February 2, 2016

Minutes of the Centerville City Council meeting held Tuesday, February 2, 2016 at 7:00 p.m. at Centerville City Hall, 250 North Main Street, Centerville, Utah.

MEMBERS PRESENT

Mayor                           Paul A. Cutler

Council Members        Tamilyn Fillmore
William Ince
Stephanie Ivie
George McEwan
Robyn Mecham

STAFF PRESENT        Steve Thacker, City Manager
Blaine Lutz, Finance Director/Assistant City Manager
Lisa Romney, City Attorney
Bruce Cox, Parks and Recreation Director
Paul Child, Police Chief
Jacob Smith, Assistant to the City Manager
Katie Rust, Recording Secretary

VISITORS            Matt Layton, Baseball Coordinator
Lisa Sommer, Whitaker Museum Director
Spencer Packer, Whitaker Museum Board Chair
Interested citizens (see attached sign-in sheet)

PLEDGE OF ALLEGIANCE

PRAYER OR THOUGHT    Councilman Ince

OPEN SESSION

Dale McIntyre – Mr. McIntyre commented that since January of 2009 Mayor Cutler has had 93 opportunities to be present at Council meetings as either a Council member or Mayor, and has only been absent twice.  Mr. McIntyre commended the Mayor for his diligence and dedication in serving the people of Centerville.

Daken and Carolee Tanner – Mr. and Mrs. Tanner expressed gratitude for the Council’s service.  Mr. Tanner said that, given his professional experience in human resources, he is surprised to see the Council considering moving the Whitaker Museum Director position from a “limited” to a “part-time” position.  He said he hopes the Council will carefully consider the decision, especially given it is out of sync with the regular budget process.  Mr. Tanner said, in his experience, it is difficult to move a position from higher pay with benefits to something less if desired in the future.  He said he and his wife love the Museum and think the Director is fabulous, but said he hopes the Council will give careful consideration to the information provided by staff.  The increase in pay is only a small portion of the impact on the budget.  Mrs. Tanner suggested the Council wait to review the change in context with other budget items in the normal budget process.  She said she feels like the citizens of Centerville value a thoughtful process and fiscal responsibility.  She said she and her husband do not have a stand on whether the change should occur, but asked the Council to give thoughtful consideration to the full impact.  Mr. Tanner repeated their love for Centerville, the citizens, and the Museum, and encouraged the Museum to utilize the volunteer service treasured and freely given by the community.

Matt Layton – As coordinator of the City’s baseball program, Mr. Layton expressed his support for having the soil on the northeast field at Community Park replaced.  He stated that baseball is a big part of the community, and the northeast field is not acceptable to play on.  The ground is hard and can cause injury when sliding or fielding a ground ball.

Rick Bingham – Mr. Bingham said he heard of a recent burglary that took place in the community, and suggested that a list of security suggestions from the Police Department would be useful to all citizens with the goal of preventing such incidents in the future.  Mr. Bingham also said he wanted to make his annual appeal to the Council regarding creating a separate emergency fund.  Under State law an emergency fund can be established with up to 24% of the annual income of the City.  He said in his mind there is a big difference between a general fund and an emergency fund available for a rainy day.

Rich Horlacher – Mr. Horlacher said he moved to Centerville because of the ball fields and the family atmosphere.  He said he believes there would be positive financial ramifications from dedicating funds to replace the northeast field.  Mr. Horlacher stated he supports replacing the field.

Larry Wright – Mr. Wright said he understands and appreciates Mr. and Mrs. Tanner’s comments, but said he feels he has some special knowledge of the history of the Whitaker Museum and what has occurred there over the last eight years.  He stated the Whitaker Museum represents the jewels and values of the community.  Tremendous volunteer support has been given to keep the Museum going, and Mr. Wright said he knows the current Museum Director donates a lot of personal time.  The City has placed many constraints on the Museum and the various activities it has provided.  Mr. Wright said he would like to see support for the Museum because of what it represents to the community.  He stated it is more than just a budget issue.  The Council vote in 2015 was split, and he encouraged the current Council to rectify an action that he feels should have passed the first time.

