City Council

Belton City Council Meeting June 11, 2019 - 5:30 P.M. The Belton City Council met in regular session in the Wright Room at the Harris Community Center with the following members present: Mayor Marion Grayson, Mayor Pro Tern Wayne Carpenter and Councilmembers David K. Leigh, Dan Kirkley, Guy O'Banion and John R. Holmes, Sr. Councilmember Craig Pearson was absent. Staff present included Sam Listi , Gene Ellis, John Messer, Amy Casey, Brandon Bozon, Susan Allamon , Chris Brown , Matt Bates, Paul Romer, Bob van Til, Jeff Booker, Wes Gilbreath, Angellia Points, Charlotte Walker, Cynthia Hernandez, Judy Garrett, Kim Kroll , Cheryl Maxwell and Kelly Atkinson . The Pledge of Allegiance to the U.S. Flag, and the Pledge of Allegiance to the Texas Flag was led by Boy Scout Troop #122 . The Invocation was given by Teon Bass, Former Pastor of Mt. Zion United Methodist Church . 1. Call to order. Mayor Grayson called the meeting to order at 5:31 p.m. 2. Public Comments. A. Shirley Young, 115 Circle Drive - Ms. Young explained that she had a recent EMS call that had been coded incorrectly and would have cost her a lot of money had it not been corrected. She said that some of her elderly friends have stated they have had coding issues as well , and now will not call an ambulance for fear that they won't be able to afford to pay. She is concerned that lives will be lost because of it. B. Kyle Heitmiller, 603 Sundown Street - Mr. Heitmiller said that he was speaking on behalf of himself and his neighbors. His street was resurfaced approximately two years ago, and it went from a hot mix overlay street to a chip seal street. He added that he has contacted the City numerous times, and City officials looked at the street and agreed it wasn 't good. He said the street is unusable for outdoor activities and wants a hot mix asphalt street like they used to have. C. Cindy Black, 2962 Mystic Mountain Lane - Ms. Black said she's heard that Belton may go to a private EMS. Her research shows that private is for profit, and she finds few articles that show going to a private service is good . She said part of her concern is that her insurance agent told her that the City's insurance rating would drop if it moved to a private EMS service. She also expressed concern about the longer response times from the private EMS services that are providing the secondary EMS service currently. She stated that utilizing private EMS is better suited for a newly developed community and not one that has existed since 1850 like Belton. She pleaded with Council to "pray, talk to God, talk to yourself, talk this up a lot more than you have been that going from public to private is not a positive for this City. " Belton City Council Meeting June 11 , 2019- Page 2 D. Scott Daniel, 3206 Wildcatter Drive - Mr. Daniel said , "Towns are more than brick and mortar, more than budgets and dollars, towns are hearts, feelings and personalities. Towns are culture." He stated that he grew up in Rockdale where the Fire Department was a rite of passage . He said that when he thinks about the Belton Fire Department, he thinks about our culture. He remembers that the Fire Department was passing out box fans last month, and that they gather up toys for the less fortunate at Christmas time. He asked the Council to think about something other than budgets and dollars, but to think about hearts, minds and feelings as they think about the Fire Department. E. Regina Spence, 2973 Mystic Mountain Lane - Ms. Spence asked, "Why doesn't the City Council provide competitive salaries for the Fire Department so we don't keep losing the ones we have and get the good ones that we should be getting?" Consent Agenda Items 3-7 under this section are considered to be routine by the City Council a_ nd may be enacted by one motion . If discussion is desired by the Council, any item may be removed from the Consent Agenda prior to voting , at the request of any Councilmember, and it will be considered separately. 3. Consider minutes of May 28, 2019 City Council meeting. 4. Consider appointments to the following Boards/Commissions: A. Ethics Commission 8. Planning and Zoning Commission C. Parks Board 5. Consider approval of ordinances on first reading and set a public hearing for June 25, 2019, granting franchises to the following companies to operate and maintain non-emergency ambulance transfer services within the public streets and highways of the City of Belton: A. Acadian EMS 8. Scott & White EMS 6. Consider authorizing the City Manager to execute a one-year extension with Grantworks, Inc., for administration and management services for the Texas Department of Housing and Community Affairs HOME Program. 7. Consider accepting the dedication deed for Rocking M Lane, located between Auction Barn Road and the Three Creeks Subdivision, as provided for in the Development Agreement and Consent Decree to create MUD #1. Belton City Council Meeting June 11, 2019- Page 3 Councilmember Leigh requested that Item #5 be pulled for discussion. Upon a motion by Councilmember Leigh and a second by Councilmember O'Banion, the Consent Agenda Items 3-4 and Items 6-7 were unanimously approved by a vote of 6-0. City Clerk Amy Casey explained that the City grants non-emergency ambulance transfer franchises to companies who request a franchise. Current franchises with Acadian and Scott & White are nearing end. This item is the first reading of the ordinance. The second reading and public hearing is scheduled for the Council meeting on June 25, 2019. Councilmember Leigh clarified that this is not emergency services such as that provided by the City. Mrs. Casey said , "That is correct." Upon a motion by Councilmember Holmes, and a second by Mayor Pro Tern Carpenter, Item #5 , including the following captioned ordinances (first reading), was unanimously approved by a vote of 6-0. ORDINANCE NO. 2019-25 AN ORDINANCE GRANTING A FRANCHISE TO ACADIAN EMS TO OPERATE AND MAINTAIN A NON-EMERGENCY AMBULANCE TRANSFER SERVICE WITHIN THE PUBLIC STREETS AND HIGHWAYS OF CITY OF BELTON. ORDINANCE NO. 2019-26 AN ORDINANCE GRANTING A FRANCHISE TO SCOTT & WHITE EMS TO OPERATE AND MAINTAIN A NON-EMERGENCY AMBULANCE TRANSFER SERVICE WITHIN THE PUBLIC STREETS AND HIGHWAYS OF CITY OF BELTON. Miscellaneous 8. Conduct a work session on Hill Country Transit and HOP operations in Belton. Darrell Burtner, Director of Urban Operations for Hill Country Transit District, presented a summary of HOP operations in Belton and their budget request for FY2020 (see Exhibit "A"). Councilmember Leigh asked if the cuts came before the loss in ridership, or the other way around . Mr. Burtner said the cuts came first. He added that there is a downstream effect. Ridership drives the amount of funding the Federal Government provides, and that impact is typically felt a year later. Mr. Leigh said that Belton had a 19% drop in ridership , but a route was not cut. Mr. Burtner said the 19% covers both Belton and Temple. Councilmember Kirkley added that Saturday service was cut. Belton City Council Meeting June 11 , 2019- Page 4 Councilmember Leigh asked what the annual General Fund budget is for Killeen so he can compare it to what Belton is paying. City Manager Sam Listi said Killeen's General Fund budget is a little over $84M, compared to Belton's $15M. Councilmember Holmes said, "It's a heck of a service we provide the citizens for $31,000 per year." Mr. Burtner rem inded him that the cost was actually going down a couple thousand in FY2020 to $29,706 , a reduction of $2 ,206. Mayor Pro Tern Carpenter said , "Thank you for what y'all do. We really appreciate it. " No action was required of the Council at this time. 9. Hold a public hearing and consider ordinances amending the Code of Ordinances to include standards for Food Trucks: A. Chapter 11 - Licenses and