MINUTES CITY OF MOSCOW CITY COUNCIL REGULAR MEETING April 7, Dan Carscallen, Art Bettge, John Weber, Wayne Krauss, Tom Lamar Bill Lambert, Mayor

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1 MINUTES CITY OF MOSCOW CITY COUNCIL REGULAR MEETING April 7, 2014 Mayor Lambert called the meeting to order at 7:00 p.m. Present: Staff: Absent: Dan Carscallen, Art Bettge, John Weber, Wayne Krauss, Tom Lamar Bill Lambert, Mayor Gary Riedner, City Supervisor Rod Hall, City Attorney Les MacDonald, Public Works Director Bill Belknap, Community Development Director Dwight Curtis, Parks and Recreation Director Ed Button, Fire Chief Kathleen Burns, Arts Director Tim Davis, Sanitation Manager Stephanie Kalasz, City Clerk Walter Steed PLEDGE OF ALLEGIANCE Weber led the Pledge of Allegiance. Fair Housing Month Proclamation - Mayor Lambert Mayor Lambert read the Fair Housing Month Proclamation. Belknap accepted the Proclamation on behalf of the Fair and Affordable Housing Commission. 1. Consent Agenda: Any item will be removed from the consent agenda at the request of any member of the Council and that item will be considered separately later. Approval by roll call vote. A. Approval of March 17, 2014 Minutes - Stephanie Kalasz B Moscow Mardi Gras Grant Acceptance Request - Eric Newell and Alisa Anderson Staff is requesting permission to accept funds in the amount of $1000 from the 2014 Moscow Mardi Gras Grant. Funds received from the Moscow Mardi Gras Grant will go to the Youth Scholarship Program, which assists youth in participating in Parks and Recreation activities and events. There is no match required for the Moscow Mardi Gras Grant. This item was reviewed by the Administrative Committee on March 24, 2014 with the recommendation for acceptance. ACTION: Accept the $1,000 Moscow Mardi Gras Grant for use in the Youth Scholarship program. C. Moscow Public Library Public Art Project - Kathleen Burns The Moscow Arts Commission has had several meetings with representatives from the Moscow Public Library to discuss a future public art project at the entrance of the Moscow Public Library. The Capital Project that was recently completed for the entrance of the library under the direction of Park & Recreation staff, generated approximately $2,300 in 1% for public art. The Moscow Art Commission is recommending a project be developed based at a figure of $15,000. The balance of the project monies would need to utilized from the Public Art accumulated fund Moscow City Council Minutes April 7, 2014 Page 1 of 8

2 balance. The 2013 year-end budget balance is at $51,418. Since the project only generated a base of $2,300, an additional $12,700 would need to allocated from the Public Art Fund. This was reviewed and recommended for approval by the Administrative Committee on March 24, ACTION: Approve and authorize additional funding from the Public Art fund in the amount of $15,000 in support of the Library project and authorize staff to issue a "call for artists". D. 400 Block of North Almon Street Lot Division - Mike Ray Ms. Helen Rogalski is requesting a lot division for a 1.07 acre parcel of land currently located at the 400 Block of N Almon Street in the City of Moscow. Ms. Rogalski is proposing to establish two parcels of 0.51 acres and 0.56 acres from the original parcel. The subject property is currently undeveloped and contains two City of Moscow sanitary sewer mains that cross the southern portion of the property. The purpose of the proposed lot division is to convey the southern 0.51 acre parcel which contains the sanitary sewer mains to the City of Moscow. City Council approved the property purchase agreement for the proposed 0.51 acre parcel at the March 17, 2014 City Council meeting. The existing parcel is located within the MB Zone where there is no minimum lot width or minimum lot area for commercial uses. The two proposed parcels will meet all zoning requirements for parcels located in the MB Zone. In accordance with City of Moscow requirements, property owners within 600 ft. of the property were notified of the proposed division and the site was posted seven (7) days prior to the meeting date. This was reviewed and recommended for approval by the Public Works/Finance Committee on March 24, ACTION: Approve the lot division request with no conditions. E. Paradise Path Task Force Revised Mission Statement - Tom Grundin The Paradise Path Task Force is proposing a newly revised Mission Statement to replace the existing version. The Task Force, at their November 12, 2013 meeting, approved the following Mission Statement, subject to review by the Park and Recreation Commission and final approval by City Council: "Paradise Path Task Force promotes and advises on the development of a path system in and around Moscow embracing three important community concerns: active transportation, recreation, and resource conservation/enhancement." The membership brought the revised Statement to the Park & Recreation Commission meeting on January 24, The Commission unanimously voted to support the Mission Statement revision and have it forwarded to City Council for consideration. The Statement was reviewed with the City Council as a component of the Task Force Quarterly Report #2 which was presented on March 17, with the Council requesting it be brought forward through the normal business channel of the City. The Paradise Path Task Force membership, after several discussions over recent months, arrived at the conclusion the Statement should be revised to more accurately portray what the Task Force is striving to accomplish. As the original Mission Statement (adopted May, 1994) focused primarily on linear parks and connections, the membership has acknowledged this phase of work has been primarily achieved over the years, and should now focus on the existing linear path system, and strive to develop a comprehensive trail system city-wide, as a means of providing more pedestrian/cyclist recreation and commuting opportunities. In November of 2011, the Task Force adopted a revised Mission Statement that was never officially considered or adopted by City Council. All three Statements are attached as a means of illustrating the history of the Task Force and its Mission Statements since the inception of the Task Force. The revised Mission Statement was reviewed and recommended for approval by the Administrative Committee on March 24, ACTION: Approve the revised Paradise Path Task Force mission statement as presented. Moscow City Council Minutes April 7, 2014 Page 2 of 8

