Richmond City Council April 2024 Summary

APPROVAL OF THE CITY COUNCIL MEETING MINUTES FROM MARCH 21, 2024

Approved. 

DISCUSSION AND UPDATE ON THE CULINARY WATER SYSTEM WITH AUSTIN HINCKLEY

Austin Hinckley provided updates on several ongoing projects in the city. These include the Johnson View project, the upcoming start of the storage unit project on 600 South, and general building activities. He also mentioned the generator project at the Cherry Creek well, which will begin next week, and the installation of a new large water meter at the city park. This project includes adding a new backflow preventer and a new water meter inside a purchased vault due to the existing culvert crumbling.

Austin discussed the plans to update water meter reading technology to cellular service, eliminating the need for physical readings, and the need to add two new antennas in the upcoming budget year.

Mayor inquired about the installation of water meters, to which Austin estimated around 30 new ¾-inch meters have been set this year, along with replacing some industrial meters ranging from 2-inch to 4-inch.

Austin explained the issue of bubbly water, caused by warmer well water mixing with cooler spring water, which was addressed by adjusting the valve to slow down the runoff water. He assured that water tests came back fine, though the water appeared cloudy.

Regarding the purpose of the generator at the water source, Austin clarified that it is essential for maintaining water supply and system monitoring during power outages. He expressed surprise that a generator wasn't installed when the well was originally completed.

Amber conveyed community appreciation for Austin's helpfulness, and Austin humorously noted his effort to avoid being a "grumpy city employee."

The mayor acknowledged Austin's role in overseeing the culinary water system and the ability given to managers to make necessary changes.

Finally, Austin detailed an issue at the Johnson View Subdivision where an old 3-inch waterline was found, which only served one home with low pressure. The home has been connected to a high-pressure line, improving their water pressure, and an old storm drain line was discovered, warranting further investigation.

DISCUSSION AND UPDATE WITH REPRESENTATIVES OF CAPSA ON APRIL BEING SEXUAL ASSAULT AWARENESS MONTH

Alyna Ohling, responsible for business and citizen engagement at CAPSA, presented an annual update to the city council. She highlighted CAPSA's role as a combined domestic violence and support center, sharing a recent case where they provided safe housing for a college student assaulted by her landlord. From January 1st to April 1st, CAPSA assisted 150 people dealing with sexual assault issues and another 220 with secondary issues like domestic violence. They have been advocates in 15 cases at Cache Valley Hospital so far this year.

Alyna emphasized the importance of believing survivors to encourage reporting and support. She noted that 75% of sexual assaults go unreported and urged the council to take a pledge to "start by believing," with more information available through a QR code on their brochure. She also promoted Denim Friday on the last Friday of April to show support for survivors and mentioned an upcoming free conference in May, hosted in collaboration with Utah State University.

In response to the mayor's question about trends, Alyna explained that it's challenging to determine if incidents are increasing proportionally with population growth or if there's just more awareness. She shared that typically, 1 in 3 women and 1 in 5 men will experience violence in their lifetime. Recently, CAPSA sheltered six male survivors in one week, compared to 14 men for the entire previous year. Alyna noted a shift from physical to emotional abuse.

Amber shared her emotional experience visiting CAPSA's facility, underscoring its importance to the community. Alyna acknowledged that many people are unaware of CAPSA's services and emphasized their impact, with a 20,000 square foot building and over 70 employees.

Joel expressed gratitude for CAPSA's work, relaying positive feedback from a friend in the Cache County Attorney’s Office and another at the Malouf Foundation, highlighting CAPSA's valued community contributions.

DISCUSSION AND UPDATE WITH REPRESENTATIVES OF ALLTECH, LLC

Jeff Young provided an update on the city's technology and security needs, emphasizing the constant challenges and changes required to maintain security. He noted that Richmond has made significant improvements using CARES Act funds, but new state and federal mandates require further adjustments. In 2023, changes were adopted that impact all levels of government communication, particularly requiring the use of .gov email addresses for anyone conducting city business. This change aims to enhance security and ensure the legitimacy of communications.

