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HomeMy Public PortalAbout2022.01.13 Regular Meeting MinutesMINUTES McCall City Council Regular Meeting McCall City Hall -- Legion Hall VIA TEAMS Virtual January 13, 2022 Call to Order and Roll Call Pledge of Allegiance Approve the Agenda Consent Agenda Public Comment Oaths Of Office Reports Public Hearing Business Agenda Adjournment CALL TO ORDER AND ROLL CALL 1 Mayor Giles called the regular meeting of the McCall City Council to order at 5:30 p.m. Mayor Giles, Council Member Maciaszek, Council Member Nielson, Council Member Nelsen, Council Member Thrower all answered roll call. City staff members present were Anette Spickard, City Manager; Bill Nichols, City Attorney; BessieJo Wagner, City Clerk; Sarah Edson, Deputy Clerk; Erin Greaves, Communications Manager; Linda Stokes, City Treasurer; Michelle Groenevelt, Community Development Director; Delta James, Economic Development Planner; Brian Parker, City Planner; Kurt Wolf, Parks and Recreation Director; Eric McCormick, Golf Course Superintendent; Meg Lojek, Library Director; Chris Curtin, Information Systems Manager; Traci Malvich, Human Resources Manager; Justin Williams, Police Chief; Nathan Stewart, Public Works Director; Vlatko Jovanov, Network Administrator; Also in attendance, Eve Marostica, member of the public and Lindsey Harris, Chamber of Commerce Director Mayor Giles led the audience in the Pledge of Allegiance. APPROVE THE AGENDA 1 Council Member Council Member Maciaszek moved to approve the agenda as submitted. Council Member Council Member Nelsen seconded the motion. In a voice vote all members voted aye, and the motion carried. MCCALL CITY COUNCIL January 13, 2022 Regular Meeting Page 1 of 14 CONSENT AGENDA 1 Staff recommended approval of the following ACTION ITEMS. All matters which are listed within the consent section of the agenda have been distributed to each member of the McCall City Council for reading and study. Items listed are considered routine by the Council and were enacted with one motion. 1. City Council Special Meeting Minutes — August 27, 2021 2. City Council Regular Meeting Minutes — September 9, 2021 3. Payroll Report for period ending December 10, 2021 4. Payroll Report for period ending December 24, 2021 5. Warrant Register — GL 6. Warrant Register — Vendor 7. Accept the Minutes of the following Committees a. Airport Advisory Committee — October 7, 2021 b. Airport Advisory Committee — November 4, 2021 c. Golf Advisory Committee — July 14, 2021 d. Golf Advisory Committee — October 13, 2021 e. Golf Advisory Committee — November 10, 2021 f. Housing Advisory Committee — November 8, 2021 g. Library Board of Trustees — October 11, 2021 h. Library Board of Trustees — November 8, 2021 i. Planning and Zoning Commission — November 2, 2021 j. Tree Advisory Committee — October 5, 2021 k. Tree Advisory Committee — November 2, 2021 8. AB 22-014 City Licenses Report to Council Per McCall City Code Per McCall City Code Title 4 Chapter 9, the City Council has determined the City Clerk shall be delegated the authority to process and grant or deny all alcoholic beverage license applications, other than certain circumstances involving catering permits, which the City Clerk shall review the application for catering permit for completeness and forward said application to the Police Chief. The Police Chief upon receipt of the application shall make a recommendation to the City Clerk to approve or deny the application. Whenever the City Clerk shall determine that an application for alcoholic beverage license transfer or renewal is complete, the City Clerk shall approve or deny such application. All decisions of the City Clerk shall be reported to the City Council at the next regularly scheduled City Council meeting after such decision. The City Clerk is also responsible for all processing of business, taxi, snow removal, pawnbroker, child daycare licenses, vendor permits, and public event applications. Action: Council to review the License report. 9. AB 22-008 Request for Review and Approval of the Local Option Tax Funding Contract and Completion Report Templates With the approval of Ordinance 965 - 3% Occupancy Local Option Tax (LOT), it was identified that the Council would review and approve the contract to be used for the entities awarded funds. During discussions the Council wanted to understand the process staff used when distributing LOT funds and the process used to ensure those funds were spent according to the contract. Staff has worked with the City Attorney to revise the contract template used historically. The revised template requires the attachment of the original application to the contract to ensure that all parties are clear of the project that was approved for funding. Staff is requesting that Council approve the contract template and authorize the Mayor to sign all the contracts for FY2022 for the approved funding. The checks for the approved funding will still come to the Council for approval through the Warrant Register process. The other option would be that the contracts would be placed on the Consent MCCALL CITY COUNCIL Page 2 of 14 January 13, 2022 Regular Meeting Agenda for