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WEST POINT CITY COUNCIL NOTICE & AGENDA
West Point City Hall 3200 West 300 North
West Point City, UT 84015 October 4, 2016
ADMINISTRATIVE SESSION
6:00 pm (Board Room)
1. Discussion of Youth Council – Mrs. Jolene Kap
2. Discussion Regarding the Law Enforcement Contract with Davis County – Mr. Kyle Laws
3. Discussion Regarding the Heslop Place Townhouses – Mr. Boyd Davis
4. Discussion Regarding the Engineering Proposal for the 650 N Reconstruction Project – Mr. Boyd Davis
5. Discussion Regarding the Street Maintenance Contract – Mr. Boyd Davis
6. Discussion of D&WCC Secondary Water Meter Installation for FY2017 – Mr. Kyle Laws
GENERAL SESSION
7:00 PM (Council Chamber)
1. Call to Order
2. Pledge of Allegiance
3. Prayer (Please contact the City Recorder to request meeting participation by offering a prayer or inspirational thought)
4. Communications and Disclosures from City Council and Mayor
5. Communications from Staff
6. Citizen Comment Follow-Up – Mr. Kyle Laws
7. Citizen Comment (If you wish to make comment to the Council, please use the podium and clearly state your name and
address, keeping your comments to a maximum of 2 ½ minutes. Please do not repeat positions already stated. Public
comment is a time for the Council to receive new information and perspectives)
8. Consideration of Approval of Minutes from the September 20, 2016 City Council Meeting
9. Swearing in of 2017 Youth Council Members – Mayor Craythorne 10. Consideration of Final Approval of the Torroweap Subdivision – Mr. Boyd Davis 11. Consideration of Approval of Release of Warranty for Bartholomew Lane Phase 2 – Mr. Boyd Davis 12. Consideration of Approval of Contract with Gardner Engineering for the 650 N Reconstruction Project – Mr. Boyd Davis 13. Consideration of Approval of Street Maintenance Contract – Mr. Boyd Davis 14. Motion to Adjourn
Posted this 30
th Day of September, 2016
___________________________________ CASEY ARNOLD, CITY RECORDER If you plan to attend this meeting and, due to disability, will need assistance in understanding or participating therein, please notify the City at least twenty-four(24) hours prior to the meeting and we will seek to provide assistance.
Mayor
Erik Craythorne
Council
Gary Petersen, Mayor Pro Tem
Jerry Chatterton
Andy Dawson
R. Kent Henderson
Jeff Turner
City Manager
Kyle Laws
West Point City 2016 Calendar
10-06-15
October
4 City Council-7pm 6 Cemetery Cleaning 13 Planning Commission-7pm
14 Halloween Carnival-7pm 17 Senior Lunch-11:30am 18 City Council-7pm 26 Council/Staff Lunch-11:30am 27 Planning Commission-7pm
November 1 Election Day
5 Flags on Veteran's Graves YC 10 Planning Commission-7pm
11 Veteran's Day-Closed 15 City Council-7pm 21 Senior Lunch-11:30am 24-25 Thanksgiving-Closed December 2 Christmas Party-7pm
5 City Hall Lighting Ceremony-6:00 pm 6 City Council-7pm
8 Planning Commission-7pm 19 Senior Lunch-11:30am
20 City Council-7pm 23 Cemetery Luminary-4pm 26-27 Christmas-Closed
January 2017 2 New Year’s Day-Closed
3 City Council-7pm 9 Senior Lunch-11:30am 12 Planning Commission-7pm 16 Martin Luther King Day-Closed 17 City Council-7pm 20-21 Council Retreat 26 Planning Commission-7pm
February 7 City Council-7pm
8 Council/Staff Lunch-11:30am 9 Planning Commission-7pm 13 Senior Lunch-11:30am
20 Presidents Day-Closed 21 City Council-7pm 23 Planning Commission-7pm
Date: 10/18/2016 Administrative Session – 6:00 pm 1. Discussion with the Davis County Commissioners 2. Quarterly Financial Report – Mr. Ryan Harvey 3. Discussion Regarding Updating the Code Enforcement
Policy – Mr. Boyd Davis
General Session – 7:00 pm 1. Citizen Comment Follow-up – Mr. Kyle Laws 2. Presentation by the Davis County Commissioners 3. Consideration of Final Approval of the Heslop Place
Townhouses – Mr. Boyd Davis 4.
