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09-11-12 CM Minutes Council/Manager Meeting Minutes September 11, 2012 Present: Mayor Harris and Council Members, Clausen, Freiberg, Pentel and Scanlon, City Manager Tom Burt, Finance Director Sue Virnig, Director of Public Works Jeannine Clancy, City Engineer Jeff Oliver, Public Works Maintenance Manager Bert Tracy, Director of Planning and Development Mark Grimes, Commander Mike Meehan. Also present, SEH Traffic Consultant Mike Kotila, Breck Business Manager Wendy Engelman, Breck Communications Jill Field and Administrative Assistant Lisa Wittman. The meeting began at 7:01 pm in the Council Conference Room. Breck School Traffic Study Mayor Harris recused himself from the discussion. Jeannine Clancy stated that part of Breck School's recently approved PUD amendment included Breck working with the Neighborhood Traffic Committee to improve traffic flow and safety. She explained that City staff and the City's traffic Consultant Mike Kotila have completed the traffic study. She introduced Mr. Kotila to give the Council an update on the study results. Kotila showed the Council a PowerPoint presentation which was also presented at a Breck Neighborhood meeting on August 9. Kotila discussed the traffic study area, the purpose of the study, the study approach, the study findings, including traffic volumes and traffic speeds and his short- and long-term recommendations. Some of the neighbors in attendance expressed concern about where the speed tubes were placed and stated that the study was not a good representation of traffic speed and volume in the area. Wendy Engelman and Jill Field discussed some of the things Breck School is doing to educate and inform their faculty, students and families. Kotila added that the conditions should continue to be monitored and when appropriate, there should be additional enforcement and the speed trailer should be deployed. After discussion, Burt stated that the City will do additional traffic volume and speed counts in different locations and increase the enforcement activity. Infrastructure Improvements: a. 2013-2014 Other Funds Proposed Budget and 2013-2017 Capital Improvement Program (CIP) The Council reviewed the proposed budgets for Water and Sewer Utility Fund, Conservation/Recycling Fund, Storm Utility Fund and Vehicle Maintenance Fund. They also reviewed the following sections of the 2013-2017 CIP: Vehicles and Equipment, Building Improvements, Parks, Storm Sewer, Water and Sewer, Streets and Douglas Drive Corridor. Staff addressed Council questions. Burt added that due to the financial climate staff would like help from the Council prioritizing the items in the budget. After discussion, the Council consensus was to bring any new budget ideas to the next Council/Manager meeting for discussion. Council/Manager Meeting Minutes September 11, 2012 — Page 2 b. CenterPoint Energy Franchise Fee Tom Burt stated that over the past several years, projects have been delayed because adequate funding sources are not available to properly fund the City's infrastructure needs. He asked that the Council consider a franchise agreement with CenterPoint Energy similar to the fee collected by Xcel Energy used to fund the Douglas Drive project. The Council discussed having a sunset date for the potential franchise fee, and using a percentage versus a flat fee. After discussion the Council consensus was to review, at their October Council/Manager meeting, a draft agreement that would sunset the same as the Xcel Energy franchise fee along with models showing percentages versus flat fees. 2013 Legislative Policies Tom Burt noted that for a number of the years the City has adopted Legislative Policies. He stated that some of the priorities for Council discussion this year include Douglas Drive funding, Highway 169 improvements, passport sales in the Motor Vehicle Department and an amphitheater in conjunction with Perpich Center for Arts Education. Council Member Scanlon stated that the Women's Club has some funds set aside for the amphitheater and suggested the Council speak to them. After discussion, the Council consensus was to bring this item back, along with any additional legislative policy ideas, to the November Council/Manager meeting for further discussion. Council Goal Check-Up Council Member Scanlon stated that she wanted to discuss the progress of the Council goals that were discussed earlier in the year. The Council discussed some of the goals that have been addressed and some they would still like to address. After discussian Burt said he would like to have Jeanne Andre attend a future Council/Manager meeting to help the Council come to a more focused consensus of the Council's goais. Animal Licenses Council Member Scanlon stated that she has received questions about types of animals that are not mentioned in the City Code such as snakes and rabbits, and would like to know how the Council feels about reviewing the section of City Code (Section 10.32) that deals with animals and fowl-keeping, transporting, treatment and housing. The Council consensus was to review this section of City Code. Burt agreed that the section of City Code regarding animals should be reviewed and said he would have staff work on revising it and bring it to a future Council/Manager meeting for Council review. Mayor/Council Communications Policy Council Member Pentel stated that she would like the City Council to consider a policy regarding communications that are sent by Council Members. The Council discussed what types of communications they would like to review before being sent. The Council consensus was to have the entire Gouncil review communications that are on letterhead and taking a position on behalf of the City. Mayoral Communications Council Member Scanlon asked that this item be removed from the agenda. Council/Manager Meeting Minutes September 11, 2012 — Page 3 The meeting adjourned at 10:47 pm. Lisa Wittman Administrative Assistant