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HomeMy WebLinkAbout1984-10-29 403 . MINUTES' OF THE MEETING OF THE XITY COMMISSION BOZEMAN, MONTAN October 29,' 1984 ************************ The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, October 29, 1984, at 4:00 p.m. Present were Mayor Weaver, Commissioner I Mathre, Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, City Manager Wysocki, Assistant City Manager Barrick, City Attorney Crumbaker-Smith 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 October 22, 1984 were approved as amended. Mayor Weaver asked if any of the Commissioners wished to remove any of the Consent Items for discussion. Commissioner Anderson requested that the Lease Agreement with the Chicago, Milwaukee, St. Paul and Pacific Railroad for a portion of Lindley Park, and authorizing payment of $360.00, be removed for discussion. Discussion - placement of the Jim Dolan centennial sculpture project City Manager Wysocki presented to the Commission a recommendation from the Arts Advisory Committee for placement of the Jim Dolan centennial sculpture project. He also sub- mitted a sketch he had drawn indicating the proposed placement of this sculpture, along with pictures of the actual piece. The City Manager noted the completed piece is a larger-than-Iife horse carrying Nelson Story. In the future, Mr. Dolan hopes to receive donations and funding for several cattle; and the pieces will be placed in Lindley Park to depict a cattle drive. Mr. Bruce Smith, Chairman of the Centennial Committee, stated Mr. Dolan has selected a site in Lindley Park along East Main Street, just east of the Buttonwood entrance; and he has built this piece for that particular location. Mr. Smith stated the piece is nearly completed; I and Mr. Dolan wants to place the sculpture in Lindley Park before winter. It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the Commission accept the location recommended by the Arts Advisory Committee for placement of the Jim Dolan centennial sculpture project in Lindley Park. 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. Commissioner Anderson suggested letters of thanks be sent to Mr. Dolan. the Chamber of Commerce and the Arts Advisory Committee for this project. Mayor Weaver requested that she prepare draft letters and submit them for consideration. Commission Resolution No. - annexing the Volz/Wallin Annexation City Manager Wysocki stated the applicants have not submitted the necessary documents for preparation of this Commission Resolution. He then indicated the applicants have requested this item be continued for a period of one week. meetin 5 to be held on December 24 and City Manager Wysocki submitted to the Commission a memo suggesting that the meetings on December 24 and December 31, 1984 be held at 10:00 a.m., rather than 4:00 p.m., to avoid possible conflict with Christmas Eve and New Year's Eve activities. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the I Commission change the time for the meetings of December 24 and December 31, 1984, from 4: 00 p.m. to 10:00 a.m.; and direct the Clerk of the Commission to advertise the change in the meeting times as appropriate. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Anderson, Commissioner Jordan, Commis- sioner Mathre and Mayor Weaver; those voting No, none. Discussion - FYI items City Manager Wysocki presented to the Commission the following "For Your Information" items: 10-29-84 40L+ (1) A letter from Rep. Pat Williams concerning the bill on cable television franchising. (2) A letter from Steve Chadde and Joan Schumaker concerning the proposed bikeway system. (3) A letter from the Gallatin Valley Food Bank indicating the Westlake Community Garden Project was successful. (4) A letter from Frances Schwartz concerning the garbage assessments. The City Manager indicated he has sent an application for a reduction to her. I (5) A letter from Sen. John Melcher concerning the cable television franchising bill. (6) A letter from Don Beatty concerning the Volz/Wallin annexation. (7) Weekly construction reports as submitted by Thomas, Dean and Hoskins, Inc., for the water system improvements. (8) The City Manager stated the Audit Committee has set a meeting for Thursday, November 1; but that meeting has been postponed to November 8 or 15. (9) Commissioner Mathre stated the League is unable to conduct the District 10 meeting on November 14 or 15 as suggested by the Commission. The Commission decided to offer December 5, 6 and 7 as possible dates for the meeting. to sign - lease agreement - portion of Lindley Park - Chica 0, Milwaukee, St. ailroad; authorize payment 0 360 City Manager Wysocki stated Commissioner Anderson had requested this be removed from the Consent Items. Commissioner Anderson asked which parcel is involved in this lease. She also requested an update on the linear park. City Manager Wysocki stated the property involved is a 3. 6-acre portion of Lindley Park. He then indicated all of the Chicago, Milwaukee, St. Paul and Pacific Railroad property is now being held in receivership; and no action can be taken to dispose of any physical assets without Court approval. Mayor Weaver requested that the City Manager or the City Attorney prepare an update I on the linear park proposal. It was moved by Commissioner Anderson, seconded by Commissioner Jordan, that the Commission authorize the Mayor to sign the Lease Agreement with the Chicago, Milwaukee, St. Paul and Pacific Railroad for a portion of Lindley Park, and authorize payment of $360.00 for said lease. 