Full Text
CITY MANAGER’S REPORT February 9, 2020 CITY COUNCIL GOAL UPDATES A summary of progress made during the second quarter of FY21 (October 2020 - December 2020) is included at the end of this report. While we are still in the midst of the pandemic, many projects have continued to move forward with minimal interruptions. Delays, if noted, are generally due to the priority of other significant projects and limited staff time available. CAPITAL PROJECT UPDATES FROM PUBLIC WORKS DIRECTOR WORKMAN Water Source & Treatment Capacity Expansion: Construction is well underway at the water treatment plant. The new contact adsorption clarifiers have been installed and the new building is dried in. With winter conditions having set in, work on the inside of the plant is progressing rapidly. Recently completed work includes the installation of the new gas service, pressure testing of the 16” finished water pipe, handrail installation around the UV pit, completed roofing on existing building and new building upper levels and the roofer is currently working on the lower roof of the existing building. HVAC equipment has been set on the roof of the existing building and it is now operating, and garage door installation is complete. To date, Swank has billed $3.6M of a $9.3M contract. ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- Wastewater Facility Improvement: The mild winter (up until this week) has allowed Swank to make considerable progress on the wastewater treatment plant. With the exterior shell of the building complete, final grading has begun and all of the exterior stairs have been installed. Interior piping, electrical, HVAC, and equipment installation is well underway. Improvements to the main wastewater lift station have been completed along with the new grit handling facilities and alum chemical feed equipment installation. Swank Enterprises is about 360 days into a 544-calendar day contract, which equates to them being 66% complete. To date they have billed $14.3M of a $20.2M contract, which includes the purchase of the majority of the treatment equipment. ---PAGE BREAK--- ---PAGE BREAK--- COVID-19 PANDEMIC The Health Department continue to provide vaccinations with Tier 1B by appointment only. If you meet the requirements for Tier 1B you can fill out a form online here or call the COVID-19 Vaccine at [PHONE REDACTED] and leave a voicemail. Individuals are asked to leave a voicemail with their name, date of birth, and phone number, and the Health Department will return calls to schedule appointments based on weekly vaccine allotments. Calls for scheduling will be returned in the order in which they are received, and individuals should only leave one voicemail. Vaccination clinics in Whitefish kicked off during the first week of February and will be held on Thursdays assuming the vaccination supply is available. The City will be executing an MOU with North Valley Hospital in the coming days to provide assistance through non-clinical volunteer positions. This MOU clarifies the City’s role and has been approved by our insurance provider. For the Whitefish location, all vaccination appointments must be scheduled through the County Health Department as described above. You can monitor the vaccination rates in Flathead County on the Health Department’s website: As of today, Flathead County is reporting 615 active cases, which is the second highest in the State with only Yellowstone County (Billings) higher at 821 active cases. While vaccinations are occurring and our COVID-19 positive cases have come down to a manageable number for our health care system, wearing face coverings and social distancing continues to be necessary. On March 21, 2021, the City’s emergency ordinance providing for remote meetings is set to expire. Staff is requesting direction from the City Council if consideration of another emergency ordinance is desired. Below are two alternatives that you may consider: 1) Let the emergency ordinance expire and take no action. ---PAGE BREAK--- a. City Council would return to in-person meetings in the City Council Chambers on April 5th and all committee meetings would return to in-person settings starting Monday, March 22, 2021. Social distancing and face coverings, with an exception for those needing an ADA accommodation, would be required during all meetings. Should face coverings become an issue or new cases rise rapidly another emergency ordinance could be considered in the future. 2) Direct staff to prepare a new emergency ordinance for your consideration that would allow for continued remote meetings. a. Option 1: Period of 90 days and include the language from Emergency Ordinance 20-18. This option would be recommended if a new emergency ordinance is desired based on concerns below. b. Option 2: Period of 90 days with benchmarks for returning to in-person meetings. i. Possible benchmarks include: 1. Vaccinations available to Tier 1C. With Tier 1C, frontline essential employees and those 60 years of age and older, not eligible for at least 3 months due to the limited availability of the vaccine, it is likely this benchmark will not be met before the 90-day effective period of the emergency ordinance. 2. Average Daily Rate of New Cases per 100K remains under 50 for immediately preceding two weeks prior to meeting notice. I have three main concerns with this benchmark. First is the fluctuation in new cases per week and the possible delay in reverting back to remote meetings if a spike occurs, especially given the noticing requirements for our City Council meetings. Second, is the potential for multiple transitions between remote and in-person meetings. Consistency of meeting format provides predictability for citizens, minimizes need for communicating changes to the public, and allows participants to plan for participation more easily. Finally, the Health Department’s website has not been updated with new data for these factors since early January, which may make this data not readily available or easy to monitor. 