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HomeMy WebLinkAboutCouncil Executive Report 09/01/2009Town of Marana Couj~icil Executive Repot September l , 21)U9 Report Time Period: August 15 - 31, 2009 Prepared On: August 31, 2009 Prepared By: Rebecca Kunsberg, Town Management Fellow Distributed Through: Gilbert Davidson, Town Manager "Committed to the future... ~~~~' ~ ~ Inspired by our past. " ~~ • ORGANIZATION WIDE UPDATES o CAPITAL IMPROVEMENT PROJECTS 2 o LEGAL 4 o MARANA REGIONAL AIRPORT 7 o PARKS AND RECREATION 7 O PLANNING S O POLICE 9 o PUBLIC WORKS 9 o TECHNICAL SERVICES 10 o TOWN CLERK 11 o UTILITIES 12 • COUNCIL CALENDAR 13 PLEASE CONTACT BREANNE LORh;FICE AT 382-2601. FOR QUESTIONS ORGANIZATION WIDE: CAPITAL IMPROVEMENT PROJECTS CAMINO DE MANANA PROJECT 2001-OS2 (TOM HOULE/ PROJECT MANAGER) • Camino de Mariana final plan revisions and special provisions are finalized. • The Notice to Proceed for construction was provided to Borderland Construction Co. on Monday, August 24, 2009 TWIN PEAKS PROJECT 2001-044 (MORRIS REYNA AND SCOTT LESKA/PROJECT MANAGER) • Pulice continues construction; Contractor is on schedule. • Santa Cruz River Bridge, pier cap and abutment installation in progress • Pedestrian underpass at the Shared Use Path substantially complete • Box culverts under Tiffany loop complete • Drainage channels and box culvert extensions between the EB Frontage Road and Tiffany Loop substantially complete • Construction and utility work are substantially complete in the new Tiffany Loop roadway; roadway scheduled to be open by the end of September. -2- West Bound Frontage road closed between Cortaro and Avra Valley roads, Camino De Manana closed at Linda vista; railroad crossing closed to the public BARNETT LINEAR CHANNEL PROJECT 2003-016 (PAUL BAUGHMAN/PROJECT MANAGER): • No information at this time CR WELL #2 EQUIPMENT, 12" OFFSITE MAIN, AND 15" SEWER MAIN REPLACEMENT (GUS LIPINS/PROJECT MANAGER): • The Pre-bid meeting was held June 4th. • The Bid opening was held June 16th with 9 contractors submitting bids. The low bidder is SunWestern Contractors with a bid of $341,163.35. The Construction Contract package was signed by the Contractor on July 23rd 2009 and has been finalized by the Town. Pre-Con meeting is being planned with the Notice to Proceed to follow • This Project will be managed jointly by CIP and the Utilities Department. THORNYDALE TANGERINE INTERSECTION PROJECT 2006-012 (KURT SCHMIDT/PROJECT MANAGER): • Work is now complete on curbs, access ramps, sidewalks, asphalt paving, and temporary roadway striping. • Remaining work includes the completion of permanent traffic control signage, barricade railings, traffic signal modifications, pedestrian signals, permanent roadway striping, and pavement markers. • Traffic control remains in place in and around the intersection. Speeds are being reduced during the 7 AM to 4 PM working hours for the safety of the contractor's personnel THORNYDALE ROAD PROJECT: 2002-058 (KURT SCHMIDT/PROJECT MANAGER): • Landscape establishment continues. • Warranty work is being conducted on an as-needed basis. • Proposals have been received from fence contractors to furnish and install the noise wall gap closures. A purchase order will be issued authorizing the selected contractor to proceed with the work MARANA WATER 6-INCH WATER MAIN REPLACEMENT AT UNION PACIFIC RAILROAD MILE POST 962.09(KURT SCHMIDT/PROJECT MANAGER): • C.I.P. and the Utilities Department are jointly managing the project. • UPRR has fully executed the supplemental agreement with the Town relative to the revised construction plan to jack and bore a new water main underneath the railroad tracks. • Kinder Morgan, the operator for the underground gasoline pipeline located along the west side of UPRR's right-of-way, has unexpectedly communicated a requirement for the Town to enter into an inspection agreement for oversight services during the jack and bore operation below their facilities. Town staff is coordinating with KM to execute. Final scheduling of construction activity is subject to completion of this agreement. • ADOT has issued aright-of-way permit corresponding to the portion of work that will be occurring along the WB I-10 frontage road. Traffic control plans are now being reviewed. Resumption of construction activity is pending approval of the traffic control plans. -3- SILVERBELL/CORTARO DISTRICT PARK 1999-012(GUS LIPINS/PROJECT MANAGER): • To date, day 91, 43% of the contract time has been expended. • The Project overall is approximately 28% complete with a projected completion date of December 11th. (Contract