City Council

January 23, 2023, Council Work Session The City Council of the City of Idaho Falls met in Council Work Session, on Monday, January 23, 2023, in the Council Chambers in the City Annex Building located at 680 Park Avenue in Idaho Falls at 3:00 p.m. Call to Order and Roll Call There were present: Mayor Rebecca L. Noah Casper Council President Michelle Ziel-Dingman Councilor John Radford Councilor Tom Hally Councilor Jim Freeman Councilor Jim Francis Councilor Lisa Burtenshaw Also present: Mark Hagedorn, Finance Manager / Treasurer Bryce Johnson, Police Chief Chris Fredericksen, Public Works Director Chris Canfield, Assistant Public Works Director David Richards, Water Superintendent Kent Fugal, City Engineer Randy Fife, City Attorney Corrin Wilde, City Clerk Mayor Casper called the meeting to order at 3:02 p.m. with the following items: Acceptance and/or Receipt of Minutes: It was moved by Councilor Francis, seconded by Councilor Burtenshaw, to receive recommendations from the Planning and Zoning Commission meeting of January 3, 2023, pursuant to the Local Land Use Planning Act (LLUPA). The motion carried with the following vote: Aye–Hally, Radford, Francis, Dingman, Burtenshaw, Freeman. Nay – none. Public Works: Consideration: Bid Award - North Highland Park Concrete Improvements 2023: Director Fredericksen presented a bid award for North Highland Park Concrete and that is a continuation of phase 4 of concrete, a low bid for $191,780.00 from JM Concrete, to place a sidewalk along Presto and Jefferson, where no sidewalk exists. Mayor Casper did not create a consent agenda for this meeting, and as such, there are things on the regular agenda that would be on the consent agenda. Councilor Radford asked for an update. Director Fredericksen indicated that this is Phase 4 of the intended 5 Phases, then evaluated to see if there are additional items that need attention. It was moved by Councilor Burtenshaw, seconded by Councilor Hally to approve the plans and specifications, award to the lowest responsive, responsible bidder, JM Concrete, Inc. in the amount of $191,780.00 and give authorization for the Mayor and City Clerk to execute the necessary documents. The motion was carried by the following vote: Aye – Councilors Freeman, Francis, Hally, Radford, Burtenshaw, Dingman. Nay – None Consideration: State Local Agreement and Resolution with the Idaho Transportation Department (ITD) for the Raised Curb Medians Project: Director Fredericksen stated that this project is anticipated with a total cost of $484,171.00, with a match that needs to be met of $35,538.00. Before advertising ITD has asked for $10,374. This median project will place 1  January 23, 2023, Council Work Session medians along Sunnyside and 25th East on the north and south legs, median on Sunnyside and Woodruff on the north, south, and east legs, and on the intersection of 25th East and 25th Street on the south leg along Texas Roadhouse to prevent left turn movements. They have had discussions and public meetings where they went out and chatted about the potential medians. Mayor Casper asked about the public meeting. Director Fredericksen stated that businesses want access, and businesses have expressed concern about taking away left turn movements. The City of Ammon had representatives at the meeting with Hitt Road being the dividing line, they have had conversations about those safety improvements. Most people who have driven the intersections know what left turn movements want to be prevented. Director Fredericksen stated that in between 25th and Sunnyside, they have looked at the opportunity to install U-turn locations north of Target. They did not secure additional funding for that as part of the project, but they are working towards that in the future. Councilor Radford uses that a lot as his office is right there and agrees that it is super dangerous. He worries about the stacking of cars from the light at Sportsman’s and how will that be dealt with. Director Fredericksen will work with traffic engineers and as new traffic patterns appear, they can pull up traffic cameras and reprogram from the office. Director Fredericksen stated that on major arterials during peak times they have reached saturation and they cannot move traffic with the current lane configuration. They are over capacity even with 5 lanes. Councilor Radford stated that they had fewer accidents and huge improvements when they did this same thing further up. Director Fredericksen agreed that when they have accidents it is left or head-on and taking left-hand turns off of arterial roads will make it safer. Councilor Francis confirmed this will take away left turn and take away accidents and that is one of the main reasons for doing it. Councilor Francis asked if Woodruff would be a raised median for a short distance and then at the fire station marked on the roadway. Director Fredericksen stated that they will not be impacting the firehouse as the median will not go that far down. Councilor Hally asked if it was by KJ's and stated that it could be a mess in that area. Councilor Burtenshaw stated that it doesn’t go to Ellis Physical Therapy, so it will only impact one business. Director Fredericksen stated that the first approach is the only one that would be minimized for the one business. It was moved by Councilor Hally, seconded by Councilor Burtenshaw to approve of the State Local Agreement and Resolution with ITD for the Raised Curb Medians Project and authorization for the Mayor and City Clerk to sign the documents. The motion was carried by the following vote: Aye – Councilors Francis, Dingman, Freeman, Hally, Radford, Burtenshaw. Nay – None Discussion and Consideration: Cooperative Agreement for Traffic Signal and Roadway Illumination with Idaho Transportation Department: Director Chris Fredericksen presented a cooperative agreement with ITD (Idaho Transportation Department) involving signals on their routes within Idaho Falls and has included roadway illumination. Public Works staff and Idaho Falls Power have been working with ITD on issues with signals. Idaho Falls had their own maintenance agreement to maintain. Staff rolled up their sleeves, and came forward with the proposed changes, and the overall intent is to provide overall better service for the traveling public. This allows them to use their own equipment in ITD signals, and deal with traffic signal timing easier. It better defines all individual agreements that they have which have been approved individually through various Federal Aid projects, such as when the Sunnyside bridge was built over the Snake River it had an illumination agreement associated with the project that was a stand-alone agreement, and this Agreement supersedes those individual agreements and makes it more efficient to see what they need to maintain. Director Fredericksen stated this agreement will bring ITD and the City to the table every March to see what projects need to be programmed. Director Fredericksen showed Exhibit B, showing 32 signals talked about within the agreement