City Council

October 24, 2016 The City Council of the City of Idaho Falls met in Special Council Meeting (Council Work Session), Monday, October 24, 2016, in the 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 Barbara Ehardt Councilmember John B. Radford (arrived at 3:03 p.m.) Councilmember David M. Smith Councilmember Ed Marohn Councilmember Michelle Ziel-Dingman Absent: Councilmember Thomas Hally Also present: Dave Hanneman, Fire Chief Pamela Alexander, Municipal Services Director Eric Day, Fire Department Division Chief/Paramedic Maria Escobar, Ambulance Billing Clerk Brad Cramer, Community Development Services Director Kerry Beutler, Community Development Services Assistant Director PJ Holm, Recreation Superintendent Rhonda Newman, Aquatic Center Manager Michael Kirkham, Assistant City Attorney Kerry Hammon, Public Information Officer Kathy Hampton, City Clerk Mayor Casper called the meeting to order at 3:00 with the following items: Mayor’s Report, Calendar Items, and Announcements: Calendar items for the month of November: 4 Joint City Council and Planning Commission Meeting 4 Business of Distinction Awards Gala 7 Council Work Session 9 Association of Idaho Cities (AIC) Fall District Meeting 10 Idaho Falls Power (IFP) Board Meeting 10 City Council Meeting 11 Veterans Day, City offices closed 14 Capitol Christmas Tree Stop 16 Cybersecurity Conference for Business 21 Council Work Session 22 City Council Meeting 24 Thanksgiving, City offices closed 25 City offices closed 26 Tree Lighting Ceremony Mayor Casper reminded the Councilmembers of the October 25, Idaho Department of Commerce and Labor presentation and the October 25, Eclipse Community informational meeting. She stated a draft version of the Joint Powers Agreement for the 17th Street and Hitt Road project with the City of Ammon is available for Council 1  October 24, 2016 review. She indicated the City has received payment from the City of Ammon for their shared cost of the Rocky Mountain Power pole relocation project at 17th Street and Hitt Road. Mayor Casper stated she recently attended a training session on Open Meetings Law and Public Records Law. As a result of the training, she believes in order to be as transparent as possible, there should be a redo of the Council Sub-committee meeting related to Community Support Grants with the meeting being properly noticed. Mr. Kirkham stated the City Attorney’s Department does not believe anything illegal occurred, however, for the best interest of the City, the Attorney’s Department is also recommending to redo and properly notice the meeting with any recommendations and actions once again presented to Councilmembers. After brief comments, it was moved by Councilmember Dingman, seconded by Councilmember Ehardt, to amend the agenda to immediately discuss the Community Support Grants sub-committee during the present Work Session. Roll call as follows: Aye – Councilmembers Radford, Ehardt, Smith, Marohn, Dingman. Nay – none. Motion carried. Councilmember Dingman stated effort was made to properly notice the meeting but was informed through City staff that the meeting notice was not required. She indicated she has no issue for a redo of the meeting. Councilmember Ehardt concurred with Councilmember Dingmans comments. Brief discussion followed regarding Council liaison meetings and meeting notices. Mayor Casper stated the sub-committee was formed to make recommendations to the full Council versus liaison meetings which are informational meetings. Mr. Kirkham stated if the Councilmembers take official action to create a sub-committee all Open Meetings Law requirements should apply. Councilmember Marohn indicated he would like an official ruling on liaison functions. Councilmember Ehardt concurred. Mr. Kirkham indicated he will contact the Attorney General’s office to review liaison meetings. Mayor Casper stated she reviewed liaison assignments with AIC who indicated there were no issues with two (2) City Councilmembers only being briefed/informed. City Council Reports: Councilmember Marohn stated he has completed his term with the Idaho Humanities Council, Tim Hopkins has been nominated and elected as his replacement. Anthony Doerr, a Pulitzer Prize winner, will be appearing in Idaho Falls in April 2017. Councilmember Radford stated the Idaho Falls Zoo at Tautphaus Park had a very successful year, Boo at the Zoo will be occurring in the near future, and Idaho Falls Fire Department (IFFD) Open House was well attended. Councilmember Ehardt stated a Ucon Sewer District Agreement will be forthcoming. Councilmember Dingman stated she spent several hours with the zoo staff and believes it was very informative. Councilmember Smith stated he recently attended American Public Power Association (APPA) legal regulatory conference in California. Ambulance Account Write-offs Presentation: Director Alexander stated discussion occurred in August