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03-20-2014_CIACCapital Improvements Advisory Committee Minutes for the Meeting on Thursday, March 20, 2014 1:30 p.m. Utilities Center Conference Room 218 Committee Members Present: Lonnie Hamilton, Chair Eugene Suttmiller, Vice -Chair Max Bower, Committee Member Ronald Johnson, Committee Member Chrys Uhlig, Committee Member Meeting began at approximately 1:30 p.m. 1. Acceptance of the Agenda. City Staff Present: Jorge Garcia, Utilities Director Adrienne Widmer, Acting Water & Wastewater Admin. Carl Clark, Acting RESTS Administrator Diana Montoya, Senior Rate Analyst Mark Johnston, Parks & Recreation Director Eric Martin, Project Management Administrator Travis Brown, Fire Chief Lori Romero, Utilities Office Assistant Senior Suttmiller motioned to accept the agenda. Seconded by Johnson. Hamilton -Aye, Sutmiller-Aye, Bower -Aye, Johnson -Aye, Uhlig-Aye. The motion passed, agenda was accepted. 2. Acceptance of the Minutes. Regular Meeting of February 20, 2014. Johnson motioned to accept the minutes. Seconded by Bower. Hamilton -Aye, Suttmiller-Aye, Bower -Aye, Johnson -Aye, Uhlig-Aye. The motion passed, minutes were accepted. 3. New Business. Approval of 2013 Annual Report. Hamilton asked if everyone had a copy of the annual report that Mr. Johnson so graciously prepared for them. He stated that he would like everyone to take a quick glance at it to see if they can get that over to Mr. Garza, City Manager; the Mayor and City Council. Hamilton entertained a motion to approve the annual report if there were no objections. Suttmiller motioned to approve the 2013 Annual Report. Seconded by Bower. Hamilton -Aye, Suttmiller-Aye, Bower -Aye, Johnson -Aye, Uhlig-Aye. The motion passed, the 2013 annual report was approved. Johnson asked Hamilton if he will sign the report and forward it on. Hamilton stated that yes he will, that CIAC Minutes, 3/20/14 their questions. Montoya replied, that since the revenues are pledged already, the debt payment must be made, so they will roll into operations to make the payment. Bower said his next question is, is if it continues to decelerate, regardless of the rate changes they make, do they just take things off of the drawing board and say, we will take a look at it next year. Clark replied, they look at budgeting and start trying to budget for the following year to complete that project. Bower asked if when that happens, do they end up focusing on projects that are within City limits. Clark and Widmer replied, it depends on what is needed and prioritized. Discussion was held. Hamilton asked as to what level do they see the decline, kind of scratching impact fees off of their list of financial sources. If it is only providing 3% or whatever, how much time and effort needs to be put in to bring consultants in to access the fees and all those types of things that is his question. Widmer said that was higher than them; she said she can certainly pose that question to Dr. Garcia and he can do a reply to them. She thinks it all has to do with prioritization and what needs to occur. She said that right now the impact fees that are coming in are paying for debt service; if there is not even impact fees coming in to pay the debt service, then it goes to the ratepayers. Discussion was held. Johnson said that one of the questions he had was, in January 2013, the customer surcharge is $333 that just seems to be a number that is out of context; everything else seems to be in some kind of order, under wastewater. He asked if that was a typo. Clark replied, it could be a typo. Montoya replied, that is just one customer, the amount, but that she could look into it and find out. Clark said, it looks like it could be a typo, maybe it should be $3,000. Discussion was held. Johnson made a motion to accept this report. Seconded by Bower. Hamilton -Aye, Suttmiller-Aye, Bower -Aye, Johnson -Aye, Uhlig-Aye. The motion passed, the report was accepted. Uhlig asked Widmer if she had stated that impact fees are assessed outside of the City limits. Widmer replied, a certain amount that they have to pay too. Discussion was held. 5. Committee General Discussion. Hamilton stated that he wanted to have a discussion about their meeting. He is thinking of maybe furloughing these meetings, unless there is something urgent that comes up and they can call a meeting then. He is thinking of having a 90 day reprieve between the CIAC meeting today and the next meeting to convene. At that point, he asked Lori if she could notify everybody in advance, after they have their 90 day, in the same order as they had, January, February and March, they will ask for these same similar reports back so they can stay in touch with those and only do that every couple of times a year. He stated that therefore, they have three months of coverage with each individual unit reporting to them and then pick that up and get an update after the fiscal year ends in June; then they will have fresh information based on the new budgetary processes and those things. Johnson said that would be the first quarter; they would hit July, August and September and be all updated; he thinks that is very smart. Hamilton asked if anyone had a problem with that concept; the Committee agreed that was an excellent idea. Johnson motioned that they take a sabbatical for 90 days and meet again the third Thursday of July. Lori replied that would be July 17cn; Johnson thanked Lori. Seconded by Uhlig. Hamilton -Aye, Suttmiller-Aye, Bower -Aye, Johnson -Aye, Uhlig-Aye. The motion carried, the next CIAC meeting will be held on July 17cn. 4 CIAC Minutes, 3/20/14 Martin asked Hamilton, then on July 17th what kind of sequence is he looking for. Hamilton asked Lori, who started them in January. Lori replied, Public Safety. Hamilton said, okay, then it will be Public Safety and then the same sequence they had before; that way everyone will have the same break time and prep time. Johnson asked Johnston when his new fees went into effect. Johnston replied, July 2013. He stated that he had just told Martin then at that time they will be able to report back on the approved ICIP and funded CIP because Council will have gone thru the process. 6. Next Meeting Date. Hamilton stated that the next meeting date would be July 17, 2014 at 1:30 p.m. 7. Public Participation. None. 8. Board Comments. None. 9. Adjournment. Bower motioned to adjourn the meeting. Seconded by Uhlig. All in favor. Meeting adjourned at approximately 2:51 p.m. Lonnie Ham i ion CIAC Chair 5 CIAC Minutes, 3/20/14 Date