City Council Minutes 2004

January 13, 2004

Ted Stillman said the City participates in the Utah County Bookmobile Program at an annual cost of $8,800 and each year it is asked that we renew the agreement. Mr. Stillman went over the 2002 report for the Bookmobile use and last year the bookmobile served 673 families and spent 8 hours in Alpine. Kent Hastings asked about the possibility of the bookmobile spending more hours here and going to Westfield Elementary and if the cost would increase if the hours increased.

January 27, 2004

Ted Stillman said the city participates in the Utah County Bookmobile Program at an annual cost of $8,800 and each year Utah County asks us to renew the agreement. At the last City Council Meeting it was suggested that we research the cost of serving Westfield Elementary School with the Bookmobile and the cost to serve that location would be $6,600 per year. Kimberly Bryant contacted Westfield Elementary and they are not interested in having the Bookmobile service; however, Timberline Jr. High is interested and this would cost us the $6,600. Kent Hastings suggested we take advantage of the available slot and approve this for one year to see if it is used. Mayor Barker asked if we get any help from Highland and it was noted that Draper children would be going to this school when the road comes over the mountain. Jannicke Brewer said she has used the Bookmobile for 25 years and it is a great resource.

February 24, 2004

David Adams introduced Joel Kester and Brent Israelsen, other library committee members, and brought the council up to date on the
concept plan for the library. Mr. Adams said the committee has settled on a location for the building, which will be by the Alpine Art Center. The committee is committed to raise the funds to purchase the building and land and then the books. The committee wants this to be a gift to the citizens of Alpine. Brent Israelsen said that with the 501C Corporation in place and they are now going into a strong fund raising mode and Mr. Israelsen explained the different groups contributors would be placed in depending on the amount of their donation. Joel Kester said the annual operation of the library needed to be discussed with the city along with Highland and Cedar Hills to determine how much each city is comfortable in providing so the committee can set and present their budget.

April 27, 2004

Arts Council – Should the city fund the Arts Council that would promote arts and asked for $10,000 to help fund the concerts that have been held at Alpine Art Center and what kind of structure would work the best? Thomas Whitchurch said he had been asked by the Mayor to work with the Arts Council and they are still working on a charter. The Arts Council is involved in Alpine Days and money is put in the budget each year for Alpine Days. The Arts Council asked if they could use some of the money that is set-aside for Alpine Days to fund a concert with the possibility of putting this money back in the budget. Kent Hastings stated that when the Alpine Arts Council was organized they did not want city funding. Eagle Mountain recently disbanded their arts council and Alpine City has historically had a policy to not fund these types of requests.

May 11, 2004

[Council's project priorities listed with $30,000 for Recreation Program.]

Parks – Park maintenance costs have increased because of the upgraded park maintenance
program. It is recommended that the Park Maintenance Budget be increased from $195,660 to $210,890.

May 25, 2004

Recreation Program – The city currently contracts with American Fork for recreation programs such as the Jr. Jazz. The city pays American Fork $30,000 per year to operate the Recreation Program.

Arts Council – Some cities fund Art Councils, which promote the arts. The estimated cost to operate the Arts Council would be $10,000.

Family Priority Days – Councilman Hastings has asked that $3,000 be included in the budget for this event.

June 8, 2004

Recreation Program – ... Councilman Puriri felt we were overpaying American Fork and if we offered them $20,000.00 American Fork would accept our money. With the $10,000.00 we saved we would have enough money to spend on the Arts Council.

Arts Council – Some cities fund Art Councils and the proposed estimated cost to operate Alpine City’s Arts Council is $10,000.00 based on a formal agreement. Mayor Barker said the idea is that we would allocate $10,000 this year to help create an independent organization.

Kent Hastings had some reservations and for him it is the principal of having government support the arts. Councilman Hastings felt that if we spend $10,000.00 this year the cost next year would only go up.

All the councilmen with the exception of Kent Hastings were in favor of including the $10,000.00 in the budget for the Arts Council.

Family Priority Days – Councilman Hastings had asked that $3,000.00 be included in the budget for this event. Kent Hastings said that in Alpine we are faced with child and spousal abuse and hoped this family-centered activity would reduce crime. The council agreed on including the $3,000.00 in the budget.

June 22, 2004

State law allows for the General Fund balance to be 18% of what was budgeted and in our case $1,845,325 was budgeted in the General Fund, which allows the City to have 18% or $332,159 balance at the end of the year. It is anticipated that the General Fund Balance at the end of the year will be $890,000.

[Selected revised line items:]

• Administration $240,000
• Emergency services $784,870
Parks and recreation $219,500
• Transfer to Capital Improvements Fund $184,000

July 13, 2004

Ted Stillman said the city has traditionally budgeted $30,000 per year for the American Fork Recreation program and during discussions of the 2004-2005 Budget this amount was reduced to $20,000. ... American Fork Recreation staff ... have informed us they cannot offer the recreation program for $20,000. ... Staff recommended that we fund the American Fork Recreation Program this fiscal year and then join with other cities to see what could be done next year.

Hata Puriri ... asked if there was the possibility of negotiation since our population has doubled and participation has gone down. Councilman Puriri questioned why there was a higher cost for Alpine residents to use the Fitness Center and swimming pool and Mr. Bailey said the Recreation Program and Fitness Center are handled as two different programs. It was noted that Alpine City’s proposal of $20,000 would be rejected by American Fork City. [$30,000 authorized.]

November 23, 2004

Ted Stillman said ... American Fork has increased their non-resident library card fee to $65.00 per year and Cedar Hills and Highland have both increased their Library Card reimbursement to $40.00 per calendar year. Ted Stillman said we have had citizens request that we raise our reimbursement fee to $40.00 per year. The number of Library reimbursements that we have given each year are as follows:

• 2001 275
• 2002 300
• 2003 264
• 2004 222 ( to date)

December 14, 2004

Ted Stillman said the City participates in the Utah County Bookmobile Program at an annual cost of $10,962.00. Each year Utah County asks that we renew our Bookmobile Agreement and it is the same as last year. Kent Hastings asked if we could get a monthly or quarterly usage report.

Survey: November 2007

The Arts Council survey results:

Senior Center
53% Good time for Cultural Arts
67% Great need for a Senior Center
88% Some people would benefit from a Senior Center

Library
55% Alpine would benefit from a children's library
72% Alpine would benefit greatly from library summer programs for children
63% Alpine needs a gathering place
78% Prefer library in Alpine rather than Highland

Full Stage Theater
59% Want a full stage theater
51% Want an amphitheater
63% Want a gathering place for Alpine residents

Post Office
91% Want a post office in Alpine
88% Want post office boxes to receive mail

Funding the Arts in Alpine
45% Prefer total funding by private, corporate, and foundations
50% Prefer combination of private funding and household assessments
1% Would bond

Oral history grants

http:/history.utah.gov/historical_society/oral_history/grants.html

"The Utah Humanities Council and Utah State History ... offer grants for oral histories and transcripts.

"For requests under $1,500 there is no deadline and awards are made on a rolling basis.
"For requests $1,501 to $3,000, there are two deadlines per year: September 1 and March 1. ...

"Oral History Grants provide financial support for oral history research and transcription,and are open to organizations, including, but not necessarily limited to:

* historical societies
* museums
* government agencies
* colleges and universities
* tribes
* statewide heritage organizations
* other nonprofit and ad hoc organizations engaged in oral history
* research

"There is no deadline for funding requests up to the maximum of $2,000 and awards are made on a rolling basis. The oral history grant committee meets a minimum of four (4) times a year, and applications may be submitted at any time. A maximum of $2,000 per organization may be awarded per year. Please note that deadlines are subject to change. Funds for Oral History Grants are made possible through state appropriations and a special We The People appropriation from Congress to the National Endowment for the Humanities."

For guidelines and applications, go to Guidelines.

Alpine's property taxes

Alpine has one of the lowest property tax rates in the county. American Fork's rate, for example, is more than twice as much, and it would still be if Alpine increases its taxes by $4/month per average household.

Here are the property tax rates (measured in mills) of Utah County cities and towns. Keep in mind that even though Highland, Lehi, and American Fork have substantial commercial tax bases, their property tax rates are still higher.

