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08-21-2012 City Council Special Meeting Packet City of Grand Island Tuesday, August 21, 2012 Special Meeting Packet City Council: Larry Carney Linna Dee Donaldson Scott Dugan Vaughn Minton John Gericke Peg Gilbert Chuck Haase Mitchell Nickerson Bob Niemann Kirk Ramsey Mayor: Jay Vavricek City Administrator: Mary Lou Brown City Clerk: RaNae Edwards 7:00 PM Council Chambers - City Hall 100 East 1st Street Grand Island Special Meeting - 8/21/2012 Page 1 / 192 City of Grand Island Tuesday, August 21, 2012 Call to Order This is an open meeting of the Grand Island City Council. The City of Grand Island abides by the Open Meetings Act in conducting business. A copy of the Open Meetings Act is displayed in the back of this room as required by state law. The City Council may vote to go into Closed Session on any agenda item as allowed by state law. Invocation Pledge of Allegiance Roll Call A - SUBMITTAL OF REQUESTS FOR FUTURE ITEMS Individuals who have appropriate items for City Council consideration should complete the Request for Future Agenda Items form located at the Information Booth. If the issue can be handled administratively without Council action, notification will be provided. If the item is scheduled for a meeting or study session, notification of the date will be given. B - RESERVE TIME TO SPEAK ON AGENDA ITEMS This is an opportunity for individuals wishing to provide input on any of tonight's agenda items to reserve time to speak. Please come forward, state your name and address, and the Agenda topic on which you will be speaking. Grand Island Special Meeting - 8/21/2012 Page 2 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item C1 Recognition of the Hall County Historical Society The Mayor and City Council will recognize the Hall County Historical Society for their work on the newly dedicated Hall County Hisotircal Society memorial and the upcoming relocation of the Stuhr house. The Hall County Historical Society is the oldest historical society in the state of Nebraska, founded by Leo Stuhr in 1923. Staff Contact: Mayor Jay Vavricek Grand Island Special Meeting - 8/21/2012 Page 3 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item E1 Public Hearing on Community Redevelopment Authority (CRA) 2012-2013 Budget Staff Contact: Chad Nabity Grand Island Special Meeting - 8/21/2012 Page 4 / 192 Council Agenda Memo From:Chad Nabity, Regional Planning Director Meeting:August 21, 2012 Subject:COMMUNITY REDEVELOPMENT AUTHORITY 2012-2013 ANNUAL BUDGET Item #’s:E-1 & X-1 Presenter(s):Chad Nabity, Regional Planning Director It is my privilege to present to you the budget for the Community Redevelopment Authority for 2012-2013. This plan and budget continues the high-quality services that have enabled the CRA to partner with the City of Grand Island, private developers and businesses, and with property owners in the blighted and substandard areas to make Grand Island vibrant, clean, safe, and attractive. The CRA budget for 2012-2013 is offered to you with a review of the responsibilities of the CRA. Those responsibilities and abilities are outlined in State Statutes and are summarized, in part, as follows: The creation of Redevelopment Authorities was authorized by the Nebraska Legislature in order to provide communities with the ability to address certain areas of a city in need of improvement and development. Powers granted to Community Redevelopment Authorities are outlined in Chapter l8 of the Statutes and include the ability to expend funds to acquire substandard or blighted areas, make public improvements, and assist with development and redevelopment projects in specified areas. The Authority has virtually the same powers as any political subdivision, including borrowing money, issuing bonds, undertaking surveys and appraisals and asking for a levy of taxes. A five-member board, appointed by the Mayor with the approval of the City Council, governs the CRA. The CRA is administered by a Director and devotes the overwhelming share of its resources to highly visible and effective programs. The CRA funds its programs primarily through assessments on taxable properties within the Grand Island city limits. Grand Island Special Meeting - 8/21/2012 Page 5 / 192 BLIGHTED AND SUBSTANDARD AREAS There are eleven (11) designated Blighted and Substandard Areas within the Grand Island City Limits (see attached map). The City of Grand Island has the authority to designate up to 35% of the community a blighted and substandard. At present 17.11% of the City has been designated blighted and substandard. Council has approved four blight studies during the last year including areas near the former Aurora Coop site, the Grand Island Mall, the Veteran’s Hospital and the first micro-blight area on south Kimball Avenue. CRA MISSION The CRA’s mission is to reduce, slow or eliminate blighting influences on property in those areas that have been designated as blighted and substandard by the Grand Island City Council. They do this by encouraging new investment and improved infrastructure in older areas of the community through the use of tax increment financing. They also take an active role in purchasing and demolishing properties that need to be cleared. This property is then made available for redevelopment. FISCAL RESOURCES General Revenues for 2012-2013 The CRA is requesting property tax revenues of $647,242 including $205,574 for Lincoln Pool Construction and Bonds and $441,668 for all other CRA programs. The program dollars are slightly more than the amount requested for the 2009 to 2012 budgets and down from $475,000 in 2008-09 and down from $500,000 in 2007-2008. The CRA is requesting the same levy that was approved last year. This will allow the CRA to meet obligations for the Lincoln Park Pool and continue with their other successful programs. Historically, the levies and tax asking have been: 2011- 2012 2010- 2011 2009- 2010 2008- 2009 2007-2008 2006- 2007 2005- 2006 0.026 0.017742 $0.018076 $0.020790 $0.0225655 $0.022824 $0.023625 $639,405 $425,000 $425,000 $475,000 $500,000 $477,204 $456,540 Program Funding The CRA is proposing a budget with reduced funding for most programs as they have committed to projects that will be completed during the 2012-2013 budget year. The Community Redevelopment Authority has the ability to assist private developers and governmental entities with the commercial, residential or mixed-use redevelopment projects throughout the City. Specific detail on projects is as follows: Grand Island Special Meeting - 8/21/2012 Page 6 / 192 Purchase of Dilapidated Properties/Infrastructure. The 2012-2013 budget only includes $20,000 for the acquisition of substandard properties in the blighted and substandard areas and for the provision of infrastructure. The Authority will consider any property within the designated areas. Facade Development $120,000 has been budgeted for the façade development program, including grants and interest buy down these projects are unidentified at this time. This program has been used extensively in the Downtown area but is available to all blighted and substandard areas. In addition new façade projects the CRA has committed $300,000 each to projects at Skagway and the Grand Theater over the 2011, 2012 and 2013 fiscal years. This year will be the final year for payments to Skagway and the Grand Theater. Train Horns: The CRA reimbursed the City $144,500 for the downtown quiet zone project. The second phase of the project is not scheduled to occur during the 2013 year so no money will be budget to that item but it will remain in the budget to reserve space for future funding. Other Projects: $50,000 has been reserved for other projects in the blighted and substandard areas. In the 2010 fiscal year funding in the other projects was used: o to fund a portion of the demolition of the Aurora Coop Buildings in Redevelopment Area 8; o to fund the heaters installed in the sheep barn at Fonner Park; o to fund very large façade improvement requests from Skagway and the Grand Theater; o to fund the demolition of the oldest part of the Grand Island Christian School at Five Points; o to purchase and demolish the old VooDoo Lounge Building at 3235 S. Locust; and o to finance the installation of water lines along Poplar Street between 9th and 12th Streets. This funding can be assigned to specific projects including but not limited to infrastructure improvements in the blighted and substandard areas that would support larger redevelopment plans. The CRA has used this funding item in the past to fund additional façade improvement projects and to make grants to fund specific projects for the: Business Improvement Districts, the Grand Island Parks Department, Fonner Park, The Central Nebraska Humane Society, St. Stephens, Habitat for Humanity and other community groups for specific projects that meet the mission of the CRA. CONCLUSION A continued though less aggressive approach toward redevelopment will be the focus for the CRA in 2012-2013. The investments this community has made in housing, Grand Island Special Meeting - 8/21/2012 Page 7 / 192 redevelopment efforts, infrastructure and economic development, bode well for the future of the community. The CRA will also continue to examine the community to identify areas that might benefit from a Blighted and Substandard declaration and to review and recommend approval of redevelopment plan amendments for tax increment financing projects on both large and small scale developments. All of the tools used by the CRA are need for them to accomplish their mission: to reduce, slow or eliminate blighting influences on property in those areas that have been designated as blighted and substandard by the Grand Island City Council. Grand Island Special Meeting - 8/21/2012 Page 8 / 192 Grand Island Special Meeting - 8/21/2012 Page 9 / 192 COMMUNITY REDEVELOPMENT AUTHORITY FY 2012- 2013 BUDGET 2008 2009 2010 2011 2012 2012 2013 Actual Actual Actual Actual Budget Forecasted Budget CONSOLIDATED Beginning Cash 952,497 1,236,622 1,547,542 985,902 923,823 923,823 298,766 REVENUE: Property Taxes-CRA 493,602 487,610 442,832 421,109 437,618 437,618 441,668 Property Taxes-Lincoln Pool - 201,787 201,787 205,574 Property Taxes-TIF's 257,198 267,523 205,341 312,136 318,406 365,795 438,016 Loan Proceeds - - - - - - Interest Income-CRA 41,561 14,889 19,804 2,403 8,000 2,000 1,000 Interest Income - TIF's 407 741 334 217 - - - Loan Income (Poplar Street Water Line) 1,800 5,000 Land Sales 15,152 47,335 - 30,000 70,000 - 100,000 Bond Proceeds - Lincoln Pool - - - - - - 1,800,000 Other Revenue & Motor Vehicle Tax - 24,473 24,516 12,372 10,000 12,000 22,000 Other Revenue - TIF's - - - 12,143 1,000 - - TOTAL REVENUE 807,920 842,571 692,826 790,379 1,046,811 1,021,000 3,013,258 TOTAL RESOURCES 1,760,417 2,079,193 2,240,368 1,776,281 1,970,634 1,944,823 3,312,024 EXPENSES Auditing & Accounting 5,000 7,601 5,392 4,998 5,000 4,000 5,000 Legal Services 2,143 4,829 3,060 2,389 10,000 3,000 3,000 Consulting Services - - - - 10,000 5,000 10,000 Contract Services 34,362 26,122 173,875 78,795 55,000 55,000 55,000 Printing & Binding 568 - - - 1,000 - 1,000 Other Professional Services 4,112 - - 6,393 5,000 - 5,000 General Liability Insurance - - - - 250 250 250 Postage 142 159 202 712 200 200 200 Legal Notices 828 750 613 881 800 1,500 2,500 Licenses & Fees - - - - - - - Travel & Training - - - - 1,000 200 1,000 Other Expenditures - - - 94 500 - - Office Supplies 105 38 328 746 500 300 300 Supplies - - - 300 - 300 Land 33,090 129 448,720 2,002 100,000 - 20,000 Façade Improvement-to be applied for 207,871 241,793 354,015 442,155 150,000 231,000 120,000 Lincoln Pool Bond Proceeds pay out - - - - - - 1,800,000 Other Projects - 2,858 - - 100,000 244,312 50,000 Property Taxes South Locust Project - 11,000 11,000 11,000 2nd Street BID - - - - - Outstanding Façade Improvement Grants - 500,000 400,000 318,000 Railroad Horns - 240,000 144,500 - Other Committed Projects - 97,500 60,000 134,000 Property Management - - - - Bond Payment /Fees 120,787 - 205,574 Debt-Lincoln Pool 80,000 120,000 - Bond Principal 142,543 161,927 199,617 255,618 267,659 314,934 396,334 Bond Interest 93,031 85,445 74,453 63,170 50,747 50,861 41,682 TOTAL EXPENSES 523,795 531,650 1,260,276 857,952 1,807,243 1,646,057 3,180,140 INCREASE(DECREASE) IN CASH 284,125 310,920 (567,451) (67,572) (760,432) (625,057) (166,882) ENDING CASH 1,236,622 1,547,542 980,091 918,329 163,391 298,766 131,884 LESS COMMITMENTS - - - - - AVAILABLE CASH 1,236,622 1,547,542 980,091 918,329 163,391 298,766 131,884 CRA CASH 1,144,841 1,449,401 938,028 870,571 115,633 169,221 2,339 LINCOLN POOL CASH - - - - - 81,787 81,787 TIF CASH 91,781 98,141 42,063 47,758 47,758 47,758 47,758 TOTAL CASH 1,236,622 1,547,542 980,091 918,329 163,391 298,766 131,884 Grand Island Special Meeting - 8/21/2012 Page 10 / 192 COMMUNITY REDEVELOPMENT AUTHORITY FY 2012- 2013 BUDGET 2008 2009 2010 2011 2012 2012 2013 Actual Actual Actual Actual Budget Forecasted Budget CRA REVENUES GENERAL OPERATIONS: 01 Property Taxes 493,602 487,610 442,832 421,109 437,618 437,618 441,668 Property Taxes-Lincoln Pool Levy 201,787 201,787 205,574 Interest Income 41,561 14,889 19,804 2,403 8,000 2,000 1,000 Loan Income (Poplar Street Water Line) - 1,800 5,000 Land Sales - 47,335 - 30,000 70,000 - 100,000 Bond Proceeds Lincoln Pool 1,800,000 Other Revenue & Motor Vehicle Tax 1,300 8,959 12,156 12,372 10,000 12,000 22,000 TOTAL 536,463 558,792 474,791 465,884 727,405 655,205 2,575,242 GILI TRUST-07 Property Taxes 66,410 65,817 65,694 66,223 32,890 32,890 Interest Income - - 12 - Other Revenue 1,108 277 8 TOTAL 67,518 66,094 65,702 66,235 32,890 32,890 - CHERRY PARK LTD II-08 Property Taxes 62,743 91,836 32,832 63,374 59,180 59,180 59,180 Interest Income 251 497 301 186 - - - Other Revenue - - TOTAL 62,994 92,334 33,133 63,561 59,180 59,180 59,180 GENTLE DENTAL-09 Property Taxes 3,497 4,427 4,479 4,512 4,202 4,202 4,202 Interest Income 3 1 2 2 - - - Other Revenue 947 2,610 - - TOTAL 4,447 7,037 4,481 4,514 4,202 4,202 4,202 PROCON TIF-10 Property Taxes 18,138 17,925 17,972 18,163 19,162 19,162 19,162 Interest Income 53 36 5 4 - - - Other Revenue 972 232 1,172 1,555 - TOTAL 19,163 18,193 19,148 19,722 19,162 19,162 19,162 WALNUT HOUSING PROJECT-11 Property Taxes 93,632 62,942 33,089 63,871 74,472 74,472 74,472 Interest Income 100 207 26 13 - - - Other Revenue 10,825 12,395 11,180 10,588 - TOTAL 104,557 75,544 44,296 74,471 74,472 74,472 74,472 BRUNS PET GROOMING-12 Property Taxes 9,536 9,575 10,502 6,727 11,000 13,170 13,500 Interest Income - TOTAL 9,536 9,575 10,502 6,727 11,000 13,170 13,500 Grand Island Special Meeting - 8/21/2012 Page 11 / 192 COMMUNITY REDEVELOPMENT AUTHORITY FY 2012- 2013 BUDGET 2008 2009 2010 2011 2012 2012 2013 Actual Actual Actual Actual Budget Forecasted Budget GIRAD VET CLINIC-13 Property Taxes 3,242 4,940 13,855 350 14,000 14,037 14,500 Interest Income - - - - - - TOTAL 3,242 4,940 13,855 350 14,000 14,037 14,500 GEDDES ST APTS - PROCON-14 Property Taxes 1,195 14,809 29,185 30,000 28,591 30,000 Interest Income - - - - - - TOTAL - 1,195 14,809 29,185 30,000 28,591 30,000 SOUTHEAST CROSSINGS-15 Property Taxes - 8,866 12,109 12,200 14,000 8,674 12,000 Interest Income - - - - - - TOTAL - 8,866 12,109 12,200 14,000 8,674 12,000 POPLAR STREET WATER-16 Property Taxes - - - - 1,000 1,826 2,500 Interest Income - - - - - - - Other Revenue 1,000 TOTAL - - - - 2,000 1,826 2,500 CASEY'S FIVE POINTS-17 Property Taxes - 4,429 15,000 8,670 10,000 Interest Income - - - - TOTAL CASEY'S FIVE POINTS - - - 4,429 15,000 8,670 10,000 SOUTHPOINTE HOTEL-18 Property Taxes - - - 41,479 22,000 88,000 90,000 Interest Income - - - - TOTAL SOUTHPOINTE HOTEL - - - 41,479 22,000 88,000 90,000 TODD ENCK-19 Property Taxes - - - 1,622 5,500 3,126 2,500 Interest Income - - - - - TOTAL TC ENCK - - - 1,622 5,500 3,126 2,500 SKAGWAY - 20 Property Taxes - - - - - 55,000 Interest Income - - - - - - TOTAL JOHN SCHULTE CONSTRUCTION - - - - - - 55,000 JOHN SCHULTE CONSTRUCTION-21 Property Taxes - - - - 3,000 4,448 6,000 Interest Income - - - - - - TOTAL JOHN SCHULTE CONSTRUCTION - - - - 3,000 4,448 6,000 PHARMACY PROPERTIES INC-22 Property Taxes - - - - 8,000 5,347 11,000 Interest Income - - - - - - TOTAL PHARMACY PROPERTIES INC - - - - 8,000 5,347 11,000 KEN-RAY LLC-23 Property Taxes - - - - 5,000 - 34,000 Interest Income - - - - - - TOTAL KEN-RAY LLC - - - - 5,000 - 34,000 TOTAL REVENUE 807,920 842,571 692,826 790,379 1,046,811 1,021,000 2,958,258 Grand Island Special Meeting - 8/21/2012 Page 12 / 192 COMMUNITY REDEVELOPMENT AUTHORITY FY 2012- 2013 BUDGET 2008 2009 2010 2011 2012 2012 2013 Actual Actual Actual Actual Budget Forecasted Budget EXPENSES EXPENSES CRA GENERAL OPERATIONS: 01 Auditing & Accounting 5,000 7,601 4,392 3,998 5,000 4,000 5,000 Legal Services 2,143 4,829 3,060 2,389 10,000 3,000 3,000 Consulting Services - - - - 10,000 5,000 10,000 Contract Services 34,362 26,122 84,977 40,666 55,000 55,000 55,000 Printing & Binding 568 - - - 1,000 - 1,000 Other Professional Services 4,112 - - 6,393 5,000 - 5,000 General Liability Insurance - - - - 250 250 250 Postsge 142 159 202 712 200 200 200 Legal Notices 828 750 613 881 800 1,500 2,500 Licenses & Fees - - - - - - Travel & Training - - - - 1,000 200 1,000 Other Expenditures - - - 94 500 - - Office Supplies 105 38 328 746 500 300 300 Supplies - - - - 300 - 300 Land 33,090 129 448,720 2,002 100,000 - 20,000 - - DEBT - - Bond Payments/Fees 120,787 - 205,574 Payment to City-Lincoln Pool engineering fees 80,000 120,000 - PROJECTS: 05 - - Façade Improvement 207,871 241,793 354,015 442,155 150,000 231,000 120,000 Lincoln Pool Construction From Bond Proceeds - - - - 1,800,000 2nd Street BID - - - - - Outstanding Façade Improvement Grants - - - 500,000 400,000 318,000 Railroad Horns - - - 240,000 144,500 - Other Committed Projects - - - 97,500 60,000 134,000 Other Projects - 2,858 - - 100,000 244,312 50,000 Property Taxes BID Fees - - - - 11,000 11,000 11,000 Property Management - - - - - - - TOTAL CRA OPERATING EXPENSES 288,221 284,279 896,308 500,035 1,488,837 1,280,262 2,742,124 GILI TRUST-07 Bond Principal 47,158 51,009 55,158 59,654 31,627 31,627 - Bond Interest 18,622 14,779 10,622 6,126 1,263 1,263 - Other Expenditures - - - TOTAL GILI EXPENSES 65,780 65,788 65,780 65,780 32,890 32,890 - CHERRY PARK LTD II-08 Bond Principal 36,824 39,729 42,864 46,245 49,894 49,894 53,831 Bond Interest 22,356 19,451 16,316 12,935 9,286 9,286 5,349 TOTAL CHERRY PARK EXPENSES 59,180 59,180 59,180 59,180 59,180 59,180 59,180 GENTLE DENTAL-09 Bond Principal 2,127 2,236 2,395 2,566 2,760 2,790 2,986 Bond Interest 2,075 1,966 1,807 1,636 1,442 1,412 1,216 TOTAL GENTLE DENTAL 4,202 4,202 4,202 4,202 4,202 4,202 4,202 PROCON TIF-10 Bond Principal 10,601 9,064 10,183 10,829 11,782 11,638 12,467 Bond Interest 8,561 10,098 8,979 8,333 7,380 7,524 6,695 TOTAL PROCON TIF 19,162 19,162 19,162 19,162 19,162 19,162 19,162 WALNUT HOUSING PROJECT-11 Bond Principal 33,055 35,321 37,743 40,331 43,096 43,096 46,051 Bond Interest 41,417 39,151 36,729 34,141 31,376 31,376 28,421 TOTAL WALNUT HOUSING PROJECT 74,472 74,472 74,472 74,472 74,472 74,472 74,472 Grand Island Special Meeting - 8/21/2012 Page 13 / 192 COMMUNITY REDEVELOPMENT AUTHORITY FY 2012- 2013 BUDGET 2008 2009 2010 2011 2012 2012 2013 Actual Actual Actual Actual Budget Forecasted Budget BRUNS PET GROOMING-12 Bond Principal 9,536 9,575 10,502 6,727 11,000 13,170 13,500 Bond Interest - - - - - TOTAL BRUNS PET GROOMING 9,536 9,575 10,502 6,727 11,000 13,170 13,500 GIRARD VET CLINIC-13 Bond Principal 6,242 4,940 13,855 350 14,000 14,037 14,500 Bond Interest - - - - - TOTAL GIRARD VET CLINIC 6,242 4,940 13,855 350 14,000 14,037 14,500 GEDDES ST APTS - PROCON-14 Bond Principal - 1,195 14,809 29,185 30,000 28,591 30,000 Bond Interest - - - - - TOTAL GEDDES ST APTS - PROCON - 1,195 14,809 29,185 30,000 28,591 30,000 SOUTHEAST CROSSINGS-15 Bond Principal - 8,866 12,109 12,200 14,000 8,674 12,000 Bond Interest - - - - - TOTAL SOUTHEAST CROSSINGS - 8,866 12,109 12,200 14,000 8,674 12,000 POPLAR STREET WATER-16 Auditing & Accounting - - 1,000 - Contract Services - - 89,899 38,129 Bond Principal - - - - 1,000 1,826 2,500 Bond Interest - - - - - TOTAL POPLAR STREET WATER - - 90,899 38,129 1,000 1,826 2,500 CASEY'S FIVE POINTS-17 Bond Principal - 4,429 15,000 8,670 10,000 Bond Interest - - - - - TOTAL CASEY'S FIVE POINTS - - - 4,429 15,000 8,670 10,000 SOUTHPOINTE HOTEL-18 Bond Principal - 41,479 22,000 88,000 90,000 Bond Interest - - - - - TOTAL SOUTHPOINTE HOTEL - - - 41,479 22,000 88,000 90,000 TODD ENCK PROJECT - 19 Bond Principal - 1,622 5,500 3,126 2,500 Bond Interest - - - - - TOTAL TODD ENCK PROJECT - - - 1,622 5,500 3,126 2,500 SKAGWAY - 20 Auditing & Accounting - - - 1,000 Bond Principal - - - 55,000 Bond Interest - - - - - TOTAL SKAGWAY - - - 1,000 - - 55,000 JOHN SCHULTE CONSTRUCTION-21 Bond Principal - - - - 3,000 4,448 6,000 Bond Interest - - - - - TOTAL JOHN SCHULTE CONSTRUCTION - - - - 3,000 4,448 6,000 PHARMACY PROPERTIES INC-22 Bond Principal - - - - 8,000 5,347 11,000 Bond Interest - - - - TOTAL PHARMACY PROPERTIES INC - - - - 8,000 5,347 11,000 KEN-RAY LLC-23 Bond Principal - - - - 5,000 - 34,000 Bond Interest - - - - - TOTAL KEN-RAY LLC - - - - 5,000 - 34,000 TOTAL EXPENSES 526,795 531,658 1,261,276 857,952 1,807,243 1,646,057 3,180,140 Grand Island Special Meeting - 8/21/2012 Page 14 / 192 Grand Island Special Meeting - 8/21/2012 Page 15 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item E2 Public Hearing on Proposed Fiscal Year 2012-2013 City of Grand Island Budget Staff Contact: Grand Island Special Meeting - 8/21/2012 Page 16 / 192 Council Agenda Memo From: Jaye Monter, Finance Director Meeting: August 21, 2012 Subject: Public Hearing on Proposed Budget Fiscal Year 2012-2013 City Budget Item #’s: E-2 & X-1 Presenter(s): Jaye Monter, Finance Director Background The Budget in Brief and Proposed Budget book for all other funds was distributed to Council at the August 14, 2012 regular council meeting. On August 17, the final valuation from the Hall County Assessor’s office was received and we are happy to report to Council, the final valuation amount is higher than our proposed budget estimate by $27,672,805. This will equate to an additional $89,687 in property tax revenue. Therefore we took another look at trying to completely close the remaining $253,000 gap referenced in my August 14, 2012 memo. If we reduce the transfer from the General Fund to the Capital Improvement 400 Fund by $130,000 which represents the surplus cash from the NDOR reimbursements and completely eliminate the contingency expense, we have an excess that may be applied toward funding for the Police Department. Council may consider the following actions: General Capital Fund Improvements July 10-July 24th Shortfalls (353,000)$ (461,567)$ General Fund Capital Fire Dept. Increase (80,000)$ Property Tax Revenue Decrease (20,520)$ Contingency expense eliminated 300,000$ Reimbursements from NDOR 591,860$ Final Valuation-Property Tax Revenue Increase 89,687$ Reduce transfer from General Fund to 400 Fund 130,000$ (130,000)$ Excess may be used for Police Budget Request 66,167$ 293$ Grand Island Special Meeting - 8/21/2012 Page 17 / 192 Discussion Tonight’s public hearing will allow Council to consider the 2012-2013 proposed city budget with new revenue sources that will close all gaps and maintain the same level of program services for the citizens of Grand Island all without a property tax increase. Council will also have an opportunity to review FTE requests, General Fund Department Capital requests, and the Capital Improvement 400 Fund requests. The final focus will be reviewing the July 17th study session of the Grand Island Police Department’s Implementation Plan from the Public Safety Study. In this presentation we have included all documents from the July 17 discussion. Since that time, Chief Lamken has continued to research possible methods for the implementation of Spillman Mobile Field Reporting with the support of City IT staff. They have developed a new solution that should reduce initial equipment costs in implementing the mobile field equipment that was presented to Council on July 17th. All other changes after Chief Lamken’s July 17th presentation will also be explained during this review. Grand Island Special Meeting - 8/21/2012 Page 18 / 192 Finance Department Date: August 14, 2012 To: Electeds From: Jaye Monter, Finance Director Re: 2012-2013 Budget in Brief-Proposed Budget When you review the City of Grand Island’s 2012-2013 Budget in Brief and the Proposed Budget book for all other funds, we wanted Council to understand all of the changes since the earlier budget study sessions. Understanding where the budget is today will help you think about what direction to take for next week’s budget meetings. Let’s start with the 400 Fund Capital Projects shortfall. In the last presentation on July 24, the 400 Capital Projects Fund showed two changes from the first presentation on July 10th. We reduced the cost of the City Hall HVAC by $250,000 and added $38,090 for the Grand Generation Center. The July 24th presentation showed total capital requests at $4,532,157 with additional funding needed of $399,657. In the Proposed Budget, we have changed the $38,090 for the Grand Generation Center to $100,000. On page 88 of the Proposed Budget book, and page 28 of the Budget in Brief, total 400 Fund capital requests are now at $4,594,067. The new shortfall of $461,567 will be covered by additional revenue. Five projects within the 4.6 million will receive cost reimbursements from the Nebraska Department of Roads. This additional revenue was not in the 2013 revenue estimate on the July 10th presentation. The following list of 400 Fund projects will receive reimbursements. Total 400 Fund Reimb Appropriation to City Resurfacing Various Location-Federal Aid Projects 677,300$ 120,000$ Capital Ave: Webb to Broadwell 433,000$ 320,000$ Realign Walnut Ent. & Custer/15th Signal 11,000$ 10,000$ Wasmer Detention Cell 573,200$ 103,900$ Hiker/Biker-State and Capital Connector 83,310$ 37,960$ Total Project Cost/Reimbursement to City 1,777,810$ 591,860$ FTEs In the Solid Waste Enterprise Fund, we added back the .3 Seasonal Worker for the summer at an additional cost of $7,476. Grand Island Special Meeting - 8/21/2012 Page 19 / 192 Golf Course Enterprise Fund The golf course is presented in the Proposed Budget book starting on page 115. The $470,000 cost of the irrigation system is included in the Golf Course Fund’s Capital expenditures and is being funded with a transfer from the General Fund. This transfer can be made by the General Fund due to additional revenue not shown in the July 10th presentation of the 2013 Revenue Estimate. $460,000 is planned to come into the Public Works engineering department for engineering services on various Wastewater Treatment Plant rehabilitation and new sewer line projects. Engineering costs are included in the WWTP Fund Capital Budget. Engineering for Wastewater Projects Project Costs Engineering Fee 2012 2013 Platte Valley Industrial Park Sanitary Sewer 484,384$ 48,400$ 48,400$ Wildwood Subdivision Sanitary Sewer 1,120,000$ 112,000$ 60,000$ 52,000$ Westwood Park Subdivision Sanitary Sewer 643,300$ 64,300$ 64,300$ Blaine Street Paving-Added Part of PVIP 900,000$ 90,000$ 90,000$ Husker Highway Sanitary Sewer 1,550,000$ 130,000$ 130,000$ Lift Station #7 Improvements 37,750$ 37,750$ Interstate 80 / Highway 281 Tap Sanitary Sewer District 2,562,000$ 25,620$ 25,620$ North Interceptor - Phase 1A 2,376,000$ 23,760$ 23,760$ North Interceptor - Phase 1B 6,923,500$ 69,230$ 69,230$ South / West Interceptor Rehabilitation 935,000$ 9,350$ 9,350$ 4th - 5th Eddy / Vine Rehabilitation 1,898,400$ 18,980$ 18,980$ WWTP Headworks 17,762,000$ 177,620$ 177,620$ Master Planning 500,000$ 5,000$ 5,000$ Totals 300,450$ 511,560$ Revenue in Budget 124,000$ 460,000$ Highlighted amounts billed to WWTP from Public Works Engineering Department Other amounts could represent matching funds and therefore no money would be transferred from 251 Grant funds to Public Works General Fund In the General Fund, the $353,000 shortfall shown to Council on July 10th to cover funding for increases in payroll costs and to keep all program services to the citizens of Grand Island at the same levels as last year has been reduced to $253,000. The $300,000 contingency reserve was reduced to $100,000. General Fund Capital requests from the Fire department have increase by $80,000 due to the generator forecast to be purchased before year end will now be paid for in the 2013 budget. Property tax estimated revenues were reduced slightly by $20,520. Below is an updated page from the July 10th presentation. Budget in Brief-Page 6 Beg Cash 10/1/12 7,787,167$ End Cash 9/30/13 7,532,999$ Shortfall 254,168$ 2013 Budget Summary General Fund Cash Balance-2012 Forecast Summary The Budget in Brief on page 6 shows the cash balance of the Program Expenditure Development-updated 8/21/12 Revenue Estimate 2013 - updated $38,381,000 Expenses Excluded from Programs Mayor & Council (98,000)$ Non-Department (781,000)$ Debt (2,075,000)$ General Fund Capital - updated (1,915,000)$ Transfers Out to other Funds (1,775,000)$ Contingency - updated (100,000)$ General Fund Revenue Shortfall 253,000$ Revenue Needed Dept Programs 31,890,000$ Grand Island Special Meeting - 8/21/2012 Page 20 / 192 General Fund is forecast to come in at 7.8 million at September 30, 2012. The 2012 budget showed cash to be 6.6 million at September 30, 2012. The table below shows the difference between the 2012 Forecast compared to the 2012 Budget. 2012 Forecast 2012 Budget Increase (Decrease) Beg Cash 6,307,153 5,999,114 308,039 Revenues 33,194,909 33,534,563 (339,654) Transfers In 4,542,347 4,402,100 140,247 Appropriations 34,784,079 35,629,156 (845,077) Transfers out 1,473,163 1,671,304 (198,141) End Cash 7,787,167 6,635,317 1,151,850 Increase in Beg Cash 308,039 Decrease in Revenue (339,654) $124K Engineering fees chged to WWTP, Increase $101K Grant Revenue, $461K Sales Tax, (315K) Fire grant, (100K) Finance Salary Reimb, (326K) Property Taxes, (284K) less other revenue Increase Transfers In 140,247 Electric transfer & Fire Pension Reserve transfer, Community Development transfer Less Appropriations 845,077 Payroll less $500K, General Fund Capital less $345K, Less Transfers Out 198,141 ($98k) transferred less to Police Reserve-no one retired, ($97K) less transferred to Capital Projects 1,151,850 End Cash 7,787,167 Beg Cash-Budget 6,635,317 1,151,850 To summarize the table above, actual cash started out higher at the end of 9/30/11 than we had forecast to start the 2012 budget year by $308,039. The forecast for 2012 revenues compared to the 2012 budget are lower. The notable changes are as follow: 124,000$ Additional Fees Billed to WWTP 101,000$ Additional Grant Revenues-Police-Emergency Mgmt 461,000$ Additional Sales Tax Revenue (315,000)$ Didn't receive Grant-Pumper Truck (100,000)$ Less Finance Salary Reimb from Utilities (326,000)$ Less Property Tax Revenue (284,000)$ Less various revenue from other city departments (339,000)$ Actual transfers into the General Fund from other departments will be $140,247 higher than the 2012 budget. Appropriations are forecast to be lower by $845,000, of which $500,000 will be a decrease in payroll costs compared to the budget. Several departments have experienced extended vacancies in job positions. General Fund Capital will also be lower than the original 2012 budget by $345,000. Transfers out from the General Fund to other departments will be lower than the 2012 budget by $198,141. No transfer was required to the Police Reserve Fund due to no pre-1984 officers retired in 2012. Also, the transfer from General Fund to Capital Improvements Project 400 Fund is forecast to be $97,000 less. Grand Island Special Meeting - 8/21/2012 Page 21 / 192 General Fund Cash Reserves-2013 Budget Summary In summary, the City’s General Fund cash reserves are approaching recommended balances to maintain cash flow in the event of emergencies. Based upon a $24.1 million budget for personnel costs added to 8.7 million of operating expenses shown on page 24 of the Budget in Brief, a 90 day reserve would calculate to be 8.2 million. Page 6 of the Budget in Brief, shows the ending cash balance at 9/30/13 is budgeted to be 7.5 million. Council may choose to take another look at the General Fund Capital requests from departments and also the 400 Fund Capital Improvement Project requests in order to reduce the shortfall of $253,000 and present a budget to the citizens of Grand Island that would not use the General Fund cash reserves or the 2012 cash surplus. We will also revisit the law enforcement public safety study costs that were presented to Council on July 17th to determine which direction Council would like to take and the effects of any actions on the 2012- 2013 Proposed Budget. Any questions, please don’t hesitate to contact me. Thank you. See you Tuesday. 