City Council

FEBRUARY 22, 2016 The City Council of the City of Idaho Falls met in Special Council Meeting (Council Work Session), Monday, February 22, 2016, at the City Council Chambers in the City Annex Building located at 680 Park Avenue in Idaho Falls, Idaho at 3:00 p.m. There were present: Mayor Rebecca L. Noah Casper Councilmember Thomas Hally Councilmember Ed Marohn Councilmember John Radford Councilmember Michelle Ziel-Dingman Councilmember David Smith Councilmember Barbara Ehardt Also present: Kerry McCullough, Public Information Officer Collette Smith, Intern Dana Briggs, Economic Development Coordinator Brad Cramer, Community Development Services Director Kerry Beutler, Community Development Services Assistant Director Pam Alexander, Municipal Services Director Mark Hagedorn, Controller Derek Wood, IT Support Technician Dave Hanneman, Fire Chief Krisi Staten, Idaho Falls Downtown Development Corporation (IFDDC), Executive Director Randy Fife, City Attorney Kathy Hampton, City Clerk Mayor Casper called the meeting to order at 3:00 p.m. with Council Reports. Councilmember Radford reminded the Council of the public meetings regarding the Tautphaus Park Master Plan. He stated an Airport repaving project has been delayed due to lack of FAA (Federal Aviation Administration) funding. Councilmember Dingman stated she recently participated in an Idaho Falls Police Department (IFPD) ride-along with an officer and believes the community is well protected with the IFPD. Councilmember Ehardt had no items to report. Councilmember Smith had no items to report. Councilmember Marohn stated Idaho Falls will be holding an air show in July, 2017, with the Blue Angels scheduled to perform. Councilmember Hally stated the interim Urban Renewal Committee presented a legislative bill that appears to be favorable. Mayor Casper distributed Legislative Directories and reviewed several updates of legislative bills. She stated she recently attended Energy Communities Alliance (ECA) meetings regarding environmental and nuclear energy research. She briefly reviewed the February 25 Council Meeting agenda and stated she would not be in attendance at the March 7 Work Session. Brief discussion followed regarding the schedule for Idaho Falls Power (IFP) Board Meetings. Community Development Services submitted the following item: Sign Code Ordinance Modifications: 1  FEBRUARY 22, 2016 Director Cramer distributed a letter from the IFDDC regarding LED (light-emitting diode) signs in the downtown area. He indicated any concerns regarding the LED signs were also requested from Melaleuca, no response was received. He stated the recommendation from staff is not to permit LED signs on Broadway from Yellowstone Avenue to Memorial Drive. He believes the sensitivity of the historic downtown area should be protected. Mr. Beutler reviewed results from a recent survey regarding modifications to the sign code and stated the majority of respondents were not in favor of Electronic Message Center (EMC) in the downtown area. Director Cramer stated current downtown LED signs are all wall signs and within the forty (40) square feet requirement. He stated a variance exists in the Sign Code for historic signs. General discussion followed regarding the updated proposed language. Director Cramer stated this ordinance will be presented for Council approval at the February 25, 2016, Council Meeting. Although not advertised as a public hearing, it was decided any public comment would be allowed at the time of presentation. Idaho Falls Fire Department submitted the following item: Quarterly Review of Staffing and Overtime: Chief Hanneman stated the previous Council requested a quarterly review from the Fire Department regarding the Ambulance Fund, staffing, and overtime costs. He reviewed the monthly Ambulance Fund and indicated the fund is running in the black for the first time since January, 2016, largely due to the collection contract with Wittman Enterprises, LLC. He stated the Wittman Enterprises contract began in October 2014 and is currently collecting 72.72% of ambulance accounts versus the previous City collection rate of 52%. He indicated a subcommittee has been formed for collection and write-offs of Medicaid/Medicare monies with a draft policy in process. Chief Hanneman reviewed the Wild Land Deployment process and stated