Jeff explained that migrating to .gov email addresses involves moving all communications to a new server and that each email address will have a cost ranging from $4 to $60 per month, with an average of $20 per license. Additionally, these new accounts will be highly targeted by hackers, necessitating increased encryption and security measures, particularly for backups and the SCADA system.

Governmental grants will help cover antivirus and scanning services for the next three years, but the city needs to eliminate the use of private email addresses by January 2025. This transition will require a significant investment of time and resources. Jeff estimated the one-time migration cost to be between $7,000 and $10,000, with ongoing monthly costs yet to be determined.

The mayor inquired about the impact on staff during the migration process and the need for Jeff to return with cost estimates. Jeff assured that he and Justin would work together to incorporate these costs into the new budget. 

Amber expressed gratitude for the update and highlighted the importance of educating seniors about scams and how to avoid them. Jeff confirmed that he would be the contact person for scheduling such a course.

The mayor concluded by appreciating the city's partnership with AllTech and acknowledging the challenges ahead in ensuring secure and efficient technological operations.

PUBLIC HEARING FOR THE PURPOSE OF DISCUSSING ORDINANCE 2024-04, AN ORDINANCE AMENDING THE RICHMOND CITY MUNICIPAL CODE, TITLE 14-000 “UTILITIES”, CHAPTER 14200 “SEWER”, PART 12-214 “USE OF PUBLIC SEWERS REQUIRED”

Justin presented a housekeeping ordinance regarding the requirements for homes and businesses to connect to the city's sewer system. He noted that legal counsel suggested removing the word "new" from several places in the section of the code, as its inclusion seemed unnecessary. Additionally, the ordinance references a section of state code stipulating that properties within 300 feet of a sewer system should connect. The main addition to the ordinance is the phrase "upon notification by the city," which grants the city council and mayor the discretion to notify property owners when they need to connect to the sewer system if it is within 300 feet of their property. This provision allows flexibility for the city to work with property owners when significant projects or other factors make it an appropriate time to connect.

A motion to close the regular council meeting and open the public hearing was made by Lyle, seconded by Amber, and the vote was unanimous. The public hearing opened at 7:13 P.M., but there were no comments or questions. 

Subsequently, a motion to close the public hearing and reopen the regular council meeting was made by Joel, seconded by Bryce, and the vote was unanimous.

Yes Vote: Bair, Ervin, Draxler, Wood  

No Vote: None  

Absent: Black

DISCUSSION AND POSSIBLE VOTE ON ORDINANCE 2024-04

The mayor discussed ongoing work with legal counsel, the city engineer, and staff regarding sewer system matters. The city met with three property owners currently not connected to the sewer system. They reviewed state and local codes, noting that the state code uses "may" instead of "shall," which allows flexibility. The ordinance now states "upon notification by the city," giving the city council and mayor discretion to require connections. In certain areas of the city where there are no major projects, homeowners are not required to connect at this time. For instance, a property line within 300 feet of the sewer system but a home located 1,000 feet away does not need to connect currently.

A motion to adopt Ordinance 2024-04 amending the Richmond City Municipal Code regarding sewer connections was made by Bryce, seconded by Amber, and passed unanimously.

Yes Vote: Bair, Ervin, Draxler, Wood  

No Vote: None  

Absent: Black

DISCUSSION AND POSSIBLE VOTE ON RESOLUTION 2024-04, A RESOLUTION WAIVING THE SANITARY SEWER IMPACT FEE ON THREE SPECIFIC PARCELS AS ALLOWED IN MUNICIPAL CODE PART 6-450 (C) (1) “RESPONSE TO UNUSUAL CIRCUMSTANCES IN SPECIFIC CASES”

Justin presented a Resolution to waive the sewer impact fee for three properties due to two significant road improvement projects on 400 West and 500 North. On 400 West, new water and sewer infrastructure will pass directly in front of a home not currently on the sewer system. Similarly, on 500 North, two homes on septic systems will have new sewer infrastructure installed during a joint city-county project, which includes road widening and a new storm drain system. The waiver aims to encourage these homeowners to connect to the sewer system during the construction period to avoid future road disruptions. The waiver is contingent on connecting during the construction period; otherwise, the impact fee will not be waived.

