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HomeMy WebLinkAbout1992-06-29 ccm -...---.--. ._,,'" ".. , I , .. -- MINUTES OF THE MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA June 29, 1992 ***************************** I . The Commission of the City of Bozeman met in regular session in the Commission Room, Municipal Building, June 29, 1992, at 3:30 p.m. Present were Mayor Swanson, Commissioner Frost, Commissioner Stiff, Commissioner Vincent, Commissioner Knapp, 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. None of the Commissioners requested that any of the Consent Items be removed for discussion. Minutes - June 22. 1992 It was moved by Commissioner Frost, seconded by Commissioner Stiff, that the minutes of the regular meeting of June 22, 1992, be approved as submitted. The motion carried by the .following Aye and No vote: those voting Aye being Commissioner Frost, Commissioner Stiff, Commissioner Vincent, Commissioner Knapp and Mayor Swanson; those voting No, none. Reauest for modification of Condition No. 22 for accroval of Overbrook Planned Unit Develocment City Manager Wysocki noted that, included in the Commissioners' packets, was a memo from Associate Planner Kevin Wall, dated June 24, along with a copy of a memo from Dan Kamp, representing the applicant, dated June 19. Planner Kevin Wall reminded the Commissioners that at their meeting of May 18, they conducted the public hearing on the conditional use permit for the Overbrook at Westridge Planned Unit Development, under Application No. Z-9230; and at their meeting of May 26, they voted to approve that application, subject to 41 conditions. He then stated that under the City's zone code, .inor changes may be made administratively; however, the Planning Director is seeking Commission direction prior to making a decision on this request. Planner Wall reminded the Commissioners that Condition No. 22, which was attached to the approval of the subject application, reads: 06-29-92 ~ ...._'_..._---'-~-- --- , - 2 - 22. That the two buildings abutting Lots 19 and 20 be reduced to one- story, single-family structures; The Planner reminded the Commission that under the original plan, the structures abutting Lots 19, 20 and 31 were proposed to be two-story structures; however, the Commission attached conditions which limited them to one-story, single-family structures to minimize impacts on the .eXisting single-family residences. He then forwarded the applicant's request and revised site plan, which would include three one-story, single-family structures on the parcel abutting Lots 19 and 20, rather than the two which had been approved. He noted that the applicant has stated his intent to adhere to all other conditions, including the limitation of 24 units. He stated that the applicant has indicated that under the Commission's original approval, three single-family and 21 multi-family dwelling units were allowed. He noted that to allow four single-family and 20 multi- family units would make design of the structures much easier. Responding to the City Manager, Planner Wall stated that originally, there were four lots platted behind the existing single-family lots. Commissioner Vincent noted that under this proposal, three single-family residences would . be constructed in essentially the same amount of front footage as the two single-family residences fronting on Westridge Drive. He noted that either means that the homes would be small, or the spacing would be tight. Commissioner Knapp stated she had requested that the structures in this subject portion of the site be reduced to one-story, single-family structures to ensure that like housing backed up to like housing. She noted that even if three single-family structures are constructed on this portion of the site, they will be required to adhere to all of the zoning regulations for spacing and setbacks; therefore, she feels that this is a reasonable request. Commissioner Vincent stated he does not feel that the request is unreasonable; however, he did note a desire to hear from the residents in the area. Commissioner Stiff expressed concern about allowing three residences in the subject .ortion of the site. He then noted his reluctance to remove one unit from the back row initially, stating that he still feels it would be better to retain the additional unit in the back than allow it to be moved to the front portion of the site, where it would abut the existing residential development. He also noted that, given public testimony during the public hearing, he does not believe that the neighbors would be receptive to this requested change. 06-29-92 ___ _n _______ -- -- --.- -.--.