CITY OF POCATELLO, IDAHO CITY COUNCIL STUDY SESSION APRIL 13, 2017

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1 CITY OF POCATELLO, IDAHO CITY COUNCIL STUDY SESSION AGENDA ITEM NO. 1: Mayor Brian Blad called the City Council Study Session to order ROLL CALL at 9:06 a.m. Council members present were Heidi Adamson, Steve Brown, Jim Johnston, Gary and Michael L. Orr. Council member Roger Bray arrived at 9:15 a.m. AGENDA ITEM NO. 2: Stephanie Adams, Chair Person; and Rhett Nicks, Staff Liaison; ANIMAL SHELTER from the Animal Shelter Advisory Board were present to discuss ADVISORY BOARD the Board s goals and projects, as well as Council s policies and expectations. Mr. Nicks explained that he has been the Animal Services director for 2 weeks and he is considering the addition of community outreach services. He noted that litters of kittens are already showing up and staff is working hard to find homes for the kittens. Mr. Nicks reported that training is scheduled for Shelter staff and the Run with the Big Dogs event will be held on April 22, Ms. Adams announced she is also new with the Board. She is looking forward to working with Mr. Nicks and having the Board play a larger role in shelter activities. In response to questions from Council, Mr. Nicks explained there is currently a volunteer program in place at the shelter. They are looking at lowering the age of volunteers with parental consent (16 to 17 years old) as a result of Youth In Government Day students showing an interest in the program. Mr. Nicks gave an overview of the volunteers at the shelter. AGENDA ITEM NO. 3: Stephanie Heaton, Chair Person; and Melanie Gygli, Staff CDBG ADVISORY Liaison; from the CDBG (Community Development CDBG COMMITTEE UPDATE Block Grant) Committee were present to discuss the Committee s goals and projects, as well as Council s policies and expectations. Ms. Heaton gave an overview of the Committee s functions. She explained their Committee is responsible for reviewing CDBG Programs which include: all HUD-required reporting, program accomplishments for both the City and its subrecipients, project oversight, consistency reviews for local agencies seeking other HUD funding, oversight of the City s award system for CDBG funding allocations; and fair housing education. An overview of the CDBG tasks accomplished in the current Program Year, which ended March 31, 2017 were discussed. Fair Housing activities/accomplishments were also reviewed. Council member Roger Bray arrived at this time. In response to questions from Council, Ms. Heaton feels more outreach in the community would be helpful so individuals know where to get housing help to meet their housing needs. Ms. Gygli clarified that housing based training is provided in the community and is available on-line. Education efforts for citizens and professionals are on-going. Mr. Bray noted Pocatello has some of the oldest housing stock in Idaho. As a result, he would like the Board to reach out to individuals as much as possible with the small amount of funding the Committee has available.

2 CITY COUNCIL STUDY SESSION 2 Mr. Orr suggested the Board s presentation be given to the media so citizens will know the Board s activities and become more aware of what the City is doing for housing issues. Ms. Gygli gave a brief overview of outreach efforts by the Committee. She mentioned members will have a booth at the Environmental Fair and information is also available for students at Idaho State University. AGENDA ITEM NO. 4: Mayor Blad announced that the Senior Complex proposal SENIOR COMPLEX presentation had been pulled from the agenda at the request of PROPOSAL - PULLED the applicant. FROM THE AGENDA AGENDA ITEM NO. 5: Chris Sorensen, Chief Information Officer, was present to CANCELLATION OF receive official concurrence from Council to cancel the EXECUTIME PROJECT Executime Project. A majority of the Council supported the concept during the February 9, 2017 Study Session and asked staff to bring the project forward for consideration. Staff is now asking for direction regarding the project so that funds allotted to the project may be used elsewhere. Mr. Sorensen gave a brief history of the Executime Project. The project was not considered by the Council and it did not appear to have full support from Department Heads. The costs continued to rise and it was determined that the project be cancelled at this time. He is seeking direction from the Council regarding funds that have been allocated for the Project. Mr. Sorensen gave a review of alternate projects the funding of $70, allotted for the Project could be used for. He shared his concerns regarding Cyber Attacks and noted that Bingham County recently suffered a Cyber Attack. As a result, Bingham County representatives may not have access to all of their back data. Mr. Sorensen reported that the City does regular backups and the backup process was reviewed. He gave an overview of his concerns and he is seeking permission to utilize the funding for other security related products. Mr. Sorensen reviewed the cyber security training for City employees and the proper use of the internet. Mr. Orr felt the increased cost to the Executime Project was the additional request to purchase time clocks. He noted that electronic time cards are used by other entities including Bannock County while the City is still using manual timesheets. Mr. Orr suggested a small committee be formed to research the use of electronic time sheets. He would like to keep the idea alive and feels the City should move away from manual time sheets. In response to questions from Council, Mr. Sorensen does not feel hiring a part-time staff person to monitor the City s computer systems is an option. An individual most likely would not have the expertise and/or equipment to protect the City from a Cyber Attack. Mr. Bray shared his concerns regarding the Council making a decision as the policy makers on items. He would like to have the items brought forward for consideration in a timely fashion when the Council has made a decision. Mr. Moore felt it is a good thing for items to come back to Council if additional information is found that should be researched in more length. He feels staff input should be taken into consideration.

