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2013.01.10 Regular MinutesMINUTES McCall City Council Regular Meeting Legion Hall (McCall City Hall - Lower Level) January 10, 2013 Agenda Call to Order and Roll Call Approve the Agenda Reports 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 5:36 p.m. Council Member Aymon, Mayor Bailey, Council Member Scott, and Council Member Witte all answered roll call. Council Member Swanson was absent, a quorum was present. City staff present was Gene Drabinski, City Manager, Bill Nichols, City Attorney; Linda Stokes, City Treasurer; Dennis Coyle, Parks and Recreation Director; Jerry Summers, Police Chief; Peter Borner, Public Works Director; Delta James, City Planner; Eric McCormick, Golf Superintendent; Carol Coyle, Grant Coordinator; and BessieJo Wagner, City Clerk. APPROVE THE AGENDA'' Mayor Bailey with the consent of the Council approved the agenda as submitted. REPORTS Council asked for and received an update on the Airport Manager position. Dennis Coyle, Interim Airport Manager, stated that there had been much interest in the position and the City had received some applications and a number of phone calls regarding the position. Mr. Coyle also responded to Council Aymon's question regarding the Airport Advisory Committee and their work on the hangar leases and lease rates stating that the committee was working on the details including the lease terms and clarifying issues in the current leases. McCall City Council Regular Meeting January 10, 2013 Page 1 of 8 Dennis Coyle, Parks and Recreation Director, responded to Mayor Bailey's question regarding an explanation of a pump track for bikes. Mr. Coyle stated that it is a dirt course with obstacle challenges throughout the course for bicycles. There was a brief discussion regarding the possibility of moving the Public Works Department to the River Front Park area. As part of the discussion there was a mention that the Treasure Valley Transit Company was looking at the current Public Works site for a possible site for the future transit facilities. Delta James, City Planner responded to Council Member Aymon's question concerning why Heartland Hunger had to pay for a building permit, stating that other non-profit organizations had to pay for their permits. However, the City was contributing engineering services for the Heartland Hunger project and assistance with their storm water mitigation plan which values far exceed the $300 paid for the building permit. Peter Borner, Public Works Director responded to Council Member Witte's concern that the deicer product being used is adhering to cars, stating that the City is not using anything different; however ITD's salt/sand mixture is different. Mayor Bailey requested that Mr. Borner make the 3rd Street Revitalization Project plans available to the Council at the next Council meeting. Mayor Bailey requested an update on the types of complaints Public Works is receiving regarding snow removal. Mr. Borner stated that the complaints are generally about berms, frequency, or lack of frequency their street is being plowed, and the issues of businesses cleaning their sidewalks after the plows have run, making it difficult for people to park in front of businesses. Council Member Aymon suggested educating the businesses of the best snow plan and to use the Chamber and Rotary to assist with the education process. There was some discussion regarding areas that are receiving City services and are not yet annexed. There was also discussion regarding the speed limits on Highway 55. Mayor Bailey requested that the City boundary map be updated on the City's website. Gene Drabinski, City Manager, gave a report to Council stating that his focus has been an internal focus. He stated that he had met with each of the supervisors and was then working on meeting with every employee of which he was about a third of the way through. Mr. Drabinski also stated that he had established an open door policy on Wednesdays from 12- 3:00 for both employees and for the Community. Mr. Drabinski had met with each of the incoming Valley County Commissioners. The Commissioners have expressed the desire to meet with the Council in a get to know you type of venue as opposed to a joint meeting to start with. Mr. Drabinski recommended meeting over a meal if the Council would be interested. McCall City Council Regular Meeting Page 2 of 8 January 10, 2013 Mr. Drabinski introduced his idea of running an article in the paper once a month that would talk about what the City and the people in the City are doing. He stated that he would use his own personal money to fund the article. The Council confirmed a date for the Council's retreat, January 25, 2013. The Council received copies of the following: 1. McCall Environmental Advisory Committee — November 20, 2012 2. McCall Redevelopment