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HomeMy Public PortalAboutPKT-CC-2016-06-07City of Moab 217 East Center Street Moab, Utah 84532-2534 Main Number (435) 259-5121 Fax Number (435) 259-4135 Memorandum To: Councilmembers and Media From: Mayor David L. Sakrison Date: 6/3/2016 Re: Special City Council Meeting tkr Mayor: Council: David L. Sakrison Kyle Bailey Rani Derasary Heila Ershadi Kalen Jones Tawny Knuteson-Boyd The City of Moab will hold a Special Moab City Council Meeting on Tuesday, June 7, 2016 at 5:30 PM. The purpose of this meeting will be: 1-1 Award and Approval of the Ball Park Concessionaire Contract 1-2 Discussion of Goals/Priorities 1-3 Budget Workshop for Proposed Fiscal Year 2016-2017 Annual Budget 1-4 Budget Workshop for Fiscal Year 2015-2016 Annual Budget Amendments The meeting will begin in the Council Chambers at the City inter, 217 Eft Center treet, oab, Utah. r Mayor David L. Sakrison In compliance with the Americans with Disabilities Act, individuals needing special accommodations during this meeting should notify the Recorders Office at 217 East Center Street, Moab, Utah 84532; or phone (435) 259-5121 at least three (3) working days prior to the meeting. REC-MEM-16-06-01 First EPA Green Power Community in the Nation AGENDA SUMMARY MOAB CITY COUNCIL MEETING June 7, 2016 / Agenda Item #: 1-1 Title: Award and Approval of the Concessionaire Contract Fiscal Impact: N/A Staff Presenter(s): Tif Miller, Parks Recreation and Trails Director Department: Recreation Applicant: Baylee Spence's "Erin's Eats" STY Q\ MOAB Background/Summary: The Moab Recreation Department received one bid for a Concessionaire for Recreation activities that would take place at the Ballpark as well as the possibility of providing concessions at the Moab Recreation and Aquatic Center. The bid was provided by Baylee Spence, and she has been selected to provide concessions for sports programs and the MRAC through April 30, 2017. Baylee has agreed to provide concessions during select holidays as well. Baylee has received all insurance, permits and has met all codes. She began her service at Baseball games as of 5/31/16, two weeks into the season, due to the high demand for concessions and the increasing temperatures in Moab. This service was not available last year, so the demand for this service was extremely high. The food provided will include hot dogs, nachos, snow cones, non-alcoholic beverages, snacks, and healthy options. All food is planned to be purchased locally as available through local vendors. 1 Options: Council can approve, table, or deny the proposed resolution. Staff Recommendation: Staff recommends approving Baylee Spence as the Recreation Department Concessionaire. Recommended Motion: I move to award the Concessionaire Contract to Bayle Spence approve Baylee Spence as the Recreation Department Concessionaire. Attachment(s): Concessionaire Contract Vendor Application CONCESSIONAIRE CONTRACT This CONTRACT is made and entered into this 7th day of June 2016, by and between CITY OF MOAB of Moab, Utah, a Municipal Corporation in the County of Grand, State of Utah, hereinafter referred to as the "City" and Baylee Spence herein referred to as "Contractor". WITNESSETH: WHEREAS, the City advertised that sealed Proposals would be received for furnishing all labor, tool, supplies, equipment, materials and everything necessary and required for the Project described by the Contract and/or Contract Documents and known as BALLPARK CONCESSIONAIRE SERVICES; and WHEREAS, the City has awarded the contract to the above named Contractor, and said Contractor is now ready and able to perform the work specified in the Notice of Award, in accordance with the Contract and/or Contract Documents. NOW, THEREFORE, in consideration of the mutual promises and performances stated herein, the sufficiency of which all parties acknowledge, it is agreed as follows: ARTICLE 1 Contract Documents. It is agreed by the parties that the following list of instruments, drawings, and documents which are attached and incorporated by reference constitute and shall be referred to as the Contract, and all of said instruments, drawings, and documents taken together as a whole constitute the