Christopher Hight – Mr. Hight spoke in support of replacing the northeast baseball field.  He said Centerville has some of the better fields in the area, but the northeast field does need new soil.
Jeff Skidmore – Mr. Skidmore expressed support for using RAP Tax funds to replace the northeast baseball field.  He said he has been volunteering for years, and Community Park is one of the better facilities in the area, but he feels if the northeast field were improved they could attract more tournaments.  Mr. Skidmore pointed out that many groups use the fields, and many citizens would benefit from the infield replacement.

Aaron Holiday – Mr. Holiday expressed support for use of RAP Tax funds to replace the dirt on the northeast field.  He said he feels the program is fortunate to have great facilities.  The program has been growing, and provides an opportunity for youth to be active.  He agreed with previous comments that the northeast field needs to be replaced.

Danny Switzer – Mr. Switzer stated he supports the northeast baseball field replacement.  He said the gravel cuts easily, and he does not want the youth to get injured.

Nancy Smith – Ms. Smith pointed out that the Centennial Book could not have happened without the information in the Whitaker Museum archives.  The Museum Board has a great desire to digitize the information.  She said that occasionally precious records are returned to the Museum that never should have been taken out in the first place.  She asked the Council to consider that the one or two more hours requested for the Museum Director will go toward digitizing records so they do not continue to be taken or lost.

MINUTES REVIEW AND ACCEPTANCE

The minutes of the January 19, 2016 work session and regular Council meeting were reviewed.  Lisa Romney, City Attorney, and Council members McEwan, Fillmore, and Mecham requested amendments to the regular Council meeting minutes.  Blaine Lutz, Finance Director, confirmed that RAP Tax revenues will probably be around $345,000 per year, depending on sales.  Councilwoman Ivie made a motion to accept the January 19, 2016 work session minutes and the regular meeting minutes as amended.  Councilman Ince seconded the motion, which passed by unanimous vote (5-0).

RECONSIDERATION OF ORDINANCE NO. 2015-30 – CREATION OF CENTERVILLE DEUEL CREEK HISTORIC DISTRICT

Mr. Thacker explained staff’s request to table reconsideration of Ordinance No. 2015-30 regarding the creation of the Centerville Deuel Creek Historic District until after the Landmarks Commission has had time to further consider commercial design standards appropriate to incentivize within the Historic District.  Councilwoman Fillmore made a motion to direct Ordinance No. 2015-30 back to the Landmarks Commission and the Planning Commission before presentation to the Council.  Councilwoman Ivie seconded the motion.  Councilman Ince asked if enough qualifying commercial exists to warrant consideration.  Mr. Thacker responded that the incentives could also potentially apply to new commercial construction consistent with the historic neighborhood.  Mayor Cutler stated he feels it is worth considering.  The motion passed by unanimous vote (5-0).

REQUEST FOR REPLACEMENT OF INFIELD SOIL ON NORTHEAST BASEBALL DIAMOND IN COMMUNITY PARK

Bruce Cox, Parks and Recreation Director, gave historical background of the Community Park baseball diamonds.  The northeast field has not yet been replaced and is very compacted, and Mr. Cox said he is concerned for the safety of those playing on the field.  The baseball program has expanded in recent years, and approximately $5,000 has been collected for field replacement through fundraising efforts of program participants.  Mr. Cox recognized Matt Layton, coordinator of the City’s baseball program.  The baseball coordinator position is a paid position with the City, but Mr. Layton has volunteered all of his time and not turned in any hours.  Mr. Cox stated the Parks Department would be able to have the field ready for the opening of the baseball season if the funds are approved by the Council.  Councilwoman Fillmore expressed her support, and said she is thrilled with the fundraising that has occurred.  She asked Mr. Cox if the Parks Department Budget might possibly have enough left at the end of the fiscal year to cover the cost.  Mr. Cox responded he does not know at this time, but it might be possible.