Date: 11/1/2016 Administrative Session – 6:00 pm 1. Code Enforcement Update – Mr. Bruce Dopp General Session – 7:00 pm 1. Citizen Comment Follow-up – Mr. Kyle Laws
Date: 11/15/2016 Administrative Session – 6:00 pm 1. Quarterly Financial Report – Mr. Kyle Laws General Session – 7:00 pm 1. Citizen Comment Follow-up – Mr. Kyle Laws
FUTURE ITEMS
Administrative Session 1. Discussion of Street Light Replacement – Mr. Kyle Laws 2. Building Rental Fees & Policy – Mr. Kyle Laws 3. Discussion of Pheasant Creek Property/Park – Mr. Kyle
Laws 4. Consideration of Approval of the Payback Agreement for
the Homewood Subdivision – Mr. Boyd Davis 5. Consideration of Final Approval of the Mackay
Subdivision– Mr. Boyd Davis 6. Discussion Regarding the Junk Car Ordinance – Mr. Boyd
Davis 7. Consideration of Approval of Release of Warranty for
Bartholomew Lane Phase 2 – Mr. Boyd Davis 8. Discussion of General Plan Final Approval – Mr. Boyd
Davis/Mr. Troy Moyes General Session 1. Citizen Comment Follow-Up – Mr. Kyle Laws 2. Discussion of General Plan – Mr. Boyd Davis
a. Public Hearing 3. Consideration of General Plan Final Approval – Mr. Boyd
Davis CDRA 1. Resolution Amending the Interlocal Agreement Between
the CDRA of West Point and West Point City – Mr. Randy Sant
TENTATIVE UPCOMING ITEMS
Subject: Youth Council Author: Jolene Kap Department: Executive Date: October 4, 2016
Background
The Youth Council is a group of youth who, under the direction of an advisor,
volunteer many hours to multiple projects and activities throughout the year. Through
activities, the youth are being trained to become exceptional citizens. The advisor
emphasizes implementing a consistent structured council that mirrors the structure of the
City Council, encourages growth of character through service, and helps the youth to look
beyond themselves.
Over the last few years we have seen a large growth in the Youth Council
participants. This only shows what great examples we have that are helping others who
want to serve in the community.
Analysis
The new Youth Council is selected shortly after the beginning of each school year.
As in prior years, staff would like to take an opportunity to visit with Council about the
upcoming year to discuss proposed changes and receive any additional direction from the
City Council.
Last year we updated the Youth Council Charter, this was to help clarify what each
members responsibilities were for the year. The charter also made clear to all the YC
member’s what was expected from them for the year on attendance and participation.
The Charter seemed to be helpful to the planning and carrying out of activities and
duties for the officers and service members. No changes will be made to the Charter this
year for the upcoming Youth Council.
Recommendation
Staff recommends Council approve the appointment of Chersty Titensor as the new
Youth Council Advisor, with Raini Tucker as the new Youth Council Assistant Advisor.
Significant Impacts
A change in the Youth Council Advisor may have some impacts to the program, but
we don’t anticipate any negative response. We think they will be great.
Attachments
Calendar of proposed activities for the 2016-2017 year.
City Council Staff Report
West Point City 2016-2017 Calendar The Youth Council meet on the 1st and 3rd Wednesday of each month @ 5:30pm.
Please be sure to follow the YC Facebook page for updates and changes to meetings. Highlighted dates are mandatory activities YC need to attend.
October 2016 Report @ CM Halloween Carnival-October 14th 6:30-9:00pm November Report @ CM Veteran Program-November 5th 9:00am
Retreat- following veteran program December Report @ CM
Lighting Ceremony- December 5th 5:30pm Luminary- December 23rd 4:00pm
January 2017 Report @ CM Legislature Day (Officers Only)-January 25th Start filling Easter Eggs February Report @ CM Retreat- February 25th March
Report @ CM Essay Contest
USU Conference-March 9-11th April
Report @ CM USU Conference Mini Retreat Easter Egg Hunt-April 15th 10:00am
May Report @ CM Take Pride Day-May 6th 9:00am Community Garden
June
Report @ CM Community Garden Training for face painting
July
Report @ CM 4th of July
August
Report @ CM Serve at Senior Dinner-August 18th 4:30pm (Officers Only) Community Garden
September
Report @ CM Awards Ceremony-September 8th 6:00pm
Subject: Law Enforcement Contract/Interlocal Agreement Author: Kyle Laws Department: Executive Date: October 4, 2016 Background Law enforcement services in West Point City are provided by the Davis County Sheriff’s Office. The scope of services the City receives and the City's obligations are determined through an Interlocal agreement most recently readopted in March 2013. The current Interlocal agreement with Davis County is set to expire in 2020. With the addition to Smith’s Marketplace and in order for the County to bring equity to their contract cities, they have requested that we revise and amend the agreement with them. Staff has been in contact with the County Sheriff, Todd Richardson, and members of the County Commission and have discussed changes to the current contract. Analysis For the most part the new Interlocal Agreement mirrors the old one. There are, however, a few points for consideration. Compensation (Section 2)- The compensation schedule under the new contract will read as follows:
1) From July 1, 2016 through June 30, 2017, $6,794.84 per month ($81,538.08/year); 2) From July 1, 2017 through June 30, 2018, $9,658.63 per month ($115,903.56/year); 3) From July 1, 2018 through June 30, 2019, $12,522.42 per month ($150,269.04/year); 4) From July 1, 2019 through June 30, 2020, $15,386.21 per month ($184,634.52/year); and 5) From July 1, 2020 through June 30, 2021, $18,250.00 per month ($219,000.00/year).
