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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 3/3/2020City of Glendale 5850 West Glendale Avenue Glendale, AZ 85309 Glendale A R I Z O N A Meeting Minutes Tuesday, March 3, 2020 9:00 A.M. Budget 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 Vice Mayor Malnar called the meeting to order at 9:00 .am. ROLL CALL Present: Vice Mayor Ray Malnar Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner Absent: Mayor Jerry Weiers Councilmember Jamie Aldama Also Present: Kevin Phelps, City Manager Michael Bailey, City Attorney Julie K. Bower, City Clerk Vicki Rios, Assistant City Manager WORKSHOP SESSION 1. FY20-21 BUDGET WORKSHOP Presented by: Vicki Rios, Assistant City Manager Lisette Camacho, Director, Budget and Finance Amy Lindsay, Budget Administrator, Budget and Finance Ms. Bower read the item by title. Ms. Camacho provided information on General Obligation (G.O.) bond -funded capital projects; a review of the previous presentation; an overview of several G.O. bond -funded capital projects; and explained the Bond Committee's involvement in the process. Councilmember Clark asked why there was a 1 -year gap between the design phase and the construction of the Main Library. Michelle Woytenko, Field Operations Director, said the libraries were looked at programmatically and it was decided not to shut down more than one library at a time. Velma Teague Library was under construction in FY23-24. Councilmember Turner requested details on the skylights and the anticipated remedy. Ms. Woytenko said the skylight seals needed replacement which needed regular programming. An interim sealing could be done. There was a long-term fix, so the seals would not have to be addressed annually. Councilmember Tolmachoff noted the work at Velma Teague was slated for FY23-24 and asked if it would result in closing the library. Ms. Woytenko was unsure and explained work could be done in phases. The design work for Velma Teague and the skylight repair at the Main Library would be done in FY22-23, Velma Teague construction would be done in FY23-24, and the Main Library was slated for FY24-25. Councilmember Tolmachoff noted there was $3.5 million in FY23-24 for the Main Library and City Council Meeting Minutes - March 3, 2020 Page 2 of 10 funds budgeted for Velma Teague during the same year. Ms. Woytenko explained the $3.5 million was adopted last year and the FY20-21 budget presentation included a change to the figures. Councilmember Tolmachoff asked about the nearly $7 million recommended for Foothills Library in FY24-25. Ms. Rios said the Foothills Library was not included in the first $175 million and as FY23-24 neared, it would be determined whether there was sufficient borrowing capacity in G.O. bonds or other funding sources. The Foothills Library Project was not funded. Councilmember Clark asked if the timing of the Foothills project was a staff recommendation. Ms. Rios said it was a staff recommendation to do the design before the construction. Councilmember Clark asked where a staff recommendation was for the expansion of the Heroes Park Library, an aquatic center, and new ball fields at Heroes Park. Ms. Rios could not identify the projects in the 10 -Year projection. Councilmember Clark said Heroes Park Lake was the only Parks project out of thirty-six where the funding for the design occurred, but the recommendation for construction skipped a year and did not occur until FY21-22. Councilmember Clark asked why it was the only project pushed out a year. Ms. Rios said the Heroes Regional Park Lake was slated for FY21-22 because it was the first year the $175 million in bonds could be issued. She said it was not that construction was pushed out but rather the design was pulled forward two years. Councilmember Clark said bonds could be issued 18 months prior to projects in FY21-22. Ms. Rios said projects were budgeted in the years the construction would be done. A project could begin 18 months before bonds were issued. Lake construction was not included in FY21-22. Councilmember Tolmachoff did not recall discussing expansion of the Heroes Park Library. Ms. Rios said it was not in the 10 -Year Cl P. Councilmember Clark said there was a need for expansion of the Heroes Park Library. According to the last census, the population in west Glendale increased by 104%. Newer residents of the area commented on the small number of amenities at the park. She requested inclusion of the expansion of the library in the CIP. An aquatic center and ball fields to complete the park was needed. Councilmember Tolmachoff was willing to have a conversation about the project but was under the impression it was to be a library and community center combined. Councilmember Clark said data at Heroes Park showed the library was used to capacity. She was unable to use the meeting rooms for district meetings due to the low capacity. Councilmember Tolmachoff said if space was needed, it could be achieved by adding a community center and delivering other services. The $175 million would not go as far as was City Council Meeting Minutes - March 3, 2020 Page 3 of 10 believed. Vice Mayor Malnar asked wfen the appropriate time would be for Council discussions on the future of Heroes Park. Ms. Rios said discussions during the budget workshops would be the time to direct staff on any changes Council wanted to make to the CIP. Councilmember Clark agreed with a community center at Heroes Park. Her three proposed elements must be part of the CIP and completed in a timely manner. Councilmember Tolmachoff asked if