HomeMy WebLinkAboutJune 17, 2024 Special Meeting/Workshop Council Minutes COMMON COUNCIL OF THE CITY
JEFFERSONVILLE, INDIANA
June 17, 2024
COMMON COUNCIL SPECIAL
MEETING/WORKSHOP
The Common Council of the City of Jeffersonville, Indiana met for the Common Council Special
Meeting/Workshop on June 17, 2024. Council President White along with City Clerk Gill called the
meeting to order at 5:11 p.m. The meeting was open to the public in person as well as live streamed via
the City Website using Zoom.
ROLL CALL:
The roll call was conducted by City Clerk Lisa Gill and present in Council Chambers were Councilperson
Burns, Councilperson Semones, Councilperson Anderson, Council President White, Councilperson
Webb, Council Vice President Hawkins, Councilperson Snelling and Councilperson Stoner. Let the record
reflect that 8 Council Members were present in Council Chambers. Councilperson Reed was absent.
Council President White advised he would like to add the discussion of the Fire Contract and asked if
there were any objections to that. Councilperson Stoner made a motion to add the discussion of the
Fire Contract and Councilperson Burns seconded the motion; motion passed, 8-0.
Councilperson Burns made a motion to approve the agenda as amended and Councilperson Stoner
seconded the motion; motion passed, 8-0.
NEW BUSINESS:
Heather Metcalf-Capital Plan—City Controller Heather Metcalf advised she provided the Council with
a packet that overviews the requests (attached). The master funds report reflects what would need to
be approved tonight with the Fire Salary increase. Also as a reminder the Fire Department is having an
apparatus delivered in May of 2026 and the Police Department is having the Mobile Command Center
delivered in November of 2025. The two together will cost 4.8 million dollars.
Mr. Morlan advised they have reprioritized their big-ticket items. There are three buildings in bad shape
and do not fit the current needs of the fleet. There is room on site for to update. He is requesting to
move his 2026 and 2025 list to 2024. The amounts he provided are estimated. Additionally, the
warehouse by the gas pumps needs to be demolished and rebuilt; that would be a secondary request for
this year if there are any funds left over. When the buildings are redone he would like to have covered
storage with bay doors so the trucks can be brought inside and have an area to expand the brine system
in the future. He would like to have an automatic system indoors for the brine. He has approximately
$550,000 in the MVH surplus and $350,000 in Local Roads and Streets surplus. His request is to
appropriate the $550,000 from the MVH Surplus and $150,000 from the Local Roads and Streets
surplus. He would like to move the vehicle purchases down further on his rolling capital plan list. Mr.
Morlan is not requesting to take all of the money from the surplus in local roads and streets. There will
still be a 25% surplus left. Council President White asked if salaries were paid out of the MVH fund and
it was confirmed they are. Council President White asked if$150,000 could be moved from MVH
request and be taken out of Local Roads and Streets instead. Mr. Morlan advised he would not have an
issue with that. Councilperson Semones confirmed there was sufficient reserves to fund the request as
Council President White presented-$400,000 out of MVH and $300,000 out of Local Roads and Streets.
Council President White asked the Council if they were in agreement to request Mrs. Metcalf prepare an
Additional Appropriation request for the next Council Meeting for$400,000 out of MVH and $300,000
out of Local Roads and Streets. The Council agreed to move forward with those amounts.
Mrs. Metcalf advised for the Fire Department requests, all of the funding is taken out of the LIT Public
Safety Fund with the exception of Station One Architectural Design and Headquarters Expansion. LIT
Public Safety Fund cannot afford all of the requests from Police and Fire which is why it is important for
those departments to be able to prioritize their lists. Mrs. Metcalf expressed concern for spending all of
the reserves in the LIT Public Safety Fund because of the high dollar items that will be delivered in the
near future. Councilperson Burns asked Chief Grant what the priorities were. JFD Chief Grant said now
that the City is doing the Fire Territory Study and possibly adding EMS services to that study he would
like to hold off on the request of$450,000 for the training room renovation until he sees the results of
the study because those results will likely impact what is needed. The City did give notice to New Chapel
EMS to vacate the station on Crestview. That is a City owned station and they have requested it be
vacated within 60 days. Chief Grant is unsure of what changes will need to be made to that station
before they are able to put staff there. This was not included in the Capital Plan because it just came up.
JFD will be expanding their services and pull a truck from Station 1 to put in that Station which will close
up a gap they have between Stations 1 and 2. The station on Crestview will be Station 6 and there will
not be additional personnel needed. The turnout gear is very important as well as the vehicle repairs.
