Loading...
Council Minutes 1999 01/14CITY OF MC CALL MINUTES Regular Meeting McCall City Council Thursday - Jan 14, 199g Table Of Contents Call To Order And Roll Call 2 Public Comments 2 AB 98-146 J Ditch Phase II. 3 AB 99-08 Airport Manager. 3 AB 98-155 Sewer & Water Operations. 3 AB 99-9 Parks & Recreation Committee.................................................. 5 AB 99-02 Consultant On Comp Plan6 AB 99-03 PUD 98-1 Savannah Ridge6 AB 99-04 Appointment To P & Z7 AB 99-05 Council Computer Equipment.................................................. 7 AB 99-06/07 Request For Hardship Adjustments ...................................... 7 Adjournment 9 Council Minutes -Jan 14, 1999.doc Page 1 of 9 MINUTES Call To Order And Roll Call The meeting was called to order by Mayor Eimers at 7:05 p.m. Ms. Arp, Mr. Colton, Mr. Eimers, Mr. Muller and Mr. Venable answered the roll call. A quorum was present. Members of the staff present were Acting City Manager Carla Donica, City Attorneys Dave Bieter and Susan Buxton, and City Clerk Cherry Woodbury. Public Comment Curt Spalding gave a report on the success of the ice skating rink. The Zamboni has been operating and lays down hot water. As a result, the ice is smoother and lasts longer. Thirty five boys and girls have enrolled in hockey. Mr. Spalding commended Bob Peckham for his efforts. It is a non-profit operation relying on purchase of passes and donations. The rink is loosing some money, but everyone felt it was a very worthwhile community project. There was discussion on the cost of water. Consent Agenda AB 99-01 Minutes Of Jan 4, 1999 — Special Meeting Minutes Of Dec 15, 1998 — Regular Meeting Minutes Of Dec 10,1998 — Special Meeting Minutes Of Dec 9, 1998 — Special Meeting Invoice Approval List (To Be Distributed Next Week) Payroll Reports For December Liquor License Renewal — Rite Aid Liquor License Renewal — McCall Brewing Co Liquor License Renewal — Aspen Market Liquor License Renewal — Paul's Liquor License Renewal — Toll Station Liquor License Renewal — Hotel McCall Nonprofit Hawkers' License — Lions Club Resolution No. 1-99 — Budget Line Item Transfer Additional items added to the agenda Liquor License Renewal — Shavers Liquor License Renewal — Harry's Dry Dock Invoice Warrant Register Ashley Royal commented on the additional warrant register. Council Minutes - Jan 14, 1999.doc Page 2 of 9 Mr. Colton moved to approve the Consent Agenda with the additional liquor license renewals and warrant register. Ms. Arp seconded and the motion carried unanimously. Business AB 98-146 J Ditch Phase II Rick Harbert stated RH2 had two facets to reported on - The progress of the preliminary engineering design build procedure - The progress with the District on the agreement Mr. Harbert presented the preliminary build plans. Mr. Ballard reported the process was nearly complete. Some items were being fine tuned. Plans are nearly ready to put out for bid. Ms. Arp inquired about the stipulations set forth in the letter from DEQ. Mr. Harbert commented the public review would be part of the permitting process. He stated the need to meet regulatory and funding restrictions and avoid litigation. FONSI also has to be advertised and go through public comment process as well. Mr. Ballard noted the landscaping was preliminary and will become more detailed as the process goes forth. Mr. Harbert stated that work was being done with the District agreements and amendments to identify elements in terms of capital cost responsibilities that could be consolidated into one agreement that would be current and realistic with the relationship between the City and District. This will provide clear policy direction on capital costs, capacity and other issues. He commented on the results and progress thus far with the District on five points of agreement. 1) Need to simplify agreements and amendments and consolidate into one document 2) The District does not want 1/3 the treatment plant capacity but a flow rate of 600,000 gallons per day, reflecting the number of existing customers and District projections 3) The local share of $3.14 Million on the J Ditch loan from DEQ needs to be repaid. The District will pay its share based on flow rate. 4) The City has 45% of the capacity in the Deinhard inceptor sewer line. It was determined that the District's original intent was to give ownership to the City for lease payments. In summary, the City owns the sewer plant and the District has a capacity share. The District owns the Deinhard inceptor line and the City has a capacity share. 5) Treat depreciation as a non -cash expenditure. If funded each year there will be enough funds to replace the needed expenditure. Rick Harbert commented that from the policies set in the new agreement, dollar amounts needed to be determined, compiled and brought back to Council. Council Minutes - Jan 14, 1999.doc Page 3 of 9 Dave Bieter felt it would be beneficial to start fresh on a new agreement and will work with Rich Harbert to fashion the document. The City is to draft the new agreement to be reviewed by District's attorney, Bill Killen. AB 99-08 Airport Manager Bill Keating presented the agenda bill. He reported the job description had been reviewed by the Airport advisory Committee and approved. Mr. Keating felt the responsibilities snowplowing and maintenance of Airport would tie into the manager's duties. Ms. Arp inquired about funding for the position and if benefits were figured into the amount. Mr. Keating commented that during the budget process may want to decide if the Airport Manager should be funded entirely form the Airport Fund instead of '/2 Airport Fund and '/2 Public Works. Merrill Saleen from the Airport Advisory Committee concurred that a part time manager was not