City Council

CITY OF POCATELLO, IDAHO CITY COUNCIL BUDGET DEVELOPMENT MEETING JUNE 7, 2021 AGENDA ITEM NO. 1: Mayor Brian Blad called the City Council Budget Development ROLL CALL Meeting to order at 9:07 a.m. Council members present were Heidi Adamson, Roger Bray, Rick Cheatum, Linda Leeuwrik, Claudia Ortega and Chris Stevens. AGENDA ITEM NO. 2: Jim Krueger, Chief Financial Officer/Treasurer, gave a brief FISCAL YEAR 2022 overview of budget development items related to creation of the BUDGET DEVELOPMENT City’s Fiscal Year 2022 Budget. OVERVIEW Mr. Krueger gave an overview of the previous Budget Development meeting held on May 27, 2021 in which the following topics were discussed: Employee benefits; Non-departmental items; Police Department; and Fire Department budgets. AGENDA ITEM NO. 3: Skyler Beebe, Pocatello Regional Transit Director, was present to 2022 BUDGET give a presentation. PRESENTATION – POCATELLO REGIONAL TRANSIT Mr. Beebe reviewed the organization within the Transit Department and current staffing levels. He noted that many employees within the department are part-time employees. In response to a question from Council, he stated that no City funds are used for the operation of the Rural program. Mr. Krueger reviewed the proposed 2022 budget including pay and benefits; operations; and capital outlay items. Service level changes and other major initiatives include:  Intelligent Transportation Systems (ITS) for vehicle data terminals, dispatch software, real time passenger features, implementation costs and license/service fees. Federal funding would be provided through the Rural and Urban programs.  Bus Replacements for one (1) heavy duty coach, to be 100% federally funded; two (2) rural light duty cutaway vehicles, to be 80% federally funded with a 20% local match; and three (3) urban light duty cutaway vehicles, to be 80% federally funded with a 20% local match. Mr. Beebe stated that ridership decreased due to COVID circumstances, but it continues to increase to average levels. He does not anticipate any service changes. AGENDA ITEM NO. 4: Jared Johnson, City Attorney, was present to give a 2022 BUDGET presentation. PRESENTATION – LEGAL DEPARTMENT Mr. Johnson reviewed the organization within the Legal Department and current staffing levels. He stated that the recent retirement of an attorney led to restructuring of duties among the Legal  2 BUDGET DEVELOPMENT MEETING JUNE 7, 2021 Department staff. He reported that all three attorneys in the department would now be involved in civil and criminal cases. Mr. Johnson added that due to changes in legislation, magistrate court costs have been reduced, but additional revenues may be realized by having three attorneys working on court cases. AGENDA ITEM NO. 5: Heather Buchanan, Human Resources Director, was present to 2022 BUDGET give a presentation. PRESENTATION – HUMAN RESOURCES DEPARTMENT Ms. Buchanan reviewed the organization within the Human Resources Department and current staffing levels. She gave an overview of the budget changes which include an increase in Consulting Services, as a result of the change in the Employee Assistance Program (EAP) provider, and a decrease in Professional Services budgeted for entry level police officer and firefighter testing. She explained that due to changes in testing frequency, those expenditures will now be assumed by those departments. Service level changes and other major initiatives include:  Diversity, Equity and Inclusion (DEI) Measures – nursing pods in City facilities; medical plan for domestic partnership; better interior door signage; inclusive work schedule for staff in City Hall and frequently used online public forms in Spanish and Mandarin. These topics will be discussed in a future Work Session.  Training Tracking and Budget – start a centralized Learning Management System (LMS) to track employee training  Wellness Programs – tailored to address trends identified in medical plan utilization  Comprehensive Compensation Study – compensation analysis and external study  Benefit Enrollment – online enrollment program, provided through GBS Benefits  ISU Partnerships – internship options with ISU and expansion of work-study program participation Mayor Blad called a recess at 9:59 a.m. Mayor Blad reconvened the meeting at 10:10 a.m. AGENDA ITEM NO. 6: Anne Butler, Wellness Coordinator/Risk Manager, was present 2022 BUDGET to give a presentation. PRESENTATION – EMPLOYEE WELLNESS DIVISION Ms. Butler gave an overview of the Wellness program. She stated the annual health fair is an important portion of the success of the program. There were many necessary changes to the event during 2020, but the event will continue to provide necessary screenings and education for employees. Preventative  3 BUDGET DEVELOPMENT MEETING JUNE 7, 2021 actions, such as health screenings and wellness visits, are influential factors to effectuate positive results and lower insurance ratings. AGENDA ITEM NO. 7: Jim Krueger, Chief Financial Officer, was present to give a 2022 BUDGET presentation. PRESENTATION – FINANCE DEPARTMENT Mr. Krueger reviewed the organization within the Finance Department and current staffing levels. He indicated recruitment for vacant positions has been difficult. The finance software system is adequate, but will need improvements in the future. AGENDA ITEM NO. 8: Richard Bigelow, Building Official, was present to give a 2022 BUDGET presentation. PRESENTATION – BUILDING DEPARTMENT Mr. Bigelow reviewed the organization within the Building Department and current staffing levels. Service level changes and other major initiatives include:  During 2020, a total of 107 single family building permits were issued. As of May 2021, 105 single family building permits had been issued for the year. Building trends continue to increase.  An increase in the number of inspectors will be necessary in the near future, as will replacement of one inspector due to and upcoming retirement. Recruitment is difficult, as employment for those in the building trades is more lucrative in the private sector.  Providing inspections for the City of Chubbuck by electrical and plumbing inspectors generates additional revenue.  