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HomeMy WebLinkAbout1997-06-19 Minutes, City Commission MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONT ANA June 19, 1997 ***************************** The Commission of the City of Bozeman met in special session in the Conference . Room, Municipal Building, June 19, 1996, at 6:00 p.m. Present were Mayor Stueck, Commissioner Stiff, Commissioner Frost, Commissioner Youngman, Acting City Manager Brey, Administrative Services Director Gamradt and Clerk of the Commission Sullivan. Commissioner Rudberg was absent. Signing of Notice of SDecial Meeting Each Commissioner, in turn, signed the Notice of Special Meeting. Work Session - Review of City Manager's Budaet Recommendations for FY1997-98 This is the third in a series of work sessions on the City Manager's budget . recommendations for Fiscal Year 1997- 1998. and Housing Revolving loan. Community Development Block Grant/HOME Neighborhood Coordinator/Grants person James Goehrung stated the City will not be eligible to apply for CDBG public facilities monies this year because the Senior Center expansion is in progress, and the monies will not be 95 percent spent down by the application deadline. He also noted that the revolving loan monies have been pretty well spent down and, until the repayments regenerate that fund, little activity is anticipated. Economic Development Revolving loan Fund. The Neighborhood Coordinator/ Grantsperson stated that this fund has quite a large balance at the present time. He noted that with recent changes in the guidelines for this program, one or two applications for monies can probably be anticipated. He cautioned that, with this large balance, the State will probably . require the City to fund any applications received under this program. The Neighborhood Coordinator/Grantsperson addressed other areas for which he is responsible, but which are not reflected in a specific budget unit. He noted that energy conservation grant programs may be available, under which the City could upgrade some of its 06-19-97 --- . - __._. __._n.__ ----- - 2 - facilities. He then noted that the City has been very successful in obtaining Department of Justice grants. The Neighborhood Coord inatorl Grants person stated that he has kept the costs of his program as low as possible, and has not subscribed to any of the grant reports or newsletters. He suggested, however, that subscribing to one of those reports, at an estimated cost of $300 . per year, could be beneficial and could be used by a number of entities, including the County and non-profit organizations. He then stated he anticipates an extension of the COPS grant program, and he will monitor that situation closely. The Neighborhood Coordinator/Grantsperson stated that the City has received preliminary approval of a $412,000 grant for the 9-1-1 equipment and program. He noted that additional information has been requested, and he has worked with Bill Baldus, Data Processing Manager for the County, to gather that information and submit it. He indicated that spending authority for that grant should be received in about a month. He also noted that an application for a grant though the federal Department of Commerce for additional monies for the 9-1-1 equipment is being submitted, and the City should have a response in September or October. . He noted that these monies would be for equipment only, with no personnel obligations attached. He then concluded by thanking the Commission for its commitment to the projects for which grants have been sought, noting that that commitment is what has made the City so successful in its efforts. Fire. Acting City Manager Brey stated that 1 additional FTE was requested but not funded. He indicated that the ability to upgrade the emergency medical services program was requested, noting that Bozeman is the only major department in the State that does not provide those services. He stated that the amount budgeted for salaries is down slightly because no retirements are anticipated this fiscal year, and no increases or decreases in the existing staffing level are proposed. Fire Chief Aaron Holst stated that his department is attempting to change its focus . from negative to positive, He then forwarded his appreciation for being included in two of the Commission's top five goals for the upcoming fiscal year, including the development of a capital improvement program budget and in ensuring that police and fire are adequately staffed and equipped. 06-19-97 .....---.-.- - .