Business Regulations B. Chapter 6 - Fire Code Director of Planning Cheryl Maxwell explained that the City does not currently have standards for regulating food trucks in the City limits. Nevertheless, food trucks have been allowed in the City limits via a one year permit, until earlier this year, when a moratorium was placed on new food trucks, pending the development of standards. Maxwell reminded the Council that food vendors are proposed to be divided into four categories as follows: 1. Food Booth , Concession Stand , and Farmers Market 2. Food Trucks - Temporary Event: Up to 14 consecutive days 3. Food Trucks - Long Term: 6 month permit (currently one year) 4. Food Truck Parks - Permanent Mrs. Maxwell said that at a previous Council workshop, the Council expressed concern with over-regulating food booths and concession stands, so these have been removed from the draft ordinance. She said that fire safety requirements were also removed , but are proposed to be addressed within the Fire Code. The revisions to the Fire Code will apply to Food Trucks which are long term (6 months) or permanent, but they will not apply to Food Booths or Concession Stands. She added that there are no proposed changes to the way Food Booths, Concession Stands or Temporary Food Trucks currently operate. Maxwell explained that Food Booths, Concession Stands and Farmers Markets register with the event coordinator and follow the event coordinator's requirements. Food Trucks - Temporary Event (up to 14 days) register with the event coordinator and follow the event coordinator's requirements . There is no change to either of these categories. She noted that all vendors selling food must comply with Texas Food Establishment Rules and the Bell County Public Health District requirements . Belton City Council Meeting June 11, 2019- Page 5 Mrs. Maxwell stated that Food Trucks - Long Term (permit up to 6 months) and Food Truck Parks (permanent) will be subject to the proposed ordinances. Currently, there are three food trucks in operation : Los Compadres, Los Brothers Taco Shop and El Paisa. Maxwell reviewed the proposed ordinance. Category 3: Food Trucks - Long Term • Proposed permit term is 6 months; $50 fee. • Site plan required - should include zoning district, setbacks, main building location, and parking for evaluation. • Permission letter from property owner; agreement for use of restroom facilities. • List of items to be sold. • State sales tax certificate. • Bell County health inspection. • Fire Marshal inspection. • Parking-must be on an improved surface and not occupy spaces required for the main business. • Signs-must be permanently affixed to the vehicle. • Vehicle must be readily movable. • Exterior trash receptacle required if on-site seating provided. • Interior trash receptacle required. • Cannot connect to City's public sewer, unless otherwise approved. • May connect to City's public water with approval from Director of Public Works- proper backflow devices must be installed . • Cannot discharge sewer or grease onto the ground , roadway, or into any drainage infrastructure. • Public Restrooms-required if on-site seating provided (may have portable restroom facilities) . • 6 month inspection. • Allowed in all zoning districts except A, SF, and 2F with screening required when adjacent to SF and 2F zoned property. • Permit application-authority to Director of Planning to review and approve or deny permits, with appeal to City Manager and Council. Category 4: Food Truck Parks - Permanent • Parking-none required in CBD; 1 space per 3 seats required in other zoning districts; must be paved surface. Food Trucks must be parked on improved surface. • Signs-one on-premise sign allowed at entrance; food trucks may have attached signage. • Trash Receptacle-dumpster required on-site. • Public Restrooms-minimum two required with connection to City sewer for every four food trucks on-site; alternative plan may be approved by Director of Public Works. • Electrical connections required for each pad site. • Fire lanes must be provided . Belton City Council Meeting June 11 , 2019- Page 6 • Alcohol sales allowed subject to TABC and City requirements. • Zoning Districts-proposed in R, CH , C1 , C2, CBD, LI and HI. • Screening required where adjacent to SF and 2F zoned property. • Food truck connections to public water/sewer allowed subject to City requirements; backflow device for water system, internal or community grease trap. • Compliance with noise regulations and adopted floodplain regulations required. • Site plan review required . Mayor Grayson asked what Staff considers an improved surface. Mrs. Maxwell responded asphalt, concrete, chip seal, or pervious pavers, etc. There are many options to allow for flexibility. Councilmember Leigh asked if a backflow preventer is required for the whole park or one for each individual food truck. Director of Public Works Angellia Points said that one backflow preventer would be required for the Food Truck Park, and then each individual food truck would be required to have one as well depending on what they sell. Councilmember Holmes asked if that was expensive. Mr. Leigh replied, "Oh my gosh, yes! You also have to have it inspected and serviced." Fire Marshal Jeff Booker said the fire safety requirements were removed from the food booths, and he said that the he will provide education instead. He said as far as the Food Trucks - Long Term and Permanent are concerned , he is requiring general safety items such fire extinguishers, certain ways to fuel generators, baffles, etc. He believes that these items are pretty standard. Councilmember Leigh asked about external power cords and generators. Mr. Booker said the extension cords just have to be approved with a UL listing. Generators are required to be in certain areas, and there are additional location requirements for generators during fueling . Councilmember O'Banion said he wants to make sure that the City is not going to "wash our hands of it" regarding Food Booths and Concession Stands, so he is happy to see that the Fire Marshal will provide educational information to those vendors. Councilmember Holmes asked what the impact of these requirements will be on the existing food trucks in the City. Mrs. Maxwell said these new requirements will not apply until their permit comes up for renewal. At that time, they will have to comply. Mr. Holmes asked about the requirements in the ordinance for Food Trucks - Temporary Event. He asked if that means they must have a "food server health permit." Mrs. Maxwell said that is correct. She explained that requirement is in place now, but it is not something that is regulated by the City. Mr. Holmes said that the ordinance requires Food Truck vendors to provide an itinerary of locations where sales will occur and their hours of operation. He asked if Belton City Council Meeting June 11, 2019- Page 7 we are requiring a 6-month itinerary when and where sales will occur. Mrs. Maxwell explained that Staff will want to know what they are going to sell and their general hours of operation . She reminded Council that this requirement is for the Food Trucks - Long Term which will be permitted for a location for a period of 6 months. Mr. Holmes said one of the latest trends is to have a party at your house and invite one or two food trucks to serve your guests. However, he added, food trucks aren't allowed in single family areas. Mr. Leigh said he thought it applied only to the long- term and permanent food trucks. Councilmember Leigh said that it is confusing because we have established four different categories, but we are using the same terminology for all categories. Mrs. Maxwell said the intent was to distinguish temporary event food trucks, which are not being regulated, from long term and permanent which are regulated