HomeMy WebLinkAbout10-25-10 Quarterly Work Plan Update.pdf1
City of Bozeman
Adopted 2010 - 2011 Work Plan (2/22/10)
October 15, 2010 Update
New Policy Initiatives
· GREEN print represents new information since the July update
· BLUE print represents information from previous updates critical to understanding our
progress (much of what was included in previous updates has been deleted)
1) Enhance Downtown Development Opportunities
a) Utilize the federal HUD grant for the blast site – Natalie Meyer/Planning
· The Environmental Review process has been approved and we received authorization
to incur costs.
· An agreement with F&H, LLC regarding the grant details has been signed.
· Construction work got underway in June, 2010.
b) Conduct a "Full cost & benefit study: social, economic & traffic considerations for one-way
conversion to 2-way, shared lanes, streetscape improvements and truck route
modifications" as recommended by the Downtown Plan – Rick Hixson
· The scope of work has been approved by TCC and the City Commission. The cost is
estimated to be $250,000. The downtown TIF board has agreed to pay up to $100,000
of the project and the city has applied for a TIGER 2 Grant and a BYP Grant to fund
the remaining. Decisions on these grant application is anticipated this fall
· Meetings were held with representatives of the downtown and city staff to help develop
the scope of work. The draft scope focuses on what improvements to the downtown
traffic system can be done to create a neighborhood-friendly environment through the
form and character of the streets, rather than just re-studying the one-way conversion.
c) Increase residential density in the B-3 district – Brian Krueger
· Completed research on similar jurisdictions (cities) that have created incentive
programs for their historic downtowns.
· Next steps:
(1) Considering combining this policy initiative with initiative 5. “Amend UDO to
incentivize downtown redevelopment and the construction of multi-story buildings”
with Planner Riley. The issues arising for both goals are similar, if not identical.
Final decision to do so will follow upcoming Work Session on this topic.
(2) Meeting planned with Building and Fire Departments to assess new 2009 Building
Code Impacts on multi-story zero lot line development similar to that anticipated in
the City’s Core. Meeting to be completed by October 31, 2010.
(3) Meeting planned with Downtown Business Improvement District and Downtown
Business Association Director Naumann to assess possibilities of the City partnering
with that organization, an appraisal firm, an economist, and developer to do
intensive feasibility studies on several potential redevelopment parcels to assess the
true costs associated with code requirements and impact fees for the type of mixed
use development anticipated downtown. This would be a larger scope than that
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currently provided by the Downtown Partnership under the Technical Assistance
Grant program. Meeting to be completed by November 31, 2010.
(4) Work Session planned with the Commission to update the Commission and assess
future direction of work program for this item. Items for review will include
presenting the research noted below under completed tasks, update on the
ramifications of the recent adoption of the 2009 Building Code, and outline for the
potential feasibility study program of specific redevelopment parcels downtown.
Work Session with the Commission planned December 2010 or January 2011.
(5) Consider opportunities for cross pollination of this project with the ongoing Staff
work to develop the new Residential Emphasis Mixed Use (REMU) District,
particularly in the areas of streetscapes, parking, and street level design of
residential buildings.
· Reduced parking requirements have been implemented.
· Expanded inclusions for open space and landscaping requirements for residential
projects including, urban common amenities (e.g. plazas or roof decks) and certain
private patios and green roof decks.
d) Implement the remaining parking recommendations identified in the downtown plan and
review and update for the Downtown Parking SID/Cash-in-lieu program. – Allyson Bristor
and Paul Burns
· Downtown parking study contract awarded to the Western Transportation Institute
(WTI) at Montana State University the week of July 5, 2010. Bozeman Parking
Commission voted to accept the WTI bid that same week of July 5, 2010. WTI selected
from four proposals received in response to the RFP released by the Bozeman Parking
Commission. A subcommittee of Paul Burns, Parking Manager, and three Parking
Commission members reviewed the four proposals. The funding to pay for the
downtown parking study is coming from the Downtown TIF. The study will cost
$27,435.60.
· WTI at Montana State University is currently working on the downtown parking study.
Final report is due to the city in December 2010. Parking study will identify total
parking inventory (on-street, public and private lots) and the turnover rate in each
parking lot and serve as a “snapshot” of the downtown parking situation as it exists
today. Until the parking study is completed, there is no proposed revisions or changes
to the current Downtown Parking SID/Cash-in-lieu program.
· Planning and the Parking Manager monitoring the effect of the added reductions to
development downtown. No cash-in-lieu of parking requests have been received by the
City since the adoption of the new parking reductions. This means that all of the new
development that has occurred downtown over the past year has not required
additional parking.
· Next Steps:
(1) Paul Burns and Parking Commission will review parking study upon completion.
Anticipated completion: December 2010/January 2011.
· Action steps for further implementation will be created by Parking Commission and
Planning Staff following review of parking study (including what, if any, changes
should occur to the current Downtown Parking SID/Cash-in-lieu program).
Anticipated completion: January – February 2011.
· Revisions to the Unified Development Code were adopted by the City Commission on
January 30, 2010 and included the addition of several parking reductions for uses
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occurring within the B-3 (Central Business) zoning district.
e) Amend UDO to incentivize downtown redevelopment and the construction of multi-story
buildings – Doug Riley
· See discussion under Item 1.c above.
2) Reform the development review process without decreasing quality – Chris Saunders & Rick
Hixson
a) Increase the Planning Director and City Engineer’s responsibilities to make administrative
approvals of projects as recommended in the Community Plan. - Chris Saunders & Rick
Hixson.
· We have completed an index of the current City Commission, Board of Adjustment,
and Planning Director approval authorities.
• Researching and gathering materials from similar jurisdictions to establish parameters
for how such code changes may be structured. Zoning procedures survey of other
communities is underway at this time. First round of responses has been received.
Second request for response will be pursued.
• Planning Staff is working with the Planning Board to identify opportunities to
streamline the approval process. Specific areas of focus at this point include the site
plan review process (including DRC and DRB review), subdivision review process, and
incentives for infill development.
• Next steps:
(1) Continue discussion with Planning Board and coordinate with Economic
Development Council where appropriate. Anticipated completion: December 2010
– January 2011.
(2) Formulate a workplan of specific issues to address. The workplan will include both
operational and policy issues, as well as a prioritization of the issues. Anticipated
completion: February 2011.
(3) Schedule a work session with the City Commission to present the workplan and to
request direction on possible changes to applicable policies and regulations.
Anticipated completion: March – April 2011.
· Building, Planning, Engineering and Fire Staff is meeting to discuss opportunities to
cross train and more efficiently utilize our personnel to improve the development
permit application, review and inspections services offered by the City. We’ve
developed an action plan to guide our discussions as we continue to review and improve
our service delivery. This process is happening concurrent with other reviews
mentioned herein.
· We’ll be looking at specific exceptions/discretionary ability in each section of the UDO
that the Planning Director, City Engineer, Public Services Director might be able to
make admin approvals on. We’re specifically looking at removing the need to look at
the Level of Service at intersections during traffic studies. Generally, intersection
improvements are all necessary due to growth and therefore qualify for Impact Fees, so
we don’t need to continue to muddy the developer’s waters by often putting them in a
catch 22 situation. We will also take a shot at asking the Commission to amend the
UDO to review the sidewalks to be installed as part of the street infrastructure – not
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within 3 years of final plat.
b) Amend the Sign Code – Vickie Hasler and Brian Krueger
· In March the Commission identified seven specific items they wanted examined.
