HomeMy WebLinkAboutCouncil Executive Report 07/02/2009Town of Marana
Council Executive Repot
July ?, 2-009
Report Time Period: June 15 - 30, 2009
Prepared On: July 1, 2009
Prepared By: Rebecca Kunsberg, Town Management Fellow
Distributed Through: Gilbert Davidson, Town Manager
"Committed to the future...
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~~~ ~ `~ Inspired by our past.
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• ORGANIZATION WIDE UPDATES
o BUILDING SAFETY 2
o CAPITAL IMPROVEMENT PROJECTS 3
o LEGAL 5
o MARANA REGIONAL AIRPORT 7
o OPERATIONS AND MAINTENANCE S
o PLANNING 9
o POLICE 9
o TECHNICAL SERVICES lO
o TOWN CLERK 11
o UTILITIES 11
• COUNCIL CALENDAR 12
• JUNE 2009 CONSTRUCTION ACTIVITY REPORT 13
PLEASE, CONTACT BREANNE LOREFICE AT 382-2601 FOR QUESTIONS
ORGANIZATION WIDE:
A. BUILDING SAFETY
PLAN REVIEW'
• Senior Plans Examiner Paul Froehlke has completed our first review of the new Marana
Health Center plan set. Comments and requests for plan corrections have been sent to the
architect.
• Our plan review staff are currently undertaking a second review of the new Northwest Fire
Station #39 plan set.
• Second review is underway on the new Marana Mortuary plan set.
• Staff are also currently working on review of several tenant improvement plans, as well as a
couple of single family dwelling plans.
INSPECTIONS:
• Senior Inspector Gleeson is still assigned almost full time to the Ritz Hotel project. We will
be considering authorization of the first section to be occupied in mid July. The Ritz
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company will begin occupancy by taking possession of the loading and shipping area along
with adjacent corridors and rooms.
Inspectors continue to undertake daily inspections on a variety of home, pool, patio wall and
other assorted project currently underway within the Town.
ADMINISTRATION:
• Mosquito .abatement related to abandoned swimming pools continues to consume
enforcement staff time.
• Work is well underway on putting a residential green building program together for the
Town. We anticipate that the Green Building White Paper will be made available to Council
in the near future.
B. CAPITAL IMPROVEMENT PROJECTS
CAMINO DE MANANA PROJECT 2001-OS2
• Native plant salvage is ongoing;
• Plan/spec review continues and should be finalized within the first week of July 2009;
• Plan revisions by Psomas continues - CIP has reduced the size of the gutter pan at the edge
of pavement to facilitate cyclists safety and reduce costs;
• GMP from Borderland was submitted June 17, 2009, and final negotiations are being
discussed;
• Final construction contract is being discussed, and it is expected that the construction should
start in August.
TWIN PEAKS PROJECT 2001-044
• Contractor is well underway, Pulice's contract time started June 22, 2009;
• Pulice has introduced a number of changes to the construction plans, and are being reviewed
by ADOT and the Town of Marana's CIP Department for feasibility.
BARNETT LINEAR CHANNEL PROJECT 2003-016
• Final plans will be submitted for signature in late August.
CR WELL #2 EQUIPMENT, I2" OFFSITE MAIN, AND 1S" SEWER MAIN REPLACEMENT
• The Pre-bid meeting was held June 4th.
The Bid opening was held June 16th with 9 contractors submitting bids. The apparent low
bidder is SunWestern Contractors with a bid of $341,163.35. The submitted bids are
currently in the review process.
This Project will be managed jointly by CIP and the Utilities Department.
THORNYDALE TANGERINE INTERSECTION PROJECT 2006-012
• Pre-Construction meeting with Town staff and Southern Arizona Paving was held on June
25, 2009;
• Construction is expected to start in July 2009.
THORNYDALE ROAD PROJECT: 2002-OS8
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• Landscape establishment is ongoing.
SILVERBELL/CORTARO DISTRICT PARK
• The Pre-bid meeting was held February 25th.
• The Bid opening was held March 6th with 21 contractors submitting bids. The apparent low
bidder was D. L. Withers Construction with a bid of $3,310,000. Following the review
process, D L Withers was given the Notice of Award on March 12th.
• The Date of Authorization was issued on May 26th with a start date of June 2nd as day one
of the 213 calendar day construction period.
