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HomeMy WebLinkAboutDraft MinutesCHUBBUCK I I H H 0 City of Chubbuck Council Study Session Minutes August 3, 2022 4:00 PM City Hall Council Chambers 290 East Linden, Chubbuck, ID 83202 CALL TO ORDER: Mayor England COUNCIL PRESENT: Melanie Evans, Dan Heiner, Norman Reece, and Roger Hernandez. STAFF MEMBERS PRESENT: Mayor Kevin England, City Attorney Ryan Lewis, Interim Public Works Director Bridger Morrison, Senior Engineering Technician Derek Kennedy, Planning & Development Director Devin Hillam, Water/Wastewater Operations Manager Cameron Lusk, Development Services Manager Sean Harris, Program Administrator Kami Morrison, Police Chief Bill Guiberson, Fire Chief Merlin Miller, City Treasurer Rich Morgan, and City Clerk Joey Bowers. GENERAL BUSINESS: 1. Discussion on Water Cross -Connection Control. Interim Public Works Director Bridger Morrison presented information and the history associated with City Code Chapter 13.12 Cross Connection: Any physical arrangement whereby a public water supply is connected, directly or indirectly, with any other water supply system, sewer, drain, conduit, pool, storage reservoir, plumbing fixture, or other device which contains or may contain contaminated water, sewage, or other waste or liquids of unknown or unsafe quality which may be capable of imparting contamination to the public water supply as a result of backflow. Mr. Morrison went over different cross connections and the issues and the risk associated with those connections. Mr. Morrison also went over how other Cities around the State are handling this issue and some possible solutions/requirements for residents. The Council would like to look at all the options and staff recommendations on possible solutions before directing City Staff how to move forward with this section of code. ADJOURN: Mayor Kevin England adjourned at 5:00. CHUBBUCK I I H H 0 City of Chubbuck Council Meeting Minutes August 3, 2022 6:00 PM City Hall Council Chambers 290 East Linden, Chubbuck, ID 83202 CALL TO ORDER: Mayor England PLEDGE ALLEGIANCE TO THE FLAG: Councilmember Reece COUNCIL PRESENT: Melanie Evans, Dan Heiner, Norman Reece, and Roger Hernandez. STAFF MEMBERS PRESENT: Mayor Kevin England, City Attorney Ryan Lewis, Interim Public Works Director Bridger Morrison, Planning & Development Director Devin Hillam, Development Services Manager Sean Harris, Police Chief Bill Guiberson, Fire Chief Merlin Miller, City Treasurer Rich Morgan, and City Clerk Joey Bowers. APPROVAL OF MINUTES: July 20, 2022. Councilmember Reece motioned for approval of the Council Meeting minutes. Councilmember Heiner seconded motion for approval of minutes. Roll Call: Heiner -yes, Reece -yes, Hernandez -yes, Evans -recused, motion passed. PUBLIC HEARING: 1. A proposed budget for the fiscal year 2023 from October 1, 2022, to September 30, 2023, pursuant to Idaho code 50-1002. City Treasurer Rich Morgan presented a proposed tentative budget for FY23. Mayor England declared the public hearing open for public comment. Boyd Byrd at 5036 Kevin Ave., was In Favor. Mr. Byrd went over the proposed budget and thanked City Staff for their open door policy and always being willing to answer his questions. Mr. Byrd felt like the City of Chubbuck does a great job providing services to the residents. Mr. Boyd asked the Council to review development fees and City claims. Mr. Byrd also asked the Mayor to work with the County and our local Legislature to address commercial property taxes. Rodney Burch at 5402 Stuart Ave., was Neutral. Mr. Burch was concerned about the process and the ease of access to information to promote transparency for both the City Council and the residents to make an informed decision on a budget for the City. Mr. Burch asked the Council to gather all available information from City Departments to make an informed decision before adopting a budget. David Hall at 4893 Hiram Ave, was Neutral. Mr. Hall was also concerned about the process and the available information for the residents to make an informed decision on the proposed budget for the City. Mr. Hall wanted to make sure that City Staff and the City Council was following the Association of Idaho Cities recommended budget process as a guide to adopt a budget. Mr. Hall asked the Council to gather all available information from City Departments to make an informed decision before adopting a budget. Mr. Hall also asked if the City's strategic plan had been used as a guiding document in creating this budget and if the City Council's policy priorities are being fulfilled as part of the proposed budget. Robert Adling at 5405 Stuart Ave., was Neutral. Mr. Adling was concerned about increasing property taxes and property values. Mr. Adling was also concerned about the process and the available information for the residents to make an informed decision on the proposed budget for the City. Glen Cranor at 617 Dell, was Neutral. Mr. Cranor was concerned City Fees and