regarding a write-off policy. The Ambulance Account coincides with the write-off policy although ambulance services vary from utility services. She presented the following with general discussion throughout: Ambulance Account Review and Management Committee:  Purpose o Establish the ambulance account write-off process and to document roles and responsibilities for the Fire and Municipal Service Departments o Billing and collection procedures o Committee guidelines o Process oversight and coordination Chief Hanneman stated the Council will need to determine the aggressive action of the collection agencies regarding past due accounts. Ambulance Collection Process: 2  October 24, 2016  Ambulance collection process o Wittman Enterprises (EMS (Emergency Medical Services) billing) 5.25% of net collections  78.62% year to date percentage of net revenue (has been as high as 80%) o Outsource Collection Agency - 33% of collected balance o North American Collection Agency - 33% of collected balance Chief Day reviewed ambulance call volume from 1982 through 2015 stating the yearly volume is continually increasing with a steady progression. Chief Hanneman stated the Fire Department has increased ambulances from five (5) to eight (8). Service trends and collections:  Historic milestones - Affordable Healthcare Act (2010), Medicare sequester (2010), Timing of the impact of 2008 recession Chief Hanneman stated due to Medicaid changes, the City of Idaho Falls anticipates approximately $1 million in federal reimbursement over the course of the next several years. Director Alexander briefly reviewed collection terminology and collection services preferences. Billed to collected five-year summary: Category Gross Charges Total Percent Billed Medicaid $1,474,529.18 15% Medicare 4,013,588.94 41% Insurance 3,087,332.67 32% Bill Patient 2,082,127.58 21% Contractual Allowable (957,346.18) -10% $9,700,232.19 100% Category Total Payments Total Percent Collected Medicaid $744,279.45 50% Medicare 3,027,882.22 75% Insurance 2,610,321.74 85% Bill Patient 797,261.17 38% Collections 142,994.48 2% $7,322,739.06 Director Alexander believes the collection rate for ambulance services is good. Outstanding Account Balances: Ambulance Account Status Medicaid $391,971.97 Medicare 303,966.88 Total Collections 908,287.17 Ambulance Review 53,585.62 Insurance Payor 312,684.42 Other Source 138,175.14 $2,108,671.20 Director Alexander stated this specific data was run from date of service, therefore any contractual allowance may not have occurred. Director Alexander reviewed outstanding accounts in collections stating the Collection Account is fluid. 3  October 24, 2016 City write-off process and policy:  Process: With coordination of the involved City department holding the account, the Municipal Services Department will submit a memorandum to the Mayor and City Council for authorization to write off accounts as uncollectible. Recommendation for write-off: 2009 through a portion of 2013 = $1,302,221.43 Average Write-off/4 years = $325,555.36 2008 Write-off = $278,311.10 Director Alexander requested Councilmembers review the presentation with recommended write-off anticipated for the November 10 Council Meeting. She prefers Council review of write-offs on an annual basis. Plan:  Meet monthly to review accounts  Issue Request for Proposal (RFP) for new collection agency with possible re-negotiation  Presentation and update in Spring 2017 to review progress Wildfire Season Financial Overview Report: Chief Hanneman stated the Fire Department has an agreement with the Idaho Department of Lands for Wildland Deployment. The Fire Department has the largest fire-based EMS agency available in the state as well as the most resources, including fire-trained paramedics. There are currently 35 trained personnel on the roster of which 23 were deployed in 2016, some being deployed on multiple occasions. Chief Hanneman stated personnel on wildland deployment is not mandated, it is on a voluntary basis only. He stated 23 rental vehicles were used, IFFD vehicles used consisted of four (4) pickups, one (1) ambulance, and one (1) mini-ambulance. Total expenses, which are allocated from the Ambulance Fund, amounted to $449,793.47 which included personnel costs ($386,133.40); medical supplies/equipment ($37,471.55); rental costs ($22,679.04); and fuel costs ($3,509.48). Total reimbursements will amount to $656,585.92 which does not include medical supplies, however, reimbursement does include use of vehicles. Chief Hanneman stated any reimbursement, to be allocated to the Ambulance Fund, will be received over the course of the next six (6) months and will be used for next year deployment as well as buffer of equipment purchases from the General Fund. He indicated reimbursables will be included in the current year budget as a revenue and also as an expenditure. Snow Removal Update: Director Fredericksen stated