He would like to prioritize the other requests first and hold off on the Headquarters expansion. Council
Vice President Hawkins asked if the renovations at Station 1 were still going to be prioritized and Chief
Grant advised it would still be needed but adding the Crestview Station will help so he would like to see
that completed first. Councilperson Semones advised the total request for Fire is$610,000 and that
would still keep the City above the 25%surplus in the LIT Fund. Council President White proposed doing
the motor supplies, hoses,training equipment, and training supplies. Chief Grant said he would also like
to see the Crestview Station on that list and Council President White said he just meant for what could
be done today and they do not have the information for the Crestview Station. Mrs. Metcalf confirmed
the additional appropriation would have all of the Fire Department requests with the exception of the
Headquarter Expansion and the Council President White advised Mrs. Metcalf to take out the request
for the Pole Barn ($150,000). The total amount for the Fire Department request is$460,000. Chief
Grant thanked the Council for their support.
Mrs. Metcalf advised all of the requests for the Fleet were potentially coming out of EDIT with the
exception of the $800,000 for the service base which is not funded in this plan. The total funded for the
Fleet is$448,000. The EDIT Fund is currently sitting at 46.88%over in reserves. Councilperson Semones
asked what the reserves would be if all of the requested items that were identified to be funded from
EDIT were appropriated. Mrs. Metcalf said it would need $146,000 to be over the 25%. Council
President White asked what the status was for the Engineering Electrician Vehicle. Councilperson Burns
said additional lights needed to be added for safety and there needed to be additional updates to be up
to today standards. The vehicle is 14 years old. Mrs. Metcalf asked if they would like to have a
discussion about funding the Service Base ($800,000) and Council President White said he would like to
come back to that at a later time and the Council agreed. Councilperson Semones asked if they wanted
to approve the rest of the requests and hold off just on the Service Base or if they wanted to come back
to the Fleet entirely. Council President White said he would like to come back to it at a later time for all
of the Fleet requests and the Council agreed.
The Parks Department's primary request was for the playground at Big 4 Park. Parks Department Paul
Northam advised they are removing the request for the dumpster enclosure at the Envision Center
($15,000). The Big 4 play surface is unsafe. If they replace it with another rubber surface the needed
amount is around $135,000 however if they use a turf product it is about$110,000. Mr. Northam
advised he would be going to look at locations that have installed the turf product within the next
couple of weeks and would make the decision then. Council President White asked if it could be
revisited after Mr. Northam visits the locations and Mr. Northam said that was fine. Council President
White said they are in a time where they are unsure of how things will fall so when the funds for Public
Safety and EDIT are being discussed he would like to be cautious about making commitments from those
funds until they have the results back of the study. Council Vice President said he agreed and asked if
Council President White had a timeframe for when the study would be back and Council President
White said he hoped they would have some of the numbers back next week.
Mrs. Metcalf asked if the Council wanted to pause on the discussion and Council President White
confirmed, noting they were running out of time before the regular scheduled meeting.
Dustin White - Discussion of the Fire Contract—Council President White advised during the next
meeting he will be requesting to add the Resolution and Contract to the agenda for the Fire
Department. In the negotiating committee they agreed to a six month modification. They already had
the base pay increased to $66,000 which is what the Additional Appropriation covers during the regular
scheduled meeting. The negotiating committee also agreed to change the parity to include retirement
and the Fire Union agreed. If the Resolution is approved the base will be $66,000 and longevity at 1.5%
for 25 years. To put this on the agenda will require a unanimous vote.