3 Weber moved and Lamar seconded approval of the consent agenda. Roll Call Vote: Ayes: Unanimous. Nays: None. Abstentions: None. Motion carried. 2. Staff Recognition Report - Gary J. Riedner Riedner said Officers Kyle Pisula and Craig Preston were awarded their P.O.S.T. Intermediate Certificate. Officer Jay Waters received was awarded his Idaho Peace Officers Standards and Training Advanced Certificate. Jeff Spellman received the Moscow Volunteer Fire Department Firefighter of the Year Award for 2013 from the Veterans of Foreign Wars. Officer Phil Gray received the Lee Newbill Brotherhood Award at the Fraternal Order of Police Awards Banquet and Officer Justin Deane received the Moscow Police Department Officer of the Year Award at the same event. 3. Mayor s Appointments Mayor Lambert Mayor Lambert said he would like to appoint McKenzie Carscallen to the high school seat on the Moscow Arts Commission. The appointment was approved unanimously. 4. Public Comment and Mayor s Response Period (limit 15 minutes) - For members of the Public to speak to the Council regarding matters NOT on the Agenda; not currently pending before the Planning and Zoning Commission or Board of Adjustment; not the subject of a pending enforcement action; and not relative to a City personnel matter. Please state your name and address for the record and limit remarks to three minutes. No public comment was offered. 5. Sexual Assault Awareness Month Proclamation and Alternatives to Violence of the Palouse Presentation Mary Walsh, Alternatives to Violence of the Palouse (ATVP) Advocate, said recognizing this issue provides support for all people in the community. She read some statistics regarding how many people they have helped over the past year. She said Officer Phil Gray has provided education in the high school. She indicated that ongoing community support is vital and she listed some of the ways the community supports their agency and victims. Mayor Lambert said ATVP has been in the community for years and although it is sad, it is important to have this service available. He read the Sexual Assault Awareness Month Proclamation. Walsh accepted the Proclamation from the Mayor. 6. Moscow Volunteer Fire Department and False Alarm Reports - Ed Button Button discussed the Moscow Volunteer Fire Department and their success. He said there are 104 EMT s and Firefighters. He discussed the number of calls they received in He said the Department recently went through an audit and they have a Fire Defense Classification of 3 which is very good. He went through recent activity in the Department and said many people do not know that the Volunteers are a 501(C)(3) non-profit entity. He discussed various collaborative efforts that they are involved in. He said the student-resident volunteers are what keep the program running. It has been great and helps with the response time. He explained training that they provide including response exercises and discussed what is involved in volunteering. He said the Volunteers own Fire Station #1 and he listed some of the improvements that have been made there. He discussed false alarms and explained how they are reviewed. He said citations are to get compliance and not intended for revenue. He displayed the fee schedule for citations. The results have been positive because there has been a reduction between 2008 and Citations issued are about half what they were in He discussed community service and the outreach programs they have. The new fire prevention and home safety education trailer is now in service. He displayed photos of various activities and there was some discussion. Moscow City Council Minutes April 7, 2014 Page 3 of 8

