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HomeMy WebLinkAboutCouncil Executive Report 08/03/2009Town of Marana Council Executive Report August 3, 2009 Report Time Period: July 15 - 31, 2009 Prepared On: August 3, 2009 Prepared By: Rebecca Kunsberg, Town Management Fellow Distributed Through: Gilbert Davidson, Town Manager "Committed to the future... I1R~,i~- ~ ~ Inspired by our past. " • ORGANIZATION WIDE UPDATES o BUILDING SAFETY 2 o CAPITAL IMPROVEMENT PROJECTS 3 o COMMUNITY DEVELOPMENT 4 o LEGAL 6 o MARANA REGIONAL AIRPORT S o PUBLIC WORKS 9 o POLICE 10 o TECHNICAL SERVICES lO o TOWN CLERK 11 o UTILITIES 12 • JULY 2009 BUSINESS LICENSES 13 • JULY CONSTRUCTION ACTIVITY REPORT 14 • COUNCIL CALENDAR 1 S PLEASE CONTACT BREANNE LOREFICE A"h 352-2601 FOR QUESTIONS ORGANIZATION WIDE: A. BUILDING SAFETY Dr n wr D n~ err-.... • Plan review staff are working on plans for the new Dove Mountain fire station. • Several residential builders have submitted new single family dwelling model plans for review. • Staff are also working on several smaller commercial projects. INSPECTIONS • Our inspection staff continue to review construction at the Ritz Carlton project daily. Several dwellings are under construction and they are inspecting several small commercial projects. • The new Chinese Buffet at Cortaro Farms Rd. and I-10 is nearing completion. -2- B. CAPITAL IMPROVEMENT PROJECTS CAMINO DE MANANA PROJECT 2001-052 TOM HOULE/ PROJECT MANAGER • Camino de Mariana; construction contract has been signed by Borderland and is currently awaiting Town execution; final plan revisions and special provisions are currently underway and are approximately 95% complete; native plant salvage is also approximately 95% complete; ROW acquisitions are approx 95% complete. TWIN PEAKS PROJECT 2001-044 • Pulice continues construction; Contractor is on schedule. • Drilled caissons completed for the Santa Cruz River Bridge, column and pier cap installation in progress • Pedestrian underpass at the Shared Use Path 75% complete.. • Box culverts under Tiffany loop substantially complete • Drainage channels and box culvert extensions between the EB Frontage Road and Tiffany Loop in progress • Construction and utility work are underway in the new Tiffany Loop roadway, scheduled to be open by the end of September. • The right lane on westbound I-10 from Cortaro to Avra Valley road has been closed through August for milling, paving, striping, and barrier placement activities, to prepare for 2-way traffic switch onto WB I-10, and close EB I-10 for bridge/overpass work over EB I-10. • On Sunday, August 2, at 5 p.m., the I-10 eastbound frontage road will close from Avra Valley Road to Cortaro Road roadway in preparation for one-way travel. On Monday, August 3, at 5 a.m., the frontage road will re-open with two. dedicated one-way eastbound travel lanes from Avra Valley Road to Cortaro Road. CR WELL #2 EQUIPMENT, 12" OFFSITE MAIN, AND 15" SEWER MAIN REPLACEMENT (GUS LIPINS/PROJECT MANAGER): • The Construction Contract package was signed by the Contractor on July 23rd 2009 and is being finalized by the Town. THORNYDALE TANGERINE INTERSECTION PROJECT 2006-012 (KURT SCHMIDT/PROJECT MANAGER): • Traffic control is in place in and around the intersection. Speeds are being reduced during the 7 AM to 4 PM working hours. • Demolition work at the intersection is substantially complete. Construction of curbs and headers is underway. • Electrical work on the traffic signal system is scheduled to begin the week of 08/03/09 in concert with ongoing roadway work. THORNYDALE ROAD PROJECT: 2002-058 (KURT SCHMIDT/PROJECT MANAGER): • Landscape establishment continues. • A "last call" was made to previously non-responsive property owners advising of a 07/27/09 deadline for execution of right-of-entry and/or deed of abandonment agreements with the Town related to abandonment of right-of-way and installation of fence panels at noise wall gaps. At this point, sufficient responses have. been obtained to determine the final scope to enclose certain gaps and to obtain bids to perform the associated work. -3- MARANA WATER 6-INCH WATER MAIN REPLACEMENT AT UNION PACIFIC RAILROAD MILE POST 962.09(KURT SCHMIDT/PROJECT MANAGER) • C.LP. and the Utilities Department are jointly managing the project. • Executed supplemental agreements with UPRR relative to the Town's revised construction plan to jack and bore a new water main underneath the railroad tracks have been sent back to UPRR for final approval. • ADOT is finalizing their review and processing of the encroachment permit. • NAC is coordinating amid-August resumption of construction pending timely granting of UPRR and ADOT approvals. SILVERBELL/CORTARO