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HomeMy WebLinkAbout1996-07-22 Minutes, City Commission MINUTES OF THE WORK SESSION OF THE CITY COMMISSION BOZEMAN, MONTANA July 22, 1996 ***************************** . The Commission of the City of Bozeman met in work session in the Commission Room, Municipal Building, July 22, 1996, at 3:00 p.m. Present were Mayor Stueck, Commissioner Rudberg, Commissioner Stiff, Commissioner Frost, Commissioner Youngman, City Manager Wysocki, City Attorney Luwe and Clerk of the Commission Sullivan. The meeting was opened with the Pledge of Allegiance and a moment of silence. Work Session - (A) Discussion re status of wastewater facilities clan; (B) Review of City Manager's Budget Recommendations for Fiscal Year 1996-1997 (A) Discussion re status of wastewater facilities plan Included in the Commissioners' packets was a memo from City Engineer Craig Brawner . to City Manager Wysocki, dated July 18, forwarding an update on the Wastewater Facilities Plan. City Engineer Craig Brawner reviewed the contents of his memo, noting that Project Engineer Karen Finke was assigned to the wastewater facilities plan and the landfill activities when she was initially employed. He reviewed the chronology of the update of the wastewater facilities plan, which was initially completed in 1978. He stated that in June 1993, HKM was authorized to monitor a select few manholes for infiltration/inflow in the City's sewer lines. He noted that monitoring was conducted in late 1993 and, in January 1995, the draft wastewater facilities plan was distributed to various City departments and the State Department of Health. He stated that, in the meantime, the Engineering Department crew had decreased to three people and, over the next year, he filled eight positions. . The City Engineer stated that immediately after the draft plan was received, with its computer model and software, staff underwent training on the program. He noted that Project Engineer Finke also began a comprehensive review of the draft plan and worked on the computer model to ensure that the City's sewer system was correctly modeled. He noted, however, that expansion of the landfill was undertaken, and Project Engineer Finke devoted a significant amount of time to that project. Also, he reminded the Commission that the State 07-22-96 . - 2 - Department of Health has mandated that the City undertake a corrective measures assessment and plan for explosive gas control at the landfill, with fairly stringent time constraints. City Engineer Brawner stated that all staff comments regarding the draft wastewater facilities plan update have now been received; and Project Engineer Finke has prepared a draft . letter, 22 or 23 pages in length, containing 120 comments regarding the draft plan. The letter is nearly completed, and will be forwarded to the consulting engineer in the near future. He indicated that the final plan should be completed and the necessary public hearings held for adoption of the updated facilities plan by the end of the calendar year. City Engineer Craig Brawner stated that the three major areas of consideration in the wastewater facilities plan are: (1) evaluation of existing conditions, (2) assessment of future needs, and (3) recommendations for immediate and future improvements. He recognized that some areas in the collection lines have high infiltration/inflow, and more detailed information on those areas is needed. He also noted that once the plan is adopted, a capital improvements plan must be created and funded to add ress the issues identified. The City Engineer characterized the plan as a "map for the next twenty years". He . cautioned that, while projects may be identified in the plan, additional evaluations may be necessary to determine where and how to best spend the available monies. He recognized that this may take some time, comparing the process to that being used for implementation of the transportation plan update. Mayor Stueck noted that for the past 2 % years he has served on the Commission, he has consistently heard about the sewer collection system problems from infiltration/inflow and the problems from sewer backups. He further noted that addressing the infiltration/inflow will result in extending the life of the wastewater treatment plant. He stated that old clay lines have also been identified as the lines which may be involved in many of the sewer backups that have occurred in recent years. . Commissioner Youngman stated that comments she has received from constituents suggest that TV inspections of sewer lines cannot be effectively accomplished during peak flow periods; however, identifying the areas with the largest amounts of infiltration/inflow is one of the first steps to be taken. She noted that another citizen has suggested that the City begin its upgrading of the system by replacing the oldest sewer lines first. She concluded by asking why the specific projects were identified in Table 6.2-1. 07-22-96 -------- ----.---.---. -.- ---- ..---..-------. ------ ....- ..---- ,.- - --.--....-..--- .--...----- ..- -.--------- .-.