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HomeMy WebLinkAbout2001 07-17 SpecialMeridian City Council Special Budget Workshop July 17, 2001 The Special Workshop of the Meridian City Council was opened at 8:05 A.M. on Tuesday, July 17, 2001, by Mayor Robert Corrie. Members Present: Robert Corrie, Ron Anderson, Tammy de Weerd, and Keith Bird. Members Absent: Cherie McCandless. Others Present: Janice Smith, Stacy Kilchenmann, Reta Cunningham, and Will Berg. Corrie: We’ll open at 8:05 the Special Workshop of the Meridian City Council to receive Preliminary Budget Representations and Presentations of each of the specific departments of the city. The first will be Parks Department and we’ll -- shall we start with this? Stacy? Kilchenmann: Mayor and Council. Berg: You need to get the microphone. Anderson: She’s pretty loud. I can hear her (inaudible). Kilchenmann: I’m going to give you just a brief overview of the process and what we expect to accomplish today. What we did is, and I have to thank Reta Cunningham because she really jumped in with both feet and got a lot accomplished. I wouldn’t have been able to do it without her. What we did is we worked with each department to develop what we called a base budget, which are just their standard operating monies that they need to continue the same level of service that they have today. We gave you a draft of that, which of course increased since you got the draft. We really kind of poured through that with a fine-toothed comb. We looked at all the transactions. We sat down with departments two or three times and questioned them unmercifully. I think we have a pretty sound base we can start FY 2002 with. Then, we asked them to go through and choose those things that they felt they needed to take care of problems in their department or to start new programs in their department. I think the underlying theme for the city was the problem and you can call it the opportunity is growth. I think if you look as you hear each department those are pretty much the objectives that they were addressing was how to deal with growth. They turned those in and we went back and I questioned them. That met with different responses but I think everybody jumped on the bandwagon and understood the need to really document and justify what they asked for. So, I hope you’ll continue that theme and you’ll question everybody. I think they’re ready and they have documentation and they can answer your questions. We kind of pared some of those down in the initial sweep. I think everybody, especially in the general fund understands that we are right now about, their requests are two million dollars more than the money we have available. I think they all know that, that there’s going to have to be some budget. So that’s why we asked them to prioritize their requests and present them to you in the order of the most, the thing that they feel that they need to most. Are there any questions about that process that we followed? Anderson: Mr. Mayor. Corrie: Mr. Anderson. Anderson: Stacy, I just had one on, like the employee benefits. How confident are you with the numbers that we have in there for PERSI and the insurance and those types of things? Do we have firm numbers from all of those people as far as what the increases are going to be? Kilchenmann: Mayor, Councilman Anderson. The PERSI number, that’s firm. The insurance is not because initial number we got from Human Resources was I think 18 percent. Now they’re saying well it could be up to 40, 45 percent. We ended up putting 25 percent increase in there and what we’ll probably have to do is if it actually does come through at 45 percent, the Benefit Committee will need to look at changing the employee participation so we can, you know, we can come up and meet that. So, the city doesn’t take the full 45 percent. Anderson: Okay. How about, like ICRMP and those? Are those pretty solid numbers for insurance on automobiles, buildings? Kilchenmann: I think those are, yes. Anderson: Okay. Thank you. Corrie: Okay, if the Council is okay with this, I’ll do away with the formality of going through the chair for the Council people. They can ask questions and as far – unless it gets out of hand which I don’t think it will we don’t need to do that. We conserve time a little bit. We can do that (inaudible) Bird: If that’s okay with you. Corrie: That’ll be fine. De Weerd: Mr. Mayor. Corrie: Yes. De Weerd: Stacy, in the funds that are left over from the budget, the unallocated funds, where are we at? We’re still at 1.5 million at this point? Kilchenmann: Yes. De Weerd: That is left over for all of the departments in the general fund? Kilchenmann: Yes. Corrie: Tom. If there are no more questions, we’ll – Kuntz: Mayor and Council before we start I guess I’d introduce and I think most of the Council members know them. On my left, our Recreations Superintendent Catrina Thomas who has been doing a wonderful job in building our program. It’s doubled in revenue and size in the last year. Then on my right is Elroy Huff who’s our Parks Superintendent also has been doing a fantastic job in juggling all the different projects as well as staff and day-to-day maintenance. Both of those actively participated in putting our budget together and are here to present and answer questions pertaining to their different budgets they’re responsible for. I guess where I would like to start, and if there’s a different order or different way that we want to go about this, please let me know. I’ve handed out two documents today. One is cream colored. It starts with our Parks and Recreation goals from last year, 2000 to 2001. I’d like to briefly go through that. On the backside of that page are our goals for this coming year, 2001, 2002. After that I would like to follow up with the second handout you’ve got, or received, which was the recreation program participate and revenue report. In my meeting with our Council Liaison, Council Member de Weerd, she felt it was important that we highlighted the fact that our revenue has increased substantially over the last couple years as well as our participation rate. And that that revenue has a direct bearing on our ability to pay for the increases in our recreation programming which we are requesting this year. With that, I’ll briefly touch on, and I know you just received this information this morning and I will not go through it item by item because we only have one hour. But, we’ll possibly highlight just a few things on the goals from last year and then the goals coming up this year. With that, the large items that we have completed to date for this year, the automated sprinkling system at Storey Park is complete. We had a few minor glitches that we are continue to work out. We have architects and final design and bid specifications being prepared as we speak for the Skate Park, which is not at Meridian Middle School but at Tully Park. We have a design being finished up for Phase 1 at Chateau Park. We have a Construction Agreement that’s being reviewed by the contractor for Bear Creek Park and of course the design being worked on for the 56 acre park. We have an architect who is working on the Master Plan for Storey Park and the surveying of that park which has never been done officially over the last 50 years, is being completed as we speak. Construction of Phase 2 of Generations Plaza is finished. Five Mile Creek Pathway is 99 percent complete with the opening scheduled for this Thursday morning at 11:00 A.M. We have a Pathway Committee who is finishing up their work and will have a recommendation to us and the Parks Commission within the next 30 days. The volleyball equipment, the standers have been finished up and we’re purchasing the nets and balls that will go into kits that will be rented out to the public. Goals that we look to complete by this summer, late summer or fall, we are going to dig up one of the downtown street trees that is busting out of it’s containment area to figure out what that’s going to cost us on a regular basis. We plan on installing a new sign at Tully Park and a new sign at Storey Park before the end of this fiscal year. Our Parks Superintendent is working on a Tree Ordinance that will be brought to Council this fall so we can apply for Tree City USA Status. We’ll start construction on Phase 1 of Chateau and Bear Creek Park this summer and fall. And the Skate Park facility will also start in September. We are working on -- we have the Ada County Ordinance that will allow us to collect impact fees in our impact area and we’re revising Boise’s and hope to submit that to you within the next 30 days. We’ve re-established our Impact Fee Committee and we’ll be meeting with them to recommend raising our impact fees. We’ll have a Capitol Improvement Plan that will be part of our action plan, which will be brought before the Council within the next 30 days. Items to be carried over, and I won’t go through those because we actually carried them over to the back of that sheet. You can turn the page. The items listed on this page are all reflected under capitol budget requests. One is to partner with the chamber to expand the restroom at the Visitor’s Center at Storey Park. They have submitted a revised plan with the expansion coming out the front of the building to the south. We’ve looked at it. It looks like a good solution to their problem of not being able to build over the top of the Nampa Meridian Irrigation line. We’re requesting money to purchase a large mower that will allow us to go to a mowing crew. The mower would mow a 16-foot swath. With the addition of the 56 acres and Bear Creek, it will cut down substantially on our, the amount of time we spend mowing. We’re asking to replace a used mower and a used truck with a new mower and a used vehicle. We’re asking to add a Seasonal Grounds Keeper, an 8-month position to keep track with the additional new 45 acres that we will be responsible for. We’re assuming and we don’t know this for a fact, but we’re probably going to be responsible for the grounds and landscape grounds around the new police station. But that hasn’t been discussed but we’re assuming. The need for this person really is not only for the additional new park acreage but also we’re finding that we’re responsible for additional outlying areas. The new Ten Mile Fire Station which does not take a lot of time but we’re responsible for that. The new fire station on Franklin Road, we’re maintaining that. The new police station will be added to that. The new Five Mile Creek Pathway, which will not be turf maintenance but will require bare ground maintenance as far as spraying and that type of thing. We’ve got acreage out by the new high school that is not going to be developed probably for a couple of years and we need to bare ground manage that. We’ll have some additional property at the 58 acres that we’ll have to bare ground manage. So, we’re finding that its not only the new park acreage that we’re having to be responsible for but the off site areas. We’d like to asphalt a portion of the shop area at Bower Street to alleviate the mud and the dust problem that we experience from season to season. We’d like to start purchasing the bleachers for the spectators at Bear Creek softball fields. We’d like to buy two sets of those. Start with two versus four. We’d like to hire a Landscape Architect and we’re hoping to get this done pro bono to start on the design, concept for the Veteran’s Memorial at Storey Park so the Veteran’s can start raising money for that facility. Last year we asked to hire a consultant to do a community center feasibility study and we’re coming back with that this year. Then of course, start the construction of the 58 acres, finish up Chateau Park and the skate facility. Start to purchase some new ground and continue to work with Planning and Zoning and developers to build pathways. Then work with developers to acquire new land, possibly in exchange for impact fees so we know we don’t have a lot of money to use for land acquisition. I’ll stand for any questions on those two pages. Bird: Tom, in your goals, replace a used mower and a half-ton truck. What’s the used mower that’s going, what size used mower are you wanting to replace? When you’re buying a big one that’s supposed to solve the problem? Huff: Council member Bird the large mower will take care of the overall acreage and the open larger spaces. The one that I’m replacing the one I’m requesting to replace that older one is a 1987 mower. It’s got about 2,000 hours in it. I can’t use it. I use it for kind of a backup but I’m – sometimes I get to where I need to use it more but it’s not that healthy. So if I trade that one out and get a new one that new one will do some terrain – some of the terrain that we have now such as the water tank and a couple of other area we’ve got coming on are not going to be very level. That newer mower will handle those better than some of the other ones I had. Then I’ll take one of my older ones and put it a little more of a backup and just rotate it. Bird: Okay you’ve got – as I recall we’ve got two or three of the big mowers now. Of the – I call them big compared to what I’m used to mowing with. Huff: I got the two – Bird: -- you’ve got two of the big ones now and this large mower that’s going to cut the 14-foot swath will – and you still need to keep those two to go around the tight areas? Huff: What it enables me to do if I keep the present level I have and I have the one what it enables me to do is to not haul them all over the place all the time. I can stop doing that and leave those smaller mid-size ones at each park so I don’t haul them so much and I just rode the big one. Bird: How much – just a question. On that large one that’s going to cut the 13-foot swath at Storey Park where are you going to be able to use that? Huff: The decks work up and down independently and you don’t have to have them all down at once to take a large area. It will let you go in a little bit smaller but you just can’t trim with it. You can’t get the small areas (inaudible) all the baseball fields and in between in the outfields and all of those areas up on the (inaudible). You can get probably – Bird: -- so one side does come up and lock up? Huff: And you can run with both of them up and run the middle deck some things like that. So you gain about 80 – you probably get about 85 percent of it. Then you basically turn your other smaller mowers into trim mowers but right now I’m using the devil out of those so what it would do is enable me to use those less. So I won’t do near the wear and tear on what I’m getting now. Bird: And what you’ll do with the smaller mowers now is you’ll put one at Tully and one at Storey and just leave them there. Huff: Yes they will be more dedicated than they are now. That will enable me to not put near the hours on them that I’m putting on them now. Bird: Which is the half-ton truck? Which half-ton truck? Huff: On that one we want to replace the 79 Ford that we have out there that we use for lots of different things throughout the year. I’m continually having to put money into that particular pickup to keep it up to a certain (inaudible). Bird: How many trucks have you got right now in your flee? Huff: I think Tom might have a – Bird: -- I didn’t see it in there but I could have missed it. Is it – I missed it then. Huff: If you count recreation and – Bird: -- I’m counting the – Huff: -- I have 10. Anyways I’m just requesting to replace one not add one. Bird: How many miles does that 79 have on it? Huff: About 136 thousand. Bird: And how often is it used? Huff: Sometimes it will be a day or so it won’t be but it’s used every week. Bird: What kind of trips does it take? From park to park or from here to Mountain Home? Huff: No, park to park. Bird: Could you get by one year with it? Could you keep it another year? Huff: If the budget rates I’ll do it. Bird: I mean you know 136 thousand miles isn’t much on a truck. Huff: I don’t it’s just – it’s what they get beat up and go through it’s not their particular age or (inaudible). It’s a – I brought it back a little ways. I’m just looking for something that may be a little bit more (inaudible) for me that has a different bed on it so things like that that makes it a little – Bird: -- what’s this got just a standard half-ton bed? Six foot bed? Huff: The old one does yes. Bird: And what do you want you want a half-ton with a flat bed? Huff: It comes with a bed that’s already constructed, an aluminum bed with sides that go up and down. It gives you more – Bird: -- it’s something like out and J and J Auto? Huff: Yes something like that. Bird: And those are half-tons? Huff: Yes. Bird: How much are they running? Huff: About ten and a half. Kuntz: Council member Bird just to add real briefly. We purchased one of those from J and J two years ago, beefed up the shocks on it and ran that with our outlying mowers. It turned out to be so successful and versatile as far as loading bark chips and topsoil and those types of things that J and J had a second one, which he’s had now for a year and hasn’t sold it. Originally they were 13,000 he’s come down to 11,500 and then he would give us 1,000 dollars trade-in on our 79 Ford. Our purchase price would be 10,500 on the vehicle. Bird: Okay. Anderson: Oh, my other question. When do you anticipate the 56-acre Park and Bear Creek coming online to the point where you would be mowing them? We just heard at the last Council meeting that maybe we were talking about next year somewhere around June completion and then we were talking about a fall completion. When are we talking about bringing those parks online? Kuntz: As far as the 58 acre site the timeline that we looked at yesterday with Mr. Koga from The Land Group is to actually go out to bid in November, December and start construction in February or March to have completion by July or August. I’m recommending August just so we don’t get people on there too soon which means we technically would not be mowing that site until Fall at the earliest. Anderson: How about Bear Creek? Kuntz: Bear Creek, we’re hoping to have that planted this fall, early fall and mowing that you know maybe by late fall once and probably realistically early Spring. The one goal that I didn’t put on there that we’re still hoping to accomplish this year though is to get Bear Creek going now and especially get those softball fields built 80 percent because we would really like to move Catrina’s softball program that doubled in size to Bear Creek effective in the spring. So to answer your question Bear Creek would be (inaudible) starting probably in the spring. Anderson: Bear Creek is how many acres? Kuntz: 18. Anderson: 18, and your goals are you mentioned and move towards a mowing crew. What does that mean? Does that mean hiring somebody or taking your existing employees and just having them do certain days where they mow or what does that mean? Huff: Council member Anderson I’ve already moved our crewing to that to prepare them for when the time that we would have to make that change. I made that change already this year and the restructuring of how we do our stuff. What it basically is, is right now if we go to one of the parks I take three mowers and try to get it done with those by noon. So I’m using three guys, three rigs and everything to try and get done so we can go onto our other things. If we don’t do it that way then we’re out there all day or a day and a half when we can do it in three and four if we gang up on it. When I bring the big mower on it will do most of that work with one person. We’ll use one other guy to do the trim work and a guy to do the weed eating then we get done out of that a lot faster. That’s kind of where I’m driving to. Anderson: So if I’m hearing Tom correct really in affect during this next fiscal year we would only be mowing an additional 18 acres in Bear Creek for next summer and that’s where we would use this bigger mower. It almost seems to me like until the 56 acre Park came on board and Bear Creek was full time through the fiscal year then we’re almost a year ahead a time in requesting this larger mower. Huff: I see – Anderson: -- was (inaudible) that we could get by for the four months next summer with the mowers that we have. Huff: See I’m in a situation where as soon as Bear Creek comes on and Chateau, which I think, will come on maybe before those or about the same time as Bear Creek so as soon as I add 25 then I’m just stuck. What I’ll do from that point is I’ll just run those smaller mowers to death in a pretty quick time. It’s a matter of just getting it about the time that I actually need it. I can get through the rest of this summer I think fine but sometime during the course of next year probably about spring is probably when I’m going to need it. I’m thinking April, May or June. That’s when I expect the acreage to increase to the point to where keeping up with it will be so full time I won’t be doing it. I would have to dedicate too much of my employee force to that one thing once I gain another 25. Then of course the 56 acre portion of that 18 or 20 whether we develop there that would come on a little bit later. I expect later in the summer of fall excuse me. Anderson: But even this larger mower you’re still going to tie up two or three crew members because you indicated that it’s not going to trim around trees and the smaller stuff so you’re still going to do a mowing crew even with that that would go out and take care of an entire park at one time is that correct? Huff: Once I make that change to the larger mower we will have the one person on that and then I’ll leave those other mowers dedicated. Those guys that I have dedicated to do a certain amount of work in those parks will do that trim work. That will change my crew a little bit. I’ll still have a crew that does all of the little areas but I won’t have – I won’t run a crew quite as big as I’m running it now. I’ll disburse it again in a little different way than I have it now. Bird: Ron, if you go up and watch them mow I’m 100 percent behind a large mower even existing I think it would save time right now. Now that you explained to me that we can – we’re not cutting one full 14-foot swath that we can get the others. I think that the large mower is needed Ron, I think it will save us money in the long run in personnel. It right now – to do Storey Park and I think they can get it done in about one day is that right. There are three or four guys working eight hours a day to get Storey done where with that other one if you could – if you cut that down to two men you’ve saved some money on it. Huff: The big mower what it will take and it’s the way it’s constructed. It will service for a long time and it will take quite a lot of punishment. Your other mowers, your smaller mowers after awhile they take their punishment and almost every mower – I’ve got one that’s two years old everything else I’ve got is five, six or seven and then the one that I was wanting to replace is 1987 or 6 so I see your – appreciate your comments on that I really do. We’re just trying to disburse everybody and save on the manpower. That machine will do all of those things with one person on it but you don’t have to pay out – you don’t have to hire somebody else and pay out all of this extra insurance, Workman’s Comp, retirement and all of that stuff. Anderson: What’s the life expectancy on one of these big mowers? Huff: If you take good care of them I expect we can run 10 seasons with it. De Weerd: Mr. Mayor I’m sorry. Corrie: That’s okay go ahead. De Weerd: I just wanted some clarification I would like to get a little structure to this. If we could Will can we get a flip chart so that maybe our Department Heads can put up and prioritize their requests so that we can actually see them. Also, Stacy on the 1.5 million dollars of unallocated money that we have left, that includes park impact fees that can only be used for park acquisition or development so in essence we really don’t have 1.5 million dollars do we? Kilchenmann: You’re right. De Weerd: Probably, a flip chart would be – Bird: The impact fees I think is already allocated in (inaudible). De Weerd: They cannot (inaudible). Bird: I know it can’t but (inaudible) shown as revenue it’s probably in the 1.5 you’re right. We’ve got about 400,000 in there. Kilchenmann: Councilman you’re right, you are correct. De Weerd: So we’re not working with 1.5 million dollars we’re actually working with 1.1? Kilchenmann: Correct but you can take the 400,000 dollars and dedicate it towards park’s capital improvements. So in essence reducing what they’re asking for by the 400,000. De Weerd: Well yes I was just trying to get the over view on the whole picture in the general fund we’ve been looking at 1.5. We’re incorrect in looking at that it’s really 1.1. Any of their replacements or personnel operational type of requests would be out of the 1.1? Kilchenmann: Correct. Corrie: Tom this is very minor but it’s just a housekeeping thing. On your base budget at shop supplies reduction 500 due to line item 2,500 that should be about 3,500 if you’re asking for 4,000 is that correct? Kuntz: Yes sir. Corrie: Okay just a very minor thing but you’re 1,000 taken off your top line. Kuntz: It seems a little bit natural if maybe we couldn’t jump into that last page. I kind of hate to super see the recreation report but I think we’ll go ahead and jump into that. Anderson: The page you were talking about – the last page on your handout that you – Kuntz: -- yes sir in my handout. De Weerd: In color the off white type of – Kuntz: We knew going in that there was – that the items that we requested were not totally going to be funded after we saw the booklets and to see city wide what money the accounts had to work with. This is our first attempt at items that – reductions that we would recommend making effective today in our budget. We’ve gone through and eliminated approximately 3,500 dollars from our base budget and our replacement equipment we’ve reduced that by 2,300 dollars. Then capital and that’s the one I would like to talk about if I could. We’ve reduced that request from 500 to 350,000 and I would like to explain what that is for. 100,000 of that 350,000 could be used as a match for the playground facility that we have a volunteer group has a conceptual design is planned to start going out and asking for funds from corporate sponsorships. They’re estimating that that facility is going to cost about 500,000 dollars. It’s a very large one of a kind to the Treasure Valley type of facility that will be having the handicapped in mind although it’s really for all abilities. They are also taking on our zero depth water features as possibly raising funds for that also. We anticipate the cost for that facility to be about 100,000. So 100,000 of that 350,000 which we would recommend come from impact fees would be used as seed money for the playground. We could reduce that further and cut that in half and go with the 50,000 seed money startup which would lower that to 300. The 250,000 would be used to complete Phase 1 of the 58 acre Park. If you’ll turn back to the second sheet in this handout it has a preliminary cost estimate and I would call your attention to the right hand column three quarters of the way down where it has a sub total of 1,311,953. Our budget for Phase 1 was 1,370,000 but when you add in the design costs, the irrigation tiling and the construction and design costs and of course the five percent contingency that brings us to 1574. So 200,000 will finish up Phase 1 with the diagram on the back of that cost estimate. I’ve added an additional 50,000 or I’m requesting an additional 50,000 in Phase 1 to do Option 1 and Option 2. Option 1 is shown on that map that I’ve attached which is the lawn area that will be used for overflow parking that will give the park a little more of a finished look for Meridian Road so it’s contiguous with the asphalt parking. The cost on that is 14,680 or excuse me 31,928 and then also we would like to at least put the perimeter pathway in. Asphalt or excuse me – I guess it does say asphalt. We might be able to reduce that more with just going with a gravel base but that’s 14,680. The reason we would like to include that in Phase 1 is to do it after the park has been seeded and rough grated. It really complicates things and tears things up so the minimum we would like to do on that pathway is get it in as far as gravel. Bird: What about asphalt? Kuntz: Well and that would be our preference. Bird: If you don’t you come back and tear the lawn up where you’re doing it so – Kuntz: -- yes I agree. With those two items what we would be requesting outside the playground equipment from impact fees would be 250,000 dollars to do Phase 1 including Items 1 and 2. Anderson: And why are you requesting more than what the architect has estimated on the project I’m not following with you there? Kuntz: If you go to the 1,311,000 Council member Anderson then you add in the design cost for The Land Group, the cost to tile the existing irrigation lines and the design costs for that plus the (inaudible) they’ve put in that brings us to 1,574,000 and we have in the budget today 1,370,000. The additional 200,000 would complete what the architect has estimated with those design costs and irrigation tiling. Then the additional 50,000 would pay for the lawn area Option 1 and the asphalt perimeter pathway Option 2. Anderson: I’m still not tracking with you. If I add all of those design costs, the irrigation tile, the five percent contingency, Option 1 and 2 I’m at 1,621,000 dollars and you’ve got line item request on your page here where you’re talking about your reduction that you were requesting 350,000. Why so much more than what the architects estimate is? Kuntz: If you take what we have budgeted this year which is 1,370,000 and add 250,000 that will get us to what the architect is estimating the cost would be. Anderson: For what the entire project or for Phase 1? Kuntz: For Phase 1 of the entire project with Option 1 and 2. I have added an additional 100,000 for seed money to build the adventure land – I can’t remember the title but the playground structure, which is not in here. So that’s what – that brings us to 350 but we could certainly back that off if we needed to. So I’ve asked for the additional 100,000 for seed money to build that 500,000 dollar piece of playground equipment that the volunteer committee’s going to be raising corporate funds for. Anderson: Where is the documentation or the paper that shows us that the architect’s estimate is 350? The only thing I have is this piece of paper that says it’s 1.9. Is there something else that I’m missing that shows some additional costs? Kuntz: Let me go through it one more time. Anderson: You better go through it three or four times because I’m not getting 350,000. Kuntz: Okay if you take on that sheet – if you take the 1,574,000, you add to that Options 1 and 2, which would bring you to – Anderson: -- 1,621,358. Kuntz: Okay and if you take what we have budgeted this year which was 1,370,000 and add 250,000. Anderson: So you’re requesting to carry over the 1.3 million 70 and then you want to add 250 to it? Kunz: Correct. De Weerd: 251,358,035 or 69. Bird: 250. De Weerd: Well that’s what all of that told. Then some seed money for the playground. Bird: 100,000. Anderson: 100,000 in seed money that’s some pretty good seed. Bird: That’s good seed money. How much of that – half a million dollars Tom is that the estimated cost? Kuntz: Yes sir. Bird: And we’re going to put in that much seed money to start it? Kuntz: Again it’s just a suggestion Council member Bird. Bird: Right. Anderson: That’s darn near half the cost of it in seed money. Bird: Well not half but it’s 20 percent. Kuntz: (Inaudible) one fifth of the cost. That’s fine I mean that – Bird: -- I would say that’s down and I think that those people could go out and should have no problem raising a half a million dollars in funds, in corporate funds. Kuntz: Well I think if anything we could throw towards it to show them that we’re sincere about making this happen. I think 50,000 would be – Bird: -- well l think we’re showing pretty sincere when we’re dedicating ground to it that we paid money for. De Weerd: And the site preparation. Now on this phasing you’re only proposing half of that playground area? Did you bring a copy of that playground design with you? Kuntz: It was on that board – Bird: -- I think that – it’s going right in here. De Weerd: Well the stuff below that is all part of their cost estimate for the funds you’re raising isn’t that – Bird: -- just point it out on that map. Kuntz: Yes I had a copy attached – Bird: -- we saw it last Tuesday. Kuntz: It’s this area and then the well shaped area is the water feature. De Weerd: So that’s not being done in this first phase? Kuntz: (Inaudible) when the money’s raised. De Weerd: Right and so what is the cost of that first initial part of it? Kuntz: Of this? De Weerd: Of their play area of their playground equipment? You gave us the total cost of half a million. Kuntz: (Inaudible) that we come in and build the whole thing at once. De Weerd: Okay. Bird: Have you given them a time limit Tom to raise the money and get back to you so that you can get this implemented in Phase 2, Phase 3 – Kuntz: -- not at this point we haven’t. They are actually working with the – The Land Group is actually doing the design on the facility (inaudible). Bird: At whose expense ours or are they donating it? Kuntz: No, they are donating it. De Weerd: They are donating that. So that’s the whole play area outside of the first phase okay. Kuntz: But we are making sure that in utilities, electric water, and drainage from this system are all being included in Phase 1. Bird: It better be. The whole park’s being done that way and then all of the utilities are being put in at this Phase 1 point for the whole park right? Kuntz: Yes sir. Bird: Okay, that’s the way I understood it. Kuntz: And it’s (inaudible) planning conceptual for if (inaudible) it’s all being designed – Bird: -- so you need to get the power to it. Kuntz: (Inaudible) the drainage problems that we’re going to have in the future parking lots. The drainage of this area that’s all being considered is where the pond’s located. De Weerd: So, can we at this point ask a prioritized list of your replacement and enhancement funds over and above your base budget? Bird: Do you want to list your priority of what you want over and above your base budget? Anderson: I have a question. Have you already spent part of the 1.3 million? I mean The Land Group has been doing design work and you tiled that ditch along the front. Have you already spent part of that this year? Kuntz: A very small amount. Bird: How much will you have done by October 1st? How much will be spent? Now I know that 82,000 that don’t come at the end you’re paying them monthly as they design. How much of that is being spent out of that 1.370 by the end of the month or by the end of the fiscal year? Kuntz: We would hope to have the tiling of the ditch done and we will move ahead with that as soon as the water is out of the irrigation system. That’s 115,000 with the design and it’s already been