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01-28-87 Finance Comm MinutesJanuary 28, 1987 PUBLIC WORKS/FINANCE/PARKS COMMITTEES 5:00 P.M. Chairmen Ruiz, Palmer and Manning and Councilmen Schindler and Hafferman in attendance. Mayor Kennedy, DPW Hammer, Parks Director Drent, Surveyor Zavodny, Construction Inspector Van Dyke, Street Superintendent Brady, Clerk Halver, Rick Goucher, Mr, and Mrs. Charles O'Neil, Charlene O'Neil and Roger Hopkins of the Daily Interlake also present. O'NEIL PARKLAND PROPOSAL - The O'Neils plan involves a subdivision with 9 lots located within the area of SID #337. The4proposed parkland for the sub- division is along the drainage ditch between Woodland Park and Dry Bridge Park. This parkland would complete the corridor between Dry Bridge Park and Conrad Park. The area is not in the flood plain but it is the overflow from Woodland Park and the water level can vary depending on the time of year. 16,000 square feet of parkland dedication is required by the subdivision regulations - the area of parkland proposed by the O'Neils is 54,000 square feet. An added benefit to control of the creek is control of the storm drainage. S/W Supt. Hyde contacted Marc Spratt for input concerning possible City liability and his response was that if there were no buried dumpsites or other hazardous waste disposal the site would be an advantage to the City because of the control of the drainage and the possible future work that might need to be done to the steep bank. The Parks Committee members were favorable to accepting this land for parkland. The second portion of the O'Neil request is based upon a letter of agreement with the City dated February 2, 1981 which basically states that in exchange for a 50' public right-of-way the City would,"at a future time yet undetermined", build an access road within the right-of-way of the same quality of other roads in the vicinity. O'Neils are asking that this road be built as access to the 9 lot subdivision rather than in the right-of-way in the original agreement. There was discussion concerning the proper way to make the exchange and it was agreed that the Committee would recommend to Council that the square footage of the roadway to be built in the original agreement could be transfered to the 9 lot parcel. Any additional square footage in the road would have to be borne by the developer. This issue will be finalized when the proposal comes under subdivision review. DPW Hammer stated that the layout that is proposed will have,to be altered some because there is a problem with access to Lot 9. The O'Neils also requested help on the sewer and water for the 9 lots in exchange for the large amount parkland being donated. This "help" would be in the form of construction of the sewer main from College Avenue to the end of the cul-de-sac serving the proposed subdivision. .This subdivision could not go to plat before the SID because sewer was not available. S/W Supt. Hyde pointed out that the City had passed a change order extending the main to the property line. For the City to participate beyond the property line would be contrary to subdivision regulations and City policy. The O'Neils have a problem selling lots and getting clear title without paying off the entire $16,000 on the bond. The alternative would be for the O'Neils to pay off the bond and pass the cost along in the sale of the lots. It was also pointed out that the assessment for the bond includes the parkland which is now being dedicated to the City. At the same time the benefits to O'Neils may be greater because without . the sewer system provided by the City they would be unable to subdivide this area because of the moratorium on septic tanks. The City will accept the proposed parkland dedication and will agree to build the road to the same square footage of the original agreement. The third portion of the request will be decided upon during subdivision review. i PUBLIC WORKS/FINANCE/PARKS COMMITTEES January 28, 1987 Page 2 GARBAGE REFUND POLICY - The Committee read the one page policy put together by the Public Works Department as well as the procedure sheet that will show all available information concerning each refund. C. Schindler suggested that the wording be changed from "review by the appropriate Council Committee" to "review by the City Council" as requested. The Committee unanimously agreed to present the policy to the Council for approval. Clerk Halver asked whether overcharges found on the tax records should be automatically refunded, or whether he should wait for individuals to request them. The Committee felt that it was the responsibility of the individual to request a refund. The records will be brought up to date and changed to go with the new system, however. GARBAGE ORDINANCE - The ordinance was tabled and in the interim the Public Works staff has made some additional comments and questions concerning the wording of the ordinance. It was decided that the Council should receive copies of the proposed ordinance as well as the Public Works' staff comments to review