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HomeMy WebLinkAbout1996-04-08 Minutes, City Commission MINUTES OF THE WORK SESSION/AGENDA MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA April 8, 1996 ********************** ******* . The Commission of the City of Bozeman met in work session and agenda meeting in the Commission Room, Municipal Building, April 8, 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. Aaenda Meetina - for reaular meetina and Dublic hearings to be held on Avril 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. . (5) City Manager Wysocki asked that the Commission provide staff with some feedback regarding the condition that the water main be looped. Responding to the Mayor, the City Manager stated he feels that requiring the applicant to sign a waiver of right to protest an SID/RID for improvements to the bridge on Story Mill Road is sufficient. Commissioner Frost noted the Commission has just received another memo from the Recreation and Parks Advisory Board; and it appears that a trail system can be negotiated along the north property line. Commissioner Frost stated support for the City's policy that all water mains be looped, and the condition recommended by staff; Commissioner Youngman stated concurrence. . Commissioner Stiff indicated his general support for the policy; however, he suggested that in this instance, some provision be made for phasing of that requirement so that the applicant could possibly utilize cash flow from sale of lots in Phase II to help funding the looping of the water main for Phase III. 04-08-96 ~ 2 - Mayor Stueck stated he agrees that the water main must be looped through Phase III; however, he also supports the idea of not requiring that the looping be done immediately. He noted that improvements to Story Mill Road are to be completed in conjunction with Phase III and, given the substantial changes in the existing profile of that roadway, he feels it would . be inappropriate to require that the water main be installed in conjunction with Phase II, only to be dug up and relaid in conjunction with the road improvements. Director of Public Service Forbes asked that the Commission keep these two improvements separate. He reminded the Commission of staff's position that the water looping improvements should be completed in conjunction with all other infrastructure improvements for Phase II. He asked that if the Commission chooses to deviate from that policy, it set a relatively short timeframe for the looping, and not tie it to improvements of Story Mill Road. He then indicated that the water main could be laid along the toe of the slope for the roadway, where it would not be impacted by the changes in the road profile, recognizing that this option could result in the water main not being located within the road right-of-way. He further reminded the Commission that the option of cutting through four holes of the golf course, to . loop the water main back to Phase I, still exists. Responding to Commissioner Rudberg, the Director of Public Service stated that no specific timeline has been established for improvements to Story Mill Road. Mayor Stueck suggested that the applicant be given until the end of 1997 and that, in the meantime, a meter be added to the main, with the applicant being required to bear the costs of flushing to alleviate the problems that can be encountered with dead-end lines. Commissioner Rudberg stated that looping of the water main is essential, although she feels that it could be delayed to the Summer of 1998 without significant problems. She noted, however, that setting a date specific is essential. Commissioner Frost noted that a bond in the amount of 1 Yz times the estimated cost . of the improvements not installed is required, to ensu re that monies are ava ilable to cover those costs if the applicant does not complete them in the time specified. City Manager Wysocki asked that staff be allowed to meet with Mr. Easton to discuss what would be a practical amount of time to anticipate looping of the water main. The Commission concurred. 04-08-96 __. ___n_. . ----......-. - - ---.-.-----------. - 3 - Senior Planner Skelton briefly reviewed the conditions for which revisions seem to be needed, including Condition Nos. 14. 16, 26, 27 and 31. Mr. Rex Easton registered concern about Condition No. 40, noting that it was added by the Planning Board after the public hearing was closed, so no response from the public or . the applicant was allowed. He noted the condition was added because of concern about Valley - View Golf Course and Kagy Boulevard, which he feels are substantially different from the subject application. (6) Associate Planner Chris Saunders reviewed the changes which have been made between the provisional adoption of this ordinance and this version proposed for final adoption. in response to Commission concerns. Responding to Commissioner Rudberg, the City Attorney stated that provision for the Development Impact Fee Review Committee has been incorporated into the definitions on Page 3, rather than on Page 15 as originally listed. City