City Council

November 21, 2016 The City Council of the City of Idaho Falls met in Special Council Meeting (Council Work Session), Monday, November 21, 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 Thomas Hally Councilmember Ed Marohn Councilmember John B. Radford (arrived at 3:05 p.m.) Councilmember Michelle Ziel-Dingman Councilmember Barbara Ehardt Absent: Councilmember David M. Smith Also present: Pamela Alexander, Municipal Services Director Kenny McOmber, Treasurer Mark Hagedorn, Controller Chris Fredericksen, Public Works Director Dave Hanneman, Fire Chief Kerry Hammon, Public Information Officer Randy Fife, City Attorney Kathy Hampton, City Clerk Mayor Casper called the meeting to order at 3:03 with the following items: Mayor’s Report, Calendar Items, and Announcements: Mayor Casper announced a donation has been received on behalf of the Japanese Friendship Garden. She briefly reviewed the various minutes included in the packet and requested any committee minutes be typed by a staff member if possible. November 22, Council Meeting November 24 and 25, City offices closed November 26, tree lighting ceremony at Civitan Plaza December 1 and 2, Association of Idaho Cities (AIC) Legislative/board meetings December 5, Council Work Session December 8, Council Meeting December 10, Parks and Recreation Department sponsoring breakfast with Santa at the Activity Center December 12, Council Work Session December 14, City will be hosting regional meeting to discuss the 2017 Eclipse event December 15, Council Meeting December 15, Chamber of Commerce Legislative Priority Overview, Chamber of Commerce Holiday Open House December 16, City Holiday Open House hosted by Mayor and City Council December 20-21, UAMPS (Utah Associated Municipal Power Systems) December 26 City offices closed Mayor Casper briefly reviewed the previous presentation regarding large-scale events and indicated a final report was scheduled for December 12, 2016. She stated, Melaleuca, who has sponsored the fireworks for the previous 24 years, has expressed interest in working with the City for future planning. She believes engagement of potential sponsor(s) would be beneficial prior to the evaluation process. Councilmember Hally believes the fireworks are a tradition in celebration of July 4th and prefers Melaleuca should be included. Councilmember Marohn concurred 1  November 21, 2016 and believes the Melaleuca team should be encouraged to participate in the planning discussions. Councilmember Ehardt preferred Melaleuca representative to address the Council. Councilmember Dingman believes Melaleuca should be engaged with staff for continued partnership. Councilmember Radford concurred with the concensus. It was moved by Councilmember Ehardt for Tony Lima from Melaleuca to address the Council with the good faith reason that he is currently present. Mr. Fife reviewed the legal process including good faith reasons. The motion died for lack of second. This item will be discussed in the near future. City Council Reports: Councilmember Hally expressed his appreciation to Councilmember Radford’s attendance at the recent public presentation regarding the Hitt Road and 17th Street intersection. He expressed his concern for a recent earthquake and tsunami that may affect the Toki-mura Sister City. Councilmember Marohn believes, through conversation with Public Works, plans are under way to rectify the St. Clair Road and 17th Street intersection. He stated there is currently a scam for raising money for burn victims, this scam is not related to any Idaho Falls Fire Department (IFFD). Councilmember Ehardt had no items to report. Councilmember Dingman stated Shop with a Cop, the annual fundraiser for the Idaho Falls Police Department, will be held on December 1. Councilmember Radford stated the IFFD is assisting with distribution of turkey boxes. He recognized Skyline High School as winning the State championship in football and suggested the possibility of a Resolution to celebrate student successes and educational milestones. He indicated the Festival of Lights at Freeman Park will begin November 25. 2017 Agendas and Meetings Discussion: Mayor Casper stated Councilmember Smith has requested to simplify the agenda. The Council action and memo summary are almost identical and Councilmember Smith believes it appears the Council is reading a script. Councilmember Marohn believes it is important that verbiage be included on Council agenda. Councilmember Dingman believes the memorandum information is a benefit for public. Mr. Fife indicated there is no legal requirement for memorandum information to be included on the agenda. After brief discussion, there was consensus not to change the agenda at this time. Mayor Casper prefers uniform and standardization of memorandums and stated the new City website will include an agenda management portal that will assist with memorandums and any pertinent information. Mayor Casper stated in February of 2017, the Human Resources Department will be providing compensation philosophy training. A doodle poll will be distributed in the near future to determine Council availability. Mayor Casper reviewed the 2017 Council Work Sessions and Regular Council Meeting draft schedules with regard to possible conflicts of other various meetings/conferences. Brief discussion followed. She indicated the 2017 budget calendar will be completed in the near future. Quarterly Financial Report: Director Alexander introduced the Finance Team consisting of Mr. McOmber and Mr. Hagedorn. She stated she anticipates hiring a new employee to specialize in forecasting models. She then turned the presentation to Mr. McOmber and Mr. Hagedorn with general discussion throughout. Mr. McOmber reviewed Cash and Investments for the previous five (5) years: 2012 2013 2014 2015 2016 $106,040,904.08 $111,906,600.21 $118,447,631.21 $120,701,203.32 $117,499,412.44 He stated the General Fund is the lowest in the previous six (6) years and will continue to be drawn down but due to current projects, including Fire Station 