City Council - Regular Meeting

It was popping really. They have the whole gondola. Another way to make it cheaper. I haven't seen I haven't seen yet. We're always Oh, yeah. It was for good deal. And the company was good. We have to make sure you show us some of the proofs. I'm sure a lot of the guys work there by

Maple Trail pictures. It was shooting in deep water and try behind. Right.

Failed failed finally got at least good hands for half an hour. No, I only

check and I still runce. I'm still a little bit. Yeah, absolutely. It's kind of competition. Take your purses up there. It is bikers. They're so quiet. They're so quiet. They are [Music]

those waterproof water. Yeah. So I brought something. All right. You know what? I take off my shoes.

You're gonna laugh. Yeah. If I hadn't already look at that, we need to put it into like a presidential archive or two of moment of silence. Okay. All right. Exactly the right two pages three and I can scribble on the back. Sounds like a good time. Remember the corn? Yes.

Yes. I was reading his update. Yeah. I was wondering. Yeah, it's it's it's it's Yeah, it's hidden publicly now.

Stinking them woman mess right now. My god, my daughter goes there. You know that, right? No. Well, she's still shut down. I'm like, then they arrested the kid for that today. And then well a shoot it wasn't at the school it was by the school and then the the individual that was shot at went to Ben Lman and then that's why they put everything in a teacher not a teacher an office worker at

the new Yeah. Yeah. Yeah, she's so police came over there just to learn

a little island. So at least we

85 See, my ex-wife and kid my ex-wife and kids live. So, you have that weird little block there like right above the whatever it's whatever they call those days. out.

It's already been

just juice. Fair.

Oh, Travis, I heard you went and watched the Yankees lose. I didn't. That's not true. Not true. So, Father's Day. Yeah. My family bought me a trip to New York. At that point in time, the Yankees had a fivegame lead. Yeah. They tried tying it because I'm a big Yankee Cowboy fan. The Cowboys were also in town. But the Yankees ended up tying for first place and losing the tiebreaker. They were actually So, we watched them at some place, but not live. But then all we got to watch was the Cowboys. So, Well,

I literally just told that at some point in the meeting I came with her. Yay. Probably had nothing to do with the meeting. Were your Were your tickets that good? No, you showed me them. They were not that good. All right. But I mean, that dude is like 66. So that's eight. Is he 6'8? Okay. Big dude. I ran into him one time in the airport. I always wondered if he was what they say, right? needs every bit of 68 270. Yeah, Britney. So, we're close. So, I'll start right at I just

Hello. Welcome everyone to city council. I'm Diane Wilson and we are not uh pleased with the pres. We're not having able to have uh Mayor Danoi here. So, I'll be mayor pro Tim today. And uh we'll have a roll call as well. We have council member Jackson, Council Member Saxton, Council Member Scatteren, and Council Member Sophie Paul. So, we appreciate that. And we will ask council member Sophie Paul to do the pledge of allegiance and a moment of silence for us. Please

please join me in a moment of silence. And at this time we're our thoughts and prayers are with the Gwyn family. Thank you. Please join me with the pledge. I to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible with liberty and justice for all.

Thank you. Thank you very much. Well, our next item of business are the consent items, which are the August financials. And I was wondering if anyone on the council has any questions or items to discuss in regards to that. Okay. Um, anyone like to make a general motion to approve those uh approval to uh to the consent items? Second. Okay. or so moved or what is it? And I that's just by acclamation. All in favor? I. Any opposed?

Okay. Thank you. We now come to my favorite part of the city council, which are the public comments. So, if you'll uh if you have any items you'd like to discuss, please come up and you have four minutes if you'll just announce your name and address. And we appreciate you coming for that. Hi. Can you hear me? Come in just a little bit closer. Can you pull it a little closer? How's that? Much better. Okay. Bring that microphone down a little. There you go. Thanks.

Down to mouth level. Okay. Um, I have some concerns about the proposed changes to the

name and address. Oh, sorry. Glendore, 2088 West, 3825 South here in Roy. Uh regarding the uh paragraph, a city employee shall not use his her office for his her own private gain with the city for the endorsement of any product, service or enterprise, or for the private gain of friends, relatives, or persons with whom the employee is affiliated in a non-governmental capacity, including nonprofit organizations of which the employee is an officer or member, and persons with whom the employee has or seeks employment or business relations. I have issues with the wording of that paragraph. Let me tell you a story about friends. Years ago, I purchased some books on Amazon, as I still do today. I read the books, enjoyed them, wrote reviews. Later, I sought out two of those authors on Facebook and friended them. A few months later, I discovered I could no longer leave any reviews on Amazon for anything I purchased. It turned out that somebody on Amazon didn't quite understand what Facebook friending means and concluded that I and thousands of others were in a conflict of interest situation. It was 2 years before after finally contacting Amazon that I was able to leave reviews again. You might want to give deep thought to how friends are determined in this policy. As for re relatives, what about, for example, if an employee happens to be in the same aisle in a grocery store as their fifth cousin twice removed whom they haven't seen in a year? Relative asks how things are going and the employee suddenly remembers there is a job out for bid that they know the relative could do. According to this definition, it sounds like the employee can't tell them to go look up the announcement that is already public. In other words, how close of a relative counts. At a minimum, this paragraph needs to be revised to point out that the information cannot be shared until it is available to the public. In my

