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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 1/28/2020 City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 Glendale ARIZONA Meeting Minutes Tuesday, January 28, 2020 12:30 P.M. Workshop Meeting Council Chambers 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 12:31 p.m. ROLL CALL Present: Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh 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 Sheryl Rabin, Deputy City Clerk WORKSHOP SESSION 1. COUNCIL ITEM OF SPECIAL INTEREST - FEEDING PIGEONS Presented by: Jim Burke, Director, Public Facilities, Recreation and Special Events Ms. Bower read the item by title. Mr. Burke said the item was requested by Councilmember Tolmachoff. He was requesting consensus on moving forward with developing options to ban the feeding of pigeons. Councilmember Tolmachoff requested that feral cats also be added. Councilmember Aldama agreed with moving forward on the item related to pigeons. He referenced a news article about a person arrested in the City of Tempe for feeding feral cats. He asked that any proposed ordinance clarify issues regarding feeding and trapping. Councilmember Tolmachoff said roof rats were an issue in her district and leaving food out for feral cats contributed to the problem. Mayor Weiers asked staff to research the statutes on feeding wildlife. There was a program to teach community members how to make traps for roof rats that could possibly be brought to the City. There was consensus to move forward. 2. COUNCIL ITEM OF SPECIAL INTEREST-ANNUAL BUDGET APPROVAL Presented by: Vicki Rios, Assistant City Manager Lisette Camacho, Interim Director, Budget and Finance Amy Lindsay, Budget Administrator City Council Meeting Minutes -January 28, 2020 Page 2 of 6 Ms. Bower read the item by title. Ms. Rios explained the item was requested by Councilmember Tolmachoff to explain the specifics of what Council approved in the annual budget and financial policies. Ms. Camacho presented an overview of the budget process and an overview of the State of Arizona's Auditor General Budget Schedules "A" through "G". Ms. Lindsay provided an overview of sample reports which were presented to Council as part of the budget process. Ms. Rios said through discussions with Mr. Phelps and Councilmember Tolmachoff, there were opportunities to change the budget process. She recommended the budget process focus on new programs and increases, any elimination of programs, new full-time employees and more emphasis on the Capital Improvement Program (CIP). Councilmember Clark asked where in the budget process Council was informed of estimated available funds for Council appropriation for identified issues or projects. Ms. Rios explained funds were typically identified during the forecast. Councilmember Clark recalled specifically asking for an amount in the previous budget. She felt the figures should be given to Council at the beginning of budget discussions. Mr. Phelps said a report which clearly outlined new projects or programs over the previous year's base budget could be provided. Councilmember Clark wanted a dollar figure rather than recommendations. She asked how senior management informed department heads of the additional available capacity. Mr. Phelps said department needs were identified throughout the year and then a determination was made about which needs aligned with Council priorities and how much capacity was available. Councilmember Clark asked if a department was notified of the exact amount of an increase to its budget that was not part of a supplemental. Ms. Rios said departments were asked to stay within the previous year's budget. Any increase was treated as a supplemental and required justification. Councilmember Clark said, in previous years, all supplemental information was provided to Council. She requested that Council be provided with that information again. Mr. Phelps would follow up on the request. Councilmember Turner supported Councilmember Clark's request. He had requested the information in the past. Council should be aware of all of the needs throughout the City. He also wanted to see line item details of the budget to be sure Council priorities were met. Ms. Rios said the financial policies were adopted as part of the budget. The Cash and Budget Appropriation Transfer policy had a few requirements which were set by resolution. Ms. Camacho provided an overview of the Cash and Budget Appropriation Transfer policy. City Council Meeting Minutes-January 28, 2020 Page 3 of 6 Ms. Rios recommended the budget transfer report be provided on a quarterly basis to view the transfers which were approved by the City Manager. Councilmember Tolmachoff was concerned with not knowing the details of the funded amounts. There was an expectation by the public for the City to be transparent on what was approved. Mr. Phelps understood the concern and explained the challenges and the flexibility that was needed. Adding thresholds to the transfers would provide a better balance and flexibility. Mayor Weiers asked if it was possible to receive a quarterly update