City Council

CITY OF POCATELLO, IDAHO CITY COUNCIL STUDY SESSION AUGUST 13, 2015 AGENDA ITEM NO. 1: Mayor Brian Blad called the City Council Study Session to order ROLL CALL at 9:05 a.m. Council members present were Steve Brown, Craig Cooper, Jim Johnston, Gary Moore and Michael L. Orr. Council member Eva Johnson Nye arrived at 9:33 a.m. AGENDA ITEM NO. 2: Seth Cohen and Andrea Carson, US Army Corps of Engineers PORTNEUF RIVER representatives from the Walla Walla Direct; and Hannah VISIONING PROJECT Sanger, Science and Environment Division Manager, were present to update the Council regarding the Portneuf River Visioning Project. Preparations are being made to start the public outreach of the project. Ms. Sanger reviewed the levee history of the Portneuf River and shared ideas that have been received related to the condition of the river. She explained this meeting is the beginning of the process which will go through the fall and winter season. Ms. Sanger mentioned the next 12 months will be an envisioning period. Mr. Cohen explained the Corps is in the process of doing an assessment to help develop and design the visioning plan for the Portneuf River. He gave an overview of what their department does and noted this is part of the process to obtain stake holder engagement and public input. Mr. Cohen stressed the importance of gathering input from community interested parties to get the best product. A Comprehensive plan will be developed that will include the work already done or will begin through city partners. Mr. Cohen announced four (4) workshops will be held involving active concerned citizens to discuss the options, and/or challenges within the study area. He mentioned the focus has been on the river channel inside Pocatello city limits. The Corps would like input from Council regarding what they have heard from community members regarding the levees. In response to questions from Council, Mr. Cohen explained he cannot personally state what help is available through the Corps, but there are other creative funding resources. He is hopeful to have enough information to make a decision of how to move forward by September 2016. Anything that involves the river channel will involve the Corps. Mr. Cohen mentioned he appreciates the comments received from community members. In response to questions from Council, Ms. Sanger explained the concrete river channel is not going to last forever so the City needs to start preparing a plan for replacement. There are no funds available to look at any preliminary design and this would take a significant amount of funding. She clarified this portion of the process is not designed to look at costs, only creation of a plan. In response to questions from Council, Mr. Cohen reviewed the community partners he has contacted regarding the river levee such as Portneuf Greenway Foundation, Valley Pride, Neighborworks and others. The partners shared some of the challenges they have identified and mentioned they would like sections of the channel opened or modified to allow trails and access. Mr. Cohen also explained his division is sort of a non-traditional Corps partner that does outreach with cities. In response to a question from Council, Ms. Sanger explained the life expectancy of the  2 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 concrete tube depends on the integrity of the concrete. She clarified the tube is structurally sound and she does not expect it to fall apart any time soon. However, sediment in the levee is still a concern and needs to be removed. Mr. Cohen noted that people understand and appreciate the flood protection provided by the levees. However, they do not believe the same level of protection needs to be in place at this time. Some citizens feel disconnected from the river because of the poor quality/appearance and there is not access. Mr. Cohen pointed out that citizens would like to develop more connection between the City and the river. Ms. Sanger announced meetings to continue discussion of the river levees with the public will be scheduled at a later date. AGENDA ITEM NO. 3: Representatives from the Friends of the Cemetery Committee FRIENDS OF THE were not available to update the Council on the Committee’s CEMETERY COMMITTEE goals and projects, as well as Council’s policies and expectations. UPDATE As a result, the scheduled presentation was not given at this time. AGENDA ITEM NO. 4: Sandra Shropshire, Chairperson, Jay Bingham, Board Member; LIBRARY BOARD and Eric Suess, Staff Liaison; representing the Library Board, UPDATE were present to discuss the Board’s goals and projects, as well as Council’s policies and