opinion, regarding any city employee who seeks or any city employee whose family member or other household member or business in which the employee holds a substantial interest seeks the award of a contract from the city must publicly disclose any possible conflict of interest to the city council in a public meeting. I strongly object to an employee having to do what will be perceived as publicly graveling or begging to do business with the city. I think this will have a detrimental outcome to the city as nobody who has a valid valid offering will want to do it. Instead, I suggest that the head of the department who is needing that service after reviewing the bid and if the bid of the employee or their business or family member is selected, attend a city council meeting. The department head would then present the facts including the name of the employee and point out that the bid is the best and meets all other requirements. Council can then yay or nay regarding if the individual is an elected official. That individual must publicly disclose the conflict of interest in a city council meeting and field a sworn statement with the city recording describing the conflict of interest. I suggest that if this situation arises, the city council member recuse themsself briefly and adjourn to the audience or hallway and the department proceed department head proceed with a notification as done for for employees regarding the city recorder will process the statement in accordance with the Utah Municipal Offers and Employees Ethics Act. My only objection to that is that this should not be done during council meeting because it would require the employees presence and would unnecessarily take up council meeting time. It can be done during business hours in the city recorder's office since it would have already been approved.

That's thank you for letting me comment. Thank you. Thank you, Glenda. All right. Appreciate that. Are there any other comments? Yeah. Yeah, she's got the timer. has the

Robert Pville 6031st South 2050 West. I want to talk about the discussion item number one on the agenda tonight. With all the uncertainty going on with the property tax situation both in the state level and in the public referendum, I as a resident of Roy City believe that the council should not spend the time or money to sponsor the holiday lighting contest this year or in the foreseeable future. Although the amount of money is not huge, when we're tightening our belts, everything helps. Um, buy a little less, spend a little less, and that helps you tighten your belts. So, we need to do the things that we need to do. Um, not only do the prizes cost money, but also cost employee time used to compile the entries, send emails, that type of stuff that takes away from other city business. Uh, the amount of prizes combined for both Halloween and Christmas is approximately double the amount of the propros increase per year. So, as a council, I urge you to take another little step towards belt tightening to suspend these contests. I say another step because most city residents do not see the things that have already been cut. Um, things such as shortening hours of Roy Days to save on overtime and employee expenses, cutting out the employee softball tournament at Roy Days for the last few years, cutting out the city trunk or treat. all things that are good for the city, all things that are fun, but all things that have been cut to try to work in the budget. So, I think at this time as a resident, it's kind of obvious to me that any program, no matter how large or small, that does not contribute to public health and safety needs to be cut. No more Roy Days, no more Christmas lights. Yeah, the electricity is donated, but it cost wages to put them up. Um, cancel dumpster days, no more movies or concerts in the park. And if this is not what the residents want, well then the silent majority needs to stand up to the sil to the very vocal minority that we have in the city and tell the council

what they want. Do they want these programs and are they willing to take the money to fund these programs? But until that happens, I think we should be cutting as what we can where we can. Um, thank you for listening to me.

Thank you. Uh my name is Kevin Homer. I live at 5398 South 4000 West here in Roy. I wanted to talk just a little bit about this uh resolution 25-26 that about purchasing policy. I think for the most part there's a lot of good things in here that I really like. the fact that we're as much as I like our city manager, especially our current city manager, and as much as I trust his judgment, I think that it maintains a better check and balance within our government to have a group of people reviewing whatever the conflicts are and mitigating those. So, I I like the fact that the city council would be involved in that part. So, for me, that's a really good part. Um, I I would ask that um, like Glenda Moore was talking about, the definition of relative, and Mr. Wilson, I'm sure you'll be able to weigh in on this. One of the things that I do when I'm not spending an inordinate amount of time here is I like to work on family history. And I know that if any of us here were to pull up um an app on your phone that coordinates family relationships, we would find that every single one of us are cousins. Sometimes it's, you know, four levels away or 11 levels away or whatever it is. I would like to see a little bit better definition of what it means to be a relative of someone that would ask to have a contract within the city. So define the scope. I think that would make it a little bit better. The other thing I didn't see, and I apologize for this, I didn't dig into it enough. If there is a conflict that is not disclosed, I would wonder what kind of a penalty there is for that. Would

that be a misdemeanor, a felony, you know, trying to decide if you don't disclose that conflict, what penalty is there for that? So, other than that, thank you much. Thank you. Anyone else like to make a public comment? All right, I move uh that we go out of public comment. Okay, I guess that's all we probably need right on that one. All right,

so now we have a presentation items. The first one is the Scouts of America and I believe we have Janelle Hbert that's going to be doing that for us. Is that correct? Oh, the scouts. Oh, excellent. Okay, please scouts. Thank you. Yep. Bring that right down. Bend it and shift it if you need to.

