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05/30/2017 - Work Session - Minutes MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 The City Council met in Work Session on Tuesday, May 30, 2017, at 3 : 22 p.m. in Room 326, Committee Room, City County Building, 451 South State Street. In Attendance: Council Members Erin Mendenhall, James Rogers, Stan Penfold, Charlie Luke, Lisa Adams, and Andrew Johnston . Absent: Councilmember Derek Kitchen. Staff in Attendance: Cindy Gust-Jenson, Executive Council Director; Jennifer Bruno, Executive Council Deputy Director; Patrick Leary, Mayor' s Chief of Staff; Margaret Plane, City Attorney; Lehua Weaver, Council Office Associate Deputy Director; Allison Rowland, Council Public Policy Analyst; Sylvia Richards, Council Public Policy Analyst; Benjamin Luedtke, Council Public Policy Analyst; Lisa Shaffer, Public Services Director; Isaac Astill, Fleet Management Program Director; Denise Sorensen, Public Services Financial Analyst; Scott Freitag, 911 Dispatch Director; Andrew Schonfield, Public Safety Finance Manager; Lara Fritts, Economic Development Director; Ben Kolendar, Economic Development Deputy Director; Laura Briefer, Public Utilities Director; Jesse Stewart, Public Utilities Deputy Director; Jason Brown, Public Utilities Chief Engineer; Kurt Spjute, Public Utilities Financial Administrator; John Vuyk, Budget Director; Mike Akerlow, Community and Neighborhoods Deputy Director; Holly Draney, Capital Improvement Program (CIP) Specialist; and Cindi Mansell, City Recorder. Councilmember Penfold presided at and conducted the meeting. The meeting was called to order at 3 : 22 p.m. AGENDA ITEMS #1 . 3:22:27 PM RECEIVE A BRIEFING REGARDING THE PROPOSED FLEET BUDGET FOR FISCAL YEAR 2017-18 WHICH PROVIDES VEHICLES, FUEL, AND VEHICLE MAINTENANCE AND REPAIR SERVICES FOR ALL CITY DEPARTMENTS . View Attachments Sylvia Richards, Lisa Shaffer, Isaac Astill, and Denise Sorensen briefed the Council with a PowerPoint presentation and attachments . Comments included lack of adequate funding, consultant analysis, replacement/maintenance issues, 10-year business plan, debt service, potential to utilize impact fees, add full-time employees (FTEs) , overtime issues, replace vehicles 17 - 1 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 sooner, fleet reduction (48 vehicles) , explore funding options, escalating costs for new equipment, and vehicle re-sale/auction. The Council requested feedback clarifying the City' s ability to utilize impact fees to replace or purchase fire/police vehicles (changes to State legislation) . Councilmember Penfold requested an assessment of how much overtime was being paid and whether the City would be better served by hiring new employees (how much overtime would justify an FTE) . Councilmember Luke said during the upcoming Legislative Session he wanted to work with the League of Cities and Towns to review how the Legislature dealt with impact fees for fire apparatus and identify potential options . He also wanted to explore the potential to amend State legislation to allow police impact fees to be used for police fleet vehicles . #2 . 3:53:27PM RECEIVE A BRIEFING REGARDING THE PROPOSED 911 COMMUNICATIONS BUREAU BUDGET FOR FISCAL YEAR 2017-18 . The Bureau provides both Police and Fire Dispatch services for the City. View Attachments Benjamin Luedtke, Scott Freitag, and Andrew Schonfield briefed the Council with attachments . Comments included adding new FTEs, proposed salary increases, provide better/faster customer service, 911 customer fee distribution/new revenue, and increased number of calls due to cell phones . Councilmember Mendenhall suggested scheduling a follow-up briefing with Mr. Freitag (after several months of 911 fee collection) to discuss the amount/impact of new revenue. The Council discussed Councilmember Luke' s suggestion of conducting an outside audit of the 911 Dispatch process including evaluating call volume, adding FTEs, addressing constituent concerns/response time, revenue projections from new 911 fee collection, utilizing a pre-approved Council audit firm, and determining what resources were needed to meet current/future demand. Straw Poll: Council support directing Staff to utilize the Council' s three pre-approved audit firms to work with Mr. Frietag and the Mayor' s Office to conduct a complete audit of 911 Dispatch. All Council Members present were in support. 17 - 2 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 Councilmember Rogers requested feedback about the 911 Dispatch switch which would occur in 2018 with Salt Lake County. He said the Council needed detailed information about how that process would be implemented to ensure service levels did not decrease. #3. 