City Council

CITY OF POCATELLO, IDAHO SPECIAL CITY COUNCIL MEETING BUDGET RESTRUCTURING OCTOBER 1, 2015 AGENDA ITEM NO. 1: The City Council Budget Restructuring meeting was called to ROLL CALL order at 9:12 a.m. by Mayor Brian Blad. Council members present were Craig Cooper, Gary Moore, Eva Johnson Nye and Michael L. Orr. Council member Steve Brown arrived at 9:20 a.m. Council member Jim Johnston was excused. CITY DEPARTMENT PRESENTATIONS- Mayor Blad announced that Department presentations would be given at this time. Presentations will include the following: 1. Employees; 2. Total Budget; 3. Activity or service the department provides; 4. Percentage of city services supported by taxes and percentage that are supported by user fees; 5. Ideas to increase city revenues; and 6. Future needs. -WATER Justin Armstrong, Water Superintendent, provided information regarding the DEPARTMENT Water Department. Mr. Armstrong gave an overview of Water Department staff, infrastructure, and services they provide. He noted that his budget is 100% supported from user fees. Future needs will focus on replacement of old water line infrastructure. Mr. Armstrong noted the department’s goals are to address high operating pressures, future growth and development, and water supply alternatives. Mr. Armstrong displayed a 75 year old section of water pipe and explained the replacement and maintenance process of city water lines. He reviewed the City’s infrastructure and how water is pumped into water tanks so it is available for citizens. Mr. Armstrong reported 3800 service requests have been received in the past 12 months; roughly 2 miles of water pipe are replaced annually; and 1800 DIGLine service tickets were received and processed. Mr. Moore questioned why a couple of staff cannot be assigned to DIGLine requests. He feels this service can be done without hiring additional staff. Mr. Armstrong explained he has discussed this issue with other departments and it is difficult to determine who will lose a staff person for a few hours in order to meet the request. In response to a question from Mr. Moore, Jon Herrick, WPC Superintendent, explained one person would need to know how to locate 5 different lines and may not be available to perform their regular duties up to 5 hours a day. It would be difficult for a Water Department employee to know where electrical lines are located, etc. Mr. Moore suggested if the position is too complex, train a person to do all of the locating. In addition, if all the crew could be trained to perform this service, each department could rotate staff.  2 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 1, 2015 Merril Quayle, Development Engineer, gave a brief overview of the complicated process of completing the DIGLine tickets. He felt 2 individuals could be trained to provide this service. It is a complicated process. Discussion followed regarding the DIGLine process and providing staff to do the work. It was suggested reorganizing current staff to meet the need might be an option. It was noted if additional staff is hired, this would be an entry level position and the individual would need a good understanding of the City’s system. Mr. Orr mentioned he would like to start looking at job sharing within the City. He feels the City needs a central motor pool to provide repair/maintenance services for the City’s vehicles and equipment. Joyce Stroschein, Chief Financial Officer/Treasurer, explained it is difficult for departments to share staff when tax funds and/or utility fees are used. She emphasized that the funds must be kept separate and specific rules need to be followed. General discussion regarding the number of positions needed to cover the DIGLine issue continued. Staff may want to research the possibility of contracting this out. It was mentioned that when the DIGLine service became mandated, hiring additional staff to do the work was not considered. Unfortunately, it has become more work than first anticipated and staff will continue to research options. Mr. Brown would like staff to provide a couple of different scenarios so this issue can be resolved. Discussion regarding water rates and how they are determined followed. It was noted that research is done by a consultant to give the best outline for future needs in order to project an accurate utility rate schedule. In closing, Mr. Armstrong feels the Water department has made great enhancements over the past 10 years and the system has improved. Mayor Blad called a recess at 10:54 a.m. Mayor Blad reconvened the meeting at 11:08 a.m. -WPC Jon Herrick, Water Pollution Control (WPC) Superintendent, provided DEPARTMENT information regarding the WPC Department. Mr. Herrick gave an overview of WPC staff, operation costs and maintenance. The WPC budget is supported from user fees. The revenue is from 6 sources-Utility billing, City of Chubbuck, Great Western Malting, Amy’s Kitchen, ON Semiconductor, and various leases. He reviewed the department’s financial plan for Fiscal Year 2015 through Fiscal Year 2019. Mr. Herrick reported his  3 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 1, 2015 department’s future issues are: continued development at the airport results in reducing land for biosolids application; land available in NPDES permitted area; and business licenses for move in/move out. Mr. Herrick gave a brief overview of the NPDES requirements and the processes they must follow to meet the conditions of the permit requirements, as well as, EPA and other governmental requirements. He explained 23 lift stations and 269 miles of sewer lines are maintained. The Collection crew annually cleans 231 miles of 15 inch and smaller sewer lines. Additional duties and sewer line locates for DIGLine were reviewed. A brief history of the WPC plant included the following: a) what has been modified; b) upgrades made; c) land treatment; and d) various permit requirements. Mr. Herrick shared his concern regarding biosolids application and the amount of agricultural lands available to distribute the biosolids. He mentioned as land at the airport is developed, the land to distribute biosolids will be limited. Mr. Herrick asked Council