01/25/2011 - Work Session - Minutes PROCEEDINGS OF THE CITY COUNCIL OF SALT LAKE CITY, UTAH
COUNCIL RETREAT
TUESDAY, JANUARY 25, 2011
The City Council met in a "Retreat" on Tuesday, January 25, 2011, at
2 : 00 p.m. at Economic Development Corporation of Utah, 201 South Main
Street, Suite 2150, Salt Lake City, Utah.
In Attendance : Council Members Carlton Christensen, Van Turner, Jill
Remington Love, JT Martin, Stan Penfold, Luke Garrott and Soren
Simonsen.
Also In Attendance : Cindy Gust-Jenson, Executive Council Director;
Jennifer Bruno, Council Deputy Director; Lehua Weaver, Council
Research and Policy Analyst; Karen Halladay, Council Policy Analyst;
Janice Jardine, Council Land Use Policy Analyst; Quin Card, Policy
Analyst/Constituent Liaison; Amber McClellan, Council Staff Assistant;
Cindy Harris, Council Staff Assistant; Mellisa Ridgeway, Council Staff
Assistant; Nick Tarbet, Council Policy Analyst/Constituent Liaison;
Cindy Lou Trishman, Council Policy Analyst/Constituent Liaison; Brian
Fullmer, Council Constituent Liaison; Russell Weeks, Council Policy
Analyst; Jon Tollestrup, Council Policy Analyst/Constituent Liaison;
Sylvia Richards, Council Research and Policy Analyst/Constituent
Liaison; Jan Aramaki, Council Constituent Liaison/Research and Policy
Analyst; Mayor Ralph Becker; David Everitt, Mayor' s Chief of Staff;
Art Raymond, Mayor' s Deputy Director of Communications; and Scott
Crandall, Deputy City Recorder.
Councilmember Love presided at and conducted the meeting.
The meeting was called to order at 2 : 08 p.m.
The following agenda items were discussed with the attached
handouts . View Attachments
AGENDA ITEMS
I. WELCOME AND ICE BREAKER ACTIVITY.
II. MAYOR BECKER.
a. Discussion of Administrative priorities for 2011 .
Mayor Becker and David Everitt briefed the Council on the
following priorities : basic core services, enhance performing arts
downtown including the Performing Art Center and Utah Theater, develop
street car system, cycling/bikeway enhancements, traffic signal
upgrades, achieve Silver/Gold status, sustainability code amendments
and improve public engagement and internal City processes .
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PROCEEDINGS OF THE CITY COUNCIL OF SALT LAKE CITY, UTAH
COUNCIL RETREAT
TUESDAY, JANUARY 25, 2011
III. DISCUSSION ON RETREAT GOALS .
a. Discuss issues, priorities, Council Members' interests .
Council Members paired off to discuss individual priorities which
were then presented to the entire group.
b. Agree on priorities .
Council Members identified the following priorities through two
rounds of discussions : Historic Preservation Plan, Street Lighting-
Policy and Funding, City' s Benefits Plan Deficit and Internal
Controls .
c . Agree on action plan.
Discussion was held on the four priorities identified above .
Councilmember Love said existing Umbrella Categories consisting of
"Process of Public Engagement" , "Neighborhood Quality of Life" ,
"Budget and Capital Planning" and "Walkability and Transportation"
would be retained. She said the four priorities identified above
would be included in these categories as follows : Street Lighting and
Historic Preservation priorities would be added to the "Neighborhood
Quality of Life" Umbrella and City Benefits Plan Deficit and Council
Oversight/Internal Controls priorities would be added to the "Budget
and Capital Planning" Umbrella.
Council Members used the attached worksheet to complete Items 4,
5 and 6. View Attachment
IV. DISCUSS ISSUES, PRIORITIES AND INTERESTS.
a. Discuss issues Council Members want to pursue .
V. DECISION ON PRIORITIES.
a. Discuss priorities for January thru July, 2011 .
VI. DISCUSSION OF ACTION PLAN.
a. Discuss how to work on these priorities .
VII. COUNCIL COMMUNICATIONS, PUBLIC ENGAGEMENT & PUBLIC PROCESS.
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PROCEEDINGS OF THE CITY COUNCIL OF SALT LAKE CITY, UTAH
COUNCIL RETREAT
TUESDAY, JANUARY 25, 2011
Discussion was held with Art Raymond regarding social
media/public engagement issues . Ms . Gust-Jenson said she would work
with Mr. Raymond to prepare options for Council consideration.