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. Consent Items - Januar Claims It was moved by Commissioner Jordan, seconded by Commissioner Mathre, that the I Commission approve the Consent Items as presented, 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 Jordan, Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson and Mayor Weaver; those voting No, none. Application for temporary Beer License - Gallatin Council - November 10 and 11, 1984 City Manager Wysocki presented to the Commission an application for a temporary Beer 10-29-84 405 License for November 10 and 11, 1984, along with the required fee, submitted by the Gallatin Counci I. He recommended that the Commission approve this application contingent upon receipt of the State license. It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that the application for a temporary Beer License submitted by the Gallatin Council for November 10 and 11, 1984, be approved contingent upon receipt of the State license. The motion carried by the I 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. Discussion - automated garbage collection system City Manager Wysocki stated the Commissioners had requested this item be placed on the agenda for discussion, and a possible decision on whether to continue with the present garbage collection system or begin conversion to an automated garbage collection system. The City Manager then noted the Commissioners have asked specific questions during the discussions of this item. He then presented to the Commission projected costs and required base rate assessments for the present system and automated system for the next five years. He stated the base rate assessments would be lower for the present system for two years; then the automated garbage collection system would have the lower base rate. The City Manager stated these comparisons include some basic assumptions, noting a 4 percent salary increase is anticipated for each year, and that a second truck would be purchased in two years under either option. He also noted the options are based on the current number of customers; and any expansion would decrease the per-customer costs. City Manager Wysocki then stated the question of how many alleys would be serviceable with an automated system was raised, and whether there would be sufficient stops to keep an automated truck busy. He indicated the alleys would accommodate 811 300-gallon containers, which would service 2400 customers. He noted that would keep a truck busy 2t to 3 days per week, so some 90-gallon containers would be needed to supplement the route to keep a truck I busy 4 days per week. The City Manager stated that would allow time for preventive mainte- nance of the truck; and the driver could then use an open truck to pick up large garbage items and clippings, and possibly complete some of the tasks which slide at the present time until a fall or spring clean-up campaign. The City Manager then noted there are portions of the City which are not currently serviced by the City. The City cannot expand into those areas with the current system; but conversion to an automated system would allow expansion of the service area, if the residents petition for City garbage collection service. City Manager Wysocki then stated conversion to the automated garbage collection system would decrease the City's contribution to Worker's Compensation by almost $7,800.00 per year. He noted the contribution for a garbage worker is based on 4.85 percent of the payroll; and for a laborer it is based on 2.95 percent of the payroll. Mayor Weaver asked if the monies used for debt retirement during the first five years would be set aside in the following years to purchase a new truck when needed. The City Manager stated under either system of garbage collection, the monies utilized for debt retirement would be set aside for purchase of a new truck after five years. He indi- cated the City should be able to acquire a new vehicle in the future without any increase in the garbage assessment rates. City Manager Wysocki then stated the vendors in Montana do not currently have automated loaner trucks in case of a major. breakdown. He noted with the increasing number of automated systems in Montana, the vendors may begin carrying loaner trucks in the near future. He then I stated the estimated costs include an attachment for a backloader to pick up the 90-gallon containers, but an alternative method would need to be found for the 300-gallon containers. The City Manager then reminded the Commissioners that the City is currently using a 1975 model and a 1978 model truck on a full-time basis, with a 1970 model truck as back-up. He noted at least one of those vehicles must be replaced this year. Commissioner Jordan asked about the possibility of purchasing a two or three year old backloading truck at this time, and considering conversion to an automated system when the City finds one that meets our needs. 10-29-84 405 Commissioner Vant Hull noted that a memo distributed to the Commission indicated numerous encroachments in the alleys. She expressed concern that it would cost a substantial amount of money to clean up those alleys to accommodate an automated system. Commissioner Anderson stated she has talked to several people who have received both types of garbage collection service. She indicated the communities involved in the change have resisted that change, but once the change has been implemented, the people seem to accept the automated system and like it better than the old system. The Commissioner noted that public I education and pUblic relations are very important in the transition. I City Manager Wysocki stated if the Commission decides to purchase an automated truck and containers, and it is determined that the system is not the best system for Bozeman, the City must then sell the truck and containers at a substantial reduction. Mayor Weaver stated the options which the Commission may consider at this time are (1) maintain the present backloading packer truck system, (2) establish a pilot plan for automated garbage collection which services alleys only, and (3) implement an automated garbage collection system which incorporates both alley and curbside pickups. He then noted most of the community concern expressed during the public meeting and in letters received addresses the 90-gallon containers which would be used for curbside service. City Manager Wysocki cautioned the Commission that to consider automated collection for the alleys only will _provide only 2i or 3 days of work per week for the truck and one person. He questioned whether