HomeMy WebLinkAbout1997-10-22 Council Minutes - Work Session• xMNni cmTt ccOvNcu.
woaK SESSION
oeToRZR 22t 1997
7:00 P.M.
KBNAI CONMIUNCtY LtBRIIRY CA1fA'ERFItCE ROOM
Council Present: Williams, Measles, Smalley, Moore, Bookey, Swarner and
Bannock.
Staff Present: Freas, Graves, Ross, La Shot, Morris, Elson, Frates, DeForest, and
Semmens.
Others Present: David Lucas, Peninsula Clarion, Representative Mark Hodgins
Capital Improvement Proiect List:
Williams requested a list be developed, with two specific columns or in chronological
order to make a five-year plan which can be funded and followed. He added, there are
• two political climates at the legislative level: those who don't want to spend anything
and those that think the purse strings need to be loosened. Also, two groups wanting
to make some changes are the Educational Endowment and the Alaska Conference of
Mayors (pushing a community permanent fund).
City Manager Ross referred to the second page of his memorandum. and noted, the
$25,000 listed for the dock area paving, should be $75,000. Ross noted, council may
want to put the bluff erosion control aside to investigate whether it wants the state to
sponsor a share of the Corps study. He added, Senator Torgerson was optimistic and
the council may want to investigate that possibility.
o'ec_t galt Time Line
fewer Treatment Plant Expansion: $5,000,000 1999 -Begin design
schematic
2002 - Construction
The expansion will be required within three years.
Roads: $2,5d01,000 Ongoing - Yearly need.
Lots of roads will be needing repair in the next five years and existing road
maintenance funding will be needed in the budget. Ross reported, it was his
understanding municipal matching grant monies would be used for street paving
projects. There is approximately $357,000 available at this time.
0
KENAI CITY COUNCIL WORK SESSION
OCTOBER 221 1997
PAGE 2
Ross explained, the city cannot use as their match with municipal matching grants,
DEC gmat funds. In the past it could be done, but no longer. At the Septe mbar 10�h
work session, council decided to use the snatching grants for street main
ance
every y - 000 each year with the city match.
ear making available $25m0 000 �o ��sO but could be used for chip sealing,
This would not be enough to do a� p j
repaving, etc. The paperwork for DEC grants was submitted by October 1.
Okly, ;�_y • ti.
-hanars at the
Williams suggested adding to the list the possibility of cou. nci to discuss better for coup the matter
airport. Ross stated, he thought it would be
after : eviewing the Airport Comprehensive Plan (which will. come to their in the near
future). Measles suggested waithig to discuss the matter �� ecrthe strategy, etc.
ort
manager is hired and the person has time to suggest g
Williams agreed.
I)EC Mat -chins Grran ,
Williams suggested the DEC priorities (listed on page 2 of theaoss want d to keep
be categorized with the STP Expansion. Ross explain.. ,
should g prioritized and submitted to
the DEC grant request items separate as they had been pn
DEC. He thought, based on need, the city had a good chance of receiving funds for
the Wellhouse #4 project.
�.t,.e...._t�ointprl PrgectB:
pip Net F�t��;....-_-.,_� - --
Further Investigation -- FY98
-
Schematics/ drawings - FY99
Construction' = FY200
Williams explained to Hodgins, these costs were brought to the city from the state and
the city would like to have funding to cover all the costs nae more e than residents
sinding a nts
use the fishery. The Dingle -Johnson funds were suggested
Spruce Street Parking
$1359000 Spring 1998
Measles noted, the Spruce Street parking area is needed immediately. Ross
explained, some of the area to be used for parking will be used four thprocess.
rBeT The
expansion. A Corps permit has been acquired m order to begin ckaged to send
south side river access and South Spruce Street parking are being
to Exxon for funding• Council will be reviewing the re -design which will be brought to
them in December or January.
•
• KENAI CITY COUNCIL WORK SESSION
OCTOHER 22, 1997
PAGE 3
On -going
Construction - 2401
Williams reported he had received continents from constituents who b
expansion should not be brought back to the voters as it had been turned a �s
He would like the item kept on the list because of the need of the community.
.twice.
