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HomeMy WebLinkAbout1997-06-17 Minutes, City Commission MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA June 17, 1997 ***************************** The Commission of the City of Bozeman met in special session in the Conference . Room, Municipal Building, June 17, 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 Svecial Meeting Each Commissioner, in turn, signed the Notice of Special Meeting. Work Session - Review of City Manaaer's Budaet Recommendations for FY1997-98 This is the second in a series of work sessions on the City Manager's budget . recommendations for Fiscal Year 1997-1998. Acting City Manager Brey reviewed the order in which budgets will be discussed, beginning with tonight's session, Thursday's session then next Tuesday's session. He noted that he and Administrative Services Director Gamradt met with the department heads twice while putting the City Manager's recommended budget together. The department heads are to describe what the proposed budget means in terms of levels of service. In addition, staff will identify what requests were not funded in each of the budget units. Streets. The review began with the streets budget, which includes Streets under the General Fund and Gas Tax and Street Maintenance District under the Special Revenues Funds portions of the budget. Acting City Manager Brey stated that less funding is contained in the general fund . portion of this budget than in the past, although the overall budget is essentially the same as in the past. He stated that in the general fund portion of this budget, supplies were cut by 10 percent. Administrative Services Director Gamradt noted that between Fiscal years 1995 and 1998, a steady decline in the general fund contribution has occurred. He stated one funding 06-17-97 .. ---- - 2 - option available to the Commission is increasing the street maintenance district assessments and eliminating the general fund contribution, freeing up those monies for other uses. He suggested that the Commission could also consider the creation of a city-wide park maintenance district, similar to the street maintenance district and tree maintenance district already in existence, which would allow for moving that operation out of the general fund as . well. He then referred to the Appendix, which includes a consolidated budget for the streets activities, noting it is easier to review the trends for this budget unit on that page. Acting City Manager Brey stated that an additional 1 % FTE was requested in this budget, but is not included in his recommendations. Street/Sanitation Superintendent Roger Sicz stated that a review of old records revealed that in 1977 and 1978, there were 12 full-time and 2 part-time employees in the Street Department; currently there are 11 % full-time and 4 seasonal employees. He also noted that in 1977 and 1978, the Assistant Superintendent was a working union employee, unlike today. The Superintendent stated his main concern is the number of telephone calls he gets . because the City is not providing the level of service which residents have come to expect, such as sweeping the streets, picking up branches, putting up signs and mowing weeds. He noted that, with no increase in personnel, this problem will be compounded in the future, particularly with the additional annexations being requested. He also stated that the department is using older equipment, which tends to break down, stressing that the CIP needs need to be addressed. The Superintendent stated he is basically satisfied with the budget recommended by the Acting City Manager, noting that the weather this past winter resulted in use of an extraordinary amount of sand and overtime resulting from plowing and sanding. The Superintendent noted that the City maintains all traffic signals in the city, under an agreement with the State, and is reimbursed for those costs. He noted that five new traffic . signals will be installed within the next sixty days, adding to Dennis Zindler's already heavy workload. Responding to Commissioner Frost, Superintendent Sicz stated his department has adequate personnel to operate the equipment requested in the CIP. He noted that down time 06-17-97 - 3 - is currently encountered because of equipment breakdowns, and the new equipment would help to avoid those situations. Responding to questions from Commissioner Frost regarding air quality, Assistant City Manager Brey stated that with the current sweeping equipment and relocation of the air quality monitoring equipment so it is not improperly affected by the sweeper's turnaround location, the . monitoring results are well within federal standards. Responding to Mayor Stueck, the Superintendent stated that if the level of services were cut, street sweeping would probably be the first to go, He noted that at the present time, the policy is to sweep every street in Bozeman twice a year. Also, picking up branches, maintaining alleys, mowing weeds, patching streets and putting up signs would be among other services to be cut if funding is decreased. Director of Public Service Forbes noted it may also take another day or two to plow streets and, in fact, it is possible that some residential streets may not be plowed. He then cautioned that when the police call out street crews to maintain hazardous areas, the crews respond because of the liability issues that may surround failure to do so. . Commissioner Stiff noted that the street maintenance district assessment level has increased only about 15 percent over the past seven years, Acting City Manager Brey cautioned that, with the large annexations being requested on the perimeter of the community, this department's resources will be stretched even thinner. Superintendent Sicz noted that this department has also been responsible for cleaning screens in the streams and irrigation ditches around the community. He stated they are reaching the point where they can no