Council Meeting (12-05-2024)

PUBLIC NOTICE

NOTICE IS HEREBY GIVEN THAT THE VERNON TOWN COUCIL Public Regular Meeting on December 5, 2024 at 7:00 PM at the Vernon Fire Station 325 South Main Street Vernon UT 84080.

1. Pledge Of Allegiance. – Lead By Scott Livingston.
2. Approval of Meeting Minutes November 7, 2024- Approved. Motion Made by Scott Livingston Seconded By Tai Lauti. All in Favor non-Opposed. Motion carries.
3. Public Comments- No Public Comments.
4. Sheriff Report – 1 call for service. No citations and No Arrests.
5. Joe Mannino (Fire) – Joe was not Present.
6. Consideration of Purchase of Snare and Cage for Use by Vernon Animal Control. – Tai did not have a chance to look into this. John stated that he has no idea what they would cost and that he would like to have a idea before they really talk about it. Mike stated that the Kennels aren’t very much but he doesn’t know about the snare. John stated that we will need one that is bigger so that we can hold one of the Great Pyrenees. Mike asked do we know who owns them? John stated that they are the sheep herders. Scott Mentioned that if they truck the sheep out on a semi then they will just leave the dog. Then when you call them, they don’t care and you have a wild dog running around. John stated that he doesn’t have a problem with purchasing them but we have to have a price. Nicole stated that she did do some research on this and the most expensive one she found was $110 for the snare and the cheapest one was $59 but that was for a shorter one. The kennel was $125 if you want the hard plastic one. Nicole stated that she would say $300 max to get both. John asked to make a motion to purchase these items up to $300 so that Nicole can get this ordered. Motion made by Mike Cheatham and seconded by Scott Livingston. All in favor non opposed. Motion carries.
7. Clerk Report- Finished our AUP audits. Nicole stated that if you want anything on the Agenda, I have to get that information from the mayor. John mentioned if there is anything you need on the agenda, please text it to me and if I approve it, I will send it on to Nicole. If I have any questions about the item then I will call. Nicole stated that they will not be moving forward with Pelours. The accounting software that is being used now is updated and seems to be working well. The CPA is being amazing now. Scott asked is there a way to piggy back on that for our water company or do they need to get their own? Nicole stated it would be better for them to get their own. John stated that where the water company is their own private company they should have their own. Nicole stated that the Fire Department checking account is associated with that accounting software. Nicole stated that the fire department account is completely up and running now. Nicole will go in for the card tomorrow and she stated that she is in the process of ordering checks. They will need to pay the checks through the town until they get the checks for that account.

John mentioned before we go into the department reports we have some guests here and they may want to leave. They are here for the mayor awards program. John asked who has been nominated? Mike stated Ted Sandavol, Lilly Cheatham were the only ones he knew of. John stated that he heard that Marlin Yates has been Nominated as well. Amy stated that there is a document on there of the people who have been nominated. John stated that those are the only ones who have been selected. John stated what he thinks we should do is starting in 2025 we selected a couple of people. John stated that he thinks if you do it every month it wont be as special. John thinks that maybe every quarter will be better. Every 3 months and make it nice. John stated that he thinks if we go with Ted and Lilly for the January meeting, we would need to get an invitation to them for them and their family to let them know they are getting a award at the council meeting. Amy stated that she can help with the invitation for that event. John stated now we need to discuss how will that look? John stated we will put that on the agenda. Amy stated that what would happen is we would bring up the nomination form and tell them why they are nominated and who nominated them. John stated that he doesn’t want to say who nominated them. John stated that as the mayor he will go down and give them the award and then have someone on hand to take pictures for the newsletter. John stated then let all of the council file in and shake their hands. John stated that it should be at the first of the meeting during the public comment section. John then asked what are we giving them? Mike stated that Amy gave him a box of prizes that we can give them. John stated that he wants specifics. Amy stated that they Youth would get a Drawstring back pack with the prizes inside. For the adults we could do like an amazon gift card or something like that. John stated let’s do a $50 gift card for the adult. John mentioned that he thinks that we should have a nice framed certificate that if we had someone who did calligraphy. Amy stated that she knows someone in rush valley who does maybe we can get them to do that. John would like to get a card that is signed by all of the council. John stated let’s plan on those 2 being our first 2. John stated that he would like to start going to 3 awards a quarter. Maybe do an elementary and under then Youth 12-18 and then an adult. If we do not get any applications then we just say there were not anyone nominated this time. John asked any questions or comments. Scott asked how much of this are you doing (Amy) or how much of this do we have to do on our end? Amy stated that she would do the awards. John stated that he thinks he means Monetary. Amy stated let me check with my boss and we can get back to you on that. John stated that if we give out $50 to a adult and $50 to a teenager it might not even hurt to give $20 to the elementary student that is only $120 a quarter. $480 a year. We used to give the 4H $300. Amy stated that if you have that budgeted then we will move forward with that but I will check. John told Mike that he will need to get with Nicole and get the gift cards worked out. John stated Mike be sure you follow through with that so we are ready for January.