end date is 12/28/2009) • Site C~ 45% o Sidewalks - 5%, Field fence mesh - 80%, Ball field irrigation - 90%, Volleyball curb - 100%, Infield mix - 65%, • Santa Cruz River Walk @ 45% o Install plants - 25% • Buildings @ 15% o Concession - 10%, Ramada 1 - 5%, Ramada 2 - 6%, Ramada 3 - 5%, Ramada 4 - 35%, Ramada 5 - 30%, Group Ramada - 25%, Restroom 1 - 3%, Restroom 2 - 10%, Restroom 3 - 15%, Storage Bldg. - 10%, Dog Park Ramada - 5%. • Pay application No. 2 for July has been received and is being processed. HONEA HEIGHTS WATER, SEWER CONNECTION PROJECT (PHASE 1) (KURT SCHMIDT/PROJECT MANAGER): • Advertising for contractor bids in association with Phase 1 of the project began 08/27/09. • Bids are due 09/22/09 A pre-bid conference including a time for site inspections at each of the 16 parcels along Moore Rd. designated to be a part of Phase 1 is scheduled to occur on 09/10/09. TANGERINE ROAD CORRIDOR PROJECT: 2005-061 • The request for the solicitation of qualifications of firms/consultants interested in performing the Design Concept Study was advertised on August 27, 28 and September 3 and 4 in the Arizona Daily Territorial newspaper. It will continue to advertise on the Marana website until the submittal due date of October 8, 2009. SILVERBELL-CORTARO INTERSECTION IMPROVEMENTS: 2010-1S3-2S • RTA approved $200,000 for the design and construction of curb and sidewalk relocation to increase the capacity of the Cortaro right turns onto north Silverbell Road. • Next month to begin design. • Anticipated to begin construction December 2009. LEGAL WASTEWATER LITIGATION/TRANSITION • Five Pima County witnesses were deposed in July, and six were deposed in August, including County Administrator Chuck Huckelberry, whose deposition was taken on 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. -4- • Mr. Huckelberry contends that the 1979 Pima County/Marana sewer IGA addresses ownership of pipes only, and does not require Pima County to transfer ownership of pumping stations. • A three-day evidentiary hearing on whether Pima County must turn over ownership of the non-flow-through conveyance system (pipes and pumps) to Marana is currently scheduled for November 18. • Scheduling of the trial will occur after the currently-set November 18 evidentiary hearing. • Pima County has provided about 12,000 pages of documents in response to the Town's requests for production of documents. • The Town's attorneys are undertaking their final review of documents collected in response to the July 23 Pima County first request for production of Marana documents. • The Town's fully revised draft PAG 208 Amendment is being presented as an informational item at the PAG Watershed Planning Committee meeting on August 31 and the PAG Environmental Planning Advisory Committee on September 4. The next meeting of the PAG 208 Scope of Work Task Force is scheduled for September 10. • Legal staff expects to begin drafting Town Code wastewater provisions within the next 30 days. PENDING CIVIL LITIGATION • On August 20, the Legal Department received the Court's August 12 decision in the Board of Adjustment Appeal case Ohl v. Marana Board of Adjustment. The decision is in favor of the Town and the Board of Adjustment, and affirms the Board's decision denying the Ohls' request to construct a swimming pool on a vacant lot in the Los Morteros Estates subdivision. • In the MPOA v. Town of Marana/Marana Personnel Action Review Board case, Jane Fairall filed the Town's response to the MPOA's appellate brief in the Court of Appeals on August 13. The Court has not set oral argument as of this date and could rule at any time. • Jane Fairall continues to monitor and coordinate with outside counsel the lawsuit brought against the Town by Barbara Harris; 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. • The Court issued an August 24 ruling in Bailey v. Pennington, a tax foreclosure case involving a Honea Heights lot encumbered by a Marana lien for clean-up costs. Cedric Hay entered an appearance in the case to protect Marana's clean-up lien and to offer to acquire the property for affordable housing. The August 24 decision determines the legal rights of the parties, sustains the validity of Marana's clean-up lien, and allows Marana to begin proceedings to foreclose its lien. PERSONNEL MATTERS • Jane Fairall is monitoring and coordinating with outside counsel regarding Harris' EEOC charge filed in May 2009. PUBLIC WORKS PROJECTS • 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 four of the 52 parcels affected by the project remain. An acquisition and exchange agreement is -5- scheduled