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City Council Work Session
Meeting Minutes
680 Park Avenue
Idaho FalIsJD 83402
I DAHO
FALLS
City Council Chambers
December 15, 2025
3:00 PM
Call to Order and Roll Call
There were present;
Mayor Rebecca L Noah Casper
Councilor John Radford
Councilor Jim Freeman
Councilor Kirk Larsen
Council President Lisa Burtenshaw
Councilor Michelle Ziel-Dingman
Councilor Jim Francis {via Teams)
Also present:
Ian Turner, Airport Director
Mark Hagedorn, Finance Manager/Treasurer
Catherine Smith, Economic Development Administrator
Emily Geisler, City Clerk
Pam Alexander, Municipal Services Director
Tim McCammon, Procurement & AP Super.
Zach Jones, City Attorney
Mayor Casper called the meeting to order at 3:04 p.m. with the following items:
Airport - Update: Rental Car RFP, Turo, Aviation Worker Screening:
Director Turner provided an update on airport rental car operations, new revenue opportunities, and
aviation worker screening. The on-airport rental car leases, originally initiated in 2015 and renewed annually since
expiring in 2020, were outdated, with aeronautical-rate structures that subsidized rental car operations using
parking revenue. To modernize the system, the airport issued an RFP in September to update lease terms, rates,
allocate space, and encourage fair competition. Three proposals were received from two entities, resulting in a
partial success: updated agreements, revised rental rates, including a $6 per transaction day Customer Facility
Charge, and some rebalancing of space. Enterprise Rent-A-Car emerged as the top bidder, followed by
Alamo/National and Overland West (Hertz), with projected revenue increasing 11.87% in 2026. Pending
agreements, including Enterprise's, are expected to be finalized in January 2026.
Turner recommended moving forward with Enterprise's supplemental bid for unawarded space, which
allows additional counter and ready-return spaces to address congestion, while Avis/Budget will operate off-site
but remain in the market. The three-year agreement is projected to generate $302,511.58 in 2026—a 55%
increase over 2025—reflectinghistoricallylow rates at the airport. The three-year term also provides flexibility for
future growth and prevents long-term constraints on airport operations. Competitive considerations, including
market share relativeto Bozeman,were discussed, along with Turo, a peer-to-peer car-sharing platform, as a
disrupter that competes with traditional rental operations.
To address Turo, the airport established a formal agreement effective in January, covering revenue,
authority, and operations. Turo will use paid airport parking, pay a 10% privilege fee on gross revenue, and be
recognized as a valid ground transportation provider. This creates a new revenue stream, estimated at $6,000-
$10,000 per month, ensures fair competition with traditional rental operators, and allows better oversight of
shared vehicle operations. Combined with the increased rental car revenues, this eliminates the need to subsidize
airport operations with parking fees, providing unrestricted funds for capital improvements.
Finally, Turner provided an update on aviation worker screening, reporting minimal operational issues and
mostly stable costs. Equipment has performed well, staff have adapted effectively, and future changes may occur
due to ongoing TSA-related litigation, though operations are considered normal until otherwise directed.
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City Council Work Session
Meeting Minutes
680 Park Avenue
Idaho Falls, ID 83402
I DAHO
FALLS
Municipal Services - Review: Draft Purchasing Policy: (Director Alexander, Mark Hagedorn, Tim McCammon)
The review focused on updating, standardizing, and clarifying the City's purchasing and procurement
policies, aligning them with state law, federal grant requirements, and internal operational needs.
1. Delegated Authority and Ethics;
●
The policy establishes clear delegated authority for purchasing. Any purchase over $100,000 requires City
Council approval, while smaller purchases may be authorized by department directors or the Mayor,
depending on thresholds.
●
Delegation of authority is structured: directors can delegate approvals to the next senior employee within
Workday, with HR and finance validation, replacing informal ad hoc approvals.
●
Ethical standards and conflict-of-interest rules are emphasized, creating a separate, comprehensive policy
to maintain high ethical standards throughout procurement processes.
2. Purchasing Procedures and Thresholds: Purchasing is divided into tiers and types:
●
Small Purchases: Under $100,000 (or $10,000 with federal funding), authorized by departments or the
Mayor, depending on funding source.
●
Semi-Formal Purchases: Between $100,000 and $250,000, allowing quotes or semi-bids; Council approval
required above $100,000.
●
Formal Purchases: Over $250,000, requiring competitive bidding; design professionals have a slightly
lower threshold ($50,000-$100,000) for Mayoral approval.
●
Multiple bid types are recognized: lowest price, price plus qualifications, or qualifications only (QBS), with
specific rules for professional services versus goods.