(1) Investigate eliminating a re-use permit triggering compliance of signs that are not
changed.
Status: Pending.
(2) Investigate the triggers necessitating sign compliance with current requirements.
Status: Pending.
(3) Clean up the application and administrative appeals process.
Status:
(a) A Sign Application has been drafted and sent out June 7th to sign companies for
comments.
(b) The new Sign Application includes information and directions to code sections
dealing with appeals.
(4) Speed up the application and administrative appeals process.
Status:
(a) The information that an appeal is possible and directions to the code section
dealing with appeals is on the new Sign Application draft.
(b) Incomplete applications are now returned within 5 days with a checklist of
missing information and materials.
(c) A sample sign permit has been created and will be posted on the web site.
(5) Investigate a design review process.
Status:
(a) Code amendment passed to add a Certificate of Appropriateness review (design
review) for signs within the Entryway Corridor, took effect January 30, 2010.
(b) Completed new application checklist for sign COA application in the Entryway
Corridors and Neighborhood Conservation Overlay.
(c) Completed new staff application completeness checklist to review application to
make sure all application materials are included in the application and the
application is ready for review. Also gives more clear direction to applicants in
preparing submittal materials which minimizes delay and increases
predictability.
(6) Investigate monument sign with moveable lettering and how these fit into the sign
ordnance.
Status: Pending.
(7) Investigate how to exempt signs with a historical use from the sign code.
Status: The Bozeman Historic Preservation Advisory Board’s Planning and Policy
Committee has begun discussing creation of a historic or cultural sign list. The
purpose of a sign registry would be to protect signs that are historic or culturally
important to the community of Bozeman, enabling the signs to remain as are when
future development is proposed on the site. Preliminary policy ideas suggest that if a
sign were placed on the historic/ cultural sign inventory, the sign could not be
altered or demolished without a Certificate of Appropriateness process.
· City Commission provided direction to Staff on a wide range of Sign Code issues at the
August 23 work session.
· Next Steps:
(1) Staff will draft revised sections of the Sign Code based upon the direction provided
by the City Commission. Anticipated completion: December 2010 – January 2011.
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(2) Staff will schedule public hearings on the revised Sign Codes sections. Anticipated
completion: February – March 2011.
c) Review DRB & DRC review procedures – Dave Skelton
· Consideration is being given to altering the structure of review by the Development
Review Committee to allow DRC members an initial “in-house” review to identify key
issues for each specific project and reduce the formal review with the applicant to two
weeks. The DRB has also discussed with the Planning Office ways to provide a more
effective tool to review each project against each specific criteria of the Design
Objectives Plan. This will be a work in progress and may be part of a future update of
the Design Objectives Plan.
· Planning staff has been discussing how to improve DRC project review correspondence
between the Planning, Engineering and Building Departments. The following three
items are being implemented to improve the process for the applicant:
(1) Engineering and Building Departments will provide their conditions and code
provisions to the Planner preparing the DRC memo before the 3rd DRC meeting, so
they may forward them to the applicant prior to that meeting.
(2) Engineering and Building Department staff will forward their conditions and code
provisions to the Planner electronically (by e-mail or by placing them in the
Planning project folder). This pertains more to Engineering than the Building
Department, but it is important for Planners to have access to this information
should the Engineer not be available.
(3) The Engineers will enumerate the list of conditions and code provisions in lieu of
using bullet points. They shall all use the same numbering template provided by the
Planning Department to facilitate staff report preparation. Reformatting the lists
for every staff report wastes time and money.
· See discussion under Item 1.c above.
d) Improve coordination between planning, engineering and building – Keri Thorpe, Rick
Hixson and Bob Risk
· The DPCD and Engineering Department have coordinated efforts to assist the N. 7th
Avenue and Northeast Urban Renewal Districts. Planner Thorpe and Dustin Johnson,
P.E. continue to work with both Boards to effectuate the District Plans.
· The Planning and Building Departments are evaluating the following service
improvements in order to expedited project and building permit review:
(1) Over the counter approvals.
(2) Concurrent review of building permit applications.
(3) Looking at ways to share existing staff to improve customer service
· The Planning Department is evaluating modifications to the Neighborhood
Conservation Overlay District to streamline and coordinate the project review process.
This will involve an analysis of the district standards and the COA process.
· See discussion under Item 2.c above.
3) Economic Development
a) Hire the Economic Development Ombudsman – COMPLETED
· Brit Fontenot is working in this capacity.
· Allyson Bristor has been appointed Neighborhood Coordinator
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b) Work as a catalyst to bring the Chamber, Prospera, MSU and the City together – Chris
Kukulski, Brit Fontenot
· The EDC continues to meet twice a month (Chamber, Prospera, MSU and the City all
have reps on the EDC). On October 7, 2010, the EDC voted to approve the 2010
Priority and Recommendation List which will be presented to the Commission for
approval in November 2010. The Chamber, Prospera and the City continue to partner
on projects spun out from the EDC’s mandate to make the City of Bozeman the most
business friendly city in the State of Montana, i.e. resource guides, dashboard of local
economic indicators, supporting summits and roundtables, support business friendly
processes, and incubators, etc.
· Brit led the submittal of the City’s Google Fiber project with coordination between
each of the entities.
c) Increase salability of lots, final plat extensions, infrastructure guarantees – Dave Skelton
· A roundtable discussion with local professionals, lenders, developers and other
community leaders involved in the development industry is scheduled for October, with
potentially a follow-up in November to discuss the matter and consider possible text
amendments to the U.D.O. and/or other avenues to improve the economic development
of expired, stalled, troubled, and/or vacant subdivisions. Presentation before the City
Commission would be in scheduled for December.
· See discussion under Item 2.a above.
· When possible, extensions and renewal of guarantees have been completed.
Modifications to 5 or fewer lots can be done through an expedited process. However, if
it is changing 6 or more lots then state law requires that the standard subdivision
process be followed. Staff works with interested parties to ensure that necessary but
not redundant information would be included in applications to reduce preparation
time and expense. Several plat extensions have been processed and approved as
allowed by state law.
d) Support the Economic Development Council (EDC) - Brit Fontenot
· The EDC continues to meet twice monthly and Brit, as the ED Liaison endeavor to
assist the Council in maintaining focus on the identified priorities and am constantly
cultivating partnerships internally and with other agencies and organization (public-
private) to carry out the mandate of the Commission. In November 2010, the EDC will
submit a priority and recommendation list the Commission for approval.
e) Partner with MSU and all community stakeholders to develop a two-year college - City
Commission
· Dean of Gallatin College Bob Hiatala has presented before the EDC on the creation of
Gallatin College. The City, partnering 5 other entities (public and private) submitted a
300k grant application (Yellowstone Business Partnership) to conduct a regional
workforce assessment to assist Gallatin College and other agencies and intuitions
understand the workforce needs of the city and the region.
