MINUTES OF THE CITY COUNCIL MEETING FOR THE CITY OF HAYDEN, KOOTENAI COUNTY, IDAHO. June 11, 2013

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1 MINUTES OF THE CITY COUNCIL MEETING FOR THE CITY OF HAYDEN, KOOTENAI COUNTY, IDAHO June 11, 2013 Regular City Council Meeting: 5:30 PM Hayden City Hall, 8930 N. Government Way, Hayden, ID CALL TO ORDER Mayor Mcintire called the meeting to order at 5:30pm. ROLL CALL OF COUNCIL MEMBERS and Council Members Timmins, Panabaker and DeLange were present. FLAG SALUTE Mayor Mcintire asked to lead the Pledge of Allegiance. ADDITIONS OR CORRECTIONS TO THE AGENDA Mayor Mcintire noted an Exhibit A clarification had been distributed for replacement of the existing exhibit in Consent Calendar Item IP, rth Idaho Sports Complex LLC Annexation Agreement. He also noted the removal of Item 7A, the Discussion of Contract between Hayden Urban Renewal Agency and the City of Hayden--HURA Property Lease and Improvements from the agenda. 1. CONSENT CALENDAR A. Approval of May 28, 2013 Regular City Council Meeting Minutes B. Approval of June 6, 2013 Special City Council Meeting Minutes C. Ratification of Nielson Cap Fee Agreement D. Acceptance of Infrastructure, Cody's Place Subdivision E. Approval of Bid Award and Purchase Agreement Hayden Hot Mix Asphalt Supply, Interstate Concrete and Asphalt Company F. Approval of Hayden Elementary LS Bypass Consulting Agreement Addendum, Welch-Comer Engineers, Inc. G. Approval of Final Plat, Stone Creek Subdivision (formerly Rocking R rth Subdivision) H. Approval of Innovate Business License Software Contract I. Approval of Roy A. Armstrong Annexation Agreement J. Approval of Robert C. Farr Annexation Agreement K. Approval of Bluegrass Development LLC Annexation Agreement L. Approval of Upper Columbia Corporation of Seventh-day Adventists Annexation Agreement M. Approval of James M and Karen D. Kimball Family Trust Annexation Agreement N. Approval of Bio Photon Engineering and Research, P.A. Profit Sharing Plan Annexation Agreement 0. Approval of Idaho Forest Industries, LLC Annexation Agreement P. Approval of rth Idaho Sports Complm< LLC AAAexatioA AgreeFReAt Q. Approval of Patsy Anderson Agreement for Services for Spanish Lessons R. Approval of Aida Zeff Agreement for Services for Pinterest Palooza Classes S. Approval of Vito Barbieri dba Vito's Honeysuckle Beach Concessionaire's Agreement T. Approval of Bills for Payment Mayor Mcintire read the Consent Calendar items and called for any discussion. asked that Item P, the rth Idaho Sports Complex LLC Annexation Agreement, be pulled from the Consent Calendar so it could be discussed. Hearing no response to a request for any further discussion, Mayor Mcintire called for a motion to approve the Consent Calendar without Item P. Council Member Panabaker made the motion. seconded the motion. Hearing no response to a call for any further discussion, Mayor Mcintire requested a roll call vote. City Council Minutes- June 11, 2013 Regular Meeting Page 1 of5

