HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 12/8/2010 *PLEASE NOTE: Since the Glendale City Council does not take formal action at the
Workshops,Workshop minutes are not approved by the City Council.
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MINUTES OF THE
GLENDALE CITY COUNCIL SPECIAL WORKSHOP SESSION
Glendale Civic Center—Workshop Room
5750 West Glenn Drive
December 08, 2010
8:30 a.m.
PRESENT: Mayor Elaine M. Scruggs, Vice Mayor Steven E. Frate and
Councilmembers Joyce V. Clark, Yvonne J. Knaack, H. Phillip
Lieberman, and Manuel D. Martinez,
ABSENT: Councilmember David M. Goulet
ALSO PRESENT: Ed Beasley, City Manager; Horatio Skeete, Interim Assistant City
Manager; Craig Tindall, City Attorney; and Pamela Hanna, City Clerk
FACILITATOR: Dick Bowers, President of R.A. Bowers and Associates
1. GOAL REVIEW AND STRATEGIC PLANNING RETREAT
Mr. Dick Bowers, President of R.A. Bowers and Associates, began the meeting by asking
everyone in the audience to stand and introduce themselves.
Mr. Bowers stated this workshop was different than the other workshops on strategic goals.
However, he wished to begin by restating the City Council's seven 2010/2011 Strategic Goals as
follows:
• One community with strong neighbors.
• A city that is fiscally sound.
• One community focused on public safety for citizens and visitors.
• One community with quality economic development.
• One community with a vibrant city center.
• One community with an active partnership with Luke Air Force Base.
• A city with high quality services for citizens.
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Mr. Bowers explained that this workshop will focus on Glendale's culture of innovation that
centers on key strategic intentions. At this workshop, they will discuss how technology can be
used as a lever, imagination as a day to day tool in the application of service for the community.
They will also learn about a tool called Kaizen which means continuous improvement of
processes. He reiterated this workshop was not a re-visitation of strategic goals and objectives
or a budget review. He added any points brought up by Councilmembers in recent interviews
will be included in the budget meeting scheduled in January.
Mr. Ed Beasley, City Manager, thanked the Mayor and Council for providing staff this
opportunity to talk about innovation and new ways of looking at Glendale's business models.
He stated that discussions today were not only about creating revenue and saving on expenses,
but more importantly about providing improved service. He noted previous business models are
being adjusted or changed in order to do business in today's world.
Mr. Bowers introduced the presentation: Toilet Paper to the Rescue by Mr. Brian Wagner, Crew
leader, Parks and Recreation.
Mr. Wagner stated that although no one really thinks about toilet paper, it was an area where a
large amount of waste was occurring. He explained that currently, toilet paper dispensers in
most parks were free spinning. As a result, a lot of waste, vandalism and theft occurred. He
stated staff decided to find a way to help reduce some of the day-to-day waste. Staff was able to
fabricate a non-spinning, two roll replacement dispenser that allows for minimal restocking. He
stated the idea worked so well, they now have a four toilet paper dispenser at heavily used parks.
He explained staff was amazed at the amount of savings in toilet paper supplies since the change
occurred. This change has resulted in a savings of$4,000 a year per park. He added this change
also saves staff from continually restocking supplies.
Mr. Bowers introduced the presentation: Electronic Fleet Management by Ms. Amy Moreno and
Mr. Scott Givaudan, Crew leaders, Field Operations.
Ms. Moreno explained the new Sanitation Fleet Management System was an internet web based
GPS system for tracking truck routes. The system also allows for a paperless truck inspection
process. She said the operational tracking system significantly uses reduces employee time and
fuel costs. She added that instead of carrying around bundles of paper in the trucks, drivers can
access information on the computer system.
Mr. Givaudan further explained the process and the technology used. He showed how the
tracking system displays the route on the sanitation truck services. The system also provides
information such as start and end time, distance, speed and any idle time.