ADJOURNMENT:
Councilperson Burns made a motion to adjourn at 5:59 pm
APROVED B • I J_ / ,/
bt.4_ _
, Arie
Dustin White, Council President ATTEST: Lisa Gill, Clerk
Master Funds Report 2024 April-Updated Encumbrances
Advertise
Approved
x
Local Fund# 1101 2201 2202 2203 2204 2209 2223 2235 2240 4402 8801 8802
DLGF FUND NUMBER: 101 708 706 708 1303 2411 6401 0254 2391 341 342
General MVH LRS MVH-R LIT Economic Sanitation Riverboat LIT Public Safe CCD Fire Pension Police Pension
FUND NAME: Development LIT Park tY
DLGF FUND NAME:
APPROPRIATION REQUEST: 0 0 0 0 0 0 0 0 0 0 0
Amount by Reduction: 0
Net amount of Increase: 0 0 0 0 0 0 0 0 0 0 0 0
1.Property Tax Levy(Line 11) 28,436,034 0 0 0 3,453,934 0 3,120,731 0 0 325,076 0 0
2.Levy Excess applied(Line 10) 0 0 0 0 0 0 0 0 0 0 0 0
3.PTRC from CAGIT(Line 13A) 0 0 0 0 0 0 0 0 0 0 0 0
4.LOIT Freeze Amount(Line 13B) 0 0 0 0 0 0 0 0 0 0 0 0
5.Misc.Revenue Estimate(Line 13) 16,538,864 1,202,300 950,000 1,172,300 383,907 3,213,993 505,132 265,984 2,813,792 15,541 1,400,000 890,000
9,849,624 895,997 741,169 103,444 883,300 2,666,618 1,542,037 386,147 1,978,069 287,791 617,812 317,256
6.January 1 Cash Balance including investments
7.Subtotal of Funds(1+2+3+4+5+6) 54,824,522 2,098,297 1,691,169 1,275,744 4,721,141 5,880,611 5,167,900 652,131 4,791,861 628,408 2,017,812 1,207,256
8.Less Circuit Breaker 4,300,402 0 0 0 517,841 0 467,863 0 0 45,894 0 0
9.Total Funds(7 minus 8) 50,524,120 2,098,297 1,691,169 1,275,744 4,203,300 5,880,611 4,700,037 652,131 4,791,861 582,514 2,017,812 1,207,256
10.DLGF Approved Budget(Line 15) 40,624,682 1,202,300 950,000 1,172,300 3,320,000 3,127,218 3,158,000 250,000 2,600,434 252,000 1,400,000 890,000
11.Encumbered Appropriations 612,624 15,553 126,257 0 114,989 963,199 99,981 238,014 238,014 90,421 0 0
12.Temporary Loans Outstanding as of Jan 1 0 0 0 0 0 0 0 0 0 0 0 0
13.Beginning Obligations(Add 10 thru 12) 41,237,306 1,217,853 1,076,257 1,172,300 3,434,989 4,090,417 3,257,981 488,014 2,838,448 342,421 1,400,000 890,000
14.Surplus Funds(9-13) 9,286,814 880,444 614,912 103,444 768,311 1,790,194 1,442,056 164,117 1,953,414 240,093 617,812 317,256
15.Amount appropriated since January 1,less any 713,939 0 0 0 0 324,213 0 0 57,759 0 0 0
reductions in appropriations.
16.Amount transferred to the Rainy Day Fund 0 0 0 0 0 0 0 0 0 0 0 0
17.Surplus Funds Remaining(14-15-16) 8,572,875 880,444 614,912 103,444 768,311 1,465,981 1,442,056 164,117 1,895,655 240,093 617,812 317,256
Difference b/t Jan 1 Cash and Line 17 (664,125) 0 0 0 (0) (237,438) 0 15,984 155,599 42,723 0 0
JE.
Target Cash
Reserve Level 15
%
15% $ 6,093,702.30 $ 180,345.00 $ 142,500.00 $ 175,845.00 $ 498,000.00 $ 469,082.70 $ 473,700.00 $ 37,500.00 $ 390,065.10 $ 37,800.00 $ 210,000.00 $ 133,500.00
>1 25% $ 10,156,170.50 $ 300,575.00 $ 237,500.00 $ 293,075.00 $ 830,000.00 $ 781,804.50 $ 789,500.00 $ 62,500.00 $ 650,108.50 $ 63,000.00 $ 350,000.00 $ 222,500.00
Acutal 21.10% 73.23% 64.73% 8.82% 23.14% 46.88% 45.66% 65.65% 72.90% 95.28% 44.13% 35.65%
$ 8,572,874.86 $ 880,443.85 $ 614,912.23 $ 103,443.54 $ 768,310.95 $1,465,981.10 $1,442,055.98 $ 164,117.28 $1,895,654.64 $240,093.26 $ 617,811.99 $ 317,256.00
Pooled Target
Cash Reserve
Level 30
14,056,300.20
Actual 35.89%
16,816,334.99
Surplus over 15% 2,479,173 700,099 472.412 270.311 996,898 968 356 126,617 1,505.590 202,293
Surplus over 25% (1,583,296) 579,869 377,412 161 6891 684,177 652556 101 617 1,245.546 177.093
City of Jeffersonville
Rolling Capital Improvement Plan
Last Reviewed: 6/17/2027 2024
Priority Today's FY 2024
Function Dept Name Project Description # Cost Estimate
equipment Fire Turn-out gear turn-out gear (4500.00 ea.) 50 sets 2024, 15 sets each year after $225,000 $225,000
supplies Fire Motor Supplies Motor Supplies-used for repairs of vehicles $15,000 $15,000
supplies Fire Hoses 1.75in 50feet sections,3'xSO,2.5'x50 $22,200 $22,200
capital Fire station 1 archectural design TEG proposal for the design work $168,500 $168,500