designed once. 115 and then I don’t know if it’s fair to say half of the 85 from The Land Group would be paid out by then. I would estimate that. Bird: How much have we paid up to this point Tom? Kuntz: Pardon me? Bird: How much have we paid out up to this point to The Land Group? Kuntz: I believe about 10,000 dollars is all – pardon me 15. Bird: 15, I can see it probably being – because once it’s designed and it’s supposed to be completely designed by October 1st or this first phase. Once it’s designed 80 percent of their work is done so you’re going to get billed for 60,000 dollars or so, so we’re going to pay out 60,000 there and we should pay all of the 115 which these are conceptual estimates – ***End Of Side One*** Bird: -- it might not come in at 115 it might come in at 110, it might come in at 100 and it might come in at 130 – Kuntz: -- right. Bird: So we don’t really know but we will be paying out some so we – the full carry over is not 1.370. Kuntz: No, sir. De Weerd: And he doesn’t have that on there. Kuntz: No but that will be – the carry over in my understanding will be adjusted as we get down to the end of the year. Bird: Yes that would be no problem doing that. Anderson: Well it will be adjusted but when we’re trying to figure out how much additional funds to add to it that’s why we kind of need to do a projection of how much of that will be (inaudible). Kuntz: Well but the big picture is 1.5 or whatever as far as whether we’re carrying money over or adding money to it. It doesn’t matter whether it’s this fiscal year or next fiscal year the bottom line is we’re not going to pay out any more than the 1.5. Anderson: It does make a difference. Bird: It does make a difference. Anderson: Because it adds more money to your budget next year if you didn’t spend – if you spent that amount this year then affect you’re going to have more fund balance that you think that is yours to use next year when you didn’t need that because you spent it this year. Kuntz: I see what you’re saying but the solution to that problem is not to spend it. Anderson: The solution to that is to tell you it’s not available to you. You have x amount for the project and just because there’s extra money in there at the end of the year when you finish project doesn’t mean you have it for something because it wasn’t planned for. Kuntz: Yes sir. De Weerd: Can you get an estimate from The Land Group? Just tell them that you need to know what you will expend to them because they are going to be your only expense at this point. Bird: No the tiling is. Kuntz: The tiling is also. Bird: The tiling is too. De Weerd: Well if you can get estimates and let Stacy know so we know what we’re talking about in carry forward. Bird: He’s got an estimate on the tiling already at 115. Kuntz: Yes. Bird: So it has to be done by – De Weerd: -- before October 1st? Bird: It should be done by October 1st shouldn’t it Tom? Shouldn’t it I mean that’s the only time – Anderson: -- is the water shut off? Bird: Yes the water’s shut off, the water shut off before that. The water’s probably shut off already. De Weerd: Can’t – no it’s not. Can you get those answers so we can add that to our figures? Kuntz: Sure. De Weerd: That water goes to other farmers. Bird: Yes and if we can’t stop (inaudible). De Weerd: Can you come up here and please prioritize your requests? Kuntz: Sure. While I’m doing that so I don’t waste a lot of your time I guess I wander if we could start into the recreation program (inaudible) report or do you want to write stuff up there or do you feel like it’s necessary or not necessary? I guess it’s very important to us that the Council’s aware of the 20,000 dollar one year increase in revenue as well as participation. If you don’t think it’s necessary to go through that packet but there’s some very valuable information in that packet and I know Catrina’s spent some time putting that together. De Weerd: Mr. Mayor, Tom I realize that Catrina has done a fantastic job with that I mentioned that to here before the session started. If you could give us a brief overview Catrina. I think you’ve given us something that’s very comprehensive and probably doesn’t demand too much explanation but I see that the gap between your revenues and your expenditures are closing every year so that’s very exciting. Thomas: Yes it is. Basically it’s pretty self-explanatory all of the graphs and the pictures help a lot. Basically our participation is grown which in turn has increased our revenue. Last year our projected revenue was – for this fiscal year was 35,000. Currently as of June’s income we were at 55,643 so we’re above what our projective is for this fiscal year and we expect to exceed it next year. We’ve also had requests about how we do our pricing for our classes and for our sports. I put a couple of class budgets in there to kind of give you an idea of where we’re add where we show our profit at. For our Arts and Crafts for this year the way we figure out the prices is we take the instructor (inaudible) plus the supplies, multiply them by .20 which is our administrative fee which covers costs for mailings, sales tax and all of our office work that goes in entails in that. Then we take the total cost, divide it by the number of participants we need to meet that total cost. For example, we expected our instructor wages to be about 120 dollars for Arts and Crafts class per week and then about 80 dollars for supplies. Multiply that by the 20 percent and that gives a total cost of 240 dollars. That divided by six – a minimum of six participants which is what the average is for a class like that. It comes to 40 dollars per participant. In – you can kind of see we do a summer overview of what we expect our classes to be for Arts and Crafts. It shows a profit of 544 and the reason why the profit is a little bit larger is for example the first two weeks we had 10 participants rather than six so that reduces our expenses. We only need one instructor for that. Then the rest is just more of a breakdown of all the different classes. Bird: Council I would report that I asked Tom to give me a print out on our recreation basketball program this year. Very finely run program and it came out on top. That’s – as it grows the profits will become better because your overhead goes down. Your overhead the same whether you have one team or whether you have 20 teams so you’ve done a great job at that end of it that I’m familiar with so I appreciate it. Thomas: Thank you. Bird: Yes, we’ll pretend you did but Tully Skate’s going to be on top. De Weerd: Well these are his priorities not yours. Bird: I know that’s going so it’s got to be done. Kuntz: The skate has a little bit of a variable in that we don’t know how much we’re going to raise and in time. Bird: You don’t actually know what the total price is either. Kuntz: Well this is what’s happened. We had a downsizing from when they came to you last Tuesday, which was 11,800 square feet. We’ve had to redesign it down to 10,700 square feet. Bird: How’s that compared to Eagle? What is Eagle? Kuntz: Eagle’s is 1200. Bird: 12,000? Kuntz: 12,000 I’m sorry. They met with the kids on Friday and the kids were real happy. Bird: And you’ve got how much budgeted in here Tom? Kuntz: 120. So I – Bird: -- so you’ve got 24,000 (inaudible)? Kuntz: Well I think we can do that – Bird: -- I do too. Kuntz: (inaudible) kind of hedging a little bit here you know just in case or if the bid comes in a little higher. Once we have our quantities and what we need for the construction we’re going to go out and start – Bird: -- when are we having the bids come (inaudible) August 1st? No we can’t do that September 1st? So we would have an idea where the bid – before we passed the final budget. I’ll tell you I (inaudible) ask for anything on that thing I think we can get it raised. I think we can get it raised if it don’t come you know 30 or 40 over. De Weerd: If we don’t he’s already committing it. Kuntz: Will I need to put – De Weerd: -- if you don’t Keith will cover it. Bird: No Keith isn’t, no Keith isn’t. Kuntz: (Inaudible) part time (inaudible). (Inaudible discussion amongst Council members) Kuntz: -- part time recreation, which is 6,000. Part time Park’s is below that. De Weerd: So that’s your priority list? Kuntz: Yes ma’am. I’ve added the Chamber restroom into the Storey Park playground (inaudible). 60,000 for the Chamber bathrooms and 120 for that project. Bird: Now you’ve got – on the playground equipment as I understand Tom we’ve got 28,000 coming from SWAK. Kuntz: Yes. De Weerd: So that would reduce that number? Kuntz: Well we’re not even talking about revenue. Bird: No, no this is expenditure that’s what – I’m just getting in my – we’ve got 28,000 what is the project going to be Tom? Kuntz: 50 for the playground, 120 total but 120 covers taking all – the road out and bring in top soil back in. We’ll extend the irrigation system and then we’ll include a new well (inaudible). A minimum of 16 new parking stalls in front of where the Chamber building is that will service the Chamber and the playground – Bird: -- and that will be asphalted? Kuntz: Yes sir so that’s 120 total for that. Bird: But 50 is the playground, the estimated playground? Kuntz: Right. De Weerd: And that’s taking out that long road and all of that. Now can you also – do we have a different color of pen? Just astric those that are out of impact fees and what would be out of the 1.1 million dollars that we have to allocate. Kuntz: We can’t use impact fees to build on existing parks so the Storey Park facility would be out of – call that general fund is that how you want – Bird: -- yes (inaudible). That’s the list of priority as it goes huh? Kuntz: Yes sir. The only thing I haven’t put on here is the design services that were for the community center needs assessment and we could use impact fee administrative money for that – on that. Anderson: Stacy I have a question for you. In the budget book in the green pages where does it show their capital requests for 2002? Is that only on the summary sheet at the start of the book? De Weerd: They’re – they follow the green sheets. And you can find it in the budget summary all of the different (inaudible). Kilchenmann: (Inaudible). Anderson: On the budget summary at the start though it doesn’t tell you which departments requesting it and if you can’t actually tell what the item is. De Weerd: It’s right behind your budget in the green and it lists them one sheet by – I’m sorry behind the budget. Not the purple sheet. That would be nice. Anderson: That would be a novel concept. Corrie: Do you got the date – De Weerd: Yes it starts with the blue sheet and then you have the one item at a time. Kuntz: Mayor and Council one thing I would really like to clarify and I hope that we’ll have some input before we start blopping these off. The part time recreation because of the way that program has expanded is a very high priority to us. A higher priority than the 8 month parks position. Bird: Tom on that mower, that large mower what do you recommend or do you think we will save in manpower wages? Kuntz: Well actually Elroy and I had this discussion last night because I said if we had to give up the mower or the 8 month position and 11,000 dollars what would your preference be. Bird: No seriously. You were telling us Elroy that we would save two men am I not right than what you’re using now? Two full time men. Huff: I’m using some of my part time guys on those existing mowers that I have as much as I can. Each day though I do have one full time guy on those mowers – on one of those mowers depending on what park they’re in. Actually I’m saving – still dedicating one full time person to that big new mower which I think is a responsible thing to do and then as far as the other guys I would need less part time help. Bird: 25, 30,000 a year in saved employee time? Huff: Oh yes. Bird: I would say so too. De Weerd: Tom can Tully Park or the Skate Park, can’t that be taken out of impact fees? Bird: That can. De Weerd: That’s new development and that impact – that park was not established when impact fees were. Kuntz: I would want to check into that for sure but I would say at first glance yes. You want me to change that to a blue astric? De Weerd: Yes. Did you have any left over funds out of the Storey Park irrigation system? Kuntz: We will have Council member de Weerd but we’re not ready to come to you with what we’re proposing finally for the year end funds. We know that Bear Creek is our number one priority and that is to get those softball fields put into a – but we do anticipate some state savings at Storey Park that could be put towards starting the playground. That money could be carried over. De Weerd: Well I’m particular because we already committed to the 60,000 for the Chamber. Kuntz: Right. De Weerd: And I thought we were committing it out of savings from that irrigation system. Kuntz: But there will be some savings you’re accurate we just – getting Bear Creek and getting those softball fields in are very high priority for us. De Weerd: Because your adult program went from 10 teams to 35? Kuntz: Yes. Just one last item, the Community Center Needs Assessment can come out of the administrative component of the impact fees which we have not spent any money of that and there’s quite a large balance in that account. I know there is over 80,000. That’s just what’s in there right now not including the potential of another 40,000 this year. That could come off of the top of that list or the bottom of that list real easily. Then also the design fees can also come out of that administrative fund. Bird: Tom on that administrative fund what does that cover? Doesn’t that cover the collection of it – Kuntz: -- it does but that’s – Bird: -- which goes to a – which should be shoveled back into Planning and Zoning or whoever collects the fees it goes to the Treasury Department some of it for their handling of it so it isn’t all – the administration fees is not all setting of the that 80,000 setting in the Park's and Recreation Department. My way of thinking is if I read that ordinance and stuff right. Kuntz: Those fees that you’re speaking of are very minimal. Bird: I’m not questioning that but it’s – Kuntz: -- but you’re right some of that needs to go to offset that cost. Bird: Yes. If you consider -- you know if you consider 20 percent which I’m sure she’s right at doing that -- is overhead when you’re doing your rec fees well I can’t see that Planning and Zoning, Building and Treasury can’t take – shouldn’t be taking 20 percent as their administration cost so that every dollar that comes in, 20 percent of it is going to be divided between those guys and you guys get 80 cents out of it, the parks does. Kuntz: Conferring with Shari Stiles, 20 percent on every dollar would be quite high for the services they provide. Probably 5 percent of that is probably more realistic as far as the time it takes to collect the fees and administer them. Bird: Tom I don’t think – you’re probably one of the few departments that’s really went down and got your overhead. I don’t – I mean it takes time to allocate that money and collect it. It takes time to run it through the books so I don’t know. I just want to clarify that that 80,000 aren’t all parks according to the ordinance. Kuntz: You bet I agree. I think that administrative money could be used more efficiently than it is now to offset some of these costs, especially design costs and that type of thing. Bird: I agree with you 100 percent. De Weerd: Well for our discussion for tomorrow Janice or Stacy could we get kind of a breakdown of that park impact fee administration – okay thanks Reta. That way we have something to work with tomorrow. Anderson: We ought to move along if we’re going to try and stay on this schedule. Corrie: Anything else Tom Kuntz: No we just appreciate the time. Bird: Thank you. De Weerd: Thanks Elroy and Catrina. Corrie: Thank you very much we appreciate it. Fire Department you’re next on the agenda. Sorry we cut two minutes off of your schedule but we’re coming pretty close. Kilchenmann: (Inaudible) De Weerd: She needs more than that. Kilchenmann: But I did leave extra time at the end of the day. Bird: Thank you. Anderson: She can’t even explain her budget in five minutes let alone have us ask questions. Bird: Just turn it over. Just flip it over and we’ll let Kenny use the other one. We’ll keep that. Anderson: Yes we would like to have that sheet to refer back to. Bird: Yes to refer back to. Thank you. (Inaudible discussion amongst Council members) Corrie: The thing is I wanted to talk to him about how we hold the press conferences and everything else so he felt comfortable with the acceptance of the wages. So I said go ahead. He wants to come tonight (inaudible) be just before the agenda. (Inaudible discussion amongst Council members) Corrie: Okay Stacy, (inaudible) is there anything you want to say? De Weerd: Do you want to give the same overview with each department just to overview the process and the unallocated money? Kilchenmann: Mayor and Council with the Fire Department who doesn’t have to be first this year but they have to be second. We followed the same procedure. We went through their base. With them we had a new – something different in that we have two stations now. You’ll find if you look – if you turn to the fire you’ll find a summary in the green sheets of the whole Fire Department and then you’ll see that we split it up into Administrative and the two stations. Kenny’s not exactly sure how the labor costs will be distributed so we just did it equally between the stations and then as we have some history we will see what that looks like. We just tried to reflect the operating costs of both stations. We think that will be helpful to him when he goes to do a third station he’ll have a good handle on how much it costs to operate that station. We developed a base and kind of took out the one time expenses he had when he set up his new station and tried to get down to basic operating. Then he went through and did his enhancements or the items that he would like to add. They want me to remind you that we only have actually 1.1 million dollars to spend for general funds. When you give your presentation concentrate and really let them know the items that are your priorities or that you feel are most important. So with that I’ll let Kenny go. Bowers: Thank you Stacy. I handed out a packet to you people, Mayor and Council. The first item is our new mission statement so you can take out your old one and put that one in. Also the next page is just a little bit of history of our Fire Department. You’ve seen this other times through the year that just tells when the department was formed, how many calls we went on and how many trucks we have. I didn’t realize that Stacy was already going to do that on how many trucks and equipment we have. The next page is an organizational chart from the citizens to the Mayor, to the Fire Chief, to the Deputy Chiefs on down to the Captains, Drivers and Fire Fighters. The next page is the organizational chart per by name. Then the next page – in your packet from Stacy she had put in there our goals for the year of 2001. Basically what I put in is just what we were able to accomplish on our goals. Which ones we were able to get done and which ones we were able to work on. At this time do you want to go through some of them or do you just – Mayor do you want to just read them on your own time? Corrie: My preference would be if the Council – that we can read these. We really need some information on your budgeting. Bowers: Okay thank you Mayor. As you can go through the goals there and read them you can see that we have accomplished many of our goals that we have set. We feel very positive and very good that we were able to do that. Then the next page is our goals for 2002. Starting off with the Idaho Surveying and rating and then the last one would be to continue the evaluation from the Emergency Service Consulting Group, the booklet that you guys received from me. That’s our goals for 2002 Mayor and Council. I am a little surprised that our Rural Commissioners aren’t here today too. I’m not sure there must be a problem or something because they planned on being here. When we get into the green pages, the combined detail summary. Are there any questions on there that Stacy or myself can answer on the green pages? Bird: Kenneth? Bowers: Yes. Bird: On your overtime wages, your current budget looks like you’re projecting the actual for 2001 is going to go over what the budget was. You’ve increased it by 2,000 dollars but by hiring three full-time Fireman this next fiscal year and having the second station online do you believe the overtime wages are going to stay that high or should they stay that high? Bowers: Mayor Corrie and Councilman Bird if – the big question is if we do not get the three extra Firefighters that we’re asking for we will probably be in the same boat as overtime. The reason being is we’ve got a three-man crew now and if somebody takes off sick, takes off to a class or something we have to bring in overtime. I didn’t have any direct figures to write down Keith to work off of. I talked to Stacy and we figured if we could leave it the same – around the same that would give us a very good idea where to shoot from for the next year. I didn’t have any figures really to come off of Keith. Bird: Okay thanks Kenny. Corrie: Kenny if we did hire the three would that possibly drop then? Bowers: It possibly could because what we’ve done now Mayor Corrie and City Council Members is we are not having the people come back to all calls now. If it is a call where we respond two vehicles or more then we allow the Firefighters to come down and stand by. But at this time if they just go out on a medical call or an auto accident where one vehicle rolls we do not have coverage to come back in. The reason being is we have the other station to cover the district. Corrie: Okay thank you. Bird: To follow up on that from the Mayor, Kenny if you hire the three new Firefighters will they just be extras – just work in for people that are off sick and stuff like that? Is that how you plan on doing it or are you putting on another new shift or what? Bowers: Mayor Corrie, City Council Members, Councilmen Bird, the three people at first we would send them into an academy again like we have the others. Once they’ve gotten out of the academy and become EMT’s also they would be just – they would be our regular Firefighters is what they would be. What we would need them for is to fill in like I had said if we’ve got somebody gone for vacation or sick at either station they can fill in. No, we do not have plans of starting another shift or anything. If we need to take a truck to Boise to get worked on we can use that person to drive the truck instead of calling somebody in and paying them overtime to do that. I don’t want to call them a gopher but they will be just helping us out on every area that we need. Bird: So as I look at it then they will cut into this overtime pay essentially very much? Bowers: Yes, yes. Bird: Okay, thank you. Bowers: Okay. De Weerd: Mr. Mayor, excuse me Kenny. I guess my question on the increase in the personnel base is 23 percent. Was that a result of renegotiating – or the contract negotiations? Is that why it’s increased so much? Bowers: Yes it would be the negotiations yes. Bird: It also shows the three new Firefighters. De Weerd: No. Bird: It doesn’t? Bowers: No it does not Mayor and City Council Member. De Weerd: Not in your base. Bowers: Not in the base. That is an enhancement. De Weerd: So you’re negotiations are already pretty much reflected in this budget? Bowers: They are yes. We have a contract on the salaries done already we just need to bring it to you guys to sign it. We do know what the salaries will be for everybody in the union. De Weerd: Thank you. Bowers: Thank you. Any other questions on that part then we’ll get into enhancements. Would you like to have me go through the enhancements first and then go up and prioritize them or would you just rather me prioritize them right off the bat? Corrie: (Inaudible). Bird: Let’s prioritize – (Inaudible discussion amongst Council members) De Weerd: I like the guessing game. Bowers: We’ll do that. De Weerd: I just like to get down (inaudible). (Inaudible discussion amongst Council members) Bowers: Our first enhancement would be the opticom. Up in the top right hand – up in the right hand corner where it says request Number 1. Do you see where that’s at in the enhancement papers? Okay that’s the sheet I’m coming off of, opticom. De Weerd: It’s right after the – it’s the second page of that section. No, Keith it’s right after the – Bowers: -- right after the purple sheet, lavender. De Weerd: Then he has a single sheet for each one after the budget – after the purple sheet. Okay, we’re with you. Bowers: Okay. I figured everybody had it like – each department has it that way but we’re learning. Opticom, basically we’ve got three intersections that we would like to do. When they redo the Locust Grove, Ustick intersection that’s coming up they keep talking about the – on top of the freeway and Meridian Road we’ll be putting a light there. Then one of the Fire Stations either on Franklin Road or Ten Mile. Bird: You’ve got to get lights there first. Bowers: Excuse me. Bird: You’ve got to get lights there first. Bowers: We’ve got to get lights there first yes we do. De Weerd: Now Kenny, do I understand that those can be out of this years budget? Is that what I heard discussed at ACHD? Corrie: You mean the one up at Ten Mile? De Weerd: Yes. Bowers: Mayor Corrie, City Council Members, Councilman de Weerd, we are looking for some extra money in my budget to put the lights up at Ten Mile at this time. De Weerd: Out of this year’s budget? Bowers: Out of this years budget yes. Bird: And do you have the money to put the opticom in at that time Kenneth in this year’s budget? Bowers: Yes part of it. Our question is – Councilman Anderson and our Rural Commissioners thought that if we could buy some property this year out of what we’ve got left in our budget, instead of doing the opticom we would much better buy some property for a station three. Bird: What is the opticom 2,500 a light approximately? Bowers: 2,500 to 3,500 depending on if it’s a brand new intersection or if it’s an older intersection that needs to be upgraded in the big green traffic boxes. I’m not sure what they’re going to do at Locust Grove it will have to be all new there because there isn’t any lights there at this time. Bird: And the Ten Mile would be new too so we’re looking at probably the 2,500? Bowers: 2,500 to 3,000. Bird: And you don’t have enough left over to purchase the ground, put the lights in and put the opticom in? Bowers: Not at this time. Bird: (Inaudible) at that time. Bowers: Not at this time. Anderson: It’s going to be an either or either we do the land or we do the one traffic lane. Bird: Well I think you need to do the land (inaudible). Anderson: That’s what the Rural Commissioners and myself felt the land had a higher priority – Bird: -- I think the land had a higher priority than that. Bowers: So that’s kind of the reason why we put in the opticom for – Bird: -- but if we could get ACHD, which would be a miracle but – to put in the lights would you have enough left out of your budget to put the opticom system in out there? Would you have the 2,500 after the land purchase, Kenneth this year if we were to get them to put in some lights? Anderson: They would be nodding that line item but – Bowers: Yes in our total budget – Bird: -- well we can transfer line items yes. I would like to see – I think the (inaudible) would be a priority. I also think that we need to get the opticom in out there if we get the lights in. There’s no sense in coming back and doing it later paying 1,000 dollars for it. Bowers: Mayor Corrie, City Council Members, Councilman Bird, yes we have enough in the opticom capitol outlay by this that I just got from Janice that we would be able to do it this year. Bird: If we could get Ada County Highway District to put the lights in. That’s a big if. Corrie: And the cost of it. Bird: What? Corrie: The 80,000? Bird: Well I don’t know why they can’t do it. That’s my personal opinion. They haven’t done anything – well we’ve got our overlay between McMillan and Ustick and Locust Grove and then on Eagle Road I guess they did a mile overlay. De Weerd: So what are the amounts on those Joe? Bowers: The opticom – on the summary you have Joe? Opticom is 10,500. Our next enhancement then would be request Number 5 in your packet there. You need to go back to the fifth page. That would be for three new intro Firefighters. Three new intro Firefighters would be 156,333. That’s including their salaries, that’s including their training, the academy, that’s including their turnout year, the radios, everything to bring them up to get them online. Bird: Kenneth this is a one time cost on radios and turnout and stuff like that isn’t it? So the 52,000 plus that each Firefighters going to cost us then the next year it goes – well but if they come up in rank maybe it don’t. They probably will come down to about 45 to 50,000 cost. This is a one-time get them up and running. Bowers: Mayor Corrie, City – ***End Of Side Two*** Bowers: -- four years depending on how much usage they’ve had. Did they get them into a gas fire, did they get petroleum on them so – and the radios are a little longer than that they’re six to seven years. The first year yes you’re correct on that. The second year it would come down other than if their salary went up. The third year we would probably be okay. The fourth year you would be looking at changing turnout, year out and equipment. Anderson: I don’t think you can really bank on the fact that the cost is going to go down. It’s going to cost you about 50,000 dollars a year for an employee -- Bird: -- yes I realize that Ron. Anderson: As an average. You might have just a very small increase in the startup cost but from that point on – I mean bunker gear you’re only talking about 1,000 dollars per man so even on years when you’re not buying bunker gear you’re talking about 3,000 dollars. A hand held radio you’ve got to replace those and some of those kind of things but the ongoing training and the increases in salaries and benefits you’re going to have to figure about that same cost every year. Bowers: Are there any questions then on the three Firefighters? On new equipment. This is where we sit down and where we need new equipment for the year. We have – we’ve purchased 50 SCBA air bottles many years ago and we are only allowed to use them a certain number of years. As we get closer to that year that we will need to get rid of them instead of buying 50 new ones again at a total lump sum price we would like to start buying 10 a year and kind of phasing them in. We’re going to need – we’ve tested or we’ve used all of our hose. We don’t have any in stock anymore we’ve got them all on the truck now so we’re going to need to buy new hose. There is no prices down here written down because I haven’t got them from the manufacturer but what we would like to do is take our Dodge Truck that we have the utility bed on it. Possibly take the utility bed off, put a flat bed unit on it and us it in for a gas fire rig. Our GMC is a 1980 and it’s getting a little older as time goes on. We didn’t get a quote from Boise Mobile on a change over on that. The amount was 75,000 dollars on equipment. De Weerd: Now so that’s your third priority? Anderson: Is this list in priority order or random or – because he’s reading them off in a different order here. Bowers: Excuse me I – thank you. No wander you guys couldn’t keep up. You should have caught that there Deputy Chief. Number three then – we’ll go back to it. De Weerd: We just wanted to clarify that. Bowers: Thank you Tammy I appreciate that. Number three is Fire Inspector, Safety Officer. What we would like to do is – you guys have worked so hard to beef up Planning and Zoning, beef up the Building Department end and you’ve worked so hard about beefing up our Firefighters end that we have kind of allowed our administrative kind of to sag a little bit. What we would like to do is bring on a Fire Inspector. What his job duties would be is to be going out into the public, out into the district and going through new buildings and old buildings to inspect. Also, we would use this person on the fire scene as a Safety Officer, which we do not have a dedicated Fire Safety Officer at this time. What that would be is just to keep control of all the Firefighters on the scene, checking out if they’ve got their ladders put up right, to make sure that if a building were ready to collapse he possibly would be able to see it before the Firefighters. What we would like to do is add this person on to help out the Fire Marshal. So he would be a Fire Inspector Safety Officer. Bird: Kenneth, now tell me that 95,071 dollars is not all wages for that job. Bowers: Well pretty close Keith. No, what that is, is a – Stacy had told us to set down a figure of their salary and all of the equipment to go along with that person’s job. Such as turn out equipment, training and testing this person, a vehicle is 20,000 dollars. A vehicle maintenance, vehicle repair, fuel and insurance so 61,000 basically is in wages, overtime, benefits and then the rest of that is in a vehicle and equipment Mayor. Bird: Thanks Kenneth I just wanted to get that out. I knew that wasn’t it but the public comes and looks at your budget and sees 95,000 for a Fire Inspector they say oh man I think I’ll apply for that job. De Weerd: Well Kenny was going to apply for that job. Bowers: That’s what Councilman Anderson said he was going to come over and do. (Inaudible discussion amongst Council members) Bird: He wouldn’t want to take a pay cut. Anderson: That’s right so I’ve just heard the Council and the Mayor was a pushover here though. Bowers: Any other questions on that Fire Inspector? De Weerd: Kenny, who has been doing these responsibilities to this point? Bowers: Good question, good question. Myself and Joe have been splitting that at this time with our captains of our engine company. We’ve kind of just split them out among all three of us. De Weerd: Now was it also something that your recent – or not so recently anymore, Fire Marshal did? Bowers: Negative. No we did not at that time. We did not have him do the older buildings he was inspecting all the new buildings but none of the old ones. Bird: This is actually a replay – this isn’t a new – this is a new classification but it’s not a new employee. This is replacing the Fire Marshal that retired? Anderson: No, Joe has been appointed Deputy Chief Fire Marshal slash Fire Marshal. We’re hiring a new Deputy Chief Training Officer. What happens typically is the Fire Marshal does new construction plans review process for fire alarms sprinkler systems and the new construction. Then he goes out and makes sure those buildings are built to meet the code. What we’ve done in the past is use the existing on-duty crews to do company inspections along with Kenny and Joe to fill in on the