City Council

Taylorsville City Council Work Session Minutes May 28 2014 Page t City of Taylorsville SPECIAL CITY COUNCIL MEETING Minutes Wednesday May 28 2014 Conference Room 202 2600 West Taylorsville Blvd Room No 140 Taylorsville Utah 84129 Attendance Mayor Larry Johnson Council Members Citv Staff Chairman Kristie Overson John Taylor City Administrator Vice Ernest Burgess Chairman John Brems City Attorney Council Member Dan Armstrong Cheryl Peacock Cottle City Recorder Council Member Dama Barbour Kris Heineman Council Coordinator Council Member Brad Christopherson Excused Others Chair Kristie Overson called the Special City Council Meeting to order at 338 m pand welcomed those in attendance City Recorder Cheryl Peacock Cottle conducted a Roll Call wherein all Council Members were present 1 Discussion with Council Coordinator 396 PM Council Coordinator Kristy Heineman conducted discussion regarding how to organize and clean up the Dropbox Folder for the City Council Meeting Packets She also called for input on Council access to the Committee Dropbox Folder The Council gave direction on what they would like to see in the City Council and Committee Dropbox Folders Ms Heineman agreed to make the appropriate updates in Dropbox It was determined to request IT personnel to Council iPad devices and provide additional training to the City Council as a whole set up the s Taylorsville City Council Work Session Minutes Mav 28 2014 Page 2 3 4 6 PM Ms Heineman relayed that her job responsibilities will be changing in regard to longer be doing City events other than those under the direct jurisdiction events and she will no of the City Council She indicated that PIO Tiffany Janzen will betaking responsibility for other City events 3 14 4 8 PM Ms Heineman reported that she will now be overseeing the Community Councils It was clarified that the Ad Hoc Committee chaired by former Mayor Janice Auger was formed aone purpose and is no longer functioning for time 3 09 5 0PM Discussion ensued regarding the needed oversight of Community Councils Ms Heineman discussed her role in becoming more involved with City committees Chair Overson gave an example of times that it would be beneficial for Ms Heineman to attend committee meetings It was determined that minutes from the committee meetings should be forwarded to Ms Heineman for disbursement Ms Heineman indicated that she would like to initially attend one meeting of each committee to introduce herself and ascertain the s committee functions and role 5 3 294 PM Discussion was held regarding whether Ms Heineman should attend Budget Committee Meetings to take minutes 35 PM Council Member Dan Armstrong relayed discussion that took place at recent Budget 54 Committee Meetings regarding employee compensation Chair Overson indicated that she was not aware of this discussion and would have liked to read minutes or hear a report from meetings 37 PM It was agreed that Ms Heineman will notify each committee chair and request that 50 copies of meeting minutes be emailed to her for disbursement to the Council 38 PM Chair Overson noted that Ms s 52 Heineman daytime office hours will need to be balanced to accommodate her attendance at any evening committee meetings 37 5 9 PM Council Member Armstrong cited meeting times and the format for Budget Committee Meetings 4 16 0 0 PM Ms Heineman stated that she will be more involved with the Youth Council and Youth Ambassadors in order to provide a constant liaison as Council Members change 0 1 1 PM It was agreed that the Week at a Glance message that Ms Heineman distributes 4 each week has been very helpful to the Council for calendaring purposes Taylorsville City Council Work Session Minutes May 28 2014 Paee 3 53 4 0 2 PM Ms Heineman reported that the only events she will be overseeing as of now are the Volunteer Appreciation Picnic and the Employee Christmas Social 4 50 0 3 PM Ms Heineman relayed that she will be taking Fridays off when there are no Agendas to prepare for the next week in order to offset her evening hours 4 53 0 4 PM Discussion ensued regarding the Committee Council booth for Taylorsville Dayzz Council Member Ernest Burgess reported on materials that will be provided in regard to the Slow the Flow Program Ms Heineman described cards that she will design with information on each City committee to be provided at Taylorsville Dayzz 4 PM Ms Heineman relaved that UFA has determined that the Council cannot ride in the 17 0 bucket of a fire engine during the Taylorsville Dayzz parade She reported that John Inch Morgan will be the grand marshal for the parade The potential of using cars from Markosian Auto was discussed Council Member Armstrong described along bed truck with straw bales that is available It was determined that the bed long truck would be most preferable The individually candy Ms Council agreed that they would like to distribute water and wrapped Heineman agreed to order and arrange for such It was noted that coolers will be needed Council Member Barbour indicated that she has two extra large