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HomeMy Public PortalAboutCouncil Minutes 2000 05/11MINUTES McCall City Council Regular Meeting Thursday, May 11, 2000 Table of Contents Call To Order and Roll Call Public Comments Consent Agenda Business Reports Executive Session Adjournment Page 1 of 9 May 11, 2000 City Council Minutes Mayor Muller called the regular meeting of the McCall City Council to order at 7:00pm. Ms. Arp, Mr. Muller, Mr. Colton, Mr. Eimers, and Mr. Venable answered roll call. A quorum was present. City staff members present were Attorney Dave Bieter, City Manager Robert Strope, City Planner Lindley Kirkpatrick and Acting City Clerk Cathleen Koch. The Mayor called for public comment. There were no comments. The following items were listed on the consent agenda: · Minutes of April 27, 2000 Meeting · Invoice Approval List Dated May 8, 2000 · Payroll Report for Pay Period Ending April 28, 2000 · Resolution 00-05 Airport Land Lease Rates & Fuel Flowage Fees · Resolution 00-06 Destruction of Records · Resolution 00-07 Business License Mr. Colton moved to approve the Consent Agenda. Mr. Eimers seconded the motion. Ail Council Members voted aye. The motion carried. Mr. Strope thanked the Council Members for their confidence in him. AB 00-42 Award of Construction Contract for J Ditch Phase II to St. Clair Contractors, Inc. AB 00-43 Chanqe Order J Ditch Phase II AB 00-44 Notice to Proceed J Ditch Phase II Mr. Strope recommended awarding the construction contract for J Ditch Phase II to the lowest bidder, St. Clair Contractors, Inc. He stated that the disinfecting station, as it was originally designed, would be part of the contract. Matt Uranga, JUB Engineers, began by explaining the additions and deletions that were outlined in the Change Order. Items such as the pipe inlet gates can be added later if Page 2 of 9 May 11, 2000 City Council Minutes the City has the funds to do so. HDPE pipe was substituted for the PVC pipe because of cost. Mr. Muller asked which pipe has flexibility for cold weather. Mr. Uranga stated that the flexibility is about the same. The major difference in the 2 kinds of pipe is the way they are put together. There will be a net increase in the contract amount with St. Clair Contractors of $135,976. The contract amount, which includes Change Order #1, is $3,764,937. Construction is scheduled to begin on May 17, 2000. The requested Notice to Proceed is one of the conditions that must be satisfied before the City can lift the Voluntary Suspension of sewer connections. Mr. Colton asked if the quality of the holding ponds would be affected because too many items were being deleted. Mr. Uranga stated that the quality would not be affected. The items that were deleted would only give more operational flexibility. They can be added later if the money is available. Mr. Colton moved to authorize the Mayor to sign the contract with St. Clair Contractors, Inc. for construction of the J Ditch Phase II effluent storage pond. Mr. Eimers seconded. At a roll call vote, Mr. Colton, Mr. Eimers, Mr. Venable, Ms. Arp and Mr. Muller voted aye. The motion carried. Mr. Colton moved to authorize the Mayor to sign Change Order #1 to the J Ditch Phase II construction contract with St. Clair Contractors, Inc. Mr. Eimers seconded. At a roll call vote, Mr. Colton, Mr. Eimers, Mr. Venable, Ms. Arp and Mr. Muller voted aye. The motion carried. Mr. Colton moved to authorize the Mayor to sign and issue a Notice to Proceed to St. Clair Contractors, Inc. for J Ditch Phase II. Mr. Eimers seconded. At a roll call vote, Mr. Colton, Mr. Eimers, Mr. Venable, Ms. Arp and Mr. Muller voted aye. The motion carried. Mr. Muller moved to authorize the Mayor to sign and issue a Notice of Intent to the USEPA that construction will begin for J Ditch Phase II. Mr. Eimers seconded the motion. At a roll call vote, Mr. Colton, Mr. Eimers, Mr. Venable, Ms. Arp and Mr. Muller voted aye. The motion carried. Kirby Vickers, JUB Engineers, stated that Mr. Uranga would be the resident engineer on the project. Council recessed at 7:30pm. The meeting reconvened at 7:45pm. Page 3 of 9 May 11, 2000 City Council Minutes AB 00-36 Hawker's License for Ron & Lou Anne Gwartney Ms. Koch presented a request for a prorated hawker's license fee from May 25, 2000 through September 15, 2000. The Gwartneys would like to sell Hawaiian shaved ice and sundaes. They have requested to operate on Mr. Carey's property and in the City Parks. City staff recommended a fee of $1500 for the time period. Mr. Gwartney explained that the original plan was much more extensive because depending on shaved ice is risky. If the license fee were $1500, it would be difficult to make a profit. Mr. Gwartney was hoping for a fee in the range of $750. He would like to expand his menu if the fee is $1500. Mr. Colton explained the reason why Council originally implemented a fee of $2500 annually. It was to prevent trucks from lining up and down 3rd Street. Mr. Colton also had concerns