· Round table with City staff, elected officials and MSU President and staff held in
February 2010
4) Develop a plan to address deferred infrastructure maintenance – Rick Hixson
· An analysis for water pipes, sewer pipes, streets and sidewalks is being conducted to
determine how many lineal feet need to be replaced each year to stop falling further
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behind and what would it take to catch up within 10 years. Once completed, we will
analyze the effects these two approaches would have on utility rates and assessments.
a) Water Distribution System – the facility plan identifies 54,506 lineal feet (LF) of existing
water mains that are undersized and need to be replaced at a cost of $11,768,253 and
53,661 LF of undersized water mains that need to be upgraded to meet fire flows on a max
day at a cost of $11,659,652. (Engineers)
b) Sewer Collection System - improvements were identified in the 1998 Facility Plan. The
2005 Plan recommended lines be TV inspected to determine the greatest need. The
projects identified in the 1998 Plan continue to be completed, but as annual televising
continues, other more urgent projects may be identified and completed. (Engineers)
· Application for Treasure State Endowment Program 2011 Project submitted
($700,000) to assist in funding replacement of sewer pipes.
c) Street System - there are currently 27 miles of city streets which are in need of overlay
treatments and 25 miles of streets which are in need of chip sealing. At our current rate of
investment it would take us approximately 18 years to overlay the streets which need
treatments if no further deterioration of the remaining streets took place. The street
system includes the curbs and street related storm water. (Engineers)
· The adopted budget for the Street Maintenance District includes a “10% over 5
years Plan” to begin tackling Curb Replacements. We propose a 2% assessment
increase for each of the next 5 years, until we grow to 10% of the annual assessment
being set-aside for planned curb replacements.
d) Sidewalks. §12.20.035 BMC requires abutting owners to repair sidewalks, which
Engineering Dept oversees. §12.20.060 BMC provides City Commission can order a
sidewalk or curb to be constructed. (Engineers)
· $73,000 of ADA Pedestrian Ramps were installed with HB645 Local Infrastructure
Grant.
· $37,000 of Sidewalks were repaired adjacent to Bogert Park with HB645 Local
Infrastructure Grant.
· CTEP College-Huffine Pathway is under construction with a scheduled completion
date of November 17th.
e) Facilities. Implement recommendations contained within Facility Condition Index Plans –
James Goehrung
· See attached detailed Facility Index report.
f) Police Station & Municipal Courts - Develop a plan to replace our municipal courts and
police station – Chuck Winn & Chief Price
· Gallatin County hired Prugh and Lenon Architects to develop a new master plan
for the L&J site and has invited the City to participate. Phase 1 includes an
updated needs assessment of space requirements for all criminal justice functions
including City Courts and Police Department. Commissioner Taylor and Chuck
Winn met with representatives from the County to discuss how the City might
participate financially in the initial phases of the study.
· The police department, city attorney and courts continue to participate fully in the
City/County Master Plan as it relates to the space needs/design of the Law and
Justice Center for all three criminal justice functions. Each department has met
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individually with the consultants to determine their space and facility requirments.
Six members of the department met with the development group on August 5th & 6th
to provide information to the consultants on this project. A draft Campus Master
Plan was presented on September 2nd and further input was provided. All three
groups and Chuck reviewed the draft plan and provided comments on September
30th. Once the draft is finalized we will update the Commission.
· The adopted budget includes $20,000 for participation in the County’s Master Plan
process for the Law & Justice site.
5) Determine future of Mandeville Farm & Story Mansion
a) Utilize the Economic Development Council to make recommendations regarding
Mandeville Farm, preliminary plat expires April 2011 – Chris Kukulski, Brit Fontenot
· On October 11, 2010 the Mandeville Farm preliminary plat was extended by one year
to April 2012 as recommendation by the EDC and staff.
b) Develop a transition plan for the Story Mansion based on the December 8, 2008 approved
motion. - City Commission
· “Authorize the City Manager to sign the Award of Bid to R & R Taylor Construction as the
General Contractor/Construction Manager in the amount of $1,071,242 as authorized by
the 2008-2009 budgets and direct staff to bring back the necessary budget amendment
from the General Fund not to exceed $391,222 to be paid back within 24 months either
through fundraising or by selling the mansion starting on January 1 of 2011 (originally
stated 2010 but he clarified later on in discussion).”
2nd Tier New Initiatives
1) Initiate ballot amendments for the 2010 election - City Commission – COMPLETED
· Ordinance process complete and transmitted to the Gallatin County Election
Administrator.
2) Develop a policy that determines when specialty event insurance is required: Parades? Events
on public land? Facility rentals?
· The parks and recreation department is providing facility rental customers with
information on insurance and a list of possible resources to obtain it. We are still
currently following the City’s code on this. We have not drafted the revised policy yet.
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Ongoing Priorities
City Attorney Office
1. Complete Code Codification
· Considerable time has been spent on codification during the past several months and
the result is our comments were sent to MuniCode earlier this summer.
· MuniCode is currently in a final review of the city’s submitted comments and informed
me the final proofs will be provided somewhere near Thanksgiving for presentation to
the Commission by the end of the calendar year.
· During this past week (10/4) I have been working actively with MuniCode and other
city staff to answer final questions on specific provisions.
· Codification will require resources during implementation phase including adoption of
an ordinance and production of the code in print and electronic formats.
2. Write language as required in the city charter for the 2010 ballot – COMPLETED
3. Close out CALA - receive reimbursement from Pacific – COMPLETED
4. Develop a contract routing/review policy
· An initial draft has been sent out for staff review;
· No action on this for last several months.
· Policy will need to include contract templates.
5. Develop a program to track criminal case data regarding the number of convictions, pleas, and
acquittals for each charge
· Updates to the JustWare software were approved in the preliminary budget; our Senior
Legal Assistant completed a week long training in JustWare. The implementation of
this will also be enhanced because the additional .5 FTE administrative assistant
remains in the final adopted budget.
· Delays in completion of this project are due, in part, to recent staffing changes and
other ongoing priorities.
6. Rewrite Title 2, BMC - Organizational Structure
· This is being implemented through the codification process.
7. Amend Commission Rules of Procedure
· This will not be done until codification to be complete.
· Will need a policy discussion with the Commission OR Commission direction to present
suggested amendments. For a future agenda item.
8. Abate Bridger View Trailer Park and Story Mill nuisances
· The foreclosure trial is recently completed and I am unaware whether a decision was
offered from the court regarding which party to the foreclosure proceeding has
priority.
· Communications from American Bank indicate that if they are successful in obtaining
the property safety improvements will be pursued.
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9. Clarify liability coverage for boards
· A letter to MMIA has been drafted and needs additional work by legal before it is sent.
10. Amend ordinances related to the N7URB powers and review other URB/TIF boards for
codification
· Previously, the Commission was informed this project would be included in the
codification and DBID extension. While certain provision will be included in
codification to address major revisions to the URB/TIF boards will need to be a
standalone project. This project will be coordinated with Planning staff and will occur
as time permits.
11. Work with Ethics Board RE: Changes to Code of Ethics for Conflict of Interests
· The final draft of the Ethics Handbook has been approved and distributed. Legal is
working with the Clerk’s office to continue ethics training for boards and employees.
· Changes to the Code of Ethics may be the subject of a work session with the
Commission in the future and will wait until the board is reconstituted.
City Manager's Office
1. Complete the recruitment and selection of a new Police Chief and Planning and Community
Development Director and integrate into the leadership team - COMPLETED
· Chief Price started June 30, 2010.
· Planning Director, Tim McHarg started August 15, 2010.
· The integration is ongoing
2. Complete an in depth analysis of the criminal justice process including law enforcement, the
prosecution and public defender offices and the City's two Municipal Courts.
· Once the new police chief and prosecutor get acclimated, we will begin work on the item
3. Enhance and expand partnerships with MSU
· At every opportunity we consider MSU in projects where their participation, advice
and input would be beneficial to the successful completion of EDC goals. Two critical
projects that we are focused on are Gallatin College and Tech Ranch.
