SPECIAL COUNCIL MEETING

Tuesday, February 9, 2009                      7:00 p.m.                                 925 Main(Main Entrance)

The purpose of the Agenda is to assist the Council and interested citizens in the conduct of the public meeting.  Careful review of the Agenda is encouraged.  Testimony from the public will be solicited for any item or issue listed under the category of Public Hearings. The Mayor will not allow audience participation at any other time.  Idaho Law prohibits council action on items brought under this section except in an emergency circumstance.

CALL TO ORDER & WELCOME                                    PRAYER OFFERED BY: Teddy Stronks      

                                                                                  PLEDGE LED BY: Linda Janssen

 Present:  Mayor Stronks, Councilwoman Janssen, Councilman Pincock, and Councilwoman Vasquez.

 Also Present:  City Clerk Cathy Stegelmeier, Deputy Clerk Jan Warnke, City Attorney Joette Lookabaugh, Denise Myler, Blake Boyd, Tom Howell, Karla Howell, Tuk Atchley, Heidi Donnelly, Jan Stronks, Steve Lookabaugh, Judy Heinz, Sara Ann Reinke, Rod Guslander, Bonnie Burlage, Cicely Kuehl, Kathy Stegelmeier, Roy Stegelmeier, Ann Martindale, Ryan Harrell, Nancy Bergman, Chan Atchley, Peter Young, Letha Whitmore, Jan Neish, Richard Griffel, Delray Jensen, Zach Zavoral, Melissa Trafton, Bob Comstock, Kim Ragotzkie, John Scafe and Todd Martindale.

Mayor Stronks opened the meeting at 7:00 PM.

Mayor Stronks welcomed everyone to the meeting.

Councilwoman Janssen asked Mayor Stronks if she could address the meeting audience.  Mayor Stronks allowed her to speak.  Councilwoman Janssen read the following statement into the record concerning the City Council’s agenda:

The City of Ashton’s City Council has worked to streamline the process of handling the city business in a timely manner that respects the time of all involved and is conducted in a business-like manner. 

As Council President, I feel it is my responsibility to point out that this is a business meeting with a set agenda not a town hall discussion.  The agenda does not provide for an open dialogue or a question & answer period from the audience. 

If you would like to visit with a council member, expound on your point of view, or ask a question, please feel free to do so after the meeting has been closed or at any other time they are free. 

1.CONSENT AGENDA:

Being considered routine by the City Council, these items will be enacted by one motion unless requested by a Councilman or a citizen that one or more items be removed for later discussion.

A.Minutes– Approval of Regular Council Meeting 01-13-2010, Special Council Meetings 1-18-2010 and 1-26-2010.
B.Treasurers Report & Financial Statement– As Submitted
C.Payables– Bills for Council approval as a result of City expenditures

1. Employee Expenses – As Submitted

Councilwoman Vasquez asked if the Consent Agenda could be approved with the exception of the minutes from the meetings on January 13th and 26th as she needs to listen to the tape to scrutinize the minutes.

Councilwoman Janssen made a motion to accept the consent agenda with exception of the minutes from 1-13-2010 and 1-26-2010 so that Councilwoman Vasquez has time to listen to the recording to scrutinize the minutes. Councilman Pincock seconded the motion.    The motion passed unanimously.   

2.PRESENTATIONS, CEREMONIES, APPOINTMENTS, ANNOUNCEMENTS:

1. State Presentation – Mayor

Mayor Stronks reported on the City’s Day at the Legislature meeting he went to in Boise.  He then read a letter to the Citizens of Ashton from the Idaho Capitol Commission which explained the restoration of the Capitol Building in Boise.  The Commission also gave the citizens a commemorative plaque in honor of the restoration of The State Capitol.  The plaque is made of wood taken from an oak tree that was moved for restoration.  The tree was given as a gift to the people of Idaho and planted by President Benjamin Harrison in 1891. Mayor Stronks explained that the plaque will be on display at the City Office.

