City Council

CITY OF POCATELLO, IDAHO CITY COUNCIL WORK SESSION NOVEMBER 8, 2018 AGENDA ITEM NO. 1: Mayor Brian Blad called the City Council Work Session to order ROLL CALL at 9:00 a.m. Council members present were Heidi Adamson, Rick Cheatum, Jim Johnston, and Linda Leeuwrik. Council member Roger Bray arrived at 9:03 a.m. Council member Beena Mannan was excused. AGENDA ITEM NO. 2: Sunny Shaw, Executive Director/Secretary, from Housing HOUSING ALLIANCE Alliance and Community Partnerships (HACP) discussed the AND COMMUNITY Partnership’s goals and projects, as well as Council’s policies and PARTNERSHIPS UPDATE expectations. Ms. Shaw gave an overview of the activities of the HACP. Multi-housing for families is available. The criteria and process to access family housing was reviewed. She noted 50th Anniversary events for HACP were held in 2018. Ms. Shaw reviewed the partnerships in the community that helps to make their events happen. They have implemented programs to help individuals move toward work and/or education opportunities. In response to questions from Council, Ms. Shaw feels HACP can meet the housing needs of those that are very low income through their programs. The different self-efficiency programs they offer were also reviewed. She also gave an overview of the books for all children program and her involvement in national organizations that will help benefit Pocatello. General discussion continued regarding educating individuals about the housing needs in the community. Council thanked Ms. Shaw for HACP’s work in the community. AGENDA ITEM NO. 3: Chris Sorenson, Chief Information Officer, gave a presentation SECURITY SYSTEM regarding a system to change facility access from door locks to a PRESENTATION FOR badge entry system for City Hall and the Police Department. CITY GOVERNMENT The proposed system will improve physical security at the ACCESS facility. The same system will also be used to access City Department computers and improve cybersecurity for the City’s systems and data. Information Technology staff is seek Council’s guidance/direction as to whether staff should continue to pursue the proposed system. Mr. Sorenson explained that when hired by the City he was tasked with improving the security of City facilities. He shared the changes that he has implemented to secure our network system since 2014. Mr. Sorenson reviewed security threats made toward the City’s network systems. Mr. Sorenson explained the proposed system will do the following: a) improve overall security of City personnel, physical, and data resources; b) provide a badging system to secure access to City Hall and Pocatello Police Department and is expandable to other City facilities; c) provide multi-factor authentication into City IT resources; and d) utilize same technology to accomplish items (a) through (c). Description of proposed system – A singular system utilizing smart card technology to provide access to City facilities and networks. Physical access – Begin with City Hall/Pocatello Police Department building. Up to 17 other possible locations. New Street/Sanitation/Fleet building is receiving this technology. CITY COUNCIL WORK SESSION 2 NOVEMBER 8, 2018 Initial quotes were for a limited number of doors with FOBs. Current quote includes the following: upgrade 20 existing PIN pads and add 22 new doors, Anti-pass back on 4 doors (swipe in/swipe out) and 2 vehicle access gate controllers. Logical Access – Smart Card with PIN access into all City IT systems. - PKI capability is the most secure of options looked at -Single Sign On option significantly increases costs – more secure overall, simplifies access for users, may be able to partially implement with new City App -Card and PIN for two-factor authentication -Eliminates need to keep resetting passwords Cost estimates for the proposed project was reviewed. The quotes given were for budgetary planning purposes only and are not an actual bid. Staff is seeking Council’s guidance regarding continuing steps to implement the proposed project such as: does Council want to improve overall security with new physical/logical access controls; which access control elements does the City want to pursue with this project; and identify the funding source. In response to questions from Council, Mr. Sorenson explained public access into the building for daily business will change. Staff would need to allow access for individuals that come into the building for appointments. Mr. Sorenson suggested the second set of doors past the Utility Billing area and Council Chambers could be locked. Individuals would not gain direct access into all City Hall offices, but would be escorted by staff. Mr. Sorenson mentioned the Police Department has an access system already in place. Discussion regarding access into and out of the building continued. Access for Advisory Committees that