DISTRICT PARK GUS LIPINS/PROJECT MANAGER: • To date, day 60 (28%), the Project is approximately 9% complete with a projected completion date of December 16th. (Contract end date is 12/28/2009) • Major completed works are: Site work -17%, installed electric & phone duct banks -100%, installed field fence posts - 68%, installed field lighting conduit -25%, installed multi-use path main line irrigation piping - 100%, multi-use path - 19%, installed field lighting conduit - 8%, survey for site lighting - 10%. • Post and cable is 75% complete. • 70 foot light poles for fields are erected, electrical hook-ups to follow. • Parking lot lighting pole bases being poured. • Grading of ball diamonds has commenced. • Grading of building pads has commenced. • Pay application for June has been received and is being processed. HONEA HEIGHTS WATER, SEWER CONNECTION PROJECT (TOM HOULE/PROJECT MANAGER): • The sewer mainline as built plans are currently being reviewed by PCWRWD HONEA HEIGHTS SEWER MAINLINE/SEPTIC TANK ABANDONMENT/PAVING: 2002-02 (KURT SCHMIDT PM FOR SEWER PORTION): • The Legal Department is conducting a final review of the bid documents for the Phase 1 bid package. TANGERINE ROAD CORRIDOR PROJECT: 2005-061 No information available SILVERBELL-CORTARO INTERSECTION IMPROVEMENTS: 2010-1S3-2S No information available C. COMMUNITY DEVELOPMENT HONEA HEIGHTS III -SPECIFIC PLAN • Pima GO Bond funding contracts should be in hand by August Supervisor's meeting. • Marana Builds Habitat • Progress is being made on the construction of the Town's first Habitat house. Completion and dedication are on schedule for mid September. -4- Discussions underway with Pima County concerning sewer hookups for the house. A resolution is expected within next week. Funding is still being sought for the second house. Wallraising activities can not take place until a majority of the funding is secured. SYDNEY PLACE • Improvement plans have been submitted to Pima County for final approval DISCRETIONARY FUNDING • Completed work on 2010 Outside Agency Funding procedures, application, and scoring worksheet -pending manager comment and approve to move forward. HOUSING REHABILITATION PROGRAM • Mailed housing rehab informational brochures to all owner occupied homes in colonia neighborhoods. The mailing list was created by comparing water customer information to assessor records. Every address with a match received the bulk mailing • Received 6 completed new rehab application waiting on 7 additional applications supplied to residents. • Continuing to work with area churches and organizations to promote services to Marana residents. AFFORDABLE HOUSING PROGRAM • Attended the Arizona Housing Coalition meeting in Phoenix. • Completed draft procedures for the sale of Town owned property through the affordable housing program and forwarded to Manager's office for review. EMPLOYER ASSISTED HOUSING PROGRAM • Close the final two (2) employee home sales under the Employer Assisted Housing Program FY 2009 funding. GRANTS • Completed an application for Homeland Security funding for an Emergency Management Planner to work on a coordinated regional response plan. • Received contract amendments from the FAA for an increase in funding under FAA 14. • Received funding under the CAP water conservation program for a demonstration garden at the MOC. • Continued work of a transportation (TIGER) grant to fund the Tangerine TI. • Met with the FAA and ADOT Aeronautics Division to discuss future funding for the Marana Municipal Airport. -5- TRANSIT • Attended meetings of the RTA transit working group. • Presented Sun Shuttle information to the Heritage Highlands HOA. • Sun Shuttle Ridership numbers continue to be far below expected. July 6 - 12 Route 411 Continental Ranch - 32 Route 412 Dove Mountain - 69 July 13-19 Route 411 Continental Ranch - 22 Route 412 Dove Mountain - 44 July 20-26 Route 411 Continental Ranch - 50 Route 412 Dove Mountain - 38 D. LEGAL WASTEWATER LITIGATION/TRANSITION • Five Pima County witnesses were deposed in July, and six more depositions are scheduled in August, culminating with the deposition of County Administrator Chuck Huckelberry, which is currently scheduled for August 27. • Pima County's witnesses agree that there are no flow-through lines in northwest Marana or in the Dove Mountain area. The parties disagree as to whether sewers in the Continental Ranch area are flow-through or not. • 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 filed a July 14 controverting certificate, opposing the Town's motion to set and requesting a nine-month delay for setting the trial. • Pima County has provided over 9,000 pages of documents in response to the Town's requests for production of documents. • On July 23, Pima County filed its first request for production of Marana documents. • The Town's fully revised draft PAG 208 Amendment is scheduled for discussion at a PAG 208 Scope of Work Task Force meeting on August 5. • Legal staff expects to begin drafting Town Code wastewater provisions within the next 30 days. 