HomeMy Public PortalAbout2012.11.29 Regular MinutesMINUTES
McCall City Council
Regular Meeting
Legion Hall (McCall City Hall - Lower Level)
November 29, 2012
Agenda
Call to Order and Roll Call
Approve the Agenda
Work Session
Pledge of Allegiance
Public Comment
Business Agenda
Consent Agenda
Adjournment
CALL TO ORDER AND ROLL CALL''
Mayor Bailey called the regular meeting of the McCall City Council to order at 5:31 p.m.
Council Member Aymon, Mayor Bailey, and Council Member Witte all answered roll call.
Council Member Scott and Council Member Swanson were absent. A quorum was present.
City staff present was Bill Punkoney, City Attorney; Anne Kantola, Library Director; Barbara
Sivey, Human Resources Manager; Peter Borner, Public Works Director; Eric McCormick, Golf
Superintendent; Linda Stokes, City Treasurer; Carol Coyle, Grant Coordinator; Dennis Coyle,
Interim Airport Manager; Laura Wilson, Deputy City Clerk; and BessieJo Wagner, City Clerk.
APPROVE THE AGENDA'-='
Mayor Bailey moved to amend the City Council Agenda to add to the Consent Agenda the
Warrant Register printed on November 28, 2012 to ensure timely payment of City bills.
Council Member Aymon seconded the motion. In a roll call vote, Mayor Bailey, Council
Member Aymon, and Council Member Witte all voted aye and the motion carried.
WORK SESSION
Council Member Scott arrived at 5:33pm.
Council Member Swanson arrived at 5:40pm.
AB 12-228 Water Master Plan Update
Peter Borner, Public Works Director, presented the Water Master Plan Update. He stated that in
2001 Holladay Engineers developed the Water Master Plan for the City of McCall and was
subsequently approved by IDEQ on October 15, 2002. In 2005 CH2M Hill became the City
Engineers for the City of McCall. The 2001 Water Master Plan was reviewed and an addendum
McCall City Council Regular Meeting
November 29, 2012
Page 1 of 9
developed in response to the high growth within the City of McCall. CH2MHi11 developed a
water model that was used to analyze the water distribution system as new developments were
occurring. The Water Master Plan 2008 Addendum was finalized in October 2008. Since 2008,
the high growth in population and the number of new developments decreased dramatically. A
number of planned developments did not happen. Since the 2008 Addendum was prepared to
address the high growth, it was important to re-evaluate the recommendations made in that report
to ascertain their validity. Mr. Borner stated that during the past 5 months SPF Engineering
worked closely with City Staff to update the existing water model and to run the required
analysis to determine what capital improvements would be necessary for current conditions.
Mr. Borner informed Council that CH2MHi11 projected the Water Treatment Plant (WTP) filter
replacement to be 10 to 15 yrs from the 2008 Addendum. SPF projected the WTP filter
replacement needed to be within the next 5 years from the 2012 re-evaluation. The approximate
expense is $4.8 million. Mr. Borner stated that the City has 2 filters, and during peak summer
days, both get used, however IDEQ requires a backup filter if one should fail.
Mayor Bailey suggested the City begin planning next year ways to fund the WTP filter
replacement project.
Mayor Bailey led the audience in the Pledge of Allegiance at 5:57 p.m.
PUBLIC COMMENT
Mayor Bailey called for public comment at 5:58 p.m.
Hearing no comments, Mayor Bailey closed the public comment.
AB 12-219 Local Rural Highway Investment Program (LRHIP) grant application for Park
St. improvements
Peter Borner, Public Works Director, presented the Local Rural Highway Investment Program
(LRHIP) grant application for Park St. improvements. The Local Highway Technical Assistance
Council (LHTAC) administers grant funding for roadway projects. The City of McCall applied
for LRHIP funding in 2010 and 2011 for Park Street improvements (First St. to Mission St.), but
those applications were not funded. Mr. Borner explained that the road is deteriorated and had
zero road life left. Grant funding would be needed to complete the project. With the
establishment of the McCall College on Park St., it was expected that traffic on Park St. would
increase significantly, which heighten the need for road rehabilitation.
Mr. Borner updated Council on new rules regarding the grant that could place McCall toward the
top of list. The grant is for $100,000 and the City has earmarked $133,000 from the streets fund
for the Park Street project. A bike lane would also be included in the project.
