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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 3/26/2019 (3) City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 6Y (_14�LNL;,:J fir_L Meeting Minutes Tuesday, March 26, 2019 12:30 P.M. Workshop Meeting Council Chambers City Council Mayor Jerry Weiers Vice Mayor Joyce Clark Councilmember Jamie Aldama Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner CALL TO ORDER Mayor Weiers called the meeting to order at 12:32 p.m. ROLL CALL Present: Mayor Jerry Weiers Vice Mayor Joyce Clark Councilmember Jamie Aldama Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner Also Present: Kevin Phelps, City Manager Michael Bailey, City Attorney Chris Anaradian, Assistant City Manager Julie K. Bower, City Clerk WORKSHOP SESSION 1. CIOSI: RELOCATE PROSECUTOR'S OFFICE Presented by: Michelle Woytenko, Director, Field Operations Ms. Bower read the item by title. Ms. Woytenko reviewed the background of the Prosecutor's Office location within prefabricated trailers. A new court building was designed, but the projected stopped due to the economic downturn. She asked for Council direction regarding the following: • Relocation of the Fire Marshall's Office to the Glendale Regional Public Safety Training Center (GRPSTC) and City Hall • Relocation of Fire Administration to GRPSTC • Relocation of Prosecutor's Office to the second floor of the Sine Building • Relocation of the City Attorney's Office to the Sine Building Mayor Weiers asked if the available space on the second floor of the Sine building would accommodate future expansion in the Prosecutor's Office. Ms. Woytenko said the proposed plan provided comparable space to the current location of the Prosecutor's Office. She believed the final design would include a portion of the first floor to allow for expansion. Mayor Weiers asked what items were in the boxes stored in the Prosecutor's Office conference room. Mr. Bailey said prosecution files were required to remain in paper form. The picture depicted active cases from 2015 to current. Mayor Weiers asked if files were damaged, were there back-up files. Mr. Bailey said there was not. Mayor Weiers was concerned about file storage at the current location. City Council Meeting Minutes - March 26, 2019 Page 2 of 9 Ms. Woytenko said the intent was to move the entire office and functions out of the current location. Vice Mayor Clark asked how much space Fire Administration needed at the GRPSTC because the proposed space seemed to be more than what was currently being used at the Sine building. Ms. Woytenko said Fire Administration was also utilizing space on the first floor of the Sine building. Vice Mayor Clark asked what the costs were for repairs made to the trailers housing the Prosecutor's Office. Ms. Woytenko did not have that information but would provide it to Council. Councilmember Tolmachoff asked if the City Attorney's Office and the Prosecutor's Office would each have more space within the Sine building. Ms. Woytenko said that was correct. Councilmember Tolmachoff was not comfortable with Mr. Bailey not having an office at City Hall. Mr. Phelps said the plan included an office for Mr. Bailey and some of his staff within City Hall. Councilmember Turner asked if the remodel of the Sine building impacted its historical integrity. Ms. Woytenko said the next steps included discussions to keep the historical integrity but allow for necessary modern improvements. Councilmember Turner asked if a decision had been made regarding the health clinic at the GRPSTC. Ms. Woytenko said the current contract ended on June 30, 2019. Terry Garrison, Fire Chief, said staff had moved forward with a request for proposals (RFP) for the health center to be housed at an off-site facility and not at the GRPSTC. Ms. Woytenko explained the next steps of the process: • Final space planning • Design and cost estimates (including a parking space evaluation at the GRPSTC) Vice Mayor Clark asked if the timeline called for the Prosecutor's Office move to be completed by the end of the year. Ms. Woytenko said that was correct. Mr. Phelps clarified the Fire Administration move to the GRPSTC would be completed by the end of the year. The remodel the Sine building and the relocation of the Prosecutor's and City Attorney's Offices were separate phases. Vice Mayor Clark was concerned with the timeline and asked if the moves could be fast tracked. Mr. Phelps said the remodel of the Sine building could not begin until Fire Administration was out City Council Meeting Minutes - March 26, 2019 Page 3 of 9 of the building. The reconfiguration of the GRPSTC could not begin until the healthcare clinic was vacated. Vice Mayor Clark asked if the RFP for construction could be issued before July 1st. Ms. Woytenko said once the design was complete, the RFP would be issued but construction would not begin until July 1st. Mayor Weiers asked how the movement of departments into the GRPSTC affected contracts with other cities using the facility. Ms. Woytenko said the partnership agreement specified common space as partner space. Any other space belonged to the City and the City paid more for the usage of those areas. The contract was under review to determine whether the healthcare clinic space was common space or City space. Mayor Weiers asked if the contract review would stop the process from moving forward. Mr. Phelps said staff did not believe the review would affect the timeline. Councilmember Tolmachoff said the proposed plan appeared to have condensed work spaces and privacy seemed to be an issue. Mr. Phelps said, at a minimum, the City Attorney and Prosecutor's Offices could be housed on the same floor but there were two floors that could be occupied and would allow for growth. Councilmember Tolmachoff asked that there be a discussion with the Police Department whether or not the property vacated by the Prosecutor's Office would be a better location for the crime lab and evidence storage facility. Ms. Woytenko said it had been discussed with the Police department. Mr. Phelps said information would be provided to Council regarding how the current relationships worked at the GRPSTC. 