SOUTH WEBER CITY COUNCIL WORK MEETING DATE OF MEETING: 17 February 2015 TIME COMMENCED: 5:31 p.m. PRESENT: MAYOR: Tammy Long COUNCILMEMBERS: CITY MANAGER: CITY RECORDER: Scott Casas Randy Hilton Michael Poff Marlene Poore David Thomas Duncan Murray Tom Smith Transcriber: Minutes transcribed by Michelle Clark VISITORS: Bryan Wageman, John Grubb, Tyler Bodily, Hunter Swalberg, & Brandyn Bodily. Mayor Long welcomed Mr. Grubb and Troop #533. PUBLIC WORKS PRESENTATION PARKS & STORM BASIN INFRASTRUCTURE: Bryan Wageman, representing Mark Larsen of the Public Works Department, gave the presentation for the parks. POSSE GROUNDS PARK SIZE: 2.50 Acres PARK LOCATION: 677 East 6650 South SERVICE NEEDED: Repair clean and stock bathrooms, mowing, tree trimming and removal, Lawn Fertilization, Broad Leaf Control, Aeration Groom arena (once a week if they can), install and maintain sprinkler system repair fences and anything more needed. Bryan suggested the need to look at replacing the wood fence because it continues to break. He reported there is no electricity so all sprinklers are battery operated. Bryan understands that in the past the city has looked at options for electricity at the posse grounds, but found it to be costly. HEATHER COVE HOLDING POND POND SIZE: 0.40 Acres POND LOCATION: 90 East Harper Way SERVICE NEEDED: tree trimming, fence repair, weed and silt removal, and trash clean up. Bryan discussed the difficulty with grassing this pond because of the steep slopes. CANYON MEADOWS HOLDING POND POND SIZE: 1.76 Acres POND LOCATION: 6700 South 475 East SERVICE NEEDED: tree trimming, fence repair, weed and silt removal, and trash clean up.
South Weber City Council Work Meeting 17 February 2015 Page 2 of 9 CANYON MEADOWS PARK PARK SIZE: 9.48 Acres PARK LOCATION: 631 East Petersen Parkway SERVICE NEEDED: Repair clean and stock bathrooms, mowing, maintain pumps, tree trimming and removal, aeration, install and maintain sprinkler system, repair fences, Maintain backstops and anything more needed. Bryan said the train club maintains the train tracks as well as any weeds around it. He said the Recreation Department maintains the baseball field. He said the Public Works Department does all the mowing. He said to mow and weed takes approximately 4.5 hours. He explained that the big toys need to be inspected once a week, which takes about one hour. Only those who have been certified are allowed to inspect. Council Member Hilton discussed the possibility of starting a nursery down there, if secondary water is available. Council Member Casas said the soil in that location is not the greatest. Brian explained that at one time they did plant several trees and used the water from the subdivision, but the water connection was shut off, and most of the trees died. The council discussed the possibility of planting different trees i.e. cottonwood trees. PIONEER CEMETERY PARK SIZE: 0.52 Acres PARK LOCATION: 6855 South 475 East SERVICE NEEDED: Mowing, sprinkler system, tree trimming and removal, lawn fertilization, broad leaf control, aeration, road repair and maintain sprinkler system. Bryan explained that the cemetery is difficult to mow because of the headstones. He reported that occasionally the boy scouts will clean up the cemetery for Eagle Scout projects etc. EASTON VILLAGE HOLDING POND POND SIZE: 1.26 Acres POND LOCATION: 1129 Lester Drive SERVICE NEEDED: mowing, trimming, silt removal, fence repair, lawn fertilization, broad leaf control, aeration and maintain sprinkler system. CENTRAL PARK PARK SIZE: 3.85 Acres PARK LOCATION: 1348 East Lester Drive or 7355 South 1375 East SERVICE NEEDED: Repair clean and stock bathrooms, mowing, maintain electrical system and backup generator, tree trimming and removal, aeration, install and maintain sprinkler system, repair fences, maintain backstops and anything more needed. Bryan discussed the tilling that has to take place once a week in the playground area, which takes time. He said the department has discussed the possibility installing something easier to maintain such as, artificial turf etc. BYRAM PARK ESTATES HOLDING POND POND SIZE: 0.51 Acres POND LOCATION: 1380 Lester Drive
South Weber City Council Work Meeting 17 February 2015 Page 3 of 9 SERVICE NEEDED: mowing, trimming, install sprinkler system, lawn fertilization, broad leaf control, install and repair volleyball net, aeration and maintain soft fall. Bryan said this area needs to be tilled once a week because of the volleyball pit. VETERANS MEMORIAL PARK POND SIZE: 2.67 acres PARK LOCATION: 1865 East South Weber Drive SERVICE NEEDED: Mowing, maintain electrical system, waterfall, flag lights, tree trimming and removal, aeration, install and maintain sprinkler system, repair fences, and anything more needed. CEDAR COVE PARK PARK SIZE: 3.61 Acres PARK LOCATION: 1983 East 7550 South SERVICE NEEDED: Mowing, maintain asphalt trails, tree trimming and removal, aeration, maintain parking lot, install and maintain sprinkler system, repair