The regular meeting of the Riggins City Council was called to order by Mayor Crump. Councilors present were Akins, Miller and Friend. Councilor McClure was absent. Guests present included Jack Kappas, Denise Laritz, Jeff Joyce, Jon Wilson and Charlie Amell.
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 were approved as presented.
The financial statement was read detailing $ 797.92 bills paid after the August meeting, bringing the total August disbursements to $ 41,802.05. Bills in the amount of $24,043.35 were then presented for payment. After review, motion was made by Friend, seconded by Miller, to approve the financial report and allow the bills. Voting yea, Akins, Friend, and Miller. No nays, motion carried. A copy of the financial report is attached and hereby made a part of this record.
Mayor Crump indicated that the following items should be added to the agenda: (1) City Clerk-Treasurer appointment and (2) Irrigation Ditch Leak complaint by Jim Bullington.
Motion was made by Friend, seconded by Akins, to add the items as presented. Voting yea, Akins, Friend and Miller. No nays, motion carried.
Jack Kappas addressed the Council, congratulating Jeff Joyce on his recent appointment as Fire Chief and the Chili Cook off, suggesting a street dance as a future fundraiser. Kappas then expressed his concern about the park management. He suggested that a new park committee be formed to govern the park use, improvements, etc., indicating his desire to save space for more green, flowers and shrubs rather than adding more buildings. He also was concerned about park users driving on the grass. After discussion, Councilor Akins suggested that a new park committee be appointed with all factions of the community represented, with meetings held at least twice each year reporting to the City Council. Mayor Crump indicated that the matter would be further addressed later in the meeting.
Denise Laritz visited with the Council addressing a question recently raised about the status of their apartment rentals. The Clerk indicated that a report had been received that a recent remodel of the building had been done and had suggested that a third apartment or living unit had been added. If so, additional sewer hookup and monthly fees would be due. Laritz reported that they had remodeled the lower level of their personal residential apartment and that it was not a separate living unit being rented. At this time, her brother and his son were living with them, using the “basement” connected and accessed thru their apartment. The Council thanked Denise for addressing the question, and advised her that if the lower level were ever separated and made into a third apartment or living unit, that the sewer hookup fee of $7500 plus monthly sewer charges would be due.
Fire Chief Jeff Joyce addressed the Council:
(1) $455 in donations was received at the recent FD Chili Cook off. Those funds will be turned over to the Clerk’s office and deposited in the Fire Department’s “99” donated account.
(2) He reported he is working on hose and maintenance logs for the Department.
(3) He reported that the cost of the uniform exceeded his estimate by $15-$20.
(4) The Fire Department has been providing assistance with structure protection for the Sheep Fire. The Rural Fire Dept has also requested City assistance for fires south of Riggins since they are now spread so thin. It was suggested that Joyce notify the Forest Service that the City foam truck is available, if needed.
(5) A Fire Academy will be held in Donnelly Sep 29-30, and Joyce requested that two new volunteers be sent to Fire Essentials at a cost of $50 each. After discussion, motion was made by Akins, seconded by Miller, to approve the training and fees. Voting yea, Akins, Friend and Miller. No nays, motion carried.
Id County Deputy Jon Wilson gave the following Police report for August:
Calls: Area 71, City 27 and Citations: Area 19, City 2. He reported that many of the citations written within the city limits were not being coded as “City”, and the court fines were not getting directed to the City. A new effort to identify all city citations was now being made which should increase the Court fine revenue.
PWD Charlie Amell gave the following report:
(1) RCC Renovation: He reported that work had begun on the Community Center renovation and there was construction debris, old equipment and old appliances being removed from the building to be disposed of. After discussion, motion was made by Friend, seconded by Akins, to declare all of the construction debris, old un-needed equipment and appliances being removed during the construction to be surplus and be disposed of by donation. Voting yea, Akins, Friend and Miller. No nays, motion carried.
(2) USFS Contract: The Forest Service has requested that the City provide potable water and gray water disposal for the nearby fires. After discussion, motion was made by Akins, seconded by Miller, to enter into contract with the USFS for $25 per load for potable water and 10¢ per gallon for gray water disposal. Voting yea, Akins, Friend and Miller. No nays, motion carried. It was also stressed that disposal of black water or sewage from portable toilet pumping was never allowed in Riggins, because the concentrate of material would upset and disrupt the biological process of the treatment plant.
