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Home My WebLink About06 30 2021 CMCITY OF CHUBBUCK COUNCIL MEETING AGENDA JUNE 30, 2021 5:00PM LOCATED AT CHUBBUCK CITY HALL 5160 YELLOWSTONE AVE. CALL TO ORDER: Mayor England. PLEDGE ALLEGIANCE TO THE FLAG: Councilmember Hernandez COUNCIL MEMBERS PRESENT: STAFF MEMBERS PRESENT: AMEND COUNCIL MEETING AGENDA: APPROVAL OF MINUTES: June 15, 2021. (Action Item) GENERAL BUSINESS: 1. Acceptance of Police Headquarters & Animal Control Facility Bids. (Action Item). (Council will discuss award of construction bids). 2. Discussion on Attendance at Movies in the Park. 3. Acceptance of Contract for a Crossing Guard at Ellis Elementary School. (Action Item). (Council will discuss paying for a Crossing Guard at Ellis Elementary School). 4. Motion to enter into an Executive Session in accordance with Idaho Code 74-206 (1)(a) & (1)(b): "To consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need." & "To consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against a public officer, employee, staff member or individual agent." (Action Item). GENERAL ANNOUNCEMENTS: ADJOURN.- In-person DJOURN: In-person attendance is allowed, this meeting will also be available to the public electronically or by phone. Join Zoom Meeting https://us02web.zoom.us/i/84348881951?pwd=OWxzcVRMUmFuN2Vnd2JGYmRUZGJhZz09 Meeting ID: 843 4888 1951 Passcode: 369247 Or to Join by Phone: +1253 215 8782 US +1 346 248 7799 US General information on joining a Zoom meeting can be found at: htttps://support.zoom.us/hc/en-us/articles/201362193-Joining-a-Meeting. City Hall and the City Council Chambers are accessible for persons with disabilities. Any person needing special accommodations to participate in the meeting should contact City Clerk, Joey Bowers at 208.237.2404 at least 24 hours prior to the meeting. CITY OF CHUBBUCK COUNCIL MEETING MINUTES JUNE 15, 2021 4:00pm LOCATED AT CHUBBUCK CITY HALL 5160 YELLOWSTONE AVE. CALL TO ORDER: Mayor England. PLEDGE ALLEGIANCE TO THE FLAG: Councilmember Heiner COUNCIL PRESENT: Roger Hernandez, Ryan Lewis, and Dan Heiner. STAFF MEMBERS PRESENT: Mayor Kevin England, Public Works Director Rodney Burch, Police Chief Bill Guiberson, Fire Chief Merlin Miller, Planning and Development Director Devin Hillam, City Treasurer Rich Morgan, and City Clerk Joey Bowers. Mayor England excused Councilmember Melanie Evans from the Meeting. APPROVAL OF MINUTES: June 2, 2021. Councilmember Heiner motioned for approval of the Study Session and Council Meeting minutes. Councilmember Hernandez seconded motion for approval of minutes. Roll Call: Hernandez -yes, Lewis -yes, Heiner -yes, motion passed. GENERAL BUSINESS: Acceptance of Police Headquarters & Animal Control Facility Bids. (Council will discuss award of construction bids). Chief Bill Guiberson stated that CM Company was still going through the bids and working on getting final numbers for these projects. Garrett Goldade represented CM Company. Mr. Goldade stated that the received bids represented the increase in construction costs throughout the State and CM was just working on getting final construction numbers before presenting those bids to the Council for final approval. City Treasurer Rich Morgan went over the finances for the of Police Headquarters & Animal Control Facility projects. Public Works Director Rodney Burch gave an update on the New City Hall project. CLAIMS: City of Chubbuck claims for June 16, 2021 as presented to Mayor England and Council. Councilmember Lewis motioned to approve the City of Chubbuck Claims as presented. Councilmember Heiner seconded motion for approval. Roll Call: Heiner -yes, Hernandez -yes, Lewis -yes, motion passed. ADJOURN: Mayor Kevin England adjourned at 4:41. This meeting was available to the public electronically and by phone. Via Zoom Teleconferencing: Meeting ID: 864 0841 6615 Chubbuck Police Headquarters & Animal Shelter Chubbuck, Idaho GMP June 24, 2021 Building Area: 24,446 