and all the illumination. Councilor Freeman wanted to make sure it’s not more roadway than what they have been responsible for in the past and the agreement remains status quo. Director Fredericksen stated that they are asking for and receiving 2  January 23, 2023, Council Work Session more onus to be able to address problems within Idaho Falls, and there is still a cost-sharing agreement that is detailed in the last portion of the Agreement and they pay their portion of the legs that they have and Idaho Falls pays for their signals. All signals have been updated to date, and 32 total and any of the signals that ITD has in Bonneville County ITD pays for all of that and works it out with the County. President Dingman indicated that this sets up a formal reimbursement so they can execute and reimburse and not have to get on the ITD schedule and wait. Councilor Radford asked about compatibilities and inventory. Director Fredericksen stated that the change in this agreement allows Idaho Falls to utilize City standards in ITD signal cabinets to make it more efficient for personnel to deal with. The public doesn’t understand what the City of Idaho Falls is and what is ITD. So, this will be nice to make this seamless, and if someone calls with a problem, they can coordinate and address it in real-time with the traffic engineer over at Idaho Falls Power. Mayor Casper stated that this is a no-brainer, but it has taken a while. Is Idaho Falls the first City to request this? Do other cities have this type of agreement? Director Fredericksen stated 1st in District 6 but is unknown Statewide. Mayor Casper asked if this Agreement includes any of the maintenance issues, or just signalization and illumination and potholes are still ITD's responsibility, but could that happen in the future with an agreement that the City would patch the potholes and bill ITD for the patching? Director Fredericksen stated that is the next agreement. This Agreement addresses maintenance items that they’ve had, like along US 20 they had some circuitry that was going bad, and ITD and Idaho Falls had discussions about who is responsible for that, and it was determined that it is not maintenance to pull new circuitry, and this Agreement defines whose roles it would be to replace versus maintenance. Mayor Casper asked if they would revisit annually from the date signed. Director Fredericksen stated they would look annually to get the budgeting cycle. Some State projects would go to the State Budget, so staff would meet annually in March. Councilor Freeman stated that they had a scare a couple of years ago about discussions on maintenance on bridges and where that ended up. Director Fredericksen stated that as part of the US 20/I15 project started the conversation with the possibility of what ITD would declassify as US 20 Business Routes/ITD Business Routes. Until a preferred alternative there was just discussion. Last week Bonneville County had a joint meeting with ITD to discuss streets to take over based on projects that ITD has proposed. The conversations are ongoing, but with the preferred alternative H2 there will be some discussions. The bigger piece is the US 20 from Johns Hole however it is disconnected from the new US 20. Councilor Freeman stated those are high-cost maintenance and for the city to pick those up, where would the funding come from? Councilor Francis asked if there is a conflict, and City standards are steeper, than State standards, City standards take precedence. City Engineer Kent Fugal stated that for things like Councilor Francis is describing the standards are the same with traffic control devices, but they differ with equipment used inside signal cabinets. Councilor Francis clarified that they would use the City Traffic Engineer to operate the system and timing. ITD uses a different traffic signal controller, and they would continue to upgrade and modify all equipment to the same type of signaling equipment and ITD would share the cost of the equipment used on their routes. Councilor Radford confirmed it is the same engineer doing the work. It was moved by Councilor Burtenshaw, seconded by Councilor Hally to approve the Cooperative Agreement and give authorization for the Mayor and City Clerk to execute the necessary documents. The motion was carried by the following vote: Aye – Councilors Hally, Burtenshaw, Dingman, Freeman, Francis, Radford. Nay – None 3  January 23, 2023, Council Work Session Discussion and Consideration: Cooperative Agreement for Roadway Maintenance with Idaho Transportation Department: Director Chris Fredericksen stated that this is a cooperative agreement with ITD (Idaho Transportation Department) for roadway maintenance. This is a standard form that ITD uses Statewide and doesn't allow a lot of flexibility, but they wanted to upgrade from the agreement that was written in 2004 and amended in 2009, which recognizes and pulls out traffic signal issues in roadway agreement and lighting issues, it also addresses new City limits and changes to ITD routing information. Regarding potholes, it has been interesting with the freeze style this winter. ITD has a new operating engineer who discovered an issue with the patching equipment not running properly and the potholes got large fast. The agreement and the new operations engineer will work through ITD will be advantageous to address concerns. It was moved by Councilor Hally, seconded by Councilor Burtenshaw to approve the Cooperative Agreement for roadway maintenance and give authorization for the Mayor and City Clerk to execute the necessary documents. The motion was carried by the following vote: Aye – Councilors Burtenshaw, Hally, Dingman, Radford, Freeman, Francis. Nay – None Discussion: Potential Traffic signal removals at three intersections: Director Fredericksen presented that the intent was to discuss 3 individual traffic signals that don't meet traffic signal warrants. Yellowstone and Cliff (State System); E Street and Park (near Fire Station 1); Ponderosa and 17th Street (was discussed in the last traffic removal study). They found in their evaluation that the side street access points have increased delays with traffic signals, versus proceeding when able at a stop-controlled intersection. Staff wants to talk about Yellowstone and Cliff, and it has been discussed as part of the railroad acquisition and they want that traffic signal removed and put a HAWK push button activation for pedestrian crossing. ITD is pushing toward a project for pavement rehabilitation on Yellowstone between Sunnyside and Lomax that would deal with potholes and removal of railroad planking that exists at Cliff Street and Yellowstone. Director Fredericksen is proposing that if the traffic signal is removed, they would replace it with the HAWK push-button activation for pedestrian crossing. Yellowstone has been a barrier to accessing the riverwalk and downtown, and they would like to recognize that the traffic signal doesn't serve a purpose. Councilor Radford asked if there is funding to go over or under Yellowstone