HomeMy WebLinkAbout2001-02-12 Minutes, City CommissionMINUTES OF THE COMMISSION MEETING/WORK SESSION
OF THE CITY COMMISSION
BOZEMAN, MONTANA
February 12, 2001
The Commission of the City of Bozeman met in regular session and work session in the
Commission Room, Municipal Building, on Monday, February 12, 2001, at 3:00 p.m. Present were
Mayor Youngman, Commissioner Brown, Commissioner Frost, Commissioner Smiley, Commissioner
Kirchhoff, City Manager Johnson, Assistant City Manager Brey, City Attorney Luwe and Clerk of the
Commission Sullivan.
The meeting was opened with the call to order, Pledge of Allegiance and a moment of silence.
Consent Items
City Manager Johnson presented to the Commission the following Consent Items.
Acknowledge receipt of application for annexation submitted by Donald E. Car)e, Sr.,
for annexation of 1.869 acres described as Parcel B, COS No. 2056 (south side
of West Villard Street between Western Drive and Greenway Avenue); refer to
staff
Claims
It was moved by Commissioner Brown, seconded by Commissioner Frost, that the Commission
approve the Consent Items as listed, 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 Brown, Commissioner Frost, Commissioner Smiley, Commissioner Kirchhoff and Mayor
Youngman; those voting No, none.
Appointment of Commissioner representative to RFP Selection Committee
City Manager Johnson stated that Project Engineer Karen Finke has completed an RFP, and
the closing date for proposals is March 9. He noted the RFP Selection Committee has room for a
Commissioner and asked if anyone is interested in serving; Commissioner Frost indicated his
willingness to do so.
It was moved by Commissioner Smiley, seconded by Commissioner Kirchhoff, that
Commissioner Frost be appointed to serve on the RFP Selection Committee. The motion carried by
the following Aye and No vote: those voting Aye being Commissioner Smiley, Commissioner
Kirchhoff, Commissioner Brown, Commissioner Frost and Mayor Youngman; those voting No, none.
02-12-2001
-2-
Discussion - FYI Items
City Manager Johnson presented to the Commission the following "For Your Information"
items.
(1) Petition from West Babcock Street property owners, dated February 9, identifying
issues to be addressed in conjunction with widening of the road.
(2) Copy of a memo from Bert Hopeman, Chair of the Downtown Bozeman Improvement
District Board to City Manager Johnson, dated February 6, regarding the installation of fire sprinkler
systems along Main Street.
(3) Copy of a memo from Bay Area Economics to City Manager Johnson, dated February
2, forwarding additional responses to comments regarding the impact study.
(4) Copy of the legislative bulletin from the Montana League of Cities and Towns.
(5) Headwaters Recycling newsletter, announcing the next meeting is scheduled for
February 14 in Bozeman.
(6) Minutes from the Montana Transportation Commission meeting held on December 7
and telephone meeting held on December '19, 2000.
(7) Minutes from the Board of Health meeting held on December 21, 2000.
(8) Agenda for the Bozeman School District No. 7 Board meeting to be held at 7:00 p.m.
this evening at the Willson School.
(9) Agenda for the County Commission meeting to be held at 9:00 a.m. on Tuesday,
February 13, at the Courthouse.
(10) Agenda for the Gallatin County Planning Board meeting to be held at 6:30 p.m. on
Tuesday, February 13, at the Courthouse, along with minutes from the January 23 meeting.
(11) Agenda for the Development Review Committee meeting to be held at 10:00 a.m. on
Tuesday, February 13, at the Professional Building.
(12) Agenda for the Design Review Board meeting to be held at 3:30 p.m. on Tuesday,
February 13, at the Professional Building.
(13) City Manager Johnson distributed copies of the legislative report from the Chamber of
Commerce. He then provided an update on legislative issues, noting that he testified on SB216, to
require full cost accounting for solid waste operations, last week. He noted that the many forms of
solid waste businesses make this a very complicated issue; and no executive action has been taken
to date. He then turned his attention to LC1670, which is not yet available for public review.
The City Manager noted that the League of Cities has prepared a lengthy list of bills, many of
which are to be watched or opposed. He stated that one of those bills pertains to the enforcement
of building codes in the extraterritorial 'jurisdiction and, because of concerns voiced by the League,
02-12-2001
-3-
it appears counties may be able to impose the building codes on specific areas of the county rather
than on a county-wide basis.
(14) The City Manager stated that, at the Mayor's request, he has done research on printing
machines that could potentially be used for large runs, such as the City newsletter and flyers for the
neighborhoods.' He indicated that the machine that prints up to 8~ by 14-inch paper costs $5,800
while the machine that prints up to 11 by 17-inch paper costs $13,000. He showed the
Commissioners some examples of the printing that the machine will do, expressing concern about the
quality of one of those examples.
