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Minutes - 2024 - City Council - 12/17/2024 - Special EAGLE CITY COUNCIL MEETING MINUTES December 17, 2024 1. CALL TO ORDER: Mayor Pike calls the meeting to order at 5:30 p.m. 2. ROLL CALL: Present: GINDLESPERGER, MAY, RUSSELL, KVAMME. Absent: A quorum is present. 3.PLEDGE OF ALLEGIANCE: Mayor Pike leads the Pledge of Allegiance. Mayor invites the group from the Light of the World Giving Machines to provide an overview of their organizations purpose. 4. CONSENT AGENDA: ALL CONSENT AGENDA ITEMS ARE CONSIDERED ACTION ITEMS. Consent Agenda items are considered to be routine and are acted on with one motion. There will be no separate discussion on these items unless the Mayor, a Councilmember, member of City Staff, or a citizen requests an item to be removed from the Consent Agenda for discussion. Items removed from the Consent Agenda will be placed on the Regular Agenda in a sequence determined by the City Council.Any item on the Consent Agenda which contains written Conditions of Approval from the City of Eagle City Staff, Planning & Zoning Commission, or Design Review Board shall be adopted as part of the City Council's Consent Agenda approval motion unless specifically stated otherwise. A. Claims Against the City. B. Permanent Pathway Easement Agreement Between the City of Eagle and Criterion Land Management for a Public Pathway within Hevostila Estates Subdivision: Criterion Land Management is requesting approval of three(3)permanent pathway easement agreements for the public pathways located within Hevostila Estates Subdivision. The 12.14-acre site is located on the south side of East Floating Feather Road, approximately 355-feet west of the intersection of North Falling Water Avenue and East Floating Feather Road at 2385 East Floating Feather Road. (HSD) C. Award of Construction Contract for Roofing Services for the Orville Jackson House: Council rescinds the award granted on November 11,2024,to Mark Guho Corporation and awards the roofing bid as follows. The lowest bid received was submitted by Madison Roofing. Staff is requesting Council award the bid and authorize the City to enter into a construction services contract between the City of Eagle and Madison Roofing for roofing services for the city owned structure located at 127 S.Eagle Road in an amount not to exceed$45,100.00. In addition, should sheeting damage be encountered, Council pre-authorizes a Change Order for an additional $3,500 to address such repairs. Review and authorization by the Public Works Director and Mayor shall be required prior work associated with change order.(ACD&ELZ) Kvamme requests item B be pulled from the agenda. Russell Moves to approve Consent Agenda items 4A and 4C. Seconded by May. GINDLESPERGER AYE; KVAMME AYE; MAY AYE; RUSSELL AYE.ALL AYE...MOTION CARRIES. Kvamme asks for clarification on the exhibits that were not included in the packet item. Vaughan suggests that the Council can either continue the item or make a motion to pass and ensure that the exhibits get incorporated. City Attorney Villegas states that the exhibits are in the packet as he can see. Page 1 K:\COUNCIL\MINUTES\2024\CC-12-17-24mi nsp.docx Kvamme Moves to continue the item to the next meeting. Seconded by Gindlesperger. GINDLESPERGER AYE; KVAMME AYE; MAY AYE;RUSSELL AYE.ALL AYE...MOTION CARRIES. 5. REPORTS: A. City Board,Committee and Commission Reports: Representatives from City Boards, Committees and Commissions will provide a brief"year in review report" as well as discuss any questions they may have regarding the established duties for each as identified in City Code or Resolution. (BKP) Arts Advisory Committee Conservation Advisory Committee Design Review Board Development Impact Fee Advisory Committee Historic Preservation Commission Library Board Parks,Pathways and Recreation Commission Planning and Zoning Commission Urban Renewal Agency Mayor Pike introduces the item and calls up each board and commission to provide a report. Arts Committee,no one is present. Conservation Advisory Committee, Charlie Buan, 5011 West Clearfield Street,Eagle,Idaho. Chairman Baun provides an overview of the Conservation Advisory Committee's purpose. Some of the things they are working on are considering a wetlands bank at Charlie Wood Park, big game signage at HWY 55,control of noxious weed and farm preservation. The committee members are all technical experts and are available should the City need an expertise. Design Review Board,Walt Lindgren, 139 North 2nd Street,Eagle,Idaho. The Design Review Board is a recommending Body to the Council. There are 7 members who are technical experts. Their goal is to take the information that the staff provides them with and make a sound decision based on design standards. They want to make sure they provide Council