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E1. 02-12-24 Work Session Minutes CITY COUNCIL KCITY OF WORK SESSION DRAFT MINUTES ALISPELL February 12, 2024, at 7:00 p.m. City Hall Council Chambers, 201 First Avenue East The public was able to participate in person in the council chambers or via videoconferencing. Video of this meeting with time stamped minutes can be found at: https://www.kalispell.com/480/Meetin2-Videos. A. CALL TO ORDER Mark Johnson called the meeting to order at 7 p.m. Mayor-Mark Johnson: Present Council Member- Kari Gabriel: Present via video conference Council Member- Sandy Carlson: Present Council Member- Sam Nunnally: Present Council Chair - Chad Graham: Absent Council Member- Jed Fisher: Present via video conference Council Member- Sid Daoud: Present via video conference Council Member- Jessica Dahlman: Present via video conference Council Member- Ryan Hunter: Absent City staff present included City Manager Doug Russell, City Clerk Aimee Brunckhorst, Public Works Director Susie Turner, Budget Resource Manager Terri Loudermilk, Street Supervisor Clint Speer, Road and Fleet Superintendent Gene Come, and Engineer Keith Haskins. B. DISCUSSION 1. Special Street Maintenance Fund Reviewer City Manager Doug Russell introduced this item. 07:02:16 PM (00:03:04)Public Works Director Susie Turner provided a presentation on this item. 0 a 00:04:22 Division Personnel Director Turner spoke regarding the supervision set up and reported there are 13 Streets employees and 3 employees within Traffic, Signs and Signals. 00:05:41 Director Turner introduced Road and Fleet Superintendent Gene Come, Street Supervisor Clint Speer, and Budget Resource Manager Terri Loudermilk. 07:05:28 PM (00:06:16)Job Duties and Services Director Turner explained the job duties and services handled by the Street Maintenance Division. Page 1 of 6 Kalispell City Council Minutes, February 12, 2024 00:09:21 Mayor Johnson asked questions related to sweeping and the materials collected. 00:10:03 Director Turner explained the job duties and services handled by the Traffic, Signs and Signals Division. 00:11:37 Director Turner reported that 3,975 cubic yards or 331 12-yard dump truck loads of leaves were collected this past season. She explained how leaves are collected, the equipment used, and the availability of leaf compost to the public. 07:14:15 PM (00:15:03) Councilor Dahlman spoke regarding using free leaf composting from the City in the past. 07:15:16 PM (00:16:05)Assets and Growth Director Turner spoke regarding handling assets including streets, alleys, sidewalks, streetlights, signs,traffic signals, and feedback/flashing signals. She spoke regarding the growth within the asset categories including 7 miles of new roads since 2019, and an additional 10.47 miles that will be added from upcoming approved preliminary plats. 00:19:20 Winter Operations Director Turner spoke regarding winter routes, explaining emergency routes,berm and haul, snow storage, and challenge areas. Director Turner talked about the long hours crews work during heavy snow events, and the work- that orkthat the city garage does to keep the equipment going. 00:27:06 Director Turner spoke regarding winter operation challenge areas. 00:29:30 Councilor Nunnally asked questions about the service areas that drift frequently. 00:31:09 Pavement Preservation Director Turner spoke regarding the standard life of asphalt, asphalt maintenance, and preventative maintenance and the conditions that affect pavement preservation. 00:32:55 Preventative Maintenance Director Turner spoke further about preventative maintenance and related strategies. 00:34:14 Annual Assessment of Street Conditions Director Turner spoke regarding how streets are analyzed annually and then explained how the routes are ranked. 00:36:06 Director Turner spoke regarding street reconstruction work planned on 3rd Avenue East that will include drainage and ADA improvements and drain towards 3rd Street East as well as mill and overlay part of Center Street. She spoke further about areas they will be focusing on in future years. 00:37:26 Mayor Johnson asked questions related to very poor roads and how they are repaired or replaced. Page 2 of 6 Kalispell City Council Minutes, February 12, 2024 00:37:58 Pavement Preservation Costs Director Turner spoke regarding the differences in costs related to the treatment and the conditions of the road. 00:39:06 Director Turner spoke regarding ADA requirements. 00:39:38 Councilor Dahlman asked a question about 8th Avenue conditions prior to the recent reconstruction. 00:40:50 Mayor Johnson spoke further about how roads were constructed in the past. 00:41:37 Director Turner explained a table related to 2023 treatments and related costs. She then spoke regarding how they will prioritize projects, estimate costs for the budget, and decide on upcoming projects. 00:44:11 Director Turner spoke in further detail on budget development. She explained the table Program 2023, and the revenues received. 00:45:47 Director Turner further explained the table related to expenditures. 00:47:39 Director Turner explained the Program 2024 Tables on the presentation beginning with revenues and explaining expenditures and related projects. 00:49:24 Councilor Carlson asked about the origination of BaRSAA funds. 00:50:37 Pavement Preservation Operations Director Turner explained a table showing the Current Program. 00:52:05 Director Turner explained a table for Future Program Options if the special streets fund was increased. 00:53:10 Director Turner spoke regarding inflationary costs since 2018 that has reduced the number of projects able to be completed each year. She showed a bar graph related to those increases and made project comparisons. 