Mayor Bailey noted exclusion of utility relocation costs on the Estimated Project Costs and
would like to include burying the power lines at the time of project. Mr. Borner stated franchise
McCall City Council Regular Meeting Page 2 of 9
November 29, 2012
fees would need to be used for the burial of lines. Mayor Bailey agreed that franchise funds
should be used for this type of project.
Council Member Aymon moved to approve submission of a Local Rural Highway
Investment Program grant application for Park Street improvements and authorize the
Mayor to sign all necessary documents. Council Member Scott seconded the motion. In a
roll call vote, Council Member Aymon, Council Member Scott, Mayor Bailey, Council
Member Swanson, and Council Member Witte, all voted aye and the motion carried.
AB 12-218 Request to Reassign the LOT funds within the remodel project for the Library
Anne Kantola, Library Director, presented a request to reassign the Local Option Tax (LOT)
funds within the remodel project for the Library. The Local Option Tax commission awarded the
Library $10,000 to purchase shelving to finish the remodel. Mrs. Kantola explained that due to a
change in the status of the supplier, the shelving was received at a substantial discount, leaving
about $2000 left over. The Library wants to use those funds to complete the last goal of the
remodel project by purchasing matching signage for all areas of the library.
Council Member Scott moved to allow the Local Option Tax funds to be reassigned to
finish Library remodel. Council Member Swanson seconded the motion. In a roll call vote,
Council Member Scott, Council Member Swanson, Council Member Aymon, Mayor
Bailey, and Council Member Witte all voted aye and the motion carried.
AB 12-220 Events and dates for Centennial Plaza Art Wall, Resolution No. 12-23
Carol Coyle, Staff liaison to Centennial Committee, presented Resolution No. 12-23. The
McCall Centennial Committee met numerous times with the McCall City Council since 2011 to
discuss the concept and design of Centennial Plaza. Mrs. Coyle stated that the events important
to the development and history of McCall were researched, compiled and reviewed by long-time
residents, members of the McCall Historic Preservation Commission, City staff, and the McCall
City Council. The final list was presented to and approved by the Council on November 8, 2012.
Council noted changes to include: "Mankind walks on the moon" to "Neil Armstrong walks on
the moon", change the name Manchester Ice Arena to Manchester Ice & Event Centre, the date
for Northwest Passage was 1939, change Dredging to Mining, and verify spelling of mighty in
Mighty Mites.
Council Member Aymon showed a news article about the first person to swim across the lake.
Mrs. Coyle noted that space would be available on the wall to allow for future additions. Artists
were waiting on Council approval to move forward with the work.
Council Member Witte moved to adopt Resolution No. 12-23 to approve the events and
dates for Centennial Plaza Art Wall as amended. Council Member Aymon seconded the
motion. In a roll call vote, Council Member Witte, Council Member Aymon, Mayor Bailey,
Council Member Scott, and Council Member Swanson all voted aye and the motion
carried.
AB 12-226 Agreement for Professional Golf Services
Linda Stokes, City Treasurer, presented the Agreement for Professional Golf Services. The
City's contract with Allan Morrison for Golf Professional services expired on October 31, 2012,
which was the second contract with Mr. Morrison. The first contract was from May 2003 to
McCall City Council Regular Meeting Page 3 of 9
November 29, 2012
December 2007 and was renewed in October 2007. Council had worked with staff on the
proposed contract at previous Council meetings.
Mayor Bailey noted an error on pg.11, paragraph V.B should read IV.E.2
Council Member Scott questioned pg.10, paragraph IV.E.2, if it should read turf conditions or
just turf. Mr. McCormick confirmed it was `turf conditions'.
Council Member Swanson asked in pg.10, paragraph IV.E.2. if `paving' included the parking lot
and cart pass. Mayor Bailey confirmed the City covers those areas.
Council Member Witte expressed concern that $10,000 of income would move from
maintenance to Mr. Morrison with the proposed contract.
Council Member Swanson moved to approve the contract as amended with Allan Morrison
for Golf Professional Services and authorize the Mayor to sign all necessary documents.
Council Member Aymon seconded the motion. In a roll call vote, Council Member
Swanson, Council Member Aymon, Mayor Bailey, Council Member Scott, and Council
Member Witte all voted aye and the motion carried.
AB 12-222 Hangar 209 Lease Assignment
Dennis Coyle, Interim Airport Manager, presented the Hangar 209 Lease Assignment. Mr. Coyle
stated that the owner of Hangar 209, Michael S. Chapman Trust, was seeking to collateralize
Hangar 209. The lender, Idaho First Bank, provided and signed the "Landlord's Consent to
Assignment" in the event the lessee defaulted on either the current hangar lease, or the loan
agreement.
