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HomeMy WebLinkAbout2004-01-26 Minutes, City Commission MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA January 26, 2004 ***************************** The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, on Monday, January 26, 2004, at 6:00 pm. Present were Mayor Andrew Cetraro, Commissioner Jeff Krauss, Commissioner Marcia Youngman, Commissioner Steve Kirchhoff, Commissioner Lee Hietala, Acting City Manager Ron Brey, Planning Director Andy Epple, City Attorney Paul Luwe, and Deputy Clerk of the Commission DeLathower. The meeting was opened with the Pledge of Allegiance and a moment of silence. None of the Commissioners requested that any of the Consent Items be removed for discussion. Sianina of Notice of SDecial Meetina Each of the Commissioners, in turn, signed the Notice of Special Meeting. Informational Dresentation re unified develoDment ordinance - Associate Planner Saunders Associate Planner Saunders distributed a handout, which reflected his power point presentation. He then reviewed portions of the Unified Development Ordinance, highlighting the following sections: Section 18.02.070, Conditions of Approval, clarifies when a condition can be changed and what process is used to do that. This section also clarifies that compliance with an ordinance is not a condition of approval. Section 18.02.100, Covenants, defines the relationship of the City with private covenants. Unless the City is a named party or its participation is required as part of the approval, the City has no legal standing to compel someone to abide by the covenants. This section spells out what the Ctiy can and cannot do. Responding to Commissioner Youngman, Associate Planner Saunders noted that under the Unified Development Ordinance a builder is approved to do a specific thing in a specific place, and the project was reviewed and approved with that design. It says builders are responsible to build according to approval granted. If something else is constructed, the builder did not have approval. However, a builder can seek an amendment to any approval given by the City. Residential districts have been consolidated from three single-household districts to one. The development standards are identical to before. Also in all residential districts, except for the residential suburban district, the lot size has been standardized at 5,000 feet. Manufactured homes on individual lots are allowed in all residential districts, subject to the standards of Section 18.40.130. Approval to locate a manufactured home in the conservation overlay district is required, the same as with any other type of construction. This ordinance specifies what constitutes a "rear yard", and the orientation of buildings helps determine the location of the rear yards. Dwelling size minimums are now set to the International Building Code rather than fixed numbers. Life safety issues are still protected, but this allows more flexibility and options in home designs. Chapter 16 has been revised to require the front of the house to be set back 15 feet from the property line on local streets, while the garage setback remains at 20 feet. This is to allow room for a vehicle to sit on the driveway without blocking the sidewalk. In residential districts, the building heights have been increased, based on the roof pitch. In the R-O districts, the residential options have been expanded to encourage homes in this district. Accessory dwelling units are now allowed in multi-family districts without going through the Conditional Use Permit 01-26-04 - 2 - process. If all the rules are followed, it is a sketch plan review, which is quicker and easier. The previous restriction on dwelling density has been lifted; there is no dwelling density cap. In all residential districts, except RS, there must be an average of at least six dwellings per acre. The definition of "household" has been modernized to reflect current terminology. Community centers are now permitted principal uses in all districts. The commercial district standards didn't change quite as much as the residential ones. In the Unified Development Ordinance lists have been used to try to create more broadly defined, but fewer, uses. The result is a shorter, more easily understood, ordinance that doesn't have to be revised as frequently. Some previous conditional uses are now allowed as principal uses. The setbacks on Mendenhall Street and Babcock Street have been changed from 15 feet to 7 feet. A statement of presumed compatibility has been added to the intent and purpose statement of Section 18.18.010, stating that the City presumes that uses will be compatible with each other both within individual districts and adjoining districts when the standards are met and all conditions of approval have been met. Commercial building heights have been revised, which was instigated by the hospital addition. This has been done in two ways; if the building is in the B2 district, the developer can ask to have the height increased by up to 30 percent through a Conditional Use Permit. In the regional commercial and services areas, building height can be increased by up to 50 percent. Maximum allowable heights are 57 feet, 66 feet, and 86 feet. On arterial streets, the building setback requirement is 7 foot, with the street setback requirement set at 25 foot. Residential uses are allowed in these districts and will be granted reduced parking requirements. In the industrial districts, uses are also more broadly defined, but fewer are listed. Some