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2013.02.14 Regular MinutesMINUTES McCall City Council Regular Meeting Legion Hall (McCall City Hall - Lower Level) February 14, 2013 Agenda Call to Order and Roll Call Approve the Agenda Reports Pledge of Allegiance Public Comment Business Agenda Consent Agenda 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 Swanson, and Council Member Witte all answered roll call. Council Member Scott was absent, a quorum was present. City staff present was Gene Drabinski, City Manager, Bill Nichols, City Attorney; Linda Stokes, City Treasurer; Michelle Groenevelt, Community Development Director; Dennis Coyle, Parks and Recreation Director; Peter Borner, Public Works Director; David Simmonds, Information Systems Manager; Barbara Sivey, Human Resources Manager; Eric McCormick, Golf Superintendent; Larry Stokes, Acting Police Chief; and BessieJo Wagner, City Clerk. APPROVE THE AGENDA' Mayor Bailey, with the consent of the Council approved the agenda as submitted. REPORTS Council Member Scott joined the meeting at 5:31. Eric McCormick reported to City Council the Snow Shoe Golf game during Winter Carnival was well attended. He also noted there was no turf damage caused by the Bike Race. Michelle Groenevelt would provide a hard copy of the MIT intern's transit facility report to City Council. McCall City Council Regular Meeting February 14, 2013 Page 1 of 7 There was a question regarding Ray Woods' property and the need to remove the building for the 3rd Street project. Barbara Sivey, Human Resources Manager, reported there were five candidates to be interviewed for Airport Manager. There were questions and requests for clarification on the airport lease rate on bare ground and the new lease rates proposed by the Airport Advisory Committee. Dennis Coyle, Parks and Recreation Director, met with the Museum Director and a board member. Mr. Coyle completed a Mission Statement for the museum and reported that the Museum Board was receptive to the Parks and Recreation proposal. Larry Stokes, Acting Police Chief, noted a letter from Malheur County Sheriffs Office that thanked McCall Police for assisting in the search for a murder suspect. Peter Borner, Public Works Director, explained the issues with the snow gates. A representative from the manufacturer will be coming to McCall to inspect the issues. City Council complemented Public Works on the street maintenance during Winter Carnival. City Council was updated on the follow-up of the pavement management assessment. Mayor Bailey commented on the Planning and Zoning minutes regarding the Rio Vista Blvd sewer easement and the need to bring before City Council if the issue is not resolved. The Council received copies of the following: 1. McCall Improvement Committee — September 20, 2012 2. McCall Improvement Committee — November 8, 2012 3. Planning and Zoning Commission — December 4, 2012 4. Planning and Zoning Commission — January 8, 2013 Mayor Bailey led the audience in the Pledge of Allegiance at 6:00 p.m. PUBLIC COMMENT Mayor Bailey called for public comment at 6:01 p.m. Hearing no comments, Mayor Bailey closed the public comment. McCall City Council Regular Meeting February 14, 2013 Page 2 of 7 BUSINESS AGENDA AB 13-31 PD 2013 Winter Carnival Update Larry Stokes, Acting Police Chief, gave an overview of activities during Winter Carnival. Sergeant Stokes reported 94 incidents during the 12 day period. There was a brief discussion to clarify the abbreviations within the report. AB 13-28 Letter of Interest for Drinking Water Planning Grant through the Idaho Department of Environmental Quality Peter Borner, Public Works Director, presented the request to submit a Letter of Interest for Drinking Water Planning Grant through the Idaho Department of Environmental Quality. Mr. Borner briefed Council on the grant application process. He noted that the grant would pay up to 50% of the planning costs, and the City would be required to fund 50% of the costs. Council Member Aymon asked what it would take to update the water plan. Mr. Borner indicated the last addendum was in 2008. He reported that was a period of high growth and noted the City issued a large number of "will serve' commitments. He said that these items will need to be addressed as many of these were tied to developments or building permits that were never constructed. He also informed Council that with the changes it would be important to determine what necessary improvements would be required over the next five to 10 years. Mayor Bailey stated that the developments that had already approved water stub outs must be honored. Mayor Bailey moved to authorize the submission of a Letter of Interest for a drinking water planning grant to the Idaho Department of Environmental Quality and authorize the Mayor the sign all necessary documents. Council Member Witte seconded the motion. In a roll call vote, Mayor Bailey, Council Member Witte, Council Member Aymon, Council Member Scott, Council Member Swanson all voted aye and the motion carried. AB 13-29 Resolution 13-08 Amending the City of McCall's Vehicle Use Policy Barbara Sivey, Human Resources Manager, presented Resolution 13-08 amending the City of