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EVANSTON CITY COUNCIL First Regular Meeting April 1, 2014 The official record of proceedings of the first regular meeting of the Evanston City Council for the month April was held in the Council Chambers of City Hall on the above date. These proceedings were video recorded. Colby Farrens from Cub Scout Pack #83 led those in attendance in the pledge of allegiance to the Flag. The roll was called and with a quorum being present, Mayor Joy Bell called the meeting to order at 5:30 p.m. and welcomed everyone present. Those present from the governing body at the start of the meeting were: Mayor Bell; Councilmembers Tim Curtis Rex, Evan Perkes, David W elling, Saundra Meyers, and W endy Schuler. Staff members present at the start of the meeting were: City Attorney, Dennis Boal; Director of Administrative Services/City Clerk, Amy Grenfell; Director of Planning & Development, Paul Knopf; City Treasurer, Kathy Defa; Police Chief, Jon Kirby; Director of Parks and Recreation, Dennis Poppinga; Public W orks Director, Oop Hansen; Deputy City Clerk, Nancy Stevenson; Police Lieutenant, Ken Pearson; and Building Inspector, Bob Liechty. City Engineer, Brian Honey was excused. A group of interested citizens were also present. Approve Agenda Mayor Bell suggested the following change to the agenda: Under Public Hearing/Special Orders, add Special Presentation – Prevention Management of Wyoming Award. Councilmember moved, Councilmember Welling seconded, to approve the agenda with the suggested change. The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Approve Minutes The official record of proceedings for the City Council Meeting held March 18, 2014 and a Work Session Meeting held March 25, 2014 were approved as presented. Bills Councilmember Welling moved, Councilmember Schuler seconded, to approve the following bills for payment: March 19, 2014 to April 1, 2014 VENDOR FOR AMOUNT AXA Equivest Payroll 1,959.64 Flexshare Payroll 2,519.00 ING Life Insurance Payroll 29.20 Orchard Trust Payroll 593.36 Parks & Recreation Payroll 184.84 Uinta County Court Payroll 101.91 Vantage Point Payroll 1,055.43 W ells Fargo Payroll 200.00 W yoming Child Support Payroll 770.05 EFTPS Payroll 36,843.63 W right Express Fuel 18,940.14 Airgas Supplies 75.00 Art Gallery Supplies 100.00 Joy Bell Reimbursement 163.23 Beacon Controls Services 2,080.00 Brian’s Muffler Shop Repairs 960.00 CD’s Electric Electrical 624.60 Verizon W ireless Cell Phones 797.87 Course Trends W ebsite 885.00 Cook Brothers Broadcasting Promotional 1,400.00 Crum Electric Supplies 55.23 Turf Solutions Repairs 140.00 W yo Dept of Transportation License Plate 2.00 Ellingford’s Supplies 182.90 Energy Laboratories Testing 60.00 Entenmann-Rovin Co Supplies 108.50 Evanston Parks & Recreation City Subsidy 91,575.00 Fastenal Supplies 16.38 Freeway Tire Tires 848.82 Hach Company Supplies 2,781.25 Sara Hull Services 175.00 ---PAGE BREAK--- Harris Law Office Contract 4,000.00 Hogan & Associates Contract 107,051.40 Holland Equipment Parts 1,186.27 Nicholas Earl Horton Contract 80.00 Hutchinson Oil Supplies 190.95 Jeff Murdock Reimbursement 125.00 Kallas Automotive Parts 613.06 Mobile Golf Services Parts 217.44 Modern Cleaners Laundry Service 1,571.00 Morcon Industrial Supplies 4,760.40 Mtn W est Business Solution Contract 778.13 Myers/Anderson Architects Services 5,257.11 Myers Tire Supply Parts 125.77 Nalco Supplies 30,103.20 NGL Connection Supplies 94.40 Office Products Dealer Supplies 219.01 Patrick Towing Towing 900.00 Pitney Bowes Equipment 2,430.06 Safety Supply & Sign Signs 349.56 Interwest Safety Supply Parts 1,853.00 Sirchie Finger Print Lab Supplies 370.00 Smith’s Food & Drug Supplies 590.62 Local Gov’t Liability Pool Insurance 36,391.00 Superior Rental Parts 1,814.47 Tom’s HVAC Repairs 3,892.19 Team Laboratory Chemical Road Patch 1,743.00 Uinta County Herald Ads 136.40 Union Pacific Railroad Land Lease 100.00 United Service and Sales Parts 341.20 Century Link Utilities 1,170.25 Rocky Mountain Power Utilities 5,371.43 Valley Kubota Parts 399.95 Mike Vranish Reimbursement 178.74 W almart Supplies 734.79 W aterworks Industries Parts 340.00 W EDA Sponsorship 118.00 W estar Printing Printing 591.75 One-Call Of W yoming Services 18.00 Yamaha Motor Corp Contract 3,281.75 Creative Ink Images Promotional 783.42 Richard McMurray Reimbursement 158.01 Business Leadership Network Training 70.00 W yo Div of Victim Services Tuition 100.00 Jeff Schneider Excel Award 300.00 Vehicle Lighting Solutions Parts 106.25 Symbol Arts Supplies 25.00 Tammy’s Hem House Services 10.00 JC Electric Repairs 63.95 Consolidated Plastics Supplies 182.60 USA Blue Book Supplies 286.20 Golden Rule Embroidery Services 10.00 Utility Bill Solutions Services 176.67 Paul Barnell Supplies 95.00 Uinta County Sled Dog Committee Reimbursement 895.46 Sharle Kaltenbach Refund 450.00 Lisa or Josh Cox Refund 100.00 NSFM Pizza Inc Refund 100.00 Paul LeSarge Refund 200.00 Jacob Nelson Excel Award 300.00 Lucas or Mary Pickens Refund 100.00 