Attorney Luwe stated that prior to next week's meeting, staff will check the document once again and change all references to "Director" to"lmpact Fee Coordinator". . Commissioner Stiff asked about when refunds for impact fees are to be allowed, expressing concern about the possibility that a developer may incur a substantial amount of improvements for which he may not be able to seek credit at some time in the future. City Manager Wysocki stated that if new development is proposed in an area which is not served by adequate infrastructure and if those infrastructure improvements are not contained in the five-year capital improvements plan, then the developer may be required to install the improvements at his expense and not be eligible for credits or a refund. Associate Planner Saunders stated that the capital improvements program is a five- year program that is to be reviewed and updated on an annual basis. He also noted that the revenues from the impact fees must be spent within ten years of receipt; therefore, it is e possible that monies received may be expended on projects that were not included in the plan when the fees were collected. Commissioner Youngman stated the new language in Section 3.24.050.B.1.a, on Page 4, is confusing and she does not adequately portray the Commission's position regarding a one-time exemption for up to 20-percent expansion of a non-residential structure. She noted that the existing language could be construed to read that a 20-percent reduction would be 04-08-96 --.----- ------ ..-----..-.--- - 4 - allowed, rather than no fee being assessed at all. She then proposed that the language be amended to more accurately reflect that the first 20 percent, up to 2,000 square feet, is exempt. (7) Responding to Commissioner Frost, City Attorney Luwe stated that, by . eliminating references to parking lots and sidewalks, hunting rifles will be allowed in vehicles parked in the parking lots for most City buildings, unless they are located inside fenced enclosures. (8) Mayor Stueck noted that the Commission will receive no information prior to the neighborhood's presentation at next week's meeting. (10) Project Engineer John Pavsek stated that, as a result of recent discussions with the consulting engineer, the available balance is $11,350, rather than the $9,350 indicated In the Clerk's memo, dated April 4, 1996, which was contained in the Commissioners' packets. He noted that these monies would cover additive Alternate Nos. 2 and 4, which are the neighborhood's choices. The Commissioners agreed with the Engineer's proposal, and asked that this item be . moved to the Consent Items. (11 through 15) City Manager Wysocki suggested that, in light of the lengthy agenda, the Commission may wish to delay these appointments until its next regularly scheduled meeting. Commissioner Youngman expressed concern about delaying appointments on boards which are short members for a period of three weeks. She suggested that if the Commission is unable to make appointments at next week's meeting, it set a special meeting during one of the upcoming work sessions to make the appointments. (17g) The City Manager stated that, after the packets were prepared, he received an alternate agreement for this right-of-way, under which the City would waive any payment. He noted that if the City wishes to be paid $1,000 for the right-of-way, the Montana . Department of Transportation will pay it from the FAU monies available to the City for this project. The Commissioners concurred that they should approve the alternate agreement, waiving payment, at next week's meeting. 04-08-96 - 5 - (23) Responding to Mayor Stueck, Associate Planner Patterson stated that approval of the requested B-1 zoning for this subject 8 + -acre parcel would not necessarily be considered spot zoning, since the master plan recognizes a commercial node at the intersection of Gooch Hill and Huffine Lane. He stated that the Planning Board considered the staff's . suggestion that the zoning on the property be split, and felt that would not be appropriate, He further noted that, instead of approving the proposed rezoning, a majority of the Planning Board felt that the proposed type of commercial development could be accommodated through a planned unit development on the property as it is currently zoned, since it is at the intersection of two arterial roadways. He then noted that the applicants are seeking the rezoning because they wish to sell the property. Work Session - (A) Review of desian for East Babcock Street between South Rouse Avenue and South Wallace Avenue, South Wallace Avenue between East Babcock Street and East Main Street; and South Rouse Avenue between East Babcock Street and East Main Street; (B) Discussion ~ source of funding for installation of sidewalks along east side of Highland Boulevard from Kaav Boulevard to Hollv Drive (in conjunction with street improvements this summer); (C) General discussion and review of sidewalks contained in priority listing; (D) Review of preliminarv design for curb bulbs on South Willson Avenue; (E) Discussion - . possible expansion