sufficient. Dave Bieter requested an opportunity to review the job description for compliance. Mr. Colton moved to approve establishment of the position and authorize the Acting City Manager to advertise the vacancy. Ms. Arp seconded and the motion carried unanimously. AB 98-155 Sewer and Water Operations Bill Keating reviewed the material compiled by staff on the expected costs for sewer operations. Mr. Keating read some of the major points of the strategy for operating the systems. He reviewed the qualifications of personnel. Ted Whiteman presented Council with handouts at the meeting. He stated issues and reasons to retain the services of the District. He noted that the collection system was the neglected part of the system because it was not visible. He emphasized that the District has a proactive maintenance program. Some of the points Mr. Whiteman noted were - The importance of a lead operator and stated the City will not have one - Lift station repair / maintenance requires technical personnel to trouble shoot problem and stated City will not have expertise - I & I investigation process already in place with District and stated with cross training of City personnel will result in loss season of I & I identification - District already has in -door equipment storage Mr. Whiteman also commented that the management costs are not included in the City estimate. He felt some cost element should be shown. Mr. Whiteman stated there was a perception that the District was coming out ahead financially at the expense of the City. Council Minutes - Jan 14, 1999.doc Page 4 of 9 Ms. Arp inquired about telemetry and personnel training costs. Mr. Keating reported that the telemetry transfer to the City could be done by the end of the month. Tom Haynes spoke in support of the District. He stated the public wanted to know why the City wanted to change from the District operating the system. Mr. Eimers responded that the Council had been gathering information and found that there would be a cost savings. Jim Staup spoke in support of the District. He felt if the City took on the sewer operation, it would be an experiment. He commented on the presentation by rH2 at the December meeting and that the information was incorrect. Rand Walker felt there would be a gross duplication of services if the City operated the system. He commented that there have been no public hearings. He commented the District numbers were a proposal and the City cost figures an estimate. Mr. Colton wanted to clarify some issues. He commented that everyone was under the false assumption that the sewer fees would remain the same. With the new sewer projects at some point in time the fees will go up. His concern was what was the best price obtainable for the services required. Paul Bianchetti with the District Board stated a 50 year plan was in the making and the District had no intentions of raising the sewer rates. Ms. Arp noted that within the City fees would have to be raised. Mr. Eimers commented there was significant savings by having the City operate the system compared to the 1998 cost figures paid to the District and the 1999 figures presented. This savings will help reduce the needed increase in sewer fees due to the J Ditch project. He supported giving the City an opportunity to work towards realizing those savings. He stated it was an economic choice and desire of the City staff. Ms. Arp felt the District cost figures were firmer numbers. She also felt the City did not need additional responsibilities at this time. Mr. Colton liked the City cost figures and felt the City could do the job but with training and cross training, felt more time was needed. He felt more secure with the District figures. Mr. Colton also felt having the District do both the sewer and water was never really explored. Mr. Eimers moved that the sewer operations be returned to the City, continue negotiations with the District and develop a mutual aid agreement, open the City sewer positions to District employees, and transfer operations as soon as safe. Mr. Muller seconded. At a roll call vote Mr. Eimers, Mr. Muller and Mr. Venable voted "aye". Ms. Arp and Mr. Colton voted "nay'. The motion carried. AB 99-9 Parks And Recreation Committee Motions Bob Peckham presented the motions the Committee requested be brought before the Council. One was on a resolution pertaining to minimum stream flow and the other Council Minutes - Jan 14, 1999.doc Page 5 of 9 issue was pertaining to the boat docks at Davis Beach. City Attorney Ms. Buxton gave input on the motions. Mr. Colton moved to have Bob Peckham draft a letter and work with the City Attorney to get proper documentation in support of the resolution as presented by the Parks and Recreation Advisory Committee. The resolution would support the Payette River Basin minimum stream flow proposal. There was concern that in dry years the minimum flow would not be there when senior water rights were taken by users. Mr. Muller seconded and the motion carried unanimously. Ms. Buxton suggested that Mr. Peckham obtain proof of insurance from the Davis Beach dock owners but also offer a cost effective solution by providing information on available new docks from Lucky Peak. Ms. Arp moved to direct staff to obtain proof of insurance from the Davis Beach homeowners in compliance with Resolution 6-85 and assist as soon as possible in getting the docks up to safety standards. Mr. Colton seconded and the motion carried unanimously. AB 99-02 Selection Of Consultant On Comp Plan Andy Locke reported the RFP were sent out and 12 firms responded. The selection committee interviewed the top 4 firms and selected 2 finals. The references on these 2 firms were checked. The final decision was to recommend SAIC. All