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8/21/2012 Page 93 / 192 70 Grand Island Special Meeting - 8/21/2012 Page 94 / 192 71 Grand Island Special Meeting - 8/21/2012 Page 95 / 192 72 Grand Island Special Meeting - 8/21/2012 Page 96 / 192 73 Grand Island Special Meeting - 8/21/2012 Page 97 / 192 74 Grand Island Special Meeting - 8/21/2012 Page 98 / 192 75 Grand Island Special Meeting - 8/21/2012 Page 99 / 192 76 Grand Island Special Meeting - 8/21/2012 Page 100 / 192 77 Grand Island Special Meeting - 8/21/2012 Page 101 / 192 78 Grand Island Special Meeting - 8/21/2012 Page 102 / 192 Grand Island Special Meeting - 8/21/2012 Page 103 / 192 Grand Island Special Meeting - 8/21/2012 Page 104 / 192 Grand Island Special Meeting - 8/21/2012 Page 105 / 192 With Council Consideration: New revenue that will close gaps A property tax increase can be avoided without diminishing the existing level of program services for the citizens of Grand Island To lower crime and increase the strength of the Grand Island Police Department, additional revenue needs to be determined City of Grand Island 2012-2013 Proposed Budget Includes GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 106 / 192 2013 Budget Gap Closure Summary 8/21/12 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 107 / 192 On the following pages of 400 Fund Capital Improvements, the green highlights    represent changes from previous Budget Study Sessions. City Hall HVAC-decrease from $575,000 to $325,000 Grand Generation Center increase from $38,090 to $100,000 Capital Improvement Projects 400 Fund Changes in Proposed Budget GENERAL FUND 2012/2013 PROPOSED BUDGET  green highlights Grand Island Special Meeting - 8/21/2012 Page 108 / 192 Yellow highlighted    amounts on the following pages represent projects the City will receive reimbursements from Nebraska Department of Roads. Capital Improvement Projects 400 Fund Updated-Proposed Budget GENERAL FUND 2012/2013 PROPOSED BUDGET Yellow highlighted Grand Island Special Meeting - 8/21/2012 Page 109 / 192 Funding Sources 2013 Capital Improvements Updated 8/21/12 General Fund 2013 Transfers :       $     708,000 State Gas Tax:                                 $  2,134,500 Keno:                                               $    450,000 Special Assessments:                       $ 710,000 Total Revenue Sources:                   $ 4,002,500 Total Capital Requests:                    $ 4,594,067 Additional Funding Needed:            $  (591,567) Additional Revenue-400 Fund         $    591,860 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 110 / 192 CAPITAL IMPROVEMENT PROJECTS 400 FUND 2012-2013 BUDGET PROJECTS FUNDED BY GENERAL FUND-KENO-SPECIAL ASSESSMENTS 2012 Budget 2012 Forecast 2013 Budget Annual Handicap Ramp Installation  $                     - $                     - $          165,000 Digital Antenna/Transmission Line Install  $                     - $                     - $            65,000 Drainage Improvement Districts  $                     - $                     - $          100,000 Underpass Bridge Engineering  $                     - $                     - $            60,000 Cannon Ditch Lining  $                     - $                     - $          250,000 Lincoln Park Pool  $            80,000  $                     - $                     - Integrated/Comprehensive Drainage Plan  $          125,000  $                     - $                     - Infrastructure Emergency Funds - Disaster Recovery  $          100,000  $          100,000  $            60,000 Fiber Wireless Connections  $            90,000  $                     - $          125,000 City Hall Phone System  $          100,000  $                     - $          125,000 City Hall HVAC  $          450,000  $                     - $          325,000 Grand Generation Center Building Improvements  $                     - $                     - $          100,000 Miscellaneous Park Projects  $          150,000  $          320,659  $          150,000 Hiker/Biker Trails  $                     - $                     - $            20,000 Hiker/Biker Trails - State and Capital Connector  $            59,600  $                     - $            83,310 Hiker/Biker Trails-Broadwell-Capital to Eagle Scout  $            56,000  $                     - $                     - Hiker/Biker Trails- St. Joe  $                     - $          192,107  $                     - Hiker/Biker Trails-Mormon Island Bridges  $              9,000  $                     - $                     - Hiker/Biker Trails-Mormon Island Phase 1 & Phase 2  $            25,000  $                     - $                     - Annual Sidewalk Projects  $            25,000  $            25,000  $            25,000 Line Drainage Concrete Ditch  $            50,000  $            58,413  $            50,000 Athletic Complex Development - Vets Home  $                     - $              7,200  $                     - Northwest Drainage Project - Feasibility & Design  $          375,500  $          375,000  $          529,816 Moores Creek, Faidley, Edna Construction  $                     - $          210,365  $                     - Construct Drainway - CCC to Wood River  $          226,441  $          250,000  $          226,441 Subtotal $ 1,921,541 $ 1,538,744 $ 2,459,567 Grand Island Special Meeting - 8/21/2012 Page 111 / 192 CAPITAL IMPROVEMENT PROJECTS 400 FUND 2012-2013 BUDGET PROJECTS FUNDED WITH GAS TAX MONEY 2012 Budget 2012 Forecast 2013 Budget BNSF Shoulder Improvements  $                     - $                     - $            40,000 Stagecoach Detention Cell Completion  $                     - $                     - $          400,000 Independence Avenue Drainage  $            70,000  $                     - $                     - Replace Wood River Bridge @ Blaine  $            30,000  $                     - $                     - Resurfacing Various Locations - Fed Aid Project  $              6,000  $          125,300  $          677,300 Capital Ave; Webb to Broadwell (includes trail) $            15,000  $            79,807  $          433,000 Husker Hwy (US Hwy 34) 281 to Locust  $            20,000  $          157,477  $                     - Hwy 30 - Grant to W end of concrete (NDOR Project) $          550,000  $          571,424  $                     - Realign Walnut Ent. & Custer/15th Signal  $            86,000  $            22,400  $            11,000 Misc. Safety Enhancements - Railroad Quiet Zone  $          226,000  $          290,000  $                     - Wasmer Detention Cell  $          320,000  $            94,600  $          573,200 Capital Ave; Drainway to Webb Road  $                     - $          115,249  $                     - Subtotal $ 1,323,000 $ 1,463,257 $ 2,134,500 Total Capital Improvement Requests $ 3,244,541 $ 3,002,001 $ 4,594,067 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 112 / 192 Grand Island Special Meeting - 8/21/2012 Page 113 / 192 Enterprise Fund Capital Requests 2012-2013 Budget  2012 Budget 2012 Forecast 2013 Budget Jack Rabbit Run Golf Course Irrigation System   $      470,000 Asphalt Around Clubhouse Area $               -$               -  $        20,000 Greens Sand Top Dresser $               -$               -  $        15,000 2 Demo or Used Utility Vehicles $               -$               -  $        30,000 GOLF COURSE TOTAL $               -$               - $ 535,000 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 114 / 192 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 115 / 192 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 116 / 192 Revenue Projection-Proposed Budget 2011/2012 Forecast 2013 Budget Growth Sales Tax  $ 13,254,519   $ 13,917,245 5.0% Property Tax-updated  $   6,396,746   $   6,658,335 4.0% Occupation Taxes  $   1,132,502   $   1,133,932 -- Municipal Equalization 0   $      258,000 100.00% Gas Tax Transfer  $   2,774,000   $   2,700,000 (2.7)% Food & Beverage Tax  $   1,321,907   $   1,354,955 2.5% All Other  $ 12,415,962   $ 12,448,220 -- Total $ 37,295,636 $ 38,470,687 3.1% GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 117 / 192 Revenue Estimate 2013-updated  $ 38,470,000 Expenditures Excluded from Program Prioritization         Mayor & Council  $ (     98,000 )         Non-Departmental  $ (   781,000 )         Debt  $ (2,075,000 )         General Fund Capital-updated $ (1,915,000 )         Transfers Out-other Funds-updated  $ (1,645,000 )         Contingency-updated  $ (              0 )         General Fund Revenue Surplus  $        66,000 Revenue Needed for General Fund Department Expenditures  $ 31,890,000 Program Expenditure Development-8/21/12 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 118 / 192 General Fund Cash Balances Budget in Brief-Page 6 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 119 / 192 It is important the Cash Balance of the General Fund maintain adequately funded reserves.  The General Fund’s cash balance for the 2013 Budget is $7,852,686, or 23% of expenditures (less capital expenses).  A 90 day reserve of General Fund Cash would require a balance of 8.2 million or 25% of personnel and operating expenses.  Over the past few years, the City has made an effort to maintain or increase the cash reserve balance. Grand Island Special Meeting - 8/21/2012 Page 120 / 192 REVIEW OF STUDY SESSIONS GENERAL FUND CAPITAL DEPARTMENT REQUESTS 2012/2013 Proposed Budget General Fund GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 121 / 192 General Fund Capital Department Requests 2012-2013 Budget Public Safety  2012 Budget 2012 Forecast 2013 Budget Concrete at Stations 3  $               70,000  $            70,000  $                      - Addition to St. 3- Dormitory, exercise  $                      - $                   - $             200,000 Concrete at Stations 4  $                      - $                   - $               75,000 Energy efficiency upgrades-grant funded  $                      - $                   - $             100,000 Back up power generator for Station 2  $               80,000  $                   - $               80,000 Ambulance Cot replacement  $               13,000  $            13,000  $               13,000 Back up power generator for Station 4  $                      - $                   - $               50,000 Staff vehicle-hybrid sedan  $               26,000  $            18,900  $                      - Rechasis Ambulance 5  $             135,000  $          135,000  $                      - Rescue pumper  $             550,000  $          550,000  $                      - Pumper Truck-90% grant funded/10% match  $             350,000  $                   - $                      - Pumper Truck  $                      - $                   - $             400,000 Staff vehicle  $                      - $                   - $               32,000 Ambulance  $                      - $                   - $             222,500 FIRE & AMBULANCE TOTALS $ 1,224,000 $ 786,900 $ 1,172,500 Capital Lease-Copy Machines  $                 5,445  $              5,445  $                 5,445 CSO Vehicle  $               17,000  $            17,361  $                      - Police Cars  $             134,000  $          106,096  $             265,240 POLICE TOTALS $ 156,445 $ 128,902 $ 270,685 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 122 / 192 General Fund Capital Department Requests 2012-2013 Budget Street Department  2012 Budget 2012 Forecast 2013 Budget Right-of-way Acquisition  $                   5,000  $                   5,000  $                   5,000 Equipment Storage Building  $                         - $                         - $                 25,000 Truck Towed Attenuator  $                         - $                         - $                 15,000 8' Offset Rotary Mower  $                         - $                         - $                 15,000 Pavement Marking Remover/Groover  $                         - $                         - $                 17,500 Snow Blower, Front-End Loader Mounted  $                         - $                         - $                 18,500 Folding "V" Plow (1) $                         - $                         - $                 18,000 Folding "V" Plow  (2) $                         - $                         - $                 18,000 11' Snow Plow and Frame (1) $                         - $                         - $                 11,000 11' Snow Plow and Frame (2) $                         - $                         - $                 11,000 Asphalt Reclaiming/Trenching Machine  $                         - $                         - $                 23,000 Rubber Asphalt Applicator  $                 32,750  $                         - $                         - Skid Steer Loader (buy back program) $                 29,100  $                 29,100  $                 29,100 Front End Loader  $                          - $               144,900  $                         - Sewer Combo Unit  $                          - $                        - $                 73,000 3/4 Ton Pick-up with Snow Plow (1) $                          - $                        - $                 36,000 3/4 Ton Pick-up with Snow Plow (2) $                          - $                        - $                 36,000 Bucket truck for traffic signal maintenance  $                          - $                17,000  $                         - Dump Truck (10 cy) $                 91,600  $                83,621  $                         - Storm Cell Improvements  $                 10,000  $                20,000  $                 20,000 STREET DEPARTMENT TOTALS $ 168,450 $ 299,621 $ 371,100 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 123 / 192 General Fund Capital Department Requests 2012-2013 Budget  2012 Budget 2012 Forecast 2013 Budget CITY HALL      Drive thru-window drop box relocation  $                        - $                         - $                 15,000  Inspection Vehicle  $                 19,000  $                 15,671  $                         -  Truck  $                        - $                         - $                 20,000 CITY HALL TOTALS $ 19,000 $ 15,671 $ 35,000 EMERGENCY MANAGEMENT  $                         - $                         - $                         - Outdoor Warning Sirens  $                 15,000  $                 14,685  $                 15,000 LIBRARY  $                         - $                         - $                        - 3M Self-Check Machine  $                 35,000  $                 26,508  $                        - Fiber connection between Library & City Hall  $                         - $                      - $                 35,000 PARKS & RECREATION  $                         - $                         - $                        - Mower for Cemetery  $                         - $                         - $                 16,000 GENERAL FUND TOTALS $ 1,617,895 $ 1,272,287 $ 1,915,285 GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 124 / 192 With Council Consideration: New revenue that will close gaps A property tax increase can be avoided without diminishing the existing level of program services for the citizens of Grand Island To lower crime and increase the strength of the Grand Island Police Department, additional revenue needs to be determined City of Grand Island 2012-2013 Proposed Budget Includes GENERAL FUND 2012/2013 PROPOSED BUDGET Grand Island Special Meeting - 8/21/2012 Page 125 / 192 Council Agenda Memo From:Steven Lamken, Police Chief Meeting:July 17, 2012 Subject:Grand Island Police Department Implementation Plan for the ICMA Public Safety Study Item #’s:2 Presenter(s):Steven Lamken, Police Chief Background The International City Managers Association, ICMA, was contracted to conduct a study on the operations of the Grand Island Police Department in 2011. The report received in 2012 provides a comprehensive and empirical analysis of the current state of the Police Department and where the Department needs to progress. The “End Game” or bottom line of the ICMA report was that the Police Department must do more to reduce crime and the fear of crime in Grand Island. The ICMA made multiple recommendations that should be implemented to reach our end goal. The Police Department leadership was tasked in May of 2012 with developing an implementation plan for the recommendations for police services presented in the ICMA Public Safety Study. The following document and implementation chart are an explanation of our recommendations for implementation. Attached with this report is a document entitled ICMA Recommendations. It incorporates the recommendations presented throughout the study into a summary document. The ICMA consultants presented sixteen recommendations as part of the study. (pages 13- 15). They also proposed the Department report progress in implementation using six performance measures (page 27). There were also several additional recommendations included in the study that were part of implementation. These additional recommendations are noted on the ICMA Recommendations summary with the page number reference for your convenience. You have also been provided reports that provide greater detail for the following: Summary Report of Implementation Costs. Personnel Costs Detail. Grand Island Special Meeting - 8/21/2012 Page 126 / 192 Operational and Vehicle Costs for Police Officer and Community Service Officer. Mobile Field Reporting Cost Estimate for Patrol and Code Enforcement. The Department would like to express our thanks for the support of the Finance Department for their ready help and in preparing personnel cost projections. We would like to thank the City IT Department for their staff support in developing cost estimates for Mobile Field Reporting. We also thank the City Public Safety Committee members for their input into and support of the Implementation Plan. Discussion Implementation Plan Benchmarks The ultimate goal or end game of the ICMA Police Department Study is to reduce crime and the fear of crime in Grand Island. ICMA recommended that the Police Department adopt six Performance Measures that can be used to demonstrate progress towards the end goal. (Page 27) The Department will adopt the performance measures as benchmarks of our efforts to reduce crime and the fear of crime. We will work with the Public Works Department and the Nebraska Department of Roads to establish a traffic safety performance measure. We will also incorporate two additional performance measures that were recommendations of the ICMA. We will track and report clearance rates for investigators in the Criminal Investigations Division and we propose to measure the Saturation Index on Patrol Services to determine if resources needed for strategic policing are being lost to patrol services due to demand. Some performance measures can and will be reported on a monthly basis to the Council and community. Some can be reported annually with the release of the State Uniform Crime Report and traffic accident data. Other performance measures will be done on a periodical basis. We propose to measure the Patrol Saturation Index in 2015/2016. The Fear of Crime will require a survey of citizens in the City. We believe that it should be conducted in the 2015/2016 fiscal year after the plan has been fully implemented. Resources ICMA uses data to determine the current status of an agency. ICMA found that the Police Department has more resources dedicated to Patrol than should be to provide for other policing functions that support Patrol. In addition, the ICMA study found that the Saturation Index of the Police Department Patrol was consistently above 50% where stress is placed on Patrol to effectively perform in a proactive manner and regularly exceeded 60% which is the threshold where Patrol loses the ability to perform proactively Grand Island Special Meeting - 8/21/2012 Page 127 / 192 in an effective manner. This is occurring even with the high percentage of officers committed to Patrol services. ICMA analyzes and recommends better utilization and redeployment of personnel