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HomeMy WebLinkAbout1992-07-28 ccmSPEC -....-.-- , , MINUTES OF THE SPECIAL MEETING OF THE CITY COMMISSION BOZEMAN, MONTANA July 28, 1992 *********************** . The Commission of the City of Bozeman met in special session in the Commission Room, Municipal Building, July 28, 1992, at 7:00 p.m. Present were Mayor Swanson, Commissioner Frost, Commissioner Stiff, Commissioner Knapp, City Manager Wysocki, Administrative Services Director Gamradt and Clerk of the Commission Sullivan. Commissioner Vincent was absent. The meeting was opened with the Pledge of Allegiance and a moment of silence. Authorize absence of Commissioner Vincent It was moved by Commissioner Frost, seconded by Commissioner Stiff, that the Commission authorize the absence of Commissioner Vincent 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 Frost, Commissioner Stiff, Commissioner Knapp and Mayor Swanson; those voting No, none. Work Session - Review of City Manager's Budget Recommendations for FY1992-93 This was the time and place set for the fourth in a series of work sessions on the City Manager's recommendations for the budget for Fiscal Year 1992-93. Due to the fact that this is a work session, the minutes will remain quite brief, setting forth only the important issues. City Manager Wysocki indicated that in this session, the Commission will review the individual budget units pertaining to public works which are contained within his recommendation. He noted that Director of Public Service Forbes is present to respond to any questions which may .arise. Public Service/Engineering. Pages 58-61. This budget unit includes what were formerly the Director of Public Service, Engineering and Snow Removal budget units. It includes a new engineer position, in lieu of what was discussed as a utilities director position during the goal- setting process. It is anticipated that the creation of this new position will best serve to alleviate some of the workload for the Director and the Acting City Engineer. 07-28-92 Special -..---.-... - 2 - The City Manager then reviewed the figures contained in this budget unit. He gave a brief explanation on the drilling of a well for ice control in Bozeman Creek, noting that the City is currently utilizing three wells for this reason. He noted that through the introduction of warmer well water into the creek during the winter months, the creek remains more open and reduces the .need for the City crews to enter the water and chop ice at the bottom during the cold winter months. He stated this is a trend which he wishes to pursue to the point that well water totally eliminates the need for the City's employees to undertake the hazards of entering the cold water. Mr. Ken Fuller expressed his concern about the increase in this budget unit, noting that as a taxpayer, he is tired of paying more money without getting the benefits. Responding to Mr. Don Weaver, Administrative Services Director Gamradt stated that networking of computers is done in those places where it is beneficial and multiple users use the same data base, i.e., City Court and the Police Department. He noted, however, that 95 percent of the work on the personal computers is on word processing or spreadsheets, for only one person's use; and if the information is needed by others, it can easily be transmitted via diskette. Responding to Mayor Swanson, Director Forbes stated that the country is entering a new .era of EPA rules and regulations on all fronts, making it more and more difficult to ensure that all items are appropriately addressed. He also noted that this increase in time demands is accompanied by a similar demand in the day-to-day activities of his office; and he is concerned that oversights may occur because of all those demands. He further stated that with the number of contracted consulting engineer services which are being administered through his office, he feels that having more control and oversight on those contracts would result in cost savings. He also noted that after the engineering for the various projects has been completed, construction oversight will begin. Commissioner Stiff noted that the figures in this budget unit are higher than last year's; however, he noted that there are offsetting revenues in the amount of $20,000. He noted that . with that reduction in the difference, the amount remaining is equal to the additional position. Streets. Pages 86-89. Gas Tax. Pages 135-138. Street Maintenance. Pages 139-142. The City Manager noted that these three budget units, when combined, create the total budget for the Street Division activities for the year. He characterized them as Streets funding the operations, Gas Tax funding the projects, and Street Maintenance paying the salaries. The City Manager then reviewed the figures contained in these three budget units, noting 07-28-92 Special - -- --- ...-.-..