before it goes to the City Attorney for final rewriting. The subject of enforcement needs to be addressed and DPW Hammer was asked to get input from the Police Chief in this area. This will be discussed at the next meeting. The lifespan of the containers was also discussed, as well as whose responsiblity it was to replace them when they wear out, The Committee felt the cost of replacement should be built into the budget. The question of sanitizing the containers was raised and DPW Hammer stated that it would be done as needed, which would probably be no more than once a year, The City can use a seasonal employee with a sprayer. TAXES/ASSESSMENTS UPDATING - The Mayor stated he had been pursuing this issue and asked Clerk Halver. to tell the Committee his findings. Clerk Halver stated that he had reviewed one micro -fiche card, which represents approximately 5% of the total City residences, in less than two hours. He estimated 40 manhours to check the listings and write change orders. The major work involving checking out possible problems would have to be done by the City Surveyor and the Public Works Department. The Committee was in agreement that the work be done in-house without hiring any additional employees. Clerk Halver was asked what effect had been felt from protested taxes, but he replied that for the taxes affecting the City it doesn't appear to be too much. CURB CUT REQUEST - 2ND AVENUE AND 2ND STREET WEST - Kyle Yearout of Great Falls is planning to open an Amco transmission shop in the old Foy's Tire market. He will be using the garage door that opens on the west side of the building and would like the present curb cut widened to provide access to the garage door. Allowing this widening of the present curb cut would mean the loss of one parking place. There was discussion of making the parking spaces smaller and designating them for compacts, but the ordinance calls for 20' spaces and changing that would increase City liability. Surveyor Zavodny suggested granting the request in exchange for deleting the curb cut closest to the corner. This would not only save the parking spaces but would improve the safety of the inter- section. The Committee approved the request with that condition. A letter will be sent to Mr. Yearout.outlining the Committee's decision. PUBLIC WORKS/FINANCE/PARKS COMMITTEES January 28, 1987 Page 3 OLD AGENDA ITEMS/LOOSE ENDS - DPW Hammer explained that the Public Works Department has made a list of all agenda items for the last year and will finish verifying that each item has been completed or what the status is and will have it ready for the next meeting. He pointed out that one item, that of whether the Street Department will do construction or maintenance or a combination of the two, must be decided before he can complete Budgets for the coming year. C. Palmer asked that the Public Works Department provide pros and cons, figures, and recommendations as soon as possible so that the decision can be made. C. Palmer also asked that more information be provided on the asphalt patching machine, stating that if it works as well as projected it would be a good tool to keep employees busy during the winter months. DPW Hammer pointed out that because the patching program was so successful there has been only one call about potholes this winter. Street Supt. Brady stated he had arranged to get cold mix from the county free of charge until the hot plants open in the spring. DPW Hammer pointed out that the reconstruction program is also paying off in less maintenance, and cited 5th Avenue West area as an example, as well as North Meridian. Surveyor Zavodny stated that he felt proud of the Public Works Department's accomplishments and the problems that have been resolved. C. Palmer responded that he should be proud, that the City has seen things come together. He suggested • that the other council members take the time to look at the map of street recon- struction that is hanging in DPW Hammer's office. It is impressive. Thirty-nine and a half blocks were reconstructed this last construction season, and the average for the last three years has been about 30 blocks a year. Information from Los Angeles County that shows that Kalispell is doing a higher percentage of streets per year than they are. And at the Montana League of Cities council members from Missoula were astounded that Kalispell was accomplishing the number of blocks of reconstruction we were with our small crew, compared to what they are doing with 25 street personnel. MAYOR'S EXPENSES - C. Palmer stated that he and C. Ruiz had had a conversation about this and he had also talked with the Mayor, and the policy needs to be clarified. Questions to be answered include reimbursement for dinners the Mayor is required to attend, and where the spouse's attendance is required will the City reimburse? The policy needs to be in black and white. C. Ruiz stated that this had never come up before because past mayors had always paid for themselves. He questioned the legality of paying for a spouse's expenses. Attorney