City Council Study Meeting

MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -1- THE WEST VALLEY CITY COUNCIL MET IN STUDY SESSION ON TUESDAY, DECEMBER 17, 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 Jake Fitisemanu, Councilmember District 4 ABSENT: Karen Lang, Councilmember District 3 STAFF PRESENT: Wayne T Pyle, City Manager Nichole Camac, City Recorder Paul Isaac, Assistant City Manager/HR Director Steve Pastorik, Acting CED Director Eric Bunderson, City Attorney Colleen Jacobs, Police Chief John Evans, Fire Chief Jim Welch, Finance Director Layne Morris, CPD Director Russ Willardson, Public Works Director Jason Erekson, Acting Parks and Recreation Director Sam Johnson, Strategic Communications Director Jake Arslanian, Public Works Department John Rock, Administration APPROVAL OF MINUTES OF STUDY MEETING HELD DECEMBER 10, 2019 The Council considered the Minutes of the Study Meeting held December 10, 2019. There were no changes, corrections or deletions. Councilmember Christensen moved to approve the Minutes of the Study Meeting held December 10, 2019. Councilmember Buhler seconded the motion.  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -2- A voice vote was taken and all members voted in favor of the motion. PRESENTATIONS A. INTRODUCTION OF NEW EMPLOYEES New employees introduced themselves to members of the City Council. REVIEW AGENDA FOR REGULAR CITY COUNCIL MEETING OF DECEMBER 17, 2019 Wayne Pyle indicated that Resolution 19-169 has been added to the Regular Meeting agenda. Deputy Chief Buchanan stated that this resolution is for a contract renewal for the body worn camera system. He explained that this contract will include the storage of data, replacement of cameras, and the addition of other equipment (such as tasers). Deputy Chief Buchanan further detailed the payment structure, what the cost and contract covers, and the importance of the product in the Police Department. He noted that a 20% increase from Axon would begin January 1, 2020 if the City is not able to approve a resolution at this time. Wayne stated West Valley City has been ahead of the curve with body worn cameras and indicated that an increase in cost for this technology is inevitable. He stated that the devices have proven invaluable in protecting Police Officers and improving situations where accountability is challenged. Chief Jacobs stated that Axon has a monopoly on the product and the City was able to negotiate a discount. Councilmember Buhler clarified that the City won’t have to find money in the future for devices like tasers since they are now included in this contract. Deputy Chief Buchanan replied yes. 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. PUBLIC HEARINGS SCHEDULED FOR JANUARY 7, 2020 A. ACCEPT PUBLIC INPUT REGARDING RE-OPENING THE FY 2019- 2020 BUDGET Mayor Bigelow informed a public hearing had been advertised for the Regular Council Meeting scheduled January 7, 2020, in order for the City Council to hear and consider public comments regarding re-opening the FY 2019-2020 budget. Proposed Ordinance 19-49 related to the proposal to be considered by the City Council subsequent to the public hearing, was discussed as follows: ACTION: ORDINANCE NO. 19-49, AMEND THE BUDGET OF WEST VALLEY CITY FOR THE FISCAL YEAR BEGINNING JULY 1, 2019 AND ENDING JUNE 30, 2020 TO REFLECT CHANGES IN THE BUDGET  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -3- FROM INCREASED REVENUES AND AUTHORIZE THE DISBURSEMENT OF FUNDS Wayne Pyle, City Manager, discussed proposed Ordinance 19-49 that would amend the budget of West Valley City for the fiscal year beginning July 1, 2019 and ending June 30, 2020 to reflect changes in the budget from increased revenues and authorize the disbursement of funds. Written documentation previously provided to the City Council included information as follows: State Statute Title 10, Chapter 6, Utah Code Annotated 1953, as amended, allows the City of West Valley to amend its budget during the year. The West Valley City holds public hearings on budget amendments on a quarterly basis each fiscal year. A Public Notice was posted December 12, 2019 in (the Salt Lake Tribune and the Deseret Morning News) general circulation to the general public. Notice was given that a public hearing is to be held January 7, 2020 at 6:30 p.m., West Valley