08-09-10

City Hall

7:00pm

 

The regular meeting of the Riggins City Council was called to order by Councilor McClure, in the absence of Mayor Crump.  Councilors present were Barnard and Friend.  Councilor Akins was absent. Guests present included Moe Een, Clyde and Mary Lou Hirst and Curt Brimacomb.

 

The minutes of the previous meeting were presented.  Council members were individually polled and all confirmed they had read the minutes. There were no additions or corrections offered and the minutes accepted. 

 

The financial statement was read detailing $17,019.21 bills paid after the July meeting, bringing the total July disbursements to $50,461.35.  Bills in the amount of $17,886.93 were then presented for payment.   After review, motion was made by Barnard, seconded by Friend, to approve the financial report and allow the bills.  Voting yea, Barnard, Friend and McClure.  No nays, motion carried. A copy of the financial report is attached and hereby made a part of this record.

 

There were no additional items added to the agenda.

 

The issue of how vendor permits relate to non-profit and flea market activities was discussed.  The present Vendor and Resort Tax Ordinance exempts non-profits conducting business for their group as well as personal yard sales, but there are several situations such as the Farmers Market, the Church Bazaar and Clyde and Mary Lou Hirst’s annual yard sale/flea market, where individuals are invited to attend the event, selling their wares and food for personal profit. Under the present ordinance, these individuals would be subject to the Vendor regulation, as well as the city Resort Tax.  At the present time, because the event is sponsored by an exempt organization, those individuals are not obtaining Vendor or Resort Tax permits.  The Clerk reported that comments have been received questioning the difference between those individuals vending/selling food during the rodeo or race weekends or those vending/selling food at events such as the Farmers Market, Church Bazaar or flea markets.  Since the ordinance does not specifically address this gray area, and the Clerk was unable to explain the difference, she was requesting direction from the City Council on the issue.  Members from the Farmers Market, the Church as well as the Hirsts were invited to attend to offer input.

 

Moe Een reported that if the City required vendor permits and the collection of Resort Tax from the Farmers Market, it would put an end to that activity.  She felt that the Council should work with the groups to help keep these activities operating.  She indicated that Farmers Markets are exempt from County regulation, etc.  The Clerk reported that the sale of produce grown on your own property is exempt from the regulations, it was the sale of other merchandise and prepared food that was questioned.

 

After discussion, alternatives suggested included (1) the non-profit agencies/or property owner obtain a Vendors permit and be responsible for the remittance of any Resort Tax due for the sale of prepared food, or (2) they obtain the Vendors permit and require that any food vendors obtain their own City Resort Tax permit, or (3) the ordinance be changed to require a set fee for the event or that these types of organized activities be made completely exempt from the regulation.  The Council indicated that the Vendors Ordinance may be amended, but that it must address everyone the same. 

 

There was no police report presented.

 

Charlie Amell gave the following project report:

(1)   The Whitten meters and service lines have been relocated and the extra fill removed from the property, so work there is complete.

(2)   The sewer renovation is coming along.  The substantial completion date of August 20th may be extended, but final completion date should not change.

(3)   He reported that he felt the JUB inspector is needed by the Contractor.  He thinks the City also needs their inspection expertise, and he would rather not have to have that responsibility.  The amount of inspection has been backed off, and is only being used when projects are completed.

(4)   The flume grant was denied, but Amell thinks that the City needs to continue to work towards its replacement or stabilization.  It was suggested that a design/plan be drawn up by the City or local contractor and reviewed by an engineer for structure strength. 

(5)   Charlie reported that he will be gone August 23-30th on vacation.

 

Curt Brimacomb gave the following EMS report:

(1)    The grant for the extrication vehicle was not funded, but a $2800 extrication equipment grant was.

(2)    He is researching grants to fund a full-time EMT crew.  They have lost two drivers this month, and are having difficulty scheduling because of limited volunteers.

(3)    He asked if the City mandated visible house numbers and if not, would that be something they would consider.  He indicated that they are really needed to assist with emergency response.  Since the City has no current mandate, he will check out other community ordinances.

(4)    He identified future equipment needs:  $319 chain saw and $189 ladder and presented information on the items for the Council’s review.

 

At this time the following items regarding the sewer renovation project were discussed:

 

(1)    JC Constructor’s Change Order #3 in the amount of $10,615 for ten geo-tube bags was presented.  The Clerk reported that USDA-RD had been contacted, and the City could purchase the bags direct, only if they complied with RD’s specific bidding requirements.  They would be required to prepare specific design standards and publish a legal ad for bids.   Due to that extra cost, and since the bags were needed immediately to drain the basins, the City’s direct purchase was not recommended.  After discussion, motion was made by Barnard, seconded by McClure, to approve JC Constructors Change Order #3, as presented.  Voting yea, Barnard, Friend and McClure.  No nays, motion carried.

(2)    JC Construcor’s PPE#6 in the amount of $132,713.10 was presented.  After review, motion was made to approve PPE#6 as presented, and to authorize the payment out of the loan proceeds fund.  Voting yea, Barnard, Friend and McClure.  No nays, motion carried.