- - 3 - Commissioner Frost stated he feels that this requested modification meets his intent in approving the application. He noted that the lots are small, and berming will further reduce the size of the back yard. He noted that, given the nature of the project, he feels that the modification is acceptable. He also indicated that, with the reduced number of dwelling units, the project is much more open in appearance; and he feels that the modification is appropriate. . Mayor Swanson stated he does not support the proposed modification, because it is his firm intent to provide maximum protection for Lots 18, 19, 20 and 31. He stated that to add another single-family home would crowd the area substantially and negatively impact those lots immediately to the south. Responding to Mayor Swanson, City Attorney Luwe stated that the zone code provides that minor changes to a planned unit development may be made administratively by the Planning Director, in writing. He noted that in this instance, the Planning Director is seeking Commission direction. He stated this can be accomplished without conducting any additional public hearings. He cautioned, however, that if the Commission seeks input from anyone, it must seek input from everyone in attendance who wishes to speak. . Mayor Swanson then indicated his intent to keep the discussion at the dais, rather than seeking additional public comment unless a majority of the Commissioners disagreed; a majority of the Commissioners concurred in his position. It was moved by Commissioner Knapp, seconded by Commissioner Frost, that the Commission approve the modification of Condition No. 22 for approval of the conditional use permit for the Overbrook at Westridge Planned Unit Development, under Application No. Z-9230, to read: 22. That the two three buildings abutting Lots 19 and 20 be reduced to .:.;.;.:.;.;.:.;.:.:.:. one-story, single-family structures; and with all other remaining conditions to be met. The motion failed by the following Aye and No vote: those voting Aye being Commissioner Knapp and Commissioner Frost; those voting No being Commissioner Stiff, Commissioner Vincent and Mayor Swanson. . Review of master clan for Graf Parks City Manager Wysocki noted that a copy of the revised master plan for Graf Park was included in the packets, along with a copy of a letter from Don Weaver, 2404 Spring Creek Drive, dated June 3. He then distributed to the Commission copies of a letter from Don and Gloria Kreitz, 06-29-92 ~ - 4 - 2001 Fairway Drive, dated June 29. Mr. Gaylen Black, member of the Recreation and Parks Advisory Board, reminded the Commission that the initial master plan for Graf Parks was submitted to the Commission at their May 18 meeting. He further reminded the Commission that, following extensive public comment and discussion, they had referred this plan back to the Board for further review and .recommendation on specific items. Mr. Black stated that at their June 8 meeting, the Board considered the issues of (1) the status of the old road bed, (2) a nature preserve in the creek area and (3) deletion of dots indicating trails on the west side of the creek. He then reviewed how the Board addressed these items, as follows. (1) The Board determined that the old road bed should be planted, with a new access into the park being provided as recommended by Dick Pohl, because the old trail is much too steep and provides poor access. (2) The Board felt that the term "nature preserve" is too vague, and decided instead to encourage more natural plantings along the creek area. (3) The Board decided that the dots on the west side of the creek should be deleted, because they reflected possible places where people might walk, rather than actual proposed trails. . Mr. Black stated that members of the community were present at the June 8 meeting; and they were provided an opportunity to provide input before the Board made its decisions. He then encouraged the Commission to adopt the master plan as forwarded. Mrs. Joyce Lee, 2101 Fairway Drive, stated that she attended the Board meeting on June 8. She then noted a difference of opinion on whether public comment was sought. She stated that, rather, the Board asked Dr. Brian Rogers questions for clarification purposes, but sought no information from others present. Mr. Don Weaver, 2404 Spring Creek Drive, presented a rather lengthy history of the Sourdough Trail and the Rotary Club's involvement in that trail. He noted that the trail provides an opportunity for those who wish to walk through more natural areas. He stated it has taken a substantial amount of time and effort to keep this project focused since he first undertook it in .976. He also noted the importance of following an established procedure to develop a plan, and the importance of documenting the process. He expressed concern, however, that during the formal process which has been established for development of master plans for each of the parks in the community, certain public input and involvement has been ignored. Mr. Weaver stated that, at the Recreation Superintendent's request, he encouraged the 06-29-92 - 5 - Rotary Club to take the initiative and organize neighborhood