capital Fire Sta 6(Crestview Station) aquire and renovate to operate out of. No personnel needed
capital Fire Headquarters Expansion Expanded training room $450,000 $450,000
equipment Fire Training Equipment Roof Props/Full gable$16k $16,000 $16,000
supplies Fire training supplies Training props for inside training connex $14,000 $14,000
capital Fire Pole Barn barn for storage,20ft tall,concrete floor $150,000 $150,000
capital Fire Station 1 renovation outside repairs, replace bay doors,copper plumbinq,ramp upgrade(30k)etc
Building Fleet Add 2 new service bays for Fire Dept.Mechanic. 2 bays to be added at end of current building to increase height for ladder trucks. $800,000 $800,000
Improvement Fleet Undercarriage Wash system Install an undercarriage wash system for Heavy Equipment and Garbage Trucks. $120,000 $120,000
Vehicle Fleet Replace Fire Dept. Mechanic Vehicle New 4500 truck with mechanic bed and crane $165,000 $165,000
Vehicle Fleet-ENG Replace 2012 Engineering Electrician vehicle Current Vehicle is 2012 Chevy Cargo Van. 150K+ miles. Engine issues. Unsafe. $85,000 $85,000
Vehicle Fleet-HR Replace HR Director Vehicle Current vehicle 2012 Chevrolet Traverse 98K miles. $33,000 $33,000
Vehicle Fleet-IT Replace 2011 IT tech vehicle Current Vehicle is 2007 Dodge Durango. 235K miles. Engine issues. Very inefficient $45,000 $45,000
Infrastructure Parks Chapel Lake disc golf
135,000- $90,000
Infrastructure Parks Big Four play surface; (-45000 from RD) 1
$135,000 $90,000
Infrastructure Parks Fieldhouse café flooring 2 $40,000 $40,000
Infrastructure Parks Highland new dog play features 3 $25,000 $25,000
Infrastructure Parks WAC add curbs 4 $15,000 $15,000
Infrastructure Parks Kyle Vissing basketball court 5 $30,000 $30,000
Infrastructure Parks Chapel Lake stripe parking lot&seal coat 6 $60,000 $60,000
Infrastructure Parks Envision Center dumpster enclosure 7 $15,000 $15,000
Infrastructure Parks Big Four new bollards
$25,000 $25,000
Equipment Police Taser Program Replacement Replace current outdated tasers and replace with new tasers, batteries,cartridges 1 $434,940 $86,000
software/hardwa Police Laptop/MDT Replace laptops for in car opertaions on a dedicated yearly cycle $250,000 $50,000
Equipment Police Body Worn Camera Body Worn Camera Lease expires in 2025 $600,000 $110,000
Equipment Police Signboards for Traffic Control Radar trailers and Sign Boards $20,000 $20,000
SWAT Vests Police SWAT VESTS Replace SWAT Vests for entire team as they are set to expire $75,000 $15,000
Radio Replaceme Police Begin to replace and upgrade mobile radio Replace handheld radios for patrol/investigative division(100 units) $800,000 $160,000
Wellness Police Wellness Budget Yearly Sustainment for the Wellness Unit $100,000 $20,000
vehicles Police Purchase Crisis Negotiation Team Vehicle Hostage Negotiation Vehicle Purchase $150,000 $30,000
repairs Sanitation Paint Exterior of Building $35,123 $35,123
equipment Sanitation Dumpster(20-yard) Total needed is4 $6,100 $18,300
equipment Sanitation Dumpster(30-yard) Total needed is4 $6,560 $6,560
supplies Sanitation Toters(trash cans) $81.07 each•364=$29,510)3%Increase for2026.2028) $29,510 $81,000
software/hardwa Sanitation Computers 5 year rotation $5,000 $5,000
software/hardwa Sanitation Printers $5,000 $5,000
vehicles Sanitation One Arm Trash Trucks 2009 Blue PeterblltOne-Arnt $315,000 $438,600
vehicles Sanitation Packer Trash Trucks 2013 Blue Freightliner Packer $300,000 $340,000
vehicles Sanitation Packer Trash Trucks 2011 Blue Peterbilt Packer $300,000 $340,000
Vehicles Street Brine Truck 2000 White GMC Brine Truck used rarely $95,000 $95,000
Vehicles Street Dump Truck for Snow Removal 2002 White Freightliner Dump Truck $180,000 $180,000
Vehicles Street Dump Truck for Snow Removal 2002 White Freightliner Dumptruck $207,000 $207,000
$6,095,933 $4,861,283
Preliminary&Potential Funding 6/17/2024 capital Improvement Plan Year No.
