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HomeMy WebLinkAbout1983-10-31 37'2 MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA October 31, 1983 ************************ The Commission of the City of Bozeman met in regular session in the Commission Room, I Municipal Building, October 31, 1983, at 4:00 p.m. Present were Mayor Stiff, Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre, City Manager Evans, 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 prayer by Commissioner Weaver. Action on the minutes of the regular meetings of October 3, 1983; October 17, 1983; and October 24, 1983 was deferred until next week. None 0: the Commissioners requested that any of the items listed under Consent Items be removed for dIscussion. . May~r Stiff noted the Commission has delayed action on several annexation requests pend- Ing completion of studies. He indicated the City has received the final copy of the Brown and Cal~well study and suggested implementation of the study be discussed prior to action on the various annexation requests. City Manager Evans noted the Commission has deferred action on one annexation request for a period of 90 to 120 days, and that issue must be addressed at next week's meeting. Open bids - supplying materials for irrigation systems in two City parks This was the time and place set to open bids for supplying materials for irrigation systems in two City parks. The affidavit of publication for the "Call for Bids" as advertised was presented. It was moved by Commissioner Weaver, seconded by Commissioner Vant Hull, that the I bids for supplying materials for irrigation systems in two City parks be opened and read. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; those voting No, none. The following bids were then opened and read: Total Bid 2-M Company, Inc. Billings, Montana $14,081.96 Mountain Supply Company Bozeman, Montana $13,809.67 City Manager Evans recommended that the bids be referred to staff for review and a recommendation to be submitted at next week's meeting. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the bids be referred to staff for review and a recommendation to be submitted at next week's meeting. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre, Commissioner Weaver and Mayor Stiff; those voting No, none. Continued discussion - extension of Conditional Use Permit for Klondike Planned Unit Develop- ment - Robert Pearson City Manager Evans noted that the Director of Public Service (Works) and the applicant I have been revising the plans for Ellis Street as it runs through the Klondike Planned Unit Development. Director of Public Service (Works) Holmes stated that Mr. Pearson has been cooperative and has made some revisions in the plans for Ellis Street which enhance the value of the street. The Director of Public Service (Works) suggested the Commission accept the last plans submitted to his office for the Planned Unit Development. 10-31-83 313 Commissioner Vant Hull asked if the revised street can serve as a collector if necessary. The Director of Public Service (Works) stated the street can function as a collector street, but the posted speed for the street will be less than 35 miles per hour due to the street width. City Manager Evans stated he feels it is in the best interests of the City and the appli- I cant to grant an extension to the Conditional Use Permit. It was moved by Commissioner Mathre, seconded by Commissioner Weaver, that the original motion be removed from the table. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Mathre, Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson and Mayor Stiff; those voting No, none. The following substitute motion was then submitted. It was moved by Commissioner Weaver, seconded by Commissioner Vant Hull, that the Commission approve a one-year extension of the Conditional Use Permit for the Klondike Planned Unit Development, based upon the following: (1) evidence that the applicant has made substantial investment in the project; (2) the absence of any other remedy for the applicant; and (3) contingent upon final approval of the Ellis Street engineering specifications by the City's Engineering Division. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; those voting No, none. Request for further discussion of 35-foot setback from stream banks and proposed development at 719 South Church Avenue - Department of Fish, Wildlife and Parks City Manager Evans stated Mr. Jerry Wells, an employee of the Department of Fish, Wild- life and Parks, requested this item be placed on the agenda for further discussion. Mr. Jerry Wells stated the Department of Fish, Wildlife and Parks supports the Commis- sion and the City staff on recent adoption of an ordinance requiring a 35-foot setback from stream banks and prohibiting encroachment of parking lots, buildings and other items that could I cause run-off that could pollute the waterway. He noted, however, that the ordinance does not provide for a strip of natural vegetation along the stream banks, which is necessary to provide hiding places for the fish. Mr. Wells suggested that the Commission amend the ordinance to allow for a five-foot buffer strip of natural vegetation along each side of the stream bank. Mr. Wells then stated that the approval of the requested variance to the 35-foot setback at 719 South Church Avenue has received quite a large number of comments and criticisms. He noted the approval was granted