City Council

CITY OF POCATELLO, IDAHO CITY COUNCIL STUDY SESSION SEPTEMBER 14, 2017 AGENDA ITEM NO. 1: Mayor Brian Blad called the City Council Study Session to order ROLL CALL at 9:03 a.m. Council members present were Heidi Adamson, Roger Bray, Steve Brown, Gary and Michael L. Orr. Council member Jim Johnston was excused. AGENDA ITEM NO. 2: Frank Hartlieb, Chair Person from the Pocatello Arts Council POCATELLO ARTS COUNCIL was present to discuss the Art Council’s goals and projects, as UPDATE well as City Council’s policies and expectations. Mr. Hartlieb shared that the Arts Council had a really good year with many events. The events were: a) support Idaho State University events that brought in a concert pianist; b) joined with the Idaho Humanities Council for programs; c) two Shakespeare in the Park events here held; d) and the Sagebrush Arts Festival. Mr. Hartlieb reported on the installation of two sculptures at Centennial Park near the Charter School and footbridge. He noted that a bench was installed at Pre-History Park and fits in nicely. Mr. Hartlieb shared various other programs the Arts Council is working on. AGENDA ITEM NO. 3: Diane Bilyeu and Mavis Bateman representing the Senior SENIOR ACTIVITY CENTER Activity Center, Board of Directors; and Lynn Transtrum, UPDATE Building Official; were present to discuss the following topics with the City Council: 1) List of needs pertaining to the building where the Center is housed at 427 North 6th Avenue; 2) Senior Activity Center long-term goals; and 3) possible re-organization of the Center. Ms. Bilyeu thanked the Council for giving them an opportunity to meet with them and gave a brief overview of the Center’s facility condition. She listed the multiple services the Center provides. Ms. Bilyeu mentioned 13,000 lunches were served to seniors over the past year. She stated that the services provided by the Center have shown to help with senior’s mental health and physical health. Ms. Bilyeu explained the Board hopes the three entities (Bannock County, City of Pocatello and City of Chubbuck) will work together to develop a new center. She mentioned the City of Chubbuck has appropriated funds to complete a study to create a new recreation center which may include an area for senior citizens. The Board is not asking for funds at this time. However, they are asking that the Council keep an open mind regarding the facility and its patrons. Ms. Bilyeu distributed pictures of the current facility to the Council. Mr. Moore feels the Center serves a lot of seniors and it is amazing the number of activities that are held there. He noted that the Center is all about the health and wellness of its patrons and feel this is a perfect fit for the Portneuf Health Trust and their endeavors to get people to be more active. In response to questions from Council, Mr. Transtrum explained the problem with the current facility is the building is getting to the point that is will be difficult to fix many of the areas. He noted that a new facility will need to meet commercial building guidelines. Ms. Bilyeu mentioned the Board would like twice the room of the current facility. However, the Board will consider the results from the assessment being done by Chubbuck. The Board is also concerned with costs for maintenance, etc. once a new building is constructed. Ms. Bateman mentioned individuals that are becoming seniors seem to have more healthy life styles and like to use recreational facilities. The Board would like to provide a place for these individuals CITY COUNCIL STUDY SESSION 2 SEPTEMBER 14, 2017 when they are of age to use the facility. Ms. Bateman thanked the Council for supporting the current Center over the years. In response to questions from Council, Mr. Transtrum clarified the City owns the facility and according to the lease the City is responsible for exterior maintenance of the property. He explained the facility is deteriorating and reminded the Council the building is also part of the Bonneville Neighborhood Association. Ms. Bateman noted their Board is meeting with the Bonneville Neighborhood group. They hope to review certain areas within the facility and discuss the future of the building. Mr. Bray shared that he is quite sure the Bonneville Neighborhood Association would like the facility to stay in their neighborhood. They have a long history with the facility. AGENDA ITEM NO. 4: Rhett Nicks, Animal Services Director, was present to give a PROPOSED CHANGES TO brief update on proposed changes to the Animal Services ANIMAL SERVICES Volunteer Program that will address concerns regarding the ease VOLUNTEER PROGRAM with which individuals can volunteer. Mr. Nicks gave an overview of the proposed changes to the Animal Services Volunteer Program. He noted that volunteers will assist staff with the care, placement, and