Contract between the parties: a. Request for Proposals for the Project; b. Written proposal submitted by the Contractor; c. Change orders, approved written instructions, and written contract amendments; ARTICLE 2 Definitions. In accordance with Article 1, the definition of items provided in the General Contract Conditions applies to their usage in the Contract. ARTICLE 3 Contract Work. The Contractor agrees to furnish all labor, tools, supplies, equipment, materials, and all that is necessary and required to complete the tasks Page 1 of 5 associated with the Work described in the Contract Documents, as limited to those items as indicated in the Notice of Award. ARTICLE 4 Contract Time. The Contractor hereby agrees to commence work under the Contract on or before the date specified in a written Notice to Proceed from the City, and to substantially and fully complete the work April 3o, 2o17. ARTICLE 5 Contract Binding. The City and the Contractor each binds himself, partners, successors, assigns, and legal representatives to the other party hereto in respect to all covenants, agreements and obligations contained in the Contract. The Contract constitutes the entire agreement between the City and Contractor and may only be altered, amended or repealed by a duly executed written instrument. ARTICLE 6 Legal Compliance, Indemnity.Contractor hereby warrants that it is licensed and authorized to do business in the State of Utah; that it maintains complying policies for workers compensation coverage and that said coverage shall be in place for the duration of its performance under this Contract; that it maintains a suitable policy of motor vehicle and comprehensive general liability insurance and that said policy shall be in place for the duration of this Contract; and that it shall perform this Contract in compliance with all applicable local, state, and federal laws. a. Contractor hereby agrees to indemnify and hold the City, its officers, employees, and agents harmless from all demands, claims, suits, or liability, including costs of defense, as result of damages or losses to persons not a party to this agreement and deriving, directly or indirectly, from the actions, omissions, or breach of duties under this agreement by the Contractor, its officers, agents, employees, or subcontractors. ARTICLE 7 Venue, Choice of Law. The place of performance under this Contract is Grand County, Utah. In the event of any legal dispute concerning the subjects of this agreement the parties stipulate to jurisdiction and venue in the District Court, Grand County, Utah. This contract shall be construed in accordance with the laws of the state of Utah. ARTICLE 8 Costs and Damages. In the event of any legal dispute concerning the subjects of this contract, the substantially prevailing party shall be entitled to recover its reasonable attorneys fees and court costs, together with all actual damages from breach. It is Page 2 of 5 understood that in no event shall the City be liable to Contractor for consequential damages. ARTICLE 9 Notice of Breach, Limitation of Actions. In the event of the occurrence of any material breach of the terms of this contract the non -breaching party shall deliver written notice of same to the other party not more than forty five (45) days from the discovery of the act, omission, event, or default constituting breach. Failure to provide notice of breach as provided herein shall result in any such claim being barred. Any legal action pursuant to this contract shall be filed not more than one year from the date of written notice of breach. a. Delivery of notice shall be deemed sufficient if personally delivered or sent by First Class mail as follows: City Recorder/Assistant City Manager City of Moab 217 East Center Street Moab, Utah 84532-2534 Contractor: Baylee Spence Moab, Utah 84532 IN WITNESS WHEREOF, the City of Moab, Utah, has caused this Contract to be subscribed by its Mayor and sealed and attested by its City Recorder in its behalf; and the Contractor has signed this Contract as set forth below. Date: ATTEST: City Recorder (Seal) City of Moab, Utah By: Mayor Page 3 of 5 Contractor: Date: 3) t62.rD By: State of Utah 4 County of Grand itle dt.Vn,ee On the 3/If