-. --- - -... --. ..- ~ 3 - Commissioner Stiff asked if the information used in developing the impact fees will dovetail with the final plan. He stated that, based on the information submitted to the Commission during the setting of those fees, it appeared that the problems with the collection system needed to be addressed quickly; however, this memo suggests that time is not critical. . Commissioner Frost recognized it is possible to pump lines out to keep them functional, but asked if that is an efficient way to operate the collection system. He then asked if delaying improvements to the system will place an undue strain on it. City Engineer Brawner responded to those questions, noting that infiltration/inflow may not be related to the structure, age or materials of the pipe, but pertain more to how the lines were installed and what has occurred above ground in that area. He noted that in the past few years, an average of $100,000 per year has been spent in addressing problems in the sewer collection system, and a like amount has been spent on the water distribution system. He suggested that monies not be appropriated for repair of problems until after the necessary studies have been completed. The City Engineer stated that flushing or pumping of a sewer line might be helpful if . washing a clog through the system is needed. He also noted that, in some instances, the flow is so low that additional water is needed to move the sewage solids through the system. He stated that the City crews responsible for maintenance of the sewer collection lines are aware of those areas where problems typically arise, and those areas are not always where the oldest sewer mains are located. He stated, rather, that the problem areas are often found where there may be low spots in the line. He further cautioned that a six-inch main should not be automatically replaced because of its size. He suggested other, more cost efficient alternatives may be better, such as installation of a second main. City Engineer Brawner cautioned that the areas identified as needing possible maintenance, as currently contained in the draft plan, are general. He stated that more study . is needed to identify the exact location and type of problem and, until that is done, the City is not in a position to cost effectively undertake addressing the problems. He stated that assessment of the infiltration/inflow, as contained in the budget, will provide the information needed to generate a more accurate identification of the problems and the most economical solutions. He noted that, given current and emerging technology, it may not be necessary to tear up the streets to accomplish the needed repairs to the system. 07-22-96 .---- ....--- - 4 - Director of Public Service Phi II Forbes stated that some of the infiltration/inflow problems in the existing sewer collection system could be in the service lines rather than in the mains. He noted those problems could be due to workmanship, foundation drains could be connected to the sewer line, or sump pumps to keep basements dry could be illegally connected to the . sewer service lines. He stated that any of those situations could result in major problems that are not attributable to the sewer mains. He stated that until the problems have been identified, the solutions cannot be determined and implemented. Commissioner Frost asked if criteria will be established to provide guidance in identifying priorities in the list of capital improvement program projects. He also asked if the $100,000 budgeted for next fiscal year is adequate. City Engineer Brawner stated that, at the present time, design of a $200,000 improvements program for Fiscal Year 1997-1998 is being undertaken, based on the approach of alternating improvements to the water distribution and sewer collection systems that was developed a few years ago. Responding to questions from Commissioner Youngman, the City Engineer stated that . camera inspections do not measure the capacity of the sewer mains; rather, that is done through computer modeling and physical flow monitoring. He indicated that camera inspections do provide for detection of structural problems in the sewer lines, noting that the lines may require bypass pumping during high groundwater periods to allow for identification of areas where infiltration may be occurring. Responding to Mayor Stueck, the City Engineer stated some sewer mains in the community have been identified as being at or over capacity or will be if any additional development occurs. He noted that, as a result of those concerns, one of the conditions now being placed on some subdivision approvals provides that monitoring of the sewer main will be conducted to ensure there is adequate capacity for development of that subdivision. . Commissioner Stiff noted that the Commission has identified the evaluation of sanitary sewer lines and implementation of the wastewater facilities plan as one of its top priority goals for this fiscal year, based on information which reflected a number of collection system deficiencies. He expressed concern that, given this new information, it appears those needs are not as critical as originally thought. 