residents still wanted the lake or preferred a community center similar to the Foothills Recreation and Aquatic Center (FRAC). Councilmember Clark said there was constituent frustration that the lake be completed in a timely manner. Mr. Phelps said the 10 -Year CIP was designed to guide staff on Council's plan for a ten-year period. There could be placeholders for projects in the out -years that could be moved up or completed when there was financial capacity. It was the appropriate time for project consideration to be placed on the CIP, so the projects remained part of the ongoing conversation. Councilmember Clark requested the addition of the Heroes Park library expansion/community center, recreation aquatic center, and ball fields to the CIP as placeholders. She would like to see the projects included in the CIP at least from FY26-30. Councilmember Turner said the Heroes Park Library was the beginning of a multi -use and multi-purpose facility. Smaller footprints could still provide a lot of service and the quality of a library should not be measured by square footage. It had been 30 years since the Heroes Park Plan. Council and the City had invested a lot of money in Westgate and Camelback Ranch which had strapped the rest of the City. It was a decision that the majority of the previous Council had made and had caused negative consequences over many years throughout the City. Councilmember Clark said the previous Council had heated discussions and not everyone agreed they were good decisions. Vice Mayor Malnar asked if there was consensus to include Heroes Park in the 10 -Year CIP. Councilmember Clark was recommending three specific elements: library expansion and/or community center, recreation and aquatic center, and ball fields. Councilmember Tolmachoff said a Community Services Resource Center was budgeted for nearly $17 million but did not recall a Council decision on the project. She asked if there was consensus to shift the $17 million to the Heroes Park completion. Ms. Rios explained the Community Resources Center was another project in the CIP but was not funded. The Heroes Park projects could be added, and the Community Resources Center could be left in or removed. The projects would be funded with park bonds and Council would have to consider asking voters for additional authority. Councilmember Tolmachoff said there was available space at several locations for the Community Resources Center and did not think the project was a good use of $17 million. She recommended using funds from a different authorization. City Council Meeting Minutes - March 3, 2020 Page 4 of 10 Councilmember Clark asked for information on the project. Ms. Rios said the unfunded project was discussed during the G.O. bond prioritization two years ago. The project was for a one-stop Community Resource Center so community -assisting departments could be co -located. She said other non -profits could use or lease portions of the Center to provide similar services to the community. Mr. Phelps said the Facilities staff looked at several options for a one-stop shop and an additional programming area for Community Services. The project was in the out -years and could be kept there for discussion in the future. It was important for the projects to be funded in the next five years. There were alternatives for completing the Resource Center at a lower level. Councilmember Turner was reluctant to agree to funding because there would be additional budget workshops before the department presentations. There was time to add projects to the CIP but it should be done with Council consensus. A better understanding of the financial forecast was helpful. Councilmember Tolmachoff wanted to see the Community Resource Center abandoned as a project. Vice Mayor Malnar asked for consensus on a placeholder in the 10 -Year CIP for a Heroes Park recreation center, ball field facilities, and library expansion or community center. Councilmember Turner did not see how a placeholder could be in the CIP without a dollar amount. Ms. Rios would meet with Ms. Woytenko to arrive at an estimate and bring the information back to Council at the next workshop. Councilmember Tolmachoff said there was not any money in the out -years for the Foothills Recreation and Aquatic Center. There was a large list of deferred maintenance items, which she believed was in the out -years but did not find it in the CIP. Ms. Rios asked if there was consensus for staff to move forward with obtaining estimates on the Heroes Park requests as a placeholder in the CIP and provide information at a future Council meeting. There was Council consensus. Ms. Rios asked if there was consensus on removing the Community Services Resource Center project. Councilmember Clark preferred further discussion. Councilmember Tolmachoff said the CIP had the project in FY24-25 but staffs recommendation was to move it to FY26-30. Mr. Phelps suggested combining the City Hall remodel, the one-stop shop program, and the Prosecuting Attorney's Office projects as one. The projects needed to be done with an eye toward growth and putting the placeholders on the list allowed staff to provide more information. Councilmember Turner requested information on the original intended use for the space on the second floor of the Adult Center. Councilmember Tolmachoff asked for information on the Foothills Recreation and Aquatic Center. City Council Meeting Minutes - March 3, 2020 Page 5 of 10 Ms. Camacho said there was not a specific project for the Foothills Recreation and Aquatic Center. The FY22-25 park bond funds could