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HomeMy WebLinkAbout2002-01-05 Minutes, City Commission MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA January 5, 2002 ****.**.****..**......******* The Commission of the City of Bozeman met in special session at the City Shops, 814 North Bozeman Avenue, on Saturday, January 5,2002, at 8:00 a.m. Present were Mayor Marcia Youngman, Commissioner Steve Kirchhoff, Commissioner Jarvis Brown, Commissioner-Elect Andrew Cetraro, Commissioner-Elect Lee Hietala, City ManagerClark Johnson and Clerk of the Commission Robin Sullivan. Sianina of Notice of Special Meetina Each Commissioner and Commissioner-Elect, in turn, signed the Notice of Special Meeting. Bus tour of City facilities City Manager Johnson noted that staff defined the vision and mission statements and overarching goals for the City, one of which is to build a strong team of staff, elected officials and the public. He stated that this tour helps to do that and allows staff members to see and understand the working conditions of other employees in the organization. As the bus left the City Shops on a tour of City facilities, Director of Public Service Debbie Arkell distributed an information packet on the Department of Public Service, which includes water and wastewater utilities, water and wastewater treatment, street maintenance, solid waste collection and disposal, public facilities and lands, and engineering. Water Treatment Plant (WTP). Superintendent Dean Elliott distributed a packet of information. He noted the plant was built in 1983 and was expanded in 1992, to increase its capacity from 10 million gallons to 15 million gallons per day. He stated that, this past year, the plant treated 1.7 billion gallons of water. Superintendent Elliott stated that the City's watersheds contain 100 square miles; and the City owns approximately 6,000 acres in the Sourdough Creek watershed and 40 or 50 acres in the Lyman Creek watershed. The Superintendent noted that a new surge basin has been funded; however, in light of the fact that it appears a new plant with new technology is needed, staff has chosen to use the monies budgeted for the basin to construct a larger transmission line from the Hyalite water supply to the plant. He stated the most important thing the Commission can do is to support funding of the capital improvement program. The Superintendent stated that the plant's operations are heavily regulated by the Environmental Protection Agency and Montana Department of Environmental Quality, and that includes taking samples from several different locations on a daily basis. Due to new requirements that went into effect on January 1, additional sampling is required; and he projected the sampling costs will double this year and possibly triple for next fiscal year. Responding to Commissioner Brown, the Superintendent stated that increased security, particularly in light of the recent terrorism attack, is of concern; however, it is an issue that must be addressed by the Commission. He indicated that, at the present time, they are keeping gates and doors locked when only one operator is on shift. City Manager Johnson noted the parking lot for users of the Sourdough Creek drainage trails is currently located in a riparian area, and he has been hesitant to approve the watershed group's request to 01-05-2002 Special -2- allow the parking lot to be relocated to the City's property. Rather, he has encouraged them to locate the parking lot at Nash Road to avoid potential security issues. Superintendent of Facilities and Lands James Goehrung noted that the City has entered into a Memorandum of Understanding to complete a survey of the timber holdings in the Sourdough drainage. He noted that if last year's forest fire had topped the crest, it would have been in the drainage; and it is critical that the City properly manage its resource. He concluded by stating that this drainage has an incredible amount of recreational use. Wastewater Treatment Plant (WWTP). Superintendent Tom Adams distributed a handout, noting the plant was state of the art twenty years ago; however, technology is changing rapidly. He compared the WWTP to the WTP, noting it is essentially a manual operation rather than the computer operation just seen. He also noted that the wastewater treatment system essentially uses a biological system rather than the chemical system used in the water treatment system. Superintendent Adams noted that the existing plant is designed to treat 5.8 million gallons per day, and it currently treats 5 million gallons. He stated that the plant was treating an estimated 2 million gallons per day of clear groundwater that had entered through inflow and infiltration and, as a result of addressing sections of line where a significant amount of groundwater was entering the system, the plant actually treated fewer gallons in 2000 than in 1999. He stressed, however, that within five years, particularly with the rate at which the city is expanding its borders, the plant will reach its design capacity, which is based on a population of 36,000. In light of the plant's needs over the next few