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HomeMy WebLinkAbout08/12/2008 Special Council Meeting MinutestpW N Ot q MARINA ~ gRIZONP SPECIAL COUNCIL MEETING NOTICE AND AGENDA MINUTES Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 August 12, 2008, at or after 6:00 p.m. SPECIAL MEETING A. CALL TO ORDER AND ROLL CALL Roll Calh Present: Mayor Ed Honea, Vice Mayor Herb Kai, Council Member Russell Clanagan, Council Member Patti Comerford, Council Member Carol McGorray, Council Member Roxanne Ziegler. Absent/Excused: Council Member Jon Posh B. PLEDGE OF ALLEGIANCE AND INVOCATION/MOMENT OF SILENCE C. APPROVAL OF AGENDA Action: Approve as amended, Move Item J. S to Item J. 1, Moved by Dice Mayor Kai, Seconded by Council Member McGorray. Motion passed, 6-0. D. CALL TO THE PUBLIC At this time any member of the public is allowed to address the Town Council on any issue not already on tonight's agenda. The speaker may have up to three minutes to speak. Any persons wishing to address the Council must complete a speaker card located outside the Council Chambers and deliver it to the Town Clerk prior to the commencement of the meeting. Pursuant to the Arizona Open Meeting Law, at the conclusion of Call to the Public, individual members of the council may respond to criticism made by those who have addressed the Council, may ask staff to review the matter, or may ask that the matter be placed on a future agenda. There were no calls from the public. E. PRESENTATIONS - 1) Presentation: Relating to the Town's Enterprise Resource Planning System (Erik Montague) Mr. Montague presented this to Council integrated accounting and information and management system. The ERPS is a series of integrated software and web applications for information to flow seamlessly as well as for the system to receive information from other systems. Enhanced access to data and an opportunity for a self-service focus. Provide for electronic or paperless workflow. Will grow with the town for several years. He discussed the advantage of this system over the current systems being used by various departments, including Utilities, Human Resources, Finance and Technology Services. He also described the procurement process to determine the best solution and announced that Tyler Munis was the successful vendor. Mr. Montague gave a visual presentation with PowerPoint, attached and made a part of these minutes. ANNOUNCEMENTS/UPDATES - ~nwN nF ' ''°4~u .,. ~ q hgAIlANA ~ gRILUhP SPECIAL COUNCIL MEETING NOTICE AND AGENDA MINUTES Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 August 12, 2008, at or after 6:00 p.m. Mayor Honea noted that the National League of Cities nominated the town for an award for its heritage park. This application is one of 173, 57 of which were selected as finalists, and the awards will be announced at the national conference in Orlando, Florida. PROCLAMATIONS - F. MAYOR AND COUNCIL REPORTS: SUMMARY OF CURRENT EVENTS Council Member Comerford noted that school has started and that the Sandario and Emigh intersection is working very well, and she thanked the traffic department for their help. Mayor Honea noted that owners of property where the Fry's will be located in Gladden Farms are still very interested in the shopping center and will move as quickly as possible when the residential downturn reverses so that they can begin to build the shopping center. He also noted that Ora Mae Harn will be going through another stem cell procedure on August 22 and asked that audience keep her in their prayers. On August 26 there will be a meeting on FEMA in the Council Chambers. Keith Brann will be there to discuss FEMA mapping and the status of negotiations. F. MANAGER'S REPORT: SUMMARY OF CURRENT EVENTS Mr. Davidson reminded everyone that tonight's meeting is in lieu of the August 19a' meeting due to the League conference starting on August 19tH Deb Thalasitis reported that pursuant to Council Member Clanagan's request at the last meeting regarding the Silverbell District Park, staff has been working with the corps and there should be final decision next week and equipment the following week. H. STAFF REPORTS Mayor Honea also reported that the September 2 and November 4 dates are regular Council Meetings, but with this year's elections the meeting will be moved to September 3 and November 5, respectively. GENERAL ORDER OF BUSINESS I. CONSENT AGENDA The Consent Agenda contains items requiring action by the Council which are generally routine items not requiring Council discussion. A single motion will approve all items on the Consent agenda, including any resolutions or ordinances. A Council Member may remove any issue from the Consent agenda, and that ~pWN OF 1 7 q M1gARANA ~ ,,,y;~,,:,, ~~ '9~21L V hP SPECIAL COUNCIL MEETING NOTICE AND AGENDA MINUTES Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 August 12, 2008, at or after 6:00 p.m. issue will be discussed and voted upon separately, immediately following the Consent agenda. J. COUNCIL ACTION 1. Resolution No. 2008-108: Relating to Utilities; approving and authorizing the Utilities Director to execute a Bill Crediting Contract among the Marana Water Department, Trico Electric Cooperative, Inc., and the Arizona Electric Power Cooperative, Inc., for electric service (Frank Cassidy) This item was moved from J. S to J. 1. This item was presented by Brad DeSpain on the acquisition of one megawatt of Parker-Davis hydropower fora 20-year period and $5 million savings to the Town of Marana for pumping in the Water Department, wastewater, street lighting, signals and other uses. He gave some background on the acquisition. Receiving the megawatt required working with a group, including Trico Electric Cooperative, who are interested in building a power plant in Arizona. He then introduced Karen Lathers from Trico Electric who put the agreement together and presented the PowerPoint regarding the acquisition and the Bill Crediting Contract to the Council. The hydropower will be delivered beginning in October 2008. The Town's share for scheduling is about $3,000 including additional metering which will be installed by Trico. Savings to the Town will be about $7,000 to $22,000 per month as determined by Western Hydropower depending on loads to Marana. Action: Moved by Council Member McGorray, Seconded by Council Member Comerford. Motion passed, 6-0. 