12/12/2017 - Work Session - Announcements City Council Revised Announcements
December 12, 2017
Information Needed By Staff 5:07:21 PM
A. Early Bird Registration for National League of Cities Congressional
City Conference
The NLC Congressional City Conference will be hosted in Washington D.C.
Sunday, March 11th — Wednesday, March 14th. Early bird registration ends
December 15.
Because we are under a tight time frame to meet the early bird registration,
please let staff know if you would like to attend, as soon as you can.
Cindy Gust-Jenson, Executive Council Director, said this was one of the key
conferences for elected officials around the Country. She said if Council Members were
planning to attend and had not yet registered, that needed to be done quickly (before the
holidays) to ensure a space at the conference. She said there were also some Saturday
meetings if Council Members were interested.
B. (REVISED) Availability for New Council Group Photo —
January 9
As the Oath of Office ceremony will bring two new Council Members
into office, Council staff has arranged to have a new group photo taken.
A daytime shoot is preferable for lighting and outdoor options. The proposed
time for the photo shoot is Tuesday, January 16 at 1:15 p.m.
Council Members-elect have confirmed they will be available for this time.
Note that the Salt Lake Chamber's Utah Economic Outlook and Public Policy
Summit is that same day from 7:3o a.m. to 1 p.m.
➢ Do Council Members' schedules permit them to attend on January 16 at
1:15 p.m.?
➢ Would the Council prefer to hold the photo shoot during the dinner break
on January 16 instead? (Agenda would be adjusted to allow time for the
shoot.)
Ms. Gust Jenson said January 16, 2018 at 1: 15 was a new date based on
Councilmember Johnston's availability. She said Staff needed to know if the rest of the
Council was available then. Councilmember Mendenhall said she was. Ms. Gust-Jenson
said Staff would follow-up with the other Council Members.
C. Ballpark Lighting Replacement Funding(attached)
As mentioned in last week's budget amendment discussion, an emergency
lighting problem at Smith's Ballpark(home of the Salt Lake Bees and the
University of Utah teams)will require an early-2018 budget amendment
requesting authorization to make changes in the FY18 Public Services
Department budget. The City has a contractual obligation to make these repairs
prior to the season's first night game, which is March 23, 2018. The anticipated
cost of the project is $600,000, with $300,000 to be drawn from the ballpark
maintenance budget and the remainder from General Fund fund balance.
The lighting system at the baseball facility is an emergency project following
brownouts at the ballpark during last summer's evening games. The problem
could not be addressed more economically because the system is 24 years old.
Instead,the Administration recommends replacing the old system with an LED
one, which has additional benefits: reducing the electric load by 75%; providing
better on-field illumination; and reducing light pollution in the Liberty Wells
neighborhood. LED lighting is also the standard that the Bees'league now
requests of its franchises. (See Attachment Ci for additional information.)
This project would need to be started promptly to allow time for design and
installation, and because the lead-time after ordering the system is eight weeks.
On some occasions,the Council provides informal approval on an issue in order
to facilitate City business and meet deadlines that impact the public.
➢ Is the Council willing to provide informal approval for the
Administration to move ahead on this urgent item, recognizing
that the Administration will return with a formal request in a
budget opening in 2018?Yes
Councilmember Mendenhall brought up an additional issue about the ball field. She said
she and some Administrative Staff did a walk-through of an alleyway located at the
southeast corner of the ballpark (Richards Street and Merrimac). She said the fencing
had been broken open which allowed people to access the area there for drug use. She
said that needed to be addressed along with using our environmental design assessment
to look at all the trees and bushes that are in that ball park area (also look at moving
picnic benches that were being stored there) to discourage illegal activity. She said
lighting options also needed to be explored. Ms. Gust-Jenson said some of that would be
related to maintenance and the other would be a City expense. She reiterated that we
want them to come back and tell you what they looked at, what costs were involved, and
what they could do without funding, as well.
D. Review of the 2018 Annual Calendar (attached)
The final 2018 meeting calendar is attached. Each year, an annual calendar of
the Council Meeting dates must be posted for the public on the state's website.
The annual calendar is posted ahead of time,however times or meetings may
change throughout the year as unexpected needs arise.
Once the Council approves it,the calendar will be posted and then reviewed
by the new Council for any identified changes and then approved in January
2018.
If Council Members identify any conflicts that may affect personal schedules,
please let staff know.
➢ Does the Council approve the 2018 Annual Meeting Calendar?
Ms. Gust-Jenson said the City was required by State law to publish the
schedule annually. She asked the Council to look at the schedule and provide Staff
with any suggested changes. Councilmember Penfold the schedule could be modified
but asked Council Members to look specifically at the July and August meetings
(they tried to schedule some possible blocks for vacation time). Councilmember
Mendenhall asked if July 17 could be considered for a tentative meeting. Ms. Gust-
Jenson asked if the Council was ok with Staff putting the word tentative next to both
July 17th and 31st and the Council could decide later which one would work.
