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2013.06.27 Regular MinutesMINUTES McCall City Council Regular Meeting Legion Hall (McCall City Hall - Lower Level) June 27, 2013 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 5:32 p.m. Council Member Aymon, Mayor Bailey, Council Member Swanson, Council Member Scott, and Council Member Witte all answered roll call. City staff present was Gene Drabinski, City Manager; Bill Punkoney, City Attorney; Nathan Coyle, Airport Manager; Anne Kantola, Library Director; and BessieJo Wagner, City Clerk. APPROVE THE AGENDA 1 Mayor Bailey with the consent of the Council approved the amended agenda. WORK SESSION AB 13-116 Setting Criteria for Public Forums as it relates to Ordinance Adoption Gene Drabinski, City Manager, proposed to Council the need to establish criteria for ordinances that may need a public forum prior to adoption. He recognized that there have been ordinances and policies that did not require a public hearing, but a public forum would have been beneficial due to the contentious issue. Mr. Drabinski suggested placing the method and criteria of a public forum in the Governance Manual. He requested Council determine what criteria would trigger a public forum. Mayor Bailey distributed a handout, Attachment 1. He acknowledged the difficulty knowing what would generate public interest. He suggested working with staff to determine the public McCall City Council Regular Meeting June 27, 2013 Page 1 of 5 interest and forming an ad hoc committee. Mayor Bailey gave some examples where this type of process had been used in the past. Council Member Aymon suggested using broad categories such as public safety issues, major infrastructure projects, or tax policies and gave examples of the categories. Council Member Witte approved of forums and stated they were productive and helpful to give the community an opportunity to speak but was unsure a committee would be necessary. Council Member Swanson stated the City would benefit from more interaction with constituents and agreed the forum process would be very beneficial. He suggested more off site meetings on a one on one basis. He expressed the need for a better communication strategy and relaxed atmosphere. Mayor Bailey cautioned against taking the comments of few to be representative of the many. He stated it was better to get comments from a group. Council Member Scott agreed with Council Member Aymon's comments. She suggested Council could be more proactive by reaching out to citizens and look at the number of people it could affect and to what degree the impact the ordinance would have. She stated that anything that required a citizen to pay additional money should be considered a high degree of impact. Council discussed the difficulty of getting more public participation and predicting public interest. Mayor Bailey led the audience in the Pledge of Allegiance at 5:59 p.m. PUBLIC COMMENT Mayor Bailey called for public comment at 6:00 p.m. Patrick Phillips— 344 Carmen Drive, asked Council what the requirements were if he kept his containers in an enclosed garage. Council explained the services Lake Shore provided to their subscribers. Hearing no further comments, Mayor Bailey closed the public comment period. BUSINESS AGENDA AB 13-114 Library Board of Trustees Appointment — Lola Elliott Anne Kantola, Library Director, presented the appointment of Lola Elliot to join as a member of the Library Board of Trustees. McCall City Council Regular Meeting June 27, 2013 Page 2 of 5 There was Council consensus to appoint Lola Elliot to the Library Board of Trustees to a term to expire October of 2018. AB 13-112 McCall Improvement Committee annual report to Council Carolyn Trino, Chairperson of the McCall Improvement Committee, presented the Committee's annual report to the City Council. Mrs. Trino updated Council on the improvements to local parks and America in Bloom and McCall in Bloom. Mrs. Trino reviewed McCall Improvement Committee's budget and what was spent on projects. AB 13-115 FY13 Local Option Tax Contingency Bob Giles, Local Option Tax Commission Chair, presented to Council the FY13 Local Option Tax Contingency. Mr. Giles stated that on May 23, 2013 staff presented to Council an update on the FY13 LOT receipts. It was discussed that the original amount budgeted for LOT funds were $240,448 and had a contingency of $11,920. The total budgeted amount for FY13 projects was $252,368. Mr. Giles informed Council that LOT funds were trending to exceed the original budgeted amount and the LOT budget needed to be revised to reflect additional contingent projects. Mr. Giles presented the LOT Commission's recommendations to fund 4 projects. The projects that were recommended were: 1. $20,000 to the Golf Course for sod replacement 2. $600 to Payette Lakes Community Association — 4th of July Family Fun Day 3. $13,000 to the City of McCall — Clerk's Department for Direct Costs 4. $5,000 to the Centennial Committee for Centennial Park Council Member Witte abstained from voting due to a possible financial conflict of interest. Council Member Aymon moved to approve the LOT Commission's recommendation to add 4 projects to the FY13 LOT revenue contingency list. Council Member Swanson seconded the motion. In a roll call vote Council Member Aymon, Council Member Swanson, Mayor Bailey, and Council Member Scott all voted aye and the motion carried. AB 13-118 First Amendment to Exclusive Agreement for Collection and Disposal of Solid Waste — Lake Shore Disposal BessieJo Wagner, City Clerk, presented the first amendment to the Solid Waste contract to Council. She pointed out the changes were reviewed by the City Attorney. Council clarified they were only reviewing the amendment. Everett Arter, Lake Shore Disposal, had no objections to the amendment. Council Member Swanson moved to approve the First Amendment to Exclusive Agreement for Collection and Disposal of Solid Waste with Lake Shore Disposal as amended 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. McCall City Council Regular Meeting Page 3 of 5 June 27, 2013 AB 13-117 Comprehensive Capital Facilities Finance Plan Research Proposal Gene Drabinski, City Manager, presented the Capital Facilities Finance Plan Research Proposal to Council. Mr. Drabinski informed Council the intentions were to utilize Cameron Arial for the project. Mr. Drabinski gave a brief biography of Mr. Ariel. Council