00:55:59 Councilor Nunnally spoke regarding hearing compliments from the public about city streets. 00:56:23 Director Turner spoke regarding training and equipment and changes in the last 5 years. 00:56:42 Mayor Johnson asked about road construction and differences in standards. He then asked questions about the inflationary increases in costs. 01:00:52 Fleet Overview Director Turner spoke regarding the fleet and the various ways they are used. She talked about replacement schedules and provided a run-through of the major equipment. Page 3 of 6 Kalispell City Council Minutes, February 12, 2024 01:04:44 Mayor Johnson spoke regarding the efforts of the city garage that has extended fleet life. 01:05:18 Councilor Nunnally asked about leasing options. 01:06:04 Budget Overview Director Turner explained the revenue sources from the street assessment, gas tax, and BarSAA. 01:07:42 Director Turner provided an overview of expenditures. 01:08:26 Director Turner spoke regarding reserves. 01:08:54 Budget Forecasting Director Turner explained a 7-year forecast. She provided further details about adding inflationary components to salary and maintenance and additional staff. 01:10:09 Capital Outlay Forecasting Director Turner talked about capital outlay forecasting related to buildings, structures, tanks, traffic control, and signal updates. 01:11:52 Equipment CIP—Equipment Replacement Schedule Director Turner explained the equipment replacement schedules and how those are determined and allocated per year. She talked about equipment inflation. 01:15:13 Director Turner explained tables presented. 01:16:46 Assessment Forecasting Current Schedule Director Turner explained a spreadsheet for 7 years of budget forecasting explaining that we are underfunded in capital equipment replacement and what that will mean in the future for service levels. 01:20:25 Mayor Johnson asked questions related to the budget forecast. 01:20:43 City Manager Doug Russell provided an overview of next steps and what questions will be asked in the future in budget discussions. 01:22:00 Councilor Daoud asked about future considerations that Council will be discussing. 01:23:19 Councilor Daoud asked when the last increase was made in street assessments and how that was handled. 01:24:25 Mayor Johnson talked about the accumulation of inflation. 01:25:14 Director Turner spoke regarding possibilities of incremental increases over time. 01:26:19 Director Turner asked for direction related to options to bring forward especially as it relates to pavement preservation. Page 4 of 6 Kalispell City Council Minutes, February 12, 2024 Mayor Johnson provided further discussion. C. PUBLIC COMMENT Mayor Johnson opened public comment. 08:28:03 PM (01:28:51)Jaden Woepel,Public Comment Mr. Woeppel of 1122 4th Street West, the current chairman for the Flathead County Transportation Advisory Committee which oversees the Mountain Climber bus service spoke regarding openings on their Committee. He invited Council members to become part of the advisory committee. He explained that the next public meeting will be April 4, at 2 pm in the south county building above the Agency on Aging. If anyone would like to apply for the committee, they can send a letter of interest to the County Commissioners. He reported that he believes there are currently 4 open positions. Seeing no further public comment, Mayor Johnson closed public comment. Public comment received to Mayor and Council via email to publiccomment@kalispell.com can be seen at hllps://time.ci.kalispell.mt.us/WebLink/Browse.aspx?id=128274&dbid=0&repo=Kalispell. D. CITY MANAGER, COUNCIL,AND MAYOR REPORTS City Manager Doug Russell provided the following report: • Next week's council meeting will occur on Tuesday, as city offices are closed Monday for Presidents' Day. That meeting will include a resolution of support for the RAISE Grant for the next phase of the bypass, and the continued public hearing for SLIPA funds, as well as a related resolution for repair and maintenance of infrastructure. • The work session on February 26 will tentatively include further discussion on development of the solid waste master plan. • No work session will be scheduled for March 11 as it conflicts with the National League of Cities and delegate conversations in Washington D.C. 01:32:11 Councilor Nunnally spoke regarding open volunteer positions on County and City Boards and would encourage the public to get involved. 01:33:00 Mayor Johnson asked about the possibility of having a report to council from a representative of the County landfill Board explaining capacity, expansion plans and operations at the County Landfill. E. ADJOURNMENT Mayor Mark Johnson adjourned the meeting at 8:33 p.m. Page 5 of 6 Kalispell City Council Minutes, February 12, 2024 Aimee Brunckhorst, CMC City Clerk Minutes approved on, 2024 UPCOMING SCHEDULE City Offices Closed—February 19, 2024—Presidents' Day Next Regular Meeting—TUESDAY, February 20, 2024, at 7:00 p.m. —Council Chambers Next Work Session—February 26, 2024, at 7:00 p.m. —Council Chambers PARTICIPATION Watch City Council sessions live with the agenda and supporting documents or later with documents and time stamped minutes at: https://www.kalispell.com/480/Meeting-Videos. Watch City Council sessions live or later on Charter Cable Ch. 190 or via the City YouTube page at: hlt2s://www.youtube.com/kcilyofkalis]2ellmontana9632/streams. The City does not discriminate on the basis of disability in its programs, services,activities, and employment practices.Auxiliary aids are available.For questions about disability accommodation please contact the City Clerk at 406-758-7756. 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