Minutes of the Visioning & Goal Setting Retreat held
January 31, 2009 at 7:30 a.m. in the Public Safety Facility
MEMBERS PRESENT
Mayor Lopez-Rogers and Council Members Ken
Weise, Vice Mayor
Jim
Buster
Frank
Scott
Stephanie
Karlin
Jim
McDonald
Jason
Earp
ALSO PRESENT
Charlie McClendon, City Manager
Andrew McGuire, City Attorney
Carmen Martinez, City Clerk
1) BREAKFAST – 7:30 a.m.
2) ROLL CALL BY THE CITY
CLERK – 8:00 a.m.
3) VISIONING DISCUSSION
Mayor Lopez Rogers
stated the purpose of this discussion is to consider how the Council’s
definition of quality of life pertains to the goals of the Council: 1)
Economic Development. 2) Community Involvement. 3) Financial Stability. 4)
Quality of Life. 5) Environmental Leadership. 6) Staff Retention. 7) Transportation.
The Council will consider how to direct Staff through the goals in the current
economy. She added that next year the Council would begin the budget discussion
in August 2009.
Council Member McDonald defined
quality of life as a citizen feeling safe in Avondale, having nice places to
go, and having things happen in a timely manner. Economic development will
drive the quality of life in Avondale. With a broad economic base, Avondale
could avoid cuts in services and jobs even if tax revenues and spending go down.
Council Member Karlin stated the quality
of life goal is very abstract. She has always felt if people have a sense of
belonging, they have quality of life. She believes if Avondale can provide
safety, economic development, financial stability, etc., those will play a part
in providing a sense of community. She suggested the Council consider what
services to provide, such as libraries and cultural arts.
Vice Mayor Weise stated quality of
life in the past might have been having a place for kids to play or to have a
meal and shop. Quality of life now is a moving target. At present it may mean
a resident staying in their home, and he suggested the Council focus on that. He
thinks the City needs to offer more things for residents to do because they
will not be able to afford to spend on activities. The onus of parks and
entertainment may fall to the Parks, Recreation and Libraries Department. He recommended stabilization of the residential market in Avondale.
He stated that economic development is strictly a retail-commercial-industrial-educational
driver and does not include residential. While the homebuilders may want
restrictions loosened up and to be given the opportunity to sell houses, they
have put themselves in their current position. Quality of life also includes
education, and while the City has little to do with funding the local school
districts or dictating how they teach, the City can look at bringing in other
education opportunities to include charter, parochial, and college prep schools,
or even another university. To accomplish that with a General Fund balance
that is decreasing every year will take creative financing.
Council Member Earp stated he agrees
with the definition of quality of life already provided by fellow Council
Members but the question is how to do it with less money. He stated that while
there are programs such as the Youth Sports Voucher Program that are very
important to him, he understands that in this economy it is more important to
provide basic services such as public safety and sanitation.
Council Member Scott stated quality
of life to him includes the amenities offered by both the public sector and the
private sector, to include shopping, restaurants, housing, as well as the
services the City provides. Water and sewer is a basic necessity. He supports
the public safety goal and believes the City is playing catch up now as it is.
He would like the Council to work towards accomplishing common goals.
Council Member McDonald stated in
considering quality of life, it is important to look beyond the current
budget. A better way to approach the issue of quality of life would be for the
Council to consider what they would like to do if they had the money.
Mayor Lopez Rogers stated she agrees
and that is one reason why she would like to hold the budget meeting in August
2009.
Charlie McClendon, City Manager, stated
a two-tiered approach may be necessary that includes a set of objectives dealing
with the immediate 09/10 budget year and a set of objectives dealing with long-term
goals. The Council can lay the groundwork for long-term goals. Staff in the
Economic Development department is working hard every day. While there is not
much to show for it because nobody can get financing, Staff is laying the
groundwork and building relationships with developers and investors.
Council Member Buster stated that Avondale’s
population has doubled over five years and at some point in time the Council will
have to consider the City boundaries and the population density, which could
conceivably double again so it is important for Council to add jobs. He noted
the City has not given up on economic development even though the Economic Development
Director position has been slashed. Most economists are predicting a turnaround
in the economy in 2012. He recommended that the Police Department continue
their work to bring the crime statistics down. He thinks the City has done a good
job in stabilizing finances. The Council agrees to make Avondale a destination
place and he thinks Western Avenue has a key role in providing a sense of
community. He would like the Council to continue building on that.