contingent upon approval of the site plans by the Department of Fish, Wildlife and Parks. He stated the first two site plans were unacceptable. He stated the developer has submitted a third site plan, In which a corner of one of the buildings en- croaches six feet into the 35-foot setback. Mr. Wells stated the Department of Fish, Wildlife and Parks wi II approve the latest site plan, conti ngent upon the condition that a five-foot vegetative strip be maintained along the stream banks. He stated the Department feels the conditional approval will provide for the best use of this parcel of land. Mr. Wells then asked if the conditions imposed by the Department of Fish, Wildlife and Parks are legally binding and asked how the conditions will be enforced. He also asked what the Department's role will be in requests for variances to the 35-foot setback. He noted the Department of Fish, Wildlife and Parks feels it is their responsibility to protect the streams that run through the city. City Attorney Crumbaker-Smith stated the ordinance provides that the Board of Adjust- ment may place conditions on approval of any variance. She noted it does not matter what agency recommends the conditions, as long as the Board of Adjustment accepts those conditions. I Commissioner Weaver requested input from the Planning Staff concerning the requested vegetative buffer and enforcement of conditions placed on developments. Assistant Planner Steve Lere stated the Planning Staff is reviewing the proposed five- foot buffer strip at this time. He noted the ordinance must be amended to provide for a five- foot natural vegetation buffer strip along the stream banks within the 35-foot setback. City Attorney Crumbaker-Smith stated violations of the conditions placed upon develop- ments are addressed in the Zone Code. She noted violations are reviewed by the Building Official and enforced as necessary. 10-31-83 37'L1 Mr. Rich Mcintyre, Timberline Reclamation, stated support of Mr. Wells' comments. He stated a five-foot strip of natural vegetation on both sides of a stream is not optimum, but it is better than no protection for the fish. Assistant City Manager Barrick stated the Building Inspection Division will send legal notices for requests for variances to the 35-foot setback from stream banks to several inter- ested agencies, including the Department of Fish, Wildlife and Parks. I It was moved by Commissioner Weaver, seconded by Commissioner Vant Hull, that the Commission request staff to review the existing ordinance providing for a 35-foot setback from stream banks and submit to the Commission within sixty days a recommendation for modification of the ordinance to specify a five-foot strip of natural vegetation along each side of the stream. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; those voting No, none. Exit conference for audit report for Fiscal Year 1982-83 - Nick Gray, Coopers and Lybrand City Manager Evans stated Mr. Nick Gray, Coopers and Lybrand, was present for the exit conference for the audit report for Fiscal Year 1982-83. Mr. Nick Gray stated he had delivered the audit reports for the Water Fund, Sewer Fund and Combined General Purpose Funds for the Fiscal Year ending June 30, 1983. He stated the audit reports on all three funds are unqualified, clean opinions with no exceptions. Mr. Gray stated he understands this is the earliest date on which an audit has been completed for these three funds. He also noted the cost of the audit is within the original estimate of fees. Mr. Gray then thanked the City staff, including John Evans, Amy Swan, Bob Schunke. and particularly Ken Vail, for their cooperation and assistance in completing the audit. Mr. Gray stated the Management Letter has not been completed. He indicated he has reviewed the general topics to be covered with the staff and will submit a draft for their review prior to issuance of the Management Letter. He characterized the items covered in the Management I Letter as housecleaning items and possible alternate methods that would improve existing proce- dures. Mayor Stiff expressed his gratitude to City Manager Evans for the commitment of personnel in this effort. He also thanked the Commission for the willingness to commit the resources necessary for completion of this audit by one of the largest accounting firms in the world. The Mayor stated the number of clean audit opinions being issued in Montana is very low. He in- dicated that, since the unqualified, clean opinions on all three funds have been received, the Audit Committee has suggested that the Commission direct management to prepare a budget of time and expenses to pursue attainment of a Municipal Finance Officers' Association Certificate of Conformance during Fiscal Year 1984-85, 50 that a judgment can be made on whether or not to proceed. He noted the Certificate is not essential; and the cost/ benefit relationship must be considered prior to making a decision on pursuing the issue. The Mayor stated attainment of the MFOA Certificate of Conformance would be the highest attainment of the City. Mayor Stiff then thanked Dr. Gil Crain and Mr. Harry Newlon for their service on the Audit Committee. He noted they have been helpful in reviewing the financial statements of the City and determining which appears the best way to proceed. City Manager Evans stated the cost and time required to pursue an MFOA Certificate of Conformance must be carefully reviewed prior to reaching a decision on whether or not to proceed. He stated he knows of no other governmental entity in Montana to receive such a Certificate. He stated he feels it is worthwhile to proceed with preparation of a budget of time and expenses to provide the basis for a good decision on whether or not to pursue attainment of the Certifi- I cate. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the Commission direct management to prepare a budget of time and expenditures to pursue attainment of the Municipal Finance Officers' Association Certificate of Conformance, so that a judgment can be made on whether or not to proceed. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre, Commissioner Weaver and Mayor Stiff; those voting No, none. 10-31-83 37t) It was then moved by Commissioner Anderson, seconded by Commissioner Mathre, that the Commission acknowledge receipt of the audit reports from Coopers and Lybrand for the Water Fund, Sewer Fund and Combined General Purpose Funds for the Fiscal Year ending June 30, 1983. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Anderson, Commissioner Mathre, Commissioner Weaver, Commissioner Vant Hull and Mayor Stiff; I those voting No, none. Discussion - view preservation zoning on Sourdough Ridge City Manager Evans stated Commissioner Anderson had requested this item be placed on the agenda. Commissioner Anderson stated this item has been discussed at previous meetings, but the issue has not been resolved. She noted the work items as prioritized for the City-County Planning Staff do not include view preservation zoning. The Commission has requested that the Planning Staff submit a Request for Budget Amendment if additional funds are needed to complete the work item, but no Request for Budget Amendment has been submitted. The Commissioner stated she has talked to Mr. Dick Pohl, professor at Montana State University; and he has in- dicated one of his students could pursue the view preservation zoning as a class project for a grade, which would reduce the City.s cost for this work Item. Assistant Planner Steve Lere stated he has talked to Mr. Pohl. Work on this project has been scheduled for one student as a problems class; and he will work on the project during Winter Quarter. He stated he is not certain if one student will be able to complete the entire project in one quarter. The Planning Staff will submit a Request for Budget Amendment if necessary to complete the view preservation zoning work item during this fiscal year. Discussion - Planning Staff memo re possible streamlining of hearing process City Manager Evans stated Commissioner Vant Hull had requested this item be placed on I the agenda. Commissioner Vant Hull stated the memo from Planning Director John Moss to City Manager. John Evans dated May 24, 1983 suggests a method for streamlining the public hearing process. She suggested that the Commission consider conducting a joint public hearing with the Zoning Commission on this matter. The Commissioner also suggested a copy of the memo be sent to the Zoning Commission to see if they wish to consider the suggestion. Commissioner Weaver stated he does not support the idea of a joint public hearing with the Zoning Commission. However, he would like to receive a more comprehensive recommendation upon which the Commission could conduct a public hearing. Mayor Stiff suggested the City Commission contact the Zoning Commission to see if they feel a problem exists in the public hearing process. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the Commission ask the Planning Staff to forward the memo from Planning Director Moss dated May 24, 1983 and accompanying suggested procedure to the Zoning Commission and ask them to consider a joint meeting with the City Commission to discuss the matter. The motion carried by the followi ng Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre, Commissioner Weaver and Mayor Stiff; those voting No, none. Mayor Stiff requested that Commissioner Vant Hull prepare a draft memo for Commission review. Appl ication for Beer License - Gallatin Counci I on Heal th and Drugs - November 12-13, 1983 (for Ga lIatmChariot Races) I City Manager Evans presented to the Commission an application for a Beer License, along with the required fee, on behalf of the Gallatin Council on Health and Drugs for November 12 and 13, 1983. He noted this license is being requested in conjunction with the Gallatin Chariot Races, to be held on those dates. City Manager Evans stated the Gallatin Council has received the State License and recommended the Commission approve this request. It was moved by Commissioner Anderson, seconded by Commissioner Mathre, that the Commission approve the application from the Gallatin Council on Health and Drugs for a Beer License for 10-31-83 37'[; November 12 and 13, 1983. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Anderson, Commissioner Mathre, Commissioner Weaver, Commissioner Vant Hull and Mayor Stiff; those voting No, none. Continued discussion - public education program on self-government powers Commissioner Weaver briefly reviewed the presentations he has made during the past week. I He stated he feels the information disseminated in the Bozeman Daily Chronicle has been help- ful. The Commissioner stated the people are interested in the issue and have raised many good questions at the various presentations. Commissioner Vant Hull gave a brief review of the upcoming presentations to be made. She noted KBMN will be taping information on Wednesday morning, and KXXL has stated it will provide public service announcements. Review of letters drafted by Commissioner Vant Hull City Manager Evans stated Commissioner Vant Hull had requested this item be added to the agenda. Commissioner Vant Hull stated she and Commissioner Anderson have drafted a letter to the Board of Adjustment, indicating concern about the recent decision on a variance at 719 South Church Avenue. Commissioner Anderson indicated that she felt the third paragraph of the draft letter should be eliminated. Commissioner Weaver stated he feels what has been said on the issue is adequate, and he does not feel a letter to the Board of Adjustment would be useful. Mayor Stiff and Commissioner Mathre indicated they did not feel a letter to the Board of Adjustment is necessary. It was moved by Commissioner Vant Hull, seconded by Commissioner Anderson, that the Commission send a letter, containing Paragraph Nos. 1, 2 and 4 of the proposed draft, to the I Board of Adjustment. The motion failed by the following Aye and No vote: those voting Aye being Commissioner Vant Hull and Commissioner Anderson; those voting No being Commissioner Mathre, Commissioner Weaver and Mayor Stiff. Commissioner Vant Hull stated she had also drafted a letter to the residents of the Darlinton Manor concerning their request for paving of North Fifth Avenue. She indicated she feels the City Manager and City Attorney should review the draft prior to sending the letter. City Manager Evans stated he would have the staff review the draft letter and submit thei r recommendations. Commissioner Vant Hull noted one of the "For Your Information" items in this week's packet was a memo from Director of Finance Swan concerning relevying and reassessing of Special Improvement District taxes. She noted the memo is well done and suggested it be placed in the newspaper as a method of informing the public. City Manager Evans noted the memo was written by a staff member; and he must contact the staff member to receive approval to print the letter. Consent Items from I - Claims It was moved by Commissioner Weaver, seconded by Commissioner Vant Hull, that the Commission approve the items as listed above, and authorize and direct the appropriate persons 10-31-83 371 to complete the necessary actions. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Weaver, Commissioner Vant Hull, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; those voting No, none. Recess - 5: 20 p. m. I Mayor Stiff declared a recess at 5:20 p.m., to reconvene at 7:00 p.m. for the purpose of conducting the scheduled public hearing and work session. Reconvene - 7:00 p.m. Mayor Stiff reconvened the Commission meeting at 7:00 p.m. for the purpose of conduct- ing the scheduled public hearing and work session. Public hearing - Tentative Capital Improvement Program Appropriation Ordinance This was the time and place set for the public hearing on the Tentative Capital Im- provement Program Appropriation Ordinance entitled: TENTATIVE CAPITAL IMPROVEMENT PROGRAM APPROPRIATION ORDINANCE AN ORDINANCE OF THE CITY OF BOZEMAN, MONTANA, APPROPRIATING CITY FUNDS FOR VARIOUS CAPITAL ITEM EXPENDITURES FOR THE PERIOD OCTOBER 1, 1983 THROUGH SEPTEMBER 30, 1984. Mayor Stiff opened the public hearing. City Manager Evans distributed a summary of the documents the Commission has received for the Capital Improvements Program and summaries of the items listed in the Tentative Capital Improvement Program Appropriation Ordinance. The City Manager noted the staff has spent many hours in preparing the City Manager's Recommendation for the Capital Improvement Program, and those involved in the process are present to answer questions from the Commission. City Manager Evans then recommended the Commission consider only those items for which funding is I available at this time. He noted the Tentative Capital Improvement Program Appropriation Ordinance provides for expenditure of approximately $153,000.00 in General Fund and Federal Revenue Sharing Fund monies and $24,000.00 in Enterprise Fund monies. He stated if Revenue Sharing is re-enacted, the Commission may consider use of additional Revenue Sharing Fund monies to fund capital items at that time. Commissioner Mathre noted the capital items listed in the City Manager's Recommendation are divided into four categories based on the need. She asked if all of the items listed on the three schedules being considered have been deemed the most needed items at this time. The City Manager stated the four categories used are critical, essential, desirable and acceptable. He indicated the items recommended for funding at this time have been determined the most needed items by the staff. He also noted some of the items are for life safety and others are replacement items which are necessary to continue providing essential City services. Commissioner Anderson asked if the $37,000.00 listed for the elevator at the Senior Citizen Center includes the amount the senior citizens have raised. Administrative Assistant/l nterim Recreation Director Curt Shook stated the senior citizens have raised approximately $10,000.00. He stated that amount is not reflected in the $37,000.00 proposed in the Tentative Appropriation Ordinance. Commissioner Vant Hull expressed concern that no public input was received during the preparation of the City Manager's Recommendation. She suggested that the Commission Resolution providing for a Capital Improvement Program be revised to include a requirement for public input during the initial preparation of the recommendation. The Commissioner then expressed I . concern that not many energy conservation projects have been included in the Capital Improve- ment Program. Commissioner Mathre stated she feels this 'is the appropriate time to receive public input. She noted the staff is aware of the City's needs, and she feels the public has had opportunities to address some of the priorities, although not in a formal public hearing process. Mayor Stiff noted no public is in attendance at this public hearing. He then suggested the Commission address only the eleven capital items listed in the Tentative Appropriation Ordinance. 