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HomeMy WebLinkAbout1984-08-13 285 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA August 13, 1984 ************************ The Commission of the City of Bozeman met in a work session in the Commission Room, I Municipal Building, August 13, 1984, at 3:00 p.m. Present were Mayor Weaver, Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, City Manager Wysocki, Assistant City Manager Barrick, City Attorney Crumbaker-Smith and Clerk of the Commission SuI! ivan. Work session - Budget for Fiscal Year 1984-85 City Manager Wysocki stated that Commissioner Vant Hull had questioned whether the National League of Cities dues for the upcoming year could be decreased by eliminating some of the Nation's Cities Weekly newspapers which are sent each week. The City Manager stated the N LC dues are based on population; and the newspapers are a part of the services provided for those dues. The City Manager then stated Gas Tax Apportionment monies can be carried over from one year to the next, with no specific time limit. The Commission then continued reviewing each budget unit, as follows. A-17 City Hall Complex (continued from work session on Thursday). City Manager Wysocki stated the Other category contains the last payment for the ele- vator. He also indicated that under Machinery and Equipment, the $1,500 is for purchase of an additional telephone panel. A-18 Shop Complex. Commissioner Mathre asked what is included in Contracted Services. The City Manager stated the janitorial services are the major portion of the amount budgeted. . A-19 Carnegie Building. No questions. I A-20 Light Maintenance. Mayor Weaver asked about the $21,800 salary listed for this budget unit and how the position was established. City Manager Wysocki stated this individual was hired in November 1983; and the County contracted with the City for his services. He stated the position was paid through the opera- tions budget for those budget units involved, rather than through a separate budget unit. The City Manager stated this position has been listed in a separate bUdget unit to provide a record of actual costs; and after one or two years, this position may be split into the various budget units which uti I ize the service. He also noted the County may discontinue contracting with the City for these services during the upcoming fiscal year. A-21 Recreation Administration. City Manager Wysocki stated an estimated $3,000 in revenues wi II be generated through the various recreation programs, which will cover a large portion of the $3,900 listed in Con- tracted Services to pay instructors for various programs. The City Manager then stated the Commission must determine how much of the costs incurred in providing recreation programs will be subsidized by the City. A-22 Swim Center. Commissioner Anderson noted a recent memo from Pool Manager Sue Neville indicates $87,413.87 in revenues was generated during the past fiscal year; and a total of $119,910.25 was received from both pools. I Mayor Weaver noted those amounts I isted include the $35,000 contribution from the School District. The Mayor then stated the Gas and Electric charges appear to have dropped since FY1982; but that figure includes both this facility and Bogert Pool. When the two amounts are combined, the actual expenditures show a slight decrease after the retrofitting and energy conservation measures at the Swim Center. Commissioner Jordan stated he feels the General Fund subsidy of $75,000 to $80,000 annually is an extremely large amount. City Manager Wysocki stated the facility costs a set amount every day, whether the facility is open or not. He also noted the City is still covering the debt service on the General 08-13-84 ---- 29G Obligation Bonds for construction of the facility. The City Manager stated additional steps should be taken to generate more interest in the pool and increase the revenues, but the facility will not reach a point where it is covering all of its costs. Mayor Weaver expressed concern about paying $78,000 from the General Fund for the swim- ming programs each year. Commissioner Anderson noted that two years ago, when the City Manager recommended closure of the pool for a portion of the year, a citizens group attended the public hearing and I indicated an interest in helping to keep the pool open. She noted that group has not submitted any reports to the Commission on recent activities and suggested they should possibly become more actively involved again. The City Manager cautioned the Commission that raising the fees too much will decrease use of the pool. He noted that the current cost is approximately that of other recreational activities, and increasing that fee could decrease rather than increase the revenues. Commissioner Mathre asked why the amount budgeted for Travel and Schools increased so dramatically. The City Manager stated Pool Manager Neville had indicated interest in attending a school, but she has indicated that she will attempt to find a school which is closer and less expensive. Commissioner Mathre asked if most pools break even or if they are usually subsidized. City Manager Wysocki stated usually if a pool breaks even on operations costs, it is doing good. Commissioner Mathre then noted the swimming pools provide an opportunity for children to learn to swim while attending school, which would not be otherwise available. Commissioner Vant Hull stated she feels the School District should contribute more than $35,000 toward operation of the Swim Center. Mayor Weaver indicated if the Commission wishes to receive input from the citizens group supporting the Swim Center, it could consider cutting $10,000 from the operations budget. A-23 Bogert Pool. City Manager Wysocki stated this pool is used during a limited season. He noted this facility is breaking even on its revenues and expenditures, but may require substantial I maintenance in the near future. A-24 Band. No questions. - A-25 Senior Citizen Center. No questions. A-26 Parks and Playgrounds. Commissioner Vant Hull asked what is included in the $6,000 for Repair and Maintenance of Buildings. City Manager Wysocki stated $4,500 was included in the past year's budget for foundation work under one of the existing bui Idings, but the work was not completed. He stated that amount has been rebudgeted in this budget document. A-27 Cemetery. Commissioner Vant Hull asked what is included in Machinery and Equipment. The City Manager stated a 12-inch bucket for the backhoe and two-way radios are included. Commissioner Mathre asked what is budgeted under Contracted Services. City Manager Wysocki stated spraying and tree trimming are included. Commissioner Jordan noted the revenues from interest on the Cemetery Perpetual Care and sales of cemetery lots cover less than half the expenditures for this budget unit. He stated the Commission should consider increasing the cemetery fees as soon as possible. The Commission concurred. A-28 Library. Mayor Weaver once again suggested that the City request County participation in funding the sa lary for the new reference I ibrarian position. He stated he feels the position is needed and that this approach would provide a tangible item for the County to consider funding. I Commissioner Vant Hull stated that in the past the City has requested additional County funding based on actual usage of the library facilities. She indicated she feels that method should be continued rather than changing the strategy at this time. Break - 3:55 to 4:00 p.m. Mayor Weaver declared a break at 3:55 p.m., to reconvene at 4:00 p.m., for the purpose of conducting the regular Commission meeting. 