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HomeMy Public PortalAbout2015.03.13 Regular MinutesMINUTES McCall City Council Regular Meeting (Rescheduled from March 12, 2015) McCall City Hall -- Legion Hall March 13, 2015 Call to Order and Roll Call Approve the Agenda Pledge of Allegiance Public Comment Business Agenda Work Session Consent Agenda Committee Minutes 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 9:08 a.m. Mayor Aymon, Councilor Giles, Councilor Scott, and Councilor Witte all answered roll call. Councilor Swanson was absent. City staff members present were Gene Drabinski, City Manager, Bill Nichols, City Attorney; Linda Stokes, City Treasurer; Dennis Coyle, Parks and Recreation Director; Peter Borner, Public Works Director; Traci Malvich, HR Manager; Nathan Coyle, Airport Manager; Eric McCormick, Golf Superintendent; Justin Williams, Police Chief; Erin Roper, Communications Coordinator; Carol Coyle, Grant Coordinator; Denise Tangen, Deputy City Clerk; and Lisa Kundrick, Deputy City Clerk. Guest speakers present were McKenzie Christensen and Sherry Maupin from the McCall Area Chamber of Commerce and David Carey from Hotel McCall. APPROVE THE AGENDA Mayor Aymon moved to approve the agenda as submitted. Councilor Giles seconded the motion. In a voice vote all members voted aye and the motion carried. Mayor Aymon led the audience in the Pledge of Allegiance at 9:09 a.m. McCall City Council Regular Meeting March 13, 2015 Page 1 of 7 PUBLIC COMMENT Mayor Aymon called for public comment at 9:10 a.m. Dean Martens, 321 Cece Way, Rio Vista, read a complaint letter on the removal of nine Ponderosa pine trees on a lot in the neighborhood. Mayor Aymon closed the public comment period. BUSINESS AGENDA AB 15-34 -- Request to award Bid Number PW 15-01 - Four Ton Asphalt Hot Box Peter Borner, Public Works Director, presented a request to award a bid for purchase of a four - ton asphalt hot box. The City received three bids, but the low bid was from KM International. The bid was $10,000 under the other two bidders, yet appears to be a quality product. This dispenses hot asphalt and would be largely used for pothole repair, and would also make it possible to do hot asphalt repairs in the winter. The purchase was budgeted for the current year. Councilor Giles moved to award Bid Number PW15-01 to KM International and authorize the Mayor to sign all necessary documents. Councilor Witte seconded the motion. In a roll call vote Councilor Giles, Councilor Witte, Councilor Scott, and Mayor Aymon all voted aye and the motion carried. AB 15-35 -- Request to award Bid Number PW 15-02 - Valve Exercise & Vacuum Tank Trailer Peter Borner, Public Works Director, presented another request to award a bid for purchase of a valve exerciser and vacuum tank trailer, which was also in the budget for this year. The device will be used to clean out valve boxes and exercise valves hydraulically. The exerciser is a larger unit with a 250-gallon debris body so it can also be used to clean out lift stations and the chlorine contact basin, as well as the storm drain system, so there is benefit to the Sewer and Streets Departments as well as the Water Department. Councilor Witte moved to award Bid Number PW15-02 to Industrial Systems, Inc. and authorize the Mayor to sign all necessary documents. Councilor Scott seconded the motion. In a roll call vote Councilor Witte, Councilor Scott, Mayor Aymon, and Councilor Giles all voted aye and the motion carried. Upcoming Meetings Schedule Discussion Council reviewed the Upcoming Meetings Schedule. WORK SESSION AB 15-37 -- How to Define Events in the City of McCall McCall City Council Regular Meeting March 13, 2015 Page 2 of 7 Gene Drabinski presented on behalf of BessieJo Wagner, City Clerk. The purpose of this discussion was to attempt to define the scope of events that take place in McCall throughout the year and determine the costs and benefits to the City. Dennis Coyle, Parks and Recreation Director, discussed the cost impact to the Parks Department associated with events. There is a reservation fee structure for events in the parks. Some are fixed costs and others are negotiated, depending on the event. Mr. Coyle gave a breakdown of costs for an average Fourth of July or Winter Carnival event and hours of labor involved. The Parks Department is impacted by about $17,000 to $22,000 each year per event. Vandalism repair and garbage cleanup are the biggest expenses in labor. Justin Williams, Chief of Police, discussed the Police Department's responsibilities during Winter Carnival and Fourth of July. Chief Williams noted that the clientele for the Fourth of July is vastly different than Winter Carnival -- the audience is younger, rowdier, and there is more alcohol consumption requiring increased Police manpower staffing. The total cost for law enforcement personnel was approximately $19,000 for 2014, which includes the City Police Department as well as the State Police who provide 20 additional officers. There are additional costs for food and housing for the State Police for a week. The drain on the Police Department is significant. Peter Borner, Public Works Director, discussed Public Works' involvement in City events. Public Works' biggest impact is Winter Carnival when they deliver snow for sculptures and provide assistance to