City Council Agenda

CITY COUNCIL WORK SESSION AGENDA April 22, 2024, at 7:00 p.m. City Hall Council Chambers, 201 First Avenue East See the bottom of the agenda to learn how to provide public comment and watch meetings live or later. A. CALL TO ORDER ZOOM IS NOT AVAILABLE FOR THIS MEETING. PLEASE PROVIDE YOUR COMMENTS IN B. ROLL CALL PERSON OR SEND TO PUBLICCOMMENT@KALISPELL.COM. C. DISCUSSION 1. Special Street Maintenance Fund Review D. PUBLIC COMMENT Persons wishing to address the council are asked to do so at this time. See the bottom of the agenda to learn the protocol for providing comment. E. CITY MANAGER, COUNCIL, AND MAYOR REPORTS F. ADJOURNMENT UPCOMING SCHEDULE Next Regular Meeting – May 6, 2024, at 7:00 p.m. – Council Chambers Next Work Sessions – BUDGET TUESDAY AND WEDNESDAY, May 7, and May 8, 2024, at 6:00 p.m. – Council Chambers PARTICIPATION Those addressing the council are requested to give their name and address for the record. Please see administrative code below for the proper manner of addressing the council and limit comments to three minutes. Comments can also be sent to publiccomment@kalispell.com. ZOOM IS NOT AVAILABLE FOR THIS MEETING DUE TO A COMPUTER HARDWARE ISSUE. THANKS FOR YOUR PATIENCE! Watch City Council sessions live with the agenda and supporting documents or later with documents and time stamped minutes at: https://www.kalispell.com/480/Meeting-Videos. Watch City Council sessions live or later on Charter Cable Ch. 190 or via the City YouTube page at: https://www.youtube.com/@cityofkalispellmontana9632/streams. Page 1 of 2  Kalispell City Council Agenda, April 22, 2024 The City does not discriminate on the basis of disability in its programs, services, activities, and employment practices. Auxiliary aids are available. For questions about disability accommodation please contact the City Clerk at 406-758-7756 ADMINISTRATIVE CODE Adopted July 1, 1991 Section 2-20 Manner of Addressing Council a. Each person not a Council member shall address the Council, at the time designated in the agenda or as directed by the Council, by stepping to the podium or microphone, giving that person's name and address in an audible tone of voice for the record, and unless further time is granted by the Council, shall limit the address to the Council to three minutes. b. All remarks shall be addressed to the Council as a body and not to any member of the Council or Staff. c. No person, other than the Council and the person having the floor, shall be permitted to enter into any discussion either directly or through a member of the Council, without the permission of the Presiding Officer. d. No question shall be asked of individuals except through the Presiding Officer. PRINCIPLES FOR CIVIL DIALOGUE Adopted by Resolution 5180 on February 5, 2007  We provide a safe environment where individual perspectives are respected, heard, and acknowledged.  We are responsible for respectful and courteous dialogue and participation.  We respect diverse opinions as a means to find solutions based on common ground.  We encourage and value broad community participation.  We encourage creative approaches to engage in public participation.  We value informed decision-making and take personal responsibility to educate and be educated.  We believe that respectful public dialogue fosters healthy community relationships, understanding, and problem solving.  We acknowledge, consider and respect the natural tensions created by collaboration, change, and transition.  