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HomeMy WebLinkAbout2013-02-04city council minutes BOOK 54 PAGE 10 SPECIAL MEETING February 4, 2013 6:00 P.M. (THE CALDWELL CITY COUNCIL IS HOLDING A PUBLIC WORKSHOP FOR THE PURPOSE OF DISCUSSING: 1) CONTINUED AS NECESSARY FROM 1-22-13: PROPOSED LOCALIZATION OF THE I-84 BUSINESS LOOP FROM SIMPLOT/SH19 TO HOFFMAN LANE; 2) PROPOSED WATER MAIN EXTENSION IN CONCERT WITH THE CALDWELL HOUSING AUTHORITY SEWER PROJECT AND TO ADD REDUNDANCY TO THE PURPLE SAGE ELEMENTARY SCHOOL WELL AND 3) PROPOSED TRAFFIC ROUNDABOUTS WITHIN THE CITY OF CALDWELL) Mayor Nancolas called the meeting to order at 6:00 p.m. Present: Councilman Blacker, Councilman Ozuna, Councilman Hopper, Councilman Callsen, Councilman Pollard and Councilman Clark. Staff Present: Brent Orton, Robb MacDonald, and Anne Marie Skinner. Brent Orton, 621 Cleveland Boulevard, presented information regarding the proposed localization of the I-84 Business Loop from Simplot/State Highway 19 to Hoffman Lane. Discussion followed. Brent Orton addressed the topic of the proposed water main extension in concert with the Caldwell Housing Authority Sewer Project and to add redundancy to the Purple Sage Elementary School well. Discussion followed. Robb McDonald, 621 Cleveland Boulevard, reported on the recent workshop held concerning the proposed traffic roundabouts at the Lake, Florida, and Indiana intersections. Discussion followed. No decisions were made or action taken. The workshop ended at 6:55 p.m. REGULAR MEETING February 4, 2013 7:00 P.M. The Mayor reported that a City Council Workshop was held at 6:00 p.m. No decisions were made or action taken. The Mayor asked that everyone stand for the invocation lead by Pastor Dick Shaw of the First Baptist Church and remain standing for the Pledge of Allegiance to the Flag. The Roll of the City Council was called by the City Clerk with the following members present: Blacker, Ozuna, Hopper, Callsen, Pollard, and Clark. CONFLICT OF INTEREST DECLARATION None. SPECIAL PRESENTATIONS A. Audit Report: City of Caldwell Ms. Gay Dawkins, member of the City of Caldwell Audit Committee, reported that the Audit Committee met with the auditors from Eide Bailly and discussed the City of Caldwell Audit Report. Ms. Dawkins distributed copies of the audit report to the Council Members. Jodi Daugherty from Eide Bailly outlined information from the Audit Report. She noted that the audit findings included one material weakness, which dealt with year-end accruals. The audit included a review of federal awards associated the Caldwell Industrial Airport and Community Development Block Grant funding. No findings were found dealing with the federal awards from either of these areas. Ms. Daugherty complimented Mr. Waite and other City staff in their preparation and assistance concerning thaudit. She noted that a Corrective Action Plan was recommended for future audits, stating that management will ensure that all closing entries are made and reconciled before the audit begins. ElJay Waite, Finance Director for the City of Caldwell, explained the one material weakness issue noting that the employee who operated the Finance Department Accounts Payable Division retired at the end of the fiscal year. It was determined by management to redistribute this workload rather than rehire for the position. In the process of training departmental support staff concerning account payable functions, an employee inadvertently miscoded some invoices for FY-2012 rather than FY-2013. This issue has now been corrected. Mr. Waite reported that he prepared the Audit Report this year rather than the auditors. With this change, the auditors were onsite for only a two week period, rather than the typical three week BOOK 54 PAGE 11 timeframe as in the past. This change was made this year at the time the contract was established with Eide Bailly. Councilman Blacker expressed his appreciation to Mr. Waite for his excellent financial abilities. The Mayor expressed appreciation to the Audit Committee, Eide Bailly, and