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CITY MANAGER’S REPORT October 28, 2020 CITY COUNCIL GOAL UPDATES The first few months of FY21 have flown by. We have made progress on most of the City Council Goals, but some have been delayed due to our needed response to the COVID-19 pandemic or limited staffing. Attached to this report is a brief summary of our progress during the first quarter of FY21. COVID-19 PANDEMIC Community spread continues in Flathead Valley and our response continues to require most of my attention. The City has issued another video as part of our Community Update Series in partnership with the Whitefish Convention and Visitors Bureau to inform businesses, citizens and visitors about the new restrictions for Halloween weekend. You can watch the video here. Community outreach and education continues to be our primary focus. I worked with Whitefish Schools Superintendent Dave Means to create the Whitefish COVID-19 Task Force. The purpose of this Task Force will be to encourage community wide implementation of recommended and required health measures to slow the spread of COVID-19, support our hospitals and clinics, keep our businesses and schools open, and support our first responders and front- line workers. The Task Force will have its first kick-off meeting this week and includes representative from Whitefish Public Schools, the City, North Valley Hospital, Glacier Medical, the Flathead City-County Health Department, the Whitefish Convention and Visitors Bureau, and our local business community. City Hall is open but operating different than usual. By limiting customer visits to 15-munites, we can limit exposure risks for our customers and employees, which should help keep our doors open. So far it has been well received and most of the visits from the public are due to the ballot drop box. MEETINGS. On October 21st Fire Chief Page and I met with the negotiating team for the WFSA. Overall, it was a positive negotiation session with items for each party to prepare for our next meeting. We anticipate meeting again next week. NEXT CITY COUNCIL MEETING The next City Council meeting will be held remotely via WebEx on Monday, November 16th. For the work session, the City Council will interview applicants for board and committee openings. A discussion on the Resort Tax extension and re-allocation will also be scheduled as we work on refining the ballot language. Respectfully submitted, Dana M. Smith, CPA City Manager ---PAGE BREAK--- FY21 WHITEFISH CITY COUNCIL GOALS 1st QUARTER UPDATE Department/Goal Update Estimated Completion Date Administration 1. Create a Resort Tax Education and Reallocation Plan In progress: Staff has updated the proposed language based on City Council direction. Analysis of the potential needs and inclusion of the Whitefish Trail is in progress. A work session is scheduled for November 16, 2020. November 2021 2. City Purchasing Policies and Procedures In progress: A draft of the Purchasing Policies and Procedures document was sent to the City Manager. Next steps would be to receive comments and present to Department Directors. November 2020 3. Grants Management Policies and Procedures In progress: Draft Grants Management Policies and Procedures were sent to City Manager. Next steps are to get comments from City Manager and Department Directors. November 2020 4. Utility Billing Project for Garbage Services In progress: Draft letter written to customers indicating that accounts will transition to property owners name with draft timeline for implementation. Negotiations continue with Republic Services. December 2020 5. Develop Personnel Liability Funding Strategies In progress: FY20 GASB 75 Report Complete. Will deliver available options to City Manager by end of Second Quarter. June 2021 6. Information Technology Improvements for Security and Effective Operations In progress: Cisco equipment purchased and is currently being configured. Office 365 Government Tenant approved to migrate to the platform. IT administrator researching best governmental price. June 2021 7. Short-term Rental Program Enhancements In progress: Customer Service Clerk hired full time to assist in enforcement. Code Enforcement Officer, Finance Director, Planning and Building Director and City Manager met to discuss next steps. Reached out to Big Sky and Vail for input into their processes. June 2021 8. Additional Cemetery Location and Plan In progress: No time available in 1st Quarter for additional research. Search for an appropriate site continues. Long-term/Ongoing 9. Coordinate Name Change for Lost Coon Lake and Lost Coon Trail In progress: The City, on behalf of property owners abutting Lost Coon Lake, filed a petition to change the name to “Lost Loon Lake” with the Eleventh Judicial District Court. On October 27, after a hearing, Judge Dan Wilson approved the City’s petition. City Attorney will be drafting a proposed order for December 2020 ---PAGE BREAK--- Judge Wilson. After he issues his order, we will be filing a request with the U.S. Geological Survey to officially change the name on federal maps. Fire Department 1. Provide City Council Emergency Management Training In progress: Training delayed due to COVID- 19 pandemic as in-person meetings are not recommended. Training is anticipated to occur as soon as possible. December 2020 2. Implement Long-Range Master Plan for Fire Department In progress: The FY21 Proposed Budget includes $40,000 for this project. The Request for Qualifications has been drafted and will be posted after WFSA negotiations are complete. June 2021 Parks & Recreation 1. Armory Park Redevelopment Phase III In progress: Established a committee