City Council

November 20, 2017 The City Council of the City of Idaho Falls met in Special Meeting (Council Work Session), Monday, November 20, 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 3:05 p.m.) Also present: Ryan Tew, Human Resources Director Mindy Moore, Human Resources Analyst Pamela Alexander, Municipal Services Director Kenny McOmber, Treasurer Bruce Young, Accountant Chris Fredericksen, Public Works Director Greg Weitzel, Parks and Recreation Director David Pennock, Zoo Superintendent Kent Fugal, City Engineer Rob Harris, Holden, Kidwell, Hahn and Crapo, P.L.L.C. Brad Cramer, Community Development Services Director Lisa Farris, Grants Administrator Randy Fife, City Attorney Michael Kirkham, Assistant City Attorney Kerry Hammon, Public Information Officer Kathy Hampton, City Clerk Mayor Casper called the meeting to order at 3:02 p.m. with the following: Acceptance and/or Receipt of Minutes: It was moved by Councilmember Hally, seconded by Councilmember Marohn, to receive the minutes from the Planning and Zoning Commission. Roll call as follows: Aye – Councilmembers Hally, Smith, Dingman, Ehardt, Marohn. Nay – none. Motion carried. Calendar, Announcements and Reports: November 21, Special City Council Meeting November 23-24, Thanksgiving Holiday, City offices closed November 25, downtown tree lighting ceremony, and Small Business Saturday – Mayor Casper encouraged shopping in the downtown area Councilmember Hally stated there will be a dedication of a new Community Health Care Clinic in mid-December. Councilmember Marohn stated early voting for the runoff election is in process until December 1. He also stated Idaho Falls Fire Department (IFFD) Captain Jeff Parsons will be retiring on December 11. Councilmember Smith briefly reviewed upcoming meetings: Association of Idaho Cities (AIC) Fall Training November 28; AIC Legislative Committee Meeting December 1; City Council Work Session December 11; City Council Meetings December 14 and December 21; Utah Associated Municipal Power Systems (UAMPS) Annual Meeting December 18-20; and, City Officials Day at the Capital in January. 1  November 20, 2017 Councilmember Ehardt had no items to report. Councilmember Radford stated a new rare deer was recently born at the zoo. Councilmember Dingman had to items to report. Mayor Casper stated on November 28-29, the public is invited to four (4) interview sessions for the president candidates for College of Eastern Idaho (CEI). Vacation and Sick Leave Policy Changes Report: Director Tew stated proposals were presented regarding vacation and sick leave policies at the October 23 Work Session. At that time the Council requested employee input. Director Tew commended Ms. Moore stating she held several meetings and a survey with the employees. He believes there is consensus of the Department Directors with the updated policies. He then turned the meeting to Ms. Moore. Ms. Moore indicated 233 employees participated in the survey, this does not include union employees. She stated majority of the results of the survey were highly satisfied. Ms. Moore briefly reviewed the survey with general discussion throughout. Concerns included: 1-Supervisors and managers expressed concern with the number of vacation hours regarding staffing needs, may need additional staff. Director Tew indicated concerns were within Public Works. Director Fredericksen stated the Public Works Department is in favor and supportive of the proposed policies. He also stated the Public Works Department will ensure the 24-hour divisions will work as efficiently as possible. Public Works will evaluate and utilize seasonal and temporary employees as needed. 2-Grandfather clause – concern with those employees who have the maximum number of vacation hours. Those employees can continue to accrue while using vacation but excess vacation must be utilized within two (2) years and balances to maximum allowed. The Human Resources Department will monitor the vacation hours during the transition period. 