HomeMy WebLinkAbout1999-12-13 Minutes, City Commission
MINUTES OF THE SPECIAL MEETING/AGENDA MEETING/WORK SESSION
OF THE CITY COMMISSION
BOZEMAN, MONTANA
December 13, 1999
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. The Commission of the City of Bozeman met in special meeting, agenda meeting and
work session in the Commission Room, Municipal Building, on Monday, December 13, 1999,
at 3:00 p.m. Present were Mayor Youngman, Commissioner Smiley, Commissioner Rudberg,
Commissioner Frost, Commissioner Kirchhoff, City Manager Johnson, Assistant City Manager
Brey, City Attorney Luwe and Clerk of the Commission Sullivan.
The meeting was opened with the roll call, Pledge of Allegiance and a moment of
silence.
Sianim;J of Notice of SDecial Meetina
Each Commissioner, in turn, signed the Notice of Special Meeting.
Decision - Dreliminary plat for Lewis and Clark Subdivision - State of Montana DeDartment of
Natural Resources and Conservation - subdivide 33.415 acres located in the SW% and NW%.
Section 36. T1 S. R6E. MPM. into 8 industrial lots (alona north side of Baxter Lane. east of
Simmental Way) (P-9933)
. This was the time and place set for the decision on the preliminary plat for Lewis and
Clark Subdivision, as requested by the State of Montana Department of Natural Resources and
Conservation under Application No. P-9933, under which 33.415 acres located in the
Southwest one-quarter and the Northwest one-quarter of Section 36, Township 1 South, Range
6 East, Montana Principal Meridian, is to be subdivided into eight industrial lots. The subject
property is more commonly located along the north side of Baxter Lane and east of Simmental
Way.
In response to Planning Director Andy Epple, Commissioner Rudberg stated the only
outstanding issue from last week's meeting was Condition No. 11, pertaining to the stormwater
retention area.
Commissioner Kirchhoff stated that, during this past week, he has reconsidered his
position on Condition NO.1 0, and now cannot support the applicant's requested modifications
to that condition. He noted, rather, he feels the City must put infrastructure first and buildings
second, recognizing that the failure to do so has recently created some unnecessary pressure
on staff.
Responding to Commissioner Rudberg, Commissioner Kirchhoff noted that, even if a
condition is attached that does not allow occupancy until the traffic signal is operational, the
potential remains that the applicant will retain an expectation of occupancy once the building
. is completed, thus placing undue pressure on the City.
Commissioner Rudberg noted that the Chamber of Commerce building, located at the
intersection of North 19th Avenue and Baxter Lane, was the latest to seek authorization to
occupy its new facility, even though the traffic signal at that intersection has not yet been
installed. She stated that, in that situation, the Montana Department of Transportation (MOoT)
controls the design and timing of installation of that traffic signal, which is outside the City's
purview.
Commissioner Kirchhoff reiterated his position that the City should ensure adherence
to its policies and consistency in applying them. He also confirmed his position that the City
should require infrastructure first and building second.
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Commissioner Frost stated his concurrence with Commissioner Kirchhoff's position.
Mayor Youngman stated that she recognizes the arguments on both sides of this
issue; however, she feels it is easier and more appropriate to uphold policy. She noted that
when the City makes exceptions, it is sometimes difficult to find the basis and those actions
ultimately lead to new policies.
. Commissioner Rudberg stated she feels the requested modification provides sufficient
safeguards to preclude undue pressure on the City, particularly since it would allow for only one
building permit to be issued after the contract for the traffic signal has been awarded and
construction has been initiated.
Commissioner Smiley expressed concern about changing any conditions at this time,
particularly in light of how long projects have been in process when they reach the
Commission. She indicated her support for the recommended conditions, recognizing the need
to address Condition No. 11 prior to taking action.
City Engineer Craig Brawner distributed copies of a memo dated December 13, in
which he addressed the issue of stormwater ponds on private lots. He stated that staff is
particularly concerned about stormwater ponds and open stormwater channels on private
residential lots; however, those same concerns apply to commercial lots as well. He noted that
if a stormwater pond is located on a private lot, it is a common tendency for the developer to
regrade the lot, thus eliminating the pond area. In light of the difficulty in controlling those
pond areas on private properties, the City's policy is to require that they be located in common
open space. He also noted that having the stormwater pond in a common open space provides
for shared long-term maintenance responsibilities, as well as risks and liabilities. He noted that
in this instance, the stormwater retention pond under discussion is for the streets and
sidewalks, which are common elements of the subdivision.
. The City Engineer concluded by forwarding a possible revision to Condition No. 11,
to address some of staff's concerns.