expectations. Ms. Shropshire gave an update on the Library’s activities over the past year. She thanked the Council for the HVAC system and explained the Library’s bookmobile was converted into a Mobile Technology Lab. The lab stops at targeted areas in the City to allow children and adults to have “hands on” experience with technology based items. Mr. Suess explained the Mobil Technology Lab is the first of its kind in the country. Invitations have been received from schools and other entities asking them to come and share the lab. Mr. Suess feels the Lab has been very successful and hundreds of individuals have been involved in the Lab project. Ms. Shropshire reviewed facility needs at the Library. The Board appreciates the new HVAC system. However, there are concerns with security needs at the library. Staffing at the Library is also a concern. The Board would like to fill a half-time position in Circulation. Mr. Suess distributed information regarding the position. In response to a question from Council, Mr. Suess gave a brief overview of the Circulation position they are concerned about. The Board feels by not filling the position, it will have a negative effect on the library. Mr. Brown thanked the Board for their efforts and dedication. This is what makes the library the great resource that it is. Mayor Blad mentioned it is great to drive by the library and see the parking lot full. In response to questions from Council, Mr. Suess gave a brief overview of what the Library Outreach programs consist of. He noted the programs can be utilized by groups or an individual.  3 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 Council member Eva Johnson Nye joined the meeting at 9:33 a.m. AGENDA ITEM NO. 5: Doug Milder, Chairperson; and John Banks, Staff Liaison; PARKS AND RECREATION representing the Parks and Recreation Advisory Board were ADVISORY BOARD UPDATE present to discuss the Board’s goals and projects, as well as Council’s policies and expectations. Mr. Milder reported he has been on the Board for many years. He appreciates being a member and acknowledged other members that serve on the Board noting that attendance for their meetings has been really good. Mr. Milder reviewed major accomplishments, issues, and projects such as East Mink Creek Nordic Center Master Plan, Old Town/Greenway splash pad proposal and multiple baseball contracts. Mr. Milder mentioned the proposal for a Born Learning Trail will be presented to Council on August 20, 2015. The Board supports the more feasible Zoo Entrance Project. Priorities for the upcoming year include: a) complete parks system analysis by evaluating all park facilities to know the actual costs to provide; and b) create a new logo that will identify the Parks and Recreation Department. He feels the logo should help convey the message of the parks system. Mr. Milder thanked the Council for their support and mentioned the City is extremely fortunate to have hired John Banks as the new Parks and Recreation Director. In response to questions from Council, Mr. Banks reported all City parks are open to the public. He added that a very large number of individuals utilize the parks and Zoo on a regular basis. Mr. Moore mentioned he attends a couple of family events at Ross Park every year. Even though he may not visit the park every week, he is utilizing the system. Mayor Blad added that baseball tournaments, lacrosse tournaments, and various other events are held in City parks at different times of the year and these events support Pocatello. Mr. Cooper has noticed some of the major parks have youth programs going on everyday. He feels the benefits of City parks are huge. Judy Taylor, Board member, mentioned she would like the City of Pocatello logo to have trees added to it. AGENDA ITEM NO. 6: Nate Martinez, Utah Junior Jazz representative; and Brian CITY YOUTH BASKETBALL Lowman, Team Sports/Recreation Supervisor; presented a PROGRAM-UTAH JUNIOR concept of joining forces for the 2015 – 2016 youth basketball JAZZ PRESENTATION season. The benefits and cost savings of combining the two programs was also highlighted. Mr. Martinez announced he visits Pocatello approximately 3 times a year on behalf of Utah Junior Jazz. He explained the organization has touched 3 million kids and they would like to make things better for Pocatello’s Team Sports. The Jazz is offering to expand their youth basketball programs through a Memorandum of Understanding with Pocatello. It was noted the current registration fee for Pocatello’s youth basketball program does not include a jersey. The proposed program will include: 1) a jersey that will display the  4 