(3) Clarifier Paint: The paint used on the clarifier during the sewer renovation is beginning to fail and the tank must be drained and the equipment repainted. Since there is no way to bypass the clarifier at the plant, a temporary tank must be installed during the 2 ½ week repair procedure. Paul Stevens, from JUB Engineers, reported that Sherwin Williams (JC Constructor’s subcontractor) does not think they should be held responsible for the cost of the bypass tank installation, which may be as high as $80,000-$100,000. Amell will research the matter further and if this is found to be true, he suggested that the City contact JC Constructor by letter to state that this expense should not be the City’s. Mayor Crump will work on the letter composition.
(4) Water Tank Control: The tank level control has malfunctioned, but has now been fixed by Challenger.
(5) Bullington Irrigation Complaint: The Council reviewed a letter from Jim Bullington advising that the irrigation ditch was leaking along their property and requested that the City fix it by the spring of 2013. Amell reported that water does seep in that area, due to several reasons: (1) An abandoned irrigation line on the property was found to be leaking and (2) Bullingtons have excavated areas along the ditch weakening the bank and (3) stump roots in that area are rotting and may be causing leaks. After discussion, it was agreed that Bullingtons should be asked to attend the October Council meeting to discuss these issues with the Council. Mayor Crump will compose a letter to Bullingtons.
(6) Diesel Spill: No report or invoice information has been received.
(7) Vacation Scheduling: Recently all three plant operators were gone on vacation leave and it was stressed that, in the future, vacations should be scheduled so that an operator is available at all times.
(8) Salsenes Filter: Amell will work to download information on the Salsenes filter to help with any needed repairs.
Mayor Crump reported that since PWD Amell will be retiring the end of September, and rather than appoint a new PWD at this time to supervise all the City’s public works, he plans to visit with Amell, Ross Campbell and Johnny Pottenger to determine future job responsibilities. He indicated that he might separate the responsibility, assigning the Sewer Department to one man and Water, Park, etc. to the other. He will have that determination made by the October meeting.
There was no EMS report presented.
Riggins Community Center Renovation project was discussed.
(1) Work on the Rental policy continues, maybe to be ready for the October meeting.
(2) Surplus procedure has been established for excess equipment.
(3) Demo is almost complete with quote requests planned to be mailed out by September 19th with quotes back for evaluation on October 8th.
There was no update on the EMS building/school property proposal presented.
Diesel Spill: The bill or report for the cleanup has not yet been received. Upon the advice of City Atty Adam Green, and with the Zolman’s permission, the storm drain inlet located adjacent to the gas pump at the Riggins One Stop has been sealed to prevent the problem in the future.
Lake Shore Contract: Communication has been received from Lake Shore Disposal thanking the Council for consideration of their request for contract terms. They counter offered the City’s proposal, requesting a contract increase of 10% the first year, 8% the second year and 5% each of the remaining three years of the contract. After review, the Council agreed to counter that offer with 10% the first year and 5% for each of the remaining four years of the contract, with the City paying the legal costs associated with the public hearing process the 10% increase would require. The Mayor will prepare the response letter to Lake Shore.
Park Committee: It was agreed that the Mayor would appoint a new Park Committee, which would be 5 members, to meet two times a year, prior to the Council meeting and report each time to the Council. The Mayor requested that Councilors prepare suggestions for individuals to appoint.
Recreation Activities: The Recreation Activity Department is budgeted to be self-supporting through fees and donations, but it was reported that the 2011-2012 expenses of the Recreation Activities exceed their revenue and reserve funds by approximately $365. (There will be September expense and revenue to consider before the exact amount will be known.) After discussion of the Department’s declining activities, etc., motion was made by Akins, seconded by Miller, to cover the overrun of the Recreation Activity expense this year from the Recreation Fund tax revenue. Voting yea, Akins, Friend and Miller. No nays, motion carried. It was agreed that the Recreation Activity program should be re-evaluated in the upcoming budget process as a result of the declining revenue available.
