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HomeMy WebLinkAbout1989-02-21 150 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA February 21, 1989 ************************ The Commission of the City of Bozeman met in regular session in the Commi ssion Room I Municipal Bui Iding, February 21, 1989, at 2:00 p.m. Present were Mayor Stiff, Commissioner Hawks, Commissioner Vant Hull, Commissioner Ma rtel , Commissioner Goehrung, City Manager I Wysocki, City Attorney Becker and Clerk of the Commission Sullivan. The meeting was opened with the Pledge of Allegiance and a moment of silence. Minutes It was moved by Commissioner Hawks, seconded by Commissioner Vant Hull, that the min- utes of the regular meeting of February 6, 1989 be approved as submitted; and the minutes of the regular meeting of February 13, 1989 be approved as amended. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Hawks, Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung and Mayor Stiff; those voting No, none. Public hearing - possible revision of target area for Community Development Block Grant monies This was the time and place set for the public hearing on possible revision of the target area for the Community Development Block Grant program. Planner Debbie Arkell submitted to the Commission a map outlining the existing target area, as establ ished in 1984, along with four areas proposed for possible inclusion in the target area. She reviewed the various zoning districts which would be included in the target area, not- ing they include M-l, B-3, R-3 and R-4. She noted that residential uses are non-conforming uses in the M-l zone; apartments are permitted in the B-3 district but single-fami Iy residential uses are non-conforming. She indicated that there are presently single-family residential units in all of the zones listed above. Planner Arkell stated there is adequate program income to fund rehabilitation of three I homes in the amount of $12,000 each during this fiscal year ending June 30, 1989; and she has received four applications to date, one in the M-l zone and the remainder in the residential dis- tricts. She noted that there shou Id be adequate monies to fund two projects during the fol- lowing fiscal year. Planner Debbie Arkell stated that several rehabilitation projects have been included in the area to the north of the existing target area through State approval; and that is one of the areas proposed for inclusion in the target area. I n response to a question from Commissioner Goehrung, Planner Arkell stated that appli- cations are being accepted for owner-occupied and rental rehab projects; however, funding of owner-occupied will probably be considered a priority. She noted that the City has received Section 8 monies for rental rehab; and that program is being administered through the HRDC office. She also reminded the Commission that there are only monies to fund three projects; and that would not cover a project for a four or five unit apartment complex. Commissioner Martel asked what criteria are used in evaluating the applications and de- termining which ones will be funded. He then questioned whether the zoning district and its attendant conforming uses are taken into consideration. Planner Arkell stated that the zoning district is not usually a factor in the decision- making process. She then indicated that the code deficiencies in the structure and the basis of need are considered in reviewing applications. She noted that rehabilitation of non-conforming uses may be allowed; however, removal and replacement of a portion of the structure cannot be I allowed. She then suggested one alternative may be to change the resolution to allow use of pro- gram income monies for rehabilitation of conforming uses only within the various districts if the Commission so desires. City Manager Wysocki stated he has discussed the inclusion of single-family residential uses in the M-1 and B-3 districts in this program with Planner Arkell. He noted that living units in a downtown area help to keep that area viable. He then suggested that not on Iy apart- 02-21-89 151 ments, but possibly single-family dwellings and condominiums should be permitted in the Central Business District. The City Manager then reminded the Commission that before the 1984 grant was approved, the City had its prior application disapproved because the target area was too large. He cau- tioned the Commission may wish to consider expanding the target area to include only one or two of the proposed areas rather than all four. I In response to a question from Commissioner Vant Hull, the Planner stated that appl i- cations for rehabi I itation have been denied because the house was beyond repair. She noted that an appraisal of the property is done; and if that appraisal is lower than the grant monies being requested, the application is denied because it is not economically feasible. In response to a question from Commissioner Hawks, Planner Arkell indicated that since program income monies are being utilized, the State requests a copy of the map; however, they do not review it for approval or disapproval. Commissioner Goehrung asked if expansion of the target area will send an inaccurate sig- nal, since the City does not have adequate monies to cover the appl ications already received. Planner Arkell stated the expansion of the target area will allow more people to utilize the program. She noted that the review of the applications will establish priorities, with the top ones being funded. No one was present to speak in support of or in opposition to the proposed expansion of the target area. Mayor Stiff closed the public hearing. It was moved by Commissioner Vant Hull, seconded by Commissioner Martel, that the Commission approve expansion of the target area for the Community Development Block Grant program monies, to include the four proposed areas. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung, Commissioner Hawks and Mayor Stiff; those voting No, none. I Request for classification of use - sound recording and production studio in the B-3 district - Mastodon Productions City Manager Wysocki presented to the Commission a memo from the Planning Staff request- ing that the Commission determine the classification of use for a sound recording and production studio in the B-3, Central Business, District. Planner Debbie Arkell stated that Mastodon Productions has questioned the number of park- ing spaces that would be required for their business, noting they wish to relocate to the old Mountain Bell Building at 114 South Willson Avenue. She noted that the business is a recording studio for cassettes and records; and there is no recording from the premises. The Planner stated that Mastodon Productions has been located in the B-3 district for approximately three years and is considering relocation within the same district. She then stated that production studios are not listed as conditional or permitted uses in the B-3 district and requested that the Commission make the determination on the classification of use in accordance with Section 18.06.050 of the Bozeman Municipal Code. In response to a request from the Commission, Planner Arkell reviewed the listed per- mi tted uses in the B-3 district. She then suggested that a production studio could be con- sidered the same as or so simi lar so as to be interpreted the same as, "professiona-l- and business offices" . Commissioner Martel suggested that a sound recording and production studio could be con- sidered similar to "photo stud ios" or "printing offices and publ ishing establishments" , noting they all pertain to media in various forms. I Commissioner Vant Hull asked if any special sound proofing is to be done in the new bui Id- ing or if there is any in the existing building. Ms. Cherie Johnston, Mastodon Productions, stated that there is sound proofing in the existing building; and there will be in the new building. She noted that the current site is one block north of the proposed site. She stated that the business would utilize 1,300 square feet plus sound proofing area; and they would have an option to expand later, since another 2, 1 00 square feet is available. She indicated the only item outside the building for this activity would 02-21-89 152 be their sign; everything else would be inside the existing structure. She then indicated that their business cannot proceed with leasing of the building until this issue, as well as the park- ing requirements, are resolved. I n response to a question from Commissioner Goehrung, Planner Arkell indicated that one parking space is required for 250 squa re feet of space for profess ion a I and business offices. She noted this may be determined by using 85 percent of the gross floor area or by subtracting all service areas from the gross floor area, which could be less in this instance because of the I area used for sound proofing. She noted that the parking requirements will be established by the Planning staff; and the question before the Commission is the classification of use. It was moved by Commissioner Martel, seconded by Commissioner Goehrung, that the Com- mission determine that a sound recording and production studio is the same as, or so similar so as to be interpreted the same as, "professional and business offices II , which are listed permitted uses in the B-3, Central Business, District. