City Council

CITY OF POCATELLO, IDAHO SPECIAL CITY COUNCIL MEETING BUDGET RESTRUCTURING NOVEMBER 5, 2015 AGENDA ITEM NO. 1: The City Council Budget Restructuring meeting was called to ROLL CALL order at 9:03 a.m. by Mayor Brian Blad. Council members present were Steve Brown, Craig Cooper, Jim Johnston, Gary Moore, and Michael L. Orr. Eva Johnson Nye 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. -PLANNING AND Lonnie Crowell, Director, provided information regarding the DEVELOPMENT Planning and Development Services Department. SERVICES DEPARTMENT Mr. Crowell gave an overview of the Planning and Development Services Department. He gave a brief history of planning and zoning in the United States and its importance in communities. Mission statement for the department is “We provide superior service by working together for the common good and our common goals; always listening, helping, learning, educating at every opportunity, emphasizing the strengths of our community, carefully promoting opportunity, and continually seeking to improve health, safety and the quality of life.” Have a total number of 17 full-time employees (8 in Planning and Development Services/ Neighborhood and Community Services) (Also oversees 9 employees at Airport). Funding is 4.5% user fee revenue and 95.5% tax funded. Budget for Fiscal Year 2016 is $661,209.00. Mr. Crowell gave a brief overview of CDBG funded projects. He mentioned there is now a requirement to go through an environmental process for the projects. He noted staff will give more detailed information regarding CDBG funded projects under the Neighborhood and Community Services presentation. Some of the goals for the department are: 1) Economic Development; 2) Urban Renewal; 3) identify infrastructure; 4) new Zoning; 5) Master Planning; 6) Develop the Airport; 7) rewriting the zoning ordinance to make it more user friendly and still meet State requirements; 8) Area of City Impact map and agreement; 9) sign code amendments; 10) downtown master plan; 11) subdivision ordinance; 12) wireless communication facility ordinance revision; and 13) Corps of Engineers Portneuf River Project Section 22. Mr. Crowell noted that long term needs for the department are mainly training and software. The financial needs were broken down by 3, 5 and 10 year segments.  2 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING NOVEMBER 5, 2015 Discussion regarding economic development plan costs followed. It was mentioned that staff could research the availability of funding sources to assist with these costs. Ideas to increase revenues: a) raise application fees. Staff does not feel this is best option; b) reduce the number of staff. This will negatively affect customer service and product output; and c) require business licenses for an estimated 3000 business @ $50 = $150,000.00. In response to questions from Council, Mr. Crowell noted that building contractors that travel around the country have stated it is easy to do business in Pocatello. He explained why he feels Pocatello is one of the easiest places to get a building permit and work through the application process. Each position in the department was reviewed, their duties outlined and potential risk if positions were limited or eliminated. -NEIGHBORHOOD Melanie Gygli, Division Manager, provided information regarding the AND COMMUNITY Neighborhood and Community Services Department which is a SERVICES division of Planning and Development Services. Ms. Gygli gave a brief overview of her division’s duties regarding the City’s CDBG program. She explained each year the City is allocated funding for the program. Ms. Gygli reviewed the rehab program and the benefits for citizens to stay in their home. She noted that duties are split between 3 staff members. In response to questions from Council, Ms. Gygli reviewed CDBG programs and the recipients being helped. She explained most individuals that qualify for the program would not be able to receive financial help otherwise. As individuals pay off their home loans, they are able to restructure their budget and become more self-sufficient. Mr. Gygli noted the HUD Fiscal Year is April through March and the City’s Fiscal Year is October through September. As a result, it is a complicated process to work between the two budget cycles especially when the Federal government has difficulty approving their budget. It was mentioned that Finance staff works closely with CDBG representatives to ensure that payments are being made correctly. -BUILDING Lynn Transtrum, Building Official, provided information regarding DEPARTMENT the Building Department. Mr. Transtrum mentioned the Building Department’s goal is to promote building safety through project review, inspection and code enforcement. A history of State statutory requirements was given which included: Idaho Building Code Act, Idaho Electrical Contractor and Journeyman, Idaho Plumbing and Plumbers, Idaho Installation of HVAC, Idaho Manufactured Housing and Federal Fair Housing Act.  3 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING NOVEMBER 5, 2015 Mr. Transtrum explained the Building Department has six (6) Full-Time employees. He noted it is difficult to cross train his staff because each job is very specific and all inspector positions are required to have specific qualifications and nationally recognized certifications. Fiscal Year 2015 Budget is $557,191.00 and this is from the General fund. Mr. Transtrum explained the Department provides full services for inspections, plan review and all functions associated with completing a code compliant construction project within the city. These services include: building structural; building non-structural (Life-safety items.); electrical, plumbing, sewer and water line, mechanical installations; erosion and sediment control, dangerous building determinations; fence installations; neighbor complaints; also provide complete plan review service “In-House” for commercial and school building projects. Other duties and services Building Department staff provides were also reviewed. In response to questions from Council, Mr. Transtrum explained staff review residential projects and does not charge a fee. Staff works with customers to monitor the progress, review status and if other departments need to be involved in the plan submittal. Many contractors do not have plans available electronically. Staff is beginning to scan these into the system to help with record retention. It was noted that building permit fees have not increased for 10 years. However, Mr. Transtrum does not feel it is appropriate to consider an increase to the fees at this time. He mentioned only 11 cities in the State of Idaho have a full service building department. Building staff is available daily to assist customers with inspections instead of waiting until a State inspector is in the area. General discussion regarding the Building Department being the collection agency for capacity and user fees charged for each City utility followed. It was mentioned the