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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 10/28/2019 City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 Glendale ARIZONA Meeting Minutes Tuesday, October 28, 2019 10:00 A.M. Policy 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 10:00 a.m. ROLL CALL Present: Mayor Jerry Weiers Vice Mayor Joyce Clark Councilmember Jamie Aldama Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Bart Turner Absent: Councilmember Lauren Tolmachoff Also Present: Kevin Phelps, City Manager Michael Bailey, City Attorney Julie K. Bower, City Clerk WORKSHOP SESSION 1. COUNCIL POLICY GUIDANCE — BUILDING ASSETS PHILOSOPHY Presented by: Michelle Woytenko, Director, Field Operations Amanda McKeever, Support Services Administrator Ms. Bower read the item by title. Ms. Woytenko said the Building Asset Philosophy was a tool to achieve organizational excellence through continuous improvement. Buildings should not impede efficiency and should reflect the City's character and values. She provided costs for the operations & maintenance benchmark: • Method 1 — Regional average was $7.80/square foot • Method 2 —Category average was $6.98/square foot Councilmember Aldama said with the janitorial costs, it would make a difference if it was in-house staff or contract staff. Ms. Woytenko said the average reflected a 90% use outsourced janitorial services. Ms. Woytenko said the Facility Condition Index (FCI) was calculated by dividing the total cost of existing repairs by the current replacement value. A lower number was better. Vice Mayor Clark asked what was the FCI for current inventory. Ms. Woytenko said that information would be brought back to a meeting in December for all public safety buildings. Staff had started with public safety buildings and would move on based on priority for the rest of the buildings Ms. Woytenko provided an example of an FCI calculation using Fire Station 152. Prior to its renovation, the FCI was 29%. After renovation, the FCI was 0%. Ms. Woytenko said it was a risk-based approach that identified the potential risks and possible consequences. Ms. McKeever said a committee was used to develop and define the following three tiers: City Council Meeting Minutes -October 28, 2019 Page 2 of 5 •Tier 1 — Mission Critical: contained critical activities and required uninterrupted service •Tier 2 — Business Critical: contained vital activities, devices, services or systems that business could not operate without •Tier 3—Support Building: might house some critical staff but was independent of the mission and activities could occur without the building and functions could be relocated Ms. Woytenko said staff was asking for Council consensus on the definitions and attributes. Vice Mayor Clark said the brand presentation being made was not very good in some instances. She said it was an element for consideration when facilities and maintenance were discussed. Mayor Weiers agreed with the tiers but asked if there was a scale for each based on what needed to be done. Ms. Woytenko said that would be discussed after the tiers were set. There was Council consensus on the tiers. Ms. Woytenko said mission critical facilities were generally water treatment, wastewater treatment and public safety buildings. Ms. McKeever said business critical facilities directly facilitated public interaction, were revenue generating and contained high value resources such as City Council, customer service, City Court, rec centers, etc. Support buildings would include City Hall, Prosecutor's Office, warehouse, etc. Councilmember Turner questioned the categorization of the City Court. Ms. Woytenko said the Court was secondary to the overall mission of the City and other agencies or jurisdictions could provide the services. The Court was revenue-generating and had agreements in place with other jurisdictions as part of its continuity of operations plan. Vice Mayor Clark did not think the Media Center was mission critical. Ms. Woytenko said it was based on how the City would react in an emergency and protecting its assets. There would be further prioritization. Mr. Phelps said in an emergency, the Media Center would be mission critical. There was infrastructure at the media center that impacted other locations. Vice Mayor Clark asked if each of the categories would be reviewed further for prioritization. Ms. Woytenko said that was correct. The tiers were just the first step. Ms. Woytenko said not all individual components needed the same level of maintenance. Components that were critical such as a roof or an elevator, would be maintained to a different level than things such as carpets. She said prioritization was also based on available funding. Ms. Woytenko said the following FCI was being proposed: •Tier 1 5-10% •Tier 2 10-15% •Tier 3 15-20% City Council Meeting Minutes-October 28, 2019 Page 3 of 5 Vice Mayor Clark asked if there were 5 fire stations, all at the same FCI with limited funding, how would they be prioritized. Ms. Woytenko said it would depend if it was a component such as HVAC, which was critical, the critical component would be addressed. Ms. Woytenko said at the December 9th policy workshop, there would be a review of public safety building assessments. Mr. Phelps said as the model was built, there would be a greater level of detail. Support buildings such as the Bead Museum, park restrooms, storage facilities, were all in the same tier and would need to be prioritized for funding. The City did not have the resources to address all needs in the next 15 years. Investment in the facilities would be done in a very thoughtful way using asset management tools. Vice Mayor Clark asked how brand new structures were valued against maintaining older buildings. Mr. Phelps said the City would be investing in new assets but would have to identify resources and the impact on existing structures. It was necessary to understand fully the impact on maintaining existing structures and if it aligned with goals and was balanced with existing responsibilities. Vice Mayor Clark said direction from Council might be needed regarding the percentage available for new construction. There was new development in west Glendale but no attention had been paid to quality of life issues. The City had to match growth with providing amenities. It had to be part of the discussion. It should not be penalized because of the deferred maintenance. Mr. Phelps said the CIP was a 10-year plan. It was a policy decision that needed to align with Council goals and priorities. As the economy changed, the plan could also be changed. A foundation was being set for looking at facilities and for making decisions. Mayor Weiers said the question was could the City afford new facilities. New facilities required regular maintenance. Councilmember Turner said development impact fees (DIF) were designed for improvements and new projects. Most districts had suffered because of the crippling financial decisions in the west part of the City. Vice Mayor Clark said that was same argument when Arrowhead was developed. There was still a struggle in the west to get new things. Councilmember Aldama was looking forward to the goal-setting discussion for the districts. The Ocotillo district suffered from the lack of DIF. He asked how the City negated that and that the districts that did and did not have DIF be kept in mind. ADJOURNMENT Mayor Weiers adjourned the meeting at 11:23 a.m. City Council Meeting Minutes -October 28, 2019 Page 4 of 5 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 28th day of October, 2019. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 5th day of November, 2019. re K. :ower, MMC, City Clerk City Council Meeting Minutes-October 28, 2019 Page 5 of 5