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Martel, Commissioner Goehrung, Commissioner Hawks, Commissioner Vant Hull and Mayor Stiff; those voting No, none. Mid-year budget review; budget amendments for Fiscal Year 1988-89 City Manager Wysocki submitted to the Commission the mid-year budget review, along with budget amendments for Fiscal Year 1988-89, as prepared by Administrative Services Director Gamradt. The Commission thanked the Administrative Services Director for his clear, concise re- port. It was moved by Commissioner Goehrung, seconded by Commissioner Hawks, that the Com- mission acknowledge receipt of the mid-year budget review and authorize the Mayor to sign the budget amendments for same. The motion carried by the following Aye and No vote: those vot- ing Aye being Commissioner Goehrung, Commissioner Hawks, Commissioner Vant Hull, Commis- sioner Martel and Mayor Stiff; those voting No, none. Claims I City Manager Wysocki presented to the Commission the listing of claims for the past two weeks, noting this was the only item that would have been listed under Consent Items. He then recommended that the Commission approve the claims as listed and order the same paid. It was moved by Commissioner Hawks, seconded by Commissioner Vant Hull, that the Commission approve the claims as listed and order the Director of Finance to pay the same. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Hawks, Commissioner Vant Hull , Commissioner Ma rtel , Commissioner Goehrung and Mayor Stiff; those voting No, none. Staff updates - (a) Police, (b) Recreation, (c) Streets and Ga rbage (a) Police. Police Chief George Tate submitted to the Commission a written report on the Police Department's activities and programs for the upcoming year. He then verbally re- viewed the goals for the past year, by stating that the department has looked at a carport for the police cars for several years; howeve r , the cost is quite high. He then noted that the police do not have an adequate shooting range at this time. He stated that one must be found or established soon to allow the officers to practice. Chief Tate then indicated that a more secure vehicle impound faci Iity is needed. He noted that at the present time, impounded vehicles are stored at the old sewage disposal site; and that site is not secured to prevent vandalism of the vehicles. He noted that when those ve- hicles are vandalized or items are stolen, the City must pay the claim. The Chief stated that I the department has considered the purchase of a decibel meter to monitor noise levels, such as around bars; however, they have not purchased one to date due to the cost. He then noted that a secure impound area for bicycles is also needed. Police Chief Tate stated the department considered purchase of a microfilm system because they are running out of space for records. He noted this system is expensive, suggesting that all City offices could utilize the system. 02-21-89 153 The Chief stated the radar units in the vehicles have been updated. He noted that new mobile radio units have also been installed in the vehicles recently; however, the handheld units which officers are required to carry are now in need of replacement, at a cost of $700 to $900 per unit. Chief Tate then indicated that night vision equipment for nighttime investigation could be helpful. He also stated that a total response vehicle could also be beneficial when responding to I accidents. He anticipated that it would be a van with various first aid materials and equipment for investigating an accident. He indicated that it would also include good camera equipment, rather than the small "point and shoot" cameras they now carry in the various cars. The Chief then stated that an in-house recording system is still needed. He noted that a good system would cost approximately $30,000. He reminded the Commission that a few years ago, the department purchased a cheap system; and it has not worked. The Chief then noted the department is also running out of room and needs additional space for its personnel. He stated that additional manpower would also be beneficial, noting that has been one of their goals for several years. Chief Tate stated that goals which are to be accomplished this year include construction of a vestibu Ie as well as replacement of two typewriters. He noted that the vestibule is an energy saving item; and, more importantly, it provides more sa fety for the dispatcher. He noted that at the present time, the front area is wide open; and the dispatcher is often alone in the station. He indicated that with the vestibule, one cannot view the inside of the station from the street. The Chief then reviewed the current work programs and areas of enforcement, which in- clude traffic control, drug/alcohol abuse patrol; theft/burglary program; and animal control. He stated that crime prevention through school programs is very helpful. He noted that the "Safety through Music" program has just been completed. Chief Tate then reviewed the priorities for personnel, noting that training is an on-going activity. He stated that the department does have a voluntary physical fitness program, under I the di rection of Officer Steve Thorne, with as many as 22 officers participating. He indicated that Detective Dave Petersen also conducts an in-service training program on deadly force. The Chief briefly reviewed the department priorities, noting that openness, communi- cation, and trust are necessa ry. He also noted that self-control and self-direction are promoted in the officers. He stated that he has implemented an interview process which includes not only the prospective officer but the spouse as well. He noted this allows the spouse to be aware of what is expected of an officer and usually provides for a better home relationship. The Chief stated that an Employee Assistance Program has been established for police de- partment personnel; and it has proven very beneficial. He noted it is a confidential program, which allows the officers to use the program without fear of the problem being revealed. Police Chief Tate stated the department is currently working on its 1988 annual report, and he hopes to have it ready for distribution to the Commission in mid-March or early Apri I. He noted it does reveal that vehicular accidents have increased at a steady rate over the past few years. Chief Tate stated the drug en forcement program has been working well recently. He noted that nine arrests have been made in the past two or three days, with some of them being felonies and others being misdemeanors. He also noted the investigation of forgeries has proven productive. He stated that over a five-week period, $20,000 in forgeries were reported. Lieu- tenant Connor worked on those cases, utilizing his training in handwriting analysis, and re- covered $19,000 of those monies. Commissioner Martel cited the recent Billings incident, in which a detect ive was killed I because of failure to handcuff a suspect. He also noted the officer was not wearing a bullet proof vest. Chief Tate stated that Bozeman has a department policy that all suspects will be hand- cuffed. He also indicated that all officers have bullet proof vests, noting that some of them have the vest in the vehicle while others religiously wear them. City Manager Wysocki commended the officers for the work completed during the past year. He noted that several drug arrests have been made, and a substantial amount of stolen merchandise has been recovered during the past year. 02-21~89 154 In response to a question from Commissioner Vant Hull, Chief Tate stated he does not sup- port combining the City and County Detective divisions. He noted that both divisions have a large amount of work to do in their respective jurisdictions, and few people to do the work. He noted, howeve r , that there is a good cooperation between the city, county, state and federal agencies at the present time. He cautioned that to combine departments could result in juris- dictional battles, which could destroy that cooperative spirit. In response to a question