3 CITY COUNCIL STUDY SESSION 3 General discussion regarding actual costs vs. savings if the Executime Program was used followed. The cost savings for data entry of timesheets for other entities could be researched. The level of actual efficiency needs to be considered to determine if a City employee s time is being used wisely. In response to questions from Council, Mr. Sorensen feels cyber security is the most important issue at this time. He explained Sungard Software is very limited when utilizing a time sheet for entry. Mr. Brown does not feel that moving forward with the Executime Program at this time is the best thing for the City. However, he would like staff to start reserving funds and researching programs to utilize the system. Mr. Brown would like staff to continue looking at options and present their results at a future meeting. He feels a new time sheet system will need to be used at some point. The consensus of the Council was to use funds for cyber security at this time with the condition that all cyber security contracts will come before Council for consideration. Staff was also instructed to continue researching the electronic timesheet option. AGENDA ITEM NO. 6: Merril Quayle, Development Engineer, was present to give an PUBLIC WORKS DESIGN update from the February 9, 2017 Study Session regarding the PRINCIPLES AND City of Pocatello Public Works Design Principles and Standards. STANDARDS UPDATE Staff provided a proposed schedule to incorporate the design principles into Pocatello Municipal Code Title 12 by ordinance and to adopt the standards by resolution (which may be modified from time to time.) Mr. Quayle reviewed the proposed manual. He noted that all comments received have been incorporated into the manual. Mr. Quayle is working with Legal Department staff so items are referenced properly and not duplicated. An ordinance to implement the manual will be presented at a future Council meeting. Mr. Quayle explained the purpose of the manual is to: provide requirements for design and construction of public and private infrastructure including: transportation facilities; sanitary sewer, stormwater, water and other utilities; and drainage features and activities. In response to questions from Council, Mr. Quayle explained the City s stormwater manual was used as an example for simplifying and outlining the City s Codes. He noted that staff will provide a seminar for contractors to review the public works information. The training will continue as updates are made to the code. Mr. Quayle noted that one item in the code will increase a developer s cost as outlined in Section 5 of the manual. He explained after the two-year warranty period, the developer will need to apply fog seal on the asphalt. This is necessary to keep the asphalt in good condition. It was noted that staff would like to bring this proposal to Council at the May 18, 2017 meeting. The proposal would include an ordinance and resolution for adoption. AGENDA ITEM NO. 7: Melanie Gygli, Interim Planning and Development Services PROPOSED CHANGES TO Director; Adam Lane, Rehabilitation Specialist; and Cass CDBG PROGRAM Fonnesbeck, Grants Administrator; representing Neighborhood REQUIREMENTS and Community Services Division, were present to discuss proposed changes to the City s requirements for Community Development Block Grant (CDBG) funded programs. The proposed changes will improve bidding

4 CITY COUNCIL STUDY SESSION 4 and procurement processes (which may also reduce administrative costs); offer a new program to low- and moderate-income homeowners; and amend the existing Section Three policy. Melanie explained after several months of having difficulties trying to solicit sufficient responsive bids on CDBG-funded projects, Neighborhood and Community Services staff began looking at how the program is structured, to see if there are changes that could be made to make the projects more appealing to local contractors. Some contractors have indicated they prefer not to deal with the extra paper work and regulations that come along with federal funds. Some of the requirements cannot be changed; however, there are ways to make the procurement process less cumbersome, which may make it easier for contractors to participate. Changes to the procurement procedures - Two new procurement changes would be for micropurchase and small purchase items. Formal bidding procedures would still be followed for projects over $50, The proposed changes meet HUD, state and local requirements. Housing Rehab Grants Housing Rehabilitation Grants are available to homeowners anywhere within the City limits who meet the eligibility requirements set forth by HUD. These grants will be for a maximum of $3, (or $2, in the case of construction project subject to the Davis- Bacon Act) to address typical small residential repairs allowed by CDBG and HUD regulations. No more than one grant will be awarded per three-year period to an individual in the same house and funds cannot be used on the same activity more than one at the same property. Council discussion regarding staff managing the program continued. The program will have limited funds initially until the management needs are