City Council Study Meeting

MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -1- THE WEST VALLEY CITY COUNCIL MET IN ELECTRONIC STUDY SESSION ON TUESDAY, JUNE 7, 2022 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 LANG. THE MEETING WAS ALSO HELD ELECTRONICALLY VIA ZOOM. THE FOLLOWING MEMBERS WERE PRESENT: Karen Lang, Mayor Lars Nordfelt, Councilmember At-Large Don Christensen, Councilmember At-Large (electronically) Tom Huynh, Councilmember District 1 (arrived as noted) Scott Harmon, Councilmember District 2 William Whetstone, Councilmember District 3 Jake Fitisemanu, Councilmember District 4 (electronically) (arrived as noted) STAFF PRESENT: Wayne T Pyle, City Manager (Electronically) Nichole Camac, City Recorder Nicole Cottle, Assistant City Manager/General Counsel Eric Bunderson, City Attorney (electronically) Colleen Jacobs, Police Chief John Evans, Fire Chief (electronically) Jeanette Carpenter, Acting Finance Director Steve Pastorik, CED Director (electronically) Layne Morris, CPD Director Dan Johnson, Public Works Director (electronically) Nancy Day, Parks and Recreation Director John Flores, HR Director Sam Johnson, Strategic Communications Director (electronically) Ken Cushing, IT APPROVAL OF MINUTES OF STUDY MEETING HELD MAY 24, 2022 The Council considered the Minutes of the Study Meeting held May 24 2022. There were no changes, corrections or deletions. Councilmember Harmon moved to approve the Minutes of the Study Meeting held May 24, 2022. Councilmember Nordfelt seconded the motion. A voice vote was taken and all members voted in favor of the motion.  MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -2- REVIEW AGENDAS FOR REGULAR CITY COUNCIL, REDEVELOPMENT AGENCY, HOUSING AUTHORITY, AND MUNICIPAL BUILDING AUTHORITY MEETINGS OF JUNE 7, 2022 Upon inquiry by Mayor Lang, 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, and Municipal Building Authority meetings scheduled later this night. AWARDS, CEREMONIES, AND PROCLAMATIONS SCHEDULED FOR JUNE 14, 2022 A. PARKS AND RECREATION AWARD PRESENTATION BY UTAH RECREATION AND PARKS ASSOCIATION Nancy Day, Parks and Recreation Director, stated that the Utah Recreation and Parks Association would be presenting several awards at the July 14, 2022 Regular City Council Meeting. Councilmember Tom Huynh arrived at 4:33 PM. RESOLUTION 22-94: APPROVE AN INTERLOCAL COOPERATION AGREEMENT BETWEEN WEST VALLEY CITY AND SALT LAKE COUNTY FOR THE PURCHASE OF AERIAL PHOTOGRAPHY Jeni Erikkla, IT, presented proposed Resolution 22-94 that would approve an Interlocal Cooperation Agreement Between West Valley City and Salt Lake County for the Purchase of Aerial Photography. Written documentation previously provided to the City Council included information as follows: This resolution authorizes the City to enter into an agreement for the purchase and use of digital orthorectified aerial photography and oblique imagery of West Valley City. Under this agreement, the West Valley City agrees to participate in the acquisition of a commercial aerial photography license of high-resolution Imagery data. The County agrees to give the City access to the oblique imagery using the browser based “ConnectExplorer” and up to 5 licenses to view and measure the photos. Processing and delivery of the aerial photos were delayed. As such the Salt Lake County Surveyor’s office has waived the fee for the latest aerial photos and imagery. Current, accurate digital orthorectified photography has many uses within the City. The photos are used within the majority of City Departments to visualize and identify growth; compare urban changes with aerial photography from previous  MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -3- years; as a reference for new spatial information; as a background for online map viewers and printed maps; for measurements of impervious surfaces; and more. The format is compatible with existing GIS applications that are used and developed by City Staff. By partnering with other agencies, costs for aerial photography are significantly reduced. The City Council will consider Resolution 22-94 at the Regular Council Meeting scheduled June 14, 2022 at 6:30 P.M. RESOLUTION 22-95: AUTHORIZE THE CITY TO ENTER INTO AN AGREEMENT WITH SELECTHEALTH FOR HEALTH INSURANCE COVERAGE John Flores, HR Director, presented proposed Resolution 22-95 that would authorize the City to Enter into an Agreement with SelectHealth for Health Insurance Coverage. Written documentation previously provided to the City Council included information as follows: SelectHealth is the current provider for health insurance benefits for City employees. There is no increase in fees. This is a renewal of the contract. Mayor Lang asked if employees will see an increase in the cost of benefits. John stated that there will be a 4% increase. Councilmember Huynh asked if the City is still self-funded. John replied yes and noted that the plan has performed very well. He indicated that the average national increase is between 8-10%. Councilmember Whetstone asked if this process should be completed sooner in the year. Wayne replied that changes don’t take effect until July 1 and added that this is the normal timeline each year. Councilmember Whetstone stated that these vendors are at the health fair occurring