07-22~96 -.------.- - 5 - Director of Public Service Forbes characterized the process of addressing the sewer collection system as a three-phase process, the first phase of which has been nearly completed. He indicated the second phase involves evaluating the information garnered from the study and identifying the extent of the problems, and the third phase implements solutions to the . problems. He encouraged the Commission to support the systematic approach that has been forwarded by staff. He reminded the Commission that the list of existing deficiencies in the wastewater system cannot be covered by impact fees. He then suggested that, while the facilities plan may identify replacement of a segment of line, it may be possible to either install a supplemental line or replace a much smaller segment of line than has been identified, depending on what further studies reveal. He recognized that, while under ideal conditions it would be nice to completely replace the deficient sewer mains, a municipality cannot absorb those exorbitant costs. Commissioner Stiff forwarded his continued concerns about this issue, stating that the Commission has not been as well informed as it possibly should have been during the goal . setting process. Project Engineer Karen Finke stated that, based on an initial review of the information contained in the draft wastewater facilities plan, she has identified no bottlenecks in Zones 1, 2 and 4; 11 bottlenecks in Zone 2; 4 bottlenecks in Zone 5; and 3 bottlenecks in Zone 6. She characterized a bottleneck as an area where, at peak flows, the pipes are full to over capacity. Responding to Mayor Stueck, City Engineer Brawner stated that studies could reveal that a reduction in the infiltration/inflow into the sewer mains may relieve pressure on the system and alleviate the need for oversizing of trunk lines or installation of new trunk lines. The City Engineer stated that, at the present time, staff is analyzing the sewer service area in light of the proposed Delaney annexation; and it should have a report prepared in the next two weeks. . Mayor Stueck reiterated the fact that wastewater surfaced as a high priority goal because of the problems which have been identified and discussed during his 2 Y2 years on the Commission, and the apparent immediacy of those problems. He noted that, in light of this discussion, it appears a delay in addressing the problems is not of concern. Commissioner Rudberg noted that the list of deficiencies, as identified and enumerated during the impact fee process, seemed to suggested that "the sky is falling". 07-22-96 - 6 - City Engineer Brawner acknowledged that the process of developing the wastewater facilities plan has been slow. He assured the Commission, however, that by the end of the year, the updated plan should be adopted and methodical steps can then be taken to begin implementing corrective actions. . City Manager Wysocki assured the Commission that its high-priority goal pertaining to wastewater is appropriate. He encouraged the Commission to view it as a long-term goal, however, suggesting that it may take up to five years to fully address the issues and problems that have been identified. Discussion - FYI Items City Manager Wysocki presented to the Commission the following "For Your Information" items. (1 ) Copy of a letter from Rebecca Hodgson, 509 Western Drive, to County Road Superintendent Sam Gianfrancisco, dated July 16, regarding traffic conditions on Western . Drive. (2) Letter from Mary W. Gray, 1817 South Willson Avenue, dated July 17, regarding the need to upgrade the City's sewer system, particularly in the older parts of the community. (3) Letter from Charley Stocker, dated June 25, requesting permission to conduct the Sweet Pea Bicycle Race at 8:00 a.m. on Sunday, July 28. (4) Copy of a letter from Animal Control Officer Connie Lien to Bob Kolesar, 506 North Bozeman Avenue, dated July 3, notifying him that a kennel license is needed. (5) Copy of a letter from Animal Control Officer Connie Lien to Sindy Matthews, 110 South 10th Avenue, dated July 3, notifying her about complaints resulting from her kennel license. (6) Copy of a letter from Claudine Eckes, 2201 Maplewood Street, to Planning . Director Epple, dated July 17, regarding development in the area of North 19th Avenue/West Oak Street. (7) Late submittal regarding the application submitted by Cafe Internationale for a conditional use permit to allow the sale of beer and wine. (8) Late submittal regarding the application submitted by Cafe Internationale to allow the sale of beer and wine. 07-22-96 - 7 - (9) Letter from the Montana Department of Commerce, dated July 16, regarding available CDBG Funding for 1996. (10) Notice of Special Meeting for the next meeting on the budget, scheduled for 4:00 p.m. on Tuesday, July 23, in the Conference Room. . (11 ) Memo from Commissioner Youngman, dated July 17, requesting that her absence be authorized from the August 19 meeting. (12) Letter from Jackie Stonnell, Health Officer, dated July 17, regarding funding