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HomeMy WebLinkAboutMinutes - Minutes - City Council - Meeting Date: 4/5/2022City of Glendale 5850 West Glendale Avenue Glendale, AZ 85301 Glendale A R I Z O N A Meeting Minutes Tuesday, April 5, 2022 9:00 A.M. Budget Workshop Meeting Council Chambers City Council Mayor Jerry Weiers Vice Mayor Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner CALL TO ORDER Vice Mayor Aldama called the meeting to order at 9:00 a.m. ROLL CALL Present: Vice Mayor Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner Absent: Mayor Jerry Weiers Also Present: Kevin Phelps, City Manager Jim Gruber, Deputy City Attorney Julie K. Bower, City Clerk Vicki Rios, Assistant City Manager Jack Friedline, Assistant City Manager Mayor Weiers arrived after the roll was called at 9:13 a.m. WORKSHOP SESSION FY2022-23 BUDGET WORKSHOP Presented by: Lisette Camacho, Director, Budget and Finance Amy Lindsay, Budget Administrator, Budget and Finance Ms. Bower read the item by title. Ms. Camacho said the following departments would provide presentations: . City Court . Community Services . Budget and Finance . Transportation . Economic Development . Human Resources .Organizational Performance . Audit . Water Services . Engineering Mr. Phelps said the FY22-23 budget priorities were sustainability, public safety, project delivery, economic development, neighborhoods, strategic planning, and deferred maintenance. Ms. Rios reviewed the general budget highlights and strategy. Ms. Camacho presented a summary of full-time employee (FTE) changes for FY22-23 and provided an overview of the FY22-23 operating budget in total by fund and function. City Council Meeting Minutes - April 5, 2022 Page 2 of 14 Councilmember Tolmachoff requested the figures from FY21-22 as a comparison. She said Public Safety was a lower percentage of the budget for FY22-23. Ms. Rios said that was correct. The total fund was not cut rather other areas had a larger percentage of the total budget. She would provide the figures from FY21-22 as a follow-up item at the next meeting. Judge DiPiazza presented the City Court's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . General Fund - Total $64,378 . Public Defender Contract for Veterans Court $22,500 . Jury Summons Cost Increase $7,920 . Jail Court Clerk Overtime $6,782 . Court Legal Research Tools $8,500 . Judge Protem Salary Increase $16,776 . Court — Computer Software $1,900 . Court's Portion of Security Guard Contract $17,500 . ARPA Funds Digital Check-in System & Readerboards $175,000 Mayor Weiers said the requests seemed conservative for the department's duties. Vice Mayor Aldama asked if the decrease in the driving under the influence (DUI) performance measure was reflective of the court or the individual. Judge DiPiazza said during the pandemic there was a limitation on the number of people allowed in the courthouse and cases were delayed for a longer period of time. He was confident the clearance rate would rise to a higher percentage within the next year. Vice Mayor Aldama supported the supplemental requests. Councilmember Clark asked for the total number of participants of the Veteran's Court program. Judge DiPiazza said there were approximately sixteen participants, with four completing the program. Councilmember Clark supported the supplemental requests and agreed with Mayor Weiers that the requests were conservative. She asked if there were any supplementals submitted that were not recommended by the management team. Judge DiPiazza said all recommendations were included. Councilmember Clark asked for the number of employees classified as administrative personnel that did not interact with the public. Judge DiPiazza would follow up with the information. Councilmember Tolmachoff asked if there was an intergovernmental agreement (IGA) in place for public defenders used at the Veteran's Court. City Council Meeting Minutes - April 5, 2022 Page 3 of 14 Judge DiPiazza said it was a City program, and the City was paying the entire amount. There were plans to expand to a regional program and Glendale's clerks would handle the overall management of the program, which would be a shared cost. Councilmember Turner asked if there would be ongoing costs for the digital check-in and reader boards, in addition to the $175,000 requested. He asked for a description of the public benefit. Judge DiPiazza explained a new reader board was requested by IT due to new technology needs. The system helped track people in the courthouse, cases, and productivity. He expected ongoing