now which is why he was curious. John stated that the brokers often have to wait for most of the Fiscal Year to be complete before they can analyze rates. He indicated that as soon as the contracts and numbers are provided to the City, the items are scheduled. John noted that employees have to select their plans for the next fiscal year prior to July and sometimes the timeline can be tight. The City Council will consider Resolution 22-95 at the Regular Council Meeting scheduled June 14, 2022 at 6:30 P.M. RESOLUTION 22-96: AUTHORIZE THE CITY TO ENTER INTO AN AGREEMENT WITH EMI HEALTH FOR DENTAL INSURANCE COVERAGE FOR 2022-2023 John Flores, HR Director, presented proposed Resolution 22-96 that would authorize the City to Enter into an Agreement with EMI Health for Dental Insurance Coverage for 2022-  MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -4- 2023. Written documentation previously provided to the City Council included information as follows: EMI is the current provider for dental benefits for City employees. There is no increase in fees. This is a renewal of the contract. Councilmember Huynh asked if this is performing well under the self-funded option. John replied yes. The City Council will consider Resolution 22-96 at the Regular Council Meeting scheduled June 14, 2022 at 6:30 P.M. RESOLUTION 22-97: AUTHORIZE THE CITY TO ENTER INTO AN AGREEMENT WITH MISSION SQUARE RETIREMENT FOR RETIREMENT PLAN SERVICES John Flores, HR Director, presented proposed Resolution 22-97 that would authorize the City to Enter into an Agreement with Authorize the City to Enter Into an Agreement with Mission Square Retirement for Retirement Plan Services Written documentation previously provided to the City Council included information as follows: Mission Square Retirement is current provider for retirement investment services. Many employees are investing with Mission Square. This agreement is in effect for 7 years. Councilmember Harmon asked if there is a reason the City doesn’t go through URS. John replied that the City used to go through URS but this option allows employees to have a flexible plan that meets their needs. He noted that Mission Square is a non-profit company that only provides services to governmental entities and it would be difficult for any private company to compete. Wayne agreed and stated that there are lower administrative fees and Mission Square has been a great provider that offer investment advice for employees and are willing to work with the City on administrative items. The City Council will consider Resolution 22-97 at the Regular Council Meeting scheduled June 14, 2022 at 6:30 P.M. CONSENT AGENDA SCHEDULED FOR JUNE 14, 2022 A. RESOLUTION 22-98: AUTHORIZE THE CITY TO RELEASE A SLOPE EASEMENT AT WOODHOLLOW ESTATES  MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -5- Mayor Lang discussed proposed Resolution 22-98 that would authorize the City to release a Slope Easement at Woodhollow Estates. Written documentation previously provided to the City Council included information as follows: In 2018 a Slope Easement was granted to West Valley City to accommodate grades and slopes on property abutting a dead-end streets known as Cibola Road (6225 South) and 6200 South as shown on the recorded plat of Woodhollow Estates PUD Phase 1. As Woodhollow Estates PUD Phase 3 which extends Cibola Road and 6200 South is approved and currently under construction, the Slope Easement is no longer necessary. As the easement is no longer necessary, a Release of Slope Easement has been prepared for approval by the West Valley City Council and execution by the Mayor. Mayor Lang asked if there is a concern with flooding occurring with the removal of this slope easement. Dan replied no and indicated that this slope was used while construction was occurring but the street is now finished and the slope isn’t needed anymore. B. RESOLUTION 22-99: ACCEPT A WARRANTY DEED FROM LUZ A. RANGEL FOR PROPERTY LOCATED AT 3560 WEST MURIEL WAY Mayor Lang discussed proposed Resolution 22-99 that would Accept a Warranty Deed from Luz A. Rangel for Property Located at 3560 West Muriel Way. Written documentation previously provided to the City Council included information as follows: The Luz A. Rangel property is one of several properties affected by the required removal and replacement of pedestrian ramps to meet current ADA standards as part of the 2022 Pedestrian Ramp Project. As part of this project pedestrian ramps will be constructed at various locations throughout the City in locations where they do not currently exist and existing pedestrian ramps which do not comply with current ADA standards will be removed and replaced. The Warranty Deed will facilitate construction of the pedestrian ramp. Luz A. Rangel has agreed to donate the three-square feet needed for construction of the pedestrian ramp. C. RESOLUTION 22-100: AUTHORIZE THE CITY TO ENTER INTO A RIGHT OF WAY PURCHASE AGREEMENT AND ACCEPT A  MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -6- WARRANTY DEED AND A TEMPORARY CONSTRUCTION EASEMENT WITH AND FROM ELIZABETH GALVAN RAMOS AND RAFAEL ROMERO FOR PROPERTY LOCATED AT 3548 WEST MURIEL WAY Mayor Lang discussed proposed Resolution 22-100 that would authorize the City to Enter into a Right of Way Purchase Agreement