existing businesses. What this position would do is it would give us somebody full-time who’s just concentrating on existing businesses and making sure that the fire and life safety code is continued to apply with. He would still work with the Engine Company. They would still do some of those types of things but he would be the main person, the coordinator for the more complicated businesses and exceptions. He would be the one that would have more thorough in depth knowledge that the company officers could contact, refer to. Bird: But what I’m saying Ron is we basically had three guys even though they had different job descriptions. Now we’ve got two, Chief and Deputy Chief. Basically, part of our Fire Marshal slash Skip that retired wages was already I mean it’s taking part of this in office space and all of this stuff. You went from three administration people down to two now we’re adding the third one back even though it’s a different classification. Anderson: No, the position that Skip had Joe has transferred into that position. We’re filling Joe’s vacancy right now as we speak. That’s already included in these base budgets. What we’re asking for is a new position and an enhancement on top of that. Bird: We’re filling another – Anderson: -- we’re creating a new position of a Fire Inspector. Bird: Okay but what is the one that’s being replaced right now then that’s just a Fire Chief Training Officer? Bowers: Yes, training. Bird: This is an additional person then? Bowers: Yes this is an enhancement. Bird: We will have four, five administrators counting the secretary. Unidentified Speaker: I don’t think the Fire Inspector is an administrator. Anderson: He’s not an administrator no. Bird: He is an online – Anderson: -- he would be a Union Member. De Weerd: So this person would also be enforcing the Fire Code then? Bowers: Yes. De Weerd: Because currently I think you’re using some of the Code Enforcement Officers for that is that what I understand? Bowers: Councilman de Weerd, no we are doing that ourselves. Either myself, Deputy Chief Silva or the captains are doing that. Now if we do run into something like weed control or trash or something like that then we do bring in the Code Enforcement Officer to do that. Anderson: Because that’s a violation of City Ordinance (inaudible) nuisance. Bowers: City Ordinance. De Weerd: Instead of the Fire Code? Anderson: Fire Code right. De Weerd: Thank you. Bowers: Any other questions then? Anderson: No, but you better move along or you’re not going to get through. Bowers: I see that, I see that. The next one would be the equipment again. Were there any other questions on the equipment? The next enhancement would be the four-wheel drive unit. This is a vehicle for the Deputy Chief Training Officer that we’re hiring right to this day. This would be his rig to drive and basically we decided to go with a four-wheel drive unit on this to get him to our customers because he will be going out into the district a lot also to take over instant command. He will be rotating with Deputy Chief Silva and myself. This person could end up on the freeway out in the mud out in the middle of it, or if a plane comes down or a train he has to get to that emergency. We’ve decided to try to go with a four-wheel drive unit this time. That would be enhancement – the one that you just received from Stacy. I believe it has Number 8 up in the right hand side. De Weerd: That’s 38,000 rig? Bowers: That would be 38,000. Corrie: Are four-wheel drives on the State Bid as well? Bowers: Yes they are. Corrie: They are running 30,000 – what are they? Anderson: I just bought a suburban and it was 28,500. Bird: You need to stay with a suburban at least that large don’t you Ron? How do those little ones like yours work for something like this? Not very well will it? Anderson: Mine doesn’t work too well because you don’t have much room for the equipment. If you get a suburban with – we’re going do a slide out in the back for a command center. Bird: Is this a new suburban you just picked up or was it a – Anderson: -- yes it was brand new on the State Bid. By the time you add the light bars and the radios and all of that we’ll probably get into about 35,000. Bird: I think – get a suburban it would be as small as you wanted. I don’t think you want (inaudible) out of a small SUV. Bowers: Our next enhancement would be up in the right hand side would be request Number 2. It is for two new engines. We realize we’re going to need a new engine to fill Station Number 3 when we buy – when we build that station. We have two engines right now that are getting close to 20 years old and another engine that has 70,000 miles on it already. One of the engines that will be phasing out in the years is a two person cab. It doesn’t work real well when you have three people to fit in a two-person cab. We are looking into the future of buying two new engines. As you do know we do have 800 and some thousand in a truck fund. I believe that probably is mostly set aside for a latter truck in the future. That’s up to probably the City Council of how they would like to work that. Bird: How soon do you think you will build out to where you will need a latter truck? Bowers: We scheduled a latter truck to be bought I believe in four or five more years is that correct? Bird: I think that’s what that assessment came out was about five years. Do you believe that you need these two new engines before that time? Bowers: Not at this time. I believe we do need to start specking out for one engine to be ready. Two is just a shot, a hope so, yes. Bird: Do you think you will need – Bowers: -- you will always see a (inaudible) in my budget and this thing. I thought I would just throw it in there. We do need to probably start specking out at least one. Bird: What I mean Kenny do you believe that if we stay with the consultants, timetable and stuff that we will need the two engines before we need the latter the one latter? Bowers: That is correct, yes we do. Bird: What did that last engine cost us when we were completely done, geared up and everything? Bowers: Just a little over 300,000. Anderson: 303,000. Bird: How much? Anderson: 303,000. Bird: Was that completely – Anderson: -- that was the truck without equipment yes. Then they have a separate line item for equivalent. Does this cost include equipment or is this an inflated price for the truck? Bowers: This is a little inflated price yes for a truck. Bird: Does this cover the equipment? Bowers: Yes it does. We put a – in here fuel, maintenance, insurance, 60,000 for equipment and MDT’s the Mobile Data Terminals 680,000. You must not have that. Anderson: You’ve got 30,000 for the equipment for each truck? Bird: Plus the 300,000. Bowers: Yes for each truck. De Weerd: So how much does a latter truck cost? Bowers: Councilman de Weerd they vary. They vary to depending on how tall of latter that you’re going to have. If it’s just going to be a latter or if it’s going to be a bucket on the end of the latter. Anywhere between 250 to 750,000. De Weerd: And you said we have 800,000 in the account right now? Bowers: Yes. A truck increases 15 to 20 percent each year in the price. Anderson: In that truck fund that we currently have and as I’ve talked to Tammy a little bit about this my feeling is that that fund ought to be maybe converted from just a fire truck to a capital fund and then that could be used for anything. From building the station to buying a fire truck or whatever. Right now, I think the numbers that we get on our monthly print out are closer to 900,000 then they are 800,000. My thoughts are that probably the latter truck that Meridian will end up buying will be somewhere around the half million dollar price. We still have somewhere around 400,000 in that truck fund. Bird: Do you agree Ron, that within five years we will need a latter because I’ve talked to you? Anderson: Well I still believe that our priority ought to be Station 3 and another Engine Company before we worry about the latter truck. Then we look at the latter truck after Station 3 is built. Bird: I agree with you. Corrie: We could pull in the latter truck if we need to. I like the idea not to narrow that money down – just a truck. I think it’s a good point. You can use it for a station. I agree there. Bowers: Any other questions on that then? Bird: I have none. Bowers: The next one is train props and structures. That would be request Number 7 on your paper. This was discussed quite a bit one night in our Rural Commissioners meeting with Ron Anderson – Councilman Anderson being there also. At this time we have to either go to Boise Fire or Nampa Fire to finish our training on props. We do not have the facility in Meridian at this time to do that. The props are different – different ways of doing things of training like a three or four story building that you can train in. They pipe gas into the ground or propane into the ground and light it. You have to go out and put that out. They pipe a propane fire up against a wall like it’s going up against a house. We have (inaudible) a rescue training building that we can build to – how to get people and firemen out of buildings that they have went down in. Ron Anderson, Councilman Anderson and Rural Commissioner Mike Ingram talked about this 300,000 in the props building the equipment stuff. Our thing is we haven’t really discussed is where would be a good place to put this. It would be nice to have it behind our Fire Station on Franklin but I’m not sure if we have enough room there. I would need some help from Councilman Anderson to help us on the room. This also – we are lacking in our Idaho Surveyed and Rating Bureau when Doug Young comes in. We don’t get any credit at all for training because we don’t have any problems, we don’t have a structure. Always when there’s three or four or ten points to get training in this area we always get either a one or maybe a two because we use streets, dead-end roads and our Fire Station to do our training. We don’t get a lot of points from Doug Young at the Rating Bureau. Also, every time we want to do some training we have to take an engine out of service and either drive to Nampa or drive to Boise to do this training. Any questions on that? The next one would be the office addition. That would be request Number 4 on your papers. What we had talked about doing is adding on to the north side of the training room where we are now. I had received a quote from ZTA on what a 30 by 14 building would probably cost us to add on out there – office room. What this could do this could house the new Fire Inspector area for his office. Basically we put 50,000 dollars in for an addition to the Fire Station. Bird: How many square feet Kenny? Bowers: 30 by 14 so whatever that figures out there Mr. Fire Marshal. Where’s your calculator. Four-Twenty? Bird: Four-Twenty. Anderson: This one almost seems out of whack because you’re saying the Fire Inspector is your Number 3 priority but then giving him a place to work is your Number 8 priority. Do you have some place else that you’re going to put him then if we hire him and don’t grant your Number 8 priority? Bowers: What we would have then is possibly put him in a bedroom on the other side or a conference room on the other side or somehow double him up in one of our offices for a while if we could. I hate to do that because once we move him in we probably will never get him moved out. It is out of whack a little bit Ron and it is but I know we would need it but I just hated to go too far after asking for two fire trucks and some props. Corrie: On a temporary basis how big is the Fire Marshal’s office? Can you put two desks in there for a year? Bowers: No, not in the Fire Marshal’s office. We would – Corrie: -- I mean they’re working hand in hand. Bowers: -- we would probably have to put him over in the conference room or something on the living side – living quarters. De Weerd: How about at Station 2? Bird: That’s what I was just going to ask. Bowers: We have even discussed that in the conference room out there is put him in Station 2. We could find a spot for him I realize that but it sure would be nice to be able to put an addition. This is that addition that we’ve taken off our first plans. Bird: That’s a little – and you’re not adding a whole bunch of stuff. For 420 square feet I think you’re 50,000 is pretty high because all your basically doing is putting a shell and core out there. You’ve already got everything. It’s just a matter of adding to it to your existing system. It’s not like you’re putting any new air conditioning, heating or electrical boxes or anything else. You’re just adding to the existing. I’m positive the existing will handle an extra 420 square feet. I’m like Ron I think you’re Fire Inspector’s Number 3 I think we need to find a place for the guy. I don’t think the conference room is probably an ideal place right now. Bowers: We do use that conference room every day it seems like. Our training room right now gets used three or four times a week with other departments and we gladly have them come and use it. That means whenever we have anybody come in to go through blue prints or if we have a juvenile fire center come in then we have to use that conference room so it would be a little tight. Deputy Chief Silva did you have anything to add at all? Silva: (Inaudible). De Weerd: I guess we seem the impact of the failure of passing the mill levy increase that we only have the 1.1 million dollars of unallocated funds above the base. For personnel, for merit increases and for capital so you can see it’s going to be very tight this year. Bowers: Councilman de Weerd yes and I’m only asking for 1.1 million in the enhancement. De Weerd: So you should be the one and only? Bird: But you’ve got 900,000, you’ve got 900,000 in there to cover your biggest thing. That’s what people want – as Tammy pointed out you’ve got a bunch of park impact fees out of that 1.1 million but you’ve also got 900,000 and growing by the end of the year that you could take care of. I’m like Ron, I don’t think it should just be called fire truck fund I think it was put in there for capital Investments for the Fire Department. Basically, your department is much better off then all the other departments because you do have a whole bunch of your capital stuff covered, your big items. Anderson: Yes, the cost of this fire truck the 300,000 dollars would not come form that 1.1 million that could come from the fire truck fund. Bird: If we change that ordinance that took that over to the capital improvement fund then you could do some other things on that point too Ron. De Weerd: So can you astric that engine then so we know that that can come from a – not from the 1.1 million? Bowers: Mayor Corrie and City Council members the only thing I hesitate and it’s a good idea to do something like that with an 800, 900,000 but I try to warn you that when it’s time to buy a latter truck we’re going to have to find that money then somewhere. I don’t just don’t want us to get clear out in left field here and then all of a sudden we’ve got to buy a latter truck and we don’t have any money set aside. Bird: Well five years you can turn that back in every year on your budget and pick it up. Bowers: Yes if we could sure do that. De Weerd: Kenny, I hope that this fall when we go after the bond levy increase again that some of what we’re doing this year to try and still continue a little bit of progress with our budget those things could be made up. If it fails we’ll kind of really have to do some strategic planning but in a bad year like this I think that we’ll be very consciences about that fund and certainly won’t go out and willy nilly spend it. I appreciate your comments. Bowers: Anything else then. I appreciate you listening to me and I’m sure you guys will have other questions as we go on and I’m sure we’ll be going through this budget several times with you. Thank you very much. Bird: I hope not. Bowers: Yes I know. Bird: That’s what we got this for is to get this thing ironed out. Bowers: When Ron tells me to cut something out then I’m sure I’ll have to be back. Thank you very much. Deputy Chief anything? De Weerd: I just want to add one more thing. After this budget process is over we really look forward to doing some strategic planning. I know that the Mayor wanted to kind of get the Finance Director on board and she was immediately tossed into the budget process. Once this is over we would like to get into the strategic planning and goal setting and really set some firm direction on where we all collectively want to go. Hopefully next year this is going to be a more comprehensive process too. Bowers: City Council I hope you do read my goals that we did, was able to accomplish and what we have coming up because I think you would be proud and please with what we accomplished this last year. De Weerd: I think all of our department – Bird: -- we are very proud of all of you guys in the city. Bowers: We came along way. Corrie: This is going a lot smoother than it has previously thanks to Stacy and your people getting together ahead of time and working these things out. Yes, John Luthy is working with us and we’re going to have that strategic planning for anybody. I think the next one will be at 10:30 the Police Department and I would like to take about a 10-minute break. Bird: Stacy’s nice to give us a break there Mayor. Corrie: Thank you Stacy. Let’s get this show on the road. Chief, we have the Fire Department next or excuse me the Police Department next and Stacy do you want to do the same overview quickly and then we’ll get the police. Kilchenmann: Mayor and Council continuing on spending our 1.1 million dollars. We’re going to do the Police Department next and they are our largest general fund department in numbers of dollars and number of people. We did the same procedure with them. We sat down and we carefully went through each one of their component units and determined a base budget then went ahead and as they’ll discuss with you talked about their enhancement. They have changed their (inaudible) structure slightly and they’ll go over that in their presentation. If you look at the enhancement decision units that they wrote, especially Captain Musser and Captain Bowman got right on the band wagon there. Some of the best written I think enhancement decision units and kind of set the goal of where we want to move as far as providing very detailed documentation and taking the dollars they’re asking for and tying them back to their goals. I’m going to let them go ahead and give you their presentation. Corrie: Thank you. Gordon: Thank you Stacy. Mayor and Council this budget year started off probably better than any that I’ve witnessed in the past 12 years. I think that’s because of the help that we got from Stacy, Janice and Reta. They did the lion’s share of the budget, which made it real easy for us to just work on the enhancements. A couple of problems, the organizational chart that you have in your packet there is not correct. I’ve got the correct one here. The goals that it shows were last year’s goals and some of them pertain and some of them don’t. I think as far as the goals go for the Police Department that should be decided by the new Chief. He’s going to be the one that has to live by those. De Weerd: Do you say that with great pleasure? Gordon: As far as what our main goal is, is the protection of the citizens of Meridian and we’re going to continue with that obviously, responding to calls and providing the service. I would recommend you give the new Chief about six months and then compare goals with what you folks want. The enhancements we’ve listed on the easel in front of you and I’ll put some of the cost on them. The number to the left is the priority listing. The enhancements we’ve broken down by divisions and I’ll let Captains Musser and Bowman explain those to you. We’ll start with Captain Bowman. Bowman: Our priorities we have basically eight priorities this year. Number 1 on our list is Number 3 in your packet is the new building expenses. Once our building is completed we’re going to be needing various different items to go into that new building, a telephone system to fit the new structure, which will be roughly around 50,000 dollars alone. Cabling, networking, computers and furniture are included in that cost that 396,478 dollars along with moving costs. We’ll stand for any questions you might have on that item. De Weerd: Mr. Mayor. Corrie: Yes. De Weerd: I’m sorry I know I can talk (inaudible). Captain Bowman are these some of the overruns that you came to us earlier the 369,000 that – or are these new costs? Bowman: These are costs that are not associated with any of the construction costs. These are not overruns, these are what it’s going to take to move into that new building. De Weerd: Okay so those weren’t figured into the specs when it went out to bid or anything like that? Bowman: No they were not. Gordon: Councilwoman de Weerd the construction manager listed the things – the actual cost of the construction area was the 218,000 over and then he gave us a list of the things. It’s not a turnkey construction project. The wiring and the alarms and the fire alarms all of that stuff they’re not covering under construction costs so that is an addition to the 218,000. Which, until we get the bids in we’re not sure that that is actually going to be over 218,000 on construction alone. De Weerd: And you open bids in August right? Gordon: 26th I think. Bird: 26th of July. Gordon: So it will be coming up here pretty quick and it’s kind of behind the budget process so we can’t really give you fixed numbers until they get those in. Bird: They don’t have in the bid – they’re not pulling the wire for telephone and stuff in the shell and core. Bowman: No sir. Musser: We’re responsible for all those. Gordon: Telephone wire, computer wire, alarm wires, close circuit TV none of that is done. They’ll provide the cable racks but that’s it. Anderson: And I just add that’s common practice. That’s happened with both the new fire stations and we just completed a remodel of a public administration building in Nampa. The bids normally for that construction and that do not include your computer cabling and telephone systems. Bowman: I might just add this is a very important enhancement to us. We’re going to have a very empty building without it. De Weerd: Yes I totally understand that I just was a little unclear on stuff. Bird: Does this include all new furniture? Bowman: We’re going to utilize as much of the furniture we have in the existing facility that’s worthy of going in the new building. We’re talking a lot of the wood desks and things like that and file cabinets. There is some new furniture that will be needed for the additional office space that we’ll be utilizing. Corrie: I’m still a little confused I guess in at that wrong time but which one of these is a priority the left hand side or the right hand side. Bird: Left. Corrie: The blue numbers so your number one priority is four new police officer’s right? Bird: No. Bowman: No sir. Bird: Number 1 is new building. De Weerd: The one to the farthest right – Bird: -- farthest left. (Inaudible discussion amongst Council members) Corrie: Number 1 is on the left right? (Inaudible discussion amongst Council members) Corrie: I have little ways of doing things I don’t tell about. Thank you that’s good. Anderson: Captain Bowman? Bowman: Yes. Anderson: I guess now that I’m looking at the sheet that has the breakdown I guess my question would be that the biggest cost is this 218,000 which is cost variance. Do you want to explain what that is? Bowman: I’ll let Captain Musser take that. Musser: Thank you Mayor Corrie and Councilman Anderson. The cost variance is projected out based upon the Kriezenbeck Construction Incorporated project cost spreadsheet. Included in that on the first spreadsheet that we received which would have been dated before the one that you have at this point which is July 10, 2001. It showed the 218,000 dollars as a cost variance in their projected cost that they have. They’ve since revised that, however looking at the numbers that they currently have on the July 10, 2001 project cost spreadsheet there’s still a variance that’s showing in there and I’m not quite sure where they’re getting all their numbers from or how they’re moving them around. We still have a cost variance in the area of about 218,000 dollars here regardless. Anderson: On that sheet you’re talking about July 10, 2001 is it contingency is that what it’s listed as? Musser: No it’s not we have a – they list – if you look down where is says funds available it shows 3.7 million dollars. Where they got that figure I’m not quite sure because we’re dealing with a 3.5 million dollar project and then they show a total variance at the bottom of that page at 21818. They revised that but the prior page that we have to work off of when they initially submitted it in showed a 218,000 variance based upon their projections. In given that we’re still dealing with only 3.5 million and they’re showing the 3.77 we’ve got a variance. Gordon: Mayor and Councilman Anderson that last spreadsheet from Kriezenbeck they’ve included on the upper portion of those architectural fees and most of those we paid in the last year’s budget but they’re still showing it for total cost on the projects. That’s – until we get the bids open I wasn’t going to sit down with them and make them prove hard numbers. They’ve added it into there and it shouldn’t be there plus the contingency should bring us back down. Bird: That’s got to be in there Bill until you get the final deal because that is part of your bid. I realize we have paid LCA up front but that still has got to be on this sheet for them yes. It’s going – our actual pay out of our loan will reflect that but what we have paid them has to come back out of that loan – out of the general fund that we have already paid them to justify and to bottom line this building. That’s why it’s left in even though we have done that. Gordon: Right but it confuses you when you look at it at first without knowing that. Bird: That’s true it is confusing but that has to be done. Anderson: Yes I think like Keith is saying they’re not really concerned with our fiscal years all they’re doing is trying to show their total cost of everything on the project and realizing that we’ve already paid part of these fees out of this years budget. Musser: Yes but just to look at the spreadsheet it’s confusing. The last actual projection they gave us on total cost of the building was 218,000 dollars over. They kind of assured us that that wouldn’t – when they get the bids in it would come down considerably. Bird: I agree with you. Especially if they use the valued engineering which I know both LCA and Kriezenbeck are very, very good at that. Musser: Okay so that’s where we – the figures don’t really jive unless you know that they put some stuff in there that is paid for already and won’t be – Bird: Yes but it still has to show in the – what I’m saying is it still has to show in the total project. Basically what that would do is free up maybe some cost to you in the general fund after we take it out into the law. Musser: Correct. Bowman: Any further questions Council? Number – Bird: -- just a second Captain Bowman. This 396,478 you feel covers the new building complete. We won’t be coming back next September and having to readjust the budget? This more than covers what you believe – Bowman: -- we’re confident in this amount. We’ve been in contact telephone people, cabling people – ***End Of Side Three*** Bowman: -- we’ve talked to the suppliers of furniture and so forth and got some very good figures to give you here today. Bird: Okay. Bowman: We’re very confident in this – Bird: -- this will cover the moving? Bowman: Yes. Bird: Okay thank you. Bowman: We’ve researched all of the individual costs. Number 2 on our priority list there is Number 4 in your enhancements. These are for – total cost is 54,357 dollars for two part time positions. What we’re looking to do here mayor and Council is to free up some Police Officers from duties that are taking away from their duty as Police Officers. We’re looking to hire a part time Evidence Technician to take over that evidence section of the department. When we move into the new building especially it’s going to be quite a job putting that together and managing it. Making sure that the evidence is correctly booked in and to manage it after it’s been booked in, getting it out to the officers for court, so forth and so on. The part time positions will be similar to what we’ve done with the Code Enforcement. They’ll be retired – we’re looking to hired officers to fill those positions. The other one would be a community policing similar to what Boise City has right now with Kurt Cromine I don’t know if you’re familiar right now he’s a civilian employee to handle the marketing of the Police Department our community lies on with the different organizations and so forth. Bird: Captain. Bowman: Yes sir. Bird: On this one part time that’s going to take over the evidence would you bring him on October 1st or would you want to bring him on a month or two before you move into the new building? Bowman: We’d probably be looking to start that at the budget year October 1st. Bird: Okay. Bowman: It would be nice if we could bring him on earlier but I doubt that could occur. Bird: This – October 1st of this year is when you bring him in when we start the new – Bowman: -- yes sir. Corrie: This isn’t – Captain does this correlate with these two? Releasing two other officers to be back on the street? Bowman: One officer right now would go back to full time detective duties. That’s Jim Miller. He spends 50 percent of his time in that evidence vault which the mans done a remarkable job the last three years that he’s been assigned these duties carrying a full case load as a detective plus managing the evidence vault. The community policing position will allow me to free up another detective also for handling the full caseload. Bird: Can they do this job on a part time basis Captain (inaudible) securing that? Bowman: I believe so yes. Bird: Even when we get to the new evidence room which will be larger and probably have more? Bowman: I currently have a civilian records person assigned to Detective Miller to assist him when he’s not available. There’s time when officers have to come in and retrieve evidence for court and so forth. She’s there eight to five, five days a week to help out there and she does a lot of the running back and forth between our evidence vault and the crime lab here in Meridian. Bird: She would stay in this existing position – Bowman: -- yes. Bird: Okay. You wouldn’t free her away from that? Bowman: No sir. Any more questions Council? Bird: I have none. Bowman: Number 3 on our priority list is Number 6 in your enhancements, total cost of 45,000 dollars. These are for new detective vehicles. My staffing has increased the last couple of years however I’ve not been able to keep up with vehicles. These vehicles would be for existing positions. One would go to our elementary school resource officer position who does not have a vehicle right now he’s just kind of driving whatever he can. The other would go to an individual new school resource officer when the new high school comes up or the new position we’ll be looking for that year. Bird: Captain? Bowman: Yes sir. Bird: How many – your resource officers one of the vehicles is for a resource officer is that right? Bowman: Yes sir. Bird: How many miles do they put on it? Bowman: They’re not as bad on them as patrol officers. They’ll put on about roughly 20,000 a year. Bird: Could we – what I’m thinking is could we buy a new vehicle, give it to patrol and give the resource officer the older patrol vehicle that he isn’t going to be putting the miles on. I realize it isn’t miles on the patrols it’s the hour meter and I would like to see on our new vehicles I would like to see an hour gage put on it. It’s like the Park’s Department their lawn mowers and stuff they can tell you how many hours are used not how many – I think people would be shocked when we’re asking for replaceable police vehicles at 100, 105,000 miles. They don’t realize how many hours that vehicles motors had. Bowman: That’s true and we’ve looked at this option Councilman Bird trying to get the best cars we could out of patrol. This is what we have been doing historically just moving those over to detectives. However we’ve got (inaudible) this year. The patrol vehicles are so bad that bringing them into detectives is kind of defeating the purpose. It just shoots my budget for repairs and maintenance to keep those junkers running. We had been doing it the last few years however this year it’s just gotten to the point where I need a new vehicle. We’re not looking at brand new vehicles we’re looking at lease returns. I’ve been purchasing lease returns the last couple three or four years and that’s been working out really well in detectives because we don’t run those vehicles as hard. We can buy quality used vehicles, low mileage vehicles and put them out there and they’ll last five, six or seven years almost. I’m driving a lease return myself right now as my company vehicle and I’ve had it about four years and Captain Musser had it a year or two before I did. It’s still in good shape and it’s only got about 57,000 miles on it. Bird: We’re asking – and I know our patrol vehicles are in sad shape some of them. I guess Captain Musser can answer this. You have no design to buy any new patrol vehicles this year? Musser: Councilman Bird within the enhancements that we haven’t gotten to yet they do include some new vehicles. We’ve also submitted in capital replacement requests which would include new patrol vehicles to replace those that we consider obsolete or worn out. Bird: How many vehicles, patrol vehicles do you have right now Captain? Musser: The total amount of patrol vehicles that we have listed on the sheet under uniform patrol was 14. Bird: And can you put hour meters on those and how much more do they cost to put an hour meter on? Musser: I don’t know how much it would cost to put the hour meters on but obviously they do have them so yes they can be installed we just have to do some research and find out what it would cost. Bird: For maintenance and stuff you know I realize a new car’s 45, 5,000 miles but I would think with you guys oil changes and stuff like that should be a lot more often than that because of the hours that, that motor sets there and uses it. Musser: Our service schedule and policy at this time Councilman Bird requires the vehicles go in at 3,000 or if we notice anything else that’s coming up on it that they immediately go in when they’re recorded in. 3,000 is their standard so we stay under in trying to (inaudible) manufacture specifications for the police vehicles. Bowman: Any further questions Council? Bird: I have none. Bowman: Number 4 on our priority list is Number 7 in your enhancement packet. This is a laser fische records archiving software hardware system. Our new building in order to meet the constraints of budget we’ve had to cut out