The Clerk presented the following transfers for the Council’s consideration:
(1) $418.00 from “06” Rec Activities StTreas Reserve to Checking for 2010-2011 expense overruns
(2) $31,687.22 for Feb-Aug Resort Tax from “01” checking to StTreas Reserve
(3) $214.00 from “99 OP” X-mas StTreas Reserve to checking for 2011-2012 expense overruns
(4) $700.00 donations from “99 OP” checking to StTreas Heritage Center Resv
(5) $1500.00 donation from “99 OP” checking to Dive Team StTreas Reserve
(6) $700.00 from “01” checking to Dive Team StTreas Reserve for excess revenue 2011-12
(7) $18,285 from “01” St Treas Ambulance Operating Reserve to checking to cover 2011-12 expense overruns
(8) $963 ambulance donations from “01” checking to St Treas Amb Replac Resv
(9) $191.84 balance of “06” RecActivities StTreas Reserve to checking for a portion of the 2011-2012 expense overruns
(10)$10,000 from “60” checking to StTreas Water Payment Resv
(11)$5299 from “01” StTreas RT Prop Relief Resv to distribute the 2011-2012 funds to the following:
A. $3117 to “01 GF” checking
B. $1430 to “03 Lib” checking
C. $ 752 to “06 Rec” checking
After discussion of the transfers, which resulted in a transfer of $21,142.38 from checking to the St Treasury, motion was made by Friend, seconded by Akins, to approve the transfers as presented. Voting yea, Akins, Friend and Miller. No nays, motion carried.
It was reported that the PERSI State Director was planning to visit Riggins Sep 20-21. A meeting will be scheduled for him to meet with city employees.
The new Purchase Order policy was discussed. The Council agreed that they would like to see a Purchase Order numbering system established for all purchases over $100 with the Clerk maintaining that file for all departments, and approved the format proposed by the Clerk’s office. Purchase Order #12-001 to Staples in the amount of $415.66 for office supplies was presented. Motion to approve was made by Friend, seconded by Miller. Voting yea, Akins, Friend and Miller. No nays, motion carried.
It was agreed that the City would participate in ICRMP’s Insurance Discount program this year and Brenda Tilley was designated as the program administrator. She will begin the process and register employees for the online training required.
The City’s comp time policy was reviewed. At the present, the Personnel Policy recently adopted limits to the buildup of comp time to 80 hours, but there are several employees that presently exceed that number. The buildup of comp time can create a financial burden on the City and it was agreed that a more restrictive policy was needed to prevent it in the future. It was agreed that the maximum buildup should be only two weeks of the employees scheduled work, with additional hours earned beyond that maximum paid with the monthly payroll. It was also agreed that comp time should be limited, only worked when necessary and that employees should try to take the time off during the same week earned, if possible to prevent the accumulation of hours. It was reported that retiring FC Dan Catherman had recently been paid for approximately 100 hours, with Charlie Amell, June Whitten and Curt Brimacomb also carrying large accumulation of comp time earned, which will have to be addressed. The Council requested that an amendment be prepared for the Personnel Policy reducing the maximum accumulation to two weeks of scheduled hours, that the timesheet configured to include an explanation for any comp time earned and all leave accumulation, as well as the explanation, be reported monthly as a part of the City financial report.
The Council approved the closure of City Hall and Library for the Friday following Thanksgiving and Christmas Eve, with the understanding that this closure was for 2012 only, and those additional days off would be considered personal leave – not additional holiday pay.
The list of delinquent water bills and shut off notices issued was presented. A request for shut-off waiver, along with a written payment plan was presented from Travis Hollon. After discussion, motion was made by Miller, seconded by Friend, to grant Hollon’s request for waiver and accept their payment proposal. Voting yea, Akins, Friend and Miller. No nays, motion carried. It was reported that the Rodeo Club property was in the process of foreclosure and that the water had been shut-off. It was also agreed that a lien should be placed on the property for ongoing bills. It was also agreed that all shut-off notices should include a form to provide a request to waive the water termination, along with a proposed payment plan for the Council’s consideration.
At this time Mayor Crump appointed Brenda Tilley as the City Clerk-Treasurer, effective October 1, 2012, to replace June Whitten who is retiring. Whitten will continue to work with Tilley for training purposes until January 2013, to provide assistance with FY closeout, audit and year end activities. Mayor also designated Tilley as the ICRMP Risk Manager, the City’s Flood Plain Manager, and ICDBG Grant Manager, and will replace Whitten on all City financial accounts effective 10-01-12. Motion was made by Miller, seconded by Akins, to approve and confirm the appointment and designation of Brenda Tilley as made by Mayor Crump. Voting yea, Akins, Friend and Miller. No nays, motion carried.
There being no further business, the meeting was adjourned.