about the available information for the residents to make an informed decision on the proposed budget for the City. Aaron Merzlock at 4989 Jake, was Opposed. Mr. Merzlock was concerned about increasing property taxes and City fees. Mr. Merzlock asked about building permit fees and water/wastewater connection fees. Mr. Merzlock felt like the residents are needing to tighten their budgets in this economy and the City needed to tighten its budget as well. Karen Nield at 5060 Constitution, was Opposed. Mrs. Nield was concerned about property taxes. Mrs. Nield wanted to make sure City Departments were only asking for needs and not wants when asking to raise property taxes. Brandon Schiffman at 4472 Fox Ct., was Opposed. Mr. Schiffman had some concerns with the efficiency of the Chubbuck Police Department and retention. Hank Gardiner at 761 W. Chubbuck Rd.., was Opposed. Mr. Gardiner was concerned about the available information from City Departments for the residents to make an informed decision on the proposed budget for the City. Mr. Gardiner also had some concerns with the efficiency of the Chubbuck Police Department and retention. Rebecca Berls at 5085 Kay, was Opposed. Mrs. Berls was concerned about property taxes, and was also concerned about the process and the available information for the City Council and residents to make an informed decision on the proposed budget. Mrs. Berls asked about secondary irrigation connection fees and if any of the proposed increases was going towards paying for the new City facilities. Mrs. Berls was also opposed to Tiff Districts and felt like the City could do more for the community with those funds. Due to no more public comment Mayor England closed the public hearing. City Treasurer Rich Morgan committed to get more information from the Department Heads and make sure that information was readily available to the City Council and the residents before the Council could possibly make a decision on a budget at their August 17, 2022 Council Meeting. Mr. Morgan responded to Mr. Hall's questions and stated that the proposed budget does follow the City's strategic plan and is focused on human resources which has been the top priority for the City Council and the City's Department Heads for the last few years. Mr. Morgan stated that he would have staff reach out to Mr. Merzlock to go over building permit fees and water/wastewater connection fees. Mr. Morgan also responded to Mrs. Berls questions and stated that none of the proposed increased funds will be used to pay the certificates of participation that was used to fund the needed City Hall and the remodel of the Police Headquarters, and the addition of a new Animal Control Facility. The Council had concerns about the process and the available information to make an informed decision on the proposed budget for the City. The City Council asked to have a Special Budget Study Session to gather additional information from City Departments before adopting a budget for 2023. Mayor England stated that he would get with the Council and all the Department Heads to schedule a Budget Study Session prior to the Council's August 17, 2022 meeting. Councilmember Evans asked to adopt a City Resolution that would adopt the Association of Idaho Cities recommended budget process for the City to follow when passing a budget in the future. Councilmember Reece asked to schedule a public hearing during the August 17, 2022 meeting to hear from the residents after additional information was made available. City Clerk Joey Bowers committed to schedule and publish a public hearing to receive feedback from the residents on the additional information that is made available and presented to the City Council during a Special Budget Study Session. GENERAL BUSINESS: Adoption of Ordinance 850 Change in Land Use District on .47 Acres of Land from Limited Residential (R-2) to Limited Commercial (C-1) located at 5122 Hawthorne Rd. (Council will discuss a change in land use from Limited Residential (R-2) to Limited Commercial (C-1)). Councilmember Reece motioned for the waiver of three readings, including the reading of one time in full for Ordinance 850. Councilmember Hernandez seconded motion for waiver. Roll Call: Heiner -yes, Reece -yes, Hernandez -yes, Evans -yes, motion passed. Councilmember Evans motioned for adoption of Ordinance 850. Councilmember Heiner seconded motion for adoption. Roll Call: Reece -yes, Hernandez -yes, Evans -yes, Heiner -yes, motion passed. 2. Acceptance of Offer of Dedication for Intermountain Subdivision. (Council will discuss if all city requirements have been inspected and completed). Development Services Manager Sean Harris stated that all city requirements had been inspected and completed and recommend approval. Councilmember Hernandez motioned for acceptance of offer of dedication for Intermountain Subdivision. Councilmember Evans seconded motion for acceptance. Roll Call: Hernandez -yes, Evans -yes, Heiner -yes, Reece -yes, motion passed. Acceptance of Offer of Dedication for Brookstone Estates Div. 9. (Council will discuss if all city requirements have been inspected and completed). This item of business was removed from the agenda. 