about the areas of operation being cleaned. Ms. Arp would like to see us go ahead with something like this. Mr. Strope explained why City Staff recommended a fee of $1500. The permanent businesses pay property taxes. The other reason would be because a majority of the income for the community is during the summer months. Mr. Bieter pointed out that fees for a hawker's license are separate from a Concession Agreement. The two are not mutually exclusive. City Staff will work out the details to include: 1. A resolution for a seasonal fee of $1500 2. Approval of the recreation department 3. A menu that would be profitable for the vendor and appropriate for the City 4. An ordinance to change the City Code from the "per diem/per annual" phrasing to the correct terms, if necessary AB 00-45 Valley County Sheriff's Office Update Britt Durfee, Valley County Sheriff, gave an update on what the Sheriff's department's plans are in conjunction with the City of McCall. He discussed joint training for the City and County to save money. Mr. Durfee also asked if the City would allow the County to moor a boat on its dock at Art Robert's Park and provide a parking space near the area for the deputies. City Staff will research whom the docks belong to for the next City Council meeting. Mr. Durfee mentioned that the County would be starting an "operation safe travel" program. The purpose is to implement public safety, not for speed traps and harassment. Citizens have also suggested that the police departments set up a Page 4 of 9 May 11, 2000 City Council Minutes community based policing operation to show kids the difference in braking on wet and dry asphalt. Mr. Durfee acknowledged that the cooperation between Valley County and the City of McCall Police Departments had never been better in the years that he worked for both departments. AB 00-46 The Narrows Timber Sale Mr. Kirkpatrick presented a proposal from the Department of Lands for a timber sale known as The Narrows. The proposed sale is along the west side of Warren Wagon Road. Approximately 6,820,000 board feet will be harvested over 896 acres. He stated that the Impact Area Planning & Zoning Commission held a public hearing on May 9th. All of the comments received were favorable. The Impact Area P&Z recommends that the City Council support the proposed timber sale. Mr. Kirkpatrick stated that a draft letter of support has been prepared. Mr. Eimers moved to adopt the Impact Area Planning & Zoning's recommendations and send the drafted letter to the Department of Lands. Mr. Colton seconded the motion. All Council Members voted aye. The motion carried. AB 00-47 Audit Report Management Letter & Action Plan Jay Hallett, from Balukoff Lindstrom & Co., was in attendance to present his firm's audit report for fiscal year ended September 30, 1999. Mr. Hallett stated that the audit took longer this year. He stated that his firm could schedule completion by early December, for the current year. Mr. Hallett explained that an audit is for the purpose of enabling the auditors to express an opinion, either qualified or unqualified, as to whether the financial statements present fairly, in all material respects the financial position of the City of McCall, the results of operations, in conformity with generally accepted accounting principals. The audit was conducted in accordance with standards that enable them to obtain reasonable assurance about whether the financial statements are free of material misstatements. The audit also includes assessing the accounting principals used and significant estimates made by management. The Independent Auditor's Report expresses an unqualified opinion, which basically means that the opinion is without exception. Mr. Hallett informed Council that there will be new reporting requirements for the financial statement presentation in the future, and that his firm will advise the city and the treasurer of the specifics. He went on to say that it is difficult to bring stability to a City with City Manager and accounting staff turnover. He believes the current trend is headed in the right direction, both financially and staffing, and the auditor's have a good relationship with the City Page 5 of 9 May 11, 2000 City Council Minutes Council and Treasurer. He also mentioned that they had already met Mr. Strope, the new City Manager. Mr. Hallett introduced Kevin Smith, also with the firm of Balukoff Lindstrom & Co., who lead the discussion of the financial aspects of the audited financial statements. The Balance Sheet shows that assets increased and liabilities decreased, thus both sides of the Balance Sheet are headed in the right direction. The fund balance for the General Fund was maintained at 51 percent of fund expenditures. The fund balances for the Special Revenue Funds ended the year at 43 percent of expenditures. Mr. Smith indicated that 40 percent is considered adequate. It is important that fund balances, specifically cash reserves, are maintained because for several