of Swim Center: review of bids received; and IF) Preparation of Citv Commission's budaet unit for Fiscal Year 1996-1997 (A) Review of design for East Babcock Street between South Rouse Avenue and South Wallace Avenue; South Wallace Avenue between East Babcock Street and East Main Street; and South Rouse Avenue between East Babcock Street and East Main Street Engineering Assistant Andy Kerr reviewed the plans for revising East Babcock Street, South Wallace Avenue and South Rouse Avenue, under the transportation system management projects contained in the 1993 Bozeman Area Transportation Plan Update. He stated that under these revisions the eastbound one-way on East Babcock Street is to be extended from South Rouse Avenue to South Wallace Avenue; South Rouse Avenue is to become a northbound one-way street between East Babcock Street and East Main Street; and South Wallace Avenue is to become a three-lane roadway with two northbound lanes and one . southbound lane between East Babcock Street and East Main Street. He stated that, in conjunction with these projects, the parking is to be removed on both sides of South Wallace Avenue, but no other changes in parking are to be made along any of the subject roadways. He recognized the changes in parking from the projects as contained in the Transportation Plan; however, he noted that staff reviews of the projects and the current roadways have revealed 04-08-96 - 6 - the revised parking proposals are appropriate. He further noted that some changes in the radii at intersections have been proposed; however, staff is suggesting that those changes not be made immediately, but that the new traffic configurations be monitored to determine if those radii changes need to be made at some time in the future. . Engineering Assistant Kerr stated that, if the Commission approves these projects as revised, staff will begin work as soon as possible. He projected that the work will be done in May, if the weather is warm enough to lay the striping material. Responding to Commissioner Frost, the Engineering Assistant stated that no estimates of additional impacts to the intersection of South Wallace Avenue and East Main Street have been developed. He recognized, however, that with the proposed changes in traffic patterns, the intersection could possibly reach warrants for installation of a traffic signal; and it may be necessary to add that project to the list of improvements to be made. Commissioner Rudberg noted that she drove the suggested loop several times; and she found it was a real problem to get onto East Main Street from South Wallace Avenue at certain times. She expressed concern that if the speed limit on East Main Street is changed . as the traffic studies suggest, the problems of accessing East Main Street could be compounded. Responding to questions from Commissioner Rudberg, Engineering Assistant Kerr stated that the City parking lot at the corner of South Rouse Avenue and East Babcock Street does not extend to the alley; therefore, the only access into the parking lot is from East Babcock Street. Commissioner Rudberg suggested that parking along the west side of City Hall be eliminated, to provide for easier turning maneuvers for large trucks. City Manager Wysocki expressed concern about the negative impact that removal of on-street parking would have on those people trying to access City Hall, particularly in light of the parking shortage that already exists. . The Commission thanked Engineering Assistant Kerr for his presentation. (B) Discussion - source of funding for installation of sidewalks along east side of Highland Boulevard from Kagy Boulevard to Holly Drive (in conjunction with street improvements this summer) City Engineer Craig Brawner noted that sidewalks along the east side of Highland Boulevard between Kagy Boulevard and Holly Drive have surfaced as one of the higher priorities 04-08-96 -.. .---...--.-"'. .---- ---- .-- -.- ~.._._. -- - 7 - on the sidewalk priority list. He stated that sidewalks on the east side of the street have been included in the Highland Boulevard improvement project which was recently bid and awarded; and construction of the project is to begin in the near future. He noted that when this project was discussed a year ago, the question of who would bear the costs of the sidewalk . installation was raised but never answered. He asked that the issue be addressed at this time, since it is anticipated the sidewalks will be constructed in July or August. Responding to Mayor Stueck, the City Engineer stated that the Highland Boulevard frontage is either the front yard or side yard for all of the properties involved. He noted that under the City's sidewalk policy, the property owners would be required to bear the costs of installing the sidewalk, since only those properties whose back yards are adjacent to arterials are exempt from paying for those sidewalks. Further responding to Mayor Stueck, City Manager Wysocki stated that last year, the bid for installation of sidewalks was $3.00 per square foot under the City's contract; and under the bid for Highland Boulevard, the