credit card fees charged per transaction could be passed along to the utility departments. Future needs for the department include: qualified staff, need to be competitive to draw and retain good people; and support from elected officials to allow the department to be consistent in the application of code standards. Currently staff is functioning at minimum staffing level and may not be able to absorb additional duties as the economy grows. Suggest incorporating a civilian fire inspector within the building department to be more streamlined for customer needs and availability. Council mentioned they would like more positive communication regarding the Building Department to go out over the next year. It was noted that contractors from outside the area mention the easy process Pocatello provides for construction project applications. City Staff were encouraged to look for opportunities to help turn negative comments that they hear regarding the building permit process at the City into a more positive outlook. -CUSTODIAL Lynn Transtrum, Building Official, gave a brief overview of the Custodial FACILITY Facility Maintenance department. MAINTENANCE  4 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING NOVEMBER 5, 2015 Mr. Transtrum noted the department provides custodial services/maintenance for City facilities in order to keep them in functional and aesthetically pleasing condition. Custodial is made up of 6 staff (3 full-time and 3 part-time) with a 2015 Fiscal Year Budget of $442,421.00. Funding for the department is from both the general fund and fund transfers from each department served. Custodial staff services the following departments: City Hall, Police, Sanitation, Zoo administration building, Transit, Parks and Recreation (Pine Street), Police sub stations, and Animal Shelter. Joyce Stroschein, Chief Financial Officer/Treasurer, gave a breakdown of how custodial services are supported through departments and/or the general fund. Ideas to increase revenue/decrease costs - Over the years, Building staff has shifted back and forth between using outside contractors to provide janitorial needs and having an “in-house” staff. It has been determined that “in-house” staff allows customization of services and also offers special services on an “as needed” basis. Future needs – City Hall building needs the following improvements: 1) Roof is 20 plus years; 2) HVAC system is 20 plus years; 3) parking lot is 40 plus years; 4) carpeting is 10 plus years; and 5) security lock system is antiquated and expensive to maintain. Ms. Stroschein reported there is a roof renovation fund for City hall. Rent monies received from the State Liquor Store in Centennial Plaza are being diverted to the renovation account to help fund the improvements at City Hall. Mayor Blad called a recess at 11:45 a.m. Mayor Blad reconvened the meeting at 12:48 p.m. -POCATELLO David Allen, Airport Manager, provided information regarding the Pocatello REGIONAL Regional Airport. AIRPORT Mr. Allen stated there are 9 full-time employees at the Airport and the operations specialists are now doing what the Police Department once did. Custodial staff duties also include snow removal and clearing of debris that accumulates outside the airport building. Their goal is to provide and maintain necessary infrastructure for the safe and secure operation of commercial passenger service, general aviation including air cargo and air tanker operations, and non-aviation industrial uses. Mr. Allen reviewed the department’s Fiscal Year 2016 Budget of $1,298,036. He noted in 2009 the annual economic impact was approximately $39 Million. This estimate was before Petersen, Inc. relocated at the airport so the current impact is higher. He explained revenues are from the  5 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING NOVEMBER 5, 2015 following two sources: Tax Revenue in the amount of $608,466.73 (49%) and Airport Fees and rentals in the amount of $630,474.31 (51%). Activities and services provided are: Administration (Manager and Assistant) - Duties include 1) ensures compliance with all FAA and TSA directives as well as EPA and others; 2) maintains Airport Certification Manual and Airport Security Manual and trains employees/tenants as necessary for compliance; 3) manages 31 land leases and 28 facility leases or concession agreements within City-owned facilities; provides tenant support and resolves issues; 4) manages resources and scheduling; 5) plans and develops capital projects to meet current and future needs; implements projects to ensure continued safe airport operations; 6) manages two enterprise funds and a passenger facility charge program; and 7) public relations and marketing. The amount of time spent marketing was discussed. Mr. Allen explained he attends events in the community to promote the airport. Airport Operations - (3 Airport Operations Specialists) 1) staff monitors airport conditions and terminal activities 18.5 hours/day, 7 days/week; 2) total weekly hours required is 129.5; 3) total staffing ability 3 FTE 120 hours; 4) Airport maintenance and administration cover 9.5 hour “gap” Tuesday thru Thursday except when contaminants are present; and 5) training, vacation time and other absences account for significant over-time coverage. Primary duties – monitor airport conditions for compliance with FAA and TSA regulations to include: Daily self-inspection program; wildlife hazard management; snow and ice control; construction management; gate operations and proper access procedures; and threat detection. Maintenance Staff - (Maintenance Supervisor, Heavy Equipment Operator, Equipment Operator, Custodian): 1) 3400 acres with 1300 airside acres and 700 acres in business park; 2) 15 million square feet aviation pavement and safety areas (348 acres); 3) 9 linear miles, airfield lighting plus precise marking and signage; 4) 24 City-owned buildings including passenger terminal; 5) 610,000 square feet landscaping and greenbelt; and 6) cover operations duties as required for vacations and gap. Ideas to increase revenues included an increase in air service marketing and options to build on this idea. Mr. Allen noted the current $30,000.00 annual marketing budget maintains the current demand. However additional marketing is essential to increase passengers. Future needs were reviewed. Three year and five year breakdowns were given. A 10 year breakdown included developing the west-end property to include rail access. Capital and Facility Needs – The areas that will need to be replaced and/or rehabilitated at the Airport were reviewed. Mr. Allen explained the primary directive is safety and this is accomplished on a daily basis.  6 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING NOVEMBER 5, 2015 General discussion regarding flight services and future demands for flight services at the airport followed. There being no further business, Mayor Blad adjourned the meeting at 1:45 p.m. APPROVED BY: BRIAN C. BLAD, MAYOR ATTEST AND PREPARED BY: RUTH E. WHITWORTH, CITY CLERK