Ms. Moreno stated their presentation today was only about the system's key features since they
were just beginning. She added there were many other features of the system that will help them
become more efficient with the services they provide, as well increasing the level of service for
the residents of Glendale.
Councilmember Clark inquired about to the cost of the software and staff savings. Ms. Moreno
replied she did not have that information with her, but will be happy to provide that information
at a later time. However, she noted the fuel amount saved within the first year paid for the
system.
Councilmember Martinez inquired as to whether the speed of the truck was in the report. Ms.
Moreno explained the report showed the maximum speed the driver drove that day.
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Vice Mayor Frate commented on the recent storms that have hit the valley. He complimented
the quick and efficient work the sanitation department accomplished on the clean-up.
Mayor Scruggs asked if someone was continually monitoring the system throughout the day.
Ms. Moreno replied yes. She explained they begin at the start of the day and monitor the
progress the drivers make throughout the day. She added at the end of the day they look for any
missed areas. Mr. Givaudan noted the city has seen big fuel savings and less driving because of
the monitoring systems. He added each truck had a laptop.
Mayor Scruggs commented on how this process fits in with the Maricopa County Association of
Governments' air quality program.
Councilmember Clark inquired as to how drivers responded to being monitored by the system.
Ms. Moreno explained that at first, there had been some resistance; however, after each
employee was shown how the system works to make them more efficient, then the drivers were
in agreement. Additionally, because of the system, they discovered they were able to service the
city's 19 routes with only 18 trucks. This translates to fuel and operator savings to the city.
Mayor Scruggs stated she was very impressed with the information presented, not only because
of the savings, but also the added efficiency. She said this was information Glendale citizens
would be excited and interested in learning. She noted it was important to communicate the
innovative ways Glendale was developing to save tax payer dollars. Mr. Bowers remarked that
it was important to note the savings paid for the software in the first year.
Mr. Bowers introduced the presentation: Property and Evidence by Mr. Jim Peer, Property Room
Supervisor, Police Department.
Mr. Peer noted the police department's property and evidence room stores items until released.
This includes everything from the smallest to the largest items. He stated since space was a
premium, items need to be removed as quickly as possible. On average, they take in 2,600 items
a month and clear out 2,100. He said the old process was long and time consuming with a lot of
filing and a lot of back and forth. The Innovate Team and property room staff were able to
create a faster process. He stated evidence reviews and authorization releases are now sent via
email. The turnaround time is often the same day, which greatly reduces time and the amount of
space required for the process. The old average turnaround time was approximately two months
and has now been reduced to two weeks. He stated that the Innovate Team was able to make the
process faster and simpler, which decreases cost and training time. Because of its simplicity,
they were able to immediately send the program out to all the officers and they were able to
follow four simple steps. He displayed some items the department currently stores in their
evidence room. He related some of the stories associated with each item.
Vice Mayor Frate inquired as to the square footage of the evidence room. Mr. Peer replied he
did not know the exact footage.
Councilmember Lieberman asked if they had an index system to locate items immediately. Mr.
Peer explained they had a computer system which can access items within minutes, as well as
other important information about the item.
Councilmember Martinez inquired as to the types and amount of weapons that have been seized.
Mr. Peer replied they store approximately 4,000 guns, as well as many other types of weapons.
Councilmember Knaack asked if the police department also stored cash. Mr. Peer explained
they stored two types of cash. One is evidence money they hold until the case is adjudicated and
the other is money they hold until the person is let out of jail. He noted anything that is illegal
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and has been seized is destroyed and not returned. Additionally, if property is not recovered by a
specific amount of time after being contacted, the item is destroyed, sold or distributed to
departments that need that item.
Councilmember Lieberman remarked that he assumes the department destroyed seized guns.
Mr. Peer stated he was correct. He indicated the guns were burned at the same time as
confiscated drugs. He added any collector items were sold at auction after making sure there
were no owners.
