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
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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.
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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
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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.
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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
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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.
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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
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