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Home My WebLink AboutCouncil Executive Report 08/18/2009�� ° � :. � �, 3 \::: ��''� . ... . �\\\' .. .:: \�� ..: .:_ Town �� 1Vlara�n��a a_ � .��.��; . � : ��.. ��„ �� Cc��ci�' \° �r�-tiv� I�e�ort �� a �� . � E�I�US� 2�� " 3 . . �� ., . \' ' � ,0�� \ \ Report Time Period: August 1- 15, 2009 Prepared On: August 18, 2009 Prepared By: Rebecca Kunsberg, Town Management Fellow Distributed Through: Gilbert Davidson, Town Manager �' - " "Committed to the future... 1�1�1��1�► ��' � � Inspired by our past. " • ORGANIZATION WIDE UPDATES o CAPITAL IMPROVEMENT PROJECTS 2 o LECAL 4 o MARANA REGIONAL AIRPORT 6 o PERMITS AND RECORDS CENTER 7 o POLICE $ o PUBLIC WORKS $ o TECHNICAL SERVICES 9 o UTILITIES 10 • COUNCIL CALENDAR 11 PLEAS� C�NTA�T BREANNE LOR�FICE AT 3S�-�G�� G1R i�UE��IUNS� ORGANIZATION WIDE: B. CAPITAL IMPROVEMENT PROJECTS CAMINO DE MANANA PROJECT 20O1-OS2 (TOM HOULE/ PROJECT MANAGER) • Camino de Manana final plan revisions and special provisions are expected by end of the Month. Construction may start before all construction plans are complete. T�VIN PEAKS PROJECT 2001-044 (MORRIS REYNA/PROJECT MANAGER) • Monday, Aug. 17, 2009, the westbound frontage road will close from Cortaro Road to Avra Valley Road for work starting on the east side of the interstate. • The left lane on westbound I-10 near milepost 245 continues to be closed while crews pave and stripe the shoulder in preparation for September's traffic switch. • Construction and utility work are underway on the new Tiffany Loop roadway. The roadway is anticipated to be open by the end of September. BARNETT LINEAR CHANNEL PROJECT Z003-016 (PAUL BAUGHMAN/PROJECT MANAGER)' • The Notice to Proceed has been sent to the Contractor for the Roadway Crossing design, updated right of way plans, specials provisions, and the storm drain system associated with the roadway crossings. �►� • In order to stay within budget, landscaping was taken out of the design work but can be added later if needed. • Certain aspects of the design are still being performed in-house, such as the run off analysis for the storm drain design, the water relocation plans and the CMID hydraulic design work, which has resulted from comments, made on the 100% preliminary hydraulic design. • The design work will begin on August 17, 2009 with completion on or before May of 2010. • The 100°Io preliminary drainage design has been received and distributed for comments. Comments received as part of the review of the 100% preliminary hydraulic design will be addressed during the remainder of the design work. CR WELL #2 EQUIPMENT, 12" OFFSITE MAIN, AND 1S" SEWER MAIN REPLACEMENT (GUS LIPINS/PROJECT MANAGER): • Pre-construction meeting to be held by the beginning of next week, August 17th. THORNYDALE TANGERINE INTERSECTION PROJECT 2006-012 (KURT SCHMIDT/PROJECT MANAGER): • 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. • Stage 1 of the traffic signal system electrical work has been completed now allowing for all civil work to progress without restriction. Construction of curbs, access ramps, sidewalks, and widened roadway lanes is fully underway. THORNYDALE ROAD PROJECT: 20O2-OS8 (KURT SCHMIDT/PROJECT MANAGER): • Landscape establishment continues. • Warranty work is being conducted on an as-needed basis. � Proposals are being solicited from fence contractors to furnish and install the noise wall gap closures. 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. • ADOT is finalizing their processing of the necessary right-of-way encroachment permit. Resumption of construction activity is pending issuance of this permit. SILVERBELL/CORTARO DISTRICT PARK (GUS LIPINS/PROJECT MANAGER): • Information remains the same as last report HONEA HEIGHTS WATER, SEWER CONNECTION PROJECT (TOM HOULE/PROJECT MANAGER): • Sewer as builts are being revised for re-submittal to PCWRWD HONEA HEIGHTS SEWER MAINLINE/SEPTIC TANK ABANDONMENT/PAVING: 2002-02 (KURT SCHMIDT PM FOR SEWER PORTION): • Bid/contract documents are being finalized for the Phase 1 portion of the project. -3- TANGERINE ROAD CORRIDOR PROJECT: 2OOS-O61 • The solicitation far qualifications of firms/consultants interested in performing the Design Concept Study will be advertised sometime the last week of August or first week of September. • This project involves Pima County and Oro Valley. SILVERBELL-CORTARO INTERSECTION IMPROVEMENTS: 2010-153-25 • RTA approved $200,000 for the design and construction of curb and sidewalk relocation to increase the capassity of the Cortaro right turns onto north Silverbell Road. • Next month to begin design. • Anticipated to begin construction December 2009. 