cost is $2.25 per square foot. He suggested that, on that basis, it is likely the property owners will not be able to obtain a better price individually than . what the contract offers. Responding to Commissioner Frost, the City Engineer stated that under the City's sidewalk policy, property owners are responsible for no more than 1 % times the normal costs of installation, with the City bearing any costs in excess of that amount. He recognized that, with the need for retaining walls and other extraordinary costs in conjunction with this project, there is the potential that the City will bear some of the costs. Further responding to Commissioner Frost, City Engineer Brawner stated that under State law, the City must provide a minimum 30-day notice to property owners where sidewalks are ordered in, and give them an opportunity to install the sidewalks themselves. He noted that in the past few years, the Commission has allowed an entire construction season for private . installation of sidewalks, but in light of the contract for road improvements, that is not possible in this instance. Responding to Commissioner Stiff, City Engineer Brawner stated that a 12-foot-wide asphalt pathway is to be constructed on the west side of the street from East Main Street to Kagy Boulevard through the use of Community Transportation Enhancement Program (CTEPI monies, if the City's application for that project is successful. 04~O8-96 .. ..-...- ... .--. .........,. . ---..----..-..--. _.._._._..~-_._-- ...-..-.---.-.... ...-...-.---.. ... - 8 - Each of the Commissioners responded to the question of whether they wish to schedule a public hearing on their intent to order in the sidewalks along the east side of Highland Boulevard between Kagy Boulevard and Holly Drive, with the adjacent property owners to bear the costs. Commissioner Rudberg stated she does not support requiring the . residents to pay for the sidewalks; Commissioner Stiff stated he feels the property owners should be required to pay; Commissioner Frost stated that, based on a fairness issue, he feels the property owners should bear the costs; Commissioner Youngman stated her concurrence with Commissioner Frost's comments; and Mayor Stueck stated he feels the residents should bear the basic costs of sidewalk installation, with the City bearing the extraordinary costs involved. City Attorney Luwe stated that, based on the Commissioners' comments, staff will prepare a resolution of intent to order in sidewalks, which also sets the public hearing date, and bring it back for Commission action at next week's meeting. (C) General discussion and review of sidewalks contained in priority listing Included in the Commissioners' packets was a memo from City Engineer Craig . Brawner, dated April 3, 1996, forwarding a copy of the draft 1996 Sidewalk Priority List. City Engineer Craig Brawner briefly highlighted the draft priority list, noting it is essentially the same as last year's list. He provided a brief history on last year's proposed program, noting that it was scaled back to include South Black Avenue, between Lincoln Street and South Rouse Avenue; Carol Place; South Tracy Avenue between Mason Street and Kagy Boulevard; Hoffman Street between South Tracy Avenue and South Rouse Avenue; and Accola Street between South Tracy Avenue and South Rouse Avenue. He noted that, due to concerns about the impact that even this scaled back program would have on staff, that program was delayed. Commissioner Frost stated concurrence with the priority list. He noted that his . preference would be to include South Rouse Avenue in the 1996 sidewalk program; however, he recognizes that the program must remain a manageable size. He showed the Commissioners photographs taken at the corner of South Black Avenue and Mason Street, where a pedestrian walking in the street was nearly hit be a car sliding around the corner because no sidewalks 04-08-96 - 9 - were available. He expressed concern about the liability which the City may incur because it has not provided a safe place for pedestrians by failing to require the installation of sidewalks. Commissioner Youngman expressed an interest in revising the sidewalk policy to include language under which the neighborhood could develop an alternative sidewalk scheme . for an area that would allow for safe pedestrian movement that doesn't necessarily include . sidewalks on both sides of the street. City Engineer Craig Brawner stated that language allowing that type of alternative was included in a previous draft of the sidewalk policy, although it is not included in the current sidewalk policy. He indicated that if the Commission is interested in considering this type of provision, he will forward a proposal for consideration. Commissioner Frost noted that one of the ladies in his neighborhood must now take her three small children across the street so they can ride their bicycles and tricycles on the sidewalks in front of three houses. He forwarded his position that children should be able to safely ride their bicycles and tricycles in front of their own homes. H e also characterized