and if is this an option. The safest things are over or under. Director Fredericksen stated that Yellowstone is the barrier to bicycle and pedestrian traffic. Fredericksen stated that when they were developing the bicycle and pedestrian discussion, one potential crossing was an extension to Gallatin and Point District where there isn’t a lot built out and you could have grade changes that would make sense. In the developed urbanized area, it would be difficult to either over or under, but further south towards Pancheri it could be easier and options may exist. Councilor Francis asked if the advantage is for cross traffic at Cliff or the advantage of moving traffic on Yellowstone. Director Fredericksen stated that they reference the warrant criteria, several items need to be met to meet the criteria for a signal, and they look at traffic on primary and side streets. At Yellowstone and Cliff, when you approach that intersection, a call is put in coming from Cliff, and, that car could get through without stopping Yellowstone arterial traffic. So, it is negatively impacting both sides and major streets. One business owner noticed that when a traffic signal was taken out for a time due to maintenance, the business owner indicated it has been easier to get in and out of Cliff without the signal. Councilor Francis stated that the concern is to cross 5 lanes from Cliff to Maple. Councilor Francis asked if there is a middle ground, as he feels the signal on Cliff is too responsive, so maybe the timing needs to be changed, and maybe set up to blink yellow and red during portions of the day. Councilor Francis feels that if there is a pedestrian crossing then it is a random stop for people in Yellowstone. Director Fredericksen thinks with the removal there would be a better opportunity to address concerns and tie an aux signal into a coordination plan on Yellowstone to better move the traffic and get pedestrians across. Councilor Francis is concerned about traffic going 5 lanes across Yellowstone. Mayor Casper feels there is enough intermittency for that to happen without much difficulty, as she hasn’t seen a lot of traffic in that intersection. 4  January 23, 2023, Council Work Session Councilor Freeman stated that B Street was similar and asked if there had been wrecks since that signal was taken out. Director Fredericksen stated that they look at severe accidents, and he doesn't recall any injury-level accidents. Councilor Radford stated that they wanted to put islands in. Councilor Radford wants to discuss how much gasoline is saved by commuters when traffic stops are taken out, totaling $30 – $50 million in savings. Director Fredericksen stated that traffic signal studies indicate that minimizing the stops makes a huge difference with fuel rates continuing to rise. Arterial roadways are becoming busier without major improvements, so anytime you can get rid of congestion it is something to look towards. They are trying to serve the vehicle traffic and bike /pedestrian groups. They are trying to enhance access to amenities downtown and along the river with the Cliff and Yellowstone intersection. Councilor Burtenshaw stated that the Railroad tracks being in a weird direction causes cars to back up in a weird pattern. When will the State look at doing Sunnyside to Lomax? Director Fredericksen stated that they are trying to identify funding to do the project this summer, and that would remove this railroad crossing. Councilor Burtenshaw stated that it would be to the City’s advantage to have a decision to be on board with ITD, so this intersection doesn’t drag out. Director Fredericksen agreed. Councilor Freeman is concerned about Ponderosa; he uses that light on his bike because it is a long way to another light on 17th Street and a way to get across. Councilor Radford stated that they improved St. Clair since the last time they looked at this intersection. Director Fredericksen stated that the Traffic Signal Removal Study they did had comments from people who lived in the subdivision from the south of Ponderosa, and School District 91 had strong comments as well. They have talked to Ralph Frost and Margaret Wimborne and they are comfortable with his signal being removed if they consider installing a HAWK at this location. The pathway exists north of here and a Hawk signal would help get to the trail network. President Dingman stated that there were some businesses (Grand Teton Chiropractic, Snake River Floral) that had issues with the light. Director Fredericksen stated a primary concern was bus traffic and the School District indicated that a HAWK could fix concerns. The proposed development with Applewood south of Jenni Lee the utilization of that traffic signal on 17th Street and Jennie Lee will increase, especially the left turn, so with this signal operating as it does with additional delays, they are bringing it forward for review and consideration. Director Fredericksen stated that out of all three if they identify a comfort level, they will go back to public meetings and invite public discussion. Councilor Hally stated that on Ponderosa the Pathway will increase walking traffic across the road. Hally doesn’t think a HAWK dealing with 5 lanes of traffic going 50 mph and changing lanes is going to be safe. Councilor Burtenshaw asked if the HAWK was as high as the regular signal. On which side of the intersection is the HAWK installed? Director Fredericksen stated they would evaluate and see which side is needed. Councilor Burtenshaw feels all or nothing for this intersection, as a HAWK is usually not an intersection. Pancheri and Grizzly have a HAWK, and it is unique to have it at an intersection. Councilor Burtenshaw is not familiar with a Hawk at an intersection and would prefer to have an all-or-nothing. Director Fredericksen acknowledged the higher speeds on 17th Street. There is a HAWK on Sunnyside in front of Hillcrest and that has been effective. Councilor Francis asked if there is a standard of speed that you cannot use HAWK signals. Director Fredericksen is not aware, and the traffic signals and advanced signaling (Flashing prepare to stop) are on higher-speed roadways. Director Fredericksen presented E Street and Park, it is something that staff has talked about with the Fire Chief and the Fire Station has no issues with the removal of that signal. Councilor Freeman feels that one is less controversial. The mayor asked if they needed some kind of resolution. Director Fredericksen is asking if he can chat with the public and find out what they are worried about and then bring that back to the Council. Councilor Freeman stated that Ponderosa needs a red light on 17th Street so they can get out on side streets otherwise there is never a break in traffic. It is hard to make a left turn on Sunnyside or 17th Street without a light. 