significant portions of the original design. A part of that was our records storage area in the new facility. Consequently we’re looking at ways of archiving records existing, future and past records. I don’t know if you’ve taken a trip down to the basement lately but we’ve pretty well filled up that basement with records. This new system, I don’t know if you saw this system in use in Coeur D’Alene a year ago at the AIC conference. This is where I was introduced to these folks and I’ve done many meetings with them since then down here our records people, administration and so forth. This system will virtually wipe out all paper files and we’ll be able to not only keep up with existing and future files we’ll be able to start getting rid of the surplus downstairs. When we’re in our new facility this will maximize the area that we have in our records division. Anderson: I hate that when you use that word wipe out files. It scares me. I had a question I guess kind of being on the old school and it seems like that technology changes all the time. I still have some 8 track tapes so I’m concerned about if we switch to this CD then in five years are we going to be outdated because there’s some new thing besides a laser disc now that we might have to continually keep changing medias with these? Bowman: This was a concern of mine too. I talked to these folks on this issue several times. This is a non-prefatory system that changes as technology changes. Let’s say the medium used CD for storage changes to something much more efficient then that part of the system changes with it. It’s not – for instance I can compare this to the Ada County Sheriff’s Department. I talked to Pam Babbitt over there who’s their record’s supervisor and we’ve been looking at these systems. She’s very interested in the system too but they’re tied into Kodak right now with their microfilm. She pays roughly 20,000 dollars a month to Kodak to keep that system running and she can’t get out of that contract. She wants to come over – if we get this she wants to come over and look at this system and look at that medium. In answering your question Councilman Anderson this system will adapt as technology changes. Anderson: Okay thank you. Bowman: That’s what impressed me specifically on laser fische. Bird: Isn’t this the same basics that the Building Department in Boise has their records on? This is the same laser fische thing that they’ve had very good success the last two or three years with it. Bowman: That’s good to know I wasn’t – Bird: -- I think it’s the same Captain but – and whatever they’ve got is very, very successful for people to go in and look up plans and all that kind of stuff that’s been done. Bowman: It’s very user friendly number 1, training is negligible plus the adaptability that it gives the user. Any further questions on that Council? Anderson: I have none. Bowman: Number 5 on our priority list is Number 5 on your packet list that’s digital equipment. The total cost on that is 7,200 dollars. Again, this ties into stream lining and modernization of our existing structure on how we manage case files in particular the detective division. Once again we use tape recorders that have tapes. All of our video equipment uses tapes and all of our storage is hard files. These files become very bulky within the detective division. When a lawyer, whether it’s a defense lawyer or a prosecutor requests something they have to wait several days before it can be retrieved, copied and supplied to them. Digital equipment will allow us to enter a new phase in the investigation that’s already being utilized and I’ll use the Los Angeles Police Department as an example. They have gone to what’s called a virtual investigation where the entire case file is digitally recorded whether it’s audio, video or the reports themselves are stored on CD rom disks. This gives them the capability of instantly transferring information anywhere in the world on any part of their investigations. This will eventually allow us to again maximize space within our detective division and to start being able to transfer information a lot more efficiently. Corrie: Captain enlighten me a little bit as to what digital camera 5,300 dollars. What kind of camera is that? Bowman: That’s a digital video recorder I believe. My detectives have researched this area for me and have provided those. Let me pull that up real quick. Yes that’s a digital camera. It’s a high speed, high-resolution camera. It’s extremely top of the line. Corrie: Okay. I figured it was but I – with that price (inaudible) pretty good camera. Bowman: I asked the same question when I was shown that too. Anderson: Yes you could buy a pretty good just regular digital one for 500. That’s why I was thinking that must be a pretty high (inaudible). Bowman: Yes sir. Some of the crime scenes they get into are very poor light and I believe this particular piece of equipment minimizes all of those particular problems that you usually encounter with your normal homegrown digital camera or video camera. Bird: Captain, being ignorant on all this new electronic stuff. Does this digital equipment kind of tie in with the laser fische? Bowman: It can. It’s along the same lines Councilman. It allows all of the -- whatever it is video, audio all of the reports everything to be digitally recorded upon one medium the CD-rom. Where the laser fische that’s what we’re looking for recording on the CD-rom. Bird: by using this and having a scanner you can put that right onto the laser fische can’t you? Bowman: Yes sir. Bird: The nice camera like this? Bowman: Yes sir. Bird: I think it’s very, very good. Bowman: Yes sir. If a department in New York City wants to know anything about our case I don’t have to send anything through the mail. I just instantly download it to the internet and – Bird: -- toss it over. Bowman: Pop it over. Bird: Now this camera at 50 (inaudible). Is there anything cheaper that would do the same job you know? I know you’ve researched it don’t get me wrong. Bowman: Yes there is Councilman. There is we could probably go cheaper in this area. Bird: I was going to say to start with could we go down one grade and then grade up? IF it comes down to a real tight enhancement deal could we downgrade just a little bit. Bowman: Yes sir we could. Bird: And still get the same job? Bowman: We could probably cut more than half of that off probably. Bird: Because I’m like Ron I’ve seen some of these – my kids have got some of these 500-dollar digital cameras and stuff. They do a great job to me. Bowman: Yes that’s true. You’re right we could probably cut this down. Bird: I’d have one but I’m not smart enough to run it. Bowman: Any more questions on the request Number 5 there? Number 6 is Number 2 in your enhancements. That’s on the K-9 purchase. I’m going to turn this over to Captain Musser now. Musser: Mayor Corrie, members of the City Council. These enhancement essentially 62,528 dollars would include some adjustment under wages for an existing officer already with a department. Those wage adjustments primarily have to do with the agreement entered into the city with the K-9 handlers for the 45 minutes a week and overtime that they receive for their K-9 duties. In addition, there would be an ongoing year to year expenditures that would increase within the K-9 operating expenditure lines and then the majority of the cost would be related to capital involving the purchase of the dog, training with a handler in conjunction with that and then also equipment for the K-9 and then one patrol car with full accessories set up for K-9 handling. That’s where we get the total on that. Most of the opportunity for problems with what this would be addressing is outlined in Number 1 on the request areas there and the service to be provided is also outlined. I don’t know how much more in depth I can really go on that unless you have specific questions related to it which I would stand for now. Anderson: Bill I had a question on the vehicles. How do the current K-9 officers – we have two now is that correct? Musser: Yes we do have two now. Anderson: How does that work do they use one car and they share it when they’re not on duty or does each K-9 officer have to have their own vehicle they can’t be shared? Musser: We attempted to share to begin with and it created a number of problems for us. K-9’s have a tendency to be quite territorial at times which if one K-9’s in there and another one gets in then they have a tendency to either pardon the expression urinate all over the place or they start scratching to kind of mark their territory. At this point each one of them is issued to their own car. They are subject to call out and it makes it easier for us to call them and have them respond with all of their gear, equipment and the dog in it so that’s why we were looking at housing as this third dog request (inaudible) only car as well. It eases in transport, utilization with the dog and also prolongs the life of our cars in the long run. Bird: Captain? Musser: Yes sir. Bird: One follow up question. On the car, also the vehicle has to have special locks and stuff that they can release the K-9 if they get in trouble and the K-9 isn’t out they hit a button and it opens the door. I know it sounds like a lot of money but basically that K-9 is probably worth one and a half officers as far as the work that K-9 can do in drugs and stuff like that. Musser: As I’ve indicated on there I haven’t really figured out what the ratio would be per officer on it but the K-9’s have access to be able to do warehouses much more efficiently than what it would take a three man to a five man squad to do. They can detect the odor of controlled substances much better than the average street officer but we have some that really try to compete. They’re also capable of tracking where the officer’s may not be able to especially during hours of darkness in order to do apprehension on a suspect so they are worth their overall cost. Bird: Captain on a 40,000-foot warehouse building how many officers would you send in there to go through it? Musser: It would be our policy there would be a minimum of three that would have to go through it but on something that size I would prefer to see a team of five go in and that’s why you’re still also maintaining a perimeter of at least two to three officers outside of it. Bird: And one dog would cover that within a quicker time then – Musser: One dog could go in with a handler and with a backup with the handler on it and still have your perimeter covered. Bird: You don’t have to sell me on the K-9’s. Corrie: Usually, having some experience with K-9 and going through a warehouse. Usually if they’re in there you just tell them the dog is going to be release if you don’t come out and they come out believe me. It’s scary to go in there how many officers you’ve got because you go around a corner and you get shot. My main question here is that that dog would be trained both in patrol and narcotics is that correct? Musser: That is correct. All of our dogs are what we term as dual usage dogs at this point. That’s the same thing we would be looking at here. We also explored the possibility on the dual usage of potentially looking at explosives however I think we’ll wait for later on down the road and just run with apprehension and controlled substance odor detection on this one. Bird: Captain while you’re on that is there a dog on explosives in the valley? I mean like does Canyon County, Ada County or any of the Police Department’s have an explosive dog? Musser: Currently at this time Boise City has one very well certified dog, which they obtained from ATF, which is certified on explosives. They have another one that they’re working on at this time as well. Considering we do have a memorandum of understanding with Boise City we would have access to that dog should we need. Bird: Good. Thank you. Anderson: One more question on the vehicles Bill. That 40,000 seems a little bit high to me. The other officers you’re doing that with a car is that correct? I’ve seen cars that say K-9 on them is that a patrol car similar to all the other patrol cars or what is it? Musser: Councilman Bird it is a patrol car just like the other vehicles that we operate. The 40,000 may be just a wee bit high. We just recently completed three new Chevy’s that went online and those were averaging about 36,000 dollars to complete at this point. We were also notified for next year we need to have an increase of a 500 dollars per vehicle reference the insurance so we’ve looked at that. Plus the K-9 vehicle would also have a 1200 and – actually with shipping and everything it would probably come closer to about 1500 dollars by the time we’re done with the installation and everything. It has a special containment section that goes into the back seat. Currently, we’re using manufactured ones that our officers have manufactured but they’re starting to ware out so we’re looking at utilizing the aluminum and stainless steal ones that we’ll insert into the back of the cars. Anderson: And the reason you would need a car is this individual would be a patrolman too? I know in Nampa they use a small pickup like a ranger or something like that with a camper shell. It’s an unmarked vehicle is that because this individual is doing patrols also that they would have to be a marked patrol ca or what? Musser: That’s correct Councilman Bird. This officer has duties number one as a patrol officer within the City of Meridian and then he’s capable of responding to other calls saying assist with one of our officers or another department to do an odor detection sweep on a vehicle or a building. Our officers also respond out to help probation of parole and then if we do have a building check that needs to be done during the evening on a warehouse area or a large building or we have a tracking on a suspect from a pursuit. Either a foot pursuit or a vehicle pursuit then those officers can respond to provide assistance. Just as Boise’s responded into help us we’ve responded over a number of times to help them and Ada County and I believe there’s even been a rare occasion we’ve helped out over in Canyon County with Nampa and the Sheriff’s Department as well. By having them in that marked unit it makes it easier for them to get from point A to point B because they have the full use of the lights and sirens as well so they meet the state confines on use of those items for emergency response. Bird: Having rode with a K-9 several times Ron they are on patrol or at least every time I’ve ridden Jeff has been on patrol – him and Tigo’s been on patrol just like any other officer there and have done traffic stops but in the same token if another officer at a traffic stop and there’s suspension of drugs he can respond over there. Like Captain Musser said we one night went out of the city to help Boise and Garden City with the dog so they are actually – and I brought up this same question I believe a couple of years ago to Chief Gordon and by the time you out fit one of those small pickups or a small SUV you’re probably into more money then what the patrol car is. Am I not right? Musser: Councilman Bird from what we’ve looked at so far in the vehicles short of doing the pickup we might be in about the same category with the pickup but the smaller SUV’s usually end up costing us about 5 to 7,000 dollars more than a standard patrol vehicle package. Bird: Because I had the same question that Ron did. Plus I like the patrol car the more I look into it it’s the fact that the public gets to see these dogs and thank goodness we do have some great public dogs that are our patrol dogs. Musser: And I appreciate that. That’s also one of the things that we noticed that it would fulfill for us is provide us a little bit more community service contact with the dog. Anderson: How do you decide who would be a K-9 officer? You just put out a request to all your existing patrol people and see if there’s anybody that’s interested or how does that work? Musser: Well at this point we pretty much have an idea of who we would be looking at and that’s based upon the fact that we have an officer who has spent a lot of his own time, a lot of his own off time as well as being compensated for some time on duty who has been assisting the two K-9’s that we have now working as a decoy for them. He’s the guy that dresses up in the suit the dog gets to go and practice apprehending and biting. He’s done this for well on a year and a half to two years now and has a real strong interest in becoming a K-9 officer so that’s the first one that we’ll probably be looking at. Anderson: Keith volunteered to do that same thing. If you need a substitute. Bird: I would love to and I have to say that these guys – I have been fortunate to be invited to a couple of their training sessions and that includes everybody. They come out on their own time to my knowledge they’re on their own time. They train the dogs and you have some officers that are not K-9 officers out there being the guinea pig now I’m not going to be the guinea pig because I’ve seen some of the marks left after they bit with the suit on so I’m not going to be the guinea pig because. Plus I don’t move very fast anymore. Anyway, I’m for this 100 percent. Musser: Well I guess with that we’ll turn it over to the next one, which Captain Bowman will have. It will be enhancement Number 8 in your packet but it’s prioritized as Number 7. Bowman: This is for shelter finish work. It’s hard to believe but we’re coming up on two years since the new animal shelter has been constructed. I had originally placed this request last year but after budget cuts it went away of several other items so we never did finish the interior of that animal shelter. I explained last year to you folks the problem we had when we ended construction. We had bare sheet rock walls on the interior of that facility. We’ve got a very nice facility out there too. However, during clean up water gets splashed around and I’m afraid that if we don’t get on this item here soon if we don’t have some money allocated to finish off those walls protect that sheet rock we’re going to be doing that whole interior over again. This will also go to the cost of soundproofing the interior of that building. Right now our two animal control officers are wearing gun earmuffs, ear protection to go inside there and work. The noise in there is unbelievable when those dogs start – and it’s usually full of dogs. The noise is just unbelievable. Anderson: What are you soundproofing the office or the – Bowman: -- no the interior where the cages are. Anderson: so they can sound proof the individual cages or are you going to (inaudible) the sheet rock. Bowman: That’s the wrong terminology it cuts – we’re going to use material to cut down the noise level to an acceptable the echo. That bare sheet rock just bounces those shrilled dogs barking off that thing like a tuning fork. This will allow us to cut down on the noise level soundproofing of sorts. There’s a material that you can hang from the ceilings it’s like an egg carton that blocks some of that noise down. At least those people that work in there will be able to do so without having to wear earmuffs every time they’re in there. Anderson: And what kind of wall finish are you going to put on there to protect from the moisture. Bowman: A vinyl type material to waterproofed vinyl material. Anderson: And have you received the estimates on that or is this just kind of – Bowman: I looked at it the year before last when I made the request for last years budget and that’s the cost I got then. I’m not looking to vinyl the whole interior but just high enough where the water’s not going to be damaging that lower portion of the sheet rock. Any further questions? Bird: I have none. Bowman: Number 8 and this is our last priority is Number 1 in your packet. This is for four new officers and I’ll turn this back over to Captain Musser. Musser: Mayor Corrie and members of the Council. The first thing I would like to point out is I made an error when I wrote up the 226,820 dollars on that. It should actually be a total of 271,320 dollars. For some reason or another when I was adding it up and writing it up real quick I forgot to capital the 445 on that. This enhancement is a result of continued growth within the city and our attempt to try to move on up to fulfilling a little bit better ratio of officers per thousand population. However, we also realize with the limitations and the budget availability this year with the 1.1 funding available that this one is a rather spendy one in conjunction with the other items that we’ve looked for. The attempt here was to move more towards looking ahead at some of the items that were presented in our customer center strategic plan and it was an attempt to provide a few more officers out there on the road to increase our potential for service and proactive programs. Four officers would necessitate having at least one car under the capital so that was included as well as long with a speed detection device known as a liador, which is the laser radar. Overall it would impact our personnel costs by some 202,682 dollars. We would have a one time expenditure impact of 13,138 dollars on operations with the year-to-year expenditure expected 11,000 dollars as a result of this. Then again with the capital being at 44,500. I would stand for any questions if you have any at this point. Bird: Captain? Musser: Yes sir Mr. Bird. Bird: I have a question. With the laser fische and the digital equipment and the two new part time positions is that not going to free up some of the patrol officers time to be on the road and not have to spend so much time writing up reports and stuff? Musser: I believe both Captain Bowman and I can respond there. It may provide a little bit of time to the patrol officers however most of those items are going to free up investigative personnel that are not out on the road doing active patrol. Bird: Okay how will you – let me ask you a question. IN the computers they have in the car now are they capable of taking – is that computer capable of going back and going into this laser fische and stuff like that at this time? If not can it be? Is there any way that we can go back from the car to the computer in the office where the poor officer – in an hour you’ll spend 15 minutes writing up reports and I hate paperwork. Musser: Councilman Bird there is kind of a yes and no on both of that. Anything that’s digitized can essentially be put into the laser fische format because it is digital storage. The computer stuff that we’re using out in the cars now have that capability. However because we’re not the ones that are responsible for the majority of the programming issues associated with those we don’t have that luxury or that ability to do anything with them right now where they fall under the emergency communications act from where we purchased it from. We are looking down the road to be able to increase and have the ability to do that. Some of that would take place as we move into the building with the enhancements that we asked for within that from proving our intranet and our internet capability and bringing all of our computers up to date so that officers would begin to have a way to take what we have out in the field and be able to dump it into a new format. The other thing that we’re also waiting for as Chief Gordon noted at the very beginning of this is we need some goals from our new Chief when they come on as to where we want to go and what he essentially wants to see in conjunction with this Council as we’re moving into the next two years. That would have a significant bearing on it at that point I believe. Bowman: If I could add something to that. Bird: Yes Captain. Bowman: I’m currently doing research and development. Along the lines of what you just asked Councilman Bird right now being able to transmit data over the MDT’s is down the road a couple years. I’m looking – that’s one of my long term goals is to be able to do that. In the interim I’m looking at a short-term solution. Our computer people, the Empire people are developing or attempting to develop a process where we can actually do reports on computers and transfer that manually by floppy disk into the main system. We’re working to that solution and we’re getting some short-term solutions already and that’s in the works. Bird: Isn’t this what we have. This is what sticks in my mind is when we went through that Coeur D’Alene deal (inaudible) don’t they have something like this where the officers in the – Bowman: -- that’s a very expensive system that you – Bird: -- yes but didn’t they have something like that that they didn’t have to get out of their car or off of the computer to get it back to them. Bowman: If I had the money I could put a really fancy system in believe me. Transmission over the MDT’s and through the air and that kind of thing. Yes it’s possible and that’s a long term goal of ours is to be able to do that. Research and development we’re getting the infrastructure in place to do that but we’ll have to do it in sections or segments that will allow us to do it financially and responsibly. De Weerd: Captain Bowman is that included in your base budget the computer work that’s necessary? Bowman: We’re actually doing that this year. De Weerd: All this year? Bowman: Yes that’s part of the research and development project I’ve been working on. That’s been ongoing for a couple of years. I’ve been looking at different alternatives and now I’m to the point where I’m have the IT people, the information technology people come up with ways to do it. De Weerd: That’s fantastic. Bird: That sounds great. Corrie: Okay any other questions from Council? Bird: I have nothing. I thank you for the presentation. Corrie: Anything Chief that you want to add? Gordon: Just that this has been exceptionally an easy year budget wise and here again thanks to the staff at City Hall. As far as technology goes I think Councilman Anderson brought it up. It’s changing so fast that yes you could almost do anything with anything anymore. The technology is there but it’s expensive. With that I have nothing else to add. De Weerd: Mr. Mayor I guess I’m still – we still have this replacement section and how it fits within the priorities of the unallocated funds. Gordon: Captain Musser just kicked me under the table to remind me of that very thing so I’ll let him finish that up. De Weerd: Okay thank you. Musser: Mayor Corrie and Councilman de Weerd in reference to the replacement capital we’ve noted that in there and that is part of last years goals in particular with the vehicles on trying to establish some sort of a format over the next few years that we could move into so we have an expectation of what’s going to have to be replaced from year to year. At this point we do have three marked patrol units. All of them will be well in excess of 110,000 miles by the time we get to the end of this budget year. We are looking at 120,000 dollars – excuse me yes it would be 120,000 dollars just for those three. In addition to that we also have three investigative cars in Captain Bowman’s section which were hand me downs at one time from patrol and they’re even sorrier than my patrol cars are right now but they’re half the cost because they don’t’ have the full MDT’s set up, they don’t have all the lights on them, they don’t have the heavy duty radio’s all the trunk equipment and the rest of that that goes into a patrol vehicle. We were looking at those six vehicles as being a definite priority as far as replacement capital when we were putting this together. Also in conjunction with that is we’re trying to upgrade our computer systems as we’ve noted through our enhancements. There are some computers within the station that are rather old, have some problems with their processors and we would like to replace those as well as part of our replacement capital. What we’re basically looking at there overall is just getting rid of the old and bringing in the new so we can keep on doing what we need to do. De Weerd: I appreciate that. I know that in the evaluation I think the goal of the department would be to start seeking funds so that you have those replacement costs in there. We have very limited funds this year and so we’re really trying to get a real snapshot from your departments view on what – how these expenses fall within and how we can best prioritize each department’s request for those unallocated funds. Musser: I can appreciate that Councilman de Weerd. I guess from my perspective and I’m not speaking for the Chief or for Captain Bowman but my perspective I look at that as an essential part of the base. In order for us to continue to do the base we need to have those replacements so we can at least continue to move from there. I don’t think I’m out of line in making that comment. The enhancements are all new things that come in and ultimately that’s I guess where the hard decisions are going to come from the Council at this to point as to what you think is an acceptable priority in lieu of the 1.1 million dollars and then making those adjustments from there. As we’ve indicated the new building and those costs associated with that we feel is a high priority for us but we also need to continue to provide the service as best we can given the base we have at this point so the replacements in conjunction with that would have to be a necessary priority for us as well. I’ll see if Chief or Captain Bowman has anything else to add in regards to that. Bird: Captain it’s the three investigative vehicles that’s in addition to the two for the new officers? Bowman: Yes sir this is a replacement of like Captain Musser said. These are hand me down vehicles and like I said earlier my new policy is to look at lease returns for the best value for the city. They’ve worked out well and that’s – I’m getting rid of some old vehicles one in particular we call blue goose. That’s the one Rick Shaddock drives. I’ve been promising him a new car now for two years and that particular car usually ends up spending all of the repairs and maintenance budget of that entire section. It’s a high maintenance, high dollar vehicle so these are in addition to the two extra cars. Bird: And to follow up on that Captain Musser when your vehicles get to the 100,000 and stuff I’ve had the privilege of riding in some that you wander if the front ends going to stay underneath it. What – your maintenance has to go to the point where it’s just not feasible to put any more money in that vehicle. Musser: Councilman Bird that’s true and we’ve had a couple of vehicles that have ended up in that shape. Frankly in referring to that we had one K-9 vehicle, which was an old step car at one time that we had Corporal Shine in. Well I turned around and I traded out my vehicle that was assigned to me which on had 28 some odd thousand – ***End Of Side Four*** Musser: -- and I can get from point A to point B because I didn’t have to put on the miles that he did. We inched it along until we could run that one out this year within this budget that we’re currently in. We have made those allowances but otherwise in order to keep it on we would have had to replace the transmission, we would have had to have a major engine overhaul on it. We weren’t going to dump the money into it. I had other cars that would get more life or in better shape so we prioritized those for the repair and maintenance funding that we had available. Bird: I think the Council a couple years ago when Councilman Anderson and I was on here that we had – we at that time realized that we need to start getting a vehicle replacement plan in line because we can’t afford to be hit every year with major vehicle replacement. We need to do it on a – you’re pretty hard on the 40,000 per police patrol car? Musser: I am at this point Councilman Bird and part of the reason why to this point we’ve been able to come underneath and we’ve been doing really well but we’ve also been talking a lot about technology. The technology alone we’re usually talking anywhere from 10’s to 20,000 dollars within radios, MDT components and that type of stuff. Just for instance when we make the change over and thank goodness we’re not the ones catching it at this point but we’re changing over to a new program format that the Sheriff’s Department is supervising through that Emergency Communications Act to take care of the program capability on our MDT’s. Each individual copy of that software that’s going on is 1,600 dollars per unit and I have 14 marked units out there each of them with an MDT in it. The dollars add up real quick when we look at that and every time I have to bring on a new vehicle now because we assume all of the MDT costs, the installation, the programming and setup on that that’s an additional 1600 dollars that we’re going to have to look at every time we put them on. Bird: Let me ask you a question within that 40,000 is that a video camera within the deal? Musser: We could do that if – Bird: -- within the 40,000? Musser: Within that 40,000 because we do have a buffer. I’ll admit that there is a buffer there but the buffer is only about 4,000 dollars depending on where we go with insurance or what we end up having to run with on options for the cars. Bird: Let me ask you a question. Are those video cameras worth in liability suit and stuff like that? Are they worth it? Musser: They can be but again I would respond into the point where we don’t have storage to be able to store video tapes right now but if we can move into a digitized format, look at something like a laser fische or some sort of digital recording format it would be real nice to be able to put digital type video cameras in there and then we have a very, very reduced storage problem that we’re looking at and it makes it a lot more accessible for the City Attorneys, for the prosecution and then for being able to make copies to roll out to the defense attorneys as well. Bird: and if you get a liable suit or something like that it’s nice to have it on film exactly what happened? Musser: Exactly. Bird: Would one – and I think that I personally think that the fische and the digital equipment has got to be a given for the new to set up and the new deal. I would hope that we could get cameras within our patrol cars for 40,000. De Weerd: But what we’re dealing with here is just taking your top five priorities we’re at 522,000. If we added your replacements you’ve eaten most of the unallocated funds. I’m just trying to find how these fit within the priority. Musser: Councilman de Weerd I think I can answer that real quickly. Our capital replacements are going to have to be right there at about one and a half between the new building and the second on the list. Without replacement cars we’re going to be on foot real quick. Patrols vehicles 105,000, 96,000, 114,000 miles. T he detective car is 136,000, 117,000 and 103,000. Those cars are shot. They sit behind the station most of the time now. The SRO’s are utilizing them. Without vehicles the one thing that the Police Department has to have to operate is motor vehicles. There is nothing we can do without cars so that capital replacement on those