APPROVAL OF JUNE 4, 2002, MINUTES

Councilwoman Becraft moved to approve the minutes of June 4, 2002, as written. Councilman Smith seconded the motion. Council members Becraft, Smith, and Tafoya voted "aye." The motion carried.

APPROVAL OF THE CONSENT AGENDA

Councilwoman Becraft asked to have Item A removed from the Consent Agenda.

Councilman Tafoya moved to approve the Consent Agenda consisting of: Approval of a conditional use permit and site plan for Cingular Wireless for an antenna on a communication tower located at approximately 6073 South 2700 West; preliminary and final approval of Stewart Place Subdivision located at approximately 2316 West 4800 South; and approval of GIS Consulting Services Contract to Gateway Mapping, Inc. Councilman Smith seconded the motion. Council members Becraft, Smith, and Tafoya voted "aye." The motion carried.

2A. CONSIDERATION OF A CONDITIONAL USE PERMIT AND SITE PLAN FOR COMMON CENTS FOR AN AUTOMATIC CARWASH LOCATED AT APPROXIMATELY 1888 WEST 5600 SOUTH

Councilwoman Becraft corrected the Planning Commission minutes of June 11, 2002.

Councilwoman Becraft moved to approve a conditional use permit and amended site plan for Common Cents for an automatic carwash located at approximately 1888 West 5600 South subject to the staff and engineering recommendations and the corrected Planning Commission minutes of June 11, 2002.

Councilman Smith asked about Walgreen's. Chris Zimmerman updated the City Council on the status of Walgreen's. He felt it still looked promising.

Councilman Tafoya asked if Common Cents would still want to put in a carwash if the sale to Walgreen's fell through. Mr. Zimmerman said they would.

Councilman Smith was concerned about access onto 5600 South. Chris Zimmerman said that the proposed carwash location would leave about 50 feet of property that would have almost no value. If Moyle Petroleum could not sell to Walgreen's, the carwash that was currently proposed would not be economically feasible.

Dean Ericson, Moyle Petroleum, stated that if Moyle Petroleum could not sell the 50 feet of land to Walgreen's, the carwash as proposed could not happen. If the sale to Walgreen's did not go through, Moyle Petroleum would have to revise their plans and bring them back to the City. In order to gain access on 5600 South, Walgreen's was purchasing the smallest amount of land possible.

Councilman Smith asked what the exterior of the carwash would look like. Dean Ericson said it would be identical to the existing convenience store.

Councilman Tafoya asked if the carwash would be an automatic drive through. Mr. Ericson said it would be. There would be vacuum machines available east of the carwash.

Councilman Tafoya asked about the City Attorney's research into the railroad right-of-way involvement. Andy Blackburn said he had not finished his research.

Councilman Smith seconded the motion. Council members Becraft, Smith, and Tafoya voted "aye." The motion carried.

APPROVAL OF RESOLUTION NO. 767 APPROVING FY2002 BUDGET ADJUSTMENTS

Chris Davis explained the final budget adjustments to the FY2002 budget.

Councilman Tafoya moved to approve Resolution No. 767 approving final adjustments to the Fiscal Year 2002 budget. Councilman Smith seconded the motion. A roll call vote was taken: Council members Smith, Tafoya, and Becraft voted "aye." The motion carried. (Copy filed for record).

APPROVAL OF RESOLUTION NO. 768 APPROVING THE FY2003 BUDGET

Chris Davis stated that the Council held a public hearing on the FY2003 budget two weeks ago. The staff's recommendations had not changed. The City still had not received the certified tax rate from Weber County.

Councilman Smith asked if the FY2003 budget included the insurance adjustments. Mr. Davis said it did, plus some position upgrades.

Councilman Smith moved to approve Resolution No. 768 adopting the fiscal year 2003 City budget and levying a property tax rate revenue anticipated to be established by Weber County. Councilwoman Becraft seconded the motion. A roll call vote was taken: Council members Tafoya, Becraft, and Smith voted "aye." The motion carried. (Copy filed for record).