individual approval as the funding becomes available. By approving the contract template and giving authority to the Mayor to sign all contracts for the approved LOT awards, the process of releasing the funds to the recipients will be expedited. In FY19 the Council recognized a need to revise the contract and add the following language:1.1.2 If the Recipient dissolves or ceases operations within five (5) years after receiving funds that are used to purchase tangible personal property, then prior to or at dissolution or the cessation of operations, such tangible personal property shall be tendered to the City. The City is not obligated to accept such property and may use its discretion whether to receive the property or otherwise direct its distribution. Action: Approve the Local Option Tax Funding Contract and Completion Report templates and authorize the Mayor to sign all the contracts for FY2022 approved LOT projects. 10. AB 22-009 Winter Carnival 2022 Event Summary and Request for Approval of the Fireworks Display The Chamber of Commerce has submitted the following requests and applications pertaining to Winter Carnival 2022, which is to be held from Friday, January 28 through Sunday, February 6, 2022. The Chief of Police, Fire Chief, Parks and Recreation Director and Street Superintendent have received the information for this event. Staff continues to work with the Chamber to finalize the event plan and road closures. The McCall Area Chamber of Commerce has provided the following information: For Approval: * Fireworks Display Application For Information: * General Event Plan, Schedule and Layout * Children's Torchlight Parade Route * Mardi Gras Parade Route Other Items Provided to the City Clerk's Office (not in packet): * Certificate of Liability Insurance, Naming the City as Additional Insured * Catering Permit Applications for the Beer Garden and Various Other Events during the Carnival * ITD Approval for the Torchlight and Mardi Gras Parades * Parks Reservation Applications for the Use of Legacy Park for Various Carnival Events * Road Closure Request for East Lake Street Action: Approve the fireworks display permit for Winter Carnival 2022 and authorize the Mayor to sign all necessary documents. Council Member Council Member Nielsen moved to approve the Consent Agenda. Council Member Maciaszek seconded the motion. In a roll call vote Council Member Nelsen, Council Member Maciaszek, Council Member Nielsen, Mayor Giles all voted aye, and the motion carried. PUBLIC COMMENT 1 Mayor Giles called for public comment at 5:33 p.m. Written comments received: 1/7/22 14:24:00 Todd Leeds 432 Virginia Blvd McCall ID 83938 "Please cancel winter carnival. With the current amount of Covid cases, it does not make any sense to promote anything that leads to crowds. The health of residents is too important. In addition, out of towners tend to be far less compliant with logical safety precautions. The current crisis is evident by the fact that Brundage cannot even operate at full lift capacity. MCCALL CITY COUNCIL January 13, 2022 Regular Meeting Page 3 of 14 Thank you, Todd Leeds" 11/9/21 9:37:36 Joy Murphy 411F Deinhard Lane McCall ID 83938 "Informational Comment Video of Presentation by Dr David Martin on 1999 origination of covid and 2015 decision to use it for financial gain. https://www.brighteon.com/53ec5b5e-5ec3-4b25-b750-a4dace7672ae" Hearing no further comments, Mayor Giles closed the comment period. OATHS OF OFFICE AB 22-002 Installation of newly elected City Council Members: Bob Giles, Lyle Nelson, and Julie Thrower Idaho Code § 50-805 states that the governing body of any city governed by the Council/Manager form of government shall consist of five (5) Members. As stated in Idaho Code § 50-702, each Council Member elected at a general city election, shall be installed at the first meeting in January following the election. The incumbents shall meet and conduct such business as may be necessary to conclude the fiscal matters of the preceding year; the newly elected shall then subscribe to the oath of office, be presented certificates of election, and assume the duties of their position. The Oaths of office were administered by the City Clerk to the elected Council Members, Bob Giles, Lyle Nelson, and Julie Thrower. AB 22-003 The 2022 Election of Mayor Idaho Code § 50-805 states that the governing body of any city governed by the Council/Manager form of government shall consist of five (5) Members. McCall City Code states that the Mayor shall be elected by the Council from among its membership for a term of two (2) years at the first meeting of the newly elected Council after each general or special election of members of the Council; the Mayor may be removed by the Council per Idaho Code section 50-809. The Mayor shall preside at the meetings of the Council and perform such other duties consistent with the office as may be imposed by the Council. The Mayor shall be entitled to a vote on all matters coming before the Council but shall possess no veto power. The Mayor shall be recognized as the official head of the City for all ceremonial purposes, by the courts for the purposes of serving civil processes, and by the