HomeMy Public PortalAbout2015.11.19 Regular MinutesMINUTES
McCall City Council
Regular Meeting
McCall -Donnelly High School Annex
November 19, 2015
Call to Order and Roll Call
Pledge of Allegiance
Approve the Agenda
Work Session
Public Comment
Business Agenda
Consent Agenda
Adjournment
CALL TO ORDER AND ROLL CALL
Mayor Aymon called the regular meeting of the McCall City Council to order at 5:31 p.m.
Mayor Aymon, Councilor Giles, Councilor Scott, Councilor Swanson, and Councilor Witte
all answered roll call.
City staff members present were Nate Coyle, City Manager; Bill Nichols, City Attorney; Linda
Stokes, City Treasurer; Kurt Wolf, Arborist; Peter Borner, Public Works Director; Carol Coyle,
Grant Coordinator; BessieJo Wagner, City Clerk; and Lisa Kundrick, Deputy City Clerk.
Mayor Aymon led the audience in the Pledge of Allegiance.
APPROVE THE AGENDA
Councilor Swanson moved to approve the agenda as submitted. Councilor Giles seconded
the motion. In a voice vote all members voted aye and the motion carried.
WORK SESSION
1
AB 15-222 Capital Asset Management Policy Discussion
Linda Stokes, Treasurer, presented a continued discussion on Capital Asset Management Policy
from the work session on September 25. Mrs. Stokes began by recalling that capital asset
management is a series of policies, not just a single capital improvement plan that includes
capital budgeting, project management, and asset maintenance. Mrs. Stokes defined the capital
improvement plan as a long-term plan for capital expenditures, a means of mapping out future
delivery and required funding, a way of demonstrating to the public the serious nature of
expenditures, and a way to execute City planning documents.
McCall City Council Regular Meeting
November 19, 2015
Page 1 of 6
Mrs. Stokes then described the scope of the capital improvement plan. The current threshold for
capital expenditures is $10,000. Mrs. Stokes presented the question of whether $10,000 is still
the appropriate threshold or if it should it be higher. The lower the amount the more scrutiny
there will be on projects. The Information Systems department may be involved in the process.
She stated that there would also be a review committee. The question was brought up at the last
meeting as to the role of citizens. Should they be on the review committee, or would there be a
different committee of citizens? Mrs. Stokes suggested this as a topic for future discussions.
There are also opportunities for citizen input at the planning process.
Mrs. Stokes explained that the capital improvement plan has always been balanced before going
to Council. The plan should also include an "unfunded list" in case extra dollars are found and
projects can be moved up the list. Another part of the capital improvement planning process is
identifying the City's funding strategy and creating capital reserves; for example, for one-time
expenses; therefore dollars can be held in reserve and applied to capital as needed.
Mrs. Stokes discussed the definition of a capital asset. At the last work session there was some
confusion as to the difference between a capital asset and a capital project. Mrs. Stokes revealed
the line of thinking that a capital project results in a capital asset. For a project to be part of the
capital improvement plan it must have a useful life of greater than five years and it would also
extend the life of the asset. Roads, infrastructure, and repairs can be capital projects.
Mrs. Stokes added that after a capital improvement plan is in place, the plan needs to be funded.
That is where the capital budgeting process takes place. The amount required for next year's
capital becomes the budget and the plan extends into the future for the rest of the capital
improvement plan. Budgeting is a matter of allocating funds for next year's capital. A component
of the capital improvement policy should include some language to offer guidance; for example,
if a bid comes in under budget, or if there is cost savings on a project, what is done with the extra
funds. Also the opposite may apply when projects cost more than what was budgeted.
Mrs. Stokes then discussed capital project management. How does the City manage capital
projects? This begins by defining the project manager and their role in the process. This can be a
department head, Staff, or a contractor. Some of the responsibilities of the project manager
include defining the schedule, sending out requests for proposal, ensuring the preliminary work
is completed, etc. The project manager will ensure milestones are met on time and the project
comes in within budget, which is a very important role.
Mrs. Stokes then turned to the topic of capital asset maintenance. She noted that it is important
not to defer maintenance or asset replacement as it reduces the City's ability to provide services
and threatens public safety. Deferred maintenance increases costs and liabilities. Strategies for
funding maintenance of assets are just as important as funding assets. Putting these funding
policies in place will help avoid unfunded liability from deferred maintenance. Mrs. Stokes noted
that it is also important to communicate progress in this area with the public; for example, like
what would be done with local option tax funding.
In summary, Mrs. Stokes stated that the capital improvement policy supports long-term planning,
aids in producing funding strategies, and helps keep the City's assets in good condition. It also
demonstrates to the public that the City takes major expenditures very seriously. In addition, it
also executes adopted planning documents.