years, the Superintendent strongly urged the Commission to support the capital improvement program, which he recognizes is quite aggressive and will require adequate funding. The Superintendent noted that the plant has thirteen operators and two maintenance staff. He took the group on a tour of the plant, viewing various steps in the process. He noted that this facility is also highly regulated, and its effluent must meet Department of Environmental Quality standards. He stated this has been extremely critical in the past few years, when the stream flow in the East Gallatin River has been 15 million gallons per day and the plant has discharged 5 million gallons per day into it. The Superintendent noted that the WWTP has 500 acres on contract for sludge injection. He stated that, through good marketing strategies, it may be possible to charge a small fee; however, no program of this type has been successful in recovering any great percentage of the costs involved. Responding to Director of Public Service Arkell, Superintendent Adams stated that the plant has no backup in the event of a power outage, so this year's CIP includes a generator to keep the plant operating. He cautioned that, even with a two to three-hour power outage, the micro-organisms used in the treatment process begin to die; and it takes two to three weeks to regenerate those organisms. In the meantime, the effluent from the plant is out of compliance with EPA requirements, and the result could be fines for each day. Solid Waste. Superintendent Roger Sicz distributed a packet of information on all of his operations. He stressed that the existing landfill has two years of life, at which time a mechanism for transferring garbage to Logan or somewhere else needs to be in place. He stated that the amount of garbage coming into the landfill has increased from 30,000 tons five years ago to 63,400 tons this past year. Approximately 50 percent of the waste comes from outside city limits; BFI dumps 52 percent of the waste while the City trucks dump 11 percent, and the remainder comes from private parties. The Superintendent stated that, because of the June snowstorm, 5,100 tons have been composted this year and, with the purchase of the tub grinder and trommel screen, compost and ground cover mulch are now available for purchase. In addition to generating revenues, this saves on the landfill space. He also indicated that he has been working on obtaining a Class 4 rating for the Class 3 area of the landfill, and that application has been tentatively approved effective January 14. This change will allow construction and demolition materials to be dumped in a location other than the lined cell and should result in a 20-percent reduction in the amount being landfilled in the cell. The Superintendent noted that the City owns 200 acres at the landfill site, but only 45 acres have been actively landfilled. He stated that consideration had been given to crossing Churn Creek, to the 100 acres north ofthe creek. However, he cautioned that the Department of Environmental Quality (DEQ) would 01-05-2002 Special -3- probably not give favorable consideration to that request in light of the aquifer; and the political fall-out could be significant. He noted that transferring the garbage to the Logan landfill could be a better option, since that landfill is situated in a much better environmental location that the City landfill, which is now immediately adjacent to a residential development. Superintendent Sicz noted that twenty methane collection wells have been drilled to address the groundwater contamination that has resulted from landfilling for the past thirty years, and tests reveal the groundwater is now cleaner than it was when the wells were installed. He cautioned, however, that it will take ten to twelve years to bring the contamination levels into compliance with DEQ requirements. The Superintendent stated that the City has increased the number of collection accounts served by 465 this past year, which represents a 1 O-percent increase. He also indicated that the recycling commodity drop-off points have realized a 50-percent increase in use since last year. He noted that a 72-foot by 120- foot addition to the existing metal building is proposed for cardboard baling, and thirty evergreen trees are to be planted around the building in conjunction with that addition. In light of the increased demand on his services, the Superintendent stated he will be asking for a total of five new people in his divisions. In response to questions, the Superintendent stated that a former landfill can be used for any number of activities, including recreation uses; however, no building may be done. He urged the Commission to not consider selling any of the land, even if the landfill is closed and a transfer station constructed, noting that it can be used for other City activities. Lyman Creek. Water Treatment Plant Superintendent Dean Elliott stated this valuable source of water provides 1 to 1 % million gallons per day; however, it has been off line for three years because the cover on the reservoir was torn and required removal. He stressed