before making any recommendation for increased staffing. ICMA recommended significant increases in personnel resources for the Police Department to be able to have an impact on the recommended performance measures. We believe that given the recommended resources, we will accomplish the performance measures and achieve the goal of reduced crime and fear of crime. ICMA recommended the Police Department sworn officer ranks be increased by ten positions to eighty seven officers. The Police Department agrees with this need and the implementation plan calls for an increase in sworn officers from the current strength of seventy seven to eighty seven officers over a two fiscal year period. The majority of these new officers will be committed to the Patrol Division but with an emphasis on providing additional resources to implement strategic policing. They will provide Patrol additional resources that are above the Saturation Index threshold. ICMA further recommended that the Police Department add six full time CSOs and assign them to Patrol to be used as a resource in strategic policing. The Police Department is recommending an increase of five full time CSOs. Four of the full time CSOs and four of our current part time CSO positions (equivalent of six FTE) will be assigned to Patrol. One full time CSO will serve in Administration and allow us to reassign a Sergeant to Patrol. One part time CSO will remain in Administration. The CSOs in administration will be responsible for administrative duties such as the service and repair of fleet vehicles, maintaining found property and bicycles and operation of the impound lot. ICMA recommends an increase of four support staff positions. These are a Crime Analyst, a Police Records Clerk in Criminal Investigations, a Police Records Clerk at the Service Desk to allow the Service Desk Officer to be reassigned to Patrol and an Evidence Technician to allow the Evidence Officer to be reassigned. The Police Department is recommending an increase of three positions, the Crime Analyst, one Police Records Clerk at the Service Desk and the Evidence Technician. The Department will review the workload demand on Police Records Clerks after implementation to determine if additional resources are needed in the future. Strategic Policing Definition The ICMA study references the need for the Department to evolve from Problem Oriented Policing to Strategic Policing. The basic concept of strategic policing is: Grand Island Special Meeting - 8/21/2012 Page 128 / 192 A well planned and coordinated initiative using multiple resources in cooperation with community resources, with the goal of creating a sustainable impact on crime. This is a simplified explanation in my words of the concept but will provide further explanation as to how it applies to the ICMA recommendations. A well planned and coordinated initiative - Strategic Policing is data driven. Sometimes it is referred to as intelligence led policing. It requires the tracking of criminal or traffic activity and analysis of data to identify problem areas or targets. Strategic Policing expands problem oriented policing from the observations of individual personnel on specific problems to ongoing analysis of data to identify and link crime and activity and emerging criminal trends. This makes the Crime Analyst position an important component of the implementation plan. The Police Department lacks the capacity to do the in depth analysis for strategic policing. The Police Department does not have anyone with the skills set and training much less the time needed to provide adequate crime analysis. As the consultant Mr. McCabe said, when everyone is responsible, no one is responsible and it doesn’t get done. This describes the current status of crime analysis with the Police Department. Once we have the data to identify problems and targets, the Department needs to have a well coordinated action plan. This will be the responsibility of the Special Operations Sergeants under the leadership of the Patrol Captain. Currently, our Patrol Sergeants are committed to supervising their shifts which encompass specific hours of the day. They are temporal or time oriented. They are supervising shifts that are often under stress or beyond capacity to provide meaningful proactive police services. They do not have supervisory responsibility over other units or resources other than their Patrol shift officers. While they have been responsive to problems with the use of problem oriented policing, it is normally tied to addressing a specific problem within their time frame of responsibility. At the same time, the Patrol Captain is responsible for the total operation of the Patrol Division and lacks time to plan and then carry out strategic policing activities. He cannot cover strategic operations 24 hours per day. The Special Operations Sergeants are the second key link in the implementation of strategic policing. The Special Operations Sergeants will be provided training to prepare them for their new duties in developing strategies to attach crime and traffic problems. Working as a team, they will develop plans to attack identified targets. They will be able to access a variety of resources to carry out the work once the plan is approved by the Patrol Captain. Again, working as a team, the Sergeants will oversee the operations to ensure that activities and work are completed as planned. The Special Operations Sergeants and the Crime Analyst will conduct after action review and measurements of data to determine if there has been an impact and also determine if further action is needed. Grand Island Special Meeting - 8/21/2012 Page 129 / 192 Using multiple resources – Many of the Department’s problem oriented policing efforts have been conducted in a silo manner. We have not been able to incorporate or coordinate our resources when attempting to address problems. The lack of resources is still the most significant obstacle, yet there are others. For example, lack of relevant crime analysis data and assigned responsibility for planning, coordination and oversight of strategic policing initiatives is another that was discussed above. Another barrier is the organizational plan for the Department. ICMA recommends that many units or special operations be consolidated under the Special Operations Sergeants in the Patrol Division. The Department leadership recognizes the value in this and has planned to consolidate the Code Enforcement Unit, (CSOs), School Resource Officer Unit, (SROs) and our Housing Authority Officer under the supervision and leadership of the Strategic Policing Sergeants. ICMA also calls for the creation of a Crime Prevention Unit from new resources and these officers will also be assigned to the Special Operations Sergeants. The Special Operations Sergeants would also be able to access Police Officer resources from the Swing or Impact Shift and the regular patrol shifts once a plan has been approved by the Patrol Captain. The Patrol Captain can obtain support from Investigations and the Drug and Violent Crime task force by working with the Criminal Investigations Division Captain. This increase and realignment of resources will provide the Strategic Policing Sergeants multiple resources or tools within the Department to use to implement and carry out a strategic policing operation. Currently, our resources, whether Patrol, CSO, or others are consumed in providing responsive policing. It is important to understand that the reorganization of the Department without additional resources will not accomplish our goal or end game. It will result in placing four Sergeants in positions of responsibility without adequate data and analysis and without resources or tools in their toolbox to get the job done. In cooperation with community resources – The Police Department has many valued partnerships with the community in working to improve the quality of life in Grand Island. We cannot succeed without the support of the community. We will continue to work closely with our community partners and hopefully expand our cooperation under strategic policing as we have in some problem oriented policing efforts. It is also vital to recognize that the safety of our community and success of the Police Department rests in the hands of our citizens. The Police Department enjoys good police/citizen cooperation and relationships. We are excited about the opportunities with strategic policing to strengthen and expand these relationships. Grand Island Special Meeting - 8/21/2012 Page 130 / 192 Implementation Plan Schedule The Police Department proposal is a four year implementation plan. We recognize that it is aggressive but have chosen this schedule for the following reasons: Timely – ICMA recommends that we implement the plan in a timely manner. The key to our ability to develop successful strategic policing initiatives is to have the resources or tools in place. We believe that front loading the implementation will provide the resources to fully implement strategic policing and hopefully allow us to impact the demand for responsive policing. Even with the proposed implementation, it will be late in 2015 before we have completed a full year of strategic policing with the recommended resources. It will be January of 2016 before we could assess our progress on some of the performance measures. Protracting the implementation over a longer period of time risks losing strategic policing resources and delaying attainment of performance objectives. Grand Island is continuing to grow and expand. Spreading implementation over a longer period of time will run the risk of new resources being absorbed into responsive policing as demand for services increases. PD Logistical Capacity – The implementation plan calls for significant new resources and many substantial changes in the Department. Change takes time and energy to absorb and adjust. The hiring and assimilation of new employees takes time and resources within the Department. The Department is committed to the training and preparation of new Police Officers to serve our community. We believe that we can add five new Police Officer positions to the Department and also cover the hiring and training of replacement positions in one year with our resources and still ensure quality. Officer Deployment Time – New Police Officer training takes approximately thirty two weeks to complete before the officer can be assigned to a Patrol shift. The State Academy offers three law enforcement certification courses per year further delaying our ability to hire new officers. Implementation of any sworn officers for strategic policing must take into consideration the limited classes at the State Academy and the time it takes for academy and field training an officer. The time required is typically ten to eleven months. Any delay or extension of adding Police Officers to the Department will extend deployment accordingly. An easy rule of thumb is to add one year onto implementation and performance measure attainment. Operational Support The Police Department has been consistently reviewing practices for several years and will continue. We have begun the review of department responses to alarms and traffic accidents in the City in cooperation with the City Public Safety Committee. We will continue to seek efficiencies in our work while ensuring quality service to the community. Grand Island Special Meeting - 8/21/2012 Page 131 / 192 We have prepared a cost estimate for the implementation of Field Reporting technology for the Department. Our fleet of patrol vehicle have in-car computer systems. These allow the officers to perform a variety of tasks and data searches, including the completion of some reports. Spillman has developed a Field Reports software module that allows officer to take formatted offense reports in the field. The software provides for the field report to be transferred to the Police Department records system automatically without further data entry. There are four options the Department can use at this time for getting offense data into our records system without a Field Reports program. None of the current options is as efficient as the new Field Reporting program. An officer can take a report in a notebook. The officer can then return to his/her car and type the report on the car computer. This requires officers who are not expedient at data entry to do their own typing. The car computers are not ergonomically set up for entering large amounts of data. It also creates officer safety concerns when an officer is focused on typing while sitting in his/her patrol car on the street or in a parking lot, especially at night. The officer would be using multiple data entry screens in the Spillman records system that are not formatted that will result in more errors in what information is inputted. An officer can have the victim of the crime come to the patrol car and sit in the car while the officer types the information on the in-car computer. This has the same disadvantages as the above in typing ergonomics, accuracy, and officer safety. In addition, it can be highly inconvenient or often not feasible for every victim to come to sit in the patrol car. The officer can take the report in a notebook. The Officer would then have to travel to the Police Department or one of our two substations. The officer would use a desktop computer to enter the offense report. This uses more time in that the officer must drive to a location to data enter the report. The officer would still be using multiple data entry screens in the Spillman records system that are not formatted that will result in more errors in what information is inputted. The officer can take the report on a standardized report form. This form is then turned in and data entry is completed by a records clerk. This method reduces errors; however it still requires that the information be processed by multiple people and also creates a lag time from when the report is taken and when it is entered into the records system. This can create case investigation problems when other officers do not have access to the information. This is the current system being used by the Department. Each of the four current options has significant problems and none are as efficient as a field reporting program. Field reporting can create efficiencies for the Department. We Grand Island Special Meeting - 8/21/2012 Page 132 / 192 would not have officers taking information on paper and then having to have that information entered into our records system either by an officer or records clerk. The information would be transferred directly into the system. The offense reports are custom formatted and use drop down tables that the officer follows which reduce errors to a minimum. The custom formatting and use of drop down tables reduces the amount of typing required to complete a report. Field reporting requires the use of lightweight, mobile hardware to be user friendly. Officers do not take reports in their cars. They take them at residences, businesses, on the street, in parking lots and many other locations. Seldom is the victim of an offense sitting in a patrol car while the officer takes a report. Officers need hardware that allows them to take a report where the victim is located to be practical. There are two current hardware options that are lightweight and mobile enough for field reporting; smart cell phones and tablets. Smart cell phones require cellular service with a data plan for each device. This option appears cost prohibitive for the Department as the cell and data plans would cost hundreds of dollars per year per device. Tablets can be used with a wireless hotspot to provide the same service. The Department cost estimate of implementing Field Reporting is using the option of hand held tablets and the patrol cars cellular modems serving as wireless hotspots for the tablets. Spillman software operates on Windows so the Department would be required to purchase Windows 7 compatible tablets. The Department recommendations are cost estimates. We worked with staff from the City IT Department to develop our estimates of cost. We believe that the estimates are reasonably accurate. We have also included an option to provide Field Reporting to our CSOs. Once again, there would be significant efficiencies gained by having the data being directly entered by the CSOs in the field. CSO vehicles would not need in-car computers to implement Field Reporting. We have addressed the ICMA recommendations for training in the Department. We take pride in the level and quality of training we provide our employees with the resources provided. At the same time we recognize that there are areas we need to improve. A critical area of concern is that the training function is supervised by one Sergeant. This Sergeant also has many other responsibilities that need to be done yet distract from the Sergeant’s ability to devote time to training. The ICMA consultants felt that this position was critically overextended. This will be compounded with growth in the Department. We are following the ICMA recommendation to add a Police Officer position to the training function to ensure that we maintain and improve the quality of our in-service training. The other significant area is leadership development. The Department has curtailed our training for our all of our supervisory and leadership as resources have been reduced. We recognize the value and need for supervisor leadership development. We are Grand Island Special Meeting - 8/21/2012 Page 133 / 192 recommending funding to create a supervisory leadership training track. We believe the Northwestern University’s two week school of Police Supervision could be a key component of our