for the new Gallatin Community Clinic. (13) Information sheet on the Greening of Yellowstone Workshop, scheduled for October 16-18 at West Yellowstone. (14) Letter from Frank J. Hollenback, 1102 South Willson Avenue, dated July 19, regarding traffic on South Willson Avenue. (15) Memo from County Commissioner Phil Olson, dated July 15, inviting the Commission to attend a meeting on Monday, August 12, beginning at 1 :30 p.m., to review the request for proposals for the composting feasibility study. . (16) Minutes from the April 30 and June 18 meetings of the Historic Preservation Advisory Commission. (17) Agenda for the Development Review Committee meeting scheduled for 10:00 a.m. on Tuesday, July 23, in the Commission Room. (18) Agenda for the Design Review Board meeting scheduled for 3:30 p.m. on Tuesday, July 23, in the Commission Room. (19) Agenda for the County Commission meeting to be held at 1 :30 p.m. on Tuesday, July 23, at the Courthouse. (201 Agenda for the Montana Transportation Commission meeting scheduled for August 14 and 15 in Helena. . (21) The City Manager submitted his weekly report, as follows. (1) Announced that ramps and curb bulbs are being installed on South Willson Avenue. (2) Attended the Transportation Coordinating Committee (TCC) meeting on Wednesday. (3) Asked the Commissioners to consider when another session or two on the budget may be scheduled, in light of the slow progress to date. (4) Announced that the environmental group from Gallatin Valley Tomorrow will meet on Thursday evening. (5) Attended the Interagency Breakfast on 07-22-96 -....---- - 8 - Wednesday morning, at which Mr. David Smith, Executive Director of the Bozeman Area Chamber of Commerce, presented an update on the CNFR and a recent meeting with representatives from Wally Byam. (6) Met with the owner of lattice Materials regarding additional space for their operation. (7) Attended a vendor's conference on 9-1-1 equipment. . (22) Commissioner Youngman submitted the following. (1) Stated that handicapped ramps are being installed on West Koch Street, adjacent to her home. (2) Attended the Beautification Advisory Board meeting last week, noting that the addition of two new members has revitalized the board. She stated that the Board wishes to meet with other City boards, including the Tree Board, the Recreation and Parks Advisory Board and the Historic Preservation Advisory Commission, while trying to coordinate more beautification programs and efforts throughout the community. (23) City Attorney Luwe stated that the Clerk of the Commission was served this morning with a lawsuit filed by Babcock Place Limited Partnership, regarding the Cook zone map amendment. (24) Mr. David Smith, Executive Director of the Bozeman Area Chamber of Commerce, . stated that the recent meeting with representatives from Wally Byam was successful, and it appears Bozeman may attract the International Conference in the Year 2000. (25) Mayor Stueck submitted the following. (1 ) Attended the ribbon cutting ceremonies at the Bon Marche on Saturday morning. (2) Attended the TCC meeting on Wednesday morning. He noted that items of discussion included the reconstruction of the interchange at Belgrade and construction of the new visitors' center at the North 19th Avenue interchange. Work Session (continued) - (B) Review of City Manager's Budget Recommendations for Fiscal Year 1996-1997 (B) Review of City Manager's Budget Recommendations for Fiscal Year 1996-1997 . This is the fourth in a series of work sessions on the City Manager's recommendations for the budget for Fiscal Year 1996-1997. Since this is a work session, the minutes are abbreviated. City Manager Wysocki began his review by providing responses to several questions which have been raised during previous work sessions. He indicated that the Recreation 07-22-96 - 9 - Department staff members are assisting the Big Sky Windrinkers with organization of the Sweet Pea Children's Run this year, to ensure that the activity continues. He then stated that no other community in the state has implemented an electronic cop program. He noted that the City of Billings has considered it, as well as some other communities in the western part of the . United States. He stated that it appears the company which developed the equipment leases it for a high percentage of the fines generated. He then indicated that the Police Chief is checking on the possibility of obtaining assistance on monitoring of traffic speeds through the State's safety program. Administrative Services Director Gamradt stated the increase in personnel and salaries in the City Attorney's budget is attributable to the addition of a staff attorney and reallocation of existing secretarial positions. Also, monies for the City's portion of the victim/witness program are included in this budget unit. In the Finance Department, the salaries have increased disproportionately to the increase in personnel levels because one of the positions was vacant in Fiscal Year 1994, which is the base year of the comparison. City Manager Wysocki encouraged Mr. Carroll Henderson to convey to the