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 partner or city name; 2) a coaching manual for each coach; 3) a picture for every child; and 4) opportunity to attend a Jazz game. The Jazz program will be an additional $10.00 cost per athlete. Kids will also have an opportunity to meet a member of the Jazz Team. That is the only cost for the program. It was mentioned the Jazz Program has been successful in multiple states and organizations. In response to a question from Council, Mr. Lowman explained the Jazz Program is for students 3rd through 7th grade. He clarified the program will not affect the 1st through 2nd grade basketball program. The fee increase has already been added to the Fiscal Year 2016 fee schedule in the hopes Council would approve the program. Mr. Lowman mentioned the Youth Basketball registration fee will be more, but families will receive a jersey. As a result, he feels it will actually be less expense for families. Mr. Banks clarified the Fee Waiver Program is still available. He noted volunteer coaches have sponsored children who want to participate, but cannot afford to. A majority of the Council was supportive of the Junior Jazz Program concept. AGENDA ITEM NO. 7: John Banks, Parks and Recreation Director, was present to give ZOO ENTRANCE an update on the Zoo Entrance Project. Staff is seeking Council PROJECT-UPDATE guidance to continue with, and complete implementation of, the designed site work and native landscape for the Project as presented to Council at the May 14, 2015 Study Session. Mr. Banks gave a brief background regarding the Zoo Entrance Project and the proposed amendments. Staff is requesting Council’s permission to continue with the site work portion of the project. He clarified the project would move forward sometime in October 2015. In response to questions from Council, Mr. Banks reviewed the re-design of the Zoo entrance building. He explained the use of a prefab building will provide quite a large cost savings and feels it will be more realistic and in line with Zoo needs. The modular building will be well presented and enhance the Zoo. Staff is focusing on the site work portion of the project at this time. Mr. Cooper mentioned staff is trying to encourage bus tours at the Zoo and the entrance will be very professional looking. He feels bus tours will be pleased to visit the Zoo and the trails will be ADA accessible as well. Mayor Blad stated it is important to note the cost savings for the project. The building cost is down from $700,000.00 to $250,000.00. He feels the recommendations by staff are very solid. Mr. Cooper added that his son is a Zoo director in Logan, Utah. The Logan Zoo has a manufactured building for their entrance and it looks very professional. In response to a question from Council, Mr. Banks is quite sure the building can be added without a lot of additional costs. A majority of the Council was supportive of the site work portion of the project as outlined. AGENDA ITEM NO. 8: Bob Beckman, Don Carnahan and Roland Rocha,  5 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 CENTER STREET representatives from CH2M Hill, Inc., and Keller Associates; UNDERPASS PROJECT and Jeff Mansfield, Project Engineer; presented an update on the UPDATE Center Street Underpass Project. An overview of preliminary stormwater recommendations for future improvements related to the Project will also be presented. Mr. Mansfield gave a brief overview of the project. He explained the City hired CH2M Hill, Inc. and Keller Associates to provide a study regarding stormwater and how it affects the Center Street Underpass and surrounding area. The results of that study are before the Council. Mr. Beckman explained the study findings will include: 1) project status and activities completed to date; 2) upcoming activities such as completion of Environmental Evaluation, Public Involvement meeting in early 2016, and structural situation and layout design; and 3) the anticipated completion time frame of February/March 2016, and preliminary and final design of improvements currently not funded. Mr. Rocha gave an overview of occasions when the underpass has been flooded by rainfall. He explained the City’s basin area and identified stormwater lines that are directed to the underpass. Once the stormwater line fills up, the overfill goes into the underpass. Mr. Rocha stated their study found the following: a) 400 acres are sloped down to the underpass area; b) over half of the contributing area is impervious; c) pipelines are generally undersized; d) the exit route to the river is also undersized; and e) short-duration, high-intensity summer thunderstorms. Study findings and