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HomeMy WebLinkAbout09/24/1996 Special Council Meeting MinutesMINUTES OF SPECIAL COUNCIL MEETING MARANA TOWN COUNCIL SEPTEMBER 24, 1996 Marana Town Hall September 24, 1996 C_ALL TO ORDER By Mayor Honea at 7:01 p.m. II. PLEDGE OF ALLEGIANCE Led by Mayor Honea HI. ROLL CALI~ Ed Hunea Sharon Price Tom Clark Ora Mae Haro Sherry Millner Herb Kal Bobby Sutton, .Ir. Mayor Vice Mayor Council Member Council Member Council Member Council Member Council Member STAFF Hurvie Davis Dan Hochuli Sandra Groseclose Jane Johnson Harvey Gill Jocelyn Entz Roy Cuaron Town Manager Town Attorney Town Clerk Human Resources Director Senior Engineering Techulcian Executive Assistant Finance Director IV. ~ A motion was made by Bobby Sutton, Jr,, seconded by Sherry Millner and carried unanimously to approve the Agenda as written. A. Funding Agreements for the Cortaro/l-10 Interchange Imprints (Conthmed froaL~ 17. 1996 iC,9A!KCJLMe_eI~R~ Hurvie Davis: Briefed the Council from the previous Council Meeting. Herb Kal: There were two options to choose from. Our committee wanted to come up with a solution that would be fair to all parties involved. Tom Clark: We met with Dennis Alvarez to discuss the options. Dave Atler came up with a third option that would be a one-third (1/3) - two-third (2/3) option. Mike Racy rejected the option from ADOT. The three of us met, without SVP being represented at the meeting. Herb and I dismissed the $160,000 option and decided on the $132,000 (option B). No decisions have been made. Ora ltarn: When we are doing the numbers, that includes two lanes (with a turn lane), bike path and the curbs. Mayor Honea: Would the developers' contribution he a cash contribution not an in-kind? Herb Kal: We talked cash. M/NUTES OF SPECIAL COUNCIL MEEIrlNG MARANA TOWN COUNCIL SEPTEMBER 24, 1996 Bobby Sutton, Jr.: We previously discussed Option A. Is tonight a good time for SVP to discuss Option B? Mayor Honea: Absolutely. Tom Clark: Dave contacted Michael about Option B. The third option was Dave Atler's suggestion. Michael Racy: I understand that the committee needed to come back to the Council with a couple of different proposals. We don't have a problem with that. I did feel we had reached an agreement the other day at the meeting pertaining to Option A. We still would like to confirm that the $104,000 proposal is reasonable. We have some concerns regarding Option B. There are no actual numbers. Some things were left out of the bid. Unit costs were moderately high. There could be some savings to the Town if there were contributions. Any savings would benefit the Town. With the Town running and controlling the project and controlling the costs, the Town could benefit from the other options. One of the next issues was item six, the traffic signal, We really didn't talk about what would happen if the state doesn't do the signal. We have a problem with the language in number six. It is my understanding that ADOT committed to the signal at the Loop Road and Cortaro. Herb Kal: It was my understanding that ADOT would at least put in the wires or the underground work at the time the road goes in and when it is warranted the rest of the work would be installed. Is that correct? Michael Racy: It was my tmderstanding that ADOT would do all the infra-structum work, definitely. Would only hang the signal and put the signal in if warranted. My concern with number six is it left it with a 100% of the cost back on the developer. With the trafftc in that area it is warranted at this point. We would like to see the engineering contract advertised as soon as possible after the IGA is entered into with the state. You'll still need and want to do an 1GA with the state with respect with to the TI project. We would like to see the advertisement of the Loop Road engineering tight away after that. We will put the cash in escrow immediately upon you accepting construction. Mayor Honea: Any questions for Mr. Racy? Bobby Sutton, Jr.: In Option A, 1246 came from somewhere. It does look logical. How did we get that. Why wasn't it used in Option B? Why not just a general one-third - two-third? Michael Racy: I can answer the first part of your question and have to defer to the second part. The 1246 came through our discussions and we're trying to find rational ways to split up the costs. The lanes are 12 feet wide and the total pavement cross sections are 46 feet, including throe 12 feet lanes of bike paths and the third lane is 12 feet. So we came up with 1246. There is another way to look at this. It is under the original cash advances. If you back out the percemages that's 7% Eldorado, 21% SVP and we proposed the remainder 21% which came to $81,000. We thiv, k it's a very rational way to split it. The one-third - two thirds, I really can't speak about it. 1 really can't add anymore. Herb Kai: It was just an easy number to work with. MINTdTES OF SPECIAL COUNCIL MEETING MARANA TOWN COUNCIL SEPTEMBER 24, 1996 Harvey Gill: On the issue of the fixed dollar amount. Our