City Council Study Meeting

MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -1- THE WEST VALLEY CITY COUNCIL MET IN STUDY SESSION ON TUESDAY, MAY 7, 2019, 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 Karen Lang, Councilmember District 3 Jake Fitisemanu, Councilmember District 4 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 Colleen Jacobs, Police Chief Chris Beichner, Acting 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 Lehman, CED Jason Erekson, Parks and Recreation Ken Cushing, Admin Heather Royall, CPD Andrew Wallentine, Admin APPROVAL OF MINUTES OF STUDY MEETING HELD APRIL 23, 2019 The Council considered the Minutes of the Study Meeting held April 23, 2019. There were no changes, corrections or deletions.  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -2- Councilmember Nordfelt moved to approve the Minutes of the Study Meeting held April 23, 2019. Councilmember Buhler seconded the motion. A voice vote was taken and all members voted in favor of the motion. REVIEW AGENDAS FOR REGULAR CITY COUNCIL, REDEVELOPMENT AGENCY, HOUSING AUTHORITY, AND MUNICIPAL BUILDING AUTHORITY MEETINGS OF MAY 7, 2019 Upon inquiry by Mayor Bigelow, members of the Council had no further questions or concerns regarding items listed on the Agendas for the Regular City Council, Redevelopment Agency, Housing Authority, or Municipal Building Authority Meetings scheduled later this night. AWARDS, CEREMONIES AND PROCLAMATIONS SCHEDULED FOR MAY 14, 2019 A. PROCLAMATION DECLARING MAY 18, 2019 AS KIDS TO PARKS DAY IN WEST VALLEY CITY Councilmember Lang offered to read the Proclamation declaring May 18, 2019 as Kids to Parks Day in West Valley City at the Regular City Council Meeting Scheduled May 14, 2019 at 6:30 PM. PUBLIC HEARINGS SCHEDULED FOR MAY 14, 2019 A. ACCEPT PUBLIC INPUT REGARDING THE WEST VALLEY CITY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) ANNUAL ACTION PLAN AND BUDGET PROPOSAL ON RECOMMENDED PROJECTS FOR FISCAL YEAR 2019-2020 Mayor Bigelow informed a public hearing had been advertised for the Regular Council Meeting scheduled May 14, 2019, in order for the City Council to hear and consider public comments regarding the West Valley City Community and Economic Development Block Grant (CDBG) annual action plan and budget proposal on recommended projects for fiscal year 2019-2020. Proposed Resolution 19-45 related to the proposal to be considered by the City Council subsequent to the public hearing, was discussed as follows: ACTION: RESOLUTION NO. 19-45, APPROVE THE WEST VALLEY CITY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) BUDGET PROPOSAL AND RECOMMENDED PROJECTS FOR FISCAL YEAR 2019-2020 Heather Royall, CPD, discussed proposed Resolution 19-45 that would approve the West Valley City Community Development Block Grant (CDBG) budget proposal MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -3- and recommended projects for fiscal year 2019-2020. Written documentation previously provided to the City Council included information as follows: Each year West Valley City receives grant funds from the U.S. Department of Housing and Urban Development (HUD) through the CDBG program. Before HUD will approve any CDBG expenditures we must have an approved Annual Action Plan describing our goals for the programs with a budget listing the projects we intend to fund with CDBG for the 2019-2020 fiscal year. We have created an Annual Action Plan and budget proposal that meets the goals and federal guidelines of these funds. The City has made its Annual Action Plan and budget proposal available for public review and a public hearing was held on May14, 2019 at 6:30 p.m. in the West Valley City Council Chambers, to allow for public comment. The Community Development Block Grant (CDBG) and Salt Lake County HOME programs fund West Valley City with annual amounts to run programs pertaining to Low-Moderate income individuals and families. Estimated CDBG Program Income (PI) generated from the CDBG Home Rehabilitation Program payments will be approximately $25,000. PI offsets the funds allocated to West Valley City CDBG program from HUD and must be reinvested into the CDBG program’s eligible projects. The Public Service projects and the Administration costs are capped by HUD, with no more than 15% of the total allocation going to Public Services projects and no more than 20% going toward Administration and operating expenses. West Valley City has a CDBG Committee in place, which currently has 5 members consisting of both knowledgeable staff and West Valley City residents, as directed by HUD. The Committee goes through an extensive process and each member dedicated over 10 hours to hearing individual agencies present their projects/programs, interviewing the agencies, reviewing applications and meeting to discuss funding requests. These recommendations presented to City Council are those that, by vote of the CDBG Committee members, both scored high and will be most impactful to residents, making the