• To date the Project is approximately 5% complete with a projected completion date of
December 18th. (Contract end date is 12/31/2009)
• Major completed works are: Site work - 8%, installed electric & phone duct banks -100%,
installed field fence posts - 85%, installed field lighting conduit - 5%, installed multi-use
path irrigation piping - 40%.
SILVERBELL ROAD INTERCEPTOR PROJECT: 1999-050
• Waiting on Pima County to approve the sewer and get it to ADEQ.
HONEA HEIGHTS WATER, SEWER CONNECTION PROJECT
• Design and real property work completed for Phase 1, most properties along Moore Road;
Contract documents being prepared for advertisement as Design-Bid-Build Procurement.
TANGERINE ROAD CORRIDOR PROJECT: 2005-061
• The IGA with the Regional Transportation Authority (RTA) for $2,000,000 was approved at
the June 23, 2009 council meeting, Town forwarded the IGA to the RTA for final approval;
• Once the RTA approves the IGA, staff will move forward with the selection of an
engineering consulting firm to start the engineering study for this project.
SILVERBELL-CORTARO INTERSECTION IMPROVEMENTS: 2010-153-25
• The IGA with the Regional Transportation Authority (RTA) for $200,000 was approved at
the June 23, 2009 council meeting, Town forwarded the IGA to the RTA for final approval;
• Once the RTA approves the IGA, staff will move forward with the selection of an
engineering consulting firm to start the design for this project.
TANGERINE FARMS ROAD 2004-036
• Final soil stabilization being completed in order to issue Notice of Termination to ADEQ to
comply with NPDES requirements.
• Final Punch List of Warranty items being completed.
• Project Closeout documentation and As-Built Drawing submittal in progress
• Final costs for Recapitulation of Improvement District Assessments being calculated for
pending Council Agenda Scheduled for July 21st
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C. LEGAL
WASTEWATER LITIGATION/TRANSITION
• Key Pima County witness depositions are scheduled to begin on July 8.
• A motion to set this case for trial was filed on the Town's behalf on June 25, requesting that
the currently-set November 18 evidentiary hearing date be used instead for the trial.
• Pima County has not yet responded to the Town's May 4 and May 7 requests for production
of documents, but the responses are anticipated to be provided any day now.
• The Town's fully revised draft PAG 208 A<mendment is in final review by Town staff before
submission to the PAG 208 Scope of Work Task Force this week.
• Legal staff expects to draft Town Code wastewater provisions beginning in July, after
completion of the pending utilities engineer procurement process.
CMID IGA NEGOTIATIONS
• Escrow has been opened with Title Security of Arizona on the CMID/CWUA Settlement and
Purchase Agreement.
• Ashby Surveying and Design Inc. has completed its surveys of the well sites being acquired
pursuant to the CMID/CWUA Settlement and Purchase Agreement, and is reviewing title
information to assure that the legal descriptions set forth in the quit claim deeds provided by
CMID are sufficient for the Town to receive clear title to the well sites.
• After close of escrow on the CMID/CWUA Settlement and Purchase Agreement, Legal staff
anticipates completing negotiations with CMID concerning property rights needed to close
out the Tangerine Farms Road project (the roadway crossings of the CMID channel adjacent
to the I-10 Frontage Road and exchange of land for a wellsite in the Gladden Farms area).
PENDING CIVIL LITIGATION
• In the Board of Adjustment Appeal case Ohl v. Marana Board of Adjustment, the record on
appeal before the Board of Adjustment was filed on June 19 and a substantive Town
response will be filed no later than July 9.
• On June 29, the Town filed an answer in the lawsuit Chamberlain v. Marana, challenging the
Town's abandonment of the disputed easement along the west side of the Saguaro Ranch
development.
• Jane Fairall continues to monitor the MPOA lawsuit re: the Harris PARB hearing. The
MPOA has filed a notice of appeal to the Court of Appeals.
• Jane Fairall continues to monitor and coordinate with outside counsel the lawsuit brought
against the Town by Barbara Harris, Lanell Garbini and Michelle Ochoa. As of May 5,
2009, the claims of Garbini and Ochoa were dismissed with prejudice; .Harris' claim is
ongoing; as of May 21, 2009, Harris' Title VII discrimination retaliation claims (the bulk of
the lawsuit) were dismissed. Harris' Equal Pay Act claim is ongoing.
POLICE DEPARTMENT PERSONNEL MATTERS
• Jane Fairall is monitoring and coordinating .with outside counsel regarding Harris' newly
filed EEOC charge.