meet in City Hall after hours would need to be addressed. The meeting process for these Advisory Boards would also need to be considered. Ms. Adamson shared that she does not feel ready to give guidance at this point and feels more information is needed. Ms. Leeuwrik agreed, she feels more time is necessary to research public access before giving guidance. All things need to be considered. Mr. Johnston would like to continue the discussion. He noted that the new fleet building will have the technology and perhaps the design of City Hall could to be looked at as well. Mr. Johnston would support a study that would look at the building design and give an analysis. He suggested the topic could come as a Fiscal Year 2020 Budget item for further review. In response to questions from Council, Mr. Sorenson reported that the entire City computer system was encrypted only a week earlier. Fortunately the right systems are place so the data was saved. He suggested the City look at cyber security first and then utilize the same smart cards for monitoring building access. CITY COUNCIL WORK SESSION 3 NOVEMBER 8, 2018 In closing, Council did not give staff direction on the item. It was mentioned that they will discuss this topic in more detail at the November 15, 2018 Council Liaison/Work Session Clarification meeting. AGENDA ITEM NO. 4: Jeff Mansfield, Public Work Director/City Engineer; Tom STREET OPERATIONS Kirkham, Deputy Public Work Director; Merril Quayle, -OLYMPUS DRIVE Development Engineer; and Searra Simpson, Management EXTENSION UPDATE Assistant; presented an update regarding the status of construction on Olympus Drive from Jerome Street to the new Siphon Road I-15 interchange. The presentation included information regarding the design, infrastructure installation, and paving status, as well as information on the new pedestrian walkway, roundabout and interchange. Mr. Mansfield gave a brief overview of the Olympus Drive project. He noted this is one of the biggest projects they have worked on in Pocatello. Mr. Kirkman gave thanks to Ken Wilson, City employee who took his drone up to the construction area to obtain video of the project over the summer months. History of Olympus Drive - Winter 2015/2016 City determined the section of road on Olympus between Butte Street and Jerome Street needed improvements. As a result, staff worked with Bannock County to correct the issues. City staff improved the east side and Bannock County improved the west side of Olympus Drive. Stormwater was redirected to the soccer fields, curbing, sidewalks and a recreation path. Also solar powered crosswalk signals were installed. Jerome Street to Chubbuck Road needed infrastructure and the redesign of the stretch of road was shared. This portion of the Olympus Drive roadway has been completed. There is a crosswalk just south of Chubbuck Road. No pedestrian crossing will be placed at Olympus Drive and Chubbuck Road for increased safety. The drainage system has been upgraded, including catch basins and conduit; Water and sewer lines were installed; Stop sign installed on Chubbuck Road at Olympus Drive; and rapid rectangular flashing beacons will be installed on Olympus Drive South of Chubbuck Road and on Chubbuck Road (west of Olympus Drive). In response to questions from Council, Mr. Kirkman explained there are pedestrian tunnels being utilized in many communities. He mentioned the pedestrian tunnel under South Valley Road is well used. Mr. Kirkman noted he has not evaluated the costs to remove snow in the Northgate Development so he is not able to estimate how a possible TIF district may affect the funding needed. However, he will continue to research the costs for maintenance, etc. Mr. Kirkman reported that Olympus Drive will change to North Gate Parkway once the round a bout is reached within the development. The road will remain North Gate Parkway to the Interstate 15 interchange. Mayor Blad called for a recess at 10:40 a.m. Mayor Blad reconvened the meeting at 10:49 a.m. CITY COUNCIL WORK SESSION 4 NOVEMBER 8, 2018 AGENDA ITEM NO. 5: Lynette Sampson, Human Resources Consultant; John Banks, CRIMINAL BACKGROUND Parks and Recreation Director; and Kirk Bybee, City Risk SCREENINGS UPDATE Manager; presented proposed policies and guidelines for criminal back ground screening of City employees and volunteers. The policy presentation is in response to Council’s direction given to staff at the September 13, 2018 Work Session. Mr. Banks gave a brief history of the presentation given by Human Resources, Legal and Parks & Recreation staff regarding the background check process as presented at the September 13, 2018 Work Session. Staff has identified the following groups that will be impacted with the new policy. They are: 1) All new City Employees; 2) Employees taking a position in Parks and Recreation, Library, Police, Fire and Transit Department. 