Committee on Intergovernmental Relations

AGENDA Committee on Intergovernmental Relations Tuesday, August 27, 2019 @ 8:00 a.m. Council Conference Room, City Hall 10th Floor Council Member Brian T. Jackson, Chair Council Member Jeremy Garza, Vice Chair Council Member Kathie Dunbar, Member 1. Call to Order 2. Public Comment 3. Approval of Minutes  July 10, 2019 4. Discussion/Action: A.) DISCUSSION –Continued Discussion on Climate Action Planning Project B.) DISCUSSION – 2019 Committee Meeting Schedule C.) DISCUSSION - FY2020/2021 Budget Priorities 5. Other 6. Adjourn  DRAFT MINUTES Committee on Intergovernmental Relations Wednesday, July 10, 2019 @ 8:00 a.m. Council Conference Room, City Hall CALL TO ORDER The meeting was called to order at 8:13 a.m. ROLL CALL Council Member Brian T. Jackson, Chairperson Council Member Jeremy Garza, Vice Chairperson - excused Councilmember Kathie Dunbar, Member OTHERS PRESENT LaSondra Crenshaw, Council Staff Mary Bowen, Law Department Kate Madigan, Michigan Climate Action Network Andrew Sarpolis, Sierra Club Anna Fisher, Climate Action Plan for Lansing Natalie Molmar – BW&L Elaine Fischhoff, BW&L Sharon Bannon, Citizen Linda Keefe, Citizen Kris Wisniewski, Citizen PUBLIC COMMENT ON AGENDA ITEMS No Public Comment Introductions MINUTES MOTION BY COUNCIL MEMBER DUNBAR TO APPROVE THE MINUTES FROM APRIL 24, 2019 AS PRESENTED. MOTION PASSED 2-0  DRAFT DISCUSSION – Climate Action Plan Council Member Dunbar & Jackson discussed the climate action plan and expressed they were concerned regarding the late approval of Ann Erhardt’s contract and the progress so far. Council Member Jackson asked Mrs. Crenshaw to invite Ingham County Commissioners Bryan Crenshaw, and Ryan Sebolt to the next meeting along with Ann Erhardt who is working on the Climate Action Planning Project. Council Member Jackson stated he would like to change the Intergovernmental Relations meetings to the 2nd & 4th Tuesday of the month beginning at 8:00 a.m. Next Meeting: Tuesday July 23, 2019 Adjourned at 8:25 a.m. Submitted by, LaSondra Crenshaw, Administrative Assistant Lansing City Council Approved ___________________  RESOLUTION #2019-071 BY THE COMMITTEE ON INTERGOVERNMENTAL RELATIONS RESOLVED BY THE CITY COUNCIL OF THE CITY OF LANSING WHEREAS, the following FY2018/2019 transfer be approved: $2,500.00 from City Council Temporary Help-Contractual 1012101.743050 $2,500.00 from City Council Equipment 1012101.977000 $5,000.00 to Public Service Contractual Services 1014603.743000 WHEREAS, to provide funds towards Phase 1 of the City of Lansing Climate Action Planning Project. With the assistance of Commons Logics, LLC the following items will be performed under Phase 1:  The Phase 1 will focus on the City’s infrastructure and operations. This will include meetings with City staff to finalize goals, objectives, identify data needs and availability and confirm the project schedule. This project scope will include data collection and analysis creating a gap analysis for data needs, identify data available and compare data required to achieve future phases; and  The assessments in this phase will determine sustainability of projects/activities already in action and the corresponding level of impact. This will allow the assessment of internal change management and communication needs for the plan. The plan will identify potential funding sources to assist with implementation and evaluation of the plan progress; and  The Climate Action Planning Project will identify opportunities for immediate implementation, set short term goals, and develop the Climate Action Plan to establish a GHG baseline, sources to assist in implementing and monitoring the plan, short term goals and other recommendations. NOW THEREFORE BE IT RESOLVED, the City of Lansing City Council will authorize a transfer of $2,500 from City Council Temporary Help-Contractual and $2,500 from City Council Equipment to Public Service Contractual Services for the Phase 1 of the Lansing Climate Action Planning Project, with the understanding that the balance of the contract shall be paid for from the Public Service Department. BE IT FURTHER RESOLVED, the contractor, Commons Logics, LLC through the Committee on Intergovernmental Relations will provide the deliverables to include the final report summarizing all data, findings and recommended next steps for implementation and subsequent phases no later than October 1, 2019. Intentionally Left Blank  DRAFT #1 RESOLUTION #2018-246 BY THE COMMITTEE OF THE WHOLE RESOLVED BY THE CITY COUNCIL OF THE CITY OF LANSING WHEREAS, the Charter of the City of Lansing requires the Council to adopt an annual statement of Budget Policies and Priorities serving to guide the Administration in developing and presenting the Fiscal Year 2019-2020 2020/2021 Budget; and WHEREAS, the City Council established the following Mission/Vision and goals; and The City of Lansing’s mission is to ensure quality of life by: I. Promoting a vibrant, safe, healthy and inclusive community that provides opportunity for personal and economic growth for residents, businesses and visitors a. The City’s diverse economy generates and retains (sustains) high quality stable jobs that strengthen the sales and property tax base and contribute to an exceptional quality of life. b. The City is governed in a transparent, efficient, accountable and responsive manner on behalf of all citizens. c. The City’s neighborhoods have various resources that allow them to be on a long term viable and appealing basis. d. Support economic development initiatives that promote and retain new industries and markets. II. Securing short and long