day of r�1�y, a,.o! b , personally appeared before me ay I « c.c_ , who duly acknowledged to me that they executed the same. My Commission Expires: /A- it- aol. JENNIE ROSS R Notary Public State of Utah u'%r+ Comm. No. 661521 My Comm Expires Dec 11, 2016 Notary Public pt-0-4.4 Residing in: Grand County Page 4 of 5 Attachment A REQUEST FOR PROPOSAL TO PROVIDE CONCESSIONAIRE SERVICES FOR THE CITY OF MOAB RECREATION DEPARTMENT Page 5 of 5 CITY OF MOAB REQUEST FOR PROPOSALS BALLPARK CONCESSIONAIRE SERVICES FOR MOAB CITY RECREATION The City of Moab is now accepting requests for proposals for ballpark concessionaire services for Moab City Recreation. Request for proposal forms are available at the Moab City Offices located at 227 East Center Street, Moab, Utah 84532 or online at: www.bidsync.com. All proposals must be turned in to the Moab City Recorder's Offices, located at 227 East Center Street, Moab, Utah 84532. Moab City reserves the right to reject any or all proposals; or to accept or reject the whole or any part of the proposal; or to waive any informality or technicality in the interest of Moab City. The Deadline for all requests for proposals is 3:oo p.m. Friday, May 6, 2o26. For further information, please contact the Moab City Recorder's office at: (435) 259-5222 or Moab City Recreation at (435) 259- 2255• /s/ Rachel E. Stenta City Recorder/Assistant City Manager Published in the Times Independent, April 21 and 28, 2026. R:\Bids\2016\Ballpark Concessions\Ballpark Concessionaire ad 2016.docx REQUEST FOR PROPOSAL TO PROVIDE CONCESSIONAIRE SERVICES FOR THE CITY OF MOAB RECREATION DEPARTMENT The Moab City Recreation Department wishes to retain a concessionaire to handle all of the duties of a concessionaire, as specified in this request for proposals and attached contract, to run the summer recreation ballpark concession. The concessionaire will also have the option to run concessions Fridays and Saturdays throughout the summer at the outdoor pool at the Moab Recreation and Aquatics Center, provide concessions for games throughout the youth football season, and can propose running concessions at other recreation sporting events throughout the year. The duration of the contract will be from May 1, 2016 to April 30, 2017 with a minimum amount of time to provide services from May 1, 2016 to July 1, 2016. The opportunity for renewal for future years would be available depending on the services provided and the concessionaires desire to renew. In this capacity, the concessionaire's responsibilities would include the following: 1. Provide concession services from May 1, 2016 through April 30, 2017; Monday through Thursday evenings from 5:00 PM until 10:00 PM during the regularly scheduled baseball/softball season at the ballpark located at 200 E. Center St. Times may be adjusted with the approval of the Moab City Recreation Coordinator. Provides concessions Fridays and Saturdays from 12:00 PM to 6:00pm at the Moab Recreation and Aquatics Center outdoor pool from May 20, 2016 to September 5, 2016 with the option to provide concessions on Memorial Day, the 4th of July and Labor Day. Concessionaire may also choose to provide concession services for the Moab City Youth Soccer Program and Little League Football and other recreation sporting events; please contact the Moab City Recreation Coordinator for dates. 2. At least ten (10) days prior to the concession services term, provide a copy of a current Moab City Business License and a Moved -on Structure Permit (contact the Treasurer's Office for required licensing). The City of Moab agrees to waive all fees for said licenses and permits. 3. Provide an insurance certificate in the amount of one million dollars listing the City of Moab as a co-insured. 4. Provide a list by location of service of the kind of food and beverages and portions proposed to be served, along with a price list to be reviewed and agreed upon by the City of Moab. 5. Order all food and beverages to be sold on -site. 6. Publicize a price list for all items to be sold, as well as the hours of operation. 7. Limit sales to food and non-alcoholic beverages only. 8. Be responsible for proper disposal of solid waste at concession area and litter control of surrounding concession area. 9. Be responsible for hiring, scheduling and providing Worker's Compensation Insurance for concession employees. 