City Council

November 7, 2016 The City Council of the City of Idaho Falls met in Special Council Meeting (Council Work Session), Monday, November 7, 2016, in the Council Chambers in the City Annex Building located at 680 Park Avenue in Idaho Falls, Idaho at 3:00 p.m. There were present: Mayor Rebecca L. Noah Casper Councilmember Barbara Ehardt Councilmember Ed Marohn Councilmember Thomas Hally Councilmember John B. Radford Councilmember David M. Smith (joined by phone at 4:15 p.m.) Councilmember Michelle Ziel-Dingman Also present: Brad Cramer, Community Development Services Director Kerry Beutler, Community Development Services Assistant Director Dana Briggs, Economic Development Coordinator Pamela Alexander, Municipal Services Director Dave Hanneman, Fire Chief Chris Fredericksen, Public Works Director Greg Weitzel, Parks and Recreation Director Kerry Hammon, Public Information Officer Randy Fife, City Attorney Kathy Hampton, City Clerk Mayor Casper called the meeting to order at 3:03. After brief discussion, it was moved by Councilmember Hally, seconded by Councilmember Marohn, to revise the agenda and change the order of items to facilitate the better use of time for directors. Roll call as follows: Aye – Councilmembers Marohn, Dingman, Ehardt, Hally, Radford. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to receive recommendations from the Planning and Zoning Commission November 1, 2016 meeting pursuant to the Local Land Use Planning Act, and to accept all other minutes. Roll call as follows: Aye – Councilmembers Dingman, Radford, Marohn, Hally, Ehardt. Nay – none. Motion carried. Mayor’s Report, Calendar Items, and Announcements: November 9, Association of Idaho Cities (AIC) Fall District Meeting November 14, ceremony to recognize the White House Christmas tree coming through Idaho Falls November 16, public meeting at Eastern Idaho Technical College (EITC) regarding the 17th Street and Hitt Road intersection reconstruction December 5, Eastern Idaho Mayor’s will be meeting with Eastern Idaho Legislators prior to the upcoming legislative session Mayor Casper briefly reviewed upcoming November and December Work Sessions and Council Meetings with regard to the holidays. She stated she realizes the pressure of lengthy work sessions and believes the number of subject items may not be decreasing. She requested any alternative suggestions from Councilmembers with possible changes to be launched in the new year. Mayor Casper reminded the Councilmembers that Kami Morrison, the Mayor’s executive assistant, is available as administrative support for the Councilmembers. Mayor Casper stated due to recent Open Meetings Law trainings, which follows her platform of open government, a previous sub-committee meeting was re-done. She indicated the law regarding open meetings has not changed 1  November 7, 2016 although the individual interpretations may have. Therefore, the practice for liaison meetings, which has typically consisted of two (2) Councilmembers as an informational meeting only, will be changed. She proposed only one (1) Councilmember meet with individual directors. She has re-worked Council assignments, in which the second Councilmember is now listed at back-up. She stated the purpose of liaisons is for developing expertise and strength within a department to then be shared with other Councilmembers. Mayor Casper briefly reviewed a Transparency Resolution adopted from the City of Twin Falls for Council consideration which may assist with clarification of interpretation. She indicated through correspondence with City of Ammon Mayor Dana Kirkham, all combined meetings will be properly noticed with each City taking responsibility for their meeting notices. Council reports: Councilmember Hally acknowledged Bear Prairie, Brad Cramer, and PJ Holm for their recent Distinguished Under 40 recognition in the Idaho Falls Magazine. Councilmember Marohn stated the Civic Auditorium Committee is moving along well with proposals expected in the near future. He stressed the importance of the proposed Civic Auditorium Use Agreement as there has been no agreement since 1993. He, along with Councilmember Ehardt, will be meeting with the City of Ammon in the near future regarding fire support services. Councilmember Radford stated the National Community Mobility Institute will be in Idaho Falls November 14-16. Councilmember Ehardt had no items to report. Councilmember Dingman had no items to report. Community Support Grants Recommendations: Councilmember Dingman stated the public meeting regarding the Community Support Grants recommendations was re-held on October 28, 2016. She indicated the sub-committee recommendations are slightly different than the previous discussion and believes each recommendation should be individually approved. The total recommended amount increased by $3,500. Councilmember Marohn stated the Council previously approved the budgeted amount of $181,099 within the encumbrances and he strongly believes that amount should not increase. Councilmembers Dingman and Hally concurred. Brief discussion of each grant request followed. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to recommend $7,500 to the Eastern Idaho Visitor Information Center and Convention and Visitors Bureau. Roll call as follows: Aye – Councilmember Radford, Marohn, Dingman. Nay – Councilmembers Ehardt, Hally. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to recommend $7,349 to Hospice of Eastern Idaho for the Community Grants Program. Roll call as follows: Aye – Councilmember Ehardt, Marohn, Hally, Radford, Dingman. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to approve $7,500 for the Art Museum of Eastern Idaho for the Community Grants Program. Roll call as follows: Aye – Councilmember Hally, Dingman, Radford, Ehardt, Marohn. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Radford, to approve $6,000 to the Behavioral Health Crisis Center for the Community Grants Program. Roll call as follows: Aye – Councilmember Ehardt, Radford, Marohn, Dingman, Hally. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Radford, to approve $1,050 to the Center for Hope Recovery Center in the Community Grants Program. Roll call as follows: Aye – Councilmember Hally, Marohn, Radford, Dingman, Ehardt. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Radford, to approve $40,000 to the Bonneville County Veterans Memorial Commission in the Community Grants Program. It was then moved by Councilmember Marohn, seconded by Councilmember Dingman, to amend the amount from $40,000 to $39,000 2  November 7, 2016 which motion passed following a unanimous vote. Roll call as follows on the amended motion: Aye – Councilmember Hally, Marohn, Radford, Dingman, Ehardt. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Hally, to approve $10,000 to the Senior Citizen’s Community Center in the Community Grants Program. Roll call as follows: Aye – Councilmember Dingman, Hally. Nay – Councilmembers Ehardt, Radford, Marohn. Motion failed. It was moved by Councilmember Ehardt, seconded by Councilmember Radford, to approve $18,000 to the Senior Citizen’s Community Center. It was then moved by Councilmember Hally, seconded by Councilmember Dingman, to amend the motion to approve $15,000 to the Senior Citizen’s Community Center which motion passed following a unanimous vote. Roll call as follows: Aye – Councilmembers Hally, Dingman, Marohn, Radford, Ehardt. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to approve $7,000 to the Idaho Falls Symphony in the Community Grants Program. Roll call as follows: Aye – Councilmember Radford, Dingman, Ehardt, Hally, Marohn. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to approve $30,000 to the Idaho Falls Arts Council in the Community Grants Program. Roll call as follows: Aye – Councilmember Hally, Marohn, Dingman, Ehardt, Radford. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to approve $50,000 to the Museum of Idaho in the Community Grants Program. Roll call as follows: Aye – Councilmember Dingman, Radford, Hally, Marohn, Ehardt. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Marohn, to approve $5,000 to the Idaho Falls Historic Downtown Foundation in the Community Grants Program. Roll call as follows: Aye – Councilmember Marohn, Ehardt, Radford, Dingman, Hally. Nay – none. Motion carried. It was moved by Councilmember Dingman, seconded by Councilmember Radford, to approve $2,700 to the Domestic Violence and Sexual Assault Center in the Community Grants Program. Roll call as follows: Aye – Councilmember Hally, Dingman, Marohn, Radford, Ehardt. Nay – none. Motion carried. Councilmember Dingman stated Ms. Briggs will assist with future applications process. She recommended a bi- annual report be submitted from each organization which would include a project timeline, budgets, expenditures, what outcomes have occurred, and a plan for any unspent money. It was also recommended the process occur prior to future budget sessions. Short-term Rentals Discussion: Director Cramer stated discussion needs to occur for short-term rentals prior to a formal proposal. He indicated by review of other cities there is no consistent, best practice way to deal with short-term rentals and believes this will be an on-going conversation. He stated short-term rentals would apply to rentals for less than 30 days as lodging houses and apartments go beyond 30 days. He indicated staff has received phone