Goshen 0326
Genola 0988
Alpine 1029 (current)
Spanish Fork 1033
Salem 1070
Alpine 1130 (with a $4/month average tax increase)
Payson 1172
Eagle Mountain 1230
Lindon 1296
Cedar Fort 1320
Springville 1413
Santaquin 1434
Draper 1528
Highland 1565
Orem 1578
Vineyard 1802
Pleasant Grove 1806
Lehi 1901
Saratoga Springs 2019
Provo 2122
American Fork 2426
Cedar Hills 2596
Mapleton 2655
Woodland 3600

Sources: Utah County Treasurer; 1193 mill tax rate with a $4/month average household: Ted Stillman email to Scott Kenney, 1 April 2009

Card reimbursements

Alpine reimburses residents up to $40 for library cards purchased to use other county libraries.

In 2007-2008, Alpine paid $7,170 to partially reimburse approx. 180 families who purchased library cards to use area libraries.

In the 2008-2009 budget to date (March 2009), $6,326 has been paid to approx. 158 families.

Source:
Annalisa Thomas to Jennifer Baker Xanthos, March 23, 2009.

Capital Improvement Fund

The most flexible fund in Alpine's budget is the Capital Improvement Fund. It is largely funded by impact fees which are paid for construction permits and must be disbursed to approved projects for things like sewer, water, pressurized irrigation, parks, streets and storm drain impact fees. Presumably library construction could be added to the approved project list in the future.

In the recent past approximately 70 permits were granted annually, but in fiscal year 2007-2008, only seven building permits were granted, necessitating in heavy cuts in the 2009-2010 budget.

At present, more than half of the 2009-2010 Capital Improvements budget ($545,500) goes to develop the 100 South Park, with $250,000 going to 600 North, which borders the park.

• 100 South Park $545,500
• Sidewalk safety $20,000
• Overlays/chip seals $115,000
• Equipment replacement $54,000
• 600 North improvement $250,000
• Total $1,090,000

Source: Ted Stillman email to Jennifer Baker Xanthos, March 18, 2009.

Book leasing

Leasing:

In this blog, "book" includes audiobooks and DVDs.

Leasing can be a valuable component of a library's acquisition strategy. Instead of buying multiple copies of best sellers and being left with an excessive number when their luster wanes, libraries can lease copies and return as many as they like when they are no longer needed.

Leasing companies send libraries a monthly list of likely best-sellers, three months ahead of their release dates. The list, which includes brief descriptions, is based on the size of the print run the publisher has ordered, the author's reputation, timeliness, and other factors.

The library director orders one or more copies of each desired book up to the number of books contracted for. Highland's contract is for 240 a year.

The number of books contracted is almost as important as their retail prices. Books retailing under $26.00 count as one book, while $26.01 books (and up to around $35) count as two. So, a library can get twice as many $26.00 books as $26.01 books.

The number of leased books a library can have on hand at any given time depends on the size of the package. For instance, Highland pays $3,625.00 a year for 20 books a month and can keep as many as 400 before some have to be returned.

The leasing company does all the prep work (labeling, bar coding, etc.) so the books arrive shelf-ready at about the same time they hit the bookstores. Prep work takes considerable time and cataloging expertise. So much so that some libraries will not accept donated books. The employee's time is worth more than the book.

Leasing companies pay all shipping costs, to and from.

They also refurbish returned books and offer them at a deep discount. Distributors sell new books at a 40% discount (some more, some less). Baker & Taylor offers refurbished books at a 75% discount. They also allow libraries to keep one book for every 5 leased books returned free. McNaughton also discounts refurbished books but the literature I don't yet have the details.

Leasing is a great way to build a collection if the library, but its is determined largely by the director's level of sophistication in assessing the community's interests, and in evaluating a book's value relative to leasing price strucures.

Alpine budget planning dates

March 24: Council work session on tentative budget
April 24: Council work session on tentative budget
April 28: Council work session on tentative budget
May 12: Council approval of tentative budget
May 26: Public hearing on tentative budget
June 9: Adoption of final budget

Library usage in hard times

From American Library Association website: http://www.ala.org/ala/aboutala/offices/wo/woissues/washfunding/fedfund/NewStimulusTalkingPo.pdf

Every day across the country, libraries are meeting the needs of their communities by providing a broad range of services for people of all ages and backgrounds.

• A 2008 Harris Poll found that the number of adults with public library cards has reached a historic high at 68 percent.
• 76 percent of Americans visited their local public library in the past year, compared with 65.7 percent two years ago.
• The public library plays an even more important role as Americans face tough economic times. Patrons are visiting their library for more than borrowing free books, movies, CDs and attending free reading programs.
• Libraries offer their communities no-fee access to computers and the Internet, financial literacy skills to help people keep their homes, assistance with job searches, help using e-government, and resources to help small businesses.
• Aiding job seekers was increasingly viewed as a critical role for public libraries, with 62.2 percent of libraries reporting this service is critical to the library’s mission, up from 44 percent one year earlier.

City Council Minutes 2008

March 11, 2008

Brad Reneer asked if the possibility of a library in the 100 South Park would be excluded by language in the Parks Master Plan which cited a need of at least 20 acres for a sports park. Ted Stillman assured him that the park on 100 South was not planned as a sports park because the City already had Burgess Park, Smooth Canyon Park and Healey Park for sports activities. The park on 100 South would be a community park and the City would be considering a number of uses as requested by citizens. ...

Ted Stillman went over the Capital Impact Fee program by park category as follows:

• Community Park (100 South): 21 acres, community park, $5,200,000 est. development costs, $2,100,000 from "other sources,"* $3,100,000 from impact fees.
  
• Healey Park parking lot: 4 acres, neighborhood park, $100,000 costs, $50,000 other sources, $50,000 impact fees.
  
• Smooth Canyon Park Pavilion & play area & park expansion: 5 acres, athletic park, $300,000 costs, $300,000 impact fees.
  
• West Side Park: 5 acres, neighborhood park,$2,400,000 costs, $1,000,000 other sources, $1,400,000 impact fees.
  
• 300 North Park: 2 acres, city park, $200,000 costs, $100,000 other sources, $100,000 impact fees.
  
• TOTAL: $8,200,000 costs, $3,250,000 other sources, $4,950,000 impact fees.

[*Presumably "other sources" include the capital improvements line item in the city budget and others to be determined. The minutes present the information in a table, which does not copy/paste well, so I have reformatted it.]

May 13, 2008

Kent Hastings left the meeting and reminded Ted Stillman to move $3,000.00 from the library reimbursement fund to the Family First Week. [Budget change approved.]

June 10, 2008

COMMUNITY CENTER PRESENTATION. Paul Thompson said the Community Center group has purchased property on Main Street for a Community Center. The property is located on the west side of Main Street just south of the Dry Creek Bridge (where Mark Walker Smith’s photo studio is). Paul Thompson attended the Development Review Committee (DRC) meeting several weeks ago and presented the plans for the Community Center and it was decided to have the site plan presented to the City Council for information. Paul Thompson said they have done a feasibility study and are convinced the Alpine community would benefit from such a building. There is a tremendous amount of interest in having a Community Center like the one proposed. This information was obtained from personal contact with residents of the town and from the survey that was conducted. The Alpine Arts Council has raised $1,300,000 to go toward the purchase of the land and building from private donations. They have made arrangements for grant writers to write Federal, State and local foundation grants and they are predicting the goal will be met quickly. The Arts Council has produced a calendar to inform Alpiners of community events.

The proposed library will be an alliance with northern Utah County cities, one card for all libraries and residents have asked for a study space for students. The Post Office will have post offices boxes for rent, express mailings, postage stamp purchases, etc. A senior citizen lounge will be included in the building with a Creekside Café. There will be a regional theater, a recital hall, and dance studios, art classes for both children and adults. This building will become the heart of Alpine and the theater was the winner of Utah’s best Community Theater in 2007.

Thomas Whitchurch said the Arts Council has been working extensively on this for sometime now and now there is a group of people who is going to make this happen.

Paul Thompson said the Arts Council knew there would be problems with parking and some of the surrounding businesses are willing to sign an Agreement to use their parking in the evenings. Jim Tracy asked if the Library would be public or a private enterprise and Paul Thompson made several suggestions where the City could help.

The estimated budget for this entire project will be about $10,000,000. [Note: This is the same amount estimated five years earlier, at the April 22, 2003 meeting. See City Council Minutes 2003.]

August 12, 2008

Scott Kenney said he would like the City Council to appoint a committee to study the feasibility of having a public library in Alpine whether it is located in the proposed Community Center, in the park or as a joint venture with Highland. Mr. Kenney passed out an information sheet listing the State’s requirements for certification. Mayor Willoughby said this item needed to be a line item on the agenda to be able to act on this.