coolers that can be used Chair Overson indicated that there is money in the sCouncil Strategic Planning budget that can be moved and used if needed 4 58 1 2 PM Discussion was held on ideas for what the Council might give out from the Taylorsville Dayzz Booth 4 58 1 4 PM Council Members expressed appreciation for Council Coordinator Kristy Heineman in keeping them organized and Chair Overson encouraged the Council to utilize her skills 4 57 1 6 PD 1Council Members were encouraged to forward any email correspondence with constituents to Ms Heineman or City Recorder Cheryl Cottle for retention in the City file 03 4 1 8 PD 1 Ms Heineman asked Council Member Burgess about using a Scout Troop she has been in contact with to help with the opening ceremonies in June She agreed to forward the information to him 2 Discussion Regarding Budget Priorities 44 1 8 PM Council Member Brad Christopherson noted that the budget for the lobbyist has been cut in half Discussion was held regarding who the lobbyist is that may be used It was agreed to ask Administration for an explanation regarding the lobbyist Taylorsville City Council Work Session Minutes May 28 2014 Page 4 4 13 2 0 PM Council Member Brad Christopherson suggested switching over to Surfaces instead of iPads for the Council He said that he believes Surface devices would allow for more productivity He suggested that they would help The Council be more effective He referenced some recommendations from City Administrator John Taylor He cited a cost of approximately 8 0 00 for five devices He indicated that if the funds are taken from the General Fund it would not change the percentage of the Fund Balance Council Member Christopherson reviewed reasons that the Surface device would be more friendly user for the Council 4 2 9 PM Ms Heineman illustrated the upgraded keyboard that would be preferred 47 2 3 PM The consensus of Council Members was to make the investment for the Surface devices and consider them part of the s Council compensation 40 2 6 PM It was clarified that compensation for City Council Members is determined by ordinance and will remain the same 47PM Discussion was held regarding employee compensation 24 Council Member Armstrong relayed the intentions of the Mayor in regard to raises for some employees He reported that the Budget Committee was comfortable in increasing the compensation amount from 17 000 to 30 000 for possible performance forraises It was agreed that Council pay Members should meet with the Mayor individually to review his recommendations for specific employee compensation 45 3 0 PM Council Member Barbour said she would be more in favor of a COLA raise Chair Overson and Council Member Christopherson cited the need to review the compensation data to ensure that policies are being followed consistently Council Member Armstrong said that he believes there is too much disparity with COLA raises and he supports performance for pay increases as incentives He reported that the Budget Committee recommends pay for performance raises be given at the discretion of Department Heads Council Member Brad Christopherson commented on reasons that performance forincreases are good incentives pay for employees to produce well 11 4 0 PM The cost of living and Consumer Price Index was referenced Reasons were given that Department Heads should be given the discretion to award performance forincreases pay where appropriate 00 4 2 PM The consensus of the Council was to increase the budget amount for employee compensation to 30000 after reviewing the s Mayor recommendations to affirm that consistent policies are being followed Taylorsville City Council Work Session Minutes May 28 014 Page 03 4 4 PM h was clarified that the additional 000 for employee compensation would come 13 line Fund Discussion took place regarding whether the additional from the bottom General 8 0 00 for Surface devices and the additional 13 000 for employee compensation will allow the Fund Balance to remain at 17 It was decided to get further information from Chief of Finance Scott Harrington on this 51 4 5 PM It was determined to take a recess at this time The meeting was recessed at 45 p m 12 4 7 PM The meeting was reconvened at 47 m pCouncil Member Brad Christopherson was excused from the meeting Chief Financial Officer Scott Harrington joined the meeting at 47 m p 40 PM Mr Harrington gave explanation on the reason for a reduction in the lobbyist 54 budget He indicated that the new lobbyist Charlie Evans believes he can provide the same service for less money He confirmed that the cost for the lobbyist will go from 80 000 to 000 effective July 1 2014 He described ways that the effectiveness of the lobbyist will be 45 monitored based on results He acknowledged that some results are subjective and hard to monitor 4 04 5 2 PM Council Member Dama Barbour noted that the current lobbyist is a Council Member for Murray and there is a conflict of interest She said that she was hoping the new lobbyist would be David Spatafore 4 22 5 4 PM Chair Overson noted that