City Council

CITY OF POCATELLO, IDAHO CITY COUNCIL MEETING - BUDGET DEVELOPMENT MAY 10, 2012 Mayor Brian Blad called the City Council meeting for budget development to order at 10:42 a.m. Council members present were Roger Bray, Steve Brown, Craig Cooper, Jim Johnston, Gary Moore and Eva Johnson Nye. David Swindell, Chief Financial Officer, stated that information regarding budgets for City departments would be presented. He gave an overview of the material that would be discussed for use to determine the Fiscal Year 2013 budget and announced that department briefings would be held at this time. -INFORMATION Rick Parker, Information Technology Director, TECHNOLOGY and David Swindell, Chief Financial Officer, DEPARTMENT gave an overview of the estimated Information BUDGET Technology budget for Fiscal Year 2013. Mr. Parker noted that updated software will make the process easier for citizens to apply for Building Department permits; licensing permits; and request inspections, etc. It was suggested that Council members be issued an electronic tablet for reviewing information at meetings. To accomplish this, there would need to be Wi-Fi access in City Hall for the tablets to work. It was mentioned that a parallel system allowing access in City Hall and Police Department areas would be the most beneficial. Mr. Parker clarified that the proposed Wi-Fi would be easily accessible and recommended access become available in 2012. He suggested the purchase of electronic tablets for Council follow in 2013. The tablets would be used for storing meeting information with the placement of identical information on the City’s website for staff and public access. Mr. Swindell noted that these devices will be easier to use than a laptop since an electronic tablet is for viewing information and not inputting a lot of data. He added that notes can be made on the tablet during meetings and reviewed at a later time. Mr. Swindell has attended governmental meetings where this topic has been discussed and many cities are utilizing the technology. Mr. Parker feels the electronic tablets will simplify the meeting process and feels it is a good alternative to paper Council packets for meetings. CITY COUNCIL MEETING -BUDGET DEVELOPMENT 2 MAY 10, 2012 -HUMAN RESOURCES Kim Smith, Human Resources Director, and DEPARTMENT David Swindell, Chief Financial Officer, gave BUDGET an overview of the estimated Human Resources budget for Fiscal Year 2013. Ms. Smith reported that expenses have increased due to Civil Service Exams for Fire and Police positions. She explained education costs for Fiscal Year 2013 have increased 433% as two employees wish to pursue higher education. The NEW Program was discussed and the health incentives provided to employees through the program. -PARKS AND Jerry Sepich, Parks and Recreation Director, RECREATION Alan Green, Parks Superintendent, and David BUDGET Swindell, Chief Financial Officer, gave an overview of the estimated Parks and Recreation budget for Fiscal Year 2013. Mr. Sepich reviewed the proposed budget for Parks and Recreation Administration noting that he plans to retire in 2013 and how this will affect the budget. -PARKS BUDGET Alan Green, Parks Superintendent, reviewed the Parks budget for 2013. He noted that staff would like to continue the playground safety program. Mr. Green explained a smaller backhoe is needed for the projects they do and he would like to trade-in an older and larger backhoe to purchase a smaller used backhoe. He reviewed proposed building and improvement projects which included Raymond Park tennis courts and playground safety surfaces. The department would also like to replace wooden benches in baseball field dugouts with steel benches. Mr. Sepich would like to start a program that parking lots for City parks be paved. He feels paving the lots will help correct issues with parking in gravel or dirt areas. Mr. Swindell reviewed plans to relocate the Park Shop into the vacated Water Shop building on Pine Street. He noted that funds have been set aside to move the Parks shop into the vacated building. It was suggested that scheduled payments over a 15-year period would be around $76,000.00 per year. -ZOO BUDGET Scott Ransom, Zoo Director, Jerry Sepich, Parks and Recreation Director, and David Swindell, Chief Financial Officer, gave an overview of the estimated Zoo budget for Fiscal Year 2013. CITY COUNCIL MEETING -BUDGET DEVELOPMENT 3 MAY 10, 2012 Mr. Ransom reviewed Zoo expenses anticipated for 2013 and noted the pathway leading to the upper section of the Zoo should be modified to be ADA compliant. Restrooms