August 26, 2008

Bradley Reneer made a presentation about the need for a library in Alpine. Mr. Reneer said there was a library in Alpine not too many years ago and said he didn’t know why this was discontinued. Brad Reneer felt it was our patriotic duty to have a library in our community and said that with the Police Department vacating their portion of the building now is a golden opportunity to utilize some of that extra space and felt we can find some creative ways to make the library work. The library would be provisional at first and after three years it would become State Certified; however, Mr. Reneer said he would just like to see a library in our community. Brad Reneer challenged the Council to include plans to incorporate a library in this building upon the Police vacating their portion of the building and went on to praise the City Council for being very careful with the City’s funds.

Joan Norton said that many citizens in our community are passionate about having a library here and is excited and would be glad to put her energy behind the library project. Jennifer Xanthos felt it was essential for the vitality of the community to have a library located here. Utilizing the space in the vacated Police Department was again mentioned as this would be a good starting point until a library could be relocated to a bigger building. Paul Thompson said he felt some anxiety and urgency about getting this project moving right away.

September 9, 2008

Scott Kenney said that about a month ago he asked the City Council ago to investigate library options and was told this would be on a future agenda. Mr. Kenney asked what the process would be to appoint a committee. Mayor Willoughby said that that to have an official committee of the City would put constraints on the committee as all meetings would then have to be publically noticed, recorded, minutes taken and the meetings would then become official. ...

Paul Thompson read a letter that has been drafted by the Arts Council and said the Eccles Foundation has outlined several things that needed to be provided to be eligible for foundation funding such as:

• Establishing the need for the project
• Identifying and establishing the credibility of the sponsoring organization
• Insuring the perpetuity of the project after it is built
• Paul Thompson asked if this letter could be on the next City Council Agenda.

Kimberly Bryant asked if the Post Office would be a full-operating post office or if it would be like the one which is down by Kohler’s.Brad Reneer said he appreciated the City not rushing to fill the vacated Police Dept. space and suggested that a library be considered to fill that portion of the building. This would be at zero cost to the City and could used as a Community Center and a Senior Citizen Center until the Community Center as proposed by the Arts Council is built. Brad Reneer said the council needed correct data.

Martha Beck said there are a couple of things that has changed her mind to going full support for a library. Her family has used the library pass in the past and this has worked for her situation.

Chris Culver clarified to the Council that the library will not be a deterrent to building the Cultural Center and further stated that the building of the library would help build momentum and start putting this in motion. Mrs. Culver also said she uses an internet company who would gladly again donate books.

Amy Thackery has moved to Alpine from Oregon and was curious why the library has failed in the past. She was told that it was because of money. Amy Thackery believes vision for the Cultural Center is important and sees the need for a heart for this community. Mrs. Thackery does not want to be an appendage of Highland or American Fork as she doesn’t live in those communities.

September 23, 2008

Mayor Willoughby brought the audience up-to-date on the status of the library. Jim Tracy, Bradley Reneer and several others met with one of the neighboring communities and got some good information on starting and maintaining a library. Mayor Willoughby said we are still planning on having a budget workshop meeting in November and the library project will then be looked at and prioritized. ... Mayor Willoughby said that in the upcoming Newsline he will be asking for those interested in serving on a library committee or a library board to please contact him.

October 14, 2008

REPORTS - SEPTEMBER 2008 FINANCIAL REPORT. Ted Stillman reviewed the September 2008 Financial Report ... as follows:

• Sales Tax – Is only up $8,702 over the same time last year. This is great news because Sales Tax hasn’t gone down.
• Franchise Fees – Are lagging $5,219 behind last year.
• Plan Check Fees – Continues to decrease because of slow residential development. In 2007 48 building permits were issued for new homes where we would normally have 80 building permits issued for new homes. So far in 2008 we have issued six building permits for new homes.
• Building Permits – Also continue to decrease because a slow-down in residential permits. ...
  

Ted Stillman said that in November there will be a contingency plan outlined for the Council to consider.

November 11, 2008

BUDGET WORK SESSION –

Ted Stillman said ... there is a positive sign as we have taken in almost $350,000.00 in Sales Tax as compared to $352,000.00 this same time last year. Mayor Willoughby said our Sales Tax is population based and Ted Stillman said that half the sales tax is point of sale and the ones that are impacted the most are the ones with a lot of point of sale like car dealers. Building Permit and Plan Check fees are the ones that are in trouble and we have issued our sixth building permit for the calendar year.

What has helped us this year is that we have had several commercial building permits and commercial projects that have made the difference. Ted Stillman said we will look at the budget again in January ...

This year’s projections are as follows:

• General Fund - $2.8 million
• Revenue Expenditures – usually have 10% to 15% surplus at the end of the year. That goes into the Capitol Improvement Fund.
  

In relooking at the budget, Ted Stillman said he looked at revenues and lowered the projection to $2,622,665.00 and expenditures down to $2,756,000.00 bringing the total down to -$134,000.00. Ted Stillman said this is our goal but within the next eight months we will need to make up that difference. ...

Cutback Management 2008-2009 list is as follows:

• Not fill 1 1/2 vacant positions
• Delay Capital Projects
• Closely monitor revenues and expenditures
• Ask the Lone Peak Public Safety District not to fill vacant positions
• Hold off on signing the IT Contract
• Evaluate the Building Inspection Contract

Cutback Management 2009-2010 list is as follows:

Assumptions

• Sales Tax will remain steady
• No increase in the Lone Peak Public Safety District budget
• Building Permit revenue won’t go lower
• Same kind of merit/cost of living increase as last year
• Maintain infrastructure (especially streets)
  
• Maintain equipment replacement program
• Property Tax will increase from $762,395 to $926,815 for an increase of $164,420

Changes

• Moved Class C Road Funds into the General Fund
• Moved Garbage Fund into the General Fund
• Moved Historical Fund into the General Fund

There was a discussion pertaining to a proposed library. Mayor Hunt Willoughby had drawn a rough floor plan of the area in the Police Department that has become available upon the Police vacating their portion of the City Hall. Mayor Willoughby said that none of the interior walls in the Police Department were structural and the restroom could be easily expanded and then it would meet ADA requirements. Thomas Whitchurch suggested that we look at putting in an exterior entrance to the Building Department, as this might be less expensive than the modifications suggested to remodel the Police Department. Ted Stillman said to put the Library in that room would disrupt City Hall.

Mr. Stillman further stated that we need to determine what our need is. The first step would be to create a Library Board and they do a plan and community survey. The collection would be based on the needs of the survey. Highland’s need was 16,000 pieces at $16.00 a piece. You look at what your need is and then look at your space.

Kent Hastings noted that the Library was low on the priority list and wondered if this was something that we should do now as our budget is tight. The other question Kent Hastings asked was what was the possibility of going jointly with Highland as they now have their new library and pooling resources with them?

Mayor Hunt Willoughby said that previously the Library was library was low on his priority list; however, he met with Jennifer Xanthos and found that those who were coming to us and supporting the Library was sympathetic to the financial condition and tight budget of the City. The other thing was he walked over to that facility to see what space was available. Mayor Willoughby said he didn’t know what the cost would to move walls, construct the new bathroom and install new carpeting.

Thomas Whitchurch said a library card in Highland City cost $50.00 and suggested that we consider increasing our library card reimbursement to match that amount.

Tracy Wallace asked how long would it take to form the committee, what would it cost to do the community survey and what time frame are we looking at?

Mayor Willoughby said he asked Ted Stillman to look at other cities who have these boards for their bylaws and duties. Tracy Wallace said to put this in the budget at this time is a little premature as we won’t have numbers until the survey is done and this might be several months down the road.

Ted Stillman said we can have an ordinance ready for the December meeting to form a Library Board. Jim Tracy said he gave the Library a high priority on his list and the library people have indicated they wanted to raise 2/3 of the money in donations. ...

Jim Tracy said he had talked to Shane Sorensen and then made some suggestions of items that could be put off until later. One of the items that could be taken off was the CUP Pressurized Irrigation Pressure Tie for $300,000. Shane Sorensen said it is hard to say about the CUP water; however, we just signed an extension.

Jim Tracy said another item that could be put off was the North Main Street storm drain for $100,000. Shane Sorensen said this needs to be done, but in a hard budget year this could be put off.

[Note: 2009 minutes are available in MP3 format but not transcribed.]

City Council Minutes 2005 - 2007

February 22, 2005

Hata Puriri asked about the status of the Library Committee. Mayor Barker said he felt that people were drifting away from the interest, but said he would talk to David Adams.

