City Council

September 25, 2017 The City Council of the City of Idaho Falls met in Special Meeting (Council Work Session), Monday, September 25, 2017, in the Council Chambers in the City Annex Building located at 680 Park Avenue in Idaho Falls, Idaho at 3:00 p.m. Call to Order and Roll Call: There were present: Mayor Rebecca L. Noah Casper Councilmember Barbara Ehardt Councilmember David M. Smith Councilmember Ed Marohn Councilmember Michelle Ziel-Dingman Councilmember Thomas Hally Councilmember John B. Radford (arrived at 3:06) Also present: Pamela Alexander, Municipal Services Director Kenny McOmber, Treasurer Lisa Farris, Grants Administrator Chris Fredericksen, Public Works Director Dave Hanneman, Fire Chief Eric Day, Division Chief, Emergency Medical Services (EMS) Dave Coffey, Deputy Chief, Paramedic Jeff Parsons, Division Chief, Paramedic Scott Grimmett, Fire Marshal Ryan Tew, Human Resources Director Eilene Horne, Human Resources Analyst Kerry Hammon, Public Information Officer Randy Fife, City Attorney Michael Kirkham, Assistant City Attorney Kathy Hampton, City Clerk Mayor Casper called the meeting to order at 3:00 p.m. At the request of Mayor Casper, it was moved by Councilmember Marohn, seconded by Councilmember Hally, to amend the agenda to reverse the order of the Legal Services discussion item and the Fire Department discussion item to coordinate with the Municipal Services discussion items. Roll call as follows: Aye – Councilmembers Dingman, Marohn, Smith, Hally, Ehardt. Nay – none. Motion carried. Calendar, Announcements and Reports: September 27, Department of Energy (DOE) clean-up site tour September 28, Idaho Falls Power (IFP) Board Meeting, and Council Meeting September 29, Ribbon Cutting at Noise Park/Idaho Falls Raceway October 2, Special Council Meeting for land transfer discussion Mayor Casper stated a proclamation reading will be included on the September 28 Council Meeting agenda. Future proclamations will be included/read as needed. Councilmember Hally had no items to report. Councilmember Marohn stated the Idaho Falls Fire Department (IFFD) Fire Prevention Block Party will be held September 28. Councilmember Smith had no items to report. Councilmember Ehardt had no items to report. 1  September 25, 2017 Councilmember Radford had no items to report. Councilmember Dingman stated an Idaho Falls Police Department (IFPD) Commissioning for the recent promotions will be held September 29. Grand Teton Council Property Leases Discussion: Director Alexander stated per Council’s request, she has met with the Grand Teton Council (GTC)/Boys Scouts of America (BSA) regarding viable options per the lease agreement. She indicated the GTC has requested a no-cost lease request for Toys for Tots, a community service project which allows collection, storage, and distribution of toys. This project is sanctioned by the BSA and the project would continue through the holidays. Director Alexander clarified per the lease agreement, any sublease requires City Council approval. She stated this request will be included on the September 28 Council Meeting agenda. She stated there is also a request for a no-cost lease for American Association of Retired Persons (AARP) for annual free tax service for seniors and low-income individuals. She stated although the services are not provided directly to the youth, the services are provided to the community. This no-cost lease period would be January 2018 until April 2018. Steve Hiltbrand, stated the AARP utilized the 4th Street location in the previous year as this location worked well for parking and allowed Americans with Disabilities Act (ADA) accessibility. Per Councilmembers request, Mr. Fife clarified the use of premise in the lease agreement as “solely for the purpose of providing services, programs, trainings and other youth activities associated with youth programs sponsored or sanctioned”. He indicated the required Council approval is for use of the property. After brief discussion, there was consensus of the Council to include these items on the September 28 Consent Agenda. Following additional discussion, it was moved by Councilmember Dingman, seconded by Councilmember Smith, to amend the current agenda to include approval of Grant Teton Council lease use for these non-profit organizations. The Good Faith reason is the immediacy the Grand Teton Council is needing to work with these organizations to provide the community services. The motion passed following a unanimous vote. It was then moved by Councilmember Radford, seconded by Councilmember Dingman, to grant permission to the Boy Scouts of America/Grand Teton Council for Toys for Tots and AARP support. Roll call as follows: Aye – Councilmembers Hally, Dingman, Ehardt, Marohn, Radford. Nay – Councilmember Smith. Motion carried. Proposed Ambulance Write-off Discussion: Director Alexander recognized additional Ambulance Account Review and Management Committee members: Dave Hanneman, Eric Day, Kenny McOmber, Maria