previous conditional uses are now accepted as principal uses. Building height maximums have also been increased to 57 feet, 66 feet, and 86 feet. In the M-1 and M-2 districts, residences as accessory uses will be perm itted. The northeast neighborhood has been designated as an historic mixed use district, with uses to continue as normal, but expanded. This allows existing residences in this industrial area to adapt over time as people see fit. It also creates special impact mitigation standards. Growth policy compliance is now required for Planned Unit Developments. Park land is now required equal to other subdivisions and utilizes a point system to allow evaluation of all possible combinations. Although there are a variety of alternatives, it is the applicant alone who decides what they are going to provide as the public benefit; but the City can require performance guarantees. Providing affordable housing is also an alternative to open space and is based on the number of lots or built units that are provided to the City as affordable housing. Section 18.38.030.0 addresses installation of municipal infrastructure. The State has adopted a statute that allows partial annexation, which is the annexation of property, but no infrastructure services are immediately provided. Section 18.40 provides for standards for specific uses, such as accessory dwelling units, sale of alcohol for on-premise consumption, convenience uses, home-based businesses, manufactured home communities, and recreational vehicle parks and campgrounds. Additional clarity on these items has been provided, and they are combined in one chapter for ease of finding. Planning Director Epple stated policy direction has been the City is not going to approve the sale of alcohol in conjunction with the sale of gasoline. This policy has been upheld for many years; and staff decided if this is the Commission's view, it should be codified, thus its inclusion in the Unified Development Ordinance (UDO). Representatives from Town Pump, whose proposal was denied, are now wanting to have that portion of the UDO repealed. Associate Planner Saunders closed by noting the ridgeline protection areas and the attendant setbacks are addressed in Section 18.42.110. The ridgeline protection areas are not intended to prevent all uses, rather they are intended to flexibly respond to the preservation of the view areas. The ridgeline runs in a line, and the ridgeline protection areas run parallel to that. The floating setback is 150 foot on either side of the ridgeline. The setback is perpendicular to the ridgeline and is three times the height of the building. It does not prohibit the ridgeline from being broken by a roof protruding into it; it simply sets the structure back to help reduce obtrusiveness and visibility of the structure. While other communities have 01-26-04 ----.-.- ---------..-- - 3 - set strict ridgeline protection areas, that is very difficult in Bozeman because there are no strict viewpoint areas. Minutes - Januarv 12 and Januarv 20.2004 It was moved by Commissioner Youngman, seconded by Commissioner Kirchhoff, that the minutes of the meeting of January 12,2004, be approved as submitted. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Youngman, Commissioner Kirchhoff, Commissioner Hietala Commissioner Krauss, and Mayor Cetraro; those voting No, none. Mayor Cetraro deferred action on the minutes of the meeting of January 20, 2004 to a later date. Consent Items Acting City Manager Brey presented to the Commission the following Consent Items. Commission Resolution No. 3651 - change Commission meeting time to 7:00 p.m. on Mondavs COMMISSION RESOLUTION NO. 3651 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, CHANGING THE TIME OF THE REGULAR MEETINGS OF THE CITY COMMISSION OF THE CITY OF BOZEMAN. Commission Resolution No. 3652 - revisina the rules of procedure for conduct of Commission meetinas COMMISSION RESOLUTION NO. 3652 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, AMENDING THE RULES OF PROCEDURE FOR THE CONDUCT OF CITY COMMISSION BUSINESS. Ordinance No. 1608 - zone map amendment to establish initial municipal zonina desianations of "R-O" and "R-3" on 10.70 acres described as Tracts 1Aand 2A. COS No. 1855A lIvina between West Babcock Street and West Beall Street. immediatelv west of Kirk Park}: finallv adopt ORDINANCE NO. 1608 AN ORDINANCE OF THE CITY COMMISSION OF THE CITY OF BOZEMAN, MONTANA, AMENDING THE CITY OF BOZEMAN ZONE MAP BYE STABLlSHING A N INITIAL ZONING DESIGNATION OF "R-O" (RESIDENTIAL OFFICE DISTRICT), AND "R-3" (RESIDENTIAL MEDIUM DENSITY DISTRICT) ON 10.70 ACRES SITUATED IN THE NORTHWEST QUARTER AND SOUTHWEST QUARTER OF SECTION 35, TOWNSHIP 1 SOUTH, RANGE 5 EAST, MONTANA PRINCIPAL MERIDIAN. Proclamation - "Go Red for Women Day" - February 6. 2004 Acknowledae receipt of petition from Durston Development. LLC. for creation of a special improvement liahtina district in the Walton Homestead Subdivision: refer to staff Approval of Depositorv Bonds and Pledaed Securities as of December 31. 