staff findings were reviewed. The pumps and piping needs were also identified. Discussion regarding the pumping of water into an area that is typically already full of water followed. It was noted that there are also issues with electrical controls access. The flooding problem is regional and not limited to the underpass. Local improvements recommended are: rewire pumps (completed); install air escape (completed); install trash interceptor; relocate controls out of flood zone; install an auxiliary suction line until controls can be relocated; and consider a backup power source on pumps. Regional improvements considerations: City-wide stormwater master plan (underway); construction retention and detention facilities north of underpass; install dedicated pipelines to new river outfalls; strategically upsize select pipe sections; upsize center street underpass pumps; redirect runoff to other areas of the city; and construct pervious surfaces. Council discussion regarding flooding of the electrical control room and whether to relocate the control room followed. Council may need to determine if the cost to modify equipment is more cost effective than allowing the underpass to flood every couple of years due to isolated thunderstorms. Mike Jaglowski, Public Works Director, explained the purpose of the analysis is to define what the problem is and how it can be resolved. He noted the suggestions that are being represented reflect the proposed model for the stormwater analysis. This presentation is looking at what we can consider specifically for the underpass. Staff is looking at many different options in order to keep the underpass open at all times. In response to a question from Council, Mr. Mansfield explained the trash interceptor, relocating the control room, etc. could be inexpensive. However, there are other options  6 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 being considered. Mr. Beckman gave a brief overview showing the next steps to encourage public involvement to discuss the underpass project. Mayor Blad called a recess at 10:41 a.m. Mayor Blad reconvened the meeting at 10:55 a.m. AGENDA ITEM NO. 9: Shaun Menchaca, Portneuf Health Trust President and CEO; PORTNEUF WELLNESS and Rich Diehl, Deputy City Attorney; were present to update COMPLEX UPDATE the Council on the Portneuf Wellness Complex. A proposed Interagency Agreement pertaining to the Complex will also be discussed. Mr. Diehl gave a brief history of the Wellness Complex. He announced Mr. Menchaca will update the Council on the Complex project and he will follow-up with a proposed Interagency Agreement between the City and Bannock County. Mr. Menchaca gave an overview of the four to five years of work and planning to make the Wellness Complex a reality. He feels this is going to be a great asset for Pocatello, Chubbuck and Bannock County. A contract to promote concerts at the complex has been entered into and this has worked out well. The contract includes: parking, security, and ticket sales. Mr. Menchaca feels this contract will ensure high quality entertainment and a good experience for the attendees. The concerts will provide revenue for the complex to assist with operating costs. Mr. Menchaca announced the Health Care Foundation will be handing the reigns to Bannock County on August 21, 2015. He reviewed the list of concerts that are scheduled for the Complex. In response to questions from Council, Mr. Menchaca explained much of the cost increase for the project was based around the amphitheater. The Trust wanted to make the amphitheater larger and once completed, it will be the largest outside theatre in Idaho. Mr. Menchaca noted that Kokanee Salmon and Rainbow Trout has been planted in the reservoir by Idaho Fish and Game. He added that Fish and Game plans to hold free fishing days at the Complex. Multiple other amenities will be available such as: seven acre reservoir, sandy beach, 2 full size basketball courts, looped walking trails, 6 multi-use fields, and a mountain bike area with various trails. He noted the complex is designed for people of all ages and abilities. General discussion regarding other uses of the facility and concerns with adequate maintenance of the structures and the Complex’s features followed. Mr. Menchaca explained Bannock County representatives are aware proper care of the Complex will be monitored by the community. As a result, the County is reorganizing their departments to make sure they can care for the facility properly. Mayor Blad announced other cities around the state wish they had this type of a facility in their community. Mr. Diehl distributed a draft copy of the Interagency