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Home My WebLink About2020-07-14 Budget Workshop Minutes A cALDWELL ,tet"' DAH. -.. CITY OF CALDWELL Upcomg City Council Special Meetings 2020 BUDGET WORKSHOPS Date/Location Time Agenda Items Tuesday 1 6:00 p.m. Visioning May 5, 2020 WORKSHOP Caldwell Police Department Budget Discussion Community Room 110 South 5th Ave. Tuesday 6:00 p.m. WORKSHOP May 19, 2020 Budget Discussion Caldwell Police Department Community Room 110 South 5th Ave Tuesday 6:00 p.m. WORKSHOP June 2, 2020 Budget Discussion Caldwell Police Department Community Room 110 South 5th Ave Tuesday 6:00 p.m. WORKSHOP June 23, 2020 Budget Discussion Caldwell Police Department Community Room 110 South 5th Ave Tuesday 6:00 p WORKSHOP July 7, 2020 July 7th workshop Budget Discussion Street Department Conference Room session has been 1311 North WI Avenuc cancelled Tuesday 6:00 p.m. WORKSHOP July 14, 2020 Budget Discussion Street Department Conference Room 1311 North 3' Avenue Any person needing special accommodations to participate in the meeting should contact the City Clerk at 411 Blaine Street or call#455-4656 prior to the meeting. Cualquier persona necesitando comodidades especiales para participar en la reunion debe contactar al Vendedor de Ciudad en 411 Blaine St. o Ilame a#455-4656 antes de la reunion. I POSTED: 3-30-2020 REVISED POSTING: 6-24-2020 BOOK 61 PAGE 99 BUDGET WORKSHOP Monday,July 14,2020 6:00 P.M. The Mayor asked the City Clerk call the roll of the following City Council Members present: Pollard (via Zoom),McGee(via Zoom),Allgood,Wagoner,Hopper,and Callsen. Staff Members Present: Carol Mitchell, Alyssa Battaglia, Robb MacDonald,Brent Orton,Jerome Mapp, Frank Wyant,Devin Riley,and Debbie Geyer. COVID-19 PROCEDURES RELATING TO CITY OPERATIONS: The Mayor reported that several city employees have been affected by COVID-19 and have followed the self- quarantine process as directed through the HR Department. Southwest District Health has provided routine updates on the status of COVID-19 statistics within Canyon County. Each City Council concurred with the need to close City-owned buildings to the public at this time for the protection of employees and citizens. City buildings will close as of Monday, July 20. Employees would be allowed to work remotely from home as determined appropriate by the department head. The Caldwell Municipal Swimming Pool and both golf courses(Fairview and Purple Sage)will remain open. The board of directors for the Caldwell Senior Center and the Caldwell Library will determine if their facilities will remain open or close for public access. A press release will be issued this week from the Mayor explaining the closure of City-owned buildings and encouraging the public to use masks. Councilman Callsen expressed concern with large groups forming at Indian Creek Plaza without following the SWDH protocols. Councilman Wagner reported that there have been fewer attendees at recent Indian Creek Plaza events. The Mayor reported that the City Clerk's Office would review all Special Event Permit applications for potential attendance reductions as needed. FEE INCREASES&NEW FEES: Planning & Zoning Department: Jerome Mapp, Planning& Zoning Director, presented a draft fee schedule that provides for flat fees being charged for land-use applications. Councilman Hopper stated his concern with a flat fee projection for rezone or annexation requests associated with small acreage requests or in-fill projects versus requests for large developments. It was suggested that a breakdown of fees be calculated for smaller developments. Public Works Department: Brent Orton reviewed the proposed new fees and fee increases. Sewer & Water: A 4.9 percent increase is projected. Street lights: A 3 percent increase is projected. Airport: A schedule of increased fees will be provided when a new lease is established or the renewal of a current lease. Trash compactor fines for misuse of the downtown trash compactor have been calculated. He noted that Idaho Power will be changing streetlights to LED technology. Engineering Department: A plan review fee adjustment has been calculated. Robb MacDonald provided an update report concerning the Right-of-Way Permit process. A fee of$140 will be charged for work conducted in the public right-of-way. The applicant must show proof of insurance at the time of application. Right-of-Way Permits associated with Special Event Permits would be subject to the same fee. A franchise agreement will be required for any contractor adding infrastructure in the public right-of-way. Councilman Hopper recommended additional fees being charged to contractors for extended road closures. He reported on the inconvenience of long-term road closers to the public, especially on major roadways. He suggested that an initial fee be charged with the potential of a daily fine if the road construction exceeds the projected date. The calculated fees could be based on the type of roadway classification. Parks Department: There will be a new fee of$500 charged when the entire park is rented for the day. Cemetery Fees: Fee adjustments have been proposed to keep up with inflation for burial space. City Clerk: There is a proposed increase concerning the Private Patrol Service Renewal and Patrolman Renewal fees. Golf: There is a proposed fee increase for golf passes and cart storage. Recreation: Sport activities have been reviewed for fee increases. Fire Department: Councilman Callsen reported on the increase of CFD dispatch calls regarding assistance within care centers when they are not able to