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HomeMy WebLinkAbout1996-07-08 Minutes, City Commission .~ .r -- ----_.._-_.._~. MINUTES OF THE WORK SESSION/AGENDA MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA July 8, 1996 ********************** ******* . The Commission of the City of Bozeman met in work session and agenda meeting in the Commission Room, Municipal Building, July 8, 1996, at 3:00 p.m. Present were Mayor Stueck, Commissioner Rudberg, Commissioner Stiff, Commissioner Youngman, City Manager Wysocki, City Attorney Luwe and Clerk of the Commission Sullivan. Commissioner Frost was absent. The meeting was opened with the Pledge of Allegiance and a moment of silence. Authorize absence of Commissioner Frost from meetina, in compliance with Section 7-3-4322(2), M.C.A. It was moved by Commissioner Rudberg, seconded by Commissioner Stiff, that the . Commission authorize the absence of Commissioner Frost from this meeting, in compliance with Section 7-3-4322(2), M.C.A. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Rudberg, Commissioner Stiff, Commissioner Youngman and Mayor Stueck; those voting No, none. Aaenda Meetina - for reaular meeting and Dublic hearings to be held on Julv 15. 1996 Since this is an agenda meeting, only those issues requiring staff action are contained in the minutes. City Manager Wysocki briefly reviewed the background information which was included in the Commissioners' packets. (4) The City Manager stated that staff has encountered some complications . with this project, and will be meeting later this week in an effort to resolve those issues. Commissioner Stiff expressed concern about the fact that the Commission is considering a single application for a small area in this undeveloped area. He then forwarded his preference for seeing a master plan for development of the entire area bordered by Ferguson Avenue, Durston Road, Cottonwood Road and US Highway 191/Huffine Lane, noting that the Commission can then make better decisions on individual applications. 07-08-96 --.----..--- - --.--.. --...-....- - 2 - (5) City Manager Wysocki noted that the City entered into an agreement with the previous owners of the Kountz Mobile Home Park, and he wishes to review that agreement to ensure that this requested expansion does not conflict with its terms. Assistant Planner Christopher Williams stated that the State of Montana has approved . the plans submitted for connection to the City's sewer system, and that connection will be made prior to expansion of the mobile home park. He then indicated that, under the agreement reached last year, the City has agreed to allow the extension of sewer service to the subject site without requiring annexation. Commissioner Stiff and Mayor Stueck asked that staff research that issue further prior to next week's meeting. (13g) Mayor Stueck asked for a breakdown of how many hours have been billed for each of the various categories of personnel on the list for the past couple of billings. (18) Senior Planner Dave Skelton provided a brief background on the application, showing the Commission pictures of the subject site as well as the new Langohr's Flowerland on South 19th Avenue. He stated the primary focus of the application is on a face lift for the . South Tracy Avenue store, including retention of the existing sign. He recognized that the sign does not meet the criteria for an historic sign; however, he stated that staff and the Design Review Board recognized the importance that the sign has in the history of the subject site. He stated that the Design Review Board has suggested the face lift be carried around from the west side to the south end of the structure, and the applicant has indicated a hesitance to do so. He then indicated that the comments received from the neighborhood to date have been favorable. (19) Assistant Planner Jody Olsen stated that under this application, a building previously used for professional offices is to be converted to a small bakery. The applicant has proposed a one-way drive which enters the site from South Tracy Avenue and exits onto a . public alley. The Development Review Committee has added a condition of approval that requires the one-way drive to not exit onto the alley, and the applicant is appealing that decision. The Assistant Planner stated that the basement is currently rented as an apartment. Those tenants will use the garage for their parking spaces and may use the alley to access the site under the conditions imposed by the Development Review Committee. 07-08~96 - -. --" --- .._.