(3)    JUB’s payment request had not yet been received, but Paul Stevens indicated that it would be a percentage of JC Constructor’s payment plus the costs for inspections. After discussion, in order to prevent a month long delay of payment, motion was made by Barnard, seconded by McClure, to approve JUB’s pay request up to $17,000, based on Steven’s estimate and to allow the Clerk to insert the exact amount when received from JUB.  Voting yea, Barnard, Friend and McClure.  No nays, motion carried.

 

At this time the WhiteWater River Park was discussed:

 

(1)    A request for proposal for ICDBG Grant Writing and Administration was advertised, with two responses received:  CEDA from Lewiston and Debbie Evans, Kamiah Grants from Kamiah.  The responses have been evaluated by a seven-member committee, with the following results:  CEDA receiving a total of 623 points, and Kamiah Grants receiving 507.  As a result to this evaluation, motion was made by McClure, seconded by Barnard, to select CEDA as the ICDBG grant writer and administrator and begin negotiation proceedings.  It was also moved that the grant-writing portion, which is paid by the City, would be limited to $3,000, without formal negotiation by the Council.  Voting yea, Barnard, Friend and McClure.  No nays.

(2)    REP’s invoice for $3648 for the RiverPark design, for contract payment of “Additional Items” has been received.  The Clerk had requested more detail of the “Additional Items” for the Council’s review and grant documentation.  To date, that information has not yet been received.  After discussion, the Council agreed that payment of the invoice will be held for receipt of the documentation requested.

 

A revised contract from JUB has been received for the Pump Replacement Project.  The contract has been reduced to $8,000, with DC Engineering reducing the work to be performed in relation to the SCADA design.  The basic SCADA design is still in place, and the City has the option of adding some of the deleted items at a later date for $2500.  After review, motion was made by McClure, seconded by Friend, to approve JUB’s revised contract in the amount of $8,000.  Voting yea, Barnard, Friend and McClure.  No nays, motion carried.

 

At this time the Vendor issue in regards to non-profit and private events was revisited.  After discussion, motion was made by Friend, seconded by Barnard, to table the issue until the full Council was present for the discussion.  Voting yea, Barnard, Friend and McClure.  No nays, motion carried.

 

The Clerk reminded the Council that a public hearing for the ICDBG Mid-Project review, and special City Council meeting, was scheduled for August 18th, at 4:00pm.

 

It was reported that there were a lot of dog problems occurring again, with dogs running at large and failure to purchase tags.  A reminder article will be placed in the City Newsletter.

 

There being no further business, the meeting was adjourned.

 

 

 

 

 

08-18-10

4:00pm

City Hall

 

A special meeting of the Riggins City Council was called to order by Councilor McClure in the absence of Mayor Crump.  Other Councilors present included Akins, Barnard and Friend.  Guests present included Rachel Stocking from CEDA and Paul Stevens from JUB Engineers.

 

The purpose of the special meeting was to:

(1)    Hold a public hearing for the ICDBG Mid-Project review

(2)    Discuss and take any needed action on the Sewer Renovation Project

(3)    Discuss and take any needed action on the WhiteWater River Park

 

Rachel Stocking conducted the public hearing required by ICDBG for a mid-project review of the sewer renovation project.  Paul Stevens, JUB Engineers, gave the project status report including that the project was a little behind schedule to allow for continued operation of the plant.  He reported that the contractors were very good and that the project was going well.  Rachel reviewed the project budget, reporting that most of the ICDBG funds had been expended, with only the construction 5% retainage and some administration costs remaining.  No guests or citizens were present to offer input on the project, and no written comments had been received.  The public hearing was concluded, and Stocking indicated that she will forward her official minutes of the public hearing to be attached and made a part of this record.

 

Paul Stevens visited with the Council about the following sewer project items that may need to be added by change order:

(1)    A retaining wall for the road to the headworks, to allow for machinery access.

(2)    Installation of a chlorine analyzer

(3)    The addition of sides to the drying building

Charlie Amell indicated that he felt that enclosing the drying building was more of a priority and that if funding is limited, the City could build the retaining wall needed for machinery access to the headworks.

 

JUB Engineering Pay estimate #10 in the amount of $18,314.15 was presented.  Since it was over the $17,000 estimate received at the regular meeting, the pay request was held for the Council’s formal consideration.  After review, motion was made by Friend, seconded by Barnard, to approve JUB’s PPE#10 in the amount of $18,314.15, as presented, and authorize its payment from the loan proceeds.  Voting yea, Akins, Barnard, Friend and McClure.  No nays, motion carried.

 

In regards to the WhiteWater River Park, payment of REP’s $3648 contract payment request was being held for explanation of the “Additional Items” being billed.  REP reported that their $3648 contract payment request covered “Additional Items”, which are now 32% complete, and described as:

(1)   Permit modifications

(2)   Correspondence with Army Corps Representative

(3)   Correspondence with City Staff

(4)   Drawing modifications

(5)   Correspondence on the requested Alternatives Analysis

 

After review, motion was made by Barnard, seconded by Akins, to authorize the $3648 payment, as requested, upon Dept of Commerce’s approval of the documentation submitted.  Voting yea, Akins, Barnard, Friend and McClure.  No nays, motion carried.

 

There being no further business, the special meeting was adjourned.

 

 

 

 

___________________________________               _____________________________

                                                Mayor                                                              Clerk