October 10, 2012
MINUTES OF THE VINEYARD TOWN COUNCIL MEETING Vineyard Town Hall, 240 East Gammon Road, Vineyard, Utah October 10, 2012 PRESENT – Mayor Randy Farnworth Councilmember Sean Fernandez Councilmember Norm Holdaway
ABSENT – Councilmember Jeff Gillespie Councilmember Nathan Riley
Staff Present: Town Engineer Don Overson, Water Operator Sullivan Love, Town Planner Nathan Crane, Town Clerk/Recorder Debra Cullimore Others Present: Vineyard Resident Arthur Pheysey The Vineyard Town Council held a Regular Meeting Wednesday, October 10, 2012, beginning at 7:00 p.m. The invocation was offered by Sean Fernandez.
Regular Session – The meeting was called to order at 7:05 p.m. MINUTES REVIEW AND APPROVAL – The Council reviewed the minutes of the meeting of September 26, 2012 COUNCILMEMBER FERNANDEZ MOVED TO APPROVE THE MINUTES OF THE MEETING OF SEPTEMBER 26, 2012. COUNCILMEMBER HOLDAWAY SECONDED THE MOTION. ALL PRESENT VOTED IN FAVOR. THE MOTION CARRIED. PLANNING COMMISSION UPDATE AND RECOMMENDATIONS TO THE COUNCIL - Planning Commission Liaison Norman Holdaway Councilmember Holdaway had no business to forward from the Planning Commission. STAFF REPORTS – Planner, Nathan Crane – Mr. Crane reported briefly on a possible sale of the Homesteads project property. Details will be forwarded to the Council as they become available. Engineer, Don Overson – JUB Engineers – Mr. Overson reported on the status of the RDA Project. He stated that striping on Center Street will be corrected at the time striping is completed on Phase 1 of the RDA projects. Water Operator Technician – Sullivan Love – Mr. Love had no items to report. Attorney – David Church – Mr. Church was not present at the meeting.
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Utah County Sheriff’s Department – Deputy Collin Gordon – Deputy Gordon was not present at the meeting. Financial Report – Town Treasurer, Nathan Riley – Councilmember Riley was not present at the meeting. Town Clerk/Recorder – Ms. Cullimore had no items to report. BUSINESS ITEMS – 5.1 – Discussion – Utility Rate Adjustment. Town Engineer, Don Overson, will present information regarding a possible utility rate adjustment. The proposed adjustment is being considered to generate necessary revenue for operational costs as well as maintenance, repair or replacement of utility infrastructure systems as necessary in the future. Mr. Overson explained that existing infrastructure systems are relatively new and will not likely require significant repairs or maintenance for ten to fifteen years. However, utility rates do not currently generate adequate revenue to cover operational and future repair and maintenance costs. Mr. Overson went on to review current water rates, including fees paid to Orem City. He noted that the Town currently has approximately 115 water connections, which generate approximately $2,400 per month with a base rate of $20 for the first 12,000 gallons, and $1.40 for each additional 1000 gallons. Vineyard’s monthly cost for water is approximately $12,700 per month, which creates a deficit in the water fund each month. Councilmember Fernandez inquired as to how often residents go over the 12,000 gallon base rate. Mr. Love stated that residents exceed the base rate as new lawns are established and in the summer month. He stated that he will compile information for the Council regarding average usage prior to the next discussion regarding utility rates. Mr. Overson went on to review sewer rates, which are currently $17.36 per month per connection. He stated that Orem sewer treatment costs the Town $12.42 per month, and treatment through Timpanogos Special Service Districts costs the Town $27.15 per month per connection. He noted that replacement cost for sewer infrastructure would be approximately $5 million, and that the current rate structure does not generate adequate revenue to cover these costs in the future. Councilmember Fernandez inquired as to practices in other communities which generate revenue over operational costs. Mr. Overson stated that in reviewing the rate structures of 12-14 Utah communities with similar population to that of Vineyard, each rate structure is unique based on specific needs and circumstances of that community. He suggested that the Council consider implementing a plan to begin to generate additional revenue which could be increased incrementally over time. Councilmember Fernandez felt that this is would be an appropriate time to consider rate adjustments before additional new residents move into the community and an expectation of the lower rate is established. Mr. Overson noted that utility rates are constantly evolving, and that future adjustments will be necessary as growth occurs and needs change. He suggested the possibility of a graduated rate which would include higher usage rates for high water users, such as FedEx. He noted that the graduated rate also has the potential to encourage conservation. Page 2 of 4; October 10, 2012, Vineyard Town Council Meeting