John stated that we are scheduled to meet on January 2^nd. John stated that he knows that schools are still out and that people will still be celebrating. John is wondering if the 9^th would be more appropriate. John stated let’s go with the 9^th. The meeting will be January 9^th 2025 at 7:00 PM

8. Department Reports/Commissions/Committees

(A) Mayor John Olson:

Council of Government- They meet this month to talk about 3^rd quarter sales tax. Meeting on Monday to go over application process and scoring and then we will be meeting on the same night of the school play.

Cemetery- One person who reached out about missing/stolen cemetery certificates. John stated that Nicole can issue new certificates and the old ones will be void.

(B) Scott Livingston:

Water- Last Night was the water meeting. Everything went well. Denise Clark is done with being the Treasurer. John stated I thought Terry was doing that. Scott stated no Terry is the Secretary she can not be the Treasurer as well. They will have to get someone else to do that. John asked was he on the board as well? Scott stated yes, he was and he will not be on the board any more either. He is retiring his health isn’t doing very well.

Treasurer- Scott mentioned that he wants to bring up the PTO money for Christmas and Easter. The PTO came and talked to him tonight. They have some concerns over what they are suppose to be doing with the money for Christmas and easter. In the past it used to be a donation. They could do with it what they wanted and what they needed to use it on. Now they the idea that they need to bring back receipts for every penny that is spent and they have to use exactly $300 or they will not get the money the following year. Scott is unsure where the wires are getting crossed with this. Johns stated they have to be accountable for the money that is all there is to it. Scott stated that is not how it has been in the past. John stated that in the past the council would give them the money and they would say ok whatever money wasn’t spent you bring back and they would always bring back a receipt with the money that wasn’t spent. John stated that there has to be accounting. But the idea that if they don’t spend it all they don’t get it the next year I don’t know where that is coming from. Scott stated that there were some receipts that were lost because someone didn’t get them and now they are concerned on what to do. Scott mentioned there are 2 different sides to every coin. Scott mentioned that the PTO really doesn’t do the bags. The school does the play. John asked then what does the PTO do for it? Scott stated not very much for it. Jaylynn stated they pay for Santa. John asked so they don’t bag the candy? Jaylynn stated that they bag the candy. John asked who buys it? Jaylynn stated the town does. John stated then what is the problem? I don’t understand what the problem is? Scott stated that their thoughts are if the town wants the recognition, then does the town want to do it? The town will buy the candy and build the bags. John asked what Recognition? Scott stated of donating the $300. John stated that it has always been done to help the kids. I don’t think that the town has ever asked for Recognition. John stated that the town has never wanted anything in the program thanking the town for the donation. Stephaine asked has the PTO always done it? Scott stated no the church did. It used to be a Church Party. Scott stated that things are always changing and that different people get into positions and they have different thoughts. John stated that he knows the PTO has money so if they don’t need or don’t want the donation then we will not beg them to take it. Scott stated that is what we are trying to talk out. Scott stated wither it be they need to come to the meeting and request the money. John stated that is too big of a hassle. John stated that’s he is being obstinate here but he is trying to be a devil’s advocate here. Stephaine state we have a community councilman now who has a committee. Scott stated that was their thinking does the town want to take it over and go and buy the candy and put the bags together so they can track the receipt so they don’t get stuck with it. John stated that he can see where they care coming from because sometimes it is advertised as a Town party, where the school kids perform the play. John stated that his preference is to keep it at the school level, and that the town just says here is the money and if you need more money let us know. But the idea of waiting until 2 weeks before the play and then saying we need to go and get the money that is stuff they can be thinking about. Jaylynn stated but they have to request it twice. John stated they have never had to request it twice. Jaylynn stated they have to come in at the beginning of the fiscal year. John stated they don’t need to come in any more. John stated all they have to do since is it budgeted. It is already approved up here and they need to let us know they want it and Nicole writes a check. John stated where does it say they have come to in and request it. Jaylynn stated that is what the new president was told. Stephaine stated they have done that multiple years. John stated they haven’t done that for the last couple of years. Jaylynn stated they have always had someone here. John asked Nicole do we need someone to come in where it is already budgeted? Nicole stated no. I just need to know who to write the check out to and when. John asked does he have to fill out a purchase order where we are not purchasing anything for the town? Nicole stated what it would be is a PO but it would be labeled as a donation I would fill that out. Scott stated that way there would be not receipt that would have to be chased? John stated NO there would still have to be receipt. Scott stated even if it was a donation to a group? John stated absolutely. Scott stated that when we give a donation to the 4H kids we didn’t require them to bring back a receipt for what the money was spent on because it was a donation. Rob stated that they do not need to bring back a receipt for what the money was spent on because they should have their own accounting that they have to account for those funds. John stated that we can write a check give it to the PTO president. Jaylynn stated that the PTO is just trying to protect themselves. They would prefer that the check not be written out to a specific person or the PTO. They are asking that the check be written to the Vernon Elementary and I will have to go through the school district but then I can use my Purchase card to go buy the candy. But instead of the induvial PTO members putting together the bags then we would have the kids the week before the play do an assembly line and put the bags together. John stated if the money is donated to the PTO how are they in any danger? Rob stated they have their own accounting practices. Rob stated if we write it out the school it goes to the school district and that sounds crazy. Rob stated if they don’t want to do it then they just shouldn’t do it. Rob stated it sounds crazy to write it out the school district instead of the local PTO. Jaylynn stated then we need town members to participate. Jaylynn stated that she has 4 people who do it every single year. John stated welcome to the club. Rob stated that if anyone feels your pain they are right here. John stated your talking to the wrong people. John stated that you should not have to go and buy that candy if the organization that is suppose to be supporting you should be out there taking that off your shoulders. John stated that he would be glad to bag candy. If they ask for Volunteers, I wouldn’t have a problem being there. John stated that he has never heard the PTO ask for that. They have put it out on Facebook and it’s the same 4 people. John stated that he thinks that the money should go to the PTO and not the school District or a Specific person. Jaylynn stated that is what it has been in the past. It puts her in Jeopardy. Rob stated it should be made out to the PTO. Rob stated that the PTO has their own accounting because they are an organization. They will have to produce their own receipts. John stated that in his opinion and he is speaking only for himself not the other council members but if we are donating $300 it needs to be spent on that event not go spend $100 on candy and then go and put $200 away for something else. Jaylynn stated that they are using it for that. Jaylynn stated that I am sure Nicole can go back and look at the receipts for that. John stated that would be his only stipulation. John asked the council do you agree with that. The council stated that they are good with that. Scott asked do we just write them one check? John asked how much do we give them for easter? Nicole stated it is $300 for Christmas and $300 for easter. Nicole asked if the council wants one check to be cut for both amounts together? John stated that would be the easiest. John stated that we could just do that in July that next year that way we are done with it. Nicole stated she will print the check tonight and that way we can sign it and have it delivered to the PTO.