Smalley noted, the second vote was much closer. Williams stated mmunity.
cost was more than what t thought the
be found. If a taxpayers wanted to spend and that other financing should
Portion of funding is found elsewhere, the Legislature may be more
interested including the project for funding.
Williams requested the project be tentatively scheduled for placement o
a bond issue for 1999 and set the project for construction in 2001. Measlesn the ballot as
suggested not including it on the list for funding from the Legislature in 2001
the STP expansion should be the city's priority. Williams noted, because
would give the Friends of the LibraryPlacing it at 2041
discuss the matter with Tess Whal, the newly d �50 match. He suggested they
• Y executive director at EDD.
1�V ulti-Purpos Facility:
$650,000 plans - FY99
Construction - FY2000
Rosa reported the proposal had been submitted to the state and from
he
expected no problem in their approving it. However, he did not know ow it w
viewed by the federal agency. He suggested that if the federal en d _ would be
approve it, council then request the congressional delegation help. If the 3not
agency approves the proposal, the property will then be a federal
deeds of release with the restrictions removed. appraised m order to get
Ross noted, the user group has suggested a cost of $.5 million. He belt
low and suggested $6509000 would be closer to the actual cost. Willi eyed that to be
are some that think refrigeration should be included in the facili ams sued there
the proposal submitted was based on a price without refrigeration as an utand ss e n out,
open-air facility. As such, it will qualify as an outdoor recreation facility.door,
Bookey stated, the user group represented the facility as a bare -bones facility.
council indicated if thata what they want, that's what the council would support. The
added, he didn't want to escalate the cost and extend the construction sHe
suggested, if the facility's design wad going to change, he needs to Passthat Ross
information on to BOR and the user group. What was represented was a three -sided
• KENA1 CITY COUNCIL WORK 3ES3ION
OCTOHER 22. 1997
PAGE 4
facility. Williams stated his concern the facility would not be esthetically pleasing if it
is three -sided and sided with sheet metal and that the facility should fit in with other
city facilities.
Smalley noted, the surface could be prepared and asphalted for future installation of
plumbing for ice. Bannock stated, he would support as minimal of a facility as
possible as he was only supporting the project because of the low cost. He was not
willing to enhance the project and increase the cost.
Williams stated, the project should be pursued on the track it is already on with
construction to begin in 2000. That should give enough time for the property
exchange and sale of lots.
goldllite -ire Station:
Design completion - 1999
Construction for 2001
Williams stated, council would have to decide when to go forward with the project and
• where to place the station. There have been suggestions to place it by the wellhouse
on Beaver Loop. - There are already basic schematics. He suggested cost of preparing
bid -ready specifications be investigated.. Swarner stated she would want the station
to be listed after the STP expansion, is completed.
gill nm
Design -1999
Construction - 2001, 2002
Williams state_ d he thought part of the cost should be funded by the airport as the
shop is used for maintenance of airport equipment and the city is mandated to keep
the airport open, etc. by the state and federal government. Ross noted, entitlements
would not be available until 2001. He added, once the Airport Master Plan is
completed and the new airport manager is on line, some priorities may change as far
as funds available and projects on which to use them.
Bookey noted, the shop building isn't worn out, but functionally obsolete. Bannock
requested this project be included on this year's CIP list.
Williams asked Hodgins if he had any indication what amounts would be funded by
the Legislature. Hodgins answered, close to what was distributed last year. Williams
asked if the city should identify the deferred maintenance portion of the list. Hodgins
answered, he didn't think so as the Legislature would probably be looking at their
own deferred maintenance list.
KENAI CITY COUNCIL WORK 3ES3ION
isOCTOBER 22, 1997
PAGE 5
Ross asked Hodgins is he thought the Legislature would accept accumulating funds
for a large project like the STP expansion. Hodgins answered, he didn't know how the
Legislature would receive the idea. When Williams asked if Hodgins thought funding
could be acquired to begin design of the STP expansion, Hodgins answered the
Legislature had been more in tune with basic infrastructures.
Discussion in the development of the city's CIP list began. Williams suggested placing
the STP expansion on the CIP list as No. 1 priority at a cost of $700,000 for the
design. Ross requested none of the DEC projects be placed on the CIP list due to the
matching grant information given earlier.
Roads viere discussed and it was decided to place Roads as the No. 2 priority with no
specific roads designated. The funds would go toward re -paving, overlaying, etc.
