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HomeMy Public PortalAbout2017.05.25 Regular MinutesMINUTES McCall City Council Regular Meeting McCall City Hall -- Legion Hall May 25, 2017 Call to Order and Roll Call Pledge of Allegiance Approve the Agenda Consent Agenda Staff Awards Work Session Public Comment Business Agenda 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, Council Member Giles, Council Member Scott, Council Member Swanson, and Council Member Witte all answered roll call. City staff members present were Nate Coyle, City Manager; Bill Nichols, City Attorney; BessieJo Wagner, City Clerk; Jay Scherer, Airport Manager; Eric McCormick, Golf Course Superintendent; Traci Malvich, Human Resources Manager; Justin Williams, Police Chief; Nathan Stewart, Public Works Director; Cris Malvich, Streets Superintendent; Phillip Bowman, City Engineer Also in attendance was Bill Gigray, Attorney for the Joint Wastewater Advisory Group; Christian Anderson, Zions Bank; and Adam Christenson, Bond Counsel Hawley Troxell Mayor Aymon led the audience in the Pledge of Allegiance. APPROVE THE AGENDA Council Member Giles moved to approve the agenda as submitted. Council Member Scott seconded the motion. In a voice vote all members voted aye and the motion carried. CONSENT AGENDA Staff recommended approval of the following items: 1. City Council Regular Minutes May 11, 2017 2. Payroll Report for Period ending May 5, 2017 3. Clerk Licenses Activity Report McCall City Council Regular Meeting May 25, 2017 Page 1 of 7 4. Warrant Register — GL 5. Warrant Register — Vendor 6. AB 17-96 Treasurer's Report for April Council Member Witte moved to approve the Consent Agenda as submitted. Council Member Swanson seconded the motion. In a roll call vote Council Member Witte, Council Member Swanson, Mayor Aymon, Council Member Giles, and Council Member Scott all voted aye and the motion carried. STAFF AWARDS AB 17-97 Idaho Road Scholar/Master Program Certificate of Completion Presentation to Rocky Fennessy, Larry Swift, Cris Malvich, and Kraig Newcomb Public Works Director Nathan Stewart introduced Laila Kral, Deputy Administrator of the IdahoT2 Center. Ms. Kral presented the Idaho Road Scholar and Master Program certificates of completion. She explained the mission of the Idaho T2 Center to provide technical support and training to local highway jurisdictions and cities in Idaho. The program is housed at the Local Highway Technical Assistance Council (LHTAC), which is a government organization that assists local highway jurisdictions with the funding and technical support of their transportation systems. The Center also administers the Road Scholar Program which trains and recognizes local road and street professionals who have completed a series of training courses. The program curriculum provides the fundamentals of safety, management, and advanced technologies, as well as exposure to a variety of other topics relevant to the transportation field. In addition, having staff members who have completed the Road Scholar Program is a scoring criterion on LHTAC grant applications. Over the past year, Rocky Fennessy has completed the Road Scholar certification and Larry Swift, Cris Malvich and Kraig Newcomb of the Public Works Streets Division have completed the Idaho Road Master Certification Program. The City celebrates and recognizes these staff for their training accomplishments. Ms. Kral presented the award certificates. WORK SESSION AB 17-98 Discussion of the Placement of Crossing Guards at Highway 55 and Railroad Avenue during the summer months, June 15th through September 3rd, 2017 Police Chief Justin Williams and Public Works Director Nathan Stewart presented the placement of crossing guards at Highway 55 and Railroad Ave. between June 15th and September 3rd. The downtown corridor for the City of McCall sees an exponential increase in pedestrian traffic during the summer months. As such, City Council directed the review of placing a crossing guard at Highway 55 and Railroad Avenue to alleviate the congestion that inevitably occurs during those months. The position would be Thursday through Sunday. Due to the fact that the crossing guard would be an "official traffic control device," the Idaho Transportation Department was consulted for input at the onset of this project. McCall City Council Regular Meeting May 25, 2017 Page 2 of 7 Questions regarding a stop light were brought up. Director Stewart explained that a four way stop would not be allowed by ITD, nor would the City qualify for ITD funding because not all the criteria is in place. However, it is very likely that it would still be approved for a stop light. The cost of a stop light is approximately $200,000-300,000. The Streets Masterplan includes increasing the line of sight for drivers to help mitigate some of the traffic issues, which will be assessed before striping is completed. The larger problem is