months at the end of the calendar year, and in January, the city's ability to pay bills and operations depends on such reserves. The revenues increased in the sewer and water Enterprise Funds. The expenses in the Sewer Fund decreased because the City took over managing the sewer plant. Both Funds show improvement. The fund balances for the General, Library, and Streets Funds have constantly increased from 1995 through 1999, which is a good trend. The fund balance for the Recreation Fund decreased in 1999 and ended the year with a deficit. The Airport Fund was changed from an Enterprise Fund to a Special Revenue Fund. This fund also ended the year with both a cash deficit and fund balance deficit. Mr. Hallett suggested that the City look at the Airport and Recreation department's budgets in the next budget period and either increase revenue, make an operating transfer, and/or reduce expenses. Mr. Eimers moved to ratify the change of the Airport from an Enterprise Fund to a Special Revenue Fund. Mr. Colton seconded the motion. Ail Council Members voted aye. The motion carried. Mr. Smith pointed out three other items that concerned them as auditors. 1. The City is not in compliance with the Safe Water-Drinking Act. 2. LID 3 has not had significant payments. 3. The Airport and Recreation Departments have deficit fund balances. Mr. Smith went on to read the reportable conditions and material weaknesses set out in the management letter. Mr. Strope explained that in 1998, there were 15 reportable conditions compared to only 11 in this current audit. In 1998, there were 6 material weaknesses in comparison to only 1 for 1999, which was resolved by year-end. Also, eight of the 11 reportable conditions have already been corrected. The remaining 3 will be corrected within 45 Page 6 of 9 May 11, 2000 City Council Minutes days. However, the condition relating to Arbitrage cannot be completed within 45 days. He hopes that there are no repeats next year. Mr. Strope recommended approval of the action plan. Mr. Strope also indicated that he would keep Council informed of the progress made, as outlined within the action plan, at each council meeting through mid-June, at which time he expected the action plan to be substantially completed. Mr. Colton moved to accept the audit report and approve the action plan. Mr. Eimers seconded the motion. Ail Council Members voted aye. The motion carried. Ms. Arp requested the 9/30~99 year-end financials from Mr. Royal. City Manager - Robert Strope Mr. Strope said that he was happy to be here. City Attorney - Dave Bieter None. City Planner- Lindley Kirkpatrick The second Comprehensive Plan Public Hearing will be held on May 16, 2000. The Steering Committee decided to back off of the Lake Fork study area and concentrate on a smaller area. The Downtown Improvement Project has a final punch list of items. Holladay Engineering will be checking the Park Street Turnbay area by the Airport. Acting City Clerk - Cathleen Koch None. City Councilor- Marilyn Arp What authority do the volunteer firefighters have for putting lights on their own personal vehicles and honking at traffic? City Staff will check into it. Page 7 of 9 May I 1, 2000 City Council Minutes The Personnel Policy Manual states that for a merit increase, at least 2 people need to see and have input into the merit raises. Who currently reviews department heads merit raises? The City Manager and personnel officer both review and sign the personnel action form. Ms. Arp suggested that in all cases the person's boss and the boss' boss review the merit increases. Mr. Colton stated that it could be built into the City Manager's criteria. Ms. Arp received a letter about Fairway Park. Mr. Strope would like to come up with a paving plan. City Councilor - Ralph Colton None. City Councilor - Ray Venable None. City Councilor- Kirk Eimers Brent Courtney would still like to know what the City's policy is on buying gas. Mr. Strope asked the department heads whether it would be better to go to a sole source or competition. He has concerns about rebates and conveniences. City Councilor - Mayor Muller None. At 10:25pm, Mr. Muller moved to go into executive session per Idaho Code 67- 2345(1f & lb) to consider pending litigation and a personnel matter. Mr. Eimers seconded the motion. At a roll call vote, Mr. Muller, Mr. Eimers, Mr. Colton, Ms. Arp and Mr. Venable voted aye. The motion carried. The discussion concerned pending litigation and a personnel matter. At 10:35pm, Mr. Eimers moved to come out of executive session. Mr. Muller seconded the motion. At a roll call vote, Mr. Muller, Mr. Eimers, Mr. Colton, Ms. Arp and Mr. Venable voted aye. The motion carried. Page 8 of 9 May 11, 2000 City Council Minutes Without further business, Mr. Eimers moved to adjourn. motion. All Council Members voted aye. The motion carried. 10:36pm. Mr. Muller seconded the The Council adjourned at ATTEST: ~ rvlruller, Mayor Cathleen ~. Koch, City Clerk Page 9 of 9 May 11, 2000 City Council Minutes