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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 6/24/2019 City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 Glendale ARIZONA Meeting Minutes Monday, June 24, 2019 10:00 A.M. Workshop Meeting Civic Center Annex 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 10:01 a.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 Julie K. Bower, City Clerk WORKSHOP SESSION 1. COUNCIL POLICY GUIDANCE — SESSION 10 Presented by: Michelle Woytenko, Director, Field Operations Ms. Woytenko said the presentation would cover the following: • Building Asset Philosophy —an essential tool to achieve organizational excellence through continuous improvement • Current state •Adjacencies • Universal design • Built environment • Intended opportunities — guiding principles Ms. Woytenko reviewed the International Facility Management Association (IFMA) Operations and Maintenance Benchmarks Report and highlighted janitorial costs and general maintenance costs. Ms. Woytenko reviewed the current state of the customer service areas throughout City Hall. Vice Mayor Clark asked if most of the areas were for internal customers. Mr. Woytenko said most served both internal and external customers. Vice Mayor Clark asked if it made a difference if it was internal, external or both. Ms. Woytenko said it would because internal services would be located further away from the public-facing areas. Councilmember Tolmachoff asked where the discussion regarding a customer service department would take place. Was the discussion going to address individual counters or a main counter. Ms. Woytenko was presenting the current state of the customer service areas and wanted feedback from Council for further discussions. City Council Meeting Minutes - June 24, 2019 Page 2 of 5 Mr. Phelps said there were too many areas and too much inconsistency in the current state. Staff was building the case to approach facilities differently to determine what could be consolidated. Councilmember Tolmachoff said no progress had been made toward a customer service counter. Mr. Phelps said staff was trying to address citizens' needs. It was a capital project, and he wanted to put it in the capital plan to meet Council's expectations. He wanted to take a complete look at City Hall that included relocating departments. The City had limited capital dollars and needed to look at it as a whole. There was not an adopted budget to make significant improvements. The question was what would a revamped City Hall look like and how would it be financed. With the $50 million fund balance goal, the City was just now seeing the potential to be able to invest in capital improvements. Councilmember Aldama said the City implemented a policy to restrict public access to the first floor only so it was necessary to focus on customer service on the first floor. Vice Mayor Clark said a two-track plan should be put in place. There was room for a temporary fix of establishing a customer service counter for the public to access the services it needed. By restricting access, she thought there would be increased customer service in the lobby but it had not changed. The security guard was still directing people where to go. Mr. Phelps said there were no other municipal facilities in the Valley that had as many access points as City Hall. The norm was a center point of entrance. Staff had to understand the amount of programming space needed and it was a complex issue. There were opportunities to redevelop the existing City Hall. Vice Mayor Clark suggested using the basement break room area as a temporary customer service center. The break room could be moved to one of the B conference rooms. There had to be a temporary solution that did not require tearing down walls. Mr. Phelps said the City had been plagued by doing band-aid type fixes. It was clear the City had not paid attention to its facilities. He did not recommend another band-aid fix. There was a need to be patient and develop a complete plan. Staff was not that far out from bringing a full vision to Council. It should be done thoughtfully so that City Hall was good for another 15 years. It would take significant investment. Vice Mayor Clark did not disagree but believed there should be a temporary customer service area. She did not want to wait another three years for a state-of-the-art facility. She supported Mr. Phelps' recommendation, but in the meantime, Council felt customer service was the priority and needed to be addressed. Councilmember Tolmachoff said a space needs study was completed three years ago and Council had the customer service conversation on a regular basis. If a band-aid was needed to address it, then it needed to be done. There was no central phone number for residents so residents continued to call the Council Office for customer service. Mr. Phelps said the space needs study had been completed last year. There were several unique areas for customer service. He suggested staff continue with the presentation and then solicit feedback. Mayor Weiers said it was as simple as having