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HomeMy Public PortalAboutCouncil Minutes 2003 04/24MINUTES McCall City Council Regular Meeting Thursday, April 24, 2003 Table of Contents Call to Order and Roll Call Public Comment Consent Agenda Minutes of April 10, 2003 Invoice Approval List Dated April 17, 2003 Payroll Report for Pay Period Ending April 11, 2003 AB 03-45 Alcohol Beverage Catering Permit AB 03-46 Delta Dental Contract Update for HIPAA Privacy Policy AB 03-47 New Alcohol Beverage License AB 03-48 Transfer of Alcohol Beverage License No. 03-19 AB 03-50 Airport Sewer Project Schedule D AB 03-51 Assignment and Assumption of Lease with Mr. Mike Chapman AB 03-54 Sunset View Condominium Vacation and Replat AB 03-55 Update of Handbook of Valley County Storm water Best Management Practices: Recommendation to Valley County Commissioners AB 03-56 New Historic Preservation Commission Member AB 03-57 Resolution No. 03-05 State/Local Agreement Old McCall Jail AB 03-58 Four Corners Project Pay Application No. 1 AB 03-59 Personnel Policy Manual Clarifications Business AB 03-49 AB 03-53 AB 03-52 AB 03-60 Central Idaho Historical Museum Update Conference Center Recommendation Installation of New Docks at Brown Park Purchase of Equipment for the Golf Course Reports Executive Session Adjournment Page 1 of 7 April 24, 2003 City Council Minutes CALL TO ORDER AND ROLL CALL Mayor Colton called the regular meeting of the McCall City Council to order at 7:00 p.m. Mayor Colton, Council Member Arp, Council Member Muller, and Council Member Eimers answered roll call. A quorum was present. City staff members present were City Attorney Susan Buxton, City Manager Robert Strope, City Manager Lindley Kirkpatrick, Grants Coordinator Carol Coyle, Police Chief Ralph Appa, Parks Director Dan Pillard, Golf Professional Allan Morrison and Finance Director & City Clerk Barbara Bauer. PUBLIC COMMENT Mayor Colton called for public comment. Karen Didisse commented that she feels the City needs to delay action on subsidizing a convention center because of the additional private facilities that are currently being constructed. CONSENT AGENDA Minutes of April 10, 2003 Invoice Approval List Dated April 17, 2003 Payroll Report for Pay Period Ending April 11, 2003 AB 03-45 Alcohol Beverage Catering Permit AB 03-46 Delta Dental Contract Update for HIPAA Privacy Policy AB 03-47 New Alcohol Beverage License AB 03-48 Transfer of Alcohol Beverage License No. 03-19 AB 03-50 Airport Sewer Project Schedule D AB 03-51 Assignment and Assumption of Lease with Mr. Mike Chapman AB 03-54 Sunset View Condominium Vacation and Replat AB 03-55 Update of Handbook of Valley County Storm water Best Management Practices: Recommendation to Valley County Commissioners AB 03-56 New Historic Preservation Commission Member AB 03-57 Resolution No. 03-05 State/Local Agreement Old McCall Jail AB 03-58 Four Corners Project Pay Application No. 1 AB-59 was pulled from the Consent Agenda. Page 2of7 April 24, 2003 City Council Minutes Barbara Bauer noted that the $500 Insurance payment showing in the bill register under the Finance Department has been recoded to the City Manager's Insurance line to correct a miscoding. Scotty Davenport is the other individual who submitted a notice of interest in the position on the Historical Commission. Chief Appa provided a review of the reasons for and amount of overtime and comp. time in the recent payroll. The recent vacancies have provided the funding for this year. Council Member Arp moved to approve the revised Consent Agenda. Council Member Eimers seconded the motion. In a roll call vote, Mayor Colton, Council Member Arp, Council Member Muller, and Council Member Eimers voted aye. The motion carried. BUSINESS AB 03-49 Central Idaho Historical Museum Update Mary Allen, Director of the Central Idaho Historical Museum, presented information to the Council on the status of the museum and the 20 year lease. The Museum is a completely volunteer effort funded in 2002 with $9,000 of income, while expenses were $12,000. In 2003, the income budget is $7,000 because of the loss of rental income when the Chamber of Commerce moved, so major cutbacks will be made in watering and lawn care in order to balance the budget. Funding comes from rentals, donations and grants. The 2002 highlights contained in the Council Packet were briefly shared with the audience. Council members were also given an update of the Museum Mission Statement, a site map identifying improvements made during the first ten years of the lease agreement with the City and a summer 2003 Calendar of Events. The lease payment is $1 per year and the property which was donated to the City by the State of Idaho can only be used by the City for a Historic Museum or it must revert to the State. The Museum also asked the Council to plan for and provide funding for grant matching funds whenever possible. Several specific needs for the Parks and Public Works Departments funding at this time include tree trimming costs, repair or replacement of sewer connections between the building and the main line, parking