Councilwoman Mecham asked Mr. Layton if replacing the northeast field is a top priority for the baseball program, and Mr. Layton responded that it is the top priority.  He added that the City Engineer has offered to do the surveying work free of charge.  Mr. Cox recognized Gary Goff, former Chair of the Parks and Recreation Committee.  Mr. Cox explained that replacing the field does not show up on the Parks Capital Improvement Plan because he intended to include the work in his Department Budget along with the fundraising efforts.  Mr. Goff confirmed that the field replacement is a top priority for the Parks and Recreation Committee.  He added that the extensive Parks Capital Improvement Plan includes all other needs of which he is aware, as well as suggestions from community members.  On the Parks Capital Improvement Plan, Mr. Thacker referred to the line item for replacing existing amenities ($300,000), and pointed out that parking lots in the City parks need to be timely sealed and preserved, but are not specifically mentioned in the Plan.  The parking lots could be included as existing amenities, but $300,000 may not be sufficient.

Councilwoman Fillmore made a motion to authorize use of RAP Tax revenues to be received in FY 2016, along with baseball program donations (approximately $5,000) and concessions profits (approximately $5,000) in the Recreation Fund, to pay for the replacement of soil on the northeast baseball diamond in Community Park, with the amendment that, if the Parks Department has left-over funds in its Budget at the end of the year, it could use those to replace the RAP Tax revenues.  Councilman McEwan seconded the motion.  Mr. Cox commented that any surplus in his Parks Budget goes back into the General Fund anyway.  Councilman Ince asked if the City should be adding something to facilitate drainage on the fields.  Mr. Cox responded that the plan to replace the top 15 inches of soil will be sufficient, but the Council could choose to add drainage lines for a significantly higher cost.  The motion passed by unanimous vote (5-0).

AMENDMENTS TO URBAN DEER CONTROL PLAN

Mr. Cox reported that the Division of Wildlife Resources (DWR) has lifted the ban in Centerville on deer relocation.  The cost to the City for the DWR to relocate deer is $100 per deer.  The DWR is willing to relocate deer as long as there are areas that need to be repopulated.  The City has a Certificate of Registration from the DWR to trap 100 deer.  Mr. Cox said the DWR admits that some mountain deer will be trapped when trapping during winter months, but success in trapping decreases when the ground thaws and food is more readily available.  Councilwoman Fillmore asked if it is possible to allow the property owner requesting the trapping to choose between relocating and euthanizing.  Mayor Cutler responded that the only option available until August 1st is relocation.  Councilwoman Mecham commented that euthanizing hopefully will not be necessary in August if relocating occurs now.  Chief Child recommended the Council consider a cost-sharing arrangement with the property owners requesting deer removal to help offset the cost.  Councilman McEwan added that citizens could be given the option to adopt a deer by paying all of the relocation cost.  Mayor Cutler agreed with the idea of asking property owners to contribute an amount toward relocation.

Mr. Cox explained that with volunteer support, the trapping involves very little staff time.  Staff coordinates with the DWR before a trap is set.  Responding to a question from Councilman Ince, Mr. Cox said he does not know if transmitters are recovered if a deer dies.  Councilwoman Mecham said she knows sterilizing darts have been used on deer in Idaho, and asked if that option is available for Centerville.  Mayor Cutler responded that the same question was asked of a DWR representative at a previous meeting, with the response that the representative did not think the sterilizing darts were effective.

Councilman Ince made a motion to allocate $5,000 from the Council Contingency Fund toward removal and relocation of deer, to be supplemented by a mandatory 50/50 cost-sharing arrangement with the citizens requesting relocation, with the added option to citizens of a $100 adopt-a-deer program.  Councilwoman Ivie seconded the motion.  Councilwoman Fillmore emphasized that all options should be communicated to citizens.  Mr. Cox commented that the County declined permission to trap deer on the County-owned property on 100 South.

At 8:20 p.m. Mayor Cutler opened an unscheduled public hearing.

Lisa Sommer – Ms. Sommer asked if deer traps could be placed on City property such as the community garden and Freedom Hills Park.

Chief Child responded the City would bear the whole cost, and Mr. Cox stated the goal has been to place the traps out of the public view, but it would be possible.  Chief Child added that after the deer are trapped the situation somewhat resembles a rodeo.  It is probably not something the City would want children watching.  Chief Child said, in his opinion, keeping all options open is a good plan.

Rick Bingham – Mr. Bingham asked how effective the City’s efforts will be if food attracting the deer remains in yards.  He suggested the City monitor how effective the program is, and added that it would be easier to put chicken wire around plants in yards than the trapping and relocating expense.  He asked if the meat is still offered to volunteer hunters.  Mr. Thacker responded that lethal reduction is only allowed between August 1st and December 31st.  Regarding liability, Mayor Cutler stated that volunteers sign a release form.