Vice Mayor Weise stated as far as
long-term goals, he would recommend a proactive approach in the Police and Fire
Departments. The Police Department will have to be funded more aggressively
over the next five to ten years, and the police substation in the Cashion area
is good start toward that goal. Public safety must be funded in new and
creative ways to keep the neighborhoods safe. He believes the City has been
active in economic development, and landing the American Sports Centers has been
a huge coup for the City. The Council is working on Western Avenue, South
Mountain, Avondale Blvd., among other projects, and the Council needs to make
sure not to lose focus.
Vice Mayor Weise stated that bringing
major employers into Avondale must be a major goal of the Council, as well as
diversifying the employment base so it is not focused on restaurant, retail,
and construction. He recommended that the Council makes sure that the top five
employers are privately-owned entities that provide good jobs. That way when
an economic downturn happens, it will not have such a negative effect on the
City.
Mayor Lopez Rogers stated when she thinks
of quality of life, she thinks of food, shelter and clothing. She suggested
the following items for Council’s consideration:
§
Employment base
and the transportation to get the residents to the jobs.
§
Public safety is
critical and the Council needs to be mindful that public safety impacts the
courts; she suggested the Council consider a revenue source for the court. She
believes it is important to include the community in this discussion and
consider the community’s resources.
§
Visioning session
in the next few months to focus specifically on Estrella Foothills and Route
801.
§
Strategy on
foreclosures.
§
The Council must
also consider the population density.
§
Education as it
is also part of economic development.
§
Environmental
leadership with a focus on green jobs.
§
Transportation
options must be discussed and priorities set.
§
Community
involvement by the Council - residents must see the Council involved in the
community and they should consider giving time at the food banks, the life
shelter, and the schools.
§
The Council should
be the recruiter for the Boards and Commissions.
§
Resident
Appreciation Night should be continued.
§
Time should be
set aside for the Council to have coffee with the community a couple of times a
year.
§
An ecumenical
council should be established to meet a couple of times
§
Continue to provide
opportunities for community events through private partnerships and
contributions.
§
The youth and
the Youth Commission remain critical to her and she wants to make sure the
youth are not treated as a side committee, but are allowed to be truly
effective.
§
Clean water and
infrastructure
§
Functional art
Charlie McClendon, City Manager, stated the Council was presenting
objectives that Staff can work on in 09/10. Even though the City cannot do
large special events at present, a consensus can be reached on what the Council
wants the events to achieve. Consideration should be given to events that
involve the community, as well as events that bring people into Avondale from
other communities.
Council Member Karlin stated it was
important to stress a relationship with Estrella Mountain Community College (EMCC) and the Maricopa Skill Center by providing links to universities on the City web site and
suggested coordinating film nights with the colleges. Mr. McClendon stated that
staff has met with EMCC and Northern Arizona University (NAU) regarding the
development of a 2+2 Program. Students take the first two years of science at EMCC, working toward a four year degree at NAU. NAU has expressed interest in this program.
Council Member Earp
stated he would be in favor of eliminating Billy Moore Days this year instead
of moving it up to spring of 2010, and then have it in the fall of 2010. He
suggested the City consider partnerships with businesses to consider solar
panels and other green issues.
In response to a
question from Council Member Earp regarding crime statistics, Chief Kotsur stated
the statistics indicate that collectively, crime was down 4%; violent crimes
was up and properly crime has decreased. It is expected that crime will
increase next year as it tends to rise during periods of recession.
Council Member Earp asked for information
on the Contributions Assistance Program and the Youth Sports Voucher Program. Charlie McClendon stated the consensus was to cut the funding for the Contributions Assistance
Program in half and to reduce the amount of funding for the Youth Sports
Voucher program to actual demand.
Council Member Earp suggested suspending
the Sports Voucher Program and allocating those funds to the Contributions
Assistance Program so the program will not have to be reduced by 50% as
proposed.