to compare the costs to develop areas and keeping land for future growth and distribution of biosolids. Council discussion regarding development at the airport reducing land available for biosolids application followed. It was mentioned there would be a large cost for WPC to upgrade the dewater/thickening process and purchase land that becomes available in the NPDES permitted area. Arlyn Rasmussen, Sanitation Superintendent, suggested the City could develop a large compost facility and combine Sanitation and Sewer together as a by-product. Mayor Blad mentioned that he and Mike Jaglowski. Public Works Director, have discussed the concept of creating fertilizer through a similar process as suggested by Mr. Rasmussen. In closing, Mr. Herrick explained that requiring Business licenses would help monitor what is being discharged into the sewer system. Council asked staff to research the progress being made on a business license proposal brought before Council several months ago. They would like to visit this proposal again. Mayor Blad called a recess at 12:30 p.m. Mayor Blad reconvened the meeting at 1:22 p.m. -SANITATION Arlyn Rasmussen, Sanitation Superintendent, provided information regarding DEPARTMENT the Sanitation Department. Mr. Rasmussen gave an overview of Sanitation Department staff and services provided. He provided the following breakdown of daily pickups: residential-6 routes collect 4000 sanitation carts;  4 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 1, 2015 commercial–5 routes collect 500 3-yard containers; and temporary container- 2 routes average 45 3-yard containers; Roll-off boxes-4 routes 20 pulls per day; recycling 2 routes-850 carts; and 2 weekly yard waste routes-averaging 300 carts per route. Mr. Rasmussen noted the Sanitation Department is 100% supported by user fees. He reviewed the Fiscal Year 2016 budget and future needs. It was mentioned the market value for co-mingled recycling has dropped dramatically and this is an issue. He explained there has been a national trend toward having to pay to recycle instead of receiving revenue for the material collected. This program may not be a revenue source in the future. Mr. Rasmussen noted the weekly yard waste cart is restrictive because of storage limitations at the Bannock County Landfill. General discussion followed regarding future costs for recycling co-mingled items. There are not very many buyers for the product. It was suggested the City ride out the fluctuating costs at this time. Mr. Rasmussen gave an overview of future needs for the department. He feels the City will need to expand yard waste and recycling programs in order to meet public demand. An increase in these services will require additional manpower and equipment. Yard waste compost and processing at the Bannock County landfill was discussed. Ideas were shared regarding possible composting facilities being developed in the City. -STREET Tom Kirkman, Street Operations Superintendent, provided information OPERATIONS regarding the Street Operations Department. Mr. Kirkman gave an overview of the Street Department’s 265 centerline miles of City maintained streets, number of staff, and basic operations/services. Fiscal Year 2015 budget shows 77% of the budget is supported by taxes and 23% is from fees. Services include locating infrastructure for DIGLine. It was noted that 1800 DIGLine notifications were received and 364 work orders were issued. Department future needs include: 1) establish key performance indicators for all tasks; 2) fleet-continue to fund upgrades to essential equipment; 3) adequately fund the pavement management program; 4) create a Capital Improvement Plan for storm water treatment; 5) develop a Master Plan for the levee; and 6) continue to expand Traffic Operations center. Mr. Kirkman explained a majority of Street Operations staff are cross-trained for both divisions. He reviewed the different road maintenance and treatment options now being applied. This has allowed more roads to receive maintenance. Their processes keep good roads in good condition by applying fog sealing. This allows more time to completely re-do the bad roads. Mr. Kirkman explained fog sealing and chip sealing help delay the deterioration of the road. He also reviewed the results of the Pavement Management program that was done earlier this year. PORTNEUF LEVEE – general maintenance, vegetation removal, rodent removal, silt removal, 90-day inspections, bi-annual reports, relief wells cleaning (corresponding with Army Corps of Engineers and FEMA).  5 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 1, 2015 STORM WATER MAINTENANCE – cleaning/repairing inlets, jetting pipes, CCTV pipe inspections, retention pond maintenance, pump maintenance, blading and grading. STREET SWEEPING – Air quality, storm water quality and beautification. RIGHT OF WAY MAINTENANCE – Mowing, weed spraying, tree trimming, alley maintenance- patching, paving, sweeping; sidewalk, curb and gutter repairs, divider island maintenance/repair. Hannah Sanger, Science and Environment Division Manager, mentioned door hangers will be distributed in neighborhoods to remind citizens not to place leaves in the street. The hangars could also mention proper removal of lawn clippings. SNOW REMOVAL – sanding plowing hauling sand/salt, making and applying salt brine, and spring cleanup after winter season. TRAFFIC SIGNALS – signal maintenance, signal lights, pedestrian signals, pole/mast arms and control cabinets. CITY FUEL SITE MANAGEMENT – operated and maintained by Street Operations, inspections, repairs, fuel ordering, monthly fuel billing. FLEET MAINTENANCE – maintenance of Street Operations equipment and various City Department vehicles. TRAFFIC SIGNALS – general signal maintenance, fabrication of new signs, accident and vandalism repairs. PAVEMENT MARKINGS – Crosswalks, arrows, and stop bars. Striping is contracted through Idaho Traffic Safety. STREET LIGHTING – decorative lighting, intersection lighting, Idaho Power and City poles. There being no further business, Mayor Blad adjourned the meeting at 2:47 p.m. APPROVED BY: BRIAN C. BLAD, MAYOR ATTEST AND PREPARED BY: RUTH E. WHITWORTH, CITY CLERK