that this water source needs to be covered again, at an estimated cost of $1.65 million. He indicated that, with the various pressure zones that have been created around the community, the water from this source can be intermingled with the water from the water tanks to provide adequate water for the community. Forestry, cemetery, parks, building maintenance. Superintendent of Facilities and Lands James Goehrung distributed a packet of information on his operations. He addressed the Forestry Division, noting it is funded through tree maintenance assessments. He noted that this division was impacted by the snowstorm on June 13. Most of the hanging limb hazards were addressed through a contract; and that has wreaked havoc with the computerized tree inventory system. Lost in the storm were 29 trees, valued at $60,000. The Superintendent stressed that, without the methodical tree trimming program that has been in place for the last several years, losses would have been significantly higher. In addition to the tree trimming program, he noted this division also participates in the tree cost share program and the replacement program for trees located under utility lines. The Superintendent turned his attention to the building maintenance program, noting that the appearance in City Hall has been updated recently with replacement of the original turquoise desks from 1965 with new modular furniture that creates a much better work environment. He stated, however, that a number of City facilities are bulging at the seams as staff is added to meet the demands of the increased workloads. He indicated that a number of services are currently being contracted, at an estimated cost of $79,000 per year, and suggested that hiring personnel to do the work could be beneficial. The Superintendent next addressed the cemetery, noting that currently 68 acres have been developed and 72 acres remain undeveloped. He took the group on a tour of the cemetery shop, where three full-time and up to eleven seasonals are based. He noted that $18,000 is spent on irrigating the cemetery annually, using treated City water. He indicated that approximately one-fourth of the irrigation needs are met through use of a well in Lindley Park, and attempts are underway to identify another water source to replace the treated water. He stated that sale of lots is handled in the Finance Department, which has all of the burial records. Developing a complete computerized set of records is being undertaken so that the information is also available at the cemetery shop, to provide better service to grieving customers. He concluded by noting that improvements to the main entrance are to be undertaken, with access to be from Ellis Street, and stressed the importance of recognizing that those going to the cemetery expect a certain level of quiet and reverence. Superintendent Goehrung characterized the parks as being in the worst shape in terms offunding. He noted that national statistics recommend spending $5,000 to $9,000 per acre to take care of parkland; 01-05-2002 Special - 4- an average of some of the major cities in the state is $3,000 per acre; and Bozeman spends an average of $1 ,300 per acre. Staffing includes six full-time and up to thirteen seasonal employees. The Superintendent identified the four categories of parkland and the various types of parks. He noted that the community has twelve miles of trails that are heavily used. Updating of the Parks, Open Space and Trails (POST) Plan is underway, and master plans are needed for several of the parks. He noted that significant improvements have been made in some of the parks by various service clubs. Superintendent Goehrung identified some of the issues to be addressed, including ADA compliance for access to parks and playground equipment, irrigation water sources, and liability concerns. He also noted it is important to address the ever changing demands as the population ages and as interests change. Recreation. Recreation Superintendent Sue Harkin stated that the Recreation Division is responsible for the Lindley Center, which is rented out by private parties 206 times a year and by the City 96 times a year, most of those being for recreational activities. The Superintendent took the group on a tour of Bogert Pool, which was built in 1939 and was renovated in 1974. She noted that the 1949 boiler is still in operation and working well. She cautioned that a new pool will be needed in the next few years and suggested that it be constructed in a different location. She cautioned that a basic outdoor pool will cost $1 'Y2 million, and a pool with revenue-generating amenities will cost $4'Y2 to $5 million. Superintendent Harkin then took the group on a tour of the Swim Center, which houses the Recreation Department offices. She stated the two pools serve different clientele, with Bogert Pool having 44,000 visits a year and the Swim Center having 117,000 visits a year. She noted that, since the School District has eliminated the swim lessons for elementary students, her staff now makes an estimated twenty times more rescues than previously. The Superintendent noted that expansion