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HomeMy Public PortalAbout2018.11.08 Regular MinutesMINUTES McCall City Council Regular Meeting McCall City Hall -- Legion Hall November 8, 2018 Call to Order and Roll Call Pledge of Allegiance Approve the Agenda Consent Agenda Department Reports Committee Minutes 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 Holmes, and Council Member Nielsen all answered roll call. Council Member Giles and Council Member Sowers were absent. City staff members present were Anette Spickard, City Manager; Bill Nichols, City Attorney; BessieJo Wagner, City Clerk; 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; Dallas Palmer, Police Lieutenant; Seth Arrasmith, Police Sergeant 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 ACTION ITEMS. All matters which are listed within the consent section of the agenda have been distributed to each member of the McCall City Council for reading and study. Items listed are considered routine by the Council and were enacted with one motion. 1. Council Regular Meeting Minutes — October 25, 2018 MCCALL CITY COUNCIL November 8, 2018 Regular Meeting Page 1 of 8 2. Payroll Report for period ending — October 19, 2018 3. Clerk License Report 4. Warrant Register — GL 5. Warrant Register — Vendor 6. AB 18-288 Request to Adopt Resolution 18-24 Accepting Idaho Transportation Department ADA Curb Ramp Program Grant Award and Approval of the Cooperative Agreement with the Idaho Transportation Department: The Idaho Transportation Department Division is authorized to issue grants to assist cities with capital projects to address pedestrian curb ramps on the state highway system. The goal of the program is to provide safe and easily accessible facilities for pedestrians with disabilities while allowing local jurisdiction flexibility in meeting the required standards. The City of McCall submitted an ADA Curb Ramp program grant application in March 2018. Curb ramps identified in this grant application were at SH55 at 2nd Street. The City was notified of their grant award on October 15, 2018. 7. AB 18-286 Request for Approval of Frontier Internet Access Services Agreement: This agenda item is requesting the approval of terms and conditions of an ongoing contract with Frontier Communications for City Internet services; a renewal of a 3-year term. This agreement has been in effect for many years and staff would like to continue the partnership with Frontier. Frontier provides Ethernet Internet Access which is a data service comprised of a User Network Interface (UNI) and an Ethernet Virtual Connection (EVC) to the Internet that provides traffic separation, privacy, and security. 8. AB 18-285 Request the Approval of an Enterprise Software License Agreement with ArchiveSocial: ArchiveSocial makes preserving social media for Freedom of Information Act (FOIA) and state public records law compliance possible and efficient. Their cloud - based software continuously archives all of the posts, tweets, comments, reviews, and videos produced and received by the city. More than 1500 government agencies and school districts use ArchiveSocial to ensure they are in compliance with open records laws. ArchiveSocial captures records in near -real-time, within seconds, which is essential because when comments are edited or deleted, that usually happens immediately. ArchiveSocial will retrieve and search for all social media content including deleted content. ArchiveSocial is recognized as the Industry Standard in Government and touts the following: • Their 100% specialization in social media ensures that they provide the highest level of social media compliance available, even as social networks make unannounced changes and introduce new features (such as live video) • ArchiveSocial provides several unique capabilities that are critical for responding to records requests for social media, including: o Automatic detection & tagging of edits, deletions, and hidden content across all social networking platforms o The ability to generate a ready -to -go response in PDF that fully reconstructs and recombines individual search results back to their original social media conversations MCCALL CITY COUNCIL Page 2 of 8 November 8, 2018 Regular Meeting As the only archiving solution focused almost entirely on public agencies, ArchiveSocial has an unmatched track record in terms of protecting agencies in real -world public information requests and legal situations. 