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01/05/2016 - Work Session - Minutes MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 5, 2016 The City Council met in Work Session on Tuesday, January 5, 2016, at 2 : 12 p.m. in Room 326, Committee Room, City County Building, 451 South State Street . In Attendance: Council Members Andrew Johnston, James Rogers, Erin Mendenhall, Charlie Luke, Derek Kitchen, Stan Penfold, and Lisa Adams . Staff in Attendance: Cindy Gust-Jenson, Executive Council Director; Jennifer Bruno, Council Deputy Director; Patrick Leary, Mayor' s Chief of Staff; David Litvack, Mayor' s Deputy Chief of Staff; Lynn Pace, Mayor' s Senior Advisor; Margaret Plane, City Attorney; Lehua Weaver, Council Senior Public Policy Analyst; Boyd Ferguson, Senior City Attorney; Maureen Riley, Airport Director; Mike Williams, Airport Terminal Redevelopment Program Director; Nora Shepard, Planning Director; Cindi Mansell, City Recorder; Nicole Smedley, Assistant City Recorder; and Scott Crandall, Deputy City Recorder. Guests in Attendance: Len Simon, Simon and Company. Councilmember Rogers presided at and conducted the meeting. The meeting was called to order at 2 : 12 p.m. Note : Some items were taken out of order. AGENDA ITEMS #1 . 2:43:25 PM RECEIVE A WRITTEN BRIEFING ON THE 21ST AND 21ST SMALL AREA MASTER PLAN. The drafting of the 21st and 21st Small Area Plan project, which will address the characteristics of the future development of the neighborhood that stretches along 2100 South from approximately 2000 East to 2300 East. The project team has completed the first phase of the project and is moving to the next phase of the project which includes creating potential development scenarios for the area . View Attachments Nora Shepard briefed the Council with attachments . Councilmember Luke said the community needed as many opportunities as possible to provide input . He said there were potential impacts to surrounding areas and asked Planning to make formal presentations to Sugar House, Bonneville Hills, and East Bench Community Councils . Ms . Shepard said Planning was preparing a large workshop for January 28th to include those community groups . #2 . 2:46:19 PM NOMINATION OF COUNCIL CHAIR AND VICE-CHAIR FOR CALENDAR YEAR 2016. A straw poll to nominate the Council Chair and Vice Chair for 16 - 1 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 5, 2016 calendar year 2016. View Attachments Councilmember Rogers was nominated for Council Chair and Councilmember Penfold was nominated for Council Vice-Chair. Councilmember Rogers said the nominations would be ratified during the formal meeting. #3. 2:12:46 PM RECEIVE A BRIEFING REGARDING THE CITY' S NATIONAL LEGISLATIVE PRIORITIES. View Attachments Len Simon briefed the Council with attachments . Comments included funding City projects, federal government liaison, budget cuts, Highway Trust Fund issues, undocumented residents, gun control issues, Department of Homeland Security/Sanctuary Cities, marketplace fairness, and internet tax issues . Councilmember Mendenhall asked the Council' s Legislative Subcommittee to track issues relating to Homeland Security/Sanctuary Cities throughout the coming year. Mr. Simon said when Council Members visited Washington DC in March he would arrange a briefing with Homeland Security. #4 . 2:51:32 PM RECEIVE A BRIEFING REGARDING ISSUES RELATED TO THE UPCOMING 2016 LEGISLATIVE SESSION. View Attachments Lynn Pace, David Litvack, and Nora Shepard briefed the Council with attachments . Discussion was held on scheduling a legislative breakfast to discuss issues relating to the upcoming session. Councilmember Rogers said Staff would work with the Administration to determine a date/time . Discussion was held on issues relating to the prison relocation. Comments included Northwest Quadrant economic development, potential legal issues regarding North Temple landfill, 3000 undeveloped acres, utilize prison as development catalyst, determine appropriate role between City and Legislature, Prison Development Commission, ongoing master plan process, analyze shared benefits with State, ensure public participation, funding issues for new sewage treatment plant/utilities, State agreed to pay all costs required to build new prison, and potential to break ground during current impact fee moratorium. Discussion was held on issues relating to homelessness . Comments included identify funding/assistance for homeless shelter improvements and facilities, include service component in ongoing discussions, find a long-term sustainable/comprehensive plan, compare services of other providers, romance people into services, bring interest groups together to develop consolidated proposal, legislators should evaluate how other 16 - 2 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 5, 2016 cities address homelessness, provide housing/services for prostitutes as part of existing homeless sub-groups, vulnerability index, include trafficking victims, collective impact study, multijurisdictional issue, and include transportation as key component. Mr. Pace said he would get back to the Council with more information. Mr. Pace said the State Legislature wanted to make the following adjustments to historic districts : 1) change percentage to initiate petition from 15% to 51%, and 2) change balloting from either a true 500 of all ballots mailed out or a super majority of ballots returned. He asked Council Members to provide individual feedback to the Council' s Legislative Sub-Committee as soon as possible. Mr. Pace said Council feedback was needed on the City' s current electric charging station regulations relating to parking lot expansion. He said he understood Planning reviewed the ordinance and were proposing some changes . Ms . Shepard said the issue had already been through the Planning Commission with a positive recommendation and a transmittal was delivered to the Council . Mr. Pace said other legislative issues included the State Fairpark, how to calculate new growth for property tax purposes, law enforcement, water/rights, and wild land fire suppression. He said things would move quickly going forward and asked Council Members to let him know as soon as possible about any issues or concerns . #5. 