PRESENT: Council members Newton, Hawkins, and Snedden were present.
STAFF PRESENT: City Treasurer Shannon Syth, City Attorney Will Herrington, Parks and Recreation Director Kim Woodruff, Police Chief Mark Lockwood, Fire Chief Robert Tyler, Mayor Hellar and City Clerk Maree Peck
OTHERS PRESENT: Jennifer Wood, Conor Christofferson, John Reuter, Kathleen Hyde, and Bob Hawn
1. LIFE CHOICES PREGNANCY CENTER ANNUAL “WALK FOR HOPE AND A FUTURE” AT SANDPOINT CITY BEACH
Parks and Recreation Director Kim Woodruff explained that Sandy Lieske, representative from Life Choices Pregnancy Center, presented a proposal for a walking fundraiser at the City Beach on September 6, 2008 from 9 am to noon. He noted that this request was discussed with the Parks and Recreation Commission with their approval of the commercial event at the rate of $50 an hour for a total of $150. Mr. Woodruff reviewed the following requested action and consideration to be included in the agreement:
• Date of Saturday, Sept. 6, 2008 from 9am to 12 Noon
• Requires certificate of insurance naming City as additional insured
• Activity is limited to Beach Hut area and the Beach perimeter bike path and is limited to organized walk, and a “by donation” BBQ lunch and dart game
• Amplified sound does not disrupt other park users
• Financial solicitation for the walk is not permitted on-site or Park property
• Signs or advertising promoting the event are limited to the Beach Hut area only and need to be non controversial in nature.
• Walkers are not to carry signs or banners while walking the path perimeter
He stated that the agreement would be a template from the Selkirk School Road Rally Agreement. He said the event would be scheduled during the shoulder season, as defined by when school is in session. He pointed out that the $150 fee would be a non-refundable donation to be placed in the Parks Improvement Fund. He reassured the Committee that the proposed agreement and resolution would be available for city council’s review before their meeting next week.
RECOMMENDATION TO CONSENT CALENDAR: That city council approve and the mayor and city clerk be authorized to sign the proposed Agreement for the Life Choices Pregnancy Center Annual Walk on September 6, 2008 at Sandpoint City Beach with recommended revisions.
FARMERS MARKET USE AT FARMIN PARK AND JEFF JONES TOWN SQUARE
Jennifer Wood from the Farmers Market stated that they are requesting a few changes from last year’s agreement. She noted that Panhandle Health has authorized them to sell meat based on their required regulations. She requested that the language in Section 4 of the agreement that limits the amount of booths and spacing restrictions between vendors be deleted. She also requested removal of the language requiring special consideration and effort to be taken by the market to minimize turf impact and wear in Farmin Park including implementation of proper seeding and care practices. She noted that prior to 2005, the market was not required to
regulate and manage the turf. She said the market is experiencing problems with limitation restrictions because they are losing farmer vendors. She suggested that the market follow the prior agreement that did not require limitations. She said they had a professional conduct testing on a soil sample who determined that the soil needs to be cultivated and specific grass be planted. She complained that the grass is rarely irrigated and was told that the pavilion at Farmin Park will not be available because it is structurally unsound and needs to be replaced. She stated that prior to 2005, they had 45 to 50 booths on a busy weekend. She requested more flexibility for 30 booths for crafts in the town square with no limitation for farmer’s booths in Farmin Park. She explained that she wanted to omit the language for wear and tear of the grass because she felt there is a debate as to the cause of the wear and tear. She said that they were instructed by the Parks and Recreation Department not to put booths on the grass strip along Connie’s parking lot and consequently they haven’t used this area for three years.
Kathleen Hyde, Manager of the Downtown Sandpoint Business Association (DSBA), expressed concern that the Farmer’s Market has not communicated with the DSBA. She stated that the DSBA supports the Farmer’s Market but that the agreement specifically requires that prior to the signing of the agreement, a representative from the Market and Manager of the DSBA will meet and agree upon mutually beneficial efforts and cooperation as stated in last year’s agreement. The agreement also requires that a copy of the results of this meeting accompany and become a part of the agreement. She noted that the DSBA Board’s next meeting is April 8th and stated that the agreement can’t be accepted until the Board has reviewed the proposed agreement. She also raised concern about the increase with parking from vendors and that downtown merchants have voiced concern with product competition. She suggested meeting with Jennifer Wood to address these issues before the April 8th Board meeting.
Police Chief Mark Lockwood raised concern about additional booth spaces due to double-parking issues when setting up the booths. He stated that his concerns should be considered and to be added into the agreement. City Attorney Will Herrington suggested adding a provision that a plan for location of booths with an alternate plan to be provided to the Parks and Recreation Director. Councilman Hawkins felt uncomfortable removing the booth restrictions and suggested more time for review so that the agreement works for everyone. Jennifer Wood stated it would be difficult to follow a map. She noted that the Farmer’s Market operated 17 years without a map and limitations. Councilman Snedden raised the same concerns and agreed that a map, booth limitation and spacing of booths should be implemented in the agreement. Jennifer Wood reassured Councilwoman Newton that the Market would be selling frozen or cooked meat only. Councilwoman Newton suggested that the Market review the Police Chief’s concerns regarding parking. She emphasized her appreciation for the Farmers Market but posed the question as to whether the Market has outgrown Farmin Park. She asked if it is time to give thought to moving to a larger venue in the future such as the City Beach. FOR INFORMATION ONLY. There was consensus between the Committee and parties involved that this matter be put on the April Administrative Committee agenda, Old Business.