Discussion was held on discontinuing sub-committee and policy
sessions . A majority of the Council was in favor.
Council Members expressed interest in sending a letter to Mayor
Becker, Chief Burbank and the Downtown Alliance requesting that
panhandling be included as part of the budget process .
Council Members expressed interest in sending a letter to Mayor
Becker and Salt Lake Solutions Steering Committee urging them to
include a dog policy project on their agenda and encourage the
Administration to hold discussions with Salt Lake County Council of
Governments and Conference of Mayors .
The meeting adjourned at 7 : 54 p.m.
COUNCIL CHAIR 4 .,,
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SALT' rCORPORMIONi.
OFFICE OF THE CITY COUNCIL
Posted: January 24, 2010
AGENDA
DATE: Tuesday, January 25, 2011
TIME: 2:00 p.m.
PLACE: Economic Development Corporation of Utah
201 South Main Street
Suite 21'S0
Salt Lake City, UT 84111
Council Members will meet in a retreat to discuss priorities for 2011.
451 SOUTH STATE STREET, ROOM 304, SALT LAKE CITY, UTAH 841 1 1
P.O. BOX 145476, SALT LAKE CITY, UTAH 841 14-5476
TELEPHONE: 801-535-7600 FAX: 801.535.7651
WWW.SLCGOV.COM/COUNCIL EMAIL: COUNCIL.COMMENTSq'SLCGOV.COM
C.S ocrvri r >.aco
Council Retreat
January 25, 2011
2:00 p.m. Welcome& Ice Breaker Activity
II. 2:20 p.m. Mayor Becker :: Discussion of Administrative Priorities for 2011
Break 3:10—3:30 p.m.
III. 3:30 p.m. Jill :: Goal of the Retreat
For Council Member reference—attached are: Items on the Horizon and the 2010"Umbrella"
Categories
a. Discuss issues, priorities, Council Members' interests
b. Agree on priorities
c. Agree on action plan
d. Discuss,agree on Communication goals, actions
IV. 3:40 p.m. Discuss issues, priorities, interests :: What are the issues Council Members want to
pursue?
V. 4:45 p.m. Decision on Priorities :: What are the priorities for January—July 2011?
Dinner 5:45—6:30 p.m.
VI. 6:30 p.m. Discussion of Action Plan :: How do we want to work on these priorities?
VII. 7:30 p.m. Council Communications, Public Engagement& Public Process
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Discussion and Priority Topics
Items raised by Council Members:
Council Member Christensen:
• Health care coverage—deficit,structural imbalance,no long term solution identified yet,potential
issue with Legislature
Council Member Turner:
• Decorative lighting/lighting district in the Glendale area
• Identify how to fund lighting citywide that was cut out of the budget last year
Council Member Penfold:
• Shared City vision
Council Member Garrott:
• Historic Preservation—including clarifying the applicability of Historic District Design Guidelines-
should they apply to non contributing structures? Correct conflicts in the Design Guidelines.
• Council Role in the legislative process
o Sequencing:Instead of admin—public—council; establish a process of mayor—council(work
session)-public—negotiations with Admin/Council)—Council Vote.
o Community engagement:additional staff
• Naming Policy—(How the City can accept donations from the public to pay for infrastructure
improvements)
• Pan-handling
111 Council Member Love:
• Historic District process
• How to utilize volunteers
• Private—Public partnerships(financial) v
• Policy for Dogs-Off-Leash parks,resources,etc.
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Council Member Martin:
• Foothill Boulevard funding
• Master Plans—role,expectations,etc.(Also under Council Member Simonsen's items.)
• Historic District process
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Council Member Simonsen:
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• Master Plans—role,expectations,etc.(Also under Council Member Martin's items.)
• Policy on briefings-presenters,user groups,guests,who,when,why,etc.
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Other items noted by staff:
• Internal Controls/Oversight issues:
o RFP suggestion—posting on internet, City contracting,purchasing and internal.r.
possible policy/oversight issue?
o IFAS—financial reporting,tracking,access to information,
o Retreat topic--taking initiative?