4. Acceptance of Offer of Dedication for Spring Cove Subdivision. (Council will discuss if all city requirements have been inspected and completed). Development Services Manager Sean Harris stated that all city requirements had been inspected and completed and recommend approval. Councilmember Heiner motioned for acceptance of offer of dedication for Spring Cove Subdivision. Councilmember Hernandez seconded motion for acceptance. Roll Call: Reece -yes, Evans -yes, Hernandez -yes, Heiner -yes, motion passed. 5. Approval of Items for Auction or Disposal. (Council will discuss City property for auction or disposal). Councilmember Heiner motioned for approval of items for disposal. Councilmember Reece seconded motion for approval. Roll Call: Evans -yes, Hernandez -yes, Heiner -yes, Reece -yes, motion passed. 6. Discussion on Disposing of City Owned Property. (Council will discuss and direct City Staff to take actions regarding future use/disposal of the following properties, as listed by the Bannock County Assessor: Property 1 (RPRCTG1001300); Property 2 (RPRCTG 1002200), Property 3 (RPRCCPCO24407); and Property 4 (RPRCCPCO24406, RPRCCPCO24409, and RPRCCPCO24408). CLAIMS: This item of business was removed from the agenda. 1. City of Chubbuck claims for August 3, 2022 as presented to Mayor England and Council. Councilmember Heiner asked about two duplicate invoices and wanted to make sure the City wasn't accidently paying the same invoice twice. City Treasurer Rich Morgan stated that he would pull the invoices to verify that the City is not paying the same invoice twice, and will send that information over to the Council to review. . City Attorney Ryan Lewis stated that the Council can still approve the claims as presented with the condition that the invoices in question are verified before sending a payment. Councilmember Heiner motioned to approve the City of Chubbuck Claims as presented, subject to the verification of the two duplicate invoices in question and before payment is made. Councilmember Hernandez seconded motion for approval. Roll Call: Heiner -yes, Reece -yes, Evans -yes, Hernandez -yes, motion passed. GENERAL ANNOUNCEMENTS: Chubbuck Days August 12th & 13tH ADJOURN: Mayor Kevin England adjourned at 7:51. CHUBBUCK I I H H 0 City of Chubbuck Council Study Session Minutes August 9, 2022 1:00 PM City Hall Council Chambers 290 East Linden, Chubbuck, ID 83202 CALL To ORDER: Mayor England COUNCIL PRESENT: Melanie Evans, Dan Heiner, Norman Reece, and Roger Hernandez. STAFF MEMBERS PRESENT: Mayor Kevin England, City Attorney Ryan Lewis, Interim Public Works Director Bridger Morrison, Community Services Director Devin Hillam, Parks Manager Aaron Schilhabel, Building Official Ron Osborn, Fleet Maintenance Supervisor Dale Kinloch, Streets/Sanitation Supervisor Ryan Sullivan, Water/Wastewater Operations Manager Cameron Lusk, Water/Wastewater Distribution & Collections Manager Scott Baker, Police Chief Bill Guiberson, Fire Chief Merlin Miller, Human Resource Director Scott Gummersall, City Treasurer Rich Morgan, and City Clerk Joey Bowers. GENERAL BUSINESS: 1. Presentations from City Departments on FY23 Budgets & Priorities. City Treasurer Rich Morgan presented and went over each line item of a proposed tentative budget for FY23. Of the proposed budget $266,861 would come from property taxes and forgone property taxes, $150,000 from annexation and new construction, $1,592,400 from user fees, and $2,218,800 from reserves; which is monies that have already been collected and set aside for capital projects and equipment. City Departments cannot use reserves or fee dollars unless they are part of the budget if those funds are not used during FY23 they will fall back into the fund balance. Human Resource Director Scott Gummersall went over the costs associated with human resources and the City's heath fund, which provides health insurance to the City employees. Mr. Gummersall stated that employee retention is way down over the last year. This year employee loss is currently at 13% which has more than doubled from last year. Mr. Gummersall stated that in his exit interviews the number one reason employees are leaving is for an increase in pay. The proposed human resource expenses are critical for the City to remain competitive in the current job market to retain and recruit a strong work force for the City. Police Chief Bill Guiberson stated the Police Department is completely funded through City property taxes. Of the proposed $266,861 increase that was presented by the City Treasurer the Police Department has asked for $113,500. The number one priority of the Police Department is their employees. These funds will help cover personnel costs, increasing fuel costs, and IT related costs. Fire Chief Merlin Miller stated the