HomeMy Public PortalAbout2016.08.25 Regular MinutesMINUTES
McCall City Council
Regular Meeting
McCall City Hall -- Legion Hall
August 25, 2016
Call to Order and Roll Call
Pledge of Allegiance
Approve the Agenda
Work Session
Public Hearing
Public Comment
Consent Agenda
Business Agenda
Adjournment
CALL TO ORDER AND ROLL CALL
Mayor Aymon called the regular meeting of the McCall City Council to order at 5:32 p.m.
Mayor Aymon, Council Member Giles, Council Member Swanson, and Council Member
Witte all answered roll call. Council Member Scott was absent.
City staff members present were Nate Coyle, City Manager; Bill Nichols, City Attorney;
BessieJo Wagner, City Clerk; Erin Greaves, Communications Manager; Linda Stokes, City
Treasurer; Michelle Groenevelt, Community Development Director; Delta James, City Planner;
Carol Coyle, Grant Coordinator; Dennis Coyle, Parks and Recreation Director; Jay Scherer,
Airport Manager; Eric McCormick, Golf Course Superintendent; Cris Malvich, Streets
Superintendent; Traci Malvich, Human Resources Manager; Stacy LaFay, Wastewater
Treatment Operator; Nathan Stewart, City Engineer
Mayor Aymon led the audience in the Pledge of Allegiance.
APPROVE THE AGENDA
Council Member Witte moved to approve the agenda as submitted. Council Member
Swanson seconded the motion. In a voice vote all members voted aye and the motion
carried.
McCall City Council Regular Meeting
August 25, 2016
Page 1 of 9
WORK SESSION
AB 16-202 An Update on the Employee Benefit / Health Insurance Options and Status for
FY17 Budget
Human Resource Manager Traci Malvich gave an update on health insurance renewal options for
FY17 budget. She presented quotes from BlueCross, Cigna, and PacificSource explaining the
differences between them. Cigna is a level funded/partial self -funded plan with the same
deductibles and out of pocket expenses as what the City currently has and provides $105,000 in
savings. Blue Cross dropped its increase from 23% to 21% with the exact same plan as the
current plan creating a savings of $16,808. Blue Cross was asked to provide a second quote for
higher deductibles which brought the savings up to $82,400. Pacific Source had an 11% increase
with a change in co -pays and a pharmacy benefit but basically the same plan as the City
currently has. Those savings came in at $97,400. Don Reiman, the City's health insurance broker
presented additional details to the Council on the different options. Staff s recommendation was
to go with the Cigna quote.
AB 16-196 FY17 Economic Development Funding Options
Community Development Director Michelle Groenevelt presented the proposal for the FY17
Economic Development Fund. The $8,000 in FY16 has been carried forward and $8,000 is
planned in FY17 which totals $16,000 for economic development. She also reminded the
Council of a previous discussion of a department title change that would better reflect the work
done and of future internal restructuring.
Council Member Swanson was concerned with the amount of money available as it would limit
the type of projects or programs that could benefit. He thought that with the amount of funds
available, the City Grant Business Enhancement Program and Development Incentive Program
would benefit the most. Council Member Witte was supportive particularly if the funding is
coming from grants with specific criteria but cautioned against using those funds to develop a
program for an individual business. She did not feel using general funds for a single individual or
business was the best use for those dollars, but rather put it towards educational purposes was a
more attractive use. Mayor Aymon would like to see some of the sidewalks completed and
partner with Urban Renewal Agency to create a waterfront development plan.
There was some general discussion as to how each of the different projects and programs would
work, and how the Council's economic development funds should be spent. The discussion
included the request from the Housing Trust and the Valley County Economic Development
Council. Council Member Swanson and Director Groenevelt both discussed the importance of a
housing strategy development plan before directing any funds in that direction.
PUBLIC HEARING
AB 16-201 Request to Approve Resolution 16-20 to adopt McCall City Code Title 4
Business Regulation Fee Schedule
Mayor Aymon opened the public hearing at 6:30 p.m.