2003. as reviewed bv Commissioner Krauss and Commissioner Younaman Claims 01-26-04 ---. - - ---- ------- - 4 - It was moved by Commissioner Krauss, seconded by Commissioner Youngman, 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 Krauss, Commissioner Youngman, Commissioner Kirchhoff, Commissioner Hietala, and Mayor Cetraro; those voting No, none. Public comment Mayor Cetraro welcomed Boy Scout Troop 677 who were present for this meeting. The Scouts indicated they were working on citizenship and communication merit badges. Update re library proiect ~ Hollv Brown. Library Board of Directors Ms. Holly Brown, member of the Library Board of Directors, presented an update on the library project, indicating they are proceeding with the bidding process and the projected date to let bids is March 4th. There have been modifications to the library design, which will be going forward to the Design Review Board this week. Alice Meister, Library Director, reviewed her trip to Washington DC to accept the 2003 National Award for Museum and Library Service. Brenda Davis and Chuck Knighton accompanied Ms. Meister to accept this award. Public hearina ~ Site Plan with Certificate of Appropriateness to allow construction of 12.209~sauare~ foot bank on Lots 4 and 5. Kaav Crossroads Subdivision. with deviations from Section 18.38.060.C.. Bozeman Municipal Code. to allow parkina to encroach 5 feet into the reauired 25~foot yard setback. and from Section 18.46.040.B.2.. to allow parkina in excess of 125 percent ofthe minimum number of spaces reauired ~ CTA Architects for Stockman Bank (1815 South 19th Avenue) (Z~03282) This was the time and place set for the public hearing on the Site Plan with Certificate of Appropriateness, requested by CT A Architects for Stockman Bank under Application No. Z-03282, to allow construction of a 12,209-square-foot bank on Lots 4 and 5, Kagy Crossroads Subdivision, with deviations from Section 18.38.060.C. of the Bozeman Municipal Code, to allow parking to encroach 5 feet into the required 25-foot yard setback, and from Section 18.46.040.8.2., to allow parking in excess of 125 percent of the minimum nmber of spaces required. The subject property is located at 1815 South 19th Avenue. Mayor Cetraro opened the public hearing. Assistant Planner MacDonald presented the staff report. She reviewed the application and the deviations requested. Staff has reviewed this application in light of the applicable criteria and recommends conditional approval. Staff's comprehensive findings can be found in the staff report. Assistant Planner MacDonald noted no public comment has been received by Planning staff. Commissioner Youngman noted the Design Review Board had concerns regarding parking and had suggested an exceptional landscaping plan and pedestrian plaza to compensate. She asked if those suggestions are included in the conditions. The Assistant Planner stated staff believes the courtyard addresses those concerns. Commissioner Youngman then said she was startled at the change of plan in regard to bike lanes and asked if this change was run through the Bozeman Area Bicycle Advisory Board (Bike Board). Assistant Planner MacDonald responded Engineering staff consulted with Jon Henderson, a member of the Bike Board, and Planning staff met with the Bike Board and they are comfortable with this change. Bill Bickle, Stockman Bank, said the team believes staff's submission speaks for itself. This is a Montana owned and Montana based institution, and they are pleased to come to Bozeman. Commissioner Kirchhoff said it is wonderful to see this operation expanding, and he is 100 percent in favor of having this bank in Bozeman. However, he questions the site plan, saying it looks like a 01-26-04 ---- -- ----- _.__ _._.____.___ n..._._._.____n__..__._ -------. - 5 - racetrack around the building. He suggested the building needs to be moved closer to South 19th Avenue and Kagy Boulevard to anchor that corner. Mr. Bickle noted the issue of how this building is located on the lot was subject to considerable discussion between the Bank, staff, and Design Review Board. Mr. Bickle said they are sensitive to the City's concerns; and they, too, want this building to present well and join well to the corner of Kagy Boulevard and South 19th Avenue. The joining of the sidewalks and entrance plaza were done at the suggestion of the City in an attempt to bring the building closer to the corner. They also have slid the building placement and the drive-up facility as close to the corner and southern end of the property as is practical, given the concerns of cars coming out of the drive-up and making sweeping turns. Mr. Bickle stated this site plan represents a balance of compromises on various issues. Mike Tuss, CT A Architects, stated that after the Design Review Board reanalyzed the site, they went through a series of investigations to situate the parking lot differently. However, the flow-through traffic pattern of the drive-up facility and the ease of customers getting in and out of the site without having to navigate the drive-up traffic dictates the bank's design. Mr. Tuss noted Stockman Bank is one of the largest agriculture banks in the country; and they have customers pulling livestock trailers, which makes it difficult to be able to negotiate a conventional parking lot. This layout works very well for those needs. The two main drivers of this site design are the circulation of large vehicles around the site, and how traffic needs to flow in and out of the bank. Since there were no Commissioner objections, Mayor Cetraro closed the public hearing. Commissioner Kirchhoff stated he is not in favor of this site plan, and he didn't hear any compelling reasons why the entire bank can't be shifted toward the corner. He said he is most concerned with having a building in this part of town that has the consistency and values the Commission has been pushing for more than four years. This is a handsome building that will be the cornerstone of this property. The increased parking is also a concern, as it