3-Employees above the maximum amount can receive a one-time payout while accruing during first transition year. One-time payout would get employees below the maximum accrual. Ms. Moore stated the City could transition to Personal Time Off (PTO) at any time and she believes that may be the next step for vacation and sick leave. Director Tew stated he is not in favor of PTO as he believes it is not a generous benefit. Mayor Casper believes the proposed policy will alleviate the unknown budget planning. She also believes additional expenses may occur with the benefit package. Councilmember Marohn concurred. Brief comments followed. This item will be included on the November 21 agenda. Quarterly Finance Presentation: Director Alexander presented the 4th quarter/year-end review with general discussion throughout: Budget to Actual Revenue 2016/17 Budget Year to Date Percentage Year-End (City Wide) Accumulated Forecast Total Revenue $154,814,615 $155,893,389 100.70% $143,551,831 Director Alexander indicated approximately $1m was collected above the budgeted amount. She stated shortage of Intergovernmental Revenue was due to anticipated grants which were not received. She also stated Enterprise Charges for Services will require additional review. Budget to Actual Expenditures 2016/17 Budget Year to Date Percentage Year-End (City Wide) Accumulated Forecast Total Expenditures $195,194,467 $165,133,019 84.60% $160,253,205 Director Alexander stated any wildland fire reimbursement will not occur until spring 2018. She anticipates forecasting with the Fire Department for future years. Debt Service Payments includes additional payments for the Wastewater Treatment Facility project. Budget to Actual Revenue Reporting 2016/17 Budget Year to Date Percentage (General Fund) Accumulated Total Revenue $41,094,889 $40,209,510 97.85% Director Alexander stated there is a need to focus on Miscellaneous Revenue categories. This total does not include the Electric Light True-Up of $355,000. 2  November 20, 2017 Budget to Actual Expenditures Reporting (General Fund): Budget to Actual Expenditures 2016/17 Budget Year to Date Percentage Expended (General Fund) Total Expenditures $48,154,885 $47,881,147 99.43% Director Alexander stated several summer events incurred unknown overtime costs as well as the Cayenta project. Additional expenditures include the one-time Street Division transfer and snow removal. She stated the overtime budget also needs forecasting trends. Mr. McOmber reviewed the Total Fund Balance for the previous ten (10) years, September 2017 = $115m. This fund balance has occurred over the course of several years of planning and these funds can be utilized as a resource if needed. Total Fund Balance also includes Enterprise Funds. Mr. McOmber reviewed the General Fund Balance for the previous ten (10) years, September 2017 = $8.4m, which is the lowest balance over the course of the ten (10) years through authorized expenses. He stated the current balance is lower than the Government Finance Officers Association (GFOA) recommended balance of two (2) months of expenditures. Mr. McOmber stated two (2) months of expenditures for the City amounts to approximately $9m. He expressed his concern for this balance and indicated Municipal Services will be closely monitoring the balance. Director Alexander stated Priority Based Budgeting will help manage the scarce resources. Brief discussion followed including: foregone money; payroll; ambulance, fire, and airport reimbursements; and, grants. Director Alexander reviewed General Fund Management for 2017/18 –  General fund department emphasis on managing general funds within their budgets  Monthly meetings with departments to review expenditures and management of resources  Importance of general fund departments bringing 2017/18 budgeted items before City Council by July 2018 Mr. McOmber briefly reviewed investment overview including results of year-end investments (market trends and market overview) stating the City investments are doing well. Director Alexander stated the Finance and Investment Committee discussions are ongoing. The committee consists of Councilmember Hally, Mr. McOmber, Director Alexander, Mark Hagedorn (Controller), Bear Prairie (Idaho Falls Power Assistant Director) and, Director Fredericksen. Director Alexander reviewed Other Financial Related Updates:  Moss Adams will begin on-site 2016/17 audit in December  Cayenta financial systems configuration and testing has continued - tentative go live end of March At the request of Mayor Casper, Director Alexander briefly reviewed the audit process. 