3:42:34 PM HOLD A DISCUSSION REGARDING COUNCIL PRIORITIES AND ACTIVE PROJECTS. A status update and end of year report on the Council 's six Priority Projects and 10 Active Projects. As a reminder, the following Council 2015 priorities are: Economic Development; Urban Forestry; recreation bond; Impact Fees; Capital Improvement Program; and Westside Master Plan & implementation model. The 10 Active Projects included: Sexual Assault audit of Justice System; Prison; Police use of lethal force - training, funding, update, status; Dog-Off Leash; Housing; Homelessness; Disposition of property; Campaign Finance; Parking and Parking Enforcement; and Accessory Dwelling Units (ADUs) . View Attachments Jennifer Bruno and Lehua Weaver briefed the Council with attachments . Ms . Weaver provided an update on the status of last year' s projects which included Urban Forestry, Economic Development, Recreation Bond, Impact Fees, Capital Improvement Program (CIP) and Westside Master Plan/implementation model . Councilmember Rogers said these issues would be discussed during the upcoming Council retreat. Comments included legislative intent, funding issues, Economic Development Master Plan, 16 - 3 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 5, 2016 Building Services audit/scope (requires Council input) , legislative intent to place recreation bond on a future ballot, maintenance issues relating to City owned property, impact fee moratorium issues (work being done by consultant) , CIP audit/scope to come back to Council, expectations for addressing "Active Projects" list, share work load with Administration, capture/track impact fee policies, review/capture legislative intents/budget items where Council requested administrative follow-up, potential to advance items which were not part of the current administrative process, create momentum for new projects, and indentify components of successful project. Councilmember Penfold asked Staff to continue follow-up on two legislative intents related to Urban Forestry: 1) include maintenance in annual budget and 2) complete Citywide survey of the City' s urban forest. Discussion was held on the 10 projects listed under "Active Projects" . Councilmember Penfold requested feedback on Staff' s ability to manage those projects in addition to other work load and suggested incorporating that issue in the retreat process . Ms . Gust-Jenson said Staff needed clarification regarding the Council' s expectations about the "Active Projects" list. She said once Staff understood the Council' s direction, a decision could be made to either scale back the number of projects or add additional resources . Councilmember Adams said she felt the current list was too large and wanted the Council to determine an appropriate number of projects during the retreat. Ms . Weaver said Staff was open to feedback/modifications on new material given to the Council regarding philosophy statements . She said additional discussion could be held during the upcoming Council retreat which was tentatively scheduled for January 19, 2016 . Council Members expressed interest in changing the name from "retreat" to "work shop" . #6. 4:24:22 PM RECEIVE A BRIEFING REGARDING THE AIRPORT TERMINAL REDEVELOPMENT PROGRAM UPDATE . On the Salt Lake City Department of Airport 's $1 . 8 billion capital improvement program - the Terminal Redevelopment Program (TRP) . The TRP includes a new consolidated terminal, concourses, parking garage, rental car facilities, improved access roadways, a new central utility plant, and other related infrastructure. Airport staff will provide an update on the progress of the planning and implementation of the TRP. View Attachments Maureen Riley and Mike Williams briefed the Council with attachments . Comments included consolidated rental car facilities, remote service sites, traditional ticketing, funding/bond issues related to Trax re-configuration, eliminate Concourses A and E, Transportation Security 16 - 4 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 5, 2016 Administration (TSA) check-point issues, water recapture/net-zero goal, Federal Aviation Administration (FAA) rules, renewable energy component, potential for charging stations, maximize opportunities for local architect/engineering community, utilization of Utah-based companies, sewage lift-station construction, road realignment issues, gates unavailable for new airlines, and potential for future expansion. Councilmember Mendenhall asked the Airport to pursue renewable energy efficiencies wherever possible . Ms . Riley invited Council Members to take additional tours of the facility. #7 . 