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HomeMy WebLinkAboutMinutes - Minutes - City Code Review Council Committee - Meeting Date: 10/25/2022City of Glendale 5850 West Glendale Avenue Glendale, AZ 85309 C Glendale A R I Z O N A Meeting Minutes Tuesday, October 25, 2022 12:30 P.M. 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 Mayor Weiers called the meeting to order at 12:30 p.m. ROLL CALL Present: Mayor Jerry Weiers Vice Mayor Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner Also Present: Kevin Phelps, City Manager Jim Gruber, Deputy City Attorney Julie K. Bower, City Clerk WORKSHOP SESSION 1. PERFORMANCE BASED CONTRACTS Presented by: Michelle Woytenko, Director Field Operations Charles Thomas, Deputy Director Field Operations Ms. Bower read the item by title. Ms. Woytenko said the item was a follow-up presentation on performance-based contracts, previously discussed at the March 23, 2021 workshop. She provided information on the results of the Investment Grade Audit (IGA). She was requesting consensus to move forward in the process with formal approval of the contracts. Mr. Thomas provided an explanation of an IGA and the two proposed pilot programs. One project was performed by Midstate and the second was performed by McKinstry. Councilmember Clark asked if any infrastructure updates to streetlights were needed to transition to LED bulbs. Mr. Thomas said all poles were assessed for damages and addressed during the preliminary assessment. Ms. Woytenko said the electrical infrastructure and streetlight poles were able to support the transition. Councilmember Clark asked what the benefits were of using variable speed equipment. Mr. Thomas said the chillers would provide cost savings based on the times that the equipment was used. Councilmember Clark asked if any other cities used the same type of equipment and whether they determined it to be worth the investment. Mr. Thomas had not checked with other cities. He had observed significant savings in similar City Council Meeting Minutes - October 25, 2022 Page 2 of 10 facilities. Mayor Weiers asked if the current equipment was working. Ms. Woytenko said the equipment was working but had been included in the Capital Improvement Plan (CIP) for replacement. Councilmember Clark asked if the payback would take 59 years. Mr. Thomas said that was correct. Councilmember Clark wanted to know what the benefit was since the equipment would not last 59 years. Mr. Thomas said the chiller equipment would be replaced through the project or through the CIP. He outlined the benefits of replacing the equipment in collaboration with the companies through the project. Mayor Weiers asked if the pay-off rates were calculated anticipating rates within the next forty years. Mr. Thomas said that was correct. Mayor Weiers favored better equipment with energy efficiency since the equipment was to be replaced anyway. Vice Mayor Aldama was more focused on the efficiency of the equipment for users of the building. Councilmember Clark asked if there were infrastructure costs associated with replacing park lighting. Mr. Thomas said none were part of the project. Councilmember Turner asked if the new lighting fixtures had the ability to control the lighted area, so it did not interfere with surrounding neighborhoods. Mr. Thomas said that was correct. Vice Mayor Aldama asked if the City had a "dark sky" ordinance. Mr. Thomas said the City followed dark sky standards. Councilmember Tolmachoff asked during which fiscal year (FY) the project was planned. Mr. Thomas said it was planned for FY 2022-2023. Councilmember Tolmachoff asked if the replacement would save money on operation and maintenance (O&M) costs in addition to annual energy savings. Mr. Thomas said there would be operation and maintenance savings. Mayor Weiers asked if the chillers in use were original to the building. City Council Meeting Minutes - October 25, 2022 Page 3 of 10 Mr. Thomas said that was correct. Councilmember Tolmachoff asked if the solar conversion cost included all of the necessary infrastructure. Mr. Thomas said the presented cost included all anticipated infrastructure costs for the project. Councilmember Tolmachoff asked if, based on the occupancy, carport solar was not considered at the Adult Center. Mr. Thomas said at the time of the assessment, the occupancy rate was 50%. More energy would be produced than was being used which would require the City to pay additional taxes since it would be considered a utility company. Councilmember