City Council Study Meeting

MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -1- THE WEST VALLEY CITY COUNCIL MET IN STUDY SESSION ON TUESDAY, OCTOBER 9, 2018, AT 4:30 P.M. AT WEST VALLEY CITY HALL, MULTIPURPOSE ROOM, 3600 CONSTITUTION BOULEVARD, WEST VALLEY CITY, UTAH. THE MEETING WAS CALLED TO ORDER AND CONDUCTED BY MAYOR BIGELOW. THE FOLLOWING MEMBERS WERE PRESENT: Ron Bigelow, Mayor Lars Nordfelt, Councilmember At-Large Don Christensen, Councilmember At-Large Tom Huynh, Councilmember District 1 Steve Buhler, Councilmember District 2 Jake Fitisemanu, Councilmember District 4 (arrived as noted) ABSENT: Karen Lang, Councilmember District 3 STAFF PRESENT: Wayne T Pyle, City Manager Nichole Camac, City Recorder Paul Isaac, Assistant City Manager/ HR Director Nicole Cottle, Assistant City Manager/General Counsel/ CED Director Eric Bunderson, City Attorney Shane Hamilton, Acting Police Chief John Evans, Fire Chief Jim Welch, Finance Director Layne Morris, CPD Director Russ Willardson, Public Works Director Nancy Day, Parks and Recreation Director Sam Johnson, Strategic Communications Director Jake Arslanian, Public Works Department Steve Pastorik, CED Jamie Young, Parks and Recreation Ken Cushing, Administration Chris Beichner, Fire Department APPROVAL OF MINUTES OF STUDY MEETING HELD OCTOBER 2, 2018 The Council considered the Minutes of the Study Meeting held October 2, 2018. There were no changes, corrections or deletions.  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -2- Councilmember Christensen moved to approve the Minutes of the Study Meeting held October 2, 2018. Councilmember Buhler seconded the motion. A voice vote was taken and all members voted in favor of the motion. Councilmember Fitisemanu arrived at 4:31 PM. REVIEW AGENDAS FOR REGULAR CITY COUNCIL MEETING OF OCTOBER 9, 2018 Mayor Bigelow clarified that the change made to the graffiti ordinance meets the Council’s wishes. Councilmember Buhler replied yes. Wayne Pyle, City Manager, discussed the Granger Medical amendment scheduled on the Redevelopment Agency agenda. He described two items that have been amended to the agreement. Councilmember Buhler asked if applying for the building permit is on the schedule. Nicole Cottle, Assistant City Manager, replied yes and indicated that this must be done by October 18, 2018. Councilmember Buhler clarified that the City is giving the applicant sufficient time. Wayne replied yes. Mayor Bigelow complimented staffs ability to make things work while maintaining the Council’s intentions. Upon inquiry by Mayor Bigelow, members of the Council had no further questions or concerns regarding items listed on the Agenda for the Regular City Council Meeting scheduled later this night. AWARDS, CEREMONIES AND PROCLAMATIONS SCHEDULED FOR OCTOBER 16, 2018 A. PRESENTATION OF THE CITIZEN-CENTRIC REPORTING (CCR) AWARD BY THE ASSOCIATION OF GOVERNMENT ACCOUNTANTS (AGA) Jim Welch, Finance Director, explained that the Finance Department participates in Citizen Centric Reporting and prepares a document that summarizes the budget for residents. He indicated that the City applied for and received the award from the Association of Government Accountants. Councilmember Buhler commended the Finance Department on receiving multiple awards throughout the year. ORDINANCE 18-40: AMEND SECTION 1-2-104 OF THE WEST VALLEY CITY MUNICIPAL CODE TO ADOPT A CHANGE TO THE CONSOLIDATED FEE SCHEDULE TO INCLUDE FEES ASSESSED FOR HANDLING OF BOUNCED OR RETURNED CHECKS Jim Welch, Finance Director, presented proposed Ordinance 18-40 that would amend Section 1-2-104 of the West Valley City Municipal Code to adopt a change to the consolidated  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -3- fee schedule to include fees assessed for handling of bounced or returned checks. Written documentation previously provided to the City Council included information as follows: This proposed amendment adjusts the Consolidated Fee Schedule to include a fee in the amount of $20.00 for returned checks issued to the City. This fee is intended to recoup the bank fees, processing and handling costs incurred when a check written to the City is returned NSF, Stop Payment or for other reasons is refused payment. This fee matches the state legal limit for the imposition of such fees. The City Council will consider Ordinance 18-40 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M. ORDINANCE 18-41: AMEND CHAPTER 3-10 OF THE WEST VALLEY CITY MUNICIPAL CODE TO AMEND PROVISIONS GOVERNING ADMINISTRATIVE ADVISORY ORGANIZATIONS Paul Isaac, Assistant City Manager, presented proposed Ordinance 18-41 that would amend Chapter 3-10 of the West Valley City Municipal Code to amend provisions governing administrative advisory organizations. Written documentation previously provided to the City Council included information as follows: It is proposed that CAB, the Arts Council, the UCCC Foundation Committee, and the UCCC Advisory Board be eliminated and the Arts Council members would now serve as co-creators