Belgrade City Council

BELGRADE CITY COUNCIL MEETING MINUTES Zoom Video Platform March 1, 2021 7: 00 PM This meeting was open to the public and attended via the Zoom video conference platform. Mayor Russell Nelson called the meeting to order. Other Council Members in attendance were: Brad Cooper, Mike Meis, Jim Simon, Kristine Menicucci, Jim Doyle and Ken Smith. City staff in attendance were: City Manager Ted Barkley, City Clerk Sue Caldwell, City Attorney Jorden Ramler, Planning Director Jason Karp, Accounting Tech Kris Norby, Public Works Employee Ed Roe, City Engineer Tom Eastwood, Finance Director Diane Eagleson. Others in attendance were: Judy Doyle, Ron Lindroth, Mark Maierle, Dale Mailey, Nicole Olmstead, Eric Reinhardt, Diana Setterberg and Ali Vasarella. PUBLIC FORUM Mayor Nelson opened the public forum and called 3 times for public comment. There was none and the public forum was closed. PUBLIC HEARING Consider Resolution 2021- 10 regarding Adoption of the Belgrade Downtown Design Plan Planning Director Jason Karp gave a brief summary of the highlights of the new design plan. He noted that this plan had been available on the website for public input for quite some time. The City County Planning Board had unanimously recommended approval of the plan. He noted that this plan was an aspirational vision, what it could look like, not an exact representation. The hypothetical buildings on lots that already have existing buildings are just showing examples for next generation of buildings as they could be. Karp noted that the ROWs ( right- of-way) on Central Avenue are under city control and we hope the private sector will follow suit with building up in the downtown area and filling empty lots. We wanted to refresh the public ROWs. The State ROW was subject to approval by the State and Montana Rail Link would also have to approve railroad ROW areas. Karp noted the controversial recommendation to remove the on- street parking on Main Street and replace it with another parking lot on Broadway, perhaps near the donut shop on railroad property. This would make Main Street more friendly to pedestrians and would allow wider sidewalks. Karp introduced Nicole Olmstead, Project Manager with Cushing Terrell. He noted that she had coordinated many public meetings and visits with local business owners for their feedback, including the Belgrade Chamber and Belgrade Community Coalition. Page 1 of 8  Nicole Olmstead noted this plan was the result of a year' s effort, extensive community outreach, contact with business owners, efforts by City staff, to identify the needs and desires. It gave several good ideas and possibilities to consider. City Manager Barkley commented on the validity of a plan like this coming from the contributions made by the community. There were a lot of organizations and people involved. Olmstead noted that approximately 50 businesses were interviewed along with City staff and City departments. About 50 written comments were received and the online survey was completed by several people as well. They had held a virtual open house which was attended by 40 people. This represented about 200 responses overall. Barkley felt this was a big deal and noted creation of the Urban Renewal area about 3 years ago. Now this was another part of the plan to move forward with improvements. The aspirational template would help us as to how we spend the funds being created through the Urban Renewal District. He noted this could start to appear in the 2021- 2022 budget we would be working on shortly. He also looked forward to include Central Avenue improvements. Council Member Menicucci said she was particularly looking forward to improvements to the entryway of Belgrade for a start. Planning Director Karp confirmed that he had reviewed the plan with Joe Walsh, Butte District for Montana Department of Transportation. Walsh did not express any major concerns and it was still being circulated around various departments at MDT. They will continue to be consulted during various stages. All projects impacting MDT ROWs would need to be approved by MDT. Karp noted that some of the first things to do will be to start looking at zoning regulations for the downtown area for new structures. They will also start on a drainage assessment and a historic building assessment. Work will start on these areas, zoning, subdivision regulations, City specifications and other such areas. Mayor Nelson opened the public hearing and called 3 times for public comment. There was none and the public hearing was closed. Council Member Simon asked about the reference to truck routes and if this plan would divert it out of town. Karp noted ongoing discussion with MDT about this. We could not take trucks off Main Street but we could try to incentivize them to take a different route, possibly more use of Jackrabbit, Dry Creek, Airway Blvd., particularly now that the East Belgrade Interchange had already taken a lot of pressure off of Main Street. Karp noted that as long as we have businesses with truck docks, trucks would still be in the mix. Discussion followed about parking and handicap accessibility. Karp noted that off-street parking could be addressed on the side streets with ADA parking spaces inside the parking lots and much improved crosswalks. Barkley discussed the area owned by Montana Rail Link between the donut shop and the lounge along Main Street. He noted the possibility of using at a parking area and taking over the Page 2 of 8 footprint of the lounge because of the poor condition of that building. The City might lease and develop it the way we did the other parking lot on the SW corner parking lot on Broadway and Main. Barkley noted that this would not be happening anytime soon. Discussion followed about who would bear the expense of landscaping around parking areas and if business owners would