City Council Special Meeting- Retreat

Star City Council Workshop Minutes January 29 & 30, 2016 Those Present: Mayor Chad Bell & wife Reba, Councilman Kevin Nielsen & wife Julie, Councilman Trevor Chadwick & wife Amber, Councilman David Hershey & wife Kim, Councilman Lockett, staff – Chris Yorgason and Cathy Ward. The Mayor let all know that Chris would be late so we would be switching the agenda to discuss budgeting in place of “Understanding Your Job”. The Mayor explained the hotel building layout and the process of the retreat. The wives have been invited to participate this year. The Mayor talked about the City and the lack of a vision. We need to have a vision and as leaders we need to teach the public and help them to understand. The Mayor talked about the saying “Hold the Vision – Trust the Process”. This saying will be on the wall behind the City Council in the meeting room. We need to decide what we want Star to be. We can control our own destiny, but we need to grow to a plan. The Mayor talked more about the saying and that we need to think about it. He would like spouses to come up with ideas on a vision for the City and bring back ideas to discuss. The Mayor stated that as a team and group, we need to be united. The Mayor gave examples of fighting among other City Councils and they get nowhere. We don’t have to be that way. When we make a decision, even if we don’t agree, once the decision is made, we stick together and support the decision. The Mayor asked everyone what they wanted for Star or Star to be. Cathy stated she wanted to see the fighting go away, to have a united community where we move forward in a positive way. Richard stated he wants to keep growing. We didn’t have a vision before on where we want to be – we need one. He is glad the wives are here. David wants to see the City have more business. He wants to unite in a vision and once a decision is made to move on. He wants to grow the City and do it right and be united in cause. Kim stated that she is a country girl and likes Star. Star is a nice place for kids to go and be safe. Ballgames to be a safe place to be. The safety is want drew them to Star – she wants everyone to be aware of safety. Trevor stated that he wants Star to be someplace to be proud of. He wants growth to be responsible, to have more opportunities for kids, families and seniors. He would like a 1 community center. It’s okay to agree to disagree, but once something is decided we need to go with it – don’t just cater to people. There wasn’t a vision before. Amber stated she would like more community involvement and engaged more. Kevin stated he would like to maintain things – the budget, healthy respect for property owners, to legislatively keep that focus. We are the leadership and people look to government to supply everything – we are not responsible to provide everything. We need to bring entities together and reach out to the community. Julie stated she would like Star to be a safe place to live and to be proud of. She would like to see more things for the kids to do – both older and younger. Julie would also like to see the kids come back to the community once they are older. Reba hopes people can be proud of Star now. We need the community to become involved in a positive way. Citizens have a responsibility. She doesn’t want the community to be elitist, she wants it to be welcoming, friendly and courteous. She wants to bring services, but not just the fluff and would like the growth managed carefully. Chad stated he has similar visions. That we are a community, not just a City. We are separated now with this subdivision and that subdivision, we need to foster all and become a community. It takes time and effort, but we need goals and a vision and we can’t give up. We need to start understanding our roles. His belief is less government is best government. We need to be leaders and decide what our vision is. (The wives were excused) Budget: The Mayor reviewed the 2015-2016 Budget and what the line items are for. The Mayor explained property taxes and how we get our levy rates. Discussion was held on the foregone amount and what is currently happening in the legislature. The Mayor reviewed the rest of the revenues. The Mayor stated that we have replaced the stove, refrigerator, stove hood and island top at our property at 960 S. Main. The expense side of the budget was reviewed. Discussion was held on hiring a part time or a contract planner. We need to go through the Comprehensive Plan and the City needs a vision. The Mayor stated that he has had two people interested in the planning position, we may find others. He does not see the need to hire a full time planner, we can just use them when needed. The Mayor stated that the Council will start getting quarterly budget reports. The Council adjourned for lunch. Chris arrived. Understanding Your Job – Municipal Manuals: 2 The Mayor explained the Municipal Guidebook and the information contained in it. The Mayor stated that Chris will do the review for this section. Chris stated that there are checks and balances in the City and a separation of powers. Chris stated that the Council has the judicial responsibility. Most cities run as a Council-Mayor type system. All things for staff need to go to the Mayor and then to Cathy. The major stuff goes to the Mayor and the less major stuff needs to go to the City Clerk. Example is Council to Mayor and then to Cathy. The area of impact was discussed. Star’s City Councils biggest decision is land use – urban planning is the Council’s job. The Mayor stated that we will not accept incomplete applications from now on. Chris stated that Executive Sessions are not open to the public. Chris reviewed the types of executive sessions and the procedures the Council goes through. The City Clerk is usually included in the executive sessions. Executive Sessions shall be by Idaho Code number and a brief definition added. Chris reviewed