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Council Minutes 1999 03/11CITY OF MC CALL MINUTES Regular Meeting McCall City Council Thursday - March 11, 1999 Table Of Contents Call To Order And Roll Call 2 Consent Agenda 2 Minutes of Feb 25, 1999 — Regular Meeting Minutes of Feb 23, 1999 — Special Meeting Minutes of Feb 18, 1999 — Special Meeting Invoice Approval List Dated March, 1999 Payroll Report Dated Feb 26, 1999 Business 3 AB 99-22, Grant Applications AB 99-8, Airport Manager AB 99-23, Sewer Improvement Contract AB 99-11, Ordinance No. 729 AB 99-24, Utility Adjustment Request AB 99-25, IEC Membership AB 99-19, Airport Lease Resolution AB 99-26, Ordinance No. 718 Reports 5 Executive Session 6 Adjournment 7 Council Minutes - Mar 11, 1999.doc Page 1 of 7 MINUTES Call To Order The regular meeting of the McCall City Council was called to order by Mayor Eimers at 7:00 p.m. Mr. Venable, Ms. Arp, Mr. Eimers, Mr. Colton, and Mr. Muller answered roll call. A quorum was present. City staff present were City Attorney Susan Buxton, Interim City Manager Bill Robertson, Police Chief Carla Donica, City Treasurer Ashley Royal, P & Z Administrator Andy Locke, and Acting City Clerk Chelsi Sholty. Public Comment There was no public comment offered. Consent Agenda 1 Minutes of Feb 25, 1999 — Regular Meeting Minutes of Feb 23, 1999 — Special Meeting Minutes of Feb 18, 1999 — Special Meeting Invoice Approval List Dated March, 1999 Payroll Report Dated Feb 26, 1999 Mr. Eimers asked Mr. Robertson to give an update on the engineering fees. Mr. Robertson referenced a Design/Build cost estimate table, which would be passed out to each Council Member after the meeting. The City Engineer will work to prepare with the City Manager and City Treasurer an analysis, as well as maintain this in the future. Mr. Colton commented he was glad to see the City working to get a handle on this problem. Mr. Locke gave an update/clarification on the bids, as well as the process. Ms. Arp explained the Council needed to have clarification on how the bid package fits together (timeline, payment request, status, etc.) before approving. Ms. Donica presented the logic regarding the budget line item transfer. Mr. Royal will look into Moore & McFadden invoice issue, and report back to Council Mr. Colton moved to approve the Consent Agenda. Ms. Arp seconded and the motion carried unanimously. Council Minutes - Mar 11, 1999.doc Page 2 of 7 Business AB 99-22 Downtown Improvement Grant Enhancement Grants Karl Augustine presented on three downtown improvement grants: a 319 Grant, and 2 enhancement grants. Mr. Augustine intended to have all three proposals ready for Council, but was unable to gather all necessary information to complete the grant application proposals in time. The grant application process will be completed prior to the March deadlines. The 319 Grant will award $91,000 for downtown storm drainage improvements. Rick Fereday and Bonnie Shikrallah, members of the Downtown Improvement Committee, voiced their support for this grant. The first enhancement grant in cooperation with the Forest Service and the Cultural Center will be worked on and presented at a later date, as there wasn't enough time to pull things together prior to this meeting. The Shavers Building enhancement project, the second enhancement grant, involves a streetscape improvement in front of that building. This grant application needs to be submitted to the Economic Development Administration. There was some discussion on a local option tax in conjunction with the Shavers Building project. Ms. Shikrallah suggested the community appoint a special task force or committee to operate parallel with the proposed Ballard Smith Skating Rink project. Mr. Augustine requested unanimous consent to move forward with the grant application processes for the referenced grants. It was noted that it may be 2002 before funding will be available for the enhancement projects. Ms. Arp moved to approve the 319 Grant and Mr. Eimers seconded the motion. Ms. Buxton requested a roll call. At a roll call vote Ms. Arp, Mr. Eimers, Mr. Venable, Mr. Colton, and Mr. Muller voted "aye". The motion carried. Ms. Arp moved to approve the streetscape enhancement grant and Mr. Colton seconded the motion. At a roll call vote Ms. Arp, Mr. Colton, Mr. Venable, Mr. Eimers, and Mr. Muller voted "aye". The motion carried. AB 99-8 Airport Manager Bill Robertson recommended Geoffrey Rowe for the new Airport Manager, with support from the Airport Advisory Committee. Mr. Robertson requested approval for the appointment from the Council. Mr. Colton moved to approve the appointment and Mr. Eimers seconded the motion. The motion carried. Council Minutes - Mar 11, 1999.doc Page 3 of 7 AB 99-23 Sewer Improvement Contract with RH2 Bill Robertson explained the background of and purpose for the project, and requested approval for the $27,568 RH2 proposal. Ms. Arp requested more information to determine whether or not it is a good price. Mr. Colton raised the issue of approving a project over $25,000. Upon further discussion, the Council recommended to table the item to allow time for Ms. Buxton to review the RH2 agreement, and research Idaho State Code regarding design specification bids for contracts over $25,000. AB 99-11 Ordinance No. 729 Ashley Royal presented Ordinance No. 729 for its second reading. Ms. Arp moved for a second reading. Mr. Muller seconded,and tta�"motion. At a roll call vote Ms. Arp, Mr. Muller, Mr. Venable, Mr. Eimers, and Mr. Colton voted "aye". The motion carried. Mr. Royal read the ordinance, and the 3rd reading was set for the