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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 5/5/2020 City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 *ia, Glendale ARIZONA Meeting Minutes Tuesday, May 5, 2020 9:00 A.M. Budget Workshop Civic Center 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 9:03 a.m. ROLL CALL Present: Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aldama Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner Absent: Councilmember Joyce Clark* Also Present: Kevin Phelps, City Manager Michael Bailey, City Attorney Julie K. Bower, City Clerk Vicki Rios, Assistant City Manager *Councilmember Clark arrived at 9:06 a.m. after the roll was called. WORKSHOP SESSION 1. FY2020-21 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. Mr. Phelps provided a background on City functions before and after March due to the effects of COVID-19. The Budget and Finance team restarted the FY2020-21 budget from scratch due to the possible economic impact. Ms. Camacho presented an updated forecast for FY21 budget development. Ms. Rios provided an overview of the estimated sales tax revenues for May and April and explained the State's processing delays. Prior to closures, sales tax revenue and State-shared revenues were higher than the same time last year. Mr. Phelps said several projects were moving forward during the COVID-19 pandemic to allow the City to meet revenue expectations. Ms. Camacho shared an overview of the revised estimates for the General Fund and Enterprise Funds for FY21 and placeholders for market adjustments for salaries. Ms. Rios said the proposed changes to salary ranges were based on the compensation and classification study and were capped at the 80th percentile. The proposed 2.25% salary increase for employees was not impacted by the study. The cost of living and merit increase was included as a placeholder and would not be implemented at the beginning of the fiscal year due to the economic uncertainty. Councilmember Tolmachoff asked how the performance-based pay would move forward if the City Council Meeting Minutes- May 5, 2020 Page 2 of 17 Human Resources software was not recommended to receive funding. Ms. Rios said it was a supplemental request to add a software component to make the process for performance evaluations electronic versus paper. The performance pay could move forward without the use of the paperless process. It was possible that Simplicity could be utilized without purchasing separate software. Councilmember Tolmachoff asked if a standard rating system would be implemented. Jim Brown, Human Resources Director, said the current performance management provided three ratings for employees: does not meet; meets expectations; and exceeds expectations. Councilmember Tolmachoff recalled requesting performance-based pay several times but was told there was not a mechanism to measure performance properly. Councilmember Aldama said the amount budgeted for merit increases should be more than 0.75%. He asked if there was any communication with staff of the change. Mr. Brown said the performance management process was part of the Human Resources (HR) policy. Performance-based pay was not previously linked but staff hoped to begin in the new fiscal year pending Council approval and economic stability. Councilmember Aldama asked Council to consider incentivizing above the proposed 0.75% for staff. Councilmember Turner said there had been discussions by Council of performance-based pay increases. The item should be presented to Council for discussion regarding a policy and guidelines for moving forward. The employees who received an adjustment due to the compensation study would receive the increase while other employees that were not impacted by the study would have to wait until the City was financially stable. He supported giving all employees the cost of living increase on July 1st. Councilmember Clark asked if the market adjustments would be implemented on July 1st or delayed. Ms. Rios said the proposal was to implement the market adjustments on July 1st. Councilmember Clark did not support implementing the cost of living and performance increases on July 1st because of the current economic uncertainty. Vice Mayor Malnar was in favor of a performance-based salary increase system and agreed that discussions were needed on how it would be implemented. He supported the delay of the cost of living and performance increases. Councilmember Tolmachoff clarified if Councilmember Clark wanted to postpone all increases or just the cost of living and performance increases. Councilmember Clark preferred to hold off on all increases. Councilmember Tolmachoff did not support giving adjustments to just some employees. She asked if there were salary savings that could be put towards the cost of living increases. Mr. Phelps said the Compensation and Class Study had identified positions that were not"at market." The cost of living adjustment (COLA) and performance pay would be addressed later in City Council Meeting Minutes- May 5, 2020 Page 3 of 17 the fiscal year, after revenue assessments were made. Councilmember Clark asked how the COLA would affect the employees receiving the market increase. Ms. Rios said an employee would not receive both. The employee would receive whichever was higher of the two. Councilmember Turner agreed that it was necessary for employees to be compensated within the