sf Construction Duration: 12 Months CSI Description BP Contractor Qty. Police H.Q. Animal Shelter Sub-Total General Conditions 295,151 87,077 1.920 Surveying Dioptra 1 LS 13,800 4,600 2.050 Building Demolition Leatham 1 LS 114,000 - 2.200 Earthwork Idaho Materials 1 LS 479,735 110,110 2.500 Asphalt Paving Mickleson Construction 1 LS 83,269 - 2.800 Chain Link Fence Included 1 Ls - 2.600 Site Utilities Included 1 LS - 2.900 Topsoil Allowance 1 LS 15,000 2.900 Landscape & Irrigation All American Yards 1 LS 111,010 - 3.000 Site Concrete Morco Construction 1 LS 241,324 32,122 3.210 Reinforcing Steel Harris Rebar 1 LS 13,126 14,592 3.300 Bldg. Concrete Morco Construction 1 LS 85,600 72,056 3.300 Concrete Pour Back Allowance 1 LS 12,000 - 4.200 Masonry JL England Masonry 1 LS 85,450 138,800 5.100 Structural Steel Barin Group 1 LS 184,500 26,500 5.400 Cold Formed Metal Framing Included 1 LS - - 5.500 Metal Fabrications Included 1 LS - - 6.100 Rough Carpentry Leatham 1 LS 98,200 108,700 6.100 Shoring Allowance 1 LS 12,000 6.200 Finish Carpentry Johnson Brothers 1 LS 146,244 28,746 7.100 Weather Barrier Included 1 LS - - 7.210 Thermal Insulation Included 1 LS 7.215 Rigid Insulation Included 1 LS - - 7.240 EIFS Desert Sae 1 LS 20,000 42,000 7.400 Roofing Robison Roofing 1 LS 187,000 73,500 7.450 Metal Wall Panels Robison Roofing 1 LS 28,405 3,400 7.610 Flashing Allowance 1 LS 12,000 8,000 7.900 Joint Sealants Cascade Sealants 1 LS 31,300 17,500 8.110 Doors, Frames, & Hardware ABS 1 LS 53,364 13,788 8.360 Overhead Doors Precision Glass 1 LS 23,196 7,985 8.400 Storefront NuVu Glass Inc. 1 LS 180,270 84,897 8.650 Skylights Robison 1 LS 15,366 9,310 8.800 Glazing Included 1 LS - - 9.000 Finishes ISI 1 LS 480,340 59,785 9.250 D wall Patching Allowance 1 LS 15,000 9.300 Tiling Creachly Tile 1 LS 42,996 - 9.502 Acoustical Tile Ceilings Included 1 LS - - 9.680 Floor Covering W2W 1 LS 111,919 5,619 9.900 Painting Ed's Painting 1 LS 98,700 26,300 10.100 Specialties SBI 1 LS 429,295 56,690 12.000 Animal Cages Shor-Line 1 LS - 123,616 12.500 Window Coverings Northwest Sales 1 LS 10,331 3,927 15.300 Fire Protection Phoenix Fire 1 LS 111,200 - 15.400 Plumbing Bingham Mechanical 1 LS 385,500 245,400 15.500 HVAC Lewis Corp. 1 LS 376,150 134,500 15.520 Controls Included 1 LS - - 16.000 Electrical Larsen 1 LS 959,960 201,970 16.100 Fire Alarm Larsen 1 LS 26,438 - 17.000 Dispatch Equipment Day Wireless 1 LS 198,850 17.000 Telecom/Access Control Included 1 LS - 32.000 Security Gates Haddon's Fence 1 LS 131,320 - 1.820 Liability Insurance: 1.830 Surity Bond 1.999 Fee: Contractor Contingency: Material Escalation: Total: Subtotals: $ $ $ $ $ $ 5,919,309 5,919,309 49,279 45,993 375,911 150,000 30,000 6,570,493 $ $ $ $ $ $ 1,741,490 1,741,490 14,539 13,569 123,872 30,000 15,000 1,938,470 Price per SF: $ 337.57 $ 389.09 Grand Total: $ 8,508,963 Council, Attached is a spreadsheet I have prepared with a workable scenario in how the City of Chubbuck can meet the funding shortage that has become apparent in the Certificates of Participation (COP) City Hall, Law Enforcement Headquarters and Animal Control facilities project. Please note that these numbers are fluid. They are the best numbers I have to date but will be updated as more information is available to true things up. However, the concept of how we get to the finish line is solid. These numbers have been shared with staff as well and I believe everyone is onboard with the concept. With the proceeds of the COD's, an infusion of cash from fund balances, and using the American Rescue Plan Act (ARPA) we will be able to meet our obligations. I believe with this path we will avoid the concerns brought up by our Lender: we will avoid a rating change, this will not affect our management of the new restrictive caps on budget growth, there is no change in our debt structure and we will be able to finish the project completely. have highlighted two numbers. The ARPA number, which is not the total