Loading...
HomeMy WebLinkAboutAgendas - City Council - Meeting Date: 6/23/2011 r Pi III I GLENDr GLENDALE CITY COUNCIL WORKSHOP SESSION Council Chambers—Workshop Room 5850 West Glendale Avenue June 21, 2011 1:30 p.m. WORKSHOP SESSION 1. INNOVATE PROJECT: CENTRALIZE/COORDINATE MEETING ROOM RENTALS FOR CITY FACILITIES CITY MANAGER'S REPORT This report allows the City Manager to update the City Council about issues raised by the public during Business from the Floor at previous Council meetings or to provide Council with a response to inquiries raised at previous meetings by Council members. The City Council may only acknowledge the contents to this report and is prohibited by state law from discussing or acting on any of the items presented by the City Manager since they are not itemized on the Council Workshop Agenda. EXECUTIVE SESSION 1. LEGAL MATTERS A. The City Council will meet with the City Attorney for legal advice, discussion and consultation regarding the city's position in pending and contemplated litigation, including settlement discussions conducted in order to avoid or resolve litigation. (A.R.S. § 38-431.03(A)(3)(4)) 2. LEGAL MATTERS —PROPERTY& CONTRACTS A. Discussion and consultation with the City Attorney and City Manager to receive an update, consider its position and provide instruction and direction to the City Attorney and City Manager regarding Glendale's position in connection with agreements associated with the Arena and the Hockey Team, which are the subject of negotiations. (A.R.S. § 38-431.03(A)(3)(4)(7)) 3. PERSONNEL MATTERS A. The City Council will meet with the City's Consultant to discuss and consider the annual performance evaluation of the City Manager. (A.R.S. § 38-431.03(A)(1)) Upon a public majority vote of a quorum of the City Council,the Council may hold an executive session,which will not be open to the public,regarding any item listed on the agenda but only for the following purposes: (i) discussion or consideration of personnel matters(A.R.S. §38-431.03(A)(1)); (ii) discussion or consideration of records exempt by law from public inspection (A.R.S. §38-431.03 (A)(2)); (iii) discussion or consultation for legal advice with the city's attorneys(A.R.S. §38-431.03(A)(3)); (iv) discussion or consultation with the city's attorneys regarding the city's position regarding contracts that are the subject of negotiations, in pending or contemplated litigation, or in settlement discussions conducted in order to avoid or resolve litigation(A.R.S. §38-431.03(A)(4)); (v) discussion or consultation with designated representatives of the city in order to consider its position and instruct its representatives regarding negotiations with employee organizations(A.R.S. §38-431.03 (A)(5));or (vi) discussing or consulting with designated representatives of the city in order to consider its position and instruct its representatives regarding negotiations for the purchase, sale or lease of real property (A.R.S. §38-431.03(A)(7)). Confidentiality Requirements Pursuant to A.RS. §38-431.03 (C)(D): Any person receiving executive session information pursuant to A.RS. §38-431.02 shall not disclose that information except to the Attorney General or County Attorney by agreement of the City Council, or as otherwise ordered by a court of competent jurisdiction. CITY OF GLENDALE lai Counci ommunica ion GL P A Workshop Agenda 06/21/2011 TO: Honorable Mayor and City Council FROM: Ed Beasley, City Manager PRESENTED BY: Bill Schwind, Deputy Parks & Recreation Director Ginger Eiden, Web Content Program Manager SUBJECT: INNOVATE PROJECT: CENTRALIZE/COORDINATE MEETING ROOM RENTALS FOR CITY FACILITIES Purpose • This is an opportunity for staff to provide City Council with an update on a recently completed Innovate project involving the centralization/coordination of meeting room rentals for city facilities. Council Strategic Goals or Key Objectives Addressed • This project is consistent with Council's goal of one community with high-quality services for citizens by providing information that is easy to find, understand, and is viewable based on facility need or location. • This project also supports Council's goal of one community that is fiscally sound by providing employees with the information they need to make appropriate referrals to other city facilities in the event the initial facility the customer inquires about is booked or does not meet the customer's needs. This enhances the potential for capturing additional reservations that could otherwise be lost to non-city facilities. Background • This unique project centralizes information that already existed in various locations to create a one-stop, web-based point of reference for customers and internal staff. The project impacted seven departments, utilized existing resources, and was implemented with no cost. • Julie Frisoni, Executive Director of Marketing & Communications, submitted this project to the Innovate Team for consideration with the goal of examining the feasibility of creating one point of contact for city-owned room/meeting space rentals. • Prior to the implementation of the team's recommendations, customers interested in renting a city-owned facility had to inquire with each department individually since the booking of facilities are managed by individual departments. This created a potential for customers to pursue other alternatives due to the difficulty of providing appropriate inter-departmental referrals. • The project team collectively identified the inventory of city-owned meeting/event facilities available to the public, conducted research on best practices of other municipalities, and designed a one-stop web portal that provides streamlined access to information. Individual departments know their facilities best and have the ability to provide the greatest level of personalized service; therefore, reservations are still managed by individual departments. • The project team included the following: o Innovate Team Members: Bill Schwind, Deputy Parks & Recreation Director; Randy Huggins, Senior Development Services Representative; Bruce Kline, Police Planning & Research Analyst; and, Trevor Ebersole, Traffic Signal Supervisor o Cross-Departmental Subject Matter Experts: Ginger Eiden, Web Content Program Manager; Christine Fredrickson, Management Assistant Parks & Recreation; Mitch Ervin, Police Detective; Judy Skeen, Airport Administrator; Michelle Yates, Recreation Coordinator Sahuaro Ranch Park; Susan Seils, Secretary Glendale Adult Center; Martin Brown, Acting General Manager Civic Center; and Sue Komernicky, Library Director. Community Benefit • This project has a positive impact on the city, our residents, and visitors by providing an effective and efficient means for locating information about city-owned meeting/event facilities in an easy-to-understand format and can also be used by employees to make appropriate referrals to help retain potential reservations. • In researching best practices, the Innovate project team found no other valley city with centralized information about meeting/event facilities indicating that the City of Glendale is a leader in offering such a customer-focused service for citizens and visitors. Budget Impacts & Costs • This project stayed true to the goal of Innovate, which is to create viable solutions utilizing existing resources whenever possible. As a result, there was no additional cost incurred for this project. Policy Guidance This is for Council information only. Staff is available to answer any questions regarding the presentation or information provided.