Escobar, and Jennifer Strong. She stated the purpose of the committee is: establish the process and to document roles and responsibilities; billing and collection procedures; committee guidelines; and, process oversight and coordination. She briefly reviewed the write-off process and policy. Division Chief Day reviewed the call volume by calendar year since 1980, stating the call volume is continually increasing by approximately 20%, which is mainly due to the population increase and demographics. Chief Hanneman stated inter- facility transports have also been increasing. Director Alexander reviewed EMS billing for the previous year, stating the total charges less the Medicare and Medicaid write-down is approximately 26%. The collectible amount is the difference what the customer owes after Medicare/Medicaid has paid. Brief discussion followed regarding charges allowed by Medicare/Medicaid and insurance companies. Director Alexander stated an additional collection agency, which is allowed to collect in all 50 states, has been retained through a Request for Proposal (RFP) to assist with collections. There is now a total of three (3) collection agencies in use of which two (2) agencies will be phased out. Chief Hanneman stated, per previous conversation with Council, there is ‘robust’ collections but not to the point of liens being placed on properties. Councilmember Marohn stated collections cannot be expected as a revenue stream. Director Alexander stated the committee continues to meet monthly to review accounts and quarterly meetings are anticipated to occur with the new collection agency. After brief discussion, there was consensus of the Council to place this item on the September 28 Council Meeting Consent Agenda. 2016-17 Budget Year in Review: Chief Hanneman presented the following with general discussion throughout: Fire Station 1 –  Phase I (FY2014/2015) – Budget Amount: $2.5m Site Planning and Architecture total $382,595.00  Phase II (FY2015/2016) – Budget Amount: $3.3m 2  September 25, 2017 Design & Value Engineering total $48,741.20  Phase II (FY2016/2017) – Budget Amount: $4.183m, Guaranteed Maximum Amount: $4.3m  Phase III Change Orders (FY2016/2017) – Budget Amount: $300,000 17 change orders total $282,761.78 Chief Hanneman stated the majority of change orders were due to the reconfiguration of a proposed parking lot into a street scape per discussion with Community Development Services staff. Furniture, Fixtures and Equipment total $297,475.91 Chief Hanneman stated multiple items were donated from various companies and individuals, including Fire Department staff. Fire Station 1 – Total Project Costs = $5,194,573.89 Overtime Update (October 1, 2016 through September 8, 2017) Chief Hanneman stated approximately 40 of 129 Fire Department employees are Ambulance Fund staff. Budget Amount - $680,547, Actual - $1,202,259, Difference - $521,712 Outstanding Revenue - $571,014 (Wildland Deployment, FEMA Deployment, State reimbursed overtime, training and travel) Overtime Unbudgeted – Special events (Independence Day, Air Show, Eclipse) - $105,985 Chief Hanneman stated the Eclipse also included staffing leading up to the actual event. Accident on Duty/Sick Leave - $391,289 Chief Hanneman stated back-fill of staff is required for any staff who may be on accident/sick leave. On- duty accidents and sick leave have not been budgeted as they are unknowns. He stated the Safety Committee is evaluating on-duty accidents, injuries, and training. Five-year trend and analysis from Municipal Services will also be occurring. Retirement - Vacancies/Pay Outs ($62k) - $180,472 Chief Hanneman stated this category includes Firefighters and Medic personnel. He indicated there are currently seven (7) vacancies (3 retired, 4 resigned), of which five (5) of these positions have been replaced. Overtime, Training & Travel Unbudgeted or Reimbursable – State Training (reimbursable) - $113,926 Deployments (reimbursable) - $457,088 Total Overtime or Reimbursable by Type - $1,248,760 Chief Hanneman stated overtime costs include personnel allocated in the Ambulance Fund and the General Fund. He indicated, per recommendation of Municipal Services, the General Fund can be balanced with the Outstanding Revenue. Chief Hanneman stated the Ambulance Fund continues to receive revenue funds and believes the Ambulance Fund should be considered a special Revenue Fund, not an Enterprise fund. Chief Hanneman reviewed overtime categories by percentage, stating the majority of overtime (53.83%) occurs with staffing shortage (sick, accident on duty, holdover, emergency call, retirements). General Fund - Operating Costs Budgeted Amount - $1,408,629, Expended Amount - $1,269,520, Total - 90% ($139,109) Chief Hanneman stated Fire Station 5 remodeling was not allocated in the current budget. He indicated remodeling will need to occur in the near future to accommodate the additional staff. Ambulance Fund Budgeted Amount - $1,779,447, Expended Amount - $1,607,907, Total – 90% Americans with Disabilities Act (ADA) Presentation: Mr. Fife stated awareness for ADA was heightened in the previous year due to citizen concerns. He also stated the City is currently addressing ADA concerns and continues to address ADA concerns with consistency and diligence. 