longer do so, and indicated it is important for private citizens to accept that responsibility to avoid flooding, CTEP. Acting City Manager Brey stated that approximately $160,000 in reallocated CTEP funds are being made available, and the steering committee is currently developing a prioritized list of projects to forward to the Commission for consideration. He noted that . Bozeman has been quite successful in this program, although obtaining the funding from the State has been a lengthy process. Highway Safety Improvement Projects. Acting City Manager Brey stated that monies have been set aside in this budget for another traffic study to identify hazardous intersections. He noted that Bozeman has broken down the barriers that most other cities have been able to 06-17-97 V~~_ - 4 - do, and has been persistent enough to get these monies, although it has been a long, slow process. Street Impact Fees. While this budget contains some monies, none of those monies have been appropriated for expenditure this year. Solid Waste Collection and Solid Waste Disposal. Acting City Manager Brey stated . that, with the purchase of a new automated garbage truck and a retirement, a Y2 FTE reduction in personnel is projected, based on the elimination of one position at mid-year. Responding to Commissioner Frost, Street/Sanitation Superintendent Roger Sicz stated that an automated garbage truck can pick up approximately 2600 accounts each week. He noted that many people in the community are watching this conversion with interest and, if the rates are low enough, the City may acquire several new customers. Responding to Commissioner Youngman, the Superintendent stated that implementation of the multi-jurisdictional composting project may not occur, depending on whether or not all existing parties remain in the program. He then indicated that the recycling program, which is projected to cost the community $1 .20 per year per resident, will probably . accept only three types of projects instead of the five originally anticipated, excluding glass and cardboard. He noted, however, that JTL Group has indicated a willingness to accept glass, for use in its asphalt mix. He then recognized that recycling is expensive, but it does reduce the amount of garbage, thus lengthening the life of the landfill. Responding to Mayor Stueck, Administrative Services Director Gamradt stated that the gas extraction system is being installed at the landfill at the present time and will extend into next fiscal year. He then stated that the City is one of few communities to meet the financial assurance test under which it can retain the monies for closure of the landfill, although he feels it is important to set that money aside for the closure. Responding to Commissioner Frost, Administrative Services Director Gamradt stated that the financial position of the Solid Waste Fund has plummeted in recent years because of . paying cash for the $2 million liner and the paying of $660,000 for the gas extraction system. He then stated that, with a continuation of the small annual incremental increases which have been implemented over the past several years, the fund will once again rebuild itself. Street/Sanitation Superintendent Sicz noted that if the two private haulers quit hauling to the City landfill, but begin hauling to Logan, the City could encounter some financial 06~ 17-97 --- ---...-------- - 5 - problems. He estimated that, of the approximately 40,000 tons of garbage taken to the landfill, 8,000 tons is from Customized, 16,000 tons is from Three Rivers and 16,000 tons is from the City trucks and other sources. He then stated that the 1 5-acre lined portion of the landfill has encountered some problems with stormwater runoff this year because there is no garbage in it to absorb the moisture. He cautioned that if this problem continues after the City . begins to use the cell, it could result in some fines from EPA. The Street/Sanitation Superintendent stated that a solid waste management plan is important, so the City knows how to address future options. Vehicle Maintenance. Acting City Manager Brey stated this budget unit was funded as requested, except for the standard cut in travel and schools, and a tool chest was not funded under capital items. Street/Sanitation Superintendent Sicz stated this operation is responsible for the waste oil dumping service, which has been an extremely well used program. He then noted that, without an aggressive capital improvements program, the various City departments are incurring more equipment breakdowns, which keeps this department busy. . Public Service/Engineering. Acting City Manager Brey stated the staffing level has been reduced by 1.25 FTE for the GIS position and attendant intern position, which were not filled, plus .45 FTE for seasonal sidewalk monitoring programs. He then reminded the Commission that two of the engineers are on soft monies related to specific projects and, if those engineers are to be retained, general fund monies must be found to support their positions. He stressed that the workload in the Engineering Department continues to be as high has it has been, with no sign of a slow down any time in the near future. The Acting City Manager stated that this budget unit has incurred the across-the- board cuts of 10 percent in operating supplies, 10 percent in contracted services and 20 percent in travel and schools. Director of Public Service Forbes stated that, once a project has gone through the . planning processes and received the necessary approvals, this department's work begins. He noted that all infrastructure projects take a long time to coordinate and ensure that the work is done correctly and in accordance with the plans. He also noted that the transportation projects being funded through the general obligation bonds are significantly impacting the workload. 06-17-97 -- ------.,..".----- - -. .-..-----.