fences, work up soft-fall, maintain big toy and anything more needed. Bryan reported that a street light was installed last year at this park. He also discussed the areas in which the HOA is responsible for maintaining along the hillside. SOUTH WEBER DRIVE HOLDING POND POND SIZE: 0.81 Acres POND LOCATION: 2467 East South Weber Drive SERVICE NEEDED: tree trimming, fence repair, weed and silt removal, and trash clean up. Bryan said this holding pond is locked because it will have water at times. Duncan reported that the charter school is interested in using this property. Park and ride POND SIZE: 2.24 Acres PARKING LOT LOCATION: South Weber drive and HWY 89 SERVICE NEEDED: trash pickup, snow plowing, weed removal and light repair. Duncan reported that the charter school has been doing the trash pickup. Tom reported that a dumpster with a lid and lock on it will be installed by Robinson Waste in the northeast corner of the parking lot. Tom said the current garbage cans don t have lids and aren t holding up. The council discussed possible concerns with individuals leaving trash and items outside the dumpster. Tom said the city can try the dumpster option for a certain amount of time. CEDAR LOOP PARK PARK SIZE: 1.16 Acres PARK LOCATION: 1924 East Cedar Loop Drive SERVICE NEEDED: Mowing, trimming, silt removal, tree trimming and removal, fence repair, aeration and maintain sprinkler system.
South Weber City Council Work Meeting 17 February 2015 Page 4 of 9 Bryan said this park has been used heavily for recreation soccer. Council Member Poff said the council did discuss installing the playground equipment in storage at this park. Brian said it does get water in it on occasion. 7800 SOUTH HOLDING POND POND SIZE: 0.22 Acres POND LOCATION: 2080 East 7800 South SERVICE NEEDED: Tree trimming, fence repair, weed and silt removal, and trash clean up. 2020 EAST HOLDING POND PARK SIZE: 0.92 Acres PARK LOCATION: 8008 South 2020 East SERVICE NEEDED: Mowing, tree trimming, aeration and maintain sprinkler system CHERRY FARMS PARK PARK SIZE: 5.93 Acres MAINTENANCE AREA: Approx. 5.34 Acres PARK LOCATION: 7994 South 2100 East SERVICE NEEDED: Repair clean and stock bathrooms, mowing, tree trimming and removal, aeration, install and maintain sprinkler system, repair fences, maintain backstops and anything more needed. Bryan said the department has discussed moving the volleyball pit to the other side of the park. Council Member Poff said he remembers, at one time, there was a plan to install a walking path around the perimeter of this park. NATHAN TYLER LOOCK PARK PARK SIZE: Approx. 0.37 Acres PARK LOCATION: 2563 East 8150 South SERVICE NEEDED: Mowing, trimming, silt removal, maintain big toy, work up soft-fall, tree trimming and removal, fence repair, aeration and maintain sprinkler system. Council Member Casas stated he noticed last year that this park had several weeds. He discussed the need for this park to be sprayed. SILVERLEAF PARK PARK SIZE: 0.78 Acres PARK LOCATION: 2348 East 8240 South SERVICE NEEDED: Mowing, trimming, tree trimming and removal, fence repair, aeration and maintain sprinkler system. 2328 EAST HOLDING POND POND SIZE: 0.22 Acres POND LOCATION: 2328 East Deer Run Drive
South Weber City Council Work Meeting 17 February 2015 Page 5 of 9 SERVICE NEEDED: Tree trimming and removal, fence repair, weed and silt removal, maintain storm water piping and trash clean up. Council Member Casas suggested putting some type of seed down because of the steep slopes. DEER RUN ESTATES HOLDING POND POND SIZE: 0.17 Acres POND LOCATION: 2088 East Deer Run Drive SERVICE NEEDED: tree trimming, weed removal and silt removal HIDDEN OAK HOLDING POND POND SIZE: 0.16 Acres POND LOCATION: 2520 East 8200 South SERVICE NEEDED: Mowing, trimming, lawn fertilization, broad leaf control and aeration I-84 REGIONAL DETENTION BASIN POND SIZE: 1.31 Acres POND LOCATION: 1916 East Canyon Drive SERVICE NEEDED: Tree trimming, Fence repair, weed and silt removal, maintain storm water piping and trash clean up. PEACHWOOD DRIVE HOLDING POND POND SIZE: 0.3 Acres POND LOCATION: 8020 Peachwood Drive SERVICE NEEDED: Tree trimming, Fence repair, weed and silt removal, maintain storm water piping and trash clean up. Duncan explained the land use breakdown pie chart showing approximately 80.39 total acres of parks. Bryan said there are areas in Layton, City office, frontage road, etc. that the city also maintains. Discussed Overlook Park (3.58 acres) and whether or not the city owns it. At one time, it was proposed for a cemetery. Bryan explained the time allotted for mowing. He said that Canyon Cove takes the longest to mow. He explained there are some parks that need to be mowed twice a week during the summer months. He said there are times when employees are working on water leaks while others are mowing. He reported that tilling the sand takes 21 hours per week. Playground inspection is five hours a week. He said there are a lot of little things that add up on the time. The