Governor for military purpose. The Mayor may use the title of Mayor in any case in which the execution of contracts or other legal instruments in writing, or other necessity arising from the general laws of this State may so require, but this shall not be construed as conferring upon the office administrative powers or functions of a Mayor under the general laws of the State per Idaho Code section 50-810. The process to elect the Mayor from the' Council members is outlined in the Governance Manual. A list of Mayoral duties that prior Mayors have participated in as well as Idaho Code regarding Mayoral duties were presented to Council. Each Council Member was asked if they would like to be considered for Mayor. Council Member Maciaszek, Council Member Thrower and Council Member Nelsen all declined. Council Member Giles and Council Member Nielsen both voiced interest in being Mayor. MCCALL CITY COUNCIL Page 4 of 14 January 13, 2022 Regular Meeting Council Member Nielsen commented that he has two years remaining on his term and if he does not take a chance now to try it out, he would regret it; noting that it is not an objection to the current Mayor who is doing a great job. Council Member Giles commented that he is interested in running again, noting the length of time it takes to learn the role. There was a consensus to nominate Bob Giles as Mayor. Council Member Nelsen moved that Bob Giles be appointed to the City of McCall as Mayor for a two-year term. Council Member Maciaszek seconded the motion. In a roll call vote Council Member Nelsen, Council Member Maciaszek, Council Member Nielsen, Council Member Thrower and Mayor Giles all voted yes, and the motion carried. AB 22-004 The 2022 Election of Council President Idaho Code § 50-805 states that the governing body of any city governed by the Council/Manager form of government shall consist of five (5) Members. After the Oaths of office and the Selection of Mayor, the Council will select one of its members as Council President This process is outlined in the Governance Manual. The council president's most significant role is in chairing council meetings, signing documents, and signing checks in the Mayor's absence. Other responsibilities of the council president may be defined by local policy. Mayor Giles asked each council member if they would like to serve as council president. Council Member Nelsen, Council Member Maciaszek and Council Member Thrower all declined. Council Member Nielsen would like to serve again as Council President noting that he enjoys the responsibility of it and the importance of the roll. Council Member Maciaszek made a motion to appoint Council Member Nielsen as City Council President for the next two years. Council Member Nelsen seconded the motion. In a roll call vote Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, Mayor Giles, and Council Member Thrower all voted yes, and the motion carried. REPORTS 1 Chamber of Commerce Director for the Chamber of Commerce Lindsey Harris presented the Chamber of Commerce Report to Council noting that the cancelation of the Mardi Gras Parade for Winter Carnival has happened considering an increase in Covid cases. The vendors were not canceled due to the ability to spread vendors out and limiting the indoor use of spaces as well as the number of overall vendors. The space for the fireworks display has been moved to be able to free up space for considerable social distancing. As for why the Chamber has gone forward with Winter Carnival is because it is part of the City's history and something the community can look forward to and safety processes can be modified to keep Covid protocols in place. Council Member Nielsen gave thanks to Director Harris for making the tough decisions and keeping the community safe. Council Member Maciaszek and Council Member Nelsen echoed MCCALL CITY COUNCIL January 13, 2022 Regular Meeting Page 5 of 14 that sentiment. Council Member Nelson added that it is not just about Covid but also about infrastructure and available resources. Department Reports Council requested additional detail regarding the short-term rental licenses submitted on the Clerk report to be emailed to Council next week. Covid-19 Update Police Chief Justin Williams presented the Covid-19 update to Council stating that there has been a severe spike in cases. There were 143 active cases in Valley County, up to 47% positivity rate from 7% positivity rate two weeks prior. The McCall Donnelly School District was closed this week Tuesday and Wednesday, due to staffing shortages, and many businesses in the area are facing the same issue. Omicron is the main variant being seen in the area as it is more contagious but less deadly. The City Administration has not changed its policy for City staff at this time. To limit exposure and ensure the safety of officers, the McCall Police Department has no cross over between staff. Chief Williams stated that in review of the graph from the last two years the infection is the same as it was about this time last year and is expecting this spike to last another week to two weeks based on past trends. Council Member Nielsen asked when it is going to end. Chief Williams replied