Hello, Roy City Council. My name is Ben Satara and I'm here representing scout troop 543 andor 542. Our troops include several kids from Roy and the surrounding communities. First, thank you for letting us present this idea tonight. We would like to sponsor a display of flags to honor the veterans who have served from Roy. Our plan is to place about 60 to 80 American flags in front of city hall in the grassy area between the fire station and the police station along 1900 west. The scouting America slogan is do a good turn daily. We believe this project is a meaningful way to do that, to show our gratitude and support for all the men and women who have served in our nation's military. Our city is full of veterans from many different branches, and as neighbors to Hill Air Force Base, we're proud to recognize their service. We already have the flags ready to go. What we need from the city is permission to place them in front of city hall, help marking sprinkler lines so we can safely place rebar in the ground for flags, and approval to display a banner thanking veterans sponsored by our troop, examples of which we have included in the small packets we just handed out. We've also included a map of the proposed area where the flags could be placed. There would be no cost to the city. Thank you again for your time and for considering this project. We hope the Veterans Field can become a tradition and a beautiful way for our community to come together and honor those who have served our country. Thank you.

Thank you. Very nice job. Are there particular time or dates that you're thinking of this? Um not Veterans Day because we don't have the lighting to so November 11th, Veterans Day. All right. Okay. Any other um comments or from the city council or questions? No, I think this is awesome idea and I really appreciate you bringing it and I think will really reflect and help the veterans realize how much they have done for us. Love it. Yeah, great idea.

It is. And to help remind us, all of us the importance of them and their duties and in patriotism. We need more of that, don't we? Excellent. as well. Um, Matt Andrews, what do we need to do to be able to further um give them approval for this? Yeah, just give them permission and I think we'll be good to go. They're doing everything themselves. Okay. Sorry. Any question? So, are you putting them up in the morning and then taking them down that night? So, is it just up one day? Just on Veterans Day. Go ahead. just the

just expect them to know every little we haven't if we could get lighting then we would provide but we would only provide that we don't want to cost the city anything um then we could have it up for maybe two or three days but right now we don't have that lighting so we would just plan on just Veterans Day early in the morning and then take it down before it turns just for proper flag etiquette basically is what it comes down to lighting okay well great city council any concerns or if we feel good about proceeding with that.

I think that sounds like a great idea. Thank you. We're excited about that and you guys did a great job on your presentation as well and you look great in your uniforms. Thank you. So, I guess we'll contact or your leader will contact us to get the details to go further with that. Okay. Thanks, Janelle. Thank you. All right. Well, that's great. So now we have our second presentation item which I believe will turn the time over to Trias Flint. It's so good to have you back to be back. Thank you, Mayor Council. Purse perfect here.

Well, thank you. Um, that's a tough act to follow. But following the seasonal removal of our soccer goals in 2024 and after community feedback, the city council requested that the parks and recreation department review its practices regarding soccer goal handling as well as other winterization and spring opening of amenities in the park. The parks division follows standard seasonal procedures to close the w close close and winterize park amenities in late fall and reopen them each spring. While parks remain open year round, the facilities such as restrooms, irrigation systems, playfields, sports equipment, sports courts, and even to some degree the splash pad are subject to seasonal schedules. Dates are determined annually by the park superintendent in consol in consolation with the parks and recreation director to protect infrastructure and ensure safe consistent community use. Long story short, by April 1st, we'll have everything open. You know, whether it be our fields, our restrooms, uh everything but the splash pad. The splash pad has dedicated hours of Memorial Day to Labor Day. Everything else, whether it be pickle ball courts, soccer facilities, baseball facilities, will be open on April 1st. They will close down anytime after October 31st to mid November, depending on weather. Uh once you get that deep freeze, it's not great for our facilities to have game type usage on them. Uh it causes damage to pickleball nets and tennis nets. We don't leave bases out for any of our fields or anything like that. Our parks are still open. It's important everybody under understand that if you want to bring your kids to the playground, you want to walk around the walking tracks, great. Mom and dad want to go play catch with their kid in the park, great. Uh but as

far as scheduled use and activities and amenities being out there, they won't be out there between I would say it's safe to say October 31st to April 1st. Questions or concerns? Thank you. Any questions? Well, I know when we had um I think it was Alexis that asked us about the um goals the down at Emma Russell Park and how they did extend them with when the weather was good last year for a few more weeks and and and that's why it's a little bit open-ended to the discretion of the park superintendent and the parks and recreation director because if it's 70°, right?

