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HomeMy WebLinkAbout2024-07-15 City Council Minutes - Budget WorkshopLDWELL CITY OF CALDWELL CALDWELL CITY COUNCIL BUDGET WORKSHOPS FY-2025 LOCATION Caldwell Police Department Community Room 110 South 51h Avenue Caldwell City Hall 205 South 6th Avenue DATE TIMEILOCATION AGENDA ITEMS Thursday 4:00 p.m. WORKSHOP May 23, 2024 CPD Community Room Budget Discussion Thursday 4:00 p.m. WORKSHOP May 30, 2024 CPD Community Room Budget Discussion Thursday 4:00 p.m. WORKSHOP June 20, 2024 City Hall Budget Discussion Tuesday 4:00 p.m. WORKSHOP June 25, 2024 City Hall Budget Discussion Monday 4:00 p.m. WORKSHOP July 15, 2024 City Hall Budget Discussion Tuesday 4:00 p.m. WORKSHOP July 30, 2024 City Hall Budget Discussion Any person needing special accommodations to participate in the meeting should contact the City Clerk at 205 South 61' Avenue or call #455-4656 prior to the meeting. Cualquier persona necesitando comodidades especiales para participar en la reunion debe contactar al Secretario la Ciudad en 205 South 6th Avenue o Ilame al #455-4656 antes de la reunion. BOOK 65 PAGE 137 CALDWELL CITY COUNCIL BUDGET WORKSHOP MINUTES July 15, 2024 4:00 pm Mayor Wagoner opened the meeting at 4:00 pm at the Caldwell City Hall in the Council Chambers. Present: Doty, Dittenber, Allgood, Williams. Stadick, and Register. PRESENTATION #1: VALLEY RIDE TRANSIT— ELAINE CLEGG: Elaine Clegg of Valley Ride Transit provided a PowerPoint presentation regarding proposed transportation routes for the community. She noted that Route 56 is being proposed again for consideration. She explained that the new route would assist in transporting citizens from Happy Day Transit Center to Downtown Caldwell. She asked that the new route would be given a one-year trial program. VRT will publicize the new route and look for partners to help defray costs. The route would operate Monday through Friday from 6 am to 6 pm. Ms. Clegg explained that the total request is $487,000.00 for FY-2025. When this route was previously available in the City of Caldwell, it was the highest used route. She asked for a chance to grow into this route. CITY COUNCIL DISCUSSION AND RECOMMENDATIONS: Councilor Stadick asked about available reports concerning ridership and the recent federal funding allocated for transportation. Ms. Clegg noted that their reporting system software has lacked with the ability to provide ridership information. She explained the provisions of the federal funding allocation. Councilor Williams provided remarks regarding the outsourced transportation study, which was recently presented to Council versus the ridership information provided by VRT. He asked for additional information concerning the difference of information provided from the outsourced study recently provided to Council versus the ridership information from VRT. Ms. Clegg responded that the information presented to Council was based on citizens who drive. The study did not include non -drivers. She noted that the medical ridership program includes no cost rides extended to senior citizens as well. Councilor Dittenber spoke in support of public transportation noting that a number of citizens have reached out to him expressing the need for an additional fixed route. Ms. Clegg stated that a Cooperative Agreement would be required for in the implementation of Route 56. By the second month of operation, ridership numbers would be available. Councilor Doty reported that he would be in support of a designating $345,000.00 for VRT, which is the same amount appropriated within the current budget year. Mayor Wagoner expressed his support for the implementation of Route 56. He noted that public transportation is a basic human need for the citizens within the community. The data/numbers are often not available until a new route has been established. Ms. Clegg reported that VRT staff would be able to obtain date from boarding numbers and could provide this report as soon as possible. Public transportation does not make revenue but is a necessary service to the citizens, similar to a community swimming pool. Discussion followed concerning Mayor Wagoner and Councilor Stadick serving on the VRT Board by virtue of their elected positions. Councilor Williams stated his support of VRT in the amount of $345,000.00. In response to questions from Councilor Stadick, Ms. Clegg reported that currently there are no electric busses operating within Canyon County. Compressed natural gas busses are smaller and will continue to be used in Canyon County Councilor Allgood stated his support for the implementation of Route 56. He explained that the additional route would primarily serve the citizens of Caldwell. Ms. Clegg recommended that contact could be made with The College of Idaho about a partnership to assist with support of the new route. Councilor Dittenber stated that the new bus route would serve those without vehicles such as the elderly, college students, and the disabled. He expressed the importance to provide such a valuable service to the citizens of Caldwell. BOOK 65 PAGE 138 Councilor Register inquired about the need for a current transportation study. Discussion followed about VIRT previously providing transportation for BSU games as contracted by the Boise Downtown Business District. Ms. Clegg reported that the determination by VAT was made not to continue this service. She emphasized that VRT and the Caldwell Transportation Company have moved on regarding this issue. Councilor Register indicated that she is in support of an allocated amount of $345,000.00 for the