Responding to Commissioner Smiley, City Engineer Brawner stated that his staff is
in the process of developing a written infrastructure pOlicy for the Engineering Department,
which will be forwarded to the Commission for review and approval, rather than incorporating
those requirements into the code.
Responding to Commissioner Kirchhoff, the City Engineer stated that the north end
of the northernmost lot is triangular in shape and down gradient from the remainder of the
property, making it an ideal location for the stormwater pond. He noted that parcel looks like
a logical place for common open space, and questioned why the applicant would hesitate to
do so.
During discussion, the Commissioners recognized the importance of creating
standards and policies that are consistently applied. They also noted those standards and
policies should be made available to the applicants early in the development process, so they
can meet the applicable requirements.
Responding to Mayor Youngman, Commissioner Kirchhoff stated his willingness to
accept the applicant's requested changes to Condition No. 20, but not any of the others.
. Commissioner Smiley stated she has no problem with the applicant's proposed
changes to Condition Nos. 10, 11 or 20.
Commissioner Rudberg stated that she, too, supports the applicant's proposed
changes to Condition Nos. 10, 11 and 20.
Commissioner Frost stated he can support only the proposed changes to Condition
No. 20. He noted his concern on No. 10 is the length of time it can take to complete an
infrastructure improvement, citing the extension of Oak Street between North 7th Avenue and
North Rouse Avenue as an example.
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Mayor Youngman stated that she, too, supports the proposed revision to Condition
No. 20, but not the other proposed revisions.
Mr. Bob Harrington, Department of Natural Resources and Conservation, noted that
he viewed a couple of comments at last week's meeting as being critical of his providing last
minute changes to the recommended conditions; and stated that those changes were in
response to the staff memo, which he received at noon on Friday. He noted that, had he
. known the reasons behind the policy to place stormwater ponds in common open space, he
may not have held onto his position as long as he did at last week's meeting. He noted that,
in light of this requirement, he must now prepare to go before the Land Board and make an
argument for disposing of State school lands without compensation, to create a common open
space lot for the stormwater retention pond. He stated that he is disturbed by this requirement,
particularly when he recognizes that it is not a consistently applied policy.
Mr. Harrington also expressed concern that the Commission has previously allowed
the issuance of building permits prior to completion of infrastructure improvements, citing the
relaxations approved for the Target store as an example. He noted that the estimated time for
installation of the traffic signal is two months, while it will take six to seven months to
complete the building for which he has requested some flexibility in obtaining the building
permit. He concluded by stating he feels the stormwater pond can be as protected on private
property, with covenants and a homeowners' association, as it would be on City property.
It was moved by Commissioner Frost, seconded by Commissioner Kirchhoff, that the
Commission approve the preliminary plat for Lewis and Clark Subdivision, as requested by the
State of Montana Department of Natural Resources and Conservation under Application No. P-
9933, under which 33.415 acres located in the Southwest one-quarter and the Northwest one-
quarter of Section 36, Township 1 South, Range 6 East, Montana Principal Meridian, is to be
subdivided into eight industrial lots, subject to the following conditions:
. 1. Annexation to the City of Bozeman and adoption by ordinance of
the City Commission of the preliminarily-approved M-1 zoning
must be completed prior to
the commencement of the
development of the property. Annexation must occur prior to
extension of any City water or sewer service to the property or
connection to such services already available to the site.
2. The final plat shall be adequately and clearly dimensioned, and
submitted at a scale no smaller than one hundred (100) feet to the
inch. It shall be submitted on one or more sheets of 18-inch by
24-inch or 24-inch by 36-inch paper with a 1 }'2-inch margin on the
binding side. All certifications shall be shown or referenced on
one sheet. If more than one sheet must be used to accurately
portray the land subdivided and necessary certificates, each sheet
must show the number of that sheet, the total number of sheets
included, and contain the appropriate title information.
3. Corrections and additions to the certificates shall be provided on
the final plat as provided in Section 16.32 for subdivisions within
the Bozeman city limits, and shall: a) include a corrected
Certificate of Dedication and Certificate of Surveyor; b) reference
. the correct year during which signed; c) include a Certificate of
Completion of Improvements, a Certificate of Director of Public
Service, and Release of Sanitary Restrictions; and d) omit the
Certificate of County Commissioners.
4. Covenants shall be recorded with the final plat which shall
specifically include the following provisions: a) that all county
declared noxious weeds will be controlled; and b) an Owners'
Association or other mechanism established to maintain all
applicable open space and storm water facilities. Covenants
should also address snow removal/road maintenance, restrictions
imposed on swales and retention/detention facilities, and building/
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landscaping design guidelines as portions of the proposed
subdivision lie within the Entryway Corridor Overlay.
