01-03-2017 Council Closed Work Session Minutes

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CITY COUNCIL SPECIAL WORK SESSION January 3, 2017 APPROVED 40 - Resources that are tracked - labor, materials, vendors, and equipment; the council 41 saw how staff can track vehicles and related costs and services and what staff 42 anticipates adding in the area of tracking and how staff can attach materials such 43 as instruction manuals or invoices to the records. 44 The mayor asked if there is a plan to measure the value of the system (the cost of time 45 spent to enter information versus how that can be used as a value to the city). Director 46 DeGardner remarked that, from staffs viewpoint, the system is clearly already providing 47 efficiencies; and he believes that includes efficiencies for the workers in the field. The 48 mayor said it's clear that the system works; the expectation is buy -in and more 49 participation in the future. The mayor asked when the system will be in complete use and 50 Director DeGardner suggested that this time next year is a goal, adding that a little more 51 focus should come this year to make functionality better. The reporting function will 52 certainly be useful when staff is able to utilize that more. 53 Council Member Rafferty remarked that Cartegraph doesn't necessarily follow the 54 fueling system. Ms. Robinson explained that data on fuel utilized by department by 55 vehicle is available; fuel vending is actually handled by the PetroVend system. 56 57 The council thanked staff for the presentation and indicated that they see the system is 58 working well for the city and they look forward to full implementation. 59 3. 2018 Street Reconstruction Feasibility Study WSL and LaMotte — 60 Community Development Director Grochala reviewed his written report recalling the 61 council's previous action to establish a street reconstruction plan. The city has 62 proceeded with the first phase (Shenandoah area) and it turned out well. The second 63 phase was intended for 2019 but staff would now like to bring that up one year. The first 64 step would be a feasibility study, with that information to be used for an updated five year 65 street reconstruction plan to be considered in June of this year (a public hearing would be 66 required). There may also be a project added at the end of that five year period. The 67 statutory process does include allowance for a reverse referendum by petition. The 68 project area or areas would be based on information on costs achieved through the 69 feasibility study. Sewer and water will generally not be included but costs would be 70 identified in case that is possible and desired. Staff has discussed the concept of putting 71 in main lines using utility funding, for availability when people want to hookup. The 72 separation of projects under the concept of financing would be anticipated if there were to 73 be a street and sewer/water project. There was discussion about the existing systems in 74 the area and how they may be impacted in the future. 75 76 The council will receive more information at the city council meeting on the estimated 77 cost of a feasibility study and how that could be separated. Mayor Reinert indicated that 78 he understands that staff will also be proceeding with the process to update the five-year 79 plan for the street reconstruction work. Council Member Kusterman asked that the 80 council receive an overview of the street reconstruction plan process. 2