McCall's Vehicle Use Policy to Council. Mrs. Sivey reported that while completing ICRMP Risk Management Discount Program, she identified the City of McCall's Vehicle Use Policy needed additional language regarding Public Works employees' requirement to use water meter reading equipment while driving. Gene Drabinski, City Manager, reported to Council his findings while accompanying a Public Works employee through the meter reading process. Council Member Witte moved to adopt Resolution 13-08 to amend the City of McCall Vehicle Use Policy and authorize the Mayor the sign all necessary documents. Council Member Aymon seconded the motion. In a roll call voted, Council Member Witte, Council Member Aymon, Mayor Bailey, Council Member Scott, Council Member Swanson all voted aye and the motion carried. McCall City Council Regular Meeting Page 3 of 7 February 14, 2013 AB 13-30 Solid Waste Management Proposals Michelle Groenevelt, Community Development Director, presented the three proposals submitted from solid waste collection providers; Emmett Sanitation, Lake Shore Disposal, and Republic Services. Council Member Aymon asked for clarification and a description of the Resi-Depot proposed by Republic Services. Dave Fisher, General Manager for Republic Services, described the Resi- Depot containers and enclosure size, truck types, and frequency of waste disposal. Council Member Aymon asked about snow removal around Resi-Depot's. Peter Borner, Public Works Director, was unavailable to comment. Council Member Aymon requested pictures of a Resi- Depot from Mr. Fisher. Council Member Witte asked if the Resi-Depots were used in other bear communities. Mr. Fisher gave a list of other bear communities Republic Services has worked in. Council Member Aymon asked for clarification of prices from Lake Shore Disposal. Everette Arter, Lake Shore Disposal, explained the prices are monthly pricing that are billed every three months and added that the fee is a little more in the county. Council Member Witte asked if Lake Shore planned to continue to run the recycling center located by the county annex building. Mr. Arter explained the recycling center was run by the county, but as far as he knew it would continue to be run as a depot system. Mayor Bailey asked how the Solid Waste Collection Providers would manage and collect large amount of cardboard produced by businesses. Scott Parks, Emmett Sanitation, stated they would urge or suggest that businesses would choose a larger size of recycling container. Mayor Bailey stated that most businesses bring their cardboard to the county's recycling center and noted how quickly the containers fill up. Mr. Parks commented that in other communities, they urge businesses to break down the boxes prior to disposal. Mayor Bailey stated that they were already supposed to be broken down or flattened. Council Member Witte asked Republic Services and Emmett Sanitation if the pricing of the recycling was a mandatory or subscription pricing. Mr. Fisher stated the curbside recycling price was based on a voluntary service. Mr. Parks said the services they proposed were voluntary curbside recycling. Council Member Swanson asked Republic Services and Emmett Sanitation if they were awarded the contract whether they would bring in existing employees or transition employees from Lake Shore or hire locally. Emmett Sanitation stated they would focus on utilizing existing employees if possible. Republic stated they would prefer to hire locally as long as the driving requirements were met. Michelle Groenevelt stated Staffs concern having Resi-Depot's placed around town. Mayor Bailey expressed concern of the language in Emmet Sanitation's proposal regarding the fees paid to Valley County. Council Member Witte asked Everette Arter, Lake Shore Disposal, about using a bear proof cart with subscription recycling. Mr. Arter said it might not be cost effective to offer subscription McCall City Council Regular Meeting Page 4 of 7 February 14, 2013 recycling with a bear proof cart. Council Member Witte requested pricing and service clarification from Republic Services. Emmett Sanitation informed Council of specific services and scheduling of waste pick up. Mayor Bailey briefed Council on his proposed code amendments regarding solid waste. Mayor Bailey suggested making trash pickup mandatory from every property owner in McCall as well as requiring bear proof containers. He mentioned the need for universal and commercial requirements. There was a brief discussion regarding the wording and specificity of the code amendment versus the solid waste contract with a provider. Mayor Bailey felt the service needed to be universal to solve the bear problem. Gene Drabinski, City Manager, asked Council what other information they wanted from Staff. Mayor Bailey requested specification on the containers. Council Member Aymon requested Peter Borner's input on snow removal around a Resi-Depot and pictures of a Resi-Depot. Council Member Witte requested input from other communities that utilize the proposed services be provided. Mr. Drabinski asked Council if they wanted a recommendation from Staff. Council Member Aymon wanted Staffs recommendation. Mr. Drabinski stated