and Accept a Warranty Deed and a Temporary Construction Easement With and From Elizabeth Galvan Ramos and Rafael Romero for Property Located at 3548 West Muriel Way Written documentation previously provided to the City Council included information as follows: The Elizabeth Galvan Ramos and Rafael Romero property is one of several properties affected by the required removal and replacement of pedestrian ramps to meet current ADA standards as part of the 2022 Pedestrian Ramp Project. As part of this project pedestrian ramps will be constructed at various locations throughout the City in locations where they do not currently exist and existing pedestrian ramps which do not comply with current ADA standards will be removed and replaced. The Warranty Deed and the Temporary Construction Easement will facilitate construction of the pedestrian ramps. Compensation in the amount of $525.00 was negotiated based upon land values for properties in the area. Councilmember Whetstone asked what residents are told when they are contacted about acquisitions. Dan stated that a staff member or contractor will meet with residents in person and present them with the offer. He noted that they are told what it’s for and shown plans. Councilmember Whetstone stated that he saw a resident online asking what the ramp would look like. Councilmember Lang stated she had a similar question and suggested adding a picture of a generic pedestrian ramp to the packets that are provided to residents to give them an idea. Upon inquiry, there were no further questions or concerns expressed by members of the City Council. The City Council will consider Resolutions 22-98 through 22-100 at the Regular Council Meeting scheduled June 14, 2022, at 6:30 P.M. COMMUNICATIONS A. KEY PERFORMANCE INDICATOR (KPI) DISCUSSION Mayor Lang turned the time over to Councilmember Harmon. Councilmember Harmon provided a list of suggested KPI’s submitted by members of the Council.  MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -7- Mayor Lang stated that she would like to narrow the list down to a couple per department. She stated that this is a long list and would require a lot of reporting, even if done quarterly. Councilmember Huynh suggested waiting 6 months to get a better feel for what is needed. Councilmember Harmon stated that he would be open to narrowing the list down to the top three for each department. Councilmember Christensen stated that he agrees narrowing the list down would be a good first step. He stated that if there are too many, the goals get lost. He indicated that it’s important that the Council use these KPI’s for planning and toward accomplishing specific goals. Councilmember Harmon stated that it would be good to see a quarterly report and then the Council will be able to assess and adjust the KPI’s as needed. He indicated that he could send a google doc to the Council and have them vote for their top 3. Councilmember Huynh thanked Councilmember Harmon for the efforts he put into this project. Wayne stated that the importance of KPI’s is that they help guide goals and priorities. He encouraged the Council to look at each of these and consider what matters most and what information will help the Council reach their goals. Wayne thanked the Mayor for the suggestion of reducing the number of KPI’s to a few per department because this will help provide a focus on what the Council priorities are. He noted that there may even be additional KPI’s that come from this conversation for different divisions that weren’t included in the list. Wayne stated that most often the goal of staff and the goal of Council align and the majority of items on the suggested KPI list are actually already being reported and the information generated in one form or another. Councilmember Harmon stated that this will be an ongoing process and he hopes it will help future Council’s find focus as well. Councilmember Fitisemanu arrived at 5:05 PM. B. COUNCIL CALENDAR Mayor Lang referenced a Memorandum previously received from the City Manager that outlined upcoming meetings and events. Councilmember Harmon asked what the role of the Council will be in the WestFest parade. Nancy Day, Parks and Recreation, stated that Ken Garff will provide cars for Councilmembers to ride in. She stated that she doesn’t know the exact order of the parade yet but will know soon. Nancy provided additional detail on how the parade will operate. Mayor Lang asked if the float will be ready. Nancy replied yes and noted it will be in at least 2 parades this summer. Mayor Lang asked how many entries there are. Nancy replied close to 40. Members of the City Council had no further questions regarding the Council Update.  MINUTES OF COUNCIL STUDY MEETING – JUNE 7, 2022 -8- NEW BUSINESS A. POTENTIAL FUTURE AGENDA ITEMS Mayor Lang noted that Councilmember Harmon had a question regarding COVID funding. Councilmember Harmon stated that he would like to see a breakdown of what the Covid grant money was spent on and what the plan is for the remainder. B. COUNCIL REPORTS N/A 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 JUNE 7, 2022 WAS ADJOURNED AT 5:13 PM BY MAYOR LANG. 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, June 7, 2022. _______________________________ Nichole Camac, CMC City Recorder