calls, not necessarily for complaints, but inquiring about short-term rentals. He stated staff has not taken a hard approach for enforcement at this time due to the ordinance which was written in 1960’s. He briefly reviewed the search capability for short-term rentals, stating approximately two (2) tenths of a percent being listed as available. He stated there is a need to be respectful to neighbors but also recognizes the need for short-term housing for businesses, medical facilities, and students. Director Cramer indicated any nuisance complaints/issues are currently addressed in City Code and believes there is no need for duplication. He stated any Home Owners Association (HOA) would be responsible to enforce their own neighborhoods. Brief discussion followed regarding the economic growth and the business community. Assistant Director Beutler stated short-term rentals would be allowed in all zone districts where residential uses are allowed. A short-term rental would need to comply with all general requirements outlined in the 3  November 7, 2016 draft document. Mayor Casper believes any fees associated with enforcement, inspection, and permits should be considered. Brief discussion followed regarding concerns for non-owner occupied residences. Director Cramer proposed next steps: public outreach in January including listening posts as well as online survey to the business community and residents; follow-up Work Session discussion in February; Planning and Zoning Commission public hearing in March; public hearing with the Council in April. Development Ordinance Discussion – Line Extensions/Waivers: Director Cramer stated this item is a follow-up discussion regarding electric line extension waivers or adjustments. A draft resolution, including a corresponding map, has been prepared outlining reasons for any waivers. An ordinance will also be drafted to coincide with the Resolution and any related fees. He anticipates an annual review of line extension/waivers with the corresponding map. This item will be included on the November 10 Council Meeting agenda for Council approval. Magistrate Court Invoice Discussion: Director Alexander stated the Bonneville County Magistrate Court invoice was previously allocated in the non- departmental account, and is now included in the City Attorney’s current budget. She reviewed the history of the original invoice of $200,000, which began in 2013. A payment plan of funding increase over the course of three (3) years was scheduled for anticipated cost increase. Mr. Fife stated the law allows Magistrate Divisions to order cities to provide a court room, staff, and other supplies to function. He indicated most counties/cities enter into agreements, including Bonneville County and Idaho Falls. Details of services and allocation of costs are estimated by the County. Mayor Casper stated residents pay County taxes in addition to City taxes and believes access to the courts should be equitable. She indicated legislation discussion will be occurring regarding court fees. Brief general discussion followed. This item will be included on November 10 Council Meeting Consent Agenda for Council approval. Civic Auditorium Agreement Discussion and Update: Director Alexander stated after several coordination meetings with representatives from Idaho Falls School District 91, a Civic Auditorium Use Agreement has been finalized. This agreement was created to memorialize the current use with the school district as no agreement had been in place since 1993. She reviewed other terms of the agreement and stated the school district board reviewed and approved the agreement on October 12, 2016. She indicated this is an annual agreement and conversation with the school district will occur in spring of 2017 with any possible changes. This item will be included on the November 10 Council Meeting agenda for Council approval. 3-D Walk-thru of Fire Station: Chief Hanneman stated Fire Station No. 1 is approximately two-thirds into the construction. The construction is staying within budget with anticipated move-in date for March 2017. He presented the 3-D walk-thru which is currently available for viewing on the City website. He indicated the exterior brick is currently being installed and the parking lot will be constructed last due to the cold-weather season. Chief Hanneman indicated he could arrange a live walk-thru of Fire Station No. 1 if Council desires. Snow Removal Update: Director Fredericksen stated maps of snow removal were previously submitted to Council for consideration as well as an ordinance revision related to parking restrictions. He anticipates adoption of the ordinance to occur in December 2016. He indicated the snow removal budget is the same as the previous year although staff has identified potential savings which could address additional snow removal in residential areas by City staff as opposed to contractors. The ordinance change would eliminate the proclamation and any communication of the snow removal policy to the public would continue through the Public Information Officer. Director Fredericksen stated the practice to remove 10’ berm of snow from driveways will continue. He indicated staff is working to simplify the policy for easier use by residents. The policy will also be available on the City website. 