City Council

CITY OF POCATELLO, IDAHO SPECIAL CITY COUNCIL MEETING BUDGET RESTRUCTURING DECEMBER 3, 2015 AGENDA ITEM NO. 1: The City Council Budget Restructuring meeting was called to ROLL CALL order at 9:01 a.m. by Council President Craig Cooper. Council members present were Steve Brown, Gary Moore, Eva Johnson Nye and Michael L. Orr. Mayor Blad and Council member Jim Johnston were excused. CITY DEPARTMENT PRESENTATIONS- It was 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. PARKS AND John Banks, Parks and Recreation Director, provided information RECREATION regarding the City’s Parks, Zoo and Cemetery divisions of the Parks DEPARTMENTS and Recreation Department. -PARKS John Banks, Director gave an overview of the City’s Park System. He DIVISION explained the presentations would be broken into the following three categories: 1) Community Parks, 2) Neighborhood Parks; and 3) Natural and Landscaped Areas. Mr. Green reviewed the organizational chart for the department. He explained there are 13 full-time and 37 part-time employees. Mr. Green noted there are 15 seasonal part-time positions. Many of the seasonal employees that mow the grass have been doing this for approximately 30 years. Mr. Banks stated the mission of the Parks Department is to enhance quality of life by providing and maintaining parks, beautification areas and recreational facilities. Staff maintains 26 parks covering 251 developed acres. Beautification/landscaped/greenway expansion areas include maintenance of 40 areas covering 51 acres. Playgrounds and Sports facilities, recreation facilities and community facilities were also reviewed. A chart showing services provided by the Parks Division broken down by expenses and revenues was reviewed. It was noted that vandalism of parks and equipment has decreased. Minimal maintenance is being done on the greenway trails at this time. Staff will work with the Greenway Foundation when special projects are being done. As new greenway trails are developed, staff encourages volunteers to create and maintain the trails. Council discussion regarding expenses for the Senior Citizen Center and identifying other properties/areas that fall within duties of the Park Division followed. Determining actual expenses for maintenance of these areas and how the costs should be allocated in the budget was discussed.  2 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING DECEMBER 3, 2015 Council would like a cost breakdown of these areas as they move forward to determine the City’s budget for Fiscal Year 2017. In response to questions from Council, Mr. Banks reviewed how Pocatello’s parks compare to other cities/agencies of similar size. The National Recreation and Parks Association’s 2015 National Data Base Analysis was reviewed. The analysis included the number of parks acres per 1,000 residents, cost per acres to maintain, acres of park land maintained or managed per full-time employee. The analysis shows Pocatello’s Parks are run very efficiently and the number of parks per capita is within recommended guidelines. Mr. Green mentioned some citizens have asked about having a park in their neighborhood. He cautioned Council to weigh the costs of maintenance before moving forward with creating more neighborhood parks. BUDGET – Mr. Banks noted the Fiscal Year 2015 budget was $2,059,282.00 of which 98% is Tax supported and 2% is Fee supported. FUTURE NEEDS AND POTENTIAL IMPROVEMENTS – Community Parks, Neighborhood Parks and Natural Landscape Areas. The Department’s goal is to develop a sustainable repair and/or replacement program and funding mechanism for aging Park Infrastructure (i.e. playgrounds, restrooms, shelters, asphalt, athletic facilities, etc.) and maintenance equipment (mowers, chippers, etc.) The top Park system needs are: No. 1 Permanent restroom for Ross Park Lower – most heavily used park in the parks system and host to many major events. Parks Division has talent on staff that can build a restroom in-house for approximately $80,000.00. No. 2 Playground structure for Scardino Park – one of the only large neighborhood parks that does not have a quality playground. No. 3 Overlay asphalt park pathways at Sacajawea Park. This is a Natural Park that sits along the Portneuf River and is a favorite for walkers, bikers and joggers (heavily used.) Playground Replacement Schedule and Permanent Restroom Buildings and how this is determined were reviewed. Need to start looking at replacing equipment and make a plan. Remaining Park System needs were outlined. In response to questions from Council, Mr. Banks feels the following Parks are good restroom location candidates: Caldwell Park, Scardino Park, Ammon Park, Bonneville Park and Sacajawea Park. He explained Park staff can construct a one-stall restroom for around $15,000.00. General discussion followed with suggestions of ways to obtain funding for needed park upgrades.  