08-13-84 29 ! Roll Call; Pledge of Allegiance and Moment of Silence; Minutes The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, August 13, 1984, at 4:00 p.m. Present were Mayor Weaver, Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, City Manager Wysocki, Assistant City Manager Barrick, City Attorney Crumbaker-Smith and Clerk of the Commission Sull ivan. I The meeting was opened with the Pledge of Allegiance and a moment of silence. The minutes of the regular meeting of August 6, 1984 were approved as submitted. Action on the minutes of the special meeting of August 9, 1984 was deferred for a period of one week. None of the Commissioners requested that any of the Consent Items be removed for dis- cussion. Award bids - 1984 Seal Coat Street Improvements This was the time and place set to award the bids on the 1984 Seal Coat Street Improve- ments. City Manager Wysocki stated the bid contains two schedules, Schedule I, Seal Coat Improvements, and Schedule II, Bituminous Plant Mix Material. City Manager Wysocki stated the staff has reviewed the bids received and found that no bid bond was included in the Pioneer Ready Mix bid. He then concurred in the staff's recommen- dation that both bids be awarded, and that the bid bond requirement for bituminous plant mix be waived since supplying of materials only is involved. It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the the Commission award the bid for 1984 Seal Coat Street Improvements, Schedule I, to Big Sky Paving Company, Bozeman, Montana, in the bid amount of $62,355.00; and Schedule II, to Pioneer Ready Mix, Bozeman, Montana, in the bid amount of $36,450.00, waiving the requirement for bid bond for this schedule, since these were the only bids received. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan and Mayor Weaver; those voting No, none. I Decision - Zone . artrnen - This was the time and place set for the decision on the Zone Map Change requested by Adolph Solvie and Daniel Felska, for George E. Westlake and Kay H. Martinen, to change the present zoning of Rs-l, Residential-Suburban Country Estates, one-acre tracts, to B-2, Community Highway Business, on a 4.01-acre tract of land located in Section 1, Township 2 South, Range 5 East, Montana Principal Meridian. This parcel is more commonly located east of North Seventh Avenue and south of the 1-90 interchange in the City of Bozeman. City Manager Wysocki recommended that the Commission defer a decision on this Zone Map Change request until action has been taken on the annexation request for this subject site. Commissioner Jordan stated he feels the "T" designation should be attached to the Zone Map Change so that the Commission has an opportunity to review the final plans prior to con- struction. He noted plans have been submitted during public hearings on this site, but they can be drastically altered prior to construction if the "T" designation is not attached, as past experience indicates. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the Commission defer a decision on the Zone Map Change from RS-l to B-2 requested by Adolph Solvie and Daniel Felska for George E. Westlake and Kay H. Martinen until action has been taken on the annexation request for the subject site. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, I Commissioner Mathre and Mayor Weaver; those voting No, none. Daniel Gates - RS-l to This was the time and place set for the decision on the Zone Map Change requested by John Sobrepena, Margaret Sobrepena and Daniel Gates to change the present zoning of Rs-l to R-3-T on a 4.9-acre tract located in the SWi of the NEi of Section 18, Township 2 South, Range 6 East, Montana Principal Meridian; a 5.34-acre tract located in the SW-k of the NEk of Section 08-13-84 298 18, Township 2 South, Range 6 East, Montana Principal Meridian; and Lot 2 of Certificate of Sur- vey No. 203, also located in the SW-k of the NE! of Section 18, Township 2 South, Range 6 East, Montana Principal Meridian. These tracts lie along Sourdough Road in the City of Bozeman. City Manager Wysocki presented to the Commission a petition submitted by Greg Morgan on this date, stating protest to the proposed rezoning. He also presented to the Commission a memo concerning this item, noting the petition was not received during the public hearing. The City Manager suggested that if the Commission denies the requested Zone Map Change, this item I be referred back to the City-County Planning Board for land use redesignation as soon as possi- ble. City Manager Wysocki then recommended that the Commission approve the Zone Map Change as requested. . Commissioner Anderson stated concern about the proposed rezoning, noting the City-County Planning Board indicates it is a proper zoning, but the Zoning Commission has recommended denial. The Commissioner stated she feels the item should be referred back to the Planning Board for review of the land use designation. She stated with the flood plain, restricted access and need for water and sewer line extensions, the entire area should be reviewed as one rather than consi- dering on a piecemeal basis. Commissioner Vant Hull stated she does not feel the Commission has the right to keep the owners from developing their property. She indicated she understands the concerns of those who oppose the rezoning; but nine years ago a rezoning request from RS-l to R-l was also denied. She then noted the proposed rezoning is consistent with the Master Plan; and a "T" designation will allow review of all development of these three tracts of land, as well as concerns about the flood plain. location of the stream. access and availability of utilities. Commissioner Jordan stated the City can work with the people who wish