not traffic management but rather pedestrian management. Chief Williams brought up concerns regarding safety for the officer, possible traffic jams, and staffing issues. There was a discussion regarding other possible options. Mayor Aymon suggested that rather than having a person in the center of the intersection, put the crossing guards at the corners to cluster the pedestrians into groups so crossings are more orderly and controlled. Chief Williams brought up the liabilities of having someone on the corner versus in the center. Council Member Giles asked about installing the temporary stop lights such as used in construction zones. Director Stewart stated that two would need to be installed to manage traffic flow. Council Member Witte suggested running a pilot program on the weekend to see how having a crossing guard would actually function. Chief Williams stated that is a possible option and would use a couple of his officers for it. Director Stewart discussed the problem with staffing a crossing guard position and thought a pilot program would give more data on how the outcome may be with a regular position. Mayor Aymon suggested that whatever is done that there is continuity in the days and times. The Staff will run a pilot program and bring back statistics by early August. PUBLIC COMMENT Mayor Aymon called for public comment at 6:08 p.m. Mike Everett of 600 Woodlands described an altercation that happened to him on Samson Trail. The incident involved a vehicle driving extremely fast down the trail and almost hitting his dogs. The person driving stopped, stated that the rules did not apply to him when Mr. Everett told him there was a vehicle restriction in this area, and tried to instigate a physical fight. Mr. Everett has contacted the police but he wanted to make the suggestion of a fire gate with a keyed access installed to put a stop to this kind of activity which makes the trail dangerous. Street Supervisor Cris Malvich stated that ATV's are allowed access. However, there are plans in the works to narrow the paths to 60 inches and install signage. Public Works Director Nathan Stewart stated that the access to the north will be cut off with 1000 lb. ecology boxes but the Idaho Department of Lands (IDL) wants the south side left open. Public Works will approach IDL again and ask if the entrance can be narrowed from 36 feet to 12 feet and more signage be put into place. Hearing no comments, Mayor Aymon closed the comment period at 6:17 p.m. BUSINESS AGENDA City Manager Nate Coyle joined the meeting via phone at 6:18 p.m. McCall City Council Regular Meeting May 25, 2017 Page 3 of 7 AB 17-99 Request to Approve Resolution 17-10 to Certify the Special Annexation Election, Approve the Annexation of the Existing Wastewater Service Area of the City of McCall into the Payette Lakes Recreational Water and Sewer District, Approve the Annexation Agreement, and Authorize Petition and Filing for Order and Judgment of Approval of Annexation Attorney Bill Gigray presented the Resolution 17-10 to certify the Special Annexation Election, the annexation of the existing wastewater service area of the City of McCall into the Payette Lakes Recreational Water and Sewer District, the Annexation Agreement, and the petition and filing for Order and Judgement of approval of annexation. The City has constructed and currently maintains a wastewater treatment plant, water reuse system, and wastewater collection system separate and apart from the wastewater collection system that has been constructed and is currently maintained by the Payette Lakes Recreational Water and Sewer District (District). There have been discussions and negotiations between the District and the City which resulted in the preparation of the Annexation Agreement, whereby the District will annex the Annexation Area and acquire the City's wastewater system, including, but not limited to, the City wastewater treatment plant, water reuse system, and wastewater collection systems. It is the City's intent, in consideration of its transfer to the District of its wastewater system assets, that the transfer must be pursuant to the Annexation Agreement which provides for the City's retirement of its obligations with respect to the Idaho Bond Bank Authority Revenue Bonds, Series 2004A (the "City 2004 Bonds") and the Idaho Bond Bank Authority Revenue Bonds, Series 2008B (the "City 2008 Bonds") at the time of Annexation. The City and the District called and held a special election on May 16, 2017, at which there was submitted to the qualified electors proposition of the annexation and bonding. The Valley County Commissioners, on May 22, 2017, certified and issued a Statement of Election Results that more than one-half of the votes cast at the District Annexation Election and more than one-half of the votes cast at the City Annexation Election were cast in favor of said propositions, resulting in voter approval