of ARPA funds received which gives us some room to either absorb unknown contract adjustments, reduce the amount contributed by fund balances or hold over the ARPA difference to combine with the second tranche for a project in the future. I have highlighted the HSR fund balance contribution. The HSR fund is the only fund that cannot afford to make its contribution. There are two ways to handle this. The first is to include it in the upcoming budget. Obviously if we do this we will need to make other budget funding decisions to balance out this expense. If we can make this work, I would prefer this option. The second option is to set this contribution up as a loan. If we do this, I will work with Tom and Doran to make sure there are no missteps. I appreciate working with you and your support. Rich Certificates of Participation Total COP Cost Est Difference Total COP 15,300,000 15,300,000 18,556,718 -3,256,718 Used TD 8,062,358 CH 9,577,800 10,047,755 -469,955 Available 7,237,642 LEHQ 4,528,800 6,570,493 -2,041,693 AC 1,193,400 1,938,470 -745,070 City Hall LE HeadQ Cost Est 10,047,755 6,570,493 COP 8,062,358 5,299,172 FB Infusion 1,985,397 1,271,321 ARPA Fund Balance Infusion 12.5 GF FB 248,175 12.5 HSR FB 24.8,174 26.3 W FB 522,160 26.4 WW FB 524,145 22.3 SN FB 442.744 1,985,398 Total Contributions COP 15,300,000 FB 1,985,398 ARPA 1,271,321 Total 18,556,719 Animal Control Totals 1,938,470 18,556,718 1,938,470 15,300,000 0 3,256,718 The City of Chubbuck Presents • M vie Powered in by 1_EMMON & SONS the PRODUCTIONS Free Arim; VV.V■E JU y 9 sponsored by RE/MAX Country Real Estate Aug July 16 FROZEN"R sponsored b P Y Citizens Community Bank Jury 23 1 sponsored by ICCU July 30 SPIES sponsored by Health West 6 faL sponsored by Simplot Aug 13 QjIffiP}er Coo sponsored by Allstate & The City of Chubbuck T ti t A u g 2 j 01, jv -TiK sponsored by ICCU -All movies are shown at Stuart Park (5161 -In case of inclement weather, movies will be Stuart Ave) and begin at dusk rescheduled to the following Saturday at dusk -Come early and bring your own chair/blanket -Visit The City of Chubbuck or Chubbuck Movies Bring games to play outside while you wait to in the Park facebook page for weather updates enjoy the movie -All children must be accompanied by an adult COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS This Agreement is made by and between: City of Pocatello, a municipal corporation of Idaho (hereinafter "Pocatello") and City of Chubbuck, a municipal corporation of Idaho (hereinafter "Chubbuck") FACTS A. Pocatello and Chubbuck lie within the boundaries of School District 25 (hereinafter "SD 25") which provides the kindergarten through grade twelve education in the area. B. Certain of the elementary schools require school crossing guards at specific times of the day to maximize the safety of children. C. Pocatello contracts for its school crossing guards and splits the cost with SD 25 which pays one-half of the cost. D. Within Chubbuck, only one elementary school, Ellis Elementary at 11888 North Whitaker Road, requires school crossing guards. E. Chubbuck has requested and Pocatello has agreed to include the crossing guards for Ellis Elementary under Pocatello's crossing guards' contract. NOW THEREFORE in consideration of covenants set forth herein, Chubbuck and Pocatello agree as follows: 1. The term of this Agreement shall be from July 1, 2021 through June 30, 2022, and shall thereafter automatically renew from year-to-year until modified or terminated as provided COOPERATNE AGREEMENT FOR SCHOOL CROSSEfG GUARDS - Page 1 herein. 2. Pocatello agrees to arrange for school crossing guards at Ellis Elementary as requested from time -to -time by SD 25. Chubbuck acknowledges that Pocatello will make said arrangements as an accommodation to Chubbuck. 3. Chubbuck shall reimburse Pocatello fifty percent (50%) of the cost of the crossing guards at Ellis Elementary and Pocatello, in accordance with its arrangements for other crossing guards in Pocatello, will collect the other fifty percent (50%) of the costs from. SD 25. 