market but it was important to be fair to all the employees. He suggested using funds from the General Fund might be possible. Councilmember Tolmachoff asked if there was a policy that prohibited salary savings from being spent elsewhere. Mr. Phelps said the salary savings would remain unspent and be reflected as a fund balance for the departments at the end of the year. Councilmember Tolmachoff supported the creation of a policy to make sure salary savings were not spent but were returned to the General Fund. Councilmember Clark and Councilmember Turner supported the creation of a policy. Ms. Camacho explained a budget transfer was required for a department to use the salary savings and was monitored by the Budget Department. A process could be put in place to be sure that type of transfer did not occur. Mr. Phelps suggested a process be created for Council approval of budget transfers in the case of an emergency situation. Councilmember Clark said the unappropriated contingency should be used in an emergency. Councilmember Aldama agreed with Councilmember Clark's request to create a policy. Councilmember Tolmachoff supported the use of unappropriated contingency if there was an emergency and wanted full transparency to be sure the salary savings were not used. Mayor Weiers was in favor of giving employees the market increase to keep them within the market. The across-the-board increases could be given at a later date. Vice Mayor Malnar agreed with Mayor Weiers. He preferred a policy where the salary savings were brought forward for approval if a transfer was needed for an emergency. Councilmember Hugh was in favor of giving employees the market adjustment and keeping a placeholder for the COLAs. In the event of an emergency transfer, he was fine with the City Manager bringing it forward for approval. Councilmember Tolmachoff asked if consensus was needed for the topic. Ms. Rios said consensus was needed some time prior to the adoption of the tentative budget. Mr. Phelps said consensus could be delayed but staff needed time to make the proper adjustments before budget adoption. City Council Meeting Minutes- May 5, 2020 Page 4 of 17 Mayor Weiers asked if there was an estimate for the market adjustment. Ms. Rios said the estimate was $702,687 from the General Fund, $626,576 from other funds equaling $1,329,262. Mayor Weiers was in favor of giving the market increase on July 1st. Vice Mayor Malnar agreed consensus should be given at the meeting and also favored the market adjustment beginning on July 1st and funding for the COLA increase be appropriated. If the increase could be implemented, he supported the adjustment be retroactive to July 1st after Council discussion. Salary savings should be put into contingency, and with Council approval, used in an emergency. Councilmember Clark agreed with the market adjustment beginning on July 1st and the COLAs and performance pay delayed at least six months. She requested a workshop in the fall to discuss the performance pay. Councilmember Hugh was in favor of moving forward. Councilmember Aldama was in favor of moving forward without the performance pay component. Councilmember Turner was in favor of the market increase and the cost of living adjustment effective on July 1st. The performance pay component should be budgeted but there should be continued discussions on a new process to incentivize performance. Salary savings should be returned to the General Fund and treated as a contingency and used with Council approval. Councilmember Aldama asked if consensus was needed to increase the merit of 0.75% or would it be discussed at a later workshop and a possible mid-year increase. Ms. Rios said if the 0.75% was allocated and was increased in the future, staff would need to locate additional funds for the next fiscal year. Councilmember Aldama asked Council if discussion was preferred at a fall workshop or at the current meeting. Mayor Weiers was not comfortable making a decision because of the current economic uncertainty. He supported revisiting the issue later in the year. He wanted to add a reward component for good ideas in a fair way. Vice Mayor Malnar was in support of having a workshop in the fall to discuss the merit increase. Councilmember Tolmachoff asked if a rewards program for employee ideas had a placeholder to implement it. Ms. Rios said there was not a placeholder, but part of the performance pay could be used in that manner. If it was over and above the performance pay, additional funds would need to be located. Councilmember Tolmachoff did not feel protecting an employee's idea should be the responsibility of the City Manager or Human Resources. Councilmember Clark asked for the variance reports to remain consistent throughout all departments to alleviate any confusion. Councilmember Turner agreed that 0.75% was not much incentive. City Council Meeting Minutes-May 5, 2020 Page 5 of 17 Mayor Weiers asked if staff needed more direction. Ms. Rios said staff had what it needed. Councilmember Tolmachoff asked if the repayment from Arizona Sports & Tourism Authority (AZSTA) came from stadium sales tax. Ms. Rios said under the intergovernmental agreement (IGA)with AZSTA, the City received a rebate from the sales tax generated at the stadium. There was a different agreement related to the original financing for Camelback Ranch. The City was receiving payments for the shared facility. Councilmember