Business Licenses- Nothing new to report. John stated that starting in January there will not be a section for Business Licenses it will fall under Treasurer.

(C) Stephanie Loder:

Planning and Zoning- We discussed Chapter 16. The committee seems agreeable ecept for that the name must be changed from the Town of Vernon to Vernon Town because that is legally what we are. However, we will have to go over Chapter 2 but that was not on our agenda so we will have to do that. There is an application also so I am hoping we can review them this month and we can approve them in the meeting in January. That way you can approve them in your meeting in February because we have to have 2 public hearings. But we can do them all at one on Chapter 16, 2 and the application. John asked this is for the subdivision? Rob stated Chapter 2 is for the definitions. They have changed the numbers and added a few new ones. John asked does this meet all of the state requirements? Rob stated yes it meets all of the requirements and it looks really good. John stated we will have to make sure that Nicole gets those Public Hearings Scheduled for the CDBG and this public hearing. Stephaine stated they will have to be different. Her Public hearing for the Planning and zoning commission will be in January and the council one will be in February. John stated CDBG in January and the Subdivision in February. Stephaine stated correct. The December meeting was cancelled since it was the 24^th of December. Helen has officially requested to be done at the end of the year and relived of her duties. Stephaine stated that she will need a meeting with John the lawyer and Nicole after the meeting.

Grants- Stephaine stated that we are in the middle of CDBG but that is it on grants.

(D) Tai Lauti:

Ambulance/Emergency Management- Training is next Month for the winter fire school.

Fire Report- Nothing to report.

Animal Control- Tai stated that he tried to call earlier this week to get a set date he was told that Dr Gowns was out of town and he wouldn’t be back until Monday. Tai stated that the dog clinic is set for January 18^th and it is still saying tentative. Tai stated he will call again and stay on top of that. John stated that we need to get a notice out to everyone by the end of December to notify everyone of this event. We will need to post at the post office and the Vernon 411.