meetings in an attempt to reach a consensus report for development of Graf Parks. He noted that a copy of those consensus items has been forwarded to the Commission, along with his letter dated June 3. He expressed concern that, even though this consensus report was provided to the Recreation and Parks Advisory Board, it was never considered and none of its points were included in the finalized plan. . Mr. Don Weaver then expressed extreme frustration in attempting to deal with master planning of the Graf Parks, particularly because of one individual, who has served well as an obstructionist to any development or use of Graf Parks. He then characterized this as a battle of private versus public interests, noting that the Rotary Club's consensus report reflects the public interests. He noted the public's desire to have walking trails available through natural areas, which is what has been proposed for this park. Mr. Weaver then reviewed the history of improvements to the Sourdough Trail. He noted that the trail was approved by the Recreation and Parks Advisory Board in early 1990; and the trail was improved by the Rotary Club to a gravel trail standard between Spring Creek Drive and the end of the public park by the end of that year. He noted that the Recreation Superintendent then .pproached him about having the Rotary Club prepare a master plan for the remainder of the Sourdough Trail; and their efforts have concentrated between Lindley Park and Goldenstein Lane. He noted that the Rotary Club also committed $3,000 to install improvements along the trail; however, the Recreation Advisory Board turned that offer down. Mr. Don Weaver then reviewed the proposed master plan, as prepared for the Rotary Club, based on the neighborhood consensus items. He noted that it included the extension of Sourdough Trail to Spring Meadows, which has been done. Also, it includes extension of the improved trail through Graf Parks, including improvement of the access off Graf Street. He stated it includes the construction of a bridge at the north end of the park, to provide continuation of the trail across the creek. He noted that this improved trail could then be used by both bicyclists and walkers. Mr. Weaver stated that the proposal also includes the development of a looped trail .ystem around the creek area, in a more natural format, that would be utilized by walkers only, not bicyclists. He stated this could be accomplished simply by mowing a path where the trail is desired; and pedestrian traffic would soon develop the dirt path. Mr. Weaver reminded the Commission that the parks cover a total of 14.5 acres, with Matthew Bird Creek creating a natural moat, essentially in the middle of that area. He noted the 06-29-92 ~---_.. --- -. .-.-. ----.-.-. .. .-..--... . -.-"... --.-.--.-..---. - 6 - issue is whether the public should be allowed to utilize all of the public property, or whether the public is essentially prohibited from using half of the public property. Mr. Don Weaver then encouraged the Commissioners to adopt the master plan as proposed by the Rotary Club, reiterating his frustration with the process and lack of consideration of public input to date. : e Mayor Swanson thanked Mr. Weaver for his presentation. and for his contributions to the walking community over the years. Commissioner Knapp asked how the walking trail along the west side of the park could be policed to ensure that it is utilized by pedestrians only and not by bicyclists. Mayor Swanson requested that this item be placed on next week's agenda for final action. Discussion - MSU neighborhood carkina district - Assistant to the City Manager Brev City Manager Wysocki noted that, included in the Commissioners' packets, was a memo from the Assistant, dated June 25, along with a listing of transportation plan recommendations which may affect the MSU neighborhood parking district. . Assistant to the City Manager Ron Brey noted that a number of issues must be addressed as he is beginning to prepare the ordinance for creation of the MSU neighborhood parking district. He noted that the purpose of this discussion is to provide the Commission with an update on various issues as well as to seek some direction. The Assistant then reviewed the general boundaries of the proposed district, beginning at the northeast corner of the intersection of West Dickerson Street and South 6th Avenue; along Sixth to West Alderson Street, along Alderson to South Fifth Avenue; along Fifth to West College Street; along College to South Fourth Avenue; along Fourth to West Harrison Street; along Harrison to South Third Avenue; along Third to West Cleveland Street; along Cleveland to South Grand Avenue; and Grand to West Arthur Street; along Arthur to South Willson Avenue; along Willson to West Lincoln Street right-of-way; Lincoln Street right-of-way to the alley between South Fifth end South Sixth Avenues, which is also the boundary