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HomeMy Public PortalAbout2022.07.07 Special Meeting MinutesMINUTES McCall City Council Special Meeting McCall City Hall -- Legion Hall VIA TEAMS Virtual July 7, 2022 Call to Order and Roll Call Business Agenda Work Session Adjournment CALL TO ORDER AND ROLL CALL 1 Mayor Giles called the Special meeting of the McCall City Council to order at 5:30 p.m. Mayor Giles, Council Member Maciaszek, Council Member Nelson, Council Member Nielsen all answered roll call. Council Member Thrower was absent. City staff members present were Anette Spickard, City Manager; BessieJo Wagner, City Clerk; Sarah Porter, Deputy Clerk; Erin Greaves, Communications Manager; Linda Stokes, City Treasurer; Eric McCormick, Golf Course Superintendent; Nathan Stewart, Public Works Director; Meredith Todd, Assistant City Planner; Emily Hart, Airport Manager; Sabrina Sims, Water Systems Manager; Cris Malvich, Streets Superintendent. Also, in attendance were Keith Larson, Bowen Collins Associates; Greg Loscher, Bowen Collins Associates; Luisa Winslow, Bowen Collins Associates. BUSINESS AGENDA 1 AB 22-177 Request to Adopt Resolution 22-20 for Governmental Equipment Lease -Purchase Agreement and a Non -Appropriation Addendum for FY23-27 Streets Department Equipment with Western States and Caterpillar Financial Services Nathan Stewart, Public Works Director presented to Council. Public Works has been coordinating with Western States and Caterpillar Financial Services (CFS) to establish new 5 -year leases for the following equipment: • one (1) M950 loader with attachments: $44,209.79/year • one (1) M950 loader with no attachments: $33,853.14/year • one (1) 938M loader: $25,166.87/year • one (1) 246 D3 wheeled "skid steer": $6,284.06/year • one (1) 150 AWD moto-grader: $44,207.64/year The prepared lease documents for FY23 — FY27 include all necessary provisions including non - appropriations and a buy-back certification indicating that Western States will purchase the equipment at the end of the lease period. All contracts/agreements have been reviewed by legal counsel. MCCALL CITY COUNCIL Page 1 of 5 July 7, 2022 Special Meeting Procurement of these leases/purchase (in accordance with Idaho rules) takes advantage of the Joint Purchasing Agreement, Soucewell (formerly NJPA), which provides 18-30%% discount (off CAT list pricing) and alleviates the need to conduct formal bidding for each piece of equipment. Additional dealer discounting has also been provided by CFS/Western States to account for the City's consistent compliance with the agreements' maintenance requirements provided by the City' s Chief Mechanic. Council Member Nelson commented on the cost saving of the joint purchase agreements. Director Stewart noted that Caterpillar and the City mechanic work closely to ensure an efficient process to maintain the equipment. Previous agreements have worked well and help the City have high functioning newer equipment to keep the roads open. Council Member Nielsen moved to Adopt Resolution 22-20 authorizing the Mayor to enter into, on behalf of the City of McCall, "Governmental Equipment Lease -Purchase Agreements" and a "Non -Appropriation Addendums" for FY23-27 Streets Department Equipment with Western States and authorize the Mayor to sign all necessary documents. Council Member Nelson seconded the motion. In a roll call vote Council Member Nielsen, Council Member Nelson, Mayor Giles, and Council Member Maciaszek all voted aye, and the motion carried. AB 22-178 Request to Adopt Resolution 22-21 for Governmental Equipment Lease -Purchase Agreement and a Non -Appropriation Addendums for FY23-27 Water Department Equipment with Western States and Caterpillar Financial Services Nathan Stewart, Public Works Director presented to Council. Public Works has been coordinating with Western States and Caterpillar Financial Services (CFS) to establish new 5 -year leases for one (1) 420XE backhoe and includes various attachments necessary for specific Department needs. The prepared lease documents for FY23 — FY27 include all necessary provisions including non - appropriations and a buy-back certification indicating that Western States will purchase the equipment at the end of the lease period. All contracts/agreements have been reviewed by legal counsel. Procurement of these leases/purchase (in accordance with Idaho rules) takes advantage of the Joint Purchasing Agreement, Soucewell (formerly NJPA), which provides 18-30%% discount (off CAT list pricing) and alleviates the need to conduct formal bidding for each piece of equipment. Additional dealer discounting has also been provided by CFS/Western States to account for the City's consistent compliance with the agreements' maintenance requirements provided by the City' s Chief Mechanic. No questions or comments from Council