briefly discussed the time frame of the project. Mr. Drabinski stated his intent was to obtain Council support of the research plan prior to pursuing an agreement with Mr. Ariel. Council discussed the funding of Mr. Ariel. Mr. Drabinski explained the funding would come from the City budget and go to Boise State Scholarship fund. Consensus from Council for Staff to work with Cameron Ariel to develop a Comprehensive Capital Facilities Finance Plan pending mutual agreement of payment for services not to exceed $5000 and authorize the Mayor to sign all necessary documents. AB 13-113 Approval Request for pending purchase and sale agreement to acquire 78.58 or 15.302 acres of land adjacent to the McCall Municipal Airport Nathan Coyle, Airport Manager requested approval to postpone the purchase and sale agreement of land by the McCall Municipal Airport. Mr. Coyle stated the reason for postponement was due to the purchase not proceeding as anticipated. Council and Bill Punkoney, City Attorney, discussed using executive session to discuss land purchases. Mr. Punkoney explained executive session was to protect the city's ability to negotiate. Council discussed the timeline and the State of Idaho's contribution. Mayor Bailey moved to table any action on the agreement to purchase the land at the McCall Municipal Airport until the next regular council meeting on July 11. Council Member Swanson seconded the motion. In a Voice vote, all members voted aye, and the motion passed. Staff recommended approval of the following items: 1. City Council Special Meeting Minutes — January 25, 2013 2. City Council Regular Meeting Minutes — February 14, 2013 3. City Council Regular Meeting Minutes — February 28, 2013 4. Warrant Registers 5. Payroll Report for Period ending May 10, 2013 6. Alcohol and Catering Licenses Activity Report A brief discussion took place regarding the minutes and the Warrant Register. Council Member Witte moved to approve the Consent Agenda with the minutes corrected. Council Member Swanson seconded the motion. In a Voice vote, Council Member Witte, Council Member Swanson, Council Member Aymon, Mayor Bailey, and Council Member Scott, with the exception of the Shore Lodge check, all voted aye and the motion carried. McCall City Council Regular Meeting Page 4 of 5 June 27, 2013 There was general discussion regarding health care costs and employees health assessments. ADJOURNMENT Without further business, the Mayor adjourned the meeting at 7:06 p.m. ATTEST: (��Il BessieJo 0011►aur►ii,,i xs,kc C A LL %��—_ .� ;0E '* O SEAL agner, CitClerk 4111.•lim Donald C. Bailey, Mayor McCall City Council Regular Meeting Page 5 of 5 June 27, 2013 ATTACHMENT 1 ILLUSTRATION OF SCALABLE PUBLIC PROCESS PLANNING SYSTEM This Exhibit was adopted by Council Motion as follows: "I move that the City Council approve the following illustrations of the Scalable Public Process Planning System, in accordance with the procedures set forth in Article 2.1.9 of the City of McCall Governance Manual." Scalable Public Process Planning System Getting the right people in the right place at the right time making the right decisions to keep the residents of McCall well-informed and engaged Level of Public Interest/Impact Straightforward issue • Information only • Low controversy • One-time event More complex issue • Multiple public "touches" • Public input helpful • Low controversy • Longer term impact Complex, and/or controversi issue al • Lasting policy and/or land use impacts • High interest for multiple community elements • Public input desired • Longer process Who and How Ad Hoc Committee (2.1.3, 2.1.9) • Staff "expert" • Communications Coordinator A few E-mails Ad Hoc Committee (2.1.3, 2.1.9) • Director/designee • Staff "expert"' • Communications Coordinator ➢ One or more meetings Small Task Force (2.1.7, 2.1.9) • City Council liaison • City Manager/designee • Director/designee • Staff "experts" • Communications Coordinator Sample Outreach Activities/Tools Information (2.4.6) Press release • Calendar announcement • Post on the City Web Small-scale campaign May include above, plus: • Display ad • ListSery notification • FAQ • Presentations to Key Influencers (ie., Rotary, Chamber, 2.4.3) Longer, more complex strategy may include above, plus: • Multiple press releases/ announcements • Targeted outreach to potential stakeholders • Stakeholder meetings (2.4.3) • Neighborhood meetings (2.4.5) • One or more public forums (2.4.4) • Built-in, iterative feedback loop to evaluate results and alter course McCall City Council Regular Meeting June 27, 2013 ATTACHMENT 1 Extremely complex, significant and/or controversial issue • Lasting policy and/or land use impacts • Engage broad range of community interests • Significant public input required • Long process Public Process Steering Group (2.1.6, 2.1.9) • City Council liaison • City Manager/designee • Director/designee • Staff "experts" • Communications Coordinator • Citizen(s) • A series of meetings over months or years Large-scale, long-term PR campaign may include above, plus: • Strategic use of multiple public engagement tools like field trips, informational presentations, focus groups, visioning exercises, etc. Clear, distinct milestones and decision-point(s). • Built-in, iterative feedback loop to evaluate results and alter course as needed Note that outreach is an art, not a science; the committee composition and tools shown are NOT PRESCRIPTIVE, but are examples of the approaches, tools and strategies that might be appropriate for public process planning at various levels of Public Interest/Impact. The hard part will always be the decision on when, or if, to engage the public beyond the regular or special public meetings of the Council or Staff. It will be difficult to predict when or how some topic or subject will be controversial or draw significant attention from the public at large. Frequently, a small group, with some unknown (at the time) agenda, will be attracted to a specific topic; they will generate considerable discussion and argument over the topic, whereas the public at large will not seem to be concerned. Careful planning and leadership of the discussion will be required to achieve broad consensus while not seeming to "cave" to a small minority. The goal will always to achieve a consensus on the topic at hand, both within the Council and the public. McCall City Council Regular Meeting June 27, 2013