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minutes meeting date 2025-12-11 · fetched 2026-09-17 · 20198 characters · read by OCR, check numbers against the source · official file · plain text
CITY OF CITY OF POCATELLO, IDAHO CITY COUNCIL CITY COUNCIL WORK SESSION DECEMBER 11, 2025 AGENDA ITEM NO. 1: ROLL CALL Mayor Brian Blad called the City Council Work Session to order at 9:04 a.m. Council members present were Dakota Bates, Rick Cheatum, Linda Leeuwrik, and Hayden Paulsen. Council members Corey Mangum and Brent Nichols were excused. AGENDA ITEM NO: 2: PORTNEUF VALLEY DEVELOPMENT CORPORATION UPDATE Representatives of Portneuf Valley Development Corporation (PVDC) (formerly Bannock Development Corporation) were not present to give Council an update of PVDC's activities and achievements. AGENDA ITEM NO. 3: PROPOSED DECEMBER FISCAL YEAR 2026 BUDGET AMENDMENTS Finance Department staff members were in attendance to present to Council detailed information on proposed Fiscal Year 2026 December Budget amendments for the public hearing to be held December 18, 2025. Rich Morgan, Chief Financial Officer, gave a brief overview of the statutory timeline for the budget, which requires two publications of the budget and a public hearing held at a Regular City Council meeting. This process must be followed for the budget and all budget amendments. Unrecognized revenue, such as an unanticipated donation, requires a budget amendment to formally recognize and then access the funds, and many of the amendments in this agenda item are intended to provide access to reserve funds. Mr. Morgan clarified that at the end of each fiscal cycle, unused budget funds are transferred to reserves, where they remain until Council grants permission for their expenditure. Utilizing Fund 78, which tracks general fund reserves by department, helps prevent a “use it or lose it” mentality and supports long-term planning and saving for future needs. Mayor Blad explained that when expenses for a project carry over to the next year or when reserves are set aside for anticipated needs, those funds are collected in Fund 78. Excess reserves for departments are also kept within Fund 78 for unforeseen needs. He added that when this practice was established, the Council was adamant that funds be earmarked by department and their use require Council authorization. In response to a question from Council, Mr. Morgan agreed to provide Council with the remaining reserve balance should the proposed budget amendments be approved. In response to questions from Council, Tom Kirkman, Public Works Director, provided a brief overview of the organizational history of departments housed under Public Works, subsequently separated, and now reunited, and explained how this affects the budget and requires an amendment to designate funds to fund the Public Works Director and Public Works Business and Administration Director salaries. He clarified that the latter position is a new position that has been needed, and recent organizational changes have further increased the need. The additional workload of overseeing more departments, CITY COUNCIL WORK SESSION 2 DECEMBER 11, 2025 requires financial responsibilities such as long-term planning, project management, and data analytics, and is anticipated to support emergency planning. Mayor Blad provided details related to the branding budget amendment and pointed out that actual expenditures have come in under the budgeted amount. In reponse to questions from Council, Bonny Schroeder, Controller, clarified details about the amendments made to accommodate the organizational changes while ensuring grant funds remain separate for compliance purposes. In response to questions from Council, Anne Butler, Parks and Recreation Director, stated that about one-third of the requested funds would cover playground equipment with the remaining funds covering the cost of large pieces of mowing and maintenance equipment. She added that there are five or six parks with a high priority need for equipment replacement, five or six parks with medium priority for replacement, and the remainder on a 20-year replacement schedule. Ms. Butler shared that School District 25 announced that the proposed tennis courts at Highland High School are anticipated to be completed in the summer of 2026, rather than 2027. She noted that the Riverside Golf Course clubhouse project is anticipated to commence in March 2026 and remain under construction throughout the golf season. AGENDA ITEM NO. 4: PURCHASING POLICY UPDATE - FINANCE DEPARTMENT Planning and Development Services and Finance Department staff were in attendance to present proposed changes to the Purchasing Policy to align with Idaho State Purchasing Code. Policy adoptions will be presented to the Council at a future Regular City Council meeting. Christine Howe, Grants Manager, stated that the City conducts significant procurement, much of which must comply with federal, state, and local regulations. Over the past several years, staff identified opportunities to improve efficiencies in the City’s