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November 19, 2015
Mrs. Stokes stated that as part of the next steps, the policy will be presented to Council in
December of 2015. Draft procedures and scoring criteria will be presented in January. Staff will
start to implement the CIP process in February 2016, after which the process will be vetted by
Council to use on FY17 budget planning.
Following the presentation, Council agreed that the process should be kept as fluid as possible,
allowing for greater flexibility instead of constraint. Mrs. Stokes commented that the process can
be as brief or detailed as the Council wishes.
The Council thanked Mrs. Stokes for her work on the CIP process so far.
PUBLIC COMMENT
Mayor Aymon called for public comment at 6:05 p.m.
Hearing no comments, Mayor Aymon closed the public comment period.
BUSINESS AGENDA
AB 15-213 Request for Approval of Tree City USA Growth Award and 2015
Recertification Application
Kurt Wolf, City Arborist, requested Council's approval on applying for recertification as a Tree
City USA and to earn enough points to qualify for the Growth Award. The award was used last
year but the City will be able to use it again this year with this recertification.
Councilor Scott moved to approve the application for the City of McCall for Tree City
USA and Growth Award and authorize the Mayor to sign all necessary documents.
Councilor Giles seconded the motion. In a roll call vote Scott, Councilor Giles, Mayor
Aymon, Councilor Swanson, and Councilor Witte all voted aye and the motion carried.
AB 15-217 FY 2017 Local Rural Highway Investment Program (LRHIP) Grant
Application for Commerce Street Reconstruction
Carol Coyle, Grant Coordinator, presented the FY 2017 Local Rural Highway Investment
Program (LRHIP) grant application for Commerce Street reconstruction to Council. Mrs. Coyle
explained the opportunity to apply for the FY16 LRHIP funding program to be used specifically
for the upcoming Commerce Street reconstruction. This is excellent timing to apply for funding
for this street as it is already slated for reconstruction with future Local Option Tax funding, and
the grant application may be more appealing with the City being able to produce matching funds.
Mrs. Coyle passed out the cost estimate prepared by the City Engineer for Commerce Street. The
project would consist of 2 miles of road reconstruction to include stormwater management,
multi -modal facilities, and water system improvements. LRHIP has funding available for
construction projects up to $100K. Park Street was done with this funding in the past. The
council that reviews these grant applications will make a decision in March.
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November 19, 2015
Councilor Giles moved to approve the submission of a FY2017 Local Rural Highway
Investment Program grant application 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 voted aye and
the motion carried.
AB 15-216 Request for approval of the purchase of a Half Ton Pickup Truck — Bid
Number PW 16-05 Award
Peter Borner, Public Works Director, presented bid proposals to the Council, of which there were
three. The first bid was for a half -ton pickup truck. This year there were no specific trucks
available through the State Procurement Site in Boise so Mr. Borner asked for bids from local
Ford dealers. Only one bid was received from a dealer in Cascade. The lone bid was for $27,000
and was over budget, so this bid will be rejected. Mr. Borner stated he would go back to the State
Procurement Site and purchase a truck from a dealer in Twin Falls, where the same truck can be
had for $6,000 less. Mr. Borner would like to reject this bid and get approval to get a truck on the
State Procurement Site.
Councilor Scott moved to reject the Notice of Award from Bob Bates Ford for the purchase
of a Half -Ton Pickup Truck. Councilor Witte seconded the motion. In a roll call vote
Councilor Scott, Councilor Witte, Mayor Aymon, Councilor Giles, and Councilor Swanson
voted aye and the motion carried.
AB 15-214 Request for approval of the purchase of a One Ton Pickup Truck — Bid Number
PW 16-04 Award
Peter Borner, Public Works Director, reported that no bids were received on this request. There
was no motion as there were no bids to reject or approve.
AB 15-215 Request for approval of the purchase of a Crack Sealing Trailer — Bid Number
PW 16-03 Award
Peter Borner, Public Works Director, presented the request for approval of the purchase of a
Crack Sealing Trailer — Bid Number PW 16-03 Award to Council. The low bidder was Specialty
Supply but they did not meet the specifications of the bid. The specifications were written for an
older model. Mr. Borner asked to reject all the bids, and the specifications will be rewritten so
they are broadened and they can accept other bids from other suppliers. Mr. Borner stated that
this crack sealing machine will not be needed until at least March of 2016, so there is time to get
the right machine.
Councilor Witte moved that we reject all bids for purchase of the crack sealing trailer.