VRT budget. Ms. Clegg concluded with remarks that the new route would be a benefit to the citizens; however, regardless of the funding determination by Council, Valley Ride Transit will continue to serve the Treasure Valley. The Mayor acknowledged the citizens in attendance who routinely use public transportation and attended the workshop this evening in support of the proposed new route. PRESENTATION #2: CITY ATTORNEY (MARK HILTY) Mark Hilty, City Attorney, explained the proposal in providing a attorney only assigned to the City of Caldwell addressing the legal needs. The firm would hire the attorney and provide training. The attorney would be located at City Hall three days per week. The attorney would be available to assist with City business on the remaining days, but would work from the firm's office. The schedule and outcome would be re-evaluated after a six-month period. Councilor Stadick inquired if other attorneys have been considered. Mayor Wagoner noted that the City Attorney and the firm has been appointed for a term to expire in 2026. Discussion followed with comments in favor of having an attorney assigned specifically to the needs of the City under the direction of Mark Hilty. Mr. Hilty reported that a contract would be drafted for Council's consideration. PRESENTATION #3: CITY FINANCE DIRECTOR — RAELYNN NORTH Raelynn North, City Finance Director, provided updates regarding amendments to the proposed budget document. Cost of Living Allowance (COLA)/Health InsurancelWage Increases: • There is a 9.5% increase in health insurance costs. • Staff has looked for ways to decrease the COLA amount. Those efforts will be minimal. • In response to the need to free up funds to cover insurance costs, COLA has been reduced to 3.2%. • Performance -based wage increases will not be implemented this year. Looking at options for next year. • Still looking to include a City-wide Spanish Speaker Certificate Pay option. • Water Fund: Second -round CDL allocation is still going forward. Requests for Additional Pay: • Multiple requests have been received for additional pay to be included in the budget. • Still working with the Mayor and Department Heads to see if these options are feasible: Water Restructure, Fire Deputy Chiefs, Public Works. • Fire Union negotiations are still underway. Insurance Premiums • ICRMP has increased the premiums 30% this year. Last year's increase was 25%. Total Cost: $754,000.00. Property Tax • Taking fore gone tax to max out the 8% per the direction of the Mayor to fund Police. Finance Department • Moved CDBG under P &Z which freed up funds to cover PIT position. • Moved CDBG Consultant under P&Z. Capital Fund • Removed Strategic Plan. Human Resources Department. • Removed Human Resources Senior position. • Removed Reclass: This position was reclassed with no additional pay increase. Mayor's Office • Working to establish the New Community Division. • This would be located outside of both the City Council and Mayor's budget. Caldwell Public Library 0 No Changes. BOOK 65 PAGE 139 Graffiti Reporting and Removal • Combined Graffiti Project under City Hail for tracking. • Set up an informal RFQ for an independent contractor. Contract to come before city council for finalization. • Working with the IT Department and CPD to set up a process for on-line submittals of graffiti reporting. Parks & Recreation Department • Removed the requested Administrative Assistant position. • Added an additional Parks Maintenance Specialist. • Reduced Labor Services. Golf • Met with Golf Superintendent and added items per his request. • Removed Golf Manager position. • Added Cart Paths as requested by Parks & Recreation Director. Cemetery • Added a veteran's memorial area and niche walls as they won't be installed in FY-2024 Caldwell Event Center • No changes. Building Department • Removed Building & Facility Director position • Removed Safety Manager position. Facilities Department • No Changes. Economic Development Department • Added $20,000 to remodel Airport Building for additional departmental offices. Information Technology Department • No changes. Planning & Zoning Department: • Moved the CDBG Specialist and Consultant under the P & Z Department. Police Department: • Moved the CPD Mounted Unit to its own line item with an amount of $20,000. • Added positions: c 1 Sergeant 2 Police Officers } I Administrative Assistant 0 1 Community Service Officer o I Accounting Specialist (to be split between CPD & CFD) o Keeping 4 or 5 positions vacant due to the cancellation of the Caldwell SRO Contract Fire Department: • Adjusted operations allocations. • Moved contract for Training Division Chief with Nampe to a new FTE for Training Division Chief. DISCUSSION AND RECOMMENDATIONS: Councilor Allgood: • Councilor Allgood inquired about possible increases with Worker's Comp and Canyon County dispatch rates • Councilor Allgood recommended that dispatch charges be shared between both CPD and CFD in association with the franchise fees received by the City of Caldwell. • Councilor Allgood recommended that the Facility Superintendent position be reviewed for re-classification along with a possible additional staff position be included in the budget. Research should be conducted to assist him with tracking maintenance issues. c Ms. North reported that tracking software system was purchased last year but has not been implemented by the Facility Department. • Councilor Allgood inquired about the CPD Mounted Unit and the $20,000 allocation for the program. • Councilor Allgood inquired about the CPD overtime budget. 