Term (Section 7)- The current agreement runs through June 30, 2020. The new agreement is for a new 5-year term and will expire June 30, 2021. Reports (Section8)- The agreement outlines the reporting structure we can expect to see from the County. It seems appropriate that we add “City Manager” to the list of who may request other information.
The City Attorney, Felshaw King, is reviewing the revised agreement and we will have his feedback prior to City Council approval. Recommendation No Action is required at this time. However, Staff would like feedback from the Council on this agreement and the points outlined in this report.
City Council Staff Report
Significant Impacts No significant impacts at this time. Attachments
• Interlocal Cooperation Agreement for Law Enforcement Services
1
Subject: Heslop Place Townhouse Design Author: Boyd Davis Department: Community Development Date: October 4, 2016 Background The Heslop Place subdivision, developed by Castle Creek Homes, has received preliminary approval for a 69-unit townhouse development. Before proceeding to final approval, the architectural design of the townhouse units must be approved and found to be in compliance with the developer’s agreement. A meeting was held with the developer and two council members to discuss the concerns and to try to resolve the issues. It was a productive meeting and all of the concerns were addressed and resolved. A proposal on the design of the townhouses is outlined below Analysis Much of the discussion in the meeting was directed at the design of the back of the buildings. There is a general feeling that the backs were too plane and needed more architectural features. The group agreed to the following three items:
1. Dormers will be added on the rear of main roof on the end units of all buildings. 2. The continuous covered porch (awning or lean-to style, with asphalt shingles) will be
installed on the rear of all buildings. 3. Stucco trim will be added on the 1’ bumpouts on the rear of all buildings, excluding
duplexes. With these three items the group felt comfortable recommending that the City Council accept the plan. The attached drawing shows the proposed design. If the Council is agreeable to the new design then the Planning Commission will consider final approval on October 13th. It will then be forwarded to the City Council for final approval on October 18th. Recommendation Staff would like direction from the Council regarding the design of the townhouses. Significant Impacts None Attachments Townhouse drawings
City Council Staff Report
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1
Subject: 650 North Engineering Design Contract Author: Boyd Davis Department: Community Development Date: October 4, 2016 Background The budget for the reconstruction of 650 North is now available. The next step in the process is to begin the detailed engineering design work. We have received a proposal from Gardner Engineering to do the design for us, but before giving them the notice to proceed staff would like the City Council’s consent. Analysis Gardner Engineering is already under contract with the City to do projects as they are assigned to them. A new contract is not necessary in order for them to do the design work for 650 North, but because it is a relatively large project we have asked them to give us a proposal specific to this project. We also felt it was appropriate to present the proposal to the City Council before proceeding. A copy of the proposal is attached to this report which indicates that the overall cost will be approximately $89,000, depending on the amount of public involvement work. That amount can be broken down into the following tasks or items:
• Design - $35,000 • Bidding - $9,000 • Construction management - $27,000 • Public Involvement - $18,000
The estimated project cost is $603,000. The proposed engineering costs would be 11.8% of the overall project and public involvement would be another 3%. This seems to be a very reasonable number when considering that the proposal not only includes design, but also bidding, construction management, and construction staking. Generally, design alone will be around 10%. Staff has reviewed the proposal and is comfortable with the tasks described in the document and with the proposed costs.
Recommendation Staff recommends approval of the proposal from Gardner Engineering Significant Impacts None Attachments Proposal
City Council Staff Report
5150 South 375 East Ogden, Utah 84405 Phone: (801) 476-0202 [email protected]
West Point City Engineering
650 North Reconstruction and Widening Project
August 24, 2016
Gardner Engineering appreciates the opportunity to submit this proposal to provide services for the above-mentioned project. Gardner Engineering’s qualifications for this project include the completion of a similar road reconstruction on 3000 West in West Point. We have prepared the following for your consideration.
As was discussed, in our initial scoping meeting, this proposal has been separated into individual tasks. The tasks are as follows – Design, Bid Assistance, Construction Management and Public Involvement. A detailed scope of each task is included below.
We would appreciate the opportunity to discuss the tasks and associated costs in detail. If you have any questions or concerns with the terms of the proposal, please contact me so we can establish mutually agreeable terms for completion of this project.