Agency — November 20, 2012 3. Tree Advisory Committee — November 1, 2012 Mayor Bailey led the audience in the Pledge of Allegiance at 6:17 p.m. PUBLIC COMMENT Mayor Bailey called for public comment at 6:18 p.m. Hearing no comments, Mayor Bailey closed the public comment. BUSINESS AGENDA AB 13-07 Tree Committee Member Appointment of Jeff Hunteman Dennis Coyle, Parks and Recreation Director, presented the recommendation of Jeff Hunteman to the Tree Committee. There was Council consensus to appoint Jeff Hunteman to the Tree Committee for a three year term. AB 13-11 One Year Contract for McCall City Prosecutor Gene Drabinski, City Manager, presented the contract for McCall City Prosecutor. At the September 27, 2012 Council Meeting, the Council directed staff to post a Request for Proposal (RFP) for the McCall City Prosecutor contract. The RFP was posted in October with a submission deadline of November 30, 2012. At the December 13, 2012 Council Meeting staff recommended that Council pursue a prosecutorial contract with Jay Kiiha. Council directed staff to prepare a contract with Mr. Kiiha and bring it to the next Council Meeting. Mayor Bailey asked if Carol Brockmann would still be involved with the City of McCall cases. Jerry Summers, Chief of Police, responded that it was his understanding that it was Mr. Kiiha's intention to assign the contract to Valley County, therefore Carol Brockmann would be involved with the City of McCall's prosecution cases. Council expressed their concern that if the Valley County Commissioners did not support Mr. Kiiha's plan that staff inform the Council so other options could be utilized. Chief Summers stated that he did not anticipate any issues with Mr. Kiiha's plan. McCall City Council Regular Meeting Page 3 of 8 January 10, 2013 Council Member Witte moved to approve the contract for McCall City Prosecutor with Jay Kiiha and authorize the Mayor to sign all necessary documents. Council Member Aymon seconded the motion. In a roll call vote, Council Member Witte, Council Member Aymon, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. AB 13-03 Local Highway Technical Assistance Council Surface Transportation Program Rural Funding for reconstruction, widening, and construction of bicycle facilities on Wooley Avenue and Resolution 13-01 Carol Coyle, Grant Coordinator, presented Resolution 13-01 approving the Local Highway Technical Assistance Council Surface Transportation Program Rural Funding for reconstruction, widening, and construction of bicycle facilities on Wooley Avenue. The Streets Department Capital Improvement Plan has identified Wooley Avenue as in need of reconstruction and widening. The Pathways Master Plan has identified Wooley Avenue as a priority project for the development of pathways. The Local Highway Technical Assistance Council (LHTAC) administers federal funding for roadway projects through the Surface Transportation Program (STP-Rural). The Valley Adams Planning Partnership (VAPP) Transportation Committee met in December 2012 to review and prioritize potential STP-Rural projects from local jurisdictions. The Wooley Avenue project ranked First out of 5 projects and has received full support of the VAPP committee. The City Engineer has developed a cost estimate for the proposed project of $1,019,077. Council Member Scott moved to adopt Resolution No. 13-01 and approve the submission of a Surface Transportation Program -Rural funding application to the Local Highway Technical Assistance Council, and authorize the Mayor the sign all necessary documents. Council Member Aymon seconded the motion. In a roll call voted, Council Member Scott, Council Member Aymon, Mayor Bailey, and Council Member Witte all voted aye and the motion carried. AB 13-05 Accept Idaho Transportation Department ADA Curb Ramp Program Grant Award - Resolution No. 13-05 Peter Borner, Public Works Director, presented Resolution No. 13-05 accepting the Grant Offer in the amount of $47,000 and the Cooperative Agreement with the Idaho Transportation Department. The Idaho Transportation Department Division is authorized to issue grants to assist cities with capital projects to address pedestrian curb ramps on the state highway system. The goal of the program is to provide safe and easily accessible facilities for pedestrians with disabilities while allowing local jurisdiction flexibility in meeting the required standards. The City of McCall submitted an ADA Curb Ramp program grant application on March 26, 2012. Curb ramps identified in this grant application were at SH55 at 2nd Street and at the Yacht Club. Council Member Aymon moved to adopt Resolution No. 13-05 accepting the Grant Offer in the amount of $47,000 and Council Member Witte seconded the motion. In a roll call voted, Council Member Aymon, Council Member Witte, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. McCall