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HomeMy WebLinkAbout2009-02-03 Preu AGENDA NAME 2-3-09 COG BACK TABLE FOR P & Z OR C/C DOOR OF CHAMBERS CLERKS STATION CITY COUNCIL SEATS CLERKS WALL CALENDAR REPOST IN LOBBY REFAX WEBS/TE WEBLINK E-MAIL REVISED (YES/NO) N© REVISED DATE: 0 0 0 N~ Initial: Date: Time: • ~~E IDIAN~~-- • NOTICE OF PRE-COUNCIL MEETING MERIDIAN CITY COUNCIL MayorTammy de Weerd City Council Members: Keith Bird Joe Borton Charles Rountree David Zaremba NOTICE IS HEREBY GIVEN that the City Council of the City of Meridian will hold aPre-Council Meeting in the City Council Chambers, Meridian City Hall, 33 East Broadway Avenue, Meridian, Idaho, on Tuesday, February 3, 2009 at fi:30 P.M. The Meridian City Council will be discussing the following agenda items: Pubiic Works Focus Group Update The public is welcome to attend the meeting. DATED this 30th day of January, 2009 ~ ~~ HOLMAN -CITY C~ER ~ ~ - = ,~oP ~ ~4~ ., .~ / a~ I ~ '''','~~~~11111 Illllll~l~````~ Meridian City Pre-Council Meeting Agenda -February 3, 2009 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearings, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. • E IDIAN-- I CITY OF MERIDIAN CITY COUNCIL PRE-COUNCIL MEETING AGENDA Tuesday, February 3, 2009 at 6:30 p.m. City Council Chambers 33 East Idaho Avenue, Meridian, Idaho "Although the City of Meridian no longer requires sworn testimony, all presentations before the Mayor and City Council are expected to be truthful and honest to best of the ability of the presenter." 1. Roll-call Attendance: David Zaremba Brad Hoaglun Charlie Rountree Keith Bird Mayor Tammy de Weerd 2. Adoption of the Agenda: 3. Public Works Focus Group Update: Meridian City Council Pre-Council Meeting Agenda -February 3, 2009 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. }~fQ~ PosF mar P bl~~ t.~,c< - ~/rE IDIAN-- ~~ri NOTICE OF PRE-COUNCIL MEETING MERIDIAN CITY COUNCIL Tha~Ks MayorTammy de Weerd City Council Members: Keith Bird Joe Borton Charles Rountree David Zaremba NOTICE IS HEREBY GIVEN that the City Council of the City of Meridian will hold aPre-Council Meeting in the City Council Chambers, Meridian City Hall, 33 East Broadway Avenue, Meridian, Idaho, on Tuesday, February 3, 2009 at 6:30 P.M. The Meridian City Council will be discussing the following agenda items: Public Works Focus Group Update The public is welcome to attend the meeting. DATED this 30th day of January, 2009 ® , A ~o _ ~ = HOLMAN -CITY C~ER ~ ~~ = ' '~ ~~y~/ a '/'~~ ~r -vf9 P ~ ~ tt~~`t ,''~~1/11141 11111I1ttt Meridian City Pre-Council Meeting Agenda -February 3, 2009 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearings, please contact the City Clerk's Office at 888-4433 at least 48 hours priorto the public meeting. • • E IDIAN~--- ~~~' CITY OF MERIDIAN CITY COUNCIL PRE-COUNCIL MEETING AGENDA Tuesday, February 3, 2009 at 6:30 p.m. City Council Chambers 33 East Idaho Avenue, Meridian, Idaho "Although the. City of Meridian no longer requires sworn testimony, all presentations before the Mayor and City Council are expected to be truthful and honest to best of the ability of the presenter." 1. Roll-call Attendance: David Zaremba Brad Hoaglun Charlie Rountree Keith Bird Mayor Tammy de Weerd 2. Adoption of the Agenda: 3. Public Works Focus Group Update: Meridian City Council Pre-Council Meeting Agenda -February 3, 2009 Page 1 of 1 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian Citv Pre-Council Meeting February 3, 2009 The Meridian City Council meeting was called to order at 6:30 P.M. on Tuesday, February 3, 2009 by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, David Zaremba, Charlie Rountree, Brad Hoaglun. Members Absent: Keith Bird. Staff Present: Bill Nary, Tom Barry, Anna Canning, Jaycee Holman. Item 1. Roll-call Attendance: Roll call. X David Zaremba X Joe Borton X Charlie Rountree X Keith Bird X Mayor Tammy de Weerd Item 2. Adoption of the Agenda: Item 3. Public Works Focus Group Update: Audio of this meeting was inaudible and unable to be transcribed. APPROVED: TAMMY DE WEERD, MAYOR ATTESTED: / / DATE APPROVED JAYCEE L. HOLMAN, CITY CLERK January 30, 2~9 MERIDIAN CITY COUNCIL MEETING February 3, 2009 APPLICANT ITEM NO. 3 REQUEST Public Works Focus Group Update AGENCY CITY CLERK: CITY ENGINEER: CITY PLANNING DIRECTOR: CITY ATTORNEY CITY POLICE DEPT: CITY FIRE DEPT: CITY BUILDING DEPT: CITY WATER DEPT: CITY SEWER DEPT: CITY PARKS DEPT: MERIDIAN SCHOOL DISTRICT: ADA COUNTY HIGHWAY DISTRICT: SANITARY SERVICE COMPANY CENTRAL DISTRICT HEALTH: NAMPA MERIDIAN fRRlGAT1ON: SETTLERS IRRIGATION: IDAHO POWER: US WEST: INTERMOUNTAIN GAS: MERIDIAN POST OFFICE: OTHER: COMMENTS Contacted: Date: Phone: Emailed: Staff Initials: Materials presented at public meetings shall become properly of The City of Meridian. 