City Council

CITY OF POCATELLO, IDAHO CITY COUNCIL STUDY SESSION APRIL 9, 2015 AGENDA ITEM NO. 1:Council President Craig Cooper called the City Council Study ROLL CALL Session to order at 9:04 a.m. Council members present were Steve Brown, Jim Johnston, Gary Moore and Michael L. Orr. Council member Eva Johnson Nye arrived at 9:05 a.m. Mayor Brian Blad was excused. AGENDA ITEM NO. 2: Lynn Transtrum, Building Official and Staff Liaison from the CONSTRUCTION BOARD Construction Board of Appeals; and Signe Peterson, Building OF APPEALS UPDATE Department staff, discussed the Board’s goals and projects, as well as Council’s policies and expectations. Mr. Transtrum stated most of the appeals received by the Board are regarding fence issues. He noted only two appeals were received in 2014 and both were for problems with fences. Mr. Transtrum reviewed the fence guidelines as outlined in City Code 15.28.010 and noted the Board will research amending portions of the current Code if Council feels this needs to be done. Mr. Moore mentioned the current City Code must be working well if appeals regarding fencing are the most critical issues the Board is dealing with. He does not feel it is necessary to amend the Code. In response to questions from Council, Mr. Transtrum explained when constructing a fence, the site triangle on street corners must be identified for safety concerns. He is not aware of any issues with safety guidelines as outlined in the Code. Mr. Transtrum mentioned if hedges or landscaping materials are located in the site triangle Code Enforcement is notified. In response to questions from Council, Ms. Peterson explained the property owner is responsible to trim hedges or trees that are interfering with the site triangle. Mrs. Nye does not feel there is a need to revise the fence Code. If a special situation arises, Council can consider the permit application. Mr. Orr would like to include vegetation and landscaping materials in the fence guideline portion of the Code. He feels any barrier that cannot be seen through should be identified and added to the Code. AGENDA ITEM NO. 3: Dave Hunt, ADA Coordinator and Staff Liaison from the DISABLED CITIZENS Disabled Citizens ADA/504 Coordinating Committee discussed ADA/504 COORDINATING the Committee’s goals and projects, as well as Council’s policies COMMITTEE UPDATE and expectations. Mr. Hunt gave a brief overview of the Committee. He mentioned since the implementation of the American Disabilities Act (ADA) 25 years ago, there has been heightened awareness of disability issues. Mr. Hunt noted that ADA requirements touch many aspects of construction, improvements and other areas. As a result, construction of new facilities, paving of streets, and renovation or construction projects must be ADA compliant. Mr. Hunt invited the Council to attend ADA’s 25th Anniversary celebration. CITY COUNCIL STUDY SESSION 2 APRIL 9, 2015 In response to questions from Council, Mr. Hunt explained staff is working on addressing safety issues for ADA access. He mentioned the Martin Luther King Street Project on Idaho State University Campus is one example of updating street access so individuals in wheelchairs may cross the street safely. AGENDA ITEM NO. 4: Randy Johnson, Imagine Music Entertainment representative; ROSS PARK AND John Banks, Parks and Recreation Director, and Peter Pruett, POCATELLO ZOO Zoo Superintendent; were present to discuss Mr. Johnson’s SUMMER CONCERN SERIES proposal to organize, promote and provide a “Ross Park and Pocatello Zoo Summer Concert Series” for the City of Pocatello during the summer of 2015. Mr. Banks explained Parks and Recreation staff received a proposal from Randy Johnson of Imagine Music Entertainment requesting to organize, promote and provide a “Ross Park and Pocatello Zoo Concert Series” for the City of Pocatello during the summer of 2015, and in future years as well, pending City Council approval. The service would be provided at no cost to the City. In response to questions from Council, Mr. Johnson explained the municipal band sound system would not be needed for the proposed events. He would like to keep an acoustical atmosphere by using a small sound system for the events. This will also make it easier for other individuals to set up the equipment for each event. Mr. Johnson proposed to provide the concert service at no cost to the City for 13 Saturdays during the summer running from June 6 through August 29, 2015. He currently has an extensive list of local artists willing to perform which will be more than sufficient to fill all 13 dates. Mr. Johnson also proposes to grow the event to potentially include an “Art in the Park” element, or other types of event spin-off opportunities. It was mentioned that after the first year of events and the necessary equipment is paid for, Mr. Johnson would like to donate funds received from the concerts to help with Zoo projects. In response to questions from Council, Mr. Banks feels the concerts will be another great feature to draw more people to visit the Ross Park. Mr. Pruett mentioned the annual Midsummer Night for The Zoo event utilizes the Fort Hall Replica area. He feels there are all kinds of opportunities to utilize both areas for similar events. Mr. Banks explained Parks and Recreation Department staff is requesting that City