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HomeMy WebLinkAbout1/19/2021 - Work Session *** Proof of Publication *** Courier Communications 100 East 4th Street, Waterloo, Iowa 50703 Black Hawk County I do solemnly swear that the annexed copy of notice was published in the WATERLOO/CEDAR FALLS COURIER, a daily newspaper printed in WATERLOO, Black Hawk County, Iowa, and that the annexed rate of advertising is the regular legal rate of said newspaper, and that the following is a correct bill for publishing said notice. Waterloo, City of - Legals 715 MULBERRY ST. WATERLOO IA 50703 ORDER NUMBER 193429 Signed Subscribed and sworn to before me this day o20OZ. om i)C- Notary Pub c Received of the sum of Dollars in full for publication of the above invoice. Notary Seat ^"`•• JODI E MCK9NSTRY r COMIj SION NO.782415 r ' x NAY ieEs Section: Legals Category: 950 Legal Notice PUBLISHED ON: 02/02/2021 TOTAL AD COST: 95.07 FILED ON: 2/3/2021 *** Proof of Publication *** COUNCIL WORK SESSION January 19,2021 3:45 p.m. Harold E.Getty Council Chambers Members present:Boesen,Amos,Morris- sey,Klein. Moved by Klein seconded by Boesen that the Agenda,as proposed, be approved. Voice-vote Ayes:Four.Motion carried. Objective: Discussion of leasing vehicles for the Police Department. Joel Fitzgerald, Police Chief, explained that since the last work session he has met with council members to have further discussion about the proposal and that the meeting today would review some of the changes to the proposal based on those conversations. Brandon Gish, Enterprise Fleet Manage- ment, provided an overview of the proposed partnership with Enterprise Fleet Management. Mr.Feuss arrived at 3:52 p.m. Joel Fitzgerald commented that he asked Mr. Gish to re-nim the numbers and be ultra conservative so that the numbers we are seeing are the bare minimum revenue we would see. Mrs.Juan arrived at 3:58 p.m. Mr. Amos questioned the mileage of 10,000 per year in the slide presentation and asked the Chief what the annual miles have been for the current fleet. Joel Fitzgerald commented that the actual annual mileage is lower. Mr. Beeson questioned the number of vehicles that will be leased because some of the vehicles would be assigned to employees who do not currently have vehicles. Joel Fitzgerald explained why 23 vehicles would be advantageous and that it will offset the initial cost of the program. If council chooses to move forward with fewer vehicles,that could also be done, but he recommends sticking with the 23 vehicles. Mr. Beeson questioned how the initial purchase of the lease would be funded. Joel Fitz amid explained that they would use CARES Act Funds and salary savings. Mr.Boesen questioned the size of engine that is being specced out. Brandon Gish commented that it would be a V8 5.3. Mr. Boesen questioned the estimated profit that the city will see after the first ear. randon Gish commented that the gain would be$19,200. Mr.Boesen commented that it would be his opinion that the profit be put in a separate fund so that the city would be able to buy its way out of the vehicle.He asked what would happen if we wracked a vehicle. Brendon Gish explained that if the city chose not to repair the vehicle it could be replaced with another.If the vehicle was totaled, it would be the difference between the reduced book value and the fair market value. Mr. Boesen commented that one thing that helps sell him on this program is that even if we broke even,we are$25,000 ahead CIP wise on what we would be bonding to purchase a new vehicle anyway. He further asked how leasing vehicles would influence the debt service levy. Major Leibold explained that if the purchase is made out of general fund then r does not apply towards the debt service levy.He stated that he does not know it it affects the debt ratio. Mr. Morrissey questioned the physical damage waiver. Brandon Gish commented that it is what you see on a rented vehicle. Mr.Morrissey questioned the charge per mile if the vehicles go over the mileage. Brandon Gish commented that there is not charge for going over the allotted mileage and explained that the vehicles would still be in an equitable position up to about 25.000 miles. Joel Fitzgerald commented that they plan to swap out higher mileage vehicles. Mr. Morrissey questioned the date this would be approved by council. oel Fitzgerald explained that it was initially on the agenda for a vote this evening,but it was been moved to February 1st to allow for a public hearing. Mrs. Juon clarified that an amendment was sent out changing the item to setting a date of public hearing. Mr. Morrissey requested the opinion of the Chief Financial Officer. Joel Fitzgerald welcomed all council members to reach out with additional questions or clarification.. Mrs.Juon questioned it Mr.Bennett knew the reduction in maintenance time for the Central Garage. Randy Benner, Public Works Division Manager, explained that Ira dapart ment *** Proof of Publication nos caugni up on prevenlauve Marine- name lowing some restructuring. He added that there is some limesavings as newer vehicles will not require as much maintenance. Mrs.Juon clarified this program is just for unmarked vehicles. Joel Fitzgerald confirmed. Mr. Amos questioned the number of vehicles we currently have and what will happen to those vehicles. Joel Fitzgerald commented that the current vehicles will be sold at auction and Enterprise will facilitate the sale of those vehicles. That money will be coupled with money from the salary savings to participate in this program.He said IT, are currently 19 vehicles and we want to have 23. Mr. Bowen questioned if the city would handle general maintenance such as oil changes and tire rotation. Randy Bennett commented that it de- pends on how the agreement is struc- tured. cal Fitzgerald commented that there would also be savings in this area because newer vehicles do not need oil changes as often as older vehicles. He explained that outsourcing for oil changes and tire rotations could be an option to help alleviate any back up with in-house maintenance. Brandon Gish commented that the manufacturer and Enterprise recommend oil changes every 5,000 to 8,000 miles due to engine hours,not just mileage. Mr. Bowen questioned it a tire was destroyed, for example, which budget would bear that cost. Randy Bennett commented that he needs to look into how that will work,because currently the expense is charged back to the department. He added that palrol vehicles currently come out of his budget not police. Mr.Boesen commented that he believes the vehicles may be driven more than they are now because the vehicles in the fleet currently are so old.He added that there may be added expenses if that is the case. Randy Banned commented that they have no problem handling the mainte- nance for the vehicles. Brandon Gish commented that in house or outsourced maintenance is up to the city,and added that for example the City of Mason City does the maintenance in house. Mr.Boesen commented that he wants to see the maintenance stay in house as they do more than just the basks. With no further business before the Council,it was moved by Amos seconded by Klein that the meeting be adjourned at 422 p.m. Voice-vote Ayes: Six. Motion carried. Kelley Felchle City, lerk