from Commissioner Martel, the Chief indicated that the Police I Department works as closely with the schools as they will allow in dealing with the drug prob- lem. He noted the schools try to take care of as many of their own problems as possible, rather than having the police become involved. Commissioner Vant Hull asked Chief Tate how he would feel about having a woman on the Police Commission. The Chief responded, with a smile, that he hoped that would never happen. He then clari- fied the statement by indicating he would have no problem with having a woman Police Commis- sioner who is qualified to serve in that capacity. In response to further questions, the Chief indicated that the City currently has two fe- male police officers. The Commission thanked Chief George Tate for his presentation. (b) Recreation. Recreation Superintendent Sue Harkin submitted to the Commission copies of the goals for the Recreation Department, along with a statement of recreation concepts and a listing of the various recreation g rou ps which are supported by the department. She noted that the department does a substantial amount of coordinating efforts for many of the recre- ation groups; however, the department does not operate the programs. Superintendent Harkin then reviewed the goals for the upcoming year. S he noted that upgrading staff skills, in the recreation area as well as in public relations, is very important. She noted that upgrading of safety in the pool area is also a subject to be addressed. She stated that updating of life saving skills every two years is now being mandated; and there are approximately 180 persons in Bozeman who will be involved in that program. I The Superintendent stated the staff manual for the Recreation Department is currently being revised; and it will be submitted to the City for approval prior to issuance. S he noted that implementing new programs for the Swim Center is an important part of keeping that facility vital. She stated that installation of hot tubs is a part of that process, noting several people have indicated a willingness to participate in the costs involved if necessary. She then noted that an average of 10,000 swimmers use the facility each month, generating approximately $12,000 in revenues. She stated the facility is close to breaking even in its operational costs, which is very good for an indoor pool. Superintendent Harkin stated the schools have used the Swim Center in their physical edu- cation programs over the years, at an annual cost of $39,000. She noted there has been dis- cussion of decreasing the amount of school use, which could possibly decrease the amount of in- come from that source. In response to a question from Commissioner Vant Hull, Superintendent Harkin stated there are now times when the pool is near capacity. She noted that scheduling of various groups as well as school classes can often become difficult; however, she noted there are also times when use could be increased without fear of overcrowding. Superintendent Sue Harkin then stated that maintenance problems must be addressed as they arise at the Swim Center. She noted that just before she came to this meeting, the ci r- culation pump quit working. She indicated there is no place locally to get the motor rewound; and she has no replacement on hand. She stated the pool can operate for two days without the circulation pump; then the pool must be shut down if the pump has not been repaired. She I noted a new pump would cost approximately $1,200. The Superintendent stated that replacement and repair parts cannot be stored at the Swim Center because of the humidity. S he noted they can, however, be purchased and stored at the City Shops until needed. I n response to a question from Commissioner Vant Hull, the Superintendent stated that a pool blanket usually has a life span of three years; and the existing one is now five years old. She noted it will float for one night, then it sinks under about two feet of water. She proposed purchase of a new blanket, made with new material which would be more energy efficient. She 02-21-89 155 noted the old blanket and reel could be moved to Bogert Pool and used there during the summer to improve the efficiency of that pool. She stated that a functiona I pool blanket can save $10,000 to $12,000 in energy costs at the Swim Center; and she anticipates about $3,000 in ener- gy savings at Bogert Pool. She indicated that the new blanket at the Swim Center will require purchase of a new roller system because the blanket is much thicker than the existing one. Also, the reel system for the old blanket must be moved to Bogert Pool since there isn't one at I that pool now. Recreation Superintendent Harkin stated that marketing the Swim Center is a primary acti- vity for the upcoming year. She noted the Friends of the Swim Center are providing a new sign for the Swim Center, in the same design as the renovation of the bui Iding; and that sign has been approved by the Planning Department. The Friends have also indicated a willingness to help with purchase of the hot tubs. The Recreation Superintendent then distributed copies of various brochures and flyers which are being used to promote various recreational programs. She noted the newspaper wi II also assist through distribution of an insert for the Recreation Department. The Superintendent then briefly reviewed the various recreation issues which have been addressed by the Recreation Advisory Board this past year, including a recreation master plan, a park master plan, a linear park usage plan, and a cash-in-Iieu dispersement plan. She noted that at the meeting which has been tentatively scheduled for March 27 between the Board and the Commission, these issues will be discussed. Ms. Harkin noted that Bogert Pool must be carefully ma r keted this summer, especially with the recently-approved water slide becoming reality this spring. She stated an interest in adding a mushroom to the shallow pool. She indicated the pool has been well utilized in sum- mers, as reflected in the fact that revenues have exceeded expenditures the past several years. The Recreation Superintendent then noted that operation of the Senior Center is under her department. She stated that operation is working well, with minor work being done on the building this year. I City Manager Wysocki reminded the Commission that a few years ago, Superintendent Harkin was directed to bring the Swim Center to a break even po i n t. He noted that just re- cently, the Commission indicated an interest in providing support for various recreation efforts being operated by volunteers, in an effort to keep them viable and not a burden to the City. He stated the Recreation Department has supported those volunteer programs in the manner need- ed to keep them viable. He then noted that recreational programs and desires change; and a program that is viable one year may not be the next. The City Manager then reminded the Com- mission there are two full-time employees at the Swim Center and two full-time employees in the Recreation Department, with the remainder being part-time employees. The Commission thanked Recreation Superintendent Sue Harkin for her presentation. Break - 3:35 to 3:42 p.m. Mayor Stiff declared a break from 3:35 p.m. to 3:42 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Staff updates (continued) - (a) Police, (b) Recreat ion, (c) Street and Ga rbage (c) Streets and Garbage. Director of Public Service Phill Forbes stated Streets and Sani- tation Superintendent Roger Sicz is present to respond to questions. In response to a question from Commissioner Vant Hull, the Director stated the City has not tried using rubberized asphalt; however, the staff may try it somewhere in the community in its maintenance program. He then stated the product is not manufactured in the State. I Commissioner Hawks noted that a recent television show presented statistics on salt and salt substitutes. He stated that the show indicated the cost of salt substitutes was $600 per ton, while the cost of salt was estimated at $1,000 per ton when all costs were factored in. Commissioner Martel noted the proposed expansion of the garbage collection system to in- clude more residential areas of the community includes use of automated equipment. He noted that a few years ago, after a pi lot program, a majority of residents indicated they did not want an automated system, questioning the basis on which that determination was made. He also noted there are some areas where automated collection is not feasible. 