the Police Department for the parade. Costs were about $12,000 for Winter Carnival -- about $4,000 in wages and $8,100 in vehicle and equipment usage. Fourth of July costs are mostly related to setting up barricades. Eric McCormick, Golf Course Superintendent, discussed the Golf Course's role in events. The Golf Course is basically a park in the winter so there are already costs associated with having people on the property. The vendor for the snowbike races pays a fee to use the Golf Course. There is damage from the Fourth of July that is usually vandalism, stolen flags, or the turf on the greens gets destroyed. Mr. McCormick stated that he picks up more trash from the daily dog walkers than from having the snowbike races. Denise Tangen, Deputy City Clerk discussed the time spent by the City Clerk's Office in licensing and issuing permits. The event coordinators for various events (such as the Chamber of Commerce) do a lot of the work for the City. Private events cost the City Clerk's Office time as well, such as private events that require alcohol, live music, catering, etc. Mrs. Tangen explained the various types of permits required by the City and their costs. Mrs. Tangen stated that there are permits that are sold directly to vendors for some events and others that fall under the Street Carnival category and are managed by another coordinator, such as the Chamber. The benefit of having the Chamber handle their own permits within their vendor area is that they greatly reduce the City's licensing workload. Nate Coyle, Airport Manager, addressed the airport usage during events. There is a fee structure that covers usage, so when there is an increase in traffic it is covered by the fees. McCall City Council Regular Meeting Page 3 of 7 March 13, 2015 McKenzie Christensen of the Chamber talked about the typical vendors that fill their two vendor areas. The Chamber spends about $60,000 as a nonprofit to host the Winter Carnival, which nets about $15,000 in revenue that goes into an event fund that pays for the Fourth of July Fireworks and equipment such as portable toilets. The revenue is just enough to stay ahead of the event costs. The Chamber has been trying to figure out an actual amount of how much the whole community makes on the Carnival. The Chamber is conducting an Economic Impact Study, specifically on Winter Carnival, so they can see how much money is made, return on investment, and economic benefit, etc. to see if it is worth the work that goes into it. The draft should be finished by late April. Ms. Christensen acknowledged that these large events, particularly the Fourth of July, can be quite difficult to manage with the unruly crowds and those who spend very little money when visiting, but she thinks the benefits far outweigh the costs in terms of those who will return and bring their families and bring back repeat business to McCall, or even possibly relocate to the area. Carol Coyle, Grant Coordinator, commended the Chamber on conducting the Economic Impact Study. She noted that Boise is growing and likewise more visitors will come to McCall. Mrs. Coyle stated her concern that McCall will not be able to keep up with the growth to accommodate the increased visitors in the future. Sherry Maupin, President of the Chamber of Commerce, discussed what she learned at the recent Mountain Town and Resort Planning Conference held in McCall. Ms. Maupin recommended embracing tourism as McCall's primary economic base and finding ways to grow by capitalizing on tourism. She stressed that it is not realistic to try to attract specialized businesses, but rather to concentrate on tourism and growing within that industry. She stressed the need for a discussion on how to better promote and regulate tourism. David Carey, Hotel McCall acknowledged the problems associated with Fourth of July and Winter Carnival. He felt that residents and business owners should embrace these events and realize it is only for a few days. Also, the revenue helps make up for the slow times throughout the year. Mr. Carey stated that he is frequently approached by people and organizations who want to use Depot Park for events. Mr. Carey stated he is not sure why he needs a permit for every event, especially those not involving alcohol, and he thought it even more extreme to require a permit for a tenant like Salmon River Brewery who is already renting the property. Mrs. Tangen added that The Code states that any event held outdoors in City Limits needs permission from the City. City Manager Drabinski added that Staffs recommendation is for no permit to be required for events on private property that have no effect on City services and would not be serving alcohol. Councilor Giles thanked the three guest speakers for their input. He felt there should be limited involvement on private property with the exception of events involving alcohol. Councilor Scott also felt that the City should not require permits for events on private property. McCall City Council Regular Meeting Page 4 of 7 March 13, 2015 The Council agreed that events with alcohol would still require permits. Police Chief Williams added that events involving alcohol have different needs and also have State requirements. Police Chief Williams elaborated on some of the complications that come with serving alcohol at an event. City