2. LOGO AND COMPREHENSIVE GRAPHIC STANDARDS GUIDE CONTRACT UPDATE Presented by: Brent Stoddard, Public Affairs Director Ms. Bower read the item by title. Mr. Stoddard presented an update on the development of the new Glendale logo. Councilmember Tolmachoff asked how the decision to exclude the stakeholders used in 2016 from the discussion, was made. Mr. Stoddard said the exercise in 2016 was not part of the logo project but the information was provided to the consultant. Vice Mayor Clark asked for themes, vision or descriptors that were identified by Catapult Strategic Design. Mr. Stoddard said Catapult used discussions with Council, community stakeholders and the 2016 reports, to develop a brand positioning statement before the graphic was created. The final City Council Meeting Minutes - March 26, 2019 Page 4 of 9 statement was: "To those seeking a place where they feel like they belong, Glendale Arizona is the welcoming metropolitan community that delivers extraordinary opportunities to prosper, connect and experience." Mr. Stoddard said the theme and statement were then translated to a graphical representation with the logo as the result. Councilmember Tolmachoff recalled at the February 26, 2019 workshop, Council had put a hold on the logo progress for Council discussion. She asked if there was additional work done regarding the logo since staff was told to hold off. Mr. Stoddard said staff continued to work with the consultant to develop the draft brand standards guide. Councilmember Tolmachoff said there was a consensus of Council to pause the work until after public discussion, but work continued. Mr. Stoddard explained the work of the logo was completed in December 2018. The work by the consultant to complete the brand standards guide continued and was 70% completed. Councilmember Tolmachoff referenced a staff report for the June 26, 2018 voting meeting regarding the contract with Catapult Strategic Designs. The contract stated the steps that would be taken to develop a logo, graphic manual and a survey. She asked if the public survey was done and distributed. Mr. Stoddard explained the process had evolved and a management decision was made to follow Catapult's guidance to develop the logo. The information from the 2016 report and the input from the stakeholders provided adequate input to represent the visual for the City. Councilmember Tolmachoff had an issue with the stakeholders that were selected. She asked again if a survey had been done. Mr. Stoddard said a public survey had not been done. Councilmember Tolmachoff said $2,000 had been charged under the terms of the contract for a survey that did not happen. A September 2018 communication sent to Council by Jenna Goad, Public Affairs Assistant Director, stated further discussion of the logo would be brought to Council for adoption in the fall. The contract was approved with certain standards, including public engagement, which did not happen. She said if Council had been informed of the actual process that was followed, it might not have approved the contract. Vice Mayor Clark agreed with Councilmember Tolmachoff's comments. She expressed her disappointment with the process and the proposed logo. Councilmember Hugh liked the logo and was excited about it. He felt Catapult had taken his comments into consideration when designing the logo. Councilmember Aldama asked whether creating a logo was an administrative duty or a policy duty. Mr. Phelps explained Council approved the contract with Catapult and the City Manager's Office managed the process. Councilmember Aldama said the information that was given to Council by staff had made it a City Council Meeting Minutes - March 26, 2019 Page 5 of 9 Council-driven process, which was not followed. He liked the logo but did not agree with the process that created it. He asked if Mr. Stoddard knew polling the public was not necessary before or after learning the design process Mr. Stoddard said public opinion was subjective and did not contribute to building the framework. There was science behind the development of the logo. Councilmember Aldama expressed his disappointment about the process. The survey given to Council only provided the option of picking from the versions available with no option to dislike a design. He was not comfortable with the soft launch at the Cardinals Way dedication. Councilmember Malnar appreciated the information regarding the meaning of the colors and the simplistic and clear design. He felt the logo should be approved by Council and implemented. Councilmember Tolmachoff said side-stepping Council approval could not happen again. Vice Mayor Clark agreed. Councilmember Turner asked if other communities had standards guides. Mr. Stoddard said every organization with a professionally designed logo had its own brand standards guide that were followed both internally and externally. Councilmember Turner said the guides existed in other communities and were public documents. It cost $64,000 to customize the same document for Glendale. The logo and the standards guide were unoriginal to the community. He was disappointed in the lack of public input. Other cities and organizations had modernized existing logos but had not completely changed them. Councilmember Turner asked if the Police and Fire Departments would be required to adapt their logos. Mr. Stoddard said there was a specific section in the manual for the Police and Fire Departments. Any insignia with the old Glendale logo would be replaced with the new logo. Councilmember Turner agreed with Councilmember Aldama's comments regarding the Council survey for the logo. There was no way for Council to indicate if it disliked a design. He asked what the cost was to switch over to the new logo throughout the City. Mr. Stoddard said the new logo would be used when items were replaced. Councilmember Turner asked if that meant existing manhole covers would not be replaced. Mr. Stoddard said that was correct. The logo would be used on any newly-purchased manhole covers. Councilmember Turner