· Scheduled quarterly meetings with President Cruzado and Staff. The 1st meeting was
in February and unfortunately the 2nd meeting had to be canceled.
4. Initiate legislative changes in the 2011 session
· Local option tax - 100% for property tax relief
· Issues related to electronic document retention
· Reform DUI laws - review fines
· Permissive medical levy and Health Savings Accounts
· Impact of State-funded public defender system
· Protect entitlement share program
5. Update the Americans with Disabilities Act 1992 Transition Plan
· IT has spent considerable amounts of resources on the city web site to come into ADA
compliance and offer training to staff to maintain compliance.
· James recently attended a conference on ADA and returned reinvigorated with ideas
and strategies on how the CoB can successfully update the existing transition plan and
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how best to involve the community in this process. Sullivan, Goehrung and Fontenot
are scheduled to meet on this issue and hammer out a strategy.
6. Complete analysis of leash free park trial after 1st year of implementation – COMPLETED
· The update was provided on October 4, 2010.
Finance Department
1. Successful financing of Water Reclamation Facility (WRF) project
· Since February Loans A, B, C, D, E, F, G, totaling $16.5M have been closed; we are
drawing funds on a reimbursement basis.
· Loan D ($9,500,000) has been fully drawn, requiring us to sign Loan H in the coming
month. Loan H is potentially the last borrowing for the project. Depending on the use
of project contingencies, we may have one more relatively small loan to issue in the last
months of the project.
· Resolution for Loan H ($9,573,000) is scheduled for October 25, 2010.
· All other grants are in place, moving forward as planned.
2. Update water & sewer rate studies for FY11- FY15.
· Water rate study is underway; needed for Item 5, below.
· Sewer rates were analyzed in the issuance Loan H; FY11 sewer rates are sufficient for
issuance, without advance adoption of FY12 rate increase.
3. Develop direct and indirect cost allocations/charges for all City grants
· Winter 2010.
4. Update of existing Impact Fee Studies
· Planning has prepared draft RFP documents.
· Impact Fee discussion scheduled for October 18, 2010.
5. Successful financing of Water Treatment Plant (WTP) project
· In June we held an initial conference call for project players: City Engineering,
Finance, Grants, Water Treatment Plant staff; DEQ, DNRC, and EPA.
· Although we planned to have Uniform Application completed and loan commitments
done in August; we have been working with same DEQ/DNRC folks on the WRF loans.
The need for Loan H took precedence over this Uniform Application, in timeline.
Expect to have this application done in Fall 2010.
· Met with Project Engineer in October regarding the most recent estimate of project
costs.
· Appropriations Request Submitted for Federal FY2011.
6. Resolve lighting district issues
7. Complete Community Climate Action Plan
· Community Task Force has been meeting; they have prepared draft “recommended
actions.”
8. Update Municipal Climate Action Plan
· Contract with Gradient Systems, funded by Energy Efficiency and Conservation Block
Grant, for update to carbon emissions data for city programs and buildings.
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9. Contract for a Solid Waste/Recycling Rate study
Fire Department
1. Complete Insurance Services Organization (ISO) re-rating analysis
· The Fire Department ISO rating committee has met several times with all the required
agencies and have gathered the required information for ISO. The packet was
completed October 8th and sent to ISO on October 13. They will review and schedule
our evaluation dates. As part of the evaluation process, ISO will spend several days
with all three agencies doing field inspections and validation of the information
provided. We should hear results a few months after the visit. More specific dates will
be available once we know when ISO is coming.
2. Conduct audit of fees for Building Division and Fire Inspection Services
· Anna, Chuck, Bob and Jason are jointly working on this item. A OneNote space is
being used to focus the discussion and define potential action items as a result of the
internal study. As the economy is still an issue we recognize that future changes to the
existing fee structure will require significant commission evaluation and discussion.
When appropriate, as defined by the City Manager, we will bring our recommendations
to the commission for their discussion and direction. We will continue to work on this
item through the fall with a staff recommendation to the City Manager before the end
of the calendar year. The Building Division continues to evaluate staffing, workloads
and income on a monthly basis and will continue to proactively manage the division as
work on the fee recommendation progresses.
Human Resources Director
1. Implement reorganization of HR department to include employee recruitment and selection,
benefits, payroll and training
· On October 11th and 13th we conducted phone interviews with seven semi-finalist for the
HR Director opening. Finalist interviews are anticipated to take place in early
November with a new director starting in late 2010. Once the new HR Director is
selected, Pattie will fill the HR Associate vacancy. Payroll and benefits were moved into
the human resource department this summer.
· The draft Hiring Procedures manual was completed in July. We should be ready to
give it to the Commission shortly after the next Director’s meeting, which is scheduled
for 10/13/10. Citywide training needs conducted on this afterwards.
· We need to get the paperwork in place so we can have a short (6 month) beginning flex
year beginning on 1/1/11. This will allow us to have the insurance plan choice and
flexible spending account years the same year. We’ll begin working on this soon.
Beginning on 1/1, you can no longer flex over the counter drugs unless you have a
physician’s prescription. Employees will need to be trained on this before they make
their 6 month flex selection.
2. Complete rewrite of the Employee Handbook
· This has been placed on hold until the new director is in place.
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3. Develop employee training program for all mandated training · MCA requires that local governments to provide for “ongoing” fair employment practices
and human relations training. · Fair Employment Practices Training includes training into the laws, rules and
regulations that we operate under. The HR Bootcamp that HR sponsored in
December satisfies this requirement, and is now mandatory viewing for all new
supervisors.
· Human Relations Training – This was not defined in Code, but I believe it would
include training in the areas of leadership, communication, problem solving,
conflict resolution, etc. The MSU Leadership program is covering these topics,
and the Mark Willmarth training also helps us in this area.
· Best practices suggest annual workplace discrimination prevention training.
· All but 35 employees attended the sexual harassment prevention training this
summer. With new employees, 45 need to attend. I will set this up in mid-
November, so we can catch the new police officers who are currently in
Academy.
· MMIA provided workplace harassment training in April and June, 2010. All
City employees were required to attend.
· BMC requires annual Ethics Training of employees.
· Ethics Handbooks were distributed to all City Employees in August. HR has
received the signoffs back from all but a few employee groups, and HR is
following up with them. We are working with the local government center to
offer an online course to offer this year’s required ethics training. · The ICMA ethics training was well attended by HPO members.
4. Audit of qualifying dependents for group health insurance
· We decided that, since MMIA was not available to conduct this audit, we would require
anyone who claims dependents during open enrollment to certify, under penalty of
discipline, that dependents they were covering were eligible. This has been
accomplished.
· Created affidavit for employees to sign up domestic partners for benefits
· Created declaration of qualified dependents, implemented July 1, 2010
5. Analysis of health insurance in base continuation for retirement purposes
· The majority of city employees elected to go to Plan Choice. In order for this change to
be implemented, a significant funding shift took place helping to segregate health
benefit decisions from retirement decisions.
IT Director
1. Resolve software communication conflicts between the courts, legal, PD and finance
· Continuing to work with the state, police, legal department, and courts to merge data
needs for a “one stop shop” for accessing information with all the departments
involved. Progress has been made, finalizing new forms for testing ground.
2. Create a City-wide policy for preserving documents for litigation and electronic discovery
· Continuing to gather State and Federal policies to ensure all bases are covered.
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3. Continue developing the web site to provide information to the public.
· The new site has been rolled out, however we are still adjusting layouts and pages for
folks which may take some time.