Mr. Coyle stated that the original lease was entered into 24 April, 2003 for a period of 20 years
and was renewable at that time for up to four (4) additional five (5) year terms. A copy of the
lease and the McCall Airport Rules and Regulations, were provided to the lender. Staff
recommends that the Mayor sign the assignment, and the City Clerk record the document and
keep a copy for the City's files. The lease rate and terms would remain unchanged as this is not a
new lease. The lease rate would not change unless a default of either or both, of the lease or loan
agreement happens.
Council asked for clarification regarding a possible default of loan or foreclosure. Mr. Coyle
clarified that Idaho First would take over the lease and assume payments.
Council Member Scott asked about requirement of the lessee to have a pilot's license if the
owner should default. Mr. Coyle responded that Idaho First Bank would move the lease as
quickly as possible.
Council Member Aymon asked whether there had been precedence. Mr. Coyle stated there had
been, although he had not dealt with it personally.
Council Member Witte asked, according to Addendum paragraph 1, if there was any unpaid rent.
Mr. Coyle was unsure, but recommended to not proceed until due rent had been paid.
McCall City Council Regular Meeting Page 4 of 9
November 29, 2012
Council Member Scott moved to approve the lease assignment of Hangar 209, the
Landlord's Consent to Assignment, and authorize the Mayor to sign all necessary
documents. Council Member Swanson seconded the motion. In a roll call vote, Council
Member Scott, Council Member Swanson, Council Member Aymon, Mayor Bailey, and
Council Member Witte, all voted aye and the motion carried.
AB 12-225 Legacy Park Concession Application — Cheap Thrills
Dennis Coyle, Parks and Recreation Director, presented the Legacy Park Concession Application
by Cheap Thrills to Council. Mr. Coyle stated that the City of McCall advertised for written
proposals from interested parties for possible concessions in McCall City Parks in October of
2012 with a closing date of November 15, 2012. Chuck Whitescarver and Peggy Whitescarver of
Cheap Thrills Rentals submitted a proposal.
Mr. Coyle stated that the Parks and Recreation Advisory Board reviewed the proposal at the
regularly scheduled meeting on November 28, 2012. The McCall Parks and Recreation Advisory
Board recommended the granting of a concession permit to Chuck Whitescarver and Peggy
Whitescarver of Cheap Thrills Rentals. The term of the permit would be from January 1, 2013 —
December 31, 2022. Mr. Coyle clarified that the cost of upkeep and replacement of the
equipment required to conduct business, justified the ten year term the permit application
requested. Cheap Thrills has been doing business in Legacy Park for nineteen years. Mr. Coyle
stated that he has not received any complaints concerning this concessionaire during his tenure.
The current concession agreement has been in place since 2005 and has generated over $50,000
for the Parks and Recreation Department. Mr. Coyle stated that the proposal met all of the
requirements for commercial activity included in the "Guidelines for Commercial Activity in
McCall City Parks" adopted by the McCall City Council in November of 2011.
Council Member Aymon asked if there had been any safety or accident issues and about the
difference of a ten year versus a seven year contract. Mr. Coyle stated that there had not been
any issues with Cheap Thrills. He explained that Cheap Thrills were required, by law, to show a
safety video as well as have safety instructions on site. Mr. Coyle also noted that the investment
and business relationship was more profitable with a 10 year contract.
Council Member Witte asked how the fees were calculated. Mr. Coyle and Mrs. Whitescarver
explained the base fee was calculated using the City's approved valuation of $50 per foot of
beach and $50 per watercraft, multiplied by the maximum allowed beach footage and the
maximum allowed water craft, which totaled $7100. Each year the fee would be adjusted by
consumer price index, but using a base fee as the starting point. Mr. Coyle noted that taking the
previous year's amount and adjusting for inflation each additional year would not be financially
profitable for Cheap Thrills over a period of 10 years.
Council Member Witte asked for clarification regarding section 3. Mrs. Whitescarver clarified
the change was to serve the local community whose only opportunity to use the service is after
normal business hours during the week.
Council Member Swanson moved to approve the concession permit for Cheap Thrills
Rentals for a term of ten years 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.