is the opposite direction the City is trying to go. Commissioner Youngman voiced her agreement with Commissioner Kirchhoff's comments. She suggested the building needs to be more visible and less dominated by asphalt. Although she understands the complications a drive-through facility poses, she said she believes more could have been done to address the streetscape design and appearance from South 19th Avenue. It was moved by Commissioner Kirchhoff, seconded by Commissioner Hietala, that the Site Plan with Certificate of Appropriateness, requested by CT A Architects for Stockman Bank under Application No. Z-03282, to allow construction of a 12,209-square-foot bank on Lots 4 and 5, Kagy Crossroads Subdivision, with deviations from Section 18.38.060.C. of the Bozeman Municipal Code, to allow parking to encroach 5 feet into the required 25-foot yard setback, and from Section 18.46.040.8.2., to allow parking in excess of 125 percent of the minimum number of spaces required, be approved subject to the following conditions: 1. That the applicant provides a notation on the final site plan guaranteeing the maintenance and upkeep of the landscape features and turf situated between South 19th Avenue and the property line and Kagy Boulevard and the property line, for review prior to final site plan approval. 2. The applicant must submit seven (7) copies of a final site plan within six months of preliminary approval containing all of the conditions, corrections and modifications to be reviewed and approved by the Planning Department. 3. Necessary sign permits shall be obtained, as required, by the Bozeman Municipal Code through Vicki Hasler, Code Enforcement Officer at the Department of Planning and Community Development, 20 East Olive Street, prior to the installation of any new signage. . 4. A Certificate of Appropriateness (COA) shall be issued to applicant at which time a final site plan has been approved by the Planning Director. The COA is valid for one year from date of issuance. The COA shall be displayed prominently during remodel of the tenant space. 5. A building permit must be obtained prior to the work and must be obtained within one year of final site plan approval. Building permits will not be issued until the final site plan is approved. Minor site surface preparation and normal maintenance shall 01-26-04 - -- - ------------------------ -. ...-----..--.- - 6 - be allowed prior to submittal and approval of the final site plan, including excavation and footing preparation, but NO CONCRETE MAY BE POURED UNTIL A BUILDING PERMIT IS OBTAINED. 6. Improvements, such as but not limited to, landscaping, or irrigation shall be installed in accordance with the approved final site plan by the developer and inspected and found to comply with the City standards or requirements prior to the issuance of the certificate of occupancy for the building. If occupancy of the structure is to occur prior to the installation of all required on-site improvements, an Improvements Agreement must be created as required by Section 18.74.060 of the Bozeman Municipal Code. The agreement must be secured by a method of security equal to one and one-half times the amount of the estimated cost of the scheduled improvements not yet installed. Said method of security shall be valid for a period of not less than twelve (12) months; however, all on-site improvements shall be completed by the applicant within nine (9) months of occupancy to avoid default on the method of security. 7. That all roof-top and/or ground-mounted mechanical equipment shall be noted accordingly on the site plan and exterior elevations, and shall be properly screened from adjoining properties and public streets, and that typical details of all screening devices shall be noted accordingly on the site plan, for review and approval prior to final site plan approval. The exterior elevations shall delineate the placement and height of all rooftop mechanical equipment in relationship to the top of the parapet wall and/or screening device and the site plan shall locate all utility equipment, including ground-mounted mechanical power and telephone boxes, as well as a typical detail(s) illustrating the materials, color, and method of screening used to screen the equipment from adjacent properties and public streets, for review and approval by the Planning Office prior to final site plan approval. 8. That the size of the trash receptacle shall be appropriately sized for the use and approved by the City Sanitation Department. Accommodations for recyclables must also be considered. All receptacles shall be located inside of an approved trash enclosure. A copy of the site plan, indicating the location of the trash enclosure, dimensions of the receptacle and enclosure and details of the materials used, shall be sent to and approved by the City Sanitation Division (phone: 586-3258) prior to final site plan approval. 9. That the applicant, upon submitting the final site plan for approval by the Planning Director and prior to issuance of a building permit, will also submit a written narrative outlining how each of the conditions of approval have been satisfied. 10. This project shall be constructed as approved and conditioned in the Certificate of Appropriateness application. Any modifications to the submitted and approved drawings shall invalidate the project's approval unless the applicant submits the proposed modifications for review and approval by the Planning Office prior to undertaking said modifications, as required by Section 18.64.110 of the Bozeman Municipal Code. 11. According to Section 18.42.170 "Trash and Garbage Enclosures", of the Bozeman Municipal Code, trash enclosures shall be constructed of solid or pierced masonry walls or other appropriate materials. The final site plan shall conform to this section and show solid doors on the trash enclosure. 