HomeMy WebLinkAbout1997-01-27 Minutes, City Commission
MINUTES OF THE WORK SESSION/AGENDA MEETING
OF THE CITY COMMISSION
BOZEMAN, MONTANA
January 27, 1997
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. The Commission of the City of Bozeman met in work session and agenda meeting in the
Commission Room, Municipal Building, January 27, 1997, at 3:00 p.m. Present were Mayor
Stueck, Commissioner Rudberg, Commissioner Stiff, Commissioner Frost, Commissioner
Youngman, Acting City Manager Brey, City Attorney Luwe and Clerk of the Commission
Sullivan.
The meeting was opened with the Pledge of Allegiance and a moment of silence.
Agenda Meetina - for reaular meeting and public hearinas to be held on Februarv 3. 1997
Since this is an agenda meeting, only those issues requiring staff action are contained
in the minutes.
Acting City Manager Brey briefly reviewed the background information which was
. included in the Commissioners' packets.
(5) The Acting City Manager stated that the assessments for the street and tree
maintenance districts for the Fairgrounds property have been erroneously billed for the past four
or five years. He noted that, based on the 25 percent cap for PLI zoned properties, the total
ofthose two assessments should have been $4,401.09 instead of the $51.21 which they were
billed. He indicated this erroneous billing was based on one scenario which was considered
when the districts were originally created and, for some unknown reason, that information was
not corrected in the master when the programs were implemented. He indicated that
occasionally errors in billings are caught and when they are, the billing is corrected for that year
as well as future years.
. Responding to Commissioner Rudberg, the Acting City Manager stated that since these
assessments are assessed on area, the extension of Oak Street will not impact these
assessments.
Responding to Commissioner Stiff, the Acting City Manager indicated he is not aware
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of any other assessment problems at the present time; rather, he stated this is a unique
situation.
(13) Assistant Planner Christopher Williams gave a brief overview of this application,
reminding the Commissioners that they had directed staff to prepare a zone code amendment
to change the number of machines contained in the definition of "casino". He stated the
. Planning Board has conducted its public hearing and has recommended that a lower number
be identified, but forwarded no recommended number.
City Attorney Luwe stated that the decision on this zone code amendment is scheduled
for February 18. He then indicated that the first reading of the ordinance implementing the
amendment is also scheduled for that day, with final adoption scheduled for March 3. He
noted that since the ordinance does not become effective for thirty days, there will be a brief
lapse between April 1, when the moratorium under the emergency zoning ordinance ends, and
the effective date of this new ordinance. He suggested that, to avoid the potential of
applications being submitted during that window which could lead to approval of projects
which do not meet the intent of the new zoning provisions, staff will bring back an ordinance
. to extend the moratorium sometime in March.
Responding to Mayor Stueck, Planning Director Epple stated it does not appear that any
of the numerous bills in the Legislature pertaining to gambling will have any impact on the
City's zoning authority over casinos.
(14) Senior Planner Skelton gave a brief overview ofthis zone code amendment, noting
that it implements the goals and objectives of the North 19th Avenue/West Oak Street Corridor
Master Plan. He stated that it involves comprehensive revisions to the planned unit
development chapter of the zone code, and those revisions are dramatic enough that the sub-
committee of the Planning Board which was working on the "alternative development review
process" has recommended that their work be placed on hold to see if these revisions are
adequate to address the concerns which had been raised. He then noted that, in a memo dated
. January 22, staff has forwarded some proposed amendments to the information forwarded in
the staff report.
Responding to Mayor Stueck, Senior Planner Skelton stated that, at the intersection of
West Oak Street and North 19th Avenue, the North 19th Avenue corridor takes precedence
over the West Oak Street corridor. He then stated that West Oak Street west of North 19th
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Avenue is included in this plan because a sliver of land lies between the edge of the North 19th
Avenue corridor and Rose Park, and it was determined most appropriate to include that sliver
in the corridor.
. Work Session - (AI Review of selection Drocess for City Manager position: (81 Sening of goals
for Fiscal Year 1997-1998
(A) Review of selection process for City Manager position
Acting City Manager Ron Brey suggested that, while the selection process for the City
Manager position may be conducted in open communication during open Commission meetings,
staff feels it is important to develop the evaluation tool and any other documents to be used
in the evaluation process through private written dialogue between staff and individual
Commissioners, to ensure that no undue benefit is provided to any potential candidate.