the Ethics and Conflicts of Interest manual. Council and Mayor are not elected for their personal agendas. The Mayor stated that if anyone has a personal agenda, they are not going to be happy. It is about integrity and honesty – don’t compromise. You took an oath to the citizens of Star – don’t even crowd the line when it comes to ethics. Chris reviewed the conflict of interest section. The Open Meeting Law Manual was reviewed, this is to provide a forum for the community. The workshop is a public meeting, and anyone may attend, but they do not have a right to speak or give input at any time. We have procedure in our meetings that includes public input. There are cities that don’t allow public input. Chris reviewed the requirements for quorums. Discussion was held on staff reports. A review was done regarding reading Ordinances and that they can be done by reading three times or the readings can be waived. Staff Roles & Responsibilities: 3 The Mayor reviewed the organizational chart. If there are complaints from the public or anyone, they need to come to the Mayor. Discussion was held on the planning position. The Mayor stated he won’t be doing the planning. Contracts & Agreements & Rentals: All the contracts, agreements and rentals were reviewed. Discussion was held regarding the mowing of the parks contract and the need to go out to bid again. Council will discuss this again. The Council discussed the River Walk park, what it will be as opposed to what we have currently. The City project list was reviewed. Council would like a tour of 960 S. Main. Recreation: The recreation brochure was discussed. It was suggested that instead of the brochure, the activities be placed on the website with only the current activities. We can possibly do a brochure, but add more pictures and less wording. The Economic Development Committee can help with the brochure. Discussion on instructors was held. The specialized, high end classes are not needed. Council discussed utilizing the 960 S. Main property for events. Discussion was held on raising the resident cost to $25 and the non-resident cost to $40 with a sliding scale on more than two kids participating in events. Scholarship applications were discussed. To deter everyone wanting them, we could require a copy of their tax returns and Cathy could review and approve the applications. There will be no refunds once the season has started. There will be specific dates to start. We need the timeframe for the recreation database. Comprehensive Plan: The comprehensive Plan was last reviewed in 2011. We need the Comp Plan scanned to the IPads for the color. The word “Map” needs to be added to Comprehensive Plan. We need a vision statement for this. Jerome Mapp was hired to put the Comp Plan together. Chris suggested taking out 1.3 through 1.4 and updating the charts. 4 Discussion was held on sunset clauses to clean up property. The downtown corridor was discussed with regard to clean up. Chris reviewed Urban Renewal. It is a separate taxing district that gives incentives to businesses to come to the City. They have about a 20 year period of repayment. It is creating another taxing district – re-allocating property taxes. The Council could be an Urban Renewal Committee. The Comprehensive Plan is a living plan. Discussion was held on reviewing the Comp Plan which would require a couple of workshops. Cathy will email the Council a copy of the Comp Plan. Discussion was held to hold a meeting on the 4th Tuesday of the month which would be the 23rd of February at 7:00 pm. Land Use: Land Use fees were reviewed. We need to look at fee comparisons to other surrounding cities. Public request for trailer parking. The Council determined that trailers could be parked for 24 hours – not overnight. UDC proposed changes were reviewed. The Council determined that they did not want to change the “No gated community” language in the code. Parking lots and driveways will now all be required to be paved. Buildings under 200 sq. feet in the Central Business District will not be permitted. Code will be re-written. We do have businesses coming – the Star Clinic next to City Hall and the Star Middle School. We are looking at bringing an Ordinance to Council prohibiting alcohol and tobacco on all City property. Discussion was held on this type of ordinance. The Mayor stated that the Home Town Celebration will be alcohol free. We need to look at the impacts on our parks. Committee & Liaisons: The Mayor reviewed the ICRMP appointment guidelines. The Mayor stated that we will invite people to be on the committees, we won’t be opening them up asking for volunteers. Councilmembers are liaisons and not in charge of committees. Mayor & Council Committees are: 5 Economic Development – Kevin Transportation – Richard Activities/Service - David Subcommittee – Home Town Celebration – Theresa & Teri Recreation – Kim and Ron City Beautification – Trevor Subcommittee: Walkability/Pathways Downtown Revitalization Mayor’s Youth Group – Mayor Cathy will get the list of entities and the assigned liaisons out with the dates of the meetings. Committees will be five person committees, except the Youth Council. Committees will need to meet once a month. These are public meetings and information on committees is included in your municipal notebook. We need to come up with names, pick members and then send invitations. We will not have a Planning and Zoning Committee. The Economic Development Committee will go by Idaho Code guidelines. Vision & Mission Statement: The Vision Statement for the City is – The City is a family oriented, business friendly, fiscally responsible community with recreational opportunities in a safe and attractive environment. Maintenance items – we need to fix the tunnel on the playground equipment at Blake Park and remove the dead trees at Hunters Creek Sports Park. We will review goals at our workshop on Tuesday, February 2, 2016. The retreat was closed. 6