to develop these properties and develop this site in an attractive manner. The Commissioner also suggested that construction of four owner-occupied townhouses or condominiums would be an attractive addition to the neighborhood without dramatically increasing the traffic load. He noted the proposed zone is the same as the zone in which the existing houses are located. Commissioner Jordan also ques- tioned whether the Commission can legally stop people from developing their property. The Com- I missioner stated he wants the liT" designation attached to allow Commission review of the trans- portation, water and sewer concerns. Mayor Weaver stated he supports the proposed Zone Map Change because it is authorized under the Code; adjacent property owners reside in an R-3 zone, and the applicants should not be required to incur a zone higher than existing zones adjacent to the site; and the liT" desig- nation accommodates the unique features of the property to assure compliance with the best interests of the community and conformance with the Master Plan. It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the Com- mission approve the Zone Map Change requested by John Sobrepena, Margaret Sobrepena and Daniel Gates to change the present zoning of RS-l to R-3-T on a 4.9-acre tract located in the SW-k of the NE! of Section 18, Township 2 South, Range 6 East, Montana Principal Meridian; a 5.34-acre tract located in the SW-k of the NE! of Section 18, Township 2 South, Range 6 East, Montana Principal Meridian; and Lot 2 of Certificate of Survey No. 203, also located in the SW-k of the NE! of Section 18, Township 2 South, Range 6 East, Montana Principal Meridian, more commonly located along Sourdough Road between East Garfield Street extended and East Lincoln Street extended. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Vant Hull, Commissioner Jordan and Mayor Weaver; those voting No being Commissioner Anderson. Decision - Master Plan Amendment Blackketter of a stream corridor rom tract 0 ection 11, I (West Babcock Street) This was the time and place set for the decision on the Master Plan Amendment requested by Henry Dyksterhouse and Dennis Blackketter to remove the designation of a stream corridor from a tract of land located in the Wi SE! NE-k of Section 11, Township 2 South, Range 5 East, Montana Principal Meridian. This parcel is more commonly located in the Barrick Annexation, along West Babcock Street in the City of Bozeman. City Manager Wysocki concurred in the City-County Planning Board's recommendation that the Commission approve this request. 08-13-84 289 It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the Commission approve the Master Plan Amendment requested by Henry Dyksterhouse and Dennis Blackketter to remove the designation of a stream corridor from a tract of land located in the Wi SEt NE-k of Section 11, Township 2 South, Range 5 East, Montana Principal Meridian, more commonly located in the Barrick Annexation. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, Commissioner I Mathre and Mayor Weaver; those voting No, none. Presentation of recommendations for CDBC application - Mike Ross/Marcia Youngman Marcia Youngman, Housing Consultant for the City of Bozeman, presented to the Commission the recommendations submitted by the CDBC Citizens' Advisory Committee. She noted the category options for applications are: (1) housing and neighborhood revitalization; (2) economic develop- ment; (3) public facilities; and (4) multi-purpose. She stated the maximums on the first three are one year and $500,000; and the maximums on the fourth option are two years and $1,000,000. She stated there is $4,389,866 available for funding of applications, which is the same as last year. However, with the increased ceiling on grants, the competition wi II be greater. Marcia then presented to the Commission a map indicating the boundaries of the district, which run basically along Broadway Avenue; Cottonwood Street; Third Avenue; and Main Street, with a jog to Olive Street in the center of the district. She stated the survey within the district reveals that 73 percent are low- and moderate-income residents; and 74 percent of the housing units are substandard. She stated under the recommended uses, the CDBG monies would almost entirely benefit the low- and moderate-income residents in the district. Ms. Youngman stated the Citizens' Advisory Committee recommended that the City fi Ie for a single-purpose grant for housing and neighborhood revitalization. Under that option, they recommend that 20 units of rental rehabilitation, with matching Section 8 Rental Rehabilitation funds, $100,000; 10 units of rental rehabilitation, $100,000; 10 units of owner-occupied rehab- ilitation, $120,000; public facilities, $75,815; and administration, $80,000; totaling $475,815 be I included in the application. She indicated the Committee further recommends that additional items be included in the application so that the full $500,000 grant is requested. She noted the list of suggested items includes: additional rehab units; handicapped access curbs where appro- priate and needed; and rehabilitation of an older home for women in transition, if a home is leased or acquired through other funding methods. The Housing Consultant requested that the Commission approve the items as listed and authorize the consultants to select items which would provide a viable $500,000 grant application. She noted the Commission must conduct a public hearing on the proposed application, which will then be revised if necessary and submitted prior to the September 15 deadline. Commissioner Anderson asked why land acquisition is not included in the proposed items for funding. Ms. Youngman stated it is difficult to submit an application which will be considered and then get the project completed within the six-month time limit established under this program. She noted the land must be located within the district; and a developer must be ready to begin construction of a project which will be acceptable under the CDBG program before this type of application will be considered for funding. She stated such a program is too risky at this time, but possibly it could be considered for a future application. Commissioner Anderson asked how many grant applications are being processed by local governments in the state at the present time. Mike Ross, Housing Development Associates, stated he is aware of one multi-purpose, nine housing, seven public facilities and one economic development grant applications being prepared I at this time. Commissioner Jordan asked about controls on the rental rehab program. Mike Ross stated under the rehab program, a Building I nspector reviews the housing unit and determines what must be completed to bring it up to code. All items must be completed through the rehabilitation. After the work has been completed, a staff member of the community development department inspects the housing unit once a year to make sure the unit is being' maintained. 