is needed at the Swim Center; however, bids came in much too high when the project was attempted several years ago. She also noted that, without additional parking, expansion is not possible. The pool was built in 1974; and through the installation of a much more efficient heating system, the utility costs are about the same today as they were in 1982. She cautioned that this pool, too, will need to be replaced within the next few years. She would not recommend constructing another 50-meter pool; rather, she would recommend a pool with amenities to attract swimmers. She concluded by indicating that neither pool generates enough revenues to cover expenditures, although Bogert Pool comes closer than the Swim Center does. Shop Complex. Director of Public Service Debbie Arkell noted that the City Shops are surrounded by residential development on three sides, which results in complaints on a regular basis. The group toured the various buildings and operations at the complex, including the green metal equipment storage building, the parks barn, the sign shop and the vehicle maintenance shop. Street/Sanitation Superintendent Sicz noted that the two mechanics maintain 250 vehicles and pieces of equipment and have no time to actively pursue a preventative maintenance program. Water/Sewer. Superintendent Mike Certalic noted that eleven of the twelve operators are certified by the State, and one is an operator in training. He stated that the City Shop does not have adequate facilities for the number of employees operating out of it; in fact, some of the employees eat in the locker room, and the secretaries work in poor conditions. The Superintendent noted that, as the group went on its tour, we drove over his systems, which are buried in the streets. He gave an overview of the water distribution system, noting that there are 140 miles of mains, and 25 percent of that infrastructure has been added in the last ten years. He noted that, through a systematic flushing program, he is able to ensure the high quality water produced at the Water Treatment Plant is available to every user in the community. Also, a systematic fire hydrant flushing program ensures water is available in the event of a fire, and valves are also tested on a regular basis. He indicated that an inspection program is currently underway and by 2004-2005 he hopes to have all of the old cast iron pipe and lead connections inspected. He indicated that a radio meter reading system is being installed and should be completed by 2004, after which the length of time it takes to read all of the meters in the 01-05-2002 Special - 5- community should be reduced to 1 % to 2 weeks, thus allowing time to undertake a comprehensive backflow prevention program. The Superintendent turned his attention to the wastewater collection system, noting that they have undergone a television inspection program to identify those areas where inflow and infiltration may be a problem or where there are holes or breaks that need immediate attention. Also, a flushing program has been undertaken, and 90 percent of the system is flushed every year. He indicated that there are 130 miles of transmission and collection lines, and the system is growing every year. Superintendent Certalic noted that about five years ago, the City received a $5 million grant to upgrade its sewer system. Before any of those monies could be expended, however, the City's facilities plan needed to be updated and approved by the Department of Environmental Quality. The plan has now been updated, and it appears the DEQ is on the verge of approving it. The City does have a 45-percent match requirement for this grant; but for $4 million, the City will receive $9 million in infrastructure. In light of the growth in these systems, Superintendent Certalic indicated he is requesting two additional personnel. He then concluded his presentation with a power point presentation showing various components of his operation. Streets. Superintendent Roger Sicz stated there are 155 miles of City streets. He noted that, despite the significant increase in miles of road, the number of personnel has not increased. He stated that last year's decision to concentrate more on plowing the major routes and less on residential streets has resulted in many phone calls, as evidenced by the 27 calls he received yesterday. He noted that, since trucks are generally used to plow the residential streets, staff is inundated with calls about driveways being plowed shut. He indicated that a pavement management system will help to ensure that the streets are properly maintained, thus avoiding the costs of rebuilding in the future. The Superintendent highlighted some of the department activities, including street sweeping; snow plowing and sanding; painting of curbs and crosswalks; maintenance of signs and signals; and maintenance of the pavement, including filling of potholes and crack sealing. Adiournment - 4:10 p.m. There being no further business to come before the Commission at this time, Mayor Youngman adjourned the meeting at 4:10 p.m. M~uq~r ATTEST: (}~J ~ ROBIN L. SULLIVAN Clerk of the Commission 01-05-2002 Special