Richmond City Council May 2023 Summary

• Approval of the city council meeting minutes from April 27, 2023. 
• Approved. 
• Discussion with representatives of the Cache County Fire Department. 
• The conversation involves Cache County Fire Chief Rod Hammer discussing the proposal to place two employees in Richmond during the day to enhance fire services. He highlights the decline in volunteerism and the need for quick response times. The employees would serve as first responders and cover Richmond and the surrounding area. The funding for wages would come from the county, and existing county-owned equipment would be utilized. The Mayor and other council members express interest in exploring the proposal and discussing funding options. Chief Hammer mentions that grants may be available in the future, and local volunteers could assist under the Smithfield City contract. The council members agree to review the proposal and gather more information before making a decision. Overall, the idea is seen as beneficial for the community given the growth and potential emergencies in the area. 
• Discussion and possible vote on the request by Cushman & Wakefield to have culinary water service at a manufacturing facility located outside of the Richmond City limits. Parcel Number 09-042-0010 located at approximately 11595 North Highway 91. 
• Kyle McMullin, representing Pan Handle Mill brands, proposes building a flour mill near Pepperidge Farms. The mill would produce flour, press oil, and supply products to Pepperidge Farms and others. They would need a constant flow of water, consuming 4.5 million gallons per year. They also require a fire flow of 6,500 gallons per minute if needed. Kyle requests culinary water service from the city but faces concerns about water availability and the location being outside the city limits. Some council members express doubts about granting the request, citing limited benefit to the city and potential water supply issues. They suggest annexation into the city as a potential solution. The discussion does not include sanitary sewer initially, but it is later mentioned, and the need for a discharge permit is highlighted. Several council members express reluctance to provide water service outside the city limits, and the request is met with skepticism. A motion to DENY the request by Cushman & Wakefield to have culinary water service for a manufacturing facility to be located outside of the city limits on. Unanimous vote yes. 
• Discussion and possible vote on the request by Campbell Snacks (Pepperidge Farms Facility) for a (24) month extension on the current wastewater discharge permit. 
• AJ Heiner, the plant manager for Pepperidge Farms, and Tony Hernandez, the engineering manager, met with Jeremy, Weston, and the mayor to address concerns about their plant expansion and its impact on the city's infrastructure. Jeremy expressed concerns about the chemical composition of the flow and emphasized the need for better communication between the two parties. Lyle asked whether the received water was treated before reaching the city's plant, to which Jeremy confirmed that it was treated beforehand. Weston initially opposed Pepperidge Farms' request but changed his stance after a meeting, suggesting a 24-month extension to thoroughly review their permit. The motion to extend the wastewater discharge permit for 24 months was unanimously approved. AJ expressed Pepperidge Farms' commitment to being a good partner to the community, and Amber commended their positive contributions to the local area. The discussion concluded with AJ expressing willingness to collaborate with the county and city. 
• Public Hearing for the purpose of discussing the General Plan Update. 
• Terrie mentioned that the document under review had gone through several rounds of revision with input from the council and planning commission. The community had actively participated through open houses, online feedback, surveys, and in-person reviews. Terrie expressed satisfaction with the outcome, stating that the document, created in collaboration with Alison from J-U-B Engineers, was clean and would guide the city's development for the next five to ten years. The council then made a unanimous motion to close the regular meeting and open a public hearing. During the public hearing, Cindy Smith expressed appreciation for the inclusive process and emphasized the importance of listening to the community's desires for maintaining an agricultural character and a small-town atmosphere. The council then unanimously voted to close the public hearing and resume the regular meeting.
• Discussion and possible vote on the General Plan update. 
• Amber informed the council that the planning commission had approved the document at their May meeting, echoing Cindy's thoughts about its readability and usefulness for future planning. The mayor then asked for Jeremy's opinion on the matter. Jeremy expressed his support for the document, considering it an essential and guiding tool that had been diligently worked on by HollyJo, Terrie, and others. HollyJo added that the input of residents had been followed, and she had learned a lot from the process. Terrie read out a message from Alison at J-U-B Engineers, summarizing the highlights of the 2023 Richmond General Plan. The plan had been updated with the assistance of a grant and input from the community. It covered important topics such as housing, land use, transportation, and water conservation. The goals and objectives identified in the plan had informed updates to future land use and zoning maps. Alison expressed satisfaction with working alongside Richmond's citizens and staff. The mayor expressed a desire to see the plan implemented, and a motion to adopt the 2023 General Plan was made by Amber and seconded by Tucker. The council then unanimously voted in favor of adopting the plan. 
• Update and discussion on the Trails Master Plan update. 
• Terrie mentioned that the trail plan had been in progress since 2021 and had received funding and support from BRAG and the county. The assistance of Carly Lansche, the Cache County Trails Coordinator, had been valuable, although she had since taken a new position with the State of Utah. Terrie encouraged the council to review the draft of the plan, which would be finalized soon. She also shared that Richmond's involvement in the trail plan had been appreciated at a trail kickoff meeting. The mayor inquired about sidewalks in the Knolls Subdivision, and Jeremy explained that they would be built according to city standards, with long-term plans for sidewalks on both sides of the road and a sidewalk extending to State Street. The mayor emphasized the importance of reviewing and understanding such plans as they influence decision-making. Terrie asked the council to review the major sections of the plan, highlighting the top five trails selected, including a loop from the north end of State Street to Penny Lane and a trail from the gun range to Cherry Peak ski resort. The plan also addressed improving pedestrian access across the highway and considering a historic trail to showcase the city's agricultural heritage. The mayor noted that among the Council of Governments (COG) projects submitted, the State Street project had the highest score but also the highest cost. 