Mayor Lopez Rogers asked what is the
Sports Voucher Program funding amount. Charlie McClendon stated the total
amount of funds made available was $32,000, and the City has been utilizing under
$10,000. Therefore, the funding was reduced to $10,000.
Council Member Earp asked if the freeze
on wage increases included a freeze on merit increases. Mr. McClendon stated
there would be no wage increases, but noted that it is not yet known if health
insurance rates will increase, in which case the decision will have to be made whether
to offset the increase. Good news was received in that the Arizona State
Retirement System (ASRS) contributions will not be increased and the Public
Safety Contributions are not increasing either. Council Member Earp agreed
that if health insurance premiums go up, it will not make sense to reduce
employee pay unless absolutely necessary.
Council Member Earp stated he is
inclined not to give the State the requested $5,000.00 for the State Centennial
Fund to Restore the State Capitol. He would rather put $5,000.00 into the Contributions
Assistance Program.
Charlie McClendon asked for
direction from Council. Does the Council want to put the Sports Voucher Program
on hold for a year and put that money into the Contributions Assistance Program?
Does the Council still want to reduce the Contributions Assistance Program funding
by 50 percent? Does the Council want to eliminate Billy Moore Days for the
09/10 fiscal year?
There was a brief discussion
regarding the issue of Billy Moore Days. It was stated that the idea to move
it to the spring was brought up in an effort to avoid competition with the
State Fair and to involve people visiting baseball spring training, as well as partnering
the event with the Tres Rios Nature Festival and to avoid conflicts with the
school marching bands that preclude them from participating. It was pointed
out that attendance at last year’s event was down.
Charlie McClendon stated the parade is the most costly part of the
event because it takes massive amounts of police overtime and efforts from many
City Departments. Council Members expressed their opinion that it is an
important hometown event and their desire to keep this traditional event. Council
Member Earp indicated that he would rather keep it in the fall and would be in
favor of canceling temporarily in favor of keeping some other year-long
programs.
Mayor Lopez Rogers stated that from
the discussion, she concluded that the consensus was to hold Billy Moore Days
in the spring 2010. Mr. McClendon stated that Staff will evaluate staff
capacity and it may be necessary to hire an event coordinator temporarily.
Mayor Lopez Rogers invited further
comments.
Vice Mayor Weise stated that Council
Members had received an e-mail regarding discretionary funds. He asked if
unused discretionary funds go back into the General Fund. Mr. McClendon
replied that Council policy is that amounts not spent over $5,000.00 go back into
the General Fund. Vice Mayor Weise indicated he had suggested the possibility
of the Council taking a voluntary pay cut, but the Charter does not allow for
it. He suggested that any unused Council discretionary funds in excess of
$2,000 be transferred back to the General Fund and not be carried over.
Council Member Karlin stated in
theory it is a good idea, but the Council Members do not always know what conferences
or special events will come up, which are paid for out of the discretionary
funds.
Council Member Earp stated he has no
problem with Vice Mayor Weise’s suggestion. He would even favor the Council
Members taking a cut in their discretionary fund since in his four years on the
Council, he did not traveled but relied on the Staff to attend the conferences
and provide their expertise. If the City is freezing wages and eliminating
positions, this would show a good faith effort by the Council Members to reduce
spending.
Council Member Buster stated he is
also in favor of the Council Members taking a cut in their discretionary funds.
Council Member McDonald stated the
amount of money in the discretionary fund is not a huge amount of money, and
the system is set up now so that large amounts of money cannot be held in the accounts.
He agrees with Council Member Karlin that the Council Members do not know what events
and conferences will come up. He would like to leave the policy as is.
Council Member Earp stated he believes
that if the Council Members reduce their discretionary funds, it will go a long
way to show the citizens that the Council is making a conscious effort to stretch
the budget.
Council Member Scott stated he would
go along with the other Council Members on pay cuts and reducing the
discretionary funds.
Council Member McDonald stated it is
important to keep in mind that every penny spent by the Council from the
discretionary funds is very transparent.
Vice Mayor Weise stated he is asking
on an individual basis for the Council Members to decide if and how much money
they want to return to the General Fund. He added he would be in favor of
increasing the Mayor’s discretionary fund as she will have many opportunities
to visit Washington DC this year. Mr. McClendon stated there is an additional
$5,000.00 in the General Council Budget for lobbying trips by the Mayor.
