City Council

Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page1 CityofTaylorsville WorkSession Minutes Wednesday December9 2009 CouncilChambers 2600 WestTaylorsvilleBlvd RoomNo 140 Taylorsville Utah84118 Attendance MayorRussWall CouncilMembers CityStaff ChairmanLynn Handy JohnInchMorgan CityAdministrator ViceChairman BudCatlin JohnBrems CityAttorney CouncilMemberLesMatsumura CherylPeacockCottle CityRecorder CouncilMember MorrisPratt JessicaSpringer CouncilCoordinator CouncilMemberJerryRechtenbach DelCraig ChiefofPolice MarkMcGrath CommunityDevelopmentDirector ScottHarrington ChiefofFinance MarshaThomas Judge PennyKnight BusinessLicenseClerk JamieBrooks CourtAdministrator ShellSummers CourtClerk KeithSnarr EconomicDevelopment Director Others DamaBarbour JohnGidney JohnnyAnderson ChairmanLynnHandycalled theWorkSessiontoorderat600pm andwelcomedthose in attendance City RecorderCherylPeacockCottleconductedaRollCall whereinallCouncil Memberswerepresent 1801 37ChairmanHandyrecognized CouncilMember ElectDamaBarbourandnewly elected legislatorJohnnyAndersonwhowereinattendance Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page2 1801 52JohnnyAndersonintroducedhimself andindicatedthathehasrecentlybeenappointed totakeRepresentative KoryHoldawaysseat Mr Andersonstatedthat helooksforwardto beinganadvocateforTaylorsville 1804 45MayorWallcalledforinputfromtheCouncilregardinga potentialdatetoholda legislative breakfastduringthefirstorsecondweekofJanuary 1 DiscussionRegardingBusinessLicenseFeeSchedule MarkMcGrath 1803 14CommunityDevelopmentDirectorMarkMcGrathdistributedanupdatedversionofthe BusinessLicenseFeeRecommendationTablewhichwasincludedinpackets 1805 26Markpresenteda powerpointpresentationandreviewedchangesmadetothe preliminaryrecommendationsforbusinesslicensefees 1807 45Mr McGrathdescribedrevenueassumptionsbasedonlandlordparticipation inthe GoodLandlordProgram 1808 53Mr McGrathreviewedrevenueestimates 1809 26CouncilMemberPrattobservedthattheCityistryingtogeneraterevenue ratherthan fixtheordinance enforcementproblem 1814 27Discussionensuedregardingpotentialcostsandrevenue Mr McGrathgave clarification onestimates 1820 20CouncilMemberPrattnoted aneedforadditionalstafftoprocessbusinesslicenses 1821 10Mr McGrathaddressedquestions aboutapotentialincreaseinman hours Hesaidthat jobdutiesmayhavetoberedistributedforthetimebeing 1823 03CityAdministratorJohnInchMorgansaidthatheanticipatestheadditionallicenses mayrequire onemorefull timeemployee Hestatedthathedoesn tforeseeanyadditional costs forotherstafftime 1825 40CouncilMemberPrattsaidthat althoughherecognizesthereareproblemswithsome rentalunits hedoesntbelieveresponsiblelandlordsshouldbepenalized 1827 30CouncilMemberMatsumura statedthat asa landlordhimself heprefersthisfee in ordertoprovidemorecontrol Hesaidthatnon offendersareaffectedbyoffendersand expressedhissupportoftheconcept Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page3 1828 31MayorWallnoted that asothercitiesimplementgoodlandlordprograms problem rentersarecomingintoTaylorsville Heemphasized thatAdministrationissimplyrelayingthe coststotheCity asrepresentedinthebusinesslicensefeestudy 1830 55ChairmanHandycitedaneedtoeducate landlordsinordertobenefitthecommunity 1831 52Mr McGrathindicatedthathewouldreviewtheBusinessLicenseFee RecommendationTablerowbyrowinordertogetinputfromtheCouncil 1833 35MarkMcGrathsaidthatFinance DirectorScott Harringtonwill illustrateaspreadsheet inordertotallytheeffectofsuggestedadjustmentsonrevenue 1835 30Mr McGrathdescribedwaystotrack rentalpropertiesthroughtaxrecords 1836 20Mr McGrathreviewedcurrentbusinesslicensebase feesversusrecommendednew