City Council Study Meeting

MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -1- THE WEST VALLEY CITY COUNCIL MET IN ELECTRONIC STUDY SESSION ON TUESDAY, SEPTEMBER 12, 2023 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 PRO TEM HUYNH. THE FOLLOWING MEMBERS WERE PRESENT: Tom Huynh, Mayor Pro-Tem Huynh Lars Nordfelt, Councilmember At-Large Don Christensen, Councilmember At-Large Scott Harmon, Councilmember District 2 William Whetstone, Councilmember District 3 ABSENT: Karen Lang, Mayor Jake Fitisemanu, Councilmember District 4 STAFF PRESENT: Wayne T Pyle, City Manager Nichole Camac, City Recorder Eric Bunderson, City Attorney Colleen Jacobs, Police Chief (electronically) John Evans, Fire Chief Jim Welch, Finance Director (electronically) Steve Pastorik, CED Director Peggy Daniels, Acting CPD Director Dan Johnson, Public Works Director Nancy Day, Parks and Recreation Director Jonathan Springmeyer, Acting RDA Director John Flores, HR Director Sam Johnson, Strategic Communications Director Ken Cushing, IT (electronically) Jamie Young, Parks and Recreation APPROVAL OF MINUTES OF SPECIAL STUDY MEETING HELD AUGUST 29, 2023 AND STUDY MEETING HELD SEPTEMBER 5, 2023  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -2- The Council considered the Minutes of the Special Study Meeting held August 29, 2023 and Study Meeting held September 5, 2023. There were no changes, corrections or deletions. Councilmember Harmon moved to approve the Minutes of the Special Study Meeting held August 29, 2023 and Study Meeting held September 5, 2023. Councilmember Christensen seconded the motion. A voice vote was taken and all members voted in favor of the motion. REVIEW AGENDA FOR REGULAR CITY COUNCIL MEETING OF SEPTEMBER 12, 2023 Upon inquiry by Mayor Pro Tem Huynh, 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 SEPTEMBER 19, 2023 A. ACCEPT PUBLIC INPUT REGARDING THE WEST VALLEY CITY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) CONSOLIDATED ANNUAL PERFORMANCE EVALUATION REPORT FOR FISCAL YEAR 2022-2023 Mayor Pro Tem Huynh informed a public hearing had been advertised for the Regular Council Meeting scheduled September 19, 2023, in order for the City Council to hear and consider public comments regarding the West Valley City Community Development Block Grant (CDBG) Consolidated Annual Performance Evaluation Report for Fiscal Year 2022-2023. Proposed Resolution 23-134 related to the proposal to be considered by the City Council subsequent to the public hearing, was discussed as follows: ACTION: RESOLUTION NO. 23-134, APPROVE THE WEST VALLEY CITY COMMUNITY DEVELOPMENT BLOCK GRANT ANNUAL PERFORMANCE EVALUATION REPORT FOR FISCAL YEAR 2022-2023 Peggy Daniels, CPD, discussed proposed Resolution 23-134 that would approve the West Valley City Community Development Block Grant Annual Performance Evaluation Report for Fiscal Year 2022-2023. 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. HUD  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -3- requires that each CDBG grantee to submit a yearly Consolidated Annual Performance Evaluation Report. This report summarizes the activities and progress made during fiscal year 2022-2023 that have been funded by the city’s CDBG program. We have created the Consolidated Annual Performance Evaluation Report and budget that meets the federal guidelines for this report. The city has made its CAPER available for public review and a public hearing will be held on September 19, 2023, at 6:30 p.m. in the West Valley City Council Chambers, to allow for public comment. HUD requires entitlement communities receiving CDBG funds to annually review and publicly report on the progress made in carrying out its Annual Action Plan. Submission of the CAPER is the reporting tool HUD requires to meet this obligation and is due to HUD within 90 days after program year-end on June 30, 2023. As required by HUD regulations and the Citizen Participation Plan (CPP), staff obtained citizen participation for the CAPER by publishing a public hearing notice inviting the public to provide input. The CPP is required by HUD for jurisdictions receiving CDBG funds to solicit and obtain input primarily from low- to moderate-income residents. Staff published a public hearing notice Saturday, August 19, 2023, in The Salt Lake Tribune. The notice stated citizens’ comments may be submitted in person and in writing until 5 p.m., Friday, September 25, 2023. No comments were received as of the writing of this staff report. In summary, the CAPER reflects that the City is making progress to expend its CDBG funds in a timely manner and in meeting the program’s primary objectives. Councilmember Whetstone asked if a Public Hearing was required in the past. Peggy replied no. Councilmember Whetstone noted that the report indicates that the City does not have public housing but also references housing owned by the City, such as Campbell Court. Peggy replied that Campbell Court is not classified as public housing the way that HUD defines with the voucher system. Councilmember Whetstone pointed out a typo on page 22 that Peggy agreed to correct. Councilmember Whetstone asked what project the City is working with Housing Connect on. Peggy replied that she is unsure as some of the information in the report was provided by RDA. Wayne replied that it is the Valley Fair project. The City Council will consider Resolution 23-134 at the Regular Council Meeting scheduled September 19, 2023 at 6:30 P.M. RESOLUTION 23-135: APPROVE AN AMENDMENT TO THE HOME INVESTMENT PARTNERSHIP INTERLOCAL AGREEMENT TO ADD  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -4- HERRIMAN CITY AS A PARTY Peggy Daniels, CPD, presented proposed Resolution 23-135 that would approve an Amendment to the HOME Investment Partnership Interlocal Agreement to Add Herriman City as a Party. 