MEMORANDUM
• N upi
v \
• „. //, y
;
r OFFICE OF THE DIRECTOR
ri(▪ n"i.r __ i_i rn7
PUBLIC SERVICES DEPARTMENT
• ,,.I„„T,,,,•
TO: Patrick Leary
Chief of Staff
FROM: Lisa Shaffer
Director,Public Services Department
DATE: December 6,2017
RE: Ball Field Lights
BACKGROUND/DISCUSSION:
During the heat of the summer baseball season,fluctuations in the power supply caused the 80o Amp
switch to brown-out and kill the lights during the last 3 night games. The lighting system is 24 years old,
but in order to pinpoint the problem Facilities and Larry H.Miller requested Energy Management
Corporation and Rocky Mt.Power to perform power monitoring,which revealed two possible problems.
The first was a switch problem in the facility,which was quickly repaired by Facilities.This did not stop
the brown-outs. The second is that Rocky Mt.Power determined fluctuations in the power supply from
the grid are probably affecting the lighting.They have not definitively ruled this is the cause of the
brownouts,however,because the fluctuations are not out of acceptable range for their system. Various
solutions were considered including designing,engineering and installing power monitoring equipment
ranging in cost from$200,00o to$300,00o depending on the design,with the hope of keeping the
existing,but very old system working.This solution was ruled out because it requires a 27-minute re-
generation of the lights in the event of a power fluctuation.The Bees contract with the League specifies
that they cannot delay games except for very short periods.A 27-minute delay is well outside the
acceptable range.In addition,the investment in power monitoring equipment would be lost because the
lighting system is at the end of its useful life.
The only other viable solution is to upgrade to an efficient LED lighting system,which reduces the electric
load by 75%and eliminates the need for power monitoring equipment because of load reduction,has no
re-generation time,and provides better light on the field while reducing light pollution in the Liberty
Wells neighborhood.The League is asking all franchises to transition to LED lights as a standard.The
LED system is recommended by The Salt Lake Bees and Facilities.While there will be utility cost savings,
these costs are passed through to the Bees and will not be savings realized by the City.
The lead time after the order is placed for this lighting is 8 weeks.If we are able to place this
order now,utilizing the funds in the"naming rights"budget,the lights will be here in enough
time for installation before the first game of the season. However,we do not have enough
money in the fund to cover the full cost of design and installation.We will be asking the council
(in a budget amendment)for an additional $300,00o to complete the project.
SALT LAKE CITY CORPORATION VWVW.SLCGOV.COM
451 SOUTH STATE,ROOM 138 TEL:801-535-7922
P.O.BOX 145470,SALT LAKE CITY,UTAH 84114-5470 Page 1 of 2
The City's contract with Bees Baseball Inc.provides that the City maintain the facility's physical plant
systems including the light poles and fixtures for the field lights,including replacement of light bulbs.
The City is under a contractual obligation to maintain the facility as per the contract with Bees Baseball,
Inc.which in effect until October 2o19. The Bees'estimate that if we do not repair the lights,there will be
a loss in revenue in excess of$3 million.There are 58 night games in the 2018 season.
BUDGET IMPACT:
The anticipated cost of this project is $600,000. Naming rights funding in the amount of$300,00o are
available to partially fund this project which must be completed prior to the start of the baseball season's
first evening game on March 23,2018. This request is for$300,00o from the General Fund's fund
balance to fully fund the project.
The City has a contractual obligation to make these repairs prior to the first night game which is March
23,2018
Page 2 of 2
2018 DRAFT COUNCIL MEETING 12'07;2017
Public Notice is hereby given that the 2018 Annual Meeting Schedule of the City Council of Salt Lake City,
Utah,shall be as follows:
Council Meetings are held in the City and County Building,451 South State Street,Salt Lake City, Utah.Council
Meetings usually include a 2 p.m.WORK SESSION(Room 326)and a 7 p.m.FORMAL SESSION(Room 315).
All meetings of the City Council are open to the public unless closed pursuant to Sections 52-4-204,52-4-205
and 78B-1-137, Utah Code Annotated. Notice of each meeting is given at least 24 hours in advance of the
meeting as required by State law.An agenda of each meeting is posted at:
• Salt Lake City Council website www.slccouncil.com
• State of Utah Public Notice website www.utah.gov/pmn/index.html
Meetings in addition to those listed below maybe held or canceled as circumstances may require,subject to
applicable public notice requirements.
Notice:
• The City&County Building is an accessible facility with a street-level entrance located on the east side
of the building. People with disabilities may make requests for reasonable accommodation,which may
include alternate formats,interpreters,and other auxiliary aids,and services. Please make requests at
least two business days in advance.To make a request,please contact the City Council Office
at council.comments(aslcgov.com, 8oi-535-7600,or relay service 711.
• In accordance with State statute,City ordinance,and Council policy,one or more Council Members may
be connected via speakerphone.