-. -.. ----.. - 3 - that while some of the figures seem to have changed dramatically within one budget unit, when all three are combined, those changes are not so significant. He noted that the amounts budgeted for capital items include used pieces of equipment. Commissioner Stiff stated his support for the increase in funding in the Streets budget .unit. Responding to questions from Commissioner Stiff, Administrative Services Director Gamradt stated that the City receives approximately $20,000 from the Montana Department of Transportation for the signal maintenance services which the City provides. He noted that those monies are receipted into the General Fund, and have been included in the revenue projections for this year's budget. The Director then stated that the cost of signs for the MSU residential parking district have been included in this budget unit, although it is not yet known if that district will be created. He reminded the Commission that the City will incur up-front costs which will then be repaid through permits and fines over a period of years. He stated that, because of the uncertainties surrounding this district, staff has only projected a $10,000 revenue in permits for this fiscal year. . Responding to Commissioner Knapp, Director Forbes stated that the formula for distribution of Gas Tax monies includes the total mileage of both streets and alleys in a community. He noted that as the city expands, the percentage of alleys to the total will decrease because the new subdivisions do not include alleys. He noted, however, that the City will continue to maintain the existing alleys, through grading and graveling activities. Further responding to the Commissioner, the Director stated that the funding formula for distribution of Gas Tax monies is established by the State Legislature and contained in the State statutes. He then stated he does not anticipate any changes in that formula which would delete the mileage of alleys in a community in the near future. Responding to Commissioner Stiff, Director Forbes stated that the City may utilize Gas . Tax funds for the construction and reconstruction of streets; however, it may not be utilized for purchase of equipment. City Manager Wysocki noted that the City's current allocation of Gas Tax monies is $321,000 per year; and it was $314,800 in 1984. He stated that this fund has a balance in it which must be reappropriated because the extension of Kagy Boulevard from South 11 th Avenue to South 19th Avenue was not completed last fiscal year, as originally anticipated. 07-28-92 Special .-.-...------ .. .-..-. --..--- --,,--- -- ---~~--_.~..-_... - 4 - Responding to Mayor Swanson, Director Forbes stated that no specific projects were included in the amount budgeted for TSM projects; however, he felt it was important to include an amount to fund some of the top priority items because people will want to see some immediate results. . Mayor Swanson asked when the actual construction of Kagy and the third interchange are scheduled to begin. The Director responded that Kagy has always been scheduled for fall because of the marshy conditions that exist; and he anticipates the work will begin in September 1992. He then stated it is anticipated that relocation of the City's large sewer trunk line for the third interchange will begin this fall. He noted that the opening of bids for construction of the interchange has been scheduled for the Spring of 1993, although that process is lagging somewhat behind. He then noted that the bridges will be the first portion of that project, and that construction should begin sometime next summer. Commissioner Knapp stated she feels the Commission should have a policy discussion on the importance that neighborhood contributions will have on the prioritization of TSM projects. She stated her interest in seeing it have a low priority, because she feels that such contributions should enot result in projects in poorer neighborhoods receiving lower priority. She feels that need and necessity should be the most important of the criteria utilized and contributions the least important. Responding to Commissioner Frost, the Director stated he does not have any prioritization of major street projects at this time. He noted that, hopefully, the monies budgeted could fund the preliminary designs for four streets which are identified as needing to be improved. He noted that those preliminary designs could then be placed on the shelf until opportunities for funding, possibly through grants, arise. The City Manager noted the uncertainty of the Federal Aid Urban program, noting that the Surface Transportation Act may impact it. He noted that some discussions have centered around the idea of distributing monies through an application process rather than on a formula basis; and eif the City has some preliminary designs ready and a prioritization of projects, it may be in a better position to apply for and receive those grant monies. Responding to Commissioner Stiff, the City Manager stated this is the type of activity in which a grant writer could easily assist. Mayor Swanson noted that the City is receiving slightly over $100,000 as its share of the County's implementation of a .4 percent local option tax on motor vehicle licenses. He noted that 07-28-92 Special ___..______.__._.___.____..__ _.._u_ ~. - - - --..-.-. ---.--.. -..... - ----..-.----. -... _...~_.~..