3. Positivity Rate below a certain percentage for two weeks prior to meeting notice. With a possible decline in individuals seeking testing, the positivity rate could be skewed with only individuals seeking tests. This data may also not be readily available and some of the same concerns above relate to this benchmark too. MONTANA STATE LEGISLATURE SESSION We continue to monitor numerous bills for potential impacts to the City. Below are some of the bills that are of significant importance: HB259 prohibits inclusionary zoning and would eliminate the City’s Legacy Homes Program. The City adamantly opposed the bill as drafted during the Committee hearing after amendments would not be considered by the bill sponsor prior to its introduction. Many of the Strategic Housing Plan Steering Committee members also provided comments in opposition. At this point, it will be an ---PAGE BREAK--- uphill battle to have this bill tabled in Committee and/or not passed. Unfortunately, the Builders Associations and Realtors Association came out in strong support to of the bill. We are now waiting for the Local Government Committee to take action. HB257 would eliminate the City’s face covering ordinance. A recent amendment to the bill now makes it retroactive so any previously adopted ordinances would be unenforceable. The City opposes this bill. HB86 that would have provided for the option to have a regional fire authority was tabled in committee. This may have been an option to consider when providing fire services in the WFSA and City. HB137 generally revises vaping and alternative nicotine product laws. This bill has passed the House and was transmitted to the Senate. The Senate has referred it to Committee. If passed by the Senate, this bill would prohibit the City from having an ordinance that is more restrictive than State law regarding the sale and marketing of all vaping products, including flavored products. With this bill having made it through the House, staff has delayed the preparation of the flavored tobacco products ordinance until second meeting in March unless directed to proceed more expeditiously by the City Council. If interested, you can monitor what bills are being tracked by the MLCT here. MEETINGS The City has begun negotiations with the Montana Federation of Public Employees: Police Protective Association and the International Association of Fire Fighters: Local 3995. The terms for both collective bargaining agreements (Police and Fire) are set to expire on June 30, 2021. RECOGNITION OF A NEW CONSERVATION EASEMENT As we recently celebrated the anniversary of the Haskill Basin Conservation Easement, early this week it was reported by multiple news agencies that the Collins Family has generously placed a conservation easement on their 672-acre property, which includes timberland and lake front property on the western side of Whitefish Lake. This conservation easement will not only help protect water quality by eliminating new development on the highly desired lake front property, but it will also provide continued habitat for wildlife surrounding our community. A huge thank you to the Collins Family! NEXT CITY COUNCIL MEETING The next City Council meeting will be held remotely via WebEx on Monday, March 1st. The work session is tentatively scheduled for the City Council to review the proposed draft language for Accessory Dwelling Units. Respectfully submitted, Dana M. Smith, CPA City Manager ---PAGE BREAK--- FY21 WHITEFISH CITY COUNCIL GOALS 2nd QUARTER UPDATE Department/Goal Update Estimated Completion Date Administration 1. Create a Resort Tax Education and Reallocation Plan In progress: A work session and public hearing were held to hear from residents about the proposed uses for Resort Tax. Based on feedback, the proposed language will be drafted into ballot language for the City Councils call for a vote in Fall of 2021. Education and messaging will be discussed at the February Resort Tax Monitoring Committee. November 2021 2. City Purchasing Policies and Procedures In progress: A draft of the Purchasing Policies and Procedures document was reviewed by the City Manager with proposed edits. Department Directors will review the draft document in February. June 2021 3. Grants Management Policies and Procedures In progress: Draft Grants Management Policies and Procedures was reviewed by the City Manager with proposed edits. Department Directors will review the draft document in February. June 2021 4. Utility Billing Project for Garbage Services In progress: Letters sent to property owners and property managers regarding upcoming transition on December 23, 2020. Contract with Republic Services approved on January 4, 2021. Transition of rental accounts into owners’ names in process and expected to be completed by February 28, 2021. Garbage billing to being in April 2021. April 2021 5. Develop Personnel Liability Funding Strategies In progress: Delivery of available options to City Manager by end of Third Quarter. Assessment of personal time accrual limits is underway. June 2021 6. Information Technology Improvements for Security and Effective Operations In progress: Cisco equipment purchased and installation in progress. Office 365 Government Tenant migration to occur in February. June 2021 7. Short-term Rental Program Enhancements In progress: Further review of Airbnb and VRBO contracts held by Big Sky. New Code Compliance Officer hired. Considering a proposed change to STR regulations requiring business license to be listed on all advertised units. June 2021 8. Additional Cemetery Location and Plan In progress: Monitoring for an appropriate site continues. Long-term/Ongoing 9. Coordinate Name Change for Lost Coon Lake and Lost Coon Trail In progress: Application with the U.S. Geological Survey has been submitted to the June 2021 ---PAGE BREAK--- name to officially be changed on federal maps. Anticipated to take at least six months. 