• Concept of issues becoming'ripe'for discussion or compromise(Craig Call)
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Items on the Horizon:2011&Completed Items
Items on the Horizon—before Budget(scheduled items are shaded):
• Public Safety Building—including exploring favorable bonding options
• Northwest Quadrant—quarterly updates on Administration progress
• Pedestrian Safety—next steps
• Ethics ordinance amendments(Work Session:February 8,2011) •
• New Libraries—branch details,funding decisions,etc.(Work Session:February 1,2011)
• Legislative Briefings(Work Session:Weekly or bi-weekly)
• Redistricting(Work Session:February 1,2011)
• Transportation Division—workload&priorities(Work Session:February 1,2011)
• Sustainability Code amendments(in phases,as transmitted by the Administration)
• Parley's Historic Nature Park(Date to-be-determined)
• Historic Preservation Plan(including District application process)
• Landlord/Tenant initiative—amendments(Expect transmittal within a few weeks)
• Budget Amendment No.4(Expect transmittal in April)
Other Large Pending Issues(likely after the annual budget starts,but could be sooner):
• Yalecrest Historic District (Planning Commission January 26)
• Soccer Complex (Date to-be-determined)
• Wal Mart(No PC meeting date set yet)
• 800 South/Sunnyside Walkability(Transmittal date unknown)
• Small Neighborhood businesses(Study results received by Admin,proceeding with public comment)
• Location of Alcohol establishments(Transmittal date unknown)
• Neighborhood Based Organizations (Transmittal date unknown)
Budget Follow-up(items to close out prior to annual budget):
• Parking Ticket revenue—participate in a committee with the Administration
• Centralize Outside billings(e.g.secondary employment,others)
• False Alarm ordinance
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• Support 10-year plan update process
• Bringing recycling in-house
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• Funding/fee revenue for Parley's Historic Nature Park
• City Accounting System/IFAS/Payroll—internal systems that provide proper accounting,compliance, _
information,etc.
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Issues Raised by Council Members since the Budget
• RFP Process&Contract Management
o Fewer contract extensions 0
o All RFPs on the web for public review prior to issuance,to allow for identification of issues,
flaws,unintended consequences,etc.
• Recycling Service:In-house collection or RFP process
• Open Space Policies—land sale to fund capital projects
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Completed:
• Ground Transportation(one housekeeping piece remaining)
• Airport Trax Line, North Temple Boulevard/Viaduct
• Snow Removal ordinance
• Funded a collections unit that will help the City collect on its many past due accounts
• Community Development Block Grants and Capital Improvement projects funding
• Funded 10-Year Plan Update
• Complete Streets Ordinance
• Yard Waste Program changes
• Fact Finding Nights—for both Bicycling and then Arts&Culture issues
• Pedestrian Policy Discussion
• 2010 Bike Summit
• Responded to two major Oil Spills and worked with the Community as needed for those events
• Relationship building with State Legislators and Community Partners
• Open Space items/policy discussion
• Nearly complete on Parley's Historic Nature Park
• Yalecrest Historic District(1st part)
• Westmoreland Historic District(one piece to close out)
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Council Priority Items ("Umbrellas")
Yellow=ongoing item
Gray=Completed or Close to Completion
Teal=Needs Council direction
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4) if • Council Communication Efforts: Council Website in progress;Council interviews for Channel 17;Weeklies;
aE weekly Council meeting reports;
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VI tt • Public Engagement: Increased contact with community and stakeholders through mailing lists and listsery emails
yto provide notifications/updates on topics,requests for comment,notification of meeting
v000 W times,etc.
0 .,;, • Small Neighborhood business zones, location of alcohol establishments: waiting for transmittal
0 /r'0 • Parley's Historic Nature Park: Walking tours scheduled for end of January with the Mayor
Al 44 • Historic Preservation Plan: Council staff putting recommended edits into document in revision format for
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Council review
4r • New Libraries: Library progress,and Council involvement,needs additional community input
�i 1•1 • Conditional Use text amendments: Council staff to revise the Administration's proposal
tir" • : Council closed hearing and direction needed for further work
•Ca • : Needs Council review of changes to the ordinance,then community input needed
Z ^j : Council staff prepared to draft ordinance,further
discussion from Council needed.
