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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 10/27/2020Glendale 5850 West Glendale Avenue Glendale, AZ 85301 Glendale A Meeting Minutes Tuesday, October 27, 2020 12:30 P.M. Workshop Meeting Civic Center City Council Mayor Jerry Weiers Vice Mayor Ray Malnar Councilmember Jamie Aidama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Lauren Tolmachoff Councilmember Bart Turner CALL TO ORDER Mayor Weiers called the meeting to order at 12:32 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 Jack Friedline, Assistant City Manager WORKSHOP SESSION EMPLOYEE PERFORMANCE MANAGEMENT Presented by: Jim Brown Director, Human Resources and Risk Management Ms. Bower read the item by title. Mr. Brown provided information on employee performance management. Councilmember Clark asked of the 100 employees surveyed, how many worked in the field. Mr. Brown said every level of the organization was included in the survey. Councilmember Clark asked how the performance model compensated for supervisory bias towards employees. She asked why the City did not offer a monetary incentive to employees for innovative suggestions. Mr. Phelps said there were incentive programs included in the presentation. Competencies related to each position level within a department. Councilmember Clark asked if the removal of bias would be addressed within the presentation. Mr. Brown explained it was the responsibility of each director within the organization to ensure bias was not occurring. Employees had an opportunity to provide a rebuttal as part of their performance evaluation. Employees could also discuss the evaluation with the department director. Councilmember Clark asked if the creation of an employee ombudsman had ever been discussed. Mr. Brown said each department was assigned a Human Resources (HR) Department business partner. The business partner also provided services to employees. Councilmember Clark requested a report on how often an HR business partner was used to assist City Council Meeting Minutes - October 27, 2020 Page 2 of 10 front line employees and the outcomes. Councilmember Aldama asked if an employee had the right to representation. Mr. Brown said employees did have a right to representation. The information was provided during new employee orientation and the policy was also available online. Councilmember Clark asked what changes were made to the onboarding process. Mr. Brown said the process was revamped to educate employees. It provided training on the eight success factors and the expectations for employees. There were also training and development resources available to current employees. Councilmember Clark said there were benefits to evaluating personalities before hiring. Mr. Phelps would work with the HR Department to explore tools on personality profiling. Mayor Weiers asked if there were professional development courses available to employees. Mr. Brown said supervisory training courses had been available and training was being developed for all employees. Mayor Weiers asked if there was the ability to reimburse costs for training. Mr. Brown said there were funds available in departments' budgets and there was funding for tuition reimbursement. Councilmember Clark supported reinstating a program similar to the Glendale Leadership Academy (GLAD) for employees. Mr. Brown anticipated a similar program would be brought forward in the near future. Councilmember Clark asked if feedback from the employee was also required as part of the process. Mr. Brown said the employee provided a self-evaluation and employees were able to provide comments after the fact. Councilmember Turner was concerned with feedback up the chain of command. Mr. Brown said the employee engagement survey was implemented to see where challenges were within the organization. Councilmember Turner asked for an explanation of "Employee D" in the market adjustment examples. Mr. Brown said if the market adjustment exceeded the cost of living adjustment (COLA) and the performance amount, the employee would receive only the market adjustment increase. The figures shown were examples and it would be brought back to the Council for input. Councilmember Turner did not want an employee who had been paid under market value and had an "exceeds" performance, not to be rewarded for the high performance. If Council's objective was to reward performance, Council should discuss it. City Council Meeting Minutes - October 27, 2020 Page 3 of 10 Councilmember Aldama asked if ongoing training would be provided to supervisors on how to properly evaluate an employee's performance. Mr. Brown said supervisor training would begin prior to the performance review cycle. Mayor Weiers asked how a person could have an innovation idea reviewed if a supervisor did not agree. Mr. Brown said the nomination did not have to go through a supervisor. Councilmember Tolmachoff asked if there was a process for an employee to submit an innovation idea. Mr. Brown said nominations were open to all employees. Councilmember Clark asked if an employee's performance exceeded expectations, would there be a corresponding increase. She said innovation saved the City money and the employee was entitled to a portion of the savings. Mr. Brown said service excellence was defined as something outside a position's normal scope of work. Councilmember Clark asked if an employee could "meet expectations" on the evaluation and still be recognized for an innovation. Mr. Brown said it had to be above and beyond the normal work expectations. Councilmember Clark was confused with "meets" and "exceeds" performance standards and innovation nominations. Mr. Brown said, at a minimum, an employee had to "meet" standards to be nominated for innovation. Councilmember Clark asked where the criteria for exceptional service performance was outlined. Mr. Phelps said it was unrealistic to create criteria for every possible situation. Councilmember Clark shared her thoughts on recognizing employees. Councilmember Tolmachoff said the way an employee was recognized was important. Mayor Weiers said recognition was important. Councilmember Tolmachoff