1, this was anticipated. Investment Report – Enterprise Funds as of September 30, 2016 = $74,716,987 2  November 21, 2016 Investment Report – Other Funds as of September 30, 2016 = $34,847,431 Mr. McOmber stated the average rate of return remains at 1–1½% and the short-term projected rate has been increasing over the previous 6-8 previous months. Brief discussion following regarding rates and bonds. Mr. McOmber stated the utility collection rate remains at 99½%. Councilmember Marohn commented the external auditing process evaluates the financial report for compliance. Mr. Hagedorn reviewed Revenue Reporting, stating the report is on a budgetary basis, which focuses on items that have been paid and received. Description FY2016 Budget FY2016 Actual Taxes & Franchises $29,714,986 $29,909,165 Intergovernmental Revenue 24,350,811 21,602,731 Government Charges for Services 11,659,536 13,024,713 Enterprise Charges for Services 70,373,793 71,062,137 Miscellaneous 6,141,480 5,135,988 Non-Revenue Transfer 5,817,250 4,307,846 Total $148,057,856 $145,042,580 Mr. Hagedorn reviewed Governmental Expenditure Reporting – based on departments. He indicated the full budget is generally not spent. FY2016 Budget FY2016 Actual Total Governmental Expenditures $68,021,349 $58,238,689 Mr. Hagedorn reviewed Enterprise Expenditure Reporting – based on departments. He indicated Public Works budget is higher due to anticipated projects. FY2016 Budget FY2016 Actual Total Enterprise Expenditures $123,636,101 $94,881,571 Mr. Hagedorn reviewed Expenditure Reporting by Type. He indicated wages was slightly higher than anticipated due to retirements. FY2016 Budget FY2016 Actual Total Expenditures $191,657,450 $153,120,258 Mr. Hagedorn reviewed Revenue to Expense Comparison by Fund – Governmental Funds. He indicated if revenue is not being received, this will allow the review of expenses. 2016 Revenue 2016 Expense Over (under) Total Expenditures $58,230,880 $58,238,689 ($7,809) Mr. Hagedorn reviewed Revenue to Expense Comparison by Fund – Enterprise Funds. 2016 Revenue 2016 Expense Over (under) Total Expenditures $86,811,700 $94,881,569 ($8,069,869) Director Alexander stated during the previous year, the external auditor identified audit findings in areas over budget. She indicated these disclosures will be presented prior to the 2017 Financial Presentation:  Funds with negative total cash balance- o Street Fund ($2,799,264), Golf Fund ($16,514), Ambulance ($219,285) 3  November 21, 2016  Funds over budget o Recreation Fund ($14,276), Business Improvement District ($12,019), Municipal Capital Improvement ($427,287), Ambulance ($1,350,870) Mr. Hagedorn stated these amounts will change as the audit preparation is finalized. Snow Removal Update: Director Fredericksen reviewed updates of the proposed ordinance including changes to parking restrictions, removal of the proclamation, and the definition of a Snow Event. Although the snow removal budget, approximately $1.1 million, will be similar to the previous year, he believes there would be cost savings to residential plowing. Public outreach will continue to occur. Director Fredericksen reviewed the Snow and Ice Control Policies and Procedures Manual, which also refers to the Snow Event. He indicated Zone A, the downtown area, is the most difficult zone for snow removal as this zone includes narrow streets. He stated door hangers, to approximately 5000 residents, would be distributed within Zone A for communication purposes. He stated the intent is to move snow to any sides with landscaped areas. Director Fredericksen requested any concerns or questions prior to December 5 and anticipates the adoption of the ordinance and resolution at the December 8 Council Meeting. He stated a link on the City website will be devoted to snow removal. Mr. Fife stated due to multiple changes the proposed ordinance with replace the old ordinance. 17th Street and 25th E (Hitt Road) Intersection Improvement Project - Joint Powers Agreement (JPA) with City of Ammon Update and Technical Questions: Director Fredericksen stated the JPA was distributed to the City of Ammon for consideration at their November 17 meeting. He reviewed the changes within the agreement regarding funding. This item will be included on the November 22 Council Meeting agenda. He indicated a bid opening for this project is anticipated for January 2017. Director Fredericksen believes the public meeting regarding this project was well attended, including several business owners. He indicated, based on several comments, a right-turn lane on the Ammon section could be added at a later date. He believes the overall cost will be reduced. Fire Service Memorandum of Understanding (MOU) with City of Ammon: Councilmember Marohn stated he and Councilmember Ehardt have been representing the City on a sub-committee with the City of Ammon. He indicated the agreement is to ensure fire support services without City of Idaho Falls residents funding another City without reimbursement. The two (2) key components included the definition for call for help, which is based on emergency decisions, and, a fee-based contract to each City for mutual assistance. This MOU does not apply to ambulance services. Councilmember Marohn stated the City of Ammon has approved the MOU. Chief Hanneman believes this is a fair agreement between the two Cities and will allow additional opportunities between the Fire Departments. He indicated the fees are based on State-Based Rate. This item will be included on the November 22 Council Meeting agenda. Mutual Aid Agreement with City of Blackfoot and Caribou County: Chief Hanneman stated the purpose of the Mutual Aid Agreement outlines assistance within the departments for calls around the Greys Lake and Blackfoot Reservoir areas to allow quicker response times. He indicated fees will be charged accordingly to prevent loss of funds. This item will be included on the November 22 Council Meeting agenda. There being no further business, Mayor Casper adjourned the meeting at 5:00 p.m. CITY CLERK MAYOR 4