(15) Assistant City Manager Ron Brey stated that Associate Planners Olsen and Saunders
have identified LC1663 as a bill to watch, since it pertains to an interim study of annexation laws.
(16) City Attorney Luwe stated that his office held a retreat on Thursday, during which they
made some new attorney assignments to various departments and did some task planning, both short
and long-term.
(17) Commissioner Frost submitted the following. (1) Attended the library charette last
week. He noted that most of the plans were for a library located next to the street, although two of
the plans proposed a large park in front. (2) Noted that the hearing on the anti-roadless bill is
scheduled for 3:00 p.m. tomorrow and asked if the Commission should be represented. As a result
of discussion, the Commissioners concurred that Commissioner Frost should attend the hearing on
behalf of the Commission, and possibly track some of the other hearings that day as well.
City Manager Johnson noted that the hearing on HB275, which allows self-government powers
communities to impose local option taxes, is scheduled for 3:00 p.m. tomorrow, and suggested that
Commissioner Frost attend that hearing as well.
(18) Commissioner Brown submitted the following. (1) Attended Sheriff Bill Slaughter's
retirement dinner on Friday evening. (2) Announced that he plans to attend Ralph Johnson's
presentation at 5:00 p.m. on Friday, February 16, entitled "Home on the Range", a unique perspective
on community planning and design. He asked if other Commissioners plan to attend, particularly in
light of the potential that a majority might be interested in doing so. As a result of discussion,
Commissioner Frost is the only other Commissioner planning to attend; if more decide to do so, the
Clerk of the Commission is to proceed with the appropriate notice requirements for a special meeting.
(19) Mayor Youngman submitted the following. ( 1 ) Participated in judging at speech events,
attended the peacemaker award celebration, and attended the hearing before the Recreation and Parks
Advisory Board on the Burke Park master plan last week. (2) Noted that a healthy communities event
is being held on February 21 and asked if any Commissioners are interested in attending; no one
indicated an interest in doing so. (3) Stated that the Big Sky Reading Council has asked her to write
a guest editorial for reading month, which is February.
Work Session - (A) Continued work session - Budget direction for Fiscal Year 2001-2002
Enhance downtown. City Manager Johnson noted that, included in the "FYI Items" was a
letter from Bert Hopeman, dated February 6, regarding the fire line project that has recently been
discussed for possible inclusion in this summer's sidewalk replacement project. He stated the
02-12-2001
-4-
Downtown Bozeman Association is seeking a formal commitment from the Commission for financing
a portion of the project. He suggested that, if the Commission wishes, it could commit $200,000
from the special projects fund to the project. He indicated that the special projects fund has been
appropriated for this fiscal year, without any specific projects attached; so monies can be expended
simply through administrative action. - .
Responding to the City Manager, Director of Public Service Debbie Arkell stated that the
Downtown Bozeman Association (DBA) is seeking commitments from property owners by March 1
so the project can begin moving forward by March 15. She noted that the estimated costs vary
between the two sides of Main Street; and the DBA has proposed that all property owners pay the
same amount, since \all will be receiving the same service. She stated that the engineering estimates
of $10,500 for one side of the street and $12,500 for the other side of the street are higher than the
$9,000 estimate previously identified. She indicated that there are 44 buildings along Main Street;
and probably not all of them will be involved in this portion of the project, particularly in light of the
short timeframe.
The DireCtor of Public Service stated that the DBA also wants the City to assume responsibility
for notifying all of the property owners in additiOn to incorporating the fire lines into the bid and
contract documents. She cautioned that, in light of the impacts this would have on staff time, other
projects would be pushed back; although City Engineer Brawner indicates his department could
assume that role.
Commissioner Frost stated he did not anticipate the City would do the contact work for the
DBA; rather, he only suggested that the City may assist in running lines from the main line to the
buildings.
City Attorney Luwe stated only an acknowledgment that a property owner wants to participate
can be expected by the March 1 deadli.ne; the formal promissory agreement or note for payment
would be completed at a later date.
As the result of substantial discussion, the Commissioners agreed to contribute 50 percent of
the costs, up to $200,000, toward the fire line installation; and requested that this issue be placed
on next week's agenda for formal action. They also concurred that the Downtown Bozeman
Association should be responsible for contacting its membership to determine how many are
interested in participating in lJhe program. They agreed that the property owners will be responsible
for seeking private financing for their Portion of the costs; the City will not loan monies to cover that
portion of the project costs.
Commitment to Recycling and Composting. Responding to Mayor Youngman, City Manager
Johnson stated that the recycling program is popular; and the current personnel are having difficulty
keeping up with the demand. He noted that, with the addition of a tub grinder and screen, expansion
of the compostin'g program and alternative recycling opportunities, additional demands are being
placed on staff. He cautioned that, to keep the current program and allow for its expansion, an
additional person will be needed. He noted that expansion of this program will continue to divert solid
waste from the landfill while generating a small amount of revenue.