in Ross Park located close to the Zoo were discussed and options of placement in accordance with the Master Plan. Suggestions to remodel the Zoo entrance and remodel the bathrooms at the same time were reviewed. Mr. Sepich suggested restrooms could be built where the Haven building is located on the west side of Lower Ross Park. He reviewed proposed plans to build a new Zoo entrance, concessions in the Zoo, and relocating the band stand across the street near the Haven building. In response to questions from Council, Mr. Ransom explained the difficulties of modifying the current restrooms to accommodate both park use and zoo use. He feels remodeling the entrance to the Zoo will correct many of these issues. He also recommended an entry fee increase of 25 cents to help cover the new staff position to operate the proposed ADA shuttle. -FINANCE Joyce Strochein, Finance Manager, and David DEPARTMENT Swindell, Chief Financial Officer, gave an BUDGET overview of the estimated Finance Department budget for Fiscal Year 2013. Mr. Swindell reviewed the staff position now held by Hailey Lacey and the benefit she has been to the Finance Department. He noted that there is a request to add an accountant position to the department in Fiscal Year 2013. Ms. Strochein noted that processes are running smoothly and payment/deposits are working well with the City’s new financial institution. Mayor Blad called a recess at 11:57 a.m. Mayor Blad reconvened the meeting at 12:48 p.m. -RECREATION AND Lance Clark, Outdoor Recreation Programmer, TEAM SPORTS Brian Lowman, Team Sports Programmer, Jerry BUDGET Sepich, Parks and Recreation Director, and David Swindell, Chief Financial Officer, gave an overview of the estimated Recreation and Team Sports budget for Fiscal Year 2013. Mr. Sepich explained Recreation and Team sports divisions have many part-time and seasonal positions and expenses have CITY COUNCIL MEETING -BUDGET DEVELOPMENT 4 MAY 10, 2012 increased as the result of new State of Idaho requirements for employee benefits. He noted that PERSI and/or medical benefits must be available to part-time positions. Mr. Sepich reported that there has been a rise in the number of participants using Outdoor Recreation programs. Discussion of plans to increase the fees charged for Fun Runs and the Half-marathon followed. It was mentioned two half-time positions are being requested to help with the increase in participants for these events. Mr. Clark reviewed the expenses for the Fun Run series. He reported 704 individuals participated in the 2012 Law Day Run, setting a new record. He mentioned only 100 participants were in the first Law Day Run and feels organization is driving the increase in numbers. Mr. Clark added that positive “word of mouth” advertising has increased the numbers. An ankle chip timing system was purchased several years ago and this makes it more challenging for participants. Mr. Sepich mentioned the newly purchased software package will benefit the Parks Department and Recreation Divisions with similar technology. Brian Lowman, Team Sports Division Manager, noted that main increases for staff are in medical benefits. Mr. Lowman explained his division is requesting an Assistant Team Sports Programmer (part-time position) to help with spring registration and other duties. Mr. Sepich explained the programmer position was originally in the Team Sports budget and eventually the money was used to offset other costs. He emphasized that the position is still needed. Mayor Blad feels the increase in other costs is the result of School District No. 25 eliminating some of their sport programs. Mr. Lowman agreed with Mayor Bald and stated the City’s Team Sports Division plans to continue making these programs available for Pocatello’s youth. -AQUATIC COMPLEX/ Staci VanKirk, Ross Park Aquatic Complex and COMMUNITY Community Recreation Center Manager, Jerry RECREATION CENTER Higgins, City Treasurer, and David Swindell, BUDGET Chief Financial Officer, gave an overview of the estimated Aquatic Complex and Community Recreation Center budgets for Fiscal Year 2013. CITY COUNCIL MEETING -BUDGET DEVELOPMENT 5 MAY 10, 2012 Ms. VanKirk reviewed anticipated expenses for the Aquatic Center and noted that Federal Legislation may require an ADA pool lift be installed. She explained there is a portable lift at the pool but a more permanent lift may be necessary. Mr. Sepich clarified the legislation requires municipal swimming pools to have an actual lift at each pool under the new guidelines. Mr. Sepich would like to have one portable lift that can be utilized by each