Neier will be asked for an opinion. A case in point was the Chamber of Commerce dinner. The City did pay for the mayor, but not his wife. C. Ruiz stated that the Chamber should have paid for both of them. Another question is for the United Way. C. Ruiz didn't feel the City should pay for that at all. Mayor Kennedy brought up lunches and breakfasts that are required. C. Schindler asked if they should also pay for councilmen. C. Palmer thought that if they were required to be there the City should pay for it. C. Schindler stated that this type of thing was something that the Mayor knew ahead of time and he should expect to take • care of it himself. C. Manning felt that a person could not anticipate everything ahead of time, but that if he is representing the City the City should cover the expenses. Mayor Kennedy stated that during one week last spring he spent $150 covering expenses that he would not have had if he had not been Mayor. That included the lst Annual KDC Banquet at $75. C. Ruiz didn't see what was meant by representing the City. He felt that the KDC didn't represent the City. PUBLIC WORKS/FINANCE/PARKS COMMITTEES January 28, 1987 Page 4 C. Palmer stated that he wouldn't think much of the Mayor if he was not attending all the functions that give him the pulse of the City and what is going on in it, and the comraderie that it requires to work problems out with these individuals that have the influence of those organizations. If he is expected to be there to be that liason with the City and those groups he is required to be there and his expenses should be covered, just as any business or corporation would. C. Ruiz took exception to the comparison to business and corporation and said that we were a public body with taxpayers money. C. Schindler asked what about his salary, and a discussion of whether it was a fulltime position or not. C. Ruiz stated that the reason the salary went to $20,000 was because the Council felt it was fulltime. C. Palmer asked Mayor Kennedy to write down his questions and the Finance Committee would take it to the Council for clarification. Mayor Kennedy stated that he didn't want to cause a turmoil but would simply like to know what was allowed. It was pointed out that a line item for expenses for the Mayor can be made part of the budget. C. Ruiz felt that the Mayor should pay as he goes because he has to eat anyway. C. Palmer Pointed out that a business man can write off things like this on his taxes, the Mayor cannot. C. Palmer stated he wanted to compliment Clerk Halver on his memo dated January 13, 1987 on pending projects. It is the first he has seen of something like this and he would like to see more. Because Clerk Halver had already left . the meeting several of the items listed will be discussed later. .C. Ruiz stated that the claim (Mayor's expense) was not approved but it was paid anyway, and he would like to know who took it upon themselves to do that? Mayor Kennedy asked how many signatures were required, and the response was that it required committee action and two were required for any committee action. ajg • GB-0003-87 .,.� ��r"NA /� John "Ed" Kennedy, Jr. Mayor OF G w Mayor ' GARBAGE REFUND POLICY Drawer 1997 Kclisnell, ndon'ana 59903-1997 1. Upon receipt of a request for refund, the Public Works Department shall check out all available evidence regarding the request. A. Claims for refund based on assessments'fot the number or cans shall be retroactive only to the implementation dates for the sidearm loader: September 1985 for the west side, September 1986 for the east side. • B. Claims regarding the number of living units per property assessment shall be researched by the Public Works Department, with an on -site inspection if necessary. C. Claims for other situations where the tax records show an obvious assessment error shall be properly adjusted by the City Clerk. 2. The Public Works Director shall forward all information and and recommendations regarding claims to the City Clerk, who shall approve or deny all claims. The City Clerk shall correct the assessment records as necessary and when applicable shall direct payment of just claims. 3. Refunds shall be made to the nearest quarter year when applicable: 1st Quarter - January, February, March 2nd Quarter - April, May, June 3rd Quarter - July, August, September 4th Quarter - October, November, December 4. A log of all refund requests, actions taken, and the amount of adjustment shall be kept by the City Clerk for review by the City Council as requested. • -5. Any unsatisfied property owner shall have the right to appeal the decision of the -City Clerk to the City Council through the Public Works Committee. 1/28/87 0 • GARBAGE REFUND PROCEDURE All requests for refunds shall be directed to the Public Works Department. NAME ADDRESS PROPERTY ADDRESS DATE TELEPHONE TAX ASSESSOR NO. BASIS FOR REQUEST AVAILABLE INFORMATION PUBLIC WORKS DEPARTMENT RECOMMEN➢ATION DATE FORWARDED TO CITY CLERK REQUEST APPROVED ACTION TAKEN . AMOUNT OF BY: DENIED Return copy of this form to the Public Works Department.