-- - 3 - The Fire Chief reviewed the department's top priority goals and major objectives, stating that relocation of the Building Inspection activities to the City Hall Annex on July 1 will assist in meeting those objectives and in enhancing their services. He distributed a flow chart of the department, which shows how the department has been restructured. Responding to Commissioner Frost, the Fire Chief stated that in Fiscal Year 1995, one . new firefighter was added, and in Fiscal Year 1996, two new firefighters were added. He noted, however, that in Fiscal Year 1997, one of the positions was not funded, and it was not recommended for funding in this upcoming fiscal year. Acting City Manager Brey assured the Commission that he had tried to retain this position in the budget but was unable to do so. He then noted that the chart distributed by the Fire Chief shows how that additional position would have fit into the program. Deputy Fire Chief AI Scholes thanked the Commission for authorizing the purchase of a new pumper truck, recognizing their struggle to identify funding sources for that piece of equipment. He noted that, in addition to the truck, the equipment package is extremely important. He stressed that this is not a replacement engine; it will serve as the front line . engine and the existing engine will serve in reserve status. He stated there has been no increase in major apparatus in the Fire Department since 1970, and the additional engine is necessary to provide adequate service. The Deputy Fire Chief stated that this budget includes protective clothing, including Level A and Level B HazMat suits, noting that a portion of the costs are split with the County. He stated that this clothing will help the department reach one of its goals, which is to reach a Level A status for responding to hazardous materials situations. He also recognized that training is an important part of this program; however, he stressed the importance of having a fire department in this area prepared to respond to this type of situation. The Deputy Fire Chief stated that the department is also working on a training facility at the old sewer treatment plant on North Rouse Avenue. He noted that they are rearranging . the inventory being stored at the lower yards to create an area for training the firefighters, including a live burn building and confined space training area. He stressed that no monies are contained in the budget for this facility; it is a matter of sweat equity. He then noted that this type of area is important for the training of firefighters. 06-19-97 ____ __.on____ - 4 - Fire Marshal Chuck Winn noted that, as the community has grown, the fire prevention program has become a casualty to the growth. He forwarded the department's interest in becoming more proactive in the safety aspects. He noted that when he started working for the department 13 years ago, it had a comprehensive fire inspection program. He noted that at that time, the department responded to 250 calls a year; the department now responds to . 1,200 calls per year and has no fire inspection program. He stated that inspections are done only upon request, characterizing the program as being purely reactionary. The Fire Marshal noted that, with the new restructuring of the City structure and the incorporation of the Building Inspection Division into the Fire Department, it has been possible to convert an existing vacant building inspector position into a fire and building life safety specialist. He also stated that this new structure will improve the efficiency of both departments. Responding to Mayor Stueck, Fire Chief Holst stated the City is a signatory to the mutual aid agreement. He noted that, under this agreement, the City has made a commitment to send resources to another fire department when requested to do so. He noted that, under . this program, no monies change hands, and indicated that the City tends to use other departments more than other departments use the City. Further responding to Mayor Stueck, the Fire Chief stated that the locations of other fire departments are being taken into consideration as the department tries to identify the best location for another satellite station. Responding to Commissioner Stiff, the Fire Chief characterized the attempt to identify the best location for a third station as one of the most frustrating challenges he has faced. He noted that a few months ago, the department was going through the "station site of the week", which included the potential of relocating Station 2 as well as building a new Station 3. He stated it has since been determined that Station 2 should remain where it is, and his staff is now going through a computer modeling, based on existing street networks and travel . time, to identify the best location for a new station. He noted that one of the problems is that the area where it seems the station might be best located is not yet developed, and the street network in that area could definitely impact whether that location might be viable. At the Acting City Manager's request, the Fire Chief identified the costs of constructing and maintaining a third station in the community. He estimated the costs of 06-19-97 ---. --- _. _ _ __ _. .____ ____________. _.__m_.________...____.