General Information

Government Type

Municipality

Entity

Oak City

Public Body

Oak City Town Council

Notice Information

Add Notice to Calendar

Notice Title

minutes

Notice Tags

Public Meetings

Notice Type(s)

Meeting, Bond

Event Start Date & Time

October 19, 2023 07:30 PM

Description/Agenda

Minutes of Regular Town Board Meeting Held October 19, 2023 The meeting was held at the Oak City Town Hall beginning at 7:30 p.m. in the Conference Room. The following were in attendance: TOWN OFFICIALS Mayor Shim Callister Council Member Dave Steele Council Member Dallin Christensen Council Member Tom Nielson Town Clerk Karen K. Lovell Town Recorder Angie Dewsnup Town Treasurer Courtney Finlinson OTHERS Nathan Henderson The following agenda items were considered: A. Invocation. The invocation was given by Tom. B. Adopt Agenda. The Mayor requested that Agenda Item L. be moved up to Agenda Item G. . Dave moved, seconded by Dallin, to adopt the agenda as amended. Roll Call Vote: Mayor Callister-Aye. Dave-Aye. Dallin-Aye. Tom-Aye. C. Adopt Minutes of Town Board Regular Meeting held September 21, 2023. Tom moved, seconded by Dallin, to adopt the Minutes as written. Roll Call Vote: Mayor Callister-Aye. Dave-Aye. Dallin-Aye. Tom-Aye. D. Review Town of Oak City Conflict of Interest Disclosure Form, Gather Signatures from All Board Members, and Notarize Signatures with Town of Oak City Treasurer, Courtney Finlinson. The Mayor explained that this is something that needs to be done annually from now on. The Council Members and Karen signed the disclosure forms at this time. Courtney notarized all the signatures minus Monica Niles who was not in attendance. E. Millard County Fire District Annual Financial Report Submission. There were no negative comments on the Financial Report. There was a note about the way the accounting correlated with the tax collection and funding the MCFD. That has been noted consistently in the past. F. Town Of Oak City 2023 Audit Report on Agreed Upon Procedures. Angie had passed out copies of this to the Council Members. The conflict-of-interest documents were one item that was needed to follow needed Procedures. Angie reported that, at the end of the physical year, the unassigned General Fund balance for the year; we will implement comparing the unrestricted general fund balance to the fund revenue prior to June 30th each year. If it appears that the unrestricted fund balance may exceed our total general fund revenues, additional funds will be assigned to our capital projects fund. We improved on our Fread and Risk Assessment score based on separation of duties that have been implemented this year. G. Financial Report. The Financial Report was Read and Approved by Board Action. From now on, the Auditor wants a budget quarterly review recorded in the Minutes. So at this time, since we are in the first quarter of the budget year, the Town should have used about 25% of its budget. Angie went quickly through the four main budgets: Roads, Power, Water, and Parks and Recreation and where they stand now. H. Monthly Financial Report and Quarter 1 Budget Report. This had already been discussed in Agenda item F. I. Adopt Resolution 2023-08 to Cancel the 2023 Town of Oak City Municipal Election. Karen had created the Resolution and had passed out copies. Tom moved, seconded by Dave, to adopt Resolution 2023-08. Roll Call Vote: Mayor Callister-Aye. Dave-Aye. Dallin-Aye. Tom-Aye. J. Discuss Planning & Zoning Recommendation on Whether or not to Allow a Conditional RV Use Within Town Limits During Times of Construction Housing Needs in the Area. The Mayor reported that there was not a quorum present at last night's Planning and Zoning Meeting so they did not discuss this item after all. The Mayor stated that at its September Meeting, the Planning and Zoning Commission had looked at several items it would want to include in a Conditional Use RV Permit including that it would need to be located on its own lot and have its own water and power. The Mayor stated that the County has a deal where, while the construction is going on, they are allowing RVs on a temporary basis. Jake was wondering if the Town would do this as a conditional use permit. It was pointed out that a new water meter would probably have to be put in to accommodate the placement of an RV on Jake's father's lot so they would have to pay a new connection fee. Jake hasn't even heard back from the lady that contacted him about the idea of putting an RV on his father's property so this might not happen anyway. K. Discuss Planning & Zoning Recommendation of New Definitions of Habitable Accessory Structure and Manufactured Homes. Replace Current Definitions of Accessory Structure and Mobile Home. The Mayor passed out copies of the suggested recommendations and definitions that Dylan Finlinson had presented to the Planning and Zoning Commission on these issues. The Mayor had copies of the actual Planning and Zoning Minutes for the Council if they wanted to refer to them. He read through the recommendations quickly. Tom went over the differences between mobile homes and manufactured homes. The Mayor read the definition of an accessory structure under the Town's Zoning Code. The Council discussed the idea of short-term rentals such as Airbnbs and how they might not be a problem if handled ok. We will have to discuss this. The Council felt they would want to add a line in the recommendations that stated that another septic tank and leach line would need to be put in for a Habitable Accessory Structure if there wasn't enough capacity to add it to the primary structure's system. The Planning and Zoning Commission hadn't included this in its recommendations as they felt that the Building Permit Application covered the septic tank issue. However, the Council felt it should be written out in the recommendations. As the Council discussed the recommendations, the Mayor wrote in notes and changes that the Council would want to make. The Mayor will update this with the new additions from the Council and this will be on the agenda for discussion at the November Town Board Meeting. Now that this has all been discussed, the Mayor felt it would be okay to rescind the temporary Moratorium on Accessory Structures. The Council agreed. The Mayor mentioned that Nathan Henderson has a second living space inside his house which he has rented out. Nathan would like to add a habitable accessory structure to his property. This was discussed. He might have to add leach line. Tom felt the health department might need