02-21-89 156 Director of Public Service Forbes stated he has reviewed the memos written during that pilot program, noting that the automated equipment would have resulted in lower costs. He then stated he does not feel the community can avoid automated garbage collection much longer; and he feels it would be appropriate to begin its implementation in the new residentia I areas. The Director then concurred there are areas where automated collection cannot be used, noting he anticipates a split system would probably be required. Commissioner Vant Hull noted that one of the reasons for opposing the automated system I was a desire to promote recycling. She then questioned how recycling could be rewarded if an automated collection system were implemented. The Director responded that the automated collection should have no impact on recycling, noting they are independent of each other. City Manager Wysocki reminded the Commission that 89 percent of those involved in the pilot program approved of automated garbage collection; however, the Commission denied the sys- tem after a petition of opposition was submitted. He then suggested the Commission may wish to review that issue and possibly make a different decision. Commissioner Vant Hull suggested that the automated collection system and a possible re- cycling program should be considered together. Commissioner Goehrung stated that he rode with the garbage crew, noting there were many encroachments in the alleys. He asked if the method of addressing this issue has been de- veloped, and suggested it should be addressed in a manner similar to the snow shoveling issue. Director of Public Service Forbes stated he feels public education is an important part of the process. He suggested that to combine it with the spring clean-up campaign could be bene- ficial, noting people could be encouraged to remove the encroachments. Street and Sanitation Superintendent Sicz stated hedges, bushes and trees are becoming a problem; and trimming would solve much of that problem. He suggested people could be encour- aged to trim their trees and hedges during the clean-up campaign; and the City could indicate its willingness to cooperate by picking up those trimmings and disposing of them. In response to a question from Commissioner Goehrung, the Superintendent indicated the I crew plans to screen the sand picked up during street sweeping this spring and use the good material for sanding next year. The Director of Public Service stated some of the sweepings could possibly be used in the final cover for the old part of the landfill. In response to a question from Mayor Stiff, the Director stated he has no substantial in- formation on the 95 percent sand, 5 percent salt mixture being used on the streets this winter. He indicated that the entire subject will be evaluated when all information is available. In response to a question from Commissioner Vant Hul', the Director indicated that the entire issue of disposal of white goods is being reviewed, including the fee structure. In response to a question from Commissioner Hawks, Director Forbes stated the City has been issued a permit without a liner for the new landfill a rea. He noted that engineering analysis revealed an adequate amount of dirt and material to protect the groundwater without the installation of an impermeable liner. Mayor Stiff noted that the current capital improvement program includes monies for open- ing of a new area at the landfill, but not closing of the landfill. The Director concurred, noting the old area will probably not be closed for two to three years. Commissioner Hawks noted the staff recently indicated it takes approximately 200 hours to train someone to operate a motor grader. He then asked if more employees will be ready to oper- ate that equipment next winter, so better snow removal can be anticipated. The Street Superintendent stated four operators will be available to run the motor graders next winter. I I n response to a question from Commissioner Hawks, Superintendent Sicz stated the side streets will be cleaned when possible. He then noted that the need for ice chopping in the creek arises at the same time as the streets need clearing, so it becomes a balancing act. He indicated that the wells do decrease the need for ice chopping; however, there are areas where it is still necessary, particularly where houses are built close to Bozeman Creek. City Manager Wysocki noted that ice chopping is very dangerous duty, noting that the ice must be chopped from the bottom up. He also noted that the individuals must be ready to jump when a piece of ice breaks loose. He indicated that where the ice builds up, it would not be 02-21-89 157 possible to use equipment in place of having our guys in the creek. He then suggested that dril- ling a well somewhere near East Tamarack Street could possibly alleviate some of the ice chop- ping which must now be done. Commissioner Hawks suggested that weekly updates during the winter could be beneficial for the Commissioners. He noted this would allow them to respond to individuals and their ques- tions. I In response to a suggestion from Commissioner Martel that snow be plowed from the curbs to the middle of the street, the Director of Public Service indicated that would decrease the amount of room for travel on those streets and could cause icing problems on the streets. He also noted that cars parked along the curb make it difficult to plow the snow to the center of the street. Commissioner Vant Hull asked if the City will have a sidewalk installation program this summer. Director of Public Service Forbes stated the staff must first prepare a prioritized listing of sidewalks to be installed before a program is implemented. He noted once that list is pre- pared and the prioritization established, the City can begin an installation program which would be completed in a logical manner. The Commission thanked Director of Public Service Phill Forbes and Street and Sanitation Superintendent Roger Sicz for their presentation. Discussion - FYI Items City Manager Wysocki presented to the Commission the following "For Your I nformation II items. ( 1 ) A memo from Edna Berg inviting the Commissioners to attend a Library Board meet- ing to be held at 5:15 p.m. on Monday, March 13. The City Manager then reminded the Commis- sion that a meeting has already been scheduled with the ad hoc committee concerning the regu- latory process at 3:00 p.m. on that day. I Commissioner Hawks suggested that the Commission may wish to defer meeting with the ad hoc committee until 3:00 p.m. on Monday, March 27 so the Mayor may attend. The City Manager reminded the Commission that also included in their packets was notice of a tentative meeting with the Recreation Advisory Board at 7 :00 p. m. on March 27. Commissioner Hawks indicated that on the evening of March 27, activities begin for the grand opening of the new addition to the Museum of the Rockies. He stated a desi re to attend those activities, noting that others may wish to attend as well. City Manager Wysocki suggested that the ad hoc committee meeting could be deferred to 3: 00 p. m. on March 27; the meeting with the Recreation Advisory Board could then begin at 5: 00 p.m. The Commission concurred with that suggestion. (2) Notice of a meeting with the Recreation Advisory Board tentatively set for 7:00 p.m. on Monday, March 27. The City Manager noted that the above discussion changed the time to 5:00 p.m. (3) The City Manager noted that the staff is continuing to prepare for the Valley Unit lot sales. He noted that brochures are now at the printers; and signs will be posted on the lots which will be sold at the auction within the next day or two. (4) Mayor Stiff stated that he and City Manager Wysocki did a brief television spot for Channel 4, Butte, concerning the sale of Valley Unit lots just prior to this meeting. (5) Commissioner Hawks submitted to the Commission a draft memo to the ad hoc sign committee and the Zoning Commission in response to Marjorie Johnson's letter. He suggested that the Commissioners may wish to revise it; however, he noted that it should be to the Sign I Committee for their meeting tomorrow evening. Commissioner Goehrung suggested one addition; and the other Commissioners indicated sup- port for the memo as revised. (6) Commissioner Hawks submitted to the Commission a copy of the rating sheet which is distributed to applicants by the City of Great Falls under the IIrequest for proposalsll pro- cess. He noted this is a follow-up from last week's discussion. (7) Commissioner Vant Hull stated she was in Helena to attend the hearing on H B 70, which would allow persons over 18 years of age to carry concealed weapons. S he noted that after several amendments had been added, one of which would allow local governments to place 02-21-89 158 restrictions on some locations, the bill did pass in the House. She suggested