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EVANSTON CITY COUNCIL First Regular Meeting November 5, 2013 The official record of proceedings of the first regular meeting of the Evanston City Council for the month of November was held in the Council Chambers of City Hall on the above date. These proceedings were video recorded. Cub Scout Pack #33 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 Meyer, and W endy Schuler. Staff members present at the start of the meeting were: City Attorney, Dennis Boal; Director of Administrative Services/City Clerk, Jim Davis; City Engineer, Brian Honey; Director of Planning & Development, Paul Knopf; City Treasurer, Kathy Defa; Public W orks Director; Oop Hansen; Director of Parks and Recreation, Dennis Poppinga; Deputy City Clerk, Nancy Stevenson; and Police Lieutenant, Ken Pearson. Police Chief, Jon Kirby was excused. A group of interested citizens were also present. Approve Agenda Mayor Bell suggested the following change to the agenda: Under Public Hearings/Special Orders add a Special Presentation and under the Consent Agenda add a Limited Malt Beverage Permit. Councilmember Welling moved, Councilmember Schuler seconded, to approve the agenda with the suggested changes. 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 October 15, 2013, a Work Session Meeting held October 22, 2013, and a Work Session Meeting held October 29, 2013 were approved as presented. Bills Councilmember Meyer moved, Councilmember seconded, to approve the following bills for payment: October 16, 2013 to November 5, 2013 VENDOR FOR AMOUNT AXA Equivest Payroll 3,919.28 Beneficial Life Insurance Payroll 269.68 Blue Cross Blue Shield Payroll 107,309.42 Delta Dental Payroll 5,599.70 Flexshare Payroll 4,445.50 ING Life Insurance Payroll 58.40 NCPERS Payroll 80.00 Orchard Trust Payroll 1,186.72 Parks & Recreation Payroll 233.94 The Hartford Payroll 196.30 Vantage Point Payroll 2,733.84 Vision Service Plan Payroll 1,042.72 W EBT Payroll 968.00 W yoming Child Support Payroll 1,540.10 W yoming Dept of Employment Payroll 6,924.85 W yoming Retirement Payroll 41,977.97 Payroll Payroll 211,212.63 EFTPS Payroll 74,332.27 HMBD Insurance 7,896.25 United States Treasury Taxes 2,050.58 Roscoe Snedeker Refund 300.00 Airgas USA Supplies 71.22 Josh Buhmann Promotional 300.00 Civic Plus W ebsite 2,169.30 Cazin’s Supplies 643.17 City of Kemmerer Rail Study 500.00 Verizon W ireless Cell Phones 876.61 Creative Culture Supplies 204.75 Crum Electric Parts 1.82 ---PAGE BREAK--- Chemtech-Ford Laboratories Testing 78.00 Rowdy Dean Promotional 300.00 Executech Maintenance/Equipment 8,113.99 Empire, Inc Supplies 3,691.50 Energy Laboratories Testing 1,353.00 Evanston Chamber of Commerce Contract 9,082.50 Evanston Parks & Recreation Reimbursement 41,417.92 First Bank Visa 4,170.76 Fastenal Parts 833.18 Flexshare Benefits Insurance 125.00 Forsgren Associates Services 2,900.00 Freeway Tire Tires 5,689.12 Great Basin Turf Fertilizer 10,370.50 Murdoch’s Supplies 530.85 Natalie Albrecht Green Contract 120.00 Hach Company Supplies 4,544.81 Sara Hull Contract 210.00 Hogan & Associates Contract 142,223.40 Holland Equipment Equipment 18,182.29 Nicholas Earl Horton Contract 120.00 Evanston Regional Hospital Testing 60.55 Jeff Murdock Reimbursement/Excel Award 453.40 Bill Jeffers Promotional 300.00 Kallas Automotive Parts 902.57 Keith’s Feed Supplies 61.50 Jon Kirby Promotional 100.00 Landmark Repairs 750.00 L-3 Com Mobile-Vision Equipment 512.00 Lewis-Goetz and Company Supplies 402.25 MJB Animal Clinic Shots 278.50 Douglas Matthews Promotional 300.00 Morcon Industrial Supplies 797.02 Liberty Mutual Insurance 4,800.00 Mtn W est Business Solutions Contract 767.76 Questar Gas Utilities 2,063.00 Myers/Anderson Architects Services 9,395.70 Nalco Company Chemicals 25,510.20 Dave Norris Construction Asphalt 144.00 North American Directory Services Ads 275.00 Office Products Dealer Supplies 960.66 Ken Pearson Promotional 300.00 Pops Privy Services 170.00 Parnell’s Glass & Bodyworks Repairs 468.00 PC Innovation Equipment 1,050.00 Pitney Bowes Equipment 4,860.12 Proco Inc Repairs 13,000.00 Gordon Robinson Reimbursement 1,483.80 Real Kleen Supplies 1,694.97 Paul Robbins Promotional 300.00 Rip’s Grocery Supplies 12.38 Scott Ehlers Reimbursement 40.00 Interwest Supply Parts 175.90 Smith’s Food & Drug Supplies 137.82 Standard Plumbing Supplies 104.67 Local Gov’t Liability Pool Insurance 978.03 Tom’s HVAC Maintenance 1,507.51 Titleist Supplies 435.40 Turf Equipment Parts 912.56 Two Guys Flooring Carpet 1,075.00 Uinta County Jail/Dispatch Fees 73,049.34 Uinta County Herald Ads 64.30 Uinta County Solid W aste Landfill 17,397.80 Uinta County Treasurer Taxes 1,126.39 InContact Utilities 377.05 Century Link Utilities 1,418.12 Rocky Mountain Power Utilities 