0 ~ ~~'c . C'o u~r/ c~~ _~~~~°; PIJ~LIC RELAT'1ONS ~~~ ~, ~ ~-LJ ~~. CC ~r~9b~I e~. Summary Memo ~-i~v~f~~ City of Meridian Public Works: Focus Group Sessions ~x ~i February 3, 2009 Summary: On January 22 and 28, City of Meridian Public Works and Red Sky Public Relations facilitated two Focus Group sessions focused on the recommended rate increase for water and wastewater services as part of public education and outreach for the issue. This process went above and beyond what is officially required for rate increase notification. As directed by Council and the Mayor, this was an extremely important element in order to ensure the Meridian community at large receives robust communication and education on this issue. The Focus Group meetings are part of a broader review and communication process that includes: • Independent Third Party Review of Financial Model (DONE) • Communication Plan (DONE) • Focus Group Meetings (DONE) • Rate Hearing Notice /Communication Outreach (UNDERWAY • Town Hall Meetings • Rate Hearing Focus Group Participants: Public Works staff and the Mayor's Office reached out to nearlytwo-dozen community members to be part of the Focus Group. Ten were able to participate on both days. These citizens represented a cross section of the community, and had a knowledge and understanding of impact fees, utilities, City of Meridian operations and general consumer attitudes. This demographic makeup was sought because the group would be presented with highly technical information and asked to absorb the data and question the technical merit, while also focusing on the messages that resonated the most in explaining the problem and solutions. Focus Group Objectives: • To present detailed information on the role, responsibilities and services provided by Meridian Public Works. • To provide an overview of the situation facing the Enterprise Fund, and the accountability and efficiencies implemented by Public Works. • To offer the rate increase options and seek feedback on the preferred option, the key messages and the manner in which to communicate the problem and solutions. A significant portion of the second focus group session was an open discussion to draw forth feedback on the technical information and the preferred manner and focus of communication, asking the following questions: • What information presented was most beneficial to you? • What data best showcased the seriousness of the situation? • What information was confusing/difficult to understand? • What do your friends and neighbors need to hear to understand the situation? • How do you learn about information that is important to you as a member of the Meridian community? 518 South 9th Street. Suite 300. Boise. Idaho 83702. Office 208.287.2199, www.RedSkyPR.com -:;; ~ ~ E N PUBLIC RELATIONS Summary Memo City of Meridian Public Works: Focus Group Sessions February 3, 2009 Grouped answers to the above questions are included in Addendum I. Common themes surfaced about the information important to communicate to the broader community • How did we get here? ^ Rate history - a significant reduction in rates in 2002 when the Enterprise Fund was flush and a reduction was prudent. ^ Massive growth led to extensive new infrastructure. We now have increased costs, which are necessary to maintain these assets. ^ Our overall economic climate means rising costs across the board. • What Public Works has done to mitigate the situation without raising rates ^ Reorganization ^ Internal Audit ^ Department-wide cost saving initiatives ^ Robust financial modeling • What the City is doing to get out of the situation ^ Three rate increase options to ensure the viability of the Enterprise Fund long-term, and continue to provide the same level of water and wastewater service. At the end of the two sessions, the Focus Group was asked 'Which alternative do you recommend the City take in regards to the necessary Utility rate increase?' 7 chose the One-Time Option 2 chose the 2 Year Option 1 chose the 3 Year Option The general consensus on why the One-Time choice was the preferred option is because in the long run it will cost ratepayers the least, and puts the Utility in a better position more quickly. 