1. Advisory Committee Appointments – Mayor Stronks

Mayor Stronks announced his appointments to the Archives Committee Board.  They are Bernetta Hansen and Tom Howell.  Council Representative will be Linda Janssen and Staff Representative will be Jane Daniels.  He thenannounced his appointments to the Community Center Committee Board.  They are Amanda DeRito, Brandy Burlage, Letha Whitmore, Nancy Bergman and Sara Reinke.  Council Representatives will be Penny Vasquez and Linda Janssen and Staff Representative will be Cathy Stegelmeier.  Mayor Stronks announced his appointments to the Swimming Pool Committee Board.  They are Jaylee Packer, Kristen Lenz, Heather Williams, Natalie Reynolds and Tara Atchley.  Council Representative will be Linda Janssen and Staff Representative will be Cathy Stegelmeier. Finally, he announced his appointments to the Temporary – Water Planning Study Committee Board.  They are Dan Garz, Patsy Garz, Brandy Burlage, Cynthia Atchley, Heidi Galbraith, Greg Galbraith and Suzelle Burch.  Council Representative will be Brett Pincock and Staff Representative will be Todd Martindale.  The Administrator will be Schiess and Associates Engineering Firm.

Councilwoman Vasquez questioned Mayor Stronks about his choices for Sara’s committee, specifically concerning Blake Boyd who had been asked by Sara to be a member of the Community Center Committee.  Mayor Stronks explained that although he was not nominated for appointment to the Board, Blake is welcome to continue to participate in the Community Center Committee.

Councilwoman Janssen made a motion that the Council accept these appointments by the Mayor.  Councilman Pincock seconded the motion.  The motion passed with Councilman Pincock and Councilwoman Janssen voting in favor and Councilwoman Vasquez voting against.

3. ORDINANCES/RESOLUTION:

A. City of Ashton Resolution 10-01 – Mountain Home Base Support
Mayor Stronks explained that at the meeting in Boise, the Association of Idaho Cities, City of Mountain Home and Idaho Department of Commerce asked Idaho Cities if they would consider a resolution in support of the F-35 fighter mission.  The US Air Force is currently considering locating the fighters at Mountain Home Air Force Base and Gowen Field.  The estimated economic impact to the state is in the neighborhood of $ 2 billion annually, which all cities would share through sales tax revenue sharing.

Councilman Pincock made a motion to accept the proposed resolution and send a copy to the Department of Commerce.  Councilwoman Janssen seconded the motion.  The motion passed.

4.NEW BUSINESS/PETITIONS:(Each speaker will be allowed a maximum of 5 minutes unless repeat testimony is requested by the Mayor/Council.)

A. Liquor License Application – Rod Guslander.
Councilwoman Vasquez asked to be excused she has a conflict of interest concerning the next order of business.  Mayor Stronks excused Councilwoman Vasquez and explained that someone would come and get her after the application has been considered. 

Mayor Stronks asked Rod Guslander to come forward and tell the public about the liquor license application.  Rod explained that the permit would allow them to sell wine or domestic beer (micro brew is what they are doing) on the premises and also have the capability to sell packaged wine out the door.  City Clerk Stegelmeier explained the applicant had already provided the City with a copy of their State & County licenses as well as the license fee.  Councilwoman Janssen asked if this permit was in conjunction with a restaurant.  Rod replied that it was.

Councilman Pincock made a motion to approve the permit.  Councilwoman Janssen seconded the motion.    The motion passed unanimously.

The Mayor asked Deputy Clerk Warnke to ask Councilwoman Vasquez to return.  Councilwoman Vasquez returned to the meeting.

B. Bountiful Baskets – Heidi Donnelly
Mayor Stronks asked Heidi to come and explain why she has come to
Council.  Heidi is here to ask the Council to let a co-op named Bountiful Baskets use the Community Center for delivery of baskets of fruits and vegetables for sale.  The baskets cost $15 and have fruit, vegetables and bread in them.  You never know what you are going to get in the baskets although it is good quality.  The baskets are a really affordable for a family living on a small budget.  The usage would be 3 hours, every other Saturday.  Mayor Stronks inquired if Heidi was asking for use of the Community Center for free.  Heidi replied that yes they were as the co-op requires that there be accessible for a semi truck delivery, the area for pick-up be free of charge and that it not be a church.  There are several families in Ashton who already subscribe to the service but have to travel to Rexburg or Rigby to pick up the baskets.  Councilman Pincock inquired whether the goods would be sold off the semi.  Heidi replied that they would not, the goods would be brought in and volunteers would separate them into laundry baskets.  Each basket is $15 and you get about $30 worth of produce.  The service is not a charity but subscribers will be asked to leave any item that they will not use for the food pantry.  Klara Varga with the food pantry is also going to subscribe for 5 to 6 baskets.  The left over produce is usually given to local fire stations but Heidi explained to them that the community has a volunteer fire station and asked if the produce could go to the Food Pantry instead.  Councilwoman Janssen was concerned about usage of the gym every other Saturday with the fact that the gym is rented on Saturdays quite often and conflicts will occur.  Heidi replied that the weather requires that in the winter that they have an inside area.  In the summer they could use the City Park.  If there is already a scheduled event, they would work around it.  Councilman Pincock is concerned about the new finish on the gym floor.  He asked if they would be having carts, etc rolling over it, etc.  Heidi replied that it would just be foot traffic.  Councilwoman Janssen explained that the City Council would have to do some more research on the subject before they could give the group an answer.  One of the problems that she can see is that because there is money that changes hands, it would not be considered a non-profit.  Heidi explained that the only people that get paid are possibly the truck drivers; everyone else is part of the co-op and volunteers.  The cost pays for the produce.  City Clerk reminded Mayor Stronks that the meeting continue on schedule.  City Clerk Stegelmeier did add a couple of comments from a financial point of view.  First, that the Community Center still has to break even and second, that the Council does want to make sure not to conflict with local businesses.   Mayor Stronks thanked Heidi for her time.