a good decision so council can make a final deliberation. The Board has discussed reviewing and updating the EASD and enhancing it with staff. Development Impact Fee Advisory Committee,no one is present. Historic Preservation Commission,Alana Dunn is the Museum Curator and member of the Commission. They meet 4 times a year and are an advisory commission. They have received 2 grants this past year.They are currently working on the Jackson House and updating the local registry. Library Board,Brian Almon, 864 North Player Avenue,Eagle,Idaho. The board meets once a month. They are tasked to make high level policy decisions for the public library. This year they have focused on the relocation of books due to the legislation that has passed. They are focusing on growth and have a strategic plan and hope to expand the library to keep up with the growth of the City. Page 2 K:\COUNCIL\MINUTES\2024\CC-12-17-24mi nsp.docx Parks,Pathways and Recreation Commission, Chairman Mike Huffaker,2302 North Fountainhead Way,Eagle,Idaho. The Commission has 7 members that are recommended by the Mayor.Huffaker provides a handout which incorporates the resolution establishing the commission and the duties that they are tasked with. Over the last year they have been commenting on open space and on the trails,pathways and sidewalks in new developments. Their biggest concern is the hope that their recommendations go to Council and that Council understands why they are recommending. They request semi-annual check ins with the Council. Reviews the concerns of the commission. Planning and Zoning Commission,Chairman Trent Wright, 1098 North Beachwood Court,Eagle, Idaho. The Commission is a recommending body that makes recommendations relating to land use. They meet twice a month,and it has been fantastic to view agendas online. Over the last year they have put in place a policy that gives 25 minutes for the representative and staff to present. This has encouraged more dialogue and smoother meetings. He praises the staff with how professional and knowledgeable they are. Urban Renewal Agency,Chairman Jerry Brickbill discusses the makeup of the agency,the budget and recent projects they have contributed to. 6. UNFINISHED BUSINESS: A. ACTION ITEM: Award of Fiber Bid Phase 1-4: Award of Fiber Bid Phase 1, 2, 3, and/or 4,and authorizing the Mayor to execute the agreement for the same. This item was continued from the December 10, 2024, meeting. (HECO&ELZ) Mayor Pike introduces the item. Public Works Director,Eric Ziegenfuss provides an overview of the fiber bid requests and the history of the fiber project.He requests Council direction and provides clarification to questions from the Council. Russell asks for clarification on the process on how to request CID funds from Valnova. A request for funding would need to be made by a formal request to Valnova and include what the cost would be.It would go through their board and manager for approval. May asks for clarification on phase 1 and 1 A and the logic behind it. May would like to see a phased approach and have connectivity to City parks and facilities. Gindlesperger would like to see it brought back to the Capital Plan. She would like to see the return of investment in taking it to Valnova. Kvamme is in agreement with the phase approach and start of phase 1. Start small and move forward with bigger phases of the project. Show the City that they are moving forward in a timely manner and show progress. City Attorney suggests moving the item to another date certain and add an item for the Capital Plan incorporation. Russell clarifies that they would like to see at the next meeting the overhead costs and what it would take for capital on segment A and weather that would be inhouse overhead or contracting out construction and management and operation. Page 3 K:\COUNCIL\M INUTES\2024\CC-12-17-24minsp.docx Russell moves to continue to first Council meeting in January agenda item 6A the Award of Fiber Bid Phases 1-4. Seconded by May. GINDLESPERGER AYE; KVAMME AYE; MAY AYE; RUSSELL AYE.ALL AYE...MOTION CARRIES. Russell makes a separate motion for staff to prepare a Capital Plan modification to include fiber. Seconded by Gindlesperger.GINDLESPERGER AYE; KVAMME AYE; MAY AYE; RUSSELL AYE.ALL AYE...MOTION CARRIES. 7. ADJOURNMENT: Gindlesperger moves to adjourn. Seconded by May. ALL AYE...MOTION CARRIES. He ring no further business,the Council meeting was adjourned. 