with the Division of Arts and Culture. These “West Valley City creators” will be invited to participate with City Staff to create new programing, improve existing programing and provide expertise to ensure that the presentation of arts, or cultural events are appropriately demonstrating or depicting traditional values and norms. Individuals serving on this committee would be invited to serve based on their expertise, commitment and passion to provide quality family programing, cultural exchange programs and gallery exhibits which promote cultural understanding and otherwise enrich and strengthen our community. We consider these individual volunteers different than those volunteers who desire to assist us in ushering at events, selling tickets or providing labor at events. The Historical Society would be merged with the existing Historic Preservation Committee created by Chapter 3-17. The Historic Preservation Committee has authority through existing ordinances to do all work and activities currently performed by the Historical Society.  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -4- Councilmember Christensen stated that Sister City Committee and Historical Preservation Commission doesn’t include the term “advisory” and questioned whether this should be included. Mayor Bigelow indicated that there would not be a lot of change to what is occurring right now. He stated that the City could look at different long term goals as well and may determine that different boards be implemented in the future. Councilmember Huynh asked if staff feels comfortable with this new proposal. Paul replied yes and indicated that the next phase will be to pursue more volunteerism. Mayor Bigelow indicated that it appears the City has a good grasp on gaining volunteers. Paul explained that by providing certain programming and activities, volunteers will be able to participate in events that interest them. Mayor Bigelow stated that there are three types of people: general volunteers, people with expertise, and those who specialize in bringing events to the City. The City Council will consider Ordinance 18-41 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M. RESOLUTION 18-190: DISSOLVE THE WEST VALLEY CITY ARTS COUNCIL Paul Isaac, Assistant City Manager, presented proposed Resolution 18-190 that would dissolve the West Valley City Arts Council. Written documentation previously provided to the City Council included information as follows: It is proposed that CAB, the Arts Council, the UCCC Foundation Committee, and the UCCC Advisory Board be eliminated and the Arts Council members would now serve as co-creators with the Division of Arts and Culture. These “West Valley City creators” will be invited to participate with City Staff to create new programing, improve existing programing and provide expertise to ensure that the presentation of arts, or cultural events are appropriately demonstrating or depicting traditional values and norms. Individuals serving on this committee would be invited to serve based on their expertise, commitment and passion to provide quality family programing, cultural exchange programs and gallery exhibits which promote cultural understanding and otherwise enrich and strengthen our community. We consider these individual volunteers different than those volunteers who desire to assist us in ushering at events, selling tickets or providing labor at events. The Cultural Arts Board’s functions will be performed by staff and volunteers as set forth above. The City Council will consider Resolution 18-190 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M.  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -5- RESOLUTION 18-191: DISSOLVE THE WEST VALLEY CITY UTAH CULTURAL CELEBRATION CENTER ADVISORY BOARD Paul Isaac, Assistant City Manager, presented proposed Resolution 18-191 that would dissolve the West Valley City Utah Cultural Celebration Center Advisory Board. Written documentation previously provided to the City Council included information as follows: It is proposed that CAB, the Arts Council, the UCCC Foundation Committee, and the UCCC Advisory Board be eliminated and the Arts Council members would now serve as co-creators with the Division of Arts and Culture. These “West Valley City creators” will be invited to participate with City Staff to create new programing, improve existing programing and provide expertise to ensure that the presentation of arts, or cultural events are appropriately demonstrating or depicting traditional values and norms. Individuals serving on this committee would be invited to serve based on their expertise, commitment and passion to provide quality family programing, cultural exchange programs and gallery exhibits which promote cultural understanding and otherwise enrich and strengthen our community. We consider these individual volunteers different than those volunteers who desire to assist us in ushering at events, selling tickets or providing labor at events. The UCCC Advisory Board’s functions