those interested may wish to watch this bill as it goes through the Senate. She then distributed copies of the bill as submitted for the second reading, plus revisions made prior to passage. (8) Commissioner Goehrung distributed to the Commission copies of his notes from the last community recycl ing meeting, noting another meeting has been scheduled for 7: 00 tomorrow night. He noted a list of topics was made, and the people were divided into groups to address each specific topic. I (9) Commissioner Goehrung noted a meeting of cultural and recreational groups is to be held on Tuesday, February 28 at 7:30 p.m. at the Museum of the Rockies. (10) Commissioner Hawks noted the Commissioners have received a letter from Karen Furu concerning the requirement to purchase a business license. He then asked that a response from Administrative Services Director Gamradt be included in next week's packet. (11 ) Commissioner Goehrung asked for a report on the number of business I icenses is- sued as well as the number of cat and dog licenses issued to date. Commissioner Hawks asked if the Commission is prepared to require that cats wear their tags, given the potential problem with rabies in the County. (12) Mayor Stiff stated he will be sending letters to the various organizations con- cerning the upcoming goal setting meetings later this week. He asked that any additional groups or organizations be submitted to the Clerk of the Commission by Thursday evening so they can be included in the mailing. (13) Mayor Stiff requested that copies of the listing submitted by Sue Harkin during her report be distributed to the Commissioners. (14 ) Commissioner Vant Hull asked what employees are learning at the loss control/risk management seminars which are being held around the State. The City Manager briefly reviewed the subjects covered during those seminars, noting that the public safety and public service employees have attended the seminars to date. He noted this is an area in which education must be pursued on an on-going basis. Executive Session re litigation I Mayor Stiff stated the purpose of this executive session is to discuss pending litigation against the City; and in this situation, the attorney/client privilege must be maintained. He noted that, in compliance with Section 2-3-203(4), Montana Code Annotated, he will close this meeting. At 5:03 p.m., Mayor Stiff declared an executive session for the purpose of discussing pending litigation and requested that all persons except the Commissioners, City Manager Wysocki, City Attorney Becker and Clerk of the Commission Sullivan leave the room. At 5 :50 p.m., Mayor Stiff closed the executive session and reconvened the open meeting. Recess - 5:50 p.m. Mayor Stiff recessed the meeting at 5:50 p.m., to reconvene at 7:00 p.m. for the purpose of conducting the scheduled public hearing and the remaining business items. Reconvene - 7:00 p.m. Mayor Stiff reconvened the meeting at 7: 00 p. m. for the purpose of conducting the sched- uled public hearing and the remaining business items. Public hearing - Commission Resolution No. 2735 - intent to annex Tract 3-A, COS No. 406-D, located in the NWk of Section 19, T2S, R6E, MPM (10. 376-acre tract lying east of Westridge Sub- division, south of Westridge Meadows PUD and west of Valley View) This was the time and place set for the public hearing on Commission Resolution No. I 2735, as approved by the City Attorney, entitled: COMMISSION RESOLUTION NO. 2735 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MON- TANA, DECLARING IT TO BE THE INTENTION OF THE CITY OF BOZEMAN, THE INHABITANTS THEREOF AND THE INHABITANTS OF A TRACT OF LAND CONTIGU- OUS TO SAID CITY OF BOZEMAN AND HEREIN MORE PARTICULARLY DES- CRI BED, TO EXTEND THE BOUNDARIES OF SAID CITY OF BOZEMAN SO AS TO INCLUDE SAID CONTIGUOUS TRACT WITHIN THE CORPORATE LIMITS THEREOF. 02-21-89 159 Mayor Stiff opened the public hearing. Planner Ron Brey presented the staff report. He stated the parcel to be annexed is known as Tract 3-A of Certificate of Survey No. 406-D. He then noted that the subject 10.376-acre parcel is more commonly located east of Westridge Subdivision, west of the Valley View Gol f Course, south of the existing Westridge Meadows PUD and north of Graf Park and Spring Meadows Subdivision. He reminded the Commission that application for annexation of the I parcel was submitted last summer; and the Commission referred it to staff with several items of concern. He noted those concerns were add ressed and the staff submitted its report to the Commission in January 1989. The Planner stated that review of the proposed annexation revealed that a 65-foot by 109- foot parcel of unannexed land will be created by this annexation; and the staff was directed to contact that property owner to see if that small parcel could be included in this annexation. He noted that the property owner has been contacted by the Planning staff and has raised several questions about issues such as taxation and assessments. He noted the final communication was that the property owner will not protest Mr. Weaver's application for annexation but does not want to be included in this annexation process. Planner Brey then briefly reviewed the issues to be addressed in the annexation agree- ment, as follows: ( 1 ) the emergency accesses to the south and the west wi II be maintained; (2) necessary easements for Fairway Drive, and the water and sewer lines along that street, will be included; (3) cash-in-lieu of water rights wi II be calculated, with a percentage decrease being allowed for the separate outside irrigation source; (4) a provision will be made for dedication of the parkland for Sourdough Trail during the subdivision review or the planned unit development process, with possible real ignment possi ble, depending on the development scheme; (5) pro- visions will be made for treatment of storm drainage for oils and sedimentation before it enters the creek; and (6) a more detailed annexation map must be included. Mr. Don Weaver, applicant, stated the subject parcel is part of a master-planned planned unit development which was approved by the City in 1982. He noted this is the final phase of I the development, which was originally scheduled for construction during the 1990's. He stated this is the fi rst step in moving forward with the development process, noting that construction is not anticipated until next spring. Commissioner Martel noted that Spring Meadows Subdivision and Westridge Meadows PUD both have cul-de-sac streets with an emergency access connecting them. He suggested the pos- sibility of connecting the two streets, eliminating the cul-de-sacs. Planner Brey stated that in the late 1970's a through street was proposed in this area; and that proposal met with opposition. He noted the City then determined that the subject de- velopment could be constructed, with a cul-de-sac street developed to private standards. He stated that all development in the area has been done with that decision in mind; and the street is not of a standard to be considered as a through street. I n response to a question from Commissioner Vant Hull, the Planner indicated that the is- land of unannexed parcels is approximately two acres in size. He then reminded the Commission that this parcel is already an island because a small bridge of annexed property separates them from the subject site. I n response to a question from Commissioner Vant Hull, Mr. Weaver stated he anticipates completion of the annexation process in March so he can proceed through the other steps toward development. He indicated a desire to construct Sourdough Trail and plant trees in the park this summer in preparation for construction next summer. Mayor Stiff asked Mr. Weaver if he agrees with the items to be contained in the annex- ation agreement; Mr. Weaver responded he does. I No one was present to speak in opposition to the proposed annexation. Mayor Stiff closed the public hearing. It was moved by Commissioner Vant Hull, seconded by Commissioner Martel, that the Com~ mission authorize and direct the staff to proceed with the necessary steps to complete the re- quested annexation. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung, Commissioner Hawks and Mayor Stiff; those voting No, none. 02-21-89 160 Continued discussion - fund reserve policy for enterprise funds City Manager Wysocki stated that included in the Commissioners' packets were two pages showing large projects to be completed in the Water Fund during each of the next six fiscal years, along with other factors which affect the rates established. The City Manager then briefly reviewed the discussions on the proposed fund reserve poli- cies for the three enterprise funds. He noted that the Commission has concurred that the City must reverse the trend in the Water and Sewer Funds, recognizing it will take several years to I accomplish. He further noted there should be adequate monies in the funds to cover the costs of design work for a major project, with long-term financing being used for construction of the project. He indicated that replacement of assets originally installed through grants or special improvement districts could be done through long-term financing, since they usually have a long life expectancy. City Manager Wysocki stated that during the current fiscal year, the staff is proposing a 7 percent increase in water rates to cover the costs of repaying the loan for improvement of the Lyman Creek supply. The City Manager then stated the staff has been carefully reviewing the possibility of re- funding the 1982 Water System Revenue Bonds, noting they are at an interest rate of 9.65 per- cent. He noted that at the present time, the bonds can be refinanced at a rate of 7.35 to 7.4 percent; and the refinancing could provide an additional $1,000,000 with which expansion of the plant could be completed and the pipeline and valve replacement program could be started. He stated the annual debt retirement would be about $600,000 after the first three years, rather than the current $588,000. He noted that the life of the new bonds would be approximately the same length as the existing bonds, therefore, they would be paid off in 2007 rather than 2002. The City Manager noted that the plant expansion is estimated at $600,000. He stated that project would be completed first, with the remaining $300,000 to $400,000 to be used for the re- placement program. He cautioned the Commission that will just begin the program; and it is im- portant to continue budgeting for that project in the capital improvement program. He then in- dicated that a majority of the proceeds from the refunding bonds is to be placed in an escrow to I payoff the 1982 bonds on their first possible call date. The City Manager then stated it is not uncommon to refinance bonds for a uti Iity , noting that it seems a major project must be ad- dressed every five years. City Manager Wysocki noted it is important to maintain user rates at a level to fund the debt service retirement and capital needs as well as the daily operational costs. He noted that to accomplish the major capital items listed in the table just distributed, the City will need to raise the rates on an annual basis. He then noted that the list of projects submitted does in- clude replacement of the transmission I ine from Middle Creek even though it does not appear in the capital improvement program. He stated it will be included in a future capital improvement program; but at this time, it is well beyond the five-year plan. The City Manager stated that if the water rates are increased 7 percent, effective May 1, the new rates will generate an additional $19,000 in revenues during this fiscal year, since there will only be two months remaining. He noted that as a result of this rate change, residents may see a $3.00 increase in water bills during the winter months and possibly as much as an $8.00 increase during the irrigation season. City Manager Wysocki requested that the Commission reaffirm its support for the staff to proceed with refinancing of the water bonds as quickly as possible. He noted that determination has been made during the past two years, but it has not been made recently. Mayor Stiff stated support for the proposed 7 percent increase in water rates. Commissioner Hawks questioned whether voting on the proposed refinancing of bonds would be a conflict of interest, since he owns a water revenue bond. Following research, City I Attorney Becker stated that owning a bond does not create a conflict of interest, noting that all citizens of the community were given the same opportunity to purchase the bonds. He then indi- cated that all of the Commissioners may vote on this issue. City Manager Wysocki suggested the Commission review the proposed 12 percent increase in sewer rates. He noted that under this increase, a monthly $6.00 sewer bill would be in- creased by $.72. He then indicated that this increase will have little effect on the revenues for this fiscal year, since the overall revenues are much lower than in the Water Fund and there are on Iy two months at the new rate. 02-21-89 161 Mayor Stiff noted that the financial statement for the past fiscal year reveals the Sewer Fund had a $626,000 operations deficit. He stated that indicates a 12-percent increase is def- initely needed. The Commission then discussed the possible need for an increase in the garbage collection rates. Commissioner Goehrung suggested a comprehensive review of the rate structure, possibly I followed by a major revision in the structure might be the best approach in this area. He then noted it may be best to do that revision prior to implementing any rate increases. He stated at the present time, the fund is stable enough that such a review process could be done without harming its status. City Manager Wysocki cautioned that a major revision of the garbage rate structure could cause a substantial change in the amount of revenues. He then suggested that rather than im- plementing 2-percent increases each year, the Commission may wish to wait and implement a lar- ger increase in a year or two. He reminded the Commission that the process for increasing rates is rather lengthy and questioned the economic feasibility of such a small percentage in- crease. Commissioner Goehrung noted that the Commission has discussed the need for increasing the water rates and the sewer rates over the past year; and he is confident that an increase is necessary. He noted garbage rates have not been discussed in the same manner, suggesting that to discuss the need for such a change for a period of time prior to the increase could be beneficial for the Commission as well as the community. Following a brief discussion, the Commission concurred that the garbage rates should re- main as they are at this time. City Manager Wysocki cautioned the Commission that the rates for the water, sewer and garbage activities should be reviewed on an annual basis, with adjustments being made as neces~ sary. He noted that will allow any change in needs in the various funds to be addressed in a timely manner. I It was moved by Commissioner Martel, seconded by Commissioner Goehrung, that the Com- mission authorize and direct the staff to proceed with refinancing of the 1982 Water System Revenue Bonds, with the additional monies to be utilized for expansion of the water treatment plant and implementation of the pipel ine and valve replacement program. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Martel, Commissioner Goehrung, Commissioner Hawks, Commissioner Vant Hull and Mayor Stiff; those voting No, none. Continued discussion - review of rates for water, sewer and garbage The above discussion applies to this agenda item as well. It was moved by Commissioner Goehrung, seconded by Commissioner Hawks, that the Com- mission authorize and direct the staff to begin the process to implement a 7 percent increase in water rates and a 12 percent increase in sewer rates, leaving the garbage collection rates as they are until the staff has had an opportunity to seriously review that fee structure. The mo- tion carried by the following Aye and No vote: those voting Aye being Commissioner Goehrung, Commissioner Hawks, Commissioner Vant Hull, Commissioner Martel and Mayor Stiff; those voting No, none. Discussion - recommendations from Steering Committee for City Beautification City Manager Wysocki stated that a portion of the committee's report was included in the Commissioners' packets. The following steering committee members were present: Kathy Ball, Jerry Cashman, I Ma rtha Drysdale, Daphne Gillam, Ralph Johnson and Dick Pohl. DarIa Joyner and Ellen Hilde were also present. Various members of the committee presented segments of the report, as fol- lows. Ms. Kathy Ball reviewed the proposed proclamation for May as " Bozeman Beautification Month". She noted the proclamation would encourage residents to beautify their homes through yard care, planting of flowers and trees and general maintenance. She indicated it would also encourage businesses to incorporate beautification in their advertising. Other items to be in~ cluded in the proclamation are encouraging vacant lot owners to maintain those lots, promoting an awareness of the advantages of recycling, and having the City take a leadership role through pothole repair, general street cleaning and specifying free dump days for residents. 