January Meetings February Meetings
• Monday,January i • Tuesday,February 6
New Year's Day Holiday Council Work Session&Formal Meeting
• Tuesday,January 2 • Tuesday,February 13
Oath of Office Ceremony at 12 p.m.,Council RDA Meeting&Council Work Session
Work Session at 4p.m.&Formal Meeting at
7 p.m. • Monday,February 19
Presidents'Day-Holiday
• Tuesday,January 9
RDA Meeting,Council Work Session Only • Tuesday,February 20
Council Work Session&Formal Meeting
• Monday,January 15
Martin Luther King,Jr.Day-Holiday • Tuesday,February 27-No Meeting
• Tuesday,January i6
Council Work Session&Formal Meeting
• Tuesday,January 23 -No Meeting
• Tuesday,January 3o
Tentative Council Workshop/Retreat
1
2018 DRAFT COUNCIL MEETING 12 07 2017
March Meetings May Meetings
• Tuesday,March 6 • Tuesday,May 1
Council Work Session&Formal Meeting Council Work Session&Formal Meeting
• Sun.,March 11—Wed.,March 14 Tuesday,May8
NLC Congressional City Conference,
Washington,D.C. RDA Meeting,Council Work Session Only
• Tuesday,March 13—No Meeting • Tuesday,May 15
Council Work Session&Formal Meeting
• Tuesday,March 20
I' Ie2ting Council Work Session&Formal • TENTATIVE-Thursday, May 17
Council Work Session(as needed for budget)
Meeting
• Tuesday,May 22
• Mon.,March 26 —Wed.,March 28 Council Work Session&Formal Meeting
NAHRO Conference,Washington,D.C.
• Tuesday,March 27-No Meeting • TENTATIVE-Thursday,May 24
Council Work Session(as needed for budget)
April Meetings • Monday,May 28
Memorial Day-Holiday
• Tuesday,April 3
Council Work Session&Formal Meeting • Tuesday,May 29
Council Work Session&Formal Meeting
• Tuesday,April io
RDA Meeting&Council Work Session • TENTATIVE-Thursday,May 31
Council Work Session(as needed for budget)
• Tuesday,April 17
Council Work Session&Formal Meeting
June Meetings
• Wed.,April 18—Sun.,April 22 • Tuesday,June 5
Downtown Alliance Urban Exploration, Council Work Session&Formal Meeting
Minneapolis,MN
• TENTATIVE-Thursday,June 7
• Sat.,April 21-Tues.,April 24 Council Work Session(as needed for budget)
APA National Planning Conference
(American Planning Association), • Tuesday,June 12
New Orleans,LA RDA Meeting,Council Work Session&Formal
Meeting
• Tuesday,April 24—No Meeting
• TENTATIVE-Thursday,June 14
• Wed.,April 25—Fri.,April 27 Council Work Session(as needed for budget)
Utah Leagues of Cities and Towns Mid-Year
Conference,St.George,UT ▪ Tuesday,June 19
Council Work Session&Formal Meeting
Tentative—based upon Budget adoption
• Tuesday,June 26 -No Meeting
2
2018 DRAFT COUNCIL MEETING I2 07;2017
July Meetings September Meetings Continued
• Tuesday,July 3-No Meeting . Tuesday,September 18
Council Work Session&Formal Meeting
• Wednesday,July 4
Independence Day-Holiday • Tuesday,September 25 -No Meeting
• Tuesday,July 10 October Meetings
RDA Meeting,Council Work Session
• Tuesday,October 2
• Tuesday,July 17 Council Work Session&Formal Meeting
Council Work Session&Formal Meeting
• Tuesday,October 9
• Tuesday,July 24-No Meeting RDA Meeting&Council Work Session
Pioneer Day-Holiday • Tuesday,October 16
Council Work Session&Formal Meeting
• Tuesday,July 31
Council Work Session&Formal Meeting • Sun.,Oct. 21—Wed.,Oct. 24
Rail—Volution,Pittsburg,PA
August Meetings • Tuesday, October 23-No Meeting
• Tuesday,August 7-No Meeting • Tuesday, 3 October o-No Meeting
NIGHT OUT AGAINST CRIME
• Tuesday,August 14 November Meetings
Council Work Session&Formal Meeting& • Tuesday,November 6 -No Meeting
TENTATIVE Truth in Taxation Hearing Election Day
• Tuesday,August 21 • Wed.,Nov. 7- Sat.,Nov. 10
RDA Meeting, Council Work Session&Formal National League of Cities Conference,Los
Meeting Angeles,CA
• Tuesday,August 28-No Meeting
• Monday,November 12
Veteran's Day Observed-Holiday
September Meetings
• Monday, September 3 • Tuesday,November 13
Labor Day-Holiday Council Work Session&Formal Meeting
• Tuesday,September 4 • Tuesday,November 20
Council Work Session&Formal Meeting RDA Meeting,Council Work Session&Formal
Meeting
• Tuesday,September 11
RDA Meeting&Council Work Session • Thursday- Friday,November 22-23
Thanksgiving-Holiday
• DATES TBA(typically the third week)
Utah Leagues of Cities and Towns Annual • Tuesday,November 27 -No Meeting
Conference,Salt Lake City,UT
3
2018 DRAFT COUNCIL MEETING 12072017
December Meetings
• Tuesday, December 4
Council Work Session&Formal Meeting
• Tuesday,December ii
RDA Meeting,Council Work Session&Formal
Meeting
• Tuesday, December i8—No Meeting
• Tuesday, December 25
Christmas Day-Holiday
4