Study . Commission the importance of amending the language in the proposed charter to allow flexibility in choosing the type of lower court. He noted that a conversion from city court to municipal court under the new charter might be in the City's best interests; and it may be possible that at some time in the future, it might be preferable to use the Justice of the Peace system rather than having a separate municipal court. Responding to questions from Mr. Henderson, the City Manager asked that the charter address the issue rather than being silent on it, to ensure that the Commission has the authority to establish the type of lower court. Administrative Services Director stated that, rather than assigning a greater percentage of the copier upgrade costs to the Building Inspection budget unit, it would be preferable to . establish a distribution based on actual usage. He stated that, through departmental allocations, a portion of the costs of the upgrade to the phone mail system may be charged back to the Building Inspection budget unit, as well as other non-general fund activities which will use the system. He characterized these charges as minimal, noting that no adjustments in the budgets will be necessary. 07-22-96 - 10 - Responding to questions from Mayor Stueck, Administrative Services Director Gamradt stated that when determining the costs of operation for the Building Inspection Division, he used an average of the costs of renting space in the downtown area. He stated that, with moving the Building Inspection budget unit from the general fund to a special revenue fund, the . departmental allocations assessed to this budget unit may include a charge for office space. He cautioned that if the costs, or a portion of the costs, of renovating the City Hall Annex are charged to this budget unit, then the rental charge must be eliminated. The Administrative Services Director responded to some of the other questions previously raised, assuring the Commission that no parks activities are operated out of the building at the cemetery. Responding to Commissioner Stiff, the Administrative Services Director assured him that the schedule of INTERCAP loans and the State Revolving Fund loan will be completed prior to tomorrow's work session. City Manager Wysocki and Administrative Services Director Gamradt continued review . of the City Manager's recommendations, covering a portion of the individual budget units contained under the Special Revenue Funds, which cover Page 117 through Page 197 of the document. Planning. The City Manager reviewed the staffing for this budget unit, noting that Assistant Planner Christopher Williams has been hired for a two-year period, to undertake some of the larger projects. Responding to Commissioner Stiff, the City Manager stated that the GIS will involve and benefit many different departments; therefore, costs are allocated to each of those departments. Mr. Carroll Henderson noted that he served for 17 years on the City-County Planning Board and, at his last meeting in 1971, he moved that a long-range planner be hired. He noted . that at that time, there was no Planning staff, but shortly thereafter a planner was hired. He stated that, as of this date, a long-range planner has not yet been hired. He then stated that in the Study Commission's survey results, 60.6 percent of the respondents were unhappy about the existing planning process. He suggested that the Commission meet with the County Commission about the possibility of combining the zoning and planning activities into one 07-22-96 - 11 - office. He also proposed that the non-productive regulatory provisions in the zone code be eliminated. Building Inspection. The City Manager noted that this budget unit reflects the moving of this function from being under the Planning Director to being under the Fire Department, with . the Fire Marshal being responsible for supervising the day-to-day operations. Also, a plans reviewer is to be added to the staff and, while that increases the salaries line item, it results in a decrease in contracted services. Responding to questions from Mayor Stueck, Administrative Services Director Gamradt stated that since this budget unit has been moved from the general fund to a special revenue fund, the percentage used for calculating benefits has changed from 10.8 percent to approximately 35 percent. Also, the amount budgeted for departmental allocations has dramatically increased, to reflect the redistribution of costs incurred in other budgets and funds for this department's activities. Insurance. This budget unit covers the premiums and deductibles for the health, dental and liability insurance programs, except for the proprietary funds. . Employee Retirement. This budget unit covers the employer's contributions to the Public Employees' Retirement System, the Police Retirement and Fire Retirement funds. Gas Tax. This is one of the three budget units which fund the Street Department activities. This is typically viewed as the projects portion of the budget, as reflected by the items contained under contracted services. Responding to Commissioner Stiff, the Administrative Services Director stated that in special revenue funds, any unexpended balance at the end of the fiscal year rolls over into the next fiscal year. He noted, therefore, that if a project is rebudgeted, there are sufficient monies in the carryover to cover those costs. Community Transportation (CTEP). The City Manager stated that this budget unit . provides for expenditure of what are also referred to as the ISTEA monies. He noted that four projects have been submitted to the Montana Department of Transportation and are included in this budget. Highway Safety Improvement Projects. This includes funding for safety improvements to fourteen hazardous intersections in the community. 