000 compared to FY 2013. This is due to a reduction in delinquent tax fees (less people are walking away from homes), a reduction in telecom tax received, a reduction in building permits and plan check fees, a reduction in the Class C Road Fund balance (see above) and a reduction in the Care Tax Fund Balance.
• There is a transfer of $2,069,358 from the Capital Projects Fund to the Community Recreation Fund. This is to pay off the loan that the golf course had accrued from other funds. This transfer and associated remaining balance shows the actual balance in the Capital Projects Fund as the golf course losses were being paid throughout the years. This is more transparent in showing officials and residents what our actual cash on hand is for each of our funds.
• There will be a $12,000 capital outlay in the Capital Projects Fund for a safety trench box, which is now required by OSHA.

Council Meeting - February 19, 2013

Work Session

Mark Edminster presented a proposal from Wells Fargo to refinance the existing utility revenue bond. Currently has interest rate of 5.99%. Willing to refinance at 2.61% for seven years on outstanding balance of $845,000. The current bond is not callable until March of 2019 so we can’t refinance with any other bank until that time. The current average annual debt service on this bond is $80,663. The refinance scenarios and projected savings are:

• 7-year fixed rate option with 10-year maturity and level annual debt service
• Net Present Value savings: $182,404 (22.41%)
• Average increased annual debt service for first 7 years - $15,622.
• 7-year fixed rate option with 7-year maturity and level annual debt service
• Net Present Value savings: $167,035 (20.50%)
• Average increased annual debt service - $51,944.

Mark sent Wells Fargo a list of eight questions that need clarification before moving forward. Mark feels much of their letter was a boilerplate template so some of this may not apply to this refinance. The current wording states there is a mandatory payoff after seven years, so he is asking about that. If there isn’t a mandatory payoff then there is the risk of not knowing what the interest rate will be in seven years. Charl said if the interest rate was too high in seven years then we could pay off the bond with money in the capital projects funds. Right now we pay $80,663 each year on this debt. If we pay it off in 10 years then we would save the extra 6 years of $80k payments that we are now planning to make as payoff isn't until March 2029. Mark recommends we pursue it to see where it leads and we can make final decision once all questions are answered. It doesn't cost us anything to pursue it. Mayor Gygi has asked Mark to go back to Wells Fargo to see if they would be willing to do a fixed rate for 10 years instead of seven. CM Zappala expressed concern over speeding up payoff. Utility bonds are generally setup over a 20 year span so that residents who live in the City over that 20 year period are helping to pay for it. If we speed it up to 10 years then residents living in the City over 10 years are paying for all that infrastructure and residents moving in after that don't pay for any of it. CM Jackman was concerned as to why we are looking at this again as last year we had decided not to do this as we didn't want to raise utility rates any more than we already are to cover O&M costs. Council agreed that Mark could continue to work with Wells Fargo to get questions answered but no approval will be given at this time to refinance until we get these answers.

Council Meeting

Public Comment

Suzy Butler – Says she was told the City was going to get better insurance to cover sewer backup. She wants to know what recourse the City has and wants to know how she is going to be protected. Mayor Gygi explained we are currently looking at other insurance companies. Families involved are putting together a formal appeal which they will present to the City, asking to be reimbursed for damages. 

GFOA Distinguished Budget Award

From our press release - On February 19, 2013 the Government Finance Officers Association presented the City of Cedar Hills with the GFOA’s Distinguished Budget Presentation Award. Finance Director Charl Louw was also presented with a Certificate of Recognition for Budget Presentation as the individual primarily responsible for having achieved this award.

According to the GFOA, the award “reflects the commitment of the governing body and staff to meeting the highest principles of governmental budgeting.” This is the 11^th year that Cedar Hills has received this award. In order to qualify, the City had to satisfy nationally recognized guidelines for effective budget presentation. The budget documents submitted are evaluated separately by three reviewers. Each reviewer rates each budget document as being not proficient, proficient, or outstanding in regard to 27 specific criteria, grouped into four basic categories. To receive the award, a budget document must be rated either proficient or outstanding by at least two of the three reviewers for all four basic categories, as well as for 14 of the 27 specific criteria identified as mandatory.

“We wish to thank Mr. Louw and our entire financial team for performing all of the work required to obtain this prestigious award,” stated Mayor Gary Gygi. “We are lucky to have excellent people working for the City and are happy they are being recognized for their hard work and dedication.”

The Government Finance Officers Association is a nonprofit professional association serving over 17,500 government finance professionals throughout North America. The GFOA’s Distinguished Budget Presentation Award is the only national awards program in governmental budgeting.

Discussion on Manila Sewer Back-up

The City had a sewer line backup on December 13^th due to vandalism. Three homes were affected. The City submitted a claim to the insurance company, which was denied. The City appealed this decision, which was also denied as the insurance company stated “This claim relates to damage to homes resulting from vandalism of the City’s sewer system. According to the facts you have given us, the damage sustained by these residents was not caused by any act or failure to act on the part of Cedar Hills – it was caused by third parties. The residents whose homes were damaged cannot prevail on a claim against the City because the City is not liable for the damages the residents sustained. Because the City is not liable for the claims, we cannot extend coverage beyond the no-fault coverage limits we have already paid.” Each of the affected households received $5,000 from the trust as part of our no-fault coverage but this does not cover the loss for each house. We are now appealing to the Board of Directors. Appeal will be on March 22nd.  AFPD is also currently investigating this vandalism.

Review/Action to Approve Wells Fargo Utility Bond Refinance

See my notes above during work session. We have asked Mr. Edminster to continue to work with Wells Fargo but are not approving a refinance at this time.

City Reports

David Bunker - Resident has approached staff about doing a development on the south end of the City. David will continue to work with him and provide updates to us. Attended State Records Committee hearing last week and committee ruled unanimously in our favor.  LPPSD meeting this week on recent study they had done. Had some discussions on PG 4000 N. sewer line and working on potential agreement to present to the Council.

CM Zappala - Emergency Preparedness townhall this Thursday. Met with Dax and David to review Parlant system and will do demonstration on Thursday. Will also do presentation on how to follow us on Twitter and Facebook.

CM Jackman - LPPSD has board meeting next week. Budget is continuing to move forward.

CM Augustus -  North Pointe Solid Waste sent info on subgroups such as policies and procedures. Trent will work on this.

CM Martinez – For Family Festival she is working on creating a community committee. YCC working on fundraising activities. YCC reviewed ordinance and discussed things that need to be updated or changed. Talked about ways they can work with the Council with regards to issues the youth face. YCC is also now stuffing Easter eggs for hunt. PTBR committee will be meeting on Thursday.

CM Rees - Two press releases issued, working on three more. PTBR will be working on updated master plan for parks and trails.

Discussion on Family Festival

New dates are June 3 - 8th. Quincy Lewis will be the grand marshal. Adding food trucks, such as Waffle Love and Poji Grill (pizza). 20 sign-ups for parade already. Harts will be title sponsor. Working on Family Festival committee like Pleasant Grove does. Not sure when fun run will be. Seven businesses have already committed to sponsor. Budget this year is $40,000, last year we spent $43,000 so will work to stay within budget. Greg will work with the carnival company to get better rides (not so many spinning rides). Reaching out to National Guard on participating in parade and possibly sponsoring a rock wall. In the future we need to find out when other cities have their festival so we can try to plan our Festival later, such as July.

Review/Action on Social Media Use Policy

The policy establishes a set of rules to guide communication from the City to residents via social networking sites, such as Facebook and Twitter. It was unanimously approved.