thought was if we shared a pro-rated share if there was an additional change orders that we would share in those change orders eqnally. Bobby Sutton, Jr.: Mr. Racy, is that your determination of Option A? Michael Racy: That wasn't my understanding of Option A. My understanding was a fixed dollar figure. It is my understanding that Option B is a pore proportionate share. We feel that a fixed dollar amount is realistic. Harvey Gill: At the meeting the other day we talked briefly about the right-of-way. The dedication of the right-of-way. Mr. After reqoested that an additional item be added to the recommendation. SVP would dedicate 90 feet of parcel 54 in the f'uml plat. Representative from SVP: We would dedicate any right-of-way necessary for the project, We will do whatever is necessary to keep this project moving along quickly. Ora Harm Has there been any other contacts regarding contributions for this road? Hurvie Davis: Not to my knowledge. Herb Kal: It is such a short time m ask for contributions, It would be kind of hard to get help after the fact. Ora Ham: If we did get contributions would it be taken into cousideration regarding the one-third. Herb Kai: That amount would just be reduced proportionately. Bobby Sutton, Jr.: Once this is in writing and two parties are paying for it we are not going to get a dime from anyone else. We might be able to bring some people in regarding the light with ADOT. Bobby Sutton, Jr.: If we are going m fair share this we need to stay constant. I feel confident that SVP will put in the light. Staff needs to stay focused on this. If it doesn't go through SVP will pay for it, Mayor Honea: Any more discussion? Bill Higgins: If ADOT doesn't have to get involved in that Loop Road we can relieve the Town of the obligation of 1.4 million dollars. I haven't seen the final figure/report SVP's traffic engineer did. If the preliminary numbers are in the final report or are greater numbers then we can put in the traffic signal. We are going to bid on this project in January. We will get the designer and contract all at the same time. It's a new process. We are committed on this project. We need to move on it. Mayor Honea: We appreciate all the time and effort you all put into this project. Any other questions? Sharon Price: Are we going to get a clarification on number four or is that going to be a percentage only? Or is SVP going to pay for all of that? Mayor Honea: I thought SVP just said it was 2550 feet and he dithft think it was any problem that number fotzr would be an issue. We can accept Option A, we can accept Option B or we can make another motion. We can amend an option or do whatever. MINUTES OF SPECIAL COUNCIL MEETING MARANA TOWN COUNCIL SEPTEMBER 24, 1996 Bobby Sutton, Jr.: After hearing al/the discussions obviously some of us like Option A and some like Option B. What should be our next step now? Tom Clark: Herb was coming down from 160 and 1 was coming up from 104. That how we arrived at the 132 and kicked out the 160. Mayor Honea: Is that what you considered the compromise? Tom Clark: We would not have kicked out the 160 if we could live with the 132. They want the curbs. The five foot hikes lanes are included. We ought m make it right the first time. Discussion Continued regarding Option A, B and C Ora Harm Would Option C be middle of the road? I move we accept Option C middle of the road option. Bobby Sutton, Jr.: Second. Mayor Honea: What do we have here. I thiak we are being pretty abstract. In all honesty by accepting Option C, I think you are taking Option A. It already has been preliminarily engineered to cost $400,000 and basically Option A and C is little difference. The only difference is if it would cost more than $400,000. It would be pro-rated at a 3/4ths m the Town and 1/4 to the developer. Ora Harm Didn't i hear them say they would pick up any additional expenses over that up to $132,000. Mayor Honea: Only a pro-rated share of 26%. Option A is 26%, Option B 33% (the developer share). Option C would go back to 26%. The Option A figure, and the only way there would be any change to Option A is if it would cost more than $398,000 (figured on 2700 feet), lfyoo adopt Option C you really are just adopting Option A. Ora Harm May I ask someone from ADOT if we have a sure figure on the cost or is that an over estimate or whatever. How will those costs run? Harvey Gill: Mr. After and i looked at some of the unit costs that the WLB Group has generated we feel that some of the unit costs are a little higher than what we are experiencing in the construction industry. That figure of $398,000 is probably the top amount. Based on their unit price. Ora Harn: If everything goes well this is good. But you and Mr. After feel that it is probably is low? Mayor Honea: That is the high figure. It should be lower. If we take this Option C that you are talking about we might as well adopt Option A. Our professional staff says they think that's the highest price is going to be but will probably be less. David Dolgen: The suggestion