07-22-96 n.. ..._ -..-.-----.-. -..---. ~ 12 ~ Street Maintenance District. This is the third budget unit which provides funding for the Street Department, and covers salaries and operating supplies. Tree Maintenance District. This budget unit covers the costs of maintaining trees along the streets and in the parks. . Mayor Stueck suggested that privatization of this service be considered, since there are many licensed and qualified arborists in and around the community. Special Projects Fund. This budget unit provides for the expenditure of monies derived from sale of Valley Unit lots in excess of the monies needed to retire the SID bonds. SID Lighting Districts. This is essentially a pass-through account since the City pays the bills and then assesses the property owners for the actual costs. Community Development Block Grant/HOME. Expenditure of the grant monies for the Senior Center is included in this budget unit. CDBG Housing Revolving Loan Fund. This budget unit reflects the monies available for housing projects and a listing of commitments not yet expended. CDBG Economic Development Revolving Loan Fund. The City Manager noted that . monies have been budgeted in anticipation that an application may be forwarded during the fiscal year. Responding to Mayor Stueck, the City Manager affirmed that monies from this fund could appropriately be used for support of the Gallatin Development Corporation and the Small Business Center. 9-1-1 Program. The City Manager reminded the Commission that the County's budget request included $1 million for acquisition of equipment; however, he has proposed only $350,000 in this year's budget for that purpose. He indicated that the City has committed, through an agreement with the County, to fund 45 percent of the costs of operating the 9-1-1 program, less a proportionate share of contributions from any source other than Gallatin County. . Responding to Commissioner Stiff, the City Manager indicated that he had not anticipated this level of expenditure for equipment for the facility. Drug Forfeiture Fund. This unit is funded from drug forfeiture monies, State monies and a transfer from the general fund. 07-22-96 .... ... ---" . - 13 - Police Special Revenue. This funds the DARE program, which is now fully funded at the local level. Local donations reflect that this is still a well accepted program. Beautification of Bozeman. This budget unit reflects a $1,000 transfer from the general fund plus a small carry-over balance, most of which results from the recent sculpture donation . campaign. Historic Preservation. This budget unit is essentially the same as in past years. Fish, Wildlife & Parks Managed Areas. This budget unit includes both the East Gallatin Recreation Area and the Bozeman Ponds. The State contributes $5,000 toward the East Gallatin Recreation Area. The increase in personnel reflects the addition of employees to maintain the Ponds area, which is new this year. Mayor Stueck suggested that the State should be approached about increasing its contribution to the East Gallatin Recreation Area in light of the increased usage of that State park. City Manager Wysocki proposed that the work session be ended at this time, in light of . the remaining agenda item. Break - 5: 16 to 5:20 C.m. Mayor Stueck declared a break from 5: 16 p.m. to 5:20 p.m. Executive Session re litiaation Mayor Stueck announced his intent to close the meeting and enter into executive session, under Section 2-3-203(4), M.C.A., for the purpose of discussing litigation pertaining to the Bozeman Solvent Site, noting that if the issues were discussed in open meeting, it would have a detrimental effect on the litigating position of the City. Mr. AI Knauber, reporter for the Bozeman Daily Chronicle, stated his objection to closure . of the meeting, noting that the Commissioners are elected by, and represent, the residents of the community. At 5:21 p.m., Mayor Stueck called an executive session for the purpose of litigation and asked all of the persons except the City Manager, City Attorney, Attorney Barry O'Connell and Clerk of the Commission to leave the room. 07-22-96 ~ 14 - At 6:20 p.m., Mayor Stueck closed the executive session and reconvened the open meeting. Adjournment. 6:20 p.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. CQ c:;~~~ DON E. STUECK, Mayor ATTEST: ~ ~-Ld~ ROBIN L. SULLIVAN Clerk of the Commission . . 07-22-96