You know, we we want people to enjoy the world. uh if it starts getting cold, I don't know if there's any golfers in the audience or uh up here, but it's quite often you'll go to a golf course and see frost warnings. That's because when you walk or drive or do things on frosted grass, it's very, very bad for the grass. It breaks the tips. It causes damage. Matter of fact, even in your own yard, if you walk on grass that is frosted up, you'll see a broken of the tips and kind of a dull brown color to it. Uh, so that's what we're trying to do. We're We obviously love people in our parks. We want people in our parks as much as we possibly can have them there.

We also want to keep nice parks and this policy, this standard operation procedure allows us to do so. That that's the objective. It's not to prevent people, you know, that's the last thing in the world we want. If there are groups or excuse me, if there are families or people that want to go enjoy our facilities, that's great. They're just not going to have goals or bases or different things like that out there. Going to have to use combs, right? You know, kind of old school type mentality, right? Okay. Thank you. Any other comments?

Sounds like a good plan of action and we appreciate Thank you for taking time for that. Thank you, Travis. Well, moving right along to action items. Consideration of resolution 25-26, a resolution of the Roy City Council amending the Roy City Purchasing Policy. And I will turn the time over to attorney Matt Wilson to present for us, please.

All right. Thank you. So, just so everyone's aware, I have incorporated any suggestions that were provided. I know I did talk to you, Council Member Wilson, yesterday and I could not for the life of me when I I talked to you last night remember exactly what we had discussed and so I would just suggest if there aren't obviously this is a time for you to make those suggestions as well as we go through this. So, please uh make those suggestions, but this doesn't incorporate uh Mayor Dando's suggestions that he had provided previously. And I will just add a couple notes before I get into this. Uh currently, we are compliant with state law and with our policy. I know it's been said that we are not, and I'm happy to have that discussion with anyone that has questions, whether it be council or the public. Um, but we we are compliant with state law, so there there aren't conflicts that are these huge concerns or anything. Um, like I said, I'm happy to have that discussion with anyone. So, I'm assuming there's no questions or maybe I'll just ignore them for now. But, um, I'll just go through it here on the policy. So, on page three of the policy, there's the suggestion to add that language. And I agree, there are some terms in there that are very vague. And I I think you have that that six degrees. And if you play that game with the six degrees, you could probably find, as Mr. Homer pointed out, that there's relations with with everyone. And so here, this is actually um similar to state code, but this section only applies to the employee. And for a violation of any of this statute or of those statutes, it would be for the employee to be dismissed and then the contract is void with the city

being able to maintain or keep that consideration that was provided. So whether it's the work or payment, we would keep that without having to reimburse anything. Um, so I hope that answers that question. My recommendation would be to strike that first suggestion on page three because it is addressed in state code. Um, and if you do want it in our policy, which we can, we can just mirror state code. The purchasing policy would not be the proper place for it. It would be in our personnel policy and procedures manual. That's something that every employee when they're hired uh, sign something saying they agree to be bound by that and adhere to that conduct. Whereas the purchasing policy, the intent of that is not for employee discipline. It's mainly for this is how our purchases will be conducted whether it's for purchases contract annual contracts or similar things like that. But it's not for um the employee discipline. And keep in mind in the employee discipline, one thing that an employee could be disciplined for is a violation of state law. uh whether they're convicted or not, there may be insufficient evidence if a case isn't filed. That doesn't mean that that didn't happen. It just means that there was insufficient evidence to be able to prosecute that case. Not saying that every case gets submitted is prosecutable or even that someone would would be convicted, but anyways, any questions so far? Okay. So

I mean I think just in regards to that um in also you know we're probably all related but we certainly are all friends and so the next part is you know a little concerning for me because yeah how far do we go with my thunder

okay and that's what's interesting too if you look at the state code the way they have it defined one um as you get into some of those later sections in that in that area of the code is you have to have a substantial interest which is 10% or more of a company either and it's the substantial interest is either the employee the employes spouse or their minor children and that's it and I thought that was pretty interesting that that's where the state cut things off rather than even saying siblings parents any of that there is the procurement code in the state that does expand that a little bit, but we have not adopted that. We have our own purchasing policy, so that's not applicable to to Roy City unless we adopt that in part or or whole. So, uh, moving on to page six of the purchasing policy. I don't believe there's any changes between there and yeah. So going to page six, that's under subsection. Well, so it's 2D 2D1. So there we struck out the the noticing and just included the language as required by Utah code and Royce City Municipal Code. That way if we update our noticing uh to in because right now it's what the state requires, we can add to that. we just can't take away from that. So, if at some point this council decided they did want to add back in the newspaper, we don't have to go in and edit this every time we we update any of our noticing or the state does either. Uh, also right there, this section that I think it shows in green on if you were online or printed it in color, the A