2. Ordinance No. 2008.18: Relating to Building; adopting by reference the 2008 Marana Outdoor Lighting Code; amending Marana Town Code Section 7-1-2; repealing Title 18 of the Marana Land Development Code; and declaring an emergency (John Huntley) Mr. Huntley presented this item requesting adoption of the Outdoor Lighting Code. This item was presented to Council in draft form on June 17. Since that time, some changes have been made as recommendations from meetings with various groups. Dan Brocious of the Smithsonian Institution's Whipple Observatory thanked Council for revising the code so that it remains up to date. He also stated that he thought the light brightness level could be lowered even more than the 280 in the code, but also noted that he was speaking on behalf of those whose work depends on dark skies. Elizabeth Alvarez spoke on behalf of Kitt Peak National Observatory and the 30 plus institutions with telescopes on Kitt Peak. She thanked Council for considering an update to the Code. <OWN OF ~, h~aizaN,a ;,~ gkIZONP SPECIAL COUNCIL MEETING NOTICE AND AGENDA MINUTES Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 August 12, 2008, at or after 6:00 p.m. Action: Approve, Moved by Council Member Comerford, Seconded by ice Mayor Kai. Motion passed, 6-0. 3. Resolution No. 2008-103: Relating to Building; declaring the revised 2008 Marana Outdoor Lighting Code as a public record filed with the Town Clerk; and declaring an emergency (Jane Fairall) Mr. Cassidy presented this item which allows adopting the lighting code by reference. Action: Approve, Moved by Council Member Comerford, Seconded by Council Member McGorray. Motion passed, 6-0. 4. Ordinance No. 2008.19: Relating to Administration; adding the positions of General Manager, Assistant Chief of Police and Police Commander to the Town's unclassified service; creating two additional categories of employment; amending Town Code Sections 3-1-2, 3-1-3 and 3-1-4; adding new-Town Code Sections 3-2-11, 3-2-12 and 3-2-13; and declaring an emergency (Deb Thalasitis) Deb Thalasitis presented this item as it relates to the class and compensation study making changes to Title 3. This is the personnel part of the code. The code currently identifies two employee classifications: unclassified which is basically department heads and management staff and classified which are most of the other employees in the town with the exception of temporary employees. Jane Fairall, Erik Montague Mr. Thalasitis talked about making changes to this title to be consistent with the rules needed to be followed under the IRS and recommend two additional categories: temporary employee and the creation of aterm-limited temporary employee. She then discussed the differences in these types of employees, including benefits. The key difference between classified and unclassified is the right to the personnel action review board (PARB) process. At- will or unclassified employees, do not have PARB rights. Temporary employees would not have PARB rights and are intended to be short-term of six months or less than 20 hours per week. These are primarily seasonal workers or when there is a fluctuation in demand or workload such as a special road project or if a grant is awarded for a specific reason. Ms. Thalasitis also noted that three unclassified positions under the Town Manager's direction were before Council for consideration tonight. These positions will not add to the approved budget due to conversions and moving people around in existing vacancies. The Assistant Chief of Police position is not intended to be used at this time, but the intent originally was to have this position be unclassified, and this ordinance would make that intent effective. tnWN OF 1 , v MAIZANA ~ %;: gItILUNP SPECIAL COUNCIL MEETING NOTICE AND AGENDA MINUTES Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 August 12, 2008, at or after 6:00 p.m. Action: Moved by Council Member Clanagan, Seconded by Council Member McGorray. Motion passed, 6-0. 5. Resolution No. 2008-104: Relating to Personnel; approving a salary schedule for classified employees and an action plan for implementation of the classification and compensation study and fiscal year 2008-09 performance management program; and declaring an emergency (Deb Thalasitis) Ms. Thalasitis presented this item with a PowerPoint and noted that she and the consultants, Milkman, have concluded their assessment over the past year. The study was planned in early 2007 and budgeted in the 07-08 fiscal year. It was intended to start sooner than it did -January 2008 -and the purpose was. to look at the competitiveness of town pay. There were some challenges. Studied were 131 out of 141 jobs for market data. The consultant used 12 survey sources and 20 jobs they did a custom survey on. For unclassified employees, a similar methodology was used looking. She then discussed how the professional groupings were used to customize the Tucson