of the MSU property; along the alley to West Grant Street; along Grant to South Sixth Avenue; along Sixth to West Harrison Street; along Harrison to South Eighth Avenue; along Eighth to West College Street; along College to South Thirteenth Avenue; along Thirteenth to West Alderson Street; along Alderson to South Twelfth Avenue; along Twelfth to West Dickerson Street; and along Dickerson to South Sixth Avenue. He 06-29-92 - 7 - indicated that along some of the streets, the boundary is drawn along one side of the street, while in other places, it is drawn down the centerline, depending upon the street and the area. The Assistant stated that residents along West Cleveland Street between South Grand and South Willson Avenues and along South Grand Avenue between West Cleveland and West Arthur estreets have requested inclusion in the parking district although they are located five blocks from the nearest classrooms. The Assistant also noted that within these boundaries, there are some areas where parking restrictions exist and some areas which could be impacted with additional parking restrictions as a result of implementation of the transportation plan. He stated that a perimeter route is proposed around the University; and implementation of that plan would include no parking along the west side of South Willson Avenue between West Arthur Street and West Lincoln Street; along the south side of West Grant Street from South Willson Avenue to the alley between South Fifth Avenue and South Sixth Avenue; and the east side of South Sixth Avenue from West Grant Street to West Harrison Street; along the north side of West Harrison Street between South Sixth and South Eighth Avenues; along South Eighth Avenue between West Harrison Street and West Dickerson .treet; along the north side of West College Street between South Fourth and South Eighth Avenues; and along the west side of South Eleventh Avenue between West College Street and West Dickerson Street. He then reviewed the areas where "no parking" restrictions currently exist, which include the south side of West Garfield Street between South Willson Avenue and South Sixth Avenue; the south side of West Cleveland Street between South Grand Avenue and South Sixth Avenue; the south side of West College Street between South Fourth and South Eighth Avenues; the north side of West College Street between South Eleventh and South Twelfth Avenues; and around the Irving School, as well as two-hour parking on the north side of West College Street between South Eighth and South Ninth Avenues. Assistant to the City Manager Brey requested direction from the Commission on whether to proceed with implementation of the additional parking restrictions from the transportation plan .t the same time as the district is implemented. He suggested that to do so would minimize the costs of signage as well as avoid confusion by implementing two changes in parking patterns in a short period of time. Assistant Brey stated that, while the advertising requirements for the creation of a neighborhood parking district do not require mailings to individual property owners within the 06-29-92 -- ...-.---------. - - 8 - proposed district, the City staff is preparing to do so in addition to the required published notice in the newspaper. Assistant Brey stated he has met with administration from the Irving School, since many of the teachers and parents park on the street. He stated that the school is willing to participate, as long as they are allowed an opportunity to purchase the number of residential parking permits .necessary for all of their staff and faculty members. He further noted that these permits must be easily transferrable between vehicles, since those individuals may sometimes drive different vehicles. He noted that this situation will probably require some careful monitoring, since those individuals will be parking on the street, in front of residences. The Assistant then noted there is a substantial amount of multi-family and quasi-public (church, fraternity and sorority) development within this district, showing the Commissioners a map which graphically depicts those concentrations. He noted, however, that it appears there is adequate combined off-street and on-street parking area within the district to accommodate these units. He stated that for the fraternities and sororities, an adequate number of parking permits will be issued to the head resident for those within each complex. . Assistant Brey stated that the litigation in Missoula is scheduled for hearing on July 28. He noted that at the present time, they are attempting to develop a compromise solution that is acceptable to everyone involved. The Assistant then distributed copies of proposed signage for the district, as prepared by the foreman of the City's Sign Department. He noted that the signage for this district must comply with the Manual on Uniform Traffic Control