4 7. Sanitation Roll Cart Report - Tim Davis Davis discussed the change to the roll cart system and answered questions about the program that were sent to the Mayor as well as providing some statistics. He said the tonnage has been reduced by 1.5% through January of 2104 which means unnecessary water-weight has been reduced. He discussed issues that have been resolved. Mayor Lambert said people are sometimes reluctant to change but statistics show that this is working well and is saving money for the citizens of Moscow. Krauss said he often still sees carts overfilled where the lids are not closed. He confirmed that people get charged if the lid cannot be closed. He asked about people having their carts in the right direction. Davis said a person can get one free return service during the year if the garbage is not taken for that reason. After that there is a charge for return service. There was discussion about single stream recycling, automatically changing the size of the cart for a customer if they regularly put out extra, and about carts in the bike lanes. 8. Standard Construction Drawings Revisions Les MacDonald/Kevin Lilly Moscow City Code references Standard Construction Drawings and Specifications documenting construction standards for public streets and utilities. The existing Standard Drawings were last updated in Engineering staff is suggesting modifications to the standard drawings in order to improve upon the design and installation of Moscow s public infrastructure and to clarify related details. The drawings proposed for adoption include the street standards recommended by the Moscow Transportation Commission, as well as multiple drawings depicting construction standards for common infrastructure improvements. Drawings have been added for public alleys, private streets, repair of street and alley cuts, a combination curb inlet storm drainage structure, and for a situation requiring a shallow manhole. The notes that accompany each drawing have also been updated and revised for clarification. The City's Standard Specifications are not being recommended for modification at this time but will most likely be edited this year and brought to the Council for adoption. The drawings were presented to the Public Works/Finance Committee on March 24, 2014, at which time Staff was directed to edit Drawing 1a Local Street (34' Street) to expand the dimension of the two travel lanes from 18 feet wide to 20 feet. This change has been incorporated in the revised drawings being submitted for adoption. ACTION: Approve the revised Standard Construction Drawings and related Resolution which will be number or take such other action deemed appropriate. MacDonald said Lilly had a family emergency so he will be presenting in his place. He presented the issue as written above. He said the biggest changes to this document are in the areas of street standards. He went through the changes that have been made which largely had to do with making things more clear. He said the order of the drawings has been revised and collector street parking has been addressed. He discussed the need for wider sidewalks. A standard has been created for public alleys and for private streets. He said the size of cul-de-sacs has been under discussion due to Fire Code requirements. There was some discussion. MacDonald continued through the changes and said new Americans with Disabilities Act Standards have also been included. He discussed driveway standards. He said the Public Works/Finance Committee requested that a modification be made local street standards. He indicated that the document was based on the recommendations of the Transportation Commission. There was discussion. MacDonald said in the instance of local street standards the Public Works/Finance Committee asked the street width to be changed to the staff recommendation to meet Fire Code standards. He displayed a drawing of the street standards and discussed it. There was discussion about the reasoning behind the local street standards. Krauss said the developers costs need to be considered as well. MacDonald said the items required are not significantly different than what they were previously. He explained the actual differences in Moscow City Council Minutes April 7, 2014 Page 4 of 8

5 infrastructure and the difference between local and collector streets. There was some discussion and MacDonald displayed a drawing for collector street parking. Carscallen moved and Weber seconded approval of the standards and related Resolution with the adjustment of the sidewalk to one half foot towards the center of the street. Roll Call Vote: Ayes: Unanimous. Nays: None. Abstentions: None. Motion carried. 9. Bid Results - Moscow School District Community Playfields - Gary J. Riedner In 1993 the Moscow School District purchased approximately 28 acres of land at the northeast corner of Joseph Street and Mountain View Road for a future elementary school site. In 1998 the City of Moscow approached the District to discuss the possible development of playfields upon the property. In 1998 the City and District contracted with Hodge and Associates to conduct a study of the property to develop a master plan to place recreation fields upon the property that could be used jointly by the District and City. An extensive public input process was incorporated into the development of the 1999 final master plan. The final plan was adopted by the City and District in The City and District have recently renewed their partnership for the development of community playfield through multiple discussions between both parties over the course of the last two years. This partnership was formalized within an Intergovernmental Agreement that was entered into in August of The Agreement states the District and City will jointly fund the project, the District will have priority use of the facility for District activities, the City will assume programming and maintenance responsibility for the facility, and the District and City will share the maintenance and operational expenses equally. The 2013 Agreement states that the bases of the design of what is to be constructed will be the 1999 Master Plan. A limited design review and confirmation phase was established within the 2013 Agreement with the creation of a Design and Planning Team (DPT) that includes representatives of the major organized sports organizations, to allow the opportunity to evaluate and confirm the 1999 Master Plan and make any necessary refinements or adjustments that may be necessary due to changes in organized athletic facility standards or new community needs. The 2013 Agreement also created a six member Authorized Representatives Committee (ARC) group which includes three representatives from the City and three representatives from the District to provide oversight of the project. The design team of Design West Architects, the Land Group and Hodge and Associates has been selected by the City and District for the project. The DPT conducted four meetings to review the 1999 Master Plan and provide direction regarding desired field dimensions and facility elements and amenities. Additionally, two public open house meetings were conducted to inform the public of the project and solicit comments and public input. Based upon the input from the DPT and public, the design team has completed the facility concept design as illustrated upon the attached documents. All of the primary components of the 1999 Master Plan have been incorporated within the current design, although some are not likely to be constructed within the current project due to budgetary constraints. The DPT also provided input regarding the relative priority of a variety of facility elements and amenities. That prioritization was reviewed by the ARC, City Council and MSD Trustees and was utilized in determining elements that would be included in a base project and which would be bid alternates. The project was let out to bid on March 8, 2014 and was published in accordance with law. Bid opening was held on April 1, 2014 at the Moscow School District Board Room. Three bids were received and the results are included in the attached bid tabulation sheet. The lowest apparently responsive base bid exceeds the base project estimation by approximately $450,000. Bids are valid for 45 days from opening. Staff from the City and District have been working with the design professionals to review the bid responses and project scope to investigate the potential for adjustments to either bring the project within proposed estimates, or to propose alternatives, which might include deductions/reductions in the scope of the project, increased funding and/or identification of alternative funding sources. An additional alternative could include rejecting all bids and postponing the project in order to re-bid at a more advantageous time of the year. Moscow City Council Minutes April 7, 2014 Page 5 of 8