00 R e lly mined: •01 OF Ed ••••••i H Y N. CSENCSITS, idCMC3' etc, D TY CITY CLERK i littl+SEAL APPROVED. •'•,`t�,�••�.;oRntE�. p*,� BRAD PIKE, MAYOR AN AUDIO RECORDING OF THIS MEETING IS AVAILABLE FOR DOWNLOAD AT WWW.CITYOFEAGLE.ORG. Page 4 K:\COUNCIL\MINUTES\2024\CC-12-17-24minsp.docx RESOLUTION NO. 16-34 A RESOLUTION AMENDING RESOLUTION NO. 12-11 CHANGING THE NAME OF THE PARKS AND PATHWAYS DEVELOPMENT COMMISSION,ADDING DUTIES TO THE COMMISSION; AND PROVIDING AN EFFECTIVE DATE. WHEREAS,the City Council of the City of Eagle deems it advisable that the Eagle Parks and Pathways Development Commission will advise recreation programs administered by the Parks and Recreation Department. NOW,THEREFORE BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF EAGLE,IDAHO,that Resolution 12-11,be amended with: Section 1: OFFICIAL NAME: The name of the Eagle Park and Pathway Development Committee shall be changed to the Eagle Parks,Pathways and Recreation anti- ways Development Commission which Commission shall be known and designated as such. The Commission shall still consist of seven(7)members who shall be appointed by the Mayor and confirmed by a majority vote of the City Council. Section 2: TERM OF OFFICE AND VACANCIES AND REMOVAL: The term of office for appointive members shall remain three(3)years unless deemed otherwise necessary. Said terms shall be staggered. The initial terms being a one year term consisting of three members,a two year term consisting of two members and three year term consisting of two members. All members shall be eligible for reappointment. If a vacancy shall occur during any unexpired term,the Mayor,with confirmation by a majority vote of the Council, shall appoint a member for the balance of such unexpired term. Commission members may be removed by a majority vote of the Council. Section 3: ORGANIZATION: A. Chairman and Vice Chairman, The Commission shall meet and appoint one of its members as Chairman of the Commission,who shall hold office as such Chairman for such term as the Commission shall so designate. The Commission shall elect a Vice Chairman who shall act as Chairman in the absence of the Chairman of the Commission. B. Clerk/Secretary of Commission: The Commission shall designate a Clerk,who may be an officer or employee of the City,who shall act as the Clerk or Secretary to the Commission and shall keep an accurate record of all proceedings of said Commission,and shall file, when ordered by the Commission,with the Connell,a report of all transactions of the Commission. C. Meetings: A Quorum must be established to conduct business. A Quorum shall be a majority of the Commission members appointed and sitting on the Commission at that time. (Example:If there are only 5 members currently sitting on the Commission,a Quorum would be 3 members).The Commission shall hold meetings each month for at least nine(9) months of the year, and at such other times as may be called by the Chairman or by the Mayor or City Council. D. Rules For Conduct Of Business: Written rules consistent with this Chapter and the laws of the State of Idaho for the transaction of business of the Commission shall be adopted E. Records Kept: Written records of meetings,hearings,resolutions, findings, studies,permits and actions shall be maintained and open to the public. F. Compensation: The members of the Parks and Pathways Development Commission shall serve and act without compensation,except that their actual and necessary expenses shall be allowed by the Council and the City shall provide the necessary and suitable equipment and supplies to enable the Commission to properly transact and perform its business. Section 4: DUTIES: A. The Commission shall serve in an advisory capacity and is established to: I. Create and recommend to the mayor and City Council an overall plan for parks,-and pathways,and recreation within the City of Eagle. 2. Review and make recommendations to the City Council on park and pathway land acquisition,and-development,improvement and maintenance. 3. Assist in the preparation of the park and pathway portion of the annual budget. 4. Conduct quarterly on site visits and compile a need assessment report to be presented to the mayor and City Council at a regularly scheduled meeting. 5. Represent the City of Eagle at meetings involving parks and pathways_ 6. Report quarterly to the mayor and City Council at a regularly scheduled meeting. Section 5: This Resolution shall be in effect from and after its passage and approval. Dated this /3 day of Doi (2016. CITY OF EAGLE Ada County,Idaho F..< "\._72- , STAN RIDGEWA e`' ..6f11 �� OF EA �.. s "'•,, MAYOR .•``�"t �••a.a4jrlF' s • © tr`: • ' a - re® o S ATTEST: 41 I. 4ea o ne UR 1 fae° o ps SHARON K.BERGMAN CITY CLERK (SEAL) -2- Commission Report on its Duties The Commission shall serve in an advisory capacity and is established to: 1. Create and recommend to the mayor and City Council an overall plan for parks, pathways and recreation within the City of Eagle. The City has this in its FY 2025-2029 plan.. See Recommendation handout 2. Review and make recommendations to the City Council on park and pathway land acquisition, development, improvement and maintenance. The Commission primarily does this through review of development applications. The review primarily consists of analyzing sidewalk and pathway specifications within the subdivision, connectivity of those sidewalks and pathways to adjoining subdivisions, and proposed uses of open space/park areas within the subdivision. The Commission has also provided recommendations when improvements to parks are being considered. 