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PUBLIC WORKS PROJECTS
• On June 1, Legal Department Staff filed a stipulation for immediate possession in its second
condemnation action and anticipates filing its third condemnation action for the Camino de
Mariana project by end of the week.
• Negotiations continue with the property owners relating to the right of way needed for the
Camino de Manana/Dove Mountain extension project headed up by Cedric Hay. Only ten of
the 52 parcels affected by the project remain. Full right of way clearance is expected by the
end of July.
OTHER NOTABLE CIVIL MATTERS
• A revised draft of a development agreement for the Marana Mercantile project is in final
negotiations, and is expected to be presented for discussion at the Council's July 21 meeting.
The development agreement addresses reimbursements for public infrastructure costs
anticipated to be incurred by the developer for nearby public improvements.
• The Legal Department has prepared draft amendments to Title 14 and Title 16 of the Town
Code to combine the Utilities Board and the Utilities Commission. Based on the Town
Council's summer meeting schedule and the need for further legal feedback, the amendments
are now anticipated to be forwarded to the Council for consideration sometime in August.
• Frank Cassidy is working with Planning Department staff on a draft reformat of the Land
Development Code.
• Jane Fairall is working with the Parks and Recreation Department to develop a policy manual
for park facility users.,
• Cedric Hay sent a draft version of the process of debarment to Barbara Johnson for review by
the Public Works Division.
• Cedric Hay attended a hearing at Pima County Superior Court regarding a tax lien
foreclosure case related to some property in Honea Heights that the Town wants for
affordable housing. A Motion for Summary Judgment will be filed by July 6th.
• Cedric Hay assisted the Town Court with the selection process and prepared an agenda item
presenting the nominated Judges Pro-Tempore to Council for approval.
• Cedric Hay and staff filed the Town's third condemnation action for the Camino de Mariana
Project against the property owned by 4 Points Development.
• Cedric Hay took a tour of the BioS Institute along with other representatives of the Town
• Cedric Hay prepared and sent a demand letter to an individual who damaged Town property
when his car crashed into a wall along Continental Reserve. Loop Road.
• Cedric Hay met with property owners and representatives from the water department to
discuss feasibility of installing water service in conjunction with the. Camino de
Manana/Dove Mountain Extension Project.
• Cedric Hay and Town staff met with Tom Levitt, a property owner and his attorney to
discuss development options related to the acquisition necessary for the Camino de
Maiiana/Dove Mountain Extension Project.
• At the request of Town staff from the environmental division, Cedric Hay reviewed and
approved an IGA between the Town and neighboring jurisdictions regarding a study related
to wildlife crossings along Tangerine Blvd.
• Cedric Hay reviewed and made comments on the. CMAR agreement for the Camino de
Manana/Dove Mountain Extension Project.
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• Cedric Hay attended a meeting with representatives from the Town Clerk's Office and the
Town Manager's Office to continue working on policies relating to Citizen Advisory
Commissions.
• Jane Fairall worked with the Police Department to renew the Department's towing contract
for FY 2009-10.
• Frank Cassidy is preparing a response to a June 20 letter from Jack & Suzanne Anderson
concerning the Town's abandonment of the Saguaro Ranch disputed easement. To relieve
concerns raised by the Andersons about the preservation of access to existing properties
outside of Saguaro Ranch, corrected quit claim deeds of abandonment are being prepared for
the southernmost lots, and are anticipated to be recorded within the next week.
• Jane Fairall drafted an ordinance prohibiting smoking in within 25 feet of athletic fields,
facilities and children's play areas in Parks.
• Jane Fairall is working with the Town's Technology Services Department and the Town
Clerk's Office regarding e-mail retention issues.
• Jane Fairall drafted a severance agreement between an employee and the Town regarding an
employee whose job was eliminated due to restructuring.
• Jane Fairall is working on 11 lengthy public records requests, including nine from individuals
opposed to the abandonment of the easement in Saguaro Ranch.
PROSECUTION ACTIVITIES AND STATISTICS:
• In June, the Legal Department prosecuted and closed 133 criminal cases in Marana
Municipal Court, accepted 141 new cases from Marana Police Department and other state
agencies for fu-ture prosecution, handled 8 petitions to revoke probation, and had no jury
trials.
• Jane Fairall filed a Response to a Petition for Review in the Arizona Supreme Court on an
Extreme DUI case.