Agreement with Bannock County, City of Chubbuck and Idaho Fish and Game to the Council. He explained Dan Copeland is in a position to help manage the facility. The Agreement will be considered on a case by case issue. The City will not have a funding loss to help assist with the  7 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 Complex. Mr. Diehl mentioned if 11,000 individuals attend a concert, there will be traffic impacts on East Chubbuck Road and Olympus Street. Traffic control and Police staff overtime costs were discussed. Revenue from the concerts may assist with these costs. Mr. Diehl clarified the Agreement is still in draft form. City staff will submit an Agreement for Council approval on August 20 or September 3, 2015. In closing he stated citizens of Pocatello will not shoulder the brunt of these added expenses. AGENDA ITEM NO. 10: Kim Smith, Human Resources Director, presented information STAFFING REDUCTION regarding staffing reduction alternatives. ALTERNATIVES PRESENTATION Ms. Smith stated during the City’s Fiscal Year 2016 Budget process there has been mention of making changes to staff positions. Words such as hiring freeze and attrition have been used. She does not feel attrition is the best way for Council to accomplish this. She reviewed the number of vacant staff positions; the process of working through this method; and potential difficulties. Ms. Smith explained her presentation will describe different methods and perhaps a better solution to look at staff reduction. Five alternatives were discussed such as across-the-board cuts (not recommended); compulsory terminations (morale is an issue); attrition (difficult for managers); voluntary buy-outs (employee choice, however expensive); and early retirement incentive (employee choice, can be staggered to avoid mass exit). Ms. Smith reviewed the advantages of an Early Retirement Incentive Program (ERIP). Council would need to consider whether the ERIP Program supports the City’s immediate needs, long-term goals and determine up-front costs. Legal considerations such as being compliant with Age Discrimination in Employment Act (ADEA), including the Older Worker’s Benefit Protection Act (OWBPA) were discussed. Ms. Smith noted that Program costs would include: 1) cost of offerings; 2) salaries of all eligible employees; 3) costs of mandatory benefits; 4) costs of additional benefits, additional pay; 5) costs of any replacement personnel; and 6) costs associated with recruitment. General discussion followed regarding staffing and reduction methods. Ms. Smith reviewed the number of employees that meet the PERSI requirement for early retirement. There are: 84 Non-Public Safety employees for an annual total base salary of $3,959,640.00 with annual average salary $47,139.00; and 26 Public Safety employees for an annual total base salary of $1,657,616.00 with annual average salary $63,754.00. Ms. Smith explained Council would also need to: a) determine the eligibility group, narrow if necessary; b) retirement effective date, shortly after the consideration period; c) retirement incentive window, at least 45 days; d) program offerings that motivate participation, but not cost prohibitive; d) incentive bonus (based on % of salary or years of service); e) Health insurance payment; f) VEBA contribution; g) Legal Department will prepare an announcement and release. Staff could work up some specific details. In response to questions from Council, Ms. Smith explained Council could make the criteria different than what is presented. An example would be an employee would need to have 8 years of service or be within less number of years prior to retirement. Ms. Smith gave a brief overview of the benefits and positions being considered. She noted if an option is accepted by an employee, department heads will need to determine how to make appropriate changes to functions within the department.  8 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 AGENDA ITEM NO. 11: Joyce Stroschein, Chief Financial Officer/Treasurer, and Ashley PROPOSED FISCAL Linton, Accountant; were present to discuss proposed YEAR 2015 BUDGET amendments to the Fiscal Year 2015 budget and the Fiscal Year AMENDMENTS AND 2016 proposed budget; public comments from the public FISCAL YEAR 2016 BUDGET hearing held August 6, 2015; and to receive final guidance for RECOMMENDATIONS preparation of the Fiscal Year 2016 Budget Ordinance. PROPOSED FISCAL YEAR 2015 BUDGET AMENDMENTS – Ms. Stroschein gave a brief overview of the proposed Fiscal Year 2015 Budget Amendments. She clarified there are 18 listed amendments affecting 10 funds. Ms. Stroschein announced a Public hearing