City of Glendale

5850 West Glendale Avenue
Glendale, AZ 85301










Meeting Minutes

Tuesday, November 10, 2020
12:30 P.M.
Workshop Meeting
Civic Center





City Council

Mayor Jerry Weiers
Vice Mayor Ray Malnar
Councilmember Jamie Aldama
Councilmember Joyce Clark
Councilmember Ian Hugh
Councilmember Lauren Tolmachoff
Councilmember Bart Turner














 
 



 
             
CALL TO ORDER

Mayor Weiers called the meeting to order at 12:30 p.m.
             
ROLL CALL
 
Present: Mayor Jerry Weiers  
  Vice Mayor Ray Malnar  
  Councilmember Jamie Aldama  
  Councilmember Joyce Clark  
  Councilmember Ian Hugh  
  Councilmember Lauren Tolmachoff  
Absent: Councilmember Bart Turner
Also Present: Kevin Phelps, City Manager
Michael Bailey, City Attorney
Julie K. Bower, City Clerk
Vicki Rios, Assistant City Manager
Jack Friedline, Assistant City Manager
             
Councilmember Turner arrived at 12:33 p.m., after the roll was called.

WORKSHOP SESSION
             
1. PRESENTATION ON THE CITY'S PROCUREMENT POLICY AND PROCEDURES
Presented by: Vicki Rios, Assistant City Manager
                       Lisette Camacho, Director, Budget and Finance
                       Connie Schneider, Procurement Administrator, Budget and Finance
             
Ms. Bower read the item by title.

Ms. Camacho provided an overview of the City’s Procurement Policy.

Councilmember Clark asked what a valid reason was for a solicitation to be protested.

Ms. Camacho said it was reviewed by the Materials Manager and the City Attorney’s Office.

Councilmember Clark said the person who awarded the original bid determined if the protest was valid.

Ms. Camacho said the evaluation panel made the bid award recommendation for Council approval. The Materials Manager was not part of the evaluation process.

Councilmember Clark said Council received a recommendation from the Materials Manger or Procurement Director, not directly from the panel.

Ms. Camacho said that was correct per the City Code.

Ms. Rios reviewed the process for determining whether a protest was valid and who acted in the role of Materials Manager. The Budget and Finance Director had been designated as the Materials Manager.

Councilmember Clark asked if an independent review had been considered.

Ms. Rios said the duties of the Materials Manager were outlined by the City Code. The second level of review was a hearing which could be conducted by an independent hearing officer.

Councilmember Clark said the City Code could be amended to require an independent hearing officer.

Mr. Phelps said the City tried to have an efficient procurement process. With the complexity of items and services for the City, it would be difficult for an outside person to make determinations. He did not recommend amending the Code.

Councilmember Turner asked if any peer cities used an outside hearing officer.

Ms. Rios was unaware of another city requiring an outside hearing officer.

Councilmember Turner asked that future staff reports indicate if a protest had been filed prior to Council approval.

Mr. Phelps said that change had been implemented based on previous discussions.

Councilmember Tolmachoff asked if the policy change was formally adopted.

Ms. Rios said staff would work with the City Attorney’s Office to revise the policy.

Councilmember Aldama believed the State required that at least three local vendors be contacted. He asked staff to research the State’s procurement process.

Ms. Rios said the City was prohibited by law from creating a local vendor preference. There was a list provided by the State of women and minority-owned businesses that the City used. It was a challenge. The policy was followed but there was no way to guarantee a bid was awarded to a woman or minority-owned business. Local preference could not be given during the evaluation process.

Councilmember Aldama suggested a form to verify that steps were taken to contact local, woman or minority-owned businesses.

Ms. Camacho said there was a form and a process in place. The process was enforced for purchases over $10,000. The challenge was the informal procurements of less than $10,000.

Councilmember Clark asked if a position to manage the City’s overall portfolio of critical procurements within the City Manager’s Office had been considered.

Ms. Camacho said staff was in the process of recruiting a contracts program manager.

Councilmember Clark asked what the person’s authority would be within the City Manager’s Office.