5. Prior to final plat approval, a Memorandum of Understanding shall
be entered into by the Weed Control District and the subdivider
for the control of county declared noxious weeds and a copy
provided to the Planning Office.
. 6. As recommended by the State Historical Preservation Office and
provided in Section F. of the Environmental Assessment for Lewis
& Clark Commercial Subdivision, a cultural inventory of the site
must be conducted and submitted to the Montana Historical
Society Historic Preservation Office for review prior to the
issuance of any building permits.
7. The final plat shall conform to all requirements of the Bozeman
Area Subdivision Regulations and the Uniform Standards for Final
Subdivision Plats and shall be accompanied by all required
documents, including certification from the City Engineer that as-
built drawings for public improvements were received, a platting
certificate, and all required and corrected certificates. The final
plat application shall include two (2) signed cloth back (or
equivalent) copies; two (2) signed reproducible copies on a stable
base polyester film (or equivalent); two (2) digital copies on a
double-sided, high density 3%-inch floppy disk; and five (5) paper
prints.
8. Conditional approval of the preliminary plat shall be in force for
not more than three calendar years, as provided by State statute.
. Prior to that expiration date, the developer may submit a letter of
request for the extension of the period to the Planning Director for
the City Commission's consideration.
9. All required on-site and off-site infrastructure improvements
including 1) water and sewer main extensions and 2) public
streets including curb and gutter, sidewalk and related storm
drainage infrastructure, and required transportation
and
signalization improvements shall be constructed and accepted by
the City or financially guaranteed prior to final plat approval. No
building permits shall be issued until the traffic signal at the
intersection of Baxter Lane and 19th Avenue is fully operational.
If it is the developer's intent to file the plat prior to the completion
of all required improvements, an Improvements Agreement shall
be entered into with the City of Bozeman guaranteeing the
completion of all improvements in accordance with the preliminary
plat submittal information and conditions of approval. If the final
plat is filed prior to the installation of all improvements, the
developer shall supply the City of Bozeman with an acceptable
method of security equal to 150% of the cost of the remaining
. improvements.
10. Storm Water Management Plan:
A detailed Stormwater Management Plan for the subdivision for
a system designed to remove solids, silt, oils, grease, and other
pollutants from the runoff from the private and public streets and
all lots must be provided to and approved by the City Engineer.
The plan must depict the maximum sized retention/detention basin
location, and locate and provide easements for adequate drainage
ways within the subdivision to transport runoff to the stormwater
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receiving channel. The plan shall include sufficient site grading
and elevation information (particularly for the basin sites, drainage
ways, and lot finished grades), typical stormwater retention/
detention basin and discharge structure details, basin sizing
calculations, and a stormwater maintenance plan.
Any stormwater ponds located within park or open space shall be
. designed and constructed so as to be conducive to the normal use
and maintenance of the park or open space. Stormwater Donds
shall not be located on orivate lots.
Detailed review of the final grading and drainage plan and
approval by the City Engineer will be required as part of the
infrastructure plan and specification review process.
11. All drainage swales and retention/detention
pond facilities
proposed for storm water runoff of streets located in the required
front yard setbacks and the 1-90 Entryway Corridor 50-foot
setback, shall be limited to a maximum depth not to exceed one
and one-half feet and a slope of 1 :4. Furthermore, all on-site
retention/detention ponds proposed for each individual lot that is
proposed to be located in the required yard setbacks shall be
limited to one-third of the length of the lot frontage, or one-third
of the designed area of the ponds, whichever is less.
12. The location of and size and distinction between existing and
proposed sewer and water mains and all easements shall be
clearly and accurately depicted, as well as all nearby fire hydrants
and proposed fire hydrants on the improvement drawings.
. 13. The water main extension for the subdivision shall be fully looped.
Water mains shall be extended to the subdivision property line(s)
to adequately accommodate future extensions and/or looping.
Any required State or County occupancy permits required for
water or sewer main extensions shall be obtained and provided to
the City Engineer.
14. Plans, specifications and a comprehensive utilities design report
for water and sewer main extensions, prepared and signed by a
Professional Engineer (PE) registered in the State of Montana shall
be provided to and approved by the City Engineer. Water and
sewer plans shall also be approved by the Montana Department
of Environmental Quality. The applicant shall also
provide
professional engineering services for construction inspection, post-
construction certification, and preparation of
mylar record
drawings. Construction shall not be initiated on the public
infrastructure improvements until the plans and specifications
have been approved and a preconstruction conference has been
conducted. No building permits shall be issued prior to substantial
completion and City acceptance of the required water and sewer
. infrastructure improvements.