by the proposed ordinance. Mayor Grayson asked , "What about the temporary food trucks that aren't associated with an event?" Mrs. Maxwell responded that those were not addressed . Councilmember O'Banion explained that the Food Booths, Concession Stands and Farmers Market are regulated; they just aren't regulated by the City of Belton. "After all the lengthy discussion we had the last time we talked about it, Staff changed some things because last time some of us had problems with over-regulating . We need to make up our minds... do we want to regulate it, or do we not want to regulate it?" Staff has defined the different categories, and some are regulated and others are not. He added , "It's hard to define because it's a food truck in all three categories." Councilmember Leigh said he thinks it would be better to only have regulations on permanent food trucks. He suggested using a good term that defines what a food truck is because it could be a booth or a trailer, as well . He said it gets confusing . City Manager Sam Listi said Food Booths/Concession Stands has been handled because Staff relaxed the regulations on those. Long Term and Food Truck Parks has been handled with the proposed ordinance. There still seems to be some question on the Temporary Event up to 14 days. Again, we are not adding any regulations to that. This is pretty straight forward . The Mayor suggested that this ordinance include a sunset provision. Councilmember O'Banion said this is a topic where the Council and Staff could go round and round. He said the Council should approve the ordinance, and if problems arise, then go back and tweak it. Mr. Listi said , "It might not be perfect, but we do have people waiting on us to implement this. I believe we have enough standards to put in place, and we certainly have the flexibility to tweak it and come back to Council. We do plan to go to P&Z and Council with the identification of the zoning district areas for the Food Truck Park. It may need some more work, and if y'all would be specific, we could certainly go back and do that. " Belton City Council Meeting June 11, 2019- Page 8 Mayor Grayson opened the public hearing. Adam Sawicki, Pig and Pickle Food Truck, 11429 Falcon Drive. Temple - Mr. Sawicki said the regulations seem pretty solid especially for the Food Truck Parks. He said they have more difficult requirements to deal with in restrooms, etc. As far as public seating, he wondered if he put a couple of benches by his truck, would that require him to have a restroom. Other than that, the regulations seem solid because food trucks need to be held to the same standards as brick and mortar restaurants. Councilmember Holmes asked Mr. Sawicki about the backflow preventer require- ment. Mr. Listi said that is only required if they hook up to the City's utility system. Mr. Holmes asked Mr. Sawicki if he would need to hook up or if he was self- contained. He said his truck as self-contained. Director of Public Works Angellia Points said if you hook up to the City's water system, a backflow preventer will be required depending on what is available on the mobile food truck. Councilmember O'Banion said , "If you have a soda dispenser, you will have to have a backflow preventer which will be required to be inspected." Mr. Sawicki said he would just sell bottled soda. Randy Pittenger, Belton Area Chamber of Commerce - Mr. Pittenger said the fewer regulations, the better. He commended the Council for reducing previously proposed regulations on food trucks that are temporarily located for an event. Seeing no one else wishing to speak, the Mayor closed the public hearing. Councilmember Holmes cited the proposed ordinance regarding restroom requirements if seating is provided . Mrs. Maxwell said Staff is proposing that if seating is provided, restroom facilities (even port-a-potties) should be provided. Mr. Listi said that requirement could be adjusted to only require restrooms depending on the number of seats provided. He suggested seating for more than twelve should require a restroom , for example. Councilmember Leigh said he was trying to understand the proposed regulations. He said , "Division 2 Food Trucks, Section 11-178, says Mobile Food Vendor Permits. Does that apply to all food trucks regardless of category?" Mrs. Maxwell said it applies to those food trucks that are there for six months or longer, and those that are going to be located in the permanent food truck park. Mr. Leigh said , "It doesn't say that." Mrs. Maxwell said , "Go to page 2, Section 11-177, Item C, which states that mobile food vendors should register with the Event Coordinator and comply with their requirements." She added that category of food trucks is not subject to the requirements of this ordinance. Mr. Leigh said that the language needs to include "shall only" register with the Event Coordinator and comply with their requirements. Mrs. Maxwell said, "Go up to Item B which says it does not include temporary event mobile food vendors. " She said that was an attempt to clarify that nothing in this ordinance applies to a temporary event mobile food vendor. Mr. Leigh said the ordinance needs some further clarification because he is reading differently than what Mrs. Maxwell intended. Mrs. Maxwell said that Staff can make revisions to the ordinance and bring it back. Belton City Council Meeting June 11 , 2019- Page 9 Mayor Grayson said Council can table it. Councilmember Leigh made a motion to table the item until June 25, 2019. Councilmember Holmes seconded the motion , and Item #8, including the following captioned ordinances, was tabled by a vote of 6-0. ORDINANCE 2019-27 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BEL TON, TEXAS, ESTABLISHING CHAPTER 11, ARTICLE VIII, OF THE CODE OF ORDINANCES OF DEALING WITH "LICENSES AND BUSINESS REGULATIONS;" PROVIDING A SAVINGS CLAUSE; PROVIDING AN EFFECTIVE DATE; PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN OPEN MEETINGS CLAUSE. ORDINANCE NO. 2019-28 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BELTON, TEXAS, AMENDING CHAPTER 6, ARTICLE II OF THE CODE OF ORDINANCES DEALING WITH THE FIRE CODE; PROVIDING A SAVINGS CLAUSE; PROVIDING AN EFFECTIVE DATE; . PROVIDING A SEVERABILITY CLAUSE; AND PROVIDING AN OPEN MEETINGS CLAUSE. 10.Consider authorizing the City Manager to execute a contract for the Old Waco Road Sewer Project, and any change orders associated with the contract, not to exceed the amount authorized under state law. Director of Public Works Angellia Points said , like all cities, Belton has aging water and sewer infrastructure, and some lines are near the point of failure . That is the case with the Old Waco Road Sewer Replacement Project. She said that the Old Waco Road Sewer Project has been designed and all fourteen (14) easements (11 property owners) have been obtained by donation. The property owners who have provided easements understand the need for the project, and are excited the City has taken on the project to correct the issues. Mrs. Points explained that the project was advertised , and bids were received on June 4, 2019. Five (5) qualified bids were received for the project. They are: Contractor Bid Amount McLean Construction , Killeen $1 ,079,079.50 MA Smith Contracting, Austin $1,086,515.55 Santa Clara Construction , Austin $1 ,143,202.00 Bell Contractors, Belton $1 ,164,577.84 Prota Construction , Austin $1 ,742,103.60 The low bidder, McLean Construction of Belton, has successfully worked with the City of Belton in the past on projects such as the South Belton Sewer Phase I Proj~ct and numerous subdivisions. Mrs. Points added that the duration of Belton City Council Meeting June 11, 2019- Page 10 construction for the entire project is estimated to be approximately seven months, and the project is being funded from the 2018 Water and Sewer Capital Projects Fund . Upon a motion by Mayor Pro Tern Carpenter, and a second by Councilmember Kirkley, Item #10 was unanimously approved by a vote of 6-0. 