Loading...
HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 1/27/2020 City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 Glendale ARIZONA Meeting Minutes Monday, January 27, 2020 10:00 A.M. Special Workshop Civic Center Annex 5750 West Glenn Drive City Council Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner CALL TO ORDER Mayor Weiers called the meeting to order at 10:04 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 Vicki Rios, Assistant City Manager WORKSHOP SESSION 1. COUNCIL POLICY GUIDANCE — BUILDING ASSETS PHILOSOPHY Presented by: Michelle Woytenko, Director, Field Operations Ms. Bower read the item by title. Ms. Woytenko reviewed the background of the assessment and would be addressing the following topics regarding the assessment: •Scope of work • Review of findings • How the findings would be addressed Ms. Woytenko said the scope of work for the public safety buildings assessment included: • Building shell • Building interior • HVAC • Electrical • Plumbing • Fire protection •Special construction • Building code issues • Fire/life-safety code issues •ADA requirements Ms. Woytenko said the deficiency priorities were: • Priority 1 —Currently critical — required immediate action • Priority 2 — Potentially critical • Priority 3— Necessary • Priority 4 — Recommended Improvements • Priority 5— Housekeeping • Priority 6 — Does not meet current codes/standards City Council Meeting Minutes-January 27, 2020 Page 2 of 7 Ms. Woytenko said the assessment also provided: • Deficiency categories • Review of building systems & overview • Construction costs • Example graphs •Systems • Industry standard benchmark— Facility Condition Index (FCI) • Estimate of deficiencies by priority Councilmember Aldama wanted a report that identified what projects were backlogged. Ms. Woytenko said the assessment report was being used to identify the priority of the deficiencies. All Priority 1 deficiencies had been completed and for Priority 2 deficiencies there would be ongoing assessment, planning and repair. Ms. Woytenko said the results by component were as followed: •Site improvements - 32% • Furnishings - 16% • HVAC - 12% • Electrical - 11% • Interior finishes - 10% • Roofing - 6% • Plumbing - 6% • Interior construction - 3% •All others - 3% The results by category were: • Renovation/Renewal - 98% •Appearance - 0.5% • Deferred maintenance - 0.3% Ms. Woytenko said projects were planned in the Capital Improvement Plan (CIP). Councilmember Tolmachoff asked what deficiencies were at the Sine Building. Ms. Woytenko said the deficiencies at the Sine Building included restroom code requirements and the roof but she did not have the full list. Councilmember Turner said a potential interior plan for the Sine Building was presented at a previous meeting. The plan, which was called the "sardine can,"would accommodate a much larger number of employees than were currently in the Prosecutor's Office. He was not in support of that option and wanted to solve the problem as quickly and as inexpensively as possible. Mr. Phelps said Council had given direction for the Sine Building to accommodate both the prosecuting and the civil side of the City Attorney's Office. The City Attorney would also have space available at City Hall. That plan was what was being worked on currently but could be amended if that was Council's preference. Councilmember Clark said relocating the Prosecutor's Office was an item of special interest that she had raised a long time ago. She wanted the relocation completed as soon as possible. She did not recall the discussion regarding the civil side. Councilmember Clark was dismayed with creating a universal design in the Sine Building because it might not be a permanent location for the Prosecutor's Office. Her goal was to move the prosecutors as soon as possible. She knew City Council Meeting Minutes-January 27, 2020 Page 3 of 7 that moving Fire Administration to GRPSTC had caused a delay. She was not interested in and did not believe the building needed to be reconfigured. Councilmember Tolmachoff agreed with Councilmember Clark. She did not believe there had been Council consensus to go forward with the universal layout or moving the City Attorney offsite. She was not in support of moving the City Attorney's Office. The goal had been to vacate the parcel currently being used by the Prosecutor's Office so that it could be used for another purpose such as police evidence storage. Councilmember Tolmachoff wanted to move the prosecutors as soon as possible and as inexpensively as possible and did not recall a consensus to do anything else with the Sine Building. She was shocked at the plan to cram that many people into the second floor of the Sine Building. Mr. Phelps said reconfiguration of the fourth floor of City Hall was constrained because of the City Attorney's Office, specifically the reconfiguration of the Council area. Staff could stop the plans to relocate the City Attorney and focus on moving the Prosecutor's Office. It depended on whether Council wanted a short-term fix or a long-term solution. The idea was to reconfigure the site to accommodate the unique business of the Prosecutor's Office. If the direction was to make minor changes, staff could do it. He was trying to come up with a long-range solution. Councilmember Clark favored the short-term solution. There would be future discussion about where the Prosecutor's Office would end up permanently. The Sine Building would be a temporary solution in an effort to get the office out of its current location. The assessment identified only two issues for Sine, the roof and the gas valve, otherwise it was in good condition with no major structural deficiencies. Vice Mayor Malnar did recall the discussions regarding the long-term solution. He would like to know the cost differential. He was not in favor of kicking the can further down the road if the City could spend a little extra money now. He did not know if there had been a formal consensus. Mr. Phelps said the City had difficulty in recruiting and retaining prosecutors. If the office was being moved, it should be to a professional space where law was practiced. Staff would come back to Council with a couple of options. Mayor Weiers also wanted to know the difference between the short-term and long-term solutions for costs and timeframes. Mr. Bailey said the move of the City Attorney's Office had been discussed on a high level. His office could serve the needs of Council in City Hall or across the street. Mayor Weiers asked if it was beneficial to have both sides of the department located together. Mr. Bailey thought there would be a benefit. Councilmember Tolmachoff did remember the discussion regarding moving the City Attorney's Office but the diagram crammed everyone together on the second floor. She asked if that was what staff had been working on. Ms. Woytenko said it was a conceptual plan and it