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, 2023, until September 30, 2026. Herriman has decided to join the consortium of cities which requires a new agreement to be signed. 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 spend the funding, then invoice Salt Lake County for reimbursement of eligible expenses. The interlocal agreement details the relationship between West Valley City and Salt Lake County. This interlocal agreement is renewed every three years. Councilmember Whetstone verified that all 7 other parties will need to adopt the new agreement. Peggy agreed. The City Council will consider Resolution 23-135 at the Regular Council Meeting scheduled September 19, 2023 at 6:30 P.M RESOLUTION 23-136: AUTHORIZE THE EXECUTION OF A COMMISSIONED PAINTING AGREEMENT WITH DOWDLE STUDIOS, LLC Sam Johnson, Strategic Communications Director, presented proposed Resolution 23-136 that would authorize the Execution of a Commissioned Painting Agreement with Dowdle Studios, LLC, Written documentation previously provided to the City Council included information as follows:  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -5- Dowdle Art is a nationally recognized puzzle company that creates unique puzzles featuring different cities, landmarks and national parks. The company has approached West Valley City with a proposal to develop a puzzle showcasing WVC and its recognizable buildings and landmarks. Dowdle will visit and study the city and create this puzzle of West Valley City for $150,000 which includes the following:  WVC would own the digital original artwork forever and could use it for any purpose.  6000 puzzles which the city can sell to the public  A small unveiling event of the puzzle to an audience of around 50 people There are other options and add-ons for the city to choose from, including adding an 8’x10’ wall of the artwork ($20,000), as well as having a large unveiling for hundreds of people ($10,000). The city will have a 1-year exclusive right to sell the puzzles to the public and can re-coup the entire $150,000 purchase if it sells 6,000 puzzles at $25 each thru the city website, at City Hall or at city events. After the first year, WVC can continue to sell the puzzles, but the puzzles will also be available on Dowdle’s website for purchase. There are several Utah cities that have entered similar agreements with Dowdle and all of them have sold 50% or more of their 6,000 allotment of puzzles within the first 6 months. Councilmember Nordfelt asked how the “must have” list is compiled. Sam replied that this will be worked through with the Dowdle group. He noted that they want to select the final landmarks but will take direction from the City into consideration as well. He indicated that a core group of staff, Council, and residents who have a deep involvement and history with the City will help determine specific landmarks to recommend. Mayor Pro Tem Huynh asked if every City has been successful in selling all their puzzles. Sam replied that all have reported selling at least 50% in the first 4-5 months and expressed certainty that they will sell the rest. Councilmember Christensen noted that the City can still sell puzzles after the 1-year mark as well but will no longer have the exclusive rights. The City Council will consider Resolution 23-136 at the Regular Council Meeting scheduled September 19, 2023 at 6:30 P.M RESOLUTION 23-137: APPROVE THE PURCHASE OF COMPUTERS AND RELATED EQUIPMENT FROM VALCOM Eric Bunderson, City Attorney/IT Director, presented proposed Resolution 23-137 that would approve the purchase of Computers and Related Equipment from Valcom Written documentation previously provided to the City Council included information as follows:  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -6- West Valley City Police Department has been successfully running a four-year computer replacement program for all laptops and desktops in the department. Four-year warranties are purchased for each device, which extends the life of each device. They are retired after four years, and new computers are purchased in their place. When the lease program was retired, the Police Department had to obtain funding for the four-year replacement through other means. By funding the PD computer replacement through the IT Division, the process will be streamlined using funds that have be allocated for Police Computer 4-year rotation. The equipment will purchase from VLCM, Dell, CDW totaling is the allocated amount of $147,000. Councilmember Whetstone asked what happens to the