Fire Department is completely funded through City property taxes. The Fire Department has asked for $193,613 which includes $117,000 from franchise fees to pay for the new ladder truck that was approved by the Council during their April 6, 2022 Meeting. Idaho Central Credit Union also donated $500,000 towards a ladder truck. The number one priority of the Fire Department is their employees. These funds will help cover personnel costs, increasing fuel costs, IT related costs, and the increase in medical supplies need to protect employees. Mr. Miller stated that the Fire Department has made the decision to not move forward with asking the community to pass a bond for a second Fire Station. The number one resource that the Fire Department needs is additional full time employees. Approximately 17% of emergency service calls are over lapping. Mr. Miller stated that as discussed with the Council at their May 2, 2018 Study Session Meeting and in multiple Department Head priority meetings, the City has always planned to use the funds from the 1992 urban renewal district that is set to expire next year to fund additional personnel for the Fire Department. Which will help significantly cut down on over lapping emergency service calls. Community Services Director Devin Hillam stated that the Departments that make up the Community Services Department use to all fall under Public Works. These included Building, Development Services, Planning, and Parks & Recreation. Mr. Hillam went over roles and responsibilities for each department, and the issues that arose with the Parks Department in 2022. These issues are due to the former public works director's decision to not replace vacant positions and the struggle to find, train, and retain temporary workers with the current job market. Mr. Hillam went over their efforts to be more efficient, effective, and economical which includes moving from paper based permitting to an online permitting system. Planning & Development will be asking the Council in September to adjust their current fees to more closely match costs to provide services. Mr. Hillam also gave an update on the Parks Department goals and future needs. The Parks Department would like to start up some volunteer programs, and will be asking the Council to look at disposing of some City owned property in 2023. Mr. Hillam also asked the Council to consider using some of the funds from the 1992 urban renewal district that is set to expire next year to go towards the Parks Department. Interim Public Works Director Bridger Morrison went over the current makeup of the Public Works Department. These included Highway, Streets, and Roads, Sanitation, Water, Wastewater, GIS, Fleet Maintenance, and Engineering. Mr. Morrison went over roles and responsibilities for each department and future personnel needs. Mr. Morrison also stated that most of the information that he will be presenting is the same information that the former public works director sent out to the Council back in April. Highway, Streets, and Roads would like to budget for an increase from last year of $423,000 that includes $28,000 from property taxes and 395,000 of shared revenue from the State. They would like to use these funds to increase pavement maintenance. Mr. Morrison also asked the Council to consider using some of the funds from the 1992 urban renewal district that is set to expire next year to go towards the pavement maintenance. Sanitation has requested for $383,800 from reserves and user fees. These funds would be used to purchase new carts and to build a lean-to building in the yard to park their vehicles under so they are ready in any weather condition to serve the community. The Water Department has requested $1,954,800 from reserves and water capacity fees. They would like to use these funds to purchase a hydro excavator (split between water & wastewater), new water lines, well 7, and booster station improvements. Wastewater has requested $321,000 from reserves and user fees. They would like to use these funds to purchase a hydro excavator (split between water & wastewater), lift station upgrades, and a CCTV evaluation of the entire system. 2. Discussion on FY23 Budget. City Treasurer Rich Morgan stated that the City is required to have the final budget numbers to the County by September 8, 2022. The last day the Council could pass a budget to meet this deadline would be at their September 7, 2022 Council Meeting. City Attorney Ryan Lewis recommended not pushing a decision to the very last minute to pass a budget and recommended adopting a budget as scheduled during the August 17, 2022 Council Meeting. Due to unforeseen circumstances and to give staff appropriate amount of time to submit those numbers to the County and to get the budget published in the newspaper. After the FY23 budget process is completed the Mayor and Council want to work on a budget process for City Staff to follow moving forward. ADJOURN: Mayor Kevin England adjourned at 3:27.