contribute. Barkley said as it stood now according to parking requirements, it would fall to the City. That was one of the regulatory things that should be reviewed. The preferred method was to centralize parking which was usually capitalized by the local municipality. He discussed bonds, grant funds, ways to spread the cost over several years, reduce cost to business owners, incentivize business to come in. Barkley noted that the TIF fund could help. Discussion followed about installation of a traffic light at the intersection of Main Street and Broadway. Karp noted this was an ongoing discussion with MDT. Eliminating on- street parking would give more room for required turn lanes. The future underpass project would also affect this intersection. Council asked who would pay for traffic lights. Barkley said the City was not obligated on that and he was trying to keep it that way. Our urban highway funding may be used toward our contribution to the underpass signals. We probably won' t know that part for another year or so. It may also involve another TIGER grant, similar to what was done with the East Belgrade Interchange project. Barkley noted that this project is moving much faster than the East Interchange did. ACTION: Council Member Menicucci moved to approve Resolution 2021- 10 to Adopt the Belgrade Downtown Design Plan 2020. Council Member Doyle seconded the motion. All voted aye, motion carried unanimously. REPORTS Mayor' s Report— Mayor Nelson reported that many were frustrated when it came to signing up for COVID vaccinations. He related the experience of those who were homebound and that he was able to call the health department about a man who was home on hospice. The family wanted to get him a vaccination so his family could visit him before his imminent passing. He was unable to leave the house, so they tried to get them to issue a shot to the hospice staff so they could give the shot. Mayor Nelson noted that calling the health department directly could be a better way to try to work it out for individual circumstances. He encouraged all to not give up just because you can' t get through online. City Attorney' s Report— the City Attorney had nothing to report. City Manager' s Report City Manager Barkley reported that the RLF committee approved another business stabilization loan, a capital loan to a small manufacturing firm in town, and a grant to a local daycare business. There were still 2 more applications under review. NRMEDD was busy processing inquiries coming in. Barkley reported that the Lease Agreement for the office space the City rents for the City Prosecutor was coming up for renewal. He was considering a renewal time frame that would line up Page 3 of 8 with the Library project status. It would be about 3 years from now before the Library could be moved over to start the transition of other City departments. Barkley reported that there were no legislative hearings this week so he had nothing new to report on that front. Barkley reported that Prothman has started putting together a profile for our recruitment for the position of City Manager coming up. Barkley reported that City staff were getting calls from frustrated citizens regarding COVID- 19 vaccinations. The County continues to announce that they just don' t know how much vaccine they will get and when they will get it. The only way to do it right now seems to be by getting signed up to get notifications. Barkley recommended to sign up for both email and text notifications. They have typically been allowing sign-ups on Fridays around noon Barkley thanked Council Member Meis for providing detailed information regarding street lights. Barkley had asked the City Clerk to forward this information to all the Council Members for their reference on how the street light system works. Meis had sent the information in response to an inquiry from a resident. Barkley reported that a clear majority of people residing around the High School did not want a parking district. He said he would have a more complete report at a future meeting. The High School was continuing to engage in trying to manage this situation. Barkley noted that annual hunting licenses went on sale today. DISCUSSION AGENDA Consider Request from Central Valley Fire District ( CVFD) for use of Fire Impact Fees toward purchase of New Radio Equipment City Manager Barkley noted that use of Fire Impact Fees had come up for discussion recently at the Council Planning Retreat but he had forgotten to include some important information in that discussion. Barkley noted that about 3 years ago, the discussion had come up to annex into the Central Valley Fire District. The Council had decided not to renegotiate the contract with CVFD at that time which meant that Belgrade would continue to pay the mill levy in place at 47 mills directly to CVFD. 10 mills were already going toward the funding of the Volunteer Fire Relief Association pension for a total of 57 mills. The City continued to collect Fire Impact Fees so in loose terms that would even things up if we were successful in annexing into he CVFD. 3 years represented about $ 450, 000 toward support of the district. Barkley noted that the radio replacement was of highest priority and that CVFD had gone ahead with the purchase of the radio equipment in order to take advantage of a cost savings. Council Member Cooper was concerned that this information was not brought up sooner. He did not want the CVFD to think that the City was holding something back from them. He asked that if this was paid, would things be evened out. Barkley noted that 3 years ago this expense was placed in the budget as a place holder, and it was discussed with Council at that time, but it was not brought up until just recently at the Retreat. Page 4 of 8 That was also why he asked Fire Chief Lindroth to write a letter to