Purchase of a new vehicle for the Building Department is requested. AGENDA ITEM NO. 9: Richard Bigelow, Building Official, was present to give a 2022 BUDGET presentation. PRESENTATION – CITY HALL FACILITIES Mr. Bigelow reviewed the organization within the City Hall/Housekeeping Department and current staffing levels. Service level changes and other major initiatives include:  Staff has had a challenging year with increased cleaning and sanitizing measures necessary due to COVID-19 circumstances.  City Hall is an aging facility with upgrades necessary within the HVAC system. Reorganizations within departments and additional security measures have necessitated some remodeling of the current facility. Discussion regarding a maintenance plan for City Hall or construction of a new facility will be necessary at a future Work Session.  4 BUDGET DEVELOPMENT MEETING JUNE 7, 2021 Council members discussed the importance of addressing facility maintenance issues and capital needs. Discussion followed regarding examination of a City motor pool. AGENDA ITEM NO. 10: Jeff Mansfield, Public Works Director, was present to give a 2022 BUDGET presentation. PRESENTATION – PUBLIC WORKS Mr. Mansfield reviewed the organization within the Public Works Department and current staffing levels in the following divisions:  Public Works  Engineering  GIS  Science and Environment Major initiatives include:  Keep residential, commercial and industrial development moving and in compliance with local, state and federal standards.  Provide development review to ensure proper maintenance standards are upheld.  Manage federal aid projects involving roads and bridges.  Design and provide construction administration services for sidewalks, sewer, water and street projects, eliminating the need to contract outside the City when possible  Conduct Erosion and Sediment control inspections and Right-of-Way inspections. In response to a question from Council, Mr. Mansfield stated that Pocatello does not currently have a stormwater fee. Mr. Krueger gave an overview of the proposed budgets for each division. AGENDA ITEM NO. 11: Brent McLane, Planning and Development Services Director, 2022 BUDGET was present to give a presentation. PRESENTATION – PLANNING AND DEVELOPMENT SERVICES Mr. McLane reviewed the organization within the Planning and Development Services Department and current staffing levels in the following divisions:  Planning Division  Federal Grant Programs  5 BUDGET DEVELOPMENT MEETING JUNE 7, 2021 Service level changes and other major initiatives include:  Purchase of Planning Software in the amount of $50,000 – Implementation of an online application and review system to turn paper forms into digital workflows would automate the internal processes; the streamlined system would create a better citizen experience and reduce the need for additional personnel; the need for physical space would be reduced as applications and requests could be stored electronically instead of in filing cabinets.  Hire a consultant to complete the CDBG 5-Year Consolidated Plan in the amount of $50,000.00, completing this plan by February 2022, as required by HUD. In response to questions from Council, Mr. McLane stated that the funding for the CDBG 5-year Consolidated Plan would be a one-time expense and that future consultant expenses would be budgeted for in federal grant allocations. In response to a question from Council, Heather Buchanan, Human Resources Director, stated that training expenses are budgeted in each department appropriately. She clarified that tuition reimbursement is different from training adn is a benefit which is overseen by the Human Resources Department. Mayor Blad called a recess at 11:36 a.m. Mayor Blad reconvened the meeting at 11:42 a.m. Mayor Blad announced that Agenda Item No. 13 would be held at this time. AGENDA ITEM NO. 13: Anne Nichols, Administrative Services Manager, was present to 2022 BUDGET give a presentation. PRESENTATION – MAYOR/CITY COUNCIL DEPARTMENT Ms. Nichols reviewed the organization within the Mayor/City Council Department and current staffing levels. In response to questions from Council, Ms. Nichols discussed the following budget items: Mayoral runoff election expense; City Codification expenses; internal transfers; trainings; and travel expenses. She stated that additional signage and advertising expenses pertaining to COVID issues were paid for by Southeast Idaho Public Health, and that public education efforts were coordinated by Public Information Officer, Logan McDougall. Mr. Krueger clarified that interfund transfers are present in all department budgets. These allocations allow for the operation of Finance, City Council, Fleet, Legal and Human Resources, which are necessary for the operation of other departments. Information Technology (IT) is an internal services fund and operates independently from the General Fund. These transfers allow departments to properly allocate costs.  6 BUDGET DEVELOPMENT MEETING JUNE 7, 2021 Council members discussed virtual and in-person training opportunities. Mayor Blad announced that Agenda Item No. 12 would be held at this time. AGENDA ITEM NO. 12: Josh Heinz, Animal Services Director, was present to give a 2022 BUDGET presentation. PRESENTATION – ANIMAL SERVICES Mr. Heinz reviewed the organization within the Animal Services Department and current staffing levels. In response to questions from Council, he stated that the shelter currently has a live release rate of 81.7%, and that a live release rate of 90% constitutes a shelter to be a “no-kill” facility. Mr. Heinz stated that not all cats are tested for feline leukemia when they are brought to the shelter. Only cats that meet the guideline requirements are tested and if positive, are kept separate from other animals. Council discussed staffing levels, finding efficiencies within the administration of the Animal Services Department and effects of COVID-related service levels and fundraising opportunities. In response to questions from Council, Mr. Heinz spoke of the process for animal relicensing and renewal of multiple animal permits. Council discussed options available to remind residents to purchase animal licenses and increase revenue opportunities, such as emails, texts and mailers. They discussed the merits of electronic administration of animal licenses. Mr. Krueger gave an overview of agendas for upcoming Budget Development meetings and announced that the next Budget Development meeting would be held June 8, 2021 at 9:00 a.m. AGENDA ITEM NO. 14: There being no further business, Mayor Blad adjourned the ADJOURN meeting at 12:40 p.m.