Belgrade City Council

BELGRADE CITY COUNCIL MEETING MINUTES Zoom Video Platform March 15, 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 Rick Ramler, Planning Director Jason Karp, Accounting Tech Kris Norby, Public Works Director Steve Klotz, City Engineer Tom Eastwood, Library Director Gale Bacon. Others in attendance were: Diana Setterberg, Eric Gilbaugh, J Latm, Sandy Lee, Eric Reinhardt, Jennifer Smith and Nathan Zlegler. APPROVE MINUTES ACTION: Council Member Doyle moved to approve the minutes for Council meetings held on February 16, 2021 and March 1, 2021. Council Member Menicucci seconded the motion. All voted aye, motion carried unanimously. 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 Preliminary Plat for JLD Minor Subdivision Planning Director Karp reviewed the plans for the JLD Subdivision and noted there were a total 5 lots. Lot 1 was the only lot inside City limits at this time. Karp noted the developer' s plan for the other lots to be annexed and developed at a future time when the City' s sewer capacity would allow. He noted that the Gallatin County Commission had granted preliminary plat approval of the 4 lots located within the County in this subdivision on March 9, 2021. Karp noted that this property was included in the approved Bolinger 220 Plan. Zoning would be medium density residential similar to the Story Creek subdivision just south of this property. Impact fees would be collected as the development progressed. Karp noted that the applicant would be requesting a variance from City subdivision regulations to temporarily allow a gravel road for access across Lot 1. That road would be gravel because it could not be built to City standards until a City subdivision development was approved and because water and sewer lines would have to be installed under that roadway. Karp reported that the City- County Planning Board had voted unanimously at their public hearing to recommend allowing the variance and to grant preliminary plat approval. Page 1 of 9  Mayor Nelson wanted to confirm that only 1 of the 5 lots could be developed in view of the City' s current sewer capacity. Karp noted that a partial phase may be covered, but the capacity would be specifically determined when the developer submitted a preapplication subdivision plan. Council Member Meis asked about the required right-of-way width along Bolinger Road. Karp said it was recommended that they designate an additional 10 feet along their side of Bolinger Road to match the School. Mayor Nelson call on the applicant or their representative for comment. There was none. Mayor Nelson opened the public hearing and called 3 times for public comment. There was none and the public hearing was closed. ACTION: Council Member Meis moved to approve the variance from City of Belgrade design standards to allow the road across Lot 1 to be a gravel road until the lot was further subdivided because City utilities would have to be installed under the roadway prior to paving and installation of curb and gutter. Council Member Smith seconded the motion. All voted aye, motion carried unanimously. ACTION: Council Member Doyle moved to grant preliminary plat approval subject to the conditions listed in the staff report finding that the subdivision meets the requirements of the Belgrade Growth Policy and the Montana Subdivision and Platting Act. Council Member Menicucci seconded the motion. All voted aye, motion carried unanimously. REPORTS Mayor' s Report— Mayor Nelson reported on efforts to resume in-person Council Meetings. He noted that key City staff were scheduled to receive COVID- 19 vaccinations so we should be able to begin holding council meetings using the Hybrid format again. This would allow in-person attendance in addition to the option to attend via the Zoom video platform. He also discussed the latest options for signing up for COVID- 19 vaccinations through the Gallatin County Health Department. The Mayor also discussed the upcoming basketball Championship which was cancelled last year due to the pandemic, but for 2021, it was back on track. The championship would be held on Monday, April 5th and he asked that the Council Meeting schedule be adjusted as it had been in past years. ACTION: Council Member Cooper moved to change the first Council meeting in April to be held on Tuesday, April 6, 2021 at 7pm. Council Member Meis seconded the motion. All voted aye, motion carried unanimously. City Attorney' s Report— the City Attorney had nothing to report. City Manager' s Report City Manager Barkley reported that the agreement with the Gallatin Airport Authority was in the process of being signed and would take effect on July 1, 2021. Page 2 of 9  Barkley reported that the Transportation Alternative ( TA) Grant application cycle was coming up again. Potential projects would need to be geared toward pedestrian and bicycle traffic. Barkley noted numerous past efforts to apply for these funds particularly related to sidewalk connectivity to Airway Blvd along Main, Northern Pacific and Oregon, and to and from various City parks. Barkley asked Council if they would be agreeable to using our consulting group, Cushing Terrel, to assist with public outreach for input on sidewalk/ trail project options and what the citizens would want to see. Council asked about the application deadline. Barkley noted it was about 6 weeks out. Public outreach would allow us to get a sense of what ranked highest to the residents and then it could be brought back to Council. A similar process including online links, newspaper ads and other options for input that we used for public outreach on the Downtown Growth Plan would be used. Council agreed that this would be beneficial. Barkley reported on plans to work City Attorney Ramler to revise City ordinances related to firearms. Some legislation had passed that would change things, and another hearing was scheduled