2 All members were in favor and the motion was approved. In discussion ofltem P, requested an update on what she had heard about work being done on this property without the required permits and sought clarification on whether or not the actions affected the City's annexation of the property in any way. City Administrator Stefan Chatwin reported that he and Community and Economic Development Director Connie Krueger had met with the rth Idaho Sports Complex people and clarified the expectations the City would have if the property was annexed into the City. One expectation discussed is that there would be no dirt movement or work done on the site whatsoever that would include any reclamation work or mining or dirt work or agricultural work of any kind until all necessary permits, including the special use permit, have been obtained and the permitting process has been completed. The applicant was agreeable to that and said that there would absolutely not be and that the equipment would not be utilized out there. The City would not have a problem with the astro-turf being stored there if the property was in the city, but they could not put it in position or lay it out until the permitting process is complete. City Attorney Nancy Stricklin clarified that once the property is annexed into the City, county regulations no longer apply to the property. She also clarified that the Department of Lands Remediation Agreement does not negate the City's zoning and that anything they were looking at doing through that agreement that is in conflict with our zoning they could not do. expressed his concerns about bringing the problems the County was having with them into the City. Mayor Mcintire asked for a motion to approve Consent Calendar Item P, the rth Idaho Sports Complex LLC Annexation Agreement with Replacement Exhibit A. In response to a question from Council Member Timmins about Exhibit A, City Attorney Stricklin explained that it is related to the sewer issue and clarifies where the trigger for sewer is. Hearing no further discussion, Mayor Mcintire asked again for a motion to approve Item P, the rth Idaho Sports Complex LLC Annexation Agreement with Replacement Exhibit A. made the motion. Hearing no second to the motion, Mayor Mcintire asked City Attorney Stricklin to comment on what happens if the agreement is not passed. She responded that all of the annexation agreements must be passed in order for the property to be annexed. Mayor Mcintire called again for a second to the motion. The motion died for lack of second. 2. VISITOR/PUBLIC COMMENTS (5 Minutes Maximum on n-agenda Items) There was no visitor/public comment. 3. COMMISSION/COMMITTEE REPORTS A. Parks and Recreation Commission Commission Chair Dave Reid reported that the Kite Festival at Broadmoore Park was highly successful with over 200 participants. He noted the Bike Rodeo was put on hold because the school wanted to charge for use of the facilities. They will look at doing in in a park when school starts again. He reported on the Spokane to Sandpoint Relay Permit Application. Community Services Director Suzanne Cano commented that it had been approved. He noted that he had discussed summer jobs for kids at Honeysuckle Beach. Mr. Reid talked about the summer baseball league and extended the program. 4. UNFINISHED BUSINESS A. Bluegrass Annexation Ordinance After City Attorney Stricklin noted that this item needed to be pulled because all of the annexation agreements were not approved, asked if Item P could be reconsidered. She noted that she would like to have the item reconsidered as long as the applicant is agreeable to getting all of the required permits. In discussion, expressed concerns over the history of problems the county has had with getting them to follow the County requirements, noted that the use of porta-potties out there is still an issue for him, and indicated that his mind has not changed. City Attorney City Council Minutes- June 11, 2013 Regular Meeting Page2 ofs

3 Stricklin said could make a motion to reconsider the item. If that motion passes, then a motion on the item itself could be made. made a motion to reconsider Consent Calendar Item P, the rth Idaho Sports Complex LLC Annexation Agreement. seconded the motion. Council Member Timmins noted that he agreed with 's comments. He noted that the work done extends beyond mining reclamation and the ground has been prepared to the point that all they need to do is put down the turf. He indicated that he was not supportive of reconsideration. Council Member Panabaker noted that at this point in time they are in violation with the county and they have agreed to follow the City's rules. clarified that he has faith in the City Staff to ensure that the rules are followed. He is trying to help keep City Staff from having a fight on their hands because this organization does not want to follow the rules. He is looking at their history, even though it doesn't fall under the City's jurisdiction. Mayor Mcintire called for the question on the motion to reconsider Consent Calendar Item P, the rth Idaho Sports Complex LLC Annexation Agreement. With two in favor and two opposed, the Mayor voted "" in favor and the motion was approved. Mayor Mcintire asked for motion to approve Consent Calendar Item P, the rth Idaho Sports Complex LLC Annexation Agreement with Replacement Exhibit A. made the motion with a statement that he expects the organization to keep their word. seconded the motion. Hearing no response to a call for any further discussion, Mayor Mcintire requested a roll call vote. With two in favor and two opposed, the Mayor voted "" in favor and the motion was approved. With the passage of Item P, the Bluegrass Annexation moved forward for consideration. City Planner Jill Bowes called attention to the ordinance in the City Council packets and asked for questions. Hearing no response to a request for any discussion, Mayor Mcintire asked for a motion to read the Bluegrass Annexation Ordinance by title only, to suspend a rule of reading in full on three separate dates, and approve the first reading. The motion was made by and seconded by Council Member DeLange. Hearing no response to a call any discussion, Mayor Mcintire requested a roll call vote. All members present were in favor and the motion passed. Mayor Mcintire read the Bluegrass Annexation Ordinance by Title only and asked for a motion that the Ordinance be adopted having passed its first reading by Title only and published by summary incorporating the Title as a core of the summary upon passage. The motion was made by and City Council Minutes -June 11,2013 Regular Meeting Page3 of5