The Acting City Manager noted that a draft of the evaluation tool has been provided to
the Commissioners, with the minimum qualifications being taken from the job description and
the work experience items being taken from the information submitted
by individual
Commissioners last week. He asked that the Commissioners carefully review this information
. and forward comments back to staff, so that this document can be completed prior to the
February 28 deadline for applications. He suggested that this evaluation tool be used
throughout the process.
The Acting City Manager then briefly highlighted the draft selection process, as prepared
by staff. He noted that, under this proposal, staff will review applications for minimum
qualifications, completing that portion ofthe evaluation tool. He stated that the Commissioners
will then review those applications which staff has identified as not meeting minimum
qualifications, with the ability to roll any of those applications back into the process. He noted
that the Commissioners will then review those applications which meet minimum qualifications
as well as any they have rolled back into the process, completing an evaluation sheet on each
. applicant. This step is followed by the Commissioners preparing a list of their top candidates,
which will eventually be pared down to three to five candidates being brought in for interviews.
He cautioned that the interview process should be set up so that all of the applicants are either
first interviewed before having an opportunity to visit with staff and the community or after
having that opportunity, but care must be taken to ensure that all of the applicants are treated
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in the same manner. He noted that under this process, as set forth in the draft, the selection
process should be completed around mid-June.
Mayor Stueck stated that, in light of the confidentiality of these applications, the
Commissioners must conduct all reviews of the applications in City Hall. He asked if this
. should be done separately or if executive sessions should be called to do so.
City Attorney Luwe stated that if it is anticipated more than two Commissioners will
want to be in City Hall to review applications at the same time, a special meeting of the
Commission should be called for that purpose, with the applications being reviewed in
executive session to maintain confidentiality.
Acting City Manager Brey stated that the schedule, as proposed in this draft, will require
that the Commission call some special meetings rather than conducting all of its business
during Monday meetings.
Mayor Stueck asked at what step in the process the public, or a committee of public
members, will be brought in.
Acting City Manager Brey noted that members of the community may contact individual
. Commissioners at any time to ask that certain things be considered. He stated that when the
finalists are brought in for interviews, the Commissioners have a number of options for
gathering public input, including meetings with organized groups and informal gatherings, from
which either written or verbal input can be garnered. He also noted that input can be solicited
from staff, based on meetings with the candidates. He cautioned that this information must
be gathered in a manner that will allow it to remain confidential.
Commissioner Youngman stated that she contacted Montana State University about its
latest high level hiring processes. She suggested that members of the community could serve
on the screening committee, citing representatives from the Chamber of Commerce and the
Downtown Bozeman Association as examples. She recognized that the final decision rests
with the Commission, however, she noted that outside viewpoints can be beneficial.
. Responding to Mayor Stueck, the Acting City Manager recommended that the
Commission establish general numbers at each step. He noted that this will allow the
Commission to take advantage of natural breaks, rather than forcing them to reach artificial
breaks which may not be in anyone's best interests.
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Commissioner Stiff noted that this is the third hiring of a City Manager in which he has
been involved, and each of the processes has been different. He noted that better community
participation than was received in the last process would have been preferable, since many
people did not take advantage of the opportunities provided.
. Mayor Stueck suggested that evaluations of the meetings the candidates have with
organized groups would be beneficial.
Commissioner Rudberg stated she needs time to review the information which has been
prepared by staff. She then forwarded her interest in seeing community involvement in the
selection process.
Responding to Commissioner Youngman, City Attorney Luwe stated that determining
which applicants do not meet minimum qualifications is quite easy to accomplish. He noted,
however, that reducing the number of qualified applications down to five is much more difficult,
and getting the community involved can be beneficial in that process. He cautioned that the
Commissioners have several different issues to think about as they develop the process to be
followed.
. Mayor Stueck briefly reviewed the process followed for selecting the Superintendent of
Schools. He then stated he feels that on-site visits are extremely critical in the hiring process.
Responding to Commissioner Stiff, Acting City Manager Brey stated that staff will have
comments on those which it has determined do not meet minimum qualifications to denote why
they don't.