4:16:54PM RECEIVE A BRIEFING REGARDING THE PROPOSED ECONOMIC DEVELOPMENT DEPARTMENT BUDGET FOR FY 2017-18 . View Attachments Sylvia Richards, Allison Rowland, Lara Fritts, and Ben Kolendar briefed the Council with a PowerPoint presentation and attachments . Comments included 35% budget increase, business community survey, work force development, robust economy, local level businesses, Main Street America program/designations, marketing strategies, recruitment efforts, financial benefits, messaging issues, commercial revitalization, safe/clean/green communities, Redevelopment Agency (RDA) State Street Project Plan, education issues, City processes difficult for small businesses to navigate, measuring success, Arts Council Foundation Strategic Plan, impact of House Bill 55 on the City and Arts Council Foundation' s (ACF) financial relationship, and Arts Program subsidies . Councilmember Mendenhall requested year-by-year data totals for new jobs, square footage of buildings constructed or leased, and capital expenditures along with a national average comparison to other mid-sized cities . Discussion was held on the ACF/Twilight Series . Comments included creating a strategic plan to clearly establish mission goals/objectives/tactics including programming, putting measures in place to ensure ACF programs did not run deficits, and ongoing subsidies for arts programs . Councilmember Penfold asked about next steps to evaluate the future of the Twilight Series program. Mr. Kolendar said they were working with ACF to create a model for Fiscal Year 2019 which would be presented to Council . #4 . 4:15:29PM RECEIVE A BRIEFING REGARDING THE PROPOSED GOLF ENTERPRISE FUND BUDGET FOR FISCAL YEAR 2017-18 . Item pulled. Councilmember Penfold said the proposal would continue through Fiscal Year 2017-18 budget cycle with Rose Park remaining within the Golf Fund (move fund balance difference to Unresolved Issues - Staff to determine amount) . He said it involved significant policy considerations and a great deal of community 17 - 3 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 interest. He said a more detailed briefing would be scheduled with the Administration at a later date. #5 . 4:41:47PM HOLD A FOLLOW-UP DISCUSSION ABOUT THE MAYOR' S RECOMMENDED BUDGET RELATING TO THE DEPARTMENT OF PUBLIC UTILITIES FOR FISCAL YEAR 2017-18, SPECIFICALLY THE PROPOSED SEWER RATE INCREASE . View Attachments Lehua Weaver, Laura Briefer, Jesse Stewart, and Kurt Spjute briefed the Council with a PowerPoint presentation and attachments . Comments included consultant rate study, 30o rate increase in 2017 followed by several years of double digit increases, rate scenarios, schedule for capital projects, revenue generation, projects driven by State/Federal mandates, outdated infrastructure, sewer impact fee analysis/utilization, rate increases not due to new prison facility, capacity expansion, time certain deadlines, debt service/cash reserve ratio, at-capacity collection systems, customer assistance programs, treatment plant rebuild, affordability analysis, waste heat recovery, increased usage due to Airport expansion project, minimize community impact, and water conservation. Councilmember Mendenhall requested Public Utilities work with Housing and Neighborhood Development (HAND) to create payment options to assist lower income populations . Councilmember Penfold asked Public Utilities to track any increased requests for payment assistance during the process . Discussion was held on the importance of accurately preparing information to help the public understand what the proposed rate increases were intended to accomplish and how development in the Northwest Quadrant related to the proposal . Councilmember Penfold said taxpayers needed to be informed/assured they were not being asked to subsidize the State' s new prison facility. #6. 6:08:06PM RECEIVE A BRIEFING REGARDING THE CITY' S CAPITAL IMPROVEMENT PROJECTS, WHICH INVOLVE THE CONSTRUCTION, PURCHASE OR RENOVATION OF BUILDINGS, PARKS, STREETS OR OTHER PHYSICAL STRUCTURES . Generally, projects have a useful life of five or more years and cost $50, 000 or more. View Attachments Benjamin Luedtke, Michael Akerlow, Mary Beth Thompson, and Holly Draney briefed the Council with attachments . Comments included projects removed from funding log, 6 . 5% CIP, create constrained 10-year Capital Facilities Plan, repurpose old CIP 17 - 4 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 accounts, Council priorities, Impact Fee Facilities Plan, street infrastructure, deferred maintenance needs, projected growth, CIP backlog, impact fee project eligibility, revised application process, reduced number of requests, holding quarterly CIP meetings with all departments, ongoing discussions needed to identify funding sources, increased debt payments, Fire Training Center, and Class C Fund being miscalculated by the State . Discussion was held on Class C Funds . Comments included miscalculated funds (ongoing or one-time) , impact on revenue projections, approximately $26 million to be distributed among local jurisdictions/counties (City' s portion addressed in separate budget amendment) , and determine eligible projects for Class C Funds . Ms . Thompson said when the City received its portion of the settlement, the Council would have an opportunity to change how funds were used (General Fund portion to Class C) . Councilmember Penfold requested a list of project types that would be Class C eligible (also, current General Fund projects that could be moved to Class C) . Councilmember Adams requested further clarification/details about projects that were being considered for repurposing. Councilmember Penfold asked about the timeline for holding a project specific CIP briefing. Mr. Akerlow said expectation or intent was for some time in August/September. Councilmember Adams requested the briefing contain information about whether maintenance costs were being built into CIP. Mr. Akerlow said moving forward, costs would be included as part of the application. Councilmember Penfold asked Mr. Akerlow to add another column to the spreadsheet identifying ongoing costs . The Council requested follow-up information regarding cost estimates to the Public Utilities Storm Water System (request made last year) to move curb and gutter into