~ - 3 - Responding to questions from the Commission, Street/Sanitation Superintendent Roger Sicz stated that the subject alley is only 9 feet wide because of hedges and vehicles parked in the alley, and that is not wide enough to accommodate the additional traffic from this subject site. He indicated that staff forwarded possible alternatives for traffic circulation on . the site, but the applicant has indicated a preference for the proposed one-way drive. Mayor Stueck noted that, on this small site, options are limited. Work Session re Qarbaae collection City Manager Wysocki noted that, included in the Commissioners' packets, was an information booklet, as prepared by Sanitation Superintendent Roger Sicz. Sanitation Superintendent Sicz showed the Commission a 9 Y2 -minute video he had prepared showing the various types of garbage collection trucks currently used in the community, including the City's three-man trucks in a residential setting, the side arm automated truck used by Three Rivers Disposal for residential collections, the City's rear~loading trucks used for commercial dumpsters and an overhead fully automated garage truck used for . commercial dumpsters. The Sanitation Superintendent stated that the City currently uses two 20-yard rear loading packers for its garbage collection services. He noted that the packer must pack the garbage while the vehicle is stopped, before more garbage can be added. He then reviewed the definition of automated garbage collection, noting that it allows for a single person to collect the garbage through the use of mechanical equipment. He also noted that an automated system dramatically decreases the incidence of back aches and workers' compensation claims because of overweight cans. He characterized an automated system as being more efficient and cost effective. The Superintendent stated that many communities across the nation, and . approximately 20 communities in Montana, have implemented an automated collection system. He noted that Bozeman tried a pilot program in 1985, and he has the results of that program. He briefly highlighted those results, which reflect a 94-percent favorable response. He noted that, despite those results, Bozeman has still not converted to an automated system. He stated that, in recent years, Three Rivers Disposal and Customized Services have implemented 07-08-96 - --.-.---- .- - 4 - automated systems; and the automated collection containers are found throughout the community. Sanitation Superintendent Sicz turned his attention to the packet of information he had prepared, noting that it forwards a proposal for phasing in a change to automated garbage . collection. He stressed the importance of maintaining a volume-based collection system, noting that could be accomplished through an annual assessment that is based on the size of container ordered by the customer. He noted that 32-gallon, 64-gallon and 96-gallon containers are available; and an annual assessment rate could be established which would be equivalent to the current base rate plus the tag fees for one, two or three cans per week. He recognized that this would eliminate the weight limit currently imposed under the tag system, but would retain the volume-based system. He stated that this system would allow for improved efficiency in refuse collection and provide for better customer service. Responding to Commissioner Stiff, the Sanitation Superintendent stated that many containers currently exceed the 33-pound limit per tag. He noted, however, that when he . removed the tags from several different containers and weighed the garbage, the total weight was less than 100 pounds different from the weight allowed. Sanitation Superintendent Sicz stated that an automated collection system would allow for restructuring of the collection routes, and the additional capacity could allow for the Sanitation Department to collect the garbage from the City parks as well as additional customers. He also suggested that implementation of an automated system could allow for an improved compost collection system. The Sanitation Superintendent stated that one of the employees in this area will be retiring next year, and other employees may either be retained in the department or shifted to other departments in the City. He stressed the importance of recognizing that this proposal is to be phased in over a period of years, assuring the Commission that none of the current . employees would lose their jobs through the transition. The Superintendent stated that in Phase I, one new and one used 30 cubic yard fully automated side loading garbage trucks would be purchased, along with approximately 2,150 containers. The containers would be distributed to residential customers with curbside pick-up service, based on the customers' requests; and the annual assessment would be based on the size of the container. The garbage routes would then be restructured, with the three-man 07-08~96 ___.___u_ . --..- -------. .--- - 5 - trucks continuing to provide alley pick~up service to approximately 2,300 residential customers, and two-man trucks would be used for commercial pick-ups. He noted that this would allow for serving additional customers, noting that there are several people on a waiting list for City service. . Sanitation Superintendent Sicz provided some projected costs for the current collection system versus an automated collection system, noting that under the automated system, the costs could be substantially lower. He also noted that the automated system would expand the City's capacity to provide service, since a three-man, rear loading collection system can make approximately 2,200 stops per week while a one-man, automated system can make approximately 3,700 stops per week. He recognized that the costs of purchasing new equipment are quite high; however, he encouraged the Commissioners to recognize that the automated collection system will result in significantly reduced labor costs and, thus, substantial savings over a period of time. The Sanitation Superintendent responded to several questions from Commissioner