regarding AB 22-178 Request to Adopt Resolution 22- 21 for Governmental Equipment Lease -Purchase Agreement and a Non -Appropriation Addendums for FY23-27 Water Department Equipment with Western States and Caterpillar Financial Services. Council Member Nielsen moved to Adopt Resolution 22-21 authorizing the Mayor to enter into, 011 behalf of the City of McCall, "Governmental Equipment Lease -Purchase Agreements" and a "Non -Appropriation Addendums" for FY23-27 the Water Department Equipment with Western States and authorize the Mayor to sign all necessary documents Council Member Nelson seconded the motion. In a roll call vote Council Member Nielsen, MCCALL CITY COUNCIL Page 2 of 5 July 7, 2022 Special Meeting Council Member Nelson, Mayor Giles, and Council Member Maciaszek all voted aye, and the motion carried. AB 22-179 Request to Adopt Resolution 22-22 for Governmental Equipment Lease -Purchase Agreement and a Non -Appropriation Addendum for FY23-27 Airport Equipment with Western States and Caterpillar Financial Services Emily Hart Airport Manager presented to Council. McCall Municipal Airport has been coordinating with Western States and Caterpillar Financial Services (CFS) to establish a new 5 -year lease for a 950M loader. This lease includes snow tires ($16,246.15) and a Maxxpro Live edge plow blade ($46,457.42). This blade will allow improved precision snow removal near hangars and increase snow clearing efficiency as additional taxi lanes are constructed to support infield hangar development. The existing AIP-funded John Deere loader will be used with the new loader mounted snowblower implement that the Airport will purchase with ITD Aeronautics grant award ($300,000). Two loaders with different implements will allow both winter staff to operate concurrently to clear the runway, aprons and taxiways in a timely manner. The prepared lease documents for FY23 — FY27 include all necessary provisions including non - appropriations and a buy-back certification indicating that Western States will purchase the equipment at the end of the lease period. Included with this Agenda Bill is Resolution 22-22 which allows the City to enter into a multi -year lease that includes a "Non -Appropriation" provision. All contracts/agreements have been reviewed by legal counsel. Procurement of these leases/purchase (in accordance with Idaho rules) takes advantage of the Joint Purchasing Agreement, Sourcewell (formerly NJPA), which provides 18-30% discount (off CAT list pricing) and alleviates the need to conduct formal bidding for each piece of equipment. Additional dealer discounting has also been provided by CFS/Western States to account for the City's consistent compliance with the agreements' maintenance requirements provided by the City' s Chief Mechanic. No comments or questions from Council regarding AB 22-179 Request to Adopt Resolution 22- 22 for Governmental Equipment Lease -Purchase Agreement and a Non -Appropriation Addendum for FY23-27 Airport Equipment with Western States and Caterpillar Financial Services. Council Member Nielsen moved to Adopt Resolution 22-22 authorizing the Mayor to enter into, on behalf of the City of McCall, "Governmental Equipment Lease -Purchase Agreements" and a "Non -Appropriation Addendums" for FY23-27 Airport Equipment with Western States Caterpillar and authorize the Mayor to sign all necessary documents. Council Member Nelson seconded the motion. In a roll call vote Council Member Nielsen, Council Member Nelson, Mayor Giles, and Council Member Maciaszek all voted aye, and the motion carried. 5:42pm AB 22-180 Request to Adopt Resolution 22-23 for Governmental Equipment Lease - Purchase Agreement and a Non -Appropriation Addendum for FY23-27 Golf Department Equipment with Western States and Caterpillar Financial Services Eric McCormick Golf Course Superintendent presented to Council. Public Works has been coordinating with Western States and Caterpillar Financial Services (CFS) and multiple City Department Heads to establish new 5 -year leases for the following equipment: MCCALL CITY COUNCIL Page 3 of 5 July 7, 2022 Special Meeting • Golf Department: one (1) 259D3 tracked "skid steer" to replace existing lease. The prepared lease documents for FY23 — FY27 include all necessary provisions including non - appropriations and a buy-back certification indicating that Western States will purchase the equipment at the end of the lease period. Procurement of these leases/purchase (in accordance with Idaho rules) takes advantage of the Joint Purchasing Agreement, Sourcewell (formerly NJPA), which provides 18-30% discount (off CAT list pricing) and alleviates the need to conduct formal bidding for each piece of equipment. Additional dealer discounting has also been provided by CFS/Western States to account for the City's consistent compliance with