SEMINARS:
• Frank Cassidy has registered to attend the International Municipal Lawyers Association
(IMLA) conference October 18 through 21 in Miami, Florida. The Manager's office has
authorized attendance at no cost to the Town, without the need to use vacation leave.
D. MARANA REGIONAL AIRPORT
SEPTIC TANK
• Design is under contact to Westland Resources
• Design is 92% complete
• Field samples were taken to be analyzed
BY-PASS APRON
• 100% complete
AIRPORT ACCESS ROAD
• 100% complete
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AIRPORT TERMINAL
• Under design to Jacobs Carter Burgess
• Schematic design is 65°Io complete
• Schematic design will be transferred to DWL
• Design contract with DWL is in progress
AIRPORT CONTROL TOWER
• Site Study is under contract with the FAA
• Continuing to work with Gabrielle Giffords for construction funding
• FAA completed on-site study of building heights
• FAA is working on final draft of the site study
STATE LAND -ACQUIRE RIGHT OF WAY
• The Airport has submitted an application to State Land to acquire utility and roadway right of
way to the west of the airport.
• State Land has received the application and it is being processed.
• The airport has selected W.D. Schock to help with land issues around the airport.
E. OPERATIONS AND MAINTENANCE
FLEET SERVICES:
• Routine vehicle and equipment maintenance continues.
• Submitted blanket bid packages for batteries, auto glass, body and paint services, and
emergency. generator (stationary) repair services.
STREET MAINTENANCE:
• Twin Peaks Road (west of Rattlesnake Pass) has been repaired and is open for traffic. Lanes
were closed and traffic rerouted to the shoulder to perform work to install drainage pipes in
three locations. Work remaining is to clean up entrances to drainage channel with rip rap rock
work.
• Mowing washes in Continental Ranch.
• Started landscape maintenance along Tangerine Farms Road.
• Routine sidewalk repairs.
• Bridge on Continental Reserve Loop road has been repaired.
• Guard rail on Tangerine Road has been repaired.
FACILITIES
• Number l Chiller has been performing well throughout the hot (and humid) weather.
• Passing along information to Vince Lorefice regarding facility concerns.
• Mike Mencinger turned over all relevant keys to Julie Bailey on June 29, 2009 along with
phone and ID badge.
ADMINISTRATION:
• Operations and Maintenance becomes a division of Public Works as of July 6, 2009.
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Evaluations for Vince Lorefice, Julie Bailey, Dennis Dolan, Cookie Gallegos, and Patrick
Cochran have been completed as of June 29, 2009.
Waiting for Finance to advertise street sweeping services for fiscal year 2010.
Waiting for POs from Finance to repair damaged guardrail on Tangerine Road and bridge on
Continental Reserve Loop Drive. Insurance will cover the guardrail, however, insurance does
not cover the bridge. Chevrons may be installed pending a decision from Traffic Engineering.
F. POLICE
TABLE TOP EXERCISE (ACTIVE SHOOTER AT A SCHOOL):
• On June 18, 2009, a Table Top Exercise was conducted at Marana Municipal Complex;
participants involved were Marana Police, Town of Marana PIO, Northwest Fire, Marana
Unified School District, Marana Health Center and Pima County Office of Emergency
Management.
• This Exercise helped format policies and procedures in addition to networking with all
participants in order to achieve a common goal on responding and addressing the critical
incident in coordination with the Incident Command System.
TUASI:
• The Tucson Urban Area Security Initiative is holding planning meetings for the upcoming full-
scale exercise on November 13, 2009.
• The objective is to test the jurisdictions Emergency Operations Center, and their ability to
communicate with other agencies.