costs. Ms. Moreno, Community Services Director, presented Community Service's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: *General Fund -Total $64,378 . Community Services — Library Security $40,000 . Community Services Program Coordinator Temp Pay $53,709 . New FTE Community Services Assistant Director $167,509 *Glendale Works Program $133,120 . Home Grant . HUD Grant Funding $908,127 . HOME -ARP Allocation $2,876,844 . Neighborhood Stabilization . HUD Grant Funding $530,044 . CDBG . HUD Grant Funding $2,444,166 . Community Revitalization CDBG-CV1 Grant $534,193 . Community Revitalization CDBG-CV3 Grant $467,507 . CAP Grant . Community Services — CAP LIHEAP-ARP $835,390 . Emergency Shelter Grant . Emergency Shelter Grant $173,191 . Community Revitalization ESG-CV1 Grant $82,400 . Community Revitalization ESG-CV2 Grant $1,900,000 . HUD Housing Programs $1,660,414 . IT Projects — ARPA Fund . Library Mobile Phone App $30,000 . Grants Management Phase II — CAP $287,000 Councilmember Malnar asked for clarification of the term `unit of service.' Ms. Moreno said a unit of service referred to the type of service provided to a customer. Councilmember Clark asked about the role of a Community Services Assistant Director. Ms. Moreno explained the primary need for an assistant director was the large department budget and the high degree of regulatory responsibility. She said the purpose of the position was to pursue more grant funds to provide more services for residents and reduce the City's poverty rate. City Council Meeting Minutes - April 5, 2022 Page 4 of 14 Councilmember Clark requested clarification of $236,546 requested for community engagement. Ms. Moreno said the amount included one regular existing position, the new supplemental request for temporary staff, and operational funds to deliver over 100 different volunteer opportunities to the community. Councilmember Clark asked if the library had returned to pre-COVID hours of operation. Ms. Moreno said the libraries were opened last year with consistent hours between all branches. She would follow up with comparisons of prior years. Councilmember Malnar complimented staff on their work to better the community. Mayor Weiers highlighted the work of Michelle Yates, Community Engagement Manager. Councilmember Clark asked for the number of administrative personnel in the department and those who had direct contact with the public. Councilmember Tolmachoff asked for clarification of the Glendale Works Program supplemental. Ms. Moreno said the supplemental request was for staff salary to fully operationalize two vans, ten workers, four days a week, five hours a day to ensure maximum capacity. Councilmember Tolmachoff asked if there was data determining whether participants were from Glendale. Ms. Moreno said participants came from the streets of Glendale via the Street Outreach team. She did not believe there were participants from other communities but would follow up with that information. Vice Mayor Aldama stressed the need for more multi -family housing and affordable housing inventory. Councilmember Turner asked if the benefit from the Glendale Works program was tracked and quantified and if the information could be provided to Council at the presentation in May. Ms. Moreno would provide the information to Council. Ms. Camacho presented the Budget and Finance Department's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . General Fund . Budget Book Printing Costs $1,500 . Budget Schedule Publication Costs $5,000 . Investment Advisor Fee Increase $22,647 . Debt Book Online Software $112,500 . Credit Card Fee Increase $133,454 City Council Meeting Minutes - April 5, 2022 Page 5 of 14 . Water Fund . Credit Card Fee Increase $140,000 . General Fund . New FTE — Sr. Collections Representative $85,892 . New FTE — Sr. Customer Service Representative $73,388 . New FTE — Lead Customer Service Representative $79,333 . New FTE — Buyer II $93,264 . Budget and Finance IT Projects . Sales Tax App $222,600 Ms. Camacho presented the Non -Departmental operating budget, goals, objectives, performance measures, and accomplishments. There were no supplemental requests for Non -Departmental. Councilmember Tolmachoff asked if the annual transfer from the National Hockey League (NHL) was included in non -departmental. Ms. Camacho said transfers were not included within the non -departmental budget. Council would be shown the various components of the budget transfers coming out of the General Fund at the April 19th workshop. Councilmember Tolmachoff asked if an allocation should be