Mayor Scruggs asked if any items were stored in climate controlled areas. Mr. Peer replied yes,
and noted some items did require special storage.
Vice Mayor Frate asked if they also stored vehicles. Mr. Peer replied no. He stated any
automobiles seized go to the shop area where they are either stored or sold at auction.
Mr. Bowers introduced the presentation: Adopt-A-Neighborhood by Dave Johnson, Pastor, The
Vineyard Church, Neighborhood Partnerships Program
Mr. Johnson stated it was his privilege to talk about how wonderful the Adopt-A-Neighborhood
program had been for the church and community. The Vineyard Church is located at 63rd
Avenue and Peoria. He noted the church has a food and clothing bank and offers different self
help classes. Glendale's innovative Adopt- A-Neighborhood offers groups and individuals an
opportunity to adopt an area of their choice and make valuable contributions to the neighborhood
by volunteering a minimal amount of time maintaining their adopted neighborhood. He stated
his dealings with Glendale have been very remarkable and was pleased with the city's passion
for maintaining their communities. He indicated his participation has been in helping the elderly
with yard work until recently when his group adopted the Catlin Court neighborhood area. He
related how they have changed people's minds about volunteering in their communities. He
explained how this program has enabled them to create many friendships and provide
opportunities for residents to also give back to their neighborhoods. He told a very touching
story of how the program had restored the pride and self esteem of a woman who did not have
the means to clean or repair her neighborhood home. He indicated the church has two outreach
events a year and are hoping to add a third. He stated volunteers were excited to work on these
types of programs that help their community and in the process, are learning a new skill. He
commends the city's wise decision in engaging the local church since they both serve the
community.
Vice Mayor Frate commented on the church's homeless and meal programs, as well as all the
good work the church is doing in the community. He also remarked on the wonderful story
about the women helped by the community and how her life was changed for the better in only
one afternoon.
Councilmember Knaack commented on how the community can also help by donating items and
clean clothes. Mr. Johnson agreed and added that men's clothes were especially needed.
Councilmember Clark remarked this was a wonderful program and would like to develop this
program so other churches can also participate. Mr. Johnson agreed. Ms. Cathy Gorham listed
several churches participating in this program. She stated they were actively looking to identify
other churches to be involved in the program. Councilmember Clark stated she was glad this
program was being implemented in other areas.
Mayor Scruggs indicated that The Vineyard Church program fits the city's model best. She
acknowledged this program needs to be extended to other churches; however, realizes resources
were limited at this time. She recognized the city could not perform everything the church
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accomplishes, therefore, was glad for the city's neighborhood partnership with the church. She
indicated the ultimate goal of this program was to serve the citizens in the community. She
thanked Mr. Johnson for all the work the church does in the community.
Mr. Bowers commented that everything presented thus far has been created because of the city's
pride and commitment to the community.
Break. Recorder back on at 10:15am.
Mr. Bowers introduced the presentation: Building Safety 101 Classes for Homeowners by
Randy Huggins, Senior Development Services Rep. and Adam Venetis, Plan Examiner, Building
Safety
Mr. Huggins explained that in order to reduce cost, renovate the area and provide a great
customer experience, Glendale was offering free building safety and special permit classes.
These classes help educate residents about what permits they need to obtain before starting their
home improvement projects. He stated they have prepared the form to be simple and easy to
complete. He explained that residents learned how to get a permit for construction projects, why
permits are necessary, how to fill out the required paperwork and what the possible costs are
associated with a project. He noted these classes had been set up for homeowners; however,
many others attended such as Home Depot, Lowe's and small contractors.
Mr. Venetis stated classes have been very successful and they have recently added a third class
with a solar component. He indicated these classes have encouraged citizens to do the right
thing and obtain a permit when they normally would not have. This program makes for a
happier customer who sees the city as a partner and not an enforcer. He noted the city will be
adding a water heater and residential electrical class in the first quarter of next year. He
expressed his excitement in the work being done by the city's building and safety Innovate
Team, which provides great customer service, increases revenues and reduces cost by helping
the citizens of Glendale.