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 three-day evidentiary hearing on whether Pima County must turn over ownership of the conveyance system to Marana is currently scheduled for November 18. • On August 14, Judge Mangum denied Marana's June 25 motion to set this case for trial, and indicated that further scheduling decisions would be made after the currently-set November 18 evidentiary hearing. • Pima County has provided over 9,000 pages of documents in response to the Town's requests for production of documents. • Over the next three weeks, Town staff expects to finish collecting and providing information necessary to respond to the July 23 Pima County first request for production of Marana documents. • The Town's fully revised draft PAG 208 Amendment was discussed at an August 5 PAG 208 Scope of Work Task Force. The next meeting is scheduled for September 10. The Town's PAG 208 Amendment is also scheduled to be presented as informational items to the PAG Watershed Planning Committee meeting on August 31 and to the PAG Environmental Planning Advisory Committee on September 4. • 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. -4- 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. 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. Cedric Hay filed a reply to the responses 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. Oral argument on the motion has been set for the 24th. PERSONNEL MATTERS • Jane Fairall is monitoring and coordinating charge filed in May 2009. with outside counsel regarding Harris' EEOC 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 seven of the 52 parcels affected by the project remain. Two acquisition agreements are scheduled to be brought before Council on August 18th and three other agreements should be signed by the end of the week. 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 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 made additional contact with the United States Department of Justice regarding possibly "opting out" of the pre-clearance requirements of the Voting Rights Act. • The Legal Department submitted letters to the Department of Justice required by Section 5 of the Voting Rights Act as it relates to areas annexed into the Town. -5- • 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 e-mails of the Town Manager and Town Attorney. • Jane Fairall is working 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 will be brought back for adoption 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. CONFERENCES/SEMINARS • Jane Fairall attended the Arizona Prosecuting Attorneys' Advisory Council (APAAC) annual Summer Training Conference on August 6 and 7, 2009. PROSECUTION ACTIVITIES AND STATISTICS: • The Legal Department prosecuted and closed 68 criminal cases in Marana Municipal Court, accepted 105 new cases from Marana Police Department and other state agencies for future prosecution. • The Legal Department prevailed in a DUI case appealed to the Superior Court and the Court of Appeals. The latest decision of the Superior Court was in the Town's favor, overturning the ruling of the Marana Municipal Court which dismissed the case. The case has been reinstated and remanded to Marana Municipal Court for further action. E. MARANA REGIONAL AIRPORT GENERAL BUSINESS: • Continuing to work with Barbara Johnson on the Airport Business 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°�o 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 warked on -6- 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. PERMITS AND RECORDS CENTER PERMITS ISSUED JULY 14 THRU AUGUST 13 • 104 permits issued -$214,342.06 in permit fees collected including: 0 25 single family residences 0 2 new commercial buildings 0 7 tenant improvements 0 6 certificates of occupancy 0 36 permits issued over the counter MISCELLANEOUS PROJECTS IN PROGRESS • Revising permit checklists to provide applicants with review timeframes • Permit Center attendance at pre-app meetings • Standardizing the methodology for applying fees to permits • Working with Technology Services on two projects o Development Services Interactive Map design and implementation 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 developers DSC RECEPTION AND RECORDS • Tallies available now for Reception o July 1 through July 31 — 1,360 phone calls; 318 visitors at the counter • DSC Records Work Orders July 14 through August 13 o Copy orders — 7 o Scan orders — 35 o Internal copy orders — 3 o Public records requests - 7 -7- 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 commumty. • 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 • Registration for businesses opens Aug 17 and closes September 11. Businesses can register with Diane Van Horn at 382-2049 or dvanhorn@marana.com. NOTIFY ME • A recent feature has been added to the Town's Notify Me listserv which allows the Police Department Community Resources Unit and Criminal Investigations Unit to send bulletins and advisories to citizens. • We are now able to take a more pro-active approach to community involvement and education. • This is a subscription only listserv and listed on our web site under Marana Police e-Alerts • As of August 18, 77 people have signed up to receive Police E-Alerts bulletins. G. PUBLIC WORKS FLEET SERVICES: • Closed out July shop invoices (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 • Quoting covered parking for DP2 project • Preparing Fleet Replacement tiered replacement plan for FY 2010 - Continuation 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 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. FACILITIES: • Developing a Key Policy, �rst draft is ready for review. — under review by Deb Thalasitis • Developing a numerical numbering system for each Town facility to include room number. — Continuation, AZ Correctional Industries is currently making number plates for doors. : • Conducting a complete asset inventory of all Town facilities. - Continuation • Responded to 2 call outs that pertain to Facilities. • Developing a team atmosphere. - Continuation • Review and adjust job descriptions to better meet the needs of Facilities Management. • Quoting out the Facilities Janitorial Supplies to include new fixtures TRAFFIC SIGNALS/SIGNS AND MARHINGS: • 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 2locations. • 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. H. TECH SERVICES IT & NETWORKING • In the process of setting up replacement computers for a couple of employees • Completed 65 help desk tickets in the past 2 weeks • Configured IBM Tivoli Netview Monitoring software and disabled a few alerts that are not needed • Completed draft of the WAN/Networking Services RFP • In the process of installing processors, adding memory, and loading virtualization software on blade servers •' Researching call automation processes per request from the Records Center in PD • Continued work on public records requests GIS • Finished creating a street name change request form to meet citizen requests • Transview pavement analysis software — data collection and assessment model development in progress • Completed 10 address requests and 14 map requests in the past 2 weeks • Completed specific landuse and zoning layers per request from Planning and Zoning Department -9- PD & COMMUNICATIONS • Attended Arizona Law Enforcement Records Managers (ALERMA) meeting in Mesa last week to discuss the standardization of accident reports in order to cut down on mistakes • Scheduled to attend Association of Public Safety Officials (APCO) Conference in Las Vegas this upcoming weekend • Completed a walk-through with City of Gilbert on 911 recording and Goserco support • E-Ticketing Demo with APS over E-Citation and its capabilities • Currently looking at options to host and access Spillman from the Courts Dept. • GI School Training was successful and completed last week SOFTWARE APPLICATIONS • Completed correction of data errors in Project module of the CRW permit system • Continued progress with the Development Services/Economic Development web application. J• UTILITIES GENERAL WATER ISSUES • Repaired nonpotable water leak in Rancho Marana. • Repaired two leaks in Amole Circle. • Commenced fabrication of gate at Gladden well. • Continued inventory entry into Cartegraph. • Continued hydrant maintenance program. • Assisted with set-up and take-down of employee appreciation barbeque at MMC. • Using figures generated by Cartegraph, at the end of July, we had performed $16,811 worth of labor to our water system, through 246 work orders. The highest percentage activity was maintenance (32A1%) followed by data collection (17.88%). i[�� Council Re�ort Calendar • 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:, 2 floor conference center Regular Council Meeting, 7 p.m. • October 3: Marana Police Deparhnent GAIN event • October 6: Regular Council Meeting, 7 p.m. • October 20: Regular Council Meeting, 7 p.m. • 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