4. Chubbuck agrees to save and hold harmless Pocatello from any claims, demands, rights or causes of action, property damage, personal injury, costs, expenses and compensation whatsoever which arises out of Chubbuck's or its employees' negligence or willful conduct while performing duties pursuant to this Agreement. Pocatello agrees to save and hold harmless Chubbuck from any claims, demands, rights or causes of action, property damage, personal injury, costs, expenses and compensation whatsoever which arises out of Pocatello's or its employees' negligent or willful conduct while performing duties pursuant to this Agreement. 5. This Agreement may be terminated at any time upon thirty (30) days written notice by either party hereto to the other, unless Pocatello's contract with the crossing guard provider requires a longer notification period in which case that notification period shall control. 6. This Agreement shall be interpreted in accordance with the laws of the State of Idaho. Jurisdiction shall be the Sixth Judicial District of the State of Idaho, Bannock County. 7. This writing embodies the entire agreement of the parties, and they expressly acknowledge that there are not promises, terms, conditions or obligations other than those contained in this Agreement. All previous or contemporaneous communications, COOPERAT[VE AGREEMENT FOR SCHOOL CROSSING GUARDS - Page 2 representations, or agreements, either verbal or written, between the parties are superseded by this Agreement. 8, This Agreement shall not be assigned or transferred. 9. Any notice provided under the terms of this Agreement shall be effective upon its placement in the United States mail, first-class postage paid, directed to the appropriate entities as follows: City of Pocatello P O Box 4169 Pocatello, ID 83205 City of Chubbuck P O Box 5604 Chubbuck, ID 83202-0006 10. If an action is brought to enforce the terms or provisions of this lease, or to enforce forfeiture for default, or to collect damages for breach, the prevailing party in such action shall be entitled to recover from the losing party reasonable attorney fees together with costs authorized by law. 11. If any provision or portion of any provision of this Agreement shall be deemed illegal or unenforceable by a court of competent jurisdiction, the unaffected provisions or portions thereof shall remain in full force and effect. COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS - Page 3 IN WITNESS WHEREOF, the parties have set their hands this �y of June, 2021. CITY OF POCATELLO, a municipal corporation of Idaho By Brian C. Blad, Mayor ATTEST: CITY OF CHUBBUCK, a municipal corporation of Idaho LOW ATTEST: Joey Bowers, City Clerk APPROVED AS TO FORM AND CONTENT: Kevin B. England, Mayor Pocatello City Attorney Thomas J. Holmes, Chubbuck City Attorney COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS - Page 4 COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS This Agreement is made by and between: City of Pocatello, a municipal corporation of Idaho ("Pocatello") and City of Chubbuck, a municipal corporation of Idaho ("Chubbuck") FACTS A. Pocatello and Chubbuck lie within the boundaries of School District 25 which provides the kindergarten through grade 12 education in the area. B. Certain of the elementary schools require school crossing guards at certain times of the day to maximize the safety of children. C. Pocatello contracts for its school crossing guards through Wackenhut Security and splits the cost with SD 25 which pays one-half of the cost. D. Within Chubbuck, only one elementary school, Ellis Elementary at 11888 North Whitaker Road, requires school crossing guards. E. Chubbuck has requested and Pocatello has agreed to include the crossing guards for Ellis Elementary under Pocatello's contract with Wackenhut Security. NOW THEREFORE in consideration of covenants set forth herein, Chubbuck and Pocatello agree as follows: 1. The term of this Agreement shall be from January 1, 2011 through December 31, 2011, and shall thereafter automatically renew from year to year until modified or terminated as COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS - Page 1 chubbuck02031 I crossguardagmt (3).doc.rtf provided herein. 