3 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING DECEMBER 3, 2015 Mr. Green reviewed equipment needs. He stressed the importance of keeping up to date on equipment. Mr. Green would like to keep funds available to purchase a new mower when needed. Capital replacement values and preparing for large equipment purchases was reviewed. INCREASE CITY REVENUES AND DECREASE COSTS - 1) Expanded fee structure options for picnic shelter and athletic facility use (i.e. include hourly rates by user group type, as well as current per day use rates); 2) Consider adopting a cost recovery policy/philosophy on which to base facility use fees; and 3) Increases to Picnic Shelter and Athletic Facility User Fees (per proposed cost recovery policy). Staff recommendations for a potential cost recovery policy - Picnic shelter and athletic facility use fees should recover a portion of the City’s annual maintenance costs for those facilities, not to exceed 10% of previous fiscal year’s final maintenance costs. This percentage will be determined when fee resolutions are adopted by Council each year. Fee recommendations will be based on an analysis of fees charged by other local communities who reserve comparable facilities. Consider assessing facility use fees from School District No. 25 users; consider assessing facility use fees to select Youth Sports organizations (i.e. Gate City Soccer). Explore Cost Saving Operational changes. -ZOO John Banks, Parks and Recreation Director; and Peter Pruett, Zoo DIVISION Superintendent, gave an overview of the Zoo Division. BUDGET – Mr. Banks noted the Fiscal Year 2015 budget was $727,109.00 of which 85% is Tax supported and 15% is Fee supported. Mr. Pruett reviewed the organization chart noting there are 7 full-time, one half-time and 3 part-time (1 variable hour and 2 seasonal) employees. He gave a brief outline of the lead zoo keeper position and his positive impact on Zoo staff. Mr. Pruett feels he has a “world class” staff and Pocatello will have a “world class” zoo as a result. Zoo Mission was shared – Dedicated to educating and motivating the public to become active stewards of the environment through their support of habitat preservation and wildlife conservation worldwide. Mr. Banks reviewed the services provided and expenses/revenues for the Zoo. He feels staff is moving forward with cost effective measures and shared ideas to increase attendance while providing a more pleasant experience for visitors. Mr. Pruett provided comparisons of Pocatello’s Zoo to similar Association of Zoos and Aquarium (AZA) Zoos. He reported the Zoo’s budget is appropriate for its size and animal collection. However, it is felt that strategies to increase zoo attendance numbers as compared to the Metro Statistical Area (MSA) should be developed and implemented.  4 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING DECEMBER 3, 2015 IDEAS TO INCREASE ZOO ATTENDANCE – 1) Staff would like Council’s permission to change the name of the zoo to “Zoo Idaho”, which better describes the zoo, creates greater name recognition and increases marketability; 2) Work with Zoological Society to increase marketing beyond Pocatello; 3) increase web presence beyond Facebook and the Zoo webpage; 4) offer one free zoo day sponsored by the Zoo and City; 5) continue to improve guest amenities such as pathways, shade structures, play zones, rest zones, gift shop, flushable bathrooms, renovate outdated exhibits, increase guest/keeper interactions, fill exhibits to capacity and improve landscaping. It was also mentioned the addition of Animal Experiences such as behind the scene tours and feeding experiences; Corporate Sponsorship Programs, Exhibit Sponsorships, Zoo Day Sponsorships, develop an Annual Campaign; Increase Zoo Events (both Zoo and Zoo Society Sponsored). ZOO FUTURE NEEDS – No. 1 Renovation of the black bear and cougar exhibits to meet updated husbandry standards (using potential grant and capital campaign funding available). No. 2 Significant path repair (that includes ADA accessibility-also needed for AZA accreditation). No. 3 Quarantine Facilities (for new animal acquisitions-also needed for AZA accreditation). No. 4 Updated Zoo Master Plan Mr. Banks also noted that staff is exploring building options that are cost feasible. He will submit building options to the Zoo Society and the Parks and Recreation Advisory Board prior to coming before Council for direction/approval. Council President Cooper called for a recess at 11:15 a.m. Council President Cooper reconvened the meeting at 11:26 a.m. -CEMETERIES John Banks, Parks and Recreation Director, gave an overview of DIVISION Mountain View and Restlawn Cemeteries BUDGET – Mr. Banks noted the Fiscal Year 2015 Cemeteries budget was $498,649.00 of which 38% is Tax supported and 62% is Fee supported. He explained revenues are derived from lot sales and interment/burial fees. Mr. Banks reported there are 3 full-time, one half-time and 8 part-time employees in the division. Mission statement was reviewed – To provide a sanctuary of peace and to ensure that the cemeteries function efficiently, are properly maintained, and the public’s needs are met through timely and courteous service.  5 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING DECEMBER 3, 2015 SERVICES PROVIDED – Interment/burial services, lot sales, record keeping, in conjunction with funeral homes and other cemetery related businesses; cemetery grounds maintenance and equipment/facility maintenance. In response to questions from Council, Mr. Banks explained survey results show Pocatello is very efficient compared to other areas with a cemetery. He noted due to the congested environment of a cemetery, maintenance is far more intense that the relative accessibility of a park. FUTURE NEEDS – No. 1 Flat bed dump truck (current truck is over 10 years old and will soon be in need of replacement). No. 2 Replacement of Mountain View Cemetery’s damaged historical fencing along 5th Avenue. Staff recommends salvaging the remaining black historical fencing that is in acceptable condition, placing the salvaged fencing adjacent to the main cemetery entrance and replacing the remaining non-salvageable/damaged fencing with galvanized chain link. This fencing type will be consistent with what is already in place at other