Vice Mayor Frate asked them to clarify why some people choose not to obtain a simple permit.
Mr. Venetis stated that most of the time, they simply do not know, are misinformed or rely on
the contractor's knowledge. Mr. Huggins explained the seriousness of doing the job incorrectly
and obtaining the correct permits.
Mayor Scruggs inquired what recourse a citizen had in an emergency when having to replace a
water heater on a weekend. She also asked if the Building Safety classes can be obtained on
DVD for people that cannot attend classes personally. Lastly, she asked what can be done to
change the minds of people that see the city as big government. Mr. Huggins explained that in
an emergency, a permit can wait until Monday and work can begin immediately. In regards to
the information being put on DVD or the web, they were currently discussing that option. As far
as dealing with the "big brother syndrome", they deal with that perception every day. Mr.
Venetis remarked he was not aware of any other city providing free classes in building safety for
their citizens.
Councilmember Knaack remarked she was very impressed and had learned a lot when attending
the classes. She was pleasantly surprised that Home Depot and Lowe's had also attended. She
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explained many residents use Home Depot and Lowe's as their contractors, therefore, it makes
sense for them to know what permits to obtain before starting the work.
Mayor Scruggs commented on people having problems selling homes that have had additions
done with no permits. Mr. Huggins agreed and related some of the problems citizens may
experience. Councilmember Knaack agreed and added that the emphasis needed to be on safety.
Vice Mayor Frate remarked on how many projects are being done incorrectly which result in
something going wrong and insurance claims not being paid out.
Mr. Bowers introduced the presentation: Sales Tax and Licensing by Arlene Chemello,
Information Technology Manager, Finance/Information Technology
Ms. Chemello stated she was the IT project manager responsible for implementing the new tax
and license system. She explained how the Innovate Team had been invited to evaluate,
document and identify areas for improvement and streamlining. As a result, the project team
reviewed all existing forms and reports used every day. The team reduced 20 different business
license form applications down to only three user friendly forms. She explained how they re-
engineered the payment information process taking advantage of current technology. She
reviewed the old payment process in contrast to the new process. She explained that instead of
manually imputing 105,000 items of information, the items are scanned, which processes funds
quickly into the city's bank account. She noted other areas in which having a faster process
benefits everyone. She indicated the innovation process had been used throughout this entire
process including designing the system to improve the speed, service and quality the city is able
to provide to tax payers.
Councilmember Knaack inquired if the water service billing was prepared elsewhere. Ms.
Chemello replied the city performs the billing; however, sends the water file to a third party
printer. Councilmember Knaack inquired about a more cost efficient way to pay property fees
on rental properties. Ms. Chemello explained that phase II of the new system will allow for tax
payers to file on-line in the future.
Mayor Scruggs asked how many employees were used to handle the 105,000 items. Ms.
Chemello stated she was not certain; however, believes it took two groups from different
departments totaling 12 people.
Councilmember Martinez also inquired about the tax billing process on rental properties and the
differences in filing schedules. Ms. Chemello stated her understanding was that it was based on
gross levels.
Mr. Horatio Skeete, Interim Assistant City Manager, explained the old system and the difficulty
in making any changes or modifications to different forms. The new system provides the
flexibility allowing changes to be made on items based on different criteria.
Mr. Bowers introduced the presentation: Library Check-in, Main Library by Cheryl Kennedy,
Library Manager, Main Library
Ms. Kennedy stated that last year, Glendale libraries circulated 2.6 million items. She indicated
staff handles items a minimum of five times and some up to seven times. This convinced the
Innovate Team to examine the check-in process to help minimize any unnecessary steps. She
explained that in the past, patrons returned all items into one slot. However, after the team
examined the process with fresh eyes, the return process was modified into three "like material"
slots arranged to receive adult books, children's books and media items. This simple process has
reduced sorting time from 15 to 8 minutes. She also reviewed the new damage process, which
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helps to keep things moving. She said all new systems have helped reduce the amount of
unnecessary steps which allows staff more time to assist the citizens of Glendale as well as
perform other needed duties. She added this experience has become a spring board for other
ideas around the library.