3) Non-Employees: New volunteers for – Library, Parks and Recreation (Youth Sports Coaches – one per year), Sister Cities Subcommittees and Other volunteers as determined on a case-by-case basis who are deemed to have a potential for working in an unsupervised setting with children and other potentially vulnerable populations. Next steps - Fiscal Year 2020 Budget Proposals will need to include additional line items or an increase to professional services line. Human Resources’ Fiscal Year 2019 budget was increased $10,000.00 to cover the first year of screening. The number of possible screenings was discussed. Staff recommendation for screenings – -New Employees -Returning seasonal employees after a period of six (6) months -New Volunteers, Youth sports coaches -Employees moving to positions where they have the opportunity to work unsupervised with vulnerable populations, including youth. In response to questions from Council, Ms. Sampson shared that many cities require background checks for the recommended individuals as outlined. She added that cities that do require background screenings require them for all new employees. In response to questions from Council, Mr. Banks suggested that volunteer background screenings be left up to staff interpretation. However, volunteers deemed to have unsupervised contact with youth populations should be mandatory. Mr. Banks added the City has entered into an agreement for this service in order to have a neutral contractor. He will ask the contractor if there are “false positives” and how many. Mr. Banks explained one of the contingencies of screening is if a screening produces a red flag - staff will be notified to verify the situation before further contact is made. In response to questions from Council, Mr. Bybee shared his concerns of doing background screenings of current employees and the issues that may occur with this practice. He explained if the current employee is a good worker and the City finds out something negative from past history, there may not be anything he can do to remove the employee from the position. This would be a case by case situation – if someone miss-represents themselves this would be researched. An applicant would be given the opportunity to contest the outcome if a false positive occurred. Mr. Bybee agreed volunteers working with youth need to be taken into consideration. Sister City Committees and their host families, etc. is an issue because of their connection with youth delegates. CITY COUNCIL WORK SESSION 5 NOVEMBER 8, 2018 Mayor Blad feels the background screening has grown since the initial presentation. He does not want the City to be over reaching on this and wants to keep this manageable. Mr. Banks feels that coaches that have unsupervised access to children should be checked and recommends that all new coaches and returning coaches should be screened annually. There is an application fee for each background screening. However, coaches volunteer large amounts of their time to the teams. Perhaps the cost for screenings could be spread out over the team fees in Fiscal Year 2020. Mr. Banks mentioned that Council has already approved the agreement and staff is looking for categories to apply the screenings to. A motion was made by Mr. Cheatum, seconded by Ms. Adamson, to move forward with background screenings as outlined by staff. Further discussion regarding volunteers connected with Sister Cities youth delegates and host families followed. Since most host families are not identified until youth delegates arrive, trying to obtain a background screening would be an issue. Mr. Cheatum’s motion was voted upon at this time. Those voting in favor were, Cheatum, Adamson, Bray, Leeuwrik and Johnston. In closing it was noted that volunteers on advisory boards may need to be reviewed on a case-by- case basis. AGENDA ITEM NO. 6: Jared Johnson, City Attorney; and Roger Schei, Police Major; PROPOSED HANDS presented a proposed Ordinance enacting a new section of FREE ORDINANCE Pocatello Municipal Code Title 10, Chapter 08, Section 270 “Distracted Driving” prohibiting the use of mobile electronic devices while driving, establishing penalties and allow law enforcement officers to stop vehicles for violations. Jared Johnson, City Attorney, gave an overview of the proposed ordinance. He explained the ordinance encourages and promotes safe driving habits, regulates the safe use of mobile electronic devices in motor vehicles that may reduce vehicle accidents, injury to people and damage to property. A new Section 270 of Chapter 8, Title 10, “Distracted Driving” would be created. The section would apply to mobile electronic devices and prohibiting their use in motor vehicles with an exception to the following: 1) A law enforcement officer, firefighter, emergency medical technician, paramedic, operator of an authorized