made in the supplemental for contract grant work to be used only if there was a grant opportunity that staff lacked the time to pursue. Ms. Rios explained there were numerous people in departments writing grants, not only the grants administrator. She did not see the need for additional funds. Councilmember Malnar asked if the credit card fees category included water service fees. Ms. Camacho said it included water utility payments. Councilmember Malnar said the total budget for Water Services Credit Card Fee was $525,000. Ms. Camacho said that was correct. Councilmember Malnar asked if the figure was for all credit card processing throughout the City and if staff was considering implementation of an ACH fee for credit cards payments. Ms. Camacho said the figure was for all credit card payments throughout the City. Staff planned to review a fee and would bring information forward for Council's consideration. Councilmember Clark asked for clarification of the $101,000 debt offset. Ms. Camacho said a debt offset could be placed on the tax return of a customer with a delinquent account. Councilmember Clark asked for explanation of the difference between a senior customer service representative and a lead customer service representative. City Council Meeting Minutes - April 5, 2022 Page 6 of 14 Ms. Camacho said the senior representative handled more complicated calls and primarily the billing processes. The lead representative supervised a group of customer service representatives. Councilmember Clark noted a 23% increase in the Budget and Finance Administration Department. She asked about the increases and decreases in budget for the department year -over -year. Ms. Camacho said there was a risk claim for approximately $200,000, which increased the internal charges. She said it was now dropping off. Councilmember Clark asked for the number of administrative personnel in the department and those who had direct contact with the public. Ms. Camacho said the accounting staff of approximately ten people and the two people on the budget staff did not have direct public contact. All other FTEs interacted with the public on some level Councilmember Clark asked if Grants and Finance was a new division as there were no previous requests. Ms. Camacho said it was related to American Recover Plan Act (ARPA) funding. Councilmember Turner asked if the $3 million yearly transfer to the Arizona Sports and Tourism Authority (AZSTA) had an end date or if it was in perpetuity. Ms. Camacho did not recall the terms of the agreement. Mr. Phelps explained the payment would continue until the sunset period, however, there had been discussion on extending the payment. Ms. Rios said staff would provide follow up on the answer. She anticipated there would be more to refund to AZSTA next year due to the Super Bowl. Shahid Abbas, Transportation Director, presented the Transportation Department's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . Highway User Revenue Fund . Right of Way Maintenance Contracts & Water $297,006 . New FTE (2) Utility Locators & Trucks $233,615 . Risk Post Incident Repairs $275,000 . Transportation Grants *Transit— Corona Virus Response and Relief Grant $433,283 . Transit — American Rescue Plan Act (ARPA) $1,164,130 *Transportation Sales Tax . Go Street Light — Maintenance & Electric $2,600 . CIP O&M — Contracts and Water $75,400 *Traffic Mitigation —Contracts & Supplies $50,000 . TMC Advance Traffic Management System Upgrade $370,000 . New FTE — Intelligent Transportation Systems Analyst $101,290 . New FTE — Transportation GIS Technician $95,278 . New FTE — Transportation Deputy Director $169,085 . New FTE — Transportation Financial Analyst $106,987 City Council Meeting Minutes - April 5, 2022 Page 7 of 14 . New FTE — Transit Dispatcher Router Temp to FTE $28,826 *Transportation Sales Tax Risk Post Incident Repairs $200,000 . Citywide Right -of -Way Landscape Refresh Program $150,000 . Internally Illuminated Street Name Signs $40,000 *Airport Special Revenue . Airport Operations $68,835 . Airport Special Revenue Risk Post Incident Repairs $10,000 *Transportation IT Projects *Transportation Sales Tax Fund . Lucity Asset Management System $155,020 *Airport Special Revenue Fund . Airport Business Software $40,000 Councilmember Clark asked for clarification of the increase in cost for fewer miles, besides inflationary and salary increases. Mr. Abbas said the difference also depended on the type of treatment required on a particular roadway. Councilmember Clark asked if the 48 estimated flashing yellow arrow installations