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CITY MANAGER’S REPORT May 27, 2020 CITY COUNCIL GOALS UPDATE On April 15, 2019, the City Council adopted 29 goals for Fiscal Year 2020. Included with this report is a chart that shows the adopted goals by Department with a brief quarterly update and the estimated date of completion. While the chart identifies goals in progress, it is important to remember that there are other significant projects ongoing, such as the Baker Avenue Underpass, analysis of future tax increment districts, and the Highway 93 South Corridor Plan. City staff continues to work diligently to maintain ongoing operations, adjust to changes as a result of the COVID-19 pandemic, and make progress on these goals. At the direction of the City Council, we need to determine the preferred timing for a work session to discuss the FY21 City Council Goals. City staff is preparing the proposed FY21 City Council Goals based on ongoing projects and previous direction. The proposed goals will be provided to the City Council by June 1, 2020. COVID-19 PANDEMC UPDATE With the timeline of significant events about the state and local response to the COVID-19 pandemic growing in length, moving forward I will only provide updates since my last report. However, a full timeline of significant events is available upon request. As of the date of this report, Flathead County has not reported a new case of COVID-19 since the last positive case on April 14th. While reassuring, we must continue to be vigilant in our efforts to prevent the spread in our community as the State reopens. On May 19, 2020, Governor Steve Bullock announced that the State will move into Phase Two of the reopening plan and that the 14-day mandatory quarantine directive will be lifted on June 1st. As a result of this announcement the Whitefish emergency lodging ordinance will allow city lodging facilities to provide accommodations for all travelers also starting on June 1, 2020. The City issued a press release, mailed a letter to all lodging properties, and released a new community update video to ensure these changes were communicated to our community. On May 23, 2020, the City released another community update by Mayor Muhlfeld to communicate with our future visitors. The City and the Whitefish Convention and Visitors Bureau are working together to develop a responsible marketing plan as we reopen. A new website is in the works and we have joined Jackson Hole, Wyoming, in asking community members and visitors to support us in being Clean, Careful, and Connected. The Governor’s new directive also included language for individuals who are members of a vulnerable population, who have suffered a significant financial hardship as a result of the COVID-19 outbreak, and who, pursuant to the directive, remain sheltered at home. Protections from utility disconnections continue for those individuals 30 days after the end of their emergency shelter at home or the end of the emergency, whichever is sooner. The City has updated our late notices to ensure this protection is communicated and we have created a declaration for individuals to provide us notice if they qualify. For all other accounts, our normal process for late fees and disconnections will resume June 22, 2020. If an ---PAGE BREAK--- individual cannot pay the account in full prior to that date, we encourage them to contact us to determine if a suitable payment arrangement can be made. The State plans to provide surveillance testing of employees, enhanced contact tracing resources, personal protective equipment, and guidelines for operation for businesses for communities heavily impact by tourism. To ensure Whitefish is considered for these resources, I am working with the Flathead County Health Department and the Flathead Community Health Center to determine the City’s options for surveillance testing of employees in Whitefish and preparations for the risk of increased spread of COVID-19 as a result of tourism. WHITEFISH FIRE SERVICE AREA On May 7, 2020, the City issued a letter to members of the Whitefish Fire Service Area (WFSA) to provide additional information and clarifications to the letter sent by the WFSA Board on May 1, 2020. The WFSA Board is taking public comment on a proposal to shift to an all-volunteer fire department instead of renewing the contract with the City of Whitefish until June 1, 2020. On May 19th, I attended their first meeting and many individuals came out to provide comment. All of the public comment I have heard or been copied in on is in favor of continuing with the Whitefish Fire Department. After the meeting, I reached out to two WFSA Board members and I am hopeful that we will once again be able to sit down to negotiate our contract to provide fire protection services to the WFSA. REMINDERS AND OTHER INFORMATION The second FY21 budget work session will be held at 5:30 p.m. on Monday, June 8th. This meeting is scheduled to be held at City Hall in the City Council Chambers. NEXT COUNCIL MEETING The next City Council meeting will be held on Monday, June 15th, in the City Council Chambers. The work session is tentatively scheduled for a presentation from Montana Fish, Wildlife & Parks regarding Chronic Wasting Disease Management. Additional topics may be added to the work session. Respectfully submitted, Dana M. Smith, CPA City Manager ---PAGE BREAK--- FY20 WHITEFISH CITY COUNCIL GOALS 3rd QUARTER UPDATE Department/Goal Update Estimated Completion Date Administration 1. Create a Finance Plan for Economic Downturn Plan complete and reviewed by City Council. Final meetings to be scheduled with city employees to review plan. Staff will continue to update the financial figures annually. June 2020 2. Create a Resort Tax Education and Reallocation Plan Continue education through public outreach. A work session to discuss and plan for the reallocation and renewal is anticipated for June or July 2020. Delay due to COVID-19. June 2020 3. Create a Cemetery Plan Search for an appropriate site continues. June 2020 Fire Department 1. Implement Long-Range Master Plan for Fire Department Staff has prepared a significant portion of financial information, but it was determined that assistance from a consulting firm