Troy Johnson – Mr. Johnson asked how to volunteer for the program.  Mr. Cox responded that forms are available on the City website.

Mayor Cutler closed the impromptu public hearing at 8:28 p.m.  Councilwoman Fillmore expressed a preference for allowing staff to work out the remaining details, and a majority of the Council appeared to be in agreement.  The motion passed by unanimous vote (5-0).

OPTIONS FOR VIDEO STREAMING COUNCIL MEETINGS

Staff was previously directed to obtain quotes and make a recommendation regarding camera equipment and archiving Council meetings.  Mr. Lutz presented options for equipment and archiving, and recommended purchasing an Axis V5914 camera to be installed on the east wall with direct feed audio to the microphone system ($1,700 plus $700 for installation).  For archiving, he recommended a contract with NovusAgenda for a cost of $4,000 annually (the cost would be prorated for FY 2016 to $1,000).  The YouTube option costs $10 per month, but offers limited organization and only four hours recording ability.  Novus provides organization of the archive, with the ability to timestamp recordings.  Mr. Lutz presented possible funding sources.  Councilman McEwan stated he appreciates the work done by staff, and recommended the Council approve the purchase of an Axis V5915 rather than the V5914 for improved picture quality.  Councilman McEwan made a motion to accept the staff recommendation with an increased allocation of $3,500 from Council Contingency for equipment and installation, and $1,000 for FY 2016 to contract with NovusAgenda for video streaming and archiving services.  Councilwoman Fillmore seconded the motion, and asked if NovusAgenda offers the ability to measure use.  Mr. Lutz agreed to find out.  The motion passed by unanimous vote (5-0).

PROPOSED AMENDMENTS TO SECTION 13-03-062 OF THE CENTERVILLE MUNICPAL CODE REGARDING DISCHARGE OF MISSILES OR PROJECTILES

At the January 19, 2016 meeting, the Council directed staff to: (1) get more information on what other communities are doing and regulating regarding the discharge of missiles or projectiles; (2) research State law provisions to see if such conduct is adequately regulated by State law; (3) evaluate possible negative consequences in repealing this Section as a local regulation; and (4) provide a staff recommendation on the matter.  Chief Child referred the Council to information in the staff report, and presented proposed language for a new Section 13-03-062 drafted by Councilman McEwan and revised by staff, with separate subsections for private and public property.  The Chief stated he understands the concern and reason for considering a change, and said he feels it is important to keep in mind what is reasonable when balancing public safety with the rights and liberties of residents.  The proposed language would specifically prohibit the shooting of bow and arrow, crossbow, air gun, bb gun, pellet gun, or any other type of instrument designed to propel or throw missiles capable of doing substantial bodily injury in such a manner as to endanger persons or property or to cause the projectile or missile to cross into property owned by another when the person shooting the projectile or missile does not have permission to use such property for the purpose of discharging the device.

Chief Child explained the wide range of devices and the large spectrum of shooting capability available, and emphasized the need to keep balance in mind.  The Chief stated he is comfortable with the proposed language, but cautioned that the potential will be greater for windows being shot out or people getting hurt if the proposed Ordinance is adopted.  He said the current Ordinance is more of a preventative ordinance than the proposed language.  Councilman McEwan asked how the Police Department would pursue a situation with a shot-out window if the current ordinance did not exist.  The Chief responded they would probably pursue a criminal mischief charge.  The Police would have to identify and prove who shot the window with evidence of intent.  Councilwoman Fillmore asked Chief Child if he would recommend adding a restriction for devices capable of certain strength.  He responded that 700 feet per second seems to be where other organizations have set a limit.  Councilman McEwan pointed out that individual situations will come down to a judgment call by the Police Officers, and said he does not feel specifying a particular speed is necessary.