with information regarding Spain and the UK stating that these countries have discussed the transition from pandemic to endemic, suggesting that Covid is something everyone will have to learn to live with like we do with many other respiratory diseases. Council Member Thrower asked questions about peaking and whether City services and hospital services are available and able to serve the public. Other hospitals around the country have been saying that they have been overwhelmed, is there a concern that if numbers continue to spike that our hospital is going to be overwhelmed again? Chief Williams commented that the issues with the hospital capacity is very similar to where the community was last year, which was more of a staffing issue than an issue of space. The staffing issues have since been addressed and is not where it was this time last year. Hospitalization is not nearly as high with the number of cases that are currently in the area. Council Member Thrower noted her main concern being Winter Carnival coming and the surge in population of the area. Council Member Nielsen commented that the City has tried to be in line with what CDH has been doing and in line with the State. He reviewed that early on there was some frustration that the decision was left up to cities and the Council had decided to do something to help the businesses that resulted in getting push back from the public regarding public safety regulations and so it is a fine balance. Unfortunately, after two years most people are set in their comfort levels and the best the City can do at this point is to encourage people to take the necessary precautions. Mayor Giles commented that he is impressed with the private sector being fluid on the precautions and policies to flow with the peaks and down turns. City Manager Spickard commented that the City does partner with the Chamber to be able to advertise in the Treasure Valley to spread the awareness and manage expectations of what visitors may experience. Council Member Nelsen shared appreciation for staff and their efforts to spread education and awareness about the virus. MCCALL CITY COUNCIL Page 6 of 14 January 13, 2022 Regular Meeting AB 22-012 Police Department Update Police Chief Justin Williams gave a brief update of the Police Department and anticipated staffing changes in the upcoming year. The Police Department is at full staff and code enforcement has been very busy this winter with the usual number of calls coming in regarding deer. There are residents who drive around feeding as well as those feeding on their own property. There is an unusually large herd this year. The majority of the herd issues are near Lick Creek and Davis due to food being available. He also stated that the Police Department is prepared for the upcoming Winter Carnival event. Chief Williams informed the Council that he has put in his retirement notice after 27 years as a Police Officer and has been with the City of McCall since 2014. He stated that in preparation, other staff in the department have been taking more responsibility and leadership roles for the staff changes to come. Chief Williams is set to retire June 3, 2022. Council and staff shared appreciation for the service and accomplishments of Chief Williams. PUBLIC HEARING 1 AB 22-015 Request to Approve Planned Unit Development Preliminary Plan (PUD-21-01) and Subdivision Preliminary Plat (SUB -21-04) at 116 Thula Street for Rvwest Homes. Inc. City Planner Brian Parker presented a Planned Unit Development and Subdivision Preliminary Plat application to construct 26 condominium units to Council. During their regularly scheduled November 2, 2021 meeting, the McCall Area Planning and Zoning Commission held a properly noticed public hearing and unanimously recommended approval of the subject application to the McCall City Council without a second public hearing. The subject application includes requests to enter into development and escrow agreements. Final versions of these agreements will be presented to Council at a later date. Council Member Thrower recused herself before the beginning of the public hearing. Planner Parker asked council to open the public hearing and continue it to the January 27, 2022, Regular City Council Meeting. Mayor Giles acknowledged written comments received as well as the members of the public in attendance to speak regarding the public hearing. At 6:42pm Council Member Nielsen moved to open the public hearing for Planned Unit Development Preliminary Plan (PUD-21-01) and Subdivision Preliminary Plat (SUB -21-04) at 116 Thula Street for Rywest Homes, Inc. Council Member Maciaszek seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen all voted aye, and the motion carried. Council Member Nielsen moved to continue the Public Hearing for Planned Unit Development Preliminary Plan (PUD-21-01) and Subdivision Preliminary Plat (SUB -21-04) at 116 Thula Street for Rywest Homes, Inc to January 27, 2022, at 6:00 pm or as soon thereafter as the matter may be heard. Council Member Nelsen seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen and Council Member Nielsen all voted aye, and the motion carried. MCCALL CITY COUNCIL Page 7 of 