[Vision2020] Moscow City Council Monday Agenda

[Stephanie Kalasz]

AGENDA

MOSCOW CITY COUNCIL


SPECIAL MEETING


Monday, September 21, 2009
7:00 p.m.

City Hall Council Chambers

 206 East Third Street, Second Floor

The Moscow Mayor, City Council and Staff welcome you to tonight's
meeting.  We appreciate and encourage public participation.  For regular
agenda items, an opportunity for public comment is sometimes provided
after the staff report.  However, the formality of procedures varies
with the purpose and subject of the agenda item; therefore, the Mayor
may exercise discretion in deciding when to allow public comment during
the course of the proceedings and limitations may be placed on the time
allowed for comments.  Citizens wishing to comment on business that is
not on the agenda will be provided the opportunity to do so as item
number 3.  If you plan to address the Council, you will find a list of
"Tips for Addressing the Council" in the door pocket outside the City
Council Chambers.  Thank you for your interest in City government.

 

RENEWING OUR FOCUS - At each meeting one City Council member will
present an example of patriotism, humanitarianism, community spirit, or
other inspirational message then lead the group in the Pledge of
Allegiance.  Contact a Council-member with examples to share at future
meetings. 

 

Proclamation  

 

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 Minutes of September 8, 2009 - Stephanie Kalasz

 

B.     Approval of Disbursement Report for August 2009- Don Palmer

The Public Works Finance Committee reviewed the accounts payable for
August 2009 and recommend approval of the following:

 

General

561,167.68 

Street

139,481.47 

Parks & Recreation

192,381.09 

1912 Center

7,916.67 

Arts

10,302.13 

Water Fund

156,401.22 

Sewer Fund

92,512.35 

Sanitation

200,606.77 

Fleet Mgmt Fund

32,504.84 

Information Systems

174,829.34 

Water Capital

 

Sewer Capital Projects

517,276.33 

Capital Projects

135,118.66 

LID Construction

 

Hamilton P&R

 

Bonds & Interest 

 

TOTAL

2,220,498.55 

 

C.     Paradise Path Trail Station Design - Professional Services
Contract - Roger Blanchard

On August 28, 2009 the City published a Request for Qualifications in
order to identify an architect to design a trail station along Paradise
Path between Blaine Street and Alturas Park.  Previously, the Latah
Trail Foundation worked with local volunteers to develop a preliminary
design for the trail station, but has recently abandoned that effort due
to other priorities.  The project has now been adopted by the City with
the goal of developing a design prior to the end of the year.  Local
architectural firms have been invited to submit statements of
qualifications, which were received on September 10.  Three local firms
expressed interest in the project: Design West Architects, DK Mullin
Architects, and Castellaw Kom Architects.  The trail station project
committee selected Castellaw Kom Architects of Lewiston as the design
architect.  Staff is seeking Council approval to enter into a
professional services agreement with Castellaw Kom Architects.  Reviewed
by the Administrative Committee on September 14, 2009.

 

            ACTION:  Authorize staff to finalize a professional services
contract with the selected architect to complete the Paradise Path Trail
Station project.

 

D.     Agreement with Moscow Urban Renewal Agency for City Services -
Gary J. Riedner

An agreement was negotiated with the Moscow Urban Renewal Agency last
winter formalizing administrative services between the City and the URA.
The agreement includes reimbursement of the half time Executive Director
position in monthly installments to the City.  The agreement has been
contemplated and budgeted in the FY2010 budget.  Reviewed by the
Administrative Committee on September 14, 2009.

 

            ACTION:  Approve Agreement.

 

E.      FY Contract for 2009 ITD Public Transportation ARRA Funding -
Alisa Stone

The Idaho Transportation Department (ITD) was awarded ARRA 5311 grant
funding from the Federal Transit Administration (FTA).  The City of
Moscow is a "Subrecipient" of this funding and has been awarded 1)
$40,825 to purchase a new VanPool van to include 10 percent for
operating expenses to establish a new VanPool route which will be
operated by Palouse Clearwater Environmental Institute (PCEI); and 2)
$360,463 to engineer, design, construct, and install bus shelters at
Styner/Hawthorne, Line/6th, Third Street near the High School/1912
Center, and remodel bus shelter at Friendship Square.  The project also
includes sidewalks on 6th Street from Blaine to 6th Street and Mountain
View, and sidewalks and pedestrian drops on Orchard from "F" Street to
Public and "F" Street to Mountain View to the Charter School entrance.
There are no matching funds for this award and the construction project
includes $57,842 for environmental preparation, engineering/design,
construction and grant administration.  Reviewed by the Public
Works/Finance Committee on September 14, 2009.

