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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 5/5/1987MINUTES OF THE WORKSHOP SESSION OF THECITYCOUNCILOFTHECITYOFGLENDALE, MARICOPA COUNTY, ARIZONA HELD TUESDAY, MAY 5, 1987, AT 2:30 P.M. Mayor Renner called to order the Workshop Session of GlendaleCityCouncilinConferenceRoomB-3 of the Council Chambers. Council members present were: Bellah, Huffman, Tolby, FalboandHugh. Members Absent: Heatwole. DEMONSTRATION PROJECT: SUB -SURFACE IRRIGATION SYSTEMThisisarequesttodiscusstheinstallationofasub -surface irrigation system in the Amphitheater. Recently, the City staff toured a large farming operation in CentralArizonathatutilizesasub -surface irrigation system. Thesystemhasbeenoperatingforapproximatelyeightyearsandhasbeenextremelysuccessfulinreducingtheamountofwater consumption needed to grow crops and the cost of water delivery. If the system is successful, Glendale would reduce the cost and amount of water consumption required to irrigate the Amphitheater, be able to use the facility while the system is operating, and promote the City's Water Conservation Policy. Councilman Tolby stated Luke Air Force Base had done this project 6 or 7 years ago and asked what there results were. Mr. Ernster said he was not aware of this project but would inquire and get the results to the Council. This item will be placed on a regular agenda for council action. FEE SCHEDULE FOR GLENDALE MEMORIAL PARK A revised schedule of fees and services is being recommended by the Cemetery Advisory Board for City Council adoption. The revised fees were developed by Public Works staff following an analysis which indicated that most fees should be raised to be more in line with market value, and/or actual costs associated with the services rendered. In addition, the analysis indicated a majority of recent lot purchasers were non-residents drawn to Glendale's Cemetery due to the favorable rates. Some of the fees have remained the same, while others have increased to be closer in cost to the surrounding private cemeteries. A 20 percent resident discount will be provided to Glendale citizens. Resident fees will increase an average of approximately 6 percent through this adjustment, while non-resident fees will increase by approximately 32 percent, bringing them closer to fees charged by other cemeteries. All revenues are deposited in the Cemetery Perpetual Care Fund. This item will be placed on a regular agenda for Councilaction. PAY FOR PERFORMANCE PROGRAMThePayforPerformanceProgram, (PFP), was approved on anexperimentalbasisbeginningJuly1985forthepurposesoflinkingpaytoperformanceandtopromoteaccomplishingoftheCityCouncil's goals and objectives throughout theorganization. The pilot program is nearing the end of its second year withupto241employeesinvolvedduringthetestperiod. Theoverallsuccessoftheprograminmeetingthegoalshasbeengoodwhenjudgedbytheorganization's ability to accomplishitsgoals. There have also been other benefits from theprogram, such as better prioritizing of work assignments, anincreaseincommunicationingeneral, and better management of the activities within work units. There were some drawbacks and concerns encountered by the program, primarily the amount of time it takes to complete performance planning and the frequent periodic performance reviews. There are some work groups which are less than satisfied with the program. In some cases, these work groups need additional training and assistance in mastering the programs' tremendous flexibility so that performance objectives are more acceptable to employees. We are prepared to commit the necessary resources, including overtime where appropriate, to provide this training. I will emphasize through performance plans down throughout the organization, the necessity of fair and objective performance plans, evaluations, and ratings. An appeal process exists so that any questions or disputes about any phase of the program can be handled quickly and effectively. Although correlating productivity environments to the pay for performance program is difficult, it does provide an incentive for employees and the organization. The programs' approach of awarding annual salary increases according to each employee's contributions to the city, promotes a much more financially responsible expenditure of tax payer dollars. The recommendation is that the Pay for Performance Program be adopted as a permanent program and that it replace the Merit Step system for all city employees. If the program were adopted for the whole organization, all employees and supervisors would be fully trained and would receive sufficient assistance to help them use the program successfully. Mayor Renner asked if the dollars for the expansion was in the conceptual budget. Mr. Vanacour stated it was. Mayor Renner asked how anniversary dates would affect thePFP. Ms. Freeman said the anniversary dates are spreadevenlythroughouttheyearfortrainingpurposes. Councilman Tolby asked if staff has recommendation on the 21/2% increase for an employee who is not satisfactory. Mr. Vanacour said if an employee is unsatisfactory they would get0% increase; needs improvement is the category which willreceive21/2% because they are employees who can be saved. Ms. Freeman stated they are recommending keeping it this yearandreviewnextyear. Councilman Tolby asked what incentive is there for a managernottorateeveryoneexcellent. Mr. Pedrow stated eachmanagerandsupervisorisratedontheirperformanceplansandtheimplementationofthisprogram , if they equitableandfairlyratetheiremployeesanddealwiththeirperformanceplanningprocessisasignificantpartoftheir job and they will lose compensation if they do not perform. Councilman Tolby stated he will support the program and will hope supervisors will rate employees properly. Councilman Falbo stated he had some concerns that the supervisors get the appropriate training for this program and and appeal process for the employees. Mr. Osuna stated there is an appeal board already in place but have not had to follow through to the end. This item will be placed on a regular agenda for council action. 