HomeMy WebLinkAbout2000-05-22 Minutes, City Commission, special
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MINUTES OF THE SPECIAL MEETING/WORK SESSION
OF THE CITY COMMISSION
BOZEMAN, MONTANA
May 22, 2000
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. The Commission of the City of Bozeman met in special meeting and work session in
the Commission Room, Municipal Building, on Monday, May 22, 2000, at 3:00 p.m. Present
were Mayor Youngman, Commissioner Brown, Commissioner Frost, Commissioner Smiley,
Commissioner Kirchhoff, City Manager Johnson, Assistant City Manager Brey, Staff Attorney
Cooper and Clerk of the Commission Sullivan.
The meeting was opened with the roll call, Pledge of Allegiance and a moment of
silence.
Signing of Notice of SDecial Meeting
Each Commissioner, in turn, signed the Notice of Special Meeting.
Proclamation - "Trails Dav" - June 3. 2000
Included in the Commissioners' packets was a copy of the "Trails Day" proclamation.
It was moved by Commissioner Brown, seconded by Commissioner Frost, that the
Commission concur in the Mayor's proclamation of June 3, 2000, as "Trails Day". 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.
Review of SCODe of services and Dossible recommendation of consultant for economic imDact
analvsis
Included in the Commissioners' packets were copies of the proposals from Bay Area
Economics (BAE), Berkley, California, and Canyon Research Southwest, Inc., Tempe, Arizona.
City Manager Johnson noted that the Commissioners previously received a proposal
from Watts and Associates, Billings, Montana.
Mayor Youngman noted the Commission's action is to determine which proposal it
wishes to forward to WalMart for their consent.
Each of the Commissioners, in turn, identified Bay Area Economics as the top choice.
Mayor Youngman noted that, of the three consultants, BAE is the one that realized
the type of study being requested and has done this type of work in other communities. She
noted they have direct expertise in this arena and understand the City's issues and concerns,
. rather than simply providing a statistics analysis.
Commissioner Kirchhoff noted that BAE indicated no problem in addressing many of
the tasks that Watts and Associates stated they would attempt to learn. He noted that BAE
has also indicated the work can be completed in five weeks, which is a rapid turn around.
Mr. Joe Sabol, attorney representing WalMart, stated that WalMart has reviewed the
Bay Area Economics proposal and, while they recognize many of the benefits identified by the
Commissioners, they are not willing to spend $59,000 for the economic impact study. He
stated they are also concerned about the timeframes, which he estimated at six to eight weeks
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for Phase I and a total of 3 % to 4 months for Phases I and II. He noted that Canyon's proposal
is for $6,000 to $8,000 for essentially Phase I of the BAE proposal; and WalMart has worked
with that firm on similar studies in other communities and would be willing to do so again.
Mr. Sabol noted that the BAE proposal references "trade area" in several of its
identified tasks; and he does not believe that is what the Commission had in mind. As a result,
he called Ms Janet Smith-Heimer to clarify the proposal. During that discussion, she indicated
that she was unsure what was desired, so she addressed the issues in general terms, including
studying the trade area to see how Bozeman fits and how it might fit with demographics in the
. future. He indicated that he attended a seminar on the economy in Bozeman this spring, and
information as of the end of 1999, as prepared by the University of Montana, was distributed
at that meeting. He suggested that providing that information to the consultant could also help
to reduce the amount of work and the time to prepare the study.
Mr. Sabol characterized Phase II as a whole different issue, since it addresses how
large retail facilities affect various lifestyles, including both the positives and the negatives. He
stated this is an issue which seems to be important to the City, but is not for WalMart. He
recognized that using the economic data available through Missoula could help to shorten the
timeframe for the study; however, he stated that WalMart will not expend $59,000, or even
$24,000 for the Phase I study, when a credible firm will complete that same work for $6,000
to $8,000.