October 11, 2005

Hata Puriri – Asked if there is anything going on with the Library Committee and has had a few people who would like to be involved in this committee. Thomas Whitchurch said the current committee has raised some money and Jannicke Brewer said there were several questions on the survey about the library. It will be interesting to see the results.

November 14, 2006

Ted Stillman: Library – Highland is building a new City Hall, Fire Station and Police Station. There will be a new 3300 square foot Library in their City Hall Building. The overall cost will be $150,000 per year and this will be an interim library until Highland can build a library building on its own. Hunt Willoughby said that the Mayor’s in northern Utah County have discussed:

• having a system where all cards are interchangeable
• having a Countywide Library system to mirror Salt Lake’s system
• do we want to look at something small and work with Highland?

Ted Stillman wants to look at costs and compare. Hunt Willoughby asked if we still have a list of the books we got from Mountain Ridge Jr. High. [No response]

May 8, 2007

Ted Stillman: Brought the City Council up to date on the library books. Joan Norton went down and divided them into categories. Right now they are on a trailer but Mountainville Academy might be interested. The newest book was in 1995. One option is that Highland keep the books for their library and if they go with Mountainville they would stay with Mountainville. The books would be further outdated if we wait for Alpine to get a library, which could possibly be four or five years away. The Mayor said he would like to see the books placed where they will be used and Thomas Whitchurch said that Mountainville would not be able to take them for at least two weeks. There are seventy-five boxes or several thousand books.

May 22, 2007

LIBRARY BOOKS. Ted Stillman said that at the May 8, 2007 City Council Meeting under communications we discussed the library books and where they should go. Several weeks ago Joan Norton assisted in dividing the books with Highland. One suggestion that was made is that the library books be given to Mountainville Academy. This would allow the books to be used rather than continuing in storage.

Currently the books are sitting on a trailer at the City Shop and if the books do not go to Mountainville Academy then they will be stored in the basement of City Hall. It was noted that Highland City said they would be interested in using our books. Mayor Willoughby recommended that we first offer the books to Highland as a greater population would benefit from them, but then they would be labeled as Alpine’s property. It was suggested that if Highland is not interested we would then offer the books to Mountainville.

MOTION: Tracy Wallace moved to first talk to Highland’s Library Committee to see if they are interested in utilizing our books and mixing them with theirs knowing that they will potentially come back to us and if they decline that offer we make the same request to the schools that are in the City of Alpine and based on those reactions to the request we split the books up accordingly. Kent Hastings seconded. Ayes: Kimberly Bryant, Kent Hastings, Hata Puriri, Tracy Wallace and Thomas Whitchurch. Nays: 0. Motion passed.

August 28, 2007

[Note: it has recently (2009) been suggested that the city withdraw from the Highland/Alpine/American Fork recreation program and apply the $40,000 toward a part-time employee who could schedule Alpine events and have some time for the library. What follows is background.]

RECREATION MEMORANDUM OF UNDERSTANDING. Ted Stillman had included a Memorandum of Understanding with American Fork City regarding Alpine’s participation in the recreation program ... One of the concerns ... was the scheduling of the fields in Alpine by American Fork to the possible exclusion of the independent athletic leagues. It was proposed dropping paragraph 5.2 from the Agreement which allowed American Fork Recreation to have first priority on field use and elimination of this paragraph solves the field scheduling problem and we will use paragraph 5.1 and a new paragraph was added. Ted Stillman said ... American Fork’s residents are now they are the minority as both Alpine’s and Highland’s usage has drastically grown. ... our fee will go up about $10,000 per year from $40,000 last year. Councilman Wallace asked why we don’t just reimburse a child the extra $15.00 charged like we reimburse for the library. Derric Reycert said if Alpine didn’t participate ... American Fork would have to charge our residents more ... we would have to hire a full-time person to run our program and that would cost the City more than the $40,000 saved to not participate with American Fork.

MOTION: Thomas Whitchurch moved to approve the Recreation Memorandum of Understanding with American Fork ... passed.

Mayor Willoughby noted that Kent Hastings left the meeting for one hour, but will return.

September 11, 2007

Kent Fitzgerald said that with the number of in home gyms, swimming pools and empty nesters why we don’t spend our money on a library that would benefit everybody.

Kimberly Bryant felt this was a huge increase on everybody and would tax all the little older people right out of town.

October 9, 2007

Scott Kenney said that in 2002 a Committee was formed to look at putting in a Library and Senior Citizens Center. The City put up $10,000 then and to date nothing has been done. Mr. Kenney asked if the City Council would consider providing land for some kind of Civic Center to benefit future generations.

Mayor Hunt Willoughby said the Council would be willing and the 20+ acres that was purchased on 100 South and 600 East can be looked at. This property will be going through the planning stage. ...

Joel Kester came to support Scott Kenney and believes the citizens of Alpine can provide a Recreation Center and Civic Center. Mr. Kester said the prior Citizens Committee were a little disorganized and if this committee was put together with the right people that were a little more functional would make a difference in moving this project forward.

City Council Minutes 2004

February 24, 2004

LIBRARY UPDATE. David Adams introduced Joel Kester and Brent Israelsen, other library committee members, and brought the council up to date on the concept plan for the library. Mr. Adams said the committee has settled on a location for the building, which will be by the Alpine Art Center. The committee is committed to raise the funds to purchase the building and land and then the books. The committee wants this to be a gift to the citizens of Alpine.

Brent Israelsen said that with the 501C Corporation in place and they are now going into a strong fund raising mode and Mr. Israelsen explained the different groups contributors would be placed in depending on the amount of their donation. Joel Kester said the annual operation of the library needed to be discussed with the city along with Highland and Cedar Hills to determine how much each city is comfortable in providing so the committee can set and present their budget.

The Library Committee’s efforts for the next six months will be raising money. Thomas
Whitchurch asked what the city can do to support the efforts and Brent Israelsen said it is important that the city write letters in support of donors and under the State Laws there is a Charter that needs to come from the city. Hata Puriri is the City Council representative to the library committee.

May 25, 2004

LIBRARY. David Adams, a former City Councilman, represented the Library Committee and updated the City Council on the status of the new proposed library. Jennifer Jackman showed the design for the proposed building which could include many uses. David Adams said the committee has had conversation with Highland and indicated that Mayor Adamson said Highland is interested in pursuing the library. David Adams said that what is not contributed by the cities would be obtained through federal grants.

Thomas Whitchurch asked if the library committee would be coming back again next year to ask for more money and Mr. Adams said no, but hoped to have enough money by Alpine Days to purchase the land.

Thomas Whitchurch said he was excited to have a facility of this kind in our community and to have our residents only pay $25.00 per family per year would be a bargain. Mayor Barker said he was excited to have a facility of this size in our community.

Hunt Willoughby said he is excited about the prospect of having a library here but still thinks this is a lot of money and was still looking at using Harmony Forge as a library and is not convinced about spending this much money.

Jennifer Jackman said their committee has looked at Harmony Forge on several occasions and with what was expressed at the public meetings was in the opinion that the residents wanted more.

Ula Hemingway said the people she has talked to are not in favor of that site, but would be more in favor if the library was in the downtown area and they do not want one as elaborate as the one proposed. Jennifer Jackman said the committee decided on the location by the Art Center as it was close to Highland if we want them to participate.

Kimberly Bryant asked several residents about their feelings concerning the library and out of the 30 people she contacted there were only two definite yeses who wanted a library, two who said they would pay for it but not use it, one who said no, and the rest of the residents were concerned that the $25.00 would continually go up. Mrs. Bryant indicated that some people felt our city was small enough that we did not want a library that is this elaborate.

MOTION: Kent Hastings moved that the city not commit to do an ongoing funding at this point. Motion died for lack of a second.

Dennis Smith said the committee has really tried to focus on this not being a real financial burden on the residents and wanted to see this revitalize the community.

Hunt Willoughby said he is not ready to make a decision tonight but will be ready in two weeks but felt we needed to give the committee some guidance as they have done an incredible job. The last time we did a major project in the community was pressurized irrigation and once we refined the project we filled the cafeteria at the school and presented the information to the public. If the Library Committee is ready maybe we should have a community presentation. Hata Puriri asked if we would allow the community to make suggestions.

Thomas Whitchurch said he is embarrassed to say that the council is not looking at the whole benefit and that Highland and Cedar Hills are ready to participate. For $75,000 it is amazing to him that our council would not seriously consider the project.