ADJOURN TO REDEVELOPMENT AGENCY MEETING

Councilman Smith moved to adjourn to a Redevelopment Agency Meeting at 6:21 p.m. Councilman Tafoya seconded the motion. Council members Becraft, Smith, and Tafoya voted "aye." The motion carried.

RECONVENE CITY COUNCIL MEETING

Councilman Smith moved to reconvene the City Council Meeting at 6:28 p.m. Councilman Tafoya seconded the motion. Council members Becraft, Smith, and Tafoya voted "aye." The motion carried.

CONSIDERATION OF RESOLUTION NO. 769 APPROVING AMENDMENTS TO THE PURCHASING POLICY

Chris Davis stated that the staff was proposing to amend the City's Purchasing Policy. The new policy was drafted using a model purchasing policy for cities issued by the State of Utah and would replace the current policy which was adopted in 1992. The purpose of the policy as twofold. First to more formally set procedures for purchasing to include the different types of bids, services and contracts, specifications, appeals, and ethics; and secondly to change the dollar limits on the various types of bid requirements. The new policy proposed the following changes to dollar limitations on bids:

1. Increase the minimum on capital from $350.00 to $750.00. Small machines and equipment under $750 would be considered supplies and not tracked in the fixed asset system.
2. Increase the minimum purchase requiring informal price quotations to $1,000.00 for non-capital.
3. Increase the range of budgeted capital purchases requiring informal price quotations from $350.00 - $1,000.00 to $750.00 - $5,000.00.
4. Increase the range of budgeted capital purchases requiring formal price quotations from $1,001.00 - $12,000.00 to $5,000.01 - $25,000.00.
5. Increase the minimum of budgeted capital purchases requiring sealed bids to $25,000.01 from $12,001.00.
6. Change the minimum amount on a purchase order to be signed by the City Manager from $1,001.00 to $5,000.00 and add that purchase orders for non-budgeted capital purchases must be signed by the City Manager.
7. Add a paragraph stating sealed bids in excess of $50,000.00 shall be noticed in a local newspaper of general circulation.

Mr. Davis said the staff felt the new policy would continue to provide Roy City with the tools to maximize the City's financial resources.

Councilman Smith asked about the increase in the minimum purchase amount by the department heads requiring the City Manager's signature. Chris Davis said the new policy would increase the minimum amount from $1,001.00 to $5,000.00. Councilman Smith asked what that figure was based on. Mr. Davis said it was based on what other cities were doing. Cathy Spencer still looked at every purchase.

Councilman Smith moved to approve Resolution No. 769 approving an amended Roy City Purchasing Policy. Councilwoman Becraft seconded the motion. A roll call vote was taken: Council members Tafoya, Smith, and Becraft voted "aye." The motion carried. (Copy filed for record).

CONSIDERATION OF RESOLUTION NO. 770 ADOPTING A NEW FEE SCHEDULE FOR EMERGENCY MEDICAL SERVICES

Fire Chief Jon Ritchie stated that the Utah Department of Health, Bureau of Emergency Medical Services had adjusted the maximum allowable rates for emergency services. He recommended that those rates be adopted by the Roy Fire and Rescue Department effective July 1, 2002. He anticipated that the City would see a $17,000.00 increase in revenues.

Councilman Tafoya asked if Chief Ritchie was comfortable leaving the non-transport fee at $40. Chief Ritchie said he was. The $40 rate covered the cost of the vehicle and supplies.

Councilman Smith asked how senior citizens would be affected. Chief Ritchie said any fees or charges that were not covered by Medicare, Medicaid, and Blue Cross/Blue Shield were written off of the patient's bill.

Councilman Tafoya moved to approve Resolution No. 770 approving ambulance transportation rates and charges. Councilman Smith seconded the motion. Council members Becraft, Smith, and Tafoya voted "aye." The motion carried. (Copy filed for record).