Councilman Pincock made a motion to table this item for discussion and decision at the next City Council meeting.  Councilwoman Janssen seconded the motion.    The motion passed unanimously.

C. Water Sample Contract –Todd Martindale
Todd came to council to explain that Fall River Electric had inquired as to whether the City would be willing to contract with their company to have the City’s licensed water operators sample their water quarterly.  Fall River Electric would pay for the testing, etc.  Todd is working with City Clerk Stegelmeier and City Attorney Lookabaugh to work on a contract to make sure that any water quality problems cannot be a liability to the City, etc.  Councilman Pincock asked City Attorney Lookabaugh if there is a liability issue.  City Attorney Lookabaugh replied that she would like to speak with Todd more concerning what will be required, etc.  She then would like to speak with the Mayor and City Clerk Stegelmeier to finalize the City’s position.

Councilman Pincock made a motion to table any decision on this subject until next Council meeting.  Councilwoman Vasquez seconded the motion.  The motion passed.

D. 2009 Audit Report – Sheri Poulsen
Sheri Poulson provided each of the Council members with a set of bound financial statements for the fiscal year 2009.  Sheri has prepared a summary report of the audit and provided one to include in the minutes.  Sheri would like to go over her report to the Council and if they have any questions, she would go over that too.  She explained that the year was one of many ups and downs for the City.  She explained that many cities are struggling with the economy and Ashton is no different.  Sheri is recommending that the General Fund step in and transfer money to cover losses in the Parks & Rec Fund, Community Center and Street Fund.  With this transfer, the General Fund will be vulnerable for some time and the Council will have to be efficient and watch the budgets closely.  She explained that she knows that there will be hard choices particularly in the Community Center fund but that they simply cannot give away services as these losses are simply not sustainable.  Sherri reminded the Council that they are the financial officers of the City and they cannot let others make these choices for them.  Sheri went on to speak about the Enterprise Funds which include the Water & Sanitation Fund and the Sewer Fund.  These funds did well through the year and the Water Fund does have quite a savings which she understands the Council is planning on spending within the next while.  The savings in the Water Fund helps to cash flow the City and these funds need to be watched carefully.  The Sewer Fund is improved with the completion of the sewer project.  Sheri is concerned, however, that the sewer base rate is not enough to cover the operations and maintenance as well as provide for any improvements in the future.  She strongly recommends that the Council raise the base rate more each year.  Sheri knows that that is a hard decision to make, but that it is needed.  There are two areas which Sheri feels that the City needs to improve.  She is recommending that a written procurement policy be put in place to help control spending.  The policy will really hope to control spending.  Sheri also reminded them that all overtime should be approved.  Cash handling procedures have improved but there are still areas for improvement.  She knows that with the City Building flood, this year will too be a struggle and reminded the Council to make sure to watch the General Fund.  In conclusion, Sheri again explained that many cities are struggling and that although the City is now, the Council has been through worse times.  Sheri reminded them of the hard choices in the past and encouraged them to cut back and save what reserve the City has.   Mayor Stronks asked the Council if they had any questions.  There were none.  Mayor Stronks thanked Sheri for her time and assistance. 