11. Consider authorizing the City Manager to execute contracts for annual infrastructure materials for one year with the ability to automatically renew for two additional one-year periods at the same prices, including any change orders associated with the contracts, not to exceed the amount authorized under State law. Director of Public Works Angellia Points explained that, annually, the City enters into contracts with a construction company or materials provider to have access to items such as hot mix asphaltic concrete (HMAC) , construction of sidewalks, bedding materials, and crushed limestone road base. She said the materials are used for typical maintenance work, internal capital improvement projects, and other miscellaneous work that the City participates in . Mrs. Points explained that the current pipe bedding and crushed limestone road base contracts were extended for an additional year with no changes in pricing. However, the HMAC and concrete bids required rebid due to changes in the bid items. Three items were bid : • Bid A - Concrete Components includes miscellaneous concrete items such as curb and gutter, drive approaches, radii, sidewalk, ramps, etc. • Bid B - FM439 Sidewalk Repair. The 2018-2019 Contract included 200 SY of concrete for the FM439 Sidewalk Repair. The repairs exceeded the estimated quantity and approximately 70 SY is still needed for repair. This bid includes the mobilization , traffic control plan preparation and approval , traffic control implementation, and sidewalk replacement. • Bid C - Hot Mix Asphaltic Concrete items includes HMAC that the City picks up from the plant, HMAC that is delivered, HMAC that is delivered and placed, cold- mix that the City picks up from the plant, and tack oil that is picked up by the City. Points explained that materials are ordered on an as-needed basis, and the City reserves the right to only order as needed, if any at all. The amounts shown in the bid tabulation are estimates only, and the contract is awarding the items based on guaranteed unit prices. She added that the existing contracts are ending soon , and there are different commencement dates for each contract. Belton City Council Meeting June 11, 2019 - Page 11 • Bid A- Concrete Components will start on August 14, 2019. • Bid B - FM439 Sidewalks will be awarded upon Council approval. Funding is available for this item from the FY2019 Sidewalk Maintenance Budget. • Bid C - HMAC will start on June 26, 2019. Councilmember Holmes asked about the variance in bids on the HMAC. Mrs. Points explained that Lone Star Paving is not local and requires mobilization costs as a part of their bid. Upon a motion by Councilmember Holmes, and a second by Councilmember Kirkley, Item #11 was unanimously approved by a vote of 6-0. FY2020 Budget 12. Conduct a work session on FY2020 budget considerations and process, and receive input from Council on key policies and initiatives. Director of Finance Brandon Bozon reviewed the FY2020 General Fund proposed budget as shown in Exhibit "B". Councilmember Holmes asked, "If we had not done the adjustment from the General Fund to the Debt Service Fund, would our effective rate and our rollback rate be a little bit lower?" Mr. Bozon responded , "If we would have stayed at the $0.6598, our effective rate would not have changed , but our rollback rate could have been lower because the M&O rollback rate would have been lower." Councilmember Leigh said a lower rollback rate means there's less room to work, but because the City made the adjustment, there is more room to work. Councilmember Holmes asked Mr. Bozon to comment on Civil Service pay raises, and how those are actually accomplished . Mr. Bozon explained that over the last couple of years, there have been some downward adjustments to revenue. He said that made personnel additions or adjustments to the Civil Service pay scale not feasible in FY2019. He added that Civil Service employees operate on a step plan which means that all Year 1 Police Officers make the same amount, and all Year 15 Police Officers make the same amount. There is some variation in some certifications. For example, a Firefighter/EMT does not make as much as a Firefighter/Paramedic. Civil Service requires that a City must pay a civil service employee with the same tenure and the same certifications at the same pay rate. He said that in FY2018, each of the steps were adjusted by 5% . Councilmember Holmes asked if Civil Service is a broad group of employees. Mr. Bozon said it is Firefighters and sworn Police Officers. Mr. Holmes added , "So any payroll adjustment is a pretty significant part of the budget." Mr. Bozon indicated that a 1% adjustment to the Civil Service pay scale is approximately $40,000. Mayor Grayson said, "So 5% is $200,000?" Mr. Bozon said, "Roughly, yes." Belton City Council Meeting June 11, 2019- Page 12 Mr. Holmes asked, "We increased the step plan by 5% in FY2018, and even though it shows no increase in FY2019, they were still eligible for their step increases, correct?" Mr. Bozon replied, "That is correct. If they hit a tenure, such as a Police Officer going from Year 6 to Year 7, they received an increase of 2.5%." Mr. Holmes pointed out that in FY2018, some received a 7.5% increase. Councilmember Leigh asked what $0.01 added to the tax rate generates in revenue. Mr. Bozon said it is roughly $105,000 in General Fund revenue. Adopting the M&O rollback rate this year would generate roughly $200,000 in additional General Fund revenue. Leigh said he brings this up because there were a couple of significant events that happened in the last year that impacted the budget - some positive and some negative. He said the positives include Belton is a growing community, and the tax base is growing without having to go up on tax rates. He said the second positive is that the Tax Appraisal District was pretty aggressive this year, so there will be another increase potentially because of that. Mr. Bozon said that just based the on growth of the City, there will be an approximate 3.5% increase. He said another 3.5- 3.6% will be realized from aggregate appraisal growth. He reiterated that number is still in flux since the City has not yet received the certified rolls. Mr. Leigh said the negatives include the loss in revenue from the County EMS contract and the loss in collections from the City's ambulance service. This is approximately a 4% loss in revenue on a $15M budget. He stated , "The City did not decrease anything, we just absorbed that hit." He said that Travis County recently reduced their contribution to the City of Austin by approximately $1 .5M which represents a very small portion of their budget, and they laid off 18 firefighters. He said the City needs to continue to be fiscally responsible. Leigh said throwing money at a problem is not always the right thing to do. Councilmember Leigh said, "As we look at our priorities, we need to really look at how we balance the felt needs of our community, which is the services that we provide, with the felt needs from their pocketbook when they have to pay for it." He said the City may need a few transitional steps to get back on the right footing . He added that street maintenance is very important. He also said he would like to eventually go to a "pay-as-you-go" system and retire all City debt in his lifetime. Councilmember O'Banion said he doesn't think the City needs to scrap anything that has been started, unless there's a massive loss of revenue. He said it is very important to fund the Street Maintenance Plan and the Capital Equipment Replacement Plan. He also said it is very important to keep moving forward on the