Ms. Camacho said the manager would work closely with the City Manager’s Office, City Attorney’s Office and the Budget and Finance Department and with departments on high dollar contracts.

Councilmember Clark asked if a mission statement was developed for each major procurement.

Ms. Schneider said a mission statement was developed for each procurement by utilizing five worksheets.

Councilmember Clark asked if market research was conducted to understand vendor availability and competitiveness.

Ms. Schneider said multiple tools were used to research products and commodities.

Councilmember Clark asked if a “problem-based procurement” was used.

Ms. Schneider said a “problem statement” was developed first in the process.

Councilmember Clark requested that staff research the “pay for success” concept.

Councilmember Clark asked what the benefits were for signing a five-year contract for standard services. The same vendors seemed to be used repeatedly.

Ms. Camacho said it made sense for certain contracts such as the banking contract. It did not make sense to change banks every five years. She said staff could review the process for five-year contracts.

Councilmember Clark asked for data that showed staff was reaching out to local businesses and vendors.

Councilmember Tolmachoff said the job description for the contracts program manager did not mention a single word about procurement.

Ms. Camacho said the position would work closely with the procurement process.

Mr. Phelps said the presentation was to highlight the work done in procurement to improve the process. The GovSpend portal would be a good resource for staff and the procurement process.

Councilmember Aldama requested a follow-up be provided to Council regarding the State’s small business procurement policy.
             
2. COUNCIL ITEM OF SPECIAL INTEREST - MEDICAL RESPONSE UNIT (MRU)
Presented by: Rick St. John, Deputy City Manager
             
Ms. Bower read the item by title.

Mr. St. John provided information on Councilmember Hugh’s request to add a second MRU to the Fire Department during the current fiscal year within the adopted Public Safety budget for FY21-22.

Mayor Weiers asked the City Manager to find other alternatives for funding the second MRU an that no action be taken at the meeting.

Vice Mayor Malnar asked if the MRU would reduce the projected overtime use.

Mr. St. John said it would not impact overtime due to the backfill of employees that were unable to work.

Councilmember Tolmachoff asked for the status of the grant application.

Mr. St. John said the City was not awarded the grant.

Councilmember Tolmachoff said the staff for the MRU was backfilling positions to prevent more overtime.

Mr. St. John said that was correct.

Councilmember Tolmachoff asked when the MRU would be able to begin service.

Mr. St. John said it would be within the fourth quarter, hopefully on April 1st.

Councilmember Tolmachoff said staff exposure to COVID-19 created overtime to backfill positions within Police and Fire.

Mr. St. John said that was correct.

Councilmember Tolmachoff agreed with the Mayor’s suggestion to see if there were other funding sources.

Councilmember Aldama supported tabling the discussion and wanted to support Police and Fire staff rather than adding a second MRU at this time.

Councilmember Clark said the MRUs were critical and would be cost-effective in the long run. She supported tabling the discussion and looked forward to the City Manager’s findings.

Councilmember Turner asked why contingency was not an option to cover ongoing costs of the MRU. He said if there were changes or eliminations to positions, it should be more specific. He supported tabling the discussion to have more clarity.

Mr. Phelps said $5 million of the CARES Act funding was set aside for additional contingency. It was his recommendation to delay implementing the MRU to help minimize the impact of overtime due to COVID-19. An additional MRU could be added to budget discussions for FY21-22.

Mayor Weiers said his intent in tabling the discussion was to give the City Manager the opportunity to return with a recommendation on how to move forward.

Councilmember Clark suggested an alternative method to the Fire Department’s constant staffing be reviewed.

Mr. Phelps said a hybrid staffing model was implemented. The low acuity teams and the MRU were dynamically staffed, working 10-hour shifts at peak times of the day.

Councilmember Clark requested that the MRU be activated.

Vice Mayor Malnar supported an additional MRU but agreed pausing the implementation of the MRU to see how the budget was affected by COVID-19.

Mayor Weiers asked how long it would take to train staff for the second MRU.

