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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 9/24/2019 City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 Glendale ARIZONA Meeting Minutes Tuesday, September 24, 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 12:31 p.m.   ROLL CALL Present: Mayor Jerry Weiers      Vice Mayor Joyce Clark      Councilmember Jamie Aldama      Councilmember Ray Malnar      Councilmember Lauren Tolmachoff      Councilmember Bart Turner    Absent: Councilmember Ian Hugh  Also Present:Kevin Phelps, City Manager  Michael Bailey, City Attorney  Julie K. Bower, City Clerk  Chris Anaradian, Assistant City Manager  Vicky Rios, Assistant City Manager  WORKSHOP SESSION Councilmember Hugh arrived at 12:36 p.m.   1.PAVEMENT MANAGEMENT PROGRAM UPDATE Presented by: Chris Anaradian, Assistant City Manager                        Trevor Ebersole, Director, Transportation                        Don Bessler, Chief Capital Improvement Officer      Ms. Bower read the item by title. Mr. Anaradian said the goal of the Pavement Management Program was to overcome a period of deferred maintenance of City roadways during the recessionary period.  The City was three years into the five-year program with a budgeted cost of $77.5 million.   Mr. Anaradian provided a presentation that covered the following regarding pavement management:   What was the City doing What had the City learned Where was the City going The Pavement Condition Index (PCI) assessment process The different pavement treatments  Vice Mayor Clark asked the cost per mile for the various pavement treatments.    Mr. Ebersole provided the following costs for residential streets:   Crack seal - $12,000 per mile Full reconstruction - $1.5 million per mile Slurry seal - $37,500 to $100,000 per mile Seal coats - $32,000 per mile Fractured Aggregate Surface Treatment (FAST) - $51,000 per mile Cape seal - $122,000 per mile City Council Meeting Minutes - September 24, 2019                                             Page  2 of 8      •Thin overlay - $262,000 per mile • Mill and overlay - $431,000 per mile Mr. Anaradian said the width of the street affected cost and the estimates were for residential streets, not arterial streets. Mr. Ebersole stated full reconstruction for arterial streets was $3 million per mile. Mr. Anaradian said a goal to "touch every street" might lead to a lower cost alternative to come in on time and on budget and a goal to increase the PCI might disregard lower cost alternatives. Mr. Ebersole said, as of the last quarter, 304 miles had been completed and 444 miles remained. Councilmember Tolmachoff asked if the remaining streets were equally disbursed throughout the districts. Mr. Ebersole said it was, for the most part, evenly disbursed. Vice Mayor Clark asked if the first three years of the program had been based on the goal of touching every street and if the recommended goal was to focus on PCI. Mr. Anaradian said staff was only providing information to Council at this point and was not yet seeking direction. Mayor Weiers understood that by doing the streets according to PCI in the assessed priority order, eventually every street would be touched. Councilmember Tolmachoff said that was the information provided to Council. Mr. Anaradian agreed that eventually every street would be touched if PCI was used. Councilmember Tolmachoff said the message that residents had received was that every street would be touched because that was what Council was told. Councilmember Tolmachoff said, after three years, the streets project was approximately 40% complete. She asked if the five-year timeframe could be achieved. Mr. Anaradian said timeframe would be addressed at a later point in the presentation. He said $50 million had been expended since 2015. The City was experiencing the same thing as MAG and ADOT of increased oil and labor costs. Staff would focus on PCI and not just "touch every street." Councilmember Aldama asked how the roads in the M1 light industrial areas were being handled. He requested that staff provide the total miles completed in each district and which methods were used in each district. Mr. Ebersole said the information would be provided. Councilmember Tolmachoff asked if the work would be re-prioritized based on the PCI. Mr. Ebersole said it would. Vice Mayor Clark asked about residential streets that did not receive adequate treatment and if City Council Meeting Minutes - September 24, 2019 Page 3 of 8 the streets had been repaired. Mr. Ebersole said a flaw was found with some streets and those streets were re-done appropriately. He was confident that the majority of streets received the appropriate treatment. Vice Mayor Clark inquired about the frequency of PCI inspections in the past and the current proposal. Mr. Ebersole said historically, PCI inspections had been completed every three