__. _n - 5 - constructing and equipping the station at $750,000. He cautioned, however, that the staffing of that station will be an on-going expense, noting that the first year's estimate is $450,000, which includes clothing and the small equipment needs, such as radios. Building Inspection. Administrative Services Director Gamradt stated that the amount listed for salaries is incorrect because an inaccurate benefit figure was used. He noted the . correct amount is $303,787, and the budget will be changed to reflect that corrected amount. Chief Building Official Neil Poulsen stated he is attempting to improve communication with the building industry and to improve the permitting process. He then stated that, beginning this year, the building inspection operation will have an impact on the ISO rating for the community, instead of the rating being based strictly on the fire department operations. He noted that, while the results of the rating survey will not be known for a couple of months, a conversation with one of the representatives suggests that the department is now being operated quite well. The Chief Building Official stated that, through the reorganization and relocation of the department and training of his employees, he feels that the service being provided to the . community has improved and will continue to improve. He stated that, through the acquisition of computer hardware and software, an automated building permit system is to be implemented, which will dramatically improve staff's ability to gather data and prepare the monthly reports reflecting their activities. He also noted that, in light of the amount of records gathered, an alternative for automated storage is important to pursue. Responding to Commissioner Youngman, the Chief Building Official stated that the computer system and program would be freestanding initially, although he noted that other departments could network with it at some time in the future to access the information. Chief Building Official Poulsen stated he is reaching out to the community, and he feels that those efforts have resulted in an improved relationship and a better image for both the Fire Department and the Building Inspection Department. He stated that the new facilities, . into which the department plans to move within the next two weeks, will be great for both staff and the public. He thanked the Commission for its support of this department and for providing the new office area. Mayor Stueck thanked Chief Building Official Poulsen for the sessions he has put on for the building industry regarding changes in the codes. He noted that those sessions have 06-19-97 - . - - -----. .----- ---------.. -...---..---.- ...---.-- - 6 - been well accepted and have helped to open the lines of communication. Acting City Manager Brey stated that, with the new computer support person on staff, coordination and networking of computer systems will become a reality. He then stated that that portion of the GIS program which applies to building inspection can be funded through this budget unit, which is now being operated as a special revenue fund. He noted that once . the program has been started under this budget unit, it may be possible for some of the other departments to become involved at a lower cost than was originally anticipated. Planning, Zoning and Historic Preservation. Acting City Manager Ron Brey stated that no additional personnel have been requested or funded in this budget, although the position of temporary planner has been split between planner and staff attorney/prosecutor. Acting City Manager Brey stated that, under capital items, a $1,000 digital camera was not funded. He noted that camera would have allowed the Planning Department to begin an electronic photographic record. He noted that this camera would have been funded half from the Planning budget and half from the zoning budget. Planning Director Andy Epple reminded the Commission that the City-County Planning . Board has established the work program and forwarded its proposed budget for the upcoming fiscal year. He noted that a copy of the work program has previously been distributed to the Commission. He then stated that not everything requested in the budget has been funded, but he feels the budget as forwarded by the Acting City Manager is reasonable. The Planning Director stated that his office is now administering the impact fee program, which includes annual update of the capital facilities plans for the four different impact fees. The Planning Director noted that the County has once again committed 2.0 mills from the jurisdictional area toward this planning program. He noted that the County has not made any supplemental contribution for several years, stating the last time was when the transportation plan update was in process. . Responding to Mayor Stueck, the Planning Director stated that trends over the past five years have changed significantly, estimating that the amount of development applications in the "donut" area has decreased from 40 percent to 20 percent of the workload. The Planning Director briefly highlighted some of the major projects contained in the work program for the upcoming year, which include improvements to West Babcock Street, 06-19-97 ------. ---- ... --.---..,- ----- ...._~------_...- ,.. -.,.