We follow the rules & guidelines established for each meeting. Page 2 of 2  201 1st Ave E Post Office Box 1997 Kalispell, MT 59903 Telephone: (406) 758-7720 www.Kalispell.com To: Doug Russell, City Manager From: Susie Turner, Public Works Director Re: Special Street Maintenance Fund Review Meeting Date: April 22, 2024 BACKGROUND: The forthcoming Work Session builds upon the groundwork established during the initial review of Special Street and Traffic Signs and Signal services, costs, and budgets. This session provides a comprehensive review of the revenues required to support the fund and assessment alteration options. The Special Street Maintenance Fund evaluation can be broken down into four categories including maintenance and operations, equipment replacement, pavement preservations, and financial policy (annual reserve requirement). Fund forecasting was conducted, over a span of seven years, incorporating inflationary adjustments for routine maintenance operations and services, new personnel, capital facility and traffic projects, fleet acquisitions and replacements, and sustainment to the pavement preservation program's level of service. Maintenance and Operations forecasting included application of typical inflationary costs for salary, materials, equipment maintenance, fuel, and IT / administrative transfers. Two new full- time employees are incorporated into the forecasting and support service operations expansion for new growth. The City street network has grown 7 miles since 2019, and an additional 10 miles are being incorporated in the next several years. Upcoming capital projects include construction necessary to house equipment throughout the city and continued traffic control/signal updates. Fleet Purchase and Replacement forecasting includes the purchase of new equipment to support operational/maintenance service for growth area and routine replacements of the fleet to maintain the standard of service delivery consistently throughout the year. As part of the ongoing review process, two options for equipment replacement have been outlined for consideration. • Option A proposes an equipment replacement schedule based on factors such as the expected service life of the equipment, including consideration for hours, miles, and years in operation. Additionally, it accounts for mechanical failures, chassis conditions, structural and hydraulic wear, and associated costs to ensure optimal fleet performance. • Option B suggests an extended equipment replacement schedule primarily aimed at reducing annual expenditures, thereby aiming to minimize adjustments to assessments. The Pavement Preservation Program supports the preservation of the City’s street network and includes mill and overlays, chip seal, and reconstruction projects. The costs associated with pavement preservation projects have seen a notable increase since 2018. Presently, the allocated amount of $450,000 from the Special Street Maintenance Fund for pavement preservation falls short of meeting the necessary requirements to sustain the street network's preservation at the previously established levels. Several funding sources are utilized to support preservation operations costs including Special Streets Maintenance, BarSAA, Gas Tax, Westside Urban Renewal Area and Downtown Urban Renewal Area. The street assessment adjustment considers a gradual allocation increase starting in Fiscal Year (FY) 2028 from $450,000 to $850,000 to preserve the street network at the same percentages considering the inflationary cost. For example, in 2018-2019 preservation project level of service accounted for: • 3-4 miles of mill and overlays equaling an improvement of 5.5% of the fair to good roads • 3-5 miles of chip sealing equaling an improvement of 7% of the fair to good roads • 0.4 miles of reconstruction equaling an improvement of 1.1% of the poor to very poor roads The proposed assessment incorporates gradual adjustments to achieve the same level of service for the pavement preservation as defined in the bullet points for the 2018-2019 preservation level of service. Beginning in FY 25, Urban Renewal funding was allocated to fill the gap between current costs and sustaining similar pavement preservation levels through the forecasting period, while directing attention to the infrastructure needs outlined in the respective Urban Renewal plans. Urban Renewal funding allocations will be utilized to complete necessary street improvements within the respective Urban Renewal