sidewalks as "streets for a different kind of vehicle", noting that they serve everyone in the . community and not just the adjacent residences. Commissioner Youngman stated that, while sidewalks do not serve just the neighborhood, she feels it would be possible for the entire neighborhood to develop a sidewalk grid that would serve everyone's needs while not being on both sides of every street. Commissioner Stiff expressed his interest in reviewing the policy, and incorporating Commissioner Youngman's proposal into the revisions. Responding to Mayor Stueck, the City Engineer stated he can create a list of all City properties which do not currently have sidewalks along them. Responding to concerns registered by Commissioner Frost, City Attorney Luwe stated that if a pedestrian is injured in an area where there are no sidewalks, the City could potentially . be sued; and it could possibly incur some liability should the court find the City breached a duty and if the lack of sidewalks was determined to be a contributing factor. Commissioner Frost noted that, immediately across the street from his house, a daycare facility was recently approved; and the City required that sidewalks be installed because of safety concerns. He questioned how the Commission can impose such a 04-08-96 -------- ~ ...-..--------......- ~ 10 - requirement on this facility, based on safety concerns, and not impose the same requirement on the remainder of the community. City Manager Wysocki noted that the Legislature has allowed the Commission to unilaterally order in sidewalks, which suggests they recognized the importance of leaving that . determination to the local governing body. He then encouraged the Commission to consider those areas where sidewalks have been installed along a majority of the properties but not all of the properties, citing the original Valley Unit Subdivision as an example. City Attorney Luwe registered concerns about the standard condition added to preliminary plat approvals which requires that sidewalks be installed within three years of filing of the final plat. He noted that this condition is unenforceable after final plat filing unless there is a financial guarantee in place. He noted, however, that no financial guarantee was required in conjunction with filing of the final plat, so the only way to get those sidewalks installed at this time is to order them in under a sidewalk program. Responding to City Engineer Brawner, City Attorney Luwe stated that if the City has a sidewalk policy and is actively pursuing the ordering in of sidewalks in accordance with the . priority list, the City would be showing evidence of satisfying its obligation and could probably alleviate some of its liability in the event of an injury where there are not yet sidewalks, should the court find that the City had a duty to provide sidewalks. Responding to City Manager Wysocki, Commissioner Frost and Commissioner Youngman expressed an interest in proceeding with a 1996 Sidewalk Program that includes the sidewalks which were considered for last year's program; Commissioner Rudberg, Commissioner Stiff and Mayor Stueck indicated they do not wish to do so. Mayor Stueck stated he feels it is important to first review the sidewalk policy, and possibly amend it to include the provision introduced by Commissioner Youngman. He suggested that once the process is completed, he would be willing to reconsider a program for this year. . Commissioner Frost asked that review of the sidewalk pOlicy include looking at the provisions for mitigating impacts on existing landscaping. He noted that people should not be extending their yards by landscaping the public right-of-way, and should be discouraged from doing so. He noted, however, that it is also important to save the mature vegetation that exists within the sidewalk alignment whenever possible. 04-08-96 --..------ --.------.-- - 11 - City Engineer Brawner indicated that he will research the issue raised by Commissioner Youngman and forward a response to the Commission as soon as possible. (D) Review of preliminary design for curb bulbs on South Willson Avenue Project Engineer John Pavsek stated that under this transportation project, curb bulbs . are to be installed at the intersections of South Willson Avenue with West Dickerson Street, West College Street and West Garfield Street during the 1996 street improvements project season. He showed the Commission a drawing of the preliminary design for the curb bulb at West College Street, noting that the other curb bulbs will be of similar design. He indicated that the curb bulbs are designed to extend six feet into the intersection from all corners of the intersection. Since South Willson Avenue is 44 feet wide, front-of-curb to front-of-curb, the bulbs will create a 32-foot-wide corridor through which cars will pass. The Project Engineer noted that West College Street is 40 feet wide; and with the curb bulbs, a 28-foot-wide opening will be provided through which vehicles will pass. He indicated that both of these openings are wide enough to accommodate two lanes of traffic; and on