City Council

CITY OF POCATELLO, IDAHO SPECIAL CITY COUNCIL MEETING BUDGET RESTRUCTURING OCTOBER 15, 2015 AGENDA ITEM NO. 1:The City Council Budget Restructuring meeting was called to ROLL CALL order at 9:10 a.m. by Mayor Brian Blad. Council members present were Steve Brown, Craig Cooper, Jim Johnston, Gary Moore, Eva Johnson Nye and Michael L. Orr. 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. -PUBLIC Michael Jaglowski, Public Works Director, provided information regarding WORKS the Public Works Department. DEPARTMENT Mr. Jaglowski gave an overview of the Public Works Department. Their mission – to support and enhance a high quality of life for the City of Pocatello residents, businesses, and visitors by providing well-planned, environmentally sensitive, cost effective infrastructure and services that will promote public health, personal safety, transportation, economic growth, and civic vitality. This Mission Statement is accomplished through the prudent use of resources, technology, innovation, and the cooperation of each sector of the Public Works Department. Mr. Jaglowski is a department of one. However, he oversees 158 employees. He has a Singular budget of $223,604.00 (23.9% is supported by taxes/76.1% is from fees). Current capital improvement projects in the amount of $44.9 million were reviewed. Mr. Jaglowski emphasized keeping areas such as bridges and roadways safe and in good repair. He provides leadership to manage, coordinate and organize the City’s public works departments to be successful. Mr. Jaglowski also strives to give advice, support and mentoring other Department Heads as needed. Future Needs for the Public Works Departments are: City Council Vision/Target - 1) Public Works into the future; 2) interaction with economic development; 3) Staffing, resources, scheduling plan to meet the Mayor/City Council vision. City Capital Improvement Plan - 1) strategic planning and financially sustainable. Staffing needs – 1) institute targeted needs coupled with strategic hiring; 2) administrative support – limited; and 3) Project Manager vs. Project Engineering. Mr. Jaglowski noted the foreseeable future issues are: a) aging City assets – we are in the “Age of Replacement;” b) Generally decreasing budgets/increasing services; c) potential rapid growth; and d) redefine and retool operations to work smarter. In response to a question from Council, Hannah Sanger, Science and Environment Division Manager, gave an overview of the valley and explained monitoring the air quality is a challenge. Currently the City is in compliance with required standards. She feels as the City grows, maintaining  2 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 15, 2015 the air quality will be more of a challenge. Council could limit growth if the air quality standards are violated. Staff will need to watch emission levels from commercial entities. General discussion regarding monitoring air quality in Pocatello followed. There are no regulations in place for some of the issues. Staff depends on EPA to help monitor the City’s air quality at this time. Costs to provide engineering services for projects within the City were discussed. The infrastructure updates and funding for the City’s future needs cannot be determined until the needs are identified. The meeting was interrupted by an Earthquake/Fire Drill and everyone was required to clear the building. As a result, Mayor Blad called a recess at 10:15 a.m. Mayor Blad reconvened the meeting at 10:26 a.m. Discussion regarding Public Works continued. It was noted the City has a total of three engineers. Deirdre Castillo, City Engineer, serves in an administrative capacity. It was mentioned that the administrative position may be more appropriate under a different position instead of the City’s Engineer. -ENGINEERING Deirdre Castillo, City Engineer, provided information regarding the DEPARTMENT Engineering Department. Ms. Castillo reviewed the mission statement “To provide excellent municipal engineering, surveying, environmental, and mapping services to help ensure quality and sustainable construction and lasting infrastructure.” The department is broken down by the following categories: City Engineering (seven full-time) and Public Works Engineering (four full-time). CITY ENGINEERING STAFF - City Engineering staff responsibilities and qualifications were reviewed. These positions include: professional engineers; land surveyors; engineering technician, technical consultant, and floodplain Administration (NFIP); Traffic Engineering (service requests and crosswalk locations); Federal Aid Project Procurement; Federal Aid Project Accounting; and Special Street Projects Accounting. Council asked that process plan implementation for Federal Aid projects be reviewed at a Study Session. The Council would like staff to provide ideas to streamline a process for these types of projects. It was mentioned projects utilizing Idaho Transportation Department (ITD) funds are not usually available for 4 years. ITD budgets are set to their availability of funds. General discussion regarding the City setting aside funds for ITD projects so when the project year approaches, the funding is available. The difference between tax supported projects and fee supported projects were outlined. Council would like to have a process in place that allows them the ability to commit to projects and support them through the budget.  