term financial stability through prudent management of city resources. a. Wise stewardship of financial resources results in the City’s ability to meet and exceed service demands and obligations without compromising the ability of future generations to do the same. b. Pursue and facilitate shared services regionally that allow for cost savings and revenue enhancement. c. Support initiatives that build the City’s property and income tax base. III. Providing reliable, efficient and quality services that are responsive to the needs of residents and businesses. a. The City’s core services and infrastructure are efficiently, effectively and strategically delivered to enable economic development and to maintain citizen’s health, safety and general welfare. IV. Adopting sustainable practices that protect and enhance our cultural, natural and historical resources. a. Seek partnership opportunities with educational and corporate institutions and to maintain and expand our talent base. b. Create vibrant places, support events and activities that showcase our waterfront and green spaces. c. Raise the level of support for projects and initiatives that showcase local and state history. Page | 1  DRAFT #1 V. Facilitating regional collaboration and connecting communities. a. The City has a safe efficient and well connected multimodal transportation system that contributes to a high quality of life and is sensitive to surrounding uses. b. Seek a balanced distribution of affordable housing in the tri-county region. WHEREAS, the City Council would like to continue its commitment, if funding is available, to:  Maintain and improve the City’s infrastructure;  Preserve and ensure clean, safe, well-maintained housing and neighborhoods;  Provide comprehensive and affordable recreational programs and youth and family services;  Explore alternatives for improved efficiency in service and delivery; and WHEREAS, in considering these Fiscal Year 2019-2020 2020/2021 Budget priorities, the Administration is encouraged to ascertain the feasibility of funding any new programs through either the reduction of spending in existing program areas or the exploration of new funding sources that would assure the sustainability of the program; and WHEREAS, the Administration was encouraged to supplement, not supplant any existing resources for police, fire and local roads with the General Fund revenues collected under this millage; and WHEREAS, the Administration is requested to include in its Fiscal Year 2019-2020 2020/2021 Budget, the necessary funding to accomplish all requested plans, studies, evaluations, reviews, report submissions, program assessments, and analyses noted within this resolution below, or alternatively documentation as to why such activities are prohibitively costly; and WHEREAS, the Lansing City Charter states that the budget proposal due on the fourth Monday in March of each year shall contain “the necessary information for understanding the budget” and how the proposal addresses the priorities proposed by the City Council. NOW BE IT RESOLVED, that the Lansing City Council, hereby, acknowledges that the City will likely need to adopt, at best, a budget which recognizes the structural changes that are the result of lost revenues and future liabilities, encourages the Administration to prudently develop next year’s budget with the following conditions:  Protection of public and emergency services. BE IT FURTHER RESOLVED, that the Administration is requested to review the attached statement of policies and priorities and implement those items that would boost efficiencies to increase productivity or reduce costs, that could replace existing programming, or if funding becomes available, that could be considered as new programming; and Page | 2  DRAFT #1 BE IT FURTHER RESOLVED, that the Administration is requested, to the extent practicable, to include non-appropriations clauses and other similar out provisions in existing and future leases, and vendor contracts upon review of City Council; and NOW THEREFORE BE IT FURTHER RESOLVED that the Administration is requested to develop and provide all plans, studies, evaluations, reviews, report submissions, program assessments, and analyses noted as set forth below in this resolution, or alternatively, documentation as to why such activities were prohibitively costly, by the fourth Monday in March 2019 March 2020. I. Promoting a vibrant, safe, healthy and inclusive community that provides opportunity for personal and economic growth for residents, businesses and visitors. a) The City’s diverse economy generates and retains (sustains) high quality stable jobs that strengthen the sales and property tax base and contribute to an exceptional quality of life (1) Economic Development For presentation to City Council beautification standard/expectation and a storm water mitigation plan for all proposed development projects that receive incentives from the City. Such standards should serve as a planning and economic development tool that will enhance property values, create jobs, and revitalize neighborhoods and business areas. These standards and plan should be presented to the City Council. b) The City is governed in a transparent efficient accountable and responsive manner on behalf of all citizens. (1) A delineation of recommendations of the Financial Health Team, noting which recommendations have been implemented, which are in the FY 2018/2019 2020/2021 proposed Budget, which are planned to be implemented at a future time, and which have been determined not to be implemented at any time. A timetable for future implementation is requested. (2) Supplemental