~ - 5 - last year, half of those revenues were utilized to decrease the square-foot assessment fee for the street maintenance district and asked if similar action has been taken this year. The Administrative Services Director responded that the square-foot assessment rate is the same as last year's. He noted that results in the same amount of monies being utilized from _that local option tax, although no additional decreases have been made this year. He then reminded the Commission that this source of revenue will sunset at June 30, 1993 unless the Legislature takes action to extend it; therefore, under the City's policies these monies should be utilized for one-time expenditures rather than on-going programs. Responding to the Mayor, Director Forbes stated that the City is working with the Department of Transportation on the striping of streets. He noted that with the recent change in personnel in the local office, cooperation has improved and there now appears to be no immediate need for the City to purchase a large striper. Mayor Swanson asked how much the State has pumped into the roads within the city limits in the past few years. He noted it must be Quite substantial; and he feels it is important to recognize their efforts. -- The Director stated he does not know the amount, although he concurred it is substantial, ,., given the nature of the work which has been done to West Main Street and North 7th Avenue as . well as the new traffic signals on North Rouse Avenue. Parks and Playgrounds. Pages 106-109. The City Manager stated that this budget unit includes an additional .42 FTE, for an employee to take care of the Recreation Complex. He noted that in the past, the Softball Association has been responsible for taking care of the fields; and that was occurring in a rather haphazard manner. He noted that with an employee now taking care of the facility, it looks much nicer and problems are addressed immediately. He stated that the Softball Association is paying the City for this maintenance, so the actual additional costs to the City are minimal. ...-..... The City Manager then noted that the City now has responsibility for maintaining the ~ Christie Fields. He noted that at the present time, it is irrigated with City water; and since it does not have a meter, the per-acre fee for irrigation is in effect. He stated that this budget includes monies for a well, which will take this irrigation off the City water supply. The City Manager then noted that this budget includes monies for the purchase of a used truck. He stated that Park Superintendent McNeil has been Quite successful in going to Helena and 07-28-92 Special - 6 - acquiring good used trucks through surplus property. Mayor Swanson suggested that the groups which use Christie Fields be given an opportunity to participate in the costs of drilling the well. Commissioner Stiff expressed concern with that suggestion, noting that those using the .fields are youngsters. The City Manager responded by suggesting that it may be more appropriate to seek participation in the power bills. Mr. Don Weaver stated that, after looking at other communities, Bozeman has not done very well in improving and maintaining its parks. He noted this is a beautiful community; however, it is sadly lacking in parks and paths. He stated that in the past 35 years, little has been done to develop new parks or improve existing parks. He noted that the Park Superintendent is operating on a very limited budget, and asked the Commissioners to "think a little bigger than you have been about parks". He suggested that one way to accomplish this might be to expand the tree maintenance district to include parks. Mayor Swanson noted that the master plan update mentions the creation of a park . maintenance district; however, to date, no serious discussions have occurred. Cemetery. Pages 110-113. The City Manager reviewed the figures contained in the budget unit, noting that $2,500 has been included for development of a cemetery master plan. He noted that the American Cemetery Association does lay-outs for cemeteries and is willing to do so for the remainder of the City's cemetery property. He noted that this will allow the City staff to project how much longer this site will last and when additional property will be required. Commissioner Stiff noted the importance of the history that this cemetery provides. He then stated an interest in ensuring that this location remains the only City cemetery for as long as possil::le, so that history is not lost. Responding to questions, the City Manager stated that the unused cemetery land could . be used for recreational activities until it is needed for cemetery purposes. He also noted his interest in obtaining a master plan for the cemetery, so it can be determined if there is any surplus property that the City might consider selling or trading at some time in the future. Tree Maintenance District. Pages 143-146. The method of providing tree trimming services is being shifted from mostly contracted services, with City crews doing a little of the work, to two City crews doing almost all of the work. The City Manager noted that this is providing a 07-28-92 Special ----- ..- . -.------.-- ...--- ______________ __. ___._,,____._ _..__._______..._ ________....