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HomeMy WebLinkAboutDraft MinutesCHUBBUCK I I H H 0 City of Chubbuck Council Study Session Minutes April 3, 2024 3:00 PM City Hall Council Chambers 290 East Linden, Chubbuck, ID 83202 CALL To ORDER: Mayor England COUNCIL PRESENT: Dan Heiner, Melanie Evans, Roger Hernandez, and Norman Reece. STAFF MEMBERS PRESENT: Mayor Kevin England, City Attorney Ryan Lewis, Public Works Director Bridger Morrison, Community Services Director Devin Hillam, Planning Manager Don Matson, Police Chief Nick Sasser, Fire Chief Merlin Miller, Human Resource Director Scott Gummersall, City Treasurer Rich Morgan, and City Clerk Joey Bowers. GENERAL BUSINESS: 1. Presentation by Jacob Denning on a Recreation Center Partnership. Jacob Denning represented ForEverly Charities. Mr. Denning stated that the mission of their charity is to enable special needs individuals and their supporters to attain fulfillment by meeting their diverse needs, promoting overall wellbeing, providing education, fostering inclusion, and creating transformative opportunities where each and every person, especially the youth, can unlock their full potential. We believe in bridging the gaps where needs are not being met for every last one. ForEverly Charities had been working with businesses and partners over the last couple years and is working towards creating an athletic complex within the community. 2. Update from VisitPocatello-Chubbuck. Jeffery Glissendorf represented Visit Pocatello and Visit Chubbuck. Mr. Glissendorf presented a progress report, and the most recent tourism statistics. 3. Budget Presentations from City Departments. 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, capital projects & equipment, future personnel needs, and proposed a budget for FY25 for each department. City Clerk Joey Bowers gave an update on IT services for the City and went over some of the efficiencies and cost savings switching from in-house personnel to outside services. Mr. Bowers stated that he felt like the City now had access to an IT Department. Police Chief Nick Sasser stated the Police Department is completely funded through City property taxes. Chief Sasser went over the current makeup and the roles and responsibilities of the Police Department. Chief Sasser also presented future personnel and equipment needs, and proposed a budget for FY25. Fire Chief Merlin Miller stated the Fire Department is completely funded through City property taxes. Chief Miller went over the current makeup and the roles and responsibilities of the Fire Department. Chief Miller also presented future personnel needs, the needs for a second station, and proposed a budget for FY25. Chief Miller would like to promote three current staff members to Battalion Chiefs to help assist with some of the Fire Chiefs responsibilities. Community Services Director Devin Hillam stated that the Departments that make up the Community Services Department included Building, Development Services, Planning, and Parks & Recreation. Mr. Hillam went over the roles and responsibilities for each department and their efforts to be more efficient, effective, and economical which includes moving from paper based permitting to an online permitting system. Mr. Hillam went over capital projects, equipment needs, park improvement maintenance projects, ADA issues, safety concerns, pathway improvements, future personnel needs, and proposed a budget for FY25 for each department. City Treasurer Rich Morgan went over the FY24 budgets and presented proposed FY25 budgets for the Legislative Branch (City Council), Executive Branch (Mayor), Clerk, Treasurer (Accounting, Utility Billing), Legal, Liability Insurance, Information Technology (IT), Human Resources, Storm Water, Community Celebration, and Facility Maintenance. City Departments cannot use reserves or fee dollars unless they are part of the budget if those funds are not used during FY24 they fall back into the fund balance. It had been the policy of the City other than for planned capital projects, that when a department would like to request/use reserves, especially in the general fund, that the department come before the Council to request those funds, ask approval from the Council to schedule a public hearing to open up the budget to accept those funds into the