----. - 6 - Acting City Manager Brey estimated that 2/3 of the Engineering Department's work is incurred after final Commission action on a project, encouraging the Commissioners to not lose sight of that fact. Commissioner Frost asked if the Engineering Department has to review all of the plans submitted, suggesting if some of the reviews could be eliminated it might speed up the . process. Mayor Stueck expressed concern that eliminating engineering reviews of plans is what has caused problems in the past, stating he feels that at least an overview of the plans is essential. The Director of Public Service noted that, even with a perfect set of plans, in the real world problems are encountered. He stated that if a project is started with a sloppy set of plans, disaster is sure to follow. Mayor Stueck asked if any grant monies are available for engineers, or if work study opportunities could be used. The Director of Public Service responded that he is not aware of any grant monies. . He then stated that the department does use one work study student each year; however, he cautioned that mentoring is an essential part of the program if it is to be beneficial to the student and to the City. Mayor Stueck stated it appears the only way to relieve the pressure on the general fund is through a voter-approved mill levy outside the 1-105 cap unless some of the activities funded through that source can be funded through a different source of funding. The Director of Public Service suggested that fees for review of engineering plans could be established. He also suggested that a fee structure could be established to require additional fees when plans must be redrawn, stating that it is not uncommon for the plans to be redrawn two or three times during the review of a project. He noted that this compounds the workload problems, and the change in fees could help to alleviate the situation. . During discussion on increasing fees, Commissioner Frost cautioned that it is typically the building industry that pays the fees for engineering reviews. He further cautioned that when the City considered raising planning fees to cover the costs of those services, the building community indicated it could not afford to pay those fees. 06-17-97 - 7 - Responding to concerns expressed by Commissioner Youngman, the Acting City Manager stated that the GIS program is comprised of a series of electronic data sheets. He recognized that, while the program was originally budgeted under the Engineering Department, that portion pertaining to building inspection can be funded through the Building Inspection budget unit, which is supported by building permit fees. He suggested that if this portion of . the funded through this budget unit, then other data sheets can possibly be added later. He stated that the County has set up a GIS program, with the coordinator being established as a department head position. He then indicated that the City had set the salary for the GIS coordinator position at the same level as the professional engineer position but was unable to successfully attract anyone for the position. Administrative Services DirectorGamradt noted that in Missoula, a personal computer specialist was hired for $33,800, while essentially the same position in Bozeman was recently filled for $22,600. Parks and Playgrounds. Acting City Manager Brey stated that 1-3/4 additional FTE's were requested for maintenance of trails and additional parks, but no funding was provided. . He indicated that he has contacted the Downtown Bozeman Association informaliy to let them know that City crews will not be able to continue watering the flowers in the downtown area and will be able to pick up the garbage only one more year because of other demands on staff time. He noted the standard cut has been made in funding for operating supplies, although $8,000 was left in the budget for the Burke Park access road. He then indicated that capital items not funded include radios and a front end loader, and a request for maintenance of the Story Mill Trail was also not funded. He then indicated that the $3,000 in materials conceptually agreed upon for the Simgraf Trail is also not included in this budget unit and, between the time he told Mr. Boyd that and now, private funding has been identified for that need. Director of Public Service Forbes stated this department is reaching a crisis in . maintaining new developed parks, stating it may be necessary to require the homeowners to maintain the public parks in their area. The Acting City Manager stated he has asked Planning Director Epple to consider adding a condition to all subdivision approvals which requires that a special park maintenance improvement district be required. He cautioned that this means that the residents in that 06~17-97 - 8 - subdivision pay the same property taxes as all other residents in the community plus the assessment for maintenance of the park in the subdivision. Administrative Services Director Gamradt noted that, under existing State statutes, it appears the City has the authority to create a city-wide park maintenance district. He recognized that the legislation which the City of Great Falls tried unsuccessfully to get passed . in the last legislative session could create a cloud of questions, but City Attorney Luwe feels the authority still remains. Commissioner Youngman stated she feels it is important to explain to the public the lack of funding which the City is encountering in its general fund and find out what services they would be willing to have cut or would be willing to pay for in another manner. Commissioner Stiff noted the strong public effort that has gone into constructing the ballfields at West Babcock Park, and the dedication of those who have done so. He encouraged the Commission to allow that type of community support to continue, rather than taking any steps that might interfere with those efforts. The Director of Public Service noted "there is nothing glamorous about pulling . thistles". He suggested that