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HomeMy WebLinkAbout1988-04-18 163 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA April 18, 1988 ************************ The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, April 18, 1988, at 2:00 p.m. Present were Mayor Stiff, Commissioner Hawks, I Commissioner Vant Hull, Commissioner Martel, Commissioner Goehrung, City Manager Wysocki, City Attorney Becker and Clerk of the Commission Sullivan. The meeting was opened with the Pledge of Allegiance and a moment of silence. None of the Commissioners requested that any of the items listed under Consent Items be removed for discussion. Mayor Stiff welcomed Mr. Lajos Demcsak, a guest from Hungary through the Montana Coun- ci I for I nternational Visitors program, to the meeting. Minutes It was moved by Commissioner Hawks, seconded by Commissioner Vant Hull, that the min- utes of the regular meeting of April 11, 1988 be approved as submitted. 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. Discussion - process for goal setting discussion to be held next week City Manager Wysocki noted that. included in the packets was a memo from the Clerk brief- ly outlining the process that the Commissioners have established to date. He then distributed to the Commissioners a copy of the summary of 61 citizen responses to the questionnaire that was published in the newspaper. He noted this summary could provide information for the Commis- sioners to begin their lists of goals for the upcoming fiscal year. The City Manager then stated that Mayor Stiff had asked that this item be placed on the I agenda, noting that concern has been expressed about putting copies of the Commissioners' lists in the packets on Friday and whether that would flaw the nominal group technique process. Commissioner Hawks stated support for having all of the Commissioners' lists in the pack- ets, noting they could trigger more ideas prior to preparing a list on Monday evening. Mayor Stiff stated he wishes to avoid closing the process to the public too early, noting that in past years he has felt that it has been. He also stated he feels the Commissioners should challenge themselves as they prioritize the goals listed. Commissioner Goehrung stated that he wants to avoid leaving anything out of the goals; and he feels that to review the other Commissioners' lists might help. He then cautioned that during the process, no criticism should be expressed about any of the items listed. Commissioner Martel stated he feels there is little value in distributing the lists prior to the Monday night meeting. He indicated that he feels that compiling the list at that time will not cause items to be overlooked. The Commissioner then noted that to write down desires and goals does not accomplish much if a concurrent plan of action does not accompany it. Mayor Stiff suggested that a different breakdown of goals for the upcoming year be estab- lished, noting that in some categories last year there was only one while in another there were fi fteen or twen ty . Commissioner Goehrung indicated that financial ability should not be considered during the initial listing of goals. He suggested that element be set aside at this point while each Commissioner brainstorms. Commissioner Vant Hull noted that the City Manager has indicated that the complete list of I goals is too big to accomplish; however, as long as a goal is listed, if the opportunity arises, he will work on it. City Manager Wysocki suggested that splitting the goals into various groups might be a part of the implementation phase, rather than the initial listing. Mayor Stiff then asked Commissioner Hawks and Commissioner Goehrung if anything from the Elected Officials Workshop could be helpful in this process. The Commissioners then sub- mitted the following report to the Commission concerning that workshop. Commissioner Hawks reviewed the highlights of various speakers at the workshop, includ- 04-18-88 164 ing Mr. Jim Nugent, City Attorney in Missoula; Dr. AI Sokolow. University of California-Davis, a well-known speaker in government; Dr. Glenn Hall, Professor in Communication at MSU; Dr. Gi I Crain, Professor in Accounting at MSU; and Dr. Paul Bauman, University of Colorado. He stated that Dr. Bauman suggested that during the goal setting process, the press be requested to make general statements, rather than quoting individual Commissioners. Dr. Bauman also de- fined budgets as planning tools and policy tools. Commissioner Hawks stated that Dr. Bauman discussed program budgeting versus line item I budgeting, noting that line item budgeting is generally used in a community that challenges the City's budget. City Manager Wysocki noted that the City has tried both methods; and the Commission has favored the line item budget. He then noted that the staff has developed computer programming for the line item budgeting process and has been refining the process over the past few years. He stated that a change the process would create a substantial amount of work for the staff. Commissioner Martel asked to what extent the Commission should utilize the summary of public responses in developing a list of goals. Mayor Stiff stated that the Commissioners may use the summary in whatever way they wish individually. The City Manager cautioned the Commissioners that this summary represents 61 responses; and they do not know if those are a random sampl ing or whether a group might have decided to stack the responses. Commissioner Hawks then expressed concern about weighting of the rankings when deter- mining priorities, noting that two Commissioners voting for a high priority on one goal can cause it to rise to the top while the other three Commissioners place no importance on it. City Manager Wysocki suggested