asked if the Council and the Mayor's staff was eligible for recognition. Mr. Brown said that was correct. Mr. Brown reviewed the nomination and review process. It was necessary to move the process to an electronic system. Training resources would be critical. The programs were directly related to the City's mission of improving the lives of the people it served. City Council Meeting Minutes - October 27, 2020 Page 4 of 10 2. AZCARES FUND AND COMMUNITY INVESTMENT STRATEGY Presented by: Lisette Camacho, Director, Budget and Finance Jean Moreno, Director, Community Services Jack Friedline, Assistant City Manager Ms. Bower read the item by title. Mr. Phelps said staff was requesting Council consensus on the recommendations that were being presented. Ms. Camacho provided an update on the end -of -year revenues for fiscal year (FY) 2019-2020 and revenues through August of FY 2020-2021. Councilmember Aldama asked what was included within `other revenues." Ms. Camacho would provide the information to Council at a later date. Councilmember Aldama requested that the information be shared with the public. He asked about the arena fees. Ms. Camacho said the revenue-sharing for the arena in FY2019 was $1.7 million and FY 2020 was expected to be approximately $836,000. Councilmember Aldama requested the arena have its own line item in reports Councilmember Turner asked how construction sales tax compared to the projected amount for the year. Ms. Camacho would provide the information to Council at a later date. Councilmember Clark said the construction sales tax evened out the decline in other sales taxes revenue. Ms. Camacho said that was correct. Mayor Weiers asked how long the $32 landfill fee would be implemented. Michelle Woytenko, Facilities Director, said staff would return to Council at a later date for feedback on the fee. Ms. Moreno provided an update on the Community Planning and Development Investment Strategy which included the Community Development Block Grants (CDBG), Emergency Solution Grants (ESG) and HOME programs. She shared the FY 2020-24 consolidated plan goals. Councilmember Clark asked for an explanation of the phrase "affirmatively further fair housing regulations." Ms. Moreno said the Department of Housing and Urban Development (HUD) required the City to state how it would further fair housing practices. Councilmember Clark had concerns regarding the Fair Housing Act. She was not in favor of the goal for "affirmatively further fair housing regulations." City Council Meeting Minutes - October 27, 2020 Page 5 of 10 Ms. Moreno said it was part of the City's adopted Consolidated Plan. The main concern was to support individuals in low to moderate income. Councilmember Clark requested a workshop if the Act was re-enacted to understand its full implications. Councilmember Clark asked if a 30% portion of the neighborhood program could be used to eliminate slums and blight in appropriate census tracks. It would be most helpful in areas within the 85301 zip code. Ms. Moreno said recommendations could be discussed. Councilmember Clark asked if funding capacity was reduced by administrative costs. Ms. Moreno said the Community Development Advisory Committee (CDAC) developed framework to review qualifications and the metric could be included. Councilmember Tolmachoff asked who was evaluating the list of funded programs. She recalled Council had not supported the addition of solar panels and was not in favor of funding it. Ms. Moreno said the CDAC would review the recommendations before it was brought back to Council as an amendment to the FY 2020-21 Action Plan. Mayor Weiers asked for consensus on items one and two. Councilmember Clark agreed with Councilmember Tolmachoff regarding solar panels. She supported the items. Councilmember Turner said there was a need to assist low-income families to obtain internet service for school purposes. He requested Council provide funding to school districts for internet support, such as public internet services with limits or include an internet services program within the utility assistance program. Councilmember Tolmachoff said districts had provided students with devices and access to internet service. The responsibility was not within the City's purview. There was funding available through state and county federal aid funds. Ms. Moreno said the City was assisting low-income families in obtaining internet access. Councilmember Clark said private organizations were also assisting elementary schools with devices and internet access. Councilmember Aldama had discussions with the schools and there was still a significant need for devices and internet services. He supported funding for school use in the amount of $100,000. Mayor Weiers confirmed consensus on the two presented items. Mr. Phelps asked for consensus on three recommendations involving the Transaction Privilege Tax (TPT) Revenue Stabilization, Highway User Revenue Fund (HURF)/Pavement Management and Mega Events for $8 million of the unassigned balance. Mayor Weiers confirmed consensus on $1 million for Mega Events. Mr. Friedline provided information on the Pavement Management Program and outlined how the City Council Meeting Minutes - October 27, 2020 Page 6 of 10 unassigned fund balance would be used. Mayor Weiers asked if the program would be spread throughout the City. Mr. Friedline said that was correct. Mayor Weiers confirmed consensus on $5 million for the Pavement Management Program. Mayor Weiers confirmed consensus on $1.5 million for proposed Capital Projects. Mr. Phelps recommended an additional $5 million for capital improvements for the Rose Lane, Glendale and O'Neil community centers. Mayor Weiers asked if the projects would delay the January reopening of the community centers. Mr. Phelps said the scope had to be identified with work going into the next fiscal year. Councilmember Tolmachoff asked what the intention was for increased WiFi bandwidth. Mr. Phelps said a recommendation would be made to increase the speed and bandwidth at the community centers due to the demand of devices and program requirements. Mayor Weiers said there was consensus for $5 million in funding for