Commissioner Rudberg asked Personnel Director Pattie Berg to contact the school
system, the University, the hospital and the Chamber of Commerce to find out about the
processes they used in their latest high level recruitments, how they narrowed the field of
candidates and how they gathered public comment. She requested that a sheet of responses
to those questions be provided to the Commission as soon as possible.
Commissioner Youngman noted that the University tends to identify the salary range and
. benefit choices before inviting finalists. She noted, on the other hand, that the City staff has
cautioned that identifying the salary range could result in eliminating an exceptional candidate
who might be flexible on the salary package. She then asked if the Commission is willing to
assist with the spouse's job search, noting that can sometimes make a difference in whether
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a candidate accepts a position. She concluded by asking if the Commissioners wish to
establish a budget for the City Manager selection process.
Acting City Manager Brey suggested that the costs can be reviewed later in the process
to determine if a budget amendment is necessary. He noted that staff discussed the short
. timeline between the selection of the finalists and the interviews, recognizing there probably
is not adequate time to take advantage of any breaks in fares.
Responding to Commissioner Frost, the Acting City Manager stated that the job
description will be mailed to the pool of potential candidates when the request for supplemental
information is sent. He then indicated that if anyone requests a copy of the job description
before that, it will be provided.
Further responding to Commissioner Frost, the Acting City Manager recognized that the
equivalency to five years of top level government management is open to individual
interpretation. He stated that if staff screens out an application as not meeting minimum
qualifications, any Commissioner may request that it be placed back in the pool for further
consideration after reviewing the applications.
. Commissioner Stiff stated that, by not defining "or equivalent", the Commission retains
the latitude to consider individuals who could serve the City well but have no experience in
local government management. He further noted that municipal experience is probably
perceived differently by each of the five Commissioners.
Commissioner Rudberg suggested that experience in top level management in a private
business could be very similar to local government management, citing AT&T as an example
because of all the state and federal regulations which applied to the business.
Commissioner Frost recognized that, while that is possible, many private businesses
view profits as their primary goal rather than service.
Commissioner Stiff noted that three of the last six City Managers have had military
backgrounds, and they did a good jOb for the City.
. Acting City Manager Brey requested that the Commissioners forward any comments
regarding the process or any of the forms by next Monday's meeting, in preparation for further
discussion during the February 10 work session.
(8) Setting of goals for Fiscal Year 1997-1998
The Commissioners reviewed the initial list of goals which they had submitted, as
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follows.
1. Continue to address the sewer inflow and infiltration problems in the existing lines.
2. Remedy sewer line problems, including inflow/infiltration and replacement of aging lines
as needed.
3. Continue sewer rehabilitation/replacement program, also identifying and eliminating
. infiltration/inflow problems and update service area.
4. Complete study by HKM
of sewer and water, and begin planning
for future
i nfrastructu re.
5. Continue water rehabilitation/replacement program and update service area.
6. Proceed with the water rights/Mystic Dam replacement issues.
7. Expedite protection of water rights and Mystic Dam replacement.
8. Obtain results quarterly from consultant dealing with Mystic Dam to prepare for future
water rights.
9. Plan for careful stewardship, use and development of water resources. Stress efficiency
and conservation and minimize cost and negative environmental impacts in developing
additional water supply. Continue to take steps to protect the Bozeman Creek
water
rights, while exploring the feasibility and relative cost-effectiveness of the deep aquifer
and other options for future water supply.
10. Develop a water policy that stresses efficiency and conservation as well as development
of new sources. Water resource planning, including water conservation ~- the City has
. set a high priority on conserving landfill space, energy efficiency, transportation bond
monies, etc.; our limited supply of fresh water should be conserved as well -- and
exploration of deep aquifer layers as a future water source.
11. Implement the affordable housing policy. (Adopt ordinances to implement policy
and
make it easier for private, for-profit sector involvement, as well as develop long-term
funding mechanism for the Community Housing Fund.)
12. Implement existing affordable housing policy (adopt necessary ordinances to implement
policy, develop long-term funding mechanism for Community Housing Fund).
13. Proceed with transportation bond issue projects, and add West Babcock Street
reconstruction to the list.
14. Schedule completion date for all transportation bond projects and expedite City/County
Babcock Street improvements.
15. Aggressively pursue improvements to West Babcock Street, in cooperation with the
County.
16. Complete engineering on transportation bond and put out projects for bid.
.