Devices, including size, height, number, and type of material. He stated that the proposed signage includes two signs per pole, with one being posted above the other. He also noted that two different sizes of signs are proposed, with three sets of the smaller ones being required per block face, or two sets of the larger ones. He stated that if the Commission is interested, staff could create samples of both sizes of signs for review prior to adoption of the ordinance creating the district. He further noted that the ordinance does not need eo specify the exact signage to be used. Commissioner Knapp requested a smaller version of the map of the district, noting it would be helpful during future consideration of this item. Responding to Commissioner Stiff, Assistant Brey stated there will not be adequate 'funding from the purchase of residential parking permits and fines for violations to cover all of the 06-29-92 -- _. .__n_ - 9 - initial signage, administrative and enforcement costs associated with the neighborhood parking district; however, he noted those costs will be recovered over a period of years. He stated that the initial costs as well as the on-going costs will be monitored closely to ensure that the revenues are covering the costs; and adjustments in the fees will be made as necessary. Mayor Swanson expressed an interest in seeing sample signs made and posted in the . neighborhood on a temporary basis, so the Commissioners can get a feeling for how they would look. Responding to the Mayor, Planning Director Epple stated the Planning Board will conduct its public hearing on the transportation plan update in September, with the City Commission and County Commission conducting their public hearings and hopefully adopting the plan by the end of September. Mr. Bill Rose, Facilities Director at MSU, stated support for the street closures and parking restrictions which are proposed in the transportation plan update. He then suggested that the Commission may wish to expand the northeast side of the district, particularly since some of the fraternities and sororities are located close to the edge of the district as proposed. He noted that .the district is larger than he had originally anticipated; therefore, the number of displaced vehicles associated with the University may be higher than planned. Mr. Rose noted that MSU has proceeded with its plans for enhancing the off-street parking lots on campus, in anticipation of the creation of this neighborhood parking district. He also noted the University's intent to proceed with the closure of South 7th Avenue as originally planned. He then expressed frustration that the other critical parts of the puzzle are not falling into place; and the University has no control over them. He noted that the extension of Kagy from South 11 th Avenue to South 19th Avenue was to be completed this summer; however, it will not be. He also noted that this parking district was to be created before the Fall semester began; however, due to circumstances beyond the control of either the City or MSU, it appears that will not occur. He noted that with the lack of parking restrictions on South Sixth Avenue, significant impacts could .e realized because of the extra traffic. Mr. Dal Burkhalter, 1429 South Fifth Avenue, noted that the boundaries shown on the map are the same as those contained in the petition he has been circulating around the neighborhood. He then asked whether downsizing of the University might eventually decrease the demands on on-street parking in the area. 06-29-92 - - -------- -- -..- -- -- -- - --------------- - 10- Mr. Bill Rose responded that the University still encourages the City to proceed with creation of a neighborhood parking district as quickly as possible. He noted that any downsizing will occur over a period of time; and the University will be able to adjust its available on-campus parking spaces accordingly. .Break - 4:55 to 5:00 p.m. Mayor Swanson declared a break from 4:55 p.m. to 5:00 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Discussion - FYI Items City Manager Wysocki presented to the Commission the following "For Your Information" items. ( 1 ) Memo from Director of Public Service Forbes, dated June 26, forwarding water use data for the week. (2) Letter from Harold and Alice Fryslie, 1136 East Curtiss Street, dated June 25, .regarding entrance to the Sunset Hills Cemetery. The City Manager noted that when old Highland Boulevard was closed, it was anticipated that the new entrance to the cemetery would be from the new Highland Boulevard. He then suggested that this could be the subject of a future Commission agenda. (3) A draft calendar of events for preparation of the budget for Fiscal Year 1992-93, as prepared by staff. The City Manager requested that the Commissioners forward any comments or concerns about this schedule by Wednesday, so staff can prepare a revised schedule, if necessary. Commissioner Stiff noted he cannot attend the work session scheduled for Thursday, July 23; Commissioner Frost indicated he will be unable to attend the public hearing on August 17. Commissioner Vincent asked if the work sessions need to be conducted in the evening; aommiSSioner Frost responded he would be unable to attend work sessions during the day. (4) Copy of the notice of position vacancy on the Historic Preservation Advisory Commission. (5 ) Copy of a letter from Ken Fuller, 817 West Story Street, dated June 26, to Commissioner Stiff regarding tree pruning. 