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HomeMy Public PortalAbout2017.11.09 Regular MinutesMINUTES McCall City Council Regular Meeting McCall City Hall -- Legion Hall November 9, 2017 Call to Order and Roll Call Pledge of Allegiance Approve the Agenda Consent Agenda Department Reports Committee Minutes Public Comment Public Hearing Business Agenda Executive Session Return to Open Session 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, Council Member Giles, Council Member Holmes, Council Member Nielsen, and Council Member Witte all answered roll call. City staff members present were Bill Nichols, City Attorney; BessieJo Wagner, Interim City Manager/City Clerk; Shay Tyler, Deputy Clerk; Erin Greaves, Communications Manager; Linda Stokes, City Treasurer; Michelle Groenevelt, Community Development Director; Kurt Wolf, Parks and Recreation Director; Jay Scherer, Airport Manager; Eric McCormick, Golf Course Superintendent; Meg Lojek, Library Director; Traci Malvich, Human Resources Manager; Justin Williams, Police Chief; Nathan Stewart, Public Works Director; Julia Berheim, Local Option Tax Administrator; Cris Malvich, Streets Superintendent; Mayor Aymon led the audience in the Pledge of Allegiance. APPROVE THE AGENDA Council Member Holmes moved to approve the agenda as submitted. Council Member Nielsen seconded the motion. In a voice vote all members voted aye and the motion carried. CONSENT AGENDA Staff recommended approval of the following items: McCall City Council Regular Meeting November 9, 2017 Page 1 of 9 1. City Council Special Minutes April 12, 2017 2. City Council Special Minutes October 19, 2017 3. City Council Regular Minutes October 26, 2017 4. City Council Special Minutes October 27, 2017 5. City Council Special Minutes October 30, 2017 6. Payroll Report for Period Ending October 20, 2017 7. Clerk's License Report 8. Warrant Register — GL 9. Warrant Register — Vendor 10. AB 17-252 Request to Approve a Utility Hardship Relief Application Council Member Witte asked to pull out AB 17-250 McPaws FY18 Annual Contract and AB 17- 251 Use of Excess FY17 Tourism Local Option Tax Funds. Council Member Giles moved to approve the Consent Agenda as amended removing items AB 17-250 and AB 17-251. Council Member Holmes seconded the motion. In a roll call vote Council Member Giles, Council Member Holmes, Mayor Aymon, Council Member Nielsen, and Council Member Witte and the motion carried. AB 17-250 McPaws FY18 Annual Contract Approval Request It was identified in FY17 that the City needed to establish contracts with private entities that receive public funds. A contract for FY17 was successfully implemented. A contract for FY18 is needed as the current agreement will terminate at the end of the fiscal year. The contract is re- negotiated to match the funds to be appropriated for services from McPaws in future fiscal years. Every effort will be made to ensure that the contract for FY 19 is negotiated as part of the budgeting process to avoid approving a contract after funds are appropriated. Council Member Witte brought attention to a typo as well as asked for the wording regarding impounded animals be worded clearer. Council Member Witte moved to approve the Agreement for Services for FY18 as amended with McPaws Regional Animal Shelter and authorize the Mayor to sign all necessary documents. Council Member Giles seconded the motion. In a roll call vote Council Member Witte, Council Member Giles, Mayor Aymon, Council Member Holmes, and Council Member Nielsen and the motion carried. AB 17-251 Request for Use of Excess FY17 Tourism Local Option Tax Funds Staff would like to request that the excess Tourism Local Option Tax (LOT) dollars from FY17 be rolled into FY18 to fund approved projects for FY18. Council approved a budget of $509,131 with a contingency of $27,090 for FY18 LOT funding as recommended by the LOT Commission. While it is possible that all projects may get funded in 2018, it is unlikely as the rate of increase to LOT revenues are starting to level off. By rolling these dollars forward it will give a higher probability that all projects would get funded. If there is an excess in 2018, staff will come to Council in October of 2018 with options for the use of those funds. McCall City Council Regular Meeting Page 2 of 9 November 9, 2017 Robert Lyons, 903 Ann Street, was given permission to bring forward his request to use some of the excess funds for the Ice Cats' travel expenses as a contingency on the FY18 LOT