old computers. Eric replied that they are sold as surplus or used as spares. Councilmember Christensen asked if the computers are thoroughly scrubbed and data erased. Eric replied yes. The City Council will consider Resolution 23-137 at the Regular Council Meeting scheduled September 19, 2023 at 6:30 P.M RESOLUTION 23-138: APPROVE THE PURCHASE OF SERVER STORAGE EQUIPMENT FROM VALCOM Eric Bunderson, City Attorney/IT Director, presented proposed Resolution 23-138 that would approve the purchase of Server Storage Equipment from Valcom Written documentation previously provided to the City Council included information as follows: The current storage system, Datrium, has been acquired by Dell and is undergoing discontinuation. Maintenance extensions are no longer available. After evaluating the Dell Powerstore 1200T available on a state contract, we are confident that it offers sufficient performance and cost-effectiveness. Councilmember Christensen asked if this applies to both in house storage and off-site. Eric replied both. Mayor Pro-Tem Huynh asked how long files are stored. Eric replied that it depends on the file and the required retention set forth by statute. The City Council will consider Resolution 23-138 at the Regular Council Meeting scheduled September 19, 2023 at 6:30 P.M RESOLUTION 23-139: AWARD A CONTRACT TO INTERMOUNTAIN TRAFFIC SAFETY, INC FOR THE STREET NAME SIGN REPLACEMENT  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -7- PROJECT Dan Johnson, Public Works Director, presented proposed Resolution 23-139 that would award a Contract to Intermountain Traffic Safety, Inc for the Street Name Sign Replacement Project. Written documentation previously provided to the City Council included information as follows: This project replaces all street name signs throughout the City with a new street name sign design with a white reflective background and black letters, with the logo being printed with the same ink as the sign letters. To find the best value and product for the City, the Public Works Department issued a request for proposals for street name sign fabrication services. The proposals were evaluated using the following criteria: Cost (45%), Product Warranty (45%) and Company Experience (10%). Six proposals were received from various sign fabrication companies, and Intermountain Traffic Safety (ITS) was found to be the most responsive to the RFP. While their price was not the lowest, product warranty was very important to the City and carried equal weight with price in the proposal evaluation process. ITS offers a 12-year warranty on the sign fabrication, which equals the longest warranty period offered on signs by any of the proposers. Their combined score with the proposed 12-year warranty and price made them the most responsive proposal. ITS is also a West Valley City business with whom we have a lot of positive experience and feel confident in their capabilities to do the work. The price from ITS for the estimated quantities is $291,009, the Public Works Department recommends authorizing $330,000 to purchase signs from ITS. The City will install the street name signs with Public Works staff during regular hours, or overtime and using seasonal employees, which is anticipated to take over a year. Street name sign installation labor for the 5200 signs is estimated to cost $100,000. The 320+ traffic signal mast arm street name signs will be installed by Salt Lake County under the traffic signal maintenance contract for an estimated $70,000. Councilmember Harmon asked if these signs are being manufactured by the same company whose previous signs have had issues. Dan replied mostly not. He noted that these will be fabricated using a printer which is a different methodology than what was done previously. He added that a warranty was required to be submitted and this company was selected  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -8- because they proposed the best combo of price and warranty Dan indicated that the City does not anticipate the same issues the older signs experienced before. Councilmember Whetstone verified that the budget opening is from a previously approved CIP. Wayne replied yes. The City Council will consider Resolution 23-139 at the Regular Council Meeting scheduled September 19, 2023 at 6:30 P.M NEW BUSINESS SCHEDULED FOR SEPTEMBER 19, 2023 A. CONVENE AS BOARD OF CANVASSERS FOR THE MUNICIPAL PRIMARY ELECTION HELD SEPTEMBER 5, 2023 RESOLUTION NO. 23-140, ACCEPT AND APPROVE THE RESULTS OF THE MUNICIPAL PRIMARY ELECTION HELD SEPTEMBER 5, 2023 AS SHOWN ON THE CANVASS REPORT Nichole Camac, City Recorder, discussed proposed Resolution 23-140 that would accept and approve the Results of the Municipal Primary Election Held September 5, 2023 as Shown on the Canvass Report. Written documentation previously provided to the City Council included information as follows: The Mayor and City Council are the legislative body for West Valley City and comprise the Board of Municipal Canvassers pursuant to Utah Code §20A-4-301(2). The Code requires that the Board of Municipal Canvassers shall meet to canvass the returns of the Municipal Primary Election no sooner than seven days and no later