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Municipality

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Mantua

Public Body

Mantua Town Council

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Notice Title

Town of mantua council, fiscal year 2024-2025 proposed budget meeting Held on May 16,2024

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Public Records

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Notice

Event Start Date & Time

May 16, 2024 06:30 PM

Description/Agenda

Town of Mantua Council Meeting Minutes Held on May 16,2024 6:30 at Town Hall 409 North Main Mantua, Utah Council Members present: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones Sherita Schaefer - Recorder Audience present: Ronald Wallace, Pam Eaves, Marcus Abel, Tera Frauk, Dave Derricott, Trena Derricott, Harper Johnson, Janis Johnson, Darla Jones, Dakota Midkiff, Tyler Irish, Mike Peterson, Chuck Vesco, Charlotte Billings, Donald Ruhl, Josh Terry, Will Hodgins Meeting opened by Mayor Nelson and the invocation offered by Karen Nelson. Pledge of allegiance - led by Mayor Nelson followed by all in attendance. Meeting held on April 18, 2024 (Approved, vote: 5-0) Consideration to pay the bills: Matt Jeppsen made a motion to approve the bills, Karen Nelson seconded. Yes votes: Mayor Terry Nelson, Jared Jeppsen, Ken Jones, Karen Nelson, Matt Jeppsen No votes: None Abstained: None MOTION PASSED Fiscal Year 2024 - 2025 Proposed Budget Meeting: During the town council meeting, the Finance clerk, Ronald Wallace, reported a revenue surplus of $18,596 in the general fund. He discussed the allocation of funds and reviewed the amended budget for 2024 and water, general, and sewer budget for 2025, projecting a slight decrease in revenue compared to the previous year. Wallace highlighted the capital project use from impact fees, estimating $400,000 for next year. There were discussions about the budget for water funds and uncertainty about the exact amount to be spent next year. The council considered adjusting the budget based on projected revenues and impact fees. Presentation of Police Department Budget: Police Chief Dakota Midkiff would like to purchase new vehicles for the police and was approached by two individuals from the Bancorp Bank to explain in detail the financial components of purchasing new vehicles or leasing new vehicles. The chief introduced Tyler Irish and Mike Peterson, representatives from Bancorp Bank. Mr. Irish explained that the Mantua police department currently has two leases: the 2002 Ford F150 and the 2019 Ford Explorer that are leased out for a dollar at the end of the term. This means the city can buy the vehicles for one dollar at the end of the term. Mr. Irish continued by stating that Chief Midkiff would like to switch from the dollar buyout program to a lease program in the future. This would allow them to use the vehicle's worth at the end of the term against the actual purchase price of the vehicles. Therefore, the city would only pay the difference in value while using the vehicles. Mr. Irish further stated that for the Explorer, instead of buying it for a dollar and using it as a backup, Chief Midkiff has expressed concerns about its reliability and repair costs over the years. As there is still equity in the Explorer, around $8,700, the proposal is to return it and apply that money towards future leases. Mr. Irish proposed two options: 1. Get 1 new Dodge Ram this year and keep the Ford Explorer as a backup vehicle while the chief continues to drive his Ford F150. 2. Purchase 2 new Dodge Rams this year, return the Ford for its current equity, roll that into future leases, and keep the 2002 Ford F150 as a backup vehicle. Bancorp proposed that the town lease the two Dodge Rams due to the equity and trade-in value of the Ford Explorer. Additionally, government incentives are available which could bring the cost of the Dodge Rams down to $41,000. Mr. Irish explained that the upfit costs for the vehicles, such as lights and equipment, can be included in the lease. The bank would cover these costs, and the town would pay them over a 5-term period, resulting in about $11,000 per Dodge Ram. The warranty for the Dodge Rams is three years/36,000 miles for bumper-to-bumper coverage and five years/60,000 miles for powertrain coverage. Chief Midkiff noted that since the purchase of the Ford F150, he has accrued 38,000-39,000 miles, and using it as a backup vehicle would stop the mileage accumulation, making the second proposal a good investment. The chief mentioned that during the pandemic, the former financial clerk used the Dollar Buyout program for the Ford F150, and any money obtained from that would go back to the town. Currently, the truck is valued at $36,600, with one more payment of $8,982.90 left, and after that, a payment of $1.00 will be due. The town council meeting, the members discussed the options regarding the town's vehicles, specifically the Ford and two new Rams. They debated the costs of leasing, buying out, and maintaining the vehicles, considering factors like reliability, value retention, and maintenance expenses. The members explored various scenarios, such as keeping the Explorer as a backup or investing in new trucks on a rotating cycle. Ultimately, they decided to further deliberate on the matter and make a decision at the next meeting to ensure the town's vehicle fleet is cost-effective and efficient. Public Comment: Harper Johnson: I have been made aware of some concerns regarding the drainage system in the area, specifically about the potential connection to a grain line on Main