08-13-84 300 It was moved by Commissioner Anderson, seconded by Commissioner Jordan, that the Commis- sion provisionally adopt the recommendations submitted by the CDBG Citizens' Advisory Committee for the grant application; and set September 4, 1984, as the public hearing date on the final application. The motion carried by the following Aye and No vote: those voting Aye being Commis- sioner Anderson, Commissioner Jordan, Commissioner Mathre, Commissioner Vant Hull and Mayor Weaver; those voting No, none ~ Break - 4:50 to 5:00 p.m. I Mayor Weaver declared a break at 4:50 p.m., to reconvene at 5:00 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Presentation of water and sewer rate study - CHJM-HiI//Kerin and Associates City Manager Wysocki introduced Ken Rust, CH2M-Hill, to the Commission. Mr. Rust submitted to the Commission a handout containing charts on the proposed water and sewer rates. He stated the proposed water and sewer rates are based on the cost of service methodology, which is required by the Public Service Commission and the Environmental Protection Association. He noted the proposed water rate increases must be submitted to the PSC; and since federal grant monies were utilized on construction of the Waste Water Treatment Plant, this method was used to meet the EPA guidelines. He also indicated the cost of service methodology provides rates which are equitable to all classes of users. Mr. Rust then reviewed the method followed in determining the proposed water and sewer rates, using flow charts and outlines. Mr. Phil Butterfield, CH2M-Hill, stated they considered the characteristics of the water and sewer users in Bozeman. Following review of the type and amount of sewerage being dumped into the Waste Water Treatment Plant, they determined the categories of sewer service customers should be: residential, divided into single-family, metered and unmetered, and multi-fami Iy; government; commercial; Montana State University; and unmetered. Following review of the type of loading each entity places on the Water Treatment Plant, the following categories for water I service customers were determined: residential, divided into single-family, metered and un- metered, and multi-fami Iy; commercial; government; and Montana State University. Mr. Ken Rust stated when a City sells revenue bonds, the only guarantee that repayment will be made is that enough revenues will be generated to cover the debt service. He noted that since the City's full faith and credit are not used to back revenue bonds, certain covenants are placed on those bonds. He stated the City's Water System Revenue Bond issue stipulates that 1.25 times the maximum annual amount of debt service will be generated; and the Sewer System Revenue Bond issue stipulates that 1.30 times the maximum annual amount of debt service will be generated. He noted the Sewer System Revenue Bonds will be paid off within the next few years, and those covenants will be eliminated at that time. Mr. Rust then reviewed the monthly sewer rates under this proposal for Fiscal Years 1984, 1985 and 1986, which would provide adequate revenues to meet the bond covenants. He reminded the Commission that the sewer rates are based on monthly water consumption. He also reviewed the impact the proposed rates would have on each class of users, noting the sewer rates for a single-family residence using 800 cubic feet of water per month would realize a 3 percent in- crease in sewer rates; a multi-family residence would realize a 3 percent increase; commercial would realize an 8 to 10 percent increase; MSU would realize a 16 to 21 percent decrease; and unmetered users would realize a 56 to 392 percent increase. He noted the large unmetered sewer users are currently paying a very low rate and contributing a large amount of sewerage to the system. I Mr. Rust then reviewed the proposed water rates. He noted the largest cost incurred in the water system is the Water Treatment Plant, which just recently began operation. He stated the minimum water consumption billed at the present time is 500 cubic feet; and the proposed rates include a 250 minimum consumption. He noted that is the average amount used by many retired people and those who travel extensively. Mr. Rust then reviewed the impact of the pro- posed rates, noting single-family residences would increase 52 to 82 percent; multi-family residences would increase 7 to 31 percent; commercial would range from a decrease of 5 percent to an increase of 36 percent; and Montana State University would increase 90 percent. He stated 08-13-84 3U.l the proposal recommends that unmetered rates be set at one and one-half times the metered rates, based on the fact that as a general rule those structures with unmetered water utilize about one and one-half times the amount of water utilized by those with meters. He noted under the current water rates, MSU is receiving a break. Ken Rust then recommended that the City update and review its water and sewer rates on an annual basis so that adjustments can be made as needed. I Commissioner Jordan asked if all information has been reviewed prior to submitting these recommendations. He expressed concern that after implementing the proposed fees, the City may face a deficit position. Mr. Rust stated the City staff and consultants have reviewed the numbers in the study carefully. He noted the debt service is the most important item to consider. He also noted the projected revenues are conservative. He stated the projected revenues for FY85 are based on the rates being in effect as of July 1, 1984; and they realize that filing before the PSC is a time-consuming process. Commissioner Vant Hull noted many people will conserve water when the increases become effective. Mr. Rust stated people may initially conserve 10 to 20 percent of the water consumption, but the water demand will slowly increase until it is close to the existing level. He also noted if the rates are implemented in the winter, it may have less effect on conservation than if they were implemented in the summer, during high consumption periods. Mr. Rust then stated the water demand has been low during the past two years and is declining. He stated a long, hot summer would change the demand drastically. Mayor Weaver noted one of the items included in contracting for this proposal is an annual review of the water and sewer rates. Mr. Rust