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Minutes - 2003 - City Council - 01/07/2003 - Special vi EAGLE CITY COUNCIL Special meeting minutes January 7, 2003 "~ ORIGINAL 1. CALL TO ORDER: Mayor Merrill calls the meeting to order at 7:00 p.m. 2. ROLL CALL: BASTIAN, SEDLACEK, GUERBER, NORDSTROM. All present. A quorum is present. Sedlacek moves to amend the agenda by adding under New Business as Item #4D the license requests for Les Bois Meat Co., Inc. dba: Porterhouse and City Cellars, LLC. Seconded by Bastian. ALL AYE: MOTION CARRIES................... 3. UNFINISHED BUSINESS: A. Resolution No. 03-01: A resolution of the City of Eagle, Ada County, Idaho, approving the execution of a municipal real estate lease purchase agreement, between the City of Eagle and Wells Fargo Brokerage Services LLC; authorizing the Mayor and City Clerk to execute and attest the municipal real estate lease purchase agreement; and providing an effective date. Mayor introduces the issue. ,.- ----- --- Bastian moves to approve Cit)' of Eagle Resolution No. 03-01, a Resolution of the City of Eagle, Ada County, Idaho, approving the execution of a municipal real estate lease purchase agreement, between the City of Eagle and Wells Fargo Brokerage Services LLC; authorizing the Mayor and City Clerk respectively to execute and attest the municipal real estate lease purchase agreement on behalf of the City; and providing for related matters and providing an effective date. Seconded by Sedlacek. Discussion. Bastian I have a statement to support our reasoning for the adoption of this resolution and would like concurrence in that statement as a matter of record why we the City Council are voting to approve this Resolution. More than two years of study, including public input, public hearings and recommendations of the City task force resulted in a proposal to build a new city hall. That same citizens task force calculated an estimated need of 17,100 square feet for current city hall and law enforcement needs and future needs for an additional 3,926 square feet. I'm referring to a summary of that record and the City Facility Assessment Committee final report recommended three options. One to construct on this site, two to construct on 2nd Street and third to construct between the Library and the Post Office. After considerable study and attempt to purchase property on 2nd Street we came up with the option to lease property between the city and the bank and enter into a lease agreement on an annual appropriation basis for a new city hall. What they proposed was that Phase I would be 17,800 square feet with a construction cost estimated to be between $2,53 million and $2,82 million for that 17,000 square feet and Phase II for 4,500 square feet with construction costs to be estimated at $3,47 million and $3,87 million for a total square footage of 22,300 square feet and total construct costs to be $6.01 million dollars if done in two phases. We have chosen to do this in one phase, which would be considerable savings. The "- '-"-. PlI¡e I K:\COUNcn.IMINUTES\T~rary Minutes Work AreaICC-OI-07-O3min.doc ) cost savings would be between $1.6 million to $2.3 million. Currently our City Hall includes two small office spaces, a meeting hall, closet storage, walk-in closet office, a mobile home trailer and that is 2,124 square feet built in 1989 for a city population of 3,327 and that is now inadequate. The citizen's task force calculated an immediate need for 17,800 square feet for a city hall and law enforcement for a cost of the figures just read and an additional 4,500 square feet again at the cost of the figures just read. I would like to note that Eagle's population is approximately 13,000. This growth in population has created a need for more city employees. We now have 10 employees where formerly when the city hall was constructed we had 1 full time employee and 2 part time employees. So the current city hall is inadequate for the number of employees needed to deal with the city business. Plus we have added in a contract with Ada County Sheriff 8 deputies who serve under that contract for police protection and protection of private property for Eagle citizens. If we proceed with an annual renewable lease agreement this allows the City to lease and eventually own a 22,300 square foot building needed based on the citizens task force estimate and we could do this within