for FY23 were of the total 209 signalized intersections. Mr. Abbas said that was correct. Councilmember Clark asked for the total number of school zone construction projects. Mr. Adabala said there were thirteen school zones in total along arterial streets. Councilmember Clark asked about the complete conversion of the illuminated street signs. Mr. Adabala said five conversions were done annually. The supplemental was for an additional two each year going forward. Councilmember Clark asked about the enhanced detection at signalized intersections. Mr. Abbas explained five to seven intersections were completed each year however, going forward it would be built into the design standards. Councilmember Clark asked for clarification of General Government Transport in the budget detail. Mr. Adabala explained the item related to operations around the stadium, arena, and Camelback Ranch. Councilmember Clark asked if post -incident repairs were signs damaged by vehicles. Mr. Abbas said that was correct. Ms. Camacho said the line item was reimbursed by insurance. Councilmember Clark asked for the number of employees in the department. Mr. Abbas said there were 106 FTEs, including the request for six new employees. City Council Meeting Minutes - April 5, 2022 Page 8 of 14 Councilmember Clark asked about the 39% decrease in internal premiums. Ms. Camacho replied the decrease was related to claims. Councilmember Clark asked about the 31 % salary increase in General Obligation (G.O.) CIP Operations and asked if an FTE was added. Mr. Adabala explained there was an FTE addition, which was at a higher cost than originally estimated. Councilmember Tolmachoff asked for clarification of the right-of-way landscape refreshment supplemental request. Ms. Rios said there was one-time funding for right-of-way last year, which was removed from the baseline for the upcoming budget. The supplemental request was for funding going forward. Councilmember Tolmachoff asked if the right-of-way budget of $4.9 million included maintenance and improvements and how much was allocated for right-of-way improvements. Mr. Abbas said it was for maintenance and improvements and the improvements budget was $400,000, plus the additional supplemental request of $150,000 totaling of $550,000 per year. Councilmember Tolmachoff asked if $1 million was added to the budget. Mr. Adabala said there was a one-time supplemental of $1.5 million but not all of it had been spent and $1 million was being carried forward. The $150,000 was to complete improvements downtown and the $400,000 was to be used citywide. Councilmember Tolmachoff asked if anything was in the budget to deter public access to mobile electronic message boards. Mr. Abbas said as the system and facilities were upgraded, it would eventually be controlled centrally at the Traffic Management Center (TMC). Mr. Friedline said staff was working with contractors to secure the control boxes to mitigate the issue. Councilmember Clark asked for a list of rights-of-way that were improved and those planned for the current year and associated costs. She asked for the number of administrative personnel in the department and those who had direct contact with the public. Councilmember Turner was interested in Council adopting a 5 -year plan to update all of the arterial landscaping. He requested it be included in next year's budget. Vice Mayor Aldama asked for additional right-of-way information on the improvements made in the Ocotillo District. He said residents took pride in the improved areas. Brian Friedman, Economic Development Director, presented the Economic Development Department's operating budget, goals, objectives, performance City Council Meeting Minutes - April 5, 2022 Page 9 of 14 measures, and accomplishments. The department's FY2023 supplemental requests included: . General Fund . New FTE — Economic Development Program Manager (Downtown Manager) $112,606 Councilmember Clark asked if there was a staff member dedicated to filling vacant storefronts and infill projects. Ms. Pederson said Samuel Pena, Economic Development Program Manager and David Cornelius, Economic Development Specialist, worked mainly in that specific area. Councilmember Tolmachoff asked for a description of professional services. Ms. Pederson explained professional services included contracts, marketing strategy, economic analyses, and additional travel funds for the business attraction strategy. Councilmember Tolmachoff asked if the Chamber of Commerce membership was included in professional services. Ms. Pederson said that was