the City could allow people to continue with their efforts to develop areas, since that is the part which the community recognizes, and then quietly assume the maintenance of those improvements. Commissioner Youngman suggested that a surcharge be implemented for nonresidents participating in City recreation programs, to offset the costs paid by city residents through property taxes and assessments. She noted that over half of the participants would be subject to that surcharge, which could be used as an alternate revenue source. In response to concerns raised by Commissioner Stiff, Mayor Stueck noted that there are several programs through which those fees could be paid for low-income people who could not afford the surcharge. Cemetery. Acting City Manager Brey stated no change in the staffing level was . requested, and the backhoe requested was not funded. He stated that a hand-me-down pickup should be available because of a new pickup included in the enterprise funds. He then stated that two wells were scheduled in 1997, but only one was included in the budget. Responding to comments from Commissioner Stiff, Director of Public Service Forbes stated that a well recently drilled at the cemetery provides 70 gallons of water per minute, 06-17-97 ,,_... .......-..., --....,.-- ----- ....---- ..--.------..-..---..-----------.---- _n __.._____.._.__ - 9 - which is less than he had hoped for because of the large sprinkler system which it is to operate. Tree Maintenance District. Acting City Manager Brey noted that this is the program most frequently discussed as a potential for privatization. He reminded the Commission of the letter recently received from Mr. Dick Barr, Mayor of Ennis and a certified arborist, encouraging . the City to not privatize this service because it can be more responsive to emergency situations than a private contractor. The Acting City Manager stated that a request for additional staffing was not funded in this budget. He characterized the remainder of the budget as being straight forward and based on no increase in the assessment rate. Director of Public Service Forbes stated that the forestry crews are scheduled to complete their first pass through town under the new comprehensive tree trimming program this summer. He noted that the program was established to provide for this type of coverage for the community, stating that after seven years, it is time to begin a comprehensive pass through the community again. . Commissioner Frost noted that, while the initial pass through the community may have appeared to be haphazard, the trees most at risk were targeted first. He then noted that the value of the urban forest has increased by nearly 30 percent, which is significant. Special Projects Fund. Director of Public Service Forbes noted that monies identified for two transportation projects and two parks projects have been diverted toward purchase of the new fire truck. He then stated that excellent progress has been made on designing of most of the projects listed in the budget and, by the end of the upcoming fiscal year, a majority of the work identified under this budget unit should be complete. He then cautioned that some of the projects may exceed the amounts budgeted, however, some unobligated funds remain in this fund. Fish, Wildlife & Parks Managed Areas. Acting City Manager Brey characterized this . budget unit as "a repeat of last year's budget with inflation". G.O. Bond Transportation Projects. Director of Public Service Phill Forbes stated that on-the-ground progress on a number of the projects on this list should be evident by the end of the summer. He noted that by the end of the fiscal year, the only major projects not complete should be the Durston Road reconstruction and possibly Oak Street between North 06-17-97 - 10 - 7th Avenue and North Rouse Avenue. He stressed that, until West Oak Street has been opened and the new traffic patterns established, the possible reconstruction of Durston Road is being held in abeyance. He indicated that the computer model, which does take into account additional development to the west, shows a decrease of approximately one-half the existing traffic volume on that roadway with the opening of Oak Street. . The Director of Public Service stated that cost overruns are anticipated on many of the projects. Administrative Services Director Gamradt stated that interest income has not yet been obligated, and those additional monies in this fund should help to cover the cost overruns that might be encountered. Director of Public Service Forbes reminded the Commissioners that portions of the salaries for two of the engineers on soft monies are being funded through this budget unit and, once the projects are essentially complete, a new source of funding must be identified if those positions are to be retained. Water Operations. Acting City Manager Brey stated that 1 FTE was requested but . not funded. Responding to questions from Commissioner Frost, Director of Public Service Phill Forbes stated that for the past five years, routine maintenance of water valves and operating of hydrants has suffered because of all the growth in the community and the fact that no personnel have been added. He recognized that maintenance is often deferred during periods of high growth, and for the past few years, a slowdown in growth has been anticipated but has not occurred. Responding to additional questions from the Commission, the Director of Public Service stated that activities in the water and sewer operations are typically done with crews of two and often three people. To get adequate personnel to address the maintenance needs of the department would, therefore take another two or three employees, not just the one . requested in this budget. He cautioned that there is a significant amount of training required for these positions, and the potential of a slowdown in growth must be carefully considered. Responding to Commissioner Frost, the Director of Public Service stated he feels the risks of not doing the annual maintenance are not significantly high. He assured the 06-17-97 .