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2013.05.09 Regular MinutesMINUTES McCall City Council Regular Meeting Legion Hall (McCall City Hall - Lower Level) May 9, 2013 Agenda Call to Order and Roll Call Approve the Agenda Reports Committee Minutes 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. City staff present was Gene Drabinski, City Manager, Bill Nichols, City Attorney; Linda Stokes, City Treasurer; Michelle Groenevelt, Community Development Director; Eric McCormick, Golf Superintendent; Kurt Wolf, Parks Supervisor, Mark Pernell, Recreation Supervisor; Peter Borner, Public Works Director; Erin Roper, Airport Assistant; Garrett Mapp, GIS Analyst; and BessieJo Wagner, City Clerk. APPROVE THE AGENDA Mayor Bailey, with the consent of the Council approved the agenda as submitted. REPORTS Michelle Groenevelt clarified the City will not participate in America in Bloom, but will participate in McCall in Bloom. She stated it required too much of staff time. Council Member Aymon asked when the pavers would be in for Centennial Park. Ms. Groenevelt stated they had been ordered. Council requested a time line for completion. Ms. Groenevelt said they planned on being done prior to July 4, 2013. McCall City Council Regular Meeting May 9, 2013 Page 1 of 8 Council Member Scott joined the meeting at 5:35. Mayor Bailey requested a summary sheet on the Lardo Bridge project to allow Council the opportunity to provide some ideas for the project. Council Member Aymon asked when the Bear Basin trail would be complete. Kurt Wolf stated it would not be ready for the summer season, but could be ready by fall. Eric McCormick gave an update on the damaged greens. He stated the Golf Course should be ready to open by Memorial Day weekend. Council Member Scott commented that she had been contacted by a police officer in her place of business and thought it was great. Gene Drabinski stated a plan was put together to have an officer contact every place of business at least once a quarter. Council Member Aymon asked if the next Wastewater Technical Advisory Group meeting would be on May 20, 2013. Mr. Drabinski said he spoke with two members of the Idaho Association of Cities and they would come back with a plan, but it appeared that the representative from the Sewer District would not be there. Mr. Drabinski stated the meeting would be cancelled. There was a short discussion regarding the level of the water and sewer storage ponds. There was a brief discussion about the LOT funds. The Council received copies of the following: 1. McCall Library Board of Trustees — March 19, 2013 2. McCall Improvement Committee — March 14, 2013 3. McCall Redevelopment Agency — March 19, 2013 Mayor Bailey led the audience in the Pledge of Allegiance at 5:44 p.m. PUBLIC COMMENT Mayor Bailey called for public comment at 5:45 p.m. Dennis Stewart, Lake Fork, inquired if public comment was ever allowed for the bear proof containers. Mayor Bailey noted that 10 meetings were held and public comment was allowed. Mr. Stewart commented that those meetings were in regards to the mandatory pick up not the mandatory bear proof container requirement. Mayor Bailey said the containers were one of the reasons Council started the discussion. Mr. Stewart expressed concern with property owners who occasionally visit McCall. There was a brief discussion that clarified the wording of the ordinance. McCall City Council Regular Meeting May 9, 2013 Page 2 of 8 Alana Shoemaker, a 57 year resident of McCall, expressed her disagreement and dissatisfaction with the bear proof mandate and the process used to reach the mandate. She read an excerpt from the May 2, 2013 Star News editorial and requested the editorial and the letter to the editor submitted by Scotty Davenport be submitted into the public record. She stated the dialogue with the public was not started and she felt the mandate was essentially taxation without representation. Ms. Shoemaker suggested using current McCall City codes to hold accountable the parties responsible. She suggested either a ticket issuance or a fix -if ticket where a person could provide a receipt of proof of a bear cart rental and the ticket would be dismissed. Ms. Shoemaker stated that many people could not afford the added expense. She informed City Council that she had petitions to delay the mandate and to request the mandate to be put to a public vote. She stated she cancelled her service and would not pay anything toward bear -proof cart unless it goes to a vote of the people. She expressed confusion between what Council said the ordinance required and what the newspaper reported. Todd Hatfield addressed sidewalks improvements. He stated that one person was paying for the sidewalk improvements while others did not have to pay for the sidewalk improvements. He requested the ordinance be revised and the contract with Mr. Woodworth be revised. Rick Fereday, a McCall resident, stated it was unfair to require citizens to pay for something when they may not require it. He also stated that it was a disincentive for people to minimize their trash production. He stated he viewed it as a ploy for Lake Shore Disposal to make a profit. Mr. Fereday asked that Council reverse the ordinance for mandatory bear proof cans. He commented that the City Manager has done a great job. Mike Peterson, a McCall resident, stated that because a few people did not know how to take care of their trash the masses would be punished for it. He requested Council reverse the decision. Scotty Davenport, 23 year resident of McCall agreed with Mr. Peterson, Mr. Fereday, and Ms. Shoemaker to review the mandate. Mayor Bailey stated that there had been 10 meetings regarding the Solid Waste ordinance starting in August 2012. He noted that all the meetings had been open to the public, but not many attended. He stated Council would review the ordinance. Carolyn Trino, a Valley County resident, commented that a purchase option should be allowed if having a bear proof container