G. PLANNING
PRE-APPLICATION MEETINGS
• Marana Gateway Specific Plan - 06/11/09
NEW PROJECTS FOR JUNE
• PRV-09027-Heritage Park Shoppes -Block 25 Final Plat - 1st Submittal - 06/15/09
• PCM-09028- HUM- Minor Land Division - 1st Submitta106/15/09
SUBMITTALS RECEIVED ON EXISTING PROJECTS FOR JUNE
• DPR-09021-TEP North Loop Substation Expansion Dev Plan- 2nd Submittal - 06/16/09
• PRV-08080F-Marana Health Center Final Plat - 4th Submittal - 06/17/09
• PRV-09007F-Twin Peaks Retail Center Lots 1-4 Final Plat - 3rd Submittal - 06/10/09
• DPR-09010-Circle K at Ina & Camino De Oeste - 2nd Submittal - 6/23/09
• PRV-09014F-Dove Mountain Retail Center II Final Plat - 2nd Submittal - 06/25/09
TOWN COUNCIL
• ANX0808-001-Quik Trip 1456 Annexation -Council Approved 06/02/09
• TUP-09008-AZ Trucking and Materials Temporary Use Permit -Council Approved 6/16/09
• PRV-08039-Sydney Place Final Plat -Going to Council on 07/21/09
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PLANNING COMMISSION
• PCZ-07131- Breakers Industrial Park Rezone -Recommended Approva106/24/09
• SLU-09024-Earhart Equipment Corporation Significant Land Use Change -Commission
Approved 06/24/09
H. TECH SERVICES
IT & NETWORKING
• The Mobile Admin software, which allows IT staff to monitor, control & fix network and
server issues from the Blackberry is in the process of being installed
• Completed 198 help desk work orders for the month of June
• Door access permissions and reports have been updated
• Working with Jane Fairall on public records requests and providing information on the
process TS uses to gather this information
• The WAN Network RFI is scheduled to close on Monday July 6
• Required computer training lab setup is scheduled for 14 Tyler Munis training sessions in July
• Email archiving system is installed and operational, and actively archiving all town email. A
working group is in the process of formulating an email policy. When a policy is implemented
TS will make the search and retrieval functionality available per policy.
GIS
• Completed new version of the Cultural & Heritage map
• Completed FEMA related work with Keith Brann
• Transview pavement analysis software -data collection and assessment model development in
progress
• In the process of preparing a presentation for a group of kids visiting the MMC on July 13
• Completed 45 map requests and generated 208 maps for the month of June
• Completed 18 address requests for the month of June
• Developing CAD and GIS standards for Technical Advisory Council and to support CIP
projects
PD & COMMUNICATIONS
• Installed and configured 6 new computers with dual monitors in Records
• Conducted site walks at the Monopole Shelter, MOC, and Beacon Hill with the PCWIN
Project Manager and PCWIN consultants
• Met with Barbara Johnson and Vince Lorefice regarding the installation of an external docking
station at the MMC and MOC
• Met with Sgt. Johnson regarding the configuration of groups for the Automated Emergency
Notification System (AENS)
• Coordinating office moves with phones, extensions, computers, etc.
SOFTWARE APPLICATIONS
• System problem in the CRW required restoration from backup in CRW system. Users had a
downtime of approximately 1 hour.
• Utilities SharePoint site will be finished on July 18
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• Completed first prototype of Development Services map data entry form for the Chamber of
Commerce
I. TOWN CLERK
CREW
• Staff is working on plans to revitalize the CREW program and will begin advertising in late
July for the Fa112009 program.
CITIZEN ADVISORY COMMISSIONS
• Advertisement for the three PARB citizen positions has been posted. The application is online
and available through the Town Clerk's page of the website.
• Staff is working with the Manager's Office and Legal and the Council task force to streamline
the criteria for citizen advisory commission participation and outcomes.
• Some commissions have taken summer breaks to accommodate vacation schedules.
ELECTIONS
• Staff is conducting research to determine cost-savings alternatives to the current process.
RISK MANAGEMENT
• Two claims were filed in June -one for damage to town property and one against the town
relating to a dispute over an easement. Both claims are being handled in-house.
RECORDS RETENTION
• Staff is working with the Manager's Office, Human Resources and Technology Services to
draft policy related to email retention and public records. The working group will meet again
in July to finalize a presentation to Council in August.
J. UTILITIES
WATER:
• Tied in six inch backflow device for Cortaro/Silverbell Park.
• Attended Lower Santa Cruz River Recharge Project groundwater flow model meetings.
• Completed and mailed the 2008 Annual Water Quality Report and Modified Non-Per Capita
Conservation Program Provider Profile.
• Gathered and sent water and sewer data for the Marana Economic Roadmap Committee.
• Toured the High Plains Recharge Facility, Lower Santa Cruz Recharge Facility, and Avra
Valley Recharge Facility.
• Located valves and water lines for Don Frew Apartments.
• Performed interconnect flush with Oro Valley at Hartman Vistas.
• Replaced service line on Watz.
• Poured concrete and reset risers around valves in Warfield Circle.
• Reset bollards around fire hydrants.
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