Turner said due to the economy, the payment from AZSTA was not as large as anticipated. Ms. Rios said that was correct. Mayor Weiers asked if the fire trucks would remain operational for another year. Ms. Rios said the Fire Department was able to defer replacement for one year. Mayor Weiers asked if advanced life support in the medical response units (MRU)was planned in the next year. Ms. Camacho said there was a placeholder in the budget. The vehicle could be funded through salary savings up to $65,000. Mayor Weiers asked what type of vehicle it was. Rick St. John, Deputy City Manager, said it was four passenger pick-up truck. Councilmember Tolmachoff said in the supplementals that were not recommended, the MRU was listed at a reduced cost of$65,000. She asked if it was for the truck. Mr. St. John said that was correct. The proposal was for four, full-time employees and a one-time cost from an identified fund. A grant application had been made to purchase the MRU, but if it had not yet been awarded. There was a vehicle that could be used in the meantime. Mayor Weiers said it was for the equipment on the truck and the full-time employees to operate the truck. He asked the full dollar amount requested for the MRU. Mr. St. John said it was approximately $531,000. Mayor Weiers recalled there would be labor savings. Mr. St. John said the four employees would complete academy and begin working in the field. It would allow overtime savings to fund the positions when the unit was ready. The $176,000 for fire fighting gear and $55,000 for truck equipment was included in the $531,000. Councilmember Turner asked when the MRU would be used. Mr. St. John said it depended on the first-quarter revenues. Council would decide if it was adequate to make the MRU active. City Council Meeting Minutes-May 5, 2020 Page 6 of 17 Councilmember Hugh asked what the full-time release hours cost was for Public Safety. Mr. St. John said it was $282,000 for the Police Department and $264,000 for the Fire Department. Mayor Weiers asked if that consisted of two people for each department. Mr. St. John said it consisted of two people for the Police, one person for Fire and additional hours to conduct necessary labor business. Councilmember Tolmachoff asked it was two people plus hours for the Police Department. Mr. St. John said the Police Department had one full-time release position and a bank of hours. It was changed to two full-time release positions and no bank of hours in the proposed budget. Mayor Weiers asked for the Fire Department's break down. Mr. St. John said it was one full-time release position and a bank of hours. The bank of hours was increased by 2,000 in the proposed budget, for a total of 3,000 hours. Councilmember Tolmachoff was unaware of the increase request. Mayor Weiers requested the total bank of hours be shared with the Council. Councilmember Aldama wanted the information to include how much of the allocated hours were used. Mayor Weiers asked if the unused hours rolled into the next year. Mr. St. John said the unused hours did not roll into the next year. Councilmember Clark asked how many hours constituted a full-time employee's year. Mr. St. John said at forty hours per week, the total was 2,080 hours per year. Councilmember Clark said the request from the Fire Department would increase the bank of hours essentially for another full-time position. Mr. St. John said the Fire Department was given an additional 1,000 hours in the new contract with stipulations requiring Chief Garrison's approval and any legislative use of the hours at the State Capital under the City Manager's direction. Councilmember Clark said the total hours equaled two and a half people for union activities. Mr. St. John said that was correct. Mr. St. John said, as follow-up to the MRU discussion, the stand-up cost for the MRU at 40 hours per week was approximately$11,000. The best location and hours to utilize the MRU would be determined. Councilmember Tolmachoff asked if the release positions or allocation of hours had a job description. City Council Meeting Minutes- May 5, 2020 Page 7 of 17 Mr. St. John said the hours were to conduct labor association business. In the current fiscal year, 400 of the 2,000 hours had been used. Councilmember Aldama said there was not an abuse of hours being used. Councilmember Clark felt it important to let the public know how the Memorandum of Understanding (MOU) related to union-type activities. Ms. Camacho continued with the budget presentation. Councilmember Clark did not consider new full-time employee requests to be critical. She asked Council to defer new positions for one year unless the position was considered critical. Mr. Phelps said the two positions being requested were considered single points of failure for the organization and were critical. Councilmember Clark was not in support of approving any of the supplemental requests. Councilmember Tolmachoff was disappointed that a customer service position was not listed as a supplemental request. Councilmember Aldama wanted an explanation of efficiencies regarding the 9 requested positions in the supplemental. Mr. Brown said the HR Analyst position was necessary to remain in compliance and was important to the functions of the Human Resources Department. Councilmember Clark did not consider the position critical. Mayor Weiers commented on the amount of Public Service Personnel Retirement