• Public Hearing for the purpose of discussing amendments to the Fiscal Year 2023 Budget which is the period of July 1, 2022 through June 30, 2023. 
• Justin discussed the budget adjustments as the fiscal year approached its end. In the General Fund, there were proposed increases in revenue from fines, sales tax, franchise tax, local road tax, grants, interest income, and donations. There were also decreases in revenue from the RAPZ Tax due to project scheduling changes. Expenses included relocating the engineering line item to the Planning Department, increased maintenance and repair costs in the Building Department, and higher utility expenses for the Fire Department and Library. The Streets Department experienced increased expenses due to snow plowing, while the Sewer Department faced additional costs for wages, utilities, fuel, and sampling. The Capital Projects Fund saw an increase in revenue from interest and a decrease in the transfer to the General Fund. During the council meeting, a motion was made to close the meeting and open a public hearing, followed by a unanimous vote. The public hearing took place, but no comments or questions were raised. The meeting was then resumed with a motion to close the public hearing, which was also unanimously approved.
• Discussion and possible vote on amendments to the Fiscal Year 2023 Budget. 
• Unanimous vote yes. 
• Continued discussion on the Fiscal Year 2024 Budget which is the period of July 1, 2023 through June 30, 2024. 
• Justin discussed the property tax revenue, stating that the accurate number would be available in June. The Franchise Tax was increased by $10,000, and the RAPZ Tax project for the new pavilion was moved to the next fiscal year with corresponding income and expense line items. The senior program income was increased to $15,000, including funds for lunches and private donations. The cost-of-living adjustment for employee wages was reduced from three percent to two percent. In the Building Department, the senior program budget was increased to $16,300. In Public Safety, Fines to State were reduced to $20,000. There was no funding allocated for capital improvements to the senior center rooms or the renovation of the fire station in the new budget. The decision regarding property tax rate was not yet determined, and actual numbers would be available for discussion at the June council meeting. During the discussion, it was mentioned that additional funding of $500,000 might be awarded to RAPZ Tax projects, although there was discrepancy in the reported amount. The mayor expressed optimism about restoring the cost-of-living adjustment to three percent as the numbers were finalized. The current General Fund budget was balanced, and further discussions and the adoption of the new budget would take place in June. 
• Discussion and possible vote Resolution 2023-03, a Resolution adopting an Interlocal Agreement between Cache County and Richmond City for the administration of the 2023 Municipal Election. 
• Justin announced that there will be an election held this year for three city council member seats. As the State of Utah is a mandatory vote-by-mail state and the city lacks the necessary equipment for processing and verifying ballots, they will contract with the county, as they did in 2021, to handle these aspects. An interlocal agreement will need to be signed with the county for their assistance. While the county aids with the back-end tasks such as ballot processing, mailing, and signature verification, the city remains responsible for the overall administration of the election. The new budget includes funding for both a primary and general election, with the primary election being held if there are seven or more applicants for the three city council seats. The general election ballot cannot have more than six candidates for the three seats. A motion was made and unanimously passed to adopt Resolution 2023-03, which formalizes the Interlocal Agreement between Cache County and Richmond City for the administration of the 2023 Municipal Election. 
• City Administrator Report. 
• Jeremy informed the council that the parking lot at the Park Community Center has been completed and will be open to light traffic the following day. He mentioned that six building permits have been submitted, with a few more in process. The sidewalk projects for the fiscal year have been mostly completed, with backfilling along the edges remaining. Around $30,000 was spent on these projects, and funding for additional sidewalk projects has been included in the new budget. Road maintenance, including pothole filling, will commence after Black & White Days and completion of the sidewalk backfilling. The county will conduct the annual chip seal in July. The mayor inquired about the completion of the sweeping project, and Jeremy confirmed its resolution. There was a tire problem on 300 North 300 East, which was resolved recently. Jeremy mentioned the existence of a complaint policy, emphasizing that written complaints are necessary for proper addressing. Legitimate issues will be brought to the council, while others may not require further action. Tucker expressed gratitude for the completion of the projects amidst the staff's busy schedule, including preparations for Black & White Days. Jeremy acknowledged the staff's hard work, particularly given the delays caused by the late snow thaw and the tree damage from a recent windstorm. The mayor mentioned receiving positive feedback regarding the new sidewalk.
• Monthly financial review with discussion and decisions as necessary. 
• Fraud Risk Assessment. Justin explained that it is a requirement from the State of Utah Auditor's office to submit a Fraud Risk Assessment annually. This assessment needs to be reviewed by the council before it can be submitted. One area where the city loses points is the absence of a certified public accountant (CPA) on staff. Although the city's auditing team consists of CPAs, the state clarified that they must have a CPA on staff specifically for this requirement. Now that the item has been presented to the council, it will be submitted to the state. 
• Council Member and Mayor Reports. 
• During the meeting, Tucker and Lyle didn't have any additional items to discuss. Kelly mentioned that there are two more days of Black & White Days, and the Mayor expressed gratitude for everyone's efforts in organizing the event. Terrie mentioned that the Cache Valley Transit District Board of Directors is still working on establishing a new board structure before July 1st. Amber informed the council about an upcoming vacancy on the planning commission and the need for volunteers in various areas, including the planning commission and The Park Bench. The Mayor shared his appreciation for volunteerism and acknowledged the hard work of individuals involved in Black & White Days. The meeting concluded with a motion to adjourn, which was unanimously approved by the council members.