4. Develop and implement appropriate internet sites to inform, educate and involve the
community
· This will be incorporated with #3 and the new tools like forum’s blogs, etc.
Library
1. Resolve pedestrian access/parking concerns such as snow removal at the Library
2. Complete Library staffing study to determine future needs related to expanded library hours,
technology, and maintenance needs
3. Host Montana Library Association Conference in April 2010 - COMPLETED
· Bozeman successfully hosted the conference in April
4. Continue to work with the City on South Wallace Avenue development/ Library interface
5. Complete master plan for Library grounds
· We started a Library Grounds Master Plan Committee, consisting of Courtney
Kramer, Paula Beswick, Dan McCarthy, Carole Brennan, Thom White, Judy Mathre,
Brit Fontenot, and Alice, met on Friday, June 4.
Parks, Recreation & Cemetery Department
1. Complete CTEP College/Huffine Pathway project
· Construction contract awarded and work beginning Oct. 4. Completion slated for Nov.
17 unless weathered out. We will begin at Huffine and Ferguson and work east.
2. Replacement of filter system and ADA chairlift at Bogert Pool
· Bogert filter system replacement will be completed prior to the 2011 swim season
· Price quotes were collected the week of October 13 and we anticipate ordering the 2
ADA chairlifts (one for each pool) by November 1.
3. Replacement of natatorium lighting at Swim Center
· Engineering work is completed, construction bids are out and work is planned for
March of 2011.
4. Identify future CTEP projects
· A Steering Committee has met 3 times and developed a list of projects in order of
priority. A recommendation of projects for next year will be presented to the
Commission in mid December and then to CTEP.
· The committee consists of Ron, Andy Kerr (engineering), John Vandelinder (streets),
Courtney Krammer (planning), Chris Naumann (DBA), Rob Bukvich (MDT), Gary
Vodenhal (GVLT), Bill Bartlett (Bike Board), and Jon Henderson (GIS).
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5. Complete Cemetery Master Plan
· Work is continuing with Cemetery Board, Staff, and Lowell Springer’s volunteer
services.
6. Complete analysis of a Parks Maintenance District or other funding sources - MSU intern
· Intern Randy Wall is planning to present a policy recommendation to the Commission
for a park maintenance district in the Spring of 2011 his draft report has been
submitted.
· Intern, Randy Wall is compiling an inventory of all park lands and trails, including all
dedicated parkland maintained by Home Owners Associations (HOA). We are also
determining a cost per square foot and acre for maintenance. This information, along
with the number of businesses and households, will be used to determine how much the
Parks budget would need to be increased to maintain the additional land, as well as how
much that would cost each household and business in an SID.
7. Support community efforts to enhance Bozeman Creek as an asset throughout our parks and
open spaces.
· Ron has met with a group which includes GVLT, FWP, Trout Unlimited, Water
Conservation District, Gallatin Local Water Quality District, Friends of Bogert, Rob
Pertzborn, and the National Park Service. These groups are committed to a project,
which Ron will be spearheading, to develop an overall master plan for the Bozeman
Creek from Goldenstien to the East Gallatin. · The city received a grant from the National Park Service. The grant is to fund a person
(local) to provide guidance, expertise, and assistance to the above listed group as they
look at the Bozeman Creek corridor. The next meeting is scheduled for October???
GIS is putting maps together for us to work from.
· We will develop a plan and maps showing the current status of the creek, areas of
possible enhancement/remediation, identify problem areas, and identify 2 to 4 possible
demonstration projects. There will be overlay maps showing all of this. The plan, once
vetted through agencies and the public, will eventually go to the commission for
adoption. This is planned to be a 2 year process.
Planning & Community Development Department
Also see attached Planning Report for Q1 FY11
1. Complete Impact Fee Study Updates (water, sewer, streets, fire) – Chris Saunders
· This task has been included in the proposed 2010-2011 budget.
· Draft RFP for Study Updates has been developed. Completion of the scope and
issuance of the RFP is expected to be completed in the 4th quarter of 2010.
· In partnership with City Manager, Finance, Public Works, and Fire, Planning Staff is
developing a Commission work session for October 18 to review the City policy
framework for impact fees, the existing impact fee studies, and the structure of the
existing ordinance.
2. Regulate the location of medical marijuana dispensaries – Chris Saunders
· Completed. Final adoption of Ordinance 1786 has occurred and it took effect on
August 26, 2010.
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3. Amend UDO to address the timing of installation of sidewalks and address improvement
warranties, BCP Implementation Policy 2, 4, 12c, 15, 66, 70-72, 74, 84 – Dave Skelton
· Edits to the UDO are scheduled to be considered by the City Commission as part of the
outcome of the roundtable discussion above (Item 3.e) on the economic development of
expired, stalled, troubled, and/or vacant subdivisions. The goal is to have the text
amendments in place in the 3rd Quarter of FY11 prior to new subdivision preliminary
plat applications coming on board in the spring. This includes those subdivisions that
have recently been granted one-year extensions of preliminary plat approval.
· Two-year extensions are being granted in the interim for the completion of subdivision
sidewalks where the majority of the subdivision lots and/or blocks have not been sold
and dwellings constructed, and where key pedestrian connections are being installed
where necessary. Extensions require a new Improvements Agreement and financial
guarantee with the two-year extensions. In most cases the extensions are directly
related to the foreclosure of construction loans by the lending institutions and staff is
working directly with the lending institution.
4. Amend Casino Ordinance - Allyson Bristor
· Planning Staff will inquire whether or not a work session on this topic is desired by the
City Commission. The work session would present the following options to the City
Commission for future consideration:: a) drop the Casino Ordinance entirely, b) revise
“casino” definition in the Unified Development Ordinance, and/or c) add a new
definition for “gaming” in the Unified Development Ordinance.
5. Update the Historic Structures Inventory – BCP Implementation Policy 4, 9, 11a, 16b, 21a, 24
– Courtney Kramer
· Historic Preservation Planner Courtney Kramer continues to supervise and coordinate
in-house efforts to update the Inventory of Historic Architecture in Bozeman. Volunteer
intern Shawn Gould completed inputting nearly half of the 1984 inventory into the GIS
system in August and September 2010. Volunteer intern Nicole Bellfuille will rejoin the
Planning Department in October, and Shawn and Nicole will continue to refine the map
of the 1984 inventory properties through the fall of 2010 with the intention of
completing the 1984 data input by December 31, 2010.
· In the spring of 2011 HPO Courtney Kramer will work with interns to begin
resurveying existing historic districts. The preliminary canvassing of the North Tracy
Historic district was completed in July of 2010, and the revised inventory forms will
also be completed this fall. Once all of the 1984 data entry is complete, the 2010
inventory of the North Tracy District information will be used to create a new data
layer reflecting the re-inventory of the district. The GIS map will go “live” sometime in
the spring of 2011, with the intent of allowing a community member to search by
address and link from the map to a pdf of the inventory file and ca. 2010 photo.
· The Planning Department is modifications to the Neighborhood Conservation Overlay
District to determine alternatives for creating new historic districts and for addressing
development of properties outside of existing or new historic districts.
6. Update the fee schedule for the Planning Department - BCP Implementation Policy 2, 80 –
Doug Riley
· This priority will be evaluated after the New Initiatives #2 is completed.
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7. Implement TIF District plans – BCP Implementation Policy 16, 19, 44 – Keri Thorpe
· North 7th Urban Renewal Board Completed Tasks:
(1) Phase I sidewalk improvements were completed in September. This included
obtaining the additional easement for and placement of the bus shelter pad.