schedule. He explained the unique circumstances of McCall's hockey team and how funds have been awarded every year but this one and it was unexpected. The LOT Commission had recommended $8000 be approved with $2000 on contingency for the tax year 2018, and he asked the Council to reconsider their decision. Council Member Witte reiterated the reason it was not given was because the State code gives the directive that the LOT funds are to be used for a public purpose and the Council agreed that travel expenses did not qualify under that specificity. Council Member Giles pointed out that AB 17-251 was to address moving excess funds and not where to spend it. Making a decision about whether to make adjustments to FY17 and opening it up to other entities that were denied funds is an item for another discussion. City Attorney Bill Nichols agreed with Council Member Giles. He gave an example how the Ice Cats could rephrase their request so it fell more in line with a public purpose. But if the recast for funds is going to be discussed, it needs to be opened up to the others who were denied. There is not just the ordinance to follow but the State law and suggested an education piece put together to help minimize confusion. Council Member Giles moved to approve the request to roll the FY17 Tourism Local Option Tax revenue into FY18 to fund approved projects for FY18. Council Member Witte seconded the motion. In a roll call vote Council Member Giles, Council Member Witte, Mayor Aymon, Council Member Holmes, and Council Member Nielsen all voted aye and the motion carried. DEPARTMENT REPORTS City Manager Interim City Manager BessieJo Wagner gave an update on the Association of Idaho Cities (AIC) Council Member training will be on December 13, 2017. Airport Airport Manager Jay Scherer answered questions on the new hangars projects. Community Development Community & Economic Development Director Michelle Groenevelt reported on the new staff member, Rachel Santiago-Govier, is the new Permit Technician. Golf Course Golf Course Superintendent Eric McCormick reported everything is finalized for winter. Keeping some staff on to deal with snow removal. Considering last spring and October were wet months and that the numbers were down, it still was a good year overall. Parks & Recreation Parks & Recreation Director Kurt Wolf gave a report on Legacy Beach cleanup. There were approximately 30 people including a couple of families and many kids. A total of 1.5 tons of mostly metal and 120 tons of wood debris was pulled out of the park. A new Parks Supervisor, Eddie McCall City Council Regular Meeting Page 3 of 9 November 9, 2017 Heider, was hired and will start on November 20. Riverfront Park is almost complete. Next year's cleanup will be at Riverfront. Police Police Chief Justin Williams reported Officer Cody Butler just received his EMT license to be a benefit to the department and volunteers for the Fire department. Interviews for the Administrative Assistant position will be happening soon. Public Works Public Works Director Nathan Stewart reported that Commerce Street is 90% complete. Public Works is shutting it down for the winter and will have the contractor come back in the spring to finish the check off list. The contractor did not hydro seed the swales so that will also be addressed in the spring. He will be contacting some of the trucking businesses to get some of their feedback. Preliminary analysis shows that they can easily inject chlorine at the plant. Staff has had more training in better filtering processes bringing up the question of whether a pre -chlorination is necessary. COMMITTEE MINUTES The Council received the following Committee Minutes for review: 1. Airport Advisory Committee 2017 — August 3 & September 7 2. McCall Area Chamber of Commerce Board Minutes 2017 — September 10 3. Environmental Advisory Committee 2017 — August 3 & September 19 4. Golf Advisory Committee 2017 — September 13 5. Library Board of Trustees 2017 — August 17 & September 21 6. McCall Historic Preservation Commission 2017 — August 14 7. McCall Improvement Committee 2017 — July 25 & September 21 PUBLIC COMMENT Mayor Aymon called for public comment at 6:35 p.m. Hearing no comments, Mayor Aymon closed the comment period at 6:35 p.m. AB 17-245 FY18 Budget Amendment City Treasurer Linda Stokes presented the FY18 Budget Amendment. The requested budget amendment includes fund balance appropriations of $1,763,628 in the General Fund ($464,000 for City Campus