that would be cost beneficial for the City. The City Manager then stated a GO-gallon container is available for automated collection. He questioned whether those containers would be adequate at all times for those who have indicated the 90-gallon containers are too large. Commissioner Jordan stated one private hauler in Great Falls indicated that during the first two weeks of the conversion to an automated garbage collection, he acquired 500 new customers who had previously been on the City's service. He expressed concern that the City of Bozeman may face a similar change. Commissioner Vant Hull stated she does not feel people should be forced to utilize the I automated garbage collection system, but they should be given a choice of the service they prefer. The Commissioner then stated the savings through use of an automated system are small, ranging from 33 cents per month in FY87 to 50 cents per month in FY89 on the base rate. Commissioner Mathre stated she feels those who do not want to have their garbage collected through an automated system should have an alternative; and that has not yet been addressed. She noted another concern expressed by citizens has been the amount of snow which Bozeman receives and the problems which would be created by the snow. She then questioned how the problem with people who are unable to get their garbage cans to the curb- side would be resolved. City Manager Wysocki stated those problems can be accommodated. He noted that in Great Falls, the cans for those who are unable to take their garbage to the curb are marked; and the driver then goes and collects the garbage from wherever it is stored. Commissioner Jordan indicated he would rather wait two years and see what changes have been made in technology. He stated he is willing to make some trade-offs in order to obtain the automated system best suited for Bozeman, but he is r-lot sure the current systems would provide enough benefits to meet the trade-offs required. The Commissioner also indi- cated he would like to see more cooperation between the City and the private haulers in c~se of equipment breakdowns. Commissioner Vant Hull noted complaints have been received from private haulers that the City picks up the garbage for some apartment buildings, some fraternities and sororities, I and some commercial buildings while the rest are serviced by the private haulers. She stated she feels those problems should be reviewed and resolved. Commissioner Anderson suggested that the staff contact the Finance Directors in those cities with automated garbage collection to determine the actual costs of the automated system; public reaction, both initially and long term; and a cost comparison between the city's charges and those of the private sector in that community. 10-29-84 407 Commissioner Mathre noted the City Manager has indicated the automated garbage collection would allow expansion of the City's service, but the Commission has not determined whether it wishes to expand the service. She noted the answer to that question will influence her deci- sion. City Manager Wysocki stated the reactions in other cities seems to be similar to what Bozeman has experienced. He noted after a reasonable length of time, the attitudes seem to I change. The City Manager then stated that until a system is used at least one or two years, it will be difficult to get any cost comparisons. He also noted it will be difficult to get valid comparison figures from various cities throughout the state. It was moved by Commissioner Vant Hull that the Commission postpone consideration of an automated garbage collection system. The motion died for the lack of a second. Commissioner Jordan indicated he feels a decision should be deferred for two years to see what technological changes will be made in the automated systems. City Manager Wysocki noted the Commission had directed the staff to pursue alternative methods which would decrease the costs of garbage collection. He stated the staff has spent considerable time in preparing this proposal; and the Commission must now determine on what projects it wants the staff to work. The City Manager noted concerns have been expressed about the costs of the current method, but comments received during consideration of this new system have indicated that people are willing to pay more for the existing system rather than to \ consider a change. He then requested that if the Commission requests additional staff research, it establish the criteria which are to be met by a proposed system. Commissioner Vant Hull indicated any garbage collection system must be equitable, accepted by the people in the community, and allow room for withdrawal for those who object. It was moved by Commissioner Jordan that the Commission delay a decision on the automated garbage collection system for a period of 2,4 months, pursuing a method which utilizes 30- to 35-gallon containers in the meantime. The motion died for the lack of a second. Commissioner Mathre noted the Commissioners have raised some questions during the I discussion and suggested that action be deferred for two weeks to allow the staff an oppor- tunity to gather the necessary information to respond. It was moved by Commissioner Mathre, seconded by Commissioner Vant Hull, that action on the automated garbage collection system be tabled for a period of two weeks, to allow the staff an opportunity to gather the additional information requested by the Commission. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Vant Hull, Commissioner Anderson and Mayor Weaver; those voting No being Commissioner Jordan. B rea k - 5: 25 to 5: 35 p. m . Mayor Weaver declared a break from 5:25 to 5:35 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Discussion - update on Recreation City Manager Wysocki stated he has advertised for a Superintendent of Recreation, with a suggested starting salary of $22,000.00 to $24,000.00. He indicated the requirements for the position include three years' experience and a Bachelor's degree in recreation, with some empha- sis on classes in administration and organization. The City Manager indicated the closing date for appl ications is November 23, 1984. He then stated he submitted the advertisement to the Recreation Advisory Board for their review prior to distribution. The City Manager then stated the County and the School District have withdrawn from I the Interlocal Agreement, so the Recreation Department is now a City function only. He indi- cated he has met with Superintendent of Schools Chambers concerning the use of school facili- ties for recreation, and he feels no problems will be encountered. He then stated he has completed negotiations with Dr. Chambers for pool use charges, but Dr. Chambers must obtain School Board approval prior to release of those figures. City Manager Wysocki stated the basic philosophy for operation of the Recreation Depart- ment will be to encourage and work with volunteer agencies, as it is now doing. The department will also look for voids in the recreation program and develop' seasonal programs to accommodate 10-29-84 408 the needs of the community. The department will also avoid doing anything which private enterprise is successfully doing at this time. The programs which are to be sponsored by the department will be introductory programs; and any advanced programs will be the responsibility of organized groups in a specific activity. The City Manager indicated any duplication of . activity offered by the Recreation Department during the summer activities will be short-lived and minimal, such as the day camps held this past summer. He also noted the department will continue to use interns from the University as much as possible. I The City Manager then indicated the Recreation Department will be supported by the General Fund. He noted the County has contributed $6,300.00 this year, although it has withdrawn from the J nterlocal Agreement. He stated the School District has indicated it does not intend to participate in funding of the recreation program; and the City must find a means of replacing that funding source. He then stated user fees are charged for some of the programs; and some may generate adequate revenues to cover the direct costs of the program. The City Manager then indicated it is a generally accepted practice for the General Fund to bear the costs of the Recreation Department administration, and the user fees to bear the costs of the programs. The Commission thanked the City Manager for the update on the recreation program. Discussion - City Manager evaluation City Manager Wysocki stated the Commission had requested this item be placed on the agenda. Mayor Weaver noted the Commission received a compilation of three of the evaluations at the beginning of the meeti':lg. Commissioner Anderson noted she had distributed copies of her evaluation to the Commissioners just prior to the meeting. The Commissioners concurred that they would prefer an opportunity to review the evalua- tions prior to conducting the verbal evaluation of the City Manager. Commissioner Mathre stated she feels the Commission should consider establishing goals upon which to conduct the next evaluation. She also suggested that the Commission review the I format used for this evaluation and revise it as necessary. Commissioner Anderson suggested that the City Manager also review the long-range goals and submit a response during the evaluation process. Mayor Weaver requested this item be placed on next week's agenda. General discussion - items of concern City Manager Wysocki stated Commissioner Anderson had requested that this item be placed on the agenda. Commissioner Anderson submitted the following items to the Commission, requesting that they be placed on future agendas for discussion. (1) The Commissioner requested that the Clerk of the Commission compile a composite of the lists submitted by the three Commissioners concerning potential topics for this week's agenda. (2) Commissioner Anderson stated she feels the Commission should discuss legislative strategies and goals. She also stated she feels the Commission should conduct a meeting with the legislators after next week's election to discuss the City's concerns. The Commissioners also indicated a willingness to testify during the legislative session on bills of special interest. (3) The Commissioner requested an update on the public officials' liability insurance. (4) Commissioner Anderson also indicated she feels the Commission should discuss possible communication tools for disseminating information to the public. She questioned whether the Commission is utilizing all possible methods of distributing information to the public I on various items. (5) The Commissioner noted the Commissioners have expressed interest in a discussion on a pilot water filtration plant. (6) Commissioner Anderson also noted the Commission received the final Brown and Caldwell report in August, but has not discussed that report or possible implementation of the recommendations contained in that report. 10-29-84 . 4U9 . Commissioner Jordan expressed concern about the campaign signs located in the public right-of-way. City Manager Wysocki noted he has written letters to various candidates when specific signs have encroached on the vision triangle for driveways and intersections; and those signs have been moved immediately. He indicated the City is encouraging that the signs be placed inside the sidewalk area to avoid potential traffic hazards. I Commissioner Jordan then indicated he attended a seminar on hazardous wastes in Great Falls this past week. He stated he has material the Commissioners may wish to review. He also indicated a willingness to submit a report to the Commission. Mayor Weaver requested this item be placed on the November 13 agenda. Adjournment - 6:10 p.m. There being no further business to come before the Commission, it was moved by Commis- sioner 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, Commis- sioner Mathre, Commissioner Vant Hull, Commissioner Anderson and Mayor Weaver; those voting No, none. KENNETH L. WEAVER, Mayor ATTEST: Clerk of the Commission I 't I 10-29-84 .