be used for park infrastructure. Councilmember Clark said Council had approved an annual allocation of $10 million for park improvements. She said specific projects within the CIP were removed, and she asked why the projects were pulled out separately. Ms. Rios said the projects for irrigation, lighting, and structures were always separate and the $10.5 million approved by Council was added as an additional line. Councilmember Clark asked if those separated projects could be included as part of the $10 million. Ms. Rios explained the original concept of the annual $10 million was for allocation to separate projects when the Parks Master Plan was completed. Councilmember Clark asked why the $10 million was not reduced by the three projects. Ms. Rios said the three projects were pulled separately and staff was instructed to add $10.5 million. Councilmember Clark asked Council if there was agreement to include the projects in the $10.5 million. Councilmember Tolmachoff requested a placeholder for funds to maintain FRAC and asked if Heroes Park additions or improvements qualified for the park infrastructure improvements funds. Councilmember Clark did not intend to use the park infrastructure improvements funds to build new infrastructure. She believed the three separated projects, totaling $2.7 million, should be part of the $10.5 million. Vice Mayor Malnar recalled the presentation and Council agreed to the $10.5 million because the need was high, and it was a starting point. He did not agree with reducing the $10.5 million by $2.7 million. He suggested more discussion on the details of the $10.5 million and whether Council wanted to continue to fund at that level. Mr. Phelps said the projects were in the CIP and staff made plans for the projects. He noted the $10.5 million had not been allocated to projects and it was open to Council's priorities. Councilmember Clark did not want to eliminate the projects, but believed the projects were part of park infrastructure and should be accounted for as such. The first year should be $7.2 million available instead of $10.5 million a reduction of $2.7 million for the three projects that were separated. Councilmember Tolmachoff said it would then free up $2.7 million in the budget. She asked what was proposed for the funds. Ms. Rios agreed it reduced the overall projects by $2.7 million. Voters would not be asked for an additional $39 million in bond authority, but rather $37 million. She said once the $10.5 million was refined, it could result in a $2.7 million deficit in needed funds. Councilmember Turner said the Parks Master Plan was in process and favored keeping the budgeted figures as they were. The $10.5 million was in addition to the three projects that were City Council Meeting Minutes - March 3, 2020 Page 6 of 10 listed separately. Ms. Lindsay continued the budget presentation with the Cultural Facility Bond Projects and Governmental Facility Bond Projects. Councilmember Clark recalled the underground storage tanks were identified as a priority in the Building Facilities Assessment and asked why the project had been pushed out. Ms. Rios said it was a different set of storage tanks associated with the Glendale Municipal Operations Campus. The referenced underground storage tank project was completed. Councilmember Tolmachoff said there had been a higher amount for the Glendale Operations Campus. Ms. Rios said the number on the chart was only the portion funded by G.O. bonds and there were other funding sources. Ms. Woytenko said the total project cost was $27.2 million, including enterprise funds and the $9 million in G.O. bonds. Councilmember Tolmachoff asked if a consensus had been reached on the Campus. Mr. Phelps said staff was planning for the authorized Campus and the first phase of the Operations Center was scheduled to begin in FY21-22. Councilmember Tolmachoff did not recall staff presenting an actual plan. The discussion had been about moving the Police evidence building and the Prosecutor's Office. Mr. Phelps said staff could come back to Council with project details. Councilmember Tolmachoff was concerned with the customer service center. She cited the "broken window" theory in relation to the City Hall building and suggested in the next fiscal year, something should be done to the exterior of City Hall. It would be a start in moving the downtown forward. Councilmember Clark recalled discussions about the Operations Center but did not recall staff presenting a completed plan for Council consensus. She agreed with Councilmember Tolmachoff regarding City Hall and the broken window theory. An employee to direct visitors would be better than the security guards. Councilmember Turner agreed the exterior appearance of City Hall needed to be addressed sooner rather than later but was unsure if it should be done with bond funds. He asked if there were plans for using another funding source. Mr. Phelps said Ms. Woytenko's team was conducting building assessments. There were challenges associated with painting the exterior, re -glazing the windows, and the timing of the process of remodeling the interior floor by floor. The lobby art project would be revisited and an FTE would need to be added to the budget for a kiosk in the lobby. He recommended that the first phase include the feasibility of adding a one-stop shop on the B3 level. It could be remodeled without disrupting other parts of City Hall. Councilmember Tolmachoff requested a customer service kiosk and full-time employee be given priority in the FY20-21 budget. She requested a plan for the City Hall remodel