stated he has the program for the sewer rates and will meet with the staff tomorrow morning to review that information. He noted the program for the water rates is complete, but he will hold that program until the PSC has established the water rates. He noted if any I changes are made to the proposed rates, the revised rates will be included in the program so that the City has an accurate basis from which to conduct its review. Commissioner Jordan expressed concern about the possible delay in implementing rates through the PSC. Mr. Rust stated the City will not be in technical compliance with the Water System Revenue Bond covenants for this fiscal year. However, as long as monies ar~ available to meet the opera- tions and maintenance costs and pay the principal and interest payments on the bonds, there should be no problem. He also noted the City is attempting to resolve that technical non-compliance through the PSC. Ms. Helen Ritchey, rea!tor and homeowner, noted the proposed single-family rates will be higher than the multi-fami Iy rates. She expressed concern about that rate difference, since both types of residences are required to have specified amounts of landscaping. Mr. Butterfield stated a mUlti-family residence has less lawn space per meter than a single-family residence. He also noted the peaking factors for the two types of residences are different, which affects the actual cost to the system. Ms. Ritchey noted under the proposed rates, the multi-family residences will receive a break on both the water and sewer rates and a break on taxes. The Commissioners thanked Mr. Rust and Mr. Butterfield for their presentations. Recess - 6:12 p.m. Mayor Weaver declared a recess at 6:12 p.m., to reconvene at 7:00 p.m., for the purpose I of conducting the scheduled work session and completing the routine business items. Reconvene - 7:05 p.m. Mayor Weaver reconvened the meeting at 7: 05 p. m. for the purpose of conducting the scheduled work session and completing the routine business items. Request - permission to hang banner across Main Street - United Way City Manager Wysocki presented to the Commission a request on behalf of the United Way 08-13-84 302 to han,g a banner across Main Street to coincide with their kick-off date of September 23, 1984. The CIty Ma~ager recommended that the Commission approve the request contingent upon payment of the deposit and fee at the Building I nspection Division. Commissioner Vant Hull asked if the City is involved in the ha' d b ngmg an removal of anners. , Mayor Weaver stated that any City involvement in hanging or removing banners across Mam Street should be closely reviewed. I ' It was moved by Commissioner Jordan, seconded by Commissioner Mathre, that the Commis- sIOn approve the req~est by United Way to hang a banner across Main Street contingent upon payment of the deposIt and fee at the Building Inspection Division office The m t' . d b , . 0 Ion carrie y the f~"o,wmg Aye and No vote: those voting Aye being Commissioner Jordan, Commissioner Mathre CommIssioner Vant Hull, Commissioner Anderson and Mayor Weaver. those votin N ' , g 0, none. inventor of timber on City-owned property in Mystic Lake , ,City Manager Wysocki stated the City has received four proposals for completion of a timber mven~ory on City-owned property in the Mystic Lake watershed. He stated the staff has begun to revIew the proposals but has not yet completed that process. The City Manager then recommended that the Commission acknowledge that the proposals have been received, and stated the staff recommendation will be submitted to the Commission as soon as possible. It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the Commis- sion acknowledge that four proposals have been received for completion of a timber inventory on City-owned property in the Mystic Lake watershed. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan and Mayor Weaver; those voting No, none. Ordinance No. 1166 - vacation of various streets lying within the new hospital site City Manager Wysocki presented Ordinance No. 1166, as approved by the City Attorney, I entitled: ORDINANCE NO. 1166 AN ORDINANCE OF THE CITY OF BOZEMAN, MONTANA, VACATING AND ABANDONING PORTIONS OF GRANT STREET, BUTTONWOOD AVENUE AND GARFIELD STREET, LOCATED IN THE VALLEY VIEW ADDITION; GARFIELD STREET, sWITZLER STREET, AYLSWORTH STREET, HAYES STREET, GRANT STREET AND COLLEGE STREET, LOCATED IN THE CENTRAL ADDITION; CLEVELAND STREET AND CYPRUS AVENUE, LOCATED IN THE PROSPECT HILL ADDITION; AND SWITZLER STREET AND COLLEGE STREET, LOCATED IN THE DRUM LUMMON ADDITION, ALL IN THE CITY OF BOZEMAN, MONTANA. City Manager Wysocki stated the Commission had adopted a Commission Resolution stating the City's intention to vacate the above-listed streets; conducted the public hearing on the proposed street vacations; and made the decision to abandon the subject portions of streets. He then recommended that the Commission adopt Ordinance No. 1166, and that it be brought back in two weeks for final adoption. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the Commission provisionally adopt Ordinance No. 1166, vacating portions of various streets lying within the new hospital site, and that it be brought back in two weeks for final adoption. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, Commissioner Mathre and Mayor Weaver; those voting No, none. Discussion - FY I items I City Manager Wysocki presented to the Commission the following "For Your Informationll items. (1 ) A letter from the owners of the Imperial 400 Motor I nn indicating concern that recent letters to the editor refer to the "motel owners" as an organized unit. The letter indicates those comments are misleading. (2) A letter from the Chamber of Commerce and the Convention and Visitors Bureau Committee concerning possible designation of Bozeman as an Olympic training site. 08-13-84 3U3 (3) Minutes from the Urban Coalition meeting held on August 3, 1984 in Missoula. Commissioner Vant Hull expressed concern that the Urban Coalition has indicated support of a lottery. She suggested this item be placed on an agenda for discussion. Commissioner Anderson stated she had voted against this item at the Urban Coalition meet- ing, indicating it reflected a majority vote of the City Commission. Mayor Weaver requested that this item be placed on next week's agenda. I (4) Weekly construction reports as submitted by Thomas, Dean and Hoskins, Inc., for the water system improvements. (5) Commissioner Anderson stated a meeting on hazardous wastes will be conducted on Thursday, August 16, 1984, at 9: 00 a.m., in the Community Room of the Courthouse. (6) Commissioner Jordan stated he has talked to Dick