September 6, 2016

To:         Mayor Cutler
City Council
Cc:        Department Heads
Planning Commission
From:   Steve H. Thacker, City Manager
Subject:   City Manager’s Summary of September 6, 2016 Council Meetings
Date:       September 2, 2016

5:30  Work Session – The City Council will meet in a work session at 5:30 p.m. to discuss the Public Works Director’s request for a new position.  The FY 2017 Water Fund budget includes funding for a new position, but the City Council requested that the hiring process not begin until they have an opportunity to discuss the need for this position with the Public Works Director, Randy Randall.  To help the Council better understand the need for this position, Randy is bringing a model he recently constructed that depicts the components of the culinary water system—its zones, wells, reservoirs, booster pumps, etc.—and demonstrates how these are operationally interrelated.

Originally I proposed this work session include a second subject—a briefing on Federal stormwater regulations and how staff proposes to meet the higher standards now required for discharges into the storm drain system.  However, I concluded there is not enough time to address this along with the other topic; so this second topic will be rescheduled for a work session later in the fall.

Dinner will be available for the City Council beginning about 5:15 p.m.

7:00  Regular City Council Meeting

Recognition of recent life-saving event – Police Chief Child would like to recognize the individuals involved in saving a little boy who drowned in a swimming pool.  This includes two women at the scene, a Utah Highway Patrol Officer, Centerville Police and South Davis Metro Fire Agency personnel.

E.1.  Minutes Review and Acceptance – The minutes to be approved include a work session and regular meeting on August 16, as well as a joint City Council/Trails Committee meeting on August 25.

E.2.  Summary Action Calendar
a.  Recording Secretary agreement – Kathy Streadbeck has been the recording secretary for Planning Commission meetings for many years.  She has resigned in order to go back to school.  I recommend the
Council approve an agreement with Melissa Smith to provide recording secretary services—as an independent contractor—on an hourly basis for the Planning Commission meetings.  Melissa has met
with Kathy, City Recorder, City Attorney and Community Development Director for training in this role.
b.  Addition of new position to Pay Grade Schedule – The FY 2017 Police Department budget includes funding for an Evidence Technician/Emergency Management Assistant position.  This will be a
part-time employee working less than 30 hours per week.  Based on my evaluation of the job duties, I am recommending this position be assigned to Grade 10 in the City’s Position Pay Grade Schedule.
c.  Amendment to Agreement with County re CDBG Program – Since 2010 the City has participated in the federal CDBG program via an agreement with Davis County, as explained in the staff report.  The
federal government is requiring the County to make minor, non-substantive changes to its agreements with the cities operating under the County’s umbrella.

E.3.  General Plan Amendments – Bicycle & Non-Motorized Vehicle Pathways and Trails Master Plan Map – This subject was discussed in the July 19 Council meeting and the August 25 City Council/Trails Committee joint meeting.  The Council now appears to be ready to adopt these General Plan amendments, which describe the City’s goals relating to bicycles as a mode of transportation and include maps showing the current trails and bike lanes and proposed additional bike lanes.

E.4.  Financial Report for fiscal year ending June 30, 2016 – Blaine Lutz, Finance Director, has prepared a summary financial report for the entire fiscal year which ended June 30, 2016.   The numbers may change somewhat based on the Auditors current review of the financial statements.  However, it appears that revenues exceeded expenditures in the General Fund.  Blaine will attend the Council meeting to explain further and answer questions.

E.5.  Continue discussion of accessory building setbacks and flag-lot ordinance – In May the City Council discussed whether these sections of the City’s Zoning Code should be amended.  They continued that discussion to a July meeting, but did not have time in that later meeting to discuss these matters.  Therefore, they agreed to discuss again in a September meeting.  There was no direction to staff regarding additional research or analysis, so there is no new information from staff.  The documents provided for the earlier meetings are attached again for this meeting.

E.6.  Sidewalk analysis and related actions – In a work session on August 16, the City Council received a presentation and report from the City’s intern, who had completed an inventory of all the public sidewalks in the City.  Her report recommended a number of short-term and long-term actions.  Staff recommend the Council authorize spending to immediately correct the eight most serious sidewalk vertical faults, including the removal of trees that have caused those faults.  I would also like the Council to discuss the other recommendations, or at least establish a process for that discussion, including public engagement as desired.

E.7.  Mayor’s Report – Mayor Cutler will report on the upcoming Volunteer Recognition Dinner, the upcoming joint work session with the Planning Commission about the South Main Street Corridor Public Space Plan, and recent meetings with UDOT and UTA about Main Street crosswalks and bus stops.

E.8.  City Manager’s Report – I have included in the staff report the tentative agendas for the September 20 work session with the Youth City Council and September 13 RDA/ACB meeting.  I will also report on the recent “brain-storming” session with UDOT about the design of future improvements and replacement of the I-15/Parrish Lane interchange.  If time permits, I would also like to review with the Council the status of their goals that were established earlier this year.