Teresa Sullivan Refund 100.00 Shayne MacDonald Refund 400.00 Dharmesh Amir Fees 15.00 Terri Arnell Reimbursement 1,483.80 Steve Regan Co Chemicals 140.47 The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Council Comments Mayor Bell related that High County Behavioral have begun moving into the Medical Spec Building. She stated that the site visit with the W yoming Business Council went well. The Mayor will be signing a proclamation for Sexual Assault Awareness Month later this week. Mayor Bell also stated that the budget process will begin soon. ---PAGE BREAK--- EXCEL! Award Presentation Ken Pearson, CERC (City of Evanston Recognition Committee) Chairperson, recognized Community Service Officer, Jeff Schneider for his assistance in the arrest of a shoplifter. Officer Schneider was able to stop and retain the shoplifter until a Police Officer could arrive at the scene. Officer Schneider was presented with a certificate, an EXCEL! mug and coaster, an EXCEL! cap, and a monetary award. Ken Pearson, CERC (City of Evanston Recognition Committee) Chairperson, recognized Police Officer, Jacob Nelson for his assistance in the rescue of an individual that had become stranded in a semi-remote location while repairing the City’s emergency radio system that had failed due to harsh weather condition. Officer Nelson, upon learning of the situation, did not hesitate to retrieve his personal snow machine to rescue this individual. Officer Nelson was presented with a certificate, an EXCEL! mug and coaster, an EXCEL! challenge coin, and a monetary award. Prevention Management of Wyoming Award Police Lieutenant, W illiam Jeffers, Community Service Officer, Sylvia Moore and Field Training Officer, Rowdy Dean were recognized and received awards for their efforts as instructors in the TIPS Training Program. Tera Lawlar of the Prevention Management Organization of W yoming expressed her gratitude for the dedication of these three individuals in providing alcohol server training and presented them with an award. Motion/Approve ATM Card Transaction Authorization Councilmember moved, Councilmember Perkes seconded, to approve and authorize ATM Card Transactions at Bank of the West. The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Motion/Award Bid/Birch Street Watermain Replacement Project Councilmember Rex moved, Councilmember Meyer seconded, to award the bid for the Birch Street Watermain Replacement Project to Maxfield Construction, Inc., the apparent low bidder meeting all City specifications, in the amount of $129,630.00. The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 14-19 Councilmember Meyer introduced Resolution 14-19. Councilmember Meyer moved, Councilmember Schuler seconded, to adopt Resolution 14-19. Resolution 14-19: RESOLUTION OF THE CITY OF EVANSTON, W YOMING, AUTHORIZING THE EXECUTION OF AN AGREEMENT W ITH MAXFIELD CONSTRUCTION, INC., FOR THE COMPLETION OF ALL W ORK AS SET FORTH IN THE AGREEMENT FOR THE BIRCH STREET W ATERMAIN REPLACEMENT PROJECT. W HEREAS, the City of Evanston has a need to replace a portion of the watermain line located in Birch Street; and W HEREAS, Maxfield Construction, Inc., has submitted the low bid for the project; and W HEREAS, the City of Evanston and Maxfield Construction, Inc., are prepared to enter into an agreement whereby Maxfield Construction, Inc., will provide all materials and labor specified in the plans and specifications and the bid documents for the Birch Street W atermain Replacement Project; and NOW , THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF EVANSTON, W YOMING THAT: Section 1: The Mayor is hereby authorized to execute, and the City Clerk attest, on behalf of the City of Evanston, the Agreement between the City of Evanston, as Owner, and Maxfield Construction, Inc., as Contractor, for completion of all work necessary for the Birch Street W atermain Project. PASSED, APPROVED AND ADOPTED the 1 day of April, 2014. st Joy Bell, Mayor ATTEST: Amy L. Grenfell, City Clerk The motion passed unanimously with7yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 14-20 Councilmember Meyer introduced Resolution 14-20 Councilmember Meyer moved, Councilmember Welling seconded, to adopt Resolution 14-20. ---PAGE BREAK--- Resolution 14-20: RESOLUTION OF THE CITY OF EVANSTON, W YOMING, AUTHORIZING THE EXECUTION OF A EMPLOYER PLAN SELECTION WITH THE WYOMING EDUCATOR’S BENEFIT TRUST (W EBT) TO PROVIDE ADMINISTRATIVE AND ADVISORY SERVICES W ITH RESPECT TO THE CITY EMPLOYEE MEDICAL, VISION, LIFE INSURANCE PROGRAMS. W HEREAS, one of the benefits the City provides to its employees is medical, vision and life insurance programs; W HEREAS, the W yoming Educator’s Benefit Trust (W EBT) provides administrative and advisory services for the City, with respect to programs; and W HEREAS, the City needs to make a plan selection for W EBT to administer; NOW , THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF EVANSTON, W YOMING THAT: Section1: The Mayor is hereby authorized to execute, and the City Clerk attest, on behalf