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HomeMy Public PortalAbout2012.10.11 Regular MinutesMINUTES McCall City Council Regular Meeting Legion Hall (McCall City Hall - Lower Level) October 11, 2012 Agenda Call to Order and Roll Call Approve the Agenda Reports Pledge of Allegiance Public Comment Business Agenda Consent Agenda Executive Session Open Session Executive Session Open Session Adjournment CALL TO ORDER AND ROLL CALL'' Mayor Bailey called the regular meeting of the McCall City Council to order at 5:30 p.m. Council Member Aymon, Mayor Bailey, Council Member Scott, Council Member Swanson, and all answered roll call. Council Member Witte was absent. City staff present was Gene Drabinski, Interim City Manager; Bill Nichols, City Attorney; Linda Stokes, City Treasurer; Dennis Coyle, Parks and Recreation Director; Eric McCormick, Golf Course Superintendent; Jerry Summers, Police Chief; Peter Borner, Public Works Director; David Simmonds, Information Systems Manager; Anne Kantola, Library Director; Barbara Sivey, Human Resources Manager; and Denise Tangen, Deputy City Clerk. APPROVE THE AGENDA'' Council Member Witte joined the meeting at 5:31 p.m. Mayor Bailey moved to amend the City Council Agenda to add to the Consent Agenda the Warrant Register printed on October 10, 2012 to ensure timely payment of City bill, add to the Executive Session Personnel — Pursuant to Idaho Code §67-2345(1)(b) and remove from the Consent Agenda AB 12-194 Edward Byrne Memorial Justice Assistance Grant application and move AB 12-197 City Manager Recruitment to the end of the Agenda after the Executive Session. Council Member Witte seconded the motion. In a voice vote all members voted aye and the motion carried. McCall City Council Regular Meeting October 11, 2012 Page 1 of 7 REPORTS Dennis Coyle, Interim Airport Manager, clarified for Council Member Aymon that the Airport advisory Committee was taking an independent look at the Hangar Lease rates. He stated that the Committee is comparing rates to other areas and is trying to simplify the process. Dennis Coyle, Parks and Recreation Director, in response to Council Aymon's question, stated that he was introduced to the idea of using soil binders instead of sand on trails for planting at the National Recreation and Parks Association conference. Eric McCormick, Golf Superintendent, stated that all the Tournaments were full with a waiting list this year, with the exception of two. Peter Borner, Public Works Director, responded to the Council's question regarding a meeting with the Idaho Transportation Department (ITD) and the speed limit signs on Highway 55. He stated that ITD would be doing additional analysis to determine the need to change the speed limits on Highway 55. The further analysis will include number of accidents, accesses, land use, and public comment. David Simmonds, Information Systems Manager, gave a brief update on the solid waste survey that was currently on the City's website, stating that to date there were 147 responses. Of those responses, 80% of those people received solid waste pickup at their home, 74% had been affected by bears or other wild life, 72% were interested in curbside recycling, and 80 of the 147 responders wrote some kind of comment. At the close of the Survey all results will be passed on to the Council. In response to Mayor Bailey's question, Mr. Simmonds stated that Windows 8 is available; however Windows 8 is incompatible with much of the City's operating software and the City will be cautious prior to considering upgrading to Windows 8. Gene Drabinski, Interim City Manager, gave a report to Council. He stated that the report in the Star -News regarding the Police survey was fair and honest. Mr. Drabinski stated that a Police Task Force of five officers had been developed by Chief Summers. The Task force will analyze the results of the Police survey and develop a short and long term plan to be integrated with training that will work on issues identified in the survey. Council Member Scott expressed concern regarding the morale of the Police Offers in the wake of the survey and wanted to know what the plan was to mitigate the issues. Mr. Drabinski stated that he had met with every officer and had plans to meet with all of them a second time. He also stated that all of the officers had the opportunity to review the survey and give feedback on the results. Mr. Drabinski requested that the Council give some kind of written support to the officers. Mr. Drabinski also stated that he had requested that every officer submit ideas to implement in response to the survey. McCall City Council Regular Meeting Page 2 of 7 October 11, 2012 Mr. Drabinski also updated the Council on the Highway Safety Grants that the Police Department receives. He stated that the grants are for overtime for officers to look for impaired driving, aggressive driving, and seat belt violations. Mr. Drabinski stated that these grants have historically been approved at the department level only and recommended that going forward the Council should review and make a decision on whether to accept or deny the grants. Mayor Bailey requested information from other police agencies that receive the grants and what their experience has been when receiving the grants. Mr. Drabinski stated that he and