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August 25, 2016
Page 2 of 9
City Clerk BessieJo Wagner presented the request to approve Resolution 16-20 to adopt McCall
City Code Title 4 Business Regulation Fee Schedule. At the August 11, 2016 City Council
Meeting staff presented a fee schedule for Title 4 to add a new fee for Craft Fairs and Bazaars,
and to add a fee for a 5 year business license. Council reviewed the fees and requested that the
fee for Craft Fairs be $50 as opposed to $100. Staff has made those changes and requests that
Council review the attached fee schedule. The City complied with Idaho Code 63-1311A, by
placing a Public Notice in the Star -News on August 11 and August 18, 2016 announcing a public
hearing on August 25, 2016 to consider changes to the business regulations' fee schedule in the
City Clerk Department
Hearing no comments, Mayor Aymon closed the public hearing at 6:30 p.m.
Council Member Swanson moved to approve Resolution 16-20 adopting McCall City Code
Title 4 Business Regulation Fee Schedule and authorize the Mayor to sign all necessary
documents. Council Member Giles seconded the motion. In a roll call vote Council Member
Swanson, Council Member Giles, Mayor Aymon, and Council Member Witte all voted aye
and the motion carried.
PUBLIC COMMENT
Mayor Aymon called for public comment at 6:30 p.m.
City Manager Nate Coyle recognized Dennis Coyle Parks and Recreation Director and his
pending retirement.
Hearing no comments, Mayor Aymon closed the comment period at 6:35 p.m.
CONSENT AGENDA
Staff recommended approval of the following items:
1. Council Regular Minutes — August 11, 2016
2. Payroll Report for Period ending August 12, 2016
3. Clerk's License Report
Council Member Witte moved to approve the Consent Agenda as submitted. Council
Member Swanson seconded the motion. In a voice vote all members voted aye and the
motion carried.
BUSINESS AGENDA
AB 16-193 McCall Area Planning and Zoning Commission Will Present their Annual
Report to City Council
City Planner Delta James introduced Fallon Fereday, Planning and Zoning Commission Chair,
who presented the McCall Area Planning and Zoning Commission's annual report. There has
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August 25, 2016
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been 83 applications, and some code amendments to garages, and outdoor lighting. The annual
shore line tour is scheduled for September 12th.
City Planner James announced that a Planning and Zoning position has come open. The current
holder, Scott Tunnel, would like to renew but it is open for additional applications.
AB 16-205 Adoption of the FY17 Annual Appropriations Budget
City Treasurer Linda Stokes presented the FY17 Annual Appropriations Budget. Council
adopted a tentative budget in the amount of $23,494,430 on July 15, 2016. The FY17 Tentative
Budget includes the growth and annexation property tax amounts from the County Clerk, the 3%
property tax increase, and no foregone amount.
The public hearing for the FY17 proposed budget was held August 11, 2016; there were no
public comments was made at that time. The public hearing was continued until August 25, 2016
for written comment only. As of today, August 18, no written comment has been received.
There was discussion at the July 15, 2016 budget work session regarding the LOT Commission's
recommended funding. Council considered moving $5,000 from the McCall Area Snowmobile
Club to fund $5,000 of Community Development's Pathway Finding project leaving $3,000 on
the contingency list.
Receiving no public comments, Mayor Aymon closed the public hearing for written
comments on the FY17 Budget at 6:55 p.m.
Council Member Swanson moved to reallocate $5,000 from McCall Area Snowmobile Club
Trail Grooming Operations to City Community Development Pathway Wayfinding
Implementation within the FY17 LOT Commission funding and authorize the Mayor to
sign all necessary documents. Council Member Witte seconded the motion. In a roll call
vote Council Member Swanson, Council Member Witte, Mayor Aymon, Council Member
Giles all voted aye and the motion carried.