Ryan Christensen, PE Gardner Engineering
5150 South 375 East Ogden, Utah 84405 Phone: (801) 476-0202 [email protected]
Tasks Design 01 Preliminary Engineering
Preliminary engineering will include verifying all existing utilities through survey and review of utility mapping provided by the individual companies. Potholing may be required in areas of concern (potholing costs are not included and will be coordinated with the City if needed). Topographic survey and verification of the existing right of way will be completed. Coordination with utility companies as needed to relocated existing facilities.
02 Roadway Design
Design and production of project plan set will be included in this task. The roadway will be designed in accordance with City Standards. Existing improvements will be evaluated to determine if removal is required. Roadway design including centerline grade, curb and gutter design, and sidewalk / driveway improvements will be completed under this task. Intersection design will consist of widening the existing stop sign controlled. Design of landscape restoration along the length of the project is also included under this task. Storm drain improvements will be designed to install storm drain from 5000 West and 800 N as needed to adequately drain the new improvements on 650 North. It is anticipated that the existing sewer main will be evaluated to determine if the connection elevation at 5000 West can be raised. The field investigation (potholing laterals or video investigation) to determine lateral elevations is not included in this scope. It is anticipated that the field investigation will be completed under a separate scope or by others. Design of sewer improvements, using the field investigation data, will be completed as part of this task. It is our understanding that no improvements will be made to the existing water main. This task will include relocation of existing meters as needed.
03 Review Coordination
City coordination and review is included in this task. It is anticipated that we will hold a predesign meeting, and 3 review meetings leading up to design completion and plan production. For use in budgeting and bidding the project, an engineer’s estimate will be completed.
Design Total - $35,000 Bid Assistance
01 Bid Documents
Gardner Engineering will prepare bid documents and specifications to the City standard. Bid documents will include bid items and quantities including detailed bid descriptions. Bid document format will be in the form of PDF files to be distributed to Bidders.
02 City Review / Prebid Conference
A review of the bid documents with the City will be completed prior to finalizing the bid documents. Gardner Engineering will handle questions from bidders and address as needed with coordination from the City. A prebid conference will be held as determined by the City.
5150 South 375 East Ogden, Utah 84405 Phone: (801) 476-0202 [email protected]
03 Evaluation / Bid Award Bid will be received and evaluated with representatives of the City. Gardner Engineering will review bids and check references as needed prior to making recommendation to the City. The necessary bid award and notice to proceed documents will be completed and distributed to the contractor and the City
Bid Assistance Total - $9,000
Construction Management 01 Construction Inspection / Utility Relocation Coordination
Gardner engineering will perform construction inspection throughout all aspects of the project. An inspector will be available as needed to ensure that plans and specifications are being followed. Some phases of the project will require daily inspection. Coordination with utility companies, such as Rocky Mountain Power, Century Link, and Comcast, will be completed to make sure that the required relocations are scheduled and coordinated with the awarded contractor.
02 Coordination Meetings
Coordination meetings will be held on site or at the West Point City offices with necessary parties involved to discuss schedule, concerns, questions etc. It is anticipated that meetings will be held bi-weekly or as needed. Meetings will be adjusted as necessary throughout the project.
03 Pay Request Review Gardner Engineering will receive and review all pay request submitted by the contractor. Questions and concerns will be resolved with the contractor prior to payment recommendation to the City. It is anticipated that pay requests will be processed once per month.
Construction Management Total - $27,000
Public Involvement 01 Design - Public Involvement
It is anticipated that public involvement, in the design stage of the project will include the following: placement of stakes and flagging to identify the existing right of way on each property; placement of flyers at each residence; hold an open house at West Point City offices to inform the public; handling calls and complaints of impacted residents. Attempts will be made to meet with each homeowner to discuss the project and provide information about the project.
01 Construction Management - Public Involvement
It is anticipated that public involvement, in the construction management stage of the project will include flyers to inform residents of project schedule, contact with property owners to field concerns or complaints. Calming concerns and identifying problems that need to be resolved will be a major part of the public involvement task. This will be done by communication with residents and with the appropriate contractor.
Public Involvement Total - $18,000
5150 South 375 East Ogden, Utah 84405 Phone: (801) 476-0202 [email protected]
Acceptance and Approval
"Client" "Consultant"
Client Name: TGE Inc, d/b/a Gardner Engineering
By: By:
Title: Title: Principal Engineer
Date: Date:
Client Phone:
Client
Address:
Construction Staking Construction staking including road centerline (subgrade and finished grade), curb and gutter, and storm drain will be provided. Due to the unknowns on design, Gardner Engineering would like the opportunity to finalize a staking cost proposal after plans have been completed to ensure that all items are accounted for. Exceptions The following items are not included: Geotechnical Engineering, Additional traffic studies, Major utility improvements (unless otherwise noted above).