City Council Regular Meeting Page 4 of 8 January 10, 2013 Council Member Aymon moved to approve the Cooperative Agreement with the Idaho Transportation Department and authorize the Mayor to sign all necessary documents. Council Member Witte seconded the motion. In a roll call voted, Council Member Aymon, Council Member Witte, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. AB 13-02 Public Art Donation Acceptance Delta James, City Planner, presented the proposals for the donation of two public artworks. The McCall Public Art Policies adopted by resolution 12-13 requires City Council approval of acceptance of public artworks into the City of McCall public art collection. The first proposed public art donation is for a mixed media mosaic called "Collective' and created by the McCall Donnelly High School Art Club students. The public artwork is proposed to be located within the McCall Public Library. The Library Board has approved its acceptance and placement within the Library. The second proposed public art donation is for the steel sculpture by Zella Bardsley called "Stalactites" that is currently located within Legacy Park. At its December 19, 2012 meeting, the Public Art Advisory Committee reviewed both donation proposals and recommended that Council approval acceptance of both of the proposed public art donations. Council Member Scott moved to approve the acceptance of donated artwork "Collective" by the MDHS Art Club Students and "Stalactites" by Zella Bardsley. Council Member Witte seconded the motion. In a roll call voted, Council Member Scott, Council Member Witte, Council Member Aymon, and Mayor Bailey, all voted aye and the motion carried. AB 13-01 Hearthstone Townhouses Final Plat amendment Delta James, City Planner, presented the minor final plat amendment submitted by Secesh Engineering on behalf of the Hearthstone Home Owners Association to combine Lots 23 and 24 and convert them into a local common area to use as overflow parking, update garage lots C, D, E, and F to show as -built conditions, and re -plat of garage lots G, H, I, and J into Lot 34, a local common area lot, where an existing maintenance and guest services building is located. At the December 4, 2012, McCall Area Planning and Zoning Commission meeting, the Commission unanimously recommended the application go to the McCall City Council for approval. The applicant has satisfied all Conditions of Approval. Council Member Aymon moved to approve SUB-12-01, subject to the presented Findings and Conclusions, and authorize the Mayor to sign all necessary documents. Council Member Witte seconded the motion. In a roll call vote, Council Member Aymon, Council Member Witte, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. AB 13-04 Odmark Drainage Easement Peter Borner, Public Works Director, presented the Odmark Drainage Easement to Council. Many years ago the Idaho Transportation Department (ITD) installed a catch basin along SH 55 (141 E. Lake Street) and a culvert that drained the right of way (ROW) to Payette Lake. ITD by McCall City Council Regular Meeting Page 5 of 8 January 10, 2013 state statute has rights to maintain the catch basin and culvert. However, the City of McCall has a cooperative maintenance agreement with ITD and the City is responsible for the maintenance of all storm sewers associated with the SH-55 ROW within the City limits. Approving the drainage easement will give the City permission to access this storm water facility. Council Member Witte moved to approve the drainage easement with David Odmark, and authorize the Mayor to sign all necessary documents. Council Member Aymon seconded the motion. In a roll call vote, Council Member Witte, Council Member Aymon, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. AB 13-08 Resolution 13-03 — Title VI Complaint and ADA Grievance Procedures BessieJo Wagner, City Clerk, presented Resolution 13-03 — Title VI Complaint and ADA Grievance Procedures. As a recipient of Federal financial assistance, and particularly the ICDBG, the City of McCall is required to comply with various non-discrimination laws and regulations, including Title VI of the Civil Rights Act of 1964 and Title II (State and Local Government Services) of the Americans with Disabilities Act (ADA). Part of the requirement is to develop and implement an ADA Grievance Procedure and a Title VI Complaint Procedure Council Member Witte moved to approve Resolution 13-03 adopting the TITLE VI Discrimination Complaint and ADA Grievance Procedures and authorize the Mayor to sign all necessary documents. Council Member Scott seconded the motion. In a roll call vote, Council Member Witte, Council Member Scott, Council Member Aymon, and Mayor Bailey all voted aye and the motion carried. AB 13-09 Surplus Property PD Ford Bronco — Resolution 13-04 BessieJo Wagner, City