by FY21-22. City Council Meeting Minutes - March 3, 2020 Page 7 of 10 Councilmember Clark agreed with Councilmember Tolmachoff s requests and that the exterior of the building be given priority. Councilmember Turner agreed with the new art piece in the lobby and suggested the use of volunteers to staff the customer service kiosk. Mr. Phelps suggested a discussion regarding the useful life of City Hall. Staff looked at a complete remodel which extended the life another fifteen to twenty years but due to limited resources and programming, the remodel had to be phased. He asked Council to consider the lifespan and to provide direction as to what level staff should plan out improvements. Vice Mayor Malnar suggested a separate discussion regarding the City Hall project and funding sources. Ms. Rios said G.O. bonds were the only funding source for the City Hall project. There were multiple funding sources for the Glendale Operations Campus. Vice Mayor Malnar said concerns had been expressed regarding the timing for a customer service area. He requested a presentation at the next budget workshop. Councilmember Tolmachoff requested that the presentation include how to fund the exterior of the building sooner than FY22-23. Councilmember Clark asked if Council would see the list of supplementals that were approved and those that were denied. Ms. Rios said information would be provided. Ms. Lindsay continued the presentation with the Streets and Parking Bond Projects. Councilmember Clark asked if scalloped streets were included in the projects. Ms. Rios said scalloped streets were not identified as a G.O. bond -funded project, however, there might be other funding sources. Councilmember Tolmachoff commented on the disrepair of the parking lots at the parks and asked if an assessment was done. She asked if the parking lots qualified as a bond project since there was remaining authorization. Councilmember Clark asked if the parking was included in the $10.5 million to fix park infrastructure. Ms. Rios believed the parking lots were part of the infrastructure. She said bonds had been used for the parking lots in the past. Bonding was capped at $175 million and if additional projects were added, other projects would need to be dropped. Vice Mayor Malnar asked if bond funds were used for the regular maintenance repaving program. Ms. Rios said the philosophy was not to use bonds for maintenance projects because the maintenance did not outlive the life of the bonds. Councilmember Clark appreciated the addition of a splash pad at O'Neill Park. Councilmember Tolmachoff asked about the $176,000 project in Open Space and Trails. City Council Meeting Minutes - March 3, 2020 Page 8 of 10 Ms. Rios said the project was scheduled for FY20-21. Vice Mayor Malnar asked for clarification of the improvements planned for the trails. Jim Burke, Parks, Recreation and Special Events Director, said a trail assessment had been completed and was under review. Staff was looking at rebuilding a couple of the trails and adding an ADA trail. The condition of the main trail would be addressed first. Councilmember Tolmachoff asked if the trails needed to be reconstructed. Mr. Burke said some portions of the trails did need reconstruction. Councilmember Tolmachoff commented on the grooming of trails and the risk of users slipping on rocks. Mr. Burke explained the previous recommendation was to reconstruct portions of existing trails and add one new ADA trail. Councilmember Tolmachoff asked if the assessment report was ready to be shown to Council. Mr. Burke said it was ready. Councilmember Clark asked if there was a plan to address irrigation in Grand Canal Linear Park. Mr. Burke did not have specific information for the Grand Canal Linear Park. Councilmember Clark said irrigation repairs were scheduled for FY20-21. She asked if it included any work at Grand Canal Linear Park. Mr. Burke said staff had not identified specifics projects for the funding and would provide information at an upcoming Council Workshop. Ms. Lindsay presented Follow Up Items Council Workshop: • General Fund Supported Debt Amortization — Provided to Council on February 18th • Transit Voter Authorization Purpose • Purpose for Open Space and Trails Voter Authorization Purpose • Public Safety Bond Projects Councilmember Clark asked staff to determine if transit bonds could be used for bus stops. Councilmember Turner said the Open Space and Trails bond request had been approximately $53 million but was barely used. Ms. Lindsay said the amount authorized was $53.7 million and $50.4 million in authorization remained. Councilmember Tolmachoff asked if the additional $20 million included funding for the $37 million in the out -years for the new Court building. Ms. Lindsay said that was correct. Councilmember Clark asked if the voter authorizations would be revisited as items were added to City Council Meeting Minutes - March 3, 2020 Page 9 of 10 the CIP. Ms. Camacho said it would. Councilmember Tolmachoff requested the budget books be provided to Council at least a week to ten days before department presentations. Ms. Camacho said staff would do its best to have the books to Council at least seven days in advance of the presentations. ADJOURNMENT Vice Mayor Malnar adjourned the meeting at 11:02 a.m. 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 3rd day of March, 2020. 1 further certify that the meeting was duly called and held and that a quorum was present. Dated this 2nd day of April, 2020. Ju ie . Bower, MMC, City Clerk City Council Meeting Minutes - March 3, 2020 Page 10 of 10