Rudberg. He indicated that, if bags were left beside the containers, the driver could pick them . up and toss them into the truck. He suggested that this should occur on a limited basis and could be documented on a piece of paper, with the individual then being assessed an additional charge for that pick up. He noted that if the extra bag becomes a routine, then the customer should probably be issued, and assessed for, a larger container. He indicated that compost could be handled in one of several ways, with the garbage container possibly being set out with compost on a certain day each week, or a green container being issued for compost. He noted that, in either instance, the automated truck could be used to pick up the compost materials, thus providing for greater efficiency in that program. He stated that at the present time, the City is requiring those with dumpsters to purchase their own, and several of the newer customers have done so because they want the City service. He provided some estimated . costs of dumpsters, which run slightly more than $100 per cubic yard of capacity. Further responding to Commissioner Rudberg, the Sanitation Superintendent stated that an automated collection system has been successfully implemented for alley pickups in other communities in Montana. He noted that, while the smaller containers could be used in the alleys, the larger 300-gallon or 400-gallon containers are often used, with those containers serving three or four households. He recognized that establishing a volume~based assessment 07-08-96 - 6 - in those situations could be difficult, although he suggested it would probably not be impossible. He noted that if the alley routes are to be served by an automated system, it will be important to closely monitor the alleys and ensure that no encroachments or blockages occur. . Responding to additional questions from Commissioner Rudberg, the Superintendent stated that when he made a similar presentation to the Commission in 1992, he included a curbside recycling program. He noted that his position on that issue has changed because other recycling opportunities are available. He noted that under the new multi-jurisdictional program, receptacles for recycables are to be provided at strategic locations throughout the community; and there are private companies which currently provide curbside recycling services. He suggested that those programs should be used, rather than the City implementing another program. He stated that, by retaining the volume-based garbage collection system, the City will continue to encourage its customers to use those recycling services. Commissioner Youngman expressed concern that underthis proposal, the assessment would be based on at least one 32-gallon can of garbage per week. She noted that under the . current tag system, some people do not have that much garbage, but may only set out one can every two weeks. Sanitation Superintendent Sicz stated a windshield survey revealed that very few customers generate less than a 20-gallon container of garbage per week. He suggested that some alternatives for the very small garbage generators could be considered, recognizing that senior citizens should not be penalized under this proposed conversion. Responding to additional questions from Commissioner Youngman, the City Manager suggested that different colored containers could be used, with a certain color of container being collected only on certain weeks of the month. He suggested that this would allow for a conversion to an automated collection system that would not penalize the very small . customer. Responding to additional Questions from Commissioner Youngman, the Sanitation Superintendent stated that implementing an automated collection system for the alley would depend when a second new automated truck could be purchased. He then forwarded his interest in having the program phased in over the next three or four years. 07-08-96 _. _______0'__.__._ _ - 7 - Responding to questions from Commissioner Stiff, Sanitation Superintendent Sicz stated that at one time, the City's garbage collection fees were approximately 50 percent less than Three Rivers' fees. He estimated that at the present time, the City's fees may be approximately 25 percent less than the fees charged by the private haulers. . The Sanitation Superintendent stated that when the City implemented the volume- based rates and the tag system, it lost several customers, resulting in $70,000 in lost revenues. He noted that, after six or eight months, the City gained back enough customers to once again break even; and interest in the City's service has continued to grow. He stressed that under this proposed conversion, the volume-based assessments would remain but the tag system would be eliminated. Responding to Mayor Stueck, the Sanitation Superintendent stated that, since the City can provide garbage collection services for approximately 25 percent less than what is being charged by the private haulers, he feels privatization is not in the best interests of the citizens. He noted that, if an automated collection system is implemented, the savings could potentially be even greater. . Commissioner Stiff noted that if the City collects a higher percentage of the garbage collected within the city limits, there is a greater consistency in the amount of garbage dumped at the City's landfill. He noted that, while the private haulers use the City's landfill, they also use the Logan landfill; therefore, the predictability is not as high. Sanitation Superintendent Sicz concurred with Commissioner Stiff's comments. He estimated that 15 percent of the 40,000 tons dumped in the City's landfill is currently from city residents. Mayor Stueck thanked Sanitation Superintendent Sicz for his presentation. Discussion - FYI Items . City Manager Wysocki presented to the Commission the following "For Your Information" items. (1 ) Copy of a letter from the Rae Subdivision County Water and Sewer District, dated June 10, to the City Manager and Director of Public Service regarding possible connection to the City's sewer system. 