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• 10-year CIP Plan: Administration working with consultant to do updates
U • Impact Fee Study: Administration working with consultant to do updates,
• North Temple: Construction moving forward,budget steps in progress
a0 • Regional Sports Complex: Pending litigation
• Public Safety Building: Planning/design moving forward,budget steps in progress
• Open Space Policy: Pending information from the Administration on Golf projects
0•,Pt • Emergency Preparation - Budget ordinances / practices, Work Plan: Council staff preparing work plan,
Z discussions with Administration on budget pieces MM
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j • Street Cars / Trolleys: Planning,budgeting,staffing in progress
,j 0 • Bicycle & Transportation projects:
'H Traffic Calmingincludingspeed limits, stopsigns, pedestrian safety: policydiscussion held with
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Administration,further discussion needed on next steps and action items
1 • Sidewalk snow remdial: COMPLETE
AAWN • Electric vehicles: Council staff prepared to draft revisions to the Administration's proposal in order to complete
r•,i (i, the intent of the Council's Legislative Action
% tt • Ground Transportation: NEARLY COMPLETE
• Concrete / Sidewalk standards:Council staff working with Administration on audit scope
January 20,2011
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Council Priority Items ("Umbrellas")
Items confirmed at the Jan. 2011 retreat.
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0 • Council Communication Efforts: Council Website in progress; Council interviews for Channel 17; Weeklies;
weekly Council meeting reports;
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u7 • Public Engagement: Increased contact with community and stakeholders through mailing lists and listsery emails
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to provide notifications/updates on topics, requests for comment, notification of meeting
times, etc.
r'0' CV • Small Neighborhood business zones, location of alcohol establishments: waiting for transmittal
O • Parley's Historic Nature Park: Walking tours scheduled for end of January with the Mayor
0 • Historic preservation Plan: Council staff putting recommended edits into document in revision format for
44 Council review
k 0 • New Libraries: Library progress, and Council involvement, needs additional community input
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Conditional Use text amendments: Council staff to revise the Administration's proposal
• Pan handling: Council closed hearing and direction needed for further work
b"" • Demolition Ordinance: Needs Council review of changes to the ordinance, then community input needed
43) • Resident donations for Quality of Life projects: Council staff prepared to draft ordinance,further
Z1Z:a • discussion from Council needed.
Street Lighting - Policy & Funding
Printed Feb. 3, 2011
Project updates as of January 20, 2011
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,� • 10-year CIP Plan: Administration working with consultant to do updates
•t..Ifai • Impact Fee Study: Administration working with consultant to do updates
0 W • North Temple: Construction moving forward,budget steps in progress
U • • Regional Sports Complex: Pending litigation
j • Public Safety Building: Planning/design moving forward,budget steps in progress
�Q • Open Space Policy: Pending information from the Administration on Golf projects
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},�.4 • Emergency Preparation - Budget ordinances / practices, Work Plan: Council staff preparing work plan,
WJ M''k discussions with Administration on budget pieces
7.0 • City's Benefits Plan deficit
• Council Oversight & Internal Controls
4 !O • Street Cars / Trolleys: Planning,budgeting,staffing in progress
+� • Bicycle & Transportation projects:
• Traffic Calming - including speed limits, stop signs, pedestrian safety: policy discussion held with
pi Administration,further discussion needed on next steps and action items
4Q • Sidewalk snow removal: COMPLETE
1 • Electric vehicles: Council staff prepared to draft revisions to the Administration's proposal in order to complete
x 11 the intent of the Council's Legislative Action
• Ground Transportation: NEARLY COMPLETE
• Concrete / Sidewalk standards:Council staff working with Administration on audit scope
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Printed Feb.3,2011
Project updates as of January 20,2011
Establishing Priority Items and Action Plans
For Example:
1. Priority Category: Walkability& Transportation
a. Initiative/Mission: Increase safe transportation & mobility for all user groups
b. Policy Document: develop policy statement guiding capital projects, equal balance between
bike/ped/vehicle perspective, Transportation priorities, etc.
c. Action Steps/Tasks:
i. field trip
ii. ordinance updates
iii. budget/funding discussions and prioritization
Priority Category:
a. Initiative/ Mission:
b. Policy Document:
c. Action Steps/Tasks:
ii.
d. Public Engagement:
II. Priority Category:
a. Initiative/ Mission:
b. Policy Document:
c. Action Steps/Tasks:
d. Public Engagement: °'
c.)
III. Priority Category:
a. Initiative/ Mission:
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b. Policy Document:
c. Action Steps/Tasks:
ii. ri
d. Public Engagement:
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Depending on the conversation, the Council may wish to discuss a communication component to each item.