AB 16-204 Communications Procedure Review
City Manager Nate Coyle presented the communication procedure review. Recently the
Communications Manager Erin Greaves was asked to develop an internal city procedure for use
by staff with better definition in the way in which city staff communicates with the public.
Although this procedure is primarily for internal staff utilization, City Manager Coyle felt it is
important for the Council to have an opportunity to review the procedure, and provide input
where needed. Specifically, asking for input from the Council where they felt it may be included
within the plan as it would be beneficial for inclusion. City staff members have reviewed the
plan and comments from staff members have been incorporated.
Communication Manager Erin Greaves gave an overview pointing out some key points. The goal
is to contain the information flow that comes out of the City, and make sure everyone is
informed and communicating in a clean and consist way. The City is now relying on multiple
non tradition communication outlets but still maintains a strong connection to our local media
services, and it is important that staff is educated on the different types of digital media available
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August 25, 2016
and utilizes it in a consistent method. Manager Greaves would like to be involved in all projects
in all departments so that she can be informed on what is going on in the City to be better able to
promote for the City. This also provides another tool in keeping the City Manager on top of
current happenings around the community by the all the departments. Part of the communication
effort is to create branding for the City and to make sure the City is recognized for all its work in
the different events and in the community as a whole. Another part of this branding effort is
keeping all documents looking uniform and consistently the same, including the font, on all of
the City's communications. Additional discussion was made on event and crisis response
including a direct phone number for the community to call to receive information, updating the
Council, and a variety low tech ways of informing the community.
AB 16-194 National Endowment for the Arts "Our Town" grant application for public art
Grant Coordinator Carol Coyle along with City Planner Delta James presented the National
Endowment for the Arts "Our Town" grant application for public art grant program which
supports creative place making projects. This funding supports local efforts to enhance quality of
life and opportunity for existing residents to increase creative activity and create a distinct sense
of place. The grant request is to provide funding support for a partnership between the McCall
Arts and Humanities Council and the City of McCall to engage the community in arts projects
that draw attention to Payette Lake; the lake's role as primary drinking water source, core of
tourism economy, and ecological health.
The partnership will include a community -engaged public art design process that encourages
participants to learn about and treasure Payette Lake by providing arts classes and engagement
opportunities with the local environment and lake as key subject matter. The public art design
process will be led by a professional artist (to be selected) and will result in public art being
installed on the recently re -built Lardo Bridge, which crosses the river outlet of the lake, and is
approved by ITD for the installation of public art. The McCall Arts and Humanities Council and
ITD have agreed to provide letters of support for the application.
Council Member Giles moved to approve the submission of the FY17 NEA Our Town
Grant application for public art and authorize the Mayor to sign all necessary documents.
Council Member Witte seconded the motion. In a roll call vote Council Member Giles,
Council Member Witte, Mayor Aymon, and Council Member Swanson all voted aye and
the motion carried.
AB 16-195 National Register of Historic Places Nomination Recommendation for the
Payette Lakes Inn
Grant Coordinator Carol Coyle introduced Gary Thompson who presented the National Register
of Historical Places nomination of Payette Lakes Inn. Since 2013, the McCall Historic
Preservation Commission has been assessing the Payette Lakes Inn (PLI) for eligibility for
listing on the National Register of Historic Places (NRHP). In 2014, the City received a Certified
Local Government grant to hire a consultant to prepare the nomination paperwork. The
paperwork was completed and the nomination for the PLI will be reviewed by the Idaho State
Historic Sites Review Board on September 17, 2016.
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August 25, 2016
The Commission met on July 25, 2016 in a public meeting and voted to recommend the
nomination of the PLI to the NRHP. The Commission requests that the City Council support this
recommendation and submit a letter to the Review Board.
Council Member Swanson moved to approve submission of the letter of recommendation
for nomination of the Payette Lakes Inn to the National Register of Historic Places and
authorize the Mayor to sign all necessary documents. Council Member Witte seconded the
motion. In a roll call vote Council Member Swanson, Council Member Witte, Mayor
Aymon, and Council Member Giles all voted aye and the motion carried.