Vice Mayor Weise asked how the
Mayor’s discretionary fund budget could be increased for next year. Mr.
McClendon stated it is a line item in the budget. The line item could be
increased. Also if Council Members chose to carry over unused funds over
$2,000.00, those funds could go to that line item.
Mayor Lopez Rogers stated she would
be more comfortable with that approach.
Vice Mayor Weise suggested that the
rest of the money that the Council Members give up go toward that line item.
Charlie McClendon stated the
simplest way would be to ask each Council Member what they wished to do with
their discretionary funds.
Mayor Lopez Rogers stated that is
probably the answer. Mayor Lopez Rogers called a brief recess.
4) GOAL SETTING DISCUSSION
Mayor Lopez Rogers stated that Staff
had compiled a list of action items. Council Members are to prioritize the top
three goals they would like to see accomplished.
Charlie McClendon, City Manager, reminded
the Council that the goal entitled Traffic Management was changed to Transportation.
He listed the goals as:
TRANSPORTATION
• Represent Avondale’s interests
at MAG, RPTA, ADOT and at Federal levels.
• Develop a consensus
on Avondale’s position related to the SR-81 freeway versus parkway, and the alignment,
which can be done in a Work Session.
• Push
infrastructure projects as part of the federal stimulus package.
STAFF RETENTION
• Continue
Green Friday and other flex schedules.
ENVIRONMENTAL
LEADERSHIP
• Keep water
and sewer systems strong and properly funded.
• Support
green initiatives, both for City and private sector projects.
• Utilize
ideas and programs such as Green Seal products where possible that are cost saving
or revenue neutral.
PUBLIC SAFETY
• Maintain
sworn staff levels in Police and Fire.
• Resolve
strategies to reduce crime.
• Develop operational
improvements to make the best use of existing police staff, such as photo
enforcement.
QUALITY OF LIFE
• Promote the
use of functional art in the arts program.
• Make
housing a priority, including addressing foreclosures, housing rehab, and developing
stable neighborhoods.
• Develop
strategies to expand educational options in Avondale.
FINANCIAL STABILITY
• Develop a
long-range funding plan for public safety.
• No new
positions or salary increases.
• Maintain intergovernmental
programs to protect the City’s interest at the State and Federal levels.
COMMUNITY
INVOLVEMENT
• Develop low
cost activities and events for families, and find partners.
• Continue Resident
Appreciation Night and keep costs low.
• Continue to
support the Youth Commission and youth programs.
COMMUNITY AND
ECONOMIC DEVELOPMENT
• No
relaxation of standards for home construction.
• Maintain a focus on the City Center.
• Build an employment
base and diversity with a long-term goal to land a major employer.
Mayor Lopez Rogers stated the Council
would have another session on economic development in the next couple of weeks and
would incorporate the discussion tonight in that session. Charlie McClendon
stated the Council could have a Work Session to go over the highlights of the Economic
Development plan. He stated that Staff will reword the goals and send a copy
to the Council Members. Staff will focus on the top three goals of the Council
and work on the remaining goals when they can.
Vice Mayor Weise stated as the City moves
forward with economic development and infrastructure projects, the Council
needs to be mindful of how much money is in the General Fund reserve and keep
the amount as high as possible. Mr. McClendon stated he agreed.
Mr. McClendon voiced appreciation
for the direction given to Staff by the Council.
Mayor Lopez Rogers called for a
motion to adjourn.
5) ADJOURNMENT
There being no further business to
come before the Council, Vice Mayor Weise moved to adjourn. Council Member Karlin
seconded the motion. The motion carried unanimously.
Meeting adjourned at 10:23 a.m.
_____________________________
Mayor
Lopez-Rogers
_________________________________
Carmen Martinez, CMC
City Clerk
CERTIFICATION
I hereby certify that the foregoing minutes are a true and
correct copy of the minutes of the Visioning & Goal Setting Retreat of the
Council of the City of Avondale held on the 31st day of January,
2009. I further certify that the meeting was duly called and held and that the
quorum was present.
__________________________________
City Clerk