through F right there under D1 is just taken from a different section. those were uh in the exceptions and those aren't exceptions. That was thank thanks to our management services director. She pointed that out. So, shout out to Amber. Thank you. And and you'll see that it's struck out in the exception section. Again, it just moved there. And you'll also see on that next page on page seven the updates to the the noticing as well as it says any procurement in excess of this. It's really just under that section. So my suggestion was to change that to say any procurement under this section rather than saying in excess of 75,000. And then the next changes are on page 11. So there you'll see that employee is capitalized and I've suggested that we add a definition of employee because that would include any municipal municipal employee, any appointed employee and any elected officials. Rather than saying those every single time, I just defined it once and figured that might make it easier as you're reading. Of course, then you have to think, oh, now I have to go to the definitions. Maybe I'm just weird, but or read a lot of state code. That happens a lot. So, also I added in there the substantial interest and we did to be consistent with state code. Um, in fact, no city employee. Um, and I think their rel I just noticed that it says their relatives there. I would either strike that or we define their relatives in that ethics and public contracting

because as pointed out and I agree with relatives is so broad that I don't know one how we'd enforce it. I I think it's vague you don't have notice of who that really applies to. So either strike it or define it would be my recommendation. My recommendation would be to define it rather than just striking it. also added in there the substantial financial interest. So, it's similar to state code or it mirrors state code. And then the the next two sections, this is what Mayor Dan Doy had um suggested we add in there or there's the alternate alternative option which just mirrors the state code there. And that's where you'll see it says any city employee um or their spouse or minor children that have that 10% interest. uh they must publicly disclose in an open and public meeting and that is required by state code. I understand that that could be embarrassing for someone that they may not want to but that is the requirement of state code so to to declare in a public meeting. Previously, we had it as declaring to the um city manager, but that doesn't mean that we wouldn't have also required someone to come in and and declare in council. So, I would say we have, like I said, we've been compliant with state code. There's not anything that's at issue there. So, uh and then the other thing is just the addition of the definition of employee. So questions, concerns,

we'll definitely have the definition of friends because that's one you didn't touch on. So friends, I would say would strike or is that what you're My recommendation was just to strike that paragraph because that's why it's in red. It's well and it it's in state code. State code obviously that applies to us. Yes.

Yep. There's certain areas like I said the procurement code we would have to adopt for that to be applicable to us but we've adopted our own purchasing so that does not apply but the the section this is in title 10 which is the municipal code it's um I think it's title 3 part 13 there where it's the municipal officers and employees ethics act that is all applicable and so that's in there they don't have friends in there I I don't know that it's beneficial for us to try and add it in. And one, I also don't think that any employee is going to go to our purchasing policy to look at these. They'll be looking at our personnel policy. So, if you do want something, my recommendation would be to add it there and not in the purchasing policy. So, I yeah, we can define friends if you want to keep that paragraph or I'm happy to do that. No,

as I say, if the notion is to to to strike the friends aspect, that just is a horribly slippery slope. So then with relative can we maybe direct or immediate or

it does say household correct? So household I I think because it said household member and I said and that was also a recommendation of mine was to strike that because what is a household member? So if we want to keep that, we just need to define that. And so that's why so those strikes are still what I would recommend. And either you go with the those two there's the two options there. One is split into two paragraphs and the other one is just that small paragraph, right? Yeah. But I do think if you want relative in there, we say either immediate or we define exactly what we're talking about, which is generally beneficial.

Yeah. If state if if state code state law doesn't call for it, then it we shouldn't have it because that is going above and beyond and we're only beholden to law. Yeah. And the state law dictates how we operate. Okay. Any I'll I'll go ahead and jump in. Any other thoughts there?

Um I agree that that first paragraph on page three of the policy should not be there. So I I I think that's very appropriate. One comment I had was on page 11, the third paragraph down where it says no city employee. Um I definitely believe we need to um define that in there and have it consistent with the alternative option. But I'm wondering, do we even need to have that paragraph at all? because I believe the alternative option basically says what that paragraph says but it's very clear and distinct. So that maybe you can read through that and see what you think on that. And then with that being said the following paragraph I think also needs to have the definition. So where it says contracts for the procurement of goods or services may be awarded to an employee then that's where we would say may be awarded to and then just put that definition may be awarded to any city employee who seeks or any city employee that same definition that's in the alternative option and then just pick it back up at from the city if then the conflict is disclosed in a public city council meeting. So I believe that from you know after two awarded two if we just stop there insert the definition and then pick it back up on the conflict then I I just think it's important that the same consistent definition should be there. Um, so I don't know if I should read that again or if that makes sense or what you think about that.