determined. It was noted that approval/denial of the programs will be a staff level decision. Contracting Officer the Division Manager for the grant program will oversee this. Changes to Section 3 Policy Current policy gives a preference to Section 3 residents of Pocatello only. Because many contractors who work on CDBG projects are not residents of Pocatello, it may help in procurement to offer the preference on a wider basis. Staff suggests contractors within a 30 mile radius of Pocatello be allowed the same preference, subject to all other standards of the policy. It was noted that the proposed changes were reviewed by the City s Credit Committee and the CDBG Advisory Committee. Both committees recommended approval of the proposed changes. A majority of the Council supported the proposed changes to CDBG Program requirements as presented. A final decision will be voted upon at a later date. AGENDA ITEM NO. 8: John Banks, Parks and Recreation Director; and Alan Green, BANNOCK COUNTY Parks Superintendent; were present to review past agreement HISTORICAL SOCIETY terms and conditions with the Bannock County Historical FORT HALL REPLICA/ Society. Staff recommended a revision to the current agreement POCATELLO JUNCTION that will allow Bannock County Historical Society to assume FACILITIES UPDATE operation of the Fort Hall Replica and Pocatello Junction facilities; and the Fort Hall Replica Commission. Mr. Banks explained the City owns and has traditionally operated the Fort Hall Replica and Pocatello Junction facility. Under prior Memorandums of Agreement (MOA s) the City and Bannock County Historical Society have collaborated to make the Bannock County Historical

5 CITY COUNCIL STUDY SESSION 5 Museum, Replica and Junction facilities available to the community. Mr. Banks noted that the Society has expressed a desire to undertake and lead community engagement efforts to accomplish improvements at the Replica and Junction facilities, which could have the potential of improving the overall visitor experience and increasing attendance at the Replica, Junction and Museum facilities. He mentioned that cost savings from eliminating Fort Hall Replica staff would be re-allocated to other needed areas of the Recreation Division and services, to better meet/serve community needs. The City has established the Fort Hall Replica Commission that help preserve, improve and promote the Replica; advise on Replica programs, facilities, administrative policy, long-range planning, areas of concern, fees, and hours of operation; and recommend and prepare applications for grant funding in relation to the Replica. Staff and Society members jointly desire that the Fort Hall Replica Commission continue functioning in its traditional capacity under the oversight of the Society. The Commission would work in conjunction with the Society Board as a Committee, providing input to and collaborating with the Board regarding Replica and Junction needs. Staff has prepared a draft revised Memorandum of Agreement for Council consideration and a Resolution reassigning the Fort Hall Replica Commission to be under the direction of the Bannock County Historical Society. Both items will be available for consideration at a future Council meeting. In response to questions from Council, Mr. Banks confirmed the Bannock County Commissioners are supportive of the proposal. He also agreed that improvements at the Replica and Junction are needed to make them more attractive to the public. Mr. Banks mentioned the open area could be used for overnight camping. Grant funding may be available to make improvements at the site. He noted that the Historical Society has ideas to involve the community in the projects and secure funding. A majority of the Council was in favor of the Fort Hall Replica/Pocatello Junction proposal as presented. A final decision will be voted upon at a later date. AGENDA ITEM NO. 9: Jim Peterson, Deputy Police Chief; and Roger Schei, Police USE OF CAPITAL Captain; were present to seek Council s guidance regarding the CONTINGENCY FUNDS use of Capital Contingency Funds in the amount of $180, TO PURCHASE POLICE to purchase two additional patrol vehicles and a shooting EQUIPMENT simulator for the Pocatello Police Department. Total amount of the funds available is $619, Mr. Peterson gave an overview of the Capital Contingency Fund. In Fiscal Year 2017, Council authorized the setting aside of funds. Police Vehicle purchase - The vehicle purchase will meet the Car Per Officer program that will allow an officer to respond to the scene of an accident and still maintain service to the rest of the community. Mr. Peterson noted that the Police Department has been adding to the number of cars in their fleet over the past five years and feels that the purchase of two additional vehicles would be beneficial overall. Research has shown accident rates for Police Departments decrease when each officer takes personal care and pride of their vehicle. General discussion regarding the life span of a police vehicle and utilizing the fleet effectively followed. It was mentioned that larger vehicles are needed to accommodate officers. Police vehicles and rotation of the units were reviewed.