City Hall, 3600 Constitution Blvd., West Valley City, Utah. The City Council will consider Ordinance 19-49 at the Regular Council Meeting scheduled January 7, 2020 at 6:30 P.M. RESOLUTION 19-170: APPROVE AMENDMENT NO. 3 TO THE WEST VALLEY EVENT CENTER MANAGEMENT AGREEMENT PROVIDING FOR ADDITIONAL RENEWAL TERMS OF THE AGREEMENT Eric Bunderson, City Attorney, presented proposed Resolution 19-170 that would approve amendment No. 3 to the West Valley Event Center Management Agreement providing for additional renewal terms of the agreement. Written documentation previously provided to the City Council included information as follows: The West Valley Event Center Management Agreement provides for management of the Maverik Center by Centennial Management Group. The actual Agreement is between the City and Centennial’s parent company WVE, Inc. The Agreement has been twice amended to extend the term and currently shall expire in 2027. The additional renewal terms in this Amendment No. 3 provide for three (3) five (5)- year extensions after 2027.  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -4- The original Management Agreement between the City and WVE in 1997 provided for a 25 year term which coincided with the term of the lease of the E Center by the Utah Grizzlies. The IRS rules governing the 2002 refinancing of the E Center limit the term of the Management Agreement to a maximum of 15 years, so a new Agreement was written at that time. The 2002 Management Agreement was, therefore, written as a 15 year agreement and then twice amended to extend the term and add renewal terms. Currently, like the other Centennial Agreements, the Agreement expires in 2027. This Amendment No. 3 adds three (3) five (5)-year renewal terms, which make the Agreement coterminous with the other Centennial Agreements. Councilmember Huynh asked what Diamond Concessions operates. Eric replied food and beverage. Mayor Bigelow clarified contract extension dates. Councilmember Huynh asked how the Maverik Center is doing. Eric replied they seem to be doing well based on recent meetings. Wayne replied that Grizzly attendance has slowly increased or stayed steady over time. The City Council will consider Resolution 19-170 at the Regular Council Meeting scheduled January 7, 2020 at 6:30 P.M. RESOLUTION 19-171: APPROVE THE PURCHASE OF PARK EQUIPMENT AND FIXTURES FROM LANDSCAPE STRUCTURES, INC. Jason Erekson, Parks and Recreation, presented proposed Resolution 19-171 that would approve the purchase of park equipment and fixtures from Landscape Structures, Inc. Written documentation previously provided to the City Council included information as follows: As construction of the Grand Vistas and Newton Farms Parks approaches, the Parks and Recreation Department would like to pre-order the playground equipment, pavilion, tables and benches for these parks. Pre-ordering of this equipment saves the city money as it avoids contractor mark-ups for such items. Grand Vistas Park is located at 4534 South 6000 West. It is 2.75 acres of land that is currently a vacant lot. It is out to bid with construction be start early 2020. Newton Farms Park is 1.095 acres of undeveloped land located at 6504 Newton Farm Drive located in the Newton Farm Subdivision and is also slated to be built in the next year. It is a common practice of contractors to mark-up the cost on park equipment so the Parks and Recreation Department is wanting to purchase this equipment in order to avoid any additional costs.  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -5- Equipment being purchased for these parks consists of playgrounds, benches, tables and pavilions. The cost for Grand Vistas Park is $149,533.20 and the cost for Newton Farms Park is $114,615.29. This equipment is all on the Sourcewell Contract system, contract number 030117- LSI Mayor Bigelow asked if the equipment being purchased will be all abilities or traditional. Jason replied that the same impact material will be utilized that was purchased for Peachwood Park, an all ability park. He stated these parks will be accessible but not advertised as such. Mayor Bigelow asked how many parks are currently planned. Jason replied 6-7. Mayor Bigelow asked if these are constructed based on seniority. Jason replied yes but noted that Newton Farms is being constructed early because