Richmond City Council November 2023 Summary

APPROVAL OF THE CITY COUNCIL MEETING MINUTES FROM OCTOBER 19, 2023.

Approved.

YOUTH COUNCIL REPORT.

The mayor discussed plans for the upcoming 2024 Black & White Days, indicating a need for different assignments and adjustments due to the growing number of vendors. A notable addition is a large community tent purchased for use in the cattle show, with potential long-term plans to serve as a seating area for attendees. There's also consideration for involving the youth council in traffic control duties on the Saturday of Black & White Days. These changes aim to accommodate the event's expansion and enhance the overall experience for participants and visitors.

DISCUSSION AND POSSIBLE VOTE ON RENAMING THE JOHNSON COVE SUBDIVISION TO THE JOHNSON VIEW SUBDIVISION.

The mayor discussed a situation where the name "Johnson Cove" for a subdivision had already been used elsewhere in the valley. Upon this realization, a decision was made to rename the subdivision to "Johnson View." The renaming required council approval as it constituted a change to the final plat. A motion to approve the name change was made by Amber, seconded by Terrie, and the vote was unanimous, with all council members in favor of the change.

DISCUSSION AND POSSIBLE VOTE ON RESOLUTION 2023-11, A RESOLUTION REQUESTING THE RECERTIFICATION OF THE JUSTICE COURT OF RICHMOND CITY.

Justin informed the council about the recertification process for the city's justice court, which needs to be done every four years. As part of this process, the council was required to adopt a resolution. Legal counsel had reviewed and approved certain items related to recertification. A motion to adopt Resolution 2023-11 for the recertification of Richmond City's Justice Court was made by Terrie, seconded by Lyle, and the vote was unanimous, with all council members in favor of the resolution.

DISCUSSION AND POSSIBLE VOTE ON RESOLUTION 2023-12, A RESOLUTION APPOINTING MIKE ARNOLD AS TRUSTEE REPRESENTING RICHMOND CITY, SMITHFIELD CITY AND LEWISTON CITY ON THE CACHE VALLEY TRANSIT DISTRICT BOARD OF TRUSTEES EFFECTIVE JANUARY 1, 2024.

Terrie, the current representative on the Cache Valley Transit District Board of Trustees for Richmond City, was set to conclude her term at the year's end. A resident initially approved to take her place had to withdraw due to a conflict of interest. Mayor Kris Monson then met with Mike Arnold, the current Trustee for Smithfield City, who expressed his willingness to continue representing the three cities. Terrie endorsed Mike for the role. The council subsequently made a motion to adopt Resolution 2023-12, officially appointing Mike Arnold as Trustee, representing Richmond City, Smithfield City, and Lewiston City on the Cache Valley Transit District Board of Trustees, effective January 1, 2024. The vote was unanimous, with all council members in favor of the resolution.

DISCUSSION AND POSSIBLE VOTE ON UPDATES TO THE EMPLOYEE PERSONNEL MANUAL.

Justin reported that despite the expectation that Juneteenth would be celebrated on June 19th annually, some organizations, including banks, celebrate it on the Monday before the holiday. He proposed amending the personnel manual to state "on June 19th or when celebrated year to year." Additionally, in response to an inquiry from another city, they discussed the absence of a tattoo policy in their personnel manual. They proposed a new dress and hygiene policy that included a tattoo policy. However, during the discussion, concerns were raised about potential legal issues related to including gender, race, religion, disability, or national origin in the tattoo policy. Terrie and Amber expressed concerns about potential freedom of speech issues.

Following the discussion, a motion was made to adopt amendments to the Employee Personnel Manual, specifically amending the tattoo section. The revised policy stated, "Tattoos that are distracting or contain offensive words, messages, slogans, or pictures, including but not limited to those displaying nudity, sexual acts, or may be perceived to be gang-related shall be covered and/or not visible while on duty." The vote was unanimous, with all council members in favor of the motion.

STAFF REPORTS AND MONTHLY FINANCIAL REVIEW.

In this portion of the meeting, several topics were covered:

• Economic Development:
• Dollar Tree Project: The progress of the Dollar Tree project was discussed. It was noted that fees from Lee’s Marketplace have not yet been paid, and the Dollar Tree project is pending payment to initiate construction.
• Richmond Village Phases 2 and 3: The recording of Richmond Village Phases 2 and 3 has been delayed based on a decision by the developer.
• Infrastructure and Facilities:
• Road Maintenance: Updates on road maintenance, pothole filling, and winter preparations, including salt availability and snowplow truck setup, were provided.
• Generator Projects: Progress on generator installations, including at the Cherry Creek water tank and the Park Community Center, was discussed. The purpose of these generators is to provide backup power during emergencies.
• Culvert Inspection: Issues related to the culvert leading to the gun range were mentioned, highlighting the need for annual inspection and cleaning.
• Court Office Remodel: The completion of the court office remodel, including an office for the mayor and an emergency management room, was reported.
• Financial Report:
• Sales Tax Revenue: The city collected $61,678 in sales tax revenue last month, with a portion allocated to Lee’s as part of their rebate program.
• Donations: Various donations were reported, including $2,000 for a defibrillator for the Park Community Center, $1,260 for the library, and $550 for Black & White Days.
• Budget and Expenses: An overview of the budget adjustments and expenditures, including payments to Lee’s Marketplace and the cost of the court room/mayor’s office/emergency preparedness center room, was provided.
• City Council and Governance:
• City Council Vacancies: The status of city council vacancies was discussed, with three open seats and two applicants. The process for filling the vacant seat was outlined.
• Prevailing Fees: Prevailing fees for various activities, such as sports registrations and building rentals, were explained. The rationale behind these fees, considering costs like electricity, natural gas, and maintenance, was highlighted.
• Communication and Information Systems:
• Parlant System: The use of the Parlant system for communication, including emails, text messages, and voicemails, was explained. The system's role in emergency notifications was emphasized.
• Utah Public Notice Website: Residents were encouraged to sign up for email notifications on the Utah Public Notice Website for additional information, especially about public hearings.
• Website Updates:* The importance of the city's website for accessing information was stressed, and recent updates, such as the 2024 dates for Black & White Days, were mentioned.
• Emergency Preparedness:
• Emergency Operations Center: The Park Community Center was identified as an Emergency Operations Center (EOC) during emergency situations.
• Grant Funding: Many of the discussed projects, including generator installations, were funded through grants.

This portion of the meeting provides a comprehensive update on the city's ongoing projects, financial status, and governance matters.

COUNCIL MEMBER AND MAYOR REPORTS.

In this section of the meeting, several topics were discussed:

1. Water Issue Investigation:
   There is an ongoing concern regarding water flow down the gun range road. A thorough investigation was planned for the following day, with the mayor, Weston, and Jeremy aiming to identify the source of the water and determine responsibility for addressing the issue.
2. Fire Lane in New Subdivision:
   Discussion revolved around the fire lane in a new subdivision on the north end of town. There were questions about whether it needs to be a hard surface, such as pavement or asphalt, for winter conditions. The Fire Department's approval is crucial, and it was noted that, at present, mandating asphalt is not possible.
3. Planning Commission and Volunteer Updates:**
   The Planning Commission did not convene in November but is scheduled for a meeting in December.
   Updates were provided on The Park Bench, a community resource. It reported significant volunteer hours, serving residents, receiving food donations, and successfully hosting a Halloween carnival. The Park Bench celebrated its one-year anniversary, and plans for the future, including a new oven, were discussed.
4. Letter Regarding Building Rental Fees:
   The city received a letter from a resident expressing concerns about fees for renting buildings. The mayor addressed the issue, explaining that fees are essential to cover costs for potential damage, maintenance, and repair. A comparison with fees in other cities was made, and adjustments are made based on community service considerations.
5. Feedback on Building Rental Fees:
   Residents have conveyed concerns about building rental fees. The mayor has engaged with residents to address their concerns and explain the reasons behind the fees. It was highlighted that Casper's Ice Cream finds the city's building rental to be the most economical option.

These discussions encompassed various community concerns, infrastructure matters, and feedback on city policies, providing a comprehensive overview of the current issues and initiatives within the community.

DISCUSSION WITH REPRESENTATIVES OF PEPPERIDGE FARMS ABOUT THEM DISPLAYING ANNIVERSARY RELATED ITEMS ON CITY PROPERTY.

During the city council meeting, a discussion unfolded regarding Pepperidge Farms' request to advertise their 50th anniversary on the city's street light poles along the highway. Holly presented the request, and the mayor expressed approval, emphasizing the positive impact of supporting local businesses. Terrie raised a concern about the installation process and suggested consulting the city's insurance provider for any potential issues. Amber added positive remarks about a new flour mill's commitment to local resources and employment. The city council ultimately reached a consensus to permit Pepperidge Farms' advertising pending approval from the city's insurance provider, showcasing a balance between community support and practical considerations.

EXECUTIVE SESSION STRATEGY SESSION TO DISCUSS A PROJECT PROPOSAL. UTAH CODE ANNOTATED 52-4-205 (1) (D).

In this city council session, an executive session was convened at 8:03 P.M. to discuss a project proposal, following a unanimous vote to close the regular council meeting. Those in attendance included Mayor Erickson, council members Tucker Thatcher, Lyle Bair, Kelly Crafts, Terrie Wierenga, Amber Ervin, along with Weston Bellon, HollyJo Karren, Jeremy Kimpton, and Justin Lewis. The executive session concluded at 9:15 P.M., with another unanimous vote to close it and reopen the regular council meeting. The entire session adjourned at 9:16 P.M. after a unanimous vote for adjournment.