would take into consideration the requirements for the final design. Councilmember Tolmachoff did not recall a consensus for moving ahead with that design. She suggested the Prosecutor's Office be moved and then decide on a permanent solution. If the fourth floor of City Hall was going to be reconfigured by moving the City Clerk to the first floor, it was not a prudent use of resources until it was known how it was going to work. The Sine City Council Meeting Minutes-January 27, 2020 Page 4 of 7 Building could solve the problem in its current configuration. Councilmember Turner did recall the idea being floated but did not recall a consensus. He supported moving the Prosecutor's Office to solve the immediate problem and then look at everything else. If the capacity of City Hall was increased as depicted, there would be additional space to relocate the City Attorney's Office. There had also been talk about relocating City Hall. Vice Mayor Malnar did not see the benefit of another temporary fix. There should be a consensus on the whole plan, not a patchwork. Mr. Phelps would work on the options and costs. He thought there was consensus on co-locating the Prosecutor's and City Attorney's Offices. There had been no discussion yet about the actual needs of the City Attorney's Office. Staff would look at it from a programming standpoint to see how both could fit into the Sine Building. Councilmember Clark said a plan was needed first. It was necessary for the City Manager to bring options about the future of City Hall and a City Hall annex at another location. If there was a positive decision about an annex, consideration could be given to using the current City Hall for all public services that required public interaction. It had never been discussed and there had been no agreement on a long-term plan. Discussion and agreement was needed. Councilmember Aldama agreed. The perception was that government always spent money on a project and then went back and spent more money on changes. He was not supportive of moving any part of City Hall. Council needed to have a robust discussion about where it wanted to go. He did not want to spend money on a renovation of the Sine Building and then do it all over again. Councilmember Tolmachoff asked, regarding the fire station remodels, what was being done about protection for presumptive cancer. Would there be updates to the ventilation systems and what was being done to protect the living quarters. She also asked if decontamination of the trucks would be part of the conversation. The most important thing was to make it safe not just visually pleasing. Mr. Phelps said the City was a leader in terms of best practices for presumptive cancer protection. The trucks were washed after a call out. There were best practices for the design of fire stations. Other options included all-electric fire trucks. There were things that could be done and staff was aware but it had to be done thoughtfully. Councilmember Tolmachoff asked how soon the City would be moving toward electric trucks and would it continue to buy diesel trucks. Mr. Phelps assumed the City would continue with diesel and mitigate that risk. Ms. Woytenko said it was a large investment, so staff had to make sure the trucks could deliver what was needed and the technology was proven. Ms. Woytenko said the CIP addressed most of the public safety buildings and included: City Prosecutor remodel FY22: $300,000 for design FY23: $2.7 million for construction City Court Remodel FY22: $400,000 for design City Council Meeting Minutes-January 27, 2020 Page 5 of 7 FY23: $3.6 million for construction Ms. Woytenko said the goal of universal design was to address the needs once and was done collaboratively. It had to be adaptable for future uses. The next steps would be assessments of other buildings and planning for upcoming general obligation bonds. Councilmember Aldama said a lot of work had gone into the report and the City had come a long way in the planning process. Councilmember Tolmachoff agreed a lot of work had gone into the report. She said instead of funding a Council conference room update, she preferred that the first-floor lobby provide customer service. Her priority was to serve the citizens of Glendale when they walked into the building. It could be a customer service kiosk at the very least or a friendly face to direct people where they needed to go. It was not listed in the CIP. She asked if it was going to be moved forward in the priorities. She also asked if signage could be improved. Mr. Phelps said the City was moving toward a central customer service center. There was a challenge with the layout when considering reconfiguration because of the elevator and stairwell. There had been discussion about security personnel providing information. If the preference was for an FTE, the data and costs could be provided. He would also work on improved signage. Councilmember Clark agreed with Councilmember Tolmachoff. Customer service and information was long overdue. She liked the idea of a customer service kiosk. It did not have to be big and there was room for a kiosk. As a temporary fix, it would help residents navigate through City Hall and could be done quickly and cheaply. She wanted to move forward with it now. Councilmember Turner also supported the concept especially since everyone now had to enter through the first-floor entrance. He also wanted to improve the exterior of the building. The Council conference room upgrade was a low priority. He supported redesigning the payment station to create a service counter. Staff could be educated about where to direct customers. Councilmember Turner asked what the needs of the City Court were and what was the plan. Ms. Woytenko said the Court had unique needs and had to continue to function during the remodel. It had infrastructure, safety and security, and functionality needs. She was working with Court staff to address needs and functionality. Councilmember Turner wanted to make sure appointed officials were being conferred with and had input on their spaces. Everyone had to work together to serve the needs of the citizens. MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION A motion was made by Councilmember Lauren Tolmachoff, 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 City Council Meeting Minutes -January 27, 2020 Page 6 of 7 Councilmember Bart Turner Passed EXECUTIVE SESSION Council entered into executive session at 11:53 a.m. for 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 95th Avenue and Cardinals Way pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7). ADJOURNMENT Mayor Weiers adjourned the meeting at 1:41 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 27th day of January, 2020. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 28th day of January, 2020. Juli- . Bower, MMC, City Clerk City Council Meeting Minutes -January 27, 2020 Page 7 of 7