General Information

Government Type

Municipality

Entity

Mona

Public Body

City Council

Notice Information

Add Notice to Calendar

Notice Title

Minutes

Notice Tags

Business, Auditing

Notice Type(s)

Meeting

Event Start Date & Time

September 25, 2018 07:25 PM

Event End Date & Time

September 25, 2018 08:20 PM

Description/Agenda

MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 MAYOR WILLIAM MILLS CALLED THE COUNCIL MEETING AT 7:30 P.M. PRESENT: William M Mills - Mayor Micheal Stringer - Councilmember Frank Riding - Councilmember Randy Christensen -Councilmember Jonathan Jones -Councilmember Katrina Long - Councilmember GUEST: Paul Peckham, George Lee; CentraCom, Tyler Faddis, ALSO PRESENT: Myrna Trautvein - Times News Reporter Lyla Spencer -City Clerk/Recorder, Everd Squire Director of Finance, Michelle Dalton City Secretary/Treasurer OPENING PRAYER: Councilmember Mayor William M. Mills APPROVAL OF SEPTEMBER 11TH, 2018 CITY COUNCIL MINUTES Councilmember Katrina Long moved to make a motion to accept the minutes of September 11, 2018 City Council minutes as corrected. A second was made by Councilmember Jonathan Jones. The vote was unanimous, motion carried. (1st Motion) MONA CITY ANNUAL FINANCIAL REPORT: Greg Ogden, CPA Mona Cities audit presented Mona Cities Management Letter dated June 30, 2018 and the annual financial report for the year ended June 30, 2018 as follows: Mr. Ogden addressed the council in a statement letter which reads in part as follows: While planning and performing my audit of the basic financial statements of Mona City, Utah (City) for the year ended June 30, 2018, I noted matters regarding compliance with requirements of the Utah Code which need to be addressed by the City's management. This report is intended solely for the use of the management of Mona City. However, this report is a matter of public record and its distribution is not limited. On the Management Letter Mr. Ogden specifically brought the council's attention to the following schedule of findings and questioned cost. 2018-1 CONDITION The City exceeded the amount of expenses budgeted in the natural gas fund by $147,289. MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 CRITERIA State Law requires that fund expenditures/expenses be linked to the amounts budgeted. CAUSE The City budgeted $275,677 for natural gas fund expenses. During the year $200,000 was transferred from the natural gas fund to other funds without the budget being amended. Actual natural gas fund expenses, including the transfers, were $422,966. EFFECT The City's budget is its legal spending limit. By exceeding the fund budget they have exceeded their legal spending limit. RECOMMENDATION I recommend that the budget be adjusted each year to ensure that it is not overspent. All transfers should be budgeted as revenues in the funds receiving the money and as expenses or expenditures in the funds disbursing the money. In a situation such as this year an additional public hearing should be held to increase the budget before the transfer is posted. RESPONSE - MONA CITY We will be more careful to budget account transfers if such transfers are made in the future. We will also have a public hearing as required. 2018-2 CONDITION The City did not send a notice to each natural gas customer regarding the intended transfers from the natural gas fund mentioned above. They did post notice of the public hearing to discuss the planned transfers and held the public hearing as required. CRITERIA Any time the City plans to transfer money from an enterprise fund they are required to mail a notice to each rate-paying customer of that fund notifying them of their plans and informing them of the date and time of a public hearing to discuss the plan. CAUSE Management posted notice of the public hearing to discuss the planned transfers from the natural gas fund, but neglected to mail a notice to each natural gas customer regarding their plans. EFFECT Interested rate customers may not have been aware of the public hearing and the planned transfers from the natural gas fund. MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 RECOMMENDATION I recommend that you mail the proper notification to all rate-paying customers for all future transfers from enterprise funds. RESPONSE - MONA CITY We will be sure to notify all rate paying customers of any transfers that we may make in the future. 2018-3 CONDITION The City's public notice advertising the budget public hearing was only posted four days before the meeting rather than seven days before, as required. CRITERIA The city is required to post notice advertising the budget public hearing at least seven days before holding the hearing. CAUSE The Recorder posted the notice late. EFFECT Interested citizens and others were not notified of the budget public hearing as early as required. RECOMMENDATION I recommend that notice of all future budget public hearings be posted at least a week before holding the hearing. RESPONSE - MONA CITY We will be sure to notice our budget public hearing at least a week before such meetings. 