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Home My WebLink About01/27/2009 Special Council Meeting Agenda Packet:- ~ ~~~ .,..,~.,.F~~ SPECIAL COUNCIL MEETING NOTICE AND AGENDA 11555 W. Civic Center Drive, Marana, Arizona 85653 Council Chambers, January 27, 2009, at or after 6:00 PM Ed Honea, Mayor Herb Kai, Vice Mayor Russell Clanagan, Council Member Patti Comerford, Council Member Carol McGorray, Council Member Jon Post, Council Member Roxanne Ziegler, Council Member ACTION MAY BE TAKEN BY THE COUNCIL ON ANY ITEM LISTED ON THIS AGENDA. Revisions to the agenda can occur up to 24 hours prior to the meeting. Revised agenda items appear in italics. As a courted to others please turn off or put in silent mode all paeers and cell phones. Meeting Times Welcome to this Marana Council meeting. Regular Council meetings are usually held the first and third Tuesday of each month at 7:00 p.m. at the Marana Town Hall, although the date or time may change, or Special Meetings may be called at other times and/or places. Contact Town Hall or watch for posted agendas for other meetings. This agenda may be revised up to 24 hours prior to the meeting. In such a case a new agenda will be posted in place of this agenda. Speaking at Meetings If you are interested in speaking to the Council during Call to the Public, Public Hearings, or other agenda items, you must fill out a speaker card (located in the lobby outside the Council Chambers) and deliver it to the Town Clerk prior to the convening of the meeting. All persons attending the Council meeting, whether speaking to the Council or not, are expected to observe the Council Rules, as well as the rules of politeness, propriety, decorum and good conduct. Any person interfering with the meeting in any way, or acting rudely or loudly will be removed from the meeting and will not be allowed to return. Accessibili To better serve the citizens of Marana and others attending our meetings, the Council Chambers are wheelchair and handicapped accessible. Any person who, by reason of any disability, is in need of special services as a result of their disability, such as assistive listening devices, agenda materials printed in Braille or large print, a signer for the hearing impaired, etc., will be accommodated. Such special services are available upon prior request to the Town Clerk at least 10 working days prior to the Council meeting. Special Council Meeting -January 27, 2009 -Page 1 of 9 Agendas Copies of the agenda are available the day of the meeting in the lobby outside the Council Chambers or online at u-`~•~~u.nnaraita.c~m, by linking to the Town Clerk page under Agendas, Minutes and Ordinances. For questions about the Council meetings, special services or procedures, please contact the Town Clerk, at 382- 1999, Monday through Friday from 8:00 a.m. to 5:00 p.m. Posted no later than Monday, January 26, 2009, 6:00 PM, at the Marana Municipal Complex, the Marana Operations Center and at e~rww-.marana.LOm under Town Clerk, Agendas, Minutes and Ordinances. REGULAR MEETING CALL TO ORDER AND ROLL CALL PLEDGE OF ALLEGIANCE/INVOCATION/MOMENT OF SILENCE APPROVAL OF AGENDA 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. PRESENTATIONS P 1: Presentation: Relating to Utilities Department; Water rate increase presentation (Dorothy O'Brien) ANNOUNCEMENTS/UPDATES PROCLAMATIONS MAYOR AND COUNCIL REPORTS: SUMMARY OF CURRENT EVENTS MANAGER'S REPORT: SUMMARY OF CURRENT EVENTS TOWN REPORTS GENERAL ORDER OF BUSINESS 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 issue will be discussed and voted upon separately, immediately following the Consent agenda. Special Council Meeting -January 27, 2009 -Page 2 of 9 C 1: Resolution No. 2009-09: Relating to Administration;'authorizing emergency procurement for materials and services necessary to encase the Marana Utilities Department waterline within the Union Pacific Railroad right-of--way southwest of the 13900 block of Adonis Road; ratifying procedures and budgetary limitations for this emergency procurement; and declaring an emergency (Dorothy O'Brien) COUNCIL ACTION BOARDS, COMMISSIONS AND COMMITTEES ITEMS FOR DISCUSSION/POSSIBLE ACTION EXECUTIVE SESSIONS E 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. 