4-H Property Financing Proposal: At the request of Mayor Casper, it was moved by Councilmember Marohn, seconded by Councilmember Hally, to modify the agenda on the 4-H property financing to also include other variables such as location, building uses, etc. which may come up that could influence the Council’s decision making for the November 21 Special Council Meeting. The Good Faith reason for the motion is due to the timing of the public hearing being held on November 21 and any decision by the Council cannot wait. Developments have recently occurred which may impact the public hearing. Roll call as follows: Aye – Councilmembers Smith, Hally, Dingman, Radford, Ehardt, Marohn. Nay – none. Motion carried. Mayor Casper stated the Site Selection Committee has been meeting for several months to discuss the preferred location for the Maeck Education Center (MEC). She indicated the committee’s most recent preferred site location does not include the 4-H property. Director Weitzel stated the committee has been reviewing several locations with pros and cons of each location and he believes the Council, as the decision-making body, should be informed of all locations for the MEC. Mr. Pennock stated several options/plans for zoo expansion had been discussed prior to the opportunity of acquiring the 4-H property. Once the opportunity of acquiring the 4-H property became available, additional options/plans for the zoo expansion have become dependent on acquiring the 4-H property even if the 3  November 20, 2017 MEC is not constructed on the 4-H property. Mr. Pennock stated if the 4-H property is not purchased, the zoo expansion options will still occur. Councilmember Hally stated, after attending the committee meeting, it was his belief the MEC would be constructed on the 4-H property to allow zoo expansion on existing land. Mr. Pennock believed the committee concurred. Councilmember Hally expressed his concern for the timing of this information. Director Weitzel stated the committee’s preferred site location is a recommendation only and reiterated that any decision will require Council approval. Councilmember Dingman believes Mr. Pennock and Director Weitzel presented this proposal as an urgent item as part of the MEC. Mr. Pennock expressed his apology for any miscommunication of this belief. Mayor Casper believes the expedited process was due to the construction of the MEC prior to winter weather. Brief discussion followed regarding the previous Sandy Downs and the 911 Dispatch Center land swap discussions. Councilmember Marohn believes the 4-H property purchase was blended with the MEC, he requested Parks and Recreation’s (P&R) recommendation. Director Weitzel believes the Council’s decision will determine any possible expansion for the zoo and whether any expansion will include the 4-H property purchase. Brief discussion followed regarding this item which is currently included on the November 21 Special Council Meeting Agenda. Mr. Fife stated the public hearing was advertised as such per the pending transaction with Bonneville County. Mr. Pennock stated the zoo will proceed with whatever options are available, although he believes the 4-H property is a treasure and is an opportunity that he believes will be difficult to make up elsewhere. Councilmember Hally requested the financing presentation. Director Alexander stated financing options were discussed with committee members consisting of herself, Mr. McOmber, Mayor Casper, and Councilmembers Marohn and Radford as Municipal Services and P&R Liaisons. Cash payment plan for discussion – placeholder of $695,000: Year 1 Year 2 Year 3 Total Parks and Recreation $33,333 $33,333 $33,333 $100,000 Payment plan from General Fund $86,667 $86,667 $86,666 $260,000 Dedicate Payment in Lieu 2016/17 True-up Exercise (General $335,000 - - $335,000 Fund transfer) $455,000 $120,000 $119,999 $695,000 Councilmember Radford stated P&R would sacrifice some projects but is hopeful revenue from the MEC could offset some of those costs. Councilmember Marohn recommended to proceed with the public hearing. He wants to ensure this purchase would fit the zoo’s comprehensive plan. He believes the 4-H property would allow growth potential. Councilmember Smith questioned how the 4-H property would fit within the Tautphaus Park Master Plan. Director Weitzel indicated the 4-H property has been discussed for several years as part of the master plan. Following brief comments, it was decided the Council will proceed with the public hearing on November 21. City Speed Limits Report and Discussion: Director Fredericksen stated the purpose of this report is to optimize the transportation system as efficiently as possible through improvements and safety projects. He indicated safety is a large component in all decisions made for any proposals. Director Fredericksen stated Title 9 Chapter 3 gives authority to the City Council to establish speed limits. Recommendations for any speed limit changes will be presented for Council approval