fees basedonstudycosts 1839 28Discussionwasheldregarding employeefees 1841 01FeesforHomeOccupationswerereviewed 1842 40Mr McGrathrelayedthat Statelawdictatesthatabusinesslicensefeemustbesetat thestudyamountorlower 1843 29Mr McGrathconfirmedthatthereareapproximately17 000employeesintheCity He agreedtoidentify exactnumbers fortheproposedfeeschedule 1845 44Discussionwasheldregarding rentaldwellings 1846 30Disproportionateregulatoryfees werereviewed includingfeesforsolicitors temporary licenses fireworks restaurants 5000sf anddepartmentstores 12000sf 1848 54Mr McGrathdefineddisproportionateregulatoryfeesasdirectfeestotheCityrelated tothelicensingprocess 1853 45Mr McGrathaddressedquestionsaboutfeesforfireworkstands 1854 52Discussionwasheldregarding thecurrentordinanceregulations fortemporary businesses Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page4 1855 30MayorWallsaidthat hewouldliketoseetheordinance tightenedinregardsto temporarybusinesses 1857 23CouncilMember Prattaskedforinputabouttheemployeefee Hestatedthatheisin favorofkeepingitandfeelsitwouldbeamistaketoeliminatetheemployee fee 1858 35Mr McGrathcitedreasonsforeliminating employeefee 1859 20 Furtherdiscussionwasheldregardingemployeefees The consensusoftheCouncil wastodo awaywithanyemployeefee 1906 09Mr McGrathandMr Morgan gaveadditionalclarification ondisproportionatefeesfor policeandfirecalls 1910 05Feesforprivateclubswerereviewed Itwasnotedthatthereisonlyone privateclubin Taylorsville Thesubstantialdifference betweenthe currentfeefortheprivatecluband the actualcosttotheCitywascited Mr McGrathsaidthatthefeecanbeadjusteduptothefull costat 5268 Mr Morgan indicatedthatAdministration srecommendationistochargefull cost 1913 37Discussionwasheldregardingadditionalfeesforbusinessesholdingalcohollicenses TheMayorgaveclarificationon thedifferencebetweenprivateclubsandrestaurants thatsell alcohol 1917 19CouncilMemberPrattinquired aboutstatisticsforpolicecallsoncalldatasheetsthat wereprovided PoliceChiefDel Craigprovided additionalclarification onpolice calls 1920 39Mr McGrathexplainedthatstateguidelinesdetermine whichestablishmentsare privateclubs 1922 32Mr McGrathcalledforinputonrecommendationsforbusinesslicensefeesunderthe Arts Entertainment and Recreationcategory Itwasdetermined tochargefullcostforthose typesofbusinesses 1923 03Feesforautomotivebusinesseswerereviewed 1924 30 TheconsensusoftheCouncilwastoadjustfeestocoverfull costsunlessthereis justificationnottodoso 1924 43MayorWallcitedpossiblereasonsforadjustingthefeesfor thefollowingcategories bigboxdepartmentstores full servicegrocerystores and mobilehomeparks Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page5 1926 23Mr McGrathreferencedtheincreaseinfeesforconveniencestoreswithgas 1927 32CouncilMemberRechtenbachsuggestedphasingthelargeadjustmentsoutovera periodoftimetolessentheimpacttobusinesses 1930 00Discussionwasheldregardingwhenthenextfeestudyshouldbedone Mr McGrath saidthatanotherstudyshouldprobablybe conductedinfiveyears 1929 43CouncilMembersRechtenbachandMatsumura wereinfavorofspreading theincrease outoverfiveyears ChairmanHandyandCouncilMemberCatlinfavoredthreeyears and CouncilMemberPrattstatedthatbusinessesshouldbegin payingactualcostsimmediately 1930 24CouncilMember ElectDamaBarbourcommentedontheimpactofincreasingfeeson Taylorsvilleeconomicdevelopment Shestatedthatshecouldnotvoteinfavorofsuchincreases tobusinesslicensefees SheencouragedtheCounciltobe competitivewithothercitiesfor businesslicensefees Ms Barbourcitedbusiness licensefeesthat HarmonsGroceryStoresare payinginneighboringcities 1939 36Mr Morgangaveexplanationonconsciousadjustmentsmadetobusiness