AMERICAN FORK CITY COUNCIL MARCH 27, 2018 REGULAR SESSION MINUTES

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1 AMERICAN FORK CITY COUNCIL MARCH 27, 2018 REGULAR SESSION MINUTES Members Present: Brad Frost Kevin Barnes Staci Carroll Barbara Christiansen Rob Shelton Clark Staff Present: David Bunker Wendelin Knobloch Terilyn Lurker Aaron Brems Kyle Maurer George Schade Kasey Wright Tim Merrill Adam Olsen Cameron Paul Derric Rykert Scott Sensanbaugher Mayor City Administrator Associate Planner City Recorder Fire Chief Finance Officer IT Director Legal Counsel Legal Counsel Senior Planner Police Lieutenant Parks and Recreation Director Public Works Director Also Present: Preston Kirk, Kauffman, Allen Simpson, John Schiess, Jess Green, Jake Horan, Brooke Glaittle, Kyle Barratt, one scout, and three additional people. REGULAR SESSION The American Fork City Council met in a regular session on Tuesday,, in the American Fork City Hall, 31 North Church Street, commencing at 7:30 p.m. 1. Pledge of Allegiance; prayer by Pastor Kelly VanArsdol of the Adventure Church; roll call. Mayor Frost welcomed everyone to the meeting. Those present recited the Pledge of Allegiance and Pastor Kelly VanArsdol offered a prayer. Roll call was taken. 2. Twenty-minute public comment period limited to two minutes per person. There were no public comments. Kasey Wright, Legal Counsel, stated that this would be his last meeting as a City Attorney. In his 10 years at American Fork, he had attended over 500 meetings, been through three Mayors, 1 P a g e

2 three City Administrators, and a dozen or more s. During that time, the City had tackled many difficult issues, and he has come to respect the process and the people involved in it. City staff was amazing to work with, and he considered them friends as well as coworkers. He expressed his gratitude for the opportunity to be the City Attorney. 3. City Administrator's Report. David Bunker thanked Attorney Wright for his service to the City and said that they had a great relationship. Mr. Bunker then reported that the Housing Resource Fair would be held the following evening at the library at 6:00 p.m. The fair would be open to everyone but was geared toward those living at the American Fork Campground who were still seeking resources to assist them in relocation. Mr. Bunker said that staff would be charging the Pressurized Irrigation system soon, as the water season started April 15 th. The City would be looking into the possibility of modifying the watering days, and the proposal would be before the City Council in the next meeting. Finally, Mr. Bunker reported that the TSSD was in the process of interviewing candidates for the District Manager position. He would report back when someone was hired. 4. Council Reports Christiansen reported that the Library Board was interviewing for a new Library Director. Mr. Bunker added that there were six interviews for the position, and the Committee had narrowed it down to two final candidates. The final decision would be made by the end of the week. Christiansen thanked Attorney Wright and all of City staff for their work. Shelton also thanked Attorney Wright for his work and welcomed Attorney Tim Merrill to the City. He then reported that he had attended the Rapid Response Task Force Training hosted by the Fire and Police Departments. He was grateful that the City was prepared for such emergencies. Shelton read a letter from his uncle who served in the Vietnam War. He was mortally wounded four days after writing the letter. Shelton expressed his gratitude for his family that taught him about sacrifice and for those who fight to preserve his freedom. Barnes commented that it was important to recognize the service of those who risk their lives every day. He thanked Pastor VanArsdol for his prayer and Attorney Wright for his service. Barnes also attended the Rapid Response Team Training and he thanked the Police and Fire Departments for their service to the community. He reported the Cemetery Committee was working on the Memorial Day Program, which would take place on Monday, May 28 th at the Junior High School at 11:00 a.m. He wanted to get an announcement into the May newsletter, if possible. 2 P a g e