needs of the Shelter’s homeless cats and dogs as well as help out in the community with events and shelter initiatives. Mr. Nicks explained the age of volunteers has been lowered to 16 years to allow students to help at the shelter. He noted that the Shelter is now able to accept applications for volunteers on-line which reduces the time from application to actual contact with animals. Mr. Nicks has seen a significant increase in the number of volunteers and hours they are able to be at the shelter. He explained the interaction helps with the mental health of shelter animals. In closing, Mr. Nicks explained the Volunteer Manual provides a basic set of rules, regulations, standard operating procedures and guidelines. AGENDA ITEM NO. 5: Tom Kirkman, Street Operations Superintendent; Jeff PROPOSED CENTRAL Mansfield, Public Works Director; and Teresa Caudill, Street FLEET MAINTENANCE Operations Administrative Assistant; gave a presentation DEPARTMENT FOR CITY regarding the development of a Central Fleet Maintenance VEHICLES/EQUIPMENT Department that would centralize all City Vehicles and equipment maintenance. Mr. Kirkman gave a brief overview of the proposed Fleet Management Program. He explained the following items: MISSION – Evaluate methods to develop a more coordinated and consistent approach to managing the City’s fleet assets. Develop a plan that improves service levels and drives down fleet related costs for the City. PHASE 1 – a) Collected and analyzed data relative to the City’s current fleet; b) Interviewed staff and visited work sites; c) Used data to identify improvement priorities; and d) Developed improvement approaches and action plans. CITY COUNCIL STUDY SESSION 3 SEPTEMBER 14, 2017 PHASE 2 – a) Compiled data to calculate projected staff level needs (Calculated using an average from 4 industry sources-Average Vehicle Equivalents of 1538 making an average mechanic staff need of 14); b) Projected Organization Structure; c) Performed a facility needs assessment; d) Policy Development; e) and Budget Development PHASE 3 – a) Implement Fleet Advisory Board; b) Right sizing to eliminate underutilized vehicles; c) Determine a spare vehicles/equipment ratio and implement a policy; d) Develop fleet replacement policy utilizing vehicles replacement checklist; and e) Upcoming Expenditures. POTENTIAL BENEFITS – a) Knowledge/experience pool larger when mechanics are in the same location; b) All vehicle repair data in one location; c) Centralized preventative maintenance program; d) Larger facility to house all mechanics in same location; e) Fleet will be better maintained when mechanics can focus on repairs and not other department duties; f) Capital Improvement Plan- newer fleet means less repair costs; g) Less outside repairs required once mechanics are fully trained; h) Economies of scale should reduce parts budgets by at least 10%; i) Reduction in fleet size by right-sizing and j) Opportunity costs will be increased by a more managed approach to vehicle repair. POTENTIAL IMPACTS – a) Larger facility means higher overhead costs; b) Mechanic skill level unclear; c) Inconvenient/Logistics; d) Prioritization of asset repairs; and e) Mechanic overlap to other department functions. NEXT STEPS – a) Purchase/build a facility; b) Policies to Legal Department for review; c) Work with Finance to develop budget strategy; d) Hire a Fleet Manager; e) Research/purchase fleet software; f) Perform right-sizing analysis; g) Arrange ASE training schedule for mechanics; and h) Develop a Fleet Advisory Board. In response to questions from Council, Mr. Kirkman gave an overview of the land surrounding the current Street Operations facility. He explained the City does not own the land and there is not a place to create a central de-watering site. The City’s Fuel site is also an issue. Mr. Kirkman feels the vacant Western States Equipment building would be an expensive building to operate and reviewed a list of the concerns he has. Mr. Brown mentioned he would like the Council to figure out how to make the proposed fleet maintenance concept work. Mr. Moore also supports the concept and would like staff to move forward to obtain more information regarding the proposal. In response to questions from Council, Mr. Kirkman reviewed building costs for the last three City projects. He estimates the cost for a new facility would be $250.00 per square foot. Mr. Kirkman noted there are 8 acres around the Western States Equipment facility and staff could house vehicles there. It was mentioned the data presented is based off of the fuel site only. (Does not include Airport, Water Pollution Control (WPC), or Public Transit departments.) Mr. Mansfield clarified that Airport, WPC, and Public Transit are remote sites and it did not make economic sense to include these in the Fleet Maintenance group. Mayor