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, and the Plaintiffs' reply memorandum was filed on July 27. So far, the court has not set an oral argument, so a ruling could be issued in the case at any time. • 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. -6- • 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 is reviewing the responses that were filed to his 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. His reply is due on August 10th and oral argument has been set for the 24th. PERSONNEL MATTERS • Jane Fairall is monitoring and coordinating with outside counsel regarding Harris' newly filed EEOC charge. PUBLIC WORKS PROJECTS • Negotiations continue with the property owners relating to the right of way needed for the Camino de Maiiana/Dove Mountain extension project headed up by Cedric Hay. Only seven of the 52 parcels affected by the project remain. Three acquisition agreements are scheduled to be brought before Council on August 4th. Full right of way was expected by the end of July but will likely be some time in August. • Legal staff continues to meet with Utilities Department staff concerning the water line planned for the Camino de Manana/Dove Mountain Extension project. OTHER NOTABLE CIVIL MATTERS • Frank Cassidy anticipates making a formal proposal to CMID this week 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), in hope of having the CMID/CWUA Boards consider the proposal at their August 11 meeting. • The Avra Valley/I-10 Annexation funding negotiations with Pima County representatives came to an abrupt end on July 28, when Pima County representatives indicated that they are not willing to pursue an agreement in light of the Town's submission of a League resolution proposing legislation limiting a county's rights when a municipality annexes land that is subject to a county development agreement. • The draft development agreement for the Marana Mercantile project is scheduled for presentation 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. • On July 17, Frank Cassidy finalized and delivered to the developer proposed deeds of abandonment for the old Tangerine Road right-of-way, to carry out the right-of-way exchange approved in the 2005 Tangerine Commerce Center development agreement. • Cedric Hay attended meetings with representatives from the Town Clerk's Office and the Town Manager's Office to finalize policies relating to Citizen Advisory Commissions; these will be presented to Council at the August 4th meeting. • 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- -7- adopted state law. This process will be shared and compared with the processes developed by other municipalities. • Cedric Hay attended a meeting with representatives from MPD and the Planning Department regarding signage and enforcement of handicap parking regulations within the Town. • Cedric Hay attended a meeting with staff from the Planning Department regarding the continued use of the BKW firing range. • Cedric Hay conducted research and made contact with the United States Department of Justice regarding possibly "opting out" of the pre-clearance requirements of the Voting Rights Act. • Jane Fairall drafted an ordinance prohibiting smoking in within 25 feet of athletic fields, facilities and children's play areas in Parks which was adopted by the Council on July 21. • Jane Fairall is working with the Town's Technology Services Department, the Town Clerk's Office and the Town Manager's Officer regarding records management and e-mail retention issues. • Jane Fairall continues to coordinate the Town's response to public records requests each month for all a-mails of the Town Manager and Town Attorney. • Jane Fairall drafted an Identity Theft Prevention Program for the Utilities Department which was adopted by the Council on July 21 as required by Federal Trade Commission "Red Flag Rules." • Jane Fairall is working with HR staff to draft changes to Chapter 5 of the Personnel Policies regarding PARB composition. CONFERENCES/SEMINARS • Jane Fairall participated in a teleconference presented by the International Municipal Lawyers Association regarding "Sexual Harassment and Recent Developments." PROSECUTION ACTIVITIES AND STATISTICS: • In July, the Legal Department prosecuted and closed 148 criminal cases in Marana Municipal Court, accepted 