MOTION: Hunt Willoughby moved that we plan a public information hearing on the Library project after it has been duly noticed and at the earliest convenient time. Kent Hastings seconded. Ayes: Kimberly Bryant, Kent Hastings, Hata Puriri, Thomas Whitchurch and Hunt Willoughby. Nays: 0. Motion passed.

June 8, 2004

Thomas Whitchurch brought up the issue of the skateboard park and said the Library Committee is
trying to raise money for a community center. Mr. Whitchurch suggested that we use the money allocated for the skateboard park and put a line item in the budget to help support the library.

November 23, 2008

LIBRARY CARD REIMBURSEMENT. Ted Stillman said we are in the 3rd year of reimbursing residents up to $35.00 per calendar year. Mr. Stillman said that American Fork has increased their non-resident library card fee to $65.00 per year and Cedar Hills and Highland have both increased their Library Card reimbursement to $40.00 per calendar year. Ted Stillman said we have had citizens request that we raise our reimbursement fee to $40.00 per year. The number of Library reimbursements that we have given each year are as follows:

• 2001 275
• 2002 300
• 2003 264
• 2004 222 ( to date)

MOTION: Hata Puriri moved to increase the reimbursement fee for Library Cards to $40.00 per year.
Thomas Whitchurch seconded. Ayes: Kimberly Bryant, Hata Puriri, Thomas Whitchurch and Hunt
Willoughby. Nays: 0. Motion passed.

City Council Minutes 2003

January 14, 2003

H. 2003 GOALS AND PROJECT REVIEW. Mayor Phil Barker went over his proposed goals for 2003 as follows:

1. LIBRARY - Have the Library Committee prepare information necessary to place the Library on the November 2003 ballot.

January 28, 2003

David Adams:
... updated the council on the status of the proposed library and said the Library Committee met and have looked at another site next to the Art Center but down by the river. Councilman Adams said this would cut the cost for the land in half.

February 25, 2003

David Adams:
2. The Library Committee authorized the purchase of a small piece of land by the Art Center next to the Sculpture Park and one of the things that is being talked about is making the Sculpture Park a part of the library and making this a quasi-City Park. Councilman Adams asked if the city would consider funding part of the maintenance and just wanted to start that conversation. The fourth Thursday of every month at 7:30 pm at City Hall is scheduled a Library Committee meeting. In April the Committee is planning on asking those in attendance to draw what they visualize either the library to look like or what they want to see in the library. In May they will then be able to see their plan in the building and go out to visit the site.

March 25, 2003

K. LIBRARY. David Adams brought the council up to date on library issues and invited all to the charrette meeting, which will be Thursday evening, March 27, 2003 at 7:30 pm [no charrette minutes located]. The Library Committee has been looking at land to construct the library building and the site they are looking at is by Alpine Art Center and there is a place for an ampatheater. ... David Adams said the Library Committee is hopeful in raising $1,000,000.00 by Alpine Days.

April 22, 2003

C. LIBRARY REPORT. David Adams said the Library Committee has been meeting regularly to develop costs and plans for the library with the goal of placing the Library Bond issue on the November ballot. David Adams said the Library Committee is looking at the foundry building as it is for sale for around $1,000.000. Mel Clement said that as an interim the Hall home, which is located at the end of Paradise Lane, is for sale and this could be an excellent Senior Citizen Center. Kent Hastings suggested that we look at the Old Alpine Market and it was noted that this building needed some major renovation. Councilman Adams invited the rest of the council to come to the Library meeting on Thursday evening at 7:00 pm.

The original cost was for $10,000,000 with $6,000,000 being donated and $4,000,000 being bonded, which would cost the average resident $200.00 per year. The feedback Councilman Adams got from residents was that this was too much money, so the Library committee has looked at ways to cut costs. David Adams said the Committee is looking at getting $5,000,000 in donations to buy the land, build the building and stock the library and then raise property taxes to fund the operating costs. Mr. Adams said he talked to Mayor Adamson of Highland and asked him if Highland wanted to participate in the library. Further discussions said there would be a new Public Safety Building in Highland and they could house the Administrative facilities and Alpine could be the cultural/art center for both communities. This would bring in twice as many residents and would cut the cost to $9.00 per month per resident. Mel Clement suggested that Cedar Hills also be approached about participating in this program. Mayor Barker thanked David Adams for his hard work and asked him to continue with his efforts. David Church talked about the necessary steps that would have to be taken to place the Library Bond on the November ballot.

August 26, 2003

David Adams:
1. Said the Library Committee is looking for an Operations Manager, which could turn into long-term employment. Mel Clement suggested that we use the State Librarian. David Adams said the committee missed their goal for raise $1,000.000 but are still very enthusiastic.

Arts Council / Community Center

Notes from folder of Arts Council related documents:

September 16, 2003

Council members:
Joan Norton
Dennis Smith
Chris Culver
Jennifer Jackman
Joel & Alane Kester
Jeff & Lori Bennett
Brent Israelson
Dave Adams
Wendy Gouley

Proposed financing:
$5 average property tax increase per household
$7 million private donations
$3-5 million donations for endowment

Ground breaking goal, Spring 2004

November 25, 2003

Chris Culver: American Heritage School wants liability policy to cover patrons; and their criteria is so strict as to eliminate 9/10 books. Will write a letter declining offer to house books for two years.

Books to go to a software company until the library is ready.

Undated Mission Statement

• Library with children's study area
• Senior citizens meetings and socialization area.
• Private and public civic meeting rooms
• Audio and video educational resources
• Exhibits for local artists
• Private lessons and stage for performances
• Lecture and discussion hall (in auditorium)
• Outdoor theater for performing arts
• Art lending program (in library area)
• Library of 80,000 books (21 books per sq ft) 5,100 feet
• Children's library 1,500
• Audio and video 1,000
• 2 meeting rooms 2, 275
  
• 300 capacity auditorium with 40x90 stage 3,600
• Food area 375
• Storage and utility 1,000
• Arts exhibition, class room 50x45, 2,250
• Bathrooms, halls, op2n area (20%) 2,900
• Total 20,000 sq ft

Estimate land $150,000
Construction $65/foot
Furnishings (fixtures, shelves, chairs, stage light and sound, desks, phones, cabinets, etc.) $200,000
Total $1,700,000

Books, videos, audio @ $15, $1,200,000

Inclined sod amphitheater with wooden stage, landscape, lighting, etc. $85,000

Total startup $3,000,000

30 year bond @ 4.5% = $135,000/year

1800 households = $75/year

Budget

Maintenance $8,000
Utilities $12,000
Full-time librarian $30,000
3 part-time librarians $35,000
Supplies $15,000
Total $100,000

$2,000,000 endowment @ 5% interest = $100,000

Utah libraries

American Fork

• 26,000 population (319,000 county)
• 33,000 sq. ft.
• $3,800,000 construction ($115/sq ft)
• 20,000 volumes at startup, built for 50,000, current use 48,000
  

Tooele

• 24,000 population (40,000 county)
• 20,000 sq ft
• $2,100,000 construction @ 195/sq ft
  
• 48,000 volumes at startup, built for 96,000 in 10 years, after 3 years 70% full

Heber / Wasatch County

• 8,000 city (15,000 county) current; 22,000 by 2010; 29,000 by 2320; 34,000 by 2030
  

American Library Association recommendations

• 18,000 sq ft for population of 30,000
• 7,500 linear feet of shelving (7,000)
• 60,000 volumes
• 90 seats (reading) allow 30 sq ft per

Source: Undated document in Dennis Smith's Arts Council folder

Mountain Ridge library

Alpine's 2002 contribution = $174,800

From Utah Public Library Service 2001 Annual Report summarized by Ted Stillman's intern Bret Harmon:

Alpine budget for the library in "2022" [sic, 2002?])= $174,800
Alpine pop. 8,000

Anticipated build-out (13,000) costs = $207,740

Source: Undated Arts Council report

What became of the books:

From Alpine's Newsline, September 2007

There are about 20 boxes of books at Alpine City Hall that the public are welcome to sort through and take home. They are the books that were donated to the Mountain Ridge Junior High library system several years ago.

Librarians from Timberline Middle School, Westfield Elementary,Alpine Elementary and the Mountainville Academy have met and divided up the books they wanted.

Rather than send the remaining books to Deseret Industries, the Council decided to invite the citizens of Alpine to come in and pick up the books they’d like to have for free.