Just to clarify, basically striking um relative and then putting in there the or any city employee whose spouse or minor children hold at least that 10% interest and do that. Is that what you're suggesting?

Uh, I'll just read it so I make sure I'm seeing it. So it would be contracts for the procurement of goods or services may be awarded to that's currently there and then insert any city employee who seeks or any city employee whose spouse or minor children hold at least 10% of the outstanding shares of a corporation or 10% interest of any other business entity. the award of a contract from the city if so that's all from that alternative option and then jump right back in to what's written there the conflict is disclosed in a public city council meeting and finish it to the end of that basically just taking that one section out and inserting the definition so you'd be getting rid of employee through business. So it's just a few words. We're putting in a lot more words, but then it also defines it and

clarifies clarifies so it's consistent with the earlier option. Okay. And do you what do you think about that third paragraph on the top? Is that something that we really need or is it still covered? And um you know is that still covered with the alternative option? Uh I think it is covered with that alternative option. So if you want to if if you want if the council wants to strike that we can

because we'd have to be putting the um definition in that paragraph anyway. And so if we just keep it in the alternative option, it might make it just a little cleaner. so we're not repeating it so many times. Um, those were a couple of my ideas. Um, any other ideas or options that people have in mind?

No. you know, and one question while we're just kind of talking, you know, um the cons the concern of the city council and we do need to put it up there, but some comments had been made and I believe by yourself that we might be able to avoid some possible concern of that if we just preempt it with the bin process even so people know what is required so it doesn't turn into a a problem. So, no, not that it's part of this, but might help.

Yes, that that is something that we discussed was in in our standard terms and conditions in when we send something out for bid that we put in that language something to the effect of they either state that they're they're not an employee or relative or they don't have any interest. something basically that one would put us on notice uh and that way I think it it's beneficial for us to be aware of that if there is a conflict um before any contracts even awarded. So

okay yeah because I appreciated your idea of that earlier. So um any other thoughts or comments in regards to that? So, I get the feeling that um we're kind of considering a motion that would um delete the first paragraph and do the alternative option with uh a couple of changes there. Is that something that I guess we would just ask uh for a motion to include that if if we're all for that? Yeah, bas basically you just entertain a motion and then if someone wanted to make a motion they they just say yeah they would motion it to approve with the changes that have been discussed.

Any other discussion? If there isn't any other discussion I guess we can move forward that. Okay. Is there a motion? Would anyone like to Yeah. Do you want Well, do you want to wait for council member Saxton? Certainly. Yeah, that's right. Do that then. So then this just just for clarification, this does with the motion that we would potentially make put us in pretty much direct alignment with what is required by state law. Correct. Is that correct? Okay. Our policy would mirror it. Our policy would mirror state law as is required by state law. Okay.

Right. That was the one I knew we were like there, but just wanted to confirm. No awkward silence. Okay. Well, yeah. Yeah. Yeah. So Britney just brought up a good point that we didn't hear from Brian if he had anything to add. Sure.

And then Matt had just suggested that we table this for for a moment and then we can move into the next item and then you can address this when he comes back. All right, let's do that then. So um is that just a general motion or can I just say we'll table it for a moment? You I would just have a I guess you just do a you would require Well, okay. Can we have a motion to table it until uh motion member Saxton's back? Yeah. Motion to table consideration for resolution 25-26 until the return of Council Member Saxton. You have a second. I'll second it. All in favor? I I Okay, great. Well, then we'll turn the time over to city manager for Yes.

the next discussion item.

Thank you, council. Um, as you know, in previous years, we've had uh various holiday lighting contests being Halloween and Christmas. As staff, we just wanted to know if you wanted to um do that this year for Halloween and Christmas. Um, I've also received notice from some residents that they do enjoy it and they would like to donate the money and funds to do that um for the winnings. However, like uh Robert Perl did say, there is staff time that is allocated toward this too. So that's not part of that conversation of the donation, just the winnings. But wanted to turn that over to you for a general discussion to say, shall we be doing that? Do you want staff to advertise that on Facebook and get that going? Because as you know, Halloween is upon us. Well, and is the discussion just Halloween or Christmas or we could we can we always have time to to make that decision later for Christmas if you would like to do that later. Um, but Halloween we would like to know tonight so we can get going on it or not.

So, when we're talking employee time, we're talking Britney just posting it on Facebook and then us giving her, you know, who wins and she's posting on Facebook. So, we're not talking hours and hours of time, right? Nominations, people entering themselves, entry by email, compiling that, creating a map for council to go around and judge, right? Receiving the judging. Yeah. The winners, obtaining the prizes. Yeah. So, that sort of thing.

