HomeMy WebLinkAboutCouncil Executive Report 07/21/2009Town. of Marana
Council Executive Report
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Report Time Period: July 1 - 15, 2009
Prepared On: July 15, 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. "
• ORGANIZATION WIDE UPDATES
o BUILDING SAFETY 2
o CAPITAL IMPROVEMENT PROJECTS 3
o LEGAL 4
O MARANA REGIONAL AIRPORT 7
o OPERATIONS AND MAINTENANCE 7
o PARKS AND RECREATION 8
o PERMITS AND RECORDS CENTER 9
o POLICE 1 ~
o TECHNICAL SERVICES lO
o UTILITIES 11
• TUNE 2009 BUSINESS LICENSES 12
• COUNCIL CALENDAR 13
PLEASE CONTACT BREANNE LOREFICE AT 382-2601 FOR QUESTIONS
ORGANIZATION WIDE:
A. BUILDING SAFETY
PLAN REVIEW:
• Plan review staff are working with the architect for the new Marana Health Center to resolve
the last remaining plan corrections. We hope to be issuing a building permit in the near
future.
• Staff are currently working on several new model home plans for two local builders.
Richmond American Homes contacted us recently and will be submitting four new scaled-
down model home plans for review.
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• Our inspection staff approved occupancy of the shipping and receiving area of the new Ritz
Carlton Hotel project yesterday. This is the first step toward turn-over of the project from the
contractor to the Ritz group.
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B. CAPITAL IMPROVEMENT PROJECTS
CAMINO DE MANANA PROJECT 2001-OS2
• Native plant salvage is ongoing;
• Plan/spec review is complete and minor issues are outstanding;
• Final construction contract is in its final negations.
• Final plan revisions are underway
• ROW acquisitions approximately 90% complete and remaining acquisitions underway
TWIN PEAKS PROJECT 2001-044
• Pulice is primarily working on the drainage improvements on the West side of I-10.
• There is work taking place in the Santa Cruz River in preparation for the bridge.
• The project is on schedule with only a few change orders at this time.
BARNETT LINEAR CHANNEL PROJECT 2003-016
No new updates on this project
CR WELL #2 EQUIPMENT, 12" OFFSITE MAIN, AND 1 S" SEWER MAIN REPLACEMENT
• The Contract package to the low bidder is being prepared.
THORNYDALE TANGERINE INTERSECTION PROJECT 2006-012
• Construction started July 13th
THORNYDALE ROAD PROJECT: 2002-OS8
• Landscape establishment continues.
• Legal descriptions have been obtained to coincide with those properties whose owners have
agreed to the Town'sright-of-way abandonment.
• Efforts are ongoing to communicate with other residents who have been less responsive to
the Town's plan to secure the noise wall gaps.
MARANA WATER 6-INCH WATER MAIN REPLACEMENT AT UNION PACIFIC RAILROAD MILE POST
962.09
• C.I.P. and the Utilities Department are jointly managing the project.
• Tentative approval has been given by UPRR to the Town's revised construction plan to jack
and bore a new water main underneath the railroad tracks. Final approval will be issued
following full execution of the supplemental agreement to the original pipeline crossing
agreement.
• Revised construction documents are still under review by ADOT in conjunction with their
required encroachment permit.
SILVERBELL/CORTARO DISTRICT PARK
• To date the Project is approximately 8°Io complete with a projected completion date of
December 28th. (Contract end date is 12/31/2009)
• Major completed works are:
o Site work -16%,
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o installed electric & phone duct banks -100%,
o installed field fence posts - 68%,
o installed field lighting conduit -8%,
o installed multi-use path irrigation piping - 45%,
o multi-use path - 18%,
o installed field lighting conduit - 8%,
o survey for site lighting - 10%.
Drilling for pole lighting foundations has commenced.
Reinforcing steel cage fixing for pole foundations has commenced.
SILVERBELL ROAD INTERCEPTOR PROJECT: 1999-OSO
No new updates on this project
HONEA HEIGHTS WATER, SEWER CONNECTION PROJECT
• Construction documents and specifications are being refined for incorporation into the Phase
1 bid package for the house sewer connection portion of the project.
HONEA HEIGHTS SEWER MAINLINE/SEPTIC TANK ABANDONMENT/PAVING: 2002-02
• Paving project complete; sewer mainline as builts with PCWRWD and awaiting their
comments if any
TANGERINE ROAD CORRIDOR PROJECT: ZOOS-061
• The IGA with the Town of Oro Valley and Pima County are set for Council Approval at the
July 21st Council meeting with set study guidelines/requirements for the DCR.
• Once the RTA approves the funding 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: 2010-1S3-2S
• 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
No new updates on this project
C. LEGAL
WASTEWATER LITIGATION/TRANSITION
• Pima County witness depositions began on July 8, and will continue through the month of
July.