will be performed by staff and volunteers as set forth above. The City Council will consider Resolution 18-191 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M. RESOLUTION 18-192: DISSOLVE THE WEST VALLEY CITY UTAH CULTURAL CELEBRATION CENTER FOUNDATION COMMITTEE Paul Isaac, Assistant City Manager, presented proposed Resolution 18-192 that would dissolve the West Valley City Utah Cultural Celebration Center Foundation Committee. Written documentation previously provided to the City Council included information as follows: It is proposed that CAB, the Arts Council, the UCCC Foundation Committee, and the UCCC Advisory Board be eliminated and the Arts Council members would now serve as co-creators with the Division of Arts and Culture. These “West Valley City creators” will be invited to participate with City Staff to create new programing, improve existing programing and provide expertise to ensure that the  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -6- presentation of arts, or cultural events are appropriately demonstrating or depicting traditional values and norms. Individuals serving on this committee would be invited to serve based on their expertise, commitment and passion to provide quality family programing, cultural exchange programs and gallery exhibits which promote cultural understanding and otherwise enrich and strengthen our community. We consider these individual volunteers different than those volunteers who desire to assist us in ushering at events, selling tickets or providing labor at events. The UCCC Foundation will remain an active 501(c)(3) nonprofit corporation and will continue to pursue fundraising opportunities. Staff and volunteers will assist as needed. The City Council will consider Resolution 18-192 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M. RESOLUTION 18-193: DISSOLVE THE WEST VALLEY CITY CULTURAL ARTS BOARD Paul Isaac, Assistant City Manager, presented proposed Resolution 18-193 that would dissolve the West Valley City Cultural Arts Board. Written documentation previously provided to the City Council included information as follows: It is proposed that CAB, the Arts Council, the UCCC Foundation Committee, and the UCCC Advisory Board be eliminated and the Arts Council members would now serve as co-creators with the Division of Arts and Culture. These “West Valley City creators” will be invited to participate with City Staff to create new programing, improve existing programing and provide expertise to ensure that the presentation of arts, or cultural events are appropriately demonstrating or depicting traditional values and norms. Individuals serving on this committee would be invited to serve based on their expertise, commitment and passion to provide quality family programing, cultural exchange programs and gallery exhibits which promote cultural understanding and otherwise enrich and strengthen our community. We consider these individual volunteers different than those volunteers who desire to assist us in ushering at events, selling tickets or providing labor at events. The Cultural Arts Board’s functions will be performed by staff and volunteers as set forth above. The City Council will consider Resolution 18-193 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M.  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -7- RESOLUTION 18-194: DISSOLVE THE WEST VALLEY CITY HISTORICAL SOCIETY AND APPOINT ITS FORMER MEMBERS TO THE HISTORIC PRESERVATION COMMISSION Paul Isaac, Assistant City Manager, presented proposed Resolution 18-194 that would dissolve the West Valley City Historical Society and appoint its former members to the Historic Preservation Commission. Written documentation previously provided to the City Council included information as follows: It is proposed that CAB, the Arts Council, the UCCC Foundation Committee, and the UCCC Advisory Board be eliminated and the Arts Council members would now serve as co-creators with the Division of Arts and Culture. These “West Valley City creators” will be invited to participate with City Staff to create new programing, improve existing programing and provide expertise to ensure that the presentation of arts, or cultural events are appropriately demonstrating or depicting traditional values and norms. Individuals serving on this committee would be invited to serve based on their expertise, commitment and passion to provide quality family programing, cultural exchange programs and gallery exhibits which promote cultural understanding and otherwise enrich and strengthen our community. We consider these individual volunteers different than those volunteers who desire to assist us in ushering at events, selling tickets or providing labor at events. The Historical Society would be merged with the existing Historic Preservation Committee created by Chapter 3-17. The Historic Preservation Committee has authority through existing ordinances to do all work and activities currently performed by the Historical Society. Paul stated that if