Priority FY 2024 1101 2201 2202 2204 2209 LIT 2223 2235 4402
Dept Name Project # Estimate General MVH LRS Park Econ Dev Sanitation Riverboat 2240 LIT PS CCD
Fire Turn-out gear $225,000 _ $225,000 $225,000
Fire Motor Supplies $15,000 $15,000 sis,00o
Fire Hoses $22,200 $22,200 $22,200
Fire station 1 archectural design $168,500 so
Fire Sta 6(Crestview Station) so
Fire Headquarters Expansion $450,000 so
Fire Training Equipment $16,000 $16,000 516,000
Fire training supplies $14,000 _ $14,000 s14,000
Fire Pole Barn $150,000 $150,000 51s0,000
Fire Station 1 renovation so
Fleet Add 2 new service bays for Fire Dept.Mechanic. $800,000 50
Fleet Undercarriage Wash system $120,000 _ $120,000 $120,000
Fleet Replace Fire Dept.Mechanic Vehicle $165,000 $165,000 $16e,000
Fleet-ENG Replace 2012 Engineering Electrician vehicle $85,000 $85,000 $85,000
Fleet-HR Replace HR Director Vehicle $33,000 $33,000 $33,000
Fleet-IT Replace 2011 IT tech vehicle $45,000 $45,000 $45,000
Parks Chapel Lake $10,000 so
Parks Big Four 1 $90,000 _ $90,000 $90,000
Parks Fieldhouse 2 $40,000, so
Parks Highland 3 $25,000 so
Parks WAC 4 $15,000 so
Parks Kyle Vissing 5 $30,000 so
Parks Chapel Lake 6 $60,000 $0
Parks Envision Center 7 $15,000 so
Parks Big Four $25,000 $o
Police Taser Program Replacement 1 $86,000 $86,000 $86,000
Police Laptop/MDT $50,000 $50,000 $50,000
Police Body Worn Camera $110,000
Police Signboards for Traffic Control $20,000 $110,000 s
$20,000 $20,000
520,000
Police SWAT VESTS $15,000 $15,000 515,000
Police Begin to replace and upgrade mobile radio $160,000
Police Wellness Budget $20,000 $160,000 s$20,
$20,000 520,000
00
Police Purchase Crisis Negotiation Team Vehicle $30,000 $30,000 $30,000
Sanitation Paint Exterior of Building $35,123 $35,123 $35,123
Sanitation Dumpster(20-yard) $18,300 $18,300 $18,300
Sanitation Dumpster(30-yard) $6,560 $6,560 $6,560
Sanitation Toters(trash cans) $81,000 $81,000 $81,000
Sanitation Computers $5,000 $5,000 ss.000
Sanitation Printers $5,000 $5,000 $5,000
Sanitation One Arm Trash Trucks $438,600 $438,600 $438,600
Sanitation Packer Trash Trucks $340,000 so
Sanitation Packer Trash Trucks $340,000 so
Street Brine Truck Used rarely $95,000 $o
Street Dump Truck for Snow Removal $180,000 $o
Street Dump Truck for Snow Removal $207,000 $o
so
$4,861,283 $0 $0 $0 $0 $538,000 $589,583 $0 $933,200 $0
Surplus over 15% 2,479,173 700,099 472,412 270,311 996,898 968,356 126,617 1,505,590 202,293
Surplus over 25% (1,583,296) 579,869 377,412 (61,689) 684,177 652,556 101,617 1,245,546 177,093
Balance waS Surplus at 15% 2,479,173 700,099 472,412 270,311 458,898 378,773 126,617 572,390 202,293
Balance with Surplus at25% (1,583,296) 579,869 377,412 (61,689) 146,177 62,973 101,617 312,346 177,093
Fire
May 2023
38-46.5 Months
Possible delivery: May 2026
Pricing Summary:
Sale Price — $2,254,550.00' — Enforcer 100' Ascendant Aerial Tower
$1 ,263,675.00' — Enforcer PUC Pumper
$3,518,225.004 - Total Sale Price
`Houston-Galveston Area Council (HGAC) Consortium Pricing.
Police
24-26 Months
Possible delivery: Nov 2025
Customer Name City of Jeffersonville Date November 21,2023
Quantity Chassis Type Body Type Contract Price per Unit
I Frontline C-35X-3 Freightliner Mobile Command Unit S 1.,1R4,457 00
'Houston-Golveston Area Council(HGAC)Consortium Pricing
$ 3,518,225
$ 1,284,457
$ 4,802,682