Councilor Swanson seconded the motion. In a voice vote Councilor Witte, Councilor
Swanson, Mayor Aymon, Councilor Giles, and Councilor Scott voted aye and the motion
carried.
AB 15-218 Request to adopt Resolution No. 15-17 to Ratify of the 2015General Election
Results
BessieJo Wagner, City Clerk, presented Resolution 15-17 to ratify Valley County's canvass of
the November 3, 2015 General Election. Nic Swanson and Jackie Aymon were reelected as
Council members and Mayor respectively along with passage of the Local Option Tax.
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November 19, 2015
Total votes cast
For Jackie Aymon
Total votes cast
For Colby Nielsen
Total votes cast:
For Nic Swanson
885
514 58.08% Result - Elected
885
420 47.46% Result - Not Elected
885
590 66.67% Result - Elected
For the referendum of Ordinance 936 for imposition and collection of non -property taxes in the
form of 1% sales tax and an additional 3% lodging tax the results were:
Total votes cast 885
Votes for 579 65.42%
Votes against 306 34.57% Results — Passed
For the initiative relating to an increase in the minimum wage paid to employees by employers in
the city of McCall, Idaho the results were:
The total number of votes cast at said election for and against the initiative:
Total votes cast 885
Votes for 409 46.21%
Votes against 470 53.10% Results — Failed
Councilor Giles moved to adopt Resolution 15-17 ratifying the Valley County
Commissioners canvass of the November 3, 2015 General Election and authorize the
Mayor to sign all necessary documents. Councilor Scott seconded the motion. In a roll call
vote Councilor Giles, Councilor Scott, Mayor Aymon, Councilor Swanson, and Councilor
Witte voted aye and the motion carried.
AB 15-221 Access Management Policy Review
Public Works Director, Peter Borner, presented the first draft of the Access Management Policy.
The policy begins with classification of streets, and then discusses access onto each classification
of streets. Council asked questions about different streets and different scenarios that already
exist in the City to see how the policy would work with each classification of streets.
Mayor Aymon asked about lot splitting and how the separate lots would be accessed. Mr. Borner
stated that ideally access should be shared between the lots when possible to avoid having three
separate driveways out to the street. Councilor Swanson thought sharing driveways to smaller
streets seems like it would make driveway management difficult, and Council agreed, although
for larger arterial streets it makes sense.
Mayor Aymon asked if the current street inventory needs to be evaluated. Mr. Borner replied that
it does because classifications need to be assigned to every street in inventory.
Council discussed whether the policy was too restrictive for the smaller classifications of streets
but agreed that access definitely needs to be managed on the larger collectors and arterials.
Mr. Borner stated the proposed policy has yet to be reviewed with Community Development,
where further comments will be made, and another revision should be ready by mid -December.
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November 19, 2015
Council requested having a large map for next discussion showing the street classifications in
detail.
AB 15-220 Local Option Tax Implementation Update
Nate Coyle, City Manager, updated Council on the status of Local Option Tax (LOT)
implementation within the various departments of the City. Mr. Coyle stressed that going
forward it is important to be transparent about how much revenue the City is collecting and how
it is being used. The City Clerk is communicating with local agencies on how to submit
collections. Interviews for a LOT administrator are taking place and the position should be filled
next week. Public Works is working on the design process on implementing the first project,
Commerce Street. The Finance Department is involved with the discussion on how to keep costs
and revenue shared with the Community. The newly hired Communications Manager will also
help with the communications element. Carol Coyle, Grant Coordinator, will be looking for
funding opportunities to leverage grant money. The Information Systems Department also has a
master plan to support growth.
Upcoming Meetings Schedule Discussion
Council discussed items for upcoming meetings. Mayor Aymon will give an update on the
Legislative Committee at the December 17 meeting. City Manager Coyle proposed a special
work session on December 18 for an update on Joint Wastewater Advisory Group planning
projects.
CONSENT AGENDA
Staff recommended approval of the following items:
1. City Council Special Minutes -- March 4, 2015
2. City Council Regular Minutes -- June 25, 2015
3. City Council Regular Minutes -- November 5, 2015
4. City Council Special Minutes-- November 13, 2015
5. Payroll Report for Period Ending November 6, 2015
6. Alcohol and Catering Licenses Report
7. Warrant Registers
Councilor Scott moved to approve the consent agenda as presented. Councilor Swanson
seconded the motion. In a voice vote all members voted aye and the motion carried.
ADJOURNMENT
Without further business, the Mayor adjourned the meeting at 6:58 p.m.
ATTEST:
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McCall City Council Regular Me
November 19, 2015
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J kie J. A4on; Mayor
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