- .._,.. - 7 - development of a unified planned unit development ordinance which combines the subdivision and zoning requirements and processes, the North 19th Avenue master planning effort, and affordable housing issues. He noted that the Planning Board has also begun to develop alternative regulatory strategies for the "donut" area, in response to the public's desire to have . the County Commission assume jurisdiction over the "donut" area instead of the City Commission retaining that jurisdiction. The Planning Director noted that the amount budgeted for salaries has increased even though the level of personnel has not changed. He stated that this increased amount will allow for upgrades, typically from Planner I to Planner II, as determined appropriate throughout the year. Planning Director Epple noted that the North 19th Avenue corridor master plan dominated staff's workload for the first half of the fiscal year, and the critical lands study dominated the second half of this fiscal year. He then suggested that, with the existing staffing levels and no large projects anticipated in the upcoming fiscal year, some long range planning items can be addressed. He noted that this reflects a change in philosophy regarding . large projects. noting that in the past. major rewrites have been contracted out. The Planning Director stated that staff is attempting to more widely utilize the ADR review procedure, which shortens the review process significantly and provides better service to the public. He noted that, while the program generally receives positive feedback from the community, the Commission will see its first appeal of an ADR decision within the next couple of weeks. Commissioner Frost expressed concern that long-range planning has not been identified as a priority in the work plan for the upcoming fiscal year. He also expressed concern that the staffing level has not been changed, but the majority of one position has been moved from planner to staff attorney/prosecutor, which actually reduces the staff level for planning. He further noted that the City has received applications for annexation of over 700 acres of . land, and he feels it is important to ensure that the development of that land is managed so that it results in maximum benefits and minimum impacts to the community. Planning Director Epple noted that requests for annexation are reviewed in light of the goals and policies which have been established by the Commission and conditions are applied to approval of requests to ensure that those goals and pOlicies are met. He then stated that 06-19-97 . -.- -..--.- "..-- .-.-."..---- --.- ----.-.- . .. --....- - 8 - proposals for development are reviewed against the subdivision regulations and zone code, and he feels those two documents provide a good framework within which to evaluate those proposals. He also noted that the City has a good transportation plan, the water and sewer facilities plans are currently being updated, and an open space plan is in place. He recognized that the City reacts to proposals from landowners who want to develop rather than taking a . more proactive approach. He suggested, however, that it may be more appropriate for the City to remain reactive than trying to direct growth into an area where a landowner may not be ready to develop his property. He noted that this is the position which the City has taken since 1957, and he feels that, generally, development has occurred in a responsible manner. Commissioner Frost noted that the amount of annexation which the City is currently encountering is unique and will create a bulge in the City's boundary. He expressed concern that if development were to occur in the furthest point of the new annexation first, it could have some extreme effects on the City's services. Planning Director Epple recognized that leapfrog development could have definite effects on the City's services. He noted, however, that such development must be . economic,ally feasible for the developer to undertake it, and recognized that development will probably occur in a more orderly manner than that. (i)Responding to Mayor Stueck, the Planning Director stated that raw land inside city limits places essentially no demand on City services, therefore, the costs associated with it are minimal. Commissioner Frost stated he has no problem with the annexation of property. He noted, however, that with annexation comes the assumption that development will be allowed on that property within the next few years, and that is when the impacts occur. Planning Director Epple noted that the development of land immediately adjacent to city limits has a definite impact on the City, since it impacts the City services without any contribution toward those costs. He then stated that development within the city limits is the . most cost effective type of development that can occur. He stressed the importance of having firm policies regarding i nfrastructu re and development, to encourage more efficient development. Mayor Stueck suggested the possibility of addressing how development of a parcel will occur through the annexation agreement. 06-19-97 - 9 - Acting City Manager Brey cautioned that, while incremental, orderly growth may typically work for the developer, on some parcels, the far corner with the "pond and the cottonwoods" is what drives the success of the entire development and is the area where development must begin. He noted that, through a cost/benefit analysis, this type of situation can be appropriately evaluated. He then cautioned that, while some services are extended . incrementally, such as water, sewer and streets, other services reach thresholds, such as police and fire, and conducting an analysis of these services can be more difficult. Planning Director Epple suggested that, rather than conducting a cost/benefit analysis, a cost effectiveness analysis may be better. Responding to Commissioner Youngman, Planning Director Epple stated that he