12. According to Section 18.42.150 "Lighting" of the Bozeman Municipal Code, the lighting plan shall incorporate deflection of light downward and away from existing properties. All proposed light fixtures and lamps must be designed within the code requirements. Applicant shall provide the Planning Office with manufacturer cut sheets for all proposed light fixtures and shall show the locations of all exterior lights on the landscape plan. A lighting plan as defined in Section 18.78.040.R. shall also be provided for review and approval prior to final site plan approval. 01-26-04 ------- --------- - .-..---.--...- -.. ....-- ..----- ....---.-------.------.-.-- ----.-.----------...----. ,,- - 7 - 13. All landscape plans shall meet the requirements of the Mandatory and Landscape Performance Standards. The Landscape Plan submitted January 13, 2004 shall be modified to meet the requirements of the Bozeman Municipal Code by addressing the following: a. Boulevard trees along Kagy shall be configured along the sidewalk in a traditional boulevard formation. As was approved by the City Forester, these trees may be placed to the north of the sidewalk due to the reduced boulevard width to the south of the sidewalk. 14. The final site plan shall be adequately dimensioned. A complete legend of all line types used shall also be provided. 15. A Stormwater Drainage/Treatment Grading Plan and Maintenance Plan for a system designed to remove solids, silt, oils, grease, and other pollutants must be provided to and approved by. the City Engineer. The plan must demonstrate adequate site drainage (including sufficient spot elevations), stormwater detention/retention basin details (including basin sizing and discharge calculations, and discharge structure details), stormwater discharge destination, and a stormwater maintenance plan. A stormwater easement must be established on the adjacent property and filed with the County Clerk and Recorder's Office for the retention pond and discharge course if located off the subject property. 16. Plans and Specifications for any fire service line must be prepared in accordance with the City's Fire Service Line Policy by a professional engineer (PE) and be provided to and approved by the City Engineer prior to initiation of construction of the fire service or fire protection system. The applicant shall also provide professional engineering services for construction inspection, post-construction certification, and preparation of mylar record drawings. 17. Sewer and water services shall be shown on the final site plan and approved by the Water/Sewer Superintendent. City of Bozeman applications for service shall be completed by the applicant. 18. The location of existing water and sewer mains shall be properly depicted, as well as nearby fire hydrants. Proposed main extensions shall be labeled "proposed". 19. The drive approach shall be constructed in accordance with the City's standard approach (i.e., concrete apron, sidewalk section and drop curb) and shown as such on the final site plan. A City Curb Cut and Sidewalk Permit shall be obtained prior to final site plan approval. 20. City standard sidewalk shall be installed and properly depicted at the standard location (i.e., 1 foot off property line) along the street(s) frontage. Any deviation to the standard alignment or location must be approved by the City Engineer. 21. Typical curb details (i.e., raised and/or drop curbs) and typical asphalt paving section detail shall be provided to and approved by the City Engineer. Concrete curbing shall be provided around the entire new parking lot perimeter and adequately identified on the final site plan. 22. The Montana Department of Fish, Wildlife and Parks, SCS, Montana Department of Environmental Quality and Army Corps of Engineers shall be contacted regarding the proposed project and any required permits (i.e., 310, 404, turbidity exemption, etc.) shall be obtained prior to final site plan approval. 23. All existing utility and other easements must be shown on the final site plan. 01-26-04 -8- 24. Adequate snow storage area must be designated outside the sight triangles, but on the subject property (unless a snow storage easement is obtained for a location off the property and filed with the County Clerk and Recorder's office). 25. Drive approach and public street intersection sight triangles shall be free of plantings which at mature growth will obscure vision within the sight triangle. 26. If construction activities related to the project result in the disturbance of more than one acre of natural ground, an erosion/sediment control plan may be required. The Montana Department of Environmental Quality, Water Quality Bureau, shall be contacted by the applicant to determine if a Stormwater Discharge Permit is necessary. If required by the WQB, an erosion/sediment control plan shall be prepared for disturbed areas of one acre or less if the point of discharge is less than 100 feet from State Waters. 27. Any water or sewer stubs that will not be utilized will be terminated per Water/Sewer Department policy. 28. A five-foot-wide bike lane will be striped 0 n the north side 0 f K agy Boulevard. Markings shall be MUTCD approved and meet City standards. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Hietala, Commissioner Krauss, and Mayor Cetraro; those voting No being Commissioner Kirchhoff and Commissioner Youngman. Work session - budaetina Drocess for Fiscal Year 2004-2005 Administrative Services Director Gamradt distributed a handout regarding possible budgetary timelines and the budgeting process. He noted it is useful for him to provide a financial overview of City finances to help the Commission get a grasp of all the issues. The Commission then has the ability to provide an enormous amount of detail, if desired. It is most important to involve the Commission to the greatest extent possible and as much as they would like. Following an overview of the finances, it has been past practice to have a presentation from department heads. This process is useful for the Commission to learn of the issues facing each department. When the department heads are preparing their budgets, the City puts no limits on what they can request; they are told to ask for what they need, and if those needs fit the budget, fine. If not, it is the responsibility of the City Manager to prepare a budget recommendation. Administrative Services Director Gamradt noted there hasn't been a year that the general fund budget balances initially. There is very little discretionary money in the general fund; personnel costs are the highest. In the enterprise funds, personnel and capital expenditures are the most costly; and the capital expenditures are predetermined in the Capital Improvements Program (CIP). The Administrative Services Director stated it makes sense to have the budget in place on July 1 st when the fiscal year starts, but that is contradicted by the fact the taxable value won't be known until late July or early August. Commissioner Krauss noted there is going to be a substantial increase in the transportation debt service area. Administrative Services Director Gamradt noted the transportation bonds were refinanced in the second week of January, which netted a $25,000 present value savings. In response to Commissioner Krauss, the Administrative Services Director stated that basically the debt service interest hovers around $100,000 per year. Commissioner Kirchhoff asked if the Finance Department needs direction from the Commission this evening, to which Administrative Services Director Gamradt responded they will proceed according to the process presented unless there is something the Commission definitely wants changed. Commissioner Hietala suggested an opportunity for a Commission work session prior to the printing of the City Manager's budget, possibly in May. Acting City Manager Brey suggested adding a work session between April, when the City Manager balances the budget, and the time in May when the City Manager prepares his budget recommendations. Responding to Commissioner Krauss, Administrative Services Director Gamradt stated the City has previously included a $100,000 contingency fund in the budget for unforeseen expenses. 01-26-04 -------- ---..--- - ...--...-.-..-. . -.---...------ un...____ u__"... _ .__...". - 9 - Commissioner Hietala suggested an opportunity for Commission budget review in March after the department heads have completed their budget requests. Acting City Manager Brey recognized that is an important juncture, but at that point in time there are a lot of expenditures that aren't going to surface. Commissioner Youngman pointed out that before the budget document is printed, it is helpful to have a good summary discussion. Commissioner Krauss added it is important to see each department's initial requests and what was hacked out or left in the budget. Commissioner Hietala noted he has prepared a list of budget suggestions that follow Commission suggestions. Those suggestions are as follows: Reconcile highlights to line items in the budget, provide a breakdown of salaries and other line items, financials should be tied to the budget on a quarterly basis, summarize the list of capital projects on one page by major activity, include a narrative of justifications by major activity by program and estimate the impact in five years and beyond, update the CIP annually, summarize salaries by activity by showing comparisons to two years ago, last year, and adjust the budget for the current year with percentage of change for two budget years, include justification summaries, include statement that shows contract summary information for department heads and others who receive performance pay increases, terms, and benefit packages, and include annual analysis of potential general fund exposure to financing of grant programs in outer years. Administrative Services Director Gamradt stated he would bring back to the Commission each item for a vote to see if they should become a new part of the budget document. Continued discussion re selection orocess for new City Manager Included in the Commissioners' packets were a revised p osition vacancy a nnouncement and application packet, as prepared by Human Resources Director Berg, and a packet of various forms used during the 1997 recruitment process, as submitted by Clerk of the Commission Sullivan. Acting City Manager Brey noted that the recruitment process in 1997 started at essentially the same time of the year as this process, with the deadline for applications being February 28 and the process concluding on June 16 with the selection of a candidate with whom to negotiate a contract. He suggested that the Commission look at various options for shortening that timeframe for this selection