An unidentified audience member suggested that a rate structure which would increase costs for new and future residents without impacting long-time residents could be considered. Mayor Farnworth noted that such a structure would be difficult to implement, noting that it would be difficult to determine which residents would be charged which rate. Councilmember Fernandez observed that long-time residents also use the infrastructure which will require repairs or replacement in the future, and that it is reasonable for all residents to participate in any rate adjustments. Mr. Overson will prepare more detailed information and proposed rate adjustments for review and discussion for the November 14, 2012 Town Council meeting. 5.2 – Discussion and Action – Opening of 400 South west of Holdaway Road. The Mayor and Council will review and possibly act to approve cost estimates for necessary improvements to remove the existing Jersey Barriers and open 400 South street west of Holdaway Road. Mayor Farnworth noted that this discussion began during the previous Town Council meeting. He stated that he has discussed this issue with Mr. Overson, and that Mr. Overson suggested the possibility of opening the road temporarily and completing a traffic count study to determine whether traffic flow would increase significantly if the road is opened. Councilmember Fernandez observed that once the road is opened it would be difficult to close it if the study finds that traffic flow would increase beyond the capacity the road is designed for. Councilmember Fernandez went on to discuss an email sent to the Council by Councilmember Riley which listed concerns regarding the width and the condition of the roadway, as well as the absence of street lighting and sidewalk. Councilmember Fernandez stated that he felt the concerns expressed by Councilmember Riley were valid concerns, and that he would be hesitant to open the access without fully improving the roadway. Mayor Farnworth stated that his concern is to provide a secondary emergency access rather than a second ingress/egress. Councilmember Fernandez felt that a traffic count would not be appropriate at this time, and that crash gates should be installed to provide emergency vehicle access without opening the road for public use. Mayor Farnworth agreed that removal of the concrete barriers and installation of a crash gate would address safety concerns. He called for further comments or discussion. Hearing none, he called for a motion. COUNCILMEMBER HOLDAWAY MOVED TO AUTHORIZE MR. OVERSON TO ESTABLISH COSTS ASSOCIATED WITH INSTALLATION OF CRASH GATES AND REMOVAL OF CONCRETE BARRIERS ON 400 SOUTH AT HOLDAWAY ROAD. MAYOR FARNWORTH SECONDED THE MOTION. ALL PRESENT VOTED IN FAVOR. THE MOTION CARRIED UNANIMOUSLY WITH TWO ABSENT. 5.3 – Discussion and Action – Resolution #2012-3, Utility Waiver for Active Duty Military Families. The Mayor and Council will review and possibly act to approve Resolution #2012-3 Approving and Authorizing Waiver of Certain Utility Fees for Active Duty Military Families. Councilmember Fernandez stated that he is favor of authorizing utility waivers for active duty military families. He observed that the recent signing of the Community Covenant implies that the Page 3 of 4; October 10, 2012, Vineyard Town Council Meeting
Town will support military families in any way possible. Mayor Farnworth called for further comments or discussion. Hearing none, he called for a motion. COUNCILMEMBER FERNANDEZ MOVED TO APPROVE RESOLUTION #2012-3 APPROVING AND AUTHORIZING WAIVER OF CERTAIN UTILITY FEES FOR ACTIVE DUTY MILITARY FAMILIES. COUNCILMEMBER HOLDAWAY SECONDED THE MOTION. ALL PRESENT VOTED IN FAVOR. THE MOTION CARRIED UNANIMOUSLY WITH TWO ABSENT. OPEN SESSION – Mayor Farnworth called for comments from the audience. Arthur Pheysey stated that he had attended the meeting to hear the discussion regarding opening of 400 South. He stated that he felt comfortable with the decision made by the Council. COUNCILMEMBER’S REPORTS – Councilmember Riley – Councilmember Riley was not present at the meeting. Councilmember Holdaway – Councilmember Holdaway inquired as to whether No Parking signs had been removed from the area around the sports complex. He stated that the poles are still in place but the signs are missing. Mayor Farnworth stated that the signs must have been stolen and would need to be replaced. Councilmember Gillespie – Councilmember Gillespie was not present at the meeting. Councilmember Fernandez – Councilmember Fernandez had no items to report. MAYOR’S REPORT – Mayor Farnworth reported that water rights have been a topic of conversation at recent Council of Governments meeting. He also reported that Utah Valley University is joining the Western Athletic Conference (WAC), but that the WAC is discontinuing their football program. ADJOURNMENT – The meeting was adjourned by consensus at 8:01 p.m. The next regular Town Council Meeting is scheduled for October 24, 2012. MINUTES APPROVED ON – November 14, 2012
CERTIFIED CORRECT BY ______________________________ DEBRA CULLIMORE, TOWN CLERK/RECORDER
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ABSENT – Councilmember Jeff Gillespie Councilmember Nathan Riley
Staff Present: Town Engineer Don Overson, Water Operator Sullivan Love, Town Planner Nathan Crane, Town Clerk/Recorder Debra Cullimore Others Present: Vineyard Resident Arthur Pheysey The Vineyard Town Council held a Regular Meeting Wednesday, October 10, 2012, beginning at 7:00 p.m. The invocation was offered by Sean Fernandez.