purchase policy. Since its adoption, state code governing municipal purchasing has changed twice, increasing thresholds for certain procurement procedures. To streamline operations, staff proposed aligning the policy with updated state code. While the City may still maintain stricter thresholds if desired, staff believes alignment represents a more efficient process, removing the need for Council approval on smaller purchases. The proposed updates focus on professional services, where Idaho Code specifies requirements for purchases over $50,000, including architectural and construction management services. The policy also provides guidance for purchases below that threshold. The updates would allow small purchases to proceed efficiently while ensuring compliance with both the purchase policy and state code. Bonny Schroeder, Controller, noted that the revisions align with Government Finance Officers Association best practices, provide a general framework for all departments, and will be supported by standard operating procedures to ensure consistent implementation. The changes are intended to streamline operations, maintain compliance, and make procurement more efficient. CITY COUNCIL WORK SESSION 3 DECEMBER 11, 2025 AGENDA ITEM NO. 5: PERSONNEL POLICY HANDBOOK UPDATE - FINANCE POLICY Heather Buchanan, Human Resources Director, was in attendance to present proposed updates to the Personnel Policy Handbook - Finance Policy. Policy adoptions will be considered by the Council at a future Regular City Council meeting. Ms. Buchanan gave a brief overview of the proposed updates to the Personnel Policy Handbook. She discussed the addition of a branding section, which provides guidance on logo use, internal and external materials, and purchasing requirements. The section directs employees to the City server for the most current logo and style guide and is intended to clarify thresholds and standards for managers and employees. Ms. Buchanan also proposed reintroducing finance policies into the handbook. These policies, currently administratively adopted by the Mayor for the transit grant, have been slightly updated for clarity and compliance. Key topics include direct deposit, employee pay and separation procedures, elected official pay refusal, payroll processing errors, and compliance with state and federal standards. Timekeeping standards and procedures, including time rounding and electronic timekeeping, will also be addressed. Additional sections include travel time, limited guidance on P-card use for employees, and reintroduction of retirement, holiday pay, and reimbursement policies for department head interviews. Ms. Buchanan noted minor edits remain, such as typographical corrections and clarifications, and confirmed that any significant changes will be highlighted for Council prior to handbook adoption. The goal is to bring the fully updated handbook for adoption at a future Regular City Council meeting. AGENDA ITEM NO. 6: ARPA FUND REALLOCATION DISCUSSION Finance Department and Planning and Development Services Department staff members were in attendance to discuss allowable options for reallocating remaining ARPA funds, as a result of the cancellation of the finance enterprise software. Christine Howe, Grants Manager, stated that there was approximately $217,860 in unspent ARPA funds resulting from the mutual termination of the finance enterprise software contract. She explained that while these funds were originally obligated by December 31, 2024, the U.S. Department of Treasury’s Final Rule allows reallocation under certain conditions, including contract changes, which includes cost increases on previously obligated contracts, funding cost increases, and replacement of contractors, as well as substitute projects, which would require reclassification for an eligible activity. Ms. Howe reported that staff had reviewed the City’s current ARPA projects and found most projects were complete, leaving three potential options for reallocation: e Option 1) Mental health subrecipient agreements - While allowable as a funding cost increase, staff recommended against additional funding at this time as two of the three subgrantees are still completing work. e Option 2) Hiline project - Engineering and design costs for the Hiline project were funded using a combination of ARPA funds and Fund 70, with construction-related engineering and inspection costs supported by a state grant. Remaining ARPA CITY COUNCIL WORK SESSION 4 DECEMBER 11, 2025 funds could be reallocated to eligible construction engineering and inspection expenses as a substitute project, allowing Fund 70 to be replenished while advancing the project toward completion. e Option 3) Finance software - Funds could be applied to the replacement contract with OpenGov for the budget and grants software module. However, fully funding this option would leave a small amount of ARPA funds unspent, creating additional reporting requirements. Staff recommended that the most efficient and compliant use of the remaining ARPA funds would be to allocate them toward