South Willson Avenue, there would still be sufficient room for a bicycle lane. . The Project Engineer stated that, because of the storm drain system on South Willson Avenue, valley gutters are to be provided through the curb bulbs on that roadway. Those gutters are to be covered by a plate which is built of appropriate material, possibly non-skid metal or fiberglass. He indicated that handicapped ramps are incorporated into the design of the curb bulbs. He further noted that since the curb bulbs stick out six feet into the roadway, they are not as deep as a parked vehicle and will, therefore, not create potential problems for bicyclists. Commissioner Frost stated his support for the preliminary design, noting it is gradual enough to not create problems for snowplows. He then noted that curb bulbs have existed on North 19th Avenue at the north side of West Beall Street since that roadway was built; and no . complaints have been registered by the snowplow operators on that street. Mayor Stueck stated he likes the more gradual radius of the curb bulbs, concurring that the snowplow can more easily follow the line of the curb. Mr. Keith Swenson, 603 South Willson Avenue, expressed concern about the width of South Willson Avenue that will remain open, noting his interest in seeing it reduced to 28 04-08-96 - 12 - feet as well. He noted that if a 32-foot opening is left, there may be adequate space for a driver to pass on the right side of a vehicle waiting to make a left turn; and that could create an unsafe situation for someone on the curb bulb. He also noted that with a reduced space through which to maneuver, traffic speeds should slow. He encouraged the Commission to . increase the safety of pedestrians be increasing the distance which the curb buibs on South Willson Avenue extend from the curbs. City Manager Wysocki reminded the Commission that one of the Community Transportation Enhancement Projects upon which hearings will be conducted at next week's meeting is for a bicycle lane along the east side of South Willson Avenue. He noted that under AASHTO standards, the minimum width of a bicycle lane is 5 feet; and that will leave 27 feet for vehicles to maneuver through the curb bulbs as proposed. He further noted that if a bicycle lane is added to the roadway, then the centerline will be offset. City Engineer Brawner noted that standing on a curb bulb with traffic passing close can be an extremely uncomfortable feeling. He encouraged the Commissioners to take that into consideration when considering the further necking down of vehicular movement through those . intersections. A majority of the Commissioners stated support for the preliminary design as forwarded by staff. (E) Discussion - possible expansion of Swim Center; review of bids received Included in the Commissioners' packets were copies of the bid tabulation form; a memo from Assistant City Manager Brey, dated April 4; a letter from Cliff Chisholm, architect for the project, dated April 4; and a memo from Recreation Superintendent Sue Harkin, dated April 4. Also, distributed just prior to the meeting, was a memo from the Recreation and Parks Advisory Board, dated April 5, 1996. Assistant City Manager Ron Brey provided a brief history of the project, noting that . his memo pertains to only the most recent activities. He noted that in October 1993, the City initially approached the School Board about the possible expansion of the Swim Center. In March 1994, he became involved in the process and appeared before the School Board; and at that meeting, the Board granted conceptual approval, with the understanding that the parking situation must be resolved in conjunction with the expansion. He noted that, following 04-08-96 -- - 13 - that approval, more detailed architectural work began; and the initial cost estimate was $238,500. On that basis, $250,000 was budgeted to cover the costs of the expansion. As the architectural work progressed and additional items were identified, the estimated cost rose to$385,OOO in February of this year. He reviewed some of those additional items, which . include addressing code deficiencies and more extensive parking lot improvements than were originally anticipated. He noted that, because of these issues, the scope of the work has been expanded and, therefore, the architectural services have increased accordingly. Commissioner Stiff noted that, in light of the information which was included in this week's packet, the Commission should have asked more questions when the cost estimates rose to $385,000. City Manager Wysocki noted that the City has expended approximately$22,OOO in architectural fees on this project to date. He noted that a significant amount of staff time has also been expended in reaching this point; and the bids received are approximately $21,000 higher than estimated. He stated that the City entered into a fifty~year agreement with the School district in 1974; therefore, there is sufficient time to recover the costs of the investment . if the City chooses to proceed with this project. Mayor Stueck noted that when the issue of increased