Councilman McEwan pointed out that the ability of the Police Chief to approve an archery or target facility is not included in the proposed Ordinance.  The intent would be for the gun range leased on public property, and the archery class offered by the City recreation program to be approved.  Regarding the suggestion to include up to 700 feet per second in the Ordinance, Ms. Romney advised that “capable of doing substantial bodily injury” will be the test.  The capability of a device will not be the only factor considered in an incident, and specifying 700 feet per second may cause citizens to think a device up to that limit is approved regardless of factors such as property size.  The Council and staff discussed changes to the proposed language, agreeing on the following: “. . . it shall be unlawful to discharge or shoot a bow and arrow, crossbow, air gun, bb gun, pellet gun and any type of instrument, designed to propel . . .”

Councilwoman Fillmore made a motion to accept the amendment presented by staff with the punctuation and word changes as stated for subsection (a); adding subsection (c) disallowing anything under any circumstances being shot within City boundaries that is capable of shooting faster than 700 feet per second; moving Exceptions to subsection (d), and adding (d)(3) that the Police Chief can approve an archery or target range.  Councilman McEwan argued against the motion, stating that an enforcement burden would be placed on the Police in measuring the capability of individual devices.  He suggested it would be easier to allow the Police to make judgment calls rather than find specifications of specific instruments.  Councilwoman Fillmore amended the motion, removing her proposed subsection (c), moving Exceptions back to (c), and adding (c)(3).  Councilman Ince seconded the motion.  Councilman McEwan made a motion to amend the motion, directing that the same punctuation and word changes apply to subsection (b).  Councilwoman Fillmore seconded the motion to amend.  Mayor Cutler said he feels the Council reached a decent compromise.  It was agreed that the rules could be included in a City newsletter as a reminder.  The motion to amend passed by unanimous vote (5-0).  The amended motion passed by unanimous vote (5-0).

The Council took a break from 9:23 p.m. to 9:33 p.m.

MUNICIPAL CODE AMENDMENTS – TITLE 13 – CRIMINAL CODE

City Attorney Romney explained proposed Ordinance No. 2016-06 amending and renumbering various provisions of Title 13 of the Centerville Municipal Code regarding the Criminal Code.  Responding to questions from the Council, Ms. Romney explained that the City’s door-to-door sales regulations were repealed by a previous Council in response to the outcome of lawsuits against a number of Utah cities, including Centerville.  Councilman McEwan made a motion to adopt Ordinance No. 2016-06 amending and renumbering various provisions of Title 13 of the Centerville Municipal Code regarding the Criminal Code, acknowledging that Section 13-03-062 approved by the Council will be included.  Councilman Ince seconded the motion, which passed by unanimous vote (5-0).

WHITAKER MUSEUM DIRECTOR

Councilwoman Ivie explained that she and Councilman McEwan requested this item on the Agenda to discuss the possibility of upgrading the position of Whitaker Museum Director from “limited” to “part-time”.  She said she feels it is a value judgment to be made by the Council whether the Museum has reached a point that the Council wants to show they are committed and wants it to continue.  Councilwoman Ivie said the Museum Director does a lot of things, but has not had sufficient hours to accomplish the archiving that needs to be done.   She added that many things can be accomplished with volunteer hours, but volunteers cannot be relied on forever.  She compared the situation to the baseball coordinator position that was converted from a voluntary to a paid position, and said she feels it is time to do the same for the Museum to recognize the value to the community.  Councilwoman Ivie also expressed concern that when the Director runs out of time, some duties are handed over to full-time City staff who make more per hour than the Director.  She would rather increase the Director’s hours slightly to facilitate the continuing of the Museum the way she thinks the community would like.  Councilman McEwan said he would like to hear from Whitaker Museum Board members.

Spencer Packer, Museum Board Chair, said from his perspective, the decision first needs to be made what value the Council places on the Museum, and whether that value warrants an increase in hours for the Director.  He quoted from multiple articles regarding the value of museums.  Chair Packer said that, although the Whitaker Museum may not meet statistical standards compared to other entities, the value of the Whitaker Museum is more intrinsic.  The Museum is currently running at full throttle with the given budget.  He said if the Council would like to maintain the current standard, the Board will have to cut back on programs, because the Director has been over-taxed relative to her allotted time.  Chair Packer expressed the desire of the Board to accomplish more than they are currently able.