The Commissioners agreed to the funding of an additional person to maintain this program,
recognizing its popularity and the importance of not losing its momentum.
02-12-2001
Additional financial support to parks and qeneral fund relief throu.qh a park maintenance
district. City Attorney Luwe cautioned that, at the present time, different types of parks receive
different levels of service. He noted that policy issues pertaining to the levels of service must be
addressed prior .to making a decision on the creation of a park maintenance district. He also cautioned
that the creation of a district must be submitted to the voters under a recently adopted law.
Mayor yoUngman suggested this issue could be included .in the budget town meeting,
particularly in light of the community support for parks but the hesitance to spend monies on them.
She noted that during that meeting, charts showing the trends in acquiring parkland, development of
parks and funding for maintenance could be posted, along with information on the amount of
volunteer participation in improvements in recent years.
Commissioner Frost noted that the 2020 growth plan suggests every development have a
neighborhood park, and that some areas have a slightly larger park. He stated that the most recent
survey showed, that parks and trails are second in popularity, right behind Main Street; and, with the
community's aging population, their popularity will likely increase.
Associate Planner Chris Saunders stated that once the 2020 growth plan is completed, the
Parks, Open Space and Trails (POST) Plan will be revised; and that process will probably take a year.
As a result of~ discussion, the Commissioners concurred that a park maintenance district should
be placed on the November 2001 ballot, and recognized that, in the meantime, the result will be
funding for parks at the current level, which will mean an even further decline in service.
COmmitment to resource conservation. Commissioner Brown noted the hot topic of the day
is restructuring, the energy crisis and exporting of power from Montana. He suggested that there is
more urgency to conserve energy than to conserve water; however, he questioned how much effect
the City of Bozeman might have on the situation. He noted that the State, the PSC and the power
companies may have more influence in this area.
After discussion, the Commissioners recognized the City has no direct role in this issue and
that this goal should not be included in.the priority goals. They recognized, however, that the City
should be alert for possible ways to influence the Public Service Commission and should carefully
review its ordinances and requirements relating to building and landscaping.
Reallocation of road $$ to boulevard trees. Mayor Youngman stated that this issue arose
during the walkable community discussions, noting that trees are a cost effective method of slowing
traffic and reducing the need for additional pavement.
Commissioner Frost noted that trees make pathways more acceptable, increase the values of
homes and add to the community; and suggested that the City use the tree nursery in the cemetery
to start boulevard trees. He noted that this would also be more cost effective than adding pavement.
He also proposed' that the City implement a long-term boulevard tree planting program similar to the
sidewalk installation program.
Mayor Youngman proposed that this item be referred to the Tree Advisory Board with a
request for recommendation, and that the Board be asked to think bigger and more long-range. She
also proposed that this issue be presented at the public meeting, noting she does not want to push
this item unless the public supports it.
02-12-2001
Commissioner Smiley left the meeting at 5:05 p.m.
Revitalize City portions of Sourdough Creek. Mayor Youngman characterized this as another
walkable communities issue.
The Commissioners determined that the City should make its parking lot property at the corner
of South Rouse Avenue and East Babcock Street available to the private sector for enhancement of
the stream corridor, if the downtown businesses choose to proceed with their project.
Neighborhood Watch signs.. Mayor Youngman asked if the City wishes to cover the costs of
a pilot neighborhood watch program for the New Hyalite View Subdivision.
Director of Public Service Arkell s:tated that the neighborhood watch program is a national
program, with a procedures manual that requires at least twelve signs to comply, since signs are to
be posted at the pedestrian accesses as well as vehicular accesses. She noted the estimated cost
of the signs is 8900, and indicated that two different sizes of signs are available.
City Manager Johnson noted the Commission has previously requested that $2,000 be added
to support neighborhood projects and suggested that $1,000 be added to support the neighborhood
watch program; the Commissioners concurred.
The Mayor noted that the City cannot obtain VISTAs under the same program that it did this
year; and it may be necessary to make additional commitments under.a different VISTA program.
Commitment to "no surprise" expedited/community values development. City Manager
Johnson characterized this as a major issue, and suggested that staffing, increases can be done in
increments. He proposed that one engineer, one planner and one attorney be added to provide for
the expedited review process, noting that a portion of those costs could 'be recovered through
engineering review fees and increased planning review fees, and possibly increased court revenues.
Responding to Mayor Youngman, the City Manager confirmed that approving the additional
personnel for this activity could require reducing expenditures in other areas. He also cautioned that
this will compete with the City's portion of additional dispatch personnel.
Mayor Youngman noted that there will be other impacts on planning, with the implementation
of the new master plan and elimination of the temporary planner position, which currently serves in
the grant writing capacity.