1 Ms. North confirmed the overage and reported that salary savings are currently being used by CPD. Council Doty: Lawn Mower Purchases: Purchase of one lawn mower rather than two for use by the Parks Department. One was purchased in FY-2024 with the request for an additional one in FY-2025. The third mower should BOOK 65 PAGE 140 be delayed until FY-2026. Savings: $152,000.00 • Community Outreach Assistant c This position is already being absorbed in the current budget. We already have Bryan Kida who serves as the outreach person. Sounds Iike there is already enough money within the current budget, if this is needed. Savings: $24,000.00 • Safety Position o The City already has personnel providing training for safety in our most vulnerable departments (Police Department and Fire Department). This position is redundant. Savings: $147,289.00 • Director of Building Facilities o We have established that we currently do not have a procedure in place for building issues. I would like to see this pushed out within a five-year plan. He Savings: $172,050.00 • Parks & Recreation Administrative Assistant c There are already enough administrative assistants within the Parks & Recreation Department. Savings: $77,000.00 • Valley Ride Transit a The provided data does not show a need for an increase. c The proposed budget for VRT is $487,348.00. Recommendation to approve the current amount of $345,142.00. Savings $142,206.00 • Fire Dog c� The dog for fire investigation should be pushed into the five-year plan. o There is not enough need at this time to justify the cost. Savings $20,000.00 (plus other associated expenses) • Other positions and/or proposals that have been pulled by staff c Golf manager: Savings Savings: $142,000.00 o Chief of Staff Savings: $200,000.00 o HR Specialist Sr. Savings: $109,698.00 o Strategic Plan: Savings: $200,000 o Community Outreach Programs Originally $126,000.00 reduced to $64,500.00 o Move intersection Linden.'Cleveland out to a five- year plan Savings: $300,000.00 Total projected savings: $1,747,743.00 • Positions added Facilities Department Maintenance Position: Cost $85,000.00 Graffiti Removal Program (Independent Contractor): $100,000.00 • Other Recommendations o Use the current gym area at City Hall for office space. o During our budget presentations we learned we have employees working at public works that are in the basement. My understanding is it is moldy and wet in the basement. Having a gym is a great benefit, but taking care of our employees outweighs that benefit. o I would even suggest buying modulars if necessary if the conditions are that bad in the building. The gym can be added to the five -year plan. Total Projected Savings: $1,562,743.00 Mayor Wagoner reported that the only staff remaining on the main level floor of the City Hall Annex (621 Cleveland Boulevard) are from the Public Works Department. Councilor Williams • Stated that he concurred with budgetary suggest,ionsbrbught forward by Councilor Doty. • He indicated his opposition to funding an employee gym. MUCH M. PAGE 141 He noted that a pavement study would allow the City would be able to apply for additional grant fund for right-of-way improvements. Public Works Director Robb MacDonald concurred that the City's pavement is currently not rated. He stated his support of this function being outsourced. The data could then be compiled into a report for future grant applications. He inquired about the ability to scale back the department wide travel budget. He recommended a review of all conference requests for determination which ones would result in a benefit to the City. 0 Ms. North that purchase cards will soon be implemented along with changes made to the travel policy. This will allow more oversite with additional documentation. Check and balances will be required. Councilor Williams concluded by indicating his support of keeping the same amount for VRT as allocated in the current budget. Councilor Stadick: • Recommended in decreasing all travel by ten percent (10%). • Increase the budget for the Caldwell Veterans Hall from $20,000 to $30,000. • Need a new organizational chart for each department. Councilor Register: • All travel expenses should be reviewed for necessity. • Concerned with finalizing the budget with Fire Negotiations still underway. • Discussion was held concerning the CPD Mounted Division and their status as a non-profit organization funded by donations. She indicated support for this CAD community outreach program and would recommend of moving it forward. In response to questions from Councilor Register regarding office space for the new City Attorney position, Mayor Wagoner reported that there is an appropriate office for this position. Ms. North recommended an additional workshop date be set to finalize outstanding budgetary matters. She noted that the overall budget has a deficit amount of $600,000.00. Councilor Allgood concurred that the budget is not ready to be presented with the stated deficit. Each department needs to be reviewed for potential budget cuts. He noted that he is not in favor of using foregone revenue. Corrections must be made to overspending. Councilor Register stated that raising the levy rate is not an option. Mayor Wagoner recommended scheduling another workshop session on Tuesday, July 30, at 4:00 p.m. Budgetary recommendations should be sent to the Finance Director and the Mayor before the next workshop session. The workshop dismissed at 6:45 p.m. APPROVED AS WRITTEN THIS 5"' DAY OF Councilor Dittenber ATTEST: Debbie Geyer, Gity Clerk Aup,ust 2024 Mayor Wagoner .•`�� Of CAtO ��'•. = JAN 15 96 :.: L1. I