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HomeMy WebLinkAboutMinutes - Minutes - Business Council Committee - Meeting Date: 3/21/2019MINUTES BUSINESS COUNCIL COMMITTEE CITY HALL, CONFERENCE ROOM 2A 5850 WEST GLENDALE AVENUE GLENDALE, ARIZONA 85301 THURSDAY, MARCH 21, 2019 2:00 PM CALLTOORDER The meeting was called to order at 2 PM. ROLL CALL Committee members present: Vice Mayor Joyce Clark, Vice Chairperson Bart Shea, Councilmember Lauren Tolmachoff, Councilmember Ray Malnar, Yvonne Knaack, Ricardo Tons, and Dale Adams Committee members absent: John Crow, David Coble City staff present: Stephen Dudley (Building Safety Official), Chris Anaradian (Assistant City Manager), David Williams (Planning Administrator) and Don Bessler (Chief Capital Improvement Officer) CITIZEN COMMENTS There were no citizens present, so Vice Mayor dark did not call for citizen comments. APPROVAL OF THE MINUTES A motion to approve the February meeting minutes made by Councilmember Malnar, and it was seconded by Ms. Knaack. All in favor and none opposed. ITEMS ASSISTANT CITY MANAGER CHRIS ANARADIAN WILL PROVIDE AN UPDATE ON THE FINDINGS AND THE ACTION PLAN FOR THE ENGINEERING DEPARTMENT The presentation that Mr. Anaradian shared with the employees of the Engineering Department the was given to all the engineering employees. There is data, analysis, and feedback included in these plans, and the following were their findings: Thirty-Five (35) people were interviewed in the Engineering Department. It should be known that all of the employees were forthcoming with feedback because their responses were confidential. They were asked if they get along with one another, and they were quite positive in their responses. They believe their productivity level is strong. As a team, the general consensus was that they work well together. Leadership, direction, technology, and organization are what the department considered to be their main weaknesses. Obstacles and challenges included internal development, growth, leadership, and relationships with other departments. The department's hopes for the next year are rebuilding relationships, processes, and resources. Other departments (council, city managers, and customers) gave feedback on the Engineering Department as well (customers included water, parks, transportation, and facilities). The timeliness of service, the overall customer service scored low, and the other departments stated that the working relationship with Engineering Department is specifically cited as "challenging." The strengths of engineering are service, support, and expertise. The customers would like to receive better communication and a stronger internal customer mindset. Overall, the Engineering Department is perceived to have confidence and dedication both internally and externally. Both the customers and engineering employees want projects that contribute and add value to the community. Vice Mayor dark asked if Mr. Anaradian believes if there will be similar responses in the other departments, but Mr. Anaradian believes they will likely be different. The Engineering Department employees began participating in weekly meetings and monthly check-ins led by the department director. Mr. Anaradian explained that having these meetings and check-ins is the department's attempt to establish accountability with leadership and employees. At this time, many people in the department feel that it's an unnecessary task, but over time, it should improve the department's efficiency, and ultimately, it will improve their work lives. Vice Mayor dark then asked if Mr. Anaradian will be re-surveying people after the first 90-day period. Mr. Anaradian hopes that the continuous improvement cycles and meetings will promote accountability so that things will naturally improve with regular, effective communication. Don Bessler spoke next to discuss what he presented in the meeting with the employees. Don believes in guiding principles and form follows function. Ensuring that employees have purpose and efficiency at work is critical for a successful work environment. Don Bessler encouraged employees to do the right thing, embrace their role, set the standard, and own it. Obtaining that "x-factor" happens when employees do all of the aforementioned even when nobody is watching. Don Bessler reported that many employees were quiet during this meeting, but out of the thirty-five (35) people, twenty-two (22) of them signed up to be on a committee, which is a great result. Each committee is actively doing their part thus far. Many of the committees ended up discussing similar topics, so they will eventually be merged. Don Bessler suggested that, in addition to these committees, creating certifications and the possibility of personal growth (not necessarily new positions) will cause people to feel that they're developing their career and not just going to a job. Mr. Dudley did extensive research and then presented software for development services; this software should serve the project management purpose for the Engineering Department well. Vice Mayor Clark asked if there might be some other software that's already available for city use. Don Bessler made note that although it's not the most advanced software, it is more than acceptable for the needs of the department. Vice Chairperson Shea found that integrating the systems that Mr. Dudley is wanting to mn is a strong start; however, this will likely create two classes of project management, and this will naturally happen. Eventually, the shared responsibility of the work in general will produce a more successful work environment. Vice Mayor dark showed concern with other departments being able to work with the technological elements that will eventually be implemented in their departments. Mr. Anaradian made note that many departments have technology-based tasks regularly, so this shouldn't be any more challenging for them. Overall, the Business Council Committee gave mostly positive feedback in response to all of these changes in the Engineering Department. DISCUSSION REGARDING THE SIMPLIFICATION OF THE COMMUNITY DEVELOPMENT FEE SCHEDULE Mr. Dudley spoke about the changes made and explained the need for the fee schedule to be revisited annually. Mr. Dudley stated that, just like the aforementioned software changes for the Engineering Department will be used to make things more accessible and efficient, the simplification of the fee schedule would be done for the same reasons. In addition, the obsolete and unused fees will be removed as part of this simplification. The task is to get the fees simplified prior to the software programming. The new fee update will arrive on April 9th, and the goal is to have a simplified fee schedule complete in October 2019. Even though permits are not always obtained, these codes must stay in place to ensure the safety and security of the city and city codes. The markup for the fee schedule changes are complete, and once the departments approve of the adjustments, Mr. Dudley will take it to SmartGov and the council. Vice Mayor dark requested a draft to be emailed to the committee, and Mr. Dudley confirmed he could do so. Mr. Adams asked how many fees are collected annually for flagpoles, and Mr. Dudley stated that about forty flagpoles were installed with fees collected. Mr. Adams also asked how many flagpoles are erected without a permit, and Vice Mayor dark stated that is difficult to determine a true estimate of that number. Vice Mayor dark also mentioned that the code discussion needs to also include neighborhood retaliation. Mr. Anaradian noted that the questions about code violations, repeat offenders, and zoning codes falls under this project. Ms. Knaack spoke positively about her experience with Mr. Dudley helping her remove the exit signs at her commercial building, thus solving the code clearance problems with ease and efficiency. REVIEW OF SIGN ORDINANCE, SECTION 7.100. Vice Mayor dark stated that signage and parking will be covered in the April 25th meeting. The Business Council Committee was encouraged by Mr. Adams to determine what the goal is ofsignage. Ms. Kjiaack mentioned possibly implementing hotel sign-free zones for Westgate and Arrowhead, and Vice Mayor dark suggested that this be discussed in the April meeting. Mr. Toris asked what the intended character is of the downtown area and if it should be changed. Ms. Knaack stated that they want change, but the specific changes are unclear at this time. OTHER BUSINESS Mr. Adams asked if the committee could address the tax on advertising, and Vice Mayor dark suggested that the committee addresses this with the signage discussion in the next meeting. STAFF REPORT No staff reports were discussed. COMMITTEE COMMENTS AND SUGGESTIONS No other business, committee comments, or suggestions were made. NEXT MEETDsG The next meeting will take place on April 25th, 2019, at 2 PM. ADJOURNMENT A motion to adjourn was moved by Councilmember Malnar and seconded by Councilmember Tolmachoff. The meeting adjourned at approximately 3:41 PM. Sherry Crapser, Recording Secretary