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Council Minutes 1999 05/19CITY OF MC CALL MINUTES Special Meeting City of McCall Wednesday - May 19 , 1999 Table Of Contents Call To Order And Roll Call 2 AB99-47 Earth Tech.......................................................................... AB 99-48 Carpenter's Building5 Adjournment 5 Council Minutes - May 19, 1999.doc Page 1 of 5 MINUTES ICall To Order I The special meeting of the McCall City Council was called to order by Mayor Eimers at 4:05 p.m. Ms. Arp, Mr. Eimers, Mr. Muller, and Mr. Venable answered roll call. Mr. Colton was absent. A quorum was present. City Staff present were Interim City Manager Bill Robertson and City Clerk Cherry Woodbury. IBusiness I AB 99-47 Earth Tech Bill Robertson presented the agenda bill requesting funds to pay Earth Tech in order that work could be initiated on the lagoon design and project. Mr. Robertson noted the letter received from RH2 with information and studies done on the total gallonage requirements needed for the lagoon. This documentation showed it could be reduced from 320 million to 260 million gallons. He reiterated the original first cell size requirement of 206 million gallons and stated the potential of reducing this first cell in conjunction with the reduction in total volume requirements. He commented the farmers may be amiable to modifying the irrigation season. A longer effluent sprinkling season would be another means of reducing the total volume requirement. A reduction in total requirements will also give the potential of lowering the height of the cell burms. Mr. Robertson gave further background information and stated there was constant communication with DEQ. Mr. Robertson noted the first step was to modify the design if possible. This was what Earth Tech could do if given the "go ahead." Ms. Arp stated a draft of the study had been received from RH2 and inquired about the final document. Mr. Robertson stated the DEQ had received the final report which was virtually the same as the draft document. NEPA documents from BOR and DEQ documents were to be ready Friday. The Corps of Engineers are ready to issue the 404 permits, approved on a 1 to 1 basis. Mr. Robertson also discussed the redevelopment of wetlands destroyed over the years. Eimers inquired about process. Discussion followed that DEQ was responsible for determining the volume requirement. It was the intent of Council and Earth Tech to have design that was more palatable. Council Minutes - May 19, 1999.doc Page 2 of 5 Ken Hume, Earth Tech, introduced team members Chelsi Warrington and Randy St. Clair. He reviewed the project drawing that Earth Tech had bid on. He supported that the original design would be the most economical but by reducing the cell volume there might be ways to enhance the design. He discussed making the cell more natural in configuration and with the potential savings, generated as a result of cell size reduction, provide more landscaping and visual appeal. Mr. Hume stated he would be meeting with Mr. Manchester and others from M Resort on this project. Additional design work would be necessary to determine the cost of increasing the footprint and decreasing the burms. This would result in the liner not being a square configuration. Once an alternative design was compiled, Earth Tech suggested setting up a meeting between Earth Tech, the City and public, who would be impacted, to receive additional feedback on the redesign. Earth Tech would like to mitigate up front as much as possible. Wetlands in area have been identified. Mr. Eimers inquired what criteria would be used to determine the size of the first cell. Mr. Hume replied this would be an agreement between the City and DEQ. Parameters need to be established by the City and DEQ and provided to Earth Tech to formulate a design. Reducing the size to 180 million gallons for cell one would still cost about $4 million. The size needs to go below the 180 million gallons to have funds for mitigation. Mr. Hume voiced concerns about material costs going up and urged action so prices could be locked in. He commented that equipment and crew were standing by. He noted benefit to the project if Earth Tech could get started. Mr. Muller inquired about moving the cell North and the effect on wetlands. Mr. Eimers reiterated the need to mitigate the project and get a design that the community would support. Mr. Robertson stated the attorney had reviewed the contract and found no significant issues. The contract was now being reviewed by RH2. Mr. Robertson recommended approving up to $10,000 of work. NEPA funds will be used if possible, If not, City funds would be used. This expenditure would allow the opportunity to get the redesign started. Mr. Muller still was not clear how this could be started without parameters. Mr. Hume stated that even with some estimates on the first cell size, the redesign would be initiated. Mr. Eimers was discouraged that NEPA documents had not been forthcoming. This has put the City and Earth Tech way out on a limb. Earth Tech is trying to protect the City from cost increases. He stated understanding of everyone's position and the desire to get the public involved on a design that would be acceptable. Ms. Arp appreciated the fact Earth Tech was trying to get an acceptable design, but still supported the position that no money was to be released. Mr. Hume stated as contractors Earth Tech wanted to get the project started for the City but would be at risk by giving up potential work, getting equipment involved, etc. and then the project not going forward. Council Minutes - May 19, 1999.doc Page 3of5 Mr. Muller felt the early Earth Tech could start, the more time there would be to have public involvement. Mr. Muller inquired if Mr. Robertson felt this would be the recommended action. Mr. Muller moved to approve the $10,000 for Earth Tech to go forward on this redesign. Mr. Eimers seconded. Mr. Hume stated Earth Tech had originally planned to start moving dirt in about 3 weeks after award of contract. However, now there have been delays. Mr. Eimers stated concern as the City was in this position because the governmental agencies have delayed the NEPA documents. Ms. Arp wondered if the delay in NEPA was due to more "stuff' being received and needed to be reviewed. Mr. Eimers stated that at May 1st meeting, the direction was to give the public and City a project that was more acceptable. Ms. Arp wondered if the redesign efforts would have gone forward without the proposal from the City regarding the $10,000. Mr. Hume responded that Earth Tech wanted to start the project, but also had previous experience of time and effort spent on another City project that did not materialize. Thus, this has resulted in caution on Earth Tech's part. He also felt the project would be moving forward and the expenditure of funds would occur. Mr. Robertson stated this effort was to get Earth Tech mobilized. Mr. Hume commented that all other elements of project would not be redesigned, such as the pumps, pipe lines, etc. Mr. Eimers summarized the three critical information components need were 1) Concurrence on size of the two ponds, 2) NEPA documents completed 3) Total volume requirement Mr. Eimers inquired how long negotiation with DEQ would take once the volume was known. This was an unknown. Mr. Eimers inquired about citizen involvement. Mr. Hume stated the City would identify who would be involved. Then a work shop session could be done with presentation of documents. Mr. Hume also suggested a presentation on the actual site. He commented all was contingent on offset saving with a reduction in required volume. Ms. Arp wondered if Council would have to consent / approve the volume requirement. Mr. Muller felt that if DEQ approves the RH2 document and figures for required volume then the City should support those figures. Mr. Hume stated the $10,000 was viewed as a commitment by the City of McCall to get this project done. Council Minutes - May 19, 1999.doc Page 4 of 5 At a roll call vote Mr. Muller, Mr. Eimers, Mr. Venable voted "aye". Ms. Arp voted "nay". Motion carried. AB 99-48 Carpenter's Building Bill Robertson presented the agenda item to waive building permit fees for the renovation of the interior and exterior of the building. Mr. Robertson requested approval. Ms. Arp inquired about ownership of building and which fund the permit fees would have gone into. She felt there would be no issue with approval of the waiver. The Carpenter's building was City property and thus the waiver of fees would be allowed. Ms. Arp moved to approve the waiver of building permit fees for the renovation of the Carpenter's building (a City building ) which was leased to the Central Idaho Cultural Center. Mr. Muller seconded and the motion carried unanimously. ' Adjoumment 1 Without further business, Mr. Eimers adjourn at 5:30 p.m. Mr. Muller seconded and the motion carried unanimously. ATTEST: Kirk Eimers, Mayor n C Cherry dbury, City Clerk Council Minutes - May 19, 1999.doc Page 5of5