improvements which includes funding for the potential move of the McCall Police Department to the Valley Courthouse Annex and necessary improvements to the City Hall Annex; $1,299,628 as a loan to the Airport Fund to apply towards payment of the mediated settlement for land acquisition. The loan will be repaid to the General Fund when reimbursement under the Airport Improvement Program grant is received by the Airport Fund), fund balance appropriations McCall City Council Regular Meeting November 9, 2017 Page 4 of 9 of $49,281 in the Airport Fund to also apply towards the payment of the mediated settlement for land acquisition, and available cash in the Water Fund of $50,000 ($7,577 to cover the additional cost of the FY18 equipment lease for a 420F21T Caterpillar backhoe loader, and $42,423 to appropriate funds for city wide line replacement). Receiving no written comments and hearing no comments, Mayor Aymon closed the public hearing at 6:40 p.m. Council Member Witte moved to suspend the rules, read by title only, Ordinance No. 963. Council Member Nielsen seconded the motion. In a roll call vote Council Member Witte, Council Member Nielsen, Mayor Aymon, Council Member Giles, and Council Member Holmes all voted aye and the motion carried. Deputy Clerk Shay Tyler read Ordinance No. 963: An Ordinance amending Ordinance No. 959, the Annual FY18 Budget, to provide for additional monies received by the City Of McCall; to appropriate fund balances of the City Of McCall; providing for a title; providing for findings; providing for the adoption of a budget and the appropriation of expenditures of sums of money to defray the necessary expenses and liabilities of the City Of McCall. In accordance with the object and purposes, and in the certain amounts herein specified for the fiscal year beginning October 1, 2017 and ending on September 30, 2018; providing for the levy of a sufficient tax; and providing for an effective date and the filing of a certified copy of this ordinance with the Secretary Of State. Council Member Witte moved to Adopt Ordinance No. 963 amending the FY18 Appropriations Ordinance No. 959 and authorize the Mayor to sign all necessary documents. Council Member Giles seconded the motion. In a roll call vote Council Member Witte, Council Member Giles, Mayor Aymon, Council Member Holmes, and Council Member Nielsen all voted aye and the motion carried. BUSINESS AGENDA AB 17-246 Gravel Road LID Discussion — Flynn, Balshae, Conifer, Chipmunk, and Fairway Loop Public Works Director Nathan Stewart presented the Gravel Road LID Discussion. During fall 2016, City staff was approached by Mark Russell and Tom and Edie Welty about the desire for gravel roads within their neighborhood to be paved (Flynn, Balshae, Conifer, and Chipmunk). Staff explained that one option the neighborhood had was to form a Local Improvement District (LID). To better understand the concept level costs for undertaking this LID, on December 1, 2016, City Council authorized Public Works to use excess FY16 LOT (tourism) to fund Horrocks Engineers to complete a preliminary engineering analysis and cost estimate for paving and ROW improvements for the above mentioned rights -of -way. Horrocks completed their analysis during the summer 2017 which includes an evaluation of existing and needed water and sewer services for each lot within the study area with the intention that needed services would be installed as part of the paving project to minimize future street cuts. McCall City Council Regular Meeting Page 5 of 9 November 9, 2017 During the summer, Mark Russel and the Weltys continued communication with the neighborhood regarding the idea of forming an LID. As a result, they sent a formal invitation to all affected property owners for a meeting that was held on September 1, 2017 to evaluate group interest in forming an LID and review the cost estimates prepared by the City. Mr. Russell and the Welty's moderated the meeting and City staff (Public Works Director, Finance Director, and Interim City Manager) attended to respond to the public's questions regarding the engineering analysis, the City's maintenance costs for gravel and paved roads, and the LID process. Mr. Russell and the Welty's have requested the opportunity to speak to the City Council about the results of their neighborhood meeting and discuss opportunities, moving forward, to facilitate getting the gravel roads in their neighborhood paved. Tom Welty gave a short history on how he got involved in the