06-29-92 . --- - 11 - (6) Copy of an article entitled "Town at the Trail's End", published in the July/August 1992 edition of the American Heritage magazine, as forwarded by Commissioner Frost. (7) Agenda for the Development Review Committee meeting to be held at 10:00 a.m. on Tuesday, June 30, in the Carnegie Building. . (8) Agenda for the Design Review Board meeting to be held at 4:00 p.m. on uesday, June 30, in the Carnegie Building. (9) Copy of the membership bulletin dated June 23, as distributed by the Montana League of Cities and Towns, pertaining to the Governor's proposal to increase the tax on video gambling machines. (10) Agenda for the County Commission meeting to be held at 1 :30 p.m. on Tuesday, June 30, along with daily minutes for the weeks of June 8 and June 15, 1992. (11 ) A memo forwarding information on possible funding for the City's portion of the costs of renovating the Law and Justice Center, with space to be provided for the Police Department and City Court. The City Manager indicated this item will be placed on next week's agenda for discussion. e ( 12) The City Manager submitted his weekly report, as follows. (1) Noted that staff has participated in several discussions on the Surface Transportation Act this past week, including Assistant Brey's attendance at a meeting in Helena. (2) Attended a meeting on the Law and Justice Center this past week. (3) Noted that labor negotiations are nearing an end. (4) Attended a meeting with the City's attorney for the Bozeman Solvent Site this past week. (5) Attended the Bozeman Deaconess Hospital community meeting, where discussions were held about the possibility of adding psychological services and a cancer care unit in the next few years. (6) Attended the TCe meeting this past week. (7) Noted that in tonight's newspaper there will be an article on the disciplinary action which has been taken in response to Sergeant Erickson's recent guilty plea to DUI, including demotion to Master Patrolman, a ten-day suspension without pay, and .probation for two years. (8) Noted that Police Officer Darcy Dahle's quick reaction, whiie off duty. helped to save an errant motorist's life over the weekend. (9) Stated that staff is completing its work on the upcoming year's budget, with the document being finalized after the upcoming agenda items is completed. (10) Noted that the Library's summer reading program has 703 participants, which is substantially higher than in past years. (11) Announced the band concert scheduled for 8:00 p.m. tomorrow night at the Bogert Bandshell. (12) Noted the minor flooding which has 06-29-92 --.- .-.--. -.-.--....- __.....n ---- -- ~ - 12 - occurred as a result of Sunday night's storm. ( 13) Commissioner Knapp submitted the following. (1) Attended the TCC meeting on Thursday afternoon. (2) Attended the Beautification Committee meeting on Tuesday afternoon. (14) Commissioner Vincent noted the letter in last week's packet from Don Bachman to Steve Schnee regarding the semi-truck traffic on Main Street. He then requested an agenda item eo discuss truck traffic on Main Street as well as truck traffic in the Gallatin Canyon, even though the City Commission has no jurisdiction over that area. He stated that he feels that the current traffic in the Gallatin Canyon could have a definite impact on the amount of traffic that is attracted to Bozeman. ( 15) Commissioner Stiff stated that he attended the TCe meeting this past week. He noted that during that meeting, issues of discussion included the Canyon, Four Corners and truck traffic. ( 16) Commissioner Frost submitted the following. (1) Copies of the maps which were prepared by the Historic Preservation Office under a grant and donations, noting that attempts are being made to find monies to reprint the map since there are few copies left. (2) Distributed copies .Of the newsletter which Historic Preservation Officer Goetz has recently published, noting it is her final letter. (17) City Attorney Luwe announced that on Wednesday, the Police Commission met to consider a complaint against former Chief George Tate and unknown police officers by George Nichols, a resident of the State penitentiary, alleging failure to investigate a report of theft. He noted that the Police Commission determined that the allegation was unproven. ( 18) Clerk of the Commission Sullivan reminded the Commissioners that the completed evaluation forms for the City Manager and the Clerk are due by 3:00 p.m. on Wednesday. (19) Mrs. Daria Joyner, Executive Director of the Bozeman Area Chamber of Commerce, thanked the City for getting the landscaping at the Sculpture Park completed prior to their dedication ceremonies on Thursday afternoon. . (20) Mayor Swanson noted a petition he recently received from residents along North Montana Avenue, requesting that it be placed on next week's agenda for acknowledgement, and then referred to staff for appropriate action. 