to be brought before Council on September 15th and the three other properties will be acquired through condemnation while the possibility of settlement still remains. OTHER NOTABLE CIVIL MATTERS • Frank Cassidy met with the CMID/CWUA Boards at their August 11 meeting to discuss how best to proceed with the Town's acquisition of CMID 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). • The draft development agreement for the Marana Mercantile project was presented for discussion at the Council's August 4 meeting, and is currently being reviewed by an outside economist as required by Arizona law. On August 7, the developer proposed additional revisions to the draft development agreement, which will be the subject of further Town staff analysis and discussion before the agreement is presented to the Council for consideration of approval on September 15. • Cedric Hay continues working 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. • Cedric Hay continues his work with the United States Department of Justice regarding possibly "opting out" of the pre-clearance requirements of the Voting Rights Act. • 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 a-mail retention issues. This group is also working on developing an administrative directive regarding the use of social media • Jane Fairall continues to coordinate the Town's response to public records requests each month for all e-mails of the Town Manager and Town Attorney. • Jane Fairall worked with HR staff to draft changes to Chapter 5 of the Personnel Policies regarding PARB composition. The proposed changes were presented to Council on August 4, 2009 and adopted on August 18, 2009. • Legal Department staff is working with Planning and Public Works staff on a reformat and reorganization of the Marana Land Development Code. • Jane Fairall is working with MPD staff regarding creation of an Automated External Defibrillator (AED) program for the Town. • Jane Fairall is monitoring a lawsuit in Maricopa County Superior Court entitled Campbell v. Elected Officials Retirement Plan (EORP) involving application of a health insurance subsidy through the EORP system to determine its applicability and effect upon the Town. • Jane Fairall worked with Technology Services and Finance staff to develop an RFP for the Town's networking services. • Legal Department staff is preparing standard consulting professional services agreement forms with feedback from the Finance Department and affected departments. CONFERENCES/SEMINARS • Cedric Hay attended a conference titled "Meeting Arizona's Water Needs Today & Tomorrow" sponsored by the Arizona Investment Council. -6- PROSECUTION ACTIVITIES AND STATISTICS: • Jane Fairall and Laine Sklar are working with the Marana Police Department to develop legal and efficient procedures for disposing of evidence that the PD is no longer required to keep. MARANA REGIONAL AIRPORT GENERAL • Continuing to work with Barbara on the Airport Business Plan. SEPTIC TANK • Design is under contact to Westland Resources • Design is 92% complete • Field samples were taken to be analyzed 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 AIRPORT CONTROL TOWER • FAA is working on final draft of the site study • FAA Funding is not anticipated for the project this FY. 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. HARLEY-DAVIDSON • The airport submitted the fee request and awaiting a response from Harley-Davidson. TEQUILA CUP- AEROBATIC CONTEST • Annual event will be held at the airport Friday 11/6-Sunday 11/8. OPEN TIE-DOWNS • Continuing the billing for the open tie-downs. PARKS AND RECREATION MARANA CULTURAL AND HERITAGE PARK • Artist selection for Pima County Bond Public Art continues. Artist interviews set for September 1 L -7- SILVERBELL-CORTARO DISTRICT PARK • Staff is coordinating construction with C.I.P. Project is on schedule. Park buildings. are under construction. • Reimbursement from Pima County Bond in process for $489,000. TORTOLITA MOUNTAIN TRAILS WILD BURRO TRAILHEAD • .Trail head lighting has been donated by Cottonwood Properties. Electrical design is underway. • Artist selection for Pima County Bond Public Art continues. Artist interviews set for September 11. • Tortolita Trail System visitors map is available and receiving rave reviews. PARKS AND RECREATION COMPREHENSIVE MASTER PLAN UPDATE • Next public meeting is scheduled for September 24 at 6:00 at Wheeler Taft Abbett Library. RE CREATION • Pool closes September 5. Marana Middle School is using the pool for their physical education program during day. • Teen Dance, August 28, 2009 from 7:00 