3 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 15, 2015 Capital Improvement Projects are: Federal Aid Transportation Projects – South Valley Connector and Benton/UPRR Bridge. CITY PROJECTS: WATER POLLUTION CONTROL - Phase 1, Whitman Lift Station; WATER – Johnny Creek Transmission Line Review/QLPE; STREET OPERATIONS – Juniper and Olympus widening, 19th/University Safety, Highland Blvd. Gabion Walls. Other responsibilities include Graphics, GIS database and topographic surveys. PUBLIC WORKS STAFF: Public Works staff responsibilities and qualifications were reviewed. These responsibilities include: (A) New Development – private – subdivision review, commercial and residential development, right-of-way inspection, reviews land ownership title and encumbrances for all land applications submitted; (B) Engineering and Construction Management - Public Buildings such as the new Animal Shelter, Pocatello Regional Transit Facility and proposed Zoo Entrance; (C) Master Planning – Storm Water and BTPO Transportation; Economic Development/PDA Engineer (airport, site and utility layouts, cost estimates, Bannock Development, CDBG) Design/construction standards and ordinances (ISPWC revisions, City Code revisions, development standards, technical advisory committee; (D) Public Property Management – (Survey control and land management databases, vacations, easements, annexation, monument preservation); and (E) Inter-Department/Agency Services – support for all City departments; support for outside agencies (Fort Hall, Utility Companies, BTPA, PGF) Asset Management; Bannock UCC; provide spatial data to GIS; Bannock County ownership of Old Stock Trail; Title Company requested information for right-of-way vacations in the 1915 Prospect Townsite Plat. Merril Quayle, Development Engineer, mentioned changes may be coming that will affect the utility location process. He shared his concerns with the proposed requirements. -GIS Dennis Hill, GIS Project Engineer, provided information regarding GIS SYSTEMS systems for the City. Mr. Hill explained the City wide GIS Database includes hardware, software, incorporate new data, provide spatial data, support for City projects, aerial flights and Lidar. All models require GIS data set; Mapping Services include Web page support and City Wide department map support; Delivery of geospatial services include desktop and mobile applications, infrastructure analysis, data modeling, spatial analysis of complex data; Citywide Asset Management include implementation, training, NPDES permit requirement; and U.S. Census count every 10 years. Mr. Hill gave a presentation of how the actual system works and how to locate infrastructure within the city. The software used by staff is highly utilized and helps them to manage the City’s infrastructure. The different ways the software is used was outlined. It was mentioned the data is updated all day every day. Administrative support and service technicians complete daily entries into the system. Updates are based on the services and projects for that day.  4 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 15, 2015 Mayor Blad called a recess at 12:42 p.m. Mayor Blad reconvened the meeting at 1:24 p.m. ENGINEERING DEPARTMENT – CONTINUED Ms. Castillo reviewed the flow of work for the Engineering Department. The flow incorporates the GIS Team, City Engineering Team and Public Works Engineering Team. She reviewed the different City projects that received help from members of the team to finish the project. Ms. Castillo explained balancing the workload and projects being requested are a challenge. General discussion reading the pros and cons of in-house engineering and private consultant engineering followed. It was mentioned that typical in-house engineering includes: storm water, water pipe, sanitary pipe, pipe rehabilitation, lift stations, emergency repairs, parking lots, street widening and safety; Federal Aid projects include small scale or limited budget, environmental CE; Structures include retaining walls, platforms and simple additions. Private consultant engineering services include specialty or complex projects such as: Waste Water Treatment Plant; InfoSwim Modeling; Hec-Ras hydraulic studies, bridges, syncro traffic modeling and Master Plans. Federal Aid projects include Right Of Way acquisition, Environmental Assessment; Structures include Architectural and public buildings. A large amount of Engineering staff time is spent between the various projects and that is why some of the projects are hired out to a