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HomeMy WebLinkAbout1984-09-10 340 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA September 10, 1984 ************************ The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, September 10, 1984, at 4:00 p.m. Present were Mayor Weaver, Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, City Manager I Wysocki, Assistant City Manager Barrick and Clerk of the Commission Sullivan. The meeting was opened with the Pledge of Allegiance and a moment of silence. The minutes of the regular meeting of September 4, 1984 were approved as amended. None of the Commissioners requested that either of the Consent Items be removed for discussion. This was the time and place set for the decision on the Conditional Use Permit requested by Dan Ranieri to allow construction of a shop building on Lot 22C, amended plat of Lot 15, Gordon Mandeville State School Section Subdivision. This site is more commonly known as 2212 Lea Avenue. City Manager Wysocki stated the Commission had conducted the public hearing on this item at last week's meeting. He then concurred in the Zoning Commission's recommendation that this Conditional Use Permit be approved, subject to ten conditions. It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the Commis- sion approve the Conditional Use Permit requested by Dan Ranieri to allow construction of a shop building on Lot 22C, amended plat of Lot 15, Gordon Mandeville State School Section Subdivision, more commonly known as 2212 Lea Avenue, subject to the following conditions as recommended by the Zoning Commission: I 1. A north arrow will be designated on the site plan. 2. The garbage enclosure areas shall be located on the site plan. The appropriate screening device will also be indicated on the final site plan. 3. The location and specifications for the sprinkling system must be indicated on the final site plan. 4. The implementation of a traffic control device within the parking area will be shown on the final site plan. The use of wheel stops will designate the parking spaces. 5. The percentage of slope should be shown on drawing for the parking lot grade. The addition of slope arrows directing the drainage away from the doors at the front of the building is also recommended. The detention area should be depressed to allow ponding. 6. Ten (10) foot utility easement on west property line needs to be included on drawings. 7. The developer will enter into an Improvements Agreement with the City of Bozeman. If occupancy of the structure is to occur prior to installation of the improvements, it must be secured by a method of security equal to one and one-half (1 1/2) times the amount of the cost of the scheduled improvements and their installation. Detai led cost estimates, construction plans and methods of security shall be made part of that agreement. I 8. Three (3) copies of the final site plan containing all the conditions, corrections and modifications approved by the City Commission must be submitted for review and approval by the Planning Director within six (6) months of the date of City Commission approval prior to issuance of a building permit. One (1) signed copy shall be retained by the Building Inspection Division; one (1) signed copy shall be retained by the Planning Director; and one (1) signed copy shall be retained by the applicant. 09-10-84 341 9. All on-site improvements (i. e. paving, landscaping, etc.) shall be completed within eighteen (18) months of approval of the Conditional Use Permit. 10. The Conditional Use Permit shall be valid for a period of only eighteen (18) months following approval of the use. Prior to permanent renewal of the permit at the end of that period, the 'applicant must satisfy all conditions in the granting of the permit. An on-site inspection will be made I and a report made to the City Commission for their action. If all required conditions have been satisfied, the permit will be permanently renewed. The motion carried by the following Aye and No vote: those voting Yes being Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan and Mayor Weaver; those voting No, none. Commission Resolution No. 2524 - amendin Item 4 of Section 2 of the policies established for conSI uture annexations to t e Ity 0 ozeman City Manager Wysocki presented Commission Resolution No. 2524, as reviewed by the City Attorney, entitled: COMMISSION RESOLUTION NO. 2524 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, REVISING AND RE-ESTABLlSHING GOALS AND POLICIES FOR ANNEXATION OF PROPERTIES TO THE CITY OF BOZEMAN, AND SUPER- CEDING COMMISSION RESOLUTION NO. 2502. City Manager Wysocki stated the Commission had approved the revision to the annexation policies at last week's meeting, and recommended that the Commission adopt this Resolution, which incorporates that revision. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the Commission adopt Commission Resolution No. 2524, revising the Commission policies concerning annexations. The motion carried by the following Aye and No vote: those voting Yes being I Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, Commissioner Mathre and Mayor Weaver; those voting No, none. Commission Resolution No. 2525 - intent to annex Volz/Wallin Annexation City Manager Wysocki presented Commission Resolution No. 2525, as prepared by the City Attorney, entitled: COMMISSION RESOLUTION NO. 2525 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, DECLARING IT TO BE THE INTENTION OF THE CITY OF BOZEMAN, THE INHABITANTS THEREOF AN THE INHABITANTS OF A TRACT OF LAND CONTIGUOUS TO THE SAID CITY OF BOZEMAN AND HEREIN MORE PARTICULARLY DESCRIBED, TO EXTEND THE BOUNDARIES OF THE SAID CITY OF BOZEMAN SO AS TO INCLUDE SAID CONTIGUOUS TRACT WITHIN THE CORPORATE LIMITS THEREOF. City Manager Wysocki stated the Commission had received the staff report at the meeting held on August 20 and had instructed the staff to prepare this Resolution. He then recommended that the Commission adopt the Resolution and set the public hearing date for October 15, 1984. The City Manager also reminded the Commission that one of the staff recommendations was that a public street be constructed between West Main Street and West Babcock Street; and the appli- cant was to meet with the City staff. Mr. Norm Wallin stated the applicants have met with Director of Public Service Dick Holmes and have arrived at a consensus on the recommended street. I It was moved by Commissioner Anderson, seconded by Commissioner Jordan, that the Com- mission adopt Commission Resolution No. 2525, declaring the City's intention to annex a tract of land lying between West Main Street and West Babcock Street, just east of the Ponderosa Mobile Home Subdivision, and setting the public hearing date for October 15, 1984. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Anderson, Commissioner Jordan, Commissioner Mathre, Commissioner Vant Hull and Mayor Weaver; those voting No, none. 09-10-84 342 Discussion - draft fire service agreement with MSU; authorize Mayor and City Manager to sign City Manager Wysocki stated the Commission had received copies of the draft fire service agreement with Montana State University at last week's meeting. He then suggested that a change be made in the first paragraph to reflect the name of the fire analysis document, as follows: "In accordance with the recommendations of An Evaluation of Life Safety and Fire Protection, prepared for the MSU On-Campus Living by Fire Protection Analysis, Inc., of Great Falls, Montana, dated February 1984, it is the ..... " I Commissioner Anderson asked if the Hi-Rise Hose Pacs are included in the budget and asked for the cost. City Manager Wysocki indicated the Pacs will cost $6,875.00 and will be paid for through MSU On-Campus Living funds. . It was moved by Commissioner Jordan, seconded by Commissioner Mathre, that the Commission approve the Fire Service Agreement as revised, and authorize and direct the City Manager and Mayor to sign the document. The motion carried by the following Aye and No vote: those voting Yes being Commissioner Jordan, Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson and Mayor Weaver; those voting No, none. Preliminary discussion - City Manager evaluation process City Manager Wysocki stated the Commission had requested this item be placed on the agenda. Mayor Weaver asked the Commissioners to submit suggestions on how to proceed with the evaluation process for the City Manager. Commissioner Anderson stated she fe,els that the Commission should complete a governing body report card, similar to the one she has distributed to the Commission. She also stated she feels the frequency and timing of future evaluations of the City Manager should be deter- mined during this process. The Commissioner then stated she feels the Commissioners should complete a written evaluation of the City Manager, using a form similar to the evaluation form utilized in EI Cerrito, California, or possibly the one from Vancouver, Washington, which should I be submitted directly to him. She indicated she also feels the Commissioners should meet with the City Manager in a one-on-one format after the written review, following the EI Cerrito example. Commissioner Vant Hull stated that. since the City Manager's evaluation is a part of his employment contract, the Commission owes him an evaluation, to be completed as soon as possible. She noted this will be the first evaluation completed by the Commission; and everyone will learn from the process. She suggested that the form utilized by Vancouver, Washington, be followed during this initial evaluation, with possible revision for future evaluations. The Commissioner then noted the I CMA booklet on evaluation of the chief administrator indicates the evaluation process for the Commission and City Manager should be conducted at the same time; but she feels the City Manager's evaluation should be completed as quickly as possible. Commissioner Jordan stated he feels the evaluation process should be completed with reasonableness and efficiency. He noted the important items to consider is whether the Commis- sion has established goals for the City Manager, and whether he has completed those goals. Commissioner Mathre stated she likes the outline in the book. She then indicated she feels goals should be established for the City Manager, which represent the needs of the City, and he should be evaluated on those goals. She noted a review after six months may seem pre- mature, but she feels an evaluation should be completed on the items listed in the advertisement for the position. Also, the Commission should set goals for the City Manager, which can be utilized during the next evaluation process. Commissioner Vant Hull stated she feels the goals recently adopted by the Commission I should also be considered during the evaluation process. Mayor Weaver stated agreement in reviewing the City Manager1s performance based on the items listed in the advertisement for the position. He questioned whether the Commission has established any specific goals to have been completed by this time. The Mayor then noted that if the Commission does not provide the tools or the monies to complete the goals, it should be reviewed as well as the City Manager. 