Terms and conditions as set forth in the Engineering Services Agreement between Gardner Engineering and West Point City dated September 4, 2012.
1
Subject: Street Maintenance Bid Award Author: Boyd Davis Department: Community Development Date: October 4, 2016 Background As part of the ongoing street maintenance program, we plan to do approximately 31,000 square feet of asphalt patches at various locations in the City. These patches are intended to complete spot repairs on streets that are in otherwise fair condition. Analysis According to the purchasing policy we received three quotes from different contractors. Contractor Total Advanced Paving $ 99,817.60 Post Asphalt $ 122,353.20 Consolidated Paving $ 183,791.75 Advanced Paving is the lowest bidder and we recommend that the bid be awarded to them. We are late in the season and will not complete all of the work this year, but the contractor has agreed to hold the prices until next year and will complete the work in the spring or early summer. Recommendation Staff recommends that the bid for the Street Maintenance Project be awarded to Advanced Paving for $99,817.60. Significant Impacts None. Attachments Quotes
City Council Staff Report
To: Contact:WEST POINT CITY Kasey Gibson
West Point City Patching 2016Project Name: Bid Number: 562026
Fax:WEST POINT, UT 84015
Address: 3200 WEST 300 NORTH Phone:
Project Location: Various, West Point City, UTAH Bid Date: 8/19/2016
Total PriceUnit PriceUnitItem DescriptionItem # Estimated Quantity
01 31,193.00 SF $3.200 $99,817.60R And R 4" Asphalt Patching
Total Bid Price: $99,817.60
Notes:
• Final billing will be based upon actual in place quantities that will be field measured upon completion• Bid includes one mobilization unless otherwise noted• Bid using PG 64-22 or PG 58-28• Bid excludes bonds, permits,fees, traffic control, flagging, prime coat, herbicide and sawcutting unless otherwise noted• Bid excludes quality control and quality assurance testing.
Payment Terms:
Net due in 30 days following date of invoice, including monthly payments equal to the evaluation of work performed in any preceding month, interestat the rate of 11/2% per month charged on all past due accounts. This is an annual percentage rate of 18%. Purchaser agrees to pay reasonable legalfees, if it becomes necessary to place account for collection.
All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration ordeviation from above specifications involving extra costs, will be executed only upon written orders and will become an extra charge over and abovethe estimated. Contractor shall not be responsible for breakage of curb, gutter and sidewalk when existing conditions require crossing concrete. Allagreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado, and other necessary insurance. Our workersare fully covered by Workmen's Compensation Insurance. Advanced Paving & Construction is not responsible for any work performed betweenOctober 15th and April 1st.
ACCEPTED:
The above prices, specifications and conditions are satisfactory andare hereby accepted.
Buyer:
Signature:
Date of Acceptance:
CONFIRMED:
Advanced Paving and Construction, LLC.
Authorized Signature:
Estimator: Randy Sims
8/19/2016 3:38:32 PM Page 1 of 1
West Point City Council Meeting 3200 West 300 North
West Point City, UT 84015 September 20, 2016
Administrative Session 6:30 pm – Board Room
Minutes for the West Point City Council Administrative Session held at West Point City Hall, 3200 West 300 North, West Point City, Utah 84015 on September 20th, 2016 at 6:00 pm with acting Mayor Pro Tem Chatterton presiding, per vote. Due to the absence of Mayor Craythorne and Mayor Pro Tem Petersen needing to be excused later in the meeting, Council Member Chatterton offered to be acting Mayor Pro Tem to preside over the meeting, which became a motion. Council Member Henderson seconded the motion. All were in favor. MAYOR AND COUNCIL MEMBERS PRESENT: Council Member Andy Dawson, Council Member Kent Henderson, and Council Member Jerry Chatterton, Council Member Gary Petersen (left at about 6:50pm) EXCUSED: Mayor Erik Craythorne, Council Member Gary Petersen, and Council Member Jeff Turner CITY EMPLOYEES PRESENT: Kyle Laws, City Manager; Boyd Davis, Assistant City Manager; Ryan Harvey, Administrative Services Director; and Casey Arnold, City Recorder VISITORS: Rob Ortega 1. Discussion of Arlene Ross Recognition Plaque – Mr. Kyle Laws
