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HomeMy WebLinkAbout2002-01-12 Minutes, City Commission, SPECMINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA January 12, 2002 The Commission of the City of Bozeman met in special session at the Bozeman Public Library, 220 East Lamme Street, on Saturday, January 12, 2002, at 8:00 a.m. Present were Mayor Steve Kirchhoff, Commissioner Marcia Youngman, Commissioner Lee Hietala, Commissioner Jarvis Brown, Commissioner Andrew Cetraro, City Manager Clark Johnson and Clerk of the Commission Robin Sullivan. Si_~nin~ of Notice of Special Meetin(3 Each Commissioner, in turn, signed the Notice of Special Meeting. Tour of City facilities This was the second session in the tour of City facilities. Library. Director of Libraries Alice Meister gave a brief history on libraries after which she showed the home page for the library. She noted that the "Ask A Librarian" software was donated by Right Now Technologies, and she anticipates getting a Iocator software program donated soon. The Director indicated that the Library's collection currently contains 93,000 items; and the annual budget for materials is $103,000. She noted that materials are now available in several different formats, including print, large print, tape, CD and DVD and, given their limited resources, she must make decisions on which formats to obtain. She stated that they do keep track of how often the resources are used, and have found that use of audio visual items is skyrocketing. Director Meister stated the Library has 29 computers available for public use, and staff does not monitor the usage of those computers, in part because of privacy issues. She then noted that the room being created on the side of the community room is a studio for KMC public radio in Billings, which will broadcast programs and debates from the Library. The Director took the group on a tour of the Library, noting that the security system at the door counts the number of people entering the Library. She identified the various sections of the library, stating that the reading area has been reduced to accommodate the collections and the computers. Planning and Community Development. After a self-guided tour of the Professional Building, Director Andy Epple highlighted the contents of the annual report, which summarizes what the department did in 2001. He noted they are in the process of computerizing the data base management system that serves as their tracking system and, after the project is completed, all employees will be able to view that information on their computers rather than going to the board. He indicated that this program should be able to interact with the building permit tracking program. The Planning Director stated the community is growing at the rate of 2 to 3 percent per year, and all City departments are feeling the pressure of that growth. He noted that, even with his current staff, it has been difficult to keep pace with that level of growth. He indicated that a recently implemented mentoring program has been valuable in training new planners and improving the delivery of service to customers. Planning Director Epple noted that 2001 saw adoption of the Bozeman 2020 Growth Plan, and the State has characterized it as the best plan they've seen at the state level and possibly even the regional level. Also adopted last year was the Greater Bozeman Area Transportation Plan, 2001 Update, which focuses on the community's collector and arterial street system. 01-12-2002 Special -2- The Director stated that the 1990 census showed a population of 22,660, and the 2000 census showed 27,509 for Bozeman. He noted that staff is reviewing the census data closely because they feel the figures are 1,000 to 1,500 Iow. He stated that, regardless of the actual figures, they do reflect a continued growth trend through the 1990s, and he anticipates that growth will continue. The Planning Director noted that a significant amount of reinvestment has been made in the community's historic districts and older neighborhoods as well as the downtown area. As a result of code changes to reduce the setback requirements in those areas, the number of deviations coming before the Commission has been dramatically reduced while allowing for beneficial projects. The Director turned his attention to economic development, noting that approximately 412,000 square feet of commercial space has been approved and permitted this past year, along with 386 housing units. He stated this reflects good, balanced growth of the community. He stated his staff was also involved in some special projects, including the All America City award, development of the land use facilitated discussion/mediation program, and preparation of information for the Mayor's Institute conference. Also, staff has worked with the County Planning Staff in preparation of a draft interlocal agreement between the City and the County regarding growth in critical areas just outside the city limits. Planning Director Epple noted that one of his staff members is responsible for the administration of Community Transportation Enhancement Program (CTEP) monies and also provided administration for the $50,000 Land and Water Conservation Fund grant for the purchase of Tuckerman Park. He stated that the City received $700,000 in grant monies this past year through this office. The Planning Director noted that, with his current staffing levels, he anticipates his office could meet the workload in Fiscal Year 2002-2003. He recognized that the staffing level was increased the past two years to accommodate writing of the 2020 Growth Plan and updating of the transportation