vehicles needs to be right up top there. Did that take care of it and answer your question? Bird: If we get real tight Chief, I know anything would be welcome but would two patrol cars get you by this year Captain Musser? Musser: We can make it work Councilman Bird. That’s the bottom line if we have to make it work we make it work and we go from there. Bird: Because my priority is of course like you said the Number 1 the police (inaudible) and the digital and also the K-9. I just believe that having the – being fortunate enough to ride with a K-9 I just believe that’s like having two fulltime officers on duty. Musser: I can understand that Councilman Bird. Within the K-9 we did include one car in there, which would definitely free up another vehicle with an officer in it. The only problem is, is that it still keeps at about 2.25 on officers per car. Where we’re running our 7 days a week, 24 hours a day it adds up quick like you said with the hours on the cars. Bird: I don’t disagree with that at all. Anderson: Captain Musser how much of the radio equipment and the MDT’s does Ada County pay for out of the 911 monies when you guys buy a new car? Musser: At this point Councilman Anderson they do not pay for anything. The City of Meridian assumes all of those costs. The only thing that they initially bought were those initial setup items and then if they change over major programming or anything like what we just talked about they’ll cover that major change over on those programs that go on it. That’s it we assume everything else. Bird: Is this the same policy they use with Boise? Musser: To my understanding Councilman Bird that’s exactly the same policy. When they buy a new vehicle they’re responsible for all the new equipment that goes in it. The emergency communications fund doesn’t buy any new equipment. It will pay for repair and maintenance on the MDT’s but that’s it. Bird: No purchase. Bowman: I might add too I sit on that board, the Public Safety Communications Board and this has been a continuing issue with the board is what does Emergency Communications pay for and what does the departments for. In answering your question about Boise Police that is with all the EMS, fire and law enforcement same thing for all of them. Corrie: Thank you. Any other questions? Bird: I have none. Corrie: Thank you Chief. Bird: Thank you guys. De Weerd: Thank you. Corrie: With that we will adjourn until 1:00 and let Public Work’s in here. (Inaudible discussion amongst Council members) Recess at 11:50 A.M. Returned at 1:06 P.M. Corrie: All right folks we’re ready to – De Weerd: -- good thing you didn’t start the day off. You would be really disappointed with all the other departments. Smith: We didn’t intend to do that. Corrie: Okay we’ll come back into session at Public Work’s, Water, Sewer, MUBS and Building Department from 1:00 to 3:00 we may take a break between that time. We’ll start (inaudible) Stacy give us a quick overview and then we’ll give it to you folks. Kilchenmann: Mayor and Council we’re going to spend most of the afternoon with the enterprise funds. Contrary to this morning you see that even after all of their requests they still have money left over. Gary will be kind of their main monitor here and we have gone through all of their enhancement decisions as well as their base. We actually reduced their base from what it traditionally has been trying to be more in keeping with what they’re actually spending and gone through their enhancements quite carefully to make sure that we understood why they wanted it and if they could justify it so Gary. Smith: Thank you Stacy, Mayor and Council. The first thing I would like to do is introduce Brad Watson our City Engineer and we put together a short power point presentation for you kind of outlining our departments and the activities that our departments are involved in. At this point I’ll turn it over to Brad and Bruce Freckleton will assist in moving through the slides. Watson: Thank you Gary, Mayor and Council. We’ve got a few handouts to give you so this will take a second. De Weerd: That was one comment I had Stacy these employee sheets. You really have to have good eyesight to see them. Kilchenmann: You (inaudible) the magnifying glass. De Weerd: It wasn’t it the budget though right. Bird: At her and Anderson’s age they don’t need magnifying glasses the Mayor and I do. Corrie: You might put up there in the corner what color (inaudible). De Weerd: Now that we all know that he’s colorblind. Bird: He’s in trouble now that we know. (Inaudible discussion amongst Council members) Corrie: I’m sorry go ahead. Watson: Thank you Mayor and Council. As Gary said he asked us last week to put together sort of an initial overview of what we have been doing and what we do on a day-to-day basis. The first slide you’ll see up here is just an organizational chart that shows the nearly 60 people that work under the umbrella of the Public Work’s. Including the Engineering Departments, Water, Wastewater the Building Department and the Municipal Utility Billing Service. Together these five departments, on the next page, plan, construct, operate, and maintain, safe, attractive and functional facilities in a courteous, responsive, cost effective and professional manner. That’s been our mission statement for a while. All of those departments strive to do that. De Weerd: Now how did the Watertower get behind your building? (Inaudible discussion amongst Council members) Watson: This picture’s taken from Watertower up by the new police station site. De Weerd: I thought you guys were trying to (inaudible). Watson: To see if you’re paying attention. Bird: It’s going west on Watertower. (Inaudible discussion amongst Council members) De Weerd: Yours is even better than the Finance Department. Bird: I don’t have any problem reading it. De Weerd: I’m sorry Brad. Watson: I actually have a gray scale that does show up a little better if you’re interested in it. The next page shows some of the things that we’ve been doing. The highlights of those, the highlights of the highlights I guess would be through the process improvement group. We’ve improved subdivision plan review process. Councilman de Weerd was part of those initial meetings and I think improved that process tremendously. The other highlight is we moved to a new office building allowing the addition of more technical staff. I might point out that this presentation in itself was due a part to that new staff. He had a lot of familiarity with this program and did a lot of work on it. The next page and you can take time to read these later I’m not going to take a lot of time. One of the major things to point out with the Water Department is we do as you’re well aware have a full time superintendent now who has devoted a lot of time to the MUB’s Department and coordinating those two departments. De Weerd: He cleans up very well too I see. Watson: Wait till fall, hunting season. De Weerd: It’s nice to see your face. Watson: The Wastewater Department the major accomplishment this past year has been getting nearly 5 million dollars worth of construction online and in use and there are a few photos of that later in the presentation. The Building Department in summary has issued 530 single-family residential Building Permits and 27 Commercial Permits to date. The total value of permits through the first nine months has been 101 million dollars. One of the things to point out in those Commercial Permits is although there’s only 27 of them those include quite a few substantial multifamily projects that took a lot of time on everybody’s part. The next section of this just talks about what these departments do as far as private, residential and commercial developments. All of these departments are involved in this to some extent. From the initial stages, the initial meetings with developers talking about potential projects the one that comes to mind most readily is the Silverstone Subdivision. That has come through Council and been approved. There’s an additional 80 acres across the street. This spring we’ve spent a lot of time in meetings coordinating with those two major developers and coincidently their water and sewer plans did get approved yesterday and are on their way to DEQ. Another project that has taken quite a bit of time as far as planning is the Ten Mile Road area between Franklin and I-84. This is just kind of a – I attempted to do a panoramic view of that area. As you’re aware we’re in the initial stages of investigating short and long-term sewer solutions for that area. The next stage that we are involved in a lot is the initial plan approval stages. This Resolution Sub and Mountain View High School is kind of a different beast. It took a little more time than usual. It seems more and more these days we’re having a multi-department coordination on these projects and Bear Creek Subdivision is a perfect example where we’ve got a major development, a city park, a well where and you can see the drill rigs set up there. We’ve got off site sewer lift stations and through to construction where the water and sewer departments get even more involved at least the water and inspection. There’s some more construction. This is all occurring this spring to our final inspections, which involves also the Planning and Zoning Departments, the Fire Departments. The building Permit stage and finally occupancy. I didn’t know if you guys had ever seen one of the lift stations up close and personal so I peered over the fence to try to get this for you so you could see what they actually look like. The commercial projects have been quite buried this year. We’ve got two of them right here next to each other. We’ve had the build out of the existing shopping center at Crossroads, a lot of pad sites going it to the notorious big box developments. I don’t know if you can read that that’s Wal-Mart back there in the background. Just another typical project. There’s many like that one. These are the large multi-family projects I was speaking to earlier the various stages of development. This one was supposed to get deleted but this is kind of combined with the next slide. As you can see there’ s a wide variety in the commercial projects that we do process. We get past all the commercial projects and we get to the city projects. I know that there’s a few very high profile ones that you are most interested in. We went out and gathered some photos of all the other ones that we’ve been working on for the last year trying to finish up. These range from the pre-planning stages again just like the private development. This is the future Black Cat Trunk path generally shown this is taken from Overland Road looking east. This is taken from Bear Creek looking northwest. We have water projects and we have many wells in the hopper. This one is under initial site evaluation and design this one is in the Silverstone area. It’s just a cornfield right now. This is a good picture. This is one we’re actively working on. This is typical of the type of easement we’re trying to get from the South Slough Sewer and actually this really is where the sewer is supposed to go. It just kind of lets you know what we’re dealing with as far as securing those easements. In fact our easement acquisition guy was supposed to be meeting with that homeowner this morning I believe. De Weerd: So what is your policy when you go through someone’s back yard and Gary doesn’t like trees next to it. Do you take their trees out? Watson: No in this particular – De Weerd: -- and then you have to mitigate from that right? Watson: We’re having to make a lot of concessions on these easements. This particular one when they were first approached about open cut it was pretty much no. We talked to our engineer to see what else we could do. What we’re looking at now is boring from their back lot line. There’s an open field behind – their yard actually goes beyond this fence a little ways and then there’s another fence. We would be boring from that open field out into Leslie Way of the public right of way. We’re going to be a little more lenient with the trees. There’s an out building that would actually be over the sewer. Not a permanent out building but a store more type building that’s there. Anyway, that’s just to show you what we’re – what we’ve been working with. De Weerd: So you don’t have to rip up their yards? Watson: No. We weighed that against landscaping mitigation costs and those costs were provided to us by J-U-B. Bird: There isn’t really a lot of difference by the time you get it back into the way it was after you dug through and stuff. Your equipment they’ve bore through pretty – a boring machine goes pretty fast. Watson: Right, the saving grace on this particular project is there are three separate bores. This one and the two across Eagle Road so hopefully there’s some economy of scale at least on the normal boring costs. These are a couple of projects that are in construction phase, Well 21 over by the Watertower, the generator out at the blower building at the Wastewater Plant that we are desperately trying to get online which should be – a couple weeks ago a couple of weeks away. The end of July. They lost power out there for several hours a couple weekends ago and it was a little nerve racking. This is another project that was completed this spring. We brought city water into the pant circled the plant, provided fire hydrants and obviously fire protection to those buildings that to this point had only had a couple draft hydrants out of the basins. This is another completed project. This is my favorite picture of the whole presentation. You can see the stuff falling off the conveyor there. Bird: That’s called solid waste isn’t it? Watson: It’s called bio-solids. Bird: Bio-solids. De Weerd: I’m so glad you pointed that out too. Watson: At this point it’s more like a mud that’s the consistency of it, dried mud. They used to hall liquid sludge in a liquid tanker and shoot it out onto the fields. This is a – they use a slinger more like a manure spreader and it’s reduced their trips. Like I said about 10 fold. De Weerd: I think you spend too much time with John. Corrie: (Inaudible) like alcohol (inaudible) it ages one year. Watson: No there’s a machine. There’s about a 325,000-dollar machine up inside that building that just spins the heck out of this stuff and spins the water out. It’s really a nice project. Corolla Engineers put that together. Bird: (inaudible) fertilize Tammy’s yard won’t you? De Weerd: They’re starting to do that. Watson: Let’s go to the next slide and I’ll explain that a little far. The new digester facility has brought us into the Class A bio-solids, which means there’s really no site restrictions on where you can use it. Before it was a Class B sludge and it came a long with a lot of strings attached. This is a very good product. I think the nurseries are even interested in using it. Shawcroft: Yes we have to finish approving the Class A (inaudible) but after that the restrictions (inaudible). Watson: John Shawcroft just said that they have to go through an approving process before this can have all restrictions listed. De Weerd: I would be more than happy to use it in my yard. Number 1 on the list right? Watson: Yes. Anderson: (Inaudible) go over there and get you started (inaudible) some on your yard. Watson: It’s good stuff. De Weerd: You’re disgusting. (Inaudible discussion amongst Council members) Watson: This is just one of the last Wastewater Plant projects we’ll show. This was just an addition to the head works. We mechanically we tripled the capacity, structurally it’s built out to it’s 9 million gallon per day size so that we can plug in more units in the future. Everything we do out there is built with expansion in mind so that we don’t have to redo a lot structural components. This was the Ustick Reservoir Landscape Project that was completed this spring. It’s looking real nice. De Weerd: It’s very nice. Watson: Yes there’s a few weeds out in the – (Inaudible discussion amongst Council members) Watson: I think that’s on Park’s property actually the weed part. De Weerd: Probably. He just didn’t get the just in bringing that up. Watson: I’m sorry I’m taking longer than I should have. I’ll speed through this a little bit. These next couple slides are just to show all the coordination that goes on with our projects. The first one is the Bridgetower Project with Mr. Bews, Mr. Davis and Mr. Varialle. We had to run a relief line through their property pretty much the same time they were constructing. We got our sewer line past that bridge about 24 hours before they started building (inaudible) on the north side. This is again Mr. Bews’ project where he constructed some of the 36-inch trunk. We took it from Creason Lateral and plugged it into the plant last winter. Again, the Five Mile Relief we had to work with Mr. Stubblefield quite a bit and surface repair was a very important issue with him. I think he’s happy with that. We had to coordinate with Park’s Department on a daily basis during the construction of this portion of the Five Mile Relief. You can see their pathway is pretty much completed there. The arrows to show approximately where the sewer was installed. We’re not completely, completely done with that there are still some diversion structures that the contractor needs to install this week and next week. This is the last photo it just shows the multi-agency coordination, property owner coordination with this Locust Grove Rebuild. It seems like a simple project you just run services, sewer and water to the remaining properties along there but this has been a lengthy project. Bruce Stewart has spent I don’t how many hours putting this together. It’s out to bid right now and will be constructed in August according to ACHD’s schedule. There again, we just kind of reiterate the mission statement and in the background you can just see all of the projects that we’ve been working on this year. Many of them have been completed. Understandably there’s a couple high profile ones that are getting there. With that I’ll turn this over to Gary. He’s going to go over the Public Work’s Budget unless there are any questions you have for me. De Weerd: No, thank you. Bird: Very good Brad. Watson: Thank you. Smith: Thank you Brad. I want to give a special thanks to Brad and Bruce Freckleton and our new Engineer Len Grady for putting that presentation together for you this afternoon. You did a great job. The first part of our budget that I wanted to cover with you is our Public Work’s Department Budget. I think the majority of our expenditures from last year we didn’t have any increase in our budget for this year. Moving into our new building presented some extra costs to us last year. We do have some additional costs in the rent payment or the lease payment for that building. I don’t know what your format has been in terms of presentation of the budget but I guess I would just accept any questions that you might have about any of the items that we’ve outlined on the budget for the Public Work’s Department. Anderson: What we’ve been doing Gary is just having you go over primarily the enhancements and put a priority to them. We have a flip chart up here, as far as if you would list in priority which ones you feel is important to you. Smith: Okay. Anderson: Maybe one of your staff could list them while you talk about them. De Weerd: I did have a question and I think I asked Stacy this but did you build into your budgets anticipating positions that you may have to do some salary increases? Smith: No I didn’t not their salary other than the cost of living. De Weerd: Just kind of like what came up this last year with a couple of the positions that you wanted to make that wage a little bit more competitive out at the Wastewater Treatment Plant and do you have that buffer built in here? Smith: No, not for Public Work’s Department. De Weerd: So that if something comes up you have the ability to increase the salaries. Smith: Now, we were told that any increase in salaries as far as that end of it was – if it did develop that we would just need to come back to you for a request for changing the budget. Anderson: But you did adjust those one positions right last year? You adjusted some positions last year that were out of grade that you couldn’t’ hire somebody? Smith: Right. Anderson: So did you use that as your new base when you figured the salary this year? Smith: Well the salaries were all figured for us through the Financial Director. Kilchenmann: Maybe I can answer that. Mayor and Council those salaries that were increased are in all of their bases. They actually did want to put the buffer in and I made them take it out. I felt like we should go through Human Resources and have real specific numbers then if we discovered a problem we could come back to you and ask to amend the budget. Since their budget isn’t such an issue of having the funds available. Bird: I agree with you Stacy that’s something that can be taken care of because we don’t know what the market’s going to – a year from now or six months from now we don’t know what the market is going to be at. A lot of engineers could be laid off and be looking for work or same token. Anderson: I agree. Last year we were more of a quandary as far as the budgeting process on what we’re going to do for raises and that kind of stuff. Last year having the buffer was fine but I don’t think that ought to be an every year practice. Bird: I agree with you Ron. Smith: So the salaries that we have in our budget are the salaries that are presently being paid to the employees. Right, and any changes that we’ve made last year are included in that budget item. De Weerd: You feel comfortable with the salaries that you might have to be recruiting this year? Smith: Well I can only say at this point I do yes. We were able to hire an engineer for the salary that we have in the schedule right now. I don’t know. As job markets change those things change too or can change I guess. At this point I don’t know of any needs to change those salary requirements. De Weerd: Okay thank you. Smith: The first Item is our AutoCAD Software. Our request there is for an update of – actually it’s a maintenance issue for our existing licenses. I think we’re also going to add a, was it a land development Bruce. Land Development Item for AutoCAD. One license for a Land Development Program. Those are operating expenditures. Then we have some capital outlay expenses, which would be purchasing new licenses. Those previous costs are kind of a maintenance program for upgrades of existing licenses. We have to have a license for each machine that operates the AutoCAD Program and that’s a regulation. I’m not sure who sets that if it’s FCC or QRS or whatever but it’s a law right. Anderson: So what does the Land Development License what is it? What’s that software? What does it do? Watson: Councilman Anderson, Mayor and Council that is what most engineers use to prepare plans based on field survey. At this point we can do design as long as it doesn’t have anything to do with survey. This would give one machine capability. We would hire somebody to go out and survey then come and dump all the information into our computer and he could actually do a small waterline project along the road or something like that. Right now we don’t have the capability to pull that information into our drawings. As we get busier and busier and we’ve got some staff that are pretty technically adapt right now they could do some of these smaller projects in house and save some consultant fees. That’s the goal with this. Anderson: And are these your priorities Gary? Is this the Number 1 priority? Smith: I hadn’t really analyzed this in terms of priorities Ron I don’t know. We need – what we have listed here are items that we need for this coming budget year. I didn’t go into a prioritization of which one is the most in need. Anderson: Or you can list them all and then prioritize them when you’re done because we have asked all Department Heads to prioritize them and they all think that they need to have everything on their list just like you do but we would like to have them prioritized. Smith: Okay we can do that. Software upgrade. This is a one-time expenditure. These are upgrading our operating system to Microsoft version 2000. We’ve got 13 machines being upgraded. That’s Microsoft Office and then Microsoft Project and Windows 2000. This is just an efficiency upgrade for our machine’s to operate. We should have by August, mid August we should have our water model, computer water model operable in house. We’ve already purchased that software. I’m not sure Bruce on our equipment, our existing equipment as far as operating that computer model for the Water System. Freckleton: Yes the last computers that we purchased are kind of designed for doing that so it won’t take any hardware upgrade for it. Smith: Microfilming we have some additional microfilming we would like to do this year for records that we have, project files (inaudible) storage or little used files to get rid of the boxes and get the records into a microfilm status. Provide us better access to get to the records and we did some last year. We were able to purchase a reader machine so we’re working towards record storage via microfilming. Some file drawer cabinets that we need to purchase for our projects that are active. That’s the most recent active files I guess you would say. Those that we still use. Secretary equipment the Public Work’s Department has budgeted a secretarial position for this year. We haven’t filled that position yet. I’ve got a staffing requisition about half way filled out for Human Resources so we can start advertising. This would purchase some furniture for that secretarial position. We do have telephone and computer available for that position that we’ve already purchased. The last item is computer hardware. This is a ram upgrade. The Lenox cube Bruce can you shed some light on that for us? Freckleton: I’ll try. Our existing network server is about three and a half years old. It’s getting to a point where we either need to do some upgrading of it to bring it into current standards. We had talked about trying to do some different things with our email and being able to do some shared calendar exchange in the office. We had been thinking about using Microsoft Exchange and some new technology has come along with this Lenox cube that allows you to install – it’s a piece of hardware that you install and it takes over the function of all of your email functions and that sort of thing. So our existing server we wouldn’t have to do any upgrades on it. It would become more file sharing and take over those types of functions. The Lenox cube would take over the email functions. I believe this is the exact same piece of hardware and equipment that the Police Department is installing too. By using the Lenox cube it keeps us from having to do something different with our existing server and we’ll be able to extend the life of it a little bit more. Smith: Thank you. Then we have two computer monitor keyboards that we’re needing to replace and upgrade. Both of those items are in the capital outlay position. De Weerd: You don’t give us much opportunity to give you a hard time. This is just really – Bird: -- I’ve got one question Gary. You have no – in Public Work’s are not budgeting for any new employees this year? Smith: No sir. Bird: Your staff is to the fullest that you need to be? Smith: Yes for this year. As soon as I fill that secretarial position I think we’re in good shape. That secretarial position was budgeted for this year. Bird: I know (inaudible). Anderson: Have you just not hired that person yet? Smith: Right, yes. Bird: You feel comfortable with our staff we got within Public Work’s now? Smith: Yes. Bird: Thank you. Smith: You’re welcome. De Weerd: This is just too unreal. Bird: You guys aren’t asking for too much are you? You’re not asking for too much are you? You’re not asking for too much? You haven’t seen the other enhancements. Smith: It’s too late to change though. (Inaudible). I went around several times and asked staff now is there anything else that we need. Are there any deficiencies here and this is what I got. Bird: We appreciate it. De Weerd: We appreciate your staff too. Bird: We appreciate it so much. Smith: Yes I do too. I appreciate our staff very much. They do a great job and I’m very proud of them each and every one. In terms of prioritization – De Weerd: We see everyone’s (inaudible) projects. Bird: It’s all tied in isn’t it it’s all a Number 1 priority? Smith: Just make a big one along side of it. Microfilming desk storage we could put that at the end. We’re stacking boxes and so forth but that doesn’t need to be – that’s not a necessity. I think we need to – we obviously have to have the secretarial equipment. Bird: The AutoCAD’s you have to have don’t you Gary? Smith: Yes our AutoCAD our upgrade of our Windows. De Weerd: So those would be one and two right? Smith: I think that would probably be one and two. Corrie: (Inaudible) engineer here. Bird: Yes plus or minus (inaudible) they don’t put the numerical. They’ve got to get their singles in there. Smith: You want one, two, three, four and five? Anderson: That’s what everybody else – I think it’s fair Keith to ask them to do this. Rather or not we can fund all of them I would like to see numbers. We’ve done that with everybody and we need to be consistent. De Weerd: Yes and I don’t understand numbers I’m a number person. I see that two remains the same. The AutoCAD is one, Software two. Bird: No the station is. That’s one, microfilming is eight. De Weerd: I should have worn my glasses. I only have six. (Inaudible discussion amongst Council members) ***End Of Side Five*** Anderson: Yes your first two are shown together. The Land Development and AutoCAD. Bird: That’s Number 3. So is your three and four your computer and computer hardware is shown together. Or four and five I’m sorry. De Weerd: Then you have four computers to be replaced? Bird: That was all part – that’s all part of the computer. De Weerd: No, I (inaudible) to replace in the department summary. If you go to your first page. Bird: I’m right here on the page. De Weerd: No you’re not. Bird: Computer, Monitor and keyboard two for 4,000. De Weerd: Keith it’s right after the scale again. At the very beginning of your section under Public Work’s. Bird: This is enhancement this is your enhancement. De Weerd: I know but we’re also figuring in replacements. We’re not doing any different process. Bird: Oh, they have four computers up there. Anderson: On this list here what we asked him to cover was in his enhancements and he only has six. De Weerd: But we also want to know replace (inaudible). Anderson: I understand we do but that’s not what we asked him to do here. Bird: That’s not what we asked him to do. De Weerd: Okay. Bird: That’s all part of one. Anderson: They should have six enhancements that’s what we have in here. Bird: That’s right. Anderson: They should have in order of one through six. Then what you’re talking about is back here under the replacement stuff. De Weerd: Thanks. Bird: Thanks guys. De Weerd: I’m sorry we already gave them the okay to (inaudible) we forgot you’re kind of slow. Gary, with your water vehicles your trucks do you have a fleet maintenance program and do you get bids or special discounts or anything like that? Smith: For maintenance of vehicles? De Weerd: maintenance, oil changes just general stuff? Smith: No, we just take – for maintenance we take it to the Quick Lube down here on Fairview. Repairs, it depends on what it is as to where it goes. If it’s a warranty item of course it goes back to the dealer. We don’t have a fleet maintenance program for our vehicles. De Weerd: I just wandered with all the vehicles in the city if we should be looking with dealing with one particular agency to do all that. Maybe we can get a better discount. It seems like each one of our departments do it at some place else and we’ll never get a group discount on that. It just might be something worth looking into. Corrie: It depends on whether you go to state bid or not. (Inaudible) state bid it probably won’t bid any different than that. Bird: Yes I was going to say you probably – De Weerd: -- well as far as oil changes. Smith: We haven’t had any service issues with the Public Work’s Department Trucks. Wastewater takes care of their own equipment they’ve got mechanics on site out there that takes care of the rest of the equipment in the plant and they’re mechanically able to take care of the majority of the vehicle problems. I don’t know if you – John are you getting any – sending any vehicles to repair shops for mechanical repair? Shawcroft: Some I know that if it’s air conditioning or something like that it goes to either Meridian Ford or whoever. I know the lubricant account that we’ve got down at Jiffy Lube that came about from trying to get a fleet cost. I know you go there, we go there and Water goes there because for what they charge you for the full service we can’t do it in house. De Weerd: Maybe we need to cost compare what prices they’re getting compared to what the Police or Park’s. Smith: I suppose it would come down to the amount of money that’s spent on repair work each year and compare that with what it would cost to create a – now are you talking about an in house maintenance program? De Weerd: Just probably basic maintenance just oil – Bird: -- no she’s talking about having all our trucks under one – all of our vehicles not just trucks – De Weerd: -- just mainly maintenance. Bird: On service and maintenance stuff. Smith: Not repair but maintenance? De Weerd: Right. Bird: Public Work’s has basically done theirs. The Police Department takes theirs to a certain station where they get their good deals. The Park’s I don’t know how they do theirs, how they work theirs. The Fire, the few trucks that they have serviced goes to a certain place. I’m sure they’re getting the best price. I agree with you Tammy that we need to look into getting – I think we get in the habit – not only that you’ve got to look at more than just the cost. How good of service do they do you? Do they jump in and do emergencies for you? Do you lose an engine and need the truck back and can this guy get it out for you? I think a lot of that (inaudible). Anderson: I think those would be things that Stacy, during the course of the year can kind of do additional research. Like Gary said really get into the budget, look at all the different departments and how much are we spending on vehicle maintenance, how much of that is labor, how much is parts all those types of things. At some point and I don’t think we’re going to be there for several years but then it maybe more efficient for the city to start their own vehicle maintenance and maybe prior to doing that there could be some cost savings by going to somebody like Jiffy Lube and saying hey if we take all of our city business here then what kind of price would you quote us. At this point I would think that would need more research. De Weerd: Oh yes. Smith: There are probably some things too that they can do for us such as serpentine