ElJay Waite for the completed Audit Report. MOVED by Hopper, SECONDED by Callsen to accept the City of Caldwell Audit Report as presented by City Council. MOTION CARREID B. Recognition of Councilman Clark: Councilman Clark expressed his appreciation to his wife for her support and to the citizens of Caldwell for their support in electing him to the City Council position. He reported that he will be resigning the position to relocate to Huston, Texas for employment purposes. The Mayor and other Council Members stated their appreciation to Councilman Clark for his contribution to the community. Mayor Nancolas presented Mr. Clark with a plaque. The Mayor called for a short recess at 7:30 p.m. to allow citizens in attendance to partake in the reception in behalf of Mr. Clark. The Mayor called the meeting back to order at 7:45 p.m. C. Audit Report: Health Trust Mr. Waite presented outlined the audit report concerning the Health Trust. Mr. Waite explained that the Health Trust is pressured by rising health costs; however, there is approximately $300,000 in reserve in the General Fund which is designated for possible health care funding. The Health Trust Board meets routinely. Trustees include ElJay Waite and Monica Jones. Mr. Waite invited members from the public to serve on the Health Trust Board. ADDITIONS OR DELETIONS TO THE AGENDA MOVED by Hopper, SECONDED by Blacker to amend the agenda by removing Item #8 from the Consent Calendar and continue this matter to the next City Council Meeting to be held on February 19, 2013 at 7:00 p.m. MOTION CARRIED AUDIENCE PARTICIPATION Mr. Biggers announced that Council (MYAC) will be sponsoring a fundraising th dinner at the College of Idaho on February 16. The theme is James Bond and the meal is being prepared by Bon Appétit. Tickets are available for $35 per couple or $20 for singles. Revenue from this dinner will be used to assist members of the MYAC to attend various training events throughout the year. Councilman Pollard suggested that Council Members personally help sponsor a table to assist the MYAC in this fundraising effort. CONSENT CALENDAR: 1.Approve acceptance of the minutes from the City Council Meeting held on January 22, 2013; the Routes Committee Meeting held on August 21, 2012; and the Caldwell Historic Preservation Commission Meeting held on October 22, 2012; 2.Approve the request from Eileen L. Davidson to resign from the Caldwell Historic Preservation Commission effective immediately; 3. 4.eer and wine at The Cornerstone Bistro located at 702 Main Street; 5.Approve request from the Building Department to destroy temporary records; the City Clerk Department to destroy transitory and semi-permanent records; Payroll/Finance Department to destroy semi-permanent records; the Fire Department to destroy semi-permanent records; the Human Resource Department to destroy semi-permanent records; the Planning & Zoning Department to destroy semi-permanent records; the Police Department to destroy transitory, temporary, and semi- permanent records; and the Water Department to destroy temporary and semi-permanent records; 6.Approve Resolution No. 13-13 authorizing the execution of an Agreement with Keller & Associates Engineering for design assistance with The Biosolids Management Plan Update; 7.Approve Resolution No. 14-13 authorizing the execution of an Agreement with MWH for assistance with completion of the Caldwell In-House Water Model; 8.Approve Resolution authorizing the execution of an Agreement with Idaho Transportation Department for acceptance of the I-84 Business Loop from Simplot Boulevard to Hoffman Lane [REMOVED & CONTINUED TO THE NEXT CITY COUNCIL MEETING in Caldwell. TO BE HELD ON FEBRUARY 19, 2013 AT 7:00 P.M.] BOOK 54 PAGE 12 MOVED by Pollard, SECONDED by Blacker to approve the Consent Calendar as amended. Roll call vote. Those voting yes: Pollard, Clark, Blacker, Ozuna, Hopper, and Callsen. Those voting no: none. Absent and/or not voting: none. MOTION CARRIED OLD BUSINESS: None. NEW BUSINESS: None. (FINANCE AND HUMAN RESOURCE