explain the agreement. Barkley noted that he had forgotten this piece of the arrangement and so he realized that the Council needed to know it before making a decision. Fire Chief Ron Lindroth noted that the CVFD and the City both had the primary goal to successfully pass the annexation, which came through one year ago. They wanted to eliminate roadblocks to making a smooth transition smooth which was best for the citizens. He noted that the Impact fees were considered something that could be addressed at a later time and it went silent for a couple of years. The radio upgrade project also went by the wayside for a period of time, but when the opportunity to obtain the desired radio package became available, they needed to purchase the radios by end of 2020. This action resulted in a substantial cost savings. Lindroth noted that impact fees were for dealing with growth and this was very applicable. He noted that CVFD was actively planning and moving toward obtaining land that would provide more coverage to the south side of Belgrade as well. The Impact Fees were the way developers help pay for fire services. Lindroth noted that CVFD does receive impact fees through Four Corners and Black Bull Subdivisions. Chief Lindroth noted the immediate need was for the radio equipment at a cost of$ 352, 000 which he was requesting Council to approve for payment using Fire Impact Fees. Mayor Nelson called for public comment. There was none. Discussion followed about how much the City had in the Fire Impact fee fund right now. Barkley noted it was close to $ 500, 000. He noted that the City is continuing to collect these impact fees which may be used toward apparatus, radio systems and additional water capacity according to our approved plans. This may include extending water mains sufficient to serve areas with fire protection. Impact fees were only paid by developers and builders. Barkley noted that if we stop collecting impact fees, costs will have to come from businesses and residential rate payers. Discussion followed about the number of mills being levied. Lindroth commented on the fully funded fire pension plan. He noted that CVFD had stepped out of the State Pension and stepped into a defined 457 plan, funded by the district which would eventually replace the City plan. Regarding the radio system, he noted that it was related to the infrastructure of the 911 system, driven by Gallatin County Dispatch. It would also coordinate with the State system which was an improvement to the current VHS system which was getting very crowded. City Manager Barkley recommended approval of using Fire Impact Fees for purchase of the new radio equipment. ACTION:Council Member Menicucci moved to approve contributing Fire Impact Fees in the amount of$ 352, 000 toward the cost of new radio equipment for the Central Valley Fire District. Council Member Meis seconded the motion. All voted aye, motion carried roll call vote) unanimously. ( Barkley noted that CVFD would issue an invoice to the City for the cost of the radios and then the funds would be paid toward the equipment purchase based on Council' s approval given here tonight. Consider Interlocal Agreement with Gallatin Airport Authority Page 5 of 8  City Manager Barkley reviewed the proposed agreement. He noted that Mark Maierle, engineer for the Airport, was also present and was heavily involved in updating the agreement regarding water, sewer and lease of land. This agreement had a term of 20 years, through June 2041. Barkley noted the various items related to historical basis of our relationship with the Airport. He noted that the land we lease was where a water tank, water well and several city shops were located. Barkley noted one new feature was that the lease could be adjusted with a 6- month notice. He noted that the City may relocate our shops someday. We may be able to negotiate a permanent easement near the Sewer Plant and move our shops away from Main Street. Barkley noted that the lease rate is at . 35 cents per square foot per year which was the same rate as the Fire Department lease, and the value would be netted out. The City would also have the option for additional square footage if we would want to expand so there is built in flexibility. Barkley discussed individual water meters and that the City would start to bill non- aviation enterprises. Water consumptions would be measured using new 2- way meters. Barkley noted that the Airport agreed to pay prorated capital costs for the sewer plant and how it was calculated over the next 20 years. The Airport would pay to install the sewer trunk main flow meter and jointly agree and review maintenance projects. The Airport would pay a prorated share of power bills for wells. The Airport would install a new 12" dedicated line to IP bed C and the City would install and extend a 12" water main. Barkley discussed the existing water rights owned by the Airport, about 752 acre feet of water. They own the water and the City provides the structure that moves the water around. Barkley noted this agreement had been vetted by the City Public Works department, by the engineers and by the Airport Authority. He noted that City Engineer Eastwood was available for questions as well as Mark Maierle. Barkley recommended approval. Discussion followed about how the Airport managed tenants and how water was metered. Barkley said the aviation tenants and the non- aviation tenants like the fire department were treated a bit differently. Tenancy was managed through the Airport Authority, but they didn' t bill for the water. The number of non- aviation tenants would probably increase over time. Mark Maierle, engineer, confirmed that all water was metered now, and the master meters had simplified the process. They now had 4 master meters to quantify the use of the water. Because the Airport had part of the