10-31-83 37'8 Mayor Stiff closed the public hearing. Commissioner Weaver asked if it would be appropriate to interchange the items listed in Section 1 and Section 2 of the Tentative Appropriation Ordinance. The City Manager stated the funding for Section 1 is from the transfer from the AIl- Purpose General Fund, which was made during preparation of the budget for Fiscal Year 1983-84; and the funding for Section 2 is from Federal Revenue Sharing Fund monies. I Mayor Stiff stated the Commission does not know what rationale was used in establishing the priorities for the items listed in the City Manager's Recommendation. He also noted the Commission does not know what items were ranked just below the available funding level; and no alternatives have been provideq. Commissioner Anderson suggested the Commission go through each line in the schedules. Administrative Assistant Shook stated the items I isted in Schedule 1 are those items which do not exceed $10,000.00 and which are critical for maintaining current City services. Commissioner Weaver noted the Commissioners could request that items listed on other schedules be transferred to one of the schedules being funded or add items to the list if they so desire. Commissioner Vant Hull noted the studies prepared by Matney/Frantz contain recommenda- tions, but funding for those ,is not included in the proposed CI P Tentative Appropriation Ordinance. City Manager Evans stated the recommendations are not critical to the operation of the City, however, they may be added if the Commission wishes. The City Manager then stated he does not feel energy conservation measures should compete with critical or essential capital items for operation of the City. Commissioner Mathre stated the Commission has not reviewed the energy conservation recommendations recently. She also noted some of the items have been completed, such as insulation in the walls at the Swim Center and retrofitting in the City Hall. The Commissioner then indicated another public hearing will be held on appropriating monies for capital improve- I ments when Revenue Sharing is re-enacted; and she feels that would be a more appropriate time for such considerations. Commissioner Weaver asked why several vehicles are included in the Tentative Appropria- tion Ordinance. Assistant City Manager Barrick stated the vehicles listed are replacements only. He noted the proposed vehicles will replace vehicles which are in bad shape and can no longer be maintained in a manner that provides safe transportation for the employees in the various departments. Commissioner Weaver then noted the breathing apparatus, chemical suits and foam system converter are critical needs which were first mentioned during a public hearing. He questioned how many more items are critically needed but have not been mentioned. City Manager Evans noted one of the benefits of a CI P is defining the needs of the City. Commissioner Anderson stated a boom truck had been eliminated during a previous budget cycle. City Manager Evans stated a boom truck is needed for life safety of the employees. He stated the existing boom truck is unsafe; and if a new truck is not purchased, the City will not be able to maintain the traffic signals or trim trees. He noted the City derives compensa- tion from the State for maintenance of the traffic signals; and it would be more costly for the City to contract out the tree trimming than to have City employees complete the task. He once again noted all items listed in the Tentative Appropriation Ordinance are critical for the life safety of City employees or for the maintenance of existing City services. I Commissioner Anderson asked how long it has been since the fire station was re-roofed. City Manager Evans indicated the building has not been re-roofed since it was con- structed. He also noted this project is to provide protection of an asset. The City Manager then stated the City has purchased only a few replacement vehicles since Fiscal Year 1979-80, which is creating a critical situation is some areas. Commissioner Weaver asked if the elevator for the Senior Citizen Center should be deleted at this time. 10-31-83 379 Assistant City Manager Barrick stated the $37,000.00 listed in the Tentative CIP Ap- propriation Ordinance will be combined with the monies raised by the senior citizens for the elevator. He stated this item applies to safety also because at this time the senior citizens must use stairs to reach the various levels in the building and often carry other senior citizens up and down those stairs. I Commissioner Anderson asked for the estimated cost of the project. I nterim Recreation Director Curt Shook stated the estimated cost