following discussion with the Traffic Safety Committee in December. He then turned the presentation to Mr. Fugal. Mr. Fugal stated the national practice for majority of speed limits are set by the 85th percentile of speed traveled. He reviewed five (5) roadways which are being reviewed for speed limit changes with general discussion throughout: Rollandet – 21st Street to Sunnyside Road. Mr. Fugal indicated sections of Rollandet changes the speed limit twice a year. Recommendation: leave the speed limit at 35 mph year round as several complaints were received for the varying speeds. Elm Street – Mr. Fugal stated he does not recall a posted speed limit and the Idaho Falls Police Department (IFPD) has requested a posted speed limit to allow enforcement. Recommendation: post at 30 mph. Councilmember Smith expressed his concern for the Alturas Private Charter School children who may be crossing Elm Street. Mr. Fugal stated there is not currently a safe location to cross Elm Street although he believes the proposed roundabout at Boulevard and Elm Street will assist with the crossing. Councilmember Radford is in favor of 30 mph with the installation of a High-Intensity Activated crossWalk (HAWK). 4  November 20, 2017 Boulevard – North of 17th Street is 25 mph, south of 17th Street is 35 mph. Director Fredericksen stated Boulevard will be seal coated and restriped as a three-lane roadway in summer 2018. There is proposed speed of 30 mph through the entire length of Boulevard. This speed will be reevaluated once the road diet is completed. Holmes – between 17th Street and Sunnyside Road. Recommendation: increase from 35 mph to 40 mph. John Adams Parkway –recommendation: 30 mph. Mayor Casper encouraged the Council to submit any concerns to Public Works prior to December 19. Canal Pathways Master Agreement Discussion: Director Weitzel stated the Connecting Our Community (COC) plan indicated third priority of residents was new developed trails along the canal banks. The three (3) irrigation districts were approached regarding the requested trails. Director Weitzel commended the Idaho Irrigation District for their willingness to work with the City. He believes trails are good for the economy. This Master Canal Pathways Agreement is the first step for future trail systems. Mr. Harris stated the Idaho Irrigation District Board of Directors has approved the agreement. He indicated the canals and maintenance of canals can be separated as not to cause conflict. Mr. Harris briefly reviewed the agreement with general discussion throughout including: terms of the agreement; inclusion of three (3) exhibits (maintenance schedules and initial conceptual pathway map); indemnification; emergency action plan; deeds or legal instruments; authorized users of pathway; City’s maintenance of canals, including spoils (estimated at $217/mile, ~24 total miles); chemical usage; pathway signs; education and media outreach; and, tree removal. Brief discussion followed regarding increase of public access, accidents, and pathway width/paving. Director Fredericksen stated filing all legal documentation will allow grant funding. This item is included on the November 21 agenda. City Code Revisions (Americans with Disabilities Act (ADA)): Mr. Fife reviewed proposed ordinances: Title 2, Chapter 13 – Renames the Accessibility Commission to the ADA Advisory Board and clarify the board is advisory and supports the City’s ADA coordinator. Title 8, Chapter 8 – Makes it clear what cannot obstruct ADA pathways on a sidewalk. It consolidates and removes redundancies. Title 8, Chapter 10 – Believes the exemptions from snow removal are unconstitutional. The ultimate responsibility for snow removal remains with the property owner. Curb parking – Ensures that wheels of vehicles remain on improved road and will not interfere with ADA access routes. Also eliminates parking restrictions that are redundant of Idaho Code and allows for front end angle parking or reverse angle parking and prohibits parking on or behind a curb. This proposed change will assist with law enforcement personnel. Mr. Fife stated additional discussion will need to occur regarding pathways/bike paths. Brief discussion followed regarding snow removal and infraction costs. Mr. Fife commended Ms. Farris, Director Fredericksen, and Mr. Kirkham. He suggested public education needs to occur. This item is included on November 21 agenda. There being no further business, the meeting adjourned at 6:34 p.m. s/ Kathy Hampton s/ Rebecca L. Noah Casper CITY CLERK MAYOR 5