water rights, it was shared water for both the City and the Airport to use. Barkley noted that the airport already owned water, but they still needed the City to pump and deliver the water so that' s what they were paying for. They were not using more water than they owned. Maierle said that the Airport had an infrastructure fee that the hangars were required to pay to the Airport. Council Member Smith confirmed that the Airport charges a flat fee for water and sewer for each hangar. Barkley noted that this charge was not paid to the City and Maierle confirmed that was true. Page 6 of 8  Council asked about fees paid to the City related to sewer. Barkley noted that the Airport' s fees would be based on a percentage of their usage, which last time it was calculated, was at 7%. The 3 million contribution was for capital toward the Sewer Plant Upgrade. A proportionate calculation would be for monthly sewer usage. Council Member Cooper requested an estimate of what the Airport' s monthly sewer bill would be. Barkley said he would run some models and bring back the information. Barkley confirmed that non- aviation entities would be billed by the City. If any new lines were installed, there would be impact fees to be collected. Mark Maierle confirmed that the National Guard facilities is the only entity that didn' t go through the Airport and was billed directly by the City at this time. Other non- aviation entities would pay the City directly. This would also apply to the development south of Airway Blvd. He also noted that the Airport would pay for the maintenance of the lines themselves. Discussion followed regarding the possibility of bringing the Airport into City limits by annexation. Barkley noted that this was not likely. The Airport was their own local government and it was not in their best interest. It was probably more of a mutual benefit to annex some of the peripheral areas. The Airport had certified operators and was required to meet specifications. Now that we had valves and two way meters, Barkley felt that specifications and standards were more enforceable. Council asked if one of the City operators would be dedicated to dealing with the Airport system. Barkley said he did not think a dedicated employee would be needed from our side because the Airport has their own certified staff. It may come about later due to growth. Mayor Nelson called for public comment. There was none. ACTION: Council Member Meis moved to approve the Interlocal Agreement with Gallatin Airport Authority as presented and authorize the City Manager to sign said agreement. Council Member Menicucci seconded the motion. All voted aye, motion carried unanimously. Roll call vote) Consider Resolution 2021- 11 Committing funds contributed by the Gallatin Airport Authority toward the Water Reclamation Facility ( Sewer Plant) Upgrade Project City Manager Barkley noted that this was discussed and agreed to several months ago, but a specific Resolution was required by the funding agencies earmarking these funds for use on the sewer plant upgrade project. Mayor Nelson called for public comment. There was none. ACTION: Council Member Cooper moved to approve Resolution 2021- 11 committing funds contributed by the Gallatin Airport Authority toward the Water Reclamation Facility Sewer Plant) upgrade project in the amount of$ 3, 000, 000. Council Member Smith seconded the motion. All voted aye, motion carried unanimously. CONSENT AGENDA Pledged Securities for February 2021 Page 7 of 8  ACTION: Council Member Doyle moved to approve the consent agenda items. Council Member Simon seconded the motion. All voted aye, motion carried unanimously. FOR YOUR INFORMATION Council Member Meis reported on the tentative date for the upcoming round-table discussion through the Planning Coordination Committee ( PCC) for elected officials. They had chosen Tuesday, August 3rd at 6: 00pm and he wanted to know if this would work for the majority of the group. Mayor Nelson said he would not be able to attend. Meis said he would follow up with an email to Council members. Council Members Doyle and Simon had nothing to report. Council Member Menicucci inquired about the 3 sheds that had been placed along Main Street by the Trailer Park and if they had a permit to do this. Barkley said there was a trailer in that location that was moved out and the sheds were moved in. The Police Department staff and Zoning staff had contacted the owner regarding their intentions. The original plan was to rent them out as tiny houses, but that would not be allowed, so the owner was notified. The sheds were not occupied and now the owner was showing them for sale. Barkley also noted that the trailers represented a substantial part of the affordable housing in our City but we could try to implement hardscaping and landscaping to improve the appearances for sure. Council Member Cooper inquired about why we have had video meetings on Zoom for the last 3 meetings in a row and why couldn' t the City staff run the meetings with the combination option for in-person attendance. Discussion followed about safety of City staff and how the current setup of the council chambers did not accommodate the option of running hybrid meetings from a remote location. The goal was to allow time for City staff who wished to receive COVID- 19 vaccinations, particularly for key staff positions who were responsible for coordinating the in-person meetings. The City Clerk expressed her appreciation for their consideration. Council Member Smith commented that if the Mayor had the inside track on how to get on the list for COVID- 19 shots, maybe we could get back to in-person meetings sooner. ADJOURN Council Member Smith moved to adjourn the meeting at 9: 13 pm. 111: 11 7 Russell C. Nelson, Mayor Attest r1 7/ i` 14: e- t./ i Lt-k, t. 4 f.J', Susan Caldwell, City Clerk Page 8 of 8