that system from the General Fund. Councilmember Penfold said a policy discussion was needed which extended beyond just gap funding. Councilmember Johnston said discussions about other infrastructure needs for City streets needed to be conducted separately from this proposal . Mr. Akerlow said he would follow-up with Public Utilities and incorporate that into the Capital Facilities Plan. Councilmember Penfold asked Council Members to let Staff know if they had any additional questions prior to the follow-up 17 - 5 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 briefing in August/September. Councilmember Adams said she wanted to explore the potential for the Council to receive the draft "Street Report" simultaneously with the Administration (was that permissible under "Separation of Powers") . Councilmember Penfold said that would also help with Class C Fund discussions . #7 . 6:56:44 PM RECEIVE A BRIEFING REGARDING UNRESOLVED ISSUES RELATING TO THE RECOMMENDED BUDGET. View Attachments Jennifer Bruno briefed the Council with attachments . Discussion was held on the following Items : #1 . Clarifying understanding on Homelessness Funding and related services in various departments . Councilmember Mendenhall requested a follow-up discussion regarding expansion of the "Clean Team" to the "Clean and Safe Team" (Portland concept) . Discussion was held on a proposal by the Downtown Alliance (Safety Team or Ambassador Team) to have uniformed people focus on a geographical area to engage with homeless individuals from a safety perspective . Ms . Bruno said the Chamber of Commerce would match the City' s General Fund allocation. She said the Mayor was not proposing to fund it at this time but the Council could add it. Councilmember Penfold suggested adding it for tracking purposes, holding discussions, and soliciting a proposal/formalized information from the Downtown Alliance clarifying their request. Councilmember Adams requested follow-up information regarding a funding proposal to decrease detox beds . Councilmember Johnston requested clarification on what the City was trying to accomplish (was it optics, cleanliness, getting people into treatment, etc) . He said knowing that would help narrow fund options and clarify the City' s focus . He said there also needed to be evaluation criteria so the City could be assured goals/objectives were accomplished. Councilmember Mendenhall requested information about specific components that would come online with the new Homeless Resource Centers (HRC) . She said it might be beneficial to try implementing those components around the Road Home prior to opening the first 17 - 6 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 HRC. Ms . Bruno said Staff would submit Council requests to the Administration prior to next week' s meeting. Councilmember Penfold said this was just the beginning of the conversation and asked Council Members to let Staff know if there were additional questions/changes that needed to be captured. Councilmember Luke said he wanted to highlight the 500 West Median changes because he felt there were questions that needed more discussion. Ms . Bruno said Staff received confirmation that Class C Funds were not eligible for the 500 West Median paving proposal . She said she would follow-up with the Administration regarding their proposed funding source. #2 . Golf Fund Deficit and plan for Rose Park Golf Course. Councilmember Penfold said the Council' s expectation was to leave Rose Park in the Golf Fund during the budget process (Staff to determine funding amount) . He said following the budget process, Council would hold a lengthy policy discussion about golf/Rose Park. #3. Proposed Property Tax Budget & Truth-in-Taxation Process . Ms . Bruno said the proposed budget already triggered the Truth- in-Taxation process due to how funds were being proposed (judgment levy, property tax stabilization) . #4 . Additional direction needed on items identified in the attachments . Ms . Bruno said Staff continued to track a number of items raised by the Council (proposed budget cuts or additions) . She asked the Council to review the list and let Staff know if any changes were needed. Councilmember Penfold asked Council Members to identify a revenue source for any proposed changes . Legislative Intents/Contingent Appropriations. Ms . Bruno said there was a proposed list and asked Council Members to inform Staff of any changes . Councilmember Penfold asked Staff to track the 911 Dispatch Audit (potential cost/revenue source) . Councilmember Penfold said two additional briefings would be scheduled to discuss unresolved issues . He said the Council hoped to adopt the budget on June 13, 2017 . #8 . 6:35:55PM REPORT OF THE EXECUTIVE DIRECTOR, INCLUDING A REVIEW OF COUNCIL INFORMATION ITEMS AND ANNOUNCEMENTS . The Council 17 - 7 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, MAY 30 , 2017 may give feedback or staff direction on any item related to City Council business, including but not limited to: • the 2017 National Conference on Ending Homelessness, • changes to the Annual Meeting Calendar, • Homeless Resource Center Town Hall Meetings, and • Scheduling Items. See File M 17-5 for Announcements . #9. REPORT OF CHAIR AND VICE CHAIR. No discussion was held. #10 . CONSIDER A MOTION TO ENTER INTO CLOSED SESSION, IN KEEPING WITH UTAH CODE §52-4-205 FOR ANY ALLOWED PURPOSE . Item not held. The meeting adjourned at 7 : 14 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 May 30, 2017 . clm 17 - 8