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HomeMy Public PortalAbout2014.08.14 Regular MinutesMINUTES McCall City Council Regular Meeting Legion Hall (McCall City Hall - Lower Level) August 14, 2014 Agenda Call to Order and Roll Call Approve the Agenda Department Reports Committee Minutes Pledge of Allegiance Public Hearing Business Agenda Consent Agenda Executive Session Open Session Adjournment CALL TO ORDER AND ROLL CALL Mayor Aymon called the regular meeting of the McCall City Council to order at 5:30 p.m. Mayor Aymon, Councilor Giles, Councilor Scott, Councilor Swanson, and Councilor Witte all answered roll call. City staff present was Gene Drabinski, City Manager; Bill Nichols, City Attorney; Eric McCormick, Golf Superintendent; Justin Williams, Chief of Police; Michelle Groenevelt, Community Development Director; Nate Coyle, Airport Manager; Anne Kantola, Library Director; Dennis Coyle, Parks and Recreation Director; Peter Borner, Public Works Director; Linda Stokes, City Treasurer; and BessieJo Wagner, City Clerk. APPROVE THE AGENDA Mayor Aymon with the consent of the Council approved the agenda as submitted. REPORTS 1 Gene Drabinski, City Manager, updated Council that the meeting between Public Works and the DEQ has been postponed due to vacations in both organizations. Councilor Witte thought it would be a good idea if Council attended two different meetings with DEQ — one with Council and DEQ regarding all current issues, and then another meeting with Council, DEQ, and the Sewer District once the reuse permit is obtained. McCall City Council Regular Meeting August 14, 2014 Page 1 of 7 Peter Borner, Public Works Director, updated the Council on fleet management. He stated that the mechanic is retiring November 1, 2014, so Public Works is in the process of hiring a new mechanic. Mr. Borner has been having discussions with City of Nampa's Public Works Department and hopes to share ideas. He stated that Nathan Stewart, City Engineer, has been working on Development Agreements that are out of compliance. He updated that Council on Park Street stating that construction was delayed for two weeks because the contractor could not provide materials to specification for the sub -base, but paving will be back on schedule after Labor Day. Mr. Borner still expects to have Park Street completed by the end of September. Mr. Borner stated that Bill Burke from Idaho Rural Water Association inspected the treatment lagoons to estimate sludge content and Public Works is exploring various ways to remove the sludge and considering associated costs. He stated that one of the pumps at the Winter Storage Pond is not operating and only one pump is running and the repair estimate to get this pump running is $25,000. Anne Kantola, Library Director, reported that the Library has had a busy season. Eric McCormick, Golf Course Superintendent, reported that he is still waiting for a stump to be chipped by Ikola. He stated that July rounds were down slightly and that the rain was helpful in wetting some dry spots. Police Officers Brian Gestrin and Sergeant Pete Rittenger were commended for their awards earned recently. Michelle Groenevelt, Community Development Director, reported that they are having their first work session with Planning and Zoning about tree removal. She stated that staff plans to set up several work sessions with the City Arborist, the Tree Committee, and citizens to help become more educated about property owners responsibilities of having trees on their property. Ms. Groenevelt stated that there is a longer term goal of revising the Code in terms of Firewise mitigation. Carol Coyle was thanked by Council for her involvement in the Treasure Valley Transit Board. Ms. Groenevelt let the Council know that the Mountain Town and Resort Planning Conference is planned for March 2015 and will be hosted in McCall. Dennis Coyle, Parks and Recreation Director, confirmed the receipt of a donation of $50,000 from Midas Gold for Fairway Park. Mr. Coyle also reported vandalism to a shade sail that was slashed at Fairway Park and that BessieJo Wagner, City Clerk, was helpful in submitting an insurance claim to get it replaced. BessieJo Wagner, City Clerk, reported the past three months were the biggest months to date for LOT receipts. Councilor Witte asked about Parks and Recreation's Agreement in place with Lake Irrigation District for access. This is for access to the Payette River from the west side below the dam. Mr. Coyle