the Hiline engineering and construction-related expenses, with an alternate possibility of combining partial funding for both Hiline and the finance software contract if desired. This approach maximizes use of the funds, simplifies reporting, and reimburses expended City funds. In response to a question from Council, Ms. Howe explained that technically the OpenGov contract would be considered a replacement contract, but it would require additional documentation to support the change and reallocation of funds. Bonny Schroeder, Controller, added that the Hiline project would be the cleanest and most transparent option. City Council members were in agreement that the reallocation of funds to the Hiline project would be the preferred option. AGENDA ITEM NO. 7: 2405 GARRETT WAY PROPERTY REMODEL DISCUSSION - PUBLIC WORKS Public Works representatives were present to discuss and receive Council feedback regarding a potential property remodel for the Public Works building located at 2405 Garrett Way. Tom Kirkman, Public Works Director, reminded Council members that the recent reorganization of Public Works departments included discussion of relocating the Engineering Department staff to the Public Works annex to provide secure workspace and improve operational efficiency. He provided background on the facility, which was purchased in 2018 and currently houses approximately 100 employees from the Street Services and Sanitation Departments. Fleet services were centralized at the site in 2019, and a central fueling station was added in 2024. Mr. Kirkman explained that departments have now outgrown the space and identified several space constraints, including the lack of a dedicated, formal area for simulators and training and an overcrowded Traffic Operations Center. He noted that an expansion is needed to better accommodate current operations. A conceptual layout was presented, showing a proposed reconfiguration under the existing building footprint. The proposal includes relocating the Traffic Operations Center, creating a dedicated simulator and training area, and adding an Engineering suite with offices, cubicle space, meeting rooms, and space for environmental compliance, public works outreach, and project management. No final plans have been developed, pending Council direction. Mr. Kirkman stated that the facility is owned by the Street Services and Sanitation Departments and that the majority of funding for the proposed remodel would come from those departments. CITY COUNCIL WORK SESSION 5 DECEMBER 11, 2025 Council members raised questions regarding the potential impact of a future City Hall relocation on the proposal. Mr. Kirkman noted that Engineering serves multiple departments and that utilities fund a significant portion of Engineering staff, making centralized and equitable service an important consideration. He did not anticipate the proposal to conflict with the City Hall RFQ process. Brent McLane, Planning and Development Services Director, reported that 15 proposals were received in response to the City Hall RFQ, an architect has been selected, and a proposal related to the Federal Building is expected to be brought to Council in January. Housing of Engineering staff is one of the considerations included in that proposal. Council members discussed making a long-term decision prior to the installation of newly elected City officials in January, funding sources, and Engineering staff assignments. Mr. Kirkman explained that cost estimates were based on an assumed $150 per square foot and that the Engineering portion would represent less than half of the proposed remodel cost. All changes would occur within the existing building footprint. Mayor Blad indicated support to wait until January for further consideration of the remodel but stated that, in the interim, he would direct staff to relocate Water and Wastewater engineers back to their respective departments to ensure proper use of enterprise funds and reduce legal risk. He cited prior concerns related to the use of utility funds and emphasized the importance of aligning staff assignments with funding sources. Council consensus was to defer further discussion until early 2026. Staff will proceed with relocating Water and Wastewater engineering staff back to their respective departments. The item is anticipated to return to Council for further discussion at the February Work Session. AGENDA ITEM NO. 8: PROPOSED AMENDMENT TO CIVIL SERVICE RULES Ryan O’Hearn, Fire Chief, was present to discuss a proposed amendment to the Pocatello Fire Department Civil Service Rules. Chief O’Hearn explained that the proposed amendments are intended to be adopted prior to the upcoming January civil service testing process. The primary substantive change would award an additional five points on the civil service exam to candidates who currently hold a National Registry or Idaho paramedic license. He noted that this change aligns with the updated pay structure adopted through the Collective Bargaining Agreement, supports recruitment efforts, and brings the department in