09-10-84 343 Commissioner Vant Hull stated she feels a form which has worked in another city, such as the one used by the City of Billings, should be utilized in this initial evaluation process. The Commissioner also noted the booklet indicates the best results of an evaluation are usually accomplished in closed session if possible. She suggested that if an open session is required, the Commissioners should possibly complete a written form and submit it to the City Manager, rather than conducting the evaluation in the open meeting. I Mayor Weaver noted the open meeting law indicates that the right to privacy must be asserted by the City Manager, not by the Commission. Commissioner Anderson stated she feels this evaluation process will help the Commis- sioners become a better team. She also indicated she feels this process will give the City Manager an opportunity to review the Commission. Commissioner Jordan stated he is opposed to a one-on-one meeting between a Commissioner and the City Manager during this process. He indicated he feels a one- or two-day retreat should be held, with the Commissioners and City Manager becoming involved in the evaluation process. He noted the retreat should be conducted in an open meeting format. Mayor Weaver asked if the Commissioners concur that a form like that used in Vancouver, Washington, should be used during this process. Commissioner Anderson suggested the categories for discussion could be reduced to three areas, including (1) performance on the tasks completed, (2) skills utilized in the successful execution of those tasks, and (3) the results from the City Manager's performance and skills. She also noted a good evaluation instrument will lead to a positive evaluation. Commissioner Vant Hull stated she supports a canned approach which has been successfully used in another community. She noted the Commission will skip those items which are not per- tinent at this time. She also indicated if the Commission intends this process to be construc- tive, it will be. Commissioner Mathre suggested that the Commissioners submit questions they feel are important, with those questions to be consolidated into one form for evaluation. I Mayor Weaver stated he believes in performance evaluation, in which the Commission assigns a task and reviews the results. He noted if the task fails, the Commission must then determine if it was due to lack of resources or shortcomings on the part of the individual. The Mayor noted the only resources the Commission currently has for evaluation of the City Manager are the terms of employment and the goals given him during his tenure. He also noted an im- portant part of this evaluation process is to provide specific guidance, on which to base the next evaluation. Mayor Weaver then indicated support of Commissioner Mathre's suggestion that specific questions be submitted in one week, with those questions selected by the Commission to be in~ corporated into an evaluation form at the next meeting. Discussion - FYI Items City Manager Wysocki presented to the Commission the following "For Your Information" items: (1) Weekly construction reports, as submitted by Thomas, Dean and Hoskins, I nc., for the water system improvements. (2) A letter received from H. B. Landoe, requesting that the staff report on the Bridger Townhouse Annexation be deferred for an indefinite period of time. (3) Commissioner Anderson stated the Committee for the Arts will be meeting at the Beall Park building this evening and will give a tour of the building to those who wish to attend. I (4) The City Manager reminded the Commission that the I nter-Agency breakfast meeting will be held on Wednesday. Consent Items City .Manager Wysocki presented to the Commission the following Consent Items. Report - Building I nspection Division for August 1984 Revised application for City park reservation 09-10-84 34[+ . It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the consent items as listed above be approved 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 Yes being Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson, Commis- sioner Jordan and Mayor Weaver; those voting No, none. Adjournment - 4:45 p.m. I There being no further business to come before the Commission at this time I it was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Yes being Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, Commissioner Mathre and Mayor Weaver; those voting No, none. KENNETH L. WEAVER, Mayor ATTEST: Clerk of the Commission I I 09-10-84