personnel of SAIC had experience in planning. SAIC bid was a firm $57,000 for the whole project. Mr. Locke felt SAIC had everything needed. There was $40,000 budgeted for this year and $17,000 would be budgeted next year. Mr. Locke stated that Futures Corp only had 1 person with actual planning experience. Futures bid was an estimate of $44,000. Mr. Locke briefly commented on the other top firms among the 4. Bids ranged from $42,000 to $98,800. Ms. Arp commented SAIC knew exactly what the various steps in the process would cost and the bid was a firm amount. Mr. Bieter mentioned he had worked with SAIC personnel and vouched for the company. Mr. Muller moved to select as consultant SAIC and to negotiate a contract. Ms. Arp seconded and the motion carried unanimously. Ms. Buxton noted the contract should be in phases to stay within the $40,000 budget figure for this year. AB 99-03 PUD 98-1 Savannah Ridge Andy Locke reported on the vacation of 6th Street and the application to alter the PUD to include 2 additional units. Mr. Colton moved to adopt the Findings and Conclusion of the P & Z Commission amending PUD 98-1 but include the condition that use of the street will be monitored by the City and Mr. McNair. Mr. Muller seconded and the motion carried unanimously. Council Minutes - Jan 14, 1999.doc Page 6 of 9 AB 99-04 Appointment To P & Z Commission Andy Locke reported on the recommendation to appoint Connie Ruyle to the City P & Z Commission. Mr. Muller moved to have the Mayor appoint Connie Ruyle to the P & Z Commission. Ms. Arp seconded and the motion carried unanimously. Mr. Eimers appointed Connie Ruyle to the P & Z Commission. AB 99-05 Council Computer Equipment And Supplies Mr. Muller reviewed his costs that have accumulated from doing City business on his home personal computer. He estimated it to be about $57 per month. Mr. Muller reported the cost of a scanner would be about $99 — a one time cost. Mr. Colton commented on his additional costs. He felt if this is the way the City is going to conduct business, there potentially could be value in obtaining a lap top for Council use. He felt if it is the expectation to communicate via e mail and using the computer, the City should pay a share of the cost. Ms. Arp and Mr. Eimers felt it's a convenience to have a lap top Lap top computer would cost around $800 to $1,300. Council requested that Ashley Royal investigate the cost of lap top computer and serviceability. AB 99-06 Request For Hardship Adjustment AB 99-07 Request For Hardship Adjustment Cherry Woodbury presented information on the requests for adjustment. Research had been done to formulate a process to handle hardship requests. Federal poverty guidelines in conjunction with the income tax return received from the requestor will be the basis for consideration. Other elements will also be considered such as age, disability, etc. Ms. Buxton noted that the City can not give away free water because of bonding regulations. Ms. Arp suggested a tickler file be instituted to review each case yearly. Mr. Colton moved to approve the 2 hardship cases as presented and use $22.50 as the base rate with water usage limits. Mr. Eimers seconded and the motion carried unanimously. Ashley Royal to make transfer of funds to cover adjustments. 'Reports I Council Minutes - Jan 14, 1999.doc Page 7 of 9 Staff City Manager - Nothing further to report City Attorney - Noted an audit letter discussing financial and litigation situations the City is involved in is to be provided Mr. Eimers reported that Urban Renewal documents are to be reviewed by the attorneys on the John Carey situation. All documents are to be finalized by the end of the week of January 18th City Treasurer - Reported that the auditors were at the City Presented information on utility billing and collections. A draft has been compiled to revise the City Code pertaining to delinquent payments and will be on the next agenda. Ms. Buxton suggested investigating collections being done by an agency. She also commented on the importance of having cut off procedures and agreement binding the owners City Clerk - Nothing further to report Council Ms. Arp - Reported on her finding about the bill for Spanish class for Police personnel - Inquired about the cost RH2 is charging to attend meetings and what the most efficient way would be to handle information to them Mr. Colton - Reported on proposed strategy for hiring a new City Manager, a proposal on how to select an interim manager for 3 — 6 months, and advertising for the position (s). It was decided to advertise in the AIC publication, Statesman, Spokesman Review, and such for both an interim and permanent City Manager. Mr. Muller - Nothing further Mr. Eimers Nothing further Mr. Venable - Nothing further Council Minutes - Jan 14, 1999.doc Page 8 of 9 Executive Session Mr. Eimers moved to go to Executive Session per Idaho Code 67-2345(b) and (f) to consider the evaluation of a staff member and pending litigation. Mr. Muller seconded. At a roll call vote Mr. Eimers, Mr. Muller, Ms. Arp, Mr. Colton and Mr. Venable voted "aye". The motion carried. Adjourned to Executive Session at 10:50 PM. Mr. Colton moved to come out of Executive Session. Mr. Muller seconded and the motion carried unanimously. Mr. Colton moved to direct Mr. McCurdy to continue settlement attempts, go forward with the quick -take proceedings and notice the quick -take hearing for the condemnation case. Mr. Muller seconded and the motion carried unanimously. Adjournment Without further business, Mr. Eimers moved to adjourn. Mr. Muller seconded and the motion carried unanimously. The Council adjourned at 11:48 PM. ATTEST: Cherry W. dbury, City Clerk Kirk Eimers, Mayor Council Minutes - Jan 14, 1999.doc Page 9 of 9