6 CITY COUNCIL STUDY SESSION 6 Shooting simulator purchase the Police Department has been interested in purchasing a shooting simulator for several years. However, it has proven to be cost prohibitive within the context of the department s general operating budget. Purchasing a shooting simulator has the potential to save money in the department s ammunition as remedial training can be done with the simulator. The more significant benefit of having the simulator is that officers can practice real life scenarios on the simulator and engage in interactive training. Mr. Schei explained that the unit can simulate actual school building layouts. In the event of an emergency, officers are already familiar with the school building. In response to questions from Council, Mr. Schei explained the simulator screen is reactive. If an officer misses his shot, the bad guy will continue to come toward them. He also noted that any use of force will identify what the officer is doing and the simulated threat at the time. Mr. Peterson feels if the simulator saves the City from one lawsuit because officers are adequately trained, the cost will be worth it. A majority of the Council was in favor of the police equipment purchase as presented. A final decision will be voted upon at a later date. Mayor Blad called for a recess at 11:16 a.m. Mayor Blad reconvened the meeting at 11:29 a.m. AGENDA ITEM NO. 10: Bruce Olenick Pocatello citizen; John Banks, Parks and EAST BENCH Recreation Director; and Lance Clark, Outdoor Recreation RECREATION Program Manager; were present to review a proposed Trail MANAGEMENT ZONE System in the East Bench Recreation Management Zone on -BLM Bureau of Land Management (BLM) land. Staff is also seeking Council input/direction regarding the proposed trail to be known as Pioneer Ridge Trail System. Mr. Olenick gave an overview of the proposed trail system. He mentioned that he has tried to locate orphaned pieces of land to be made into a recreation destination. Mr. Olenick is looking for direction and support regarding City owned properties to be used as access to the system. The system will be located in the East Bench Recreation Management Zone above Highland and Summit Hills. Goals of the system is to provide 1,300 acres of multi-use recreation area named Pioneer Ridge Trail System ; 20 miles of hiking, biking, horseback riding trails and limited ATV use; link with Portneuf Wellness Complex; home racing course for the Pocatello Pioneers (Mountain Bike) MTB Team; and recreational opportunities on the east side of Pocatello. It was noted that the area off of Pocatello Creek Road is the old City of Alameda landfill and needs to be protected. Any activity on the property cannot disturb the cap over the landfill. Organizations have taken sites that have been blighted and put them back into use for the community. Mr. Olenick would like individuals using the trails to have access and a parking area on the south end of the recreation area. He noted that ATV motorized use in a regulated fashion could be implemented. Mr. Olenick reminded the Council that the City s Our Valley Our Vision promotes trail systems on BLM land and providing access to the system. He would like the City to be a partner in this project. Mr. Olenick anticipates the project will have very limited expense or maintenance for the City. The proposed trail head would just be a pass through to the proposed trail.