System (PSPRS) claims that were filed within the year. Ms. Rios explained there were a total of two requested positions within HR. The slide contained the position funded by the General Fund. The position Councilmember Clark referenced was funded from the Risk Management Fund. Councilmember Clark supported the position funded from the Risk Management fund. Mr. Phelps said the positions took care of critical functions. There was a need to add the positions to cut back on hours worked by current employees. The recommendation was not brought forward lightly. Councilmember Aldama was in support of the HR positions. Councilmember Tolmachoff recommended the future review of processes to create efficiencies. Mr. Phelps said Simplicity customization allowed assistance with payroll and tracking functions. The position would help to maximize the use of the functions as well as other controls for checks and balances. Councilmember Clark said under normal circumstances she would support the positions. She was critical of the additions because of the unknown future economic state of the City. Councilmember Hugh agreed with the recommendations. City Council Meeting Minutes- May 5, 2020 Page 8 of 17 Mayor Weiers asked for clarification on the restocking of supplies on fire trucks. Ms. Camacho said supplies used would be restocked by Maricopa Ambulance and the payment was for the reimbursement to the ambulance company for the supplies it provided. Mr. St. John said the model was changing. Currently, Maricopa Ambulance provided supplies for automatic aid calls. In the new model, the City would purchase, monitor and manage its own medical supplies. Mayor Weiers asked if the amount was in addition to the Maricopa Ambulance contract. Mr. St. John said it was. However, there was revenue off-set for medical transports by Maricopa Ambulance within the Glendale jurisdiction and medical supplies were reduced from the revenue off-set. Mayor Weiers said the cost would zero out. Mr. St. John said that was correct. Councilmember Tolmachoff asked if the Convention and Visitor's Bureau (CVB) lease amount of $43,056 was an increase. Ms. Rios said it was not an increase. The lease amount had not been previously budgeted. Councilmember Tolmachoff said the amount was not increasing, but showed as an increase because it had not been previously budgeted. Ms. Rios said that was correct. Councilmember Tolmachoff asked where the funds for the MRU would come from. Mayor Weiers said staff was in the process of writing a grant for the funds. Mr. St. John said that was correct. The current vehicle on loan from Fleet was not ideal. There were options in the budget proposal, but it would not be known for several months if the grant would be awarded to cover the costs. Councilmember Tolmachoff requested that the funds be allocated as a placeholder in case the grant was unsuccessful. Ms. Rios said with Council consensus, it could be added back into the budget. Councilmember Turner asked if the grant was not awarded, would a new vehicle be purchased or would the loaner vehicle continue to be used. Mr. St. John said the recommendation was to purchase a vehicle for specific use as an MRU. Councilmember Tolmachoff asked if there was consensus to add a placeholder for$65,000 for the MRU in case the grant was not awarded. Councilmember Clark supported adding a placeholder for the MRU. Mayor Weiers confirmed a consensus for the MRU placeholder. City Council Meeting Minutes- May 5, 2020 Page 9 of 17 Councilmember Tolmachoff asked for a breakdown of transfers. Ms. Rios said staff would provide a breakdown to Council. The list provided was the high-level transfers with the main transfer out for debt service. Councilmember Aldama asked if special events were planned for next year. Mr. Phelps said staff would bring the Special Events budget back to Council in the fall for direction. Staff would present the events with the allocated appropriation for a discussion on whether to keep events as they were or create new events. Staff was monitoring events with social distancing and the events in October could take place with Council consensus, with a full resumption next April. Councilmember Aldama had received an analysis on City-run afterschool programs at the community centers. He asked for consensus on one of the options provided. Ms. Rios said the options were to maintain the programs however some of the program providers were no longer involved or the City could run the programs at all 3 community centers at an estimated cost of$95,000 for supplies and ongoing personnel costs of$247,000. Councilmember Aldama asked Council to consider adopting the community centers program and making the programs more efficient. Councilmember Clark supported the concept but said it was not the time financially to begin the program. Vice Mayor Malnar asked how successful the programs were before moving to the current non-profit model. Councilmember Clark said the City-run programs were successful. The non-profit programs were uneven and with disagreements between the organizations the programs were not successful. Vice Mayor Malnar was in support of moving forward with a smaller City-run pilot program. Councilmember Tolmachoff asked if the school-run afterschool programs were successful. Councilmember Aldama said the schools' goal was to retain students. Councilmember Tolmachoff said the $50,000 for the Foothills sports