161 new cases from Marana Police Department and other state agencies for fu-ture prosecution, handled 6 petitions to revoke probation, and had 1 jury trial. E. MARANA REGIONAL AIRPORT GENERAL • Continuing to work with Barbara on the Airport Master Plan. • Marana Airport received a visit from USMC Osprey unit VMM 261. The group was there to celebrate the promotion of one of Sgt Lee who was present during the Osprey accident 9- years ago. The Osprey is a tilt-rotor aircraft with both a vertical takeoff and landing and short takeoff and landing capability. SEPTIC TANK • Design is under contact to Westland Resources • Design is 92% complete • Field samples were taken to be analyzed -8- AIRPORT CONTROL TOWER • Federal Aviation Administration (FAA) is working on final draft of the site study • FAA Funding is not anticipated for the project this FY. HARLEY-DAVIDSON • The airport submitted the fee request and awaiting a response from Harley-Davidson. OPEN TIE-DOWNS • Continuing the billing for the open tie-downs. F. POLICE G.A.LN • The date has been set for October 3, 2009. • The Town of Marana's goal is to build a partnership with our community. • G.A.I.N. unites personnel within the town government to participate along side our community. • The purpose of G.A.I.N. is to heighten awareness and improve the safety, security, and quality of life in their neighborhoods and the business districts in Marana PATROL • Transitioned Patrol to 6 Sergeants and 1 Specialty Unit Sergeant for better Supervision and Span of Control. PATROL VEHICLES • Every marked patrol vehicle now has a "Mobile Data Computer" installed and we are in the process of ensuring they all also have "Mobile Video Recording" in the near future. G. PUBLIC WORKS FLEET SERVICES: • Cross training opportunity for Shop Lead -James Miller is acting in this capacity - Continuation • Continue to move forward with DP2 project (Digital Patroller - in car video system in PD cars) -Continuation • Preparing Fleet Replacement tiered replacement plan for FY 2010 -Continuation • Asst. PD in two narcotic bust in tearing cars apart • Issued four out of five bids. Fifth to be issued in coming week. • Preparing Shop Staff to start performing maintenance and repairs to emergency generators 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 appear to need increase in capacity from the two culverts to three. The Public Works Road Department -9- consulted with the Engineers in CIP and will be installing another section of culvert under the road. The material is in and the additional culvert will be installed next week. • Shoulder grading is underway on Sandario / Avra Valley in preparation for the monsoon season. • Routine sidewalk replacement and road pot-hole repair continues. FACILITIES: • Developing a Key Policy, First draft is ready for review. • 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. • MMC lobby Cleaning project completed. • Re-Tamping interior and exterior of MMC complex. TRAFFIC SIGNALS/SIGNS AND MARKINGS: • Replaced 3 banner rods, and 1 torn banner due to high winds. • Replaced 5 yellow incandescent lamps with LEDS at the following locations: • Hartman -Cortaro Farms Road • Ina - Thornydale (also replaced one yellow arrow and red arrow) • Street lighting calls: Replaced 9 lamps and 1 ballast. Coachline- Silverbell, Silverbell Road, Coyote Trails Crossing. • Reviewed fourteen Blue Stake request and freshened up blue stakes at 2 locations. • Responded to 5 traffic signal trouble calls. MANAGEMENT: • Had 10 respondents for the Street Sweeping Pre-Bid meeting. • Finishing Employee Reviews. • Continuing to work with Purchasing on Striping Bid RFQ. • Preparing for the Employee Appreciation Week event. H. TECH SERVICES IT & NETWORKING • Upgraded Help Desk System to latest release • Completed 154 help desk work orders for the month of July • Setup IBM Tivoli Netview Monitoring software with the onsite assistance of IBM Systems Engineer • Currently working on a draft of the WAN/Networking Services RFP • Completed multiple phone moves, adds, and changes for the MOC and MMC • The 14 MUNIS training sessions will conclude this week. Staff setup and support training, utilizing the Mobile Training Lab. -10- • Provided training and assistance in updating Town website to Barbra Bourne in the Legal Department GIS • Developing a street name change request form to meet citizen requests • Transview pavement analysis software -data collection and assessment model development m progress Completed 14 address requests and 36 map requests for the month of July Complete new maps and datasets for the Development Services web application Developed several maps in support of Economic