that the Commissioners review the budget units while pre- paring their lists of goals, noting that might trigger some ideas. The Commissioners' listing of goals will be placed on next week's evening agenda. Work session - City Commission's budget for upcoming fiscal year I City Manager Wysocki stated that all divisions have been requested to prepare their bud- get requests for Fiscal Year 1988-89. noting this is the first step in the budgeting process. He then indicated that the Clerk of the Commission has prepared a draft for the Commissioners to review and revise as they deem appropriate. He noted the major change in the draft budget is in travel and schools, which has been increased from $600 to $3,000. Mayor Stiff stated that he attended the NLC Congress of Cities in Detroit and felt it was beneficial to him. He indicated that he feels it is beneficial for a Commissioner to attend one national conference during his term. He also noted that Commissioner Vant Hull is on the Board of Directors for the Montana League of Cities and Towns; and therefore must travel to additional meetings. Commissioner Vant Hull stated she must attend the League of Cities and Towns Convention to be held in Kalispell; and she feels it would be beneficial for the two new Commissioners to attend also. She also noted that she would like to see one of the new Commissioners attend the N LC Congress of Cities, which wi II be held in Boston. The Commissioner indicated, however, that she does not feel that $3,000 is necessary to cover travel costs. City Manager Wysocki noted that last year the Commission made a conscious decision to decrease its travel budget, covering registration costs only for Commissioner attendance at con- ventions and conferences. He expressed concern about that policy, noting that the Commis- sioners do not make a large amount for their service; and some of the Commissioners may not be able to absorb the extraordinary travel expenses in their personal budgets. The City Manager also reminded the Commissioners that this is a legislative year; and the Commissioners should I plan to make trips to Helena throughout the session to testify. Commissioner Hawks indicated he is willing to give his time to attend conferences if they will help him be a better Commissioner. He stated he would support being reimbursed for the expenses incurred. Commissioner Goehrung stated he feels it is important to have oversight and accountability on who attends the meetings and making sure that reports are submitted back to the Commission. He also indicated that he does have financial limitations, and must be reimbursed for expenses if he is to travel. 04-18-88 165 Commissioner Martel stated that establishing a network through attendance at national conferences is important. He then noted that some communities send several Councilmembers, including spouses, to such conferences. Break - 3:36 to 3:42 p.m. Mayor Stiff declared a break from 3:36 p.m. to 3:42 p.m., in accordance wittl Commission I policy established at their regular meeting of March 14, 1983. Work session (continued) - City Commission's budget for upcoming fiscal year City Manager Wysocki estimated the costs of three Commissioners attending the State con- vention as well as one Commissioner attending the NLC conference, noting those conferences will leave I ittle money left for additional travel. The City Manager then indicated that the amount of actual costs under departmental allo- cations has dropped substantially. He stated that he will discuss this with Administrative Ser- vices Director Gamradt to find out why; and the amount budgeted may be lowered slightly if that is deemed appropriate. The Commissioners concurred that the budget should remain as drafted, with the amount budgeted under departmental allocations to be decreased if appropriate. Discussion - revised application for gaming licenses City Manager Wysocki stated that a revised application form for gaming licenses was in- cluded in the Commissioners' packets. The Commissioners indicated approval of the revised form, suggesting only a few minor revisions. The City Manager stated that the staff will make the requested revisions and include a copy of the revised form under "FYI" in next week's packet. I Appointment of sub-committee to review Pledged Securities as of March 31, 1988 City Manager Wysocki reminded the Commission that the pledged securities must be re- viewed quarterly in accordance with State statute. It was moved by Commissioner Martel, seconded by Commissioner Goehrung, that Commis- sioner Hawks and Commissioner Vant Hull be appointed to review the pledged securities as of March 31, 1988. 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. Discussion ~ FY I Items City Manager Wysocki presented to the Commission the following "For Your Information" items. (1 ) A letter from the Department of Commerce announcing that the City's appl ication for CDBG monies for ILX Lightwave has been approved in the amount of $321,000. Mayor Stiff indicated he has contacted Mr. Larry Johnson, owner of I LX Lightwave; and he is very pleased that this funding has been approved. He stated appreciation to the City staff and others who were involved in the preparation of this successful application. He then noted that the letter does caution that the appropriate steps must be completed before the fund- ing is released. (2) A memo dated April 15, 1988 from Clerk of the Commission Sull ivan providing an update on the activities for the Spring Clean-Up Campaign, to be held on Apri I 23, 1988. I Commissioner Hawks indicated that he and neighbors will clean Cooper Park. (3) Two graphs, dated March 1, 1987 and March 1, 1988, showing a comparison of snowpack in the Gallatin Basin. The City Manager reminded the Commissioners