Chief Garrison said the hiring process took several months in addition to the 14-week academy. The next academy would begin in February 2021. The last academy had fourteen graduates, and there were twelve recruits scheduled to start in February.

Councilmember Tolmachoff asked if the academy was required or could it be a lateral hire.

Chief Garrison said traditionally, all staff went through the academy.

Mayor Weiers confirmed consensus to table the discussion.
             
CITY MANAGER’S REPORT

Mr. Phelps reported the Arizona Commerce Authority and Amazon Web Services had selected Glendale Community College and WESTMEC to receive initial investment and tools to implement the cloud computing program for 5,000 students.

Mr. Phelps had received an initial outline to extend the Arizona Coyote’s arena contract and anticipated a response from ASM Global in the near future.
             
CITY ATTORNEY'S REPORT

No report
             
COUNCIL ITEMS OF SPECIAL INTEREST

Councilmember Aldama requested the creation of a procurement process that insured a dollar amount threshold that triggered the use of small and local businesses.

Councilmember Clark asked for Council consensus to adopt a similar ordinance to the City of Peoria and create rules and regulations related to recreational marijuana.

Councilmember Hugh supported Councilmember Clark’s requests.

Councilmember Tolmachoff asked if the intent was to bring the items to a workshop for discussion.

Councilmember Clark requested that the proposed ordinance be placed on the next workshop agenda for implementation as soon as possible. She said regulations would take time to develop and anticipated that it would be returned at a later date.

Councilmember Tolmachoff asked that a resident survey be created regarding the failed bond questions to understand how to better communicate in the future.

Vice Mayor Malnar supported Councilmember Clark’s requests and asked that his previous item regarding preschools be part of the regulations.
             
MOTION AND CALL TO ENTER INTO EXECUTIVE SESSION
  A motion was made by Councilmember Jamie Aldama, seconded by Councilmember Ian Hugh to hold an executive session.
 
AYE: Mayor Jerry Weiers
  Vice Mayor Ray Malnar
  Councilmember Jamie Aldama
  Councilmember Joyce Clark
  Councilmember Ian Hugh
  Councilmember Lauren Tolmachoff
  Councilmember Bart Turner
Passed
             
EXECUTIVE SESSION

Council entered executive session at 2:38 p.m. for:
  • Discussion/consultation with the City Attorney regarding the City’s position in pending or contemplated litigation, including settlement discussions conducted in order to avoid or resolve litigation pursuant to A.R.S. § 38-431.03(A)(3)(4);
  • Discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with the Lazy J Trailer Lodge pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7);
  • Discussion/consultation with the City Attorney to receive legal advice, to consider its position, and to provide instruction/direction to the City Attorney regarding Glendale's position in connection with proposed changes to the Glendale City Code related to parking and Proposition 207 pursuant to A.R.S. §§ 38-431.03 (A)(3);
  • Discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with the Catlin Court PAD pursuant to A.R.S. §§ 38-431.03 (A)(3)(4); and
  • Discussion/consultation with the City Attorney and City Manager to receive an update, to consider its position, and to provide instruction/direction to the City Attorney and City Manager regarding Glendale's position in connection with APN# 143-44-025A pursuant to A.R.S. §§ 38-431.03 (A)(3)(4)(7)
  A motion was made by Councilmember Ian Hugh, seconded by Councilmember Bart Turner to adjourn the executive session.
 
AYE: Mayor Jerry Weiers
  Vice Mayor Ray Malnar
  Councilmember Jamie Aldama
  Councilmember Joyce Clark
  Councilmember Ian Hugh
  Councilmember Lauren Tolmachoff
  Councilmember Bart Turner
Passed
  Mayor Weiers adjourned the executive session at 3:57 p.m.
             
ADJOURNMENT

Mayor Weiers adjourned the meeting at 3:57 p.m.


I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the meeting of the Glendale City Council of Glendale, Arizona, held on the 10th day of November, 2020.  I further certify that the meeting was duly called and held and that a quorum was present.
  
Dated this 19th day of November, 2020.
 
  

_______________________________________
Julie K. Bower, MMC, City Clerk

    

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