the agreements' maintenance requirements provided by the City' s Chief Mechanic. No comments or questions from Council regarding AB 22-180 Request to Adopt Resolution 22- 23 for Governmental Equipment Lease -Purchase Agreement and a Non -Appropriation Addendum for FY23-27 Golf Department Equipment with Western States and Caterpillar Financial Services. Council Member Nielsen moved to Adopt Resolution 22-23 authorizing the Mayor to enter into, on behalf of the City of McCall, "Governmental Equipment Lease -Purchase Agreements" and a "Non -Appropriation Addendums" for FY23-27 Golf Equipment with Western States and authorize the Mayor to sign all necessary documents. Council Member Nelson seconded the motion. In a voice vote Council Member Nielsen, Council Member Nelson, Mayor Giles, and Council Member Maciaszek all voted aye, and the motion carried. WORK SESSION 1 AB 22-1812023 Water Rate Study Presentation and Direction to Staff Nathan Stewart Public Works Director presented to Council introducing Bowen Collins and Associates consultants Greg Loscher, Keith Larson and Luisa Winslow. In August of 2018, the City adopted new water rates, connection and capitalization fees for the first time since 1997 based on a comprehensive water rate study prepared by Bowen Collins and Associates (BCA). The study accounted for anticipated revenue (generated by new rates) and expenses (capital and operational) outlined in the City's 2017 Water Master Plan and developed a rate forecasting model unique for McCall's Water Department. It was understood that the City would complete a future analysis in 2022 to identify if the adopted rates, actual revenues and revised expenses warranted subsequent adjustment to account for planned growth of the system and associated funding need for future infrastructure. Accordingly, Public Works has again worked with BCA to complete a Rate Study Update. During March 2022 through early July 2022, BCA has worked with the Public Works staff, consulting engineers, and the City Treasurer to collect recent 2019-22 revenue, expense, and capital project cost data to incorporate into the rate model. Mr. Loscher gave an overview of the water rate study to Council. Highlights included a history of water rates in the City from 1997 to present, an overview of the 2022 water rate study looking at 2022 to 2042, review of how the 2018 water rate study estimate compared to actual use, and recommendations to Council for future water rates. MCCALL CITY COUNCIL Page 4 of 5 July 7, 2022 Special Meeting Council Member Nelson asked if the capitalization fee can be used with the Housing Action Plan to encourage local housing development and what incentive could be created for smaller homes to have a smaller capitalization fee. Mayor Giles noted the fee is a one-time buy in but there may be an option for the City to pay into the one-time cost for smaller homes. Mr. Loscher noted to keep up with maintenance it is important to collect the capitalization fee. City Manager Anette Spickard noted a separate incentive currently in place, but the dollar amounts can be changed if directed by Council. Director Stewart noted bias cannot be a part of the process for deciding fees and everyone needs to be treated the same. Additionally, meter sizes are a part of the capitalization charge; smaller homes need smaller meters and larger homes need larger meters. Council Member Nelson noted goals favoring conservation of resources. Council Member Nielsen asked for clarification for the block rate performance regarding residential vs. commercial usage. Director Stewart gave an explanation of meters and how they effect the block rates noting commercial businesses may have larger meters. Mr. Loscher reviewed how the block rates were determined. Sabrina Sims, Water System Manager, noted the number of single-family homes on the high consumption rate block is surprising, it is not just commercial users in the high consumption rate block. Manager Sims has been working with other staff to create avenues to educate on water conservation. Council Member Nelson asked Manager Sims if short term rental use is currently tracked. Manager Sims noted staff has started collecting data on short term rental water usage. Director Steward reviewed additional data collected. Additional discussion between staff, Council, and Consultants regarding conservation, legality of rate increases, water regulations and water alternatives was had. Director Stewart gave a summary of Council's direction to staff to bring back an additional option adding a fourth block, looking into higher usage accounts paying their share and conservation. ADJOURNMENT Without further business, Mayor Giles adjourned the meeting at 7:38p.m. ATTEST: BessieJo W. er, Ci Clerk obert S. Giles, Mayor MCCALL CITY COUNCIL July 7, 2022 Special Meeting Page 5 of 5