would be mandatory. Debra Staup, a McCall resident, stated she preferred that trash pickup be an option. She is strongly against being forced to have a can when she has not had a bear problem. Jim Staup, a McCall resident, expressed concern that the mandatory bear proof container would lead to mandatory trash pickup. He stated Council should hold some public meetings for input. Council Member Aymon stated there have been many public meetings but there was not public participation. Ms. Shoemaker stated that she didn't see the agenda in the paper. BessieJo McCall City Council Regular Meeting Page 3 of 8 May 9, 2013 Wagner, City Clerk, noted the agendas are sent to the newspaper, but The Star News does not publish it. Hearing no further comments, Mayor Bailey closed the public comment. BUSINESS AGENDA AB 13-83 FY 14 Local Option Tax Priorities BessieJo Wagner, City Clerk, presented the Fiscal Year 2014 LOT applications for funding. Mrs. Wagner requested direction from Council as to which projects should receive funding priority. Council Member Witte commented that LOT funds should be used to help mitigate the effects that tourism has on city infrastructure. She wanted to prioritize public works and the direct costs of the Clerk's office. She preferred funding projects that would have an environmental benefit. She suggested it would be an opportunity to concentrate on Arts and Humanities and to create a theme for McCall. She also suggested that small dollar amount requests should be funded. Council Member Swanson agreed with Council Member Witte. He stated offsetting the cost for the Clerk's office should be a priority. He stated he would like to continue to fund items that would keep people coming to McCall. He deferred the decision to the LOT Commission. Council Member Scott agreed that LOT dollars could have a large impact on small projects. She expressed concern that the City requested half of the projected amount. She stated the City should fund alternative projects. She wanted to fund events that would put heads in beds. Mayor Bailey agreed with all of the comments. He noted approval for the Chamber of Commerce's fireworks and travel grant match. Council Member Aymon suggested funding some of the Clerk's costs. She stated she would like to see diversity in the items funded. She would also like to see funding that would expand the active season and decrease the off season by two or three weeks. She approved of small dollar projects being funded. She stressed the importance of funding Legacy Park. She stated she would also like to see funding for the restroom at Fairway Park, music festivals, and Alpine Playhouse. Bob Giles expressed his appreciation toward City Council and the Clerk's office for their assistance and direction. Council Member Aymon asked Mr. Giles why the Chamber of Commerce's grant match request was more this year than last year. Mr. Giles stated he did not know. Lisa Woods, LOT Commissioner, asked for City Council's opinion on funding Manchester Ice and Event Centre. She asked for clarification on the terms Manchester Ice and Event Centre was built. Mayor Bailey suggested the LOT Commission speak with the individual who submitted the application. McCall City Council Regular Meeting Page 4 of 8 May 9, 2013 AB 13-81 Contract amendment for Solar Energy Project -Hotel McCall Michelle Groenevelt, Community Development Director, presented City Council with the Solar Energy Project -Hotel McCall contract amendment. She gave a brief history of the original contract. She stated that the US Department of Energy (DOE) performed a project audit and determined that Hotel McCall's installation did not comply with federal funding guidelines. Department of Energy approved the City's proposed corrective action plan, which would include bypassing the pool area at Hotel McCall. There would be no cost to the Hotel McCall for the project revision. She stated the cost will be shared by Aurora Power & Design and the City of McCall. Council Member Witte moved to approve the contract amendment with the Hotel McCall for the solar energy project 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, Council Member Scott, Council Member Swanson, all voted aye and the motion carried. AB 13-82 Amendment to Solar Energy Contract -Aurora Power & Design Michelle Groenevelt, Community Development Director, presented City Council with the Solar Energy Project -Aurora Power & Design contract amendment. She gave a brief history of the original contract. She stated that the United States Department of Energy (DOE) performed a project audit and determined that Hotel McCall's installation did not comply with funding guidelines. The Department of Energy approved the City's proposed corrective action plan, which would include bypassing the pool area at Hotel McCall. Aurora Power & Design agreed to do the work and share in the cost of the retrofit. Mayor Bailey asked which department the money would come from. Ms. Groenevelt stated it would come from Community Development. Council Member Swanson moved to approve the amendment to the Solar Energy Contract with Aurora Power & Design, 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 13-85 Hangar 704 Lease Agreement Erin Roper, Airport Administrative Assistant, presented the proposed Hangar Lease assignment. She stated Valley County had an error in their legal description, but at the time of closing, the hangar and legal description would be corrected. The annual lease fee would go from $2,272.53 to $4,987.50 plus the annual CPI adjustment. Mrs. Roper informed Council that a $200 transaction fee was requested and the lease terms remained unchanged since it was not a new contract. She also noted the Airport Advisory Committee recommended approval. Mayor Bailey suggested verifying with Valley County that the rest of the hangars had correct legal descriptions. Mrs. Roper informed Mayor Bailey that she had already checked with Valley County and provided corrections, but she is waiting for