• Pima County's witnesses agree that there are no flow-through lines in northwest Marana or in
the Dove Mountain area.
• 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 for the trial.
• Pima County has now provided several volumes of documents in response to the Town's
May 4 and May 7 requests for production of documents.
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• The Town's fully revised draft PAG 208 Amendment has now been submitted to the PAG
208 Scope of Work Task Force this week.
• Legal staff expects to draft Town Code wastewater provisions later this month, now that the
pending utilities engineer procurement process is completed.
CMID IGA NEGOTIATIONS
• Escrow on the CMID/CWUA Settlement and Purchase Agreement closed on July 9, so the
Town of Marana now owns the wells that were the subject of the agreement.
• Legal staff has opened 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 Town's
answer and memorandum in opposition to special action relief were filed on July 9.
• Jane Fairall continues to monitor the MPOA lawsuit re: the Harris PARB hearing. The
MPOA has filed its appellate brief in the Court of Appeals and the Town's response is due
August 14.
• 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.
• Cedric Hay filed a Motion for Partial Summary Judgment in the Bailey v. Pennington et al.
tax lien foreclosure case relating to property in Honea Heights that the Town wants for
affordable housing. The response by the opposing parties is due by July 27th.
PERSONNEL MATTERS
• Jane Fairall is monitoring and coordinating with outside counsel regarding Harris' newly
filed EEOC charge.
• Jane Fairall advised staff on legal issues regarding a personnel issue at the Airport.
PUBLIC WORKS PROJECTS
• On June 15th the Legal Department Staff filed its third condemnation action for the Camino
de Mariana project a Stipulation for Immediate Possession was filed on July 9th.
• 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
• The Avra Valley/I-10 Annexation is the subject of negotiations involving Frank Cassidy and
other Town of Marana representatives, and Pima County and developer representatives.
Recent discussions have included a June 30 meeting at Pima County and various follow-up
emails.
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• Anew draft of a development agreement for the Marana Mercantile project was distributed
for comments on July 10, and is expected to be presented for discussion at the Council's
August 4 meeting. The development agreement addresses reimbursements for public
infrastructure costs anticipated to be incurred by the developer for nearby public
improvements.
• 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 prepared afollow-up to the demand letter that was sent to an individual who
damaged Town property when his car crashed into a wall along Continental Reserve Loop
Road.
• Cedric Hay reviewed and made comments on the CMAR agreement for the Camino de
Manana/Dove Mountain Extension Project.
• Cedric Hay attended meetings with representatives from the Town Clerk's Office and the
Town Manager's Office to continue working on policies relating to Citizen Advisory
Commissions.
• Cedric Hay worked with the Finance Department to begin developing a legal workers/e-
verify audit process for all Town contractors and subcontractors to comply with recently-
adopted state law. This process will be shared and compared with the processes developed by
other municipalities.
• Frank Cassidy prepared a July 13 response to a June 201etter 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 have been prepared for
the southernmost lots, and will be recorded .when consent is received from affected
underlying landowners.
• Jane Fairall drafted an ordinance prohibiting smoking in within 25 feet of athletic fields,
facilities and children's play areas in Parks which will be considered for adoption by the
Council on July 21.
• Jane Fairall is working with the Town's Technology Services Department and the Town
Clerk's Office regarding e-mail retention issues.
• Jane Fairall is working on ten public records requests, including lengthy requests from
individuals opposed to the abandonment of the easement in Saguaro Ranch for all e-mails of
the Town Manager and Town Attorney.
• Jane Fairall drafted an Identity Theft Prevention Program for the Utilities Department that
will be considered for adoption by the Council on July 21 as required by Federal Trade
Commission "Red Flag Rules."
• Jan Catalano represented the Town in a small claims case in Pima County Justice Court in
which the plaintiff claimed that the Marana Police Department had erroneously arrested him
and impounded his vehicle. The judge ruled in the Town's favor.
PROSECUTION ACTIVITIES AND STATISTICS:
• July Prosecution Data not available at this time.
• Jane Fairall appeared in Pima County Superior Court to argue an appeal in a DUI case. The
judge took the matter under advisement.
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D. MARANA REGIONAL AIRPORT
OPERATION RESPONSIBILITY
• Department of Public Works will assume the operation responsibility for the Marana
Regional Airport.
• Jennifer Treese will continue to manage the on-site day to day operations.
SEPTIC TANK
• Design is under contact to Westland Resources
• Design is 92% complete
• Field samples were taken to be analyzed
BY-PASS APRON
• Design is complete
• Low bidder is Borderland Construction - $483,962.