Regular Session – The meeting was called to order at 7:05 p.m. MINUTES REVIEW AND APPROVAL – The Council reviewed the minutes of the meeting of September 26, 2012 COUNCILMEMBER FERNANDEZ MOVED TO APPROVE THE MINUTES OF THE MEETING OF SEPTEMBER 26, 2012. COUNCILMEMBER HOLDAWAY SECONDED THE MOTION. ALL PRESENT VOTED IN FAVOR. THE MOTION CARRIED. PLANNING COMMISSION UPDATE AND RECOMMENDATIONS TO THE COUNCIL - Planning Commission Liaison Norman Holdaway Councilmember Holdaway had no business to forward from the Planning Commission. STAFF REPORTS – Planner, Nathan Crane – Mr. Crane reported briefly on a possible sale of the Homesteads project property. Details will be forwarded to the Council as they become available. Engineer, Don Overson – JUB Engineers – Mr. Overson reported on the status of the RDA Project. He stated that striping on Center Street will be corrected at the time striping is completed on Phase 1 of the RDA projects. Water Operator Technician – Sullivan Love – Mr. Love had no items to report. Attorney – David Church – Mr. Church was not present at the meeting.
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Utah County Sheriff’s Department – Deputy Collin Gordon – Deputy Gordon was not present at the meeting. Financial Report – Town Treasurer, Nathan Riley – Councilmember Riley was not present at the meeting. Town Clerk/Recorder – Ms. Cullimore had no items to report. BUSINESS ITEMS – 5.1 – Discussion – Utility Rate Adjustment. Town Engineer, Don Overson, will present information regarding a possible utility rate adjustment. The proposed adjustment is being considered to generate necessary revenue for operational costs as well as maintenance, repair or replacement of utility infrastructure systems as necessary in the future. Mr. Overson explained that existing infrastructure systems are relatively new and will not likely require significant repairs or maintenance for ten to fifteen years. However, utility rates do not currently generate adequate revenue to cover operational and future repair and maintenance costs. Mr. Overson went on to review current water rates, including fees paid to Orem City. He noted that the Town currently has approximately 115 water connections, which generate approximately $2,400 per month with a base rate of $20 for the first 12,000 gallons, and $1.40 for each additional 1000 gallons. Vineyard’s monthly cost for water is approximately $12,700 per month, which creates a deficit in the water fund each month. Councilmember Fernandez inquired as to how often residents go over the 12,000 gallon base rate. Mr. Love stated that residents exceed the base rate as new lawns are established and in the summer month. He stated that he will compile information for the Council regarding average usage prior to the next discussion regarding utility rates. Mr. Overson went on to review sewer rates, which are currently $17.36 per month per connection. He stated that Orem sewer treatment costs the Town $12.42 per month, and treatment through Timpanogos Special Service Districts costs the Town $27.15 per month per connection. He noted that replacement cost for sewer infrastructure would be approximately $5 million, and that the current rate structure does not generate adequate revenue to cover these costs in the future. Councilmember Fernandez inquired as to practices in other communities which generate revenue over operational costs. Mr. Overson stated that in reviewing the rate structures of 12-14 Utah communities with similar population to that of Vineyard, each rate structure is unique based on specific needs and circumstances of that community. He suggested that the Council consider implementing a plan to begin to generate additional revenue which could be increased incrementally over time. Councilmember Fernandez felt that this is would be an appropriate time to consider rate adjustments before additional new residents move into the community and an expectation of the lower rate is established. Mr. Overson noted that utility rates are constantly evolving, and that future adjustments will be necessary as growth occurs and needs change. He suggested the possibility of a graduated rate which would include higher usage rates for high water users, such as FedEx. He noted that the graduated rate also has the potential to encourage conservation. Page 2 of 4; October 10, 2012, Vineyard Town Council Meeting