plan, and indicated that next year will see writing of the new zone code and subdivision regulations. Engineering. Acting City Engineer Rick Hixson noted that Craig Brawner retired at the end of the calendar year, after twelve years as City Engineer. He stated this department works "hand in glove" with the Planning Department, and it works very well for their offices to be located so close together. He noted that the departments view projects from two different points of view, with his department's concerns revolving around infrastructure. He stated the facilities plans for water, wastewater, storm drainage and transportation are to be updated every ten years. The Acting City Engineer reviewed the services that his department provides to other City departments, noting they work closely with the Superintendents on water treatment and distribution, wastewater collection and treatment, solid waste disposal, stormwater collection and treatment, and transportation facilities. The Acting City Engineer stressed the importance of accurate record keeping in his department, noting they maintain aerial photos, the plat maps for subdivisions and annexations, and as-built drawings for development inside city limits. He then briefly highlighted some of the other activities in which his department is involved, including identification of SID and payback district boundaries, street names and addressing, sewer and water service records, review of subdivision and zoning applications, sanitary sewer pretreatment program, snow removal program, weed abatement, alley closures, encroachment permits, traffic counts and studies, stop sign studies, sidewalk installation and repair programs, and floodplain development permits. Acting City Engineer Hixson stated that discretionary programs include review of public infrastructure plans and specifications. He identified a certification program as a mechanism for reducing the amount of staff time spent in reviewing those plans, noting that as long as a professional engineer certified in this program has signed off on the plans and stamped them, staff simply reviews the checklist and then monitors the actual construction. He stated that this new approach should give staff more time to work with other City staff members on the City's infrastructure. The Acting City Engineer highlighted some of the special projects in which they have been involved, and will be during the upcoming fiscal year, including the Durston Road and West Babcock Street projects, traffic calming, and the water conservation plan. He concluded by noting that his department oversaw $20 01-12-2002 Special -3- million in infrastructure improvements last year, stressing that this is a direct result of the community's growth. Director of Public Service Arkell noted that 2800 acres of vacant land exist within city limits and, assuming 25 percent of that land will be used for streets and parkland, that leaves 2100 acres of developable area. She stressed that, at the lowest residential zoning designation, 2500 new residential units could be constructed on those properties, which will impact the City's water, sewer and street systems. Professional Building. Superintendent of Facilities and Lands James Goehrung noted that City departments moved into the building approximately four years ago and occupy the entire main floor, 700 square feet on the second floor and approximately 1/3 of the basement. The remainders of the second floor and basement are leased out to a variety of tenants to help pay for acquisition of the property. Geographic Information System (GIS). GIS Manager Jon Henderson gave a power point presentation showing the information he has prepared over the past two years. He noted that this system gives the ability for departments and agencies to use the same data. He stated that 80 percent of all work done is geographically referenced, including water bills and subdivisions; and incorporating them on different layers in the system can be beneficial. He indicated that, once he has confirmed the accuracy of the data, it can be made available to the public. GIS Manager Henderson noted that he began building the data based on records in the various City offices. He stated that much of that base information was on 120-year-old hand drawn maps, which were "not necessarily spacially correct". He stated that, after sifting through the existing data, identifying that which was accurate, and then using the data from the new GPS mapping, he was able to produce a base map that is accurate to within 1 foot. He stressed that this information is not accurate enough for any design work; therefore, a disclaimer has been added to the top of the page. As a result he noted it will be important to promote intelligent use of this information. The GIS Manager concluded by showing how this information can be used, incorporating different layers to provide the desired information. He indicated that connecting the data base on the AS400 mainframe computer and the building permit program to this GIS system is one of the future steps to be taken. Also, at some point in time, this system is to be integrated into the 9-1-1 system. Public Safety. Director of Public Safety Mark Tymrak noted that his department includes the fire, police and building inspection divisions, with a total of 87 employees. He noted that both police and fire are 24/7 operations, and the 9-1-1 center is the chief link between those emergency services and their customers. He stated that the city has expanded with the annexation of over 1800 acres since 1990, and that has had an impact on response times. He noted that some parts of the City operations have kept