2018-4 CONDIDITON Two members of the city council did not receive required open and public meetings training during the year. CRITERIA The Mayor is tasked with ensuring that each member of the City receives open and public meetings training each year. MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 CAUSE The Mayor and most of the City Council attended open and public meetings training at a Utah League of Cities and Towns conference. Two members of the City Council were not able to attend that conference. They did not complete the training on line. EFFECT Two City Council members did not receive their annual required training regarding open and public meetings. RECOMMENDATION I recommend that all members of the City Council receive the required open and public meetings training at a conference or online annually. RESPONSE - MONA CITY The Mayor will assure that if the council members do not attend the Utah League of Cities & Town conference then the city recorder will conduct the required training. Mr. Ogden then proceeded with the city's Annual Financial Report, for the year ended June 30, 2018. INDEPENDENT AUDITOR'S REPORT At a Glance: Report on the Financial Statements I have audited the accompanying financial statements for the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of Mona City, Utah (City) as of and for the year ended June 30, 2018, and the related notes to the financial statements, which collectively comprise the City's basic financial statements as listed in the table of contents. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with accounting principles generally accepted in the United States of America. Auditor's Responsibility My responsibility is to express opinions on these financial statements based on my audit. I conducted my audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that I plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my audit opinions. Opinions See financial Statement. Other Matters See financial Statement Other Reporting Required by Government Auditing Standards In accordance with Government auditing Standards, I have also issued a report dated September 17, 2018, on my consideration of the City's internal control over financial reporting and on my tests of its compliance with certain provisions of laws, regulations, contract, and grant agreements and other matters. The purpose of that report is to describe the scope of my testing of internal control over financial reporting and compliance and results of that testing, and not to provide an opinion on internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government auditing Standards in considering the City's internal control over financial reporting and compliance. Purpose of report The purpose of this report on internal control over compliance is solely to describe the scope of my testing of internal control and compliance and the results of that testing based on the requirements of the State Compliance audit Guide, Accordingly, this report is not suitable for any other purpose. Signed Greg Ogden, Certified Public Accountant September 17, 2018 The Management Letter and the Annual Financial Report for Mona City, Juab County, Utah for the Year ended June 30, 2018 is attached and will become a permanent part of the minutes for September 25, 2018 for public viewing. PLANNING AND ZONING: No Report DELEGATIONS: No report MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 DIRECTOR OF FINANCES, SECRETARY/TREASURER & RECORDERS REPORT: Director of Finance Everd Squire presented The Mona City Disbursement Listing for checking dated 09/12/2018 to 09/25/2018; there were questions on check #2962 in the amount of $6,986.08 issued to Apex Instruments, Inc., check #2965 issued to Gary's Meats in the amount of $488.93, and check #2969 issued to Mona Irrigation Company, in the amount of $742.50. Questions were answered sufficiently. There were four checks over the allotted amount of $2,000, with each councilmember's initial attached for approval. The report was approved as presented with no further questions. Secretary /Treasurer Michelle Dalton told the council and those present, Mountain land has finished their audit on the water meters, she reported some of the meters were not located; Tarus Plumbing will help locate those meters. City Recorder Lyla R Spencer will be attending the annual UMCA conference in Vernal City, Utah September 26-27. COUNCIL BUSINESS: There were no fence permit presented, one (1) new business licenses was presented for Ryan & Marie Norris; Colonel Klean, LLC located at 356 E, 100 N #440. Mayor Mills then asked for a motion to approve the new business license for Ryan & Marie Norris; Colonel Klean, LLC to be approved. Council member Jonathan Jones moved to make a motion to approve the business license for Ryan & Marie Norris, Colonel Klean, LLC with a second by Councilmember Micheal Stringer. Motion carried. (2nd Motion.) Mayor William Mills than moved forward with the council business Councilmember Jonathan Jones: Councilmember Jones rescheduled the Water Meeting for November 13 at 6:00 p.m. prior to city council. Mona City's second meeting with Urban Planning International LLC took