best use of funds received, while staying in line with the City’s 5-year Consolidated Plan goals and HUD’s direction. Councilmember Buhler asked if the West Valley Home Rehabilitation program is the same as the Idea House. Heather replied no and indicated that this program  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -4- allows individuals living in their homes to request funds for renovations. Councilmember Buhler asked if the City turned down any requestors from the public service list. Heather replied yes and indicated that there was a 6% decrease this year. She stated that she could provide the list of groups that were denied. Councilmember Buhler asked if the Road Home was closing. Heather replied that the Road Home is closing at Rio Grande but will continue operating shelters elsewhere in the valley. Mayor Bigelow stated that $350,000 is going to Parks and Recreation and asked what that funding will be used for. Heather replied this is the hard cost for a new park. Nancy Day, Parks and Recreation, stated it is for the new Truong Park just east of Redwood Road and approximately 3700 South. Mayor Bigelow asked if any of the groups receiving funding are new this year. Heather replied no. Mayor Bigelow asked if there is any significance in the order of the items listed. Heather replied no. Councilmember Fitisemanu asked if there is a process of reporting back to the City. Heather replied that recipients report quarterly and annually and added that she monitors their files and income calculations. The City Council will consider Resolution 19-45 at the Regular Council Meeting scheduled May 14, 2019 at 6:30 P.M. ORDINANCE 19-12: AMEND SECTION 1-2-107 OF THE WEST VALLEY CITY MUNICIPAL CODE TO UPDATE THE PARKS AND RECREATION CONSOLIDATED FEE SCHEDULE Nancy Day, Parks and Recreation Director, presented proposed Ordinance 19-12 that would amend Section 1-2-107 of the West Valley City Municipal Code to update the Parks and Recreation consolidated fee schedule. Written documentation previously provided to the City Council included information as follows: Parks and Recreation requests an update of the consolidated fee schedule for the West Valley City Family Fitness Center. The proposed update eliminates programs that are no longer offered and allows for fees for seasonal activities to be approved by the City Manager. The Parks and Recreation Department charges fees to recover the costs of services and activities offered to the public. Classes, lessons, sports leagues, special events and other community programming may be changed or added depending on the season and Departmental resources. Staff frequently reviews program and event fees to ensure that they cover costs and are consistent with industry standards. It is  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -5- proposed that authorization be given to the City Manager to approve such changes as they occur because these types of changes occur frequently. The Family Fitness Center is proposing a fee increase in the various ongoing Kidz Kamp programs to offset increased operational costs. Additionally, childcare costs are clarified in the Consolidated Fee Schedule. Mayor Bigelow requested that the Council be informed on significant changes. Wayne replied that he can do this on an annual basis or whatever the Council feels necessary. Nancy replied that she will ensure the Council is informed regularly and on major modifications. Mayor Bigelow requested that generic, broad language to this effect be added to the proposed ordinance. Councilmember Lang noted that the Fitness Center likely won’t want to increase anything significantly in order to remain competitive. Nancy agreed and stated that it’s important that services remain available to everyone. The City Council will consider Ordinance 19-12 at the Regular Council Meeting scheduled May 14, 2019 at 6:30 P.M. RESOLUTION 19-46: AWARD A CONTRACT TO COURTS UNLIMITED, LLC FOR THE REPAIR AND RESURFACE OF TENNIS COURTS AT CENTENNIAL PARK, PARKWAY PARK, AND WEST VIEW PARK Jason Erekson, Parks and Recreation, presented proposed Resolution 19-46 that would award a Contract to Courts Unlimited, LLC for the repair and resurface of tennis courts at Centennial Park, Parkway Park, and West View Park. Written documentation previously provided to the City Council included information as follows: The tennis courts at Centennial Park, Parkway Park and West View Park are in serious need of repair and resurfacing. This needs to be done to have a safe, consistent, and usable surface. It is anticipated that grant monies totaling $41,924.00 from the United States Tennis Association (USTA) will be provided to offset the cost of this project. Tennis courts at Centennial Park, Parkway Park and West View Park have aged and are in need of repair and resurfacing. The cracks are unsightly and create issues with sports being played on them. Annual maintenance has not been available due to lack of funding which has accentuated the need for this work. A program modification was approved for this purpose.  