feels, given the workload this past year and the anticipated workload for the upcoming year, the staffing level is adequate. He also recognized that, given the fiscal condition of the City now and the anticipated fiscal condition in the future, the funding of additional personnel is likely not possible. Acting City Manager Brey introduced the Historic Preservation budget unit, noting that . .1 of Historic Preservation Officer Strahn's time has been moved from zoning to historic preservation to more accurately reflect how his time is spent. Planning Director Epple characterized the historic preservation program as "a feel good program" . He noted that the program has been very successful, as evidence by the participation in Historic Preservation Week activities, held just a few weeks ago. He also noted that a significant amount of interest in the sensitive rehabilitation of older homes has been evidenced over the past few years. He recognized that this has resulted in benefits to the entire community as well as to the properties involved. Recreation Administration. Acting City Manager Ron Brey stated that the budget for this program was submitted in a manner which revealed that the financial condition of the City was taken into consideration during its preparation. He noted that the across-the-board cuts . in operating supplies, travel and contracted services were made in this budget. Recreation Superintendent Sue Harkin stated this program is basically the same as in past years. She noted that additional youth programs, targeted at the older youth, are proposed during the upcoming year. She stated that a number of summer programs are being conducted for younger children, including free park programs; mini-camps which run 4 hours 06-19~97 ---.--.- -- - 10 - a day, five days a week; and special events on Tuesdays and Thursdays. She also noted that the Recreation Department provides coordination and registration for many programs which are operated by volunteers, including T-ball, BMX activities, softball and adult basketball. She stated it is the department's philosophy that it will assist the volunteer organizations in organizing their activities and will even take over the program for a year or two if the . organization hits a rough spot and needs assistance in conducting its operations. She stressed, however, that as soon as the organization is viable enough to assume its duties once again, the Recreation Department turns the program back. She noted that providing registration services is important to the programs, and she feels it is an appropriate contribution to ensuring the continuation of those recreational opportunities in the community. She also stated that, for the programs conducted by the City, the fees are set to ensure that the direct costs of the program are recovered, although the administrative costs are not. Swim Center. Recreation Superintendent Harkin stated that the Swim Center is open from 6:00 a.m. to 10:00 p.m. and is used quite heavily during those hours. She noted that the Swim Center enters into 250 contracts a year with different groups for use of the pool. . The Recreation Superintendent stated that the City has done a good job of providing the funding to ensure that the pool facility has remained in good shape, stressing that, for its age, it is the best maintained facility in the state. She noted, however, that patching and painting will be necessary once again this year, to enhance the maintenance begun last year. The Superintendent then stated that, since expansion of the pool was not approved in this year's budget, a number of small improvements were made, including the constructing of a smaller desk in the main lobby, moving the vending machines outside and installing new doors that are ADA accessible. The Recreation Superintendent stated that, four years ago, the School District eliminated the swimming lessons for some of the students, and it is now becoming evident because the life guards are making a lot more rescues than in the past. . Bogert Pool. Recreation Superintendent Harkin stated that the success of the swimming program at Bogert Pool is dependent upon the weather. She stated that two years ago, the deck was expanded 10 feet to the west, and that allows another 150 people into the pool area. 06-19-97 - 11 - Responding to Mayor Stueck, Recreation Superintendent Harkin stated that the fees for swimming are being increased incrementally over three years, to raise the fees $1.00 for those using the pools. She noted that this year's increase took effect on June 4, and no negative comments have been received. The Acting City Manager stated that, during the department head review of the draft . personnel handbook, the need for an employee wellness program was identified. He noted that Recreation Superintendent Sue Harkin has put together a wellness program in conjunction with the School District and other entities, and that program seems to be well accepted. Acting City Manager Brey reviewed some of the changes in these budget units. He noted that playground equipment has been requested at the Lindley Park Center, particularly because of its increased usage. He then stated that the reduction in FTEs reflects the elimination of the swim instructor for the middle school