F. Advisory Committee Handbook Update – Mayor Stronks
Mayor Stronks asked the Council if they had had a chance to look at it.  Councilwoman Vasquez replied that she did not receive it until Sunday at 12:30 pm.  She worked Sunday, was out of town on Monday and was not able to go over it.  Councilwoman Vasquez was also concerned that as Councilman Dexter was not present, that he would perhaps have some input.  Councilwoman Janssen was concerned that some the Advisory Committees need guidelines to function as they are not included in the current Advisory Committee Handbook.  Councilwoman Vasquez explained that they should just go by the current handbook as none of them would have meetings until the first of the month anyway and she would like to make sure she doesn’t have any questions.  Councilman Pincock is willing to wait for further discussion.  Councilwoman Janssen was still concerned that the committees be able to function.  Councilwoman Vasquez replied that she understood that but that the committees had been using the old book anyway and since Councilman Dexter is not present it is important that he be given the opportunity to have input.  Councilwoman Vasquez will also have a chance to go over it more and feel more comfortable with her knowledge of it.          

Councilman Vasquez made a motion to table discussion on the Advisory Committee Handbook update until the meeting in March so that the full Council can discuss it.  Councilwoman Janssen seconded the motion.  The motion passed unanimously.

5.UNFINISHED / OLD BUSINESS: (Each speaker will be allowed a maximum of 5 minutes unless repeat testimony is requested by the Mayor/Council.)

A. Water Study Update – Ryan Harrell
Ryan Harrell from Schiess and Associates is here to update the City Council on the Water Planning Study.  Ryan and Marvin Fielding have had a chance to meet with the Citizen Advisory Committee board.  There was some great information and input from the board.  The minutes have been sent to the City Clerk and are available at the City Building.  Ryan and Marvin also met with Willie Tauscher at the Department of Environmental Quality.  The DEQ will be reviewing the Study after completion and Willie was willing to meet with them and provide input on the information they have gathered so far.  Willie would also be available to come to one of the Citizen Advisory Committee meetings to answer questions and show support.    Willie also mentioned that Ashton rates high for funding in the list of projects the Idaho Falls office will be looking at.  Mayor Stronks thanked Ryan for his time. 

B. American Dog Derby – February 18-20, 2010
John Scafe came to talk to the Council about the final preparation for the American Dog Derby.  John explained that the race is still on.  John went on to explain that the Dog Derby Committee has been working hard and they are ready for the race.  John explained that they have many more racer pre-registrations than ever before with 11 so far.  Blake Boyd added that there were now 15 racers signed up.  The County will be grooming the trail and Fred Davis has been setting the trail.  John will get with Todd on the street closures, etc.  He is hoping to get race goers to find parking on the north side of town.  The streets and parking areas on the south side of town get congested.  John explained that if everyone present would let race fans know that there is parking available on the north side of town, maybe there would be less congestion.  He asked that everyone just tell them to go around the detour, turn north and they will find more parking.  Todd Martindale explained when the City staff met and decided to close Main Street on 7th Street for traffic ease.  He also explained that Chief Mattingly agreed to let race fans park on Main Street between 6th and 7th.  A lane on each side will be needed for access.  Todd also suggested that John get with Bob Gaston to see about the Baptist Church parking lot.  John is encouraged with how everyone works together and the good community support.  He explained that although Ashton is not the biggest town, he feels that it is the friendliest town for a race.  They will be having a snowshoe race, kid’s races and Celebrity Race on Friday.  John asked everyone to support the businesses and the race.  He then thanked the City Council and everyone for their support of the race.  He explained that if anyone wanted to volunteer to help with the races, they could stop by the Dog Derby Committee meetings.  Mayor Stronks thanked John and the Committee for all their work on bringing the race to Ashton.     

6. EXECUTIVE SESSION:

I.C. 67-2345  CertainCity-related matters may need to be discussed confidentially as a matter of law (Acquisition of real property, personnel matters, attorney-client communications) subject to applicable legal requirements, the Council may enter executive session by roll call vote to discuss such matters.

Advise Legal Counsel, Personnel, Land Acquisition

7. ADJOURNMENT

Councilman Pincock made a motion to adjourn.  Councilwoman Janssen seconded the motion.  The motion passed.

NEXT MEETING

• Regular Council 7:00 p.m. – Wednesday, March 10, 2010, Council Chambers.  Questions concerning items appearing on this Agenda or requests for accommodation of special needs to participate in the meeting should be addressed to the Office of the City Clerk or call 208-652-3987.

Minutes respectfully submitted by Cathy Stegelmeier, City Clerk.

Attest:

Cathy Stegelmeier                                                                               Theo R. Stronks

City Clerk                                                                                                                            Mayor