line with industry standards. Chief O’Hearn further explained that the remaining revisions are non- substantive and include updates to terminology and position titles to reflect the Collective Bargaining Agreement, such as renaming “driver operator” to “engineer,” and removing ovtdated language. He characterized these revisions as long-overdue housekeeping changes. CITY COUNCIL WORK SESSION 6 DECEMBER 11, 2025 AGENDA ITEM NO. 9: COUNCIL ADVISORY BOARD UPDATES This time was set aside for the Mayor and Council members to give an update regarding recent advisory board activities. Council Member Cheatum reported that the Airport Commission discussed ongoing and upcoming projects, including significant runway and taxiway refinishing. A second commercial flight will begin service on May 7, which is expected to improve connections and reduce layover times. The Commission also reviewed its roles and responsibilities, with staff providing draft guidance for further discussion. Additionally, Title 11 of City Code was identified as severely outdated, and the Commission will begin reviewing it to align airport regulations with current operations and jurisdictional considerations. He also reported on the Senior Activities Center, noting substantial growth in meal service. November meal counts increased from an average of 89 meals per day last year to 109 per day this year, with more than 200 meals served on Thanksgiving. Parking capacity is regularly exceeded due to increased participation. The Center clarified eligibility and donation practices for meals, which cost approximately $10 each with partial reimbursement, resulting in a per-meal loss. The Center has also assumed meal preparation for the Meals on Wheels program, contributing to staffing and equipment needs and a net loss of approximately $20,000 in November. Council Member Cheatum emphasized the Center’s critical role in providing nutrition and social connection for a growing senior population. Finally, he noted that new board members Chris Young, Larry Bell, and Kathy Bell will take office in January. Council President Leeuwrik reported that the Investment and Audit Committee has not met since the last update. The Bannock Transportation and Planning Organization will meet on December 15, and the Pocatello Development Authority (PDA) approved the RFQ for the Monarch Building demolition phase, aiming to coordinate demolition with the Center Street underpass closure to minimize downtown disruption. The Historic Downtown Pocatello Board expressed support for minimal disruption, noting potential traffic adjustments such as one-lane or single-block detours. Ms. Leeuwrik shared the following positive feedback recently received from citizens: 1) The Water Department was recognized for professionalism and community engagement during a project in front of the charter school. 2) The City app, Pocatello - The One and Only, received praise for efficiently submitting requests and viewing area-wide issues. At their meeting, the Historic Downtown Pocatello Board identified five priorities: completing the Center Street Underpass promptly and collaboratively, addressing east-side parking and infrastructure, considering City Hall relocation, exploring future downtown funding opportunities, and strengthening City-downtown communication. Mayor Blad reported that the Mayor’s Youth Advisory Council successfully conducted an essential needs drive for the MYAC Little Free Pantries. This drive didn’t yield as much as the previous event, but the kids did a great job overall. The last December meeting has been moved to mid-December to accommodate the students’ Christmas break. Council Member Bates reported that the Library Board has been focused on ensuring operations align with national library board standards. Because the library is a taxing district, the board emphasizes proper training for its members and accountability for the Library Director, Eric Suess. The Pocatello Arts Council did not meet due to a lack of CITY COUNCIL WORK SESSION 7 DECEMBER 11, 2025 quorum. The SICOG board meets quarterly, so no additional updates were reported at this time. Council Member Paulsen reported that SEICAA has used all of its COVID funding and that the 2026 budget has been set. He noted the state required the board to sign a statement that they do not engage in DEI initiatives, although the organization continues to provide services to low-income and disadvantaged individuals. Construction updates for Housing Alliance and Community Partnerships include two more houses with foundations completed, allowing work to continue through the winter, and phase three commencing which will include 16 additional houses. Additionally, all nonprofits have completed their presentions of requests for CDBG funding, and the committee members are currently working on point allocations which help determine award amounts. AGENDA ITEM NO. 10: ADJOURN There being no further business, Mayor Blad adjourned the meeting at 10:27 a.m. APPROVED: BRIAN C. BLAD, MAYOR
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