Mayor Cutler commented that in past years a lot of work was done by the Museum Board to outline the Museum mission and programs.  The mission and programs were then presented for Council consideration and approval.  He asked if the Board is continuing to redefine the Museum’s program and goals.  Chair Packer responded that five and ten-year plans are in place, much of which is related to capital improvement.  The Board is limited financially in what expansion can occur.  Programs will need to be significantly reduced to accomplish the needed cataloguing and archiving with the current time allotted.  Mr. Packer said that extra effort has been made to show what could be done, and what the Board is interested in doing, and archiving and cataloging has been neglected in the process.

The Mayor stated he feels the Council should first be in agreement on expanding the role of the Museum and what that expanded role should be, and then increase funding appropriately.  Councilman McEwan said he does not disagree, but does not think an expanded role of the Museum is germane to the current issue.  He said he has been fortunate to visit museums around the world, and the best program he has ever attended was hosted by the Whitaker Museum.  Councilman McEwan said he feels the value goes beyond what can be stated in a mission statement.  He pointed out that the Museum will have an opportunity to apply for further grant money this year, and grant writing takes time.  Councilman McEwan said he feels the level of support the Council is willing to give the Director will drive the role of the Museum moving forward.  Referring to the comments that the change should be considered as part of the regular budget cycle, Councilman McEwan point out that the Council just approved replacing a baseball field outside of the budget cycle, and he feels this change is timely considering the upcoming grant opportunity.

Councilwoman Fillmore pointed out how frugal Centerville is as a City.  As an example, she pointed out that the ball field has been requested for years, is a one-time expenditure, and was only approved after those passionate about baseball worked hard and came up with more than half of the cost.  Councilwoman Fillmore expressed her deep love and appreciation for the Whitaker Museum, the improvements that have been made, and for historical preservation in general.  She described her personal family background rich in volunteer service, stating that the love and value placed on the Museum needs to be balanced with a vibrant fiscal analysis.  Councilwoman Fillmore agreed with the Tanners’ comment that upgrading the position is a big decision, and said she feels the decision should be tabled for further analysis.  The Council’s appreciation and support is evident in the continued increase in funds invested in the Museum.  Councilwoman Fillmore pointed out that the increase to 19 hours for the Director was already a huge leap, and she agreed with the Mayor that she would like to see a five to ten-year plan and specific goals for the Museum. She said she feels a huge factor contributing to Centerville having one of the lowest property tax rates in the State is how frugal the City is with personnel.  She added that in the work session prior to the meeting, an independent financial auditor suggested the City might want to consider increasing financial staff.  She presented comparative information she collected for a more complete understanding (attached).

The Council and staff discussed differences in reported Museum attendance/customers.  Nancy Smith, a Museum Board member, stated that the Museum’s five to ten-year plan has been included with every budget submitted.  Administration is needed for volunteer labor.  Ms. Smith expressed that the Board has tried hard to comply with the Director’s restricted hours, but not all of the work can get done.  She said they are asking for two more hours per week.  Ms. Smith said an analysis was done for the previous Budget cycle, which she felt incorrectly reflected the cost to the City per Museum customer.  She explained that the director of the community garden is under the Museum Director’s administration.  Mr. Thacker stated he was not given an opportunity to see and verify the numbers presented by Ms. Smith.  The numbers used in the previous Budget cycle analysis were reported in an operational metrics program of those who visited the museum and attended events.

Councilwoman Ivie said she is simply asking the Council to decide if they like the Museum and want it to continue and be able to archive; the Board is only asking for two more hours.  Mayor Cutler responded that the change to part-time includes certain required benefits, and the number one financial impact on the City long-term is employee benefits.  The Council and staff discussed City part-time employee benefits.  Councilman McEwan stated he feels the City is very generous with the part-time benefits package, and he is in agreement with Councilwoman Ivie that if the Council values the Museum, they need to invest in it.  He said he understands the importance of archiving, and supports preservation efforts.  Mr. Thacker explained that increasing the Director position to 21 hours would not generate more hours of work due to leave benefits, and suggested that 25 hours would be needed for increased productivity.  He pointed out that the Director is already working an average of 21.5 hours per week.  Councilman Ince commented he has always had a problem with pinning an employee to just under the point where benefits kick in.  He added that the part-time benefits offered by the City do not make sense to him long-term.  The City currently has five part-time employees.  Councilman Ince pointed out that the Director position is responsible for making the Museum program work, and stated he is torn, agreeing with Mayor Cutler that the cart should not be placed before the horse, but also agreeing with Councilwoman Ivie that the Museum should have sufficient support.  Councilwoman Fillmore and Mayor Cutler agreed it would be worth while to reevaluate the City’s part-time benefit policy.  Councilwoman Fillmore repeated that evaluating what is done by comparable organizations is beneficial.  She also pointed out that the Council represents the citizens, and should consider whether the Museum reaches enough of the citizenry for the Director position to be comparable to other City positions.