p.m. - 10:00 p.m. at Marana Middle School. • Movie in the Park at Continental Reserve Park, Saturday, August 29 at 7:30. • Itty Bitty Open Golf Tournament at the Pines Golf Course, September 12, 2009, 8:00 a.m. • Tortolita Mountain Hike, Sept. 19 8:00 a.m. Dove Mountain Trail head. PARK MAINTENANCE • Experiencing increase in graffiti at Ora Mae Harn Park. Daily incidents working with Marana Police to apprehend suspects. PLANNING PRE-APPLICATION MEETINGS • Tortolita Shadows Specific Plan - 08/06/09 • Ina Road Transfer Station Expansion Development Plan - 08/13/09 • Burger King on Costco Drive - 8/20/2009 Changed to 9/3/09 • Culver's Restaurant - 8/27/09 NEW PROJECTS FOR AUGUST • DPR-09031-Marana Mercantile - 1st Submittal being processed for distribution ACTIVITY ON EXISTING PROJECTS FOR AUGUST • DPR-09010-Circle K at Ina Road and Camino de Oeste Development Plan - 4th Submittal 8/25/09 • PRV-09007F-Twin Peaks Retail Center Lots 1-4 Final Plat - Mylars signed and recorded 8/27/09 TOWN COUNCIL • SLU-09024-Earhart Equipment Corporation - Council Approved 08/4/06 -8- • DPR-09026-Legacy Apartments @ Dove Mountain -Council Approved 8/18/09 • PRV-09007F- Twin Peaks Retail Center Lots 1-4 Final Plat -Council Approved 8/18/09 • PCZ-08013-Marana Mercantile Rezone -Going to Council 9/15/09 • PRV-08080F-Marana Health Center Final Plat -Going to Council 9/15/09 • PRV-09030F-Lee Mar Center Final Plat -Going to Council 9/15/09 PLANNING COMMISSION • PCZ-08031-Wade Road Rezoning -Commission Denied 8/26/09 POLICE RIDE ALONGS • Gilbert Davidson continues his ride alongs with uniform patrol officers. SAGUARO RANCH • Calls for service have increased since Oro Valley has declined prosecution on the cases referred to them. SPEED ENFORCEMENT ACTION PLAN • Initiated and completed at Marana area schools for the first 2 weeks of the school year. MARANA HIGH SCHOOL • Officers are taking an active role of visibility and presence at the High School and will begin specialized instruction at the High School per their request. PUBLIC WORKS FLEET SERVICES: • Department Billed Month of July (Fleet Billing) • 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 -Completed • Scheduled Motorcycle training for shop staff for Sept. 25th at Marana Airport 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 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. -9- FACILITIES: • Developing a Key Policy, First draft is ready for review. • Developing a numerical numbering system for each Town facility to include room number - Room numbers have been ordered • Conducting a complete asset inventory of all Town facilities. -continuation • Repairing MOC roof -gutter to be replaced on Sept. l st. • Responded to four call outs that pertain to Facility issues. • Developing a team atmosphere -continuation • Preparing for Facility Foremen return. 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. TECH SERVICES IT & NETWORKING • On Thursday, August 20th at 3:30 PM, a fault in the server room AC unit occurred during a routine maintenance procedure performed by vendor (APC). TS and facilities responded quickly to maintain limited operations. The issue was resolved by 8:00 PM. Because of the heat load, the email filtering appliance failed. Worked with SimplyBits to provide a temporary email filtering service while our equipment was being replaced. Repairs were completed on Tuesday August 25. • Completed 122 help desk tickets for the month of August • The RFP for WAN/Networking Services was posted on Monday, August 24th • In the process of installing processors, adding memory, and loading virtualization software on blade servers • In response to increase disk space usage, some town data is being moved from SAN storage system to low cost storage system. • Installing server software that will allow staff to provide IT support from blackberry devices. • In the process of updating employee database changes for system and wireless access, email, and cell phones. -10- GIS • Research and data collection to support potential Zip Code changes. • Transview pavement analysis software -data collection and assessment model development in progress • Completed 26 address requests and 46 map requests for the month of August • Implementing a tool to support the entry of parcel rezoning data into the GIS database at the request of Planning Dept. • Implementing design changes required to use Tucson water data in town GIS database. • Finalizing the Cultural & Heritage map PD & COMMUNICATIONS • Completed vendor walk-through for PD move at the MOC • Attended Association of Public Safety Officials (APCO) Conference