Valley County to contact her. Council Member Aymon moved to approve the lease assignment of Hangar 704 from Gerblick to Viehweg and authorize the Mayor to sign all necessary documents. Council Member Witte seconded the motion. In a roll call vote, Council Member Aymon, Council McCall City Council Regular Meeting Page 5 of 8 May 9, 2013 Member Witte, Mayor Bailey, Council Member Scott, Council Member Swanson, all voted aye and the motion carried. AB 13-84 Contract Award For: Bid Number PW13-05 2013 Street Striping Peter Borner, Public Works Director, presented the street striping bid. Mr. Borner stated that 16 miles of city streets and approximately 60 crosswalks were set to be striped. The lowest responsive bidder was Curtis Clean Sweep of Boise, Idaho. There was a brief discussion on the striping budget. Council Member Witte noted a typographical error. Council Member Scott moved to award the contract for the 2013 Street Striping contract to Curtis Clean Sweep as amended and authorize the Mayor to sign all necessary documents. Council Member Swanson seconded the motion. In a roll call vote, Member Scott, Council Member Swanson, Council Member Aymon, Mayor Bailey, Council, and Council Member Witte all voted aye and the motion carried. AB 13-86 Asset Management Software Update Peter Borner, Public Works Director, updated City Council on the asset management software. Mr. Borner reviewed the information from the March 29, 2013 City Council Work Session. He gave Council information on the total amount of water line, sewer line, and paved roads, and the approximate cost of replacement. He also gave examples of other city departments that would also benefit from the software. Garrett Mapp, GIS Analyst, presented a map that gave examples of what the asset management software would provide. Mr. Borner said implementation of the software could take at least four to six months. He told Council that Public Works would need to upgrade to the Arc GIS server first. He said the initial cost would be approximately $4500 with a maintenance fee of $1500 annually. The asset management software would cost approximately $30,000 with a maintenance fee of $6000 per year. Council Member Aymon asked what the maintenance fee would be used for. Mr. Borner answered that it would be for upgrades and software support. Council Member Scott commented that the maintenance fee appeared to be high. Mr. Borner gave examples of other software vendor fees that were lower but the maintenance fees were much higher. Council Member Witte commented that it would be important to know of other jurisdictions that used the particular product and if they were satisfied. Michele Groenevelt, Community Development Director, told Council that Community Development had been looking for software, but did not find anything that met their need. She stated she looked at this software and it would fit Community Development's need well and increase personnel efficiency in the department. McCall City Council Regular Meeting Page 6 of 8 May 9, 2013 Gene Drabinski stated this kind of software would allow the opportunity to present a long term capital improvement plan to the community. Council Member Scott asked if other cities the size of McCall used this software. Mr. Borner said McCall was different from most towns the same population because it had a larger infrastructure. He also said many cities the size of McCall also do not have a GIS department. Mayor Bailey asked if the software could calculate future maintenance costs. Mr. Borner said that it does not do analysis. Mr. Drabinski asked for Council's opinion of the software. Mayor Bailey stated he was in favor of moving forward with the software. Council Member Scott's opinion was that it was a wise investment. Mr. Borner confirmed it was a reputable organization. Council Member Swanson asked what would be required to make the software effective in terms of staff training and mobile computer equipment. He was in favor of the concept but wanted to ensure it would be fully utilized. He asked for an amount that would keep the program going, because his opinion was that it would be more than $6000 annually. Mr. Borner said he would look at that for next year's budget development. Council Member Witte commented that she wanted to ensure the software was reputable and user friendly. CONSENT AGENDA Staff recommended approval of the following items: 1. Council Regular Minutes — January 24, 2013 2. Council Special Minutes — March 1, 2013 3. Council Special Minutes — March 29, 2013 4. Warrant Registers 5. Payroll Report for Period ending April 26, 2013 Mayor Bailey asked Mr. Borner about the condition of the wastewater ponds. Mr. Borner updated Mayor Bailey on the costs associated with the lining replacement. There was a brief discussion about the Warrant Registers. Council Member Witte moved to approve the Consent Agenda as presented. Council Member Scott seconded the motion. In a Voice call vote, all voted aye and the motion carried. McCall City Council Regular Meeting Page 7 of 8 May 9, 2013 EXECUTIVE SESSION At 7:54 p.m., Mayor Bailey moved to go into Executive Session for: • Land Acquisition — Pursuant to Idaho Code §67-2345(1)(c) To conduct deliberations concerning labor negotiations or to acquire an interest in real property which is not owned by a public agency. 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 possible land acquisition involving the airport. RETURN TO OPEN SESSION At 8:57 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. Council discussed scheduling for the next meeting and decided to have an Executive Session at 5:00 p.m. for litigation. Council decided to have a Special Meeting in the form of a Public Forum to receive comments regarding the bear -proof trash cans. ADJOURNMENT Without further business, the Mayor adjourned the meeting at 9:31 p.m. `�.�``%oE 1MCC,+t. • A Zi G� ATTEST: BessieJo finer. Cit 1f Mell'% • onald C. Bailey, Mayor McCall City Council Regular Meeting May 9, 2013 Page 8 of 8