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HomeMy WebLinkAbout05/25/2006 Study Session Minutes MINUTES OF MARANA STUDY SESSION MARANA SENIOR CENTER, 13250 N. LON ADAMS ROAD 4:00 P.M. MAY 25, 2006 PLACE AND DATE Marana Senior Center, May 25, 2006. CALL TO ORDER AND ROLL CALL By Mayor Honea at 4:01 p.m. COUNCIL Ed Honea Herb Kai Bob Allen Jim Blake Patti Comerford Tim Escobedo Carol McGorray Mayor Vice Mayor Council Member Council Member Council Member Council Member Council Member Present Present Present Present Excused Present Present STAFF Mike Reuwsaat Gilbert Davidson Jim DeGrood Frank Cassidy Jocelyn Bronson Roy Cuaron Corrina Gill Town Manager Assistant Town Manager Assistant Town Manager Town Attorney Town Clerk Finance Director Budget Analyst Present Present Present Present Present Present Present GENERAL ORDER OF BUSINESS A. ITEMS FOR DISCUSSION 1. THE FISCAL YEAR 2006-2007 BUDGET OVERVIEW. Mike Reuwsaat, Town Manager, addressed the Council and noted that at last week's budget study session, the revenue side (25% operational and 75% CIP) of the budget had been discussed. Today's session would be devoted to personnel, operations and CIP as recommended in the budget document. Mr. Reuwsaat noted that an average of 33 positions per year had been added during the last five years. This year, however, though the Town is experiencing the same or lower growth, and there would be fewer positions added. As in previous years, police, parks and recreation and transportation are the primary recipients of funding. Mr. Reuwsaat referred to the list of new positions contained in the budget document and added his support for two positions - the purchasing coordinator and the payroll specialist. He said that the Town would be trying to work with the City of Tucson in utilizing their vendors and contracting procedures which should yield a better return on dollars spent. MINUTES OF MARANA STUDY SESSION MARANA SENIOR CENTER, 13250 N. LON ADAMS ROAD 4:00 P.M. MAY 25, 2006 Gilbert Davidson, Assistant Town Manager, reviewed two public works positions which would be backfill for Keith Brann and Kevin Thornton. An administrative assistant would be split funded between public works and the building department. One coordinator position would be added to operations and maintenance. Council Member Escobedo inquired on the $30K difference for the signal technician to contract out rather than hire in-house. Mr. Davidson said that the management would continue to look at unfunded positions in all departments. Mr. Reuwsaat said there could possibly be an increase contracting dollars for the legal department rather than add another position until next year. He also noted that a decision was made to hold off on the economic development staff person until there is more infrastructure in place. The Town would be using interns in the interim. Jim DeGrood addressed park personnel and noted that the Town will add parks and miles of new trail systems that will require maintenance. The Town will take possession of the Gladden Farms Park in mid-summer. There will be an increase in next year's budget to accommodate for the additional parks and trails. Mike Reuwsaat stated that the police department is receiving the largest dollar amount of funding. There is a need to provide an assistant chief and two field command positions to liaison between the sergeants and the lieutenants. If growth occurs at the expected rate of 1500 new homes this year, it will be necessary to add three officers to keep up the current ratio of officer to resident. Mr. Reuwsaat also noted that one-third of the overtime is for dispatch due to long shifts. One additional records clerk need to be added to keep up with the growth, and crime scene processing needs another position with Tom Mooney moved to a supervisory position. He noted that the Town will not merge with Northwest Fire District for one or two years. If the merger with Northwest Fire District is completed, the fire consortium will be responsible for personnel. Chief Vidaurri addressed the reason for not being able to fill dispatcher positions. Stress and competition are both factors regionally. He noted that testing for dispatchers is very stringent in Marana, and that they lose applicants at the polygraph and psychiatric evaluation levels. However, once hired, most are staying here. The issue of paying higher salaries is being reviewed. Roy Cuaron and Paul Ashcraft said that the difference is about $1 to $3 difference in pay; but that Marana is on target with smaller agencies. Chief Vidaurri noted that they are holding off on hiring a records analyst this year. It was noted that Water is an enterprise fund, and that a GIS utility specialist, utility maintenance worker, water line construction inspector and water