children. The Acting City Manager cautioned that a crack has been identified around the Bogert Pool which will require major repair. The Recreation Superintendent stated that the crack, which runs around the pool, approximately a foot from the top, will cost about $10,000 to . repair. She stated. however, that with patching and painting, it looks 80 to 90 percent better this year than it did last year. She suggested that, with patching and painting again this year, repair of the crack can be delayed even further. Recreation Superintendent Sue Harkin stated that customer service is an important component in training her staff. She noted that they try to provide service beyond what the customers expect on a consistent basis. She stated that this has resulted in positive feedback from the public. She then thanked the Commission for making customer service one of its priorities. library. Acting City Manager Brey stated that, after he and Administrative Services Director Gamradt made the cuts necessary to balance the budget, the Library Board of Trustees and staff rearranged the budgeted amounts to provide the level of service which they felt was . important for this fiscal year, and that has been forwarded in the City Manager's recommendations. He noted that a .5 FTE in additional personnel was requested but not funded. He also noted that, until the budget was rearranged, the across-the-board cuts were made in operating supplies, contracted services and travel. 06-19-97 . _ n_ -- n.. . -.-. -- .-.--- -... --. ---.-- .. --- .-- - 12 - Acting Co-Director Liza McClelland stated that the library has become increasingly busy, noting that circulation is up approximately 14 percent from last year. She noted that additional types of services are now being provided, including electronic resources, and the use of CD ROMS is becoming increasingly popular. She stated that circulation is "growing by leaps . and bounds" and that the demands on the reference desk are increasing as well. Acting Co-Director Lois Dissly noted that new carpet, at an estimated cost of $18,000, was not funded in this budget, stating that it will appear in a future budget. She stated that the building has been well maintained, and people are surprised at its age because of its appearance. She noted, however, that as the carpet becomes worn, the attractiveness of the building will be lost. She then stated that the decreased amount for travel and schools will impact the amount of training which can be provided to staff members. She noted that, with the new electronic resources being made available, it has been important to train staff so they can assist the public. She indicated that one of the items contained in this budget is a state-of-the-art electronic notification system which will notify people when a book is overdue and when material on hold is available. She noted that in April, staff made 1,303 notification . calis, and having a machine make those calis will help to free up that staff time to assist the patrons of the Library. Mr. Ron Farmer, Chair of the Library Board of Trustees, noted that the library's collection is small and has one of the highest turn-over rates in the state as well as in the region. He stated that, because the collection is small, patrons sometimes have to wait an extended amount of time for some of the more popular materials. He stated that this budget contains an increased amount for the purchase of books so that the library can better meet the demands of its patrons. Acting Co-Director Liza McClelland stated that in April, out of the 70,836 items in the Library's collection, there were 35,759 check-outs. Responding to questions from Mayor Stueck, Acting Co-Director Lois Dissly stated . that the Library has multiple copies of some of the more popular items. She then noted that many of the more popular items and the classics become worn and need to be replaced. Acting City Manager Brey stated that, in conjunction with this budget process, he asked staff to consider whether there are fees that should be implemented or increased. He noted that overdue book fines seemed to be one area where increases could be considered; 06-19-97 - 13 - however, he noted that conversations with Library staff have revealed that if the fines are too high, the rate of return on overdue books and the payment of overdue fines decreases, resulting in even higher losses. He stated that this information will be taken into consideration as staff prepares information on possible increases in fees and fines for Commission action. The Acting City Manager encouraged the Commissioners to recognize that the library . facilities are becoming a little tight as the collection is expanded and new services are added. He cautioned that, within the next few years, expansion of the physical facility may become necessary. The Commissioners thanked staff for their presentations. Adjournment - 8:32 c.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Frost, seconded by Commissioner Youngman, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Frost, Commissioner Youngman, Commissioner Stiff and Mayor Stueck; those . voting No, none. ( Otft? Z /5~ DON E. STUECK, Mayor ATTEST: (2LJ~ ROBIN L. SULLIVAN Clerk of the Commission . 06-19-97 ..----.--- . ... ...-