Chief Summers met with Mayor Carter from Cascade and his Deputy, along with Commissioner Cruikshank, and Commissioner Moore to begin the conversation regarding dispatch fees. Mr. Drabinski thanked Chief Summers for his expertise on the subject and for attending the meeting. Mr. Drabinski updated the Council on the results of an employee satisfaction survey completed the week prior. He stated that the survey went out to every employee. He stated that he received 60 responses out of 77 total employees. Mr. Drabinski highlighted that there was overall satisfaction with the work and with their supervisors. He stated that the opportunity for growth was in the area of vision and goals from City Leadership. Mr. Drabinski updated the Council on a meeting he attended with the Payette Lakes Recreation Water and Sewer District. He stated that he disclosed to the board that he was there only to gather information and did not have direction from the Council and opened the idea of a Joint Powers Agreement. The Council received copies of the following: 1. McCall Improvement Committee — August 12, 2012 2. McCall Redevelopment Agency — August 21, 2012 3. Planning and Zoning Commission — August 7, 2012 4. Planning and Zoning Commission — September 11, 2012 Mayor Bailey led the audience in the Pledge of Allegiance at 6:20 p.m. PUBLIC COMMENT Mayor Bailey called for public comment at 6:21 p.m. Hearing no comments, Mayor Bailey closed the public comment. AB 12-195 Hangar 701 Lease Assignment Dennis Coyle, Interim Airport Manager, introduced the lease assignment for Hangar 701 to Council. The owner of Hangar 701 has sold, and the seller has requested that we assign the lease to the purchaser. The purchaser does not presently own an aircraft but is in the process of McCall City Council Regular Meeting October 11, 2012 Page 3 of 7 shopping for one. Michael Weiss, the purchaser is a CFII, or Certified Flight Instructor. The lease was entered into February 15, 1995 for a period of 20 years and is renewable within that time for an additional 20 years. Under the current lease rate structure with all land for new leases valued at $0.361 per square foot per annum, the annual lease fee will go from $2,567.61 to $5,144.25. The lease terms remain unchanged as this is not a new lease. Council Member Aymon expressed concern about the ability to renew and the renewal rates. Council Member Witte moved to approve the lease assignment of Hangar 701 from Collins to Weiss and authorize the Mayor to sign all necessary documents. Council Member Swanson seconded the motion. In a roll call vote, Council Member Witte, Council Member Swanson, Council Member Aymon, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. AB 12-190 Reallocation of LOT funds for Parks Department Dennis Coyle, Parks and Recreation Director, presented the request to reallocate Local Option Tax (LOT) funds for the Parks Department. The Parks Department was awarded LOT funds for a 12'x12' gazebo, stairs, ramp, and landscaping in 2011. After numerous delays and public feedback staff requested to construct two 12'x12' shelters consisting of removable shade sails suspended from posts instead of a gazebo structure for the same cost. The use and location will remain the same and the proposed structure will provide the same benefit to the public and the Parks Department with less maintenance. Council Member Scott moved to approve the reallocation of the LOT funds for a shelter instead of a gazebo for the Parks Department that will serve the same purpose and reduce future maintenance. Council Member Aymon seconded the motion. In a roll call vote, Council Member Scott, Council Member Aymon, Mayor Bailey, Council Member Swanson, and Council Member Witte all voted aye and the motion carried. AB 12-196 Agreement for Professional Golf Services Gene Drabinski, Interim City Manager, presented the Agreement for Professional Golf Services to the Council. The City's second contract with Allan Morrison for Golf Professional services expires on October 31, 2012. The first contract was from May 2003 to December 2007 and was renewed in October 2007. Council conducted a work session on June 28, 2012, at which time the Council requested additional information regarding the finances and data of the Golf Course Restaurant and Pro -Shop. Council also requested that staff do further analysis and prepare a new contract for the Council's consideration at a future meeting. Mr. Drabinski highlighted some of the changes in the presented contract that included: a 5yr term; Professional's share of restaurant income and bonus income dependent on an "A" rating from the Health Department, and the results of a customer satisfaction survey focused on service and cleanliness of the clubhouse and restrooms. The Council worked though the contract and made some recommendations and changes. Allan Morrison, Golf Professional, was also involved in the process. There was some general discussion involving the tournaments and fees associated with the tournaments. Mr. Morrison McCall City Council Regular Meeting Page 4 of 7 October 11, 2012 stated that the addition of the afternoon pass was a huge success. There was also a brief discussion regarding the use of a "starter" to ensure all the groups have paid and that there is sufficient time between tee off times