2. Pocatello agrees to arrange for Wackenhut Security to provide school crossing guards at Ellis Elementary as requested from time to time by School District 25. Chubbuck acknowledges that Pocatello will make said arrangements as an accommodation to Chubbuck. 3. Chubbuck shall reimburse Pocatello fifty rrcent (50%) of the cost of the crossing guards at Ellis Elementary and Pocatello, in accordance with its arrangements for other crossing guards in Pocatello, will collect the other fifty percent (50%) of the costs from School District 25. 4. Chubbuck agrees to save and hold harmless Pocatello from any claims, demands, rights or causes of action, property damage, personal injury, costs, expenses and compensation whatsoever which arises out of Chubbuck's or its employees' negligence or willful conduct while performing duties pursuant to this Agreement. Pocatello agrees to save and hold harmless Chubbuck from any claims, demands, rights or causes of action, property damage, personal injury, costs, expenses and compensation whatsoever which arises out of Pocatello's or its employees' negligent or willful conduct while performing duties pursuant to this Agreement. 5. This Agreement may be terminated at any time upon thirty (3 0) days written notice by either party hereto to the other, unless Pocatello's contract with Wackenhut Security requires a longer notification period in which case that notification period shall control. 6. This Agreement shall be interpreted in accordance with the laws of the State of Idaho. Jurisdiction shall be the Sixth Judicial District of the State of Idaho, Bannock County. 7. This writing embodies the entire agreement of the parties, and they expressly COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS - Page 2 chubbuck020311 crossguardagmt (3).doc.rtf acknowledge that there are not promises, terms, conditions or obligations other than those contained in this Agreement. All previous or contemporaneous communications, representations, or agreements, either verbal or written, between the parties are superseded by this Agreement. This Agreement shall not be assigned or transferred. 9. Any notice provided under the terms of this Agreement shall be effective upon its placement in the United States mail, first class postage paid, directed to the appropriate entities as follows: City of Pocatello P O Box 4169 Pocatello, ID 83205 City of Chubbuck P O Box 5604 Chubbuck, ID 83202-0006 10. If an action is brought to enforce the terms or provisions of this lease, or to enforce forfeiture for default, or to collect damages for breach, the prevailing party in such action shall be entitled to recover from the losing party reasonable attorney fees together with costs authorized by law. 11. If any provision or portion of any provision of this Agreement shall be deemed illegal or unenforceable by a court of competent jurisdiction, the unaffected provisions or portions thereof shall remain in full force and effect. COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS - Page 3 chubbuck02O3l 1 crossguardagmt (3).doc.rtf IN WITNESS WHEREOF, the parties have set their hands this 4~ day of March, 2011. CITY OF POCATELLO, a municipal corporation o Idaho By Bri . lad, Mayor ATTEST: I R 1. Whitworth, City Clerk CITY OF CHUBBUCK, a municipal corporation of Idaho By �ven M. England, yor ATTEST: Richard Morgan, City Clerk APPROVED AS TO FORM AND CONTENT: A. Dean Tranmer, Pocatello City Attorney Tho as J. Holmes, Chubbuck City Attorney COOPERATIVE AGREEMENT FOR SCHOOL CROSSING GUARDS - Page 4 chubbuck02O311 crossguardagmt (3).doc.rtf