14 January 13, 2022 Regular Meeting BUSINESS AGENDA 1 AB 22-017 Request for McCall Redevelopment Agency (MRA) Appointments — 3 Vacancies Community and Economic Development Director Michelle Groenevelt presented the request for McCall Redevelopment Agency (MRA) Appointments, 3 Vacancies, to Council. Per McCall City Code, the City Council appoints a board of commissioners for the McCall Redevelopment Agency (MRA) which shall consist of seven (7) members. The term of office of a commissioner shall be three (3) years per MCC 1.11.2. The Board position was advertised in The Star News and on the City's website. At the December 7, 2021 meeting, McCall Redevelopment Board considered the four submitted letters of interest for the three vacancies on the MRA Board. Clair Bowman, Michelle Rentzcsh, James Woolcott, and existing member Monty Moore had submitted resumes or letters of interest. McCall Redevelopment Agency Member Maciaszek suggested a virtual interview be scheduled to give a little more insight, because the Board was not familiar with the new applicants. Therefore, the MRA Board held a special meeting on December 14, 2021 to interview all applicants. When the meeting concluded, the MRA Board decided to recommend Monty Moore, Clair Bowman and Michelle Rentzcsh for the vacant positions to the McCall City Council. Council had no questions regarding the recommendations for appointment. Council Member Nelsen commented on the high quality of candidates. Council Member Maciaszek moved to approve the appointment of Monty Moore to McCall Redevelopment Agency for a term expiring in April 2024; the appointment of Clair Bowman to the McCall Redevelopment Agency for a term expiring in September 2024; the appointment of Michelle Rentzcsh to the McCall Redevelopment Agency for a term expiring in January 2025; and authorize the Mayor to sign all necessary documents. Council Member Nielsen seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, and Council Member Thrower all voted aye, and the motion carried. AB 22-013 Request to approve submittal of a Waterways Improvement Fund grant application Economic Development Planner Delta James presented the request to approve submittal of a Waterways Improvement Fund grant application to Council. The Idaho Parks and Recreation Department (IDPR) administers the Waterways Improvement Fund (WIF) program. Funded by state gas tax revenues, WIF grants support waterways improvements for boating purposes such as public boat ramps and moorings. The McCall Parks and Recreation Department would like to apply for $173,705 in WIF funding to improve the public boat launch and mooring docks at Legacy Park, specifically to: • Re -grade the lakebed at the toe and edges of the existing concrete boat ramp and replace fine sedimentary material with course interlocking rock to mitigate prop wash, sediment transport, and lock in existing concrete panels across the toe of the boat ramp; and • Replace the two (6' x 64') aged existing docks at public ramp with new wider docks and extend the south dock by an additional 24' section to increase moorage capacity at ramp. MCCALL CITY COUNCIL Page 8 of 14 January 13, 2022 Regular Meeting The older docks will be repurposed to update moorage used by the County Marine Deputies to the south. • Install a lateral extension dock along shore off the southern ramp dock and add an additional 80' finger to increase short-term moorage at boat ramp. The total project cost is estimated at $218,705. Valley County Waterways Committee has committed $30,000 to the project and $15,000 from the City of McCall Parks and Recreation Department FY22 budget will be used, surpassing the minimum 5% grant match requirement. Council Member Maciaszek stated that he is continually impressed with the grant opportunities staff brings to council. Council Member Nielsen moved to approve submittal of a Waterways Improvement Fund application and authorize Mayor to sign all necessary documents. Council Member Maciaszek seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, and Council Member Thrower all voted aye, and the motion carried. AB 22-018 Request approval for the Senior Center Building & Envelope Improvements Contract between the City of McCall and Dalrymple Construction Services, Inc. Building Official John Powell presented the request for approval for the Senior Center Building & Envelope Improvements Contract between the City of McCall and Dalrymple Construction Services, Inc. to Council. This contract is for general building and exterior envelope improvements of the City of McCall's Senior Center building. Improvements are needed to maintain the building envelope, such as the siding, roofing, and insulation. Interior work includes ADA entry doors and an extension of the HVAC system to the meeting room. This project is Phase 1 of 2. Phase 2 is a partially grant -funded improvement of the parking lot. The City received two bids, EKC and Dalrymple Construction. Dalrymple Construction Services was the responsive low bidder. Council Member Nelsen commented that the project is deserved but asked if there is any other thought for the long-term uses for the building. Building Official Powell commented