Vice Mayor Frate commented that change was always hard when an organization has been doing
things the same way for decades. However believes when everyone gets involved and
acknowledges the benefits, change becomes much easier. He was surprised to learn the library
also repairs DVD's. Ms. Kennedy commented on the machine used to repair the items.
Councilmember Clark asked if this process has resulted in a faster turnaround time for material
check-ins. Ms. Kennedy replied yes. She added that implementing the Team's
recommendations will save libraries 7,000 hours.
Mayor Scruggs thanked the library staff for all their hard work. She noted most people did not
know how labor intensive the process was for the library employee.
Mr. Beasley remarked that this process not only helps maintain Glendale's libraries but increases
efficiency.
Mr. Bowers introduced the presentation: Healthier, Safer Lives by Mr. Daniel Valenzuela and
Mr. Randy Rodriguez, Glendale Fire Fighters.
Mr. Valenzuela asked for a volunteer to help with their presentation. Councilmember Clark
volunteered. Mr. Valenzuela explained the mission of the Glendale Fire Department is to
provide service to the community that is fast, caring, innovative and professional. He indicated
the fire department responded to over 30,000 emergency calls each year. Since the fire
department is as passionate about preventing those emergencies as responding to them, they
decided to find a way to lower the volume in Glendale. The department decided to start with a
visit to the Glencroft community. While there, they checked residents' sugar and blood levels as
well as educated them in the benefits of leading healthier lives. They encouraged them to
become proactive with their health instead of waiting until a tragedy occurred. He remarked that
approximately 25 percent of the people checked had serious health issues of which they were not
aware. They believe that in order to begin to change people's state of mind, they need to first
start with children in the community. Since most children are not as active as they should be, the
department decided to create a fire theme obstacle course that will motivate children to get up
and move. He explained that the fire department has partnerships with the parks department as
well as local schools. He remarked that this was a great program which required no additional
cost and was a great way for the city to get involved and help the people in the community lead
healthier, safer lives. He noted this was also a great opportunity for the people to get to know
the firefighters in a non-emergency setting.
Vice Mayor Frate commented that Glencroft was a senior community and was glad the
department visited locations where they can help the most people. He also agrees with targeting
children and getting them involved early. He thanked the department and greatly appreciates
their volunteer work.
Councilmember Knaack thanked the department for their preventive actions in water safety and
car seats for children.
Councilmember Clark asked if the fire department vaccinated children. Mr. Valenzuela replied
yes.
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Mr. Bowers introduced the last presenter: Innovate Team by Ms. Diana Bundschuh, Deputy
Chief Information Technical Officer and Ms. Jean Moreno, Management Assistant to the City
Manager.
Ms. Bundschuh reviewed the process in which the Innovate Team was created. She stated that in
today's presentations, they have heard references made about the Innovate Team and the Lean
Program. She explained that most times, staff is aware of where to make changes; however,
other times, they just know there has to be a better way. These are the areas in which the Lean
Program and the Innovate Team create the methodology that will take them through a process to
eliminate any steps not providing value or that are wasteful. As a result, a new streamlined and
efficient process is created providing improved services to citizens. She remarked that the great
part about the Lean Program was that it utilizes existing city resources.
