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City Council <br />Meeting Minutes <br />December 18, 2017 <br />Page 2 of 7 <br />DISCUSSION/DIRECTION/ACTION — UTILITY COMMITTEE UPDATE AND <br />COORDINATION WITH FINANCE COMMITTEE <br />Director Kowar stated staff requested this meeting to identify duties of both the Finance <br />Committee and Utility Committee and the decision making process particularly related <br />to utility rates to make it clear which committee is doing what. <br />Kowar reviewed the five-year utility background, projects from the utility program, and <br />workload including storm related issues and infrastructure changes. He noted the <br />various areas the two committees overlap related to the rate model for water, sewer, <br />and stormwater, including costs and revenue He noted how various maintenance <br />capital projects, timing, and tap fees affect the utility rates. <br />Mayor Muckle and Councilmember Loo arrived. <br />Councilmember Loo asked for clarification on the rate model chart, saying it was too <br />confusing for the public to understand Kowar stated staff would simplify the chart. <br />Director Kowar reviewed the process staff goes through when they make decisions to <br />spend money. It includes, costs, efficiencies, maintenance needs, reliability of the part, <br />and levels and quality of service. Staff also reviews probability and risk of failure and the <br />consequences of not acting. <br />Staff works with the Utility Committee and City Council to create the biennial budget. <br />That planning process is well ahead of implementation and planning continues each <br />year with staff adapting to what is happening daily. Sometimes that requires a budget <br />amendment <br />Director Kowar presented some ideas for how the Utility and Finance Committees could <br />divide workload including which might review capital projects, rates, and financial plans. <br />Councilmember Stolzmann stated she would like this discussion based on the goals for <br />the program area set by the Council She would like it to be less tactical and more policy <br />based She suggested making sure the Key Performance Indicators (KPIs) match the <br />goals better. <br />Councilmember Keany agreed the council needs to focus on policy and the goals. We <br />don't need to focus on the details; we need to know at the end of the day if the goals are <br />being met. Councilmember Stolzmann stated the KPIs should be giving the Council the <br />high level information <br />Councilmember Maloney stated we need to give the residents a KPI that is <br />understandable; we need to use those to communicate how we are doing <br />