3 Carroll reported that she had attended a meeting for Steel Days and they had nailed down all of the activities and who would oversee them. She noted that they would be doing a Downtown Market this year during the carnival, and the event would take place just north of the Administration Building. She also attended a Chamber of Commerce Meeting and was impressed with how well they work with cities. They were currently working on getting together with Lehi, Pleasant Grove, and Lindon about starting the North County Alliance. reported that the PARC Committee met the previous week to meet with the first of applicant for the PARC Tax Funds. They would be holding a second meeting the following evening, and the council members were welcome to attend. said that it would be a good opportunity for anyone to see the work that had gone into this project. He also met with the Fox Hollow Golf Course Board to discuss changes to the course and building. thanked Attorney Wright for his time with the City. 5. Mayor's Report Mayor Frost reported on the Active Shooter Training and explained that the plan was to have the Police and Fire work together to secure an area to hold triage. He was confident that the City could be prepared for such emergencies, with adequate training. Mayor Frost then stated that he had met with members of the High School Administration, Chamber of Commerce students, and the CEO of the Jimmer Fredette foundation. They were starting a campaign called Choose Kindness and hope to spread that throughout the City. Mayor Frost shared a letter that he had received from a resident expressing their gratitude for the simple acts of kindness from their garbage truck driver. This worker would get out of his truck and take their cans to the house every week. The resident complimented the driver and American Fork City for providing a great community to reside in. COMMON CONSENT AGENDA (Common Consent is that class of Council action that requires no further discussion or which is routine in nature. All items on the Common Consent Agenda are adopted by a single motion unless removed from the Common Consent Agenda.) 1. Approval of the March 6, 2018 Work Session minutes 2. Approval of the March 13, 2018 City Council Meeting minutes 3. Approval of the authorization to release the Improvements Durability Retainer of $16, for Ken Garff Chevrolet, located at 548 East Auto Mall Dive. (Requested by Scott Sensanbaugher, Public Works) moved to approve the Common Consent Agenda. Council Member Shelton seconded the motion. Voting was as follows: 3 P a g e

4 RESULT: MOVER: SECONDER: AYES: APPROVED [UNANIMOUS] Clark, Rob Shelton, Kevin Barnes, Staci Carroll, Barbara Christiansen, Rob Shelton, Clark ACTION ITEMS 1. Ratification of City Payments (March 6, 2018, to March 20, 2017) and approval of purchase requests over $25,000. Mayor Frost noted that the City Council had received the packet beforehand and had time to study the issues before them. Carroll moved to approve the City Payments and approval of purchase requests over $25,000. seconded the motion. Voting was as follows: RESULT: MOVER: SECONDER: AYES: ADOPTED [UNANIMOUS] Staci Carroll, Clark, Kevin Barnes, Staci Carroll, Barbara Christiansen, Rob Shelton, Clark 2. Review and action on an Encroachment Agreement with Lauren Pinson. (Requested by Terilyn Lurker, Recorder) Mr. Bunker explained that there was a swimming pool that encroached into a public utility easement by approximately one foot and that there were no utilities currently in the easement. If there was a need to place utilities in the easement in the future, the agreement stated that the property owner would have to move the pool at their own cost. moved to approve the Encroachment Agreement with Lauren Pinson. Shelton seconded the motion. Barnes commented that the Terms included the language after written notification was delivered to Pinson. He felt that this, and other agreements with the City, needed to be certified. The City needed to have signature proof that the documents were received by the appropriate party. added that written notification with return receipt be added to Notifications. Shelton approved of the addition to the motion. Mayor Frost called for a vote on the motion. Voting was as follows: 4 P a g e

5 RESULT: MOVER: SECONDER: AYES: APPROVED [UNANIMOUS] Clark, Rob Shelton, Kevin Barnes, Staci Carroll, Barbara Christiansen, Rob Shelton, Clark 3. Review and action on the Holindrake and Bird Annexation consisting of acres and located in the area of 750 West 400 South, including the Ordinance of Annexation, Annexation Agreement, and placement of the property in the TOD (Transit Oriented Development) zone. (Requested by Terilyn Lurker, Recorder) Barnes moved to approve the Holindrake and Bird Annexation consisting of acres and located in the area of 750 West 500 South, including the Ordinance of Annexation (Ordinance No ), Annexation Agreement, and placement of the property in the TOD (Transit Oriented Development) zone. Christiansen seconded the motion. Voting was as follows: RESULT: MOVER: SECONDER: AYES: ADOPTED [UNANIMOUS] Kevin Barnes, Barbara Christiansen, Kevin Barnes, Staci Carroll, Barbara Christiansen, Rob Shelton, Clark 4. Review and action on the Sharp Bybee Annexation consisting of acres at 1450 South 500 East including the Ordinance of Annexation, Annexation Agreement, and placement of the property in the PI-1 (Planning Industrial) zone. (Requested by Terilyn Lurker, Recorder) Carroll moved to approve the Sharp Bybee Annexation consisting of acres at 1450 South 500 East including the Ordinance of Annexation (Ordinance No ), Annexation Agreement, and placement of the property in the PI-1 (Planned Industrial) zone. seconded the motion. Voting was as follows: RESULT: ADOPTED [UNANIMOUS] MOVER: Staci Carroll, SECONDER: Clark, 5. Review and action on a resolution authorizing not more than $4,000,000 sales tax revenue and refunding bonds, in one or more series, to finance recreational improvements and to refund and retire outstanding bonds; providing for the publication of a notice of bonds to be issued; fixing the maximum aggregate principal amount, maturity, interest rate and discount of the bonds; proving for the running of a contest period; and related matters. (Requested by Terilyn Lurker, Recorder) Shelton asked if this would be the only time they would take action on this 5 P a g e

