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minutes meeting date 2026-09-23 · fetched 2026-10-25 · 6130 characters · read by OCR, check numbers against the source · official file · plain text
A Special Meeting of the City Council of the City of Lava Hot Springs, Idaho, held on September 23, 2026, at 1:00 pm, at Lava City Hall 115 West Elm Street, Lava Hot Springs, Idaho. In attendance: Mayor Vicky Lyon, Council Members: John Head, Jeanie Avery, Mark Oyler, Diane Beckstead, City Clerk/Treasurer Amantha Sierra, Transcriber Jamie Everson Guests in attendance: Walter Holladay Zoom attendance: Lyle Fuller, Rodney Burch, Jeff Mansfield 1) AGENDA a) Silence Cell Phones b) Call Meeting to order. Mayor Vicky Lyon called the meeting to order at 1:02pm c) Roll Call - John Head- here, Jeanie Avery- here, Mark Oyler-here, Diane Beckstead-here. d) Pledge of Allegiance. Recited the pledge of allegiance. 2) ACTION ITEM — Review and consider approval of the Planning Services Agreement with Strategic Communities Alliance (SCA) and authorize the mayor to sign the agreement. Councilperson Mark Oyler thanked Rodney and SCA for their service and experience. He presented a future planning concept for gradually bringing certain permit intake and Planning and Zoning administrative functions back in-house while continuing to utilize SCA for complex planning, consulting, and ordinance work. He suggested developing clear procedures and training staff to manage routine processes and encouraged greater Planning and Zoning Commission involvement through training opportunities. He emphasized that the idea is for future consideration and requested that Council, the Mayor, and Rodney review his handout and continue discussion at a later date. Councilperson Jeanie Avery suggested ICRMP to review the SCA contract. Councilperson Mark Oyler made a motion that we approve the planning services agreement with SCA, subject to ICRMP review that takes place in next 30 days and authorize the mayor to sign the agreement. Councilperson Jonh Head seconded. Allin favor. Motion passed. 3) ACTION ITEM - Review and consider approval of the Legal Services Agreement with Fuller & Fuller, PLLC, and authorize the mayor to sign the agreement. Staff reported that no changes were made to the contract other than updating the hourly rate to $185 per hour, reflecting a 3% increase from the previous year. It wasing September 23, 2026, Special Council Meeting 1 discussion, it was noted that any future rate increase would require City approval before taking effect. Questions were raised regarding mileage reimbursement and travel time billing. It was clarified that the city pays both for travel time and mileage reimbursement. In response to a question from Councilperson Jeanie, it was confirmed that Fuller & Fuller carries its own malpractice insurance, while the City’s ICRMP policy also provides coverage for the attorney. Councilperson Jeanie recommended having ICRMP review the contract prior to approval. Councilperson Mark Oyler made a motion to approve the legal services agreement with Fuller and Fuller subject to review from ICRMP within the next 30 days and authorize the mayor to sign the contract. Councilperson John Head seconded. Allin favor. Motion passed. 4) DISCUSSION - Agenda Request — Mark Oyler Review, discuss and consider approval of a formal action plan and roadmap to compliance for submission to the Idaho State Controller’s Office (SCO) Mark Oyler presented a comprehensive roadmap for addressing the city's non-compliance with the State Controller's Office regarding municipal audits, proposing to hire a temporary part-time special compliance manager at $35-50 per hour for approximately 6 months to help bring the city into compliance. The city is being withheld federal funds due to non- compliance. Once city is compliant, we could use federal funds to cover the costs of a permanent accountant. Mark would like to see this on the agenda for next month’s meeting for further discussion after everyone has had time to review its contents. 5) ACTION ITEM — Tony Hobson Sick Leave Payout. The council also addressed the compensation issue for former employee Tony Hobson, who was owed $25,200 in accumulated sick leave hours. Councilperson Diane Beckstead made a motion to pay Tony Hobson for his sick leave for approximate amount of $25,200. Councilperson Jeanie Avery seconded the motion. Allin favor. Motion passed. 6) WORK SESSION - ACTION ITEM a. Review and discussion of the City of Lava Hot Springs Personnel Policy, including proposed revisions and ICRMP recommendations. b. Council direction regarding proposed revisions to the Personnel Policy. Councilperson Mark Oyler made a motion to table this item to give council time to review the Personnel Policy and revisit October 8, 2026, at 4:00pm for a special meeting. Jeanie seconded motion. Allin favor. Motion passed. September 23, 2026, Special Council Meeting 2 7) ACTION ITEM - Motion to Enter into Executive Session — Idaho Code 74-206(1)(F) To communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated. The mere presence of legal counsel at an executive session does not satisfy this requirement. Councilperson John Head made a motion to enter into Executive Session. Councilperson Diane Beckstead seconded motion. Allin favor. Motion passed. 8) ACTION ITEM - Motion to return to open meeting Councilperson Diane Beckstead made a motion to return to open meeting. Councilperson Jeanie Avery seconded the motion. All in favor. Motion passed. 9) POSSIBLE ACTION FOLLOWING EXECUTIVE SESSION: Discussion and possible action, including a motion, regarding the pending condemnation lawsuit. No action needed. 10) ANNOUNCE NEXT REGULAR MEETING - October 8th, 2026, Deadline September 29th, 2026. Special meeting at 4:00 on October 8", 2026. 11) ACTION ITEM — Adjourn special meeting. Councilperson Diane Beckstead made a motion to adjourn the special meeting. Councilperson Mark Oyler seconded the motion. Allin favor. Motion passed. /\ 7 Mayor Vicky Lyon , Transcriber (9 Amantha Sierra, City Clerk Date Approved September 23, 2026, Special Council Meeting 3
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