APPROVAL OF RESOLUTION NO. 771 AMENDING THE PERSONNEL POLICY MANUAL

Chris Davis stated that after using the Personnel Policy for a few years, the staff felt there were a few issues that needed to be fine-tuned.

Councilwoman Becraft moved to approve Resolution No. 771 approving amendments to the Roy City Personnel Policy. Councilman Smith seconded the motion. A roll call vote was taken: Council members Becraft, Smith, and Tafoya voted "aye." The motion carried. (Copy filed for record).

REPORT ON JUSTICE COURT BY CITY ATTORNEY ANDY BLACKBURN AND CONSIDERATION OF RESOLUTION NO. 772 - ROY CITY COUNCIL'S INTENT TO FORM A JUSTICE COURT

Andy Blackburn stated that on May 7, 2002, the City Council asked him to determine the feasibility of creating a new Justice Court in Roy City. Mr. Blackburn said he had reviewed the Justice Court Standards, the Utah Code, and the application for new Justice Court. He contacted numerous people from various Justice Courts in the state. He also examined the City's current operations, facilities, and staffing to determine what the City presently had and what it would have to do in order to operate a Justice Court. Based on his investigation and analysis, he was of the opinion that the proposal to create and operate a Justice Court was feasible and reasonable. Mr. Blackburn said it typically took two years to have a Justice Court approved, but there was a way to expedite the process. He felt it could be done in six months. Mr. Blackburn explained the proposed budget for the Justice Court. He felt the expenses would be approximately $236,000.00 a year. Based on a revenue comparison with Clearfield City, he felt the Justice Court could have $200,000.00 to $300,000.00 in revenue after expenses.

Councilman Smith asked if the Justice Court would break even after the first year. Andy Blackburn felt it would do more than break even.

Councilman Tafoya asked if proceeds from the Justice Court would go into the General Fund. Mr. Blackburn said they would.

Councilman Smith asked who would manage the Justice Court. Chris Davis said it would be handled by the City Attorney and Police Chief.

Andy Blackburn stated that the Council needed to approve Resolution No. 772 in order to begin the application process. Nothing precluded the City from backing out.

Councilman Tafoya asked how soon the staff anticipated having the Justice Court ready. Andy Blackburn felt it could be ready by January 1, 2003.

Councilman Tafoya moved to approve Resolution No. 772 constituting a written declaration to the Judicial Council that Roy City intends to form a Justice Court effective January 2, 2003, and requesting that the Judicial Council certify the creation of the court. Councilman Smith seconded the motion. A roll call vote was taken: Council members Tafoya, Smith, and Becraft voted "aye." The motion carried. (Copy filed for record).

Chris Davis stated that the Justice Court would allow the City to combine the court and Council chambers into one room, which would leave room for much needed office space.

AWARD OF CONTRACT FOR THE GREAT BASIN CDBG PROJECT, PHASE 1

Mike Mansfield stated that on June 4, 2002, bids were opened for the Great Basin CDBG Project Phase 1. Phase 1 would include installation of sub-grade improvements. Phase 2 would include the lower half from 5600 South to 5400 South and would replace the road and put in new curb, gutter, and sidewalk. A total of four bids were received. The low bidder on the project was Braegger and Son's, Inc. at $270,585.00. The engineer's estimate for the project was $396,531.00. The approved budget amount of $436,000.00 was broken out as follows: CDBG Funds - $200,000.00 and Utility Enterprise Funds - $236,000.00. Mr. Mansfield said the Public Works Department had decided to use high density polyethylene pipe on the project. The staff recommended that the Council award the project to Braegger & Son's, Inc. in the amount of $270,585.00.

Councilwoman Becraft asked if the City has used Braegger & Sons before. Mike Mansfield said it had. Braegger & Sons was an excellent contractor.