3. Assist in the preparation of the park and pathway portion of the annual budget. The Commission has not directly been involved in preparation of the annual budget. Our involvement in this area in previous years has been through recommendations of the Commission to the City Council of prioritized park and/or pathway projects, or individual recommendations of the Commissioners through the City's online process of recommendations 4. Conduct quarterly onsite visits and compile a need assessment report to be presented to the mayor and City Council at a regularly scheduled meeting. Individual Commission members use the parks and pathways and report of needs when necessary. In the past,the Commission has had scheduled visits to the greenbelt pathways and parks to be more aware of available resources and their conditions (this has been primarily for greenbelt and nearby pathways). 5. Represent the City of Eagle at meetings involving parks and pathways. We meet on the third Thursday of every month unless there are no agenda items to be considered. 6. Report quarterly to the mayor and City Council at a regularly scheduled meeting. This is our first meeting of this kind since the last election- A quarterly report may not be necessary,but an annual or semiannual report would be helpful to maintain adequate communication between the Commission and the Mayor and City Council. Pie in the Sky and Other Specific Concerns and Goals: 1) Establish a greenbelt connection from the East to Eagle Island State Park 2) Continue greenbelt from Eagle Island State Park to the west to connect with City of Star greenbelt system 3) A YMCA type recreational facility perhaps in conjunction with the City of Star or via a public/private partnership 4) Encourage ACHD to insist developers to install both sidewalks and bike paths in all developments and especially on our east-west corridors of Beacon Light and Floating Feather (Broken Arrow); not sidewalks only 5) Seek to establish more parks on the west side of Eagle PPRC Letter of Recommendation Regarding Parks, Trails and Open Space Master Plan "Dear Mayor Pike and Eagle City Council, We,the members of the City of Eagle's Parks, Pathways and Recreation Commission, are writing to you in unanimity regarding the creation and implementation of a Parks, Trails and Open Space Master Plan. We are aware that$100,000.00 is proposed for this project in the FY25 - FY29 Capital Projects budget, but that the same $100,000.00 was in the 2024 budget and was never utilized. We are extremely concerned that this budget item is not getting the attention it deserves. Specifically, we understand that this project needs the following: 1)to go out to solicitation via an RFP, 2) a complete inventory of existing Parks, Trails and Open Spaces; and, 3) specific staff members to be assigned to carry the project forward and accomplish real progress toward completion of the Plan. Without an existing Plan,the City really has no reliable, factual, or guided basis on which to intelligently plan, prioritize and create additional necessary parks,trails and open spaces. Our history in the City of Eagle indicates that our existing uses of parks,trails and open spaces, as well as planning for future parks, trails and open spaces, is one of the priorities of our citizenry, and is one of the assets of Eagle that makes it a uniquely attractive and quality place to live, work and play. We feel that for the Mayor and Council to not prioritize this project would be a negligent oversight of, cause harmful delays to, and be detrimental to the continued and essential development of these important resources. As a result,we request that you urgently take the steps mentioned above to move this project forward, namely to: 1)put out this project for solicitation via an RFP, 2)have a staff member or a hired contractor create a complete inventory of Parks, Trails and Open Spaces; and, 3) assign specific staff members to carry this project forward so that this Plan can be completed in FY 2025. As a Commission,we would enthusiastically support you, our elected officials, and City of Eagle staff, in whatever ways are appropriate and necessary to see that this Project is carried to fruition. Sincerely, Michael Huffaker, Chair Dan Faustina, Vice Chair. Crystal Ivie, Commissioner Layne Lewis, Commissioner Bill Morrison, Commissioner Doug Domene, Commissioner Tyler Rackleff, Commissioner