for rating and selecting RFP candidate, advertised for RFP, and working with State on securing additional funds. November 2021 2. Irrigation and Landscape Master Plan In progress: Research has been gathered by both Surewater and Forestoration. An update will be provided to the Park Board during their November meeting. November 2020 3. Parks Sign Master Plan In Progress: Staff has gathered inventory information. Park Board has given authorization to move forward with sign design plan. June 2021 Planning Department 1. Affordable Housing Implementation In progress: Updated Fee in Lieu and ownership/rental rates, created FY 2020 Affordable Workforce Housing Report, obtained Council direction for amendments to the Administrative Procedures and WR-4 zoning. Long-term/Ongoing 2. Highway 93 South Corridor Plan In progress: Plan and Steering Committee were delayed by COVID-19. Corridor Plan draft chapters currently under review by Steering Committee. January 2021 3. Update Architectural Review Standards Nearing completion: At the City Council Work Session on September 8th, staff was directed to move the update forward to the Planning Board. After the public hearing on September 17th, the Planning Board unanimously recommended the update for approval. The City Council, after the public hearing, approved the update on October 19th. The second reading is scheduled for November 2nd and if approved will be effective December 2nd. December 2020 4. Implement Parking Plan for Downtown In progress: No re-parking and other revisions to parking regulations took effect July 1, 2020. Long-term/Ongoing ---PAGE BREAK--- New parking enforcement vehicle and LPR technology deployed. Improved monitoring of downtown parking restrictions during summer months. Summer parking occupancy data collected was collected from July 30th – August 1st. 5. Update Subdivision Standards Not started: Project has not started due to limited availability of staff time and other projects in progress. February 2021 6.Update Setbacks for Non-Residential and Mixed-Use Developments in WB-2 Goal Completed: Updates went into effect on October 21, 2020. August 2020 7. Update Landscaping Chapter and Tree Retention Standards Not started: Project has not started due to limited availability of staff time and other projects in progress. Update of Subdivision Standard higher priority. March 2021 8. Downtown Master Plan Implementation - Update Zoning Ordinance Not started: Project has not started due to limited availability of staff time and other projects in progress. December 2021 9. Growth Policy Update Not started: Project has not started due to limited availability of staff time and other projects in progress. Long-term/Ongoing Police Department 1. Analyze Policing Needs if Big Mountain is Annexed (in 2023) In progress: Pending direction from City Council. January 2023 2. Increase Capabilities of Police Department In progress: Hired 2 officers and they are currently in the field training program. Both will attend the academy within the year. Continue to analyze needs of the Department. Long-term/Ongoing Public Works Department 1. Design and Construct Wastewater Treatment Plan Upgrades In progress: Construction continues on the WWTP Upgrade Project. Fall 2021 2. Water Capacity Improvements and Reduce Unaccounted for Water Loss In progress: Water plant project awarded to Swank Construction in August. Construction began with replacement of gas main up Reservoir road. Sewer main extension up Reservoir road underway. Water plant expansion has also begun with clearing and grubbing, UV disinfection basin construction, and footings for plant expansion. Ongoing 3. Property Owner Sidewalk Maintenance Assistance Program In progress: Awarded FY21 contract to Knife River after receiving three bids. Completed approximately 3,000 square feet of sidewalk replacement to date. Long-term/Ongoing 4. Birch Point Quiet Zone In progress: Staff met with MDT and BNSF in August to discuss quiet zone. Likely need to hire a consultant to help with quiet zone design to get plans approved by Federal Rail Administration. Birch Point neighborhood has drafted and is circulating a petition to eliminate the at-grade crossing at Birch Point. November 2021 ---PAGE BREAK--- 5. Edgewood and Texas Resort Tax Street Reconstruction Project In progress: Completed RFP process for project and selected RPA as the consultant. Initiated agreement with RPA for surveying and preliminary design. Additional design phases will be authorized based on Resort Tax revenues. November 2021 6. Update Transportation Plan In progress: Working through existing conditions report with KLJ. Finalized population, housing, and employment estimates through Downtown Highway Study. Launched website and survey for plan. Completed first public outreach with virtual "listening sessions". April 2021 7. Continue Looking into Improving Recycling Efforts with CAP Steering Committee In progress: Continued discussions with Republic Services regarding contract changes surrounding recycling site. Staff has prepared a draft request for proposals for recycling services of the City’s central site. New location likely to be on City property along on Monegan Road due to affordable workforce housing project at the current site downtown. Long-term/Ongoing 8. Continue Working on Whitefish Lake Septic Leachate Concerns with WLI In progress: No progress to report since last quarter. Long-term/Ongoing 9. Reduce Number of Illegal Sump Pump Connections In progress: Conducted several sump pump inspections. Discussed possibility of sump pump collection system with Edgewood & Texas project. 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