explained that the proposal is that if the City pays for a pathway down to the dam that would be large enough to accommodate Lake Irrigation District's equipment if needed, they will allow public access from the west side to the River below the dam. McCall City Council Regular Meeting Page 2 of 7 August 14, 2014 The Council received copies of the following Committee Minutes: 1. Airport Advisory Committee — June 5, 2014 2. Environmental Advisory Committee —June 10, 2014 3. Historic Preservation Commission — June 6, 2014 4. McCall Public Library Board — June 4, and June 27, 2014 5. McCall Improvement Committee — June 26, 2014 6. McCall Redevelopment Agency — May 10, 2014 7. Planning and Zoning Commission — July 1, 2014 Mayor Aymon led the audience in the Pledge of Allegiance at 6:02 p.m. PUBLIC HEARING AB 14-154 FY15 Budget Ordinance Linda Stokes, City Treasurer, presented to Council a tentative budget in the amount of $17,531,774 on July 18, 2014. She stated that the FY15 Tentative Budget included the growth and annexation property tax amounts from the County Clerk with no 3% property tax increase and no foregone amount. Mrs. Stokes stated that new construction will be $68,000, a decrease from FY14 of about $2,000, so that is included in property taxes, which the total property tax amount in the FY15 budget is $4,816,194. There have been no changes in that area. Mrs. Stokes clarified that the recommended FY15 Local Option Tax (LOT) funding from the LOT Commission included some funding adjustments as recommended by the Council on July 18, 2014. She stated that the budget now shows transfers from the General Fund to Local Option Taxes to Streets of $25,000, Library $8,000, and Recreation $13,500, and $30,000 in the Golf Fund. Mrs. Stokes commented that during the July 18 meeting it was also discovered that Rents and Royalties were zeroed out between the second and third versions of the budget, so that revenue was added back in, which amounts to $12,600. She stated that the Parks and Recreation Director currently has in the budget plans to purchase an additional truck and a mower, which is where those funds went. Mrs. Stokes additionally recalculated the Public Works transfer with updated information that resulted in a decrease in revenue to the streets fund, so adjustments were made. Mrs. Stokes also clarified that the Airport saw a substantial decrease in the work that they required of the Public Works Department, so Public Works had a decrease in administrative expenditures. She stated that to balance that back, she moved those funds into Future Capital Replacement to provide some additional monies for a project that is looming in the future. Mrs. Stoked clarified further stating that Water had a decrease of $15,600 in Public Works transfer, so those expenditure dollars were then moved into 4-inch water line replacement, which is an open area that is used for balancing water money. There was a small decrease of $2,100 in the Sewer Fund, and those extra dollars were moved to Lift Station 7. She stated that Public Works wishes to purchase an Asphalt Hot Box, and the City has the appropriate fund balance, so this purchase will now be approved. Mrs. Stokes stated that there were a couple of budget items of interest to the public. This past summer there has been an increase in development -related revenue activity, so water and sewer connection fee McCall City Council Regular Meeting Page 3 of 7 August 14, 2014 estimates have been increased. She stated that there are 22 new EDUs planned in the water fund for FY15 and 20 in the sewer fund. Also, there is an associated increase in building permit revenue, based upon current activity seen this year. Mrs. Stokes stated that regarding personnel, the tentative budget includes market equity adjustments for three positions (Network Administrator, HR Manager, and a Streets Superintendent). Also included in the FY15 tentative budget is a 1% merit increase for all employees, and regarding medical costs for employees, currently the budget includes a 13.29% increase that has gone out for bid to see if it can be lowered. Mayor Aymon opened the Public Hearing on the Proposed FY15 Budget at 6:11 p.m. No public comments were received. Councilor Witte moved to leave the Public Hearing open to accept written comments until August 28, 2014. Councilor Swanson seconded the motion. In a roll call vote Councilor Witte, Councilor Swanson, Mayor Aymon, Councilor Giles, and Councilor Scott all voted aye and