Mayor Youngman noted that the proposal from BAE was for $53,500, while the
proposal from Watts and Associates was for $59,000 and, in both cases, it appeared that the
information generated would be more concrete and useful than the information generated by
the $7,000 proposal from Canyon Research Southwest. She noted, from Mr. Sabol's
comments, it appears WalMart would be willing to support the selection of Bay Area Economics
if the scope and price can be worked out. As a result, she suggested another conference call
could be beneficial.
Mr. Sabol concurred; however, he suggested that the City and representatives from
. WalMart should prepare themselves for the conference call, possibly through a short meeting
prior to placing the conference call. He proposed another option would be to bring the
representatives of BAE to Bozeman, and asked if the City would be willing to split the costs.
Mayor Youngman stated that, if representatives from BAE are brought to Bozeman,
it should be on the basis of negotiating and signing a contract, and possibly making it the first
visit for the study. She stated that this is clearly the firm on which there is the potential for
agreement, and recognized the importance of structuring the study for quickness and
prod uctivity.
Commissioner Kirchhoff suggested a conference call first could help to address many
of the issues.
Mr. Sabol indicated the purpose of bringing representatives from BAE to Bozeman
would be to focus on what is to be done, and to give them an opportunity to revise the scope
of services. He stressed that he must submit whatever results from those discussions to
WalMart for their consideration and approval. He then stated it is obvious a contract will not
be signed with Watts and Associates, and apparently not with Canyon Research Southwest.
He indicated that he will not say WalMart will sign an agreement with Bay Area Economics but,
if the scope and dollars and time can be negotiated down to a level with which they can live,
they probably will sign.
. Mayor Youngman suggested that a couple Commissioners be charged with developing
a more focused scope of services, for review and comment by the other Commissioners. She
noted a joint meeting could then be held, followed by a conference call. As the result of
discussion, it was determined that Mayor Youngman and Commissioner Kirchhoff will develop
the initial ideas, for review and consideration by the other Commissioners prior to a joint
meeting and conference call, which will be scheduled for noon or afternoon on Wednesday,
May 31, or Thursday, June 1.
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Mr. Joe Sabol stated the other overriding question pertains to annexation. He
acknowledged that the City does not want to change its annexation policy to accommodate
annexation of a small piece of the remaining parcel. He cautioned, however, that WalMart has
no control over the landowner, who may choose not to annex the entire 20 + -acre parcel when
WalMart wants only 2 % acres for its expansion. He indicated that another alternatlive to
accommodate the proposed WalMart expansion is a 20-foot or 30-foot easement and redesign
of the store. He stated that, at the present time, they are simply awaiting answers before
determining how to proceed with their project.
. Commissioner Smiley asked that the Clerk of the Commission get copies of the latest
version of the Montana Business Quarterly from the University of Montana, in light of the
economic information it provides.
It was moved by Commissioner Frost, seconded by Commissioner Smiley, that the
Commission recommend to WalMart that Bay Area Economics (BAE) be selected as the firm
to conduct the economic impact study. The motion carried by the following Aye and No vote:
those voting Aye being Commissioner Frost, Commissioner Smiley, Commissioner Kirchhoff,
Commissioner Brown and Mayor Youngman; those voting No, none.
Work Session - Review of City Manager's Budget Recommendations for Fiscal Year 2000-2001
City Manager Johnson stated that senior staff members are present to respond to
specific questions from Commissioners.
Through a power point presentation, Administrative Services Director Miral Gamradt
highlighted the process used in developing the City Manager's recommendations for the budget
for the upcoming fiscal year, contrasting it from past years. He noted that, in the past, the
budget recommendations were prepared and staff then made presentations to the Commission
based on what was in that budget. The result was that it was basically too late for the
Commission to make any substantive changes to the document. He stated that process has
. now been turned around; and this year it began with the Commissioners and senior staff
members touring the various departments and listening to staff presentations, with the purpose
being to seek Commission support or guidance on budgetary issues. He indicated that staff
has carefully reviewed the various activities currently undertaken, in an effort to identify
whether they should be continued and, if so, whether they can be done more efficiently or
effectively. He noted that the staff subsequently sought policy direction from the Commission,
and that input provided the framework upon which the budget document was based.