6 ACTION: Accept report and provide direction to staff. Riedner presented the issue as written above and provided background information. He discussed the base project and twelve alternates that were included in the bid proposal. He said the bid opening was on April 1 st. Unfortunately, the base bid came in at $2,970,000 so the project is short money to compete that part of the project. Staff has been working with the project architect to determine the reasons for the high bids since the estimate for the base bid from a professional estimator was off by 15%. He said most contractors already have their work for this season. He discussed options available. He said the ARC will meet on Wednesday and the architect team will meet on Thursday. A market analysis will also be done. The bids are good for 45 days. He said he is just giving a report with no recommendation being made at this time. Mayor Lambert said this has been a work in progress for quite some time. There are a number of groups who have spent hours to make this happen. He said we need to figure out how to make things work. This needs to be done right and to happen relatively quickly. There was some discussion. If the project changes significantly then it will have to go out to bid again. Weber asked how much the project would cost if all twelve alternates were completed and was told it would be a total cost of about 3.6 million dollars. Belknap discussed the pricing and said it was never intended that all twelve alternates be completed but there was hope for a few. He said it is possible that some of the contingency money could be used. There was some discussion. REPORTS: Administrative Committee Lamar said items discussed at the Administrative Committee were covered on the Council agenda. Public Works/Finance Committee Carscallen said all of the Public Works/Finance Committee items were covered on the Council agenda. Other Boards & Commissions Tree Commission Carscallen said the Tree Commission discussed Arbor Day. Clearwater RC&D Lamar said the Clearwater RC&D worked on agricultural economic development issues. Human Rights Commission Weber said the Human Rights Commission had a report on Coming Face to Face with Hate and a Search for a World Beyond Hate approximately 50 people attended the meeting and they have sessions set up at Moscow High School and the University of Idaho as well. Community Walk will be April 26 th. They also discussed getting fresh water to the Syringa Mobile Home Park. Planning and Zoning Commission Weber said the Planning and Zoning Commission reviewed a funeral home/mortuary amendment, University District Zoning review and consideration, and a tandem parking draft amendment. Moscow Urban Renewal Agency Weber said the Urban Renewal Agency had a guest presentation regarding the value of the Moscow Farmers Market. The MURA annual report was given as well as a Legacy Crossing update. Executive Director Jeff Jones is attending brownfield training. He said Jones will also be visiting a Sacramento silos project which has been completed. SMART Transit Krauss said SMART Transit met with the District Coordinating Council. He said they were not given an opportunity to give a presentation they were just given three minutes. They received Moscow City Council Minutes April 7, 2014 Page 6 of 8

7 91% of their requested amount. They are still looking for funding from the City, University of Idaho and corporations. Sustainable Environment Commission Bettge said the Sustainable Environment Commission has the Earth Day Awards, Sustainability Festival and the Race for Action with the University of Idaho. A film dealing with trash will be at the Kenworthy on the 6 th of May. Lamar, Carscallen and Bettge discussed other events they attended over the past few weeks. Mayor Mayor Lambert said the Airport Board discussed the runway realignment. That subject was discussed at the Quarterly Regional Breakfast as well. Riedner said April 18 th there is a reception for Dr. Staben. City Clean-up Day will be May 2 nd. Motion to adjourn to Executive Session per Idaho Code (1)(c) Weber moved and Lamar seconded to adjourn to executive session and the meeting will not reconvene. Roll Call Vote: Ayes; Unanimous. Nays: None. Abstentions: None. Motion carried. The meeting concluded at 8:52 p.m. ATTEST: Bill Lambert, Mayor Stephanie Kalasz, City Clerk Moscow City Council Minutes April 7, 2014 Page 7 of 8