15. Any easements needed for the water and sewer main extensions
shall be a minimum of 30 feet in width, with the utility located in
the center of the easement. In no case shall the utility be located
less than 10 feet from the edge of the easement. All necessary
easements shall be provided prior to final plat approval and shall
be shown on the plat.
16. Unless already filed with the property, the applicant shall provide
and file with the County Clerk and Recorder's office an executed
Waiver of Right to Protest Creation of S.I.D:s for the following:
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a. Street improvements to Baxter Lane
and
Simmental Way, including paving, curb and
gutter, sidewalk and storm drainage facilities.
The document filed shall specify that in the event an 5.1.0. is not
utilized for the completion of these improvements, the developer
agrees to participate in an alternate financing method for the
. completion of said improvements on a fair share, proportionate
basis as determined by square footage of property, taxable
valuation of the property, traffic
contribution from the
development or a combination thereof.
17. A 1-foot "no access" strip shall be provided along Baxter Lane for
Lot 3, Block 1 to prohibit direct access from that lot to Baxter
Lane. Lot 5, Block 2 will be allowed only one approach. No
access shall be allowed from Lot 5, Block 2 onto Baxter Lane
within 200 feet of Boot Hill Court. Further, a 1-foot "no access"
strip shall be provided along Simmental Way for Lots 1, 2, and 3
of Block 1. The applicant shall obtain and provide the City a copy
of any necessary permits from the County Road Office for all
accesses onto County roads prior to initiation of construction of
accesses.
18. Boot Hill Court shall be constructed to a full City standard, i.e., 37
feet from back of curb to back of curb with standard boulevard
and sidewalk on both sides. Plans and specifications for the
public street including curb, gutter and sidewalk and related storm
drainage infrastructure improvements, prepared by a Professional
Engineer (P.E.) registered in the state of Montana shall be
. provided to and approved by City Engineer.
Pursuant to Section 16.14.040 of the subdivision code sidewalks
along Boot Hill Court shall be installed at the time of the
installation of the street improvements. Construction of City
standard sidewalk one foot from the property line adjacent to
Baxter Road shall be required prior to final plat approval; however,
no building permits shall be issued prior to substantial completion
and City acceptance of the required street, curb and gutter, and
storm drainage infrastructure. The developer will be allowed to
financially guarantee sidewalks along Boot Hill Court and Baxter
Lane, provided that all sidewalks fronting on individual lots are
installed at the time those lots are developed.
Stop signs and street name signs will be required at the
intersections of Boot Hill Court with Simmental Way and Baxter
Lane.
The applicant shall also provide Professional Engineering services
for construction inspection, post-construction certification and
preparation of mylar record drawings. Construction shall not be
. initiated on the public street until the plans and specifications
have been approved by the City Engineer and a pre-construction
conference has been conducted.
19. The applicant shall dedicate to the City one-half of a 60 foot right-
of-way (30 feet) located on the subject property for Simmental
Way. The applicant shall also dedicate one-half of a 100 foot
right-of-way (50 feet) for Baxter
Lane adjacent to this
development.
20. The improvements to the intersection of Baxter Lane and North
7th Avenue which the Montana Department of Transportation
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recommended be installed (see Sandra Straehl's letter to Therese
Berger dated October 15, 1999) shall be in place or financially
guaranteed prior to final plat approval. If the plat is filed with a
financial guarantee for the improvements, the improvements must
be fully installed and accepted prior to issuance of any building
permits in the subdivision.
. 21. If construction activities related to the project result in the
disturbance of more that 5 acres of natural ground, an erosionl
sediment control plan may be required. The Montana Department
of Environmental Quality may need to be contacted by the
Applicant to determine if a Stormwater Discharge Permit is
necessary. If a permit is required by the State, the developer shall
demonstrate to the City full permit compliance.
22. Any permits required by other agencies having jurisdiction (i.e.
310, 404, Turbidity exemption, etc.) shall be obtained by the
applicant and copies provided to the Planning Office prior to
approval of the related plans and specifications or construction of
the intended work.
The motion carried by the following Aye and No vote: those voting Aye being Commissioner
Frost, Commissioner Kirchhoff and Mayor Youngman; those voting No being Commissioner
Smiley and Commissioner Rudberg.
ADDointment of Commissioner to Audit Committee
Included in the Commissioners' packets was a memo from Clerk of the Commission
. Sullivan, dated December 10, regarding the appointment of a Commissioner to replace former
Mayor AI Stiff on the Audit Committee.