that could potentially make more changes. More information would be brought back to Council as it became available. Barkley reported that the land survey of Lewis & Clark park was completed. The title search was also clean. Staff was waiting for the written narrative. Barkley reported that the City of Belgrade had processed several Revolving Loan Fund loans and Stabilization loans and grants. Barkley noted plans to provide an update to Council at a future meeting and they would also be presenting another loan application that would be ready for Council' s final approval very soon. Barkley reported that School Superintendent Godfrey Saunders would be the next speaker for the Belgrade Chamber of Commerce Power Hour presentation. Barkley noted plans to move ahead with some upgrades to the Council chambers to include remote control blinds for the windows, improved work stations for the judge and clerks, and improvements to the electronic systems as well. These improvements would assist with meeting the needs for becoming a Court of Record. Barkley noted that additional improvements would be ongoing and these changes would cost about $ 12, 000 out of the $ 75, 000 that had been budgeted. Barkley reported that the " Give Big" fund raising event was on schedule for May 6th and many Belgrade non- profit organizations would benefit from this event. DISCUSSION AGENDA Consider Library Process for Long Overdue Items Gale Bacon, Library Director, reviewed plans to recover long overdue library materials and how this plan would be communicated to Library patrons. Staff had reviewed data covering the period between 2005 to 2017 and found that approximately $ 31, 000 had not been collected for unreturned library materials and other fees. Many of these membership accounts were expired and no longer active. Bacon noted that clearing these accounts would be a positive gesture toward these patrons and allow them to return the items to the Library without the fees hanging over their heads. Bacon noted Page 3 of 9 that the Library would continue to bill patrons for overdue material fees from 2018 onward as they were active in the membership system. This plan was unanimously approved by the Library Board and the Library Foundation. Bacon confirmed there were 1, 106 separate fee accounts, with 62 accounts owing between $ 100 to $ 200 and about 20 accounts owing more than $ 200. City Manager Barkley noted that overdue book fees were only counted as a revenue once they were received. These fees were not shown as a regular receivable in the City/ Library budget. Barkley noted that sometimes it would cost more to initiate collection efforts that the fees were worth. For accounting purposes the books are cleared by writing such fees off. Barkley thought it made sense to clear the books, and it was a good will gesture that would most likely encourage people to actually return the items if possible. He suggested the Council act by motion signifying their support. 7: 45pm Mayor Nelson was temporarily disconnected from the Zoom video platform. Deputy Mayor Meis stepped in to conduct the meeting. Deputy Mayor Meis called for public comment. There was none. ACTION: Council Member Cooper moved to approve the Library plan to recover long overdue items and clear overdue Library material fees from 2005 to 2017 as stated. Council Member Menicucci seconded the motion. All voted aye, motion carried unanimously. Consider Variance Request for Drainage Swale at 609 N. Quaw' s Blvd— St. John Viannev Church project City Engineer Tom Eastwood reviewed the applicant' s request to install a drainage swale between the building and the proposed sidewalk to facilitate drainage to the parking area south of the building. The sidewalk was approximately 6 feet away from the building. City specifications prohibited the location of drainage swales closer than 10 feet to any structure foundation. Eastwood noted that the City Public Works staff did not object to granting this variance with the condition that the design engineer with Gaston Engineering maintain full responsibility for the design. Eastwood noted that the owner would not be able to do waterproofing in this design, so the drainage swell would help with this issue, with the condition that the design engineer would take responsibility. 7: 48 pm Mayor Nelson was able to reconnect via Zoom video platform and start conducting the meeting again. Father Eric Gilbaugh, representing St. John Vianney Church, said he appreciated the Council' s support of this remodel project. He discussed the limitations and how the water would be against the foundation and that this variance would remedy the situation. He also acknowledged the backup of Gaston Engineering. Mayor Nelson called for public comment. There was none. ACTION: Council Member Simon moved to approve a variance from City Design Standards and Specifications 2017 for the proposed site improvements at 609 N. Quaw' s Blvd, with the condition that the Design Engineer maintain full responsibility for the design. Council Member Cooper seconded the motion. All voted aye, motion carried unanimously- Roll call vote Page 4 of 9 Consider Request by St. John' s Vianney Church to allow Joint use Parking with Belgrade Lions City Park City Planning Director Karp noted that the Church at 609 N. Quaw' s Blvd had submitted plans for renovation and expansion. Although the Church had an existing paved parking lot, the expansion would require an additional 24 parking spaces. The Church had requested that they not be required to construct 24 additional parking spaces on site, but be allowed to continue the joint use with the City- owned parking lot adjacent to the Lions Park, which was within 100 feet of the Church. Karp noted that the parking areas were historically shared when high attendance events happened at the Church or when baseball tournaments or other events happened at the