Accounting Level Detail. A plan and timeline for the implementation of performance-based budgeting. (3) Development and analysis of a cost recovery schedule for City services. (4) Development of a return on investment analysis for all proposed changes in City services. Page | 3  DRAFT #1 (5) Identification of, and a complete and ongoing analysis of, the City’s structural deficits and the Administration’s plan to eliminate the same. (6) Incorporate into the proposed Budget a 5-Year projection of revenues and expenditures. (7) Continue to invest one-time money into Retirement & OPEB obligations and how to increase funding. (8) Continue to invest one-time money into Infrastructure, including sidewalks. (9) Continue to invest one-time money into hardware and software investments for City operations. c) The City’s neighborhoods have various resources that allow them to be long term viable and appealing. (1) A researched report on surrounding community models for neighborhood organization technical support structure within the City. (2) Working with the City Attorney and Code Compliance Division to expedite improvements or closure of abandoned, neglected, and burned out houses and commercial buildings by using the International Property Maintenance Code (IPMC) and adopt the latest version of the IPMC from the State of Michigan. Development of aggressive policies to deal with problematic property owners. (3) Food Access: Together with the City of Lansing Economic Development Corporation development of a plan should increase quality food access throughout the City using all incentives available. (4) Code Compliance: Assurance that the Code Compliance Department is conducting the appropriate inspections and issuing appropriate fines to ensure the buildings in our City are safe and that we have quality neighborhoods and conduct a study of Code Compliance to determine a level of service for first time inspections and re-inspections assuring the safety of the housing stock for residential and mobile homes. (5) Further expand down payment assistance programs with employers to encourage employees to live in the City of Lansing, and encourage employment of Lansing Residents. Page | 4  DRAFT #1 d) Support economic development initiatives that will promote and retain new industries and markets. e) Funding through HRCS for a G.E.D. program that targets lower income areas. II. Securing short and long-term financial stability through prudent management of City resources. a) Wise stewardship of financial resources results in the City’s ability to meet and exceed service demands and obligations without compromising the ability of future generations to do the same. (1) Administration is requested to submit the following list of deliverables when they are due per City Charter and State Statue and adhere to them based on these priorities. (a) Comprehensive Annual Financial Audit (CAFR) annually, no later than December 31st of each year, in accordance with the State Statute. (b) During the months of October, January and April of each fiscal year, the Director of Finance’s written report showing the control of expenditures. (Charter- Article 7-110) (c) By September 1st of each fiscal year, a written budget update report so that Council can review their standings on current budget items in preparation for the Council required creation of Budget Policies and Priorities that need to be adopted by October 1, 2019. (Charter- Article 7-102) (d) No later than the last regular City Council meeting in January of each year, a State of the City report to the City Council and to the public. (Charter- Article 4 -102.4) (e) The Proposed Budget with annual estimate of all revenues and annual appropriation of expenditures no later than the 4 th Monday in March of each year. (Charter – Article 7-101) (f) A presentation to Council of each department budget in preparation for Council to adopt the Budget Resolution no later than the 3rd Monday in May each year. Page | 5  DRAFT #1 b) Pursue and facilitate shared services regionally that allow for cost savings and revenue enhancement. (1) Pursue partnerships with stakeholders, (intra municipal and intergovernmental), to align services in relation to public services. (2) Facilities Plan: Submit to the City Council a five and ten-year Master Facilities Plan including school and county facilities that are used for current and future City uses. City Council is also requesting that the Administration continue to work on any delayed maintenance issues with regard to all City Facilities. c) Support initiatives that build City’s property and income tax base III. Providing reliable, efficient and quality services that are responsive to the needs of residents and businesses. a) The City’s core services and infrastructure are efficiently, effectively and strategically delivered to enable economic development and to maintain citizen’s health, safety and general welfare. (1) Establish funding for two additional Code Compliance Officer as well as an additional support staff to track down property owners that have not scheduled re-inspection and to research properties suspected of being unregistered rentals. (2) City-wide Emergency Preparedness: Allocation of sufficient funding for the Emergency Management Division to prepare City Employees with appropriate emergency training, continue efforts to prepare the public and neighborhood groups to assist in emergencies, and provide basic search and rescue operations and necessary emergency equipment at key City facilities, and communicate the plan to the Lansing City Council and the public. Updated and continual