Council consider granting permission to: 1) institute a discounted “twilight” zoo entry rate of $4.00 for adults and $2.00 for children and seniors, good from 4:00 p.m. to close on the concert days; and 2) if needed, extend Summer Zoo close time for Saturdays to 7:00 p.m. on concert days to accommodate additional zoo visitors. The proposed changes will be based on attendance and cost effectiveness. It was the consensus of the Council for staff to continue their research of a summer concert series concept at Ross Park. AGENDA ITEM NO. 5: Terri Neu, Assistant Planner, Planning Division; Tom Sanford, GENERAL BUSINESS Assistant Chief; and Kim Stouse, Community LICENSING Relations/Education Specialist, Fire Department; and Jene' PRESENTATION Cardenas, Licensing Enforcement, Police Department; were present to discuss instituting general business licensing in Pocatello. CITY COUNCIL STUDY SESSION 3 APRIL 9, 2015 Mrs. Neu gave a brief overview and history of the proposal. She explained when new businesses open in Pocatello it is not unusual for their corporate offices and/or insurance companies to be confused because there is not a business license requirement. As a result, staff is sending a letter of explanation that a business license does not exist for Pocatello. Mrs. Neu reviewed the benefits of a general business license which include: a) customers are often wary of new businesses. Prior to purchasing goods or services, particularly over the Internet, customers want to ensure that the business is legitimate. If the entrepreneur displays their business license in their store or on their company website, it helps reassure customers that they are dealing with a legitimate business; b) the City will have an accurate database for potential Economic Development, which is good for citizens and businesses. The database could be available for research and potential business expansion; c) up- to-date key holder information will allow faster access from the Fire and Police Departments. Contacting business key holders could reduce unnecessary forcible entry knowing the estimated time of the key holder’s arrival or special instructions for entry. She noted the licensing fee would be very minimal. Mr. Sanford explained when some individuals try to start a business they are not knowledgeable of what is needed. A business license would outline City Codes up front so people will know what is necessary to operate a business and make better decisions regarding the cost(s). Mr. Sanford shared an incident when Fire staff tried to gain access into a building and was delayed for one hour because they did not have any contact information. While waiting, staff tried to determine the least expensive way to gain entrance into the building to verify if a fire issue existed. Ms. Stouse reported while serving as a Licensing Enforcement Officer, she received an average of two phone calls a week regarding businesses licenses. When informed the City did not require one, many individuals expressed disappointment. Ms. Stouse has not received any negative feedback regarding the concept to implement general business licenses for the City. She did note that the proposed license would require food vendors to have a health inspection prior to opening for business. Ms. Stouse reported several food service businesses have not been inspected by the Health Department because the Department does not know they exist. In response to questions from Council, Mr. Sanford estimates there are approximately 2600 known businesses that will need to apply for a license. City staff does not have an actual count of who is currently open for business. Discussion continued regarding initial costs for the City to implement business licenses and any additional staffing needs. Increased inspections would require an additional inspector, but this could be funded by the new license fee. Businesses/individuals currently licensed would not need to obtain an additional business license. Benefits for the City include: a) faster response from the Fire and Police Departments since responders will have access to up-to-date responsible party information; b) improved inspections, tracking and oversight of building compliance by the Fire Department. This will better ensure safety of the public through inspection monitoring; and c) provide a data base that could help determine potential adverse effects resulting from business move outs or closures. It was mentioned most cities have some type of business license. It was the consensus of the Council that staff research business licenses for the City and identify a department that will implement and maintain the license program. Council would also like to obtain feedback from local businesses. CITY COUNCIL STUDY SESSION 4 APRIL 9, 2015 David Gates, Fire Chief, feels a business license provides a clear road map for new businesses wanting to come into the community. He believes the license requirement will put businesses on the same playing field so they cannot undercut other businesses that are currently meeting the standards. Council discussion followed regarding unknown materials/storage in businesses and the ability to protect employees and/or neighbors by knowing what activities are being done inside. AGENDA ITEM NO. 6: Andrea Fogleman and Bonnie Frasure, BDPA, Inc. EMPLOYEE