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) ADJOURNMENT Special Council Meeting -January 27, 2009 -Page 3 of 9 t-'~~~ ~i FU'Ma•C s+,caA*~ 11555 W. CIVIC CENTER DRIVE, MARANA, ARIZONA 85653 COUNCIL CHAMBERS, January 27, 2009, 6:00:00 PM To: Mayor and Council Item P 1 From: Dorothy O'Brien ,Assistant Utilities Director Subject: Presentation: Relating to Utilities Department; Water rate increase presentation Discussion: The Utilities Department will provide a comprehensive presentation regarding the transition to a self- sufficient water utility enterprise fund in follow up to the January 20, 2009 overview presentation. Included in this presentation will be a discussion of water rate scenarios considered and the timing of any increases including immediate rate needs and projected rate needs over the next four years. The presentation will provide a historical look at the development of the Utilities Department within the Town of Marna, the transition to aself-sufficient water utility enterprise fund, comparison to neighboring community water systems and a discussion of anticipated future needs. The Utilities Department was created in 1997 and began serving potable water to the residents of Marana. As with many beginning municipal utility organizations within small communities, a policy decision was made to allow the Town's General Fund to augment the fledgling utility. As the Town continues to grow and the Utilities Department evolves into amulti-service agency (water and wastewater), moving to aself-sufficient Enterprise Fund accounting system allows for more transparency and accountability. This evolution ensures that the Utility operates in accordance with industry best practices that would subsequently facilitate future financing options, such as allowing the Water Enterprise Utility Fund to bond for revenue-backed debt. This relates directly to the Council's Strategic plan Focus Area of Community Building and the Initiative: "Secure all necessary water resources and infrastructure." In addition, the evolution to aself-sufficient water utility allows the Town to control its development and contributes to the Strategic Plan Focus Area: Commerce Center and the ability to provide water resources to attract commerce to the community. The Utilities Department Water Rate Presentation will provide the following: 1) A look back over the eleven-year history of the department and the changes which have occurred. 2) It will discuss the different accounting policies municipal organizations have at their disposal. 3) The current water rates will be compared to neighboring communities. 4) The proposed rates will be projected including the various options which were evaluated and the reasoning behind the proposed "threshold" option submitted for council consideration. 5) Future water-related needs for the Town of Marana will be discussed. Financial Impact: The Utilities Department is moving toward becoming a self sufficient Enterprise Fund. This move is reflective of the Town's growth and further positions the utility to operate in manner consistent with "best practices" as the town grows in the future. The financial accountability and transparency provides the option for the Water Fund to issue its own revenue bonds separate and apart from the General Fund and allows for those who use the service, to pay for the service proportionally. The transition to a self- Special Council Meeting -January 27, 2009 -Page 4 of 9 sufficient Enterprise Fund is part of the maturation process for a growing municipal utility. ATTACHMENTS: Nai~te: L)cscril~t°sc~n: "hype: No Attachments AvailaE}le Staff Recommendation: Suggested Motion: Special Council Meeting -January 27, 2009 -Page 5 of 9 ""~~ ~~~ 11555 W. CIVIC CENTER DRIVE, MARANA, ARIZONA 85653 COUNCIL CHAMBERS, January 27, 2009, 6:00:00 PM To: Mayor and Council From: Dorothy O'Brien ,Assistant Utilities Director Item C 1 Subject: Resolution No. 2009-09: Relating to Administration; authorizing emergency procurement for materials and services necessary to encase the Marana Utilities Department waterline within the Union Pacific Railroad right-of--way southwest of the 13900 block of Adonis Road; ratifying procedures and budgetary limitations for this emergency procurement; and declaring an emergency Discussion: The Union Pacific Rail Road is installing a double track within Marana. The Utilities Department has a water line which is under the current track but is not encased under the new double track area. The work is between the east side frontage road on the east side of the railroad tracks and Adonis Road. This contract award will allow the Town to negotiate with vendors for the immediate selection and award of work to be completed at the crossing location. At this time the Utilities Department does not know the condition of the line in place. Therefore, the department had contractors bid three options: 1. Pothole the water line; extend the carrier and outside pipe with ductile iron pipelines to the roadway. 