pace with growth while others have not, and his department is committed to providing the best quality service possible with the given resources. The Director noted his department's main goals include getting people to call when something is wrong, prevention through education, and being proactive rather than reactive. He then indicated that an annual report for the three divisions will be prepared in the near future, and that information will help the Commissioners in addressing questions from constituents and in their decision-making processes. Responding to Assistant City Manager Brey, Director Tymrak estimated that his department provides services to neady 40,000 people at any given time because of the number of people who live outside city limits but shop or work inside the city limits or attend the University. Building Inspection. Assistant Director of Public Safety--Inspections Greg Megaard gave an overview of the division. He noted that over 45 professional certifications for the building inspectors are posted on the wall. He indicated that this division has twelve employees; and he is currently in the hiring process for a plans examiner, a life safety inspector and a permit coordinator. He gave an overview of the training programs, community programs and seminars in which this department is involved. He then briefly highlighted the donut issue and how the numbers of inspections in the extraterritorial area compare to the overall figures. Assistant Director Megaard stated that the joint relationship between the Fire and Building Inspection Divisions is very good. He noted, in fact, that the files for both entities are maintained in a central filing area, 01-12-2002 Special -4- leading to efficiencies for both divisions. He indicated that he knows of no other community in which these two departments work so closely together, noting that other agencies at a recent National Fire Academy training session were amazed at the relationship in Bozeman. Fire. After a self-guided tour of the City Hall Annex, Assistant Director of Public Safety--Fire Operations/Emergency Medical Services Chuck Winn noted that Fire Station No. 1 was built in 1965 and has living quarters on the second floor with a brass pole into the garage. He stated that Fire Station No. 2 is located at 410 South 19th Avenue and was built in 1974. He noted it was staffed intermittently until 1984, when the City entered into an agreement with Montana State University that provides funding for three firefighters. Through cooperation with other departments under the Department of Public Service, they use the old Wastewater Treatment Plant at the lower yards as a training facility, providing valuable training for the firefighters. The Assistant Director stated the department has thirty employees, two of which are funded by Gallatin County for disaster and emergency services. He indicated that an aggressive mutual aid agreement with other departments provides for good response throughout the county. He noted that the department responds to medical calls as well as fire calls and has been licensed by the State for non- transport advanced life support. He indicated that, 90 percent of the time, a paramedic is on shift. The department also provides hazardous materials response throughout the county, vehicle extraction, confined space trench rescue, and high and Iow angle rope rescue. The Assistant Director stated that non-emergency services include a fire and life safety education program in the schools, fire code compliance and child car seat safety checks. Disaster and Emergency Services Coordinator Jason Schrauger gave a brief overview of those services, noting that his division includes a half-time secretary and a half-time project impact officer in addition to him. He stated that this program entails mitigation, preparedness, response and recovery from disasters and events in the community, including natural disasters to terrorism-related activities. He then noted that Bozeman is the only large city in the state without a reliable weather reporting system. Assistant Director Chuck Winn highlighted some of the statistics contained in his handout, noting that emergency calls have increased from 386 in 1987 to 1504 in 2001. For the future, their goal is to provide better services with less resources through progressive measures. The Assistant Director stated that, in addition to a 75/25 percent grant for the project impact program, the department has received a FEMA grant to buy a trailer and video aided equipment; and Dick Walter Motors has agreed to provide a pickup to tow the trailer at no cost to the City (except for gas and insurance), simply with the requirement that the City allow the company's name to be displayed on the vehicle. The Assistant Director concluded by noting that the capital improvement program is one of the most important programs in the City, stating it allows for planned capital purchases, including scheduled replacement of the 1977 fire truck in Fiscal Year 2004, and scheduled replacement of the 1974 "converted Wonder Bread van" with a new hazardous materials van this next fiscal year. Police. After a demonstration of the K-9 patrol by Officer Brian Kirkland, Assistant Director of Public Safety--Transition Bill Kayser gave an overview of the department's grants program and the grants obtained since 1995. He noted that they have received monies through the COPS MORE program for six police officers, reminding the Commission that over a three-year period the percentage paid through the grant decreases while the City's share increases. The City has also received two supplemental grants to hire three additional