McCall City Council Regular Meeting Page 5 of 9
November 29, 2012
AB 12-224 Airport Manager Recruitment Update
Dennis Coyle, Interim Airport Manager, presented the Airport Manager Recruitment update,
stating that the intent of the City of McCall was to begin the recruitment process for an Airport
Manager. Internal review of the position and the needs of the City of McCall continued through
November, 2012. Mr. Coyle stated that the review would include budget, salary
recommendations, job description and skills needed for the position. Advertising for the position
would begin upon conclusion of the review which was estimated to be mid December of 2012
and conclude in early January of 2013. The selection process would be completed by the end of
January. Mr. Coyle state that it was expected that the new person would begin by mid February.
The current contract with TO Engineering would continue for thirty days after the City Airport
Manager begins. This would allow for a smooth transition in airport operations.
Mayor Bailey asked about the salary structure. Mr. Coyle stated he would wait until City
Manager Drabinski returned from vacation to discuss this.
AB 12-221 Bid Number PW 13-04 Heavy Equipment — Backhoe Lease/Purchase Resolution
12-25
Peter Borner, Public Works Director, presented Bid Number PW 13-04 Heavy Equipment —
Backhoe Lease/Purchase Resolution 12-25 to Council. He stated that the Water Division of the
Public Works Department owns a 1986 Caterpillar 416 Backhoe that had reached the end of its
useful life. The equipment was old, parts are difficult to find and had become a safety concern
due to the boom having excessive play during operations. Public Works advertised an Invitation
to Bid for a new backhoe under a five (5) year lease/purchase agreement with a guaranteed buy-
back. Three bids were received (Burks Tractor, CESCO and Western States). Mr. Borner stated
that all bids were reviewed and CESCO was the low bidder at $4,575 per year or $22,875 for the
five year period. He also stated that the city attorney had reviewed the lease and found no issues.
Council Member Scott questioned whether any money would be owed once the lease term was
up. Mr. Borner clarified that no money would be owed unless the City chose to purchase the
equipment upon the lease end date.
Council Member Swanson moved to adopt Resolution 12-25 authorizing the Mayor to enter
into, on behalf of the City of McCall, a "MASTER LEASE AGREEMENT", "STATE AND
LOCAL GOVERNMENT ADDENDUM", and "NON -APPROPRIATION ADDENDUM"
with Deere Credit, Inc. Council Member Aymon seconded the motion. In a roll call vote,
Council Member Swanson, Council Member Aymon, Mayor Bailey, Council Member
Scott, and Council Member Witte all voted aye and the motion carried.
AB 12-229 Resolution 12-24 Adopting the City of McCall's Vehicle Use Policy
Human Resource Manager, Barbara Sivey, presented the City of McCall's Vehicle Use Policy.
She stated that the Idaho Counties Risk Management Program (ICRMP) offered a Risk
Management Discount Program that could earn the City of McCall a 5% discount on their
member contribution for the October 1, 2013 renewal. As part of the ICRMP Risk Management
Discount Program it was required that the City of McCall has a Vehicle Use Policy. City staff
used a template provided by ICRMP to develop the Vehicle Use Policy. The policy was updated
to reflect the needs of the City of McCall. All Department Heads reviewed the policy and gave
input on the development of the policy.
McCall City Council Regular Meeting Page 6 of 9
November 29, 2012
Council Member Aymon wanted to see wording added addressing the cleanliness of vehicle and
prohibiting the use of smokeless tobacco.
Council Member Witte requested clarification regarding the employee's responsibility of vehicle
maintenance. Peter Borner, Public Works director and BessieJo Wagner, City Clerk clarified the
responsibility of the employee and the Fleet Manager.
Council Member Witte wanted to include on page 6, to whom accidents are to be reported.
Council Member Witte noted the following errors; page 1, paragraph 5, nothing was after the
word 'required'.
Mrs. Sivey and Mrs. Wagner stated that 80% of elected officials, department heads, and staff
were required to complete online training to be eligible for the ICRMP discount.
Mayor Bailey suggested that in the future a procedure and policy be separated in the document,
therefore any procedural change would not need to be approved by the Council, but addressed at
the staff level.
Council Member Aymon moved to approve Resolution 12-24 to adopt the City of McCall
Vehicle Use Policy as amended. Council Member Swanson seconded the motion. In a roll
call vote, Council Member Aymon, Council Member Swanson, Mayor Bailey, Council
Member Scott, and Council Member Witte all voted aye and the motion carried.
AB 12-227 Ordinance to amend Title 4 of the McCall City Code section 4.1.14 Liquor Sales
Prohibited
BessieJo Wagner, City Clerk, presented the Ordinance to amend Title 4 of the McCall City Code
section 4.1.14 Liquor Sales Prohibited to Council. She stated that Title 4 of the McCall City
Code was outdated and needed to be re -written. The ordinance amends section 4.1.14 LIQUOR
SALES PROHIBITED of the McCall City Code to align with Idaho Code §23-927 that was
updated in 2008 allowing liquor sales on Christmas and Election days; the ordinance would
update the McCall City Code to coordinate with Idaho Code.