2. CITY HALL CUSTODIAL INDEPENDENT CONTRACT AGREEMENT ADDENDUM
Parks and Recreation Director Kim Woodruff stated that the administration office expansion to the second floor of City Hall would require additional custodial services. He said the current service provider has quoted a price of $900 per month to provide the additional cleaning. He noted that a cost comparison was done two years ago with the current cleaning services providing the most economical costs. He said the current custodial services have proven to be trustworthy in sensitive and secure areas. He stated that he intends to ask for new quotes on a regular basis for custodial and other services for City Hall every three to four years. Councilman Hawkins mentioned reviewing the possibility of whether the costs would be cheaper by hiring an employee to do the custodial service.
RECOMMENDATION TO CONSENT CALENDAR: That city council approve renewal of the custodial independent contract agreement and the mayor and city clerk be authorized to sign the addendum to the City Hall Custodian Independent Contract Agreement for the additional cost of $900 per month for custodial services for the second floor of City Hall.
3. BALD MOUNTAIN TRANSMITTER SUBLEASE AGREEMENT BETWEEN COEUR D'ALENE ANSWERING SERVICE DBA PASS WORD AND MCDONALD LOGGING CO.
City Attorney Will Herrington explained that Pass Word currently subleases from McDonald Logging. McDonald Logging has consented to assign the lease to Pass Word and then sub-lease space from them. He stated that Pass Word has agreed to improve the site. Police Chief Mark Lockwood stated that he would send a letter to Pass Word confirming that the City would approve the assignment but it would be contingent upon improvements to the site. Will Herrington stated that he would prepare an assignment clarifying the agreement for city council’s review for the March city council meeting.
RECOMMENDATION TO CONSENT CALENDAR: That city council authorizes the mayor and city clerk to sign the Consent to the Assignment between McDonald Logging Co. and Pass Word contingent upon preparation of the appropriate documents by the March city council meeting.
FIRE BOAT
Fire Chief Robert Tyler noted that the City of Sandpoint entered into an agreement with BVG Sandpoint, Ltd on August 17, 2005 that included a provision that BVG development would contribute $50,000 toward the City’s acquisition of an EMS watercraft for emergency access to the project. He stated that in 2006, there was no discussion among city council to determine the level of service for the boat. He said the City needs to define the optimal level of service for future needs and minimal/maximum protection of what the community can afford. He stated there would be a question of risk factors and whether it would be tolerable due to limited sources. He explained there would be a target of mitigation expectations for the fire department to access and address an incident for citizens and visitors for responses on the water. He noted the future would provide a larger potential for hazardous materials, rail transportation, more boat traffic, and more shoreline development. He stressed the City of Sandpoint is a destination resort with potential for more responses on the water.
Councilman Hawkins questioned whether surrounding districts or cities could enter into joint funding for this service. Chief Tyler responded that it would be a viable and explorable option. He noted that the fire department currently has mutual aid agreements with surrounding fire districts. He provided the committee with a copy of the September 2005 geographical response plan. He explained that the City fire department currently has six technicians and has a hazardous material response team. He noted that the first line of defense for incidents on the water comes from the City of Sandpoint within Region 1, which covers the five northern Idaho counties. He noted that the City of Sandpoint is the only entity that provides this level of service within Bonner County. He pointed out that the projected costs in the amount of $11,579 are for next year’s budget to support the boat. He stated that the EPA provides funding for training. In response to Councilwoman Newton’s question, he explained that $7,500 is budgeted for personnel training in this year’s budget; an additional $1,000 would be needed next year specifically for training on the boat. He said the boat would be moored at the north end of the boardwalk on the west end of Bridge Street and expected approximately 12 minutes response time from the station to the water. He stated that unlike the Bonner County Marine Division, the fire department would not patrol, but that they would only respond to incidents. He noted that the Bonner County Marine Patrol does not have the capability of using foam but that the City’s fireboat would have that capability particularly for fiberglass boat fires.
Chief Tyler referred to the city council minutes of August 16, in which the city attorney advised that if the city council determines that the boat is no longer needed, that the City could declare it surplus but that Bella Vista could request they be refunded for the purchase of the boat. He noted that the development paid the $50,000 for the purchase of the boat and agreed to provide a total of $100,000 toward the construction costs of an emergency railroad crossing but that there was no request for the funds to date. He said the agreement also included that the development would contribute $100,000 toward the City’s acquisition of additional fire department apparatus. He explained that the fire department could provide emergency medical promptly and have experience in extreme cold water and ice rescues. He said other entities in Kootenai County who have fireboats are the Kootenai County Fire and Rescue, Eastside Fire District, Northern Lakes, Spirit Lake, Mica Bay/Kidd Island and Worley on Lake Coeur d’Alene, and Timberlake Fire District has a boat moored in Bayview. He said the City of Coeur d’Alene Fire Department is currently in the process of going out to bid for a fireboat.