backflow specialist are being recommended. MINUTES OF MARANA STUDY SESSION MARANA SENIOR CENTER, 13250 N. LON ADAMS ROAD 4:00 P.M. MAY 25, 2006 The cost for position reclassifications is a little over $13K. Mike Reuwsaat noted that since 2001, the employee base for the town has tripled. From now on, every new position will be looked at with a more stringent set of criteria. Moving into the Operational section of the budget, it was noted that the first page of General Fund expenditures can be eliminated as the numbers were skewed. There will be a new focus on line item performance in the upcoming operational budget. Mr. Reuwsaat also noted that management would need to watch the long- term effect of higher salaries. Jim DeGrood noted that increased costs in parks and recreation are largely due to water, chemicals, fuel and oil increases and the cost of operating the community programs, which runs about $40K annually for leasing facilities. Management may be looking at a 2008 bond funding with the county for additional regional recreation facilities. Schools won't corne online soon enough to accommodate the need. Tony Casella addressed the cost of warranties for products related to the WW AN. The Town is faced with costs related to service agreements and equipment that it didn't have before. Mr. Reuwsaat addressed miscellaneous expenses or outside agency funding for $235K. He noted that $50K would most likely be pulled from the list for the PGA tournament as that expense would be linked to I-I0/Tangerine interchange cleanup. He also noted that staff would be drafting a policy for charitable giving. Mayor Honea noted that Miracle in Marana, the junior rodeo and the bike tour should be added to this fund for a better investment picture. Mr. Reuwsaat said that the $50K listed for the PGA could be divided up for those projects with no loss to the others. Mr. Reuwsaat then addressed the five-year historical expenses baseline trends. He noted that the R T A expects to begin collecting on the half cent sales tax on July 1, 2006. That will give one month of overlap between Marana's half cent tax of about $400K. He noted that management will discuss with the Council using the $400K to help the business community. The CIP accounts for $86M outside the general fund. Jim DeGrood noted that from the airport CIP of $11.5M, $10M is corning from outside - FAA and other grants. Some of this spending is contingent upon obtaining state land. The Manager is recommending not moving forward with the terminal until all pieces are in place. MINUTES OF MARANA STUDY SESSION MARANA SENIOR CENTER, 13250 N. LON ADAMS ROAD 4:00 P.M. MAY 25, 2006 Mr. Davidson noted that the CIP for document imaging for the Clerk's office is moving forward with $150K of the requested budget. This will get the current scanning project going. It is anticipated that next year's budget will include the additional $150K + to catch up the backlog of documents, of which there is estimated to be about one million. Mr. Davidson also discussed public works totals. Those asterisked in the document are ongoing and current. He then reviewed the Human Resources GIS budgets. Mike Reuwsaat reviewed the IT CIP, noting that this cost is to replace servers and take old ones to the MOC to replicate. There is a need to get all data on one system. The Town will use the equipment that it has. The new website will be launched in August, noting that the current site is difficult to maintain. Macros will be added to the new site to increase user applicability. Mr. Reuwsaat stated that management is also looking at employer-assisted housing for Town employees. Operations and maintenance will be adding new vehicles for replacements. He also discussion police and water CIP and developer-financed projects. He would like to get $15M in reserves for future years. Mr. Reuwsaat said that the adoption of the tentative budget is scheduled for the June 6, 2006 regular Council meeting and adoption of the final budget will be held at a special meeting prior to the regular Council meeting on June 20, 2006. He also stated that this CIP program is the most aggressive ever pursued. Council Member Escobedo thanked all department heads and all staff for their dedication and assistance in preparing the tentative budget. Mike Reuwsaat noted that there would be a workshop scheduled to review the administrative policies that are being formulated. B. ADJOURNMENT The study session adjourned at 5:46 p.m. CERTIFICATION I hereby certify that the foregoing are the true and correct minutes of the study session held on May 25, 2006. I further certify that a quorum was present. ~' ~'f' A-., ;$~" ~c. ::~ - - - ...~ -," ...' , ....-,;'10 _ MJII~ ,ur,,:1~ -, ~ ~~~ 'lrr~V' ~ .~ ~J":: ," :: - ..i..I;: - ~ ~ ~ ~ ,m"\\~ ~ .,.. ~9,\~ U\\-