someone sitting with the security guard who could answer questions and direct customers where to go. It was not an expensive band-aid. City Council Meeting Minutes - June 24, 2019 Page 3 of 5 Vice Mayor Clark said the Council Office was currently the customer service department. A central point of contact in person and by phone was necessary and it needed to be remedied now because it was getting out of hand. Councilmember Aldama agreed with Mr. Phelps' recommendation for an assessment. The lobby area did not define the City's brand and philosophy. It had to get better especially with the new restrictions. Ms. Woytenko continued with the presentation which depicted the 17 service counters, storage areas, and a conference room space inventory. There was 22,609 square feet of conference room space at a cost of$7.77/square foot. Councilmember Aldama asked what level of service and level of cooling was provided in the cost. Ms. Woytenko had chosen a mean number but could drill down for a more accurate number. Councilmember Aldama requested accurate numbers. Councilmember Turner asked if the City tracked utilization of conference rooms. Ms. Woytenko said the three busiest conference rooms were used less than 30% of the time and the overall usage average was 18%. It would be possible to reduce and re-purpose some of the conference rooms. Mayor Weiers said there were times when rooms were booked or it was necessary to travel two floors to go to a meeting. There had to be a balance. Ms. Woytenko reviewed the space used for production rooms and break rooms. She said options included centralized functions on the third floor that accommodated 116 employees instead of 60. It was necessary to determine adjacencies and if people were in the correct locations. Councilmember Tolmachoff asked if function should be considered. Ms. Woytenko said functions would be co-located. Councilmember Turner asked how the need for adjacencies was prioritized. Ms. Woytenko said it required a framework for making decisions. A universal design would provide flexible space and products and environments that were usable by many people. Modular construction was adaptable to a variety of functions and allowed natural light throughout and better temperature control. Other considerations were the size of workspace, lighting, temperature, sense of ownership, furniture design, wayfinding, branding and security. Ms. Woytenko said the facility condition index (FCI) equaled the total cost of existing repairs divided by the current replacement value. An example was Fire Station 152. The cost of repairs ($1,504,398) divided by the cost of replacement ($5.225 million) equaled an FCI of 29%. Ms. Woytenko said risk prioritization was a guiding principle for prioritization. A Tier 1 prioritization was mission critical such as public safety and City Hall; Tier 2 was business critical such as a vital operation and Tier 3 was support services. She proposed that the City tier its buildings with the following FCI: Tier 1 — 5%-10% Tier 2 — 10%-15% City Council Meeting Minutes -June 24, 2019 Page 4 of 5 Tier 3— 15%-20% Ms. Woytenko said the next session would cover goals and guiding principles. Councilmember Aldama was more concerned about the mechanical systems of the building and asked if there was a backlog. Ms. Woytenko said the City did not have an asset management program. She could not address backlog. Mr. Phelps said once there was a game plan for City Hall, modern mechanical systems would be included as each floor was addressed. Councilmember Tolmachoff said the buildings reflected the character and values of the community and asked when exterior appearances would be addressed. She thought Council had made it clear that it was in a hurry to do something with the exterior of City Hall. Mr. Phelps said once staff understood the programming, it could do some staging. Councilmember Tolmachoff said paint was always the least expensive thing to increase curb appeal and City Hall should be painted soon to make a statement to the community. She wanted it addressed sooner rather than later. Vice Mayor Clark agreed with Councilmember Tolmachoff. She would like to see a cost estimate to repaint City Hall. Vice Mayor Clark asked how tiers worked if a building had a mixture of functions. Ms. Woytenko said if the building had a Tier 1 function or system, it maintained a Tier 1 level. Vice Mayor Clark said Council needed a list of buildings that were mission critical, business critical and support. Ms. Woytenko said staff would provide that information at the next workshop. Councilmember Turner asked if the Court building was part of the conversation. Ms. Woytenko said all buildings were part of the conversation. The Court was mission-critical. She said all buildings would be part of the assessment. ADJOURNMENT Mayor Weiers adjourned the meeting at 12:02 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 24th day of June, 2019. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 26th day of July, 2019. e K. Bower, MMC, City Clerk City Council Meeting Minutes -June 24, 2019 Page 5 of 5