Mr. Laws stated that the Military Memorial Committee has been discussing installing some sort of recognition plaque at the Memorial to recognize Arlene Ross for her efforts in organizing the Committee, fundraising efforts, etc. There was some confusion as to whether this would be a memorial, or a recognition and the Committee’s unanimous view was that it would be a recognition. Originally, the plaque was going to state something like “In Memory Of” followed by a recognition of her efforts. Council Member Petersen has been working closely with the Committee to come up with something that would satisfy the purpose of the recognition and meet the City’s desires. The Committee as a whole wished to recognize Mrs. Ross, but was concerned about memorializing her, because of the fact that it is a Military Memorial, and she was not military. Mr. Ross of the Committee had ordered another piece of granite, 18”x18”x4’, for the recognition to be etched on, but the Committee was divided on whether the recognition should be on the same type and color of granite, since that might tie it too closely to the actual Military Memorial. Another option would be to have a separate post with a plaque. Council Member Petersen stated that he felt either option would be suitable, and left the decision up to the Committee. The Committee ultimately decided to use the granite slab for the recognition, and after further discussion, decided that it will be placed along the walking path to the Military Memorial and that the words “In Memory Of” would not be used. Council Member Chatterton inquired as to whether the other members of the Committee would be recognized as well. Council Member Petersen stated that it was a unanimous view that Mrs. Ross should be recognized for her efforts, because without her, the project never would have happened. However, if other people were to be recognized, it then becomes more difficult to decide what level of contribution would qualify. The Committee decided that at the
Mayor Erik Craythorne
Council Gary Petersen, Mayor Pro Tem
Jerry Chatterton Andy Dawson
R. Kent Henderson Jeffrey Turner
City Manager
Kyle Laws
dedication, there would be a written and verbal recognition of the names of all those involved. Mr. Laws commented that the language of the recognition will recognize her efforts in organizing the actual Committee, so the Committee as a whole will be recognized as well. Council Member Chatterton wished that the individual names of the Committee members be listed as well. Council Member Petersen commented that one of the issues with that is that there are many individuals not on the actual Committee, but whose efforts have largely contributed to the project and they should be recognized as well. The Committee made the decision that just Mrs. Ross be recognized individually, and then the Committee as a whole. Mr. Laws stated that the language will designate it as a recognition and not a memorial to her. The Council supported the Committee’s decisions on the details of the recognition.
2. Discussion Regarding the Torroweap Subdivision – Mr. Boyd Davis
Mr. Davis stated that the subdivision is located just east of the Pheasant Creek subdivision. The Pheasant Creek subdivision has had a significant amount of draining and flooding issues, and the Council has previously stated its concerns on how Torroweap will affect Pheasant Creek, and also if it will have the same water issues. In response to these issues, the developers redesigned the site to drain to the west through a pipe in the side yard of an existing home. The Planning Commission was hesitant to approve this, as it is not preferable to install a drain in the side yard of a home, but it appears to be the best option. The first design was to drain the subdivision to the south to the existing storm drain on 1300 N, but this would have required the entire site to be filled, creating a 5ft. drop off from the back of the lots to the existing homes, increasing the chance of flooding for those homes. They found that by installing a drain through the side yard, the site will drain better, and they will be able to connect to the drainage system in Pheasant Creek, which has capacity for the subdivision. There is also enough capacity in the existing retention pond in Pheasant Creek to collect for this subdivision as well. In addition, the developer is planning to install yard boxes in each of their lots, which will significantly help the water issues of the adjoining lots between the two subdivisions. There is currently a public utility easement on the side yard of the property where the drain will be located. The Council wanted to ensure that the developers work with the homeowner of the property to adequately restore the property after the installation of the drain. Council Member Petersen wanted clarification on if the City has the right to access the easement, and how it will then grant access to the developer. The Council directed Staff to research how the right to access the easement is handled. Mr. Davis stated that even with these improvements, the basements of these homes will only be able to be two to three feet into the ground. The homes in Pheasant Creek have basements of three to four feet. Council Member Henderson stated that some of those homes were having to run multiple water pumps 24 hours a day to avoid flooding. Mr. Davis believes that the drainage design of the Torroweap Subdivision will actually mitigate some of Pheasant Creek’s issues. The Torroweap Subdivision is on the Planning Commission’s next agenda for approval before coming to Council for final approval on October 4th.
The Administrative Session adjourned.