is about $50,000.00. He noted that cost could be reduced slightly through volunteer help; and there should be adequate funds avai lable to cover the costs. Commissioner Weaver asked if any changes in the Tentative CI P Appropriation Ordinance would delay final adoption of the Appropriation Ordinance. . City Manager Evans stated it would not. He noted any changes requested by the Commission can be made prior to adoption of the Appropriation Ordinance. He once again indicated the items listed in Section 1 were transferred from the Operations and Maintenance budget to the Capital Improvement Program budget during the budgeting process for Fiscal Year 1983-84 because their values were greater than $1,000.00. Mayor Stiff noted the Commission had reviewed and adopted the Tentative CI P Appropria- tion Ordinance at its meeting two weeks ago. He also noted no public input has been received during this public hearing. The Mayor then stated he does not feel he has sufficient informa- tion to make an advised decision. Commissioner Weaver stated he is impressed with the process that has been utilized to develop the recommendation for this year's CIP Appropriation Ordinance. He indicated he does not share the concerns expressed by Mayor Stiff. City Manager Evans stated this is the first Capital Improvement Program budget prepared for the City of Bozeman. He noted he has followed the basic budgeting process for this form of government. He also stated the City Manager usually prepares his recommendation with no I public input; and the Commission is the body which accepts public input prior to making a decision. The Commission requested that final adoption of the Capital Improvement Program Appro- priation Ordinance be placed on the agenda in two weeks. Break - 8:10 to 8:20 p.m. Mayor Stiff declared a break at 8:10 p.m., to reconvene at 8:20 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Work session - review of tally sheets for City Manager applications City Manager Evans, Assistant City Manager Barrick and City Attorney Crumbaker-Smith were excused from the remaining portion of the meeting. The Commissioners reviewed the master tally sheets for the second ranking of the remain- ing applicants. Commissioner Weaver noted the tally sheets prepared by the five Commissioners are very consistent and reflect few differences. The Commission then concurred the "0" grading on these tally sheets indicate the appli- cant is ranked lowest among the fully qualified applicants. Commissioner Weaver then noted the Commission must select a score as the cut point for the top candidates. He noted the Commission must then (1) determine if anyone in that category should be eliminated, (2) determine another cut point and (3) determine if anyone with a lower score should be included in the most qualified applicants. The Commissioner then suggested I the initial cut point be set at the score 200 and above, with a second point possibly at 180 to 199. The Commissioners concurred that the initial cut point should be 200 and above. They then concurred the eight candidates in that group should be determined as most qualified appli- cants. The Commissioners then reviewed those applicants with scores between 180 and 199 and removed E-13 following review and revision of the scores. Commissioner Anderson suggested applicant D-2 be placed in the most qualified applicants for affirmative action consideration, since she is the top ranked woman. Following special 10-31-83 38U consideration and careful review of the record with a view toward affirmative action, the Commission found her not qualified enough to be included in the final group. The Commissioners then reviewed those applicants with scores just below the 180 cut point. They concurred all scores should remain the same and that those applicants are not as qualified as those with scores above 180. Commissioner Weaver stated the next step is to make telephone calls to those fourteen I applicants in the most qualified category. He then suggested Clerk of the Commission Sullivan call those applicants to (1) determine if they are still interested in the position; (2) determine the date they would be available for employment; (3) determine interest in the salary range under consideration; (4) request five telephone references with a deadline of November 7, 1983 and one written reference with a deadline of November 14, 1983; and (5) request they release their names from confidentiality if they are one of the final five. The Commissioner then reviewed the information that should be provided to the applicant, including (1) the fact that he is one of fourteen being considered for the position of City Manager; (2) the Commission prefers to have the position fi lied by March 1, 1984; (3) the present salary is $38,520.00 and is negotiable, including possible partial funding of moving expenses; and (4) willingness to send information about Bozeman if requested. The Commissioners then indicated they will consider the information gathered by the Clerk of the Commission at next week's meeting. Adjournment - 10:20 p.m. There being no further business to come before the Commission, it was moved by Commis- sioner Vant Hull, seconded by Commissioner Weaver, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Vant Hull, Commissioner Weaver, Commissioner Anderson, Commissioner Mathre and Mayor Stiff; those voting No, none. ALFRED M. STIFF, Mayor I ATTEST: Clerk of the Commission I 10-31-83