leadership development plan. It is an outstanding program and reasonably available for scheduling new Sergeants to attend. Implementation Cost Summary We have provided a cover page that gives the cost summary of implementing the ICMA recommendations over the Department four year plan. We have also provided explanation summaries for the following: Operational Support Costs per Police Officer – The costs are derived from the department’s program budget for the 2012/2013 fiscal year. Operational Support Costs per Community Service Officer – The costs are derived from the department’s program budget for the 2012/2013 fiscal year. Police Patrol Fleet Costs for Expanded Officers CSO Fleet Costs for Expanded CSOs Police Mobile Field Report System Costs CSO Mobile Field Report System Costs The cost summaries do not include recommended Operational costs that we are recommending for the following: Crime Prevention Unit – The Police Department does not have or support a crime prevention function. The Crime Prevention Unit will need operational support for printing and materials. Community Service Officer – The Department discontinued the nuisance abatement funds for cutting weeds and grass. This funding will allow CSOs to abate these nuisance complaints in a more timely and efficient manner. Crime Analyst Support – The new position of Crime Analyst will require the equipping of a workspace and also the investment in software used for crime analysis. The crime analyst will be required to complete initial certification training and continuing education training. The cost summaries do not include the impacts upon other departments in the City. The Implementation Chart attempts to identify other departments that will be impacted; however, we are unable to assess the scope or cost of the impact. Conclusion The Police Department leadership believes that the ICMA study provides direction and opportunity for the Department to reach the End Game, reduced crime and fear of crime in Grand Island. We have prepared an implementation plan based upon the ICMA study that will allow us to move forward towards that goal. We recognize that this requires significant new resources. We also recognize that this creates a difficult challenge for the Grand Island Special Meeting - 8/21/2012 Page 134 / 192 City Council. We ensure you that whatever the course of action, the members of the Grand Island Police Department will remain committed to our spirit of service to our community. Grand Island Special Meeting - 8/21/2012 Page 135 / 192 MEMORANDUM TO: The Honorable Jay Vavricek, Mayor of the City of Grand Island and Members of the Grand Island City Council FROM: Members of the Special Committee on Public Safety RE: Final Report of the Special Committee on Public Safety DATE: July 17, 2012 I. INTRODUCTION On August 11, 2011 the Grand Island City Council (Council) approved Resolution 2012-212 which authorized the International City/County Managers Association (ICMA) to perform a public safety study of the City of Grand Island (City). On April 28, 2012 representatives from ICMA presented the completed study to the Council. In May, 2012 former City Administrator Mary Lou Brown formed the Special Committee for Public Safety to review the ICMA study and make recommendations to the Administration and Council as to what changes should be made to the City’s public safety departments. The members of that committee are: Bob Sivick, City Attorney (Chairperson) Steve Lamken, Police Chief Tim Hiemer, Fire Division Chief Jon Rosenlund, Emergency Management Director Brenda Sutherland, Human Resources Director Jaye Monter, Finance Director John Collins, Public Works Director Carla Englund, Secretary to the City Attorney (Committee Staff) II. COMMITTEE DISCUSSIONS The Committee met regularly and thoroughly discussed a number of issues including: A. Police 1. Strategic Approach to Managing Operations 2. Call for Service Committee 3. Swing Shift 4. Special Operations Sergeants 5. Increase Number of CSOs 6. Crime Prevention Program and Crime Prevention Grand Island Special Meeting - 8/21/2012 Page 136 / 192 2 Officer 7. Case Management System to Track Data 8. Civilian Administrator in CID 9. Civilian in CID for Intelligence and Crime Analysis 10. Review Crime Scene Investigations Protocols 11. Merging Administration into CID and Eliminating Captain Position 12. In Car System for Producing Reports 13. Leadership Development Program 14. Coordinating Internal Investigations 15. Assign Personnel For: a. Training b. Intelligence c. Community Policing B. Fire 1. Integrated Risk Management Planning a. Quantify Risks and Hazards b. Rigorous Fire Prevention Program c. Training Residents as to Fire Prevention d. Structure Inspections (1) Industrial (2) Commercial (3) Residential 2. Software to Indentify Risks a. Fire b. EMS Calls 3. Paramedic Training and Staffing 4. Smaller Vehicles for EMS Calls 5. Leadership Succession 6. Leadership Organizational Structure 7. Community Risk Analysis for Fire a. Assignments b. Staffing 8. Private Staffing of Ambulance Services 9. Reducing Staffing in Stations 3 & 4 10. Develop Quality/Time Review System for EMS 11. Achieve Accreditation from Fire Accreditation International 12. Review and Revise Strategic Plan 13. Evaluate CAFS for Fire Suppression Apparatus 14. Multipurpose Apparatus for Stations 3 & 4 Grand Island Special Meeting - 8/21/2012 Page 137 / 192 3 15. Public Access Defibrillation Program 16. Mobile Data Terminals for Emergency Response Vehicles C. Emergency Management 1. Joint Committee on Communications to Review: a. Staffing b. Call Taking c. Response Times 2. All Hazard Mitigation and Response Plan a. Public Works b. Utilities c. City Administration 3. Medical Priority Dispatch System 4. Customer Response Information 5. Meet NFPA Standards for Dispatch and Turnout Times 6. Automatic Vehicle Locator System for Computer Aided Dispatch System The Committee considered all the above topics worthy of thorough discussion. However, given the short timetable to complete its assigned task and the City’s limited resources to implement all recommended changes, the Committee focused on three recommendations to be implemented during the 2012-13 fiscal year. III. COMMITTEE RECOMMENDATIONS The Committee does hereby make the following recommendations for the 2012-13 fiscal year: A. Increase Police Department Staffing Like all City Departments, the Grand Island Police Department (GIPD) has been under budgetary pressure for the last several years. The findings of the ICMA study reinforced and confirmed Police leadership’s belief the GIPD needed additional staff to carry out its mission of protecting the people of Grand Island and their property. Accordingly, the Committee recommends the City’s elected leadership take the necessary steps to implement staffing increases for the GIPD pursuant to the plan presented by Chief Lamken. Grand Island Special Meeting - 8/21/2012 Page 138 / 192 4 B. Implement a Fire Department Equipment Replacement Program Presently the Grand Island Fire Department is operating with an equipment fleet that has aged to the point whereby the expense due to increased maintenance exceeds what would have been necessary if the equipment had been replaced in a more timely fashion. This lack of an equipment replacement program has also led to increased downtime of vital fire fighting and emergency rescue equipment. In addition, this necessitates the sudden increased expense of having to replace equipment when it is no longer serviceable. This impairs the ability of the City to effectively plan future budgets with steady consistent equipment replacement expenses. The Committee recommends the City’s elected leadership implement an equipment replacement program for the GIFD. C. Contract with a Private Firm for Ambulance Billing Collections Presently the City handles ambulance service collections in-house with a collection rate of 53%. Research by the Committee indicated other cities that contract privately for ambulance collections have a higher rate of collections. For instance, the City of Lincoln, which contracts its ambulance collection services, has a collection rate of approximately 80%. The Committee recommends the City’s elected leadership direct City staff to begin taking the necessary steps to ultimately contract out its ambulance collections. Respectfully Submitted, ______________________________ ______________________________ Robert J. Sivick – Chairperson Steven Lamken City Attorney Police Chief Grand Island Special Meeting - 8/21/2012 Page 139 / 192 5 ______________________________ ______________________________ Tim Hiemer Jon Rosenlund Fire Division Chief Emergency Management Director ______________________________ ______________________________ Brenda Sutherland Jaye Monter Human Resources Director Finance Director ______________________________ John Collins Public Works Director Grand Island Special Meeting - 8/21/2012 Page 140 / 192 ICMA Recommendations Summary of Major Recommendations (pages 13 – 15) Adopt a strategic approach to managing police operations. Track PD performance measurements as indicators of department progress. (Page 27) 1. Performance Domain – Crime Reduction Measure – UCR Part 1 crime rate Benchmark – NE top 9 City average Target – 3.773 serious crimes per 100,000. Violent Crime Rate – 265, Property Crime 3,508 2. Performance Domain – Holding Offenders Accountable Measure – Crime Clearance Rate Benchmark – UCR Part 1 average group IV (25 – 50 thousand) cities percent of cases cleared. Target – Violent Crime 49.9%, Property Crime – 21.3 % 3.Performance Domain – Fear of Crime Measure – ICMA National Cities Survey Benchmark – IMCA Nation Cities Survey Target – Average 4.Performance Domain – Public Centered Crime Defense Measure – Crime Prevention Programs Benchmark – Baseline Target – Increase overall baseline 5.Performance Domain – Traffic Safety Measure – Traffic Accidents and Injuries Benchmark – Traffic Injury Rate of injuries per population Target – Baseline to be determined 6.Performance Domain - Providing Emergency Services Measure – Calls for service response time and Saturation Index. Benchmark – Calls for service response time. Saturation index. Target – Less than 5.0 min for priority 1 calls. Less than 60% saturation index. GIPD adopt strategic policing approach with each major category of crime, traffic crashes, and quality of life violations. Plans addressing each – should be written and disseminated throughout the department and ultimately integrated into an overall strategic plan. (Page 35) Grand Island Special Meeting - 8/21/2012 Page 141 / 192 Empanel a “calls for service” committee with relevant stakeholders to identify calls of service that can be eliminated from a sworn police response. ICMA recommends from a policy perspective, the responses to major categories of calls for service be reduced; including responses to traffic accidents involving only property damage, an alarm call back system be instituted; and 911 call takers and dispatchers be trained to trigger a police response in cases only when there is an emergency situation. (Page 40) Create a third shift of officers (called a swing shift or impact team) and staff it with an appropriate number of officers and supervisors. This shift would supplement the current patrol deployment and would also engage in proactive enforcement to address crime and quality of life issues in the community. Patrol Shift Staffing Model (Page 53) Shift Team Sergeants Officers Days A 2 (I –patrol, 1 spec. ops)8 Days B 2 (I –patrol, 1 spec. ops)8 Nights A 2 (I –patrol, 1 spec. ops)8 Nights B 2 (I –patrol, 1 spec. ops)8 Swing A 1(patrol)5 Swing B 1(patrol)5 Recommended that consideration be given to increasing sworn officer strength from current level of 77 sworn officers to an appropriate balance. Recommended strength based on data is 87. (Page 54) Create a supervisory position on each shift called the special operations sergeant who will coordinate crime, traffic, and quality of life enforcement activities pursuant to the strategic management approach. Grand Island and PD enact and execute civil nuisance laws available to use in Strategic Policing. (Page 57) Increase the number of community service officers to six full-time positions and assign two CSOs to each tour to assist the special operations sergeants in implementing strategic policing. Create a robust crime prevention program and staff a dedicated, sworn position of crime prevention officer. Grand Island Special Meeting - 8/21/2012 Page 142 / 192 Take immediate steps to implement a case management system that allows GIPD investigative supervisors to track investigations by individual investigator as well as monitor the clearance rates of the unit as a whole. These are essential pieces of information to evaluate the effectiveness on investigative efforts. Staff the criminal investigations division with one permanent civilian staff member to assist in the administration and management of the division. Staff the criminal investigations division with one permanent civilian staff member assigned to criminal intelligence and crime analysis. Consideration should be given to civilianizing the sworn officer in Evidence and staffing the function with two civilian evidence technicians. (Page 67) Review protocols for crime scene investigations. Consideration should be given to folding the administration division and criminal investigation division into thus transferring oversight of both functions to one captain and eliminating a captain position from the agency. Recommend transfer of SROs to Patrol Special Operations Sergeants instead of the Training Sergeant. (Page 71) Recommend that CSOs conducting code enforcement should be reassigned to Patrol under the Special Operations Sergeants. (Page 71) Recommend that Service Desk Officer be civilianized and the officer be reassigned to an operational assignment in the department.(Page 72) Empanel a joint committee on communications comprised of representatives from all agencies to discuss staffing, call taking, response, and emergency management issues. The PD and City should take immediate steps to determine what is needed to implement a filed reporting system for the department. A portable, in-car system is needed to obtain higher quality reports in a more efficient and timely manner. Institute a formal leadership development program for midlevel supervisors to ensure future leadership excellence within the PD. The department should consider designating investigative capacity to coordinate all internal investigations. Grand Island Special Meeting - 8/21/2012 Page 143 / 192 Add sworn personnel to positions responsible for the areas of training, criminal intelligence, and community policing. Ancillary Recommendations It is strongly recommended that the Chief identify and task one individual with responsibility for implementing these recommendations . This person should be given the authority and responsibility to effectuate the changes recommended – to ensure recommendations are executed in a timely fashion. (Page 17) All of the ICMA recommendations - - should be implemented by the police administration with a reasonable period of time. (Page 17) Grand Island Special Meeting - 8/21/2012 Page 144 / 192 POLICE Grand Island Police Department Implementation Plan for the ICMA Public Safety Study Grand Island Special Meeting - 8/21/2012 Page 145 / 192 POLICE End Game Reduce Crime and the Fear of Crime in Grand Island Grand Island Special Meeting - 8/21/2012 Page 146 / 192 POLICE Benchmarks Performance Objectives Crime Reduction – 3773/100,000 population Crime Clearance – Violent 50%, Property 21.3% Fear of Crime – City Survey Crime Defense – Crime Prevention Programs Traffic Safety – to be determined Emergency Services – 5 min. Response Time to Priority 1 Calls. Less than 60% Saturation Index. Grand Island Special Meeting - 8/21/2012 Page 147 / 192 POLICE Resources Saturation Index – Above 60% - Upper Threshold Police Officers Ten Additional Officers Replacement and Reassignment of Two Officers CSOs – 5 FTE Positions Support Staff – 3 FTE Positions Grand Island Special Meeting - 8/21/2012 Page 148 / 192 POLICE Strategic Policing A well planned and coordinated initiative, using multiple resources in cooperation with community resoruces, with the goal of creating a sustainable impact on crime. Grand Island Special Meeting - 8/21/2012 Page 149 / 192 POLICE Strategic Policing “A well planned and coordinated initiative” – Crime Analysis and Targeting Special Operations Sergeants Grand Island Special Meeting - 8/21/2012 Page 150 / 192 POLICE Strategic Policing “using multiple resources’ – Swing/Impact Shift Patrol Shifts Crime Prevention Unit Code Enforcement Unit Investigations Drug and Violent Crime Task Force School Resource Officers Housing Authority Officer Grand Island Special Meeting - 8/21/2012 Page 151 / 192 POLICE Strategic Policing “in cooperation with community resources” – Citizens Law Enforcement County and City Attorneys Schools Housing Authority Probation & Juvenile Services Service Providers Grand Island Special Meeting - 8/21/2012 Page 152 / 192 POLICE Implementation Plan Four Year Schedule Timely – (ICMA, page 17) PD Logistical Capacity Officer Deployment Time Grand Island Special Meeting - 8/21/2012 Page 153 / 192 POLICE Operational Support Review of Current Practices Field Reporting Technology Training Leadership Development Grand Island Special Meeting - 8/21/2012 Page 154 / 192 POLICE Implementation Costs Summary Program 2012/13 2013/14 2014/15 2015/16 Police Officers $561,690 $820,220 $861,862 $921,047 CSOs $137,723 $213,619 $286,556 $313,649 Support Staff $70,583 $108,741 $111,581 $153,320 Totals $769,996 $1,142,580 $1,259,999 $1,388,012 Grand Island Special Meeting - 8/21/2012 Page 155 / 192 Start Date FTE 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 Job Title Estimate Estimate Estimate Estimate Estimate Salary & Benefits:Police Officers 12/1/2012 1.0000 53,358 69,088 71,021 73,325 82,295 Police Officers 12/1/2012 4.0000 213,432 276,352 284,084 293,300 329,180 Police Officers 12/1/2013 1.0000 0 54,732 71,021 73,325 82,295 Police Officers 12/1/2013 4.0000 0 218,928 284,084 293,300 329,180 Sub-total:266,790 619,100 710,210 733,250 822,950 Operating Expense:See detail $12,200 per officer with 1% increase per year 61,000 123,220 124,452 125,697 126,954 Vehicle Expense: 1 per 2.5 Officers See detail 95,800 47,900 0 27,500 27,500 Mobile Field Equip See detail 138,100 30,000 27,200 34,600 25,100 Police Officers Personnel Cost:266,790 619,100 710,210 733,250 822,950 Police Officers Operating Cost:294,900 201,120 151,652 187,797 179,554 TOTAL POLICE OFFICERS:561,690 820,220 861,862 921,047 1,002,504 Salary & Benefits:Administrative CSO 5/1/2013 1.0000 17,171 48,039 48,718 49,078 56,617 Salary & Benefits:CSO - Patrol Division 5/1/2013 1.0000 17,171 48,039 48,718 49,428 56,617 CSO - Patrol Division 5/1/2013 1.0000 17,171 48,039 48,718 49,428 56,617 CSO - Patrol Division 6/1/2014 1.0000 0 13,461 48,718 49,428 56,617 CSO - Patrol Division 6/1/2014 1.0000 0 13,461 48,718 49,428 56,617 Sub-total:34,342 123,000 194,872 197,712 226,468 Operating Expense:See detail $7,670 per CSO with 1% increase per year 23,010 38,580 38,966 39,356 39,749 Vehicle Expense: 1 per 2 CSO's See detail 21,000 0 0 18,500 18,500 Mobile Field Equip See detail 42,200 4,000 4,000 9,000 7,400 CSO's Personnel Cost:51,513 171,039 243,590 246,790 283,085 CSO's Operating Cost:86,210 42,580 42,966 66,856 65,649 TOTAL CSO's:137,723 213,619 286,556 313,646 348,734 Salary & Benefits:Police Records Clerk 2/1/2013 1.0000 29,813 49,793 51,363 53,024 61,297 Salary & Benefits:Crime Analysis 1/1/2013 1.0000 40,770 58,948 60,218 61,518 69,730 Salary & Benefits:Evidence Technician 1/1/2016 1.0000 0 0 0 38,778 63,406 Personnel Cost:70,583 108,741 111,581 153,320 194,433 GRAND TOTAL:769,996 1,142,580 1,259,999 1,388,012 1,545,671 Additional FTE's By Year:18.0000 10 7 0 1 0 PUBLIC SAFETY POLICE STUDY Grand Island Special Meeting - 8/21/2012 Page 156 / 192 PUBLIC SAFETY STUDY changes after the 7-17-2012 Study Session Start Date FTE 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 Job Title Estimate Estimate Estimate Estimate Estimate Salary & Benefits:Retain 3 Police Officers-Grant 10/1/2014 0.0000 0 0 224,004 256,820 274,323 Salary & Benefits:Computer Technician 10/1/2014 1.0000 0 0 70,734 79,394 83,040 Salary & Benefits:Attorney 10/1/2015 1.0000 0 0 0 96,495 102,608 Personnel Cost:2.0000 0 0 294,738 432,709 459,971 Adjustments from 7-17-2012 Presentation Health Insurance Rates-10% increase 0 24,106 68,775 118,859 171,188 Police Officer's Mobile Field Equipment (16,700)(23,000)(21,200)(9,500)0 CSO Mobile Field Equipment (17,200)1,000 1,200 (1,600)0 Physiological Evaluation (only on new officers)0 (2,500)(5,000)(5,000)(5,000) Crime Prevention (Materials, Supplies)5,000 3,000 3,000 3,000 3,000 Crime Analysis (Materials, Supplies)12,000 4,000 4,000 4,000 4,000 CSO Annual Nuisance Fund (weed/trash, etc. complaints)7,000 7,000 7,000 7,000 7,000 Adjustment Totals:(9,900)13,606 57,775 116,759 180,188 ADDITION TOTAL:20.0000 760,096 1,156,186 1,612,512 1,937,480 2,185,830 Police Budget Request 2012-2013 2013-2014 2014-2015 2015-2016 2016-2017 Estimate Estimate Estimate Estimate Estimate Police Officers 561,690 820,220 861,862 921,047 1,002,504 CSOs 137,723 213,619 286,556 313,646 348,734 Support Staff 70,583 108,741 111,581 153,320 194,433 Sub Total: 769,996 1,142,580 1,259,999 1,388,012 1,545,671 Changes after 7-17-2012 Study Session 10% Health Insurance rate increases 0 24,106 68,775 118,859 171,188 Police Officers Mobile Field Equipment (16,700)(23,000)(21,200)(9,500)0 CSO Mobile Field Equipment (17,200)1,000 1,200 (1,600)0 Physiological Evaluation (only on new officers)0 (2,500)(5,000)(5,000)(5,000) Crime Prevention (Materials, Supplies)5,000 3,000 3,000 3,000 3,000 Crime Analysis (Materials, Supplies)12,000 4,000 4,000 4,000 4,000 CSO Annual Nuisance Fund (weed/trash complaints)7,000 7,000 7,000 7,000 7,000 Adjustments to Original Amounts: (9,900)13,606 57,775 116,759 180,188 3-Police Officers- Grant Funded 0 0 224,004 256,820 274,323 Computer Technician 0 0 70,734 79,394 83,040 Attorney 0 0 0 96,495 102,608 Additional Staff: 0 0 294,738 432,709 459,971 GRAND TOTAL:760,096 1,156,186 1,612,512 1,937,480 2,185,830 Additional FTE's By Year:20.0000 10 7 1 2 0 Grand Island Special Meeting - 8/21/2012 Page 157 / 192 Page 3, Public Safety Police Study Police Officers: Start at Step 1 - $17,8037 per hour 4.2% Step Increase between Steps 2% Contract Salary Adjustment each year Family Insurance level budgeted $3,611 for premium Pay (OT) per FTE $1,598 for Other Additional Pay (Holiday, etc) per FTE 6.5% Pension effective 10-1-2013 7% Pension effective 10-1-2015 Administrative CSO: Start at Step 1 - $12.3118 per hour 2.2181% Step Increase between Steps 2% Contract Salary Adjustment each year Family Insurance level budgeted $300 for premium Pay (OT) per FTE Eligible for Non-Union Benefits CSO's: Start at Step 1 - $12.3118 per hour 2.2181% Step Increase between Steps 2% Contract Salary Adjustment each year Family Insurance level budgeted $300 for premium Pay (OT) per FTE Eligible for Non-Union Benefits Police Records Clerk: Start at Step 1 - $12.8769 per hour 4.8406% Step Increase between Steps 2% Contract Salary Adjustment each year Family Insurance level budgeted $800 for premium Pay (OT) per FTE Eligible for Clerical/Service Union Benefits Crime Analysis: Start at Step 1- $16.93 per hour 3% Step Increase between Steps 2% Contract Salary Adjustment each year Family Insurance level budgeted $500 for premium Pay (OT) per FTE Eligible for Clerical/Service Union Benefits Evidence Technician: Start at Step 1- $15.5009 per hour 2% Contract Salary Adjustment each year Family Insurance level budgeted $800 for premium Pay (OT) $75 for Other Additional Pay (Holiday, etc) Eligible for Clerical/Service Union Benefits Computer Technician: Start at Step 1 - $19.56 per hour in year 2013-14 2% Salary adjustment each year Family Insurance level budgeted 3.984% step increase between Steps Eligible for Benefits Eligible for Clerical/Service Union Benefits $500 Premium Pay (OT) Attorney: Start at Step 1 - $28.47 per hour in year 2014-15 2% Salary adjustment each year Family Insurance level budgeted 3.145% step increase between Steps Eligible for Non-Union Benefits Grant Officers: Start at Step 4 - $20.8656 per hour in year 2014-15 2% Contract Salary Adjustment each year Maintained current level of Health Insurance 4.275% step increase between Steps Eligible for FOP Benefits $3,611 for premium Pay (OT) per FTE $1,598 for Other Additional Pay (Holiday, etc) per FTE 6.5% Pension Effetice 10-1-2013 7% Pension effective 10-1-2015 Grand Island Special Meeting - 8/21/2012 Page 158 / 192 8-21-2012 Updated Costs August Officer Support Costs 2012 Budget We have changed one item in this document. We removed the reference to purchasing the brand of Data 911 mobile video and computing equipment. We will still be purchasing a Data 911 mobile video system for the vehicle, but will be purchasing a Dell tablet for the computer equipment. The computer equipment also includes a thermal printer and a scanner. One Patrol Officer Contractual Services $ 1400 Computer Support $ 90 Other Professional Svs.$ 900 R & M Vehicles $ 2560 Towing $ 1230 Insurance $ 600 Telephone $ 150 Training & Travel $ 380 Office Supplies $ 260 Gasoline **$ 2570 (Based on $180,000 actual costs) Misc. Operating Equip.$ 1090 Vests $ 110 Ammo $ 200 Other General Supplies $ 150 Copier Lease $ 10 Overtime $ 3700 Total $ 15,400 Less Overtime $ (3700) – Included in Personnel Costs HR Physic Evaluation $ 500 Cost Per Officer $12,200 Vehicle – One additional Patrol Vehicle for each 2.5 Officers Initial Vehicle Cost $27000 Capital Mobile Video and $10000 Misc. Operating Equipment Computer Equipment Lights & Siren & Equip.$ 2500 “ Radio $ 3500 “ Radar $ 2500 “ Patrol Rifle & Equip.$ 1200 “ Cage & Seat $ 1200 “ Total $ 47,900 Grand Island Special Meeting - 8/21/2012 Page 159 / 192 8-21-2012 Updated Costs Vehicle Purchases 2012/2013 -Two vehicles added to fleet $95,800 2013/2014 One vehicle added to fleet $47,900 Reoccurring costs each year - $27,500 starting in 2015/2016 CSO Support Costs 2012 Budget Cost for one FTE CSO R & M Vehicles $ 2450 Towing $ 1000 Gasoline **$ 2750 (Based on $180,000 actual costs) Other Profess. Svs.$ 300 Travel and Training $ 100 *New account Office Supplies $ 370 Misc. Operating Equip.$ 500 Overtime/Holiday Pay $ 300 *New account Other General Supplies $ 200 *New account Total $ 7970 Less OT/Holiday Pay $ (300) – included in Personnel Costs Cost Per CSO $ 7670 Vehicle – One additional vehicle for each 2 FTE CSOs Initial Vehicle Costs $18500 Lights and Equipment $ 2500 Total $21000 Reoccurring costs every year after FY 2014 - $18500 for vehicle Grand Island Special Meeting - 8/21/2012 Page 160 / 192 8-21-2012 Updated Costs August 21, 2008 Mobile Field Reporting Implementation Cost Estimates We have continued to research possible methods for implementation of Spillman Mobile Field Reporting with the support of City IT staff. We have developed a solution that we believe will reduce the costs of implementing the program. City IT personnel have identified a new mobile tablet that has just become available on the market that will significantly change the Police Department’s proposal for implementation of mobile field reporting. The new Dell tablets incorporate technology that will allow us to use the tablet as both our in-car computer and a handheld field reporting device. This will create savings in the cost of the mobile field reporting project and should also create some efficiencies in the cost of maintaining our mobile data equipment. In addition, the Police Department is initiating an electronic citation program with support funding from the State Crime Commission. The Crime Commission is purchasing thermal printers and scanners for the current patrol fleet so that we can begin submitting electronic citations to the Courts. We have also been able to better identify Spillman licensing costs for fleet vehicles and employees. We have made estimates on the information we have developed. The following is the modified cost of mobile field reporting based upon the new Dell tablets and revised licensing cost estimates. Patrol 2012/2013 $ 45,200 Spillman Field Reports licensing for twenty six vehicles (current fleet size) $ 6,000 Cost for two additional patrol vehicles and five additional police officer Spillman licenses. $ 70,200 Cost of 26 Dell Tablets including vehicle docking and mounting brackets. $2,200/tablet, $500/hardware. $121,400 2013/2014 $ 2,000 Spillman Maintenance Agreement $ 3,200 Cost for one additional patrol vehicle and five additional police officer Spillman licenses $ 1,800 Wireless service for three additional vehicles. $ 7,000 Grand Island Special Meeting - 8/21/2012 Page 161 / 192 8-21-2012 Updated Costs 2014/2015 $ 2,000 Spillman Maintenance Agreement $ 2,200 One replacement tablet $ 1,800 Wireless service for three additional vehicles $ 6,000 2015/2016 $ 2,000 Spillman Maintenance Agreement $ 22,000 Nine replacement tablets (1/3 of the fleet) and 3 replacement docking stations $ 1,800 Wireless service for three vehicles $ 25,100 2016/2017 $ 2,000 Spillman Maintenance Agreement $ 22,000 Nine replacement tablets (1/3 of the fleet) and 3 replacement docking stations $ 1,800 Wireless service for three vehicles $ 25,100 Community Service Officer 2012/2013 $ 8,500 Spillman licensing for CSO fleet and 6 CSO employees $ 13,500 Five Dell tablets including vehicle docking and mounting brackets $ 3,000 Annual wireless service costs for CSO fleet $ 25,000 2013/2014 $ 2,000 Spillman licensing for two additional CSO employees $ 3,000 Annual wireless service costs for CSO fleet $ 5,000 2014/2015 $ 3,000 Annual wireless service costs for CSO fleet $ 2,200 One replacement tablet $ 5,200 Grand Island Special Meeting - 8/21/2012 Page 162 / 192 8-21-2012 Updated Costs 2015/2016 $ 3,000 Annual wireless service costs for CSO fleet $ 4,400 Two replacement tablets $ 7,400 2016/2017 $ 3,000 Annual wireless service costs for CSO fleet $ 4,400 Two replacement tablets $ 7,400 Grand Island Special Meeting - 8/21/2012 Page 163 / 192 Grand Island Special Meeting - 8/21/2012 Page 164 / 192 POLICE Cell Phone Occupation Tax Increase Increase from 3% to 6% – approximately $486,000 Property Tax Increase Current Mill Levy - .3241 $324 annual, $27 per month, on $100,000 home .01 mill levy generates approximately $250,000 And would add an additional .83 cents per month for owner of $100,000 home or $10 per year. Allocate portion of Cash Reserves Review of Funding Options Grand Island Special Meeting - 8/21/2012 Page 165 / 192 POLICE Police Budget Request $760,096 $1,156,186 $1,162,512 $1,937,480 $2,185,830 Valuation Growth-1.5% $2,517,067 $2,554,823 $2,593,145 $2,632,042 $2,671,523 2013-add .011 Mill $276,877 $281,031 $285,246 $289,525 $293,868 2014-add .0152 Mill $388,333 $394,158 $400,070 $406,071 2015-add .0171 Mill $443,428 $450,079 $456,830 2016-add .0013 Mill $34,217 $34,730 Cell Phone Growth-.5% $486,000 $488,430 $490,872 $493,327 $495,794 Total Mill Levy .3351 .3503 .3674 .3687 .3687 Revenue Needed $ 0 $ 0 $ 0 $270,262 $498,537 Dollars Available- Debt Payments end in Prior Years Wood River $270,433 Library & Wood River $1,062,694 POLICE BUDGET REQUEST Option #1 w/ Cell Phone Tax 2013 2014 2015 2016 2017 Grand Island Special Meeting - 8/21/2012 Page 166 / 192 POLICE w/ Cell Phone Tax 2013 2014 2015 2016 2017 Proposed Mill Levy .3351 .3503 .3674 .3687 .3687 Proposed Mill Levy Yearly Increase .011 .0152 .0171 .0013 -- % of Increase 3.4%4.5%4.9% .35% Proposed Property Tax on a $100,000 Home $335.10 $350.30 $367.40 $368.70 $368.7 0 Current Property Tax on a $100,000 Home $324.10 $335.10 $350.30 $367.40 $368.7 0 Annual Increase to Home Owner $11.00 $15.20 $17.10 $1.30 -- % of Increase 3.4% 4.5% 4.9% .35% -- POLICE BUDGET REQUEST Impact to Taxpayer Option #1 Grand Island Special Meeting - 8/21/2012 Page 167 / 192 POLICE Police Budget Request $760,096 $1,156,186 $1,612,512 $1,937,480 $2,185,830 Valuation Growth-1.5% $2,517,067 $2,554,823 $2,593,145 $2,632,042 $2,671,523 2013-add .0302 Mill $760,154 $771,557 $783,130 $794,877 $806,800 2014-add .0151 Mill $385,778 $391,565 $397,438 $403,400 2015-add .0169 Mill $438,242 $444,815 $451,487 2016-add .0012 Mill $31,585 $32,058 Total Revenue $760,154 $1,157,335 $1,612,937 $1,668,715 $1,693,745 Total Mill Levy .3543 .3694 .3863 .3875 .3875 Revenue Needed $ 0 $ 0 $ 0 $268,765 $492,085 Dollars Available- Debt Payments end in Prior Years Wood River $270,433 Library & Wood River $1,062,694 POLICE BUDGET REQUEST Option #2 Only Property Tax 2013 2014 2015 2016 2017 Grand Island Special Meeting - 8/21/2012 Page 168 / 192 POLICE Only Property Tax 2013 2014 2015 2016 2017 Proposed Mill Levy .3543 .3694 .3863 .3875 .3875 Proposed Mill Levy Yearly Increase .0302 .0151 .0169 .0012 -- % of Increase 9.3% 4.3% 4.6% .31% Proposed Property Tax on a $100,000 Home $354.30 $369.40 $386.30 $387.50 $387 .50 Current Property Tax on a $100,000 Home $324.10 $354.30 $369.40 $386.30 $387.50 Annual Increase to Home Owner $30.20 $15.10 $16.90 $1.20 -- % of Increase 9.3% 4.3% 4.6% .31%-- Impact to Taxpayer POLICE BUDGET REQUEST Option #2 Grand Island Special Meeting - 8/21/2012 Page 169 / 192 Grand Island Special Meeting - 8/21/2012 Page 170 / 192 POLICE Questions ? Grand Island Special Meeting - 8/21/2012 Page 171 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item G1 Approving Minutes of July 24, 2012 City Council Regular Meeting Staff Contact: RaNae Edwards Grand Island Special Meeting - 8/21/2012 Page 172 / 192 CITY OF GRAND ISLAND, NEBRASKA MINUTES OF CITY COUNCIL REGULAR MEETING July 24, 2012 Pursuant to due call and notice thereof, a Regular Meeting of the City Council of the City of Grand Island, Nebraska was conducted in the Council Chambers of City Hall, 100 East First Street, on July 24, 2012. Notice of the meeting was given in The Grand Island Independent on July 18, 2012. Mayor Jay Vavricek called the meeting to order at 7:00 p.m. The following City Council members were present: Chuck Haase, Larry Carney, Bob Niemann, Kirk Ramsey, Peg Gilbert, Mitch Nickerson, Linna Dee Donaldson, Scott Dugan, Vaughn Minton, and John Gericke. The following City Officials were present: City Clerk RaNae Edwards, City Attorney Robert Sivick, Public Works Director John Collins and Finance Director Jaye Monter. INVOCATION was given by Pastor Gary Schulte, Evangelical Free Church, 2609 South Blaine Street followed by the PLEDGE OF ALLEGIANCE. Mayor Vavricek stated a press release would be sent out regarding the City Administrator’s position. Mayor Vavricek introduced Community Youth Council member Kennedy Martinez and Board member Roy Swan. PRESENTATIONS AND PROCLAMATIONS: Proclamation Nebraska State Fair 1868 Foundation “Blue Ribbon Roll Out Week” July 30 – August 4, 2012. Mayor Vavricek proclaimed the week of July 30 - August 4, 2012 as “Blue Ribbon Roll Out Week”. Lindsey Koepke, Executive Director of the Nebraska State Fair 1868 Foundation was present to receive the proclamation. PUBLIC HEARINGS: Public Hearing on Amendment to Redevelopment Plan Area #6 Located at 709 & 715 West 18th Street. Regional Planning Director Chad Nabity reported that Baker Development Inc. had submitted a proposed amendment to the redevelopment plan that would provide for