Councilman Smith moved to award the contract for the Great Basin CDBG Project Phase 1 to Braegger & Sons, Inc. in the amount of $270,585.00 and authorized the Mayor to sign the Notice of Award and Contract Agreement. Councilwoman Becraft seconded the motion. Council members Becraft, Smith, and Tafoya voted "aye." The motion carried. (Copy filed for record).

AWARD OF CONTRACT FOR MUNICIPAL ELEMENTARY SCHOOL ROADWAY IMPROVEMENTS

Mike Mansfield stated that on June 18, 2002, bids were opened for the Municipal Elementary Roadway Improvement Project. A total of three bids were received, and the bidding was competitive. The low bidder on the project was Advanced Paving and Construction with a bid of $54,604.50. The engineer's estimate for the project was $68,605.00, and the approved amount was $57,000.00. Mr. Mansfield said the City would be using high density polyethylene pipe on this project as well. The staff recommended that the Council award the project to Advanced Paving and Construction for $54,604.50.

Councilwoman Becraft asked about the time element. Mike Mansfield said the project would be completed 30 days from the Notice to Proceed.

Mayor Burnett asked how the staff would coordinate the project with the school district. Mike Mansfield said that Chief Ritchie would be acting as the liaison. He would let the school district know what the construction schedule was.

Councilman Tafoya moved to award the contract for the Municipal Elementary School Roadway Improvement Project to Advanced Paving and Construction for $54,604.50 and authorized the Mayor to sign the Notice of Award and Contract Agreement. Councilman Smith seconded the motion. Council members Becraft, Smith and Tafoya voted "aye." The motion carried.

Mike Mansfield explained the scope of the Public Works parking area project to the Council. On June 18, 2002, bids for the Public Works parking lot project were opened. A total of three bids were received. The low bidder on the project was Jack B. Parson Companies with a bid of $30,917.50. The engineer's estimate for the project was $42,000.00, and the approved budget amount was $35,000.00. The staff recommended that the Council award the project to Jack B. Parson Companies in the amount of $30,917.50.

Councilwoman Becraft moved to award the contract for the Public Works parking lot project to Jack B. Parson Companies in the amount of $30,917.50 and authorized the Mayor to sign the Notice of Award and Contract Agreement. Councilman Smith seconded the motion. Council members Becraft, Smith and Tafoya voted "aye." The motion carried.

Chris Davis asked which weekend the Council wanted to view the Scottsdale Airport. The Council selected the weekend of July 19th.

Chris Davis stated that the parking lot for the outdoor pool was moving along. The Public Works Department had completed in 10 days what they thought would take a month. The golf course was still planning to open on July 1st.

Chris Davis stated that Glen Combe had done a lot of work on the web page. The web page could be out as early as this week.

Chris Davis stated that the luncheon at the Public Works Department on July 16th would begin at 11:30 a.m.

Chris Davis stated that the Mayor had asked him to purchase a decimeter for the City.

Mayor Burnett stated that the Public Works Department anticipated that water would be flowing in the Sandridge Park waterway this summer.

Mayor Burnett stated that a City employee had suggested naming some of the City streets after the early mayors.

Councilwoman Becraft directed Chris Davis to have a picture of Mayor Burnett hung in the Council room with the other mayors.

Councilman Smith thanked the City Council and staff for their support of the June 19th Celebration in Ogden.

Chris Benavidos stated that he was representing the homeowners' association of Berwick Village. Last week the Planning Commission considered a conditional use permit for a multi-family development just north of Berwick Village. The homeowner's association was asking that the City Council purchase the adjoining property for a park. They felt there were too many rental units in the area. They encouraged the City Council to consider the best use of the adjoining land before the project was brought before them. Property owners usually took better care of the City than renters. He asked the City Council to consider a plan that would facilitate ownership in the City.

Mayor Burnett provided the City Council with background on the proposed project at 5095 South 1750 West.

Councilman Smith moved to adjourn at 7:38 p.m. Councilwoman Becraft seconded the motion. Council members Becraft,Smith and Tafoya voted "aye." The motion carried.