10. Provide all equipment and supplies and moved -on structure(s) necessary to run the concession. 11. Agree that the entire cost of operation and maintenance of the concession shall be at the concessionaire's expense. 12. Agree to abide by all ordinances of the State of Utah, Grand County Health Department and the City of Moab, which, in any respect, relate to the business conducted by the concessionaire. 13. Be responsible for the security of all concessionaire equipment and supplies. 14. This agreement is non -transferable. Concessionaire shall not assign this Agreement to a third party nor permit outside use of any portion of the concession by a third party. The proposal shall not exceed three pages and should address the following: 1. Previous experience in concessions. 2. Business and personal references, including phone numbers for those employees expected to be staffing and managing the concession. 3. Provide resumes of key personnel involved with the concession. 4. Provide a general concessionaire work plan to accomplish the scope defined in the responsibilities of the concessionaire. The concessionaire work plan should demonstrate the concessionaire's understanding of the concessionaire requirements. The City of Moab requests that any concessionaire interested in responding to this request submit a written proposal. B▪ USINESS/COMPANY/PERSON: M• AILING ADDRESS: E• -MAIL ADDRESS: P• HONE NUMBER: LIABILITY INSURANCE COMPANY: L• IABILITY INSURANCE POLICY NUMBER: W• ORKER'S COMPENSATION INSURANCE COMPANY: WORKER'S COMPENSATION INSURANCE POLICY NUMBER: AUTHORIZED SIGNATURE: DATE: PLEASE MARK YOUR ENVELOPE: "PROPOSAL FOR MOAB CITY BALLPARK CONCESSION" Proposal to Provide Concessionaire Services For The City of Moab Recreation Department Spence Enterprises, LLC DBA Erin's Eats Baylee Spence Moab, UT 84532 Liability Insurance Company: Markle Insurance Liability Insurance Company: APP28723126 Worker's Compensation information will be awarded upon bid award 5/19/2016 Work Plan: Erin's Eats will provide concession services for the Moab City Recreation Department. We will service both the Center Street Ballpark and the Moab Recreation and Aquatics Center. Service dates will begin at the award of the bid and run through April 30, 2017. Erin's Eats will service all sports programs the Moab City Recreation Department proposes. Proposed hours of operation are Monday -Thursday, 6- 10 MST for service at the ballpark, and Friday -Saturday from 12-6 PM MST for service at the Aquatics Center. We will also service Memorial Day, 4th of July, and Labor Day at the time and location of Moab City Recreation Department's choosing. Services provided shall be food and non-alcoholic beverages to include, but not be limited to: snow cones, hot dogs, nachos, candy, pre -packaged snacks, water, soda, and sports drinks. We also plan to provide an "Eat Healthy" option that will vary depending on what fruits and vegetables are in season. Because of our rooted commitment to the community, all goods will be purchased from local vendors, where available. To enhance our community's experience at the ballpark, and for the convenience of the parents, "After Game Snack" discount coupons will be provided. Services shall be conducted in a 7x9 trailer mounted concession stand that has been finished to meet building, fire, and health department codes. It can also be locked when not in use to insure proper security of building, appliances, and goods. The trailer is light and can be taken anywhere concession services are needed. The trailer will utilize the water and electric tie-ins on -site. Proper sanitation precautions shall be taken to ensure a clean and healthy environment. Large trash and recycling bins shall be placed near the stand and around the facility to help with litter control. All waste shall be disposed of nightly. Menu: Item Purchase Price Sale Price Purchased From Hot Dogs .83 $2.50 Packard's Wholesale Nachos 1.18 $2.50 Packard's Wholesale Snow Cones .60 $2.00 Packard's Wholesale Soda .50 $1.50 Packard's Wholesale Sports Drinks .41 $2.00 