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -6- A RFP was issued, and we had one responder, Courts Unlimited, who bid this project at $174,470.00. This price also included the repair and resurfacing of the two tennis courts at Woodledge Park. Woodledge Park was eliminated from the process as funding needed would exceed what was approved in the program modification. The cost of repair work has increased over what was originally estimated. Additionally, grant dollars from the USTA were not available for the Woodledge Park tennis courts as they are located in a detention basin. This brings the amount needed for the proposed work to $122,170.00. If grant funds from the USTA are not provided as anticipated, other tennis courts will be eliminated from the repair schedule. We have called and spoken to the Courts Unlimited references, and it appears that they will do excellent work. They are currently repairing and resurfacing the basketball courts and pickleball conversion at Centennial Park. Councilmember Buhler asked why Woodledge Park was removed from the proposal. Jason replied that the courts at Woodledge Park are in a detention basin and funding won’t cover the repair or reconstruction. Upon inquiry by Councilmember Nordfelt, Jason explained that the courts will be sealed, repaired, and nets will be added. Councilmember Lang asked if they will be striped for pickleball. Jason replied not initially but this will be done within a year. Mayor Bigelow stated that costs are coming in higher than anticipated for everything that requires materials and indicated that the City may need to anticipate this when planning projects. Councilmember Huynh asked how many bids the City received. Jason replied one. The City Council will consider Resolution 19-46 at the Regular Council Meeting scheduled May 14, 2019 at 6:30 P.M. RESOLUTION 19-47: IMPLEMENT A PUBLIC RECORDS MANAGEMENT SOLUTION USING ONBASE Ken Cushing, Administration, presented proposed Resolution 19-47 that would implement a Public Records Management Solution using Onbase. Written documentation previously provided to the City Council included information as follows: Nationally, government organizations spend four hours a day on the fulfillment and management of public records requests. Currently West Valley City Staff receive Government Records Access and Management Act (GRAMA) records requests throughout the City by email and phone requests. Departments are currently using  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -7- adhoc methods of tracking GRAMA requests, but the City does not have a centralized solution to ensure the timeliness and accuracy of the request fulfillment. The Public Records Request Management Solution using OnBase will utilize the City’s Document Management System for managing all public records requests. This solution will manage routing and workflow for all requests to retrieve all City Documents in a timely manner in compliance with the Government Records Access and Management Act, ensuring that all data/documents are vetted before release. The Public Records Request Management Solution will be utilized by the Legal Department, the City Recorder and City Departments for accurate request tracking, work flow and documentation. Councilmember Buhler asked if this would manage Police records as well. Ken replied yes. Councilmember Buhler asked if other cities have used this. Ken replied he is unsure. Councilmember Buhler asked how many records the City receives daily. Nichole Camac, City Recorder, replied that it depends but approximately 5-10 and the Police Department receives significantly more. Councilmember Buhler asked if people will have to submit electronically using this system. Nichole replied no and indicated that she could initiate the process if a paper copy was submitted. Councilmember Buhler asked how record requests are currently tracked. Nichole replied that emails are sent, saved, and followed up on. Mayor Bigelow requested a follow up on the system after its implementation in a year. Councilmember Lang noted that Nichole would still need to follow up on requests but this would allow an easier process for following up. Ken agreed and added that another goal would be to automate common requests moving forward. The City Council will consider Resolution 19-47 at the Regular Council Meeting scheduled May 14, 2019 at 6:30 P.M. RESOLUTION 19-48: AWARD A CONTRACT TO LYNDON JONES CONSTRUCTION FOR THE DERBY STREET STORM DRAIN PROJECT Russ Willardson, Public Works Director, presented proposed Resolution 19-48 that would award a Contract to Lyndon Jones Construction for the Derby Street Storm Drain Project. Written documentation previously provided to the City Council included information as follows: Bids for the project were opened on April 16, 2019 and a total of four (4) bids were received. The lowest responsible bidder was Lyndon Jones Construction.  