process. He explained the street map and how the vacant lots affect the process, as well as discussing the costs that would be incurred. He shared some of the neighbors' comments both for and against. Mark Russell shared what he has learned of the LID process. Mayor Aymon asked if there was any plan to pave this area. Public Works Director Stewart explained the process is at a very preliminary level and there are many unknowns so estimates came in high due to those factors. The cost for the City to maintain gravel roads is cheaper than the cost of maintaining pavement. It is cheaper for the neighborhood to pave it themselves at a much lower price as the City is held to certain standards that the private paving company is not held to. There was a discussion about this process. Attorney Bi11 Nichols explained that procurement requirements by the State drives the cost for the city. A private contractor is held to a different set of rules which is cheaper but someone would have to front the cost and later be reimbursed. A LID project could be one of those repayment options. Public Works Director Stewart suggested if the Council wants to see certain roads paved, to address it with the Transportation Master Plan. At this point, the neighborhood has been given information to contemplate and come back to the City when they are ready. From there an Engineering study will need to be done. Mayor Aymon asked if a neighborhood could put in an application for the Tourism LOT to pave their roads. City Attorney Nichols stated that it does fit the public purpose issue. AB 17-247 Update on the Status of the proposed Juvenile Detention Center Lease and request to move forward with Negotiations Police Chief Justin Williams presented the update of the status of the proposed Juvenile Detention Center lease. Valley County closed the Juvenile Detention Center in McCall, Idaho. Previous City Manager Nathan Coyle was contacted by Valley County Commissioner Gordon Cruickshank regarding the possibility of a lease agreement and the relocation the McCall Police Department to the facility located at 550 E Deinhard Lane. Nathan Coyle received Council approval to proceed with the Lease Agreement and the relocation of the McCall Police Department. Chief Williams has had preliminary discussions with the County about renovations and timelines and is ready to move forward to negotiate the lease terms which will include the proposed renovations. If the city takes on the snow removal, he estimates that the lease rate would be approximately .20 less. McCall City Council Regular Meeting Page 6 of 9 November 9, 2017 The Council discussed some concerns about the cost but came to a consensus to move forward with the negotiation of Lease Agreement terms with Valley County for the Juvenile Detention Center facility. AB 17-248 Mile High Marina 2018 Lease Agreement Discussion Parks and Recreation Director Kurt Wolf presented the 2018 lease agreement with Mile High Marina. Mile High Marina is seeking a renewal of their ten year land lease with the City of McCall. The current Lease is as follows: The West boundary of lakeshore Boulevard, being the high water mark of Big Payette Lake between the extension of the North boundary line of lot 5, block 4, McCall, first addition to the Village of McCall, Idaho, as extended westerly to the high water mark of Big Payette Lake and the South boundary line of lot 1 of said block 4, extended westerly to the west boundary line of said Big Payette Lake (the "Leased Premises"). For informational purposes, the Leased Premises consists of improved and unimproved real property adjacent to lands leased by Mile High Marina under a State of Idaho Department of Lands Lease ("Submerged Land Lease"). Parks & Recreation Director Wolf expressed concern regarding the length if a 10 year lease and recommended shortening to a 5 year lease due to the McCall Comprehension Plan movement. The Council asked questions and discussed the lease and State of Idaho statues. Staff will make some adjustments and bring back the lease for Council review and approval. AB 17-253 Occupancy 3% Local Option Tax Survey Results Review and a Way Forward Iterim City Manager BessieJo Wagner presented the Occupancy 3% Local Option Tax review. The Council has reviewed the current Occupancy 3% Local Option Tax Ordinance, which is scheduled for expiration on December 31, 2018, on the February 23, June 29, and October 12, 2017 meetings. At each of these meetings the Council requested additional