Administrative Services Director Gamradt stated that once the departments submitted
their requests, he worked with City Manager Johnson to create a budget recommendation
which fits within the monies available and which meets the Commission's priorities. He
showed several different graphics which depict the various departments and expenditures in
a variety of breakdowns. He recognized that the percentage expended for personnel is lower
than in most governmental entities, largely because this budget is capital and infrastructure
intensive.
The Administrative Services Director stated this year's total budget is $34.8 million,
and cautioned that a portion of that budget is for large infrastructure improvements that will
be funded in part through grants. He indicated that the total number of employees in this
budget is 274.43 FTE, up 2.84 FTE from last year. The recommended mill levy is 145.97 mills,
which includes 7.11 floating mills.
. The Administrative Services Director concluded by highlighting some of the key issues
in each budget unit, under the five general categories of general government, public safety,
public services, public welfare, and other. He also briefly highlighted the revenue sources,
characterizing some of them as very predictable while others are volatile.
Responding to questions from Commissioner Frost, Administrative Services Director
Gamradt stated that this budget recommendation anticipates a 3 %-percent growth in the tax
base due to new annexations and new development and a 3 %-percent decrease in the mill
value due to recent legislative changes. He indicated that the 7.11 floating mills are spread
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throughout the budget, in anticipation of the Commission levying those additional mills. He
indicated that if the Commission chooses not to levy those mills, the budget will need to be
reduced accordingly.
In response to questions from Commissioner Frost, City Manager Johnson distributed
a listing of the Commissioners' goals for Fiscal Year 2000-2001, in priority order, and a
statement on how his budget recommendations meet those goals. He acknowledged that this
information is not specifically spelled out in the budget document.
. Responding to Commissioner Brown, Administrative Services Director Gamradt
confirmed that if the Commission does not levy the floating mill, it loses the opportunity to levy
that amount in future years.
Mayor Youngman asked that the Commissioners discuss whether they are satisfied
that their high and medium goals have been adequately integrated into the budget. She also
requested that the Commissioners be provided with a listing of the staff requests that were not
included in the final budget recommendations. She stated that, without that information, the
Commission will simply be rubber stamping the City Manager's budget recommendations.
City Manager Johnson indicated that the listing of items not funded can be included
in the packets for next week's meeting. He noted that staff was asked to assist in reducing
the general fund portion of the budget by $600,000; and staff members made choices in what
they wished to have funded.
Administrative Services Director Gamradt stated that all of the Commission's goals
in the enterprise funds have been included in the budget. He stated, however, that meeting
the goals in the general fund is a problem.
Mayor Youngman proposed that, rather than increasing the amount for board requests
from $500 to $10,000, it be increased from $500 to $1,000, with the remaining $9,000 being
earmarked for water conservation efforts, since that is one of the top five Commission priorities
. and a priority of the capital improvement program citizens' review panel and the broad
spectrum task force, yet remains unfunded. She stated monies need to be expended to craft
a program for Bozeman, and staff has suggested that outside expertise is needed for developing
a rate structure or an incentive based program that encourages water conservation.
Responding to City Manager Johnson, Administrative Services Director Gamradt
stated the water fund will have a projected balance of $471,000 at the end of the upcoming
fiscal year. He then cautioned that monies for a water conservation program would be more
appropriately spent from the water fund than from the general fund. All Commissioners
concurred they would like water conservation added to the budget.
Commissioner Brown stated his support for retaining a level of reserves, noting it is
imperative to cover operations until the tax revenues are received.
Commissioner Smiley noted that her top priority, which is replacement of the cover
on the Lyman Creek reservoir, is included in the budget.