(2) Professional Services Agreement was prepared and approved for Board member
Scott Hedglin’s pro bono architectural services for the design of the N. 7th Avenue
bus shelter.
(3) On September 8, 2010 the Board identified Phase II improvements: Install new
street lighting from I-90 to Tamarack Street coordinated with related sidewalk
improvements on N. 7th Avenue.
(4) N7Rehab was adopted by resolution on September 20, 2010.
(5) Outreach event for sidewalk completion and N7Rehab was held September 23, 2010.
(6) Planning staff prepared Professional Services Agreement and Media Works was
hired to create website for the NSURB.
· Northeast Urban Renewal Board Completed Tasks:
(1) Depot Park improvements are complete
(2) RFP for engineering services for the Aspen Street pedestrian bridge cost estimating
and feasibility has been sent out. Selection of a consultant will occur by end of
October.
· North 7th Urban Renewal Board Ongoing Projects:
(1) Preparation of a RFB for the bus shelter construction must be completed. Once the
bid process is complete, construction and installation will commence. Board
member Scott Hedglin is volunteering his architectural services to complete the
design and assist staff with preparation of construction documents for the bid
process. Due: dependent on when Board member Scott Hedglin can volunteer his
time to finish the drawings and specs. Bus shelter should be installed Winter 2010-
11.
(2) Planning staff will work with Media Works to design and launch the NSURB
website. Due: January 1st, 2011.
(3) Planning staff has been directed work on a lighting installation phasing plan and
SILD study. Due: December 2010.
(4) Planning and Engineering staff (Johnson) will work on creating a RFP for
engineering services for Phase II lighting and sidewalk improvements. Due:
November 4, 2010.
· Northeast Urban Renewal Board Ongoing Projects:
(1) The Board is coordinating with Gallatin Valley Land Trust (GVLT) to create a trail
improvement plan for the District and specifically, complete trail improvements in
an undeveloped portion of the N. Church right-of-way within the District. Due:
dependent on Board and GVLT actions.
(2) The Board found utilizing the Aspen Street right-of-way for a community garden
unfeasible and has redirected their efforts toward creating a trail and enhancing the
area as open space. This will be coordinated with GVLT.
(3) The Board provisionally adopted a draft of a visioning document created by
students from the Community Design Center (CDC) at MSU. The Board continues
to discuss revisions to the draft document and discuss implementation. The draft to
date emphasizes pedestrian connectivity, landscaping amenities, neighborhood
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character development and low impact development techniques. The Board plans to
have the MSU-CDC complete revisions next spring. A proposal to the CDC is due
Nov-Dec 2010. Actual work by CDC to be completed by May 2011.
(4) The Board continues to seek comment and suggestions from the Northeast
Neighborhood Association (NENA) on their annual work plan. Due: ongoing.
(5) The Board has identified E. Peach and E. Tamarack Streets as locations for
sidewalk construction and drainage improvements. E. Peach will be studied first.
The Board needs to select an engineering firm to provide preliminary survey, design
and cost estimates. Due: RFP for engineering services due November 2010.
(6) The Board has asked staff to draft a redevelopment incentive program for the
District. Should be completed in conjunction with Neighborhood Plan revisions by
MSU CDC. Due: May 2011.
(7) The Board is still awaiting the decision of Preserve America Grant funding for
feasibility study of redeveloping the Passenger Depot Building and site. Due:
uncertain.
Police Department
1. Complete implementation of electronic ticketing and reporting system to include police,
records, prosecution and municipal courts
Early in 2010, the Bozeman Police Department began working with Advanced Public Safety
(APS) in developing an electronic ticketing and reporting system tailored specifically to the
Bozeman Police Department. This system, when completed, will be the first of its kind in the
State of Montana and more comprehensive than most similar systems in the United States.
The Bozeman Police Department has been working with the Bozeman City Attorney’s Office,
City of Bozeman IT Department, the Records Division, Bozeman Municipal Court and the
Montana Supreme Court to come up with a system that is as seamless as possible.
We have developed the Notice to Appear format, both input and output, and we are in the final
steps of the functionality of the citation, meaning what it will do for the officers who utilize the
system. Within a couple weeks this will be completed and the citation portion of the project
will be sent to development within APS to begin properly programming the system.
We continue to work with Municipal Court and the Montana Supreme Court to make the
system ready and compatible for a potential upload into FullCourt, Bozeman Municipal
Court’s data base. There has been substantial work completed on the Crash Name Exchange
form as well, which should be in the development stage soon after the start of the Notice to
Appear. A lot of the preliminary ground work has been laid out for the remainder of the
forms as well; the incident/arrest report and the crash investigators report.
Based on communication with APS, they acknowledge they are not at the point they felt they
should be with our project. This has been a result of personnel issues, reorganization of APS,
and the changing of the APS’ computer system.
2. Create a traffic division
With the increase of staffing levels (see below) the department has been able to dedicate
resources to a traffic unit. Two officers are currently assigned to motorcycle enforcement as
weather allows. As the seasons change, the mission of traffic enforcement does not. For that
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reason, a group of officers assigned to dayshift have been removed from the call rotation and
given traffic specific responsibilities. These officers are tasked with investigating traffic
collisions and enforcing traffic laws, with specific focus toward identified high risk zones.
3. Build and improve community/PD relations through the development and implementation of
new programs consistent with community policing
The second offering of the Citizen’s Police Academy began on September 15th. The session
proved very popular and we were forced to turn some people away after we reached our cap of
30 attendees. Graduation for the nine-week academy is set for November 10th at Story
Mansion.
It is our intent to begin to involve our community more in the selection of our new officers. We
are working to schedule a graduate from our Citizen’s Academy alumni to participate in the
hiring interview panels that are scheduled for November.
We continue to take every opportunity to be involved in community education initiatives. In
the first few days of this month alone, we have participated in two child safety programs.
On October 1st, we assisted with a Child Development Day program. Our officers provided
free gun safety locks, Child ID kits, and printed materials relating to a number of safety topics.
On October 5th, the Bozeman Police Department, with the support of Bozeman Public Schools,
conducted a seminar on internet safety and protection from electronic predation.
4. Recruit, hire and train a full staff of officers who exemplify the department’s code of conduct
and oath of office
In July we began our most current testing process for officer candidates, beginning with 105
applications. As a result, we were able to hire five new officers and held a public swearing-in
ceremony on September 10. Three of the officers are entry-level and will be at the basic
academy until their graduation in December. The two prior-service officers have started their
field training program. Hiring continues and there are three candidates that are in the
background investigation stage after having been given conditional offers of employment. A
new round of testing is scheduled for November.
Our current sworn strength is 59 officers. This is the highest level ever reached by the
Bozeman Police Department and brings us to within six of our authorized strength of 65.
The Bozeman Police Department continues to be a regional destination for in-service and
advanced law enforcement training. During recent (and upcoming) months, the department
has hosted numerous advanced classes. By coordinating and hosting the venue, our officers
have first opportunity for professional growth. Additionally, the city benefits from tuition
waivers and reduced training expenditures.
To set the stage for succession, we are beginning to focus our attention on leadership and
executive level opportunities for sergeants and members of the command staff. Each member
of the leadership team will be developing their own individual learning plan by the end of this
year.