than 14 days after the election. The City Council will consider Resolution 23-140 at the Regular Council Meeting scheduled September 19, 2023 at 6:30 P.M. COMMUNICATIONS A. THE CHILDREN’S CENTER UTAH PRESENTATION Rebecca Dutson, President and CEO of the Children’s Center Utah, provided a PowerPoint presentation summarized as follows: - Our Mission MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -9- o The Children's Center Utah provides comprehensive mental health care to enhance the emotional well-being of infants, toddlers, preschoolers, and their families. o Established is 1962, The Children’s Center Utah remains the only organization in Utah providing trauma-informed, evidence- based mental health care treatment exclusively to infants, toddlers, preschoolers, and their families/caregivers - Utah’s Children Need Help o Suicide is leading cause of death among children ages 10-18 in Utah o National research shows Utah is among a group of states with the highest prevalence of child and adolescent mental health disorders AND the highest prevalence of youth with untreated mental health needs. o 10-20% of Utah’s 458,000 children between the ages of 0-8 could experience mental, emotional, developmental, or behavioral challenges. o Research shows a measurable link between unmet mental health needs in a child’s earliest years and lifetime outcomes, including lower rates of high school graduation, college attendance, and employment, and higher rates of poverty, homelessness, and involvement in the criminal justice system - Mental Health Emergency o 10/2021 - American Academy of Pediatrics, American Academy of Child and Adolescent Psychiatry, and Children’s Hospital Association declare a national emergency  Citing the serious toll of the COVID-19 pandemic on top of existing challenges o 12/2021 - U.S. Surgeon General Dr. Vivek Murthy issues advisory  Emergency Room visits for suicide attempts by adolescent girls were 51% higher in early 2021 than in early 2019.  Worldwide, symptoms of anxiety and depression doubled during the pandemic o 10/2022 - a consortium of 144 national and state organizations appealed to declare a federal National Emergency in children’s mental health  Citing a need for children to “access the full continuum of mental and behavioral health care from promotion and MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -10- prevention to early identification and treatment, especially in times of crisis.”  Called for “a robust and comprehensive mental health workforce strategy”  According to the American Psychological Association, only 4% of the nation’s psychiatrists specialize in pediatric care. - Adverse Childhood experiences o Early death, disease/disability/social problems, adoption of health-risk behaviors, social/emotional/cognitive impairment, disrupted neurodevelopment, adverse childhood experiences - Strengthening Childhood Mental Health o Outpatient clinical services o Therapeutic preschool o Early childhood consultation and training o Workforce development o Public awareness and program/policy development o • 1,051 children and families served o • 5,949 hours of child/family therapy o • 572 mental health assessments o • 57 psychiatric evaluations o • 79 psychological evaluations o • 36,369 hours of Therapeutic Preschool Program services o • 53 courses and workshops o • 85 consultation hours provided o • 147 children supported in early childhood programs o • 156 environmental observations and feedback - Outpatient Clinical Services o Outpatient Clinical Services are provided to young children ages birth through six on-site (or via telehealth) through outpatient therapy. These services include:  • Trauma treatment  • Family-focused treatment  • Relationship-enhancing dyadic treatment  • Psychiatric consultations and psychological evaluations - Therapeutic Preschool Program o This program provides comprehensive mental health services for young children ages two through five and their families who need additional support beyond their outpatient services. Many of these children are struggling to succeed in childcare or MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -11- preschool, and need intensive group therapy to gain resilience and learn essential skills that will allow them to succeed in a traditional preschool setting and kindergarten. - External Services o • Early Childhood Consultation and Training Team o • Preschool Development Program o • Training and Teleconsultation Program o • Infant-Toddler Court Program o • Trauma Program for Young Children - Workforce Development o • APA accredited training center where we train four doctoral interns in our Psychology Internship program o • Nationally-recognized training resource for mental health and health care professionals, college and university students, as well as local and state agencies. We provide Doctoral, Master's, and practicum internship training at our clinic - Public Awareness and Program/Policy Development o • Ready! Resilient! Utah Early Childhood Mental Health Summit, Presented by Governor Spencer J. Cox and First Lady Abby Cox on October 24, 2023 o • ZERO TO THREE Financing Policy Project Technical Assistance Grant o • Provider’s Guide to Billing for Infant and Early Childhood Mental Health Services o • Early Childhood Mental Health in Utah study o • A Pathway for Improving Early Childhood Mental Health in Utah o • Legislative requests - Prevention and Early Intervention are Key o • National cost estimates of mental, emotional, and behavioral disorders among youth amount to$247 billion per year in mental health and health services, lost productivity, and crime. o • ZERO TO THREE research shows evidence-based child trauma treatments return $3.64 per dollar invested - A triple bottom line savings o Going upstream to address mental health concerns among very young children today creates a triple bottom line savings:  1. Costs less to invest early  2. Resources are saved later in life  3. Families and children contribute more to our state’s economy  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -12- - Campus o • SERVICES - Center of excellence for evidence-based, trauma-informed mental health care, serving both the immediate needs of children birth through six and their families o • WORKFORCE DEVELOPMENT - Training center for early childhood professionals of all backgrounds o The campus also will act as a launching point for a statewide expansion of additional services over the next several years; acting as a home for enhanced training and technological capabilities that will facilitate workforce development and statewide collaborations and connections as well as ongoing research, program, and policy development. The Mayor Pro Tem and Council had no further questions or concerns. B. DEBT SERVICE SCHEDULE REVIEW Councilmember Harmon asked which items are callable. Wayne indicated that there are three and any over 3.5% are not. Mayor Pro Tem Huynh asked for this item to be continued to the next weeks Study Meeting to allow Mayor Lang and Councilmember Fitisemanu the ability to participated in the conversation. Councilmember Harmon asked if the rates could be listed on the spreadsheet. C. COUNCIL CALENDAR Mayor Pro Tem Huynh referenced a Memorandum previously received from the City Manager that outlined upcoming meetings and events. Councilmember Harmon stated it was a great season of Neighborhood Night Out events and congratulated Craig Thomas on his efforts. The Council agreed. Mayor Pro Tem Huynh suggested limiting how many events can be held in one night. Councilmember Harmon disagreed and stated that the community really should able to host them as they would prefer. Members of the City Council had no further questions regarding the Council Update. NEW BUSINESS A. POTENTIAL FUTURE AGENDA ITEMS Councilmember Harmon indicated he received a courtesy notice and noted that it didn’t have a QR code. He indicated that he would just like an update on the status of that. Wayne replied that he believes this should be happening and indicated that he will follow up and provide an update. Mayor Pro Tem Huynh stated that he also  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -13- received a courtesy notice on a rental property and he said the process went very well. He stated that he received a follow up card letting him know that he was in compliance once the issue had been resolved and he was pleased with the process. Mayor Pro Tem Huynh stated that he had an issue with a ticket he received from a Police Officer over the weekend and would like to discuss this with the Council in an upcoming meeting. Councilmember Harmon stated that he doesn’t believe this is something that the Council should discuss or address. Mayor Pro Tem Huynh stated that he will work on the matter with Wayne. Wayne replied that he has provided an answer on how the concern can be appropriately addressed through the proper channels. Mayor Pro Tem Huynh stated that he didn’t want to discuss this publicly. Councilmember Whetstone asked if there can be a weekly update on the City Manager hiring process. Wayne replied yes. John Flores, HR Director, stated that once the Council adopts a job description (scheduled tonight) he will submit that to Affion who will then begin scheduled things. He noted that one of the first items they will do is schedule a meeting with the Council to get a good understanding of what type of individual they are seeking. B. COUNCIL REPORTS COUNCILMEMBER CHRISTENSEN- MOSQUITO ABATEMENT MEETING Councilmember Christensen stated that he attended the Mosquito Abatement meeting. He noted that the manager will be retiring at the end of the month and the board voted to replace him with the assistant manager. Councilmember Christensen stated that there has been a significant increase in mosquitos this year. C. STRATEGIC DISCUSSION LIST Mayor Pro Tem Huynh stated that items would continue to be discussed on the list. MOTION TO ADJOURN Upon motion by Councilman Nordfelt all voted in favor to adjourn. THERE BEING NO FURTHER BUSINESS OF THE WEST VALLEY COUNCIL THE STUDY MEETING ON TUESDAY SEPTEMBER 12, 2023 WAS ADJOURNED AT 5:34 PM BY MAYOR PRO TEM HUYNH.  MINUTES OF COUNCIL STUDY MEETING – SEPTEMBER 12, 2023 -14- 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, September 12, 2023. _______________________________ Nichole Camac, CMC City Recorder