the motion carried. BUSINESS AGENDA AB 14-153 Library Board of Trustees Appointment After the resignation of Anna Torti, Sean Gould has sent a letter of interest to the board to serve a term on the Library Board of Trustees. The unanimous vote of the Library Board is to recommend the appointment of Sean Gould to serve a term on the Library Board of Trustees. Councilor Witte moved to approve the appointment of Sean Gould to serve a term on the Library Board of Trustees set to expire in October of 2017. Councilor Scott seconded the motion. In a voice vote, all voted aye and the motion carried. AB 14-155 Proposed 1% Local Option Sales Tax Ordinance Review Gene Drabinski, City Manager, presented a revised version of the proposed 1% Local Option Sales Tax Ordinance, incorporating comments from the process review of the July 24, 2014 City Council Meeting along with several revisions and clarifications. There was a brief discussion regarding the changes suggested by staff Staff was directed to prepare a final ordinance and summary to be adopted at the August 28, 2014 City Council Meeting. AB 14-152 Joint Wastewater Working Group Update & MOU Review Gene Drabinski, City Manager, began the presentation with an overview of how the City and PLRWSD came to form the Joint Wastewater Working Group. The goal is to finish a Memorandum of Understanding (MOU) that outlines both parties' responsibilities, and so that both parties can work together on pending agreements and eventually form one entity. Nate Coyle, Special Projects Manager, continued the discussion by outlining the objectives of the MOU. The first objective of the MOU was to identify a way forward with handling disposal and entering a contract with PLRWSD for those disposal services. The second objective was to formalize the current McCall City Council Regular Meeting Page 4 of 7 August 14, 2014 Wastewater Working Group into a longstanding Advisory Group and to consider consolidation in the future. The third objective was to solidify a process and a timeline to consolidate the entities in the future. Mr. Coyle explained the components of the MOU, which were broken into responsibilities of the City, the District, and responsibilities that they will share. He explained that the City will largely be responsible for operation and maintenance of the treatment facility and consistent production of effluent while the District will be responsible for the disposal of effluent and operation and maintenance from the Point of Compliance forward. The District will also coordinate the application with DEQ for the Reuse Permit. He stated that both entities will share the responsibilities of maintaining their own collection systems and will comply with the Settlement Agreement. They will both work with the landowners to allow for successful slow -rate land application. Mr. Coyle explained that the MOU also outlines a process of collaboration that will allow for eventual consolidation of the two organizations. Councilor Swanson explained why consolidating the two organizations would make sense, especially due to the overlapping subdivisions, shared collection systems, etc. and how it would simplify responsibilities and allow the City and PLRWSD to better serve their customers. Councilor Giles asked if there was any money that needed to be paid to the District in relation to the Reuse Permit. Peter Borner, Public Works Director, replied that there would not be at this time because the issues surrounding the rates needed to be addressed first. He stated that there will be things that need to be done as a result of the Reuse Permit application such as relocation of wells, fences moved, water testing, and relocation of the mixing station with termination of the Simplot lease. Mr. Borner explained that this is outlined in the Settlement Agreement and earlier versions of the MOU in reference to the State Statute on how rates are developed. Through the Joint Wastewater Working Group, rates will be determined on the part of both organizations to handle effluent disposal as well as for the treatment of the effluent. Both rates will be aligned, meaning the rate for disposal will be the same for the District as it should be for the City. The rates for both groups will be incorporated into the rate study for water and sewer customers. Councilor Witte inquired about why the District will be operating the Winter Storage Pond. Mr. Borner explained that because the Reuse Permit is going to be with the District, and