of and authorization for Annexation pursuant to the terms and conditions of the Annexation Agreement. Attorney Gigray covered the process that will need to take place with the bond and the courts before the annexation can take effect. There was some discussion to clarify the changes made to the resolution from the time it was put into the packet and the current copy. Council Member Swanson moved to adopt Resolution 17-10 Certifying the Special Annexation Election, Approving the Annexation of the Existing Wastewater Service Area of the City of McCall into the Payette Lakes Recreational Water and Sewer District, Approving the Annexation Agreement, and Authorizing the Petition and Filing for Order and Judgment of Approval of Annexation, 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, Council Member Scott, and Council Member Witte all voted aye and the motion carried. AB 17-102 Tort Claim Release Agreement Approval Request City Manager Nate Coyle presented the Tort Claim Release Agreement request. The City of McCall received, on September 30, 2015, a tort claim from property owners, Pek and Katy McCall City Council Regular Meeting Page 4 of 7 May 25, 2017 Charoensatit, following completion of the Lift Station 7 installation project which occurred during the early summer of 2015. As outlined in the tort claim, property owners asserted that the City of McCall entered the property without proper notification in accordance with the easement established for access to utilities on the associated lots. The tort claim also asserted that the City of McCall Public Works Department caused damage to the property while removing existing sewer infrastructure and through the installation of new sewer facilities on the property. City staff has worked with property owners/claimants to provide a resolution of this concern through a proposal to provide property landscaping. The landscaping plan proposed by staff can be found as an attachment to the proposed release of claims agreement. Staff recommends approval of this release agreement to execute this plan. The agreement has been reviewed and approved by both the city attorney and the claimant's attorney. Council Member Scott moved to approve the release of claims agreement between the City of McCall and Pek and Katy Charoensatit, and authorize the Mayor to sign all necessary documents. Council Member Swanson seconded the motion. In a roll call vote Council Member Scott, Council Member Swanson, Mayor Aymon, Council Member Giles, and Council Member Witte all voted aye and the motion carried. AB 17-103 Request for a Letter of Support on behalf of the McCall Fire and EMS Application for a Grant Fire Chief Mark Billmire presented the McCall Fire Department's request of a letter of support for the McCall Fire and EMS application for a new ambulance, Mechanical CPR, and Power Cot. Letters of support are imperative to the success of this grant. The Idaho Emergency Medical Services Dedicated Grant Program provides funds collected from driver's license fees to purchase Emergency Medical Service vehicles and patient care equipment for EMS agencies in Idaho. Many Idaho Emergency Medical Services agencies are funded through donations while some receive minimal funding through tax revenue. The Dedicated Grant Program enables these Emergency Medical Service agencies to purchase vehicles and patient care equipment that they may never be able to otherwise afford. Grant applications are available each year beginning in February and are due back to the Idaho Emergency Medical Services Bureau by May 31. Applicants receive notification of the status of their grant application by July 31 and all money is distributed to successful applicants by September 30. Council Member Giles moved to approve the request for a letter of support on behalf of the McCall Fire and EMS Application for a Grant to purchase a new ambulance, Mechanical CPR, and Power Cot and authorize the Mayor to sign the letter. Council Member Witte seconded the motion. In a roll call vote Council Member Giles, Council Member Witte, Mayor Aymon, Council Member Scott, and Council Member Swanson all voted aye and the motion carried. AB 17-94 Request to Approve the Contract Award for 2017 Street Striping Streets Superintendent Cris Malvich gave an update to the status of the bids for the 2017 street striping. Only one bid of $28,000 has come in. It is supposed that the lack of bids is from an updated application form that could have caused confusion as well as the high level of activity McCall City Council Regular Meeting Page 5 of 7 May 25, 2017 going on here and in the Treasure Valley. Also, it has come to light that there are some additional striping needs that were not included in the original bid. It is the Staffs recommendation to reject the bid, revise it, and put the project back out to bid. The goal is to represent the request for contract award at the next Council