Council Members always have the opportunity to go up to City lobbyist in action the Capitol and watch the s 4 5 5 PM Mr Harrington indicated that the Mayor and John Taylor selected Charlie Evans 1 based on cost and his record Discussion was held on effective ways to use the s City lobbyist It was noted that the lobbyist will be working on obtaining the Arts Center from Salt Lake County It was agreed that time will tell whether the lobbyist selected is effective based on benchmarks 46 5 8 PM Chair Overson referenced the recommendation from the Budget Committee to increase employee compensation to 30 000 Mr Harrington relayed that he has already 000 amount in the budget He stated that the Fund Balance is probably at included that 30 about 17 He discussed variables that affect the Fund Balance He noted that the Council needs to set the parameters for the Fund Balance Taylorsville City Council Work Session Minutes May 28 2014 Page 6 Ol 38 PM Mr Harrington confirmed that the Surface model devices are fairly expensive He described benefits that the Surface would provide He said that adding 0 8 00 to the budget is not a big deal 5 01 3 PM Council Member Armstrong stated that he considers the Surface devices a want versus a need 56 PM Some time was spent pulling up the FY 2013 02 2014 End Year Budget in Dropbox for the Council Mr Harrington illustrated the transfer of a 150 000 allocation from the General Fund to the Capital Budget for Gateway Signs He gave explanation on not being able to transfer more than what is budgeted He noted that a final amount will be known in October September and year amid budget adjustment can be made after that time 5 PM Council Member Barbour observed that gateway signs are important for the City 04 1 Council Member Armstrong relayed reasons that he does not want gateway signs in blighted areas of the City yet Council Member Burgess cited the importance of installing signs in areas where there are currently no signs He said those areas should take priority It was noted that Community Development Director Mark McGrath is putting together a design package for signs Discussion was held regarding property easements that may be needed for sign installation 57 1 6 PM Council Member Burgess asked for clariftcation on the budget increase for road maintenance Mr Harrington gave explanation on B C Road funds that must be spent on road maintenance He observed that costs will go up if road maintenance is deferred He reviewed the projections for road maintenance 33 5 2 5 PM Chair Overson called for clarification on the s City engineering contract for service Mr Harrington explained that City Administrator John Taylor will still help with engineering services but 36 000 has been budgeted for Forsgren Engineering to help with supplemental engineering projects He clarified that Mr Taylor will provide some engineering services and his compensation is not being increased but is covered under his salary as City Administrator Mr Harrington said that this arrangement will hopefully result in a cost savings to the City 57 PM Chair Overson cited engineering services 2 fees that are built into capital projects Mr Harrington confirmed that a new City Engineer was not hired and Kirsten Heinz has been assigned from Forsgren to provide supplemental engineering services 5 3 2 0 PM Council Member Ernest Burgess inquired about the increased amount being requested from ChamberWest Mr Harrington gave clarification on the 0 6 00 amount budgeted for ChamberWest He said this is the exact amount that was initially requested by Alan Anderson at the Chamber Council Member Dama Barbour reported on the status ofthe ChamberWest as of the last board meeting She said the City must decide if the Chamber is valuable She Taylorsville City Council Work Session Minutes May 28 2014 Pale 7 suggested that it is and more money must be allocated She recommended a 10 000 amount Options regarding a Chamber of Commerce for the City and related costs were discussed Council Member Barbour said the Chamber cannot be effective if not funded appropriately 43 5 3 6 PM Council Member Barbour reiterated that there is a value to the City in being affiliated with a Chamber of Commerce 5 3 7 PM City Administrator John Taylor and City Attorney John Brems joined the meeting at 3 this time Mr Taylor relayed that the Closed Sessions scheduled for tonight will not be needed 15 x 3 8 PM The Council inquired about the value of the Chamber to Taylorsville Mr Taylor said there is the potential for great value from the Chamber He said he does not have a problem 000 amount to the Chamber allocating a 10 5 33 9 PM Discussion was held regarding the functions of the Chamber and the benefit it provides toward economic development Developing standards for performance measures were addressed It was noted that the City was willing to give up advertising space in the Valley Journal for the Chamber s use Mr Taylor cited the plan that Mr Anderson has in place and said that if 10 000 is required to keep it going that should be allocated He