council thanked Brian for his presentation. REMOVAL OF THE OLD CITY HALL BLDG/CIVIC CENTER, AND ADDITION OF NEW PARKING: Tom said Jones & Associates put together an estimate to remove the civic center and install a (16) stall parking lot. Total cost is estimated to be $50,059.35. Council Member Casas said he proposed this idea but thought the city staff could be used in helping to remove the building. He guesses this building is rarely used and is out of place; however, he is not interested in spending $50,000 plus to remove it. Council Member Poff is not in favor of removing it because it is used during Country Fair Days. He is also aware of other groups who lease the building. Council Member Casas said it does need some repair work with the need for new shingles, back door replaced, etc. Council Member Hilton said people do use it. Tom said
South Weber City Council Work Meeting 17 February 2015 Page 6 of 9 the home school uses it once a week off and on throughout the year. Council Member Casas suggested either improving it or getting rid of it. Council Member Poff recommended master planning Central Park. Council Member Casas agreed. Council Member Thomas said the council needs to have several parks master planned. Council Member Casas would like to move forward with master planning Central Park before any money is spent on the civic center. Council Member Casas said the roof has been bad for six months. The council discussed lowering the rental price since it may be cost prohibited. It is currently being rented for $25 per hour. REVIEW OF CANYON MEADOWS PARK PLAN, INCLUDING THE PURCHASE OF LOT #76 OF THE CANYON MEADOWS PUD: Tom said right now the city staff is looking at getting comparables for the purchase of lot #76. Council Member Hilton said the park being finished makes the price of those lots higher. Duncan discussed other possible ways to negotiate with the developer. Concerning Phase 2 of Canyon Meadows Park, Duncan suggested focusing on Phase 2A which is the small baseball field including construct backstop and dugout complete with concrete pad, chain link fence enclosure, and benches, clear and grub, rough grading, import fill material, sprinkler, top soil (4 thick), sod, and infield material (5,000 sf.) with a total cost of $242,190.00. Council Member Poff suggested city staff discuss with Keith Kap the possibility of getting some dirt and donated labor to spread the dirt. Council Member Hilton discussed getting the first right of refusal on the lot. PARKS AND STORM DRAIN PORTION OF THE CAPITAL IMPROVEMENTS PLAN: Duncan said at the end of the recent Summit votes were taken on the projects that had to do with parks. Canyon Meadows Park took the highest votes with trails following. Duncan discussed one section of trail from Cottonwood Cove to the posse grounds. Duncan said there are four property owners that would be involved with this area. He said it is possible that a 100 ft. right of way would be needed. Duncan asked if the council would like to look at focusing on this part of a trail. He also discussed access under the interstate and a connection to 1100 East. He said they would also need to look at a combined cross section. He said the trail section could be developed first and then the street could come later. The council agreed it would be worth looking into. Duncan then discussed reviewing and updating a master plan for parks. He said it sounds like the council is in favor of master planning some of the major parks in the city. Items listed for voting included: Council Staff Canyon Meadows Park 11 10 Trails 7 Review/Update Master Plan for Parks 5 6 City Entrance 5 Park & Ride Landscaping 3 Plan for old Civic Building 2 Wasatch Integrated Waste New Park 2 Master Plan for Posse grounds 1 2 Electric City Sign 1 Cemetery 1 Stadium Lighting Canyon Meadow Park 0 4 Redesign/Expand Central Park 0
South Weber City Council Work Meeting 17 February 2015 Page 7 of 9 Trees in City 0 Duncan said the Capital Projects Plan will include maintenance cost for parks concerning replacements for big toys, bowery s, restrooms, equipment (lawnmower) etc. The plan also included new park projects such as, Canyon Meadows 2 nd ball field, land for west parking lot, trails from posse grounds to old trails road, city entrance, park & ride landscaping, master plan for posse grounds, and Wasatch Integrated Waste new park. John Grubb thanked the council for all their work. He stated if he can be of assistance he is willing to help. He said concerning the train at Canyon Meadows Park, the National Model Train Association is coming to Ogden this month, and they have approached him to use the train park in 2019 when they will be hosting a convention in Salt Lake City. Budget Process Guidelines: Council Member Casas is uncomfortable with the (10) Committee Rules. Council Member Poore said it states the budget won t be given to us until April and will need to be passed in June. She thought the council would be more involved in the earlier stages of the budget. Duncan said the challenge is he has department heads who aren t empowered to do their own department budget and therefore, will need time to work through the process. He isn t sure he can realistically get the council involved any earlier this year. Duncan read each rule as follows: Committee Rules 1. One of the two members of the governing body on each committee shall be the committee chair. 