07-08-96 - 8 - Responding to Commissioner Stiff, the City Manager indicated that he and the Director of Public Service will respond to the letter. (2) Letter from the Study Commission, dated June 25, responding to the Mayor's letter of April 26, in which he forwarded the Commission's requested that the Study . Commission set aside monies in its budget to cover the costs of the upcoming election. (3) Letter from the Headwaters Cooperative Recycling Project, dated July 3, forwarding the project agreement for the Headwaters Recycling Cooperative. (4) Tentative schedule for preparation of the budget for Fiscal Year 1996-1997. Mayor Stueck expressed concern that all of the work sessions have been scheduled for 3:30 in the afternoon because of his work schedule, noting that other Commissioners may encounter the same problems. Following discussion, the Commissioners revised the schedule, so that two of the work sessions will begin at 4:00 p.m. and the other two sessions will begin at 7:00 p.m. (5) Copy of the transmittal letter from the City Manager's recommendations for the budget for the upcoming fiscal year. . The City Manager indicated that the budget should be printed on Tuesday, and will be distributed to the Commissioners as soon as possible, in preparation for the work session which has been scheduled for Thursday evening. (6) Table prepared by Clerk of the Commission Sullivan showing a listing of the membership on the City-County Planning Board since 1982. (7) Memo from City-County Planning Director Andy Epple, dated July 5, forwarding the Board's comments on the draft annexation policy. (8) Memo from Planning Director Epple to the Commission, dated July 5, forwarding his response to Terry Lonner's memo to the Commission, dated July 1. (9) Agenda for the Development Review Committee meeting to be held at 10:00 . a.m. on Tuesday, July 9, in the Commission Room. (10) Agenda for the Design Review Board meeting to be held at 3:30 p.m. on Tuesday, July 9, in the Commission Room. (11 ) Agenda for the County Commission meeting to be held at 1 :30 p.m., on Tuesday, July 9, at the Courthouse. 07-08~96 -....-..---- --.--. "'.-..--- -. ----.----- - 9 - (12) Agenda for the Transportation Coordinating Committee meeting to be held at 10:00 a.m on Wednesday, July 17, in the meeting room at the Public Library. (13) Copy of a letter to Commissioner Stiff from Russ and Georgia Ann Flattum, dated July 8, requesting that parking be restored on the west side of South 11 th Avenue. . (14) The City Manager submitted his weekly report, as follows. (1) Attended a meeting on the 9-1-1 budget. He noted that it was difficult to prepare the budget since this is the first year the combined center has been in operation. (2) Reminded the Commissioners that the next Interagency Breakfast is scheduled for 7:00 a.m. on Wednesday, July 16, at Bridger Bar~B~Q. (3) Noted that crews are patching streets whenever possible. (4) Announced that Hyalite Reservoir is still full and the snow is not yet melted. (5) Reminded the Commission that the ribbon cutting ceremonies for the HRDC apartment project are scheduled for 3:00 to 5:00 p.m. on Friday, July 12. (15) Commissioner Rudberg submitted the following. (1 ) Attended the Development Review Committee and City-County Planning Board meetings on Tuesday. (2) Congratulated Danny Luwe and Cristin Forbes, children of City Attorney Luwe and Director . of Public Service Forbes, for their second place design in the 1996 National Future Aircraft/Spacecraft Design Competition. (16) Mayor Stueck suggested that the City send the County a letter, encouraging them to increase their contribution toward the City~County Planning Department. He noted that their annual contribution of $23,000 toward a $200,000 operation does not seem to be appropriate. The Commission concurred that the Mayor should send a letter to the County Commission, including as many facts as possible to justify the requested increase in funding. Executive Session - Evaluation of City Manaaer . Mayor Stueck requested that this item be placed on the July 29 agenda, when a full Commission will be present. Adjournment - 4:50 C.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Youngman, seconded by Commissioner Stiff, that the meeting be 07~O8-96 - 10 - adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Youngman, Commissioner Stiff, Commissioner Rudberg and Mayor Stueck; those voting No, none. . OQ;f ~~~ DON E. STUECK, Mayor ATTEST: ~.~~ Clerk of the Commission . . 07-08-96 .-..----.---..., .-... "'--.----.. .------------- ..,,, -.