Packard's Wholesale Bottled Water .26 $1.00 Packard's Wholesale Packaged Snacks —.17 $1.00 Packard's Wholesale Pickles .75 $1.00 Packard's Wholesale Small Candy —.08 $.50 Packard's Wholesale Eat Healthy Option Market Price + 100% Mark Up Moab Farmer's Market *Menu is subject to change —Average Cost of Category Erin's Eats understands that all costs for maintenance and supplies for concession services, including insurance and Workman's Compensation are our sole responsibility. We also understand that all hiring, tax filing, product ordering, and payroll services is our sole responsibility. Respectfully Submitted by Baylee Spence, Owner/Operator, Erin's Eats DATE PAID: AMOUNT PAID: RECEIPT No.: CITY OF MOABt VENDOR (REQUIRES CITY COUNCIL APPROVAL —YEARLY) BUSINESS uceme APPLICATION 217 EAST CENTER STREET MDAB, UTAH 84532 (435) 259.5121 / FAX (435) 259-4135 PLEASE MAKE CHECKS PAYABLE TO: CITY OFMOAB FEE: $ (AS DETERMINED BY RESOLUTION) LICENSE #: ZONE: BUSINESS NAME: Erlas BUSINESS PHONE: (LP, )1 D 4331 BUSINESS MAILING ADDRESS: Li 2-0 Slay\a I al .- - CITY: Mt ata STATE: i.t 1 zip: C1-K-3 2. e-mail address: 1/24�ty..1 ce @ aN*1 n.) ki,-t.£'Ivin Location(s) where business will be conducted: Attach agreement of authorization from property owner(s) including employee use of Restroom Facilities renkerareii` TVA,plailt j Length of time and/or specific dates business will be conducted: Proposed hours of operati . 112 —! b �r-1n 014 --nn� Type (see definitions): !J Cart CI Vehicle InDisnley Apparatus Vendor Type (see definitions): r3 Street Vendor qi Sidewalk Vendor Goods, wares, servi or r ndise to be sold or offered for le: r>1 36,, • 2on CC i tS,e_r4 Lict4.( esyyer, avvdcrujs ❑ Private Property Vendor , Local Vendor Food Vendor I t oN Olt y , Nark& i , Pre- t'a4-c ci BUSINESS OWNERS NAME: OwNER'S ADDRESS: OWNER'S DRIvER LICENSE NUMBER & STATE OR OTHER PROOF OF IDENTITY: OWNER'S SOCIAL SECURITY NUMBER: L t AL. OPERATOR'S NAME (IF DIFFERENT FROM OWNER): fAtAt OPERATOR'S ADDRESS (IF DIFFERENT FROM OWNER): SA V `mil Cry: fkikk,Nla PHONE: STATE: Ul.i DATE OF BIRTH: PHONE: %LE CITY: STATE: ZIP: SALES TAX ID# (ATTACH PROOF FROM UTAH TAX COMMISSION): NAME REGISTERED WITH THE STATE FOR TAX ID: ee . Fair p ir66 . 1 ►iri S 8DAS PLEASE REVIEW AND COMPLETE THE ATTACHED VENDOR CHECKLIST AND BUSINESS LICENSE CHECKLIST ONCE YOUR COMPLETE APPLICATION HAS BEEN SUBMITTED, IT WILL BE REVIEWED BY THE VENDOR COMMITTEE. YOU WILL BE CONTACTED IF MORE INFORMATION IS REQUIRED TO PROCESS YOUR APPLICATION. YOUR FEE WILL BE CALCULATED AFTER COMMITTEE REVIEW. ONCE YOUR FEE IS PAID, YOUR APPLICATION WILL THEN BE FORWARDED TO THE MOAB CITY COUNCIL FOR APPROVAL. PROCESSING AND APPROVAL MAY TAKE 4-6 WEEKS. SEE BACK OF FORM FOR ADDITIONAL REQUIREMENTS! THIS FORM IS AN APPUCATION FOR A BUSINESS LICENSE. THE ACTUAL LICENSE WILL BE ISSUED ONLY WHEN ALL INSPECTIONS HAVE BEEN APPROVED, ALL FEES HAVE BEEN PAID, ALL SUBMITTALS HAVE BEEN RECEIVED AND THE APPLICATION HAS BEEN COMMITTEE REVIEWED, STAFF APPROVED AND APPROVED BY THE MOAB CITY COUNCIL (IF APPLICABLE). ALL INFORMATION MUST BE ACCURATELY COMPLETED OR THE ISSUANCE OF A LICENSE WILL BE DELAYED_ IT IS A CLASS C' MISDEMEANOR TO OWN OR OPERATE A BUSINESS IN THE CITY OF MOAB WITHOUT A CURRENT BUSINESS LICENSE. IIWE 1 ' HEREBY AGREE TO CONDUCT SAID BUSINESS STRICTLY IN ACCORDANCE WITH THE MOAB CITY PLEASE PRINT NAME(5) BUSINESS LICENSE REGULATIONS AS SET FORTH IN THE MOAB CITY CODE, ORDINANCES AND RESOLUTIONS, AND SWEAR UNDER PENALTY OF LAW THE INFORMATION CONTAINED HEREIN IS TRUE. !NYE UNDERSTAND THIS LICENSE IS NON -TRANSFERABLE AND VALID ONLY FOR THE ABOVE MENTIONED LOCATION AND OWNER. INVE AGREE TO FILE THE PROPER REPORTS WITH THE STATE OF UTAH. Signature SAac,lca,t State of Utah ) § County of Grand Eats Ns Z-riz�‘� SUBCRIBED AND SWORN to before me this day of NOTARY PUBLIC Dale DEFINITIONS: ➢ Cart: A small mobile cart or wagon that occupies a temporary location on a sidewalk or private property and is a humanly propelled wheeled vehicle that may contain food or other items for sale. o Stationary mobile cart. A cart having functional wheels and an axle that occupies one temporary location for a specified period of time. ➢ Display apparatus: A nonpermanent