Street. The existing drain line is not equipped to handle irrigation water from the irrigation ditch. I want to emphasize that I am not the only one who shares this view, as others can confirm. Regarding the Larsen property, there have been ongoing issues with water entering the basement. While there may be a breach in the pipe, it is important to note that the property was previously an open irrigation ditch, which could explain occasional breaches or cracks. It is unfair to solely blame the Town of Mandela or the irrigation company for water issues in the basement, especially considering that the landowner contributes to the problem by irrigating the property. There are multiple factors at play, including the low-lying nature of the area and historical water flow into the basement. It is crucial to consider all aspects before making decisions that could implicate the city or the irrigation company in future maintenance issues. Careful consideration is needed to avoid further problems related to the drainage system. During past work on the drainage system, steps were taken to address potential sources of water flow, such as eliminating perforated pipes and capping lines at the property owner's request. Moving forward, any decisions regarding the drainage system must be made cautiously to prevent future complications and ensure responsible maintenance practices. Presentation: Discussion and Action Items: Voting to accept the Amended 2024 Fiscal Year Budget: The council put forth a motion without any accompanying comments. Karen Nelson made a motion to accept the amended 2024 fiscal year budget with the appropriation of the $15,000 to be determined. Jared Jeppsen seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES William Hodgins- voting in new Fire chief William Hodgins will be assuming the role of Fire Chief, taking over from Dave Derricott. Mr. Hodgins has been a dedicated member of the Mantua Fire Department for the past five years, showcasing exemplary service. He currently serves as an Emergency Medical Responder and is registered with both the NREMT and the state of Utah. Mr. Hodgins has completed Wildland Fire Training and has maintained his Red Cross Incident Qualification for the past two years. With his skills and unwavering commitment to community safety, the Town of Mantua has appointed William Hodgins as the new Fire Chief. We are confident that, under his leadership, the fire department will continue to uphold the highest standards of service and professionalism. Matt Jeppsen made a motion to appoint Will Hodgins as the Mantua fire chief. Karen Nelson seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES New Employees- Eric Waters and Maylee Ward We have recently welcomed three new employees to our team. Eric Waters has joined the maintenance department on a full-time basis, David Ornelas is part-time in the maintenance department, and Maylee Ward has been hired as a part-time court clerk. Harper & Janis Johnson - Business License Currently, Mr. & Mrs. Johnson are operating the Johnson Farm. Harper Johnson has assumed responsibility for metal fabrication and woodwork, while Janis Johnson will oversee the photography aspect of the business. During a discussion with the council, concerns were raised about parking and noise levels. When asked about potential noise from the woodwork or metalwork, Mr. Johnson expressed doubt, acknowledging that any activity has the potential to create noise. He assured that the woodwork will be contained within the barn, while the metalwork will take place in enclosed lounge sheds. Matt Jeppsen made a motion to approve the Johnson Farm business license for Haper and Janis Johnson, Jared Jeppsen seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES Josh Terry - Juniper Meat Company Wild Game Processing (food truck) Josh Terry from Juniper Meat Company is organizing a fishing tournament on May 25th and has requested permission to place his food truck on town property. Mr. Terry operates a sausage cart as part of his business, offering gourmet sausages and other items. Mr. Terry has insurance and has completed a special event application. The annual Mantua dog clinic is also scheduled for May 25th from 10 am to 12 pm, providing an opportunity for attendees to purchase sausages from the food truck during the event. The menu includes six types of sausages, brisket, burnt end sausage, beef and cheddar, chicken and apple sausage, regular polish sausage, and kids' dogs. The council has approved Mr. Terry to park his food truck on the gravel area on the right side of the Bowery. Additionally, a town resident has offered their property as a backup location for the food truck if needed. Karen Nelson made a motion to that we approve the vending for - Juniper Meat Company Wild Game Processing for the Kayak Bass Fishing event on May 25th 10am to 7pm with the site to be determined. Ken Jones seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES Ronald Wallace Email Setup Ronald Wallace explained that he is currently working with Keith Keller, IT Director at Box Elder, to establish a .gov domain, which will officially replace the towns .org domain. Wallace explained that the process is going steadily, and there is no projected date for when the domain switch will occur. Cyber Security Policy/ Fraud risk assessment Ronald Wallace discusses the annual product system review aimed at maximizing points. He emphasizes the importance of improving policies to prevent fraud, enhance segregation of duties, and promote ethical behavior. Mr. Wallace highlights the need for a fraud hotline and an IT computer