Highland budget

From Kent Slade, February 26, 2008:

We lease books from McNaughton. There are other leasing companies out there, but they seem to be the most common. They also lease audio books, DVDs, and children’s materials as well. The cost depends on how many titles you want. Our plan is for 400 titles in the core collection and 20 books per month (under $26.01). The annual cost for the plan is $3,625.00.

Our budget (2008-09) is:

Salaries & Benefits: $136,080
Supplies $51,492
Equipment $6,250
Capital (one-time) Outlay $300,000
TOTAL: $493,822

The supplies budget included our ILS, office supplies, library supplies, library equipment, furniture, technology, OCLC, Travel & training, and Programs.

Equipment included photocopier, and computers.

Alpine demographics

2009 estimated population: 10,477 increasing by roughly 250 a year thereafter, reaching, for example, 12,077 in 2016.

Staffing, hours

From Craig Nelson, July 30, 2008

Remember that Certification ... requires 1.3 FTE (Full Time Equivalent) Staffing and 32 hours per week of service, including 8 evening and/or weekend hours.

City Council minutes

March 25, 2003

LIBRARY. David Adams brought the council up to date on library issues and invited all to the charrette meeting, which will be Thursday evening, March 27, 2003 at 7:30 pm. The Library Committee has been looking at land to construct the library building and the site they are looking at is by Alpine Art Center and there is a place for an amphitheater. ... David Adams said the Library Committee is hopeful in raising $1,000,000.00 by Alpine Days. [Charrette minutes not located.]

April 22, 2003

LIBRARY REPORT. David Adams said the Library Committee has been meeting regularly to develop costs and plans for the library with the goal of placing the Library Bond issue on the November ballot.

David Adams said the Library Committee is looking at the foundry building as it is for sale for around $1,000.000. ...

Councilman Adams invited the rest of the council to come to the Library meeting on Thursday evening at 7:00 pm. The original cost was for $10,000,000 with $6,000,000 being donated and $4,000,000 being bonded, which would cost the average resident $200.00 per year. The feedback Councilman Adams got from residents was that this was too much money, so the Library committee has looked at ways to cut costs.

David Adams said the Committee is looking at getting $5,000,000 in donations to buy the land, build the building and stock the library and then raise property taxes to fund the operating costs.

Mr. Adams said he talked to Mayor Adamson of Highland and asked him if Highland wanted to participate in the library. Further discussions said there would be a new Public Safety Building in Highland and they could house the Administrative facilities and Alpine could be the cultural/art center for both communities. This would bring in twice as many residents and would cut the cost to $9.00 per month per resident. Mel Clement suggested that Cedar Hills also be approached about participating in this program. ... David Church talked about the necessary steps that would have to be taken to place the Library Bond on the November ballot.

February 24, 2004

LIBRARY UPDATE. David Adams introduced Joel Kester and Brent Israelsen, other library committee members, and brought the council up to date on the concept plan for the library.

Mr. Adams said the committee has settled on a location for the building, which will be by the Alpine Art Center. The committee is committed to raise the funds to purchase the building and land and then the books. The committee wants this to be a gift to the citizens of Alpine.

Brent Israelsen said that with the 501C Corporation in place and they are now going into a strong fund raising mode and Mr. Israelsen explained the different groups contributors would be placed in depending on the amount of their donation.

Joel Kester said the annual operation of the library needed to be discussed with the city along with Highland and Cedar Hills to determine how much each city is comfortable in providing so the committee can set and present their budget. The Library Committee’s efforts for the next six months will be raising money.

Thomas Whitchurch asked what the city can do to support the efforts and Brent Israelsen said it is important that the city write letters in support of donors and under the State Laws there is a Charter that needs to come from the city. Hata Puriri is the City Council representative to the library committee. [City council minutes]

May 25, 2004

LIBRARY. David Adams, a former City Councilman, represented the Library Committee and updated the City Council on the status of the new proposed library. Jennifer Jackman showed the design for the proposed building which could include many uses. David Adams said the committee has had conversation with Highland and indicated that Mayor Adamson said Highland is interested in pursuing the library. David Adams said that what is not contributed by the cities would be obtained through federal grants.

Thomas Whitchurch asked if the library committee would be coming back again next year to ask for more money and Mr. Adams said no, but hoped to have enough money by Alpine Days to purchase the land.

Thomas Whitchurch said he was excited to have a facility of this kind in our community and to have our residents only pay $25.00 per family per year would be a bargain.

Mayor Barker said he was excited to have a facility of this size in our community.

Hunt Willoughby said he is excited about the prospect of having a library here but still thinks this is a lot of money and was still looking at using Harmony Forge as a library and is not convinced about spending this much money.

Jennifer Jackman said their committee has looked at Harmony Forge on several occasions and with what was expressed at the public meetings was in the opinion that the residents wanted more.

Ula Hemingway said the people she has talked to are not in favor of that site, but would be more in favor if the library was in the downtown area and they do not want one as elaborate as the one proposed. Jennifer Jackman said the committee decided on the location by the Art Center as it was close to Highland if we want them to participate.

Kimberly Bryant asked several residents about their feelings concerning the library and out of the 30 people she contacted there were only two definite yeses who wanted a library, two who said they would pay for it but not use it, one who said no, and the rest of the residents were concerned that the $25.00 would continually go up. Mrs. Bryant indicated that some people felt our city was small enough that we did not want a library that is this elaborate.

MOTION: Kent Hastings moved that the city not commit to do an ongoing funding at this point. Motion died for lack of a second.

Dennis Smith said the committee has really tried to focus on this not being a real financial burden on the residents and wanted to see this revitalize the community.

Hunt Willoughby said he is not ready to make a decision tonight but will be ready in two weeks but felt we needed to give the committee some guidance as they have done an incredible job. The last time we did a major project in the community was pressurized irrigation and once we refined the project we filled the cafeteria at the school and presented the information to the public. If the Library Committee is ready maybe we should have a community presentation. Hata Puriri asked if we would allow the community to make suggestions.

Thomas Whitchurch said he is embarrassed to say that the council is not looking at the whole benefit and that Highland and Cedar Hills are ready to participate. For $75,000 it is amazing to him that our council would not seriously consider the project.

MOTION: Hunt Willoughby moved that we plan a public information hearing on the Library project after it has been duly noticed and at the earliest convenient time. Kent Hastings seconded. Ayes: Kimberly Bryant, Kent Hastings, Hata Puriri, Thomas Whitchurch and Hunt Willoughby. Nays: 0. Motion passed

November 23, 2004

LIBRARY CARD REIMBURSEMENT. Ted Stillman said we are in the 3rd year of reimbursing residents up to $35.00 per calendar year. Mr. Stillman said that American Fork has increased their non-resident library card fee to $65.00 per year and Cedar Hills and Highland have both increased their Library Card reimbursement to $40.00 per calendar year. Ted Stillman said we have had citizens request that we raise our reimbursement fee to $40.00 per year. The number of Library reimbursements that we have given each year are as follows:

• 2001 275
• 2002 300
• 2003 264
• 2004 222 (to date)

MOTION: Hata Puriri moved to increase the reimbursement fee for Library Cards to $40.00 per year. Thomas Whitchurch seconded. Ayes: Kimberly Bryant, Hata Puriri, Thomas Whitchurch and Hunt Willoughby. Nays: 0. Motion passed. [last City Council action on library in 2004]

February 22, 2005

Hata Puriri asked about the status of the Library Committee. Mayor Barker said he felt that people were drifting away from the interest, but said he would talk to David Adams.

October 11, 2005

Hata Puriri – Asked if there is anything going on with the Library Committee and has had a few
people who would like to be involved in this committee. Thomas Whitchurch said the current committee has raised some money and Jannicke Brewer said there were several questions on the survey about the library. It will be interesting to see the results.

November 14, 2006

Ted Stillman: Highland is building a new City Hall, Fire Station and Police Station. There will be a new 3300 square foot Library in their City Hall Building. The overall cost will be $150,000 per year and this will be an interim library until Highland can build a library building on its own.

Hunt Willoughby said that the Mayor’s in northern Utah County have discussed:

• a. having a system where all cards are interchangeable
• b. having a Countywide Library system to mirror Salt Lake’s system
• c. do we want to look at something small and work with Highland? Ted Stillman wants to look at costs and compare.
  

Hunt Willoughby asked if we still have a list of the books we got from Mountain Ridge Jr. High. [No response]

May 8, 2007

Ted Stillman: Brought the City Council up to date on the library books. Joan Norton went down and divided them into categories. Right now they are on a trailer but Mountainville Academy might be interested. The newest book was in 1995. One option is that Highland keep the books for their library and if they go with Mountainville they would stay with Mountainville. The books would be further outdated if we wait for Alpine to get a library, which could possibly be four or five years away. The Mayor said he would like to see the books placed where they will be used and Thomas Whitchurch said that Mountainville would not be able to take them for at least two weeks. There are seventy-five boxes or several thousand books.