on the amendments will be held September 3, 2015. The proposed amendments total $2,144,654.00. In response to questions from Council, Ms. Stroschein explained currently the Transit budget is approximately 70% of the amount allotted. Staff will reevaluate the funds and make the adjustments necessary to help make the Transit budget complete with the City match for the facility project. Each of the proposed amendments were reviewed and discussed. Mayor Blad called a recess at 11:57 a.m. Council President Cooper called the meeting to order at 12:51 p.m. Those in attendance were Brown, Cooper, Johnston, Moore, Nye and Orr. FISCAL YEAR 2016 BUDGET RECOMMENDATIONS – Joyce Stroschein, Chief Financial Officer/Treasurer gave a brief review of the Fiscal Year 2016 Budget concerns. She explained there are issues requiring staff to assess where the City budget is at this moment in time. The PILOT fee loss of funds continues to have a large negative impact on the budget. Ms. Stroschein noted it is difficult to decrease personnel and that is why the Fiscal Year 2016 budget has been challenging. Ms. Stroschein reviewed a spreadsheet showing the last 2 concerns stressed by Council. The concerns are: 1) Tax increase and Cost Of Living Adjustment (COLA) for employees. She explained the amount of tax increase would be $153,654.00 if Council approves a 1.5% COLA to employees; and 2) Establishing a three month reserve in the City’s various funds. Mayor Blad joined the meeting at 12:56 p.m. Council President Cooper turned the chair of the meeting over to Mayor Blad at this time. Council discussion regarding tax funds and the cash flow for the City followed. Ms. Stroschein mentioned the City should have a 3 month reserve in cash funds. However, some funds have an excess of 3 month reserves at this time. In response to questions from Council, Ms. Stroschein explained the cash reserves are to help with shortages in the general fund. She mentioned a large portion of the reserves will be expended on the South Valley Road project. Ms. Stroschein explained the general fund is needed to protect reserves. A City policy is not currently in place to keep a Three (3) month reserve, but she cautioned utilizing these funds. Council is proposing to provide current budget funds and then force departments to use reserves. The levy rate increase would be approximately $17.00 per year for the City’s portion.  9 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 She reminded Council the City is one portion of 5 entities that make up the levy. Brief discussion regarding pay equity followed. It was mentioned some employees are over 100% of market while others are under market. When to apply the plan and implementation of the change could not be determined. Council could not decide which option to implement. Debate followed and the amount to include in the budget could not be decided. Mr. Moore feels the problem for next year’s budget is going to be worse if Council doesn’t implement changes at this time. The revenue source and expense amounts are a challenge. Ms. Nye mentioned she does not want the City to start the next budget year in a deficit. Ms. Stroschein suggested instead of thinking in terms of taking less tax dollars, Council may need to think of ways to decrease expenses by providing less services. This can be accomplished whether the decrease is through employee pay or other means. Mayor Blad recommended looking at a breakdown of the City’s finances. Once a 3 month reserve is identified by staff, Council can review and determine what is available to be gleaned from the excess funds. Council discussion regarding employee classification and compensation followed. Ms. Smith mentioned there is nothing in the compensation study stated that it would need to be implemented October 1, 2015. Ms. Stroschein mentioned the City has only so many dollars in each fund. Council cannot just move funds where ever they want it. The funds must stay within the appropriation ordinance guidelines. Mr. Moore feels it is too late in the budget process to look at adopting the proposed pay plan. He supports giving the 1.5% COLA and then consider adopting the pay plan when more information is available. It was determined that Mayor Blad and Ms. Stroschein will work together to discuss the 3 month reserve mark and reduce revenues to that point. Once identified, the information will come before Council for their consideration to adopt an ordinance setting the Fiscal Year 2016 budget. Mayor Blad adjourned the meeting at 1:46 p.m. APPROVED: BRIAN C. BLAD, MAYOR ATTEST:  10 CITY COUNCIL STUDY SESSION AUGUST 13, 2015 RUTH E. WHITWORTH, CMC, CITY CLERK