City Manager Johnson stated that the proposed addition of personnel will essentially result in
making the temporary planner position a permanent one. He noted that the master plan process has
taken longer than originally planned; and that has resulted in additional costs to the City. He then
suggested that the substantial increases in planning fees that will be necessary to support this
program can probably be made up in time savings for the developer.
Responding to Commissioner Kirchhoff, the City Manager stated that City Engineer Brawner
is working on a process which more clearly defines the standards of work to be submitted for review,
as well as a checklist to ensure that all issues have been identified and addressed. He also noted that
the Engineering Department will implement a training program, similar-to the one used by Building
02-12-2001
-7-
Inspection. He indicated another iss'ue that may need to be addressed, in response to building
industry concerns, is the time at which impact fees are paid.
Commissioner Kirchhoff suggested that a negative component could be included, after
reasonable standards have been imposed, by fining those who submit engineering plans that contain
mistakes.
The City Manager responded that review fees could be structured in a manner that provides
for escalating fees for .resubmittals resulting from errors. He also noted that, if resubmittals are
necessary, a project will be quickly dropped from the expedited review process to the bottom of the
pile. He indicated that a tracking system is also to.be implemented, so that City staff can give more
timely and predictable responses to the developers.
Responding to Commissioner Kirchhoff, the .City Manager stressed the importance of hiring all
three new positions together, not just one or two. He then indicated that these new positions would
be included in next fiscal' year's budget; and the new employees would probably not be hired until at
least fall, so they would not be in place for the full fiscal year.
As the result of discussion during the past three work sessions, City Manager Johnson
provided the following summary of the Commission's goals for Fiscal Year 2000-2001, with the top
two goals being the priority goals; the Commissioners indicated their concurrence:
Continue current level operations
· Current level funding maintains current appropriations in personnel and
operations; in some cases service levels may decrease because of
growth
Dedicate City resources to new library
Major commitment of staff time: City Attorney, Clerk, Manager, Finance
Commitment of 67% of City's bonding capacity
CTEP priority
Transit funds as mass transit terminal
commitment to quality neighborhoods through code compliance
Neighborhood enforcement program through neighborhood councils, with no
additional F-TE
Commitment to Iow-income housing availability Public and public/private construction
Capital $ commitment to projects that meet Commission priorities
One-year commitment of housing fund money as seed money; no dedicated or
additional FTE
Commitment to build and maintain neighborhood councils VISTA grant continuation
Printing and distribution costs in Commission budget- $2,000
Financial support for neighborhood projects - $1,000
· . 02-12-2001
-8-
Commitment to community outreach
Citizen effort to develop charter with no or limited City Attorney support
Citizen Capital Improvement Program review to occur every two years
Quarterly City newsletter with postage
Citizens' budget survey and review committee with no or limited staff support
Commission and Manager and public roundtable
Advertising
Electronic local government presence at 'current level as possible with existing
staff and resources
Commitment to water conservation
Complete conservation study using a consultant
Budget amendment based on study
Enhance downtown
Match fund fire protection
Revitalize City portions of Sourdough Creek
Make City property (parking lot) along east side of creek between
East Babcock Street a'nd the alley available to the downtown
businesses interested in undertaking enhancement ~roject
Commitment to recycling and composting
Additional FTE
Additional capital expenditures
Increase in solid waste fees
Additional financial support to parks and general fund relief through a park maintenance district
To be on November 2001 ballot
Commitment to "no surprise" eXpedited/community values development
To include one additional FTE in each of the following: Engineering, Planning,
City Attorney
Revenues: Engineering review fees; increased planning fees
City Manager jOhnson stated that, as a result of Commission discussion, the following goals
have been dropped from the list of priority goals:
Commitment to resource conservation
Including electricity and generation alternatives
Purchase CMC property regardless of library bond outcome $2.3 million cost
Estimated $800,000 clean-up costs
Available for Iow-income housing, security of Lindley Park, City bricks and
mortar projects, trails, commercial development
Commitment to quality neighborhoods through code compliance
'Fo be handled through neighborhood councils rather than through additional
City personnel
02-12-2001
-9-
Reallocation of road $$ to boulevard trees
To be accommodated through City's tree nursery and possibly cost share program
November ballot mill levy increase for East Willson School
Staff to continue working' on this project as opportunities arise during the
upcoming year
Adjournment - 5:50 p.m.
There being no further business to come before the Commission at this time, it was moved
by Commissioner Frost, seconded by Commissioner Kirchhoff, that the meeting be adjourned. The
motion carried by the following Aye and No vote: those voting Aye being Commissioner Frost,
Commissioner Kirchhoff, Commissioner Brown and Mayor Youngman; .those voting No, none.
ATTEST:
RO~IN L. SULLIVAN
Clerk of the Commission
02-12-2001