 

ACTION:  Approve Agreement.

 

F.      Sanitary Sewer Replacements Bid Award - Les MacDonald

As part of the Sewer System Capital Improvements Plan certain sewer
collection mains with inherent maintenance problems will be replaced
over a period of several years.  The first phase of the replacements
that is to occur this year are the replacement of mains as follows:  1.
495 feet in Kenneth Avenue (between Lynn and Logan);  2.  310 feet in
Lynn Avenue (From 6th St. South)  3.  257 feet in Hayes Street (From 8th
St. North)   4.  264 feet in Brent Drive.  Bids were opened September
8th.   The project was advertised with open excavation pipe replacement
as the base bid and with an alternate bid for pipe bursting on three of
the four locations.  Atlas Sand and Rock submitted the low bid (a Base
Bid) in the amount of $136,822.23.  Bids were also received from
Motley-Motley, A & R Construction and Germer Construction; a Bid
Tabulation is attached.  Terragraphics Environmental Engineering, Inc.
provided the design for this project; their Base Bid cost estimate was
$143,873.  Reviewed by the Public Works/Finance Committee on September
14, 2009.

 

ACTION:  Approve awarding bid to Atlas Sand and Rock in the amount of
$136,822.23.

 

G.     FY 2009-2010 Safe Routes to School Contract with U of I - Alisa
Stone

The University of Idaho and the City of Moscow jointly applied for a
SR2S grant for FY2009-10 funding.  The City, on behalf of the U of I,
was awarded $10,000 to perform the non-infrastructure activities of
"Education and Encouragement" for schools with grades K-8 in the City of
Moscow.  The City is the fiscal agent for the grant project and
therefore must execute an agreement with the U of I to perform these
activities.  Reviewed by the Administrative Committee on September 14,
2009.

 

ACTION:  Approve Agreement.

 

H.     Idaho Commission on the Arts 2010 Entry Track Grant Acceptance-
Alisa Stone/Kathleen Burns

The City of Moscow Arts Department submitted an application to the Idaho
Commission on the Arts (ICA) in February 2009 under the Entry Track
Grant Program.  The Entry Track Grants support public programs in the
arts delivered by Idaho arts organizations and is the entry point
through which arts organizations new to ICA can transition to the Public
Programs in the Arts (PPA).  Grant award amounts are based upon a
funding formula that includes panel review assessments, fiscal size, and
past ICA funding.  On June 1, 2009, the Arts Director received a letter
of award from ICA for FY2010 in the amount of $4,942.  In reviewing the
needs of the Arts Department for the upcoming year, it has been
determined that a new sound system is the most critical item needed to
support the activities of the upcoming fiscal year.  The existing system
has passed its useful life and must be replaced in order to continue
sponsoring public events to include Music in the Park, Children's
Entertainment Series, Farmers Market, Art Walk, etc.  A new sound system
is within the price range of the grant award amount.  Reviewed by the
Administrative Committee on September 14, 2009.

 

ACTION:  Approve use of grant funding to purchase a new sound system for
the Arts Department.

 

I.        Idaho Commission on the Arts ARRA Grant Acceptance - Alisa
Stone/Kathleen Burns

The City of Moscow Arts Department submitted an application in July 2009
to the Idaho Commission on the Arts (ICA) under the "Arts and the
American Recovery and Reinvestment Act" program.  The grant application
requested funding to support the "Young Peoples Art Festival" (YPAF)
which received reduced funding in the FY09-10 budget.  ICA awarded the
City $2,000 to replace funding to sponsor one session of the YPAF.  The
artists are paid a $250 stipend per teaching position for a one-day
session.  Reviewed by the Administrative Committee on September 14,
2009.

 

ACTION:  Approve grant acceptance.

 

J.       Conservation Public Information and Education Contract - Nicole
Baker/Tom Scallorn

Water conservation continues to be a very important and highly visible
issue in the City of Moscow.  The City wishes to continue its Community
Based Public Information and Education Program (PIE) for Water
Conservation which serves our customers in their homes, businesses, and
the local schools and will address many of the Conservation needs of the
community.  The contract is a renewal that has been conducted by
Palouse-Clearwater Environmental Institute (PCEI) for the past 5 years.
The scope of work has been modified to enhance our conservation efforts.
Funding for this program is included in the 2010 Water Conservation
Program budget line item.  During the previous year, PCEI has been
successful in producing newsletters, maintaining a presence in the local
schools, and developing a comprehensive K-12 water conservation
curriculum aligned with state and district standards.  Over 700 Moscow
students learned about water conservation through the program last year.
PCEI also participated in many local events by setting up displays and
providing conservation information at high visibility events such as the
Home and Garden Expo and the Latah County Fair.  This item was reviewed
by the Public Works/Finance Committee on September 14th, 2009 where it
was forwarded to the Council with a recommendation for approval.