It was suggested they place projects related to the dip net fishery at Priority No. 3,
however the South Side River Access was removed as funding may be found through
Exxon. The amount of $700,000 was incorporated into the Hot to cover costs for dock
area paving ($75,000); new launch ramp ($250,000); new dock access road
($250,000); and, south side parking ($100,000). Bannock suggested the city shop
should be placed as item No. 3. He noted, both items are in poor condition, however,
the shop directly affected people of the city of Kenai. The dip net fishery projects
benefit people other than just Kenai citizens. It was decided to place the dip net
fishery projects as No. 4 and list the individual dip net projects under the title "Dip
Net Fishery Projects" in random order.
The final decision on placement of items on the Capital Improvement Projects list was:
No. 1: STP Expansion - Design $ 7009000
No.2: Roads 20500,000
No. 3: City Maintenance Shot. - Design 2501,000
No. 4: Dip Net Fishery Projects 7009000
South Spruce Parking
Dock Area Paving '
New Dock Access Road
New Launch Ramp
Council requested a resolution be brought forward at the November 5 meeting for
their consideration.
0 Measles stated, he thought council made a good start in regard of long-range planning
• KENA1 CITY COUNCIL WORK 3E98ION
OCTOBER 22, 1997
PAGE 6
of projects, but thought they should pursue the planning further. Williams agreed.
Hodgins asked if council would be putting together a list of small vehicle needs.
Williams answered, a list could be developed, however the council would prefer
Hodgins concentrate on the large ticket items for funding from the Legislature.
Hodgins asked if the Forest Drive upgrade had been delayed another year. Ross
answered, yes, and the cost of the project was being increased to $5.5 million.
Ross also noted the relocation of the nurses was not included on the city list because
it is the state's responsibility to incur the cost. Williams noted, in a conversation he
had with Senator Leman, he was told to use the phrase "engineering renderings,"
instead of "architectural renderings" because the item would then be forwarded to he
and his committee for review.
Freas was requested to place as a discussion item on the November 19 meeting, the
list of projects with engineering costs for council to calendar.
• BREAK TAI M: 8:42 P.M.
BACK TO WORK: 8:53 P.M.
CITY MAX&QM BEARCH:
Ross referred to his memorandum included in the work session packet. He explained
the item was brought before council because when council discontinued the search
process in the spring, it was said the process would continue again after the election.
Ross noted, council needed to decide when they wanted a new manager to begin work
and that would decide the calendar of advertising, reviewing resumes, interviewing,
etc. He suggested, due to the holiday season, advertising probably wouldn't start
until December, which would put having a new manager on board toward the end of
budgeting (March/April).
Councilman Bookey stated he was in no hurry to look for a city manager and
suggested waiting until 2002. Williams stated, he thought that decision had to rest
with Ross. He added, he was personally very pleased with the tremendous amount of
work Ross had done in regard to the ARFF and thought Ross should remain on top of
the project until its completion. He suggested continuing Ross in the position until
after July 1 with an overlap period (with new manager) between July and November 1
(1998). He added, if the process was handled in that manner, the city would be
covered in regard to the ARFF project, transition of the airport manager hire, and
perhaps the Challenger project.
•
• KENAI CITY COUNCIL
OCTOBER 22, 1997
PAGE 7
WORK SESSION
Swarner stated she also was not in a big hurry to replace Ross. Measles suggested
July, 2001 as an approximate date for a new manager to begin work with the
provision that the current city manager, if he decides he wants to leave sooner than_
that, give up to six months' notice. This would give Ross the choice of how long he
wants to stay in the position, and the council plenty of time to hire a new manager if
Ross decides to end his employment with the city.
Ross stated, his purpose in coming to work for the city was not to build himself a
nest, but to do a job for the council. He added, he appreciated councils' statements
and likes what he is doing rww. However, there have been statements made by
council, when involved in the last search, of what they wanted from a city manager.
Some of those things, he did not feel he could provide to the council, i.e. salesman,
lobbyist, etc. He said, he would be willing to stay and see through the projects now in
process and if that fits with what the council defines as their city manager. Ross
added, he wouldn't put on boots that didn't fit.