belt change or flushing the transmissions or flushing radiators that need to be done not often but during the vehicles life that needs to be done at least once and maybe twice. Jiffy Lube’s available I mean they can do that kind of service. Bird: That’s good. Smith: The Building Department the only thing that we have for enhancements there is to replace a computer. This in our four-year replacement program and this is Mindy’s computer. It’s an old RJM machine that needs to be upgraded or replaced I should say. Anderson: What’s this under? Smith: Building Department. De Weerd: Building Department under special services. Smith: Excuse me under special services right. I think that was our only enhancement wasn’t it Stacy for the Building Department? We’re okay with personnel there as far as the front office staff. The only thing that we’ve got to consider this year is whether we’re going to be contracting building inspection or not. I’ve talked to Daunt already about it and advised him that it’s being considered to make a change. I guess that decision needs to be made shortly between myself and you folks and taking into account what Ron’s suggestion was when we talked about it some time ago that we would phase into this sort of thing if we proceed in that direction. Anderson: You had brought a proposal to us it seems like about the middle of the winter that had a breakdown or a recommendation on hiring one versus two. You had vehicles and office and all of that. Do you have any of that here now (inaudible)? Smith: I don’t have it now. I don’t have it with me. I’ll get it back to you tomorrow if that’s all right. Anderson: That would be handy to look at those numbers again and just review the research that you had already done. I guess it’s been enough months ago that my memory’s fuzzy on what those numbers were now. Smith: Right, you bet I’ll get that for you tomorrow. Do you have any questions on the Building Department? I guess our priority would be the replacement of that machine. That would be it. Anderson: Would that be your priority that would be Number 1? Bird: Is that Number 1 and 8 together? Smith: Yes sir. De Weerd: Your requests are really overwhelming. Bird: Yes it’s unbelievable. Smith: I suspect we didn’t put enough thought into this. De Weerd: I see it’s going to come though. Bird: That’s good Gary thanks. Smith: Are there any questions on the Building Department? If not I want to have our superintendents for both Wastewater and Water make a presentation of their enhancements to you. I’ll start off with the Wastewater Department, John Shawcroft our superintendent. De Weerd: See now we get into the real stuff. Shawcroft: The real money. Anderson: Now we get back into one of those guys that asks for everything. Shawcroft: Mayor and Council it’s a pleasure to be here to do this. It only seems like a year ago that we did this. Corrie: So far you’re making points. Bird: What did Gary do tell you to have all the budget enhancements for the whole Public Work’s? Shawcroft: Just about I think. It seems I know that when I got done there was an awful lot of them. There’s only one replacement that we have and that’s for a 93 GMC Pickup three quarter ton that we’ve had. It’s nine years old. Basically we’ve just used it hard. It stood up fairly well it’s on its second transmission and needs some engine work and brake work and bodywork. If we repair it if we still have a vehicle it’s nine years old. Anderson: How many miles does it have on it? Shawcroft: Right now it’s got 116,000. Bird: What year is it? Shawcroft: It’s a 93. Anderson: It’s a three quarter ton? Shawcroft: Three quarter ton yes. De Weerd: It’s at two transmissions? Shawcroft: It’s on it’s second. A reason that’s a three quarter ton is I keep two vehicles at the Wastewater Plant that are capable of pulling the hydro cleaner in case of an emergency. Normally we hire the cleaning of the sewer lines but it’s not in their contract to come out in the middle of the night and break something loose so we keep a machine just for that. It’s fairly heavy and a half ton won’t pull it so we keep a pair of three quarter tons around. Bird: Is it an automatic transmission? Shawcroft: It is. It is an automatic transmission. Bird: Basically it’s set up to pull that equipment? Shawcroft: Yes it is. So is the second one. We do have a 19 I believe it’s a 97 Ford three quarter ton that is a good shape. That’s the primary vehicle now for pulling that piece of equipment. If that happened for some reason to go out for service or whatever than I think we’re set up now to where probably if we replace this three quarter ton a half ton. I do have other options as for pulling this hydro cleaner. Now we have a dump truck, we have a ton and a half service truck. Did we want to go through these as far as one, two and three priority? Is that easier than just going and trying to do them later? De Weerd: Yes. Shawcroft: I would say Number 1 would be the additional monies for the Wastewater Plant upgrade. It’s 435,000 dollars. That is for a project that was funded this budget year and according to Mr. Watson the funds that we have budgeted are not enough to complete the project. Also, Number 2 I’m going to throw three of these in on Number 2. Anything to do with the laboratory, which is an ongoing project for this year, I would put in there. Things like laboratory database, the phone system, which wasn’t included with the building, and the furnishings, which are also things that aren’t – you know you just have to finish furnishing the building when you’re done building it. De Weerd: And the lab that was built this year? Shawcroft: It has not even gone to bid I’m sorry to say. De Weerd: But it’s one of your budgeted projects. Shawcroft: Yes it is one of my budgeted projects that was supposed to be done this year. We are hoping for completion in October and I’m now hoping for you know commencement of construction by October. That would be nice. It seems that it’s just quite a ways behind for one reason or another. Three would be pre-design of the Wastewater Treatment Plant upgrades. That is to get 50 percent design work on the rest of the upgrades to 9 million gallons per day at the Wastewater Plant. What that does for us is it gives one some probably some probably some spatial reference to the rest of the plant and also probably I believe some better budget numbers down the line. Four would be Plant O & M manual. We are required by DEQ to have a manual for the Wastewater Plant. The last time it was updated was 1997 done by yours truly and is of dubious value. This money would be to make an interactive CD operation and maintenance manual. One that could be continually upgraded as the plant expands and also one that A an operator that’s in training can go in and look things up see why they work, how they work, what’s normal, what’s abnormal, what do I do if it brakes. That’s what this would do. Five would be the Waste Thickener. We are currently running the Wastewater Plant with a thickener that was designed for 2.82 MGD million gallons per day and we’re typically trading right now anywhere from three and a half to four. We’re wasting at around 15 to 18 hours a day. It’s practically almost in continuous use. There is no redundancy for it if it brakes we’re in dire straights. That’s (inaudible) priority to fix it. Six would be slip lining the creek crossings. We did have a failure in the Ten Mile line creek crossing that comes over Five Mile Creek if you folks remember that. This money is to go out, take a look at the rest of the crossings that we have in the city and put an inner lining into them if they’re structurally sound. If they’re not structurally sound we intend to replace them and then slip line them. Bird: At that point do you put an either an inner or outer lining on the replacement pipe that goes across am I not right? Shawcroft: It’s an inner lining. Bird: The inner lining that goes in? Shawcroft: Yes. Bird: Once we replace one it’s got the lining and everything in it. Shawcroft: It will have the lining in it right. I know the one that we did in the emergency repaired does not have one. It had a coating but how long that coating’s good for you know I would hate (inaudible). Bird: But you had no choice on that? Shawcroft: No, that was a let’s do it now. Bird: That was an emergency get it done. You guys didn’t have a choice. Shawcroft: I think what it does is it does send a signal to DEQ and EPA that we’re aware that this is a possibility and we’re taking care of it ahead of time. Bird: Good. Shawcroft: Seven would be I think the additional personnel the mechanic and the centrifuge operator. I have currently – am hiring one vacant that was approved last year. I will be looking at hiring another one that was approved this year. The monies that were at the time budgeted are insufficient to hire the type of person that we need which they’ll be addressing later that issue. These two new people I say are to enhance the mechanics and help with the bio-solids and part time also the lines. Bird: Do these wages reflect competitive on the street wages? Shawcroft: I wouldn’t swear to it. This is a – right now to be perfectly honest I don’t know what the street value is for an operator. I know that Nampa and Boise are very, very competitive with people outside the state in order to attract this type of person. Certifications become an issue and I know that those wage adjustments we did this year for those operators was an emergency situation because they could walk down the road five miles and pick up anywhere from 5 to 900 dollars a month same job. Bird: That’s what I – see you’re asking for two a Mechanic I and an operator and you’re only – I don’t know how much you’ve got for operator and much you’ve got for mechanic but even if you split it down the center we weren’t able to hire or even come close to hiring an operator for that price. Shawcroft: Right and I think that’s something that needs to be resolved between Human Resources and Finance and us. I know what this reflects is a current starting wage for the current rate scale that Meridian has. Bird: Do we know -- and your department is under. Shawcroft: And that needs to be looked at. At the current time that’s all I have to go by. Even though I put it in there this way that may not reflect what it will actually cost the city to get that person. Bird: Yes but I think we need to be realistic in these enhancements John and if you don’t think you – which I don’t think you can probably come – you might get an operator for that but you’re not going to get a mechanic on top of that from what you’ve had to pay. I think in this enhancement this is kind of a wish list that we can have we need to reflect that. So if we need to change that 75,000 or 76,000 basically to 95,000 to get to a comparable positions we need to put that in here right now. Shawcroft: I have – I think that’s an issue for those two people and I also like I was saying the two current people that I have. I’m hiring a Lab Technician and the monies that are in there are I guess I’m robbing Peter to pay Paul. I have two vacancies and I can only hire one. Bird: But this is in the current budget right now so we don’t have to go back next year and do this same thing. This enhancement needs to reflect what you believe those positions are going to cost us and I don’t believe that you can cover those two positions for 76,000 dollars. We need right now to get that changed to 100,000 or whatever you think it’s going to cost to fund those two positions realistically. Shawcroft: So I need to talk to Human Resources or I know she’s been doing some research with Boise and Nampa to find out where we stand. I don’t have that data from her. Bird: You’ve got a pretty good idea what this is costing you to get your operator. Shawcroft: Right. Bird: What is he costing you? What’s a mechanic going to cost you? You’re not going to get it any cheaper than you’ve got on this year next year. Shawcroft: No, that’s true. Bird: So we need to add those two together. Those two together are going to go far above the 76,000 dollars so this is not a true – if we sat down and said yes John you can have these two positions for 76,000 it’s not going to happen. Shawcroft: I agree. Bird: So we need a true figure right now whether it’s a bloated figure but a pretty good one I feel to put in this number right now. Anderson: But Keith what I’m hearing John say and I agree is that instead of him just blurting out a number right now we don’t have to set the budget today. (Inaudible) is that Stacy and HR and John can get together, figure out what that appropriate salary is, and let us know before we set the budget. Corrie: HR is looking at it right now. Shawcroft: They are. Right so what I did in the enhancement was put in what the starting wage or what the current level says it should be even though we know it’s not right. I don’t have any basis to give you any of the figures yet. I’ll use that word yet. De Weerd: Now in your positions that you have in this budget year are they correctly adjusted for your base budget of next year? Shawcroft: Not yet no. They are not. De Weerd: That’s another thing that she’s also researching. Your base budget can still change. Shawcroft: Yes and Stacy I believe will be presenting that later is that correct? Kilchenmann: We just got that from HR and I think it will be an additional 18,000 that we need to add to his base and then he should be okay. Bird: 18,000 to the base? Shawcroft: That’s for the two that I’ve got now but not for the two that we’re trying to add. De Weerd: Okay so we add 18,000 to your base personnel cost and then we’ll still wait for new figures for your enhancement request? Shawcroft: Right and Pauline is aware that we need to do this. Bird: Does this 18,000 for the new budget include the raise and everything like that, all the costs and everything? Kilchenmann: Yes total cost. Bird: Total cost. Kilchenmann: If we go through and she changes or we change the range for the mechanic we’ll have to go back in and I think you probably have to change the people that are in the existing positions. It would be increase his enhancement and then it would also go back in and increase his base budget. De Weerd: So we can still have an increase in the base. Shawcroft: Boy, I didn’t think it would be that difficult but I know it would be. I guess enhancement 8 would be a 1,000-gallon diesel tank to be constructed at the Wastewater Plant. That last power outage that we had was about eight and a half hours and our diesel tanks were running low. We were finally able to get Brico to come in and top them but had it been a holiday or a long weekend when everybody’s gone that might not have been possible. Bird: This is a permanent tank you’re putting in right John? Shawcroft: Yes this is a permanent tank. Something that we can have – if it’s electrically pumped out, we’ll have it hooked to a generator so that we can pump it out and move the fuel wherever we need it. Anderson: I have a question on that. How long will this run your generators just 1,000 gallons? Shawcroft: It will get us by probably for 24 to 48 hours depending on whether it’s a holiday, weekend, or a weekday. Our biggest flows come on weekends when everybody’s home doing their laundry doing whatever. We notice that we treat on average an additional half million gallons a day. Anderson: Is this an above ground like a convult or what is it? Shawcroft: Yes it will be an above ground with containment and all the requirements. I don’t think that any more there’s any – I don’t think anybody other than service stations are bearing their tanks anymore. With the underground storage tank requirements, it’s fairly spendy. Anderson: Anybody who is dispensing fuel has to put it underground it’s a code requirement. Shawcroft: Yes and we’re not – I think this size can be put above ground with the containment. Anderson: But by questioning the size of this being big enough if you’re so concerned about the availability of fuel on a holiday weekend or a three day weekend you’re only talking about something that’s only going to run you from 24 to 48 maybe you ought to be looking at a 1500 or 2000 gallon. Shawcroft: And that may be. I know that if we start out with the diesel tanks and the generators full that they’ll go for at least 16 hours. So with an additional thousand that will add another 16 that’s full load. Depending – it’s like your car it makes a difference on whether you’re running uphill, downhill and this is the same thing. It depends on how much load you’re carrying as to how far it will go. You may be right but I don’t think that an economy of scale there would be much difference between 1,000 and 1,500. Anderson: I’m just saying if it’s a difference of getting you through a long holiday weekend or not if that’s what your concern is. If you don’t think, that’s an issue than – Shawcroft: -- I think 1,000 gallons would get us through I really do. At least as the plant currently stands. You may be quite correct when we add other portions to the plant on later. Bird: But while we’re putting it in why not like Councilman Anderson says why not put in a larger one that we know the plant is going to expand? Anderson: And you’re going to add more backup generation too aren’t you? Shawcroft: Yes that’s true we will. Also, in an emergency we would probably be giving fuel to the Fire Department, Water Department. I guess we could size this permanent above ground as we can re-evaluate the fuel consumption for the future for all of those departments and size accordingly. Bird: And put it in one time and one time only. Shawcroft: Yes. Bird: I think it would be a wise move on our part to do that because we know that you’re going to – like Ron says you’re going to need more generators out there, as the plant expands. Why not do this once bite the bullet once and forget about it instead of having to come back in five years and say we need 2,000 gallons so now we’re going to have to take this 1,000 out or we’re going to have to add another 1,000 somewhere else. Shawcroft: Right. Bird: Get all the EPA and all that stuff done with at one time. Shawcroft: Right we could double that expenditure and do that. Bird: I agree. De Weerd: So you’ll get us a new figure? Shawcroft: I will get you a new figure absolutely. Number 9 I believe would be the landscape and lawn mower. We have over the past eight years every year done something to improve the landscape at the Wastewater Plant to make it more presentable. Recently, we’ve started adding landscaping to the front adding lawn with the subdivision encroachment we want it to be as presentable as possible. That’s what that’s for is to go ahead and add sprinklers and complete out that lawn addition in the front of the plant. Anderson: What kind of mower are you looking at? Shawcroft: What we’re hoping to do – I talked to Mr. Kuntz and he assured me that we could probably pick up a used mower for about this price on the open market as far as say from another Park’s Department or something. We obviously don’t need as good of mower as what they have or want. Anderson: I guess I was asking that because in his presentation this morning he was telling us about how he needed a new mower because he was maintaining all these other city departments the Fire and he assumed he’d be doing the Police. I’m just curious why he can’t be doing the Waste Treatment plant if he’s going to be doing these other departments. If we do allow him to buy an additional mower they were talking about having a mowing crew than I don’t see why we would need to buy one here. Shawcroft: I just would say that historically before there was what I would call a large Park's Department we contracted it and the contracting was less than satisfactory. We would still end up having to go trim, do our own sprinkler repair and I have no I guess experience as to what kind of job the Park’s does. Anderson: Go down to Storey Park and you can look. Shawcroft: Do I have to? De Weerd: I like your self-sufficiency I think that’s great. Shawcroft: I think that when we do it ourselves we have a vested interested in how that looks and we’re very picky. That is not to be a slant at the Park's Department that is just – ever since we’ve taken it over and done it ourselves we’ve been happy with the way it looks. Corrie: I would hope so if you knew (inaudible). Bird: I was going to say he better. Shawcroft: I really have a difficult time with putting the rest of these in any particular order there after that barely waited evenly. Except Ashford Greens and that’s probably a higher priority than where I’ve got it. Ashford Greens lift station needs some up sized pumps where and this is just phase what is it two? Bird: Ashford Greens is practically a have to isn’t it John and Brad? Shawcroft: Yes. Bird: I mean I don’t see how it can be down at Number 9. Shawcroft: I don’t think it is I think I just slipped it – Bird: -- that would go along with Number 1 in my part even though that’s a plan upgrade at least – this is a system upgrade that has to be done. Shawcroft: Yes that would be up with Number 1 I just missed it on my list here. In fact if Brad hadn’t told me – Bird: -- that Ashford lift station upgrade it’s something that we can’t put off. Shawcroft: Right. De Weerd: It can be 1B. Shawcroft: 1B. Thank you. De Weerd: Before we got an arrow, in there I thought I would give you (inaudible). Bird: So that leaves the landscaping at nine then right Brad? Watson: Yes. Shawcroft: Nine let’s see I’m on 10 how about the asphalt repair and additional asphalt. The plant is getting bigger and we’ve got a side road that we would like to pave. We have to – Bird: -- on the south one. Shawcroft: On the south one yes – finish paving that. De Weerd: Is it gravel right now? Shawcroft: It’s gravel right now and it’s a continual maintenance item. We have to go back re-blade it and redo it. De Weerd: I think right now the city has a commitment as well for air mitigation. Shawcroft: Yes and it gets dusty. De Weerd: We want to pave whenever we can. Shawcroft: It also includes a chip seal on the front drive in. It’s cracked. It’s had heavy truck traffic and we’re trying to get it to last until the upgrades are done and then we’ll replace it. We’re hoping this will give us an additional five years. It also includes a I would say a square in the back that we could put bio-solids on and keep them out of the drying beds in case we need to put liquid in them. It would just be an operational enhancement. Eleven is tertiary by-pass line. Our tertiary filters – our flow is up such that right now it’s almost impossible to drain one of those and keep it dry while you’re looking on it. It’s just a line to go around and move the flow around it so we keep it in the dry as I said. Twelve is the remodel of the control room which is just to add a break room for the – a larger break room for the operators. That will occupy where the old back tea lab is currently. There’s no low bearing walls to move it’s just knock down the old ones and upgrade the cabinets and just give them a little more room. Anderson: When was this building built wasn’t it just last year? Shawcroft: This building was built in 1978. Anderson: Oh this is an old building – Shawcroft: -- this is the (inaudible) no it’s not the new one this is (inaudible). (Inaudible discussion amongst Council members) Shawcroft: Wrong color. Thirteen would be Wastewater Treatment Plant lighting and adding additional light. We have some dark areas in there that when the night operators are walking around they’re having to use flashlights. When we have construction going on sometimes we have open trenches and things that aren’t overly marked as well as they should be. Bird: That’s dangerous. De Weerd: I think it is 1C. Shawcroft: They’re pretty careful. 1C she says. Bird: Either that or in your bid make them guys put temporary lighting out there. Anderson: (inaudible) fall face first in that stubble one time (inaudible). Shawcroft: Fourteen would be the small pickup fleet addition. We’re usually running one pickup short with the amount of work that we have to do in a day. A lot of times I end up driving my own personal vehicle because mine’s out. Fifteen would be the drill mill and the additional small equipment for the Wastewater Plant. The digester by-pass line talking to Gary I think we’re going to do that this budget year. We’ll go out and get it done. Bird: I think you need to. Shawcroft: Yes it’s high enough priority that we’re not going to wait. I believe that’s all. Bird: You and Stacy will report or get back to us on the new revised costs on all of these. On the operators and stuff like that? Shawcroft: Yes, I’ll have a meeting with Stacy and Pauline and we will get you that number. I will also get you that number on the diesel tank. Bird: Yes. Shawcroft: There are two that I got to do for you. Bird: And you still want to keep the lawnmower and the landscaping within yourself? Shawcroft: I would prefer it if possible but I think we will live with whatever Council’s decision is. Anderson: How much land do you have that you’re taking care of there? How much acreage is that? Shawcroft: We’ve got about three out front and then we’ve got an additional acre and a half or so inside the plant itself. The reason we prefer to keep it is when we are under construction we are coordinating with the contractor. When I tell – we know when we can be out there safely in doing this kind of thing. When we had a contractor on site doing the contracting the lawn, they showed up on their schedule not ours. It wasn’t always satisfactory as I said. Anderson: I guess you know I was just looking at that number. A 10,000 dollar mower I don’t know to me a riding lawnmower I could buy a really nice one for 5,000 is this some type of a commercial unit that’s 10,000 dollars because it seems like a lot of money for a mower. Shawcroft: This is a commercial yes. This is a commercial mower that has two mower decks. It’s a mulcher. The first deck cuts it and then it brings it up behind the rider and it chops it real fine and deposits it right back. Anderson: Who runs this just one of your normal plan (inaudible) workers? Shawcroft: Yes our work people. Anderson: Just one day a week or something? Shawcroft: Yes right now they’re taking two and a half days to mow the lawn with our – we’ve got a little riding John Deere mower that we’ve had since 93 I believe. It has kept up with it but I think with the additional acreage of lawn it may be just a hair small or maybe we need two of them buy another identical to that and then put two people on riding those mowers and get it done. I don’t know if you were out at the plant and came to the luau, I think you missed that. The area that we had that on was some lawn that we added the year before. We’re adding two more of that size plus – actually a little bigger than that so that when you come into that Wastewater Plant instead of driving into something that’s dusty, that doesn’t look very nice it’s going to be park like landscaped. Perception, especially in a Wastewater Plant is everything. If they drive in and they see a mess then they’re going to assume that the rest of the plant is a mess as well. Anderson: When you say they you mean the EPA Inspectors or who? Shawcroft: I’m just saying the public in general. I would hope EPA would know a little better than that. When the public comes in and you know they come into use the RV dump. They do – we have had compliments on how things look. We would just like to keep improving it. We do have hopefully a build out that we have it all landscaped and we’ve moved all the contractor work in the back – their staging areas so that they’re not dumping concrete in the front anymore or using it to park their blades and that kind of thing. ***End Of Side Six*** Anderson: -- I’ve been in there a lot of times on weekends. The way you have to pull into that, then the way you have to make the circle there and the angle that – it’s just not – it wasn’t very well designed out as far as making that conducive for several RV’s coming back after a holiday weekend or something. You ought to look at maybe making that a little easier to swing through. Shawcroft: I think that can very likely be done. I know that when we replaced the original drive in road the original lane that will be widened. That’s one of the reasons when we put in a new (inaudible) we’re going to put in row of trees to the south and let them get started so that we will have room to move it out. You’re right we have had stacking problems but I think that’s just traffic routing. We can route them down the south road if it’s paved and then right back in and around. They can be stacked up (inaudible) and it wouldn’t hurt anything. Bird: That’s a good idea. Corrie: You can have (inaudible) do them all at once. Shawcroft: Yes do them all at once. Bird: For Anderson just run him over to the main digester. Anderson: No, they do that with most of those because you could make it a double dump station real easy just by how you design that. It doesn’t really take a whole lot more in plumbing to make it available. Shawcroft: Yes that was originally designed when we didn’t have a lot of RV traffic coming in. We were getting maybe three a month. It’s turning very popular so you’re right we need to help facilitate their access. Well thank you very much. Anybody have any questions. Bird: Thank you John. De Weerd: Or complaints. I followed you. Smith: Thank you John, thank you Mayor and Council. The next department to report to you with the budget would be Rick Clinton, superintendent of the Water Department. He also has Leslie Howard here this afternoon for any questions on the budget for the billing system, MUBS. Rick I’ll turn it over to you. De Weerd: I know this is what Rick looked forward to in taking this position. This was the selling point. Clinton: This was the selling point. Mayor Corrie and Council Members thank you for having me before you. We were all caught off guard I guess a little by the prioritization of the enhancements. Gary and I did a little corner cramming over there just a moment ago and I provided Brad with a copy of it already. Maybe I would like to just hand out a little attachment to everyone of how we decided to prioritize them. De Weerd: Well Stacy made it so easy this year we thought we had to throw something in there. Bird: Thank you. Clinton: I was kind of pondering Brad to maybe throw in the last side on the MUBS enhancement in first. Just so I can get Leslie get back to work, she’s got a lot to do. Would that be acceptable to you Leslie? Enhancement Number 1 for the MUBS is just the replacement of two computers. We’ve had – the last turnoff day we had some pretty substantial problems with trying to keep our Excel program up and running. On the advice of Empire, we’ve decided we needed to get some upgrades on our computers. It’s exceptionally difficult to process billing when there’s customers lined out the door and the computer won’t operate properly. De Weerd: Yes, especially during turnoff, which is fun anyway. Clinton: These prices are basically pursuing the state bid. Does anyone have any questions on the one and only MUBS enhancement? De Weerd: We should have something but – thank you. Clinton: Thank you Leslie. I’ll kind of let Brad get caught up here a little bit. I guess I’ll start out with the capital enhancements. Would you prefer me to run down them by priority or would you prefer me to just do them by the enhancement number as I’ve listed them. Basically what I – I’m sorry Tammy. De Weerd: By priority. Clinton: priority okay. Enhancement Number 12 is Well 21 and that is in fact our highest priority. Bird: But that is in this year’s budget. Clinton: Correct Keith. Basically, we have determined that we can no longer construct a well for the 350,000 dollars that was projected last year. So, if you see in the carry forwards down below Well 21 we’re carrying forward a balance of 212,383 dollars. I think Brad Watson has determined that the additional amount in enhancement Number 12 is what’s needed to get us to a mark where we can construct this. Brad’s indicated that the majority of the increased costs are in consulting fees and I think somewhat a higher price for generators because of supply and demand right now. Bird: So what you’re saying is you’re carrying 212,000 over and you’re requesting 247,000. Is that an additional 35,000 above the 212,000 that you’re carrying over or is that a 247,000 more over the 212,000? Clinton: That’s 247,000 more. Bird: So that well is – Anderson: -- the normal price of the well is 400 – Bird: -- 460,000. Anderson: That’s quite a little under estimate then (inaudible) the original one? Clinton: Yes and I think that probably the majority of that is in consulting and I think you guys have some experience with how difficult it’s been to get a consultant at the rate that you used last year. I guess the other thing Brad was just pointing out is the old numbers didn’t include generators. Bird: Yes I know it didn’t include generators but I did not realize in the years time that our consulting fees – I haven’t been noticing our contracts and stuff being that much more. What are we paying now for a consulting fee on the well? Watson: Councilman Bird, Mayor, and Council I went through some of the last projects that we’ve done and accumulated all the figures. The consulting fees have gone up. I’m not sure that they’ve been in the past specifically broken out well by well but this time I did. Between the test well, the water right acquisition all the things that are hydro geologist does that’s about 25,000. The design on the well pumping facilities pushes about 20 once we include construction services. Then we’ve got 175 well house construction, 35 on the test well drilling, 150 – that actually and I don’t know if I let Rick in on that. The actual drilling of the production well has gone up a little bit because we’re having to do things a little bit differently than we used to. It’s an improved design. Bird: We’re going from 350,000 to 460,000 a well. We’re adding a generator, which is probably install 30,000 – how much? Watson: Once you include the additional design – the generator itself runs about 30,000 but the additional construction – I think I had about 50,000. I don’t have that number in front of me with the generator itself. I think I had about 50,000. That 350,000 it was running short a little bit in previous years. I think we have been maybe transferring – Gary knows this better than I do. Bird: Well are we okay adding the 247,000? Are we okay at 460,000? Watson: Yes. I researched this quite a bit so I’m very comfortable with that. Smith: Mayor and Council we went through and made a pretty detailed list of what’s involved in these wells and put some dollars against each item. There was more than a half a dozen items that we put the price tag on to come up with the 460,000. Included in that was about 35,000 for drilling a test well which we’ve been doing historically on our well projects to see what our (inaudible) looks like, what the sub surface ground looks like and so forth. We can take that out – part of that out because we’re going to change the procedure and