to four years. A more regular PCI assessment was necessary, but staff was still working on a timing proposal. Councilmember Turner asked what the cost was for a Citywide PCI review. Mr. Ebersole said the cost was $194,000. Councilmember Malnar inquired as to what type of communication the public should expect in the future if a neighborhood's roads would be resurfaced. Mr. Ebersole said affected neighborhoods would be informed via mailers, accurate information on social media and the City website and through signage and barricades. The information would be provided one to two weeks before deployment. Councilmember Tolmachoff asked how staff handled it if there were issues regarding the work done and it was outside of the warranty period. Mr. Ebersole said if the project was outside of warranty or if the specifications were not adhered to, staff would contact the vendor for potential resolution. The warranty period on the more invasive treatments was typically two years. Mayor Weiers asked if it was a warranty or a guarantee. Mr. Ebersole said it was a warranty. Mayor Weiers said the phenomenal growth in the City would result in more miles of road to maintain. Mr. Anaradian said that was correct but there should be additional revenue as well. Mr. Anaradian said funding for bus routes and Dial-A-Ride expenses could be decreased to lower the deficit and to increase funding for streets maintenance. It would require a policy decision. He reviewed staffs recommended actions. The required amount of money had not been programmed to keep the streets where they needed to be in the out years. Mr. Anaradian said staff would come back to Council with policy options that looked long term at the planned cost increases. There was currently a planned yearly growth of 9% but there could be other options. Vice Mayor Clark did not want to sacrifice mass transit to accommodate the Pavement Management Program. Mr. Phelps said even if no new growth was assumed, there was still a significant issue. If hours/miles increased, it would add to the deficit. Councilmember Tolmachoff said $50 million had been spent in the first three years. She asked City Council Meeting Minutes - September 24, 2019 Page 4 of 8 what the allocation was for the current fiscal year and the next fiscal year. Mr. Ebersole said $10 million was allocated for the current fiscal year and $5.2 million was allocated every year thereafter. It did not include street reconstructions which were an additional $15 million that was funded with GO Bonds and $10.4 million from transportation tax. Councilmember Tolmachoff asked if there was any bond capacity. Ms. Rios stated there was bond capacity through transportation sales tax but the bonds could only be used for construction and not typically for maintenance. Councilmember Turner asked how often mill and overlay was used in the current Pavement Management Program. Mr. Ebersole said in previous years, mill and overlay was used more extensively, but new treatments such as cape sealing, had proven to be more effective at a fraction of the cost of mill and overlay. Councilmember Turner asked when it was necessary to replace the ADA ramps, where the funding came from and if federal grant funds were available. Mr. Ebersole said ADA ramps were required when the profile of the street had been substantially changed. Funding sources included the Pavement Management Program and the transportation tax. Mr. Anaradian said there were no federal grant funds available for the ramps. Councilmember Tolmachoff asked if some streets would only be crack sealed and if the residents would be made aware of it. Mr. Ebersole said that was correct and residents of those streets would be notified of the treatment. Councilmember Malnar asked what the options were for neighborhoods without curb and gutter. Mr. Anaradian said it would have to be added to the 10-Year Capital Improvement Program (CIP) although something else would then have to drop out. Councilmember Turner asked if there were other options besides swapping out programs in the CIP. Mr. Anaradian said staff would provide options to Council. Mr. Anaradian said a future workshop would be scheduled for further discussion regarding the Pavement Management Program deficit, information on the debt, Dial-A-Ride and bus route costs, and managing the available fund balance. 