MINUTES OF THE PEORIA CITY COUNCIL CITY OF PEORIA, ARIZONA PINE ROOM September 4, 2007 A Special Study Session Meeting of the City Council of the City of Peoria, Arizona was convened at 8401 West Monroe Street in open and public session at 4:02 p.m. Members Present: Mayor Bob Barrett; Vice Mayor Vicki Hunt; Councilmembers Ron Aames, Cathy Carlat, Joan Evans, Carlo Leone and Dave Pearson. Members Absent: None Other Municipal Officials Present: Terrence Ellis, City Manager; Carl Swenson, Deputy City Manager; Susan Thorpe, Deputy City Manager; J.P. de la Montaigne, Greg Eckman, Grady Miller, Dave Moody, Sandy Teetsel, Jeff Tyne, James Brink, Constance Copeland and Gina Soria. Audience: Approximately 20-25 members of the public. Subject for Discussion only: 1. Status Report – Branding Project Part II Grady Miller, Director of Communications and Public Affairs, introduced the branding project. In August 2006, the City of Peoria awarded a contract to Northstar Destination Strategies for assistance with community identity and marketing strategies. The firm presented an update on the branding project during the June 19, 2007 Study Session. Mr. Miller introduced Don McEachern, Chief Executive Officer of Northstar Destination Strategies. Mr. McEachern explained the purpose of today’s presentation was to present Council with campaign choices, logos, and strap lines. Afterwards, Northstar will continue development of remaining deliverables, the final report, and brand planning and implementation. Mr. McEachern provided a background of Peoria’s identity, highlighting the community and consumer areas. Emphasis was on Peoria’s Brand Positioning Platform. Mr. McEachern discussed Peoria’s environment of refreshing desert lifestyles highlighting trails, parks, neighborhoods, arts, sports, and the downtown area. He noted that the physical environment fosters an active community and connectivity. Connectivity goes beyond natural places and includes networking, workforce development, opportunities, and communications. Mr. McEachern discussed creative expressions and brand ideas. The first brand idea, “Let the Desert Bring You to Life,” promotes Peoria’s desert lifestyle. He highlighted Lake Pleasant, outdoor recreation, schools, performing arts, sports, and desert landscape, and noted Peoria offers a connection with the desert unlike any other place. The second brand idea, “Naturally Connected,” promotes Peoria as the unexpected side of the desert: beautiful, alive, inspiring, refreshing, and connected to activities and resources. Peoria is naturally connected to Lake Pleasant and other assets and opportunities. The consensus of Council was for the brand idea “Naturally Connected.” Mr. Miller stated that an outside firm would finalize the ideas after the project is completed. Mr. McEachern reported on logos, which were narrowed down to three options. Water and desert colors were blended into the logo to represent a southwest design element. Councilmembers reviewed the logos presented. Consensus was that Northstar come back with additional examples. Mr. McEachern discussed launching the brand, which includes identifying organizations, objectives, and funding. City efforts and resources should focus on effective initial strategies for launching the brand and eliminate false steps that may delay success. James Brink, Peoria’s Marketing Manager, discussed developing branding implementation strategies, including development plans and communications. The development plan focuses on where infrastructure and attitude actively connect people to the environment and to each other through trail systems, entertainment district, and Old Town. Communications focuses on hiring a local creative agency that is familiar with Peoria and integrating the logo throughout the City. Mr. Brink commented on a centralized marketing plan including destination tourism and spring training. In response to questions from Councilmember Carlat, Mr. Miller noted it would be three to four weeks for Northstar Technologies to develop new logos. Staff will bring back logos at a future study session and include those logos presented at today’s meeting. Clerk’s Note: Vice Mayor Hunt arrived at 4:30 pm. 2. Citywide Technology Strategy Sandy Teetsel, Chief Technology Officer, explained the presentation was in response to Council’s questions during the Fiscal Year 2008 City Council budget review sessions. She provided an overview of the Department, highlighting the Information Technology (IT) organization. There are two divisions: Operations and Development Services. Security reports directly to Ms. Teetsel; however, it is a vital part of both divisions. Ms. Teetsel reviewed the Department’s foundation model, noting network infrastructure is at the core. All technological functions flow through technical IT staff and non-technical functions flow through end-users. End-users are an important