emergency vehicle or similarly engaged paid or volunteer public safety first responder during the performance of that person’s official duties, and a public utility employee or contractor acting within the scope of that person’s employment when responding to a public utility emergency; 2) The use of a mobile electronic device including a text messaging device, for emergency purposes. (Emergency purposes were defined.); 3) Use of a global positioning or navigation system feature of a mobile electronic device, provided that the operator of the vehicle is not manually entering information into the global positioning or navigation system feature of the device and the device is not in the operator’s hands while operating the vehicle; and 4) Use of a mobile electronic device in a voice-operated or hands free mode, only where the operator of the motor vehicle does not use their hands to operate the device, except to activate or deactivate the voice-operated function of device. CITY COUNCIL WORK SESSION 6 NOVEMBER 8, 2018 Officers having authority for a primary stop of violators and penalties were also reviewed. It was noted that this is a temporary regulation necessary to cover the special condition of driving while using a mobile electronic device in the absence of a State-wide regulation of the same. Mr. Schei reviewed the number of citations issued in Pocatello for inattentive driving and/or cell phone use from 2015 to November 2018. He explained cell phone use can be talking, texting or otherwise being distracted by their phone. Mr. Schei noted the citation count is from documents listing these actions as noted by the officer. Mr. Johnson noted the temporary status of the ordinance. The Council shall review and assess the necessity of the temporary Ordinance to determine whether it should continue as a temporary ordinance or should be revoked. General discussion regarding noticing drivers about the hands free law followed. Signage for drivers coming into city limits to alert them that Pocatello is a “hands free zone” could be posted. Police would have the option to pull vehicles over and educate drivers about the ordinance and not be required to write a citation. Media sources can also help with getting the information out to the public. It was mentioned that fairly young drivers using their cellphones are the most vulnerable. In response to questions from Council, Mr. Schei explained enforcement of the ordinance will be difficult. However, preventing the use of cell phones will help prevent accidents. Officers can give warnings to help educate the public about the new ordinance. Discussion continued and citation/infraction amounts were discussed. The number of citations could progress higher if multiple citations were issued. It was clarified that a driver can talk on the phone, but it cannot be held by their hand. Hands free use of a cell phone is not prohibited. A motion was made by Ms. Adamson, seconded by Ms. Leeuwrik, to direct staff to prepare a temporary ordinance (3-year period) as presented that will phased-in over a six (6) month period; and to prepare a resolution identifying a citation amount of $80.00. Mr. Cheatum announced he feels $80.00 is too much for a first offense. Council discussion followed regarding the implementation of a graduated number of offenses and what each step would be. It was noted that it would be difficult for an officer to know the number of offences/citations that have been written per driver. Mr. Johnson recommended that there not be a phase-in period. He felt the ordinance should take effect on a specific date and not over a period of time. Discussion continued regarding phasing in the ordinance, citation amounts, and the ability to give warnings to drivers. It was suggested the fine(s) amount be determined at a later date. After the discussion, Ms. Adamson withdrew her motion. A motion was made by Ms. Adamson, seconded by Ms. Leeuwrik, to direct staff to prepare a temporary “Hands Free” ordinance (3-year period) as presented for consideration on a future Council agenda. Upon roll call, those voting in favor were Adamson, Leeuwrik, Bray, Cheatum and Johnston. CITY COUNCIL WORK SESSION 7 NOVEMBER 8, 2018 A motion was made by Mr. Johnston, seconded by Ms. Leeuwrik, to direct staff to prepare a resolution to establish the fine amount for violating the proposed “Hands Free” ordinance for consideration on a future Council agenda. Upon roll call, those voting in favor were Johnston, Leeuwrik, Adamson, Bray and Cheatum. It was announced that Council will continue discussion on a fine amount for violating the proposed ordinance at the November 15, 2018 Council Liaison/Work Session Clarification meeting. There being no further discussion, Mayor Blad adjourned the meeting at 11:54 a.m. APPROVED: BRIAN C. BLAD, MAYOR ATTEST AND PREPARED BY: RUTH E. WHITWORTH, CITY CLERK