Tolmachoff asked if rooftop solar was still proposed at the Civic Center and FRAC. Mr. Thomas said all rooftop solar was removed from the project. Councilmember Tolmachoff said the cost of the project and energy savings was based on carport solar at the Civic Center and FRAC. Mr. Thomas said that was correct. Councilmember Turner asked if carport solar was proposed at the Glendale Regional Public Safety Training Center (GRPSTC). Mr. Thomas provided the proposed layout for carport solar at GRPSTC and said the parking lot would be built at the same time as the carport solar. Councilmember Turner asked if ground mounted solar was more expensive than rooftop solar. Mr. Thomas said it was generally less expensive. Councilmember Clark asked the lifespan of solar panels before needing to be replaced. Mr. Thomas said it was approximately thirty years. Councilmember Turner suggested amortizing the conversion cost of $8.2 million over 23.9 years to see if it paid back the project versus using the energy savings. Mr. Thomas said the project would be paid for in 22.6 years with the energy savings. Councilmember Tolmachoff asked how the audits were determined and if the audits were proprietary. Ms. Woytenko said City staff determined which buildings were included in the IGA. If the company provided financing, then it would be proprietary. Councilmember Tolmachoff asked why solar was not included in Project One. Ms. Woytenko said the assessment for Project One was completed in 2020 and focused on libraries and parks during the pandemic. At the time, the facilities did not consume the energy required for the use of solar. With increased usage at libraries, solar could be added at a later City Council Meeting Minutes - October 25, 2022 Page 4 of 10 date. Councilmember Tolmachoff recalled FRAC and the Adult Center had low usage during 2020. Ms. Woytenko explained the low usage was the reason why the Adult Center was removed from the project. With the building's current usage, it made sense to use solar. Councilmember Tolmachoff questioned the difference in project costs between the two companies. Vice Mayor Aldama asked if the project was approved, who would oversee the energy usage and payments to utilities to verify savings. Mr. Thomas said Field Operations oversaw utility usage and payments. Vice Mayor Aldama asked how often Council would be updated on usage and savings. Mr. Thomas said a communication plan would be discussed after the project's approval. Mayor Weiers asked if the department would have real-time access to the solar information. Mr. Thomas said that was correct. Councilmember Malnar asked if the possibility of advancements in future energy technology was considered. He was concerned about the amount of time the payback would take to complete. Mr. Phelps said the rate of return was a conservative estimate and did not include all costs associated with upgrading to the newer technology. Councilmember Malnar said it was beneficial to know all the associated costs. Councilmember Tolmachoff asked where the O&M for the solar panels factored into the project. Ms. Woytenko would provide that information to the Council. Councilmember Tolmachoff asked if a portion of the audit could be adopted instead of the entire project. Mr. Thomas said the projects could be modified, but it would change the energy savings and usage. Councilmember Tolmachoff was concerned about including solar with only one of the projects. Vice Mayor Aldama asked if the energy savings was estimated using current rates. Mr. Thomas said the baseline was set at the time of the IGA with information before 2020. Councilmember Clark suggested using the main library to show true data and then expand the project. Mr. Phelps reviewed the previous Council direction for the project and why the inclusion of more than one building was required. City Council Meeting Minutes - October 25, 2022 Page 5 of 10 Councilmember Clark asked where the $8 million was coming from to implement the project. Mr. Phelps said based on Council direction, it would be worked into the CIP budget. Councilmember Clark asked if a project already in the CIP would be postponed in order to fund the pilot project. Mr. Phelps said there would be a prioritization discussion with the Council. Ms. Woytenko said staff recommended using $1,976, 617 from FY23 CIP and program $8,065,862 in the FY24 CIP. With Council's consensus, $8,065,862 would be added to the CIP for discussion as part of the project. Once the CIP discussions