6 item. Preston Kirk explained that they would come back before the City Council again in the future. The action tonight would approve the maximum amount of financing, the maximum length of the contract, and would set the maximum interest rate at 4%. clarified that these were not the final numbers, but a base to work from. moved to approve Resolution No R authorizing not more than $4,000,000 sales tax revenue and refunding bonds, in one or more series, to finance recreational improvements and to refund and retire outstanding bonds; providing for the publication of a notice of bonds to be issued; fixing the maximum aggregate principal amount, maturity, interest rate and discount of the bonds; providing for the running of a contest period; and related matters. Barnes seconded the motion. Shelton felt it was important to note that the money to pay for this was money that could only be used for recreational purposes, such as impact fee money and PARC Tax Fund revenue. Mayor Frost called for a vote on the motion. Voting was as follows: RESULT: ADOPTED [UNANIMOUS] MOVER: Clark, SECONDER: Kevin Barnes, 6. Review and action on a resolution approving an interlocal cooperation right of way licensing agreement between American Fork City and UTOPIA. (Requested by Terilyn Lurker, Recorder) Shelton moved to approve Resolution No R authorizing the Mayor to sign the Interlocal cooperation right-of-way licensing agreement with UTOPIA. seconded the motion. Voting was as follows: RESULT: ADOPTED [UNANIMOUS] MOVER: Rob Shelton, SECONDER: Clark, 7. Review and action on a Master Services Agreement Contract for Engineering Services (Requested by Scott Sensanbaugher, Public Works) Scott Sensanbaugher, Public Works Director, explained that the Master Services Agreement 6 P a g e

7 Contract would be a template the City could use for engineering services. This would allow them to have a contract where duties and responsibilities were clearly outlined, and the City could issue task orders. Over the past few months, Mr. Sensanbaugher had worked with Administration and Legal Counsel on this agreement, and they had spoken with various engineering companies about this template. They felt that the final product was acceptable. He noted that most of these agreements would be used for routine, less expensive tasks. Larger projects would still require an RFP. Barnes applauded staff s work on this agreement. Carroll moved to approve the Master Services Agreement as presented and authorize the City Administrator and City Engineer to enter into Master Service Agreements with all Professional Services Consultants who are currently doing work with the City. seconded the motion. Voting was as follows: RESULT: APPROVED [UNANIMOUS] MOVER: Staci Carroll, SECONDER: Clark, 8. Review and action on an Engineering Services Agreement Contract for the FY 2018 Pavement Rehabilitation Project. (Requested by Scott Sensanbaugher, Public Works) Mr. Sensanbaugher explained that this contract would be for professional service assistance with designing RFP speculations and a bidding package for projects the City intended to contract out during FY18 and FY19. The City received five proposals from engineering firms, and they decided to award the bid to Horrocks Engineering. He noted that the contract would be similar to the Master Services Agreement, but this would not be task based. moved to approve the FY 2018 Pavement Rehabilitation Engineering Services Agreement as presented and authorize the City Administrator to enter into the contract with Horrocks Engineers. Christiansen seconded the motion. Shelton appreciated the City s action on repairing roads, but he was concerned that micro-surfacing wouldn t be sufficient or cost-effective. Mr. Sensanbaugher explained that these projects would be more for preventative maintenance. The process would extend the life of the roads and be relatively inexpensive. He confirmed that this process was no HA5. After some discussion regarding the surfacing process, Council member Shelton said that he was alright moving forward with this item, but he wanted to address specific streets in the future. 7 P a g e

8 In response to a question from Barnes, Mr. Sensanbaugher said that this resurfacing treatment was one step down from full reconstruction. The purpose of hiring the engineering firm was to ensure that the City was spending the funds correctly. He anticipated that there would be some alterations to the road plan once Horrocks Engineering began their designs. Mr. Sensanbaugher said that Horrocks Engineering would not be making any final decisions, they would only conduct an analysis. Mayor Frost called for a vote on the motion. Voting was as follows: RESULT: APPROVED [UNANIMOUS] MOVER: Clark, SECONDER: Barbara Christiansen, 9. Adjournment Christiansen moved to adjourn the meeting. Carroll seconded the motion. All were in favor. The meeting adjourned at 8:41 p.m. Terilyn Lurker, City Recorder 8 P a g e