Commissioner Kirchhoff stated he wants to see more flexibility in the monies
budgeted for water conservation, stating that is his top priority, over any specific water supply
infrastructure projects.
. City Manager Johnson stated that the model ordinances for water conservation
programs that he has reviewed provide financial incentives, including rebates for changing out
old hardware, such as faucets and toilets, and the purchase of low-gallon washing machines.
He noted that the rate structure can also be revised, to ensure that those who use more water
pay more. He cautioned that either approach can have an impact on the fund, either through
increased expenditures or decreased revenues.
Commissioner Smiley suggested that both infrastructure enhancements and water
conservation efforts are needed.
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Commissioner Brown raised several questions about specific items in the budget. He
suggested that the wording on Page 0-13, under City Manager, be revised or clarified, so that
the information does not reflect zero meetings with the County Commissioners. He then
questioned the statistical information on Page 0-19, under the Municipal Court, and why the
numbers have dropped so dramatically; the City Manager indicated the Judge will need to
respond to those questions. In response to questions about the staffing level for Planning, as
contained on Page 0-35, Planning Director Epple indicated that replacing the former Assistant
Planning Director position with an entry level planner has made no change in the FTE, although
the two temporary planner positions have only been budgeted for 2/3 of the year.
. Commissioner Brown then raised several questions about the inter-relationship
between the Police Department, as listed on Page E-4, and joint dispatch, shown on Page E-28.
The City Manager indicated that the monies budgeted for joint dispatch are simply remitted to
the County, so it has no specific expenditures for personnel, operations or capital attached.
He indicated that the proposed level of funding for the upcoming year is $400,000, up from
the approximate total of $330,000 appropriated for this fiscal year.
Responding to comments from Commissioner Brown, the City Manager cautioned that
comparing one budget year to another can lead to inaccurate deductions because of the
fluctuations that can result from one-time expenditures in operations and capital.
Administrative Services Director Gamradt stated this is the second year of the new
format for the budget document. He noted that this format includes all of the costs for a
certain program or department, rather than having various pieces spread throughout the
document. He cited the Police Department as an example, noting that in previous budgets, the
police operations, DARE, domestic violence and special revenue fund were split out individually.
Mayor Youngman asked if traffic calming devices adjacent to Kirk Park are included
in the budget, since those must be completed prior to opening of the skate park, at the City's
expense. She recognized that construction of the skate park has been delayed, so it may be
possible to defer the installation of those devices until next year; however, their installation
. must be coordinated with the skate park.
City Manager Johnson indicated that staff will review the motion and try to identify
the needed improvements prior to next week's meeting.
Mayor Youngman closed this agenda item and encouraged Commissioners to forward
any additional comments to staff during the week so they can be discussed at next week's
work session.
Discussion - FYI Items
City Manager Johnson presented' to the Commission the following "For Your
Information" items.
( 1 ) Copy of a memo from Project Engineer Karen Finke, dated May 4,
forwarding responses to questions raised during the April 24 work session, along with a packet
of public comment received regarding possible expansion of the landfill.
(2) Memo from Health Officer Stephanie Nelson, dated May 18, announcing that
the Environmental Health Services Division will be relocating to the second floor of the
. Courthouse on May 31 and June 1 and announcing that the administrative services have been
relocated to the first floor of the Courthouse.
(3) Schedule for adoption of the budget for the upcoming fiscal year.
City Manager Johnson stated this schedule is essentially based on last year's process.
He noted that under this schedule, the budget is to be adopted in mid-June but the public
hearings pertaining to the mill levy and adoption of the mill levy resolution are to be deferred
until after the mill valuation has been received.
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Responding to questions from the City Manager, the Commissioners indicated a desire
to have the power point presentation made at the beginning of the public hearing. They
suggested that it be expanded to include a listing of those items not funded in the budget as
presented, particularly in the general fund.