the snow removal priority map and the snow removal methods map have been distributed to Mayor and Councilmembers for review. Edits to the ordinance include: removal of daytime snow removal streets; the snow removal proclamation; removal of snow in the downtown area including hours; and days of week changed to even and odd calendar days. Future discussion will include policy and procedures of the pilot program. Update on Proposed Ordinance Defining Homes and Temporary Living Accommodations: Director Cramer stated the proposed ordinance defining homes and temporary living accommodations has been tabled by the Planning and Zoning (P&Z) Commission. He indicated this particular discussion includes one- dwelling units only. Assistant Director Beutler reviewed proposed Household definitions including alternative combinations. Brief discussion followed regarding the number of unrelated adult persons residing together as well as the necessity of the ordinance changes. This item will be reviewed with P&Z in December, followed by Council review in January. 4  October 24, 2016 The meeting recessed at 4:50 p.m. and reconvened at the Wes Deist Aquatic Center, 149 7th Street, at 5:05 p.m. Mr. Holm presented the following information with general discussion throughout: Vision of the Wes Deist Aquatic Center  Create a balanced municipal aquatic program for all users  Elevate the City’s aquatic program with additional amenities  Provide activities for children, families and seniors  Offer clean, fun and affordable aquatic facilities  Continue to offer swim lessons and lap swimming lanes Mr. Holm reviewed the Expense/Income report, stating there is consistent growth and expenses. He reviewed the Facility Usage Report from 2011-2015, stating there is a continuous growth of pool users. Idaho Falls Future of Aquatics In 2012, Idaho Falls hired Aqua Design International to assess the condition of the aquatic center and determine the future of aquatics in our community. Critical Issues determined by Aqua Design International  Gas chlorine system should be replaced with tablet or liquid chlorine (safety)  Front entrance and locker rooms are in need of renovations - locker room Phase 1 has been completed  Diving boards need to be removed and replaced – diving boards have been removed  Some staff computers need to be replaced due to exposure to indoor pool environment  Fund contingency for replacement of major repairs to dehumidification system  Pool needs second lift installed to meet ADA (Americans with Disability Act) requirements – completed  Building stucco has deteriorated from moisture migrating through to building panels  Remove redwood deck between building and outdoor pool, replace with concrete – completed  Modify kids pool, turn into splash pad or beach entry. The current kids’ pool configuration does not meet the ADA guidelines for recreational facilities. National Survey Results  Shallow water play areas for toddlers and infants  Shade and leisure areas  Shallow water spray features with interactive play for kids  Water-park type attractions  Youth learn-to-swim programs  Competition-swim clubs  Family fun outings  Aqua aerobics  Night swimming activities Next Steps Comprehensive Feasibility Study includes three (3) components: 1 – Programmatic Analysis, 2 – Physical Site Analysis, 3 – Financial Analysis Following the presentation, Mr. Holm and Ms. Newman led the elected officials on a tour of the aquatic center with general discussion of the overall condition of the facility. It was then moved by Councilmember Marohn, seconded by Councilmember Ehardht, to adjourn the meeting at 6:20 p.m. and move into Executive Session which has been called pursuant to the provisions of Idaho Code Section 5  October 24, 2016 74-206(1)(c) To conduct deliberations concerning labor negotiations or to acquire an interest in real property which is not owned by a public agency; and not reconvene into Work Session. Roll call as follows: Aye - Councilmembers Dingman, Marohn, Smith, Ehardt, Radford. Nay – none. Motion carried. The City Council of the City of Idaho Falls met in Special Council Meeting (Executive Session), Monday, October 24, 2016, at the Wes Deist Aquatic Center, 149 7th Street, Idaho Falls, Idaho at 6:21 p.m. There were present: Mayor Rebecca L. Noah Casper Councilmember David M. Smith Councilmember Barbara Ehardt Councilmember John B. Radford Councilmember Ed Marohn Councilmember Michelle Ziel-Dingman Also present: Pamela Alexander, Municipal Services Director Michael Kirkham, Assistant City Attorney The Executive Session has been called pursuant to the provision of Idaho Code Section 74-206(1)(c) To conduct deliberations concerning labor negotiations or to acquire an interest in real property which is not owned by a public agency. There being no further business, the meeting adjourned at 6:30 p.m. s/ Kathy Hampton s/ Rebecca L. Noah Casper CITY CLERK MAYOR 6