licensefees inothercities 1942 28Mr McGrathcitedsubsidiesgivenbycitiesfor bigboxstoresduetorevenue generated 1943 46Mr Morgan calledforfeedbackfromtheCouncilonconsiderationsthatshouldbe giventofeesforbigboxstores 1946 51CouncilMemberRechtenbachstatedhisdisappointmentthatfactorsforbigbusiness feesandcomparableswithothercitieswerenotfiguredintotherecommendations 1948 43CouncilMemberMatsumura citedaneedtoretainbigbusinesses inTaylorsville He recommendedkeepingfullservicegrocerystoresbusiness licensefeescloseto 2600 1949 45Mr Morgannotedthatcertain areaswereidentifiedasplaceholdersfordiscussionin thisWorkSessionsetting 1951 48 MayorWallapologizedfor notproviding dataonwhatsurroundingcitiesarecharging andagreedtoprovidethatinformationtotheCouncilinthefuture 1953 54MayorWalladdressedfeeson mobilehomeparksandrecommendedtreatingthemasa residentialneighborhood Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page6 1955 44CouncilMemberCatlin agreedwiththeMayorregardingfeesformobilehomeparks Hecitedaneedtobeinlinewithbusinesslicensefees chargedinothercities 1956 21TheMayoragreed toprovidecomparisonswith othercities fees 1956 45Itwasdetermined that thebusinesslicensefeerecommendationswillbebrought back withadditionalinformation 1956 56CouncilMember Prattasked forinputbyEconomicDevelopmentDirectorKeithSnarr onwhetherahotelisgoodorbadfor aCity 1958 36Mr Snarragreedtocheckonfeesforhotelsinother cities Helistedreasonsthat Taylorsvilleisagoodlocationforahotel 1959 29Mr PrattaskedforinputfromCityAttorneyJohnBremsonwhetheranordinance can bedevelopedtoallowbillingforexcessivepoliceandfirecalls 2000 24Mr Bremsindicatedthatthestatutedoes notcontemplatehavingcitieschargelessand thenbillforanadditionalamount Hestatedthat theCitycoulddecidetogiveabatementto businessesthathaveadropincalls 2001 11Mr Prattaskedthatseriousconsiderationbegiventotheimplementation ofrental homebusinesslicensefees sothatresponsiblelandlordsarenotpenalized 2 Discussionofthe2009 2010Budget JohnInchMorgan 2002 03CityAdministratorJohnInchMorganreferenced thebudgetinformationthatwas sent previouslytoCouncilMembers He indicatedthattheinformationdoes notrepresentmid year budgetrecommendations butismerely asnapshotstatusreportofthecurrentbudget 2002 57Mr Morgangaveexplanationondataincludedinthestatusreport Hecitedplansto updatetheCouncil onbudgetinformationevery twoweeks 2003 48Mr Morganciteda decreaseinprojectionsforsalestaxrevenue Hesaidthatthetrend isdownapproximately15 overlastyear 2004 43Mr Prattnotedanadjustmentthatshouldbemadetobusinesslicensefeerevenue 2004 56Mr Morgan reviewedthetypicalcycleforreceivingbusinesslicenserevenue Hecited planstodelaythenotification forJanuarybusinesslicensesuntilthenew feescheduleisinplace Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page7 Heconfirmedthatdepartments havebeenaskedtolookatwaystocutbudgetsandreduce expenditures 2006 40 CouncilMember Prattsuggestedthatconsiderationbegiventoreducingsalaries 2006 43Mr Morgan notedthatsomecitieshavehadtoreduceservices Hesaidthatalloptions areonthetable 2008 45Mr Morganstatedthat salestaxisthelargestelementincityrevenues Hepredicted thatmoresalestaxdatawillbeavailableinFebruary 2010 27Mr Morgan confirmedthathewillupdatethebudgetstatuseverytwoweeksandwill emailanewExcelfileatleastaweekbeforeCouncilmeetings 2011 13ChairmanHandy MOVED totakeatenminuterecess CouncilMemberCatlin SECONDED themotion AllCouncilMembersvoted infavorandthemeetingrecessedat811 pm TheCityCouncilMeetingwasreconvenedat8 21pm 3 DiscussionRegardingtheCourtOperations Study JohnInchMorgan 202124CourtAdministratorJamieBrooksreferencedapreviousdiscussionregardinga