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HomeMy WebLinkAboutMinutes-02/27/2017COUNCIL WORK SESSION February 27, 2017 3:35 p.m. Harold E. Getty Council Chambers Members present: Morrissey, Powers, Lind, Amos, Schmitt, and Welper. Mr. Jacobs arrived at 4:40 p.m. Moved by Welper seconded by Morrissey that the Agenda, as proposed, be approved. Objective: Discussion of Capital Improvement Project requests. Noel Anderson, Community Planning and Development Director, provided an overview of the Capital Improvements Project Program and directions given to departments for submitting project requests. Mr. Lind questioned the requested amount for Public Works. Mark Rice, Public Works Director, explained the requested needs and noted that he was disappointed in the small amount he was allocated through the process at this point and stated it will be difficult to replace many pieces of needed equipment. Mayor Hart questioned the original amount requested. Noel Anderson explained that $26.55 million came in for requests and the amount needed to be reduced to $8 million. Mr. Morrissey questioned how projects are prioritized. Noel Anderson explained that they first look to see if there are federal or state mandates for projects as well as existing bond money for projects. Mr. Morrissey questioned if money will be designated to Center for the Arts to fix the pavement in front of the building. Noel Anderson explained that priority has been placed on the south side near the Single Speed Brewery development and will look into doing smaller improvement projects for the sidewalk and steps. Mr. Lind questioned if a master plan exists for the 5 Sullivan Brothers Convention Center. Mayor Hart commented that some of the projects are specifically needed such as a grease trap. He further explained that a facilities audit is included in the CIP to help prioritize projects. Mr. Morrissey questioned the requests made by the Planning and Development Department. Noel Anderson explained the development projects that the CIP bonds will be allocated. Mayor Hart questioned what portion of the request is not TIF or TechWorks. Noel Anderson explained $157,500 is not included in obligations. Mr. Lind questioned the change in Complete Streets Committee. Noel Anderson explained that the funds would be used for sidewalk infill projects to create pedestrian friendly roadways. Mr. Morrissey questioned the levy clean-up project. Eric Thorson, City Engineer, explained that the city has been building up funds for this project. Page 2 Mr. Lind questioned if material in the Virden Creek tunnel could be used to build up and improve the levy. Eric Thorson commented that a wall is needed and therefore raising the soil with materials will not work on this project. Mr. Schmitt questioned who ensures flood map information is correct. Eric Thorson explained that FEMA ensures the accuracy of the maps and have been better about allowing local entities to look at the data on the map to ensure accuracy. Mr. Schmitt questioned if CIP funds have been requested for the Sink Creek project. Eric Thorson confirmed. Mr. Morrissey questioned the amount of money requested for the 4th Street Bridge project and if future maintenance funds could be included. Eric Thorson commented that it could be investigated for the coming years. Mr. Lind questioned which engine is in Central Garage for repairs. Pat Treloar, Fire Chief, commented that if engine 306 is not completed this year it will be included in the request next year. Mr. Schmitt questioned requested an explanation of GIS. Chris Young, IT Director, Geographic Information Systems is used for mapping city infrastructure. He explained that the goal is to create a city-wide GIS plan. Mayor Hart commented that it is one of the most important requests. Mr. Powers questioned if the county has a GIS program in place currently and if there is an opportunity to share. Chris Youngblut commented that it will be looked at in the future. Mayor Hart commented that the formation of the internal technology group was to take a look at usage across the city to try to eliminate duplication. Mr. Powers questioned if the city is secure from hacking. Chris Youngblut explained that his department is constantly reassessing to ensure security. Mr. Morrissey questioned if materials for accreditation were included in the request for Library. Michelle Weidner, Chief Financial Officer, explained that library materials cannot be included. Mr. Lind questioned the monies set aside for the storage building which has already been built. Paul Huting, Leisure Services, confirmed the building has been built, but plumbing and electrical need to be completed. Mayor Hart questioned if these services could be provided by internal staff. Mr. Lind questioned if safety cameras are included in the Police Department budget. Dan Trelka, Chief of Police, commented that it will not be included in the police department budget. Page 3 Mr. Schmitt questioned if signals for the intersection of Greenhill Road and Progress Avenue is included in the monies listed. Sandie Greco, Superintendent of Traffic, expressed her surprise that all of the monies were placed on this item, as her department agreement this year was only for the design, with implementation the following year. Mr. Schmitt asked if in the interim there was a way to slow the traffic down through that area. Sandie Greco explained that a speed study could be conducted, but good results could most likely not be obtained due to the majority of drivers going over the speed limit. Mayor Hart asked if a round -about would be considered. Sandie Greco commented that money needs to be moved back into maintenance as those funds are used to repair street poles, signs, LED lights, etc. Mayor Hart questioned if funds were requested to lay fiber. Sandie Greco explained that funds for fiber are included, as well as $300,000 grant request. Mr. Powers commented that he is happy to hear that funds for a project at the intersection of Greenhill Road and Progress Avenue. Mr. Morrissey questioned why funds for Complete Streets was not included. Sandie Greco commented that the Traffic Department will be working on that in-house in the future. Mr. Lind asked how it would be accomplished. Sandie Greco explained that much of it is paint, and further noted that additional options will be discussed at a future work session. Mr. Lind asked about moving monies to other line items. Noel Anderson explained that Sandie Greco has the discretion to move the items. Michelle Weidner explained the timeline for a final project language. Mr. Lind questioned if funds for Waste Management are being spent as expected. Noel Anderson confirmed and explained that projects will be looked at more closely in the future. Objective: Discussion of FY18 Budget. Michelle Weidner provided an overview of the published budget. She explained that all of the requests were included in the published budget because state code does not allow cities to exceed the rate or expenses once the budget has been published. The published rate is $17.99. Mr. Lind questioned if funds will be removed from health insurance reserves. Michelle Weidner explained that a portion of reserves would be used. Mr. Lind questioned if the city decreases the levy rate by .39 cents it would get the city to the same rate as last year. He further posed the question of how the city will get to the goal of $16.50 by 2022. Page 4 Mayor Hart commented that council proposals are due by March 2 so that on March 6 proposals could be analyzed and hopefully have a work session prior to the special meeting on March 9 to further review the proposals. He further commented that $17.99 is unacceptable and asked that council send him some goals for how much to shave off the rate in order to reduce the levy rate. Mr. Jacobs questioned if the roll back money from the state is still included in the proposed budget. Michelle Weidner explained that the money is currently included and it is indicated that it will be included in the future. Mayor Hart commented that other cities have been having conversations with the legislature on the severe impact of the roll back going away. Mr. Powers questioned if economic development groups are having conversations with legislators. Mayor Hart confirmed. With no further business before the Council, it was moved by Welper seconded by Schmitt that the meeting be adjourned at 4:53 p.m. Ayes: Seven. Motion carried. elley Fele City Clerk