function as they provide input on business processes, training and testing. Ms. Teetsel discussed the Department’s strategies, including: alignment of goals, projects, and resources around the City’s business initiatives, master plans, and values. She highlighted communications, recruitment, standards, and policies. Security and regulatory compliance are mandatory and are the highest priority. John Imig, IT Operations Manager, discussed the Operations division. There are three service divisions: Network Systems, Technical and Desktop Support, and Radio Systems. Mr. Imig described the data network and the facilities and systems the network support group maintains. Network systems are responsible for the data center, network hardware, data links and system back up. Mr. Imig commented on systems engineering within the Police Department, highlighting computer aided dispatch/records management systems, mobile data computers in patrol cars, and the backup provided by network staff. He discussed utilities, highlighting Supervisory Control and Data Acquisitions (SCADA) servers and workstations which are used in water reclamation facilities and treatment centers. Mr. Imig noted the IT Department is responsible for the design of network infrastructure on all City building projects. He discussed telecommunications, emphasizing the 1200 Voice-Over-Internet Protocol telephones, voicemail, cabling, fax machines, and interactive voice response systems. Mr. Imig reported on current Operations projects. The City of Peoria and Peoria Unified School District (PUSD) fiber optic sharing project entails the installation of fiber optic cable to major City facilities. The completion date is scheduled for the first quarter of 2008. The Cisco Monitoring, Analysis, and Response System (MARS) allows network staff to monitor, identify, isolate, and counter threats to keep the network secure, and it enables tracking network performance measures. The completion date is scheduled for the end of October 2007. The Wi-Fi (wireless data) installation will provide secure, wireless internet access throughout various City buildings including the Council Chamber. Completion is scheduled within three to six months. Discussion ensued on the technical support help desk. Functions include providing first line technical support for all City departments, all citywide technology procurement, citywide hardware/software inventories, troubleshooting and repair issues, hardware installations and personal computer (PC) replacement cycle, and support for the Emergency Operations Center (EOC). Mr. Imig discussed radio systems; the IT department is responsible for operations, maintenance, performance monitoring, and end user support. The radio systems project works with the City of Phoenix and the City of Mesa to join the regional PRWN/TOPAZ system for regional interoperability. In response to Council, Mr. Imig noted a December 2008 completion date (system built and operable). Kris Lambertus, IT Development Services Manager, discussed the Development Services division. There are four service areas: application systems, geographic information system, web services, and project management. Ms. Lambertus described the different systems and interfaces. IT is able to manage these systems through enforcement of server standards which enable interfaces and eliminates specialized training of staff. IT Analysts install, configure, upgrade, and support systems. Cross- training of analysts is conducted to provide back-up coverage. Councilmember Carlat inquired if the fingerprint ID system used at the Rio Vista Recreation Center was a new prototype and for future security use. Ms. Lambertus responded that outside vendors provided the hardware and assisted in installation/ support while IT security analysts reviewed it. She noted it is an enhancement but is not a significant impact on the way IT operates. Ms. Lambertus commented on project implementation approach, highlighting the project management standardized methodology used by certified project managers. The methodology maps business processes and develops functional requirements. End- users relay business processes/requirements to IT and they work with Materials Management on a formal selection process request for proposal (RFP). The testing environment begins when the system is selected. It is installed and configured, extensive end-user testing with test scripts is performed, interfaces are developed or modified, data is converted, and parallel testing is conducted. Once testing is complete, the next steps are training, documentation, go-live, and close-out. Ms. Lambertus reported on FY08 projects. The Unifier Software Implementation Capital Improvement Program project management went live in July 2007. The permitting system will go live in October 2008. The multi-year Human Resources Technology Implementation Year 2 project provides automation, which