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -8- This project is in the Chesterfield Subdivision which has many drainage deficiencies. The subdivision plat is over 100 years old, and the roads lack adequate drainage facilities. This project will replace a corrugated metal storm drain pipe that currently extends from Parkway Avenue to 2400 South through private property and will redirect runoff through a new storm drain in Parkway Avenue and Derby Street. The project will eliminate a drainage problem in the intersection of Parkway Avenue and Derby Street and will also install a shallow drain to collect a large area of ponded water in the shoulder on the south side of Parkway Avenue. Councilmember Buhler asked if all the bids came in below the estimate. Russ replied three came in below and one was significantly above. Councilmember Buhler asked how this varied so significantly. Russ replied he is unsure but added that everything was evaluated on the winning bid and it met all qualifications. Councilmember Lang stated that she is aware of several other areas needing work like this. Russ agreed and adding that the City gets to them as quickly as funding allows. Councilmember Huynh stated that residents of Chesterfield are looking forward to this issue being resolved. Mayor Bigelow discussed new subdivisions and drainage processes. Russ explained how storm drainage works. The Council and staff discussed runoff and drainage into soil, etc. The City Council will Resolution 19-48 at the Regular Council Meeting scheduled May 14, 2019 at 6:30 P.M. RESOLUTION 19-49: APPROVE AN AGREEMENT WITH ROCKY MOUNTAIN POWER TO BURY POWER LINES ALONG 4100 SOUTH IN WEST VALLEY CITY Russ Willardson, Public Works Director, presented proposed Resolution 19-49 that would approve an Agreement with Rocky Mountain Power to bury power lines along 4100 South in West Valley City. Written documentation previously provided to the City Council included information as follows: The city has asked Rocky Mountain Power to bury certain overhead crossings on 4100 South between Bangerter Highway and 5460 West. This agreement covers the cost for Rocky Mountain Power to bury various overhead facilities into conduit and boxes installed by the City’s road reconstruction contractor. Total cost by Rocky Mountain Power is $164,342.00.  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -9- Aerial crossings at the following locations will be buried: 4121 West 4700 West 4129 West 4850 West 4200 West 4870 West 4250 West 5000 West 4380 West 5070 West 4430 West 5093 West 4460 West Holder Drive 4490 West 5160 West 4508 West 5250 West 4556 West 5280 West 4650 West 5350 West Councilmember Buhler verified that the lower distribution lines would be buried. Russ replied yes. Mayor Bigelow stated that this has been in discussion for quite awhile. The City Council will consider Resolution 19-49 at the Regular Council Meeting scheduled May 14, 2019 at 6:30 P.M. CONSENT AGENDA SCHEDULED FOR MAY 14, 2019 A. RESOLUTION 19-50: RATIFY THE CITY MANAGER'S APPOINTMENT OF JIM COLEMAN AS A MEMBER OF THE PROFESSIONAL STANDARDS REVIEW BOARD Mayor Bigelow discussed proposed Resolution 19-50 that would ratify the City Manager's appointment of Jim Coleman as a member of the Professional Standards Review Board. Written documentation previously provided to the City Council included information as follows: Jim Coleman is willing to serve as a member of the West Valley City Professional Standards Review Board. Members of the West Valley City Professional Standards Review Board are appointed for a two-year term by the City Manager with the advice and consent of the City Council. B. RESOLUTION 19-51: RATIFY THE CITY MANAGER'S APPOINTMENT OF JIM VESOCK AS A MEMBER OF THE CLEAN AND BEAUTIFUL  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -10- COMMITTEE Mayor Bigelow discussed proposed Resolution 19-51 that would ratify the City Manager's appointment of Jim Vesock as a member of the Clean and Beautiful Committee. Written documentation previously provided to the City Council included information as follows: Jim Vesock is willing to serve as a member of the West Valley City Clean and Beautiful Committee. Members of the West Valley City Clean and Beautiful Committee are appointed for a four-year term by the City Manager with the advice and consent of the City Council. Upon inquiry, there were no further questions or concerns expressed by members of the City Council. The City Council will consider Resolutions 19-50 and 19-51 at the Regular Council Meeting scheduled May 14, 2019, at 6:30 P.M. COMMUNICATIONS A. UTAH CULTURAL CELEBRATION CENTER AMPHITHEATER Mayor Bigelow stated that the amphitheater is a different level of asset. He indicated that the UCCC is a jewel with the completion of the basement and is well loved by the community. He stated that the AV equipment and quality of the stage are outdated and face many issues and questioned if the amphitheater is still something the Council