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01/15/2019 - Work Session - Minutes MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 15 , 2019 The City Council met in Work Session on Tuesday, January 15, 2019, in Room 326, Committee Room, City County Building, 451 South State Street. In Attendance: Council Members Erin Mendenhall, Chris Wharton, James Rogers, Charlie Luke, Andrew Johnston, and Amy Fowler. Staff in Attendance : Cindy Gust-Jenson, Council Executive Director; Jennifer Bruno, Council Executive Deputy Director; David Litvack, Mayor' s Deputy Chief of Staff; Margaret Plane, City Attorney; Melissa Jensen, Housing and Neighborhood Development Director; Mary Beth Thompson, Finance Director; Benjamin Luedtke, Council Public Policy Analyst; Lehua Weaver, Council Associate Deputy Director; Daniel Rip, Housing and Neighborhood Development Policy and Program Manager; Cindy Lou Trishman, Council Staff Assistant; Brian Fullmer, Council Constituent Liaison/Policy Analyst; Kira Luke, Council Policy Analyst/Public Engagement; Cindi Mansell, City Recorder; and Scott Crandall, Deputy City Recorder. Councilmember Luke presided at and conducted the meeting. The meeting was called to order at 4 : 43 p.m. AGENDA ITEMS #1 . 4:44:33PM RECEIVE A BRIEFING REGARDING A DRAFT 10-YEAR CAPITAL FACILITIES PLAN (CFP) THAT FORECASTS THE CITY' S CAPITAL NEEDS EXPENSES AND AVAILABLE REVENUE PROJECTIONS. The Council requested the Mayor's recommended annual capital budget be developed based upon the 10-year CFP for consideration with the annual budget process. The CFP is intended to be updated annually as City Departments provide a list of current needs to be considered for funding from the Capital Improvement Program. View Attachments Benjamin Luedtke, Mary Beth Thompson, and Melissa Jensen briefed the Council with attachments and PowerPoint Presentation. Ms . Jensen provided background information. Comments included plan being a guiding document/constantly evolving, first attempt at 10-year plan, ongoing issues/challenges, plan not being a budget (framework to inform budgetary decisions) , long-term strategies, comparisons made with other cities, holistic plan, needs exceeding available funding, deferred maintenance evolving into capital asset renewal/replacement, consultant assistance, 19 - 1 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 15 , 2019 understanding/prioritizing needs holistically, bonding/impact fees (finance models) , annual plan review, CFP would inform/facilitate future Capital Improvement Program (CIP) projects, unpredictability of financial markets, and increasing services level with continued City growth. Ms . Jensen said next steps included having an updated CFP (fall of 2019) , utilizing CFP to facilitate CIP decision-making, providing Council with financial modeling policy recommendations, and continue updating the Impact Fee Facilities Plan (IFFP) . Further discussion was held about how each City department addressed/prioritized its ongoing capital/facility needs . Ms . Jensen said the Council needed to be aware of behind-the-scene rationale/information for project requests (best utilization of City-owned assets) . Councilmember Luke requested the proposed Eastside Police Precinct be included in both CIP and CFP plans . Mr. Luedtke said there was room for the Council to provide direction and set CFP policies/goals to address capital needs . He said some metrics to consider included: comparing CFP projects to those actually funded through the annual CIP process (a high percentage of agreement should exist between the two) , bringing all facilities out of deferred maintenance (a 10-year goal) , expanding the urban trail network with an emphasis on east/west connections, increasing overall "condition index" of the City' s street network from poor to fair, implementing Foothill Trails Master Plan, advancing City' s sustainability goals through building efficiencies/energy upgrades, reviewing advantage of focusing on renewing current assets, and delaying new assets (no maintenance funding strategies being in place) . Ms . Bruno said most of those policy goals/projects would be very costly so it was important to at least have a ballpark estimate going into the annual budget process . Mr. Luedtke said Staff would follow-up with the Administration to get that information. Discussion was held on the potential to include a map with CFP information listing all projects (including locations) and identifying existing projects versus new projects . Ms . Thompson said she could provide cost information that could be added to the map. Councilmember Luke said a map would be helpful and Council would wait to hear back from the Administration. He said the map could be electronically overlaid with additional information (new 19 - 2 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 15 , 2019 projects, costs, etc . ) . #2 . 5:15:11PM RECEIVE A BRIEFING REGARDING ORDINANCES GRANTING TELECOMMUNICATION FRANCHISE AGREEMENTS TO CENTURYLINK ENTITIES (CENTURYLINK COMMUNICATIONS LLC, QWEST CORP DBA CENTURYLINK COMMUNICATIONS LLC, AND COLLECTIVELY LEVEL 3 COMMUNICATIONS LLC AND LEVEL 3 TELECOM LP) . The agreements would allow the entities to place and maintain telecommunication facilities within City rights-of-way. The entities would be governed by certain conditions, need to secure appropriate permits and pay the telecommunications tax under State law. View Attachments Kira Luke and Daniel Rip briefed the Council with attachments . Ms . Luke summarized the proposal . Councilmember Wharton asked about the practicality of tree trimming efforts (allowed under the direction of the City' s Urban Forester) and how compliance would be tracked. Mr. Rip said although the agreements included a permit process, he was unsure how that would be implemented. He said he would do some research and get back to the Council . Councilmember Wharton also requested information about digital inclusion. Mr. Rip said he asked each vendor to provide feedback on their inclusion policies and would share that information with the Council when available. #3. 