__ __._n_._._____ - 7 - much more acceptable result, with the City crews being able to stay with a job better and with better oversight capabilities. He then stated that, since the City does not have adequate equipment, it must lease equipment for the second tree trimming crew. Responding to Commissioner Frost, Director Forbes stated he hopes to maintain 200 to .400 trees in the City's nursery. He then stated that on Arbor Day, Van's IGA donated 100 trees to the City, which have been planted in the nursery. He noted those were very small seedlings that will take several years to mature to the point they can be transplanted. East Gallatin Park. Pages 187-190. The City Manager reminded the Commission that the City now is responsible for maintaining the East Gallatin Recreation Area. He then stated this budget unit is funded through $5,000 from the City's General Fund, $5,000 from the State, and gate fees. He also noted that the County is providing specified improvements to the park, through its own resources. He stated this budget unit is to be revenue neutral. He then characterized this as a good example of a community project. Mayor Swanson noted that Park Superintendent McNeil exudes excitement when discussing this park and its potential. He then noted this is a "diamond in the rough". . Responding to Commissioner Knapp, Director Forbes stated that Superintendent McNeil is overseeing the construction of a picnic pavilion, which should be completed yet this Fall. Break - 9:00 to 9:08 D.m. Mayor Swanson declared a break from 9:00 p.m. to 9:08 p.m., in accordance with Commission policy established at their regular meeting of March 14, 1983. Work Session (continued) - Review of City Manager's Budget Recommendations for FY1992-93 Water Operations. Pages 202-205. The City Manager stated that personnel are split between this budget unit and Sewer Operations, since they serve in both. He noted that essentially . one position has been added between these two operations. He then stated that over the years. a shift has been made to place all the Finance Department clerical staff under that budget unit rather than in the Enterprise Funds; and the last step in that change is made under this budget, with a shifting of the last three. He noted that the Enterprise Funds have been charged an administrative fee; and that will now include the proportionate share of these salaries. The City Manager noted the amount of activity which is occurring in this department, as 07-28-92 Special ---.--- -------.- ..--- ---------------- -, - 8 - reflected in the workload indicators. He reminded the Commission of the decision a few years ago to meter all water accounts. He noted that process is nearly completed; and crews are now changing out old meters as well as installing remote readers whenever possible. City Manager Wysocki then reviewed the items included under contracted services, noting .that several of them are rebudgeted items. He also noted that the update of the impact fee study completed in the early 1980's is included. Responding to Commissioner Stiff, the City Manager stated that under the lease/purchase agreement for the vehicle storage building at the Shop Complex, which was established when tax shelters were very advantageous, the City has no option but to lease the building for twenty years, after which it will be deeded to the City. He noted that the subject of early buy-out has been broached to the lessor; and the response has been negative. Director of Public Service Forbes stated that training and certification requirements for operators have changed, with the number of continuing education credits doubling; and this will result in additional training costs. Also, new EPA regulations will require more extensive testing and analysis of the City's water supply. . Responding to Mayor Swanson, the Director stated that a water master plan update would provide a better reflection of the areas of growth anticipated over the ten years, as well as better information on the size of trunk lines needed to serve those areas. He also noted that the update should include an analysis of raw water and treatment capabilities. Responding to Commissioner Stiff, the Director stated that this plan should address the reconstruction of a dam in the Bozeman Creek drainage. He noted that substantial leg work has been done through the reservation process; and the acquisition of more senior water rights is very important. Water Plant. Pages 206-209. The City Manager noted that this budget unit is so carefully monitored by the Superintendent that it comes within a few dollars on a regular basis. . Responding to Commissioner Stiff, the City Manager stated that, per Commission direction, staff reviews the water rates every year to determine if a rate increase is necessary. He stated that staff has not yet undertaken that review for this fiscal year; however, he anticipates that any adjustments could be characterized as a maintenance type. Responding to Commissioner Frost, the City Manager stated that staff will attempt to update the five-year forecast for this fund this Fall. 07-28-92 Special - - 9 - Mayor Swanson stated appreciation for the information which Superintendent Dean Elliott forwards each week concerning the City's water supply and usage for the past week. He then asked if it would be possible to spell out the terms instead of using