Blad called a recess at 10:51 a.m. CITY COUNCIL STUDY SESSION 4 SEPTEMBER 14, 2017 Mayor Blad reconvened the meeting at 11:08 a.m. AGENDA ITEM NO. 6: Joyce Stroschein, Chief Financial Officer/Treasurer, and Ashley SEPTEMBER BUDGET Linton, Senior Accountant; were present to provide information AMENDMENTS FOR and explanations of proposed September budget amendments FISCAL YEAR 2017 for Fiscal Year 2017. Ms. Stroschein gave an overview of the proposed 19 amendments affecting 9 funds. She explained the difference between budget authority and actual expenditure in relation to the City’s budget. City staff needs permission (budget authority) to make an actual expenditure out of a fund, but also permission (budget authority) to move money within the city between funds. The proposed amendments are the result of unplanned grant awards/donations and expenses between different City fund sources. It was noted that a Public Hearing to discuss the proposed amendments will be held on September 21, 2017. An ordinance will also be available at that meeting for Council’s consideration. AGENDA ITEM NO. 7: Joyce Stroschein, Chief Financial Officer/Treasurer, and Ashley PROPOSED CITY OF Linton, Senior Accountant, representing the Finance POCATELLO FINANCIAL Department, were present to provide information regarding POLICIES proposed financial policies for the City of Pocatello. The policies will be placed into resolution form for Council’s consideration at a future meeting. Ms. Stroschein gave an overview of the proposed policies. PURPOSE – The City of Pocatello assumes an important responsibility to its citizens to carefully account for public funds, to manage City finances wisely, and to plan for the adequate funding of services desired by the public. The City’s financial policies establish the framework for overall fiscal planning and management. Policy Sections are – 1. Accounting Auditing and Financial Reporting; 2. Budget and Long Range Financial Planning; 3. Revenues; 4. Expenditures; 5. Fund Balance and Reserves; 6. Capital Expenditures and Improvements; 7. Debt; 8. Cash Management and Investments; and 9. Grant and Intergovernmental Revenues. Mr. Brown expressed his appreciation to Finance staff for putting the proposed policies together. Ms. Stroschein noted the following objectives for the policies are: OBJECTIVES – a) To promote sound financial management by providing accurate and timely information on the City’s financial condition; b) Design and manage an effective and efficient revenue system that assures adequate funding for services and service levels; c) Establish and define appropriate service levels and administer the expenditure of available resources to assure fiscal stability; d) To maintain sufficient reserves so as to maintain service levels during periods of economic downturn; e) Annually review and monitor the condition of the City’s capital equipment and infrastructure, setting priorities for its replacement and renovation based on needs, funding alternatives and availability of resources; f) To protect the City’s credit rating and provide for adequate resources to meet the provisions of the City’s debt obligations on all municipal debt; CITY COUNCIL STUDY SESSION 5 SEPTEMBER 14, 2017 g) Establish guidelines to invest the City’s operating cash to ensure its safety, provide necessary liquidity and maximize yield; and h) To investigate, pursue and effectively administer federal, state and other grants, which address the City’s current priorities and policy objectives. If adopted the proposed policies will assist the City with its budget process. Mayor Blad called for a recess at11:52 a.m. in order to allow the Council to attend a Kick-off event at the corner of East Chubbuck Road and Olympus Drive for the Northgate Interchange project. Mayor Blad reconvened the meeting at 2:22 p.m. AGENDA ITEM NO. 8: John Regetz, Bannock Development Corporation, Executive BANNOCK DEVELOPMENT Director, was present to give Council an update of their activities CORPORATION UPDATE and achievements. Mr. Regetz reviewed the following recent trade show connections and the distribution of flash drives promoting Pocatello: a) Working with Shot Show with Idaho Department of Commerce - 20 flash drives; b) Site Selector’s Guild – 20 flash drives; c) LiveXchange UT - 20 flash drives; d) Outdoor retailer - 20 flash drives. Mr. Regetz also reviewed the number of 2017 Responses as a result of participating in trade show events. He noted the Bannock Development Corporation Economic symposium will be held October 26, 2017. Positive Economic Trends in Pocatello since 2012 were reviewed. The YourFIT program was also reviewed and student participation in the program. Mayor Blad adjourned the meeting at 2:41 p.m. APPROVED: BRIAN C. BLAD, MAYOR ATTEST AND PREPARED BY: RUTH E. WHITWORTH, CMC, CITY CLERK