mobilize patients. Due to staff reductions in local care centers, such dispatch calls have consistently increased over the past few years. Councilman Allgood suggested that there be a penalty fee established similar to the false security alarm fee charged by CPD for such repeated dispatch calls. BOOK 61 PAGE 100 Carol Mitchell reported that all fees would be considered by City Council on August 17,2020 within a public hearing. URA PROJECTS: Carol reported on the proposed URA projects and expenses in the upcoming fiscal year. She noted that obligated expenses would be paid through rental revenue from TVCC. The final tax revenue for the current URA Revenue Allocation Area would be in July 2023. Community needs will be considered with future URA projects to include infrastructure/roads/parks. No new projects will be added. POLICE BUDGET Ms. Mitchell reported that there would be two new positions added for Caldwell Police Department and a total of four new vehicles purchased within the proposed budget. This will require the use of$36,000 in CPD fund balance. In response to questions from Councilman Pollard about the use of CPD vehicles, Chief Wyant reported that CPD vehicles are rotated each shift. The white Crown Victoria vehicles are being phased out. Vehicles are typically declared as surplus at 100,000 miles. OTHER BUDGET REQUESTS: Community School at Sacajawea Elementary School: City Clerk Debbie Geyer reported that a funding request was received from leadership at the Community School. She noted that the United Way grant, which currently funds the community school director's position, expires in December 2020. It was recommend that legal counsel conduct research if city funds can be considered for this need. Office Space for City Departments: Discussion was held concerning the need for additional office space for the IT Department, Caldwell Fire Department and the Planning & Zoning Department. It reported that the Fire Department Training Room must be relocated from the Development Services Building to allow space for the new Planning & Zoning employee. The Mayor reported that CFD has researched the possibility of renting space in the Shanahan Building at 7th & Blaine at $2,100 per month. It was suggested that other options be considered such as use of vacant space in the TVCC building. HR WAGE AND BENEFITS: • The overall increase to the wage and benefits is approximately$8370,000 • Wages include a 1%increase and a$500 one-time service pay for general employees and police personnel, a 3.5%for firefighters(last year of their three-year contract) • Reclassifying Golf Crew Chief to Assistant Golf Superintendent • Moving HR/Finance Generalist to HR as f full-time HR Generalist • Adding a full time I.T.Technician to our I.T.Department • Adding a full time Associate Planner to Planning&Zoning • Adding a full time Assistant WWTP Superintendent and full-time Pretreatment Coordinator at the WWTP • Adding a full-time police officer and moving an administrative position to full-time officer duties • Update pay scale by one-half percent(1/2%)for general employees • Update pay scale by one percent(1%)for sworn police officers • Expect healthcare costs to remain the same • Recommend changing eligibility period to first of the month following date of hire • Recommend changing termination to end of the month following separation • Dental plan and contributions will remain the same • Short term,long term,and life insurance will remain with United Heritage • Flexible Spending Account will change from PacificSource to Connect Your Care • COBRA services will change from PacificSource to the Murray Group • BPA has requested an increase from $2.88 PEPM to $2.99 PEPM. This will increase our annual costs of approximately$375 • HR is terminating HRIS services from PeopleTrak/Canopy and will be going with Employee Navitator with the Murray Group PROPERTY TAX RELIEF: The Mayor provided an update report concerning Governor Little's proposal for use of the Cares Act Funding by municipalities for safety service expenses relating to COVID-19. A non-binding letter of intent must be sent to the Governor's Office this week from cities eligible for the funding. Discussion followed concerning funding requirements and remarks received by the auditors concerning the acceptance of such funds. Ms. Mitchell reported that she would draft the letter of intent for the Mayor's signature, noting that the City would be in close consultation with the auditors concerning such revenue. CLEANING SERVICES Ms. Mitchell provided a schedule of the various cleaning services currently accommodated within city-owned buildings. Discussion was held concerning the need for a contracted company to clean all City-owned facilities due to the need of a professional appearance within each public facility and for sanitation purposes. BOOK 61 PAGE 101 Councilman Callsen reported that all Fire Department stations should be eliminated from the list inasmuch as firefighters routinely clean their own facilities as part of their daily duties. WRAP UP QUESTIONS AND MAYOR'S COMMENTS Council members expressed their appreciation for the information presented during the workshop by staff members. (ADJOURNMENT) MOVED by McGee,SECONDED by Pollard to adjourn at 7:55 p.m. MOTION CARRIED APPROVED AS written THIS 3`d DAY OF August 2020. Mayo , Cou, ' .erson Cou - so Co • .erso -. n.'� rson / 11111 irefd/A1 — &PAIWZ■idi 0E113 iouncilperson Councilperson ATTEST: City Clerk e,,,,,,.,n,,,,,, ,.� C,4 ,' .:• � OF ,,, •...s..•• �.,, v~.•.co�°kya t� • nN15 JA • _ • • • O,�•.,890••.•' COUNTS, ,,,��