1985/86 SUPPLEMENTAL FINANCE REPORTS The following reports have been completed: Single Audit report, the Annual Expenditure Limitation report, the Arizona Highway Users Revenue Fund report and the report on internal control (Management Letter). The reports provide the auditors; unqualified opinion as it relates to the requirements of Federal Funds, Arizona Highway User Revenue, and the Local Expenditure Limit. The Management Letter provides the Auditor's recommendations for internal accounting control procedural changes and the City's responses to those recommendations. Auditors recommendations from last year regarding payroll, mandatory vacations, leases, collateralized pledges, treasurer's receipts, sales tax revenue, property tax revenue, and Municipal Property Corporation have been implemented. Terry Sharp, Management Resources Deputy City Manager, gave a brief presentation. Mayor Renner asked if the City Auditor participate in thisprocess. Mr. Sharp said the City Auditor will participate intrackingtherecommendationsfromthepreviousyeartomakesuretheywereimplemented, they will also supplement outsideauditorwithin-house research done. Mayor Renner asked is they were satisfied with theperformanceofourcurrentauditor. Mr. Sharp said they hadagoodworkingrelationshipandhavemadeseveralgoodrecommendationsforourfinancialreporting. Mayor Renner asked if the information could be delivered60-90 days earlier next year. Mr. Sharp stated the goal isforDecemberthisyear. This item will be placed on a regular agenda for councilaction. FEDERAL GRANT ACCOUNTING POSITION After we reviewed the grants accounting position with the Budget and Finance Committee on April 23, 1987, we are bringing this position request forward for Council reconsideration. This request has been tentatively placed in the 87-88 budget after detailed review by my office, however, the main point of focus is on updating the Council on this position and requesting that authorization be given to recruit for this position immediately. This would allow for some improvements to be implemented prior to beginning the annual audit process and allow us to correct the deficiencies noted about our grant accounting procedures as identified in the auditors management letter. Currently the City receives; UMTA monies which are slated to last at least 24-36 more months; Housing Authority FUnds which have a remaining life of 15-20 years; CDBG funds which are anticipated for a period of 24-36 months. While small reductions in grant funds have been implemented, the same amount of accounting effort is still required to meet the Federal Reporting Guidelines. An annual single audit of all federal funds is conducted by the City's independent auditor, however, more complex requirements are being added by many of the agencies along with intensified audit efforts to recoup all funds possible. Council authorization for an additional accountant for grant is being requested now to facilitate preparation for the annual audit this summer. Mayor Renner said he was satisfied with the need for the position. This item will be placed on a regular agenda for council action. REVIEW OF ARROWHEAD RANCH CONCEPT PLAN AND ZONINGArrowheadRanchhasbeenexperiencingveryactive develop- ment, including the construction of all major infrastructure, gold courses, and residential development during the pastthreeyears. During that period of time, a number ofsignificantchangeshaveoccurredwarrantingareexaminationofthezoningwhichwasapprovedin1979andvestedin1983. Most significant has been the purchase of right-of-way by theArizonaDepartmentofTransportationfortheconstructionofafreewayalongtheBeardsleyRoadalignment. Theconstructionofthefreewaywillhaveasignificant impact ontheadjacentlanduses, suggesting a different mix, densityandtypeofdevelopment. With these anticipated changes, itwillbenecessary, for the Paloma Corporation, to prepare amasterplanfortheremainingundevelopedportionsofthe Ranch. Staff is recommending that the City Council direct the Planning Commission to reexamine the Arrowhead Ranch zoning and to require master planning and to forward their recommendation to the City Council for consideration. Bob Spaulding, Community Development Deputy City Manager, gave a brief presentation. Mayor Renner stated he felt the recommendation was proper and timely. Councilman Tolby asked if considering changing zoning or strictly an overlay requiring a master plan. Mr. Spaulding said if any boundaries of zoning need to be changed it would be for the ADOT right-of-way This item will be placed on a Planning Commission agenda for reexamination. INTERGOVERNMENTAL REPORT Marion Porch , Intergovernmental Liaison, briefed the Council on legislative issues. ADJOURNMENT There being no further business the meeting was adjourned at 3:55 p.m. Deputy City Clerk