Districts and thereby minimize the need to significantly increase the up-front special streets maintenance assessment to maintain pavement preservation operations in the near future. The Financial Policy has integrated an end-of-year operational reserve equivalent to four months’ worth of operations or 35% of the annual operational expenses. Special Streets Maintenance Fund receives revenue deposits biannually, and these annual reserves provide financial security to sustain operations and debt coverage during intervals between assessment billing periods. Additionally, staff recommends incorporating a policy to adjust rates by the annual percentage listed in the Construction Cost Index (CPI) starting in FY32. The following tables and graphs support the evaluation and assessment adjustments incorporating the discussions from above for two options. This information will be reviewed in detail during the upcoming work session.  Option A Budget Worksheet and Graph FY25 FY26 FY27 FY28 FY29 FY30 FY31 BEGINNING CASH CASH: Operating 3,513,031 2,832,319 2,297,677 1,713,572 1,264,785 1,251,880 1,293,157 Cash, Designated Equip. Replacement 166,394 13,394 93,394 139,696 25,998 90,472 113,946 Cash, Designated Pavement Replacement 149,160 149,160 149,160 149,160 149,160 149,160 149,160 T otal Cash 3,828,585 2,994,873 2,540,231 2,002,428 1,439,943 1,491,512 1,556,263 REVENUE Percent Increase 15.00% 10.00% 7.00% 7.00% 5.00% 3.00% 3.00% Maintenance Assessments 2,255,463 2,689,019 2,998,828 3,233,638 3,454,898 3,546,521 3,595,865 -designated for pavement replacement 450,000 450,000 450,000 550,000 600,000 700,000 850,000 -designated for equipment replacement 750,000 700,000 700,000 700,000 700,000 700,000 700,000 Penalty & Interest/Sales/Invest 15,000 15,000 15,000 15,000 15,000 15,000 15,000 Inception of Loan - Equip (Loader) 0 0 500,000 0 450,000 0 450,000 T otal Revenue 3,470,463 3,854,019 4,163,828 4,498,638 4,769,898 4,961,521 5,160,865 T otal Available 7,299,047 6,848,892 6,704,059 6,501,066 6,209,842 6,453,033 6,717,129 EXPENDITURES Street Department/T SS 2,951,174 3,238,661 3,597,933 3,697,425 3,482,803 3,520,244 3,663,606 Capital Equip. Replacement 903,000 620,000 653,698 813,698 635,526 676,526 687,354 Pavement Replacement Program 450,000 450,000 450,000 550,000 600,000 700,000 850,000 T otal Expenditures 4,304,174 4,308,661 4,701,631 5,061,123 4,718,329 4,896,770 5,200,960 ENDING CASH End Cash, OPERAT ING 2,832,319 2,297,677 1,713,572 1,264,785 1,251,880 1,293,157 1,240,417 Cash, Designated Equip. Replacement 13,394 93,394 139,696 25,998 90,472 113,946 126,592 Cash, Designated Pavement Replacement 149,160 149,160 149,160 149,160 149,160 149,160 149,160 T otal End Cash 2,994,873 2,540,231 2,002,428 1,439,943 1,491,512 1,556,263 1,516,169 Option A $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 FY25 FY26 FY27 FY28 FY29 FY30 FY31 Street Department/TSS M&O Capital Equip. Replacement Pavement Replacement Program Total Expenditures Total Revenue End Cash, OPERATING Operating Reserves 35% Operating Reserves 50%  Option A Assessment Adjustment FY25 FY26 FY27 FY28 FY29 FY30 FY31 FY Future % Increase 15% 10% 7% 7% 5% 3% 3% CPI %/Yr Current Proposed Proposed Proposed Proposed Proposed Proposed Proposed Description Sq FT FY24 FY25 FY26 FY27 FY28 FY29 FY30 FY31 East Side Typical SFR 8,000 $142.21 $163.54 $179.89 $192.49 $205.96 $216.26 $222.75 $229.43 Commercial (90%) 20,000 $524.52 $603.20 $663.52 $709.96 $759.66 $797.64 $821.57 $846.22 Commercial (100%) 20,000 $552.74 $635.65 $699.22 $748.16 $800.53 $840.56 $865.78 $891.75 Cost/Year Increase Sq FT FY25 FY26 FY27 FY28 FY29 FY30 FY31 Total East Side Typical SFR 8,000 $21.33 $16.35 $12.59 $13.47 $10.30 $6.49 $6.68 $87.22 month $1.78 $1.36 $1.05 $1.12 $0.86 $0.54 $0.56 $7.27 Commercial (90%) 20,000 $78.68 $60.32 $46.45 $49.70 $37.98 $23.93 $24.65 $321.70 month $6.56 $5.03 $3.87 $4.14 $3.17 $1.99 $2.05 $26.81 Commercial (100%) 20,000 $82.91 $63.57 $48.95 $52.37 $40.03 $25.22 $25.97 $339.01 month $6.91 $5.30 $4.08 $4.36 $3.34 $2.10 $2.16 $28.25 Option A Supports • Projection % inflation increases to FY 2031 • 2 FTE Additions (FY25, FY27) • Equipment Replacement CIP-Per Scheduled Replacements • $750,000 -$700,000 Allocated for Equipment Replacement • CIP -Facility Additions (equipment housing, material storage, land acquisition) • CIP -TSS Traffic Control/Signal Updates • $450,000 – $850,000 allocated for Pavement Restoration from FY 25 to FY 31  Option B Budget Worksheet and Graph FY25 FY26 FY27 FY28 FY29 FY30 FY31 BEGINNING CASH CASH: Operating 3,513,031 2,832,082 2,230,526 1,677,302 1,171,408 1,091,891 1,102,525 Cash, Designated Equip. Replacement 166,394 332,679 231,964 216,250 20,535 22,992 356,466 Cash, Designated Pavement Replacement 149,160 149,160 149,160 149,160 149,160 149,160 149,160 T otal Cash 3,828,585 3,313,921 2,611,651 2,042,712 1,341,103 1,264,043 1,608,151 REVENUE Percent Increase 10.00% 10.00% 10.00% 5.00% 5.00% 5.00% 3.00% Maintenance Assessments 2,255,225 2,622,105 3,029,709 3,176,531 3,388,286 3,515,877 3,561,972 -designated for pavement replacement 450,000 450,000 450,000 550,000 600,000 700,000 850,000 -designated for equipment replacement 600,000 600,000 600,000 600,000 600,000 650,000 650,000 Penalty & Interest/Sales/Invest 15,000 15,000 15,000 15,000 15,000 15,000 15,000 Inception of Loan - Equip (Loader) 340,000 0 0 0 450,000 500,000 0 T otal Revenue 3,320,225 3,687,105 4,094,709 4,341,531 4,603,286 4,880,877 5,076,972 T otal Available 7,148,810 7,001,026 6,706,359 6,384,243 5,944,389 6,144,921 6,685,123 EXPENDITURES Street Department/T SS 2,951,174 3,238,661 3,597,933 3,697,425 3,482,803 3,520,244 3,663,606 Capital Equip. Replacement 433,715 700,715 615,715 795,715 597,543 316,526 840,526 Pavement Replacement Program 450,000 450,000 450,000 550,000 600,000 700,000 850,000 T otal Expenditures 3,834,889 4,389,375 4,663,648 5,043,140 4,680,346 4,536,770 5,354,132 ENDING CASH End Cash, OPERAT ING 2,832,082 2,230,526 1,677,302 1,171,408 1,091,891 1,102,525 1,015,891 Cash, Designated Equip. Replacement 332,679 231,964 216,250 20,535 22,992 356,466 165,940 Cash, Designated Pavement Replacement 149,160 149,160 149,160 149,160 149,160 149,160 149,160 T otal End Cash 3,313,921 2,611,651 2,042,712 1,341,103 1,264,043 1,608,151 1,330,991 Option B $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 FY25 FY26 FY27 FY28 FY29 FY30 FY31 Street Department/TSS M&O Capital Equip. Replacement Pavement Replacement Program Total Expenditures Total Revenue End Cash, OPERATING Operating Reserves 35% Operating Reserves 50%  Option B Assessment Adjustment FY25 FY26 FY27 FY28 FY29 FY30 FY31 FY Future % Increase 10% 10% 10% 5% 5% 5% 3% CPI %/Yr Current Proposed Proposed Proposed Proposed Proposed Proposed Proposed Description Sq FT FY23/24 FY25 FY26 FY27 FY28 FY29 FY30 FY31 East Side Typical SFR 8,000 $142.21 $156.43 $172.07 $189.28 $198.74 $208.68 $219.11 $225.69 Commercial (90%) 20,000 $524.52 $576.97 $634.67 $698.14 $733.04 $769.70 $808.18 $832.43 Commercial (100%) 20,000 $552.74 $608.01 $668.82 $735.70 $772.48 $811.11 $851.66 $877.21 Cost/Year Increase Sq FT FY25 FY26 FY27 FY28 FY29 FY30 FY31 Total East Side Typical SFR 8,000 $14.22 $15.64 $17.21 $9.46 $9.94 $10.43 $6.57 $83.48 month $1.19 $1.30 $1.43 $0.79 $0.83 $0.87 $0.55 $6.96 Commercial (90%) 20,000 $52.45 $57.70 $63.47 $34.91 $36.65 $38.48 $24.25 $307.91 month $4.37 $4.81 $5.29 $2.91 $3.05 $3.21 $2.02 $25.66 Commercial (100%) 20,000 $55.27 $60.80 $66.88 $36.78 $38.62 $40.56 $25.55 $324.47 month $4.61 $5.07 $5.57 $3.07 $3.22 $3.38 $2.13 $27.04 Option B Supports • Projection % inflation increases to FY 2031 • 2 FTE Additions (FY25, FY27) • Equipment Replacement CIP-Per Extended Scheduled Replacements to lower assessment adjustments • $600,000 - $650,000 Allocated for Equipment Replacement • CIP - Facility Additions (equipment housing, material storage, land acquisition) • CIP - TSS Traffic Control/Signal Updates • $450,000 – 850,000 allocated for Pavement Restoration for FY 25- FY 31