costs was raised in February, the Commission decided to proceed with the bidding process, understanding that all of the bids could be rejected if they came in over estimate. He noted that when he agreed to proceeding on that basis, he was anticipating the bids may come in at $330,000 to $350,000 rather than over $400,000. He then stated that, since the square footage of the project has not changed, he is very uncomfortable with the increase in costs from $250,000 to $400,000. Commissioner Youngman asked if there are items in the project that can be cut back or eliminated to reduce the costs. Mayor Stueck noted that the size of the addition could possibly be reduced. He then observed that the expansion of the locker room, which was identified as one of the critical . items in the original proposal, is only 7 feet by 18 feet, or 126 square feet; and that is a very small portion of the overall expansion. He noted that also included in the expansion are four offices, a large meeting room, a reception desk and an enlarged lobby area. He suggested that by reducing the size of the expansion, the costs could be reduced. 04-08-96 ------------ - - 14 - Recreation Superintendent Sue Harkin noted that if a five-year or ten-year INTERCAP loan is used to fund this project, the annual repayment will be $50,000 to $80,000. She indicated that, through increases in the rates for the various recreation programs and swimming fees, projected increases in revenues are$40,OOO to $55,000. She suggested that after two . years, the increases in revenues should be approximately $ 70,000, which will essentially cover the costs of retiring the debt. City Manager Wysocki stated that the term of the INTERCAP loan may not exceed five years and, based on a $400,000 loan for five years at 6 percent, annual payments will be approximately $97,000. He recognized that is significantly higher than the $57,000 budgeted; however, he noted that the increased revenues from recreational fees will cover the difference. Commissioner Rudberg expressed concern about spending $160,000 of the City's money to improve a parking lot located on School District property. She then stated she is not willing to support any improvements which are not absolutely necessary, such as the sprinkler system and possibly upgraded equipment to make the pool efficient and clean. She suggested . one option to address the space problems is to relocate the Recreation Department offices, possibly to the building at Beall Park. She suggested that the arts center could be relocated to the Emerson Cultural Center, resulting in a more viable facility for the arts; and that would leave the existing City building vacant for the new proposed use. City Manager Wysocki emphasized the fact that the size of the addition and the use of that space have not changed throughout the process. He then expressed concern about the additional personnel and office equipment costs that would be incurred if the Recreation Department were relocated. The City Manager noted that when he came to Bozeman, the Recreation Department offices were located in the Willson School; and the office was moved because the School District needed the space. He noted that at that time, the School District indicated a . willingness to assist in finding office space. Recreation Superintendent Harkin stated that the School Board did express concern that the expanded space could result in additional personnel; but they were satisfied after receiving assurances that would not occur. She then indicated that, except for her and 04-08-96 - --.-- - 15 - Recreation Program Manager Mary Boling, all other employees in the building are strictly pool employees. Commissioner Frost noted that the recreation programs, Swim Center and Bogert Pool have been extremely popular and successful over the years. He further noted that the . recreation fees have been increased to cover some of the costs, although not as much as he had hoped. He suggested that waiting to do this project will not save money and, in fact, could cost more in the future. He also noted that redesigning the project could actually result in equal or higher costs for a smaller addition. He concluded by stating he feels the Commission should move forward with the bids received. Commissioner Youngman stated she was uncomfortable with moving forward when the projected costs were $380,000; however, the rest of the Commission seemed willing to proceed with the bidding. She stated that at this time, she feels scaling the project back and redesigning it would not be effective. She noted that, on that basis, even though she is uncomfortable with the project, she feels it would be best to move forward with it. She also indicated that she does not want to spend money for the parking lot. . Mayor Stueck stated that he will be attending the School Board meeting this evening; and he will approach the Board about possibly participating in the costs of improving the parking lot. Responding to Mayor Stueck, Assistant City Manager Brey stated that when he appeared before the School Board in March 1994, the proposal was to construct the parking lot in phases; however, the Board would not accept that phasing. He noted, instead, that all parking lot improvements must be made in conjunction with the expansion. City Manager Wysocki reminded the Commission that they must make a decision on this issue at the April 15 meeting. He noted that it will be difficult to complete the project before school starts, since the materials must still be ordered. (F) Preparation of City Commission's budget unit for Fiscal Year . 