E.9.  Miscellaneous Business – Mayor Cutler and Jacob Smith will report on recent efforts to improve the video-streaming and audio-recording of City meetings.

E.10.  Closed meeting, if needed – As mentioned in the staff report for the work session, there may be a desire to go into a closed meeting—either during the work session or at the end of the regular Council meeting.

E.11.  Appointments to City Boards/Committees – Mayor Cutler may recommend appointments to City boards and/or committees.

Potential Agenda Items for September 20 City Council meeting (subject to change):
•    Amendments to South Main Street Corridor Public Space Plan
•    Amendments to agreements with UTA and Union Pacific RR re construction of water main under railroad tracks
•    Revisions to Museum collections policy
•    Financial report for first two months of FY 2017
•    National Rural Water Association award given to Centerville City
•    Work session with Youth City Council at 5:15 p.m.


Meetings of the City Council of Centerville City may be conducted via electronic means pursuant to Utah Code Ann. 52-4-207, as amended. In such circumstances, contact will be established and maintained via
electronic means and the meeting will be conducted pursuant to the Electronic Meetings Policy established by the City Council for electronic meetings.

Centerville City, in compliance with the Americans With Disabilities Act, provides accommodations and auxiliary communicative aids and services for all those citizens in need of assistance, including hearing
devices. Persons requesting these accommodations for City-sponsored public meetings, services, programs, or events should call Blaine Lutz, Centerville Finance Director, at 801-295-3477, giving at least 24 hours notice prior to the meeting.

A notebook containing supporting materials for the business agenda items is available for public inspection and review at City Hall and will be available for review at the meeting. Upon request, a citizen may obtain
(without charge) the City Manager's memo summarizing the agenda business, or may read this memo on the City's website:

Tentative - The times shown below are tentative and are subject to change during the meeting.

5:30 Work Session re: water system operational briefing and Public Works Director's request for new position in Water Fund

Possible closed meeting, if necessary, for reasons allowed by state law, including, but not limited to, the provisions of Section 52-4-205 of the Utah Open and Public Meetings Act,
and for attorney-client matters that are privileged pursuant to Utah Code Ann. § 78B-1-137, as amended

(See City Manager’s Memo for summary of meeting business)



Episcopal Church of the Resurrection Representative


7:05 D. OPEN SESSION (This item allows for the public to comment on any subject of municipal concern, including agenda items that are not scheduled for a public hearing. Citizens are encouraged to limit their comments to two (2) minutes per person. Citizens may request a time to speak during Open Session by calling the City Recorder’s office at 801-295-3477, or may make such request at the beginning of Open Session.) Please state your name and city of residence.


7:10 1. Minutes Review and Acceptance
August 16, 2016 work session and regular Council meeting; August 25, 2016 joint Trails Committee/City Council meeting

7:10 2. Summary Action Calendar
a. Approve Recording Secretary Agreement
b. Approve addition of Police Department Evidence Technician/Emergency Management Assistant Position to the Centerville City Position Pay Grade Schedule - Ordinance No. 2016-23
c. Approve Amendment No. 1 to Interlocal Cooperation Agreement with Davis County regarding CDBG Program - Resolution No. 2016-23

7:20 3. General Plan Amendments - Bicycle & Non-Motorized Vehicle Pathways and Trails Master Plan Map
Consider proposed General Plan amendments to Section 12-450-3 regarding Bicycle and Non-Motorized Vehicle Pathways in the Transportation and Circulation element of the General Plan, and
amendments and updates to the Centerville Trails Master Plan Map as referenced in Section 12-460-2 regarding Trails in the Community Facilities element of the General Plan – Ordinance No. 2016-21

7:30 4. Financial Report for fiscal year ending June 30, 2016

7:40 5. Discuss and provide direction to staff regarding the following:
a. Accessory building setbacks
b. Flag Lot Ordinance amendments

8:10 6. Sidewalk Analysis and Related Actions
a. Authorize correction of major faults over 3 inches
b. Discuss proposed action plan/policy development process

8:40 7. Mayor's Report
a. Volunteer Recognition Dinner on September 19
b. Joint work session re SMSC Public Space Plan on September 7
c. Recent meetings with UDOT and UTA re crosswalks and bus stops

8:50 8. City Manager's Report
a. Review proposed agenda for September 20 work session with Youth City Council
b. Agenda for September 13 RDA/ACB meeting
c. UDOT meeting re I-15 interchange and Parrish Lane
d. Status of progress on City Council goals

9:10 9. Miscellaneous Business
a. Report on video streaming and audio recording

9:20 10. Closed meeting, if necessary, for reasons allowed by state law, including, but not limited to, the provisions of Section 52-4-205 of the Utah Open and Public Meetings Act, and for attorney-client matters that are privileged pursuant to Utah Code Ann. § 78B-1-137, as amended

11. Possible action following closed meeting, including appointments to boards and committees


Items of Interest (i.e., newspaper articles, items not on agenda); Posted in-meeting information

Marsha L. Morrow, MMC
Centerville City Recorder