(4) Copy of the information presented at the Transportation Coordinating
Committee meeting held on Wednesday.
(5) Agenda for the Development Review Committee meeting to be held at 10:00
. a.m. on Tuesday, May 23, in the Commission Room.
(6) Agenda for the Design Review Board meeting to be held at 3:30 p.m. on
Tuesday, May 23, in the Commission Room.
(7) Agenda for the Montana Transportation Commission meeting to be held on
May 25 in Great Falls.
(8) City Manager Johnson announced that a MEGA board meeting has been
scheduled for Wednesday morning. He noted a sub-committee reviewed the four consultant
proposals received and interviewed those companies, and the selection has now been narrowed
to two, with the final selection to be made shortly.
Mayor Youngman stated that she has backed off on consumer representation because
the representatives from Missoula and Helena have reputations as consumer advocates. She
suggested that, with this type of representation already, it does not seem appropriate to
complicate the process with additional appointments; rather, it is would be better addressed
during appointment of the permanent board.
The City Manager stated he is also struggling with the 51-percent majority
representation for Cities, because of the issues revolving around public versus private and the
effects on disclosure. He then indicated that it is anticipated the business people appointed to
. the board will represent those local governments that appointed them.
(9) Assistant City Manager Brey stated that a copy of the graduate student
paper on water is in the Commissioners' mailbox.
Mayor Youngman noted that Ms. Debra DeBode has indicated a willingness to make
a presentation to the Commission. She noted that Ms. DeBode will be traveling in June, but
she will get those dates so the presentation can be scheduled as soon as possible.
(10) Assistant City Manager Brey stated the Bozeman Downtown Improvement
District Board has forwarded its recommendations for the Business Improvement District Board.
He indicated that appointment of that board will be placed on the June 5 agenda for action.
(11 ) Commissioner Brown stated he attended the meeting on economic
development held at the Chamber of Commerce on Friday. He noted that one of the concerns
raised was speeding up the City's review process. He stated that Rob Buckvich, Montana
Department of Transportation, gave credit to Senator Max Baucus for the transportation monies
that Montana has received, noting that the state has received $2.35 for every $1.00 paid. He
noted that, in light of the leveraging which Montana enjoys, it would be foolish to reduce the
state tax.
. Commissioner Brown noted this meeting was preliminary to the meeting in Great Falls
on June 25 and 26. He asked if the City will be sending representation to that meeting, stating
he feels it would be worthwhile to do so.
( 12) Mayor Youngman submitted the following. (1) Announced that she will be
participating in the wetlands workshop on Wednesday, and encouraged other interested
Commissioners to attend. (2) Noted there were several good articles in the May edition of the
American City and County and in a recent edition of the Nation's Cities Weekly.
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( 13) Mayor Youngman reminded the Commissioners of the meeting on second
hand smoke scheduled for tomorrow night. She asked who can attend; following discussion,
Commissioner Brown indicated he can attend on behalf of the Commission.
(14) Mayor Youngman stated she will attend the traveling road show on pollution
solutions, beginning at 11 :00 a.m. on Wednesday. She invited all interested Commissioners
to stop by the show if possible.
Commissioner Smiley stated that, while she would like to attend, she cannot do so
. on such short notice. She asked that, in the future, Commissioners be provided copies of this
type of invitation as quickly as possible.
Adjournment - 5:05 D.m.
There being no further business to come before the Commission at this time, it was
moved by Commissioner Frost, seconded by Commissioner Smiley, that the meeting be
adjourned. The motion carried by the following Aye and No vote: those voting Aye being
Commissioner Frost, Commissioner Smiley, Commissioner Kirchhoff, Commissioner Brown and
Mayor Youngman; those voting No, none.
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MARCIA B. YOUNG J\N, Mayor
ATTEST:
e~ ;/~
. ROBIN L. SULLIVAN
Clerk of the Commission
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