consultant. Jim Johnston was excused from the meeting at 1:45 p.m. Budget for the Engineering Department was reviewed and revenue comparisons were provided. Fiscal Year 2016 Budget of $1,074,160.00 is 100 % tax supported. Federal Aid Transportation Projects were also reviewed. GIS budget analysis shows funds are 73% fee supported and 25% tax supported. It was noted that Finance staff is evaluating the fee to ensure that the proper expense is being asked for. A complete budget analysis continued. Mr. Jaglowski mentioned his prior request for a new position. He feels a better breakdown of the budget throughout the year may help capture funds that will support a new executive assistant position. FUTURE NEEDS – Retirements and resignations were reviewed. It was suggested the following positions be considered: a professional engineer or project manager; GIS/Asset Manager, Federal Aid project accounting position, Public Works Director executive assistant. INNOVATIVE IDEAS – (A) Hire a professional Engineer or Project Manager Position and analyze the real or perceived impact to general fund; (B) combine resources with Chubbuck who is  5 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 15, 2015 currently in need of a professional engineer; (C) establish a professional engineer rotation between off-site locations such as Water Department or Street Department, i.e. the Army or ITD; (D) utilize the City Engineer as the technical consultant for all City departments and administrator versus a project manager.; (E) Offer Early Retirement or “Pay to Quit”; (F) Redefine Department Services; (G) Inter-Department Transfers; and (H) Budget Development (education reimbursements not used). Ms. Stroschein gave an overview regarding building cash reserves in funds for expenses budgeted for and then not used. She explained funds designated for the City’s education reimbursement program that are not utilized cannot be used for a different purpose than what was approved by Council in the budget. Jim Johnston returned to the meeting at 2:43 p.m. INNOVATIVE IDEAS CONTINUED - (I) Reward Stellar Employees – in lieu of cash bonus, award outstanding employees with a family season swim pass or annual golf pass, for example, paid by an interdepartmental transfer. Mr. Brown mentioned the workflow chart appears to have duplication of services. The work performed out in the field and work performed inside City offices was reviewed. It was clarified specific jobs are done in each of the positions. -SCIENCE AND Hannah Sanger, Division Manager, provided information regarding the ENVIRONMENT Science and Environment Division. DIVISION Ms. Sanger reviewed the stormwater management issues from new construction and stormwater drainage that discharges into the Portneuf River. As well as, Marsh Creek discharging brown water into the Portneuf River. Ms. Sanger explained her division strives to provide credible scientific advice on issues relevant to Pocatello’s quality of life and surrounding environment. She gave an overview of her staff and noted that her budget is $393,779.00 and 84% of her budget is from Water Pollution Control and Water utility funds; 16% is from partners such as Bannock County, City of Chubbuck, and Idaho Transportation Department. Ms. Sanger gave a general overview of the regulations she monitors such as, Food Control Act (USACE), National Flood Insurance Act (FEMA), Safe Drinking Water Act (EPA), Clean Water Act (IPA and USACE) and Idaho Water Rights (IDWR). City Permit management was also reviewed which include the following: policy writing and implementation facilitation, engineering, oversight, training, water quality monitoring, and reporting.  6 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING OCTOBER 15, 2015 Mr. Cooper was excused at 3:35 p.m. Mr. Moore was excused at 3:45 p.m. Ms. Sanger gave an overview of the division’s goals which include: reduce costs to the City for regulatory compliance, increase the ecosystem services that the Portneuf River provides to Pocatello and maintain high quality groundwater supply. Upcoming projects for stormwater include: a) negotiate the next permit to reasonably attainable goals; b) masterplan/capital improvement plan; c) asset management planning (public and private) review fee structure; and d) adopt a drain implementation. Also, the Portneuf River Visioning Plan; Marsh Creek Assessment and aquifer protection needs in the County will need to be monitored. Discussion regarding removal of the Portneuf River’s cement channel located within City limits followed. Ms. Hanger noted ideas are still being submitted to create a concept for the Army Corps of Engineers to review. Public outreach and meetings will be held to help determine the river’s future and what enhancements/improvements can be done in 5 years, 15 years and more. There being no further business, Mayor Blad adjourned the meeting at 3:55 p.m. APPROVED BY: BRIAN C. BLAD, MAYOR ATTEST AND PREPARED BY: RUTH E. WHITWORTH, CITY CLERK