said the old logo was stamped into the concrete of some freeway bridges, for example. He asked if the old logo would remain. Mr. Stoddard confirmed it would not be removed. Councilmember Turner asked how the goal of a universal image would be achieved if the change was done over a long period of time. The soft launch of the logo was offensive. The anticipated process of approval had not happened. He was concerned by the colors used in the logo, was not in favor of the design and preferred to not move forward with it. City Council Meeting Minutes - March 26, 2019 Page 6 of 9 Mayor Weiers said large organizations frequently updated logos. He did not agree with the process but liked the logo and wanted to move forward. It should be made clear whether the decision was Council's or management. Councilmember Tolmachoff said the selected group of stakeholders were not fully vested in the community. She wanted the residents to be surveyed even with consensus to accept the logo. Vice Mayor Clark acknowledged that $65,000 of taxpayer money had been spent but said the process should be stopped and redone. The process should be better communicated to the community and Council. Councilmember Hugh trusted staffs work on the logo and was surprised by Council's reaction to the logo. Councilmember Aldama was in favor of starting the process over and including the proposed logo in the public outreach. Councilmember Malnar asked what the associated costs would be to change or stop the implementation of the design. Mr. Stoddard said the impact was significant on the concept and design of the new website that was set to launch in June 2019. The brand standards guide was 70-75% completed. He said a public survey could turn into a popularity contest and the feedback from the 2016 stakeholders and the current stakeholders was used in the development of the logo themes. Councilmember Malnar felt starting the process again would not create a different outcome. He believed when the community saw the logo in use, it was not going to have a problem with it. Mistakes were made but he felt a delay was unnecessary. Mayor Weiers could not support spending more money to restart the process. He was fine with the proposed logo and suggested adding Glendale below the "G". He wanted the community to be involved in updating the City flag. Councilmember Tolmachoff did not understand why the stakeholder group from 2016 was not contacted to see if the framework matched its vision. She wanted a survey distributed to at least the 82 participants of the 2016 stakeholder group. Vice Mayor Clark agreed with Councilmember Tolmachoff's comments and suggestion. Councilmember Turner said the current logo was not holding back progress. He agreed with Councilmember Tolmachoffs request to survey the 2016 stakeholder group. Mr. Phelps apologized to the Council and took responsibility for the design process. He said during briefings with Councilmembers, he felt there was a consensus on the design. He did not recommend holding up or restarting the process but if it was the Council's decision, he would do so. Vice Mayor Clark acknowledged and accepted Mr. Phelps' apology. It had changed her mind regarding restarting the process. She was now in support of moving forward with the proposed logo. Councilmember Tolmachoff acknowledged and accepted Mr. Phelps' apology. She restated her previous comments regarding the contract process and Council's expectations. Individual City Council Meeting Minutes - March 26, 2019 Page 7 of 9 meetings with Councilmembers did not allow members to hear each other's opinions. Discussions should take place during workshops. Councilmember Aldama accepted the apology. Councilmember Turner accepted Mr. Phelps' apology but felt public input was an important part of the process and should still be done. Mayor Weiers asked for consensus to move forward with the logo. There was Council consensus to proceed. 3. **PRESENTATION ON THE DROUGHT CONTINGENCY PLAN Presented by: Craig Johnson, P.E., Dircotor, Water Services Drew Swicczkowcki, Environmental Program Manager Item removed from agenda. CITY MANAGER'S REPORT None CITY ATTORNEY'S REPORT None COUNCIL ITEMS OF SPECIAL INTEREST Mayor Weiers requested that the City flag be redesigned with public input. Councilmember Aldama supported Mayor Weiers request. Councilmember Aldama asked for the policy regarding disposal of public property to be brought back to Council for discussion. Mr. Phelps said a draft policy had been completed and the item would be added to an upcoming Council workshop. MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION A motion was made by Vice Mayor Joyce Clark, seconded by Councilmember Lauren Tolmachoff to hold an executive session AYE: Mayor Jerry Weiers Vice Mayor Joyce Clark Councilmember Jamie Aldama Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner Passed City Council Meeting Minutes - March 26, 2019 Page 8 of 9 EXECUTIVE SESSION Council entered into executive session at 2:51 p.m. for discussion/consultation with designated representatives of the City in order to consider its position and instruct its representatives regarding negotiations with City fire employee organization and to receive legal advice regarding the same pursuant to A.R.S. §38-431.03 (A)(3)(5) and to discuss appointments involving various boards, commissions and other bodies pursuant to A.R.S. § 38-431.03(A)(3)(4). A motion was made by Councilmember Bart Turner, seconded by Councilmember Lauren Tolmachoff to adjourn the executive session. AYE: Mayor Jerry Weiers Vice Mayor Joyce Clark Councilmember Jamie Aldama Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner Passed Mayor Weiers adjourned the executive session at 3:20 p.m. ADJOURNMENT Mayor Weiers adjourned the meeting at 3:20 p.m. I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the meeting of the Glendale City Council of Glendale, Arizona, held on the 26th day of March, 2019. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 8th day of April, 2019. VIP6/ OP `/ - K. Bower, MMC, City Clerk City Council Meeting Minutes - March 26, 2019 Page 9 of 9