on the budget on the larger amounts. Mr. Phelps said it was possible for staff to provide more frequent reports. The reports could include all transfers between departments or more specific transfers related to a program. He was concerned that requiring Council approval for all transfers would slow down the business of the City. Councilmember Clark agreed with Mayor Weiers request for quarterly reports on large amount transfers. Transfers related to a district and policy-related items should be brought to Council's attention. Councilmember Turner agreed transfers of a significant value should be brought to Council's attention with the City Manager having a dollar amount threshold. He would prefer a monthly report and to know when a program was "zeroed" out or removed. Councilmember Aldama wanted funds tied to a program or event with significance to the community to be brought back to Council for transfer approval. Councilmember Tolmachoff asked what the average dollar amount was for transfer. Ms. Rios did not have the average amount. A transfer that eliminated a program or event would go to Council for approval. Councilmember Tolmachoff asked what the process was for supplementals. Ms. Rios said each department entered its request into the system. The request was not a supplemental until the City Manager submitted the request to Council for approval. Councilmember Tolmachoff agreed that Council should see each request for a supplemental that was entered into the system. Mr. Phelps said the City Charter stated the City Manager had the responsibility of bringing a balanced budget to the Council. He recommended a report with the initiatives that were not part of his recommended budget with justification on why the requests were not part of the budget. Councilmember Clark asked if the City Manager's spending threshold was at$50,000. Ms. Rios said that was correct. Councilmember Aldama asked if the supplementals brought to Council had the City Manager's support. Mr. Phelps said that was correct. City Council Meeting Minutes-January 28, 2020 Page 4 of 6 Councilmember Aldama said a budget process called shared governance would benefit the City. Councilmember Tolmachoff said a discussion to determine the "needs and asks" of the departments would be a good idea. Councilmember Hugh agreed with the monthly reports but did not want to put a dollar limit on the transfers. Vice Mayor Malnar wanted a report on the needs of the departments. He was not in favor of setting a threshold limit. The report would be helpful for Council to align its priorities. Mayor Weiers did not like the idea of micro-management by the Council and was not in favor of seeing all of the requested supplementals. He trusted staff to make the best decision. He supported reports to share information with the Council but did not want to burden staff with too many reports. Mr. Phelps understood the political nuances and the political implications of Council decisions. He recommended starting with a monthly report to be sure the level of detail was adequate and a list of supplemental requests that did not move forward. If he knew the Council's priorities, it would help to align it with internal needs. CITY MANAGER'S REPORT Mr. Phelps provided an update on the GlendaleOne mobile application. The roll-out was scheduled and initial feedback had been favorable. Staff would create reports for Council. CITY ATTORNEY'S REPORT Mr. Bailey said the Court of Appeals had affirmed the Superior Court decision in favor of the City on the Vieste matter. COUNCIL ITEMS OF SPECIAL INTEREST None MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION A motion was made by Councilmember Bart Turner, seconded by Councilmember Lauren Tolmachoff to hold an executive session. AYE: Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner Passed City Council Meeting Minutes-January 28, 2020 Page 5 of 6 EXECUTIVE SESSION Council met in executive session at 2:17 p.m. for: Discussion/consultation with the City Attorney and City Manager in order to consider its position and instruct its representatives regarding negotiations with employee organizations pursuant to A.R.S. §38-431.03 (A)(3)(5); 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 the Glendale Chamber of Commerce 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 61st Avenue and Northern Avenue pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7); and 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 related to Glen Lakes Golf Course pursuant to A.R.S. §38-431.03 (A)(3)(4). A motion was made by Vice Mayor Ray Malnar, seconded by Councilmember Joyce Clark to adjourn the executive session. AYE: Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner Passed Mayor Weiers adjourned the executive session at 4:09 p.m. ADJOURNMENT Mayor Weiers adjourned the meeting at 4:09 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 28th day of January, 2020. I further certify that the meeting was duly called and held and that a quorum was present. I -d this 3rd •- of February, 2020. uli.eK. Bower, MMC, City Clerk City Council Meeting Minutes-January 28, 2020 Page 6 of 6