It was moved by Commissioner Smiley, seconded by Commissioner Rudberg, that
Commissioner Kirchhoff be appointed to replace former Mayor Stiff on the Audit Committee.
The motion carried by the following Aye and No vote: those voting Aye being Commissioner
Smiley, Commissioner Rudberg, Commissioner Frost, Commissioner Kirchhoff and Mayor
Youngman; those voting No, none.
Aaenda Meeting - for regular meetina and Dublic hearings to be held on December 20. 1999
Since this is an agenda meeting, only those issues requiring staff action are contained
in the minutes.
City Manager Johnson briefly reviewed the background information which was
included in the Commissioners' packets.
(5) Commissioner Rudberg asked if those companies being considered for the
new system have done work in Montana, and whether staff has checked with those
communities in which they have done work.
. (8&9) City Manager Johnson stated that if the agreement is not signed by the
parties involved by packet deadline on Thursday, these items will be dropped from the agenda.
( 13) City Manager Johnson stated this ordinance needs some revisions prior to
Commission adoption, stressing that the draft included in the Commissioners' packets was
prepared quickly last week, without the benefit of any reviews.
Commissioner Rudberg raised questions about the existing language in the ordinance,
and whether the School Board provides any input on those members appointed to represent the
schools. She suggested that, if not, the ordinance should possibly be revised. She also
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questioned the proposed restrictions on student representatives, suggesting that they need
revision prior to the Commission considering this ordinance.
(14) City Manager Johnson noted this ordinance also needs revisions prior to
Commission adoption.
Commissioner Rudberg expressed several concerns about the proposed ordinance,
. including some of the existing language and the provision that all appointments expire at the
same time. She also noted that under this ordinance, as written, all appointees to the board
must be city residents.
(22) Associate Planner John Sherman gave a brief overview of the requested
rezoning, on two lots located at the intersection of West Short Street and North 6th Avenue.
He stated the staff is unable to support the request, but has suggested alternative processes
under which a specific use might be allowed on the subject property. He then indicated that
the Zoning Commission has concurred in staff's recommendation.
(25) Assistant City Manager Brey stated that no comment has been received to
date. He noted that, following the public hearing, the Commission will be asked to consider
a resolution of annexation, which will be included in next week's packet.
Break - 4:05 to 4:10 D.m.
Mayor Youngman declared a break from 4:05 p.m. to 4:10 p.m., to give an
opportunity re rearrange the Commission Room for the joint meeting.
Work Session - Joint meeting with County Commission re (A) West Babcock Street: (B) 9-1-1
. Center: and IC) setting date. time and aaenda for next ioint meetina
In addition to the City Commissioners and City staff, others present included:
County Commission Chair Bill Murdock
County Commissioner Jennifer Smith Mitchell
County Commissioner Phil Olson
County Attorney Marty Lambert
Sheriff Bill Slaughter
Chief of Police Mark Tymrak
Deputy Fire Chief AI Scholes
9-1-1 Director Jenny Hansen
West Babcock Street.
County Commission Chair Murdock stated that the County Commissioners sent a
letter to the county residents along West Babcock Street, dated November 22, 1999. He read
the letter into the record and had copies of it distributed to the City Commissioners. He noted
that the County Commission previously sent a letter to the City Commission, dated November
19, attached to which was a copy of the letter from Mr. Arthur Wittich, attorney representing
. the West Babcock Street County Landowners Association, dated November 10.
County Commission Chair Murdock noted that the County has made a commitment
to acquire right-of-way from fenceline to fenceline and to make efforts to not encroach into
yards or negatively impact sewer systems. He stated it is important to recognize that the
properties along West Babcock Street are slowly being annexed into the city, parcel by parcel,
and that all properties along that roadway will be inside city limits in the next few years. He
stated that, in light of the concerns voiced by some of the county residents along that
roadway, the Commissioners have listed six issues on which they are seeking input by March
1, 2000, to assist in determining the next step in acquiring right-of-way.
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Responding to County Commission Chair Murdock, Mayor Youngman stated the City
Commission has had some initial discussion on the County's letter dated November 19, but has
taken no action. She noted the City Commission is willing to consider some of the points,
which would involve the City's covering some costs; however, she noted that issues like
exemption from impact fees has been determined not legal and, therefore, cannot be
considered. She noted that the City has previously committed to cover various costs and has,
in fact, set aside $200,000 toward the design of the street improvements.
. Mayor Youngman then asked the County Commissioners what commitment they
would be willing to make toward cost sharing on this project. She suggested that this issue
should be discussed while waiting for the public input, since waiting until after that input is
received will result in another four-month delay in the process.