training should be provided. The Administration shall assist residents in times of unforeseen disasters. (3) Fire Facilities Maintenance: The Administration is to conduct a study of the maintenance needs of all fire stations and report to City Council an update of the status of the study by the 4th Monday of March. Along with a funding recommendation for short and long-term improvement to these structures. (4) Regionalism: The Administration should continue with the current regional efforts and look into the possibility of expanding the efforts. Page | 6  DRAFT #1 (5) Police-Community Relations: Designate funding to help the Police Department to ensure the improvement of police-community relations. Reaffirming the City’s commitment to equality and freedom for all people regardless of actual or perceived race, sex, religion, ancestry, national origin, color, age, height, weight, student status, marital status, familiar status, housing status, military discharge status, sexual orientation, gender identification or express, mental or physical limitation, and legal source of income. (6) Crime Prevention: Designate funding to invest in programs for long- term crime prevention strategies. (7) Allocate Overtime for Problem Solving Area: Designate sufficient funding for overtime for police officers to address problem solving to help certain crime and address quality of life issues. (8) Community Policing: Continue and increase funding along with searching for grant funds for COPs in neighborhoods with a goal not only to reduce crime but to stabilize the neighborhood over an extended period of time that will help to ensure its ability to rebound. (9) Establish a Community Policing within the 2nd Ward. (10) Leadership vacancies: Develop and implement a plan and timeline to fill all funded vacancies and provide a report to City Council. (11) Front –loading of Police Officers: Continue to front-load Police Officers so that we have officers ready to take the road when officers retire. (12) Increase street sweeping, especially areas heavily traversed by bikes. (13) A study to determine the effectiveness of traffic calming and what measures may be successful and funding to implement. IV. Adopting sustainable practices that protect and enhance our cultural, natural and historical resources. a) Seek partnership opportunities with educational and corporate institutions and to maintain and expand our talent base. b) Create vibrant places, support events and activities that showcase our waterfront and green spaces. (1) Trail/Greenways Encouraging the Parks and Recreation Department to work collaboratively with the Tri-County Planning Commission to Page | 7  DRAFT #1 develop/expand our citywide/regional trail system and seek opportunities to reduce expenses in this effort. Additionally, look at the feasibility of connecting the River Trail (through bike lanes/Greenways to Trails) where there is currently no access to the trail. c) Raise the level of support for projects and initiatives that showcase local and state history. V. Facilitating regional collaboration and connecting communities a) The City has a safe efficient and well-connected multimodal transportation system that contributes to a high quality of life and is sensitive to surrounding uses. (1) Corridor: City Council encourages the Administration continue to develop a plan and report its status to the Lansing City Council that seeks to revitalize and enhance all major corridors that lead into the City. b) Seek a balanced distribution of affordable housing in the tri-county region. OPTION TO ADD THE 2019 BOARD OF PUBLIC SERVICE LIST HERE RESOLVED, recognizing the financial challenges facing the City of Lansing (“City”) and its Public Service Department (“Department”), including the Department’s obligations to comply with numerous mandates, including unfunded mandates, the Lansing Board of Public Service supports the efforts of the Department. RESOLVED, the Board of Public Service supports and recommends the following budget priorities to the Lansing City Council for consideration with Council's Budget Policies and Priorities for the Fiscal Year July 1, 2018 – June 30, 2019: 1. General Fund levels should be increased for implementation of the City's Street System Asset Management Plan, and for additional funding for reconstructing neighborhood streets with a Pavement Surface Evaluation Rating of 4 or lower; 2. Continued implementation of the recommendations in the City’s Complete Streets Ordinance, and funding of the sidewalk gap closure program, sidewalk repairs and right-of-way maintenance and improvement, consistent with keeping safety a priority; 3. Increase funding to update and improve the fleet of city vehicles, with specific priority for the Public Service Department; Page | 8  DRAFT #1 4. Continued support for maintaining, keeping current and updating of the City’s Cityworks Asset Management Software, consistent with legal requirements and improved efficiencies, along with other financial considerations; 5. The City should approve a budget to: (i) expand opportunities for multi- family residential and business recycling; and (ii) implement organic waste recovery; 6. Explore the establishment of a Material Recovery Facility (MRF) for the recovery of recyclable commodities; and 7. The Department’s efforts to secure approval for the implementation of the Wet Weather Program, submitted to the Michigan Department of Environmental Quality in 2011. RESOLVED, as the Department generates savings through improved efficiencies in service delivery and other areas, these savings should be maintained within the Department. Page | 9