City Council Study Meeting

MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -1- THE WEST VALLEY CITY COUNCIL MET IN ELECTRONIC STUDY SESSION ON TUESDAY, MAY 19, 2020 AT 4:30 P.M. THE MEETING WAS CALLED TO ORDER AND CONDUCTED BY MAYOR BIGELOW. THE MEETING WAS HELD ELECTRONICALLY. THE FOLLOWING MEMBERS WERE PRESENT ELECTRONICALLY: Ron Bigelow, Mayor Lars Nordfelt, Councilmember At-Large Don Christensen, Councilmember At-Large Tom Huynh, Councilmember District 1 (arrived as noted) Steve Buhler, Councilmember District 2 Karen Lang, Councilmember District 3 Jake Fitisemanu, Councilmember District 4 STAFF PRESENT ELECTRONICALLY: Wayne T Pyle, City Manager Nichole Camac, City Recorder Nicole Cottle, Assistant City Manager/General Counsel/ 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 Nancy Day, Parks and Recreation Director Sam Johnson, Strategic Communications Director Steve Lehman, CED Heather Royall, CPD John Rock, Admin APPROVAL OF MINUTES OF STUDY MEETING HELD MAY 12, 2020 The Council considered the Minutes of the Study Meeting held May 12, 2020. There were no changes, corrections or deletions. Councilmember Lang moved to approve the Minutes of the Study Meeting held May 12, 2020. Councilmember Christensen seconded the motion.  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -2- A voice vote was taken and all members voted in favor of the motion. REVIEW AGENDA FOR REGULAR CITY COUNCIL MEETING OF MAY 19, 2020 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 MAY 26, 2020 A. ACCEPT PUBLIC INPUT REGARDING APPLICATION SA-1-2020, FILED BY NORM DAHLE, REQUESTING A PLAT AMENDMENT TO THE GODFREY INDUSTRIAL PARK SUBDIVISION LOCATED AT APPROXIMATELY 6219 WEST 2100 SOUTH Mayor Bigelow informed a public hearing had been advertised for the Regular Council Meeting scheduled May 26, 2020, in order for the City Council to hear and consider public comments regarding application SA-1-2020, filed by Norm Dahle, requesting a plat amendment to the Godfrey Industrial Park Subdivision located at approximately 6219 West 2100 South. Proposed Ordinance 20-22 related to the proposal to be considered by the City Council subsequent to the public hearing, was discussed as follows: ACTION: ORDINANCE NO. 20-22, APPROVE THE AMENDMENT OF THE GODFREY INDUSTRIAL PARK SUBDIVISION Steve Lehman, CED, discussed proposed Ordinance 20-22 that would approve the amendment of the Godfrey Industrial Park Subdivision. Written documentation previously provided to the City Council included information as follows: Norm Dahle, representing Godfrey Trucking, is requesting a plat amendment to the Godfrey Industrial Park Subdivision. The subject property is located at approximately 6219 West 2100 South and is bordered by a variety of manufacturing uses on the east, south and west. The Godfrey Industrial Park Subdivision was approved by the Planning Commission in 2019 and recorded with the Salt Lake County Recorder’s Office in February 2020. The purpose for the amended plat is to create one additional building lot and to provide the applicant an opportunity to expand the footprint of their corporate offices located at the northeast corner of the  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -3- subdivision, which would add an additional lot within the subdivision. The original subdivision consisted of 5 parcels that were consolidated into 2 lots. The applicant expressed to staff that on occasion and when the need for financial funding becomes critical to the operation of the business, creating additional lots allows greater flexibility to secure financing if required. In the case of this application, an additional building lot is being proposed and will be known as lot 3 within the subdivision. The applicant also expressed the possibility that the existing corporate office could expand in the future, so they’ve added this parcel into the subdivision as well. The existing size of that parcel is approximately 2.3 acres. According to the plat, that parcel becomes lot 4 and will be approximately 3.4 acres in size. Access to the subdivision will be gained from 2100 South. Presently, there are two access points that will serve this subdivision. It is anticipated that these access points will not change as they provide access on both the east and west portions of the subdivision. Lot 2 does not have direct access to 2100 South. Therefore, internal access and parking easements will need to be recorded if not already in place. Existing easements and areas denoted as Fema Flood Zone A will be shown on the subdivision plat. Future development on these newly created lots will require additional staff reviews. Depending upon the land use, these reviews could be conditional and/or permitted. In summary, the original subdivision will be amended to create 2 additional lots and will provide information on easements and Fema Flood Zone A areas. Councilmember Lang asked where access will be provided into the new lot. Steve replied that access will be from the west. The City Council will consider Ordinance 20-22 at the Regular Council Meeting scheduled May 26, 2020 at 6:30 P.M. RESOLUTION 20-65: APPROVE AN INTERLOCAL AGREEMENT TO PARTICIPATE IN A CONSORTIUM TO RECEIVE HOME INVESTMENT PARTNERSHIP FUNDS Heather Royall, CPD, presented proposed Resolution 20-65 that would approve an Interlocal Agreement to participate in a consortium to receive Home Investment Partnership Funds.  