complex was part of a $150,000 investment. She was not sure the outcome was worth the investment. Councilmember Hugh supported Councilmember Aldama's request for City-run afterschool programs. Mr. Phelps was confident that a City-run program would be successful. The budget figure provided to Councilmember Aldama was for one year of the programing. The budget would be closely monitored and staff would engage the community. Mayor Weiers said with the possibility of COVID-19 returning in the fall, it was not the ideal time to set up the program. He wanted to explore setting up a partnership with Grand Canyon University for students to receive credits while helping the City with the program. Councilmember Aldama agreed a partnership would be beneficial but there was a need to City Council Meeting Minutes- May 5, 2020 Page 10 of 17 implement the program. He was asking for a fraction of the amount budgeted for the Foothills recreation center. Councilmember Tolmachoff said Foothills was able to pay its own cost from revenues. Vice Mayor Malnar asked of the three community centers, which was available to house the program. Ms. Rios said the City operated the Glendale Community Center using part-time staff. A non-profit group was at the O'Neil Community Center, but its program was not consistent. Wheels in Motion had programming at Heroes park but not in the traditional sense of an afterschool program. Vice Mayor Malnar asked if$247,000 was enough to staff the three centers. He supported the program but acknowledged the timing and suggested planning begin on a smaller scale as a model. Councilmember Clark supported planning for a hard opening on July 1, 2021. Each community center should receive funding. Councilmember Turner asked if the Rose Lane Center was operating. Ms. Rios said there were no programs operating out of the Rose Lane center. Councilmember Turner would support moving forward if the City was able to provide a good program that assisted the community. Mayor Weiers asked if there were objections to partnering with Grand Canyon University. Councilmember Turner did not object but did not want to depend on its participation. Councilmember Aldama agreed to partner with the neighboring colleges at each of the community centers. He asked how much was spent to staff the Foothills recreation center. Councilmember Tolmachoff supported a placeholder in the budget with time to formulate a plan. She believed there was an IGA with the neighboring colleges. She would like to see a model of how the colleges could participate. Without a placeholder in the budget, the program would not begin until the FY21-22 budget. Mr. Phelps said there were challenges with volunteer-only programs and full-time staff was necessary. He recommended using City staff for the programs and partnering with organizations to increase participation. Ms. Camacho said the cost for personnel services at Foothills was approximately $800,000 for full-time staff and $500,000 for part-time staff. Vice Mayor Malnar supported funding the centers in the budget to begin the planning stages. Councilmember Tolmachoff would like more information on the state of each facility. Mayor Weiers asked how much was requested for the programs. Ms. Rios said it was a one-time expense of$95,000 and $246,000 ongoing. It did not include any major work to each facility, mostly cosmetic and the part-time staff. She said there were other City Council Meeting Minutes- May 5, 2020 Page 11 of 17 funding sources that might be able to be used. Mayor Weiers asked if the program was specifically after school or throughout the year. Councilmember Aldama said the programs would go throughout the year. Mayor Weiers asked if the program competed with other schools' programs, the YMCA or the Boys and Girls Club. Councilmember Aldama said there would be some competition and added the YMCA and Boys and Girls Club had fees associated with membership. He did not feel there was competition with the schools and added there could be possible partnerships. He asked if the total requested was $341,966. Ms. Rios said that was correct. Councilmember Aldama said the requested amount might not be fully used since the programs would not start at the beginning of the fiscal year. Councilmember Turner supported moving forward with the program. Councilmember Tolmachoff supported moving forward the program. Councilmember Turner said there had been an allocation in the current budget for the Mayor's office. He asked what was done with the allocation and why was there another$150,000 requested for supplies. Ms. Rios said the full $150,000 was not given to the Mayor's budget. The categories were broader than supplies and included services as well. Councilmember Turner said the funds from the vacant position should go back into the General Fund. He requested an explanation of why the Mayor's office recommended $150,000 to be budgeted for supplies. Mayor Weiers said one-third was for a contract employee for the social media aspect of the office. The position would be rebid for the new year. He intended to bring his two staff members up in class and compensation to be aligned with their actual duties. As a full member of the United States Conference of Mayors, dividends were paid out. Brent Stoddard, Deputy City Manager, said the U.S. Conference of Mayors dues was paid from the Mayor's operational budget and the National League of Cities dues