not drill a separate test well but we’re going to drill a pilot hole as a test well which will just be enlarged then with a production hole. We won’t have a separate site and we won’t have a separate setup. It will be an additional cost to us but it won’t be as much as the test well had been running. The 460,000 is a good number and we’re expecting that that number will be – our actual cost will be less than the 460,000. It’s a conservative number. Anderson: Are we still allowing developers to do well development fees in lieu of pressurized irrigation? Smith: Councilman Anderson we haven’t received any well development fees for quite some time. We’ve been pretty hard lined on pressure irrigation. Anderson: Just encouraging those? Smith: Yes sir. Clinton: Councilman Bird I think that maybe if we looked at enhancement Number 9 and Number 10 and compared them that’s about 60,000 difference with the absence of a generator. Bird: You’re right. I just wanted to make sure we were covered that we didn’t short ourselves. Clinton: So we’re on enhancement Number 2 at this point, priority Number 2 which would be enhancement Number 11. There’s an additional 110,000 there. We just basically addressed that. Pretty much exactly the same thing again on priority Number 3 which is enhancement Number 10 Well 23. Any questions so far on those? Priority Number 4 would be the additional funds needed for completion of Well 24, 50,000 dollars there. That brings us up to Priority Number 5, which is consulting. There is 180,000 dollars there. I’ve footnoted down and footnote Number 8 we’re estimating 80,000 of that to go to the water master plan, 100,000 dollars of that for water rights acquisition. Water rights acquisition is – De Weerd: -- kind of expensive. Clinton: Yes. I think it’s very essential also. Smith: I don’t know if you’re familiar with the water rights acquisition or the snake river base and the judication processes going on now but it’s termed as being the largest lawsuit in the history of the United States. They’re getting real close to our area our basin that we pump water from for this judication. Ed Squires, our hydro geologist has started the process and he recently authorized the contract of 20,000 dollars for him to perform or consolidate or I should say investigate all of our water rights and status of all of our water rights, the licenses, permits and et cetera and to make sure we know where we are in life. When I talked to Ed about a budget figure for this process, he wasn’t sure what kind of numbers were going to be involved. A lot of it will depend on how much legal involvement we have to have from the attorneys. These water rights attorneys are exceptionally expensive. A lot of the money or I shouldn’t say a lot of it – we’re going to do as much work as we can in house without getting attorney’s involved. Somewhere along the line, they’re going to have to be involved. It’s a little bit of a guess right now so this is a guess number. It is extremely important that we – we got started on it and this is going to be a full board push on it this budget year. I can’t give you real good numbers on that but – and he couldn’t’ give them to me. De Weerd: I think you’re starting to see how important water rights in particular this year is really coming to a head. So, this is very smart. Smith: And we’ll be investigating not only our sub service our ground water rights but also service water rights and the availability of those. Clinton: Thank you Gary. Any additional questions on that item? Priority Number 6 is enhancement Number 6 50,000 dollars for a telemetry upgrade. We’re looking at trying to include that in our water master plan contract that we have. I believe – we’re basically as it was explained to me as time has gone by and we’ve added well after well to our system we really don’t have a good O & M manual. I guess if I could make this real brief we’re just trying to make sure that some of the contractors out there that are providing us service aren’t selling us (inaudible), maniforms or something similar to that. De Weerd: Are these more standards you’ll be building in? Clinton: I think part of what we’re trying to do is actually get an O & M manual put together that would tell us specifications for the milliamps of signal that are being sent from a well to the central point. Basically, just a lot of information that someone that isn’t familiar with the system could come in and be able to perform maintenance on the system for us. Any other questions on that one. Priority Number 7 is the addition of two solid-state interrogator meter reading units. Those are the hand held units that our meter readers use in the field. Our entire enterprise fund is contingent upon good meter reading. Anderson: And the people around them. Clinton: Correct. (Inaudible discussion amongst Council Members) De Weerd: Kind of like our education system. Clinton: Priority Number 8 is Enhancement Number 1 it’s a backflow prevention person. This is intended to be an addition – Anderson: -- sorry I was just thinking when he was talking about the lowest bids. I know that the leaders of Empire said (inaudible) the City Council. What does that tell you about your system? Bird: Some people thought when they got elected they didn’t get paid that it was free. Corrie: (Inaudible). De Weerd: See my husband’s really glad you’re adding on a new officer. He feels (inaudible) put out that he’s the only one in our whole neighborhood that’s done the backflow test. I hear about it once a week that our neighbors haven’t gotten caught yet. Anderson: I’m so sorry Rick I didn’t mean to interrupt you. Clinton: It’s probably I believe Joel’s estimating somewhere in the vicinity of three to four years before we’re confident that we have surveyed the entire town. He had maybe bit off a little bit more than he could chew this year and he was having a difficult time trying to keep up with his own goals that he set for himself. He was accumulating a lot of overtime in the process and working a lot of hours. It ended up causing him maybe to kind of have a short fuse so we decided that we would just have to scale back his goals for this year. Corrie: Have you looked at the possibility of adding so much to the water bill and then it’s automatic (inaudible)? Clinton: Well we had had a brief discussion in your office about doing that and if I hadn’t had such a short timeline for getting these enhancements put together that is still something that I knew that you, I, Gary and Joel wanted to visit about a little bit. There’s a lot involved with that but I think I would entertain some additional thought process on it as our time allows. Any other questions on that one? Priority Number 9 is enhancement Number 1 and it’s the replacement of our old backhoe. I believe accounting has a better – it seems to me like it’s a 1967 is that correct? De Weerd: Those things should last way longer than that. Bird: How many hours does it have on it? Clinton: I think it’s an excess of 3,000 hours isn’t it John? Shawcroft: The last time I looked it was yes. Bird: How many years have we had it? Shawcroft: Since it was new. Bird: Since 67? Shawcroft: Yes. Bird: How many hours do you put on it? What I’m getting at is, is it really the right thing to have our own backhoe when you can rent it as you need it. How many hours do you put on it in a years time? Shawcroft: Was that a 67? De Weerd: It’s still a crank right? It’s a hand crank? Bird: 67 and 3,000 hours tells me that that hasn’t been used much and then you can go rent one for 250 or 300 dollars and they’ll haul it out. It gets rid of having to have a truck to pull it with, it gets rid of the machine trailer, it gets rid of the liability, the insurance on it and when you can rent – I know they’re nice to have there for everybody to use and if they have a home project they can borrow it and use it. Anyway, I think that’s something that we definitely need to look into not being in the big equipment business. Shawcroft: Yes I know that Bruce Stewart had this one around forever and it does get I would say probably in my estimation around less than 50 hours on it a year. I know that it’s typically when they’ve needed it it’s been one that they need it now. They need it on the spot right then. Clinton: That’s my biggest concern is that I hate to have a department the size of our department without the ability to respond to a leak in the middle of the night which we’ve had to do in the past. That’s the only thing that bothers me about not having equipment adequate is that emergency response capability. Bird: This has only got 3,000. Even though it’s a 1967, it’s only got a little over 3,000 hours. Anderson: Somebody in this city owns a newer backhoe than that. We own a newer backhoe somewhere don’t we? Bird: Wastewater Treatment does. Anderson: What’s wrong with that? Bird: How often is it used at night? Shawcroft: At night? Bird: Yes, how many hours do you put on it in a years time? Shawcroft: We probably put two to 300 maybe a little more. Bird: So we’re talking about 250 hours of backhoe work between those departments and we’ve got two backhoes? That doesn’t sound feasible. Anderson: I think that you (inaudible) share a backhoe myself. Bird: What’s the difference of running to 8th Street to get it or running out to the plant to get it? We get rid of one backhoe, we get rid of one machinery trailer, and we get rid of one dump truck that we use to haul it around. Shawcroft: You would get rid of a dump truck? Bird: Or whatever. Whatever you haul it with. Shawcroft: What we haul ours on is we do have an equipment trailer that will carry that hoe and a dump truck that will pull it. Bird: What does this Water Department have? Shawcroft: The Water Department has the old backhoe that they’ve had since it was brand new and I don’t know what year Ford dump truck. Clinton: A very, very old Ford Truck. Bird: And a machinery trailer. Shawcroft: No, we have the machinery trailer at the plant. Clinton: I don’t believe we have a machinery trailer to even transport it at this point. Bird: You don’t transport it you drive it to wherever you need it? In the middle of the night and everything? Clinton: I assume so. Bird: If it’s in south 5th or somewhere down there? Clinton: I would certainly entertain the thought process of a new truck and a new trailer but I thought I was being a little greedy by asking for that this year. Bird: I just can’t see us being very smart by having two, one more 62,000 I don’t know what that ones worth out there. Shawcroft: We bought this one used for 18,000 dollars I believe three years ago. Bird: and between the two deals, I’m being told that we put on 250 hours a year. Shawcroft: Probably. Well for the one at the Wastewater Plant it’s used daily. I don’t know – I guess I should actually keep track of how many hours. We bought it at it had 4300 hours on it. I know they use it practically daily out around the Wastewater Plant digging and moving things. It’s been a very well – we use it a lot. Bird: Well then you’ve got to be putting more than 200 hours on it. Shawcroft: Yes (inaudible) only giving you an under number. I could certainly find out. Bird: I feel that excluding the night work – yours is not being used at night am I correct. Shawcroft: You are quite correct. Bird: If the Water Department has an emergency leak during the night they can run out there and get it? Shawcroft: Anytime. Bird: And get it faster than what they’re doing driving the existing one in the night over to some place. You don’t drive those backhoes very fast down the road. Shawcroft: No you do not. Anderson: Other than they probably don’t keep it loaded on the trailer. Shawcroft: No we don’t. Anderson: By the time you figure the loading time (inaudible). Shawcroft: Yes they have to come in and hook the equipment trailer up to the dump truck then load the hoe. Bird: How many emergency night calls have you had? Clinton: I don’t think they’re that frequent. The other thing Keith I’m kind of wandering is – I don’t have a calculator in front of me but I’m just wandering if the hour meters are correct on our old 67. It just doesn’t seem like an accurate number of 3,000 hours on a machine that was purchased in 1967. Bird: It does to me. Clinton: Does it? Bird: Yes because I happen to live by there and that machine is setting – Shawcroft: -- hey Keith, excuse me – Bird: -- 95 percent more time than – Shawcroft: -- Stacy’s telling me that that old water department hose is 79. Bird: How much? Shawcroft: A 1979 Vintage. The 67 was the old Wastewater Departments hoe that we dumped. Bird: So this is a 79 so we put 3,000 in 22 years. I still don’t – this isn’t feasible to me. Anderson: I do think that the two departments could share one and even if you’re using it on a daily basis I know that you’re probably just doing things that if they had an emergency you could stop and allow them to use it -- Shawcroft: We would stop no doubt. Anderson: -- to fix that. It’s not cost efficient to the city or the taxpayers to maintain two fairly new hoes no more use than you’re putting on them. It’s a no brainer to me. Bird: I can’t – I just feasibly can’t. (Inaudible) that they had their own business and had to pay out of their own pocket would have the setup we’ve got with two backhoes and 250 hours a year on it. Anderson: If our use went up and we needed backhoes a lot more than we would look at a second hoe but at this point there’s not that much use going on. The only thing we do is emergency repairs we don’t install water lines. Clinton: Which is one thing that I was going to entertain in the future was perhaps the possibility that we would get more active in – actually even the repairs. I believe most of them are contracted out currently. Bird: I think that’s smart. I think it’s cheaper for us to do that. Shawcroft: Does it make sense then to retain the Water Department hoe as it is? It’s already city owned or is that one you want to sell down the road? Bird: I guess we’ve already paid for it and got it all on the deal but I certainly wouldn’t entertain getting a new one. Nor would I entertain getting a trailer or something to pull. If they don’t have a trailer, I don’t know why they would need a pulling vehicle. He’s telling me they don’t have a truck that pulls it. Do you have an old trailer that you put it on? Clinton: Not to my knowledge. Bird: I didn’t think so either. Shawcroft: What we have is we’ve got an old ACHD dump truck that we purchased for 6,000 dollars here I believe it was in 98 and an equipment trailer that will carry our hoe. That’s between the two departments so there’s two dump trucks, two old hoes and an equipment trailer. Does that make sense? Clinton: On to Item Number 10. Anderson: So is the decision to keep it? If it was so bad that we need to replace it then do we need to be selling it surplus? Smith: (Inaudible). Bird: Well it’s bad enough that they want to replace it with 3,000 hours on it. Shawcroft: I know they just went and put new brakes. Just before Rick took over, they put 8,000 dollars into that hoe to fix the brakes, go through all of the cylinders. Anderson: So that was last year (inaudible)? Clinton: I believe the invoice came in just about the time I took over. Bird: I was going to say I think I (inaudible) about that. I don’t think it’s prudent to put another penny in it. I’m not too sure I’m (inaudible) like Councilman Anderson. If we can get a fair price out of it let’s get it out of hair we’ll save the insurance. Shawcroft: Right and we may even be able to work something with one of the rental places in town to where we can get a night key or something to where we could have access to a hoe if they needed it. I know they can certainly come get ours any time they want. Bird: I don’t know I just – yes let’s get rid of it while we’ve got 8,000 dollars worth of new brakes and repairs on it before it breaks down again. Clinton: Item Number 10. Two new computers for the Water Department they’re replacement computers. Again, there’s a state bid. Item Number 11 the replacement of 20 fire hydrants. I think this is kind of a combination of the replacement and additions as determined in a co-op effort with the Fire Department. Bird: Are these the new ones that you guys explained to me about the – that they don’t have to have the wrench on or something. The (inaudible) kids can’t come up and open up or am I talking about something else? Clinton: I’m not familiar with those I guess Keith. Smith: (inaudible). Bird: I thought we were talking about something else. Anderson: We talked about meters you can just drive by them Bird: Yes we know the meters you can drive by (inaudible) want. Anderson: (Inaudible) electronic hydrant to turn on. Bird: I guess I must be thinking of something else. Clinton: I guess that takes us to Item Number 12. There’s 200,000 dollars in future water main extensions. Item Number 13 is the addition of Well Number 25 and again I think we’ve kind of covered the total cost involved at this point. Anderson: Can you cover that water line extension? Where all are we looking at extending water lines. Is there any big projects or just a lot of little ones? Clinton: I’m probably going to lean on Brad a little at this point for that. Watson: Councilman Anderson, Mayor, and Council. We have waterline projects come up every year that are identified at least partially during budget time. That water master plan is due to be done later this fall which I don’t hope but hopefully it will point out if there are any weaknesses and where those are. Those will identify where those projects will be. There is some carry forward money from this current budget year for water line extensions also. Does that answer that? Anderson: Is this the one that we’re showing for 200,000? Then on this one is it 500,000? Watson: Right the carry forward amount will not be 500,000. We’ve got the Locust Grove Road project that I showed you on the slide earlier. We’ve got a smaller project out on Black Cat and Ustick to close a loop. We estimate there’s going to be about 300,000 carry forward on October 1st plus this 200 that’s being enhanced I guess. There would be about a half million dollars worth of water line extensions. Quite frankly, it provides us a safety nut if there’s an emergency project that comes up that you all deem necessary. De Weerd: Have we been doing that a lot lately? Watson: Not this current year. That was last winter I remember yes. De Weerd: Mr. Mayor, I guess I just have one question about Well 25 and 26 with these other wells currently under construction. Will you be getting to it this budget year or is that a realistic timeframe? Smith: I doubt very seriously that we’ll get to them in this budget year 02. I think that we get 23 and 24 online we’ll probably be accomplishing what we need to in the wells. De Weerd: Do you need more 25 and 26 at the design stages and then to start for the next budget year? Smith: Well 25 is in the Autumn Faire area and that’s out in the northwest part of town. I guess the reason that I put these or had these included is that it seems like we’re always playing catch up with our wells. I guess my comment to Rick and the rest of the staff was it would be nice to get a hole or two in the ground and at least ready for a well house ahead of the development. We know that for example the Autumn Faire in the Well 25 area – Well 26 is not even designated (inaudible) location is concerned yet. Well 25 and then Autumn Faire we know that development is there. We know there’s some development poised north of that so I want to get that done if at all possible. Bird: You could actually (inaudible) costs can’t you in this coming fiscal year like design and all this on 25 and even possibly 26. Smith: If we had – if we’re able to drill the well for example and get the engineering done on it and maybe even get started on the engineering for the pump house which isn’t that big of a number. Then we can get ready for the construction of the pump house. De Weerd: So, what would be a more realistic number? Smith: We’re probably looking at 350,000 without the – well that get us to well drilling – drilling of the well. That would actually include the construction of the pump house. Drilling of the well is about 175,000 isn’t it Brad? Yes about 175,000. The engineering, the GeoTech Engineering another 25, 20,000 that would be 200. We could get the well drilled and capped for probably 200,000. Then we would have to put the pump house on it, pumps, and generator. Bird: You feel you can get that much done Gary next year and 25 seeing how we do know the location and everything? Smith: Yes, I would like to. Bird: That would keep us a step ahead of – Smith: -- right in that area that would give us an extra water supply out there. Bird: Yes. De Weerd: So put that at 350,000? Smith: I think 200,000 would probably work for Well 25. Bird: Do you believe you can get anything accomplished on 26 because you don’t know the exact location on that do you Gary? Smith: No, I don’t. Bird: Do you feel it’s a dead item? Smith: Excuse me. Brad was mentioning that 26 was scheduled for the Ten Mile Road, I-84 area if anything happens out there. We don’t have a – Bird: -- you have no side or anything though what could we do in next fiscal year regarding 26? Could we – we couldn’t even have our – it’s all the engineering done because we don’t know the location that we’re going to. Smith: We don’t have anything right now, no. We don’t have anything. Well other than we have a Concept Plan that the developer gave to us and said in this general area we could have a well site. That’s all we have. Bird: We’re just asking – Gary I’m just asking is there anything – if there is nothing we can do next why waste our budget with that kind of – with 460,000? Smith: Well we obviously – well yes I understand what you’re saying. We try to be as realistic as we can. I guess we just don’t want to get caught in a position where – Bird: -- I understand that. Smith: -- we can’t perform if a developer comes in and he wants to highball into something. I know it’s going to take several years to get that development going but the way he talked to us was he’s pushing forward with it. Corrie: The last I got from ITD and David was about a year and a half to two years at the best. Bird: For that interchange? Anderson: You can always open the budget (inaudible). Smith: Right okay. I guess in that case – Bird: Realistically you don’t want to put 460,000 in there because you’re not going to be doing any – do you want 100,000 in for Well 26 to find a location and do that kind of stuff. Do you want 50,000? What do you need in the next fiscal year on Well 26 in reality? Anderson: That you would actually expend not – Bird: -- I think (inaudible) we’re going to be carrying over. Anderson: timeframe is we would never get it. Smith: I think at this point we would probably just draw a line through it right now. Like Councilman Anderson said if we do come into a situation where it becomes an issue, we’ll come back and talk to you. Clinton: I guess that leads us to our least important Item Number 15, which now moved to Number 14. It’s just some landscaping for Well 10 in the amount of 10,000 dollars. De Weerd: Where is Well 10? Clinton: My cheat sheets over there. Smith: It’s at Settler’s Village at the corner of Jericho and Willowbrook. Chainlink fence and gravel. De Weerd: That should be your number one. Smith: We’ve got some concerns from residents for quite some time about the esthetics of that well site. Bird: I understand it. (Inaudible discussion amongst Council members) Clinton: We’ve got to provide water first and then deal with esthetics I guess. Smith: (Inaudible). Clinton: Unless there are other questions I believe that concludes the water Department’s enhancement requests. Bird: Thank you. De Weerd: Thank you Rick. Bird: Very good job Rick. Smith: Thank you Mayor and Council I think that wraps us up. Are there any questions that you have in any of the Public Work’s Department? De Weerd: No, I appreciate your presentation. Bird: Very nice we enjoy it. This has went very, very nice and thanks to you guys, Stacy and Janice and Reta. Smith: We do appreciate very much having Stacy here and the formatting. I think it has helped a lot. It simplified a lot of things so thank you Stacy. Bird: So do we. Now we get a break. Corrie: Why don’t we take a 15-minute break and then what’s left Planning and Zoning? Bird: That’s it then we’ll be out of here. Recess at 3:19 P.M. Return from recess at 3:40 P.M. (Inaudible discussion amongst Council members) Kilchenmann: Mayor and Council. Corrie: Okay so we can get out of here before we get to come back again Stacy with – this is on the Planning and Zoning and I’ll have you do a (inaudible) and then we’ll do the service Planning and Zoning. Kilchenmann: Mayor and Council Shari can be – for Planning and Zoning can be found under special services because she’s special. Bird: Where? Kilchenmann: Special Services. De Weerd: Did she pay you to say that. Bird: When did we change the name Stacy? Kilchenmann: Okay that’s what I’m going to tell you. Why is (inaudible) it’s actually the building that funds so it’s kind of – we put Code Enforcement, Planning and Zoning and the Building Department in there. We separated Code Enforcement out into it’s own little division because Shari didn’t want them in there and it really upset her every time she looked at them. So, we have the three of them – because the Code Enforcement really are, report to the Police and the Building Department reports to Gary and then the Planning and Zoning is separate. I tried to show them as three unique entities but for budgeting purposes, we need to roll them into one because they’re one fund. Here’s Shari. Bird: Here’s Shari. Stiles: Mr. Mayor and Council I appreciate the time that Stacy and Reta have spent with me and Janice on this budget this year. After all my wining, what came up is what you have before you in their department budget detail without the capital outlay. There are some areas that just I want to bring out to you that I really don’t have any control over the amount that’s spent on them. One of them would be under 51400, which is a copier expense. My budget line item is charged from a couple of different sources and just wanted to let you know that I don’t know if those figures are accurate or not. It shows it as being zero in the past but that’s because it wasn’t a separate expense. I am charged from Will’s expenses and also from Gary’s on occasion. The office expense has gone down. It was under operating expenses before which is 15,000 it’s going down to 5,000 – ***End Of Side Seven*** Stiles: -- because these figures are based the projection is based on I believe a six month period. A lot of our bills have not yet come in or we’re continuing to incur costs particularly related to the Comprehensive Plan. I’m not sure that that 5,000 dollars will cover it under the 51300. Although we do have – we don’t have anything else under there. De Weerd: Which one was that? Stiles: 51300. It was budgeted as 15,000 this year, the projection would be 4843 and as long as we can offset those with some – with the income that we get because right now when we’re doing the Comprehensive Plan Drafts we’re giving those out for free because we do want the input and they are a draft document. If you want me to start charging for them, I can but it will be very expensive for anybody to try and pick one up. Not knowing how long this is going to drag out it gets to be about – we spend between 800 and 2,000 dollars every time we have new copies made. That’s just a caveat that till the end of the year we won’t really know what our annual cost is. De Weerd: So, would you feel comfortable – how much more would you add to it with that in mind? Stiles: I would probably add another five. Bird: How much? Stiles: Five. Bird: Take them from three to eight? Stiles: Well its on five now, the office expense is – De Weerd: -- we’re on – Bird: -- which one are you talking office expense? (Inaudible discussion amongst Council members) Stiles: We do have in separate printing, binding and engraving. I know one thing Stacy’s working on now is everything was kind of lumped into the same category. I know she’s done a lot of work trying to separate those actual costs and it’s going to be a lot of trial and error I think until we – De Weerd: -- so would you rather add the 5,000 to the printing, binding and engraving rather than officing stuff? Stiles: I think so or at least 2500 to that printing, binding and engraving. De Weerd: So make it 10,000? Stiles: The thing is we can’t control how much we have to spend on that. If the demand is there for more copies, we have to spend it. De Weerd: Well and you need to encourage feedback on it. Stiles: So you want us to start charging for it? De Weerd: No, not until it’s final. Stiles: Adopted. We will I mean yes we will definitely charge for the final product. Yes, we have to send out a lot of those copies. De Weerd: Yes so keep that in mind. Stiles: We have no janitorial. We have 500 for fuels and gas. I just had a question for Stacy and Reta maybe. Since we do have some new line items and new categories do you, have definitions of what should be included in those? Bird: Shari on your fuels and gas how many – do you have any city vehicles at all? Stiles: We have one well we actually have two at this point. We were talking about getting rid of one. I’m debating whether to keep that or not because sometimes somebody’s out on an inspection and somebody else needs to go out on an inspection and it’s either paying them the mileage for their own individual car or keeping that. If we have a lot of maintenance, though it’s not going to be worth it to keep two cars. Plus you have the insurance, plus it’s not a real safe place where we are at right now as far as leaving cars overnight. There’s already been a couple of vandalism reports and a couple of broken windshields. They weren’t on city vehicles but – 500 is probably more than adequate for gas because I think year to date we only have 95 we don’t spend a lot on gas. Bird: How do you reimburse private cars being used or do you? Stiles: If they would declare mileage – I’m not sure which account it comes out of. It’s 31 cents it probably comes under operating expense or is it under – Bird: -- under travel meetings? Is that what it’s under? Corrie: That’s what mine is. Stiles: We don’t really have a lot of that. I can take my own vehicle and I don’t get reimbursement for it but that’s my choice. Bird: I was going to say when you’re not being reimbursed and stuff and maybe you do, when you’re representing the city in your own vehicle I don’t know how much liability you cover on your insurance. I don’t know if our insurance adds you to your vehicle to their insurance for liability. Stiles: I don’t think so. Bird: If you are in a wreck on city time somebody can come back on the city. If you’re in your own vehicle or at least they can in the private world. So, with my vehicle with my company covers my vehicle above what I’ve got liability to what we have to have to do contract work. Stiles: I guess I’m a little afraid that it’s going to affect my personal insurance if I start saying I’m using it for business. Bird: It will and they should know it. Your insurance Shari, if they find out you’re on a city job and using your vehicle and you get in a wreck they’re going to turn you down. It specifically states in your insurance policy that this is not being used for business I’ll bet you. Corrie: They probably won’t turn you down but they’ll charge you. Bird: They’ll get even with you. Stiles: Maybe I better start using the city car. Bird: I think that seriously with all employees that are representing the city and I think this is something Stacy needs to look into with our legal. If they are using their own vehicle we need to find – make sure that they’re getting reimbursed and that they have the proper liability insurance that we require. Berg: (Inaudible) state statute. Stiles: What is it? Bird: A million dollars is what it is on construction. Stiles: I’m pretty sure I don’t have a million dollars (inaudible). Berg: (Inaudible). Stiles: Well we’ll have to keep another vehicle if I’m not going to drive my car. Bird: I think this is something that we need to – Stacy needs to take up. I say this every year I’ve been on the Council. We haven’t had it happen but it certainly could happen. You’re running to Boise to a Planning and Zoning representing the City of Meridian, you’re in a wreck, somebody is killed or done like that I guarantee they’re going to find out that you were on city time – the first thing they’re going to think it’s a city car so the lawyers are going to come after you. Stiles: That’s a good point. I thought that a lot of people did that though in the city used their personal vehicles. Bird: Shari, I think you’re 100 percent right but I think we’ve got to come up with – we have no policy now. That’s the Council’s fault but we have got to come up with a policy regarding personal cars on company time. Stacy you can probably answer doesn’t the state have something about personal cars? Kilchenmann: Mayor and Council the state basically leaves it to the discretion of each Department Head whether you take a state car or your own car. The general rule of thumb is that if there’s a state vehicle available you take that but you can take your own car and then you reimburse mileage. Bird: Then Stacy, you might be able to answer the question for me. If you are reimbursed mileage then are you assuming the liability? Kilchenmann: That I don’t know. Bird: Ron do you know. Anderson: We do the same thing in Nampa. If we have a department vehicle available, we offer that first and then if we don’t have a department vehicle available then we pay you the state rate which I think is now 32 – Kilchenmann: 34 or something. Anderson: I think it went up it’s like 34 cents a mile. That includes your insurance, your fuel, and everything else on that vehicle. If somebody chooses to take their own vehicle when we have a department one available because the city also has a policy that you can’t smoke in any of the vehicles so if you want to take your own vehicle and one’s available then you have to pay your own expenses. Kilchenmann: It’s exactly the same with – Anderson: -- because the city offering you the vehicle is a cheaper method of doing it for the city. If you choose because of personal preferences that you want to smoke in your vehicle or if you want to go out that evening and have a drink then you need to take your own vehicle and the cities not going to reimburse you. Debbie’s is the same way. She gets paid a mileage reimbursement, she doesn’t get any – that includes your insurance coverage, and she uses her vehicle on a daily basis for her company. Bird: But does she have to have the million-dollar liability? Anderson: No. Bird: And according to Nampa you don’t have the liability on it either? Anderson: Not on your personal vehicle. Kilchenmann: The state is exactly the same as Nampa. If you choose to take your own car and it’s more expensive to the state then you’re not reimbursed. Or if you choose for example the people