according to the MOU they will be responsible for disposal, they have the liability to comply with the terms of the permit, so it makes sense for the District to have responsibility for the operation of the Winter Storage Pond. The language of the MOU states that the City would still own the Winter Storage Pond and pay for repairs to it, but the District would handle the operation. Mayor Aymon asked Bill Nichols, City Attorney, if he had any issues with the MOU as it is written. Mr. Nichols replied that he had already provided comments to Mr. Coyle that had been discussed and the appropriate changes made. Mr. Coyle explained some of those changes. Councilor Witte asked about the Letters of Intent from the landowners that would become a 30-year contract. She wondered if that time period was too long to accommodate changes in effluent flow or available land for disposal. Mr. Borner explained that the 30-year length of contract is a DEQ requirement. Mr. Drabinski pointed out that eventually when the City and District's wastewater entities are consolidated it should take a great deal of the responsibility away from the city for disposal of effluent. McCall City Council Regular Meeting Page 5 of 7 August 14, 2014 Mr. Coyle agreed to take the feedback from this meeting back to the Joint Wastewater Working Group on August 26, 2014. AB 14-151 Contract Award For Lift Station 7 Replacement Project Peter Borner, Public Works Director, proposed to award the contract for the construction of Lift Station 7 to Granite Excavation. The bid was for $1.3 million. Competing bids were for $1.6 million and $2.1 million, so Mr. Borner thinks this is a good price for the work being done. He estimates the work will take approximately four to five months and will be started right after Labor Day. Councilor Giles moved to award the contract for the City of McCall Lift Station 7 Replacement Project contract to Granite Excavation, Inc. and authorize the Mayor to sign all necessary documents. Councilor Swanson seconded the motion. In a roll call vote Councilor Giles, Councilor Swanson, Mayor Aymon, Councilor Scott, and Councilor Witte all voted aye and the motion carried. AB 14-149 T-O Engineers General Consulting Services Agreement Renewal Nate Coyle, Airport Manager, discussed the renewal of the General Consulting Services Agreement with T-O Engineers. This agreement has been renewed annually since December of 2010. The current agreement expires on September 1 and the term is through December 31, 2015 to align with the five- year timeframe for a qualification -based selection for consultant services. The cost will be $1,000 per month for services (no increase over the previous year). Councilor Scott moved to approve the agreement for general consulting services from T-O Engineers with the duration amended to 16 months as stated in Paragraph 5.0 and authorize the Mayor to sign all necessary documents. Councilor Giles seconded the motion. In a roll call vote Councilor Scott, Councilor Giles, Mayor Aymon, Councilor Swanson, and Councilor Witte all voted aye and the motion carried. Upcoming Meetings Schedule Discussion There was a brief discussion regarding the upcoming meetings' schedule. CONSENT AGENDA Staff recommended approval of the following items: 1. Council Regular Minutes — May 8, 2014 2. Payroll Report for Period ending July 18, 2014 3. Payroll Report for Period ending August 1, 2014 4. Warrant Registers A brief discussion took place regarding the Warrant Register and corrections to the minutes. Councilor Scott moved to approve the Consent Agenda as amended. Councilor Witte seconded the motion. In a voice vote all members voted aye and the motion carried. McCall City Council Regular Meeting August 14, 2014 Page 6 of 7 EXECUTIVE SESSION At 8:48 p.m., Mayor Aymon 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; and • 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. Councilor Swanson seconded the motion. In a roll call vote Mayor Aymon, Councilor Swanson, Councilor Giles, Councilor Scott, and Councilor Witte all voted aye and the motion carried. Council discussed personnel issues. RETURN TO OPEN SESSION At 9:30 p.m., Mayor Aymon moved to return to Open Session. Councilor Swanson seconded the motion. In a voice vote, all voted aye and the motion carried. ADJOURNMENT Without further business, the Mayor adjourned the meeting at 9:31 p.m. ATTEST: BessieJo _ner, City C erk McCall City Council Regular Meeting Page 7 of 7 August 14, 2014