process. Responding to questions from the Commission, Human Resources Director Berg stated that staff developed two advertisements last week, a long version and a short version. The advertisements were placed in Jobs Available and the ICMA Newsletter prior to the deadlines for the next publications. Also, the advertisement was posted on the ICMA website and ran for the first time in the Sunday edition of the Bozeman Daily Chronicle. It is also scheduled to publish next week in the Montana group newspapers. Staff is now receiving requests for application packets and responses will be sent out starting tomorrow. She then indicated that copies ofthose two advertisements have not been distributed to the Commissioners, but she will do so via e-mail. Human Resources Director Berg noted it appears the initial screening of applications took two weeks to complete in the 1997 recruitment process and suggested that could be shortened. Commissioner Youngman noted that she was involved in that screening process. She stressed that every Commissioner spent a significant number of hours at City Hall reading and evaluating each of the 110 applications received. Clerk of the Commission Sullivan responded that during the 1997 process, the Commissioners chose to not conduct special executive sessions to review applications but chose to view the applications at City Hall, one at a time. She noted that scheduling was critical, to ensure not more than two Commissioners were in City Hall at the same time, thus helping to lengthen the process. Because of the confidentiality statement on the advertisement, the Commissioners chose not to have copies made of the applications, but to have the originals only and to not remove them from City Hall. Responding to Mayor Cetraro, the Clerk of the Commission confirmed that the same confidentiality statement is included in this recruitment process. Responding to Human Resources Director Berg, City Attorney Luwe stated the confidentiality statement does not preclude making five copies of each application. During the previous recruitment 01-26-04 .----.....---..-.-.-.------ ...... --..---.----- - 10 - process, the Commission chose not to have copies made to reduce the potential of improperly disclosing information. Human Resources Director Berg noted that the Commission requested supplemental information from the "sweet sixteen" and suggested that, with the supplemental information required for the initial application, that step may not be necessary. She then distributed the first page of the screening tool that she used for the Human Resources Assistant/Employment Specialist position that she just filled, as an example of a screening tool. Commissioner Youngman noted that a copy of the screening tool used during the last recruitment process was included in the Commissioners' packets. She stressed that the Commission spent a significant amount of time developing that document in 1997 and suggested that it be changed only if it can be improved. After reviewing the document, Human Resources Director Berg noted the screening tool seems to be acceptable; however, she suggested that once the Commission has identified the critical elements desired in a new City Manager, some revisions may be needed. She encouraged the Commissioners not to assign points in the screening tool, but to use an alternate rating system, such as "+" for those that are good, ":;;;" for those that meet and "-" for those that do not meet the criteria. She then cautioned that the documentation for evaluation of each application is public information. Responding to Mayor Cetraro, Acting City Manager Brey noted that the Commission needs to assign responsibilities for some of the steps in the process and to establish deadlines for others. Human Resources Director Berg stated the hiring supervisor is responsible for preparing the selection plan, screening tools and interview tools; and those documents are to be completed by the time the application process closes. Commissioner Kirchhoff asked if there is any benefit to having a work session in which the Commissioners have an opportunity to harmonize their assessments of the applications and to reduce the number of divergences in the process. Commissioner Krauss suggested that such a work session be held once the Commissioners have individually reviewed the applications, noting that the Commission as a whole could discuss the fliers that have been identified. Commissioner Youngman acknowledged that consensus on the key elements and characteristics of a new City Manager needs to be reached prior to the February 27 deadline for receiving applications and the subsequent screening process. Human Resources Director Berg confirmed that identifying the preferred characteristics prior to start of the screening process would be beneficial, noting that it will help the Commissioners to be more closely aligned through the process. Responding to questions from Commissioner Krauss, Human Resources Director Berg stated she is comfortable with pre-screening applications for completeness, but not screening for minimum qualifications. She then indicated that the complete applications will then be forwarded to the Commission for screening. Commissioner Krauss expressed his strong discomfort with not seeing all applications. As a result of discussion, a majority of the Commissioners agreed that they should see all applications. They agreed that the applications can be submitted in two piles, with one being those applications deemed to be complete and the other pile being those applications deemed to not be complete, with an identification of deficiencies. To save on copying, the Commissioners also agreed that five copies should be made of all applications deemed to be complete and one copy made of all applications deemed to be not complete. They also determined that staff should not undertake any type of screening review; that step will be completed by each Commissioner individually. Assistant City Manager Brey stated the agendas for the next two meetings are full, but suggested that time be set aside at the February 17 meeting to identify the characteristics in which the Commission is interested, which will provide the basis for any revisions to the screening tool. He then encouraged the Commission to consider competency based and performance based questions for the interview. 