our existing budget and avoid a tax increase. If we were to pass a bond we would have a tax increase for the amount of funds necessary to build the proposed structure. A lease agreement would cause no increase in the Eagle property tax rate and allows quick action to benefit from historically low interest rates. City Officials has an obligation to use the most cost effective approach in providing adequate services with as little adverse financial impact on citizens as possible. Therefore, the City Council should approve the lease purchase agreement in my opinion and unanimously because that is the best action we can take to provide a needed city facility, keep the taxes at the current rate and provide an interest rate on the building of the structure at historically low rates. Bastian: AYE; Sedlacek: AYE; Guerber: AYE; Nordstrom: AYE: ALL AYE: M OTI 0 N CARRIES..................... 4. NEW BUSINESS: A. Discussion of Council liaison positions. (NM) Mayor introduces the issue. General Council discussion on liaison positions. Liaison Assignments are as follows: Stan Bastian: Library, Schools, Design Review, Ada County Sheriff Lynne Sedlacek: River Issues, Sewer District, Senior Citizens, Economic Development Committee, Chamber of Commerce Steve Guerber: Pathways and Parks, Historical Preservation Commission, Fire Department, Air Quality Scott Nordstrom: ACHD, ITD, Eagle Community Foundation, Valley Ride Council discussion on starting the 2nd meeting of the month at 6:00 o'clock to cover issues from citizens, administrative issues and budget issues. Council concurs to try the early start time. Pll¡e2 K:\COUNCn.IMINUTES\T~rary Minutes Work AreaICC-OI-07-O3min.doc Agenda items from the Council need to be in to the Clerk Tuesday prior to the meeting. B. Discussion re ardin the Ea e Lion's Club's desire to donate funds to an Ea Ie project. (LS) Mayor introduces the issue. General discussion on what Eagle project to request funds for. Council discusses amenities at Merrill Park or the parking lot project. C. Council approval for Mayor and City Clerk to authorize necessary expenditures ~ Mayor introduces the issue. Sedlacek moves to authorize the Mayor, City Clerk and Council President be authorized necessary expenditures of up to $500 in emergency situations. Seconded by Nordstrom. Discussion. Bastian: AYE; Sedlacek: AYE; Guerber: AYE; Nordstrom: AYE: ALL AYE: MOTION CARRIES.............. Mayor: Discussion on the condition of the trailer and the air circulation. Staff believes that the poor air circulation has caused more than normal illness for staff. The Building Inspector has looked at the trailer and has found that some of the siding is buckling and has recommended that the trailer be inspected for mold and toxic conditions. General discussion. Council would like the Mayor to proceed and report back to the Council. D. Approval of Beer and Wine Licenses for Les Bois Meat Co. Inc. dba: Porterhouse and City Cellars. LLC. Mayor introduces the issue. Sedlacek moves to approve the liquor license for beer and wine to be consumed off premises for Les Bois and for beer and wine to be consumed on premises only for City Cellars, LLC. Seconded by Guerber. ALL AYE: MOTION CARRIES.............. ... Discussion on Customer Appreciation Day. Council would like to have our own space and not share with the Ada County Sheriffs Office. Hand out pencils and display mock up of City Hall and information about the City Hall. Mayor: Informal walk through on Merrill Park is scheduled for this Friday and one on Monday, January 13th. General discussion. Mayor would like to review payment requests on Merrill Park as there are going to be warranty issues on some of the amenities. Discussion on ITD and the signalization on the alternate route. 5. ADJOURNMENT: Guerber moves to adjourn. Seconded by Bastian. ALL AYE: MOTION CARRIES... Hearing no further business, the Council meeting adjourned at 8:00 p.m. PII¡C3 K:\COUNCll.IMINUTESITeJl1>Orary Minutes Work AreaICC-OI-07 -O3min.doc Respectfully submitted: ~(l-Y' \ (.11q c9-ð-K- ./ S ON K. MOORE CITY CLERKffREAS URER APPROVED: ...."""""" ,..... OF B.-t ""# J'~' ...... O~ #.. II' ..~~ , (.ì ~yOR-1 /... '" : ,,0 ~.. . :*: : * _.- . : \ _8 . ~ SEAL~"J i ... ..<'0 ~.. 0 ~ ....p~ ..f'J>OR~"';-.. ~ ~ ~..",~ ....... ~.." ~###. 'J'E OF \~ ~...." ## ~~~ "."......" PII¡e4 K:\COUNCll.IMINUTES\TeIqJOrary Minutes Work AreaICC-Ol-07-03min.doc