plan for improvements to TMRS since it is significant to our employees. He doesn't think the City is "way out of whack" when it comes to competitive wages, especially when compared to cities our size, but he said he thinks there is room for improvement. Belton City Council Meeting June 11 , 2019 - Page 13 Councilmember Leigh said he welcomes discussion from the public about a possible tax increase to pay for maintaining "things." He said 64% of the City's budget is personnel , and 65ish% of that is public safety employees which represent approximately 40% of the City's total budget. He said the feedback he gets, especially with the increased appraisals, is that nobody wants to pay anything additional in taxes. City Manager Sam Listi said there are several ways raise additional funds. These can include a tax increase if directed by the Council or possibly a street maintenance fee . He asked for input from the Council. He said the Legislature has implemented a 3.5% cap on revenues from property taxes which will be a significant constraint in future years. Councilmember O'Banion said he is proud of the fact that it has been a number of years since the tax rate has been changed . Mr. Bozon said the tax rate was $0 .675 in 2007 , and the rate was lowered after that. Mr. O'Banion said , "How many cities raise the tax rate to fund a project, and then lower it again once the project is fin ished?" Councilmember Leigh said , "In 2002 , we raised the rate to build a new Fire Station and hire firefighters . A couple of years after that, we lowered it back to where it was even lower. " Mr. O'Banion said, "Government just doesn't typically do that. But, that being said , we've maintained this rate for a number of years and that makes me proud . I'm not tooting my horn; it was started before I was on Council. We are handling the growth in the budget very frugally with the growth in our tax base. " He added that it is important for the Council to discuss what's important to each of them because not everything is going to be able to be funded . Mayor Grayson said she agrees with everything that has been said so far, adding that the Council has been remarkably fiscally responsible with help from Director of Finance Brandon Bozon. She said that the City has not been negligent, although information about what the City is doing for employees is not as well spoken. The City has improved the TMRS benefit, and has funded an increase in healthcare expenses at approximately 10% per year for the last several years by absorbing these increases in the budget. She said the Council , and especially the Staff, has done an incredible job in managing the budget for a city of approximately 22 ,000. She added that Staff's priority list is right on target. Mayor Pro Tern Carpenter said he seconds what the Mayor said. He added that the budget was very lean to begin with considering the loss of the EMS revenue. The City was able to continue forward without having to slash anything . He said he is proud of the way Staff has handled that since it is a very difficult issue. Councilmember Holmes said, "I think we've been fiscally responsible , but from the taxpayer's standpoint, appraised values have gone up dramatically." Mayor Grayson replied, 'Which we don't have a lot of control over." Mr. Holmes said the City has Belton City Council Meeting June 11 , 2019- Page 14 seen pretty healthy revenue increases year after year for the past several years from property taxes. Councilmember Kirkley added that the way Staff has managed some of the challenges that the City faced (e.g. new legislation, and salaries paid by larger cities that Belton is being compared to) in a commendable way. He added that the City's tax rate has remained stable, and he thanked Staff for that. He doesn't believe that the challenges will go away, but he thinks the City will manage them well. City Manager Sam Listi discussed possible budget considerations for resolution of the existing EMS issues as shown in Exhibit "C". Councilmember Leigh clarified that the reductions are reductions in budget, not in existing personnel. Mr. Listi said that the reductions are six budgeted but unfilled positions as well as the transition of the in-house Ambulance Billing position . Councilmember Holmes asked if Staff has any information from the County regarding their satisfaction with the service provided by AMR and also the rates. Mr. Listi says he doesn't know of any complaints about their service provision . He advised Mr. Holmes that Council will set the rates. AMR's existing rates are a little higher than Belton's currently, but they don't charge for a "No Transport" where Belton does. He added that both Temple and Bell County have dictated the number of ambulances and the staging of those ambulances, and an average response time is dictated as well. He said , "Those are the kinds of things we would be looking for in our contract, too. We have the opportunity to work with AMR, and really make it fit our needs." He said the City would not expect a 13-14 minute response time, but the AMR ambulances would be located at our Fire Stations. Right now, they are responding on a trial basis from Salado, Midway and Troy as a back-up to Belton ambulances. Councilmember Holmes asked about the validity of the comment made during Public Comments about this causing an increase to our insurance rates. Mr. Listi said he hasn't heard that statement before and needs time to research it. He added that utilizing a private ambulance service is not unusual for a City. Mr. Holmes said there seemed to be several qualified candidates for Firefighter positions at the testings, yet, the City has only hired ten. Mr. Listi said that there are a lot of factors in recruiting and hiring. Some don't pass background checks, and others have withdrawn from the process. There are many factors to consider when hiring a civil service employee. Mayor Grayson said she has struggled with this topic because she likes that Belton has its own ambulance service. She stated that the City has been "hit with some dominoes; first the County, and then the loss of Fire/EMS personnel who have left for other, bigger departments, and the inability to get new personnel on board in a timely manner, and then the billing ." Mr. Bozon said the City has been receiving about 35-40% of billing excluding the mandated reductions from the Federal Belton City Council Meeting June 11 , 2019 - Page 15 government. "All these components have led me to agree to do the one year, so that our citizens are taken care of, but at the same token, keep doing what we are doing." She said the firefighters will not stop being EMTs because they will be on the fire trucks. Councilmember Kirkley added that the potential for burnout is great right now. Mayor Grayson said that there may be some schedule adjustments in the Fire Department, and she wants Staff to continue working on those things. Mr. Listi said shift options are certainly a consideration . "With all these different components, I want to revisit this in a year, but I agree that we probably need to do something , and this is a good solution," said Mayor Grayson. Councilmember Leigh said as Council has looked at this problem, it is difficult not to "roll up our sleeves and go fix problems," but the Council is a policy-making board , so there's a limit to what we are able to help do. He said any comment a public official makes on this issue, it is likely to be picked apart. He said the City has a significant budget shortfall due to the loss of the County contract, and there's also been a loss of personnel , and now our Medical Director has concerns about the City's ability to respond . He said paramedics are important, as are firefighters and police officers, but he believes the City should continue to recruit paramedics