West Point City Council Meeting 3200 West 300 North
West Point City, UT 84015 September 20, 2016
General Session 7:00 pm – Council Room
Minutes for the West Point City Council General Session held at the West Point City Hall, 3200 West 300 North, West Point City, Utah 84015 on September 20th, 2016 at approximately 7:00 pm with acting Mayor Pro Tem Chatterton presiding, per vote. Due to the absence of both Mayor Craythorne and Mayor Pro Tem Petersen, during the Administrative Session, Council Member Chatterton offered to be acting Mayor Pro Tem to preside over the meeting, which became a motion to. Council Member Henderson seconded the motion. All were in favor. MAYOR AND COUNCIL MEMBERS PRESENT – Council Member Kent Henderson, Council Member Jerry Chatterton, and Council Member Andy Dawson EXCUSED – Mayor Erik Craythorne, Council Member Gary Petersen, and Council Member Jeff Turner CITY EMPLOYEES PRESENT – Kyle Laws, City Manager; Boyd Davis, Assistant City Manager; Ryan Harvey, Administrative Services Director; and Casey Arnold, City Recorder VISITORS PRESENT – Rob Ortega, James Davis, Makayla Davis, Ken Strong, and Doug Zaugg
1. Call to Order – Council Member Chatterton welcomed those in attendance. 2. Pledge of Allegiance – Repeated by all 3. Prayer – Given by Council Member Dawson 4. Communications and Disclosures from City Council and Mayor
Council Member Henderson – no comment
Council Member Dawson – no comment
Council Member Chatterton – disclosed that he is the developer of Item 10 on the Agenda, KenneVic Place Subdivision
5. Communications from Staff Staff had no comment.
6. Citizen Comment Follow-Up
Mr. Laws stated that there were no citizen comments at the previous meeting.
7. Citizen Comment James Davis – 188 N 2000 W: Mr. Davis’ daughter, Makayla, stated that on her way home from school yesterday, she was almost hit by a car, and she did not feel safe. Mr. Davis provided the Council with a map of the location of his home and where the bus stop is in relation. To ride the bus, he has been told that he must live 1.5 miles away
Mayor Erik Craythorne
Council Gary Petersen, Mayor Pro Tem
Jerry Chatterton Andy Dawson
R. Kent Henderson Jeffrey Turner
City Manager
Kyle Laws
from the school. From his property line to the very closest edge of the school property is 1.48 miles. He has spoken with school officials at Lakeside Elementary, and they have confirmed that they are not allowed to ride the bus and there is nothing they can do because he does not meet the requirement. He has been waiting for a return phone call from the Superintendent to discuss the issue, and he has also contacted Mr. David Roberts with the District transportation, who has also told him that there is nothing he can do either. When he contacted the City, he was told to come to the meeting and address the Council. There are no crossing guards at the corner of 300 N and 2000 W, and the traffic along 2000 W has increased to the point where it is almost impossible to even exit their driveway. There are also no bicycle lanes or wide shoulders along 2000 W, and his kids are not able to travel to school safely. There have been many accidents along 2000 W, shutting the road down and forcing them to find an alternate route to take them to school. Each route to the school from his home is over 1.5 miles, yet they are still being denied access to the bus. Council Member Chatterton stated that having been a school bus driver previously, he knows that those rules are set, but believes there may be exceptions for busy roads. Mr. Davis replied that so far, all those he has contacted have told him that there would be no exceptions for his situation. Mr. Davis went on to state that the entire neighborhood around him is bussed; his home is the only one affected by this rule – kids that live 100 feet around the corner are being bussed. If you measured from the school’s door to his front door, it is over the 1.5 miles. The Council turned the issue over to Staff to research what the City would be available to do. Doug Zaugg – 438 N 3000 W: Thanked the City for repairing the manhole cover in front of his dad’s home.
8. Consideration of Approval of Minutes from the September 6, 2016 City Council Meeting Council Member Henderson motioned to approve the minutes from the September 6, 2016 City Council Meeting Council Member Dawson seconded the motion The Council unanimously agreed
9. Consideration of Approval of Ordinance No. 09-20-2016A, Approving Amendments to the West Point City Street Cut Permit Policy – Mr. Boyd Davis Mr. Laws stated that Staff’s goal in revising the street cut policy is to protect the new roads in the City, and make sure that there is a specific policy in place to insure the integrity of the roads. Mr. Davis stated that after the last discussion with Council, Staff has added into the revised policy additional requirements for street cuts done in the winter months, and an item that all patches be inspected by City Staff. Council Member Chatterton inquired as to whether there was a specification of “winter months”, to which Mr. Davis stated that a separate part of the Code designates a temperature requirement, and he will add a reference to that section in the amendment. The previous discussion also defined new roads in the City as three years or newer, but Mr. Davis recommends changing that to five years. An additional recommendation from Mr. Davis is that regardless of the age of the road, if it is a collector road, any patch has to be the full width of the travel lane. The Council agreed with those additional recommendations. Staff recommends approval of the Ordinance, subject to the changes discussed.
Council Member Dawson motioned to approve Ordinance No. 09-20-2016A, Approving Amendments to the West Point City Street Cut Permit Policy Council Member Henderson seconded the motion Roll Call Vote
Council Member Turner – Excused Council Member Henderson – Aye Council Member Petersen – Excused
Council Member Chatterton – Aye Council Member Dawson – Excused
The Council unanimously agreed.