of the City of Evanston, the Employer Plan Selection between the City of Evanston and the W yoming Educator’s Benefit Trust (W EBT) a copy of which is attached hereto. PASSED, APPROVED AND ADOPTED the 1 day of April, 2014. st Joy Bell, Mayor ATTEST: Amy L. Grenfell, City Clerk The motion passed unanimously with7yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 14-21 Councilmember Perkes introduced Resolution 14-21. Councilmember Perkes moved, Councilmember Rex seconded, to adopt Resolution 14-21. Resolution 14-21: A RESOLUTION OF THE CITY OF EVANSTON, W YOMING, RATIFYING THE APPLICATION TO OBTAIN FUNDS UNDER THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM FOR THE CONSTRUCTION OF A NEW ADDITION TO THE YOUTH SERVICES BUILDING FOR EARLY CHILDHOOD EDUCATION. W HEREAS, the governing body recognizes there is a need to provide suitable facilities for the provision of a preschool education for the children in the community; and W HEREAS, the Community Development Block Grant Program is designed to assist communities in providing such facilities; and W HEREAS, the City of Evanston proposes to use CDBG grant funds to construct an addition to the Youth Services Building to provide space for early childhood education; and W HEREAS, the grant application requests a grant be made to the City of Evanston in the sum of $215,746.00 and provides for a city match and eligible project costs in the sum of $666,190.00; and W HEREAS, the City of Evanston will be responsible to pay any cost overruns that may be incurred in the construction of this project; and W HEREAS, the City of Evanston will be responsible for paying the costs of major maintenance and repairs to the Youth Services Building; and W HEREAS, the daily and routine operation and maintenance costs for the Building will be the responsibility of the Evanston Development Center, Inc., and W HEREAS, a public hearing was held on January 7, 2014, by the governing body to explain the proposal and the rules and regulations applicable CDBG program, and to receive public input: NOW , THEREFORE, BE IT RESOLVED by the governing body of the City of Evanston, W yoming as follows: Section 1. The City of Evanston hereby ratifies the submission of the above-described application to obtain funds under the Community Development Block Grant Program of the State of W yoming to construct an addition to the Youth Services Building to provide space for early childhood education. Section 2. The Mayor and City Clerk are authorized to sign and attest all documents which are necessary to submit and apply for the grant. ---PAGE BREAK--- PASSED, APPROVED AND ADOPTED the 1 day of April, 2014. st Joy Bell, Mayor ATTEST: Amy L. Grenfell, City Clerk The motion passed unanimously with7yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 14-22 Councilmember introduced Resolution 14-22. Councilmember moved, Councilmember Welling seconded, to adopt Resolution 14-22. Resolution 14-22: RESOLUTION OF THE GOVERNING BODY OF CITY OF EVANSTON, W YOMING RATIFYING THE SUBMISSION OF A GRANT APPLICATION TO THE W YOMING BUSINESS COUNCIL TO FUND A COMMUNITY ENHANCEMENT PROJECT KNOW N AS BEAR MEADOW . W HEREAS, the governing body for the City of Evanston has determined that developing a useable natural open space in the Bear River Greenway, to, to be know as Bear Meadow, will create recreation opportunities, improve the visual esthetics of the area and improve the business climate of the area; and W HEREAS, the grant application requests a grant be made to the City of Evanston in the sum of $498,654.86 and also provides for a city match and eligible project costs in the sum of $750,000.00; and W HEREAS, the City of Evanston will be responsible to pay any cost overruns that may be incurred in the construction of the project; and W HEREAS, the City of Evanston will be responsible to pay all costs associated with the repair, maintenance and operation of the project; and W HEREAS, a public hearing was held on February 18, 2014, by the governing body to explain the Bear Meadow Enhancement Project, and to receive public input; W HEREAS, the W yoming Business Council has grant funding available which could be used for this project; NOW , THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF EVANSTON, W YOMING THAT: Section 1. The City of Evanston hereby ratifies the submission of the above-described grant application to the W yoming Business Council to fund the Bear Meadow Enhancement within the Bear River Greenway in the City of Evanston. Section 2. The Mayor and City Clerk are hereby authorized to sign and attest all documents may be necessary to timely submit the Grant Application to the W yoming Business Council. PASSED, APPROVED AND ADOPTED the 1 day of April, 2014. st Joy Bell, Mayor ATTEST: Amy L. Grenfell, City Clerk The motion passed unanimously with7yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Adjournment W ith no further business to be conducted at this time Mayor Bell adjourned the meeting at 6:28 p.m. Joy Bell, Mayor Amy L. Grenfell, City Clerk