REPORTS) Councilman Callsen reported that the Finance Committee has reviewed current accounts payable in the amount of $1,645,897.09 for the period ending January 25, 2013 and net payroll in the amount of $114,130.97 for the pay period ended January 12, 2013. MOVED by Callsen, SECONDED by Clark that accounts payable in the amount of $1,645,897.09 represented by check numbers 91360 through 91665 and the total payroll in the amount of $114,130.97 represented by check numbers 24694 through 24868 payroll direct deposits be accepted, payment approved, and vouchers filed in the office of the City Clerk. MOTION CARRIED (COUNCIL COMMENTS) Councilman Callsen and Hopper reported on the success of the recent legislative sponsored by the Association for Idaho Cities (AIC). Councilman Blacker reported that he would like to meet with the Mayor and ElJay Waite concerning budget issues involving Caldwell Economic Development. The Mayor explained that letters of interest may be sent to City Hall, Attention Monica Jones, for those interested in seeking placement on City Council, Seat #6, filling the vacancy of Councilman Clark. The closing date for letters of interest to be received at City Hall will be February 15, 2013. Interviews with the potential candidates will be conducted with a group of local citizens. The committee will recommend two or three candidates for a second interview, which will be conducted by the Council President and the Mayor. The Mayor commented on the positive response to the Day at the Capitol event sponsored by the Association of Idaho Cities. It was well attended and very informative. The Mayor reported that the ICRMP Board of Directors (Risk Management Insurer for the City of Caldwell as well as many other Idaho municipalities and counties) recently met and presented their year-end report. The Mayor stated that many claims/cases have been settled or dismissed this past year. The number and dollar amount of claims have been reduced dramatically over the year. The Mayor will be meeting with the Joint Finance Appropriations Committee (JFAC) on Wednesday at 3:00 p.m. concerning the collaborative effort with the Treasure Valley Partnership regarding the SAUSA Program. This program deals with gang-related and drug-related crimes on a federal level. The request to JFAC will be to continue the program and possibly increase the funding. Currently the Treasure Valley Partnership funds the program at $75,000 and the State contributes $25,000. The request will be for JFAC to consider funding the entire program or at least reverse the funding allocations. Since the time that the program began, it has saved the State of Idaho more than six million dollars in costs for parole, probation, and incarceration. The Mayor involved members of City Council to join him on Thursday at 8:30 a.m. at Vallivue High School in teaching the American Government Class. th The Chamber of Commerce Noon Break Luncheon will be held on February 12 at 11:30 a.m. in the College of Idaho Simplot Dining Hall. th The next City Council Meeting will be held on Tuesday, February 19 due to the oliday. øÛÈÛÝËÌ×ÊÛ ÍÛÍÍ×ÑÒ ÐËÎÍËßÒÌ ÌÑ ×ÜßØÑ ÝÑÜÛô ÍÛÝÌ×ÑÒ êéóîíìëô SUBSECTION (F) FOR THE PURPOSE OF DISCUSSING PENDING LITIGATION OR WHERE THERE IS A GENERAL PUBLIC AWARENESS OF PROBABLE LITIGATION÷ convene MOVED by Hopper, SECONDED by Blacker to into Executive Session pursuant to Idaho Code, Section 67-2345, Subsection (f) for the purpose of discussing pending litigation or where there is a general public awareness of probable litigation at 8:03 p.m. Roll call vote. Those voting yes: Hopper, Callsen, Pollard, Clark, Blacker, and Ozuna. Those voting no: none. Absent and/or not voting: none. MOTION CARRIED BOOK 54 PAGE 13 reconvene MOVED by Hopper, SECONDED by Blacker to into Regular Session. MOTION CARRIED MOVED by Blacker, SECONDED by Ozuna to adjourn at 8:26 p.m. MOTION CARRIED th APPROVED AS written THIS 19 DAY OF February , 2013. Mayor Councilperson Councilperson Councilperson Councilperson Councilperson Councilperson ATTEST: City Clerk