budget, and allow that department to use those funds for the proposed project/need. 4. Discussion on Financial Reserves and City Policy. City Treasurer Rich Morgan went over Financial Reserve funds for General, Highway, Streets, and Roads, Sanitation, Water, and Wastewater. Sanitation, Water, and Wastewater are proprietary funds and Idaho Codes states that those funds can only be used for capital projects or other needs within the department for which those funds had been collected. General funds are not specially appropriated to any other fund. Highway, Streets, and Roads funds can only be used for Highway, Streets, and Roads. Mr. Morgan stated that it had been the policy of the City to follow the industry standard to have at least three to six months of reserves saved up in case of an emergency. Mr. Morgan also went over the City's current accounting policies. ADJOURN: Mayor Kevin England adjourned at 5:56. CHUBBUCK I I H H 0 City of Chubbuck Council Meeting Minutes April 3, 2024 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: Dan Heiner, Melanie Evans, Roger Hernandez, and Norman Reece. STAFF MEMBERS PRESENT: Mayor Kevin England, City Attorney Ryan Lewis, Public Works Director Bridger Morrison, Community Services Director Devin Hillam, Planning Manager Don Matson, Police Chief Nick Sasser, Fire Chief Merlin Miller, Human Resource Director Scott Gummersall, City Treasurer Rich Morgan, and City Clerk Joey Bowers. APPROVAL OF MINUTES: March 6, 2024. Councilmember Reece motioned for approval of the Study Session and Council Meeting minutes. Councilmember Heiner seconded motion for approval of minutes. Roll Call: Heiner -yes, Evans -yes, Hernandez -yes, Reece -yes, motion passed. PROCLAMATIONS: 1. World Wish Month Mayor Kevin England read aloud a proclamation. 2. Arbor Day Mayor Kevin England read aloud a proclamation. GENERAL BUSINESS: 1. Philbin Crossing Traffic Impact Mitigation Requirements per Development Agreement. (Council will discuss the application and if it meets City code). General Business item #1 was removed from the agenda 2. Presentation of the 2023 Annual Report from the Chubbuck Development Authority (CDA). (Council will discuss an annual financial report from the Chubbuck Development Authority). Executive Director Devin Hillam presented and went over the 2023 Annual Report from the Chubbuck Development Authority. 3. Approval of Items for Auction or Disposal. (Council will discuss City property for auction or disposal). Councilmember Evans motioned for approval of items for auction or disposal. Councilmember Hernandez seconded motion for approval. Roll Call: Evans -yes, Hernandez -yes, Reece -yes, Heiner -yes, motion passed. 4. Resolution 2024-02 Idaho Transportation Department (ITD) Cooperative Agreement to Replace a City Water Line and Replace Water Valves. (Council will discuss replacement of a City water line and water valves with ITD project). Councilmember Reece motioned for adoption of Resolution 2024-02 as presented. Councilmember Hernandez seconded motion for adoption. Roll Call: Hernandez -yes, Reece -yes, Heiner -yes, Evans -yes, motion passed. 5. Resolution 2024-03 Professional Service Contracts. (Council will discuss selection process professional service contracts under $50,000). Councilmember Heiner motioned for adoption of Resolution 2024-03 as presented. Councilmember Reece seconded motion for adoption. Roll Call: Reece -yes, Heiner -yes, Evans -yes, Hernandez -yes, motion passed. CLAIMS: City of Chubbuck claims for April 3, 2024 as presented to Mayor England and Council. Councilmember Reece motioned to approve the City of Chubbuck Claims as presented. Councilmember Heiner seconded motion for approval. Roll Call: Evans -yes, Hernandez -yes, Heiner -yes, Reece -yes, motion passed. GENERAL ANNOUNCEMENTS: Councilmember Evans addressed the audience about an application on Cole St. that had been before the Land Use Board in March; and stated that she had a resident reach out directly to her to find out if that application was on the April 3, 2024 Council Meeting agenda. Attorney Ryan Lewis stated that application was not on the agenda and directed those in the audience to talk with City Staff after the meeting to address any question that they might have about that application. ADJOURN: Mayor Kevin England adjourned at 6:24.