4 seconded by. Hearing no response to a request for any further discussion, Mayor Mcintire requested a roll call vote. A quorum of members present was in agreement and the ordinance passed. B. Update on Summer Event Series Community and Economic Development Director Connie Krueger and Community Services Director Suzie Cano reviewed the events being held this summer and the marketing that is being done this year. Addressed were the Farmers Market, movie night, concert series, official opening of Stoddard Park, and commission events. Ms. Krueger also talked about the implementation of the Way Finding Signage on US NEW BUSINESS A Sewer Utility Customer Service Policy City Clerk Vicki Rutherford noted that the City is required to have a customer service policy for sewer utility service as part of our loan. The policy addresses how services are accessed along with the process of bill payment. Hearing no response to a request for any questions, Mayor Mcintire called for a motion to approve the City of Hayden Sewer Utility Customer Service Policy. made the motion. seconded the motion. Hearing no response to a call for any further discussion, Mayor Mcintire requested a roll call vote. All members were in favor and the motion was approved. B. Purchasing Policy City Attorney Nancy Stricklin reviewed the key points in the policy and noted that the policy provides guidelines for the Department Directors with regard to purchases and contracts. Hearing no response to a request for any questions, Mayor Mcintire called for a motion to approve the City of Hayden Purchasing Policy. made the motion. seconded the motion. Hearing no response to a call for any further discussion, Mayor Mcintire requested a roll call vote. All members were in favor and the motion was approved. 6. REPORTS A City Administrator's Report and Calendar Review City Administrator Stefan Chatwin talked about some events in addition to the ones addressed in the update provided earlier in Item 4B. After inviting City Council members to attend the Employee Awards in the morning at 8:30am, he provided some updates for the regarding the couple with the sewer problem and the trailer park issue. He noted that the agreement related to the sewer situation has been approved. City Council Minutes -June 11,2013 Regular Meeting Page4 of5

5 B. Mayor/Council Roundtable Discussion (Reports and n-action Items) reports were given. 7. WORKSHOP A. Discussion of Contract between!=iayden Urban Rene'lt'al i\gency and the City of!=iayden I=IURA Property Lease and lmpro Jements This item was pulled from the agenda. B. FY2014 Budget Workshop #1 City Administrator Stefan Chatwin handed out budget information and noted that tonight's workshop will cover revenues and expenditures. He also noted that the next workshop will cover impact fees and the Capital Improvement Plan. After reviewing some of the revenue items and addressing some new ones anticipated, Mr. Chatwin talked about expenditures. He noted the increase anticipated in health care costs and the potential need to increase the deductible to minimize the premium increase. He also noted additional expenses for law enforcement included in the budget for an additional deputy and vehicle as well as an increase in salary and benefits for the existing deputies servicing Hayden. After touching on some of the budgeted items for each department, Mr. Chatwin pointed out how some of the expenses would be funded. He also pointed out some of the Public Works Department items that were requested and had been cut from the proposed budget to help keep down the amount that would need to be taken out of reserves for FY2014. After talking about CUD fund revenues from LIDs that have been paid off but still have assessments coming in, and noting some one-time fund expenditures those funds would be used to cover, Mr. Chatwin noted that this budget would require using about $245,000 from reserves. He also noted that, for the current budget year, the City Council had approved using $250,000 from reserves to cover expenses. Due to the careful use of funds throughout the year and some revenues coming in at a higher amount than projected, it looks as though the amount drawn from reserves for this year, if any is needed, will be significantly less than the amount approved for the current budget. Following some additional comments about the use of reserve funds, Mr. Chatwin asked City Council members for their questions and encouraged them to contact him or City Staff members if they fmd they have questions that arise as they are reviewing the information. 8. ADJOURNMENT made a motion to adjourn. seconded the motion. The meeting adjourned at 7.22pm. City Council Minutes - June 11, 2013 Regular Meeting Page 5 ofs

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