officers through that same funding source, and one of those officers serves as the second school resource officer. He noted that the School Distdct funds one-half of the school resource officer's salary through a negotiated agreement. Two of the department's officers serve on the Missouri River Task Force, which concentrates on drug cases. The Assistant Director noted that the department has also received a significant amount in grants from the Montana Board of Crime Control, totaling over $428,000 for equipment and programs, and over $67,000 from the U.S. Department of Justice. He stressed that the grants received since 1995 total over $1,276,000 that, in addition to increased personnel levels, have allowed for replacement and updating of equipment and technological advances. He highlighted some of those enhancements, including a firewatl 01-12-2002 Special -5- for the City's computer system to allow access to the Cdminal Justice Information Network (CJIN) system, repeaters to enhance radio communication throughout the county and a use of force simulator. Assistant Director Kayser stated the department has also received grant monies from the Montana Department of Transportation. Those grants include $85,000 for overtime to work traffic enforcement and conduct child safety restraint clinics; $34,000 for video systems, new radios and a server; $31,500 for the DARE program; and small grants for residential patrols and handheld intoxilizers. He summarized this portion of his presentation by noting that, since 1995, the department has obtained a little over $2.7 million in grant monies from all sources. The Assistant Director noted that, with the events of September 11, there has been a large shift in grant funding. He stressed that, through previous grants, the Bozeman Police Department has been able to become one of the best equipped, best trained and most organized departments in the state. He recognized that, without the support of the administration and Commission, this would not have been possible. The Assistant Director concluded by noting that the City's lease for space in the Law and Justice Center expires in 2004. He stated that limited space is available in the facility, and up to four officers are now assigned to each work cubicle. Also, the City has leased off-site space for storage. As a result, he asked that the Commission take these needs into consideration when budgeting in upcoming years. He noted that being close to the Sheriff's Department has been very beneficial, particularly since the two detective divisions work so closely together; and being close to the court system has reduced the time and expense of transporting prisoners. He suggested that creating one big city/county area could be of benefit to all entities. Assistant Director of Public Safety--Support Services Mark Lachapelle stated that on February 11, the 9-1-1 Center implemented the CAD system. He works as the liaison between the Police Department and the communications center and joint records, which are operated under the County. He stated that, with the conversion to the CAD system, the Department now has statistics available electronically. He reviewed the staffing levels in the support services, which includes parking, animal control and the customer service position at the front window. He characterized the customer service position as critical, noting that 70 percent of the phone calls and walk-in traffic are for Police Department services. Responding to Assistant City Manager Brey, Assistant Director Lachapelle estimated that 50 to 60 percent of the walk-in customers are city residents. He indicated that the department is tracking statistics through the computerized system to determine how many of those requiring services are county residents and how many are MSU students. The Assistant Director stated that from March through December, police officers handled 26,789 calls for service and made an average of 800 traffic stops a month. They also generated 4900 incident reports, which may range from 1 page to a large case file. Assistant Director Lachapelle stated that the DARE program is also under his operation. He noted this has been a successful program and enjoys a high level of acceptance and support from the school district and the community. Records. 9-1-1 Manager Ben Hess gave a tour of the joint records area, noting that the employees in this area are responsible for filing the records generated in both the City and County law enforcement offices, and for distributing copies of those records to authorized persons. He indicated that they use a records management system through the use of public safety software. He noted that this area had a backlog in data entry and was behind in reporting to the State. That backlog has been erased, and the department is now providing monthly reports to the State. He stated the records division has 7% employees, and cautioned that space is also becoming critical issue for their operations. Assistant Director of Public Safety--Patrol Marty Kent noted the department has 42 sworn police officers, 30 of which are assigned to the patrol division. Of those, six are currently at the Montana Law Enforcement Academy, leaving 24 officers on the street at this time. He gave the group a tour of the area in which the officers work, noting that three or four officers are assigned to each cubicle, with efforts being made to ensure those assigned to a work area are on opposing shifts. He briefly highlighted their vehicles, which include eight black and white units, two K-9 vehicles, mountain bikes and motorcycles. He stated 01-12-2002 Special -6- that, in the past several years, the