meeting. This project is for the annual striping of city streets, stop bars, turn arrows and crosswalks. Striping work will consist of approximately 16 miles of city roads, as well as stop bars, turn arrows, and crosswalks on State Hwy 55. The Streets Department will be striping city parking lots, parking stalls, cross walks and stop bars not located on Hwy 55. Council Member Swanson moved to reject all bids and authorize the streets department to go back out to bid. Council Member Scott seconded the motion. In a roll call vote Council Member Swanson, Council Member Scott, Mayor Aymon, Council Member Giles, and Council Member Witte all voted aye and the motion carried. AB 17-95 Request to Approve the Funding from West Central Mountains Economic Development Council (WCMEDC) for Economic Development and Education portal Andrew Mentzer, Executive Director of WCMEDC presented the request for funding for an economic development and education portal. The McCall City Council allocated $5000 in the FY17 City budget for potential economic development grant projects in partnership with the Valley County Economic Development Council now known as West Central Mountains Economic Development Council (WCMEDC). A proposal has been submitted for an Economic Development and Education portal that would give access to free or low cost educational and business development opportunities. This portal would benefit McCall residents as well as those of Valley County and beyond. The City Manager, Community Development Director, and Grant Coordinator have reviewed the proposal and support the request for funding for the project. Mr. Mentzer answered questions regarding marketing strategy, and future reoccurring costs. Council Member Giles moved to approve the funding request of $5000 from the WCMEDC for the Economic Development and Education portal and authorize the Mayor to sign all necessary documents. Council Member Swanson seconded the motion. In a roll call vote Council Member Giles, Council Member Swanson, Mayor Aymon, Council Member Scott, and Council Member Witte all voted aye and the motion carried. AB 17-101 Request for Approval of Resolution 17-09 Updating the Golf Course Advisory Committee's Mission Statement Golf Course Superintendent Eric McCormick presented the request of the approval of Resolution 17-09 to update the Golf Course Advisory Committee's mission statement. The Golf Course Advisory Committee (GCAC) is established to advise and make recommendations to the McCall City Council on matters pertaining to the operation and maintenance of the McCall Municipal Golf Course. The GCAC has reviewed their Mission Statement and wish to change the order of their monthly task to align more efficiently with the flow of business. The Council asked for a couple of minor wording issues to be changed. McCall City Council Regular Meeting Page 6 of 7 May 25, 2017 Council Member Giles moved to approve Resolution 17-09 with the suggested edits adopting a revised McCall Golf Course Advisory Committee Mission Statement and authorize the Mayor to sign all necessary documents. Council Member Scott seconded the motion. In a roll call vote Council Member Giles, Council Member Scott, Mayor Aymon, Council Swanson, and Council Member Witte all voted aye and the motion carried. AB 17-100 Request to Approve the Award for the Commerce Street Reconstruction Contract City Engineer Philip Bowman presented the request to approve the award for the Commerce Street Reconstruction Contract. On May 8, 2017 invitations to bid were solicited for the Commerce Street Reconstruction project. A pre -bid meeting was held on May 17, 2017 to present the project to potential bidders and answer questions related to the project. Bids will be opened on May 25, 2017 at 11:30 a.m. and reviewed by staff. Two bids were received and reviewed: Valley Paving and Asphalt, and Granite Excavation. Horrocks Engineering did an analysis and came back with a recommendation of Valley Paving and Asphalt. The bids were approximately 6% of each other and the lowest 3% of the Engineer's estimated costs. There was a short discussion regarding the start date and construction schedule. Council Member Giles moved to approve the contract with Valley Paving and Asphalt for Commerce Street Reconstruction in the amount of $527,213.45 and authorize the Mayor to sign all necessary documents. Council Member Swanson seconded the motion. In a roll call vote Council Member Giles, Council Member Swanson, Mayor Aymon, Council Member Scott, and Council Member Witte all voted aye and the motion carried. Upcoming Meetings Schedule Discussion Council discussed upcoming meetings. A meeting was set for June 1st and June 15th at 9:00 a.m. with BDPA Inc. ADJOURNMENT Without further business, Mayor Aymon adjourned the meeting at 7:27 p.m. ATTEST: tos Immo- essieJoer, CiCler ackie J. Ayfnor Mayor McCall City Council Regular Meeting Page 7 of 7 May 25, 2017