2. Pothole the water line; abandon the pipeline in place. 3. Pothole the water line; replace the carrier pipeline with PVC, install a secondary ductile pipeline and extend the pipelines to the roadway. Upon potholing the area a decision on which option to utilize will be made to ensure long term water production is available for the community. Due to the UPRR's double-tracking project schedule, the Utilities Department must complete the work by March 2009. Therefore, staff is seeking to execute an emergency procurement to negotiate a contract for best value to perform the waterline work. Because the Department must have the waterline exposed, a not to exceed authorization of $100,000 is sought. Financial Impact: The Utilities Department has reserved $100,000 of its maintenance repair funds for this type of unplanned waterline work. ATTACHMENTS: Name: Desc-riptic~n: '1"ype: ~ RS4 l1PRR wa#erGne Special Council Meeting -January 27, 2009 -Page 6 of 9 construe#ian {00012806}.C}UC Resolu#ion Staff Recommendation: Resolu#ion Staff recommends adoption of Resolution No. 2009-09, authorizing emergency procurement. Suggested Motion: I move to adopt Resolution No. 2009-09, and declare an emergency. Special Council Meeting -January 27, 2009 -Page 7 of 9 MARANA RESOLUTION N0.2009-09 RELATING TO ADMINISTRATION; AUTHORIZING EMERGENCY PROCUREMENT FOR MATERIALS AND SERVICES NECESSARY TO ENCASE THE MARANA UTILITIES DEPARTMENT WATERLINE WITHIN THE UNION PACIFIC RAILROAD RIGHT-OF- WAY SOUTHWEST OF THE 13900 BLOCK OF ADONIS ROAD; RATIFYING PROCEDURES AND BUDGETARY LIMITATIONS FOR THIS EMERGENCY PROCUREMENT; AND DECLARING AN EMERGENCY. WHEREAS a Marana Utilities Department waterline is located in the Union Pacific Railroad right-of--way southwest of the 13900 block of Adonis Road (the "Subject Waterline"); and WHEREAS the Subject Waterline lies in the path of Union Pacific Railroad's double- tracking project; and WHEREAS Union Pacific Railroad requires all waterlines underneath their railroad tracks to be encased; and WHEREAS immediate construction of the encasement is necessary to provide for continuity of service and to complete the work before Union Pacific Railroad's currently anticipated March 2009 completion date for site work in this area; and WHEREAS using the Town's standard procurement procedures will not allow the required work to be completed in the required time frame; and WHEREAS it is in the public interest to proceed immediately with the required work; and WHEREAS it is appropriate and necessary to undertake this work pursuant to emergency procurement procedures authorized Marana Town Code Section 3-4-4. NOW, THEREFORE, BE IT' RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, as follows: Section 1. Town staff is hereby authorized to undertake an emergency procurement of materials and services necessary to encase the Subject Waterline by negotiating a contract on the basis of informal bids solicited by an outside consultant on the Town's behalf. Section 2. The total budget authorization for this procurement shall not exceed $100,000, subject to amendment by future action of the Council and/or pursuant to existing budgetary procedures. Section 3. The Town Manager is hereby authorized to execute all contracts relating to procurements authorized by this resolution, and to undertake all other actions necessary and Speci~l~®~r~i -January 27, 2009 -Page 8 of 9 _ 1 - 1/20/2009 4:30 PM FJC beneficial to carry out this resolution and to provide necessary public services to support this procurement. Section 4. Since it is necessary for the preservation of the peace, health and safety of the Town of Marana that this resolution become immediately effective, an emergency is hereby declared to exist, and this resolution shall be effective immediately upon its passage and adoption. PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, this 27`" day of January, 2009. Mayor Ed Honea ATTEST: Jocelyn C. Bronson, Town Clerk APPROVED AS TO FORM: Frank Cassidy, Town Attorney SpeCi®~~ir~ -January 27, 2009 -Page 9 of 9 _ 2 _ 1/20/2009 4:30 PM FJC