is in response to City growth. The City Clerk Electronic Document Management System/Agenda Management software will replace the current system and facilitate in records retention, redaction, and records requests. Discussion ensued on web services. IT is responsible for the overall site support, application, and page design as well as training department liaisons in updating content. The E-Government initiative is a new online permitting system for increased citizen access to services. The website redesign targets increased citizen focus, usability and will incorporate the outcomes of the City branding project. In response to Council, Ms. Lambertus noted IT does the initial page designs to ensure consistency and outside consultants may be used. Ms. Lambertus discussed geographic information systems (GIS), highlighting on infrastructure, applications, and mapping support. GIS focus is on public safety maps and applications. Large departments have their own GIS technicians while smaller departments are supported through IT. Department IT Coordinators understand business processes and can relay information to IT. They are not IT professionals, and a title change has been recommended. Councilmember Aames commented on E-Government and security. Ms. Teetsel noted a committee reviews components of E-Government, including security. Ms. Lambertus stated E-Government complies with the Payment Card Industry’s standards for security, including encryption and firewalls. In response to Councilmember Pearson, Ms. Teetsel noted IT charges back departments by the devices IT supports. Jeff Tyne, Budget Director, commented there are different funds to support different operations in the City and there is allocating of costs for internal services. Councilmember Evans recognized the IT Department for being lauded by an outside firm in the Police Department Program Review. 3. Congestion Management Strategy Carl Swenson, Deputy City Manager, explained that the Congestion Management Strategy presentation will demonstrate how traffic is moved through technology and the modeling of traffic through the community. He noted the presentation was in response to the recent citizen survey. Jamal Rahimi, City Traffic Engineer, explained the causes of congestion are either recurring or nonrecurring. Recurring congestion is predictable delay caused by high volumes of vehicles during the same time periods and at critical locations. Nonrecurring congestion is an unpredictable delay caused by spontaneous occurrences. Mr. Rahimi explained that to address the issues of increased travel demand and the need for improved transportation facilities and service, the City conducted a Transportation Needs Study to guide development of the City’s transportation system over the next 20 years. The City also completed a Circulation System Assessment (CSA) document, which serves as a model to forecast traffic projections into the future and to evaluate the levels of service on the City’s circulation system. Mr. Rahimi reported on intersections impacted by the near term developments in 2010 and commented on corridors affected, including Bell Road and Thunderbird Road, both highly congested areas. Mr. Rahimi discussed the traffic signal improvement program, which provides for studies, design, and construction of new traffic signals and modifications to the existing signals. The traffic signal interconnect program provides for the extension of the traffic signal interconnect system by installing conduits and fiber optic cable. The program also funds the installation of Intelligent Transportation System (ITS) equipment such as closed circuit television (CCTV) cameras and dynamic message signs (DMS). Mr. Rahimi commented on the existing City-owned fiber and conduit cables, which were installed through the Capital Improvement Program and developers. Discussion ensued on the traffic signal system project. The system is installed, 15 ITS signals are connected to the system, and 31 additional signals located in southeast Peoria will be connected in the near future. Mr. Rahimi reported that ITS workstations at the Peoria Sports Complex will include personal computers and monitors, CCTV cameras, and portable dynamic message signs which will be connected to the City’s traffic management system. These workstations will be monitored during business hours and special events enabling City staff to improve traffic safety and operations at/near the Sports Complex. In response to questions from Council, Mr. Rahimi stated that optimum signal timing can be achieved if the system is managed properly. Currently, ITS is successful on a limited basis. Mr. Moody reported Bell Road will improve with management but will continue to be congested. Mr. Rahimi explained Maricopa County Department of Transportation (MCDOT) has permitted Peoria to monitor and access the Bell Road ITS system. Mr. Rahimi noted