agreed to check with him and see what is needed 5 4 3 l2 Pl l Council Member Barbour clarified that members must pay dues once a year She cited strong direction given by the ChamberWest Board She observed that the Chamber is currently on life support 55 4 4 PM It was confirmed that the cost of maintaining the Bass Fishing Pond is 18 000 per year Mr Taylor recommended leaving that amount the same and cited additional money that is being allocated to Millrace Park He gave additional information on pursuing plans for increased maintenance at Taylorsville Park 5 01 4 8 PM Mr Taylor suggested that ifthe Council is considering Surface tablets they should cancel plans for training on iPads He summarized that iPads are great for reading devices but Surface tablets are better for constructing documents 5PM Mr Taylor was excused from the meeting at this time 49 17 5 0 PM Council Member Barbour cited the importance of the ICSC Conference and suggested that two more Council Members should participate in that conference She suggested that the Economic Development budget should be increased accordingly Mr Harrington relayed actual costs for the ICSC T aylorsville City Council Work Session Minutes May 28 2014 Page 8 5324 PM Discussion ensued regarding the ICSC Conference and who should attend Council Member Barbour suggested that the Mayor two City Council Members and the Economic Development Director should attend She said that having three elected officials carries more weight She clarified that the Economic Development Budget should not be changed but a policy should be set as to who should attend ICSC 49PM 5 7 Council Member Armstrong suggested asking the Economic Development Director for his recommendation before setting a policy Mr Harrington noted that the current budget should cover the amount needed for more people to attend 6 45 0 1 PM Council Member Armstrong was excused from the meeting at 0 6 1m p 12PM Council Member Emest Burgess asked for clarification on the budget for the 6 0 Community Development Department Mr Harrington gave explanation on the transition of 4 5 employees from Community Development into the newly formed Building Department He answered additional questions from Council Member Burgess regarding expenses in the Community Development Department 37PM 6 0 6 Mr Harrington clarified that salaries and wages for Code Enforcement is now included in the Community Development Department Budget instead of being in Public Safety 1 44PM 0 7 Chair Overson asked for clarification on Neighborhood Services Mr Harrington cited events e i Movies in the Parks neighborhood ups clean etc Some job shifting was cited It was explained that the Neighborhood Services Coordinator position will now be covering Code Enforcement Mr Harrington explained positive changes that have been made to deal with neighborhood code issues 30PM 6 1 2 The need for a new organizational chart for the City was cited Mr Harrington said that he hopes to distribute a new chart with the budget He gave explanation on the information on employees that is provided on the last two pages of the budget 67 PM Additional discussion ensued regarding possible reasons to upgrade to Surface 14 tablets 6 l4 7 9 PM Mr Harrington cited small changes that he may still need to make to the current budget 6 1 9 4PM Direction was given to Scott Harrington to add 0 8 00 to the Council Budget for Surface tablets and to add 0 4 00 to the budget for ChamberWest to bring that allocation to 000 10 Taylorsville City Council Work Session Minutes May 28 2014 Pale 9 6 58 2 4 PM Chair Overson suggested that Council Members now continue reviewing the budget on their own and contact Mr Harrington with additional questions or for clarification 65 PM Mr Harrington reminded the Council that they each have 0 26 8 00 for use in their own Districts for cleanup projects eta It was confirmed that these amounts are separate from Community Councils 6 37 2 6 PM Mr Harrington called for feedback on how the budget process has gone this year The Council spoke in favor of the budget process other than trouble they sometimes experienced navigating the budget on their iPad devices 3 Other Matters There were no other matters 4 Closed Sessions 1 4 Strategy Session to Discuss the Sale or Purchase of Real Property It was determined that this Closed Session was no longer needed 2 4 Discussion Regarding the Professional Competency of an Individual It was determined that this Closed Session was no longer needed 5 Adjournment Council Member Dama Barbour MOVED to adjourn the Special City Council Meeting Council Member Ernest Burgess SECONDED the motion Chair Overson for discussion on the motion There being none she called for a vote The vote was as follows Christopherson excused yes Barbour Burgess yes and Armstrong yes Overson excused All City Council members present voted in favor and the motion passed unanimously The meeting was adjourned at 6 2 6m p Cheryl Peacock ottte City Recorder Minutes approved CC 06 14 18 a9lnutes Prepared by Cheryl Peacock Cottle Ci1v Recorder