5  January 23, 2023, Council Work Session Councilor Radford stated that the studies showed there would be lower side wait times. Director Fredericksen stated that as arterial roadways become busier, you are coming to a point where you know based on the time of day, that a left-hand turn might not be the best idea, and that is why the U-turn areas have become so effective. Councilor Radford stated that he uses the side streets to get to the Downtown area, because sometimes during the day it takes him 12 minutes with lights, without side streets; if he uses side streets right up from Rosehill Cemetery there is a side road that goes to stop signs, and he can get downtown in 3 minutes. Lights slow traffic down. Mayor Casper stated she is less concerned about drivers having to change their habits if it promotes safer walkability. She trusts the engineers. Mayor Casper is nervous to hear how to get someone across 5 lanes of traffic, but again will trust the engineering and solution, therefore. Mayor Casper feels that the next step is to go to the public and see what concerns they have. Mayor Casper did not hear any Councilor wanting to freeze any portion of the analysis, and a general concurrence to move forward was given. Discussion and Consideration – Bid Award - Wastewater Treatment Plant Dewatering project: Director Fredericksen stated that some of the bidding is increasing, the number of bidders has decreased, and some prices have become more in line, but they still have issues associated with getting materials on time. For the large 3 projects that have been bid on recently, including the Police Station, water tower, and dewatering, 2 of 3 bids came close to the engineers' estimate. This project was not close and higher than what they had anticipated. They had prequalified 5 bidders and from those 5, they received 2 bids, and the low bid was $11,846,400 and they had anticipated $10.5 million. The low bid of $11.8 million and they had pre purchased equipment of $1,599,000 in equipment with construction costs of a total of $13.5 million. The staff has talked about this being over the anticipated budget for the project. The recommendation today is to move forward with awarding the project and using the bid, as they do not feel that a delay would achieve a cost saving. This is more than what is budgeted for wastewater, and they'd have to move $3 million in contingency funding which they have budgeted and approved $20 million. He has discussed it with Pam Alexander and Mark Hagedorn, and it would be a simple transfer of funding. The wastewater project will be built over 2 fiscal years, and so they have budgeted $10.5 million in 2 years for the project and that won't all be spent this fiscal year, and the transfer of the contingency fund would give them spending authority. There are sufficient funds within the wastewater fund to pay for this unit at the increased dollar figure. Councilor Hally agrees that this would not be cheaper because the second lowest bidder was in the $14 million range and if they reject this bid, you could have a sole bid of $14-15 million. The risk is that it could go higher, and not lower. Councilor Hally wants to accept the bid and move on. Director Fredericksen stated that the second bid was $14.8 million. Councilor Francis asked if the contingency fund was in the wastewater department. Director Fredericksen stated it is City water. Director Fredericksen stated that there is budgeted authority and funding behind any bid that is approved, and all funds to build this would come from the wastewater fund there is sufficient funding, however, there is an accounting mechanism that goes and shows if he is going to allocate $13 million project, that he must have $13 million available for that project. The transfer of funds is more of a checks and balances. Mayor Casper clarified that the authority is a city-wide budget authority that doesn't exist enough to pay for this. Councilor Radford stated that sometimes at the end of the year, they are off by $3 million in spending authority, but it is smart to move the funds. Director Fredericksen stated that within Public Works they will have $3 million extra. Director Fredericksen stated that the item in front of the Council is to award the bid, but it doesn't preclude them from going back to the contractor and asking for value engineering to reduce things. Councilor Francis stated that they have talked about this for a long time, and the cost savings in the long term, and in terms of not having to haul as much or pay for those contracts over time. Councilor Francis says go for it. Councilor Radford feels they are just as likely to save money next year or spend more next year. 6  January 23, 2023, Council Work Session Director Fredericksen stated that in the construction world costs might come down, but the infrastructure package for wastewater and water are now being developed, and as those contractors become more busy, next year you might not get a bid if they are too busy. Councilor Francis stated that this is a specialized bid project. Director Fredericksen stated that they did prequalify contractors to make sure you have the correct contractor that can deal with live sewage. Doing that eliminates a lot of potential contractors. Councilor Burtenshaw asked if they need to include in the motion the contingency or do they need two separate emotions, one for the bid and one for the contingency. Mayor Casper stated there is not a motion for the contingency. Mark Hagedorn will require the Council to approve a budget transfer for this. Mayor Casper asked what the threshold for that is, as they have done budget transfers that the Council is not involved in. Mr. Hagedorn stated that if a director budgets funds within his department, that does not take action from the Council to move funds, but if they are transferring funds outside of a department to a department it requires Council approval. It was moved by Councilor Burtenshaw, seconded by Councilor Hally to approve the plans and, specifications and award the bid to the lowest responsive, responsible bidder, GSE Construction Company in the amount of $11,846,400, and to transfer budget authority to Waste Water Department in the amount of $3 million and give authorization for the Mayor and City Clerk to execute the necessary documents. The motion was carried by the following vote: Aye – Councilors Dingman, Radford, Francis, Burtenshaw, Hally, Freeman. Nay – None Discussion: Sole Source Bid – Water meters. Director Fredericksen stated that Keller and Associates did a study analysis to identify the best water meters to install on the commercial network. As this was brought forward there was discussion identifying Badger Water Meters as the best alternative. They wanted to have a sole source purchase. The purchase order is included in the packet to purchase 719 meters of various sizes and the water division would have those available for developers and contractors to purchase from the water division at actual cost. The overall cost of that was $379,045.94 and the quote is included in the packet. Councilor Hally pointed out that they had a meeting where they discussed the water meters and there were 4 or 5 alternatives and everyone there who had expertise agreed that Badger was the