areas of the cemetery. No. 3 Construction of sidewalks along 5th Avenue bordering Restlawn Cemetery. A sidewalk is needed for pedestrian traffic along 5th Avenue to connect existing sidewalks. IDEAS TO INCREASE CEMETERY REVENUES AND DECREASE COSTS - Increases to Cemetery Fees; Expanded Fee Structure to include future maintenance fee on lots sold; and explore potential revenue generating opportunities for Brady Chapel. Council discussion regarding the expansion of cemetery space for the influx of “baby boomers” followed. It was mentioned staff has already seen more people choosing cremation. This allows burial services to be delayed while waiting for additional remains to be placed in one lot. Ideas to expand and make room for additional lots were shared. Mr. Banks announced staff will begin the process to create a fee resolution charging for continued grave site maintenance for Council’s consideration. -ANIMAL SERVICES Mary Remer, Animal Services Director, and Danielle Garcia, Animal DEPARTMENT Shelter Manager, provided information regarding the Animal Services Department. Ms. Remer gave a brief overview of the unique challenge/balancing act to bring all of the agencies and resources together for a successful outcome for the animals. She reviewed the organizational chart which includes: 12 full-time and 2 part-time staff members. There are also multiple volunteers that help with the shelter.  6 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING DECEMBER 3, 2015 BUDGET- Fiscal Year 2015 budget was $927,812.00 of which 78% is from taxes, 20% fees and 2% grants/donations. Ms. Remer reviewed the winter and summer schedules for Animal Control Officers. She explained in winter one of the officers works in the kennels and also performs officer duties. Ms. Remer shared her concerns when the officer returns to the field and can no longer help in the kennels. This will leave a staff shortage in the shelter during a busier time of year. NEW SHELTER CHALLENGES – more area to cover, drain system challenges, hose challenges; larger holding area; adoption policy upgrades (health checks and behavior testing). Council discussion regarding problems with proper drainage in the kennels followed. It was noted there are very small drains in each kennel. As a result, it is taking staff much longer to clean the kennels. Ms. Remer outlined the Shelter Office staff duties and challenges they have in order to meet the public’s need. She mentioned the Shelter Manager and Director are spending a large amount of time helping in the office to assist the public. As a result, their own work is being done after hours when the shelter is closed or taken home. VOLUNTEERS – have 25 to 30 active volunteers. The Volunteer Coordinator has been helping in the office and is not able to spend more time promoting and training volunteers. Ms. Remer would like the Coordinator position to become salary based because of the fluctuating schedule to perform their duties. FUTURE NEEDS – Installation of a timer to control the open/close mechanism in the kennel’s venting system to prevent heat loss – costs to implement is approximately $4,500 to $5,000. Staff is not in the building during the night so the vents can be closed to save energy. Heat loss can be extreme and a timer will stop the waste. General discussion followed regarding ways to fund the timer purchase and installation to save on the higher utility costs. Ms. Remer mentioned staff may need to erect a wall directly outside the building to stop the sound of barking dogs from being carried down the hill toward apartments and Restlawn Cemetery located near 4th and 5th Avenues. Staff has been contacted by tenants in the apartments and Cemetery staff regarding the noise issue. SERVICES PROVIDED –Holding facility for the City of Pocatello; have contracts with Bannock County and City of American Falls; and other small communities to the South. Ms. Remer explained the difference between “no kill” verses “kill shelters”; more spay/neuter programs needed; stricter breeding laws. The process to adopt animals was reviewed. It was mentioned that 598 dogs and 529 cats were adopted by new owners in 2015.  7 CITY COUNCIL SPECIAL MEETING- BUDGET RESTRUCTURING DECEMBER 3, 2015 Owner claim rates for dogs and cats were reviewed. Euthanasia rates and Foster Home programs were also reviewed. Ms. Remer stated there is a cost to provide an animal shelter for the community. However, it would be more costly if the animals were not controlled. She reviewed fundraising events provided by Friends of the Pocatello Animal Shelter (Friends). Ms. Remer outlined the funds raised by Friends helped with costs to install the following: a) outside dog runs at the new shelter; b) turf; c) cat bowl and d) Katie’s Dog Park. IDEAS TO INCREASE REVENUE- 1. Use of education center-dog training classes, education/training. 2. Incinerator vs crematorium (incinerator is more efficient) building is ready, budget will have to be adjusted for gas increase (approximately $20,000.00), contract can be held with Idaho State Police, Animals at this time are all transported to Idaho Falls. In closing, Council thanked Ms. Remer for the remarkable job she has done as Animal Services Director and wished her well in her upcoming retirement from the City. There have been many tough situations and Ms. Remer has represented the City well. Ms. Remer thanked the Council for their support. There being no further business, Council President Cooper adjourned the meeting at 12:33 p.m. APPROVED BY: BRIAN C. BLAD, MAYOR ATTEST AND PREPARED BY: RUTH E. WHITWORTH, CITY CLERK