So, the council members are the ones that do the judging. I don't know. I think it's I take my family around and think it's a great thing for the city. I I've heard a suggestion rather than even to give money to give uh passes to the aquatic center or to the complex um because that would just be advertisement for those facilities also and it wouldn't take any money from I mean I know that we do have um a resident that said that they would donate the money but I think it's something that the citizens look forward to every year and I've seen some really awesome Halloween houses already and I thoroughly enjoy doing it myself. So, I think it's a community event that if it's at no cost except for, you know, I mean, obviously it's Britney's time, but everything else is volunteer. So, I I really like the idea of doing it just because I just think a lot of the citizens like it and I thoroughly enjoy it myself. I don't know about the rest of you guys, but

is there a way to have someone volunteer to do those time in more time inensive duties? I know you have to approve anything that would be on Facebook, but would there be a way that someone could volunteer to help with those duties and take that away from your schedule? Yeah, there's definitely a way to kind of coordinate, you know, getting a volunteer the entries um or having them create the social media um graphics and things like that. There's there's definitely ways to coordinate that without, you know, giving email access and stuff, but it just depends on what that volunteer portion would look like

because we definitely do need to pinch our pennies. So, we want to be very respectful of that. Other thoughts or I like the idea of uh swim passes or aquatic center passes versus the money. That's very sweet that somebody donated would say they would donate for it, but I think a pass would be sufficient. I think people would do it and decorate their home for Christmas and Halloween without that. But, right, I think the glory isn't good enough. I mean, you know, the notoriety on the Facebooks. I think they would, but I think that a pass would be nice. Yeah.

And I feel if they didn't, you know, if they were elderly or or if they're like, "Yeah, I don't really go to the aquatic center or don't go to the complex." I mean, give it to grandkids or to a neighbor. And Yeah. Um, right. I think that it would be used and it wouldn't be any cost from us. Yeah. Have we have we thought of Well, first of all, how much would we save like by not having by not doing the private?

Yeah. Couple hundred dollars. Yeah. What about time for you? Yeah. because that adds up. It does. It depends on the entries. That's there's no way to know really just from the beginning, but dependent on the entries and things like that. I probably spend I'd say three to four hours on the project itself between because we normally have the graphics kind of already done. It's just updating them, dates, times, that sort of thing. Um, so it is less intensive now, but probably still three to four hours compiling addresses, creating a map, getting entries out, coordinating with council, receiving it back and sending the prices.

So, someone could help you with that part because the graphics and that might whittle your time down to how much would that whittle your time down to if they're if they're doing the graphics and stuff? I mean, yeah, if they're doing the compilation because you said the graphics are already there, right? Yeah, definitely utilize ones from prior years and just update the dates and that would be minutes at most. And I'll volunteer my wife's time. So, okay. Yeah. If there's anyone clever. Yes. Well, you know that the Scatteren household where we're, you know, team players. Mhm.

Could we could we get a sponsor to maybe print off flyers that people could pick up at some of the local merchants and say, "Hey, look at this. A Halloween list of holiday lights." I mean, like Ann said, I've got a couple of neighbors that have already spent hundreds and hundreds of dollars on Halloween,

and I know we're in a tight situation, but I'm wondering, gosh, if we could get a a local merchant to put their name on it and and leave them at the store and People just pick them up and people can drive around and mark them off and then we can use complex and aquatic center aquatic center for the prize. So, are you talking about um leaving a flyer for people to go around and vote themselves and then someoneote so just go and

they can so it can be like a light parade like a little tour that they would make their own tour so they know who the address is. You mean after we figure after we award? Okay. Because normally we only advertise it on Facebook, right?

Or Yeah, on Facebook to get the entries. I know my daughter has one in her neighborhood who they've cited the whole front of their house to look like a haunted house. So Halloween is getting more and more intense for decorations than it ever has been before. People put I mean there was a couple down by the other fire station that had haunted houses. I mean walkthroughs in their front yard scare the crap out of my grandkids. I mean I can't believe the time and effort the people have been putting into these. And I I just think it's a fun event for the it I mean my family really enjoys it, but

and at no cost except for we can get Britney some help and and it's only twice a year, October, December. Um I would hate to do away with it, but that's just my opinion. So maybe being very respectful of that. We're trying to and we're trying to increase volunteerism anyway because that helps I think with our community. So and being respectful of our funds and finances. Do we feel good about maybe moving forward as long as we have the, you know, like maybe with the complexes and finding someone to help Britney so your time is very minimal and that way we're accomplishing a good community activity but still not um causing problems with our our budget. How do we feel about that? Do we feel everyone feel good about that?