best choice. Mayor Casper stated that the quote is good for 90 days and the end of the 90 days is coming up next week. It was moved by Councilor Hally, seconded by Councilor Burtenshaw to declare Hydro Specialties Company as the only vendor for the purchase of Badger Water Meters and cellular endpoints because the water meters and endpoints will be used for resale at the Water Division per Idaho Code 67-2808(2)(a)(vii). The motion was carried by the following vote: Aye – Councilors Radford, Freeman, Burtenshaw, Francis, Dingman, Hally. Nay – None Police Department – Police Personnel Manual Amendments: Mayor Casper stated that one item from the Police Department is straightforward forward and they can start before the Chief arrives. Councilor Burtenshaw is comfortable moving forward as there were no comments made, and it is way beyond the 30 days. Mayor Casper stated that the changes were reviewed with the Council and after they were reviewed, they were put out to everybody, all rank-and-file members had the opportunity to weigh in and during 30-day period no one had concerns that rose to a level that needed to make a change, the process requires final approval from Council. Councilor Francis stated that neither he nor Councilor Burtenshaw nor the Police Chief had any comments and it has been over 90 days. Mayor Casper stated that the First Amendment that requires the payment of comp time before promotion will do a great deal to help the department deal with the backlog of comp time, save lots of money, and create more budget predictability within the department. 7  January 23, 2023, Council Work Session Police Chief Bryce Johnson appeared and indicated that he had met with almost everyone at the department and there was no feedback received and they all understood the purpose of the changes. It was moved by Councilor Burtenshaw, seconded by Councilor Francis to approve the Resolution amending the police personnel manual. The motion was carried by the following vote: Aye – Councilors Burtenshaw, Hally, Dingman, Radford, Freeman, Francis. Nay – None Discussion: Sole Source Purchase - Taser 7 Conducted Energy Weapon: Police Chief Bryce Johnson appeared and indicated that this was a budgeted item for an Electronic Conduction device, and Taser is the only manufacturer of such a device. This is a sole source purchase, and it was budgeted for, and it falls within the budget. Councilor Freeman stated that he recalls they had trouble repairing broken tasers and so now they are replacing them. Chief Bryce Johnson stated that they didn't include replacement of tasers in the budget for the last couple of years. Taser has moved on to a new model, and Taser no longer supports the model the Police have, there are no longer cartridges for the current Tasers, and they are not warranted, and they will not be supported in police use of force. So, they need to eliminate Tasers or go to the new model. Chief Johnson wants to go to the new model so they have a less-than-lethal use of force option. Councilor Freeman asked what they would do with the old ones. Chief Johnson stated that they can go back to Tasers to be traded in or can be used for training. Councilor Freeman asked if it is a lease program and not so much a purchase program. Chief Johnson stated that they wanted a 5-year contract, and Mike Kirkham worked on the contract with Taser, and Taser agreed to the City’s rewrite of the agreement. The agreement is for a certain number of tasers, every year for 5 years and the city can opt-out. That will put it on a rotation schedule so you have them in the time, in which they will warranty the taser. Councilor Burtenshaw stated and confirmed that within 5 years all the tasers will be replaced, so they won't be in this position again where all the tasers are outdated. Chief Johnson stated that every year they will have the budget for it just like firearms and batons. Mayor Casper stated that it levels the cost out, so it is an annual maintenance commitment and the price is locked in for 5 years. Councilor Francis asked if they opted into the training for Tasers. Chief Johnson stated that they would provide some training, and they put some of that into the contract as a bonus. Chief Johnson stated that they will take advantage of the training opportunities as part of the contract. Councilor Francis didn't understand tier 1/ tier 2. Is it asking to allow them to evaluate the Tasers? Chief Johnson stated that the taser is complex and has its memory and minicomputer. Every time you do a spark test each day the taser is plugged into a computer and it downloads everything that was done with the taser. All that data is kept, and the data is downloaded when the taser is used. Chief Johnson stated that it allows for information sharing and it benefits everyone. The metadata is shared, but nothing personal. Councilor Francis clarified that Taser takes that feedback to improve the product. It was moved by Councilor Burtenshaw, seconded by Councilor Francis to Declare Axon Enterprise, Inc. as the only vendor for the conducted energy weapons that are reasonably available because the Taser 7 Conducted Energy Weapon has no functional equivalent and approve a sole source purchase of the Taser 7 Conducted Energy Weapons in the amount of $365,004.07. The motion was carried by the following vote: Aye – Councilors Hally, Burtenshaw, Dingman, Freeman, Francis, Radford. Nay – None Mayor and Council - Calendars, Announcements Reports, and updates Liaison Reports and Councilmember Concerns: Legislative Session is underway so they have the Chamber Advocacy process, but she doesn't know when they will hold the meetings. In the past, they have been on Thursday mornings. Councilor Hally asked if they would still be at the college. Mayor Casper is unsure of the location but will update when she has more information. 8  January 23, 2023, Council Work Session Mayor Casper stated that you can participate via a link for the AIC Meetings on Friday. Mayor Casper stated that the City Bills are lined up with good sponsors. A Candidate guide has been passed out to the Council Members, and the Mayor asked Councilors to add what they want added and return to Carla by mid-February, so they can have an up-to-date guide before candidacy declarations start to come forward. The idea behind the guide was to make sure that people who were choosing to run for City Council know the commitment they are making timewise, and they understand what type of a job this entails. Not intended to scare, just inform people. Councilor Radford got a call about a survey of time. Mayor Casper stated that there is per department an estimate of time needed. The mayor stated that many of the Councilors will share things happening during liaison reports, but many things are going on with the city. There is a desire to change the impact fees ordinance, and that is actively being looked at. The audit is in full swing. The Gallagher study from HR has been discussed. Director Tew will talk about it in the airport meeting. The hiring of a new Community