the General Contractor for the project is going to pay for the park and allow the City to pay him back. Wayne stated that the developer is aware that it may take time for the City to pay this debt. Mayor Bigelow stated that he is thankful it will be built to City specifications. The City Council will consider Resolution 19-171 at the Regular Council Meeting scheduled January 7, 2020 at 6:30 P.M. RESOLUTION 19-172: AUTHORIZE THE EXECUTION OF AMENDMENT NO. 2 TO AN INTERLOCAL AGREEMENT BETWEEN THE CITY AND SALT LAKE COUNTY EXTENDING THE TIME TO EXPEND CERTAIN FUNDING Erik Brondum, Public Works, presented proposed Resolution 19-172 that would authorize the execution of amendment No. 2 to an Interlocal Agreement between the City and Salt Lake County extending the time to expend certain funding. Written documentation previously provided to the City Council included information as follows: In 2017, the City and the County entered into County Contract No. 0000001756, which granted certain revenue from the First Class Highway Projects Fund to the City. The original deadline to expend those funds will expire on December 31, 2019, meaning that an extension is required to complete related work and expend the funds. The City Council will consider Resolution 19-172 at the Regular Council Meeting scheduled January 7, 2020 at 6:30 P.M. CONSENT AGENDA SCHEDULED FOR JANUARY 7, 2020 A. RESOLUTION 19-173: AUTHORIZE THE CITY TO ACCEPT A  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -6- WARRANTY DEED FROM ARA-A, LLC FOR PROPERTY LOCATED AT APPROXIMATELY 6935 WEST SR-201 Dan Johnson, Public Works, discussed proposed Resolution 19-173 that would authorize the execution of amendment No. 2 to an Interlocal Agreement between the City and Salt Lake County extending the time to expend certain funding. Written documentation previously provided to the City Council included information as follows: RU Pool 1 LLC, a Utah limited liability company has signed a Right-of- way Contract with West Valley City and an Underground Right of Way Easement in favor of Rocky Mountain Power on property located at 5920 West 3500 South (14-26-451-040). The RU Pool 1, LLC parcel located at 5920 West 3500 South is one of several parcels affected by this project and which require acquisitions of Underground Right of Way Easements in favor of Rocky Mountain Power for the 3500 South Power Burial Project; approximately 5400 West to 6000 West. This project will be constructed in conjunction with the current phase of the Mountain View Corridor Project. As a Betterment to the Mountain View Corridor Project, the City is paying for the burial of overhead power lines between approximately 5400 West and 6000 West. Compensation for the purchase of the Underground Right of Way Easement and improvements is $7,300.00 based upon the compensation estimate prepared by the DH Group, LLC. Dan explained that the easement goes into the property likely because there is a power pole further back from the road. Upon inquiry, there were no further questions or concerns expressed by members of the City Council. The City Council will consider Resolution 19-173 at the Regular Council Meeting scheduled January 7, 2020, at 6:30 P.M. COMMUNICATIONS B. STRATEGIC PLAN PRESENTATION- PUBLIC WORKS DEPARTMENT Russ Willardson, Public Works, presented a PowerPoint presentation summarized as follows: - The public works team o Administration  7.6 employees MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -7-  Management  Budget  Utility billing  Manage $22 Million budget  Manage 28,500 Accounts  $9.6 Million in Revenue  99% collection rate o Sanitation  3 Employees  Container, delivery, pick up, repair, replacement  Recycle inspections  Neighborhood dumpsters  Coordination with solid waste hauler  Managed 696 dumpster for annual neighborhood dumpster program  1550 work orders completed annually o Fleet  11 employees  Vehicles and equipment maintenance  Vehicle upfitting and replacement  12,000 man hours on work hours (92% of time charged)  12,347 jobs completed o Engineering  Project Design  Right of Way Acquisitions  Development Review  Excavation permits and inspections  Construction project management and inspection  Blue staking  Project Design  2700 West  Beagly Road  Market Street  403 Development reviews  794 Excavation permits  2543 