 

ACTION:  Approve contract with PCEI for Professional Water Conservation
Services.

 

K.     LHTAC - Orchard Avenue Overlay Grant Award Contracts - Alisa
Stone/Les MacDonald

On June 10, 2009, the City of Moscow submitted a grant application to
LHTAC to apply for ARRA funding under a "Governors Discretionary
Program."  Based on the program criteria the Engineering Department
chose to submit an overlay project with total project costs of $451,000.
On September 2, 2009, the Mayor received a notice of award letter to
include a local agreement and resolution authorizing an overlay project
located on Orchard Avenue from "F" Street to Ponderosa.   Matching funds
are not required under this program. Reviewed by the Public
Works/Finance Committee on September 14, 2009.

 

ACTION:  Approve LHTAC/Local Agreement Key No. G09205 and Resolution
2009-21 accepting the award for the Orchard Avenue Overlay project.

 

L.      Change Order #2 Street Patch Overlay - Les MacDonald

The project was changed from a street patch, pre-level, and overlay to a
complete surfacing replacement.  Work consisted of excavating ten inches
of the existing surface over the entire area; repairing 'soft spots' by
removing an additional one foot of existing subgrade and replacing with
crushed basalt; installing geotextile over the entire area; surfacing
with six inches of crushed basalt and four inches of plant mix asphalt
pavement.  The contractor's work is complete. 

 

ACTION:  Approve change order #2 in the amount of a $34,946.10 addition
to the original contract.

 

2.       Mayor's Appointments - Mayor Chaney

 

3.       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 and not currently pending before the Planning and
Zoning Commission or Board of Adjustment, please state your name and
address for the record and limit remarks to three minutes.  Mayor will
respond to comments from previous meeting. 

 

4.       Storm Water Phase II Program Application - Les MacDonald

In August 2008, the City of Moscow was notified by the Region X
Environmental Protection Agency (EPA) office that the City had been
listed as an entity subject to the Phase II NPDES Stormwater program
under the 1972 Clean Water Act.  EPA set a deadline of September 15,
2009 to make application to EPA for an NPDES permit under the Phase II
Stormwater Program.  Staff developed a draft Stormwater Management
Program and the application for the NPDES permit.  During that process a
request was made and approved to move the application date to the end of
September in order to allow time for the Council to be briefed on the
application.  Reports have been provided to the Public Works/Finance
Committee on two occasions over the last month regarding the status of
this process.  This agenda item will serve as the briefing to the full
Council on the application package and the proposed Stormwater
Management Program.  Copies of the application, proposed Program
outline, and milestones timeline are included with a cover memo
describing the package.  The final version of this package, minus the
cover memo, will represent the application which will be submitted to
EPA.  Also included with this item is a separate assessment of potential
resource needs which are anticipated to be necessary to implement and
manage the revised Stormwater Program.  The resource needs noted in this
assessment are estimates and are likely to change as details of the
Program are fully developed after the issuance of the NPDES permit by
EPA.

 

ACTION:  Review and approve the proposed Stormwater Management Program
as outlined and the draft application to EPA for the Phase II NPDES
Stormwater Program permit or take other action as deemed appropriate.

 

5.       Designation of National League of Cities Voting Delegate - Gary
J. Riedner

The National League of Cities (NLC) Annual Business Meeting will be held
on Saturday, November 14, 2009.  As a member city, Moscow is entitled to
vote at this meeting.  To be eligible to cast a city's vote, a voting
delegate and alternate must be officially designated by the city using a
credentials form provided by NLC.  The form will be forwarded to NLC's
Credentials Committee.  NLC bylaws expressly prohibit voting by proxy.
City elected officials are to be made aware of this process so that
decisions can be made as to who will be the voting delegate and
alternate(s).  Mayor Chaney is proposed to be appointed as the voting
delegate.

 

ACTION:  Appoint Mayor Chaney as the voting delegate or take such other
action deemed appropriate.

 

 

REPORTS:

Administrative Committee

            Public Works/Finance Committee

            Other Boards & Commissions

            Mayor

 

 

 

 

 

 

Stephanie Kalasz, CMC

Moscow City Clerk

 

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