correct. Councilmember Turner asked for information on the Arts Master Plan process. Ms. Pederson explained the last Arts Master Plan was done in the early 2000s and funding was requested in the most recent CIP. The goal of the plan was to obtain guidance on the citywide plan for developing appropriate Arts Fund expenditures. Jim Brown, Human Resources & Risk Management Director, presented the Human Resources Department's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . General Fund . Human Resources Temporary Personnel $50,000 . New FTE — Benefits Analyst $116,080 . New FTE — Human Resources Analyst $103,210 . Risk Management Self Insurance . Risk Management Trust Fund Increase $4,943,327 . Worker's Compensation Self Insurance *Worker's Compensation Trust Fund Increase $3,345,000 . Benefit Trust Fund . HR Employee Benefits Increase $1,460,000 Councilmember Clark asked for an example of a strategy to combat turnover. Mr. Brown said staff was working on offering a sign -on bonus for highly skilled, hard to fill positions, with a partial payment upon signing and the remainder after one year of service. Staff was in the process of working with department directors to identify positions. Councilmember Clark asked about the number of cases for which in-house counsel was utilized over the past few years. City Council Meeting Minutes - April 5, 2022 Page 10 of 14 Diane Shoemake, Risk Manager, said there were approximately 40 cases per year on average with sixteen open for FY20, FY21, and FY22. She said there was a decrease in cases mid -2020 due to staffing, however, she expected to see an increase in the coming fiscal year. Councilmember Tolmachoff asked if staff was looking into a flexible hybrid working schedules. Mr. Brown said there was currently a telecommuting policy, which needed more structure, and staff was addressing the issue. Councilmember Tolmachoff asked if management had the ability to see when employees were logged in when working from home. Mr. Brown said that was correct. Councilmember Malnar asked for the amount the state approved for pre-emptive cancer reimbursement and how staff intended to apply for the funding. Ms. Shoemake said the state set aside $15 million as a reimbursement fund. She gave a brief overview of the program and the process to request reimbursement. Councilmember Malnar asked if the reimbursement would reduce the General Fund requirement for self -funding. Ms. Shoemaker said that was correct. Khala Stanfield, Organizational Performance Director, presented the Organizational Performance Department's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . General Fund . New FTE — Organizational Performance Program Manager $129,180 Councilmember Clark asked for clarification of criteria achieved in the performance measure. Jenny Durda, Business Intelligence and Analytics Officer, explained the eight focus areas of the What Works Cities measure. The 51 % target was for all categories combined, not any particular category. Mayor Weiers asked how realistic it was to achieve the platinum level next fiscal year. Ms. Durda said What Works Cities was changing the criteria and staff did not want to commit to the level without knowing the new criteria to achieve 84%. Councilmember Clark asked for additional information on the GlendaleOne data sets. Ms. Durda said there were two data sets published. Councilmember Clark asked if the information was open to the public and if so, where it could be found. City Council Meeting Minutes - April 5, 2022 Page 11 of 14 Ms. Durda said the information could be found by the public by googling Glendale open data and on the Organizational Performance website. Councilmember Clark asked for clarification of the role of the new Organizational Performance Manager. Ms. Stanfield said the new manager would assist with implementation of the balanced scorecard, program inventory, public surveys, and process improvement teams. Councilmember Clark asked if the survey results were shared with Council. Ms. Stanfield said a survey was shared with staff and the results would be shared with Council. Mike Kingery, Internal Audit Program Manager, presented the Audit Department's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . General Fund . Contracted Audit Services $131,684 Craig Johnson, Water Services Director, presented the Water Services Department's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . Water Fund . Increase for Raw Water Costs $936,000 . Increase for Chemical Costs $310,000 . Increase for Water Meters Costs $100,000 . Increase for Pyramid