16,945.21 Mike Vranish Promotional 300.00 Vision Auto Glass W indshields 580.00 W alMart Supplies 909.60 W estar Printing Printing 3,086.00 Taylour W elling Contract 15.00 W hite Mountain Lumber Supplies 332.69 One-Call of W yoming Tickets 90.75 Yamaha Motor Corp Contract 3,281.75 Carmen Atencio D’Mayer Reimbursement 79.32 Sherwin W illiams Paint 1,089.00 ---PAGE BREAK--- Independent Software Solutions Supplies 234.00 Pedigree Promotional 2,000.00 Vehicle Lighting Solutions Emergency Equipment 12,313.57 W yo Dept of Transportation Maintenance 990.75 Foot Joy Supplies 100.87 Gateway Gourmet Catering Meeting Supplies 606.40 Golden Rule Embroidery Services 23.00 Utility Bill Solutions Services 206.94 Joy Bell Promotional 100.00 Tim Christensen Refund 100.00 Ben Gillette Reimbursement 470.00 Rebecca Eastman Refund 600.00 Barbara Diehl Excel Award 200.00 Lazer Lines Pavement Marking Striping 10,860.33 Robert Rayl Repairs 180.00 Shipping Plus Shipping 201.80 Terri Arnell Reimbursement 1,483.80 Business Solutions Group Tax Forms 149.56 Nutech Specialties Supplies 287.89 Pierce & Sons Fencing Contract 12,235.88 Best W estern Dunmar Room 79.00 The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Council Comments The Mayor and Councilmembers welcomed everyone to the council meeting and thanked the Cub Scouts for the wonderful flag ceremony. Councilmember Schuler commented that she spoke with a young couple who were passing through Evanston when they experienced some car trouble. She stated that they were very impressed with how many of our citizens had stopped and offered to help them. Mayor Bell commented on the Downtown Trick or Treating event and the flash mob event. She also commented on the progress that is being made to get a Boys and Girls Club at the Youth Center. Special Presentation/Paul Skyles Jim Rasmussen, on behalf of several local citizens, presented Mayor Bell with a monetary donation in honor of past Councilmember Paul Skyles who recently passed away. The donation is to be used to help start a Boys and Girls Club in Evanston. EXCEL! Award Presentation Ken Pearson, CERC (City of Evanston Recognition Committee) Chairperson, recognized Jeff Murdock,for his dedication and the time and effort he has put into making the greens at the golf course look better this season than they ever have. Mr. Murdock was presented with a certificate, an EXCEL! mug and coaster, an EXCEL! challenge coin, and a monetary award. Ken Pearson, CERC (City of Evanston Recognition Committee) Chairperson, recognized Barbara Diehl for her exceptional leadership during the flooding at the Recreation Center that occurred in September. As Mrs. Diehl was unable to attend the meeting, Steve Liechty accepted the award on her behalf. She will also be presented with a certificate, an EXCEL! mug and coaster, an EXCEL! challenge coin, and a monetary award. Consent Agenda Councilmember Perkes moved, Councilmember Rex seconded, to approve the following on the Consent Agenda: A Malt Beverage Permit requested by the UMF L. Rich Rush for the Casino Night Fundraiser for Angels Among Us at the Roundhouse, on Saturday, November 9, 2013, from 7:00 p.m. to 11:30 p.m. The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Excess City Assets Councilmember Schuler moved, Councilmember Meyer seconded, to declare listed items as excess city assets to be sold at a future surplus sale. The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 13-75 Councilmember Meyer introduced Resolution 13-75. Councilmember Meyer moved, Councilmember seconded, to adopt Resolution 13-75. Resolution 13-75: A RESOLUTION OF THE GOVERNING BODY OF THE CITY OF EVANSTON APPROVING CHANGE ORDER NO. 1 FOR THE PARKS AND RECREATION CENTER BUILDING CONTROL SYSTEM RETRO FIT PROJECT. ---PAGE BREAK--- W HEREAS, the City of Evanston has previously entered into a Contract with Rocky Mountain Trane to install a new HVAC computerized building control system for the Parks and Recreation Center Building; and W HEREAS, it is necessary to approve the attached Change Order No. 1 for the Project because of the addition of unanticipated work and materials to the Project; NOW , THEREFORE, BE IT RESOLVED by the governing body of the City of Evanston, W yoming, as follows: Section 1. The attached Change Order No. 1 for the Parks and Recreation Center Building Control System Retro Fit Project is approved. PASSED, APPROVED AND ADOPTED the 5 day of November, 2013. th Joy Bell, Mayor ATTEST: James H. Davis, City Clerk The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 13-76 Councilmember Perkes introduced Resolution 13-76. Councilmember Perkes moved, Councilmember Welling seconded, to adopt Resolution 13-76. Resolution 13-76: A RESOLUTION OF THE GOVERNING BODY OF THE CITY OF EVANSTON AUTHORIZING THE ISSUANCE