over the next year and build back up. He thinks going with AMR for one year is a wise, prudent decision. He looks at AMR as a temp agency. Councilmember O'Banion said it is a forgone fact that the City has to do something . At the very least, the City needs to adopt this proposal. He thinks if the contract goes well, it could lead to staying outsourced. If it doesn't go well , and the City is able to hire additional paramedics, then the City can return to providing ambulance services. He said the problem is not going to get any better as the Council sits around and talks about it. He said, "We have to act, and we have to act decisively. " Mayor Grayson said , "Sam, I think you have your direction ." Councilmember Leigh asked if the contract would need to wait until October 1st , or could it be rolled out sooner. Mr. Listi replied, "As soon as possible. I put the October 1st date because it is the new fiscal year, but if we are able to do it a little sooner, and AMR is able to, we can do that. " Mayor Pro Tern Carpenter said , "I think it is in the best interests of the citizens and Staff both , to move forward as quickly as possible. I think we all would like to go back to the way it was, but that isn't an option . We've got to move forward ." Councilmember Holmes asked what the cost was to the City for the contract with AMR. Mr. Bozon responded , "We do not pay a fee to AMR for this contract. " Mr. Holmes said , "It costs the City zero, and we have input on their billing. " Belton City Council Meeting June 11, 2019- Page 16 Councilmember Kirkley said, "1 . The care of our citizens and neighbors is of the utmost importance. 2. Our heroic first responders are suffering from burnout, and we need to help them as well. Our Staff is very important to us. 3. The State is creating some funding ceilings for us that we have to deal with and have to be realistic about. 4. There's a system of competition in our region that makes it nearly untenable for us to meet that competition for personnel. I am totally in favor of this one-year trial." There being no further business, the Mayor adjourned the meeting at 8: 11 p.m. ATTEST: Amy M. Casey, City Clerk EXHIBIT "A" 1 • Roles: • HCTD is the operator who provides the service (buses, drivers, maintenance, dispatch, scheduling, customer service, etc. • Cites & Bell Co. determine level of service by the level of local funding provided • Goals: • Overall goal is to provide public transportation to those who need it. 2 3 Fixed Route Service (FRS) (backbone) Special Transit Service (ADA) Rural Transit Service All are designed for mass transportation and all are shared rides open to the public via a shared expense formula. 4  CC Killeen HH Temple Belton Fixed Route and ADA Service Area 5 9 Urban Fixed Routes 24 FRS Buses 18 FRS Drivers 290 Total Fixed Route Bus Stops 113 Passenger Shelters 37,345 Passengers Trips per Month (2018 Avg.) 448,134 FRS Passengers Last Year…backbone (2018) 6  Fixed Route Performance for CY 2018 Route City Passengers Passengers/Hour Route 2 Killeen 60,389 18.5 Route 4 Killeen 95,757 27.3 Route 5 Killeen 45,298 13.7 Route 35 Harker Heights 28,656 9.6 Route 65 Copperas Cove 38,201 13.0 Route 100 Killeen*55% & Cove*45% 38,629 13.0 Connector HH, Belton, & Temple 28,930 9.4 Route 510 Temple 55,340 17.3 Route 530 Temple 36,581 10.6 Route 610 Belton 20,353 6.6 TOTAL 448,134 13.9 7 46 STS Buses 30 STS Drivers 8,497 Passengers Trips per Month (2018 Avg.) 101,967 Passengers Last Year (2018) 8  Service CYTD Calendar Year (Thru April 2019) 2018 Fixed Route 112,992 448,134 Special Transit 28,562 101,967 Rural 26,017 110,737 Totals 167,571 660,838 9 FTA named HCTD Region VI Transit System of the Year in 2015. Region VI covers Texas, New Mexico, Oklahoma, Arkansas, and Louisiana. HCTD has undergone six Triennial Reviews, conducted by the FTA. The reviews were extremely thorough and covered twenty three areas to assess HCTD’s management and implementation of FTA grant programs. HCTD had three perfect Triennial Reviews in a row, and had minor deficiencies in the others. 10 Measure 2018 Performance Goal Fixed Route Ridership 13.9 Passengers/ Service Hour 10.0 Passengers/ Service Hour Paratransit Ridership 2.2 Passengers/ Service Hour 2.0 Passengers/ Service Hour ADA Ride Length 2.6% of ADA Trips Over an Hour in Less than 5% of ADA Trips Over an Length Hour in Length Missed FRS Trips 0.2% of Trips Missed 2.0% of Trips Missed Customer Complaints 0.04 Complaints/100 Passengers 1.00 Complaints/100 Passengers Safety Performance 2.09 Accidents/100k Miles 4 Accidents/100k Miles Maintenance Road Calls 6.39 Road Calls/100k Miles 10 Road Calls/100k Miles Customer Service Telephones 42 Second Wait Time Wait Times Under Two Minutes Travel Training Thirteen Training Programs in 2017 No Fewer Than Twelve Training Programs per Year 11  FFY17-18 FFY18-19 Change Between years Passengers Ratio Passengers Ratio Passengers Ratio 510-T 26,830 16.8 510-T 23,256 16.2 510-T -3,574 -0.6 530-T 17,388 10.1 530-T 15,419 10.0 530-T -1,969 -0.1 610-B 10,486 7.0 610-B 9153 6.1 610-B -1,333 -0.9 Year-To-Date (Oct-Mar) Total 54,704 11.3 Total 47,828 10.8 Total -6,876 -0.5 % Change -14.4% FFY17-18 FFY18-19 Change Between years Passengers Ratio Passengers Ratio Passengers Ratio 510-T 56,764 17.3 510-T* 46,512 17 510-T* -10,252 -0.3 530-T 36,989 10.5 530-T* 30,838 10.3 530-T* -6,151 -0.2 Federal Fiscal Year 610-B 20,756 6.7 610-B* 18,306 6.0 610-B* -2,450 -0.7 Total 114,509 11.5 Total* 95,656 11.1 Total* -18,853 -0.4 * Projected Proportionally % Change -19.7% 12  FFY17-18 FFY18-19 Change Between years Passengers Ratio Passengers Ratio Passengers Ratio 2-K 33,416 21.1 2-K 21,978 13.9 2-K -11,438 -7.2 4-K 48,935 27.7 4-K 47,697 30.2 4-K -1,238 2.5 5-K 30,056 18.8 5-K 0 0.0 5-K -30,056 -18.8 35-HH 14,639 9.2 35-HH 11,678 10.7 35-HH -2,961 1.5 65-CC 18,574 12.9 65-CC 15,234 11.3 65-CC -3,340 -1.5 100-CONN 20,166 14.0 100-CONN 17,252 11.8 100-CONN -2,914 -2.2 Year-To-Date (Oct-Mar) Total 165,786 17.3 Total 113,839 15.6 Total -51,947 -1.7 % Change -31.3% FFY17-18 FFY18-19 Change Between years Passengers Ratio Passengers Ratio Passengers Ratio 2-K 66,197 20.3 2-K* 43,956 13.1 2-K* -22,241 -7.2 4-K 96,706 26.7 4-K* 95,394 29 4-K* -1,312 2.3 5-K 60,604 18.5 5-K* 0 0.0 5-K* -60,604 -18.5 35-HH 29,708 9.1 35-HH* 23,356 10.5 35-HH* -6,352 1.4 Federal Fiscal Year 65-CC 39,940 13.4 65-CC* 30,468 11.6 65-CC* -9,472 -1.8 100-CONN 39,855 13.5 100-CONN* 34,504 11.4 100-CONN* -5,351 -2.1 Total 333,010 16.9 Total* 227,678 15.1 Total* -105,332 -1.8 * Projected Proportionally % Change -31.6% 13  Each year, HCTD plans budgetary expenses for the upcoming fiscal year, and develops its budget accordingly. After applying funding available from the Federal Transit Administration, TXDOT, and contract revenue, HCTD still faces an annual shortfall. 14  In order to make up for that shortfall and continue providing the current level of service, HCTD asks each city in the urbanized areas and Bell County to provide local funding in amounts corresponding to the number of fixed route service hours provided. 