Ms. Moreno stated the Innovate Team was composed of 32 members from different departments
across the organization. She indicated members had a variety of tenure within the organization
as well as a variety of positions. This blend brings diversity to the team and allows for a variety
of expertise and technical support. She stated the Innovate tools being used provide both direct
and indirect benefits to the organization. Additionally, Innovate Team members also learn new
skills that not only help them in their current position, but also transfer to other positions within
the organization. As a result, the city is providing a professional growth and development
opportunity as a side benefit for employees. These employees also have the opportunity to learn
about other departments which in turn makes them more effective in their service delivery. She
stated she was excited to be tapping into the employee's passion for the organization and
community. In addition, these employees are taking what they learned to other areas without
having the Innovate Team introduce another project.
Ms. Bundschuh stated the Innovate Team has completed six projects in 2010. They currently
have seven projects in progress. In addition, the team has created a survey to complete when
projects are completed to find ways in which to improve and not become complacent. She
indicated their five year goals include increasing the amount of projects, cultivating support for
the program and continuing to have a diverse team to help facilitate and bring the brightest and
best ideas to the table.
Ms. Moreno stated their goal is to develop into a valuable resource for departments and grow to
be the team that is called upon to help in any given situation. She noted 2011 will be the third
year the program has been in place. In short, the Innovate Team Program delivers very quick
results, using internal talents and is employee oriented.
Councilmember Clark inquired as to the selection process. Ms. Moreno explained they have an
annual recruitment that accepts applications. Additionally, this year, they are conducting group
interviews. Councilmember Clark inquired as to the amount of time employees have to devote
to team activities. Ms. Moreno stated Lean projects are usually completed within a week and do
not require much time. She stated it was important to note that members devote their time to
projects in addition to their regular job duties. Councilmember Clark asked how projects were
selected. Ms. Moreno stated they accept project ideas through the Innovate Team website. In
addition, they make certain the department heads are agreeable to the process. Another selection
process occurs if a department head sponsors that project.
Councilmember Clark asked how multiple projects were selected. Ms. Moreno replied that
projects are prioritized by importance. Councilmember Clark inquired as to the diversity of
employees for current projects. Ms. Moreno replied they currently have employees from
finance, fire, police, deputy directors and line personnel. Councilmember Clark commented that
employees from every department should have the opportunity to become a part of the Innovate
Team. Ms. Moreno agreed and added they do accommodate many applications; however,
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supervisors had to agree. Councilmember Clark said she was a firm believer that if you know
nothing about something, you seem to ask really great questions. She believes diversity is
critical to the effectiveness of this team. Ms. Moreno agreed.
Mayor Scruggs remarked this program was truly tremendous. She suggested staff find a way to
communicate Glendale's commitment to the community. She recommends staff present projects
accomplished by the Innovate Team to the public. She explained residents will welcome the
opportunity to become informed as to what the city was doing to run more efficiently and
effectively in these trying times. She believes the citizens of Glendale would very much like to
hear the city's response to the environment in which they live today. She added it was important
for them to hear the wonderful success stories that have occurred because of this program.
Mr. Beasley agreed with Mayor Scruggs and added staff would work on creating a social media
strategy to inform the public of what Glendale was working on and accomplishing for the
community.
Councilmember Martinez asked if other cities were doing something similar. Ms. Bundschuh
replied that only Glendale was using the Lean program.
Mr. Beasley noted employees do not get paid for their ideas, but simply come forward to help the
process work better and to insure service is at its highest level.
Vice Mayor Frate thanked the Innovate Team, the dedicated employees as well as higher
management for their innovative ideas. He stated this could not have become a success unless
the program was supported from the very top. He commended Mr. Beasley for his support and
passion for this project. He was glad to have been able to discuss and hear the success stories
and the employee's excitement for this project.
Mayor Scruggs remarked it was important that the community realize these projects are saving
the tax payer money by making things work more efficiently and cost effectively. This project is
saving programs and services as well as helping to save jobs.
Mr. Bowers thanked and commended all the people who gave presentations. He stated they had
all been very successful in their communications about the program.
As there was no further discussion, Mayor Scruggs adjourned the meeting.
ADJOURNMENT
The meeting was adjourned at 11:45 a.m.
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