OF A PURCHASE ORDER TO RANDY’S HEATING AND A/C TO REPLACE AND INSTALL TW O HEAT PUMPS AS PART OF THE PARKS AND RECREATION CENTER BUILDING CONTROL SYSTEM RETRO FIT PROJECT. W HEREAS, the City of Evanston is currently in the process of installing a new HVAC computerized building control system for the Parks and Recreation Center Building; and W HEREAS, during this process, the city has determined that it would be prudent to replace two heat pumps which are located in the building; and W HEREAS, Randy’s Heating & A/C has submitted the best and most economical proposal to replace and install the heat pumps; NOW , THEREFORE, BE IT RESOLVED by the governing body of the City of Evanston, W yoming, as follows: Section 1. The City of Evanston is authorized to issue a Purchase Order to Randy’s Heating & A/C for the purchase and installation of the heat pumps as provided in the proposal attached hereto, as part of the Parks and Recreation Center Building Control System Retro Fit Project. Section 2. The City is authorized to issue the Purchase Order to Randy’s Heating & A/C, after the heat pumps have been purchased, installed, approved and accepted by the City of Evanston. PASSED, APPROVED AND ADOPTED the 5 day of November, 2013. th Joy Bell, Mayor ATTEST: James H. Davis, City Clerk The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 13-77 Councilmember Schuler introduced Resolution 13-77. Councilmember Schuler moved, Councilmember Meyer seconded, to adopt Resolution 13-77. Resolution 13-77: A RESOLUTION OF THE CITY OF EVANSTON, W YOMING, AUTHORIZING THE EXECUTION OF A REVOCABLE LICENSE AGREEMENT W ITH PHILLIP N. PETERSEN AND VICKI S. PETERSEN, TRUSTEES OF THE PHILLIP N. & VICKI S. PETERSEN REVOCABLE LIVING TRUST DATED MARCH 29, 2004. W HEREAS, Phillip N. Petersen and Vicki S. Petersen, Trustees of THE PHILLIP N. & VICKI S. PETERSEN REVOCABLE LIVING TRUST dated March 29, 2004, (the “Owner”), are the owners of the real property located at 724 8 Street, Evanston, W yoming, 82930; and th ---PAGE BREAK--- W HEREAS, the Owner or their predecessor in interest has constructed a house on their property which also encroaches into the city alleyway; and W HEREAS, Owner desires to enter into a revocable license agreement with the City of Evanston which will permit the encroachment of the house into the city alley upon certain terms and conditions; NOW , THEREFORE, BE IT RESOLVED by the governing body of the City of Evanston, W yoming as follows: Section 1. The City of Evanston is authorized to execute a revocable license agreement with the Owner, a copy of which is attached hereto, to permit the encroachment of the house into the city alley upon certain terms and conditions. Section 2. The Mayor and City Clerk are authorized to sign and attest the license agreement on behalf of the City of Evanston. PASSED, APPROVED AND ADOPTED the 5 day of October, 2013. th Joy Bell, Mayor ATTEST: James H. Davis, City Clerk The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Resolution 13-78 Councilmember Rex introduced Resolution 13-78. Councilmember Rex moved, Councilmember seconded, to adopt Resolution 13-78. Resolution 13-78: RESOLUTION OF THE CITY OF EVANSTON, W YOMING AUTHORIZING THE EXECUTION OF A W ILDLIFE EXTENSION AGREEMENT W HICH W ILL AUTHORIZE THE CONSTRUCTION OF A FISH PASSAGE STRUCTURE ON THE CITY’S OLD W ATER INTAKE AND DIVERSION STRUCTURE LOCATED IN THE EAR RIVER. W HEREAS, the City has an old water intake and diversion structure located on the Bear River, which impedes fish from traveling upstream to access tributaries needed for spawning; and W HEREAS, Trout Unlimited has proposed constructing a fish passage structure on the City’s on diversion structure to enable the fish to travel upstream; and W HEREAS, it is necessary for the city to enter into the attached W ildlife Extension Agreement to facilitate the construction of the fish passage structure; 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 attached W ildlife Extension Agreement to authorize the construction of a fish passage structure on the City’s old water intake and diversion structure located in the Bear River. PASSED, APPROVED AND ADOPTED the 5 day of November, 2013. th Joy Bell, Mayor ATTEST: James H. Davis, City Clerk The motion passed unanimously with 7 yes votes: Bell, Rex, Perkes, W elling, Meyer, Schuler. Comments/Remarks Kathy Defa stated that several citizens have been calling the city in regard to a new charge on their All W est billing statement. After some research it was found that the charges should not have been imposed on Evanston residents and adjustments will be made on the next statements. Adjournment W ith no further business to be conducted at this time Mayor Bell adjourned the meeting at 6:40 p.m. Joy Bell, Mayor James H. Davis, City Clerk