that he could not speak to the Community Center's full plans, but they have been working on more outreach to the community and not just the senior community. Parks and Recreation Director Kurt Wolf noted that his department has been working closely with the center's outreach programs and recreation programs. City Manager Anette Spickard sits on the board and echoed what Official Powell and Director Wolf have mentioned. Council Member Nelsen moved to select Dalrymple Construction Services, Inc. as responsive low bidder; approve the contract with Dalrymple Construction Services, Inc. for the construction improvements to McCall Senior Center and authorize the Mayor to sign all necessary documents. Council Member Maciaszek seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, and Council Member Thrower all voted aye, and the motion carried. AB 22-010 Request to Approve the Proposal for Engineering Services for Clear Solutions Engineering, LLC -WTP Filtration and Disinfection CT Evaluation and PER Public Works Director Nathan Stewart presented the request to approve the proposal for Engineering Services for Clear Solutions Engineering, LLC -WTP Filtration and Disinfection CT Evaluation and PER to Council. The City of McCall's water treatment plant (WTP) was completed MCCALL CITY COUNCIL Page 9 of 14 January 13, 2022 Regular Meeting in 2001. The treatment process principally relies on filtration through two anthracite filter basins followed by chlorination before water is delivered to the distribution. Identified in the 2017 Water Master Plan, filtration capacity is one process within the plant limiting daily water production. Disinfection contact time (i.e., CT) is also a limiting process (due to the small volume of the existing chlorine contact basin). These two limiting processes restrict the amount of water the treatment plant can produce in 24 hours. During peak irrigation season (as occurred in June 2021), the WTP struggles to provide the water demand of its customers. The FY22 CIP identified funding to complete engineering evaluations to identify recommended options to improve WTP capacity. The proposal will complete necessary research, preliminary design, and cost estimation for developing recommended options to improve filtration capacity and disinfection CT. Benefits and costs of all options will be discussed with the goal of selecting preferred options that will be further developed into infrastructure construction projects. Clear Solutions, LLC was formed in 2020, and has staff with more than 10 years of experience working for the City. They are currently completing a distribution storage capacity evaluation that, in combination with this evaluation, will provide a comprehensive assessment of how storage, filtration and disinfection CT enhancements can ultimately expand the production capability of McCall's water treatment facility. They also completed a filter audit in 2021 that assessed current performance of the two existing filters. Per IC 67-2320(2), the City can contract directly with Clear Solutions for this proposal (>$50,000) due to its previous and ongoing associated work for the Department. Council Member Nelsen asked if the City is limited on the amount of water the City can take out of Payette Lake. Director Stewart commented that the City has water rights as well as other resources through the Water Resources Board. Council Member Nelsen moved to approve the Proposal for Engineering Services with Clear Solutions Engineering, LLC, and authorize the mayor to sign all necessary documents. Council Member Maciaszek seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, and Council Member Thrower all voted aye, and the motion carried. AB 22-011 Recommendation for Contract Award: McCall Shore Lodge Pump Station Upgrade Public Works Director Nathan Stewart presented the recommendation for contract award of the McCall Shore Lodge Pump Station Upgrade to Council. During December 2021, The Water Department, with assistance from SPF Water Engineers (project engineer) conducted semi -formal bidding for the McCall Shore Lodge Pump Station Upgrade project. This project consists generally of replacing existing pump starters with variable frequency drive (VFD) motors, installation of a new programable logic control (PLC) panel to allow improved and remote control of the pump station via the City's SCADA system, and various valve and piping upgrades. Included are the following attachments: • Cover sheet of project plans • Draft Contract Agreement • Bidder Recommendation Letter, by SPF Water Engineer, 12/28/22 SPF conducted the bid opening on 12/21/21. The City received two bids. SPF completed a thorough review of the bids to determine the responsive low bid. Their letter provides a bid tabulation and recommendation for the City to award the construction contract to RM Mechanical, MCCALL CITY COUNCIL Page 10 of 14 January 13, 2022 Regular Meeting Inc. The draft "Agreement" that has been reviewed by legal counsel. If awarded, the project will be completed by the end of May 2022. Mayor Giles asked if the contract is awarded, is it comparable to the government estimate. Referring to the Bidder Recommendation