15 • Each Federal fiscal year, the FTA apportions Federal transit funds for each urbanized area based on the urbanized area’s population, ridership, and other factors. • Such apportionments are calculated separately for urbanized areas with a population of 200,000 and greater (Killeen UZA) and urbanized areas with a population of less than 200,000 (Temple UZA). • Each apportionment must be used specifically for that particular urbanized area. 16 In order to access Federal funds, HCTD must have other non-Federal funds. • Operations requires a 50/50, dollar-for-dollar match. • Preventive maintenance requires an 80/20 match. • Since HCTD began urban service in Killeen in 2000, HCTD has provided the majority of those matching funds. Since the inception of the Urban Services, HCTD has provided approximately $30M on behalf of the Killeen UZA Transit Service, and the City of Killeen has provided approx. $1.5M. 17  Added Federal (FTA) Together State (TxDOT) For Ops Available HCTD (Medicaid/other) { for Match Local (Cities & Co.) If Shortfall* = } Farebox (Riders)** = Not Match * Based on Fixed Route ** Farebox Pros & Cons Service Hour Formula 18  2% Temple UZA Contributions 3% 5% 1% Federal 49% State 12% 28% 49% HCTD 28% Temple 5% Belton 1.5% Bell Co. 1.5% 12% Fare Box 3% Killeen UZA Contributions 1% 3% 3% Federal 65% 3% 2% 14% State 9% HCTD 14% Killeen 3% 9% 65% HH 1% CC 2% Bell Co. 3% Fare Box 3% 19  $9,642,902 All Other Contributions, 94.2% Bell County 1.5% Killeen 1.2% Copperas Cove 1.0% $156,125 Harker Heights 0.4% $120,850 Temple 1.4% $100,000 $40,000 Belton 0.3% $140,611 $31,912 System Total $10,232,400 20 Belton FY20 Request: FY19 = $31,912 FY20 = $29,706 Δ = ($2,206)  It is the Local Funding that determines the Level of Service  Encourage people to talk to their City Council representatives  Questions 28 29  EXHIBIT "B" Fiscal Year 2020 Budget Discussion PROCESS & POLICY General Fund, Debt Service Fund, Tax Rate 2020 BUDGET CALENDAR March – May  Department budget development  Revenue projection development  Department budget review with City Manager and Finance June – August  Council input on policy directives  Budget presentations to Council  Strategic Plan review and update  Proposed budget filing September  Public hearings  Strategic Plan adoption  Budget adoption FISCAL YEAR 2019 REVIEW 65.1% Personnel GENERAL FUND BUDGET INITIATIVES TMRS Plan Improvement  Adopted plan changes to improve employee retirement benefits  Implemented an 8.50% contribution rate for calendar 2019 (8.06% required)  8.80% contribution rate planned for calendar 2020 (8.28% required) Civil Service Pay Adjustments  Phased approach proposed in FY 2018 policy discussion  5% adjustment adopted in FY 2018 budget  No adjustment adopted in FY 2019 budget  Comp study is underway Preventative Street Maintenance Plan  Four years completed  Year five is under construction now  FY 2020 proposed to increase annual funding to approximately $250,000  Accomplishes goal set out in FY 2018 budget process to reach $250,000 by 2020  Long term funding goal of $1-1.5 million GENERAL FUND REVENUE – INITIAL OUTLOOK Preliminary estimates show total revenue growth at approximately$636,974 (4.39%) $510,974 (3.53%) after adjusting out refuse contract collections of $126,000 Trends and outlook – FY 2020 revenues compared to FY 2019  Strong growth in tax base (up $389,408; 7.1%)  Relatively flat sales tax (up $54,470; 1.5%)  Strong mixed beverage tax (up $10,000; 20%)  Cautious optimism on franchise taxes (up $57,440; 4.8%)  SB 1152 could reduce by approximately $33,000  Charges for services  Planning up $39,790 (17.3%)  Parks up $21,180 (24.7%)  Ambulance down $230,000 (-30.6%)  Brush up $15,260 (8.2%)  City admin fee on refuse services up $15,120 (10.9%)  Increasing court fines and fees (up $54,850; 19.9%)  Strong FY 2018 water sales driving increase in Transfers (up $37,989; 6.1%)  Rising rates boosting Interest income (up $37,600; 36.9%)  Other miscellaneous income steady (up $7,867; 2.3%)  Wait and see on Effluent Sales – most revenues come during summer – flat at $175,000 GENERAL FUND CONSTRAINTS $510,974 goes rather fast… Cost Driver FY 2020 – FY 2019 (Delta) TMRS Plan Improvements $77,344 Health Insurance Rates (10%) $53,897 Capital Equipment Plans (3.4%) $23,067 Additional Street Maintenance Funding $80,000 Bell County Communications (3.2%) $10,255 …Leaving $266,411 in new revenues to fund all other inflationary adjustments and new needs PERSONNEL PRESSURES Personnel Requests  Part-Time Assistant City Clerk  Police Officer (long term staffing request +8 by FY 2024)  Part-Time PD Records Clerk  Recreation Coordinator  Additional Hours – PT Planning Clerk  Building Inspector  Assistant Public Works Director (GF, W&S, Drainage) Benefit Costs  Anticipate 10%+ increase in health insurance from 2019 rates  Retirement strategy PRELIMINARY TAX RATE ESTIMATES Current Rate = $0.6598  M&O = $0.5650  Debt Service = $0.0948 Estimated FY 2020 (Tax Year 2019) Rates  Effective Rate = $0.6317  Rollback Rate = $0.6962  Rollback M&O Rate = $0.5841  Debt Service Rate = $0.1121 General Fund and Debt Service Funds built on current tax rates  Transfer of funds from General Fund to Debt Service Fund necessary to provide adequate Debt Service in FY 2020 TAX RATE MANAGEMENT Fund Balance – General Fund  Ended FY 2018 with a fund balance of $5,125,567  Balance in excess of minimum of $1,671,266 at 10/1/18  FY 2019 budget balanced and anticipate operations to finish balanced  Anticipate proposed amendment request to transfer fund balance to debt service as part of tax rate management strategy - $105,500 Fund Balance – Debt Service Fund  Ended FY 2018 with a fund balance of $306,462  FY 2019 budget was unbalanced by $244,000  Expect FY 2019 actual expenditures to exceed revenues by approximately $230,000  Request to use fund balance in FY 2020 budget development  Tax rate management strategy  Maintain M&O rate and Debt Service rates at $0.5650 and $0.0948, respectively  Heritage Park CO support Debt Service Fund Projections 5% projected $204,072 annual certified tax roll growth $562,914 $145,309  DEBT SERVICE FUND PROJECTIONS - UPDATE 5% projected $182,500 annual certified tax roll growth $425,450 $105,473 DISCUSSION & DIRECTION Council Discussion  Use of General Fund/Debt Service fund balance to manage tax rate  Priority of key initiatives Upcoming Action Items and Discussions  Updates to revenue projections  Budget amendments  $105,500 transfer from General Fund to Debt Service Fund  $65,000 increase in solid waste revenues and expenditures (balanced amendment)  Briefing on the results of the compensation study Belton Fire Department Budget Discussion Emergency Medical Services EXHIBIT "C" June 11, 2019 Introduction • FY 2020 budget will be challenging and we take our responsibility to prepare a balanced budget, that delivers essential public services effectively, very seriously. • One of the most important decision points for the FY 2020 budget is how we provide Emergency Medical Services (EMS) in our community. • I am pleased to present an EMS solution tonight that adds first responders without increasing City costs. Background • The Belton Fire Department provided Emergency Medical Services (EMS) to the City of Belton, and approximately 70 square miles of unincorporated Bell County, for over 30 years. • On October 1, 2018, Bell County transitioned to American Medical Response (AMR) for service to the unincorporated areas previously served by the Belton Fire Department. • This operational change has resulted in a reduction in ambulance calls due to reduced coverage area. Background • Reduction in ambulance calls has occurred, based on discontinuing Bell County calls on October 1, 2019: • 10/01/17 – 05/22/18: 2,621 calls • 10/01/18 – 05/22/19: 2,087 calls A reduction of: 534 calls • As of 05/31/19, ambulance revenues are at only 46% of budgeted $750,000. • Total ambulance revenues for FY 2019 are projected at $520,000. Challenges • Revenue Impact • The loss of the County service area resulted in a loss of approximately $500,000 in General Fund revenues for FY 2019. • Staffing Impact – Immediate • Area cities, particularly Georgetown (4), increased Firefighter/ Paramedic staffing significantly in 2018, creating a ripple effect through Central Texas, and a shortage of certified paramedics in Belton. Killeen (3); Temple (2); others. • Belton has lost 11 paramedics to other cities in the last year, and a total of 16 staff to date. • Belton currently has only seven paramedics available to schedule on shift (excluding Chief and