The mayor emphasized that the new Ordinance allows the city to notify property owners within 300 feet of the sewer system to connect. The three property owners affected by the Resolution have been informed. Council members expressed support, noting it incentivizes timely connections and reduces long-term impact.

The motion to adopt Resolution 2024-04, waiving the sanitary sewer impact fee for the three parcels, was made by Bryce, seconded by Lyle, and passed unanimously.

Yes Vote: Bair, Ervin, Draxler, Wood  

No Vote: None  

Absent: Black

INITIAL DISCUSSION ON THE FISCAL YEAR 2025 BUDGET WHICH IS THE PERIOD OF JULY 1, 2024 THROUGH JUNE 30, 2025

In this discussion, Justin presents an overview of the initial considerations for the new budget. The increase in sales tax revenue is attributed to the addition of Lee’s Marketplace, while changes in the justice court have impacted revenue and expenses. A proposed 4.00% cost of living adjustment for all employees aligns with inflation rates. Additionally, plans include insulation for the south end of the Park Community Center and the adoption of new software packages for improved communication with residents.

Concerning utilities, proposed increases include the monthly culinary water base rate and monthly sewer rate, with no changes to the garbage utility rate. Specific projects in the water fund address culvert installation and water meter upgrades. However, major sewer projects await the results of ongoing studies.

The transition to Econo Waste for garbage service has been successful, with no proposed rate increase. Discussion also revolves around the possibility of adding green waste service dumpsters, considering logistical and contamination challenges. Feedback suggests considering surveying residents for interest and determining an appropriate additional fee for the service.

Looking ahead, adjustments to the property tax rate will be explored, with a focus on incremental increases to avoid significant changes. The timeline emphasizes the need to adopt the new budget in June.

COUNCIL MEMBER AND MAYOR REPORTS

The mayor discusses the formulation of job descriptions for Justin and Holly. Justin's role as City Recorder and City Finance Director now encompasses real estate transactions, including collaborations with Joel on property acquisitions. Joel expresses openness to the new responsibilities, highlighting his learning process. The mayor stresses the need for defined pecking orders and clarifies the distinction between City Administrator and City Manager roles, emphasizing the former's appointment by the city council.

Amber emphasizes the importance of clear job descriptions and employee empowerment. The discussion also touches on the nature of City Administrator roles in various cities, with the mayor citing Smithfield City's structure. Justin shares his oversight of nine department heads and over 100 employees. With Daryl's support and after deliberation, the City Council agrees to approve the job descriptions for the City Administrator and City Recorder/City Finance Director as presented.

DISCUSSION AND POSSIBLE APPROVAL OF HOLLYJO KARREN AS CITY ADMINISTRATOR

Amber expresses gratitude for Holly's recent efforts, highlighting her effectiveness in getting things done. A motion is made and unanimously passed to appoint HollyJo Karren as City Administrator. The mayor congratulates Holly and acknowledges her removal of the interim title. Joel commends Holly for her exceptional work and expresses appreciation for gaining insight into the employees' roles. Holly expresses surprise and gratitude for the appointment, emphasizing the importance of her supportive team and ongoing efforts to foster a positive staff culture.

STAFF REPORTS AND MONTHLY FINANCIAL REVIEW

Holly provides updates on various city projects, including the Wiser storage unit project, infrastructure installation in the Johnson View Subdivision, and the installation of a backflow preventer in the city park. She mentions progress on the 250 East water project and plans for spring sweeping. Weston discusses plans for a variable frequency drive (VFD) for the WDCI well and updates on road widening projects. Mayor discusses upcoming budget amendments and changes to sales tax rebates for Lee’s Marketplace. Justin provides financial updates, including sales tax revenue collection and payments for services such as dog catcher and police protection.

COUNCIL MEMBER AND MAYOR REPORTS

Bryce provides updates on various city matters, including the Cub River Sports Complex area, the youth council meeting, and plans for addressing tree beetle issues. Joel discusses recent planning commission activities and progress on Black & White Days preparations. Mayor and other council members share thoughts on addressing issues at the local gun range, potential solutions, and community involvement. Amber provides updates on Black & White Days planning, volunteer efforts, and community initiatives such as food pantry distribution and clothing drives. The meeting concludes with a motion to adjourn.