security policy for better scores. He also mentions the importance of employee training and the need for clearer policies in the employee handbook. Mr. Wallace acknowledges areas for improvement and emphasizes the significance of reporting fraud and abuse. Additionally, he mentions the transition to a new email system and potential changes to the website. Mr. Wallace concludes by discussing the significance of a grant for cyber security and the role of a specialist in advising on security measures. Dakota Midkiff Purchase of one or more of the Dodge Ram 1500 Police Vehicle(s). The council decided use the surplus of $15,000 to pay off the revenue over expenses. Since we have $15,000 more in revenue than expenses, it is important to allocate this surplus to balance the budget to zero. Karen Nelson made a motion that we pay off the Ford F150 Police Truck this fiscal year even though the payment is not due until the next fiscal year. Matt Jeppsen seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES Purchase a new Dodge Ram for the police department. We keep the Ford 150 a second vehicle and the Explorer as our line vehicle. The Mantua Police Department is considering the purchase of one or two new police vehicles. Some council members suggest buying one vehicle and keeping the Ford 150, storing it as a reserve in the shed. When asked by council members, Police Chief Midkiff mentioned the idea of rotating out trucks every couple of years instead of purchasing two new ones now. Mayor Terry Nelson emphasized the need for at least one new vehicle immediately, suggesting that the Explorer could be used sparingly to prevent depreciation over the next few years. The police chief highlighted the need to upgrade a Ford truck with a $4000 radio system, raising concerns about warranty expiration. The discussion also touched on the transition to new radio systems and the potential impact of leasing versus purchasing vehicles for the police department's fleet. Considerations were made regarding the lifespan and cost-effectiveness of leased vehicles, with a focus on maintaining operational efficiency and financial sustainability for the town's law enforcement needs. Matt Jeppsen made a motion to lease a new Dodge Ram for the police department, keep the Ford F150 as a second vehicle, and keep the Explorer as our line vehicle on the dollar buyback program. Ken Jones seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES Sewer Repair Mayor Terry Nelson would like to get this offset pipe down by Chris Jeppsen repaired and get the camera down to where it joins, he suggested purchasing two meters to check the North and South to determine what is needed on the sewer. Marcus Abel states the sewer meters cost range in cost between $700 to $2000. Matt Jeppsen states that he would like to obtain a meter and meter below the brake in the sewer system before we fix it, and then fix the sewer and see how much we save by fixing that brake. The mayor then stated, and then how Abel can arrange with Twin D Inc. to fix the sewer using the epoxy pipe lining, and then camera the rest of it down the canyon. After Abel has completed the steps, Matt Jeppsen states he would like to happen. Matt Jeppsen made a motion for the town council members to allow Marcus Abel to purchase two sewer meters, each not to exceed $2,000, in order to measure the flow before and after the break to determine if there is a break in the system. If a break is identified, Matt Jeppsen also made a motion to have Twin D Inc. fix the break and camera the sewer system from Main Street to where it joins with the canyon. Karen Nelson seconded the motion. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES Rewording of headstone deposit Ronald Wallace explains that the current headstone deposit reads, 'Refundable if the headstone is placed within one year.' Therefore, if a person does not pass away within two decades and the headstone was never placed, they can still receive a deposit refund. Currently, Marcus Abel is placing markers on graves without headstones and would like to explore a more comprehensive option for individuals who purchase plots with headstones. Utility construction Ronald Wallace stated that the construction deposit verbiage was brought up by Ken Jones. However, our auditors have encountered this issue in the construction area for three years. Despite some adjustments, we have not experienced any major issues that could be argued. Wallace continued by stating, 'This one says 'refundable to property owner at time of compliance,' which is a way of saying, okay, it talks about being refundable if there is no damage after one year of occupancy.' Wallace mentioned, 'The current policy states within a year of occupancy, but the wording there says 'refundable after one year of occupancy.'' Ken Jones made a motion to change the wording of the construction deposit form from 'after one year of permitted occupancy' to 'after one year but within two years of permitted occupancy.' Matt Jeppsen seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES Ordinance 2024-05-16 Codification of Town Code Mike Hansen from Hansen Planning Group has drafted Ordinance 2024-05-16, known as the Town Code Codification, for the Mantua Codification Ordinance. To proceed with presenting the Mantua Codification, Mr. Hansen must first obtain approval and signatures from the city council for Ordinance 2024-05-16. Karen Nelson made a motion that we pass the 2024-05-16 Codification of Town Code, Matt Jeppsen seconded. Planning and Zoning: Pam Eaves or Representative: During a recent meeting of the planning and zoning