17. Complete a short- and long-range capital improvements plan for streets, fire, water,
sewer, library, swim center, parks and other infrastructure needs. Include development
of tentative timing and financing plan, and prioritize improvements. (To give departments
guidance on how they fit into the big picture, aiding their long~range planning and to give
the Commission guidance on future budget demands.)
18. Develop a three- to five-year capital improvement plan for City streets, fire, water and
sewer services to identify spending priorities for impact fee revenues and to create a
stronger link between capital facilities and land use issues.
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19. Complete alternative transportation systems for pedestrians, bikers and the disabled in
order to mitigate continuing focus on the use of the automobile and the subsequent loss
of our clean air and continued need for increased property taxes for road construction.
20. Achieve a fairer and more balanced tax system, particularly regarding excessive and
inequitable property taxes, but not limited to balancing development costs more
equitably between developers and existing property taxpayers.
.21. Implement the critical lands study, including preparation of an open space plan.
(Including preservation alternatives for agricultural/other open space/parklands, such as
tax changes and incentives for landowners, easements, transfer of development rights
and land acquisition, if necessary.)
22. Work with City and County officials to explore alternative regulatory strategies for
"donut area" to protect agricultural development rights and open space.
23. Finish zone code update.
24. Begin work on adding a Mixed Use designation to our zoning ordinance.
25. Continue well-located parkland acquisition, parks improvements and maintenance.
26. Fund and develop Rose Park, including potential acquisition of added acreage to park.
Staff Park Department with seasonal help to ensure existing parks are taken care of.
27. Conduct growth-related planning, in cooperation with the County.
28. Pursue true cost analysis regarding present solid waste management, and best estimates
of automated pick-up, composting and recycling.
.29. Continue planning for multi-county solid waste disposal/composting.
Continue adequate fire and police staffing and equipping.
30.
31. Continue to ensure POLICE and FIRE departments are staffed and equipped as needed.
32. Determine actual needs of Police Department for equipment and vehicles to maintain
staff's prod uctivity.
33. Improve and increase enforcement of traffic and pedestrian laws and ordinances and
monitor areas of concern.
34. Develop fire protection master plan.
35. Determine future needs of fire station. Pursue locations, land possibilities and cost
estimates.
36. Develop a plan for computer networking within and between departments
and
departmental Internet access to increase productivity and cost-effectiveness and
improve customer service.
. 37. Investigate the potential of acquisition of new property for Planning and Engineering
offices. Sell existing old library before money is spent upgrading to meet code, ADA and
fire safety issues.
38. Work with County on mutual concerns over: West Babcock Street, Oak Street, 9-1-1
system, legislative issues, and any other pertinent issues. Continue an on-going
relationship with the County Commissioners.
39. Grant study by City grantsperson to explore purchase of open space and development
rights. Contact environmental groups for funding.
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40. Complete updating of manuals of codes and ordinances.
41. Establish regular meetings with all advisory boards to discuss goals. Encourage
innovative ideas to achieve these goals.
42. Analyze budget. Encourage innovative ideas by employees to have City become more
user-fee based. Involve ideas through bottom-up participation.
.43. Keep budget reserves at conservative levels (5 to 7 percent).
44. Anticipate CIP funding needs and attempt to provide solutions.
45. Continue user friendly government attitudes toward public.
46. Support initiatives to attract environmentally responsible new businesses to the area.
47. Establish policy for goal progress review at least two times during year.
48. Continue phased update of cemetery water system.
The Commissioners discussed several of the goals at length, in preparation for possible
combining of those which are similar, with a substantial amount of that discussion revolving
around sewer lines, protection of the stored water rights in Mystic Lake, alternative water
sources and water conservation measures.
As a result of combining goals, the Commissioners who wrote Nos. 42 and 43 agreed
. that they are best addressed through the budgeting process and asked that they be removed
from the list. The Commissioners then concurred in the combining of goals, as follows, with
the first number goal serving as the parent goal:
Nos. 3, 1, 2 4 and 5
The second half of No.9, Nos. 7, 6, 8 and 10
Nos. 11 and 12
Nos. 14, 13, 15, 16 and the first half of No. 19
Nos. 44, 17, 18, 35, 37, 48, 25 and first half of No. 26
No. 20
Nos. 21 and 39
. Nos. 22, 27, and 38
Nos. 23 and 40
Nos. 28 and 29
Nos. 31, 30, 32 and 34
No. 24
Second half of No. 26
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No. 33
No. 36
No. 41
No. 45
. No. 46
No. 47
Clerk of the Commission Sullivan indicated she will prepare a list of goals reflecting the
combined goals, from which the Commissioners may select their top five choices.