was paid out of non-departmental. Kirsten Morgan, Communications Project Manager, said all community events were paid from the Mayor's budget. Mayor Weiers said because of COVID-19, several events and trips were canceled. He saved money where he could while also representing the City. Councilmember Turner said a lack of transparency of the Mayor's budget had been brought to his attention by members of the community. The budget needed to be redesigned to assure it was transparent for the Council and the public. Ms. Morgan was working with Budget and Finance to increase transparency. City Council Meeting Minutes-May 5, 2020 Page 12 of 17 Councilmember Tolmachoff referenced the list in the Economic Development budget. She recalled in previous budget discussions whether certain memberships should be continued. Ms. Rios explained where to find the budget for other memberships not listed within Economic Development. Councilmember Tolmachoff asked if the membership for the Western Maricopa Coalition (WESTMARC)was renewed. Ms. Camacho said it was budgeted within non-departmental. Councilmember Tolmachoff asked if it was included in the dollar amount. Ms. Camacho said it was. Councilmember Tolmachoff said the recreation temporary pay adjustment supplemental had not been recommended. It was important to staff recreation facilities for community programs, such as swim instructors. She understood why it was not included in next year's budget but hoped it would be included in future budgets. Councilmember Tolmachoff was concerned about the rate of the internal service charges and asked how the charges were calculated. Ms. Rios said not all the charges were charged on a per person basis. Other factors included number of people, devices, and risk management premiums. Mr. Phelps said a detailed break-down of the internal service charges would be provided. Councilmember Tolmachoff requested the information by district. Ms. Rios said the Council assistants' charges were divided equally. The allocation could be moved to the Council Administration Organization code, if that was easier. With the new model, it was easiest to split the funds evenly to keep each district's budget the same dollar amount. Councilmember Tolmachoff asked the amount of the WESTMARC membership fee. Ms. Camacho said it was $6,000. Councilmember Clark said the Arts Commission requested $5,000 for community activities as a critical request. She asked why it was considered critical. She asked why the tobacco cessation program for$25,000 was critical. Ms. Rios said in order to offer reduced benefit rates to employees who did not use tobacco versus those who did, a tobacco cessation program had to be in place for at least one year. Ms. Camacho said the request from the Arts Commission was to fund community arts and cultural activities as well as new programs and projects. Councilmember Clark did not consider the activities as critical. Ms. Rios said the funds came from the Arts Fund not the General Fund. There was a fund balance within the Arts Fund and staff requested funding for more arts programs. City Council Meeting Minutes- May 5, 2020 Page 13 of 17 Councilmember Clark asked why the window seal repairs for the buildings were not recommended. Ms. Rios said it was to seal the windows at the Glendale Regional Public Safety Training Center (GRPSTC). Mr. St. John said the window sealant was assessed and added to last year's budget, but he could not confirm whether the repairs had been made. Councilmember Clark asked for a follow-up on whether the work was completed at GRPSTC. Councilmember Turner was concerned with the timing for staff to plan the major events. He asked if management planned to recommend the cancellation of Glendale Glitters, the Chocolate Experience or the concert series. Mr. Phelps said staff planned to move forward with the Glendale Glitters event. Staff could return in August to discuss any changes to the budget for additional events or partnerships. Ms. Lindsay presented the Enterprise Funds and the Special Revenue Funds which included: Highway User Revenue Fund (HURF) Transportation Sales Tax Public Safety Sales Tax-Police Public Safety Sales Tax-Fire Councilmember Tolmachoff asked if the actual expenses for pavement management would be in the Capital Improvement Project (CIP) portion of the presentation. Ms. Rios said that was correct. Councilmember Tolmachoff asked if it should be discussed at the next budget meeting to decide whether to use the fund balance. Ms. Rios said Assistant City Manager Jack Friedline was in the process of preparing a proposal for Council regarding the fund balance. Councilmember Clark asked for an explanation of why the request for the Water and Sewer positions was critical. Ms. Lindsay said the Business Analyst supported the Lucity Asset Management application for the Water Department and would oversee a significant amount of data. The GIS Analyst would assist with logging and managing the assets in the new program. Councilmember Clark asked without the GIS Analyst position, was the location of the assets unknown. Craig Johnson, Water Services Director, said there were 60 layers of information within the system and other functions that would assist in creating and managing work orders. A temporary employee currently oversaw the Business Analyst functions and three full-time employees assisted with the integration of information into Lucity. He