Miller, local Department of Highways Office, about the railroad crossing on East Main Street. He stated repair of the crossing is the railroad's responsibility; and Mr. Miller indicated that the City should consider writing a letter requesting that it be properly repaired. Mayor Weaver requested that Commissioner Jordan and City Manager Wysocki draft a letter to be submitted to the Commission at next week's meeting for review. Re uest for waiver .m. , ugust 23, 1984 - City Manager Wysocki noted this item had been listed under the Consent Items. He then stated the applicant requested withdrawal of this item just prior to the Commission meeting. Consent Items City Manager Wysocki presented to the Commission the following Consent Item. Acknowledge receipt of proposed Commission Resolution re Senior Citizen Advisory Counci I; refer to City Manager for review It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the Commis- I sion approve the item as listed above and authorize and direct the appropriate persons to complete the necessary actions. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commis- sioner Jordan and Mayor Weaver; those voting No, none. Work Session - recommendations submitted by Recreation Advisory Board City Manager Wysocki stated the Commission had set this as the time to review the recommendations submitted by the Recreation Advisory Board, as follows: 1. The Department should become a City Recreation Department. We should continue to seek cooperation from the School District for both funding support and the use of school facilities for programming. Any cooperation with the County for programs should be done on a contract basis. 2. We need to pursue the possibilities of financing the Department through a tax levy for recreation and parks. 3. Pursue the possibilities of set users' fee for anyone out of the City limits. 4. Combine the Parks and Recreation Department and have one director. 5. As a board, we need to make available recreation for all ages as the need occurs. Work closely with groups that have recreation programs. Let them run the program, but still let them know that we are interested and are available if they need assistance. Promote new programs and help in finding sponsors or people to work with and administer the programs. The board should act as an advisory board in all phases of recreation. I We don't feel we should be actually running these programs, but to be available for assisting in helping set up programs and to be able to give these people assistance where it is needed and in any form of assistance needed. 6. We feel the board should be expanded to five city representatives. This would be a workable board with at least one county and one school representative. These people would work as liaison people between the school system and the county. The City Recreation Advisory Board reviewed these statements and asked that they be submitted to the City Commission. 08-13-84 -------..- 301} Other comments were as follows: -- Non-residents should pay a higher users' fee. -- Try to develop a liaison with the County. -- Develop an information sheet for pools and other facilities for tourists. City Manager Wysocki stated these recommendations reflect the concerns of the Recreation Advisory Board and are a consensus of those present at the last Board meeting. He noted the I Board currently has three representatives each from the City, County and School District; and the Recreation Department is operated under an I nterlocal Agreement signed by the three entities. The City Manager reminded the Commission that one entity can withdraw from the Agreement without affecting the Agreement. However, if a second entity withdraws, administration of the recreation program must be assumed by one of the entities. He noted the County has withdrawn, effective July 1, 1984. Commissioner Vant Hull noted when the County Commission adopted the budget for Fiscal Year 1984-85, it contained a $6,000 appropriation for recreation as it has in past years. Joanne Jennings stated she has submitted ideas to the County but has received no feedback in the past. She also stated she and the other two County representatives have received letters stating that after June 30, 1984, those individuals will no longer be representing the County on the Recreation Advisory Board. City Manager Wysocki stated the City has not received any formal letter from the County indicating their intention to withdraw from the Interlocal Agreement. The Commission and Recreation Advisory Board then reviewed each item within the list of recommendations, as follows: 1. The Department should become a City Recreation Department. We should continue to seek cooperation from the School District for both funding support and the use of school facilities for programming. Any cooperation with the County for programs should be done on a contract basis. Carl Spring, Chairman of the Recreation Advisory Board, noted the County has budgeted I $6,000 for the Recreation Department; and the School District has indicated it will continue to contribute $5,000 to $6,000 plus office 'space to the program. He stated he does not foresee the Interlocal Agreement working; and he feels it needs to be a City Recreation Department. He stated the Board feels it should continue to operate in an advisory capacity; however,' if it takes two withdrawing to eliminate the Interlocal Agreement, perhaps that approach should be carefully considered. Erhardt Hehn, member of the Recreation Advisory Board, stated he believes there should be intergovernmental cooperation for the recreation and park programs; however, the current arrangement is not working. He noted recreation programs are not a high priority for the Ad- ministrative Board of Trustees, which is comprised of the Chairman of the County Commission, City Manager and Superintendent of Schools. He stated a hesitance to abandon the I nterlocal Agreement totally, but he recognizes it has not worked since its implementation. Commissioner Vant Hull asked if the Interlocal Agreement would work if the City became responsible for administering the program. Erhardt Hehn indicated that if the City assumes the responsibility of administering the program, it nullifies the Interlocal Agreement; and the other entities are involved on a contract basis only. Mr. Dave Bergum, member of the Recreation Advisory Board, stated he feels the Interlocal Agreement should be rewritten, but one of the three entities should be responsible for administer- ing the program. He stated the County wants the City to administer the program; and the School District wants to remain involved but does not want to administer the program. I Commissioner Anderson urged that a future meeting including representatives of the School District, County Commissioners and City Commissioners be held to discuss for the public record how best to resolve the recreational interests of the community. Commissioner Jordan expressed concern about what effect a potential change in the struc- ture of the County Commission may have on the County's contribution to the recreation program. He noted if a good, solid recreation program is established, it may put pressure on the County Commission, through county residents, to contribute more funds to the program. 