• In pavement lights and reflectors are installed
• Rock installed on edge of apron to prevent erosion of the surrounding ground
• 100% complete
AIRPORT TERMINAL
• Under design to Jacobs Carter Burgess
• Schematic design is 65% complete
• Schematic design will be transferred to DWL
• Design contract with DWL is being worked on
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.
OPEN TIE-DOWNS
• The Town took over billing for the Open Tie-Downs in August of 2008 and has collected
over $20,000 in Fiscal Year 08/09.
E. OPERATIONS AND MAINTENANCE
FLEET:
• Performed end of year close out (Fleet Billing)
• Trained Jessica in ShopKey (shop/fleet management program)
• Cross training opportunity for Shop Lead -James Miller is acting in this capacity
• Continue to move forward with DP2 project (Digital Patroller - in car video system in PD
cars)
• Preparing Fleet Replacement tiered replacement plan for FY 2010
• Responded to power outage at MOC
• Received and opened five bids - P.O.'s should be issued starting the week of 7/13/09
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STREET MAINTENANCE:
• The Twin Peaks drainage improvement project is underway. The first storm event showed
substantial improvement in the area drainage. The culverts under the roadway appears to need
increase in capacity from the two culverts to three. The Public Works Road Department
consulted with the Engineers in CIP and will be installing another section of culvert under the
road as soon as material is ordered and delivered.
• Shoulder grading is underway on Sandario / Avra Valley in preparation for the Monsoon
Season.
• Routine sidewalk replacement and road pot-hole repair continues.
• All drainage ways on the west side of Silverbell have been cleaned.
FACILITIES:
• Developing a Key Policy
• Developing a numerical numbering system for each Town facility to include room number.
• Conducting a complete asset inventory of all Town facilities.
• Repairing MOC roof.
• Responded to three call outs that pertain to A/C or power issues.
• Developing a team atmosphere.
• Review and adjust job descriptions to better meet the needs of Facilities Management.
TRAFFIC SIGNALS/SIGNS AND MARKINGS:
• Replaced photo-cell at the MMC street lighting, lights on continuously.
• Repaired burnt transformer leg on Tangerine Farms Rd. Street lighting.
• Repaired lights at Gladden Farms Park underpass.
• Set traffic light timing back to normal operation from the 4th of July event.
• PM inspection at Tangerine Farms and Lon Adams intersection.
• Reviewed Twin Peaks Material Submittals and Camino de Manana/Dove Mountain Special
Provisions.
• Replaced broken pedestrian push button assembly at Ina-Silverbell
MANAGEMENT:
• Ready to submit bid package for Street Sweeping Services Town wide.
• Orville Saling is now on station at the MOC to Manage the Public Works Teams.
• Befan to work on Striping Bid RFQ.
F. PARKS AND RECREATION
MARANA CULTURAL AND HERITAGE PARK
• Staff is working with the Tucson Pima County Arts Council to coordinate public art design
and installation. Artist interviews set for August 11.
SILVERBELL-CORTARO DISTRICT PARK
• Construction being coordinated by CIP and is on schedule.
• Fences, backstops, and field lighting underway.
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TORTOLITA MOUNTAIN TRAILS WILD BURRO TRAILHEAD
• Continue to wait on Ritz-Carlton construction to move off trail head site, so that Town
project can begin.
• Staff is working with the Tucson Pima County Arts Council to coordinate public art design
and installation. Artist interviews set for August 11.
• Printing proposals being accepted for Tortolita Mountain Trails map publication.
PARKS AND RECREATION COMPREHENSIVE MASTER PLAN UPDATE
• Public documents are available on Town of Marana Parks and Recreation web page.
• Presentation of draft to public set for September 24 at Wheeler Taft Abbett Library.
PRACAC will review in August.
RE CREATION
• "Dive In" Movie Night at the Pool, Saturday, July 11, 100 participants enjoyed swimming to
"Shark".
• Summer Camp programs are at capacity.
JULY 4TH STAR SPANGLED SPECTACULAR AT ARIZONA PAVILIONS
• July 4 Star Spangled Spectacular at Arizona Pavilions was a great success. Staff has a post
mortem scheduled with business and town department sponsors this week. Results of the
post mortem will be presented to Council on July 21.
PARK MAINTENANCE
• Staff treating MMC landscape for imported fire ants. Ants were introduced on site during
building construction from oak trees imported from Texas. Irrigation and maintenance
schedules have been affected by the treatment and lawn quality is below standard as a result.