labor market to be competitive. Ms. Thalasitis noted that the public sector generally tends to have a higher benefits package than the private sector, including the retirement benefit which is a nice benefit for employees and helps in recruiting, and that was factored into the salary schedule. There are a fair number of positions under the 25th percentile, and just a few about the 50th percentile, which is good news as far as how accurate the town is paying toward the market on the upper end. Ms. Thalasitis then focused on pay increases being tied to performance. She noted that exceptional performers should be rewarded and that criteria is being further developed for that purpose. She again noted that 72% of employees are below the mid-point. The goal is to get people to the midpoint. There are three strategies based on performance to achieve that which she went on to explain in detail including the cost associated with the adjustments and the sources of the money to be used to put the schedule in place. Pay for performance will be implemented on September 13, 2008 and show up on the October 3 paychecks. Training workshops for employees were conducted in July. Ms. Thalasitis is asking for Council approval for the pay structure. The presentation is attached and made a part of these minutes. Council Member Clanagan asked regarding the Fair Labor Standards Act, is anyone in a classification that received overtime that should be moved out of that classification. Mr. Thalasitis replied there was not, but there is one classification that did not receive overtime and should, and that is the executive assistant. Council Member Ziegler noted that relative to the performance ratings, she is not a proponent of the rating system and feels that they are. confusing. She asked if there is a description of the ratings. Ms. Thalasitis noted that this is one of the ~pWN OF ~~ M11~11Z:1NA ~ gRIZOh" SPECIAL COUNCIL MEETING NOTICE AND AGENDA MINUTES Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 August 12, 2008, at or after 6:00 p.m. reasons she wants to do focus groups to tailor the system to Marana's employees. It is the plan to make changes for next year which would involve input from the employees. Action: Moved by Council Member Ziegler, Seconded by Council Member Clanagan. Passed, 6-0. K. BOARDS, COMMITTEES AND COMMISSIONS 1. Resolution No. 2008-109: Relating to Boards, Commissions and Committees; approving and authorizing appointments to the Citizen Advisory Commissions (Jocelyn Bronson) Action taken pursuant to Executive Session item M.4 below. Moved by Mayor Honea, Seconded by Council Member Carol McGorray. Passed, 6-0. Action: Appointments of Judith Olsen as an alternate of the Affordable Housing Commission; Joe Aranda to the Board of Adjustment; Forrest Hancock, Brandon Thompson and Linda Lammers to the Business and Economic Development Commission; Lyn Alvarez, Warren Clark, Darryl Churchill, Michael Lektorich, Gary Nicholl, Jack Noble and James Shaw to the Police Commission; Barbara Winters and Donovan Tatman as alternates for the Police Commission; Lorraine Steckler and Robert Hall to the Utilities Commission. The Mayor asked the Town Clerk to post an advertisement for the vacancy on the Planning Commission as a result of these appointments and to notify the successful candidates. L. ITEMS FOR DISCUSSION/POSSIBLE ACTION M. EXECUTIVE SESSIONS Action: Adjourn to Executive Session, Moved by Council Member Clanagan, Seconded by Vice Mayor Kai. Motion passed, 6-0. 1. Executive Session pursuant to A.R.S. §38-431.03 (A)(3), Council may ask for discussion or consultation for legal advice with the Town Attorney concerning any matter listed on this agenda. 2. Executive Session pursuant to A.R.S. § 38-431.03(A)(3),(4) and (7), discussion or consultation for legal advice with the Town's attorneys and discussion and to consider its position and instruct the Town Manager and staff concerning the lawsuit entitled Town of Marana v. Pima County/Pima County v. tnWN nF .,,. y htauaNa gRIZONP Action: Moved by Vice Mayor Herb Kai, Seconded by Council Member Patti Comerford. Passed, 6-0. CERTIFICATION I hereby. certify that the foregoing are the true and correct minutes of the Marana Town Council meeting held on August 12, 2008. I further certify that a quorum was present. lyn ronson, Town Clerk SPECIAL COUNCIL MEETING NOTICE AND AGENDA MINUTES Council Chambers 11555 W. Civic Center Drive, Marana, Arizona 85653 August 12, 2008, at or after 6:00 p.m. Marana (consolidated), Maricopa County Superior Court No. CV2008- 001131. 3. Executive Session pursuant to A.R.S. §38-431.03 (A)(4) and (7) to consider the Town's position and instruct its representatives regarding negotiations for the purchase of property .rights needed for the Twin Peaks interchange project, CIP number 2001-44, from the parcels of property generally identified as Pima County Assessor's parcel numbers 226-15-008B, -017B, - 018B & -019A; and 221-04-OOSB, 226-36-OOSB & -OOSC; and to instruct the Town's attorneys in settlement negotiations and contemplated condemnation proceedings relating to the same property rights. 4. Executive Session pursuant to A.R.S. § 38-431.03 (A) (1) for discussion and consultation regarding prospective appointments to the Citizens Advisory Commissions. N. FUTURE AGENDA ITEMS Notwithstanding the mayor's discretion of what items to place on the agenda, if three. or more council members request an item to be placed on the agenda, it must be placed upon the agenda for the second regular town council meeting after the date of the request (Marana Town Code, Title 2, Chapter 2-4, Section 2-4-2 B) O. ADJOURNMENT