site acquisition, clearance and extension of utilities and subsequent construction of a duplex at 709 and 715 West 18th Street. Council was asked to approve the cost benefit analysis, the amended redevelopment plan for CRA Area #6 and authorize the CRA to execute a contract for TIF. Staff recommended approval. No public testimony was heard. Public Hearing on Budget Amendment for Neighborhood Stabilization Program Grant. Community Development Administrator Marco Floreani reported that there were grant funds remaining for use in the New Construction activity of the budget. By requesting these funds to be reallocated to Clearance/Demolition activity the City would have the opportunity to demolish an additional vacant and blighted property to utilize these funds. Staff recommended approval. No public testimony was heard. Grand Island Special Meeting - 8/21/2012 Page 173 / 192 Page 2, City Council Regular Meeting, July 24, 2012 ORDINANCES: Councilmember Gilbert moved “that the statutory rules requiring ordinances to be read by title on three different days are suspended and that ordinance numbered: #9391 – Consideration of Amendments to Chapter 13 and 32 of the Grand Island City Code Relative to Downtown BID Encroachments be considered for passage on the same day upon reading by number only and that the City Clerk be permitted to call out the number of this ordinance on second reading and then upon final passage and call for a roll call vote on each reading and then upon final passage.” Councilmember Nickerson seconded the motion. Upon roll call vote, all voted aye. Motion adopted. Public Works Director John Collins reported that Federal-aid Transportation projects included requirements for encroachments in the public Right-of-Way. The Third and Wheeler Historical Lighting received Federal aid through the Transportation Enhancement Program. The Grand Island Downtown had several encroachments that must be addressed before the Nebraska Department of Roads would approve final design plans and specifications. Motion by Haase, second by Dugan to approve Ordinance #9391. City Clerk: Ordinance #9391 on first reading. All those in favor of the passage of this ordinance on first reading, answer roll call vote. Upon roll call vote, all voted aye. Motion adopted. City Clerk: Ordinance #9391 on final passage. All those in favor of the passage of this ordinance on final passage, answer roll call vote. Upon roll call vote, all voted aye. Motion adopted. Mayor Vavricek: By reason of the roll call votes on first reading and then upon final passage, Ordinance #9391 is declared to be lawfully adopted upon publication as required by law. CONSENT AGENDA: Agenda item G-11 was pulled for further discussion. Motion by Ramsey, second by Carney to approve the Consent Agenda excluding item G-11. Upon roll call vote, all voted aye. Motion adopted. Approving Minutes of July 9, 2012 Annual Joint Central District Health Department Meeting. Approving Minutes of July 10, 2012 City Council Regular Meeting. Approving Minutes of July 10, 2012 City Council Study Session. Approving Minutes of July 17, 2012 City Council Study Session. Approving Re-Appointments of Donald Skeen, Mike Spilinek, and Steve Grubbs to the Building Code Advisory Board. Grand Island Special Meeting - 8/21/2012 Page 174 / 192 Page 3, City Council Regular Meeting, July 24, 2012 Approving Re-Appointments of Al Avery, Deb Trosper, Glen Murray, John Schultz, Karen Bredthauer, and Mike Nolan to the Zoning Board of Adjustment. #2012-181 – Approving Final Plat and Subdivision Agreement for Sheaffer Second Subdivision. It was noted that Kevin and Karen Houtwed, owners, had submitted the Final Plat and Subdivision Agreement for Sheaffer Second Subdivision for the purpose of creating 2 lots on property located west of Claude Road and south of Arch Avenue containing 5.6046 acres. #2012-182 – Approving Bid Award for Cooling Tower Reconditioning at Platte Generating Station with Cooling Depot, Inc. of Golden, CO in an Amount of $132,235.00. #2012-183 – Approving Bid Award for Coal Conveyor #1 Transfer Point Upgrade at Platte Generating Station with Martin Engineering of Neponset, IL in an Amount of $146,201.59. #2012-184 – Approving Supplemental Agreements with Burlington Northern Santa Fe Railroad – Double Track Project. #2012-186 – Approving Bid Award for HVAC Renovation at City Hall with Honeywell Building Solutions of Omaha, NE in an Amount of $105,620.52. #2012-187 – Approving Five-Year Maintenance Contract for Monitors with Physio-Control. #2012-188 – Approving Budget Amendment for Neighborhood Stabilization Program Grant. #2012-189 – Approving Authorization to apply for Additional Disaster Prevention Funds. #2012-185 – Approving Use of Land Owned by the City of Grand Island for the Trail to be Constructed on the State Street and Capital Avenue Connector Trail Project. Public Works Director John Collins reported that the property owned by the City next to the State Street and Capital Avenue Connector Trail Project needed a “Declaration of Use” document signed by the City as required by the Nebraska Department of Roads in order to get funding. Paul Wicht, 936 South Kimball spoke of concerns of the cost for this project. Mr. Collins stated this was a Federal Aid project with the City paying 20%. Motion by Ramsey, second by Gericke to approve Resolution #2012-185. Upon roll call vote, all voted aye. Motion adopted. RESOLUTIONS: #2012-190 – Approving FY 2012-203 Annual Budget for Business Improvement District #6, 2nd Street from Garfield Avenue to Eddy Street and Setting Date of Board of Equalization. Finance Director Jaye Monter reported that BID #6 requested $32,148 in assessments for fiscal year 2012-2013. This resolution also sets September 11, 2012 for the Board of Equalization hearing. Motion by Gilbert, second by Donaldson to approve Resolution #2012-190. Upon roll call vote, all voted aye. Motion adopted. Grand Island Special Meeting - 8/21/2012 Page 175 / 192 Page 4, City Council Regular Meeting, July 24, 2012 #2012-191 – Approving FY 2012-2013 Annual Budget for Business Improvement District #7, South Locust Street from Stolley Park Road to Highway 34 and Setting Date for Board of Equalization. Finance Director Jaye Monter reported that BID #7 requested $47,892 in assessments for fiscal year 2012-2013. This resolution also sets September 11, 2012 for the Board of Equalization hearing. Motion by Dugan, second by Minton to approve Resolution #2012-191. Upon roll call vote, all voted aye. Motion adopted. #2012-192 – Approving FY 2012-2013 Annual Budget for Business Improvement District #8, Downtown and Setting Date for Board of Equalization. Finance Director Jaye Monter reported that BID #8 requested $90,000 in assessments for fiscal year 2012-2013. This resolution also sets September 11, 2012 for the Board of Equalization hearing. Discussion was held regarding the budget amount under “other expenditures” and “land improvements”. Kurt Haecker, Board member stated there were funds carried over along with grant money received that had to be allocated in the 2012-2013 budget. Money left over at the end of the district could be carried over to a new BID. He thanked the Council for the Quiet Zone. The following accomplishments were mentioned: facades, memorial park at Dodge Parking Lot, Quiet Zone, and historical lighting. Motion by Gilbert, second by Gericke to approve Resolution #2012-192. Upon roll call vote, all voted aye. Motion adopted. #2012-193 – Approving Amendment to Redevelopment Plan Area #6 Located at 709 & 715 West 18th Street. This item related to the aforementioned Public Hearing. Motion by Donaldson, second by Ramsey to approve Resolution #2012-193. Upon roll call vote, all voted aye. Motion adopted. #2012-194 – Approving Memorandum of Understanding with Chief Industries and the Grand Island Community Redevelopment Authority. Regional Planning Director Chad Nabity reported that Chief Industries had purchased the former Aurora Coop property at Fonner Park Road and Lincoln Avenue and were in the process of demolishing the old structures. CRA had approved a grant of $100,000 to aid Chief in this process. CRA had asked Chief to consider a Memorandum of Understanding (MOU) that would allow the CRA to recapture the grant at some point in the future if TIF was requested on the property. Comments were made regarding the improvement to this area. Motion by Haase, second by Carney to approve Resolution #2012-194. Upon roll call vote, all voted aye. Motion adopted. #2012-195 – Approving Request of Hall County Historical Society, Inc. for Release of Funds from the Stolley Fund held by the Nebraska Historical Society Foundation. Building Department Director Craig Lewis reported that the Hall County Historical Society had constructed a memorial in Stolley Park and were requesting reimbursement from the Foundation Stolley Fund in the amount of $15,000. Grand Island Special Meeting - 8/21/2012 Page 176 / 192 Page 5, City Council Regular Meeting, July 24, 2012 Judy Humiston, 1110 West 10th Street spoke in support. Motion by Niemann, second by Gericke to approve Resolution #2012-195. Upon roll call vote, all voted aye. Motion adopted. #2012-196 – Approving Bid Award for 2012 Lincoln Park Swimming Pool. Interim Parks & Recreation Director Todd McCoy reported that funding was made available using bonding authority provided through the CRA to replace Lincoln Park Swimming Pool. On January 24, 2012 Council passed Resolution 2012-25 setting a project budget of $1,550,000 for construction of the pool. Four bids were received ranging from $1,679,000 to $1,695,700 with one bid being rejected. It was recommended that the bid be awarded to Hausmann Construction of Lincoln, NE in an amount of $1,679,000 and that Council amends Resolution 2012-25 to increase the project budget for the construction of the pool to $1,679,000. Paul Wicht, 936 South Kimball and Pat Buettner, 714 South Broadwell spoke in opposition. Discussion was held regarding amending Resolution #2012-25 to increase the budget set by Council from $1,550,000 to $1,679,000. Regional Planning Director Chad Nabity commented on CRA looking at funding $1.7 to $1.8 million with bond council. Comments were made concerning taking the low bidder over local preference. City Attorney Robert Sivick commented City Code requirements and possible civil liability to the city if the Council did not award to the lowest bidder. Dave Henke representing JEO, 142 West 11th Street, Wahoo, NE commented on the estimate which included extra features not originally included. Mr. Henke commented on the experience between Hausmann and Lacy Construction. Motion by Gilbert, second by Ramsey to approve Resolution #2012-196 and amend Resolution #2012-25. Upon roll call vote, all voted aye. Motion adopted. #2012-197 – Approving Contract for Health Plan. Human Resources Director Brenda Sutherland reported that Requests for Proposals had been received for health insurance for the employees of the City. The Health Insurance Committee had reviewed the plan changes and recommended Blue Cross and Blue Shield of Nebraska to serve as the Third Party Administrator for the City’s health insurance plan, Discovery Benefits, Inc. to administer COBRA, and Strong Financial Resources as broker. Discussion was held regarding the Wellness Program. Ms. Sutherland stated is had been successful and the City had seen a reduction in claims. Motion by Gericke, second by Dugan to approve Resolution #2012-197. Upon roll call vote, all voted aye. Motion adopted. Grand Island Special Meeting - 8/21/2012 Page 177 / 192 Page 6, City Council Regular Meeting, July 24, 2012 #2012-198 – Approving Appointment of Terry Brown as Interim Public Works Director/City Engineer. Mayor Vavricek recommended the appointment of Terry Brown as Interim Public Works Director/City Engineer. Paul Wicht, 936 South Kimball spoke in support. Public Works Director John Collins recommended the appoint of Terry Brown. Motion by Gilbert, second by Ramsey to approve Resolution #2012-198. Upon roll call vote, all voted aye. Motion adopted. PAYMENT OF CLAIMS: Motion by Dugan, second by Gericke to approve the Claims for the period of July 11, 2012 through July 24, 2012, for a total amount of $4,022,075.71. Unanimously approved. ADJOURNMENT: The meeting was adjourned at 9:00 p.m. RaNae Edwards City Clerk Grand Island Special Meeting - 8/21/2012 Page 178 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item G2 Approving Minutes of July 24, 2012 City Council Study Session Staff Contact: RaNae Edwards Grand Island Special Meeting - 8/21/2012 Page 179 / 192 CITY OF GRAND ISLAND, NEBRASKA MINUTES OF CITY COUNCIL STUDY SESSION July 24, 2012 Pursuant to due call and notice thereof, a Study Session of the City Council of the City of Grand Island, Nebraska was conducted in the Council Chambers of City Hall, 100 East First Street, on July 24, 2012. Notice of the meeting was given in the Grand Island Independent on July 18, 2012. Mayor Jay Vavricek called the meeting to order at 9:15 p.m. The following Councilmembers were present: Chuck Haase, Larry Carney, Bob Niemann, Kirk Ramsey, Peg Gilbert, Mitch Nickerson, Linna Dee Donaldson, Scott Dugan, Vaughn Minton, and John Gericke. The following City Officials were present: City Clerk RaNae Edwards, City Attorney Bob Sivick, Public Works Director John Collins and Finance Director Jaye Monter. SPECIAL ITEMS: Presentation of 2013 Wastewater Budget. Public Works Director John Collins reviewed the Wastewater Budget 2013 Enterprise Fund. There were 27 full time and 3 seasonal employees in the Wastewater Division. Operating revenue funding sources was $29,793,935. General operations were $3,740,338. Treatment Plant, compost & capital was $7,610,308. Collection and capital was $15,435,846. Expenditure totals for general, treatment, and collections was $26,786,492. An ending cash balance was $8,531,981. Reviewed were the following 2013 Wastewater Capital Projects for a 2013 budget for total improvements of $18,527,952 Wildwood Subdivision – Sanitary Sewer District No. 528 Sanitary Sewer Extension; US Hwy 281 to I-80 Platte Valley Industrial Park – East Lift Station No. 7 Repairs/Improvements North Interceptor – Phase 1A, Phase 1B, Phase 2 South and West Interceptor 4th St. to 5th/Eddy to Vine Westwood Subdivision Husker Highway Sanitary Sewer Extension Annual Sewer Rehabilitation Sewer Districts The following Treatment Plant projects for the 2013 budget were presented: Capital Outlay Aeration Basin Headworks Final Clarifier Repair Third Primary and Fourth Secondary Clarifier Grand Island Special Meeting - 8/21/2012 Page 180 / 192 Page 2, City Council Study Session, July 24, 2012 Automation Mr. Collins gave an overview of the Wastewater Treatment Plant progress. Leadership was in place. Introduced was Plant Engineer Marvin Strong. Discussion on Grand Generation Center Funding. Finance Director Jaye Monter reported that additional funding for the Grand Generation Center (GGC) would change the Capital Improvement Projects Fund total for the budget year 2012-2013 from $4,744,067 to $4,532,157, an addition of $38,090 for the Grand Generation Center and a decrease in the cost estimate of the City Hall HVAC system of $25,000. Pam Lancaster, 2809 Apache Road spoke concerning the 1/2 cent sales tax and the funding mentioned in several documents back in 2004. She stated $100,000 would be given annually to the GGC. Gary Quandt, 609 West 14th Street spoke in support. He stated he thought the GGC was receiving $100,000 annually but found out the funding had been decreasing. He said the seniors were important to the community. Mayor Vavricek clarified that there had not been a Councilmember approved by the City Council to serve as liaison for the City on the GGC board for many years. Comments were made regarding the elimination of funds to all out-side agencies over a 5 year period of time. Mentioned was that the GGC paid $1.00 per year rent for the building which was owned by the City. Building Department Director Craig Lewis commented on city staff time dealing with the GGC building. Comments were made by Council that the City should take care of the building which would be a capital project. Mayor Vavricek commented on the historical records in the packet that referenced money spent and earmarked for the GGC. Theresa Engelhardt, Executive Director of the Grand Generation Center explained the private funds for the expansion of the Center. Mentioned was the need for a new roof and parking lot repair which was more money than the GGC could raise. Discussion was held regarding the Lease Agreement with GGC for upkeep and maintenance to the building. Mayor Vavricek suggested Councilmember Carney continue a dialogue with the County, GGC and the City. ADJOURNMENT: The meeting was adjourned at 10:55 p.m. RaNae Edwards City Clerk Grand Island Special Meeting - 8/21/2012 Page 181 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item G3 Approving Minutes of July 31, 2012 City Council Study Session Staff Contact: RaNae Edwards Grand Island Special Meeting - 8/21/2012 Page 182 / 192 CITY OF GRAND ISLAND, NEBRASKA MINUTES OF CITY COUNCIL STUDY SESSION July 31, 2012 Pursuant to due call and notice thereof, a Study Session of the City Council of the City of Grand Island, Nebraska was conducted in the Council Chambers of City Hall, 100 East First Street, on July 314, 2012. Notice of the meeting was given in the Grand Island Independent on July 25, 2012. Mayor Jay Vavricek called the meeting to order at 7:00 p.m. The following Councilmembers were present: Kirk Ramsey, Peg Gilbert, Mitch Nickerson, Linna Dee Donaldson, Scott Dugan, and Vaughn Minton. Councilmember’s Chuck Haase, Larry Carney, Bob Niemann, and John