possiblechange tocourthours Shestatedthat afterobtainingadditionalinformation ithas beendetermined thatachangeincourthourswouldnotresultinasignificantcostsavings She citedother comprehensivechangesinthecourtoperationthatarehigherpriorities atthistime 2025 00Ms Brooksexplained herpresentpositionontheissueofhoursforcourtoperation 202545CityAdministratorJohnInchMorgangaveclarificationonachangetoprosecution services HestatedthattheCityhasselectedanewprosecutoratasavingsof 14000annually Mr Morganexplainedthatthenewprosecutor sbidwillnotchangeevenifcourthoursare adjusted 2026 30CouncilMemberPrattcitedarecommendationinthecourtstudytocutbackhoursfor courtoperation 2027 59MayorWallstatedthatconsideration shouldstillbegiventoachangeincourthoursas partofmanyothercomprehensivecourtissues Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page8 202913Ms Brooks relayedthat after ameeting withAdministrationand theCitystwo judges alistofpriorities and pointsofimprovementforoperationoftheJusticeCourthasbeen prepared Ms Brookspresentedandreviewedthelist asfollows 1 Improvecollections bycreatinganefficientprocessforcapturingfundsthathavebeen orderedandcitations thathave goneunpaid A Asallowed bystatute collectintereston outstandingfinesand fees B Beginsendingremindernoticestotherecipientsofallnon mandatorycitations C BeginutilizingCORIS debtcollection letters D AssignCORISdebtcollectionreporttoaspecificclerktotrack E Establishatimelimitbeyondwhichwewillnotattempttocollectbutwillinstead turnthematterovertoacollectionagency 2 Enforcegeneralcasecompliance beyondcollections A Ensurethatcasesareproperlytrackedforsentencingandplea in abeyanceorders ie receivenotification ofnon complianceimmediately ratherthanneartheend oftheprobationaryperiod B AssignthevariousCORIStrackingreportstospecificclerks holdingthem accountable fortheirprogress Amongotherthings thesereportstrack statusof appeals bailbonds communityservice defensivedriving trafficschool ignition interlock jailtime probation restitutionand treatment C Ensurethattheprosecutionisnotifiedofnon compliance D EnsurethattheabovenotificationsresultinanOrder toShowCause beingissued E ClerkstoinitiateOrderstoShowCausewhere appropriate 3 ReviewandmakeappropriatechangestotheCourtAdministrationandclericalsupport process A Identifythetoppriority tasksthatmustbedonefor thecourttorunefficiently B Performdeskauditsofeachemployeetoassesstheworkcurrentlybeing accomplished C Grouptasksintologicaljobdescriptions ratherthanageneraldescriptionforall clerks andclearlydefineresponsibilitiesforeachjob D Definein courtclerical rolestoensurethemostefficientuseofboth E Reduceduplicationofefforts 4 Ensureaccuracyandintegrityofcasefiles A Ensurethatall documentationisfiledintheappropriatecasefileprior tothecourt hearing B EnsurethatFTAinformationsarefiledbytheprosecutioninatimelymanner C Ensurethatthecourtdocketcorrectlyreflectsthejudge sorders Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page9 D Onamonthlybasis review randomcasefilesanddockets foraccuracy and completeness 5 Improvecalendaringprocessesbyincreasingconsistencyandreliability A ReviewthecapacityofandbeginusingCORIStocalendarcases doingaway withbothmanualand Outlookcalendaringprocesses B Refinecourtcalendarstomaximizeefficiencyofnotonlythecourtbutof prosecutorsandpublicdefenders Consolidatesimilarcourteventsratherthan mixingcalendarswhichrequirestheattendanceofvariouspartiesthrougha protractedtimeperiod C Ensurethatallpartiesadheretothecourtcalendarsandthatcasesarescheduled appropriately D Furtherconsolidate foreignlanguagemattersinordertoreduceinterpretercosts E Makeeveryefforttoconsolidatean