4:57:15PM RECEIVE A BRIEFING FROM THE ATTORNEY' S OFFICE REGARDING UTAH OPEN MEETING LAW REQUIREMENTS. View Attachments Boyd Ferguson and Margaret Plane briefed the Council with attachments . Comments included annual training, noticing requirements, open/closed meeting requirements/procedures, electronic or written information must be included as part of official record, electronic meeting requirements (potential to amend ordinance) , penalties for violating open meeting laws, and restrictions on sending electronic messages during meetings . Councilmember Adams said she wanted the public to know that during dinner breaks, Council Members were careful not to discuss issues which needed to be addressed in a public setting. Councilmember Penfold suggested Staff require anyone wanting to submit electronic/written materials to the Council to do that before meetings started. Ms . Gust-Jenson said Staff had been trying to do that and would continue that effort. Discussion was held on modifying City' s ordinances pertaining to electronic meetings to allow fewer members to be physically present at meetings and also consider modifying requirements relating to emergency meetings (allow electronic participation) . Discussion was held on sending/receiving electronic messages (e- mail, text, group-texting, etc. ) from other Council Members or constituents during meetings . Ms . Plane said Council Members needed to avoid conducting official City business using electronic messaging when a quorum of the Council was involved. Ms . Gust-Jenson said when information was needed from Council Members, they were asked to respond individually to Staff. 16 - 5 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 5, 2016 #8 . 5:16:22 PM RECEIVE A BRIEFING FROM THE RECORDER' S OFFICE REGARDING THE GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT (GRAMA) . View Attachments Cindi Mansell, Nicole Smedley, and Margaret Plane briefed the Council with attachments . Comments included open/transparent government, efficient record acquisition/storage/retrieval, record classifications (public, private, controlled protected) , what constituted a record, personal notes being circulated become a record, methods available for public to request records (online, fax, e-mail, letter, in-person) , response procedure, fees associated with record requests, denial/appeal process, record retention/disposal issues, shift from paper records to digital/electronic records (USB devices, laptops, body/dash cams, social media, text messaging, audio/video, etc) , creating/receiving information in official capacity (conducting City business) , forward e-mails to City account (reply from there) , educating employees, measure compliance, and collaboration about records management with City departments . Councilmember Penfold requested information about record request patterns . He said a quick summary of common themes/topics could be useful in determining if a concern existed with a specific department or if there was a perception issue the City needed to address to help reduce certain types of requests . Ms . Gust-Jenson said because the Police Department had the largest number of requests, Staff might want to look at policies/procedures established by them to uniformly disseminate information. Ms . Mansell said historically, the Council kept fees low in an effort to not prohibit public access to records . Councilmember Penfold said that was another red flag the Council might want to review because that could be a contributing factor to the significant increase in record requests . He said the City was not currently covering costs to produce records . Discussion was held on records retention and the need to create a balance. Ms . Gust-Jenson said even though records could legally be destroyed, consideration was needed about retaining some information such as litigation or legislative history that could help the City operate efficiently. Ms . Gust-Jenson asked if something would be brought back to the Council for policy consideration or be handled administratively. Ms . Mansell said she thought the Administration would come back to the Council with suggestions . She said she agreed individual categories of records needed to be evaluated separately. She said e-mail was probably the main issue due to sheer volume. She suggested Council Members establish a filing system in their own e-mail boxes and use meaningful subject lines to make retrieval easier. She said anything done on City property could be subject to GRAMA/discovery. 16 - 6 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 5, 2016 #9. 5:43:44 PM REPORT AND ANNOUNCEMENTS FROM THE EXECUTIVE DIRECTOR REPORT OF THE EXECUTIVE DIRECTOR, INCLUDING A REVIEW OF COUNCIL INFORMATION ITEMS AND ANNOUNCEMENTS. The Council may give feedback or staff direction on any item related to City Council business, including but not limited to; Financial Disclosure Announcement, Central Business Improvement Assessment Area Board of Equalization, 2016 Annual Calendar, Opening for Council Member on the Salt Lake County Council of Governments, Local Building Authority - agendas and meeting format and Scheduling Items. See File M 16-5 for announcements . #10 . REPORT OF THE CHAIR AND VICE CHAIR. No discussion was held. #11 . CONSIDER A MOTION TO ENTER INTO CLOSED SESSION, IN KEEPING WITH UTAH CODE FOR ANY ALLOWED PURPOSE. Item not held. The meeting adjourned at 6 : 02 p.m. COUNCIL CHAIR CITY RECORDER This document is not intended to serve as a full transcript as other items may have been discussed; please refer to the audio or video for entire content. This document along with the digital recording constitute the official minutes of the City Council Work Session meeting held January 5, 2016 . sc 16 - 7