structure such as a table, stand, wagon, tray, cart, tents with three sides open or other displays for the sale of goods, merchandise, food, wares or services on private property. Teepees shall not be considered a display apparatus and shall not be used for vending purposes. ➢ Vehicle: A motorized vehicle used for displaying, storing or transporting of articles offered for sale by a Vendor and is currently licensed and registered by the Department of Motor Vehicles. ➢ Vendor: Any person(s) engaged in the selling or offering for sale of food, beverages or merchandise on private property, public streets or sidewalks. The term "Vendor" includes (but does not include solicitor or soliciting activities as defined in Code Chapter 5:4* o Street Vendors, o Sidewalk Vendors, o Private property Vendors, and o Food Vendors, ➢ Local Vendor: Any person or any agent, or employee of any person who shall offer for sale to the public any goods, wares, services, merchandise or foodstuffs in or from any temporary structure, stand, or other approved place in the city and who has a permanent place of business within Moab City or Grand County. ➢ Private Property Vendor: Any business that exhibits, displays, offers for sale or sells any food, beverages, goods, wares or merchandise from a cart, fixed cart, stationary mobile cart, display apparatus, or vehicle located in a described location on private property. Merchandise may be displayed on display apparatus as defined below. ➢ Sidewalk Vendor: Any person who sells or offers for sale from temporary locations for limited durations on any public sidewalk (excluding city parks and Mill Creek Parkway) any goods, wares, merchandise, services, food or beverages from a cart or by foot from a pack, basket or similar container, or hand held display. ➢ Street Vendor: Any person travelling by vehicle, bicycle or other street -legal conveyance on public or private streets and who carries, conveys, or transports goods, wares or merchandise and offers them for sale. 11/1 i/1013 T: BUSINESSLICEN.SESIBUS LIC F ORMSIDus Lic - Vendor rerison.docr CITY OF MOAB BUSINESS LICENSE INSPECTIONS 217 EAST CENTER STREET MOAB, UTAH 84532 (435) 259-5121 / FAX (435) 259-4135 FOR OFFICE USE ONLY REASON FOR INSPECTIONS: INSPECTIONS REQUIRED FOR AN EXISTING MOVED -ON STRUCTURE PERMIT WITH MUTIPLE DATES THAT ARE NOT CONSECUTIVE. EFFECTIVE DATE(S): ❑ INSPECTIONS REQUIRED FOR AN EXISTING BUSINESS ADDING A NEW SERVICE(S). INDICATE SERVICE(S): ❑ OTHER, PLEASE EXPLAIN: BUSINESS NAME: BUSINESS ADDRESS: OWNER'S NAME.: TYPE OF BUSINESS (EXPLAIN IN DETAIL): t 1'nic��=v ar►'n5 Ea-4-5 stAncl fal Dr, / 1I,00 , VT( S1-63, Z- BUSINESS PHONE: 4435-2/6 G,Ac essjrnr) OWNER'S PHONE THE FOLLOWING INSPECTIONS MAY BE REQUIRED. PLEASE CALL AND SCHEDULE AN APPOINTMENT FOR INSPECTIONS. BUILDING INSPECTOR (435) 259-1344/1345 125 EAST CENTER INECTION REQUIRED: Di YES ❑ NO (SIGNATURE REQUIRED) IF YES, DATE OF INSPECTION APPROVED IS 4SAPPROVED ❑ REASON: SIGNAL URE IF YES, DATE OF INSPECTION FIRE INSPECTOR (435) 259-5557 45 SOUTH 100 EAST INSPECTION REQUIRED: RYES ❑ NO (SIGNATURE REQUIRED) 5306 APPROVED it DISAPPROVED ❑ REASON: SIGNATURE HEALTH INSPECTOR (435)259-5602 471 SOUTH MAIN INSPECTION REQUIRED: YES ❑ NO (SIGNATURE REQUIRED) IF YES, DATE OF INSPECTION s APPROVED DISAPPROVED ❑ REASON: SIGNATURE 02i12i0a City of Moab 217 East Center Street Moab, Utah 84532-2534 Main Number (435) 259-5121 Fax Number (435) 259-4135 Memorandum To: Councilmembers and Media From: Councilmembers Ershadi and Jones Date: 06/03/2016 Re: Special Council Meeting Addendum Mayor: Council: David L. Sakrison Kyle Bailey Rani Derasary Heila Ershadi Kalen Jones Tawny Knuteson-Boyd SPECIAL COUNCIL MEETING ADDENDUM June 7, 2016 1-5 Action on a Request for an Employee Satisfaction Survey and Retention Report 1-6 Action on a Request for a Draft Housing Action Plan 1-7 Action on a Request to Create a Regular Agenda Item entitled "Employment Report" for the second Regular Council Meeting of each month 1-8 Action on Request for a Draft Public Outreach Plan 1-9 Action on a Request to Create a Regular Agenda Item entitled "Public Outreach Report" for the first Regular Council Meeting of each month 1-10 Action on a Request to Prioritize