officerscasesinordertoreducethenumber ofappearancesheshemustmakeincourt F Reducetheoverallnumberofcontinuancesandreschedulingofvarious court events 6 UpdateandimplementtheCourtProceduresmanual A Tosomeextent thiswillhappennaturallyastheabovepriorities areactedupon B Endeavornottore inventthewheel Partsoftheoldmanualarestillappropriate asarecertainprocedures createdwithinthepastyear Similarly theCORIS manualisahugeresourceandcanbeincorporatedintotheCourt smanual 2029 40Ms Brooks citedameetingshehasscheduledonDecember10 2009withtheState OfficeofDebtCollectiontodiscusscollectionmethods 2030 31Ms BrooksgaveexplanationonhowareasforchangeintheCourtwereidentified Discussionwasheldonhowgoalswillbe implementedandtheneedforon going evaluation 2033 30CouncilMemberMatsumura suggestedmethodstoensurethatgoalsareaccomplished through quickwins 2046 23Discussionwasheldregardingoptionsforcollectionandthepossibleuseof garnishments CouncilMember Prattgaveinputonthevalueofusingacollectionagency 2048 20JudgeKwanstatedthat theproblemisnotcollectionmethods butthelackofcollection efforts He gaveclarification onrecoursestheCourthasforcollection 2057 46Ms BrooksreportedthattheCourtbegan chargingintereston outstandingfineson October1 2009 Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page10 2111 57 CouncilMemberElectDamaBarbourcommentedonideasforquickwins 2113 19JudgeMichaelKwancitedareasinoperationsthatareproblematic Henotedthat everyoneinthecourtiscommittedtomakingimprovements JudgeKwan notedthathistop priorityistodevelopand implementacourtprocedures manual 2116 00JudgeKwangaveapresentationoncourtoperations coveringthefollowingpoints Coorelationvs Causation CourtRevenue Expenses Global Nationaland LocalEconomicFactors IntrinsicFactors CollectionTrendsvs SpendingTrends CaseFilingandDispositionRates CourtHoursofOperation CourtExpenses IncreasesinProsecutionCosts IncreasesinIndigentDefense ManagementInformation RecommendationsforNextSteps ClearMeasurableGoals 2127 42FinanceDirectorScottHarringtongaveinputoncourtaccountingprocedures 2128 14MayorWallcitedpaymentplansfor uncollectedrevenue 2129 25Mr MorganreferencedtheCORISconversionas afactorinverifyingdataonpastdue revenues 2131 12CouncilMemberCatlin inquiredaboutrecidivismfortheDrugCourt 2132 16JudgeThomasgaveinputontheDrugCourtandstatedthatithasbeenveryeffective ShemadethedistinctionbetweenstatisticsfortheDrugCourtandtheDomestic Violence Program 2132 59CouncilMember Catlinstatedthathewouldliketoseenumbersfor theDrugCourt JudgeKwanconfirmedthatevidenceshowstheDrugCourthasbeeneffective instopping recidivism HenotedthattheTaylorsville Courtfollowsbestevidence practices Taylorsville CityCouncilWorkSessionMinutes December9 2009 Page11 2137 15 JudgeKwandefined belowthelineexpenses asexpensesthattheCourtitself cannotcontrol 2151 38JudgeKwanreviewedCourtExpensesfor2004 2009 2203 21JudgeKwanstatedthatmuch datahasbeengatheredduring thelasttwoweeks He recognizedtheeffortsofAdministrationtocollectinformation 2207 24JudgeKwanreiteratedhisgoaltohaveanupdatedandaccuratepolicyandprocedure manualinplacebyJune30 2010 4 OtherMatters Therewerenoothermatters 5 Adjournment 2208 47 CouncilMemberBud Catlin MOVED toadjourntheCityCouncilWorkSession CouncilMemberJerryRechtenbachSECONDED the motion ChairmanHandycalledfor discussion There beingnone hecalledforavote Thevotewasasfollows Pratt yes Catlin yes Handy yes Rechtenbach yes and Matsumura yes AllCityCouncil membersvotedin favorandthemotionpassedunanimously Themeeting wasadjournedat1008pm CherylPeacockCottle CityRecorder Minutesapproved CC01 06 10 MinutesPrepared by Cheryl PeacockCottle CityRecorder