Thunderbird Road will get relief through the street widening project and that ITS will replace some manual traffic management. Mr. Rahimi explained the joint fiber optic project between the City of Peoria and the Peoria Unified School District (PUSD). It will allow PUSD to install fiber optic cable within City-owned conduit for PUSD’s use in exchange for providing the City with new conduit and/or fiber optic cable. This will close gaps and expand the City’s interconnect system at no cost. Discussion ensued on the joint City/Arizona Department of Transportation (ADOT) freeway management system project. The City, in conjunction with ADOT, is installing interconnect conduit and fiber optic cable along Loop 101 from Northern Avenue to Union Hills Drive. This will serve as a redundant loop to the City’s signal communication system. Mr. Rahimi reported on the joint fiber optic exchange project between the City and MCDOT. A tentative agreement was reached for future sharing of fiber optic communication infrastructure along the 99th Avenue corridor from Olive Avenue to Beardsley Road and along Olive Avenue from Loop 101 to 115th Avenue, providing a redundant signal communication loop to the City’s northern area at no cost to the City. Mr. Rahimi commented on the permanent traffic counters project on key arterial streets within the City which measure average daily traffic volumes year round. This information will enable staff to manage traffic flow by making changes to traffic control devices based on traffic fluctuations. Mr. Rahimi reported on the Traffic Management Center (TMC), which will be included in the new Development Services Building. It will enable traffic engineering staff to control traffic signals throughout the City from a central location, improving transportation safety and efficiency. Additionally, staff will be able to provide travelers information via dynamic message signs as well as observe traffic and City facilities via CCTV cameras. Mr. Rahimi discussed the federally funded Bell Road ITS project. The project installed ITS equipment, communication infrastructure, and signal coordination timing plans along the Bell Road corridor from Loop 101 to Grand Avenue. The project allows the City of Peoria, the City of Surprise and Maricopa County the joint usage of fiber optic communication, CCTV cameras and dynamic message signs along the corridor for congestion and incident management. This project was the first of its kind in Arizona. Mr. Rahimi commented Peoria needs to work with the City of Glendale to coordinate signal timing as they control the 83rd Avenue and Bell Road intersection. Discussion ensued on the signal optimization program. The City of Peoria is currently engaged in two projects. The Olive Avenue signal optimization project coordinates signals on Olive Avenue from 67th Avenue (a Glendale signal) through Agua Fria Ranch Boulevard (a MCDOT signal). This project entails the cooperation on signal timing along the corridor between the City of Peoria, the City of Glendale, the State of Arizona and Maricopa County. The Thunderbird Road signal optimization project coordinates signals on Thunderbird Road from 67th Avenue (a Glendale signal) through 94th Avenue. This project entails cooperation on signal timing along the corridor between the City of Peoria, the City of Glendale, and the State of Arizona. Mr. Rahimi reported on the Regional Community Network (RCN). It will connect jurisdictions in the valley for uninterrupted information sharing and provide communication among Traffic Management Centers and Emergency Operations Centers during normal operation, events, and major incidents. Mr. Rahimi discussed the Intelligent Transportation Infrastructure Program (ITIP). It is a federally funded, private/public partnership program for providing traveler information. Traffic monitoring equipment has been installed along two corridors, two stations on Bell Road and four stations on Olive Avenue. The City will obtain data from these count stations at no cost and they will be maintained by private companies for ten years. Mr. Moody reported ADOT has full control over Loop 101, Loop 303, and Grand Avenue and Peoria can attempt coordination. The cost for Peoria to take over an ADOT signal is $25,000-30,000 per year per signal. Adjournment: Being no further business to come before the Council, the meeting was duly adjourned at 6:00 p.m. ____ __________________________________ Bob Barrett, Mayor ATTEST: ______________________________________ Mary Jo Kief, City Clerk CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the Special Study Session Meeting of the City Council of Peoria, Arizona held on the 4th day of September, 2007. I further certify that the meeting was duly called and held and that a quorum was present. Dated this 20th day of November, 2007. (Seal) ______________________________________ Mary Jo Kief, City Clerk