a Request for Proposal for Cyber-Security and Advertise by June 28, 2015 1-11 Report on Emergency Purchasing Policies and Future Plans for City Information Technology 1-12 Action on a Request for a Budget Narrative Prior to the June 14, 2016 Regular City Council Meeting 1-13 Discussion Regarding Council Agenda Setting and Meeting Scheduling Procedures The meeting will be held in the Moab City Council Chambers of Moab City Offices at 217 East C ter Street, Moab, Utah. / ), Councilmbmber Heila Ershadi Councilmembe i alen Jones First EPA Green Power Community in the Nation In compliance with the Americans with Disabilities Act, individuals needing special accommodations during this meeting should notify the Recorder's Office at 217 East Center Street, Moab, Utah 84532; or phone (435) 259-5121 at least three (3) working days prior to the meeting. Please check out our website at: www.moabcity.org REC-MEM-16-06-003 June 7 Agenda additions, Jones & Ershadi Understood that some items may already be on agenda, and these are duplicates E—Council Vi •. - ., a p sib .,,,tio s+.,blis , ,,ab list fpfi ,riti ,s for year Uniform Accounting Manual, and said report shall be included on the agenda, at fr U,,.,.,;i.l ,1;..,,,,. sie + ries Treater frequency, as is common for other boards and cities; specificity as to reporting format; duc date 1. Employee Satisfaction Survey and Retention Report - action a. Motion: Rebecca or staff shall present a draft employee satisfaction survey, and proposed process and timeline for administering, and method of reporting to council; and Retention Report proposed delivery date, on or before the July 26 meeting. 2. Housing Action Plan — action a. Motion: Rebecca or staff shall present a draft plan at the June 28th meeting. This document shall set forth an outline and dates for a plan to engage the council, planning commission and city staff in addressing the city housing crisis, via a recap of the current situation, establishing goals, consideration of a full range of potential tools to address, and selection of tools which are deemed most likely to succeed for our community. 3. Staffing — action a. Motion: Create a regular agenda item called "Employment Report" for the end regular meeting of the month, in which Rebecca or other staff reports; A. List of all empty positions and: a. Anticipated dates to advertise, interview, and fill those positions b. Any anticipated changes to organization structure and/or job descriptions that are desired to occur prior to advertising, and dates on which those proposed changes will be presented to council B. List of all pending RFPs for professional consultants a. Anticipated dates to open, close, and award those contracts C. Other information or issues relative to maintaining full city staffing 4. Public Communications - action A. Motion: Direct Rebecca to prepare a draft public outreach plan to be reviewed at the July 12 meeting, containing a dated schedule of media contacts (press releases, radio appearances, blog and/or social media posts, etc). Public meetings, use of a consultant, and other tools which she judges to be useful can be proposed. Create a regular agenda item called "Public Outreach Report" for the ist regular meeting of the month, in which staff updates council on attainment of targets in approved schedule, and any feedback received. 5. IT Services - action a. Motion: Direct Rebecca to prioritize RFP for cyber-security and advertise by June 28. 6. Emergency Procurement, and IT - reports a. Current emergency purchasing policy report; possible discussion b. History, current status, and future plans for IT 7. Budget Narrative - action a. Motion: Rebecca shall present a narrative prior to the meeting at which the budget is adopted concisely explaining how major expenditures, and significant expenditure changes from previous budget, relate to city priorities. 8. Council agenda setting, and meeting scheduling - discussion a. Staff share draft agenda with council on Wed. b. Forms to add items to the following meeting's agenda available on dais at meetings c. When scheduling special meetings utilize efficient, inclusive polling of all invitees to quickly arrive at a date that maximizes attendance.