compensation consultants conducting an employee classification CLASSIFICATION AND and compensation study for the City of Pocatello; Kim Smith, COMPENSATION STUDY Human Resource Director and Kim Bristow, Human Resource UPDATE Consultant; were present to give an update on the salary survey process and overall survey findings for base pay and total compensation. BDPA representatives also reviewed salary structure design and implementation based on survey findings. Ms. Smith gave a brief review of the BDPA presentation given to Council at the Study Session held February 12, 2015. She explained the information now being presented is a follow-up report as directed by Council. Mrs. Smith noted the presentation will outline development of a system that is both internally equitable and externally competitive for the purpose of attracting and retaining qualified employees. Ms. Fogleman clarified there are three steps to develop a classification and compensation study. She noted Step 1 - update job classifications and conduct a job valuation process in order to establish internal equity of City jobs has been completed. Ms. Fogleman explained today’s presentation would outline Step 2 - compile salary and benefits data to analyze total compensation within the market area; and Step 3 - develop a salary schedule that is based on the City’s pay philosophy and is competitive in the market place. In response to questions from Council, Ms. Fogleman gave an overview of the survey process noting the market area surveyed matched with 118 Pocatello job classifications. BPDA representatives compiled both salary data (actual pay rate, range minimum & maximum) and benefit data for a total compensation analysis. Variables in the data may include: Type of pay plan employer offers; whether or not the employee is new or high seniority; whether the employee’s performance is good or bad; size of the organization and their relative market area. Discussion of the survey findings and base pay were reviewed. The figures provided did not include longevity pay. In response to questions from Council, Joyce Stroschein, Chief Finance Officer/Treasurer reported longevity pay is approximately $1.5 million and should not be ignored when evaluating wages. She noted when longevity pay is included in the findings the percentages change drastically. It was clarified that longevity pay begins when the step grades are completed, usually at year five. Discussion continued and the total compensation proposal was reviewed. It was noted that overall, the City offers a competitive benefit package. Council showed interest in the Target Range Plan concept as presented during the February 12, 2015 Study Session. The Target Range Plan would include 19 pay levels or grades number 1 thru 19; 15% from range minimum to market which includes a 5% hiring range and a 5% proficient range; Market Range is 5% below and 10% above CITY COUNCIL STUDY SESSION 5 APRIL 9, 2015 the market point; 15% Superior Performance Range above the market range; Grade progression from 5% to 10% between levels; total range width equals 40%. Steps to implement the plan were discussed. It was noted that approximately 114 employees’ pay rate will fall below the new range minimum under the proposed Target plan. (This is the general employee population and does not include the Fire Department or Police staff covered under the Collective Bargaining Agreement.) Discussion regarding longevity pay continued. Results from a poll of other cities and counties in Idaho that offer longevity pay showed the following: 1) a vast majority offer one-time lump sum payments; 2) two organizations provide longevity plans for Police and Fire only; and 3) one organization adds longevity to base pay, but caps it at $100.00 per month upon completion of 25 years of service. Mrs. Stroschein reviewed percentages of longevity for City employees. She suggested eliminating the longevity plan if Council chooses to implement the proposed Target Range Plan. Discussion regarding implementation of the proposed plan followed. Summary of estimated implementation costs for general employees are: a) adjust to new minimum wage - $302,000.00; b) adjust within target - $365,000.00; and c) market adjustment - $141,000.00. These estimates do not include longevity pay. In response to questions from Council, Ms. Frasure clarified salary rates usually reflect local property values and these values are not used in the formula to determine minimum base wages. In response to questions from Council, Ms. Smith clarified staff will prepare a spread sheet that includes a breakdown of employee wages and longevity pay. She reviewed the performance base pay criteria. It was noted that tracking an employee’s performance must be continuous all year and not only at performance evaluation time for the plan to be successful. AGENDA ITEM NO. 5: At 11:15 a.m. Council President Cooper and Council members COUNCIL WORKING Brown, Johnston, Moore, Nye and Orr left the Council LUNCH Chambers and participated in a working lunch in the Paradice Conference Room. Discussion centered on economic development, Water Pollution Control projects and general City topics. No formal action was taken. Mr. Cooper adjourned the meeting at 12:50 p.m. APPROVED: BRIAN C. BLAD, MAYOR ATTEST: RUTH E. WHITWORTH, CMC, CITY CLERK