02-21-89 162 City Manager Wysocki stated the City has conducted a spring clean-up campaign in con- junction with the Chamber of Commerce; and that has been done during the month of Apri I in past years. He suggested that the two efforts be coordinated this year. Following a brief discussion, the consensus was that " Bozeman Beautification Month" should run from April 28, which is Arbor Day, through May 29, the day Memorial Day is observ- ed. Mr. Dick Pohl distributed copies of the second part of the report, concerning a "Valley of I Flowers Celebration". He then showed a short video entitled "Whatcom County in Bloom. II He noted this has been a successful program in Bellingham, Washington, and. suggested that a simi- lar program be developed in Bozeman during this Centennial Year. He briefly reviewed the pro- gram as it could be developed locally. He suggested that to make the program successful, a coor- dinator should be hired to coordinate all beautification efforts in the community. He noted the City could provide office space, telephone, some secretarial services, and possibly the awards banquet at the end of the season, with the salary to be covered through grant monies and entry fees for the competitions. Mr. Pohl then submitted a list of proposed activities, including a substantial amount of publicity and advertising through the newspaper. He also suggested that landscaping efforts should be coordinated with local nurseries, with the nurseries actively promoting the various events to be held through the growing season. Other activities would include a community lec- ture series, plantings in the City parks by school chi Idren, monthly judging contest of land- scaping around private residences entered in competitions, private garden tours through regis- tered yards and an awards banquet sponsored by the City. He suggested that promotional and educational activities should be started in Apri I so that people are prepared to participate in the events. Mr. Pohl stated that the program in Whatcom County has been in operation for four years. He noted the County has supported the program; however, this year the program is pre- pared to be self-supporting. He suggested that here the coordinator could also be responsible for writing of grant applications and seeking the necessary funding to make the program self- I supporting in future years, if the Commission so desires. He also noted the coordinator could possibly be a parks or recreation department employee who is assigned these duties during the spring and summer months. Mr. Jerry Cashman presented the next portion of the report. He reviewed the 1989 beauti- fication program, as proposed by the committee. He suggested that for the Centennial Year, an effort should be made to coordinate beautification projects in the community. He then suggested that either Montana flags or Centennial flags be hung from light poles along North 7th Avenue from the Interstate to West Main Street and that flags be hung along Main Street from the Inter- state to West Babcock Street. He noted it would take 150 3-foot by 5-foot flags, at a cost of $35 per flag. He also indicated the brackets must be installed, at a cost of $10 each. He noted the b rac kets could be installed approximately 12 feet from the ground, with the flags being bolted into the brackets, thus minimizing problems of theft and vandalism. Mr. Cashman noted under this proposal, hanging baskets of flowers would also be in- stalled in the downtown area. He noted the baskets will cost $25 each, noting that 40 to 50 bas- kets will be needed. He stated that two baskets of flowers would be hung from the same brack- et as the flags are hung. He stated the baskets would probably be hung between Rouse Avenue and North 7th Avenue. Jerry Cashman estimated the costs of the project at $7,700. He suggested that a sub- scription program could be developed for businesses or donations could be sol icited from the various businesses in the community. He also noted that donations from service clubs and pri- vate contributors could also help cover the costs. He then stated that maintenance of the I hanging baskets must be done on a regular basis. He indicated they must be watered every other day, and probably every day in the hot summer months. He suggested that City crews accept responsibility for this, since the City has equipment with which it could do the watering. He noted that one employee could drive a pickup with a tank in the back whi Ie another employee stood in the back on a platform with a hose and nozzle for watering the planters. Mayor Stiff asked how long the hanging baskets could be used, noting the growing season is very short. 02-21-89 163 Jerry Cashman stated the growing season in Bozeman is about 107 days. He then sug- gested that the baskets could be expected to last from Memorial Day through mid-September. He . noted that the type of flowers planted in the baskets must be carefully estabiished, indicating that cascading flowers will be needed. He also noted it is important that the baskets are the same, thus establishing uniformity in the appearance of the streetscape. Mr. Cashman then stated this project is listed as a Centennial project; however, he noted the hardware will have I been purchased so this type of activity could be considered for future years as well. Ms. Daria Joyner, Executive Director of the Chamber of Commerce, stated support for the proposed Centennial project. She then stated the Chamber has established the Bozeman Founda- tion, an organization to which tax-deductible donations may be made. She suggested individuals or businesses could donate monies through that mechanism, earmarking the monies for the Centennial project. In response to a question from Commissioner Hawks, Mr. Cashman stated the number of brackets needed for this project are available. He then indicated that the hanging baskets will hold ten to twelve gallons of light soil medium. He noted the baskets will be lined with burlap, then a plastic liner so the liner is not visible from underneath. He suggested that verbena, var- ious types of petunias and marigolds will probably be among the types of flowers used in these planters. He noted that having cascading flowers in the baskets is very important, since that makes them more attractive from the sidewalk as well as the street. Mr. Cashman stated that some of the downtown businesses have indicated an interest in planting trees in the sidewalk. He noted this will also help enhance the appearance of the down- town area. Ms. Joyner noted that the spring clean-up campaign was implemented under former Mayor Judy Mathre. She noted the two recycling companies in Bozeman have donated the proceed s from their recycling efforts to the Chamber for the beautification project of their choice. She noted that last year $1,200 was donated to the East Gallatin Recreation Area. She then sug- gested that those monies could be donated to this Centennial project. I Ms. Ellen Hilde stated that May 14-20 is Historic Preservation Week. She noted that a special celebration is being planned for that week, noting that plans for those activities could be coordinated with these beautification efforts. Mr. Ralph Johnson presented the committee's report on their proposal for beautification of North 7th Avenue. He noted there are sculptures at both the west entrance, the elks at the First Citizen's Bank, and the east entrance, the horse and rider in Lindley Park, to the com- munity, suggesting that one would be nice at the north entrance as well. He then stated that Darigold is presently expanding their operation and plan to relocate their parking lot, which is currently located in a public street right-of-way. He noted that Darigold has indicated a plan to landscape the existing parking area; and they have indicated an interest in developing an area where a sculpture could be located. He stated they have further indicated a willingness to main- tain that landscaped area, even if the sculpture is owned by the City. Mr. Johnson suggested a sculpture could be acquired in one of two ways. He noted that a piece could be purchased, noting the piece would probably cost $50,000 to $200,000. He a I so suggested a sculpture could be leased for a four-year period, noting that cost could run from nothing to $50,000, depending on the artist and his/her proposal. He stated the National En- dowment for the Arts (NEA) does have grant monies avai lable for highway beautification; and this proposal could possibly receive at least partial funding from that source. Mr. Johnson stated it would be nice to complete this proposed project during this Cen- tennial Year; however, he suggested it might be more realistically accomplished in 1990. Ralph Johnson proposed that a committee, appointed by