Assistant Chief), which challenges operations when paramedics are in transit to/from hospital. • It takes approximately one year for an EMT to achieve paramedic certification. Challenges • Current Staffing • Captain 2 Paramedics • Lieutenant 3 Paramedics (currently, authorized for 4; one opening) • Paramedic 2 • EMT-B 16* FY 2019 Budget 23 Capt. 2 Lt. 4 Medic/EMT-B 24 30 *Two current EMTs finish Paramedic School September of 2019. The positions of Fire Chief, Asst. Fire Chief and Fire Marshal/Training Officer are each Paramedics, but not counted in floor personnel noted above, bringing total authorized staffing to 33. Challenges • RECRUITMENT EFFORT Recruitment for entry-level Fire/EMS personnel has been a high priority, and continual effort, since June of 2018. Below is an overview of five (5) test dates and results: 06/15/18 08/16/18 10/12/18 12/10/18 04/30/19 Applications Received 19 14 25 71 14 Showed up to written exam 7 7 8 51 9 Passed written exam 6 6 7 35 6 Did not pass written exam 1 1 1 16 3 Showed up to physical assessment 14 14 16 27 6 Passed physical assessment 7 7 8 19 3 Did not pass the physical assessment 7 7 8 8 3 HIRED 2 0 4 3 1 Trial Adjusted EMS Response • Due to continued loss in Belton Fire Department personnel, and required City overtime to staff ambulances, a change was made April 1, 2019. • City ambulance fleet of 2 vehicles temporarily reduced to 1, with Belton first out from Sparta station, and backup service provided by AMR and Acadian. • When Belton’s ambulance is occupied, and with a backup ambulance in route, Belton has dispatched an enhanced 3-man paramedic engine company to render immediate patient care and on scene safety, prior to transport. • Daily reports of service in April, May, and so far in June have been positive, with somewhat longer response times for backup providers, due to their location when dispatched. (7.5 - Belton; 13 - AMR) Future EMS Response • Belton facing important decision point regarding EMS service: • Paramedic staffing shortages continue, with no sign of abating. • It is becoming increasingly difficult to staff even one ambulance with current personnel. • City’s Medical Director, Dr. Taylor Ratcliff, has expressed concerns with current situation. • Trial “back-up” plan with AMR has been helpful, but could be improved. • FY 2020 budget development dependent on service delivery model. • Clarity of EMS service delivery model would reduce uncertainty in community. • Outsourced Ambulance Service, complemented by a robust Belton Fire Department, appears to be the most prudent approach given all we know at this time. • Proposed EMS solution will add first responders on the street, in addition to what Belton is able to provide. Current Belton Fire Department Model • Thirty Firefighters; up to 10 Firefighters per shift across 3 shifts • Minimum Staffing of Eight Firefighters per shift • Four per station, two stations providing fire and EMS • Two firefighters dedicated to operating an ambulance and transporting to hospital • Two firefighters dedicated to operating a fire engine • Ambulance crews backup and supplement fire response Current Belton Fire Department Model 2 + 2 + 2 + 2 =8 Alternative Model: Outsourced Ambulances • Twenty-Four Firefighters; Up to eight Firefighters per shift across 3 shifts • Minimum Staffing of six Firefighters per shift • Three per station minimum, with two stations providing fire suppression and rescue operations • Three firefighters dedicated to operating a fire engine and providing emergency response, remaining available in City • Outsourced Ambulance Service; two Ambulances – four personnel – providing emergency care and transporting patients to hospital • Elimination of Ambulance Billing, after a transition period Alternative Fire Department Model South North 3 + 2 + 2 + 3 = 10 Alternative Model: Benefits • Increases Belton Fire Department shift personnel dedicated to on-scene firefighting and emergency response from 2-3, for vehicle, equipment, and on-scene conditions – guaranteed 6 Belton personnel available. • Increases overall First Responders in Belton from 8 to 10 – Belton FD personnel (6) plus Outsourced EMS (4). • Current staffing (specifically paramedic staffing) could accommodate this model and guarantee emergency response and advanced patient care. • Belton Fire Department Officers will remain in the City at all times to supervise and direct shift personnel. • Staffing model change will allow for greater flexibility for fire prevention, education and training, and employee time off. Alternative Model: Implications • While the number of first responders in Belton will increase, the new model does anticipate a reduction of six budgeted but vacant firefighter positions and the transition of the in-house City’s ambulance billing function. • The City no longer will have direct control of EMS, although it will be managed through Agreement terms – number of vehicles, personnel and certifications, response times, vehicle staging, and related matters. • Cost of ambulance services to citizens will likely increase, but rate will be set by Council. • The budget impact is projected to be neutral to slightly positive. Observations • Management has focused on Belton’s EMS Service Delivery Model as the most important first step needed to finalize the Fire Department’s FY 2020 budget. • Ensuring EMS service delivery remains a critical objective that needs special attention, given current and projected operational conditions. • The Outsourced Ambulance Model appears to provide the most certainty for EMS service delivery at this time, adding first responders on the street. • AMR has agreed to work with us on a one-year Agreement to hire personnel, stage ambulances in Belton, and respond to all EMS calls at no cost to the City. • An AMR Agreement will outline service delivery expectations, including response times, possibly address lease of our ambulances, and will have renewal options. Observations • The City plans to renew its EMS Provider License by July 31, 2019, and maintain it as long as appropriate (conversion to First Responder License possible at any time). • The City retains the flexibility to resume EMS operations in the future, although we recognize this proposal is a significant change in operations, given historical service delivery conditions. • This EMS solution is the most prudent decision for today, providing an EMS service transition over the next 12-24 months, and ensuring flexibility for Belton to make a decision on EMS in the future. • Direction to Management to proceed with the Outsourced Ambulance Model would determine a way forward for the City and the Fire Department. 1) Direction to pursue AMR Agreement? 2) Additional information/input needed? Conclusion • Management has presented an EMS solution that adds first responders to the street (10 vs. 8) without increasing City costs. • We seek Council direction to pursue an Agreement with AMR to handle Belton EMS service, with a likely start date of 10/01/19. • We will come back to Council with an EMS Agreement for your consideration. • Council input? Alternative Model: Budget Impacts • Using the FY 2020 budget (as currently built) as a baseline, the impact of the proposed change in model would be a net positive financial impact of $94,235 • $520,000 in lost revenue from ambulance services • $614,325 in staffing and direct EMS expenditures that would be eliminated Identified Expenditure Reductions Description Amount FF/EMT (6) $ 331,777 EMS Billing (1) 59,904 Office Supplies 2,100 Postage 4,193 Medical Supplies 45,000 Fuel 19,950 Maint Agreements 3,100 Vehicle Maint 9,500 EMS Software 18,750 Ambulance Dues 1,800 EMS Training 7,100 Auto Insurance 4,688 Collection Fees 10,000 Special Services 2,500 Medical Director 14,000 Greathouse 79,874 Total Budget Reductions $ 614,235