place on Tuesday September 25 at 6:00 p.m. prior to the city council meeting. The purpose for this session was to revise visions and goals the committee suggested at the Kick-Off Session, on September 5th, 2018. Dr. Michael Clay Professor of Urban Planning at BYU and BYU students who are working on the project presented the visions and goals that the City Council and Planning Commission along with city staff suggested at the previous Kick Off meeting. The 3rd meeting will be on October 9 at 6:00 p.m. to review Vision and Goals with Mona City's General Public. George Lee and Paul Peckham with CentraCom came before the council to ask for the Franchise Agreement with the city to be renewed. Jones asked if the council had a chance to review the CentraCom Agreement that was presented to the council on July 10th of this year. The city has until September 26 to renew that contract. Jones said City Attorney Kasey Wright, sent the contract back to the city with corrections and updates to the Franchise Agreement with CentraCom. After a brief discussion, Mayor William M Mills asked for a motion to accept MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 and renew the Franchise Agreement to Provide Telecommnications Services Between the City of Mona, Utah and Central Telcom Services, LLC. as stated with changes. Councilmember Katrina Long moved to make a motion to renew the Franchise Agreement to Provide Telecommunications Services between the City of Mona, Utah and Central Telcom Services, LLC as stated with changes. A second was made by Councilmember Randy Christensen. Motion Carried, (3rd Motion) Councilmember Micheal Stringer: Councilmember Stringer reported, the fence by the post office has been repaired. Mayor Mills ended the council session by reminding those present there will be a public session for the General Plan with Urban Planning International LLC on October 9th at 6:00 p.m., prior to the City Council meeting. The mayor then addressed the council in regard to using the old city building for a library. He told the council he checked with City Engineer Richard Hatfield, together they came to the conclusion the building will be safe for that purpose. The Mayor than asked for a motion to approve the use of the old city building located at 50 West Center Street, to be utilized and used as a library for an Eagle Project. Councilmember Jonathan Jones moved to make a motion to approve the old city building located at 50 West Center to be utilized and used as a library for an Eagle Project. A second was made by Councilmember Micheal Stringer. Vote was unanimous, motion carried. (4th Motion) Mayor Mills reminded Councilmember Randy Christensen about the CDBG workshop in Richfield October 24th from 10 a.m. 12 p.m. Councilmember Christensen will need to attend this workshop to receive needed information for future CDBG projects. The Mayor also noted Councilmember Christensen will take over the responsibilities of Jeffrey Hearty. Two closed bids were open by the mayor for the crack seal project on designated city streets. They are as follows; Peckham Asphalt & Paving, located in Mendon, Utah. Their bid came in at $61,200. The second bid was submitted by Top Job Asphalt in Riverton, Utah with a bid amount of $63,972. The council will then review both bids and vote at the next council meeting. FYI: There were five (5) motions voted upon and passed, a motion to approve the September 11th , 2018 City Council minutes, a motion to approve a business license for Ryan & Marie Norris, a motion to approve the Franchise Agreement between Central Telcom Services and the City of Mona, Utah, a motion to approve the use of the old city building for a library/scout project, and a motion to adjourn this meeting of September 25, 2018. PAY FINANCES ADJOURNMENT: Councilmember Micheal Stringer moved to make a motion to pay the finances and adjourn, a second was made by Councilmember Katrina Long, all were in favor, the vote was unanimous, motion carried. (5th Motion) The city council meeting was then adjourned at 8:22 p.m., with no further comments. MONA CITY COUNCIL MEETING SEPTEMBER 25, 2018 AN EXECUTIVE SESSION IF NECESSARY: An Executive Session was not necessary ____________________________________ William M. Mills - Mayor _______________________________________ Lyla R. Spencer, CMC Mona City Clerk/Recorder

Notice of Special Accommodations (ADA)

In Compliance with the Americans with Disabilities Act,individuals needing special accommodations (including auxiliary communicative aids and services) during the meeting should notify the City recorder (435-623-4913),at least 48 hours before the hearing.

Notice of Electronic or Telephone Participation

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Meeting Information

Meeting Location

20 W Center St
Mona, 84645
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Contact Name

Alicia Hills

Contact Email

alicia.hills@monacity.org

Contact Phone

(435)623-4913

Notice Posting Details

Notice Posted On

October 11, 2018 01:21 PM

Notice Last Edited On

October 11, 2018 01:21 PM

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