Inspections  47 Storm Water Permits  248 Inspections  79 Right of Way Acquisitions  5,082 Blue Stakes Complete o Operations MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -8-  30 Employees  Pavement Management (slurry and crack seal patching)  Storm water (cleaning and street sweeping)  Sidewalk, curb, and gutter (replacement cleaning and sealing stamped, ada ramps)  Snow removal  Maintain 350 miles of road  Sweep the City 8 times per year  Pavement treatment for 1/6th of the City annually  Maintain 205 mile storm drain system  Snowplow 30,000 miles annually o Transportation  4 employees  Street light maintenance  Street sign maintenance  Pavement markings  Contracted traffic striping  Traffic studies/issues  Contracted traffic signal maintenance  Maintain 8000 street lights  Maintain 7100 street signs  Maintain 43 contracted signals o Facilities  13 Employees  HVAC  Plumbing  Electrical  Remodeling  Construction Management  Custodial Work for Seven Buildings  In house Remodel Projects  West Sub Station  Fire Station 75 Kitchen  UCCC Basement Bathrooms  Harman Hall Stage Resurface and additional projects  CED Conference Room  Construction Management  Police Department headquarters  Fairbourne Station  Public works and parks facilities  Fire Station 71 MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -9- - 2019/2020 accomplishments o Police headquarters grand opening  Funding Source – CIP  Project Costs - $24,697,930 o Market Street  Funding Source – RDA Class C Roads  Project Costs - $547,576 o Fairbourne Station Parking Plaza  Funding Source – $6,500,000 Developer  $16,500,000 WVC  Project Costs - $ 23 MILLION – Total Project o West Sub Police Station  Funding Source – CIP  Project Costs - $ 95,000 o Fire Station 72  Funding Source – CIP  Project Costs - $ 3,295,543 o Fire Station 76  Funding Source – CIP  Project Costs - $ $2,625,8585 o Fire Station 71  Funding Source – CIP  Project Costs - $ 2,229,115 o 2550 S (Beagley Road), Phase II  Funding Source – County Transportation Funds  UDOT Cooperative Agreement  Project Costs – $ 3,700,000 o 6750 West  Funding Source – Class C  Magna Water  Project Costs - $ 274,000 - 2019/2020 Under Construction o PUBLIC WORKS AND PARKS OPERATION FACILITIES  Project Costs - $ 13,161,000  Funding Source – CIP o ROAD CONSTRUCTION  4100 South Reconstruction  Funding Source – County Transportation Funds  UDOT Cooperative Agreement  Class C Roads  Storm Water Utility  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -10-  GHID  Transportation Sales Tax  Project Costs - $ 10,500,000 – WVC  $ 26.1million – Total Project  2700 West Improvement  Funding Source – County Transportation Funds  Storm Water Utility  Class C Roads  Project Costs - $ 3,400,000 - What We’ve Implemented o SCADA- Water level management on the riter canal o GIS/Cityworks- document and asset management o Citysourced- implantation of public service request process  Create a service request from your phone or app in less than two minutes o Roadbotics- Digitized Pavement Conditions - 2020/2021 Planned Projects o Beagley Road- Phase III  Cost- $2,900,000  Funding Source: County Transportation Funds, UDOT Cooperative Agreement, Impact Fees, Sales Tax  Bid/Begin Construction – Summer 2021, Complete Construction – Fall 2021 o 4700 South Reconstruction (4800 West to 5600 West)  Cost- $16,000,000 (WVC portion- $300,000)  Funding Source- UDOT Cooperative Agreement, County Transportation Funds, Class C  Timeline- Bid/Begin Construction – Summer 2021, Complete Construction – Fall 2021 o Crystal Ave  Cost: $500,000  Funding Source: CDBG, Safe routes to school  Bid begin construction- 2021, complete- fall 2021 Mayor Bigelow asked if many residents chose to opt out of the recycling program. Russ replied approximately 5%. Mayor Bigelow asked when the Timmons Portal will be available. Russ replied the web version is available now but the app should be available in the near future. C. COUNCIL CHAMBERS MEDIA UPDATE  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -11- Eric Bunderson, City Attorney, stated that a proposal of $190,000 is being suggested for an update. Eric detailed the contents of the proposal that include a total upgrade of the audio and recording system, addition of laser projectors, upgraded speakers, HD cameras in both the multi-purpose room and Council