08-13-84 3U5 City Manager Wysocki stated the City must determine how much of the costs involved in recreation programs it should subsidize. He also noted the City must determine whether direct costs and/or indirect costs will be assessed against the individual programs. Erhardt Hehn stated no one wants to give up the idea of cooperation; however, he does feel the I nterlocal Agreement should be abandoned and the recreation department should become a City department. I Commissioner Mathre noted the proposed revisions would create a cooperative agreement but not an interlocal agreement because not all entities would be equal. She noted a cooperative agreement would establish a relationship between the City and the County and School District for recreation programs. The Commissioners then revised the wording for this item, as follows: 1. The Department should become a City Recreation Department. The City shall seek cooperation from the School District and County for programs, funding and use of facilities. Cooperation for programs and funding should be done on a contractual basis. Break - 8:00 to 8:07 p.m. Mayor Weaver declared a break at 8:00 p.m., to reconvene at 8:07 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Work Session - recommendations submitted by Recreation Advisory Board The Commission continued reviewing the recommendations submitted by the Recreation Advisory Board. 2. We need to pursue the possibilities of financing the Department through a tax levy for recreation and parks. City Manager Wysocki stated this item refers to establishment of special districts for recreation. He noted the creation of such districts could not be completed until the State Legislature adopts legislation providing for their creation. I Mayor Weaver noted the League of Cities and Towns Legislative Committee has incorporated this item in the preliminary list of proposals for legislation, which is to be submitted to the Executive Board and League members. The Commission then revised this item, as follows: 2. We need to pursue the possibilities of financing the Department through an assessment for recreation and parks. City Manager Wysocki then suggested the Commission consider the third item listed. 3. Pursue the possibilities of set users' fee for anyone out of the City limits. Joanne Jennings stated the soccer program has implemented a fee for out-of-city residents, but that additional money is not submitted to the Recreation Department. Sue Neville, Pools Manager, stated if the County decides not to contribute to the recrea- tion program, a user's fee should be implemented. Commissioner Jordan suggested that a recreation district, similar to the City-County Planning jurisdictional area, be considered. The Commission revised this item to read: 3. Pursue the possibilities of set users' fee for anyone. out of the city or district limits. The City Manager then submitted the fourth item. 4. Combine the Parks and Recreation Department and have one director. City Manager Wysocki stated opposition to this recommendation. He noted the City I currently has a Park and Cemetery Superintendent, who has a strong background in parks maintenance; and an interim recreation staff, who is strong in recreation. He stated combining of the two departments would require hiring a director from outside the current City staff. Mayor Weaver stated the Park and Recreation Departments should be able to coordinate the programs and facilities if they communicate. Joanne Jennings stated the Recreation Advisory Board realizes this is a long-range goal. She also noted the Board feels the salaries for the two positions should be compatible. 08-13-84 30'-' a Erhardt Hehn stated there has been an historical conflict between park maintenance and recreational activities. He noted many Cities have combined the Parks and Recreation Depart- ments. which eliminates that conflict. He indicated he is not certain Bozeman is large enough to have a combined department with a director and two superintendents, which is the usual process followed. The Commission then revised this item, as follows: 4. a. Long-range goal: combine the Parks and Recreation Department and I have one director. b. On-going goal: maintain and promote communication between the Park and Recreation Departments. The Commission then reviewed the fifth recommendation submitted by the Board. 5. As a board, we need to make available recreation for all ages as the need occurs. Work closely with groups that have recreation programs. Let them run the program, but still let them know that we are interested and are available if they need assistance. Promote new programs and help in finding sponsors or people to work with and administer the programs. The board should act as an advisory board in all phases of recreation. We don't feel we should be actually running these programs; but to be available for assisting in helping set up programs and to be able to give these people assistance where it is needed and in any form of assistance needed. City Manager Wysocki stated the Recreation Department has addressed this matter in part. Erhardt Hehn stated there is a tremendous program of volunteer activities in the com- munity. He then expressed concern about the quality of coaching given to the children and suggested that the Recreation Department has a responsibility for trying to upgrade the quality of instruction. He suggesteo that coaches' clinics might be given to address this matter. Commissioner Jordan expressed concurrence in Mr. Hehn's comments. He noted the parents and coaches of young children seem to push the children to win rather than letting them play for fun. The Commission then determined that a portion of the fifth item should be added to the I sixth item and revised No. 5 to read as follows: 5. As a board, we need to make avai lable recreation for all ages as the need occurs. Work closely with groups that have recreation programs. Let them run the program, but still let them know that we are interested and are available if they need assistance. Promote new programs and help in finding sponsors or people to