chose to drive to a meeting in another state because they want a vacation or whatever and flying was cheaper they would not be reimbursed or they would be reimbursed up to the flying and the cost of flying. Anderson: The difference. Kilchenmann: Shari you could fly. Anderson: Fly to Boise. Bird: Start turning in your mileage. Anderson: But if the city vehicles available to her then she has to take that. Stiles: Maybe we should leave or keep the two vehicles then. (Inaudible discussion amongst Council members) De Weerd: You may have to also look at your fuels. If 500 – Stiles: -- I don’t think we’re going to use over 500 dollars worth of fuel. If we do stick with the two vehicles, though vehicle repair and maintenance may be something else. I know in that – what is a Caprice we have. What is the old one? We put a new battery, a new radiator and we had to replace the rear window that somebody vandalized and that was 500 dollars wasn’t it just for fixing the window. That’s what ICRMP requires. If we keep two vehicles that would have to go through at least 1,000 each. Computers and software we ought to be set. I know that the Empire Consulting work is being put under that item is that right Stacy? We did get a detail of what we spent so far this year I think it’s around 5,000 dollars. We’re going to keep close tract of the time they actually spend in our office and we got charged 39 dollars for talking to me about installing Windows 2000. Bird: No different than lawyers. Stiles: That’s true I’m on the clock. We are going to order a new computer for the new planner and hoping to update all of our computers to Windows 2000 and Office 2000 this year so we’ll have that already covered. Professional services are something that I talked to Tammy about. Stacy wanted to know exactly what that 25,000 was for. At this time, it’s hard to tell what it might be for. We would like to look at some help on some of our ordinances or perhaps reviewing some of the huge applications that are coming in. Although, the number of applications we’ve processed this year is only 100 they’re much larger projects and taken a great deal more of staff time. De Weerd: Shari just to expand on that, we felt that with the Comp Plan being updated there’s going to be a number of ordinances and policies or procedures that need to be updated as well. With the staff time at a premium, we felt that the professional services should be at 50,000 so that those services can be contracted out. Bird: I agree with you. Also, in this deal if you’ve got some humongous (inaudible) behind you could go outside like city Building Departments to it to find somebody that could look over the plans outside of us. Is that what you’re talking about Shari? Stiles: Well probably not actually the plans. We might ask somebody to look at a large project. Bird: Well that’s what I mean. Stiles: Yes. De Weerd: Like COMPASS or in an extraordinary review, COMPASS, or another agency. Stiles: COMPASS would do it for nothing. They would – De Weerd: -- at this point. Stiles: -- they do it for nothing for other communities we haven’t nearly talked – they don’t provide the service to us that they do to other communities on a regular basis. Anderson: I guess I have a little different thought on consulting and maybe we will use that or maybe we wont’. I guess one of the things I’m trying to get back closer to is that zero-based budgeting and the fact that each expense in a budget has to have a purpose. I know this is something that we’ve talked with Shari for the three years I’ve been on Council and this is something that she had been allowed to do prior to Keith and I coming on was put money in her budget for just in case kind of things. I feel like those things maybe ought to be under the administrative under the Council but I don’t think it’s appropriate that Department Heads put money in their budget for things if they don’t have a specific plan or an idea. They haven’t gone out and got a price on what a consultant to you is going to be for this ordinance or that ordinance. We don’t know that but I don’t think that we ought to just put a number in there 50,000 dollars for consulting fees. That ought to be under administration or something else and we ought to remove that line item from there if there is not specific purposed in mind at this point and no bids have been gotten. De Weerd: Mr. Mayor with the professional services which we’re suggesting goes to 50,000, consulting at 25,000 that the consulting at 25,000 would be for the North Corridor Planning. The professional services to increase that Shari’s got a whole list that’s over a page long of ordinances that need to be updated. She has talked to a couple of people about the possibility of updating those ordinance so I think she has a good idea of what those kind of services would run. I know that she has shared the ordinances that we know to date alone without the updated Comp Plan how many there are of those. I think if we need her to bring in that list to show what needs to be worked on we didn’t want to start working on that list until after the Comp Plan was updated so that it could be prioritized at that time. Some of these, even though they could be updated today after the Comp Plan they’ll be needed to updated again. It will happen during that next budget year. Anderson: I don’t disagree Tammy but that money is still available to Shari it’s just over in the administrative side. In the three years I’ve been on here, we could go back and check the history. You’ve always had those numbers in there and in the three years you haven’t used it. Those ordinances and all those things have still been sitting there, those lists, and all those things that we just haven’t spent them. It could be available still it would just be in a different area of the budget. De Weerd: Yes but the administration is out of the general fund and in my opinion these ordinances and policy procedure codes and all of that really belong in the special services where they pay for themselves and that sort of thing. I don’t think it belongs in the general fund. That’s where you’re putting it if you take it out of this budget. Bird: I agree Tammy with you and Ron both but in first place, I want to say (inaudible) you mark that tape when I heard him say zero balance. I’ve been – zero budgeting. I’ve been after him for three years to agree with me on that. It’s just like the professional services. We budgeted 60,000 – Anderson: (Inaudible). Bird: -- we budgeted 60,000 last year and so far we’ve used 210 dollars. This is – I have to agree with Ron but also I see where Tammy’s coming from this is a self-supporting department basically. If we throw it into the administration then we are putting it back into the tax dollars as I understand. It goes into this general fund. I realize that any access she has here – I think we need to be – and Tammy I know that Shari (inaudible) from October to September 30th of next year can pretty well come up with a lot closer figure than 59,000 difference between what we’ve budgeted and we’ve spent after eight months of (inaudible) this year. Stiles: It’s not accurate. Bird: What? Stiles: It’s not accurate. The amount that we’ve spent today is over 12,000 dollars at least and we owe SEIC 10,000 dollars. Bird: Where is the thing? This is supposed to – when did – this was ran through – Anderson: -- these numbers are probably what based off six months? Stiles: Yes. De Weerd: And if they haven’t used it they just doubled that’s why -- Stiles: They just doubled what you had spent after six months. Bird: Even at 12,000 is still leaving you 48,000 over – De Weerd: -- but Keith who knew that the Comp Plan – when we went into the budget session last year we had this same thought in mind. One, a limited basis but we thought some of this would be underway. It’s doesn’t even have that possibility until next budget year so you won’t see any of that. Bird: But Tammy what Ron is trying to say and I agree with him is like 2000 we threw 103 in the budget and we actually used 50, half of it 50 percent of actual. I think we need to just look – and Shari can project what she believes is going to happen within the year. We budgeted legal services, we budgeted 90,000 and they’re projecting – we budgeted 113 last year and they projected on 117 so we’re going to be over on legal services. We’re over this year but next year we’re going to do less I guess because we took out 23,000 out of the last year’s budget for this year. De Weerd: Well Keith you can’t look at the projected actual because all that happened there is they doubled what had actually been spent. That’s not a good projection. Also with the attorneys with the legal services it’s like Shari said if they were sitting next to here yes she would budget that 114,000 but they’re not. This is a more realistic – she worked that out with Stacy and the contract with the attorneys. The 90,000 is a more realistic price. Bird: What is the 58,000 does that come off of eight months or is it off of six months the actual. Stiles: Six months. Bird: Six months and we’ve got more projects coming? I bet you this 117,000 projected actual is going to be a heck of a lot closer than you’re telling me. Stiles: No, actually we allocated the percentage to my department. My department was being charged 14,400 dollars a month. I said for that kind of wage I could have an attorney sitting in my office waiting for me to ask them a question. Bird: Don’t bet on it. Stiles: I didn’t say which attorney. De Weerd: Well they should. Bird: You could probably have Bill Nichols. De Weerd: No, well anyway. They based that 90,000 on the formula. Bird: They’ve changed everything – their formula has changed since their 117,000 projected actual. Stiles: Yes. Kilchenmann: Mayor and Council the legal is actual based on the contracted rate and reallocation. That professional services and the consulting I guess I come from Ron’s theory that I think that you need to have a definite plane and a definite not go on the what if theory of budgeting. I think if something came up that we can’t foresee that you definitely need to hire a consultant for that perhaps we could handle it as a budget amendment, present it to you and say this has come up or you have requested that we do this particular project. Then we can approve it. Because she is funded by a unique source, we probably do need to keep it in this fund in Shari’s budget. Bird: Yes but how do you do that Stacy? Kilchenmann: How do you – Bird: -- by inflating your budget items like Ron was just – like we were talking about. Anderson: How would we show that – Bird: -- how would we show that to use it. Kilchenmann: If you came in as an amendment? Bird: No, how will we show it in the original budget? Anderson: If we wanted to keep this same amount of funds that she’s requested available but not necessary for what if. Is there some way that we could ear mark it so that she would have to come to the Council for approval to expend those funds. Kilchenmann: Well you just would not put it in here budget. Anderson: But where would we put it at in the budget? Kilchenmann: No place. Bird: What do you do then? Anderson: So you would have to reopen the budget? Kilchenmann: She has a slight fund balance because she’s in a unique fund so everything you don’t budget for Code Enforcement, Shari, or Building Department just goes into a fund balance. So, you would just essentially go in and say now we’ve decided to spend that amount that’s in fund balance. Bird: So say in August or September of every year if we do it this way Stacy then we would have to come back and take out of the fund balance if necessary and re-budget that to these projects. Kilchenmann: Yes. Bird: And we only do it once a year right? Kilchenmann: Yes. Bird: What if she has not brought in the income or the Building Department that covers these then do we have to back – by ordinance we have to go back into the general fund and take it am I not right? Kilchenmann: Yes. Bird: Now wait a minute what if they have not got enough income? Our ordinance states that if they do not have enough income then we have to come out of the general fund am I not right? Anderson: Yes. Bird: I could be wrong. Anderson: No, you’re right. Bird: What I’m saying is if she hasn’t got – Anderson: -- her revenues are down. Bird: -- revenues are under but she has through the Council has allowed her to be 50,000 over in consulting then when she comes back for that budget amendment we have to take that out of general fund to fund that. Anderson: Right. Bird: According to our ordinance if she doesn’t have the revenue. Cunningham: But also that Building Ordinance states that we have to keep a four month reserve for their (inaudible) – Bird: That’s right. Cunningham: So we actually always have a reserve out there (inaudible). Bird: Then where is that reserve coming from? De Weerd: The year before. Bird: No, just a second. Is it coming from taxpayers or is it becoming from what she’s left over? Cunningham: (Inaudible) what is left over from the Building Department. Bird: What if they don’t have anything left over? I know so far every year but so far, every year we’ve had good years. What if we, what if January next year it does a 1980 or 1966 fall to nothing? You do two or three building permits a month. What? Anderson: Then you’d know that at budget time that your revenues were going to be short and (inaudible). Bird: Now wait a minute this is part way through your existing budget year in January. We can ride four months because we’ve got the four months dedicated in there. Then you – Corrie: -- slam the brakes on. Bird: -- then you slam the brakes on I agree but you’ve already got some contracts and stuff out there that you’re liable for. Kilchenmann: That would be what you would use the four-month reserve for. Anderson: We would know that – De Weerd: -- we would see it coming. Anderson: -- all of a sudden the trend is all of a sudden the building permits drop that dramatic then we would start tightening our belt in place. Bird: I’ll tell you what in 1966 within a period of two months over 60 percent of the building contractors went under because the shut down. In September, building was going great and November was bad. Anderson: Well if you’re really worried about it we ought to increase the reserves to six months. Bird: No I’m not worried I’m just saying what if. That’s why I don’t like unrealistic budgets. We have got – that’s why I have been for zero balance and I think I heard Stacy without saying the exact words kind of agree with that. I heard you on tape and I’m going to play it every time you tell me (inaudible). (Inaudible discussion amongst Council members) Stiles: Just to kind of address what Ron said about having scope of work and everything? Planning is really difficult to try to get a scope of work for something. Basically, you have the consultant well write your scope of work and then give you a prize. You have to determine what if that scope of work justifies the amount that they’re proposing. It’s not like a building where you have an architect and you can say 30 percent of the cost of this building is going to be architectural services same with a construction project. You can pretty much get an engineers estimate, know what your estimate is, and know a percentage to give to an engineer. Planning is just – you’re not able to do it like that. Anderson: I understand it’s tough to get a concrete number. I appreciate the dilemma you’re in I just think that we ought to try to identify funds and not just have funds in the budget that really don’t have a purpose. That these are just in case something comes up that we’re going to need these. Maybe the best bet is like she says that when those things come up, Council approves them and then we’re going to have to go back in and make an adjustment to your budget. De Weerd: But we already know it’s not a just in case because the Comp Plan is going through the process and we absolutely know that there’s going to be a lot of work in updating after its passed. Bird: But Tammy how do we know if it’s going to pass? We budgeted for it in 1999’s budget, we’re almost through 2001’s budget, and we haven’t got it passed. Anderson: You could go back and check this line item (inaudible). (Inaudible discussion amongst Council members) Anderson: -- three years I’ve been on the Council and I’ll be we haven’t come close any of the years so we don’t know it for a fact. De Weerd: But we do know it’s going to Public Hearings now. Bird: I just assume like Ron says we can come back and re-amend it like Stacy just explained to us if we need it. Let’s get a realistic figure in there. Stiles: Do you want to allocate anything towards that North Corridor Study? Does the city want to be involved in any way I’m a little concerned that it’s all being driven by developers. De Weerd: Well you and I have talked. I strongly agree that we need to put some money on the table and make sure that the priorities of Meridian and what we envision in this process is kept on track and not at our level at the end of the process where we have decision opportunities. It should happen throughout the whole process. Shari and I talked we have 25,000 this year that we can dedicate towards it and we would like to add 25,000 to the consulting for the second portion of it. Anderson: What are you using to get those numbers? Have you got an estimate from somebody that says it’s going to cost 50,000? That’s kind of my point – De Weerd: -- yes. Anderson: -- I don’t mind dedicating money towards that specific cause but I would like to have some type of an estimate from the consultant who’s going to do this about what the scope of work is going to be. How much he’s looking at charging so that we’re not just throwing a 50,000 dollar number out there and have him come back and say it’s 100,000 or have him come back and say no, it’s only 10,000. Bird: Or come and say well they’ve allotted 50,000 so I’m going to spend 50,000 whether it costs me 10 or not. Stiles: Well professional services if you go over 25,000 you have to go out for a request for proposals. Anderson: Unless you’ve used that person before and have a working relationship then you don’t have to. Stiles: But we don’t really. We’ve been working with SEIC but it’s not likely that we would select them to work on that. De Weerd: That would be their kind of scope. Anderson: So if you want to put something for consulting for that North Meridian Project Area would you go out, get a bid or something from some consultants, and try to define what the scope is? Stiles: At this point I don’t even know what the developer’s scope is. Corrie: It’s Wardle we don’t even know what they’re bidding (inaudible). Stiles: I don’t know. I’ve heard anywhere from 50 to 180,000. I’m not talking particularly about contributing toward Mike Wardle I’m talking about another consultant to oversee what he’s doing. I don’t know if Tammy had a different idea. Did you want to contribute to Mike Wardle? De Weerd: No. Stiles: I’m not talking about that Sherry McKiven. Anderson: This whole thing – I didn’t’ attend that one meeting but it sounds like the whole thing is a skew because you guys came away from that process thinking the developers were going to jump in and help you to plan an overlay district. Stiles: No, I absolutely did not. Anderson: Now what we’re saying is we’ve got to hire a consultant to check on their consultant to make sure that he’s not doing something to us. That just – where’s the trust and relationship that I thought you guys walked away from that meeting with? Corrie: I don’t have any feel of anything from the developers yet. Stiles: No, we don’t have any idea where their scope of work is. Corrie: (Inaudible) Turnbull David and I haven’t talked to Wardle. I don’t know what they’re even thinking about yet. Stiles: I know. Corrie: And if they have done anything so we may be a little premature here but I still think the city has a say in this whole thing whether we pay for it or not. I would certainly like to have, after they get what they’re doing have David Turnbull come in and talk to this Council when he’s trying to plan with Wardle. Bird: I think that they left with that meeting saying that. There’s nothing going to be passed without this body right here having a say. (Inaudible) take upon themselves to hire the person and I realize they didn’t get SMART or somebody like that to help them. De Weerd: Get SMART. Bird: SMART Growth or whatever they are. We’re going to have a final say Ron. I just think that, I’m like the Mayor we’re real premature in worrying about that until we see the plans. We’re going to have the final say on it, it was basically decided that. De Weerd: Unless when it’s too late. When we talked to these developers, they were concerned about the timeframe and so were we. We would like to see this done in a timely manner. Unless you are constantly on top of it and our staff does not have the time to be constantly on top of it I think it’s worth it for Meridian. It’s in our area of impact, it has a whole lot to do with the future of the growth of our city and that we have someone that is overseeing it to the point of protecting and assuring through the process. Not when it gets to our level and where we have a vote. It’s all ready so far that the developers are mad at us because we would turn it down. I think you have to have that constant flow of communication. Bird: Tammy I think if we’re going to do that then we should have jumped right in and said hey we’ll hire the guy and we’ll give it two months a do. We sat right there and agreed with them. You’re going to see it before it ever thinks of coming to a vote. First place we – these people are the ones that are putting the money up to do it. Let them look at it. We don’t have the time and our staff doesn’t have the time. I don’t think that we need to be hiring somebody. It’s in our area of impact if somebody wants to hire somebody to watch them let Ada County they’re the ones getting the tax dollars all from it right now. De Weerd: They have no business planning our area of impact. Bird: Well – Anderson: Well I’m like Keith if that’s your point and you have some good issues then you should have said at the meeting or you better get a hold of this group right now and say (inaudible) (Inaudible discussion amongst Council members) Anderson: -- we want to hire the planner and we want you to pay for it. There’s no point in duplicating what they’re doing or hiring someone to watch somebody else. Just tell them you’re not happy with the process and how it’s working now. Get it fixed now before they get too far down the road. Corrie: I think you should bring David Turnbull in and talk to him because he’s the drive (inaudible) with Wardle and find out exactly what he’s trying to do and what they’re going to do. We’re kind of shooting at a target in the dark right now. I don’t know what he’s going yet. Stiles: Nobody knows what they’re doing it’s just a fact – they’re still fact finding right now. Corrie: Let’s call Wardle and Turnbull in and sit down and talk to them. Stiles: They have designated Becky Bowcutt as the contact with the city and the county so she met with me, Gary and Brad Watson this week but she knows what our issues are. She’s always known what our issues are. Corrie: Is she concerned that much? Stiles: She’s working for the Building Contractors Association and her client. Bird: You bet she’s concerned. De Weerd: She’s working for someone she’s her representative certainly not the cities. Stiles: She’s just a city contact and one that comes and contacts us. I don’t know I guess a lot of it is a reaction in fear because I don’t know what they’re doing and I don’t know if what they think their end product is going to be is going to allow them to develop in the county without being part of the city. Corrie: Well the building contractor (inaudible). That’s a pretty good size group. De Weerd: I think also, in looking at perception that we need to have a stake in this just as much as the developers do. We need to make sure that our citizens and our community are protected in this process and they are allowed to participate in this process. We can look at it. Corrie: (inaudible) De Weerd: Yes, okay. The perception is already like that. Stiles: The county staff was as shocked as I was to learn that the developers were the ones going ahead with the plan. They couldn’t believe it and I was shocked. I was in shock when I left the meeting that they were going to be in charge of the whole thing. De Weerd: But, the whole point is it's never been done in the state of Idaho and they hired someone that’s local that hasn’t done an overlay, that certainly has expertise in planned communities, but that’s a little bit of a different thing. It's also a consultant who has a difference of philosophy than the City has in how we should grow. That would be my second concern is that he has gone on record as saying that he feels that North Slough should be built before the white. To me that’s a definite conflict of philosophy with what the City has been talking about. That’s the reason for my proposal. Anderson: My thought is you’re attacking it backwards. You ought to be telling them up front not hiring a consultant to say something different than their consultant. If they pay this consultant several thousand dollars and go into this several months, of course they’re going to stand behind their consultant and the money they’ve expended. So, I think by putting this money in there and hiring a consultant to do something different than what they’re doing, all we’re going to be doing is heading for a bigger battle later on somewhere down the road. We need to resolve it now. You have some very valid issues and concerns about the individual that they picked that needs to be brought to their attention now and get it stopped before it gets too far down the road into his work. Stiles: I don’t want to pre-judge what he might come up with. I mean, I’ve known him in the past. I’ve worked with him in the past. I have to reserve judgement until I see what his priorities are and what his scope of work is. We haven't seen his scope of work. We don’t know what his scope of work is. Bird: But, he’s evidently been making public statements that he wants the north trunk done before the white. Stiles: This has been in the past. I mean, --. Bird: No, wait a minute. Is this something that has been said since he has been hired as a consultant? Stiles: No, not to me, no. (inaudible discussion amongst Council) Stiles: But he has publicly been a proponent of developing the north slough prior to the white drain. Anderson: I think we’re kind of getting off track here. Bird: Yes we are. Anderson: We’re discussing an issue that – Stiles: Whatever you decide is fine with me. Anderson: The budget thing is what we need to get back to. Stiles: Right. Anderson: I think we had come up with a workable solution that just says if you need consulting work done, you’re going to come get the blessing of the Council to do that. At that point, then we’ll come in and open the budget and make an adjustment, a one-time adjustment to the budget. I think we’re covered in that sense no matter what. So, I think we’re getting off track. It's just a matter of whether we’re going to leave this money in her budget or we’re going to take that out of there. Corrie: Technically speaking if you put it in the budget and they approve the budget, you’ve got it. I think what he’s saying is it needs a little better control (inaudible) that keeps passing down. Bird: She’s got it in that line item. She can't be switching line items just because she’s under in one line item she can't jump to another one. (inaudible discussion amongst Council) Stiles: I have never done that. Corrie: No. But that’s $500.00 you can do it with a councilperson. (inaudible) (inaudible discussion amongst Council) Stiles: So, are you proposing to taking that to zero or are you leaving me anything in professional services? Anderson: Do you have some specific professional services in mind? Stiles: Do I have the scope of work for anything no. Do I have a long list of things I need help with yes. Bird: How much? De Weerd: Well, have we asked any of these others? I think everyone had an item under professional services. Have we asked for justification from each of our departments? Anderson: I don’t know of any of them that had – De Weerd: Then I think we need to call them all back in. Anderson: I don’t think anybody had anything under professional services. If they did they could tell you what it was for. De Weerd: (inaudible) Corrie: Public Works? Bird: No. Neither did police. (inaudible discussion amongst Council) Kilchenmann: Mayor and Council, could I ask something here? Bird: Yes. Kilchenmann: I think what's different in Shari’s is she kind of got off into going through her base items because she wants to request an additional 25,000 to her base. Shari is doing hers a little differently in that she’s going through line item by item. Probably how it should have been handled is that if she wanted to put in additional it should be done through a specific enhancement request. That’s why --. She doesn’t have any enhancement requests. That’s why it's getting off differently than the other departments. Anderson: I agree. We’re talking about her base budget here, which we haven't done with anybody else because she doesn’t have any enhancements. Bird: Her five minutes has wound up to be an hour. (inaudible discussion amongst Council) Anderson: I think this 25,000 ought to be called an enhancement and then discussing it as an enhancement. Bird: That’s right. Anderson: Not going through the line items. We don’t want to do that. Stiles: Then I have nothing to talk about and I’m done. De Weerd: (inaudible). Kilchenmann: Mayor and Council, I think I’d feel comfortable leaving the $25,000 in her base for her – *** End of Side Eight *** Kilchenmann: -- and moving on. Anderson: What was the other line item though that you had asked to increase earlier? Kilchenmann: Oh, her car maintenance. If she goes ahead and she keeps the two cars, she would need to increase her car maintenance and her --. She wanted to increase printing. Stiles: Where does the ICRIMP. The insurance, is that for our vehicles? But you haven't figured that ICRIMP item covers two cars. Or does it have anything to do with the vehicles? Where’s the insurance for the vehicles? Oh, so would that increase then? (inaudible discussion amongst staff) Stiles: Oh, okay. Corrie: So, if it's left in there, (inaudible) it's (inaudible). Kilchenmann: Realizing that if you do increase her base, then that’s less money that will be transferred to the fund balance which will be less money to be used if she does have a big consulting project. De Weerd: We’ll also be going through Public Hearings before too long for fee increase in her department. Bird: When is that? De Weerd: She has it all prepared. It just needs to be set for Public Hearing. Bird: Okay. We need to get it done. Stiles: Do you want to do any other fees at the same time? OR do you want to do just strictly Planning and Zoning? De Weerd: I don’t want you to hold up any longer for public works. Bird: That’s right. De Weerd: We just want to get something – Bird: We’ll get on public works to get their fees up but you go ahead with yours. Stiles: Okay. Kilchenmann: Which means you need to have your budget as realistic as possible because you are going to have to show what you have actually spent. Bird: Yes. Stiles: Budget for --? Bird: You’ve got to be able to justify – Anderson: --consulting fee – Bird: Yes, you’ve to justify those rate increases. De Weerd: Her staff has been keeping hours. Stiles: They did for about two months. Kilchenmann: Remember that you have a vacant position too. Bird: Shari did our building and structure lease --. Is 275 realistic? Stiles: I don’t even know where that figure comes from. I believe it's been allocated based on our lease. Bird: Is that a true figure? (inaudible discussion amongst staff) Stiles: So much square footage was attributed to me in that lease? Bird: Here’s another one. Dues, subscriptions, and membership. Stiles: Over 9,000 is going to be my share of COMPASS’s. I’ve been paying a third; at least that’s the old allocation. Their fees are going to be over 27,000 this year. So, 9,000 is that. I also have a membership to the American Planning Association. We have memberships to Idaho Planning Association. The subscriptions we have are like to a zoning bulletin magazine. The majority of that, there’s probably about $700.00 that’s not compass. Bird: Where’s that been hidden before? Kilchenmann: Operating expense. Bird: It's all been under operating? Stiles: I’m not sure. De Weerd: How is that split out, COMPASS’s fee? (inaudible discussion amongst staff) Bird: Split evenly? 69,900, miscellaneous expense. Anderson: Why are we going through this line item by line item? We already agreed we weren’t going to do that. I thought. Bird: Okay. Stiles: I guess that’s for the windshield I get busted that I don’t have money for. Bird: That’s vehicle. Stiles: Yes that’s my new vehicle. I’m not asking for any new hose or anything like that. (inaudible discussion amongst Council) Stiles: Oh, is that what it is? Oh, yes I have to pay for all the Planning and Zoning Commission’s dinner and turkeys and – Bird: The what? Stiles: That comes out of the P&Z liaison though doesn’t it? (inaudible discussion amongst Council) Corrie: Miscellaneous, I’ll give you an answer on that. That’s your Christmas parties and turkeys and (inaudible). Bird: I just want to get out of here. Stiles: I’m sorry to keep you. Bird: I am too. Why did we even start on that? Stiles: I should have sat through all the rest of them so I knew what to do when I got up here. De Weerd: No because no one ever went through the other ones. Bird: All we went through was enhancements. Stiles: That’s all? Oh, wow. Bird: You didn’t have any enhancements so we had to have you up here. Stiles: Thank you. Bird: Thank you very much Shari. De Weerd: Oh, any time. Bird: Shari, how soon will you have the fees restructured, ready to get going on it? Before the fiscal year? (Inaudible discussion amongst Staff members) Bird: Sure that would be a good idea. You bet. (Inaudible discussion amongst Council members) Bird: Get their blessings (inaudible). Corrie: Okay. Bird: Anyway, I hope we can get those implemented before the fiscal year. (Inaudible discussion amongst Council members) Stiles: These don’t have to go through P&Z at all? Bird: No. De Weerd: No. Bird: Not for a fee increase, just the Council. One hearing here. (Inaudible discussion amongst Council members) Bird: How long do we have to have it posted? De Weerd: Get it to that new guy – (Inaudible discussion amongst Council members) Bird: Mr. Mayor. Corrie: Mr. Bird. Bird: I would move that we continue this budget workshop to 9:30 A.M. July 18, 2001. Anderson: Second. Corrie: Motion made and second. All in favor say aye. MOTION CARRIED: ALL AYES Corrie: Okay. 9:30 it is. MEETING ADJOURNED AT 5:00 P.M. (TAPE ON FILE OF THESE PROCEEDINGS) APPROVED: / / ROBERT D. CORRIE, MAYOR DATE APPROVED WILLIAM G. BERG, JR., CITY CLERK