August 28, 2007

[Participation in the tri-city recreation program has recently been mentioned as a possible source for library funds--by hiring our own part-time scheduler. What follows is background on the program.]

RECREATION MEMORANDUM OF UNDERSTANDING. Ted Stillman had included a Memorandum of Understanding with American Fork City regarding Alpine’s participation in the recreation program in the City Councilmen’s packet. One of the concerns expressed at the July 17th City Council meeting regarding the memo was the scheduling of the fields in Alpine by American Fork to the possible exclusion of the independent athletic leagues.

It was proposed dropping paragraph 5.2 from the Agreement which allowed American Fork Recreation to have first priority on field use and elimination of this paragraph solves the field scheduling problem and we will use paragraph 5.1 and a new paragraph was added.

Ted Stillman said this is the first time we have had a written agreement as American Fork’s residents are now they are the minority as both Alpine’s and Highland’s usage has drastically grown. Thomas Whitchurch had questioned if after March 1 would we send someone down to American Fork City to schedule one of our fields.

Tracy Wallace asked how this Memorandum of Understanding tied into the fees we are actually paying American Fork. Ted Stillman said our fee will go up about $10,000 per year from $40,000 last year. Councilman Wallace asked why we don’t just reimburse a child the extra $15.00 charged like we reimburse for the library. Derric Reycert said if Alpine didn’t participate in the program then American Fork would have to charge our residents more money than what is proposed. It was noted we would have to hire a full-time person to run our program and that would cost the City more than the $40,000 saved to not participate with American Fork.

MOTION: Thomas Whitchurch moved to approve the Recreation Memorandum of Understanding with
American Fork and ask the Mayor to sign the attached document with the changes as proposed. Hata Puriri seconded. Ayes: Kimberly Bryant, Hata Puriri, Tracy Wallace and Thomas Whitchurch. Nays: 0. Motion passed.

Mayor Willoughby noted that Kent Hastings left the meeting for one hour, but will return.

September 11, 2007

RECREATION CENTER BALLOT MEASURE. ... Hunt Willoughby said he has heard from residents a desire for a recreation center, but felt that Municipal Government is in charge of five things: police, fire, water, sewer and roads. Beyond that it is fluff and we have to decide as a community if we want to fund the fluff. ...

Kent Fitzgerald said that with the number of in-home gyms, swimming pools and empty nesters why
we don’t spend our money on a library that would benefit everybody. Kimberly Bryant felt this was a huge increase on everybody and would tax all the little older people right out of town.

Thomas Whitchurch said we are making a decision whether we are putting this out to vote, but felt it would be a mistake to participate in this until we had all the facts. Once we have all the facts then it would go out to the public for their input. One of the highest responses in the survey is that the residents wanted a recreation center, but Councilman Whitchurch said he had reservations about creating another taxing entity.

Chris Culver said we have had issues in this community with the budget and felt that since there hasn’t been money to build a library or money to help fund the Arts Council, we need to look at our senior citizen base. ...

Ted Stillman: The books have gone down dramatically and has generated two interesting comments: 1) why are we giving away these books when then we need our own library? and 2) Highland has received calls asking how they can be a part of our library. It was noted that the majority of the books went to the schools.

October 9, 2007

Scott Kenney said that in 2002 a Committee was formed to look at putting in a Library and Senior Citizens Center. The City put up $10,000 then and to date nothing has been done. Mr. Kenney asked if the City Council would consider providing land for some kind of Civic Center to benefit future generations. Mayor Hunt Willoughby said the Council would be willing and the 20+ acres that was purchased on 100 South and 600 East can be looked at. This property will be going through the planning stage. Scott Kenney asked what would have to happen to get the City Council to move this up on the priority list.

Joel Kester came to support Scott Kenney and believes the citizens of Alpine can provide a Recreation Center and Civic Center. Mr. Kester said the prior Citizens Committee were a little disorganized and if this committee was put together with the right people that were a little more functional would make a difference in moving this project forward.

November 3, 2008

Brad Reneer asked if the possibility of a library in the 100 South Park would be excluded by language in the Parks Master Plan which cited a need of at least 20 acres for a sports park. Ted Stillman assured him that the park on 100 South was not planned as a sports park because the City already had Burgess Park, Smooth Canyon Park and Healey Park for sports activities. The park on 100 South would be a community park and the City would be considering a number of uses as requested by citizens.

Ted Stillman went over the Capital Impact Fee program by park category as follows.

[Note: I have reformatted a table as a bulleted list.]
ALPINE PARKS, RECREATION CAPITAL IMPROVEMENT PROGRAM

• Community Park: 21 acres, community park, $5,200,000 projected improvements, $2,100,000 required from other sources (other than capital improvements budget), $3,100,000 from projected impact fees.
  
• Healey Park parking lot: 4 acres, a neighborhood park, $ 100,000 projected improvements,$50,000 required from other sources, $50,000 from projected impact fees.
• Smooth Canyon Park expansion and improvements: 5 acres, an athletic park, $300,000 projected improvements, all funded from projected impact fees.
  
• West Side Park: 5 acres, a neighborhood park, $2,400,000 projected improvements, $1,000,000 required from other sources, $1,400,000 from projected impact fees.
• 300 North Park: 2 acres, a city park, $ 2,000,00 projected improvements, $ 100,000 required from other sources, $100,000 from projected impact fees.
• TOTAL: $8,200,000 improvements, $3,250,000 from other sources, $4,950,000 from projected impact fees.e

May 13, 2008

Kent Hastings left the meeting and reminded Ted Stillman to move $3,000.00 from the library reimbursement fund to the Family First Week. [An approved budget change]

June 10, 2008

COMMUNITY CENTER PRESENTATION. Paul Thompson said the Community Center group has purchased property on Main Street for a Community Center. The property is located on the west side of Main Street just south of the Dry Creek Bridge (where Mark Walker Smith’s photo studio is). Paul Thompson attended the Development Review Committee (DRC) meeting several weeks ago and presented the plans for the Community Center and it was decided to have the site plan presented to the City Council for information.

Paul Thompson said they have done a feasibility study and are convinced the Alpine community would benefit from such a building. There is a tremendous amount of interest in having a Community Center like the one proposed. This information was obtained from personal contact with residents of the town and from the survey that was conducted.

The Alpine Arts Council has raised $1,300,000 to go toward the purchase of the land and building from private donations. They have made arrangements for grant writers to write Federal, State and local foundation grants and they are predicting the goal will be met quickly. The Arts Council has produced a calendar to inform Alpiners of community events.

The proposed library will be an alliance with northern Utah County cities, one card for all libraries and residents have asked for a study space for students. The Post Office will have post offices boxes for rent, express mailings, postage stamp purchases, etc. A senior citizen lounge will be included in the building with a Creekside Café. There will be a regional theater, a recital hall, and dance studios, art classes for both children and adults.

This building will become the heart of Alpine and the theater was the winner of Utah’s best Community Theater in 2007.

Thomas Whitchurch said the Arts Council has been working extensively on this for sometime now and now there is a group of people who is going to make this happen.

Paul Thompson said the Arts Council knew there would be problems with parking and some of the surrounding businesses are willing to sign an Agreement to use their parking in the evenings.

Jim Tracy asked if the Library would be public or a private enterprise and Paul Thompson made several suggestions where the City could help. The estimated budget for this entire project will be about $10,000,000.

[Note: April 23, 2003 minutes: "The original cost was for $10,000,000 ... The feedback Councilman Adams got from residents was that this was too much money, so the Library committee has looked at ways to cut costs."]

August 12, 2008

Scott Kenny said he would like the City Council to appoint a committee to study the feasibility of having a public library in Alpine whether it is located in the proposed Community Center, in the park or as a joint venture with Highland. Mr. Kenny passed out an information sheet listing the State’s requirements for certification. Mayor Willoughby said this item needed to be a line item on the agenda to be able to act on this.

August 26, 2008

Bradley Reneer made a presentation about the need for a library in Alpine. Mr. Reneer said there was a library in Alpine not too many years ago and said he didn’t know why this was discontinued. Brad Reneer felt it was our patriotic duty to have a library in our community and said that with the Police Department vacating their portion of the building now is a golden opportunity to utilize some of that extra space and felt we can find some creative ways to make the library work.