2. The Mayor shall ask which member(s) would like to be a chair and then the Mayor shall appoint the committee chairs (as a list), subject to a confirming vote by the governing body. This is a single up or down vote, without amendment, of the entire list of committee chairs. 3. After consulting with the committee chair, the City Manager decides whether or not to call a meeting, and for which specific purposes. 4. Meetings must have an agenda of the items to be discussed. 5. Any member of a committee may recommend that an item be discussed by the committee. 6. The agenda (and accompanying information) shall be prepared and distributed one wee in advance to all committee members, so that each committee member can be prepared to discuss the agenda items. 7. In order to maintain order and concentration, at least one, but no more than four, issue(s) is/at a time are to be discussed at a committee meeting, with the information to be provided in advance. 8. Budget Committee meetings will follow the budget calendar. 9. Committees do not take final action; but rather, the committees make recommendations to the governing body. 10. Staff assignments are not given during committee meetings, but staff assignments may be recommended to the governing body. Duncan explained that this will be a somewhat new process for department heads and feels that after they have had a chance to review a budget then they will meet with the committee chairs. He said meetings must have an agenda of the items to be discussed. Council Member Poff said this is a new budgeting process so he is willing to allow the city staff to put this into place so that next year there is something to build off. Duncan said if anyone has any options, let him know
South Weber City Council Work Meeting 17 February 2015 Page 8 of 9 and he is willing to look at it. He would like to adopt the budget process guidelines by resolution. Chairpersons for Budget Committees: Public Safety Parks & Trails Sewer, water & storm drain Rec/event Streets & Garbage Finance & Admin Council Member Casas Council Member Casas Mayor Long Council Member Poff Council Member Hilton Council Member Poore Other Business: Fence in front of Public Works Building: Council Member Casas is upset that there were only two bids received (from the same person) for the fence in front of the Public Works Building. He said when one person submits two bids, it violates the in house rules. He said the Public Works Director knows the bid process. He said this is wrong and he wants something done about it. He doesn t want this slid underneath the table. Duncan said he wasn t aware that it was the same person. Council Member Casas said the person who put out the bids knew about this. He said this isn t the first time he has seen this happen. He said today he has proof that these bids are fixed. Council Member Poore would like to be cc: on all bids. Duncan said we need to get clean, updated vendor lists. He feels it is time to break up responsibilities among different of the City staff, thus ensuring checks and balances in the procurement process. Council Member Casas stated bid proposals are being sent but not received by vendors. Council Member Casas feels something needs to be done as a council. His solution is to replace the Public Works Director. He said this is one of a symptom of things that he sees. He said the bid proposals were directed to certain people. He said the Public Works Director was in charge of those bid proposals. Duncan apologized for not catching that. Council Member Hilton said the Public Works Director needs to be made aware of this and meet with Duncan. Council Member Thomas said Duncan should be the one to discipline staff. He said after Duncan meets with the Public Works Director, the council can have an executive session to discuss further. Council Member Poff discussed the bid lists and stated he doesn t think, to a point, that it is staff s responsibility to make sure all the contact information is current. He is in agreement that it should be kept current. Discussion took place regarding an Approved Vendor List. The council discussed the possibility of putting the vendor lists and requests for bid on the city website. Business Licenses on city web-site: Council Member Casas reported that the new 2015 business license list is not available on the web-site. Tom will discuss this item with Elyse. Adjourned: 8:07 p.m. APPROVED: Date Mayor: Tammy Long
South Weber City Council Work Meeting 17 February 2015 Page 9 of 9 Transcriber: Michelle Clark Attest: City Recorder: Tom Smith