lot maintenance, striping and repair, and payment of water costs of the Museum needed to water the lawns, trees, plantings, public restrooms, water fountains. Dan Pillard answered questions about the tree care needs on the site. Carol Coyle clarified that maintenance costs are addressed in City budgets when grants are requested. The Council expressed strong support of the Museum and in interest in assisting the group financially. Council Members expressed an interest in re-examining the Page 3of7 April 24, 2003 City Council Minutes overall financial arrangement that exists between the Museum and the City and asked Mary Allen to gather information related to the costs of actual work the museum would like the City to provide. AB 03-53 Conference Center Recommendation Lindley Kirkpatrick reviewed the information provided to the Council Members and gave a brief overview of the process to date. The ad -hoc Conference Center Committee has completed their review of the three proposals submitted in response to the City's Request for Proposals for a development partner to construct a conference center. All three proposals are available on the City's website. The committee recommends that "the City Council direct staff to negotiate with the Richard Steven Group as the single group for a partnership to bring a conference center to McCall; to recommend the project to the URA for possible funding as requested in the proposal; to sponsor grants provided negotiations are successful; to develop a management agreement; to require URA approval of the final design of the facility, to include interior, exterior, and site." The Urban Renewal Agency met on April 15 and unanimously agreed to a plan of action to address the design issue, the ownership and management of the facility, public involvement, and the type and level of URA financial participation. Members of the ad - hoc conference center committee and members of the Urban Renewal Agency answered questions and presented information to the Council. Mayor Colton noted that Robert Hunt provided the Council with additional information and invited him to review his thoughts. Mr. Hunt stated he is eliminating the amount of on -going financial support from the City to make his proposal viable in case that would change the process. He believes that he and the owners of other facilities such as the Shore Lodge would be direct competitors of a Convention facility. Council Members Arp and Muller attempted to confirm that the only assistance he would seek from the City is assistance with Grant Writing, which is currently identical in all three proposals. Mr. Hunt stated the assistance included in his original proposal, including the Building Permit Fee waiver of approximately $18,000 and ongoing snow removal assistance would still be required as City Support. He stated he would withdraw the request for waiver of water and sewer fees and would instead use the space that was originally proposed as Chamber of Commerce space as retail space to offset the water and sewer bills. Council Member Muller suggested that we create a matrix of the various financial requests of the three proposals if the Council will be considering all three. Council Member Arp noted that the Urban Renewal District is a totally separate decision -making board and asked for clarification of the ultimate financial responsibility for the decisions of the Urban Renewal District. Susan Buxton will provide the Council with information related to any City liability that might exist. The Urban Renewal District is being asked to provide $95,000 per year for five years if a Convention Center is developed. Page 4 of 7 April 24, 2003 City Council Minutes Scott Findley, a member of the ad -hoc Conference Center Committee and the Urban Renewal Agency Board reviewed the tax increment financing mechanism, the early Urban Renewal District problems with financial tracking and reporting, and the fact that the District has not decided on the type of contribution they would make to support the convention center. The Urban Renewal District has a fund balance of approximately $70,000 at this time. The District Bond Reserve of $88,000 is fully funded. Steve Benad answered questions relating to the total financial support requested of the City. His proposal has also changed to remove any request for on -going financial assistance, but would still ask the Urban Renewal District for $450,000 in on -site parking, sidewalks, street changes and development of other infra -structure costs. The City would still be asked to assist with grant writing and sponsorship of grants. At this time, there is no specific request for infrastructure work or costs, but the sewer and water connections already exist. Council Members asked for a written summary of the three proposals and a matrix of the cost revisions proposed by all three developers before they make any decisions. The Conference Center Committee created a matrix comparing the original proposals. Council Member Muller believes that once he has updated information and has had ample time to review it, he would be able to