AB 16-197 Funding for Public Works Facility Roof Repair Request
City Manager Nate Coyle gave an overview of the Public Works building roof repair. During
development of the 5-year CIP, the Public Works Department identified a project for repair of
the roof for its main office facility. Through the prioritization process, this project was prioritized
for completion in FY17 and anticipated to be added to the funded capital list. The project was
included in the first round of the budget for the Council for discussion. The need for completion
of this work was spelled out within an analysis that was presented to the Council. The analysis
speaks to the condition of the roof with a recommendation for immediate repair.
As the year has progressed, the building has experienced water leaking issues which are related
to the condition of the roof, and these leaking issues have resulted in damage requiring
immediate repair(s). Additionally, other projects within Public Works have been executed under
budget providing additional funds within FY16 for this work. Public Works is therefore
recommending that this project be completed prior to the winter utilizing some of the savings
from FY16 along with fund balance to complete the repair. Pending concurrence of the proposal
from Council, the project would be put out to bid with a request to award presented during the
September 8, 2016 Council meeting. Work would then commence shortly after award with
anticipated completion in late October.
Drew Wright, representative of Garland Industries, described the type of roof system that is
currently in place. There are two layers already there and by code it cannot have another overlay.
It has to be torn down to the deck and a modified layered system will be installed with better
materials and drainage system. There may be some repairs needed on the deck, possibly adding
10% to the costs.
Council directed the staff to release a formal invitation to bid for repair of the Public
Works facility roof.
AB 16-200 Deinhard Bridge Expansion Joint Repairs — Fall 2016 Bid Award
Street Supervisor Cris Malvich presented the Deinhard Bridge expansion joint repairs for Fall
2016 bid award. The Streets Department has completed part 1 by sealing the bridge deck in the
late summer of 2015 and would like to move forward to complete part 2 of the Deinhard bridge
deck improvements. The expansion joints are in poor condition and need to be replaced as
determined by the 2014 ITD bridge inspector report.
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August 25, 2016
Horrocks Engineering has worked closely with ITD and has done many bridge projects for them,
as well as the City. They are currently managing construction for the Gold Fork Bridge project
and have Concrete Placing Co., Inc (CPC) as their bridge contractor. Therefore, staff has
requested that Horrocks prepare the specifications and secure a bid proposal from CPC to
complete the work. Utilizing CPC will minimize the cost for the project as they are already
mobilized in Valley County. Horrocks will also provide construction, engineering, and
inspection services for the City to ensure the expansion joint repairs are completed in accordance
with the project specifications.
Council Member Swanson moved to authorize Horrocks to issue a "Notice of Award" to
qualified low bidder and authorize the Mayor sign and execute all contract documents.
Council Member Giles seconded the motion. In a roll call vote Council Member Swanson,
Council Member Giles, Mayor Aymon, and Council Member Witte all voted aye and the
motion carried.
AB 16-198 Request to Adopt the Proposed Ordinance to revise the Airport Rules and
Regulations
Airport Manager Jay Scherer presented the proposed ordinance to revise the airport rules and
regulations. The Airport Advisory Committee recommended changes to the Airport Rules and
Regulations which was presented to the City Council on June 30, 2010. After the Council
reviewed the proposed Rules and Regulations, they directed staff to make four additions and
verify FAA policy on hangars proposed for non -aeronautical use.
1. The recommended addition regarding hangars proposed for non -aeronautical use is
directly in line with the FAA rules established June 2, 2016.
2. The addition of drone operations to be conducted IAW current FAA policy has been
added as 8-16-2 (F)
3. The requirement to connect to city sewer at the end of the current lease term has been
added to the draft language in 8-16-7 (G) 3.
4. The roles and reporting responsibilities of the AAC when reviewing physical conditions
of existing hangars has been clarified in 8-16-7 (G) 4b.