the Historic Preservation Commission or Sister City Committee is in need of money, they will need to request funds through the City. Mayor Bigelow indicated that if the Council is not willing to consider investing in these committees, there is no reason to allow them to continue under the City. Councilmember Nordfelt stated that he would not want to add the term “advisory” to the name of the board. Mayor Bigelow questioned how specific fees will be paid. Paul replied that the Committee will have access to State funds or will need to ask the City via a budget opening. Mayor Bigelow stated that the Council should send a message of financial support to the Historic Preservation Commission. The City Council will consider Resolution 18-194 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M.  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -8- RESOLUTION 18-195: APPROVE THE PURCHASE OF SQL SERVERS FROM NETWIZE Ken Cushing, Administration, presented proposed Resolution 18-195 that would approve the purchase of SQL Servers from Netwize. Written documentation previously provided to the City Council included information as follows: The City been using Microsoft SQL Server for many years to house the databases for most City applications including OnBase, Cityworks, Innoprise, ESRI GIS and more. There are currently over 100 databases stored on it. Future upgrades to software the city uses may not be possible without a more current version of SQL Server. Formal bidding will not be required since Microsoft SQL Server is already in place. Upgrading our licensing to Microsoft SQL Server 2017 will allow us to use new features required for upcoming versions of software used by every department in the city. Councilmember Buhler asked why the City is purchasing duplicate servers. Ken replied that there are 4 physical servers that run 130 virtual servers. He indicated that 5 separate servers are being purchased that have 4 cores which is why it appears they are duplicate. Councilmember Fitisemanu asked if the servers are stored on-site. Ken replied they are stored at City Hall but there are backup servers if an emergency were to occur. The City Council will consider Resolution 18-195 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M. RESOLUTION 18-196: AWARD A CONTRACT TO COMMERCIAL MECHANICAL FOR REPLACEMENT OF THE BUILDING BOILER AT THE WEST VALLEY CITY FAMILY FITNESS CENTER Jamie Young, Parks and Recreation, presented proposed Resolution 18-196 that would award a contract to Commercial Mechanical for replacement of the building boiler at the West Valley City Family Fitness Center. Written documentation previously provided to the City Council included information as follows: Parks and Recreation publicly advertised for proposals for the Heating Loop Boiler replacement at the Family Fitness Center. This is an original boiler installed in 1999. Extensive preventative maintenance and general work has been performed  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -9- over the years to keep the boiler operational. Recently there have been significant and consistent issues preventing functionality. The RFP was posted in the newspaper and several companies were contacted by staff. The proposals were evaluated and compared against each other in a matrix format by a committee of three. Of the eight proposals, four met specifications. Their proposed prices to replace with a similar unit are as follows: Commercial Mechanical: $34,920 MSS: $38,467 Combustion & Control: $41,000 KHI: $82,465 Out of these proposals, Commercial Mechanical was the lowest responsible bidder. Councilmember Buhler asked if this is the first replacement. Jamie replied that this is the first full replacement. Councilmember Christensen asked if the building will need to be shut down. Jamie replied no. She indicated that the boiler has surpassed its life expectancy. The City Council will consider Resolution 18-196 at the Regular Council Meeting scheduled October 16, 2018, at 6:30 P.M. COMMUNICATIONS A. MULTIFAMILY (RM) DEVELOPMENT STANDARDS Steve Pastorik presented a PowerPoint presentation summarized as follows: - Multi-Unit Residential Design Standards o Minimum unit sizes and standards  Minimum unit sizes:  400 SF for studio units  550 SF for one-bedroom units  800 SF for two-bedroom units  1,000 SF for three-bedroom units  1,200 SF for four-bedroom units  Unit standards  Each unit shall have its own kitchen and bathroom.  Each unit shall have at least one covered parking space.  At least 50% of units shall have a garage parking space.  Each unit shall have washer and dryer hook-ups or the overall project shall have an on-site laundry. o Exterior materials MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -10-  All exteriors shall be brick, stucco, stone or fiber cement.  60% maximum stucco  60% maximum fiber cement  20% minimum brick or stone o Relief treatments  Building fronts required to have at least two different relief treatments per dwelling unit.  