commission, chairperson Pam Eaves announced that Bill Jeppsen is currently in the process of subdividing two lots. Eaves went on to reveal that Ryan Fromm has also presented plans for a road project, which have been forwarded to Chris Wight, the Project Manager at Hansen & Associates, Inc. She noted that Fromm will need to conduct several geological reports and tests as part of the project requirements. Additionally, chairperson Eaves disclosed that a section of the road falls under Mantua's ownership, and Fromm has pledged to maintain it separately. Fire Department: Chief Derricott/ William Hodgins or Representative: There are no significant developments to report at this time. Public Works: Marcus Abel: Marcus Abel, the head of Mantua's public works department, expressed great satisfaction with the progress of the cross-connection program, citing the timely submission of inspection reports to his office. Mr. Abel also noted that he has personally reviewed and resolved issues with three sump pumps. In addition to this, Mr. Abel announced that a substantial 800 tons of fill will soon be delivered to the cemetery. He is currently working closely with the mayor and the financial clerk to ensure that the necessary services for the cemetery project are paid for and carried out efficiently. Grants: Karen Nelson: During the council meeting, council member Karen Nelson, a member of the council, mentioned that she had no updates regarding grants, revealing that her application for the AARP grant was unsuccessful. However, she shared positive news about the upcoming Little Valley Days event, noting that many sponsors from previous years are returning. Additionally, Beehive has agreed to contribute a generous sum of one thousand dollars towards the fireworks display. Seeking further support, council member Nelson asked for suggestions on potential sponsors to reach out to. She also disclosed that a donor has offered to buy a new Easter bunny costume for next year's festivities. The decision was made to wait until closer to the event to make the purchase, ensuring a wider variety of costume options to choose from. Council and Mayor Comments: Mayor Terry Nelson Mayor Nelson expressed full agreement with the sentiments shared by the previous speaker on the current situation. He emphasized that the issue at hand, regarding a suspected pipe crack beneath the Bowery's cement leading to water seepage in a resident's basement, is not solely the town's or the irrigation company's responsibility, despite their willingness to assist. Further, Mayor Nelson noted the historical use of an open ditch in the area for several years. He highlighted the initiative by Doyle Hanson to establish the Memorial Day service at the Mantua cemetery, set for 9 a.m. on Monday, May 27th. This event, where veterans deliver speeches and perform Taps, commences half an hour before the town's program at 9 a.m., serving as a tribute to the approximately 90 veterans interred in the cemetery. Council member Karen Nelson acknowledged Mayor Terry Nelson's contribution of memorial crosses to honor veterans buried in the Mantua cemetery, reflecting the dedication to ensuring each veteran's grave is appropriately marked. Mayor Terry Nelson announced that Mayor Johnson, a veteran, has agreed to deliver a brief speech at the upcoming Memorial Day service, expressing gratitude for his participation. Council Member Jared Jeppsen During a council meeting, council member Jared Jeppsen emphasized the importance of timely payments for water bills to avoid penalties. He explained that if a late fee or payment is not settled by the tenth of the following month, residents' risk having their water shut off or incurring a $50 shutout fee in the winter. Council member Jeppsen also mentioned that Public Works typically leaves notices on doors two days before the bill is due on the first of the month. However, council member Jeppsen raised concerns about the lack of specific wording on the utility bill regarding the deadline for late payments. He noted that the Town office staff had mentioned this discrepancy, but he had not personally verified it. Jeppsen stressed that residents are given a very short window of just two days to make payments. In light of these issues, council member Jeppsen proposed revising the language on the utility bill to clearly state that any late or past due payments must be resolved by the tenth of the month to avoid incurring late fees and other charges outlined in the fee schedule. Council member Ken Jones Council member Ken Jones has announced that he, along with council member Karen Nelson and town recorder Sherita Schaefer, are collaborating closely with Text MyGov to ensure the program operates seamlessly. Their goal is to streamline communication for town residents, making it easier for them to engage with the town efficiently. Jared Jeppsen made a motion to adjourn, Karen Nelson seconded. Yes votes: Mayor Terry Nelson, Matt Jeppsen, Karen Nelson, Jared Jeppsen, Ken Jones No votes: None Abstained: None MOTION PASSES Time: 8:37 PM

Notice of Special Accommodations (ADA)

In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Sherita Schaefer at 435-723-7054.

Notice of Electronic or Telephone Participation

N/A

Meeting Information

Meeting Location

409 No Main St
Mantua, UT 84324
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Contact Name

Sherita Schaefer

Contact Email

sschaefer@mantuautah.gov

Notice Posting Details

Notice Posted On

October 21, 2024 11:11 AM

Notice Last Edited On

October 21, 2024 11:11 AM

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