9. AB 18-236 Request to Approve a Master Service Agreement with Alsco for Rug Cleaning Services for City Hall, Annex, Library, and the Golf Maintenance Shop: The Ameripride 5-year contract for throw rug cleaning services is up for renewal in October 2018. Staff would like to cancel the contract due to the restrictiveness of the contract and significant fee increases throughout the terms of the contract without any opportunity to cancel during the contract's life span. Currently, Public Works and the Golf Course use Alsco for their rug cleaning services which provides better pricing and flexible contractual agreements. Ameripride bills the City $140.30 for bi-weekly services (a price increase is expected), but those same services with Alsco would be approximately $96.00 on a bi-weekly rate. This is a reduction of $44.30 per service period or approximately $1151.80 per year. As the City already has an account with Alsco, this would simply be an addition to the existing services. Staff recommendation is to not renew with Ameripride and add to the contract with Alsco for throw rug cleaning services for City Hall, the Annex, and the Library. Council Member Holmes moved to approve the Consent Agenda as submitted. Council Member Nielsen seconded the motion. In a roll call vote Council Member Holmes, Council Member Nielsen, and Mayor Aymon all voted aye, and the motion carried. DEPARTMENT REPORTS Chamber of Commerce Tammy McCloud, McCall Area Chamber of Commerce representative, shared upcoming events including the full membership meeting at Jug Mountain, the Mountain Holidays brochure, the Festival of Trees & Gala, and the Christmas tree lighting. The theme for the 2019 Winter Carnival is legends, myths, and superheroes. Airport Airport Manager Jay Scherer answered questions regarding various airport issues including the wildlife survey and gave an update on development of additional hangars on the airport. Community Development Mayor Aymon complemented Community & Economic Development (CED) Director Michelle Groenevelt on the award for the Comprehensive plan from the American Planning Association. CED Director Groenevelt answered questions about the City Hall remodel, the bike station, the Sheldon Grant award, the Art and Desert event, and gave an update on housing program. Golf Course Golf Course Superintendent Eric McCormick answered questions regarding the expansion of the golf course maintenance building, plans to create a space for outside venues, milling of logs from trees fell on the course, the restaurant winter hours, and reported the dead trees have been removed. MCCALL CITY COUNCIL Page 3 of 8 November 8, 2018 Regular Meeting Library Library Director Meg Lojek answered questions regarding the Little Tinkers program for preschool children and shared Doing Democracy for November has not been decided. Parks & Recreation Parks & Recreation Director Kurt Wolf gave an update on the tree planting event at the Riverfront Park and the progress of the Wooley Pathway project. Mayor Aymon complemented staff on a running a well -organized tree planting event as well as complemented the staff on the Trunk or Treat event for Halloween. Police Police Chief Justin Williams reported on the ribbon cutting event at the new Police Department location and shared there is now a drop container for medication disposal in the front lobby. Public Works Public Works Director Nathan Stewart answered questions regarding water and driveway easements at Shady Beach, gave a progress report of the Second Street project, and shared the challenges with the state of the underground utilities. COMMITTEE MINUTES The Council received the following Committee Minutes for review: 1. Environmental Advisory Committee — September 27, 2018 2. Golf Advisory Committee — April 11, May 9, June 13, & August 8, 2018 3. Library Building Committee — October 3, 2018 4. Library Board of Trustees — September 13, 2018 5. McCall Redevelopment Agency Board — May 15, 2018 PUBLIC COMMENT Mayor Aymon called for public comment at 6:11 p.m. Hearing no comments, Mayor Aymon closed the comment period. BUSINESS AGENDA AB 18-291 Request for Authorization to submit an Idaho Power Commercial and Industry Energy Efficiency Audit Application for Legacy Beach Pump Station VFD Project Public Works Director Nathan Stewart presented the request for authorization to submit an Idaho Power Commercial and Industry Energy Efficiency Audit Application for Legacy Beach Pump Station VFD Project. SPF Water Engineers is completing the engineering design for the installation of variable frequency drives (VFDs) for the Water Treatment Department's Legacy Beach Pump Station as identified in the Water System Master Plan. This project will allow for MCCALL CITY COUNCIL November 8, 2018 Regular Meeting Page 4 of 8 improved control and adjustment of intake flows from the pump station to the water treatment plant. Additionally, significant energy saving is expected. As part of their design work, SPF is also completing an energy audit required for the City to participate in Idaho Power's Energy Efficiency Audit program. This grant program awards applicant's money based on the amount of energy saved (annually) and/or up to 70% of the cost of improvements necessary to decrease energy consumption. The VFD installation project is anticipated to cost approximately $50,000 to complete. By authorizing staff to prepare and submit the audit application, SPF can complete their energy audit and finalize supporting documentation submittal to Idaho Power. The VFD installation is scheduled for this Fall/Winter 2018. Council Member Nielsen moved to authorize staff to finalize Idaho Power's Commercial and Industry Energy Efficiency Audit Application and program documentation and authorize the Mayor to sign all necessary