abbreviations and if some historical comparative data could be included, to make the current figures more meaningful. . Director Forbes noted the variables and volatility of the water supply, noting that they tend to make the historical data less meaningful. He then stated his willingness to review the report to determine if it can be made more understandable and meaningful. Sewer Operations. Pages 210-213. The City Manager reviewed this budget unit, reiterating much of the information covered under Water Operations above. He noted that the total in this budget unit has increased substantially, due mainly to the $300,000 sewer line relocation project for the North 19th interchange, which is 100 percent reimbursable from the Department of Transportation. Director Forbes noted that the sewer facilities plan update will provide a review of the collection system trunk lines and their capacities. He noted that the Bozeman Area Master Plan Update made a significant change, because it suggests that properties be connected to City sewer .service. He also noted that the current sewer service boundaries are very rectangular, and don't adequately address issues such as topography and growth patterns. He stated that he feels it is important to update this plan, providing the City staff with a more realistic assessment of the impacts which growth may have on the sewer system and whether line capacities are adequate to accommodate those growth patterns. Sewer Plant. Pages 214-217. The City Manager reviewed this budget unit, noting it is essentially the same as last year's. Director Forbes expanded on some of the items included in this budget, noting that the new certification requirements for operators impact these operators as well as those at the water plant. He then noted that the current analytical scale is no longer accurate; and a new one is . needed to ensure that better control is maintained in the plant. Responding to Commissioner Knapp, the Director stated that the title of the chemist has been changed, with the new position being at the management level rather than a union position. Mayor Swanson stated that over the years, the major complaints he has received have pertained to the water and sewer operations, and asked if it is possible to make those areas more responsive. 07-28-92 Special ----..- -~--- --------.- ---.---.--...- - -. ----.. .- -. ----------.----.. - 10 - Director Forbes responded that, with the hiring of a new engineer, he feels that the Engineering staff will have the time and be in a better position to respond to questions and concerns about the water and sewer operations, which should help to improve the public relations aspect. . Commissioner Frost stated his intent to leave the meeting, due to the late hour. Responding to Commissioner Stiff regarding the remainder of the review process, the City Manager stated that the Mayor has also asked when any changes are to be made to the budget. He suggested that the Commissioners use the figures in his proposed budget document in the tentative appropriation ordinance, so that the adoption can remain on schedule. He further suggested that the Commissioners set another work session or two between now and the scheduled August 24 public hearing date, during which time they could prepare the revisions which they propose to include in the final appropriation ordinance. He noted that information could then prepared as a hand-out at the public hearing, with the information entered into the record as a part of the hearing. Following discussion, the Commission concurred in the process proposed by the City .Manager and set work sessions for 1 :30 p.m. on Monday, August 10 and 7:00 p.m. on Monday, August 10. They further agreed that during those sessions, they will review the entire proposed budget document one page at a time, forwarding any suggestions for change as they go. Responding to Commissioner Knapp, the Director stated that, given the difference between the projected mill value and the actual mill value, if the proposed mill levy is utilized, it will result in an additional $70,180 in revenues. He then stated that management's proposal to utilize $119,000 in reserves to fund the acquisition of equipment is an appropriate use of those monies. Commissioner Frost left the meeting at 10: 1 0 p.m. Garbage Collection. Pages 218-221. The City Manager noted the reductions in staffing, due to the decrease in the number of accounts being served. He then reviewed the various figures . contained in this proposed budget. He noted that under this budget, one of the existing collection trucks is to be replaced with the same style truck. He stated the current truck is seven years old; and the life expectancy of a garbage truck is five years. Mayor Swanson suggested the possibility of converting from the current rear packer trucks to automated trucks, suggesting that replacement of this truck might be delayed for a year or two if possible. 07-28-92 Special ---- .."--- u__ ~~___.