(E) Mike Cheatham:

Roads- Mike stated that he is still looking for a snow plow. He has seen 4 different trucks now and all of them are usually sold by the time he is on his way home. That is another hurtle we have to jump through is not having the means to be able to purchase it on the spot. The other problmen we are running into is the amount of money we have is not enough for a nice truck that isn’t going to break down every month. Its more then enough to get an old cheap junker. Mike stated that he doesn’t know if we want to pivot. John asked Rob Rush Valley Purchased a new snow plow and they bought it on Credit. Rob stated yep, they did. John stated we budgeted $21,000 for a snow plow how do we do that if we want to buy a $40,000 plow. Rob stated you take out a loan and make sure that you have it Budgeted in monthly. John asked so we can’t do it this year we would have to wait until next July to do it? Rob stated no not necessarily. Rob stated you have budgeted $21,000 that would easily cover the payments for a year. John stated so if we put $10,000 down and then paid the monthly? Rob stated that he thinks what we need to do is to get down to what it is actually going to be. Mike asked Rob would that be a monthly Payment? Rob stated yes it would be a monthly expense. Rob stated the thing is if you get a new Vehicle, it will be a lot nicer for a longer time. John stated that they need to wait for Nicole to join the meeting again because if we authorize mike to go purchase a truck, you’re looking at around $40,000 or more. Mike stated and that is just for the truck. Rob stated that what you may want to do is start looking at comparable. Mike stated that we may want to look into diesel because if we do a tank the Fire Department has then we don’t have to worry about the gas going bad. But it is more expensive on maintenance. John stated that when it snows your going to need it to start. Mike stated well we aren’t talking about a 90’s truck. Rob stated to make it easier you may want to price brand new trucks 3,5,7-year-old trucks just to get an idea of what you are really wanting to look at and the sticker price and then you can move forward on getting it financed. John asked is there a place that sells plows and trucks? Mike stated that he has only ever found the plow companies but he isn’t sure if its separate or not. Mike stated that he can talk to the Mayor of Rush Valley and see exactly how they did it. John stated that he thinks this is the way they will have to go. The idea of them trying to find one that fits the budget in good shape is pretty hard. Mike stated that they have been looking since July. Rob stated that the truck market is really hard right now anyway. John stated that he got an email from Roger from Kilgore saying that “I hope you understand that the first bill that we sent you and that we received payment on was not a complete billing that there is more.” John asked Rob to give Jake a call and just see what he says. The email states that they want Payment in Full by December 20^th. We are just getting this and we have no idea what we owe them how much we owe them. Jake may understand better what is going on. Rob stated that he will look into that.

Community Relations- Mike stated that the town is going a Christmas Light Fight competition for Christmas Decorations. Mike stated that there are only 2 participants so far. We are hoping that 3 of the town council can be judges for that. The deadline is December 15^th and after that we just have to drive around to the houses that signed up for it and judge them. Scott asked does everyone sign up to be in the competition? Mike stated that they would just contact him if they want to enter the competition. John asked what is the prize? Jaylynn asked can town council members enter? Mike stated that Yes Scott just couldn’t be a judge. John stated that he doesn’t know if that looks good. John asked Rob is that ok? Rob asked will there be Prizes? John stated Cash Prizes. Rob asked who are the Judges? John stated Council members. The person who entered wouldn’t be one of the Judges. Rob stated that it looks kind of strange. Rob asks why the town is giving cash prizes for a light competition. Mike stated its for Community involvement. John donated $100.00 for the cash Prize so that they money was not coming from the town. Rob stated that since the money was being donated then you can do what you want with it. John stated that he thinks the Judges should come from out of town. That way it is far for everyone. John stated that it is a neat Idea but he can see where it may look odd if the town sponsors this the town puts this on the town judges and the town participates in it. This way it doesn’t look Fishy. John stated that he thinks that needs to be advertised more. Mike stated that he is going to advertise it more.

9. Other Business- Notice for the book mobile that they never received the check.

Nicole has proof that the check was sent but we have canceled the old check and are reissuing a new check. Council dinner next Thursday Night at Chuck-a-Rama. John sent Tai a email about a Survey mitigation that needs to be done. John stated that if you have any questions that he is sure that Joe could help him out with that. It has to do with emergency management.

10. Review and Pay Town Bills – Motion made by Scott Seconded by Tai. All in favor non opposed.
11. Adjourn- Motion made by Mike Seconded by Scott. All in favor non opposed.