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -4- Written documentation previously provided to the City Council included information as follows: West Valley City is part of a county-wide consortium of cities that receive Housing and Urban Development (HUD) HOME Investment Partnerships (HOME) funds through Salt Lake County. To participate in the Salt Lake County HOME Consortium and receive this funding we must have an interlocal agreement in place with Salt Lake County. The agreement is effective from October 1, 2020 until September 30, 2023. By itself, West Valley City does not qualify for federal HOME program funds through HUD. As part of a larger consortium of cities, however, we have succeeded in qualifying for these funds, with Salt Lake County as the receiving agency. After being notified of our HOME award each year, we will enter into a HOME program agreement with Salt Lake County to expend funding on eligible activities, then invoice Salt Lake County for reimbursement of those eligible expenses. The interlocal agreement details the relationship between West Valley City and Salt Lake County. This interlocal agreement is renewed every three years. The City Council will consider Resolution 20-65 at the Regular Council Meeting scheduled May 26, 2020 at 6:30 P.M. RESOLUTION 20-66: AUTHORIZE THE CITY TO ENTER INTO PROPERTY SCHEDULE NO. 20 OF THE MASTER TAX-EXEMPT LEASE/PURCHASE AGREEMENT WITH US BANCORP GOVERNMENT LEASING AND FINANCING, INC., WITH RESPECT TO A LEASE FOR THE PURCHASE OF CERTAIN ENERGY EFFICIENCY PROJECTS Jim Welch, Finance Director, presented proposed Resolution 20-66 that would authorize the City to enter into Property Schedule No. 20 of the Master Tax-Exempt Lease/Purchase Agreement with US Bancorp Government Leasing and Financing, Inc., with respect to a lease for the purchase of certain energy efficiency projects. Written documentation previously provided to the City Council included information as follows: After extensive studies and coordination between the City, LYRB, and utility providers it has been determined that the Family Fitness Center, Utah Cultural Celebration Center, and City Hall all have equipment that is at its end of useful life and that the City would benefit, and would serve the City’s energy savings goals,  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -5- in acquiring more energy efficient upgrades that would meet city sustainability goals. A list of equipment was compiled that would save energy and reduce maintenance costs at these facilities. If approved, money from this lease agreement will be used to make substantial upgrades in equipment at the Family Fitness Center, Utah Cultural Celebration Center, West Valley City Hall, and finance the previously approved LED Street Lighting Retrofit project. These upgrades are included in Appendix A. In order to make these projects more economically viable, it was determined that the LED Street Lighting Retrofit Project that was previously approved should be included in the payback analysis regarding long term City utility savings. By including the Street Light Retrofit savings, the City can make this project close to cost neutral by applying anticipated streetlight utility savings to the debt service of the other facility upgrades. Approval of this funding would complete the recommended improvements at City Facilities as determined by Staff and LYRB’s prepared Strategic Energy Management Plan. After conducting a competitive bidding process, US Bancorp Government Leasing and Finance Inc. provided the most competitive leasing proposal for the purchase of these projects. The lease is for a principal amount of $4,241,000 with a term of 15 years with average annual payments of $341,314 with an interest rate of 2.416%. It is anticipated that the combined energy savings of these projects will pay all of the debt service. Councilmember Lang asked if the energy savings will pay for the cost of the improvement. Councilmember Huynh joined the meeting at 4:40 PM. Jim replied that the savings will pay for itself with the exception of approximately $10,000 every year. There will be a net savings once the project is complete. Councilmember Buhler asked what the track record of savings is. Jim replied it is very positive and is often more than what the City projected. The City Council will consider Resolution 20-66 at the Regular Council Meeting scheduled May 26, 2020 at 6:30 P.M. RESOLUTION 20-67: APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH LEWIS YOUNG ROBERTSON AND BURNINGHAM, INC. FOR ENERGY EFFICIENCY UPGRADE MANAGEMENT SERVICES John Rock, Admin, presented proposed Resolution 20-67 that would approve a Professional Services Agreement with Lewis Young Robertson and Burningham, Inc. for Energy Efficiency Upgrade Management Services,  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -6- Written documentation previously provided to the City Council included information as follows: LYRB has been acting as a contracted Energy Management Consultant in creating a Strategic Energy Management Plan. Council has previously approved the procurement of first phase of the SEMP and those improvements will result in substantial savings. This new contract would allow for LYRB to act as the project manager for the remaining items of the SEMP, which include equipment replacements, retrofits, and upgrades for City Hall, the Family Fitness Center, and the Utah Cultural Celebration Center. The work performed under this agreement will replace aging systems at or near the end of their useful lives. The full list of replacements and upgrades is included in the agreement as Exhibit A. Utility savings, rebates, and savings from the LED streetlight project will substantially offset project costs. Councilmember Lang asked what Lewis and Young receives. John replied 7-8% for consulting fees while the rest of the cost is for equipment. Councilmember Lang asked if she could see this in the agreement. John replied he could highlight this prior to next week. Mayor Bigelow asked if