documents. Council Member Holmes seconded the motion. In a roll call vote Council Member Nielsen, Council Member Holmes, and Mayor Aymon all voted aye, and the motion carried. AB 18-283 Request for Approval to Submit a FY19 Local Highway Technical Assistance Council (LHTAC) Local Strategic Initiatives Grant Application for 2nd Street Reconstruction Public Works Director Nathan Stewart presented the request to submit a FY19 Local Highway Technical Assistance Council (LHTAC) Local Strategic Initiatives Grant Application for the 2nd Street Reconstruction. The LHTAC administers the Local Strategic Initiatives Program which is intended to support "shovel ready" local road maintenance projects that can be completed by December 6, 2019. There is no required minimum grant funding match and $22 million is available state-wide. 2nd Street, with its engineering design well underway, ample public input, and construction schedule already identified for summer 2019, meets the project requirements for this grant opporunity. The maximum grant request is up to $1 million, however only funds necessary to support the reconstruction of the 2nd Street roadway will be requested. Horrocks Engineers is in the process of identifying that budget amount. Details about the Local Strategic Initiatives Grant Program can be found at: http://lhtac.org/grograms/local-str te.gj.c- ,n_iti.a Ives. -.program/. Council Member Holmes moved to approve submission of an FY19 Local Strategic Initiatives grant to the Local Highway Technical Assistance Council and authorize the Mayor to sign all necessary documents. Council Member Nielsen seconded the motion. In a roll call vote Council Member Holmes, Council Member Nielsen, and Mayor Aymon all voted aye, and the motion carried. AB 18-287 Request approval of the Submission of the Idaho Transportation Department — Office of Highway Safety FY19 Traffic Enforcement Grant Project Agreement (TEGPA) application Police Lieutent Dallas Palmer presented the request of the submission of the Idaho Department of Transportation Office of Highway Safety FY19 Traffic Enforcement Grant Project Agreement (TEGPA) application. The Office of Highway Safety has announced the FY19 Traffic MCCALL CITY COUNCIL Page 5 of 8 November 8, 2018 Regular Meeting Enforcement Grant Project Agreement (TEGPA) funding is now available. This funding is for law enforcement agencies and other organizations to assist in the development of programs to reduce or eliminate traffic deaths and serious injuries. If approved, it is the intent of the McCall Police Department to apply for funding for the projects listed on the memo. Council Member Nielsen moved to approve Submission of the Idaho Transportation Department — Office of Highway Safety FY19 Traffic Enforcement Grant Project Agreement (TEGPA) application and authorize the Mayor to sign all necessary documents. Council Member Holmes seconded the motion. In a roll call vote Council Member Nielsen, Council Member Holmes, and Mayor Aymon all voted aye, and the motion carried. AB 18-284 Request to Adopt an Ordinance Amending McCall City Code Title 5, Public Safety, Chapter 6, Vehicle and Boat Regulations, Subchapter B, Parking Regulations The Council had reviewed the recommended changes to McCall City Code Title 5, Public Safety, Chapter 6, Vehicle and Boat Regulations, Subchapter B, Parking Regulations at their October 11, 2018 City Council Meeting. As there are not enough Council members in attendance to adopt the Ordinance at this meeting, the agenda had to be tabled. Police Chief Justin Williams briefly answered some questions. Council Member Nielsen moved to table the adoption of Ordinance for McCall City Code Title 5, Public Safety, Chapter 6, Vehicle and Boat Regulations, Subchapter B, Parking Regulations to the next meeting. Council Member Holmes seconded the motion. In a roll call vote Council Member Nielsen, Council Member Holmes, and Mayor Aymon all voted aye, and the motion carried. AB 18-282 Request the review of the recommended amendments to McCall City Code Title 5 Subchapter G — Weapons Police Chief Justin Williams presented the recommended amendments to McCall City Code Title 5 Subchapter G — Weapons. The recommended changes address the discharge of a firearm within the city limits. He gave a brief report of what is currently in place and how a recent event with the shooting of a firearm brought out the lack of code addressing certain weapons. He went over some of the other changes outlined in the draft. There was some discussion on various weapon prohibitions, and staff and City Attorney Bill Nichols answered questions. Staff will make revisions and bring a final draft ordinance for Council review at a future meeting. AB 18-290 Golf Course Fees Discussion Golf Course Superintendent Eric McCormick presented the Golf Course fees annual review to determine if an increase is necessary. The Golf Course Advisory Committee (GCAC) has reviewed the current fee schedule for the FY19 season and have recommended to make a 3% adjustment to all season passes and leave daily rates alone. In the past, Council has expressed the desire to increases