wants. Councilmember Buhler stated that he prefers to see summer plays and concerts at the amphitheater because it is outside and provides a nice environment. He indicated that he sees the Harmon Hall as a temporary home for these uses and hopes that this building will be occupied by other events in the future. Councilmember Buhler stated that he sees value in repairing and improving the amphitheater. Mayor Bigelow stated that he is unsure if putting money into the amphitheater is the best use of funds. He indicated that he would like staff to provide alternatives for the Council to consider. He noted that the amphitheater is facing the wrong way, has significant water issues, etc. Councilmember Buhler stated that a cost analysis of constructing a new amphitheater versus repairing the existing one might be beneficial. Councilmember Lang agreed. Mayor Bigelow questioned if another use, such as parking, would be more effective and added that he would like to look at all the options to ensure the greatest potential is accomplished. Councilmember Lang noted that the right programming is also essential to the success of an amphitheater. Mayor Bigelow indicated that another  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -11- option may be upgrading over a period of time if the Council determines the amphitheater is an important part of the Cultural Center. Councilmember Buhler asked if a consultant would be needed. Mayor Bigelow stated he would like staff to take a broad view first. Councilmember Buhler asked how old the amphitheater is. Wayne replied 16-17 years. Councilmember Lang asked how long it has experienced issues. Wayne replied the entire time. Councilmember Buhler stated he liked what it is and feels its adequately sized. Councilmember Huynh stated that the type of programming needs to be considered as various concerts cause issues with residents in the area. Mayor Bigelow and the Council discussed issues with the amphitheater, possible solutions moving forward, and requested that staff provide different potential solutions. B. 9/11 NEVER FORGET MOBILE EXHIBIT Nancy Day, Parks and Recreation Director, stated that West Valley City will be hosting a mobile exhibit that commemorates 9/11. She indicated that the exhibit is used to help educate citizens throughout the Country about the events of September 11, 2001. The exhibit includes actual steel beams from the towers, documentary videos, recordings of first responder radio transmissions, and interactive guided tours by FDNY firefighters. Nancy provided a video that detailed the exhibit and explained various other aspects of the events. Nancy explained that an escort will leave from Camp Williams to Centennial Park on May 22nd at 11 AM and the opening ceremony for the event will be the following day, May 23 at 11 AM. She detailed the event hours and indicated that this is a great exhibit for the residents in the community. Nancy indicated that students at schools along the route will be given flags and are invited to watch the procession. C. PROGRAM MOD DISCUSSION Wayne Pyle, City Manager, stated that he has provided the requested documents via email to members of the City Council. He further discussed the proposed program mods. Councilmember Buhler stated he feels satisfied with the proposal. Councilmember Fitisemanu and Councilmember Lang agreed. D. 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 Council Suggestions  MINUTES OF COUNCIL STUDY MEETING – MAY 7, 2019 -12- Councilmember Lang stated that she is still receiving emails from Dave Roberts who is concerned about Code Enforcement issues. She asked if there is a solution proposed by staff. Wayne replied that the resident is not satisfied with the City’s response but the City doesn’t feel a change to its process is needed. Councilmember Lang indicated that Mr. Roberts feels he wasn’t treated equally. She stated she will share the email she received with Mr. Pyle and discuss a solution. Councilmember Lang added that Mr. Roberts was concerned about Layne Morris being the Administrative Law Judge and the Code Enforcement Director. Wayne replied that Mr. Morris was not the ALJ in this case. B. COUNCIL REPORTS COUNCILMEMBER CHRISTENSEN- ULCT AND RIBBON CUTTING Councilmember Christensen stated he attended ULCT and learned valuable information that he will be sharing with staff. He added that he participated in the America First Ribbon Cutting with Mayor Bigelow and felt it was a great event. Mayor Bigelow agreed and added that America First has a great presence in the City. Mayor Bigelow stated that he had a lot of interaction, discussion, etc. with people at ULCT as well. MOTION TO ADJOURN Upon motion by Councilmember Christensen all voted in favor to adjourn. THERE BEING NO FURTHER BUSINESS OF THE WEST VALLEY COUNCIL THE STUDY MEETING ON TUESDAY MAY 7, 2019 WAS ADJOURNED AT 6:09 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, May 7, 2019. _______________________________ Nichole Camac, CMC City Recorder