in Las Vegas • Completed SharePoint tutorial • Mobile video system project implementation in progress SOFTWARE APPLICATIONS • Resolved permitting system database error. • Continued progress with the Development Services/Economic Development web application. • Working on presentations for Cartegraph Users group meeting scheduled for Wednesday, September 9th at the MOC. TOWN CLERK CREW • Staff is working on plans to revitalize the CREW program. We are planning to host a spring 2010 session. CITIZEN ADVISORY COMMISSIONS • Six applications were received for the five open positions on the newly reconstituted Personnel Action Review Board. Applications are being processed through the Human Resources department and were presented to Council for their consideration and appointments on August 18. • Staff worked with the Manager's Office, Legal and the Council task force to streamline the criteria for citizen advisory commission participation and outcomes which was presented to Council at the August 4th meeting. • Appointments to the open active and alternate positions on the various CACs were presented for Council consideration at the August 18 meeting. • Staff has been meeting with each of the CACs to give an overview of the changes to the procedures which were adopted by Council on August 4. ELECTIONS • Staff is conducting research regarding alternatives to the current process. -11- NOVUSAGENDA & 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. Beta testing will begin before the end of the year. RISK MANAGEMENT • Two claims were filed in August. One is being processed through the town and one through Southwest Risk Services. • We received an additional 4 claims for damage from MPD although none will be transmitted to Southwest Risk for adjustment as they are PD claims under the deductible. 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 worked closely with Tim Mattix and Rodney Campbell to draft a social media policy for the town which is currently being reviewed by the Town Manager's Office. • Staff is looking into getting the non-DSC town's records into the Versatile software system. Versatile is currently the program used by DSC records center to track and archive all records. The goal is to have all town records in Versatile within the next two fiscal years. • Staff is working on a cleanup of the records at the MOC. A complete inventory of records there should be completed by December 2009. UTILITIES GENERAL • Stood-by at Farm Field Five while contractor repaired water leak that caused a sink hole. • Relocated water services for the Camino de Mariana Project. • Installed new water service line in Amole Circle. • Repaired water leak at the Marana Senior Center. • Commenced with installation of water line for Twin Peaks Project. Nearly 500 feet of the estimated 2500 feet have been installed to date. • Preparations have begun to start additional boring underneath the Union Pacific Railroad. • Attended an Arizona Investment Council conference regarding Arizona's water needs. • Commenced programming on a mag meter for Marana Junior High School tie-in. • Continued entry of materials into CarteGraph system. -12- Council Report Calendar .y ~„ ~ ~ . 5 M T W T F S 1 ~ 2 I 3 4_ 5 6 7 8 9 __10 11 --'_Z__ 13 14 15 16 17 18 19 20 21 22 23 24 25 ~ 26 27 28 29 30 ~ - - _ _ } S M __ T U/ T F S 1 2 3 ` 4 5 6 7 8 9 10 [ 11 - 12 13 14 15 16 17 18 i 19 20 21 22 23 24 25 26 ~ 27 28 29 30 31 ~:fti> :y.... W>f...... s M r v/ T F s 1 2 3 _4 5 6_ 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 - -- 'r . ~ w~ .. 5 M T 4'J T F 5 1 2 3 4 5 6 7 8 9 10 11 ---12 _ 13 14 ~ 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 I 31 ____.__ _____. • September 1-4: League Conference at the Hilton El Conquistador Resort, Oro Valley • September 7: Labor Day, Town offices closed • September 11: Twin Peaks/Camino de Manana Site Tour and Airport Tour • September 15: Council Photos, 5 p.m., 2nd floor conference center Regular Council Meeting, 7 p.m. • September 29: Oro Valley State of the Town, 11:30 a.m.-1:30 p.m., Hilton El Conquistador Resort • September 30: Sunflower Market Grand Opening • October 3: Marana Police Department GAIN event • October 6: Regular Council Meeting, 7 p.m. • October 20: Regular Council Meeting, 7 p.m. • October 24: Marana Heritage Conservancy Fall Festival at Heritage Park • November 3: Regular Council Meeting, 7 p.m. • November 17: Regular Council Meeting, 7 p.m. • November 26-27: Thanksgiving, Town offices closed • December 1: Regular Council Meeting • December 15: Regular Council Meeting • December 25: Christmas Day, Town offices closed