Gericke were absent. The following City Officials were present: City Clerk RaNae Edwards, City Attorney Robert Sivick, Interim Public Works Director Terry Brown and Finance Director Jaye Monter. INVOCATION was given by Community Youth Council member Stephanie Chandler followed by the PLEDGE OF ALLEGIANCE. Mayor Vavricek introduced Community Youth Council members Stephanie Chandler and Jackson Buck. SPECIAL ITEMS: Presentation of 2012-2013 Solid Waster Budget. Solid Waste Superintendent Jeff Wattier reported that the Solid Waste Budget was an Enterprise Fund and no funding was received from the General Fund. All the revenues were generated from tipping fees and one of the few divisions within the City that had competition. The Solid Waste served both residents and non- residents from Grand Island and the surrounding areas. Completed this year was the Landfill Tier II NMOC emission rate testing which must be completed every five years. Also Cell 3 construction expansion activities/preparation had begun with the project likely occurring in 2014 of 2015. The following FY 2012-2013 Budget Capital Expenditures were presented: Landfill compactor - $790,000 Storm water pumps - $120,000 V-plow - $25,000 Concrete Improvements - $20,000 The 2013 Budget for Solid Waste was $7,777,158 with a net FTE increase of .35 and a program budget increase of 2.78%. There were no rate increase or fee changes proposed. Grand Island Special Meeting - 8/21/2012 Page 183 / 192 Page 2, City Council Study Session, July 31, 2012 Discussion was held regarding FTE positions and the duties they would perform. Positive comments were made concerning the Wednesday hours of operation. Finance Director Jaye Monter answered questions concerning the Program Prioritization process. Presentation of 2012-2013 Utilities Department Budget. Utilities Director Tim Luchsinger introduced the following employees in his department: Lynn Mayhew, Assistant Director of Production Travis Burdett, Assistant Director of Transmission Bob Smith, Assistant Director of Distribution Tom Barnes, Engineering Manager Emily Muth, Environmental Manager Darren Buettner, Utilities Accountant Mr. Luchsinger reported that the budget guidelines were a conservative (low) revenue forecast, conservative (high) operating costs, maintain adequate cash reserves, and manage controllable operating expenses and capital expenditures. Cash reserve guidelines included: working capital, replacement power, asset replacement, Capital Improvement reserve, and debt service reserve. Discussion was held regarding cash balance and insurance. Comments were made concerning the expenditures being greater than the revenues. Mentioned was that a small increase in rates was better than a huge increase. Electric Capital Improvements totaled $14,965,000 which included: Additional Substation - $3,000,000; Bond payments; distribution materials - $3,665,000; Power Plant maintenance/improvements - $5,025,000; Air Quality Control expenditures - $3,560,000 and substation improvements. Mr. Luchsinger explained the Cross State Air Pollution Rule which would have a monetary impact of $4 million capital expense for PGS and would be absorbed through cash reserves. A low NOx system would be installed in October, 2012. Explained were the Mercury and Air Toxics Standards with a capital cost estimate of $35 million to $40 million and an additional annual operating cost of $2 million to $2.5 million. Questions were asked regarding the life of the Platte Generating Station (PGS). Mr. Luchsinger stated PGS had another 20 years of life concerning the pollution control. Building capital for a future plant was mentioned. Mr. Luchsinger stated in 10 years we needed to start looking at options. Presented was the Water Capital Improvements for a total of $3,680,000 which included: Merrick County main extension (UP) - $1,750,000; Bond payments - $220,000; Wasmer cell relocation; UPRR crossing replacement; and Central NE Regional Airport upgrade. Mentioned was that Merrick County main extension would be reimbursed back to the City. Grand Island Special Meeting - 8/21/2012 Page 184 / 192 Page 3, City Council Study Session, July 31, 2012 Reviewed were the suburban water rates. There were 74 suburban customers and approximately 170 customers would be added from the Merrick County extension by the end of 2012. Mentioned was that the City of Alda was contractually included within Grand Island corporate limit rates. The minimum monthly consumption charge was $7.48 plus residential meter fee of $2.50 with an average monthly suburban residential consumption of $12.94. 46% of the residential customers had an average monthly consumption charge of less than $10 and 74% of the residential customers had an average monthly consumption charge of less than $13. The following suburban rate options were presented: Increase of consumption rate Increase of meter fee Combination of consumption rate and meter fee No change Discussion was held regarding different City fees than those outside the City. Comments were made by Council concerning increasing the meter rate for those customers outside the City limits. Mr. Luchsinger explained the process of extending water mains and costs. Most were installed because of contamination issues. Councilmember Nickerson stated he didn’t feel we should increase fees to customers outside the City. It was encouraged to grandfather existing customers. Future expansion (annexation) was mentioned as a reason to increase the fees. Presentation of 2012-2013 Golf Course Budget. Interim Parks and Recreation Director Todd McCoy introduced Don and Char Kruse, Golf Pro since 1976. Mr. McCoy reported the golf course had been in the black since 2008. The total Golf Course revenues for 2012-2013 were expected to be $640,259 and the total expenditures budgeted were $670,678. The following Golf Course Capital needs were presented: Irrigation System $470,000 2013 Fencing $ 20,000 2014 Chemical Sprayer $ 12,000 2014 Golf Carts $125,000 2015 Shed for Carts $ 75,000 2015 Upgrade or replace clubhouse ???? Explained was the Irrigation Operating System in the amount of $470,000. The current irrigation operating system at Jack Rabbit Run Golf Course was installed in 1976. Due to the age, the system was costly to repair with parts difficult or impossible to find. The irrigation system was the heart of a golf course and replacement of the outdated system would improve efficiencies in watering and staffing. The following Irrigation System Funding Options were presented: General Fund Finance through: Grand Island Special Meeting - 8/21/2012 Page 185 / 192 Page 4, City Council Study Session, July 31, 2012 o Cash Reserves – Interest Free Loan to Golf Course o Debt Financing – General Obligation Bonds o Repayment of Loan – 20 year at 3.5% - $34,972 annual payment Future Capital Purchases Options were: Dissolve Golf Course Fund – move operations into Parks and Recreation Division o Capital requests through Capital Improvement Projects 400 Fund Mr. McCoy answered questions concerning the current cost of maintenance versus a new system. He stated there were stations that would run all the time and some that wouldn’t run at all. Parts were shipped to California to be fixed. Discussion was held regarding the Golf Course being an enterprise fund and not under the General Fund like all other recreational facilities. Requested was an answer before the Council decided on a budget. Councilmember Gilbert commented on the City not owning the land and could the city sell the golf course. Council questioned the advantages of having an Enterprise Fund versus this being under the General Fund. Mr. McCoy stated there would not be an impact to the Parks budget if this was brought into the General Fund. Council complimented the management of the Golf Course. Mr. McCoy stated they were not going to recommend a fee increase this next year. Comments were made by Council to have the users help pay for the irrigation system. Concerns were made by Council that if this was put in the 400 Fund these types of projects tended to be pushed back and not funded. Golf Pro Don Kruse commented on not supporting the idea of selling the golf course. The City had basically not put any money in the golf course when it opened because of Federal and State Funding and the City may not be able to sell it because of these funds. ADJOURNMENT: The meeting was adjourned at 8:45 p.m. RaNae Edwards City Clerk Grand Island Special Meeting - 8/21/2012 Page 186 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item G4 Approving Minutes of August 3, 2012 City Council Special Meeting Staff Contact: RaNae Edwards Grand Island Special Meeting - 8/21/2012 Page 187 / 192 CITY OF GRAND ISLAND, NEBRASKA MINUTES OF CITY COUNCIL SPECIAL MEETING August 3, 2012 Pursuant to due call and notice thereof, a Special Meeting of the City Council of the City of Grand Island, Nebraska was conducted in the Council Chambers of City Hall, 100 East First Street, on August 3, 2012. Notice of the meeting was given in The Grand Island Independent on August 3, 2012. Mayor Jay Vavricek called the meeting to order at 4:00 p.m. The following City Council members were present: Chuck Haase, Bob Niemann, Kirk Ramsey, Peg Gilbert, Linna Dee Donaldson, Scott Dugan, Vaughn Minton, and John Gericke. Councilmember’s Larry Carney and Mitch Nickerson were absent. The following City Officials were present: City Administrator Mary Lou Brown, City Clerk RaNae Edwards, City Attorney Robert Sivick, Finance Director Jaye Monter and Interim Public Works Director Terry Brown. INVOCATION was given by Pastor Gary Schulte, Evangelical Free Church, 2609 South Blaine Street followed by the PLEDGE OF ALLEGIANCE. Motion by Gericke, second by Ramsey to limit speaking time to 5 minutes. Upon roll call vote, all voted aye. Motion adopted. Approving Censure Document Regarding Mayor Jay Vavricek (See attached): City Attorney Robert Sivick reported that his job as Grand Island City Attorney could often be difficult when there was controversy. He represents the Mayor, City Council, and the City of Grand Island. He was bound by the oath of his office to follow the law. Mentioned was the state statutes and city code with regards to the City Administrator’s resignation. Explained was the law and reasons regarding censure of the Mayor. He recommended that the Council take no action on the censure of the Mayor. Council President Gilbert stated she consulted with legal counsel from the Nebraska League of Municipalities and that this Special Meeting was requested to publicly conclude the ongoing issue of the City Administrator’s position. Mentioned was the importance of communication between the Mayor and Council and that the censure statement was a public statement of the Council’s view. Commented were the wonderful things going on in the community. She stated they wanted to stop the ongoing negative blemish on city government and restore a sense of calm, effective, efficient and confidence in the leadership of staff and elected. President Gilbert requested the Mayor remove himself from the Chair because of his partiality. Mayor Vavricek ruled against this request. Councilmember Haase objected and mentioned that Roberts Rules of Order was a guideline. Mr. Sivick stated since there was no motion yet on the floor the request was premature. Jeb Wolsleben, 1620 North Huston Avenue and Paul Wicht, 936 South Kimball spoke in support of the censure. Alan Usher, 3205 West No. Front Street read a statement on behalf of the Mayor. Mentioned were the conversations with the Council and the background of the resignation of the City Grand Island Special Meeting - 8/21/2012 Page 188 / 192 Page 2, City Council Regular Meeting, August 3, 2012 Administrator effective September 30, 2012 and the appointment of Marlan Ferguson. Reasons mentioned for not hiring Mr. Ferguson as City Administrator were: the City did not have the resources for two City Administrator’s, did not want to compromise the Economic Development Corporations future; utilize the expertise of Ms. Brown through the budget process; and it would be wrong to pay off a City employee after they resigned. Ken Gnadt, 1610 Gretchen Avenue spoke of the successes in Grand Island and the importance of working together. Commented were three reasons to have Ms. Brown stay in the City Administrator’s position: 1) in the middle of the budget session 2) in house Program Prioritization expert and 3) renewal of LB 840. Mayor Vavricek extended his apologies to Council and staff. Mentioned were lessons learned. Motion by Gilbert, second by Haase to approve the censure document regarding Mayor Jay Vavricek (see attached). Discussion was held with regards to what the censure was. Mr. Sivick stated there was no legal effect. It was just a statement by Council. Question was asked if the City could have two City Administrators. Mr. Sivick stated there was only one FTE in the budget for City Administrator. Since Ms. Brown submitted her resignation as of September 30, 2012 it would be less confusing and cause less problems to staff if there was only one City Administrator to report to due to the extended period of time when two would be serving. Comments were made concerning the City moving forward if Ms. Brown continued as City Administrator. Mentioned was faith in the current Finance Director Jaye Monter to complete the budget. Improvements were seen at City Hall after the resignation and departure of Ms. Brown and there were no positives for Ms. Brown, the staff or the City in having Ms. Brown return. Councilmember Haase mentioned receiving feedback from the community and employees. Council needed to be participants of City government and it shouldn’t be a monarchy. Mentioned was working together as a team on this issue and others. It was stated the Council was asking the Mayor for a reconsideration of returning Ms. Brown to City Hall and if there were other alternatives. Councilmember Gericke stated experience as a City Administrator in government was a requirement for the position. It was stated that at the June26, 2012 Council meeting the Mayor had stated he had asked for, received and accepted the resignation of Ms. Brown and that it had never been brought to the City Council for a vote. Mayor Vavricek turned the meeting over to Mr. Sivick to preside. Mayor raised a Point of Order regarding Gilbert, clarifying her ability to speak twice. Mr. Sivick stated the first time she spoke was to present. Council President Gilbert commented on her understanding of the consulting role of Ms. Brown through September 30, 2012 at the time of her resignation. Ms. Brown’s keys were turned in, access to computers was eliminated and limited access to the building had taken place. The only method to bring the Council together to talk about this issue was the Special Meeting. Grand Island Special Meeting - 8/21/2012 Page 189 / 192 Page 3, City Council Regular Meeting, August 3, 2012 Mayor Vavricek stated that he announced on June 26, 2012 that Mary Lou Brown submitted her resignation as of September 30, 2012. He commented about the City Administrator having 10 different bosses and the concern of anyone wanting to come serve as the next City Administrator. Explained were the events that took place during and after Ms. Brown’s resignation. Mentioned was that since there would be no interim City Administrator it was necessary for the Mayor to have Ms. Brown come back to City Hall. Mayor stated he respected each of the Councilmember’s opinions to arrive at his decisions. He stated he does not have the ability to fire without the Council’s approval. Councilmember Haase made comments concerning the exit clause in Ms. Brown’s contract. Mentioned were three exit clauses which all required the City Council’s approval. Council President Gilbert commented on the events that had taken place with regards to an Interim City Administrator. She stated the EDC Board had agreed to a 90 day leave of absence. She asked the Mayor why he didn’t want Mr. Ferguson as an Interim. It was stated the Mayor wanted to work with Ms. Brown. Mr. Ferguson had no knowledge of the change in events. Councilmember Dugan called the question. Mayor Vavricek called for a Point of Order stating not every member had spoken. Mr. Sivick acting as Chair exercised his discretion as acting Chair and allowed further comments. Councilmember Minton stated mistakes had been made by both the Council and the Mayor and the need to come together. Councilmember Gericke stated that the reasons for Ms. Brown’s resignation had not been released. Councilmember Gericke called the question. Mayor Vavricek stated he did not have his second opportunity to speak. Mayor commented on the conflict of interest with regards to the City Attorney raised earlier in the meeting. Mr. Sivick represented eleven people giving legal opinions without the Mayor’s awareness. Mentioned was that the Mayor does not approve any settlement without the City Council’s approval. Acting Chair Sivick asked for the vote. Upon roll call vote, Councilmember’s Haase, Niemann, Ramsey, Gilbert, Donaldson, Dugan, and Gericke voted aye Councilmember Minton voted no. Motion adopted. ADJOURNMENT: The meeting was adjourned at 5:45 p.m. RaNae Edwards City Clerk Grand Island Special Meeting - 8/21/2012 Page 190 / 192 Page 4, City Council Regular Meeting, August 3, 2012 Attachment Grand Island Special Meeting - 8/21/2012 Page 191 / 192 City of Grand Island Tuesday, August 21, 2012 Special Meeting Item X1 Review of Proposed FY 2012/2013 City Single Budget and Community Redevelopment Authority (CRA) Budget This item relates to the aforementioned Public Hearing items E-1 & E-2. Staff Contact: Jaye Monter Grand Island Special Meeting - 8/21/2012 Page 192 / 192