-..-...-- _..____n__ _ n__... _ - 11 - Commission that crews can "always get fire hydrants flowing; they just may not be able to shut them off". Responding to Commissioner Stiff, Administrative Services Director Gamradt stated that the City is not under any legal obligation to continue the water fees at the level established by the Public Service Commission on a per-acre basis for irrigating in the parks and the . cemetery, although he feels that a charge should be retained. Acting City Manager Brey turned his attention to the issue of additional personnel in this budget unit, noting that it is one area where he could have justified it. He noted, however, that the area where additional personnel are really needed is in the wastewater operations, and that is the fund which is in financial trouble. Director of Public Service Forbes stated that more and more emphasis is being placed on backflow prevention in the industry, and the City is now requiring that they be installed in new services. He stated this is not always a popular requirement, rather, it is perceived as another expense, but he feels it is necessary to ensure the protection of the water supply. He then stated another tool being considered is an automated water meter reading program, under . which all of the meters would be changed to a new system under which the computer at City Hall would access the meters and read them all one night a month. He stated it is very expensive to install, but noted that through greater reading efficiency and the decreased demands on existing personnel, those costs could be recovered. Acting City Manager Brey noted that two new pickups have been funded in this budget, and that will be the start of the hand~me-down process. Water Plant. Responding to Commissioner Stiff, Director of Public Service Forbes stated the amount budgeted for the dam feasibility study was rebudgeted and increased from $100,000 to $150,000 in response to the cost of the consultant selected through the request for proposals process. He stressed that the $100,000 figure used in last year's budget was a guess at best, and turned out to be low. He noted that no additional services are being . anticipated in this process. Acting City Manager Brey stated that 1 FTE was requested but not funded in this budget unit, since the Superintendent can cover the extra shift responsibilities for which this position was requested. 06-17-97 ~ 12 - The Director of Public Service noted that the Superintendent is a working superintendent, unlike any other superintendent position in the City. Commissioner Youngman expressed concern that no monies have been included in this budget for water conservation education. Acting City Manager Brey responded that, during the budgeting process, he was . unable to identify any methods of water conservation education to be included in the budget. Following discussion, the Commissioners recognized that the issue of water conservation is very broad. They concurred that adding notes on the water bills and possibly using bill stuffers from the AWWA on a quarterly basis may be a good way to begin the education process and asked that staff develop a cost estimate for those two activities, for possible inclusion in this budget unit. Commissioner Youngman also suggested that a volunteer task force be created to pull the existing information together in a usable format for Bozeman, for future educational efforts. Wastewater Operations. Acting City Manager Brey stated no staffing changes are reflected in this proposed budget. He then noted that $505,000 for the Bozeman Solvent Site . is contained in this budget. Director of Public Service Phill Forbes stated that identification of the inflow and infiltration problems in the system is important. In light of that, a consultant has monitored 150 manholes throughout the system in an effort to identify any major problems that can be easily addressed. He stated that the $100,000 for this project has been rebudgeted, with an additional $88,000 being added to complete this phase and do some of the repairs. Wastewater Plant. Director of Public Services Forbes stated no staffing changes were requested or approved in this budget unit. He noted that enlargement of the sludge ponds is the major item contained in this budget. He stated that sixteen different hydraulic and mechanical processes are involved in this operation, and the sludge storage is now the limiting factor. . Responding to Commissioner Stiff, the Director of Public Service stated that the sludge storage ponds are being used, although the IP beds are typically not being used at this time. He noted that under the new permit, however, the City will be required to use them. He then noted that the new facilities plan indicates that no major plant expansion is needed in the 20-year life of the plan. He noted, however, that last week, the plant had its largest flow ever, 06-17-97 - 13 - at 16 million gallons peak flow. He stated that the heavy rain during that period contributed to the load. He indicated that, while the plant has the capacity to serve the population expected to connect to the system in the next twenty years, it does have serious hydraulic problems, and control of the inflow and infiltration problems is critical. Responding to Mayor Stueck, the Director of Public Service estimated the average . level of infiltration at 1 to 2 million gallons per day, although he noted it is closer to 5 to 6 million gallons at the present time. Adjournment - 9:02 c.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Frost, seconded by Commissioner Stiff, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Frost, Commissioner Stiff, Commissioner Youngman and Mayor Stueck; those voting No, none. . ( QL'/l~ DON E. STUECK, Mayor ATTEST: ~J~ ROBIN L. SULLIVAN Clerk of the Commission . 06-17-97