●
Emergency and urgent response purchases allow expedited procurement with written approval from the
Mayor, ensuring critical infrastructure and safety needs are met.
3. Purchase Order Types and Change Orders:
●
Multiple purchase order (PO) methods are clarified: field POs for very small purchases, P-cards for small
goods, traditional POs, confirming POs, and blanket POs.
●
Blanket orders over $100,000 must now go through formal bidding, aligning with state law.
●
Change orders and quantity variances (up to 25%) are codified, with tiered approval: director -> Mayor ^
Council. This ensures high-value or frequent purchases are reviewed while routine adjustments remain
operationally efficient.
●
Procedures for closing POs and monitoring variances are established to maintain financial oversight.
4. Cooperative, Sole-Source, and Federal Procurement:
●
Cooperative purchasing and sole-source procurement are formalized, with legal review required for sole-
source purchases over $50,000.
●
Federal grant compliancelanguage(UniformGuidance)is included, serving as a referencefor
departments applying for grants and ensuring adherence to federal standards.
●
Past procurement issues (e.g.. Power and Police departments) highlighted the need for clear policy, which
this update addresses.
5. Implementation and Cultural Shift:
●
Integration with Workday automates workflows, approvals, and audit trails, reducing reliance on informal
practices and phone approvals.
●
Directors and staff will have a clear reference for purchasing, reducing confusion and "verbal approvals."
●
The policy is structured for periodic review: a comprehensive review every two years, with updates as
needed to reflect federal or state changes.
●
Department directors will receive the policy for feedback before final Council approval, ensuring
alignment with practical departmental needs while maintaining legal compliance.
6. Key Benefits:
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City Council Work Session
Meeting Minutes
680 Park Avenue
Idaho Falls, ID 83402
I DAHO
FALLS
●
Provides clarity, consistency, and compliance for all City purchasing.
●
Establishes structured delegation and approval pathways.
●
Enhances transparency, accountability, and audit readiness.
●
Supports efficient daily operations while accommodating emergency and federal funding requirements.
●
Standardizes practices across all departments and integrates policy into Workday for automation and
documentation.
Due to a deadline of 5pm, Mayor Casper asked the group to allow her to skip to one of the topics that was going
to be discussed in the last section of the agenda (Mayor and Council Reports). The City received a ballot from
ICRMP asking for a vote to replace Mayor Blad in his seat. The two finalists were Berlin and Hillier. The Council
agreed to submit Mayor Berlin as their choice.
Office of the Mayor, Government Affairs Administrator:
Administrator McClure provided an overview of recent and upcoming legislative activities affecting Idaho
municipalities and shared insights into government affairs priorities:
1.
Legislative Session Preview:
o
The Idaho State Legislature opens January 12, 2026. Pre-work has included meetings with
legislators from districts 27-35, allowing Mayors to discuss legislative priorities and previous laws
affecting cities,
o
Optimism exists regarding potential adjustments to House Bill 389, including the removal or
modification of the 80% cap on growth funding and the 75% cap on new construction and
annexation.
2.
Land Use and Housing Committee Work:
o
The committee, chaired by Senator Woodward and Representative Redmond, conducted
thorough listening sessions across the state, including East Idaho, focusing on manufactured
housing, multifamily and single-family housing, zoning, permitting, and incentives,
o
Recommendationssupport keeping local control overgrowth and housing decisions, with some
proposals such as ADUs and fourplexes being allowed in single-family zones by right,
o
Committee members recognized the importance of impact fees in managing growth effectively.
3.
Local Option Tax:
o
Legislative discussions are ongoing regarding potential adjustments for local option tax eligibility
for cities under 15,000 residents, though political concerns could limit progress this session.
4.
Budget and State Financial Outlook:
o
Idaho faces an $80 million deficit and $22.6 million in delayed revenue. Conformity with federal
tax law ("Big Beautiful Bill") could cost the state an additional $500 million, potentially affecting
reserves,
o
Major focus areas for the legislative session include Medicaid, education, and the state budget.
Other legislation may receive limited attention.
5.
Municipal Personnel and Insurance Initiatives:
o
PERSI legislation may allow employees to step down and be rehired in other roles without a 30-
day cooling-off period. An example would be a chief [Fire?] stepping down and being rehired in a
lesser role or a smaller community,
o
Efforts are underway to allow municipalities to join the state-managed insurance pool, potentially
producing significant savings for cities like Idaho Falls.
6.
Programs and Workforce Development:
o
Positive momentum continues for programs like LAUNCH, which grants $7,000 to graduating high
school seniors for Idaho postsecondary education.