__ , . - 11 - City Manager Wysocki stated that another truck is scheduled for replacement next year. He noted that the issue of automated collection was considered very recently; and he feels that it is still too soon to broach the subject again. Garbage Disposal. Pages 222-225. City Manager Wysocki reviewed this budget unit, .WhiCh is very similar to last year's. He noted that a portion of the two mechanics' time has been included in the budget for the waste oil collection program, because it has been so successful and has become an important part of their duties. The City Manager then distributed to the Commission a memo from Street/Sanitation Superintendent Roger Sicz, dated July 21, forwarding his pitch for the purchase of a new twin engine scraper, which he had cut from the budget. The City Manager stated that this memo contains new information which he did not have at the time he made the decision to cut it; and he suggested the Commission may wish to add it prior to adoption of the final appropriation ordinance. Director of Public Service Forbes reviewed how the current twin engine scraper, which was a well used piece of equipment when it was purchased a couple years ago, is utilized in the landfill operations. He noted that at the present time, cover material is carried 3,000 feet across .the landfill and is dumped close to where the garbage is being dumped for the day. He stated that the scraper can carry 10 to 15 yards per trip. He stated that the other piece of equipment which is utilized for this purpose is a track excavator, which has a 4-cubic-yard bucket. He noted that piece of equipment is not meant to travel the extended distance which is required; and constant use in this manner results in a substantial amount of repair. City Manager Wysocki stated that another major piece of equipment which was requested in this year's budget was a tub grinder; however, that item was not included in the budget, either. He reminded the Commission of the costs involved for these two pieces as well as the truck under the collection portion of this fund, noting that the scraper is estimated at $240,000; the tub grinder at $100,000; and the truck at $83,000. He also reminded the Commission that this is an . Enterprise Fund. which must sustain itself; and he is concerned about drawing down its cash reserves extraordinarily. He noted one option might be to make a downpayment and then utilize INTERCAP monies to cover the remainder of the costs, with repayment to be made over a five-year period. The City Manager then informed the Commission that Three Rivers Disposal/Waste Management is presently dumping at the City landfill, on a 30-day pay schedule. He noted that, 07-28-92 Special ---.-----.----.. __n_ _. ......_____ ...._...___.. ...._ ._.. .....___.._.. ___u__ . . . . . - 12 - while this increases current revenues, it also decreases the life expectancy of the landfill. Commissioner Stiff noted that one of the Commission's top priority goals is to evaluate the solid waste management plan. He suggested that addressing that goal might have an impact on what the Commission determines are priority equipment needs. . Commissioner Stiff asked how long it would take to revise the City's landfill fees, if that is determined necessary. He then stated an interest in acquisition of a tub grinder, noting that the demonstration of that machine was impressive. Director Forbes stated that, while he recognizes the benefits of a tub grinder, he feels it is an accessory while a scraper is a necessary part of the current day-to-day landfill operations. Responding to Commissioner Knapp, the City Manager stated that if this issue were to arise in mid-year, it would be accommodated through a budget amendment, at the Commission's I direction. He then noted that it is possible that this process could also be utilized later in this fiscal year rather than requiring a snap decision at this time. Commissioner Knapp noted the new assessment of 31 cents per ton, which is paid to the State. . The City Manager cautioned that number could increase substantially if the City continues to receive garbage from Waste Management at the present rate. Director Forbes noted the new level of testing which is being required by the State for the landfill site. He then noted that the Bozeman landfill is on the leading edge in the State; however, the new testing regulations do increase the costs. Vehicle Maintenance. Pages 231-234. The City Manager stated the City has two full- time mechanics who service the City's equipment. He noted that this budget unit is located in the "internal service" funds; and all of the costs incurred for this activity are charged out to the departments that use the services. He stated that, while the departments don't realize a cost savings, they generally receive much faster service than through a private business. He then noted . that the portion of the mechanics' time charged to the waste oil collection program has been deleted from this budget unit. Adjournment - 10:50 D.m. There being no further business to come before the Commission at this time, it was moved by Commissioner Knapp, seconded by Commissioner Stiff, that the meeting be adjourned. The 07-28-92 Special -----...-.-..-- -."... _..___nn_n . - 13 - motion carried by the following Aye and No vote: those voting Aye being Commissioner Knapp, Commissioner Stiff and Mayor Swanson; those voting No, none. . ATTEST: ()~ J~ ROBIN L. SULLIVAN Clerk of the Commission . .' 07-28-92 Special