7 CITY COUNCIL STUDY SESSION 7 General discussion regarding other properties that are in the Camelback area that could connect Pioneer Ridge to other lands around Pocatello followed. It was mentioned that bike trails in the Pocatello area are well known. People are using the bike trails and letting others know about the trail system. In response to questions from Council, Mr. Olenick gave an overview of his desire to locate trail heads in the Satterfield area undergoing new development and the south end of City property that is currently underutilized. Mr. Olenick clarified that he is acting as a private citizen, but in cooperation with BLM. He also has the support and backing of PedalFest in order to solicit volunteers and help from that organization if/when the time comes. Hannah Sanger, Science and Environment Division Manager, explained she has had conversations with representatives to work on the City s Portneuf River Vision plan. They have an interest to also look at the east and west areas surrounding Pocatello. As a result, there may be an opportunity in the fall to evaluate these areas. A majority of the Council supported the proposed trail system concept. AGENDA ITEM NO. 11: Multiple City departments were in attendance to present FUTURE INFRASTRUCTURE information that will allow the Council to review, discuss and PROJECTS DISCUSSION rank proposed City infrastructure projects. Mr. Bray shared his concerns regarding structural issues with the Center Street Underpass. He would like the underpass to be a priority because portions of concrete are falling from the structure. In response to questions from Council, Tom Kirkman, Interim Public Works Director; Jeff Mansfield, Project Engineer; and Deirdre Castillo, City Engineer; gave an overview of the Center Street Underpass project. It was noted that staff has met with Union Pacific Railroad (UPRR) representatives and the project has been identified as a priority with Bannock Transportation Planning Organization. Anticipated dates for upgrades are between 2023 and The City has made enhancements such as: cosmetic improvements, updates to the pumps and patchwork on sidewalks. It was mentioned that rusty rebar in the underpass has made it difficult to keep concrete secure. Discussion continued regarding City staff working with UPRR representatives and on-going bridge maintenance responsibilities. It was mentioned that departments will work on being prepared to have matching funds and environmental studies for projects. Staff is watching for flooding in areas and ongoing street maintenance. Ross Park Aquatics Complex water slide will receive a temporary fix to get through one more season. City representatives will need to focus on replacing the structure. Right of way acquisition to make road ways wider was also discussed. Hannah Sanger, Science and Environment Division Manager, announced she will provide an update for the Council regarding Storm Water issues at the May Study Session. She also noted that staff is watching out for grants to keep the Portneuf River Vision Study active. Valley Pride is working to locate funds for the first project. Ms. Sanger does not anticipate any federal funds being available for the Vision Plan. However, she will search to see if she can find any federal funds to put toward the project.

8 CITY COUNCIL STUDY SESSION 8 Council discussion continued regarding the following items: Fire Department Training Facility (modular); explore compost of solid waste; fleet services centralized; Siphon interchange; Johnny Creek aquifer, strategic economic master plan; combine Fire and Police Department 911 call center for ambulance and County emergency response; and long range water supply. Melanie Gygli, Interim Planning and Development Services Director explained she has limited information on an Economic Development Master Plan. This Plan is currently at the Pocatello Development Authority (PDA) level and PDA members would need to give Council an update on the Plan. Justin Armstrong, Water Department Superintendent, gave an overview of water operations. Staff is looking at options available for surface water and getting additional water into the Portneuf River. Additional sources are being researched in the Highland bench area. Staff has met with School District 25 representatives to discuss sites for test wells on school property. Staff has considered using the old Satterfield well for watering the golf course. The major challenge is it does not meet peak demands for the golf course. Information regarding City wells and water quality was shared. John Herrick, Water Pollution Control Superintendent, gave an overview of septic tanks in the Johnny Creek area. Getting homes with septic tanks connected to infrastructure has not been successful. There is a significant amount of funds needed to do this. Mr. Herrick noted his department is reaching the end of their current funding improvements. As a result, staff can research infrastructure