County Commissioner Olson stated they need to know what the costs will be. He
noted that exemption from annexation will not cost anything.
Commissioner Mitchell stated she needs landowner input, noting it is difficult to figure
out what the County can commit to without that information.
County Commission Chair Murdock stated that when the County Commissioners
wrote the letter to the residents, they did not know the exact width of the right-of-way to be
acquired, what improvements would be included in the project or how much it would cost.
Commissioner Rudberg responded that the Commissions agreed, several months ago,
that the right-of-way would be 60 feet wide, and that the road improvements would include
two driving lanes, with sidewalks and bike paths on both sides of the street.
City Manager Johnson confirmed that comment, noting that the City previously
agreed to the fenceline to fenceline alignment, as requested by the County Commission. He
. stressed that, at that time, the City recognized the right-of-way would be approximately 60 feet
wide, which is five feet less than the 65-foot width required for a collector street under the
City's street standards. He noted that the cost of constructing the street improvements has
been estimated at $2.1 million, and that figure is a couple of years old.
Mayor Youngman noted that the City must negotiate on the points which impact it;
the County cannot negotiate on the City's behalf.
County Commission Chair Murdock stated the County wants to see what the City is
willing to do. He stressed that West Babcock Street is a collector, and it is important to
recognize that its improvement will benefit the entire community.
County Commissioner Olson characterized the property owners along West Babcock
Street as county residents who have not created the problem with that street; and the County
is simply trying to help them resolve their problems. He then stated that, until more questions
are answered, the County cannot identify its position or role in those improvements.
Commissioner Kirchhoff raised the possibility of parallel negotiations.
County Attorney Marty lambert voiced his concerns about the possibility of parallel
negotiations, stating he feels the Commissioners should jointly agree on their negotiation
. position. He characterized parallel negotiations as
providing an opportunity for
"miscommunication that would be mischievous and counterproductive".
Mayor Youngman asked that the Commissions be prepared to discuss this issue
further at the next joint meeting, in an effort to keep the process moving.
9-1-1 Center.
Included in the Commissioners' packets was a draft copy of the lengthy power point
presentation given by 9-1-1 Administrative Board Chair Marty lambert. He thanked those who
serve on the Administrative Board, noting that each one brings several years of experience in
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a specific area and a certain perspective that must be considered when addressing various
issues, including the level of service to be provided to constituents while providing for adequ;:1te
officer safety.
Chair lambert noted that the 9-1-1 Administrative Board held a retreat in November
and characterized it as a much-needed session designed to help stop the "backbiting,
backstabbing and bad feelings" associated with 9-1-1. He noted that, as a result of that
. retreat, he has developed his goals, which include having the board members focus on shared
interests and a commitment to work on this joint activity rather than individually. He stated
he also plans to develop a five-year plan, which he hopes to have completed within the next
sixty to ninety days, possibly through a series of two-hour sessions devoted to specific topics.
He characterized this step as extremely important as both governmental entities prepare to
begin the budgeting process for Fiscal Year 2000-2001. He stated another goal is to remove
distractions so the Director can do her job and help her stay out of the political situations in
which she has recently found herself. He noted that she should be allowed to focus on running
the center effectively and efficiently.
Chair lambert stressed the importance of focusing on interests, rather than "getting
caught up in the numbers". He recognized that the financial aspects of running the center are
important. He also noted that ensuring the safety of the firemen and the police officers on the
street is important, as well as providing the best service to the public under the circumstances;
and it is important to ensure those interests are melded in a positive manner.
Chair lambert stated that the statewide standards need to be integrated into all public
telecommunications systems, to ensure that the personnel from the various agencies can
communicate quickly and effectively. He noted that the technology used in this system must
meet the state's adopted standards. He indicated that both Sheriff Slaughter and 9-1-1
Director Hansen sit on committees working to develop the standards. He cautioned that,
eventually, Congress will control the band widths. He further cautioned that, at the present
. time, the frequencies used in Gallatin County are filled; and it is important to use the available
wave lengths more efficiently.
In response to comments from Commissioner Rudberg, Sheriff Bill Slaughter gave a
brief history on developing the proposed technology standards and the subsequent rejection of
legislation.
Commissioner Rudberg expressed concern that any five-year plan developed at this
time would be based on a moving target.