Council Member Scott questioned if this should even be in the city code. Mrs. Wagner
explained that if the ordinance was not adopted, the City would defer to the State code, but the
current City code must be repealed.
Council Member Witte noted errors on the following: `identified' was misspelled on the second
WHEREAS; Section 1, no colon should be after the word PROHIBITED; on the SUMMARY
page, fourth line down, `sale' was misspelled.
Council Member Scott moved to suspend the rules, read by title only, one time only,
Ordinance No. 906 as amended. Council Member Swanson seconded the motion. In a roll
call vote, Council Member Scott, Council Member Swanson, Council Member Aymon,
Mayor Bailey, and Council Member Witte all voted aye and the motion carried.
Ordinance No. 906 was read by title only, one time only by BessieJo Wagner, City Clerk.
McCall City Council Regular Meeting Page 7 of 9
November 29, 2012
An ordinance of the City of McCall, a municipal corporation of the State of Idaho, Valley
County, Idaho amending McCall City Code section 4.1.14 liquor sales prohibited, to align with
Idaho code to permit the sale of liquor on Christmas and election days prior to the closing of
polls; deleting existing subsections (a) and (c); and providing an effective date.
Council Member Scott moved to adopt Ordinance No.906 as amended, amending Title 4 of
the McCall City Code section 4.1.14 Liquor Sales Prohibited, approve the publication of
the summary, and authorize the Mayor to sign all necessary documents. Council Member
Swanson seconded the motion. In a roll call vote, Council Member Scott, Council Member
Swanson, Council Member Aymon, Mayor Bailey, and Council Member Witte all voted
aye and the motion carried.
AB 12-223 Resolutionl2-22 approving the Letter of Agreement with George and Bonnie
Bertram and the City of McCall
BessieJo Wagner, City Clerk, presented the resolution drafted by City Attorney, Bill Nichols, to
amend the agreement between the City and George and Bonnie Bertram dated February 14,
2008. She stated that on April 30, 2007, the scenic route (SR-07-11) and design review (DR-07-
18) applications were approved by the McCall Area Planning and Zoning Commission for the
expansion of the Pancake House. Those applications were approved based on the completion of
the conditions of approval. In February of 2008, the owners of the Pancake House entered into an
agreement for the conditions that were not completed at that time.
The Owners had agreed to pave the parking and loading spaces with an improved surface
consisting of asphalt, concrete, paving stones or bricks according to City public works standards
and following the prescriptions noted in McCall City Code 3.8.061 by July 15, 2008. Since 2008
there were several attempts by the City to seek compliance on the issue.
A letter of agreement between the City of McCall and George and Bonnie Bertram states that
they will comply with the parking lot surfacing requirements by October 2013 and the
requirements for sidewalk, curbs, gutters and other street improvements will be completed as
part of an LID process.
Council Member Witte noted the following errors: the fourth WHEREAS statement should have
an s' after Bertram'; the last WHEREAS is missing of between letter and agreement.
Council Member Scott moved to adopt Resolution 12-22, with corrections, approving the
Letter of Agreement with George and Bonnie Bertram and the City of McCall dated
November 1, 2012 and authorizes the Mayor to sign all necessary documents. 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.
Mayor Bailey noted the added warrant register, and noted the cost associated with improvement
on the third street water line.
McCall City Council Regular Meeting
November 29, 2012
Page 8 of 9
Staff recommended approval of the following items:
1. Warrant Registers Dated November 19, 2012
2. Payroll Report for Period ending November 9, 2012
3. License Report
A brief discussion took place regarding items on the Warrant Register.
Council Member Witte moved to approve the Consent Agenda, with the minutes corrected,
Council Member Aymon seconded the motion. In a roll call vote, Council Member Witte,
Council Member Aymon, Mayor Bailey, Council Member Scott, and Council Member
Swanson all voted aye and the motion carried.
ADJOURNMENT
Without further business, the Mayor adjourned the meeting at 7:22 p.m.
d'
ATTEST: n O
9.4.
04 , ID4siiii'A1�p,%
BessieJo Wagner, Cit Clerk
C. Bailey, Mayor
McCall City Council Regular Meeting Page 9 of 9
November 29, 2012