Clerk, presented Idaho Code §67-5732A allows for the disposal of surplus personal property, provided that when sales will be offered to the public and sold to the highest responsible bidder, notice of such sale shall be published in the newspaper for at least two (2) weeks prior to such offering. Annually and periodically, City staff identifies items as surplus property. Staff has identified a 1995 Ford Bronco as surplus. Council Member Scott moved to approve Resolution 13-04 authorizing the sale of surplus property and authorize 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, and Council Member Witte all voted aye and the motion carried. AB 13-10 Resolution 13-05 McCall City Council Meeting Schedule for 2013 BessieJo Wagner, City Clerk, presented the upcoming meeting schedule to City Council for approval. McCall City Code §1-8-2 states that regular Council meetings will be held on the second and fourth Thursdays of each a month except when such regular meetings fall on a legal holiday, then the meetings would be held on the preceding day unless otherwise fixed by the Council. In past years the Council has elected to alter the regular Council meetings for the months of October, November, and December to accommodate the holidays. For 2013 the recommendation is to only alter meetings in November and December. For November the recommendation is to McCall City Council Regular Meeting Page 6 of 8 January 10, 2013 hold the regular meetings on the first and third Thursdays, meeting on November 7 and November 21, and move the work session to November 22. For December the recommendation is to hold the regular meetings on the first and third Thursdays, meeting on December 5 and December 19, and move the work session to December 20. With these recommendations there will be only three weeks between the last meeting in December and the first meeting in January. Council Member Aymon moved to approve Resolution 13-05 adopting the McCall City Council Meeting Schedule for 2013 and authorize the Mayor to sign all necessary documents. Council Member Witte seconded the motion. In a roll call vote, Council Member Aymon, Council Member Witte, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. Council Discussion and Performance Goals for the City Manager Mayor Bailey distributed a hand out of performance goals and expectations for Gene Drabinski, City Manager. Mr. Drabinski stated that he added this item to the agenda as he works well with having established goals. He also intends to use his goals for setting goals for the Department Heads. Mr. Drabinski also stated that through the employee satisfaction survey it was identified that the employees did not have clear direction from the Council level and he intended to use his goals to establish goals for staff. Mayor Bailey addressed the other Council Members stating that he expects that if they have anything to add or if they should disagree with anything he has written to let him know. Mayor Bailey also stated that it was the Department Heads responsibility to input to Mr. Drabinski as to what their goals were. He did not feel it was the Council's responsibility to get involved with the goals of Department Heads. Mayor Bailey also directed the Council that if they should have anything additional for Mr. Drabinski that they should write it down and give it to him over the next week or so. Council Member Witte stated that she felt there should be some common goals the Council should have for Mr. Drabinski as a whole. There was some discussion regarding capital improvements and possible funding sources, including a possible Local Option Sales Tax. Mr. Drabinski asked that the Council submit their goals for him within the next day or two. CONSENT AGENDA Staff recommended approval of the following items: 1. City Council Regular Minutes September 13, 2012 2. City Council Regular Minutes September 27, 2012 3. City Council Special Minutes September 28, 2012 4. City Council Special Minutes November 5, 2012 McCall City Council Regular Meeting January 10, 2013 Page 7 of 8 5. City Council Special Minutes November 30, 2012 6. Warrant Registers Dated January 4, 2013 7. Handout Warrant Register (Added 1/8/13) 8. Payroll Report for Period ending December 7, 2012 9. Payroll Report for Period ending December 21, 2012 10. AB 13-06 Winter Carnival 2013, Event Summary, Request for suspension of the noise ordinance and Request for approval of the fireworks display Council Member Scott moved to approve the Consent Agenda. Council Member Witte seconded the motion. In a roll call vote, Council Member Scott, Council Member Witte, Council Member Aymon, and Mayor Bailey all voted aye and the motion carried. ADJOURNMENT Without further business, the Mayor adjourned the meeting at 7:36 p.m. Donald C. Bailey, Mayor McCall City Council Regular Meeting Page 8 of 8 January 10, 2013