proposed community center upgrades. Mr. Friedline said discussions with Parks and Recreation staff would be held regarding the continuation of services while implementing the improvements. Mayor Weiers asked what type of lighting would be used at the park. Mr. Friedline said the new lighting would be LED. Mayor Weiers said there was consensus for $2.4 million funding for the proposed Sahuaro Ranch Park improvements. Mr. Friedline presented the proposed improvements at Foothills Recreation & Aquatics Center (FRAC). Mayor Weiers said there was consensus for $1.9 million funding for the proposed FRAC improvements. Mr. Phelps outlined the recommendations for the Heroes Park Lake project. Mayor Weiers said there was consensus for $1.25 million funding for the Heroes Park Lake project. Mr. Friedline explained the proposed improvements to the Adult Center entryway. There was consensus for $250,000 funding for the Adult Center entryway. Mr. Phelps presented the proposed improvements for the Rose Lane pool. Mayor Weiers asked if the condition of the pool fence was included in the project. City Council Meeting Minutes - October 27, 2020 Page 7 of 10 Jim Burke, Parks, Recreation, Facilities and Special Events Director, said the fence was included. Mayor Weiers said there was consensus for $450,000 funding for the Rose Lane pool improvements. Mr. Friedline presented the proposed improvements for three park restroom replacements. Mr. Phelps said four -unit restrooms were proposed. Councilmember Tolmachoff asked if the existing restrooms would be demolished. Mr. Burke said new locations for the restrooms were recommended. The existing restrooms would be demolished, and the new restrooms built. Councilmember Turner confirmed that the new restrooms were permanent structures. Mr. Burke said that was correct. Mayor Weiers said there was consensus for $1.2 million funding for three park restroom replacements. Rick St. John, Deputy City Manager, proposed connection of safety cameras to the Real-time Crime Center for 24-hour police monitoring. Councilmember Clark requested cameras be installed on the outside of the new park restroom buildings. Mayor Weiers said there was consensus on $250,000 funding for the safety camera proposal. Mr. Friedline explained the proposal for painting the metal work at Murphy Park and the City Hall campus. There was consensus for $60,000 funding for the Murphy Park and City Hall metal work paint project. Mr. Phelps said there were unassigned funds in the amount of $378,169 for additional projects. Mayor Weiers asked that the installation of cafe lights in downtown Glendale be expedited with a portion of the unassigned funds. He also requested Council consensus to research the cost to remodel the top level of the Adult Center. Mr. Phelps said the cafe lighting was fully funded and no additional funds were necessary to move forward. A budget amount not to exceed could be discussed to scope the top level of the Adult Center. Mayor Weiers suggested $200,000 for the Adult Center design and scope. Councilmember Tolmachoff requested that a portion of the funds be used to fund a new Business Support Services Program Manager position. It would benefit the business community. She asked how much it would cost to fund the position through the end of the fiscal year. Mr. Phelps explained there were a few components to implementing the position and estimated it would require approximately $100,000. City Council Meeting Minutes - October 27, 2020 Page 8 of 10 Mayor Weiers purposed $278,169 towards the Adult Center improvements and $100,000 towards a new business development liaison. Councilmember Clark suggested returning the items to the next workshop for consensus. She was not prepared to support either proposal. Councilmember Aldama asked what the $200,000 would be used for at the center. Mayor Weiers said it was to determine future costs for the project. Councilmember Aldama supported both proposals. Councilmember Turner suggested reviewing the painting needs at City parks. Mr. Phelps said a narrower scope of work for the Adult Center could be provided at the next workshop. There was consensus to continue the unassigned fund balance discussion at the next workshop. CITY MANAGER'S REPORT Mr. Phelps provided information on the City's first Employee Gratitude Week. Mr. Phelps said the Fire Academy held a COVID-friendly graduation ceremony. Firefighters from the academy would staff the first Medical Response Unit. Mr. Phelps said the City's water and sewer ratings had been updated. Standard and Poor's Global had upheld the City's AA rating for the senior lien fund and assigned an AA rating to the subordinate lien funds. Staff was expecting a similar rating from Fitch. CITY ATTORNEY'S REPORT None COUNCIL ITEMS OF SPECIAL INTEREST Councilmember Clark requested an ordinance related to special event parking signs. Councilmember Hugh supported Councilmember Clark's request. MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION A motion was made by Councilmember Joyce Clark, 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 City Council Meeting Minutes - October 27, 2020 Page 9 of 10 Passed EXECUTIVE SESSION Council met in executive session at 4:19 p.m. for: • Legal advice, discussion and consultation regarding the City's position in pending or contemplated litigation, including settlement discussions conducted in order to avoid or resolve litigation pursuant to A.R.S. § 38-431.03(A)(3)(4); 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 in connection with a contract relating to City -owned property in the area of 47th Avenue and Glendale Avenue pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7) A motion was made by Vice Mayor Ray Malnar, seconded by Councilmember Lauren Tolmachoff 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 5:00 p.m. ADJOURNMENT Mayor Weiers adjourned the meeting at 5:00 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 October, 2020. 1 further certify that the meeting was duly called and held and that a quorum was present. Dated this 12th day of November, 2020. Jul' . Bower, MMC, City Clerk City Council Meeting Minutes - October 27, 2020 Page 10 of 10