information be provided. Communication Manager Erin Greaves gave an update on the LOT survey results. She also shared a possible marketing strategy to promote the LOT with its own logo. Staff then asked the Council to discuss several questions as provided on the memo which will assist in moving forward with information to formulate a new Occupancy 3% Local Option Tax Ordinance for the May 2018 ballot. The Local Option Tax Commission will be invited on November 30 meeting to hear direction from the Council on a way forward. The Council went over each of the questions, discussed and shared their thoughts. Key feedback included tweak the current language rather than completely rewriting, add a workforce housing component, possibly create a list from the three categories crafted by the McCall Comprehension Plan, keeping line G in the ordinance, using a matrix to score the projects, and using a % of the total funds to a specific category. Consensus on Community involvement is to use multimedia and offer a community meeting. Staff was directed to create a blueprint of what to discuss and invite the general stakeholders to the public meeting. The date of January 17, 2018 at 6:00 was set for the community conversation. McCall City Council Regular Meeting Page 7 of 9 November 9, 2017 AB 17-249 Request to sign the Idaho Outdoor Business Council's letter in support of keeping public lands public and opposing efforts to transfer public land to state and private entities Mayor Aymon presented the request to sign the Idaho Outdoor Business Council's letter. The Idaho Outdoor Business Council (IOBC) is a coalition of businesses and recreation groups dedicated to preserving and promoting Idaho's spectacular wild lands and waters, and to educating public officials as to the importance of conservation measures and public lands funding initiatives as drivers for Idaho's outdoor recreation economy and quality of life. The IOBC provides a strong voice on behalf of sustainable recreation and of the benefits of healthy lands and waters to Idaho's important outdoor recreation economy. The IOBC supports public lands funding initiatives such as the Land and Water Conservation Fund as well as appropriate conservation measures including roadless areas, wild and scenic rivers, and public lands management efforts that expand and improve opportunities for hiking, biking, paddling, climbing, backcountry skiing and snowshoeing, camping, hunting, fishing, wildlife viewing and more. Currently, IOBC is engaging business support to take a stand for our public lands. The IOBC is requesting that the Council consider authorizing the attached letter that shows the Council's endorsement and support of the mission of the IOBC to preserve and promote Idaho's spectacular wild lands and waters and to educate public officials as to the importance of conservation measures and public lands funding initiatives as drivers for Idaho's outdoor recreation economy and quality of life. After some discussion and expressing concerns about endorsing a fairly unknown entity, the Council consensus was to not sign the letter. They felt more comfortable drafting a letter directly from the City on the issue. Upcoming Meetings Schedule Discussion Council discussed upcoming meetings. EXECUTIVE SESSION At 9:45 p.m. Council Member Holmes moved to go into Executive Session for: • Hiring - Pursuant to Idaho Code §74-206 (1)(a): to consider hiring a public officer, employee, staff member or individual agent, wherein the respective qualities of individuals are to be evaluated in order to fill a particular vacancy or need. This paragraph does not apply to filling a vacancy in an elective office or deliberations about staffing needs in general; • Records - Pursuant to Idaho Code §74-206 (1) (d) To consider records that are exempt from disclosure as provided in chapter 1, title 74, Idaho Code; Council Member Witte seconded the motion. In a roll call vote, Council Member Holmes, Council Member Witte, Mayor Aymon, Council Member Giles, and Council Member Nielsen all voted aye and the motion carried. McCall City Council Regular Meeting Page 8 of 9 November 9, 2017 Council discussed a hiring issue. RETURN TO OPEN SESSION At 9:59 p.m. Council Member Holmes moved to return to Open Session. 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 10:00 p.m. ovoilitirirco it., ATTEST: * =��L a : he J. A on,lVayor 0 Yf BessieJo W. _rier, City Clerk McCall City Council Regular Meeting Page 9 of 9 November 9, 2017