Lions Park. Karp noted that City Code would allow the City Council to authorize joint use of off-street parking facilities, however, he asked that the decision be tabled and scheduled for further review at the next Council meeting. Karp apologized and noted that the City Public Works Department had not been asked to review the parking request in time for this meeting. Extending consideration of this item until Tuesday, April 6, 2021, would allow time for their review and recommendation. Father Gilbaugh stated his concern that the contractor and his subs were ready to start on this project as soon as the weather allowed to maintain their own scheduling concerns. Gilbaugh asked for assurances that extending consideration to April 6th would not delay the entire project. Karp noted that the project construction could be started by obtaining their foundation permit, but the additional parking space requirement would be in force until their request for shared parking could be fully considered and decided upon by Council. Father Gilbaugh said it was many months ago that he had asked about the parking provision. He noted his understanding early on that it would be an acceptable option. Now at the 11th hour their plans might be radically altered and he was not happy. Discussion followed about the review to be done by Public Works. Karp noted the need to allow staff to fully vet the request to see if it would cause increased maintenance or other unintended consequences before asking Council to approve or deny the request. Karp noted that Council had the option of considering the allowance of shared parking for all or part of the 24 spaces. Council could approve of a lesser amount or they could deny altogether and then the Church would be required to install 24 paved parking spaces. Council asked staff to consider if there would be a conflict with other citizen users when the Church wanted to use the parking areas. Council also asked if this arrangement would require additional pavement at the Lions parking lot area. Father Gilbaugh commented that they had always tried to work out the details behind the scenes but it had been a long standing arrangement that the Park users had also used the Church parking lot, and on the other side on Sunday' s mornings, it was not uncommon to see people parking along the tree line in the shade. He felt there was a good neighbor policy already happening and it just needed to be formalized. He hoped everyone would keep in mind if something onerous or impossible was required of them at such a late date, with plans having gone this far, they would have to reconsider letting people use the Church property going forward. He didn' t want to pave over their green space. Page 5 of 9  Mayor Nelson called for public comment. There was none. ACTION: Council Member Cooper moved to table the Request by St. John' s Vianney Church to allow Joint use Parking with Belgrade Lions City Park until April 6, 2021. Council Member Menicucci seconded the motion. All voted aye, motion carried unanimously. Consider Request to Approve addition of a Full Time Permit Tech/ Planning Assistant Position City Manager Barkley noted that additional staff had almost made it into the budget a few times due to the need, but we did not want to over- staff. Now it seemed that we were maintaining the pace or becoming even busier and we were now having the level of activity that justified an additional permit tech/ planning assistant. Barkley noted we had a healthy balance in the fund that would support this staff position which would be supported by fees paid by developers and builders, not supported by utility rate payers or taxpayers. Planning Director Karp noted the need for additional staff to assist with permit processing and other aspects of the duties in the Planning and Building department due to the accelerated growth in Belgrade. He noted that adequate permit revenues would support funding of this position. We were looking to expand the zoning jurisdiction as well so being able to have a person already up to speed would be optimal. The timeline would be to start them this spring. Barkley noted that this was not in the current budget so Council would need to approve as part of a budget amendment near the end of this fiscal year. Mayor Nelson called for public comment. There was none. ACTION: Council Member Menicucci moved to approve the addition of a Full Time Permit Tech/ Planning Assistant staff person in the Planning/ Building Department. Council Member Simon seconded the motion. All voted aye, motion carried unanimously. Consider Resolution 2021- 12 Sewer System Revenue Bond and Anticipation Note $ 5, 900, 000 Bond Series 2021A City Manager Barkley explained this was the next bond in a series related to the Water Reclamation Facility Sewer Plant Upgrade Project, along with the bond anticipation note. Discussion followed about the progress being made. Barkley noted they have accomplished approximately 10- 12% completion. The work is certified by the engineering firm and the City pays for the work in increments according to the percentage completed thus far. He noted that as we approach completion of certain milestones, a review will be provided. He said a tour of the site could be scheduled so that Council could view work that might not be visible from the road. Public Works Director Klotz noted that the work is still somewhat behind schedule, but not so far behind that they cannot catch up. Klotz said he would provide a tentative schedule to Barkley for the long term and where the milestones would be planned. He noted plans to start having a camera onsite to be able to log in and watch progress. The work of starting to pour the intake was at the beginning of the process. There was a lot of dirt work. Klotz noted there was very little top soil, and the ground water was below 22 feet from the surface so that was taken