06-29-92 - 13 - Consent Items City Manager Wysocki presented to the Commission the following Consent Items. Authorize City Manaaer to sian contract for Drofessional enaineering services for 1992 water/sewer renovation contract with HKM Associates Acknowledge receipt of petition dated June 23. 1992 regardina the Master Plan for Lindley Park: refer to Recreation and Parks Advisory Board for - review and recommendation . Acknowledae receiDt of reauest from Bozeman Youth Soccer League dated June 20. 1992: refer to Recreation and Parks Advisory Board for review and recommendation Authorize use of annual leave - Clerk of the Commission - Julv 13 through 17. 1992: confirm Sharon Schumacher as Acting Clerk of the Commission Claims It was moved by Commissioner Frost, seconded by Commissioner Stiff, that the Commission approve the Consent Items as listed, and authorize and direct the appropriate persons to complete the necessary actions. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Frost, Commissioner Stiff, Commissioner Vincent, Commissioner Knapp and Mayor Swanson; those voting No, none. Discussion - finalizing of goals for Fiscal Year 1992-93 . City Manager Wysocki reminded the Commission that this discussion was requested by Commissioner Stiff. At the Mayor's request, Commissioner Stiff reviewed the contents of his memo. He expressed concern about the number of "big ticket" items included in the goals listing, i.e., renovation of the Law and Justice Center, the transportation plan, a waste management plan, etc., which will require a substantial amount of monies, not currently available, to implement. He suggested that, instead of including those items in the priority goals, they should be separated out and prioritized separately, so that staff has a guideline to follow when budgeting for future years. Mayor Swanson then requested that the Commission review the prioritized list of goals, as a result of the May 26 meeting, to determine if any changes should be made to the listing. The Commission did review the list of goals, one department at a time, making revisions to several of , .the departmental listings, including the City Manager, Administrative Services Director, Recreation Department, City Commission and General. During this revision process, several questions and issues were raised. The Commissioners concurred that, while "oversee progress/completion of commission/department goals" may not be appropriately listed as the City Manager's top goal for the year, it really is an 06-29-92 . . . - 14 - important part of his job and the basis for much of the evaluation process. The idea of considering it as a footnote to the priority goals for the year was discussed, with concern being raised that it might lose its importance in that format. Following that discussion, it was determined appropriate to drop the top goal to a footnote, raising the next goal above the line to retain three top priority . goals. The Commissioners then briefly discussed the importance of "pursuing the possibility of hiring a grant researcher/writer", under the Assistant to the City Manager's top priority goals. It . was noted that much of the funding made available to local governments in the future will likely be through the grant process, which dramatically increases the importance of having a strong grant writer on staff. Under the Administrative Services Director heading, the Commissioners concurred that the one top priority goal should actually be expanded and relocated to another position in this listing of goals, where it will become a top priority goal for the Commissioners and all City staff members, rather than just one department. The Commissioners recognized the importance of pursuing excellence in dealing with the public, noting that a more "broad brushed" approach is more '.appropriate than the current listing. Commissioner Stiff then expressed concern that the second goal listed, which is not a top priority goal, has been broadened well beyond what he had intended. He noted that an article in the Billings Gazette referred to a three-year projection of revenues and expenditures for essential services; and that information was utilized to graphically demonstrate the need for additional sources of revenue. He stated that this concept is "broad brushed" and deals in total figures, rather than details; and comments from others