Bookey stated he was very satisfied with Ross' work and believes he brought the city
back from a situation that was very unacceptable and now is at an acceptable level.
He added, he is very comfortable with Ross doing the nuts and bolts, the city has a
strong mayor who knows the political arena very well, and there are other council
members who are learning the political arena operation and thinks the lobbying
efforts can be handled through them sufficiently.
Bannock stated, the "boots" a year ago may have been different as to what council
was looking for, but from his perspective, Ross was getting the job done and maybe
what council thought they needed a year ago, was not exactly what was needed. He
added, if Ross was willing to continue, he would support it.
Williams noted, what he wanted a year ago was someone who would take the pressure
off of him to fill voids and Ross had done that. Also, through Ross' handling of the
ARFF project, the problem -solving methods he uses, etc., he is more than capable of
handling any project brought to him. Williams noted, he did have some concerns for
future projects as far as where they are, what they are, how can the get to Kenai, etc.
However, he is confident, when the projects get to Kenai, Ross can handle them.
Williams noted, the city manager position also has to handle the mundane work. of the
city council, i.e. budgets, personnel, everyday operations, etc. He added, he didn't
think the council is ready to slow down in ragard to capital projects, building and
growing. Ross will have to continue to wear both the hate. Measles stated, after
council set out the list of projects through 2002, the city needs a "nuts and bolts"
person in the job.
. Williams summarized that none of the council was interested in replacing Ross right
• KENAI CITY COUNCIL WORK SESSION
OCTOBER 22, 1997
PAGE 8
at this time. Some of council wants him to continue through 2001. Williams
suggested Ross prepare a diagram for his own future and decide whether continuing
to 2001 as city manager is acceptable to him.
Ross noted he would have to talk with his family and accountant as to whether to
continue the position. He added, there is some question (with respect to taxes,
retirement, etc.) of whether he is an employee or not because there are critical tests
that he may not pass, i.e. does he supervise city employees (yes), does he exercise
hiring/firing authority of city employees (yes), etc. They may have been able to elude
those areas on the short term, but as a long-term situation, he didn't know if they
could be avoided.
Attorney Graves explained, in regard to the PERS problem, the council can make a
city manager an employee, even on a short-term basis, because during the time Ross
has been city manager, the Supreme Court found a city manager can contract away
the provisions in the Charter and ordinances. So, all the ordinances about making
the city manager a permanent employee and having a public hearing can be written
out and develop a document that makes Ross an employee but is flexible about terms,
etc. Graves added, he was confident that problem could be eliminated with a suitable
contract.
Ross suggested he would address the situation in the Manager's Report at the
November 5 meeting. He added, he understood council wanted to continue the
relationship and not be date -specific and it be a at -the -pleasure -of situation.
Williams stated, he liked Measles' suggestion that the relationship continue with a
six-month end and when Ross is ready to end the relationship, he can do it.
Ross added, he appreciated council's confidence in his work, but wanted council to
understand, everything he has done was built on department heads and city
employees who know their jobs very well. No one person comes in and makes
changes - it's a team effort.
Councilman Smalley stated he felt the continuity was back within the city and that is
the one thing he appreciates and believes Ross has done a tremendous job. He
added, he felt the city was going in a direction in which he was uncomfortable and
now, looking at the city work together as a whole, is exciting.
Bannock stated he would want Ross to move back into the city limits or change the
code. Ross confirmed, there was no doubt it was a requirement of the code and that
he would be moving back into the city if his decision was to continue the relationship.
Williams stated he did not fully understand the difference in Ross' employment status
between him now being a contract employee and in the future. He added, it appeared
. vim CITY COUNCIL WORK BE93ION
OCTOBER 22, 1997
PAGE 9
to hire he would still be a contract employee. Ross reiterated, that would dpend
on the tests IRS and the state apply to employment status. He added, they are
centering on municipalities as to complie►xrce of employment issues. In his
employment relationship with. the city, the city would receive the scrutiny from the
IRS and state.
Attorney Graves explained, he was looking at Ross being a non-PERS employee with a
different benefit package which is allowed now since the code has been changed and
would get around the potential liability to which Ross was referring.
The meeting adjourned at approximately 9:16 p.m.
Minutes transcribed and prepared by:
Carol L. Freas, City Clerk
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APPROVO DY COUS-0.
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