improvements in Johnny Creek and related costs. TOTAL LIST OF INFRASTRUCTURE PROJECTS SUBMITTED BY DEPARTMENTS: AIRPORT Large hangar for aircraft maintenance and overhaul facility; transload complex; and hotel/restaurant ENGINEERING Center Street Underpass rehabilitation; Wilcox School sidewalk; Oak Street to Center Street storm water improvements; Old Cheyenne Bridge removal; and Gould Street bridge approaches FIRE Fire Training Facility (Brick and Mortar) ; Fire Training Facility/Prep for future station (Modular); Fire Station expansion Dorms/Training room; Fire Station No. 2 expansion-training; and New Fire Station site purchase INFORMATION TECHNOLOGY Next generation city (fiber optic broadband); and implement 20 critical security controls PARKS AND RECREATION Ross Park Aquatics Complex replacement of water slide; conversion of highland area irrigation systems to well water; Zoo Idaho ADA accessible pathways; Greenway Trail restorations; Cemetery irrigation system modernization; NOP Park parking lot restorations; Skate Park (Lower Ross Park) infrastructure restorations; Pocatello Senior Center modernization; Zoo Education

9 CITY COUNCIL STUDY SESSION 9 Building modernization; Halliwell Baseball Field infrastructure modernization; and Raymond Park Tennis/Pickleball Court restorations PLANNING AND DEVELOPMENT SERVICES Airport infrastructure; Strategic Economic Development Master Plan; Senior/Community Center; and Affordable housing. POCATELLO REGIONAL TRANSIT Bus replacement; bus stop improvements; maintenance equipment; and intelligent transportation systems. POLICE New or renovated building PUBLIC WORKS Johnny Creek Aquifer contamination; Interstate 15 Siphon Road Interchange and connective roads; Fleet management system and centralized maintenance; Center Street underpass vehicle and pedestrian improvement project; Portneuf River Visioning Plan; NPDES II MS4 Stormwater Storage, conveyance and treatment project; Water reclaim and reuse plant and distribution (WPC); Airport Infrastructure and Technology Park Project; and Zero Solid Waste and Organic and Food Waste Composting Facility. SANITATION City Operated Compost Site SCIENCE AND ENVIRONMENT Stormwater Infiltration Project in the Center Street/Railroad Yard area; Portneuf River Vision Study Implementation: Centennial Park Levee Setback STREET OPERATIONS Bridges: Carson Bridge Rehabilitation, Annual Bridge Maintenance, Gould Street Overpass resurfacing, Cheyenne Bridge removal, Center Street Underpass rebuild; various traffic signals; accessibility area; and school areas UTILITY BILLING Flowrider and New Waterslides at Ross Park Aquatic Complex; On/Off Ramp to Interstate 15 at Chubbuck Road or Siphon Road; On/Off Ramp to Interstate 15 South Valley Connector; Roundabout at Butte/Olympus Road; Pocatello Creek/Hiline/Jefferson/Alameda Intersection; and Urban Rural Project to clean up and repair buildings and homes throughout Pocatello

10 CITY COUNCIL STUDY SESSION 10 VIDEO SERVICES High Definition Conversion; Live anywhere system; and Video transmitter system WATER Well 33 Project; Pipe improvements to 5MG Tank; Johnny Creek Improvements; South Valley Improvements; New Highland Well; Phase 1 SCADA; Pressure Zones 13, 14 and 15 Reconfiguration; Service Line PRV s; High Country Tank Replacement; Multiple Pressure Zone Reconfigurations; Phase II SCADA; Multiple Fire Flow Improvements; Aquifer Storage and Recovery (ASR); Facility Plan Update; Westello Reconfiguration; East Bench Booster Station Improvement; South Valley Connector; and Multiple Service Line PRVs; WATER POLLUTION CONTROL Whitman Lift Station Remodel; Repair of 42 inch Pipeline from North Main Extension towards the Waste Water Treatment Plan (WWTP); Cure In Place Pipe or CIPP; and WWTP Administration Building AGENDA ITEM NO. 12: Joyce Stroschein, Chief Financial Officer/Treasurer presented FISCAL YEAR 2016 the completed Fiscal Year 2016 Comprehensive Annual COMPREHENSIVE ANNUAL Financial Report and Popular Report to the City Council. FINANCIAL REPORT AND POPULAR REPORT UPDATE Ms. Stroschein gave an overview of the Comprehensive Annual Financial Report Fiscal Year She gave a detailed outline of City funds and the Government Accounting Standards Board report. The items included: Letter of Transmittal, Government Finance Officers Association Award/Acknowledgement; Independent Auditor s Letter; Management s Discussion and Analysis; Financial Statements; Notes to the statements and required supplementary information; Other Financial Statements; Statistical Section; and Single Audit Section. Ms. Stroschein gave a detailed overview of letters included in the report from the City s auditor Deaton and Company, Chartered. The letters show that No Findings under the Schedule of Findings and Questions Costs for Fiscal Year ended September 30, 2016 were found. Mayor Blad adjourned the meeting at 12:58 p.m. APPROVED: ATTEST AND PREPARED BY: BRIAN C. BLAD, MAYOR RUTH E. WHITWORTH, CMC, CITY CLERK