into consideration. Page 6 of 9  Discussion followed on how the budget items were broken out on page 3 and 4 of the bond resolution. Klotz discussed concerns about the cost of concrete. He explained that the concrete was a bid item which included a combination of everything required for the 30ft. high walls so this was a package deal, not just based on the cost of concrete. Mayor Nelson asked for public comment, there was none. ACTION: Council Member Meis moved to approve Resolution 2021- 12 for Sewer System Revenue Bond and Anticipation Note of$ 5, 900, 000 Bond Series 2021A for the Sewer Plant Upgrade Project. Council Member Cooper seconded the motion. All voted aye, motion carried unanimously. Discuss City Manager Recruitment Process and Timeline City Manager Barkley reviewed the draft schedule supplied by Prothman' s firm. He noted their plan to start gathering information for the position profile in April. Barkley asked Council about when and how they wanted to meet with the Prothman consultants. He noted that they were willing to meet in person or to connect via Zoom. Barkley noted that this process would be similar to the previous recruitment which would include connecting with key City staff and department directors and certain community members as well. There would be opportunities to meet with the public, ask questions, meet staff and interview with City Council. Barkley noted he could set up almost everything except the meeting with Council. Discussion followed about scheduling the initial meeting during the week of April 12, 2021, and whether it should be in person or via Zoom video. It was agreed that the first meeting would be scheduled for Monday, April 12, 2021, at 7pm with Prothman staff joining via Zoom. This would be a special Council meeting open to the public. Subsequent meetings and interviews could be held in person. CONSENT AGENDA Payroll for February 2021 Warrants Payable for February 2021 ACTION: Council Member Doyle moved to approve the consent agenda items. Council Member Menicucci seconded the motion. All voted aye, motion carried unanimously. FOR YOUR INFORMATION Council Member Menicucci noted that the Give Big event would be held on the Zoom video platform this year. She encouraged all to donate on behalf of the Belgrade Library and Belgrade Community Coalition. Council Member Doyle moved to end the state of emergency that had been declared in Belgrade due to the pandemic. Council Member Cooper seconded the motion. Page 7 of 9  City Manager Barkley suggested that staff be allowed to research how such action would affect the City of Belgrade before he gave his opinion. The declaration affected the City' s eligibility for related costs and it would be important to know what the American Rescue plan requirements were for continuing to receive aid related to Covid- 19. Barkley was in favor of ending the declaration at the appropriate time. Mayor Nelson said he did not know what the requirements were for the City to be eligible for relief under the most recent action taken by the Government entities. He felt it was a bit early to end the declaration. City Attorney Ramler noted that this was a very important topic that should be listed as a specific agenda item to allow for public participation. Council Member Cooper agreed that this information should be placed on the next Council agenda as a discussion item. Council Member Cooper withdrew his second to the initial motion. Discussion followed about researching the requirements for eligibility related to current aid packages. City Manager Barkley noted that the City of Belgrade was following the example of Gallatin County and what they had in place. He noted that whether we were in an emergency state or not, we were still dealing with public health concerns. He felt it was important not to turn our back on administrative funding and he appreciated the Council' s patience in allowing staff to make sure. Council Member Simon reported that he had missed the Fire Board meeting but he was able to attend the Park Board meeting. The Park Board discussed budget items and their wish list including the paving of Lewis & Clark Park parking area, Prescott Park improvements, and that Sunnyside Park would be getting the older from Lewis & equipment moved Clark Park. He discussed the vacancy on the Park Board and that they were looking into other applicants. A member of the Park Board had also asked about the funds contributed to the Belgrade Senior Center and how they were spending it. Simon noted that he also wanted to see the declaration of emergency end, but he agreed that more information was needed before taking such action. Mayor Nelson requested that the discussion about the Declaration of Emergency status be placed on the regular Council meeting agenda scheduled for Monday, April 19, 2021. City Manager Barkley pointed out that changing the status of the Declaration probably wouldn' t change our actions related to public health such as the requirement to wear masks as an example. Council Member Meis had nothing to report. Council Member Cooper commented on the new agreement with the Gallatin Airport Authority and asked about how many hookups there would be. Barkley was unsure how many, but he noted that each non- aviation hookup would be assessed for impact fees. This would apply to services on airport property or services crossing through the airport system, such as the Armory. There wouldn' t be a lot in this category at first, but according to the airport plan, commercial use will increase over time. Council Member Cooper asked if non- aviation users included car rental businesses. Barkley said he would find out. Page 8 of 9  Council Member Smith had nothing to report. ADJOURN Council Member Smith moved to adjourn the meeting at 8: 50pm. 47 Russell C. Nelson, Mayor Attest: A C•- zr Susan Caldwell City Clerk C--;"'------4.- t- v-( Page 9 of 9