The library would be provisional at first and after three years it would become State Certified; however, Mr. Reneer said he would just like to see a library in our community. Brad Reneer challenged the Council to include plans to incorporate a library in this building upon the Police vacating their portion of the building and went on to praise the City Council for being very careful with the City’s funds.

Joan Norton said that many citizens in our community are passionate about having a library here and is excited and would be glad to put her energy behind the library project.

Jennifer Xanthos felt it was essential for the vitality of the community to have a library located here. Utilizing the space in the vacated Police Department was again mentioned as this would be a good starting point until a library could be relocated to a bigger building. Paul Thompson said he felt some anxiety and urgency about getting this project moving right away.

September 9, 2008

Scott Kenney said that about a month ago he asked the City Council ago to investigate library
options and was told this would be on a future agenda. Mr. Kenney asked what the process would be to appoint a committee. Mayor Willoughby said that that to have an official committee of the City would put constraints on the committee as all meetings would then have to be publicly noticed, recorded, minutes taken and the meetings would then become official. ...

Paul Thompson read a letter that has been drafted by the Arts Council and said the Eccles Foundation has outlined several things that needed to be provided to be eligible for foundation funding such as:

• Establishing the need for the project
• Identifying and establishing the credibility of the sponsoring organization
• Insuring the perpetuity of the project after it is built

Paul Thompson asked if this letter could be on the next City Council Agenda.

Kimberly Bryant asked if the Post Office would be a full-operating post office or if it would be like the one which is down by Kohler’s.

Brad Reneer said he appreciated the City not rushing to fill the vacated Police Dept. space and
suggested that a library be considered to fill that portion of the building. This would be at zero cost to the City and could used as a Community Center and a Senior Citizen Center until the Community Center as proposed by the Arts Council is built. Brad Reneer said the council needed correct data.

Martha Beck said there are a couple of things that has changed her mind to going full support for a library. Her family has used the library pass in the past and this has worked for her situation.

Chris Culver clarified to the Council that the library will not be a deterrent to building the Cultural Center and further stated that the building of the library would help build momentum and start putting this in motion. Mrs. Culver also said she uses an internet company who would gladly again donate books.

Amy Thackery has moved to Alpine from Oregon and was curious why the library has failed in the past. She was told that it was because of money. Amy Thackery believes vision for the Cultural Center is important and sees the need for a heart for this community. Mrs. Thackery does not want to be an appendage of Highland or American Fork as she doesn’t live in those communities. She broke down the need for a library into three parts – past, present and future.

September 23, 2008

Mayor Willoughby brought the audience up-to-date on the status of the library. Jim Tracy, Bradley
Reneer and several others met with one of the neighboring communities and got some good information on
starting and maintaining a library. Mayor Willoughby said we are still planning on having a budget workshop meeting in November and the library project will then be looked at and prioritized. Mayor Willoughby said that we will be able to see where we are at that time. We know that we are at 1/10th [sic] of a slow year in building permits and all the projects will be taken into consideration at that time. Mayor Willoughby said that in the upcoming Newsline he will be asking for those interested in serving on a library committee or a library board to please contact him.

October 14, 2008

VII. REPORTS - SEPTEMBER 2008 FINANCIAL REPORT. Ted Stillman reviewed the September 2008
Financial Report and outlined how revenues are doing and also listing the Fund Balances as follows:
Sales Tax – Is only up $8,702 over the same time last year. This is great news because Sales Tax
hasn’t gone down.

• Franchise Fees – Are lagging $5,219 behind last year.
• Plan Check Fees – Continues to decrease because of slow residential development. In 2007 48
• building permits were issued for new homes where we would normally have 80 building permits
• issued for new homes. So far in 2008 we have issued six building permits for new homes.
• Building Permits – Also continue to decrease because a slow-down in residential permits.

November 11, 2008

BUDGET WORK SESSION – Ted Stillman said ... we have taken in almost $350,000.00 in Sales Tax as compared to $352,000.00 this same time last year. Mayor Willoughby said our Sales Tax is population based and Ted Stillman said that half the sales tax is point of sale and the ones that are impacted the most are the ones with a lot of point of sale like car dealers. Building Permit and Plan Check fees are the ones that are in trouble and we have issued our sixth building permit for the calendar year. What has helped us this year is that we have had several commercial building permits and commercial projects that have made the difference. Ted Stillman said we will look at the budget again in January to get a better picture and see where we are.

This year’s projections are as follows:

• General Fund - $2.8 million
• Revenue Expenditures – usually have 10% to 15% surplus at the end of the year. That goes into the Capitol Improvement Fund
  

In relooking at the budget, Ted Stillman said he looked at revenues and lowered the projection to
$2,622,665.00 and expenditures down to $2,756,000.00 bringing the total down to -$134,000.00. Ted Stillman said this is our goal but within the next eight months we will need to make up that difference. Mr. Stillman then talked about how we are going to accomplish this. ...

Cutback Management 2008-2009 list is as follows:

• Not fill 1 1/2 vacant positions
• Delay Capital Projects
• Closely monitor revenues and expenditures
• Ask the Lone Peak Public Safety District not to fill vacant positions
• Hold off on signing the IT Contract
• Evaluate the Building Inspection Contract

Cutback Management 2009-2010 list is as follows:

Assumptions

• Sales Tax will remain steady
• No increase in the Lone Peak Public Safety District budget
• Building Permit revenue won’t go lower
• Same kind of merit/cost of living increase as last year
• No increase in the Lone Peak Public Safety District budget
• Maintain infrastructure (especially streets)
• Maintain equipment replacement program
• Property Tax will increase from $762,395 to $926,815 for an increase of $164,420

Changes

• Moved Class C Road Funds into the General Fund
• Moved Garbage Fund into the General Fund
• Moved Historical Fund into the General Fund

There was a discussion pertaining to a proposed library. Mayor Hunt Willoughby had drawn a rough floor
plan of the area in the Police Department that has become available upon the Police vacating their portion of the City Hall. Mayor Willoughby said that none of the interior walls in the Police Department were structural and the restroom could be easily expanded and then it would meet ADA requirements. Thomas Whitchurch suggested that we look at putting in an exterior entrance to the Building Department, as this might be less expensive than the modifications suggested to remodel the Police Department. Ted Stillman said to put the Library in that room would disrupt City Hall.

Mr. Stillman further stated that we need to determine what our need is. The first step would be to create a Library Board and they do a plan and community survey. The collection would be based on the needs of the survey. Highland’s need was 16,000 pieces at $16.00 a piece. You look at what your need is and then look at your space.

Kent Hastings noted that the Library was low on the priority list and wondered if this was something that we should do now as our budget is tight. The other question Kent Hastings asked was what was the possibility of going jointly with Highland as they now have their new library and pooling resources with them?

Mayor Hunt Willoughby said that previously the Library was library was low on his priority list; however, he met with Jennifer Xanthos and found that those who were coming to us and supporting the Library was sympathetic to the financial condition and tight budget of the City. The other thing was he walked over to that facility to see what space was available. Mayor Willoughby said he didn’t know what the cost would to move walls, construct the new bathroom and install new carpeting.

Thomas Whitchurch said a library card in Highland City cost $50.00 and suggested that we consider
increasing our library card reimbursement to match that amount.

Tracy Wallace asked how long would it take to form the committee, what would it cost to do the community
survey and what time frame are we looking at? Mayor Willoughby said he asked Ted Stillman to look at other cities who have these boards for their bylaws and duties. Tracy Wallace said to put this in the budget at this time is a little premature as we won’t have numbers until the survey is done and this might be several months down the road. Ted Stillman said we can have an ordinance ready for the December meeting to form a Library Board.

Jim Tracy said he gave the Library a high priority on his list and the library people have indicated they wanted to raise 2/3 of the money in donations.

Ted Stillman said he didn’t print the whole budget out for this meeting as there will be many more changes.
In January we will be six months into the current budget year.

Jim Tracy said he had talked to Shane Sorensen and then made some suggestions of items that could be
put off until later. One of the items that could be taken off was the CUP Pressurized Irrigation Pressure Tie for $300,000. Shane Sorensen said it is hard to say about the CUP water; however, we just signed an extension. Jim Tracy said another item that could be put off was the North Main Street storm drain for $100,000. Shane Sorensen said this needs to be done, but in a hard budget year this could be put off.

[Note: Minutes for 2009 meetings have not been posted on the city website though the MP3 versions are available.]