Chair lambert stated that the capital needs for the 9-1-1 operations must be
identified, and plans developed for addressing those needs. He stated that an inventory of all
repeater sites has revealed the community is dealing with 25-year-old technology; and that
equipment is reaching the end of its life with no parts being available. He stated that the RFP
process for a computer aided dispatch center revealed the total cost would be $3 million, with
$1.6 million for the center and $1.4 million for upgrading of the repeater sites. in light of those
costs, it was determined only the center would be pursued at that time; those costs have not
yet been fully paid.
Responding to Commissioner Rudberg, Director Hansen stated there are eight repeater
sites in the area. She noted there is only one repeater site in Bozeman; however, the City does
. use all of the sites in its coverage.
Chair Marty lambert noted that up to $500,000 is available immediately in technology
grants. He noted that three separate proposals could be submitted; however, the deadline is
January, so the process must be completed quickly. He suggested that if the center is
successful in obtaining the grants, some of the outstanding issues could be addressed.
Chair lambert stated a permanent site for the center needs to be identified. He noted
that an existing document indicates the 9-1-1 center will be located at the law and Justice
Center for two years, then relocated. He stated that the 9-1-1 center was included in the
proposal for a new detention center, as part of a walk-out basement. He noted that the costs
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of building the detention center, however, are estimated at $100 per square foot, while a
freestanding facility could be constructed for $50 to $60 per square foot.
Chair lambert stated that a mill levy is one of the cornerstones of the five-year plan.
He also noted that a City-County budget process needs to be developed, to ensure that the
Commissions work together in developing the annual budget for the 9-1-1 center operations.
He stated that this will help to make the budgets more consistent and help address the long-
. term capital and equipment needs. He indicated that a voted mill levy would eliminate the
double taxation now being incurred by residents of Bozeman and Manhattan. He indicated that
the mill levy, as proposed, would include annual incremental increases, rather than
implementing the entire mill levy at once.
Commissioner Rudberg stated that, as a private citizen, she would oppose a mill levy
with automatic incremental increases. She also suggested that, rather than increasing the mills
levied against property owners, it would be more equitable to seek a legislative change to
increase the amount paid on every telephone bill.
Chair Marty lambert addressed the issues of operations and staff, reminding the
Commission that just a few short years ago, when the City's Police Department was located
across the alley, animal control officers and sworn personnel often operated the radio. He
noted that when the consolidation was made, the City had one dispatcher and the County had
two dispatchers, and the number was reduced to two dispatchers per shift. He noted that the
number of dispatchers per shift has now been increased to three, which is the total number
used in the separated operations; and many of the dispatchers are working overtime to ensure
that level of coverage is maintained. He stated that, based on the "shift relief factor" formula,
a total of 19 dispatchers are needed, and there are currently 14 on staff.
Commissioner Rudberg stressed the importance of providing clear statistics that
support the need for more dispatchers. She also questioned whether the 9-1-1 center is taking
. business calls and stated it is important to recognize the workload may vary at different times
and on different days, thus the number of dispatchers on duty may also need to vary.
Chair lambert concurred with that assessment. He noted, however, it is important
to recognize that some emergency calls may come in on business lines rather than the
emergency line, citing the telephone calls regarding a plane crash a few years ago as an
example.
County Commission Chair Murdock suggested a bar graph, possibly from 1972 to
date, showing the increases in population and emergency calls, would be beneficial in
evaluating the needs of the center.
Chair lambert stated that, during the retreat, the Board determined that they would
not seek additional staffing during this fiscal year. However, he forwarded the Board's request
that monies be shifted within the appropriations, to allow for less staffing of the window and
more staffing of the 9-1-1 center.
Chair Marty lambert requested that the Commissions authorize him, Fiscal Officer Ed
Blackman, Susan lang from the County's Accounting Department, and City Manager Johnson
and Administrative Services Director Miral Gamradt to sit down and develop budget forms and
monthly budget reports that work for both entities. He also stressed the importance of
. eliminating extraneous charges from the 9-1-1 budget, expressing concern that the Board has
no control over some of the charges which have previously been made to that budget.
In response to Mayor Youngman, members of both Commissions concurred that the
proposed joint committee to create forms should be authorized to prepare those forms for use
in developing the budget for Fiscal Year 2000-2001.
Chair lambert stated that the 9-1-1 center desperately needs a CAD administrator to
maintain and support the dispatch operations. He noted the City has offered its Network
Administrator to serve in that capacity until one is hired; however, he stressed that this should
be a shared responsibility rather than a City responsibility to fund. He indicated that this
administrator position would be in addition to the dispatch positions previously identified.
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Chair lambert noted that $14,000 was budgeted for overtime costs for this fiscal
year, and that amount has already been expended. He also noted that the dispatchers have
accumulated over 700 hours of compensatory time, and that issue also needs to be addressed.