pool in the complex. He added, there is a moratorium on the new legislation until this is resolved. There is a pool lift at the Community Recreation Center. However, a person needs assistance to use it. The new legislation is asking that non-assistance lifts be in place at all times. Mr. Swindell reported that the last bond payment for the Aquatic Center will be made in April 2013. Ms. VanKirk would like to make changes to the hours child care is available at the Community Recreation Center because the current service is not generating enough income to cover the expense. -GOLF COURSE Jerry Sepich, Parks and Recreation Director, BUDGET reviewed the Golf Course budget and projects for 2013. He noted there are plans for irrigation updates at Highland Golf Course; greens renovations; and tee replacement. -FORT HALL Jerry Sepich, Parks and Recreation Director, REPLICA BUDGET explained staff would like to construct a flowing stream and pond at the Fort Hall Replica. He reminded the Council that this facility was transferred back to the City from the Visitor and Convention Bureau so a new budget will need to be set. The proposed budget also includes expenses for the Frontier Village. -CEMETERY Martin Peace, Cemetery Sexton, and David BUDGET Swindell, Chief Financial Officer, gave an overview of the estimated Cemetery budget for Fiscal Year 2013. Mr. Swindell explained the City’s cemeteries are maintained and managed with property tax and fee revenue. Mr. Sepich stated maintenance costs need to be determined and burial costs need to be reviewed to make sure the correct amounts are being charged. At some point in time, the cemetery will be completely full and no other burials can take place. CITY COUNCIL MEETING -BUDGET DEVELOPMENT 6 MAY 10, 2012 However, the City will still need to care and maintain the cemetery. It was mentioned that staff proposes a 3% increase in the cost of cemetery plots to help with maintenance expenses. In response to questions from Council, Mr. Peace explained the steps that have been taken to make cemetery maintenance easier and more cost effective. He mentioned decorations that do not meet City Code are still being placed on plots and staff is dealing with these issues on an individual basis. Staff is still working on the problem of correcting settling headstones at Restlawn Memorial Gardens. He reported that progress has been made by using a soil compactor when preparing the area to set headstones. -MARSHALL Eric Suess, Library Director, Susan Van Der LIBRARY BUDGET Horn, Associate Director, and David Swindell, Chief Financial Officer, gave an overview of the estimated Marshall Library budget for Fiscal Year 2013. Mr. Suess noted that carpet was installed in the library in 2011. However, new carpet is also needed in other areas of the library. In response to questions from Council, Mr. Suess reported library attendance increased during the economic slow-down because people are utilizing job search facilities and other resources they provide. He announced the Bookmobile is out in the community and volunteer drivers are needed. -LEGAL DEPARTMENT Dean Tranmer, City Attorney, Kirk Bybee, Civil BUDGET Attorney, and David Swindell, Chief Financial Officer, gave an overview of the estimated Legal Department budget for Fiscal Year 2013. Mr. Tranmer reviewed the department’s expenses and the timely hiring of a new Legal Secretary. He expressed the need to remove a ParaLegal position from the front desk area to allow her to work without interruptions. Remodel suggestions for the department were suggested and reviewed. Mr. Bybee reported that ICRMP costs for liability insurance premiums were reduced by 5%. This savings was the direct result of City staff completing required safety training provided by ICRMP. CITY COUNCIL MEETING -BUDGET DEVELOPMENT 7 MAY 10, 2012 -VIDEO SERVICES Kathy Oborn, Video Services Director, and BUDGET David Swindell, Chief Financial Officer, gave an overview of the estimated Video Services budget for Fiscal Year 2013. Ms. Oborn stated maintenance costs have gone down for their department because projects have been completed. Mr. Swindell explained the decrease in franchise revenue as a result of state-wide changes to PEG fees. As a result, the estimated budget for Video Services will use cash reserves to make up the difference. In closing, Mr. Swindell reviewed the upcoming budget meeting schedule and gave an overview of information that will be available on the City’s website. Mayor Blad adjourned the meeting at 1:57 p.m. APPROVED: BRIAN C. BLAD, MAYOR ATTEST: RUTH E. WHITWORTH, CMC, CITY CLERK