Mr. Thacker expressed surprise that the request was presented now instead of as part of the upcoming regular Budget cycle.  He explained that other matters brought to the Council mid-year have been one-time expenditures or personnel actions related to substantial changes in the duties of the position.  Mr. Thacker stated that, from his perspective, there is not a compelling reason to make the change outside the regular Budget cycle, when it would be considered with the other needs of the City.  He emphasized that he values the Museum.

Councilwoman Ivie made a motion to change the Museum Director position to part-time in order to facilitate the continuation of what has been done, not to exceed an average of 24 hours per week over a 52-week year, with an hourly wage equivalent to the 19-hour per week stipend rate, effective at the beginning of the next payroll period.  Councilman McEwan seconded the motion.  Mr. Thacker explained that part-time employee hours are reviewed annually with the Budget process.  He also commented that some of the tasks performed for the Museum by City administrative staff, such as website administration, will continue to be accomplished by administrative staff.  Councilman Ince asked Mr. Tanner his professional opinion of the problems involved with changing part-time benefits, and Mr. Tanner responded that the problems relate to employee morale.  He added that the current trend is toward more “limited” positions and fewer “part-time” positions.  Councilwoman Fillmore commented that the historical preservation field has a great volunteer spirit, which the City should take advantage of.  She said she has a feeling of whiplash with principles not being applied across the board by the current and the previous Council.  Councilwoman Fillmore expressed the intention to submit her collected data for the record, and said she feels the current decision needs to be data driven.  Councilman McEwan asked that she include sources for her data.  The motion passed by majority vote (4-1), with Councilwoman Fillmore dissenting.  Councilman Ince’s vote in favor included the caveat that all similar positions need to be treated the same.  Councilman McEwan made a motion to take the increase in cost from General Fund Contingency until such time that other means can be found.  Councilwoman Ivie seconded the motion.  Mr. Thacker estimated that $2,000-$3,000 will be needed for the remainder of the fiscal year.  The motion passed by majority vote (4-1), with Councilwoman Fillmore dissenting.

MAYOR’S REPORT

a.    Council members are invited to the Legislative evening at CenterPoint Theatre on Wednesday, February 10.
b.    The Mayor reported that a discussion regarding use of County Proposition 1 revenues occurred at the last Council of Governments meeting.
c.    Mayor Cutler updated the Council regarding County-owned property located on 100 South.  The Commissioners have indicated interest in the Council’s opinion.  Mr. Thacker recommended against putting City dollars into preserving the property as open space, but recommended the Council continue pressuring the Commissioners to place an easement on the channel and basin.  He gave a brief history of the ownership of the property, and said that, in his opinion, considering the recent $2.1 million debris basin project further upstream, it would be unfair for the Council to expect the County to forego revenue that could be received from sale of the property.  Mayor Cutler suggested allowing City and County Public Works staff to work together to protect the channel and sedimentation basin.
d.    Mayor Cutler reported that improved bus stops are the top priority for UTA Proposition 1 revenues in Davis County.

CITY MANAGER’S REPORT

a.    Mr. Thacker reported that he was told the City can apply for CLG grants for both the Whitaker Museum and the Landmarks Commission (totaling over $10,000).  An equal match is required from the City, and could be budgeted by the Council in the next fiscal year.
b.    City Manager Thacker reported that bids for pedestrian bridge fencing will open on February 11th.
c.    Mr. Thacker discussed Legislative bills related to retirement issues.  He said it is his perception that the Council would be supportive of decisions that would make public safety positions more attractive to help with recruitment.