1996.1997 Clerk of the Commission Sullivan briefly highlighted the proposed budget unit for the upcoming fiscal year, identifying issues which had been raised during a telephone conversation with Commissioner Rudberg. She indicated that the proposed amount for "other" should be reduced by $5,000, since the tax increment financing program is to be funded through a 04-08-96 - 16 - different mechanism in the future. She also stated that the $800 budgeted for two chairs under "capital" should be moved to "operating supplies" since the cost per chair is under $500. She further noted that Commissioner Rudberg has questioned whether monies for the election on the ballot issue forwarded by the Study Commission should be funded through the . Commission's budget unit or if it would be more appropriately funded through the Study Commission's budget unit. Commissioner Stiff asked if the Commissioners wish to consider an increase in their salaries, suggesting it may be better to consider a 2-percent increase annually instead of trying to play catch-up every five or six years. Following discussion, the Commissioners agreed it would be appropriate to implement a $10-per-month increase in their salaries, effective July 1,1996. Commissioner Rudberg listed several concerns which she has regarding the proposed budget, including overtime in the Clerk's office and $2,000 to fund using a retired employee to assist in the office after a Deputy Clerk has been hired. She also questioned the appropriateness of budgeting for a $1,000 transfer to the Beautification Advisory Board's . budget unit. The Commissioners recognized that all of these issues may be addressed during review of the City Manager's recommendations later this year. Discussion - FYI Items City Manager Wysocki presented to the Commission the following "For Your Information" items. (1 ) Memo from Neighborhood Coordinator/Grantsperson James Goehrung, dated April 2, asking if the Commission wishes to appoint him as Hearings Officer for the community needs assessment for the CDBG and HOME programs. (2) Memo dated April 4, forwarding an invitation from Stephan Custer to attend . a speech to be given by a Commissioner from Boulder, Colorado, at noon today, as well as an invitation to set individual meetings with her. (3) Letter from Kay Levitt, 2570 Fairway Drive, encouraging the Commission to approve expansion of the Swim Center. 04-08-96 - 17 - (4) Letter from former Commissioner Mary Vant Hull, inviting the Commissioners to attend a meeting at 7:00 p.m. on Monday, April 8, regarding legalized gambling. (5) Memo from City Engineer Craig Brawner to City Manager Wysocki, dated April 3, regarding the requested vacation of a small portion of the West Babcock Street right- . of-way adjacent to JB's Restaurant. (6) Copy of a letter from Todd and Jeanne Wilkinson, 415 South Third Avenue, to Director of Public Service Phill Forbes, dated April 1, regarding live trapping of skunks and the dilapidated garage in which they live. (7) Letter from Gary Vodehnal and Carola Murat, 614 South 7th Avenue, stating support for the proposed ban on weapons in public buildings. (8) Invitation to attend the grand opening of the new Montana Travel facilities on April 23, 24 and 25. (9) Agenda for the City-County Planning Board meeting which was held at 7:00 p.m. on Tuesday, April 2, in the Commission Room. (10) Agenda for the Development Review Committee meeting to be held at 10:00 . a.m. on Tuesday, April 9,in the Commission Room. (11 ) Agenda for the Design Review Board meeting to be held at 3:30 p.m. on Tuesday, April 9, in the Commission Room. (12) Agenda for the County Commission meeting to be held at 1 :30 p.m.on Tuesday, April 9, at the Courthouse. (13) The City Manager submitted his weekly report, as follows: (1) Noted that staff is closely monitoring Bozeman Creek, in light of the warm weather. (2) Announced that the American Public Works Association's regional meeting, which includes Idaho, Wyoming and Montana, is being held in Bozeman later this week, for the first time in over twenty years. (3) Gave presentations to SCORE and the Chamber of Commerce last week regarding transportation projects, the library mill levy and impact fees. (4) Reminded the Commissioners . that the Interagency Breakfast is to be held at 7:00 a.m. on Wednesday, April 10, at Fat Boys B-B-O. Adjournment - 6:10 p.m. There being no further business to come before the Commission at this time, it was 04-08-96 - 18 - 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. . cl t/3~ DON E. STUECK, Mayor ATTEST: (2tJ xLlI~ ROBIN L. SULLIVAN Clerk of the Commission . . 04-08-96