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Establishing Priority Items and Action Plans
Priority Category: HISTORIC PRESERVATION PLAN
a. Initiative / Mission: TO ADOPT A PRESERVATION PLAN / Is preservation a
priority?
b. Policy Document:
c. Action Steps /Tasks:
i. Evaluate whether this is the plan or we need major changes
ii. Articulate process
1. Time limits between requests
2. Property Owner buy-in
3. Tools — petitions, referenda
iii. Evaluate strict interpretation of National Historic District guidelines
and tools
iv. Range of tools for preservation
v.
d. Fiscal Note / Resources: v,
e. Public Engagement: - b,
II. Priority Category: CITY STREET LIGHTING — POLICY & FUNDING
a. Initiative / Mission: Set policy of how to go forward with street lighting
program b. Policy Document components: mid-block street lights funding, special
districts, neighborhoods, crime / pedestrian safety
c. Action Steps /Tasks:
i. Green Lighting/ Sustainability
,., ii. Request briefing from the sustainability group to brief the Council
iii. Request information for new technologies
iv. Budget considerations -_—
d. Fiscal Note / Resources:
i. Funding restoration of 2010-11 budget cuts
ii.
e. Public Engagement: ='
Page 2 of 4
III. Priority Category: COUNCIL OVERSIGHT& INTERNAL CONTROLS
A. Mission: Consider amendments to the City Code or policies in order to more efficiently
implement the Council's oversight role; to assure that City resources are spent wisely
and protected properly; to ensure that Taxpayer resources are managed in the best
way possible; and pursue changes and carry out oversight responsibilities in the most
transparent way possible. Although initial research and implementation would have an
upfront cost, the goal would be to save money and improve use of resources in the
long-run.
B. Components:
i. Reporting Requirements
1. Tasks/Steps:
a. Review current City/State reporting requirements
b. Review personnel policies
c. Review existing financial reportingequirements (GASB)
d. Mock-up of dashboard presentation
e. Brainstorm new reports to require
i. Property sold in any City fund
ii. Fund balance levels, revenues with each budget
amendment
iii. Reclassifications, bonuses with each budget amendment
iv. Hiring & separations
v. Employee theft occurrences
1. Protocol /criteria for screening
2. Action / response taken
vi. `Police,/ Fire overtime
vii. Collections—targeted vs. actual
viii.
2. Deliverables: Proposed Code amendments, consolidation of reporting
requirements in City Code.
ii. Streamline Business License revocation process
1. Talcs/Steps:
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a. Find solutions from other jurisdictions
b. Review research already performed by City Attorney's Office
c. Explore measurable criteria for issuing/ holding permits
2. Deliverables: proposed code amendments
iii. Financial & Payroll System
1. Tasks/Steps: ;.
a. Review cash management & systems controls
b. Support Administration's work to review City's current financial
system and explore options rr
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2. Deliverables:
3. Fiscal Note: -,
a. New
iv. Contract Management, RFP process, etc.
v. Automation of Systems (agenda, noticing)
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vi. Other streamlining/ housekeeping amendments:
1. Fee Schedule for Business/ Building services
2.
C. Public Engagement:
D. Staff Members: Cindy, Jennifer, Karen, Sylvia, Lehua, Quin
Priority Category: CITY'S BENEFITS PLAN — DEFICIT & FUTURE PLANNING
b. Initiative / Mission: Open Discussion about how we want our health plan
to function and to accomplish for employees. Devise a solution; ,f Y
c. Policy Document:
d. Action Steps /Tasks:
i. Model of managed care the way we want to go?
ii. Meeting night of explanation of other options
1. Efficiencies
2. Options for employees
iii. Conversation with Administration on meeting our current obligation
iv.
e. Fiscal Note / Resources:
f. Public Engagement:
IV. Issue: PUBLIC ENGAGEMENT
a. Initiative ;Mission: Sequencing
b. Policy Document:
c. Action Steps /Tasks:i. identify possible new steps / sequence / process
ii. Banner notification on Ch17 with contact info
iii. Access to Ch17 live feed : >
d. Fiscal Note / Resources:
e. Public Engagement: C
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Administrative briefing to the Council regarding large projects— early in the process.
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(Not just having Admin come to the Council as a courtesy, but having that as a part of
the established process.)
Incorporate feedback / changes to proposal.
Have the Council / Council staff be apart of a joint engagement process.
Incorporate feedback / changes from the Community into the proposal.
Negotiation
Final Council steps
Feedback system
Depending on the conversation, the Council may wish to discuss a communication component to each item.
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