were completed, staff would return with contracts for approval. Councilmember Tolmachoff asked if the full proposal needed approval to move forward or could certain aspects be approved individually. Ms. Woytenko said the IGA needed to be accepted as proposed or the process would need to be started over. Councilmember Tolmachoff was not comfortable moving forward on the projects as presented. Mr. Phelps said the $8 million would be added to the CIP and Council would prioritize all of the CIP projects. He disclosed that his stepson worked for McKinstry but was not involved with the project. Councilmember Clark suggested adding the project as a supplemental to the CIP. Vice Mayor Aldama said without consensus, there was not authorization to replace the chillers. Mr. Thomas said that was incorrect. Vice Mayor Aldama said the chillers would be replaced but without the presented savings. Mr. Thomas said that was correct. Councilmember Turner was not in support of moving forward. Mr. Thomas said Project One focused on libraries and parks and it was determined at the time that solar did not make sense. Vice Mayor Aldama asked what services were provided by McKinstry. Mr. Thomas said McKinstry and Midstate's services were the same and provided a detailed description of the process. Vice Mayor Aldama asked if the project with McKinstry was approved in 2021. Ms. Woytenko said the item was originally presented in March 2021 and the contract was approved in June 2021. Councilmember Tolmachoff did not feel both companies were given equal opportunity to provide a scope of work for the projects. She was concerned with possible inflation issues within the current CIP and adding $8 million for the projects. City Council Meeting Minutes - October 25, 2022 Page 6 of 10 Councilmember Clark did not support moving forward with the project but did support adding the project as a supplemental to the CIP for discussion. Vice Mayor Aldama requested to table the item for additional clarity on which projects to prioritize and return in a few weeks for additional discussion. Mayor Weiers requested staff find opportunities for Council to move the project forward and know the priorities of the other projects. Councilmember Tolmachoff favored tabling the item for future discussion. Mayor Weiers asked if there were different options to pay for the project. Mr. Phelps said there were multiple ways to fund the project and staff would return with a recommendation. Councilmember Turner did not support moving forward due to the volatility of the construction market. Councilmember Hugh was in favor of moving forward. Mayor Weiers confirmed consensus to table the item and return in 3 to 4 weeks for additional discussion. 2. PROPOSITION 400 EXTENSION UPDATE Presented by: Shahid Abbas, Transportation Director The update was postponed until a future workshop meeting. 3. INFORMATIONAL UPDATE ON THE POLICE DEPARTMENT'S MISDEMEANOR REPEAT OFFENDER PROGRAM (MROP) Presented by: Rick St. John, Deputy City Manager Ms. Bower read the item by title. Mr. St. John provided an informational update on the Misdemeanor Repeat Offender Program (MROP) which was geared toward reducing recidivism on misdemeanor crimes. Mayor Weiers asked if it applied only to violations occurring within the City. Mr. St. John said that was correct. There was a possibility of combining the program with the Cities of Peoria and Phoenix's programs. Mayor Weiers said the number of violations could increase if the program was combined with Peoria and Phoenix. Mr. St. John said that was correct. Councilmember Tolmachoff asked if it would require an increase in the Prisoner Maintenance Fund. City Council Meeting Minutes - October 25, 2022 Page 7 of 10 Mr. St. John anticipated an increase to the Prisoner Maintenance Fund in the short term. Councilmember Tolmachoff asked the program's impact on the transferring of prisoners to the county jail. Chief Briggs said the goal was to stop individuals from committing crimes. Currently, it could take up to six hours to process an offender. Valley police chiefs were in contact with Sheriff Penzone to discuss alternatives for processing inmates at the county jail. Councilmember Tolmachoff supported moving forward with the program. Mayor Weiers confirmed consensus to move forward. 