Chamber with PTZ capability, installation of 22 inch screens in the Council Chamber dais, integration into the Onbase system, and several other features. Mayor Bigelow asked if there will be an option to turn off the public speaker microphone. Eric replied yes. Councilmember Buhler asked if cameras in the multipurpose room will be used for recording purposes only or if the Study Meeting will be broadcast. Eric replied this will be a decision for the Council but the capability for both options will be available. Councilmember Fitisemanu asked if the City anticipates any structural remodeling in the next 20 years. Wayne replied no but can’t say for sure. The Council and staff discussed the split screen video and whether the agenda or presentations should be displayed. Ken indicated that the screen options are flexible. The Mayor and Council agreed to review a resolution at a future Council meeting. Mayor Bigelow noted that while this is a lot of money, it’s important for the Council to be transparent and to give residents the ability to see public meetings from the comfort of their homes. D. DISCUSSION ON TEMPORARY LAND USE REGULATIONS FOR MULTI-FAMILY HOUSING Steve Pastorik, CED, provided the Council with 8 documents for review. These include attached housing developments map, vacant land map, potential multi- family property map, developer interest locations, Q3 2019 rent and occupancy, apartment unit sizes and rents, townhome unit sizes and parking, and proposed ordinance revisions. He detailed the contents of each document. Mayor Bigelow asked if traffic studies include references to rush hour times. Steve replied yes. Councilmember Buhler verified that staff feels confident that the proposal includes requirements that have continually been approved in Development Agreements. Steve replied yes. Councilmember Buhler asked when the moratorium ends. Steve replied March. Councilmember Buhler stated he feels this is a good improvement if Mr. Pyle recommends approval. Councilmember Christensen verified that electric vehicle charging stations will not be required in townhome projects. Steve replied that this is correct. Councilmember Huynh asked when the Council could potentially review this. Steve replied as soon as February depending on Planning Commission approval and process. Mayor Bigelow stated that he is unsure about the reduction in acreage. Councilmember Huynh asked why this was changed. Steve replied that in the PUD ordinance, the code allows a project to be as small as 1 acre. Mayor Bigelow stated that he is concerned about small lots being converted to multi-family housing and would like that to be considered  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -12- carefully. Councilmember Nordfelt stated that there are many other requirements that have to be met as well and he would hate to close the door on those opportunities. Councilmember Huynh agreed. Mayor Bigelow stated that part of the goal is to not approve projects that don’t meet the current ordinance. Steve stated its helpful for staff to deter requests for ordinance changes after a moratorium and significant ordinance change. Mayor Bigelow stated he would like to see an increase in the required brick requirements. The Mayor and Council agreed to allow staff to move forward and send an ordinance to the Planning Commission. Mayor Bigelow requested a communication item on fiber cement versus brick. E. 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 Councilmember Christensen stated that he has heard concern from residents receiving tickets at City Hall as they take Trax. B. COUNCIL REPORTS None C. REVIEW AGENDAS FOR ANNUAL MEETINGS OF THE REDEVELOPMENT AGENCY, HOUSING AUTHORITY, AND MUNICIPAL BUILDING AUTHORITY SCHEDULED JANUARY 7, 2020. Mayor Bigelow indicated that all three meetings contain approval of minutes and the election of the 2020 Chair’s and Vice-Chair’s. He noted that there is a budget opening on the Municipal Building Authority meeting as well for renovations at Harman Hall. 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 DECEMBER 17, 2019 WAS ADJOURNED AT 6:30 PM BY MAYOR BIGELOW.  MINUTES OF COUNCIL STUDY MEETING – DECEMBER 17, 2019 -13- 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, December 17, 2019. _______________________________ Nichole Camac, CMC City Recorder