G. PERMITS AND RECORDS CENTER
PERMITS ISSUED JUNE 12 THRU JULY 13
• 110 permits issued - $185,668.20 in permit fees collected including:
0 25 single family residences
0 3 new commercial buildings
0 2 tenant improvements
0 4 certificates of occupancy
• 9 over the counter permits issued
MISCELLANEOUS PROJECTS COMPLETED
• Redesign of permits issued end-of-month report
• New permit fees and valuations entered into CRW for July 10 implementation of Council-
approved fee schedule
MISCELLANEOUS PROJECTS IN PROGRESS
• Working with Technology Services on two projects
o Development Services Interactive Map design and implementation
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o CRW .NET research for potential upgrade in the next six months
End of fiscal year records retention cycle processing
Development of Certificate of Occupancy packets for shell-building
DSC RECEPTION AND RECORDS
• Tallies available now for Reception
o June 1 through June 30 - 1,484 phone calls; 385 visitors at the counter
• DSC Records Work Orders June 12 through July 13
o Copy orders - 13
o Scan orders - 32
o Internal copy orders - 10
o Public records requests - 9
H. POLICE
Q~TH C1F .TT TT .Y
Twenty-nine Marana PD officers, eleven Pinal County Deputies, four Oro Valley PD
Officers, fourteen AZ Rangers, one Marana PD Dispatcher and six Marana PD VIPS worked
the 4th of July celebration event at Arizona Pavilions. There were no major incidents
reported.
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• One new recruit started the academy on July 6 and one lateral officer from Tucson PD will
start field training (FTO) on July 27.
OFFICER
• Officer Damon Aske is scheduled to graduate from the Southern Arizona Law Enforcement
Academy (SALETC) on July 23.
• Officer Fragomeni separated from the department on June 18. She has filed for a medical
retirement.
DEMONSTRATION
• On June 22 a demonstration for seventy individuals on buckle-up and use of booster seats
took place at the Town of Marana. Parks & Recreation summer camp at Rattlesnake Ridge
elementary school.
I. TECH SERVICES
IT & NETWORKING
• Reviewing the WAN Network RFI's received by vendors in preparation for issuing RFP.
• Completed 45 help desk work orders for beginning of July
• Completed approximately 20 phone moves for the Police Department
• Completed Jury line application install for the Courts
• Installing Blade server upgrades. in support of the data redundancy and virtualization.
• Videoconference system installation at the MOC.
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GIS
• Taking GPS measurements of Tangerine
underground utility data.
• GIS presentation for a P & R sponsored
Council Chambers
Rd pothole project ias part of effort to improve
group of kids between the ages of 9 - 11 in the
• Building Footprints data layer improvements for Development Services and web application.
• Chris Mack is attending an ESRI User Conference in San Diego this week
• Scheduled planning meeting with Barbara Johnson and Orville Saling for implementation of
Work-Director and Asset Manager applications for O & M and Utilities
• Completed 20 address requests and 4 map requests for the beginning of July
PD & COMMUNICATIONS
• Completed approximately 20 office moves with phones, extensions, computers, etc.
• Currently working with Legal and Courts on establishing access to Spillman
• Continuing work on implementation of new DP2 video recording system
• In the process of identifying a solution that will help fix the static that the tape recorders
hooked up to the phones are making
• Conducted MDT training for all sergeants last week
Conducting a Server Asset inventory on PD equipment
SOFTWARE APPLICATIONS
• Completed first working version of Marana Business data entry web application that allows
Chamber of Commerce (and other invited users) to add business data to the Marana DS
Business Locator Map application.
• Continued work on the SharePoint site for Utilities
• Marana web site updated to reflect personnel and org chart changes.
• Marana web site added Crime Prevention notification and calendar capability in support of
PD and community outreach.
J. UTILITIES
WATER:
• Attended demonstration for leak detection equipment.
• Stood-by at CAP to locate water line.
• Installed service line for Habitat for Humanity on Hester Dr.
• Installed 1" backflow at Cortaro/Silverbell District Park.
• Repaired a water leak at Kelly Green Trees.
• Commenced live version of Cartegraph.
• Continued work for the Lower Santa Cruz River Managed Recharge Project's groundwater
flow model.
• Completed installation of video conferencing center in the Palo Verde room.
• Attended web seminar on e-bills.
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Council Report Calendar
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• July 21: Regular Council Meeting, 7 p.m.
• July 22: Chamber Networking Mixer, 5 p.m., Roma Cafe
August 4: tentative Special Session for Employee Appreciation,
6:30 p.m.
Regular Council Meeting, 7 p.m.
August 18: Regular Council Meeting, 7 p.m.
August 26-28: Governor's Rural Development Conference,
Wigwam Resort, Litchfield Park
September 1: Regular Council Meeting, 7 p.m.
September 1-4: League Conference at the Hilton
El Conquistador Resort, Oro Valley
September 15: Regular Council Meeting, 7 p.m.
• October 3: Marana Police Department GAIN event
• October 6: Regular Council Meeting, 7 p.m.
• October 20: Regular Council Meeting, 7 p.m.