2. PRESENTATION ON THE CITY'S INVESTMENT PORTFOLIO Presented by: Lisette Camacho, Interim Director, Budget and Finance Guest presenter: Sheila Duffy, Director, Public Trust Advisors Ash Mehta, Vice President, Public Trust Advisors Cory Gebel, CFA, Senior Portfolio Manager, Public Trust Advisors City Council Meeting Minutes - September 24, 2019 Page 5 of 8 Ms. Bower read the item by title. Ms. Duffy provided an overview of Public Trust Advisors. Mr. Mehta provided information on the local Public Trust Advisors Arizona office. Ms. Duffy reviewed the company's work with the City. Mr. Gebel provided a briefing on the interest rates environment and an update on the following: • Liquidity portfolio • Core portfolio •Aggregate portfolio • Strategy summary for FY2020 Mayor Weiers asked if the returns being achieved of between 1.5 and 2.0 percent were due to risk-aversion. Mr. Gebel said the investments were made according to the strategy guidelines. Councilmember Turner asked if the returns were comparatively good or bad versus other cities locally or nationally. Ms. Camacho would forward that information to Council. The City's investments were restricted by state statute. She provided investment strategy details. Mayor Weiers asked if the City utilized the state's program for investments. Ms. Camacho said the City did utilize the Arizona Treasurers' Office for short-term investments and liquidity purposes. She would provide details to Council. Mayor Weiers asked if the security of the investments impacted the City's bond rating. Mr. Gebel said all municipalities had the same objectives of safety, liquidity, and yield. Ms. Duffy said the rating agencies looked to see that the City was not taking out-sized risks and putting safety first, therefore, being conservative boded well for the reviews. Mayor Weiers asked if what was being done with investments was an important part of the bond rating. Ms. Camacho said it was an important part. Vice Mayor Clark said Council had been looking at the sale of the City cemetery. She asked if higher investment rates could be earned on the perpetual fund. Mr. Gebel said perpetual care fund investments were longer term, similar to endowments. 3. ZTA19 04 BUFFER MEDICAL MARIJUANA DISPENSARIES FROM SENSITIVE USES (Removed from agenda) CITY MANAGER'S REPORT No report City Council Meeting Minutes - September 24, 2019 Page 6 of 8 CITY ATTORNEY'S REPORT No report COUNCIL ITEMS OF SPECIAL INTEREST Councilmember Malnar requested a deep dive into the City's recycling program that would address the environmental issues regarding garbage, if the program was economically sound, and to give an opportunity to the public to provide input. Councilmember Tolmachoff requested a presentation regarding what was included in the budget adoption. Councilmember Tolmachoff requested information on banning the feeding of pigeons. Several constituents had contacted her regarding the subject. Vice Mayor Clark said there were a lot of Council Items of Special Interest that were still outstanding. She would like to see the items cleaned up in short order. Mr. Phelps said staff was working on a very detailed report regarding the outstanding items that would soon be provided to Council. Mayor Weiers suggested that Council not add new items until the older items were cleaned up. MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION A motion was made by Vice Mayor Joyce Clark, seconded by Councilmember Ian Hugh 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 EXECUTIVE SESSION Council entered into executive session at 2:55 p.m. for: • legal advice, discussion and consultation regarding the City's position in pending or contemplated litigation, including settlement discussions conducted in order to avoid or resolve litigation pursuant to A.R.S. § 38-431.03(A)(3)(4); • discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with a contract relating to 55th Avenue and Northern Avenue pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7); • discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding City Council Meeting Minutes - September 24, 2019 Page 7 of 8 Glendale's position in connection with a contract relating to property in the area of 61st Avenue and Northern Avenue pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7)); •discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with a contract relating to property in the area of 91st Avenue and Maryland Avenue pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7); •discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with contracts, agreements and/or development agreements pertaining to festivals that are the subject of negotiations pursuant to A.R.S. §§ 38-431.03 (A)(3)(4); and •discussion/consultation with the City Attorney to receive legal advice, to consider its position, and to provide instruction/direction to the City Manager and City Attorney regarding presumptive cancer pursuant to A.R.S. §38-431.03 (A)(3). A motion was made by Councilmember Lauren Tolmachoff, seconded by Councilmember Bart Turner 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 4:55 p.m. ADJOURNMENT Mayor Weiers adjourned the meeting at 4:55 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 September, 2019. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 4th day of October, 2019. / `• K. Bower, MMC, City Clerk City Council Meeting Minutes - September 24, 2019 Page 8 of 8