with groups. The consensus of the Council was to send the contract back to staff to clarify cost less depreciation in section VII.B., and change 2 years to one year in section IX.B., and to update the inventory list described as "Exhibit A" in the contract. AB 12-189 FY 2013 Water & Wastewater Treatment Chemical Bid Peter Borner, Public Works Director, presented the FY 2013 Water & Wastewater Treatment Chemical Bid. He stated that a Request for Quotes for chemicals used in water and wastewater treatment was prepared and given to four suppliers; BHS Marketing, Thatcher Company, Univar and Kub Water Resources. The bid opening was on October 2, 2012. Thatcher Company was the apparent low bidder at $54,317.50. Council Member Swanson moved to award the FY 2013 Water & Wastewater Treatment Chemical Bid to Thatcher Company and authorize the Mayor to sign all necessary documents. Council Member Scott seconded the motion. In a roll call vote, Council Member Swanson, Council Member Scott, Council Member Aymon, Mayor Bailey, and Council Member Witte all voted aye and the motion carried. AB 12-192 Renewal of City Attorney contract The current retainer agreement with White Peterson expired on September 30, 2012. The proposed agreement renews the professional relationship for another fiscal year. The amount of the monthly retainer and the fees for services outside the retainer remain unchanged from the current agreement. The FY12 General Fund budget includes $120,000 for legal services. The annual retainer amount is $67,200. Council Member Scott moved to approve the Agreement for City Attorney Services for FY13 and authorize the Mayor to sign the Agreement. Council Member Aymon seconded the motion. In a roll call vote, Council Member Scott, Council Member Aymon, Mayor Bailey, Council Member Swanson, and Council Member Witte all voted aye and the motion carried. CONSENT AGENDA Staff recommended approval of the following items: 1. Warrant Registers Dated October 5, 2012 2. Warrant Registers Dated October 10, 2012 (added 10/11/12) 3. Payroll Report for Period ending September 28, 2012 4. AB 12-191 Authorization for the Destruction of Records — Resolution 12-20 5. AB 12-193 FY13 Certified Local Government Grant for training of Historic Preservation Commission members McCall City Council Regular Meeting October 11, 2012 Page 5 of 7 6. AB 12-194 Edward Byrne Memorial Justice Assistance Grant application for network equipment upgrade and data backup storage server 7. AB 12-198 MOU with St Lukes McCa11 (added 10/9/12) A brief discussion took place regarding items on the Warrant Register. Council Member Scott moved to approve the Consent Agenda. Council Member Aymon seconded the motion. In a roll call vote, Council Member Scott, Council Member Aymon, Mayor Bailey, Council Member Swanson, and Council Member Witte all voted aye and the motion carried. EXECUTIVE SESSION At 8:05 p.m., Mayor Bailey moved to go into Executive Session for: • Hiring - Pursuant to Idaho Code §67-2345(1)(a): to consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. This paragraph does not apply to filling a vacancy in an elective office or deliberations about staffing needs in general; and Council Member Swanson seconded the motion. In a roll call vote, Mayor Bailey, Council Member Swanson, Council Member Aymon, Council Member Scott and Council Member Witte all voted aye and the motion carried. Council discussed the candidates for the City Manager position RETURN TO OPEN SESSION At 8:50 p.m., Mayor Bailey moved to return to Open Session. Council Member Swanson seconded the motion. In a voice call vote, all voted aye and the motion carried. AB 12-197 City Manager Recruitment The Council decided to invite City Manager finalists A, B, and C for final interviews and a Public Reception. Once the finalists accept the Council's invitation, their names can be released to the public. The Council tentatively set Friday afternoon, October 19 for finalists' interviews with two separate panels. One panel will be made up of City Department heads and City Staff and the other panel will be made up of Community Members. The Council also tentatively set Friday evening, October 19 for the Public reception and Saturday morning, October 20 for City Council finalists' interviews. McCall City Council Regular Meeting Page 6 of 7 October 11, 2012 EXECUTIVE SESSION At 9:30 p.m., Mayor Bailey moved to go into Executive Session for: • Personnel — Pursuant to Idaho Code §67-2345(1)(b): to consider the evaluation, dismissal or disciplining of, or to hear complaints or charges brought against, a public officer, employee, staff member or individual agent, or public school student; Council Member Aymon seconded the motion. In a roll call vote, Mayor Bailey, Council Member Aymon, Council Member Scott, Council Member Swanson, and Council Member Witte all voted aye and the motion carried. Council discussed a personnel issue. RETURN TO OPEN SESSION At 9:50 p.m., Mayor Bailey moved to return to Open Session. Council Member Scott seconded the motion. In a voice call vote, all voted aye and the motion carried. ADJOURNMENT Without further business, the Mayor adjourned the meeting at 9:51 p.m. SJA ATTEST: BessieJo Wa' = , City C tip Donald C. Bailey, Mayor McCall City Council Regular Meeting Page 7 of 7 October 11, 2012