Letter, Director Stewart noted staff feels confident in the responsive low bidder's ability to do the job. Council Member Thrower moved to award the construction contract for the McCall Shore Lodge Pump Station Upgrade project to RM Mechanical, Inc. in the amount of Fifty -One Thousand, Thirty -Nine Dollars ($51,039.00); authorize the Mayor to sign all necessary documents; and authorize City staff to manage change orders up to 10% over the initial Contract amount. Council Member Nielsen seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, and Council Member Thrower voted aye, and the motion carried. AB 22-016 Request to Approve the Amended FY21 Annual Road and Street Financial Report City Treasurer Linda Stokes presented the request to approve the Amended FY21 Annual Road and Street Financial Report to Council. At the regular council meeting held December 16, 2021 the FY21 Annual Road and Street Report was accepted and approved by the City Council upon approval of the consent agenda. The report was submitted to Idaho Transportation Department (ITD) prior to the due date of December 31, 2021. Staff received notification from ITD the report could not be accepted because the Highway User Shared Revenue was understated. Upon review of the amounts received by the City and amounts sent to the City by ITD, a cash receipting error was discovered. A State General Fund distribution of $40,370 in April 2021 was cash receipted to the City of McCall General Fund instead of to the Streets Fund. The revenues received in April from the State were the result of the passage of HB 308 during the last legislative session. HB 308, which was effective immediately, went into law signed by the Governor on March 23. HB 308 provided for a onetime distribution to cities, counties, and highway districts from the state's general fund surplus. There are no restrictions on the use of the revenues other than it is dedicated for local road and bridge purposes. The presented FY21 Annual Road and Street Financial report (lines 12, 17, 24, 62, 64, 65, 74, and 76) has been amended to correct the total Highway User Revenues received by the City in FY21. Council had no questions or comments. Council Member Nelsen moved to accept and approve the amended FY21 Annual Road and Street Financial Report and authorize the Mayor to sign all necessary documents. Council Member Nielsen seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen Council Member Nielsen, and Council Member Thrower all voted aye, and the motion carried. AB 22-006 Request to Approve a Resolution Designating the newly appointed Mayor and Council President as Signatories on the City of McCall's Contracts and Agreements City Manager Anette Spickard presented the request to approve a Resolution Designating the newly appointed Mayor and Council President as Signatories on the City of McCall's Contracts and Agreements. The Resolution authorizes the new Mayor and Council President to sign contracts MCCALL CITY COUNCIL Page 11 of 14 January 13, 2022 Regular Meeting and agreements and any related documents as authorized by the City Council. The Resolution also authorizes BessieJo Wagner, City Clerk signature authority for attesting documents. Council had no questions or comments. Council Member Nielsen moved to adopt Resolution No. 22-03 designating the Mayor and Council President as signatories on the City of McCall's contracts and agreements as authorized by the City Council and authorize the Mayor to sign all necessary documents with changes. Council Member Thrower seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, and Council Member Thrower all voted aye, and the motion carried. AB 22-007 Request to Approve the US Bank Master Services Agreement and adopt a Resolution Designating Signatories on the City of McCall's Bank Accounts City Treasurer Linda Stokes presented the Request to Approve the US Bank Master Services Agreement and adopt a Resolution Designating Signatories on the City of McCall's Bank Accounts to Council. The election of a new Mayor and Council President requires the Council to update the list of signatories of the City of McCall's bank accounts. The Resolution authorizes the new Mayor and Council President to sign checks and other disbursements. The signature authority for BessieJo Wagner, City Clerk; Linda Stokes, City Treasurer; and Anette Spickard, City Manager remains unchanged. This agreement also removes the Mayor, Council President, and City Staff from the McCall Urban Renewal Agency Accounts. A new Resolution with a new Master Services Agreement for the McCall Urban Renewal Agency accounts will be brought to the Agency Board to adopt new signatories. There were no questions or comments from Council. Council Member Nielsen moved to approve the US Bank Master Services Agreement and Adopt Resolution No. 22-04 designating the new Mayor and Council President as signatories on the City of McCall's bank accounts and authorize the Mayor to sign all necessary documents. Council Member Thrower seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, Council Member Thrower all voted aye, and the motion carried. AB 22-005 Assignment of Council Liaison Duties 2022 City Manager