said when the application was built, it would provide an essential working tool for the City. The processes would be more efficient and better able to track maintenance to extend the life of the assets. It would provide cost savings. Councilmember Tolmachoff asked if the additions were anticipated from the rate adjustments. City Council Meeting Minutes-May 5, 2020 Page 14 of 17 Mr. Johnson said that was correct. Councilmember Tolmachoff asked when Council would know what was changed in the draft CIP. Ms. Lindsay said documentation would be provided that showed the differences between both versions and would be listed by project and funding source. Councilmember Tolmachoff asked for an explanation of the proposed expansion of the Glendale Works program. Ms. Rios said temporary workers were used for various tasks at the landfill. The Field Operations Director had requested additional funding for the Glendale Works program instead of funding for temporary workers as a cost-saving measure. Councilmember Tolmachoff said the Glendale Works program participants maxed out at$600 for work done. That was equivalent to 86 participants for the requested amount. Mayor Weiers the short window allowed each individual to work and get help to locate shelter and long-term work. He believed over 200 people had utilized the program with several finding permanent employment and escaping homelessness. Councilmember Tolmachoff said beyond earning the $600, more needed to find employment and housing. Mayor Weiers said that was the,purpose of the program. He felt it was successful. Councilmember Tolmachoff said the City should consider hiring people from the program into entry-level positions. Vice Mayor Malnar asked for details of the risk management and the worker's compensation increases. Mr. Brown said the increase to premiums was based on claims experience and anticipated payments. There were legislative changes and new built-in assumptions for the Workers' Compensation Trust Fund. Vice Mayor Malnar asked if the increases were mostly insurance premiums. Mr. Brown said it was expected claims for the new year and the need to remain funded at the proper percentiles to remain in compliance with the Industrial Commission. Vice Mayor Malnar asked if it was an annual increase or a one-time increase. Mr. Brown said the risk management portion was based on claims experience over a 36-month period. Workers' compensation was expected to increase based on the new regulations. Mr. Phelps said there was a new aspect which included the presumptive cancer liability and the ability to retire early. It would be tracked going forward. Ms. Rios added Risk Management requested a full-time analyst to assist with the number of claims to help keep costs down. Councilmember Clark asked if the supplemental IT request was different than the recommended request for IT projects. City Council Meeting Minutes -May 5, 2020 Page 15 of 17 Ms. Camacho said they were separate items. Ms. Rios said the total cost for the projects was $237,905. Mayor Weiers asked if there was a benefit to the City for allowing other cities to use the landfill. If another landfill was necessary, would it create higher costs. Councilmember Tolmachoff recalled a previous workshop discussion related to tipping fees at the landfill. She agreed with the Mayor's request to see the value for Glendale residents. Mr. Phelps suggested a business model perspective to measure the pros and cons and review the rate structure of the contracts. Ms. Camacho provided an overview of the General Fund forecast. Councilmember Tolmachoff asked if the increase in Public Affairs' Professional Services was for the lobbyist. Ms. Camacho said it was two supplementals for Hootsuite and ArchiveSocial. Councilmember Tolmachoff asked where the lobbyist position was budgeted and the amount. Mr. Stoddard said funding for the lobbyist was included in Public Affairs' Professional Services in the amount of$72,000 annually. Councilmember Tolmachoff asked what the rolled-up figure for PSPRS contributions was. Ms. Camacho said it was a total of$30.5 million. Councilmember Aldama asked if the federal government had allocated $2.2 million in the CARES Act for eviction and rental assistance. He asked if the funds were received and what was done with them. Ms. Rios said two allocations were received for Community Development Block Grant (CDBG) and Emergency Solutions Grant Program (ESG)funding. The Police Department had received a separate grant. Recommendations would be presented to Council for the funding before it was allocated. Councilmember Tolmachoff had been informed that$1.4 million was received for CDBG and $750,000 for ESG. Ms. Rios said that was correct. The Police department had received a $266,000 grant. Councilmember Clark asked for the name of the Glendale business that provided the City with hand sanitizer. Mayor Weiers said the business was called SK Oil. . Councilmember Aldama asked that the City Manager present an overview of special events for the downtown area before it was too late to make decisions. City Council Meeting Minutes-May 5, 2020 Page 16 of 17 ADJOURNMENT Mayor Weiers adjourned the meeting at 3:18 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 5th day of May, 2020. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 2md day of June, 2020. 1 / I <. Bower, MMC, City Clerk City Council Meeting Minutes- May 5, 2020 Page 17 of 17