4. COUNCIL ITEM OF SPECIAL INTEREST ON CIRCULAR DRIVES Presented by: Rick St. John, Deputy City Manager Ms. Bower read the item by title. Mr. St. John said the item was in response to Councilmember Turner's Council Item of Special Interest on circular drives and prohibiting parking on circular drives on residentially -zoned lots, including R1-4 to R1-10 properties. It did not include RS or Al designated properties. He was seeking consensus to direct staff to determine the impact of the revision for future discussion at a workshop. Councilmember Tolmachoff asked what was currently allowed. Mr. St. John said the City Code allowed parking on circular drives, as long as it did not exceed 50% of the parking and maneuvering in the front yard. Vice Mayor Aldama confirmed consensus to proceed. 5. DOWNTOWN CAMPUS REINVESTMENT PROJECT - UPDATE #5 Presented by: Kevin R. Phelps, City Manager Ms. Bower read the item by title. Mr. Phelps provided an update on the Downtown Campus Reinvestment Project. Councilmember Tolmachoff asked if the project was within the budgeted $70 million and if there was data to show the budget for the project. Mr. Phelps said everything was within budget regarding the Continuity of Operations Plan. The design team was working on updated figures which would be shared by Oakland Construction in the upcoming weeks. 6. COUNCIL ITEM OF SPECIAL INTEREST ON PROHIBITING SIGNS IN THE MEDIAN Presented by: Rick St. John, Deputy City Manager City Council Meeting Minutes - October 25, 2022 Page 8 of 10 Ms. Bower read the item by title. Mr. St. John said the item was requested by Councilmember Tolmachoff. He requested Council consensus to include language within the temporary sign portion of the Unified Development Code (UDC) prohibiting signs in the median. Political signs were regulated by the state and specified what could and could not be done by the City. Mayor Weiers did not support moving forward. Mayor Weiers confirmed consensus to move forward with the item. CITY MANAGER'S REPORT Mr. Phelps said there would be a community outreach meeting on the Downtown Campus Reinvestment Project on October 26th. CITY ATTORNEY'S REPORT No report COUNCIL ITEMS OF SPECIAL INTEREST Vice Mayor Aldama requested any solutions or initiatives to resolve, reduce and eliminate homelessness in Glendale be accelerated. MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION A motion was made by Councilmember Joyce Clark, seconded by Councilmember Ray Malnar to hold an executive session. AYE: Mayor Jerry Weiers Vice Mayor Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner Passed EXECUTIVE SESSION Council met in executive session at 3:09 p.m. for: . Discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with a contract relating to property in the area of 95th Avenue and Montebello Avenue pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7) . Discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager City Council Meeting Minutes - October 25, 2022 Page 9 of 10 regarding Glendale's position in connection with a contract relating to property in the New Westgate Development pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7) . Discussion and consultation with the City Attorney and City Manager to receive an update, consider its position and provide instruction and direction to the City Attorney and City Manager regarding Glendale's position in connection with agreements associated with the Arena pursuant to A.R.S. § 38-431.03(A)(3)(4)(7) . Discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with property located at the Southwest corner of 91 st Avenue and Cardinals Way pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7) . Discussion and consultation with the City Attorney and City Manager to receive an update, consider its position and provide instruction and direction to the City Attorney and City Manager regarding Glendale's position in connection with agreements associated with the Glendale Chamber of Commerce pursuant to A.R.S. § 38-431.03(A)(3)(4) A motion was made by Vice Mayor Jamie Aldama, seconded by Councilmember Joyce Clark to adjourn the executive session. AYE: Mayor Jerry Weiers Vice Mayor Jamie Aldama Councilmember Joyce Clark Councilmember Ian Hugh Councilmember Ray Malnar Councilmember Lauren Tolmachoff Councilmember Bart Turner Passed Mayor Weiers adjourned the executive session at 5:29 p.m. ADJOURNMENT Mayor Weiers adjourned the meeting at 5:29 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 25th day of October, 2022. 1 further certify that the meeting was duly called and held and that a quorum was present. Dated this 2nd day of November, 2022. pA 1rie. Bower, MMC, City Clerk City Council Meeting Minutes - October 25, 2022 Page 10 of 10