we just made, we would like to amend that. If staff is right then you are well promoted at the $104,000. Anything over $104,000 and up to $132,000 we'll split 50/50. In other words we will allow 50% of $104,000 up to the $132,000, Just a suggestion. Mayor Honea: Our staff is saying that the $398,000 figure is the top dollar figure it is going to cost. It is actually going to be less. Even ifyoo offer to pay 100% over $398,000, our professional MINUTES OF SPECIAL COUNCIL MEETING I MARANA TOWN COUNCIL SEPTEMBER 24, 1996 staff is telling us it is not going to cost that much. So, there is no benefit to that offer, unless it is going to cost $600,000. David Dolgen: There are variables in construction. Our position originally was 21% of this. We are trying to get to a somewhat equitable place on this and we are just making an attempt. Quite frankly, if the Town is right and the numbers do come in lower then it is in that group for us to be at a higher number. But if the number comes in higher we'll go that extra mile so every fifty cents of that is out of our pocket until you get to the $132,000. It's just an alternate idea. Bobby Sutton, Jr.: If our staff believes that $398,000 is the top, why don't we make the cash amount a little more, bat a fixed an~ount. Then end up between the $104,000 and $132,000 and realizing if the costs are under $398,000, that's a fixed amount. The more cost-effective we do it the more money we are going to save. Ora Harm I withdraw my motion. Bobby Sutton, Jr.: I withdraw my second. Don Hochuli: I think we need a development agreement. Them is only a verbal agreement. Bobby Sutton, Jr.: Can it be a condition or Council action on the development agreement? Mayor Itonea: If we can have it within 3 or 4 days, I will put it on the agenda on the first. That would be one week and we could have it completed, Dan Hochuli: Approximately one year ago the Council passed an ordinance which required all development agreements to go through commission and public hearing prior to Council adoption. Pat Griffin: We have done a number of these types of agreements in other jurisdictions and they don't refer to them as development agreements. They are called contribution agreements for public works. I believe they are exempt from the process. Mayor Honea: Would that work for you, Mr. Hochuli? Dan Hochuli: There is a specific statute on development agreements this is probably not one, David Dolgen: In talking with Run Williams, it is my understanding they need the resolution from the Council. Assunathg the resolutions are passed tonight that would give them enough. A written agreement that we will all do absolutely as quick as possible and get it back to you for your next Council meeting. We need official action by the Council. Ora Harm I would like to make a motion that we agree to build this road and the funding will be worked out mutually between the Town and SVP. SVP's portion would be $118,000. Tom Clark: I seconded it. Mayor Honea: The motion is the developer's contribution to this roadway will be $ll8,000 cash and the Towu will enter into an agreement where the Town will build the roadway. Any particulars will be put in the contribution agreement which will include the roadway widths and any other pertinent information. Is them any discussion? Ail in favor? Motion carried unanimously. B~ First Reading: Classification and Salary Plan Update~ MINUTES OF SPECIAL COUNCIL MEETING MARANA TOWN COUNCIL SEPTEMBER 24, 1996 Hurvie Davis: We will continue Item B at the next Cmmcil meeting. I would like to recommend that Item B become effective as of October 1, 1996. It is a complex issue and adequate time is needed. Mayor Honea: We will schedule this for October l as an add on. Jane Johnson: I have prepared information booklets for your review. It is a complex issue and we we came up with three alternative plans (talked briefly on each plan). Mayor Honea: Would anybody like to ask any points of clarification? Sharon Price: I would like a book tonight. Mayor Honea: If not, we will add this to the agenda for October 1. Any other additions or questions? Hurvie Davis: Oro Valley has invited the Council to a Symposium, September 30th from 7-9 a.m. If your schedules permit, Oro Valley would like your attendance. VI. Futur~ Mayor Honea: Calmat is buying 5 new trucks and would like to put the Town of Marana logo and Come Grow With Us on their new trucks. They would like to promote our cotmnunity and slogan. I would like this on the October 1 agenda. Sandy Groseclose: I can put it on the agenda for October 1. We will work on the form for future USe. Adjournment A motion was made by Sharon Price, seconded by Torn Clark and carried unanimously to adjourn. TIME: 8:27 p.m. AUDIO TAPES OF THE MEETING ARE AVAILABLE AT THE MARANA TOWN HALL CLERK'S OYFICE. Certification 1 hereby certify that the foregoing minutes are the true and correct minutes of the Special Council Meeting of the M~.,.~ Town Council held on September 24, 1996. l further certify that a quorum was ECLOSE,. TOWN CLERK