seem to reflect a misinterpretation of this goal. He further noted that this is an exercise to be undertaken some time during the year other than during the budgetary process. He also noted that the complete task should take no more than a few hours of one person's time; and the information generated could prove invaluable during the upcoming legislative session. . City Manager Wysocki suggested that the wording of this goal be changed to more accurately reflect its intent, possibly "establish three-year projection of expenditures and revenues by fund (broad brush)". The Commission concurred. Commissioner Stiff then expressed concern about the wording of the third goal in this category, which states "move from 'very good' to 'excellent' category in development of internal 06-29-92 . , . . - 15 - controls". He noted that, in practicality, external auditors cannot justify identifying existing internal controls as "excellent" because that dramatically increases any liability they might incur if the internal controls were to fail. He then suggested that, while the concept of this goal is good, it may be appropriate to eliminate the goal or to include it in the expanded first goal. City Manager Wysocki suggested that the goal could be retained in the priority goals for .this department simply by revising it to read "continued development of internal controls"; the Commission concurred. The Commission further concurred that current Goal Nos. 2, 3 and 4 should be designated as priority goals for this department. Under the Director of Public Service category, it was noted that as the transportation plan and parking study are completed, this project moves from the Planning Director to the Director of Public Service for implementation. The Commissioners recognized the immensity of the Director's duties, and the importance of providing assistance, possibly through the hiring of a utilities director even though that did not become a high priority item in the initial process. The City Manager noted his intent to address this issue in a different manner during the budgetary process, possibly through hiring another engineer in the Engineering Office, who could .then possibly assume some of the Director's other duties. The Commissioners underlined the importance of addressing this item as quickly as possible. Under the Recreation Department, the Commission concurred that the goal pertaining to incentives should be combined with the relocated and expanded goal which challenges the Commission and staff alike. Commissioner Frost left the meeting at 6:00 p.m. Under Library, Commissioner Knapp noted that automation of the card catalog is a long- range goal which will take several years to complete. She noted that a substantial amount of planning is needed first; and a source for funding must be identified before the actual conversion may be accomplished. Commissioner Stiff expressed concern about the goal which was added under City .ommission pertaining to funding of a study in the Bozeman Creek drainage. He noted that the City has over 5,000 acres of land in that area; and he feels it is important for the City to determine how it will manage that asset. Mayor Swanson responded that the viewshed group which has been working for the past year has indicated a willingness to study the water, natural resource and recreational opportunities 06-29-92 -.---..... . -.-.-...-.-."., --.----.----- .----..-...------- . , ~ - 16 - of that area further. He noted, however, that their application for funding from the Forest Service was denied, although it might be possible to obtain a matching grant from that source if the City would be willing to contribute. He then indicated that this item can be discussed more fully during the budgetary process. Commissioner Vincent stated an interest in moving the second goal above the priority line, end expanding it to include one session which is open for public comment, allowing anyone who wishes an opportunity to speak. He noted the importance of providing a more structured atmosphere for this session than for the Commission's free-wheeling discussions; however, he stated he feels providing such an opportunity for the public is important. Mayor Swanson stated support for Commissioner Vincent's proposal, provided he is willing to accept the responsibility for organizing such sessions. Commissioner Vincent stated his willingness to do so. The Commissioners then indicated general satisfaction with the listing of goals for Fiscal Year 1992-93 as revised through this discussion. .Adiournment - 6:10 c.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Stiff, seconded by Commissioner Vincent, that the meeting be adjourned. The motion carried by the following Aye and No vote: those voting Aye being Commissioner Stiff, Commissioner Vincent, Commissioner Knapp and Mayor Swanson; those voting No, none. ATTEST: ~~L.Iu~ Clerk of the Commission 06-29-92 ~. --..--...-