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. March 2021 2. Implement Long-Range Master Plan for Fire Department In progress: Contract between WFSA and City was approved. A selection/interview committee has been formed in consideration of 3 proposals received from the RFQ. June 2021 Parks & Recreation 1. Armory Park Redevelopment Phase III In progress: City Council authorized contract with RPA for engineering consulting services. Land & Water Conservation Fund grant will have final approval and grant award documents executed in February 2021. November 2022 2. Irrigation and Landscape Master Plan In progress: Consultants provided an update to the Park Board in November 2020 and February 2021. The anticipated completion date is April 2021. April 2021 3. Parks Sign Master Plan In Progress: Staff has been working with a consultant on design concepts. Staff is working on language for each park sign, including a section for park history. Staff is working on a map of sign locations. June 2022 Planning Department 1. Affordable Housing Implementation In progress: Adopted changes to Administrative Procedures in late 2020 and changed WR-4 zoning to capture more projects in Legacy Homes Program. Steering committee extended for another year on 1/19/21. Moving forward with an update to the Housing Needs Assessment. Monitoring bills in legislature that could impact the Legacy Homes Program. Long-term/Ongoing 2. Highway 93 South Corridor Plan In progress: Steering Committee is working on final review of the working draft chapters. Expect to have the final public review draft done in February. April 2021 3. Update Architectural Review Standards Completed: Updated Architectural Review Standards effective December 2, 2020. December 2020 4. Implement Parking Plan for Downtown In progress: Fall parking occupancy data collected October 2020. Parking Permit Implementation Committee met for the first time one January 7, 2021. Pilot program expected to run Summer 2021. Long-term/Ongoing 5. Update Subdivision Standards In progress: Staff compiling list of potential changes. Consultant may be required to June 2021 ---PAGE BREAK--- expedite process. Limited availability of staff time due to other projects continues. 6.Update Setbacks for Non-Residential and Mixed-Use Developments in WB-2 Goal Completed: Updates went into effect on October 21, 2020. October 2020 7. Update Landscaping Chapter and Tree Retention Standards In progress: Other projects taking priority. However, staff has started researching standards of other communities and outlining potential changes. Expect to complete a draft for internal review by March. June 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. March 2022 9. Growth Policy Update Not started: Project has not started due to limited availability of staff time and other projects in progress. Currently finishing up 93 South Corridor Plan, which is part of a Growth Policy update. 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 training academy and will return to full duty in April. Continue to analyze needs of the Department and possible need for an additional officer in FY22. Long-term/Ongoing Public Works Department 1. Design and Construct Wastewater Treatment Plan Upgrades In progress: Swank continues to make excellent progress on the wastewater treatment plant. The exterior shell of the building is now complete including the “grit building” which has now been erected. Plumbers and electricians are working inside the structure and many of the components within the reactors are being installed. Work is about 50% complete and Swank has billed $12.1M of a $20.2M contract. Fall 2021 2. Water Capacity Improvements and Reduce Unaccounted for Water Loss In progress: Construction is well underway at the water treatment plant. The largest inconvenience to the public is now complete as Northwestern Energy has finished the relocation of their natural gas facilities in Reservoir Road and the installation of the deep sanitary sewer is over. The new contact adsorption clarifiers have been installed and the precast wall and roof panels are set. To date, Swank has billed $3.2M of a $9.3M contract. Ongoing 3. Property Owner Sidewalk Maintenance Assistance Program In progress: Currently accepting applications for 2021 work. Some budget remains from Long-term/Ongoing ---PAGE BREAK--- FY21 which will be spent by the end of the fiscal year. 4. Birch Point Quiet Zone In progress: Additional discussions with BNSF have occurred, but it is becoming increasingly obvious that the City is going to need some consulting assistance with this project. One of the suggestions that was made was to add this quiet zone to one of our existing quiet zones, since it will be adjacent to both of them. November 2021 5. Edgewood and Texas Resort Tax Street Reconstruction Project In progress: Began public outreach and held first public meeting in December. Finishing up preliminary design and looking to move into final design with the anticipation of building Edgewood in 2021. November 2021 6. Update Transportation Plan In progress: Executed contract amendment to continue second phase of the study. “StreetLight” Data will be used during this phase to evaluate travel patterns and conditions in Whitefish from the lens of the entire Flathead Valley. Active Transportation and Safe Routes to School will focus on identifying new or missing system gaps. KLJ will work with MDT to develop a travel demand model (TDM) to assist with development of improvement projects recommended in the final plan. Work will be done to create a series of policy points for a number of recently completed plans developed by the City to support future transportation decision making for the City staff and elected officials. April 2021 7. Continue Looking into Improving Recycling Efforts with CAP Steering Committee In progress: Drafted an RFP for the Centralized Recycling Site and presented to Council in December. After listening to feedback, the RFP was changed to an Invitation to Bid which will also give contractors the option to submit costs for curbside recycling. This was presented to Council in January. Opportunities to include food waste composting have also been discussed as well as consideration of requiring organizers to plan zero-waste special events. Long-term/Ongoing 8. Continue Working on Whitefish Lake Septic Leachate Concerns with WLI In progress: Held discussions at the Solid Waste Board about the Flathead Health Department completing a PER regarding the septic waste and biosolids produced in Flathead County. Long-term/Ongoing 9. Reduce Number of Illegal Sump Pump Connections In progress: Conducted several sump pump inspections. Planning to include sump pump collection system with Edgewood & Texas project. Long-term/Ongoing ---PAGE BREAK---