10. Consideration of Final Approval of the KenneVic Subdivision Located at 3500 W 550 N – Mr. Boyd Davis
Mr. Davis stated that the KenneVic Subdivision is a five lot subdivision at 3400 W 550 N along an existing street. After discussions at the previous Council meeting, there were three items that still needed to be addressed. One issue was that there is an existing home, and the question of whether or not that lot would be included as part of this subdivision. It was decided that it would be its own parcel and not part of the KenneVic subdivision, but in future similar situations, the Council would like to see existing single lots be included in any new subdivision plats. The second issue regarded the street cuts that would be necessary, and the developer has agreed to follow the new street cut requirements, as well as chip seal the entire street. The third issue is in regards to the sidewalk width, and whether the developer would be required to install 4 ft. sidewalks to match the existing sidewalks, or 5 ft. sidewalks as the Code states. Council never came to a consensus on the issue, and the Planning Commission has recommended a 4 ft. sidewalk. Staff would like direction from the Council as to their interpretation of the applicable Code which states: I. Sidewalks. The minimum of five-foot sidewalks shall be required in all subdivision where in the opinion of
the planning commission they will be necessary for reasons of safety and public welfare. Council Member Chatterton stated that he had read a different part of the Code stating that the Council could accept the Planning Commission’s recommendation and not require a minimum 5 ft. sidewalk. Council Member Henderson stated that according to the part of the Code presented, a 5 ft. sidewalk would have to be required. Mr. Davis commented that it seems that there are two interpretations to this code: one is that the Planning Commission can make a recommendation for the width of the sidewalk to be required, and the other interpretation is that if the Planning Commission recommends that a sidewalk be required, it must be a minimum of 5 ft. Both Staff and Planning Commission are of the opinion that a sidewalk is necessary. Council Member Henderson stated that he believes the Ordinance requires a 5 ft. sidewalk. Council Member Dawson agreed with that. With that consensus, Mr. Davis recommended approval of the KenneVic Subdivision, with the requirement for a 5 ft. sidewalk. Council Member Henderson motioned to approve the KenneVic Subdivision Council Member Dawson seconded the motion
Council Member Henderson motioned to amend his motion to include the requirement of a 5ft. sidewalk in the approval of the KenneVic Subdivision Council Member Dawson amended his second The Council unanimously agreed
11. Motion to Adjourn the General Session
Council Member Dawson motioned to adjourn the General Session Council Member Henderson seconded the motion The Council unanimously agreed
October 4, 2016 October 4, 2016 MAYOR ERIK CRAYTHORNE DATE CASEY ARNOLD, CITY RECORDER DATE
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Subject: Torroweap Subdivision Author: Boyd Davis Department: Community Development Date: October 4, 2016 Background This Subdivision was discussed at a previous Council meeting and some concerns were raised about the drainage and impacts on the existing homes to the west. Since that discussion we have received final plans that give us more details of how they plan to address the issues. This report will summarize the details of those plans. This subdivision will be reviewed by the Planning Commission on September 29th. Analysis The subdivision consists of 12 lots on a cul-de-sac that is approximately 600 ft. long. Originally they planned to drain the subdivision to the south to the existing storm drain on 1300 North. However, this required that the entire site be filled to a depth of approximately 5 ft. and created a drop off from the back of the lots to the existing homes on the north and west. They have since redesigned the site to drain to the west through the side yard of an existing home. Although it is not preferred to install a drain through the side yard of a home, it appears to be an option that could work. With that said, staff would like the Council’s opinion and direction on this option.
The storm drain in the Pheasant Creek Subdivision, to the west, has capacity for this project. It also has capacity in the existing detention pond. This means that the new subdivision would not need to build their own detention pond, if the Council agrees to this.
The new subdivision also plans to install yard drains and a shallow land drain. All of these items will greatly help the drainage situation and will likely help the existing homes to the west.
Recommendation Staff recommends final approval of the Torroweap Subdivision. Significant Impacts None Attachments Plat
City Council Staff Report
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Subject: Release of Warranty Author: Boyd Davis Department: Community Development Date: October 4, 2016 Background The Bartholomew Lane Subdivision, developed by a group of developers, is located at 3600 W 1300 N. Phase 2 was placed on warranty in May 6, 2014 and has now completed the required one year warranty period. The developers are requesting that it be removed from warranty. Analysis An inspection of the improvements in Bartholomew 2 was done in June in anticipation of the end of the warranty period. A punch list of items that needed to be repaired/replaced before the end of the warranty period was given to the developer. A second inspection was done in August and all of the items listed on the punch list have been completed. Recommendation Staff recommends that the Bartholomew Lane Ph. 2 Subdivision be removed from warranty. Significant Impacts None Attachments None
City Council Staff Report