The Commission requested that the setting of goals be added to next week's agenda,
so the process can be completed.
Discussion - FYI Items
Acting City Manager Brey presented to the Commission the following "For Your
Information" items.
(1 ) Mr. David Smith, Executive Director of the Bozeman Area Chamber of Commerce,
. submitted the following, (1) Stated that approximately 260 people attended the Chamber's
annual luncheon, which was held a couple of weeks ago. He noted that plans for their new
building at North 19th Avenue and Baxter Lane were unveiled at that time. (2) Stated that he
is tracking a couple of bills in the Legislature at the present time. He noted that HB295 would
cap the amount of accommodations tax monies earmarked for the Travel Montana program at
approximately 45 percent of current levels. He stated this would reduce Bozeman's share from
$67,000 to $28,000 annually, which would effectively eliminate one staff position. He further
noted that this would make it more difficult to compete with other states, particularly since
some of those states spend $25 to $30 million annually to promote tourism. He forwarded
concern about HB166, which would place bed tax revenues in the State General Fund rather
than in a special fund, noting that it would be more difficult to identify tourism monies during
. the budgeting process. He stated that HB194 would increase the accommodations tax, with
the additional monies earmarked for historic preservation, indicating his support for this
proposal. He then indicated the Chamber would be supportive of a 1 ~percent increase in the
accommodations tax, with those monies being distributed back to local governments for
infrastructure needs. He estimated this proposal would generate $2 million annually, or $2 per
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capita if distributed back to local governments on that basis. He noted that other upcoming
bills include expanding the resort tax so that it can be utilized by any incorporated municipality;
however, that bill excludes many of the items which would generate the most revenues.
Another bill, which the Chamber will support, allows for local option gas taxes for
. municipalities.
(2) Agenda for the Development Review Committee to be held at 10:00 a.m. on
Tuesday, January 28, in the Commission Room.
(3) Agenda for the Design Review Board meeting to be held at 3:30 p.m. on Tuesday,
January 28, in the Commission Room.
(4) Agenda for the Gallatin County Commission meeting to be held at 1 :30 p.m. on
Tuesday, January 28, at the Courthouse.
(5) Acting City Manager Brey submitted his weekly report, as follows. (1) Stated that
the City crews will begin removing the snow from the side streets in the downtown area
beginning tonight. (2) Announced that he will attend a meeting with representatives from the
performing arts center tomorrow. (3) Stated that some of the legislative bills in which the City
. is interested have been drafted and will be introduced at what appears to be the most
approprrate time.
(6) Mayor Stueck stated he will attend a meeting with representatives from the
performing arts center at 9:00 a.m. tomorrow. He then asked that reaffirmation of the
resolution previously adopted encouraging location of the center in the downtown area be
delayed until after that meeting.
(7) City Attorney Luwe submitted the following. (1) Attended the 9-1-1 Board
meeting last week. He noted that the amendment to add 25 cents for enhanced services failed
in the House committee; however, Senator Eck will introduce a bill in the Senate to include
those monies. (2) Attended the MMIA Board meeting in Helena on Friday. (3) Noted that bills
. are beginning to move through the Legislature quite swiftly, and he is sending letters regarding
some of those bills. He indicated that today he sent a letter on HB257, which does not allow
a second trial in District Court on appeals of lower court decisions. He stated that he will give
copies of the letters he writes to the Commissioners, noting that most of the time those
hearings will have been held by the time the Commissioners receive their copies. (4) Stated
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he will be out of the office from Thursday to Tuesday, to attend training for the Reserves, so
he will not be at Monday's Commission meeting.
Adjournment - 5:48 D.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 Rudberg, Commissioner Stiff and
Mayor Stueck; those voting No, none.
(~ ? ~-z;:~
DON E. STUECK, Mayor
ATTEST:
~ ;/~
ROBIN L. SULLIVAN
Clerk of the Commission
.
.
01-27-97