to look at it and might require him to add another septic tank and leach line and room for a second leach line. After discussing the situation, the Council and Nathan agreed that the structure would not meet the setback requirements for a Habitable Accessory Structure with the way his shed is situated on the property. L. Discuss Time Line to Update Title 8 in the Town Code to Include the Electrical Department. The Mayor pointed out that where new council members come in every two years, need to have this up to date. Dave had come up with Title 8 code and got it to a point but it has not been finished. It needs to be worked on. He has been looking at Fillmore's Code and will be comparing it to his Code. Dave can e-mail what he has to everyone if desired. Will look at t for the next couple of months and have it ready for discussion at the January Town Board Meeting. Dave suggested each council position should write up some best procedures that don't really need to be part of an ordinance but best standards and procedures. The Mayor felt that the Back Flow Prevention Policy needed to be updated, according to Ben Nielson who is Oak City's Certified Operator. M. Public Comment. There was no public comment. N. Departmental Reports. Tom Nielson. Getting caught up on the water connections. They will be digging around the tank to install meters on the tank outlets soon. Will be putting in a prebuilt box for it. There is leak that Tom has been looking at. Used the boring machine to put in Kurt Nielson's water line. It worked well. Need to do some digging at the wash near the bridge North of Kendall Anderson's house to investigate a possible obstruction in the drain line. Met with Sunrise Engineering to work on getting the water connections mapped. Getting a new metering device that should be able to meter everything coming out of the tanks. The Mayor mentioned that Tom should find out if he needs to install meters to monitor the chlorine concentration of the water as soon as it comes out of the tank. It might be a good time to add additional meters while they are in the process of installing meters to track the gallons leaving the tanks, if needed. He will look at this. This month the Town is a little under normal on the water level in the spring. The Well people have not been in contact with Tom and he hasn't been able to contact them. He is trying to get someone else that can help. The Mayor stated that Jones and DeMille is getting ready to submit the Town's grant application. Tom feels if the Well isn't pumped so much, it could probably get to the point where it is not pulling air. The Mayor reported that Marion Ray Anderson filed for a water right transfer from a location West of the Town's Well to a location East of Town. Shim protested the transfer on behalf of the Town. Dallin Christensen. Ben Nielson, Oak City Town Maintenance Supervisor, ordered a pallet of asphalt. Trying to get more squash pipe to extend culverts through town. Dave Steele. Dixie Power fixed a street light. Had two outages on Sam Nielson's power line. Dave fixed it the first time and Dixie Power fixed it the other time. Had an outage at Eldridge Travis' home, it blew a fuse early in the morning. Took the Town out for a few seconds and it all came back on except theirs. Dixie Power fixed this. Utah Associated Municipal Power Systems (UAMPS) have been exploring grant opportunities. Dave doesn't think the Town will qualify for any of it, however. The power department is keeping up with costs if not a little ahead now. Ordered the PC for the Town Hall Office and it has been delivered. Dave will be installing it soon. Dave has been meeting with the tree trimmers but he is not sure if they are finished or not. UAMPS and all the other organizations that watch power, have been talking about the eclipse that just occurred and how it affected power rates when solar power was factored in. The load need increased power prices during the eclipse and prices sky rocketed as it happened but once the eclipse was over, the cost of power went down so kind of interesting. Cloud cover effects power usage also. Dave is considering how to go about coming up to speed with what goes on at UAMPS, such as maybe attending more meeting. At some point, the Town will be losing its UAMPS representative, Dwight Day. They have monthly meetings and extra meetings also. The Mayor agreed it was time to start the transition. Monica Niles. Monica was not in attendance but the Mayor stated that Monica is going to finish cleaning and painting the grills at the Park. O. Miscellaneous. Mayor Callister. Looking at what needs to be done with the septic tank at the Fire Station. The leach field is actually South of the backstop. The leach field is near the elm trees on the West and there is a tree on the East side also. The tank has now been pumped three times and it is full again. Don't know why. There is something leaking in the Fire Station. This will negatively affect the budget to replace the septic tank and/or the leach field but it needs to be done. The Ash trees at the Park have all been trimmed. Ben has recommended that the Town put in a full-blown furnace system at the Town Hall instead of putting in mini splits and to possibly do a gas system for heat rather than an electric system. He will get a rough bid. The Mayor is pretty pessimistic about the future and has concerns about the possibility that a disaster might strike and many of the Town's families ending up having to move back to Oak City for help. How would the Town deal with it? Might need to stock up on items at the Hall for an emergency. Also look at extra fuel for equipment and supplies for the Town's water system maintenance. P. Adjournment. The Mayor adjourned the meeting at 10:05 p.m. Respectfully Submitted, ___________________________________ Karen K Lovell, Oak City Town Clerk Approved by: ____________________________ Shim Callister, Mayor

Notice of Special Accommodations (ADA)

NOTICE OF SPECIAL ACCOMMODATION DURING PUBLIC MEETINGS In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Karen Lovell at 435-846-2707.

Notice of Electronic or Telephone Participation

N/A

Meeting Information

Meeting Location

30 West Center
Oak City, UT 84649
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Contact Name

Karen Lovell

Contact Email

oakcitytc@gmail.com

Contact Phone

4358462707

Notice Posting Details

Notice Posted On

November 17, 2023 10:48 PM

Notice Last Edited On

November 17, 2023 10:48 PM

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