An unidentified audience member suggested that a rate structure which would increase costs for new and future residents without impacting long-time residents could be considered. Mayor Farnworth noted that such a structure would be difficult to implement, noting that it would be difficult to determine which residents would be charged which rate. Councilmember Fernandez observed that long-time residents also use the infrastructure which will require repairs or replacement in the future, and that it is reasonable for all residents to participate in any rate adjustments. Mr. Overson will prepare more detailed information and proposed rate adjustments for review and discussion for the November 14, 2012 Town Council meeting. 5.2 – Discussion and Action – Opening of 400 South west of Holdaway Road. The Mayor and Council will review and possibly act to approve cost estimates for necessary improvements to remove the existing Jersey Barriers and open 400 South street west of Holdaway Road. Mayor Farnworth noted that this discussion began during the previous Town Council meeting. He stated that he has discussed this issue with Mr. Overson, and that Mr. Overson suggested the possibility of opening the road temporarily and completing a traffic count study to determine whether traffic flow would increase significantly if the road is opened. Councilmember Fernandez observed that once the road is opened it would be difficult to close it if the study finds that traffic flow would increase beyond the capacity the road is designed for. Councilmember Fernandez went on to discuss an email sent to the Council by Councilmember Riley which listed concerns regarding the width and the condition of the roadway, as well as the absence of street lighting and sidewalk. Councilmember Fernandez stated that he felt the concerns expressed by Councilmember Riley were valid concerns, and that he would be hesitant to open the access without fully improving the roadway. Mayor Farnworth stated that his concern is to provide a secondary emergency access rather than a second ingress/egress. Councilmember Fernandez felt that a traffic count would not be appropriate at this time, and that crash gates should be installed to provide emergency vehicle access without opening the road for public use. Mayor Farnworth agreed that removal of the concrete barriers and installation of a crash gate would address safety concerns. He called for further comments or discussion. Hearing none, he called for a motion. COUNCILMEMBER HOLDAWAY MOVED TO AUTHORIZE MR. OVERSON TO ESTABLISH COSTS ASSOCIATED WITH INSTALLATION OF CRASH GATES AND REMOVAL OF CONCRETE BARRIERS ON 400 SOUTH AT HOLDAWAY ROAD. MAYOR FARNWORTH SECONDED THE MOTION. ALL PRESENT VOTED IN FAVOR. THE MOTION CARRIED UNANIMOUSLY WITH TWO ABSENT. 5.3 – Discussion and Action – Resolution #2012-3, Utility Waiver for Active Duty Military Families. The Mayor and Council will review and possibly act to approve Resolution #2012-3 Approving and Authorizing Waiver of Certain Utility Fees for Active Duty Military Families. Councilmember Fernandez stated that he is favor of authorizing utility waivers for active duty military families. He observed that the recent signing of the Community Covenant implies that the Page 3 of 4; October 10, 2012, Vineyard Town Council Meeting
Town will support military families in any way possible. Mayor Farnworth called for further comments or discussion. Hearing none, he called for a motion. COUNCILMEMBER FERNANDEZ MOVED TO APPROVE RESOLUTION #2012-3 APPROVING AND AUTHORIZING WAIVER OF CERTAIN UTILITY FEES FOR ACTIVE DUTY MILITARY FAMILIES. COUNCILMEMBER HOLDAWAY SECONDED THE MOTION. ALL PRESENT VOTED IN FAVOR. THE MOTION CARRIED UNANIMOUSLY WITH TWO ABSENT. OPEN SESSION – Mayor Farnworth called for comments from the audience. Arthur Pheysey stated that he had attended the meeting to hear the discussion regarding opening of 400 South. He stated that he felt comfortable with the decision made by the Council. COUNCILMEMBER’S REPORTS – Councilmember Riley – Councilmember Riley was not present at the meeting. Councilmember Holdaway – Councilmember Holdaway inquired as to whether No Parking signs had been removed from the area around the sports complex. He stated that the poles are still in place but the signs are missing. Mayor Farnworth stated that the signs must have been stolen and would need to be replaced. Councilmember Gillespie – Councilmember Gillespie was not present at the meeting. Councilmember Fernandez – Councilmember Fernandez had no items to report. MAYOR’S REPORT – Mayor Farnworth reported that water rights have been a topic of conversation at recent Council of Governments meeting. He also reported that Utah Valley University is joining the Western Athletic Conference (WAC), but that the WAC is discontinuing their football program. ADJOURNMENT – The meeting was adjourned by consensus at 8:01 p.m. The next regular Town Council Meeting is scheduled for October 24, 2012. MINUTES APPROVED ON – November 14, 2012
CERTIFIED CORRECT BY ______________________________ DEBRA CULLIMORE, TOWN CLERK/RECORDER
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