Other sides with an entrance or that are visible from a public right-of-way to have at least one relief treatment.  Bay Windows  Box Windows  Building offsets or projections  Balconies, covered porches, or prominent covered entryway o Window treatments  At least 25% of the front to be fenestration.  Building fronts required to have at least three window treatments with at least two treatments per window.  All other sides to have at least two window treatments with at least one window treatment per window.  Varying the size and/or style of windows  Window sills  Window grids  Window trim  Window headers  Window railing  Shutters o Building design treatments  Building fronts required to have at least two building design treatments.  Other sides with an entrance or that are visible from a public right-of-way to have at least one building design treatment.  Ornamental details such as quoins, knee braces and exposed joists  A change of material  A change of color  Decorative parapet  Architectural banding  Cornice other than that at the top of the building  A change of pattern  A distinguished upper floor  Buildings with at least four floors MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -11- o Garage treatments  Developments with garages must have at least two garage treatments per garage.  No more than 50% of the first floor of the front shall be devoted to garage doors.  Enclosed second floor living space over the garage  Garage flush with or recessed from front  Windows in the garage doors  Offset between garage doors o Roof treatments  There shall be at least one roof articulation per dwelling unit for pitched roofs.  One parapet variation shall occur in per two dwelling units where a pitched roof is not used.  The minimum roof pitch is 6:12.  Laminated architectural shingles are required when shingles are used.  Roof articulations  Parapet variations o Amenities  Described the number of units to the total number of amenities required to the major amenities required  Major amenities  Swimming pool  Courtyard  Clubhouse  Garages  On-site manager  Fitness room  Private patio/balcony  Minor Amenities  Tot lot  Volleyball court  Hot tub  Walking/exercise trail  Basketball court  Tennis court  Bicycle storage  Outdoor covered pavilion o Parking Standards  Discussed unit type and minimum parking requirements  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -12-  2017 Parking Survey  For apartments, stalls used per unit ranged from just below 1 for complexes with smaller units to 1.8 for complexes with larger units. The average over 13 complexes was 1.2 stalls per unit.  For townhomes, stalls used per unit ranged from 2 to 2.5. The average over 7 developments was 2.3. Councilmember Buhler and Mayor Bigelow commented that recent developments seem to have higher standards than what is required in the code at a minimum. They suggested that increasing the minimum standard seems to be necessary. Councilmember Buhler requested an inventory of multi-family units throughout the City and their square footages. Mayor Bigelow suggested separating townhome and apartment standards. He also stated that he would like to see exterior materials modified which would increase brick and stone and decrease stucco and fiber cement. Mayor Bigelow stated that visitor parking standards should be increased. Councilmember Buhler agreed but added that he feels parking issues can sometimes be usage, convenience, etc. Councilmember Fitisemanu asked if snow decreases parking spaces. Steve replied the City hasn’t received complaints regarding this issue that he is aware of. He stated that staff can increase the amount of parking spaces required in the Code if the Council feels there is not enough. Councilmember Buhler stated that he is concerned about increasing or shifting parking issues. The Mayor and Council discussed parking concerns throughout the City. B. COUNCIL CALENDAR Mayor Bigelow referenced a Memorandum previously received from the City Manager that outlined upcoming meetings and events. Members of the City Council had no further questions regarding the Council Update. NEW BUSINESS A. POTENTIAL FUTURE AGENDA ITEMS None B. COUNCIL REPORTS None MOTION TO ADJOURN Upon motion by Councilmember Christensen all voted in favor to adjourn.  MINUTES OF COUNCIL STUDY MEETING – OCTOBER 9, 2018 -13- VIEW POLICE DEPARTMENT BATT (BALLISTIC ARMORED TACTICAL TRANSPORT) VEHICLE AND FIRE DEPARTMENT BRUSH ENGINE Mayor Bigelow and the Council went outside to tour and view the BATT and Brush Engine Vehicles. Deputy Chief Hamilton and Chief Evans explained their function and highlighted various aspects of their capability. THERE BEING NO FURTHER BUSINESS OF THE WEST VALLEY COUNCIL THE STUDY MEETING ON TUESDAY OCTOBER 9, 2018 WAS ADJOURNED AT 6:08 PM BY MAYOR BIGELOW. I hereby certify the foregoing to be a true, accurate and complete record of the proceedings of the Study Meeting of the West Valley City Council held Tuesday, October 9, 2018. _______________________________ Nichole Camac, CMC City Recorder