approximately $275,000.00 for reimbursement will be received in the upcoming year to assist with equipment and training costs. He indicated a military tanker truck scheduled for surplus has been donated to the Fire Department for use in wild land fires and has the potential to bring in revenue. Chief Hanneman stated new positions approved by the Council were specific for reduction in overtime liability however, due to the lengthy process of training new staff overtime costs have continued to occur. Any salary savings from the delay of hiring have been absorbed through payout to six (6) recent retirees. General discussion followed regarding payout. He stated trending for overtime costs is approximately $500,000.00 - $600,000.00 with approximately $600,000.00 - $800,000.00 in revenue from the Ambulance Fund which should offset overtime costs. Chief Hanneman stated overtime costs have been mitigated due to staffing Swan Valley only, not Station Three as planned, and any discretionary overtime has been discontinued. Office of the Mayor submitted the following items: Economic Development Report: Ms. Briggs reviewed economic development activities and business announcements/openings for the months of October, 2015, through January, 2016, including a portion of County economic development activities. She reviewed those businesses involved in her weekly Business Outreach Program, as well as trainings and conferences attended, community presentations, and current projects. She stated any potential business(s) utilizing her assistance are referred to as a ‘project’ until the business is ready to formally announce their intention(s). Ms. Briggs briefly explained her current project, Project Coz, and requested Council approval to submit documentation to the Bonneville County Commissioners requesting the option of a property tax exemption. After brief discussion, Council agreed to allow Ms. Briggs to submit any necessary documentation for Project Coz. Ms. Briggs distributed the following information for Council with brief discussion: The Role of Local Elected Officials in Economic Development- 2  FEBRUARY 22, 2016  Leadership is needed to: o Raise Awareness o Develop and Communicate a Common Vision o Motivate Stakeholders into Action  Know Strengths and Weaknesses  Know Place in Regional Economy  Know Community Vision and Goals o Idaho Falls First o Idaho Falls Easy o Idaho Falls Attractive o Idaho Falls Talented  Know Community Strategy  Connect Economic Development with City Policy  Regulatory Environment  Know Stakeholders and Partners  Economic Development Message Community Support Grant Discussion: Mayor Casper reviewed the previous two (2) years Community Support Grant application criteria and process. She indicated, following counsel from the legal staff, the grant process needs to achieve public approval for the community needs. Ms. Briggs distributed information indicating allocations of previous grant monies, a draft application, and a yearly process calendar for Council review. After general discussion, it was decided the grant process would be modified for the upcoming year but the entire grant process could eventually transition itself out. The intergovernmental categories would be considered in the appropriate departments during budget session. Municipal Services Department submitted the following items: Worker’s Compensation Training: Mr. Hagedorn introduced Chad Ranstrom, Alan Ranstrom, and Amy Assendrup, all consultants from Moreton & Company. Mr. Chad Ranstrom presented the following information with general discussion throughout: Workers Compensation Options for Public Entities  In Idaho, Public Entities have two choices when it comes to workers compensation. o Purchase a fully-insured program through the Idaho State Insurance Fund. o Become approved as a qualified self-insurer through the Idaho Industrial Commission.  To date, eight (8) public entities have elected partially self-funded model and left the State Insurance Fund. Why Partial Self-Funding  Cost Savings  Improved Claims Service  Safety and Loss Control Support Cost Savings  Over the life of the partially-self funded program, the City has realized a savings of approximately $1,941,000 as compared to the premium it would have paid to the Idaho State Insurance Fund.  That number is accurate as of 10/1/15 and will fluctuate as losses develop. 