that his reading of Council's preferences were to not require mandatory services. Council Member Aymon stated that was not her preference. She state McCall is the rare exception to not require mandatory pick up, and without it things will not happen the way they need to. Mayor Bailey stated his original preference was for subscription services, but after reviewing Ketchum's solid waste code, he supported mandatory service. Council Member Witte noted the Council was split. Ms. Groenevelt requested Council give Staff a better understanding of what they wanted. She stated Staff put together some policy questions and Council had addressed mandatory versus subscription, but she would like their input on the pricing and service combinations and the recycling service. Mayor Bailey stated he wanted more time to review the pricing. He stated he was in favor of mandatory trash and recycling service with some provision for interruption of service. Council Member Aymon noted on page 31of the Comprehensive Plan that stated an objective is to support recycling and conservation activities. She thought mandatory recycling was appropriate. Council Member Witte wanted recycling to be an option and she was not convinced trash collection should be mandatory. Council Member Scott did not want to mandate recycling or trash collection. Council Member Swanson stated he was undecided. He wanted to know what the code said and which service provider was chosen before making a decision. Ms. Groenevelt asked Council their preference on a Resi-Depot or curbside pickup. Mayor Bailey's concern was where the Resi-Depot's would be placed. Council Member Scott stated she would not support a Resi-Depot due to the lack of time to drive to one. Council Member Witte wanted to know what the alternate pricing would be if the number of Resi-Depot's were reduced. Bill Nichols, City Attorney, stated the City could ask the proposer to supplement the proposal in response to a change that was made. Mr. Drabinski asked Council Member Witte if she would like that information. She stated she would like to know what that pricing would be. McCall City Council Regular Meeting Page 5 of 7 February 14, 2013 Mayor Bailey requested council members be ready to make a decision by the next City Council meeting. Mr. Arter stated that if the purpose to use bear proof containers was to make the City of McCall bear proof, Council needed to address mandatory service. Ms. Groenevelt asked for clarification. Mr. Arter stated that unless all residences were required to have trash service, it would not solve the bear problem. Council Member Aymon clarified the Council was in agreement that bear proof containers should be used but they were not in agreement with mandatory service or subscription service. Mr. Arter noted that unless all residences were required to have trash service, bears would still be drawn to locations that did not secure the trash. Mr. Drabinski asked Council if they would be ready to make a decision by the next Council meeting. Council stated they would like to know what the code would say before making a decision on a service provider. Ms. Groenevelt noted the code would reflect the services the Council would determine within the contract with a provider. Council suggested addressing the contract on the City Council meeting scheduled for March 14, 2013. Ms. Groenevelt considered that too much time but the code revision and solid waste contract could be addressed at the same time. She stated it was critical to get decisions on the contract before summer arrived. No decision was made. CONSENT AGENDA Staff recommended approval of the following items: 1. City Council Regular Minutes October 11, 2012 2. Warrant Registers 3. Payroll Report for Period ending January 18, 2013 4. Payroll Report for Period ending February 1, 2013 Council requested that Peter provide information from the rotary meeting on Public Works monthly report. Council also requested an energy savings report. Council Member Scott moved to approve the Consent Agenda. Council Member Witte seconded the motion. In a Voice call vote, all voted aye and the motion carried. EXECUTIVE SESSION At 7:44 p.m., Council Member Scott 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; • Exempt Records — Pursuant to Idaho Code §67-2345(1) (d) To consider records that are exempt from disclosure as provided in chapter 3, title 9, Idaho Code; and McCall City Council Regular Meeting February 14, 2013 Page 6 of 7 • Litigation — Pursuant to Idaho Code 07-2345(1)(1): to communicate with legal counsel for the public agency to discuss the legal ramifications of and legal options for pending litigation, or controversies not yet being litigated but imminently likely to be litigated; Council Member Aymon 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 personnel matter, exempt records, and a possible litigation issue. RETURN TO OPEN SESSION At 8:22 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. ADJOURNMENT Without further busines§„Alm ANlayor adjourned the meeting at 8:30 p.m. 0� 1\1 c CqL .- 'L 1I' > x= # t. o= ATTEST: �, • BessieJo Wag J 'ity Cler: ald `Bailey, Mayor McCall City Council Regular Meeting Page 7 of 7 February 14, 2013