5. The requirement to have Planning and Zoning conduct a public hearing for through the
fence agreements even if not required by City Code was added to 8-16-7 (G) 5a.
Other changes recommended by the AAC but not commented upon by City Council are included
as in the draft Rules and Regulations submitted June 30, 2016.
There was general Council consensus to postpone the decision until the next Council
meeting on September 8, 2016.
AB 16-199 Request to Approve Resolutionl6-21 adopting Minimum Standards for
Commercial Aeronautical Activities
Airport Manager Jay Scherer discussed the Airport Advisory Committee's recommended
changes to the Airport Minimum Standard for Commercial Aeronautical Activities with City
Council on June 30, 2010. Airport staff has prepared this resolution, incorporating Council's
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August 25, 2016
changes and minor other additions/corrections, to adopt revised Minimum Standards for
Commercial Aeronautical Activities. The additions/corrections are:
1. Added Council's change to require Planning and Zoning review of all through the fence
proposals even if not normally required.
2. To increase the insurance requirements to $1,000,000 for all activities currently required
to have $100,000 in coverage. This is an admin change to correct some that had not been
changed in the draft provided Council on June 30, 2016.
3. Added a bullet limiting service sharing for activities not co -located in the same building
to parking only.
4. Removed the requirement to obtain a business license for those type businesses not
required by City to have one.
There was general Council consensus to postpone the decision until the next Council
meeting on September 8, 2016.
AB 16-203 Golf Pro Contract Update and Discussion
City Manager Nate Coyle and Golf Course Superintendent Eric McCormick presented the Golf
Pro contract update. The existing contract for Golf Professional Services terminates in October
of 2017. The contract stipulates that negotiations for renewal must commence one year prior to
termination. The Golf Advisory Committee recently assisted with an introductory discussion for
potentially shifting to use of city employees in lieu of contract a golf professional; however, it
became apparent that this conversation required more time to consider the potential impacts of
this proposal, as well as alignment of funding for a buyout from the existing Golf Professional.
Staff has also considered an Request For Proposals process to review potential candidates for the
Golf Pro contract. Staff, at this time, recommends negotiating with the existing Golf Professional
for another term but would like to discuss this to receive initial direction from the Council. There
was additional discussion of subleasing the facility and restaurant, fees, and wages.
Council directed the City Manager to work with the Golf Advisory Committee and Golf
Professional to negotiate revisions to the existing agreement for another term.
Following initial negotiations a work session will be scheduled with the Council to obtain
direction on proposed revisions to the agreement.
AB 16-206 Wastewater Update Discussion
City Manager Nate Coyle presented the wastewater update and the elements of a wastewater
consolidation. There was a review of the history, background, and initial recommendations of the
Joint Wastewater Advisory Group as provided to the Council before leading into discussion
components of the draft annexation agreement. He shared the basic timeline of what needs to
happen if this is to make the May 2017 ballot and Bond Council recommendations. Multiple
presentations will be provided to the Council over the course of the upcoming months. The first
step will be a discussion of a personnel report showing the organizational structure starting with
a Board of Representation, how that will be spelled out with director zones, and who will be the
voice of this organization. Other components are a possible advisory committee and the
determination of who the members will be, and collecting a thorough list of all the assets. The
McCall City Council Regular Meeting Page 8 of 9
August 25, 2016
goal is to have defined a complete list of the assets and values by the September 8, 2016 meeting
for the Council's review.
Upcoming Meetings Schedule Discussion
Council discussed upcoming meetings.
On September 23`a at 9:00 a.m. will be the Special Council Public Meeting with Horrocks
regarding Commerce Street at Idaho First Bank.
Warrant Registers
Staff presented the Warrant Registers for approval.
Council Member Witte moved to approve the Warrant Registers as submitted. Council
Member Giles seconded the motion. In a voice vote, all members voted aye and the motion
carried.
ADJOURNMENT
Without further business, Mayor Aymon adjourned the meeting at 8:49 p.m.
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August 25, 2016