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5. Participate in County Master Plan process to identify future police and court facility at Law
and Justice Center
See item 4 (f) under new initiatives
6. Adopt an ordinance requiring all drivers to use hands-free devices while using their cellular
phones and to prohibit texting while driving
There has been no specific action taken on this item. This issue needs to be discussed further
in order to more clearly identify the direction of the commission.
Public Services Department
1. Manage Water Reclamation Facility (WRF) expansion ($54M) - anticipated completion of
Phase I is January 2012 – Bob Murray/Tom Adams
Overall, the entire WRF project is about 55% complete, with $23,650,670 paid of the $43,429,780
total project contract amount. As of October 1, 2010, approximately 57% of the Project Element I
(Main Project) total contract time (1074 days) had expired.
Our Project Element II - Laboratory/Administration Building, and our Project Element III -
Digester #3/Solids Dewatering contracts were awarded on January 21, 2010 and February 17,
2010, respectively. Construction progress for all 3 concurrent projects is summarized below:
Construction Phase Contract Amt Paid to date $ Percent Complete
Main Project $36,450,815 $22,744,451 63%
Lab / Admin $ 1,680,000 $ 370,577 22%
Digester 3 & Dewater $ 5,298,965 $ 535,642 11%
Total Project $43,429,780 $23,650,670 approx. 55% complete
Our WRF plant upgrade continues to be roughly on-time and completely on-budget. Progress has
been steady throughout the summer and fall.
· Milestone Dates:
o May 26, 2011 – BNR bioreactors at Substantial Completion and ready for
commissioning.
o December 25, 2011 – BNR bioreactors fully operational.
· The project contingency (all 3 projects) is $2,417,330.
2. Complete design and award construction bid for the new Water Treatment Plant ($40.7M,
April 2011) – Bob Murray
· The design is currently underway and on-schedule, with the projected bid opening in
March of 2011. The design is 30% complete and is estimated at $40.7M.
· Pilot testing, pre-design and membrane procurement have been completed.
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3. Complete Vehicle Maintenance/HRDC facility on time and within budget – James Goehrung
· Completion date scheduled for late November 2010
· In September we submitted claims to the State totaling $410,287 in order to utilize the
$278,138 of HB645 monies allocated towards this project.
4. Complete shops complex remodel within budget – James Goehrung
· The consultant has reviewed the suggested remodel and they appear feasible within our
budget. The remodel will not take place until after the Vehicle Maintenance has moved
and we are certain of the amount of money remaining for remodel.
5. Identify funding for, and install energy recovery system at the WRF if 100% funding can be
obtained – Natalie Meyer
· This was the city’s top priority in our request for federal appropriations. All
application materials were submitted in March. We continue to research grant
opportunities.
6. Involve Commission in critical decisions regarding Sourdough/Mystic Lake Dam - Brian
Heaston
· Implement water conservation plan
· The toilet rebate program continues. Over 500 applications have been
processed. As time allows, staff will analyze data for individual properties to
determine the water saved through the replacement of old fixtures. The
Conservation Plan recommends looking at interior and exterior conservation.
· Tiered water rates are in place and we expect them to be re-studied during the
upcoming water rate study. The tiered rate only applies to the residential
customers and staff is of the opinion that commercial users should be included in
the tiered rate. Rebates or incentives will be considered for “smart irrigation
controllers” as time allows. The conservation plan recommended that if in order
for the plan to be fully implemented, a full time staff person would need to be
dedicated solely to water conservation. We did not propose this position in the
FY11 budget, but will likely propose it for FY12.
· We plan on expanding the rebate program to include smart irrigation
controllers (i.e. evapo-transpiration controllers).
· Investigating a resolution stating that all new City building projects use
WaterSense and EnergyStar labeled products.
· Review Development Plan (Phase 1, to be completed July 2010)
· Rick purchased 83 acre feet of water rights
· Rick is in the process of purchasing another 40 acre feet of water rights. After
this purchase, our water rights fund will be down to about $200,000. At that
point, we do not plan to purchase any more water rights until the fund builds
back up, because we need to retain some money for water rights attorneys and
studies.
· On November 1, 2010 the Commission will be holding a work session with water
rights experts to discuss our water facility plan and all other water rights issues
· Public meeting was held on May 24 to discuss project. Staff will be back before
the commission in late August to provide answers to questions asked during that
meeting, including but not limited to: conservation; possibility/feasibility of
drilling deep aquifer wells in Madison Formation; groundwater wells;
converting surface water rights to ground water rights; effect of closed basin;
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multiple smaller containments vs. larger containment. Phase 1 completion now
planned for late fall. The public outreach portion of Phase 1 continues. Phone
calls are being made to key stakeholders, with meetings to follow. The Scope of
Work contemplated 3 days of public meetings with recreation and
environmental groups. The groups will be well advised that we are just in the
planning process, no decisions have been made, and that we are just seeking
input on how a dam would impact their constituency because they have been
identified as stakeholder/user groups that will be involved with a project of this
nature.
· Complete Forest Management Plan. Coordinate with USFS Bozeman Municipal
Watershed Management Plan. – Brian Heaston
· Our plan is done and we continue to touch base with USFS and DNRC. We have
determined that it is not a good time, financially, to spend money in the
watershed for fuels reduction, especially with the latest appeal of the USFS
Environmental Assessment.
· The USFS presentation was made to Commission in April 2010. The record of
Decision (ROD) was appealed; therefore the Regional Office remanded the ROD
back to the District office to make revisions in the Impact Statement. A new
ROD will then be issued. USFS has asked us to mark trees in our sections near
the intake, which is a section of land that will be helicopter logged. USFS net
cost estimate for City’s share of a joint project is $400,000 more than our
consultant’s estimate. Brian is working with USFS to determine why there is
such a big difference. We have no money in the CIP or budget for this work.
Until the appeal is completely resolved, we are recommending the City hold off
on doing any more work on this project.
7. Complete design of College Street from 11th to Main Street and Intersection – Brian Heaston
· MDT has strongly suggested we let them do this project. Based on our experience with
South 19th, where we hired a firm to design, then MDT took it over because of the
infusion of Federal Funding, we think it is wise for MDT to do the entire project, as we
do expect some federal funding for it. We will be bringing this suggestion to the
Commission within the next month.
· The intersection roundabout will not begin construction this year. MDT’s review of the
plans has not yet been received. Once received, the project will be prepared for bidding
for next spring/summer. Everyone is in agreement that the intersection not be torn up
during the fall start-up of classes and football season.
8. Develop and implement a long term plan to manage the Bozeman Solvent Site – Rick Hixson
· We believe progress is being made toward this, based on your last meeting with DEQ
where they committed to completing the ROD (record of decision) by July 2011. We
continue to remain concerned about the possibility of having to provide an alternate
water source north of the river. This should be considered as we look to guiding future
development.
9. Assist other city departments with contract review/oversight and project development
· We continue to do this, not only with city departments, but with county departments.
· Streets and Engineering assisted County Roads with the replacement of Ice Pond
Bridge.
· North Rouse impound lot plan
· Waste oil containment vessel at new vehicle maintenance shop
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· Foundation design for fire prop at lower yards
· TIF projects
· Parks projects & CTEP
· Vehicle Maintenance building
· Fire training facility
· Downtown HUD Grant
· City hall rain garden and others
10. Identify areas of the current Backflow Protection Ordinance that are not/cannot be enforced –
John Alston
· The staff continues to work with property owners as outlined in the report provided to
the Commission on April 5. Most property owners are complying with requests to
install and test.