there are any other existing leases tied to this project. Jim replied no. The City Council will consider Resolution 20-67 at the Regular Council Meeting scheduled May 26, 2020 at 6:30 P.M. CONSIDER APPLICATION S-8-2019, FILED BY AARON HAAGA, REQUESTING FINAL PLAT APPROVAL FOR THE WEST VALLEY FLATS SUBDIVISION LOCATED AT 5340 WEST 3500 SOUTH Steve Lehman, CED, presented application S-8-2019, filed by Aaron Haaga, requesting Final Plat Approval for the West Valley Flats Subdivision located at 5340 West 3500 South. Written documentation previously provided to the City Council included information as follows: Mr. Aaron Haaga, is requesting final plat approval for the West Valley Flats Subdivision. The subject property was recently rezoned to the R-1-7 zone. The proposed subdivision is bordered by residential housing to the east north and west and is located immediately north of 3500 South. During the rezoning process, the  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -7- City Council approved a development agreement that sets forth the development standards to be used in the subdivision. The subdivision will consist of 4 lots on 1.13 acres. Although zoned R-1-7, the minimum lot size is 8,717 square feet. The average lot size has been calculated at 11,150 square feet. An existing home is located on what will become lot 1 of the subdivision. Access to the subdivision will be gained from 3500 South. All lots will gain access from the private driveway running down the middle of the subdivision. Cross access and maintenance agreements will be required to address the common drive. The existing home on lot 1 will remain and will be improved with slight modifications addressed as part of the development agreement. More specifically:  All windows will be replaced with new windows.  The exterior of the home shall be repainted.  A new attached or detached 2 car garage shall be constructed. As part of the development agreement, the developer will also dedicate additional right-of-way on 3500 South according to the master street plan. The anticipated width here will be 115 feet. UDOT will require improvements to match those of the Madisyn Cove Subdivision to the east. At such time 3500 South is widened, UDOT will construct improvements to the right-of-way line. Councilmember Lang asked why the setback is further than the Madison Cove subdivision that neighbors this project. Steve replied that that there is extra right-of-way to accommodate future expansion of 3500 South but the improvements will match the Madison Cove Subdivision. Mayor Bigelow stated that UDOT granted approval for this but there are empty lots to the west that may develop in the future which will also empty onto 3500 South. Steve stated that there is another road which will eventually empty onto 3500 South so significant traffic won’t empty from this one alone. The City Council will consider application S-8-2019 at the Regular Council Meeting scheduled May 26, 2020 at 6:30 P.M. COMMUNICATIONS A. BUDGET/PROGRAM MOD UPDATE Wayne T Pyle, City Manager, stated he hasn’t submitted a program mod/budget request as he typically would. He indicated that he plans to do this on a critical/as needed basis given the current economic situation. Councilmember Lang asked if everyone is back to full time hours. Wayne replied no but noted that most restricted  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -8- hours are part time employees or seasonal employees. Councilmember Lang asked if everything is running as normal. Wayne replied full time employees are working full time hours. He stated that employees are also being redirected to work elsewhere in the City to maintain needed functions as necessary. B. INLAND PORT UPDATE Nicole Cottle stated that Inland Port has developed a business plan. She provided a website that details the business plan and encouraged the Council to explore that. Nicole noted that the website went live on May 18th and there will be a press conference and a public comment period regarding the plan on May 21st. Nicole also indicated that there will be a UIPA Board Meeting on May 27th and another on June 22nd. Nicole explained how Inland Port has been impacted by the Coronavirus. Councilmember Christensen stated that Salt Lake City lost a legal battle regarding Inland Port in the district court and noted that ULCT intends to challenge this. He asked if this will impact anything for the Board. Nicole replied no. C. 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 Mayor Bigelow stated that he would like to have an update scheduled on the agenda for COVID-19 each week. Councilmember Buhler agreed and requested an update now. Mayor Bigelow stated that staff is constantly studying and analyzing statistics and numbers and can provide information at any time. Wayne stated there was a news story that stated West Valley City had the most cases in the State of Utah. He indicated that this was inaccurate both in a mathematical sense and in a boundary sense. Wayne explained that that the City called the Deseret News to correct this immediately. Wayne discussed case numbers in the City, data that is analyzed, and goals for moving into phase yellow. B. COUNCIL REPORTS COUNCILMEMBER CHRISTENSEN- ULCT Councilmember Christensen stated that he met with the ULCT board who took positions on Federal issues.  MINUTES OF COUNCIL STUDY MEETING – MAY 19, 2020 -9- MOTION TO ADJOURN Upon motion by Councilmember Huynh all voted in favor to adjourn. THERE BEING NO FURTHER BUSINESS OF THE WEST VALLEY COUNCIL THE STUDY MEETING ON TUESDAY MAY 19, 2020 WAS ADJOURNED AT 5:21 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 19, 2020. _______________________________ Nichole Camac, CMC City Recorder