Director is underway. Interim Director Beutler and Ryan Tew have a list to review, and the Mayor will look to see who to interview. Mayor Casper has a schedule for the interview process that is maybe too soon (she had planned for next week) and might need to adjust the calendar. Councilors have a role to play and she wants them to spend time with the final candidates and ask the candidates questions, and they could do a lunch or a gathering. Mayor Casper will involve both liaisons in the interviews. Most every department has its hands full doing what they do. • President Dingman stated that Idaho Falls Fire Department- Recently kicked off Idaho Falls Fire Department Recruit Academy (10 weeks) with 15 recruits participating, which is the largest academy they have ever had. Idaho Falls Airport - Tail Wind Restaurant area upstairs has been rebranded to Snake River Bar and Grill, and it is a full-service bar and grill and has souvenirs. Airport just launched its 1st annual student art contest, open to District 91 High School Students and submissions are now through March 1. Looking for artists to depict the theme of Idaho Falls Flies into the Future, 1st 2nd, and 3rd winner with art displayed in the airport and a small cash prize. Go to Idahofallsidaho.gov for more information. • Councilor Hally stated Redevelopment Agency will have the finished product of Marriott Courtyard along the river behind Candlewood Suites. They will be demolishing the old King B Building behind Candlewood. It is a new District. Things are on deck to go forward with the District of Anderson where the school is located for tax credits and some low-income rentals. Someone is showing interest in Anderson on land to put storage warehouses on land that is not conducive for any other purpose. The redevelopment program is ongoing. • Councilor Radford let the Council members know that he had money he kept in his campaign account, and if anyone hasn't closed out their account, there is now a monthly reporting requirement to the Secretary of State, and as soon as you start raising money it is a monthly reporting requirement, not yearly. Councilor Burtenshaw stated that she just did the yearly report. Councilor Hally stated that you must declare a final report. Parks and Recreation- They have toured some of the zoo projects and exciting things are happening in the Hamilton Building at the zoo, and if you get a chance go and see if Zoo Director Dave Pennock will take them through and you can see the amazing artistry. Idaho Falls Power – They are doing surveys so if you have feedback get working on that. Councilor Burtenshaw could not think what a compliance report would be, and the question about whether they get timely compliance reports, and she couldn't put into context. Councilor Radford stated that they have a role as a regulatory body as much as an advocate. Councilor Burtenshaw stated that they would know if they were getting it timely or not. Councilor Burtenshaw asked if they complied every time or not. Councilor Radford suggested making that statement in the survey so they can do a better job explaining. Mayor Casper stated there is a special meeting on the 1st that will have people traveling from DC to visit. Mayor Casper stated that they have typically started the meeting at 7:45 – and go until 11:45, but he will not be a 4-hour 9  January 23, 2023, Council Work Session meeting, (2 hours anticipated). Mayor Casper asked if they could change the meeting time to 7:30 – 9:30 or 8:00 - 10:00. Councilors agreed that 8:00 a.m.-10:00 a.m. is good. Councilor Burtenshaw will not be at that meeting. The meeting will be at Idaho Falls Power. • Councilor Francis stated the Idaho Falls Police Department is in discussions with the School District to add to the SRO program. As mentioned in the State of the City Address, the Police Assisted Addiction and Recovery Initiative is being worked on and going forward with the department. • Councilor Freeman – City of Idaho Falls Fire Department- The new fire station will be opened to the south, and there isn’t a firm timeline yet, but they are working towards getting that timeline, and the recruiting class going through will give them the option to have enough people to man that station. Councilor Burtenshaw indicated that Director Fredericksen stated they would have a site plan for the new fire department. • Councilor Burtenshaw stated that tomorrow night in Boise, they are meeting sometime after they get to Boise, at the Eagle Tubing Park and Doug Swanson from Idaho Falls will be there to usher people around, and no pressure on Councilor Hally to go down the slide. Ryan Newton is running it, and Doug Swanson is there for introductions. Councilor Hally asked if they were meeting at 4 p.m. Randy Fife asked if it was a meeting. – Mayor Casper stated it is a tour. Fife told them to be careful not to make policy. Discussion: Reorganization of Office of the Mayor: Mayor Casper stated that as the city grows, she has to match her management style with the growth of the city. Mayor Fuhrman added a part-time PIO and later it became a full-time position in 2012, but half was paid by Idaho Falls Power, and half by the City general fund. Mayor Casper made changes in the 2014 meeting as a power board with Idaho Falls Power; fall of 2015 an economic development coordinator was added; Public safety formed the PIO Team in 2017; 1st public works utility Board meeting annually in 2018; added capacity to have a paid intern in Mayor Office in 2019; Chief of Staff in 2022; started practicing for Airport Board in 2021 and official in 2022; moved City Clerk to Mayor office end of 2022; currently planning to bring forward changes to Title 3 to standardize the code that relates to directors. Mayor Casper wants to always improve operations to be responsive to City growth. Not every management challenge has the same solution. Sometimes the solution is better training, decision making, Council action, and increased budget, some solutions take time, more staff or use of existing staff differently, use attrition, and let people retire with, the same number of FTEs but deployed differently. Mayor Casper stated it is common for executives to reorganize. Mayor Casper stated that when she was elected in 2013, she was told to ask for resignation and then rehire everyone, and she chose not to do it as it sewed seeds of uncertainty and impacted morale. She took what she inherited and, in some ways, it has been fine with the existing structure, and in other ways, it has been modified over time. There is always concern about creating uncertainty that will impact employee morale. Mayor Casper likes to know what is behind each door, and each option and wants to understand thoroughly before making decisions, and that style suits some and aggravates others. Mayor Casper wants to adjust to stay on top of the flow of business. The city has grown and the workload of the city has grown, and they have not added employees, staying around 600 full-time employees. The 15 recruits for the fire department