5:27:14 PM HOLD A DISCUSSION REGARDING THE PROCESS FOR INTERVIEWING APPLICANTS AND FILLING THE CITY COUNCIL DISTRICT 4 VACANCY. View Attachments Brian Fullmer, Lehua Weaver, and Margaret Plane briefed the Council with attachments . The Council reviewed potential applicant questions listed in the attachments . The list was narrowed to the following eight questions : 1. Please share with the Council your view on local government, and its impact on neighborhoods . 2 . What do you think are the top issues facing District 4 and how would you approach each of them? 3. What do you think are the top issues facing Salt Lake City and how would you approach each of them? 4 . We recognize that no legislative body is perfect in their budget and policy decision making. What changes would you like to see for the focus, functioning or decision-making of the Salt Lake City Council? 5. Prioritize what you see as the top three infrastructure needs for Salt Lake City over the next five years and explain your 19 - 3 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 15 , 2019 choices . 6. With limited budget resources and unlimited wants, what do you believe should be the City' s priorities when it comes to spending? 7 . What do you believe your role is as a representative of the residents of Salt Lake City? 8 . What else would you like the Council to know that you have not had a chance to share? Further discussion was held on the interview/selection process . Council Members were in favor of having Staff e-mail the attached notice to all perspective applicants explaining the process and requesting written response to the eight questions by Friday, January 18, 2019 at 3 : 00 p.m. Councilmember Luke said a meeting would be scheduled for January 29, 2019 if an additional round of interviews was needed to complete the appointment process . #4 . 5:18:47PM RECEIVE AN OVERVIEW OF THE PROCESS TO REVIEW AND UPDATE VARIOUS COUNCIL OFFICE POLICIES AND WILL ALSO REVIEW PROPOSED CHANGES TO THE POLICY MANUAL SECTION PERTAINING TO ELECTRONIC DEVICES FOR CONDUCTING CITY BUSINESS . (A. 48 CITY ELECTRONIC DEVICES AND SERVICES) View Attachments Brian Fullmer and Cindy Lou Trishman briefed the Council with attachments . Mr. Fullmer said the Staff report identified some minor housekeeping changes that were needed for clarification. He said Staff recommended adopting a resolution to formalize any changes . Councilmember Luke said he thought the Council was in support of the proposed changes/resolution. Discussion was held on Sections A. 48 and A. 49 (City Electronic Devices and Services) . Mr. Fullmer said there had been a lot of technological changes since those sections were updated in 2009 . He said the proposed language reflected the Council' s current practices . He said it would help Staff to have Council direction on the following policy questions . 1 . Which device or devices could the City provide to enable Council Members to effectively do their job? Mr. Fullmer said Council Members currently had access to a computer (laptop/desktop) , a tablet, and a phone . Councilmember Luke said the Council was open to new devices as technology 19 - 4 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 15 , 2019 changed. Council Members did not request additional equipment. Ms . Gust-Jenson said the language could be modified to allow additional equipment based on individual Council Member needs . No objections were raised. 2 . Should services be provided for all devices (for example, data plan on phone/tablet) or depending on circumstance? Councilmember Luke asked about current practices . Mr. Fullmer said there was a variety of uses (based on what Council Members used the most) . Ms . Trishman said Staff wanted to ensure they were not missing any services that Council Members might need. No concerns were raised. Councilmember Luke asked Council Members to notify Staff if additional needs were identified. 3 . How often would upgrades to devices be scheduled? Councilmember Luke asked about current practice. Mr. Fullmer said it was based on need. He said upgrades would be made if current equipment was not fulfilling Council Member' s needs . Ms . Gust-Jenson suggested adding the following language: "in keeping with best practices based on the advice of the City' s Information Management Department and/or based on City Council Member' s needs" . Councilmember Luke said he agreed with the suggestion. Ms . Trishman asked if the Council wanted to see a revised policy or authorize Staff to proceed with the resolution. Councilmember Luke said the Council wanted to see the revised policy but did not want that to delay the resolution. #5. 6:26:14PM 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 scheduling items. Ms . Gust-Jenson said she just learned one person who applied for the District Four position (prior to the deadline) , was waiting for County verification which would not occur until morning. She said Staff needed direction on whether to send information to everyone except that applicant, send information to everyone including that applicant, or wait to send information to everyone tomorrow. Councilmember Luke recommended sending the information tonight, including that applicant . No objections were raised by Council Members . 19 - 5 MINUTES OF THE SALT LAKE CITY COUNCIL WORK SESSION MEETING TUESDAY, JANUARY 15 , 2019 #6 . REPORT OF THE CHAIR AND VICE CHAIR. Item not held. #7 . CONSIDER A MOTION TO ENTER INTO CLOSED SESSION, IN KEEPING WITH UTAH CODE §52-4-205 FOR ANY ALLOWED PURPOSE . Item not held. The Work Session meeting adjourned at 6 : 27 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 pursuant to Utah Code §52-4-203 (2) (b) . This document along with the digital recording constitute the official minutes of the City Council Work Session meeting held January 15, 2019 . sc 19 - 6