3  September 25, 2017 Ms. Farris reviewed ADA Titles/Regulations applicable to City Departments. She also reviewed the history of ADA Compliance and the City, including current ADA Transition Plan; ADA Accessibility Commission; checklist used for previous assessments; criteria and priorities; and additional practice. She reviewed ADA items that have been, or will be addressed, with City budget to City Hall, the City Annex Building, the Civic Auditorium, and Tautphaus Park. Previous years assessments and updates include: Downtown intersections – projects improved with Public Works Division Funds  Memorial Drive/Broadway ($3300)  Shoup/B Street ($3200)  Shoup/A Street ($3600)  Park Avenue/Constitution Way ($2251.48)  A Street/Park Avenue, A Street/Capital Avenue, B Street/Park Avenue ($22,523.15)  Broadway/Memorial Drive, Memorial Drive/B Street ($10,450) Projects scheduled for future include N. Capital Avenue/B Street and N. Capital Avenue/D Street Director Fredericksen stated funds were mainly utilized from the General Fund. Additional projects will be funded from the State of Idaho and grants. Skyline Activity Center – completed projects and work orders planned with FY2018 Department Budgets  Gym threshold ($50)  Multi Purpose Room ($1000)  Restroom projects Hockey Shelter – projects planned with FY2018 Department Budgets  North main entrance (~$6000)  ADA parking/signage  West overhead doors  Brail/signs within the building (~$300)  Area flooring Tautphaus Park Zoo – projects planned with FY2018 Department Budgets  Accessible route  Existing ramps/paths  Concession stand  Flamingo exhibit  Gift shop Recent assessments (2017) tours with Department Directors and members from the National Federation of the Blind include City website (ADA page added); Memorial Drive and roundabout; downtown intersections; Boulevard and 15th Street; Airport; St. Clair Road/25th Street; 17th Street/Hitt Road; and Woodruff Avenue/17th Street. Ms. Farris stated the City has committed $100,000 towards ADA projects for FY2018. Method and criteria include: FY2018 ADA funds to be managed by Municipal Services; Space Utilization Committee to prioritize ADA facility/program projects; prioritize with input provided by new Checklist/Assessment; prioritize with input provided by new ADA Advisory Board. City funded ADA projects include: General Funds: 2018 - $100,000 budgeted for ADA projects 2016-17 - $106,623.50 spent on ADA projects Annual CDBG (Community Development Block Grant) Funds: 2004-2016 - $980,541.72 spent on ADA facility improvements 2017 - $74,000 allocated for ADA facility improvements/single unit rehab Additional Public Works Division Funds: FY2007-2016 - $214,660.07 spent on ADA projects 4  September 25, 2017 Funds Summary: $1,301,825.29 – spent on ADA projects to date $100,000 – budgeted for ADA projects $74,000 – pending CDBG funds for 2017 $1,475,825.29 – total of all ADA funded/budgeted/pending projects 2004-2018 Short/long term goals for ADA Compliance: Continue to be proactive and transparent Develop and deliver ADA orientation for Department Directors Assist Department Directors in reaching and maintaining ADA compliance Support the new City ADA Advisory Board Complete and adopt the new ADA Transition Plan Ms. Farris reviewed the tentative ADA compliance schedule for September 25, 2017 through June, 2018. Mr. Fife indicated a brochure has been designed regarding service dogs. He stated changes to City Code will need to occur regarding ADA compliance, including: Accessibility Commission to Advisory Board; shared pathways, updating the GIS map, regulations of items allowed on sidewalks, and snow removal. Following general discussion, it was determined this item will be included on a future Work Session for additional discussion. Employee/Student In-service Education Program Discussion: Ms. Horne stated revisions to Employee-Student In-service Education Program include the removal of the Education Review Board; the number of credit hours allowed; tuition amount approved for educational assistance shall be determined by each Department Director; and employees are expected to schedule class attendance and completion of study assignments outside of the employee’s regular working hours when possible. Brief discussion followed regarding reimbursement of classes relative to taxable/fringe benefit purposes and departmental budgets. Following additional comments, it was determined this item will be included on a future Council Meeting agenda. There being no further business, it was moved by Councilmember Marohn, to adjourn the meeting at 5:57 p.m. which motion passed following a unanimous vote. s/ Kathy Hampton s/ Rebecca L. Noah Casper CITY CLERK MAYOR 5