make a decision. Council Member Arp reiterated her concerns regarding financial support of any convention center. The City Council asked for an updated comparison matrix reflecting the total requests for public funds based on revised financial proposals from all three developers, information about any City liability for Urban Renewal District actions, and the financing capacity of the Urban Renewal District. All changes proposed by the three developers must be obtained in written format before this new evaluation process goes forward. This information should be reviewed by the Conference Center Committee so that they can provide the Council with a new recommendation. This item will be tabled until the second meeting in May to gather more information. AB 03-52 Installation of New Docks at Brown Park Dan Pillard reviewed information provided to the Council Members. The Fish and Game Department has agreed to fund 50% of the replacement of the observation deck at Brown Park. The new docks will be ADA compliant. The City of McCall is currently securing an Encroachment Permit for installation rights from the Idaho Department of Lands. Council previously approved the use of fund balance up to $125,000 for improvements to Brown Park, the amount expended to date is $61,042.95 . We did not carry forward the remaining $63,957.05 into the current budget; it is part of the existing fund balance surplus. At this time we would like to take advantage of the Fish and Game funding to complete this project. Council can approve transfer of contingent Page 5of7 April 24, 2003 City Council Minutes expense dollars to the Parks Department, effectively appropriating fund balance. The remaining $50,762.05 would remain in fund balance, available for other projects. Council Member Eimers moved to approve transferring $13,195 from the General Fund contingent expense to the Parks Department as match for the cost of new docks at Brown Park. Council Member Muller seconded the motion. All Council Members voted aye. The motion carried. AB 03-60 Purchase of Equipment for the Golf Course Dan Pillard provided the council with a report on the condition of the Golf Course and the greens as the season approaches and the department's equipment replacement needs. He believes that at this point, the best option is to actually spend the majority of these funds to re -sod 18 greens. Ideally, there would be a purchase of greens covers as well as a re -sod, but the dollars are not available. Greens covers may assist in protecting the greens in future years, but replacing the greens will protect the majority of the playing season which is also critical. He may also need to look at selling the Nitrox machine in order to help raise funds. The Golf Course has not been able to fund the replacement of equipment needed for effective maintenance of our course for many years. The department has become quite expert at repairing equipment and adapting to the loss of replacement parts, but most equipment is reaching the point where this type of repair strategy will no longer be effective. The Golf Course Marketing Plan will be provided to the Council for the next meeting. Council Member Eimers moved to approve a loan of $50,000 from General Fund Surplus for greens covers and replacement, and/or the purchase of replacement equipment. Council Member Muller seconded the motion. All Council Members voted aye. The motion carried. AB 03-59 Personnel Policy Manual Clarifications Robert Strope reviewed the request to change to a per -diem reimbursement process rather than using a maximum per -diem amount with reimbursement based on actual receipts. Councilmember Arp expressed concern about not requiring receipts. The Council and Staff discussed the concept at length. Mayor Colton moved to accept the changes to the personnel policy and the use of an appropriate form for payment of travel expenses on a per diem basis. Council Member Muller seconded the motion. All Council Members voted aye. The motion carried. Page 6of7 April 24, 2003 City Council Minutes EXECUTIVE SESSION At 9:25 p.m., Mayor Colton moved to go into executive session per Idaho Code 67-2345(1f) to consider pending and threatened litigation. Council Member Eimers seconded the motion. In a roll call vote, Mayor Colton, Council Member Arp, Council Member Muller, and Council Member Eimers voted aye. The motion carried. The discussion concerned pending litigation. At 9:58 p.m., Council Member Eimers moved to authorize the City Manager to settle threatened litigation with Mike Buss as outlined and authorize the Mayor to sign the appropriate documents. Council Member Eimers seconded the motion. In a roll call vote, Mayor Colton, Council Member Arp, Council Member Muller, and Council Member Eimers voted aye. The motion carried. ADJOURNMENT Without further business, Council Member Arp moved to adjourn. Council Member Muller seconded the motion. All Council Members voted aye. The motion carried. The Council adjourned at 10:02 p.m. ATTEST: Barbara Bauer, Finance Director/City Clerk May or p Ralph olton Page 7of7 April 24, 2003 City Council Minutes