work with and administer the programs. We don't feel we should be actually running these programs, but to be available for assisting in helping set up programs and to be a?le to give these people assistance where it is needed and in any form of assIstance needed. The Commission then reviewed the final numbered item: 6. We feel the board should be expanded to five city representatives. This would be a workable board with at least one county and one school rep- resentative. These people would work as liaison people between the school system and the county. The Commissioners and Board discussed the number of members which would allow good representation, yet be a workable size. The option of five City; two County and two School District representatives appeared to provide a good representation of those entities involved. The City Manager also suggested the members of the Board could be selected from the various activities, such as tennis, softball, swimming, etc., as well as being sure the County, School District and possibly MSU are represented. He also noted the Board could be a nine- member board with the unwritten policy that five members be appointed from within city limits. I Commissioner Vant Hull noted there is already a Sports Council, which does select its members from various activities. The Commission then revised this item to read as follows: 6. The board should act as an advisory board in all phases of r~creation.. It shall be appointed by the City Commission. !t sh~1I .be comp.nse~ ~f nme members, no less than five of whom shall reside wlthm the cIty limits of the City of Bozeman. 08-13-84 301 The Commission then questioned those items listed at the bottom of the recommendations submitted. City Manager Wysocki stated those comments were submitted during the Recreation Advisory Board but do not necessarily represent a consensus of the Board. Commissioner Jordan asked about the status of the Recreation Department if the County and School District decide not to participate. I The City Manager stated the City has a budget unit for Recreation, with a $39,000 budget to cover salaries and operations. He noted that includes adequate funding to hire a full-time Recreation Director for the remainder of this fiscal year. He also noted approximately $3,000 in revenues is anticipated from the various recreation programs. Mayor Weaver stated the City must determine whether it wishes to withdraw from the I nter- local Agreement and assume responsibility for the Recreation Department. The Commission then referred the revised items back to the Recreation Advisory Board for review and resubmittal to the Commission. Work session (continued) - Budget for Fiscal Year 1984-85 A-28 Library (continued). Mayor Weaver once again suggested the possibility of funding one-half of the reference librarian position and requesting that the County fund the other half. Commissioner Jordan stated he would support that suggestion as long as the County realizes the position is a City position. He noted the County continues to fund less than its propor- tionate share because the City continues to fund the balance. Commissioner Vant Hull stated the City has requested monies for books in the past; and this year the potential loss of the Broad Valleys Federation of Libraries headquarters because of lack of local funding has caused concern. She indicated she feels that approach should be main- tained. Commissioner Mathre stated she does not like a fragmented approach to request funding. I She indicated she feels the City should determine the County's proportion of the budget and request that total amount. Commissioner Mathre then asked what is included in Contracted Services. The City Manager stated that in the past, items such as maintenance agreements for the elevator and Johnson Controls were budgeted under Repair and Maintenance of Equipment but have been moved into the Contracted Services line item. City Manager Wysocki then stated the auditors have indicated that books in the Library are not capital items, so the budgeted amount has been moved into the Other category under operations. The City Manager then indicated $4,300 is to be removed from the Salaries, Wages and Benefits, due to an error in preparation of the budget recommendations. He then presented to the Commission the justification for the Reference Librarian position. A-29 Emergency Preparedness. No questions. A-30 Public Health No questions. A-31 City-County Planning Transfer. No questions. A-32 Annual Audit. Commissioner Mathre asked if a portion of the audit costs is included in the Enterprise Funds. The City Manager indicated it is. A-36 Transfer to CIP. No questions. A-53 County Engineering Contract. No questions. A-55 Storm Drain Plan. No questions. I A-59 Centennial Activities. No questions. A-65 Transfers to Other Funds. No questions. A-69 Energy Development. No questions. B- 1 Police Retirement. No questions. C- 1 Employee Health I nsurance Premiums. No questions. D- 1 Public Employees Retirement. No questions. E- 1 Firefighters Unified Retirement. No questions. F- 1 City-County Planning. No questions. 08-13-84 308 F-50 Intergovernmental Supply. No questions. F-52 Intergovernmental Vehicle Maintenance. No questions. G- 1 Comprehensive Insurance. No questions. G-51 Cert:1etery Perpetual Care. No questions. G-52 Cemetery Contract Purchases. No questions. G-53 Park Land Trust. City Manager Wysocki stated there is a little over $60,000 in the Trust Fund at this time. I He ~uggested the Commission may wish to utilize these monies rather than Revenue Sharing Fund monies in the CIP to develop one of the City parks. . Commissioner Jordan asked if a developer making a cash-in-lieu of parkland payment could specify how that money would be utilized. The City Manager noted if the City accepted those conditions, it could be earmarked. G-57 Centennial Activities. No questions. G-65 Handicapped Parking Improvements. No questions G-66 Library Trust Fund. No questions. H- 1 Local Government Study Commission. Mayor Weaver noted this budget unit will require additional funding to meet the one-mill requirement. City Manager Wysocki suggested the additional amount be placed in the Other line item. The Commission set 2:00 p.m. on Friday, August 17,1984 as the time for a special meeting to conduct another work session on the budget for Fiscal Year 1984-85. Adjournment - 9:45 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Jordan, seconded by Commissioner Mathre, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Jordan, Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson and Mayor Weaver; those voting No, none. I KENNETH L. WEAVER, Mayor ATTEST: Clerk of the Commission I 08-13-84