Peak WTP Costs $518,000 . Increase for Overtime Costs $90,000 . Sewer Fund . Increase for Chemical Costs $70,000 . Increase for 91st Avenue WWTP $380,000 . Increase for West Area WRF Costs $156,000 . Increase for Overtime Costs $10,000 . Water Services FY23 IT Projects . SCADA Server Replacement $275,000 Councilmember Clark asked about the decrease in Central Arizona Project (CAP) water recharge from previous years. Mr. Johnson said there were extended outages due to a construction project and increased water was being drawn. Councilmember Clark asked why the amount of sewage treated remained constant even though the population was increasing. Mr. Johnson said extra water was being used during COVID for landscaping and thus not back in the sewer system. He added business closures decreased the sewage amount as well. Councilmember Clark asked if Luke Air Force Base would reimburse the City for the increased West Area Water Reclamation Facility (WRF) Costs. City Council Meeting Minutes - April 5, 2022 Page 12 of 14 Mr. Johnson said that was correct. Councilmember Clark asked how much of the total $63 million budget was covered by rate payers and how much was covered by the General Fund. Mr. Johnson said there was no funding from the General Fund. It was covered by rate payers. Councilmember Clark asked why the Water Services Division Public Services Representative line item decreased by almost $250,000. Mr. Johnson said the division was being moved into the Central System Control Division. Councilmember Clark asked why the budget for Central System Maintenance Division Utilities and Landfill was being reduced by 70%. Dan Hatch, Financial Administrator, explained the funds were moved from Central Maintenance to Information Services for Verizon connection charges for tablets. Councilmember Clark asked why supplies for the Oasis Surface Water Treatment Plant decreased by $40,000 when the cost of supplies was increasing. Mr. Hatch said savings from producing the site's own chlorine gas was shifted to Pyramid Peak and Cholla. Councilmember Clark asked if in-house chlorine gas could be made at the other facilities. Mr. Johnson said staff was looking into it for the Cholla and Pyramid Peak plants. Councilmember Turner asked if the decrease in recharged water was due to the 500+ Agreement. Mr. Johnson said that was correct. Mr. Don Bessler, Engineering Director, presented the Engineering Department's operating budget, goals, objectives, performance measures, and accomplishments. The department's FY2023 supplemental requests included: . General Fund . External Engineering Services $150,000 *Software Licenses $1,000 . Staff Certifications — Continuing Education $10,000 . New FTE — Senior Architect $130,250 . New FTE — Management Analyst $94,581 . New FTE — CIP Project Manager $121,567 . New FTE (2) — Construction Inspector $189,375 Councilmember Tolmachoff asked about the supplemental requests of $30,000 for additional Temp Pay and $75,000 for Professional Services that were not recommended. Mr. Bessler explained Temp Pay was for additional training time and the $75,000 was City Council Meeting Minutes - April 5, 2022 Page 13 of 14 for the ability to obtain third -party cost opinions. Councilmember Tolmachoff asked if the costs could be covered by the department Mr. Bessler said that was correct. Councilmember Clark asked at what point would better stats on delivery be available, specifically with smaller business customers. Mr. Bessler said the department worked with each customer for the best plan to obtain the desired outcome. Councilmember Clark asked if Property Management was being eliminated. Mr. Bessler said the line item was the property management of the Bank of America parking garage which was transferred to the Facilities Department. Councilmember Clark asked for clarification on the 50% change in the salaries budget. Mr. Bessler said the funds were recovered through capital projects. Councilmember Clark asked about the negative figure in the salary and benefits baseline. Ms. Camacho said it was also related to the engineering charges that were charged to the capital projects. Ms. Lindsay provided the department presentation schedule for the April 7th Budget Workshop. ADJOURNMENT Mayor Weiers adjourned the meeting at 2:41 p.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 5th day of April, 2022. 1 further certify that the meeting was duly called and held and that a quorum was present. Dated this 18th day of April, 2022. Ju e . Bower, MMC, City Clerk City Council Meeting Minutes - April 5, 2022 Page 14 of 14