Councilwoman Newton suggested that before the City spends more money for the boat and applies for grants for purchase of motors, there needs to be a council discussion to consider the risks and benefits of having a fireboat. She believed that $11,579 for projected annual costs was a low budget. She felt it was more important to utilize the money for an office assistant for the Fire Chief. Councilman Hawkins reiterated that surrounding entities be involved with the funding. Councilman Snedden was skeptical of the cost and benefits and agreed that the City should consider entering into mutual aid agreements and cooperative training.
Mayor Hellar suggested that this matter be discussed at the March 15th city council priorities setting workshop to decide what level of service should be provided and how much the City would be willing to spend.
City Attorney Will Herrington noted that this situation is unique and that the planning standpoint is to have at least two accesses for connectivity. He noted that the Seasons development was approved with safety concerns because of only one access. He explained that access to the bridge could be impaired due to the railroad and the potential new byway. He stated that the Seasons development requires that they have another alternate access in the event of an incident. He stated that he would provide additional comments to city council for their review.
Police Chief Mark Lockwood noted that during the development agreement process, law enforcement requested additional access. He said a tunnel access was discussed but became moot because of the option of water access. He said there were concerns with incidents and events on the water and at City Beach. He stated there are collateral issues to be considered and catastrophic issues that could impact the City.
FOR INFORMATION ONLY. It was the consensus of the committee that city council should discuss this matter at the March 19th city council meeting for direction
4. FIRE DEPARTMENT FIRE HOSE SURPLUS DECLARATION
Fire Chief Robert Tyler stated that the City received a grant last year in the amount of $11,500 to purchase new hose. He is requesting to surplus 40 – 100’ sections of 5” supply hose of 4,000 feet, 76 – 50’ sections of 3” supply hose of 3,800 feet, 47 – 50’ section of 2.5” attack hose of 2,350 feet, 54 – 50’ section of 1.75” attack hose of 2,700 feet for a total of 12,850 feet. He said currently three fire departments are interested in the surplus hose. He said the City’s Public Works and Parks and Recreation Departments would utilize some of the surplus hose. Councilwoman Newton noted that the fire hose does not have to be auctioned and that the unusable hose can be sold at auction. City Treasurer Shannon Syth explained that the revenue from the surplus hose would be dedicated to next year’s budget and carryover.
RECOMMENDATION TO THE CONSENT CALENDAR: That city council declare the fire hose to be surplus contingent upon receipt of the final shipment of new hose and that the revenue from the surplus hose to be dedicated to the fire department.
5. COMMUNICATION WITH PUBLIC
Councilwoman Newton stressed the importance that the public be notified of meeting agendas. She proposed that agendas for the Administrative Committee, Public Works Committee and City Council meetings be published in the local newspaper the day before the meetings. She said the agendas would need to be forwarded to the newspaper by Friday at noon, the week prior to the meetings, in order to meet the deadline for publishing. City Treasurer Shannon Syth suggested that the city council agendas be paid from the city council budget and would add a line item to the city council budget for budgeting purposes for budget year 2008/2009.
RECOMMENDATION TO CONSENT CALENDAR: That city council approve the expenditure of $540 for the remainder of this fiscal year for publication of Administrative Committee, Public Works Committee, and City Council agendas in the Bonner County Daily Bee to begin in April 2008.
WASTE MANAGEMENT NEGOTIATIONS
Mayor Hellar stated that city council has requested to open negotiations with Waste Management regarding recycling for commercial districts. She suggested that this issue be discussed at the March 15th city council workshop to discuss more areas of recycling. She suggested establishing a negotiation team consisting of the Mayor, Chair of the Public Works Committee, and the Public Works Director. Councilwoman Newton stated she inquired the City of Coeur d’Alene regarding their optional services for recycling with 50% of their businesses participating in recycling. Councilman Hawkins stated that Litehouse’s cardboard is hauled to Spokane by a private contractor. John Reuter stated that some businesses in Sandpoint are already utilizing cardboard recycling at no cost. Mayor Hellar said another option would be to consider the private sector but to be reassured that the cardboard would be recycled and not burned. Councilwoman Newton suggested that the Mayor give consideration to her selection of members for the proposed negotiating team, noting that it is the City Treasurer who deals with Waste Management and that garbage issues are brought to the Administrative Committee. She suggested utilizing the treasurer instead of the public works director and a member of the administrative committee instead of a member of the public works committee.
INFORMATION ONLY.
The meeting adjourned at 7:00 p.m.
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Maree Peck, City Clerk