based on the CPI to make a small adjustment each year instead of a large adjustment every few years. Staff has compared the fees with the other golf courses in the area and feel that greens fees are comparable. However, there is room for an increase to the season pass fee as Jug Mountain has a limited number of passes and Meadow Creek has a much higher fee. Revenue is higher from green fees over season passes. MCCALL CITY COUNCIL Page 6 of 8 November 8, 2018 Regular Meeting Council requested some comparison numbers on season pass sales over the last few years for the next meeting. AB 18-289 Golf Equipment Lease Discussion Golf Course Superintendent Eric McCormick presented the Golf Equipment Lease discussion. City Council has been funding golf course equipment yearly, but it only replaces a couple of pieces per year. Council recommended that leasing options be investigated. Staff has looked at multiple options and concluded the best plan is to replace old equipment and keep the fleet in better condition, therefore, saving maintenance dollars into the future. In the FY19 CIP, the Golf department has $86,000 allotted for three pieces of new equipment. One trim mower/snow blower with a cab to be used year-round, and for the purchase of two new greens mowers. It was suggested to staff at a budget meeting to investigate leasing as the equipment seems to be on the 15-year replacement plan. Since looking into leasing, staff had to retire two of the work vehicles because parts are no longer available, and two mowers were retired for parts. Staff had to borrow a mower from another golf course to get through the summer. The age of the equipment ranges from the oldest, a 1980 model, to the newest being a 2007. For $86,000 a year for 5 years and a trade in of old equipment valued at $16,800, the City can lease a new fleet which would include 10 mowers, 6 work vehicles and two rollers to replace the older ones. Staff would keep the new rough mower purchased last year and the used fairway mowers purchased the year before. Staff proposes two lease options: (1) a true 5-year lease for the mowers, (2) a 5-year lease purchase for the work vehicles and the rollers. Each should last at least 10 years. If chosen to stay with the original plan of purchasing three new pieces a year, the staff would have to continue to replace broken equipment with less broken equipment. A discussion ensued on kinds of equipment needed, brands, maintenance costs, leasing details, and financing options. The Council had some concerns about covering the additional annual costs. Staff is working on the lease with legal counsel and will bring it before the Council at a future meeting. AB 18-292 Ordinance 973 amending McCall City Code Title 3, Chapter 5, Chapter 8, & Chapter 16 - McCall Area Code Update: Industrial Zone and Summary Adoption There were some concerns about the development standards raised by property owners within the Industrial zone and through the public outreach in McCall In Motion. Specifically, the concerns are about location of the parking and the requirements for surfacing of drive lanes and parking lots. As part of the Community and Economic Development initiatives identified in the Comprehensive Plan, staff recommends that Council revise the code to remove any potential barriers and create more affordable opportunities to retain, grow and attract business within the City and McCall Area. While the development standards would be lower with the proposed code amendments, the goal is to screen these areas along Scenic Routes. There are 177 acres or 1% of land in the McCall Area is zoned Industrial. In general, most Industrial zoned properties actual land use tends to be more commercial or `light' industrial in nature but most all follow the Industrial Zone code. Included in the Council packet is a Staff Report, Chapter 5 edits, Comparative Table of Industrial Zone standards from other communities, and the Ordinance with the zoning code amendments. At the August 7 Planning & Zoning meeting, MCCALL CITY COUNCIL Page 7 of 8 November 8, 2018 Regular Meeting the Commission recommended unanimous approval of the proposed code amendments. At the September 13 meeting, the City Council adopted the Ordinance 973, but the summary was never published so the Council needs to adopt the ordinance again and approve the summary. The Valley County Board of Commissioners adopted the ordinance (19-02) on October 29, 2018. As there were not enough Council members at this meeting to adopt the Ordinance, the agenda had to be tabled. Council Member Holmes moved to table Ordinance No. 973 until the next City Council meeting. Council Member Nielsen seconded the motion. In a roll call vote Council Member Holmes, Council Member Nielsen, and Mayor Aymon all voted aye, and the motion carried. Upcoming Meetings Schedule Discussion Council discussed upcoming meetings. ADJOURNMENT I Without further business, Mayor Aymon adjourned the meeting at 7:28 p.m. • C) 0 sem' - Cr ATTEST: _ 3 EAZ = J,• ie J. Ayme ',Mayo • BessieJo W, ner, City ler 14iiiniuo`' MCCALL CITY COUNCIL Page 8 of 8 November 8, 2018 Regular Meeting