would be in the best interest of the City to ensure operations and funding solutions are developed and completed in a timely manner. Staff does not have the time to prepare the report. The FY21 Proposed Budget includes $40,000 for this project. January 2021 2. Provide City Council Emergency Management Training Training delayed due to COVID-19 pandemic as in-person meetings were cancelled. Training is anticipated to occur in early FY21. The City has implemented the Incident Command System for the pandemic, which has been a valuable training opportunity in a slow-moving incident compared to a fire or other emergency. September 2020 Parks & Recreation 1. Depot Park Redevelopment Phase II and Phase III Phase III has been bid and construction has begun. The project is scheduled to be complete by July 1, 2020. June 2020 2. Bike/Ped Master Plan Wayfinding Sign Implementation Signs have been installed and project is considered complete. There will continue to be new signs and adjustments to existing signs as the path system develops as ongoing maintenance. October 2019 3. Explore Possible Funding Sources for Maintenance of Parks/Public Spaces Staff continues to work on adding equipment, labor, and materials to Cityworks and continues to track spending in order to develop a cost analysis. The dashboard is up and running for administrative monitoring of data. Ongoing 4. Armory Park Redevelopment Phase III We received notification from LWCF that we have been granted $150,000 of the $250,000 November 2021 ---PAGE BREAK--- grant application. There is still potential for more funds to become available as we move through the grant award process. We are working on identifying which portions of the plan we will work on first and which portions we will save for when more funding becomes available. The full $250,000 is included in the FY21 Proposed Budget in hopes we receive additional funds later in year. 5. Urban Forestry Management Staff continues to manage the City's urban forest by zones. Zones 1 and 2 are nearing completion. Ongoing 6. Long-range Operations and Maintenance Trail Strategy with WLP Pending initial meeting to determine goal and process. Extended completion date from June 2020 to December 2020. December 2020 Planning Department 1. Affordable Housing Implementation Strategic Housing Plan Steering Committee reviewed and provided recommendation to the City Council on snow lot funding options for 24 townhouses for purchase. Contract for development of the snow lot by Whitefish Housing Authority is anticipated in June 2020. Staff discussed ADU changes with the Committee and WHA put together review standards. COVID-19 caused some delay. Ongoing 2. Parking Plan for Downtown Area Pilot parking permit plan pushed to summer of 2021 due to COVID-19 pandemic. Parking Implementation Committee formed, but on hold. Police Department purchased citation software, devices, and vehicle to improve enforcement. Public Works Department is working on sign inventory in downtown. The no re-parking requirements will be in effect July 1, 2020, if second reading is approved on June 1, 2020. Ongoing 3. Update Architectural Review Standards Committee reviewing draft language and photos at next meeting. Staff purchased InDesign and hired Panico Design to prepare layout. CTA Architects was also hired to prepare the details. June 2020 4. Update Landscaping and Tree Retention Standards Project pending available staff time. Date extended from March 2020 to March 2021. March 2021 5. Update Zoning Ordinances for Downtown Area Project pending available staff time. Estimated completion date extended to December 2021. December 2021 Police Department 1. Increase Capabilities of Police Department New officer hire has been delayed to FY21 due to COVID-19, minimal interest, and lack of qualified applicants. Ongoing 2. Analyze Policing Needs if Big Mountain is Annexed (in 2023) Continue strategic planning and preparing a needs assessment to determine policing needs. January 2022 ---PAGE BREAK--- Public Works Department 1. Design and Construct Wastewater Treatment Plan Upgrades Swank is well underway on construction. Foundation work is complete, reactor floors have been poured, and vertical wall construction is underway. November 2021 2. Water Capacity Improvements and Reduce Unaccounted for Water Loss Water plant designs are complete. Working with DEQ to finalize their approval. SRF application submitted and working on submitting documents to secure funding. Anticipating project award in July. Ongoing 3. Create Sidewalk Assistance Program Several agreements have been signed by property owner and the first projects will be completed this summer. June 2020 4. Reduce Number of Illegal Sump Pump Connections Continuing outreach and education. Additional letters mailed to property owners and inspections scheduled. Ongoing 5. Complete State Park Road Improvements Phase II of project awarded to LHC and work is underway. Project will be completed in November 2020. November 2020 6. Construct Viaduct Improvements Finalized plans for Baker Ave. Underpass, which is currently advertised for bids. Evaluated improvements across the viaduct and determined they cannot be achieved during this phase of work due to complexity in obtaining urban funds. November 2020 7. Construct Birch Point Quiet Zone Improvements Spoke with MDT about crossing improvement project. Received clarification on information needed from the City to add the quiet zone to the improvement project. June 2020 8. Construct Multi-modal Transportation Hub LHC has nearly completed the multi-modal improvements north of the library. June 2020 9. Update Transportation Plan Awarded contract to KLJ and began work on the Transportation Plan Update. Work will begin with a staff kickoff meeting and a review of current inventory. October 2020 10. Continue Looking into Improving Recycling Efforts with CAP Steering Committee Met with Republic on several occasions to discuss current status of the recycling site. Included educational information in newsletter. Ongoing 11. Continue Working on Whitefish Lake Septic Leachate Concerns with WLI Continue to work with WLI and researched Senate Bill for septic study, which passed the 66th Montana legislature. Ongoing