Anette Spickard presented the assignment of Council Liaison Duties 2022 to Council. In January of each year after a general election, the Council chooses, from its membership, liaisons to serve on various community boards. As the liaison the Council Member attends each Board's meeting, some are monthly, and some are quarterly. The Council Member will then report to the whole Council, at their first Regular Meeting of each month, a brief accounting of what has transpired on the various community organizations. Council Member Thrower would like to be involved in the process and become a committee liaison. Council Member Thrower's main interest is the PLWSA, but that board was not wanting a council member on the board with their change to a nonprofit and it is not a government board. MCCALL CITY COUNCIL January 13, 2022 Regular Meeting Page 12 of 14 Council Member Maciaszek and Council Member Nielsen positions on MRA are not up for change as they are appointed members of the MRA. Council Member Thrower expressed an interest in serving on Payette River Scenic Byway Council. Manager Spickard noted that it is currently staffed by Economic Development Planner Delta James, but the Payette River Scenic Byway Council has been excited to have a Council Member serving in the past. The Winter Recreation Committee (WRC) is still active, and Council Member Nielsen is the liaison on that committee. Mayor Giles commented on the importance of the WRC. Council Member Nelsen has interest in WYCAP which Mayor Giles currently serves on. Mayor Giles agreed to step away from that liaison duty for Council Member Nelsen to step in. Council Member Nielsen asked about post JWAG and the next steps on that committee. Manager Spickard noted that the Sewer District is moving forward with their master plan effort and the focus has been on the master plan. Council Member Thrower is interested but there may be a need for a main and a backup liaison to be able to continue the continuity of Council being part of JWAG. Both Council Member Nielsen and Council Member Thrower will participate. Council Member Nelsen showed interest in the opportunity with the Firewise Group. Council Member Thrower showed interest in the nonprofit group that works with McPaws. In summary, Council Member Thrower will be liaison for the McPaws committee, a second liaison for JWAG and liaison for Payette River Scenic Byway Council. Council Member Nelsen will be liaison for the Firewise Group and WYCAP. Council Member Nielsen will continue as liaison for MRA, Winter Recreation Forum and JWAG. Council Member Maciaszek will continue as liaison for MRA, and Mayor Giles has stepped away from Council Liaison duties for WYCAP and will continue as liaison on the Library Board AB 22-001 Request to Approve Resolution 22-01 Adopting the McCall City Council Meeting Schedule for 2022 City Manager Anette Spickard presented the Request to Approve Resolution 22-01 Adopting the McCall City Council Meeting Schedule for 2022 to Council. McCall City Code §1.8.2 states that regular Council meetings will be held on the second and fourth Thursdays of each month except when such regular meetings fall on a legal holiday, then the meetings would be held on the preceding day unless otherwise fixed by the Council. Historically Council has only altered their schedule for Holidays and the AIC Annual conference. The presented calendar and resolution reflect these changes. Should the Council wish to adopt a new Council Meeting Schedule, Council will need to direct staff to prepare the appropriate documents to make those changes. Council Member Nielsen would like the option of having the tentative meeting that was available in 2021. With the meeting on the first Thursday of the month being a regular tentative meeting. There was an echo from the rest of council. MCCALL CITY COUNCIL Page 13 of 14 January 13, 2022 Regular Meeting Council Member Nielsen moved to approve Resolution 22-01 adopting the McCall City Council Meeting Schedule for 2022 with the addition of a tentative meeting the first Thursday of every month February through September and authorize the Mayor to sign all necessary documents. Council Member Nelsen seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, and Council Member Thrower all voted aye, and the motion carried. Upcoming Meetings Schedule Discussion Council discussed having Saint Luke's Dr. Kinney at the next council meeting for a brief Covid- 19 update and had a brief discussion on the March meeting calendar regarding spring break. Council Member Maciaszek made a motion to amend the 2022 Council Meeting schedule to change the March 24th and 25th meetings to March 31st and April 1st and direct the City Manager to make that change. Council Member Nielsen seconded the motion. In a roll call vote Mayor Giles, Council Member Maciaszek, Council Member Nelsen, Council Member Nielsen, and Council Member Thrower all voted aye, and the motion carried. ADJOURNMENT 1 Without further business, Mayor Giles adjourned the meeting at 8:32p.m. ATTEST: BessieJo W.'gner, C 0111111111110, ...`, ID Aik° iuHaIId ' Robert S. Giles, Mayor MCCALL CITY COUNCIL Page 14 of 14 January 13, 2022 Regular Meeting