City has used four Harley-Davidson motorcycles each summer; however, this year the City will purchase two motorcycles and use two from the dealership again, and next year the City will purchase two more motorcycles. He noted that the motorcycle patrol generates 700 citations a month, and the officers would like the opportunity to start riding earlier in the spring and longer in the fall, weather permitting. Assistant Director Kent concluded his portion of the presentation by showing the video from the traffic stop last summer that resulted in a fatal shooting. Assistant Director of Public Safety--Investigations Bill Dove stated his division includes one sergeant, four officers and two secretaries, plus two school resource officers, one evidence technician and two detectives assigned to the Missoud River Task Force. He distributed information on the workload for his division, noting that in 2001, 352 cases were investigated and 269 of those cases were closed. He indicated that they provide assistance to a number of outside agencies. In addition, they maintain the sexual and violent offender registry program, an unfunded legislative requirement which was effective October 1999. Assistant Director Dove stated that change has occurred in the crimes committed, including a variety of computer-related crimes, which are more complex and may include fraud and identity theft. He also noted that banks are now charging for services and information provided, which they previously did at no cost, citing a recent $4,000 bill as an example. Responding to City Manager Johnson, Assistant Director Dove stated that the detective division could be moved much more easily than the patrol division. He cautioned that it is extremely handy to be close to the Sheriffs office, enabling the two detective units to communicate and exchange information. However, with today's technology, he recognized that this exchange of information could still occur, particularly with the good working relationship they now enjoy. 9-1-1 Center. Director Ben Hess took the group on a tour of the 9-1-1 communications center. He noted that the center receives approximately 45 percent of its funding from the City of Bozeman and 55 percent from Gallatin County and other entities. He stated the CAD system was purchased in 1996 or 1997 and sat in boxes for a couple of years. That system is now installed and has been running since February 2001. It can provide statistical information much easier than the previous hand count system. He noted that the center takes calls for the City, County and rural fire districts, totaling approximately 65,000 annually. Staffing the window is a critical component because, when the window is not manned, the calls typically routed to the window go through the 9-1-1 center. He indicated that the center is to receive $418,000 in grant monies for technology enhancements, which will include repeaters to provide better radio coverage throughout Gallatin County. Director Hess stated he is proud of his staff, whom he characterized as extremely dedicated and professional. He noted the ideal is to have all four stations filled on all three shifts; however, he does not have adequate personnel to do so. He stated, in fact, that there are typically three dispatchers on per shift, with only two dispatchers between the hours of 3:00 a.m. and 7:00 a.m. on some days. Municipal Court. Municipal Judge Patricia Kyle Cadson encouraged the group to tour her offices prior to entering the court room for her presentation. She noted that her new Clerk of Court, Megan Lundberg, has a great deal of computer experience and has found capabilities in the Court's computer system that were not previously tapped. As a result their office is much more computerized than previously, and operating that system has become more streamlined. She noted, in fact, that she will not be requesting additional personnel this year, since she feels that existing staff can handle the workload. She also indicated that the computerized system allows for quickly generating the type of information that has been previously requested but could not be provided in a timely manner. The Municipal Judge stated that the Clerk II position is currently vacant, and she does not intend to fill it immediately. Instead, she proposes to use a temporary employee to fill a newly-created counter position that will be responsible for waiting on customers, answering the telephone, warrants and data entry, freeing up other staff members to do their work. She noted that if this trial period works as anticipated, she will hire a permanent employee into that position. 01-12-2002 Special -7- Municipal Judge Carlson stated that, since the municipal court is a court of record, all proceedings are recorded to CDs. She noted, however, that the court room needs a new audio system so those in the back of the room and those jurors who are hard of headng can hear what is transpiring. Judge Cadson noted that it is critical to collect fines in a timely manner, estimating that the court has a two-week window for doing so. She then identified the jail situation as a source of frustration, noting that she may sentence a person to jail time, but the lack of capacity at the jail can make it difficult or impossible to enforce that sentence. The Judge concluded her presentation by giving a short demonstration of the recording and computer systems in the court room. Adjournment - 4:20 p.m. There being no further business to come before the Commission at this time, Mayor Kirchhoff adjourned the meeting at 4:20 p.m, STEVEN R. KIRC'I~HOFF, Mayor ATTEST: ROBIN L. SULLIVAN Clerk of the Commission 01-12-2002 Special