are the biggest infusion of staff at any one time. Mayor Casper stated that her department has seen an addition of an economic development person and a chief of staff. Mayor Casper makes clear that the changes are not being made because of personalities, favored personalities, or the idea that there is a structure that works. The goal is to create a structure that makes sense for the city to serve the citizens, and then hire to fill those positions. Mayor Casper explained that the chart explains how relationships and responsibilities will flow. Mayor Casper stated that the span of control could be 4-9 depending on the occupation. Councilor Freeman stated that they recommend 5 for actively managing a crisis. Mayor Casper stated that lives aren't dependent on a supervisor like in an emergency management setting. Mayor Casper showed on the chart that is Mayor's office has the Chief of 10  January 23, 2023, Council Work Session Staff reports to the Mayor and the Chief of Staff then takes responsibility for everyone within the Mayor's Office including economic development, PIO, executive assistant, and City Clerk. The dotted lines come from the Chief of Staff going to various departments. Future hires for the City Clerk's office will be managed by the City Clerk. As they go to remodel City Hall it may make sense to install a receptionist to direct traffic once the elevator is installed, and that position can double as a helping hand for the Clerk's office. When the previous City Clerk left, she had a concern that the workload could be onerous and they don't want it to be more than what the 2 people hired can handle. The Mayor supervises Public Safety (Police and Fire), utilities and enterprises, and quality of life (Parks and Rec), (the library is governed by a board/indirect role). Administration breaks out into 3 with Municipal Services (Finance and Daily operations) fleet management, IT building maintenance, and daily maintenance. The City Attorney's office is not in a structure, because they have a supra role of being over and above all City Employees making operations compliance and keeping everyone out of legal trouble. They are grounded in helping the city function, and the office itself will have needs, including budget, equipment, etc. HR has a role to play in helping the city but has needs as an organization. The solid lines denote the Mayor having a responsibility or a need to work with the directors. The dotted line denotes the day-to-day operations of any one of the departments that the Chief of Staff has a dotted line going to quality of life and 3 of the administration functions, and that suggests that if there is a day-to-day need they will work with the Chief of Staff instead of Mayor, which removes 5 direct reports from Mayor and shifts them to the Chief of Staff. It divvies up the responsibility and gives each department more opportunity to have its needs met. The goal is to empower the Mayor's Office to have optimal contact with each organization. The goal is One City- One Team capacity is desired. Mayor Casper stated that in addition there are additional responsibilities for the Mayor and Chief of Staff, to give a better sense of what each position entails. The city might need another Administrator and Assistant City Administrator in the future, and the future Mayor could set up to make whatever change they desire. Mayor Casper indicated that Councilor Francis stated during his meeting with the Mayor, that the Chief of Staff could be a good place to have a liaison assignment. The mayor is open to other suggestions like that, and there might be a way to combine liaison assignments. Councilor Hally asked for clarification that instead of the Chief of Staff, there would be an assistant City administrator. Mayor Casper indicated that is a possibility, although they are hired for very different things. Mayor Casper is not in favor of the City Manager's Office. Councilor Freeman stated that since they do have Board assignments maybe do an arrow from Council to those departments. Mayor Casper asked if they should eliminate liaisons from either of those or maybe only have one instead of 2. Councilor Freeman is a liaison to both entities that have boards. Councilor Freeman stated that as a liaison you can meet more often than as a Board. He feels liaison is important. Mayor Casper stated that the two departments have begun to grow in other ways and have taken on more of an administrative load. Some things Mayor Casper doesn’t see until there is a problem. Mayor Casper stated that some of the growth in the two departments has created friction, and that is normal when things are changing and establishing new ways of doing things. There have been a lot of conversations in the last 6 months with concerns of expanse, management, etc., and that is normal within a bureaucracy to have that kind of churn when change is happening. It is not always seen as normal and frustrates people. The goal is to get to a place where every department can do its best. For the 2 departments that have boards, one of the thoughts is it has weakened the executive ability to be able to manage the departments on a day-to-day basis because the argument is “I have a board that I answer to, not you.” It has been suggested that there be a dialogue in the Council about what do boards do within the city. Mayor Casper asked if you keep liaisons, is the board another layer of involvement? Councilor Burtenshaw suggested that there are a lot of things that Police and Fire have in common as public safety and maybe a joint liaison with public safety makes sense. There are several issues regarding dispatch and contracts and if there were similar liaisons it might help. Councilor Freeman suggested having a public safety liaison that does both Fire and Police and sometimes they can do joint meetings. Councilor Freeman suggested talking to Chiefs of Fire and Police to see how they feel. Mayor Casper has not presented to any of the directors formally. Mayor Casper stated that it is good to share what the structure looks like to make sure that there is no 11  January 23, 2023, Council Work Session error or overlook. Mayor Casper will go to the Directors next to get input so there is no chance that people feel threatened, worry, or create rumors about why things are being changed. Councilor Francis asked if that same consolidation could go to liaisons for power utility enterprise, with power, and airport. Councilor Burtenshaw stated that she thought fire and police have the same mission with public safety, but power and airport don't play in the same sandbox. Mayor Casper stated that Randy Fife has shared that the City of Moscow had work sessions structured in such a way to hold briefings for some departments before the work session and have the work session and then hold briefings after, so everyone could be a part of the briefings if they wanted to. The layout presented could allow for briefings before and after work sessions between 2:30 – 3:30 and 5:30 – 6:30. President Dingman had conversations