4  November 7, 2016 1st Street and Freeman Avenue Traffic Signal Discussion: Director Fredericksen stated through inter-coordination meetings with Idaho Falls Power (IFP), a larger IFP truck snagged the overhead wire that holds the traffic signal. He indicated there is not sufficient Right-of-Way or easement to support the power poles with guide wires. He believes this has become a safety concern and upon further analysis, it was determined the intersection does not meet traffic signal warrants. Director Fredericksen will be submitting a proposal to remove the overhead traffic signal system and place LED (Light-emitting Diode) stop sign controls at the intersection which will be consistent with the Federal Aid Project scheduled for the Lomax corridor in the following year. There was consensus of the Council to proceed with the traffic signal removal. Fourth of July Review and Fireworks Sponsor Analysis: Mayor Casper stated the recent announcement of Melaleuca to relocate the fireworks show touched off concern from the community. She indicated there has been no pre-existing formal analysis to host large crowds or events and believes now is the time to evaluate potential venues with regard to safety, traffic and engineering, and crowd control concerns. She stated a preliminary analysis has been performed by a team consisting of representatives from the Fire Department, Police Department, Public Works, Parks and Recreation, and Public Information Officer. She indicated none of the research collected is aimed at a particular outcome. She expressed her gratitude toward Melaleuca and believes their contributions have made a truly remarkable event over the previous 24 years with a positive impact to the community. Mayor Casper turned the presentation to Director Weitzel with general discussion throughout: Special Event Presentation Overview: -Evaluated three (3) areas:  John’s Hole  Sandy Downs Park  Snake River Landing -Scoring Matrix – The committee evaluated seven (7) criteria when scoring the locations. Criteria  Traffic  Parking  Crowd Control and Access  Facilities  Safety and Security  Potential Firework Launch Site  Future Growth Director Weitzel reviewed pros and cons for each of the criteria at each location. Scoring of locations, including the criteria, were based on a scale from 1-5 from a Grading Matrix. Overall grading as follows:  John’s Hole – 24.5  Sandy Downs – 15.4  Snake River Landing – 24.1 Next Steps include:  More detailed evaluation on proposed locations by staff  Public involvement (survey)  Decide on event location – time-sensitive for planning purposes  Other Considerations – economic impact and potential sponsorships Mayor Casper indicated the data compiled from the survey should assist with serving the community needs including any logistics. She stated additional information and discussion will be scheduled for the December 12 Work Session with Council’s possible recommendation for a location. Brief comments followed. Director Weitzel believes this is an opportunity for the City to learn and grow for any future special events. 5  November 7, 2016 Eclipse Planning Information and Review of Incident Management Planning: Mayor Casper stated after an informational meeting hosted by the Chamber of Commerce, the number of initial crowds may exceed what has been anticipated. She indicated the City may need to assist with the coordination of people, including public safety. Chief Hanneman reviewed the Level 3 Incident Management Response, which includes multiple counties, and believes this is the best way to address large crowds. He indicated the management team, consisting of representatives from Fire, EMS, Law Enforcement, and Public Health, will require 3-4 months to plan for this large event. The Eclipse will be occurring on August 21, 2017 with totality occurring at 11:33 a.m. Additional discussion of this item will occur in the near future. There being no further business, it was moved by Councilmember Marohn, seconded by Councilmember Ehardt, that the meeting adjourn at 6:26 p.m. which motion passed following a unanimous vote. CITY CLERK MAYOR 6