And is that something we can just say, okay, let's and we already have our volunteer lined up, right? She she may or may not. Are you listening? Thought we can maybe find someone, right? Like I said, yeah, I know I could find somebody also. Yeah. I mean, if if I have to volunt my time to, I can do it. So, anything else we need to do with that and then if it if it doesn't work out and we can't get the the volunteer, then you know, we won't proceed. But if we can do it on a very string thin string budget, yep. Okay. Okay. Well, let's go ahead and do it and we'll just try to do it for both cool

events then. All right. Thank Thank you very much. Thanks everyone. I think it's nice and and thanks for the comments to remind us to be really careful and help us be creative with our ways. Well, I think we'll um would this be a good time we can go ahead and go back to our action item. Do I have to motion to bring it back up for consideration? Yeah. Okay. Uh, so motion to open back up consideration of resolution 25-26, a resolution of the Roy City Council amending the Royce City purchasing policy. So moved. Do we have a second? I'll second it. All in favor? I.

All right. So I believe we're at the point where um are there any other comments in regards to the purchasing policy? So I think we can move towards a a motion if there's anyone that um is interested or willing to do that. Did you have anything? because that's that's the only reason we tabled it and brought it back. I'm grateful and important enough that you weighed it. I got you. So, okay. If no comments, well, is there anyone that would like to make a motion?

Motion to approve uh consideration of resolution 25-26 as discussed and as was given direction uh during uh this council meeting for consideration. Yeah. I'll second it. Is that good, Matt? Is I I was just going to say just that includes any changes that were discussed. Correct. And any changes that were discussed. Okay. I'll second it. No second. Okay. All right. So, this is a roll call vote. So, Britney, please. I. Council member Wilson, I. Member Scatteren. I. Council member Jackson. I. Council member Paul.

Hi. Okay. It looks like we'll move forward with that policy with the changes as noted. All right. Next, we'll move to city manager and council report, please.

Yes. Thank you. Just a couple of items. I wanted to make mention of a the complex pump uh pumpkin bash on October 18th at 10 a.m. Registration is now open. Um, tomorrow, I mentioned this last time, uh, last in our last city council meeting, but the fire prevention night is actually tomorrow night at 5:30 to 9:00 p.m. out at station 31. And then also another save the date, October 28th from 6 to 8, we're going to be hosting a water preservation element of the general plan discussion in our basement. So, if you would like to come out and and to listen to that. So, that's all I have.

Okay. Anyone else? I have a small Yeah. So, the hats off to you guys with the parks and wreck and the public works and whoever else helped with the Emma Russell repaving. That was amazing. Absolutely. Um, I got to go out and walk on it and the whole time I was smiling and I was like, "Woohoo! Not tripping." So, yeah, good job with that. Very good job. And uh the roundabout roundabout's open drove through that 100 is open and about when co is smiling. Yeah.

Yeah. Yeah. That's great. And Matt, did you say you when is the deadline for 5600 again? Is that they're So they're about a year ahead schedule right now. Um, we did have a meeting today on 5600. They would like to get a lot of the things paved. There's a lot of storm water work done being done right now. That's why you see the the road torn up up on the upper part of 56 um by 1900 West. But they would like to get that all taken care of. Um, if the weather holds strong, they would like to do some of the final paving. Um, most likely that will be done in the spring.

Okay. Thank you. I just got not the the fire open house will be 6:00 to 8, not 5:30 to 8 tomorrow night. Yeah. Right.

And I just wanted to thank all those that participated with the yard of the month. I'm not sure how many people got to see it or know it, but I definitely had uh several people excited about having that option. So, we can um see how that looks for next year. But it was fun to have that uh feedback. And then I just wanted to mention tomorrow is or no, excuse me, Thursday, October 9th is walk to school day and for us it's at Country View Elementary at that's at 8 am. And if we have any questions, we can reach out to Battalion Chief Mike Hadley. And I don't know if there's anything else in regards to that, but those are just some of the comments that I had. So All right. Is No. Okay.

Good. And Right. So, if that's the case, then I guess we'll um see if there's a motion to enter a closed door meeting to discuss pending and reasonably imminent litigation in the council chambers, which would be here. So, move. I'll second. And that's a roll call vote. Council member Jackson I member I member Saxton I member Scott I

okay thank you so we appreciate everyone being here and we'll adjourn after so I guess you can go and come back if you'd like or you can go ahead and head home now so thank you very much so we'll just maybe take five minutes and Maybe around 6:30. Perfect. Okay. Thank you very much everyone. [Music] Yeah. That's why you went out there because I was like I was trying to say

Oh my goodness. You're so glad you didn't. I did not know. be on my toes.

We let you know like I can text you and let you know that we're done because technically have to leave. and then come back into meeting and so I would just leave here.

Yeah, I don't imagine