518 South 9th Street, Suite 300, Boise, Idaho 83702, Office 208.287.2199, www.RedSkyPR.com ~j . • E ~e~l PUBLIC RELATIONS Summary Memo City of Meridian Public Works: Focus Group Sessions February 3, 2009 Addendum I We gleaned the following information from responses to the above-mentioned Feedback Questions, and grouped them under the categories of technical information, key messages and questions/issues that remain. Key Technical Information: The aspects of the technical presentation -the slides and the data -that help explain the situation the best while providing the clearest insight and context. • Map of service area with listing of existing infrastructure • Water and Wastewater Rate History • Capital expenditures over Time • Total Revenues vs. Total Expenses • Change in Unrestricted Fund Balance Over Time • If We Do Nothing? We become insolvent in 2-3 years • Regional Benchmarks for rates • Other Service Costs - to provide context to rising costs • Accountability & Efficiency Measures ^ Employees/Accounts and Employees/Capita ^ Cost & expenditure reductions ^ Fiscal Reporting & accountability All three options on one chart showing the difference in payment over five years Key Messages: The key points to convey in community outreach (Town Hall meetings, media relations) to best frame and explain the issue in the language of the ratepayer. • Water & sewer are not optional services, they are essential, demand continues despite the downturn • Emphasize that rates are not going up because of the new City Hall • Tell the story of the rate reduction • Clear explanation of the current need • We are being proactive with cost containment measures, and fiscally prudent with a financial model • The City cannot and will not deficit spend • We are dealing with tighter government regulations • We are not alone, share benchmarks for other utility rates and other rising costs • Impact ofcity-mandated pressurized irrigation • As growth occurred, operating expenses went up and fee structure did not keep up • Growth pays for growth, but the new infrastructure repair, maintenance and replacement are costs paid by the ratepayers. 518 South 9th Street. Suite 300. Boise. Idaho 83702. Office 208.287.2199. www.RedSkyPR.corri ;::.~,," PUBLIC RELATIONS Summary Memo City of Meridian Public February 3, 2009 • • Works: Focus Group Sessions Be aware of not using too much technical jargon or acronyms, talk like homeowners are used to hearing. Include terms people are familiar with, budget shortfall, no stimulus package, a savings account instead of using your credit card. Operating costs (personnel, operations, maintenance) cannot be reduced further without compromising service levels Questions/Issues that will need to be addressed • Why have we waited until now to address this? • Not having a regulatory reserve could be a fatal decision if council won't take on debt • Why don't we change our rate structure? • Why can't we just cut more costs? • Why isn't growth paying for itself? • Are developers paying their fair share? • We are assuming there will be more growth in the future. What happens if there is no growth? • Are any of the Capital projects postponeable? • Has there been any thought about an option 4 or 5? • Do not make promises that there will not be any increases as necessary in addition to this one Best Methods to Communicate the Impending Increase 1. Insert inwater/wastewater bill (not possible ahead of the Rate Hearing per the current timeframe) 2. Article in the Valley Times and/or Idaho Statesman 3. Television news 4. City of Meridian website 518 South 9th Street, Suite 300. Boise, Idaho 83702. Offiee 208.287.2199, www.RedSkyPR.com • • .' ~~ ;:«~~d_~a PUBLIC RELATIONS Summary Memo City of Meridian Public Works: Focus Group Sessions February 3, 2009 Addendum II Focus Group Participant Biographies - Impact Fee Committee Member, Finance expertise - Impact Fee Committee Member, Construction expertise - Recent Council Candidate, Parks & Rec. Commission Member - Meridian Business Owner, Engineering expertise - Meridian Business Owner, Waste Treatment expertise - Gas Industry, Finance expertise - Meridian Residents, City Council Attendee - Meridian Resident, Communications expertise - Meridian Resident, Healthcare Industry expertise - Real Estate expertise 518 South 9th Street, Suite 300. Boise. Idaho 83702. Office 208.287.2199. www.RedSkyPR.com .~. . • ~; ~ J~,1 PUBLIC RELATIONS Summary Memo City of Meridian Public Works: Focus Group Sessions February 3, 2009 Next Steps 1. Finalize news release announcing Town Hall Meetings 2. Finalize internal document Q&A 3. Per Council's decision, draft & submit Rate Hearing Notice (include Town Hall meeting dates) 4. Develop informational boards for Town Hall Meetings 5. Refine and streamline PowerPoint presentation 6. Draft brochure handout as takeaway from Town Hall Meetings 7. Per Council's decision, draft utility bill insert announcing rate increase and Town Hall Meetings 518 South 9th Street. Suite 300. Boise, Idaho 83702. Office 208.287.2199, www.RedSkyPR.com