01-26-04 -- ---- ----.-- _n __... _. _______._ _ ___.__.___..__ _ __.. ..._..__._____.. .._ - --.---....--.......--..-.-...--...... - 11 - Commissioner Youngman suggested that, in preparation for that meeting, the Commissioners circle those items in the class specifications that they feel are most important. Commissioner Krauss asked each Commissioner to identify the one essential quality on which he or she is not willing to compromise as a beginning step in the evaluation process. He then indicated he is interested in the applicants' management style and will try to identify a question that will provide that information. Commissioner Kirchhoff identified infrastructure and the future of the community as important issues. Commissioner Youngman noted that City Manager philosophies are important. She then noted that multi-year projects have become more common in the community, in large part due to the growth that it is experiencing and attempts to stay ahead of the curve. Acting City Manager Brey indicated that staff will provide information useful in the creation of the screening tool and interview questions. He acknowledged that setting deadlines and identifying responsible parties for some of the steps, such as setting interviews, is not possible at this time. He reminded the Commissioners that, now that the application process has started, it is important to retain the confidentiality of all applicants until the finalists have been identified. Discussion - FYI Items The following "For Your Information" items were forwarded to the Commission. (1 ) Letter of resignation from the Beautification Advisory Board, as submitted by Laurie Simms. (2) January 22, 2004 update of planning projects to be considered at upcoming Commission meetings. (3) Agenda for the Bozeman School Board of Trustees meeting to be held at 7:00 pm on Monday, January 26, at the Willson School. (4) Agenda for the County Commission meeting to be held at 9:00 am on Tuesday, January 27, at the Courthouse. (5) Agenda for the Development Review Committee meeting to be held at 10:00 am on Tuesday, January 27, at the Professional Building. (6) Agenda for the Design Review Board meeting to be held at 3:30 pm on Tuesday, January 27, at the Professional Building. During his FYI, Acting City Manager Brey noted the City has received a plaque in recognition of 40 years of membership and dedicated service in the National League of Cities. Commissioner Krauss noted during his FYI that (1) he attended a preliminary meeting with Planning Director Epple, the Planning Department staff, and the Bozeman Creek Neighborhood Association in order to determine a process to be used to work on the sub-area master plan of this area. (2) He is looking at ordering new Commission Room chairs for the Commissioners and staff. During his FYI, Commissioner Hietala noted he received a phone call from Jim Paugh, representing the agricultural community lying west of the roundabout on Baxter Lane, noting they submitted a letter containing more than 60 signatures and they still haven't received a response from the City. Commissioner Hietala suggested the City should take another look at the roundabout and perhaps trim it so large farm vehicles could easily navigate around it, particularly in the winter. Acting City Manager Brey stated the roundabout was put in place as a device to slow traffic, and it was not intended to handle a lot of traffic. Commissioner Hietala said he believes the roundabout can be trimmed for better traffic flow, while still providing the objective of slowing traffic. Acting City Manager Brey noted this issue is being actively reviewed, and he will make sure Mr. Paugh receives an answer. 01-26-04 ---.----- ------.-..---- ... .-... --.--.-. -.----------... - 12 - Commissioner Kirchhoff noted, during his FYI, that he attended the Greater Yellowstone Power of Place Conference 2004 over the weekend; and he will be submitting his travel expense form for Commission review. During his FYI, Mayor Cetraro noted it was previously suggested by Commissioner Krauss that the Commission packets be delivered, rather than picked up, and he would be amenable to that. Acting City Manager Brey responded the Commission will be provided with the costs of doing that for their consideration. Adiournment - 9:45 p.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Kirchhoff, seconded by Commissioner Hietala, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Kirchhoff, Commissioner Hietala, Commissioner Krauss, Commissioner Youngman, and ayor Cetraro; those voting No, none. A ATTEST: ~y~ R BIN L. SULLIVAN Clerk of the Commission PREPARED BY: ~~ KAREN L. DeLA THOW R Deputy Clerk of the Commission 01-26-04 . -----.-----..- .-. ---...-. ---.---