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City Council Work Session
Meeting Minutes
680 Park Avenue
Idaho FalIsJD 83402
I DAHO
FALLS
o
Workforce development efforts, particularly in partnership with Micron and INL, aim to maintain
a strong local labor pipeline.
7.
Recognition and Outreach:
o
Ms. McClure was featured in an American Planning Association article highlighting her advocacy
and planning work.
Motion: Council receive the recommendations from the December 9th, 2025, meeting of the Planning
and Zoning Commission pursuant to the Local Land Use Planning Act.
o
Moved by: Councilor Francis
o
Second; Councilor Dingman
o
Vote: Aye: Burtenshaw, Dingman, Francis, Freeman, Larsen. Nay: none,
o
Motion carries,
o
Note: Councilor Radford had stepped out of the room and was absent for this vote.
Mayor and Council: Calendars, Announcements, Events, Reports, Updates. Concerns. Questions, Proclamations.
Notes or Minutes from Boards and Commissions:
2026 Calendar Discussion:
The
City Council conducted
a
detailed
review
of the proposed 2026 meeting calendar, focusing on
maintaining
a
predictable meeting rhythm
while accommodating holidays, conferences,
travel, and quorum
concerns. The Council
reaffirmed
its general practice of avoiding back-to-back meetings where possible and
adjusting schedules around major holidays, important training events, and legislative obligations.
A key decision was to move regular City Council meeting start times to 6:30 p.m., viewed as a compromise
between earlier and later start options that balance public accessibility, staff workload, and meeting length. Staff
were directed to prepare an ordinance change to formalize the new start time, with the intent of implementing it
beginning in January.
The
Council
reviewed
month-by-month
scheduling
impacts.
January and
February required
several
adjustments due
to
holidays, conferences, and travel,
including moving meetings to maintain quorum and
consistency. For February, the Council opted to shift work sessions and Council meetings later in the month rather
than holding meetings during major conference travel, while still preserving a regular every-other-weekcadence.
In March and April, spring break and early budget planning created an uneven meeting pattern, which the
Council accepted in order to reduce staff conflicts and travel disruptions. The budget kickoff with department
directors and Council was scheduled for early May, slightly later than in prior years but still manageable.
To reduce clustering of meetings, the Council adjusted May and June schedules around conferences and
holidays. After discussion, June meetings were left as originally scheduled to allow Council members, department
directors, and the City Clerk to attend the AlC Annual Conference. May meetings were shifted earlier in the month
to avoid the Memorial Day short week and maintain spacing between meetings.
In July, the Council reduced the number of dedicated "budget Tuesdays" to create more flexibility for staff
and travel, incorporating budget discussions into work sessions where possible. The Public Works/Utilities meeting
was scheduled for July 8. For August, a work session was moved from the 17th to the 24th to streamline the
schedule.
The Council found September and October to be largely standard with no significant changes needed, while
November and December will mirror the current year's structure, including leaving the week of Christmas mostly
open.
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City Council Work Session
Meeting Minutes
680 Park Avenue
Idaho Falls, ID 83402
I DAHO
FALLS
Finally, the Council agreed to move the Idaho Falls Power Board meeting start time to 8:00 a.m., improving
efficiency despite minor scheduling impacts for one member.
Mayor Casper:
An invitation was shared for the Fire Station No. 6 ribbon cutting on December 22 at 10:00 a.m.
Police swearing in the same day in the afternoon.
Idaho Falls Power awards breakfast on the 23^'*.
Council members received a booklet from the Idaho Conservation League reviewing wastewater
treatment plant compliance statewide. The Mayor noted Idaho Falls generally compares well, with only a
brief, self-reported compliance issue that was quickly resolved; copies were provided for Council review,
with staff available to answer questions.
The Mayor noted travel and a meeting on Wednesday, with limited Council attendance.
Thursday's Council meeting is expected to be lengthy due to a complex impact fee appeal, and members
were advised to be prepared for a long evening.
The UTV Parade is scheduled for Friday night at 7:00 p.m. starting at Freeman Park.
Council President Burtenshaw
●
Dinner tonight for Mayor Casper
Councilor Ziel-Dingman, Councilor Francis, Councilor Radford
●
Nothing at this time.
Councilor Freeman
●
Rory Cullen's Retirement
Councilor Larsen
●
Water tank has one more check mark
it needs and is pretty much ready to go.
It has water in
it, but they
are working on some issues. Contract to take down the old tower coming up on the S**’ (January).
There being no further business, the meeting adjourned at 5:58 PM.
Rebecca
L. Noah
Emily Geisler, Cit'
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