Manager Drabinski summarized direction to Staff He stated it was his understanding from this conversation that a modification or reduction of requirement for permitting for events on private property would be appropriate, and that the impact to the public and City Services should be examined. He added that perhaps some events should be handled on a case -by -case situation and fees assessed appropriately. He conveyed on behalf of BessieJo Wagner, City Clerk, her recommendation that, for events on public property, the City have a fee structure much like the Parks Department where the cost is $150 for an event for 50 or fewer people and $300 for events with more than 50 people. City Manager Drabinski suggested preparing a draft model of this idea. Dennis Coyle, Parks and Recreation Director, explained park reservations fees. Reservations range from large events like the Arts & Crafts Fair that occupies all of Fairway Park for three days to the small ones such as a small family reunion. The third type of fee is a negotiated fee. The fee is based on how the event impacts City services (extra garbage, etc.), which also comes with a damage deposit. For the Parks and Recreation Department, it is not the event itself but how it is addressed in the budget. Mr. Coyle explained that the fees from private events can often cover the entire expenses, but sometimes in the case of larger public events there is no way to recoup the costs. Councilor Scott revealed her philosophy that it was that the City's duty to provide services, even though there may be a large portion of the public attending that require more services and yet are not contributing to the local economy. She noted, however, that McCa11's economy is driven by visitors, and anything that can be done to encourage visitors and tourism is necessary. Councilor Witte also stated that the City needs to provide services, but the challenge is paying for it. Councilor Witte did not feel it was necessary to place the burden on those in the community, yet the responsibility to pay is still there. Councilor Giles stated that he agreed with Councilors Witte and Scott. If the Chamber did nothing, there would still be a huge Fourth of July celebration and the City would have the responsibility to pay for services. Councilor Giles stressed that these events need to be funded responsibly with some balance and in working in partnership with groups like the Chamber. Dean Martens suggested that LOT money be used to help with the direct costs associated with these events. Mayor Aymon thought that was a great idea and asked Staff to formulate a LOT application that would set aside some portion of the money to help with the event costs. The Council agreed that it was a good idea. McCall City Council Regular Meeting Page 5 of 7 March 13, 2015 CONSENT AGENDA Staff recommended approval of the following items: 1. City Council Regular Minutes — August 14, 2014 2. City Council Regular Minutes — August 28, 2014 3. Payroll Report for Period ending February 27, 2015 4. Warrant Registers 5. Monthly Department Reports Councilor Scott moved to approve the consent agenda as presented. Councilor Giles seconded the motion. In a voice vote all members voted aye and the motion carried. REPORTS Department reports were submitted to Council with the Consent Agenda. The Council received copies of the following Committee Minutes: 1 Airport Advisory Committee — October 2, 2014 2. Airport Advisory Committee — January 8, 2015 3 Library Board of Trustees — January 20, 2015 4. McCall Centennial Committee — November 13, 2014 5. McCall Improvement Committee — January 15, 2015 6. Planning & Zoning Commission — March 3, 2015 7. Parks and Recreation Advisory Committee — May 15, 2013 8. Parks and Recreation Advisory Committee — June 19, 2013 9. Parks and Recreation Advisory Committee — October 16, 2013 10. Parks and Recreation Advisory Committee — December 18, 2013 11. Parks and Recreation Advisory Committee — August 20, 2014 EXECUTIVE SESSION At 11:34 a.m. Councilor Scott 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; Mayor Aymon seconded the motion. In a roll call vote Councilor Scott, Mayor Aymon, Councilor Giles, and Councilor Witte all voted aye and the motion carried. Council discussed possible land acquisition at the airport. McCall City Council Regular Meeting Page 6 of 7 March 13, 2015 RETURN TO OPEN SESSION At 11:43 a.m. Councilor Scott moved to return to Open Session. Councilor Giles seconded the motion. In a voice call vote, all voted aye and the motion carried. AB 15-36 -- Approval Request for Letters of Intent to Purchase Land Adjacent to the McCall Municipal Airport The intent of this agenda bill is to request approval of written letters of intent to purchase property adjacent to the McCall Municipal Airport. The letters were shared with Council during the executive session. Councilor Scott moved to authorize four offers to purchase real property in Airport Improvement Project 022 as recommended by staff. Councilor Witte seconded the motion. In a roll call vote Councilor Scott, Councilor Witte, Councilor Giles, and Mayor Aymon all voted aye and the motion carried. ADJOURNMENT Without further business, the Mayor adjourned the meeting at 11:44 a.m. ATTEST: BessieJo Wdgiier, Cit ler McCall City Council Regular Meeting Page 7 of 7 March 13, 2015