months ago and her concern was talking to people about running for office, when she tells them it is a 3–4-hour meeting and other things added to create a 6–7-hour day, it could be challenging for people that would be highly qualified to serve in the future. Councilor Francis stated that in the liaison meetings, there is brainstorming and communication that goes on, and there is a lot to be gained beyond the report for the month. President Dingman doesn't feel it benefits the relationship or development of sound policy or ordinances, it only allows other Council Members who are not liaisons to receive greater information, and that has its purpose and something that can be pursued, but it doesn't substitute the liaison role. Councilor Radford stated that you do get the relationship with the liaison assignments but is that with the spirit of open government? If a lot is happening in liaison meetings that becomes policy that opens government. Councilor Francis stated that it is talking about things that would come to Council for approval. President Dingman stated that you cannot write every ordinance from start to finish as a group, so your option is to have a Council liaison that participates in that conversation or you have a department director doing it by themselves. Councilor Radford stated that the way the city ran once was safety committees, and when he talked to old former Council members that say oh you are doing specific assignments, it is an interesting conversation, when they say I hear so and so on the Council is having this conversation. He sees the problem with liaison systems, in general, is they get too connected and fight for directors that they are connected to, as opposed to not being as friendly they might not fight for what the director is bringing forth. Mayor Casper stated that when you have been "captured" by a department, you lose oversight. Councilor Francis stated that he doesn't agree with his directors always. Councilor Radford stated that when he came to the City Council safety committee meeting, he saw directors having to persuade, and now the Councilors are coming to advocate for the department, and the Council is answering to the department. Councilor Hally feels they disagree with liaisons, and without liaison meetings, you lose the depth of the operation. Councilor Radford stated that if he was in a committee structure, he'd be happy to meet with them regularly. Mayor Casper stated that if directors have to meet with committees and prepare for that, and then must still have liaison meetings, it will take a lot of time. Randy Fife shared how he feels a committee system works. Fife explained that in Moscow, they split the work of the city, with a part-time Mayor and half the city work was with a committee of 3 council members, and the other half was a committee of 3 council members. The committee, then decided what would come before them for consideration and they designed the agenda, and they heard the things during a 1.5-hour meeting that was public. If 2of the 3 members of the committee decided it was worthy it would get on the Council agenda, if there were questions, that needed more information, they would hold it and ask them to come back in a few weeks. The other committee would meet after the first committee and take care of the other half of the city business. There weren’t liaisons, because half of the Council already knew about the topic and it was discussed with directors, and if they wanted more they could talk to the director. The mayor didn’t design the agenda except to compile it based on what the Council wanted on the agenda. 3 people knew and had a presentation about the topic, so there wasn’t a need for a liaison. The other big difference was having a city supervisor who did background work, coordinated, and talked to directors, and would help put together with Committee Chairs what would happen. They didn't meet in the same week. 3 hours one week, and however long the next week that Council wanted. They started at 3 – 4:30 with one committee and 4:30 – 6:00 with the next committee. The following week they just had a council meeting. 12  January 23, 2023, Council Work Session Mayor Casper stated that there are different ways to structure the Council side of things. The goal is to find more things to do right. Councilor Francis stated that his suggestion for Boards, is for the Power Board to go through an evaluation for the Board, then have some feedback to use, and they need clarity on both boards on what the powers the Council wants to have. They have a good opportunity to come up with the self-evaluation form and use the information with the comments. Councilor Radford stated that they are trying to do it for the February Power Board meeting. Councilor Francis feels that would be a good way to get thoughts to determine policy. Mayor Casper feels it would be helpful for everyone to have clarification. Councilor Radford asked if they were asking for clarification of the role of the Board as opposed to the Mayor or in conjunction with the role of the Mayor. Councilor Radford stated that would be a good conversation. Maybe bring in someone who has done this over and over in the Country and there are a lot of nuances of what the role Mayor plays for Idaho Falls Power and what role the Board has. Mayor Casper stated that it is the same word for the legal structure of the Mayor and Council. Councilor Radford stated that the wording is similar and it uses the term CEO. Councilor Radford wants to discuss it, but it is not a simple conversation. Mayor Casper stated that a broader setting would be better, not in a board meeting might be useful. Mayor Casper suggested creating a document that the Council can help to edit. Councilor Radford suggested sending out research. Mayor Casper stated that there have been times about joking about the library and the library director has been present and stated that you are not the boss of me, the Library Board is the boss of the director of the library. Mayor Casper feels that they need to determine the intent of the Power and Airport Board. Mayor Casper stated that if the airport director or power director would say that the Mayor is not in charge, the Board is in charge, she would want to tell them unless the Board takes action, the Mayor helps to do day-to-day administration and uses the directives of the Council. There are different ways to characterize it so that the lines don't become meaningless, so a chart isn't meaningless. The next step is to go to the directors before moving on. Councilor Burtenshaw asked for a timeline on implementation Mayor Casper stated that they are moving now, with rough edges to smooth out. February is the next Director meeting. Announcements: Idaho Falls Airport meeting tomorrow. Boise Wednesday and Thursday Next Wednesday is February 1st for the Idaho Falls Power Board meeting. There being no further business, the meeting adjourned at 5:35 PM s/Corrin Wilde s/Rebecca L. Noah Casper Corrin Wilde, City Clerk Rebecca L. Noah Casper, Mayor 13