the City Commission, could be re- I sponsible for selecting the sculpture and the artist, coordinating fund raising efforts and coor- dinating the installation of the sculpture. He noted that the Commission would be responsible for all final decisions and entering into any contracts or agreements under this proposal. Ms. Kathy Ball stated that under the lease option, the sculpture would be changed every few years, which could increase the interest of residents as well as visitors. Ms. Kathy Ball then reviewed the long-term goals established by the committee. She noted that enforcement of existing landscape requirements is important. She also suggested that a new ordinance with stricter landscaping requirements which would apply to all new construction could also be beneficial. She stated the committee also stated support for a strict sign 02-21-89 164 ordinance, with non-conforming signs being phased out. Ms. Ball then noted that systematic planting of boulevard trees, and complete landscaping of North 7th Avenue as well as East Main Street and West Main Street shou Id be pursued. She noted that continuation of the clean-up campaigns and other beautification projects should be ensured, suggesting that promotion of recycling can help in those efforts. She then noted that hiring of a grants person is extremely important and could help to ensure that the other goals are accomplished. Mr. Cashman stated the key to success in attaining the goals, particularly those per- I taining to the boulevard trees, is a systematic approach. Ms. Daphne Gillam addressed possible revenue sources for the proposed beautification projects. She noted there is an interest in beautification of the community, including the Historical Society, the Chamber of Commerce, downtown businesses and service organizations. She stated that volunteer help can accomplish much of the work; however, a coordinator must be responsible for making sure all those efforts are working toward a common end. Ms. Gillam then stated that grants are available from various sources to cover some of the costs involved, as well as donations from various individuals and organizations. Ms. Gillam suggested the City could become involved in funding some of the costs as well as through in-kind services for a coordinator. She noted that a public/private cooperation is necessary to make this successful, with the City ta king an active leadership role. Ms. Gillam then stated that Sweet Pea has not yet dispersed its proceeds from last year's activities. She noted they have determined that 40 percent of their proceeds from each year will be donated to the Beall Park Arts Center; and the remaining 60 percent is to be used to fund applications for various arts-related activities. She noted the committee is currently working to develop the guidelines for evaluating applications for "special projects"; and that work is to be completed before the monies are awarded at their March meeting. She then suggested that Sweet Pea would be willing to entertain an application from the City for monies to fund the coordinator which has been proposed in this report. She noted, however, they would like some assurance that the beautification project will be continued, and is not just a "flash in the pan" effort. Mr. Ralph Johnson stated that if the City is willing to commit office space, te lephone, I secretarial help and possibly minimal other services for a coordinator, the steering committee is willing to submit an application to Sweet Pea for grant monies to pay the coordinator's salary. He noted the coordinator could also be charged with the responsibility to write grant applications to seek monies to continue the program in future years. He then noted that in Bellingham, the individual responsible for coordinating the beautification program is a County employee who is responsible for coordination of three different events throughout the year. Ms. Joyner noted that at the present time, there are many community activities being done by volunteers. She expressed concern that to hire a coordinator for this year1s beauti- fication project could cause consternation among those groups. She then noted that the Gallatin Development Corporation, the Chamber of Commerce and the City have also discussed the need for hiring a part-time grants person. She suggested that possibly those efforts could be com- bined with this proposal to make it more viable. Mayor Stiff noted the City is charged with ensuring the general health, safety and wel- fare of its residents. He stated the Commission does support the proposals for beautification of the community; however, he noted there are not enough funds avai lable to complete all of the work needed, let alone desirable projects. Ms. Ball stated the City must support the proposed beautification project if it is to be successful. She noted that backing does not need to be just financial, but support through coor- dination. Commissioner Martel noted a substantial amount of the proposed beautification projects in- volved publicly owned property; and he feels the City should be responsible for administration I and coordination of the program. The City Manager stated there is office space available in City Hall. He then stated he feels that a coordinator should also be charged with grant writing responsibilities as a part of the duties. He then noted the City does not wish to discourage volunteer efforts; and caution must be taken in that area. Commissioner Goehrung asked about the deadline for applications for Sweet Pea monies. Ms. Daphne Gi lIam stated applications must be submitted prior to the next committee meet- ing, which is scheduled for mid-Ma rch. - 02-21-89 165 Mrs. Martha Drysdale stated the committee is not seeking a IIquick fix" in addressing beau- tification. She noted that there are old trees through the older part of town; and those must be replaced. She also noted that many of the new parts of the community have few trees; and more plantings should be encouraged. She suggested that to promote this type of program could help to change and enhance the appearance of the community in future years. Mr. Johnson stated the committee discussed the possibility of having a design competition I for the North 19th A venue. He noted that such a competition would generate publicity for Boze- man; and it would provide suggestions for an ideal entryway to the community. Commissioner Hawks noted the County is becoming interested in beautification concepts as well as the City. He noted that a committee is now reviewing the possi bi I ity of establishing planning and zoning guidelines which will help to address these issues. Ms. Joyner suggested that when this proposal is marketed to the businessmen, it would be helpful to have a firm plan for their review. She nbted that such a plan is usually accepted much better than a conceptual proposal. Mayor Stiff noted that the City must carefully consider any long term commitments result- ing from implementation of any beautification program. He then asked if Sweet Pea monies would be available only this year or if future monies could be involved. Ms. Gillam stated the proceeds from Sweet Pea fluctuate greatly, noting in some years there are no proceeds. She noted that 60 percent of the proceeds are now used to fund annual projects and applications; however, the committee might be willing to consider an application for a percentage of those proceeds to be set aside for beautification projects each year, as long as those projects addressed arts concerns. Following a brief discussion, it was determined the City could submit a grant proposal to Sweet Pea seeking monies to cover the salary for a coordinator/grant writer to initiate a Bozeman beautification program, prior to the March 15 submittal deadline. Mr. Cashman noted the committee has not yet completed their work; however, they need some direction from the Commission before proceeding any further. I The Commission thanked the steering committee for their report. Mayor Stiff requested this item be placed on next week's agenda for further discussion. It was moved by Commissioner Hawks, seconded by Commissioner Vant Hull, that the Commission acknowledge receipt of the steering committee's report. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Hawks, Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung and Mayor Stiff; those voting No, none. Adjournment - 10:30 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Vant Hull, seconded by Commissioner Goehrung, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Goehrung, Comm iss ioner Hawks, Commissioner Martel and Mayor Stiff; those voting No, none. ALFRED M. STIFF, Mayor ATTEST: I ROBIN L. SULLIVAN . Clerk of the Commission 02-21-89