MISCELLANEOUS BUSINESS

Councilman Ince declared his intention to be available to the public one evening per month for outreach and education, and invited the rest of the Council to join him (not more than two Council members at a time).  Councilwoman Fillmore expressed the concern that Council member comments could be taken as speaking for the Council as a whole.  Ms. Romney advised Council members not to discuss pending applications, and to make it clear they are not speaking for the whole Council.  The Council discussed timing, and settled on the Wednesday evening after the second Council meeting each month.  Ms. Romney advised the Council to not meet with the public at the same time as a Planning Commission meeting.  Councilman Ince said he would begin on the third Wednesday in March, and agreed to work with staff to circulate a sign-up sheet and add the schedule to the City website.  Ms. Romney asked to be involved in preparing the description of this outreach effort, to be used in advertising.

APPOINTMENT

Mayor Cutler recommended the Council appoint Melissa Larsen to the Parks and Recreation Committee.  Councilwoman Mecham made amotion to appoint Melissa Larsen to the Parks and Recreation Committee.  Councilman Ince seconded the motion, which passed by unanimous vote (5-0).

ADJOURNMENT

At 11:25 p.m. Councilman McEwan made a motion to adjourn the meeting.  Councilwoman Ivie seconded the motion, which passed by unanimous vote (5-0).

____________________________        __02-16-2016______
Marsha L. Morrow, City Recorder            Date Approved

___________________________
Katie Rust, Recording Secretary

February 2, 2016 Work Session

Minutes of the Centerville City Council work session held Tuesday, February 2, 2016 at 5:00 p.m. in the Centerville City Council Chambers, 250 North Main Street, Centerville, Utah.

MEMBERS PRESENT

Mayor                           Paul A. Cutler

Council Members        Tamilyn Fillmore
William Ince
Stephanie Ivie
George McEwan
Robyn Mecham

STAFF PRESENT        Steve Thacker, City Manager
Blaine Lutz, Finance Director/Assistant City Manager
Lisa Romney, City Attorney
Jacob Smith, Assistant to the City Manager
Katie Rust, Recording Secretary

VISITORS                     Ed Erickson, Hansen Bradshaw Malmrose & Erickson

ANNUAL FINANCIAL REPORT FOR FY 2015

Ed Erickson, audit partner with Hanson Bradshaw Malmrose & Erickson, presented the audit of the City’s Annual Financial Report for FY 2015, and stated that a clean opinion was issued.  Mr. Erickson discussed State retirement benefits with the Council, and explained that GASB standards now require auditors to include the City’s share of the unfunded liability of the retirement system to be included in the annual financial statements.  Mr. Erickson also presented a two-year comparison of City revenues and expenses, explained much of the content in the Comprehensive Annual Financial Report, and answered questions from the Council.  Blaine Lutz, Finance Director, updated the Council regarding City debt, and Mr. Erickson explained UTOPIA/UIA obligations.  Councilwoman Fillmore pointed out a potential conflict with both the Wasatch Integrated Waste Management District and the South Davis Sewer District considering the possibility of expanding into the food waste market, and expressed a desire for the City to follow-up and remain informed.  Mr. Erickson presented audit findings, which included a deficit in the Parks Capital Improvement Fund.  Staff explained timing issues that resulted in the Parks Capital Improvement Fund deficit shown in the Financial Report, and confirmed that the Fund currently has a positive balance due to park impact fees received soon after the close of FY 2015.

Mayor Cutler asked Mr. Erickson for his opinion of what the City does well in terms of financial processes, and what could be improved compared to other cities.  Mr. Erickson responded that Centerville runs a fairly lean shop in terms of manpower compared to cities of comparable size.  He said the City financial staff is efficient, but fewer adjustments might be necessary at year end with additional financial staff.  Mr. Erickson stated the City has good cash disbursement processes, and added his impression that the Centerville City Council is more involved in financial oversight than other Councils.  Mr. Erickson concluded that the current segregation of duties is good with existing staff, but suggested that duties could be segregated further with one or two additional financial staff members.

Mr. Lutz explained the General Fund balance as of June 30, 2015, noting that after taking into account several adjustments, the fund balance is similar to the prior year.

ADJOURNMENT

Mayor Cutler thanked Mr. Erickson for his time, and adjourned the work session at 6:53 p.m.

____________________________        ___02-16-2016_______
Marsha L. Morrow, City Recorder             Date Approved

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Katie Rust, Recording Secretary