March 25 Council Meeting. AB 99-24 Utility Adjustment Request Ashley Royal presented a proposal put together by Cherry Woodbury regarding request for adjustment of utility account for the Idaho Fish & Game, Idaho Lands Dept., and SITPA (Southern Idaho Timber Protective Association). There was some discussion on the three proposed payment alternatives. The option to lower the pipe from 2" to 1" was discussed at length. However, the Council requested the City Building Inspector inspect and review the building for compliance with State Uniform Fire Code Regulations in reference to the discussion. The item was tabled as the Council requested Mr. Royal to conduct further research and come back with a new proposal. AB 99-25 IEC Membership Bill Robertson recommended and asked for approval for an IEC membership. Mr. Robertson reiterated the benefits available with IEC. Mr. Colton moved to approve the membership, and Mr. Muller seconded the motion. Ms. Arp inquired regarding departmental funding of the membership, monitoring usage of the services, and changing renewal to align with budget cycle. It was agreed the City Manager would look into the funding aspect, and request a renewal change at Fiscal Year. Monitoring usage would take place on an on -going basis, and be reported in the monthly reports to Council. Ms. Buxton requested the opportunity to review the at -will language in the employee handbook. At a roll call vote Mr. Colton, Mr. Muller, Ms. Arp, and Mr. Eimers, voted "aye", and Mr. Venable voted "no". The motion carried. AB 99-19 Airport Lease Resolution The purpose of this item was to update the Council regarding the Airport Lease Resolution. Bill Robertson explained the City needed to come up with an equitable market price to attract new tenants and cover costs. Council requested City Manager to Council Minutes - Mar 11, 1999.doc Page 4 of 7 continue to research the issue and come up with a lease agreement and lease fees that are equitable. AB 99-26 Ordinance 718 Andy Locke explained that no ordinance was done on the vacation of 6th Street last July, so this item is a formality. Mr. Colton moved to approve Ordinance 718 and Ms. Arp seconded the motion. The motion carried. The Ordinance was read by title by Mr. Locke. Mr. Eimers requested a 5 minute recess. Mr. Eimers moved to recess. Mr. Muller seconded the motion carried unanimously. The meeting reconvened at 9:15 PM. Reports Staff City Manager - Inquired regarding sympathy policy for flowers or cards on behalf of the City for employees who lose a close relative (as described in Personnel Policy 515:1). There was some discussion, and the Mr. Colton recommended Mr. Robertson collect input from the department heads and contact IEC for advice. City Attorney - Attorney Audit letter for auditors —will have by end of March - Visited with Bob Peckham regarding Swinford lease —will review lease and Swinford attorneys as soon as possible. - Met with Mr. Udell —obtained more information from him regarding old jail. - Update on J-Ditch: - Public hearing March 1 - Time period extended (BOR, DEQ) to March 19 for Westside Coalition - City is not deciding agency, but is a facilitator. - Response documents expected after the 19th - Litigation moved to federal court —no action to date - Can open bids, but not award - City not required to take any action under NEPA - Any written documents must go to BOR and DEQ Chief Police - Police staff glad to have her back full time. City Treasurer - Reported on software conversion plan. - Audit needs to get on agenda in April get to Council Minutes - Mar 11, 1999.doc Page 5 of 7 P & Z Admin - Public hearing for P & Z issues on J-Ditch set for April 6 Council Ms. Arp - Will not be present at next meeting. Mr. Colton - Actions can be taken off when completed - Golf Course budget is inaccurate —need to get on next agenda in near future. Mr. Eimers - Need to look at water rates on a future agenda. Mr. Venable - Reported on donation from a citizen to the library. Executive Session Mr. Eimers moved to go into Executive Session per Idaho Code 67-2345(b) and (f) to consider personnel matter and pending litigation. Mr. Muller seconded. At a roll call vote Mr. Eimers, Mr. Muller, Ms. Arp and Mr. Venable voted "aye". The motion carried at 9:45 PM. Council came out of Executive Session at 11:55 PM. Continuation of Reports — City Attorney Mr. Muller moved to have P & Z review annexation permits. Mr. Colton seconded and the motion carried unanimously. Mr. Muller moved to allow our insurance company to defend the Williamson deannexation case and Moore & McFadden to serve as an advisor or second seat. Mr. Venable seconded and the motion carried unanimously. Mr. Colton instructed Ms. Buxton to discuss the M Resorts threat of litigation with the other legal counsel involved and to follow up with Mr. Milleman as soon as possible. Council instructed Ms. Buxton to negotiate employment cases with liability insurance company. The NEPA process was to be investigated as well. Ms. Buxton requested permission to review JUB contracts for any conflict of interest regarding usage of information when representing the City. Mr. Eimers moved to approve and Mr. Colton seconded. Ms. Arp commented that the Council/City caused the problem and Mr. Colton commented that the Council erred in allowing the former Council Minutes - Mar 11, 1999.doc Page 6 of 7 City Manager to follow through on the project on his own. 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 12:04 a.m. ATTEST: Kirk Eimers, Mayor (\ G A ',,R-Q.:1 - Le Chel Sholty, Acting C. Clerk Council Minutes - Mar 11, 1999.doc Page 7 of 7