Additional Potential Issues
· Creation of a storm water utility
· Buy Local Initiative
· Alley Clean-up
· Review methodology for street and tree assessments
· Demolition by neglect ordinance
· Identify city exemptions to rules in Code and UDO
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City of Bozeman Adopted 2010 – 2011 Work Plan
Status Report – Implement recommendations
contained within Facilities Condition Index Plan
October 5, 2010
This status report is an update of building by building summary that was provided back in July of 2010.
The majority of the items listed in this report are taken from the 2008 – 2009 Facilities Condition Index,
(FCI).
The buildings included in the assessment are: Alfred M. Stiff Professional Building, Bozeman Senior
Center, Fire Station #1, Fire Station #2, Fire Station #3, Bozeman Public Library, Swim Center, Shop
Complex, City Hall and Vehicle Maintenance Building.
The first phase of the Facilities Condition Index does not cover all the buildings identified above. The
same criteria used to evaluate the buildings in the first phase of the inventory are applied to the newer
city buildings when decisions need to be made for repairs or upgrades. Emphasis for repairs is placed
on life safety, protection of building envelopes to prevent further deterioration of facilities, and
addressing code compliance concerns.
Based on the City Manager’s budget presentation the only Capital Improvement Program item funded
for this year was the American’s With Disabilities Act improvements on multiple city buildings.
The greatest opportunity to address FCI needs is through the energy grant the city received. This federal
grant money will be used to change out light fixtures, small motors, and other energy conservation
measures like room occupancy sensors. Work will begin this year for these upgrades.
The recent hail storm has added a new list of repairs that need to be addressed. The bulk of the work
will be contracted services but it will require a good amount of staff time for bidding and oversight.
The Vehicle Maintenance and HRDC Bus Barn project was delayed due to problems with the original
provider of the metal building for the project. The agreement the contractor had with this subcontractor
has finally been terminated and a revised schedule will take the project into mid-November of this year.
In order to protect the grand funding for this project the state was contacted and revisions were made to
the grant schedule. The paperwork was submitted by the September 30th deadline for the HB 645 grant
money and we are waiting for the payment from the state.
A brief summary of the progress that has been made to date on other projects since the last report
includes the following buildings:
Alfred M. Stiff Professional Building
On work plan - abandon roof vents and roof repairs; replace railings on north entrance to the building;
door hardware to ADA standards; supply line leaks in mechanical room; insulation of supply lines;
roof access hatch ladder; general site work improvements; alley repairs; and general landscaping.
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Electrical improvements to be addressed with federal grant money; Re-roof of the building is identified
in the Capital Improvements Program scheduled for 2014.
Completed – stair railing fabricated and replaced; cleaned up some landscaping; the Street Department
got the alley potholes repaired; the roof hatch was straightened out and the metal has been ordered for
the roof access ladder; ADA hardware replacements has started; supply line leaks are repaired; two
pump motors were rebuilt.
Bozeman Senior Center
On work plan – Address drainage problems on s.w. exterior stair; door hardware to ADA standards;
adjust door seals; repair office window screens; replace damaged gutters at entrances; some wall repairs;
some flooring repairs. Electrical improvements to be addressed with federal grant money.
Completed – Door hardware replacement has started; toilet paper dispensers were changed out and
properly located for accessibility; a drain grate and pipe were installed at the top of the s.w. stairway to
divert any water from the basement stairway. A retaining wall was installed along the basement
windows to raise to grade to prevent water from leaking in through the windows. Pending approval
from the City Commission volunteers will be installing a Streamline bus shelter on Tamarck in front of
the center. The entrance cover was damaged by a delivery truck. The damage was repaired and the area
repainted. The bill was submitted to the delivery company.
Fire Station #2
On work plan - exterior paint and trim; re-roof building; replace kitchen cabinets and countertops.
Electrical improvements to be addressed with federal grant money.
Completed – Roof replacement, kitchen cabinets are installed and code violations were cleaned up with
plumbing, electrical, and insulation during installation; exterior corner boards on the siding were
replaced and repainted and downspouts on the gutters were repaired.
Fire Station #1
On work plan – Door hardware to ADA standards. Sever some utility connections with old City Hall
now that the sale of the building has occurred. Electrical improvements to be addressed with federal
grant money.
Completed – A remote water meter was installed on the water supply to old City Hall so that the new
owners can be billed for use; the steam supply and return lines were capped off for old City Hall; the
boiler in Fire Station #1 was cleaned up, a new safety device was installed and the unit is ready for
service. Because of the crowded conditions at the Law and Justice Building a meeting was held earlier
this month with police and fire to look at the allocation of space in the Annex to see if more space for
the police activities on the main floor and in the basement of the Annex.
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Bozeman Public Library
In work plan – warranty repairs for roof leaks; additional utility cost saving measures. Service contracts
for the elevators were due for renewal. Bids were received and a new contract will be coming to the
Commission for approval.
Completed – Areas on the roof were patched and caulked to deter any roof leaks over the winter. Two
of the compressors went out on the air conditioning unit. Staff is following up with the supplier of the
air conditioner to address this problems and other issues related to the performance of the system.
Electrical improvements to be addressed with federal grant money.
Swim Center
In work plan – Installation of Ultra Violet filtration system. Lighting and electrical motor upgrades.
Completed – New interior finishes throughout the building during the recent seasonal closure. New
plumbing fixtures and low flow devices for additional water conservation.
Shop Complex
In work plan – Update floor plans and consider design for better functioning layout; install snow and ice
stops. Renovate work areas once vehicle maintenance moves to new facility at the lower yards.
Electrical improvements to be addressed with federal grant money.
Completed – Replaced some toilets with low-flush fixtures; install some electrical outlets to decrease
number of power strips; repair receptacles for vehicle plug-ins; dispose of ballasts stored in warehouse;
changed out exterior door locks for increased security and controlled access.
New Facility Related Repairs
The hail storm that occurred on June 30, 2010 caused damage to 15 city buildings. Staff has been
working with our insurance carrier on documentation and inspections. On October 7, 2010 staff met
with representatives of the insurance company to review the extent of damage and quantify the type of
damage.
An ad was placed in the paper requesting a statement of interest from vendors interested in assisting the
city with the hail related repairs. Proposals are due on October 8, 2010. A scope of services will be
developed and run by the insurance company for approval. The approved version will then be sent to
the vendors that respond for bidding. Bids will be submitted to the insurance company for approval and
then contracts signed. Based on this scenario, repairs will likely take place next spring.
The list of repairs includes asphalt roofs, commercial flat roofs, the library, and the Story Mansion roof.
Siding, window replacement, skylight replacement, and painting are also in the repair plan.
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FCI Overview
The primary purpose of this summary is to provide a snapshot of where we stand with progress on items
indentified in the FCI. As the document is further refined there are some other budgetary items to keep
in mind.
As equipment breaks down or fails, all repairs are made with consideration of the long-term objectives
outlined in the Facilities Condition Index. As funding is allocated for the refinement and prioritization
of improvements in the FCI, a detailed long-term work plan can be developed.
This plan will include a list of identified improvements or building related needs. The improvements
will be assigned a priority based on the component and the deficiency category. Dollar costs will be
assigned to each component or system.
The dollar costs associated with a long-term proactive repair and replacement program are quite high,
(projects can be scheduled out for up to 20 years). This time line is beyond even the future planning that
goes into the Capital Improvements Program.
Organizations like municipalities, universities, school districts, and other institutions with multiple
buildings and limited budgets will often make use of building reserve programs to bank some of the
money needed for future repairs or replacements.
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