that the 1988 graph does not reflect the April snowfall. He then indicated that there is currently enough snowpack to fill Hyalite Reser- voir; however, questions remain about the Bozeman Creek drainage. He indicated that if inter- mittent rainfalls occur at beneficial times, the City may not need to draw large amounts from the reservoir and would be in reasonable shape for the summer. He suggested that implementation of an odd/even system with no hour restrictions might allow the City to meet the needs of the 04-18-88 166 community; but if the demand becomes too great, hourly restrictions may also be needed this sum- mer. Commissioner Goehrung asked about the economic impacts of water conservation and restric- tions. He also asked if the City should contact the Extension Service for information on conser- vat ion. City Manager Wysocki noted the City has a considerable amount of information on water conservation since restrictions have been imposed two of the past three summers. He then cau- I tioned that only those restrictions necessary to protect the water supply or to ensure that the Water Treatment Plant can meet demands should be implemented, since the Water Fund needs to generate as much revenue as possible. (4) A copy of the Board of Adjustment minutes from the meeting of Apri I 4, 1988. (5) A copy of a letter dated Apri I 15, 1988 from the City Manager to the Gallatin County Commission concerning emergency services. He indicated that any change in the laws should include a provision for local governments to require specific background information. He noted this item will probably appear before the Health Board for consideration. (6) A notice that the monthly meeting of the Bozeman Area Chamber of Commerce Govern- mental Affairs Committee will not be held in Apri I. (7) A news release from Ronna Romney, Chairperson of the White House Commission on Presidential Scholars, indicating that Laurie Fronek, Bozeman Senior High School, is one of 500 semi-finalists in the 1988 Presidential Scholars Program. (8 ) Planning Director Andy Epple stated the initial meeting of the ad hoc committee to develop a comprehensive sign ordinance will be held at 7: 00 p. m. on Wednesday, April 20, in the Commission Room; and all Commissioners are invited to attend. He then distributed to the Commis- sion a copy of the agenda and the structure, guidelines and objectives as developed by the City Commission on February 29, 1988. He indicated that time has been set aside for Commission mem- bers or a spokesman to address the committee. The Planning Director then stated that committee members received notebooks of information about ten days ago, for their review prior to this meeting. I City Manager Wysocki suggested the Commissioners may wish to attend this initial meeting to respond to questions from the committee members. (9) Commissioner Hawks noted the Commissioners have received copies of a letter from City Attorney Becker to Mr. Dal Burkhalter and asked about the status of that issue. City Manager Wysocki stated that the City was to begin removing the obstructions on Fri- day; and Mr. Burkhalter filed an injunction. He indicated the City Attorney was in court this morning to argue that injunction; however, Judge Olson was not avai lable and Judge Gary sat in. He indicated that the case is now continued until Judge Olson returns; and no action is to be taken until after the case has been heard. (10) Commissioner Vant Hull noted the Commission has received copies of a letter from McDonalds to City Manager Wysocki. She commended the City Manager and the Police Department for their addressing the situation. ( 11) Commissioner Martel noted he has received an unsigned letter from a resident of the West Beall Street/North Third Avenue area, complaining about a residence in that area with junk cars. The City Manager indicated that he has received the same letter. He stated the staff has talked to the County; and a junk license is required in this type of situation, if the vehicles have any value. He noted that the residential zone is not one of those allowing such a license. He then suggested that any removal of vehicles be accomplished through the County, which will be charged against State funds, rather than through the City's budget. Commissioner Martel indicated he is aware of other locations in the community where peo- I pie have put cars on blocks on the public right-of~way; and they have remained there for ex- tended periods of time. Commissioner Hawks and Mayor Stiff indicated they know of similar cir- cumstances. City Manager Wysocki indicated he would like to know specifics on such items so that they may be addressed. (12) Commissioner Goehrung expressed concern about skateboards and bicycles on the sidewalks in the downtown area, especially during non-school days. The City Manager indicated that the newspaper recently had an article on pedestrian traf- 04-18-88 167 fie; and one on bicycles will be printed shortly. Consent Items City Manager Wysocki presented to the Commission the following Consent Items: Proclamation - "RSVP Day" - April 20, 1988 Claims I It was moved by Commissioner Goehrung, seconded by Commissioner Hawks, that the Con- sent Items be approved as listed above, and the appropriate persons be authorized and directed to complete the necessary actions. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Goehrung, Commissioner Hawks, Commissioner Vant Hull, Commis- sioner Martel, and Mayor Stiff; those voting No, none. Adjournment - 4:37 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Hawks, seconded by Commissioner Vant Hull, that the meeting be adjourned. 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. ALFRED M. STIFF, Mayor ATTEST: ROBIN L. SULLIVAN I Clerk of the Commission I 04-18-88