Roadmap efforts PD & COMMUNICATIONS • Motorola DP2 system vehicle installs in progress (11 complete this week) • Scheduled to attend a meeting in Mesa next week to look at a couple of different options in regards to record management systems • Met with Kristy Trahan and Lori Shepherd to discuss a joint effort between the Police Department and Parks & Rec Department in regards to a Volunteer Management software solution • Citizen notification features has been added to Town website for Police Department to be able to send out important information and alerts • Spillman Forms Implementation has been delayed until January 2010 however, preparation will begin in September • Upgrade to Spillman Mobile 4.5 coming in September/October SOFTWARE APPLICATIONS • Completed Utilities Dept SharePoint Collaboration website • Correcting data errors in Project module of the CRW permit system. • Continued progress with the Development Services/Economic Development web application. I. TOWN CLERK CREW • Staff is working on plans to revitalize the CREW program. We are planning to host a spring session in 2010. CITIZEN ADVISORY COMMISSIONS • Advertisement for the PARB citizen positions has been posted. The application is online and available through the Town Clerk's page of the website. Applications are being processed through the Human Resources department. • Staff is working with the Manager's Office, Legal and the Council task force to streamline the criteria for citizen advisory commission participation and outcomes and will be presented to Council at the August 4th meeting. ELECTIONS • Staff is conducting research regarding alternatives to the current process. • Staff attended Elections Training on July 16th in Phoenix. -11- NOVUSAGENDA BL LASERFICHE • Staff is working with DSC and TS on a Laserfiche cleanup project. This project is projected to take 10-18 months to complete. • General Code has chosen Marana as a beta test site for the NovusAgenda to Laserfiche integration module. Point of contact will be Viviana Ruiz, who will be working with TS as needed during the integration phase. RISK MANAGEMENT • Three claims were filed in July and are being processed through Southwest Risk Services. RECORDS RETENTION • Staff is working on writing a town records management program. The working group has met and discussed items that need to be addressed as part of the overall program. Phase I of the program will be completed by October. • Viviana Ruiz is working on a cleanup of the records at the MOC. A complete inventory of records there should be completed by December 2009. f .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. -12- ~~ ~~o, co, co, o, o m Nn ~n_r_~nn~o v>~n 000000000 000 D o n a o 0 0 0 0 0~ o 0 0 0 o n n o 0 0 0 0 0 0 0 0 0 o n o 0 0 0 0 0 0 0 o n o 0 r rn m rn m rn rn rn rn rn °m °m °m rn °rn rn rn o°+ P °o °o °0 °o °0 °o °o °o °o °0 0 0 0 0 °o °o °o ° °o °o °o °o ° °o °o °o ° °o °o °o °o °o °o °o °o °o °o ° ° °o °o m N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N ~NttDOn MTOOrMn r~O ~N(OnNN1~ V N Nm1~ O~ tin O~amD anDr rntO n~aQDO y O rn Y C m M O B ~° m M N m M« n n m In m a n rn m n m m N O n L 0 0 0 0« m O W n m N rn m m O V rn ~ n m m a v m N.n O ~ OmD N p ~ ~mONaOtp~ m~~OQ V ~ M m nm «n O mmmnrnam0 rn L- Oni M V rn M M N m O V « O n V< m V M m N V ~ ~ M. m N tp a ~~~~ .~. ...~. .....~: ~ m ~O t~ r N n M N t°i~V a0 O~ V N h m m n N N P N ~n m N N N l~ f0 m d ~O O O V m O m n V n V ~ Y V N ~~ V O V V .- N V ~ Nr °n NrNnnN~~nN o ~n r~o N oi°n nn nn~onmmn ~%° mm hmNOhmvnim mN~°HU mNmh~( unim m m m m m m~~ 0 m m m m m m m m m m m m m m m m m m W~ W m m~ m m m m m m m d m ~= ~_ c x m ~ m x w m ° .°n ~ °a ~' .°n °m ° ° u°~ °~ m °a ~ .°n a° .°n °i ~ °w a m° L .°n .°n .°n °m .°n °w .°n L .°n °w .°n L U u u~ u E u u E u u o E o~ a u u `= u E o `~ u o u u u u u u `~ u `~° `~ u u u~ E F ~ o N ~ ~ m ~ Q d' O U c c M D D w :~ m~ a o # O O o! 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T F 5 !: ~ ~ ~ ~ ~ ~ ~ 5 ~ 6 7 ........._ .......... 8 ..._ 9 j 10 11 ~ a 12 a 13 14 15 16 ~ 17 ~_ 18 ~ -- 19 20 21 22 23 24 25 26 j 27 28 29 30 ,~, . e _.s -. ... . ~.. S M T W T F S i 2 ~? 4 5 6 -_ 7 i - 8 9 ~ 10 11 12 - 13 14 j 15 16 3 17 18 19 2~ 21 22 ~ 23 j 24 25 26 27 28 29 ] 30 i 31 '. Council Report Calendar • August 4: Amole Circle Neighborhood Meeting, 2°d floor Conference Center, 5 p.m. • August 4: Special Session for Employee Appreciation, 6:30 p.m. Regular Council Meeting, 7 p.m. • August 7: Employee Appreciation BBQ, 11 a.m.-1 p.m. • August 18: Regular Council Meeting, 7 p.m. • August 26-28: Governor's Rural Development Conference, Wigwam Resort, Litchfield Park • 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. ..