3  FEBRUARY 22, 2016 Self-Insured Program Savings 10/1/2010 - 10/1/2011 - 10/1/2012 - 10/1/2013 - 10/1/2014 - 10/1/2011 10/1/2012 10/1/2013 10/1/2014 10/1/2015 WC Premium $ 1,235,656 $ 1,367,202 $ 1,343,416 $ 1,368,222 $ 1,357,375 Total Cost of Claims $ 1,071,139 $ 611,572 $ 1,020,281 $ 472,934 $ 467,257 Claims Adjusting Fees $ 50,400 $ 54,976 $ 53,460 $ 55,068 $ 57,600 WC Excess Premium $ 81,342 $ 83,134 $ 93,209 $ 110,675 $ 126,007 Total Premium Tax $ 22,224 $ 21,486 $ 19,838 $ 22,225 $ 22,001 WC Bond Premium $ 6,349 $ 7,393 $ 7,455 $ 7,455 $ 7,455 Actuarial Fee $ - $ - $ - $ - $ - Consulting/Broker Fee $ 35,000 $ 35,000 $ 36,000 $ 36,000 $ 36,000 Total Cost $ 1,266,454 $ 813,561 $ 1,230,243 $ 704,357 $ 716,320 Estimated Savings $ (30,798) $ 553,641 $ 113,172 $ 663,865 $ 641,055 TOTAL $ 1,940,936 Loss values based as of 02/08/2016. Improved Claims Service  As part of the program, the City engaged with a Third Party Claims adjuster, Idaho Intermountain Claims.  According to studies performed by the Idaho Industrial Commission, self-funded employers in Idaho pay, on average, about 50% less per indemnity claim than Idaho State Insurance Fund clients. Safety and Loss Control Services  Moreton & Company partners with the City to provide Safety and Loss Control services. Our dedicated staff of professionals provide: o Loss analysis and trending on a quarterly basis o Industrial hygiene services to the City o Safety training o Safety materials and programs Excess Insurance  The program is set up for the City to self-insure a portion of their claims, and then an excess insurance policy is purchased to protect against catastrophic claims.  The City retains the first $500,000 of any occurrence resulting in employee injury.  The excess coverage also provides aggregate coverage should total claims in a year exceed $2,493,000. Number of Claims by Department (5 Year History) 4  FEBRUARY 22, 2016 Cost of Claims by Department (5 Year History) Engineering $4,115 Streets $20,468 Planning & Building $27,492 Animal Control $39,343 Library $53,850 Airport Grounds $56,256 Admin: Municipal Services $58,665 Water $74,919 Equipment Maintenance $94,917 Sewer $194,800 Electric $228,144 Parks & Recreation $233,611 Building Maintenance $249,504 Ambulance $462,117 Sanitation $572,180 Fire $589,963 Police $682,795 Funding for Future Losses  It becomes very important that the City maintain a loss paying reserve that can meet the liabilities associated with this program.  Actuarial studies can be performed to provide the City with an estimate of adequate funding levels for the loss paying fund. Mr. Hagedorn stated the Moreton & Company representatives are willing to visit Department Directors for consulting purposes. Individual department reports of Workers Compensation will be distributed to Council for their review. Website RFP (Request for Proposal) Presentation: Mayor Casper stated the current website can be difficult to maneuver. She indicated $100,000.00 was allocated in the previous year budget for redesign of the website and possible other electronic application(s). Director Alexander stated for the past several months Mr. Wood and Ms. McCullough have been researching website options, including feedback from Department Directors, the community, and other municipalities. Mr. Wood briefly described the following features which were requested for a redesigned website:  Design 5  FEBRUARY 22, 2016  Page and Menu Management  Citizen Request Management  Documents and Forms  Agenda Management  Intranet  Citizen Notification  Social Media Integration  Calendars  Staff Directory  Department Headers  Accessibility Compliance  Performance  Security Director Alexander stated during the research process, staff discovered a company, CivicPlus, which tailors municipalities and could implement the requested features in approximately four to six months. She stated staff reviewed proposals from more than ten (10) combined local and national companies and recommended CivicPlus. After general discussion of features and costs it was decided to expedite a Request for Qualifications (RFQ). There being no further business, it was moved by Councilmember Marohn, seconded by Councilmember Ehardt, to adjourn the meeting at 6:19 p.m., which motion passed following a unanimous vote. CITY CLERK MAYOR 6