Chair Marty lambert noted that the 9-1-1 center is now in its new location, in the
basement of the Law and Justice Center, with the move and cut-over occurring on December
12. He stated that US West has approved the accuracy of the data being used, which was one
. of the items that held up the relocation of the center. He stated the center is now an enhanced
9-1-1 center, and the new GIS mapping system available to the dispatchers will help to improve
efficiency in providing emergency services.
Commissioner Smiley requested that the Commission be provided statistics, noting
that they are not included in the minutes of the 9-1-1 Administrative Board meetings.
County Commissioner Jennifer Smith Mitchell left the meeting at 5:30 p.m.
Commissioner Rudberg stressed the importance of recognizing that the City
Commission and the County Commission must balance the needs and requests of the 9-1-1
center with all of their other operations; and it is the Commissions that "drive the train as far
as monies go".
Responding to County Commissioner Phil Olson, 9-1-1 Director Hansen indicated that
the enhanced 9-1-1 features are being used at the present time. She stated that they received
clearance late Friday night and implemented the enhanced features on Sunday morning, when
the dispatch operations moved to the new 9-1-1 center.
Responding to Commissioner Frost, 9-1-1 Chair Marty Lambert reiterated his request
to transfer monies from one-half of a records position, at $7.00 per hour, and a full-time
warrants clerk position, at $9.79 per hour, to the dispatch operations, thus allowing for the
. hiring of an additional dispatcher for the remainder of Fiscal Year 2000.
Responding to questions from the Commissioners, Sheriff Slaughter stated that the
consensus of the 9-1-1 Administrative Board is that more personnel are needed in dispatch.
He noted that under this proposed reallocation of funds, the window upstairs will be open until
8:00 p.m. seven days a week. He indicated that, since these positions are part of the interlocal
agreement, both governmental entities will feel the budgetary impacts.
Mayor Youngman thanked the County Attorney for his presentation.
Setting date, time and agenda for next joint meeting.
Mayor Youngman suggested that the next joint meeting be set for February; the
Commissioners concurred. The Mayor then noted that two items have already been identified
for that meeting and asked that any other topics be forwarded so they can be incorporated into
the agenda.
Discussion - Commissioner Droiects
. None of the Commissioners submitted any comments under this agenda item.
Discussion - FYI Items
City Manager Johnson presented to the Commission the following "For Your
Information" items.
( 1 ) Letter from Mary Kate Boling, 223 East Olive Street, dated December 7,
regarding the proposed parking lot on South Bozeman Avenue.
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(2) Letter from Reach, Inc., dated December 6, forwarding the agenda for the
Transportation Advisory Committee meeting scheduled for noon on Friday, December 17.
(3) Letter from Todd Wilkinson, dated November 27, forwarding books to be
offered to those who donate over $50 to the Sundance Springs parkland fundraising efforts.
(4) Letter of resignation from the City Planning Board, dated December 6, as
. submitted by Bill Mitchell.
(5) Copy of an e-mail from Herb Wagner, dated December 13, requesting the
installation of stop signs at the intersection of North Third Avenue and West Lamme Street.
(6) Memo from Associate Planners Chris Saunders and Jody Olsen, dated
December 8, forwarding the draft table of contents for the Bozeman 2020 growth policy.
(7) Copy of the Review and assessment of how the goals, policies and
implementation strategies of the 1990 Bozeman Area Master Plan Update have been achieved
and addressed, as prepared by the Planning staff.
(8) Copy of the Bozeman 2020 Community Plan - Kick-Off Event/Open House
Visual Preferencing Results.
(9) Copy of the updated listing of boards and commissions, dated December
1999.
(10) Agenda for the Development Review Committee meeting to be held at 10:00
a.m. on Tuesday, December 14, in the Commission Room.
(11 ) Notice that the Design Review Board meeting for December 14 has been
. cancelled due to the lack of agenda items.
( 12) Agenda for the County Commission meeting to be held at 9:00 a.m. on
Tuesday, December 14, at the Courthouse.
Adjournment - 5:45 D.m.
There being no further business to come before the Commission at this time, it was
moved by Commissioner Smiley, seconded by Commissioner Rudberg, that the meeting be
adjourned. The motion carried by the following Aye and No vote: those voting Aye being
Commissioner Smiley, Commissioner Rudberg, Commissioner Frost, Commissioner Kirchhoff
and Mayor Youngman; those voting No, none.
~LJ~
MARCIA B. YOUN A, Mayor
ATTEST:
. c;J: y ~
ROBIN L. SULLIVAN
Clerk of the Commission
12-13-99